Agenda council meeting 14 april 2014 by Devonport City Council

NOTIICE OF MEE ETING hereby giv ven that an n ordinary M Meeting of the Devo onport Cityy Council will w be held d Notice is h in the Council Ch hambers, 44-48 4 Bestt Street, Devonport D , on Mon nday 14 April A 2014,, commenc cing at 6:00pm with the t Confid dential Item ms. he public a at 7.15pm. The meetiing will be open to th

QUA ALIFIED PERS SONS dance with h Section 65 of the Local Go overnmentt Act 19933, I confirm m that the e In accord 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 14 2 April 201

AGENDA FOR AN ORDINARY MEETING OF DEVONPORT CITY COUNCIL HELD ON MONDAY 14 APRIL 2014 AT THE COUNCIL CHAMBERS AT 6:00PM Item

Page No.

1.0

APOLOGIES

2.0

DECLARATIONS OF INTEREST

3.0

CLOSED SESSION - CONFIDENTIAL MATTERS ................................................ 45

4.0

PUBLIC QUESTION TIME ............................................................................ 46

4.1

Responses to Questions raised at prior Council Meetings ..................................................... 46

4.2

Questions asked at this meeting ................................................................................................. 46

5.0

CONFIRMATION OF MINUTES...................................................................... 48

5.1

Minutes of a Council meeting held 17 March 2014 ................................................................ 48

6.0

WORKSHOPS & BRIEFING SESSIONS ............................................................ 49

6.1

Workshop and Briefing Sessions held since the last council meeting (D323822) ............... 49

7.0

PLANNING AUTHORITY MATTERS ................................................................ 51

7.1

Recommendations from Planning Authority Committee (D325195) ................................... 52

7.2

Application for Dispensation from the Provisions of the Interim Planning Scheme 167 and Part of 169 Steele Street, Devonport (D325225) ....................................................... 55

8.0

NOTICES OF MOTION Nil

9.0

MAYORAL REPORT ................................................................................... 52

9.1

Mayor's Monthly Report (D324966)........................................................................................... 104

10.0

GENERAL MANAGER'S REPORTS ............................................................... 107

10.1

General Manager's Report - April 2014 (D324270) ................................................................ 107

10.2

Section 23 Committees (D324292) ........................................................................................... 119

10.3

2013/14 Annual Plan update as at 31 March 2014 (D324505) ............................................ 131

10.4

Elected Members' Expenditure Report (D324690) ................................................................. 155

10.5

Review of Strategic Plan 2009-2030 (D324744) ...................................................................... 157

11.0

CUSTOMERS AND COMMUNITY REPORTS ................................................... 191

11.1

Devonport Jazz - Festival extension (D324243) ...................................................................... 191

11.2

Unconfirmed Minutes of Meeting - Sister Cities Special Committee - 14 February 2014 (D324677) ............................................................................................................................. 194

11.3

Volunteer Strategy Progress (D324699).................................................................................... 199

11.4

Minutes of Controlling Authorities, Working Groups and Special Committee Meetings (D324767)..................................................................................................................... 209

11.5

Sponsorship Policy (D324964) .................................................................................................... 224

12.0

TECHNICAL AND FINANCE REPORTS .......................................................... 230

12.1

Rooke Street Mall Improvements (D324049).......................................................................... 230

12.2

Pay as you leave parking (D324056)........................................................................................ 235

12.3

Capital Works Report (D324620) ............................................................................................... 240

PAGE 45 Report to Council meeting on 14 April 2014

3.0

CLOSED SESSION

RECOMMENDATION That in accordance with Regulation 15 of the Local Government (Meeting Procedures) Regulations 2005 the following items be dealt with in Closed Session;

Item No 3.1 3.2

3.3

3.4

Local Government (Meeting Procedures) Regulations 2005 Reference Applications for Leave of Absence 15(2)(i) Unconfirmed minutes of Independent 15(2)(f) Community Taskforce meeting held 20 March 2014 Unconfirmed minutes of the Cradle 15(2)(f) Coast Authority Representatives and Board meetings held on 27 February and 11 March 2014 respectively Unconfirmed minutes of the Dulverton 15(2)(f) Regional Waste Management Special Representatives meeting held on 11 March 2014 Matter

ITEM 4.0

PAGE 46 Report to Council meeting on 14 April 2014

4.0

PUBLIC QUESTION TIME

4.1

RESPONSES TO QUESTIONS RAISED AT PRIOR COUNCIL MEETINGS

4.2

QUESTIONS ASKED AT THIS MEETING

There were no questions from the March Council meeting that required a written response.

Members of the public are invited to ask questions in accordance with the following resolution of Council (Min Ref 5824): 1.

Public participation shall take place at Council meetings in accordance with Regulation 31 of the Local Government (meeting Procedures) Regulations 2005.

Public participation will be the first agenda item following the formal motions regarding Leave of Absence, Apologies, Minutes and Declarations of Interest.

A maximum period of time of 30 minutes in total will be allowed for public participation.

A maximum period of time of 3 minutes will be allowed for each individual.

A member of the public may give written notice to the General Manager 7 days before an ordinary meeting of Council of a question to be asked at that meeting.

A member of the public will be entitled to ask questions relating to the activities of Council, giving an explanation that is necessary to give background to the question and ask supplementary or follow up questions relating to that specific matter that may come to light as a result of the answer.

Questions do not have to be lodged prior to the meeting, whether verbal or in writing. If a verbal response cannot be given or if specifically a written response is required, the question must be reduced to writing and be submitted to the Chairperson prior to the end of the public section of the meeting.

A question by any member of the public and an answer to that question are not to be debated.

The Chairperson may a.

Address questions on notice submitted by members of the public;

Refuse to accept a question.

10.

If the Chairperson refuses to accept a question, the Chairperson is to give reason for doing so.

11.

Verbal questions and the fact that a verbal response was supplied will be recorded in the minutes and where a written question is submitted the written question will be included in the minutes as well as any written answer or summary of that answer to that question.

ITEM 4.0

PAGE 47 Report to Council meeting on 14 April 2014

12.

Council will continue its current practice of receiving deputations from organisations and individuals who wish to make submissions to Council at informal workshop sessions held between Council meetings. The date and purpose of any workshop sessions will be listed in the next agenda. Where necessary, reports of those deputations will be included in future agendas for Council to make a decision.

ITEM 4.0

PAGE 48 Report to Council meeting on 14 April 2014

5.0

CONFIRMATION OF MINUTES

5.1

COUNCIL MEETING - 17 MARCH 2014

RECOMMENDATION That the minutes of the Council meeting held on 17 March 2014 be taken as read and confirmed.

ITEM 5.0

PAGE 49 Report to Council meeting on 14 April 2014

6.0

WORKSHOPS & BRIEFING SESSIONS

6.1

WORKSHOP AND BRIEFING SESSIONS HELD SINCE THE LAST COUNCIL MEETING

Council is required by Regulation 8(2)(c) of the Local Government (Meeting Procedures) Regulations 2005 to include in the Agenda the date and purpose of any Council Workshop held since the last meeting. Date

Description

Purpose

24 March PAYL Parking 2014

A discussion paper on the introduction of PAYL parking was provided to the Workshop. This paper outlined the pros and cons of the various options. The discussion paper forms the basis of a report to be provided to Council on the matter.

Mall Improvements

Council at its December 2013 meeting considered two Notices of Motion relating to the Rooke Street Mall. These motions included a range of improvements including a cover for the mall, modifying the public toilets in the CMax car park to include baby changing facilities, hanging flower baskets, a childrenâ&#x20AC;&#x2122;s play space, painting the poles red, installing piped music and painting appropriate furniture.

160B Sheffield Road, Spreyton

Matter relating to an ongoing drainage issue at 160B Sheffield Road.

Sporting and Community Club Discussion around the need to develop Loan Guarantees Policy and introduce guidelines / policy for the future consideration of loan requests from sporting and community clubs.

7 April 2014

Tiagarra Lease

An update was provided to Council on the Tiagarra Lease with the Six Rivers Aboriginal Corporation.

Enterprise Agreement Update

Negotiations are continuing with employees on the development of a new Enterprise Agreement and an update was provided to Council.

160B Sheffield Road, Spreyton

The owners of the property at 160B Sheffield Road were invited to attend the Workshop to present their concerns directly to the Aldermen.

ITEM 6.1

PAGE 50 Report to Council meeting on 14 April 2014

7 April 2014

Devonport Club

Surf

Life

Saving Representatives of the Devonport Surf Life Saving Club and Surf Life Saving Tasmania were invited to present their concerns directly to Aldermen in relation to the proposed rental of the upstairs function area of the Surf Club building.

Sponsorship Policy

A draft policy developed relating to the receiving of sponsorship funding by Council.

Jazz Festival

Discussion on a proposal to extend the Devonport Jazz Festival.

LIVING CITY Update

An update on the current status of LIVING CITY including an overview of recent progress and an outline of the priorities in the coming months.

Section 23 Committees

A draft policy relating to the potential creation of a number of Section 23 Committees.

RECOMMENDATION

That the report of the General Manager advising of Workshop/Briefing Sessions held since the last Council meeting be received and the information therein be noted.

Author: Position:

Paul West General Manager

ITEM 6.1

PAGE 51 Report to Council meeting on 14 April 2014

7.0

PLANNING AUTHORITY MATTERS

The Mayor will now announce that Council intends to act as a Planning Authority under the Land Use Planning and Approvals Act 1993 for the consideration of Agenda Items 7.1 and 7.2. Council is required by Regulation 8(3) of the Local Government (Meeting Procedures) Regulations 2005 to deal with items as a Planning Authority under the LUPA 1993 in a sequential manner. The following items are to be dealt with at the meeting of Council in its capacity as a Planning Authority. 7.1

Recommendations from Planning Authority Committee

7.2

Application for Dispensation from the Provisions of the Interim Planning Scheme 167 and part of 169 Steele Street, Devonport

ITEM 7.0

PAGE 52 Report to Council meeting on 14 April 2014

7.1

RECOMMENDATIONS FROM PLANNING AUTHORITY COMMITTEE File: 29133 D325195

RELEVANT PORTFOLIO Technical and Finance RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 2.1.1

Ensure the City's Planning Scheme supports local community character and appropriate land use

SUMMARY The Planning Authority Committee (the Committee) met on 7 April 2014 to consider an assessment of the merits of 22 representations made about local provisions of the Draft Interim Planning Scheme (DIPS) pursuant to section 26 (1) of the Land Use Planning and Approvals Act 1993 (LUPAA). This report sets out the recommendations made by the Committee.

BACKGROUND The agenda for the Planning Authority Committee was circulated to all Aldermen electronically and is available on Council’s website. Section 30J of LUPAA requires Council to consider the merit of each representation made about the DIPS and to then provide a report to the Tasmanian Planning Commission (TPC) which will convene a hearing about each matter.

STATUTORY REQUIREMENTS Section 26 of LUPAA provides that any person may make a representation about the DIPS. Section 30J of LUPAA requires Council to consider the merit of each representation received and to make a report about it to the TPC within a prescribed period.

DISCUSSION The Committee was provide with a report that summarised the legislative requirements in relation to the assessment and reporting process set out in LUPAA. To facilitate the assessment process the Committee was also provided with a document that included a schedule listing the representations received, a summary of each representation, an assessment of the merit of the representation and a recommendation about the report to the TPC. Under the Terms of Reference the Committee is only delegated to make decisions relating to section 57 applications. Therefore the matters considered at this meeting can only be recommended to Council. The Committee unanimously accepted 18 of the recommendations in the report, and determined that 1 should be changed. As agreement could not be reached the about the remaining 3 those were referred for the consideration of a full Council meeting.

COMMUNITY ENGAGEMENT The Draft Interim Planning Scheme was publicly displayed for a period of 2 months from the date of its declaration on 9 October 2013 and any member of the community was at liberty to make a representation about any aspect of the Scheme. ITEM 7.1

PAGE 53 Report to Council meeting on 14 April 2014

FINANCIAL IMPLICATIONS There are no financial implications arising from this report.

RISK IMPLICATIONS The Report to the TPC about the merit of representations made about the Interim Planning Scheme is a statutory requirement and no risks are anticipated.

CONCLUSION The Planning Authority Committee has formally considered the 22 representations received about local provisions of the Draft Interim Planning Scheme. It has made a recommendation (Min PAC01/14) that Council resolve to accept a number of recommendations in the report, change one and refer three others to a meeting of full Council.

ATTACHMENTS 1.

Minutes PAC - 7th April 2014

RECOMMENDATION That Council receive the minutes of the Planning Authority Committee Meeting No 01/2014; and 1.

Resolve to accept the recommendations about local provisions of the Draft Interim Planning Scheme in the attached report in respect of representations 1, 2, 3, 4, 5, 6, 8, 9, 10, 13, 14, 15, 16, 17, 18, 19, 20 and 22; and

Accept the merit of representation 11; and

Refer representations 7, 11 and 21 to a meeting of the full Council.

Author Position:

Brian May Development Manager

and

Health

Services

Endorsed By: Position:

ITEM 7.1

Paul West General Manager

PAGE 54 Minutes PAC - 7th April 2014

ATTACHMENT [1]

ITEM 7.1

PAGE 55 Report to Council meeting on 14 April 2014

7.2

APPLICATION FOR DISPENSATION FROM THE PROVISIONS OF THE INTERIM PLANNING SCHEME - 167 AND PART OF 169 STEELE STREET, DEVONPORT File: 29224 D325225

RELEVANT PORTFOLIO Technical and Finance RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 2.1.1

Ensure the City's Planning Scheme supports local community character and appropriate land use

SUMMARY Council has been notified by the Tasmanian Planning Commission (TPC) of an application for a dispensation from a local provision of the Interim Planning Scheme (IPS) made pursuant to section 30P(1) of the Land Use Planning and Approvals Act 1993 (LUPAA) and is required as a Planning Authority to make a statement of its opinion about the merit of the application. The application is in relation to land at 167 and part of 169 Steele Street, Devonport.

BACKGROUND Notice has been given to Council by the TPC under the provisions of section 30P(3) of LUPAA and dated 27 March 2014 requesting that it provide a statement as to its opinion of the application. Section 30P(5) of LUPAA stipulates that a statement of opinion must be provided to the TPC with 28 days of the date of the notice. The owner of this land, the Mersey Community Care Association has activated two separate legislative processes requesting that the land be rezoned from General Residential to Community Purpose. The first process was a representation about the zoning of this land during the statutory exhibition period of the IPS and made pursuant to section 26 of LUPAA. This representation was considered by the Planning Authority Committee at its meeting on 7 April 2014 where it resolved to recommend to Council that it make a report to the TPC supporting the representation. This is a second and concurrent process made under the provisions of section 30P of LUPAA. This section of LUPAA sets out the process to be followed by TPC and Council so that the Commission is provided with a statement as to Council’s opinion of the application. It is not clear what the timeline is for a decision by the TPC about either process. In relation to the representation LUPAA currently provides that the TPC must hold a hearing about each representation. Given the number of provisions about local, regional and state provisions across the Cradle Coast Councils alone this is likely to be a lengthy process. In relation to an application for a dispensation Council is required to provide its statement of opinion about the merit of the application within 28 days of the notice provided by the TPC. This will expire on 28 April 2014. ITEM 7.2

PAGE 56 Report to Council meeting on 14 April 2014

LUPAA is, however, silent about any time period within which the TPC must make a decision about the matter. Informal discussions with officers from the TPC suggest that the dispensation process may be quicker but that certainly cannot be guaranteed. Unlike the representation process section 30Q(2) of LUPAA provides that if Council resolves to provide a statement of opinion to the TPC rejecting the application then the TPC must also reject it. Should Council resolve to support the application for dispensation, then the statement of opinion must satisfy the TPC that the dispensation: (a)

would further the objectives set out in Schedule 1 of the Interim Planning Scheme; and

(b)

would be in accordance with all State policies; and

(c)

would be in accordance with the regional land use strategy for the regional area in which the land is situated; and

(d)

is consistent with the safety requirements set out in the standards prescribed under the Gas Pipelines Act 2000; and

(e)

as far as practicable, will not conflict with a use, or development, in respect of land next to the land to which the dispensation relates, that is a use or development permissible under the relevant interim planning scheme; and

(f)

has been made after having considered the environmental, economic, social and heritage impact that the use and development permissible under the dispensation will have on the use and development of the regional area in which the land is situated.

STATUTORY REQUIREMENTS Section 30P of LUPAA sets out the process for notification and consideration of an application for a dispensation. Section 30R of LUPAA sets the matters that Council must address in providing a statement of opinion about an application for a dispensation.

DISCUSSION The application for dispensation is attached and it covers the same general points as set out in the representation considered at the Planning Authority Committee. The supporting submission to the application also purports to make an application for approval for extensions and alterations to the existing business and professional services facility. This is in effect a request for a development permit. This is inappropriate as LUPAA makes no provision for a combined application in relation to a dispensation. The only consideration for Council in this report is the application for the dispensation. In the application it is stated that the main concern of the property owner is that the current use is classified as Business and Professional services which are prohibited in the General Residential Zone. The representation claims that this is an anomaly of the translation of zones under the Interim Planning Scheme as directed by the TPC. Prior to the IPS the land was zoned Public Purposes which would have allowed the planned extension of the facility. In assessing the application Council has noted that in the previous scheme the site was zoned for public purposes reflecting the past use of the building as an ambulance station. The site is surrounded by General Residential zoning. ITEM 7.2

PAGE 57 Report to Council meeting on 14 April 2014

The site is currently occupied by the Mersey Community Care Association which coordinates services for the elderly, under privileged youth and other social services. Twelve staff and approximately 175 volunteers work for the Association. The Association has planned an extension to the facility and concept plans have been provided. To provide a statement of opinion in support of this application would amount to a “spot zoning” which is likely to be closely scrutinised by the TPC. In fact it would simply be recognition of the right of the owner to continue to operate the activity as a permitted use and therefore provide opportunities for expansion and development. The zoning generally in this area is extremely complex and there is little chance that it can ever be satisfactorily ordered as a single zone.

