Agenda governance and finance committee 21 november 2016 by Devonport City Council

NOTICE OF MEETING

Notice is hereby given that a Governance and Finance Committee meeting of the Devonport City Council will be held in the Council Chambers, 17 Fenton Way, on Monday 21 November 2016, commencing at 5:30pm.

The meeting will be open to the public at 5:30pm.

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 November 2016

AGENDA FOR A MEETING OF THE GOVERNANCE AND FINANCE COMMITTEE OF DEVONPORT CITY COUNCIL HELD ON MONDAY 21 NOVEMBER 2016 AT THE COUNCIL CHAMBERS AT 5:30PM Item

1.0

Page No.

APOLOGIES ............................................................................................... 1 Ald CD Emmerton Ald SL Martin

2.0

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

3.0

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

3.1

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

3.1.1

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

3.1.2

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

3.2

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

4.0

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

4.1

Public Land Register - Update to Register (D440778) ............................................................... 4

4.2

Annual Plan Progress Report - September-October 2016 (D442137) ................................... 32

4.3

Commemorative Seat Policy and Procedure (D444650)....................................................... 52

4.4

Minutes of Meetings - Audit Panel - 24 October 2016 and 14 November 2016 (D446181) ........................................................................................................................................ 61

4.5

Elected Members' Expenditure Report - September/October 2016 (D446525) ................. 71

4.6

Devonport City Digital Strategy 2017-2021 (D447768) ............................................................ 74

4.7

Purchasing Policy (D447817)...................................................................................................... 109

4.8

Financial Management Strategy (D447827) .......................................................................... 123

4.9

Finance Report for October 2016 (D448016) .......................................................................... 166

4.10

Section 23 Committee Appointments (D448556) .................................................................. 177

4.11

Governance & Finance Report (D391239) ............................................................................. 179

5.0

CLOSED SESSION - CONFIDENTIAL MATTERS .............................................. 191 Out Of Closed Session ................................................................................ 192

6.0

CLOSURE .............................................................................................. 192

PAGE 1 Governance and Finance Committee meeting Agenda 21 November 2016

Agenda of a meeting of the Devonport City Council’s Governance and Finance Committee to be held at the Council Chambers, 17 Fenton Way, Devonport on Monday 21 November 2016 commencing at 5:30pm. PRESENT Present Chair

Ald Goodwin Ald C D Emmerton Ald S L Martin Ald T M Milne Ald L M Perry Ald A L Rockliff

Apology

9 9

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

1.0

APOLOGIES The following apologies were received for the meeting. Ald Emmerton Ald Martin

2.0

Apology Apology

DECLARATIONS OF INTEREST

PAGE 2 Governance and Finance Committee meeting Agenda 21 November 2016

3.0

PROCEDURAL

3.1

PUBLIC QUESTION TIME Members of the public are invited to ask questions in accordance with the following resolution of Council (Min Ref 54/16): 1.

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

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

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

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

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

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

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

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

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

PAGE 3 Governance and Finance Committee meeting Agenda 21 November 2016

3.1.1

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

3.1.2

Question without notice from the public

3.2

QUESTIONS ON NOTICE FROM ALDERMEN At the time of compilation of the agenda no questions on notice from Aldermen were received.

PAGE 4 Report to Governance and Finance Committee meeting on 21 November 2016

4.0

GOVERNANCE AND FINANCE REPORTS

4.1

PUBLIC LAND REGISTER - UPDATE TO REGISTER File: 28636 D440778

RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 5.3.1

Review and amend governance structures, policies and procedures to adapt to changing circumstances

SUMMARY This report is provided to Council to advise of updates to the Public Land Register list, which was formally adopted by Council in May 2015.

BACKGROUND In accordance with the Local Government Act 1993, all Councils are required to maintain a Public Land Register, and to make it available for public inspection. Since the Public Land Register was formally adopted by Council in May 2015, a review has identified additional properties that require inclusion on the Register.

STATUTORY REQUIREMENTS Section 177A of the Local Government Act 1993 (“the Act”) stipulates: (1)

The following land owned by a council is public land: a) b) c) d) e)

f) g) (2)

a public pier or public jetty; any land that provides health, recreation, amusement or sporting facilities for public use; any public park or garden; any land occupied under section 176 for the purposes of establishing or extending public land; any land shown on a subdivision plan as public open space that is acquired by a council under the Local Government (Building and Miscellaneous Provisions) Act 1993; any other land that the council determines is public land; any other prescribed land or class of land.

The general manager is to: a) b)

keep lists or maps of all public land within the municipal area; and make the lists and maps available for public inspection at any time during normal business hours.

DISCUSSION A review of the Public Land Register has identified that it requires updating to include three properties that were not included in the previous version of the Register. Parcels of land at Kiah Place, and Adina Place, East Devonport and 15 McArthur Drive, Spreyton, require inclusion in accordance with Section 177A of the Act.

ITEM 4.1

PAGE 5 Report to Governance and Finance Committee meeting on 21 November 2016

COMMUNITY ENGAGEMENT No community engagement has been undertaken in respect to this report. However, members of the community may object in writing to the General Manager in respect of an omission or inclusion of land on the Register.

FINANCIAL IMPLICATIONS There are no financial implications for Council in relation to updating its Public Land Register.

RISK IMPLICATIONS There are no risks identified in Council updating its Public Land Register.

CONCLUSION It is recommended that the Public Land Register be updated to include public land located at Kiah Place, East Devonport, Adina Place, East Devonport and 15 McArthur Drive, Spreyton.

ATTACHMENTS ֳ 1.

Public Land Register - Updated November 2016

ֳ 2.

Public Land Register Maps - Updated November 2016

RECOMMENDATION That it be recommended to Council that: (a)

the Public Land Register be updated to include land at Kiah Place and Adina Place, East Devonport and 15 McArthur Drive, Spreyton, and

(b)

an updated copy of the Register be publicly available on Council’s website and at the Council Offices.

Author: Position:

Karen Hampton Governance Coordinator

Endorsed By: Position:

ITEM 4.1

Paul West General Manager

PAGE 6 Public Land Register - Updated November 2016

ATTACHMENT [1]

ITEM 4.1

PAGE 7 Public Land Register - Updated November 2016

ATTACHMENT [1]

ITEM 4.1

PAGE 8 Public Land Register - Updated November 2016

ATTACHMENT [1]

ITEM 4.1

PAGE 9 Public Land Register - Updated November 2016

ATTACHMENT [1]

ITEM 4.1

PAGE 10 Public Land Register - Updated November 2016

ATTACHMENT [1]

ITEM 4.1

PAGE 11 Public Land Register - Updated November 2016

ATTACHMENT [1]

ITEM 4.1

PAGE 12 Public Land Register - Updated November 2016

ATTACHMENT [1]

ITEM 4.1

PAGE 13 Public Land Register - Updated November 2016

ATTACHMENT [1]

ITEM 4.1

PAGE 14 Public Land Register - Updated November 2016

ATTACHMENT [1]

ITEM 4.1

PAGE 15 Public Land Register Maps - Updated November 2016

ITEM 4.1

ATTACHMENT [2]

PAGE 16 Public Land Register Maps - Updated November 2016

ITEM 4.1

ATTACHMENT [2]

PAGE 17 Public Land Register Maps - Updated November 2016

ITEM 4.1

ATTACHMENT [2]

PAGE 18 Public Land Register Maps - Updated November 2016

ITEM 4.1

ATTACHMENT [2]

PAGE 19 Public Land Register Maps - Updated November 2016

ITEM 4.1

ATTACHMENT [2]

PAGE 20 Public Land Register Maps - Updated November 2016

ITEM 4.1

ATTACHMENT [2]

PAGE 21 Public Land Register Maps - Updated November 2016

ITEM 4.1

ATTACHMENT [2]

PAGE 22 Public Land Register Maps - Updated November 2016

ITEM 4.1

ATTACHMENT [2]

PAGE 23 Public Land Register Maps - Updated November 2016

ITEM 4.1

ATTACHMENT [2]

PAGE 24 Public Land Register Maps - Updated November 2016

ITEM 4.1

ATTACHMENT [2]

PAGE 25 Public Land Register Maps - Updated November 2016

ITEM 4.1

ATTACHMENT [2]

PAGE 26 Public Land Register Maps - Updated November 2016

ITEM 4.1

ATTACHMENT [2]

PAGE 27 Public Land Register Maps - Updated November 2016

ITEM 4.1

ATTACHMENT [2]

PAGE 28 Public Land Register Maps - Updated November 2016

ITEM 4.1

ATTACHMENT [2]

PAGE 29 Public Land Register Maps - Updated November 2016

ITEM 4.1

ATTACHMENT [2]

PAGE 30 Public Land Register Maps - Updated November 2016

ITEM 4.1

ATTACHMENT [2]

PAGE 31 Public Land Register Maps - Updated November 2016

ITEM 4.1

ATTACHMENT [2]

PAGE 32 Report to Governance and Finance Committee meeting on 21 November 2016

4.2

ANNUAL PLAN PROGRESS REPORT - SEPTEMBER-OCTOBER 2016 File: 26469 D442137

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

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

SUMMARY To provide an update on the progress of the 2016/17 Annual Plan as at 31 October 2016.

BACKGROUND Council adopted its 2016/17 Annual Plan on 27 June 2016. The Annual Plan outlines the actions to be undertaken this financial year to work towards achieving Council’s strategic goals.

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

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

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

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

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

CONCLUSION The 2016/17 Annual Plan Progress Report as at 31 October 2016 is provided for the information of the Aldermen and the community.

ATTACHMENTS ֳ 1.

