Agenda governance and finance committee 15 march 2016 by Devonport City Council

NOTICE OF MEETING Notice is hereby given that a Governance and Finance Committee meeting of the Devonport City Council will be held in the Council Chambers, on Tuesday 15 March 2016, following the special Council meeting commencing at 6:00pm. The meeting will be open to the public at 6:00pm. QUALIFIED PERSONS In accordance with Section 65 of the Local Government Act 1993, I confirm that the reports in this agenda contain advice, information and recommendations given by a person who has the qualifications or experience necessary to give such advice, information or recommendation.

Paul West GENERAL MANAGER 9 March 2016

AGENDA FOR A MEETING OF THE GOVERNANCE AND FINANCE COMMITTEE OF DEVONPORT CITY COUNCIL HELD ON TUESDAY 15 MARCH 2016 AT THE COUNCIL CHAMBERS FOLLOWING THE SPECIAL COUNCIL MEETING COMMENCING AT 6:00PM Item

Page No.

1.0

APOLOGIES ............................................................................................... 1

2.0

DECLARATIONS OF INTEREST ........................................................................ 1

3.0

PROCEDURAL............................................................................................. 2

3.1

PUBLIC QUESTION TIME ...................................................................................................................... 2

3.1.1

Questions on notice from the public ........................................................................................... 3

3.1.2

Question without notice from the public .................................................................................... 3

3.2

QUESTIONS ON NOTICE FROM ALDERMEN .............................................................................................. 3

4.0

GOVERNANCE AND FINANCE REPORTS ......................................................... 4

4.1

Public Wi-Fi Expansion (D404599) .................................................................................................. 4

4.2

Dog Management Policy - Community Feedback (D409542) ............................................. 11

4.3

Renew Devonport (D409553) ...................................................................................................... 22

4.4

Dulverton Regional Waste Management Authority - Amendments to Rules (D409587) ........................................................................................................................................ 25

4.5

Council Meeting Dates - Notifications (D409775) .................................................................. 102

4.6

Local Government Association of Tasmania and Australian Local Government Association - Call for Motions (D409785) ................................................................................. 104

4.7

Review of Public Question Time guidelines (D409822).......................................................... 121

4.8

Independent Living Units - Rating Arrangements (D409964) ............................................... 125

4.9

Finance Report for February 2016 (D410190) ......................................................................... 133

4.10

Annual Plan Progress Report - November 2015-February 2016 (D402585) ........................ 141

4.11

Elected Members' Expenditure Report - November 2015 to February 2016 (D409461) ...................................................................................................................................... 169

4.12

Governance & Finance Report (D408937) ............................................................................. 172

5.0

CLOSURE .............................................................................................. 194

PAGE 1 Governance and Finance Committee meeting Agenda 15 March 2016

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 Tuesday 15 March 2016 following the special Council meeting commencing at 6:00pm. PRESENT Present Chair

Ald J T Keay Ald C D Emmerton Ald G F Goodwin Ald S L Martin Ald L M Perry Ald A L Rockliff

Apology

√

IN ATTENDANCE All persons in attendance are advised that it is Council policy to record Council Meetings, in accordance with Council’s Audio Recording Policy. The audio recording of this meeting will be made available to the public on Council’s website for a minimum period of six months. Members of the public in attendance at the meeting who do not wish for their words to be recorded and/or published on the website, should contact a relevant Council Officer and advise of their wishes prior to the start of the meeting.

1.0

APOLOGIES Name Ald Rockliff

2.0

Reason Leave of Absence

DECLARATIONS OF INTEREST

PAGE 2 Governance and Finance Committee meeting Agenda 15 March 2016

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.

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

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

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

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

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

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

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

The Chairperson may a.

Address questions on notice submitted by members of the public;

Refuse to accept a question.

10.

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

11.

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

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.

PAGE 3 Governance and Finance Committee meeting Agenda 15 March 2016

3.1.1

Questions on notice from the public At the time of compilation of the agenda no questions on notice from the public were received.

3.1.2

Question 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.

PAGE 4 Report to Governance and Finance Committee meeting on 15 March 2016

4.0

GOVERNANCE AND FINANCE REPORTS

4.1

PUBLIC WI-FI EXPANSION File: 30137 D404599

RELEVANCE TO COUNCILâ&#x20AC;&#x2122;S PLANS & POLICIES Councilâ&#x20AC;&#x2122;s Strategic Plan 2009-2030: Strategy 3.4.1

Advocate for state of the art Information Technology (ICT) infrastructure development

Communication

SUMMARY

The purpose of this report is to provide information relating to possible expansion of the Public Wi-Fi service offered by Council.

BACKGROUND Council commenced a trial of public Wi-Fi in the Rooke Street Mall in December 2014 and later determined that the trial was a success and the service would be continued. Furthermore, future expansion of the Wi-Fi service has been discussed and mentioned in previous reports. It was not considered appropriate to proceed with expansion of the service until the State Government further developed their free Wi-Fi model. Correspondence has now been received from the Department of State Growth advising that the State Government has partnered with Telstra Corporation Ltd for a period of four years to deliver free Wi-Fi at over 150 hotspots in 47 locations around Tasmania. The free Wi-Fi network is being rolled out over the next year and will allow public free access for up to 30 minutes at each location, each day. Four sites have been selected in Devonport, subject to a technical feasibility study, conducted by Telstra: -

a third party location at the Mersey Bluff;

the Spirit of Tasmania Terminal;

the Devonport Airport; and

the Don River Railway.

The information in this report provides locations where expansion of the Devonport public Wi-Fi may occur, but in those locations, such as the Bluff, work would not commence until such time as the State Government feasibility study is completed to ensure there is no cross over or duplication of service. Since inception in December 2014, usage on the Wi-Fi system has been as follows:

ITEM 4.1

PAGE 5 Report to Governance and Finance Committee meeting on 15 March 2016

The following information details the most popular devices used to access the free Wi-Fi:

When accessing the Wi-Fi, users are asked to complete a simple question to indicate whether they are a resident of Devonport or a visitor. This information will help Council understand how to promote and grow the system in the future. The question is not mandatory, hence the differential between that total and total users. Since the introduction of the system until the end of February 2016, 4,496 locals accessed the free Wi-Fi and 6,043 visitors. The value of the service to visitors is further highlighted when looking at the most frequently accessed domains. In relation to data, from commencement 900.7 Gigabytes (Gb) of data has been used, which equates to average downloads of 1.97Gb per day. Most frequently accessed sites are as follows: Domain tasmaniasnorthwest.com.au www.abc.net.au instagram.fmel1-1.fna.fbcdn.net android.clients.google.com instagram.fadl1-1.fna.fbcdn.net configuration.apple.com static.ess.apple.com www.google.com.au www.google.com www.facebook.com

Comments First page users are directed to ABC Broadcasting Instagram Services Google Account Access Instagram Services Apple Services Apple Services Google Search AU Google Search Facebook

ITEM 4.1

PAGE 6 Report to Governance and Finance Committee meeting on 15 March 2016

init.itunes.apple.com www.bassstraitmaritimecentre.com.au app.snapchat.com api.weather.com www.gumtree.com.au apinew.cricket.com.au i.instagram.com i.yimg.jp www.youtube.com www.devonporttasmania.travel

Apple iTunes Bass Strait Maritime Centre Snapchat weather.com App Gumtree Cricket AU Instagram Services Yahoo Japan You Tube Old tourist web site

www.bing.com

Bing Search

maps.googleapis.com

Google maps

Microsoft web mail (and Hotmail)

www.linc.tas.gov.au

State Library

The usage data and statistics indicate strong support for the provision of free Wi-Fi. There has not been any complaints or comments received by Council regarding the introduction of the service or the quality of the service provided. Based on the usage, it is recommended that the current service, at existing service levels, is maintained and in line with previous discussion, expand the service.

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

DISCUSSION Expansion Options Below are a number of options for consideration for expansion of the public Wi-Fi service. In order to provide indicative estimates of cost, assumptions have been made of the following:   

Access Points $2,000 each Point to Point Link per site $1,000 each Installation Works $1,200 per day

Each location, if approved by Council, would be subject to detailed study to ensure the most efficient service and most economical installation and ongoing delivery. Extended Mall/CBD Expansion Further expansion of the existing Rooke Street Mall W-Fi could be provided by expanding further throughout Rooke Street and including sections of Best and Stewart Street. To provide coverage in accordance with the below map would require eight additional access points with a total estimate of hardware and installation costs in the vicinity of $19,400. Once the Multi-Purpose building, Market Square and public space are constructed in accordance with the LIVING CITY plan, further Wi-Fi will need to be considered for these spaces.

ITEM 4.1

PAGE 7 Report to Governance and Finance Committee meeting on 15 March 2016

FourWays Two access points would be required to cover businesses along William Street, between Oldaker and Best Streets. Estimated costs of this project would be $6,200.

ITEM 4.1

PAGE 8 Report to Governance and Finance Committee meeting on 15 March 2016

East Devonport To add a service to East Devonport to cover businesses along Murray and Wright Streets would require three access points at an approximate cost of $8,200.

Mersey Bluff The Bluff is a key tourist location and has been identified to receive Wi-Fi as part of the State Government program. Information is being sourced as to what area that Wi-Fi will cover. If this area is small, which it is likely to be, further consideration may be given to providing Wi-Fi throughout the playground and grassed areas. To provide coverage at the Mersey Bluff as per the shaded area below, would require two access points at an estimated cost of $6,200.

ITEM 4.1

PAGE 9 Report to Governance and Finance Committee meeting on 15 March 2016

Additional Costs In addition to the capital outlay required above, further expansion of the program would require review of Councilâ&#x20AC;&#x2122;s internet connection to determine suitability for increased traffic. Any change would come at an additional operational cost. A detailed reporting system would also be recommended to allow for analysis of user data and system monitoring. This dedicated system may costs between $5,000 and $10,000 per year.

COMMUNITY ENGAGEMENT Formal community consultation has not been undertaken regarding Wi-Fi.

FINANCIAL IMPLICATIONS There is $50,000 in the 2015/16 capital budget to expand Councilâ&#x20AC;&#x2122;s Wi-Fi network. To expand the service including all options above (CBD, Fourways, East Devonport and Mersey Bluff) would cost approximately $40,000 with a further $5,000 - $10,000 required in the operational budget for system monitoring and possible increased internet service. Service providers offer very different pricing structures in relation to access points and monitoring. The estimates in this report are based on a low access point costs and high software costs, whereas some providers offer alternative pricing models with higher access pint costs and lower system and reporting software expenses.

RISK IMPLICATIONS There are risks associated with the introduction of Wi-Fi to the public, predominantly from a technical perspective. Security of the system needs to be rigid not only to avoid inappropriate use of the internet but also to restrict any possible access to Council information technology systems and infrastructure. It is unknown the impact, if any, the State Government free Wi-Fi service will have on the usage of the Council Wi-Fi. In relation to communication and reputational risks, Council needs to be conscious of lack of use of the system, and the perceived inappropriate allocation of Council financial resources. There is a possibility usage of Wi-Fi services may be by a non-intended audience. There may be implications on business that currently provide Wi-Fi as a point of difference to the local marketplace.

CONCLUSION It is increasingly becoming commonplace to see free Wi-Fi being offered to customers and visitors in central business districts in both capital and regional cities in Australia. Offering free Wi-Fi is a way to attract possible consumers to establishments and places which generate benefits such as retaining the shopper. Given the usage data of the service provided in the Rooke Street Mall, it can be concluded that there is sufficient demand in Devonport to increase the service. Consideration can now be given on whether to expand the service to other locations, funded in the 2015/16 budget, in accordance with the previous resolution of Council. Council may decide to expand the service to all locations within this report, or alternatively select particular locations to commence.

ATTACHMENTS Nil ITEM 4.1

PAGE 10 Report to Governance and Finance Committee meeting on 15 March 2016

RECOMMENDATION That it be recommended to Council that the report of the Executive Manager Corporate and Business Services be received and Council: 1.

note the information relating to the public Wi-Fi utilisation;

agree to proceed with the provision of free Wi-Fi services to include the Fourways, East Devonport Shopping Precinct, expanded CBD area and the Mersey Bluff, within the existing budget allocation.

Author: Position:

Shane Crawford Executive Manager Corporate, Community & Business Services

Endorsed By: Position:

ITEM 4.1

Paul West General Manager

PAGE 11 Report to Governance and Finance Committee meeting on 15 March 2016

4.2

DOG MANAGEMENT POLICY - COMMUNITY FEEDBACK File: 25136 D409542

RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 4.4.2

Provide and promote effective management of animals within the community

SUMMARY

The purpose of this report is to detail the feedback from the public exhibition period regarding the draft Dog Management Policy and adopt the final policy document.

BACKGROUND At the January 2016 Council meeting it was resolved (Min 06/16) to: 1.

endorse the draft Dog Management Policy 2016;

release the draft for public consultation purposes for a period of 21 days;

providing no major issues are identified as part of the consultation authorise the General Manager to finalise and publish the Dog Management Policy 2015 by 1 March 2016.

Council is required to review its Dog Management Policy at least every five years. The previous Dog Management Policy was written in 2007, and therefore its review was overdue. The Policy defines Council’s responsibilities for dog management within its municipal area and clarifies the location of off-lead dog exercise areas, and areas where dogs are required to be on lead and under effective control. The Dog Management Policy has been reviewed and public consultation conducted to gauge community thoughts.

STATUTORY REQUIREMENTS

The provisions of Section 7 of the Dog Control Act 2000 require Council to develop and implement a policy for dog management in its municipal area.

DISCUSSION Three responses were received during the public consultation period, namely: Do you agree with the proposed declared off-lead dog areas at Back Beach, East Devonport and new dog exercise park at 260 Steele Street Devonport? 

“But the dogs should be allowed to be off the lead on Shipwreck Beach and East Devonport Beach. No people go there to swim, as most of the day there is no water, and you see pebbles only. And kids can’t swim between pebbles”.

Do you agree with the proposed restricted areas (all parks and reserves – year round; plus Coles Beach, Shipwreck Beach & East Devonport Beach between 9am & 8pm from 1 November to 31 March)? 

“As I have explained before. No one goes there, only dog walkers and the very few who fish and they stand on the rocks what faces the river and the beach as the beaches are bone dry”.



“To me this is not a public beach used by the public very often. There are no change rooms/toilets and the main East Devonport Beach is only next door. So I ITEM 4.2

PAGE 12 Report to Governance and Finance Committee meeting on 15 March 2016

would like an explanation as to why my dog cannot swim there. He is always on a lead to the water and from the waters edge. I will not take my dog on my own to Pardoe Beach as I do not feel safe. If this has come about because of complaints from the three residents close by, I will be very annoyed. My dog and I have been swimming at that beach (nearly always alone) for nine years. As far as I have ever seen, it is only people like me with one dog who ever use it. I am there only in the months that you have now stipulated that I can’t use it and for approx 30 mins. Your time frame is far to wide, we don’t live in a really hot climate you know”. Do you have any other comments about Council’s proposed new Dog Management Policy? 

“No just leave East Devonport alone and let it all be off lead area”.



“Shipwreck & East D’port beaches can only be used for swimming at high tide. Why ban dog walkers who use the beach when the tide is out. More effort should be put into education.



if you have a dog on a long lead reel it in when meeting other track users. A lot of people using the track are running in a new hip or knee or recovering from an operation.

Put up signs (Pick up after your dog) most people do – fine $100

In Europe jumps-tubes etc are being put alongside walking tracks. You can take your dog into Restaurants.

Why not free up the rules not restrict them further. If it isn’t broke don’t fix it”.

“So maybe you could have restrictions between 11-2pm. I suggest before this is past, somebody should have a really good look at how many people actually use this beach, as a beach”.

As a result of the comments received during the consultation period the following responses are provided for Council consideration: 1.

Agree that Shipwreck Beach be designated as an off-lead beach without time restrictions being imposed.

Reduce the times for not permitting the exercising of dogs on Coles Beach and East Devonport Beach (on-lead) to between the hours of 10:00am and 6:00pm during the period 1 November to 31 March each year. The previous restriction was between the hours of 9:00am and 8:00pm.

