NOTICE OF MEETING Notice is hereby given that a Governance and Finance Committee meeting of the Devonport City Council will be held in the Council Chambers, 44-48 Best Street, Devonport, on Monday 21 September 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 16 September 2015
AGENDA FOR A MEETING OF THE GOVERNANCE AND FINANCE COMMITTEE OF DEVONPORT CITY COUNCIL HELD ON MONDAY 21 SEPTEMBER 2015 AT THE COUNCIL CHAMBERS AT 6:00PM Item
Page No.
1.0
APOLOGIES ............................................................................................... 1
2.0
DECLARATIONS OF INTEREST ........................................................................ 1
3.0
PROCEDURAL............................................................................................. 2
3.1
PUBLIC QUESTION TIME ...................................................................................................................... 2
3.1.1
Questions on notice from the public ........................................................................................... 3
3.1.2
Question without notice from the public .................................................................................... 3
3.2
QUESTIONS ON NOTICE FROM ALDERMEN .............................................................................................. 3
4.0
GOVERNANCE AND FINANCE REPORTS ......................................................... 4
4.1
Annual Plan Progress Report - July-August 2015 (D379900) ..................................................... 4
4.2
Renew Devonport (D382486) ...................................................................................................... 28
4.3
Offsite Storage of Council's Records (D384757) ...................................................................... 31
4.4
Fitness for Work Policy (D384903) ................................................................................................ 51
4.5
Elected Members' Expenditure Report - July/August 2015 (D385548) ................................. 55
4.6
Section 23 Committee - Policy Update (D386430) ................................................................. 58
4.7
Annual Financial Report for Year Ended 30 June 2015 (D385698) ....................................... 65
4.8
Finance Report for August 2015 (D386621) ............................................................................. 125
4.9
Governance & Finance Report (D385684) ............................................................................. 133
5.0
CLOSED SESSION - CONFIDENTIAL MATTERS .............................................. 152 Out Of Closed Session .............................................................................. 153
6.0
CLOSURE .............................................................................................. 153
PAGE 1 Governance and Finance Committee meeting Agenda 21 September 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 21 September 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
2.0
DECLARATIONS OF INTEREST
PAGE 2 Governance and Finance Committee meeting Agenda 21 September 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.
PAGE 3 Governance and Finance Committee meeting Agenda 21 September 2015
3.1.1
Questions on notice from the public At the time of compilation of the agenda no questions on notice from the public were received.
3.1.2
Question without notice from the public
3.2
QUESTIONS ON NOTICE FROM ALDERMEN At the time of compilation of the agenda no questions on notice from Aldermen were received.
PAGE 4 Report to Governance and Finance Committee meeting on 21 September 2015
4.0
GOVERNANCE AND FINANCE REPORTS
4.1
ANNUAL PLAN PROGRESS REPORT - JULY-AUGUST 2015 File: 26469 D379900
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 2015/16 Annual Plan as at 31 August 2015.
BACKGROUND
Council adopted its 2015/15 Annual Plan on 22 June 2015. The Annual Plan outlines the actions to be undertaken this financial year to work towards achieving Council‟s strategic goals.
STATUTORY REQUIREMENTS In accordance with Section 71 of the Local Government Act 1993, a Council is to prepare an Annual Plan for the municipal area for each financial year.
DISCUSSION
The Annual Plan has been developed to guide Council in its actions to ensure the future aspirations of the Devonport community can be achieved. The attached report represents highlights, tracking status and updates on each Annual Plan action.
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 2015/16 Annual Plan Progress Report as at 31 August 2015 is provided for the information of the Aldermen and the community.
ATTACHMENTS 1.
Annual Plan Progress Report - July-August 2015
ITEM 4.1
PAGE 5 Report to Governance and Finance Committee meeting on 21 September 2015
RECOMMENDATION That it be recommended to Council that the 2015/16 Annual Plan Progress Report for the period July to August 2015 be received and noted.
Author: Position:
Karen Hampton Governance Coordinator
Endorsed By: Position:
ITEM 4.1
Paul West General Manager
PAGE 6 Annual Plan Progress Report - July-August 2015
ATTACHMENT [1]
ITEM 4.1
PAGE 7 Annual Plan Progress Report - July-August 2015
ATTACHMENT [1]
ITEM 4.1
PAGE 8 Annual Plan Progress Report - July-August 2015
ATTACHMENT [1]
ITEM 4.1
PAGE 9 Annual Plan Progress Report - July-August 2015
ATTACHMENT [1]
ITEM 4.1
PAGE 10 Annual Plan Progress Report - July-August 2015
ATTACHMENT [1]
ITEM 4.1
PAGE 11 Annual Plan Progress Report - July-August 2015
ATTACHMENT [1]
ITEM 4.1
PAGE 12 Annual Plan Progress Report - July-August 2015
ATTACHMENT [1]
ITEM 4.1
PAGE 13 Annual Plan Progress Report - July-August 2015
ATTACHMENT [1]
ITEM 4.1
PAGE 14 Annual Plan Progress Report - July-August 2015
ATTACHMENT [1]
ITEM 4.1
PAGE 15 Annual Plan Progress Report - July-August 2015
ATTACHMENT [1]
ITEM 4.1
PAGE 16 Annual Plan Progress Report - July-August 2015
ATTACHMENT [1]
ITEM 4.1
PAGE 17 Annual Plan Progress Report - July-August 2015
ATTACHMENT [1]
ITEM 4.1
PAGE 18 Annual Plan Progress Report - July-August 2015
ATTACHMENT [1]
ITEM 4.1
PAGE 19 Annual Plan Progress Report - July-August 2015
ATTACHMENT [1]
ITEM 4.1
PAGE 20 Annual Plan Progress Report - July-August 2015
ATTACHMENT [1]
ITEM 4.1
PAGE 21 Annual Plan Progress Report - July-August 2015
ATTACHMENT [1]
ITEM 4.1
PAGE 22 Annual Plan Progress Report - July-August 2015
ATTACHMENT [1]
ITEM 4.1
PAGE 23 Annual Plan Progress Report - July-August 2015
ATTACHMENT [1]
ITEM 4.1
PAGE 24 Annual Plan Progress Report - July-August 2015
ATTACHMENT [1]
ITEM 4.1
PAGE 25 Annual Plan Progress Report - July-August 2015
ATTACHMENT [1]
ITEM 4.1
PAGE 26 Annual Plan Progress Report - July-August 2015
ATTACHMENT [1]
ITEM 4.1
PAGE 27 Annual Plan Progress Report - July-August 2015
ATTACHMENT [1]
ITEM 4.1
PAGE 28 Report to Governance and Finance Committee meeting on 21 September 2015
4.2
RENEW DEVONPORT File: 29442 D382486
RELEVANCE TO COUNCIL’S PLANS & POLICIES Councilâ€&#x;s Strategic Plan 2009-2030: Strategy 3.1.1
Market and promote the City and its potential as a regional business hub
SUMMARY
To provide an update on the activities of the Renew Devonport project.
BACKGROUND
Renew Australia is a national social enterprise designed to catalyse community renewal, economic development, the arts and creative industries. It works with communities and property owners to take otherwise empty shops, offices, commercial and public buildings and make them available to incubate short-term (under licence) use by artists, creative projects and community initiatives. At its June 2014 ordinary meeting Council resolved to allocate $20,000 seed funding to establish Renew Devonport, with an aim to address concerns raised by the community about the number of empty shops within the Central Business District (Min 155/14 refers). Renew Devonport aims to create activity and draw people back to underutilised retail space, which over the medium term re-energises the retail area, leading to the return of full commercial tenancy and improved local economies. A working group was formed from the partnering organisations to oversee the Renew Devonport Project. Tasmanian Regional Arts acted as the project manager responsible for the arrangements with Renew Australia, and initially worked as broker between parties to handle the logistics and other contractual requirements with property owners, affiliates and funding bodies. Tasmanian Regional Arts no longer provide this role and the Devonport Chamber of Commerce and Industry (DCCI) have taken over this responsibility.
STATUTORY REQUIREMENTS Funding support for the Renew Devonport project identified in the 2014/15 Annual Report is in accordance with Section 77 of the Local Government Act 1993: A council may make a grant or provide a pecuniary benefit or a non-pecuniary benefit that is not a legal entitlement to any person, other than a councillor, for any purpose it considers appropriate
DISCUSSION The Renew Devonport project has not performed as well as expected. For the project to work successfully more support will be required from property owners. To date the only signed lease is with the Blue Room, now Blue Apple, which has just signed a new agreement. There is current interest from two other landlords of vacant property but neither have signed an agreement or show any urgency to sign. Lengthy delay in sign off from landlords has resulted in many artists losing patience and interest in participation. Eric Mobbs, representing the DCCI, provided this statement as a summary of the first year of operations of the Renew Devonport project. ITEM 4.2
PAGE 29 Report to Governance and Finance Committee meeting on 21 September 2015
“It has been a frustrating year with only one project brought on line at East Devonport. The major problem at first was the reluctance of property owners to lease out their buildings. Apparently they prefer to have empty shops (on which they are still paying rates) rather than create some activity around the empty shop. Later in the year we lost artist‟s attention when it took so long to get a property owner to sign off on the lease. We currently have an empty shop available but no artist to fill it. Consideration will need to be taken as to whether the project should be shut down, we are a paid up affiliate until 31/03/16” Tasmanian Regional Arts have provided a detailed profit and loss statement indicating the project made a profit of $2,709.76. They have also provided a list of in-kind support donated as part of the project. A Renew Devonport Working Group continues to meet to progress the project.
COMMUNITY ENGAGEMENT A forum organised by DCCI was held in March 2014, as a result of ongoing concerns regarding empty shops and the decline in retail activity. The forum was attended by approximately 80 stakeholders including property owners, retail providers, artists and crafts people, real estate agents and interested residents. A number of Aldermen also attended the forum, with the majority of attendees showing support for the Renew model. This forum provided the catalyst for the Renew Devonport concept to begin.
FINANCIAL IMPLICATIONS $20,000 was provided towards Renew Devonport as seed funding. An ongoing commitment of $2,000 is required to maintain membership to Renew Australia and has been paid to cover Council until the end of March 2016.
RISK IMPLICATIONS Without greater participation, there is risk this project will not succeed.
CONCLUSION That the information included in this report is noted.
ATTACHMENTS 1.
In Kind Support detailed - Renew Devonport 1 Jan 2014 - 30.6.15
2.
Financial Statement - Renew Devonport 1 Jan 2014 - 30.6.15
Confidential
RECOMMENDATION That it be recommended to Council that the report of the Executive Manager Corporate and Business Services regarding Renew Devonport be received and noted and that Council further consider its ongoing support for the project in March 2016 prior to any further monetary investment being provided.
Author: Position:
Shane Crawford Executive Manager Business
Corporate
&
Endorsed By: Position:
ITEM 4.2
Paul West General Manager
PAGE 30 Financial Statement - Renew Devonport 1 Jan 2014 - 30.6.15
ITEM 4.2
ATTACHMENT [2]
PAGE 31 Report to Governance and Finance Committee meeting on 21 September 2015
4.3
OFFSITE STORAGE OF COUNCIL'S RECORDS File: 26464 D384757
RELEVANCE TO COUNCIL’S PLANS & POLICIES Council‟s Strategic Plan 2009-2030: Strategy 5.8.1
Provide efficient, effective and secure information management services that support Council‟s operations
SUMMARY
To provide Council with an overview of changes to Information Management practices.
BACKGROUND
With a potential relocation of Council‟s Best Street offices as part of the LIVING CITY project, investigation has been undertaken regarding alternate records management practices to minimise risk and to simplify the movement of Council‟s hard copy records. Off-site storage solutions have been explored as part of this process. The Tasmanian Archives and Heritage Office Guideline No 11 “Physical Storage of State Records” outlines seven storage principles that need to be taken into account when storing records in in-house facilities or by outside storage providers.
Location - sites, facilities and area for records storage should be located away from known hazards and be convenient to user needs.
Environmental control - records should be stored in environmental conditions that are appropriate to their format and retention period.
Shelving and packaging - the shelving, equipment and containers for records storage should ensure that records are secure, accessible and protected from deterioration.
Maintenance and security - records storage facilities, areas and records should be maintained to safeguard their security, condition and accessibility.
Protection from disaster - disaster management programs should be established and maintained to ensure that risks to records are minimised and managed appropriately.
Careful handling - the retrieval and use of records in storage areas should be subject to controls that prevent damage and deterioration.
Accessibility - records should be stored and controlled in facilities where they can be identified, located and retrieved easily.
In addition Guideline No 11 illustrates the minimum requirements for the storage of records. Council‟s physical storage facilities are in line or exceed the minimum requirements of this Guideline.
STATUTORY REQUIREMENTS Information Management sits under Council‟s Strategic Plan Goal No 5 Practicing Excellence in Government. In particular the storage of Council records aligns with the following goals: 5.6
Risk management is a core organisational focus
5.6.3 Integrate risk management principles into all business practices ITEM 4.3
PAGE 32 Report to Governance and Finance Committee meeting on 21 September 2015
5.8
5.6.5 Ensure compliance with all relevant legislative requirements, standards, policies and procedures
Information management and communication enhances Council‟s operations and delivery of services
5.8.1 Provide efficient, effective and secure information management services that support Council‟s operations 5.8.2 Ensure access to Council information that meets user demands, is easy to understand, whilst complying with legislative requirements
The Archives Act 1983 requires all relevant authorities to keep proper records of the business activities of their organisation until they are dealt with through other sections of the Act. The Tasmanian Archives and Heritage Office (TAHO) set out a number of guidelines that Council must adhere to in order to meet current legislative obligations. In particular Guideline No 11 “Physical Storage of State Records” clearly sets out the requirements for physical storage.
DISCUSSION The records department currently maintains five storage areas:
The basement at 44-48 Best Street;
Strong Room at 44-48 Best Street;
Records office at 44-48 Best Street;
Art Storage facility – Lawrence Drive and
Archives Store – Lawrence Drive.