COMMUNITY ENGAGEMENT No community engagement is required at this stage however the TPC may, pursuant to section 30Q of LUPAA, direct that the proposal be exhibited prior to making a final decision.

FINANCIAL IMPLICATIONS No financial implications arise out of this report.

RISK IMPLICATIONS This is a statutory process directed by specific provisions of LUPAA and no risks are anticipated.

CONCLUSION The Planning Authority Committee at its meeting on 7 April 2014 considered a representation made on behalf of the property owner that the land be rezoned from General Residential to Community Purpose. The representation made the point that the current zoning was an example of inappropriate translation of zones by the TPC in drafting the Interim Planning Scheme. The Committee accepted that Community Purpose was a more suitable zoning as among other uses it would permit the existing use of Business and Professional Services. This would protect the current business and also allow for a planned expansion of both the facility and its activities. The TPC will no doubt closely scrutinise a statement of opinion that effectively creates a “spot zone” but on balance it would be a far more practical zoning for the use conducted on this site.

ATTACHMENTS 1.

Lester Franks Survey & Geographic dispensation DEV D1-2014 - Council letter notice of dispensation application and request for statement of opinion

Lester Franks Survey & Geographic dispensation DEV D1-2014 Steele Street, Devonport - section 30P application form

Lester Franks Survey & Geographic dispensation DEV D1-2014 Steele Street, Devonport - section 30P application supporting report

Lester Franks Survey & Geographic dispensation DEV D1-2014 - Portside Letter ITEM 7.2

PAGE 58 Report to Council meeting on 14 April 2014

of Consent 5.

Lester Franks Survey & Geographic dispensation DEV D1-2014 Steele Street, Devonport - section 30P application plans - Starbox Architecture alterations and additions A01-DA1 - A07-DA1

Lester Franks Survey & Geographic dispensation DEV D1-2014 Steele Street, Devonport - section 30P application owners consent

Lester Franks Survey & Geographic dispensation DEV D1-2014 Steele Street, Devonport - section 30P application cover letter Lester Franks

RECOMMENDATION That Council determine that a statement of opinion in support of the application to rezone 167 and part of 169 Steele Street, Devonport from General Residential to Community Purpose and made pursuant to section 30 R of the Land Use Planning and Approvals Act be prepared and forwarded to the Tasmanian Planning Commission.

Author: Position:

Brian May Development and Health Services Manager

Endorsed By: Position:

ITEM 7.2

Paul West General Manager

PAGE 59 Lester L Franks Survey & Ge eographic disspensation D EV D1-2014 - Council lette er notice n of disp pensation application and d request for statement off opinion

ITEM 7.2

ATTTACHMENT [1 1]

PAGE 60 Lester L Franks Survey & Ge eographic disspensation D EV D1-2014 Steele S Street, Devonport D - ssection 30P application a fo orm

ITEM 7.2

ATTTACHMENT [2 2]

PAGE 61 Lester L Franks Survey & Ge eographic disspensation D EV D1-2014 Steele S Street, Devonport D - ssection 30P application a fo orm

ITEM 7.2

ATTTACHMENT [2 2]

PAGE 62 Lester L Franks Survey & Ge eographic disspensation D EV D1-2014 Steele S Street, Devonport D - ssection 30P application a fo orm

ITEM 7.2

ATTTACHMENT [2 2]

PAGE 63 Lester L Franks Survey & Ge eographic disspensation D EV D1-2014 Steele S Street, Devonport D - ssection 30P application a su upporting rep port

ITEM 7.2

ATTTACHMENT [3 3]

PAGE 64 Lester L Franks Survey & Ge eographic disspensation D EV D1-2014 Steele S Street, Devonport D - ssection 30P application a su upporting rep port

ITEM 7.2

ATTTACHMENT [3 3]

PAGE 65 Lester L Franks Survey & Ge eographic disspensation D EV D1-2014 Steele S Street, Devonport D - ssection 30P application a su upporting rep port

ITEM 7.2

ATTTACHMENT [3 3]

PAGE 66 Lester L Franks Survey & Ge eographic disspensation D EV D1-2014 Steele S Street, Devonport D - ssection 30P application a su upporting rep port

ITEM 7.2

ATTTACHMENT [3 3]

PAGE 67 Lester L Franks Survey & Ge eographic disspensation D EV D1-2014 Steele S Street, Devonport D - ssection 30P application a su upporting rep port

ITEM 7.2

ATTTACHMENT [3 3]

PAGE 68 Lester L Franks Survey & Ge eographic disspensation D EV D1-2014 Steele S Street, Devonport D - ssection 30P application a su upporting rep port

ITEM 7.2

ATTTACHMENT [3 3]

PAGE 69 Lester L Franks Survey & Ge eographic disspensation D EV D1-2014 Steele S Street, Devonport D - ssection 30P application a su upporting rep port

ITEM 7.2

ATTTACHMENT [3 3]

PAGE 70 Lester L Franks Survey & Ge eographic disspensation D EV D1-2014 Steele S Street, Devonport D - ssection 30P application a su upporting rep port

ITEM 7.2

ATTTACHMENT [3 3]

PAGE 71 Lester L Franks Survey & Ge eographic disspensation D EV D1-2014 Steele S Street, Devonport D - ssection 30P application a su upporting rep port

ITEM 7.2

ATTTACHMENT [3 3]

PAGE 72 Lester L Franks Survey & Ge eographic disspensation D EV D1-2014 Steele S Street, Devonport D - ssection 30P application a su upporting rep port

ITEM 7.2

ATTTACHMENT [3 3]

PAGE 73 Lester L Franks Survey & Ge eographic disspensation D EV D1-2014 Steele S Street, Devonport D - ssection 30P application a su upporting rep port

ITEM 7.2

ATTTACHMENT [3 3]

PAGE 74 Lester L Franks Survey & Ge eographic disspensation D EV D1-2014 Steele S Street, Devonport D - ssection 30P application a su upporting rep port

ITEM 7.2

ATTTACHMENT [3 3]

PAGE 75 Lester L Franks Survey & Ge eographic disspensation D EV D1-2014 Steele S Street, Devonport D - ssection 30P application a su upporting rep port

ITEM 7.2

ATTTACHMENT [3 3]

PAGE 76 Lester L Franks Survey & Ge eographic disspensation D EV D1-2014 Steele S Street, Devonport D - ssection 30P application a su upporting rep port

ITEM 7.2

ATTTACHMENT [3 3]

PAGE 77 Lester L Franks Survey & Ge eographic disspensation D EV D1-2014 Steele S Street, Devonport D - ssection 30P application a su upporting rep port

ITEM 7.2

ATTTACHMENT [3 3]

PAGE 78 Lester L Franks Survey & Ge eographic disspensation D EV D1-2014 Steele S Street, Devonport D - ssection 30P application a su upporting rep port

ITEM 7.2

ATTTACHMENT [3 3]

PAGE 79 Lester L Franks Survey & Ge eographic disspensation D EV D1-2014 Steele S Street, Devonport D - ssection 30P application a su upporting rep port

ITEM 7.2

ATTTACHMENT [3 3]

PAGE 80 Lester L Franks Survey & Ge eographic disspensation D EV D1-2014 Steele S Street, Devonport D - ssection 30P application a su upporting rep port

ITEM 7.2

ATTTACHMENT [3 3]

PAGE 81 Lester L Franks Survey & Ge eographic disspensation D EV D1-2014 Steele S Street, Devonport D - ssection 30P application a su upporting rep port

ITEM 7.2

ATTTACHMENT [3 3]

PAGE 82 Lester L Franks Survey & Ge eographic disspensation D EV D1-2014 Steele S Street, Devonport D - ssection 30P application a su upporting rep port

ITEM 7.2

ATTTACHMENT [3 3]

PAGE 83 Lester L Franks Survey & Ge eographic disspensation D EV D1-2014 Steele S Street, Devonport D - ssection 30P application a su upporting rep port

ITEM 7.2

ATTTACHMENT [3 3]

PAGE 84 Lester L Franks Survey & Ge eographic disspensation D EV D1-2014 Steele S Street, Devonport D - ssection 30P application a su upporting rep port

ITEM 7.2

ATTTACHMENT [3 3]

PAGE 85 Lester L Franks Survey & Ge eographic disspensation D EV D1-2014 Steele S Street, Devonport D - ssection 30P application a su upporting rep port

ITEM 7.2

ATTTACHMENT [3 3]

PAGE 86 Lester L Franks Survey & Ge eographic disspensation D EV D1-2014 Steele S Street, Devonport D - ssection 30P application a su upporting rep port

ITEM 7.2

ATTTACHMENT [3 3]

PAGE 87 Lester L Franks Survey & Ge eographic disspensation D EV D1-2014 Steele S Street, Devonport D - ssection 30P application a su upporting rep port

ITEM 7.2

ATTTACHMENT [3 3]

PAGE 88 Lester L Franks Survey & Ge eographic disspensation D EV D1-2014 Steele S Street, Devonport D - ssection 30P application a su upporting rep port

ITEM 7.2

ATTTACHMENT [3 3]

PAGE 89 Lester L Franks Survey & Ge eographic disspensation D EV D1-2014 Steele S Street, Devonport D - ssection 30P application a su upporting rep port

ITEM 7.2

ATTTACHMENT [3 3]

PAGE 90 Lester L Franks Survey & Ge eographic disspensation D EV D1-2014 Steele S Street, Devonport D - ssection 30P application a su upporting rep port

ITEM 7.2

ATTTACHMENT [3 3]

PAGE 91 Lester L Franks Survey & Ge eographic disspensation D EV D1-2014 Steele S Street, Devonport D - ssection 30P application a su upporting rep port

ITEM 7.2

ATTTACHMENT [3 3]

PAGE 92 Lester L Franks Survey & Ge eographic disspensation D EV D1-2014 Steele S Street, Devonport D - ssection 30P application a su upporting rep port

ITEM 7.2

ATTTACHMENT [3 3]

PAGE 93 Lester L Franks Survey & Ge eographic disspensation D EV D1-2014 - Portside Lettter of o Consent

ITEM 7.2

ATTTACHMENT [4 4]

PAG GE 94 Lesterr Franks Survey & G Geograph hic dispensation D DEV D1-20 014 Steele e Street, D Devonport - sectio on 30P ap pplication n plans - Starb box Archiitecture a alterations and additions A0 01-DA1 - A07-DA1 1

ITEM M 7.2

ATTACHM MENT [5]

PAG GE 95 Lesterr Franks Survey & G Geograph hic dispensation D DEV D1-20 014 Steele e Street, D Devonport - sectio on 30P ap pplication n plans - Starb box Archiitecture a alterations and additions A0 01-DA1 - A07-DA1 1

ITEM M 7.2

ATTACHM MENT [5]

PAG GE 96 Lesterr Franks Survey & G Geograph hic dispensation D DEV D1-20 014 Steele e Street, D Devonport - sectio on 30P ap pplication n plans - Starb box Archiitecture a alterations and additions A0 01-DA1 - A07-DA1 1

ITEM M 7.2

ATTACHM MENT [5]

PAG GE 97 Lesterr Franks Survey & G Geograph hic dispensation D DEV D1-20 014 Steele e Street, D Devonport - sectio on 30P ap pplication n plans - Starb box Archiitecture a alterations and additions A0 01-DA1 - A07-DA1 1

ITEM M 7.2

ATTACHM MENT [5]

PAG GE 98 Lesterr Franks Survey & G Geograph hic dispensation D DEV D1-20 014 Steele e Street, D Devonport - sectio on 30P ap pplication n plans - Starb box Archiitecture a alterations and additions A0 01-DA1 - A07-DA1 1

ITEM M 7.2

ATTACHM MENT [5]

PAG GE 99 Lesterr Franks Survey & G Geograph hic dispensation D DEV D1-20 014 Steele e Street, D Devonport - sectio on 30P ap pplication n plans - Starb box Archiitecture a alterations and additions A0 01-DA1 - A07-DA1 1

ITEM M 7.2

ATTACHM MENT [5]

PAG GE 100 Lesterr Franks Survey & G Geograph hic dispensation D DEV D1-20 014 Steele e Street, D Devonport - sectio on 30P ap pplication n plans - Starb box Archiitecture a alterations and additions A0 01-DA1 - A07-DA1 1

ITEM M 7.2

ATTACHM MENT [5]

P PAGE 101 Lester L Franks Survey & Ge eographic disspensation D EV D1-2014 Steele S Street, Devonport D - ssection 30P application a owners conse ent

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9.0

MAYORAL REPORT

9.1

MAYOR'S MONTHLY REPORT File: 22947 D324966

RELEVANT PORTFOLIO General Manager RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 5.3.2

Provide appropriate support to elected members to enable them to discharge their functions

SUMMARY This report details meetings and functions attended by the Mayor.

BACKGROUND This report is provided by the Mayor to provide a list of meetings and functions attended by him for the month of March 2014.

STATUTORY REQUIREMENTS There are no statutory requirements which relate to this report.

DISCUSSION In his capacity as Mayor, Alderman Steve Martin attended the following meetings and functions during the month of March 2014.                      

Devonport Triathlon & Medal Presentations Apex Regatta Sponsor’s Dinner Clean Up Australia Day – Splash Aquatic Centre & surrounds Tri-Kids Apex Devonport Regatta LGMA Management Challenge Team Council Special Meeting Council Workshops Child & Family Health Centre – East Devonport Devonport Food and Wine Festival – Organic Gardening Book Presentation, LINC Bass Strait Maritime Centre Volunteer Event Devonport Food and Wine Festival – Healthy Food for Children – Devonport Playhouse The Tasmanian Association for Hospice & Palliative Care Inc – NW Office Diamonds of Devonport Dinner & Presentations Warren Woodberry - Don River Railway Adam Gowans – Gowans Toyota Devonport Food and Wine Festival – Taste the Harvest Launch Bowls Tasmania Official Opening State Men’s triples Bowls Tasmania Official Opening State Women’s Fours & Pairs Devonport Food and Wine Festival – Ambassador Dinner Taste the Harvest Bowls Tasmania, Award Presentation of Men’s Triples ITEM 9.1

PAGE 105 Report to Council meeting on 14 April 2014

                                           

Devonport Food and Wine Festival - Feast of Stories LINC Bowls Tasmania Award Presentation Women’s Fours & Pairs Shaun Pascoe, Jackson Motor Company Salvation Army, Ben & Liesl Clapton Mersey Leven Municipal Emergency Management Meeting Devonport Food and Wine Festival Thermomix – Back to Basics Arthur & Jean Squibb’s 60th Wedding Anniversary Leukaemia Foundation Fundraiser – Turners Beach Berry Patch CDMC Devonport Business Breakfast Resident meeting 7AD Radio fortnightly interview Little Black Dress Cycling Event – Welcome Saturday 15th (Bowel Cancer) Little Black Dress Cycling Event – send-off Sunday 16th Run Devonport Run Devonport Food and Wine Festival – High Tea Devonport Little Athletics Presentations Listening Post, Strategic Plan – Mall Devonport City Council Ordinary Meeting Listening Post, Strategic Plan – Fourways Devonport Senior Citizen’s Choir LGAT General Meeting – Launceston Mayor’s Workshop – Launceston Child & Family Health Centre – Harmony Day Orana – Harmony Day presentation Maree Brodzinski – Jazz 2014 Motors Pty Ltd – Peter Koeman Devonport Entertainment Centre Committee Nixon Street Primary School Spreyton Primary School Tasmanian Freight Logistic Committee Premier Elect Will Hodgman, Deputy Premier Elect Jeremy Rockliff, Adam Brooks & Paul West General Manager Premier Elect Luncheon – Gateway East Devonport Primary School Richard Phillips – RMIT Eva Ruzicka – UTAS Mel Blake – TL3 Cricket North West Luncheon Valley Road Pharmacy – Stoke/blood pressure promotion Advocate Newspaper interview ABC Radio interview ABC Television interview Shane Lee – Devonport Football Club – pre-loved football boot drive State Grants Commission Devonport High School – Principal Roger Eadie’s farewell

COMMUNITY ENGAGEMENT There was no community engagement as a result of this report.

FINANCIAL IMPLICATIONS There are no financial implications as a result of this report. ITEM 9.1

PAGE 106 Report to Council meeting on 14 April 2014

RISK IMPLICATIONS It is believed there are no risks associated with this report.

CONCLUSION Meetings and functions attended by the Mayor are reported on a monthly basis.

ATTACHMENTS Nil

RECOMMENDATION That the Mayorâ&#x20AC;&#x2122;s monthly report be received and noted.

Author: Position:

Karen Hampton Governance Coordinator

Endorsed By: Position:

ITEM 9.1

Paul West General Manager

PAGE 107 Report to Council meeting on 14 April 2014

10.0

GENERAL MANAGER'S REPORTS

10.1

GENERAL MANAGER'S REPORT - APRIL 2014 File: 29092 D324270

RELEVANT PORTFOLIO General Manager RELEVANCE TO COUNCILâ&#x20AC;&#x2122;S PLANS & POLICIES Councilâ&#x20AC;&#x2122;s Strategic Plan 2009-2030: Strategy 5.8.3

Ensure effective and transparent communication to meet the needs of customers

SUMMARY This report provides a summary of the activities undertaken by the General Manager 12 March to 8 April 2014. It also provides information on matters that may be of interest to Aldermen and the community.

BACKGROUND The report is provided on a regular monthly basis and addresses a number of management and strategic issues currently being undertaken by Council. The report also provides regular updates in relation to National, Regional and State based local government matters as well as State and Federal Government programs.

STATUTORY REQUIREMENTS Council is required to comply with the provisions of the Local Government Act 1993 and other legislation. The General Manager is appointed by the Council in accordance with the provisions of the Act.

DISCUSSION 1.

COUNCIL MANAGEMENT 1.1.

Attended Council meetings and workshops

1.2.

Attached to this report is a status report on matters determined at Council. Where matters are in progress an update has been provided on actions taken and/or proposed. When an item has been actioned (completed) or is ongoing it is deleted from future status reports.

