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 Co ouncil Chambers, 44-48 4 Bestt Street, Devonport, D , on Mon day 16 June 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 014 11 June 20
AGENDA FOR AN ORDINARY MEETING OF DEVONPORT CITY COUNCIL HELD ON MONDAY 16 JUNE 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 .............................................. 253
4.0
PUBLIC QUESTION TIME .......................................................................... 254
4.1
Responses to questions raised at prior council meetings (D331110).................................. 254
4.2
Questions asked at this meeting ............................................................................................... 254
5.0
CONFIRMATION OF MINUTES.................................................................... 256
5.1
Minutes of an Council meeting held 19 May 2014 ................................................................ 256
6.0
WORKSHOPS & BRIEFING SESSIONS .......................................................... 257
6.1
Workshop and Briefing Sessions held since the last Council meeting (D330038)............. 257
7.0
PLANNING AUTHORITY MATTERS .............................................................. 259
8.0
NOTICES OF MOTION ............................................................................. 260
8.1
Cradle Coast Authority - Notice of Withdrawal - Notice of Motion - Ald W P Wilson (D330517) ...................................................................................................................................... 260
8.2
Pedestrian Access - Railway Crossings - Notice of Motion - Ald W P Wilson (D330522) ...................................................................................................................................... 262
8.3
Health Concerns - Pigeons in the CBD - Notice of Motion - Ald W P Wilson (D330525) ...................................................................................................................................... 263
8.4
Planning Fees - Construction of New Houses - Notice of Motion - Ald W M Squibb (D330596) ...................................................................................................................................... 265
8.5
Torquay Ferry - Notice of Motion - Ald A J Jarman (D330943) ............................................ 266
9.0
MAYORAL REPORT ................................................................................. 267
9.1
Mayor's Monthly Report (D330307)........................................................................................... 267
10.0
GENERAL MANAGER'S REPORTS ............................................................... 270
10.1
General Manager's Report - June 2014 (D324268) ............................................................... 270
10.2
Review of Elected Member Allowances (D329506) .............................................................. 284
10.3
Section 23 Committees (D329717) ........................................................................................... 288
10.4
Local Government (Meeting Procedures) Regulations 2005 (D330148) ........................... 293
10.5
Elected Members' Expenditure Report (D330577) ................................................................. 328
10.6
Local Government Representative - Cradle Coast Authority Board (D330768) .............. 331
11.0
CUSTOMERS AND COMMUNITY REPORTS ................................................... 337
11.1
Future Role in Retail Promotions and Renew Devonport proposal (D327998) ................ 337
11.2
Minutes of Controlling Authorities, Working Groups and Special Committee Meetings (D329889)..................................................................................................................... 341
11.3
Maritime and Heritage Governance structure (D330614) .................................................. 367
12.0
TECHNICAL AND FINANCE REPORTS .......................................................... 369
12.1
Tender Report Contract 1265 Supply & Delivery of Pre-Mixed Concrete (D328940) ...... 369
12.2
Capital Works Report (D330439) ............................................................................................... 372
12.3
Report under section 30J of the Land Use Planning and Approvals Act 1993 about representations made to the Cradle Coast Interim Planning Schemes (D330471) ...................................................................................................................................... 377
12.4
Finance Report for May 2014 (D330796) ................................................................................. 380
PAGE 253 Report to Council meeting on 16 June 2014
3.0
CLOSED SESSION
RECOMMENDATION That Council: (a)
having met and dealt with its business formally move out of Closed Session; and
(b)
resolves to report that it has determined the following:
Item No
Matter
Resolution
3.1
Applications for Leave of Absence
Noted
3.2
Fenton Villas
3.3 3.4
Standing Delegation - Acting General Manager Declaration of Dilapidated Property
3.5
Cradle Coast Visitor Services Review
3.6
Unconfirmed minutes of the Cradle Coast Authority Board meeting held on 13 May 2014 Unconfirmed minutes from TasWater general meeting held on 13 May 2014 Unconfirmed minutes of Independent Community Taskforce meeting held 27 May 2014 Unconfirmed minutes of meeting - Audit Panel - 2 June 2014
3.7 3.8
3.9
ITEM 4.0
Noted
Noted Noted
Noted
PAGE 254 Report to Council meeting on 16 June 2014
4.0
PUBLIC QUESTION TIME
4.1
RESPONSES TO QUESTIONS RAISED AT PRIOR COUNCIL MEETINGS File: 19924 D331110
Meeting held 19 May 2014 Reproduced below is the response dated 10 June 2014 to Mr Tony Butler’s question: “Thank you for raising your valid concern regarding the lack of kerb ramp access for people in wheelchairs or mobility scooters on the entire western side of Wheeler Street at the May Council meeting. Since the meeting you have provided Council staff with further information to help clarify your concerns, relating to the lack of kerb ramp access for people in wheelchairs or mobility scooters on the entire western side of Wheeler Street. You often observe residents from the local nursing homes on outings unable to readily access the foreshore pathway. The minimum standard for providing access would be a pair of kerb ramps opposite Drew Street with a short linking path and the alteration to the timer barrier at Thomas Street to allow access. An amount of funding is provided in Council’s Capital Works Program for these types of facilities. The Wheeler Street ramps will be added to the list and installed as funds permit. Thank you for bringing this issue to our attention. It is feedback from the public that ensures we continue to provide a high level of service to the community.”
4.2
QUESTIONS ASKED AT THIS MEETING
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.
2.
Public participation will be the first agenda item following the formal motions regarding Leave of Absence, Apologies, Minutes and Declarations of Interest.
3.
A maximum period of time of 30 minutes in total will be allowed for public participation.
4.
A maximum period of time of 3 minutes will be allowed for each individual.
5.
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.
6.
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. ITEM 4.1
PAGE 255 Report to Council meeting on 16 June 2014
7.
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.
8.
A question by any member of the public and an answer to that question are not to be debated.
9.
The Chairperson may a.
Address questions on notice submitted by members of the public;
b.
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.
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 4.1
PAGE 256 Report to Council meeting on 16 June 2014
5.0
CONFIRMATION OF MINUTES
5.1
COUNCIL MEETING - 19 MAY 2014
RECOMMENDATION That the Minutes of the Council meeting held on 19 May 2014 as circulated be confirmed.
ITEM 5.0
PAGE 257 Report to Council meeting on 16 June 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
26/05/2014
LIVING CITY
Consultant Grant Hirst attended the Workshop to present to Aldermen the latest information available in relation to the development of the Master Plan for the LIVING CITY project.
Bass Strait Maritime Centre - Presented information regarding the Operating Model future governance model of the Bass Strait Maritime Centre.
02/06/2014
Section 23 Committees
Finalise the arrangements relating to the creation of a number of Section 23 Committees.
Organisational Structure
A briefing on the proposed changes to the organisational structure.
Devonport Branding
Representatives of the Devonport and Surrounds Tourism Association provided a presentation to Aldermen on their proposal for the re-branding of Devonport.
Renew Devonport
Update on the proposal for Council to support the Devonport Chamber of Commerce and Industry and Tasmanian Regional Arts with the Renew Devonport project.
Interim Planning Scheme
A package of information circulated to Aldermen in relating to the representations received on the Interim Planning Scheme.
Organics Collection
An outline was provided of a study by the Cradle Coast Waste Management Group on the feasibility of introducing a household waste collection service for food and garden organics.
ITEM 6.1
PAGE 258 Report to Council meeting on 16 June 2014
RECOMMENDATION
That the report advising of Workshop/Briefing Sessions held since the last Council meeting be received and the information noted.
Author: Position:
Robyn Woolsey Administration Officer
Endorsed By: Position:
ITEM 6.1
Paul West General Manager
PAGE 259 Report to Council meeting on 16 June 2014
7.0
PLANNING AUTHORITY MATTERS There are no items in this agenda to be considered by Council in its capacity as a Planning Authority.
ITEM 7.0
PAGE 260 Report to Council meeting on 16 June 2014
8.0
NOTICES OF MOTION
8.1
CRADLE COAST AUTHORITY - NOTICE OF WITHDRAWAL - NOTICE OF MOTION - ALD W P WILSON File: 27103 D330517
In accordance with Regulation 16(5) of the Local Government (Meeting Procedures) Regulations 2005, a notice of motion has been received from Alderman W P Wilson.
MOTION
“That Devonport City Council advise the Cradle Coast Authority of notice of withdrawal from the Authority as at 30 June 2017.”
ALDERMAN’S COMMENTS No supporting comments were provided. OFFICER’S COMMENTS Clause 55 of the Rules of Cradle Coast Authority states: (1)
Subject to any requirements of the Act and subrule (2), a participating council may withdraw from membership of the Authority if it gives written notice to the CEO of its intention to withdraw at least 24 months prior to the commencement of the financial year at the end of which it wishes to withdraw.
(2)
The withdrawal from membership of a participating council is not effective prior to th
the 30 June 2003. (3)
If a participating council has given notice under subrule (1), it may cancel that notice by further notice to the CEO at any time before its withdrawal becomes effective.
(4)
Subject to subrule (2), a withdrawal from membership becomes effective on the expiration of a notice given under subrule (1).
(5)
A council which has withdrawn from the Authority remains: (a)
liable to pay all amounts due by it to the Authority;
(b)
bound by rules 56 and 57(4).
(6)
All property and assets owned or controlled by the Authority including those located within the municipal area of a council which has withdrawn from the Authority remain the property of or under control of the Authority unless they are purchased from or otherwise transferred by the Authority to that council.
(7)
A participating council which withdraws from membership of the Authority is not entitled to any payment from the Authority for any interest in the property and assets of the Authority or otherwise.
There have been a number of occasions in recent years that Council has discussed its ongoing membership of Cradle Coast Authority. The most recent was in February 2013 when it was determined (Min 15/13 refers): That Council workshop points a) and b) described below prior to 31 March 2013. ITEM 8.1
PAGE 261 Report to Council meeting on 16 June 2014
a)
Council re-consider its commitment to membership of the Cradle Coast Authority.
b)
In the event of that commitment being downgraded or extinguished, Council investigate re-allocating funding to appoint a high level designated Trade and Investment Executive to exclusively focus on attracting trade, tourism and investment opportunities to the City of Devonport.
It is understood that following a Workshop at which Board Members and the Chief Representative attended no further action was taken. As a result preparing its budget for the 2014/15 financial year, Cradle Coast Authority has advised Council that its contribution will remain at the same level as the previous year ($211K). The Board anticipates that further savings will be identified following the appointment of a new Chief Executive Officer which may then result in up to a 30 per cent reduction in annual subscription fees. The Chairman of the Board, Mr Glynn Williams has committed to visit each of the member councils in the coming months to explain what is happening within the Cradle Coast Authority and to outline future opportunities which are being explored to ensure that the Authority remains relevant and better positioned to represent its member councils. Arrangements have been made for Mr Williams to attend a Council Workshop on Monday 30 June. In determining its position in relation to the Notice of Motion Council needs to be mindful that if its notice of withdrawal is not received by the Authority by 30 June 2014 that the earliest date it could then effectively resign would be 30 June 2018. In advising of its intention to withdraw, Council could in the future ‘withdraw its notice’ if circumstances were to change and it had determined that it wished to remain an active member of the Authority.
ITEM 8.1
PAGE 262 Report to Council meeting on 16 June 2014
8.2
PEDESTRIAN ACCESS - RAILWAY CROSSINGS - NOTICE OF MOTION - ALD W P WILSON File: 26944 D330522
In accordance with Regulation 16(5) of the Local Government (Meeting Procedures) Regulations 2005, a notice of motion has been received from Alderman W P Wilson.
MOTION
“That Council in conjunction with Tas Rail ensure that pedestrian access over railway crossings within Devonport are also user friendly for both wheelchairs and mobility scooters.”
ALDERMAN’S COMMENTS No supporting comments were provided. OFFICER’S COMMENTS The section of pavement where a pedestrian pathway intersects a rail line comes under the jurisdiction of TasRail. Council have in the past raised concerns where the junctions are in need of repair and in some instances this has prompted Tasrail to carry out improvements. This occurred most recently on the Victoria Parade walkway near the Parker Street intersection. If a particular location can be identified as requiring attention Council could write to TasRail seeking improvements be undertaken, however ultimately responsibility and decision making in regard to any works, remains within the jurisdiction of the rail authority. A possible alternative motion that could be considered is a follows: “That council write to TasRail requesting an audit of pedestrian pathway/rail line intersections within Devonport be carried out to identify any access issues for mobility scooters and wheelchairs and that any identified issues be rectified.”
ITEM 8.2
PAGE 263 Report to Council meeting on 16 June 2014
8.3
HEALTH CONCERNS - PIGEONS IN THE CBD - NOTICE OF MOTION ALD W P WILSON File: 16803 D330525
In accordance with Regulation 16(5) of the Local Government (Meeting Procedures) Regulations 2005, a notice of motion has been received from Alderman W P Wilson.
MOTION
“That Council be provided with a report in relation to the health concerns related to the pigeons in the CBD. This to include advice as to whether or not measures need to be taken to eradicate them from the said area.”
ALDERMAN’S COMMENTS No supporting comments were provided. OFFICER’S COMMENTS Although there are some public health risks that may be associated with pigeons, they are generally only a problem in areas that have significantly large populations of roosting birds, or areas in which significantly large populations of pigeons congregate to forage for food. Roosting/nesting in the Devonport area appears to occur mainly on privately owned structures/property around the city centre and/or close to areas frequented by the pigeons for food gathering. The main areas of public health significance are Rooke Street Mall, schools, play-grounds, church grounds and some reserves. They are all locations that have a consistent and readily available food source or have seasonal food gathering opportunities. Most complaints/enquiries have to do with guano mess associated with roosting locations - mostly aesthetics, although due to the highly corrosive nature of pigeon droppings can include damage to brick/concrete structures, foot paths and metal fascia’s. The major concern is the attraction of pigeons to street dining areas. It is common to see pigeons consuming scraps from table-tops, plates and other eating utensils/plates/bowls and from the ground around tables within the Rooke Street Mall. Here infection may occur through failure of the food business to properly clean/sanitise tables and eating utensils, plates etc. Businesses are encouraged by Council’s Environmental Health Officer’s, to ensure patrons do not feed the pigeons, that tables and the immediate area are cleared quickly of scraps/spills and eating utensils after patrons move on and to regularly sanitise table tops to remove threats of disease/parasite infection. There are only a few illnesses which are known to be contracted from pigeons and infection incidence is hardly ever reported. In rare cases of infection – infection is attributed to parasites carried on infected birds or diseases through which infection comes from contact/consummation of/with pigeon droppings. There have been other diseases, such as Salmonellosis, which have been implicated with contact/ingestion of pigeon droppings, although reported incidence of these diseases is extremely low to insignificant. ITEM 8.3
PAGE 264 Report to Council meeting on 16 June 2014
Other pest bird species such as starlings and sparrows carry the same diseases and parasites and appear to be more numerous than pigeons. They also frequent and gather in the same locations. By far, the majority of reported incidents of infection from these diseases in Australia, is associated with pigeon breeders, racers or keepers. This is followed by contact with the infections when removing nesting or through disturbing large guano piles that are several years in the making. There does not appear to be any reported incidences of infection acquired through casual pigeon contact nor from outside dining area contact. Pigeons are not classified as a pest species and therefore it is not lawful to destroy them by any means. It is likely that if they were trapped and removed to another part of Devonport that they would eventually relocate to the CBD area. Council could explore whether any “deterrents� such as artificial birds of prey might discourage pigeons from the Mall. This is a tactic regularly adopted in the fruit and wine industries. An information sheet could also be prepared to be handed to food operators in the area to remind them of the need for vigilance in their hygiene practices.
ITEM 8.3
PAGE 265 Report to Council meeting on 16 June 2014
8.4
PLANNING FEES - CONSTRUCTION OF NEW HOUSES - NOTICE OF MOTION - ALD W M SQUIBB File: 13429 D330596
In accordance with Regulation 16(5) of the Local Government (Meeting Procedures) Regulations 2005, a notice of motion has been received from Alderman W M Squibb.
MOTION
“That Council investigate the introduction of an incentive scheme for the waiving and/or reduction of planning fees associated with applications for construction of new houses within the City.”
ALDERMAN’S COMMENTS As a way to further encourage development of new houses in Devonport the option of providing an incentive program whereby planning fees are waived and/or reduced should be investigated. Initially my thoughts were that any incentive program should be for ‘first home owners’ who qualify for the State Government’s First Home Owner’s Grant. However on reflection it may be more advantageous if it was for all new dwellings constructed. I am sure that the staff report as a result of any investigation will adequately consider all possible options. OFFICER’S COMMENTS Fifty-seven building applications were received by Council for new dwellings during the period 1 May 2013 to 30 April 2014. Of those twenty-four required a planning permit with the balance being considered to be a “permitted use” in accordance with the State Government’s Planning Directive No. 4. Council has no information on how many of those dwellings were for, or on behalf of first home buyers but it is suggested it may be a small percentage. If it is assumed that the value of an average new home for a first home buyer is around $200,000 the proposed planning application fees for 2014/15 (for a permitted use in the General Residential Zone) would be would be $450 ($250 plus $1 per $1,000). There would be additional mandatory State levies but these are minor.
ITEM 8.4
PAGE 266 Report to Council meeting on 16 June 2014
8.5
TORQUAY FERRY - NOTICE OF MOTION - ALD A J JARMAN File: 14110 D330943
In accordance with Regulation 16(5) of the Local Government (Meeting Procedures) Regulations 2005, a notice of motion has been received from Alderman A J Jarman.
MOTION
“That Council, as soon as possible, workshop the implications of the closing down of the Torquay Ferry and consider what options, if any, may be available to save this historic service.”