In relation to East Devonport Beach there was an argument put forward this beach should be designated as off-lead rather than on-lead as it was not a regular swimming location. Council has identified that this particular area is the only accessible beach area in East Devonport suitable for swimming. Further as part of its obligations for testing of recreational waters during the summer months East Devonport has been long established as a swimming location. On this basis it is recommended that the East Devonport Beach remain an on-lead location.

The draft Dog Management Policy 2016 is attached and includes “mark-ups” in line with the comments provided within this report.

COMMUNITY ENGAGEMENT

The draft Dog Management Policy was made available for public exhibition on Speak-Up Devonport, for a period of 21 days, from 20 January 2016 until close of business 11

ITEM 4.2

PAGE 13 Report to Governance and Finance Committee meeting on 15 March 2016

February 2016. The promotion of the exhibition included media releases, placing on Council’s website and social media alerts.

FINANCIAL IMPLICATIONS New signage will be required to ensure uniformity between the various dog control areas. This will involve some costs from the appropriate budget area, as will ongoing maintenance costs for the new off leash dog area in Steele Street.

RISK IMPLICATIONS 

Asset & Property Infrastructure The establishment of the new off leash dog exercise area in Steele Street has involved set up costs and there will be ongoing maintenance requirements for this new asset.



Legal Compliance The revised Dog Management Policy will ensure that Council complies with the provisions of the Dog Control Act 2000.



Consultation and/or Communication The revised Dog Management Policy undertook a period of public consultation to ensure that community feedback was considered as part of the document.

CONCLUSION

The revised Dog Management Policy has been drafted, and opportunity for community feedback has been provided. Consideration has been given to these comments in preparation of the document, and it is now recommended to adopt and finalise the Dog Management Policy.

ATTACHMENTS 1.

Draft Dog Management Policy Dec 2016

RECOMMENDATION That it be recommended to Council that in relation to the Dog Management Policy 2016, Council: (a)

note the feedback received;

(b)

amend the draft as outlined in this report; and

(c)

adopt the attached Policy with immediate effect.

Author: Position:

Karen Hampton Governance Coordinator

Endorsed By: Position:

ITEM 4.2

Paul West General Manager

PAGE 14 Draft Dog Management Policy Dec 2016

ATTACHMENT [1]

ITEM 4.2

PAGE 15 Draft Dog Management Policy Dec 2016

ATTACHMENT [1]

ITEM 4.2

PAGE 16 Draft Dog Management Policy Dec 2016

ATTACHMENT [1]

ITEM 4.2

PAGE 17 Draft Dog Management Policy Dec 2016

ATTACHMENT [1]

ITEM 4.2

PAGE 18 Draft Dog Management Policy Dec 2016

ATTACHMENT [1]

ITEM 4.2

PAGE 19 Draft Dog Management Policy Dec 2016

ATTACHMENT [1]

ITEM 4.2

PAGE 20 Draft Dog Management Policy Dec 2016

ATTACHMENT [1]

ITEM 4.2

PAGE 21 Draft Dog Management Policy Dec 2016

ATTACHMENT [1]

ITEM 4.2

PAGE 22 Report to Governance and Finance Committee meeting on 15 March 2016

4.3

RENEW DEVONPORT File: 29442 D409553

RELEVANCE TO COUNCILâ&#x20AC;&#x2122;S PLANS & POLICIES Councilâ&#x20AC;&#x2122;s Strategic Plan 2009-2030: Strategy 3.1.1

Market and promote the City and its potential as a regional business hub

SUMMARY

The purpose of this report is to provide an update on the Renew Devonport initiative and propose cessation of the project due to a lack of property owner support.

BACKGROUND Renew Australia is a national social enterprise designed to catalyse community renewal, economic development, the arts and creative industries. It works with communities and property owners to take otherwise empty shops, offices, commercial and public buildings and make them available to incubate short-term (under licence) use by artists, creative projects and community initiatives. At its June 2014 ordinary meeting Council resolved to allocate seed funding to establish Renew Devonport, with an aim to address concerns raised by the community about the number of empty shops within the Central Business District (Min 155/14 refers). Renew Devonport aims to create activity and draw people back to underutilised retail space, which over the medium term re-energises the retail area, leading to the return of full commercial tenancy and improved local economies. A working group was formed from the partnering organisations to oversee the Renew Devonport Project. Initially, Tasmanian Regional Arts acted as the project manager responsible for the arrangements with Renew Australia, and worked as broker between parties to handle the logistics and other contractual requirements with property owners, affiliates and funding bodies. Tasmanian Regional Arts no longer provide this role and the Devonport Chamber of Commerce and Industry (DCCI) have taken over this responsibility.

STATUTORY REQUIREMENTS Funding support for the Renew Devonport project is in accordance with Section 77 of the Local Government Act 1993: 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

An update report on Renew Devonport, including financials, was provided to Council in September 2015, where it was noted that Council would further consider its ongoing support for the project in March 2016 prior to any further monetary investment being provided. Despite a continual call for landlords since that time, the Renew Devonport program has not been able to attract any interest. There are artists looking to participate, but without landlord support there are no suitable places to house the artists.

ITEM 4.3

PAGE 23 Report to Governance and Finance Committee meeting on 15 March 2016

At a meeting of the Renew Devonport working group held on 3 March 2016 it was resolved that “Renew Devonport be wound up due to a lack of support from landlords” and furthermore that “the residual money from the State Government of $2,980.74 be returned to the Department of State Growth from the Devonport Chamber of Commerce where it is currently held in trust.” Landlord support has been a challenge since the commencement of the program, despite strong interest and support shown at the official launch Renew Devonport. There are not any active participants in the program with the Blue Apple, at 58 Wright Street, recently signing their own commercial lease as a successful example of the benefits the program can provide.

COMMUNITY ENGAGEMENT

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, with the majority of attendees showing support for the Renew model. This forum provided the catalyst for the Renew Devonport concept to begin. Since inception the project has used a variety of means for promotion including radio, print and social media. Direct telephone contact has been made with owners of vacant properties and on site meetings conducted where necessary. Print media coverage has been strong throughout recent months calling for landlord support and interest in the program.

FINANCIAL IMPLICATIONS $20,000 was provided towards Renew Devonport as seed funding. An ongoing commitment of $2,000 is required to maintain membership to Renew Australia is paid up until March 2016. It is not believed a sound investment to maintain this membership over the next year given there are no existing participants in the program.

RISK IMPLICATIONS

The project was launched with significant interest and positivity and with an expectation that the program would add vibrancy to vacant stores, whilst providing business opportunities for artists. Cessation of the project a short time after its launch may raise queries about the appetite for the program in the first instance.

CONCLUSION

The Devonport Chamber of Commerce as Council’s partnering organisation to oversee the Renew Devonport Project has made proactive and legitimate attempts to encourage support in the program without luck. Without landlord support, the program cannot proceed and therefore cessation of the program is the recommended direction.

ATTACHMENTS Nil

ITEM 4.3

PAGE 24 Report to Governance and Finance Committee meeting on 15 March 2016

RECOMMENDATION That it be recommended to Council that the report of the Executive Manager Corporate, Community and Business Services regarding Renew Devonport be received and noted and that Council: 1.

wind up the program due to a lack of support from landlords; and

agree the residual money from the State Government of $2,980.74 be returned to the Department of State Growth from the Devonport Chamber of Commerce where it is currently held in trust.

Author: Position:

Shane Crawford Executive Manager Business

Corporate

Endorsed By: Position:

ITEM 4.3

Paul West General Manager

PAGE 25 Report to Governance and Finance Committee meeting on 15 March 2016

4.4

DULVERTON REGIONAL WASTE MANAGEMENT AUTHORITY AMENDMENTS TO RULES File: 28155 D409587

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

This report is provided to assist Council in considering a request from Dulverton Regional Waste Management Authority (DRWMA) to approve amendments to the Rules for the Authority.

BACKGROUND

DRWMA’s 20 Year Financial Plan recommended that a new rule be added to their Rules requiring the development and adherence to an Aftercare Funding Plan. This was the catalyst for a comprehensive review of the Rules. A Rules Review Committee was formed with the membership being the Chief Representative, Cr Mike McLaren, the Deputy Chief Representative, Paul West and Mayor Don Thwaites. The Committee considered a list of around 100 items and subsequently made recommendations to a lawyer to make the amendments. The Committee then further reviewed the changes prior to them being presented to the Owner Representatives.

STATUTORY REQUIREMENTS

DRWMA is a Joint Authority established under the Local Government Act 1993 and is governed by its Rules. Its owners are Kentish, Latrobe, Devonport and Central Coast Councils.

DISCUSSION At its meeting held on 19 February, the DRWMA Owner Representatives resolved that the proposed amendments to the Rules be endorsed and referred to the respective member Councils for consideration. The “marked up” version of the amended Rules are provided as an attachment to this report. Amending Joint Authority Rules must comply with the Local Government Act 1993. If all progresses as planned, the Rules amendment process is not likely to be completed prior to 1 September 2016. The timetable for amending the Rules follows,( noting that steps 1-4 have been actioned). Step 5 involves advertising the proposed changes and calling for submissions. Councils will have a further opportunity to formally approve the amended Rules after consideration by the Owner Representatives.

ITEM 4.4

PAGE 26 Report to Governance and Finance Committee meeting on 15 March 2016

Step

Action

The Authority rules may only be amended in accordance with the Local Government Act 1993 (the Act). The matter of amending the Authority rules must be listed on a Representatives meeting Agenda. If the Representatives formally resolve to amend the rules, the DWM CEO will write to each owner Council asking for their Council to confirm that they support the amendments. Goes to each Council meeting on their March Council agenda If each of the Councilâ&#x20AC;&#x2122;s support the amendments, the authority must advertise at least once in a local daily newspaper in accordance with the section 31 (2) of the Act, asking for submissions (closing at least 21 days after the notice is published). At the same time as step 5 each Council must display a notice in its office and provide a copy of the proposed changes available for inspection by the public At the same time as step 5 a copy of the proposed rules must be forwarded to the Director of Local Government

2 3

4 5

Complete Date

19/02/2016 20/02/2016

30/03/2016 13/04/2016

13/04/2016

8 9

21 days finishes as specified in step 5 Following consideration of any submissions, the Representatives are to determine if the rules can be finalised.

4/05/2016 30/06/2016

Subject to step 9 a legal practitioner is to certify that the rules are in accordance with the law Subject to step 9 one of the General Managers is to certify that the rules are in accordance with the Act. DRWMA CEO to advise each Council that the Representatives have determined the rules can be finalised and request each Council to pass a motion to formally approve the amended rules. Circulate the signed and executed rules to each Owner Council, each Representative, each Board member, the legal practitioner and the Director of Local Government.

14/07/2016

11 12

14/07/2016 31/08/2016

1/09/2016

COMMUNITY ENGAGEMENT

There has been no community engagement as a result of this report. The proposed amended Rules will be publically advertised and the community will be able to have input at this stage of the process.

FINANCIAL IMPLICATIONS Changing Rules of a Joint Authority is a time consuming process which involves considerable legal advice. The cost of this particular review will be met by the Dulverton Joint Authority.

RISK IMPLICATIONS All member Councils must agree to the proposed amendments to the Rules for them to be finalised. As with a process as this there is always the risk that one or more councils may not agree with all of the proposed changes which would then require further consideration.

ITEM 4.4

PAGE 27 Report to Governance and Finance Committee meeting on 15 March 2016

CONCLUSION

The proposed amendments to the Rules has been managed by the Rules Review Committee, approved by the Owner Representatives and is now ready for its Owner Councils to approve. Reviewing the Rules represents good governance and ensures that DRWMA is operating effectively in accordance with its Rules.

ATTACHMENTS 1.

Draft DRWMA Rules 2016 (marked up copy) as approved by Owner Reps 19.02.16

RECOMMENDATION That it be recommended to Council that it approves the amendments to the Dulverton Regional Waste Management Authority Rules in accordance with the â&#x20AC;&#x153;1 September 2016 Rules Draftâ&#x20AC;? attached to this report.

Author: Position:

Karen Hampton Governance Coordinator

Endorsed By: Position:

ITEM 4.4

Paul West General Manager

PAGE 28 Draft DRWMA Rules 2016 (marked up copy) as approved by Owner Reps 19.02.16

ITEM 4.4

ATTACHMENT [1]

PAGE 29 Draft DRWMA Rules 2016 (marked up copy) as approved by Owner Reps 19.02.16

ITEM 4.4

ATTACHMENT [1]

PAGE 30 Draft DRWMA Rules 2016 (marked up copy) as approved by Owner Reps 19.02.16

ITEM 4.4

ATTACHMENT [1]

PAGE 31 Draft DRWMA Rules 2016 (marked up copy) as approved by Owner Reps 19.02.16

ITEM 4.4

ATTACHMENT [1]

PAGE 32 Draft DRWMA Rules 2016 (marked up copy) as approved by Owner Reps 19.02.16

ITEM 4.4

ATTACHMENT [1]

PAGE 33 Draft DRWMA Rules 2016 (marked up copy) as approved by Owner Reps 19.02.16

ITEM 4.4

ATTACHMENT [1]

PAGE 34 Draft DRWMA Rules 2016 (marked up copy) as approved by Owner Reps 19.02.16

ITEM 4.4

ATTACHMENT [1]

PAGE 35 Draft DRWMA Rules 2016 (marked up copy) as approved by Owner Reps 19.02.16

ITEM 4.4

ATTACHMENT [1]

PAGE 36 Draft DRWMA Rules 2016 (marked up copy) as approved by Owner Reps 19.02.16

ITEM 4.4

ATTACHMENT [1]

PAGE 37 Draft DRWMA Rules 2016 (marked up copy) as approved by Owner Reps 19.02.16

ITEM 4.4

ATTACHMENT [1]

PAGE 38 Draft DRWMA Rules 2016 (marked up copy) as approved by Owner Reps 19.02.16

ITEM 4.4

ATTACHMENT [1]

PAGE 39 Draft DRWMA Rules 2016 (marked up copy) as approved by Owner Reps 19.02.16

ITEM 4.4

ATTACHMENT [1]

PAGE 40 Draft DRWMA Rules 2016 (marked up copy) as approved by Owner Reps 19.02.16

ITEM 4.4

ATTACHMENT [1]

PAGE 41 Draft DRWMA Rules 2016 (marked up copy) as approved by Owner Reps 19.02.16

ITEM 4.4

ATTACHMENT [1]

PAGE 42 Draft DRWMA Rules 2016 (marked up copy) as approved by Owner Reps 19.02.16

ITEM 4.4

ATTACHMENT [1]

PAGE 43 Draft DRWMA Rules 2016 (marked up copy) as approved by Owner Reps 19.02.16

ITEM 4.4

ATTACHMENT [1]

PAGE 44 Draft DRWMA Rules 2016 (marked up copy) as approved by Owner Reps 19.02.16

ITEM 4.4

ATTACHMENT [1]

PAGE 45 Draft DRWMA Rules 2016 (marked up copy) as approved by Owner Reps 19.02.16

ITEM 4.4

ATTACHMENT [1]

PAGE 46 Draft DRWMA Rules 2016 (marked up copy) as approved by Owner Reps 19.02.16

ITEM 4.4

ATTACHMENT [1]

PAGE 47 Draft DRWMA Rules 2016 (marked up copy) as approved by Owner Reps 19.02.16

ITEM 4.4

ATTACHMENT [1]

PAGE 48 Draft DRWMA Rules 2016 (marked up copy) as approved by Owner Reps 19.02.16

ITEM 4.4

ATTACHMENT [1]

PAGE 49 Draft DRWMA Rules 2016 (marked up copy) as approved by Owner Reps 19.02.16

ITEM 4.4

ATTACHMENT [1]

PAGE 50 Draft DRWMA Rules 2016 (marked up copy) as approved by Owner Reps 19.02.16

ITEM 4.4

ATTACHMENT [1]

PAGE 51 Draft DRWMA Rules 2016 (marked up copy) as approved by Owner Reps 19.02.16

ITEM 4.4

ATTACHMENT [1]

PAGE 52 Draft DRWMA Rules 2016 (marked up copy) as approved by Owner Reps 19.02.16