STRATEGIC AND ANNUAL PLANS 2.1.

Council staff together with Aldermen manned a number of listening posts to gain an appreciation of the views of the community in relation to the review of the Strategic Plan. Listening posts were conducted in the Mall, the Fourways and at East Devonport.

LIVING CITY 3.1.

Met with a local consultant who had requested a briefing on Living City.

3.2.

Attended a meeting of the Living City Community Taskforce. The minutes for this meeting were circulated to Council in the Closed Session agenda.

ITEM 10.1

PAGE 108 Report to Council meeting on 14 April 2014

3.3.

Attended the Devonport Chamber of Commerce & Industry and Tasmanian Regional Arts public forum where Marcus Westbury provided his insights on the revitalisation of town centres. Marcus outlined to those in attendance the process he went through in establishing Renew Newcastle

3.4.

At the invitation of DCCI attended a workshop with Marcus Westbury to further explore the Renew concept. As a result of this workshop a working group coordinated by the DCCI was established of interested parties. Council is represented on this working group by Evonne Ewins.

3.5.

With the Mayor met with the Premier (Elect) Will Hodgman, Deputy Premier (Elect) Jeremy Rockliff and Adam Brooks MP to discuss the Living City project and to thank the Liberal Party for their positive announcement as part of the election campaign relating to the LINC and Magistrates Court buildings.

3.6.

Attended the DCCI organised luncheon where the Premier (Elect) Will Hodgman was the guest speaker.

3.7.

Attended a meeting with a local property developer in relation to Council’s proposal to invite expressions of interest for its property at King Street.

3.8.

With the Mayor met with Brett Whiteley MP to provide an update on Living City as a result of the State Government’s commitment to the project.

COMMUNITY ENGAGEMENT (RESIDENTS & COMMUNITY GROUPS) 4.1.

Attended a meeting of the Rotary Devonport North Club as their guest speaker.

4.2.

Attended a meeting of the Rotary Devonport Club as their guest speaker.

4.3.

Attended a CBMC breakfast meeting at which Lee Whiteley was guest speaker. An opportunity was provided for me to be introduced and provide a short presentation to those in attendance.

4.4.

Met with a local resident to be informed of his views in relation to the Living City project and the need for Council to be more realistic in its approach to the existing businesses in and around the Mall and southern Rooke Street. Views were also expressed about the need for Council to seriously consider the development of a multi-level pay as you leave car park off Edwards Street.

4.5.

Met with a local developer to discuss his concerns regarding zoning of land and the current impediments this has on the further expansion of his business interests.

4.6.

Met with other persons regarding infringements and planning concerns.

various

matters

including

parking

NATIONAL, REGIONAL AND STATE BASED LOCAL GOVERNMENT 5.1.

Met with representatives of Burnie City Council to discuss their proposed indoor aquatic facility. The purpose of the meeting was to allow Council’s Project Manager to outline some of the issues that Burnie Council should consider as part of the preliminary design and contract management arrangements for their pool development.

5.2.

With the Mayor attended a General Meeting of the Local Government Association of Tasmania. The items for consideration at that meeting were outlined in the Council meeting agenda on 17 March 2014. In relation to the Tasmanian Regional Arts (TRA) item it was determined that the LGAT will lobby the State Government and the Arts Advisory Board on the importance of ITEM 10.1

PAGE 109 Report to Council meeting on 14 April 2014

maintaining a well-resourced and functional TRA and that it was not the role of local government to fill the funding void created by reductions in grants from the Australia Council and the State Government. In relation to the motion from Derwent Valley Council surrounding the 2014 Local Government Elections and Constitutional Recognition the matter was not debated as the motion lapsed due to there being no seconder. All other matters were for either noting or discussion with the background provided in the previously circulated aforementioned Council agenda. 5.3.

Attended the North West Branch meeting of Local Government Managers Australia.

5.4.

As a staff professional development activity Council entered a team in the 2014 LGMA Management Challenge. The regional final was conducted in Devonport on Thursday 27 March 2014. Four teams participated in the regional final – Devonport, Burnie, Waratah-Wynyard/Circular Head and Launceston City Councils. The regional winner will represent Tasmania at the Australasian final in Melbourne in June 2014.

5.5.

Attended a meeting of the North West General Managers Group.

5.6.

Continued my role as a mentor to a young professional officer at another Council. This program is organised by LGMA and matches young professional officers with a mentor from another Council to assist them in pursuing their management goals.

5.7.

Attended a meeting with the Devonport and Cradle Country Tourism Group to discuss future opportunities.

5.8.

Attended a LGAT organised General Managers meeting. Items discussed at this meeting included: Mat Healey, Director Bushfire Recovery Unit - discussed bushfire prone areas and some of the issues that have been experienced in implementing the code in particular matters relating to: 

existing residential blocks,



not enough accredited people



difficulties in relation to how Part 5 Agreements relation to bushfire matters,



TasWater issues regarding reliability of supply,



bushfire management map



dealing with legacy parcels of land

have been used in

Regional workshops are being organised to allow a more complete understanding of the requirements relating to bushfire. The finalisation of draft bushfire maps is nearing completion and it is hoped that they will be provided to councils by 30 April 2014. Greg Brown - Deputy Director Local Government Division – discussed the recently released Ministerial Orders. Advice was also provided that the Auditor General has updated compliance standards and is expecting that councils will have the necessary plans etc in place within a reasonable timeframe. The Division have commenced work with LGAT to prepare guidance notes in ITEM 10.1

PAGE 110 Report to Council meeting on 14 April 2014

relation to the Orders. There is some funding available from the LGAT Local Government Reform fund to develop some guidance materials including implementing some training and development opportunities for both elected members and officers. Ric DeSanti - Deputy Auditor-General – also discussed the Ministerial Orders and the Auditor General’s expectations on the implementation of the required plans and indicators. It is anticipated that the Indicators will be included in the Annual Financial Statements for 30 June 2014 and will be duly audited. A process for monitoring and reporting on the implementation of the other Orders to ensure everything is in place by 30 June 2015. There was also discussion on matters relating to infrastructure financial reporting including the review of useful lives and remaining lives, valuation methods, and the valuation of land under roads. Chris Oldfield- CEO Irrigation Tasmania – provided an update on the projects being rolled out in Tasmania. Phillip Hoysted - Director Local Government – discussed matters relating to the review of code of conduct requirements and proposed review to the Meeting and General Regulations, both of which are required to be reviewed and updated by the end of 2015. In relation to the current Role of Local Government Project it was indicated that the creation of four sub-committees covering Governance, Economic Development, Legislation, Collaboration is currently underway however the outcome of the State election may change some of the direction in relation to this project. David Dilger – Page Seager Lawyers – discussed the impacts of bullying and harassment legislation on councils. The presentation focussed on how to prevent, respond to and manage bullying. Some recent case law was also provided to give an indication of the complexities of the new laws and the potential impact they can have on the workplace. Policy Session – the general policy session allowed participants to raise current issues/matters for discussion. There was also an opportunity for a ‘sharing session’ where anyone in attendance could raise any matter for discussion. 6.

STATE AND FEDERAL GOVERNMENT PROGRAMS 6.1.

Council has recently been the subject of a tender process undertaken by the Valuer-General to appoint a valuer to complete a municipal wide revaluation of Devonport during the 2014/15. The outcome of the tender was that Valuelt Pty Ltd was appointed at the tender price of $230,000. The new valuations will be introduced into the rating processes for the 2015/16 financial year.

6.2.

As part of its rolling visitation program the State Grants Commission visited Devonport on 31 March 2014. The Mayor, General Manager and Assistant General Manager – Technical & Finance represented Council at this meeting. The Commission also attended the new Devonport Aquatic Centre.

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PAGE 111 Report to Council meeting on 14 April 2014

OTHER 7.1.

Council has received a nominated street name from a developer for a new subdivision off Tugrah Road. The sub-divisional road works are nearing completion and it is an ideal time for the street name to be assigned on the Final Plan of Survey for perpetuity when it is submitted for sealing. In accordance with a delegation provided by Council it has been determined to accept the submitted name of Collins Way.

COMMUNITY ENGAGEMENT The information included above details any issues relating to community engagement.

FINANCIAL IMPLICATIONS Any financial or budgetary implications related to matters discussed in this report will be separately reported to Council. There is not expected to be any impact on the Councilsâ&#x20AC;&#x2122; operating budget as a result of this recommendation.

RISK IMPLICATIONS Any specific risk implications will be outlined in the commentary above. Any specific issue that may result is any form of risk to Council is likely to be subject of a separate report to Council.

CONCLUSION This report is provided for information purposes only and to allow Council to be updated on matters of interest.

ATTACHMENTS 1.

Action Report on Council Resolutions - April 2014

RECOMMENDATION That the report of the General Manager be received and noted.

Author: Position:

Paul West General Manager

ITEM 10.1

P PAGE 112 Action A Reporrt on Council Resolutions - April 2014

ATTTACHMENT [1 1]

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ATTACHMENT [1]

ITEM 10.1

P PAGE 114 Action A Reporrt on Council Resolutions - April 2014

ATTTACHMENT [1 1]

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P PAGE 115 Action A Reporrt on Council Resolutions - April 2014

ATTTACHMENT [1 1]

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P PAGE 116 Action A Reporrt on Council Resolutions - April 2014

ATTTACHMENT [1 1]

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P PAGE 117 Action A Reporrt on Council Resolutions - April 2014

ATTTACHMENT [1 1]

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P PAGE 118 Action A Reporrt on Council Resolutions - April 2014

ATTTACHMENT [1 1]

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10.2

SECTION 23 COMMITTEES File: 29133 D324292

RELEVANT PORTFOLIO General Manager RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 5.3.2

Provide appropriate support to elected members to enable them to discharge their functions

SUMMARY This report is provided to assist Council in considering the establishment of Section 23 Committees under the provisions of the Local Government Act 1993.

BACKGROUND Council has to date operated its decision making processes utilising a traditional method whereby the Council conducts its ordinary meeting on a regular monthly basis. It has also held regular Workshop sessions between those ordinary monthly meetings. Council also has a number of internal committee and working groups established which regularly report back to Council with recommendations. Some examples of these internal committees/working groups are: Committee / Working Group Financial Assistance to Organisations Working Group

Purpose Community Oversee the financial assistance policy and program of Council including the assessment of requests.

Mersey Bluff Working Group

To provide input and feedback on matters relating to the future development of the Bluff precinct.

Devonport Entertainment and Convention To provide advice and support to guide Centre cultural/program development and facility requirements.

STATUTORY REQUIREMENTS The Local Government Act 1993 provides: 23.

Council committees (1)

A council may establish, on such terms as it thinks fit, council committees to assist it in carrying out its functions under this or any other Act.

(2)

A council committee consists of councillors appointed by the council and any councillor who fills a vacancy for a meeting at the request of the council committee.

(3)

A meeting of a council committee is to be conducted in accordance with prescribed procedures.

Section 22(1) of the Act provides the legislative framework which allows a council to implement a committee structure. The Act states that a council “may delegate with or ITEM 10.2

PAGE 120 Report to Council meeting on 14 April 2014

without conditions to the general manager, controlling authority, a council committee or a special committee, any of its functions or powers under this or any other Act”.

DISCUSSION Implementing a Section 23 Committee regime into Council’s decision making processes would increase the public accountability and in some ways stream line the business of Council. As previously discussed with Aldermen there are a number of reasons why it is recommended that a Committee structure be implemented, including but not limited to: 

allows more transparency in the decision making processes;



allows more debate to occur on items;



less items end up at Workshop and the perception that Council is making decisions ‘behind closed doors’;



reduces the number of other Committees’ and other Working Groups currently operating with no public scrutiny;



opportunity for more reporting and scrutiny by Aldermen of the activities of Council; and



improves the accountability to the community.

It is proposed that the following Section 23 Committees (in addition to the already created Planning Authority Committee) be established: 1.

Infrastructure Services Committee

Governance and Finance Committee

Community Services Committee

It is proposed that the Infrastructure Services Committee would meet monthly, with the Governance and Finance Committee and Community Services Committee meeting bimonthly. It would be at the discretion of the members of the Committee as to the commencement time of the respective Committee meetings. All meetings would generally be conducted on a Monday as follows: Monday’s (when required)

Planning Authority Committee – 11:00 am

1st Monday (monthly)

Workshop – informal meeting of the Council which are not open to the public. Details of items discussed at Workshop are reported to Council at the next available Council meeting. Additional Workshops will be convened when required.

2nd Monday (monthly)

Infrastructure and Works Committee

3rd Monday (alternate month)

Governance and Finance Committee

3rd Monday (alternate month)

Community Services Committee

4th Monday (monthly)

Council Meeting

As a guide only an outline of the functions of each of the Committees would be as follows:

ITEM 10.2

PAGE 121 Report to Council meeting on 14 April 2014

Planning Authority Committee (5 Aldermen)  Statutory Planning Authority responsibilities  Development Applications  Subdivision Approvals

 Planning Scheme Amendments  Legal matters related to Statutory Planning  Planning Appeals

Infrastructure & Works Committee (5 Aldermen)  Asset Management Program (forward planning and maintenance)  Capital Works  Roads, Footpaths and Cycleways  Streetscape Design (incl. lighting, signs, furniture, vegetation)  Stormwater Management  Traffic Management

 Waste Management  Sporting Grounds and Facilities  Recreation Reserves (incl. playgrounds, parks and gardens)  Public Buildings (incl. public halls, toilets)  Tracks and Trails  Marine Structures (incl. jetties, boat ramps)  Recreation and open space planning

Governance & Finance Committee (5 Aldermen)           

Financial Reporting Strategic and Operational Plans Corporate Communication Human Resources Partnerships Risk Management and Insurances Information Technology Budget Management Economic Development Car Parking Property Management

 Financial Strategy and Management - Revenue and Rating -

Grants

Loan Borrowing

Compliance

Related Policies

Financial Reporting

Community Services Committee (5 Aldermen)  Community & Cultural Development  Community Information & Engagement  Social Inclusion  Health and Wellbeing  Arts, Culture & Events  Tourism, Marketing and Visitor Services

 Section 24 Special Committee Reporting  Emergency Management & Community Safety  Fire Hazards and Fire Management  Natural Resource Management  Public Health  Building Control  Compliance and Enforcement  Animal Control

Appointing five Aldermen to each Committee ensures that the workload is relatively evenly distributed. Following the 2014 Council election when there will only be nine Aldermen the Committee structure will result in each Alderman being on two Committees and two Aldermen being on three Committees. It is noted that if Council accepts the recommendation provided in relation to the establishment of Committees that the ordinary monthly Council meeting would move to the fourth Monday of the month. The main exception would be the December meeting each year. On occasion there may be a need to alter a meeting date and/or time and this would be advised with sufficient advance notice depending on the circumstances. Urgent items that cannot wait until a scheduled Committee meeting will continue to be referred to the full Council for decision. As the Committees will only generally provide recommendations to the full Council there is an opportunity for matters to be “pulled” at the Council meeting and further debated if necessary. Generally though if the recommendations are supported the matters will be dealt with “in block”. ITEM 10.2

PAGE 122 Report to Council meeting on 14 April 2014

Committee Structure A Council Committee Policy has been developed for consideration. This policy outlines a guide to the purpose and scope of each proposed Committee and any delegations provided. The policy also makes recommendations in relation to the meeting frequency of the Committees and operating procedures which will ensure that meetings are conducted in a manner consistent with the provisions of the Local Government (Meeting Procedures) Regulations 2005, but also providing the flexibility for there to be more discussion and debate than currently exists at ordinary Council meetings. It is also proposed that the Council will appoint a Chairman for each of the Committees who will be responsible for chairing all meetings of the respective Committees. The policy also provides that if the appointed Chairman is not able to attend a scheduled meeting of the Committee either the Mayor or Deputy Mayor if they are members of that particular Committee will assume the role of Chair. In circumstances where the Chairman, Mayor and /or Deputy Mayor (if they are members of the Committee) are all not in attendance the members of the Committee will appoint an Acting Chairman from those who are in attendance. Other Committees There are also a number of Section 24 Committeeâ&#x20AC;&#x2122;s established which includes representatives of the community as part of the membership. The establishment of S23 Committees is not intended to involve these other Committees at this stage. A separate exercise is proposed to be undertaken during the next 6 to 8 months to review, and where appropriate, restructure the number of S24 Special Committees in the lead up to the 2014 Council elections. Following the 2014 Council elections there will only be nine elected Aldermen which will likely impact on the ability to provide the same representation on Committees as current. Any review of the S24 Special Committees will require consultation with the respective Committees to ensure that there is support for any proposal which is brought back to Council for consideration. The current list of Section24 Special Committees in operation includes: Committee

Purpose

Meercroft Park Special Committee

To provide input and feedback on matters relating to Meercroft Park, its usage, facility provision, operation requirements

East Devonport Recreation and Function To provide advice about increasing access Centre Special Committee to, and the promotion of the Centre and all user groups at the facility. Devonport Recreation Centre Special Committee (DRCSC)

To provide advice about increasing access to, and the promotion of the Centre and all user groups at the facility.

ITEM 10.2

PAGE 123 Report to Council meeting on 14 April 2014

Committee Devonport Regional Special Committee

Purpose Gallery

Advisory The Devonport Regional Gallery Special Committee is established to provide advice to Council about increasing access to, and promoting the Gallery and arts as an integral part of Devonportâ&#x20AC;&#x2122;s cultural life.

Building Families Special Committee

To provide advice, support and collaboration between relevant organisations to allow children and their families/carers reach their full potential and enhance their quality of life. The Committee recognises that early intervention and prevention is necessary to promote social inclusion and build resilient individuals, families and communities.

Closing the Gap Regional Partnership Special Committee

The primary purpose is to oversee The Closing the Gap Regional Partnership Initiative which establishes a set of principles in relation to projects, agreements, funding arrangements, plans and policies between Council and the Six Rivers Aboriginal Corporation (SRAC) in relation to ensuring the ongoing sustainability of the operations of the Tiagarra Aboriginal Cultural Centre and Museum.

