Minutes of Finance and Governance Committee Meeting

Minutes (Open Portion)

Finance and Governance Committee Meeting

Page 3

12/11/2019

Finance and Governance Committee Meeting (Open Portion) held on Tuesday, 12 November 2019 at 4:30 pm in the Lady Osborne Room, Town Hall.

COMMITTEE MEMBERS

Zucco (Chairman)

Deputy Lord Mayor Burnet

Sexton

Thomas

Dutta

PRESENT: Alderman M Zucco (Chairman), the Deputy Lord Mayor Councillor H Burnet, Alderman Dr P T Sexton, Councillor M Dutta and Alderman S Behrakis.

APOLOGIES: Nil.

LEAVE OF ABSENCE:

Alderman D C Thomas.

NON-MEMBERS

Lord Mayor Reynolds

Briscoe

Denison

Harvey

Behrakis

Ewin

Sherlock

Alderman Behrakis was co-opted to the Committee.

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

SEXTON

That Alderman Behrakis be co-opted to the Committee.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Zucco
Deputy Lord Mayor Burnet
Sexton
Dutta

2. Confirmation of Minutes

SEXTON

The minutes of the Open Portion of the Finance and Governance Committee meeting held on Tuesday, 15 October 2019 and the Special Finance and Governance Committee meeting held on Monday, 4 November 2019, be confirmed as an accurate record.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Zucco
Deputy Lord Mayor Burnet
Sexton
Dutta
Behrakis

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.

6. Reports

6.1 Elected Members Development and Support - Policy

File Ref: F19/138642

BEHRAKIS

That the recommendation contained in the memorandum of the Deputy General Manager of 7 November 2019, be adopted, as amended the following:

1. That the words excluding Clause G of the policy titled International Relationships be inserted after the word 2019 in Clause 1.

2. The addition of a Clause 2 to read as follows:

“2. Clause G titled International Relationships of the Elected Members’ Development and Support policy be deferred and be the subject of a further report following the outcomes of the following investigations:

(i) The future of international city relationships.

(ii) The Risk and Audit Panel be engaged to assess and provide a recommendation to the Council on an appropriate budget allocation for Elected Members in regards to international travel.”

MOTION CARRIED

VOTING RECORD

AYES	NOES
Zucco
Deputy Lord Mayor Burnet
Sexton
Dutta
Behrakis

COMMITTEE RESOLUTION:

That: 1. The Council adopt the Elected Members’ Development and Support policy as shown in track changes and marked as Attachment A to item 6.1 of the Open Finance and Governance Committee agenda of 12 November 2019, excluding Clause G of the policy titled International Relationships.

2. Clause G titled International Relationships of the Elected Members’ Development and Support policy be deferred and be the subject of a further report following the outcomes of the following investigations:

(i) The future of international city relationships.

(ii) The Risk and Audit Panel be engaged to assess and provide a recommendation to the Council on an appropriate budget allocation for Elected Members in regards to international travel.

Delegation: Council

6.2 Council of Managers of National Antarctic Programs (COMNAP) - Annual General Meeting - August 2020 - Request to Use City Hall

File Ref: F19/139774

DEPUTY LORD MAYOR BURNET

That the recommendation contained in the memorandum of the Principal Advisor - Customer Relations and Hallkeeping and the Deputy General Manager of 7 November 2019, be adopted.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Zucco
Deputy Lord Mayor Burnet
Sexton
Dutta
Behrakis

COMMITTEE RESOLUTION:

That: 1. The Council approve the request from the Australian Antarctic Division to use the City Hall for the 2020 Council of Managers of National Antarctic Programs (COMNAP) Annual General Meeting, to be conducted from 2-7 August 2020, at no charge.

2. The General Manager be authorised to waive the hire fees associated with the use of the City Hall for the event.

3. Details of the fees waived be included in the 2020-21 Annual Report, in accordance with the Council’s policy in relation to grants and benefits.

Delegation: Council

6.3 Financial Report as at 30 September 2019

File Ref: F19/140680; 18/17

BEHRAKIS

That the recommendation contained in the report of the Budget and Reporting Manager and the Deputy General Manager of 6 November 2019, be adopted.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Zucco
Deputy Lord Mayor Burnet
Sexton
Dutta
Behrakis

COMMITTEE RESOLUTION:

That the Council approve the changes to the 2019-20 Estimates listed in tables 4, 5, 7 and 9 of Attachment A to item 6.3 of the Open Finance and Governance Committee agenda of 12 November 2019, the financial impacts of which are to decrease the underlying surplus by $0.14M, and to decrease the cash balance by $0.67M.

Delegation: Council

6.4 Grants and Benefits Listing as at 30 September 2019

File Ref: F19/143162; 25-2-1

DEPUTY LORD MAYOR BURNET

That the recommendation contained in the report of the Group Manager Rates & Procurement and the Deputy General Manager of 4 November 2019, be adopted.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Zucco
Deputy Lord Mayor Burnet
Sexton
Dutta
Behrakis

COMMITTEE RESOLUTION:

That the Finance and Governance Committee receive and note the information contained in the report titled ‘Grants and Benefits Listing as at 30 September 2019’.