ITEM 4.4

ATTACHMENT [1]

PAGE 53 Draft DRWMA Rules 2016 (marked up copy) as approved by Owner Reps 19.02.16

ITEM 4.4

ATTACHMENT [1]

PAGE 54 Draft DRWMA Rules 2016 (marked up copy) as approved by Owner Reps 19.02.16

ITEM 4.4

ATTACHMENT [1]

PAGE 55 Draft DRWMA Rules 2016 (marked up copy) as approved by Owner Reps 19.02.16

ITEM 4.4

ATTACHMENT [1]

PAGE 56 Draft DRWMA Rules 2016 (marked up copy) as approved by Owner Reps 19.02.16

ITEM 4.4

ATTACHMENT [1]

PAGE 57 Draft DRWMA Rules 2016 (marked up copy) as approved by Owner Reps 19.02.16

ITEM 4.4

ATTACHMENT [1]

PAGE 58 Draft DRWMA Rules 2016 (marked up copy) as approved by Owner Reps 19.02.16

ITEM 4.4

ATTACHMENT [1]

PAGE 59 Draft DRWMA Rules 2016 (marked up copy) as approved by Owner Reps 19.02.16

ITEM 4.4

ATTACHMENT [1]

PAGE 60 Draft DRWMA Rules 2016 (marked up copy) as approved by Owner Reps 19.02.16

ITEM 4.4

ATTACHMENT [1]

PAGE 61 Draft DRWMA Rules 2016 (marked up copy) as approved by Owner Reps 19.02.16

ITEM 4.4

ATTACHMENT [1]

PAGE 62 Draft DRWMA Rules 2016 (marked up copy) as approved by Owner Reps 19.02.16

ITEM 4.4

ATTACHMENT [1]

PAGE 63 Draft DRWMA Rules 2016 (marked up copy) as approved by Owner Reps 19.02.16

ITEM 4.4

ATTACHMENT [1]

PAGE 64 Draft DRWMA Rules 2016 (marked up copy) as approved by Owner Reps 19.02.16

ITEM 4.4

ATTACHMENT [1]

PAGE 65 Draft DRWMA Rules 2016 (marked up copy) as approved by Owner Reps 19.02.16

ITEM 4.4

ATTACHMENT [1]

PAGE 66 Draft DRWMA Rules 2016 (marked up copy) as approved by Owner Reps 19.02.16

ITEM 4.4

ATTACHMENT [1]

PAGE 67 Draft DRWMA Rules 2016 (marked up copy) as approved by Owner Reps 19.02.16

ITEM 4.4

ATTACHMENT [1]

PAGE 68 Draft DRWMA Rules 2016 (marked up copy) as approved by Owner Reps 19.02.16

ITEM 4.4

ATTACHMENT [1]

PAGE 69 Draft DRWMA Rules 2016 (marked up copy) as approved by Owner Reps 19.02.16

ITEM 4.4

ATTACHMENT [1]

PAGE 70 Draft DRWMA Rules 2016 (marked up copy) as approved by Owner Reps 19.02.16

ITEM 4.4

ATTACHMENT [1]

PAGE 71 Draft DRWMA Rules 2016 (marked up copy) as approved by Owner Reps 19.02.16

ITEM 4.4

ATTACHMENT [1]

PAGE 72 Draft DRWMA Rules 2016 (marked up copy) as approved by Owner Reps 19.02.16

ITEM 4.4

ATTACHMENT [1]

PAGE 73 Draft DRWMA Rules 2016 (marked up copy) as approved by Owner Reps 19.02.16

ITEM 4.4

ATTACHMENT [1]

PAGE 74 Draft DRWMA Rules 2016 (marked up copy) as approved by Owner Reps 19.02.16

ITEM 4.4

ATTACHMENT [1]

PAGE 75 Draft DRWMA Rules 2016 (marked up copy) as approved by Owner Reps 19.02.16

ITEM 4.4

ATTACHMENT [1]

PAGE 76 Draft DRWMA Rules 2016 (marked up copy) as approved by Owner Reps 19.02.16

ITEM 4.4

ATTACHMENT [1]

PAGE 77 Draft DRWMA Rules 2016 (marked up copy) as approved by Owner Reps 19.02.16

ITEM 4.4

ATTACHMENT [1]

PAGE 78 Draft DRWMA Rules 2016 (marked up copy) as approved by Owner Reps 19.02.16

ITEM 4.4

ATTACHMENT [1]

PAGE 79 Draft DRWMA Rules 2016 (marked up copy) as approved by Owner Reps 19.02.16

ITEM 4.4

ATTACHMENT [1]

PAGE 80 Draft DRWMA Rules 2016 (marked up copy) as approved by Owner Reps 19.02.16

ITEM 4.4

ATTACHMENT [1]

PAGE 81 Draft DRWMA Rules 2016 (marked up copy) as approved by Owner Reps 19.02.16

ITEM 4.4

ATTACHMENT [1]

PAGE 82 Draft DRWMA Rules 2016 (marked up copy) as approved by Owner Reps 19.02.16

ITEM 4.4

ATTACHMENT [1]

PAGE 83 Draft DRWMA Rules 2016 (marked up copy) as approved by Owner Reps 19.02.16

ITEM 4.4

ATTACHMENT [1]

PAGE 84 Draft DRWMA Rules 2016 (marked up copy) as approved by Owner Reps 19.02.16

ITEM 4.4

ATTACHMENT [1]

PAGE 85 Draft DRWMA Rules 2016 (marked up copy) as approved by Owner Reps 19.02.16

ITEM 4.4

ATTACHMENT [1]

PAGE 86 Draft DRWMA Rules 2016 (marked up copy) as approved by Owner Reps 19.02.16

ITEM 4.4

ATTACHMENT [1]

PAGE 87 Draft DRWMA Rules 2016 (marked up copy) as approved by Owner Reps 19.02.16

ITEM 4.4

ATTACHMENT [1]

PAGE 88 Draft DRWMA Rules 2016 (marked up copy) as approved by Owner Reps 19.02.16

ITEM 4.4

ATTACHMENT [1]

PAGE 89 Draft DRWMA Rules 2016 (marked up copy) as approved by Owner Reps 19.02.16

ITEM 4.4

ATTACHMENT [1]

PAGE 90 Draft DRWMA Rules 2016 (marked up copy) as approved by Owner Reps 19.02.16

ITEM 4.4

ATTACHMENT [1]

PAGE 91 Draft DRWMA Rules 2016 (marked up copy) as approved by Owner Reps 19.02.16

ITEM 4.4

ATTACHMENT [1]

PAGE 92 Draft DRWMA Rules 2016 (marked up copy) as approved by Owner Reps 19.02.16

ITEM 4.4

ATTACHMENT [1]

PAGE 93 Draft DRWMA Rules 2016 (marked up copy) as approved by Owner Reps 19.02.16

ITEM 4.4

ATTACHMENT [1]

PAGE 94 Draft DRWMA Rules 2016 (marked up copy) as approved by Owner Reps 19.02.16

ITEM 4.4

ATTACHMENT [1]

PAGE 95 Draft DRWMA Rules 2016 (marked up copy) as approved by Owner Reps 19.02.16

ITEM 4.4

ATTACHMENT [1]

PAGE 96 Draft DRWMA Rules 2016 (marked up copy) as approved by Owner Reps 19.02.16

ITEM 4.4

ATTACHMENT [1]

PAGE 97 Draft DRWMA Rules 2016 (marked up copy) as approved by Owner Reps 19.02.16

ITEM 4.4

ATTACHMENT [1]

PAGE 98 Draft DRWMA Rules 2016 (marked up copy) as approved by Owner Reps 19.02.16

ITEM 4.4

ATTACHMENT [1]

PAGE 99 Draft DRWMA Rules 2016 (marked up copy) as approved by Owner Reps 19.02.16

ITEM 4.4

ATTACHMENT [1]

PAGE 100 Draft DRWMA Rules 2016 (marked up copy) as approved by Owner Reps 19.02.16

ITEM 4.4

ATTACHMENT [1]

PAGE 101 Draft DRWMA Rules 2016 (marked up copy) as approved by Owner Reps 19.02.16

ITEM 4.4

ATTACHMENT [1]

PAGE 102 Report to Governance and Finance Committee meeting on 15 March 2016

4.5

COUNCIL MEETING DATES - NOTIFICATIONS File: 31740 D409775

RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 5.3.4

Ensure effective committees

administration

and

operation

Council’s

SUMMARY

This report relates to a request regarding the advertising of Council’s meetings.

BACKGROUND

At its November meeting, Council confirmed dates for its 2016 meetings. Since then, questions from a ratepayer as to how Council will be advertising its meetings have been received on two occasions. In particular, the ratepayer has asked if Council could print its meeting dates on the rates notices.

STATUTORY REQUIREMENTS

Council is required to comply with the Local Government (Meeting Procedures) Regulations 2015 in relation to the advertising of Council meetings. The Meeting Procedure Regulations were amended recently to provide that Council only has to publicly advertise its regular meeting schedule once per year. Any special meetings or changes to the schedule adopted are required to be publicly advertised.

DISCUSSION The approved meeting dates were advertised in The Advocate on 15 January 2016 in accordance with the statutory requirements. Prior to this, Council had been advertising its meeting dates in the Wednesday edition of The Advocate since 2013. The Advocate advises that Wednesday’s edition has a readership of 54,000 people and Saturday’s edition 57,000 people. Considering this is spread across the region, it is not believed that it is detrimental to advertise the Council meeting notice in Wednesday’s edition. Commencing January 2016, meeting dates for each month (including Section 23 Committee meetings) are now also printed on the front page of each Council agenda to assist in increasing the awareness of upcoming meeting dates. As has occurred in the past, dates are also provided on Council’s website and Facebook pages. Dates of meetings are also featured on the display board in the foyer of the Council Chambers. Printing the meeting date schedule on the rates notice would not be advisable as this notice is essentially an account for payment and the information contained thereon relates specifically to the rate payment and Council’s statutory obligations. If Council were of a mind to promote its Council meeting schedule information could be provided in the rates brochure produced for distribution with the rates notice. The following could be added to the brochure in an attempt to address the issue which has been raised:

ITEM 4.5

PAGE 103 Report to Governance and Finance Committee meeting on 15 March 2016

Council Meetings Ordinary Council meetings are usually held on the 4th Monday of each month, except December when the meeting will be on the 3rd Monday. Any variation to the meeting schedule will be advertised in the Advocate Newspaper and on Councilâ&#x20AC;&#x2122;s website www.devonport.tas.gov.au

COMMUNITY ENGAGEMENT No community engagement has been undertaken as a result of this report.

FINANCIAL IMPLICATIONS The placement of a single advertisement for the year in the newspaper provides a small saving to Council over that which previously existed when it was a requirement to advertise no more than 14 days before the scheduled date of the meeting.

RISK IMPLICATIONS

No risks have been identified in relation this report.

CONCLUSION

Meetings have been advertised in accordance with the Local Government (Meeting Procedures) Regulations 2015 as well as in other forums, as has been the standard practice of Council.

ATTACHMENTS Nil

RECOMMENDATION That it be recommended to Council that it note that advertising of Council meetings has been undertaken in accordance with the Local Government (Meeting Procedures) Regulations 2015 and that a comment outlining the ordinary meeting schedule will be included in the rates brochure to be distributed with the annual rate notices.

Author: Position:

Karen Hampton Governance Coordinator

Endorsed By: Position:

ITEM 4.5

Paul West General Manager

PAGE 104 Report to Governance and Finance Committee meeting on 15 March 2016

4.6

LOCAL GOVERNMENT ASSOCIATION OF TASMANIA AND AUSTRALIAN LOCAL GOVERNMENT ASSOCIATION - CALL FOR MOTIONS File: 32110 D409785

RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 5.1.3

Represent and promote Council at Regional, State and National forums

SUMMARY

To consider a request for motions for the Local Government Association of Tasmania’s (LGAT) General Meeting and the Australian Local Government Association’s (ALGA) 2016 National General Assembly of Local Government (NGA).

BACKGROUND

A letter has been received from LGAT giving formal notice of the Annual General Meeting and General Meeting of the Association and is attached. A letter has been received from ALGA calling for motions to be considered at the 2016 National General Assembly of Local Government (NGA) and is attached.

STATUTORY REQUIREMENTS

LGAT is an incorporated body under the Local Government Act 1993. ALGA is a federation of state and territory local government associations of which LGAT is a member.

DISCUSSION

LGAT’s Annual General Meeting is to be held at the C3 Convention Centre, South Hobart on 20 July 2016. Councils are invited to submit motions on matters connected with the objectives of the Association or of concern to members for inclusion in the agenda of the General Meeting. The closing date for motions is 29 April 2016. In conjunction with the Annual General Meeting and General Meeting, LGAT’s Annual Conference will be held from 21-22 July 2016 in Hobart. The 2016 NGA is to be held at the National Convention Centre in Canberra between 19 and 22 June 2016. The ALGA Board are calling for motions for the NGA under the theme of “Partners in an Innovative and Prosperous Australia”. “Call for Motions Discussion Paper” is attached for the information of Aldermen. The closing date for motions is 22 April 2016. No items have been identified to date that would be appropriate for submission to with LGAT or ALGA.

COMMUNITY ENGAGEMENT There has been no community engagement undertaken as a result of this report.

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

ITEM 4.6

PAGE 105 Report to Governance and Finance Committee meeting on 15 March 2016

RISK IMPLICATIONS

It is believed there are no risks as a result of this report.

CONCLUSION

Council should consider any motions it wishes considered at LGAT’s General Meeting as well as for ALGA’s 2016 NGA. It should be noted that LGAT’s Rules do not make provision for a supplementary agenda.

ATTACHMENTS 1.

LGAT - Annual General Meeting and General Meeting 20 July 2016

2016 National General Assembly Of Local Government — Call For Motions

RECOMMENDATION That it be recommended to Council that it note the details in relation to the 2016 Local Government Association of Tasmania Annual General Meeting and General Meeting and the 2016 Australian Local Government Association’s 2016 National General Assembly.

Author: Position:

Karen Hampton Governance Coordinator

Endorsed By: Position:

ITEM 4.6

Paul West General Manager

PAGE 106 LGAT - Annual General Meeting and General Meeting 20 July 2016

ITEM 4.6

ATTACHMENT [1]

PAGE 107 LGAT - Annual General Meeting and General Meeting 20 July 2016

ITEM 4.6

ATTACHMENT [1]

PAGE 108 LGAT - Annual General Meeting and General Meeting 20 July 2016

ITEM 4.6

ATTACHMENT [1]

PAGE 109 2016 National General Assembly Of Local Government â&#x20AC;&#x201D; Call For Motions

ITEM 4.6

ATTACHMENT [2]

PAGE 110 2016 National General Assembly Of Local Government â&#x20AC;&#x201D; Call For Motions

ITEM 4.6

ATTACHMENT [2]

PAGE 111 2016 National General Assembly Of Local Government â&#x20AC;&#x201D; Call For Motions

ITEM 4.6

ATTACHMENT [2]

PAGE 112 2016 National General Assembly Of Local Government â&#x20AC;&#x201D; Call For Motions

ITEM 4.6

ATTACHMENT [2]

PAGE 113 2016 National General Assembly Of Local Government â&#x20AC;&#x201D; Call For Motions

ITEM 4.6

ATTACHMENT [2]

PAGE 114 2016 National General Assembly Of Local Government â&#x20AC;&#x201D; Call For Motions

ITEM 4.6

ATTACHMENT [2]

PAGE 115 2016 National General Assembly Of Local Government â&#x20AC;&#x201D; Call For Motions

ITEM 4.6

ATTACHMENT [2]

PAGE 116 2016 National General Assembly Of Local Government â&#x20AC;&#x201D; Call For Motions

ITEM 4.6

ATTACHMENT [2]

PAGE 117 2016 National General Assembly Of Local Government â&#x20AC;&#x201D; Call For Motions

ITEM 4.6

ATTACHMENT [2]

PAGE 118 2016 National General Assembly Of Local Government â&#x20AC;&#x201D; Call For Motions

ITEM 4.6

ATTACHMENT [2]

PAGE 119 2016 National General Assembly Of Local Government â&#x20AC;&#x201D; Call For Motions

ITEM 4.6

ATTACHMENT [2]

PAGE 120 2016 National General Assembly Of Local Government â&#x20AC;&#x201D; Call For Motions

ITEM 4.6

ATTACHMENT [2]

PAGE 121 Report to Governance and Finance Committee meeting on 15 March 2016

4.7

REVIEW OF PUBLIC QUESTION TIME GUIDELINES File: 31740 D409822

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 considering the updating of its local public question time procedures.

