NOTICE OF MEETING Notice is hereby given that a meeting of the Governance and Finance Committee of Devonport City Council will be held in the Council Chambers, on Monday 16 March 2015, 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 11 March 2015
AGENDA FOR THE GOVERNANCE AND FINANCE COMMITTEE MEETING OF DEVONPORT CITY COUNCIL HELD ON MONDAY 16 MARCH 2015 AT THE COUNCIL CHAMBERS AT 6:00PM Item
Page No.
1.0
APOLOGIES
2.0
DECLARATIONS OF INTEREST
3.0
PROCEDURAL
3.1
PUBLIC QUESTION TIME .................................................................................................... 6
3.1.1
Responses to Questions raised at prior meetings ...................................................................... 7
3.1.2
Questions on notice from the public ........................................................................................... 7
3.1.3
Questions without notice from the public ................................................................................... 7
3.2
QUESTIONS ON NOTICE FROM ALDERMEN ............................................................................ 7
3.3
NOTICE OF MOTIONS ....................................................................................................... 7
4.0
GOVERNANCE AND FINANCE REPORTS ......................................................... 5
4.1
TasWater - Review of Shareholders' Letter of Expectations (D357866) .................................. 8
4.2
Free Parking Days (D348705) ....................................................................................................... 28
4.3
Public Wi-Fi Trial (D359081) ........................................................................................................... 32
4.4
Annual Plan Progress Report - January-February 2015 (D359504) ........................................ 36
4.5
Harassment, Bullying and Anti-Discrimination Policy (D361317) ............................................ 67
4.6
Unconfirmed minutes of meeting - Shared Audit Panel - 2 March 2015 (D361326) .......... 77
4.7
Elected Members' Expenditure Report - December 2014 to February 2015 (D361841) ........................................................................................................................................ 91
4.8
Finance Report for February 2015 (D362473) ........................................................................... 94
4.9
Governance and Finance Report (D344890)......................................................................... 102
5.0
CLOSED SESSION - CONFIDENTIAL MATTERS .............................................. 124 CLOSURE .............................................................................................. 124
PAGE 5 Report to Governance and Finance Committee meeting on 16 March 2015
Agenda of a meeting of the Devonport City Council‟s Governance and Finance Committee to be held at the Council Chambers, Fenton Way, Devonport on Monday, 16 March 2015 commencing at 6.00pm. PRESENT Present Chair
Apology
Ald J T Keay Ald C D Emmerton Ald G F Goodwin Ald L M Perry Ald A L Rockliff
IN ATTENDANCE All persons in attendance are advised that it is Council policy to record Council Meetings, in accordance with Council‟s Audio Recording Policy. The audio recording of this meeting will be made available to the public on Council‟s website for a period of six months. Members of the public in attendance at the meeting who do not wish for their words to be recorded and/or published on the website, should contact a relevant Council Officer and advise of their wishes prior to the start of the meeting.
1.0 APOLOGIES The following apology was received for the meeting.
2.0 DECLARATIONS OF INTEREST
PAGE 6 Report to Governance and Finance Committee meeting on 16 March 2015
3.0 PROCEDURAL 3.1 PUBLIC QUESTION TIME Members of the public are invited to ask questions in accordance with the following resolution of Council (Min Ref 5824): 1.
Public participation shall take place at Council meetings in accordance with Regulation 31 of the Local Government (meeting Procedures) Regulations 2005.
2.
Public participation will be the first agenda item following the formal motions regarding Leave of Absence, Apologies, Minutes and Declarations of Interest.
3.
A maximum period of time of 30 minutes in total will be allowed for public participation.
4.
A maximum period of time of 3 minutes will be allowed for each individual.
5.
A member of the public may give written notice to the General Manager 7 days before an ordinary meeting of Council of a question to be asked at that meeting.
6.
A member of the public will be entitled to ask questions relating to the activities of Council, giving an explanation that is necessary to give background to the question and ask supplementary or follow up questions relating to that specific matter that may come to light as a result of the answer.
7.
Questions do not have to be lodged prior to the meeting, whether verbal or in writing. If a verbal response cannot be given or if specifically a written response is required, the question must be reduced to writing and be submitted to the Chairperson prior to the end of the public section of the meeting.
8.
A question by any member of the public and an answer to that question are not to be debated.
9.
The Chairperson may a.
Address questions on notice submitted by members of the public;
b.
Refuse to accept a question.
10.
If the Chairperson refuses to accept a question, the Chairperson is to give reason for doing so.
11.
Verbal questions and the fact that a verbal response was supplied will be recorded in the minutes and where a written question is submitted the written question will be included in the minutes as well as any written answer or summary of that answer to that question.
12.
Council will continue its current practice of receiving deputations from organisations and individuals who wish to make submissions to Council at informal workshop sessions held between Council meetings. The date and purpose of any workshop sessions will be listed in the next agenda. Where necessary, reports of those deputations will be included in future agendas for Council to make a decision. ITEM 3.0
PAGE 7 Report to Governance and Finance Committee meeting on 16 March 2015
3.1.1 Responses to Questions raised at prior meetings Nil 3.1.2 Questions on notice from the public At the time of compilation of the agenda no questions on notice from the public were received. 3.1.3 Questions without notice from the public
3.2 QUESTIONS ON NOTICE FROM ALDERMEN At the time of compilation of the agenda no questions on notice from Aldermen were received.
3.3 NOTICE OF MOTIONS At the time of compilation of the agenda no notices of motion were received.
ITEM 3.0
PAGE 8 Report to Governance and Finance Committee meeting on 16 March 2015
4.0
GOVERNANCE AND FINANCE REPORTS
4.1
TASWATER - REVIEW OF SHAREHOLDERS' LETTER OF EXPECTATIONS File: 28434 D357866
RELEVANCE TO COUNCIL’S PLANS & POLICIES Council‟s Strategic Plan 2009-2030: Strategy 5.1.1
Promote open communication and cooperation with local and state governments in regional initiatives
SUMMARY This report is provided to assist Council in considering its comments relating to the review of TasWater‟s Shareholders‟ Letter of Expectations.
BACKGROUND Council‟s Owner Representative, Ald Goodwin is in receipt of correspondence from TasWater which states: Dear Alderman Goodwin Review of Shareholders’ Letter of Expectations The review of the Shareholders’ Letter of Expectations (SLE) was discussed at the General Meeting of the Owners’ Representatives in November 2014. It was agreed that the Board Selection Committee would consult with shareholders with a view to seeking any suggested amendments to the SLE by 31 March 2015. The SLE, including any proposed amendments, will then be tabled at the May 2015 General Meeting for approval. I encourage you and your Council to take this opportunity to review the SLE and provide your feedback to Alisa Sypkes, Company Secretary, before 31 March 2105. Alisa can be contacted via email at ailsa.sypkes@taswater.com.au or by telephone (03) 6237 8867. Feedback will be collated and presented to the Board Selection Committee for its review. A copy of TasWater’s Shareholders’ Letter of Expectations is enclosed for your reference. Please contact me by email at tony.foster@brighton.tas.gov.au or by telephone on 0419 357 927 if you require further information or assistance. Yours sincerely Tony Foster Chief Representative
STATUTORY REQUIREMENTS TasWater is governed by the provisions of the Water and Sewerage Corporation Act 2012. TasWater is wholly owned by Tasmanian Local Government however Council‟s ability to have direct input into its operation is fairly limited. TasWater has an independent board which uses the SLE as a direction document in determining the operations of the business.
ITEM 4.1
PAGE 9 Report to Governance and Finance Committee meeting on 16 March 2015
DISCUSSION The current SLE was adopted by the Owner Representatives on 16 May 2013. The Owners‟ Representatives have determined that it is timely for the SLE to be reviewed considering that TasWater has now been in operation for just under two years. The SLE has a number of Parts and Sub-Parts as follows: Part
Sub-Part
1. Preliminary
1.
Commencement and Term
2.
Purpose
3.
Interpretation
4.
Guiding Principles
5.
Preservation of Employee Benefits
6.
Shareholders‟ Letter of Expectations
7.
Legislative Compliance
8.
Corporate Plan
9.
Board Performance
2. General 3. Governance
10. Shareholder Relationships 11. Customer and Community Engagement 12. Economic Development 4. Planning, Service Delivery 13. Risk Management and Risk Management 14. Conserving Water, Recycling Water and Sewage 15. Responding to Drought 16. Service Standards 17. Stormwater Management Plans 18. Trade Waste 19. Catchment, Planning
Regional
and
Local
Government
20. Environmental Management 5. Financial Considerations
21. Distributions 22. Investment Policy
6. Reporting
23. Reporting Framework 24. Whole-of-Government Reporting 25. Reporting under AEIFRS 26. Treatment of “Not for Profit” Customer Concessions
7. Signatories
ITEM 4.1
PAGE 10 Report to Governance and Finance Committee meeting on 16 March 2015
In reviewing the SLE the following comments are provided to assist Council in determining a response to the review, including suggestions for improvements to the document. Ref.
Title
Comments
1.1
Commencement and Term
2.1
Purpose
3.2
Interpretation
4.3
Guiding Principles
The current SLE remains in force until it is revoked and replaced. Will be updated to reflect adoption by Owner Representatives in due course. The purpose of the SLE is to communicate high-level performance expectations and strategic priorities to the Board. Whilst this clause appears to be satisfactory as is other parts of the SLE could be further enhanced to provide clearer guidance to the Board on performance expectations and strategic priorities. There is a requirement that in relation to provision of information, the Corporation shall forward such information to Owners‟ Representatives. This clause should also require the Corporation to also forward information to the Owner Councils. This usually already happens however it would be appropriate for it to be included in the SLE. In performing its functions and providing its services the Corporation shall follow the guiding principles as outlined. These principles are made up of a number of statements surrounding the following: distribution policy, employment levels in each of the regions, sharing intellectual capacity across each region, balancing needs of each region with the aim of sharing economic benefits across the state, compliance Principles,
with
ASX
Corporate
Governance
maintaining organisational and managerial capacity, and collaborating with various agencies to take account of state-wide and regional needs. There may be benefit in splitting dot point 4 relating to compliance with ASX Corporate Governance Principles into two parts – a suggestion is as follows: establish and maintain compliance with ASX Corporate Governance Principles and Recommendations (as amended from time to time) to the extent that they apply to the Corporation‟s circumstances.
5.3
Preservation
Develop clear unambiguous guidelines which allow the Shareholders to provide advice and guidance to the Board on matters that fall beyond the scope of the Board. of This clause provides for the preservation of employment ITEM 4.1
PAGE 11 Report to Governance and Finance Committee meeting on 16 March 2015
Employee Benefits
8.2
Corporate Plan
8.3
Corporate Plan
8.4
Corporate Plan
conditions for the transfer of employees from the Regional Corporation and the Common Services Corporation to TasWater. As this has been completed it may be appropriate to delete this clause all together as it is no longer relevant. The SLE currently provides that the Corporate Plan is to be for a 3-year period. There may be benefit in extending the timeframe to a 5-year period. This clause provides that the draft annual plan is to be provided to Owners‟ Representatives in sufficient time for the Plan to be considered at the Annual Planning Meeting. It also requires that the Owners Representatives will ensure that the Draft Corporate Plan is adopted at least one month before the intended commencement of the period encompassed by the Corporate Plan. This part of the SLE could be further strengthened to provide that the draft Corporate Plan should be provided to Owners Representatives and Shareholder Councils in sufficient time for any matters included therein, which will likely impact on the Shareholders, to be identified and reported to the Councils through normal meeting cycles (ie at least 6 weeks before the proposed meeting to consider the adoption of the Corporate Plan). The second last dot point states: “Should the Board not agree to amend the Draft Corporate Plan as requested the Chairman shall consult with the Chief Representative to determine a solution”.
11.3
Customer Community Engagement
Does this mean that the “determined solution” will not accord with the wishes of the majority of Owners Representatives – if so that would appear to provide the Chief Representative with significant executive powers to determine any matter of contention. and This clause states “while recognising that this may have a cost, the Shareholders expect the Corporation to adopt principles of Corporate Social Responsibility”. Council has raised concerns previously with TasWater that the charging mechanisms for sporting facilities are proving to be detrimental in providing good quality and well maintained infrastructure. In the main sporting facilities are owned by Councils and in some cases leased to sporting clubs. It is unreasonable to expect sporting clubs to be responsible for the total costs associated with the provision of water and sewerage cost particularly now with the introduction of a much stricter trade waste regime. TasWater‟s social responsibility should also consider the benefit to the community‟s health and wellbeing. It would be easy for TasWater to say that this is an issue for each Council to ITEM 4.1
PAGE 12 Report to Governance and Finance Committee meeting on 16 March 2015
consider and to fund itself any concessions. This position does not adequately take into account the regional responsibility shouldered by the larger councils whereby it provides a large part of the sporting infrastructure for surrounding Council areas. Reporting Framework Opportune time to review the arrangements for meetings with Owners Representatives as currently required under the SLE. Treatment of “Not for As this item has now been determined it is no longer Profit” Customer relevant to the SLE. Noting that the treatment of “not for Concessions profits” which has been determined was contrary to the view of Devonport City Council, however as it had the support of the majority of Owners Representatives it was resolved to no longer provide concessions for these customers.
23.1
26
COMMUNITY ENGAGEMENT There has been no community engagement directly associated with the review of the SLE. However the community is well aware of TasWater and the fact that Councils are the owner of the Corporation and derive dividends from it.
FINANCIAL IMPLICATIONS If nothing changes with the SLE the financial impacts on Council in relation to the SLE are considered minimal. However if there was a material change in the direction provided to TasWater by the owner Councils which ultimately impact on the returns achieved, this may then directly impact upon the dividend stream and Council‟s share.
RISK IMPLICATIONS No significant risks have been identified in relation to the review of the SLE.
CONCLUSION The review of the SLE has been requested by the Owners Representatives. The comments provided in the discussion section of this report relate to potential amendments or improvements that could be made to the Owners Representatives for consideration.
ATTACHMENTS 1.
