COUNCIL AGENDA
MONDAY, 3 AUGUST 2015
GLENORCHY CITY COUNCIL
*
The General Manager certifies that the reports contained in this Agenda
have been written by qualified persons under Section 65 of the Local
Government Act 1993.
3.00 p.m.
Hour:
Present:
In attendance:
Leave of Absence:
Workshops held since
last Council Meeting
Date: Monday, 20th July 2015
Purpose: To discuss:

Presentation by Metro

Introduction of two new Managers

Consideration of LGAT Conference Motions
TABLE OF CONTENTS:
1.
APOLOGIES ................................................................................................ 4
2.
CONFIRMATION OF MINUTES .................................................................... 4
3.
ANNOUNCEMENTS BY THE CHAIR .............................................................. 4
4.
PECUNIARY INTEREST NOTIFICATION ......................................................... 4
5.
RESPONSE TO PREVIOUS PUBLIC QUESTIONS TAKEN ON NOTICE ................ 4
6.
PUBLIC QUESTION TIME (15 MINUTES) ....................................................... 4
7.
PETITIONS/DEPUTATIONS .......................................................................... 4
COMMUNITY .........................................................................5
8.
COMMUNITY GARDEN - KENBRAE AVENUE AND PITCAIRN
STREET....................................................................................................... 6
9.
ANNOUNCEMENTS BY THE MAYOR ............................................................ 8
GOVERNANCE ...................................................................... 11
10.
KING GEORGE V SPORTS AND COMMUNITY FACILITY - SECTION
178 ADVERTISING ..................................................................................... 12
11.
ACTIONS LIST FOR JULY 2015 REPORTING PERIOD ..................................... 14
12.
BUDGET ADJUSTMENTS AND ADOPTION OF 2014/15 CARRY
FORWARDS IN 2015/16 BUDGET ............................................................... 16
13.
CORPORATE PERFORMANCE INDICATORS - MAY 2015 .............................. 22
14.
CORPORATE PERFORMANCE INDICATORS - JUNE 2015 .............................. 25
15.
NOTICES OF MOTIONS – QUESTIONS ON NOTICE / WITHOUT
NOTICE ..................................................................................................... 27
15.1
NOTICE OF MOTION - ALDERMAN D. PEARCE ............................................ 27
15.2
NOTICE OF MOTION - ALDERMAN J. BRANCH-ALLEN ................................. 30
15.3
NOTICE OF MOTION - ALDERMAN K. JOHNSTON ....................................... 32
15.4
NOTICE OF MOTION - ALDERMAN S. SLADE ............................................... 36
CLOSED TO MEMBERS OF THE PUBLIC .................................. 39
16.
APPLICATIONS FOR LEAVE OF ABSENCE ..................................................... 40
GOVERNANCE .................................................................................... 41
17.
CONFIRMED MINUTES OF AUDIT PANEL MEETING - 20TH MAY
2015 ......................................................................................................... 42
18.
KING GEORGE V SPORTS AND COMMUNITY FACILITY - LEASE
NEGOTIATION ........................................................................................... 42
19.
UPDATE ON CT MANAGEMENT PROJECTS ................................................. 42
ECONOMIC ......................................................................................... 43
II
20.
PUBLIC SPACE ENHANCEMENT GRANT - PROJECT SELECTION .................... 44
21.
NOTICES OF MOTIONS – QUESTIONS ON NOTICE / WITHOUT
NOTICE (CLOSED) ...................................................................................... 44
III
Monday 3 August 2015
Council Meeting Agenda
1.
APOLOGIES
2.
CONFIRMATION OF MINUTES
That the minutes of the Council Meeting held on 6 July 2015 be confirmed.
3.
ANNOUNCEMENTS BY THE CHAIR
4.
PECUNIARY INTEREST NOTIFICATION
5.
RESPONSE TO PREVIOUS PUBLIC QUESTIONS TAKEN ON
NOTICE
6.
PUBLIC QUESTION TIME (15 MINUTES)
7.
PETITIONS/DEPUTATIONS
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Council Meeting Agenda
COMMUNITY
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Monday 3 August 2015
8.