BACKGROUND Council’s current resolution for public question time was resolved on 4 July 2005 (Min No. 5824 refers) and is as follows: 1.

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

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

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

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

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

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

The Chairperson may a.

Address questions on notice submitted by members of the public;

Refuse to accept a question.

10.

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

11.

ITEM 4.7

PAGE 122 Report to Governance and Finance Committee meeting on 15 March 2016

12.

STATUTORY REQUIREMENTS

The Local Government (Meeting Procedures) Regulations 2015 took effect from 29 June 2015. The Regulations amended the Local Government (Meeting Procedures) Regulations 2005 which prescribe meeting procedures for councils and council committees, Regulation 31 relates to public question time and states as follows: (1)

A member of the public may give written notice to the general manager at least 7 days before an ordinary council meeting of a question to be asked at that meeting.

(2)

The chairperson of an ordinary council meeting may – (a)

address questions on notice submitted by members of the public; and

(b)

invite any member of the public present at the meeting to ask questions relating to the activities of the council.

(3)

The chairperson of an ordinary council meeting must ensure that, if required, at least 15 minutes of that meeting is made available for questions by members of the public.

(4)

A question by any member of the public under this regulation and an answer to that question are not to be debated at the ordinary council meeting.

(5)

The chairperson of an ordinary council meeting may – (a)

refuse to accept a question from a member of the public; or

(b)

require a question from a member of the public asked without notice to be put on notice and in writing to be answered at a later ordinary council meeting.

(6)

If the chairperson of an ordinary council meeting refuses to accept a question from a member of the public, the chairperson is to give reasons for doing so.

(7)

A council is to determine any other procedures to be followed in respect of public question time at an ordinary council meeting.

(8)

The period referred to in subregulation (1) includes Saturdays, Sundays and statutory holidays, but does not include – (a)

the day on which notice is given under that subregulation; and

(b)

the day of the ordinary council meeting.

DISCUSSION Based on the revised Regulations, the public question time guidelines have been reviewed and it is recommended that minor changes be made (see tracked changes document attached). Since the introduction of Council’s previous guidelines, meetings are now recorded and are available on Council’s website. All written questions and answers are recorded in the following month’s Council agenda for noting.

COMMUNITY ENGAGEMENT No community consultation has been undertaken as a result of this report. ITEM 4.7

PAGE 123 Report to Governance and Finance Committee meeting on 15 March 2016

FINANCIAL IMPLICATIONS

There are no financial implications as a result of this report.

RISK IMPLICATIONS 

Legal Compliance The adoption of public question time guidelines provides an opportunity for members of the public to ask questions of Council in accordance with the Local Government (Meeting Procedures) Regulations 2015.

CONCLUSION

The minor amendments more accurately reflect the current practices of Council and are in line with the Regulations. The changes to the guidelines are not significant.

ATTACHMENTS 1.

Public Question Time guidelines - Tracked Changes

RECOMMENDATION That it be recommended to Council that Council’s updated Public Question Time guidelines be endorsed as follows: 1.

Public participation shall take place at Council meetings in accordance with Regulation 31 of the Local Government (Meeting Procedures) Regulations 2015.

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

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

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

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

Questions do not have to be lodged prior to the meeting, however they would be preferably provided in writing.

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

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

Author: Position:

Karen Hampton Governance Coordinator

Endorsed By: Position:

ITEM 4.7

Paul West General Manager

PAGE 124 Public Question Time guidelines - Tracked Changes

ATTACHMENT [1]

ITEM 4.7

PAGE 125 Report to Governance and Finance Committee meeting on 15 March 2016

4.8

INDEPENDENT LIVING UNITS - RATING ARRANGEMENTS File: 32101 D409964

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 considering the current and future practice in relation to providing rate exemptions/remissions to independent living units that are developed and/or managed by the aged care / not-for-profit sector.

BACKGROUND There has been ongoing debate within local government for some time in relation to the provision of rate exemption/remission to independent living units which are owned by Churches, Charitable Organisations or Aged Care Providers. At a recent Local Government of Tasmania (LGAT) General Meeting an item was listed on the agenda relating to this issue. The background comments provided within that report is relevant to the matter before Council. A copy of this report is provided as an attachment for the information of Aldermen.

STATUTORY REQUIREMENTS

The relevant sections of the Local Government Act 1993 which is applicable to this matter are: Section 87. Exemption from rates (1)

All land is rateable except that the following are exempt from general and separate rates, averaged area rates, and any rate collected under section 88 or 97: (d)

land or part of land owned and occupied exclusively for charitable purposes

Section 129. Remission of rates (1)

A ratepayer may apply to the council for remission of all or part of any rates paid or payable by the ratepayer or any penalty imposed or interest charged under section 128.

(2)

An application is to be – (a)

made in writing; and

(b)

lodged with the general manager.

(3)

A council, by absolute majority, may grant a remission of all or part of any rates, penalty or interest paid or payable by the ratepayer.

(4)

A council, by absolute majority, may grant a remission of any rates, penalty or interest paid or payable by a class of ratepayers.

(5)

The general manager is to keep a record of the details of any remission granted under this section. ITEM 4.8

PAGE 126 Report to Governance and Finance Committee meeting on 15 March 2016

DISCUSSION

Council has in the past considered that properties owned by not-for-profit/charitable aged care facilities met the requirement of Section 87 of the Local Government Act 1993 and therefore they have been considered as exempt from the general rate. The advice now available would indicate that this has in fact been an incorrect assumption in relation to independent living units that have been developed within the aged care sector. When considering aged care facilities, there would appear to be four main groupings: (i)

those operated by not-for-profit organisations (religious based, etc);

(ii)

those operated by privately owned organisations;

(iii)

residential accommodation (aged care homes); and

(iv)

independent living accommodation. The independent living may be a unit within a complex or a separate dwelling within the grounds of a complex. Aged care providers may also develop separate dwellings in residential areas.

In response to an ageing population, there has been a marked increase in the number of independent aged care accommodation development in Tasmania. There has been some activity in Devonport which is only likely to increase as time passes, particularly with the ‘baby boomer’ generation nearing retirement. It is difficult to justify the current inconsistency with regards to the rating treatment of the aged: 

a self funded retiree living at home is not entitled to any rate remission or exemption;



an eligible pensioner living at home is entitled to a State funded remission up to 30 percent on the general rate (capped at $288);



should either of the above examples move to a nursing home operated by a not-forprofit organisation they would indirectly benefit from the current 100 per cent remission/exemption provided by Council to that nursing home;



Should either of the first two examples move to an independent living unit currently owned by a not-for-profit/charitable institutions in Devonport they would benefit from the current 100 per cent remission/exemption provided to the owner of the property.

Is it appropriate for this inconsistency to be maintained? Whilst it is appropriate for Council to provide some assistance through either a remission or exemption to a bone-fide nursing home, why if a person chooses to move to an independent living unit in a residential complex, should they benefit from a rate remission/exemption that is not provided to a person living independently in a private house/unit? This report is not seeking to create an issue with charitable aged care providers for the valued services they provide within the community. It is to clarify and acknowledge that at present the aged living in independent living units owned and/or operated by the notfor-profit/charitable sector have a distinct advantage over those who own their own home/unit or are in the private rental market.

COMMUNITY ENGAGEMENT No community consultation has occurred in relation to this report. It is proposed that if Council accepts the recommendation provided that a period of consultation would occur with the aged care providers that would currently be impacted by any decision reached by Council. ITEM 4.8

PAGE 127 Report to Governance and Finance Committee meeting on 15 March 2016

FINANCIAL IMPLICATIONS

There are currently two main aged care providers in Devonport that would be impacted by any change to the remission/exemption arrangements in place. Between them there are in excess of 75 separate independent living units. At present the value of the exemption/remission provided on the General Rate amounts to around $54 - $64,000 depending on how it is applied. To reduce the impact of the removal of the exemption/remission it is recommended to Council that the move to payment of full rates on independent living units be phased in over a period of 5 years, (ie 20 percent per year) commencing with the 2016/17 financial year. If Council is not supportive of the recommendation then the way in which the independent living units operated by the aged care sector will need to change with applications being required in the future for a rate remission for the independent living units included within their developments.

RISK IMPLICATIONS The issue of exemptions/remission has received considerable media attention in Southern Tasmania recently. There is likely to be a level of concern and potentially public debate on the issue once it becomes known that the matter is under consideration by Council.

CONCLUSION At the LGAT General Meeting it was agreed: 1.

That Members note recent case law which suggests that although a property may be owned by a charitable institution, occupancy by private residents is not a charitable purpose; and

That Members agree to take a common and equitable approach to the rating of independent living units which takes as a core assumption that private residential occupancy is not a charitable purpose and is not exempt from general rates.

The matter is raised to gauge Councilâ&#x20AC;&#x2122;s views on potentially phasing in the charging of rates for independent living units associated with the aged care sector. There have been recent court rulings that would justify the removal of any future remission/exemption being provided. Considering the ageing population and the likely increased need and/or desire for aged care options it is timely that the matter is addressed by Council. Should Council support the proposed withdrawal of the 100 per cent remission/exemption from the General Rate for independent living units managed by a not-for-profit/charitable institution with effect from the 2016/17 financial year, it would be suggested that it would be appropriate to progressively phase out over a 5-year period the benefit currently provided.

ATTACHMENTS 1.

Rating of Residential Properties Owned by Charities

ITEM 4.8

PAGE 128 Report to Governance and Finance Committee meeting on 15 March 2016

RECOMMENDATION That it be recommended to Council that the report of the General Manager relating to the rating arrangements for independent living units be received and noted and that: 1.

Council consult with the aged care providers regarding its intention to: (a)

withdraw the 100 per cent remission/exemption from the General Rate for independent living units managed by a not-for-profit/charitable institution with effect from the 2016/17 financial year.

(b)

phase in at 20 per centre per year the levying of the general rate on aged care providers over the next five financial years for all existing independent living units;

(c)

require any units under construction or proposed in the future to be charged the full General Rate from time of valuation.

following feedback from the aged care sector a further report be provided to Council for consideration prior to the finalisation of the 2016/17 budget.

Author: Position:

Paul West General Manager

Endorsed By: Position:

ITEM 4.8

Paul West General Manager

PAGE 129 Rating of Residential Properties Owned by Charities

ATTACHMENT [1]

ITEM 4.8

PAGE 130 Rating of Residential Properties Owned by Charities

ATTACHMENT [1]

ITEM 4.8

PAGE 131 Rating of Residential Properties Owned by Charities

ATTACHMENT [1]

ITEM 4.8

PAGE 132 Rating of Residential Properties Owned by Charities

ATTACHMENT [1]

ITEM 4.8

PAGE 133 Report to Governance and Finance Committee meeting on 15 March 2016

4.9

FINANCE REPORT FOR FEBRUARY 2016 File: 26544 D410190

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 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 29 February 2016. 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 No community engagement was required for this report.

FINANCIAL IMPLICATIONS This report presents Council’s operating result and financial position and is provided for information purposes.

ITEM 4.9

PAGE 134 Report to Governance and Finance Committee meeting on 15 March 2016

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.

DCC Finance Report - Feb 2016

Council Meeting - Attachment 2 - Capital Works - Feb 2016

RECOMMENDATION That it be recommended to Council that the Finance Report for February 2016 be received and noted.

Author: Position:

Rodney O’Rourke Accountant

Endorsed By: Position: Performance

ITEM 4.9

Kym Peebles Executive Manager

Organisational

PAGE 135 DCC Finance Report - Feb 2016

ATTACHMENT [1]

FINANCIAL SUMMARY

YTD to February 2016

Operating Summary

YTD Budget

Revenue Expenditure Operating Position

Capital Expenditure Summary

Actual

Current Forecast

33,631,296 24,937,752

33,853,046 23,451,987

38,276,960 37,936,432

37,948,581 37,676,932

8,693,544

10,401,059

340,528

271,649

Annual Budget

Capital Expenditure

Annual Budget

Actual

14,771,168

7,081,887

Current Forecast 14,752,879

Cash Information February 2016 Operating Account (Reconciled balance) Interest-Earning Deposits

Debtor Information

Rates Debtors Infringement Debtors Sundry Debtors Planning & Health Debtors

February 2016

June 2015

2,340,130 19,406,538

1,174,633 17,262,931

21,746,669

18,437,565

Rates Debtors Ageing February 2016

5,869,296 126,494 160,228 10,110

93,077 89,231 520,267 9,981

6,166,128

712,557

2014/2015 - Current 2013/2014 - 1 Year 2012/2013 - 2 Years 2011/2012 - 3 Years 2010/2011 - Older

June 2015

5,630,117 117,512 50,501 11,017 60,149

% of Annual Rates 21.4%

5,869,296

Cash Investment Information Actual Rate ANZ Cash Deposits 2.50% at call CBA Cash Deposits 1.40% at call CBA Term Deposit 2.88% 120 days maturing 18/3/2016 Me Bank 3.03% 91 days maturing 2/3/2016 ANZ Term Deposit 3.00% 90 days maturing 17/3/2016 All cash investments are invested in compliance with Council's Investment Policy. Benchmarks: BBSW90 Day Index RBA Cash Rate

February 2016 4,905,539 501,001 5,000,000 4,000,000 4,999,999 19,406,538

2.36% 2.00%

Commentary This report provides a high level summary of operational income and expenditure, capital expenditure and the cash and receivables position as at the date of the report.

ITEM 4.9

PAGE 136 DCC Finance Report - Feb 2016

ATTACHMENT [1]

SUMMARISED OPERATING REPORT YTD Budget

YTD to February 2016 YTD Variance $ %

Actual

Full Budget 2016

INCOME Rates and Service Charges

Note 26,297,012

26,323,283

Fees and User Charges

4,146,347

4,409,940

263,593

Grants - Operating

1,719,862

1,023,235

(696,628)

1,667

26,329

24,663

469,000

705,806 143,225

Contributions - Operating Dividend Income Profit Sharing

26,271

0.1%

26,384,012

6.4%

6,194,852

-40.5%

2,335,621

1479.7%

2,500

236,806

50.5%

1,878,000

143,225

#DIV/0!

