Minutes of Finance and Governance Committee Meeting

Minutes (Open Portion)

Finance and Governance Committee Meeting

Page 3

14/02/2018

Finance and Governance Committee Meeting (Open Portion) held on Wednesday, 14 February 2018 at 5:00 pm in the Lady Osborne Room, Town Hall.

COMMITTEE MEMBERS

Ruzicka (Joint Chairman)

Thomas (Joint Chairman)

Deputy Lord Mayor Christie

Zucco

Sexton

Cocker

Reynolds

PRESENT: Alderman E R Ruzicka (Joint Chairman), Alderman D C Thomas (Joint Chairman), The Acting Lord Mayor Alderman R G Christie, Aldermen P S Cocker, A M Reynolds and W F Harvey.

APOLOGIES:

Aldermen M Zucco and P T Sexton.

LEAVE OF ABSENCE: Nil.

ALDERMEN

Briscoe

Burnet

Denison

Harvey

Lord Mayor Hickey

Alderman Harvey was co-opted to the Committee and retired at 5:54 pm.

Alderman Cocker arrived at the meeting at 5:37pm and was present for items 6.4 to 10.

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

ACTING LORD MAYOR

That Alderman Harvey be co-opted to the Committee.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Ruzicka
Thomas
Acting Lord Mayor Christie
Cocker
Reynolds

2. Confirmation of Minutes

RUZICKA

That the minutes of the Open Portion of the Finance Committee meeting held on Tuesday, 16 January 2018 and the Open Portion of the Governance Committee meeting held on Tuesday, 30 January 2018 are submitted for confirming as an accurate record.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Ruzicka
Thomas
Acting Lord Mayor Christie
Cocker
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 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.

Aldermen 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

Finance

6.1 Purchasing Card Policy

File Ref: F18/2511

HARVEY

That the recommendation contained in the report of the Group Manager Rates and Procurement and the Director Financial Services of 9 February 2018, be adopted.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Ruzicka
Thomas
Acting Lord Mayor Christie
Cocker
Reynolds
Harvey

COMMITTEE RESOLUTION:

That: 1. The Purchasing Card Policy, shown as Attachment F to item 6.1 of the Finance and Governance Committee agenda of 14 February 2018, be approved.

2. The General Manager be authorised to make any minor amendments and finalise the Purchasing Card Policy.

3. A proactive communications strategy be developed around the new Purchasing Card framework proposal.

4. The revised policy be communicated widely to Council officers thereafter, and made available from the Council’s website.

Delegation: Council

6.2 Annual Review of Loan and Investment Portfolios - 31 December 2017

File Ref: F18/3832

ACTING LORD MAYOR

That the recommendation contained in the report of the Manager Finance and the Director Financial Services of 9 February 2018, be adopted.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Ruzicka
Thomas
Acting Lord Mayor Christie
Cocker
Reynolds
Harvey

COMMITTEE RESOLUTION:

That the Council not pursue refinancing of its Commonwealth Bank loan.

Delegation: Council

6.3 Financial Report as at 31 December 2017

File Ref: F18/8875; 21-1-1

RUZICKA

That the recommendation contained in the report of the Budget and Reporting Manager, the Manager Finance and the Director Financial Services of 7 February 2018, be adopted.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Ruzicka
Thomas
Acting Lord Mayor Christie
Cocker
Reynolds
Harvey

COMMITTEE RESOLUTION:

That the Council approve the changes to the 2017/2018 Estimates listed in tables 4, 5, 7 and 9 of Attachment A to item 6.3 of the Open Finance and Governance agenda of 14 February 2018, the financial impacts of which are no net change to the underlying surplus, and to increase the cash balance by $0.78M.

Delegation: Council

6.4 Review of Parking - North Hobart (Update on actions)

File Ref: F18/10600

REYNOLDS

That 1. Approval be granted to extend the patrolled operating hours of the Condell Place and Lefroy Street Car Parks to 7.00pm daily.

2. The results of the recent North Hobart parking survey be released to the North Hobart Traders Association and other interested parties for their review and comment, for a period not exceeding 30 days.

3. Following the finalisation of the consultation, a Council workshop be held to review all data collected and to consider all options, and potential costs, including;

(a) additional on-street car parking spaces;

(b) additional metered parking spaces;

(d) development of the Condell Place car park.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Ruzicka
Thomas
Acting Lord Mayor Christie
Cocker
Reynolds
Harvey

COMMITTEE RESOLUTION:

That 1. Approval be granted to extend the patrolled operating hours of the Condell Place and Lefroy Street Car Parks to 7.00pm daily.

3. Following the finalisation of the consultation, a Council workshop be held to review all data collected and to consider all options, and potential costs, including;

(e) additional on-street car parking spaces;

(f) additional metered parking spaces;

(g) better utilisation of existing City of Hobart car parks; and

(h) development of the Condell Place car park.

Delegation: Council

6.5 23-25 Goulburn Street - Lease of Car Park

File Ref: F18/11735; 5664666R

COCKER

That the recommendation contained in the memorandum of the Manager Legal and Governance of 7 February 2018, be adopted

MOTION CARRIED

VOTING RECORD

AYES	NOES
Ruzicka
Thomas
Acting Lord Mayor Christie
Cocker
Reynolds

COMMITTEE RESOLUTION:

That: 1. The Council extend its lease of the property at 23-25 Goulburn Street, Hobart for a period of 3 months with the ability to extend it on a monthly basis.

