Page 1 of 7 MINUTES OF A GOVERNANCE AND FINANCE COMMITTEE OF THE DEVONPORT CITY COUNCIL HELD IN THE COUNCIL CHAMBERS ON MONDAY, 18 MAY 2015 COMMENCING AT 6:00PM PRESENT:
Ald J T Keay (Chairman) Ald C D Emmerton Ald A L Rockliff
Aldermen in Attendance: Ald A J Jarman Ald LM Laycock Ald S L Martin Ald J F Matthews Council Officers: General Manager, P West Deputy General Manager, M Atkins Executive Manager Corporate & Business, S Crawford Executive Manager Organisational Performance, K Peebles 1.0
APOLOGIES The following apologies were received for the meeting: Ald Goodwin Ald Perry
2.0
Leave of Absence Leave of Absence
DECLARATIONS OF INTEREST There were no Declarations of Interest.
3.0
PROCEDURAL 3.1
PUBLIC QUESTION TIME 3.1.1 Questions on notice from the public Nil 3.1.2 Questions without notice from the public DOUGLAS JANNEY - 23 WATKINSON STREET, DEVONPORT (26544) “Item 4.8 page 120 the CAPEX graph would suggest with an unspent $6m of the budget at the end of April that come the end of the Financial Year the total spent would be no more than about $9.9m. This is on the basis of the expenditure in the last 2 months of 2014. 2013, 2014, 2015 (est) will result in a cumulative underspend of some $13.5m. Q
Why is this pattern of underspend so?
Response The General Manager responded there is a lot of capital works currently happening and certainly those figures will increase over the next six weeks. A large proportion of the underspend this year will relate to the budget for LIVING CITY and this will be carried forward in 2015/16 financial year. 3.2
QUESTIONS ON NOTICE FROM ALDERMEN Nil
Minutes of Governance and Finance Committee meeting held 18 May 2015
Page 2 of 7 3.3 4.0
NOTICE OF MOTIONS Nil
GOVERNANCE AND FINANCE REPORTS 4.1
PARKING STRATEGY ACTION PLAN PROGRESS (D359085) GFC 13/15 RESOLUTION MOVED: SECONDED:
Ald Emmerton Ald Rockliff
That it be recommended to Council that the report of the Executive Manager Corporate & Business Services be received and Council note the status of actions listed in the Devonport City Council Parking Strategy Action Plan. Ald Keay Ald Emmerton
For √ √
Against Ald A L Rockliff
For √
Against
CARRIED UNANIMOUSLY 4.2
ANNUAL PLAN PROGRESS REPORT - MARCH-APRIL 2015 (D365535) GFC 14/15 RESOLUTION MOVED: SECONDED:
Ald Rockliff Ald Emmerton
That it be recommended to Council that the 2014/15 Annual Plan Progress Report for the period March-April 2015 be received and noted. Ald Keay Ald Emmerton
For √ √
Against Ald A L Rockliff
For √
Against
CARRIED UNANIMOUSLY 4.3
PUBLIC LAND REGISTER (D365566) GFC 15/15 RESOLUTION MOVED: SECONDED:
Ald Rockliff Ald Emmerton
That it be recommended to Council that the report regarding the Public Land Register be received and that Council: 1.
adopt the list attached as its Public Land Register; and
2.
authorise a copy of the Register to be publically available on Council’s website and at the Council Chambers.
Ald Keay Ald Emmerton
For √ √
Against Ald A L Rockliff
For √
Against
CARRIED UNANIMOUSLY
Minutes of Governance and Finance Committee meeting held 18 May 2015
Page 3 of 7 4.4
COUNCIL POLICY REVIEW - BOUNDARY FENCING POLICY, DILAPIDATED BUILDING POLICY, COUNCIL COMMITTEES POLICY, DRIVEWAY POLICY, ASSET MANAGEMENT POLICY, EQUAL EMPLOYMENT OPPORTUNITY (EEO) AND DIVERSITY POLICY & RECRUITMENT AND SELECTION POLICY, CREDIT CARD POLICY (D367073) GFC 16/15 RESOLUTION MOVED: SECONDED:
Ald Emmerton Ald Rockliff
That it be recommended to Council that it adopt the following reviewed policies with immediate effect: 1.