There are approximately 15,200 files located on site at the Best Street Offices. There is some risk associated with movement of these records to new sites and the new buildings will need to have appropriate storage space included within their design. To eliminate the need for both of these issues, it is recommended that off-site storage of Council‟s records is considered. Iron Mountain manages a purpose built records storage facility based in Launceston. The facility is an Approved Secondary Storage Provider with the Tasmanian Archive and Heritage Office (TAHO). They will store Council‟s records and make accessible those files or records required by Council on request. A site visit to the Iron Mountain Launceston facility has been completed and no concerns were raised as a result of this visit. The facility is used by a number of North West clients including Waratah-Wynyard Council, Burnie City Council and Latrobe Council. Again, no concerns were raised from reference checks conducted. To transition to off-site storage it is recommended that a twofold approach is undertaken – sentencing the file series known as Arch Files and storing the subject files in an approved offsite facility. The Arch File series is a combination of temporary and permanent records c1960 to 1995. The Archives Act 1983 stipulates that relevant authorities must transfer State (permanent) records 25 years after their creation to TAHO. The permanent records in this series are due for transfer in 2020. Therefore it is relevant to differentiate between the two classes and dispose of the temporary records. This will minimise the need for storage space and the documents will not need to be handled again until the transfer process is triggered.
ITEM 4.3
PAGE 33 Report to Governance and Finance Committee meeting on 21 September 2015
The Best Street Office subject files will not fit into existing Council offsite storage repositories therefore it is essential that these records are placed in a physical environment that manages them in accordance with the seven storage principles. In relation to sentencing, the Records Office will review the files and prepare them for treatment. An external company called Acrodata will be engaged to assist with this process. In relation to storage, the Records Office will prepare the subject files as much as possible and then engage Iron Mountain to transport and store the files appropriately. Given the priority of relocation of the Best Street Offices, there are no current plans to process the files currently stored at the Arts Storage facility. These files are predominantly permanent active records and are accessed by the Records Office to undertake research and file retrieval on behalf of Council departments.
COMMUNITY ENGAGEMENT There has been no community engagement undertaken as a result of this report.
FINANCIAL IMPLICATIONS The relocation of Council records to the Iron Mountain facility will incur a one off expenditure in the vicinity of $10,000. As much work as possible will be conducted inhouse to reduce costs, particularly associated with cataloguing and packing. Purpose built archive cartons will need to be purchased and transport costs incurred. Ongoing storage costs are based on a per archive carton formula and it is anticipated that storage of Council records will cost approximately $350 per month or $4,200 per year. Minor fees are incurred for file retrieval. Sentencing of records using Acrodata is likely to incur a one-off fee in the vicinity of $6,000 and as much work as possible will be conducted in-house to reduce costs.
RISK IMPLICATIONS Information and records are a valuable business asset and when good information governance is applied they support business activities and mitigate risks. Council‟s records management team must ensure that Council‟s practices reflect good governance and reduce risks resulting in all stakeholders being confident that information management processes satisfy all requirements. Failure to properly manage information and records exposes the organisation to increased risks. Without a sound approach to the management of the physical records identified there is a greater likelihood that Records Office operations will be unable to meet regulatory requirements and this may have a number of implications. Risks are increased with the movement of records and without appropriate treatment, Council faces risks in relation to:
Non-compliance with the Archives Act 1983
Exposure to disaster
Accidental loss
Theft
Malicious damage
Storage of records beyond their retention period
Unauthorised destruction, disclosure or modification ITEM 4.3
PAGE 34 Report to Governance and Finance Committee meeting on 21 September 2015
ď€
Reduced efficiencies and increasing storage costs
CONCLUSION That Council utilise the services of an off-site records storage facility and commence transition to the new facility as soon as practicable.
ATTACHMENTS 1.
Iron Mountain - Archive Storage Proposal
2.
TAHO Storage Guidelines
3.
Acrodata Quote
RECOMMENDATION That it be recommended to Council that the report of the Executive Manager Corporate and Business Services regarding off-site storage of Council records be received and that Council authorise moving to an offsite storage solution as outlined within the report.
Author: Position:
Shane Crawford Executive Manager Business
Corporate
&
Endorsed By: Position:
ITEM 4.3
Paul West General Manager
PAGE 35 Iron Mountain - Archive Storage Proposal
ATTACHMENT [1]
ITEM 4.3
PAGE 36 Iron Mountain - Archive Storage Proposal
ATTACHMENT [1]
ITEM 4.3
PAGE 37 Iron Mountain - Archive Storage Proposal
ATTACHMENT [1]
ITEM 4.3
PAGE 38 Iron Mountain - Archive Storage Proposal
ATTACHMENT [1]
ITEM 4.3
PAGE 39 Iron Mountain - Archive Storage Proposal
ATTACHMENT [1]
ITEM 4.3
PAGE 40 Iron Mountain - Archive Storage Proposal
ATTACHMENT [1]
ITEM 4.3
PAGE 41 Iron Mountain - Archive Storage Proposal
ATTACHMENT [1]
ITEM 4.3
PAGE 42 Iron Mountain - Archive Storage Proposal
ATTACHMENT [1]
ITEM 4.3
PAGE 43 Iron Mountain - Archive Storage Proposal
ATTACHMENT [1]
ITEM 4.3
PAGE 44 TAHO Storage Guidelines
ATTACHMENT [2]
ITEM 4.3
PAGE 45 TAHO Storage Guidelines
ATTACHMENT [2]
ITEM 4.3
PAGE 46 Acrodata Quote
ATTACHMENT [3]
ITEM 4.3
PAGE 47 Acrodata Quote
ATTACHMENT [3]
ITEM 4.3
PAGE 48 Acrodata Quote
ATTACHMENT [3]
ITEM 4.3
PAGE 49 Acrodata Quote
ATTACHMENT [3]
ITEM 4.3
PAGE 50 Acrodata Quote
ATTACHMENT [3]
ITEM 4.3
PAGE 51 Report to Governance and Finance Committee meeting on 21 September 2015
4.4
FITNESS FOR WORK POLICY File: 26654 D384903
RELEVANCE TO COUNCIL’S PLANS & POLICIES Council‟s Strategic Plan 2009-2030: Strategy 5.6.1
Ensure safe work practices through adherence to Work Health and Safety standards
SUMMARY
This report is provided to inform Council of the introduction of a new Fitness for Work Policy.
BACKGROUND
The Fitness for Work Policy was due for review this year and an internal working group was formed to review the policy and assess possible changes including the introduction of random alcohol and drug testing. The policy applies to all workers (a worker includes employee, labour hire staff, volunteer, apprentice, work experience student, contractor, sub-contractor and consultants). The policy also applies to Aldermen when attending a Council workplace as part of their role as an elected representative of the community.
STATUTORY REQUIREMENTS Under the Work Health & Safety Act 2012 employers and workers have “duty of care” obligations. Council has a “duty of care” to ensure, so far as is reasonably practicable, that the health and safety of other persons is not put at risk from work carried out as part of the business or undertaking. This includes ensuring individuals are fit for work to minimise risk to both them, and others, whilst on Council work sites or undertaking duties on behalf of Council. Workers have a “duty of care” to take reasonable care of their own health and safety, and to take reasonable care so that their acts or omissions do not adversely affect the health and safety of other persons. They must comply, so far as the worker is reasonably able, with any reasonable instruction that is given by the person conducting the business or undertaking and co-operate with any reasonable policy or procedure of the person conducting the business or undertaking relating to health or safety at the workplace.
DISCUSSION Council‟s Fitness for Work Policy is in place to ensure that the health and safety of all persons is not at risk or adversely affected by anyone attending the workplace while not fit for work. The term “Fit for Work” means that an individual is in a state of mental, physical and emotional health to complete their assigned tasks competently and in a manner which does not negatively affect or threaten the safety of themselves or others. The objectives of the policy are to:
Provide a safe and healthy working environment free of work-related injury or illness;
Minimise the risk of persons presenting for work or conducting work while impaired;
Establish appropriate steps to manage persons who are affected by mental health conditions, alcohol, drugs and other personal concerns; and
Encourage persons who are not fit for work to independently seek assistance. ITEM 4.4
PAGE 52 Report to Governance and Finance Committee meeting on 21 September 2015
The most significant change to the new policy is the introduction of random drug and alcohol testing. The previous policy only made provision for drug and alcohol testing if there was a serious incident (including notifiable incidents to Worksafe Tasmania) and when cause was suspected. As this is a significant change, it is important to ensure all stakeholders have been consulted and feedback considered, ensuring the implementation of the new process is embraced. The Fitness for Work Policy will be complemented by the Fitness for Work Procedure. This document is being finalised and provides the detail to achieve the objectives of the policy. Appropriate training regarding the policy and procedure will be provided over the coming months.
COMMUNITY ENGAGEMENT
There was no community engagement as a result of this report, however there has been significant communication and consultation with staff in the development of both the policy and procedure.
FINANCIAL IMPLICATIONS The introduction of random drug and alcohol testing will be a new cost to Council. An allocation of $8,000 was made in the 2015/16 operational budget to conduct the tests. Equipment purchases, including breathalyser units and disposable testing equipment, are budgeted to cost approximately $2,000 in this financial year, with a further $1,000 allocated towards training and education.
RISK IMPLICATIONS ď€
Workplace Health and Safety Failure to comply with the policy has the potential for workplace incidents and injuries to occur. A serious breach of the policy caused by a positive drug test result or an unacceptable blood alcohol content level may lead to disciplinary action, and depending on severity, potential dismissal.
CONCLUSION
The Fitness for Work Policy and associated procedures will provide Aldermen and staff with clear guidelines around presenting themselves for work in a fit state, whilst acting for and on behalf of Council.
ATTACHMENTS 1.
Policy - Fitness for Work Policy Only
RECOMMENDATION That it be recommended to Council that the Fitness for Work Policy be adopted with immediate effect with Council endorsing that the policy will apply to Aldermen when attending a Council Workplace as part of their role as an elected representative of the community. Author: Position:
Karen Stone Risk Management Coordinator
Endorsed By: Position:
ITEM 4.4
Shane Crawford Executive Manager Business
Corporate
&
PAGE 53 Policy - Fitness for Work Policy Only
ATTACHMENT [1]
FITNESS FOR WORK POLICY POLICY TYPE
POLICY ADOPTED (DATE)
Council
Draft
DOCUMENT CONTROLLER
RESPONSIBLE MANAGER
Safety Committee
General Manager
PURPOSE
MINUTE NUMBER
POLICY DOCUMENT NUMBER (TRIM): D267793
STRATEGIC PLAN 2009-2030 (STRATEGY REFERENCE)
DATE OF NEXT REVIEW
5.6.1 – Ensure safe work practices through adherence to Work Health and Safety Standards
Every 2 years
SCOPE
To ensure that the health and safety of all persons is not at risk or adversely affected by anyone attending the workplace while not fit for work. This Policy applies to all workers (a worker includes an employee, labour hire staff, volunteer, apprentice, work experience student, sub-contractor, contractor and consultants) employed or engaged by Council at any of its workplaces.
POLICY
The Policy will also apply to Aldermen when attending a Council workplace as part of their role as an elected representative of the community. 1. Responsibility: All workers have a responsibility to ensure that they are fit to perform their duties without risk to the health and safety of themselves and others. Managers, coordinators, supervisors and team leaders are expected to ensure that all employees, contractors, volunteers and students abide by this Policy at all times. Council fully supports and endorses the purpose and scope of this Policy and associated procedures. Council in managing this Policy will ensure, wherever possible, that confidentiality is maintained at all times. Everyone working at, or attending any Devonport City Council workplace must abide by this Policy and supporting procedures to ensure they maintain the capacity to safely perform work. A person‟s fitness for work may be compromised by:
Inadequate or insufficient quality of sleep over an extended period; The type of work performed and/or the work environment; Consumption of alcohol; The use of drugs (prescription, non-prescription, illicit or other); General level of fitness and/or medical condition; and Mental health conditions.
To meet the Policy objectives Council will:
aim to provide a safe and healthy working environment free of work-related injury or illness; ITEM 4.4
PAGE 54 Policy - Fitness for Work Policy Only
ATTACHMENT [1]
minimise the risks of persons presenting for work or conducting work while impaired; establish appropriate steps to manage persons who are affected by mental health conditions, alcohol, drugs or other personal concerns; and encourage persons who are not fit for work for any reason to independently seek assistance.
Council will also: maintain appropriate health and fitness standards to enter the workforce and provide encouragement for employees to sustain their fitness for work; promote and assist the physical, mental and emotional health of people so they can safely undertake and sustain their work requirements; provide the resources necessary to allow for monitoring, testing, education and counselling services within the workplace; and encourage behaviour and attitudes that are conducive to a healthy and safe workplace. Local Government Act 1993 Devonport City Council Code of Conduct Policy Devonport City Council Rehabilitation Policy Work Health and Safety Act 2012 Work Health and Safety Regulations 2012 Fair Work Act 2009 Risk Management Framework Fitness for Work Procedure
LEGISLATION AND RELATED DOCUMENTS
ATTACHMENT/S (IF APPLICABLE)
ITEM 4.4
PAGE 55 Report to Governance and Finance Committee meeting on 21 September 2015
4.5
ELECTED MEMBERS' EXPENDITURE REPORT - JULY/AUGUST 2015 File: 22947 D385548
RELEVANCE TO COUNCIL’S PLANS & POLICIES Council‟s Strategic Plan 2009-2030: Strategy 5.3.2
Provide appropriate support to elected members to enable them to discharge their functions
SUMMARY
To detail expenditure of both the Mayor and Aldermen.
BACKGROUND
This report is in response to a Council resolution (Min 49/12 refers) “That Council be provided with a specific monthly report in relation to expenditure incurred, in excess of statutory allowances, for both the Mayor and Aldermen.”
STATUTORY REQUIREMENTS Under the Local Government Act 1993 Council is required to publish details of the total allowances and expenses paid to the Mayor, Deputy Mayor and Aldermen in its Annual Report, however there is no obligation to do so at any other time.
