City
of hobart
MINUTES
Finance and Governance Committee Meeting
Open Portion
Tuesday, 17 August 2021 at 4:35 pm
City
of hobart
MINUTES
Finance and Governance Committee Meeting
Open Portion
Tuesday, 17 August 2021 at 4:35 pm
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Minutes (Open Portion) Finance and Governance Committee Meeting |
Page 2 |
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17/8/2021 |
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APOLOGIES AND LEAVE OF ABSENCE
1. Co-Option of a Committee Member in the event of a vacancy
3. Consideration of Supplementary Items
4. Indications of Pecuniary and Conflicts of Interest
6.1 2020-21 Annual Plan - Final Report Period Ended 30 June 2021
6.2 Procurement - Quotation Exemption Report
7. Committee Action Status Report
7.1 Committee Actions - Status Report
8. Responses to Questions without Notice
10. Closed Portion of the Meeting
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Minutes (Open Portion) Finance and Governance Committee Meeting |
Page 5 |
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17/08/2021 |
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Finance and Governance Committee Meeting (Open Portion) held on Tuesday, 17 August 2021 at 4:35 pm in the Council Chamber, Town Hall.
This meeting of the Finance and Governance Committee is held in accordance with a Notice issued by the Premier on 3 April 2020 under section 18 of the COVID-19 Disease Emergency (Miscellaneous Provisions) Act 2020.
The title Chief Executive Officer is a term of reference for the General Manager as appointed by Council pursuant s.61 of the Local Government Act 1993 (Tas).
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COMMITTEE MEMBERS Zucco (Chairman) Deputy Lord Mayor Burnet Sexton Thomas Coats
PRESENT: Alderman M Zucco (Chairman), the Deputy Lord Mayor Councillor H Burnet, Alderman D C Thomas, Councillor W Coats and the Lord Mayor Councillor A M Reynolds.
APOLOGIES: Alderman Dr P T Sexton
LEAVE OF ABSENCE: Nil.
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NON-MEMBERS Lord Mayor Reynolds Briscoe Harvey Behrakis Dutta Sherlock Ewin
The Deputy Lord Mayor arrived at 4.38pm and was not present for items 1 – 5.
The Lord Mayor was co-opted to the Committee. |
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COATS |
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That the Lord Mayor be co-opted to the Committee |
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MOTION CARRIED VOTING RECORD
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THOMAS |
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The minutes of the Open Portion of the Finance and Governance Committee meeting held on Tuesday, 20 July 2021, be confirmed as an accurate record.
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MOTION CARRIED VOTING RECORD
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The minutes were signed.
Ref: Part 2, Regulation 8(6) of the Local Government (Meeting Procedures) Regulations 2015.
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That the Committee resolve to deal with any supplementary items not appearing on the agenda, as reported by the Chief Executive Officer.
No supplementary items were received.
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Ref: Part 2, Regulation 8(7) of the Local Government (Meeting Procedures) Regulations 2015.
Members of the Committee are requested to indicate where they may have any pecuniary or conflicts of interest in respect to any matter appearing on the agenda, or any supplementary item to the agenda, which the Committee has resolved to deal with.
No interest was indicated.
Regulation 15 of the Local Government (Meeting Procedures) Regulations 2015.
A Committee may close a part of a meeting to the public where a matter to be discussed falls within 15(2) of the above regulations.
In the event that the Committee transfer an item to the closed portion, the reasons for doing so should be stated.
Are there any items which should be transferred from this agenda to the closed portion of the agenda, or from the closed to the open portion of the agenda?
No items were transferred.
Delegation: Council
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THOMAS |
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That the recommendation contained in the report of the Manager Rates, Procurement and Finance Operations and the Director Community Life of 12 August 2021, be adopted. |
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MOTION CARRIED
VOTING RECORD
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COMMITTEE RESOLUTION: |
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1. The Finance and Governance Committee receive and note the report titled ‘Procurement – Quotation Exemption Report’. 2. The Committee note the exemption granted from the requirement to seek three written quotations for the period 1 April to 30 June 2021.
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Delegation: Committee
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COATS |
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That the recommendation contained in the report of the Executive Officer Community Life of 11 August 2021, be adopted. |
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MOTION CARRIED VOTING RECORD
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COMMITTEE RESOLUTION |
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That the information be received and noted.
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Delegation: Committee
Regulation 29(3) Local Government
(Meeting Procedures) Regulations 2015.
File Ref: 13-1-10
8.1 TasWater Briefing
File Ref: F21/71548
Memorandum of the Manager Legal and Governance of 17 August 2021.
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THOMAS |
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That the information be received and noted.
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MOTION CARRIED VOTING RECORD
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Delegation: Committee
Section 29 of the Local Government (Meeting Procedures) Regulations 2015.
File Ref: 13-1-10
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9.1 Lord Mayor Reynolds - Parking Permits File Ref: 13-1-10 |
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Question: Under the Elected Members Development and Support Policy, Section M. 1. (i) parking permits are available in order to provide parking for elected members to park on the Town Hall parking deck whilst they are undertaking their duties of office Are elected members allowed to use this free parking all day while they are working at their other places of employment? What steps are undertaken by Council officers to ensure that these free parking spaces are being used in a way that’s in keeping with the policy? Answer: The Director Community Life took the question on notice. |
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9.2 Lord Mayor Reynolds - Fuel Allowance File Ref: 13-1-10 |
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Question: Under the Elected Members Development and Support Policy, Section K.2 (ii) a maximum allocation of 1,500 litres of fuel per year can be charged on a fuel card each year without having to submit travel details to support this use. In relation to this entitlement: Can the litres used / claimed be reported as well as the dollar amounts? What steps are taken to check that fuel is not being used for non-Council business? Given 1,500 litres is equal to the average amount of fuel used by a vehicle in Tasmania each year, is it appropriate to review whether this may be more fuel than is required to undertake a part-time role as an elected member? What was the total cost of providing this allowance to elected members in the last 2 financial years? Answer: The Director Community Life took the question on notice.
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Question: Could the Director please confirm what expenses elected members are entitled to claim as reimbursements under the Act and does this include all costs associated with elected member use of private vehicles. Answer: The Director Community Life took the question on notice. |
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THOMAS |
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That the Committee resolve by majority that the meeting be closed to the public pursuant to regulation 15(1) of the Local Government (Meeting Procedures) Regulations 2015 because the items included on the closed agenda contain the following matters:
· Minutes of a Closed Portion of a meeting · Information regarding personal hardship of ratepayers · Questions Without Notice in the Closed Portion of a Meeting.
The following items were discussed: -
Item No. 1 Minutes of the last meeting of the Closed Portion of the Committee Meeting Item No. 2 Consideration of supplementary items to the agenda Item No. 3 Indications of pecuniary and conflicts of interest Item No. 4 Reports Item No. 4.1 Outstanding Rates as at 30 June 2021 LG(MP)R 15(2)(g) and (j) Item No. 5 Committee Action Status Report Item No. 5.1 Committee Actions - Status Report LG(MP)R 15(2)(b), (c)(i), (f) and (g) Item No. 6 Questions Without Notice
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MOTION CARRIED VOTING RECORD
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Delegation: Committee
There being no further business the Open portion of the meeting closed at 4:45pm.
TAKEN AS READ AND SIGNED AS A CORRECT RECORD
THIS
14th DAY OF September 2021.
CHAIRMAN