Minutes of Finance and Governance Committee Meeting

Minutes (Open Portion)

Finance and Governance Committee Meeting

Page 11

18/08/2020

Finance and Governance Committee Meeting (Open Portion) held on Tuesday, 18 August 2020 at 4:30 pm.

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.

COMMITTEE MEMBERS

Zucco (Chairman)

Deputy Lord Mayor Burnet

Sexton

Thomas

Coats

PRESENT: Alderman M Zucco (Chairman), the Deputy Lord Mayor Councillor H Burnet, Aldermen Dr P T Sexton, D C Thomas, Councillor W Coats, the Lord Mayor Councillor A M Reynolds and Alderman J R Briscoe.

APOLOGIES: Nil.

LEAVE OF ABSENCE: Nil.

NON-MEMBERS

Lord Mayor Reynolds

Briscoe

Harvey

Behrakis

Dutta

Sherlock

Ewin

Alderman Briscoe retired from the meeting at 4:33 pm and was not present for items 6.1 to 7.1 and item 9.

1. Co-Option of a Committee Member in the event of a vacancy

No Elected Members were co-opted to the Committee.

2. Confirmation of Minutes

THOMAS

The minutes of the Open Portion of the Finance and Governance Committee meeting held on Tuesday, 21 July 2020, be confirmed as an accurate record.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Zucco
Deputy Lord Mayor Burnet
Sexton
Thomas
Coats

The minutes were signed.

3. Consideration of Supplementary Items

Ref: Part 2, Regulation 8(6) of the Local Government (Meeting Procedures) Regulations 2015.

Recommendation

That the Committee resolve to deal with any supplementary items not appearing on the agenda, as reported by the General Manager.

No supplementary items were received.

4. Indications of Pecuniary and Conflicts of Interest

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.

5. Transfer of Agenda Items

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.

SEXTON

That item 8 be now taken.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Zucco
Deputy Lord Mayor Burnet
Sexton
Thomas
Coats

Item 8 was then taken.

6. Reports

6.1 2019-20 Annual Plan - Final Report
Period Ended 30 June 2020

File Ref: F20/81276

DEPUTY LORD MAYOR BURNET

That the recommendation contained in the report of the Senior Advisor Strategic Planning and the Director Community Life of 12 August 2020, be adopted.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Zucco
Deputy Lord Mayor Burnet
Sexton
Thomas
Coats

COMMITTEE RESOLUTION:

That the Council endorse the Annual Plan Final Report for the period ending 30 June 2020, marked as Attachment A to item 6.1 of the Open Finance and Governance Committee agenda of 18 August 2020.

Delegation: Council

6.2 City of Hobart - Customer Service Charter - Complaints and Compliments - Annual Report 2019/20

File Ref: F20/74313; 11-15-9

SEXTON

That the recommendation contained in the report of the Group Manager City Government & Customer Relations and the Principal Advisor - Customer Relations of 13 August 2020, be adopted.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Zucco
Deputy Lord Mayor Burnet
Sexton
Thomas
Coats

COMMITTEE RESOLUTION:

That in accordance with Section 339F (5) of the Local Government Act 1993 the report marked as item 6.2 of the Open Finance and Governance Committee agenda titled City of Hobart – Customer Service Charter – Complaints and Compliments – Annual Report 2019/20 be noted.

Delegation: Council

6.3 Council Policy Manual Review July 2020

File Ref: F20/88806; 18/17

SEXTON

That the recommendation contained in the report of the Deputy General Manager of 13 August 2020, be adopted, as amended by the following:

1. The number 18 after the word to be substituted with the number 17.

2. The words (excluding the policy titled Leases to Non-profit Organisations (NFPO) marked as Appendix 18) be inserted after the number 17.

3. The insertion of an additional clause to read as follows:

“2. The amendments to the Council’s Policy titled Private Works – Charges marked as Appendix 1, as shown in Attachment A to item 6.3 of the Open Finance and Governance Committee agenda of 18 August 2020 be endorsed, as varied by the deletion of the proposed second paragraph under Section 3, and substituted with the following:

Any request waiving or reducing a charge for private works will be referred to the Council for decision.”

MOTION CARRIED

VOTING RECORD

AYES	NOES
Zucco
Deputy Lord Mayor Burnet
Sexton
Thomas
Coats

COMMITTEE RESOLUTION:

That: 1. The Council Policies marked as Appendices 1 to 17 (excluding the policy titled Leases to Non-profit Organisations (NFPO) marked as Appendix 18), as shown in Attachment A to item 6.3 of the Open Finance and Governance Committee agenda of 18 August 2020, be endorsed.

2. The amendments to the Council’s Policy titled Private Works – Charges marked as Appendix 1, as shown in Attachment A to item 6.3 of the Open Finance and Governance Committee agenda of 18 August 2020 be endorsed, as varied by the deletion of the proposed second paragraph under Section 3, and substituted with the following:

Any request waiving or reducing a charge for private works will be referred to the Council for decision.

