NOTIICE OF MEE ETING
d Finance e Committtee meeting of the e Notice is hereby given that a Govern ance and uncil will be b held in the Council Chamb bers, on M onday 28 July 2014,, Devonporrt City Cou commenc cing at 6:00pm. he public a at 6.00pm. 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 23 July 20
AGENDA FOR A MEETING OF THE GOVERNANCE AND FINANCE COMMITTEE OF DEVONPORT CITY COUNCIL HELD ON MONDAY 28 JULY 2014 AT THE COUNCIL CHAMBERS AT 6:00PM Item
Page No.
1.0
APOLOGIES .............................................................................................. 5
2.0
DECLARATIONS OF INTEREST ........................................................................ 5
3.0
PROCEDURAL ............................................................................................ 6
3.1
PUBLIC QUESTION TIME .................................................................................................... 6
3.1.1
Responses to Questions raised at prior meetings ...................................................................... 7
3.1.2
Questions on notice from the public ........................................................................................... 7
3.1.3
Questions without notice from the public ................................................................................... 7
3.2
QUESTIONS ON NOTICE FROM ALDERMEN ............................................................................ 7
3.3
NOTICE OF MOTIONS ....................................................................................................... 7
4.0
GOVERNANCE AND FINANCE REPORTS .................................................................................. 8
4.1
Public Interest Disclosures Act 2002 - Procedures Manual (D331571) .................................... 8
4.2
Annual General Meeting (D332446) .......................................................................................... 51
4.3
Elected Members' Expenditure Report (D333893) ................................................................... 51
4.4
Equal Employment Opportunity (EEO) and Diversity Policy (D333374) ............................... 56
4.5
Recruitment and Selection Policy (D333373) ........................................................................... 62
4.6
Harassment, Bullying and Anti-Discrimination Policy (D333392)............................................ 71
4.7
Governance and Finance Report (D332428)........................................................................... 81
5.0
CLOSED SESSION - CONFIDENTIAL MATTERS ................................................ 95
7.0
CLOSURE ................................................................................................ 96
PAGE 5 Report to Governance and Finance Committee meeting on 28 July 2014
Agenda of a meeting of the Devonport City Council’s Governance and Finance Committee to be held at the Council Chambers, Fenton Way, Devonport on Monday, 21 July 2014 commencing at 6.00pm. PRESENT Present Chair
Ald J T Keay Ald S M Martin Ald G B Kent Ald L M Perry Ald A L Rockliff Ald W P Wilson
IN ATTENDANCE
1.0 APOLOGIES 2.0 DECLARATIONS OF INTEREST
ITEM 3.0
Apology
PAGE 6 Report to Governance and Finance Committee meeting on 28 July 2014
3.0 PROCEDURAL 3.1 PUBLIC QUESTION TIME 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.
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 3.0
PAGE 7 Report to Governance and Finance Committee meeting on 28 July 2014
3.1.1 Responses to Questions raised at prior meetings Nil 3.1.2 Questions on notice from the public At the time of compilation of the agenda no questions on notice from the public were received. 3.1.3 Questions without notice from the public
3.2 QUESTIONS ON NOTICE FROM ALDERMEN At the time of compilation of the agenda no questions on notice from Aldermen were received.
3.3 NOTICE OF MOTIONS At the time of compilation of the agenda no notices of motion were received.
ITEM 3.0
PAGE 8 Report to Council meeting on 28 July 2014
4.0
GOVERNANCE AND FINANCE REPORTS
4.1
PUBLIC INTEREST DISCLOSURES ACT 2002 - PROCEDURES MANUAL File: 17652 D331571
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 ensure that Council complies with its statutory obligations relating to the Public Interest Disclosures Act 2002.
BACKGROUND The main objective of the Public Interest Disclosures Act 2002 is to encourage and facilitate the making of disclosures of improper conduct (or detrimental action) by public officers and public bodies. The Act specifically includes local government in its definitions of “public body” and “public officer” and therefore applies to all councils (Refer Section 6.2 of the Procedures Manual). Under Section 38(1)(f) of the Public Interest Disclosures Act 2002, the Ombudsman is required to publish Guidelines and Standards to assist users of the Act in determining whether improper conduct (as defined in the Act) is serious or significant. These Guidelines are critical to the operation of the Act as they determine whether a disclosure is covered by the protections of the Act or whether the disclosure must be investigated. In May 2014, the Ombudsman provided notice to the General Manager that a modified version of the Model Procedures, previously established by their office in 2003, had been drafted. The Ombudsman encouraged all public bodies to adopt the revised Model Procedures. Council last reviewed and re-adopted the Procedures Manual on 20 June 2011.
STATUTORY REQUIREMENTS Council, as a “public body”, as referred to in the Public Interest Disclosures Act 2002, is required to comply with its statutory obligations under the Act, and to utilise the Procedures Manual in order to adhere to the Act’s provisions.
DISCUSSION The Ombudsman published Guidelines and Standards which incorporated revised Model Procedures for adoption by public bodies. It is a requirement of the Act that:
Each body establish procedures which comply with the Guidelines and Standards (S60(1));
That the public body submit its procedures to the Ombudsman for approval before their initial adoption (S60(3)); and
That the public body thereafter submit its procedures to the Ombudsman for approval once in each 3 year period following their initial approval (S60(3)). ITEM 4.1
PAGE 9 Report to Council meeting on 28 July 2014
COMMUNITY ENGAGEMENT No community consultation has been undertaken in respect of this report.
FINANCIAL IMPLICATIONS There are no financial implications associated with this report.
RISK IMPLICATIONS
Political/Governance Failure to comply with the Public Interest Disclosures Act 2002 is an offence, and the imposition of a penalty, in accordance with the Act, may apply.
CONCLUSION Council must review and adopt policies and procedural documents to ensure they remain relevant, accurate and comply with its legislative requirements. The changes made are consistent with Council’s previous Procedures Manual and in accordance with the Ombudsman’s revised Guidelines and Standards published in May 2014.
ATTACHMENTS 1.
Public Interest Disclosures Manual FINAL June 2014
RECOMMENDATION That it be recommended to Council that it: 1.
note the advice provided by the Ombudsman in relation to the review of Guidelines and Standards relating to the Public Interest Disclosures Act 2002; and
2.
adopt the attached Public Interest Disclosures Act 2002 Procedures Manual with immediate effect.