Shareholders' Letter of Expectations - Tasmanian Water and Sewerage Corporation Pty Ltd
RECOMMENDATION That it be recommended to Council that the report of the General Manager relating to the review of the Shareholders‟ Letter of Expectations be received and noted and that Council provide comments to TasWater in line with the contents of this report. Author: Position:
Paul West General Manager
ITEM 4.1
PAGE 13 Shareholders' Letter of Expectations - Tasmanian Water and Sewerage Corporation Pty Ltd
ITEM 4.1
ATTACHMENT [1]
PAGE 14 Shareholders' Letter of Expectations - Tasmanian Water and Sewerage Corporation Pty Ltd
ITEM 4.1
ATTACHMENT [1]
PAGE 15 Shareholders' Letter of Expectations - Tasmanian Water and Sewerage Corporation Pty Ltd
ITEM 4.1
ATTACHMENT [1]
PAGE 16 Shareholders' Letter of Expectations - Tasmanian Water and Sewerage Corporation Pty Ltd
ITEM 4.1
ATTACHMENT [1]
PAGE 17 Shareholders' Letter of Expectations - Tasmanian Water and Sewerage Corporation Pty Ltd
ITEM 4.1
ATTACHMENT [1]
PAGE 18 Shareholders' Letter of Expectations - Tasmanian Water and Sewerage Corporation Pty Ltd
ITEM 4.1
ATTACHMENT [1]
PAGE 19 Shareholders' Letter of Expectations - Tasmanian Water and Sewerage Corporation Pty Ltd
ITEM 4.1
ATTACHMENT [1]
PAGE 20 Shareholders' Letter of Expectations - Tasmanian Water and Sewerage Corporation Pty Ltd
ITEM 4.1
ATTACHMENT [1]
PAGE 21 Shareholders' Letter of Expectations - Tasmanian Water and Sewerage Corporation Pty Ltd
ITEM 4.1
ATTACHMENT [1]
PAGE 22 Shareholders' Letter of Expectations - Tasmanian Water and Sewerage Corporation Pty Ltd
ITEM 4.1
ATTACHMENT [1]
PAGE 23 Shareholders' Letter of Expectations - Tasmanian Water and Sewerage Corporation Pty Ltd
ITEM 4.1
ATTACHMENT [1]
PAGE 24 Shareholders' Letter of Expectations - Tasmanian Water and Sewerage Corporation Pty Ltd
ITEM 4.1
ATTACHMENT [1]
PAGE 25 Shareholders' Letter of Expectations - Tasmanian Water and Sewerage Corporation Pty Ltd
ITEM 4.1
ATTACHMENT [1]
PAGE 26 Shareholders' Letter of Expectations - Tasmanian Water and Sewerage Corporation Pty Ltd
ITEM 4.1
ATTACHMENT [1]
PAGE 27 Shareholders' Letter of Expectations - Tasmanian Water and Sewerage Corporation Pty Ltd
ITEM 4.1
ATTACHMENT [1]
PAGE 28 Report to Governance and Finance Committee meeting on 16 March 2015
4.2
FREE PARKING DAYS File: 27452 D348705
RELEVANCE TO COUNCIL’S PLANS & POLICIES Council‟s Strategic Plan 2009-2030: Strategy 3.5.3
Promote, encourage and develop initiatives that maximise the local economy and retain local expenditure
SUMMARY To provide data relating to free parking days offered by Council throughout December 2014.
BACKGROUND At the November 2014 meeting Council determined (Min 275/14 refers) to provide free car parking in all of its off street car parks between the hours of 10.00am - 5.00pm, on the following days:
Tuesday, 9 December, Wednesday, 10 December, Tuesday, 16 December, and Wednesday, 17 December 2014.
Currently, Council also provides free parking in Council off-street car parks on the following days each year as determined in January 2011 (Min 6/11 refers):
Devonport Cup (half day) Easter Thursday Jazz Festival (Thursday & Friday) Burnie Show Day (Friday) Launceston Cup Devonport Christmas Parade
In practical application of the free days, Launceston Show Day has been used as a substitute day for the Launceston Cup Day as it is a full day public holiday in Launceston rather than a part day holiday.
STATUTORY REQUIREMENTS Council operates in accordance with a Car Parking By-law made under section 145 of the Local Government Act 1993 for the purpose of regulating and controlling the use of car parks belonging to or controlled by the Devonport City Council and section 100 of the Local Government (Highways) Act 1982 for the purpose of prescribing compositions under that section.
DISCUSSION Whilst the concept of free parking in Council car parks is perceived to generate additional activity in the CBD and is generally well received by the community and retailers, very little statistical analysis has been done to support this position in Devonport. Parking Occupancy Survey Information During the period from Tuesday 2 December 2014 through until Friday 19 December 2014, parking occupancy was recorded on all working days for all street parking meter spaces, 423 spaces in total, and all car park spaces, totalling 957. ITEM 4.2
PAGE 29 Report to Governance and Finance Committee meeting on 16 March 2015
The three week period included nine paid parking days and five free parking days. Average Occupancy Free days
Average Occupancy paid days
Capacity
Best Street
24
23
61
Edward Street
18
17
22
Fenton Street
15
15
45
Formby Road
2
2
6
Griffith Street
2
2
12
Kempling Street
13
12
27
King Street
25
32
41
Macfie Street
5
6
18
Oldaker Street
20
27
39
Rooke Street
25
25
27
Steele Street
11
11
15
Stewart Street
49
48
54
Wenvoe Street
14
12
22
William Street
31
31
34
Carpark - Best Street
131
93
144
Carpark - Edward Street
54
45
Carpark - Fenton Way
7
2
28
Carpark - Formby Road
165
140
171
Carpark - Fourways
71
62
84
Carpark - Payne Ave
54
34
59
Carpark - Rooke Street
140
113
177
Carpark - Vic Parade
23
42
119
Carpark - Wenvoe Street
107
94
120
Meters
Carparks
55
Average Occupancy Free days
Average Occupancy paid days
Total Car Park
752
625
Total Street
254
263
Overall
1006
888
ITEM 4.2
PAGE 30 Report to Governance and Finance Committee meeting on 16 March 2015
As part of the analysis, counting was undertaken during the same period on the peripheral residential streets, ie: Parker, Forbes, Adelaide etc, that are often parked in by workers to determine whether parking patterns and behaviour is influenced by the free parking days. This study found that on the normal paid parking days, an average of 679 vehicles per day parked in the residential streets, whilst on the free parking days an average of 627 vehicles parked in the streets per day. Therefore 52 less cars, presumably many CBD workers, parked in the residential streets on free parking days. In conclusion: Extra cars parked in car parks on free parking days
118
Less: Cars parked in residential streets on free parking days Cars parked on street meters on free parking days Extra cars per day in Devonport on Free Parking Days
52 5 61
The above statistics highlight that the provision of free parking has a minimal impact on the number of shoppers in the CBD and needs to be considered in the context of the overall benefit to the community of the exercise. Council, in conjunction with the Devonport Chamber of Commerce and Industry, fund a number of initiatives to benefit the retail section, and given the small increase in shoppers as a result of free parking days, perhaps consideration can be given to redirecting some of the funds towards other retail activities that will have a greater impact.
COMMUNITY ENGAGEMENT No community consultation has been undertaken as a result of this report.
FINANCIAL IMPLICATIONS Council averages parking collections from the off-street car parks of approximately $5,000 per day during this time of year. In addition approximately 50 parking infringements are issued each day during these hours. Feedback from retailers suggest that on days where paid parking is in place until 10.00am, workers elect to use the car parks and pay until 10.00am and then leave their vehicle in the car park for the rest of the day.
RISK IMPLICATIONS There are obvious financial implications for Council in providing free parking days with a resultant loss of parking income. It is questionable whether this loss of income is the best option to promote retail activity. Paid parking is a constant subject of negative public attention and there is often political pressure to encourage or seek free parking. If proper process concerning the promotion and practical application of free parking days is not completed correctly, these days also attract negative comment. Free parking can create a number of frustrations for shoppers and retailers, and as this report shows, attracts existing workers to use parking spaces, therefore limiting access for people wishing to shop. The introduction of time limits is the only way to address this concern.
ITEM 4.2
PAGE 31 Report to Governance and Finance Committee meeting on 16 March 2015
CONCLUSION Paid parking plays a vital role in traffic movement and access within a city, and is one of the few opportunities a regional centre has to generate income from neighbouring residents accessing regional facilities. Based on the information in this report, Council has some data to continue to analyse whether the use of free parking provides sufficient cost benefit. In the example provided from free parking in December in Devonport approximately 61 extra vehicles per day used Council car parks but the income forgone by Council is in the vicinity of $6,000 per day. Retail promotions that have improved success at drawing visitors to the city may need to be investigated further to maximise economic investment rather than continuing with free parking days. Further discussion with the Devonport Chamber of Commerce Retail Sub Committee is recommended to explore future alternatives other than free parking days that may provide greater benefit to retailers. This information can be presented to Council as part of budget deliberations.
ATTACHMENTS Nil
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 free parking days;
2.
present the information in this report to the Devonport Chamber of Commerce Retail Sub Committee and explore with them alternative methods to encourage retail activity;
3.
consider future direction and provision of free parking days during 2015/16 budget deliberations.
Author: Position:
Shane Crawford Executive Manager Business Services
Corporate
&
Endorsed By: Position:
ITEM 4.2
Paul West General Manager
PAGE 32 Report to Governance and Finance Committee meeting on 16 March 2015
4.3
PUBLIC WI-FI TRIAL File: 30137 D359081
RELEVANCE TO COUNCIL’S PLANS & POLICIES Councilâ€&#x;s Strategic Plan 2009-2030: Strategy 3.4.1
Advocate for state of the art Information Technology (ICT) infrastructure development
Communication
SUMMARY To provide information relating to the trial of Public Wi-Fi in the Rooke Street Mall.
BACKGROUND In July 2014, Council determined that Wi-Fi was the priority project for the Mall and subsequently determined (Min 190/14 refers) that Council in relation to Public Wi-Fi: (a)
receive and note the information;
(b)
determine to trial Public Wi-Fi in the Rooke Street Mall in time for the summer tourist season;
(c)
fund the cost of the trial from the Rooke Street Mall Improvements Capital Works line item, noting this may result in the delay of other projects identified for this funding;
(d)
submit an application for funding to the State Government in line with their announced investment in the Information and Communications Technology sector as part of the 2014 election campaign; and
(e)
depending on the success of the trial consider allocating funding for the wider roll out of Public Wi-Fi in the 2015/16 budget.
The public Wi-Fi is now operational and this report is to provide Council with the details of the remaining budget so a determination can be made on future expenditure.
STATUTORY REQUIREMENTS There are no statutory requirements which relate to this report.
DISCUSSION Since inception, usage on the Wi-Fi system has been as follows: Total Usage for the trial period
ITEM 4.3
PAGE 33 Report to Governance and Finance Committee meeting on 16 March 2015
Monthly Breakdown December 2014
January 2015
February 2015
The following information details the most popular devices used to access the free Wi-Fi:
ITEM 4.3
PAGE 34 Report to Governance and Finance Committee meeting on 16 March 2015
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. In the trial period, 1407 locals accessed the free Wi-Fi and 1831 visitors. The value of the service to visitors is further highlighted when looking at the most frequently accessed domains. In relation to data, during the trial period 216.06 Gigabytes (Gb) of data has been used, which equates to average downloads of 2.3Gb per day. Most frequently accessed sites are as follows: Domain Name
Description
Social Media
A248.e.akamai
Advertising content
www.devonporttravel.travel
Devonport Councils Tourism website
Google.com
Search engine
Cl1.apple.com
Apple website
Googleusercontent.com
Google apps content
icloud.com
Apple iCloud content
www.google-analytics.com
Statistics gathering
Appspot.com
Google app engine
www.Google.com
Search engine (alternative address)
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. Council may wish to consider as part of future budget deliberations to expand the free WiFi service to other parts of the CBD, the Bluff precinct, parks, the Four Ways and parts of East Devonport. Funding may be available to support this expansion through the State Governmentâ€&#x;s Free Tourism Wi-Fi project.
COMMUNITY ENGAGEMENT Although this matter has received considerable media coverage and public comment, formal community consultation has not been undertaken regarding Wi-Fi.
FINANCIAL IMPLICATIONS Expenditure on the Wi-Fi project totalled $13,813. The breakdown of these costs has been provided to Council in a previous report. The report provided to Council in July 2014 estimated this project would require three access points and an estimated total project cost of $12,500. Additional access points were purchased but not used and can be used should the service expand in the future. It is to be noted that funding has not been sourced for this project to date. Council is still waiting to hear the outcome of consultation regarding the State Governmentâ€&#x;s funding process. The Cradle Coast Authority entered a submission to the discussion paper on behalf of all Tasmanian Councils. Further details should be available in coming months.
ITEM 4.3
PAGE 35 Report to Governance and Finance Committee meeting on 16 March 2015
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. Telstra launched a free Wi-Fi service in the Mall the same week Council offered its public service. It is unknown the impact, if any, this had 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 nonintended audience. There may be implications on business that currently provide WiFi 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, it can be concluded that the trial has been successful and the service should continue. 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.
ATTACHMENTS Nil
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 trial;
2.
continue with the provision of free Wi-Fi services in the Rooke Street Mall; and
3.
consider future expansion of Wi-Fi as part of the 2015/16 budget deliberations.
Author: Position:
Shane Crawford Executive Manager Business Services
Corporate
&
Endorsed By: Position:
ITEM 4.3
Paul West General Manager
PAGE 36 Report to Governance and Finance Committee meeting on 16 March 2015
4.4
ANNUAL PLAN PROGRESS REPORT - JANUARY-FEBRUARY 2015 File: 29468 D359504
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 of the progress of the 2014/15 Annual Plan as at 28 February 2015.
BACKGROUND Council adopted its 2014/15 Annual Plan on 23 June 2014. 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. The attached report presents highlights, tracking statuses and updates on each Annual Plan action. Some areas are shown to be off track due to timing of some projects, which are yet to be commenced or are not as far progressed against original timeframes.
COMMUNITY ENGAGEMENT There was no community engagement as a result of this report.
FINANCIAL IMPLICATIONS Budget implications are communicated to Aldermen separately and do not form part of this report.
RISK IMPLICATIONS It is not believed there are any risks associated with this report.
CONCLUSION The 2014/15 Annual Plan Progress Report as at 28 February 2015 is provided for the information of Aldermen and the community.
ATTACHMENTS 1.
Annual Plan Progress Report - January-February 2015
ITEM 4.4
PAGE 37 Report to Governance and Finance Committee meeting on 16 March 2015
RECOMMENDATION That it be recommended to Council that the 2014/15 Annual Plan Progress Report for the period January-February 2015 be received and noted.
Author: Position:
Karen Hampton Governance Coordinator
Endorsed By: Position:
ITEM 4.4
Paul West General Manager
PAGE 38 Annual Plan Progress Report - January-February 2015
ITEM 4.4
ATTACHMENT [1]
PAGE 39 Annual Plan Progress Report - January-February 2015
ITEM 4.4
ATTACHMENT [1]
PAGE 40 Annual Plan Progress Report - January-February 2015
ITEM 4.4
ATTACHMENT [1]
PAGE 41 Annual Plan Progress Report - January-February 2015
ITEM 4.4
ATTACHMENT [1]
PAGE 42 Annual Plan Progress Report - January-February 2015
ITEM 4.4
ATTACHMENT [1]
PAGE 43 Annual Plan Progress Report - January-February 2015
ITEM 4.4
ATTACHMENT [1]
PAGE 44 Annual Plan Progress Report - January-February 2015
ITEM 4.4
ATTACHMENT [1]
PAGE 45 Annual Plan Progress Report - January-February 2015
ITEM 4.4
ATTACHMENT [1]
PAGE 46 Annual Plan Progress Report - January-February 2015
ITEM 4.4
ATTACHMENT [1]
PAGE 47 Annual Plan Progress Report - January-February 2015
ITEM 4.4
ATTACHMENT [1]
PAGE 48 Annual Plan Progress Report - January-February 2015
ITEM 4.4
ATTACHMENT [1]
PAGE 49 Annual Plan Progress Report - January-February 2015
ITEM 4.4
ATTACHMENT [1]
PAGE 50 Annual Plan Progress Report - January-February 2015
ITEM 4.4
ATTACHMENT [1]
PAGE 51 Annual Plan Progress Report - January-February 2015
ITEM 4.4
ATTACHMENT [1]
PAGE 52 Annual Plan Progress Report - January-February 2015
ITEM 4.4
ATTACHMENT [1]
PAGE 53 Annual Plan Progress Report - January-February 2015
ITEM 4.4
ATTACHMENT [1]
PAGE 54 Annual Plan Progress Report - January-February 2015
ITEM 4.4
ATTACHMENT [1]
PAGE 55 Annual Plan Progress Report - January-February 2015
ITEM 4.4
ATTACHMENT [1]
PAGE 56 Annual Plan Progress Report - January-February 2015
ITEM 4.4
ATTACHMENT [1]
PAGE 57 Annual Plan Progress Report - January-February 2015
ITEM 4.4
ATTACHMENT [1]
PAGE 58 Annual Plan Progress Report - January-February 2015
ITEM 4.4
ATTACHMENT [1]
PAGE 59 Annual Plan Progress Report - January-February 2015
ITEM 4.4
ATTACHMENT [1]
PAGE 60 Annual Plan Progress Report - January-February 2015
ITEM 4.4
ATTACHMENT [1]
PAGE 61 Annual Plan Progress Report - January-February 2015
ITEM 4.4
ATTACHMENT [1]
PAGE 62 Annual Plan Progress Report - January-February 2015
ITEM 4.4
ATTACHMENT [1]
PAGE 63 Annual Plan Progress Report - January-February 2015
ITEM 4.4
ATTACHMENT [1]
PAGE 64 Annual Plan Progress Report - January-February 2015
ITEM 4.4
ATTACHMENT [1]
PAGE 65 Annual Plan Progress Report - January-February 2015
ITEM 4.4
ATTACHMENT [1]
PAGE 66 Annual Plan Progress Report - January-February 2015
ITEM 4.4
ATTACHMENT [1]
PAGE 67 Report to Governance and Finance Committee meeting on 16 March 2015
4.5
HARASSMENT, BULLYING AND ANTI-DISCRIMINATION POLICY File: 17080 D361317
RELEVANCE TO COUNCIL’S PLANS & POLICIES Council‟s Strategic Plan 2009-2030: Strategy 5.7.3
Ensure Human Resource policies, procedures and management systems support effective Council service delivery
SUMMARY This report is to adopt a Council Policy relating to Harassment, Bullying and AntiDiscrimination.