Annual Plan Progress Report- July - October 2016

RECOMMENDATION That it be recommended to Council that the 2016/17 Annual Plan Progress Report for the period ended 31 October 2016 be received and noted. Author: Position:

Karen Hampton Governance Coordinator

Endorsed By: Position:

ITEM 4.2

Paul West General Manager

PAGE 33 Annual Plan Progress Report- July - October 2016

ATTACHMENT [1]

ITEM 4.2

PAGE 34 Annual Plan Progress Report- July - October 2016

ATTACHMENT [1]

ITEM 4.2

Annual Plan Progress Report- July - October 2016

PAGE 35

ITEM 4.2

ATTACHMENT [1]

Annual Plan Progress Report- July - October 2016

PAGE 36

ITEM 4.2

ATTACHMENT [1]

Annual Plan Progress Report- July - October 2016

PAGE 37

ITEM 4.2

ATTACHMENT [1]

Annual Plan Progress Report- July - October 2016

PAGE 38

ITEM 4.2

ATTACHMENT [1]

Annual Plan Progress Report- July - October 2016

PAGE 39

ITEM 4.2

ATTACHMENT [1]

Annual Plan Progress Report- July - October 2016

PAGE 40

ITEM 4.2

ATTACHMENT [1]

Annual Plan Progress Report- July - October 2016

PAGE 41

ITEM 4.2

ATTACHMENT [1]

Annual Plan Progress Report- July - October 2016

PAGE 42

ITEM 4.2

ATTACHMENT [1]

Annual Plan Progress Report- July - October 2016

PAGE 43

ITEM 4.2

ATTACHMENT [1]

Annual Plan Progress Report- July - October 2016

PAGE 44

ITEM 4.2

ATTACHMENT [1]

Annual Plan Progress Report- July - October 2016

PAGE 45

ITEM 4.2

ATTACHMENT [1]

Annual Plan Progress Report- July - October 2016

PAGE 46

ITEM 4.2

ATTACHMENT [1]

Annual Plan Progress Report- July - October 2016

PAGE 47

ITEM 4.2

ATTACHMENT [1]

Annual Plan Progress Report- July - October 2016

PAGE 48

ITEM 4.2

ATTACHMENT [1]

Annual Plan Progress Report- July - October 2016

PAGE 49

ITEM 4.2

ATTACHMENT [1]

Annual Plan Progress Report- July - October 2016

PAGE 50

ITEM 4.2

ATTACHMENT [1]

Annual Plan Progress Report- July - October 2016

PAGE 51

ITEM 4.2

ATTACHMENT [1]

PAGE 52 Report to Governance and Finance Committee meeting on 21 November 2016

4.3

COMMEMORATIVE SEAT POLICY AND PROCEDURE File: 17492 D444650

RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 4.1.3

Promote passive recreational usage including walking, bike paths, trails, parks and playspaces

SUMMARY To consider the Commemorative Seat Policy and Procedure which contains guidelines regarding the placement of commemorative seats within public open spaces in Devonport.

BACKGROUND Council adopted Memorial Seat Guidelines in August 2010. A review of these guidelines determined that a policy and procedure be developed, and that the guidelines refer specifically to requests for commemorative seats. Council periodically receives requests for the placement of commemorative seats within the City. Commemorative seats provide an opportunity to recognise significant contributions made to the Devonport community by individuals, organisations, businesses or clubs, or to mark important milestones.

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

DISCUSSION The placement of commemorative seats within the community is a visible and tangible way of recognising significant contributions made by individuals, organisations, businesses or clubs to Devonport, or to mark or commemorate important milestones. Commemorative seats add to the amenity of public open spaces whilst serving the purpose of recognising contribution and/or marking milestones. Applications for commemorative seats will be reviewed and assessed by a crossorganisational assessment team to determine eligibility, and suitability of the proposed location. A report will be submitted to Council, who will determine the outcome of the application.

COMMUNITY ENGAGEMENT There was no community engagement undertaken regarding the proposed Policy. If deemed necessary however, stakeholder and community consultation may be undertaken on specific applications to provide information and enable feedback and advice on the proposed commemorative seat.

FINANCIAL IMPLICATIONS The provision of amenity in public open spaces is costly, incurring ongoing costs associated with routine maintenance and vandalism. The costs of purchasing and installation will be borne by the applicant, however the seat, once installed, will become Council’s property, and with this, responsibility for maintenance and repairs.

ITEM 4.3

PAGE 53 Report to Governance and Finance Committee meeting on 21 November 2016

RISK IMPLICATIONS x

Asset & Property Infrastructure Once installed, the commemorative seat will become Council’s property. It will be added to Council’s Asset Register, and responsibility for maintenance and repairs will be at Council’s expense. Council does however, reserve the right to remove the seat, without referral or compensation, should the seat fall into disrepair, become vandalised, or pose a risk to the public.

CONCLUSION Commemorative seats provide an opportunity to acknowledge significant contributions to the Devonport community or important milestones, and for the amenity of public open spaces within Devonport to be enhanced, in accordance with guidelines and policy.

ATTACHMENTS ֳ 1.

Commemorative Seat Policy and Procedure

RECOMMENDATION That it be recommended to Council that the Commemorative Seat Policy and Procedure be adopted, and it be made publicly available on Council’s website and at the Council Offices.

Author: Position:

Karen Hampton Governance Coordinator

Endorsed By: Position:

ITEM 4.3

Paul West General Manager

PAGE 54 Commemorative Seat Policy and Procedure

ATTACHMENT [1]

ITEM 4.3

PAGE 55 Commemorative Seat Policy and Procedure

ATTACHMENT [1]

ITEM 4.3

PAGE 56 Commemorative Seat Policy and Procedure

ATTACHMENT [1]

ITEM 4.3

PAGE 57 Commemorative Seat Policy and Procedure

ATTACHMENT [1]

ITEM 4.3

PAGE 58 Commemorative Seat Policy and Procedure

ATTACHMENT [1]

ITEM 4.3

PAGE 59 Commemorative Seat Policy and Procedure

ATTACHMENT [1]

ITEM 4.3

Commemorative Seat Policy and Procedure

PAGE 60

ITEM 4.3

ATTACHMENT [1]

PAGE 61 Report to Governance and Finance Committee meeting on 21 November 2016

4.4

MINUTES OF MEETINGS - AUDIT PANEL - 24 OCTOBER 2016 AND 14 NOVEMBER 2016 File: 30196 D446181

RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 5.6.4

Provide internal and external audit functions to review Council's performance, risk management, financial governance and reporting

SUMMARY To report the following in relation to meeting of the Audit Panel: x

Special Audit Panel Meeting - 24 October 2016 (confirmed)

Devonport & Central Coast Councils Shared Audit Panel – 14 November 2016 (unconfirmed); and

Devonport City Council Audit Panel – 14 November 2016 (unconfirmed).

BACKGROUND The Audit Panel is in place to assist Council in fulfilling its oversight responsibilities by providing independent advice and assurance regarding the Council’s financial management, risk management, internal control and compliance framework. In late 2014, Council determined to establish a shared Audit Panel arrangement with Central Coast Council. The Audit Panel of each Council comprises two elected members and two independent members. The independent members are appointed jointly by both Councils to be shared between each Council’s Audit Panel.

STATUTORY REQUIREMENTS All councils must have Audit Panels that operate in accordance with Part 8 of Division 4 of the Local Government Act 1993 (the Act) and the Local Government (Audit Panels) Order 2014.

DISCUSSION The minutes of the recent meetings of the Audit Panel are attached for Aldermen’s information. Items of note from the special meeting include: x

LIVING CITY Interest Rate Swap

Items of note from the combined meeting include: x

presentation of the Annual Report and discussion on the Annual General Meeting;

presentation of the Business Continuity Plan, insurance coverage and management of workplace health and safety matters as well as discussion regarding risk management processes of Council;

impact of the changes to the Building Act and Regulations to take effect on 1 January 2017; and

ITEM 4.4

PAGE 62 Report to Governance and Finance Committee meeting on 21 November 2016

a request that Council consider the Panel membership as part of the Audit Panel Charter review in December.

The Devonport City Council Audit Panel discussed the following: x

LIVING CITY Risk Register;

September 2016 financial report;

Draft Long Term Financial Plan;

Interest rate swaps entered into by Council;

Final management letter issued by the Tasmanian Audit Office on completion of the 2016 audit;

Draft Purchasing Policy

A motion was passed at the Shared Panel that as part of the annual review of the Audit Panel Charter, each Council consider the need to appoint an independent panel member with financial experience and skills to complement the existing two independent members. This matter will be canvassed with the Councils early as part of the Annual Review process.

COMMUNITY ENGAGEMENT There was no community engagement undertaken because of this report.

FINANCIAL IMPLICATIONS There are no financial implications because of this report.

RISK IMPLICATIONS The Audit Panel plays a key oversight role in Councilâ&#x20AC;&#x2122;s Risk Management activities providing elected members with an extra level of comfort that the systems in place are adequate. Within its charter, the primary objectives of the Audit Panel are to consider whether: x

the annual financial statements of the Council accurately represent the state of affairs of the Council;

the Strategic Plan, Annual Plan, long-term financial management plan and longterm strategic asset management plans of the Council are integrated and the processes by which, and assumptions under which, those plans were prepared are sound and justified;

the accounting, internal control, anti-fraud, anti-corruption and risk management policies, systems and controls that the Council has in relation to safeguarding its longterm financial position are appropriate;

the Council is complying with the provisions of the Act and any other relevant legislation;

all strategic and business risks affecting the Council are identified and assessed, and the effectiveness of mitigation controls evaluated; and

the Council has taken any action in relation to previous recommendations provided by the Audit Panel to the Council.

CONCLUSION The information contained in the report and the minutes of the Audit Panel meetings held on 24 October 2016 and 14 November 2016 is presented to Council. ITEM 4.4

PAGE 63 Report to Governance and Finance Committee meeting on 21 November 2016

ATTACHMENTS ֳ 1.

Audit Panel Minutes 24 October 2016 - DCC Special Meeting

ֳ 2.

Unconfirmed Audit Panel Minutes 14 November 2016 - Shared

ֳ 3.

Unconfirmed Audit Panel Minutes 14 November 2016 - DCC

RECOMMENDATION That it be recommended to Council that following minutes of the Audit Panel the be received and noted: x

Special Audit Panel Meeting - 24 October 2016 (confirmed)

Devonport & Central Coast Councils Shared Audit Panel – 14 November 2016 (unconfirmed); and

Devonport City Council Audit Panel – 14 November 2016 (unconfirmed).

Author: Position:

Kym Peebles Executive Manager Performance

Organisational

Endorsed By: Position:

ITEM 4.4

Paul West General Manager

PAGE 64 Audit Panel Minutes 24 October 2016 - DCC Special Meeting

ITEM 4.4

ATTACHMENT [1]

PAGE 65 Audit Panel Minutes 24 October 2016 - DCC Special Meeting

ITEM 4.4

ATTACHMENT [1]

PAGE 66 Unconfirmed Audit Panel Minutes 14 November 2016 - Shared

ITEM 4.4

ATTACHMENT [2]

PAGE 67 Unconfirmed Audit Panel Minutes 14 November 2016 - Shared

ITEM 4.4

ATTACHMENT [2]

PAGE 68 Unconfirmed Audit Panel Minutes 14 November 2016 - Shared

ITEM 4.4

ATTACHMENT [2]

PAGE 69 Unconfirmed Audit Panel Minutes 14 November 2016 - DCC

ITEM 4.4

ATTACHMENT [3]

PAGE 70 Unconfirmed Audit Panel Minutes 14 November 2016 - DCC

ITEM 4.4

ATTACHMENT [3]

PAGE 71 Report to Governance and Finance Committee meeting on 21 November 2016

4.5

ELECTED MEMBERS' EXPENDITURE REPORT - SEPTEMBER/OCTOBER 2016 File: 22947 D446525

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 September-October 2016 is detailed below: Mayor Steve Martin $ 118.03 Mobile telephone expenses $ 535.54 Accommodation expenses (meetings in Hobart) $ 331.17 Meal expenses (meetings in Hobart) (July to October due to processing delay) $ 37.85 Travel expenses (parking, taxi etc) $ 90.00 Meeting expenses $ 229.09 General items for Pirate Day $ 1,010.38 Registration fee for 16th International Cities, Town Centres and Communities Conference Alderman Rockliff $ 40.91 DCCI dinner (representing the Mayor) Alderman Matthews $ 1,010.38 Registration fee for 16th International Cities, Town Centres and Communities Conference Aldermen $ 647.00

iPad expenses

The attached table sets out the cumulative expenditure for the 2016/17 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.