DISCUSSION Expenditure processed for the two month period July/August 2015 inclusive is detailed below: Mayor Steve Martin $ 222.14 Mobile telephone expenses $ 145.45 Accommodation - LGAT Conference $ 127.27 Mayor‟s meeting (Smithton) accommodation $ 70.00 Spreyton Football Club annual dinner $ 67.64 Miscellaneous meal expenses Alderman Jarman $ 127.34 Accommodation - LGAT Conference Alderman Goodwin $ 311.76 Accommodation - LGAT Conference Alderman Rockliff $ 196.36 Accommodation - LGAT Conference Alderman Laycock $ 172.00 Travel expenses – Edutech Conference (taxi, meal expenses) Aldermen $ 608.66
iPad expenses
The attached table sets out the cumulative expenditure for the 2015/16 financial year. 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. ITEM 4.5
PAGE 56 Report to Governance and Finance Committee meeting on 21 September 2015
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 - July August 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 4.5
Paul West General Manager
PAGE 57 Cumulative Totals - Year to Date - July August 2015
ATTACHMENT [1]
Aldermen Expenses Cumulative figures - Year to date
Alderman
Mayoral Allowance
Mayor Martin
Deputy Mayoral Aldermen's Allowance Allowance
7,822
2,445
3,128
Mileage R'ments
I'Pads
2,166
Conference/ Professional Development Attendance
Accomm & Meal expenses
67
Meeting expenses
343
Phone
68
Other
222
Total $
16,261
$
3,195
Ald Emmerton
3,128
67
Ald Goodwin
3,128
67
311
$
3,506
Ald Jarman
3,128
67
127
$
3,322
Ald Keay
3,128
67
$
3,195
Ald Matthews
3,128
67
$
3,195
Ald Laycock
3,128
67
$
3,367
Ald Perry
3,128
67
$
3,195
Deputy Mayor Rockliff
3,128
67
$
3,391
$
-
$
42,627
172 196
Other Non Attributable TOTAL - YEAR TO DATE $ Budget BALANCE UNSPENT % Spent Year to Date
$
7,822
$
2,445
$
28,152
$ 2,166
$
603
50,846
15,896
187,713
13,000
4,300
43,024
$ 13,451
$ 159,561
$ 10,834
$ 3,697
15%
15%
15%
17%
$
-
$
18,500 $
14%
18,500 0%
1,149 6,400
$
5,251 18%
Note: Council provides a motor vehicle for use by the Mayor - the cost of this vehicle is shown in the Mileage column.
ITEM 4.5
$
68
$
1,500 $
1,432 5%
222
$
1,400 $
1,178 16%
-
$
-
299,555 $
256,928 14%
PAGE 58 Report to Governance and Finance Committee meeting on 21 September 2015
4.6
SECTION 23 COMMITTEE - POLICY UPDATE File: 30046 D386430
RELEVANCE TO COUNCIL’S PLANS & POLICIES Council‟s Strategic Plan 2009-2030: Strategy 5.3.1
Review and amend governance structures, policies and procedures to adapt to changing circumstances
SUMMARY
Following a recent discussion at a Council Workshop the Section 23 Committee structure is recommended to be amended to allow for six Aldermen to be appointed to each of the following Committees:
Infrastructure, Works and Development
Governance & Finance
Community Services
BACKGROUND
Council from 1 July 2014 has operated a number of Section 23 Committees. These Committees are made up of Aldermen and are charged with making recommendations to the Council on specific operational matters which relate to a particular function of the Council.
STATUTORY REQUIREMENTS
The Local Government Act 1993 provides: 23.
Council committees (1)
A council may establish, on such terms as it thinks fit, council committees to assist it in carrying out its functions under this or any other Act.
(2)
A council committee consists of councillors appointed by the council and any councillor who fills a vacancy for a meeting at the request of the council committee.
(3)
A meeting of a council committee is to be conducted in accordance with prescribed procedures.
Section 22(1) of the Act provides the legislative framework which allows a council to implement a committee structure. The Act states that a council “may delegate with or without conditions to the general manager, controlling authority, a council committee or a special committee, any of its functions or powers under this or any other Act”.
DISCUSSION The Section 23 Policy has been amended to provide for six members to be appointed to the Infrastructure, Works & Development Committee, the Governance & Finance Committee, and the Community Services Committee. At this time the Planning Authority Committee, which meets on an as required basis, will maintain the current five members. Appendix 1 of the Council Committees Policy has been updated to reflect the change in the number of appointed members. ITEM 4.6
PAGE 59 Report to Governance and Finance Committee meeting on 21 September 2015
At the recent Workshop the following Aldermen volunteered to be appointed as the additional member of the three Committees: 1.
Governance & Finance – Ald Martin
2.
Infrastructure, Works & Development – Ald Laycock
3.
Community Services – Ald Goodwin
As a result, if adopted by Council the membership of its Section 23 Committees will now be as follows: Committee
Aldermen Appointed
Meeting Frequency
Planning Authority
Mayor Martin (Chair) Ald Emmerton Ald Goodwin Ald Matthews Ald Perry Ald Perry (Chair) Ald Emmerton Ald Goodwin Ald Jarman Ald Matthews Ald Laycock Ald Keay (Chair) Ald Emmerton Ald Goodwin Ald Perry Ald Rockliff Ald Martin Ald Rockliff (Chair) Ald Jarman Ald Keay Ald Laycock Ald Martin Ald Goodwin
Ad hoc – meets when required. Committee has delegation to determine planning matters on behalf of Council.
Infrastructure, Works & Development
Governance & Finance
Community Services
Meets bi-monthly (2nd Monday of the month - August, October, December, February, April, June)
Meets bi-monthly (3rd Monday of the month – September, November, January, March, May, July)
Meets bi-monthly (3rd Monday of each second month – August, October, December, February, April, June)
COMMUNITY ENGAGEMENT The Section 23 Committee process strengthens community engagement through greater opportunity for residents to be part of, and observe the decision making of Council. The Committee agendas/meetings provide:
improved reporting on activities, statistics, key performance indicators (KPI‟s), etc
opportunity for more debate on items
less items being referred/ending up at Workshop‟s
improved accountability to the community (meetings are open to the public)
The Section 23 Committees agendas also provide an opportunity for members of the public to ask questions similar to ordinary Council meetings.
FINANCIAL IMPLICATIONS The increase in the number of Aldermen on the Committees will have no financial implications for Council.
ITEM 4.6
PAGE 60 Report to Governance and Finance Committee meeting on 21 September 2015
RISK IMPLICATIONS
No risks have been identified.
CONCLUSION
It is recommended to Council that the Committees Policy be amended to provide for six members to be appointed to each of the operational committees. A copy of the updated policy has been attached to this report.
ATTACHMENTS 1.
Updated Council Committees Policy
RECOMMENDATION That it be recommended to Council that the report of the General Manager relating to the updated Section 23 Committees Policy be received and noted and that Council formally appoint the following Aldermen as additional Committee Members: 1.
Governance & Finance – Ald Martin
2.
Infrastructure, Works & Development – Ald Laycock
3.
Community Services – Ald Goodwin
Author: Position:
Paul West General Manager
ITEM 4.6
PAGE 61 Updated Council Committees Policy
ATTACHMENT [1]
COUNCIL COMMITTEES POLICY
POLICY DOCUMENT NUMBER (TRIM):
D325000 POLICY TYPE (COUNCIL OR MANAGEMENT)
VERSION NUMBER
POLICY ADOPTED (DATE)
MINUTE NUMBER (IF COUNCIL POLICY)
Council
2
14 April 2014
83/14
DOCUMENT CONTROLLER
RESPONSIBLE MANAGER
AMENDMENTS TO POLICY (AND DATE OF REVIEW)
DATE OF NEXT REVIEW
General Manager
General Manager
1 November 2014
1 November 2018
PURPOSE
To provide information and guidance in relation to Committees established by Council in accordance with Section 23 of the Local Government Act 1993. 1. Council operates its decision-making process around a formalised Committee structure.
SCOPE
POLICY
2. This policy covers the meeting schedule of Council and its Section 23 Committees, the structure of Committees and delegations by Council to the Committees incorporating respective areas of responsibility. This Policy applies to all meetings of Council‟s established Section 23 Committees which will be utilised to formulate decisions on specific areas of its operations for Council‟s ratification except in cases where a delegation has been provided for the Committee to make a determination. 1. The usual meeting schedule will be as follows: Meeting Format Planning Authority Committee Infrastructure & Works Committee Community Services Committee Governance & Finance Committee Workshops
Frequency Monday‟s at 11:00 am (when required). Bi-monthly – 2nd Monday Bi-monthly – 3rd Monday Bi-monthly – 3rd Monday 1st Monday (additional workshop convened on an as needed basis)
Note: when a meeting falls on a public holiday it will normally be postponed to the next available working day. The Chairman of a Committee in consultation with the General Manager can alter the date and time of scheduled meetings.
2. Committee functions A guide to the roles and functions of Section 23 Committees are outlined in Attachment 1. 3. Delegations by Council to Council Committees Pursuant to Section 22(1) of the Local Government Act 1993, Council delegates the following powers and functions to the following Section 23 Committees, subject to the following: (a) Any Alderman who is not a member of the Council Committee may, before commencement of discussion of the item by at least verbal notification to the Chairman of the Committee, or to the General Manager four hours prior to the advertised commencement time of the Committee, require that an item on the agenda, which would be determined by the Committee ITEM 4.6
PAGE 62 Updated Council Committees Policy
ATTACHMENT [1]
under delegated authority, be referred to Council. That item shall then be determined by Council at its next ordinary meeting or at a special meeting held to determine that matter. (b) With the exception of the Planning Authority Committee, an item may only be determined under delegated authority if the determination is in accordance with the recommendation detailed within the agenda. For the purposes of this clause, where the recommendation is for approval, a delegated decision to approve an item unconditionally or subject to conditions which differ from those detailed in the recommendation (if any) shall be taken as nevertheless being in accordance with that recommendation. Infrastructure & Works Committee (a) To accept tenders for activities related to the functions of the Committee only to the extent of the estimates for the current financial year as adopted by Council. Planning Authority Committee (a) To exercise all of Council‟s functions and powers as a Planning Authority under the Land Use Planning and Approvals Act 1993, including all functions and powers contained in any planning scheme and special planning orders. (b) To exercise all of Council‟s functions and powers as a Planning Authority under the Historic Cultural Heritage Act 1995. (c) To exercise all of Council‟s functions and powers under Part 3 of the Local Government (Building and Miscellaneous Provisions) Act 1993. (d) To exercise all of Council‟s powers to determine all matters brought before the Committee in compliance with the scope of matters as determined by this Policy. 4. Guidelines 4.1. Council will use an effective Section 23 Committee system to conduct its business and will endeavour to avoid deferring decisions. 4.2. A quorum for each committee is the simple majority of such numbers of Aldermen who are members of the Committee. 4.3. The membership of the Committees shall be in accordance with this policy. 4.4. Aldermen who are not members of a Committee are able to attend any Committee meeting with the right to speak in accordance with the Local Government (Meeting Procedures) Regulations 2005 and this Policy, but will not have voting rights. 4.5. In relation to appointment to Committees, Aldermen will be given the opportunity to formally indicate a first and second preference for membership. As far as practicable an Alderman‟s preferences will be taken into account. Where ITEM 4.6
PAGE 63 Updated Council Committees Policy
ATTACHMENT [1]
there is an excess of Aldermen selecting to be members of a particular Committee the matter will be determined by Council by formal vote. 4.6. The appointment of the Committee Chairman will be the responsibility of Council. Where more than one Alderman nominates for the position, then a ballot of all Aldermen will be conducted. 4.7. In circumstances where the Chairman is absent from a Committee meeting, either the Mayor or Deputy Mayor (if they are members of that Committee) will assume the role of Chairman for that meeting. If the Mayor or Deputy Mayor are not members of that Committee the members of the Committee will appoint a member as Acting Chairman for the meeting. 4.8. A scheduled Committee meeting may be postponed/ rescheduled/cancelled by the General Manager following consultation with the Chairman of the Committee.
LEGISLATION AND RELATED DOCUMENTS
ATTACHMENTS (IF APPLICABLE)
5. Communication Members of the public Devonport City Council staff The Local Government Act 1993 at sections 22 and 23 The Local Government (Meeting Procedures) Regulations 2005 All Section 23 Committee meetings will operate under the provisions of the Local Government (Meeting Procedures) Regulations 2005. In accordance with Section 37 of those procedures an Alderman may speak up to three times during debate on a matter listed on the agenda. Appendix 1 - Council Committees
ITEM 4.6
PAGE 64 Updated Council Committees Policy
ATTACHMENT [1]
Planning Authority Committee (5 Aldermen) Statutory Planning Authority responsibilities Development Applications Subdivision Approvals
Planning Scheme Amendments Legal matters related to Statutory Planning Planning Appeals
Infrast ructure, Works & Development Committee (6 Aldermen) Infrastructure & Works Asset Management Program (forward planning and maintenance) Capital Works Roads, Footpaths and Cycleways Streetscape Design (incl. lighting, signs, furniture, vegetation) Stormwater Management Traffic Management Waste Management Sporting Grounds and Facilities Recreation Reserves (incl. playgrounds, parks and gardens) Public Buildings (incl. public halls, toilets) Tracks and Trails Marine Structures (incl. jetties, boat ramps) Recreation and open space planning
Development Services Fire Hazards Public Health Building Control Compliance and Enforcement Animal Control
Governance & Fina nce Committee (6 Aldermen) Strategic and Operational Plans Corporate Communication Human Resources Partnerships Risk Management and Insurances Information Technology Budget Management Economic Development Property Management Parking
Financial Strategy and Management - Revenue and Rating - Grants - Loan Borrowing - Compliance - Related Policies - Financial Reporting
Community Services Committee (6 Aldermen) Community & Cultural Development Community Information & Engagement Social Inclusion Health and Wellbeing Arts, Culture & Events Tourism, Marketing and Visitor Services
Section 24 Special Committee Reporting Emergency Management & Community Safety Natural Resource Management
ITEM 4.6
PAGE 65 Report to Governance and Finance Committee meeting on 21 September 2015
4.7
ANNUAL FINANCIAL REPORT FOR YEAR ENDED 30 JUNE 2015 File: 27901 D385698
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
This report is provided to present to Council the Annual Financial Report for the year ended 30 June 2015. The report also details information relating to the carried forward capital works funding as at 1 July 2015.