ALDERMAN’S COMMENTS With news that the current owners of the Torquay Ferry can no longer keep running this business, as it just not viable, I would like to ask for further discussion from the elected members on this tragic but necessary decision. With the ferry service in jeopardy in previous times, 6 marvellous businessmen took it upon themselves to save this same service from extinction approximately ten years ago and managed the business for little if no profit for the next 8 years until turning it over to the current owners. The State Government subsidy was then cancelled (valued at $25,000) that certainly was part of the main reason to still consider this service be able to run to schedule. When this grant was no longer part of the deal, the Bingleys had to re look at running times and reschedule the service to minimal times which is not ideal for the people who do use the ferry. There is enough hardship faced by some residents in East Devonport without now having to have one of their options to get to the west side of the town taken away from them. Can running more bus services really be the answer or do we look at whether or not the ferry could be run with volunteers perhaps? Do the people who use the service need to petition the other residents of East Devonport to gain definite support instead of just handing out criticism and negativity? I ask for my fellow Aldermen to consider the implications when our current Ferry closes down and if there is any further consideration that can be made towards an attempt to save this historic service and move that we workshop this as soon as possible. OFFICER’S COMMENTS If Council is supportive of the motion a workshop will be convened as soon as possible to allow the matter to be discussed.
ITEM 8.5
PAGE 267 Report to Council meeting on 16 June 2014
9.0
MAYORAL REPORT
9.1
MAYOR'S MONTHLY REPORT File: 22947 D330307
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 May 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 May 2014:
Dr Tim Moore forum – Place-based Approaches to Child & Family Services Royce Fairbrother – youth crisis accommodation Valley Road Pharmacy - Stroke Week promotion Eastern Shore Community House - Tracey Carter Minister for State Growth, Matthew Groom – LIVING CITY Resident meetings Council Workshops Grant Hurst – LIVING CITY Judy Sutherland, Noel Philips – Housing Solutions The Anglican Church Devonport - Commissioning Service - Appointment of Archdeacon John Tongue Bridges out of Poverty Workshop Radio interviews Graham Jones and Bob Vellacott – promoting Devonport Julie Collins MP – Shadow Minister Regional Development & Local Government Cradle Coast Youth Employment Forum Spreyton Bowls Club Annual Dinner Mayor’s Charity Gala Bass Strait Maritime Centre – Opening the John Johnstone Exhibition Grans Van presentation of Volunteer Appreciation Certificates Orana Respite presentation of Volunteer Appreciation Certificates Eastern Shore Community House - presentation of Volunteer Appreciation Certificates ITEM 9.1
PAGE 268 Report to Council meeting on 16 June 2014
Digital Ready Forum Regional Art Gallery Committee Wagyu Pie Company Launch Learning Community Working Group Campervan & Motorhome Assoc – Don Mackrill Devonport Council Volunteer Appreciation & Presentation Evening Families Week Celebrations The Wizard of OZ Council Ordinary Meeting Arbor Week – Arboretum with Nixon Street Primary School students Premier Cabinet Meeting – Meet n Greet Tasmanian Mushrooms Federal Shadow Assistant Treasurer Andrew Leigh MP & Senator Anne Urquhart Deputy Premier & Minister for Education Jeremy Rockliff Devonport Chaplaincy Lalla McKenzie – NBN Co National Simultaneous Reading – Devonport LINC Strategic Sport & Recreation Special Committee Mersey District Scout Assoc AGM Leader of the Opposition, Bryan Green – Hobart Local Government Division - Hobart Randy Livingston, NBL - Hobart Investiture at Government House – Hobart Toni Douglas – Spreyton Primary School Cradle Coast Authority – Budget Meeting Phoenix Coaches, Jan & Grant Bingley ABC interview – Rick Eaves Meals on Wheels - presentation of Volunteer Appreciation Certificates Citizenship Ceremony – 10 new citizens Jacqui Lambie – Senator Elect Tracey Carter ESCH Business Coterie – Tim Blair Guest Speaker Cradle Coast Mayors meeting – Sheffield Liam Dooley – National White Ribbon Learning Community Working Group Cradle Coast Authority - Representative’s meeting Community Safety Liaison Committee Jenny Mountney, Child & Family Health Centre, East Devonport Arbor Week – Arboretum with Hillcrest Primary School students Hillcrest Primary School - presentation of Volunteer Appreciation Certificates Book Launch, Jenny Overton – Lemon Sized Tumour
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.
RISK IMPLICATIONS It is believed there are no risks associated with this report.
ITEM 9.1
PAGE 269 Report to Council meeting on 16 June 2014
CONCLUSION Meetings and functions attended by the Mayor are report on a monthly basis.
ATTACHMENTS Nil
RECOMMENDATION That the Mayor’s monthly report be received and noted.
Author: Position:
Karen Hampton Governance Coordinator
Endorsed By: Position:
ITEM 9.1
Paul West General Manager
PAGE 270 Report to Council meeting on 16 June 2014
10.0
GENERAL MANAGER'S REPORTS
10.1
GENERAL MANAGER'S REPORT - JUNE 2014 File: 29092 D324268
RELEVANT PORTFOLIO General Manager RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’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 during the period 14 May to 10 June 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 and participated in a number of internal staff and management meetings.
1.2.
Attended Council Workshops and Meetings as required.
1.3.
Met with a representative of Council’s financial information technology product, Technology One to be advised of future opportunities in improving Council’s use of the system.
1.4.
Council is currently being challenged as to its legal rights to levy rates and charges on a resident. The resident involved has lodged a ‘Defence and Counter Claim’ with the Magistrates Court. Council has been notified of a Directions Hearing scheduled for 18 June 2014. The Claimant has refused to pay rates until such time as Council provides evidence to his satisfaction that it has the legal rights under the Australian Constitution to levy such rates. A number of subsequent documents have also been lodged with the Magistrates Court including the most recent which refers to:
Magna Carter of 1215 ITEM 10.1
PAGE 271 Report to Council meeting on 16 June 2014
2.
Habeas Corpus Act 1640
Bible – Mark Chapter 10
1.5.
Attended a meeting of Council’s Independent Audit Panel. A copy of the minutes of the Audit Panel have been provided to Council on the current agenda.
1.6.
A briefing was provided to Aldermen at a recent Workshop on the new organisational structure for Council. Subsequent to this briefing a number of meetings and briefings were conducted with staff to outline the new operational activities. The following diagram outlines the changes to be implemented over the coming weeks/months:
LIVING CITY 2.1.
Attended a meeting of the Living City Community Taskforce. A copy of the minutes of the meeting is provided on the Closed Session agenda for this meeting.
2.2.
Council were provided with a update on the progress in developing the Master Plan for LIVING CITY. At this stage it is proposed that the Master Plan will be provided to Council for endorsement for public release towards the end of July 2014. ITEM 10.1
PAGE 272 Report to Council meeting on 16 June 2014
3.
4.
2.3.
A briefing was provided to Lee Whiteley, Chair, North West Regional Economic Development Group to outline the LIVING CITY project and its potential benefits to the broader North West region.
2.4.
A grant of $40,000 has been secured from the Department of State Growth to undertake a study into the regional benefits of LIVING CITY. The total cost of the study will be approximately $55,000 with Council making up the balance of the funds. Submissions are currently being sought from suitable consultants with the view of commencing in late June. The brief is focused on quantifying the economic and social benefits for the region as a result of LIVING CITY. It also seeks to identify what regional infrastructure, service or facility gaps and opportunities exist particularly relating to the cultural waterfront precinct. It is anticipated that the study will take approximately four months to complete and will be an important tool to assist in securing future Federal Government funding.
COMMUNITY ENGAGEMENT (RESIDENTS & COMMUNITY GROUPS) 3.1.
Met with a resident to discuss concerns relating to a building development commenced in 2004 and issues that have been identified.
3.2.
Attended the Council’s Volunteer Recognition and Presentation Evening at the Devonport Gallery. The event was held to recognise the valuable contribution that volunteers make to the provision of services by Council to the community. Council currently have in excess of 160 volunteers working over a wide range of facilities and services.
3.3.
Attended the opening night of the local production of ‘The Wizard of Oz’ at the Devonport Entertainment and Convention Centre.
3.4.
Met with representatives from Tas Ports to be updated on the plans for upgrading car parking at the Devonport Airport. The estimated cost of upgrading is $430K and this will see an additional 140 car parking spaces provided. Improved security will also be an outcome and the delineation of long term and short term parking options. The introduction of increased parking fees will be an outcome of the upgrading.
3.5.
Met with representatives of the Devonport Surf Life Saving Club to sign both the lease and the partnership agreement approved by Council.
3.6.
Visited the Aboretum to gain an appreciation of the activities undertaken at the site.
3.7.
Met with a resident of East Devonport concerned with Council’s maintenance of Torquay Road and John Street. A number of the concerns raised were addressed and the resident advised of the actions proposed.
NATIONAL, REGIONAL AND STATE BASED LOCAL GOVERNMENT 4.1.
Attended a meeting of the Cradle Coast General Managers Group.
4.2.
Attended a briefing session with the Chairman of the Cradle Coast Authority Board on the proposed budget for the Authority to be considered by Representatives at their upcoming meeting. The CCA will be reviewing its operational model over the coming months in an attempt to restructure the organisation to better deliver its services to the member councils at a reduced cost.
ITEM 10.1
PAGE 273 Report to Council meeting on 16 June 2014 4.3.
5.
6.
STATE AND FEDERAL GOVERNMENT PROGRAMS 5.1.
Met with a representative of NBNCo to be updated on the rollout of the NBN in Devonport. The advice received is that due to the change of Federal Government and the implementation of the NBN, it is unlikely that any definitive answer will be available until later this year. Advice was provided that NBN Wireless Towers which are likely to service up to 4000 residents will be progressed in the near future at Acacia Hills, Spreyton and Forthside.
5.2.
The Minister for Planning and Local Government, Peter Gutwein MP has written to Council regarding his Government’s planning reform agenda and the impact this will have on the Devonport Interim Planning Scheme 2013. A copy of the Minister’s letter is attached to this report for the information of Aldermen.
BUDGET AND ANNUAL PLAN 6.1.
7.
Met with a representative of the Integrity Commission to be updated on the opportunities that may be available through them for training and support.
Council has continued to develop its 2014/15 operational budget, capital works program and Annual Plan during recent months. The budget documents including the 2014/15 Annual Plan will be presented to Council at a Special Meeting to be convened on Monday 23 June 2014 commencing at 6:00pm.
OTHER 7.1.
Council has provided to the Navy ship HMAS Stuart, a City of Devonport flag. The Ships Warrant Officer has forward to Council some photos of the flag flying high over the ship next to the Australian White Ensign in Singapore Harbour.
ITEM 10.1
PAGE 274 Report to Council meeting on 16 June 2014
7.2.
Council recently received a Waste NoT Award for the ‘Drain is Just for Rain’ project. The Award program delivered by the Cradle Coast and Northern Tasmanian Waste Management Groups recognises excellence in waste management and recycling in North and North West Tasmania. The ‘Drain Is Just For Rain’ project includes the delivery to primary school students of an environmental message about the effects of polluting stormwater, as well as the application of the project message using a stencil and blue spray paint above stormwater entry points near the schools. East Devonport, Miandetta and Hillcrest primary schools have been engaged to date.
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 Councils’ 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 - June 2014
2.
Minister for Planning and Local Government
RECOMMENDATION That the report of the General Manager be received and Council note that a Special Meeting will be convened on Monday 23 June 2014 to consider the 2014/15 Annual Plan and Budget documents.
Author: Position:
Paul West General Manager
ITEM 10.1
PAGE 275 Action Report on Council Resolutions - June 2014
ATTACHMENT [1]
ITEM 10.1
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ATTACHMENT [1]
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ATTACHMENT [1]
ITEM 10.1
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ATTACHMENT [1]
ITEM 10.1
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ATTACHMENT [1]
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ATTACHMENT [1]
ITEM 10.1
P PAGE 282 Minister M for Planning and Local Govern nment
ATTTACHMENT [2 2]
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P PAGE 283 Minister M for Planning and Local Govern nment
ATTTACHMENT [2 2]
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PAGE 284 Report to Council meeting on 16 June 2014
10.2
REVIEW OF ELECTED MEMBER ALLOWANCES File: 26572 D329506
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 determine Council’s position regarding the setting of elected members’ allowances and whether an independent review is required.
BACKGROUND Allan Garcia, Chief Executive Officer of the Local Government Association of Tasmania (LGAT), by email dated 21 May 2014 writes: “You will recall that in the past it had been practice to conduct an independent review of councillor allowances on a four yearly basis. The last time that a review was due it was determined that on the basis that very little had changed in terms of either roles and responsibilities, the fact that the balance between the Mayor and councillor roles had been considered appropriate in terms of relativities and the general quantum generally met expectations, that the ongoing indexation of allowances in line with the wages price index was adequate. The Director of Local Government has now written seeking the views of the Association as to the desirability of again conducting an independent review. The last one was undertaken in 2008 and the PLGC determined in 2011 that consideration of a review should be contemplated this year. As indicated above, the 2008 review established an indexation process whereby councillor allowances are adjusted from 1 November each year, in accordance with the Tasmanian Wage Price Index for the June quarter of the current year, compared with the June quarter of the previous year. In effect, this has seen allowances keep pace with movements in ages in the state. The decision to establish a Board of Inquiry to review councillor allowances is subject to the approval of the Minister for Planning and Local Government. The current process for setting councillor allowances is specified under subregulation 42(2) of the Regulations and further information regarding the process is provided in the enclosed ‘Councillor Allowances Information Sheet’. It would be appreciated if I could receive your comments on this matter by 25 June 2014.”
STATUTORY REQUIREMENTS Section 340(2A) of the Local Government Act, 1993 entitles elected members to receive allowances as prescribed in the Local Government (General) Regulations 2005.
ITEM 10.2
PAGE 285 Report to Council meeting on 16 June 2014
DISCUSSION As detailed in the email from LGAT, the Director of Local Government has written seeking the views of the Association as to the desirability of conducting an independent review of Councillor allowances. The last review was undertaken in 2008 and the Premier’s Local Government Council (PLGC) determined in 2011 that consideration of a review should be given this year. The decision to establish a Board of Inquiry to review allowances is subject to the approval of the Minister for Planning and Local Government. LGAT will provide a response to the Director of Local Government based on the feedback from Councils.
COMMUNITY ENGAGEMENT There has been no community engagement undertaken as a result of this report.
FINANCIAL IMPLICATIONS Aldermen’s allowances have been included in the 2014-15 budget estimates. The allocation has been increased by 3% from the 2013-14 budget to factor for an increase in the allowances. The reduction in the number of Aldermen from 12 to 9 from November 2014 has also been factored into the budget.
RISK IMPLICATIONS It is believed there are no risks associated with this report.
CONCLUSION If Aldermen believe that elected member allowances, as currently prescribed under the Local Government (General) Regulations 2005, requires review, the Minister’s consent should be sought to establish a Board of Inquiry for this purpose.
ATTACHMENTS 1.
Councillor_Allowances Nov 2013 to 30 Oct 2014
RECOMMENDATION That Council advise the Local Government Association of Tasmania: Option A That it supports an independent review of Councillor allowances being conducted; OR Option B That it supports the current method of determining Councillor allowances under subregulation 42(2) of the Local Government (General) Regulations 2005 and that no formal review is required at this time.
Author: Position:
Karen Hampton Governance Coordinator
Endorsed By: Position:
ITEM 10.2
Paul West General Manager
P PAGE 286 Councillor_Al C llowances No ov 2013 to 30 0 Oct 2014
ATTTACHMENT [1 1]
ITEM 10.2
P PAGE 287 Councillor_Al C llowances No ov 2013 to 30 0 Oct 2014
ATTTACHMENT [1 1]
ITEM 10.2
PAGE 288 Report to Council meeting on 16 June 2014
10.3
SECTION 23 COMMITTEES File: 29133 D329717
RELEVANT PORTFOLIO General Manager RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 5.3.1
Review and amend governance structures, policies and procedures to adapt to changing circumstances
SUMMARY This report is provided to assist Council in finalising the establishment of its Section 23 Committees under the provisions of the Local Government Act 1993.
BACKGROUND Council has traditionally operated its decision making processes by conducting its ordinary meetings on a regular monthly basis. Council has also held regular Workshop sessions between those ordinary monthly meetings. Council at its meeting on 14 April 2014 (Min 83/14 refers) determined: 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)
1.
Infrastructure & Works Committee
2.
Governance & Finance Committee
3.
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)
(d)
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;
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.
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.
ITEM 10.3
PAGE 289 Report to Council meeting on 16 June 2014
(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 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 Council approved of the following Section 23 Committees (in addition to the already created Planning Authority Committee) being established: 1.
Infrastructure Services Committee
2.
Governance and Finance Committee
3.