ITEM 4.5

PAGE 72 Report to Governance and Finance Committee meeting on 21 November 2016

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

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

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

CONCLUSION Expenses are reported on a monthly basis in accordance with Council’s direction.

ATTACHMENTS ֳ 1.

Cumulative Total - Year to Date - October 2016

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

Author: Position:

Karen Hampton Governance Coordinator

Endorsed By: Position:

ITEM 4.5

Paul West General Manager

PAGE 73 Cumulative Total - Year to Date - October 2016

ATTACHMENT [1]

ITEM 4.5

PAGE 74 Report to Governance and Finance Committee meeting on 21 November 2016

4.6

DEVONPORT CITY DIGITAL STRATEGY 2017-2021 File: 32558 D447768

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 present the Devonport City Digital Strategy 2017-2021 to Council for adoption.

BACKGROUND The Devonport City Digital Strategy 2017-2021 (“Digital Devonport”) intends to provide a clear direction for how to utilise smart and emerging technology to achieve community goals. It aims to reflect the physical, community and economic factors that determine the digital needs, expectations and priorities of the community. The Strategy has been developed to ensure Devonport residents, businesses and Council can meet, adapt to and capitalise on the rapid changes in digital technology. It is recognised that Devonport faces low levels of digital literacy and many residents experience challenges in accessing digital information and communication technologies. The forthcoming roll out of the National Broadband Network provides an impetus to act on this challenge, amongst many others, which the Strategy aims to address though a range of prioritised initiatives. Council resolved at their meeting held 26 September 2016 (min no 178/16 refers) to endorse the draft strategy for a 30 day consultation period.

STATUTORY REQUIREMENTS Section 20 of the Local Government Act 1993 states: (1)

In addition to any functions of a council in this or any other Act, a council has the following functions: (a)

to provide for the health, safety and welfare of the community;

(b)

to represent and promote the interests of the community;

The Strategy provides direction for these functions of Council.

DISCUSSION The aim of Digital Devonport over the next five years is to: Together, enhance the capacity of residents, community organisations, business and government to build a strong, thriving and connected community enabled by the innovative use of emerging digital technology. It is envisioned that this will be achieved by undertaking a number of actions grouped under three key focus areas: 1. 2. 3.

A Vibrant Economy An Empowered, Engaged and Connected Community Innovative Local Governance

Key challenges, desired outcomes and suggested actions have been developed from a combination of community and Council staff feedback, current and future digital trends ITEM 4.6

PAGE 75 Report to Governance and Finance Committee meeting on 21 November 2016

and policy frameworks. plan.

The attached Strategy document includes a detailed action

Strategic Focus 1. A Vibrant Economy This includes strategies and projects that focus on better use of emerging technologies to foster opportunities and growth for businesses operating and investing in Devonport, whilst improving the consumer and visitor experience. Key Challenges: x x x x

Regional demographic profile characterised by small population (and corresponding small business sector), low income earners and high proportion of older residents creates different spending patterns High unemployment High number of small businesses with tight resources to engage in the digital economy Market forces creating competition from digital business worldwide (increase in online shopping, social media advertising, etc)

Desired Outcomes: x x x

Greater business engagement with digital technology Improved marketing of the City Enriching the Devonport experience for consumers and visitors

Actions include: x x x x x x x

Create digital resources and services that benefit the retail, tourism and hospitality sectors Establish an online directory/shopfront of local businesses Facilitate capacity building programs for Devonport business Establish an ongoing program of business and technology mentoring Enhance visitor experience Encourage digital skill placements for students in local businesses Investigate the need to create a virtual and/or physical space that provides opportunities and support for digital business start-ups

Strategic Focus 2. An Empowered, Engaged and Connected Community These initiatives aim to improve quality of life and social inclusion; encourage greater connections and partnerships between residents, community organisations, business and government; and foster or support social, cultural and learning opportunities. Key Challenges: x x x x x x

High levels of social and economic disadvantage. Devonport is one of the most socio-economic disadvantaged communities in Australia, having a SEIFA index score in 2011 of 902 (13% of Australian suburbs are more disadvantaged) Entrenched social and economic challenges â&#x20AC;&#x201C; for example welfare dependency; food insecurity; alcohol, drug and mental health issues; affordable housing; gambling; affordable/accessible health services; high unemployment Fear of technology Changing patterns of social interaction as a result of social media and on-line accessibility 24/7 Risk of further social exclusion as a result of low digital literacy and challenges to accessing digital information and communication technologies Tight resources of community non-profit organisations limit uptake of current and emerging technologies ITEM 4.6

PAGE 76 Report to Governance and Finance Committee meeting on 21 November 2016

Digital skills required of future workforce

Desired Outcomes: x x x x x

Increase in levels of digital literacy Improved access to digital technology (affordability, connectivity etc) Enhanced feelings of personal and community safety More civic participation Greater sense of community vibrancy and connectedness

Actions include: x x x x x x x x

Expand the public Wi-Fi Network Raise awareness of or expand the role of community facilities/services and other relevant public infrastructure to act as key digital hubs to increase skills and access to emerging technology Promote and or create a range of digital resources to enhance community safety Assist community sector to engage productively in the digital economy Develop a program that encourages and helps households/individuals get online Investigate smart city infrastructure Encourage digital arts activity Investigate the development of a Devonport Information mobile application

Strategic Focus 3. Innovative Local Governance The third focus area includes opportunities for how technology may help Council improve business process, provide more cost effective services and strengthen engagement with the community. Key Challenges: x x x x x

Ability to meet changing customer/ratepayer expectations of service delivery Balancing digital innovation with skill level of community Digital capacity – infrastructure, skill level of staff, financial resources Overcoming any internal or community resistance to change Encouraging community input into Council projects and decisions

Desired Outcomes: x x x x x

Council fulfils role of enabler to increase community uptake of digital technology Improved business processes, efficiency and effectiveness Smarter use of community assets and infrastructure A more engaged local community Increased internal capacity to innovate and utilise emerging digital technology

Actions include: x x x x x x x x x x

Enhance the City’s electronic services Adopt a digital first policy for all content Enhance on-line participation in decision-making Improve and expand Council’s published online data Build Council’s digital management and systems capacity Embrace mobile devices in all areas of service delivery Expand cloud computing services Review the use of smart data gathering technologies and how mass insight data should be managed and utilised Pursue shared service opportunities Consider flexible working arrangements for staff ITEM 4.6

PAGE 77 Report to Governance and Finance Committee meeting on 21 November 2016

x x

Participate in trials of innovative and emerging technologies for service delivery Integrate digital inclusion principles in Partnership Agreements

COMMUNITY ENGAGEMENT Invitation to comment on the draft Strategy was provided to the public through Council’s on-line engagement portal, Speak Up Devonport, from 27 September 2016 to 2 November 2016 inclusive. No comments on the Strategy content were received. Consequently, no modifications have been made to the draft document.

FINANCIAL IMPLICATIONS Recommended actions in the Strategy require resourcing from a range of sources. Some actions will require an allocation in future operational and capital budgets that will be considered on an annual basis as part of Council’s budgetary process.

RISK IMPLICATIONS x

Corporate and Business The Strategy sets out a series of actions that will may improve the business processes of Council. These are deemed to be low risk.

Information Technology There is a risk that the information technology resources of Council will be under pressure to fulfil the requirements of the Strategy. An annual operational plan prioritising Strategy actions will need to be developed to manage potential risks.

CONCLUSION The Devonport City Digital Strategy reflects the work undertaken by the Digital Strategy Working Group and influenced by the results of a community and internal staff consultation. The action plan will be reviewed annually with a full review of the Strategy to occur in 2021.

ATTACHMENTS ֳ 1.

Devonport City Digital Strategy 2017-21

RECOMMENDATION That it be recommended to Council that in relation to the Devonport City Digital Strategy 2017-2021: a)

it be noted that no community feedback was received; and

the Strategy be adopted.

Author: Position:

Carol Bryant Executive Officer Community Services

Endorsed By: Position:

ITEM 4.6

Shane Crawford Executive Manager Corporate, Community & Business Services

PAGE 78 Devonport City Digital Strategy 2017-21

ATTACHMENT [1]

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PAGE 79 Devonport City Digital Strategy 2017-21

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PAGE 80 Devonport City Digital Strategy 2017-21

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PAGE 81 Devonport City Digital Strategy 2017-21

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Devonport City Digital Strategy 2017-21

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PAGE 109 Report to Governance and Finance Committee meeting on 21 November 2016

4.7

PURCHASING POLICY File: 26315 D447817

RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 5.3.1

Review and amend governance structures, policies and procedures to adapt to changing circumstances

SUMMARY To present the Purchasing Policy for adoption.

BACKGROUND Council policies are in place to facilitate and ensure the effective and consistent administration of relevant legislation and/or matters of significance to both Council and the community. Council’s Policy framework enhances the administration and management of policies that assist in the delivery of Council services. The Purchasing Policy is designed to complement the Code for Tenders and Contracts and applies to purchases up to $99,999. The Policy review date has been set to coincide with the review of the Code for Tenders and Contracts to ensure that any relevant legislative and/or business process changes are captured in the correct document.

STATUTORY REQUIREMENTS There are no statutory requirements which relate to this report. Policies are drafted and reviewed based on relevant legislation pertaining to the policy.

DISCUSSION The purchasing process aims to procure goods and services for use in Council operations in accordance with accepted purchasing principles as set out in the attached policy. The overriding objective is to procure goods and services that best meets requirements and provides the best value for money. Council undertakes approximately 8,500 purchasing transactions per year, with the majority of transactions below $5,000. The Purchasing Policy clearly defines purchasing thresholds and the level of documentation required to complete each transaction. The requirement to request quotations and raise purchase orders within the predetermined financial delegations of Council acts as an integral internal control in the purchasing process.

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

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

RISK IMPLICATIONS x

Political/Governance Without policies in place, Council undertakes the risk of inconsistency and ineffective management and oversight of legislation and matters that affect its operations and ITEM 4.7

PAGE 110 Report to Governance and Finance Committee meeting on 21 November 2016

the community. Likewise, out of date or defunct policies pose a risk to Council’s performance and operations, particularly if not aligned with current legislative and best practice requirements and obligations.

CONCLUSION The attached policy outlines the purchasing principles, thresholds and relevant documentation and approval process governing purchases up to $99,999. The policy reflects contemporary internal controls and business processes and was reviewed by the Audit Panel on 14 November 2016.

ATTACHMENTS ֳ 1.

Draft Purchasing Policy

ֳ 2.

Request For Quotation

RECOMMENDATION That it be recommended to Council that the Purchasing Policy be adopted, and it be made publicly available on Council’s website and at the Council Offices.