Interest Income

258,000

389,369

131,369

50.9%

378,000

Other Revenue

739,408

831,859

92,451

12.5%

1,103,975

33,631,296

33,853,046

221,749

0.7%

38,276,960

Employee Benefits

7,955,595

7,349,421

606,174

7.6%

12,013,523

Materials and Services

7,995,943

7,311,407

684,535

8.6%

12,383,399

Depreciation

5,875,067

5,788,096

86,971

1.5%

8,812,600

9,826

1.3%

1,166,629

(5,286)

-0.3%

3,127,182 1,022,025

TOTAL INCOME

P O O P O O P P

1 2 3 4

EXPENSES

Financial Costs Levies & Taxes Other Expenses Internal Charges and Recoveries

TOTAL EXPENSES

784,418

774,593

1,913,716

1,919,002

799,260

636,931

162,329

20.3%

(386,246)

(327,463)

(58,784)

15.2%

(588,927)

24,937,752

23,451,987

1,485,766

6.0%

37,936,432

8,693,544

10,401,059

1,707,515

19.6%

340,528

Grants - Capital

898,868

1,032,888

134,020

14.9%

1,018,868

Contributions - Capital

144,500

1,748,217

1,603,717

1109.8%

300,000

NET OPERATING SURPLUS / (DEFICIT)

O O P P P P P

5 6

CAPITAL ITEMS

Gain / Loss on Disposal of Assets

(190,000)

Change in Value of Investment in Water Corporation

TOTAL CAPITAL ITEMS NET SURPLUS / (DEFICIT) Own Source Revenue:

(212,382) -

(22,382)

11.8%

(380,000)

0.0%

105,000

853,368

2,568,723

1,715,355

201.0%

1,043,868

9,546,912

12,969,782

3,422,870

35.9%

1,384,396

94.9%

96.9%

P O P P

93.9%

Indicator: Variance is less than 10% and/or $200000 threshold from budget and requires explanation Variance is greater than 10% and/or $200000 threshold from budget and requires explanation

P O

Note Commentary 1 Fees and user charges are ahead of budget due to above budget parking income, transfer station waste fees, cemetery fees, planning fees, property leases and DECC show income, these gains were partially offset by below budget parking infringement income and lower than expected revenue from the Jazz festival. A $135K forecast adjustment has been made. 2 The unfavourable variation in operating grant income relates to the advance payment made in June 2015 of two instalments of the 2015/16 financial assistance grant of $981K. A forecast adjustment of $981K has been made. In addition a $40K grant in relation to a Tiagarra feasibility study will no longer proceed, a $40K forecast adjustment has been made to reflect this. 3 Dividend income exceeds budget due partially to timing and additional income from DRWMA relating to a 2014/15 tax equivalent adjustment $106K and above budget dividend income $74K. A forecast adjustment of $180K has been made. 4 The favourable variation relates to 50% share of profit from Belgravia Leisure relating to the 2014/15 trading period of Splash Aquatic and Leisure Centre. A $143K forecast adjustment has been made. 5 Expenditure on employee benefits is below budget, the favourable variation consists of: direct employee costs $409K, employee related costs (training, w/comp & payroll tax) $155K, superannuation $33K and leave $9K. The variation can be attributed somewhat to unfilled filled vacancies as the budget for employee costs was based on 152.1 FTE's whereas the actual YTD figure as at 19/2/2016 totalled 146.1 FTE's. At this stage a $155K forecast adjustment has been made. 6 Expenditure on materials and services is currently less than budget particularly in the areas of: consultants $359K, general expenses $232K, Plant expenses $92K , advertising/printing $101K and utility costs $96K. These gains were partially offset by above budget contract expenditure in the areas of urban roads and the aquatic centre. Actual and budget expenditure are expected to more closely align during the remainder of the year. In addition a feasibility study in relation to Tiagarra will no longer proceed resulting in savings in consulting expenditure, a forecast adjustment of $40K has been made to reflect this. 7 Contributions capital relates to road and stormwater asset donations made to Council as a result of new subdivision developments including Tugrah Road, Tatiana Close, Brooke Street and Woodrising Avenue.

ITEM 4.9

PAGE 137 DCC Finance Report - Feb 2016

ATTACHMENT [1]

FINANCIAL CHARTS

Year to Date to end of February 2016

Income Analysis 30,000,000 25,000,000

$ Income

20,000,000

15,000,000 10,000,000 5,000,000 -

Rates & Utility Charges

Fees & Charges

Grants

Contributions

Other Income

26,329

Dividends and Other Investment Income 1,238,400

2016 YTD

26,323,283

4,409,940

1,023,235

Bud YTD

26,297,012

4,146,347

1,719,862

1,667

727,000

2015 YTD

26,266,808

4,422,808

1,684,413

739,408

31,797

1,453,466

742,638

831,859

Expenditure Analysis 8,000,000

7,000,000

$ Expenditure

6,000,000 5,000,000

4,000,000 3,000,000 2,000,000 1,000,000 (1,000,000)

Materials & Services 7,311,407

Depreciation

Finance Costs

Levies & Taxes

2016 YTD

Employee Benefits 7,349,421

1,919,002

Other Expenses 636,931

Internal Charges (327,463)

5,788,096

774,593

Bud YTD

7,955,595

7,995,943

5,875,067

784,418

2015 YTD

7,599,127

7,177,398

5,792,064

774,351

1,913,716

799,260

(386,246)

1,515,898

967,209

(414,334)

Capital Expenditure - $'000 $16,000

Accumulated Expenditure - $'000

$14,000 $12,000 $10,000 $8,000

$6,000 $4,000

$2,000 $0

2016 Budget - Cumulative 2016 Actual 2016 Actual including commitments

2015 Actual

Jul

Aug

Sep

Oct

Nov

Dec

Jan

Feb

Mar

110

636

1,374

2,918

4,289

5,613

6,619

7,548

9,077

10,484 11,980 14,771

3,044

4,122

110

1,344

2,325

2,989

4,213

5,755

6,297

7,082

1,266

3,293

5,002

5,771

6,099

8,192

8,580

9,216

297

749

903

1,382

1,596

2,246

ITEM 4.9

Apr

May

5,570

Jun

7,216

PAGE 138 DCC Finance Report - Feb 2016

ATTACHMENT [1]

BALANCE SHEET REPORT

As at February 2016 28 Feb 2016

30 Jun 2015

2,340,130 232,118 19,406,538 5,869,296 126,494 160,228 10,110 100,630 17,444 77,918 28,340,906

1,174,633 220,483 17,262,931 93,077 89,231 520,267 9,981 269,224 92,539 134,691 19,867,059

3,849,087 84,230,566 669,247,544 (256,087,376) 7,298,172 508,537,992

3,849,087 84,230,566 667,173,148 (252,243,518) 2,679,583 505,688,866

536,878,899

525,555,925

568,283 844,394 241,645 984,520 894,911 1,105,893 4,639,646

227,344 2,092,478 214,990 984,520 1,009,700 1,068,293 5,597,325

Loans - Non-Current Long Service Leave - Non-Current

19,818,228 525,103 20,343,332

20,507,357 525,103 21,032,460

Total Liabilities

24,982,977

26,629,784

511,895,922

498,926,140

295,400,859 1,415,182 7,833,662 194,276,437 10,401,059 2,568,723

295,400,859 1,415,182 7,833,662 186,468,521 3,703,422 4,104,494

Total Equity

511,895,922

498,926,140

Current Ratio:

6.11

3.55

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 4.9

PAGE 139 Council Meeting - Attachment 2 - Capital Works - Feb 2016

ATTACHMENT [2] Devonport City Council Capital Works Income & Expenditure Report 28 February 2016

Annual Budget $

Income 2015/16 Additional Funds Carried forward & Total Budget adjustments Available $ $

Expenditure 2015/16 External Funding (incl. in total) $

Forecast $

Actual $

1,870,363 221,120 620,000 5,140,483 5,837,822 633,091 430,000 14,752,879

1,004,796 2,197 201,233 2,338,454 3,246,542 120,832 167,833 7,081,887

Balance

Total Commitments Expenditure $ $

Remaining Funds $

Performance Measures

Works Start Month

Works % Completion Budget Month Spent

Comments

Summary Open Space & Recreation Facilities Stormwater Transport Living City Plant & Fleet Other Equipment Total Capital Works

1,296,500 360,000 739,000 4,653,000 2,496,000 590,700 415,000 10,550,200

668,091 23,418 130,246 3,341,822 42,391 15,000 4,220,968

1,964,591 383,418 739,000 4,783,246 5,837,822 633,091 430,000 14,771,168

11,000 30,000 1,437,888 1,478,888

368,489 87,948 82,853 1,264,455 43,426 264,758 22,575 2,134,505

1,373,285 90,145 284,086 3,602,909 3,289,967 385,590 190,408 9,216,392

591,306 293,273 454,914 1,322,884 2,547,855 247,501 239,592 5,697,324

Open Space & Recreation CB0050

CEEP - Energy Efficiency Funding

CP0106

Mersey Vale Memorial Garden CP0106

CP0098

Meercroft Park - reserve car park

CP0099 CP0107

Mersey Vale - MBS stage 1 Victoria Parade - Sea Wall Height Extension - South of Jock Littler Pavilion Devonport Rec Centre & EDRC - Additional CCTV Installation Devonport Oval - Cricket Club Roof Replacement Picnic Table & Bench Seating Renewal Pioneer Park - New Toilets & Parenting Facilities Devonport Oval - Facilities Plan Actions

CP0108 CP0109 CP0110 CP0111 CP0112

23,207

26,469

(3,262)

completed

192,358

185,000

153,774

3,425

157,199

35,159

completed

82,087

92,000

6,485

75,602

Mar 2016

May 2016

967,266 20,000

988,000 13,000

637,335 12,894

326,740 -

964,075 12,894

3,191 7,106

CF completed

Mar 2016 completed

8,000 42,000 30,000 160,000 700,000

8,000 42,000 30,000 160,000 32,500

9,165 35,000 30,000 160,000 32,500

8,667 34,346 60 443 2,128

13,500 5,920

8,667 34,346 60 13,943 8,048

(667) 7,654 29,940 146,057 24,452

completed completed Dec 2015 Feb 2016 Jan 2016

completed completed Apr 2015 May 2016 Apr 2016

(667,500)

CP0113

Path Renewal Don Reserve - West of Don College between train crossings 50m

35,000

2,149

32,851

Jan 2016

CP0114 CP0115 CP0116

Path Renewal Don Reserve -South of Aquatic Centre 60m Devonport Rec Centre - PA System Upgrade Devonport Oval Practice Wicket Upgrade

40,000 8,000 36,000

40,000 6,000 36,000

1,502 2,131 72

4,359 14,545

1,502 6,489 14,617

38,498 1,511 21,383

Feb 2016 completed NA

Mar 2016 completed NA

CP0117

Surf Club Training Room

17,500

17,535

completed

CP0118 CP0119

Streetscape Tree Protection - Best Street Tree Guards Rooke Street Mall Play Equipment

22,000 50,000

22,000 109,081

22,000 1,100

5,631 1,068

Mar 2016 Oct 2015

Apr 2016 CF

CP0120 CP0121 CP0122 CP0123

Sister Cities - 20 year Anniversary , Commemorative Seat Julie Burgess Interpretive & Information Signage at RHP Signage Strategy - Actions TBA Aquatic Cenre Waterslide Fibreglass Flume Renewal

3,000 10,000 25,000 90,000

3,000 10,000 36,592 90,000

3,000 10,000 36,592 92,002

56 50 92,002

TBA TBA TBA completed

1,870,363

1,004,796

368,489

1,373,285

81,000

650

79,948

80,598

TBA Mar 2016

TBA May 2016

Total Open Space & Recreation

1,296,500

59,081

11,592

668,091

1,964,591

23,418 80,000

60,000

60,000 160,000

11,000

(35) 16,369 108,013 3,000 9,944 36,542 (2,002) 591,306

114.1% 81.7% Holding retention, defects to be completed 7.9% Quotations from contractors have been requested 99.7% Site works progressing 64.5% 108.3% 81.8% 0.2% Scope of works being developed 8.7% Tenders have been called 24.8% Revised scope of works endorced by Council December 2016, Res No. 260/15 (IWC 45/15) 6.1% Proj. to be carried fwd. & additonal scope to be added in 16/17 budget to enable efficient delivery of project 3.8% Design being finalised 81.1% 40.6% Financial contribution only towards practice wicket upgrade 100.2% 25.6% Trees to be planted in autumn 1.0% Funds to be reallocated to a bike path at Pioneer Park, Res No. 30/16 (CSC 20/16) Feb 2016 0.0% 0.6% Design progressing 0.1% 102.2% 69.9%

Facilities CB0059 CB0069

Public Art Mersey Vale Cemetery - Depot Shed & Staff Amenities Improvements

CB0070

Home Hill - Interpretive Signage

CB0071 CB0072

BSMC - Solar Panel Installation Fourways Car Park Toilet & Parenting Facilities Upgrade Total Facilities

360,000

23,418

383,418

30,000

23,418 (598)

120

59,880

TBA

60,000 80,000

984 443

8,000

984 8,443

59,016 151,557

Mar 2016 Nov 2015

May 2016 May 2016

221,120

2,197

87,948

90,145

293,273

0.0% 100.7% Contract awarded, design progressing 0.2% Application for external grant funding unsuccessful 1.6% Quotations being reviewed 5.3% Quotations from contractors have been requested 23.5%

Stormwater CS0039 CS0040

Wattle Bank Close - Kerb & Open Drain Minor Stormwater Works

CS0041 CS0042 CS0043 CS0044 CS0045 CS0046 CS0047

Pilgrims Road Pipe Extension & Manhole William Street Stormwater Catchment Upgrade - Stage 5 Stormwater Outfall Risk Management - Coles Beach East Devonport Rec Centre Drainage Improvements Melrose Road - New Culvert near #772 Waverly Road _ New Culvert near #51 Manhole Lid Replacements

CS0048

Pit Replacements

CS0049

Reece Detention Basin Subsiol Drainage Renewal Total Stormwater

85,000 30,000

45,000 40,000

41,423 19,960

180

41,423 20,140

43,577 9,860

completed May 2016

48.7% 67.1% Work on Kelcey Tier Rd and James St has been completed

21,000 275,000 45,000 50,000 35,000 18,000 25,000

17,000 220,000 25,000 50,000 35,000 18,000 25,000

15,186 8,010 23,928 43,662 127 507 14,410

4,360 -

15,186 8,010 23,928 48,022 127 507 14,410

5,814 266,990 21,072 1,978 34,873 17,493 10,590

completed Apr 2016 completed completed Mar 2016 Mar 2016 Apr 2016

completed June 2016 completed completed Apr 2016 Mar 2016 Apr 2016

72.3% 2.9% Contract awarded 53.2% 96.0% 0.4% 2.8% 57.6% Design progressing & construction works progressively being undertaken

50,000

28,382

21,618

Apr 2016

May 2016

56.8% Design progressing & construction works progressively being undertaken

105,000 739,000

95,000 620,000

5,638 201,233

78,313 82,853

83,951 284,086

21,049 454,914

completed

ITEM 4.9

80.0% 38.4%

PAGE 140 Council Meeting - Attachment 2 - Capital Works - Feb 2016

ATTACHMENT [2]

Income 2015/16

Annual Budget $

Additional Funds Carried forward & Total Budget adjustments Available $ $

Expenditure 2015/16 External Funding (incl. in total) $

Forecast $

Actual $

Balance

Total Commitments Expenditure $ $

Remaining Funds $

Performance Measures

Works Start Month

Works % Completion Budget Month Spent

Comments

Transport CT0104

Formby Road Car park Arcade Link

5,695

6,000

211

5,695

5,906

CT0112

Devonport Road Reconstruction - Turners Lane to McLeod Avenue

66,088

60,000

60,332

5,756

CT0118

Pedestrian Network Strategy (2012) Action Plan Implementation

37,758

1,551

36,207

Jan 2016

Apr 2016

CT0119 CT0127 CT0128 CT0129 CT0130

Stony Rise Rd - Middle Rd intersection New Roundabout William St Pavement Reconstruction - Stewart to Steele Stewart St Pedestrian Facilities River Road Rural - Widening Stage 3 Bellamy Road Bridge Renewal

400,000 20,000 250,000 225,000

16,990 (50,000)

16,990 350,000 20,000 250,000 155,000

16,990 350,000 10,000 200,000 170,000

17,261 354,625 382 191,265 78,649

778 72,599

17,261 354,625 1,160 191,265 151,247

(271) (4,625) 18,840 58,735 3,753

completed completed completed completed completed

101.6% 101.3% 5.8% 76.5% 97.6%

CT0131 CT0132 CT0133 CT0134 CT0135

Reseal Program 2015-16 Devonport Road - Guardrail Terminals Forth Road - Guardrail Terminals Duncans Road Bridge Erosion Protection Signage Improvements - Ring Road Signage Implementation

700,000 20,000 50,000 25,000 50,000

700,000 16,000 35,000 28,000 40,000

611,348 1,372 2,269 28,008 41,217

31,049 14,213 31,978 -

642,397 15,585 34,247 28,008 41,217

57,603 4,415 15,753 (3,008) 8,783

completed Feb 2016 Feb 2016 completed Aug 2015

completed Mar 2016 Mar 2016 completed Mar 2016

91.8% 77.9% 68.5% 112.0% 82.4%

CT0136 CT0137 CT0138 CT0139 CT0140

Nicholls Street New Footpath - Percy to St Brendan Shaw College Caroline Street New Footpath - John Street to EDRC Winspears Road Footpath Renewal Payne Avenue Car Park - Retaining Wall Renewal Minor Footpath Renewal