Council Meeting Agenda
COMMUNITY GARDEN - KENBRAE AVENUE AND PITCAIRN
STREET
Author:
Manager Legal and Property (Kim Hudson)
Qualified Person:
Director Corporate Goverance & General Counsel (Seva
Iskandarli)
ECM File Reference:
PID 1639287
Community Plan Reference:
2.1.2 Develop strategies to maintain and improve the use of parks, public open
spaces, sports grounds, public amenities and recreation facilities in line with
the Council’s Sports and Recreation Strategy.
Strategic or Annual Plan Reference:
1.2.2 Facilitate the delivery of services that build community capacities and
capabilities.
3.1.3 Deliver services that create sustainable and liveable built environments.
Reporting Brief:
To advise Council of the status of the development of a community garden between
Kenbrae Avenue and Pitcairn Street.
Proposal in Detail:
The Mayor and a Property Officer recently met with Mr Tim Marks (resident of the
area) and discussed the creation of an accessible community garden. Following this
meeting Mr Marks, some residents of the area, and the Glenorchy Precinct Group
have formed an alliance to progress this concept.
The grassed strip either side of the footpath is underdeveloped, however the
footpath is used frequently. The proposed community garden would not impact
onto the footpath area. The garden area will be fenced and managed by the
Glenorchy Precinct Group, and the gardens would be installed to a
design/construction approved by Council. Attached is an indicative layout of the
community garden, final layout to be confirmed.
The preliminary Open Space Strategy identified the need for a greater number of
community gardens throughout the Glenorchy Municipality; this concept is in
keeping with this preliminary draft of this policy.
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Council Meeting Agenda
It is proposed the land is to be leased for a five year period, therefore under section
179 of the Local Government Act 1993 (Tas) there is no requirement for public
advertising.
Consultations:
Director Corporate Governance & General Counsel
Manager Legal and Property
Community, Economic Development and Business Directorate
Legal and Property Department
Human Resource / Financial and Risk Management Implications:
The installation and operational support for the community garden is to be the
responsibility of the Glenorchy Precinct Group.
The risk management implications will be reviewed by Council staff and lease clauses
applied which will minimise liability exposure for Council.
Clauses will also be included specifying standards for installation and the
responsibilities for fixture removal if the garden use is discontinued.
Lease fee will be set at $1.00 per annum (if demanded).
Community Consultation and Public Relations Implications:
Council staff will develop a community engagement strategy. It is expected that the
community will support the proposal and that positive relationships will be
developed with the local community through their involvement in the garden.
Recommendation:
That Council acknowledges that the Legal and Property Department will negotiate a
lease under section 179 of the Local Government Act with the Glenorchy Precinct
Group for the portion of land between Kenbrae Avenue and Pitcairn Street on either
side of the footpath to develop a community garden for the benefit of our
community.
Attachments/Annexures
1
Indicative layout of community garden
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9.
Council Meeting Agenda
ANNOUNCEMENTS BY THE MAYOR
Author:
General Manager (Peter Brooks)
Qualified Person:
General Manager (Peter Brooks)
ECM File Reference:
Mayoral Announcements
Community Plan Reference:
This item discusses a corporate management/governance issue. Since the
Community Plan is outwardly focussed, there is no applicable reference to this
matter.
Strategic or Annual Plan Reference:
The strategic and annual plans are based upon the Community Plan which is
outwardly focussed. Since this item discusses a management/governance issue
there is no applicable reference to this matter.
Reporting Brief:
To receive the announcement of events by the Mayor.
Proposal in Detail:
The following is a list of events the Mayor has attended during the period 1 July 2015
to 28 July 2015.
