Minutes (Open Portion)

Finance and Governance Committee Meeting

Page 2

17/7/2018

Minutes (Open Portion)

Finance and Governance Committee Meeting

Page 4

17/07/2018

LORD MAYOR

The minutes of the Open Portion of the Finance and Governance Committee meeting held on Wednesday, 13 June 2018, be confirmed as an accurate record.

MOTION CARRIED

VOTING RECORD

6.1      Condell Place Car Park - Development Opportunities and EOI Request

ZUCCO

That the recommendation contained in the report of the General Manager of 10 July 2018, be adopted.

MOTION CARRIED

VOTING RECORD

COMMITTEE RESOLUTION:

That:   1.    The General Manager be authorised to undertake a formal expression of interest process for the development of the Condell Place Car Park site, with the provision that submissions must include a provision for expansion of the number of parking spaces in the car park.

2.    The draft Expression of Interest document be signed off by the Council before being released.

6.2      Aldermanic Professional Development

DEPUTY LORD MAYOR

That the matter be deferred to the next meeting to allow the presentation of a draft Professional Development Policy.

MOTION CARRIED

VOTING RECORD

COMMITTEE RESOLUTION:

That the matter be deferred to the next meeting to allow the presentation of a draft Professional Development Policy.

6.3      Review of the Electoral Act

DEPUTY LORD MAYOR

That:   1.    The Council provide a submission as part of the review to the Electoral Act.

2.    The Council’s submission be based on information provided in the report marked as item 6.3 of the Open Finance and Governance Committee agenda of 17 July 2018 and to include the following:

(i)      Reference to the Council’s 2015 submission to the inquiry into the operation of the Tasmanian Electoral Commission.

(ii)     Consistency in electoral signage.

(iii)    Robo calls be made illegal.

MOTION CARRIED

VOTING RECORD

COMMITTEE RESOLUTION:

That:   1.    The Council provide a submission as part of the review to the Electoral Act.

2.    The Council’s submission be based on information provided in the report marked as item 6.3 of the Open Finance and Governance Committee agenda of 17 July 2018 and to include the following:

(i)      Reference to the Council’s 2015 submission to the inquiry into the operation of the Tasmanian Electoral Commission.

(ii)     Consistency in electoral signage.

(iii)    Robo calls be made illegal.

6.4      Local Government Association of Tasmania - General Meeting Motions

DEPUTY LORD MAYOR

That the recommendation contained in the report of the General Manager of 10 July 2018, be adopted, amended by an additional clause to read as follows:

“2.   The Lord Mayor or his nominee be given the authority to vote on issues  which arise in the course of the LGAT General meeting after taking advice from the General Manager.”

MOTION CARRIED

VOTING RECORD

COMMITTEE RESOLUTION:

That:  1.     The Council endorse the proposed positions as contained in Attachment A to this item in respect to motions for the Local Government Association of Tasmania General Meeting to be held on Wednesday 25 July 2018.

2.    The Lord Mayor or his nominee be given the authority to vote on issues which arise in the course of the LGAT General meeting after taking advice from the General Manager.

Attachment

a    LGAT Motions - Suggested Position and Background Comments - Finance and Governance Committee Amendments of 17 July 2018 ⇨  

6.5      Public Spaces By-law, No. 4 of 2018
Parking By-law, No. 5 of 2018

LORD MAYOR

That the recommendation contained in the report of the Manager Legal and Governance and the Deputy General Manager of 12 July 2018, be adopted.

MOTION CARRIED

VOTING RECORD

COMMITTEE RESOLUTION:

That:   1.    The Council notes the submissions made to it in relation to the Parking By-law and the Public Spaces By-law, marked as Attachments A, B, C and D to item 6.5 of the Open Finance and Governance Committee agenda of 17 July 2018, pursuant to s159 of the Local Government Act 1993.

2.    The Council resolves by absolute majority to amend the Public Spaces By-law marked as Attachment E to item 6.5 of the Open Finance and Governance agenda of 17 July 2018.