BACKGROUND The Annual Financial Statements have been prepared in accordance with the requirements of the Local Government Act 1993, the Audit Act 2008 and relevant Accounting Standards. The Annual Financial Statements are now available on Council‟s website or in „hard copy‟ from the Customer Services counter.
STATUTORY REQUIREMENTS Section 72 of the Local Government Act 1993 requires Council to prepare an Annual Report containing the Annual Financial Statements and other specified contents. The Annual Report must be considered at the Annual General Meeting, which is to be held no later than 15 December. The Annual Financial Statements are required to be prepared in accordance with applicable Accounting Standards; Section 84 of the Local Government Act 1993 and the Audit Act 2008. The Audit Act 2008 requires that the financial statements are to be prepared within 45 days of the end of the financial year and forwarded to the Auditor-General as soon as practicable. The Tasmanian Audit Office then has a further 45 days to complete the audit of the Annual Financial Statements. Section 84 (4) of the Local Government Act 1993 requires that „the general manager is to ensure that the certified financial statements are tabled at a meeting of the council as soon as practicable‟. This is the first opportunity for the certified financial statement to be provided formally to Council.
DISCUSSION
The Annual Financial Statements, including notes to the accounts are provided as an Appendix to this report. The Annual Financial Statements meet the requirements of the Local Government Act 1993 and Australian Accounting Standards and have been audited by the Tasmanian Audit Office. An unqualified audit opinion was issued by the Deputy Auditor General on 28 August 2015. The Annual Financial Report comprises four financial statements, together with the required „notes to the accounts‟. The „notes‟ provide additional detail and explanation to the actual financial statements. The Annual Financial Statements fully comply with the ITEM 4.7
PAGE 66 Report to Governance and Finance Committee meeting on 21 September 2015
accounting standards and Councilâ€&#x;s statutory obligations. statements are:
The four primary financial
1.
Statement of Profit or Loss and Other Comprehensive Income
2.
Statement of Financial Position
3.
Statement of Changes in Equity
4.
Statement of Cash Flows
Prior to the final audit process the draft financial statements were referred to the Audit Panel for review. Below is a summary of the results of Councilâ€&#x;s financial activities during the year. This information is provided to explain in words the actual results and is also reproduced in the Councilâ€&#x;s Annual Report. Financial Summary
Actual 2014/15 $000
Budget 2014/15 $000
Total income
39,199
36,963
Total expenditure
35,497
36,963
3,702
0
Prepaid Financial Assistance Grant
(981)
-
Loss on Disposal of Assets
(798)
(390)
411
300
(1,368)
90
2,334
(90)
Ordinary activities
Surplus/(deficit) from ordinary activities Adjustments
Share of Profit of Dulverton WMA
Underlying Surplus/(Deficit)
Council has achieved a strong underlying surplus of $2.3M for the 2014/15 financial year. Increased revenue and a reduction in expenditure have contributed to the positive result. As well as maintaining services to the community, Council delivered the first phase of the Food Connection Project in partnership with East Devonport and Devonport Community Houses and Heavens Kitchen to help improve access to fresh affordable food for residents. 2014/15 was also the first full year of operations at Splash Aquatic Centre managed by Belgravia Leisure. The generation of surpluses is a good indicator of financial sustainability and helps Council manage debt repayments and maintain cash reserves. The underlying surplus has been progressively improving over the past four years. Revenue has risen faster than expenditure over this period, despite rates being held at 2013/14 levels. The progressive improvement also indicates that the cost management practices introduced by Council are proving to be effective.
ITEM 4.7
PAGE 67 Report to Governance and Finance Committee meeting on 21 September 2015
Operating Income
Actual 2014/15 $000
Budget 2014/15 $000
Variance $000
26,351
26,228
123
Fees and User Charges
5,569
5,474
95
Grants - Operating
3,281
2,198
1,083
57
52
5
Investment Revenue
2,658
2,098
560
Other Revenue
1,282
912
370
39,199
36,963
2,236
Grants
2,134
1,912
222
Contributions
3,463
300
3,163
411
300
111
Gain/ (Loss) on disposal of assets
(1,904)
(1,591)
(313)
Total Income
43,303
37,884
5,419
Rates and Service Charges
Contributions - Operating
Total Operating Income Capital Income
Share of profits of associates
Total operating revenue was $2.2M or 6% higher than budget. include:
The major variations
Operating Grants were 49% ahead of budget due to the decision by the Australian Government to prepay two instalments of the Financial Assistance Grant to all Councils in Australia. The total prepayment of $981K was received on 30 June and must be included in the year of receipt. The remaining increase in grant revenue relates to the first phase of the Food Connection Project. Council was successful in securing $150,000 to help fund the delivery of the project.
Interest and dividend income was 26% higher than budget due in part to higher cash balances and interest rates than anticipated and also increased distributions from Dulverton Regional Waste Management Authority and TasWater. ITEM 4.7
PAGE 68 Report to Governance and Finance Committee meeting on 21 September 2015
Other revenue includes recovery of utility costs from tenants of Council owned properties, recovery of outstanding amounts referred to collection agencies and insurance claim refunds. Council received $96K in unbudgeted insurance refunds and an additional $106K relating to the recovery of old outstanding debts.
Rates and service charges contributed $26.3M or 67% of Council‟s total revenue.
The chart below depicts Council's operating income by source for the 2015 financial year:
Operating Income - 2015
3% 7% Rates and Service Charges Fees and User Charges
9%
Grants - Operating
67%
Investment Revenue Other Revenue 14%
During the budget process, Council identified the estimated operating expenditure and capital expenditure that it intended to undertake. The information below compares the estimated expenditure with the actual expenditure for the year. Operating Expenditure
Actual 2014/15 $000
Budget 2014/15 $000
Variance $000
Employee Benefits
11,585
12,110
(525)
Materials and Services
10,721
11,419
(698)
Depreciation
8,702
8,865
(163)
Financial Costs
1,211
1,255
(44)
Levies and Taxes
2,659
3,033
(374)
Other Expenses
1,202
1,157
45
Internal Charges and Recoveries
(583)
(876)
293
35,497
36,963
(1,466)
Total Operating Expenditure
Total operating expenditure was $1.5M or 4% less than budget. include: ITEM 4.7
The major variations
PAGE 69 Report to Governance and Finance Committee meeting on 21 September 2015
Employee benefits – a reduction in the number of full time equivalents (FTE) from a budget of 157 to 151 resulted in a saving of $0.5M or 4.3% in employee benefits.
Materials and services were 6% lower than budget. Savings included lower than expected electricity, gas and water costs at various Council facilities, lower street lighting charges and lower than expected expenditure on consultants.
Depreciation expense was 1.8% lower than budget partly due to a reduction in fleet vehicles.
Finance costs include all interest on borrowings in relation to the LIVING CITY project and the Aquatic Centre. The 3.4% variance between actual and budget related to lower interest rates than anticipated when Council borrowed funds to purchase the Harris Scarfe building.
Levies and taxes include all relevant land tax and rates on Council owned assets. The saving of $374K or 12.3% related to a review of the land tax liability on Council properties and a subsequent refund from the State Revenue Office.
Other expenses include the Mayor's and Aldermen's expenses, rates remissions granted to ratepayers, community grants and donations provided throughout the year and cost of debt referred to collection agencies. The 3.9% increase in other expenses when compared to budget includes additional election costs from the local government election held in October 2014 and additional infringement debtors referred to collection agencies. Council is continuing to recover infringement amounts outstanding and the revenue is recorded in "Other Revenue".
Internal charges relate to the level of Council resources allocated to the annual capital program. The actual was 33% lower than the budget partly as a result of the reduced number of employees and more projects being completed by contract than initially anticipated.
The chart below depicts Council's expenditure by type for the 2015 financial year:
Operating Expenditure - 2015
3% 3%
32% Employee Benefits Materials, Services, Levies & Taxes Depreciation
24%
Financial Costs Other Expenses 38%
ITEM 4.7
PAGE 70 Report to Governance and Finance Committee meeting on 21 September 2015
Capital Expenditure – Council delivered $7.2M in capital expenditure during the 2014/15 financial year. A reconciliation of the Capital Works Program for 2014/15 is as follows: Captial Funding Available
Captial Expenditure
Additional Grants C/fw from 2014/15
Rec'd Budget Alloc. During Year
Total Budget
Actual
To be C/fw to 2015/16
Unspent / Savings
Open Space & Recreation
1,201,661
758,930
1,960,591
377,780
1,253,303
329,508
350,744
436,400
787,144
536,451
105,706
144,987
Stormwater
92,104
402,000
494,104
456,379
Transport
61,578
4,923,000
5,194,578
4,611,192
130,246
Facilities
Plant & Fleet
-
210,000
-
37,725 453,140
365,600
365,600
297,053
42,391
26,156
60,000
233,742
293,742
166,762
15,000
111,980
791,249
3,320,841
4,112,090
770,268
3,341,822
$ 2,557,336
$ 10,440,513
$ 13,207,849
$ 7,215,885
$ 4,888,468
Office Equipment LIVING CITY
-
TOTAL CAPITAL WORKS
$ 210,000
$ 1,103,496
The 2014/15 capital program was smaller in dollar terms than previous years as Council has completed several major projects over the past four years. The Transport program included the construction of the roundabout at Stony Rise Road and Middle Road intersection and the conversion of the Best Street car park to a Pay As You Leave (PAYL) facility. Council continued to replace old heating infrastructure at key facilities with energy efficient alternatives. This included improvements at Devonport Entertainment and Convention Centre and several community facilities. Masterplans for Stage 1 of the LIVING CITY project were released to the community during the year, with the Stage 1 development plan adopted by Council on 27 July 2015. Recent expenditure has concentrated on finalising the Plans for Stage 1. The capital program was partly funded by capital grants from the Australian and Tasmanian Governments totalling $2.1M relating to the CEEP project and the construction of the roundabout at Stony Rise Road respectively. Financial Position
Total Assets Total Liabilities Net Community Equity
2015
2014
$000
$000
525,555
477,681
26,632
25,438
498,923
452,243
18,658
10,312
414,929
375,714
21,492
20,020
Key Assets and Liabilities (included in Financial Position) Cash Assets Community Infrastructure and assets Council Borrowing
Cash assets include operating accounts, trust deposits and investments held by Council at 30 June 2015.
ITEM 4.7
PAGE 71 Report to Governance and Finance Committee meeting on 21 September 2015
Community infrastructure and assets increased by $39.2M which was the net movement of spending on new and the renewal of existing assets, disposal of assets, depreciation charge and the revaluation of assets. Council borrowings increased by $1.47M being the movement of loan repayments and additional new borrowings of $2.4M in relation to the purchase of property.
COMMUNITY ENGAGEMENT
The preparation of the Annual Report and the conduct of the Annual General Meeting underpins the community engagement in relation to this matter. Council has previously determined that the Annual General Meeting will be held on Wednesday 28 October 2015 commencing at 6:00pm in the Council Chambers.
FINANCIAL IMPLICATIONS
Whilst the Annual Financial Statement deals with the finances of Council, there are no direct financial consequences relating to the consideration of this covering report. At 30 June 2015 a total of $7,215,885 had been expended on capital works. reconciliation of the works completed compared to the original budget is as follows:
A
The following table details the carried forward capital works now identified as a result of the finalisation of the year end reports. A number of projects previously identified as being completed by 30 June 2015, or where money would have been spent, did not occur. On this basis the carried forward amounts have been updated accordingly.
Project Open Space & Recreation Mersey Vale Master Plan Works Mersey Vale - modern burial system - stage 1 Meercroft Park Reserv e Car Park Signage Strategy I mplementation
Budget 2015/16
Updated Budget 2015/16
75,000 720,000 82,000
192,358 967,266 82,087 11,592
60,000 -
23,207 59,081 23,418
8,000
5,695
37,000
37,758
67,000 9,388 6,700
66,088 3,715 16,990 -
50,000
-
-
42,391
15,000
15,000
Living City
3,000,000
3,341,822
CARRIED FORWARD CAPITAL WORKS
4,130,088
4,888,468
Facilities Community Energy Efficiency Program (CEEP) Rooke Street Mall I mprov ements Public Art Transport Formby Road Car Park Arcade Link Pedestrian Netw ork Strategy Dev onport Road Reconstruction Road Traffic Dev ices Stony Rise Rod - Middle Road Roundabout Transport Minor Works Stormwater William Street Catchment Upgrade Plant & Fleet Fleet Replacements Office & Equipment I nformation Technology
ITEM 4.7
PAGE 72 Report to Governance and Finance Committee meeting on 21 September 2015
RISK IMPLICATIONS
There are no specific identified risks in relation to the content of this report.
CONCLUSION
The Annual Financial Report for the year ended 30 June 2015 provides detailed information as to Councilâ€&#x;s financial performance and position as at balance date. The Annual Report is currently being finalised and will be tabled at the Annual General Meeting to be held at Wednesday 28 October 2015 commencing at 6:00pm in the Council Chambers. The finalisation of the Capital Works program for year ended 30 June 2015 identifies that a number of projects by necessity had to be carried forward into the new financial year. This report has detailed the carried forward requirements and recommends that the 2015/16 capital program be updated accordingly. .ATTACHMENTS 1.
Financial Statements for the Year Ended 30 June 2015
RECOMMENDATION That it be recommended to Council that the report of the General Manager relating to the Annual Financial Report for the year ended 30 June 2015 be received and that Council: (a)
receive the Annual Financial Report and note that it will be included as an Appendix in the 2015 Annual Report; and
(b)
adjust the carried forward capital works projects budget as listed in this report to the value of $4,888,468.