Author: Position:
Karen Hampton Governance Coordinator
Endorsed By: Position:
ITEM 4.1
Paul West General Manager
PAGE 10 Public P Interesst Disclosuress Manual FINA AL June 2014 4
ATTTACHMENT [1 1]
ITEM 4.1
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ATTTACHMENT [1 1]
ITEM 4.1
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ATTTACHMENT [1 1]
ITEM 4.1
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ATTTACHMENT [1 1]
ITEM 4.1
PAGE 14 Public P Interesst Disclosuress Manual FINA AL June 2014 4
ATTTACHMENT [1 1]
ITEM 4.1
PAGE 15 Public P Interesst Disclosuress Manual FINA AL June 2014 4
ATTTACHMENT [1 1]
ITEM 4.1
PAGE 16 Public P Interesst Disclosuress Manual FINA AL June 2014 4
ATTTACHMENT [1 1]
ITEM 4.1
PAGE 17 Public P Interesst Disclosuress Manual FINA AL June 2014 4
ATTTACHMENT [1 1]
ITEM 4.1
PAGE 18 Public P Interesst Disclosuress Manual FINA AL June 2014 4
ATTTACHMENT [1 1]
ITEM 4.1
PAGE 19 Public P Interesst Disclosuress Manual FINA AL June 2014 4
ATTTACHMENT [1 1]
ITEM 4.1
PAGE 20 Public P Interesst Disclosuress Manual FINA AL June 2014 4
ATTTACHMENT [1 1]
ITEM 4.1
PAGE 21 Public P Interesst Disclosuress Manual FINA AL June 2014 4
ATTTACHMENT [1 1]
ITEM 4.1
PAGE 22 Public P Interesst Disclosuress Manual FINA AL June 2014 4
ATTTACHMENT [1 1]
ITEM 4.1
PAGE 23 Public P Interesst Disclosuress Manual FINA AL June 2014 4
ATTTACHMENT [1 1]
ITEM 4.1
PAGE 24 Public P Interesst Disclosuress Manual FINA AL June 2014 4
ATTTACHMENT [1 1]
ITEM 4.1
PAGE 25 Public P Interesst Disclosuress Manual FINA AL June 2014 4
ATTTACHMENT [1 1]
ITEM 4.1
PAGE 26 Public P Interesst Disclosuress Manual FINA AL June 2014 4
ATTTACHMENT [1 1]
ITEM 4.1
PAGE 27 Public P Interesst Disclosuress Manual FINA AL June 2014 4
ATTTACHMENT [1 1]
ITEM 4.1
PAGE 28 Public P Interesst Disclosuress Manual FINA AL June 2014 4
ATTTACHMENT [1 1]
ITEM 4.1
PAGE 29 Public P Interesst Disclosuress Manual FINA AL June 2014 4
ATTTACHMENT [1 1]
ITEM 4.1
PAGE 30 Public P Interesst Disclosuress Manual FINA AL June 2014 4
ATTTACHMENT [1 1]
ITEM 4.1
PAGE 31 Public P Interesst Disclosuress Manual FINA AL June 2014 4
ATTTACHMENT [1 1]
ITEM 4.1
PAGE 32 Public P Interesst Disclosuress Manual FINA AL June 2014 4
ATTTACHMENT [1 1]
ITEM 4.1
PAGE 33 Public P Interesst Disclosuress Manual FINA AL June 2014 4
ATTTACHMENT [1 1]
ITEM 4.1
PAGE 34 Public P Interesst Disclosuress Manual FINA AL June 2014 4
ATTTACHMENT [1 1]
ITEM 4.1
PAGE 35 Public P Interesst Disclosuress Manual FINA AL June 2014 4
ATTTACHMENT [1 1]
ITEM 4.1
PAGE 36 Public P Interesst Disclosuress Manual FINA AL June 2014 4
ATTTACHMENT [1 1]
ITEM 4.1
PAGE 37 Public P Interesst Disclosuress Manual FINA AL June 2014 4
ATTTACHMENT [1 1]
ITEM 4.1
PAGE 38 Public P Interesst Disclosuress Manual FINA AL June 2014 4
ATTTACHMENT [1 1]
ITEM 4.1
PAGE 39 Public P Interesst Disclosuress Manual FINA AL June 2014 4
ATTTACHMENT [1 1]
ITEM 4.1
PAGE 40 Public P Interesst Disclosuress Manual FINA AL June 2014 4
ATTTACHMENT [1 1]
ITEM 4.1
PAGE 41 Public P Interesst Disclosuress Manual FINA AL June 2014 4
ATTTACHMENT [1 1]
ITEM 4.1
PAGE 42 Public P Interesst Disclosuress Manual FINA AL June 2014 4
ATTTACHMENT [1 1]
ITEM 4.1
PAGE 43 Public P Interesst Disclosuress Manual FINA AL June 2014 4
ATTTACHMENT [1 1]
ITEM 4.1
PAGE 44 Public P Interesst Disclosuress Manual FINA AL June 2014 4
ATTTACHMENT [1 1]
ITEM 4.1
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ATTTACHMENT [1 1]
ITEM 4.1
PAGE 46 Public P Interesst Disclosuress Manual FINA AL June 2014 4
ATTTACHMENT [1 1]
ITEM 4.1
PAGE 47 Public P Interesst Disclosuress Manual FINA AL June 2014 4
ATTTACHMENT [1 1]
ITEM 4.1
PAGE 48 Public P Interesst Disclosuress Manual FINA AL June 2014 4
ATTTACHMENT [1 1]
ITEM 4.1
PAGE 49 Public P Interesst Disclosuress Manual FINA AL June 2014 4
ATTTACHMENT [1 1]
ITEM 4.1
PAGE 50 Public P Interesst Disclosuress Manual FINA AL June 2014 4
ATTTACHMENT [1 1]
ITEM 4.1
PAGE 51 Report to Council meeting on 28 July 2014
4.2
ANNUAL GENERAL MEETING File: 27391 D332446
RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 5.2.3
Encourage community action and participation that results in increased well-being and engagement
SUMMARY Council is required to determine a date and venue for an Annual General Meeting (AGM), in accordance with the Local Government Act 1993.
BACKGROUND The East Devonport Community Plan 2014-2019 was unanimously adopted by Council at its meeting on 17 February 2014 (Min 34/14 refers): That the report be received and the East Devonport Community Plan 2014-2019 be adopted and implemented. Objective 10 (Enhanced engagement and local decision making) of the East Devonport Community Plan lists an associated action as “At least one Council general meeting to be held annually in East Devonport”.