18,000 55,000 30,000 50,000 25,000

11,526 36,129 102 2,627 393

22,446

11,526 36,129 102 2,627 22,839

6,474 18,871 29,898 47,373 2,161

April 2015 completed Feb 2016 TBA May 2016

April 2016 completed Apr 2016 TBA June 2016

CT0141 CT0142 CT0143 CT0144 CT0145 CT0146 CT0147 CT0148 CT0149 CT0150 CT0151 CT0152 CT0153 CT0154 CT0155 CT0156 CT0157 CT0158 CT0159 CT0160 CT0161 CT0162 CT0163

North Street Kerb Renewal - West of William Street Road Traffic Device Renewal Street Light Provision Transport Minor Works William St Pavement Reconstruction - Steele to Tasman Coraki Street Kerb Renewal -Adina Place to Triton Road Kelcey Tier Road Pavement Renewal -Melrose Raod to Sherston Binda Place Renewal Torquay Road Pavement Renewal - Oak Crt to Canning Dr Parking Infrastructure Renewal Mersey Road Footpath Renewal - Dogs Home to Kelcey Tier Road Mersey Bluff Caravan Park -Internal Road Improvements Mersey Vale Cemetery -Seal Western Top Road Don Recreation Ground - Seal Car Park Tugrah Road New Footpath - North of Washington Drive Stony Rise Road New Footpath - Middle Road to Friend Street Stony Rise - Lawrence Drive Safety Improvements Middle Road -William Street to Bass Hwy Safety Improvements Kelcey Tier - Mersey Main Road Junction Improvement Devonport Road - McLeod Avenue to Horsehead Creek renewal Hiller Street & Ashburner Street Intersection Renewal Tarleton Street Pedestrian Facilities Forbes Street Pedestrian Facilities William Street Pedestrian Facilities

60,000 25,000 20,000 25,000 400,000 125,000 400,000 85,000 450,000 25,000 310,000 90,000 10,000 45,000 100,000 150,000 85,000 155,000 175,000 -

60,000 28,715 20,000 25,000 520,000 125,000 400,000 85,000 450,000 25,000 310,000 90,000 10,000 45,000 100,000 150,000 85,000 155,000 175,000

46,519 16,479 6,913 11,145 89,245 92,341 314,623 10,210 80,396 50 5,647 180 1,381 2,736 17,428 122,014 15,130 9,444 14,420 15,773 14,825 7,981 4,307 -

2,720 581 421,847 21,664 54,553 282,363 11,320 43,232 77,455 3,346 43,085 667 23,206 32,930 57,102 9,630 -

49,239 16,479 6,913 11,726 511,091 92,341 336,287 64,763 362,759 50 5,647 180 12,701 45,968 94,882 125,360 58,215 10,111 37,627 48,703 71,927 17,611 4,307 -

10,761 12,236 13,087 13,274 8,909 32,659 63,713 20,237 87,241 24,950 304,353 89,820 (2,701) (968) 5,118 24,640 26,785 144,889 137,373

240,000 81,020 44,000 62,000 22,000

60,000 28,715 20,000 25,000 520,000 99,000 410,000 85,000 400,000 25,000 310,000 90,000 10,000 45,000 100,000 155,000 85,000 155,000 206,000 255,000 81,020 44,000 62,000 22,000

completed Nov 2015 ongoing Dec 2015 Jan 2016 completed completed Apr 2016 Dec 2015 TBA Mar 2016 Apr 2016 Feb 2016 Feb 2016 Jan 2016 Oct 2015 Mar 2016 Apr 2016 Feb 2016 Jan 2016 Jan 2016 TBA TBA Jan 2016

completed TBA ongoing May 2016 Apr 2016 completed completed May 2016 Mar 2016 TBA May 2016 May 2016 Feb 2016 Apr 2016 Mar 2016 Mar 2016 Mar 2016 May 2016 Apr 2016 Mar 2016 Mar 2016 TBA TBA Apr 2016

1,437,888

5,140,483

2,338,454

1,264,455

3,602,909

1,322,884

142,975

267,861

26,139

completed

36,902

59,798

38.2% List of identified items to be progressively purchased

33.3% List of identified items to be progressively purchased

Total Transport

4,653,000

(70,000)

3,715

120,000

130,246

4,783,246

374,434

85,000 155,000

(211)

February

completed

103.7% Pavement colouring to be completed in February 91.3% 4.1% Waiting on DSG relocations (Best and Formby), contract awarded for Middle Road works

Linemarking in some areas to be reinstated Construction pending Construction pending Additional signage to be installed

64.0% Stage 1 has been completed 65.7% 0.3% 5.3% Quotations from contractors have been requested 91.4% Work in Stewart St, Loane Ave and Caroline Street underway 82.1% 57.4% 34.6% 46.9% 98.3% 73.9% 84.1% 76.2% 80.6% 0.2% 1.8% 0.2% 127.0% 102.2% 94.9% 83.6% 68.5% 6.5% 21.5%

Forthside Rd guardrail replaced Drew St lighting being upgraded Works at Webberleys Rd/Forthside Rd complete Construction progressing

Construction progressing Construction progressing Tenders have been called

Construction progressing Construction progressing Construction progressing Construciton progressing Contract awarded Contract awarded Tenders closed Construction progressing Quotations from contractors have been requested Design progressing Construction progressing (within project CT0145)

75.3%

Plant & Fleet

CF0014 CF0015 CF0013

Hire Plant Replacement Plan (including disposal proceeds) Minor Plant Replacement Plan (including disposal

294,000

124,886

96,700

36,902

proceeds) Fleet Replacement Plan (including disposal proceeds)

200,000

42,391

242,391

(40,956)

121,784

80,827

161,564

590,700

42,391

633,091

120,832

264,758

385,590

247,501

240,000

163,679

14,048

177,727

62,273

190,000

4,154

8,527

12,681

177,319

Total Plant & Fleet

91.1%

60.9%

Other Equipment

CE0006

Office Equipment

240,000

CC0007

Information Technology - Renewal & Upgrades

175,000

Total Other Equipment TOTAL CAPITAL EXPENDITURE - EXCLUDING LIVING CITY Living City

CB0068

Liv ing City - Strategic Initiativ es Total Living City

TOTAL CAPITAL EXPENDITURE - INCLUDING LIVING CITY

240000 15,000

190,000

415,000

15,000

430,000

8,054,200

879,146

8,933,346

2,496,000 2,496,000

3,341,822 3,341,822

5,837,822

10,550,200

4,220,968

14,771,168

5,837,822

1,478,888

74.1% List of identified items to be progressively purchased - WiFi on hold pending State Gov. free WiFi proj. 6.7% Ongoing program of IT infrastructure upgrades

430,000

167,833

22,575

190,408

239,592

44.3%

8,915,057

3,835,345

2,091,079

5,926,424

3,149,469

66.3%

5,837,822 5,837,822

3,246,542 3,246,542

43,426 43,426

3,289,967 3,289,967

2,547,855 2,547,855

56.4%

14,752,879

7,081,887

2,134,505

9,216,392

5,697,324

62.4%

ITEM 4.9

June 2015

July 2016

56.4% Project to continue through duration of the year

PAGE 141 Report to Governance and Finance Committee meeting on 15 March 2016

4.10

ANNUAL PLAN PROGRESS REPORT - NOVEMBER 2015-FEBRUARY 2016 File: 26469 D402585

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

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

SUMMARY

To provide an update on the progress of the 2015/16 Annual Plan as at 29 February 2016.

BACKGROUND

Council adopted its 2015/16 Annual Plan on the 22 June 2015. The Annual Plan outlines the actions to be undertaken this financial year to work towards achieving Council’s strategic goals.

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

DISCUSSION

The Annual Plan has been developed to guide Council in its actions to ensure the future aspirations of the Devonport community can be achieved.

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

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

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

CONCLUSION The 2015/16 Annual Plan Progress Report as at 29 February 2016 is provided for the information of the Aldermen and the community.

ATTACHMENTS 1.

Annual Plan Progress Report -Nov 2015 - Feb 2016

ITEM 4.10

PAGE 142 Report to Governance and Finance Committee meeting on 15 March 2016

RECOMMENDATION That it be recommended to Council that the 2015/16 Annual Plan Progress Report for the period 1 November 2015 to 29 February 2016 be received and noted.

Author: Position:

Karen Hampton Governance Coordinator

Endorsed By: Position:

ITEM 4.10

Paul West General Manager

PAGE 143 Annual Plan Progress Report -Nov 2015 - Feb 2016

ATTACHMENT [1]

ITEM 4.10

PAGE 144 Annual Plan Progress Report -Nov 2015 - Feb 2016

ATTACHMENT [1]

ITEM 4.10

PAGE 145 Annual Plan Progress Report -Nov 2015 - Feb 2016

ATTACHMENT [1]

ITEM 4.10

PAGE 146 Annual Plan Progress Report -Nov 2015 - Feb 2016

ATTACHMENT [1]

ITEM 4.10

PAGE 147 Annual Plan Progress Report -Nov 2015 - Feb 2016

ATTACHMENT [1]

ITEM 4.10

PAGE 148 Annual Plan Progress Report -Nov 2015 - Feb 2016

ATTACHMENT [1]

ITEM 4.10

PAGE 149 Annual Plan Progress Report -Nov 2015 - Feb 2016

ATTACHMENT [1]

ITEM 4.10

PAGE 150 Annual Plan Progress Report -Nov 2015 - Feb 2016

ATTACHMENT [1]

ITEM 4.10

PAGE 151 Annual Plan Progress Report -Nov 2015 - Feb 2016

ATTACHMENT [1]

ITEM 4.10

PAGE 152 Annual Plan Progress Report -Nov 2015 - Feb 2016

ATTACHMENT [1]

ITEM 4.10

PAGE 153 Annual Plan Progress Report -Nov 2015 - Feb 2016

ATTACHMENT [1]

ITEM 4.10

PAGE 154 Annual Plan Progress Report -Nov 2015 - Feb 2016

ATTACHMENT [1]

ITEM 4.10

PAGE 155 Annual Plan Progress Report -Nov 2015 - Feb 2016

ATTACHMENT [1]

ITEM 4.10

PAGE 156 Annual Plan Progress Report -Nov 2015 - Feb 2016

ATTACHMENT [1]

ITEM 4.10

PAGE 157 Annual Plan Progress Report -Nov 2015 - Feb 2016

ATTACHMENT [1]

ITEM 4.10

PAGE 158 Annual Plan Progress Report -Nov 2015 - Feb 2016

ATTACHMENT [1]

ITEM 4.10

PAGE 159 Annual Plan Progress Report -Nov 2015 - Feb 2016

ATTACHMENT [1]

ITEM 4.10

PAGE 160 Annual Plan Progress Report -Nov 2015 - Feb 2016

ATTACHMENT [1]

ITEM 4.10

PAGE 161 Annual Plan Progress Report -Nov 2015 - Feb 2016

ATTACHMENT [1]

ITEM 4.10

PAGE 162 Annual Plan Progress Report -Nov 2015 - Feb 2016

ATTACHMENT [1]

ITEM 4.10

PAGE 163 Annual Plan Progress Report -Nov 2015 - Feb 2016

ATTACHMENT [1]

ITEM 4.10

PAGE 164 Annual Plan Progress Report -Nov 2015 - Feb 2016

ATTACHMENT [1]

ITEM 4.10

PAGE 165 Annual Plan Progress Report -Nov 2015 - Feb 2016

ATTACHMENT [1]

ITEM 4.10

PAGE 166 Annual Plan Progress Report -Nov 2015 - Feb 2016

ATTACHMENT [1]

ITEM 4.10

PAGE 167 Annual Plan Progress Report -Nov 2015 - Feb 2016

ATTACHMENT [1]

ITEM 4.10

PAGE 168 Annual Plan Progress Report -Nov 2015 - Feb 2016

ATTACHMENT [1]

ITEM 4.10

PAGE 169 Report to Governance and Finance Committee meeting on 15 March 2016

4.11

ELECTED MEMBERS' EXPENDITURE REPORT - NOVEMBER 2015 TO FEBRUARY 2016 File: 22947 D409461

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 at any other time.

DISCUSSION Expenditure processed for the four month period November, 2015 – February 2016 inclusive is detailed below: Mayor Steve Martin $ 390.98 Mobile telephone expenses $ 50.00 Devonport Show – Sponsorship; Personality event $ 314.85 Registration fee - LGAT Mayor’s Professional Development workshop $ 50.00 Registration fee - LGAT Regional breakfast $ 670.00 Flights – Melbourne x 2 $ 1,049.35 Accommodation and meals (Hobart and Melbourne) $ 222.90 Meeting costs (meals, coffee etc) $ 282.62 Hire car, taxi fees, toll fees – Melbourne Alderman Annette Rockliff $ 348.00 Flights – Melbourne Alderman Lynn Laycock $ 450.00 Registration fee – LGAT Elected Members Workshop $ 50.00 Registration fee – LGAT Regional breakfast Alderman Grant Goodwin $ 321.99 Flights – Melbourne $ 150.00 Accommodation – Melbourne Aldermen $ 1,222.63

iPad expenses

The attached table sets out the cumulative expenditure for the 2015/16 financial year.

ITEM 4.11

PAGE 170 Report to Governance and Finance Committee meeting on 15 March 2016

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

COMMUNITY ENGAGEMENT

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

FINANCIAL IMPLICATIONS

Mayoral and Aldermen expenses are costed to the general ledger account for Aldermen Support.

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

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

ATTACHMENTS 1.

Cumulative Totals - Year to Date - February 2016

RECOMMENDATION That it be recommended to Council that the report advising of Aldermen expenses be received and noted.

Author: Position:

Karen Hampton Governance Coordinator

Endorsed By: Position:

ITEM 4.11

Paul West General Manager

PAGE 171 Cumulative Totals - Year to Date - February 2016

ATTACHMENT [1]

Aldermen Expenses Cumulative figures - Year to date

Alderman

Mayoral Allowance

Deputy Mayoral Aldermen's Allowance Allowance

Mileage R'ments

33,245

13,298

4,322

Mayor Martin

I'Pads

Conference/ Professional Development Attendance

Travel, Accomm & Meal expenses

365

3,111

270

Meeting expenses

Phone

335

Other

835

245

Total $

56,026

13,568

Ald Emmerton

13,298

270

Ald Goodwin

13,298

270

783

14,351

Ald Jarman

13,298

270

127

13,695

Ald Keay

13,298

270

13,568

Ald Matthews

13,298

270

13,568

Ald Laycock

13,298

270

14,240

Ald Perry

13,298

270

13,568

13,298

270

24,506

Deputy Mayor Rockliff

10,394

500

172 544

Other Non Attributable TOTAL - YEAR TO DATE $ Budget BALANCE UNSPENT % Spent Year to Date

33,245

$ 10,394

$ 119,682

$ 8,066

$ 2,430

50,700

15,850

199,486

12,100

4,300

79,804

$ 4,034

$ 1,870

17,455 66%

5,456 66%

60%

67%

865

14,000 $

57%

13,135 6%

4,737 8,500

3,763 56%

Note: Council provides a motor vehicle for use by the Mayor - the cost of this vehicle is shown in the Mileage column.

ITEM 4.11

335

1,000 $

665 34%

835

1,400 $

565 -$ 60%

245

177,090 307,336

130,246 58%

PAGE 172 Report to Governance and Finance Committee meeting on 15 March 2016

4.12

GOVERNANCE & FINANCE REPORT File: 29468 D408937

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 provides a summary of the activities undertaken in the following areas of Council: Corporate and Business Services; Governance; and Organisational Performance.

  

BACKGROUND This report is provided to the Governance and Finance Committee every two months and aims to update the Aldermen and community on matters of interest. The functional areas of Council covered by this report include:          

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

   

Property Management Legal Issues Customer Service Financial Strategy and Management -

Revenue and Rating Grants Loan Borrowings Compliance Related Policies

- Financial Reporting

STATUTORY REQUIREMENTS Council is required to comply with the provisions of the Local Government Act 1993 and other legislation.

DISCUSSION 1.