BACKGROUND Council values diversity in the workplace and, as such, is committed to ensuring it provides and maintains a safe and positive workplace, free from unlawful discrimination, harassment and bullying. This policy, which has previously been adopted by management, is presented to Council for adoption to show a full Council commitment to ensuring that its workplace culture is free from harassment, bullying and discrimination. Aldermen have previously approved their Code of Conduct which outlines expected behaviours relating to bullying, harassment and anti-discrimination. This report and policy was previously presented to Alderman at a Governance and Finance Committee meeting in 2014 but deferred pending the provision of further advice regarding the application of this policy in relation to Aldermen (Min GFC 6/14 refers). The policy has been modified to provide further clarity concerning responsibility and application.
STATUTORY REQUIREMENTS There are a range of legislative instruments that relate to bullying, harassment and antidiscrimination including the:
Anti-Discrimination Act 1998 Equal employment Opportunity Act 1984 (Commonwealth) Local Government Act 1993 (Tasmania), in particular Section 63 (1) and (2) Racial Discrimination Act 1975 (Commonwealth) Human Rights and Equal opportunity Commission Act 1986 (Commonwealth) Disability Discrimination Act 1992 (Commonwealth) Fair Work Act 2009 (Commonwealth) Sex Discrimination Act 1984 (Commonwealth) Work Health and Safety Act 2012
Section 63 (2) of the Local Government Act 1993 states that: “The general manager is to develop human resource practices and procedures in accordance with policies of the council to ensure employees of the council receive fair and equitable treatment without discrimination” Council‟s Code of Conduct operates within the framework of the Local Government Act 1993, the Local Government (General) Regulations 2005 and the Local Government (Meeting Procedures) Regulations 2005.
ITEM 4.5
PAGE 68 Report to Governance and Finance Committee meeting on 16 March 2015
DISCUSSION Council recognises its responsibility to abide by legislative requirements and desire to be considered an Employer of Choice. A policy of this nature will assist with both aims. All employees of Council will undertake training on Discrimination, Harassment and Bullying Awareness conducted by the Office of the Anti-Discrimination Commissioner during 11-13 May 2015 which will include an overview of the policy and its requirements.
COMMUNITY ENGAGEMENT Community engagement has not been undertaken as a result of this report, however, the attached policy has been reviewed by the Office of the Anti-Discrimination Commissioner for accuracy and relevance. The policy will be made available to the public on Council‟s website.
FINANCIAL IMPLICATIONS There are no financial implications as a result of this report.
RISK IMPLICATIONS
Work Health and Safety Workplace Safety, including protection from bullying, is an imperative and legislated task of any employer.
Contractual/Legal Poor practices or lack of information regarding Harassment, Bullying and AntiDiscrimination Policy may lead to a breach of legislative requirements.
CONCLUSION It is recommended Council adopt the attached policy relating to Harassment, Bullying and Anti-Discrimination Policy.
ATTACHMENTS 1.
Bullying & Anti-Discrimination Policy (not adopted)
RECOMMENDATION That it be recommended to Council that the report of the Executive Manager Corporate and Business Services be received and that Council adopt the Harassment, Bullying and Anti-Discrimination Policy with immediate effect.
Author: Position:
Shane Crawford Executive Manager Corporate and Business Services
Endorsed By: Position:
ITEM 4.5
Paul West General Manager
PAGE 69 Bullying & Anti-Discrimination Policy (not adopted)
ATTACHMENT [1]
HARASSMENT, BULLYING AND ANTI-DISCRIMINATION POLICY POLICY TYPE
POLICY ADOPTED (DATE)
MINUTE NUMBER
POLICY DOCUMENT NUMBER (TRIM):
Council
TBA
TBA
TBA
DOCUMENT CONTROLLER
RESPONSIBLE MANAGER
STRATEGIC PLAN 2009-2030 (STRATEGY REFERENCE)
DATE OF NEXT REVIEW
HR Coordinator
General Manager
PURPOSE
5.7.3 – Ensure human resource policies, procedures and management systems support effective Council service delivery
June 2017
Council values diversity in the workplace and, as such, is committed to ensuring it provides and maintains a safe and positive workplace, free from unlawful discrimination, harassment and bullying. Council is committed to compliance with the provisions of the Anti-Discrimination Act 1998 (Tas), the anti-discrimination provisions of relevant legislative instruments and the provisions of Section 63 (2) of the Local Government Act 1993 which states: (1)
The general manager of a council may – a) appoint persons as employees of the council; and b) allocate duties to employees; and c) control and direct employees; and d) suspend or dismiss employees.
(2)
SCOPE
POLICY
The general manager is to develop human resource practices and procedures in accordance with policies of the council to ensure employees of the council receive fair and equitable treatment without discrimination. This policy applies to all workers (a worker includes an employee, labour hire staff, volunteer, apprentice, work experience student, subcontractor, and contractor) and Aldermen of the Devonport City Council. 1.
In committing to this policy, Council aims to:
Create a working environment which is free from discrimination, harassment and bullying and where all workers are treated with dignity, courtesy and respect; Continue training and awareness sessions to ensure that all workers know their rights and responsibilities; Encourage the reporting of behaviour which breaches this policy; Provide an effective procedure for complaints based on the principles of natural justice; Treat all complaints in a sensitive, fair, timely and confidential manner; Protect workers from victimisation and reprisals for making complaints; and Promote appropriate standards of conduct at all times.
Council is an Equal Opportunity Employer. Council promotes a working environment where equality of access is merit based, and ITEM 4.5
PAGE 70 Bullying & Anti-Discrimination Policy (not adopted)
ATTACHMENT [1]
the recognition and acceptance of diversity within the workplace is facilitated. Principles of Equal Opportunity are embedded in internal employment practices, from training, promotion and recruitment, and an environment where workers can work effectively without fear of discrimination, bullying or harassment is fostered. Whilst roles within the Council and their intrinsic requirements vary, an inherent component of each role is the expectation that all workers be treated with dignity and respect. As an Equal Opportunity Employer, the Council acknowledges its responsibility in ensuring the rights of everyone within the workplace is protected. The expectation includes, but is not limited to, the right to be physically and psychologically safe within the workplace, and to be treated equally, fairly and respectfully. 2.
Definitions:
2.1. Bullying: Bullying is defined as behaviour that is offensive, abusive, intimidating, malicious or insulting. Bullying is often repetitive, persistent and systematic behaviour, whereby an individual or group of people abuse their power or position to undermine, disempower, degrade, threaten or humiliate another person or group of people. Whilst generally overt and obvious in nature, bullying can also include the intentional withholding of information, isolation of a person within the workplace, exclusion from decision-making processes, or any activities that they would usually be involved with. 2.2. Direct Discrimination: Direct discrimination occurs when a person treats another person, on the grounds of an actual or perceived attribute or characteristic, less favourably than a person without that attribute or characteristic. Under Section 16 of Anti-Discrimination Act 1998, a person must not discriminate against another person on the ground of any of the following attributes:
race age sexual orientation lawful sexual activity gender gender identity intersex marital status relationship status pregnancy breastfeeding parental status family responsibilities disability industrial activity political belief or affiliation political activity religious belief or affiliation religious activity irrelevant criminal record irrelevant medical record; or ITEM 4.5
PAGE 71 Bullying & Anti-Discrimination Policy (not adopted)
ATTACHMENT [1]
association with a person who has, or is believed to have, any of these attributes.
For direct discrimination to occur, it is not necessary to demonstrate that the attribute is the solitary reason for the unfavourable treatment. Furthermore, it is unnecessary for the person who discriminates to regard the behaviour or treatment as discriminatory, or have any particular motive in discriminating. All that has to be identified is that a person‟s attribute was, at the least, a partial reason for the particular treatment of the other person. Even if genuine motives are the reason for the alleged discrimination, these do not and cannot excuse the behaviour. 2.3. Indirect Discrimination: Indirect discrimination occurs when a person imposes a condition, requirement or practice that is unreasonable in the circumstances and has the effect of disadvantaging a member or group of people based on the above attributes who:
share, or are believed to share, a prescribed attribute; or share, or are believed to share, any of the characteristics imputed to that attribute more so than a person who is not a member of that group.
For indirect discrimination to be proven, it is not necessary for the person who discriminates to be aware that the condition, requirement or practice that is in question actually disadvantages the group of people. Defamation: Defamation occurs when a person or group of people intentionally damage a person or group‟s reputation by stating or writing derogatory or negative things about them which are untrue or baseless. 2.4. Harassment: Harassment is defined as behaviour that makes someone feel intimidated, insulted or humiliated because of certain attribute they possess - including ethnicity, gender, disability, sexual preference. It can be intentional or unintentional. Harassment is also said to occur if the environment in which the person is working is „hostile‟ or intimidating. Harassment may include behaviours, including:
Telling jokes about particular racial groups; Sending explicit or sexually suggestive emails; Displaying offensive or pornographic posters or screen savers; or Making derogatory comments or taunts about someone‟s race or religion.
Harassment can range from serious to less severe levels; however one-off incidents can still constitute harassment. Where behaviour is persistent, such behaviour can undermine the standard of conduct within a work area, eroding the well-being of the individual or group being targeted. Workplace harassment must not be confused with respectfully delivered legitimate comment and advice (including relevant negative comment or feedback) from managers and supervisors on the work performance or work related behaviour of an individual or group. ITEM 4.5
PAGE 72 Bullying & Anti-Discrimination Policy (not adopted)
ATTACHMENT [1]
2.5. Sexual Harassment: The Anti-Discrimination Act 1998 stipulates that sexual harassment has taken place when a person:
Subjects another person to an unsolicited act of physical contact of a sexual nature – such as touching, brushing up against, kissing, massaging, stroking hair; Makes an unwelcome sexual advance or an unwelcome request for sexual favours to another person; Makes an unwelcome remark or statement with sexual connotations to another person or about another person in that person‟s presence; Makes an unwelcome gesture, action or comment of a sexual nature; Making unwelcome oral or written statements of a sexual nature to a person in the presence of a person; Displaying matter of a sexual nature that relates to a prescribed attribute.
Mutual and welcome attraction of a sexual nature between consenting adults does not constitute sexual harassment. 2.6. Intimidatory Harassment: Intimidatory harassment occurs when there is deliberate and intentional use of physical or operational power to coerce a person to perform a particular task, subjecting them to a feeling of humiliation or intimidation. The scope of Intimidatory harassment does not include legitimate comment or feedback regarding work performance or behaviour from a supervisor, if given in a reasonable and fair manner. Intimidatory harassment may manifest itself as coercive behaviour, persistent following or stalking, and incessant, unjustified and unnecessary comments regarding a person‟s capabilities within the workplace. 2.7. Victimisation: Victimisation occurs when a person subjects, or threatens to subject, another person or an associate of that other person to any detriment. Section 18 of the Act states: Victimisation must not occur when that other person has:
made, or intends to make, a complaint under the AntiDiscrimination Act 1998; or gave or intends to give, evidence or information in connection with any proceedings under the Anti-Discrimination Act 1998; or alleged, or intends to allege, that any person has committed an act which would amount to a contravention of the AntiDiscrimination Act 1998; or refuses or intends to refuse to do anything that would amount to a contravention of the Anti-Discrimination Act 1998; or has or does anything in relation to any person under or by reference to the Anti-Discrimination Act 1998.