STATUTORY REQUIREMENTS The Local Government Act 1993 states: 72B. Annual General Meeting (1)
A council must hold an Annual General Meeting on a date that – (a)
is not later than 15 December in each year; and
(b)
is not before 14 days after the date of the first publication of a notice under subsection (2).
(2)
A council must publish a notice on at least 2 separate occasions in a daily newspaper circulating in the municipal area or other prescribed newspaper specifying the date, time and place of the Annual General Meeting.
(3)
If a quorum of the council is not present – (a)
the Annual General Meeting is to be reconvened and held within 14 days; and
(b)
a notice is to be published in a daily newspaper circulating in the municipal area or other prescribed newspaper specifying the date, time and place of the Annual General Meeting.
(4)
Only electors in the municipal area are entitled to vote at an Annual General Meeting.
(5)
A motion at an Annual General Meeting is passed by a majority of votes taken by a show of hands or by any other means of ascertaining the vote the council determines. A motion passed at an Annual General Meeting is to be considered at the next meeting of the council.
(6)
ITEM 4.2
PAGE 52 Report to Council meeting on 28 July 2014
(7)
The general manager is to keep minutes of the Annual General Meeting.
DISCUSSION Although the AGM is not a “general meeting” as outlined in the action, it is considered a sound approach to hold the AGM in East Devonport this year to determine future suitability and capability for future meetings. The AGM is much shorter and requires less technological support than an ordinary Council meeting, and therefore an easier meeting to relocate. In 2013, Council’s AGM was held at the Bass Strait Maritime Centre both as promotion for the newly opened centre and to start a process of trying to engage more broadly with the community through the AGM. At this stage the proposed date for the AGM is Thursday 16 October 2014. This date would allow for the AGM to be held prior to Council elections. It will however be dependent on the completion of the statutory requirements in relation to the finalisation of the Annual Financial Statement and preparation of the Annual Report.
COMMUNITY ENGAGEMENT The Eastern Shore Special Committee has been consulted and is supportive of the AGM being held in East Devonport. This would satisfy the action as per the East Devonport Community Plan 2014-2019.
FINANCIAL IMPLICATIONS There are no financial implications as a result of this report. Costs of holding the AGM are factored into the budget and no additional expenditure will be incurred by holding the event at a location in East Devonport.
RISK IMPLICATIONS Failure to hold an AGM will result in a breach of the Act.
CONCLUSION The Annual General Meeting at the East Devonport Recreation Centre would adequately respond to the objective as outlined in the East Devonport Community Plan 2014-2019.
ATTACHMENTS Nil
RECOMMENDATION That it be recommended to Council that the report of the Executive Manager Corporate and Business Services be received and that Council confirm: (a)
that the Annual General Meeting will be held at the East Devonport Recreation Centre; and
(b)
a provisional date (to be confirmed) for the Annual General Meeting be Thursday 16 October 2014, commencing at 6:00 pm.
Author: Position:
Shane Crawford Executive Manager Corporate and Business Services
Endorsed By: Position:
ITEM 4.2
Paul West General Manager
PAGE 53 Report to Council meeting on 28 July 2014
4.3
ELECTED MEMBERS' EXPENDITURE REPORT File: 22947 D333893
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 June: Mayor Steve Martin $ $ $ $ $ $
73.66 681.82 90.91 373.15 31.81 80.00
Mobile telephone expenses LGAT registration fee “Bridges out of poverty” workshop fee Accommodation – Hobart Meal expenses Devonport Basketball Council awards night
Alderman Kent $
681.82
LGAT Registration fee
Alderman Hollister $ 681.82
LGAT Registration fee
Aldermen Goodwin $ 681.82
LGAT Registration fee
Aldermen $
453.25
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 4.3
PAGE 54 Report to Council meeting on 28 July 2014
COMMUNITY ENGAGEMENT There was no community engagement as a result of this report.
FINANCIAL IMPLICATIONS Mayoral and Aldermen expenses are costed to the general ledger account for Aldermen 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 - June, 2014
RECOMMENDATION That it be recommended to Council that the report advising of Mayoral and Aldermanic expenditure be received and noted.
Author: Position:
Karen Hampton Governance Coordinator
Endorsed By: Position:
ITEM 4.3
Paul West General Manager
PAGE 55 Cumulative Totals - YTD - June, 2014
ATTACHMENT [1]
CUMULATIVE TOTALS ‐ YEAR TO DATE
Aldermen Expenses Conference/ Professional Accomm & Development Meal Attendance expenses
Deputy Mayoral Allowance
Alderman Allowance
Mileage R'ments
19,882
11,004
416
2,456
15,156
19,882
416
800
Ald Cole
19,882
416
Ald Goodwin
19,882
416
1,731
Alderman
Mayoral Allowance
Mayor Martin
48,952
Deputy Mayor Kent
I'Pads
5,072
Meeting expenses
Phone
Other
Total
437
639
380
$ 89,238 $ 36,254 $ 20,298 $ 22,029
Ald Hollister
19,882
418
5,536
Ald Jarman
19,882
416
449
Ald Keay
19,882
416
$ 20,298
Ald Laycock
19,882
416
$ 20,298
Ald Perry
19,882
Ald Rockliff
19,882
416
$ 20,298
Ald Squibb
19,882
416
$ 20,298
Ald Wilson
19,882
430
$ 20,312
464
416
1,246
139
$ 27,221 $ 20,747
558
$ 21,320
Other Non Attributable TOTAL
$ 48,952
$ 15,156
$ 238,584
$ 10,551
$ 5,008
$ 11,530
$ 6,318
$ 437
$ 639
Note: Council provides a motor vehicle for use by the Mayor ‐ the cost of this vehicle is shown in the Mileage column.
ITEM 4.3
$ 519
$ 338,611
PAGE 56 Report to Council meeting on 28 July 2014
4.4
EQUAL EMPLOYMENT OPPORTUNITY (EEO) AND DIVERSITY POLICY File: 25581 D333374
RELEVANT PORTFOLIO General Manager RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 5.7.3
Ensure Human Resource policies, procedures and management systems support effective Council service delivery
SUMMARY To adopt an Equal Employment Opportunity and Diversity Policy.
BACKGROUND As stated in the policy, Devonport City Council aims to ensure that all employees and applicants for employment receive equality of opportunity and employment decisions free from unlawful discrimination. All people regardless of gender, race, colour, age, marital or parental status, sexual preference, disability or religious belief have the right to be given fair consideration for a job, or other job related benefits such as staff training and development.