GOVERNANCE AND LEGAL

1.1

Common Seal Register The following documents have been signed under Council’s seal November 2015February 2016: REG/142

Request to Amend Sealed Plan - SP104255

6/11/2015

REG/143

Plan of Survey - Folio 160729-303

6/11/2015

REG/144

Deed of Agreement - Bass Strait Maritime Centre - Arts 11/11/2015 Tasmania

ITEM 4.12

PAGE 173 Report to Governance and Finance Committee meeting on 15 March 2016

1.2

REG/145

Lease Agreement - 17 Fenton Way

30/11/2015

REG/146

Lease Agreement - 8 Victoria Parade

1/12/2015

REG/147

Agreement to sell - Portion of 76-80 Mersey Main Road 7/12/2015 Spreyton

REG/148

Licence Agreement - DCC and Laycraft Pty Ltd - Drift 10/12/2015 Café

REG/149

PA2015.0109 - 3A Brooke Street

REG/150

S90 Certificate - Portion of 76-90 Mersey Main Road 5/01/2016 Spreyton

REG/151

GM's Delegations - Readopted - Council Meeting - 18 20/01/2016 January 2016

REG/152

Plan of Survey - SA2008.0006

27/01/2016

REG/153

Plan of Survey - PA2014.0148

27/01/2016

REG/154

Plan of Survey - PA2015.0150

27/01/2016

REG/155

Lease Agreement - DCC & EDFC

28/01/2016

REG/156

Lease Agreement - DCC & Devonport Playcentre

5/02/2016

REG/157

Use Agreement - Department of Education

12/02/2016

REG/158

74 Rooke Street - Lease to Precision Exhaust and Shock 22/02/2016 Absorbers Pty Ltd

5/01/2016

Property Management Council’s property managers, Collins Real Estate continue to provide monthly updates on all properties with no major issues throughout the reporting period. A number of tenancies have however changed as follows: 

Level 1, 17 Fenton Way – Department of Education has relocated their “Space” project to Council’s property at 260 Steele Street, Devonport



Dulverton Waste Management Authority has relocated from their Stewart Street offices to Level 1, 17 Fenton Way, Devonport



Tenant in the former Repco building (13 Oldaker Street) has relocated all their business activity in to the building opposite - 13 Oldaker Street is now vacant pending LIVING CITY works commencing.

ITEM 4.12

PAGE 174 Report to Governance and Finance Committee meeting on 15 March 2016

1.3

Aldermenâ&#x20AC;&#x2122;s Attendance Aldermenâ&#x20AC;&#x2122;s attendance for the year to date is detailed as follows:

ORGANISATIONAL PERFORMANCE

2.1

Budget Process The 2016/17 budget process is underway with management focusing on service delivery and priorities for the next financial year. Council is again undertaking formal community consultation in relation to the budget process, with Round 1 running from 3 February until 21 February. The first round of consultation included a brief survey on Council services and a brainstorming tool available online as well as an open house session hosted at Council offices. A total of 7 respondents completed the survey, 27 respondents contributed ideas via the brainstormer facility, however there were no attendees at the open house session. The information provided through the brainstormer tool has been incorporated into round 2 consultation which commenced on 1 March and runs until 21 March. Round 2 consultation is seeking input and feedback into the five year capital program and is available at www.speakupdevonport.com.au.

2.2

Auditor-Generalâ&#x20AC;&#x2122;s Report to Parliament The Auditor-General tabled his report on Local Government Authorities for the 2014/15 year in Parliament at the end of 2015. The report provides financial analysis and commentary across all 29 Tasmanian Councils as well as information in relation to compliance and statutory obligations. Statutory Compliance In February 2014 Ministerial Orders were gazetted requiring Local Government Councils to establish Audit Panels, develop long-term financial and asset management strategies, policies and plans and report certain financial sustainability indicators in the notes to the annual financial statements. The Audit Office determined that Council was one of 18 Councils that complied with all relevant requirements. Infrastructure Financial Accounting in Local Government During 2013 the Auditor General released a report titled Infrastructure Financial Accounting in Local Government which included 22 recommendations aimed at improving how councils manage and account for their infrastructure. During the ITEM 4.12

PAGE 175 Report to Governance and Finance Committee meeting on 15 March 2016

2014/15 audit of the financial statements, the Audit Office performed additional procedures to follow-up on compliance with the recommendations. As agreed in the previous year, Council implemented the remaining outstanding recommendation and therefore had adopted all 22 recommendations at the end of the 2014/15 financial year. Financial Sustainability The Audit Office assesses financial sustainability based on a review to key performance indicators. The performance indicators, or ratios, analyse councilsâ&#x20AC;&#x2122; operating results, asset management practices and net financial liabilities (liquidity). The Audit Office has been undertaking this analysis for nine years and the data is used to both assess individual councils as well as facilitate comparison or benchmarking of all Tasmanian councils. Operating Results The operating surplus ratio serves as an overall measure of financial operating effectiveness. To assure long term financial sustainability, Council should, at a minimum, budget and operate to break even. Returning an operating surplus enables Council to generate sufficient revenue to fulfil its operating requirements including coverage of its depreciation charge. Breaking even is represented by an operating surplus ratio of zero or greater. Council reported an operating surplus ratio of 6.04% for the 2014/15 year, based on an underlying surplus of $2.334m. This is the third consecutive year Council has recorded strong underlying surpluses and positive operating surplus ratios. However, on average Council has recorded net underlying deficits over the past nine years. A positive operating surplus ratio equates to a low financial sustainability risk from an operating perspective. Results for the past four years are shown below:

Underlying surplus/(deficit) $000 (757)

2012

2013

2014

674

1,086

2015

2,334

The Auditor-Generalsâ&#x20AC;&#x2122; Report noted that 2014/15 was the first time in all nine years under review that the average operating surplus ratio across all Tasmanian councils exceeded the benchmark. Asset Management Practices In determining the financial sustainability risk from an asset management perspective, the Audit Office assessed the following key performance indicators: ITEM 4.12

PAGE 176 Report to Governance and Finance Committee meeting on 15 March 2016

  

Asset sustainability ratio; Asset renewal funding ratio; and Road asset consumption ratio.

These ratios measure the level of investment in renewing existing assets in the current year and into the future based on the adopted Asset Management Plans. The Report focussed on the average result over the past nine years under review and concluded that Council was slightly below the benchmark for the asset sustainability benchmark, above the benchmark for the asset renewal funding ratio and within the benchmark range for the asset consumption ratio. Subject to levels of maintenance expenditure and compliance with the long term asset management plans, Council generally maintained its investment in existing assets. These results indicate Council is at a moderate financial sustainability risk from an asset management perspective. Net Financial Liabilities This indicator measures the extent to which net financial liabilities could be met by operating income. Net financial liabilities is defined as total liabilities less liquid assets (cash and debtors). In other words, it is measuring Council’s capacity to repay all its debts (whether short or long term) out of existing cash and debtors balances. The benchmark set by the Audit Office is between 0% and -50%. Council recorded a ratio of -17.75%, (2013/14 -38.07%) well within the benchmark range. The improvement in this ratio is due to stronger cash balances than the previous year. Council continues to maintain one of the highest ratios amongst Tasmanian councils due to borrowings undertaken in recent years relating to the construction of the aquatic centre and LIVING CITY property purchases. Council has borrowed a mixture of interest only and principal and interest loans over varying terms to assist in the management of debt. The Audit Office concluded that all councils were in a position where they were able to service their current commitments, had manageable debt levels and capacity to borrow should the need arise. Operational Efficiency The Audit Office provide commentary and analysis on a range of indicators they have determined assist in assessing the operational efficiency of Councils. This year the Audit Office has grouped councils of similar size and structure together for ease of comparison. Devonport is included in the Urban Small category, along with Brighton, Burnie, Central Coast and West Tamar. The indicators reported on include:     

rates per rateable property; rates per head of population; operating costs per rateable property; average staff costs per FTE; and FTE’s per head of population.

The data prepared by the Audit Office should be read with caution given the numerous factors unique to each municipality that can impact on the rates levied, operating and employee costs and staff levels. However, the analysis provides valuable data for Council to use to measure its own performance in these areas. Rates per rateable property remained consistent with the previous year as Council held the rate in the dollar at the same level as 2013/14. Devonport and Burnie recorded the same level of rates per rateable property, however both remain considerably above the level of other Councils in this grouping. Rates per capita ITEM 4.12

PAGE 177 Report to Governance and Finance Committee meeting on 15 March 2016

decreased slightly from the previous year and remains comparable to Burnie. Operating costs per rateable property remained at the 2013/14 level. This highlights Councils’ focus on delivering services in the most cost efficient and effective manner and has contributed to improving the Underlying surplus ratio. Average staff costs per FTE have reduced from 2013/14 levels, with Devonport having the lowest average staff costs per FTE of the Urban Small grouping. FTE’s per head of population remains at the average level for the population size when compared to other councils of a similar size. 3.

CORPORATE SERVICES

3.1. Records Management The Tasmanian Archive and Heritage Office (TAHO) provide a suite of Guidelines and Advices for Council reference. Guidelines are formal documents issued by the State Archivist for which councils must take reasonable steps to comply. Advices provide best practice information on all areas of record keeping. This period, the following Guidelines and Advices were issued 1.

Advice from: Tasmanian Archives & Heritage Office - Physical Storage – Guideline No 11 Description: TAHO Advice - email dated 4 February 2016 - checking of record storage areas due to weather conditions. TAHO Recommended that records storage areas are reviewed for potential water damage - Storage areas checked by Records Officers and found to be free from water damage and therefore records continue to be compliant with State Records Guideline No. 11 Physical Storage of State Records.

Australia Post Pricing Increases to Business Mail Australia Post introduced the latest pricing changes to their business letter services on 4 January 2016. There are two pricing classifications for business mail, Regular and Priority timetable. Council does not use the Priority class. A regular small letter has therefore increased from 0.70 to 1.00 or 42.9%. The Management Team have reviewed a number of alternatives to combat the price increase. New processes are currently being implemented to ensure the most effective options are employed.

Offsite Storage of Council's Records - Governance and Finance Committee GFC 35/15 - 2015/09/21 Description: With the relocation of Council’s Best Street offices as part of the LIVING CITY project, investigation was undertaken regarding alternate records management practices to minimise risk and to simplify the movement of Council’s hard copy records. Off-site storage solutions were explored as part of this process. At the 2015 September Meeting Council authorised use of the external storage services of Iron Mountain as an off-site storage solution

ITEM 4.12

PAGE 178 Report to Governance and Finance Committee meeting on 15 March 2016

Packing of the Best Street files is progressing with the majority of files now situated in external storage with Iron Mountain. 3.2. Risk Management and Insurance Number of Reported Incidents Reporting Period

Number of Reported Incidents Internal

Number of Reported Incidents External

Nov-Feb

Incident Type Internal Report Period

Personal Injury

Property Damage

Motor Vehicle

Near Hit

Hazard

Personal Threat

Stolen Property

Nov-Feb

Non Conformance 0

Incident Type External Report Period

Personal Injury

Property Damage

Near Hit

Hazard

Fraud

Nov-Feb

Insurance Claim Costs (Internal) Report Period

Actual Claim Costs

Nov-Feb

Approx $1300

Number of Claims

Actual Claims Descriptor 

Card reader for the table tennis door entry was stolen from site by unknown person at Devonport Recreation Centre - $300



Garbage truck picked up 240 litre bin and hit log fence at 32 Berrigan Road Miandetta - $200



Damage to Gallery van by unknown person removing strip from windscreen on passenger side of vehicle - $233



Door to storage area at the Devonport Oval forced open and whipper snipper stolen – approx $600 Insurance Claim Costs (External) Report Period

Potential Claim Costs

Actual Claim Costs

Nov-Feb

$836

$477

Number of Claims

Actual Claims Descriptor 

While throwing rubbish into waste pit at Transfer Station, the loader drove past rupturing a tin of paint. The paint sprayed at a member of public and vehicle. Paint was easily cleaned off vehicle, but not clothing – $77.00.



Spirit of Tasmania sign outside Visitor Information Centre was caught by a gust of wind and was lifted onto the road hitting member of public’s car - $400.

ITEM 4.12

PAGE 179 Report to Governance and Finance Committee meeting on 15 March 2016

3.2.1. Risk, Health & Safety and Emergency Management Activities 

Random Drug & Alcohol testing commenced across the organisation in December. 34 random tests have been undertaken in the reporting period.



Property insurer Vero conducted a site inspection at the Surf Club Complex.



Attended North West Emergency Management Meeting.



Attended Mersey Leven Emergency Management Meeting.



Delivered Risk, Health & Safety Training to Aged Care TAFE students.



Expanding the Online Induction Program to include volunteers.

3.2.2. Training The Following training sessions have been undertaken in this reporting period. 

Introduction to Emergency Management



Trauma Informed Practice Workshop



Management of Potential Insurance Claims



Contractor Management Review



Dealing with Challenging Behaviours



Alcohol Information Session



Better Work Tasmania Seminar

3.3. Human Resources 3.3.1. Recruitment Staff positions advertised in November/December 2015 and January/February 2016 Position Compliance Officer

Department Infrastructure Works and Development Civil Works Infrastructure Works and Serviceperson Development Curator Community Services Administration Trainee – Community Services Group Employed (advertised by ArtsReady)

Work Location Best Street Offices Lawrence Drive Gallery Gallery

Staff Appointments in November/December 2015 and January/February 2016 Position Name Marketing and Justin Rattray Events Officer Civil Works Richard Serviceperson Sheehan

ITEM 4.12

Department Work Location Community Best Street Offices Services Infrastructure Lawrence Drive Works and Development

PAGE 180 Report to Governance and Finance Committee meeting on 15 March 2016

Parking and Shane Ruffels Information Officer Compliance Officer

Stephen Bradley

Corporate Best Street Offices and Business Services Infrastructure Best Street Offices Works and Development

Staff Departures in November/December 2015 and January/February 2016 Position

Name

Department

Casual Gallery Andrew & Collections Worsley Assistant Utilities Officer Dallas Ryan

Temporary Administration Officer Marketing and Promotions Officer Gallery Administration Officer Temporary Curator and Gallery Administration Officer Casual Theatre Attendant (Front of House)

Work Location Gallery

Community Services

Date Effective 25/11/2015

Infrastructure Works and Development Infrastructure Works and Development Community Services

Best Street 14/12/2015 Offices

Tracey Broomhall

Community Services

Gallery

8/1/2016

Emily Kennel

Community Services

Gallery

22/1/2016

Denise Fernance

Corporate and DECC Business Services

Natasha Mouat Anna Morath

Best Street 24/12/2015 Offices Best Street 31/12/2015 Offices

10/2/2016

3.3.2. Workers Compensation Claims Policy Year ending Number of Workers 30 June Compensation Claims lodged with Councilâ&#x20AC;&#x2122;s Insurer 30/6/2016* 13 claims 30/6/2015* 12 claims 30/6/2014 8 claims 30/6/2013 * 13 claims 30/6/2012 13 claims

Gross value incurred by the Insurer (including estimates) $143,186.81 $244,919.43 $20,368.14 $229,951.98 $140,681.41

Commentary: * A claim/s remains open in this year ending. New Workers Compensation claims for the period There were three new workerâ&#x20AC;&#x2122;s compensation claims lodged in total from November 2015 to February 2016. ITEM 4.12

PAGE 181 Report to Governance and Finance Committee meeting on 15 March 2016

Six claims remain open in total, of which three claims are pending as at the end of February 2016. The remainder of injured workers are participating in Return to Work and Injury Management Plans where necessary. 3.3.3. Work Experience No work experience participants during this period. 3.3.4. Staff Training Four Employees attended Workplace Support Contact Officer Refresher training in November 2015 with Equal Opportunity Tasmania. HR Coordinator attended a workshop on “Investigating Workplace Misconduct” on 1 December 2015 in Launceston presented by The Training Consortium (TTC). The workshop was developed to support local government employees develop knowledge, skills and processes in investigating workplace misconduct. 3.3.5. Payroll Council is now SuperStream compliant and is meeting all statutory requirements. 3.3.6. Policies Reviewed The following management policies and procedures have been reviewed, updated and endorsed by the Management Team in February 2016:  

Disciplinary Procedure Rehabilitation Policy



Uniform Policy

3.4. Finance 3.4.1. S132 Certificates During the months of November, December, January and February, the Finance Team issued 399 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 to the previous year is shown below.