3.    The General Manager be authorised to arrange the necessary actions to enact the By-law.

6.6      Hobart: A Community Vision for Our Island Capital - Final Document

HARVEY

That the recommendation contained in the report of the Project and Research Officer and the Acting Associate Director Community Development of 11 July 2018, be adopted, amended by an additional clause to read as follows:

“3.     A media release be prepared and distributed at the appropriate time.”

MOTION CARRIED

VOTING RECORD

COMMITTEE RESOLUTION:

That:   1.    The Council receive and note the updated vision document, Hobart: A community vision for our island capital marked as Attachment A to item 6.6 of the Open Finance and Governance agenda of 17 July 2018.

2.    The Council endorse the final vision document to guide the City of Hobart’s work into the future.

3.    A media release be prepared and distributed at the appropriate time.

6.7      Annual Aldermanic Representation on External Bodies & Membership of the Tasmanian Polar Network

COCKER

That the recommendation contained in the report of the General Manager of 11 July 2018, be adopted, be amended by the addition of the following clauses:

“3.     Any further reports from Aldermen be submitted to the next meeting of the Finance and Governance Committee.

 4.     Issues raised by Alderman Cocker in his report on the Wellington Park Management Trust and by the General Manager be referred to the Parks and Recreation Committee for further consideration.”

MOTION CARRIED

VOTING RECORD

COMMITTEE RESOLUTION:

That:   1.    The written reports marked as Attachment A and B to the Open Finance and Governance agenda of 17 July 2018, together with the verbal and tabled reports by the following Alderman at the Finance and Governance Committee meeting of the 17 July 2018 with respect to their representation on external bodies for the period 1 January 2017 to 30 June 2018 be received and noted:

(i)    Alderman Ruzicka:    Friends of Soldiers Memorial Avenue Inc                                        Martime Museum of Tasmania Inc

          (ii)   Alderman Cocker:      Wellington Park Management Trust

2.      The Council continue its annual membership of the Tasmanian Polar Network to be funded from the Economic Development Function of the 2018/2019 Annual Plan.

3.      Any further reports from Aldermen be submitted to the next meeting of the Finance and Governance Committee.

4.      Issues raised by Alderman Cocker in his report on the Wellington Park Management Trust and by the General Manager be referred to the Parks and Recreation Committee for further consideration.

Attachments

a    Alderman Ruzicka - Tabled Report - Friends of Soldiers Memorial Avenue Inc  ⇨

b    Alderman Ruzicka - Tabled Report - Maritime Museum of Tasmania Inc ⇨  

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

DEPUTY LORD MAYOR

That the recommendation contained in the report of the Group Manager City Government and Customer Relations and the Deputy General Manager of 12 July 2018, be adopted.

MOTION CARRIED

VOTING RECORD

COMMITTEE RESOLUTION:

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

2.    The General Manager be authorised to waive the hire fees associated with the use of the Town 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.

6.9      Stakeholder Relations and Advocacy with Local, State and Federal Tiers of Government

HARVEY

That the recommendation contained in the report of the General Manager of 12 July 2018, be adopted, as amended by the insertion of the words and the agendas and minutes from the meetings with the key stakeholder groups be published on the Aldermanic hub. after the word noted.

MOTION CARRIED

VOTING RECORD

COMMITTEE RESOLUTION:

That the information be received and noted and the agendas and minutes from the meetings with the key stakeholder groups be published on the Aldermanic hub.

6.10    Weather Event - Update

HARVEY

That the recommendation contained in the report of the General Manager of 12 July 2018, be adopted, amended by the addition of the following clauses:

“3.     A briefing be provided to Aldermen on the Weather Event prior to the Council meeting on 23 July 2018.

 4.     Appropriate regular media releases be distributed to keep the public informed.”

MOTION CARRIED

VOTING RECORD

COMMITTEE RESOLUTION:

That:   1.    The information be received and noted.

2.    The General Manager continue to keep the Council updated on the outcomes of the weather event on a no less than quarterly basis.

3.    A briefing be provided to Aldermen on the Weather Event prior to the Council meeting on 23 July 2018.

4.    Appropriate regular media releases be distributed to keep the public informed.

7.1      Informal Vote

BURNET

That in accordance with Council’s policy, the following Notice of Motion, adopted by the Finance and Governance Committee, be considered by the Council.