STATUTORY REQUIREMENTS There are a range of legislative instruments that relate to equal employment opportunity and diversity, including: • • • • •
Fair Work Act 2009 (Commonwealth) Anti-Discrimination Act 1998 (Tasmania) Human Rights and Equal Employment Opportunity Act 1986 (Commonwealth) Sex Discrimination Act 1984 (Commonwealth) Racial Discrimination Act 1975 (Commonwealth) Human Rights and Equal Opportunity Commission Act 1986 (Commonwealth) Disability Discrimination Act 1992 (Commonwealth)
Section 63 of the Local Government Act 1993 states: (1)
(2)
The general manager of a council may – (a)
appoint persons as employees of the council; and
(b)
allocate duties to employees; and
(c)
control and direct employees; and
(d)
suspend or dismiss employees.
The general manager is to develop human resource practices and procedures in accordance with policies of the council to ensure employees of the council receive fair and equitable treatment without discrimination.
DISCUSSION Whilst this is the first policy Council has had in relation to equal employment opportunity and diversity, Council has a strong background in gender equity. ITEM 4.4
PAGE 57 Report to Council meeting on 28 July 2014
In September 2010, Council adopted (min 237/10 refers): “That Council: 1.
Participate in the National accreditation and award program 50:50 Vision and Councils for Gender Equity.
2.
Endorse the following Statement of Commitment; “We will work towards increasing the representation of women in Local Government, both as elected members and senior managers and professionals. We will undertake ongoing reviews of policies and practices to remove barriers to women’s participation and to engender safe, supportive working and decision-making environments that encourage and value a wide range of views.”
3.
Develop a project which aims to address gender equity issues in some way – this can be a project which addresses gender equity issues within the organisation or looks at gender equity among elected representatives, or both.”
As supporting information to this notice of motion, some of the pertinent points stated:
The 50:50 Vision – Councils for Gender Equity Program seeks to work with all Councils to: 1.
increase the number of skilled women in the Local Government sector, both at elected and senior level positions;
2.
drive cultural change in what continues to be a male dominated industry; and
3.
make an important contribution to building excellence and the long term workforce capacity with the Local Government sector.
The Devonport City Council supports an inclusive workplace where employee differences in areas like gender, age, culture, disability and lifestyle choice are valued.
Currently, Devonport City Council reflects the diversity of our internal population and customer base – particularly in terms of gender and cultural diversity. The opportunity to participate in the program highlights Council’s existing approach which enhances diversity in decision making increasing our capacity to reflect the interests, concerns and needs of our community.
Following this decision, a number of related tasks have been undertaken, culminating in a 50:50 Vision Gender Equity Silver Award in 2013. This award was for successfully demonstrating: -
Gender ratios with future targets for improving equity
-
A commitment to addressing gender equity issues as part of Corporate Policy
-
Evidence of commitment to addressing gender equity issues
-
Policies and/or strategies reflecting actions for gender equity in the future
A Gender Equity Policy is currently in place which applies to all staff, volunteers and work placement participants at the Devonport City Council.
ITEM 4.4
PAGE 58 Report to Council meeting on 28 July 2014
COMMUNITY ENGAGEMENT No community consultation has been undertaken as part of this report. A copy of the policy will be made available to the public on Council’s website once adopted.
FINANCIAL IMPLICATIONS There are no financial implications as a result of this report.
RISK IMPLICATIONS
Industrial Relations/Personnel Poor human resources procedures can have a significant detrimental effect on the performance and reputation of Council
Contractual/Legal Poor practices in relation to recruitment and selection may lead to a breach of legislative requirements and lengthy legal disputes.
CONCLUSION It is recommended that Council adopt the attached Equal Employment Opportunity and Diversity Policy.
ATTACHMENTS 1.
Equal Employment Opportunity (EEO) and Diversity Policy - CP GM HR 024 V1(2)
RECOMMENDATION That it be recommended to Council that the report of the Executive Manager Corporate and Business Services be received and that Council adopt the Equal Employment Opportunity and Diversity Policy with immediate effect.
Author: Position:
Shane Crawford Executive Manager Corporate and Business Services
Endorsed By: Position:
ITEM 4.4
Paul West General Manager
PAGE 59 Equal E Employ yment Opporrtunity (EEO) and Diversity y Policy - CP GM HR 024 V1(2) V
ITEM 4.4
ATTTACHMENT [1 1]
PAGE 60 Equal E Employ yment Opporrtunity (EEO) and Diversity y Policy - CP GM HR 024 V1(2) V
ITEM 4.4
ATTTACHMENT [1 1]
PAGE 61 Equal E Employ yment Opporrtunity (EEO) and Diversity y Policy - CP GM HR 024 V1(2) V
ITEM 4.4
ATTTACHMENT [1 1]
PAGE 62 Report to Council meeting on 28 July 2014
4.5
RECRUITMENT AND SELECTION POLICY File: 21940 D333373
RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 5.7.3
Ensure Human Resource policies, procedures and management systems support effective Council service delivery
SUMMARY This report is to adopt a Recruitment and Selection Policy for Council.
BACKGROUND Whilst compliance with legislative requirements has been in recruitment and selection practice at Devonport City Council, a formal policy has not previously been adopted. In accordance with the Local Government Act 1993, the Council is responsible for appointing a General Manager, whilst the General Manager is responsible for the appointment of all other employees of the Council.
STATUTORY REQUIREMENTS Section 63 of the Local Government Act 1993 states: (1)
(2)
The general manager of a council may – (a)
appoint persons as employees of the council; and
(b)
allocate duties to employees; and
(c)
control and direct employees; and
(d)
suspend or dismiss employees.
The general manager is to develop human resource practices and procedures in accordance with policies of the council to ensure employees of the council receive fair and equitable treatment without discrimination.
DISCUSSION As stated in the policy, Council aims to ensure the process for recruitment and selection is based upon the principles of merit, equal employment opportunity and confidentiality. Effective employee selection and the subsequent management of employees are critical to the success of the Council and the provision of services to the community. This success depends on Council’s ability to identify, attract, retain and develop employees. Council aims to attract and appoint highly skilled and motivated employees who meet agreed objectives and performance goals. For every recruitment and selection decision, the General Manager will aim to ensure the best person for the job is appointed.
COMMUNITY ENGAGEMENT No community consultation has been undertaken as part of this report. The policy will be made available to the public on Council’s website.
FINANCIAL IMPLICATIONS There are no financial implications as a result of this report.
