Page 4 of 11 MINUTES OF THE OPEN SESSION OF THE DEVONPORT CITY COUNCIL HELD IN THE COUNCIL CHAMBERS, ON MONDAY, 17 MARCH 2014 COMMENCING AT 6:00PM PRESENT:
Ald S L Martin (Mayor) in the Chair Ald G B Kent (Deputy Mayor) Ald B L Cole Ald P G Hollister Ald A J Jarman Ald J T Keay Ald L M Laycock Ald L M Perry Ald A L Rockliff Ald W M Squibb
Council Officers: General Manager, P West Assistant General Manager Customers and Community, E Ewins Assistant General Manager Technical and Finance, M Atkins Executive Manager Corporate Support, S Crawford Administration Officer, R Woolsey 1.0
APOLOGIES Apologies from Aldermen GF Goodwin and WP Wilson for the meeting were noted.
2.0 DECLARATIONS OF INTEREST Ald Kent declared an interest in Agenda Item 11.2 - Public Art Advisory Committee Ald Hollister declared an interest in Agenda Item 12.2 - Tender Report Contract 1257 Ald Squibb declared an interest in Agenda Item 12.2 - Tender Report Contract 1257
3.0 CLOSED SESSION 45/14 RESOLUTION Ald Laycock / Cole That in accordance with Regulation 15 of the Local Government (Meeting Procedures) Regulations 2005 the following items be dealt with in Closed Session:
Item No
Matter
Local Government (Meeting Procedures) Regulations 2005 Reference
3.1
Applications for Leave of Absence
15(2)(i)
3.2
Unconfirmed minutes of meeting - Audit 15(2)(f) Committee - 24 February 2014
3.3
Unconfirmed minutes of the Dulverton 15(2)(f) Regional Waste Management Representatives and Board meeting held on 24 and 25 February 2014 respectively
Minutes of Devonport City Council Ordinary Meeting held 17 March 2014
Page 5 of 11 3.4
Unconfirmed minutes from the Board Meeting 15(2)(f) of the Cradle Coast Authority held on 11 February 2014
3.5
Minutes of TasWater's General Meeting held 15(2)(f) on 7 November 2013 and Quarterly Report to Owners Representatives Group for the period of July to September 2013 respectively
AYES:
Aldermen Martin, Kent, Cole, Hollister, Laycock, Perry, Rockliff and Squibb
NOES:
Nil
The open session of Council adjourned at 6:01pm to reconvene at 7:15pm. The open session of Council resumed at 7:15pm.
4.0 PUBLIC QUESTION TIME 4.1
RESPONSES TO QUESTIONS RAISED AT PRIOR COUNCIL MEETINGS There were no questions from February Council meeting that required a written response.
4.2
Questions asked at this meeting DOUGLAS JANNEY - 23 WATKINSON STREET, DEVONPORT (D323362) “Capital Works Report Agenda Item 12.3 in the background deletes a number of items relating to the Capital Works. In undertaking Capital Works the cost of an item starts as soon as people are detailed to work on that item. The “Office Works” as defined in the background would consume somewhere between 7.5 and 12% of the total cost. As well there is time involved. On P220 the chart is titled “Proposed Construction Program”. As presented the lack of “Office Works” as part of the project number in the chart provides no information on how this part of the project number is progressing. Q1
Is the Budget $ in the Budget $ column on p220 the total cost or only the physical construction cost?
Q2
Tell why the “Office Works” activity should not be shown in the chart to provide a better overview?”
Response The Assistant General Manager Technical and Finance confirmed that for simplicity and given that the timing of actual works rather than pre construction activities is of most importance to the public, the project timelines and progress shown on the program relate purely to the construction elements. A separate internal works program is used to manage progress and resources across the non-construction items. It was also confirmed that the budget totals on the capital works program are inclusive of all costs, both construction and non-construction activities.