Wednesday 1 July 2015
 Attended the Children's University launch at the MAC
 Attended a meeting with Mayor of Kingborough
 Attended a tour of Dominic College and presented the Mayor's Awards for
Commitment to Learning
 Attended the Glenorchy Social Development Program celebration afternoon tea
 Attended the Berriedale & Chigwell Community Precinct meeting
 Presented Janice & Keith Wiggins with a certificate celebrating their 60th wedding
anniversary
Thursday 2 July 2015
 Attended a tour of St Therese Primary School
 Attended the Think South (STCA) meeting
 Attended the Thai Kitchen to the World Reception at Guilford Young
 Attended the Claremont, Austins Ferry & Granton Precinct meeting
Monday 6 July 2015
 Chaired the Council meeting
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Council Meeting Agenda
Tuesday 7 July 2015
 Presided at a Citizenship Ceremony
 Attended the West Moonah Community Precinct meeting
Friday 10 July 2015
 Attended a meeting with a business representative
Monday 13 July 2015
 Attended the Nyrstar and Tasmanian Government announcement
Tuesday 14 July 2015
 Attended a meeting with representatives of the Glenorchy Community Garden
project
Wednesday 15 July 2015
 Attended a meeting with a business representative
 Guest Speaker at the Moonah Probus Club
 Guest Speaker at the Royal Commonwealth Society luncheon
Sunday 19 July 2015
 Presented awards at the Glenorchy Fun Run
 Volunteered at the Tasmanian Transport Museum
Monday 20 July 2015
 Attended a meeting with business representative
 Chaired Council Workshop
Tuesday 21 July 2015
 Attended a meeting with a resident
 Chaired Windermere School Association meeting
Wednesday 22 July 2015
 Attended the LGAT AGM and General Meeting in Launceston
Thursday 23 July 2015
 Attended the LGAT conference in Launceston
Friday 24 July 2015
 Attended the LGAT conference in Launceston
Monday 27 July 2015
 Attended a meeting with the State Judges for Keep Australia Beautiful Awards
 Chaired the Glenorchy Planning Authority meeting
Tuesday 28 July 2015
 Attended the TasWater Owner Representatives meeting in Launceston
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Council Meeting Agenda
Numerous internal meetings and administrative duties were also undertaken.
Consultations:
Nil.
Human Resource / Financial and Risk Management Implications:
Nil.
Community Consultation and Public Relations Implications:
Nil.
Recommendation:
That Council receives the announcements about the activities of the Mayor’s office
for the period 1st July to 28th July 2015.
Attachments/Annexures
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GOVERNANCE
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10. KING GEORGE V SPORTS AND COMMUNITY FACILITY SECTION 178 ADVERTISING
Author:
Manager Legal and Property (Kim Hudson)
Qualified Person:
Director Corporate Governance & General Counsel (Seva
Iskandarli)
ECM File Reference:
KGV Sports and Community Facility
Community Plan Reference:
2.1.2 Develop strategies to maintain and improve the use of parks, public open
spaces, sports grounds, public amenities and recreation facilities in line with
the Council’s Sport and Recreation Strategy.
Strategic or Annual Plan Reference:
1.2.3 Identify and facilitate linkages with Council and other service providers to
create opportunities for our communities.
4.1.2 Ensure Council is open and transparent in its communication and dealings
with our communities.
Reporting Brief:
This Report is to brief Council about the outcomes of the advertising of Council’s
intent under section 178 of the Local Government Act 1993 (Tas) and obtain
Council’s approval of a proposal to lease sections of the new King George V Sports
and Community Facility building located at 1A Anfield Street, Glenorchy to Glenorchy
District Football Club (GDFC), Northern Physiotherapy Services Pty Ltd (Revive) and
Migrant Resource Centre (MRC).
Proposal in Detail:
At the Council Meeting on 6th July 2015, Council approved its intention to lease
sections of the new King George V Sports and Community Facility building located at
1A Anfield Street, Glenorchy to GDFC, Revive and MRC.
Under section 178(4) of the Local Government Act 1993 (Tas) Council published its
intention to lease this building on two separate occasions, in The Mercury, notifying
the public that objections to the proposed lease could be made to the General
Manager within twenty one (21) days of the date of the first publication, being
Wednesday 8th July 2015. The second publication was on Saturday 11th July 2015.
Attached is a copy of both publications and marked as Annexure A.
No objections were received by the due date of 29th July 2015.
Under section 178 (5) of the Local Government Act 1993 (Tas) if the General
Manager does not receive any objection within 21 days of the date of the first
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Council Meeting Agenda
publication and an appeal is not made under section 178A, Council may lease
sections of the building.
Consultations:
Council officers completed the following internal consultation:Manager Legal and Property
Director Corporate Governance and General Counsel
Human Resource / Financial and Risk Management Implications:
There are no human resource implications.
Council has managed any risk by undertaking the section 178 advertising.