ITEM 4.5
PAGE 63 Report to Council meeting on 28 July 2014
RISK IMPLICATIONS
Industrial Relations/Personnel Poor recruitment and selection procedures can have a significant detrimental effect of the overall performance of Council.
Contractual/Legal Poor practices in relation to recruitment and selection may lead to a breach of legislative requirements and lengthy legal disputes.
CONCLUSION It is recommended that Council adopt the attached Recruitment and Selection Policy.
ATTACHMENTS 1.
Recruitment and Selection Policy - CP 022 v1(2)
RECOMMENDATION That it be recommended to Council that the report of the Executive Manager Corporate and Business Services be received and that Council adopt the Recruitment and Selection Policy with immediate effect.
Author: Position:
Shane Crawford Executive Manager Corporate and Business Services
Endorsed By: Position:
ITEM 4.5
Paul West General Manager
PAGE 64 Recruitment R and Selection n Policy - CP 022 v1(2)
ATTTACHMENT [1 1]
ITEM 4.5
PAGE 65 Recruitment R and Selection n Policy - CP 022 v1(2)
ATTTACHMENT [1 1]
ITEM 4.5
PAGE 66 Recruitment R and Selection n Policy - CP 022 v1(2)
ATTTACHMENT [1 1]
ITEM 4.5
PAGE 67 Recruitment R and Selection n Policy - CP 022 v1(2)
ATTTACHMENT [1 1]
ITEM 4.5
PAGE 68 Recruitment R and Selection n Policy - CP 022 v1(2)
ATTTACHMENT [1 1]
ITEM 4.5
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ATTTACHMENT [1 1]
ITEM 4.5
PAGE 70 Recruitment R and Selection n Policy - CP 022 v1(2)
ATTTACHMENT [1 1]
ITEM 4.5
PAGE 71 Report to Council meeting on 28 July 2014
4.6
HARASSMENT, BULLYING AND ANTI-DISCRIMINATION POLICY File: 17080 D333392
RELEVANT PORTFOLIO General Manager RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 5.7.3
Ensure Human Resource policies, procedures and management systems support effective Council service delivery
SUMMARY This report is to adopt a Council Policy relating to Harassment, Bullying and AntiDiscrimination.
BACKGROUND The Devonport City Council values diversity in the workplace and, as such, is committed to ensuring it provides and maintains a safe and positive workplace, free from unlawful discrimination, harassment and bullying. This policy, which has previously been adopted by management, is presented to Council for adoption to show a full Council commitment to ensuring that it’s workplace culture is free from harassment, bullying and discrimination. Aldermen have previously approved their Code of Conduct which outlines expected behaviours relating to bullying, harassment and anti-discrimination.
STATUTORY REQUIREMENTS There are a range of legislative instruments that relate to bullying, harassment and antidiscrimination including the: Anti-Discrimination Act 1998 Equal employment Opportunity Act 1984 (Commonwealth) Local Government Act 1993 (Tasmania), in particular Section 63 (1) and (2) Racial Discrimination Act 1975 (Commonwealth) Human Rights and Equal opportunity Commission Act 1986 (Commonwealth) Disability Discrimination Act 1992 (Commonwealth) Fair Work Act 2009 (Commonwealth) Sex Discrimination Act 1984 (Commonwealth) Work Health and Safety Act 2012 Section 63 (2) of the Local Government Act 1993 states that: “The general manager is to develop human resource practices and procedures in accordance with policies of the council to ensure employees of the council receive fair and equitable treatment without discrimination” Council’s Code of Conduct operates within the framework of the Local Government Act 1993, the Local Government (General) Regulations 2005 and the Local Government (Meeting Procedures) Regulations 2005.
DISCUSSION Council recognises its responsibility to abide by legislative requirements and desire to be considered an Employer of Choice. A policy of this nature will assist with both aims. ITEM 4.6
PAGE 72 Report to Council meeting on 28 July 2014
COMMUNITY ENGAGEMENT Community engagement has not been undertaken as a result of this report, however, the attached policy has been reviewed by the Office of the Anti-Discrimination Commissioner for accuracy and relevance. The policy will also be made available to the public on Council’s website.
FINANCIAL IMPLICATIONS There are no financial implications as a result of this report.
RISK IMPLICATIONS
Work Health and Safety Workplace Safety, including protection from bullying, is an imperative and legislated task of any employer.
Contractual/Legal Poor practices or lack of information regarding Harassment, Bullying and AntiDiscrimination Policy may lead to a breach of legislative requirements.
CONCLUSION It is recommended Council adopt the attached policy relating to Harassment, Bullying and Anti-Discrimination Policy
ATTACHMENTS 1.
Harassment, Bullying and Anti-Discrimination Policy - CP 023 v1
RECOMMENDATION That it be recommended to Council that the report of the Executive Manager Corporate and Business Services be received and that Council adopt the Harassment, Bullying and Anti-Discrimination Policy with immediate effect.
Author: Position:
Shane Crawford Executive Manager Corporate and Business Services
Endorsed By: Position:
ITEM 4.6
Paul West General Manager
PAGE 73 Harassment, H Bullying and Anti-Discrimination Policy y - CP 023 v1 1
ITEM 4.6
ATTTACHMENT [1 1]
PAGE 74 Harassment, H Bullying and Anti-Discrimination Policy y - CP 023 v1 1
ITEM 4.6
ATTTACHMENT [1 1]
PAGE 75 Harassment, H Bullying and Anti-Discrimination Policy y - CP 023 v1 1
ITEM 4.6
ATTTACHMENT [1 1]
PAGE 76 Harassment, H Bullying and Anti-Discrimination Policy y - CP 023 v1 1
ITEM 4.6
ATTTACHMENT [1 1]
PAGE 77 Harassment, H Bullying and Anti-Discrimination Policy y - CP 023 v1 1
ITEM 4.6
ATTTACHMENT [1 1]
PAGE 78 Harassment, H Bullying and Anti-Discrimination Policy y - CP 023 v1 1
ITEM 4.6
ATTTACHMENT [1 1]
PAGE 79 Harassment, H Bullying and Anti-Discrimination Policy y - CP 023 v1 1
ITEM 4.6
ATTTACHMENT [1 1]
PAGE 80 Harassment, H Bullying and Anti-Discrimination Policy y - CP 023 v1 1
ITEM 4.6
ATTTACHMENT [1 1]
PAGE 81 Report to Council meeting on 28 July 2014
4.7
GOVERNANCE AND FINANCE REPORT File: 29468 D332428
RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 5.4.1
Provide timely, efficient, consistent and quality services which are aligned with and meet our customers needs
SUMMARY This report provides a summary of the activities undertaken in the following areas of Council:
Corporate and Business Services; Governance; and Organisational Performance department.