Minutes of Devonport City Council Ordinary Meeting held 17 March 2014
Page 6 of 11 CHERYL FISHER - 5 SKYLINE DRIVE, EAST DEVONPORT - REPRESENTING DEVONPORT LITTLE ATHLETICS CENTRE (D323365) “Just wonder if the Aldermen have given any consideration to the question I posed at the last Council meeting? That is: What cost do the Aldermen at Devonport City Council put on the members of their community, namely the 149 athletes, their siblings, parents and grandparents that attend Little Athletics seasons every week from October through to March each year?” Response The Mayor advised that this issue would be considered later in the meeting in Item 12.1. 5.0
CONFIRMATION OF MINUTES 5.1
COUNCIL MEETING - 17 FEBRUARY 2014 51/14 RESOLUTION Ald Cole / Rockliff That the minutes of the Council meeting held on 17 February 2014 as circulated be taken as read and confirmed.
5.2
AYES:
Aldermen Martin, Kent, Cole, Hollister, Jarman, Keay, Laycock, Perry, Rockliff and Squibb
NOES:
Nil
SPECIAL COUNCIL MEETING - 3 MARCH 2014 52/14 RESOLUTION Ald Hollister / Laycock That the minutes of the Special Council meeting held on 3 March 2014 as circulated be taken as read and confirmed. AYES:
Aldermen Martin, Kent, Cole, Hollister, Jarman, Keay, Laycock, Perry, Rockliff and Squibb
NOES:
Nil
6.0 WORKSHOPS & BRIEFING SESSIONS 6.1
WORKSHOP AND BRIEFING SESSIONS HELD SINCE THE LAST COUNCIL MEETING (D320798) 53/14 RESOLUTION Ald Cole / Jarman That the report of the General Manager advising of workshop sessions held since the last Council meeting be received and the information therein be noted. AYES:
Aldermen Martin, Kent, Cole, Hollister, Jarman, Keay, Laycock, Perry, Rockliff and Squibb
NOES:
Nil
7.0 PLANNING AUTHORITY MATTERS There were no items to consider.
Minutes of Devonport City Council Ordinary Meeting held 17 March 2014
Page 7 of 11
8.0 NOTICES OF MOTION 8.1
MERSEY BLUFF CARAVAN PARK - EXPRESSIONS OF INTEREST - ESTABLISHMENT OF QUALITY TOURIST STYLE CABIN PRECINCT - NOTICE OF MOTION - ALD G B KENT (D321301) 54/14 RESOLUTION Ald Kent / Laycock That Council in an effort to promote further upgrading of the Mersey Bluff Caravan Park include for consideration in the 2014/15 operational budget an amount up to $25,000 to finalise an initial feasibility study, complete design work, seek legal advice on the structure of management arrangements and to resolve any issues with key stakeholders prior to calling for expressions of interest from investors or interested parties in establishing a quality tourist style cabin precinct within the boundary of the park. AYES:
Aldermen Martin, Kent, Cole, Hollister, Jarman, Keay, Laycock, Perry, Rockliff and Squibb
NOES:
Nil
9.0 MAYORAL REPORT 9.1
MAYOR'S MONTHLY REPORT (D321855) 55/14 RESOLUTION Ald Hollister / Keay That the report advising of the Mayor’s meetings and functions for the month of February 2014 be received and noted. AYES:
Aldermen Martin, Kent, Cole, Hollister, Jarman, Keay, Laycock, Perry, Rockliff and Squibb
NOES:
Nil
10.0 GENERAL MANAGER'S REPORTS 10.1
DILAPIDATED BUILDINGS POLICY (D321747) 56/14 RESOLUTION Ald Rockliff / Keay That Council adopt the Dilapidated Buildings Policy and Show Cause Notice with immediate effect.
10.2
AYES:
Aldermen Martin, Kent, Cole, Hollister, Jarman, Keay, Laycock, Perry, Rockliff and Squibb
NOES:
Nil
MINISTERIAL ORDERS (D321596) 57/14 RESOLUTION Ald Keay / Rockliff That Council receive the report relating to proclamation of Ministerial Orders relating to financial and asset management reforms and note the actions to be undertaken to achieve compliance. AYES:
Aldermen Martin, Kent, Cole, Hollister, Jarman, Keay, Laycock, Perry, Rockliff and Squibb
NOES:
Nil
Minutes of Devonport City Council Ordinary Meeting held 17 March 2014
Page 8 of 11 10.3
LEASE - DEVONPORT SURF LIFE SAVING CLUB (D320242) 58/14 RESOLUTION Ald Kent / Rockliff That Council in relation to the lease agreement with the Devonport Surf Life Saving Club determine to advise the Club:
10.4
(a)
that Council’s position in relation to the rental is unchanged and that the Club has until 14 April 2014 to sign the lease agreement and commit to paying to the Council an annual rental of $2,500 per year (adjusted by CPI in year 2 and year 3 of the lease period); and
(b)
failure by the Club to sign the lease will result in the Club being evicted from the upstairs section of the building.
