Page 1 of 6 MINUTES OF A GOVERNANCE AND FINANCE COMMITTEE MEETING OF THE DEVONPORT CITY COUNCIL HELD IN THE COUNCIL CHAMBERS ON MONDAY, 16 MAY 2016 COMMENCING AT 6:00PM PRESENT:
Ald J T Keay (Chairman) Ald C D Emmerton Ald G F Goodwin Ald S L Martin Ald L M Perry Ald A L Rockliff
Aldermen in Attendance: Ald L M Laycock Ald J F Matthews Council Officers: General Manager, P West Executive Manager Corporate & Business, S Crawford Executive Manager Organisational Performance, K Peebles 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 minimum period of six months. 1.0
APOLOGIES There were no apologies received.
2.0
DECLARATIONS OF INTEREST The following Declaration of Interest was advised: Ald Perry
3.0
4.1
Parking Along Victoria Parade
PROCEDURAL 3.1 3.1.1
PUBLIC QUESTION TIME QUESTIONS ON NOTICE FROM THE PUBLIC
Nil 3.1.2
QUESTION WITHOUT NOTICE FROM THE PUBLIC
BOB VELLACOTT - 11 COCKER PLACE, DEVONPORT Q1
I have been informed by the Deputy General Manager that the work underway in the former Harvey Norman building is part of the contract to provide temporary accommodation for Council. Does in fact this mean Councl has now made an official start towards the construction of Stage 1 of the LIVING CITY?
Response - General Manager The Council approved a contract in November 2015 for the works at the Harvey Norman building and that is the works currently underway and if you wish to interpret that as starting the project, then that is what it is. Minutes of Governance and Finance Committee meeting held 16 May 2016
Page 2 of 6 Q2
I recall what Ald Grant Goodwin said at a recent Council meeting when he expressed his concerns about starting work before finalising the funding. Therefore am I correct in assuming Council has all the necessary guaranteed funds ie cash and the loan?
Response - General Manager Yes, Council is confident that it has the financing available and is in the process of finalising that at the present time. Q3
If Yes. When will all ratepayers be informed that Council now has all the funds to start Stage 1?
Response - General Manager Council approved the borrowings in March 2015 when it considered the funding arrangements which clearly outlined the requirements for the borrowings, therefore this has already been publicly released. In relation to the actual detail of the loans, they will go through the normal processes and approval by Council, at which time Council will make the information publicly available. Q4
Has or does Council intend to lease/rent out any section or part of the ground floor level of the building other than that occupied by Shadforths?
Response - General Manager The actual space that was the Harvey Norman store is going to be occupied wholly by Council. The area to the North, Council is currently having that assessed in relation to the possibility of it being leased out to another party. Q5
Were Aldermen able to view the National Stronger Regions Fund Commonwealth Funding Application submitted by Council and was this distributed to Aldermen and were they able to read that submission?
Response - General Manager Applying for the grant funding was approved by Council and the documentation that was submitted as part of that application is available, and has been available for the Aldermen to view. MR PETER STEGMANN - 118 RIVER ROAD, EAST DEVONPORT Q1
How many people or organisations were approached to invest in the LIVING CITY project in accordance with the planned $200M coming from such sources?
Response - General Manager Council is still working through in relation to a number of discussions with various parties about investing in Stages 2 and 3 of LIVING CITY - therefore this is an ongoing process. A number of people have been talked to in relation to future stages and we will continue to do so. Council’s focus at the present time is Stage 1. Q2
How many of the above actually expressed a genuine interest in investing in the project?
Response - General Manager The question was taken on notice and a response will be provided in writing. Q3
In what order are the three major buildings for Stage 1 to be constructed?
Response - General Manager TThat is yet to be defined. There will be a project plan that will be developed in consultation with the builders that will actually identify the various parts of the contract that will occur, so it is actually too early to answer that question.
Minutes of Governance and Finance Committee meeting held 16 May 2016
Page 3 of 6 MALCOLM GARDAM - 4 BEAUMONT DRIVE, MIANDETTA Q1
Can Council confirm that the contract as let and tendered is going to be carried out in full scope, or is Council still considering taking out some sections of the scope?
Response - General Manager Council has at this stage identified the preferred builder and is currently working through a value management process with that builder, along with its architects. As far as the scope of the works are concerned it is for the same buildings and the same sized buildings. In a lot of cases some of the savings that have been identified are through items such as fit out and how it might be finished. The general scope is the same. Q2
Who, in the development of the new multi purpose building is paying for the fit out for tenants?