BACKGROUND This report is provided to the Governance and Finance Committee every two months and aims to update the Aldermen and the community on matters of interest. The function areas of Council covered by this report include: Governance
Property Management
Financial Reporting
Legal Issues
Strategic and Operational Plans Corporate Communication
Customer Service Financial Strategy and Management
Human Resources
- Revenue and Rating
Partnerships
- Grants
Risk Management and Insurances
- Loan Borrowings
Information Technology Budget Management
- Compliance - Related Policies
Economic Development
- Financial Reporting
Car Parking
STATUTORY REQUIREMENTS Council is required to comply with the provisions of the Local Government Act 1993 and other legislation.
DISCUSSION GOVERNANCE 1.
Governance and Legal Matters 1.1
No claims have been received for information during May or June, 2014 from the Ombudsman, Integrity Commission or under the Public Interest Disclosures Act or Right to Information Act. Council has previously been advised of an enquiry made by the Ombudsman’s Office following a complaint, relating to the tender process for the Devonport Aquatic Centre operational contract. The Ombudsman’s Office has now advised that the matter is closed.
ITEM 4.7
PAGE 82 Report to Council meeting on 28 July 2014
1.2
A review of Council’s tender processes has commenced and a suite of documents prepared to ensure compliance with Council’s Code for Tenders and Contracts. The Code is currently being reviewed and a revised Code will be presented to the September meeting of the Governance and Finance Committee. In the meantime, the process for assessing tenders and the information provided to Council for decision making purposes has been considerably improved.
1.3
Council’s General Manager and Governance Coordinator attended a Directions Hearing regarding an overdue rates matter at the Devonport Magistrates Court on 18 June. The matter was set down for a Summary Judgement Hearing on 11 July. The Magistrate determined that the matter be held over until 5 September to give him time to consider further information but he advised that he will make a decision on the matter prior to that date and advise both parties accordingly. Council’s solicitor has lodged a request for costs to be awarded against the Plaintiff which the Magistrate will consider on 5 September. A Notice to Appear was received on Friday 18 July advising that the matter has been listed for Mention at the Magistrates Court on Tuesday August 5.
2.
Strategic and Annual Plans 2.1
All legislative matters pertaining to the adoption of the Annual Plan 2014/15 have been completed. Copies of the document have been provided to the Director for Local Government and the Director of Public Health. Copies of the Annual Plan are available from Council’s customer service area, for viewing at the LINC and on Council’s website. The rates resolution was advertised in The Advocate on the 2 July 2014.
2.2
Council officers have commenced compilation of the 2014 Annual Report. A separate report on this agenda discusses the arrangements for the conduct of the Annual General Meeting.
ORGANISATIONAL PERFORMANCE 3.
Organisational Performance 3.1
The statutory Financial Report for the year ended 30 June 2014 is currently being finalised.
3.2
The next meeting of the Audit Panel is scheduled for 11 August. Draft financial statements for the 2013/14 year will be available for this meeting.
3.3
Representatives from the Tasmanian Audit Office will commence the 2013/14 end of year audit on 11 August.
CORPORATE SERVICES 4.
Records Management 4.1
From 1 July Council has ceased use of the DX Mail service. The infrequent use of this service did not justify the annual registration fee so it is seen as a cost saving measure ($2,000 per annum) to use alternate mail options.
4.2
As part of the overall program to rationalise and centralise mail services, the PO Box used exclusively by the East Devonport Recreation Centre has been closed. Not only does this provide financial benefit to Council, but it is an improved risk ITEM 4.7
PAGE 83 Report to Council meeting on 28 July 2014
management practice to ensure all mail is directed to a central location for recording and monitoring. 4.3
5.
A graph showing the number of incoming mail (registered through Council’s record management system) and outgoing mail (via Australia Post) is shown below:
Risk Management and Insurance 5.1
The Insurance Renewal process for the 2014/15 financial year has been completed. Information is available to Aldermen as part of a closed report in this agenda.
5.2
Two targeted risk appraisals have recently been undertaken by MAV Insurance. The appraisals covered the areas of Events Management and Road Closures. Recommendations for improvement were attached to each report and Action Plans will be developed to ensure implementation of the recommendations. Both reports indicated only minor improvements were required. These appraisals replace the annual risk audit relating to public liability and professional indemnity.
5.3
Worksafe Tasmania in consultation with Devonport City Council will bring Worksafe Month activities to Devonport in October this year. This is the first time activities will be held in Devonport. Activities will include sessions focusing on Work, Health and Safety Management Systems, Better Work Tasmania, Zero Harm Workplaces, Marine Safety, Heavy Vehicle Reforms, Manual Handling and many other activities to be confirmed.
ITEM 4.7
PAGE 84 uncil meeting on o 28 July 2014 4 Report to Cou
5.4
A table showing the e number of workerss compenssation claim ms over the e past five e financial years is sett out below w: Policy Ye ear ending 30 June
Num mber of Work kers Compe ensation Claim ms lodged with w Council’s Insurer
Gross value e incurred by the Insurer I
2014
8 claims c
$ 20,368.14
2013*
13 claims
$201,191.96
2012
13 claims
$140,681.41
2011
17 claims
$395,319.38
2010
17 claims
$ 64,609.24
*A claim re emains ope en in 2013.
5.5
New Worrkers Comp pensation c claims for the t period Month April May June
5.6
mber of Cla aims Num 0 1 0
Continuin ng Workerss Compenssation Claims One claim m was fina alised durin g the above period. One claim m remains open:
5.7
Injurred workerr is particip pating in a Return to Work W and IInjury Management Plan n.
Safety Im mprovemen nts Outlined are a num mber of safe ety improv vements recently und dertaken: DECC Serrver Room upgrade Late last year, a major m tidy up and upgrade off the DECC R wass C Server Room undertak ken. A new w rack wass installed and a any un nused cab bling and equipment e t was remo oved. The condition of the roo om prior to the upgra ade posed a high risk k for staff using u the ro oom.