2.8. Inciting Hatred: The Anti-Discrimination Act 1998 prohibits a person, by a public act, inciting hatred towards, serious contempt for, or severe ridicule of, a person or a group of persons on the ground of:
The race of the person or any member of the group(colour; nationality; descent; ethnicity; status of being or having been ITEM 4.5
PAGE 73 Bullying & Anti-Discrimination Policy (not adopted)
ATTACHMENT [1]
an immigrant); or The religious belief or affiliation or religious activity of the person or any member of the group (holding or not holding a religious view or belief; attending or not attending religious services or festivals; taking part or not taking part in religious customs or rituals; wearing or not wearing garments associated with religious belief, affiliation or activity) Any disability of the person or any member of the group (physical disability, mental disability, total or partial loss of a part of the body; illness or disease; malfunction, malformation or disfigurement; learning and behavioural disorders; reliance on devices such as hearing aids, canes or guide dogs) Sexual orientation or lawful sexual activity of the person or any member of the group (heterosexuality; homosexuality; bisexuality; trans-sexuality). Local Government Act 1993 (in particular S63(1) & 63(2) Anti-Discrimination Act 1998 Equal employment Opportunity Act 1984 (Commonwealth) Racial Discrimination Act 1975 (Commonwealth) Human Rights and Equal opportunity Commission Act 1986 (Commonwealth) Disability Discrimination Act 1992 (Commonwealth) Fair Work Act 2009 (Commonwealth) Sex Discrimination Act 1984 (Commonwealth) Work Health and Safety Act 2012 Devonport City Council Equal Employment Opportunity (EEO) and Diversity Policy Devonport City Council Code of Conduct Policy Devonport City Council Enterprise Agreement 2014 Devonport City Council Recruitment and Selection Policy Devonport City Council Gender Equity Policy Harassment, Bullying and Anti-Discrimination Procedure
LEGISLATION AND RELATED DOCUMENTS
ATTACHMENT/S (IF APPLICABLE)
ITEM 4.5
PAGE 74 Bullying & Anti-Discrimination Policy (not adopted)
ATTACHMENT [1]
HARASSMENT, BULLYING AND ANTI-DISCRIMINATION PROCEDURE 1. Roles and Responsibilities: 1.1. The Aldermen will: Ensure that discrimination does not arise from decisions with respect to their practices and policies and will adhere to policy and their relevant code of conduct. 1.2. The General Manager will: Ensure that discrimination does not arise from decisions with respect to policies, practices, training, promotion, remuneration and general conditions of employment. Guarantee that selection and recruitment processes provide for equal opportunity and comply with relevant legislation. Provide adequate resources and procedures to effectively administer reports of alleged discrimination, harassment and bullying. Ensure Managers understand Section 104 of the Anti-Discrimination Act 1998 to communicate rights and responsibilities to staff and to act on any complaints as quickly as possible. Ensure all complaints are treated seriously and managed in a timely and equitable manner. Ensure, as far as practicable, that all workers adhere to the policy and code of conduct. Ensure reasonable steps to ensure the safety and health of workers in any work related context, including but not limited to conferences, work functions or social functions. This includes a duty of care under Health and Safety and Equal Employment Opportunity legislation to provide an environment free from discrimination, harassment and bullying whether or not the function is held in an offsite or onsite location. Be proactive by communicating clearly the appropriate standards of behaviour expected during work functions. Ensure resource materials are made available and promote Council‟s nominated Contact Officers to ensure workers have access to information and support needed to prevent harassment, bullying and discrimination in the workplace or to deal with it appropriately if it occurs. Integrate relevant training regarding harassment, bullying and discrimination into all levels of training including inductions, awareness sessions and recruitment practices. Management will appoint and provide training to Contact Officers. The Officers are trained to provide workers with support and confidential information about their options to deal with work-related discrimination, harassment or bullying. 1.3. Supervisors and Managers are responsible for: The recruitment, promotion, training, development and transferring of staff based exclusively on merit and performance, and free from any discrimination or bias. Guaranteeing that all Human Resources practices, including recruitment, are applied equitably, consistently and free of bias. ITEM 4.5
PAGE 75 Bullying & Anti-Discrimination Policy (not adopted)
ATTACHMENT [1]
Implementing reasonable measures to prevent discrimination, harassment, bullying and victimisation in the workplace. Treating grievances with the utmost seriousness, confidentiality and immediacy in rectifying. Providing confidential guidance, advice and information to workers, including the investigation of grievances, complaints or disputes that have been made by a worker. Treating all workers involved in a complaint or dispute impartially and equitably.
1.4. Workers are responsible for: Understanding, respecting and complying with this policy and Council‟s Code of Conduct. Ensuring discrimination, harassment and bullying are not tolerated within the workplace and informing the relevant Supervisor if such behaviour occurs. Ensuring they do not partake in behaviour that could be considered as discriminatory, harassment or bullying and discourage others from behaving in such ways. Attempting to amicably resolve any personal harassment or discrimination issues with the worker/s or Supervisor/s involved in the matter prior to raising it with management, if practical. Supporting anyone who is being subjected to harassment, bullying or discrimination and directing them to where they can obtain advice and assistance. Ensuring that confidentiality is maintained if they are in any way involved in the investigation of a complaint. Report any concerns or issues to relevant Supervisor. Report any issues or concerns with discrimination, bullying and harassment from members of the public towards fellow staff members or themselves. 1.5. Contact Officers have a responsibility to: Provide workers whom have a grievance relating to discrimination, harassment and/or bullying with an opportunity to discuss their grievance informally, in private and confidentially. Provide workers with information relating to discrimination, harassment and bullying. Provide support to the complainant and/or respondent through listening and informing, advising of the complaints procedure, informing them of the Employee Assistance Provider and seeking further information, as deemed necessary. Ensure information collated from the complainant/respondent is compiled in a non-judgemental way. Ensure confidentiality of records of discussion, and forwarding information on to relevant parties if a complaint is lodged. Ensure follow up with complainant/respondent is made in regards to outcomes/resolution. 2.
Investigation and Breaches of Policy: Council has a duty of care to take a pro-active approach to managing disputes regarding discrimination therefore any reports of discrimination or harassment will be treated seriously and investigated promptly, confidentially and impartially:
Any person, who without authorisation from the General Manager, passes on confidential information, to a third party, regarding an investigation under this ITEM 4.5
PAGE 76 Bullying & Anti-Discrimination Policy (not adopted)
ATTACHMENT [1]
policy may face disciplinary action. As part of the resolution of any dispute regarding discrimination Council will seek, where possible, to resolve it in the least adversarial way. Council accepts that in some cases the parties may wish to meet and discuss the dispute in an attempt to resolve the matter. Council will accommodate this in a professional and non-judgemental manner. All complaints received will be treated confidentially and with serious consideration. If a worker is found to have made false accusations or a vexatious complaint for malicious reasons, they will be subjected to disciplinary action, which may include termination of employment. Any worker who engages in discriminatory practices, bullies or harasses, will be subjected to disciplinary action which may include termination of employment. Any actions which are of a criminal nature may be reported immediately to the police, regardless of whether an internal investigation is to eventuate.
3.
Confidentiality: Allegations of discrimination, harassment, bullying or victimisation will be treated confidentially. Any records or evidence produced or made during the investigatory process will be stored securely. Investigatory recordings will not be placed on an worker‟s personnel file, unless a formal investigation process has identified a breach of this policy which has resulted in the undertaking of disciplinary action.
4.
Conflict of Interest: It is imperative that the person involved in dealing with a matter relating to harassment, bullying or discrimination under this policy, not expose themself to a conflict of interest. If a conflict of interest arises, they must immediately advise the most senior person dealing with the complaint or human resources of the conflict and remove themselves from the process. This will ensure that faith in the process is guaranteed.
ITEM 4.5
PAGE 77 Report to Governance and Finance Committee meeting on 16 March 2015
4.6
UNCONFIRMED MINUTES OF MEETING - SHARED AUDIT PANEL - 2 MARCH 2015 File: 30196 D361326
RELEVANCE TO COUNCIL’S PLANS & POLICIES Council‟s Strategic Plan 2009-2030: Strategy 5.6.4
Provide internal and external audit functions to review Council's performance, risk management, financial governance and reporting
SUMMARY To report the unconfirmed minutes of the Audit Panel meeting held on 2 March 2015.
BACKGROUND The Audit Panel is in place to assist Council in fulfilling its oversight responsibilities by providing independent advice and assurance in regard to the Council‟s financial management, risk management, internal control and compliance framework. In late 2014, Council determined to establish a shared Audit Panel with Central Coast Council. The Audit Panel of each Council comprises two elected members and two independent members. The independent members are appointed jointly by both Councils to be shared between each Council‟s Audit Panel. As part of the transition to a Shared Audit Panel, current member Ken Clarke‟s existing three year term on the Devonport City Council Audit Panel will be honoured until its expiry scheduled for July 2016.
STATUTORY REQUIREMENTS All Councils must have Audit Panels that operate in accordance with Part 8 of Division 4 of the Local Government Act 1993 (the Act) and the Local Government (Audit Panels) Order 2014.
DISCUSSION The unconfirmed minutes of the Audit Panel meeting held on 2 March are attached for Aldermen‟s information. These minutes are for the Shared session of the meeting and for the Devonport City Council specific section. Items of note from the Shared meeting include:
A review of the Long Term Financial Plan from each Council
Discussion on the Auditor General‟s Report to Parliament and results of both Councils
Development of annual work plan (which is attached for information)
The Devonport City Council Audit Panel discussed:
an overview of organisation including strategic plan, annual plan, annual report and organisational structure
Financial report for the period ended 31 January 2015
Significant claims against Council and other relevant business risks
At the Shared meeting the Panel reviewed its Charter which is attached for adoption by Council. ITEM 4.6
PAGE 78 Report to Governance and Finance Committee meeting on 16 March 2015
COMMUNITY ENGAGEMENT There was no community engagement undertaken as a result of this report.
FINANCIAL IMPLICATIONS There are no financial implications as a result of this report.
RISK IMPLICATIONS
Political/Governance The Audit Panel plays a key oversight role in Council‟s Risk Management activities providing elected members with an extra level of comfort that the systems in place are adequate. Within its charter, the primary objectives of the Audit Panel are to consider whether:
the annual financial statements of the Council accurately represent the state of affairs of the Council; the Strategic Plan, Annual Plan, long-term financial management plan and long-term strategic asset management plans of the Council are integrated and the processes by which, and assumptions under which, those plans were prepared are sound and justified; the accounting, internal control, anti-fraud, anti-corruption and risk management policies, systems and controls that the Council has in re lation to safeguarding its long-term financial position are appropriate; the Council is complying with the provisions of the Act and any other relevant legislation; all strategic and business risks affecting the Council are identified and assessed, and the effectiveness of mitigation controls evaluated; and the Council has taken any action in relation to previous recommendations provided by the Audit Panel to the Council.
CONCLUSION The information contained in the report and the minutes of the Audit Panel meeting held on 2 March are presented to the Aldermen as per the recommendation below. A revised Charter is also recommended for endorsement.
ATTACHMENTS 1.
Unconfirmed minutes of meeting - Audit Panel - 2 March
2.
Audit Panel Charter (shared) - January 2015 (draft)
3.
Annual Work Plan Shared Audit Panel 2015 - adopted
RECOMMENDATION That it be recommended to Council that: 1.
The unconfirmed minutes of the Audit Panel meeting held on 2 March 2015, be received and noted; and
2.
The Audit Panel Charter be adopted
Author: Position:
Shane Crawford Executive Manager Business Services
Corporate
and
Endorsed By: Position:
ITEM 4.6
Paul West General Manager
PAGE 79 Unconfirmed minutes of meeting - Audit Panel - 2 March
ITEM 4.6
ATTACHMENT [1]
PAGE 80 Unconfirmed minutes of meeting - Audit Panel - 2 March
ITEM 4.6
ATTACHMENT [1]
PAGE 81 Unconfirmed minutes of meeting - Audit Panel - 2 March
ITEM 4.6
ATTACHMENT [1]
PAGE 82 Unconfirmed minutes of meeting - Audit Panel - 2 March
ITEM 4.6
ATTACHMENT [1]
PAGE 83 Audit Panel Charter (shared) - January 2015 (draft)
ATTACHMENT [2]
ITEM 4.6
PAGE 84 Audit Panel Charter (shared) - January 2015 (draft)
ATTACHMENT [2]
ITEM 4.6
PAGE 85 Audit Panel Charter (shared) - January 2015 (draft)
ATTACHMENT [2]
ITEM 4.6
PAGE 86 Audit Panel Charter (shared) - January 2015 (draft)
ATTACHMENT [2]
ITEM 4.6
PAGE 87 Audit Panel Charter (shared) - January 2015 (draft)
ATTACHMENT [2]
ITEM 4.6
PAGE 88 Audit Panel Charter (shared) - January 2015 (draft)
ATTACHMENT [2]
ITEM 4.6
PAGE 89 Audit Panel Charter (shared) - January 2015 (draft)
ATTACHMENT [2]
ITEM 4.6
PAGE 90 Annual Work Plan Shared Audit Panel 2015 - adopted
ITEM 4.6
ATTACHMENT [3]
PAGE 91 Report to Governance and Finance Committee meeting on 16 March 2015
4.7
ELECTED MEMBERS' EXPENDITURE REPORT - DECEMBER 2014 TO FEBRUARY 2015 File: 22947 D361841
RELEVANCE TO COUNCIL’S PLANS & POLICIES Council‟s Strategic Plan 2009-2030: Strategy 5.3.2
Provide appropriate support to elected members to enable them to discharge their functions
SUMMARY To detail expenditure of both the Mayor and Aldermen.
BACKGROUND This report is in response to a Council resolution (Min 49/12 refers) “That Council be provided with a specific monthly report in relation to expenditure incurred, in excess of statutory allowances, for both the Mayor and Aldermen.”
STATUTORY REQUIREMENTS Under the Local Government Act, 1993 Council is required to publish details of the total allowances and expenses paid to the Mayor, Deputy Mayor and Aldermen in its Annual Report, however there is no obligation to do so on a monthly basis.
DISCUSSION Expenditure processed for the three month period December 2014 to February 2015 inclusive is detailed below: Mayor Steve Martin $ 228.84 Mobile telephone expenses $ 210.00 Gifts – HMAS Stuart $ 70.00 Dinner for Dragons Abreast 10th birthday celebrations $ 391.28 LGAT Mayor‟s Professional Development workshop $ 110.05 LGAT General Meeting expenses $ 50.00 LGAT Regional breakfast $ 357.50 Catering for Mayor‟s Christmas function (Devonport High School) $ 125.00 ALP Breakfast $ 165.10 Miscellaneous meal expenses $ 134.14 Accommodation – Launceston $ 402.56 Airfares – Edutech Conference $1,504.55 Registration fee – Edutech Conference, Brisbane Alderman Laycock $ 381.82 LGAT Workshop $ 402.56 Airfares – Edutech Conference, Brisbane $1,468.18 Registration fee – Edutech Conference $ 453.50 Airfares – ALGWA Conference, Adelaide $ 637.24 Registration fee – ALGWA Conference Alderman Perry $ 381.82 LGAT Workshop Alderman Jarman $ 818.76 Airfares – LGMA Congress, Darwin ITEM 4.7
PAGE 92 Report to Governance and Finance Committee meeting on 16 March 2015
$1,840.91
Registration fee – LGMA Congress
Alderman Emmerton $ 150.00 LGAT Workshop Aldermen $ 884.04
iPad expenses
Graham Kent $ 378.00 Reimbursement LGAT Conference accommodation expenses The attached table sets out the cumulative expenditure for the current financial year to date. Due to the timing of Credit Card statements and invoices, expenditure will be reported as and when the account is paid. Items in this report may relate to transactions that occurred in previous months.
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€&#x;s direction.
ATTACHMENTS 1.
Cumulative Totals - Year to Date - February 2015
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 4.7
Paul West General Manager
PAGE 93 Cumulative Totals - Year to Date - February 2015
ATTACHMENT [1]
Aldermen Expenses Cumulative figures - Year to date
Alderman
Period of office
Mayoral Allowance
Deputy Mayoral Aldermen's Allowance Allowance
Mileage R'ments
32,850
13,139
8,064
I'Pads
Mayor Martin
1/7 - 30/6
Ald Kent
1/7 - 31/10
6,993
123
Ald Emmerton
1/11 - 30/6
6,144
132
Ald Cole
1/7 - 31/10
6,993
123
Ald Goodwin
1/7 - 30/6
13,139
255
Ald Hollister
1/7 - 31/10
6,993
123
Ald Jarman
1/7 - 30/6
13,139
255
Ald Keay
1/7 - 30/6
13,139
Ald Matthews
1/11 - 30/6
Ald Laycock Ald Perry
Conference/ Professional Development Attendance
Accomm & Meal expenses
2,457
1,892
Phone
$
12,960
$
6,426
$
7,116
289
$
13,683
352
$
7,468
$
16,053
255
$
13,394
6,144
132
$
6,276
1/7 - 30/6
13,139
255
3,342
$
16,736
1/7 - 30/6
13,139
255
381
$
13,775
13,139
255
$
18,197
4,803
674
210
Total 59,953
Deputy Mayor Rockliff 1/7 - 30/6
412
Other $
5,466
255
Meeting expenses
378 150
2,659
Ald Squibb
1/7 - 31/10
6,993
123
$
7,116
Ald Wilson
1/7 - 31/10
6,993
145
$
7,138
$
-
Other Non Attributable TOTAL - YEAR TO DATE
$
Budget BALANCE UNSPENT % Spent Year to Date
$
32,850
$ 10,269
$ 139,226
$ 8,064
$ 2,686
50,700
15,850
199,486
12,100
5,000
60,260
$ 4,036
$ 2,314
17,850 65%
$
5,581 65%
$
70%
67%
54%
$
8,989 14,000
$
5,011 64%
Note: Council provides a motor vehicle for use by the Mayor - the cost of this vehicle is shown in the Mileage column. After Council elections held October, 2014, Ald Rockliff was elected Deputy Mayor, replacing Ald Kent
ITEM 4.7
$
2,911
$
8,500 $
5,589 34%
412
$
1,000 $
588 41%
674
$
700 $
26 -$ 96%
210
$
210
206,291 307,336
$
101,045 67%
PAGE 94 Report to Governance and Finance Committee meeting on 16 March 2015
4.8
FINANCE REPORT FOR FEBRUARY 2015 File: 26544 D362473
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 28 February 2015. 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 4.8
PAGE 95 Report to Governance and Finance Committee meeting on 16 March 2015
RISK IMPLICATIONS
Financial Inaccurate financial information could lead to poor financial decision making.
