Page 1 of 7 MINUTES OF A GOVERNANCE AND FINANCE COMMITTEE MEETING OF THE DEVONPORT CITY COUNCIL HELD IN THE COUNCIL CHAMBERS, 44-48 BEST STREET, DEVONPORT ON MONDAY, 21 SEPTEMBER 2015 COMMENCING AT 6:00PM PRESENT:
Ald J T Keay (Chairman) Ald C D Emmerton Ald G F Goodwin Ald A L Rockliff
Aldermen in Attendance: Ald L M Laycock Ald S L Martin Council Officers: Executive Manager Corporate & Business, S Crawford Executive Manager Organisational Performance, K Peebles 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. In the absence of the Chairman Ald Rockliff took the Chair. 1.0
APOLOGIES The following apology was received for the meeting. Ald Perry
Apology
Ald Keay arrived at 6:02pm and took the Chair. 2.0
DECLARATIONS OF INTEREST There were no Declarations of Interest.
3.0
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
DOUGLAS JANNEY - 23 WATKINSON STREET, DEVONPORT Item 4.1 p 7 Annual Plan Progress The graph states that 53.03% is “On Track”. This is only just a pass mark. “Highlights” words say nothing about this! Q1
What have the allotted personnel been doing?
Q2
Are they skilled to undertake what has to be done in the allotted time?
Minutes of Governance and Finance Committee meeting held 21 September 2015
Page 2 of 7 Q3
How is catch up going to occur?
Response The question was taken on notice and a response will be provided in writing. 3.2
QUESTIONS FROM ALDERMEN
Nil
3.3 NOTICES OF MOTION Nil
4.0 GOVERNANCE AND FINANCE REPORTS 4.1
ANNUAL PLAN PROGRESS REPORT - JULY-AUGUST 2015 (D379900) GFC 33/15 RESOLUTION MOVED: SECONDED:
Ald Rockliff Ald Emmerton
That it be recommended to Council that the 2015/16 Annual Plan Progress Report for the period July to August 2015 be received and noted. For
Ald Keay Ald Emmerton
Against
For
Ald Goodwin Ald Rockliff
Against
CARRIED UNANIMOUSLY 4.2
RENEW DEVONPORT (D382486) GFC 34/15 RESOLUTION MOVED: SECONDED:
Ald Goodwin Ald Rockliff
That it be recommended to Council that the report of the Executive Manager Corporate and Business Services regarding Renew Devonport be received and noted and that Council further consider its ongoing support for the project in March 2016 prior to any further monetary investment being provided.
Ald Keay Ald Emmerton
For
Against
For
Ald Goodwin Ald Rockliff
Against
CARRIED UNANIMOUSLY
Minutes of Governance and Finance Committee meeting held 21 September 2015
Page 3 of 7 4.3
OFFSITE STORAGE OF COUNCIL'S RECORDS (D384757) GFC 35/15 RESOLUTION MOVED: SECONDED:
Ald Goodwin Ald Emmerton
That it be recommended to Council that the report of the Executive Manager Corporate and Business Services regarding off-site storage of Council records be received and that Council authorise moving to an offsite storage solution as outlined within the report. For
Ald Keay Ald Emmerton
Against
For
Ald Goodwin Ald Rockliff
Against
CARRIED UNANIMOUSLY 4.4
FITNESS FOR WORK POLICY (D384903) GFC 36/15 RESOLUTION MOVED: SECONDED:
Ald Goodwin Ald Emmerton
That it be recommended to Council that the Fitness for Work Policy be adopted with immediate effect with Council endorsing that the policy will apply to Aldermen when attending a Council Workplace as part of their role as an elected representative of the community. For
Ald Keay Ald Emmerton
Against
For
Ald Goodwin Ald Rockliff
Against
CARRIED UNANIMOUSLY 4.5
ELECTED MEMBERS' EXPENDITURE REPORT - JULY/AUGUST 2015 (D385548) GFC 37/15 RESOLUTION MOVED: SECONDED:
Ald Emmerton Ald Rockliff
That it be recommended to Council that the report advising of Aldermen expenses be received and noted.
Ald Keay Ald Emmerton
For
Against
For
Ald Goodwin Ald Rockliff
Against
CARRIED UNANIMOUSLY
Minutes of Governance and Finance Committee meeting held 21 September 2015
Page 4 of 7 4.6
SECTION 23 COMMITTEE - POLICY UPDATE (D386430) GFC 38/15 RESOLUTION MOVED: SECONDED:
Ald Goodwin Ald Rockliff
That it be recommended to Council that the report of the General Manager relating to the updated Section 23 Committees Policy be received and noted and that Council formally appoint the following Aldermen as additional Committee Members: 1.
Governance & Finance – Ald Martin
2.
Infrastructure, Works & Development – Ald Laycock
3.
Community Services – Ald Goodwin For
Ald Keay Ald Emmerton
Against
For
Ald Goodwin Ald Rockliff
Against
CARRIED UNANIMOUSLY 4.7
ANNUAL FINANCIAL REPORT FOR YEAR ENDED 30 JUNE 2015 (D385698) GFC 39/15 RESOLUTION MOVED: SECONDED:
Ald Goodwin Ald Emmerton
That it be recommended to Council that the report of the General Manager relating to the Annual Financial Report for the year ended 30 June 2015 be received and that Council: (a)
receive the Annual Financial Report and note that it will be included as an Appendix in the 2015 Annual Report; and
(b)
adjust the carried forward capital works projects budget as listed in this report to the value of $4,888,468. For
Ald Keay Ald Emmerton
Against
For
Ald Goodwin Ald Rockliff
Against
CARRIED UNANIMOUSLY 4.8
FINANCE REPORT FOR AUGUST 2015 (D386621) GFC 40/15 RESOLUTION MOVED: SECONDED:
Ald Rockliff Ald Emmerton
That it be recommended to Council that the Finance Report for August 2015 be received and noted.
Ald Keay Ald Emmerton
For
Against
For
Ald Goodwin Ald Rockliff
Against
CARRIED UNANIMOUSLY Minutes of Governance and Finance Committee meeting held 21 September 2015
Page 5 of 7 4.9
GOVERNANCE & FINANCE REPORT (D385684) GFC 41/15 RESOLUTION MOVED: SECONDED:
Ald Goodwin Ald Emmerton
That it be recommended to Council that the Governance and Finance report be received and noted. For
Ald Keay Ald Emmerton
Against
For
Ald Goodwin Ald Rockliff
Against
CARRIED UNANIMOUSLY 5.0
CLOSED SESSION GFC 42/15 RESOLUTION MOVED: SECONDED:
Ald Emmerton Ald Goodwin
That in accordance with Regulation 15 of the Local Government (Meeting Procedures) Regulations 2015 the following items be dealt with in Closed Session: Item No 5.1 5.2
Local Government (Meeting Procedures) Regulations 2015 Reference Outstanding Rates Debtors - Three 15(2)(j) Years and Over Outstanding Debtors - 90 Days and 15(2)(j) Over Report Matter
Ald Keay Ald Emmerton
For
Against
For
Ald Goodwin Ald Rockliff
Against
CARRIED UNANIMOUSLY The Chairman adjourned the meeting at 6.25pm to reconvene in Closed Session at 6.31pm. The Council moved out of Closed Session at 6:38 pm. There being no further business on the open agenda the Chairman declared the meeting closed at 6.38pm.
Minutes of Governance and Finance Committee meeting held 21 September 2015