DECC – Im mproved Risk R Assessm ment Process assessmen As part of o an imprroved risk a nt process for perform mances held at the e ed to improve risk DECC, a procedu ure and c checklist has been formulate k managem ment prac ctices for all events held at the facilityy. The che ecklist hass been de eveloped based o on a risk assessment formatt, and co overs riskss ITEM 4.7
PAGE 85 uncil meeting on o 28 July 2014 4 Report to Cou
associate ed with the e holding o of performa ances. The e checklistt is partly completed c d prior to setting up for an eve ent (a pre--assessmen nt) and alsso during the t actuall set up phase. As risks are iidentified, control measures m a are implem mented to o reduce th he risk expo osure. Line Mark king With stafff being enc couraged to reverse park into parking sp pots in the interests i off safety, it was raise ed as a su uggestion via the Im mproveme nt Registe er that the e corners of o each pa arking spac ce in the Chambers C car park b be painted d to clearly y demarca ate each spot. s Prev viously, a lig ght colourr paver ma arked the corners off each spa ace – the lightness off the colou ur of the pavers mad de it difficu ult to see iff you were e within the e parking sp pace whe en reverse parking. p Pedestria an Pathway y at the Op perations Centre C It was ide entified tha at there wa as an oppo ortunity to improve p pedestrian pathwayss around the t Opera ations Cen ntre, as well w as ad dopting a safer way to park k Operations vehicless. f Ope rational sttaff and the Safety Committe ee, it wass Through an idea from d that visito ors and st aff at the Operations Centre whom en ntered the e identified yard, wo ould often walk in t he middle e of the ro oad, thus being in the traffic c thorough hfare. It wa as suggestted that a defined pathway, p o one running g from the e civil shed d and anotther on the e western side s of the administra ation building, would d assist in directing d pedestrian p traffic as they t walke ed to and from the yard. The e placeme ent of the yellow lin nes as a defined d walkway w ha as improve ed safety.. Additiona ally, the ad doption of reverse pa arking at th he Operattions Centrre has also o improved d visibility and a enhan nced safetty for vehic cle operattors and pedestrians p s alike.
5.8
o reported d incidentss Number of There we ere 89 interrnal incide ents reported in the 2013/14 fin nancial ye ear and 41 external incidents. The tabless below ind dicate the type of inc cident.
Incid dent Type Internal: I Personal Injury
Property Damage
Motor Vehiclle
Near Hitt
Hazard
Report Only
Procedural
Non Conform ance
32
26
15
9
1
4
1
1
Incid dent Type External: E Personal Injury
Property Damage
Motor Vehiclle
Hazard
20
10
10
1
ITEM 4.7
PAGE 86 Report to Council meeting on 28 July 2014
6.
Human Resources 6.1
Three policies have been provided as separate reports as part of this agenda:
6.2
Recruitment and Selection Policy Harassment, Bullying and Anti-Discrimination Policy Equal Employment Opportunity (EEO) and Diversity Policy Staff positions currently being recruited are as set out in the table below:
6.3
6.4
Position
Department
Education and Public Programs officer
Community Services
Community Engagement Officer
General Management
Works Supervisor (Internal Recruitment)
Infrastructure Works and Development
City Engineer (Internal Recruitment)
Infrastructure Works and Development
Technical Support Supervisor (Internal Recruitment)
Infrastructure Works and Development
Staff Appointments in April, May and June 2014 are detailed below: Position
Name
Department
Casual Attendants (Casual Pool)
Kerry Rickwood, Joshua van Essen, Elise Davey
Community Services
Customer Services Coordinator (Internal)
Danielle Harvey
Corporate and Business Services
Customer Service Officer x 2 (Internal)
Barbara Boutcher, Lesa McConnon
Corporate and Business Services
Executive Manager Corporate & Business Services (Internal)
Shane Crawford
Corporate and Business Services
Executive Manager Community Services (Internal)
Evonne Ewins
Community Services
Marketing & Promotion Officer (Internal)
Anna Morath
Community Services
Deputy General Manager (Internal)
Matthew Atkins
Infrastructure Works and Development
Executive Manager Organisational Performance (Internal)
Kym Peebles
Organisational Performance
Development & Health Services Manager ((Internal)
Brian May
Infrastructure Works and Development
Staff departures during April, May and June 2014 are detailed below: Position
Name
Department
Date Effective
City Infrastructure Manager
Andrew Rundle
Infrastructure Works and Development
30 April 2014
Education and public Programs Officer
Astrid Joyce
Community Services
2 May 2014
Parks and Reserves Serviceperson
Kenneth Bye
Infrastructure Works and Development
9 May 2014
City Engineer
Simon Heung
Infrastructure Works and Development
6 June 2014
Parks and Reserves Serviceperson
Joseph Flay
Infrastructure Works and Development
1 July 2014
Waste Management Serviceperson
Ronald Hay
Infrastructure Works and Development
25 July 2014
Visitor Information Centre Coordinator
Anne-Maree Snell
Community Services
6 November 2014
Travel Consultant/ Volunteer Administrator
Patricia Vincent
Community Services
4 March 2015
ITEM 4.7
PAGE 87 Report to Council meeting on 28 July 2014
6.5
Enterprise Agreement As previously advised to Council a new enterprise agreement has been negotiated and accepted by the employees via a vote on 16 April, 2014. An application was subsequently made for approval of the Devonport City Council Enterprise Agreement 2014 with the Fair Work Commission. The Commission approved the agreement, and, in accordance with section 54 of the Fair Work Act 2009, it will operate from 16 July 2014. The nominal expiry date of the Agreement is 30 June 2017.
7.
8.
Customer Service 7.1
Additional resources have been added to the Customer Service and training of new team members is underway. Opening hours of the Best Street Office Customer Service area have been extended from 8.30am until 5.00pm with effect from 1 July 2014.
7.2
The major project in the Information Technology Capital budget for 2013/14 was to replace the existing telephone system at 44-48 Best Street with an updated system that can provide additional features, provide an enhanced user experience, reduce costs where possible as well as reduce the maintenance and administration burden on IT staff. Following an extensive evaluation process, Mitel was the preferred solution, integrating with a video conferencing system. The new telephone system was implemented and became operative on Friday 27 June 2014.
7.3
The new telephone system will allow for greater reporting capacity for the Customer Service team, including number of calls, length of calls and time taken to respond to calls. Data will be progressively provided as a part of this report on future meeting agendas.