Boundary Fencing Policy,
2.
Dilapidated Building Policy
3.
Council Committees Policy,
4.
Driveway Policy,
5.
Asset Management Policy,
6.
Equal Employment Opportunity (EEO) and Diversity Policy;
7.
Recruitment and Selection Policy; and
8.
Credit Card Policy.
Ald Keay Ald Emmerton
For √ √
Against Ald A L Rockliff
For √
Against
CARRIED UNANIMOUSLY 4.5
ELECTED MEMBERS' EXPENDITURE REPORT - MARCH - APRIL 2015 (D367334) GFC 17/15 RESOLUTION MOVED: SECONDED:
Ald Rockliff Ald Emmerton
That it be recommended to Council that the report advising of Aldermen expenses be received and noted. Ald Keay Ald Emmerton
For √ √
Against Ald A L Rockliff
For √
Against
CARRIED UNANIMOUSLY 4.6
GENERAL MANAGER'S DELEGATIONS - RIGHT TO INFORMATION ACT 2009, PERSONAL INFORMATION PROTECTION ACT 2004 & PUBLIC INTEREST DISCLOSURES ACT 2002 (D367682) GFC 18/15 RESOLUTION MOVED: SECONDED:
Ald Rockliff Ald Emmerton
That it be recommended to Council that pursuant to Section 22 (1) of the Local Government Act 1993, Council delegate the functions and powers of the Right to Information Act 2009, Personal Information Protection Act 2004 and Public Interest Disclosures Act 2002 to the General Manager (or any Minutes of Governance and Finance Committee meeting held 18 May 2015
Page 4 of 7 officer acting in the capacity of General Manager). Ald Keay Ald Emmerton
For √ √
Against Ald A L Rockliff
For √
Against
CARRIED UNANIMOUSLY 4.7
LOAN TO TASMANIAN COMMUNITY RESOURCES INC. (D369068) GFC 19/15 RESOLUTION MOVED: SECONDED:
Ald Emmerton Ald Rockliff
That it be recommended to Council that the report of the Executive Manager Organisational Performance be received and that the remaining balance on the loan to Tasmanian Community Resources Inc. of $18,432.36 be written off as a bad debt expense. Ald Keay Ald Emmerton
For √ √
Against Ald A L Rockliff
For √
Against
CARRIED UNANIMOUSLY 4.8
FINANCE REPORT FOR APRIL 2015 (D362485) GFC 20/15 RESOLUTION MOVED: SECONDED:
Ald Emmerton Ald Rockliff
That it be recommended to Council that the Finance Report for April 2015 be received and noted. Ald Keay Ald Emmerton
For √ √
Against Ald A L Rockliff
For √
Against
CARRIED UNANIMOUSLY 4.9
GOVERNANCE AND FINANCE REPORT (D363928) GFC 21/15 RESOLUTION MOVED: SECONDED:
Ald Rockliff Ald Emmerton
That it be recommended to Council that the Governance and Finance report be received and noted. Ald Keay Ald Emmerton
For √ √
Against Ald A L Rockliff
For √
Against
CARRIED UNANIMOUSLY
Minutes of Governance and Finance Committee meeting held 18 May 2015
Page 5 of 7 5.0
CLOSED SESSION GFC 22/15 RESOLUTION MOVED: SECONDED:
Ald Rockliff Ald Emmerton
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
5.1
Fenton Villas
15(2)(f)
For Ald Keay Ald Emmerton
Against √ √
For Ald A L Rockliff
Against √
CARRIED UNANIMOUSLY The Chairman adjourned the meeting at 6:30pm to reconvene in Closed Session at 6:31pm. The Council moved out of Closed Session at 6:35pm. There being no further business on the open agenda the Chairman declared the meeting closed at 6:35pm.
Minutes of Governance and Finance Committee meeting held 18 May 2015