Author: Position:
Paul West General Manager
ITEM 4.7
PAGE 73 Financial Statements for the Year Ended 30 June 2015
ITEM 4.7
ATTACHMENT [1]
PAGE 74 Financial Statements for the Year Ended 30 June 2015
ITEM 4.7
ATTACHMENT [1]
PAGE 75 Financial Statements for the Year Ended 30 June 2015
ITEM 4.7
ATTACHMENT [1]
PAGE 76 Financial Statements for the Year Ended 30 June 2015
ITEM 4.7
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PAGE 125 Report to Governance and Finance Committee meeting on 21 September 2015
4.8
FINANCE REPORT FOR AUGUST 2015 File: 26544 D386621
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 31 August 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 126 Report to Governance and Finance Committee meeting on 21 September 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.
Governance & Finance Committee - Attachment 1 - Finance Report - August 2015
2.
Governance & Finance Committee - Attachment 2 - Capital Report - August 2015
RECOMMENDATION That it be recommended to Council that the Finance Report for August 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 127 Governance & Finance Committee - Attachment 1 - Finance Report August 2015
FINANCIAL SUMMARY
ATTACHMENT [1]
YTD to August 2015
Operating Summary
YTD Budget
Actual
Annual Budget
Current Forecast
Revenue Expenditure
28,130,435 6,020,582
27,948,004 5,682,589
38,276,960 37,936,432
38,376,960 37,936,432
Operating Position
22,109,854
22,265,415
340,528
440,528
Capital Expenditure Summary
Annual Budget
Capital Expenditure
Actual
14,680,288
1,343,977
Current Forecast 14,680,288
Cash Information August 2015 Operating Account (Reconciled balance) Interest-Earning Deposits
Debtor Information August 2015 Rates Debtors Infringement Debtors Sundry Debtors Planning & Health Debtors
June 2015
Rates Debtors Ageing
16,391,370 137,454 339,312 15,949
93,077 89,231 520,267 9,981
16,884,086
712,557
2014/2015 - Current 2013/2014 - 1 Year 2012/2013 - 2 Years 2011/2012 - 3 Years 2010/2011 - Older
June 2015
2,478,338 21,440,217
1,174,633 17,262,931
23,918,555
18,437,565
August 2015 15,988,220 262,287 63,170 13,207 64,487
% of Annual Rates 61.0%
16,391,370
Cash Investment Information Actual Rate ANZ Cash Deposits CBA Cash Deposits
2.50% at call 1.40% at call
All cash investments are invested in compliance with Council's Investment Policy.
August 2015 19,939,028 1,501,189 21,440,217
Commentary This report provides a high level summary of operational income and expenditure, capital expenditure and the cash and receivables position as at the date of the report.
ITEM 4.8
PAGE 128 Governance & Finance Committee - Attachment 1 - Finance Report August 2015
SUMMARISED OPERATING REPORT YTD Budget
ATTACHMENT [1]
YTD to August 2015 YTD Variance $ %
Actual
Full Budget 2016
INCOME Rates and Service Charges Fees and User Charges Grants - Operating
Note 26,204,012
26,217,659
1,114,161
1,171,015
557,426
261,037
(296,390)
415
12,406
11,991
32,000
31,948
Contributions - Operating Dividend Income
13,647 56,854
(52)
0.1%
26,384,012
5.1%
6,194,852
-53.2%
2,335,621
2887.0%
2,500
-0.2%
1,878,000
Interest Income
66,000
78,588
12,588
19.1%
378,000
Other Revenue
156,421
175,353
18,932
12.1%
1,103,975
28,130,435
27,948,004
(182,431)
-0.6%
38,276,960
Employee Benefits
1,966,615
1,886,488
80,127
4.1%
12,013,523
Materials and Services
1,857,816
1,544,298
313,518
16.9%
12,383,399
Depreciation
TOTAL INCOME
P O O P P P P
1 2
EXPENSES
1,468,767
1,475,455
(6,688)
-0.5%
8,812,600
Financial Costs
199,629
194,854
4,775
2.4%
1,166,629
Levies & Taxes
427,470
439,657
(12,187)
-2.9%
3,127,182
Other Expenses
185,471
195,198
(9,727)
-5.2%
1,022,025
Internal Charges and Recoveries
(85,187)
(53,361)
(31,826)
37.4%
TOTAL EXPENSES NET OPERATING SURPLUS / (DEFICIT)
(588,927)
6,020,582
5,682,589
337,992
5.6%
37,936,432
22,109,854
22,265,415
155,561
0.7%
340,528
O O P P P P P
3 4
O O O P
5
CAPITAL ITEMS Grants - Capital
-
83,000
83,000
#DIV/0!
1,018,868
Contributions - Capital
-
54,191
54,191
#DIV/0!
300,000
Gain / Loss on Disposal of Assets
-
(40,358)
Change in Value of Investment in Water Corporation
-
-
TOTAL CAPITAL ITEMS
-
NET SURPLUS / (DEFICIT) Own Source Revenue:
22,109,854
(40,358) #DIV/0! -
(380,000)
0.0%
105,000
96,832
96,832
#DIV/0!
1,043,868
22,362,248
252,394
1.1%
1,384,396
98.0%
99.0%
6 7
93.9%
Indicator: Variance is less than 10% and/or $50000 threshold from budget and requires explanation Variance is greater than 10% and/or $50000 threshold from budget and requires explanation
P O
Note Commentary 1 Fees and user charges have started the year ahead of budget due to parking fees, infringements income and DECC show income these gains were partially offset by below budget admissions income relating to the Jazz festival and transfer station. A forecast adjustment of $100K for infringement income has been made. 2 The unfavourable variation in operating grant income relates to the advance payment of $981K made in June 2015 of two instalments of the 2015/16 financial assistance grant. 3 Expenditure on employee benefits is below budget, the favourable variation consists of: direct employee costs $48K, employee related costs (training, w/comp & payroll tax) $22K' leave $6K and superannuation $4K. The variation can be attributed somewhat to unfilled filled vacancies as the budget for employee costs was based on 152.1 FTE's whereas the actual FTE's totalled 149.0 as at 31/8/2015. 4 Expenditure on materials and services is currently less than budget particularly in the areas of: general materials $89K, contractors $66K, utilities (electricity and water) $62K and consultants $49K. Actual and budget expenditure are expected to more closely align as the year progresses. 5 Unbudgeted capital grant funding received under the vulnerable road user project. Funds were budgeted for in 2014/15. 6 Contributions capital $54K relates to the take up of previously unidentified stormwater assets. 7 The loss on disposal of assets relates to replacement and subsequent write-off of road assets.
ITEM 4.8
PAGE 129 Governance & Finance Committee - Attachment 1 - Finance Report August 2015
FINANCIAL CHARTS
ATTACHMENT [1]
Year to Date to end of August 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
12,406
Dividends and Other Investment Income 110,535
2016 YTD
26,217,659
1,171,015
261,037
Bud YTD
26,204,012
1,114,161
557,426
415
98,000
2015 YTD
26,089,389
1,180,594
504,093
156,421
625
62,610
186,604
175,353
Expenditure Analysis 2,000,000
$ Expenditure
1,500,000
1,000,000
500,000
-
(500,000)
Materials & Services 1,544,298
Depreciation
Finance Costs
Levies & Taxes
2016 YTD
Employee Benefits 1,886,488
439,657
Other Expenses 195,198
Internal Charges (53,361)
1,475,455
194,854
Bud YTD
1,966,615
1,857,816
1,468,767
199,629
2015 YTD
1,904,140
1,562,048
1,470,635
157,972
427,470
185,471
(85,187)
374,437
411,604
(37,790)
Capital Expenditure - $'000 $16,000
Accumulated Expenditure - $'000
$14,000 $12,000 $10,000
$8,000 $6,000 $4,000 $2,000
$0
110
1,400
700
1,200
1,400
1,300
1,200
1,200
1,400
110
1,510
2,210
3,410
4,810
6,110
7,310
8,510
9,910 11,310 12,710 14,680
-
110
1,344
-
1,266
3,293
-
30
91
297
749
903
1,382
1,596
2,246
3,044
2016 Budget - Cumulative
-
2016 Actual 2016 Actual including commitments 2015 Actual
ITEM 4.8
1,400
4,122
1,400
5,570
1,970
7,216
PAGE 130 Governance & Finance Committee - Attachment 1 - Finance Report August 2015
BALANCE SHEET REPORT
ATTACHMENT [1]
As at August 2015 31 Aug 2015
30 Jun 2015
2,475,766 225,827 21,440,217 16,391,370 137,454 339,312 15,949 17,444 222,853 41,266,192
1,174,633 220,483 17,262,931 93,077 89,231 520,267 9,981 269,224 92,539 134,691 19,867,059
3,849,087 84,230,566 666,003,241 (252,404,229) 3,923,874 505,602,539
3,849,087 84,230,566 667,173,148 (252,243,518) 2,679,583 505,688,866
546,868,731
525,555,925
662,821 717,903 231,790 984,520 1,069,323 1,082,726 4,749,084
227,344 2,092,478 214,990 984,520 1,009,700 1,068,293 5,597,325
Loans - Non-Current Long Service Leave - Non-Current
20,309,013 525,103 20,834,116
20,507,357 525,103 21,032,460
Total Liabilities
25,583,200
26,629,784
521,285,531
498,926,140
295,400,859 1,415,182 7,833,662 194,273,580 22,265,415 96,832
295,400,859 1,415,182 7,833,662 186,468,521 3,703,422 4,104,494
Total Equity
521,285,531
498,926,140
Current Ratio:
8.69
3.55
Current Assets Cash at Bank and On Hand Trust Deposits Cash Investments Receivables - Rates and Utility Charges Receivables - Infringements Receivables - Sundry Receivables - Planning & Health Loans Receivable - Current Accrued Revenue Prepayments Net GST Receivable
Non Current Assets Loans Receivable - Non-Current Dulverton Regional Waste Management Authority TasWater Property, Plant & Equipment Accumulated Depreciation - PP&E Capital Work in Progress
Total Assets Current Liabilities Trade Creditors Accruals Trust Liability Loans - Current Annual Leave Long Service Leave - Current
Non Current Liabilities
Net Assets Equity Asset Revaluation Reserve Asset Revaluation Reserve - Associates Other Reserves Accumulated Surplus Operating Surplus / (Deficit) Capital Surplus / (Deficit)
The Current ratio indicates Council's ability to pay its debts as and when they become due. A ratio of one or higher is required for the entity to remain solvent.