Author: Position:

Kym Peebles Executive Manager Performance

Organisational

Endorsed By: Position:

ITEM 4.7

Paul West General Manager

PAGE 111 Draft Purchasing Policy

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PAGE 119 Request For Quotation

ATTACHMENT [2]

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PAGE 120 Request For Quotation

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PAGE 121 Request For Quotation

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PAGE 122 Request For Quotation

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PAGE 123 Report to Governance and Finance Committee meeting on 21 November 2016

4.8

FINANCIAL MANAGEMENT STRATEGY File: 32155 D447827

RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 5.5.2

Ensure comprehensive financial planning to meet sustainability requirements

SUMMARY The purpose of this report is to present the Financial Management Strategy (FMS) for adoption.

BACKGROUND The FMS is a Council strategy prepared in accordance with the Ministerial Order issued in 2014 by the Minister for Local Government. The strategy has been prepared to provide Council with a strategic framework to guide the development of annual budgets and the preparation of longer term financial planning. Council first adopted the Financial Management Strategy in June 2015 (Min 115/15 refers). This document included a Long Term Financial Plan (LTFP) for the 10 years to June 2025. In February 2016 an updated LTFP was included as part of the financial information supporting the funding model for Stage 1 of LIVING CITY. The LTFP included in the attached document includes financial projections for the construction and subsequent operations of Stage 1 and progress of Stages 2 and 3.

STATUTORY REQUIREMENTS Local Government (Content of Plans and Strategies) Order 2014 requires Council to prepare a FMS and outlines the contents required.

DISCUSSION The FMS is a key document in Council’s medium term financial planning and uses data from Council’s existing Long Term Asset Management Plans, 5 year capital works program and budget to project operating results and capital investment for the next 10 years. In order to demonstrate medium term financial sustainability, Council’s ongoing asset management commitments and requirements must be reflected in future financial planning. The FMS demonstrates that Council can continue to provide the current level of services and invest in new and existing assets while progressing the LIVING CITY project. The assumptions in relation to LIVING CITY are a combination of the “as planned” and “worst case” LTFP presented in March, updated for new information particularly regarding interest rates. It is assumed that Stages 2 and 3 will progress, however all revenue and expenditure assumptions in relation to Stage 1 reflect the most conservative position adopted in the “worst case” scenario. Since March 2016, Council has refinanced its existing debt of $20.3M and entered into a finance arrangement for the construction phase with ANZ. Overall cost of capital for the existing debt has reduced from 5.09% to 2.56% initially, and the estimated cost of debt for the $39M construction loan is 3.2%. This represents a significant saving from the interest expense included in the original estimates in March.

ITEM 4.8

PAGE 124 Report to Governance and Finance Committee meeting on 21 November 2016

Subsequent negotiations with the State Government has resulted in a change in ownership arrangements for the LINC and Service Tasmania facilities. Ownership of this part of the Civic building will now revert to the State Government on completion, resulting in an estimated saving in depreciation of $200,000 per annum. The combined savings in interest and depreciation has improved the forecast operating result over the 10 year period, with underlying operating surpluses predicted in all but 2018/19 and 2019/20. Based on the forecast in the LTFP, Council will return to an operating surplus of $1.1M in 2025/26 and cash balances will be $8.26M by the end of the 10 years and remain above the target of $3M for the life of the Plan.

COMMUNITY ENGAGEMENT No community consultation has been undertaken specifically in relation the strategy. The FMS will be available to the public via Council’s website.

FINANCIAL IMPLICATIONS Whilst there are no financial implications directly related to this report, the FMS sets out the 2016/17 budget and forward projections to the 2026 financial year. It incorporates all projected operational and capital expenditure for that period. The FMS balances the financial constraints between the Long Term Asset Management Plan requirements and other funding requirements with the need to remain financially sustainable.

RISK IMPLICATIONS x

Financial The FMS sets out clear financial principles and strategies that will assist to ensure Council remains financially sustainable into the future.

CONCLUSION The FMS is an important document in Council’s financial and risk management frameworks and has the key objective of demonstrating Council’s financial sustainability over the medium term. The FMS has been produced in accordance with legislative requirements and includes relevant and current asset management data and was presented to the Audit Panel on 14 November 2016.

ATTACHMENTS ֳ 1.

Financial Management Strategy 2026

RECOMMENDATION That it be recommended to Council that it adopt the attached Financial Management Strategy with immediate effect.

Author: Position:

Kym Peebles Executive Manager Performance

Organisational

Endorsed By: Position:

ITEM 4.8

Paul West General Manager

PAGE 125 Financial Management Strategy 2026

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Financial Management Strategy 2026

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Financial Management Strategy 2026

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Financial Management Strategy 2026

PAGE 162

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PAGE 163 Financial Management Strategy 2026

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Financial Management Strategy 2026

PAGE 164

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PAGE 165 Financial Management Strategy 2026

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PAGE 166 Report to Governance and Finance Committee meeting on 21 November 2016

4.9

FINANCE REPORT FOR OCTOBER 2016 File: 26544 D448016

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 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 October 2016. Included in the report are the following: Financial Summary – This report provides an overview of Council’s Operational and Capital Income and Expenditure, along with details on cash position and Debtors information for the reporting period. Summarised Operating Report – This report provides a summary of operational income and expenditure for the period to date compared to both the YTD Budget and Annual Budget. The Report has been amended to include the Forecast Operating Position as at the date of the Report. Financial Charts – These charts provide a visual representation of year to date Income and Expenditure compared to budget and prior year, plus a Capital Expenditure chart which demonstrates the progress of the current year capital plan against budget and prior year capital plan information for reference. Balance Sheet Report – This report provides a snapshot of Council’s financial position at the end of the reporting period. Capital Expenditure Report – This report provides a list of all approved capital expenditure projects with their allocated budget, YTD expenditure and forecast expenditure including commentary in relation to budget variances, as well as whole of project budget and cost for those projects which span more than one financial year.

COMMUNITY ENGAGEMENT No community engagement was required for this report.

FINANCIAL IMPLICATIONS This report presents Council’s operating result and financial position and is provided for information purposes. ITEM 4.9

PAGE 167 Report to Governance and Finance Committee meeting on 21 November 2016

RISK IMPLICATIONS x

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.

Council Meeting - Attachment 1 - Finance Report - Oct 2016

ֳ 2.

Council Meeting - Attachment 2 - Capital Works - Oct 2016

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

Author: Position:

Rodney O’Rourke Accountant

Endorsed By: Position:

ITEM 4.9

Kym Peebles Executive Manager Performance

Organisational

PAGE 168 Council Meeting - Attachment 1 - Finance Report - Oct 2016

ATTACHMENT [1]

Devonport City Council FINANCE REPORT For the month ended October 2016

The operating result for October Year to Date is a deficit of $1.06M which represents a 6.1% loss on budget. The unfavourable result is due to the market value adjustment of $1.7M relating to the early payout of loans held with Tascorp. Operating Income Rates & Service Charges - $268K Favourable Rates and services charges are ahead of budget due to a significant number of both commercial and residential supplementary assessments processed late in 2015/16 therefore increasing rate income processed in the 1/7/2016 rate run. A $300K forecast adjustment has been made. In addition the gain includes approximately $67K of unbudgeted rates income from previously exempt independent living units, the additional income has been partially offset by a 80% remission (refer 'Other Expenses' below). Fees and User Charges - $11K Favourable Fees and user charges are currently slightly ahead of budget largely due to: development fees $47K & property leases $20K, these gains are partially offset by unfavourable variations in parking fees $33K, animal registrations $13K and transfer station fees $10K.

Grants - Operating - $1K Unfavourable Variations are relatively minor and relate to the gallery and corporate revenue. Contributions - Operating - $16K Unfavourable The unfavourable variation relates to marketing and events sponsorship partially offset by favourable developer contributions. Dividend Income - $12K Favourable The favourable variation relates to above budget Dulverton Waste Management tax equivalence income. Profit sharing - $19K Unfavourable The unfavourable variation relates to a 50% profit sharing arrangement with Belgravia Leisure and is based on the 2015/16 trading period of Splash Aquatic and Leisure Centre. A $19K forecast adjustment has been made. Interest Income - $62K Favourable The favourable variation relates to interest income as a result of a higher than expected investment balance at the beginning of the financial year and improved interest rates through the use of short term deposits. A $60K forecast adjustment has been made. Other Revenue - $91K Favourable The majority of the favourable variation relates to the recovery of parking fines $57K, private works income $18K, insurance claims and a fuel tax rebate relating to prior years $7K.

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PAGE 169 Council Meeting - Attachment 1 - Finance Report - Oct 2016

ATTACHMENT [1]

Operating Expenses Employee Benefits - $380K Favourable Expenditure on employee benefits is below budget, the favourable variation consists of: direct employee costs $210K, leave entitlements $68K, employee related costs (training, w/comp & payroll tax) $80K and superannuation $22K. The variation can be attributed in part to unfilled vacancies as the budget for employee costs was based on 148.5 FTE's whereas the actual YTD figure for October totalled 143.96 FTE's. Materials and Services - $73K Favourable Expenditure on materials is currently less than budget particularly in the areas of: consultants $127K, utilities $64K, advertising and printing $54K these favourable variations were partially offset by above budget contractor expenditure particularly on urban and rural roads maintenance. Actual and budget expenditure are expected to more closely align as the year progresses.

Depreciation - $39K Unfavourable Depreciation is currently above budget with the majority of the unfavourable variation in the areas of: Stormwater, Urban Roads and the Aquatic Centre. Financial Costs - $1.8M Unfavourable The variance relates to an interest rate market adjustment paid to the Tasmanian Public Finance Corporation (Tascorp) on the early payout of existing Tascorp loans. The loans were refinanced through ANZ with competitive interest rates expected to result in future interest savings. Levies & Taxes - $92K Unfavourable The unfavourable variation relates to Council rates and land tax. Council rates charged to the aquatic centre exceed budget, the increase in rates charges is directly related to a supplementary revaluation reflecting the capital upgrade of the facility. A $49K forecast adjustment has been made. Land tax currently exceeds budget and is expected to realign as land tax is recouped from Council's commercial lessees.

Other Expenses - $9K Unfavourable The variation in other expenses is due to an unbudgeted 80% general rate remission provided for independent living units and the timing of community grants and benefit payments, these unfavourable variations were partially offset by gains in election expenses, bad debts expense and Councillors remuneration. Internal Charges and Recoveries - $6K Unfavourable Internal charges and recoveries are slightly behind budget as a result of fewer labour hours being capitalised than planned. Net recoveries from Operations are behind budget by $18K, Infrastructure is ahead of budget by $8K and plant $4K. According to the Works system, to the end of October 2016, a total of 4,256 labour hours have been capitalised compared to a budget of 4,407 hours.

Balance Sheet The balance of Capital Work in Progress at the end of Oct is $14.2M, of which $13.3M relates to prior years projects not yet capitalised, including $8.3M in relation to the LIVING CITY Project. To date, $1.10M has been capitalised relating to prior year capital projects.