CONCLUSION The monthly financial report provides an overview of Council‟s operating result and financial position at the end of the reporting period.
ATTACHMENTS 1.
Finance Report 28 February 2015 Attachment
2.
Finance Report Attachment 2 - Capital Works Report February 2015
RECOMMENDATION That it be recommended to Council that the Finance Report for February 2015 be received and noted.
Author: Position:
Rodney O‟Rourke Accountant
Endorsed By: Position:
ITEM 4.8
Shane Crawford Executive Manager Business Services
Corporate
&
PAGE 96 Finance Report 28 February 2015 Attachment
ATTACHMENT [1]
FINANCIAL SUMMARY
YTD to 28 February 2015
Operating Summary
YTD Budget
Revenue Expenditure Operating Position
Capital Expenditure Summary
Actual
33,966,927 24,735,987
34,601,930 23,400,026
9,230,940
11,201,904
Annual Budget
Capital Expenditure
Actual
12,997,849
2,246,044
Annual Budget
Current Forecast
37,941,272 37,941,272 -
38,733,074 37,529,384 1,203,690
Current Forecast 10,217,652
Cash Information 28 February 2015 Operating Account (Reconciled balance) Interest-Earning Deposits
Debtor Information
Rates Debtors Infringement Debtors Sundry Debtors Planning & Health Debtors
28 February 2015
June 2014
Rates Debtors Ageing
6,765,710 108,186 226,746 11,968
209,701 94,785 267,632 4,923
7,112,610
577,042
2014/2015 - Current 2013/2014 - 1 Year 2012/2013 - 2 Years 2011/2012 - 3 Years 2010/2011 - Older
350,894 18,585,912
344,062 9,710,836
18,936,805
10,054,898
28 February 2015
% of Annual Rates
6,569,991 102,236 20,397 7,461 65,624
25.0%
6,765,710
Cash Investment Information Rate ANZ Cash Deposits CBA Cash Deposits
June 2014
3.00% at call 1.85% at call
All cash investments are invested in compliance with Council's Investment Policy.
28 February 2015 16,603,393 1,982,519 18,585,912
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. The current forecast is updated on a monthly basis to reflect anticipated changes to revenue, expenditure and net operating position. As at 28 February 2015, the forecast is for a $1.2M surplus for the year.
ITEM 4.8
PAGE 97 Finance Report 28 February 2015 Attachment
ATTACHMENT [1]
SUMMARISED OPERATING REPORT YTD Budget
YTD to 28 February 2015 YTD Variance $ %
Actual
Full Budget 2015
INCOME Rates and Service Charges
Note 26,168,167
26,266,808
98,641
0.4%
26,228,167
Fees and User Charges
4,352,036
4,422,808
70,772
1.6%
6,451,709
Grants - Operating
1,611,584
1,684,413
72,830
4.5%
2,198,000
35,000
31,797
(3,203)
-9.2%
52,500
976,478
1,025,102
48,624
5.0%
1,762,000
Contributions - Operating Dividend Income Profit Sharing
23,498
23,498
#DIV/0!
Interest Income
224,029
404,866
180,837
80.7%
336,043
Other Revenue
599,634
742,638
143,005
23.8%
912,853
33,966,927
34,601,930
635,003
1.9%
37,941,272
Employee Benefits
8,040,564
7,587,439
453,125
5.6%
12,110,076
Materials and Services
7,711,150
7,177,398
533,751
6.9%
12,397,542
Depreciation
5,910,188
5,792,064
118,124
2.0%
8,865,282
780,008
774,351
5,657
0.7%
1,254,522
1,890,505
1,515,898
374,607
19.8%
3,032,588
968,319
967,209
1,109
0.1%
1,156,936
(564,747)
(414,334)
TOTAL INCOME
-
-
P P P P P P P P
EXPENSES
Financial Costs Levies & Taxes Other Expenses Internal Charges and Recoveries
TOTAL EXPENSES NET OPERATING SURPLUS / (DEFICIT)
(150,412)
26.6%
(875,676)
24,735,987
23,400,026
1,335,961
5.4%
37,941,270
9,230,940
11,201,904
1,970,964
21.4%
2
1,044,000
724,708
(319,292)
-30.6%
1,911,528
200,000
498,227
298,227
149.1%
300,000
O O P P O P P
1
O O O P
4
2
3
CAPITAL ITEMS Grants - Capital Contributions - Capital Gain / Loss on Disposal of Assets
-
Change in Value of Investment in Water Corporation
-
TOTAL CAPITAL ITEMS NET SURPLUS / (DEFICIT) Own Source Revenue:
(379,221) -
1,244,000
843,713
10,474,940
12,045,618
95.2%
(379,221) #DIV/0! (400,287)
1,570,678
(1,590,500)
0.0%
300,000
-32.2%
921,028
15.0%
921,030
95.0%
5 6
94.1%
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 Expenditure on employee benefits continues to be below budget, the favourable variation consists of: direct employee costs $293K, employee related costs $47K(predominantly training), superannuation $39K and leave $76K. The variation can be attributed somewhat to unfilled and recently filled vacancies as well as the seasonal impact of increased amounts of leave taken during January resulting in a decrease in direct employee costs. The budget for employee costs was based of 157 FTE's whereas as the actual FTE's at 28/2/2015 totalled 150. At this stage a $240k forecast adjustment has been made. 2 Expenditure on materials and services is currently less than budget particularly in the areas of utilities, major maintenance and consultants, these gains are partially offset by above budget contractor expenditure in the areas of urban roads, landfill services, sports ground maintenance and animal regulatory control. The expectation is that actual expenditure will more closely align with budget over the remaining 4 months to June 30. 3 Variance to budget is a result of a review by the State Revenue Office of land tax resulting in a substantial refund of tax paid over the past 4 years. A $374K forecast adjustment has been made to reflect this saving. 4 Capital grant income is currently less than budget in the areas of urban roads and environmental sustainability (CEEP milestone 5). 5 The majority of the variation relates to road and stormwater asset donations made to Council as a result of new subdivision 6 The majority of the loss relates to the replacement and subsequent write off of road, stormwater and IT assets.
ITEM 4.8
PAGE 98 Finance Report 28 February 2015 Attachment
ATTACHMENT [1]
FINANCIAL CHARTS
Year to Date to end of 28 February 2015
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
31,797
Dividends and Other Investment Income 1,453,466
2015 YTD
26,266,808
4,422,808
1,684,413
Bud YTD
26,168,167
4,352,036
1,611,584
35,000
1,200,507
2014 YTD
25,982,526
3,976,278
884,888
599,634
30,592
1,240,735
482,709
742,638
Expenditure Analysis 9,000,000 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 7,177,398
Depreciation
Finance Costs
Levies & Taxes
2015 YTD
Employee Benefits 7,587,439
1,515,898
Other Expenses 967,209
Internal Charges (414,334)
5,792,064
774,351
Bud YTD
8,040,564
7,711,150
5,910,188
780,008
2014 YTD
8,123,410
7,204,164
5,658,716
565,020
1,890,505
968,319
(564,747)
1,748,154
983,635
(634,645)
Capital Expenditure - $'000 $16,000
Accumulated Expenditure - $'000
$14,000
$12,000 $10,000 $8,000 $6,000 $4,000
$2,000 $0
Start
Jul
Aug
Sep
Oct
Nov
Dec
Jan
Feb
Mar
Apr
May
Jun
2015 Budget - Cumulative
-
30
91
197
411
855
1,526
3,300
5,405
8,054
9,881
10,798
12,374
2015 Actual
-
30
91
297
749
903
1,382
1,596
2,246
2014 Actual
-
153
1,557
3,038
4,626
6,161
8,163
9,241
9,956
10,671
11,477
12,039
13,645
ITEM 4.8
PAGE 99 Finance Report 28 February 2015 Attachment
ATTACHMENT [1]
BALANCE SHEET REPORT
As at 28 February 2015 28 Feb 2015
30 Jun 2014
350,894 287,054 18,585,912 6,765,710 108,186 226,746 11,968 53,102 549,338 55,492 93,965 27,088,366
344,062 257,305 9,710,836 209,701 94,785 267,632 4,923 74,110 155,863 90,639 159,921 11,369,777
3,080,774 83,559,680 613,817,288 (240,794,664) 3,126,873 462,789,951
74,084 3,080,774 83,559,680 612,542,402 (236,828,257) 3,881,984 466,310,667
489,878,317
477,680,444
455,411 625,817 292,657 928,272 899,942 1,044,241 4,246,340
469,384 2,084,982 252,298 928,272 1,024,449 1,087,507 5,846,891
Loans - Non-Current Long Service Leave - Non-Current
20,844,681 498,293 21,342,975
19,091,876 498,293 19,590,169
Total Liabilities
25,589,315
25,437,061
464,289,003
452,243,383
257,554,262 1,057,826 1,476,874 192,154,423 11,201,904 843,713
257,554,262 1,057,826 1,476,874 182,908,247 13,228 9,232,945
Total Equity
464,289,003
452,243,383
Current Ratio:
6.38
1.94
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 4.8
PAGE 100 Finance Report Attachment 2 - Capital Works Report February 2015
ATTACHMENT [2]
Devonport City Council Capital Works Income & Expenditure Report 28 February 2015 Income 2014/15
Expenditure 2014/15
Additional Funds External Funding Total Budget Annual Budget Carried forward (inc. Grants) Available $ $ $ $
Forecast $
Actual $
Balance
Commitments $
Total Expenditure $
Remaining Funds $
Performance Measures Works Start Month
Works Completion Month
% Budget Spent
Jan 2015 TBA completed completed Feb 2015 TBA
Apr 2015 TBA completed completed Mar 2015 TBA
76.3% 29.4% 94.4% 84.3% 75.4% 0.3%
Mar 2015
June 2015
99.4%
Comments
Summary Open Space & Recreation Facilities Stormwater Living City Plant & Fleet Other Equipment Total Capital Works
758,930 436,400 402,000 4,923,000 3,320,841 365,600 233,742 10,440,513
1,201,661 350,744 92,104 61,578 791,249 60,000 2,557,336
155,930 30,000 39,000 40,000 55,200 165,000
144,070
380,528 1,741,000 2,121,528
1,960,591 787,144 494,104 5,194,578 4,112,090 365,600 293,742 13,207,849
1,412,311 791,244 470,800 4,923,955 2,000,000 325,600 293,742 10,217,652
282,000 227,519 207,831 1,159,642 202,166 49,629 117,256 2,246,044
1,242,614 288,787 90,924 2,411,419 4,018 151,223 10,126 4,199,111
1,524,613 516,306 298,755 3,571,061 200,852 127,383 6,238,970
435,978 270,838 195,349 1,623,517 3,905,905 164,748 166,359 6,762,695
300,000 30,000 39,000 40,000 55,200 165,000
300,000 30,000 37,000 34,000 55,200 165,000
8,832 36,824 33,714 19,671 413
228,956 21,960 -
228,956 8,832 36,824 33,714 41,631 413
71,044 21,168 2,176 6,286 13,569 164,587
999,780
500,000
6,017
987,910
993,927
5,853
Open Space & Recreation CP0106 CP0094 CP0095 CP0096 CP0097 CP0098
Mersey Vale Master Plan Works Cycling Network Strategy Action Plan Year 2 - actions Girdlestone Park - Drainage Upgrade & ground renovation Aquatic Centre - overflow car park east Signage Strategy Implementation 2014-15 Meercroft Park - reserve car park
CP0099
Mersey Vale - MBS stage 1
CP0100
Rooke Street Mall Improvement
75,000
75,000
55,000
14,832
884
15,716
59,284
CP0101 CP0102 CP0070 CP0103
Shared path renewals program (2014/15) BBQ Replacements (2014/15) TasWater Meter Consolidation Reg Hope Park - Safety Mowing Strip & sea wall repairs
55,000 15,000 35,000
55,000 15,000 57,811 35,000
55,000 13,000 57,811 31,500
52,358 12,549 9,935 31,281
132 2,772 -
52,490 12,549 12,706 31,281
2,510 2,451 45,105 3,719
CP0104
Mariners Park safety mowing strip
15,000
15,000
320
-
320
14,680
TBA
TBA
CP0105
Mersey Bluff playground - bark softfall replacement with rubber
78,800
78,800 1,960,591
78,800
55,254
-
55,254
23,546
Nov 2014
Mar 2015
1,412,311
282,000
1,242,614
1,524,613
435,978
612,144 30,000 10,000 5,000 10,000 45,000
612,144 30,000 10,000 5,000 10,000 45,000
152,769 6,582 10,000 4,555 9,019 28,037
276,474 -
429,243 6,582 10,000 4,555 9,019 28,037
182,901 23,418 445 981 16,963
5,000
5,000
6,500
187
6,157
6,343
(1,343)
5,000 15,000 50,000 436,400
5,000 15,000 50,000 787,144
6,500 16,100 50,000 791,244
187 16,023 160 227,519
6,157 288,787
6,343 16,023 160 516,306
(1,343) (1,023) 49,840 270,838
50,000 25,000 30,000 30,000 35,000 65,000 35,000 12,000 10,000 92,104 110,000 494,104
50,000 25,000 30,000 30,000 35,000 65,000 35,000 4,800 10,000 86,000 100,000 470,800
42,296 21,481 25,060 6,327 3,120 3,805 2,724 4,799 2,801 85,963 9,455 207,831
552 32 90,340 90,924
42,848 21,481 25,060 6,327 3,120 3,805 2,724 4,799 2,833 85,963 99,795 298,755
7,152 3,519 4,940 23,673 31,880 61,195 32,276 7,201 7,167 6,141 10,205 195,349
999,780
Total Open Space & Recreation Facilities CB0050 CB0059 CB0060 CB0061 CB0062 CB0063
CEEP - energy efficiency funding ( yr 1 $292,000 yr 2 $271,400) Public Art Art Acquisition - Tidal Art Award (2014/2015) BSMC - concrete path and bin screen BSMC - concrete path eastern side Establishment of fill site Bay Drive
CB0064
WTS - PA System for Push Pit area
CB0065 CB0066 CB0067
WTS - CCTV to Steel waste area Julie Burgess - pontoon alterations Mersey Bluff Caravan Park - ground levelling
Total Facilities Stormwater CS0029 Pit Replacements CS0030 Manhole Lid Replacements CS0031 Minor Stormwater Works CS0032 SW Outfall Risk Improvement & Renewal CS0033 326 Kelcey Tier Road - Culvert renewal and outlet protection CS0034 118 Madden St - new pipe in easement CS0035 259 Melrose Road - crossing renewal outlet works CS0036 14 Chelsea Court - manhole renewals CS0037 Miandetta Park SW inlet CS0018 Kelcey Tier Drain Renewal CS0038 William St SW Catchment Upgrade - Stage 4 Total Stormwater
57,811
758,930
1,201,661
271,400 20,000 10,000 5,000 10,000 45,000
340,744 10,000
350,744
380,528
380,528
50,000 25,000 30,000 30,000 35,000 65,000 35,000 12,000 10,000 92,104 110,000 402,000
92,104
-
-
ITEM 4.8
Works due to be completed end of April On HOLD until Bike Riding Strategy is addopted
Map Based Signs installation pending Project on hold - pending report to April I& W Contract awarded, precast concrete components programmed to be constructed off site in March. Project will be carried forward into 2015/16
PA system to be installed. Project to be carried 21.0% forward into 2015/16. completed completed Nov 2014 completed
completed completed June 2015 completed
95.4% 83.7% 22.0% Installation by Taswater is underway 89.4% In discussions with Crown Land Services regarding 2.1% lease arrangements 70.1% Additional works to be completed by contractor 77.8%
Sept 2014 NA completed completed completed Mar 2015.
