Minutes of Governance Committee Meeting

Minutes (Open Portion)

Governance Committee Meeting

Page 4

10/10/2017

Governance Committee Meeting (Open Portion) held on Tuesday, 10 October 2017 at 5.00 pm in the Lady Osborne Room, Town Hall.

COMMITTEE MEMBERS

Ruzicka (Chairman)

Deputy Lord Mayor Christie

Cocker

Thomas

Reynolds

PRESENT: Alderman E R Ruzicka

(Chairman), the Deputy Lord Mayor Alderman R G Christie and Alderman

P S Cocker.

APOLOGIES: Nil.

LEAVE OF ABSENCE:

Alderman D C Thomas.

Alderman A M Reynolds.

ALDERMEN

Lord Mayor Hickey

Zucco

Briscoe

Sexton

Burnet

Denison

Harvey

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

No Aldermen were co-opted to the Committee.

2. Confirmation of Minutes

DEPUTY LORD MAYOR

The minutes of the Open Portion of the Governance Committee meeting held on Tuesday, 5 September 2017, be confirmed as an accurate record.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Ruzicka
Deputy Lord Mayor Christie
Cocker

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

6.1 City of Hobart - Draft Customer Service Charter

File Ref: F17/125280

COCKER

That the recommendation contained in the report of the Acting Director Corporate Services of 5 October 2017, be adopted.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Ruzicka
Deputy Lord Mayor Christie
Cocker

COMMITTEE RESOLUTION:

That: 1. The text for a revised draft customer service charter, shown as Attachment A to item 6.1 of the Open Governance Committee agenda of 10 October 2017, be approved for release for public comment for a four week period.

2. Following the comment period, a further report be provided presenting the results of consultation and a final draft charter for endorsement.

3. The Charter be further reviewed to coincide with the implementation of the Council’s customer request management system in the first half of next year, so as to capture the increased functionality available from that system to enhance customer relationship management.

Delegation: Council

6.2 Proposed 2018 Council and Committee Meeting Schedule and Temporary City Planning Committee Delegation

File Ref: F17/125692

DEPUTY LORD MAYOR

That the recommendation contained in the report of the Manager Legal and Governance and the Acting Director Corporate Services of 5 October 2017, be adopted.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Ruzicka
Deputy Lord Mayor Christie
Cocker

COMMITTEE RESOLUTION:

That: 1. The proposed 2018 Council and Council Committee meeting schedule, marked as Attachment A to item 6.2 of the Open Governance Committee agenda of 10 October 2017, be adopted.

2. In the event that any urgent matters arise which cannot be accommodated within the 2018 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, between 12 December 2017 and the first ordinary scheduled Council meeting in January 2018, 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 Alderman has requested the convening of a special meeting or meetings to determine the application.

Delegation: Council

7 Committee Action Status Report

7.1 Committee Actions - Status Report

File Ref: F17/137783

COCKER

That the information be received and noted.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Ruzicka
Deputy Lord Mayor Christie
Cocker

Delegation: Committee

8. Questions without Notice

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

File Ref: 13-1-10

No questions were asked at the meeting.

9. 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 Council Policies - Protection for Aldermen and Staff

LG(MP)R 15(2)(a) and e(i)

Item No. 5 Committee Action Status Report

Item No. 5.1 Committee Actions - Status Report

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

Item No. 6 Questions Without Notice

DEPUTY LORD MAYOR That the items be noted.

MOTION CARRIED

VOTING RECORD

AYES	NOES
Ruzicka
Deputy Lord Mayor Christie
Cocker

The Chairman adjourned the meeting at 5:04 pm to conduct the closed portion of the meeting.

The meeting reconvened at 5:10 pm.

Item 9 was then taken.

There being no further business the meeting closed at 5:11pm.

TAKEN AS READ AND SIGNED AS A CORRECT RECORD THIS
28^th DAY OF November 2017.

CHAIRMAN