Minutes of Finance and Governance Committee Meeting

Minutes (Open Portion)

Finance and Governance Committee Meeting

Page 4

19/10/2021

Finance and Governance Committee Meeting (Open Portion) held on Tuesday, 19 October 2021 at 4:48 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).

COMMITTEE MEMBERS

Zucco (Chairman)

Deputy Lord Mayor Burnet

Sexton

Thomas

Coats

PRESENT: Councillor W Coats (Chairman), the Deputy Lord Mayor Councillor H Burnet, Alderman D C Thomas, the Lord Mayor Councillor A M Reynolds, and Councillor W Harvey.

APOLOGIES:

LEAVE OF ABSENCE:

Alderman M Zucco

Alderman Dr P T Sexton

NON-MEMBERS

Lord Mayor Reynolds

Briscoe

Harvey

Behrakis

Dutta

Sherlock

Fox

DEPUTY LORD MAYOR BURNET

That Councillor Coats Chair the meeting.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Deputy Lord Mayor Burnet
Thomas
Coats

Councillor Coats assumed the Chair.

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

THOMAS

That Lord Mayor Reynolds and Councillor Harvey be co-opted to the Committee

MOTION CARRIED

VOTING RECORD

AYES	NOES
Coats
Deputy Lord Mayor Burnet
Thomas

Delegation: Committee

2. Confirmation of Minutes

THOMAS

The minutes of the Open Portion of the Finance and Governance Committee meeting held on Tuesday, 14 September 2021, be confirmed as an accurate record.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Coats
Deputy Lord Mayor Burnet
Thomas
Lord Mayor Reynolds
Harvey

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 Chief Executive Officer.

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.

6. Reports

6.1 Proposed 2022 Council and Committee Meeting Schedule and Temporary City Planning Committee Delegation

File Ref: F21/89589

DEPUTY LORD MAYOR BURNET

That the recommendation contained in the report of the Manager Legal and Governance of 12 October 2021, be adopted.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Coats
Deputy Lord Mayor Burnet
Thomas
Lord Mayor Reynolds
Harvey

COMMITTEE RESOLUTION:

That: 1. The Council adopt the 2022 Council and Council Committee meeting schedule, marked as Attachment A to item 6.1of the Finance and Governance Committee agenda of 19 October 2021.

2. In the event that any urgent matters arise which cannot be accommodated within the 2022 meeting schedule, special meetings be convened as required.

3. The City Planning Committee be provided with the following delegation in order to facilitate the processing of planning permit applications during the Christmas period:

(i) To determine all planning permit applications which would otherwise be determined by the Council, after the last ordinary scheduled Council meeting in December 2021 and before the first ordinary scheduled Council meeting in January 2022, in circumstances where it would not otherwise be possible to determine the application within the statutory time period required under Sections 57(6), 57(6A), 58(2) or 58(2A) of the Land Use Planning and Approvals Act 1993, and an extension of time cannot be obtained, unless an Elected Member has requested the convening of a special meeting or meetings to determine the application and there is sufficient time to arrange a special meeting prior to the expiry of the statutory time period required under those sections.

Delegation: Council

6.2 Heritage Account Special Committee - Terms of Reference Amendment

File Ref: F21/94421

DEPUTY LORD MAYOR BURNET

That the recommendation contained in the report of the Manager Legal and Governance of 12 October 2021, be adopted.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Coats
Deputy Lord Mayor Burnet
Thomas
Lord Mayor Reynolds
Harvey

COMMITTEE RESOLUTION:

That the Terms of Reference for the Heritage Account Special Committee be amended to include an addition member who is a Council Officer with appropriate financial experience as determined by the Chief Executive Officer.