June 2015 NA completed completed completed Apr 2015
Mar 2015.
Apr 2015
Mar 2015. completed
Apr 2016 completed
Oct 2014
Mar 2015
completed Apr 2015 Mar 2015 Mar 2015 completed completed completed Apr 2015
completed May 2015 April 2015 Apr 2015 completed completed completed May 2015
70.1% DECC HVAC contractor commenced on site 21.9% Trees - Forrest Walk' piece purchased in July 100.0% 91.1% 90.2% 62.3% Design progressing for drainage works Project awared to Devonport Electrical. Overspend 126.9% to be accomodated from other Facilities Projects Project awared to Devonport Electrical. Overspend 126.9% to be accomodated from other Facilities Projects 106.8% 0.3% Project to progress after summer tourist season 65.6% 85.7% 85.9% 83.5% 21.1% 8.9% 5.9% 7.8% 40.0% 28.3% 93.3% 90.7% 60.5%
2 identified sites remaining to be completed 1 identified site remaining to be completed awaiting invoicing of costs In design phase
awaiting invoicing of costs Tender has been awarded
PAGE 101 Finance Report Attachment 2 - Capital Works Report February 2015
ATTACHMENT [2]
Income 2014/15
Expenditure 2014/15
Additional Funds External Funding Total Budget Annual Budget Carried forward (inc. Grants) Available $ $ $ $ CT0085
Kelsey Tier Road Safety Improvements - Stage 2
-
CT0103
PAYL conversion - Car Park to be identified (Best St Car park)
CT0104
40,000
40,000
2015 Forecast $ 40,177
2015 Actual $
Commitments $
39,793
385
300,000
300,000
335,000
293,037
Formby Road Car park Arcade Link
18,000
18,000
18,000
1,167
-
CT0105
Road Network Minor Works
25,000
25,000
25,000
7,950
-
CT0106 CT0107 CT0108
Re-seal programme Street Light Provision Footpath Minor Renewal in Road Reserve
660,000 20,000 25,000
660,000 20,000 25,000
660,000 20,000 25,000
29,618 7,933 16,448
CT0109
William St - Fourways pavement reconstruction
330,000
330,000
300,000
CT0110
William Street pavement reconstruction - Tasman to Charles Don/Hillcrest essential pavement renewal and sight distance improvements Devonport Road Reconstruction - Turners Lane to McLeod
515,000
515,000
400,000
215,000 275,000
215,000 275,000
155,000 60,000
CT0115
Thomas St base correction and reseal Mersey Bluff car park renewal Torquay Road reconstruction and widening stage 1- east of Canning Drive
CT0116
James st footpath renewal - south side of Devonport Oval stage 1
50,000
CT0117 CT0095 CT0118 CT0119 CT0120 CT0121 CT0122
Road Traffic Devices Minor Works Road Traffic Devices Macfie Street Pedestrian Network Strategy (2012) Action Plan Implementation Stony Rise Rd - Middle Rd intersection New Roundabout Rooke St Safety Barrier - Rooke and Steele Junction Kelcey Tier Road safety improvements stage 3 - wall and guard rail Clayton Drive guard rail renewal
25,000
CT0123
River Road Rural - Widening Stage 2
CT0124
Stony Rise Pathway - Leary Ave. To Friend Street.
-
CT0125
Don & Hillcrest Road Pedestrian Facilities
CT0126
Don Road Pedestrian Safety Island - Lapthorne Close
CT0111 CT0112 CT0113 CT0114
Total Transport
CF0012
Fleet Replacement Plan (including disposal proceeds)
Month
Spent
completed
completed
Overspend due to additional options to improve functionality including radio link to improve offsite operation. To be funded from underspend on other 109.2% Transport projects Design being finalised - Hub Arcade Traders have 6.5% been consulted
Mar 2015
April 2015
7,950
17,050
426,587 -
456,205 7,933 16,448
203,795 12,067 8,552
13,680
260,358
274,038
87,781
289,565
377,346
215,000 275,000
18,258 160,928
1,133
18,258 162,061
155,000 60,000
155,000 60,000
6,254 33,392
125,618 83
450,000
350,000
20,899
301,044
50,000
41,500
41,055
25,000 21,578 40,000 1,200,000 15,000 310,000 40,000
25,000 21,578 40,000 1,200,000 15,000 250,000 40,000
343 40 4,537 108,668 2,236 153,011 469
90,000
95,700
95,692
-
95,692
127,000
127,000
127,000
9,193
1,800
10,993
-
55,000
55,000
55,000
358
358
-
28,000
28,000
30,000
6,902
22,880
29,782
105,000
105,000
-
-
-
5,194,578
4,923,955
1,159,642
2,411,419
3,571,061
1,623,517
265,000
265,000
257,000
105,774
151,223
256,997
8,003
completed
completed
97.0%
58,600
58,600
58,600
2,118
2,118
56,482
NA
NA
3.6%
165,500
21,578 40,000 1,200,000 15,000 310,000 40,000
1,200,000
4,923,000
61,578
1,741,000
861,677 85,644 -
-
Comments
100.4%
16,833
31.8% Oct 2014
April 2015
55,962
Feb 2015
Mar 2015
137,654
Dec 2014
Mar 2015
196,742 112,939
Apr 2015 Nov 2014
May 2015 Mar 2015
131,872 33,475
23,128 26,525
Mar 2015 Feb 2014
Apr 2015 Feb 2014
321,943
128,057
41,055
8,945
343 40 4,537 970,344 2,236 238,655 469
24,657 21,538 35,463 229,656 12,764 71,345 39,531
Feb 2015
May 2015
completed
completed
Resealing works currently being completed by 69.1% contractor 39.7% 65.8% First section in Nicholls Street completed - additional 83.0% Pedestrian crossing to be constructed 73.3% Construciton works are underway Tender has been awarded - construction to 8.5% commence in April 58.9% Road yet to be resealed 85.1% Construction has commenced 55.8% Linemarking to be completed Construction has commenced 71.5% 82.1%
Jan 2015 Apr 2015 Jan 2015 April 2015
May 2015 Apr 2015 Mar 2015 May 2015
completed
completed
116,007
Feb 2015
Mar 2015
54,642
Mar 2015
May 2015
1.4% 0.2% 11.3% 80.9% Construciton underway 14.9% Design has commenced 77.0% Construction progressing 1.2% Additional works were added to the scope to 106.3% complete the project Unbudgeted project as a result of grant funding. Awaiting Department of State Growth approval Unbudgeted project as a result of grant funding. Tenders have been called
(1,782)
Mar 2015
Apr 2015
Unbudgeted project as a result of grant funding.
NA
NA
(5,692)
105,000
Grant Funding not available. Projects will not 0.0% proceed 68.7%
List of identified items to be progressively purchased
42,000
42,000
10,000
(58,263)
-
-
(58,263) -
Total Plant & Fleet
Month
1,167
450,000
327,684
(177)
% Budget
completed
105,000
Plant & Fleet Hire Plant Replacement Plan (including disposal CF0010 proceeds) Minor Plant Replacement Plan (including disposal CF0011 proceeds)
40,177
Remaining Funds $
Works Completion
completed
90,000
Black Spot Funding - Improvements
Total Expenditure
Performance Measures Works Start
(27,684)
165,500
34,646
Balance
365,600
-
-
365,600
325,600
49,629
151,223
200,852
100,263
NA
NA
-138.7%
Includes revenue from disposal of excess fleet vehicles - list of identified fleet vehicle renewals to be progressively purchased
164,748
54.9%
Other Equipment
CE0004
Furniture & Fittings - Renewal
Furniture & Fittings - New Information Technology - Renewal Information Technology - New Proceeds on disposal / trade-in of assets Total Other Equipment TOTAL CAPITAL EXPENDITURE - EXCLUDING LIVING CITY CE0005 CC0005 CC0006
Living City CB0068 Living City - Strategic Initiatives
Total Living City
TOTAL CAPITAL EXPENDITURE - INCLUDING LIVING CITY
10,462
10,462
43,093
32,631
32,631
-
121,400
121,400
121,400
80,015
129,249
129,249
24,186
69,249
60000
13,055
23,181
(12,719)
NA
NA
-
32,631
NA
NA
-
80,015
41,385
NA
NA
Overspend is due to expenditure for items from CE0005 being included in this project. Combined 221.6% expenditure is within budget 0.0% Refer note above 65.9% Ongoing program of IT infrastructure upgrades
-
24,186
105,063
NA
NA
18.7% Ongoing program of IT infrastructure upgrades
10,126
233,742
60,000
7,119,672
1,766,087
3,320,841
791,249
3,320,841
791,249
10,440,513
2,557,336
2,121,528
2,121,528
293,742
293,742
117,256
10,126
127,383
166,359
43.4%
9,095,759
8,217,652
2,043,877
4,195,092
6,238,970
2,856,789
68.6%
4,112,090
2,000,000
202,166
4,018
206,185
3,905,905
4,112,090
2,000,000
202,166
4,018
13,207,849
10,217,652
2,246,044
4,199,111
ITEM 4.8
6,238,970
July 2014
June 2015
5.0% Project to continue through duration of year
3,905,905
0.0%
6,762,695
47.2%
PAGE 102 Report to Governance and Finance Committee meeting on 16 March 2015
4.9
GOVERNANCE AND FINANCE REPORT File: 29468 D344890
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 department.
BACKGROUND This report is provided to the Governance and Finance Committee every two months and aims to update the Aldermen and the community on matters of interest. The function areas of Council covered by this report include: Governance
Property Management
Financial Reporting
Legal Issues
Strategic and Operational Plans Corporate Communication
Customer Service Financial Strategy and Management
Human Resources
- Revenue and Rating
Partnerships
- Grants
Risk Management and Insurances
- Loan Borrowings
Information Technology Budget Management
- Compliance - Related Policies
Economic Development
- Financial Reporting
Car Parking
STATUTORY REQUIREMENTS Council is required to comply with the provisions of the Local Government Act 1993 and other legislation.
DISCUSSION 1.
GOVERNANCE AND LEGAL
1.1
Legal A rates matter which had previously been dealt with in the Magistrates Court has been appealed by the defendant. The matter is now listed for the Supreme Court of Tasmania and expected to be heard in April. A number of minor matters are currently listed in the Magistrates Court, Devonport. These include three abatement notice appeals and one dangerous dog matter. Legal representation has been engaged as required.
ITEM 4.9
PAGE 103 Report to Governance and Finance Committee meeting on 16 March 2015
1.2
Common Seal Register The following documents have been signed under Council‟s seal September, 2014 to date: Project and Development Management Agreement - DCC and P+I Group Racing Club Licence Agreement - Tas Racing, Devonport Racing Club & DCC Final Plan & Schedule of Easements - SA2007.0022 - 21 Loone Lane, Spreyton Final Plan & Schedule of Easements - PA2014.0065 - 6 Allison Court, Stony Rise Final Plan, Schedule of Easements, Part 5 - SA2003.0019 - Lot 8 Woodland Grove (251 Tugrah Road), Tugrah SA2012.0008 - Don River Development Co - 202 Tugrah Road, Tugrah Lease Agreement - Unit 9 Fenton Villas - 92 North Fenton Street - DCC & Mrs Elaine Connelly SA2011.0011 - 46A Woodrising Avenue, Spreyton PA2014.0058 - Christensen Street, Spreyton - SA Stoddart & SW Stoddart Lease Agreement - Devonport City Council & Devonport Basketball Council - 30-46 Forbes Street Devonport Plan of Survey - SP166308 - Abe Wesley Kaye & Breanna Jane Doce PA2014.0098 - 2 McArthur Drive Spreyton SP166308/19 - James John Duggan - McArthur Drive Spreyton - PA2014.0073 SP166308/15 - James John Duggan - McArthur Drive Spreyton - PA2014.0068 Agreement to Sell - 155 Kelcey Tier Road Spreyton - Hollister to DCC Plan of Survey - Don River Development Co Pty Ltd - SA2012.0008 HMAS Stuart - Freedom of the City Banner Plan of Survey - PA2014.0069 - 51 Stephen Street, East Devonport Plan of Survey - SA2013.0007 - 213 Tarleton Street, East Devonport Part 5 Agreement - Tascot Property P/L & DCC - 23-61 Tarleton Street, East Devonport Devonport Interim Planning Scheme 2013 - Draft Amendment PA2014.0165 - DISP2014.04 - 18 Stony Rise Road, Quoiba Devonport Interim Planning Scheme 2013 - Draft Amendment PA2014.0166 - DISP2014.05 - 90-102 Stony Rise Road, Stony Rise Sealed Plan - SA2011.0011 - Hard Ball Park Pty Ltd - 46A Woodrising Avenue, Spreyton Lease Agreement - Mrs V Wicks & DCC - Unit 9 Fenton Villas Lease Agreement - Unit 9 - Fenton Villas Lease Agreement - Unit 8 - Fenton Villas Final Plan - SA2012.0012 - 91 Brooke Street, East Devonport Plan of Survey - PA2014.0025 - Cowie Lease Agreement - Mersey Bank Apartments Pty Ltd Lease Agreement - Department of Education Grant Deed - Construction of a Shared Pathway - Stony Rise Road
1.3
10/09/2014 16/09/2014 24/09/2014 24/09/2014 26/09/2014 8/10/2014 8/10/2014 14/10/2014 14/10/2014 20/10/2014 4/11/2014 10/11/2014 10/11/2014 19/11/2014 11/12/2014 11/12/2014 15/12/2014 18/12/2014 2/01/2015 14/01/2015 14/01/2015 11/02/2015 11/02/2015 16/02/2015 16/02/2015 16/02/2015 26/02/2015 2/03/2015 2/03/2015 3/03/2015
Property Management Council‟s property managers, Collins Real Estate continue to provide monthly updates on all properties managed by them with no major issues reported by them during this period.