Community Consultation and Public Relations Implications:
Council consulted with its community by advertising its intention to lease sections of
the building in accordance with section 178 of the Local Government Act 1993 (Tas).
The advertisements were published in the Mercury on two occasions.
Recommendation:
That in accordance with section 178 of the Local Government Act 1993 (Tas) Council
approves the lease of sections of the King George V building to Glenorchy District
Football Club (GDFC), Northern Physiotherapy Services Pty Ltd (Revive) and Migrant
Resource Centre (MRC) subject to successful negotiation and completion of the
Lease Agreements.
Attachments/Annexures
1
Section 178 Advertisements
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Council Meeting Agenda
11. ACTIONS LIST FOR JULY 2015 REPORTING PERIOD
Author:
General Manager (Peter Brooks)
Qualified Person:
General Manager (Peter Brooks)
ECM File Reference:
Actions Register - Council Meetings
Community Plan Reference:
This item discusses a corporate management/governance issue. Since the
Community Plan is outwardly focussed, there is no applicable reference to this
matter.
Strategic or Annual Plan Reference:
The strategic and annual plans are based upon the Community Plan which is
outwardly focussed. Since this item discusses a management/governance issue
there is no applicable reference to this matter.
Reporting Brief:
At Council meeting 13th April 2015 – Alderman Stevenson moved and Council
adopted the following Notice of Motion :
It is recommended that Council install the use of an actions item register as a key
tool in managing actionable items out of council meetings and workshops.
Proposal in Detail:
Council uses InfoCouncil software for the coordinating and drafting of Council,
Committee and Glenorchy Planning Authority reports, agendas and minutes.
Following each Council meeting an action report is forwarded to a Council officer to
action the adopted motions of Council. Management regularly accesses the software
to ensure that Council motions are actioned.
The attached spreadsheet details of actions list.
Consultations:
Nil
Human Resource / Financial and Risk Management Implications:
No cost
Community Consultation and Public Relations Implications:
Recommendation:
That Council notes the actions register.
Attachments/Annexures
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Monday 3 August 2015
1
Council Meeting Agenda
Outstanding Actions List
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12. BUDGET ADJUSTMENTS AND ADOPTION OF 2014/15 CARRY
FORWARDS IN 2015/16 BUDGET
Author:
Accountant (Amanda Sartori)
Qualified Person:
Director Community, Economic Development and Business
(Diane Hood)
ECM File Reference:
Budget Update 2015/16
Community Plan Reference:
Open for Business
Strategic or Annual Plan Reference:
Objective 4.2
Manage our resources to achieve community outcomes.
Strategy 4.2.1 Deploy the Council’s resources in a way that maximises the
effectiveness of the organisation and delivers value for money.
Strategy 4.2.2 Ensure long term financial capacity to deliver required services.
Reporting Brief:
To enable Council to approve additions to the 2015/16 budget. These additions
relate to:
 Unspent monies from operating expenditure and capital project accounts,
outlined within the 2014/15 budget, which were not fully expended at
30 June 2015
 Unspent Grant monies and donations/contributions for a specific purpose
received prior to 30 June 2015; and
 Other identified capital and operational budget adjustments.
Proposal in Detail:
General:
Section 82 of the Local Government Act 1993 requires the General Manager to
prepare estimates of the Council’s revenue and expenditure for each financial year
and to ask Council to approve any alterations. Sections 82 (2) and (4) reads as
follows:
(2) Estimates are to contain details of the following:
(a)
The estimated revenue of the Council;
(b)
The estimated expenditure of the Council;
(c)
The estimated borrowings by the Council;
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(d)
The estimated capital works of the Council; and
(e)
Any other detail required by the Minister.
(4) A Council may alter by absolute majority any estimate referred to in subsection
(2) during the financial year.
Carry Forwards
A ‘Carry Forward’ is defined in the policy as an unspent budget allocation that has
approval to be transferred from the current financial year into the next financial
year.
A ‘Carry Forward’ may be granted due to:




Approved Capital projects – where prior to the end of the financial year,
significant design work and/or other costs relating to the project have
been incurred and where practical completion of the project is considered
to be the “cost effective” option.
The presence of a contractual obligation, which at year end, commits
Council to completing the associated work;
The existence of associated unspent grant funds or unspent
fundraising/donations that were received for a specific purpose; or,
Specific approval by the General Manager.
