NOTTICE OF AN NNUAL GEN NERAL MEETTING hereby giv ven that the an Annu ual Genera al Meeting of the Devvonport Ciity Councill Notice is h will be he eld in the Council C Ch hambers, o on Wedne esday 28 October O 20015, comm mencing att 6:00pm. he public a at 6.00pm. The meetiing will be open to th QUA ALIFIED PERS SONS In accord dance with h Section 65 of the Local Go overnmentt Act 19933, I confirm m that the e reports in this agen nda conta ain advice e, informattion and recommen ndations given by a person w who has the t qualifications o or experie ence nece essary to give such advice,, informatio on or recom mmendatio on.
Paul Westt GENERAL MANAGER R er 2015 23 Octobe
AGENDA FOR THE ANNUAL GENERAL MEETING OF DEVONPORT CITY COUNCIL HELD ON WEDNESDAY 28 OCTOBER 2015 AT THE COUNCIL CHAMBERS AT 6:00PM Item
Page No.
1.0
APOLOGIES
2.0
CONFIRMATION OF MINUTES .....................................................................................................3
2.1
Annual General Meeting - 13 October 2014 .............................................................................. 3
3.0
RECEIPT OF ANNUAL REPORT ....................................................................... 5
3.1
Annual Report 2015 (D389738) ...................................................................................................... 5
4.0
PUBLIC QUESTIONS/COMMENTS ............................................................... 19
5.0
CLOSURE .............................................................................................. 19
PAGE 3 Annual General Meeting Agenda 28 October 2015
Agenda of a meeting of the Devonport City Council’s Annual General Meeting to be held at the Council Chambers on Wednesday, 28 October 2015 commencing at 6:00pm. PRESENT Present Mayor Deputy Mayor
Apology
Ald S L Martin Ald A L Rockliff Ald C D Emmerton Ald G F Goodwin Ald A J Jarman Ald J T Keay Ald L M Laycock Ald J F Matthews Ald L M Perry
IN ATTENDANCE All persons in attendance are advised that it is Council policy to record Council Meetings, in accordance with Council’s Audio Recording Policy. The audio recording of this meeting will be made available to the public on Council’s website for a period of six months. Members of the public in attendance at the meeting who do not wish for their words to be recorded and/or published on the website, should contact a relevant Council Officer and advise of their wishes prior to the start of the meeting.
1.0
APOLOGIES
2.0
CONFIRMATION OF MINUTES
2.1
ANNUAL GENERAL MEETING - 13 OCTOBER 2014
RECOMMENDATION That the minutes of the Annual General Meeting held on 13 October 2014 as circulated be confirmed.
PAGE 4 MINUTES OF THE TWENTIETH ANNUAL GENERAL MEETING OF THE DEVONPORT CITY COUNCIL HELD IN THE EAST DEVONPORT RECREATION CENTRE AND FUNCTION CENTRE, CAROLINE STREET, EAST DEVONPORT ON MONDAY, 13 OCTOBER 2014 COMMENCING AT 7:00PM PRESENT:
Ald S L Martin (Mayor) in the Chair Ald G B Kent (Deputy Mayor) Ald B L Cole Ald G F Goodwin Ald P G Hollister Ald A J Jarman Ald J T Keay Ald L M Laycock Ald L M Perry Ald A L Rockliff Ald W M Squibb Ald W P Wilson
Council Officers: General Manager, P West Deputy General Manager, M Atkins Executive Manager Community Services, E Ewins Executive Manager Corporate and Business, S Crawford Governance Coordinator, K Hampton Infrastructure and Works Manager, K Lunson Works Supervisor, P Tuson Manager Community Partnerships, L Jackson Manager Development, B May Communications and Media Officer, K Moore Public:
Wendy Hilditch Pat Kent Frank Webb Bob Vellacott Captain Dick Burgess Doug Janney
6.0 APOLOGIES There were no apologies received.
7.0 CONFIRMATION OF MINUTES 2.1
ANNUAL GENERAL MEETING - 28 OCTOBER 2013 RESOLUTION MOVED: SECONDED:
Ald Cole Ald Kent
That the minutes of the annual general meeting held on 28 October 2013 as circulated be taken as read and confirmed.