Community Services Committee
The Infrastructure Services Committee will meet monthly, with the Governance and Finance Committee and Community Services Committee meeting bi-monthly – with all meetings generally being conducted on a Monday. Advice was sought direct from Aldermen on their preferences for appointment to Committees. Following the 2014 election there will only be nine (9) Aldermen and allocating members to Committees will be easier. At present there are more Aldermen available for appointment to Committees than there are positions. On this basis it is suggested that in the interim period (July to October) that Council actually appoints six (6) Aldermen to each Committee. On this basis the following list has been prepared based on the preferences expressed: Planning Authority (PAC)
Governance & Finance
Infrastructure & Works
Community Services
(GFC)
(IWC)
(CSC)
1
Ald Martin (Chair)
Ald Keay
Ald Keay
Ald Rockliff
2
Ald Kent
Ald Rockliff
Ald Hollister
Ald Martin
3
Ald Goodwin
Ald Perry
Ald Kent
Ald Laycock
4
Ald Wilson
Ald Martin
Ald Laycock
Ald Jarman
5
Ald Hollister
Ald Kent
Ald Squibb
Ald Hollister
6
Ald Squibb (proxy)
Ald Wilson
Ald Goodwin
Ald Wilson
Council at a recent Workshop discussed the appointment of the Chair for each of the Committees and it is therefore recommended that the following be confirmed:
Governance & Finance
Ald Keay ITEM 10.3
PAGE 290 Report to Council meeting on 16 June 2014
Infrastructure& Works
Ald Squibb
Community Services
Ald Rockliff
The proposed tentative meeting schedule for Council and Committee meetings leading up to the October 2014 elections is as follows: Month
Date
Meeting
July
Monday 7th
Workshop
Monday 14th
Infrastructure & Works
Monday 21st
Governance & Finance
Monday 28th
Council
Monday 4th
Workshop
Monday 11th
Infrastructure & Works
Monday 18th
Community Services
Monday 25th
Council
Monday 1st
Workshop
Monday 8th
Infrastructure & Works
Monday 15th
Governance & Finance
Monday 22nd
Council
Monday 29th
Workshop
Monday 6th
Infrastructure & Works
Monday 13th
Community Services
Monday 20th
Council
Monday 27th
No Meeting – day prior to the election
August
September
October
Note: Annual General Meeting date to be confirmed All meetings are proposed to commence at 6:00 pm. The Committee meetings will be open to the public. The only exception will be for the ordinary Council meeting which will transact any Closed Session business at the commencement of the meeting, with the open session commencing at 7:15 pm. In relation to the scheduled 28th July Ordinary Council Meeting it has been suggested by an Alderman that this meeting occur on Monday 21st July instead as a number of Aldermen had prearranged leave which allowed them to attend the 21 July meeting. Presently if the meeting was to proceed on 28th July there are three (3) known leave of absences recorded. The schedule above identifies that the Section 23 Committee for Governance and Finance was scheduled to meet on 21 July. If Council determines to accept the request and reschedule the July meeting the only consequence would be not proceeding with the Governance and Finance Committee meeting in July.
ITEM 10.3
PAGE 291 Report to Council meeting on 16 June 2014
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 The new Committee structure will incur some additional costs in relation to advertising. All meetings of the Committees will be advertised in accordance with current statutory requirements. A number of meeting advertisements will be consolidated to reduce any financial impact. The Committee meetings will not require the provision of meals as most will be able to transact its agenda items within 1 to 1½ hours.
RISK IMPLICATIONS Changing the way in which the Council undertakes its decision making process may cause some confusion with the community. This will 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 will 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 Council has previously approved the creation of a number of Section 23 Committees to assist it in streamlining its decision making processes. This report formalises the appointment of members to each of the Committees, appoints the respective Chairs and determines the commencement time for the meetings.
ATTACHMENTS Nil
RECOMMENDATION That Council in relation to the creation of Section 23 Committees determines that: (a)
until October 2014 Council elections each Committee will have six (6) Aldermen appointed to them; ITEM 10.3
PAGE 292 Report to Council meeting on 16 June 2014
(b)
note the tentative meeting schedule as outlined in the report and determine not to proceed with the Governance and Finance Committee meeting on 21 July 2014 and instead conduct the Ordinary Council meeting on this date;
(c)
appoint the following Aldermen to the Committees:
(d)
Governance & Finance
Infrastructure & Works
Community Services
(GFC)
(IWC)
(CSC)
1
Ald Keay
Ald Keay
Ald Rockliff
2
Ald Rockliff
Ald Hollister
Ald Martin
3
Ald Perry
Ald Kent
Ald Laycock
4
Ald Martin
Ald Laycock
Ald Jarman
5
Ald Kent
Ald Squibb
Ald Hollister
6
Ald Wilson
Ald Goodwin
Ald Wilson
appointed Chair for each of the Committees as follows: Governance & Finance
Infrastructure & Works
Community Services
(GFC)
(IWC)
(CSC)
Ald Squibb
Ald Rockliff
Ald Keay (e)
note that all Committee meetings will commence at 6:00 pm unless otherwise determined through consultation with the respective Committee members.
Author: Position:
Paul West General Manager
ITEM 10.3
PAGE 293 Report to Council meeting on 16 June 2014
10.4
LOCAL GOVERNMENT (MEETING PROCEDURES) REGULATIONS 2005 File: 26998 D330148
RELEVANT PORTFOLIO General Manager RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 5.3.4
Ensure effective committees
administration
and
operation
of
Council’s
SUMMARY This report is provided to assist Council in considering its response to the review of the Local Government (Meeting Procedures) Regulations 2005 (the Regulations).
BACKGROUND The Secretary of the Department of Premier and Cabinet has forwarded correspondence to the Local Government Association of Tasmania (LGAT) which advises: I am writing to provide the Local Government Association of Tasmania with the opportunity to comment on the review of the Local Government (Meeting Procedures) Regulations 2005 (the Regulations). The Regulations, a copy of which is enclosed, expire on 29 June 2015 and must be replaced or remade by this time. The review provides a good opportunity to consider any issues the local government sector may be aware of with regards to the operations of the Regulations. Enclosed is a Discussion Paper, the purpose of which is to stimulate discussion regarding the effectiveness of the Regulations and explore options for amendment or improvement. You may also wish to refer to the enclosed ‘Council Meeting Procedure Information Sheet’, which provides guidance to councils on the key meeting procedure requirements contained within the Regulations. It would be appreciated if you could forward any comments you may have to Mr Phillip Hoysted, Director of Local Government, Local Government Division, Department of Premier and Cabinet, by 27 June 2014. The LGAT is seeking comments from member councils to allow it to prepare a response on behalf of the sector.
STATUTORY REQUIREMENTS As outlined in the correspondence the current Meeting Procedure Regulations will expire on 29 June 2015 and therefore must be replaced or remade by that time. Council is required to conduct its meetings in accordance with the Regulations.
ITEM 10.4
PAGE 294 Report to Council meeting on 16 June 2014
DISCUSSION The Discussion Paper distributed outlines a number of issues that need to be considered in the review of the Meeting Regulations. This report will discuss each of the issues raised and provide commentary on a potential response to each of matters. Issue & Summary
Council Comment
1. Virtual Attendance at Council Meetings – under the current regulations it is unclear whether a councillor may attend a meeting without being physically present.
Not dissimilar to Regulation 33 regarding Audio Recording of Meetings, a Council should be able to determine whether it will allow a member to attend “virtually”.
A possible solution may be to expressly provide for councillors to participate in meetings via teleconference, videoconferencing or other means of instant electronic communication.
The audio recording regulation specifically provides discretion for the Council to determine its position on the matter.
It is also proposed that there be a limit to the number of meetings a councillor can attend virtually.
provided (ie if attendance virtually requires council approval can that approval be considered at the meeting at which the virtual attendance is to occur?);
If a “virtual attendance” regulation is included it should at the very least cover The proposed potential amendment would the following issues: expressly provide for a councillor to be able process for requesting attendance to attend a meeting virtually providing that virtually; approval has been provided by the Council following a written request. Any approval any restrictions placed upon the councillor attendance; would require details of the means and location of the virtual attendance. timeframe in which a request is to be
clear understanding what happens if the technology fails; the extent to which a councillor can attend virtually (ie should there be a limit to the number of times a request can be made annually?) Providing the option for virtual attendance at a council meeting may require upgrading of equipment to ensure that a high quality connection can be secured. Another issue that may need more consideration is if applications are received from more than one councillor to attend a meeting virtually (ie what would happen if the majority of councillors requested attendance virtually for the same meeting?)
ITEM 10.4
PAGE 295 Report to Council meeting on 16 June 2014
Issue & Summary
Council Comment
2. Definition of Pecuniary Interest – the It would seem logical to amend the definition of pecuniary interest should be definition in the meeting regulations to reference section 49 of the Act. consistent with the Act. A possible solution is to amend the definition from ‘any pecuniary benefits’ to ‘any pecuniary benefit’. An alternative option would be to amend the definition to provide that pecuniary interest means having an interest under section 49 of the Act. 3. Public Notification of Council Meetings via Newspapers – constituents are adequately informed of upcoming meetings via council websites and newsletters, and other means. Therefore advertising via local newspapers is an added cost to councils that provide little benefit. A potential amendment is to remove the requirement under subregulation 7(2) for a general manager to publish a notice in a local newspaper specifying the time and place of each ordinary meeting. Insert the requirement for a council to, at least once in each year, publicise the times/places of scheduled ordinary meetings and council committee meetings, via a notice in a local newspaper, on its website, and to make the schedule available for public viewing at the council office.
Council has already determined its position in relation to the requirement for meetings to be advertised in local newspapers. A single advertisement advising of ordinary meetings and committee meetings appears to be unnecessary as this information can be provided to the community in normal council communication channels including, community newsletters, on the website and at council offices. Meeting schedules are usually fixed and those with an interest in council matters will know when meetings are scheduled. However it is reasonable that special meetings or when there is a deviation from the normal meeting schedule, that a council be required to advertise to alert the community.
Still require special meetings to be advertised together with any changes to the ordinary meeting schedule previously advised. 4. Public Access to Meeting Agendas – currently, a council is given the option to make the agenda for a meeting available at either the public office or on the website of the council. The question posed is whether instead, should a council be required to do both?
Council already provides copies of agendas (which include the associated reports) at the Council Chambers and online. The agenda is also available at the LINC. The proposed amendment is appropriate.
The potential amendment is to provide that a council is to, as far as practicable, make available at its public office, and on its website, a copy of a meeting agenda and associated reports/documents. ITEM 10.4
PAGE 296 Report to Council meeting on 16 June 2014
Issue & Summary
Council Comment
5. Council Committee Meeting Procedures – it is unclear under the current regulations whether the time-requirements relating to ordinary meetings are intended to include council committee meetings.
The proposed amendment relating to a clearer definition of the time-requirements for council and council committee meetings is supported.
The potential amendment would make similar time-requirements relating to both council and council committee meetings. The current regulations define a ‘meeting’ as including council meetings and council committee meetings. 6. Role of the Chairperson – clarification is required regarding whether the chairperson of a council meeting can participate in the debate from the chair. The potential amendment to clarify this situation is to alter regulation 10 to expressly provide that the chairperson of a meeting may participate in debate regarding motions. 7. Closed Meetings (Sale of Public Land) subsection 15(4), which allows a council to close a meeting relating to actual/possible legal action involving the council, should not be able to be used by a council to justify the closing of a meeting to discuss the sale of public land.
The chairperson of a meeting should be able to participate in the debate on motions which are before the meeting from the chair. However, if the chairperson wishes to move a motion at a meeting they should vacate the chair for the durations of the debate on that particular motion to ensure that appropriate governance expectations are maintained. The proposed amendment to the regulations to ensure that all considerations relating to the disposal of public land is undertaken in open session is supported.
The potential amendment suggested would provide that actual or possible legal action involving the council does not include objector appeals under section 178 of the Act. 8. Matters that Allow a Meeting to be Closed – it is difficult for a council to justify the closing of a meeting to conduct a vote to appoint their LGAT General Management Committee representative.
This appears to be a minor issue that should not be specifically addressed. Council’s representatives on any committee (not just LGAT) can be undertaken by secret ballot in the open session of a meeting.
One option proposed is to extend the list of The current provisions appear to be matters under subregulation 15(2). The sufficient and no amendment is required. alternative is for a vote to be undertaken as a secret ballot under subregulation 27(4).
ITEM 10.4
PAGE 297 Report to Council meeting on 16 June 2014
Issue & Summary
Council Comment
9. Motions – it is unclear whether a chairperson has the power to rule that a motion listed on a meeting agenda will not be discussed, except insofar as subregulation 16(6) applies.
Apart from the proposal to clarify the situation where a motion is accepted or otherwise, the current regulations appear to work satisfactorily.
The potential amendments outlined would clarify the situation in relation to the acceptance or otherwise of a notice of motions. 10. Splitting a Motion – it is unclear whether a council can split a motion into separate resolutions which can then be voted on separately.
A councillor can move any motion he/she desires. Just because a recommendation may be provided to a council in parts does not stop the motion when moved being whole/part/completely different. The concern regarding the splitting of a motion is irrelevant and no clarification or change is necessary.
11. Motion to Overturn a Decision – it needs to be clarified that regulation 18 does not require a separate motion to be put to overturn a decision prior to a new motion about the matter being made.
The current regulation 18 does not prevent a motion to overturn a decision to also include any alternative action. If there is confusion regarding this matter then amending the regulation to make it clear is supported.
The potential amendment would be to clarify that a separate motion to overturn a previous decision is not required and provide that the new motion is to refer to the previous decision.
There should not be a time limit imposed on a council considering a motion to overturn a decision if the item has previously been considered and lost. New information or an alternative action may have been The other issue canvassed is whether a identified in the meantime which if there motion to overturn a decision once was a time limit may prevent council from defeated cannot then be considered by pursuing an alternative action. the council for a specified period. 12. Discussion on a Resolved Matter – it If any confusion currently exists needs to be clarified that Regulation 19 suggested amendment will clarify only relates to matters in respect of which a situation. decision was made earlier by the council at the same meeting.
the the
The potential amendment is to clarify this in the regulation. 13. Procedural Motions – it is unclear The current regulation is already broad whether ‘the matter be deferred’ covers enough to cover both types of deferral. both the deferral of a matter to later in the same meeting, or the deferral to another meeting. The potential amendment would clarify the situation that it could be one or the other.
ITEM 10.4
PAGE 298 Report to Council meeting on 16 June 2014
Issue & Summary
Council Comment
14. Minutes of Closed Meetings – the reference to the release of closed meeting ‘matters’ to the public may be inconsistent with the rest of regulation 34, which deals with the release of minutes of a closed meeting.
The current regulation appears to have been left intentionally broad to ensure that it is not inconsistent with section 338 of the Act which provides that a councillor must not disclose any information seen or heard at a closed council meeting.
The potential amendment is to alter No amendment is necessary. subregulation 34(3) to refer to the release of ‘minutes’ to the public. 15. Public Availability of Minutes – should a council be required to publish confirmed minutes on its website, in addition to making the minutes available for inspection/ purchase? The proposed amendment would alter the regulation to require minutes to be available for inspection on council website.
The proposed amendment is supported however there should be a timeframe included for how long minutes are to be available on the website (how many years’ worth of minutes should be available on the website?)
16. Hindering/Disrupting Council Meetings – The current regulations seem to be sufficient it is unclear whether a chairperson may in providing the power for the chairperson request the assistance of a police officer to to request a person to leave the meeting. remove a member of the public from a meeting, if the person hinders/disrupts the meeting under subregulation 41(2).
COMMUNITY ENGAGEMENT The conduct of a Council meeting in accordance with the Meeting Procedures Regulation meets the requirements of the Local Government Act 1993. No specific community engagement has been undertaken in preparing this report.
FINANCIAL IMPLICATIONS There are no significant impacts on Council in relation to responding to the review of the Meeting Procedure Regulations.
RISK IMPLICATIONS No risks have been identified that Council should be concerned with in relation to responding to the review of the Meeting Procedure Regulations.
CONCLUSION Council has been asked to provide its view on the review of the Meeting Procedure Regulations by the LGAT. It is recommended to Council that a response in line with the comments provided within this report be provided to LGAT.
ATTACHMENTS 1.
Local Government (Meeting Procedures) Regulations 2005 @ 11 April 2014
2.
Council Meeting Procedures Information Sheet April 2014
ITEM 10.4
PAGE 299 Report to Council meeting on 16 June 2014
RECOMMENDATION That the report of the General Manager relating to the review of the Local Government Meeting Procedures) Regulation 2005 be received and that a response be provided to the Local Government Association of Tasmania in line with the comments included in this report.
Author: Position:
Paul West General Manager
ITEM 10.4
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P PAGE 314 Local L Govern nment (Meetiing Procedurres) Regulatio ons 2005 @ 11 1 April 2014
ITEM 10.4
ATTTACHMENT [1 1]
P PAGE 315 Local L Govern nment (Meetiing Procedurres) Regulatio ons 2005 @ 11 1 April 2014
ITEM 10.4
ATTTACHMENT [1 1]
P PAGE 316 Local L Govern nment (Meetiing Procedurres) Regulatio ons 2005 @ 11 1 April 2014
ITEM 10.4
ATTTACHMENT [1 1]
P PAGE 317 Local L Govern nment (Meetiing Procedurres) Regulatio ons 2005 @ 11 1 April 2014
ITEM 10.4
ATTTACHMENT [1 1]
P PAGE 318 Local L Govern nment (Meetiing Procedurres) Regulatio ons 2005 @ 11 1 April 2014
ITEM 10.4
ATTTACHMENT [1 1]
P PAGE 319 Local L Govern nment (Meetiing Procedurres) Regulatio ons 2005 @ 11 1 April 2014
ITEM 10.4
ATTTACHMENT [1 1]
P PAGE 320 Local L Govern nment (Meetiing Procedurres) Regulatio ons 2005 @ 11 1 April 2014
ITEM 10.4
ATTTACHMENT [1 1]
P PAGE 321 Council C Meetting Procedu ures Informatiion Sheet Ap ril 2014
ITEM 10.4
ATTTACHMENT [2 2]
P PAGE 322 Council C Meetting Procedu ures Informatiion Sheet Ap ril 2014
ITEM 10.4
ATTTACHMENT [2 2]
P PAGE 323 Council C Meetting Procedu ures Informatiion Sheet Ap ril 2014
ITEM 10.4
ATTTACHMENT [2 2]
P PAGE 324 Council C Meetting Procedu ures Informatiion Sheet Ap ril 2014
ITEM 10.4
ATTTACHMENT [2 2]
P PAGE 325 Council C Meetting Procedu ures Informatiion Sheet Ap ril 2014
ITEM 10.4
ATTTACHMENT [2 2]
P PAGE 326 Council C Meetting Procedu ures Informatiion Sheet Ap ril 2014
ITEM 10.4
ATTTACHMENT [2 2]
P PAGE 327 Council C Meetting Procedu ures Informatiion Sheet Ap ril 2014
ITEM 10.4
ATTTACHMENT [2 2]
PAGE 328 Report to Council meeting on 16 June 2014
10.5
ELECTED MEMBERS' EXPENDITURE REPORT File: 22947 D330577
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.