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PAGE 170 Council Meeting - Attachment 1 - Finance Report - Oct 2016

SUMMARISED OPERATING REPORT YTD Budget

ATTACHMENT [1]

YTD to October 2016 YTD Variance $ %

Actual

Full Budget 2017

Forecast 2017

INCOME Rates and Service Charges Fees and User Charges Grants - Operating Contributions - Operating Dividend Income

26,884,975

27,153,134

268,159

1.0%

26,970,475

27,270,475

2,104,208

2,115,487

11,279

0.5%

6,337,100

6,387,100

562,667

561,599

(1,067)

-0.2%

2,127,000

47,687

31,441

(16,246)

-34.1%

81,790

301,000

313,222

12,222

4.1%

2,007,000

Profit Sharing

30,000

11,002

(18,998)

-63.3%

30,000

11,000

Interest Income

83,333

145,732

62,399

74.9%

250,000

310,000

Other Revenue

320,988

412,020

91,032

28.4%

1,058,832

30,334,857

30,743,637

408,780

1.3%

38,862,197

39,253,197

TOTAL INCOME

EXPENSES Employee Benefits

4,185,645

3,805,348

380,297

9.1%

12,125,543

Materials and Services

4,075,520

4,002,252

73,268

1.8%

13,019,128

Depreciation

2,770,267

2,810,258

(39,991)

-1.4%

8,310,800

203,241

1,976,796

(1,773,555)

-872.6%

1,077,441

2,786,441

1,334,971

1,427,129

(92,158)

-6.9%

3,237,643

3,296,643

460,925

469,893

(8,968)

-1.9%

1,068,170

1,112,170

(189,719)

(183,512)

(6,208)

3.3%

Financial Costs Levies & Taxes Other Expenses Internal Charges and Recoveries

TOTAL EXPENSES NET OPERATING SURPLUS / (DEFICIT)

(569,157)

12,840,849

14,308,164

(1,467,315)

-11.4%

38,269,569

40,081,569

17,494,008

16,435,473

(1,058,535)

-6.1%

592,628

(828,372)

855,079

CAPITAL ITEMS Grants - Capital

779,500

(75,579)

384,117

Gain / Loss on Disposal of Assets

(369,081)

Change in Value of Investment in DRWMA

Contributions - Capital

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

(569,156)

-8.8%

4,928,434

#DIV/0!

14,200,000

(369,081) #DIV/0! -

(699,000)

0.0%

105,000

855,079

794,536

(60,542)

-7.1%

18,534,434

18,349,087

17,230,009

(1,119,077)

-6.1%

19,127,062

98.0%

98.1%

ITEM 4.9

94.3%

PAGE 171 Council Meeting - Attachment 1 - Finance Report - Oct 2016

ATTACHMENT [1]

FINANCIAL SUMMARY

YTD to October 2016

Operating Summary

YTD Budget

Actual

Annual Budget

Revenue Expenditure

30,334,857 12,840,849

30,743,637 14,308,164

38,862,197 38,269,569

Operating Position

17,494,008

16,435,473

592,628

Capital Expenditure Summary

Annual Budget

Capital Expenditure

Actual

42,000,765

4,888,315

Rates Debtors Infringement Debtors Sundry Debtors Planning & Health Debtors

October 2016

June 2016 (3,095) 113,998 359,988 9,696

13,071,512

480,587

2016/2017 - Current 2015/2016 - 1 Year 2014/2015 - 2 Years 2013/2012 - 3 Years 2012/2013 - Older

June 2016

1,545,211 17,365,526

3,240,687 13,546,681

18,910,737

16,787,368

Rates Debtors Ageing October 2016

12,160,836 84,173 813,962 12,542

(828,372)

42,244,904

October 2016

Debtor Information

39,253,197 40,081,569

Annual Forecast

Cash Information

Operating Account (Reconciled balance) Interest-Earning Deposits

Current Forecast

11,883,478 142,659 54,338 27,633 52,728

% of Annual Rates 43.8%

12,160,836

Cash Investment Information Actual Rate ANZ Cash Deposits - At Call ANZ Loan Repay. A/c - (existing loans) - At Call CBA Cash Deposits - At Call ANZ - Term Deposit AMP - Term Deposit

2.00% 2.00% 1.00% 3.10% 185 days maturing 31/10/2016 2.95% 211 days maturing 7/03/2017

October 2016 6,482,584 76,667 1,806,276 4,000,000 5,000,000 17,365,526

All cash investments are invested in compliance with Council's Investment Policy. Benchmarks: BBSW90 Day Index RBA Cash Rate

1.81% 1.50%

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

ITEM 4.9

PAGE 172 Council Meeting - Attachment 1 - Finance Report - Oct 2016

ITEM 4.9

ATTACHMENT [1]

PAGE 173 Council Meeting - Attachment 1 - Finance Report - Oct 2016

BALANCE SHEET REPORT

ATTACHMENT [1]

As at October 2016 31 Oct 2016

30 Jun 2016

1,545,211 179,908 17,365,526 12,160,836 84,173 813,962 12,542 90,961 71,834 247,958 32,572,910

3,240,687 187,524 13,546,681 (3,095) 113,998 359,988 9,696 991,162 75,834 238,912 18,761,387

Current Assets Cash at Bank and On Hand Trust Deposits Cash Investments Receivables - Rates and Utility Charges Receivables - Infringements Receivables - Sundry Receivables - Planning & Health Accrued Revenue Prepayments Net GST Receivable

Non Current Assets Dulverton Regional Waste Management Authority TasWater Property, Plant & Equipment Accumulated Depreciation - PP&E Capital Work in Progress

4,739,203 85,664,333 666,016,001 (256,060,665) 14,214,383 514,573,256

4,739,203 85,664,333 665,671,066 (254,027,708) 10,395,113 512,442,007

547,146,166

531,203,394

1,337,837 526,222 218,600 732,000 1,080,316 1,131,958 5,026,933

420,707 2,575,498 182,754 892,023 1,023,424 1,123,133 6,217,539

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

19,498,000 454,889 19,952,889

19,615,333 454,889 20,070,222

Total Liabilities

24,979,821

26,287,761

522,166,345

504,915,633

297,322,422 1,467,918 9,267,428 196,878,567 16,435,473 794,536

297,301,720 1,467,918 9,267,428 194,276,437 1,763,615 838,515

Total Equity

522,166,345

504,915,633

Current Ratio:

6.48

3.02

Total Assets Current Liabilities Trade Creditors Accruals Trust Liability Loans - Current Annual Leave Long Service Leave - Current

Non Current Liabilities

Net Assets Equity Asset Revaluation Reserve Asset Revaluation Reserve - Associates Other Reserves Accumulated Surplus Operating Surplus / (Deficit) Capital Surplus / (Deficit)

The Current ratio indicates Council's ability to pay its debts as and when they become due. A ratio of one or higher is required for the entity to remain solvent.

ITEM 4.9

PAGE 174 Council Meeting - Attachment 2 - Capital Works - Oct 2016

ATTACHMENT [2] Devonport City Council Capital Works Income & Expenditure Report for October 2016

Income 2016/17

Annual Budget $

Additional Funds Carried forward & Total Budget adjustments Available $

Expenditure 2016/17 External Funding Included in Total

Forecast

Actual

Commitment Total s Expenditure $

Performance Measures

Balance

Remaining Funds

Works Start

Month

Works % Completion Budget Month

Comments

Spent

Summary Open Space & Recreation

Facilities Stormwater Transport Living City Plant & Fleet Other Equipment

Total Capital Works

414,000

343,995

757,995

29,000

721,552

67,205

33,614

100,819

657,176

2,224,000 742,000 5,517,000 30,000,000 809,300 152,000

122,418 55,273 519,722 704,915 189,499 206,643

2,346,418 797,273 6,036,722 30,704,915 998,799 358,643

1,399,434 15,500,000 -

2,327,741 811,444 6,321,810 30,704,915 998,799 358,643

148,501 98,797 1,034,484 3,313,388 174,712 51,228

160,517 3,805 1,943,521 479,396 40,011 -

309,018 102,602 2,978,004 3,792,784 214,723 51,228

2,037,400 694,671 3,058,718 26,912,131 784,076 307,415

39,858,300

2,142,465

42,000,765

16,928,434

42,244,904

4,888,315

2,660,863

7,549,177

34,451,588

100,907

44,485

27,989

72,474

28,433

Nov 2016

71.8% Construction nearing completion, lid lifting

3,425

35,159

Jan 2017

8.9% Final notice has been given to contractor

10,266

8,496

completed

19,200

TBA

completed

Open Space & Recreation CP0099

Mersey Vale - MBS stage 1

CP0106

Mersey Vale - Memorial Garden

38,584

CP0111 CP0116

Pioneer Park - New Toilets & Parenting Facilities Dev onport Ov al Practice Wicket Upgrade

18,762

10,266

19,200

CP0120 CP0121 CP0124 CP0125 CP0126 CP0127

Sister Cities - 20 year Anniv ersary , Cherry Blossom Julie Burgess - interpretiv e and information signage Mariners Park - Seawall mowing strip Victoria Parade boat ramp shared path alterations Victoria Parade shared path rail crossing Bluff Road - Fitness equipment renewal

5,000

10,000

CP0128 CP0129

Signage Strategy Actions Don Riv er Rail Trail - Don to Tugrah grav el track

CP0130 CP0131

Home Hill - Facility signage Path lighting - Victoria Parade, 250m from Cenotaph north

CP0132 CP0133

Pioneer Park - road safety bike park Mersey Vale Cemetery - Niche wall fence

equipment due to arrive in November

advising default of final payment - arranging quotations for final defects to be resolved

10,266 -

54.7% 0.0% Financial contribution only once works are completed by Club

6,253

(1,253) 10,000

completed

30,000

805

29,195

Nov 2016

Dec 2016

125,000

Mar 2017

Apr 2017

15,000

Mar 2017

Apr 2017

0.0%

70,000

Nov 2016

Dec 2016

0.0% Quotation accepted - equipment being

66,542

Nov 2016

June 2017

0.0%

86,000

TBA

5,000

Mar 2017

Apr 2017

52,000

Mar 2017

Apr 2017

0.0% Lighting options being investigated

Dec 2016

4.1%

Sept 2016

Oct 2016

30,000 90,000

35,000

125.1% Additional costs due to underground rock 0.0% 2.7% Design progressing 0.0%

constructed off site

30,000

36,542

0.0% Awaiting approval from land owners to progress land acquisitions

Total Open Space & Recreation

52,000 29,000

80,000

7,000 414,000

52,000

109,000

29,000

7,000 343,995

757,995

29,000

2,250

7,000

3,146

721,552

67,205

2,200 33,614

4,450

104,550

3,146

3,854

100,819

657,176

0.0%

44.9% Quotation accepted - construction pending 13.3%

Facilities CB0059

Public Art

23,418

CB0069

Mersey Vale Cemetery - Depot Shed & Staff Amenities Improv ements

84,000

81,599

CB0072

Fourways Car Park Toilet & Parenting Facilities Upgrade Aquatic Centre Pool Heating System