ITEM 3.0
PAGE 5 For
Ald Martin Ald Cole Ald Goodwin Ald Hollister Ald Jarman Ald Keay
Against Ald Kent Ald Laycock Ald Perry Ald Rockliff Ald Squibb Ald Wilson
For
Against
CARRIED UNANIMOUSLY
3.0 RECEIPT OF ANNUAL REPORT 3.1
ANNUAL REPORT 2014 (D343854) RESOLUTION MOVED: SECONDED:
Ald Wilson Ald Hollister
That the 2014 Devonport City Council Annual Report be received and adopted. For
Ald Martin Ald Cole Ald Goodwin Ald Hollister Ald Jarman Ald Keay
Against Ald Kent Ald Laycock Ald Perry Ald Rockliff Ald Squibb Ald Wilson
For
Against
CARRIED UNANIMOUSLY
4.0 NOTICES OF MOTION 4.1
MONTHLY FINANCIAL REPORT - LIVING CITY - NOTICE OF MOTION - MR R B VELLACOTT (D343797) RESOLUTION MOVED: SECONDED:
B Vellacott F Webb
That ratepayers here present request Council to include in the agenda each month a basic, simplified and easily understood financial report on the income and expenses relevant to the LIVING CITY project; each report to include the ongoing overall total cost and income so far and the transactions of the previous month. CARRIED
ITEM 3.0
PAGE 6
5.0 MOTIONS FROM THE FLOOR 5.1
INDEPENDENCE FROM PARTY POLITICS - MR B VELLACOTT RESOLUTION MOVED: SECONDED:
B Vellacott D Janney
That ratepayers here present thank and congratulate the Mayor and Aldermen for maintaining the admiral tradition of independence free from the intrusion of and influence of party politics whilst they have conducted the affairs of Council. CARRIED 5.2
EXTENSION OF TIME FOR STREET PARKING - NOTICE OF MOTION - MR F WEBB RESOLUTION MOVED: SECONDED:
F Webb W Hilditch
In addition to pay as you leave car parking that street meter limits be made two hours rather than one. CARRIED
6.0 PUBLIC QUESTIONS/COMMENTS FRANK WEBB - 2 TINGHA PLACE, EAST DEVONPORT Mr Webb advised that he has had an accountant look at figures of operating the Aquatic Centre, Devonport Entertainment and Convention Centre, Bass Strait Maritime Centre, Devonport Regional Gallery, Visitor Information Centre, Julie Burgess and Home Hill which projected a combined loss over five years of $20 million. Question What is in place to address this projected loss? Response The Mayor advised that Council must have some attractions. The General Manager advised that each year as part of budget deliberations Aldermen consider the impact of each facility on the Council’s bottom line in relation to the cost to the community and the benefits of providing community services. BOB VELLACOTT - 11 COCKER PLACE, DEVONPORT Question What is the policy relating to the types of exhibitions to be shown at the Devonport Regional Gallery? As there was an exhibition not suitable for children on during school holidays. Response The Executive Manager Community Services advised that there is no policy as such.
ITEM 3.0
PAGE 7
7.0 CLOSURE There being no further business the Chairman declared the meeting closed at 7:54pm. Confirmed Chairman
ITEM 3.0
PAGE 8 Report to Annual General Meeting on 28 October 2015
3.0
RECEIPT OF ANNUAL REPORT
3.1
ANNUAL REPORT 2015 File: 26955 D389738
RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 5.5.1
Provide financial services to support Council's operations and meet reporting and accountability requirements
Strategy 5.5.4
Ensure operations meet or better financial targets as set in Strategic and Business Plans
SUMMARY This report is provided to introduce to Council and the community the Devonport City Council Annual Report for the year ended 30 June 2015.
BACKGROUND In accordance with Section 72(1) of the Local Government Act 1993 Council is required to prepare an Annual Report which provides a summary of Council’s activities and performance in respect of goals and objectives set for the preceding financial year.
STATUTORY REQUIREMENTS The requirement for Council to prepare an Annual Report and to conduct an Annual General Meeting is prescribed under the Local Government Act 1993. In accordance with Section 72(2)(d) and (3) Council placed advertisements in the Advocate on Wednesday, 30 September and Wednesday, 7 October 2015 notifying of the conduct of the Annual General Meeting on Wednesday, 28 October 2015 and inviting submissions from the community on the Annual Report.
DISCUSSION The Annual Report provides highlights of the Council’s achievements throughout the year together with a performance report on activities listed in the 2014/15 Annual Plan. As required, the Annual Financial Report for the year ended 30 June 2015, together with the Independent Audit Report are also included. Council was required to invite submissions on the Annual Report and is also required to accept motions from the floor at the Annual General Meeting. At the close of submissions on 19 October 2015, Council had received two submissions, one from Mr Alan Carey, 13 Nicholls Street, Devonport (refer attachment 1) and one from Mr Douglas Janney, 23 Watkinson Street, Devonport (refer attachment 2), in which a number of questions in relation to the Annual Report were raised. Responses have been provided and are attached as attachment 3 and attachment 4 respectively.
COMMUNITY ENGAGEMENT Advertisements were placed in the Advocate Newspaper on Wednesday, 30 September and Wednesday, 7 October 2015 inviting submissions on the Annual Report.
ITEM 3.1
PAGE 9 Report to Annual General Meeting on 28 October 2015
FINANCIAL IMPLICATIONS There are no financial implications as a result of this report. The Financial Report for the year ended 30 June 2015, which has been duly audited is included at Section 4 of the Annual Report
RISK IMPLICATIONS Council has an obligation under Section 72B of the Local Government Act 1993 to hold their Annual General Meeting no later than 15 December each year. Failure to do so will result in a breach of the Act.
CONCLUSION The Annual Report provides the details of Council’s achievements in relation to the objectives it set in the 2014/15 Annual Plan and also includes the Audited Financial Statements for the year ended 30 June 2015.
ATTACHMENTS 1.
Email - Alan Carey - Annual General Meeting - Questions in relation to Annual Report 2015
2.