Delegation: Committee

6.5 2019-20 Annual Plan - Summary Report
Period Ended 30 September 2019

File Ref: F19/142810

SEXTON

That the recommendation contained in the report of the Senior Advisor Strategic Planning and the Manager Economic Development, Engagement and Strategy of 7 November 2019, be adopted.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Zucco
Deputy Lord Mayor Burnet
Sexton
Dutta
Behrakis

COMMITTEE RESOLUTION:

That the Council endorse the Annual Plan 2019-20 summary report for the period ending 30 September 2019, marked as Attachment A to item 6.5 of the Open Finance and Governance Committee agenda of 12 November 2019.

Delegation: Council

6.6 Parking in North Hobart - Hours of Operation of Car Parks

File Ref: F19/142712; 17/181

SEXTON

That the recommendation contained in the memorandum of the Director City Innovation of 6 November 2019, be adopted, as amended by the following:

1. That the words 9pm in Clause 1 be substituted with 8pm.

2. The addition of a Clause 2 to read as follows:

“2. Dynamic pricing options for paid parking in both the Condell Place and Lefroy Street Car Parks in North Hobart be explored and be the subject of a further report.”

MOTION CARRIED

VOTING RECORD

AYES	NOES
Zucco
Deputy Lord Mayor Burnet
Sexton
Dutta
Behrakis

COMMITTEE RESOLUTION:

That: 1. The sign-posted and enforceable times for paid parking in both the Condell Place and Lefroy Street Car Parks in North Hobart be reduced from 8.30am - 10pm to 8.30am - 8pm.

2. Dynamic pricing options for paid parking in both the Condell Place and Lefroy Street Car Parks in North Hobart be explored and be the subject of a further report.

Delegation: Council

7. Committee Action Status Report

7.1 Committee Actions - Status Report

File Ref: F19/144411

SEXTON

That the information be received and noted.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Zucco
Deputy Lord Mayor Burnet
Sexton
Dutta
Behrakis

Delegation: Committee

8. Responses to Questions without Notice

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

8.1 Elector Poll

File Ref: F19/111160

Memorandum of the Manager Legal and Governance of 7 November 2019.

8.2 Town Hall Reception

File Ref: F19/136414

Memorandum of the Manager Community and Culture of 30 October 2019.

8.3 Rates Exemptions - Charitable Living Units

File Ref: F19/136423

Memorandum of the Group Manager Rates & Procurement of 6 November 2019.

8.4 Long Term Parking Occupancy

File Ref: F19/136425

Memorandum of the Director City Innovation of 6 November 2019.

BEHRAKIS

That the information be received and noted.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Zucco
Deputy Lord Mayor Burnet
Sexton
Dutta
Behrakis

Delegation: Committee

9. Questions without Notice

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

File Ref: 13-1-10

9.1 Councillor Dutta - Civic Receptions

File Ref: 13-1-10

Question: Could the General Manager please advise if Lord Mayoral Civic Receptions are budgeted for and if so, could the General Manger please provide the total budgeted amount for the 2019-20 financial year and how much of that budget has been spent to-date?

Answer: The General Manager took the question on notice.

9.2 Councillor Dutta - Workplace Behaviour

File Ref: 13-1-10

Question: The Elected Member Code of Conduct says, amongst other things, that ‘A Council’s internal dispute resolution process should be the first step that is taken when there is a dispute between elected members’.

Can the General Manager advise:

(a) Is there an internal dispute resolution process for elected members?

(b) If not, what action is the General Manager taking to address this?

Answer: The General Manager advised:

(a) There is no formal internal dispute resolution process for elected members, however there is one for staff which could be easily be amended to be made applicable to elected members.

(b) We are currently reviewing the dispute resolution process for elected members.

9.3 Councillor Dutta - Solar Panels

File Ref: 13-1-10

Question: Could the General Manager please advise of the number of Council owned buildings with solar panels installed and the total amount of energy expenditure savings the Council is benefiting from due to the use of the panels?

Answer: The General Manager took the question on notice.

10. Closed Portion of the Meeting

SEXTON

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:

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

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

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

The following items were discussed: -

Item No. 1 Minutes of the last meeting of the Closed Portion of the Council 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 Request to Waive Requirement to Tender - The Mercury Newspaper Advertising

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

Item No. 4.2 Derwent Sailing Squadron - Council Loan Guarantee - Loan Arrangements

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

Item No. 4.3 Hobart Council Centre - Renewal of Existing Lease - Derwent Estuary Program

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

Item No. 4.4 Sale of Council Property - 89 Doyle Avenue, Lenah Valley

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

Item No. 5 Committee Action Status Report

Item No. 5.1 Committee Actions - Status Report

LG(MP)R 15(2)(a), (c)(i), (f), (i), (j) and e(ii)

Item No. 6 Questions Without Notice

MOTION CARRIED

VOTING RECORD

AYES	NOES
Zucco
Deputy Lord Mayor Burnet
Sexton
Dutta
Behrakis

Delegation: Committee

There being no further business the open portion of the meeting closed at 5:25 pm.

TAKEN AS READ AND SIGNED AS A CORRECT RECORD THIS
10^th DAY OF DECEMBER 2019.

CHAIRMAN