Delegation: Council

6.3 Lease Renewal - The Flower Room, 108-110 Bathurst Street

File Ref: F21/32484; 17/80

THOMAS

That the recommendation contained in the report of the Manager Community and Culture and the Director Community Life of 14 October 2021, be adopted.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Coats
Deputy Lord Mayor Burnet
Thomas
Lord Mayor Reynolds
Harvey

COMMITTEE RESOLUTION:

That: 1. Approval be granted for a new three (3) year lease with a two (2) year option to The Flower Room Co-operative for the existing designated space, located at ground level of Criterion House, 108 -110 Bathurst Street, Hobart.

2. The leased area be provided at a subsidised value of $7,566.10, (GST exclusive) per annum, to be adjusted annually for CPI.

3. The Chief Executive Officer be authorised to finalise the terms and conditions of the lease.

4. In accordance with the Council Policy ‘Grants and Benefits Disclosure’ the benefit recognised to The Flower Room Co-operative by way of reduced rental as part of the new lease be disclosed in the City of Hobart’s Annual Report.

Delegation: Committee

6.4 Electric Vehicles and Charging Stations

File Ref: F21/59954; 7236710R

HARVEY

That the recommendation contained in the report of the Manager Smart & Sustainable City and the Director City Innovation of 13 October 2021, be adopted.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Coats
Deputy Lord Mayor Burnet
Thomas
Lord Mayor Reynolds
Harvey

COMMITTEE RESOLUTION:

That the information be received and noted.

Delegation: Committee

7. Committee Action Status Report

7.1 Committee Actions - Status Report

File Ref: F21/103616

HARVEY

That the information be received and noted.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Coats
Deputy Lord Mayor Burnet
Thomas
Lord Mayor Reynolds
Harvey

COMMITTEE RESOLUTION:

That the information be received and noted.

8. Responses to Questions without Notice

Regulation 29(3) Local Government (Meeting Procedures) Regulations 2015.
File Ref: 13-1-10

8.1 Parking Permits

File Ref: F21/85377

Memorandum of the Manager Legal and Governance of 12 October 2021.

8.2 Fuel Allowance

File Ref: F21/85408

Memorandum of the Manager Legal and Governance of 12 October 2021.

8.3 Fuel Entitlements

File Ref: F21/85413

Memorandum of the Manager Legal and Governance of 8 September 2021.

8.4 Business Consultation Process

File Ref: F21/93251

Memorandum of the Director Community Life of 12 October 2021.

HARVEY

That the information be received and noted.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Coats
Deputy Lord Mayor Burnet
Thomas
Lord Mayor Reynolds
Harvey

Delegation: Committee

9. Questions without Notice

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

File Ref: 13-1-10

9.1 Deputy Lord Mayor - Public Question Time

File Ref: 13-1-10

Question: In relation to Council meeting procedures, are there any time limits around Public Question Time?

Answer: The Lord Mayor advised that Council has to provide a minimum of 15 minutes under regulation 31 of the Local Government (Meeting Procedures) Regulations Act 2015 however there is no time limit legislated. Council would need to endorse a new policy if it wished to introduce an upper limit.

10. 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:

· Proposal for Council to dispose of land

· Information of a personal and confidential nature

· Personal hardship of residents in the municipal area

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 Responses to Questions Without Notice

Item No. 4.1 Status Update - Investigation of Asset Holdings

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

Item No. 5 Reports

Item No. 5.1 Investigation of Asset Holdings

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

Item No. 5.2 Remissions of Rates and Charges Granted

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

Item No. 5.3 Outstanding Parking Debt June 30, 2021 - Annual Report

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

Item No. 6 Committee Action Status Report

Item No. 6.1 Committee Actions - Status Report

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

Item No. 7 Questions Without Notice

MOTION CARRIED

VOTING RECORD

AYES	NOES
Coats
Deputy Lord Mayor Burnet
Thomas
Lord Mayor Reynolds
Harvey

Delegation: Committee

There being no further business the Open portion of the meeting closed at 5.15 pm.

TAKEN AS READ AND SIGNED AS A CORRECT RECORD THIS
16^th DAY OF November 2021.

CHAIRMAN