15,000

7,197

CB0074

45,000

36,527

29,644

CB0075

DECC - Accessible seating

20,000

Dec 2016

Jan 2107

CB0076

Aquatic Centre - Rainwater Tanks

14,000

Mar 2017

0.0%

CB0077

Aquatic Centre - HVAC works

90,000

Nov 2016

Dec 2016

0.0%

CB0078

Works Depot â&#x20AC;&#x201C; Vehicle wash bay

100,000

TBA

0.0% Design options being investigated

CB0079

Waste Transfer Station - Push pit roof

150,000

388

6,750

7,138

142,862

TBA

4.8% Design progressing

CB0080

Art Gallery and DECC Integration

1,800,000

29,672

146,884

176,556

1,623,444

Apr 2017

Dec 2017

9.8% Design progressing

CB0081

BSMC - Facility signage

5,000

TBA

Nov 2016

Total Facilities

2,224,000

122,418

2,346,418

2,327,741

81,599

148,501

ITEM 4.9

6,883

160,517

23,418

TBA

0.0%

81,599

2,401

completed

97.1%

7,197

7,803

completed

48.0%

36,527

8,473

completed

81.2%

309,018

5,000 2,037,400

0.0% Design progressing

0.0% Quotations requested 13.2%

PAGE 175 Council Meeting - Attachment 2 - Capital Works - Oct 2016

ATTACHMENT [2]

Income 2016/17

Annual Budget $

Additional Funds Carried forward & Total Budget adjustments Available $ $

Expenditure 2016/17 External Funding Included in Total $

Forecast $

Total Commitments Expenditure $ $

Actual $

Performance Measures

Balance

Remaining Funds $

Works Start Month

Works % Completion Budget Month Spent

Comments

Transport CT0138

Winspears Road Footpath Renewal

27,238

23,500

23,125

CT0151

Mersey Road Footpath Renewal

30,902

15,000

1,423

CT0152

89,820

86,000

80,503

CT0156

Mersey Bluff Carav an Park -Internal Road t New Footpath - Middle Road to Stony Rise Road

CT0159

i d STier - Mersey Main Road Junction Kelcey

CT0160 CT0164

Dev onport Road - McLeod Av enue to Horsehead C k St Fenton St Intersection Upgrade Steele

550,000

CT0165

William St Renewal Best St- Stewart St

500,000

CT0166

Dev onport Rd Formby Rd Westport Rd Intersection

800,000

CT0167

Reseal Program 2016-17

CT0168

Buster Rd (Don Riv er) approach barriers

CT0169

Formby Road & Best Street intersection safety iStephen & Caroline Sts new footpath - northern link

3,750 -

23,125

4,113

completed

5,174

25,728

completed

84.9% 16.7%

80,503

9,317

completed

89.6%

22,066

15,000

14,463

384

14,847

7,219

completed

67.3%

193,225

193,000

187,827

5,364

193,190

completed

100.0%

131,661

144,000

131,613

12,000

143,613

(11,952)

completed

109.1%

550,000

39,190

424,734

463,924

86,076

Nov 2016

Feb 2017

500,000

18,442

491,672

510,114

(10,114)

Nov 2016

Feb 2017

800,000

886,000

44,688

706,090

750,778

49,222

Nov 2016

Feb 2017

93.8% Construction pending

700,000

650,000

314,400

230,932

545,332

154,668

Oct 2016

Dec 2016

77.9% Asphalt work complete, spray seal programmed in

25,000

18,000

546

17,151

17,697

7,303

Sept 2016

completed

275,000

5,611

269,389

Jan 2017

Mar 2017

60,000

62,000

60,761

455

61,215

(1,215)

Sept 2016

completed

131,661

374,434

84.3% Construction pending 102.0% Construction progressing - increased project budget approved IMC 32/16

December

CT0170

70,000

70.8% 2.0% Design progressing 102.0%

to EDRC CT0171

Woodrising Av e new footpath - Leila Av to Walter St

55,000

45,000

43,460

CT0172

William St safety improv ements - North St to Bluff

50,000

59,000

9,708

CT0173

Madden St and Ronald St safety improv ements blackspot

200,000

3,569

CT0174

Tarleton St and Thomas St safety improv ements blackspot

95,000

1,333

CT0175

Victoria Parade boat ramp - pedestrian priority

15,000

CT0176

Tarleton St Wright St safety improv ements - blackspot

125,000

95,000

125,000

1,215

2,065

3,280

CT0177

Don Reserv e - Sawdust bridge renewal

262,000

1,331

1,391

260,609

CT0178

Middle Road interchange off ramp improv ements

75,000

CT0179

Road traffic dev ice renewal

25,000

CT0180

Street light prov ision

20,000

6,792

CT0181

Transport minor works

25,000

765

CT0182

Parking infrastructure renewal

25,000

49,810

CT0183

Steele-Rooke-MacFie intersection renewal

350,000

CT0184

Wright St and Norton Way intersection renewal

80,000

83,500

6,185

73,815

Jan 2017

7.7% Construction pending

CT0185

Newton Street renewal

125,000

100,000

6,246

118,754

Nov 2016

Dec 2016

5.0% Construction pending

CT0186

Elizabeth St renewal - Forbes to Hiller

225,000

200,000

234,000

10,442

214,558

Nov 2016

Jan 2017

4.6% Tender report to November Council Meeting

CT0187

Ronald St renewal - Madden to Parker

165,000

3,181

161,819

Feb 2017

Apr 2017

1.9% Design progressing

CT0188

North Caroline St car park renewal

50,000

2,051

2,111

47,889

Nov 2016

Dec 2016

4.2% Design progressing

CT0189

Buster Road renewal - west of Don Riv er (stage 1)

450,000

300,000

7,110

442,890

Apr 2017

Jun 2017

1.6% Budget reduced to $300,000 (res 189/16)

CT0190

Soccer Club Seal car park

190,000

204,000

8,467

8,527

181,473

Dec 2016

Jan 2017

4.5% Tender report to November Council Meeting

CT0193

Durkins Road reconstruction

Nov 2016

Feb 2017

1,034,484

1,943,521

2,978,004

3,058,718

24,810

350,000

15,000

75,000

43,460

11,540

July 2016

completed

51,472

(1,472)

Oct 2016

Nov 2016

102.9% Construction pending

3,569

196,431

Jan 2017

Apr 2017

1.8% Design progressing

1,333

93,667

TBA

15,000

May 2017

121,720

Feb 2017

March 2017

41,764

6,980

5,517,000

519,722

6,036,722

1,399,434

6,321,810

ITEM 4.9

1.4% Design progressing 0.0% 2.6% Design progressing

Mar 2017

Apr 2017

75,000

TBA

0.5% Tender report to December Council Meeting

25,000

Jan 2017

Feb 2017

0.0%

TBA

68.9% 3.1%

0.0%

13,772

6,228

765

24,235

Nov 2016

Dec 2016

49,810

Feb 2017

Mar 2017

0.0%

349,963

Feb 2017

Apr 2017

0.0%

422,000

Total Transport

79.0%

Proejct added at October Council (res 189/16)

49.3%

PAGE 176 Council Meeting - Attachment 2 - Capital Works - Oct 2016

ATTACHMENT [2]

Income 2016/17

Annual Budget $

Additional Funds Carried forward & Total Budget adjustments Available $ $

Expenditure 2016/17 External Funding Included in Total $

Forecast $

Total Commitments Expenditure $ $

Actual $

Performance Measures

Balance

Remaining Funds $

Works Start Month

Works % Completion Budget Month Spent

Comments

Stormwater CS0042

William SW Catchment Upgrade - Stage 5

25,607

20,044

5,563

completed

CS0045

Melrose Road - new culv ert near No.772

29,666

49,400

12,889

358

13,247

16,419

Nov-16

44.7% Work underway

CS0050

Minor Stormwater Works 2016-17

30,000

24,880

5,120

Aug-16

Nov-16

82.9%

CS0051

William SW Catchment Upgrade - Stage 6

275,000

8,327

8,414

266,586

Jan-17

Mar-17

CS0052

Stormwater outfall risk management -Mersey Bluff

30,000

5,317

24,683

Nov-16

CS0053

Tugrah Road Duplication of pipe crossing

45,000

165

225

44,775

Dec-16

Jan-17

CS0054

Elanora car park - drainage improv ements

12,000

Mar-17

Apr-17

CS0055

Squibbs Road drainage improv ements

90,000

6,533

2,612

9,145

80,855

TBA

CS0056

Tugrah Road Roberton Close Stormwater iWaste Transfer Station - litter capture

50,000

2,960

3,020

46,980

Dec-16

Jan-17

CS0057

30,000

Mar-17

CS0058

Pit replacements

50,000

17,091

538

17,629

32,371

Nov-16

Feb-17

CS0059

49 Sorell st stormwater renewal

75,000

406

496

74,504

Mar-17

Apr-17

CS0060

Sorell Laneway drainage

55,000

186

54,814

Jan-17

Feb-17

811,444

98,797

102,602

694,671

Total Stormwater

742,000

55,273

797,273

3,805

78.3%

3.1% Tender report to Dec IW&D Committee Meeting 17.7% Construction pending 0.5% 0.0% 10.2% Design on hold - pending outcome of identified th t d requested i 6.0% Quotations

0.0% 35.3% Construction progressing 0.7% 0.3% Design progressing 12.9%

Plant & Fleet CF0017 CF0018 CF0016

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

603,800

44,641

559,159

32,000

48,316

80,316

30,350

49,966

7.4% List of identified items to be progressively d 37.8% List ofhidentified items to be progressively

d) Fleet Replacement Plan (including disposal )

173,500

141,183

314,683

99,722

40,011

139,733

174,950

d 44.4% List ofhidentified items to be progressively

809,300

189,499

998,799

174,712

40,011

214,723

784,076

Total Plant & Fleet

21.5%

Other Equipment CE0007

Office Equipment

78,000

61,498

139,498

3,439

136,059

CC0007

Information Technology - Renewal & Upgrades

74,000

145,145

219,145

47,788

171,357

Total Other Equipment TOTAL CAPITAL EXPENDITURE - EXCLUDING LIVING CITY

152,000

206,643

358,643

9,858,300

1,437,550

11,295,850

1,428,434

358,643

51,228

11,539,989

1,574,927

2,181,466

2.5% List of identified items to be progressively h d 21.8% Ongoing program of IT infrastructure upgrades

51,228

307,415

14.3%

3,756,393

7,539,457

33.3%

Living City CB0068

Liv ing City - Strategic Initiativ es

Total Living City TOTAL CAPITAL EXPENDITURE - INCLUDING LIVING CITY

30,000,000

704,915

30,704,915

15,500,000

30,704,915

3,313,388

479,396

3,792,784

26,912,131

30,000,000

704,915

30,704,915

15,500,000

30,704,915

3,313,388

479,396

3,792,784

26,912,131

12.4%

39,858,300

2,142,465

42,000,765

16,928,434

42,244,904

4,888,315

2,660,863

7,549,177

34,451,588

18.0%

ITEM 4.9

July 2016

June 2017

12.4% Project to continue through duration of

PAGE 177 Report to Governance and Finance Committee meeting on 21 November 2016

4.10

SECTION 23 COMMITTEE APPOINTMENTS File: 22947 D448556

RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 5.3.1

Review and amend governance structures, policies and procedures to adapt to changing circumstances

SUMMARY This report is provided to allow Council to formally review the appointments to its Section 23 Committees.