132 Certificates 120

103

100 111

2014/2015

70 40

65 2015/2016

20 0 February

January

December

ITEM 4.12

November

PAGE 182 Report to Governance and Finance Committee meeting on 15 March 2016

3.4.2. MyPost Digital Mailbox Council is currently in the process of implementing MyPost Digital Mailbox (MPDM). MPDM is a free personal management tool that customers can use to receive/pay bills, from providers that have signed up with the service. Council customers with an internet connection, can pay bills from anywhere and can schedule reminders and automatic payments. A hard copy of bills can be accessed and printed if required. Council signed an agreement to become a provider to MPDM in December. Council will become one of the first local government organisations in Tasmania to be part of this service and as such, Australia Post agreed to cover the initial set up costs estimated to be around $5,000. Council together with Australia Post and Print Mail Logistics (our Provider) have been working through the set up process since early January. Council officers are currently in the testing stage and hope to go live by mid-March. By subscribing, customers are applying to receive their annual rate notice, instalment notices and dog renewal notices electronically via their MyPost Digital Mailbox. In addition to the savings in set up costs, Council will realise savings in printing and postal charges into the future. 3.4.3. Rates Statistics Percentage of Rates Paid 2015/2016

2014/2015

2013/2014

November 15

62.96%

63.28%

61.90%

December 15

64.48%

64.54%

63.14%

January 2016

66.25%

66.23%

64.60%

February 2016

77.22%

73.87%

74.64%

Number of Properties Paid in Full 2015/2016

2014/2015

2013/2014

Number

Percentage

Number

Percentage

Number

Percentage

November 15

3430

28.21%

3394

28.00%

3202

26.58%

December 15

3589

29.52%

3507

28.94%

3305

27.43%

January 16

3732

30.70%

3713

30.64%

3481

28.89%

4052

33.33%

3952

32.61%

3788

31.44%

February 16

3.5. Parking 3.5.1. Parking Statistics Income â&#x20AC;&#x201C; Car Parks (Total) November 2015

15/16

14/15

$68,368.56

$58,095.83

December 2015

$70,617.33

$67,004.14

January 2016

$74,305.12

$92,658.43

February 2016

$71,110.36

$56,229.48

ITEM 4.12

PAGE 183 Report to Governance and Finance Committee meeting on 15 March 2016

Income Meters

from

15/16

14/15

November 2015

$52,662.41

$49,036.65

December 2015

$39,102.41

$39,848.50

January 2016

$63,244.41

$45,248.72

February 2016

$49,583.77

$35,652.24

Infringements Issued

15/16

14/15

November 2015

1634

2266

December 2015

1608

1557

January 2016

1499

2032

February 2016

1521

1952

3.5.2. Best Street PAYL Car park Best Street Income

15/16

14/15

November 2015

$11,648.00

December 2015

$8,333.00

January 2016

$12,580.00

February 2016

$11,217.00

3.5.3. Pay by Phone Easy Park Users Paid

November 762 $1,874.69

Parking Area Fenton Way Car Park – All Day Formby Road Car Park – 3 Hours Fourways Car Park – All Day Payne Avenue Car Park – All Day Rooke Street Car Park – All Day Victoria Parade Car Park – All Day Wenvoe Street Car Park – All Day Edward Street Car Park – 3 Hours Total

December 884 $2,310.29

January 728 $1,979.13

Nov 10

Dec 9

Jan 6

220

231

200

140 48

123 69

93 65

156

255

182

762

884

728

ITEM 4.12

PAGE 184 Report to Governance and Finance Committee meeting on 15 March 2016

3.6. Devonport Entertainment and Convention Centre (DECC) 3.6.1. Theatre Performances & Events In excess of 5,300 tickets were sold through the venue’s ticketing service during November 2015 – February 2016. There were nine performances presented by commercial organisations, two performances presented by the venue and four presented by community/not-for-profit organisations. Attendances were higher during November and February, due to the performances of well-known commercial acts.

DECC - Theatre & Function Attendances 8000 7000 6000 5000 4000 3000 2000 1000 0

2013 2014 2015 2016

Productions staged at the DECC were as follows: Commercial Hire       

David Strassman (2 performances) Kasey Chambers Stardust Dance Studio – Dance Graduation Caroline Small’s School of Dance (2 performances) K C Studio of Dance – Dance Graduation Kitty Flanagan – Seriously Charmaine Wilson

Community Hire  

Lions Club of the City Of Devonport - World Festival of Magic (2 performances) St Andrews Caledonian Pipe Band - Scottish Power (2 performances)

DECC Entrepreneurial Program  

The Diamonds Ted Egan – The Outback Show

Performance Commercial Hire Community Hire DECC Program Totals

Entrepreneurial

Number of Days Hired

Number of Performances

Audience Attendances

12 2

9 4

3510 1112

$36,289.62 $5,939.78

2 16

2 15

311 4933

$5,503.80 $47,733.20

ITEM 4.12

Total Income to DECC

PAGE 185 Report to Governance and Finance Committee meeting on 15 March 2016

3.6.2. Ticketing For the fifth consecutive year, the very popular “Day in the Vines Concert” at Ghost Rock Vineyard was held on the 27th February. A total of 892 tickets were sold through the box office since the launch of the event in October 2015. In addition, Skyfields is a new event which will be presented in March. It aims to become an annual event and feature the world’s biggest touring acts. The Centre has been selected to co-ordinate ticketing services for this event, including the printing and distribution of tickets to nominated agencies. Currently the DECC has sold in excess of 2,200 tickets and expect the demand for tickets to increase in the coming week. Whilst both events have their own websites, they are directly linked to the DECC’s ticketing system. The Centre processes all online transactions and receives a service fee for tickets purchased online.

Percentage of Online Sales

90% 80% 70% 60% 50% 40% 30% 20% 10% 0%

2010 2011 2012 2013 2014 June

May

April

March

February

January

December

November

October

September

August

2015 July

Percentage of sales

As a result of providing ticketing services for both events, the percentage of online booking has increased. From July 2015 until February 2016, 51% of patrons have booked shows/events online compared with 33% for the previous year.

2016

The DECC website is constantly changing, being added to, and improved. Advertising campaigns and regular Facebook posts have escalated website traffic and contributed to the increase online sales.

ITEM 4.12

PAGE 186 Report to Governance and Finance Committee meeting on 15 March 2016

DECC Website Visits 7000

No of Visits

6000 5000

2013

4000

2014

3000

2015

2000

2016

1000 June

May

April

March

February

January

December

November

October

September

August

July

3.6.3. Meetings and Functions A total of 26 non-performance events including functions, meetings and professional development sessions were held at the venue during November 2015 until February 2016 by the following organisations:               

Tasmanian Retail Development World Vision Australia Devonport City Council Centrelink The Training Consortium Fiducian Financial Services Impact Fertilisers AAC Catering Tas Rural Department of Infrastructure and Regional Development Inclusion Australia Devonport Regional Gallery University of Tasmania Department of Health and Human Services Reflex Technology Group Meetings & Functions

Number of Days Hired

Number of Attendees

Meetings & Training

777

$8672.47

Functions

200

$690.00

Totals

977

$9362.47

Total Income

The Devonport Entertainment & Convention Centre was hired for a total of 42 days from November 2015 until February 2016.

ITEM 4.12

PAGE 187 Report to Governance and Finance Committee meeting on 15 March 2016

3.6.4. Breakdown of Events

Event Breakdown November - February Corp Business 17%

Govt Business Council Business

36%

Commercial Theatre

Community Theatre

Entreprenerual Private Functions

19%

Ticketing

3.6.5. Income Breakdown

Income Breakdown November - February Corporate Business 1% 10%

10%

Govt Business Council Business

Commercial Theatre

Community Theatre

Entreprenerual 8% 51%

Private Functions Ticketing Theatre Bar

3.7. Information Technology 3.7.1. Public Wi-Fi Statistics November

ITEM 4.12

PAGE 188 Report to Governance and Finance Committee meeting on 15 March 2016

December

January

February

CORPORATE COMMUNICATION - JANUARY/FEBRUARY 2016

4.1

Websites 4.1.1 Devonport City Council Website Visitation and usage of Councilâ&#x20AC;&#x2122;s corporate website has increased steadily since its August 2015 re-launch, with visitation peaking in February 2016 at 9,750 sessions, or an average of 337 website sessions per day.

ITEM 4.12

PAGE 189 Report to Governance and Finance Committee meeting on 15 March 2016

Devonport City Council Website Page Views 25000

Vission sessions

20000

15000

'12/13 13/14

10000

14/15 15/16

5000

Devonport City Council website Statistics

January 2016

Total Visitor sessions Total page views

February 2016

8,525

9,760

21,381

24,485

Average daily sessions

275

337

Average session duration (minutes)

1:43

1:51

Average page views per visit

2.51

49.4%

52.6%

38.4%

36.1%

12.1%

11.3%

Device Category   

Desktop Mobile Phone Tablet

Top 10 Pages

1. 2. 3. 4. 5. 6. 7. 8. 9. 10.

Home Page How to Contact Us Waste Transfer Station Mersey Vale Cemetery Search Employment Opportunities Careers DFWF2016 Devonport Cup Pin Entry Form Summer in the City Recycling

1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11.

Home Page How to Contact Us Contact Us DFWF2016 Employment Opportunities LIVING CITY Mersey Vale Cemetery Search Careers Waste Transfer Station Pan Outdoor Cinema Events & Activities

4.1.2 LIVING CITY Website A new website for LIVING CITY is nearing completion and will be relaunched upon completion of testing. Security issues relating to the previous LIVING CITY website platform resulted in the original website platform being removed in ITEM 4.12

PAGE 190 Report to Governance and Finance Committee meeting on 15 March 2016

late December and the URL redirected to the LIVING CITY page on Council’s corporate website. 4.1.3 Speak Up Devonport Website Council’s online engagement platform www.speakupdevonport.com.au is utilised for all of Council community consultations. During the reporting period a number of community consultations were undertaken, as follows: Speak Up Devonport Website Statistics Active Consultations

January 2016  Proposed new Dog Management Policy  Revising the Parking Strategy – Stage 2

Total Aware: Number of people (unique users) who have visited the website during the period Total Informed: Number of people who have taken some actions to learn more about projects on the website during the period. Total Engaged The number of people who have actively contributed to selected projects/consultations.

4.2

584

February 2016  LIVING CITY Stage 1 Funding Model  Feasibility Study into potential new home for DRG  Budget Consultation 2016/2017  Proposed new Dog Management Policy  Revising the Parking Strategy – Stage 2 1,316

345

704

Social Media Council currently utilises both Twitter and Facebook as social media tools to engage with the community and local media. Council’s corporate Twitter account (@devonportcity) was launched in December 2014 and had 315 followers as at 29 February 2016. It is actively used to ‘break’ news to the media, including the ‘tweeting’ of decisions during Council meetings. The Devonport City Council Facebook page was launched in March 2011 and is well utilised by the community. DCC Facebook Page Statistics Facebook Followers: Number of Facebook users who ‘like’ the DCC Facebook page at the end of each period. Facebook Reach: Number of Facebook users who have seen content associated with the page during the period (individual users can be ‘reached’ numerous times per month).

ITEM 4.12

January 2016

February 2016

3,948 TY (3,019 LY) +30.8%

4,146 TY (3,058 LY) +35.6%

65,003 TY (66,543 LY) -2.3%

194,064 TY (87,375 LY) +122.1%

PAGE 191 Report to Governance and Finance Committee meeting on 15 March 2016

Facebook Engaged Users: Unique number of people who actively engaged with the page by liking, commenting, sharing or clicking on posts on the page during the period.

6,267 TY (9,914 LY) -36.8 %

28,442 TY (12,758 LY) +122.97%

Planning content scheduling and placement have significantly increased the page’s reach and engagement, meaning that we are posting more content at the right times, which the community is finding more interesting and hence, interacting with more. During January and February 2016 the top ten page posts each month in terms of reach and engagement were: January 2016 1. 2. 3. 4. 5. 6. 7. 8. 9. 10.

4.3

February 2016

Public Health Alert – Smoke Conditions Steele Street Lane Closure Wet Weather Driving Caution Total Fire Ban Forthside Road – Reduced Speed Limit Australia Day 2016 Citizens of the Year Rooke Street car park works update East Devonport Beach Party DFWF – Scott Pickett Ambassador Free household battery recycling service

1. 2. 3. 4. 5. 6. 7. 8. 9. 10.

Coles Beach/Don River closure Summer in the City: Pan movie screening Durkins Road Quoiba changed conditions Wet weather event: request for photos Snake alert Budget consultation – ‘Brainstormer’ Road works: Bellamy Rd Bridge closure LIVING CITY Public Information Session DFWF Program ‘out now’ Diamonds of Devonport - nominations

Publications & Media During the month of January 2016, Council published: Council Update – explaining key decisions from the October Council meeting One (1) Your Devonport. Your City. Online eNewsletter Seven (7) media releases & alerts:  Last Blast @ the Bluff – Wet Weather Postponment  Devonport citizens honoured on Australia Day  ‘Know your Odds’ Skate, Scooter & BMX competition and ‘Last Blast @ the Bluff’  Community feedback sought on Devonport’s proposed new Dog Management Policy  Draft Devonport Parking Strategy 2016 released for public comment  TT-Line  Rooke Street Car Park Works Update During the month of February 2016, Council published:   

     

Two (2) Speak Up Devonport eNewsletters One (1) LIVING CITY eNewsletter One (1) Your Devonport. Your City. Online eNewsletter Three (3) Journalist Briefings One (1) Media Launch EVent Thirteen (13) media releases & alerts:  LIVING CITY Draft Funding Model released for community consultation  Saul Eslake comments on LIVING CITY  Lend a hand on Clean Up Australia Day  DFWF provides an opportunity for TasTAFE students to shine  A Bright Cider Life  ‘Don’t be late for a very important date’…it’s a Mad Hatters Tea & Moscato Party  ‘Wine Down’ with the Julie Burgess ITEM 4.12

PAGE 192 Report to Governance and Finance Committee meeting on 15 March 2016

4.4

 Budget Consultation 2016/2017  Feasibility study into potential new home for the Devonport Regional Gallery  Diamonds of Devonport nominations now open  Don River re-opened  Coles Beach re-opened however Don River remains closed  Coles Beach closure E-Newsletters E-newsletters are a cost effective, targeted and measurable means of communicating with residents and target audiences. The LIVING CITY eNews was launched in June 2014 and is used to release tailored LIVING CITY news to subscribers on a regular basis. Your Devonport. Your City. Online is a new eNews which was launched in late June 2015 to provide Devonport residents with a monthly snapshot of Council news and community events. E-Newsletters are also sent to registered Speak Up Devonport participants regarding the launch of community consultations during the period. LIVING CITY eNews

Subscribers as 29/1/16 eNews Name

Campaign Date Open Rate Click Rate eNews Name

482 Stage 1 Funding Model released for public comment 24/2/16 42.1% 13.1%

Campaign Date Open Rate Click Rate

Your Devonport. Your City. Online eNews 876 January 2016

21/1/16 45.5% 2.7%

Speak Up Devonport eNews 720 Do you have an idea to improve Devonport? 4/2/16 N/A N/A Stage 1 Funding Model released for public comment 25/2/16 N/A N/A

The campaign open rates and click rates being achieved by Council’s e-newsletters are significantly above the government industry rates of 23.9% and 2.9% respectively.

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 Council’s 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. ITEM 4.12

PAGE 193 Report to Governance and Finance Committee meeting on 15 March 2016

CONCLUSION

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

ATTACHMENTS Nil

RECOMMENDATION That it be recommended to Council that the Governance and Finance report be received and noted.

Author: Position:

Shane Crawford Executive Manager Business Services

Corporate

Endorsed By: Position:

ITEM 4.12

Paul West General Manager

PAGE 194 Governance and Finance Committee meeting Agenda 15 March 2016

5.0

CLOSURE

There being no further business the Mayor declared the meeting closed at <insert time> pm.