Devonport Eastern Shore Special Committee

To provide advice about future development and land use planning on the Devonport Eastern Shore.

Sister Cities Special Committee

To provide an opportunity for community members with an interest in fostering global relationships and overseeing the existing Sister City relationship with Minimata, Japan.

Imaginarium Special Committee

To assist Council oversee the business agreement with Pandemonium (Tas) Pty Ltd to operate the Imaginarium Science Centre.

Public Art Advisory Special Committee

To provide advice on the development, management, coordination and preservation of Devonportâ&#x20AC;&#x2122;s public art resources.

ITEM 10.2

PAGE 124 Report to Council meeting on 14 April 2014

Committee

Purpose

Home Hill Development Committee

To provide advice to Council about increasing access to, and promoting the historical tourism attraction as an integral part of Devonport’s cultural tourism initiatives.

Strategic Sport and Recreation Special Committee

To provide an opportunity for community members with a knowledge and background in sport and recreation to provide a forum through which Council can consult with and receive advice and guidance on the future of sport and recreation development within Devonport.

Don Railway Special Committee

To provide advice about increasing access to, and promoting the historical tourism attraction as an integral part of Devonport’s cultural tourism initiatives.

Devonport City Focus Special Committee

To deliver outcomes of the Devonport City Council’s Strategic Tourism Plan 2009-2030.

In addition to the Committees listed there are other informal working groups including the Mayor’s Charitable Trust Fund, the Devonport Food and Wine Festival Committee, and the Devonport Community Safety Group. These Committees/Working Groups are made up of both elected and community representatives.

COMMUNITY ENGAGEMENT By introducing the Section 23 Committee process Council will strengthen its community engagement through greater opportunity for residents to be part of, and observe the decision making of Council. The Committee agendas/meetings will provide: 

improved reporting on activities, statistics, key performance indicators (KPI’s), etc



opportunity for more debate on items



less items being referred/ending up at Workshop’s



a reduced number of other Committee’s currently operating with no public scrutiny



improved accountability to the community (meetings are open to the public)

The Section 23 Committees agendas will include an opportunity for members of the community to ask questions similar to the current process at ordinary Council meetings.

FINANCIAL IMPLICATIONS A move to a S23 Committee structure as discussed in this report will incur some additional costs particularly in relation to advertising. All meetings of the Committees would need to be advertised in accordance with current statutory requirements. A number of meeting advertisements will be consolidated to reduce any financial impact.

ITEM 10.2

PAGE 125 Report to Council meeting on 14 April 2014

In relation to other costs it is likely to reduce the requirements for the provision of meals on meeting nights as the Committees are more likely to meet earlier, for less time removing the need to provide a meal.

RISK IMPLICATIONS Changing the way in which the Council undertakes its decision making process may cause some confusion with the community. This would mainly be around how the Committee structure operates and the process for those Committees to make recommendations to Council. An expectation can be created that Council has determined a particular view on a matter at the Committee level only to have this over turned at the full Council. Apart from delegations specifically provided to the Committees formally by Council, the Section 23 Committee would only be able to provide advice and recommendations to the full Council. The full Council can determine to accept, reject or alter any recommendation provided to it by a Committee.

CONCLUSION It is recommended to Council that a Section 23 Committee process be implemented to assist Council with its decision making processes. The Committee structure will allow a greater level of accountable decision making to occur. The recommendation provides that the Section 23 Committee structure commence from 1 July 2014 which will allow the current Council to identify and modify any operational impediments in the lead up to the October 2014 elections. It is also recommended that the current Section 24 Special Committees be reviewed in the lead up to the October 2014 Council elections.

ATTACHMENTS 1.

Council Committees Policy

RECOMMENDATION That the report of the General Manager relating to the creation of Section 23 Committees be received and that Council: (a)

adopt the attached Council Committee Policy;

(b)

in addition to the already created Planning Authority Committee create the following Section 23 Committees:

(c)

Infrastructure & Works Committee

Governance & Finance Committee

Community Services Committee

in accordance with Section 22 (1) of the Local Government Act 1993 delegates the following functions and powers to the Infrastructure & Works Committee: (i)

to accept tenders for activities related to the functions of the Committee only to the extent of the estimates for the current financial year as adopted by Council;

ITEM 10.2

PAGE 126 Report to Council meeting on 14 April 2014

(d)

commence the operation of the Committees effective 1 July 2014;

(e)

in relation to the current Section 24 Special Committees in operation instruct that a review of these committees and their operating procedures be undertaken in the lead up to the October 2014 Council elections.

Author: Position:

Paul West General Manager

ITEM 10.2

P AGE 127 Council C Com mmittees Polic cy

ATTTACHMENT [1 1]

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PAGE 131 Report to Council meeting on 14 April 2014

10.3

2013/14 ANNUAL PLAN UPDATE AS AT 31 MARCH 2014 File: 26469 D324505

RELEVANT PORTFOLIO General Manager RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 5.3.5

Develop, maintain and monitor a fully integrated strategic and business planning process that meets legislative requirements and provides an increased performance management reporting capacity across the whole organisation and with external stakeholders

SUMMARY To provide an update of progress of the 2013/14 Annual Plan as at 31 March, 2014.

BACKGROUND Council adopted its 2013/14 Annual Plan on 17 June, 2013. The Annual Plan outlines the actions to be undertaken this financial year to work towards achieving Council’s strategic goals.

STATUTORY REQUIREMENTS In accordance with Section 71 of the Local Government Act 1993, a Council is to prepare an Annual Plan for the municipal area for each financial year.

DISCUSSION The Annual Plan has been developed to guide Council in its actions to ensure the future aspirations of the Devonport community can be achieved. Highlights of this quarter include: General Manager’s Portfolio 

Risks identified in the Devonport City Council Climate Adaption Strategy 2013-2015 entered into Council’s Risk Register



Community consultation in respect of Council’s Strategic Plan review undertaken. Three Listening Posts, surveys and ‘Speak Up Devonport’ utilised as part of consultation process



Networking with other local councils undertaken in aim to develop standard safety documents that are available for referencing by North West Coast Councils

Customers and Community Portfolio 

Work Plan for the Community Energy Efficiency Program has been submitted to the Federal Government



Clean Up Australia Day hosted in Don Reserve - focusing on prevention of litter finding its way into local waterways



Marketing materials have been used to cross promote the Bass Strait Maritime Centre, Devonport Regional Gallery and Visitor Information Centre. Promotional

ITEM 10.3

PAGE 132 Report to Council meeting on 14 April 2014

material distributed during Council run events, including the Devonport Food and Wine Festival 

Devonport City Council’s Energy Efficiency Strategy 2013-2015 updated

Technical and Finance Portfolio 

17 Actions from Council’s Waste Management Services review have been completed. 7 further actions are in progress



Review of existing Cycling Network Strategy has commenced. consultation is underway, and due to end on March 30



New parking voucher machines to be installed soon with credit card payment functionality



Identified City Infrastructure risks (departmental and operational) have been reviewed and a number have been integrated into Council’s Risk Register

Community

ANNUAL PLAN ACTION STATUS ORGANISATION

Actions on Track 76.81% Actions off Track 23.19%

COMMUNITY ENGAGEMENT There was no community engagement as a result of this report.

FINANCIAL IMPLICATIONS Budget implications are communicated to Aldermen separately and do not form part of this Report.

RISK IMPLICATIONS It is not believed there are any risks associated with this Report.

CONCLUSION The 2013/14 Annual Plan Progress Report as at 31 March 2014, is provided for the information of Aldermen and the community.

ATTACHMENTS 1.

2013-14 Annual Plan as at 31 March 2014

RECOMMENDATION That the 2013/14 Annual Plan Progress update as at 31 March 2014 be received and noted. Author: Position:

Karen Hampton Governance Coordinator

Endorsed By: Position:

ITEM 10.3

Paul West General Manager

P PAGE 133 2013-14 2 Annu ual Plan as att 31 March 20 014

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PAGE 155 Report to Council meeting on 14 April 2014

10.4

ELECTED MEMBERS' EXPENDITURE REPORT File: 22947 D324690

RELEVANT PORTFOLIO General Manager RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 5.3.2

Provide appropriate support to elected members to enable them to discharge their functions

SUMMARY To detail expenditure of both the Mayor and Aldermen for the previous month.

BACKGROUND This report is in response to a Council resolution (Min 49/12 refers) “That Council be provided with a specific monthly report in relation to expenditure incurred, in excess of statutory allowances, for both the Mayor and Aldermen.”

STATUTORY REQUIREMENTS Under the Local Government Act, 1993 Council is required to publish details of the total allowances and expenses paid to the Mayor, Deputy Mayor and Aldermen in its Annual Report, however there is no obligation to do so on a monthly basis.

DISCUSSION It is proposed that from next month onwards that a table of all expenditures incurred by Aldermen will be included on the agenda. This table will outline under each Aldermen’s name the following information:       

Mayoral Allowance Deputy Mayoral Allowance Alderman Allowances Mileage Reimbursements IPad Expenses Conference Attendance costs Other

Expenditure processed in March: Mayor Steve Martin $ $ $ $ $ $

38.98 73.28 107.08 475.00 204.00 140.00

Telephone expenses Taxi expenses - meetings in Sydney Accommodation expenses – meetings in Canberra Attendance at LGAT Elected Members Workshop Accommodation expenses – Workshop in Launceston Attendance at the Ambassadors Dinner, Devonport

Aldermen $ 424.91

iPad monthly expenses

$ 395.00

Alderman Hollister – attendance at LGAT Elected Members workshop

ITEM 10.4

PAGE 156 Report to Council meeting on 14 April 2014

Due to the timing of Credit Card statements and invoices, expenditure will be reported as and when the account is paid. Items in this report may relate to transactions that occurred in previous months.

COMMUNITY ENGAGEMENT There was no community engagement as a result of this report.

FINANCIAL IMPLICATIONS Mayoral expenses are costed to the general ledger account for Alderman Support. Operating Budget It should be noted that the total budget allocations for 2013/14 for accommodation and meals have been expended. The Aldermen Support cost centre overall is still tracking within budget.

RISK IMPLICATIONS It is believed there are no risks associated with this report.

CONCLUSION Expenses are reported on a monthly basis in accordance with Councilâ&#x20AC;&#x2122;s direction.

ATTACHMENTS Nil

RECOMMENDATION That the report advising of Mayoral and Aldermanic expenditure for the month of March 2014 be received and noted.

Author: Position:

Karen Hampton Governance Coordinator

Endorsed By: Position:

ITEM 10.4

Paul West General Manager

PAGE 157 Report to Council meeting on 14 April 2014

10.5

REVIEW OF STRATEGIC PLAN 2009-2030 File: 26614 D324744

RELEVANT PORTFOLIO General Manager RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 5.3.5

SUMMARY This report presents the outcomes from consultation undertaken on the revised Strategic Plan 2009-2030 and seeks its formal adoption by Council.

BACKGROUND The draft Strategic Plan was presented to Council at its meeting on 17 February 2014 (Min 30/14 refers) at which time it was determined: “That Council endorse the draft revised Strategic Plan and enter into a five week public consultation period in line with the engagement plan outlined in this report.” The consultation commenced on Saturday 22 February and concluded Friday 28 March 2014 in accordance with this resolution.

STATUTORY REQUIREMENTS In accordance with Section 66 of the Local Government Act, 1993, Council is required to prepare a strategic plan for the municipal area and update it as required. Under Section 68, Council is required to invite submissions when updating an existing strategic plan and consider the submissions received before adopting the updated plan.

DISCUSSION The Council’s Strategic Plan is made up of two main parts: 1.

Vision/Mission/Values

Goals/Outcomes/Strategies

It was considered that all components of the Strategic Plan required review, with an extra emphasis placed on the “Values” section. It was acknowledged that the use of the quotations with the stated values did not give ownership or real meaning to the values of the organisation. Review and consultation sessions were held with management, staff and Aldermen relating to the values. Eight staff sessions were held, with 80 staff participating, and a workshop session was held with Aldermen on 2 December, 2013. Outcomes from all sessions were recorded and new value statements drafted. Outcomes and Strategies were similarly reviewed and amended in preparation for endorsement for public consultation at the February 2014 Council meeting. ITEM 10.5

PAGE 158 Report to Council meeting on 14 April 2014

Some strategies, such as “Pursue funding opportunities for future provision of year-round aquatic facilities” have been completed and as such they have been removed from the revised document. Some strategies and outcomes are no longer relevant, and others have been reworded to reflect current terminology. Strategies specifically referring to the LIVING CITY project have been included. The Strategic Plan’s Goals were supported during recent feedback in the “Devonport City Council Community Satisfaction Survey”. Evidence suggests there is high level support for the key goals of Council. A sample size of 400 residents provides a statistically reliable representative sample of the broader community therefore providing Council with a level of confidence in the results. Respondents’ ratings of existing Council goals: Living lightly on our environment: 39% very supportive 31% supportive 26% somewhat supportive Building a unique city: 42% very supportive 33% supportive 17% somewhat supportive Growing a vibrant economy 61% very supportive 28% supportive 8% somewhat supportive Building a quality of life 65% very supportive 25% supportive 8% somewhat supportive Practicing excellent governance 51% very supportive 31% supportive 14% somewhat supportive Based upon the results of the survey the goal which ranks the highest priority by those surveyed is Building a quality life, 90% of the community is either very supportive or supportive of Council achieving this goal. In comparison Living Lightly on our Environment ranks the lowest, yet still well supported of the 5 strategic goals of Council, 70% of those surveyed are very supportive or somewhat supportive of this goal. There has been limited feedback received regarding the proposed changes to the Strategic Plan 2009-2030 despite the various methods of consultation. The Strategic Plan was viewed by 372 people on www.speakupdevonport.com.au during the consultation phase. During the five week consultation period, 11 surveys were completed. The surveys asked for priorities to be ranked in order of importance and sought any additional comments. Only four comments were received which were as follows: “When implementing a plan, utilise local experts instead of outsourcing to the mainland.” ITEM 10.5

PAGE 159 Report to Council meeting on 14 April 2014

“That is the most confusing survey I have ever taken. Rank the priorities in order of importance to you?? 1 being the most important. My only other feedback is that with the new Homemaker Centre and greater the in bound, Bass Highway off ramp onto William Street is virtually unusable as it is. The wait times are long and it is a real bottleneck. A south bound slip lane to allow traffic heading to Spreyton or the Homemakers Centre may help or possibly even (another!) roundabout. There are probably other solutions but this issue is currently a big problem. I hope this feedback is useful.” “Natural gas services (Goal 1) – we need to consider this as an action.” “We need to seek out development for the City. Too much goes to our surrounding areas.” The above comments did not result in any proposed changes to the document.

COMMUNITY ENGAGEMENT Community Engagement was planned, developed and implemented in accordance with Council’s Community Engagement Policy. The level of impact of the Strategic Plan is of a high level, and is considered to be of high value and interest to the Devonport Community. Community Engagement was undertaken over a 5 week period commencing Saturday 22 February and concluding Friday 28 March 2014. The consultation included: 

Council’s Website - The review of the Plan was featured on Council’s home page and re-directed users to the survey at speakupdevonport;



Online surveys at www.speakupdevonport.com.au and hard copy surveys were available from Council Customer Service Centre, and through local community spaces including Devonport LINC, Community Houses and Council run facilities;



Media releases were distributed to all newspaper and radio outlets and were well reported on in The Advocate;



Radio advertising was undertaken referring residents to the website on both 7AD and SeaFM from 1st March and concluded on 23rd March. The advertisements were run twice a day on each station;



Council’s Facebook was updated on numerous occasions advising of the survey and promoting the listening posts;



Reported in the Mayor’s Message in Coast to Coast;



Listening Posts - The Listening Posts were held on 17, 18 and 20 March at the Mall, the Four Ways and East Devonport. Approximately 30 people visited the listening posts. No concerns were raised regarding the Strategic Plan per se but more regarding other projects or activities currently being undertaken by Council.



Section in the Community Newsletter – an article was included in the Community Newsletter which was distributed at the end of February to all residents.



Consultation with Council’s Special Committees – the Plan and surveys were emailed out to all Council Special Committees for their input and involvement.

ITEM 10.5

PAGE 160 Report to Council meeting on 14 April 2014



Children and young people were provided opportunities to participate with a picture competition - 308 pictures were received from 7 local primary schools with 5 pictures chosen to be placed in the Strategic Plan document under each goal. All pictures will be acknowledged and placed on Council’s website.

FINANCIAL IMPLICATIONS Operating Budget There is an allocation of $10,000 in the 2013/14 budget to undertake the review, however the review process has been run internally, rather than using an external consultant. To date, costs have been incurred radio advertising with both 7AD and SeaFM and total $2,736.00. Design for the revised document, posters, production of flyers surveys etc. has all been done in-house. The facilitation and community engagement plan was planned, developed, managed and delivered by Council staff. The Devonport City Council Community Newsletter is already budgeted for in the operational budget, including the Customer Satisfaction Survey 2013. It is considered that after adoption of the revised Plan, brochures be produced to further highlight and publicise Council’s Goals and Strategies. This will incur a minimal cost if produced externally. Capital Expenditure There is not expected to be any impact on the Council’s capital budget as a result of the adoption of the revised Strategic Plan. Long Term Financial Plan Items in the Strategic Plan will have financial implications into the future and have been factored into the Long Term Financial Plan where known.

RISK IMPLICATIONS 

Political/Governance Council will be in breach of the Local Government Act, 1993 should it not meet its statutory requirements in relation to the Strategic Plan.

CONCLUSION Community engagement for the Strategic Plan review has been representational of the community. Various techniques and promotion of engagement have enabled access to information, reduced the barriers to participation, and generated awareness of the review of the plan. Varying levels of participation have been demonstrated the importance of a diverse approach when implementing high impact strategic plans or projects with the community. Based upon the Community Satisfaction Survey results, Council can demonstrate a strong mandate for continuing with Council’s existing goals and none of the feedback received has requested any changes to the reviewed Strategic Plan.