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 Expenditure processed in May: Mayor Steve Martin $ $
50.67 157.93
Mobile telephone expenses Accommodation (Southern Cross Young Achievers function)
Alderman Hollister $ 825.00 $ 620.00 $ 50.75 $ 707.33 $ 1,945.00 $ 459.31 $ 116.90 $ 139.61 $ 372.00
Registration – Sister Cities Conference (Broken Hill – November 2013) Accommodation – Sister Cities Conference Meal expenses – Sister Cities Conference Air fares – Sister Cities Conference Registration – LGMA Congress (Melbourne – May 2014) Accommodation – LGMA Congress Meal expenses – LGMA Congress Taxi expenses – LGMA Congress Airfares – LGMA Congress
Aldermen $
447.36
iPad monthly expenses
The attached table sets out the cumulative expenditure for the current financial year to date. 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. ITEM 10.5
PAGE 329 Report to Council meeting on 16 June 2014
COMMUNITY ENGAGEMENT There was no community engagement as a result of this report.
FINANCIAL IMPLICATIONS Mayoral and Alderman 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 Council’s direction.
ATTACHMENTS 1.
Cumulative Totals - YTD - May, 2014
RECOMMENDATION That the report advising of Mayoral and Aldermanic expenditure be received and noted.
Author: Position:
Karen Hampton Governance Coordinator
Endorsed By: Position:
ITEM 10.5
Paul West General Manager
PAGE 330 Cumulative Totals - YTD - May, 2014
ATTACHMENT [1]
CUMULATIVE TOTALS ‐ YEAR TO DATE
Aldermen Expenses
Alderman
Mayoral Allowance
Mayor Martin
45,873
Deputy Mayor Kent
Deputy Mayoral Allowance
17,659
Alderman Allowance
Mileage R'ments
I'Pads
19,116
10,087
378
Conference/ Professional Accomm & Development Meal Attendance expenses 1,684
4,588
Meeting expenses
Phone
Other
Total
437
565
380
$ 83,108
19,116
378
$ 37,153
Ald Cole
19,116
378
$ 19,494
Ald Goodwin
19,116
378
1,050
Ald Hollister
19,116
380
4,855
Ald Jarman
19,116
378
449
Ald Keay
19,116
378
$ 19,494
Ald Laycock
19,116
378
$ 19,494
Ald Perry
19,116
Ald Rockliff
19,116
378
$ 19,494
Ald Squibb
19,116
378
$ 19,494
Ald Wilson
19,116
392
$ 19,508
464
378
$ 20,544 1,246
139
$ 25,736 $ 19,943
558
$ 20,516
Other Non Attributable TOTAL
$ 45,873
$ 17,659
$ 229,392
$ 10,551
$ 4,552
$ 8,596
$ 5,834
$ 437
$ 565
$ 519
$ 323,978
Note: Council provides a motor vehicle for use by the Mayor ‐ the cost of this vehicle is shown in the Mileage column.
ITEM 10.5
PAGE 331 Report to Council meeting on 16 June 2014
10.6
LOCAL GOVERNMENT REPRESENTATIVE - CRADLE COAST AUTHORITY BOARD File: 27103 D330768
RELEVANT PORTFOLIO General Manager RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 5.1.4
Develop and maintain partnerships and advocate for improved service provision, funding and infrastructure
SUMMARY To consider the “Call for Nominations” from the Cradle Coast Board for a Council nominated Director’s position.
BACKGROUND By letter dated 4 June 2014 (attached), the Cradle Coast Authority has advised that a Council nominated Director’s position will become vacant in August, 2014. The position is currently held by Cr. John Perkins of Latrobe Council.
STATUTORY REQUIREMENTS The Cradle Coast Authority Rules stipulate the formation of the Cradle Coast Board which includes a Council nominated Director’s position.
DISCUSSION The Cradle Coast Authority Representatives established a Board Appointment Committee at their meeting on 29th April comprising of Mayors Daryl Quilliam, Jan Bonde, Steve Kons and Steve Martin. The Committee also includes retiring Director Alf Mott. The Council nominated Director’s position cover skills and experience relevant to community leadership and development in the Cradle Coast region and is for a term of 4 years. Council can nominate any person for consideration as a member of the Authority’s Board. Candidates do not need to be elected members, staff, residents or ratepayers of that Council, or any Council. Further details relating to selection criteria are attached.
COMMUNITY ENGAGEMENT There has been no community engagement undertaken as a result of this report.
FINANCIAL IMPLICATIONS There are no financial implications that relate to this report.
RISK IMPLICATIONS There are no risk implications as a result of this report.
CONCLUSION Council can determine whether it wishes to nominate a representative for consideration by the Board Appointment Committee. Nominations must be received by June 27, 2014. ITEM 10.6
PAGE 332 Report to Council meeting on 16 June 2014
ATTACHMENTS 1.
Cradle Coast Authority - Call for nominations
RECOMMENDATION That Council: OPTION A: nominate ______________________________________ for consideration for appointment to the Cradle Coast Authority Board. OR OPTION B: That Council advise the Cradle Coast Authority that it does not intend to nominate an Alderman for the Cradle Coast Authority Board.
Author: Position:
Karen Hampton Governance Coordinator
Endorsed By: Position:
ITEM 10.6
Paul West General Manager
P PAGE 333 Cradle C Coastt Authority - Call for nomin nations
ATTTACHMENT [1 1]
ITEM 10.6
P PAGE 334 Cradle C Coastt Authority - Call for nomin nations
ATTTACHMENT [1 1]
ITEM 10.6
P PAGE 335 Cradle C Coastt Authority - Call for nomin nations
ATTTACHMENT [1 1]
ITEM 10.6
P PAGE 336 Cradle C Coastt Authority - Call for nomin nations
ATTTACHMENT [1 1]
ITEM 10.6
PAGE 337 Report to Council meeting on 16 June 2014
11.0
CUSTOMERS AND COMMUNITY REPORTS
11.1
FUTURE ROLE IN RETAIL PROMOTIONS AND RENEW DEVONPORT PROPOSAL File: 29442 D327998
RELEVANT PORTFOLIO Customers and Community RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 3.1.1
Market and promote the City and its potential as a regional business hub
SUMMARY This report is provided to assist Council in considering: 1.
its future role in retail promotion and the future of the City Focus Special Committee; and
2.
the provision of $20,000 seed funding for the establishment of Renew Devonport.
BACKGROUND Devonport Council has played a role in retail promotion for many years with varying levels and methods of financing; this has progressively reduced over the years. What has also changed is the role Council has played, from financer to a direct service delivery role, due to Council absorbing Devonport Commercial Promotions Inc. (DCP). The aim of Devonport Commercial Promotions Inc. was to:
actively promote Devonport as a progressive, desirable City in which to visit and shop;
to attract and maintain custom from both within the City and also its surrounding municipal areas;
to support local business; and
to establish and sustain pride in Devonport City.
Devonport Commercial Promotions was absorbed by Council in 2009 after the Devonport City Promotion Board resolved that it be dissolved. An evaluation of services at the time identified a strong alignment to Council events unit, and the potential of efficiencies to maximise available resources. As a result, the DCP incorporated body was dissolved and the existing staff member commenced employment with Devonport Council. The activities undertaken by DCP were included in Council’s Marketing and Events area. Due to competing operational priorities the funds allocated towards retail promotion reduced to $35,000 plus a part-time staffing resource over a period of years. The discretionary expenditure aspect of the budget is currently over seen by Council’s City Focus Special Committee (formed after the winding up of DCP). An ongoing reduction of Council resources both in staffing hours and marketing/advertising funds have led to concerns being expressed by the Committee and the retail sector, especially during a time of retail decline. ITEM 11.1
PAGE 338 Report to Council meeting on 16 June 2014
Following a number of resignations from the City Focus Special Committee and no quorum, a review was undertaken with remaining Committee members which identified the main issue being a lack of direction. Additional feedback received questioned, amongst other things:
the need and direction of the current committee; its meeting procedures; the level of allocated resources; a view that the committee is rubber stamping; the coming together of the sectors has been confusing and disjointed; and no sharing of a common purpose or goal.
The reduced retail promotion undertaken by Council was also viewed as a major issue with the reduced discretionary budget allocation of $35,000 towards promotion and activities deemed inadequate. As part of information presented at a recent Workshop, Council received a proposal form Tasmanian Regional Arts to consider a partnership approach towards the establishment of Renew Devonport, the Tasmanian specific rollout of the highly successful Renew Australia Model trialled in Newcastle. This request followed a Devonport Chamber of Commerce and Industry (DCCI) forum held at C-Max Cinemas in March 2014 at which the person responsible for Renew Newcastle was the guest presenter. The Renew Australia project is renowned for revitalising Newcastle during an economic slump and has the potential to stimulate and reinvigorate areas as well as build confidence and entrepreneurialism through a partnership approach. The model makes use of partnerships between artists and property owners who provide empty shop/office spaces under short term (<28 Day) lease periods. The arrangements are handled by an organisation operating as a social enterprise and working as broker between parties to handle the logistics and other contractual requirements.
STATUTORY REQUIREMENTS Section 23 (1) of the Local Government Act, 1993 relates to this report. Section 23 (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. Should Council determine to support the Renew Devonport project the funding commitment would need to be identified in the 2014/15 Annual Report in accordance with Section 77 of the Local Government Act, 1993: Section 77. (1) A council may make a grant or provide a pecuniary benefit or a non-pecuniary benefit that is not a legal entitlement to any person, other than a councillor, for any purpose it considers appropriate.
DISCUSSION Council workshopped its future role in retail promotions in late 2013 including comparisons with other councils, and identified that it does have a role to play in the overall economic development within the City. Council’s current retail promotion investment is focused on communicating the value of doing business in Devonport, encouraging visitation and local spending. Council resolved to establish Devonport as the retail hub of the region (Min 79/12) acknowledging that the creation of a vibrant hub requires a range of initiatives as well as strategic infrastructure to build an attractive and welcoming place to shop, visit and live. A direct positive effect of retail promotion is that it draws more customers to the retail stores.
ITEM 11.1
PAGE 339 Report to Council meeting on 16 June 2014
The proposal to establish Renew Devonport endeavours to address the number of empty shops and the concerns which have been raised by the broader community. The idea is to create activity and draw people back to underutilised retail space which over the medium term reenergises the retail area – hopefully leading to the return of full commercial tenancy and improved local economies. $20,000 will secure affiliation with Renew Australia, and the provision of resources including templates to guide the legal arrangements, training and support to staff, ongoing access to a range of resources which support the delivery of the project, and insurance cover for participating artists/craftsmen/innovators. Additional resources have been identified at a local level to support development and implementation of Renew Devonport including:
resources for a part time project officer by Tas Regional Arts; and
the provision of in kind office space and administration support by the DCCI.
There are also established networks and links with stakeholders including property owners, artists and Renew Australia. The proposal will see Tas Regional Arts undertaking the lead role for the project with additional support from DCCI.
COMMUNITY ENGAGEMENT The City Focus Special Committee provided input and feedback into a review of the Committee 2013. A forum organised by DCCI was held in March 2014, as a result of ongoing concerns regarding empty shops and the decline in retail activity. The forum was attended by approximately 80 stakeholders including property owners, retail providers; artists and crafts people, real estate agents and interested residents. A number of Aldermen also attended the forum. Council workshopped retail promotion December 2013, and again during 2013/14 budget deliberations.
FINANCIAL IMPLICATIONS Operating Budget The request is for Council to provide an amount of $20,000 for the establishment of Renew Devonport (this amount has been provisionally included in the 2014/15 operational budget). Ongoing support of $2,500 annually during the life of the program is also anticipated. There is also $35,000 provisionally included in the 2014/15 operational budget for Council to continue to support retail promotion in Devonport on top of the allocated staffing resources.
RISK IMPLICATIONS
Contractual/Legal All arrangements with property owners will not be the responsibility or liability of Council.
Financial An ongoing commitment of $2,500 annually to affiliate with Renew Australia, if the project is a success and continues beyond 2014. ITEM 11.1
PAGE 340 Report to Council meeting on 16 June 2014
Communication/Reputation Support for retail promotion and Renew Australia may assist in building a positive profile of Council and its interest in economic development and sustain a vibrant hub during and throughout the LIVING CITY project.
Industrial Relations/Personnel Tas Regional Arts are responsible for the employment of staff to establish and deliver Renew Devonport.
Professional Indemnity/Public Liability Renew Australia will cover all indemnity and public liability of artists involved in Renew Devonport.
CONCLUSION Council have played a role in retail promotion for many years, and whilst resources have reduced, it is vital that Council continue to invest in a diverse range of opportunities which stimulate the economy through a period of uncertainly. Devonport is no different to other regional cities across Australia which has been challenged by the slow economy resulting in empty shops, low retail expenditure and a high level angst and concern by multiple stakeholders who live, visit and do business in the area. The opportunity to establish Renew Devonport compliments any investment in retail promotion and the local retail sector. The strategic delivery of retail promotion and Renew Devonport combined provides Council an opportunity to reinvigorate the CBD during early stages of the Living City Project and beyond as development progresses. There appears to be support from local property owners and the local arts community to participate in the project. Additional information has been requested by Council and is forthcoming to demonstrate the level of buy in. To wind up the City Focus Special Committee, aligns with feedback received from remaining Committee members. Council can monitor the retail promotion activity through its soon to be established Community Services Committee (Section 23 Committee). Input and feedback in regards to retail promotion may be established through the Devonport Chamber of Commerce and Industry sub Retail Committee.
ATTACHMENTS Nil
RECOMMENDATION That Council in relation to future retail promotion determine that: a.
the Devonport City Focus Special Committee be wound up;
b.
it allocates $20,000 seed funding in the 2014/15 Annual Plan and Estimates to Tas Regional Arts and Devonport Chamber of Commerce and Industry to establish Renew Devonport subject to clear demonstration of support from property owners to participate in the project being provided by the Devonport Chamber of Commerce and Industry; and
c.
it continue to participate in activities which promote retail in Devonport in line with budgetary allocations.
Author: Position:
Evonne Ewins Assistant General Manager - Customers and Communities
Endorsed By: Position:
ITEM 11.1
Paul West General Manager
PAGE 341 Report to Council meeting on 16 June 2014
11.2
MINUTES OF CONTROLLING AUTHORITIES, WORKING GROUPS AND SPECIAL COMMITTEE MEETINGS File: 29092 D329889
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
of
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 1993, 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:
Meercroft Park Special Advisory Committee
Devonport Recreation Centre Special Committee Nominations for Chairperson and Vice Chairperson were called for. Mathew Cock was nominated for Chairperson and Bob Jago for Vice Chairperson. It was moved by Kim Robinson and David Cole that Mathew Cock remain the Chairperson and Bob Jago remain the Vice Chairperson for the Committee for the next twelve months.
Maidstone Park Management Controlling Authority
Devonport Food and Wine Festival Special Committee
Community Safety Liaison Group Amended Terms of Reference were distributed to the Committee. The Committee recommends that Council endorse the amended Terms of Reference of the Community Safety Liaison Group. Recommends to Council that Sylvia Sayers be appointed as a member of the Committee.
Public Art Advisory Committee
Devonport Regional Gallery Special Committee
ITEM 11.2
PAGE 342 Report to Council meeting on 16 June 2014
ď&#x201A;ˇď&#x20AC;
Devonport Maritime and Heritage Authority A proposed change to governance structure and reasons for the change were outlined to the meeting. Following discussion, the Committee supported that the Devonport Maritime and Heritage Authority be wound up and the Maritime and Heritage Special Committee be established in its place. (This matter is dealt with through a separate report on the Council agenda). The Authority recommends to Council that the Julie Burgess participates in the Australian Wooden Boat Festival in February 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 Meercroft Park Special Advisory Committee - 13 May 2014
2.
Unconfirmed Minutes of Committee - 7 May 2014
3.
Unconfirmed Minutes of the Maidstone Park Controlling Authority - 15 April 2014
4.
Unconfirmed Minutes of the Devonport Food and Wine Festival Special Committee - 26 May 2014
5.
Unconfirmed Minutes of the Community Safety Liaison Group - 29 May 2014
6.
Community Safety Liaison Group Terms of Reference Version 2
7.
Unconfirmed Minutes of the Public Art Advisory Committee - 2 June 2014
8.
Unconfirmed Minutes of the Devonport Regional Gallery Special Committee 14 May 2014
9.
Unconfirmed Minutes of the Devonport Maritime and Heritage Authority - 28 May 2014
the
Devonport
ITEM 11.2
Recreation
Centre
Special
PAGE 343 Report to Council meeting on 16 June 2014
RECOMMENDATION That Council receive the combined minutes of Controlling Authorities, Working Groups and Special Committees and that: 1.
The current Chairperson of the Devonport Recreation Centre Special Committee, Mathew Cock and the current Vice Chairperson, Bob Jago, be reappointed to these positions for the next twelve months;
2.
Council endorse the Terms of Reference of the Community Safety Liaison Group;
3.
Sylvia Sayers be appointed as a member of the Community Safety Liaison Group;
4.
That Council supports the Julie Burgess participating in the Australian Wooden Boat Festival in February 2015.