MOTION CARRIED

VOTING RECORD

COMMITTEE RESOLUTION:

Motion:

“The last Local Government election continued a trend of low voter participation in the Hobart municipality. Additionally, many ballot papers were not completed properly, and therefore were counted as informal.

This motion requests that:

1.      A report be prepared that determines ways to address Hobart’s low rates of voter participation and the high number of informal votes cast particularly for the position of alderman in the 2014 Hobart Council election

2.      The report determine how best to address both issues-to increase voter participation and to ensure successful completion of ballot papers to make their vote count in the forthcoming 2018 Hobart elections.

3.      That consideration be given to “how to make your vote count” advertising that is specific for Hobart electors, and lobbying both the state government and Tasmanian Electoral Commission to also run an active education campaign to address these and any other anomalies identified.

4.      Consideration also be given to reviewing the process for applying to be included on the General Manager’s role, to ensure it is sufficiently robust for people to participate

5.      The report also consider setting targets for attaining more successful participation of eligible voters.”

Rationale:

“Council elections will occur in September and October 2018. The last Hobart Council election recorded both the lowest voter participation of any Local Government Area and the highest rate of informal votes, 7.6% for aldermen.

From the TEC Report of the Hobart election of 2014: https://www.tec.tas.gov.au/Info/Publications/LocalGovernmentElectionReports/Current_Reports/Individual_Reports/2014%20Hobart%20City%20Council%20election%20report.pdf

“37 624 Hobart City electors were enrolled for the 2014 elections, comprising 35 810 (95.18%) from the State House of Assembly roll and 1 814 (4.82%) from the General Manager’s roll. 51.70% of Hobart City electors returned their ballot papers in comparison with 54.58% statewide.”

The high rate of informal votes counted at the last Council election, and the relatively low rate of participation in Hobart City Council elections, suggests a gap in effective democracy. The poor turnout is a pattern, with Hobart percentages consistently below the state average. This motion looks to increase voter participation in Hobart municipal elections.

The last election had a field of 30 candidates for Alderman/councillor, and this large number may have contributed to the high rate of informal votes.

This motion looks at ways of promoting voter participation for the Hobart municipal elections, and how voters can cast an effective ballot.

The responsibility to improve effective voter participation is both that of the TEC, and HCC. Whilst Hobart City Council has previously lobbied for compulsory voting, this issue is not part of this motion.”

The General Manager reports:

“In line with the Council’s policy in relation to Notices of Motion, I advise that the matter is considered to be within the jurisdiction of the Hobart City Council as it relates to Local Government elections.”

8.1      Committee Actions - Status Report

DEPUTY LORD MAYOR

That the information be received and noted.

MOTION CARRIED

VOTING RECORD

DEPUTY LORD MAYOR

That the information be received and noted.

MOTION CARRIED

VOTING RECORD

10.1    Lord Mayor - Myer - Development Assistance Deed

Question:    Can the General Manager advise if Myer reached the financial goal for gross sales in accordance with the Development Assistance Deed?

Answer:       The General Manager advised that Myer did not reach the financial goal for gross sales as stated in the Development Assistance Deed (the Deed). Audited accounts from Myer have been received. External legal advice from Cam Jones and Associates and external financial advice from KPMG has been sought to provide assurance that the information provided by Myer has met the conditions of the Deed with regards to gross sales.  This advice concludes that the requirements of the Deed have been met so the Council must pay the amount as stipulated in the Deed.  The General Manager further advised that given he has financial delegation from the Council, he intends to make payment to Myer in the next day or so.

10.2    Deputy Lord Mayor - Myer - Development Assistance Deed - Gross Sales

Question:    Can the General Manager advise what constitutes gross sales under the Deed agreement. Does this include on line sales?

Answer:       The General Manager took the question on notice.

10.3    Alderman Cocker - General Manager Roll

Question:    Can the General Manager advise if the Council has legislative authority to cease with the General Manager Roll?

Answer:       The General Manager advised that no, the Council does not have the legislative authority to cease with the General Manager Roll.  Section 258 of the Local Government Act 1993 prescribes for the General Manager to keep in a manner determined by the Electoral Commissioner, an electoral roll in respect of each electoral area.