Page 1 of 16 MINUTES OF THE OPEN SESSION OF THE DEVONPORT CITY COUNCIL HELD IN THE COUNCIL CHAMBERS, 44-48 BEST STREET, DEVONPORT ON MONDAY, 23 MARCH 2015 COMMENCING AT 6:30PM Meeting Open Session Closed Session Total PRESENT:
From 6:30pm 8:08pm
To 8:07pm 8:50pm
Time Occupied 1 hour 37 minutes 42 minutes 2 hours 19 minutes
Ald S L Martin (Mayor) Ald C D Emmerton Ald G F Goodwin Ald A J Jarman Ald J T Keay Ald L M Laycock Ald J F Matthews Ald L M Perry
Council Officers: General Manager, P West Deputy General Manager, M Atkins Executive Manager Community Services, E Jones Executive Manager Corporate and Business, S Crawford Governance Coordinator, K Hampton Audio Recording All persons in attendance were advised that it is Council policy to record Council Meetings, in accordance with Council’s Audio Recording Policy. The audio recording of this meeting will be made available to the public on Council’s website for a period of six months. 1.0
APOLOGIES The following apology was received for the meeting. Ald Rockliff
2.0
Leave of Absence
DECLARATIONS OF INTEREST The following Declarations of Interest were advised: Ald Jarman Paul West General Manager
3.0
Agenda Item 12.3 Agenda Item 12.7
Closed Session – Purchase of property Closed Session - General Manager’s Performance Review 2015
PUBLIC QUESTION TIME 3.1
RESPONSES TO QUESTIONS RAISED AT PRIOR COUNCIL MEETINGS There were no questions from the February Council meeting that required a written response.
Minutes of Devonport City Council ordinary meeting held 23 March 2015
Page 2 of 16 3.2
Questions asked at this meeting MR DOUGLAS JANNEY - 23 WATKINSON STREET, DEVONPORT Did the Council receive a copy of the Devonport Apex Regatta Association Inc’s. “Permit under the Environmental & Pollution Control (Miscellaneous Noise) Regulation 2014” or such other relevant Regulation for the Power Boat activities on the day prior to and on the day of the Regatta?” Response The question was taken on notice and a response will be provided in writing. MR DOUGLAS JANNEY - 23 WATKINSON STREET, DEVONPORT Page 65 Item 10.1 suggests that a budget overrun may result! Where there is going to be a budget over run due to something not in an item OR not in the budget at the time of setting the budget what are the criteria that the Council applies to contain the spending with in the Budget Total dollars? Response The General Manager, Paul West advised that through the reporting processes Council is advised if a budget overrun is likely to have a material impact on the overall budget result.
4.0
CONFIRMATION OF MINUTES 4.1
COUNCIL MEETING - 23 FEBRUARY 2015 47/15 RESOLUTION MOVED: SECONDED:
Ald Keay Ald Goodwin
That the minutes of the Council meeting held on 23 February 2015 as circulated be taken as read and confirmed. For
Ald Martin Ald Emmerton Ald Goodwin Ald Jarman
Against Ald Keay Ald Laycock Ald Matthews Ald Perry
For
Against
CARRIED UNANIMOUSLY 5.0
WORKSHOPS & BRIEFING SESSIONS 5.1
WORKSHOP AND BRIEFING SESSIONS HELD SINCE THE LAST COUNCIL MEETING (D361779) 48/15 RESOLUTION MOVED: SECONDED:
Ald Laycock Ald Matthews
That the report advising of Workshop/Briefing Sessions held since the last Council meeting be received and the information noted.
Minutes of Devonport City Council ordinary meeting held 23 March 2015
Page 3 of 16 For
Ald Martin Ald Emmerton Ald Goodwin Ald Jarman
Against Ald Keay Ald Laycock Ald Matthews Ald Perry
For
Against
CARRIED UNANIMOUSLY 6.0
PLANNING AUTHORITY MATTERS There were no items in this agenda to be considered by Council in its capacity as a Planning Authority.
7.0
NOTICES OF MOTION 7.1
MEMBERSHIP - REGIONAL CAPITAL AUSTRALIA (RCA) GROUP - ALD J F MATTHEWS (D362865) MOTION MOVED: SECONDED:
Ald Matthews Ald Perry
That Council apply for membership of Regional Capital Australia (RCA) Group. For Ald Martin Ald Emmerton Ald Goodwin Ald Jarman
Against
For Ald Keay Ald Laycock Ald Matthews Ald Perry
Against
LOST.