ITEM 4.9
PAGE 104 Report to Governance and Finance Committee meeting on 16 March 2015
1.4
Aldermen’s Attendance Aldermen‟s attendance year to date is detailed below: Council No. of Meeting
Planning Authority
8
Attendance
Community Services
6 Member
Governance & Finance
4 Non Member
Mayor Ald S L Martin
8
6
Deputy Mayor G B Kent *
3
3
Ald B L Cole *
2
Ald D C Emmerton ++
4
Ald G F Goodwin
8
6
Ald P G Hollister *
4
5
Ald A J Jarman
8
0
Ald J T Keay
8
0
Ald L M Laycock
7
0
Ald J F Matthews ++
4
Ald L M Perry
8
Ald A L Rockliff
8
Ald W M Squibb *
4
1
Ald W P Wilson *
3
4
Member
Workshops
6
13
2
Non Member
4
Member
Non Member
Member
2 0
0
Infrastructure & Works
5
0
0
Non Member
2 1
2 0
1
0 7
0
0
6
2
2
4
4
4
0
1
10
3
2
4
1
11
3
9
5
12
0 1 0
12
3 4
6 2 2
0 2
0 2
3
12
6
12
3
3 0
4
* No longer in office ++ From November 2014
2.
ORGANISATIONAL PERFORMANCE
2.1
Budget Process The 2015/16 budget process is underway with management focusing on services and priorities for the next financial year. This is the first year that Council has undertaken formal community consultation in relation to the budget process, with the launch of the budget allocator tool in early March. The feedback received from the consultation will not only help to inform this budget cycle, but will provide valuable data for the future direction of service provision. Feedback on the budget closes on April 6 and the results will be reported to Council at the April meeting.
2.2
Auditor-General’s Report to Parliament The Auditor-General tabled his Report on Local Government Authorities for the 2013/14 year in Parliament on February 19. This annual report provides commentary and financial analysis on all 29 Councils as well as information in relation to compliance with statutory obligations. Statutory Compliance In February 2014 Ministerial Orders were gazetted requiring Local Government Councils to establish Audit Panels, develop long-term financial and long-term 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 the 12 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 2013/14 audit of the financial statements, the Audit Office undertook additional procedures to follow-up the recommendations made in the original report. ITEM 4.9
PAGE 105 Report to Governance and Finance Committee meeting on 16 March 2015
The Audit Office determined that Council had adopted 21 of the 22 recommendations. Council agreed to implement the remaining recommendation in 2014/15. Financial Analysis – Profitability The Audit Office assessed financial sustainability based on a review of relevant ratios and selected internal governance arrangements. The main indicators of operating sustainability are the achievement of an underlying operating surplus and a positive operating surplus ratio. Council recorded an underlying surplus of $1.085m and an operating surplus ratio of 2.92%. Council has been steadily improving its performance in these measures over the past 4 years and on average has achieved a break even position over this period. However, over an 8 year period Council recorded an average operating surplus ratio below the benchmark of zero. The Audit Office assessed Council to be at a low financial sustainability risk from an operating perspective. Financial Analysis – Asset Management In determining the financial sustainability risk from an asset management perspective, the Audit Office assessed the following key performance indicators:
asset sustainability ratio; asset renewal funding ratio; and 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 last ratio assesses the remaining life of the current asset base, with a particular focus on roads. 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. The Audit Office assessed Council to be at a moderate financial sustainability risk from an asset management perspective. Financial Analysis – 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 -38.1%, within the benchmark range. The decline in this ratio is due to the additional 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 assessed Council to be at a low financial sustainability risk from a net financial liabilities perspective. Governance The review of governance arrangements indicated Council had an active Audit Panel, however it does not have an internal audit function. The review concluded
ITEM 4.9
PAGE 106 Report to Governance and Finance Committee meeting on 16 March 2015
that Council has long-term asset and financial management plans that are regularly reviewed and have been adopted by Council. The Audit Office assessed Council to be at a moderate financial sustainability risk from a governance perspective. To improve this rating, Council would need to implement an internal audit function. 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. The indicators 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 and rates per capita have increased by 15% and 17% respectively over the past 4 years. Council should see a reduction in these percentages in 2014/15 as Council did not impose a rate increase for the current year. Operating costs per rateable property increased by 9% over the same period. This highlights Councils focus on delivering services in the most cost efficient and effective manner and has contributed to improving the Underlying surplus ratio. FTEs declined by 3, or 2% since 2011 and average costs per FTE increased 4% over the same period. Employee costs as a percentage of operating expenses reduced from 36% in 2010/11 to 33% in 2013/14. When compared with other Councils, staff costs per FTE are in the middle range of all Tasmanian Councils. 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: Tasmanian Archives & Heritage Office (TAHO) - Reissue of Guideline No 1 – Records Management Principles: Overview (17 December 2014) Description: This Guideline describes the principles of Records Management. It is intended to assist agencies to develop a strategic approach to records and information management, and introduces some key concepts to promote a culture where agencies value their corporate information as a business asset.
ITEM 4.9
PAGE 107 Report to Governance and Finance Committee meeting on 16 March 2015
Comments: The updated information from this guideline contains mandatory directives that we must assimilate into the Records Management Program to remain compliant with the Archives Act 1983. This information is currently being reviewed against all relevant documentation. Tasmanian Archives & Heritage Office (TAHO) – NEW Advice No 67 – Tasmanian Government Information Security Policy considerations for Local Government (18 December 2014) Description: The release of the Tasmanian Government Information Security Policy Manual has mandated Information Security principles and procedures for use by Tasmanian State Government agencies, in response to threats posed by increasing reliance on information and communications technology. Agencies and their information systems face security threats from a wide range of sources, including computer-assisted fraud, sabotage, vandalism, theft, fire or flood. Damage caused by breaches such as computer viruses and computer hacking is becoming increasingly common and sophisticated. Dependence on information systems and services means that agencies are increasingly exposed, and vulnerability to security threats and security issues is heightened during information sharing/exchange between state and local government entities. Comments: An analysis to be undertaken of Council‟s business activities to identify business processes where information is exchanged with Tasmanian Government Agencies. Tasmanian Archives & Heritage Office (TAHO) – NEW Guideline No 25 – Managing Information Risk (21 January 2015)
Description: The purpose of this Guideline is to set down risk management processes that are approved by the State Archivist for management of State records. This Guideline also supports Guideline 1 - Records Management Principles, which requires agencies to conduct risk analysis as part of their Records Management program. An Advice on Risk Management has also been developed to assist agencies to implement these processes. Comments: A risk analysis is currently being undertaken in consultation with Council‟s Risk Management Department. Tasmanian Archives & Heritage Office (TAHO) – Questions to Accompany Advice No 18 – Business Systems Part 5 – Questions for Vendors When Selecting New Business Systems
Description: This checklist is designed to assist agencies by suggesting some questions to ask vendors during the procurement process. Comments: The Checklist has been distributed within the organisation to be utilised during future procurement processes. ITEM 4.9
PAGE 108 Report to Governance and Finance Committee meeting on 16 March 2015
Physical Storage – Guideline No 11 Advice from: Tasmanian Archives & Heritage Office
Description: TAHO Advice - email dated 31 July 2014 - checking of record storage areas due to weather conditions. Comments: 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. 3.2. Risk Management and Insurance 3.2.1. Number of Reported Incidents Reporting Period
Number of Reported Incidents Internal
Number of Reported Incidents External
September 2014 – January 2015
61
16
3.2.2. Incident Type Internal Reporting Period
Person al Injury
Property Damage
Motor Vehicle
Near Hit
Hazard
Report Only
Sept 2014Jan 2015
25
20
10
3
1
2
Procedural
Non Conformance
3.2.3. Incident Type External Reporting Period
Personal Injury
Property Damage
Motor Vehicle
Hazard
Sept 2014 – Jan 2015
4
3
6
3
3.2.4. Insurance Claims There were a total of fourteen claims made by Council either for insurance coverage or under excess payments during the period from September 2014 through until January 2015. These claims cost Council $7,682. The incidents and associated costs are as follows: Incident
Actual Cost
Animal Control Vehicle stolen and burnt out -
$1,000 (excess)
Vandalism to display box in Rooke Street Mall
$655
Motor Vehicle (same vehicle for two separate claims)
ITEM 4.9
$1,668
PAGE 109 Report to Governance and Finance Committee meeting on 16 March 2015
Two truck batteries stolen from Operations Centre Three glass bricks damaged at Reg Hope Park Hit bollard with vehicle Four wheels stolen off vehicle at Operations Centre
$500 $208 $700 $1,000 (excess)
Headstone/plaque damaged
$972
Side mirror on truck broken
$299
Flocon truck dropped tar from back of truck hitting vehicle windscreen Fall in Murray Street – costs to replace torn jeans and half share of mobile phone replacement Power pole fell in the car park of the Elanora Child Care Centre causing some damage
$320 $360 TBC
The insurance claim for the stolen and burnt out Animal Control vehicle has been settled for $19,000. 3.2.5. Health & Safety Policies and Procedures There have been eleven safe work method statements produced in the period from September 2014 until January 2015: 3.2.6. Health & Safety Activities Health & Safety Committee and Risk Management Improvement Team meetings continue to be held each month. A Risk & Safety meeting (includes Executive Team, Risk & Safety Department, Human Resources) was held which included reporting on incidents, risk assessments, insurance matters, audits and health & wellbeing. Four workplace inspections were completed throughout the period at locations including the Devonport Entertainment and Convention Centre, Julie Burgess, Visitor Information Centre and East Devonport Recreation Centre. Worksafe Month activities were held throughout October including a week of events in Devonport conducted by Worksafe Tasmania. 2014 was the first year this has occurred. The events were very successful and will be run again in 2015. Council received a highly commended award from Worksafe Tasmania in recognition of our work in implementing our Health & Wellbeing Program. A prototype Pin Lifting Device has been created by members of the Civil Team and Operations Workshop. The device will allow for safe removal of pins holding sign posts in place and will prevent pins from becoming projectiles causing injury and/or property damage. This initiative is a first for Councils and we are sharing the idea with other Councils along the coast.
ITEM 4.9
PAGE 110 Report to Governance and Finance Committee meeting on 16 March 2015
3.3. Human Resources 3.3.1. Recruitment Staff positions advertised in January and February 2015 Position
Department
Work Location
Technical Officer
Infrastructure Works and Development
Best Street Offices
Community Services Administration Officer
Community Services
Best Street Offices
Staff Appointments in January and February 2015 Position
Name
Department
Work Location
Works Coordinator (Internal direct appointment)
Clinton Costello
Infrastructure Works and Development
Operations Centre, Lawrence Drive
Permit Authority Coordinator (Internal direct appointment)
Peter Gillam
Infrastructure Works and Development
Best Street Offices
Casual Theatre Attendant (Direct appointment)
Michael Westcott
Corporate and Business Services
DECC
Casual Theatre Attendant (Direct appointment)
Stewart Holmes
Corporate and Business Services
DECC
Waste Management Serviceperson (Contract labour hire through Jobwire)
Ricky Rothwell
Infrastructure Works and Development
Operations Centre, Lawrence Drive
Community and Cultural Development Manager
Brooke de Jong
Community Services
Best Street Offices
Technical Officer
Michael Mouat
Infrastructure Works and Development
Best Street Offices
Community Services Administration Officer
Danielle Oâ€&#x;Brien
Community Services
Best Street Offices
Staff Departures in January and February 2015 Position
Name
Department
Work Location
Date Effective
Community Services Administration Officer
Sarah Masters
Community Services
Best Street Offices
11 February 2015
Systems Administrator
Christian McGee
Corporate and Business Services
Best Street Offices
23 February 2015
ITEM 4.9
PAGE 111 Report to Governance and Finance Committee meeting on 16 March 2015
3.3.2. Workers Compensation Claims Policy Year ending 30 June
Number of Workers Compensation Claims lodged with Council’s Insurer
Gross value incurred by the Insurer
30/6/2015
10 claims
$292,205.08
30/6/2014
8 claims
$ 20,368.14
30/6/2013 *
13 claims
$218,715.75
30/6/2012
13 claims
$140,681.41
30/6/2011
17 claims
$395,319.38
(including estimates)
Commentary: * A claim remains open in this year ending. New Workers Compensation claims for the period There was two new worker‟s compensation claims lodged during January and February 2015 with one claim since closed and one claim pending. Six claims remain open with injured workers participating in Return Work and Injury Management Plans. 3.4. Customer Service 3.4.1. Paying of Accounts The Customer Service and Revenue Team have been working on additional payment methods for people unable to come into Council during business hours. Debtors accounts now have Council bank details. JAN 13/14
JAN 14/15
FEB 13/14
FEB 14/15
Customers
3446
2809
4452
4383
Receipts issued
2194
2181
3797
3473
3.5. Finance 3.5.1. Devonport Revaluations The Devonport municipality is currently being revalued as part of the current six yearly revaluations cycle. The Valuer-General is responsible for all statutory valuations in Tasmania in accordance with the Valuation of Land Act 2001. Valuation contractors, Value It Pty Ltd are undertaking the statutory valuations for the Valuer-General. Three values are determined for each property: Land Value – is the value of the property including draining, excavation, filling, reclamation, clearing and any other invisible improvements made to the land. It excludes all visible improvements, such as buildings, structures, fixtures, roads, standings, dams, channels, artificially established trees and pastures and other like improvements. Capital Value – is the total value of the property (including the land value), excluding plant and machinery. Assessed Annual Value (AAV) – is the gross annual rental value of the property excluding GST, municipal rates, land tax and fixed water and sewerage charges. AAV at a minimum will be 4% of the capital value. ITEM 4.9
PAGE 112 Report to Governance and Finance Committee meeting on 16 March 2015
A property valuer compares each individual property and its relevant attributes to market sales and rental evidence to determine appropriate values. A kerb-side inspection of each residential property and full inspections of commercial, industrial, specialist and primary production properties is undertaken by the property valuer. It is likely preliminary valuation data will be available by mid-March and the final data to be received by mid April. 3.5.2. S132 Certificates During the months of December, January and February, the Finance Team issued 63, 52 and 70 section 132 certificates respectively. A comparison to the previous financial year is shown below.
4.