ITEM 4.8
PAGE 131 Governance & Finance Committee - Attachment 2 - Capital Report - August 2015
ATTACHMENT [2]
Devonport City Council Capital Works Income & Expenditure Report 31 August 2015 Income 2015/16 Additional Funds Annual Budget Carried forward $ $
Expenditure 2015/16
Total Budget Available $
External Funding (incl in total) $
Forecast $
11,000 30,000 1,309,888 1,350,888
-
Actual $
Commitments $
Balance Total Expenditure $
Remaining Funds $
Performance Measures
Works Start Month
Works Completion Month
% Budget Spent
Comments
Summary Open Space & Recreation Facilities Stormwater Transport Living City Plant & Fleet Other Equipment Total Capital Works
1,296,500 360,000 739,000 4,653,000 2,496,000 590,700 415,000 10,550,200
937,000 50,000 128,088 3,000,000 15,000 4,130,088
2,233,500 360,000 789,000 4,781,088 5,496,000 590,700 430,000 14,680,288
57,969 490 16,078 87,283 1,185,124 (3,353) 386 1,343,977
1,166,189 1,583 716,720 29,018 35,655 1,949,165
1,224,158 490 17,661 804,003 1,214,142 (3,353) 36,041 3,293,142
75,000 82,000 720,000 20,000
75,000 82,000 720,000 20,000
53,796 143 -
8,000 42,000 30,000 160,000 700,000 35,000
8,000 42,000 30,000 160,000 700,000 35,000
449 -
-
449 -
40,000 8,000 36,000
40,000 8,000 36,000
-
-
-
1,009,342 359,510 771,339 3,977,085 4,281,858 594,053 393,960 11,387,146
Open Space & Recreation CP0050
CEEP - Energy Efficiency Funding
CP0106 CP0098 CP0099 CP0107
CP0114 CP0115 CP0116
Mersey Vale Memorial Garden CP0106 Meercroft Park - reserve car park Mersey Vale - MBS stage 1 Victoria Parade - Sea Wall Height Extension - South of Jock Littler Pavilion Devonport Rec Centre & EDRC - Additional CCTV Installation Devonport Oval - Cricket Club Roof Replacement Picnic Table & Bench Seating Renewal Pioneer Park - New Toilets & Parenting Facilities Devonport Oval - Facilities Plan Actions Path Renewal Don Reserve - West of Don College between train crossings 50m Path Renewal Don Reserve -South of Aquatic Centre 60m Devonport Rec Centre - PA System Upgrade Devonport Oval Practice Wicket Upgrade
CP0117
Surf Club Training Room
17,500
17,500
-
17,500
17,500
CP0118 CP0119 CP0120 CP0121 CP0122 CP0123
Streetscape Tree Protection - Best Street Tree Guards Rooke Street Mall Play Equipment Sister Cities - 20 year Anniversary , Commemorative Seat Julie Burgess Interpretive & Information Signage at RHP Signage Strategy - Actions TBA Aquatic Centre Waterslide Fibreglass Flume Renewal
22,000 50,000 3,000 10,000 25,000 90,000
22,000 110,000 3,000 10,000 25,000 90,000
38 723 2,822
89,000
38 723 91,822
-
57,969
1,166,189
1,224,158
1,009,342
490 490
79,510 60,000 60,000 160,000 359,510
TBA TBA Aug 2015 Sept 2015
TBA TBA Aug 2015 Nov 2015
-
490 490
768 550 7,250 3,851 926 1,104 2,941 271 17,661
49,232 84,450 22,750 17,149 274,074 43,896 50,000 35,000 18,000 22,059 50,000 104,729 771,339
completed Nov 2015 May 2016 Sept 2015 Apr 2016 Aug 2015 Nov 2015 Mar 2016 Mar 2016 Apr 2016 Apr 2016 Jan 2016
completed Dec 2015 May 2016 Oct 2015 June 2016 Sept 2015 Dec 2015 Apr 2016 Mar 2016 Apr 2016 May 2016 Feb 2016
-
768 550 7,250 3,851 1,104 2,283 271 16,078
CP0108 CP0109 CP0110 CP0111 CP0112 CP0113
-
Total Open Space & Recreation
1,296,500
Mersey Vale Cemetery - Depot Shed & Staff Amenities Home Hill - Interpretive Signage BSMC - Solar Panel Installation Fourways Car Park Toilet & Parenting Facilities Upgrade Total Facilities
80,000 60,000 60,000 160,000 360,000
60,000
937,000
2,233,500
-
11,000
11,000
97,354 962,335 -
151,150 962,478 -
CF
TBA
(76,150) 82,000 (242,478) 20,000
-
CF Mar 2016 CF TBA
Oct 2015 May 2016 Dec 2015 TBA
7,551 42,000 30,000 160,000 700,000 35,000
Sept 2015 Sept 2015 Oct 2015 Feb 2016 Jan 2016 Jan 2016
Sept 2015 Sept 2015 Oct 2015 May 2016 Apr 2016 Feb 2016
40,000 8,000 36,000
Feb 2016 Sept 2015 TBA
Mar 2016 Sept 2015 TBA
21,962 109,277 3,000 10,000 25,000 (1,822)
NA
NA
Sept 2015 Oct 2015 Sept 2015 Nov 2015 TBA Sept 2015
Oct 2015 Nov 2015 Sept 2015 Nov 2015 TBA Oct 2015
awaiting Mussel Rock lighting on back order 201.5% 2014/15 Carry Forward Project 0.0% 133.7% 0.0% 5.6% 0.0% 0.0% 0.0% Design progressing 0.0% 0.0% 0.0% 0.0% 0.0% Financial contribution towards practice wicket upgrade 100.0% Financial contribution towards new training facility 0.2% 0.7% EOI process underway 0.0% 0.0% 0.0% 102.0% Works progressing - to be completed prior to summer pool season 54.8%
Facilities CB0069 CB0070 CB0071 CB0072
-
80,000 60,000 60,000 160,000 360,000
30,000
30,000
-
0.6% RFQ being sourced 0.0% 0.0% 0.0% Design progressing 0.1%
Stormwater CS0038 CS0039 CS0040 CS0041 CS0042 CS0043 CS0044 CS0045 CS0046 CS0047 CS0048 CS0049
William St SW Catchment Upgrade - Stage 4 Wattle Bank Close - Kerb & Open Drain Minor Stormwater Works Pilgrims Road Pipe Extension & Manhole William Street Stormwater Catchment Upgrade - Stage 5 Stormwater Outfall Risk Management - Coles Beach East Devonport Rec Centre Drainage Improvements Melrose Road - New Culvert near #772 Waverly Road _ New Culvert near #51 Manhole Lid Replacements Pit Replacements Reece Detention Basin Subsoil Drainage Renewal Total Stormwater
50,000 85,000 30,000 21,000 275,000 45,000 50,000 35,000 18,000 25,000 50,000 105,000 739,000
50,000
50,000 85,000 30,000 21,000 275,000 45,000 50,000 35,000 18,000 25,000 50,000 105,000 789,000
-
ITEM 4.8
926 658 1,583
1.5% 0.6% 24.2% 18.3% 0.3% 2.5% 0.0% 0.0% 0.0% 11.8% 0.0% 0.3% 2.2%
not a carry forward - delete Pits installed on Kelcey Tier Road Construction to commence in late September Awaiting approval from Crown Land Services
Design progressing Design progressing Design progressing
PAGE 132 Governance & Finance Committee - Attachment 2 - Capital Report - August 2015
ATTACHMENT [2]
Income 2015/16 Additional Funds Annual Budget Carried forward $ $
Expenditure 2015/16
Total Budget Available $
External Funding (incl in total) $
2015 Forecast $
2015 Actual $
Commitments $
Balance Total Expenditure
Remaining Funds $
Performance Measures Works Start
Works Completion
% Budget
Month
Month
Spent
CF
TBA
Comments
Transport CT0104
Formby Road Car park Arcade Link
8,000
8,000
-
5,695
5,695
2,306
CT0105
Road Network Minor Works
6,700
6,700
-
-
-
6,700
CT0112
Devonport Road Reconstruction - Turners Lane to McLeod Avenue
67,000
67,000
-
62,556
62,556
4,444
Sept 2015
Oct 2015
93.4% Quotation for asphalting of intersections has been accepted
CT0118 CT0127 CT0128 CT0129 CT0130 CT0131 CT0132 CT0133 CT0134 CT0135
Pedestrian Network Strategy (2012) Action Plan Implementation William St Pavement Reconstruction - Stewart to Steele Stewart St Pedestrian Facilities River Road Rural - Widening Stage 3 Bellamy Road Bridge Renewal Reseal Program 2015-16 Devonport Road - Guardrail Terminals Forth Road - Guardrail Terminals Duncan's Road Bridge Erosion Protection Signage Improvements - Ring Road Signage Implementation
37,000
37,000 400,000 20,000 250,000 225,000 700,000 20,000 50,000 25,000 50,000
11,943 270 10,527 1,263 4,211 1,226 1,482
463 463 547,546 -
12,405 270 10,990 1,263 551,757 1,226 1,482
37,000 387,595 19,730 239,010 223,737 148,243 20,000 50,000 23,774 48,518
Jan 2016 Oct 2015 Dec 2015 Sept 2015 Oct 2015 Aug 2015 Dec 2015 Jan 2015 Dec 2015 Aug 2015
Feb 2016 Dec 2015 Jan 2016 Oct 2015 Nov 2015 Feb 2016 Jan 2016 Feb 2015 Dec 2015 Sept 2015
0.0% 3.1% 1.4% 4.4% 0.6% 78.8% 0.0% 0.0% 4.9% 3.0%
Waiting on DSG relocations (Best and Formby) Tender period Tender period Construction commenced Tenders closed Asphalt contract works have commenced
CT0136 CT0137 CT0138 CT0139 CT0140 CT0141 CT0142 CT0143 CT0144 CT0145 CT0146 CT0147 CT0148 CT0149 CT0150 CT0151 CT0152 CT0153 CT0154 CT0155 CT0156 CT0157 CT0158 CT0159 CT0160 CT0161
Nicholls Street New Footpath - Percy to St Brendan Shaw College Caroline Street New Footpath - John Street to EDRC Winspears Road Footpath Renewal Payne Avenue Car Park - Retaining Wall Renewal Minor Footpath Renewal North Street Kerb Renewal - West of William Street Road Traffic Device Renewal Street Light Provision Transport Minor Works William St Pavement Reconstruction - Steele to Tasman Coraki Street Kerb Renewal -Adina Place to Triton Road Kelcey Tier Road Pavement Renewal -Melrose Road to Sherston Binda Place Renewal Torquay Road Pavement Renewal - Oak Crt to Canning Dr Parking Infrastructure Renewal Mersey Road Footpath Renewal - Dogs Home to Kelcey Tier Road Mersey Bluff Caravan Park -Internal Road Improvements Mersey Vale Cemetery -Seal Western Top Road Don Recreation Ground - Seal Car Park Tugrah Road New Footpath - North of Washington Drive Stony Rise Road New Footpath - Middle Road to Friend Street Stony Rise - Lawrence Drive Safety Improvements Middle Road -William Street to Bass Hwy Safety Improvements Kelcey Tier - Mersey Main Road Junction Improvement Devonport Road - McLeod Avenue to Horsehead Creek renewal Hiller Street & Ashburner Street Intersection Renewal
18,000 55,000 30,000 50,000 25,000 60,000 34,388 20,000 25,000 400,000 125,000 400,000 85,000 450,000 25,000 310,000 90,000 10,000 45,000 100,000 150,000 85,000 155,000 175,000 -
11,208 35 1,070 42 2,133 6,730 19,389 1,084 19 9,983 511 75 4,084 -
463 6,355 8,921 463 79,657 614 3,063 463 -
11,208 497 7,425 8,962 2,596 86,386 20,003 4,146 19 9,983 511 75 4,546 -
6,792 55,000 30,000 50,000 25,000 59,503 26,963 20,000 16,038 397,404 38,614 379,997 85,000 445,854 25,000 310,000 90,000 10,000 45,000 99,981 140,017 84,489 154,925 170,454 -
April 2015 Dec 2015 Feb 2016 Feb 2016 May 2016 Mar 2016 Nov 2015 TBA Dec 2015 Jan 2016 Sept 2015 Sept 2015 Jan 2016 Dec 2015 Dec 2015 Mar 2016 Apr 2016 Nov 2015 Nov 2015 May 2016 Sept 2015 Dec 2015 Apr 2016 Nov 2015 Jan 2016 May 2016
April 2015 Jan 2016 Mar 2016 Mar 2016 June 2016 Apr 2016 Nov 2015 TBA Jan 2016 Apr 2016 Oct 2015 Dec 2015 Feb 2016 Mar 2016 Jan 2016 Mau 2016 May 2016 Nov 2015 Dec 2015 June 2016 Nov 2015 Jan 2016 May 2016 Jan 2016 Mar 2016 June 2016
62.3% 0.0% 0.0% 0.0% 0.0% 0.8% 21.6% 0.0% 35.8% 0.6% 69.1% 5.0% 0.0% 0.9% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 6.7% 0.6% 0.0% 2.6%
Stage 1 has been completed
87,283
716,720
804,003
3,977,085
Total Transport
400,000 20,000 250,000 225,000 700,000 20,000 50,000 25,000 50,000 18,000 55,000 30,000 50,000 25,000 60,000 25,000 20,000 25,000 400,000 125,000 400,000 85,000 450,000 25,000 310,000 90,000 10,000 45,000 100,000 150,000 85,000 155,000 175,000 4,653,000
9,388
128,088
4,781,088
374,434
374,434
85,000 155,000 240,000 81,020 1,309,888
-
71.2% Pavement colouring to be completed in warmer weather not a carry forward - delete
Design progressing Quotation for supply and installation of signage has been accepted
Forthside Rd guardrail replaced Works at Webberleys Rd/Forthside Rd complete Design progressing Construction commenced Tenders closed Design progressing
Design progressing Design progressing Design progressing
16.8%
Plant & Fleet
CF0013 CF0015 CF0014
Hire Plant Replacement Plan (including disposal proceeds) Minor Plant Replacement Plan (including disposal
294,000
294,000
-
-
-
294,000
NA
NA
0.0% List of identified items to be progressively purchased
96,700
96,700
(4,111)
-
(4,111)
100,811
NA
NA
-4.3% List of identified items to be progressively purchased
proceeds) Fleet Replacement Plan (including disposal proceeds)
200,000
200,000
199,242
NA
NA
0.4% List of identified items to be progressively purchased
758
-
758 -
Total Plant & Fleet
590,700
-
590,700
-
-
(3,353)
-
-
(3,353)
594,053
-0.6%
35,900
204,100
NA
NA
141
189,859
NA
NA
Other Equipment
CE0006
Office Equipment
240,000
CC0007
Information Technology - Renewal & Upgrades
175,000
Total Other Equipment TOTAL CAPITAL EXPENDITURE - EXCLUDING LIVING CITY
415,000
15,000
430,000
8,054,200
1,130,088
9,184,288
2,496,000
3,000,000
5,496,000
2,496,000
3,000,000
5,496,000
10,550,200
4,130,088
14,680,288
Living City CB0068
Living City - Strategic Initiatives Total Living City
TOTAL CAPITAL EXPENDITURE - INCLUDING LIVING CITY
15000
240,000
245
35,655
190,000
141
-
386
35,655
36,041
393,960
8.4%
158,853
1,920,147
2,079,000
7,105,288
22.6%
1,350,888
1,350,888
-
July 2016
0.1% Ongoing program of IT infrastructure upgrades
1,185,124
29,018
1,214,142
4,281,858
-
1,185,124
29,018
1,214,142
4,281,858
22.1%
-
1,343,977
1,949,165
3,293,142
11,387,146
22.4%
ITEM 4.8
June 2015
15.0% List of identified items to be progressively purchased
22.1% Project to continue through duration of the year
PAGE 133 Report to Governance and Finance Committee meeting on 21 September 2015
4.9
GOVERNANCE & FINANCE REPORT File: 29468 D385684
RELEVANCE TO COUNCIL’S PLANS & POLICIES Council‟s Strategic Plan 2009-2030: Strategy 5.3.2
Provide appropriate support to elected members to enable them to discharge their functions
SUMMARY
This report provides a summary of the activities undertaken in the following areas of Council: Corporate and Business Services; Governance; and Organisational Performance.
BACKGROUND This report is provided to the Governance and Finance Committee every two months and aims to update the Aldermen and community on matters of interest. The functional areas of Council covered by this report include:
Governance Financial Reporting Strategic and Operational Plans Corporate Communication Human Resources Partnerships Risk Management and Insurances Information Technology Budget Management Car Parking
Property Management Legal Issues Customer Service Financial Strategy and Management -
Revenue and Rating Grants Loan Borrowings Compliance Related Policies
- Financial Reporting
STATUTORY REQUIREMENTS Council is required to comply with the provisions of the Local Government Act 1993 and other legislation.
DISCUSSION 1.
GOVERNANCE AND LEGAL
1.1
Legal Justice Porter handed down his hearing for a rates matter which had previously been dealt with in the Magistrates Court and subsequently by the defendant. An update was provided in the General Manager‟s report at the August Council meeting. To date, no appeal has been lodged with the Federal Court.
ITEM 4.9
PAGE 134 Report to Governance and Finance Committee meeting on 21 September 2015
1.2
Common Seal Register The following documents have been signed under Council‟s seal July, 2015 to date: REG/119
Plan of Survey - Linden Heights, Don
19/06/2015
REG/120
Venue Agreement - Devonport Jazz 2015
19/06/2015
REG/121
Venue Agreement - Devonport Jazz 2015
24/06/2015
REG/122
Performance Agreement - Devonport Jazz 2015
2/07/2015
REG/123
Performance Agreement - Devonport Jazz 2015
16/07/2015
REG/124
Performance Agreement - Devonport Jazz 2015
16/07/2015
REG/125
Plan of Survey - Denden Super P/L
27/07/2015
REG/126
Performance Agreement - Devonport Jazz 2015
30/07/2015
REG/127
Performance Agreement - Devonport Jazz 2016
31/07/2015
REG/128
Crown Land Lease
28/08/2015
REG/129
Plan of Survey - PA.2015.0052
31/08/2015
REG/130
Plan of Survey - SA2012.0005
31/08/2015
REG/131
Plan of Survey - Lucas Estate (Tas) Pty Ltd
3/09/2015
1.3
Property Management Council‟s property managers, Collins Real Estate continue to provide monthly updates on all properties with no major issues throughout the reporting period.