Author: Position:
Sarah Masters Community Services Administration Officer
Endorsed By: Position:
ITEM 11.2
Evonne Ewins Assistant General Manager Customers & Community
PAGE 344 Unconfirmed Minutes of the Meercroft Park Special Advisory Committee - 13 May 2014
ATTACHMENT [1]
MINUTES OF THE MEERCROFT PARK SPECIAL ADVISORY COMMITTEE HELD IN THE COUNCIL COMMITTEE ROOMS ON TUESDAY, 13 MAY 2014 COMMENCING AT 5.15PM PRESENT Committee Members Ald Annette Rockliff Colin Emmett David Johnston Paul Briant
Chairperson North West Hockey Centre Devonport Tennis Club Touch Association
Council Officers Fabio Pizzirani
Sports & Recreation Coordinator (SRC)
APOLOGIES Ald Cole David De Cani Jodie Stokes Julie Woodberry
Touch Association Touch Association North West Hockey Centre
1.0
CONFIRMATION OF PREVIOUS MINUTES The Committee recommends to Council that the previous minutes of the meeting held 11 February 2014 be received and noted. C. Emmett/ Ald Rockliff
CARRIED
2.0
DECLARATION OF INTEREST Nil
3.0
BUSINESS ARISING FROM PREVIOUS MINUTES 3.1 An update on the parking at Meercroft was provided to the Committee. This matter is still on Council’s agenda.
4.0
CLUB REPORTS 4.1 North West Hockey Centre The turf replacement project is now completed and the roster has commenced. All parties/participants are very pleased with the outcome. There is some fencing to be completed. 4.2
Devonport Touch Association Junior numbers are down due to the new four school terms system, shorter terms and little preparation time. Senior participant levels remain steady. The State Cup for both juniors and seniors will be held at Meercroft in January/February 2015. The DTA representative requested a copy of the current lease between the Meercroft Park Development Committee and Council. Action:
4.3
Copy of lease to be sent to Touch Association.
Devonport Junior Soccer Nil ITEM 11.2
PAGE 345 Unconfirmed Minutes of the Meercroft Park Special Advisory Committee - 13 May 2014
4.4
ATTACHMENT [1]
Devonport Tennis Club A successful Devonport Open was held on 8-10 March. Pennant competition is currently in limbo with uncertainty around its future. School programs have been developed under the Tennis Australia national curriculum. Tennis Tasmania and Tennis Australia’s proposed redevelopment of the site has been put on hold as funding is now in doubt. Action: SRC to contact club regarding Council’s Sports Development Program and future grant options.
5.0
GENERAL BUSINESS 5.1
Budget The 2014-2015 budgets will be approved on 23 June 2014. Action: SRC to obtain information on hot water systems and whether any more clubs are to benefit from funding.
5.2
6.0
Storage Storage is an issue at the North West Hockey Centre. Representatives from the Touch Association and Hockey Club will meet and discuss options.
NEXT MEETING Tuesday 8 July, 5.15pm.
Meeting closed: 6.05pm
ITEM 11.2
PAGE 346 Unconfirmed Minutes of the Devonport Recreation Centre Special Committee - 7 May 2014
ATTACHMENT [2]
MINUTES OF THE DEVONPORT RECREATION CENTRE SPECIAL COMMITTEE HELD IN THE COUNCIL COMMITTEE ROOMS ON WEDNESDAY 7 MAY 2014 COMMENCING AT 5.15PM PRESENT Committee Members Mathew Cock Kim Robinson Bruce Robinson Grant Penfold Dominic Graham Rick Forth Greg Collis David Cole Bob Jago Nani Clark
Chairman Independent Independent Gymnastics Club Table Tennis Independent Basketball Independent Independent White Lion
Council Officers Stuart Jones Fabio Pizzirani
Marketing, Tourism and Recreation Manager (MTRM) Sports & Recreation Coordinator (SRC)
APOLOGIES Ald Perry Ald Keay Kate Beer Ken Mason Sarah Masters
Devonport Community House Table Tennis Community Services Administration Officer (CSAO)
1.0
CONFIRMATION OF PREVIOUS MINUTES The Committee recommends to Council that the minutes of the meeting held 2 April 2014 be received and noted. B. Robinson/K. Robinson
2.0 3.0
4.0
CARRIED
DECLARATION OF INTEREST Nil BUSINESS ARISING FROM PREVIOUS MINUTES 3.1 Kim Robinson to follow up matters from the previous meeting: Formalise the committee for reporting on the accommodation units; Letter to be sent to Aldermen regarding the process for the allocation of funds for the Youth Centre lighting upgrade. 3.2
The Committee was updated on the replacement scoreboard for the Youth Centre.
3.3
Greg Collis to provide an update on the tender process for the NWBU Finals.
3.4
The committee will be kept up to date in regards to the Expression of Interest (EOI) process for the operational management of the DRC.
CORRESPONDENCE Nil ITEM 11.2
PAGE 347 Unconfirmed Minutes of the Devonport Recreation Centre Special Committee - 7 May 2014
5.0
ATTACHMENT [2]
CLUB REPORTS 5.1 Basketball Greg Collis reported there has been a downturn in numbers over the last two years. The new lighting in the Youth Centre has been installed. The basketball club claims there is an area in the Centre that is dull. Action: SRC to have Lux levels checked. 5.2
Squash New pennant and coastal roster starts in June. The Tasmanian Open event has been confirmed for October 2014. Action: SRC to follow up in regards to repairs to the walls in court 1 and 2.
5.3
Table Tennis The new Thursday night competition has commenced slowly, with numbers not reaching the anticipated level. Come and Try day will be held on Friday 23 May. Overall, there has been an increase in numbers from last year.
5.4
Gymnastics The club is engaging in a grass roots program and a gymnastics display is planned for November 2014.
5.5
White Lion Nani Clark raised concerns about the White Lion lease should the operational management of the Centre be outsourced. MTRM advised Nani and committee members that existing terms and duration of leases will be not be changed. The Committee will write to Council requesting support for White Lion members to use the Splash Aquatic Centre.
6.0
RECREATION OFFICER’S REPORT The Recreation Officer’s Report was presented to the Committee.
7.0
GENERAL BUSINESS 7.1 Chairperson Nominations for Chairperson and Vice Chairperson were called for. Mathew Cock was nominated for Chairperson and Bob Jago for Vice Chairperson. It was moved by Kim Robinson and David Cole that Mathew Cock remain the Chairperson and Bob Jago remain the Vice Chairperson for the Committee for the next twelve months. CARRIED 7.2
School Holiday Program The Waratah-Wynyard Council Junior Development Project was discussed. Action: SRC to contact Waratah-Wynyard Council for further information.
7.3
Gymnastics Building Update The club continues in its efforts to find an alternative venue to accommodate their future needs.
ITEM 11.2
PAGE 348 Unconfirmed Minutes of the Devonport Recreation Centre Special Committee - 7 May 2014
7.4
8.0
ATTACHMENT [2]
Devonport Basketball House Preliminary discussions between DCC officers and DBC representatives were held recently in regard to the relocation of the DBC.
NEXT MEETING Wednesday, 4 June 2014, 5.15pm.
Meeting closed: 6.30pm
ITEM 11.2
PAGE 349 Unconfirmed Minutes of the Maidstone Park Controlling Authority - 15 April 2014
ATTACHMENT [3]
MINUTES OF THE MAIDSTONE PARK MANAGEMENT CONTROLLING AUTHORITY HELD AT MAIDSTONE PARK ON TUESDAY, 15 APRIL 2014 COMMENCING AT 7.30PM PRESENT Committee Members Ald Annette Rockliff Jamie Baldock Rod Dewis Alan Geddes Ken Donaghy Collene Donaghy Ian Moore Geoff Mayne Ted Van Overmeeren Michael Campbell Peter Loone Jeff Matthews Elaine Woolley Hos Koerner Brent Mace
Devonport City Council Treasurer MPMCA Caretaker Mersey Valley Pony Club Devonport Lapidary Club Devonport Lapidary Club Public Representative Trustee President MPMCA Secretary MPMCA Mersey Valley Pony Club Vice President MPMCA Tennis Club Devonport Lions Club Spreyton Football Club
Council Officers APOLOGIES Philip Atkins Jenny Dewis Fabio Pizzirani George Foster Owen Cornick Russel Pearne Tony Young
Spreytons Bowls Club Caretaker Devonport City Council Officer Trustee Trustee Devonport Lapidary Club Spreyton Cricket Club
1.0CONFIRMATION OF MINUTES The Controlling Authority recommends to Council that the minutes of the meeting held on 12/11/2013 be received and noted. Â
C. Donaghy/ E. Woolley
CARRIED
2.0DECLARATION OF INTEREST Nil. 3.0BUSINESS ARISING 3.1 Rezoning Issue ongoing. Meeting held with planner. Scheme could change depending on result of state election. 3.2
Bollards Working to deter traffic. ITEM 11.2
PAGE 350 Unconfirmed Minutes of the Maidstone Park Controlling Authority - 15 April 2014
ATTACHMENT [3]
3.3
Wheelie Bins 12 purchased, 6 for complex, 3 for SFC, 3 for SC&BC.
3.4
Relocation of Fencing from Baseball Diamond to No2 Oval Being looked into.
3.5
Signage Bay Drive Signage has been done. Lapidary club report positive feedback.
3.6
Bowls Extension This issue is ongoing.
3.7
Events List for Lapidary Club Lapidary Club liaising with Rod.
3.8
Replacement of Rocks Issue resolved.
3.9
MPMCA Name Change Matter ongoing.
4.0CORRESPONDENCE Â A. Geddes / G. Mayne
CARRIED
5.0BUSINESS ARISING FROM CORRESPONDENCE 5.1 Traffic Situation Devonport Council reported no concerns had been highlighted regarding the intersection at Mersey Main Road and Kelcey Tier Road. It was decided that discussions be held with Spreyton Primary school regarding the matter. A motion was moved that: M.P.M.C.A write to the department of DIER once information has been obtained from concerned parties regarding traffic flow. Moved G. Mayne / J. Mathews
CARRIED
5.2
Baseball Fencing Kylie Lunson looking into ways to facilitate the fence removal and relocation.
5.3
Replacement Bath in SFC clubrooms Motion moved that SFC be permitted to remove old bath and erect two shower bays.
Moved J. Baldock / B. Mace
CARRIED
6.0FINANCIAL REPORT Bank balance as at 31 January 2014
$12,680.26
Accounts paid: ITEM 11.2
PAGE 351 Unconfirmed Minutes of the Maidstone Park Controlling Authority - 15 April 2014
Bond refunds Groves (1) Groves (2)
ATTACHMENT [3]
$ 70.00 $ 70.00
Telstra (MP : $254.85, Caretakers $11.00) Receipt Book Tas Pak Hall Requirements Becks – Timber Carpet tech – Cottage
$254.85 $ 15.25 $198.06 $ 9.63 $ 99.00
P. Loone / K. Donaghy
CARRIED
7.0ACCOUNTS FOR PAYMENT Nil. 8.0GENERAL BUSINESS 8.1 SFC Solar Panels Jamie reported that due to the solar panels current electricity usage has gone from 13.187 kw hrs per day last year to 6.3 kw hours per day this year.
9.0
8.2
Alderman Rockliff Alderman Rockliff met with the council General Manager and resolved a range of issues at Maidstone Park.
8.3
Lapidary Club Requested a letter of support to aid in applications for grants etc. Colene to send criteria to the secretary. Club has been well supported since relocating.
8.4
I. Moore Ian requested to borrow some plates from the hall for a function. Permission was granted.
8.5
Spreyton Football Club Brent asked about the possibility of a 20% increase in ground rental charges. Stuart Jones to report back if this was to occur.
8.6
E. Van Overmeeren Ted informed meeting Spreyton Primary School will be using MP for cross country on the 16th May. Paper work to follow. Dealings have been held with council and new lease has been put in place for the caretaker’s cottage.
Next Meeting AGM & General Meeting, 10 June 2014
Meeting closed at 8:20 pm
ITEM 11.2
PAGE 352 Unconfirmed Minutes of the Devonport Food and Wine Festival Special Committee - 26 May 2014
ATTACHMENT [4]
MINUTES OF THE DEVONPORT FOOD AND WINE FESTIVAL COMMITTEE HELD AT DEVONPORT CITY COUNCIL CHAMBERS ON MONDAY, 26 MAY 2014 COMMENCING AT 12.00PM PRESENT Committee Members Ald Lynn Laycock Ald Grant Goodwin Teena Snare Sylvia Sayers Council Officers Stuart Jones Suzy Parravicini Sarah Masters
Chair
Marketing, Tourism and Recreation Manager (MTRM) Marketing and Tourism Coordinator (MTC) Community Services Administration Officer (CSAO)
Apologies Tracey Bruce 1.
CONFIRMATION OF MINUTES The Committee recommends to Council that the minutes of the meeting held 28 April 2014 be received and noted. T. Snare/S. Sayers
CARRIED
2.
DECLARATION OF INTEREST Nil.
3.
BUSINESS ARISING FROM PREVIOUS MINUTES 3.1 Length of Festival Council resolved at its meeting on 19 May 2014 that the Devonport Food and Wine Festival revert back to a 31 day Festival (Min.123/14). 3.2
Ambassador Dinner An EOI/tender process for the Ambassador Dinner will be undertaken to ensure the process is transparent. This EOI will be advertised.
3.3
Food Expo A meeting has been organised for 2 June with members of the Devonport Agricultural and Pastoral Society to discuss the Food Expo and explore possibilities.
3.4
Ambassador Possible ambassadors have been contacted, awaiting responses. Council has also been approached by potential ambassadors. Other ideas for ambassadors were discussed.
3.5
Theme for 2015 – The Art of Food Devonport Regional Gallery to be approached to discuss the possibility of running an event at the Gallery. Other ideas were discussed. Action: MTC to follow up with Gallery. ITEM 11.2
PAGE 353 Unconfirmed Minutes of the Devonport Food and Wine Festival Special Committee - 26 May 2014
4.
ATTACHMENT [4]
GENERAL BUSINESS 4.1. Stakeholders Meeting A draft concept was presented to the Committee outlining what will be discussed at the Stakeholders Meeting on 18 June. A final draft of the document will be circulated to the Committee 1 week prior to the meeting. Invites will be sent out to the stakeholders by 9 June. 4.2. Membership An advertisement will be placed in The Advocate seeking nominations for new members of the committee. 4.3. Terms of Reference There is a slight change to be made to the Terms of Reference. An amended copy will be sent to the Committee. 4.4. Calendar The Calendar is to be distributed to the Committee via email after each update. 4.5. Expression of Interest The Expression of Interest document is to be finalised this week. A copy will be forwarded to the Committee upon completion. 4.6. Action Sheet The Action Sheet was discussed.
5.
NEXT MEETING Tuesday, 10 May 2014 at 12.00pm in the Council Committee Rooms.
Meeting closed 1.10pm.
ITEM 11.2
PAGE 354 Unconfirmed Minutes of the Community Safety Liaison Group - 29 May 2014
ATTACHMENT [5]
MINUTES OF THE COMMUNITY SAFETY LIAISON GROUP HELD AT THE DEVONPORT CITY COUNCIL COMMITTEE ROOMS ON THURSDAY 29 MAY 2014 COMMENCING AT 3.00PM PRESENT Group Members Mayor Steve Martin Ald Lynn Laycock Darren Bell Brooke Milbourne Paul Hill Gabrielle Zolati Snr Sgt Darren Pendlebury Constable Christine Martin Sylvia Sayers Council Officers Lester Jackson Charmane Sheehan Sarah Masters Phillip Bourke APOLOGIES Ald Jarman Inspector Adrian Shadbolt Kate Beer Snr Sgt Debbie Williams Tracey Carter Karen Stone Julie Milnes
Chair Retail Security Services Retail Security Services Tas Fire Youth, Family & Community Connections (YFCC) Tas Police Tas Police Devonport Chamber of Commerce & Industry (DCCI) Community Partnerships Manager (CPM) Community Development and Volunteer Coordinator (CDVC) Community Services Administration Officer (CSAO) Safety Officer (SO)
Tas Police Devonport Community House Tas Police Eastern Shore Community House Risk Management Coordinator (RMC) Tasmanian Health Organisation â&#x20AC;&#x201C; North West (THO-NW)
Mayor Martin welcomed Sylvia Sayers from the DCCI as a new member of the Committee. 1.0
CONFIRMATION OF PREVIOUS MINUTES The Group recommends to Council that the minutes of the meeting held 20 March 2014 be received and noted. Ald Laycock/Ald Martin
CARRIED
2.0
DECLARATION OF INTEREST Nil.
3.0
REPORT ON ITEMS FROM PREVIOUS MINUTES 3.1 Terms of Reference Amended Terms of Reference were distributed to the Committee. The Committee recommends that Council endorse the amended Terms of Reference of the Community Safety Liaison Group.
ITEM 11.2
PAGE 355 Unconfirmed Minutes of the Community Safety Liaison Group - 29 May 2014
ATTACHMENT [5]
D. Bell/P. Hill
4.0
CARRIED
3.2
Road Safety Week Light Up The Bass Strait Maritime Centre was lit in yellow in recognition of Road Safety Week. This was promoted on the Centre’s website and Facebook page.
3.3
Discussions have taken place with New Year’s Eve organisers. discussions will be ongoing regarding a glass free event.
3.4
Permanent toilets may not be possible for events held at the park in Morris Avenue/Chichester Drive, however a portable one may be hired. The issue of extra bins will be discussed with Council’s Sustainable Communities Manager.
3.5
Any suggestions for guest speakers for future meetings are to be forwarded to Council’s Community Services Administration Officer.
These
BUSINESS ARISING FROM PREVIOUS MINUTES 4.1 New Committee Members Letters were sent to the DCCI, Senior Citizens Club, Don College and St Brendan Shaw College asking for a representative to join the Committee. Sylvia Sayers was nominated from the DCCI, no representatives were put forward from either the Seniors Citizens Club or the Schools. Action: Council’s Community Partnership Manager will meet with the Senior Citizen’s Club and the schools to further discuss possible representation. Recommends to Council that Sylvia Sayers be appointed as a member of the Committee. G. Zolati/P. Hill
5.0
REPORTS 5.1 Liquor Accord The last meeting was held on 21 May 2014 with only 4 licensees in attendance. Members will meet with licensees to complete a survey to gauge how best to increase attendance numbers. The next meeting will be held on 21 August 2014 at 6.00pm at The Edgewater. 5.2
6.0
CARRIED
Risk Nil.
