City
of hobart
Governance Committee Meeting
Open Portion
Tuesday, 6 September 2016
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Minutes (Open Portion) Governance Committee Meeting |
Page 2 |
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6/9/2016 |
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APOLOGIES AND LEAVE OF ABSENCE
1. Co-Option of a Committee Member in the event of a vacancy
3. Consideration of Supplementary Items
4. Indications of Pecuniary and Conflicts of Interest
6.1 2015-2016 Annual Plan - Final Report Period Ended 30 June 2016
6.2 Council Committees Review and Governance Matters
7. Committee Action Status Report
7.1 Committee Actions - Status Report
9. Closed Portion of the Meeting
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Minutes (Open Portion) Governance Committee Meeting |
Page 3 |
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6/9/2016 |
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Governance Committee Meeting (Open Portion) held on Tuesday, 6 September 2016 at 5.38 pm in the Lady Osborne Room, Town Hall.
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COMMITTEE MEMBERS Ruzicka (Chairman) Deputy Lord Mayor Christie Cocker Thomas Reynolds
APOLOGIES: Nil
LEAVE OF ABSENCE: Nil
PRESENT: Alderman E R Ruzicka (Chairman), the Deputy Lord Mayor Alderman R G Christie, Aldermen P S Cocker, D C Thomas, A M Reynolds, the Lord Mayor Alderman S L Hickey, M Zucco, H C Burnet, T M Denison and W F Harvey. |
ALDERMEN Lord Mayor Hickey Zucco Briscoe Sexton Burnet Denison Harvey
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No Aldermen were co-opted to the committee.
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That the minutes of the Open Portion of the Governance Committee meeting held on Tuesday, 2 August 2016, be confirmed as an accurate record.
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MOTION CARRIED VOTING RECORD
The minutes were signed. |
Ref: Part 2, Regulation 8(6) of the Local Government (Meeting Procedures) Regulations 2015.
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That the Committee resolve to deal with any supplementary items not appearing on the agenda, as reported by the General Manager.
Reynolds That the recommendation be adopted.
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MOTION CARRIED VOTING RECORD
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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
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.
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Thomas That item 6.2 be taken first. |
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MOTION CARRIED VOTING RECORD
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Item 6.2 was then taken.
Delegation: Council
Item 7.1 was then taken.
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6.2 Council Committees Review and Governance Matters File Ref: F16/100796 |
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DEPUTY LORD MAYOR That: 1. The Council confirm its governance, strategic and policy focus in respect to business matters submitted for committee and Council determination.
2. With the exception of the City Planning Committee, the Council’s existing committees be disbanded at the appropriate time, within the next six months.
3. In lieu of the disbanded committees, the Council utilise the following strategic priority areas listed in its Strategic Plan as the basis for the reporting structure for business requiring consideration at committee or Council level:
3.1. Economic Development, Vibrancy and Culture; 3.2. Urban Management; 3.3. Environment and Natural Resources; 3.4. Strong, Safe and Healthy Communities; and 3.5. Governance
4. All Aldermen be members of each of the newly established committees, noting that a quorum will be seven.
5. In recognition of the specific Planning Authority role of the City Planning Committee, it remain in place with modified Terms of Reference, with the Council to determine the composition and Chairman.
6. Terms of Reference be drafted for the newly established committees which:
6.1. Emphasise the governance, strategic and policy focus for committees and Council going forward; and
6.2. Maximise opportunities for increased delegations to committees in light of their membership comprising all Aldermen.
7. The Council adopt the monthly Council and committee meeting framework, marked as Attachment A, which involves the dedication of Mondays alternately as Committee and Council meeting days, amended by the deletion of the Governance strategic priority area from week 3.
(i) The Council consider allocating two dedicated workshop opportunities per month and resolve a preferred time and day of the week for this to occur.
8. The two scheduled committee days per month be known as Committee of the Whole with the chairmanship to be rotated among interested Aldermen.
9. For each of the five Strategic Priority Areas, the Council consider appointing a Leader and Co-Leader to facilitate items at Committee of the Whole meetings, including deputations, and to introduce items at the Council meeting.
10. The commencement time for Council, City Planning and Committee of the Whole meetings remain at 5.00 pm.
11. The City Planning Committee continue to meet twice per month in order to meet its statutory planning authority obligations.
11.1 The allocated meeting day for the City Planning Committee move from Monday to Tuesday.
11.2 The City Planning Committee consider further variations to its delegations where applications are low impact or straight forward.