7.2
BUDGET ALLOCATION - PLANTING OF TREES - ALD L M LAYCOCK (D362874) MOTION MOVED: SECONDED:
Ald Laycock Ald Matthews
That this Council consider $10,000 in the 2015/2016 Budget and thereafter for the following four years for the exclusive use of planting more trees in Devonport. PROCEDURAL MOTION 49/15 Motion MOVED: SECONDED:
Ald Perry Ald Keay
That the matter be deferred and referred to a future Workshop for discussion. Ald Martin Ald Emmerton Ald Goodwin Ald Jarman
For
Against Ald Keay Ald Laycock Ald Matthews Ald Perry
For
Against
CARRIED UNANIMOUSLY Minutes of Devonport City Council ordinary meeting held 23 March 2015
Page 4 of 16 8.0
MAYORAL REPORT 8.1
MAYOR'S MONTHLY REPORT (D361899) 50/15 RESOLUTION MOVED: SECONDED:
Ald Goodwin Ald Laycock
That the Mayor’s monthly report be received and noted. For
Ald Martin Ald Emmerton Ald Goodwin Ald Jarman
Against
For
Ald Keay Ald Laycock Ald Matthews Ald Perry
Against
CARRIED UNANIMOUSLY 9.0
GENERAL MANAGER'S REPORTS 9.1
GENERAL MANAGER'S REPORT - MARCH 2015 (D351343) 51/15 RESOLUTION MOVED: SECONDED:
Ald Jarman Ald Emmerton
That the report of the General Manager be received and noted. For
Ald Martin Ald Emmerton Ald Goodwin Ald Jarman
Against Ald Keay Ald Laycock Ald Matthews Ald Perry
For
Against
CARRIED UNANIMOUSLY 9.2
ROOKE STREET MALL IMPROVEMENTS (D351931) 52/15 RESOLUTION MOVED: SECONDED:
Ald Perry Ald Jarman
That Council in relation to its capital budget for improvements in the Rooke Street Mall determine: 1.
to proceed with installation of a fixed public address system, to a maximum budget of $30,000;
2.
in determining the most appropriate system and installation arrangements and configuration, Council consult with the Devonport Chamber of Commerce and Industry (DCCI) Retail Group;
3.
initially it be identified that the intended purpose of the public address system is to primarily improve public events held in the Mall;
4.
any expansion of the use of the public address system other than events based, will need to be cost neutral to Council and have established clear guidelines approved; and
Minutes of Devonport City Council ordinary meeting held 23 March 2015
Page 5 of 16 5.
carry forward the remaining budget allocation for playground equipment in the Rooke Street Mall until the 2015/16 financial year. For
Ald Martin Ald Emmerton Ald Goodwin Ald Jarman
Against
Ald Keay Ald Laycock Ald Matthews Ald Perry
For
Against
CARRIED 9.3
VOLUNTARY AMALGAMATION PROGRAM (D360840) 53/15 RESOLUTION MOVED: SECONDED:
Ald Matthews Ald Keay
That Council in relation to the issue of voluntary amalgamations: (a) advise the Minister for Local Government that in relation to his desire to have councils consider the issue, Council: (i)
is prepared to actively participate in the modelling of options for amalgamation/s or improved shared service models with its neighbouring councils including those in the Mersey region and the broader Cradle Coast region.
(ii) believes that any exercise around modelling relating to amalgamations is unlikely to be successful whilst it remains the State Government’s position that only voluntary amalgamations will be considered and therefore Council encourages the Minister to take the lead on the matter and consider referring the issue of local government reform more generally to the Local Government Board for advice. (b) formally advise its neighbouring councils of its interest in better understanding the issue of local government reform in the region and would be prepared to participate in undertaking studies of reform options including but not limited to: (i)
continuation of ad-hoc resource sharing,
(ii)
a more defined shared services model; or
(iii)
the prospect of voluntary amalgamation.