FURTHER REPORTS FROM MEMBERS 6.1 Tasmania Police New recruits have now started. Targeted drink driving campaigns are currently being undertaken. A number of community groups have been on a tour of the new police station. 6.2 DIER Nil.
ITEM 11.2
PAGE 356 Unconfirmed Minutes of the Community Safety Liaison Group - 29 May 2014
7.0
ATTACHMENT [5]
6.3
DCCI Community is concerned about the lack of taxi services available on a Saturday night, early Sunday morning in the CBD. Snr Sgt Pendlebury advised that a new company has taken over the taxi service in Devonport and have doubled the number of taxis available, however driver numbers are low. Action: Council’s Community Partnership Manager to contact the new owners of the taxi company and invite them to be a guest speaker at the next meeting.
6.4
Tas Fire Three brigades will now be on call to attend structure fires. Devonport Fire Station has received their latest truck. Recruitment is now being finalised with the recruitment course to commence at the end of July for 12 new recruits Statewide. There is now a Community Liaison Officer for the North West Region (based in Burnie). This officer will help spread the message of preparedness for wild fires. Paul Hill recently helped develop a compressed air foam truck which is 5 to 7 times more effective fighting fires than pure water. This was taken to mainland and was very well received.
GENERAL BUSINESS 7.1 Community Safety Survey The Devonport Community Safety Strategy is due for review in October this year. To assist in assessing performance against strategy actions and also to help inform direction for the strategy review a community safety survey will be open next week (on-line and hard copy). Results will be compared against the 2011 survey. Action:
Community Services Administration Officer to email the survey to Committee Members for distribution through their networks.
7.2
Community Safety Booklet The Committee was given a copy of the final booklet. It will go to print next week. Mayor Martin commended Council staff on their work on the booklet.
7.3
Action Plan A revised action plan will be part of the strategy review.
7.4
CCTV Update The CCTV system has now been in place for 12 months with 16 cameras located within the CBD, Fourways, the Bluff and East Devonport. An MOU between the Council and Tas Police has also been negotiated and adopted. More recently a CCTV client access computer has been installed in the Devonport Police station allowing police direct access to the recordings. A meeting was held with Tas Police to determine default positions for the cameras.
ITEM 11.2
PAGE 357 Unconfirmed Minutes of the Community Safety Liaison Group - 29 May 2014
7.5
8.0
ATTACHMENT [5]
Fire Area Management Committee Council is now involved in the North West Fire Area Management Committee. This Committee looks at fuel reduction processes. There are approximately 10 other Committees of this type in the State. A brief report from meetings will be provided to this Committee at the next meeting.
NEXT MEETING 24 July 2014 at 3.00pm at the Devonport Fire Station.
Meeting closed: 4.00pm
ITEM 11.2
P PAGE 358 Community C Safety Liaison n Group Term ms of Referenc ce Version 2
ITEM 11.2
ATTTACHMENT [6 6]
P PAGE 359 Community C Safety Liaison n Group Term ms of Referenc ce Version 2
ITEM 11.2
ATTTACHMENT [6 6]
P PAGE 360 Community C Safety Liaison n Group Term ms of Referenc ce Version 2
ITEM 11.2
ATTTACHMENT [6 6]
PAGE 361 Unconfirmed Minutes of the Public Art Advisory Committee - 2 June 2014
ATTACHMENT [7]
MINUTES OF THE PUBLIC ART ADVISORY COMMITTEE HELD AT THE DEVONPORT CITY COUNCIL INTERNAL MEETING ROOM ON MONDAY, 2 JUNE 2014 COMMENCING AT 4.00PM PRESENT Committee Members Ald Justine Keay Ald Lynn Laycock Pat Kent Council Officers Carol Bryant Ellie Ray Sarah Masters
Chair
Sustainable Communities Manager Gallery Director Community Services Administration Officer
APOLOGIES Ald Alison Jarman 1.0
CONFIRMATION OF MINUTES The Committee recommends to Council that the previous minutes of the meeting held on 4 March 2012 be received and noted. P. Kent/E. Ray CARRIED
2.0
DECLARATION OF INTEREST Nil.
3.0
BUSINESS ARISING Nil.
4.0
GENERAL BUSINESS 4.1
Public Art Promotion Council officers are currently working on a map based brochure to help promote public art in Devonport.
4.2
Charles Littler Memorial Devonport RSL is seeking verification of historical accuracy of Charles Littler’s role in the evacuation at Gallipoli.
4.3
“Imag_ne” Public Art Proposal The “Imag_ne” proposal submitted by a mainland artist to Council was not supported. The Committee resolved to pursue a strategic approach towards public art at future meetings.
5.0
OTHER BUSINESS Nil.
6.0
NEXT MEETING To be advised. Meeting closed: 4.35pm
ITEM 11.2
PAGE 362 Unconfirmed Minutes of the Devonport Regional Gallery Special Committee - 14 May 2014
ATTACHMENT [8]
MINUTES OF THE DEVONPORT REGIONAL GALLERY SPECIAL COMMITTEE MEETING HELD AT THE DEVONPORT REGIONAL GALLERY ON WEDNESDAY, 14 MAY 2014 AT 5:35 PM PRESENT Committee Members Josephine Kelly Ald Alison Jarman Alister McCrae Vivienne Breheney Stacey Sheehan
Chairperson
Council Officers Ellie Ray Dunja Rmandic
Gallery Director Curator of Collections
Guests Mayor Steve Martin Matthew Atkins
Assistant General Manager, Technical & Finance (AGMT&F)
APOLOGIES Ald Peter Hollister Carol Bryant Belinda Gunson Ald Brian Cole ABSENT Adam Gowans 1.0
WELCOME Matthew Atkins and Mayor Steve Martin were welcomed to the meeting. Stacey Sheehan was welcomed on to the Special Committee.
2.0
LIVING CITY The principles of the of the initiative were presented. Consultation on Master plans will be sought from the community later this year. The project will take 5–10 years to implement. Feedback on the Gallery’s place in the redevelopment is welcome.
3.0
CONFIRMATION OF PREVIOUS MINUTES The Committee recommends to Council that the previous minutes of the meeting held 12 March 2014 be received and noted. Ald Jarman/V. Breheney
4.0
CARRIED
BUSINESS ARISING FROM PREVIOUS MINUTES NIL.
5.0
DECLARATION OF INTEREST Nil ITEM 11.2
PAGE 363 Unconfirmed Minutes of the Devonport Regional Gallery Special Committee - 14 May 2014
6.0
ATTACHMENT [8]
CORRESPONDENCE Nil.
7.0
GALLERY REPORT The Director tabled the Gallery report. Highlights included: Windows to the Sacred touring exhibition very popular; Visitor Information Centre exhibition tour & morning tea; Reclaim the Lane, attendance 500; School Holiday Program, Signs & Symbols. The Curator of Collections will be presenting her paper â&#x20AC;&#x2DC;Relocating Ideasâ&#x20AC;&#x2122; at the Museums Australia Conference on Friday,16 May. The Collection relocation is in its final stage and will be completed by the end of June. Solar panels are currently being installed on roof of the Arts Storage Facility. The report was accepted by the Committee. A. McCrae/S. Sheehan
8.0
CARRIED
GENERAL BUSINESS 8.1
Business Plan To be sent to all members before the next meeting and finalised at that time.
8.2
Tidal A Tidal marketing sub-committee has been formed comprising of Council officers.
8.3
9.0
Review of Terms of Reference 8.3.1
Terms of Reference are to be distributed to all members for review before the next meeting.
8.3.2
Aldermen participation on the Committee will be reviewed after the Council election in October.
OTHER BUSINESS Nil.
10.0 NEXT MEETING Wednesday 9 July 2014, 5:30 pm at the Devonport Regional Gallery Meeting Closed at 7:10 pm.
ITEM 11.2
PAGE 364 Unconfirmed Minutes of the Devonport Maritime and Heritage Authority - 28 May 2014
ATTACHMENT [9]
MINUTES OF THE DEVONPORT MARITIME & HERITAGE AUTHORITY MEETING HELD AT THE COUNCIL CHAMBERS, FENTON WAY ON WEDNESDAY 28 MAY 2014 COMMENCING AT 4PM PRESENT Directors Ald Lynn Laycock Ald Graham Kent Ray Wright Steve Quinn Malcolm Reid
Chair Devonport City Council Community Member Community Member Community Member
Council Officers Margaret Griggs Lester Jackson
Bass Strait Maritime Centre Coordinator (BSMCC) Community Partnerships Manager
APOLOGIES Nil 1.0
CONFIRMATION OF MINUTES The Authority recommends to Council that the previous minutes of the meeting held 2 April 2014 be received and noted. G. Kent/M. Reid
2.0
CARRIED
DECLARATION OF INTEREST Nil.
3.0
BUSINESS ARISING FROM PREVIOUS MINUTES 3.1 Request for Discount Charges AGMCC clarified that there is no opportunity for reimbursement for requests for discount charges. 3.2 Key Performance Indicators Draft document distributed for members perusal and comments. 3.3 Tall Ships 2015 No progress to report. Action: Explore opportunity to host future Australian Maritime Museums Conference. 3.4 Café Lease CPM responded to members questions. Annual review is underway.
4.0
CORRESPONDENCE 4.1
In/Out List was provided to Authority members and the correspondence was tabled. The letter from G. Kent advising that he will sign off as Master of the ‘Julie Burgess’ following the Australian Wooden Boat Festival in February 2015 was noted.
ITEM 11.2
PAGE 365 Unconfirmed Minutes of the Devonport Maritime and Heritage Authority - 28 May 2014
ATTACHMENT [9]
The inward and outward correspondence be accepted as a true and accurate record. M. Reid/S. Quinn 5.0
CARRIED
GENERAL BUSINESS 5.1 Reports 5.1.1 Governance structure AGMCC joined the meeting and outlined a proposed change to governance structure and reasons for the change. Following discussion, it was resolved that the Devonport Maritime and Heritage Authority be wound up and the Maritime and Heritage Special Committee be established. CARRIED UNANIMOUSLY Action: Check dates of member appointments. 5.1.2 Home Hill AGMCC advised members of the partnership between Devonport City Council and Home Hill and a proposal to bring Home Hill under the umbrella of the Special Committee. Action: Invite Coordinator of Home Hill to the next meeting of the DM&HA. 5.1.3 Friends Discussion followed re broadening the membership of the proposed committee and examples of Friends/Membership structure were distributed for members’ perusal in preparation for discussion at next meeting. 5.1.4 Centre Operations The BSMCC reported on the operations of the Centre to date. 5.1.5 Financial Financial reports were distributed to Authority members and the CPM spoke to the report. 5.1.6 Confirmation of All Reports The Authority recommends to Council that all reports under agenda item 5.1 be accepted. M. Reid/S. Quinn
CARRIED
5.2 Julie Burgess 5.2.1 Operations Committee Minutes G. Kent spoke to the minutes. G. Kent sought approval for the ‘Julie Burgess’ to attend the Australian Wooden Boat Festival in February 2015. The Authority recommends to Council that the Julie Burgess participate in the Australian Wooden Boat Festival 2015. G. Kent/M. Reid
ITEM 11.2
PAGE 366 Unconfirmed Minutes of the Devonport Maritime and Heritage Authority - 28 May 2014
ATTACHMENT [9]
5.2.2 Recommendations from Minutes Nil. That the Authority accepts the Minutes of the Julie Burgess Operations Committee held 8 April and 13 May 2014. S. Quinn/R. Wright
CARRIED
5.3 Café 5.3.1 Overview Discussed under Item 2.4 5.4 Matters for Discussion/Action 5.4.1 Future Development/ Maintenance Jaffa assisted with the temporary exhibition “John Johnstone: The Longest Walk” 5.4.2 Sponsorship and Donations CPM advised that sponsorship documents had been developed. M. Reid raised the possibility of two items that TS Mersey may be interested in providing for exhibition. L. Laycock advised that the acquisition of the ‘Spirit of Tasmania’ model from TT Line would not be progressed. 6.0
OTHER BUSINESS 6.1 Home Hill Discussed at commencement of meeting with AGMCC E. Ewins. 6.2
Simulator Repairs CPM advised that the software consultant visit is required before further work can be undertaken.
7.0
AGENDA ITEMS FOR NEXT MEETING Use of Building after hours.
8.0
NEXT MEETING TBA
Meeting closed at 6.00pm
ITEM 11.2
PAGE 367 Report to Council meeting on 16 June 2014
11.3
MARITIME AND HERITAGE GOVERNANCE STRUCTURE File: 27452 D330614
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 structures, policies and procedures to adapt to changing circumstances
SUMMARY To present information for Council to consider changing the current governance structure of the Bass Strait Maritime Authority from a Single Authority to a Special Committee of Council.
BACKGROUND Council established the Devonport Maritime and Heritage Authority as a Single Authority on 18 October 2010 for the purpose of performing all tasks necessary for the management and operation of the Devonport Maritime Museum now the Bass Strait Maritime Centre. A Single Authority was deemed to be the most appropriate governance model at the time due to it being perceived as being at arm’s length to Council by stakeholders. Since being established the Single Authority has not operated in accordance with the Local Government Act 1993, which requires the operations to be separate from Council including financial statements and auditing. Council received advice form the Tasmanian Audit Office in June 2013, which recommended a review of the governance and operational arrangements of the Authority. In particular, the separation of the entity and its financial activities from Council was raised. The Tasmanian Audit Office advised that the current dispensation provided to Council to report the financial statements separately, may not be granted from the Auditor General in the future.
STATUTORY REQUIREMENTS Section 37 (1) of the Local Government Act 1993 relates to this report. Section 37(1) provides that a Single Authority may be wound up providing it has the support of an absolute majority of Council. Rules 38 of the Authority indicates that the Authority may only be wound up in accordance with Section 37 of the Local Government Act 1993.
DISCUSSION To independently operate the Maritime and Heritage Single Authority in accordance with the Local Government Act 1993 is an onerous task due to the complexities and requirements of the Act. This can also be a costly exercise to undertake. For the Single Authority to become independent it would be required to demonstrate that appropriate administrative and financial management arrangements are in place.
ITEM 11.3
PAGE 368 Report to Council meeting on 16 June 2014
The Centre is not financially viable to fund its own operations, and will require ongoing support and financial assistance from Council to operate. Other facilities of Council have a Special Committee as a governance structure, including the Devonport Regional Art Gallery which continues to ensure community representation and participation in decision making processes. The establishment of the Maritime and Heritage Special Committee will have no impact on the facility, existing members will transfer to the new committee. The change is purely administrative and minutes of meetings will continue to be presented to Council.
COMMUNITY ENGAGEMENT The Maritime and Heritage Single Authority members considered the future governance structure at its May 2014 meeting and indicated their support to windup the Single Authority and the establishment of a Maritime and Heritage Special Committee under Section 24 of the Local Government Act 1993.
FINANCIAL IMPLICATIONS There are no financial implication as a result of changing the governance structure.
RISK IMPLICATIONS
Political/Governance Remove the risk of Council not complying with the Local Government Act 1993, to operate a Single Authority as an independent entity.
Financial Remove the risk of Council not receiving dispensation for financial reporting of a Single Authority, if continued.
CONCLUSION To wind up the Maritime and Heritage Single Authority and establish the Maritime and Heritage Special Committee as the governance structure of the Bass Strait Maritime Centre will resolve concerns by the Tasmanian Audit Office and ensures compliance with the Act.
ATTACHMENTS Nil
RECOMMENDATION That Council in relation to the future governance structure for the Bass Strait Maritime Centre: 1.
determine by absolute majority to wind up the Maritime and Heritage Single Authority;
2.
establish the Maritime and Heritage Special Committee in accordance with Section 24 of the Local Government Act 1993 and transfer existing members of the Authority to the new Committee; and
3.
request that terms of reference for the new Special Committee be provided to the July 2014 Council Meeting for adoption.
Author: Position:
Evonne Ewins Assistant General Manager Customers & Community
Endorsed By: Position:
ITEM 11.3
Paul West General Manager
PAGE 369 Report to Council meeting on 16 June 2014
12.0
TECHNICAL AND FINANCE REPORTS
12.1
TENDER REPORT CONTRACT 1265 SUPPLY & DELIVERY OF PREMIXED CONCRETE File: 29234-01 D328940
RELEVANT PORTFOLIO Technical and Finance RELEVANCE TO COUNCILâ&#x20AC;&#x2122;S PLANS & POLICIES Councilâ&#x20AC;&#x2122;s Strategic Plan 2009-2030: Strategy 5.5.2
Ensure comprehensive financial planning to meet sustainability requirements
SUMMARY This tender relates to the supply and delivery of concrete and cement stabilised sand products for the 12 month period ending 30 June 2015 with the option to extend the contract for a further two years (1+1) subject to satisfactory performance and Council discretion.
BACKGROUND Tenders were advertised on Thursday, 8 May 2014 and at the closing time tenders were received from two companies. The indicative gross tender amount (exclusive of GST) based on tables in the specification schedule are as follows. 1. 2.
Boral Construction Materials Group Limited Hazell Bros Group Pty Ltd
$41,210.57 $43,100.00
Boral Construction Materials Group and Hazell Bros Group have both submitted conforming tenders. Both Boral Construction Materials Group and Hazell Bros Group have batching plants established locally within the City boundary. They each have sufficient resources to supply large orders when required.
STATUTORY REQUIREMENTS Council is required to undertaking tenders in accordance with Section 333 of the Local Government Act 1993.