AYES:
Aldermen Kent, Cole, Jarman, Keay, Laycock, Rockliff and Squibb
NOES:
Aldermen Martin, Hollister and Perry
GENERAL MANAGER'S REPORT - MARCH 2014 (D320249) 59/14 RESOLUTION Ald Laycock / Keay That the report of the General Manager be received and noted.
10.5
AYES:
Aldermen Martin, Kent, Cole, Hollister, Jarman, Keay, Laycock, Perry, Rockliff and Squibb
NOES:
Nil
LGAT MOTION - STATUTORY ADVERTISING REQUIREMENTS (D321567) 60/14 RESOLUTION Ald Kent / Rockliff That the Council submit the following motion to the Local Government Association of Tasmania for inclusion on the General Meeting agenda for 23 July 2014:
10.6
That LGAT requests the State Government to amend the legislation relating to local government advertising, to remove the requirement for formal notices to be published in a newspaper circulating daily in the municipal area, instead requiring the information to be posted on a Council’s website front page.
AYES:
Aldermen Martin, Kent, Cole, Hollister, Jarman, Keay, Laycock, Perry, Rockliff and Squibb
NOES:
Nil
LOCAL GOVERNMENT ASSOCIATION OF TASMANIA - GENERAL MEETING - 19 MARCH 2014 (D321619) 61/14 RESOLUTION Ald Hollister / Squibb That the agenda for the Local Government Association of Tasmania General Meeting on 19 March 2014 be received and noted. AYES:
Aldermen Martin, Kent, Cole, Hollister, Jarman, Keay, Laycock, Perry, Rockliff and Squibb
NOES:
Nil
Minutes of Devonport City Council Ordinary Meeting held 17 March 2014
Page 9 of 11 10.7
ELECTED MEMBERS EXPENDITURE REPORT (D321875) 62/14 RESOLUTION Ald Laycock / Cole That the report advising of Mayoral and Aldermanic expenditure for the month of February 2014 be received and noted. AYES:
Aldermen Martin, Kent, Cole, Hollister, Jarman, Keay, Laycock, Perry, Rockliff and Squibb
NOES:
Nil
11.0 CUSTOMERS AND COMMUNITY REPORTS 11.1
MINUTES OF CONTROLLING AUTHORITIES, WORKING GROUPS AND SPECIAL COMMITTEE MEETINGS (D321810) 63/14 RESOLUTION Ald Rockliff / Laycock That Council receive the combined minutes of Controlling Authorities, Working Groups and Special Committees and: 1.
the Terms of Reference of the Devonport Recreation Centre Special Committee be changed to include up to five (5) independent representatives;
2.
a subcommittee of the Devonport Recreation Centre Special Committee be formed as a reporting mechanism for the operations of the Devonport Recreation Centre Units and that this subcommittee receives reports from the Devonport Basketball Club on a quarterly basis.
AYES:
Aldermen Martin, Kent, Cole, Hollister, Jarman, Keay, Laycock, Perry, Rockliff and Squibb
NOES:
Nil
Ald Kent having declared an interest in item 11.2 left the meeting at 8.23pm. 11.2
PUBLIC ART ADVISORY COMMITTEE - PUBLIC ART PROPOSAL AND MEETING MINUTES (D322327) 64/14 RESOLUTION Ald Keay / Laycock That Council receive the unconfirmed minutes of the Public Art Advisory Committee meeting held 4 March 2014 and provide in principle support to: 1.
the Devonport RSL for a contemporary memorial commemorating the evacuation of Gallipoli on the condition that more accurate historical data be sought on Charles Littler’s role;
2.
utilise up to $10,000 allocated in the 2013/14 capital works budget towards conceptual development of a memorial commemorating the evacuation of Gallipoli; and
3.
enter into an agreement with Devonport RSL to progress the proposal to concept development stage.