Delegation: Council

6.4 Procurement - Quotation Exemption Report

File Ref: F20/83174; 18/311

SEXTON

That the recommendation contained in the report of the Manager Finance and City Procurement and the Deputy General Manager of 12 August 2020, be adopted.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Zucco
Deputy Lord Mayor Burnet
Sexton
Thomas
Coats

COMMITTEE RESOLUTION:

That: 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 3 written quotations for the period 1 January to 30 June 2020.

Delegation: Committee

6.5 Outstanding Long Term Parking Permit Debts as at
31 July 2020

File Ref: F20/81587

SEXTON

That the recommendation contained in the memorandum of the Manager Finance and City Procurement and the Deputy General Manager of 12 August 2020, be adopted.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Zucco
Deputy Lord Mayor Burnet
Sexton
Thomas
Coats

COMMITTEE RESOLUTION:

That the information contained in the memorandum of the Manager Finance and City Procurement and the Deputy General Manager of 4 August 2020 titled ‘Outstanding Long Term Parking Permit Debts as at 31 July 2020’ be received and noted.

Delegation: Committee

6.6 Professional Development Reporting - Deputy Lord Mayor - Local Government Association of Tasmania Elected Member Professional Development Weekend 2020, Launceston

File Ref: F20/87891

DEPUTY LORD MAYOR BURNET

That the recommendation contained in the memorandum of the General Manager of 12 August 2020, be adopted.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Zucco
Deputy Lord Mayor Burnet
Sexton
Thomas
Coats

COMMITTEE RESOLUTION:

That the information be received and noted.

Delegation: Committee

7. Committee Action Status Report

7.1 Committee Actions - Status Report

File Ref: F20/88625

SEXTON

That the information be received and noted.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Zucco
Deputy Lord Mayor Burnet
Sexton
Thomas
Coats

Delegation: Committee

Item 9 was then taken.

8. Questions without Notice

Section 29 of the Local Government (Meeting Procedures) Regulations 2015.

File Ref: 13-1-10

8.1 Alderman Briscoe - Grant Funding for Infrastructure Projects

File Ref: 13-1-10

Question: Due to some feedback (and some confusion that may have the potential to derail funding projects) in the community and from some politicians to me who are unsure what the priorities of the city in seeking major grant funds for infrastructure projects particularly in the COVID era where the State and Federal Government are providing funds for simulation of the economy;

1. (a) What are the current Hobart City Council projects seeking grant funds and their order of priority?

(b) If there is, who decided the priorities?

2. Is there a coordinated effort by the elected leadership and the executive team to push the same projects (for example, the aquatic centre upgrade)?

Answer: The General Manager took the question on notice.

Item 6.1 was then taken.

9. Closed Portion of the Meeting

THOMAS

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:

· Proposals for the council to acquire land or an interest in land or for the disposal of land;

· The personal hardship of any person who is resident in, or is a ratepayer in, the relevant municipal area;

· Information of a personal and confidential nature or information provided to the council on the condition it is kept confidential; and

· Contracts, and tenders, for the supply of goods and services and their terms, conditions, approval and renewal.

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 Giblin Street Ex-Asphalt Plant Site - Future Options for Residential Zones Land - Further Information

LG(MP)R 15(2)(f)

Item No. 4.2 Charitable Rates Exemption - Rates Remission Request

LG(MP)R 15(2)(j)

Item No. 4.3 Request for Remission of Rates Paid

LG(MP)R 15(2)(g)

Item No. 4.4 Outstanding Rates as at 30 June 2020

LG(MP)R 15(2)(g) and (j)

Item No. 4.5 Outstanding Sundry Debts as at 31 July 2020

LG(MP)R 15(2)(g)

Item No. 4.6 Contract Variation - P17/114 Security Services

LG(MP)R 15(2)(d)

Item No. 5 Committee Action Status Report

Item No. 5.1 Committee Actions - Status Report

LG(MP)R 15(2)(b), (c)(i), (c)(ii), (d), (f), (g), (i) and (j)

Item No. 6 Responses to Questions Without Notice

Item No. 6.1 TasWater MoU

LG(MP)R 15(2)(g)

Item No. 7 Questions Without Notice

Item No. 8 Financial Hardship - Rates Remission Request

LG(MP)R 15(2)(j)e

MOTION CARRIED

VOTING RECORD

AYES	NOES
Zucco
Deputy Lord Mayor Burnet
Sexton
Thomas
Coats

Delegation: Committee

There being no further business the Open portion of the meeting closed at 4:47 pm.

TAKEN AS READ AND SIGNED AS A CORRECT RECORD THIS
15^th DAY OF SEPTEMBER 2020.

CHAIRMAN