DISCUSSION To assist in the evaluation of the premixed concrete and cement stabilised sand contract, analysis of the typical annual usage of concrete (most commonly used grades) and stabilised sand has been modelled to determine likely annual cost for each type of material and quantity range. A summary of the analytical model and the resultant costs are given below:
ITEM 12.1
PAGE 370 Report to Council meeting on 16 June 2014
Summary of Analytical Model Product/Item/Service
Boral Construction Materials
Hazell Bros Group
25MPA
$30,798
$32,039
32MPa
$ 8,029
$ 8,437
Cement Stabilised Sand
$ 1,230
$ 1,244
Estimated Cost Accelerator Additive
$ 4,000
$ 4,000
TOTAL LIKELY ANNUAL COST
$44,057
$45,720
25MPa, and 32MPa An analysis of the comparative prices reveals that the submitted prices by each of the tenderers are reasonably competitive. The tender prices suggest that Boral Construction Materials Group offers better value across most grades and quantity ranges. Based on the table analysis of the tendered prices, it is estimated the difference between the two tenderers, (based on likely concrete purchases) is approximately $1,649 and favours Boral Construction Materials Group tender. Cement Stabilised Sand Again, Boral Construction Materials Group has submitted the lowest price for most quantity ranges of Cement Stabilised sand. Referring to the table Boral Construction Materials Group remain the most cost-effective price. Additives There is often a need for accelerator and other additives to be specified for concrete. This often occurs during winter months. It has been assessed that there is likely to be in excess of 200 cubic metres of concrete supplied with accelerator additives (6 hour setting time). The cost of additives for both Boral Construction Materials Group & Hazell Bros Group are equal. Performance - Quality & Service All tenderers were asked to supply information relating to integrated management systems. Suitable integrated management systems are indicators to likely performance and compliance in accordance with industry standards and Councilâ&#x20AC;&#x2122;s requirements. Each tenderer has responded with appropriate and supporting information confirming suitable quality, safety and environmental systems. General Overall Boral Construction Materials Group appear to offer the best value for money. Council have previously used this company for the supply of concrete and quarry materials and have been satisfied with the service provided. Their performance will be reviewed at the end of year one and the contract option will be exercised for years two and three provided no issues arise.
COMMUNITY ENGAGEMENT There has been no community engagement undertaken as part of this report. Tenders were publically advertised in the Advocate newspaper, Thursday, 8 May 2014.
FINANCIAL IMPLICATIONS Capital and operational projects are estimated using the rates supplied in the tender. There is no determined lump sum as this is a schedule of rates contract. ITEM 12.1
PAGE 371 Report to Council meeting on 16 June 2014
RISK IMPLICATIONS
Work Health and Safety Projects and purchases within the capital program include activities designated as High Risk under the model 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.
Contractual/Legal Contract management of consultants and contractors is carried out in accordance with developed policy, procedures and Council’s Code for Tenders and Contracts.
Professional Indemnity/Public Liability Contracts for consulting and contracting and supply of services include clauses to mitigate risks
CONCLUSION Taking into account the selection criteria assessment and the tendered rates, the selection panel has determined that Boral Construction Materials Group has achieved the highest total score and is therefore most likely to offer “best value” in relation to Contract 1265.
ATTACHMENTS Nil
RECOMMENDATION That Council accept the tender for one year plus options for a further two years from Boral Construction Materials Group for the supply and delivery of pre-mixed concrete based on the unit rates submitted with the tender.
Author: Position:
Shannon Eade Project Management Officer
Endorsed By: Position:
ITEM 12.1
Matthew Atkins Assistant General Manager
PAGE 372 Report to Council meeting on 16 June 2014
12.2
CAPITAL WORKS REPORT File: 26405 D330439
RELEVANT PORTFOLIO Technical and Finance RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 2.3.5
Develop and maintain long term Strategic Asset Management Plans and Capital Improvement Program
SUMMARY To inform Council of the progress and matters related to the 2013/14 capital works Program.
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 reflects the recent progress to early June. With the capital works delivery coming to the end of another financial year, projects that have recently been completed include: Gunn Street widening, Art storage facility solar power, Arnold Richardson grandstand roof replacement and the Mersey Vale master plan plinth installation project. Projects in progress due to finish prior to the end June include: Kelcey Tier Road safety improvements, Steele Street drainage, Ronald Street and Parker Street reconstruction, Edward Street car park improvements, car park technology upgrade and Pioneer Park enhancement. The fleet, plant and equipment replacement programs, furniture and fitting purchases and Information Technology purchases are all expected to be completed by 30 June. Due to the unavailability of TasWater personnel it will be necessary to carry forward $30,000 for the water meter consolidation project. It is anticipated that these works will occur in the first quarter of the next financial year. The Bluff Cemetery headstone remediation project which was subject to receiving external funding will not proceed this financial year. The report undertaken by consultants
ITEM 12.2
PAGE 373 Report to Council meeting on 16 June 2014
for the remediation work has only just been received by Council. This has restricted applying for available grants and resulted in no external funding to progress the project.
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. 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.
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 almost complete and is progressing generally in accordance with the program schedule.
ATTACHMENTS 1.
Capital Works Program - June 2014
ITEM 12.2
PAGE 374 Report to Council meeting on 16 June 2014
RECOMMENDATION That Council note: 1.
the progress report for the 2013/2014 capital works program;
2.
that $30,000 will be carried forward to the 2014/15 capital expenditure budget for the water meter consolidation project; and
3.
that the Mersey Bluff cemetery headstone remediation project will not proceed in the current 2013/14 program.
Author: Position:
Jamie Goodwin Contract Services Co-Ordinator
Endorsed By: Position:
ITEM 12.2
Matthew Atkins A/GM Technical and Finance
PAGE 375 Capital Works Program - June 2014
ATTACHMENT [1]
ITEM 12.2
PAGE 376 Capital Works Program - June 2014
ATTACHMENT [1]
ITEM 12.2
PAGE 377 Report to Council meeting on 16 June 2014
12.3
REPORT UNDER SECTION 30J OF THE LAND USE PLANNING AND APPROVALS ACT 1993 ABOUT REPRESENTATIONS MADE TO THE CRADLE COAST INTERIM PLANNING SCHEMES File: 29133 D330471
RELEVANT PORTFOLIO Technical and Finance RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 2.1.1
Apply and review the Devonport Interim Planning Scheme as required to ensure it delivers local community character and appropriate land use
SUMMARY Council is required by the provisions of section 30J of the Land Use Planning and Approvals Act 1993 (LUPAA) to provide a report to the Tasmanian Planning Commission(TPC) about the merit of each representation made regarding the Interim Planning Scheme (IPS). The nine North West Council Schemes were exhibited concurrently and therefore LUPAA requires that they must provide a joint statement to the TPC about common provisions in each Scheme.
BACKGROUND The nine Cradle Coast IPS’s were declared by the Minister on 9 October 2013 and were exhibited for a period of two months. Any person was at liberty to make a representation about any aspect of the Schemes during that time. Council is required by LUPAA to provide a report to the TPC about the merit of each representation made within the exhibition period. Representations that were received were classified into the three categories of local provisions, regional provisions and state provisions. Council has already considered the merit of the 22 representations made about the Devonport Interim Planning Scheme. At its meeting on 7 April 2014 (Minute No PAC 01/2014) the Planning Authority Committee considered the reports before it about all 22 representations and Council at its Meeting on 14 April 2014 resolved to accept a recommendation in relation to 18 of those matters (Minute No 79/14). The remaining 3 reports were referred to a meeting of the full Council. At a Council Meeting on 19 May 2014 the remaining three reports about local provisions were considered and it was resolved that the recommendations provided be adopted (Minute Nos 106/14,107/14 and 108/14). These four resolutions finalised Council’s consideration of representations about local provisions of the IPS and will be included in the report to the TPC. At a workshop on 2 June 2014 Council discussed the representations made about regional and state provisions of all nine Cradle Coast Interim Planning Schemes as required by LUPAA. This was an extensive document prepared by the Cradle Coast Regional Planners Group which had representatives from all council areas and provided comment about the merit of some 259 representations. Broken down into their component parts these ITEM 12.3
PAGE 378 Report to Council meeting on 16 June 2014
representations identified 792 individual issues. A copy of this document has previously been provided to Aldermen and a copy is available for public inspection at the Council Offices. Although there are a significant number of issues raised by the representations an objective consideration has revealed that the vast majority are minor and/or subjective and deal in the main with â&#x20AC;&#x153;housekeepingâ&#x20AC;? matters such as the format of the Scheme presentations, the interpretation of various terms, drafting errors and the potential outcome of some of the provisions. In many instances it is anticipated that the TPC will correct errors in the Schemes through the hearing process required by LUPAA, or by ongoing editing and consequential amendments. Each of the nine Cradle Coast councils has contributed to the document and in some areas there has been a consensus view and in other instances one or more councils have disagreed with the majority view. All of those views will be presented in the combined report to TPC and it will follow the statutory hearing process required by section 30K of LUPAA in determining what, if any, amendments will be made to the Schemes. Any council that has definite views about an issue will be provided with an opportunity to put that opinion during the statutory hearing process. The greater priority for Council has been to reach a position on the merit of the 22 representations made about the local provisions of the Devonport Scheme as some of these had the potential to impact on existing or proposed business uses and development. This has been done and as previously noted these decisions are included in the consolidated report.
STATUTORY REQUIREMENTS Section 30J of LUPAA requires Council to provide a report to the TPC about the merit of each representation made about the Interim Planning Scheme.
DISCUSSION Council is required by the provisions of LUPAA to formally consider the merit of each representation made about the Devonport, or other Cradle Coast Interim Planning Schemes, and to provide a report to the TPC. Representations were received about local provisions, for example a request for rezoning, or regional and state issues where the content of the nine regional schemes is intended to be as near as possible identical. Council dealt with 22 representations about local issues of the Scheme at meetings held on 14 April and 19 May 2014. Those decisions are included in the document tabled at the workshop on 2 June 2014. The majority of the document deals with minor regional and state issues, and while some requests for amendment have been made by all or some of the nine councils about various matters there is nothing in the document that requires detailed consideration by Council at this stage. LUPAA requires that TPC convene a hearing about each representation and there will be an opportunity for Council to express an opinion at that time should that be thought necessary. Representatives from the TPC have acknowledged in various forums that they are aware of drafting and construction errors which it is intended would be addressed in the normal course of events. ITEM 12.3
PAGE 379 Report to Council meeting on 16 June 2014
It is noted that the document provided to the Aldermen at the workshop on 2 June 2014 was extensive and expensive to produce in hard copy and therefore while it is referenced in the commentary it has not been attached to this report.
COMMUNITY ENGAGEMENT All representations were made through the statutory consultation process which involved the exhibition of the draft Interim Planning Schemes for a period of two months.
FINANCIAL IMPLICATIONS No financial implications arise from this report.
RISK IMPLICATIONS This is a statutory reporting process that Council is obliged to comply with by the provisions of section 30J of LUPAA and no risks are anticipated.
CONCLUSION The document discussed at the Council workshop on 2 June 2014 contains a report about Councilâ&#x20AC;&#x2122;s consideration of the merits of representations about local, state and regional provisions of the Devonport and Cradle Coast Interim Planning Schemes. It is recommended that Council resolve to endorse it as a report satisfying the requirements of section 30J of LUPAA.
ATTACHMENTS Nil
RECOMMENDATION That Council in relation to representations received about the Cradle Coast Interim Planning Schemes: 1.
Receive the report;
2.
Confirm that in Councilâ&#x20AC;&#x2122;s opinion Parts 1, 2, 3 and 4 of the document tabled at the meeting satisfies the requirements of Section 30J of the Land Use Planning and Approvals Act 1993; and
3.
Endorse the submission of the collated responses to the Tasmanian Planning Commission.
Author: Position:
Brian May Development Manager
and
Health
Services
Endorsed By: Position:
ITEM 12.3
Matthew Atkins Assistant General Manager Technical and Finance
PAGE 380 Report to Council meeting on 16 June 2014
12.4
FINANCE REPORT FOR MAY 2014 File: 26544 D330796
RELEVANT PORTFOLIO Technical and Finance RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 5.5.1
Provide financial services to support Council's operations and meet reporting and accountability requirements
SUMMARY To report the details of Council’s financial position and operational outcomes against budget for the current financial year.
BACKGROUND Monthly financial reports are provided to Council for information.
STATUTORY REQUIREMENTS No statutory requirements that relate directly to this report.
DISCUSSION The attached report provides an overview of Council’s financial position and year to date operating result as of 31 May 2014. Included in the report are the following: Financial Summary – This report provides an overview of Council’s Operational and Capital Income and Expenditure, along with details on cash position and Debtors information for the reporting period. Summarised Operating Report – This report provides a summary of operational income and expenditure for the period to date compared to both the YTD Budget and Annual Budget. Financial Charts – These charts provide a visual representation of year to date Income and Expenditure compared to budget and prior year, plus a Capital Expenditure chart which demonstrates the progress of the current year capital plan against budget and prior year capital plan information for reference. Balance Sheet Report – This report provides a snapshot of Council’s financial position at the end of the reporting period. Capital Expenditure Report – This report provides a list of all approved capital expenditure projects with their allocated budget, YTD expenditure and forecast expenditure including commentary in relation to budget variances, as well as whole of project budget and cost for those projects which span more than one financial year.
COMMUNITY ENGAGEMENT None undertaken.
ITEM 12.4
PAGE 381 Report to Council meeting on 16 June 2014
FINANCIAL IMPLICATIONS There are no financial implications arising from the presentation of this report. The report is provided for information.
RISK IMPLICATIONS
Financial Inaccurate financial information could lead to poor financial decision making.
CONCLUSION The monthly financial report provides an overview of Council’s operating result and financial position at the end of the reporting period.
ATTACHMENTS 1.
Finance Report Attachment 1 - 31 May 2014
2.
Finance Report Attachment 2 - Capital Works 31 May 2014
RECOMMENDATION That the finance report for the May 2014 be noted.
Author: Position:
Rodney O’Rourke Financial Accountant
Endorsed By: Position:
ITEM 12.4
Matthew Atkins Assistant General Manager
PAGE 382 Finance Report Attachment 1 - 31 May 2014
ATTACHMENT [1]
SUMMARISED OPERATING REPORT YTD Budget
Actual
YTD to 31May 2014 YTD Variance $ %
Full Budget 2014
INCOME Rates and Service Charges
Note 25,838,150
26,062,526
224,376
0.9%
25,838,150
Fees and User Charges
5,679,179
5,438,085
(241,094)
-4.2%
6,222,705
Grants - Operating
1,151,000
1,262,100
111,100
9.7%
1,170,000
52,479
33,224
(19,255)
-36.7%
57,250
1,350,000
1,106,792
(243,208)
-18.0%
1,700,000
Interest Income
312,171
447,790
135,619
43.4%
340,550
Other Revenue
490,557
787,255
296,699
60.5%
550,870
34,873,535
35,137,773
264,237
0.8%
35,879,525
Employee Benefits
11,687,653
11,192,110
495,543
4.2%
12,681,877
Materials and Services
10,287,110
9,952,976
334,133
3.2%
11,464,870
8,258,647
8,153,180
105,467
1.3%
9,027,800
703,723
696,107
7,616
1.1%
1,102,559
2,278,440
2,294,719
(16,279)
-0.7%
2,818,727
946,033
1,087,633
(141,600)
-15.0%
(249,110)
21.8%
Contributions - Operating Dividend Income
TOTAL INCOME
1 2 3
EXPENSES
Depreciation Financial Costs Levies & Taxes Other Expenses
(1,141,854)
TOTAL EXPENSES
33,019,752
32,483,981
535,770
1.6%
36,849,875
1,853,784
2,653,792
800,008
43.2%
(970,350)
4,370,030
5,211,597
841,567
19.3%
4,784,009
229,167
1,779,868
1,550,702
676.7%
250,000
NET OPERATING SURPLUS / (DEFICIT)
(892,744)
999,700
Internal Charges and Recoveries
(1,245,658)
4 5
8
6 7
CAPITAL ITEMS Grants - Capital Contributions - Capital Gain / Loss on Disposal of Assets
TOTAL CAPITAL ITEMS NET SURPLUS / (DEFICIT) Own Source Revenue:
-
(3,102,240)
4,599,197
3,889,225
6,452,981
6,543,017
96.5%
(3,102,240) #DIV/0!
-
(709,972)
-15.4%
5,034,009
90,036
1.4%
4,063,659
96.3%
Indicator: Variance is less than 10% and dollar variance threshold from budget and is within acceptable limits Variance is greater than 10% and/or $275000 threshold from budget and requires explanation
9 10
96.6%
Note Commentary 1 The timing and amount of dividend income is difficult to predict however advice from Tas Water and Dulverton Waste Management indicateds that budget expectations will be met by June 30. 2 Interest income is currently ahead of budget as a result of both higher than forecast interest rates and a higher opening investment balance than predicted during the budget process. A forecast adjustment has been made to reflect this. 3 Other revenue shows a favourable variation against budget and mainly relates to infringement recoveries from MPES, utilities recoveries from Belgravia Health and workers compensation insurance claims. Forecast adjustments have been made. The MPES gain partially offsets the increase to the related bad debts expense as reported in other expenses. 4 Employee benefits show a favourable variation which is largely due to the number of full time equivalent employees being consistently below the budgeted number of 167 and a reduction in leave balances throughout the year. A forecast adjustment of $507K has been made. 5 Materials and services expenditure continues to remain below budget, the gains are mainly due to below budget expenditure on general materials, major maintenance and consultants. These gains are partially offset by above budget expenditure on contractors largely due to a mis alignment of budget expenditure which has been addressed in the 2014/15 budget process. 6 Other expenses are currently above budget and relate mainly to the write off of parking and animal infringements that have been referred to MPES for recovery and the unbudgeted additional rates remission provided to higher valued properties. It is expected that the infringement write off costs will be partially offset through future MPES recoveries reported in other income. Forecast adjustments have been made to reflect this. 7 Internal charges and recoveries are currently behind budget as a result of fewer labour hours being capitalised than budgeted for. A forecast adjustment has been made. 8 The favourable variation in capital grants relates to unbudgeted urban roads grant income. 9 Capital contributions relate to subdivisions being completed and Council taking over the related road and infrastructure assets from developers. Major subdivision contributions have occurred in July, with $380K relating to George Street and in December $1,274K relating to 180 Sheffield Road (Clayton Drive access). Capital contributions do not form part of Council's operating budget, therefore no forecast adjustment has been made in relation to this. 10 The majority of the loss relates to the November write-off of a number of sporting facility assets. This outcome follows the Tas Audit Office recommendation that Council should not recognise such assets that are not under Council control or do not provide economic benefit to Council. In addition the loss includes a number of road assets such as traffic lights and certain roundabouts that are placed in DIER's control on completion of the project and therefore expensed on the grounds that they are not under Council's control nor do they provide an economic benefit to Council. Gain / loss on disposal is not part of the operating budget and consequently no forecast adjustment has been made.