ATTACHMENTS 1.

Strategic Plan - April 2014

RECOMMENDATION That Council adopt the revised Strategic Plan 2009-2030 with immediate effect. Author: Position:

Karen Hampton Governance Coordinator

Endorsed By: Position:

ITEM 10.5

Paul West General Manager

P AGE 161 Strategic S Plan n - April 2014 4

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PAGE 191 Report to Council meeting on 14 April 2014

11.0

CUSTOMERS AND COMMUNITY REPORTS

11.1

DEVONPORT JAZZ - FESTIVAL EXTENSION File: 28782 D324243

RELEVANT PORTFOLIO Customers and Community RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 4.2.4

Cultural facilities and programs are well planned with increased accessibility and sustainability, active engagement and strong participation for the benefit of the current and future generations

SUMMARY The purpose of this report is to provide Council information on (Min 24/14 refers) endorsed at the 17 February 2014 Council meeting, which stated: 24/14 RESOLUTION Ald Kent / Laycock That consideration be given to extending the duration of Devonport Jazz Festival calendar to a period of ten days commencing on the Friday night and then running through to the Sunday following the next Friday and that a Council officer’s detailed report be submitted to Council for approval at the March Council meeting on any additional expenditure necessary to facilitate the change.

BACKGROUND Devonport Jazz is an annual four-day jazz festival held on the last weekend in July. Events are staged in venues in and around Devonport. It celebrates all aspects of jazz, primarily in music but including art, dance, film, food and other lifestyle interests. Devonport Jazz aims to create awareness of the rich diversity of jazz by presenting a varied program of mainstream, swing, Latin, blues, traditional, modern and contemporary jazz in a series of concerts, dinners, dances, workshops and competitions, while showcasing the City's entertainment venues and attractions. Devonport Jazz is an initiative of the Devonport City Council; however the festival relies on many partnerships within the local community and neighbouring towns. Working collaboratively with; Devonport tourist and hospitality businesses, churches, schools and community groups; and specialist artists/performers. Devonport Jazz aims to contribute to the overall quality of cultural life of the region while promoting the City as a desirable tourist destination to state and national audiences. Devonport Jazz is in its thirteenth year and was established to generate momentum and excitement throughout Devonport over winter. At the inaugural festival in 2002, there were 10 concerts at eight venues involving 70 artists. At last year’s festival, 41 concerts were held at 24 venues, as well as various other peripheral activities. Every year the program features local emerging talent as well as high profile jazz and blues musicians from the national and international circuit. The Devonport Jazz festival injects significant economic benefit to all sectors of Devonport, and has flow on effects across the entire North West Coast.

ITEM 11.1

PAGE 192 Report to Council meeting on 14 April 2014

Devonport Jazz festival attracted a total of 8,000 interstate and intrastate visitors to the City in 2013. Data from the Devonport Visitor Information Centre indicates that tourism increases dramatically over that particular weekend with many local accommodation houses reporting high occupancy rates for the same period. With several concert venues fully booked before the weekend, most others were near capacity for meal bookings, some venues offering standing room only for concerts. Data collected during and after the event, through audience surveys, venue feedback and targeted campaigns, suggests that thousands of audience members come from outside the Devonport municipality. While mainly travelling from across Tasmania, there is also a strong contingent of supporters from Victoria and others from further afield who make the annual journey to Devonport Jazz. This group of mainland travelers has been steadily increasing over the last few years and has been supported by "Jazz Flights" through a partnership with QantasLink, flying from Melbourne to Devonport on the Friday of the festival, with a returning flight on Sunday, to cater for Victorian audiences. Surveys conducted at the Visitor Information Centre, through our Jazz volunteer taskforce and at the venues indicate that 62% of the attendees at the festival are from the region, 25% are from outside region in Tasmania, 12% are from interstate and 1% has attended from overseas.

STATUTORY REQUIREMENTS There are no statutory requirements which relate to this report.

DISCUSSION The execution of the Devonport Jazz festival involves a number of components. In considering an increase in the duration of the festival, the impact on each individual element needs to be analysed and forecast where possible: The format for Jazz 2013 comprised 41 performances in 24 venues across Devonport and the greater surrounding area. In considering the budgetary process, there is an opportunity to retain Devonport Jazz in its current format. If the current format of the event was to remain unchanged, the budget implications and costing would be similar to those included in the 2013/14 budget. The current format of Jazz is frantic in nature due to the number of events being condensed into one weekend. The Musical Director has raised the possibility of altering the format, to create a more relaxed festival and program. The extension of Jazz from 4 days to 10 days would require significant changes to the layout and program. The extension of Jazz to a 10 day period could be undertaken through one of 2 recommended models. The two models may include: 1.

Increased duration with no change to program:

Increased performers and venues

Detailed information including costs associated with each option was presented at Alderman Workshop held 7 April 2104.

COMMUNITY ENGAGEMENT Feedback on the proposed extension to Jazz has been sought from: 

Regional Tourism Manager, Cradle Coast Authority



Events Tasmania ITEM 11.1

PAGE 193 Report to Council meeting on 14 April 2014



Devonport Jazz Musical Director

Feedback has been requested from artists, venues, performers and the community to ensure opportunity for success is maximised.

FINANCIAL IMPLICATIONS The net cost to Council for Devonport Jazz 2013 was $49,950. The program and budget for Devonport Jazz 2014 has been allocated with a net cost of $50,000. The forward planning of performer engagement is undertaken 12 months in advance, therefore it is not possible to implement any change to Jazz 2014 program, however consideration can be given to implement any changes in 2015.

RISK IMPLICATIONS 

Financial There are increased financial costs associated with the expansion of Devonport Jazz from 4 days to 10. Dependent upon the format and program for the festival, financial implications will need to be determined in the extension of the current format.



Communication/Reputation Devonport Jazz is regarded as a well organised contemporary music festival, catering to a niche market held over a full weekend in July. The expansion of the festival from 4 to 10 days may compromise the brand, and the way it is perceived and recognised by the local community and by Jazz enthusiasts across the State.

CONCLUSION The expansion of the Devonport Jazz Festival from 4 to 10 days would require additional financial and human resources from Council. As an outcome of consultation with elected members consideration to extend the festival will be determined post consultation with stakeholders of Jazz, including venues, artists, and consumers. An evaluation of the results will be presented to Council in 2014 for consideration within the 2015 annual plan and budget estimates.

ATTACHMENTS Nil

RECOMMENDATION That Council undertake consultation with stakeholders engaged in Devonport Jazz 2014 to ascertain views towards extension of the Festival in 2015.

Author: Position:

Endorsed By: Position:

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PAGE 194 Report to Council meeting on 14 April 2014

11.2

UNCONFIRMED MINUTES OF MEETING - SISTER CITIES SPECIAL COMMITTEE - 14 FEBRUARY 2014 File: 26433 D324677

RELEVANT PORTFOLIO Customers and Community RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 4.7.4

Support initiatives that foster community harmony, value and celebrate diversity, and improve access and participation of culturally and linguistically diverse community members

SUMMARY At the Devonport Sister City Special Committee meeting held 14 February 2014 three recommendations were made regarding the program for Council’s consideration.

BACKGROUND Council delivers its Sister City program in partnership with the Devonport Sister City Association. Council established a formal Sister City relationship with Minamata, Japan in 1996. Council resolved at their meeting held 19 March 2012 that “Council’s Sister City Special Committee investigate relationships with China and India as the future Economic, Tourist and Cultural leaders in our region” (Min 75/12).

STATUTORY REQUIREMENTS The Devonport Sister City Special Committee is established under the provisions of Section 24 of The Local Government Act 1993.

DISCUSSION Early discussion was held by the Committee in 2012 regarding investigation of a second sister city relationship; however consideration was placed on hold due to the delivery of the sister city annual conference. At the February 2014 meeting, Devonport Sister City Association members advised they are unable to assist with a further relationship due to the Association’s small membership and difficulty in engaging the community in supporting the existing relationship with Minamata. The Committee felt that neither the financial or human resources are available to pursue a second relationship. As a result, the Committee recommends to Council that another Sister Cities relationship with either China or India is not pursued. The Committee also discussed Council’s membership of Sister Cities Australia (SCA). SCA is the national association representing sister cities. Corporate membership is $500 per annum with benefits such as discount on conference fees and access to a network of sister city towns. Individual membership is $50 per annum and similar benefits are provided. Given Council’s community sister cities activities are largely driven by the Devonport Sister City Association the Committee recommends that Council support individual membership for two Sister City Association members, rather than a single corporate membership. Council, however, may not support this recommendation due to Council’s long history of support for Sister Cities Australia.

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PAGE 195 Report to Council meeting on 14 April 2014

On a third matter, due to the reduced activity in relationship to the sister city program the Committee recommends to Council that the Terms of Reference be updated to reflect change in meeting frequency from four per year to a minimum of two.

COMMUNITY ENGAGEMENT Issues in the report have been discussed with the Devonport Sister City Association.

FINANCIAL IMPLICATIONS Should Council choose to support two individual memberships to SCA rather than a single corporate membership there would be a saving of $400.

RISK IMPLICATIONS There are believed to be no risks associated with this report.

CONCLUSION Council’s community sister city activities are undertaken by the Devonport Sister City Special Committee. This Committee is small in number due to limited human and financial capital, and low participation by the broader community. A second sister city relationship would place increased pressure on Council to maintain the Minimata relationship. However the view by the Sister City Special Committee to cease Council corporate membership is not supported by management. The Sister Cities Australia Inc (SCA) is an important association which supports cities, towns, shires, ports and states that have a sister city relationship. Devonport Council has successfully delivered two Sister City conferences in the past few years, both conferences attracted visitors to Devonport and surrounds. To cease membership Council would not be able to participle actively in these endeavours, nor have the support or access to resources which are offered by Sister Cities Australia Inc (SCA) including: •

registration of all Australian affiliations, of which it is aware, and welcomes additions to the listing;

•

facilitator in matching cities and towns in Australia with cities and towns both from overseas and within Australia seeking a Sister City relationship;

•

linking Australian sister cities or towns with the many projects and ideas that have been experienced here and abroad; and

•

providing a forum for cultural, economic and educational interchange between communities and to encourage friendship, co-operation and understanding to improve peaceful co-existence worldwide.

ATTACHMENTS 1.

Unconfirmed Minutes of the Sister City Special Committee - 14 February 2014

RECOMMENDATION That Council: (a)

Receive the unconfirmed minutes of the Devonport Sister City Special Committee meeting held 14 February 2014;

(b)

Does not at this time pursue a Sister Cities relationship with either China or India; ITEM 11.2

PAGE 196 Report to Council meeting on 14 April 2014

(c)

Maintain corporate membership of Sister Cities Australia; and

(d)

Alter the Devonport Sister City Special Committee Terms of Reference to reflect change in meeting frequency from four per year to a minimum of two.

Author: Position:

Carol Bryant Sustainable Communities Manager

Endorsed By: Position:

ITEM 11.2

Evonne Ewins Assistant General manager Customers and Community

â&#x20AC;&#x201C;

PAGE 197 Unconfirmed Minutes of the Sister City Special Committee - 14 February 2014

ATTACHMENT [1]

MINUTES OF THE DEVONPORT SISTER CITY SPECIAL COMMITTEE MEETING HELD IN THE COUNCIL COMMITTEE ROOMS ON 14 FEBRUARY 2014 COMMENCING AT 10.30AM PRESENT Committee Members Alida Beattie (Chair) Ald Annette Rockliff Joan Andrews Annette Frewin

Devonport Sister City Association Devonport City Council Devonport Sister City Association Devonport Sister City Association

Council Officers Carol Bryant Sarah Masters

Sustainable Communities Manager Community Services Administration Officer

APOLOGIES Lillian Hay

Devonport Sister City Association

1.0

CONFIRMATION OF MINUTES The Committee recommends to Council that the previous minutes of the Devonport Sister City Special Committee meeting, held 1 November 2012 be received and noted. J. Andrews/A. Frewin

CARRIED

2.0

BUSINESS ARISING FROM PREVIOUS MINUTES Nil

3.0

GENERAL BUSINESS 3.1

4.0

Update from Sister Cities Association Key activities for the year include: in March a delegation of 4 students and 3 adults from Minamata visited; in July celebrated Sister Cities Day; a number of guest speakers; and displays both at the library and at the Devonport Entertainment and Convention Centre. The Association agreed to donate $50 towards the purchase of blankets for children in Vietnam which Marlene James will organise on her next trip. Meetings will now be held bi-monthly.

OTHER BUSINESS 4.1

Sister Cities Relationship with China/India At their March 2012 meeting Council resolved to investigate sister city relationships with China and/or India. The Association is unable to assist with a further relationship due to the Associationâ&#x20AC;&#x2122;s small membership and difficulty in engaging the community in supporting the existing Sister City relationship with Minamata. Neither the financial or human resources are available. The Committee recommends to Council that another Sister Cities relationship with either China or India is not pursued. J. Andrews/A. Frewin

4.2

CARRIED

Sister Cities Conference 2014 The 2014 Sister Cities Conference will be held in Bunbury on 16-19 November. The Committee resolved not to send a community delegation. ITEM 11.2

PAGE 198 Unconfirmed Minutes of the Sister City Special Committee - 14 February 2014

4.3

Sister Cities Australia Membership The Committee recommends that Council support individual membership for two Sister City Association members, rather than a single corporate membership. A. Frewin/A. Rockliff

4.4

CARRIED

Meeting Frequency Due to the reduced activity in relationship to the sister city program the Committee recommends to Council that the Terms of Reference be updated to reflect change in meeting frequency from four per year to two. A. Frewin/J. Andrews

4.5

ATTACHMENT [1]

CARRIED

NEXT MEETING TBA

Meeting closed at 11.15pm.

ITEM 11.2

PAGE 199 Report to Council meeting on 14 April 2014

11.3

VOLUNTEER STRATEGY PROGRESS File: 28694 D324699

RELEVANT PORTFOLIO Customers and Community RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 4.7.2

Encourage, and provide information and opportunities for active participation in community life

SUMMARY To present to Council progress on the actions outlined in the Volunteer Strategy 2012-2017.

BACKGROUND Council adopted the Volunteer Strategy 2012-2017 at its meeting held 21 October 2013 (Min 279/13).

STATUTORY REQUIREMENTS There are no statutory requirements which relate to this report.

DISCUSSION Action 1.1.4 of the volunteer strategy states that key achievements be reported every six months. Progress against each strategy action is attached. Of the 52 actions, 13 are complete, 26 are ongoing and the remaining 13 are to be progressed. Volunteers provide service at the Devonport Regional Gallery, Bass Strait Maritime Centre, Julie Burgess, Devonport Entertainment and Convention Centre, Council Events, Visitor Information Centre, East Devonport Recreation and Function Centre, and on bushland conservation. From July 2013 – February 2014 inclusive, volunteer hours across all Council activities totalled 7,323 hours. When ascribed a value of $30/hour this represents an investment of $219,690.

COMMUNITY ENGAGEMENT Consultation was conducted throughout the strategy development. During implementation an internal working group of Council officers coordinates additional consultation required. Information is promoted to the community through a volunteer newsletter and Council’s usual communication mediums.

FINANCIAL IMPLICATIONS Actions are undertaken in accordance with existing operational budget. An allocation of $2,000 in 2014/15 annual plan and budget estimates is proposed for the coordination of cross-Council reward and recognition activities for Council’s 157 volunteers. Each department budgets for specific costs related to managing volunteers.

RISK IMPLICATIONS There are believed to be no risks associated with this report.

CONCLUSION The Volunteer Strategy 2012-2017 provides a framework that facilitates a responsive and supportive volunteer environment. ITEM 11.3

PAGE 200 Report to Council meeting on 14 April 2014

ATTACHMENTS 1.

Volunteer Strategy Progress March 14

RECOMMENDATION That Council notes progress made on the Volunteer Strategy 2012-2017.

Author: Position:

Charmane Sheehan Community Development Volunteer Coordinator

and

Endorsed By: Position:

ITEM 11.3

Evonne Ewins Assistant General Manager Customers and Community

â&#x20AC;&#x201C;

P PAGE 201 Volunteer V Stra ategy Progre ess March 14

ATTTACHMENT [1 1]

ITEM 11.3

P PAGE 202 Volunteer V Stra ategy Progre ess March 14

ATTTACHMENT [1 1]

ITEM 11.3

P PAGE 203 Volunteer V Stra ategy Progre ess March 14

ATTTACHMENT [1 1]

ITEM 11.3

P PAGE 204 Volunteer V Stra ategy Progre ess March 14

ATTTACHMENT [1 1]

ITEM 11.3

P PAGE 205 Volunteer V Stra ategy Progre ess March 14

ATTTACHMENT [1 1]

ITEM 11.3

P PAGE 206 Volunteer V Stra ategy Progre ess March 14

ATTTACHMENT [1 1]

ITEM 11.3

P PAGE 207 Volunteer V Stra ategy Progre ess March 14

ATTTACHMENT [1 1]

ITEM 11.3

P PAGE 208 Volunteer V Stra ategy Progre ess March 14

ATTTACHMENT [1 1]

ITEM 11.3

PAGE 209 Report to Council meeting on 14 April 2014

11.4

MINUTES OF CONTROLLING AUTHORITIES, WORKING GROUPS AND SPECIAL COMMITTEE MEETINGS File: 27670 D324767

RELEVANT PORTFOLIO Customers and Community RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 5.3.4

Ensure effective committees

administration

and

operation

Council’s

SUMMARY To present the minutes of Controlling Authorities, Working Groups and Special Committee meetings managed by the Community Services Portfolio of Council.

BACKGROUND The relevant information specific to each Controlling Authority, Working Group and Special Committee is outlined in individual reports.

STATUTORY REQUIREMENTS Under Section 24 of the Local Government Act Special Committees, a Council may establish on such terms and for such purpose as it thinks fit. This report is providing the minutes of Special Committees of Council.