Finance 8.1
Council at its meeting on 19 May 2014 authorised the borrowings required to fund the purchase of the property at 20-26 Best Street, Devonport. The resolution of Council was as follows (min. no. 128/14 refers): That Council: 1.
authorise the drawdown of a $2,000,000 interest only loan with Tascorp at a rate of 4.49% over 5 years;
2.
note that an application for an additional loan borrowing allocation of $2,450,000 is awaiting approval from Treasury;
3.
note the use of cash reserves to fund the balance of the purchase price at settlement if approval from Treasury is not received by 30 May, 2014; and
4.
authorise the drawdown of a $2,450,000 interest only loan over a five year term once Treasury approval has been secured.
The balance funds of $2,400,000 approved as borrowings in the 2014/15 financial year has now been drawn down. The term of the interest only loan is for 5 years at a rate of 3.93%. 8.2
Rates notices for the 2014/15 year have been prepared and sent to 12,071 ratepayers. The table below summarises the rates raised across each category for the current financial year. ITEM 4.7
PAGE 88 Report to Council meeting on 28 July 2014
2014-2015 Rates & Charges No. of Properties
AAV’s General Rate General rate Commercial General rate Industrial General rate Multiple Residential General Rate Single Residential Dwelling General Rate Primary Production General Rate Vacant Land Waste Management Fee Total
Rate
Amount Raised
11,312,030
152
0.142950
1,617,055
26,555,630
550
0.142950
3,796,127
14,958,286
263
0.142950
2,138,287
5,702,237
215
0.142950
815,135
116,484,994
10,042
0.097225
11,325,254
4,363,520
143
0.069928
305,132
3,120,720
706
0.142950
382,238
Total $
20,379,228 3,401,968
182,497,417
12,071
23,781,195
The single residential dwelling category above includes a remission to high value property owners of $218,011.07. 8.3
During the 2014 financial year, Council issued 911 Section 132 certificates under the Local Government Act, 1993 (Certificate of Liabilities) in relation to rates on properties. This information is a good indicator of property sales in the municipality. A comparison of the 2014 year to the previous two years is shown below.
BUSINESS SERVICES 9.
Property Management 9.1
Tenanted commercial properties currently managed by Collins Real Estate are as follows: 6-10 Steele Street – Goodstone Group 62 Stewart Street – Community Legal Centre Abel Tasman Caravan Park, East Devonport Mersey Bluff Caravan Park Thai Imperial Courthouse Café ITEM 4.7
PAGE 89 Report to Council meeting on 28 July 2014
Currently, there are three vacant commercial rentals: 13 Oldaker Street (former Repco building) 21-23 King Street 25 King Street 9.2
10.
Other properties managed directly by Council include the Harvey Norman building and the Surf Club complex (including Drift Café and Mrs Jones Restaurant).
Parking 10.1 New Pay & Display Voucher machines – new machines with credit card and coin payment facilities have been installed in eight (8) Council car parks. The 9th car park, Best Street, has not been upgraded as it is listed in the 2014/15 capital budget for the Pay As You Leave (PAYL) project. 10.2 In accordance with section 4A(3) of the Penalty Units and Other Penalties Act 1987 an order has been made to increase the value of a penalty unit from $130 to $140 effective 1 July 2014. The title of this order is Penalty Units and Other Penalties Order 2014. Accordingly infringements have been increased in line with this Order. 10.3 Prairie Signmakers have met with Council staff and will be submitting a written proposal for a revised advertising trial, for advertising on parking machines. 10.4 Edward Street Car Park Improvements – the existing car park in Edward Street was upgraded to more effectively incorporate the leased area to the south. The upgrade included the new parking machine, resealing the area and improvements to stormwater drainage. The layout of the car park was revised to comply with current Australian Standards. 10.5 Graphs showing the capacity and average utilisation of car parks and street meters are shown below:
ITEM 4.7
PAGE 90 Report to Council meeting on 28 July 2014
10.6 During the 2013-14 financial year Council issued approximately 30,000 parking infringements.
11.
Devonport Entertainment and Convention Centre (DECC) 11.1 Statistical information relating to the Devonport Entertainment and Convention Centre is attached to this report covering the 2013/14 financial year. Future reports will focus on the months completed (year to date) performance.
12.
Information Technology 12.1 The IT Capital Program for 2013/14 included 21 tasks at an estimated value of $293,000. At the end of the financial year, 14 of these tasks have been completed, with five tasks removed from the program and two items that were carried forward. There are some residual tasks resulting from some of these jobs that will be completed throughout July prior to commencing the rollout of the 2014/15 capital program.
CORPORATE COMMUNICATION 13.
Corporate Communication 13.1 The most common online customer enquiries include rates queries, new wheelie bins, parking infringements and cemetery fees. Council utilises social media to inform the public on a range of topics. The most popular social media and ITEM 4.7
PAGE 91 Report to Council meeting on 28 July 2014
promotion topics over the month of May and June included; road closures, positions advertised at Council, free parking days, sports ground closures, change of garbage collection days, school holiday programs and performances at the Devonport Entertainment and Convention Centre. A range of information was developed and published during June, including the Community Newsletter, Budget publications, National Families Week, Pirate Day, Volunteer Week, Jazz promotion etc.
COMMUNITY ENGAGEMENT The information provided 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 in 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.
Devonport Entertainment and Convention Centre Report to Council 2013/14
RECOMMENDATION That it be recommended to Council that the Governance and Finance report be received and noted.
Author:
Shane Crawford, Kym Peebles, Karen Hampton
Endorsed By: Position:
ITEM 4.7
Paul West General Manager
PAGE 92 Devonport D En ntertainment and Convention Centre R Report to Cou uncil 2013/14 4
ITEM 4.7
ATTTACHMENT [1 1]
PAGE 93 Devonport D En ntertainment and Convention Centre R Report to Cou uncil 2013/14 4
ITEM 4.7
ATTTACHMENT [1 1]
PAGE 94 Devonport D En ntertainment and Convention Centre R Report to Cou uncil 2013/14 4
ITEM 4.7
ATTTACHMENT [1 1]
PAGE 95
5.0
CLOSED SESSION
RECOMMENDATION That in accordance with Regulation 15 of the Local Government (Meeting Procedures) Regulations 2005 the following items be dealt with in Closed Session;
Item No
Matter
Local Government (Meeting Procedures) Regulations 2005 Reference
5.1
Housing Tasmania
Clause 15(2)(j)
5.2
Insurance - Claims and Premiums
Clauses 15(2)(f)and (h)
5.3
Grants and Benefits - 2013/14 Financial Clause 15(2)(j) Year
ITEM 5.0
PAGE 96
6.0 CLOSURE There being no further business the Chairman declared the meeting closed at
ITEM 6.0
pm.