Response - General Manager In relation to the portion that will be occupied by the State Government, being LINC and Service Tasmania there is a requirement for them to pay for the fit out for their portion. The section to be occupied by the Council will be Council’s responsibility and the space that is available as a Café space will be the responsibility of the Café operator. 3.2
QUESTIONS FROM ALDERMEN
Nil
3.3 NOTICES OF MOTION Nil
4.0 GOVERNANCE AND FINANCE REPORTS Ald Perry left the meeting at 6:11pm. 4.1
PARKING ALONG VICTORIA PARADE (D415648) GFC 13/16 RESOLUTION MOVED: SECONDED:
Ald Goodwin Ald Martin
That it be recommended to Council that the report of the Customer Service Coordinator regarding parking spaces in Victoria Parade be received and noted and that Council implement two hour metered parking on these spaces. Ald Keay Ald Emmerton Ald Goodwin
For
Against Ald Martin Ald Rockliff
For
Against
CARRIED UNANIMOUSLY Ald Perry returned to the meeting at 6:13pm.
Minutes of Governance and Finance Committee meeting held 16 May 2016
Page 4 of 6 4.2
ELECTED MEMBERS' EXPENDITURE REPORT - MARCH TO APRIL 2016 (D416310) GFC 14/16 RESOLUTION MOVED: SECONDED:
Ald Goodwin Ald Emmerton
That it be recommended to Council that the report advising of Aldermen expenses be received and noted. For
Ald Keay Ald Emmerton Ald Goodwin
Against
For
Ald Martin Ald Perry Ald Rockliff
Against
CARRIED UNANIMOUSLY 4.3
LOCAL GOVERNMENT MODEL CODE OF CONDUCT (D417135) GFC 15/16 RESOLUTION MOVED: SECONDED:
Ald Martin Ald Rockliff
That it be recommended to Council that the report of the General Manager relating to the Model Code of Conduct be received and noted and that Council: (a)
adopt the Code of Conduct as attached with immediate effect; and
(b)
write to Mr Ron Dell advising him of the changes to the Act and thanking him for undertaking the role of Independent Chair of the Devonport City Council Code of Conduct Panel. For
Ald Keay Ald Emmerton Ald Goodwin
Against
For
Ald Martin Ald Perry Ald Rockliff
Against
CARRIED UNANIMOUSLY 4.4
CUSTOMER SERVICE CHARTER (D417932) GFC 16/16 RESOLUTION MOVED: SECONDED:
Ald Martin Ald Emmerton
That Council adopt the revised Customer Service Charter. Ald Keay Ald Emmerton Ald Goodwin
For
Against Ald Martin Ald Perry Ald Rockliff
For
Against
CARRIED UNANIMOUSLY
Minutes of Governance and Finance Committee meeting held 16 May 2016
Page 5 of 6 4.5
ANNUAL LUNCHEON FOR 50+ YEAR RATEPAYERS (D418206) GFC 17/16 RESOLUTION MOVED: SECONDED:
Ald Goodwin Ald Rockliff
That it be recommended to Council that the report of the Media and Communication Officer regarding a ratepayer luncheon be received and noted and that Council: 1.
Agree to host a luncheon for eligible Devonport ratepayers as part of Council’s Seniors Week 2016 program.
2.
Allocate $3,500 in the 2016/2017 budget towards the event and its promotion. For
Ald Keay Ald Emmerton Ald Goodwin
Against Ald Martin Ald Perry Ald Rockliff
For
Against
CARRIED UNANIMOUSLY 4.6
TARGETED REVIEW OF THE LOCAL GOVERNMENT ACT - CONSULTATION PAPER (D419004) GFC 18/16 RESOLUTION MOVED: SECONDED:
Ald Rockliff Ald Perry
That it be recommended to Council that the report of the General Manager relating to the targeted review of the Local Government Act 1993 be received and noted and that Council provide a response in line with the contents of this report and a discussion at the next available Workshop. For
Ald Keay Ald Emmerton Ald Goodwin
Against Ald Martin Ald Perry Ald Rockliff
For
Against
CARRIED UNANIMOUSLY 4.7
FINANCE REPORT FOR APRIL 2016 (D419069) GFC 19/16 RESOLUTION MOVED: SECONDED:
Ald Goodwin Ald Emmerton
That it be recommended to Council that the Finance Report for April 2016 be received and noted. Ald Keay Ald Emmerton Ald Goodwin
For
Against Ald Martin Ald Perry Ald Rockliff
For
Against
CARRIED UNANIMOUSLY
Minutes of Governance and Finance Committee meeting held 16 May 2016
Page 6 of 6 4.8
GOVERNANCE & FINANCE REPORT (D416682) GFC 20/16 RESOLUTION MOVED: SECONDED:
Ald Rockliff Ald Martin
That it be recommended to Council that the Governance and Finance report be received and noted. Ald Keay Ald Emmerton Ald Goodwin
For
Against Ald Martin Ald Perry Ald Rockliff
For
Against
CARRIED UNANIMOUSLY
5.0
CLOSURE
There being no further business on the agenda the Chairman declared the meeting closed at 6:24pm. Confirmed
Chairman
Minutes of Governance and Finance Committee meeting held 16 May 2016