DISCUSSION The minutes of the following Committee meetings are attached: 

Community Safety Liaison Group



DECC Committee



Devonport Recreation Centre Special Committee



Devonport Regional Gallery Special Committee Membership: Stacey Sheehan has accepted membership on the Committee.



Maidstone Park Controlling Authority A motion was moved that the cricket club be allowed to use some of the fencing at the baseball diamond for a high boundary fence on the eastern side of number 2 oval. Motion: 1. 2. 3.

Any internal signage be left as pre-existing. Sign on Bay Drive be removed and replaced with existing sign. Sign on corner of Bay Drive be left as is.

A motion was moved that a request be made in writing from the Committee to Council for information on its and DIERS’s intentions regarding the future traffic management of Kelcey Tier Road and Mersey Main Road intersection.

ITEM 11.4

PAGE 210 Report to Council meeting on 14 April 2014

COMMUNITY ENGAGEMENT Committees allow Council to engage with the community at a level of collaboration. This means the public are partners in decision-making including the development of alternatives and identifying the preferred solution.

FINANCIAL IMPLICATIONS The financial implications are outlined in individual reports and all are in accordance with existing budgets.

RISK IMPLICATIONS It is believed there are no risks associated with this report.

CONCLUSION The Controlling Authorities, Working Groups and Special Committees will continue to meet and provide Council with information and recommendations for community facilities and services.

ATTACHMENTS 1.

Unconfirmed Minutes of the Community Safety Liaison Group - 20 March 2014

Unconfirmed Minutes of the DECC Committee - 25 March 2014

Unconfirmed Minutes of Committee - 5 March 2014

Unconfirmed Minutes of the Devonport Regional Gallery Special Committee 12 March 2014

Unconfirmed Minutes of the Maidstone Park Controlling Authority - 11 February 2014

the

Devonport

Recreation

Centre

Special

RECOMMENDATION That Council receive the combined minutes of Controlling Authorities, Working Groups and Special Committees and: 1.

The current Chairperson of the Community Safety Liaison Group, Mayor Martin be reappointed as Chair for the next twelve months;

That the Devonport Regional Gallery Special Committee appoint Stacey Sheehan to the committee;

That based on the advice of the Maidstone Park Controlling Authority; i.

the Spreyton Cricket Club be permitted to utilise the high fencing at the baseball diamond for a high boundary fence on the eastern side of number 2 oval;

ii.

the facility retain all existing internal signage.

iii.

that Council provide information to the Committee in relation to future traffic management of Kelcey Tier Road and Mersey Main Road intersection.

Author: Position:

April Nelson Executive Assistant

Endorsed By: Position:

ITEM 11.4

Evonne Ewins Assistant General Manager

PAGE 211 Unconfirmed Minutes of the Community Safety Liaison Group - 20 March 2014

ATTACHMENT [1]

MINUTES OF THE COMMUNITY SAFETY LIAISON GROUP HELD AT THE DEVONPORT POLICE STATION, WENVOE STREET ON THURSDAY 20 MARCH 2014 COMMENCING AT 3.30PM PRESENT Group Members Mayor Steve Martin Ald Lynn Laycock Inspector Adrian Shadbolt Kate Beer Gabrielle Zolati Toni Muir Julie Milnes

Chair Tas Police Devonport Community House YaFF St Vincent de Paul DHHS

Council Officers Lester Jackson Sarah Masters Karen Stone Phillip Bourke

Community Partnerships Manager (CPM) Community Services Administration Officer (CSAO) Risk Management Coordinator (RMC) Safety Officer (SO)

APOLOGIES Snr Sgt Debbie Williams Tracey Carter Charmane Sheehan Louise Maynard

Tas Police Eastern Shore Community House Community Development and Volunteer Coordinator (CDVC) DIER

1.0

CONFIRMATION OF PREVIOUS MINUTES The Group recommends to Council that the minutes of the meeting held 21 November 2013 be received and noted. Insp Shadbolt/Ald Laycock

CARRIED

2.0

DECLARATION OF INTEREST Nil.

3.0

REPORT ON ITEMS FROM PREVIOUS MINUTES 3.1 Community Safety Handbook The handbook to be printed and distributed post Easter. 3.2

4.0

CCTV A meeting will be held next week with Tas Police to determine default positions for the cameras. Signage is to be included in the 2014/15 budget.

BUSINESS ARISING FROM PREVIOUS MINUTES 4.1 Community Safety Action Plan The plan was distributed for review. Action:  Feedback to be provided prior to next meeting.

ITEM 11.4

PAGE 212 Unconfirmed Minutes of the Community Safety Liaison Group - 20 March 2014

 5.0

ATTACHMENT [1]

Review Council’s Risk Register to determine link with Community Safety.

REPORTS 5.1 Liquor Accord The last meeting was held on 5 March 2014 with only 3 licensees in attendance. The Chair has resigned and Mark Cadle is currently acting Chairman. A survey has been generated and distributed to all members to determine the future of the accord and how to best make it work. 5.2 Risk In October last year Council received a risk management award for its training programs from LGAT. Council’s insurer will be conducting a risk appraisal around events management, especially road closures. Council officers attended a Health and Safety Forum hosted by LGAT. Meetings are currently being organised with 5 local councils to establish a network to discuss any issues in relation to events management. Insp Shadbolt raised the issue that New Year’s Eve at Roundhouse Park was not a glass free event. Action:  Council’s Risk Management Coordinator to follow up on New Year’s Eve event issue.

6.0

FURTHER REPORTS FROM MEMBERS 6.1 Tasmania Police There has been an increase in the number of house and car burglaries this year. Devonport has recently received 3 new recruits, with another 4 commencing in May. Kentish Council has applied for a $20,000 grant to enable school groups from Kentish, Devonport and Latrobe to attend the road safety park in Kentish in the third term of school. 6.2 DIER Rachel Coulson is now working in Townsville. Louise Maynard will be her replacement until Rachel’s position has been filled.

7.0

GENERAL BUSINESS 7.1 Appointment of Chairperson Mayor Martin handed the Chair to Kate Beer. Kate called for nominations for Chairperson. Mayor Martin was nominated. It was moved by K. Beer/Ald Laycock that Mayor Martin remain the chairperson for the Committee for the next twelve months. CARRIED 7.2

Terms of Reference The Committee was asked to consider who may be added to the Committee. The Terms of Reference will be amended and distributed to the Committee. The Terms of Reference will be submitted for adoption at the next meeting.

ITEM 11.4

PAGE 213 Unconfirmed Minutes of the Community Safety Liaison Group - 20 March 2014

7.3

7.4

7.5

ATTACHMENT [1]

Action:  Letters to be sent to DCCI, Senior Citizens Club and youth asking for a representative to join the Committee. Road Safety Week will take place in May. Structures around the State will be lit in yellow. Bass Strait Maritime Centre has been identified as one of these structures. Other activities are planned for the week. Council will promote through usual mediums. Council attended the Community Road Safety Partnership Awards in Hobart on Friday, 22 November 2013. Circular Head was recognised. A copy of the CRSP Report for 2013 was handed out to all Committee members. Kate Beer raised the issue of a lack of bins and permanent public toilet for events held at the park in Morris Avenue/Chichester Drive. The park has been receiving positive feedback from locals. Action:  Karen Stone to follow up.

7.6 7.7 8.0

Action:  Guest speaker ideas to be forwarded to Sarah. Tas Police are undertaking a firearms amnesty at the Devonport Showgrounds this weekend.

NEXT MEETING 29 May 2014 at 3.00pm at Devonport City Council.

Meeting closed: 3.50pm.

ITEM 11.4

PAGE 214 Unconfirmed Minutes of the DECC Committee - 25 March 2014

ATTACHMENT [2]

MINUTES OF THE DEVONPORT ENTERTAINMENT & CONVENTION CENTRE SPECIAL COMMITTEE HELD IN THE VICTORIA ROOM AT THE DECC ON TUESDAY 25 MARCH 2014 COMMENCING AT 4.00PM PRESENT Mayor Steve Martin Ald Annette Rockliff Debbie Kershaw Matt Groom Stuart Jones Sarah Masters

DECC Manager DECC Theatre Technician Marketing, Tourism & Recreation Manager (MTRM) Community Services Administration Officer

APOLOGIES Nil 1.0

CONFIRMATION OF PREVIOUS MINUTES The Committee recommends to Council that the minutes of the meeting held 19 November 2013 be received and noted. D. Kershaw/Ald Rockliff CARRIED

2.0

DECLARATION OF INTEREST Nil.

3.0

BUSINESS ARISING FROM PREVIOUS MINUTES 3.1 2014 Calendar The calendar was a success. 2,000 copies were printed and only about 50 are left. Ald Rockliff suggested that next year Council’s other events could be included in the calendar.

4.0

GENERAL BUSINESS 4.1 Budget Action:  Discussion on budget identified the need for a five year equipment plan to be developed. 4.2

5.0

Changes to ticketing for Community Performances Some organisations currently print and distribute their own tickets for their performances. This will no longer be an option to ensure consistency amongst community organisations who utilise the centre for performance and events. Organisations will still be allowed an allocation of tickets to distribute themselves. A letter will be sent to all relevant organisations outlining the new process.

REPORTS Nil

ITEM 11.4

PAGE 215 Unconfirmed Minutes of the DECC Committee - 25 March 2014

6.0

NEXT MEETING

To be advised Meeting closed: 4.50pm

ITEM 11.4

ATTACHMENT [2]

PAGE 216 Unconfirmed Minutes of the Devonport Recreation Centre Special Committee - 5 March 2014

ATTACHMENT [3]

MINUTES OF THE DEVONPORT RECREATION CENTRE SPECIAL COMMITTEE HELD IN THE COUNCIL COMMITTEE ROOMS ON WEDNESDAY 5 MARCH 2014 COMMENCING AT 5.15PM PRESENT Committee Members Matthew Cock Ald Justine Keay Dominic Graham Rick Forth Greg Collis David Cole

Table Tennis Independent Basketball Independent

Council Officers Stuart Jones Fabio Pizzirani Sarah Masters

Marketing, Tourism and Recreation Manager (MTRM) Sports & Recreation Coordinator (SRC) Community Services Administration Officer (CSAO)

Guest Shane Wooley

Swipe Card Contractor

APOLOGIES Ald Perry Bob Jago Kim Robinson Bruce Robinson Grant Penfold Leanne Lillico Kate Beer Ken Mason

Independent Independent Independent Gymnastics Club Gymnastics Club The Playhouse Table Tennis

Chairman

A tour of the facility was conducted of the facility with Shane Wooley to explain the swipe card system. 1.0

CONFIRMATION OF PREVIOUS MINUTES The Committee recommends to Council that the minutes of the meeting held 11 December 2013 be received and noted. D. Cole/F. Pizzirani

2.0

GENERAL BUSINESS 2.1 Recruitment Dominic Graham to email recruitment ideas to the Committee. This item is to be added to future agendas. 2.2

3.0

CARRIED

Scoreboard in Youth Centre There will be a meeting with PSG on site this week to work out the issues with the scoreboard in the Youth Centre.

NEXT MEETING ITEM 11.4

PAGE 217 Unconfirmed Minutes of the Devonport Recreation Centre Special Committee - 5 March 2014

Wednesday, 2 April 2014 at Devonport City Council Committee Rooms. Meeting closed: 6.25pm

ITEM 11.4

ATTACHMENT [3]

PAGE 218 Unconfirmed Minutes of the Devonport Regional Gallery Special Committee - 12 March 2014

ATTACHMENT [4]

MINUTES OF THE DEVONPORT REGIONAL GALLERY SPECIAL COMMITTEE MEETING HELD AT THE DEVONPORT REGIONAL GALLERY ON WEDNESDAY, 12 MARCH 2014 AT 5:35 PM PRESENT Committee Members Josephine Kelly Ald Peter Hollister Ald Alison Jarman Alister McCrae Ald Brian Cole Belinda Gunson Vivienne Breheney Council Officers Ellie Ray

Chairperson

Gallery Director

APOLOGIES Adam Gowans Carol Bryant 1.0

CONFIRMATION OF PREVIOUS MINUTES The Committee recommends to Council that the previous minutes of the meeting held 5 February 2014 be received and noted with the amendment that Ald Cole be noted as an apology rather than absent. Moved Ald Hollister/Seconded Ald Jarman

2.0

CARRIED

BUSINESS ARISING FROM PREVIOUS MINUTES 2.1 Membership: Stacey Sheehan has accepted membership on the Committee. Moved Ald Hollister /Seconded Ald Jarman

CARRIED

2.2

Ald Cole informed the committee he will be an apology for the 14 May Special Committee meeting

2.3

Ald Jarman informed the committee she will be an apology for the 9 July Special Committee meeting

3.0

DECLARATION OF INTEREST Nil

4.0

CORRESPONDENCE Email correspondence Stacey Sheehan and Ellie Ray

5.0

GALLERY REPORT Highlights: Over 4,000 people visited the recent Robinson exhibition, Coastal: Outdoor Photographs from the Robinson Collection. The Four 8 Film Festival was once again well attended and the overall quality of films was very good. The Report was accepted by the Committee ITEM 11.4

CARRIED

PAGE 219 Unconfirmed Minutes of the Devonport Regional Gallery Special Committee - 12 March 2014

6.0

GENERAL BUSINESS 6.1 Tidal Tidal brochures have been were printed and circulated and are also on the website. 6.2

7.0

ATTACHMENT [4]

Business Plan Deductible Gift Recipient brochures have been updated ready for distribution.

OTHER BUSINESS 7.1 Feasibility Study Alistair McCrae inquired whether the feasibility study into the Gallery and storage facility undertaken in 2009 had been discussed with regard to the Living City project. Following a discussion arising from Alistairâ&#x20AC;&#x2122;s question it was agreed the three Aldermen on the Special Committee would approach management to discuss the issue. 7.2

Meeting Dates The Committee agreed to meet on the second Wednesday of each second month commencing 12 March. Following meetings will be 14 May, 9 July, 10 September, and 12 November.

8.0

NEXT MEETING Wednesday14 May 2014, 5:30 pm at the Devonport Regional Gallery

Meeting Closed at 6.30 pm.

ITEM 11.4

PAGE 220 Unconfirmed Minutes of the Maidstone Park Controlling Authority - 11 February 2014

ATTACHMENT [5]

MINUTES OF THE MAIDSTONE PARK MANAGEMENT CONTROLLING AUTHORITY HELD AT MAIDSTONE PARK ON TUESDAY, 11 FEBRUARY 2014 COMMENCING AT 7.30PM PRESENT Committee Members Ald Annette Rockliff Devonport City Council Rodney Pearn Devonport Lapidary Club Jamie Baldock Treasurer MPMCA Rod Dewis Caretaker Jan McComack Devon Netball Association Alan Geddes Mersey Valley Pony Club Ken Donaghy Devonport Lapidary Club Ian Moore Public Representative Phillip Atkins Spreyton Bowls Club Geoff Mayne Spreyton Bowls Club Ted Van Overmeeren President MPMCA Michael Campbell Secretary MPMCA Peter Loone Mersey Valley Pony Club Peter Foley Public Representative Jeff Matthews Vice President MPMCA Council Officers Fabio Pizzirani

Sport & Recreation Development Coordinator (SRDC)

APOLOGIES Mayor Steve Martin Devonport City Council Hoss Koerner Devonport Lions Club Jenny Dewis Caretaker Brent Mace Spreyton Football Club George Foster Trustee Owen Cornick Trustee 1.0

CONFIRMATION OF MINUTES The Controlling Authority recommends to Council that the minutes of the meeting held on 12/11/2013 be received and noted. G. Mayne / A. Geddes

CARRIED

2.0

DECLARATION OF INTEREST Nil.

3.0

BUSINESS ARISING 3.1 Bowls Club Extensions of 1.6m to rink 1 to be discussed in General Business. 3.2

Lapidary Club New sign to replace 'Refuse' sign at entrance to Bay Drive.

3.3

Devon Netball Discussion re: delegates to be raised in general business. Appreciation was given to Garry Febey for his time as delegate on behalf of the Devon Netball Association. ITEM 11.4

PAGE 221 Unconfirmed Minutes of the Maidstone Park Controlling Authority - 11 February 2014

ATTACHMENT [5]

3.4

Rezoning of Land The Orchid society approached council regarding the rezoning of land and was told that the society would need to be deemed recreational for rezoning to occur.

3.5

Broken Table Has been fixed, matter resolved.

3.6

Truck Wash This issue is ongoing.

3.7

Driveway at Caretakers Cottage Separation of driveway at caretakers cottage on Bay Drive and access to the netball centre. Matter in hand. Flower beds being delivered to see if they fit.

4.0

CORRESPONDENCE A. Geddes / G. Mayne

5.0

BUSINESS ARISING FROM CORRESPONDENCE 5.1 Wheelie Bins It was resolved that there is a need to take further action to get more bins. The committee was informed that Alderman Martin had followed up with the general manager and the matter was in hand. It was suggested that bins are on communal land and therefore would be purchased for public, not private, use. It was also suggested that dummy security cameras be installed to deter dumping of domestic rubbish in the bins. 5.2

CARRIED

Spreyton Cricket Club A motion was moved that the cricket club be allowed to use some of the fencing at the baseball diamond for a high boundary fence on the eastern side of no 2 oval. I. Moore/R. Pearn

6.0

CARRIED

FINANCIAL REPORT

Bank balance as at 31 January 2014

$12,046.07

Accounts paid: Bond refunds Pauls Devine Dell Rafio Roving gang Christmas Gift Devonport Lapidary club (Planning Permit Refund) Tas Pak Aurora Energy (SFC: $411.25, M.P $502.44) Telstra

$ $ $ $

70.00 70.00 70.00 70.00 $ 75.00 $525.00

$ 48.40 $921.58 $266.84 ITEM 11.4

PAGE 222 Unconfirmed Minutes of the Maidstone Park Controlling Authority - 11 February 2014

ATTACHMENT [5]

(MP : $246.89, Caretakers $19.95) Ald Rockliff / K. Donaghy

CARRIED

7.0

ACCOUNTS FOR PAYMENT Nil.