Ald Martin Ald Emmerton Ald Goodwin Ald Jarman
For
Against Ald Keay Ald Laycock Ald Matthews Ald Perry
For
Against
CARRIED
Minutes of Devonport City Council ordinary meeting held 23 March 2015
Page 6 of 16 9.4
DEVONPORT SURF LIFE SAVING CLUB - REQUEST FOR ASSISTANCE (D362512) 54/15 RESOLUTION MOVED: SECONDED:
Ald Goodwin Ald Perry
That Council in relation to the request from the Devonport Surf Life Saving Club for approval and financial assistance towards upgrading the facility determine: (a)
approve the plan to modify the building to create a more useable space for Club activities;
(b)
allocate the sum of $17,500 in the 2015/16 capital works budget to assist the Devonport Surf Life Saving Club with the cost of the works providing they proceed; and
(b)
waive building and planning fees associated with the works. For
Ald Martin Ald Emmerton Ald Goodwin Ald Jarman
Against
For
Ald Keay Ald Laycock Ald Matthews Ald Perry
Against
CARRIED UNANIMOUSLY 9.5
GOVERNANCE AND FINANCE COMMITTEE MEETING - 16 MARCH 2015 (D362725) 55/15 RESOLUTION MOVED: SECONDED:
Ald Emmerton Ald Goodwin
That the minutes of the open session of the Governance and Finance Committee held on Monday, 16 March 2015 be received and the recommendations contained therein be adopted. Open Session GFC 1/15
TasWater - Review of Shareholders’ Letter of Expectations (D357866)
GFC 2/15
Free Parking Days (D348705)
GFC 3/15
Public Wi-Fi Trial (D359081)
GFC 4/15
Annual Plan Progress Report - January-February 2015 (D359504)
GFC 5/15
Harassment, Bullying and Anti-Discrimination Policy (D361317)
GFC 6/15
Unconfirmed Minutes of Meeting - Shared Audit Panel - 2 March 2015 (D361326)
GFC 7/15
Elected Members’ Expenditure Report - December 2014 to February 2015 (D361841)
GFC 8/15
Finance Report for February 2015 (D362743)
GFC 9/15
Governance and Finance Report (D344890)
Minutes of Devonport City Council ordinary meeting held 23 March 2015
Page 7 of 16
Ald Martin Ald Emmerton Ald Goodwin Ald Jarman
For
Against
For
Ald Keay Ald Laycock Ald Matthews Ald Perry
Against
CARRIED UNANIMOUSLY EFFECTIVE DECISIONS OF THE GOVERNANCE AND FINANCE COMMITTEE CONFIRMED BY COUNCIL GFC 1/15
TasWater - Review of Shareholders’ Letter of Expectations (D357866) That the report of the General Manager relating to the review of the Shareholders’ Letter of Expectations be received and noted and that Council provide comments to TasWater in line with the contents of this report.
GFC 2/15
Free Parking Days (D348705) That the report of the Executive Manager Corporate and Business Services be received and Council:
GFC 3/15
1.
note the information relating to free parking days;
2.
present the information in this report to the Devonport Chamber of Commerce Retail Sub Committee and explore with them alternative methods to encourage retail activity;
3.
consider future direction and provision of free parking days during 2015/16 budget deliberations.
Public Wi-Fi Trial (D359081) That the report of the Executive Manager Corporate and Business Services be received and Council: 1.
note the information relating to the public Wi-Fi trial;
2.
continue with the provision of free Wi-Fi services in the Rooke Street Mall; and
3.
consider future expansion of Wi-Fi as part of the 2015/16 budget deliberations.
GFC 4/15
Annual Plan Progress Report - January-February 2015 (D359504) That the 2014/15 Annual Plan Progress Report for the period January-February 2015 be received and noted.
GFC 5/15
Harassment, Bullying and Anti-Discrimination Policy (D361317) That the report of the Executive Manager Corporate and Business Services be received and that Council adopt the Harassment, Bullying and Anti-Discrimination Policy with immediate effect.
GFC 6/15
Unconfirmed Minutes of Meeting - Shared Audit Panel - 2 March 2015 (D361326) That: 1.
The unconfirmed minutes of the Audit Panel meeting held on 2 March 2015, be received and noted; and
2.
The Audit Panel Charter be adopted
Minutes of Devonport City Council ordinary meeting held 23 March 2015
Page 8 of 16 GFC 7/15
Elected Members’ Expenditure Report - December 2014 to February 2015 (D361841) That the report advising of Aldermen expenses be received and noted.
GFC 8/15
Finance Report for February 2015 (D362743) That the Finance Report for February 2015 be received and noted.
GFC 9/15
Governance and Finance Report (D344890) That the Governance and Finance report be received and noted.