Letter - Douglas Janney - Annual Report 2015 - Questions
3.
Letter - Response to Mr Alan Carey
4.
Letter - Response to Mr Douglas Janney
RECOMMENDATION That the 2015 Devonport City Council Annual Report be received and adopted.
Endorsed By: Position:
Paul West General Manager
ITEM 3.1
PAGE 10 Email - Alan Carey - Annual General Meeting - Questions in relation to Annual Report 2015
ATTACHMENT [1]
From: alancarey@bigpond.com [mailto:alancarey@bigpond.com] Sent: Tuesday, 20 October 2015 7:37 PM To: Paul West Cc: Mayor Steve Martin Subject: AGM
Hi Paul I wont be able to attend the AGM but I have a few questions that I would like to ask in relation to the Annual report * I note that $4.6 M was spent on Roads but $7.7m was spent on Arts – culture marketing events and recreation‐ seems a large amount considering what we spend on roads Can I have a breakdown of the $7.7m please * Also can I have an Income and expenditure for the following Maritime Museum Julie Burgess The above may be in the report but I could not locate same Thanks and regards Alan Alan Carey 13 Nicholls Street Devonport PS Apart from the above‐ Nicholls Street from North Fenton to Victoria Parade does not have underground storm water‐ Does Council have a programme for this?
ITEM 4.0
PAGE 11 Letter - Douglas Janney - Annual Report 2015 - Questions
ATTACHMENT [2]
23 Watkinson St Devonport ph 6424 3753 19th. October 2015 Mr. M Atkins Acting General Manager Devonport City Council 44 Best St Devonport
Annual Financial Report 2015 (Governance and Finance Sept 2015) P70 . The table suggests carryover from 2014 of $2.227m and a carryover of $4.888m to 2016. These are significant amounts. Q1a At the Budget consideration each year what assessment is undertaken to demonstrate that the Council has the capacity to achieve the Budgeted Expenditure?
ANNUAL REPORT 2015 1. Annual report p22. Q1 Where are the locations of the increase of the Footpath/Paths & 1.1. Walkways which has increased by 36.7km a 16.5% increase on the 2014 year? 2. Financial Statement, p4 “GST refund� Q2 Why is it only half of the 2014 year? 2.1. 3. Financial Report p22 Note 15. Paragraphs 2 and 3 relate to 2014 3.1. Q3 Why are these notes included for 2015? 4. Financial Report Note 37 p43 states that Fenton Villas was under Strategic Special Management Committees and Special Interest Groups the Management Controlling Authority having been wound up. The table shows zero Income and Expenditure. From 2009 to 2014 Expenditure has exceeded Income by $191K, in other words losses. 4.1. 4.2. 4.3.
Q4 Has The Council quit Fenton Villas involvement completely? Q5 If the answer to Q1 is NO, then where is the Income and Expenditure now included? Q6 If the answer to Q1 is NO what has been the Income and Expenditure for 2015? ITEM 4.0
PAGE 12 Letter - D Douglas Jann ney - Annual Report 2015 - Questions
4.4.
ATTACH HMENT [2]
Q7 Iff the answer to Q1 iss NO why is the Coun ncil involveed in what I would
suggest is not a core activvity (Housing) that ha as run at a loss and is not for alll the comm munity? 5. Again the rep port is shorrt on inform mation rela ating to Cou uncil emplooyees! I suggest s thatt there sho ould be a section in th he report on o “Council employeees” where all the date e is collectted instead d of being sscattered throughout t t the docum ment and not n com mplete. I refer r you to o the questtions that I raised forr the AGM 2013 sections 1 &2 W is the e Council’ss personnel absentee eism? 5.1.1. Q8 What 5.1.2. Q9 What W are th he Council ’s personn nel Workers Compen sation Claims?
I reque est that all questions q (submitted d in accord dance with the timing stated in the t Notice of the Ann nual Generral Meeting g in the Advocate) an nd the answ wers be av vailable in hard d copy form m for the atttendees att the AGM
Yo ours faithfu ully
Do ouglas Jann ney
ITEM 4.0
PAGE 13 Letter L - Respo onse to Mr Alan Carey
ATTTACHMENT [3 3]
ITEM 4.0
PAGE 14 Letter L - Respo onse to Mr Do ouglas Janne ey
ATTTACHMENT [4 4]
ITEM 4.0
PAGE 15 Letter L - Respo onse to Mr Do ouglas Janne ey
ATTTACHMENT [4 4]
ITEM 4.0
PAGE 16 Letter L - Respo onse to Mr Do ouglas Janne ey
ATTTACHMENT [4 4]
ITEM 4.0
PAGE 17 Letter L - Respo onse to Mr Do ouglas Janne ey
ATTTACHMENT [4 4]
ITEM 4.0
PAGE 18 Letter L - Respo onse to Mr Do ouglas Janne ey
ATTTACHMENT [4 4]
ITEM 4.0
PAGE 19
4.0 PUBLIC QUESTIONS/COMMENTS
5.0
CLOSURE
There being no further business the Chairman declared the meeting closed at <insert time> pm.
ITEM 5.0