8.0

GENERAL BUSINESS 8.1 Bowls Club Green Extension Ted Van Overmeeren reported that plans for the extension of the bowls club green had been received by MP and forwarded to Council. Council’s Sport and Recreation Development Coordinator reported that the plans had been received and approved. He also stated that no planning fees would be applied to the application. 8.2

Netball Signage The following motion was made regarding netball signage at Maidstone Park: Motion: 1. Any internal signage be left as pre-existing. 2. Sign on Bay drive be removed and replaced with existing sign. 3. Sign on corner of Bay Drive be left as is. J. Baldock/G. Mayne

CARRIED

8.3

Devon Netball Jan McCormack advised the meeting that the entire netball complex had been renamed the ‘Marje Kerslake Netball Centre'. The Committee was informed that the netball centre had a new executive structure and should have liaised with the MPMCA regarding the matter.

8.4

Netball Storage The Netball Club advised that they were holding off on the storage issue as they were considering an indoor complex. Ted suggested to keep in mind that the strategic plan currently being considered could include this. SRDC advised that there was a workshop with the Alderman on the 24th of February to discuss the master plan and then they can present clubs with proposals being considered.

8.5

Lapidary Club Ken Donaghy asked if there was documentation that showed a list of events that were happening at Maidstone Park. He was advised to check with the caretakers and view the Council website on upcoming events.

8.6

Traffic Management Jeff Matthews asked if a letter could be sent to the Devonport City Council addressed to the Mayor and Alderman for consideration at the next Council meeting the following motion: Council provide information on its and DIER’s intentions regarding the future traffic management of Kelcey Tier Road and Mersey Main Road intersection. J. Matthews/ K. Donaghy

CARRIED

ITEM 11.4

PAGE 223 Unconfirmed Minutes of the Maidstone Park Controlling Authority - 11 February 2014

ATTACHMENT [5]

8.7

Rod Dewis asked if the Council will replace the rocks that have been moved that were blocking access to vehicles at the complex. Action: ď&#x201A;ˇď&#x20AC; Alderman Rockliff agreed to follow up.

8.8

Rod Dewis also requested that the Committee consider renaming Maidstone Park to not include the word park, or add the term 'sporting & recreational' as a lot of campers and RV's thought it was a place for public accommodation. The committee agreed to consider the matter and report back.

8.9

Jamie Baldock stated that he was pleased the water has been restored to the No 1 oval and that the ground looked in far better condition.

8.10 Ted Van Overmeeren was pleased with the support from the Spreyton Primary School in allowing the Spreyton Football Club access to training at the school grounds. 9.0

NEXT MEETING To be advised.

Meeting closed at 8:45pm

ITEM 11.4

PAGE 224 Report to Council meeting on 14 April 2014

11.5

SPONSORSHIP POLICY File: 29125 D324964

RELEVANT PORTFOLIO Customers and Community RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 5.3.1

Review and amend governance structure, policies and procedures to adapt to changing circumstances

SUMMARY This report is provided to assist Council in its consideration of the adoption of a sponsorship policy.

BACKGROUND A draft Sponsorship Policy was presented to Council at a Workshop on 7 April 2014. The policy is now presented for formal adoption.

STATUTORY REQUIREMENTS Under Section 73, of the Local Government Act, 1993 Council may raise funds in a diverse range of ways inclusive of: 

by obtaining grants and other allocations of money,



by carrying out commercial activities,



by receiving gifts and bequests.

DISCUSSION The purpose of the Sponsorship Policy is to establish principles for Council seeking sponsorship and the sponsorship agreements entered into between the Council and other parties. Currently no formal policy exists and information and details are not captured or recorded. The endorsement of the Sponsorship Policy will provide formal guidelines and principles that can be utilised across all Council departments.

COMMUNITY ENGAGEMENT Consultation has been undertaken with Council departments that enter into commercial arrangements with external parties. Consultation and feedback has also been received from a suite of organisations that have previously entered into sponsorship arrangements with Council.

FINANCIAL IMPLICATIONS 

Operating budget As a result of this policy, there will likely be a minor increase in Council’s operating revenue that cannot be accurately quantified.

ITEM 11.5

PAGE 225 Report to Council meeting on 14 April 2014

RISK IMPLICATIONS ď&#x201A;ˇď&#x20AC;

Contractual/Legal The adoption of a formal Sponsorship policy will streamline contractual arrangements relating to sponsorship, and is likely to positively impact upon Council and other parties involved in sponsorship.

CONCLUSION This policy ensures that Council is provided with a formal process and details relating to all sponsorship arrangements the Council enters into.

ATTACHMENTS 1.

Sponsorship Policy (DRAFT)

RECOMMENDATION That Council adopt the attached Sponsorship Policy with immediate effect.

Author: Position:

Evonne Ewins Assistant General Manager Customers & Community

Endorsed By: Position:

ITEM 11.5

Paul West General Manager

PAGE 226 Sponsorship Policy (DRAFT)

ATTACHMENT [1]

Trim File: 29125 SPONSORSHIP POLICY

PURPOSE The purpose of the Sponsorship Policy is to establish principles for sponsorship agreement entered into between Devonport City Council and other parties. The policy also provides guidelines for how Council will go about seeking sponsorship. Sponsorship is the contribution of financial and/or “in kind” support that Council receives for the purpose of providing an event, partnering in the provision of community infrastructure, a service or program, event or activity that may contribute to the economic, social, sporting, environmental or cultural development of the City. Sponsorships are undertaken or entered into, in order to help achieve business or community objectives.

SCOPE This policy applies where sponsorship arrangements are to be negotiated. The Devonport City Council’s Sponsorship Policy outlines the receiving of financial and/or in-kind support from a commercial or external organisation, in exchange for public recognition or association, to provide infrastructure for activity for the community.

POLICY 3.1. Principles Devonport City Council acknowledges that sponsorship can provide significant benefits to Council and the community, and will consider sponsorship opportunities where the following principles apply: 3.1.1.

Council invites and seeks sponsorship for selected Council projects, events, services or activities.

3.1.2.

The sponsorship is complementary to Council’s vision, values, policies and strategies.

3.1.3.

Sponsorship arrangements above the value of $10,000 are to be reported to Council for determination. Sponsorship arrangements for $10,000 or less may be determined by the General Manager under delegated authority if there is insufficient time for the matter to be referred to formal Council meeting for consideration.

3.1.4.

There should not be any real or perceived conflict between the objectives and mission of the sponsor and Council.

3.1.5.

Sponsorship arrangement that impose or imply conditions that limit the Council’s ability to carry out its functions fully and impartially will not be agreed to. ITEM 11.5

PAGE 227 Sponsorship Policy (DRAFT)

ATTACHMENT [1]

3.1.6.

Council will not seek sponsorship from or sponsor any party engaged in current or pending legal proceedings involving the Council.

3.1.7.

A sponsorship agreement outlining the full terms and conditions of the agreement will be recorded in writing and signed by both parties.

3.1.8.

All sponsorship arrangements will be described in the annual report in a manner commensurate with the significance of the sponsorship.

3.1.9.

Sponsor benefits or sponsorship do not include implied endorsement by Council of the sponsor’s goods or services or use of Council’s logo to promote their products.

3.1.10. Council reserves the right to enter into exclusive arrangements where the integrity of the relationship needs to be protected. 3.1.11. On all sponsorships, appropriate due diligence on the proposed sponsor is to be undertaken. Devonport City Council reserves the right to withdraw sponsorship with an external party when they are considered to have not complied with the spirit of this policy and/or a written agreement entered into as a sponsor arrangement. Devonport City Council will not enter into sponsorship with external bodies who:



are involved in unlawful activities;



do not share Council’s views on promoting a diverse, tolerant and inclusive community;



are political parties;



are considered to be an unsuitable partner by Council for reasons it sees fit to apply in the context of this policy;



offer programs that may present a hazard to the community;



offer programs that do not reflect widely held community views;



contravene State and Commonwealth legislation, local laws or Devonport City Planning Scheme;

GUIDELINES FOR SEEKING SPONSORSHIP 4.1. The public interest may be best served by Council making a particular sponsorship opportunity widely known for example, by calling for expressions of interest through the Mayors message or by letters of invitation to submit sponsorship proposals to a number of prospective sponsors. However, it is recognised that in some circumstances this ideal would be impractical and Council’s request for sponsorship could be by invitation to specific potential sponsors. 4.2. A sponsorship proposal should be developed which clearly outlines the nature of the project, why it is being proposed, the benefits to the proposed sponsor and to Council, and the type or value of sponsorship sought. 4.3. Aldermen interested in assisting with sponsorship arrangements should work through the relevant Council Department and not seek to negotiate sponsorship independently on behalf of the Council. 4.4. It is inappropriate for any Alderman or Council staff member or their relatives or partners to receive personal benefit from sponsorship agreements. ITEM 11.5

PAGE 228 Sponsorship Policy (DRAFT)

ATTACHMENT [1]

SPONSORSHIP AGREEMENT Any sponsorship agreement must be recorded in writing and signed by both parties. This should include:



The term or purpose of the sponsorship and any conditions regarding renewal.



Specific services, products or funds to be provided by Council and the reciprocal benefits.



The form or forms of sponsorship acknowledgement which will be available (example Heads of Agreement letter, Partnership letter).



Any limitations to the sponsorship such as restrictions on seeking additional sponsors.



The responsibilities and expectations of each party for the project.



Any guidelines for the use of corporate logos or limitations on advertising, media and other publicity.



A statement to the effect that any attempted influence of Council’s regulatory functions will result in an automatic review and/or termination of the sponsorship agreement.



Any special conditions which may apply.

EXAMPLES OF BENEFITS TO POTENTIAL SPONSORS Acknowledgement of sponsor status in publicity material associated with the project:



brand awareness and recognition in association with the event;



distribution of materials promoting sponsor’s products or services in conjunction with an event;



presence of the sponsor at an event and access to participants;



signage;



sponsors logo on flags and banners;



acknowledgement in speeches;



entry tickets to sponsored event;



social media promotion, web and Facebook.

POLICY NON-COMPLIANCE A sponsorship agreement may be refused and/or terminated if deemed by the General Manager as a real or perceived conflict, or where a breach of the terms of an agreement has occured.

DEFINITIONS For the purpose of this policy, the following definitions will apply: External Bodies include non-government organisations (NGOs), corporate and business organisations and the Devonport community. Company means any form of private entity operating for the purpose of profit creation.

ITEM 11.5

PAGE 229 Sponsorship Policy (DRAFT)

ATTACHMENT [1]

Organisation means any group, incorporated or unincorporated, operating for a defined purpose or function. Sponsorship means the exchange of money, goods or services from one party to another where there are specific obligations on the receiver for a return to the sponsor in some form. 9.

LEGISLATION AND RELATED DOCUMENTS Local Government Act 1993, Section 73 Devonport City Council Strategic Plan Devonport City Council Code of conduct

10.

RESPONSIBILITY 10.1. Assistant General Manager C & C 10.2. Document Controller Executive Assistant C & C

11.

AUTHORISATION 11.1. Adoption of Policy 11.2. Policy Review â&#x20AC;&#x201C; 2 years 2016

Trim

File

Ref:

ITEM 11.5

29125

PAGE 230 Report to Council meeting on 14 April 2014

12.0

TECHNICAL AND FINANCE REPORTS

12.1

ROOKE STREET MALL IMPROVEMENTS File: 19248 D324049

RELEVANT PORTFOLIO Technical and Finance RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 2.3.3

Provide and maintain Council buildings, facilities and amenities

SUMMARY This report provides information for Council regarding possible improvements to the Rooke Street Mall. Given that many of the suggestions involve major modifications, would be expensive to implement and that Council is yet to finalise its LIVING CITY master plan it is not recommended that Council proceed with the majority of items at this point in time.

BACKGROUND Council at its December 2013 meeting considered two Notices of Motion relating to the Rooke Street Mall. As a result of the first motion Council determined: “That this Council form a working group of elected members, skills based community representatives and staff to work through the design and feasibility of covering part of the Mall and modifying the public toilets in the CMax car park to include baby changing facilities.” (Min 332/13) In regard to the second motion Council resolved that “the matter be deferred pending a workshop being held” (Min331/13). The motion proposed read as follows: “That this Council refresh the Rooke Street Mall as soon as is physically possible by installing hanging flower baskets, create a children’s play space, painting the poles red, installing piped music and paint appropriate furniture.” A workshop was held with Council on Monday 24 March 2014 to discuss the items. This report provides an overview of each of the proposed actions being considered.

STATUTORY REQUIREMENTS There are no statutory requirements which relate to this report.

DISCUSSION Mall Roofing Preliminary work was undertaken several years ago regarding the feasibility of installing a roof over part or all of the Rooke Street Mall. It would be necessary for any new structure to be self-supporting given the existing poles are not suitable to carry the additional loading of a roof structure. Cost estimates based on Mall roofing installed in Launceston identified a likely cost to be in the order of $1500/m². The total cost would be dependent on the style and final size of any roofing and could range from $300,000 to cover a 200m² area up to $1.5million to roof the full length of the Mall. An alternative cost effective ITEM 12.1

PAGE 231 Report to Council meeting on 14 April 2014

option would involve the installation of additional sails, connected to the existing poles. Again the cost would depend on the number and size of the sails, however a budget of $100,000 would allow coverage of say three separate locations within the Mall. Baby Change Facility The public toilet block in the Formby Road car park has a baby change table in the ladies toilet only. Currently the male toilet and the disabled toilet do not have baby change facilities. A new fold down table could be easily installed in the disabled toilet, providing access for both mothers and fathers. Installing the table in the disabled toilet has the benefit of allowing a baby to be changed in an enclosed lockable room rather than in the common area of a public toilet. The cost to supply and install a fold down change table with appropriate signage would be approximately $1,500. Officers have measured the current disabled toilet and are comfortable it is of sufficient size to accommodate the change table. This is not a significant item and could be actioned immediately to improve facilities in the CBD for those with young children. Hanging Baskets Nelson City Council in New Zealand has an attractive hanging basket display in their City. Contact was made with this Council and a response was received from their Horticultural Supervisor on his advice regarding how the baskets are managed. He emphasised the buy-in of local businesses and volunteers as a critical element to the success of the Nelson display. He also highlighted the importance for any displays to be done professionally on a large scale, rather than just a token approach with ad-hoc baskets. If Council is to proceed with the proposal, detailed costings would need to be determined once the scope of baskets was agreed. However as an estimate, initial capital expenditure in the order of $30,000 would be required for brackets, fixings, baskets and plants. Ongoing annual expenditure for watering, replacement and general maintenance would be in the order of $60 - $80,000 p.a. Obviously this would be dependent on the type and number of baskets and the frequency that plants are changed. To reduce the impact on Councilâ&#x20AC;&#x2122;s operational budget and increase the ownership from businesses within the Mall, the possibility of seeking annual contributions should be considered if Council wished to proceed with this initiative. Play Equipment In regard to installing permanent play equipment a budget allocation in the order of $30 $50,000 would be considered a minimum to develop something considered appropriate for a prominent location such as the Mall. Should Council wish to proceed, an allocation would be required in the 2014/15 capital expenditure budget. The picture below is a guide to the type and size of equipment that would fit within the suggested budget (supply and install $21,000 plus compliant rubber soft fall $13,000 = $34,000 total). Obviously many other alternative configurations and designs are available and could be considered should Council wish to proceed.

ITEM 12.1

PAGE 232 2 Report to Cou uncil meeting on o 14 April 201 14

Council h has also ressolved (De ecember 2 2013 Min 32 29/13) thatt a report be preparred on the e possibility of purcha asing porttable playy equipme ent. This proposal p i nvolved purchasing p g equipmen nt which could pottentially b e used in n the Mall. A sepa arate repo ort will be e provided to Council on this ma atter prior to the bud dget delibe erations. Poles Red Painting P There are 56 poles in n the Mall, which are e currently green in colour c with a red and d grey trim.. Green ligh ht fittings are a attached to app proximately y half of th he poles. TThe cost to o paint the e poles red,, would be e in the ord der of $1,1 86 each or o $66,410 in total. W While the poles p have e faded to some exte ent it is no ot anticipa ated that Council C wo ould repaiint the poles from a maintena ance persp pective for at least an nother 2 to o 3 years. Painting the poles would w mosst likely hav ve a more e noticeab ble impact than pain nting otherr Mall furnitture, howe ever the cost c is sign ificant and d the merrit of unde ertaking this work forr aestheticss rather tha an mainten nance nee eds to be considered c d. Piped Music Basic deta ails and a budget esstimate for a PA syste em in the Mall M was ob btained fro om a locall supplier. The advic ce was that a budg get of $30 0,000 would d be suffic cient to in nstall a PA A system to service the e full length of the M Mall. The sysstem would d be capa able of play ying music c (source C CD/radio orr similar) an nd able to be conne ected to a wireless miicrophone e. Considera ation need ds to be giv ven to wha at would be b played over o the syystem. Bro oadcasting g radio wou uld require e Council to pay a licence fe ee to the Australasia an Perform ming Rightt Associatio on (APRA) which re egulates ra adio broad dcasting in Australia a. The cost of thiss licence w would be approximately $200 p er annum.. Devonpo ort specific c messagess could be e recorded and play yed over th he system either in lieu or in conjunctio c on with rad dio. There e would be a cost inv volved in producing p tthese reco ordings, altthough the ere would be variouss ways in w which this co ould be funded to m minimise the e cost to Council. C Painting o of furniture The resolution ado opted by Council sstates to â&#x20AC;&#x153;paint ap ppropriate furnitureâ&#x20AC;?. Furtherr considera ation is required to de etermine w which items Council consider c th he most ap ppropriate e for paintin ng. Curren ntly the ite ems in the Mall which h could be e classified d as furnitu ure are the e bench sea ats, rubbish h bins, notiice boardss and planter boxes. There are 44 bench h seats in the t Mall. Th o repaint, away from m site, in a he estimatted cost to different c colour is esstimated to o be $597 each or $26,268 $ in total. t As a comparisson a new w replacem ment seat of o similar sty yle would c cost aroun nd $1,200 in nstalled. TThe existing g seats are e in reasona able condition having only bee en repainte ed 2-3 years ago. ITEM 12.1

PAGE 233 Report to Council meeting on 14 April 2014

There are 20 planter boxes in the Mall. The estimated cost to repaint in a different colour is estimated to be $1,730 each or $34,600 in total. The rubbish bins are of anodised aluminium, installed in October 2013. They are made of a material not suited for painting. The 2 notice board features currently have frames painted green to match the pole structures and the estimate to paint these notice boards in conjunction with the poles would be $1,028 each or a total of $2,056. LIVING CITY Considerations Council have adopted a principles plan as part of the Devonport CBD Investment and Development Strategy to restructure Devonport into three distinct precincts focused on retail, business/services and waterfront/culture. Within the LIVING CITY framework there remains a clear desire to retain the Mall as a vibrant part of the City. However, it is also acknowledged that the role of the Mall as it has been known will change over time. Evidence around the country indicates this will occur with or without the implementation of LIVING CITY. How best to develop the Mall is not yet clear but will further evolve as master plans for the City are developed and adopted by Council. Changes such as roofing the Mall or allowing the introduction of traffic will be a significant shift from how the Mall currently operates and will require further consideration and extensive community consultation before decisions are made. Other improvements or modifications to the Mall that were identified during the LIVING CITY consultation which could also be considered include free wi-fi connection, incentives for restoration of building facades, water features and the installation of glass shop awnings. Other Considerations There are various improvements that could be made to the Devonport Mall, however the retail community have been very clear in identifying the provision of pay as you leave (PAYL) car parking as the number one priority. A petition requesting the installation of PAYL was tabled at Councilâ&#x20AC;&#x2122;s January 2014 meeting. Council should be mindful that many of the factors which contribute to the vibrancy or the decline of the Mall are outside of Councilâ&#x20AC;&#x2122;s control. Council always needs to give consideration to what it spends, ensuring any new capital investments have a long term strategic benefit for the City.