BUSINESS SERVICES
4.1. Parking 4.1.1. PAYL The Best Street Carpark commenced operating as a “Pay as you leave� carpark officially on Monday 2 March 2015. The Parking Team has been rostered on a rotational basis to help people use the equipment. There are a number of small refinements on the programming of the equipment still taking place but overall the transition has worked relatively smoothly. 4.1.2. William Street The road pavement works in William Street are due for completion in early March and following a period of free parking and alternate arrangements, from Tuesday 10 March the parking arrangements in the Fourways will revert back to normal operations. The pedestrian crossing has been upgraded and widened so both drivers and pedestrians have better sight distance crossing the road. New parking meter bay numbers will also be installed in early March replacing the much smaller, tired and worn numbers. This will eliminate any confusion for drivers. 4.1.3. Splash Carpark After a number of complaints about the parking in Splash car park, the Parking Team have been monitoring the car park and issuing warnings to people parked over footpaths and on the painted islands. In particular the
ITEM 4.9
PAGE 113 Report to Governance and Finance Committee meeting on 16 March 2015
bus companies have had significant manoeuvrability issues navigating the car park due to cars parked incorrectly. 4.1.4. Schools As the signs around the Devonport Primary School were renewed and revised late last year, since school resumed this year the parking team have been concentrating on the streets around the school. This has yielded positive results with many people being educated about what certain signs mean which has resulted in a much smoother and safer turnover of vehicles collecting children from school. As this is a Primary School located right in the CBD without any crossing guards, it has been positive to see no cars parked illegally near the school crossing which allows better sight distance for drivers and children crossing the road and also the bus zones are now free of cars allowing buses to drop off and pick up children safely. St Brendan Shaw College is the next project with parking officers talking to parents and bus drivers recently about what the signs mean and where it is safe to park. 4.1.5. Devonport School for Seniors The Customer Service Coordinator attended the Devonport School for Seniors to explain the road rules and provide explanation and clarity about signs and zones. 4.1.6. Naturestrip parking The Parking Team, in consultation with State Growth, has commenced an education process about not parking on any naturestrip unless it is your own. The most obvious occurrence was cars parked for sale at the Don Roundabout and other intersections which can be a distraction to other drivers causing accidents. As a result of the campaign, the sight distance at this intersection has improved and as no cars are parked there, State Growth are able to mow the grass on schedule. 4.1.7. Parking Statistics – February JAN 13/14
JAN 14/15
FEB 13/14
FEB 14/15
Income from meters
$49,458.92
$45,428.72
$33,900.55
$35,652.24
Infringements Issued
1638
2028
1622
1927
Requests for withdrawal of Parking Infringement
92
140
106
171
Income from Carparks
$88,729.71
$92,658.43
$62,293.04
$56,299.48*
Written queries Re: Parking received
167
182
175
241
Infringements referred to MPES
688
750
0
6
Car Park Vouchers purchased
1457
3978
1774
29326
Stat decs, payment errors etc
ITEM 4.9
PAGE 114 Report to Governance and Finance Committee meeting on 16 March 2015
Average Price Paid
Credit Card
Coins
Credit Card
Coins
$4.65
$1.80
$4.80
$2.00
*Fourways Carpark free and works in Best Street Carpark for PAYL
4.2. Devonport Entertainment and Convention Centre (DECC) 4.2.1. Subscription Season On 3 December 2014 the Centre launched the 2015 Subscription Season. The aim of this program was to increase audiences by offering discounted prices and additional services to patrons who regularly attended theatre events. In the first two and a half months, staff have signed 60 subscribers and has sold in excess of 560 tickets to performances in the DECCâ€&#x;s 2015 Season.
Number of DECC Members/Subscribers 100
Membership Program
0
4.2.2. Ticketing Services A total of 3,500 tickets were sold to all events that were ticketed though the box office since the launch of the season in December. This includes sales for The Tasmanian International Arts Festival (Ten Days on the Island) and tickets sold through Ticketmaster and Ticketek. The DECCâ€&#x;s ticketing services were once again engaged for A Day in the Vines Concert at Ghost Rock Vineyard. Almost 850 ticket were sold through the box office with another 800 tickets printed and forwarded directly to the venue. Number of Ticket Sold
Box Office Takings
1200
60,000.00
1000 800 600
50,000.00 December January February
December 40,000.00 30,000.00
400
20,000.00
200
10,000.00
0
0.00
ITEM 4.9
January February
PAGE 115 Report to Governance and Finance Committee meeting on 16 March 2015
4.2.3. Theatre Performances & Events Productions staged at the DECC in January and February were as follows: January Scottish Power – presented by St Andrews Caledonian Pipe Band Community Rate was provided. Two performances attracted an audience of 341 patrons. This performance is an annual event at the DECC however audience numbers were considerably lower than in previous years. February • • •
Charmaine Wilson – presented by Freaky Whispers Peace Train – presented by The Harbour Agency The Boys In the Band – presented by SMA Productions
The DECC entered into a shared risk arrangement with SMA productions to present The Boys in the Band. A successful outcome was achieved by both parties. Summary of Performance Events for January & February 2015 Hirer Commercial Hire Community Hire DECC Entrepreneurial Hire
Number of Days Hired
Number of performances
Audience Attendances
% of Capacity Sold
2
2
595
63%
$8,490.96
1
2
341
36%
$4,611.30
1
1
425
84%
$8,811.00
Total Income
4.2.4. Meetings and Functions A total of 8 non-performance events including meetings, seminars and professional development sessions were held at the Centre by the following organisations: • • • • • • • •
Department of Health & Human Services Devonport City Council – Australia Day Ceremony Petuna Seafood RACT Travel World The Advocate Devonport City Council – Launch of Food and Wine Festival AAC Catering – Private Function Cradle Coast Authority
4.2.5. Heating, Ventilation & Air Conditioning (HVAC) The HVAC work is continuing, with split cycle air conditioning systems already installed and operating in the upstairs offices. The backstage and change room systems are approximately 90% complete, with these areas expected to be finalised in early March, when the focus will turn to the auditorium. The project should be completed by the end of March.
ITEM 4.9
PAGE 116 Report to Governance and Finance Committee meeting on 16 March 2015
4.2.6. Sound & Lighting The DECC technical department has made further progress towards updating and modernising the venue‟s audio and lighting specifications. The audio equipment has benefitted from the addition of a Midas Pro mixing console. This is a fully featured professional desk, which has massively bolstered sound quality, and should meet the needs of any touring musical act, thus eliminating any costly sub hire for the DECC and for Devonport Jazz. The lighting area continues to benefit from the gradual change over to emerging LED technology. The colour wash is now completely LED, and with the recent addition of three LED moving lights, the Centre have gained extra flexibility and further reduced operating costs, and eliminated the potential hazard of excessive heat output. The changeover to this technology has seen a reduction in our colour and replacement globe costs by around $3,000 per annum, with related power consumption savings expected to increase savings much more dramatically. The venue technician is in the process of formalising a resource sharing arrangement with the Burnie Arts and Function Centre, which will see further reductions in sub hire costs. The ongoing improvement of the venue‟s audio and lighting specifications has cemented the DECC‟s position as the most technically equipped theatre in the state. 4.2.7. Ticketing Expo With very limited training opportunities available in Tasmania for professional development in box office procedures, the DECC utilises its membership with Victorian Association of Performing Arts Centre (VAPAC) to keep up to date in ticketing, marketing, and Customer Relationship Management. With the assistance of the venue‟s training budget, one staff member recently attended the VAPAC Ticketing Expo held in Kingston, Victoria. Benefits to the Centre by attending include: •
Training with our current ticketing provider to increase knowledge
•
Gain vital industry knowledge to enable us to compare and improve current operations.
•
Receive assistance from industry development of marketing strategies
professionals
to
skills and
support
the
This event also gave staff the opportunity to investigate a replacement Event Management System as our current system will no longer be available after May 2015. 4.2.8. Staff Training Recently all full time, part time and Front of House Supervisors completed annual first aid training through St John Ambulance Australia. All staff completed the course and are now qualified to: • • •
Provide First Aid Provide Basic Emergency Life Support Provide CPR
ITEM 4.9
PAGE 117 Report to Governance and Finance Committee meeting on 16 March 2015
The DECC training budget is currently assisting two staff from the DECC with professional development courses through TasTAFE. The courses in Frontline Management and Marketing are on track to be completed by November 2015. 4.3. Information Technology 4.3.1. Server Upgrade One of the major IT projects for this financial year is to replace our core server infrastructure and storage systems. The in-place systems have been running for over four years and have now reached end of life and the hardware is no longer supported. Over a five month period the team have examined market options and in late January completed a purchase with a very cost effective offer from DELL to replace all the hardware at 30% under budget cost. The new equipment has been received and the IT team have worked to stress test the new servers and finally install. The storage system is undergoing further setup and testing before being put into production.
New servers in the server room
4.3.2. Audio Recording With the assistance of the DECCâ€&#x;s theatre technicians, a small audio recording unit has been purchased and a successful trial conducted during a recent Council workshop. The first meeting to be recorded using the new system and available to the public will be the Governance and Finance Committee on 16 March 2015.
ITEM 4.9
PAGE 118 Report to Governance and Finance Committee meeting on 16 March 2015 Recording device attached to chambers audio system:
4.3.3. Dekho Upgrade Over the December/January period, IT has been working with the Assets team to introduce an upgrade to our mapping system. This was a significant upgrade due to the fact we are several versions behind the current version and the system we were running was no longer supported. Assets tested the new system and IT finalised any changes or problems that were detected during testing, with the new system going live in early March. The public facing side of the mapping system is still being developed and will be rolled out to the general public over the next few months. New Dekho system:
4.3.4. IT Security Procedures Best practice guidelines and the Tasmanian Audit Office recommend that a documented procedure should exist to outline Councilâ€&#x;s practices relating to user access management, remote access and operating systems. Accordingly, an IT Security Procedure document has been finalised, outlining ITEM 4.9
PAGE 119 Report to Governance and Finance Committee meeting on 16 March 2015
the rules and restrictions needed to secure Devonport City Councilâ€&#x;s Information Technology (IT) systems and data. These procedures are key risk mitigation activities for council. 5.
CORPORATE COMMUNICATION - MARCH 2015
5.1. Websites Council currently operates seven websites (Devonport City Council, Speak Up Devonport, Devonport Regional Gallery, Devonport Entertainment & Convention Centre, Devonport Jazz Festival, Bass Strait Maritime Centre/Julie Burgess and Devonport Visitor Information Centre). 5.1.1. New Website Development Content for the new Devonport City Council website is currently being finalised. The new menu structure and site design have been finalised with training for content administrators scheduled in March 2015. The new site is expected to launch in April 2015. The new site will have greater functionality, more online forms and a more customer focused menu structure. Content management is expected to be significantly enhanced with the new Seamless platform. 5.1.2. Current Devonport City Council Website
The above graph outlines visitor session history for the Devonport City Council website since July 2012. The following data provides an overview for the Devonport City Council website for January and February 2015. Traffic Statistics Total visitors Average daily visitors Have Your Say Feedback Forms
Feb 2015 13,588 485 36 ITEM 4.9
Jan 2015 17,865 576 47
Feb 2014 10,851 388 12
Jan 2014 13,895 448 12
PAGE 120 Report to Governance and Finance Committee meeting on 16 March 2015
Currently, 80% of visitors to the site have a session duration of 0-30 seconds. The top ten page views for January and February 2015 were: 1 2 3 4 5 6 7 8 9 10
February 2015 Home Page News Media Releases Employment Opportunities Payment Options Waste Transfer Station Contact Us Mersey Vale Cemetery Search Devonport Food & Wine Festival Devonport Interim Planning Scheme
January 2015 Home Page Employment Opportunities Media Releases News Waste Transfer Station Mersey Vale Cemetery Search Contact Us Payment Options Devonport History Your Council
5.1.3. Speak Up Devonport Website Council‟s online engagement platform, www.speakupdevonport.com.au is utilised for all online community consultation. Traffic Statistics Total active consultations
Feb 2015 0
Jan 2015
Feb 2014
1 – Website Upgrade
2 - Strategic Plan Review &
Jan 2014 0
Public Lighting Total Aware Visitors
480
855
617
4,740
Total Informed
256
537
312
434
Total Engaged
2
8
20
1
Speak Up Devonport – Aware Visitors: The number of people who have visited the Speak Up Devonport website (Unique Users). Speak Up Devonport – Informed: The number of people who have taken some actions to learn more about Council‟s projects on the Speak Up Devonport website. Speak Up Devonport – Engaged: The number of people who have actively contributed to selected projects/consultations. 5.2. Social Media Council currently operates eight Facebook pages (Devonport City Council, Devonport Food & Wine Festival, Devonport Food Connection, Devonport Jazz, Devonport Events, Bass Strait Maritime Centre, Devonport Entertainment & Convention Centre, Devonport Regional Gallery). Each represent a targeted marketing opportunity, with content planned specific to each page‟s audience. The Devonport City Council Facebook page is well utilised by the community, with high engagement regarding events, Council news, community initiatives and road works. The community can use the page to ask questions of Council and find out what is happening in Devonport. Key questions or matters raised by the public are
ITEM 4.9
PAGE 121 Report to Governance and Finance Committee meeting on 16 March 2015
generally around Council‟s services, opening times and reports of community infrastructure needing repairs.
The above graph shows the age and gender percentage of Council‟s 3,058 Facebook page followers, as at the end of February 2015. This information is based on the data people enter in their profile. Percentages may not add up to 100 because not everyone on Facebook specifies their gender. Devonport City Council‟s Facebook follower age & gender profile reflects an older female skew, when compared to the Facebook average. The Devonport City Council Facebook page was launched in March 2011 and currently attracts 3,058 followers.
ITEM 4.9
PAGE 122 Report to Governance and Finance Committee meeting on 16 March 2015
This graph shows the number of people who have seen content associated with the Devonport City Council Facebook page, including posts, posts by others, page like ads, mentions and check-ins. Individual users can be „reached‟ numerous times per month, due to the frequency of Council posts and each post view being counted as another „reach‟. Planned content scheduling and a strong program of Council and community events resulted in the recent increase in page reach, peaking in December 2014 with 143,389 people.
This graph shows the unique number of people each month who have actively engaged with Council‟s Facebook page by liking, commenting, sharing or clicking on posts on the page. During January and February 2015, engagement has been strongest for posts relating to planned hazard reduction burns, road works, Community Food Shed, City Slider, temporary road closures, the introduction of Pay As You Leave Parking to the Best Street Car Park, ICC Cricket World Cup Trophy visit to Devonport and the temporary closure of Coles Beach. Christmas and New Year‟s Eve events were the driver for the engagement of 22,700 people in December 2014. Council also launched a Twitter feed @devonportcity in December 2014 and had 63 followers as at the end of February 2015. 5.3. Publications & Media During the month of January 2015, Council published:
Council Update – explaining key decisions from the January Council meeting William Street Fourways Retailer Road Works Project Updates x 1 Best Street Pay As You Leave Q&A Sheet Five media releases: Australia Day Ceremony promotion Mayor‟s Charitable Trust Fund Pin Promotion Winners New Public Art Guide released ITEM 4.9
PAGE 123 Report to Governance and Finance Committee meeting on 16 March 2015
Australia Day 2015 Award announcements Pay As You Leave Parking coming soon to the Best Street Car Park During the month of February 2015, Council published:
Council Update – explaining key decisions from the February Council meeting William Street Fourways Retailer Road Works Project Updates x 3 Best Street Pay As You Leave Parking Information Sheet - Update Twelve media releases: Diamonds of Devonport nominations Devonport Food & Wine Festival - Paul West vs Paul West Cook Off Live Lightly Expo Clean Up Australia Day in East Devonport Temporary Road Closure Alerts x 2 Devonport‟s Green Army Graduation Devonport Food & Wine Festival 2015 Preview Shared Audit Panel Appointments LIVING CITY Regional Benefits Report adopted by Council Council‟s outdoor workforce turning heads for Breast Cancer Hawks to set sail on Julie Burgess
Media briefings were also held for:
Road works projects LIVING CITY Regional Benefits Report
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.
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:
Shane Crawford, Kym Peebles, Karen Hampton
Endorsed By: Position:
ITEM 4.9
Paul West General Manager
PAGE 124 Report to Governance and Finance Committee meeting on 16 March 2015
5.0
CLOSED SESSION
RECOMMENDATION That in accordance with Regulation 15 of the Local Government (Meeting Procedures) Regulations 2005 the following item be dealt with in Closed Session;
Item No
Matter
Local Government (Meeting Procedures) Regulations 2005 Reference
5.1
Write-Off of Bad Debts
15(2)(j)
6.0
CLOSURE There being no further business the Chairman declared the meeting closed at pm.