10.0 CUSTOMERS AND COMMUNITY REPORTS 10.1
ANZAC CENTENARY REQUEST (D361975) 56/15 RESOLUTION MOVED: SECONDED:
Ald Goodwin Ald Keay
That Council note additional costs and resources are likely to be incurred which may result in a budget overrun of up to $4,500 to assist in commemorating the ANZAC Day centenary. Ald Martin Ald Emmerton Ald Goodwin Ald Jarman
For
Against Ald Keay Ald Laycock Ald Matthews Ald Perry
For
Against
CARRIED UNANIMOUSLY 10.2
WAR MEMORIALS (D362666) MOVED: SECONDED:
Ald Jarman Ald Keay
That Council acknowledge the feedback from the Public Art Special Interest Group in relation to the proposed Returned Vietnam Veterans War Memorial Wall and determine that Council advise the Vietnam Veterans Association Mersey-Leven Sub-Branch that it does not approve the request to construct the proposed Wall in its current form and invite them to collaborate with the Public Art Special Interest Group as soon as possible to develop a suitable memorial option. For Ald Martin Ald Emmerton Ald Goodwin Ald Jarman
Against
Ald Keay Ald Laycock Ald Matthews Ald Perry
For
Against
LOST
Minutes of Devonport City Council ordinary meeting held 23 March 2015
Page 9 of 16 57/15 RESOLUTION MOVED: SECONDED:
Ald Goodwin Ald Perry
That Council acknowledge the feedback from the Public Art Special Interest Group in relation to the proposed Returned Vietnam Veterans War Memorial Wall and determine that Council approve the request from the Vietnam Veterans Association Mersey-Level Sub-Branch to construct the proposed Wall, noting on completion Council will be responsible for the ongoing maintenance and asset management requirements. For
Ald Martin Ald Emmerton Ald Goodwin Ald Jarman
Against
For Ald Keay Ald Laycock Ald Matthews Ald Perry
Against
CARRIED
58/15 RESOLUTION MOVED: SECONDED:
Ald Goodwin Ald Emmerton
That Council acknowledge the feedback from the Public Art Special Interest Group in relation to the proposed Gallipoli Campaign War Memorial Wall and determine that Council approves the request from the Devonport RSL SubBranch to construct the proposed Wall, noting that on completion Council will be responsible for the ongoing maintenance and asset management requirements. For
Ald Martin Ald Emmerton Ald Goodwin Ald Jarman
Against
For Ald Keay Ald Laycock Ald Matthews Ald Perry
Against
CARRIED
11.0 TECHNICAL AND FINANCE REPORTS 11.1
LIVING CITY UPDATE - MARCH 2015 (D362923) 59/15 RESOLUTION MOVED: SECONDED:
Ald Goodwin Ald Laycock
That: 1.
the report on the progress of LIVING CITY be received and noted; and
2.
Council invite Expressions of Interests in the operation and management of a new convention facility, including potential integrations with the existing Devonport Entertainment and Convention Centre.
Minutes of Devonport City Council ordinary meeting held 23 March 2015
Page 10 of 16 For
Ald Martin Ald Emmerton Ald Goodwin Ald Jarman
Against Ald Keay Ald Laycock Ald Matthews Ald Perry
For
Against
CARRIED UNANIMOUSLY 11.2
TENDER - ARCHITECTURAL DESIGN - STAGE 1 LIVING CITY (D362285) 60/15 RESOLUTION MOVED: SECONDED:
Ald Goodwin Ald Keay
That the report in relation to the provision of architectural services for Stage One of LIVING CITY be received and noted and Council: a)
award the contract to Lyons Architects for design phases one and two for a lump sum total of $306,488 (ex. gst) and
b)
note that a further report will be provided to Council prior to proceeding with the later phases of the design process.
Ald Martin Ald Emmerton Ald Goodwin Ald Jarman
For
Against Ald Keay Ald Laycock Ald Matthews Ald Perry
For
Against
CARRIED UNANIMOUSLY 12.0 CLOSED SESSION 61/15 RESOLUTION MOVED: SECONDED:
Ald Laycock Ald Keay
That in accordance with Regulation 15 of the Local Government (Meeting Procedures) Regulations 2005 the following items which are confidential matters be dealt with in Closed Session:
Item No 12.1 12.2
12.3 12.4
Local Government (Meeting Procedures) Matter Regulations 2005 Reference Applications for Leave of Absence 15(2)(i) Unconfirmed minutes - Dulverton Regional 15(2)(f) Waste Management Authority Board meeting, Dulverton Regional Waste Management Audit and Risk Committee meeting and Dulverton Regional Waste Representatives Committee meeting Purchase of property 15(2)(e) Closed Session - Governance and Finance 15(2)(f) Committee Meeting - 16 March 2015
Minutes of Devonport City Council ordinary meeting held 23 March 2015
Page 11 of 16 12.5 12.6 12.7
State Treasury Survey Purchase of Pontoon General Manager’s 2015
Ald Martin Ald Emmerton Ald Goodwin Ald Jarman
For
Performance
15(2)(c) 15(2)(e) Review 15(2)(a)
Against Ald Keay Ald Laycock Ald Matthews Ald Perry
For
Against
CARRIED UNANIMOUSLY The Mayor adjourned the meeting at 8:07pm to reconvene in Closed Session at 8:08pm. The Council moved out Closed Session at 8:49pm. Council resumed in open session at 8:49pm. CLOSURE There being no further business on the open agenda the Mayor declared the meeting closed at 8:50pm Confirmed,
Chairman
Minutes of Devonport City Council ordinary meeting held 23 March 2015