COMMUNITY ENGAGEMENT Council undertook extensive consultation during the launch of LIVING CITY. Feedback during this consultation highlighted CBD parking as a key area of interest. Some of the suggested Mall improvements were raised, however not to any greater extent than other comments regarding possible improvements across the City. No specific consultation has been carried out at this stage on the items noted in this report.

FINANCIAL IMPLICATIONS An approximate cost for each of the suggested Mall improvements is detailed in the discussion section of this report. It is not recommended that Council proceed with any of the suggested improvements at this stage, with the exception of the baby change table.

ITEM 12.1

PAGE 234 Report to Council meeting on 14 April 2014

The baby change table would cost approximately $1,500 to supply and install which could be funded within this year’s operational budget.

RISK IMPLICATIONS By not proceeding with the suggested improvements Council risk the possibility of some public criticism. However the decision can be justified by explaining the need for Council to “live within its means” and to carefully prioritise any funding proposals.

CONCLUSION This report provides information for Council regarding possible improvements to the Rooke Street Mall. Given that many of the suggestions involve major modifications, would be expensive to implement and that Council is yet to finalise its LIVING CITY master plan it is not recommended that Council proceed with the works at this point in time. The exception being a baby change table in the Formby Road car park toilets which can be easily installed for minimal cost and should be actioned immediately. Should Council not support the recommendation and wish to discuss the items further an alternative resolution could be: “That Council refer for further consideration the proposed improvements to the Rooke Street Mall to the 2014/15 budget deliberations.”

ATTACHMENTS Nil

RECOMMENDATION That Council: 1.

note the information and preliminary estimates regarding proposed improvements to the Rooke Street Mall; and

approve the installation of a baby change table in the Formby Road Car Park toilets; and

take no further action at this stage on the remaining items.

Author: Position:

Matthew Atkins Assistant General Manager Technical & Finance

Endorsed By: Position:

ITEM 12.1

Paul West General Manager

PAGE 235 Report to Council meeting on 14 April 2014

12.2

PAY AS YOU LEAVE PARKING File: 21086 D324056

RELEVANT PORTFOLIO Technical and Finance RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 2.3.1

Provide and maintain roads, bridges, footpaths, bikeways and carparks at appropriate standards

SUMMARY This report outlines options for installing pay as you leave parking (PAYL) arrangements in the City. Considering capacity, assessing technical issues and alignment with likely LIVING CITY timeframes have resulted in Best Street car park being identified as the recommended option should Council decide to convert an existing car park to PAYL. Alternatively, Council could determine to retain the current parking payment arrangements and wait for PAYL to be installed as part of Council’s LIVING CITY strategy.

BACKGROUND In December 2010, Council adopted a parking strategy and associated action plan for the CBD. The Parking Strategy Action Plan, Item 3.2 required staff to: “Investigate the feasibility of Pay as You Leave for the Rooke Street Car park with charges reflecting a pricing structure that discourages long-term users”. Following the adoption of the strategy the feasibility of installing PAYL in each of Council’s major car parks was considered and workshopped. The Rooke Street car park was identified as the most suitable at the time for PAYL and a report outlining an option to proceed with PAYL in the Rooke Street car park was tabled at Council’s meeting on 20 February 2012. As a result of this report Council determined: “That the matter be deferred until the future of the properties adjoining the Rooke Street Car Park is resolved” (Min 60/12) Since 2012 Council has been progressing the redevelopment of the CBD through its LIVING CITY strategy. At the time when the February 2012 report was considered Council’s intentions for the Rooke Street site were unclear. While master plans have still yet to be finalised, a clear design direction based on an adopted principles plan has been approved by Council and planning is continuing on that basis. The likely outcome will see a multi storey car park built on part of the area currently occupied by the existing Rooke Street car park. At its meeting on 16 December 2013 Council considered a Notice of Motion by Ald Laycock and determined: “That this Council install Pay as You Leave car parking facilities in the CMax car park as soon as physically and logistically possible.” (Min 330/13) This report provides an updated analysis of the advantages and disadvantages of installing PAYL in each of Council’s three main CBD car parks, based on previous knowledge along with new information that has emerged as Council’s CBD redevelopment plans have progressed. ITEM 12.2

PAGE 236 Report to Council meeting on 14 April 2014

A Council workshop on PAYL was held on 24th March 2014.

STATUTORY REQUIREMENTS Parking enforcement within the City is regulated by the Devonport City Council Parking ByLaw 2013.

DISCUSSION The provision of PAYL car parking in Devonport has been discussed for many years. A Council parking survey of 400 car park users in November 2009 indicated that user preference was for pay as you leave parking in comparison to other payment methods. This has been further supported in various surveys and consultation processes since 2009. The Devonport Chamber of Commerce and Industry continue to lobby Council for PAYL and tabled a petition on the matter at Councilâ&#x20AC;&#x2122;s January 2014 meeting. While PAYL has been identified as essential in LIVING CITY master plans, it is evident that there is a growing expectation that Council will respond in the short term with a PAYL solution. Of Councilâ&#x20AC;&#x2122;s car parks only Best Street, Rooke Street and Formby Road (CMax) are considered suitable for PAYL parking. The other existing car parks are considered too small or not close enough to the heart of the CBD. A comparison of these three car parks assessing their suitability for PAYL has been undertaken and details are provided in attachment 1. Rooke Street From an overall technical assessment point of view, Rooke Street appears to be the best option for PAYL having the most capacity, being relatively free of complications with private parking arrangements and currently with room for expansion. However it is becoming more likely that this area will be the first location to be developed as part of LIVING CITY with construction commencing possibly within 18 to 24 months. This would then require the PAYL car park to be closed and consequently it is not recommended that Council pursue the Rooke Street option. Formby Road The Formby Road (CMax) car park is considered the least favourable option of the three sites. It provides access to approximately 54 private parking spaces, contains a loading bay which was recently relocated from Stewart Street and has been identified as the preferred location for Tasmania Fire Service to fight any fires on the North side of Stewart Street. All of these issues can technically be accommodated within the mechanics of a PAYL system, however it would be difficult and time consuming to manage these complications. This car park requires the most modification to accommodate the new infrastructure and would result in the loss of more parking spaces than the other options. The entry and exit onto Formby Road is not ideal and adds to traffic congestion in the area. Best Street Best Street appears to be the best option if Council decides to install PAYL as part of the 2014/15 budget. It has no complications with existing businesses or private parking, the car park is reasonably well bordered with a rose garden making exit across the kerb difficult and has good access off Best Street or Formby Road. In regard to LIVING CITY this site is likely to be the last developed and would occur after any development on the Rooke Street site which is anticipated to include a new car park. ITEM 12.2

PAGE 237 Report to Council meeting on 14 April 2014

There is also an opportunity to expand the car park should at some stage in the future the tyre and windscreen business at the north end of the site be relocated. This additional car park capacity would assist greatly should Rooke Street be closed for a period to allow construction works of a retail development to occur. General PAYL is best suited to confined large capacity parking areas with hundreds of spaces, such as multi storey car parks or large single area spaces such as airport parking. PAYL arrangements in smaller ground level car parks are not common and operate with some limitations and compromises. Operating costs increase as a result of adopting PAYL in smaller car parks. Generally PAYL multi storey car parks are closed at night. With a PAYL structure in any of the three proposed options it will be necessary for the boom gate to operate 24 hours a day to avoid patrons waiting until the gates open to exit. While the machine could be programmed to not charge after hours, car park users will still be required to obtain a ticket and proceed through the normal exit process. PAYL technology cannot easily cater for discounts associated with concession vouchers or disability permits. If PAYL is introduced these users will be required to pay the full fee. This may result in these people utilising other car parking locations. It should be noted however, that currently 78% of concession card holders use parking meters and not off street parking. If Council proceeded with the Best Street option additional on street disabled parking could be installed to offset the spaces lost within the car park. If Council determined to wait until the development of LIVING CITY to provide PAYL arrangements in the City, a best case scenario would see a new car park opened within four to five years from now.

COMMUNITY ENGAGEMENT Parking is regularly raised in some manner in most consultation processes undertaken by Council. It is clear the community favour PAYL over other payment methods. A petition requesting PAYL with 1207 signatures was presented to Council’s January 2014 meeting.

FINANCIAL IMPLICATIONS A capital expenditure allocation of approximately $300,000 would be required to install PAYL in the Best Street car park. This would be sufficient for supply and installation of a ticket machine and associated software, boom gates, infrastructure modifications and electronic signage. Approximately half of the capital expenditure relates to items that potentially could be relocated to an alternative site. Operational expenses associated with maintenance, after-hours attendance and depreciation are estimated to total approximately $68,000 p.a. It is very difficult to estimate what impact PAYL will have on Council’s parking revenue however fines, the elimination of pre-payment for unused time and the transfer of patrons from other car parks will all have a negative impact. Partly offsetting these impacts will potentially be an increase in the average length of stay. Fee structures for PAYL would need to be considered to minimise the impact on Council’s operating budget. ITEM 12.2

PAGE 238 Report to Council meeting on 14 April 2014

Should fees remain the same as pay and display car parks the loss of revenue could be in the vicinity of $100,000.

RISK IMPLICATIONS 

Financial It is very difficult to quantify the financial implications of PAYL. Council does risk a significant negative impact on its parking revenue due to the provision of PAYL.



Communication/Reputation Council has been lobbied for some time to provide PAYL within the City. Should Council not proceed with PAYL it will risk further negative publicity regarding parking in the CBD.

CONCLUSION There is a growing community expectation that PAYL parking is provided in the Devonport CBD. While long term the LIVING CITY plans should accommodate this demand, Council is now being asked to provide a solution in the short term. While PAYL is most suited to large enclosed car parks, Council’s Best Street car park is the recommended location if Council determines to proceed now with the conversion of an existing car park. An allocation of $300,000 in the 2014/15 capital expenditure budget would allow the project to proceed. Alternately, Council could decide to wait until a PAYL car park is constructed as part of the LIVING CITY plans, which based on “best case” is likely to be in 4 to 5 years from now.

ATTACHMENTS 1.

Comparison of Options for PAYL

RECOMMENDATION That Council note the information regarding pay as you leave parking options for the Devonport CBD and: Option 1 allocates $300,000 in the 2014/15 capital expenditure budget to provide this system in the Best Street car park. Option 2 in view of its LIVING CITY plans take no further action at this stage.

Author: Position:

Matthew Atkins Assistant General Manager Technical & Finance

Endorsed By: Position:

ITEM 12.2

Paul West General Manager

P AGE 239 Comparison C of Options fo or PAYL

ATTTACHMENT [1 1]

ITEM 12.2

PAGE 240 Report to Council meeting on 14 April 2014

12.3

CAPITAL WORKS REPORT File: 26405 D324620

RELEVANT PORTFOLIO Technical and Finance RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 2.3.5

Develop and maintain a long term Capital Improvement Program

SUMMARY The 2013 /14 capital works program progress has been reviewed and the scheduling of projects has been updated to reflect current priorities and resourcing options.

BACKGROUND The attachment to this report is a summary view of the current status of Council’s 2013/14 capital works program and reflects project priorities and progress. The program does not depict preconstruction tasks which occur before work starts on site (i.e. design, consultation, tendering etc.). This representation allows a clearer picture of when physical site construction is planned and provides an indication of actual progress against what was planned. Council has approved a $17,126,515 capital expenditure budget for 2013/14.

STATUTORY REQUIREMENTS The Local Government Act 1993 provides that Council prepare an “Annual Plan” and “Estimates” in accordance with Sections 71 and 82 of the Act. Contained within the “Annual Plan” and “Estimates” is the annual Capital Works program.

DISCUSSION The capital works program summary has been updated following the March quarterly review. The review has checked progress and updated scheduling to reflect current priorities and resourcing opportunities. The program delivery is progressing satisfactorily and has accelerated in recent weeks with a number of new project commencements and completions. Recently completed projects include the North Street pavement reconstruction, Forbes Street Drain, Madden/ Watkinson Street Intersection reconstruction, Massey Place and Ferguson Drive reconstruction, Bluff walking track (Aitken head Point) renewal, minor stormwater works, the cycleway reseal program and the DECC Lighting Control surround. The car park technology upgrade is progressing. The ticket machines have been procured and the software/operational trials are being undertaken. There have been some difficulties in aligning the machines software with Council’s core operating system which has delayed installation. Once the outstanding issues are resolved with the supplier the machines will be installed. The Lovett Street footpath link, River Road widening, the Victoria Parade shared pathway upgrade, Stony Rise pathway, Ronald Street reconstruction, the reseal program, and the manhole lid replacement projects are now in an advanced stage of construction. Recent project commencements include the public open space furniture replacement, Footpath and Road Minor works, and BSMC Fittings. ITEM 12.3

PAGE 241 Report to Council meeting on 14 April 2014

A number of projects scheduled to commence soon. These include the Forbes Street overpass guardrail, William Street stormwater, the Mersey Vale Master Plan plinth installation project and the Art storage facility solar power. The Mersey Vale Memorial Garden construction tender report is likely to be presented to Council in June and the work carry forward into 2014/15. The Kelcey Tier Road Safety Improvements has been delayed but expected to start next month. Final sign off on the Energy Efficiency – Building CEEP project has also been delayed due to the Commonwealth Government grant requirements requiring more detailed technical information on each nominated project. However, some nominated energy efficiency projects have been advanced using Council’s budgeted contribution. These projects were selected based on criteria such as improved safety and service performance. The fleet, plant and equipment replacement programs and furniture and fitting purchases are progressing with planning and purchasing arrangements for a number of items completed. The IT purchasing is out of step with the program but procurement is expected to occur before 30 June 2014. Council at its last meeting resolved that the Public Art 2013/14 $10,000 capital provision be reallocated towards conceptual development of a plan for a memorial commemorating the evacuation of Gallipoli.

COMMUNITY ENGAGEMENT The capital works projects are selected based on various criteria related to asset management, safety and service levels. The capital program is advised to the community through the Annual Plan and Estimates. The community also receives information on capital works through the quarterly community newsletter. Individual projects are assessed and appropriate community engagement is implemented according to the likely level of community interest and the project impact on groups and individuals. Community engagement on selected projects also occurs through “Speak up Devonport” and community forums and committees.

FINANCIAL IMPLICATIONS It is anticipated that the capital expenditure program will be completed within the allocated 2013/14 capital expenditure budget. Full details on capital expenditure are included in the monthly finance report. The projects and changes covered in this report will not have any significant impact on the Long Term Financial Plan. There is not expected to be any impact (or variance to approved budget) on the Council’s operating budget as a result of this report recommendation.

RISK IMPLICATIONS 

Work Health and Safety Projects within the capital program include activities designated as High Risk under the Work Health and Safety Regulations Part 6.1, R291. Hazard identification, risk assessment and development of safe systems of work are required to be carried out on all projects.



Assets, Property and Infrastructure The program delivery is essential to mitigation of the identified risks associated with asset renewal strategies.



 ITEM 12.3

PAGE 242 Report to Council meeting on 14 April 2014



Contractual/Legal Contract management of consultants and contractors is carried out in accordance with developed policy, procedures and the Code for Tenders and Contracts.



Financial Capital works program expenditure is reviewed monthly with projections of expenditure provided for minimisation of financial risk.



Professional Indemnity/Public Liability Contracts for consulting and contracting include clauses to mitigate risks.

CONCLUSION The 2013/14 capital works program is well underway and is progressing generally in accordance with the program schedule.

ATTACHMENTS 1.

Capital Works Program - April 2014

RECOMMENDATION That Council note the progress report for the 2013/2014 capital works program.

Author: Position:

Andrew Rundle City Infrastructure Manager

Endorsed By: Position:

ITEM 12.3

Matthew Atkins Assistant General Manager Technical & Finance

PAGE 243 Capital Works Program - April 2014

ATTACHMENT [1]

ITEM 12.3

PAGE 244 Capital Works Program - April 2014

ATTACHMENT [1]

ITEM 12.3

PAGE 245

CLOSURE There being no further business the Mayor declared the meeting closed at

ITEM 12.3