1.4
Aldermen’s Attendance Aldermen‟s attendance for the year to date is detailed as follows: Council No. of Meeting
Planning Authority
2
Attendance
Community Services
2 Member
Governance & Finance
1 Non Member
Member
Mayor Ald S L Martin
2
2
Ald D C Emmerton
2
2
Ald G F Goodwin
2
2
Ald A J Jarman
2
0
1
Ald J T Keay
2
0
1
Ald L M Laycock
2
0
1
Ald J F Matthews
1
1
Ald L M Perry
2
1
Ald A L Rockliff
2
Workshops
1
3
1
Non Member
1 0 0
Member
Non Member
0
1
0 1 0
Member
0 0
1 1
Leave of Absence Approved during the period
Non Member 0
2
0
3
1
3
1
1
0
0
Infrastructure & Works
1-11 October 2015
3 0
3
1
0
2
1-19 July 2015
0
0
0
28 July-30 Sept 2015
1
2 0
3
2.
ORGANISATIONAL PERFORMANCE
2.1
2014/15 Year End The focus for July and August 2015 has been the completion of the Financial Statements for the year ending 30 June 2015. The audit was completed on Friday 28 August 2015, with notification that the Deputy Auditor-General had signed the audit report. The Financial Statements will form part of the Annual Report along with financial commentary on the actual result compared to the budget. The Financial Report for the year ended 30 June 2015 is the subject of a separate report on this agenda.
ITEM 4.9
PAGE 135 Report to Governance and Finance Committee meeting on 21 September 2015
3.
CORPORATE SERVICES
3.1. Records Management The Tasmanian Archive and Heritage Office (TAHO) provide a suite of Guidelines and Advices for Council reference. Guidelines are formal documents issued by the State Archivist for which Councils must take reasonable steps to comply. Advices provide best practice information on all areas of record keeping. This period, the following Guidelines and Advices were issued 1.
Tasmanian Archives & Heritage Office (TAHO) Management Advice 2 – All about Appraisal
–
UPDATE
Information
Description: Appraisal is the evaluation of the business activities of an agency to determine how long Council‟s records should be kept to meet •
Business needs;
•
The agency's accountability requirements; and
•
Community expectations.
It informs the development of requirements for systems to create, capture and manage records, and the development of Retention and Disposal Schedule (DA2200). Records generated in the undertaking of all Council‟s activities need to be appraised. Comments: The information outlines how to undertake appraisal using a methodical approach. This advice has been distributed to all Records Staff for reference. 2.
Name Change for the Tasmanian Archives & Heritage Office (TAHO) Government Recordkeeping to the Government Information Strategy Unit (GISU) Comments: The Government Information Strategy Unit GISU (www.informationstrategy.tas.gov.au) went live on 19 August.
Website
The name change and website is being promoted to all Council employees through Newsletters & Communiqué‟s. 3
Tasmanian Archives & Heritage Office (TAHO) – Guideline No 5 2 – Recordkeeping Metadata The Guideline recognises the need for management of metadata as a key component of information management in the digital environment. Better metadata management will: •
Support information discovery
•
Reduce duplication in data collection
•
Facilitate information sharing for better service delivery
•
Assist in identifying critical information assets that require more intensive management. ITEM 4.9
PAGE 136 Report to Governance and Finance Committee meeting on 21 September 2015
The term „metadata‟ is used and understood by different communities in different ways. Recordkeeping metadata can be used to identify, authenticate and contextualise records and the people, processes and systems that create, manage and use them. The Guideline outlines minimum requirements for capturing and managing recordkeeping metadata. It has been developed to ensure that Permanent digital records are protected and accessible for future generations as State archives. Comments: Council‟s Records Management Policy 4.2.2.2 states “All business records must be created and captured to the appropriate recordkeeping system or business information system.” Council utilises the Electronic Document & Records Management System (EDRMS) called TRIM. TRIM is configured to capture metadata that meets the minimum requirements for all records placed within the system. 3.1.1. Offsite Storage of Records With a potential relocation of Council‟s Best Street offices as part of the LIVING CITY project, investigation has been undertaken regarding alternate records management practices to minimise risk and to simplify the movement of Council‟s hard copy records. Council Officers have visited Iron Mountain‟s Storage Facility and a separate report on this agenda recommends movement to this offsite storage facility for storage of Council records. 3.1.2. Australia Post Pricing Increases to Business Mail Australia Post is forecasting major losses to their mail services for the 2014-15 financial year and is therefore seeking to reform their letter services. Australia Post has lodged a draft notification with the Australian Competition and Consumer Commission to increase the cost of mail services (ACCC). Comments: Australia Post is planning to introduce pricing changes to their business letter services in October 2015 and January 2016. There are two pricing classifications for business mail, Regular and Priority timetable. Council does not use the Priority class. Pricing also varies according to business needs and Council has found the Imprint mail process the most cost appropriate given the irregular quantity and size of our mail outs. Effective 5 October 2015, prices for business Imprint letter services using the Regular timetable will increase by 2.3%. Subject to approval from the Australian Competition and Consumer Commission (ACCC) there will also be a further increase of up to 41.8% 4 January 2016 to business Imprint letter services. This will have a significant impact on the cost of outgoing mail for Council. Based on a typical fortnight (31 August to 11 September) the cost impact of the pricing would be as follows:
ITEM 4.9
PAGE 137 Report to Governance and Finance Committee meeting on 21 September 2015
Product
Current Cost ($)
Letters (small)
5 October ($)
4 January ($)
1116.95
1142.35
1619.75
to
107.42
109.88
155.80
Letters 125-250g
33.43
34.17
48.45
Letters 250g
Over
49.16
50.25
71.25
Total cost per fortnight
$1306.96
$1336.65
$1895.25
$29.69
$588.29
Letters 125g
Up
Price difference
The Management Team are reviewing alternative outgoing mail options to offset the pricing increases. 3.2. Risk Management and Insurance Number of Reported Incidents Reporting Period
Number of Reported Incidents Internal
Number of Reported Incidents External
July- August
31
13
Incident Type Internal Report Period
Personal Injury
Property Damage
Motor Vehicle
Near Hit
Hazard
Personal Threat
Stolen Property
JulyAugust
8
4
4
3
8
2
2
Non Conformance 0
Incident Type External Report Period
Personal Injury
Property Damage
Near Hit
Hazard
July-August
9
1
1
2
Insurance Claim Costs (Internal) Report Period
Actual Claim Costs
July-August
Approx $3427
Number of Claims
3
Actual Claims Descriptor
Winged barrier in push pit at Transfer Station was hit and damaged – Approx repair costs $2,000
Truck windscreen damaged by flying rock flicked up by passing motorist - $427
Council Ute left on slope with handbrake off vehicle crashed into fence - $1,000 excess
ITEM 4.9
PAGE 138 Report to Governance and Finance Committee meeting on 21 September 2015
Please note where ever possible Council endeavours to recover costs from the offender or third party. Insurance Claim Costs (External) Report Period
Potential Claim Costs
Actual Claim Costs
July-August
$0
$0
Number of Claims
0
0
Actual Claims Descriptor Nil 3.2.1. Risk, Health & Safety and Emergency Management Activities
Conducted four Workplace Inspections – Best St x 2, Devonport Oval, Works Depot Safe Work Method Statements were completed – 2 – Chinaman‟s Creek & Storm Water Manhole North West Region Emergency Management Committee Meeting held 12 August Emergency Management Act to be reviewed within the next 12 months. Awaiting the outcome of review of the Tasmanian Emergency Management arrangements
3.2.2. Insurance Renewals A new reference group has been formed by Council‟s public liability insurer Liability Mutual Plus (LMI) with representation from Devonport, Clarence, Central Coast, Georgetown, Hobart and Launceston Councils. LMI is represented by three of their risk managers, legal counsel, research and strategy insurance manager. The aim of the group is to investigate ways of reducing or maintaining stability in premiums, maintaining full membership of the scheme, identifying key claim drivers and monitoring emerging risks, lower risk exposure so that the community and Council can live/operate safely, review legislative changes and continuous improvement. 3.2.3. Training A training session was delivered to outdoor staff relating to Aging Health & Awareness. 36 workers attended and were presented with information regarding changes in the body as you continue to age and opportunity for a blood pressure checks. There were a number of doctors and student doctors on hand to undertake the blood pressure checks. The Risk Management Coordinator delivered a training session at TAFE to a group undertaking an Aged Care course. The training covered Health & Safety, the Work Health & Safety Laws and Risk Management Principles. On Wednesday 26 August the Safety Officer attended information sessions organised by Worksafe Tasmania. The sessions included aging of the workforce, longevity and how it effects retirement, succession planning and knowledge retention. The other session related to developing high performing teams and leaders to deliver cultural change, leadership and improve the organisation‟s performance.
ITEM 4.9
PAGE 139 Report to Governance and Finance Committee meeting on 21 September 2015
3.3. Human Resources 3.3.1. Recruitment Staff positions advertised in July and August 2015 Position Parking and Information Officer - Casual Marketing and Events Officer) Permit Authority Administration Officer Customer Service Officer
Department Work Location Corporate and Business Best Street Offices Services Community Services Best Street Offices Infrastructure Works and Best Street Offices Development Corporate and Business Best Street Offices Services
Staff Appointments in July and August 2015 Position Name Gallery Emily Kennel Administration Officer & Curator (Temporary parttime direct appointment) Staff Departures in July & August Position Name
Department Community Services
Department
Work Location Devonport Regional Gallery
Work Location
Date Effective
Parking and Lindy Hays Information Officer
Corporate Best Street 30/7/2015 and Business Offices Services
Events Administration Assistant
Diane Williams
Community Services
Permit Authority Administration Officer
Melinda Norton
Infrastructure Best Street 19/8/2015 Works and Offices Development
Customer Service Officer
Lesa McConnon
Corporate Best Street 28/8/2015 and Business Offices Services
Best Street 30/7/2015 Offices
3.3.2. Workers Compensation Claims Policy Year ending Number of Workers 30 June Compensation Claims lodged with Council’s Insurer 30/6/2016 4 claims 30/6/2015* 30/6/2014
12 claims 8 claims ITEM 4.9
Gross value incurred by the Insurer (including estimates) $103, 442.66 (no costs incurred estimate only) $234,376.77 $ 20,368.14
PAGE 140 Report to Governance and Finance Committee meeting on 21 September 2015
30/6/2013 * 30/6/2012 30/6/2011
13 claims 13 claims 17 claims
$218,523.42 $140,681.41 $395,319.38
Commentary: * A claim/s remains open in this year ending. New Workers Compensation claims for the period There were four new worker‟s compensation claims lodged in total during July and August 2015. Seven claims remain open in total, of which one claim is pending and referred for dispute to the Workers Rehabilitation and Compensation Tribunal. The remainder of injured workers are participating in Return to Work and Injury Management Plans. 3.3.3. Work Experience Numerous work experience opportunities have been offered to job seekers and students as part of recognised programs to provide opportunities for participants to gain an understanding of the requirements of their particular occupational area of interest in which they are placed. The following students have completed and/or currently participating in work experience throughout the organisation: Date
Work Experience Program
Student
Location of placement
13 July 2015 to 16 UTAS – Alec October 2015 Corporate Heazlewood Internship Program – Skills Audit
Human Resources, Corporate and Business Services
24 July 2015 to 31 Sheffield July 2015 School
DECC, Corporate and Business Services
Troydan Mason
28 July 2015 until My Pathway – Ian Wright end of December Work for the 2015 (3 days per Dole program week)
Infrastructure and Works
3/8/2015 24/8/2015 (Mondays)
Visitor Information Centre and Bass Strait Maritime Centre, Community Services
to Don College
Declan Howell
3.3.4. Staff Training HR Coordinator and Executive Manager Corporate and Business Services attended the Special Interest Group Meeting – HR Forum on 27 August 2015. The agenda covered informal investigations, apprentice and traineeships and Aging Workforce master class by Geoff Pearman. 3.3.5. Policies Reviewed The following management policies have been reviewed, updated and endorsed by the Management Team in August 2015: ITEM 4.9
PAGE 141 Report to Governance and Finance Committee meeting on 21 September 2015
Recognition and Reward Procedure Police Check and Working with Children Check Procedure 3.4. Customer Service 3.4.1. National Local Government Customer Service Network. Quarterly meeting was held on 19 August 2015. Rod Warrington, Trainer for Tasmania Police was guest speaker and he discussed how to recognise danger signs with aggressive people and how to protect ourselves. He gave practical advice about surroundings and realising objects in the office that could be potential weapons, ie: heavy stapler on front counter in reach of aggressive person. Discussions are now being held to consider if this training would be beneficial for other front line Council staff. 3.5. Finance 3.5.1. S337 Certificates During the months of July and August, 123 Section 337 certificates were issued under the Local Government Act, 1993. This information is a good indicator of property sales in the area. A comparison of July and August 2015 to the same period last year is shown below.