AYES:
Aldermen Martin, Cole, Hollister, Jarman, Keay, Laycock, Perry, Rockliff and Squibb
NOES:
Nil
Ald Kent returned to the meeting at 8.29pm. Minutes of Devonport City Council Ordinary Meeting held 17 March 2014
Page 10 of 11
12.0 TECHNICAL AND FINANCE REPORTS 12.1
GIRDLESTONE PARK GRANDSTAND ROOF (D321600) RESOLUTION Ald Rockliff / Hollister That Council receive the report relating to the Girdlestone Park Grandstand Roof and determine to undertake selected repairs/replacements and defer other repair work to a future time. AYES:
Nil
NOES:
Aldermen Martin, Hollister, Jarman, Keay, Squibb, Rockliff, Cole, Kent, Perry and Laycock
The motion was LOST. 65/14 RESOLUTION Ald Jarman / Cole That Council receive the report relating to the Girdlestone Park Grandstand Roof and determine to totally replace and refurbish the roof. AYES:
Aldermen Martin, Kent, Cole, Hollister, Jarman, Keay, Laycock, Perry, Rockliff and Squibb
NOES:
Nil
Ald Hollister having declared an interest in item 12.2 left the meeting at 8.44pm. Ald Squibb having declared an interest in item 12.2 left the meeting at 8.45pm. 12.2
TENDER REPORT CONTRACT 1257 KELCEY TIER ROAD SAFETY IMPROVEMENTS STAGE 2 (D321270) 66/14 RESOLUTION Ald Laycock / Rockliff That Council accept the tender submitted by Kentish Construction and Engineering Company Pty Ltd for the tendered sum of $271,827.10 excluding GST, less any negotiated savings for approved design changes. AYES:
Aldermen Martin, Kent, Cole, Jarman, Keay, Laycock, Perry and Rockliff
NOES:
Nil
Ald Hollister returned to the meeting at 8.45pm and Ald Squibb returned to the meeting at 8.47pm. 12.3
CAPITAL WORKS REPORT (D321724) 67/14 RESOLUTION Ald Rockliff / Cole That Council note the progress report for the 2013/2014 capital works program.
12.4
AYES:
Aldermen Martin, Kent, Cole, Hollister, Jarman, Keay, Laycock, Perry, Rockliff and Squibb
NOES:
Nil
LIGHTING UPGRADE - BADMINTON COURTS - DEVONPORT RECREATION CENTRE (D321761) 68/14 RESOLUTION Ald Kent / Perry That Council proceed immediately with the replacement of LED lighting in the Youth Centre at the Devonport Recreation Centre and approve $26,000 of
Minutes of Devonport City Council Ordinary Meeting held 17 March 2014
Page 11 of 11 unbudgeted expenditure within the building maintenance budget.
12.5
AYES:
Aldermen Martin, Kent, Cole, Hollister, Jarman, Keay, Laycock, Perry, Rockliff and Squibb
NOES:
Nil
EXPRESSION OF INTEREST FOR 6-10 STEELE STREET, 21-23 KING STREET AND 25 KING STREET DEVONPORT (D321984) RESOLUTION Ald Perry / Rockliff That Council proceed with an expression of interest process for the development of Council owned properties at 6-10 Steele Street, 21-23 King Street and 25 King Street.
12.6
AYES:
Aldermen Martin, Kent, Cole, Hollister, Jarman, Keay, Laycock, Perry, Rockliff and Squibb
NOES:
Nil
FINANCE REPORT FOR FEBRUARY 2014 (D322208) 69/14 RESOLUTION Ald Rockliff / Jarman That the Finance Report for February 2014 be noted. AYES:
Aldermen Martin, Kent, Cole, Hollister, Jarman, Keay, Laycock, Perry, Rockliff and Squibb
NOES:
Nil
There being no further business the Mayor declared the meeting closed at 8.57pm. Confirmed,
Chairman.
Minutes of Devonport City Council Ordinary Meeting held 17 March 2014