2. The General Manager be delegated the authority to negotiate and agree to the terms of the extension.

Delegation: Committee

6.6 Grants and Benefits Listing as at 31 December 2017

File Ref: F18/2501; 25-2-1

RUZICKA

That the recommendation contained in the report of the Group Manager Rates and Procurement and the Director Financial Services of 9 February 2018, be adopted.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Ruzicka
Thomas
Acting Lord Mayor Christie
Cocker
Reynolds

COMMITTEE RESOLUTION:

That the Finance Committee receive and note the information contained in the report titled “Grants and Benefits Listing as at 31 December 2017”.

Delegation: Committee

Governance

6.7 Property Insurance

File Ref: F18/10297; 16/182

ACTING LORD MAYOR

That the recommendation contained in the memorandum of the Deputy General Manager of 9 February 2018, be adopted.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Ruzicka
Thomas
Acting Lord Mayor Christie
Cocker
Reynolds

COMMITTEE RESOLUTION:

That: 1. The Council Decision, of June 1999, to exclude all public conveniences from the insurable asset listing be revoked.

2. Public toilets be included on future insured asset declarations, commencing in the 2018/2019 insurance year.

Delegation: Council

6.8 Climate Leadership Conference - 15-16 March 2018

File Ref: F18/11733

ACTING LORD MAYOR

That: 1. The Council approve Alderman Cocker’s attendance, subject to his availability, and invite further Aldermanic nominations for the Climate Leadership Conference 2018 to be held in Sydney from 15 to 16 March 2018.

2. The estimated cost of $4,035 per person be attributed to the Conference Attendance allocation within the Aldermanic Allowances and Expenses function of the 2017-18 Annual Plan with a corresponding off-set from the Study Assistance line item in the People and Capability function for any expenditure in excess of the existing budget in accordance with s82 of the Local Government Act 1993.

3. City of Hobart officers approach the organisers of the Conference and request to make a presentation based on the City of Hobart’s Climate Change Strategy.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Ruzicka
Thomas
Acting Lord Mayor Christie
Cocker
Reynolds

COMMITTEE RESOLUTION:

3. City of Hobart officers approach the organisers of the Conference and request to make a presentation based on the City of Hobart’s Climate Change Strategy.

Delegation: Council

7 Committee Action Status Report

7.1 Committee Actions - Status Report

File Ref: F18/12572

ACTING LORD MAYOR

That the information be received and noted.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Ruzicka
Thomas
Acting Lord Mayor Christie
Cocker
Reynolds

Delegation: Committee

8. Responses to Questions without Notice

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

8.1 Questions on Notice

File Ref: F18/6631

8.2 Corporate Purchasing Cards

File Ref: F18/5286; 13-1-10

ACTING LORD MAYOR

That the information be received and noted.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Ruzicka
Thomas
Acting Lord Mayor Christie
Cocker
Reynolds

Delegation: Committee

9. Questions without Notice

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

File Ref: 13-1-10

9.1 Acting Lord Mayor Christie - Council's Procurement Policy

File Ref: 13-1-10

Question: Could the Deputy General Manager provide a response to the following questions?:

1. Does the current Procurement Policy only allow for the purchase of goods from Tasmanian suppliers or agents?

2. If the Procurement Policy does only allow for the purchase of goods from Tasmanian suppliers or agents, can the policy be amended to allow for the purchase of goods from all Australian suppliers or agents?

Answer: The Deputy General Manager took the question on notice.

9.2 Alderman Cocker - Meeting with the new UTAS Vice Chancellor

File Ref: 13-1-10

Question: Has a meeting been organised for Aldermen to meet with the new University of Tasmania (UTAS) Vice Chancellor, Mr Rufus Black?

Answer: The Deputy General Manager took the question on notice.

9.3 Alderman Cocker - Annual Meeting with TasWater

File Ref: 13-1-10

Question: Has a meeting date been set for the Council’s annual meeting with TasWater?

Answer: The Deputy General Manager took the question on notice.

9.4 Alderman Ruzicka - Representatives of Internal and External Organisations - Annual Reporting

File Ref: 13-1-10

Question: Given that the aldermanic representatives on internal and external bodies normally report in November of each year to the Governance Committee, why did this not occur in 2017?

Answer: The Deputy General Manager took the question on notice.

10. Closed Portion of the Meeting

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 Contract Extension - Contract No. 5750 - Panel of Providers for Provision of Marketing Design 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)(d) and (f)

Item No. 6 Questions without notice – File Ref: 13-1-10

ACTING LORD MAYOR That the items be noted

MOTION CARRIED

VOTING RECORD

AYES	NOES
Ruzicka
Thomas
Acting Lord Mayor Christie
Cocker
Reynolds

The Chairman adjourned the meeting at 6:06 pm to conduct the closed portion of the meeting.

The meeting reconvened at 6:08 pm.

Item 10 was then taken.

There being no further business the meeting closed at 6:09.

TAKEN AS READ AND SIGNED AS A CORRECT RECORD THIS
14^th DAY OF March 2018.

CHAIRMAN