ITEM 12.4
PAGE 383 Finance Report Attachment 1 - 31 May 2014
ATTACHMENT [1]
FINANCIAL SUMMARY
YTD to 31May 2014
Operating Summary
YTD Budget
Revenue Expenditure Operating Position
Capital Expenditure Summary
Actual
34,873,535 33,019,752
35,137,773 32,483,981
1,853,784
2,653,792
Annual Budget
Capital Expenditure
Actual
17,129,566
11,686,306
Annual Budget 35,879,525 36,849,875 (970,350)
31May 2014 Rates Debt ors Infringement Debtors Sundry Debtors Planning & Healt h Debt ors
June 2013
447,451 100,717 1,683,468 7,439
356,962 133,706 239,483 615
2,239,074
730,766
Rates Debtors Ageing 2013/2014 - Current 2012/2013 - 1 Year 2011/2012 - 2 Y ears 2010/2009 - 3 Y ears 2009/2010 - Older
(632,448)
14,380,736
31May 2014
Debtor Information
36,353,727 36,986,175
Current Forecast
Cash Information
Operat ing Account (Reconciled balance) Int erest-Earning Deposit s
Current Forecast
June 2013
998 10,753,250
492,166 13,325,430
10,754,247
13,817,596
31May 2014 266,510 90,053 12,368 7,109 71,410
% of Annual Rates 1.0%
447,451
Cash Investment Information Rate ANZ Cash Deposits CBA Cash Deposit s
3.50% at call 2.40% at call
All cash invest ment s are invested in compliance wit h Council's Investment Policy.
31May 2014 10,433,125 320,125 10,753,250
Commentary This report provides a high level summary of operational income and expenditure, capit al expendit ure and t he cash and receivables position as at t he date of the report . The current forecast is updated on a monthly basis to reflect ant icipated changes t o revenue, expendit ure and net operat ing position. As at 31 May 2014, the forecast for income is expect ed t o be $474K higher than budget whilst expendit ure is expect ed t o be $136K higher, result ing in a forecast operating deficit of $632K. This is an improvement of $338 against t he original budget and is mainly due to lower t han budget employee costs, and above budget income from rates and services (related to supplementary assessments), infringement recoveries from MPES , and int erest income. t hese gains are partially offset by less than budget income from fees and user charges and additional cost s associat ed wit h internal recoveries and infringement write-offs.
Â
ITEM 12.4
PAGE 384 3 Finance Report Attac chment 1 - 31 1 May 2014
ATTACH HMENT [1]
ITEM 12.4
PAGE 385 Finance Report Attachment 1 - 31 May 2014
ATTACHMENT [1]
BALANCE SHEET REPORT
As at 31May 2014 31 May 2014
30 Jun 2013
998 281,182 10,753,250 447,451 100,717 1,683,468 7,439 249,433 545,781 76,904 14,146,621
492,166 308,677 13,325,430 356,962 133,706 239,483 615 64,777 210,845 90,583 272,273 15,495,516
2,637,217 77,873,779 613,076,367 (238,835,073) 10,555,371 465,307,662
2,637,217 77,873,779 598,806,573 (234,886,903) 13,555,480 457,986,146
479,454,283
473,481,662
1,358,691 299,791 288,137 1,164,756 1,035,090 1,146,290 5,292,755
524,266 2,880,469 303,860 1,164,756 1,198,075 1,053,857 7,125,283
Loans - Non-Current Long Service Leave - Non-Current
19,264,539 433,770 19,698,310
18,020,148 433,770 18,453,918
Total Liabilities
24,991,064
25,579,201
454,463,218
447,902,461
262,527,750 1,007,330 1,476,874 182,908,247 2,653,792 3,889,225
262,510,010 1,007,330 1,476,874 178,324,057 791,745 3,792,445
Total Equity
454,463,218
447,902,461
Current Ratio:
2.67
2.17
Current Assets Cash at Bank and On Hand Trust Deposits Cash Investments Receivables - Rates and Utility Charges Receivables - Infringements Receivables - Sundry Receivables - Planning & Health Loans Receivable - Current Accrued Revenue Prepayments Net GST Receivable
Non Current Assets Loans Receivable - Non-Current Dulverton Regional Waste Management Authority TasWater Property, Plant & Equipment Accumulated Depreciation - PP&E Capital Work in Progress
Total Assets Current Liabilities Trade Creditors Accruals Trust Liability Loans - Current Annual Leave Long Service Leave - Current
Non Current Liabilities
Net Assets Equity Asset Revaluation Reserve Asset Revaluation Reserve - Associates Other Reserves Accumulated Surplus Operating Surplus / (Deficit) Capital Surplus / (Deficit)
The Current ratio indicates Council's ability to pay its debts as and when they become due. A ratio of one or higher is required for the entity to remain solvent.
 ITEM 12.4
PAGE 386 Finance Report Attachment 2 - Capital Works 31 May 2014
ATTACHMENT [2]
Capital Expenditure Report As at 31May 2014
Prior Budget Prior Actual $
$
2014 Budget
2014 Actual
2014 Forecast
$
$
$
Commentary
Open Space & Recreation CP0021
Aquatic Centre - indoor facility stage 3
CP0039
Mersey Bluff Car park Extension
7,379,232
7,379,232
6,771,668
6,610,607
9,656
9,656
110,344
110,903
CP0047
Meercroft Park Toilet / Change Rooms
10,000
-
10,000
-
CP0061
Devonport Recreation Centre Security
229
119,771
61,023
CP0065
BBQ Replacements
CP0066
Bluff Road walking track renewal
229
18,500
18,087
122,500
151,168
CP0067
Byard park lighting for training
52,500
-
CP0068
Cemetery conservation - head stone remedial works
60,000
7,420
CP0069
Cemetery land purchase
1,000,000
220
6,771,668 111,000 slight increase in scope 10,000 70,000 Scope of work reduced 18,500 150,000 Expected overspend offset by underspend on CP0083 Project unlikley to proceed 30,000 External funding did not eventuate. Land purchase will not proceed -
CP0070
Cradle Mountain Water - meter consolidation
60,000
1,412
60,000
CP0073
Devonport Rec Centre - RCD protection to switchboards
10,000
5,527
CP0074
Devonport Rec Centre - Stadium Lighting Renewal
33,100
26,113
6,000 Project complete 27,000 Project complete Project unlikely to proceed due to unsuccessful grant application. -
CP0075
Fitness equipment East Devonport
60,000
-
CP0076
Girdlestone Park - EDFC reclad roof
15,000
14,589
15,000
CP0077
Girdlestone Park - Arnold Richardson grandstand
70,000
1,195
70,000
CP0078
Lovett St Soccer - Synthetic Turf to 3 goal mouths
39,600
-
-
CP0079
Madden St Playground - softfall remediation
11,500
11,500
CP0080
Pioneer Park - enhancement
47,000
93 2,983
47,000
CP0081
Reg Hope Park - Safety bollards
8,000
8,221
8,000
CP0082
Victoria Parade - energy efficent lighting renewal south of cenotaph 29,500
3,901
CP0083
Cycle ways hotmix overlay program - TBC
63,900
18,671
CP0084
Cycling Network Strategy Action Plan Year 2 - East Devonport Connections Litter Bins (Mall and other locations)
22,100
5,985
15,000
19,075
229,864
66,536
CP0085 CP0086
Mersey Vale Master Plan works
CP0087
Open Space Management Plans Program
70,136
70,136
50,000
27,642
CP0088
POS Furniture Replacement Program
12,000
15,063
29,500 36,000 Offset for overspend on CP0066 22,100 19,045 Additional cost for unbudgeted solar bin installation (grant income in 12/13) 50,000 Balance to be carried forward. 50,000 12,000 Offset CP0088
CP0089
Public Art - Stage 1 (2013/2014)
10,000
-
10,000
CP0090
Signage Strategy Implementation - Year 2
52,500
28,690
52,500
CP0091
Walking Track Remediation - renewal program
40,000
11,349
CP0092
Great Foreshore Ride Upgrade, Nicholls t Proceeds on disposal of assets
-
109,394
Total Open Space & Recreation
7,469,253
7,459,253
9,144,347
7,325,868
ITEM 12.4
Not proceeding due to new synthetic ground.
40,000 100,000 Unbudgeted project to be funded by grant 7,826,813
Â
PAGE 387 Finance Report Attachment 2 - Capital Works 31 May 2014
ATTACHMENT [2]
Capital Expenditure Report As at 31May 2014
Prior Budget Prior Actual $
2014 Budget
2014 Actual
2014 Forecast
$
$
$
$
5,500
4,783
44,742
45,000 320,258
34,164 348,578
22,500
11,065
Buildings CB0043
Art Gallery - entry external handrail replacement
CB0044
Art Storage Facility - Solar power project
CB0045
Bluff Restaurant Fitout
CB0046
BSMC - Storage shelving, humidifier,climate control off site
CB0047
BSMC - Green Screen, footpath, CCTV, simulator wheel & telegraph
CB0048
DECC - Flooring Back Stage and Dressing Rooms
CB0049
DECC - Glass suround for sound/lighting mix position in theatre
CB0050
CEEP - energy efficency funding
CB0051 CB0052
LEGEEP - hot water cylinder energy efficency project Julie Burgess - heat exchanger, ropes, sail, VHF radio
CB0053
LIVING CITY Actions Yr 1
CB0054
Melrose Hall reclad stage 2
CB0055
Mersey Bluff Caravan Park stage 2
CB0056
44,742
38,500
77
15,000
10,254 1,617 86,963
3,000 90,000 Balance to be carried forward to 14/15 64,000
64,000
42,532
14,000
7,157
1,000,000
208,751 18,778 123,011
Play Centre - windows, doors and gutters
13,000
7,622
CB0057
Sixty & Over Club - window renewal
18,500
12,224
CB0058
WTS Cover over toll booth
Total Buildings
121,569
121,569
3,965
3,965
38,500 11,000 Project complete
3,000
25,000 76,827
22,500
438,300
173,173
76,827
5,500 45,000 344,000 Plant & equipment, elect. and plumbing items not initially identified within the scope ($4k cost recovery from operator included)
14,000 215,000 Further Living City expenditure is unlikley to be incurred this year 19,000 Project complete 173,173 8,000 Project complete 12,500 Project complete
15,000
9,375
15,000
2,210,731
926,950
1,080,173
Stormwater CS0014
Waverley Road SW Drainage
29,035
37,706
CS0016
Forbes St - divert water from #115
16,000
19,844
CS0017
Formby Road kerb
42,000
3,743
42,000
CS0018
100,000
7,896
10,000
CS0019
Kelcey Tier Rd (Ellice Hill Dr to Sherston Rd) SW drainage reconstruction Melrose Rd - New culvert & associated works at #158
CS0020
Melrose Road - Renew Culvert & Drain at #226
CS0021
Steele Street easement drainage
CS0022
Transfer Station SW pit Litter Basket Installation
CS0024
William St SW Catchment Upgrade - Stage 3
Balance to C/fwd to 14/15 for Aug start on site. 26,000
6,893
29,000
7,570
144,000
6,232 2,633
11,000
155,000
173,997
174,000
CS0025
Manhole Lid Replacements
25,000
14,825
Minor Stormwater Works
30,000
43,414
CS0027
Pit Replacements
50,000
26,460
CS0028
SW Outfall Risk Improvement & Renewal
30,000
14,745
687,035
365,959
3,965
3,965
7,000 Project withdrawn from capital works program 33,000 Revised forecast based on preliminary estimate 100,000 Revised forecast based on preliminary estimate
11,000
CS0026
Total Stormwater
38,000 Project scope has increased due changed alignment for stormwater. 20,000 Extra costs incurred due to weekend construction
20,000 Project scope reduced to offset other projects 44,000 Project scope has increased due additional stormwater works. 35,000 Project scope reduced to offset other forecast project increases. 17,000 Revised forecast based on preliminary estimate of 2 remaining installations 551,000
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ITEM 12.4
PAGE 388 Finance Report Attachment 2 - Capital Works 31 May 2014 Capital Expenditure Report As at 31May 2014 Transport CT0038
Re-seal Programme 12/13
CT0055
Devonport Road Network Strategy - Steele & Sorell Prioritisation
CT0058
Lillico Road reconstruction & widening - stage 2
CT0061
Best & Sorell intersection New Roundabou
CT0062
David and John Street Intersection Roundabout
ATTACHMENT [2]
Prior Budget Prior Actual $
$
3,505
2014 Budget
2014 Actual
2014 Forecast
$
$
$
3,505
96,495
(92,160) (1,982)
31,350
31,350
206,650
239,684
221,942
221,942
20,900
23,822
87,283
87,283
116,000
113,821
-
Project completed (Stony Rise Rd) - balance donated to DIER
2,000 Project withdrawn from capital works program 245,000 Project cost affected by weather and unforeseen extra site work 24,000 Scope change - additional reinstatement 114,000
CT0063
Nicholls & Gunn intersection New Roundabout
186,411
186,411
28,500
30,154
30,400 Minor scope increase
CT0064
Thomas & Wright intersection New Roundabout
115,946
115,946
19,500
17,525
18,000 Project complete
CT0065
Stony Rise Road - Tugrah Road - bass Hwy offramp RAB
337,695
337,695
282,658
(243,216)
CT0076
25,000
18,162
CT0077
Advance Design - Transport Steele Street Aquatic Centre Access Upgrading
263,000
220,029
CT0078
Signage Upgrade (Carparks)
CT0079
Technology Upgrade (Carparks)
356,000 Scope variations - sigange, driveways, u/g services relocation . Project completed (Stony Rise Rd) 25,000 221,000 Forecast amended to reflect completed project work
40,000
14,414
40,000
120,000
116,466
120,000
CT0080
Edward Street Carpark Improvement Works
83,000
37,456
91,000 Revised forecast based on design and estimate
CT0081
Footpath Minor Renewal in Road Reserve
25,000
14,060
20,000
CT0082
Forbes St overpass - new guard rail on eastern side
14,763
CT0083
Gunn St (east side) - Best to Oldaker - replace footpath
56,000 32,000
36,000 Revised forecast based on quotes 32,000
CT0084
Gunn St - Best to Oldaker - widening
68,000
32,304
CT0085
Kelcey Tier Road Safety Improvements Stage 2
280,000
34,419
CT0086
Lovett Street 'missing links' - Tasman to Valley
70,000
87,435
CT0087
Madden and Watkinson intersection reconstruction
43,000
52,003
CT0088
Massey Place and Fergusson Drive reconstruction
164,000
102,101
CT0089
North Street Pavement Reconstruction - Gunn to Clements Parking/Traffic signage correction
133,000 20,000
102,234
CT0090 CT0091
Pedestrian Network Strategy (2012) Action Plan Implementation
40,000
165,070
195,000 Forecast is up following receipt of $148.2k DIER Grants
CT0092
Re-seal programme River Road Rural - Widening Stage 1
660,000 134,000
607,551
CT0093
127,073
660,000 130,000 Revised forecast based on tenders
CT0094
Road Network Minor Works Road Traffic Devices Minor Works
25,000
4,150
CT0095
25,000
3,422
CT0096
Ronald & Parker St Pavement Works
380,000
187,886
CT0097
Sheffield Road Footpath renewal - stage 1
66,000
38,261
66,000
CT0098
20,000
14,630
20,000
CT0099
Street Light Provision Watkinson Street footpath safety improvements Stage 2 13 - 27 William St Footpath - Root Damage Works
30,000 56,000
19,488
CT0100
20,000 Project complete 25,000
CT0101
William St - Eugene to Bluff Road - western side
CT0102
William Street - George to James
Total Transport
984,132
984,132
22,589
6,060
2,648 33,732
68,000 320,000 Savings reported to Council unlikley to be realised 79,000 Revised forecast based on design estimate 52,000 misallocation of costs confirmed - reallocation of costs commenced 102,000 Project complete 105,000 Revised forecast based on design estimate 20,000
25,000 5,000 220,000 Revised forecast based on tenders
34,000 Project complete 255,000 Project complete
40,000 270,000
254,860
3,938,703
2,420,912
3,775,400
515,000
460,099
515,000
75,000
36,247
75,000
201,000
267,428
201,000
Plant & Fleet CF0007
Hire Plant Replacement Plan
CF0008
Minor Plant Replacement Plan
CF0009
Fleet Replacement Plan Proceeds on disposal / trade-in of assets
Total Plant & Fleet
(234,044) -
-
791,000
529,731
791,000
Other Equipment CE0003 CC0004
Furniture & Fittings Information Technology
64,750
35,999
64,750
293,000
83,888
291,600
357,750 17,129,566
116,887 11,686,306
Proceeds on disposal / trade-in of assets Total Other Equipment TOTAL CAPITAL EXPENDITURE
(3,000) 8,578,919
8,568,919
ITEM 12.4
356,350 14,380,736
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PAGE 389
CLOSURE There being no further business the Mayor declared the meeting closed at
pm.