BACKGROUND In appointing the Section 23 Committees in November 2014, following the Council Election, it was determined that membership would be reviewed in December 2016.

STATUTORY REQUIREMENTS 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.

DISCUSSION The following table outlines the current membership by Aldermen to its Section 23 Committees: Planning Authority (PAC)

Governance & Finance (GFC)

Infrastructure, Works & Development

Community Services (CSC)

(IWDC) Ald Emmerton

Ald Emmerton

Ald Goodwin

Ald Jarman

Ald Martin

Ald Jarman

Ald Laycock

Ald Matthews

Ald Milne

Ald Laycock

Ald Martin

Ald Perry

Ald Matthews

Ald Milne

Ald Rockliff

Ald Perry

Ald Rockliff

ITEM 4.10

PAGE 178 Report to Governance and Finance Committee meeting on 21 November 2016

The Chairs of the Committees are: Planning Authority (PAC)

Ald Martin

Governance & Finance

Infrastructure & Works

Community Services

(GFC)

(IWC)

(CSC)

Ald Goodwin

Ald Perry

Ald Rockliff

The Section 23 Committees appear to have worked well since they were introduced in 2014. Following a discussion at the Workshop on 14 November it was indicated that the membership should remain as current for the balance of this Councilâ&#x20AC;&#x2122;s term (until October 2018). It was noted however if circumstances change for any reason Council is at liberty to make alterations to the Committee structure at any time.

COMMUNITY ENGAGEMENT There is no community engagement required in relation to this report.

FINANCIAL IMPLICATIONS There are no additional financial implications in relation to this report.

RISK IMPLICATIONS No risks have been identified in relation to this report.

CONCLUSION It is recommended to Council that as a result of the review of its Section 23 Committee membership that no changes be made at this time.

ATTACHMENTS Nil

RECOMMENDATION That it be recommended to Council that it note that a review of the membership of its Section 23 Committees has occurred and that no changes are to be made at this time.

Author: Position:

Paul West General Manager

Endorsed By: Position:

ITEM 4.10

Paul West General Manager

PAGE 179 Report to Governance and Finance Committee meeting on 21 November 2016

4.11

GOVERNANCE & FINANCE REPORT File: 29468 D391239

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: x x x

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: x Governance

x Property Management

x Financial Reporting

x Legal Issues

x Strategic and Operational Plans x Corporate Communication

x Customer Service x Financial Strategy and Management

x Human Resources

- Revenue and Rating

x Partnerships

- Grants

x Information Technology

- Loan Borrowings

x Budget Management x Car Parking

- Compliance - Related Policies - Financial Reporting

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

DISCUSSION 1.

GOVERNANCE AND LEGAL

1.1. Common Seal Register The following documents have been signed under Council’s seal for the period September-October, 2016: REG/218

Transfer Volume 199079 Folio 2 - PA2016.0072

2/09/2016

REG/219

Transfer Volume 199079 Folio 2 & Volume 93149 Folio 26 - PA2016.0072

2/09/2016

REG/220

Transfer of Easement Vol 199097 Folio 1 & Vol 93149 Folio 26 PA2016.0072

2/09/2016

REG/221

Amend Sealed Plan No 37852 - Volume 37852 Folio 1 & Volume 37582

2/09/2016

ITEM 4.11

PAGE 180 Report to Governance and Finance Committee meeting on 21 November 2016

Folio 2 - PA2016.0072 REG/222

Plan of Survey Folio Ref: F/R19793/1 - P197973 - PA2016.0072

2/09/2016

REG/223

Plan of Survey - SA2001.0011

7/09/2016

REG/224

Schedule of Easements - Volume 49722 Folio 1 - PA2015.0142

8/09/2016

REG/225

Plan of Survey - Folio F/R 120689/26

9/09/2016

REG/226

S90 Certificate - 15-19 King Street

14/09/2016

REG/227

Lease Agreement - DCC & DAC - Devonport Oval

20/09/2016

REG/228

Lease Agreement - DCC & CatholicCare Tasmania

22/09/2016

REG/229

Adhesion Order - Volume 120306 Folio 1 & Volume 172062 Folio 2

26/09/2016

REG/230

Transfer Section 58 Devonport Central Pty Ltd to DCC - Volume 172062 Folio 2

26/09/2016

REG/231

Adhesion Order - Volume 172062 Folio 1, Volume 37582 Folio 2, Volume 93149 Folio 25, Volume 198051 Folio 1, Volume 37582 Folio 1, Volume 93149 Folio 21, Volume 93149 Folio 26 & Volume 199079 Folio 2

26/09/2016

REG/232

Lease DCC & SRAC - Tiagarra

28/09/2016

REG/233

Deed of Transfer - DCC to SRAC - Tiagarra

28/09/2016

REG/234

Lease DCC - Devonport Basketball Council

28/09/2016

REG/235

Deed of Agreement - Part 5, Section 71 of the Land Use Planning & Approvals Act, 10 Luck Street Spreyton

29/09/2016

REG/236

Boundary Adjustment 161-167 Stony Rise Road - Plan of Survey PA2015.0097 - 162784/1, 162784/2 and 77474/4

3/10/2016

REG/237

Lease Agreement - DCC & Devonport Child Care Centres Inc

3/10/2016

REG/238

Lease Agreement - DCC & O2P Pty Ltd - 21 Fenton Way Devonport

3/10/2016

REG/239

Grant Deed - Black Spot Funding Tarleton Street/Wright Street Devonport

20/10/2016

REG/240

Grant Deed - Black Spot Funding Ronald Street/Madden Street Devonport

20/10/2016

REG/241

Grant Deed - Black Spot Funding Tarleton Street/Thomas Street East Devonport

20/10/2016

REG/242

Grant Deed - Black Spot Funding - Formby Road/Best Street Devonport

20/10/2016

REG/243

Lease Agreement - DCC & Devonport Cricket Club

24/10/2016

REG/244

Plan of Survey - W D Bovill CostaExchange Pty Ltd - F/R 131587-1, 31881-3 - Grantee: Part of Lot 134, 640a-0r-op, Granted to John Bishton - PA2016.0036

31/10/2016

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:

ITEM 4.11

PAGE 181 Report to Governance and Finance Committee meeting on 21 November 2016 Council No. of Meetings

Planning Authority

Attendance

Community Services

Governance & Finance

Infrastructure & Works

Workshops

Member

Non Member

Member

Non Member

Member

Non Member

Member

Non Member

Mayor Ald S L Martin

Ald D C Emmerton

Ald G F Goodwin

Ald A J Jarman

Ald L M Laycock

Ald J F Matthews

Ald T M Milne

Ald L M Perry

Ald A L Rockliff

1.5

Policies The Personal Information Protection Policy expires in December 2016. There have been no legislative changes and the Policy is still relevant. It is therefore proposed that the Policy will now be reviewed with all other policies due in June 2017.

ORGANISATIONAL PERFORMANCE

2.1

2015/16 Year End The 2015/16 Financial Statements along with commentary on the financial performance for the year were included in the Annual Report released to the public in September. The Annual Report was formally adopted by Council at the Annual General Meeting held Monday 24 October.

2.2

Local Government Data Collection The Director of Local Government requires all Tasmanian Councils (under section 338 of the Local Government Act 1993) to provide an annual data return. The latest data collection for the financial year ended 30/6/2016 was submitted prior to the due date of 30th September 2016. The data collected is extensive and covers several areas of Council’s operations including: x

Financial data;

Land use and planning information;

Road, bridge and culverts operational and capital data; and

Miscellaneous data including key statistics.

The data collected will be used by the Local Government Division (LGD), The Australian Bureau of Statistics (ABS) for the compilation of Annual Local Government Financial Statistics, by the State Grants Commission (SGC) as a component tool in their assessment of grant allocations, and by the Tasmanian Planning Commission (TPC). 2.3

Roads to Recovery Grant Reporting The Roads to Recovery program is an initiative of the Australian Government and regulated by the Department of Infrastructure and Regional Development. Grant funding is provided to local governments across Australia for the maintenance and/or construction of roads as part of the Australian Government Infrastructure Investment Program. Council’s obligations on receipt of Roads to Recovery grants is to meet the funding conditions including the provision of expenditure reports regarding project information. Council’s are also required to provide an audited ITEM 4.11

PAGE 182 Report to Governance and Finance Committee meeting on 21 November 2016

annual report at the end of each financial year. The financial report for the 2015/16 financial year was submitted prior to the due date on 31st October 2016. 3.

CORPORATE SERVICES

3.1. Human Resources 3.1.1. Recruitment Staff positions advertised in September and October 2016 Position

Department

Work Location

Parks and Reserves 2IC Infrastructure Works and Lawrence Drive (Internal only) Development Casual Attendant Visitor Corporate, Community Formby Road Information Centre and Business Staff Appointments in September and October 2016 Position

Name

Department

Work Location

Parks and Reserves Jaydn Bakes & Trainees x 2 â&#x20AC;&#x201C; Group Thomas Donald Employed

Infrastructure Lawrence Drive Works and Development

Technical Officer

Infrastructure Fenton Works and Way/Lawrence Drive Development

(Internal recruitment)

Grady McGregor

Parks and Reserves Benjamin Storay 2IC (Internal recruitment)

Infrastructure Lawrence Drive Works and Development

Senior Environmental Health Officer

Infrastructure Fenton Way Works and Development

Simon McGee

Asset Officer

and

GIS Darren Llewllyn

Casual Visitor Centre

Attendants Mark Jago, Information Rochelle Goodyer & Katelyn Mahoney

Infrastructure Fenton Way Works and Development Corporate, Community and Business

Formby Road

Staff Departures in September and October 2016 Position

Name

Casual Theatre Trent Douce Attendant (Technical)

Department

Work Location

Date Effective

Corporate, Community and Business

DECC

21/10/16

ITEM 4.11

PAGE 183 Report to Governance and Finance Committee meeting on 21 November 2016

3.1.2. Workers Compensation Policy Year Number of Workers Current Gross value incurred ending 30 June Compensation Open claims by the Insurer Claims lodged with (including estimates) Council’s Insurer 30/6/2017*

4 claims

$28,599.71

30/6/2016*

20 claims

$180,621.64

30/6/2015

12 claims

$200,036.35

30/6/2014

8 claims

$ 20,368.14

30/6/2013 *

13 claims

$326,714.14

30/6/2012

13 claims

$140,681.41

Commentary: * Claim/s remains open in this year ending. New Workers Compensation claims for the period Two new claims lodged in September. One new claim lodged in October, this claim back dates into year-end 30/6/16 Stats. 3.1.3. Work Experience No work experience participants during this period. Internship Project – UTAS Kate Gardiner, UTAS student has completed her Uni internship and prepared a Communication Strategy for Council’s Waste Management Services and promotional concepts. Kate was mentored by Karina Moore and Kylie Lunson. 3.1.4. Staff Training Equal Opportunity Tasmania delivered a training session on Disability Awareness to 13 staff across Community Services and Human Resources on 20 October 2016. This awareness session covered Disability Discrimination, areas of activity, an overview of Disability (Access to Premises – Buildings) Standards 2010, inherent requirements and reasonable adjustments versus unjustifiable hardship, offensive conduct and incitement. 3.2. Customer Service Customer Service is organising a trial of the new Commonwealth Bank Eftpos tablets called "Albert". These tablets will have the ability to be used for a variety of uses not just taking payments. The intention is when the new Civic Building is built, Customer service staff will already be portable and able to serve customers anywhere. 3.3. Finance 3.3.1. S132 Certificates During the months of September and October, the Finance Team issued 239 Section 132 certificates under the Local Government Act, 1993 (Certificate of Liabilities in relation to rates on properties). This information is a good indicator of property sales in the municipality. A comparison to the previous year is shown below.