12. The format for Aldermanic Notices of Motions be varied to include a brief report from the General Manager or his delegate which addresses the status of any action taken, the requirement for a report including anticipated timing and any related resourcing matters relating to its preparation, together with any other information relevant to consideration of the matter by the committee and Council.
12.1 The notification period for the lodgement of Notices of Motions be varied from seven to ten clear days to provide sufficient time for the preparation of the report.
13. The Public Question Time procedures be varied to allow questions from the floor as part of the Public Question Time forum at ordinary Council meetings.
14. That the policy provisions around deputations be deferred for further consideration after the implementation of the revised committee structure.
15. That the Council committee structure, once determined by Council, be reviewed after three months of operation.
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MOTION CARRIED VOTING RECORD
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COMMITTEE RESOLUTION: |
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That: 1. The Council confirm its governance, strategic and policy focus in respect to business matters submitted for committee and Council determination.
2. With the exception of the City Planning Committee, the Council’s existing committees be disbanded at the appropriate time, within the next six months.
3. In lieu of the disbanded committees, the Council utilise the following strategic priority areas listed in its Strategic Plan as the basis for the reporting structure for business requiring consideration at committee or Council level:
3.1. Economic Development, Vibrancy and Culture; 3.2. Urban Management; 3.3. Environment and Natural Resources; 3.4. Strong, Safe and Healthy Communities; and 3.5. Governance
4. All Aldermen be members of each of the newly established committees, noting that a quorum will be seven.
5. In recognition of the specific Planning Authority role of the City Planning Committee, it remain in place with modified Terms of Reference, with the Council to determine the composition and Chairman.
6. Terms of Reference be drafted for the newly established committees which:
6.1. Emphasise the governance, strategic and policy focus for committees and Council going forward; and
6.2. Maximise opportunities for increased delegations to committees in light of their membership comprising all Aldermen.
7. The Council adopt the monthly Council and committee meeting framework, marked as Attachment A to this agenda, which involves the dedication of Mondays alternately as Committee and Council meeting days.
(i) The Council consider allocating two dedicated workshop opportunities per month and resolve a preferred time and day of the week for this to occur.
8. The two scheduled committee days per month be known as Committee of the Whole with the chairmanship to be rotated among interested Aldermen.
9. For each of the five Strategic Priority Areas, the Council consider appointing a Leader and Co-Leader to facilitate items at Committee of the Whole meetings, including deputations, and to introduce items at the Council meeting.
10. The commencement time for Council, City Planning and Committee of the Whole meetings remain at 5.00 pm.
11. The City Planning Committee continue to meet twice per month in order to meet its statutory planning authority obligations.
11.1 The allocated meeting day for the City Planning Committee move from Monday to Tuesday.
11.2 The City Planning Committee consider further variations to its delegations where applications are low impact or straight forward.
12. The format for Aldermanic Notices of Motions be varied to include a brief report from the General Manager or his delegate which addresses the status of any action taken, the requirement for a report including anticipated timing and any related resourcing matters relating to its preparation, together with any other information relevant to consideration of the matter by the committee and Council.
12.1 The notification period for the lodgement of Notices of Motions be varied from seven to ten clear days to provide sufficient time for the preparation of the report.
13. The Public Question Time procedures be varied to allow questions from the floor as part of the Public Question Time forum at ordinary Council meetings.
14. That the policy provisions around deputations be deferred for further consideration after the implementation of the revised committee structure.
15. That the Council committee structure, once determined by Council, be reviewed after three months of operation.
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Delegation: Council
Item 6.1 was then taken.
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7.1 Committee Actions - Status Report File Ref: F16/100428 |
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deputy lord mayor That the information be received and noted.
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MOTION CARRIED VOTING RECORD
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Section 29 of the Local Government (Meeting Procedures) Regulations 2015.
File Ref: 13-1-10
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File Ref: 13-1-10 |
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Is it lawful for the Council’s meeting procedures policy to not include certain activities which are set out within the Local Government Act 1993, such as Questions On Notice? The General Manager took the question on notice. |
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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 South Hobart Living Arts Centre Ltd - Board Chairman LG(MP)R 15(2)(g) Item No. 5 Questions without notice – File Ref: 13-1-10
deputy lord mayor That the items be noted.
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MOTION CARRIED VOTING RECORD
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The Chairman adjourned the meeting at 6.39 pm to conduct the closed portion of the meeting.
The meeting was reconvened at 6.45 pm.
Item 9 was then taken.
There being no further business the meeting closed at 6.46 pm.
TAKEN AS READ AND SIGNED AS A CORRECT RECORD
THIS
4th DAY OF october 2016.
CHAIRMAN