Council Land Information Certificates 80 70
75
60 50
60 July
48
55
40
August
30 20 10 0 2014
2015
3.5.2. Rates Statistics Percentage of Rates Paid 2015/2016
2014/2015
2013/2014
July
14.58%
9.12%
9.74%
August
35.87%
34.86%
35.52%
ITEM 4.9
PAGE 142 Report to Governance and Finance Committee meeting on 21 September 2015
Number of Properties Paid in Full 2015/2016
2014/2015
2013/2014
Number Percentage Number Percentage Number Percentage July
1034
8.50%
740
6.11%
*1405
11.66%
August
2838
23.34%
2306
19.03%
2655
22.04%
*Note: Housing Tasmania (776 properties) paid in July 2013, compared to August 2014 & 2015
3.6. Parking 3.6.1. Pay By Phone On Thursday 27 August the Easy Park pay by phone app went live. Council was the first Council in Tasmania to introduce this option for parking. The app will be trialled for the next twelve months and is available in all off street car parks. In the first two weeks 155 cars have used the app with the average price of $4.50 paid. 3.6.2. Parking Statistics Income – Car 14/15 Parks (Total)
15/16
July
$62,949.57 $66,059.61
August
$64,340.81 $68,408.00
Income Meters
from 14/15
15/16
July
$32,286.86 $51,317.59
August
$59,531.37 $48,188.96
Infringements Issued
14/15
15/16
July
2526
2315
August
2656
1403
3.6.3. Best Street PAYL Car park In July of 4667 paying cars:
920 cars stayed between 15 and 30 mins 686 cars stayed between 30 and 45 mins 781 cars stayed between 45mins and 1 hour
3775 cars stayed no longer than 2 hours 892 cars stayed longer than two hours
81% cars stayed up to 2 hours 19% stayed over 2 hours
In August of 4353 paying cars:
874 cars stayed between 15 and 30 mins 616 cars stayed between 30 and 45 mins 779 cars stayed between 45mins and 1 hour ITEM 4.9
PAGE 143 Report to Governance and Finance Committee meeting on 21 September 2015
3602 cars stayed no longer than 2 hours 751 cars stayed longer than two hours
83% cars stayed up to 2 hours 17% stayed over 2 hours
Best Street Income
14/15
15/16
July
$10,793.81 $9,633.51
August
$10,348.32 $8,324.00
3.7. Devonport Entertainment and Convention Centre (DECC) 3.7.1. Theatre Performances & Events The Devonport Entertainment and Convention Centre continued to present a very busy and varied program of live performing arts during July and August 2015. During this period the DECC presented four productions from its 2015 Theatre Season. The productions were specifically selected to provide local audiences an opportunity to experience new and imaginative theatre productions. I am Jack was a one man play, which sent a wonderful message about bullying and how to overcome it. In conjunction with the performance, additional community engagement opportunities were offered with the company providing a teaching artist to facilitate bullying workshops with local schools. The DECC also presented two performances of Erth‟s Dinosaur Zoo. This was an educational show that provided entertainment for both children and adults alike, with dinosaur facts and life-size puppets brought to life through innovative technology. This sold out performance was a highlight for the 2015 season. Overall, in excess of 5,000 patrons attended the 21 performances which were held in at the Centre during July and August. Eight performances were programmed as part of The Devonport Jazz Festival and St Brendan Shaw College presented a successful theatre season of Disney‟s Little Mermaid Jnr. Theatre attendances in July were comparable to 2014 however; there was a favourable increase in attendances for August with the focus on family entertainment. 3.7.2. Meetings and Functions A total of 16 non-performance events including meetings, seminars and professional development sessions were held at the Centre by the following organisations:
Consultant Pharmacy Services Scala Institute Alcohol, Tobacco & Drugs Council of Tasmania Anglicare Vantage Group Worksafe Tasmania Incitec Pivot AAC Catering – Private Function Cradle Coast Innovations Andrew Jones Travel ITEM 4.9
PAGE 144 Report to Governance and Finance Committee meeting on 21 September 2015
People with Disabilities Australia Joint Standing Committee on Treaties DECC - Theatre & Function Patrons 7000 6000 5000 4000 3000
2013
2000
2014
1000
2015
0
3.8. Information Technology 3.8.1. Public Wi-Fi Statistics July
ITEM 4.9
PAGE 145 Report to Governance and Finance Committee meeting on 21 September 2015
August
Visitor vs Local information (from 1 Dec 2014 to 10 Sept 2015) Local: 3,131 Visitor: 4,076 Total: 7,207 Please Note: the question can‟t be set to mandatory at this stage, users can just bypass it by not answering; answers can‟t be tracked by month so this a total since the service was installed. 3.8.2. Crypto Locker On Thursday 27 August, Council‟s database was affected with a crypto locker issue. An email crypto ware link was opened by a staff member, which let the software install, encrypting documents and programmes to which the account had access. The IT team isolated the main backup server and then made the decision to shut down necessary databases. All staff were asked to check their PC for encrypted files and only one PC had been completely encrypted. IT have now have created an action list with short term and long term future changes which need to be implemented to ensure this does not happen again, including changes to access rights on staff computers. 4
CORPORATE COMMUNICATION - JULY/AUGUST 2015
4.1
Websites 4.1.1 Devonport City Council Website A new Devonport City Council website was launched in mid-August 2015. It is based on the Seamless OpenCities content management system and contained 582 pages at the time of „go-live‟.
ITEM 4.9
PAGE 146 Report to Governance and Finance Committee meeting on 21 September 2015
The new site has been designed with a far greater visual appeal, more online forms and a simpler menu structure than Council‟s previous website. The new platform is mobile-responsive and features a home page that focuses on council‟s core services and users „top tasks‟.
Devonport City Council Website Visitor Sessions 18000
Vission sessions
16000 14000 12000
'12/13 13/14
10000
14/15 15/16
8000 6000 4000
ITEM 4.9
PAGE 147 Report to Governance and Finance Committee meeting on 21 September 2015
Devonport City Council website Statistics Total Visitor sessions Total page views Average daily sessions Average session duration (minutes) Average page views per visit Device Category Desktop Mobile Phone Tablet Top 10 Pages
New Website 19-31 August 2015
Old Website 1-18 August 2015
3,917 11,917 301
Old Website 1-31 July 2015
7,735 21,221 430
13,436 84,288 433
2:16
0-30 secs
0-30 secs
3.04
2.74
6.27
51.80% 35.95% 12.25%
N/A N/A N/A
N/A N/A N/A
1. Home Page 2. Employment Opportunities 3. How to Contact Us 4. Careers 5. How to Apply 6. Job Application Form 7. Council approves creation of dog exercise park 8. Contact Us 9. Mersey Vale Cemetery Search 10. Current Works & Projects
1. Home Page 2. Employment Opportunities 3. Media Releases 4. Payment Options 5. Mersey Vale Cemetery Search 6. Transfer Station 7. Contact us 8. TendersContracts 9. Your Council 10. Devonport Interim Planning Scheme
1. 2. 3. 4. 5. 6. 7. 8. 9. 10.
Home Page Media Releases Payment Options Employment Opportunities Contact Us Mersey Vale Cemetery Search Transfer Station Your Council News Financial Assistance
4.1.2 LIVING CITY Website The LIVING CITY website was launched in August 2014 and since this time has been viewed 19,579 times. The site experienced its highest monthly traffic since its launch in July 2015 due to the release of the Stage 1 plans. LIVING CITY
August 2015
Website Statistics Total visitor sessions Average daily sessions Top 5 Pages
994 -84.9% 32 1. 2. 3. 4. 5.
Home Videos Documents News The Story So Far
ITEM 4.9
July 2015 1,853 N/A 60 1. Home 2. Videos 3. Plans for Food Pavilion Unveiled 4. First class conference centre, LINC & on-stop customer service shop planning for new civic building 5. Feedback sought on plans for Stage 1 of LIVING CITY
PAGE 148 Report to Governance and Finance Committee meeting on 21 September 2015
4.1.3 Speak Up Devonport Website Council‟s online engagement platform www.speakupdevonport.com.au is utilised for all of Council community consultations. During the reporting period Speak Up Devonport Website Statistics Active Consultations
Total Aware: Number of people (unique users) who have visited the website during the period Total Informed: Number of people who have taken some actions to learn more about projects on the website during the period. Total Engaged The number of people who have actively contributed to selected projects/ consultations.
4.2
August 2015 Mersey Bluff Sound Shell Sportsground Lighting Community Survey 865
July 2015 Stage 1 LIVING CITY plans Floral & Fauna emblems 1,225
418
865
8
43
Social Media Council currently utilises both Twitter and Facebook as social media tools to engage with the community and local media. Council‟s corporate Twitter account (@devonportcity) was launched in December 2014 and had 204 followers as at 31 August 2015. It is actively used to „break‟ news to the media, including the „tweeting‟ of decisions during Council meetings. The Devonport City Council Facebook page was launched in March 2011 and is well utilised by the community. DCC Facebook Page Statistics Facebook Followers: Number of Facebook users who „like‟ the DCC Facebook page at the end of each period. Facebook Reach: Number of Facebook users who have seen content associated with the page during the period (individual users can be „reached‟ numerous times per month). Facebook Engaged Users: Unique number of people who actively engaged with the page by liking, commenting, sharing or clicking on posts on the page during the period.
August 2015
July 2015
3,440 +37.9%
3,389 +37.4%
109,764 +250.1%
87,062 +134.0%
11,783 +271.8%
10.866 +144.5%
Planning content scheduling and placement have significantly increased the page‟s reach and engagement, meaning that we are posting more content at the right times, which the community is finding more interesting and hence, interacting with more.
ITEM 4.9
PAGE 149 Report to Governance and Finance Committee meeting on 21 September 2015
During July and August 2015 the top ten page posts each month in terms of reach and engagement were: August 2015 Paintball facility planning approval Mersey Bluff Sound Shell consultation Dog exercise park planned Pay by phone parking introduced Employment opportunity – customer service officer 6. Employment opportunities – marketing, permits & parking officers 7. Community Survey released 8. Don Road Roadworks 9. Bike Riding Strategy 10. Ben Milbourne joins LIVING CITY 1. 2. 3. 4. 5.
4.3
July 2015 1. Biosecurity warning – Indian Myna birds 2. Staff service milestones – Lyndon Smith & Mick Lynd 3. LIVING CITY Stage 1 plans released 4. Lost animals - goats 5. Devonport Community House – Food Shed 6. Operation Zero is on today 7. Stony Rise/Middle Road roundabout 8. Photo of sunrise over Mersey River 9. BOM Weather Alert 10. Victoria Parade/River photo
Publications & Media During the month of July 2015, Council published: Council Update – explaining key decisions from the July Council meeting One (1) LIVING CITY eNewsletter One (1) Speak Up Devonport eNewsletter One (1) Your Devonport. Your City. Online eNewsletter Five (5) media releases & alerts: Public feedback sought on Stage 1 LIVING CITY plans First class conference centre, LINC & one-stop customer service shop planned for new civic building Plans for LIVING CITY Food Pavilion revealed Artist Onboard exhibition opens at the Bass Strait Maritime Centre Applications for Community Grants now open During the month of August 2015, Council published:
4.4
Council Update – explaining key decisions from the August Council meeting Two (2) LIVING CITY eNewsletters One (1) Your Devonport. Your City. Online eNewsletter Seven (7) media releases: Council launches new customer friendly website Ben Milbourne appointed LIVING CITY Food ambassador Council approves creation of a dog exercise park Council to trial pay-by-phone for car parks Input sought on future of Mersey Bluff Sound Shell Community feedback sought on sports ground lighting proposal Devonport residents invited to help shape a better community
E-Newsletters E-newsletters are a cost effective, targeted and communicating with residents and target audiences.
measurable
means
of
The LIVING CITY eNews was launched in June 2014 and is used to release tailored LIVING CITY news to subscribers on a regular basis. It had 478 subscribers as at 31 August 2015.
ITEM 4.9
PAGE 150 Report to Governance and Finance Committee meeting on 21 September 2015
Your Devonport. Your City. Online is a new eNews which was launched in late June 2015 to provide Devonport residents with a monthly snapshot of Council news and community events. It had 283 subscribers as at 31August 2015. E-Newsletters are also sent to registered Speak Up Devonport participants regarding the launch of community consultations, of which there were 599 as at 31 August 2015. LIVING CITY eNews Subscribers as 31/8/15 eNews Name Campaign Date Open Rate Click Rate eNews Name Campaign Date Open Rate Click Rate eNews Name Campaign Date Open Rate Click Rate
at
478 Have your say on the plans for Stage 1 of LIVING CITY 1/7/15 40.1% 18.7% Council takes on board community feedback 6/8/15 44.8% 8.5% Ben Milbourne teams up with LIVING CITY 21/8/15 45.0% 1.1%
Your Devonport. Your City. Online eNews 283
Speak Up Devonport eNews 599
July 2015
Have your say on the plans for Stage 1 of LIVING CITY 21/7/15 1/7/15 59.7% N/A 17.9% N/A August 2015 N/A 27/8/15 39.7% 13.5% N/A
N/A
The campaign open rates and click rates being achieved by Councilâ€&#x;s e-newsletters are significantly above the government industry rates of 23.9% and 2.9% respectively.
COMMUNITY ENGAGEMENT
The information provided above details any issues relating to community engagement.
FINANCIAL IMPLICATIONS
Any financial or budgetary implications related to matters discussed in this report will be separately reported to Council. There is not expected to be any impact on the Councilâ€&#x;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. ITEM 4.9
PAGE 151 Report to Governance and Finance Committee meeting on 21 September 2015
ATTACHMENTS Nil
RECOMMENDATION That it be recommended to Council that the Governance and Finance report be received and noted.
Author: Position:
Shane Crawford Executive Manager Business
Corporate
&
Endorsed By: Position:
ITEM 4.9
Paul West General Manager
PAGE 152 Governance and Finance Committee meeting Agenda 21 September 2015
5.0
CLOSED SESSION
RECOMMENDATION That in accordance with Regulation 15 of the Local Government (Meeting Procedures) Regulations 2015, the following be dealt with in Closed Session. Local Government (Meeting Procedures) Regulations 2015 Reference
Item No
Matter
5.1
Outstanding Rates Debtors - Three Years 15(2)(j) and Over
5.2
Outstanding Debtors - 90 Days and Over 15(2)(j) Report
PAGE 153 Governance and Finance Committee meeting Agenda 21 September 2015
OUT OF CLOSED SESSION RECOMMENDATION That the Committee move out of Closed Session.
6.0
CLOSURE
There being no further business the Chairman declared the meeting closed at <insert time> pm.