ITEM 4.11

PAGE 184 Report to Governance and Finance Committee meeting on 21 November 2016

3.3.2. Rate Statistics Percentage of Rates Paid 2016/2017

2015/2016

2014/2015

September

43.23%

46.19%

46.42%

October

55.00%

54.04%

57.31%

*Please note the above statistics include rates paid in advance. Number of Properties Paid in Full 2015/2016

2016/2017*

2014/2015

Number

Percentage

Number

Percentage

Number

Percentage

September

2551

20.68%

3154

25.94%

3122

25.76%

October

2676

21.69%

3298

27.13%

3273

27.00%

*Housing Tasmania has elected to pay their 769 properties by instalments rather than in full by the end of August. 3.4. Parking 3.4.1. Overdue Letters A review of parking overdue letters has been undertaken which will result in a significant cost saving to Council as well as providing further information to those affected. Part of the review process has included the purchase of new stickers used by Parking Attendants to affix infringements to vehicles. These stickers are extra sticky and heavy duty and designed to withstand all weather conditions to ensure drivers receive the original infringement. 3.4.2. Parking Statistics Income â&#x20AC;&#x201C; Car 15/16 Parks (Total)

16/17

Sept

$70,587.46

$77,603.65

Oct

$70,979.45

$59,886.52

ITEM 4.11

PAGE 185 Report to Governance and Finance Committee meeting on 21 November 2016

Income from Meters

15/16

16/17

Sept

$49,327.13

$67,885.90

Oct

$49,090.18

$46,684.27

Infringements Issued

15/16

16/17

Sept

1619

1224

Oct

1907

1642

Best Street Income

15/16

16/17

Sept

$11,172.48

$9,785.90

Oct

$10,613.90

$12,989.17

3.4.3. Best Street PAYL

3.5. Information Technology 3.5.1. NBN Awareness Sessions One of the first activities under Councilâ&#x20AC;&#x2122;s Digital Strategy has been the delivery of NBN awareness sessions. Five sessions targeting the general community, business and Council were delivered on 9-10 November with 57 people attending. The sessions focused on explaining what the national broad network is, how it works, what people need to do to switch over and the timing of the roll out. Over 60% of the municipality can now connect to the network with works expected to be complete by June 2017 at the latest. Further sessions will be delivered by NBN Co around that time. 3.5.2. Mall Wi-Fi Statistics Users â&#x20AC;&#x201C; September*

ITEM 4.11

PAGE 186 Report to Governance and Finance Committee meeting on 21 November 2016

Sessions – September*

Users – October

Sessions – October

*Please Note: A change in Wi-Fi Reporting system which was switched over 19 September. No prior reports available from old software.

CORPORATE COMMUNICATION – SEPTEMBER/OCTOBER 2016

4.1

Devonport City Council Website Visitation to Council’s website continues to show positive growth. Content is continually refreshed with the addition of new public notices, planning applications, news stories and events.

ITEM 4.11

PAGE 187 Report to Governance and Finance Committee meeting on 21 November 2016

There were over 26,000 page views per month during both September and October 2016.

Devonport City Council Website Page Views

Vission sessions

25000

20000 12/13 15000

13/14 14/15

10000

15/16 16/17

5000

Content relating to how to contact Council, employment opportunities, the Waste Transfer Station and Mersey Vale Cemetery continue to rank highly in terms of pages visited during the reporting period. 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 x Desktop x Mobile Phone x Tablet Top 10 Pages

September 2016

October 2016

9,862 26,136 415 1:50

11,525 26,910 371 1:38

2.65

2.33

57% 32% 11%

50% 39% 11%

1. Home Page 2. How to Contact Us 3. Employment Opportunities 4. Contact Us 5. Mersey Vale Cemetery Search 6. Waste Transfer Station 7. Careers 8. Events-Activities 9. Living City 10. Planning ITEM 4.11

1. Home Page 2. How to Contact Us 3. Events-Activities â&#x20AC;&#x201C; Monster Trucks 4. Contact Us 5. Waste Transfer Station 6. Mersey Vale Cemetery Search 7. Employment Opportunities 8. Events-Activities 9. Careers

PAGE 188 Report to Governance and Finance Committee meeting on 21 November 2016

10. What’s On 4.2

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 441 followers as at 31 October 2016. It is actively used to ‘break’ news to the media. Council currently operates eight Facebook pages (Devonport City Council, Devonport Food & Wine Festival, Devonport Food Connection, Devonport Jazz, Devonport Events, Bass Strait Maritime Centre, Devonport Entertainment & Convention Centre, Devonport Regional Gallery). Each represent a targeted marketing opportunity, with content planned specific to each page’s audience. The Devonport City Council Corporate Facebook page is well utilised by the community, with high engagement regarding events, weather events, Council decisions, community initiatives and road works. The community can use the page to ask questions of Council and find out what is happening in Devonport. Key questions or matters raised by the public are generally around Council’s services, opening times and reports of community infrastructure needing repairs. DCC Facebook Page Statistics

September 2016

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.

October 2016

4,934 TY (3,480 LY) +41.8%

5,000 TY (3,581 LY) +39.6%

115,312 TY (57,252 LY) +101.4%

76,641 TY (121,781 LY) -37.1%

11,229 TY (5,783 LY) +94.2 %

4,334 TY (11,453 LY) -62.2%

During September and October 2016 the top 10 page posts each month in terms of audience reach were: September 2016 1. Employment Opportunity: Visitor Information Centre Casual – 2/9/16 – 13.5K 2. Wet weather road closure update – 29/9/16 – 10.9K 3. Free Parking – Burnie Show Day – 27/9/16 – 7K 4. Skyfire Vendor Expression of Interest – 2/9/16 – 5.9K 5. Temporary Road Closure Melrose Road – 1/9/16 – 5.6K 6. Powerplay Public Art Project – 20/9/16

October 2016 1. Devonport Community House F&V bag trial – 18/10/16 – 8K 2. Light Between Oceans Charity Film Screening – 18/10/16 – 5.9K 3. Seniors Week Fit for the Future event pics – 14/10/16 – 5.5K 4. Ducks Away Book Launch – 6/10/16 – 4.1K 5. Future Mayor ‘Dimity Cox’ visit – 5/10/16 – 3.6K 6. Temporary Road Closure – Buster Road – 31/10/16 – 3.2K

ITEM 4.11

PAGE 189 Report to Governance and Finance Committee meeting on 21 November 2016

– 4.3K 7. Wet Weather Drive Safely Message – 29/9/16 – 4.2K 8. Powerplay Public Art Project – 6/9/16 – 4K 9. BOM Severe Weather Warning Share – 29/9/16 – 4.2K 10. Citizenship Ceremony Photos – 28/9/16 – 3.6K 4.3

7. AGM Highlights Video – 24/10/16 – 3K 8. Lots on this weekend: Tiagarra 40th anniversary, Devonport High & Home Hill Centenaries – 14/10/16 – 3K 9. Christmas Parade Registrations Now Open – 31/10/16 – 2.6K 10. Australia Day Award Nominations Now Open – 26/10/16 – 2.2K

Publications & Media During the month of September 2016, Council published: x

Nine (9) media releases & alerts: ¾ Living Lightly Expo 2016 ¾ An action packed Seniors Week in Devonport ¾ Mersey Community Hospital’s long term security vital for Devonport community (joint release with DCCI & DCCT) ¾ Viktor Zappner bids farewell to Devonport Jazz ¾ Digital inclusion a priority for Devonport City Council ¾ Australia Day Award nominations now open ¾ Ride 2 Work Day ¾ Council reconsiders its position on Cradle Coast Authority membership ¾ Burnie Show Day Free Parking

During the month of October 2016, Council published: x

Six (6) Media Releases & Alerts: ¾ ¾ ¾ ¾ ¾ ¾

4.4

Year of Literacy for Devonport Mayor’s Charitable Trust Fund renamed in honour of Dame Enid Lyon Planning approval granted for new mixed development in CBD Another year of strong operational performance Outdoor pool set to open Monday Christmas Parade Nominations now open

E-Newsletters E-newsletters are a cost effective, targeted and communicating with residents and target audiences.

measurable

means

The LIVING CITY eNews was launched in June 2014 and is used to release tailored LIVING CITY news to subscribers on a regular basis. E-Newsletters are also sent to registered Speak Up Devonport participants regarding the launch of community consultations during the period. LIVING CITY eNews Subscribers as 31/10/16 eNews Name Campaign Date Open Rate Click Rate

at 480 Stage 1 Works Update 3/10/16 44.2% 15.2%

COMMUNITY ENGAGEMENT The information provided above details any issues relating to community engagement. ITEM 4.11

PAGE 190 Report to Governance and Finance Committee meeting on 21 November 2016

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&#x20AC;&#x2122;s operating budget as a result of this recommendation.

RISK IMPLICATIONS Any specific risk implications will be outlined in the commentary above. Any specific issue that may result in any form of risk to Council is likely to be subject of a separate report to Council.

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

ATTACHMENTS Nil

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

Author: Position:

Shane Crawford Executive Manager Business

Corporate

Endorsed By: Position:

ITEM 4.11

Paul West General Manager

PAGE 191 Governance and Finance Committee meeting Agenda 21 November 2016

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.

Item No

Matter

Local Government (Meeting Procedures) Regulations 2015 Reference

5.1

Meercroft Park Development Improvements

15(2)(d)

PAGE 192 Governance and Finance Committee meeting Agenda 21 November 2016

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

pm.