The Executive Leadership Team (ELT) have completed their annual review of
contractual and other externally funded obligations that existed at 30th June 2015
and recommend Council approve the addition of amounts identified to the 2015/16
Budget.
Of the $13,336k carry forward proposals being submitted for approval, $248k are for
operational expenditure (of which $195k relate to Grants and Donations) and the
remaining $13,089k are capital expenditure. A detailed list of the recommended
carry forward projects is attached as Attachment 1.
The proposed carry forwards are separated into three categories: Operational Grants
and Donations, Operational Expenditure and Capital Expenditure. Table 1 below
summarises the carry forwards into the above categories.
Table 1– Grant/Donation, Operational and Capital Expenditure Classification
Operational
Grants and Operational
Capital
Donations Expenditure Expenditure
Community, Economic
Development and Business $
Corporate Governance
City Services and
Infrastructure
Total
$
$
$
194,512 $
-
-
$
496,974 $
Total
691,485
$
43,178 $ 6,934,897 $ 6,978,075
$
194,512 $
10,000 $ 5,656,812 $ 5,666,812
53,178 $ 13,088,683 $ 13,336,373
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Operational Grants and Donations
The total $195k in Grants and Donations are from the Community, Economic
Development and Business department. Major grants include a Feasibility Study for
Multicultural Master Plan ($100k), Moonah Taste of the World ($18k) and Glenorchy
on the Go ($15k). Donations include Mobile Activity Centre donations ($14k),
Volunteer Program Donations ($6k).
Operational Expenditure
The $53k operational expenditure relates to three project accounts across two
departments - General Consultancy ($33k) Internal Audit ($10k) and Weed
Eradication ($10k).
The impact on the 2015/16 budget is shown in Table 2.
Capital Expenditure
The total $13,089k capital expenditure carry forward proposals are from across the
three departments and summarised in Chart 1 below.
Chart 1 – Capital Expenditure by Department ($’000)
Community, Economic Development and Business ($497k)
The $497k proposed from Community, Economic Development and Business is
expenditure to meet contractual obligations for a range of ICT projects including
TechOne Re-implementation ($318k) and New Phone System ($111k).
Corporate Governance ($6,935k)
The $6,935k proposed from Corporate Governance is expenditure to meet a
combination of grant and contractual commitments including KGV Sports and
Community Precinct Grant ($5,437k), Goodwood Community Centre Grant ($277k),
Skate Park Relocation Grant ($248k), KGV Sport Precinct Toilet Facilities ($215k) and,
DEC Box Office Replacement and Foyer Lighting ($207k).
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Council Meeting Agenda
City Services and Infrastructure (5,657k)
The $5,643k proposed from City Services and Infrastructure is expenditure to meet a
combination of grant and contractual commitments. The majority of the carry
forward proposal is the Derwent Reuse Project ($2,618k), Roads Capital Program
($2,708k) and Stormwater Capital Program ($320k).
2015/16 Budget Adjustments
Of the total $808k in Budget Adjustments $671k relates to capital expenditure and
$137k to operational.
Project Jerry
As part of the ICT strategy the ICT Committee endorsed an $800k “ICT Catch Up
Investment” for the 2014/15 budget which subsequently became “Project Jerry”.
The capital component ($300k) was included in the 2014/15 budget whilst the
operational expenditure ($500k) was to be funded from savings in the 2014/15 ICT
budgets. The project has been delayed and will continue into the 2015/16 budget
year.
The operational amounts were funded through savings, not a specific budget line
item. As Project Jerry was not included in the 2014/15 operational budget, there is
nothing to “carry forward”. Savings will be absorbed into the overall result for
2014/15.
Subsequent advice is that the majority of the spend will be capital, which means that
the budget adjustment is $290k to the capital budget and $105k to the operational
budget.
KGV Hydrotherapy Pool
At the Council Meeting on 16 February, 2015 Council approved capital funding of
$381k for a Hydrotherapy Pool within the KGV Sport multi-purpose building. As this
project is not finalised a capital budget adjustment of $381k has been included as an
adjustment to the 2015/16 Budget.
Communication
Due to an error in the 2015/16 budget Council’s ICT Communications budget
requires a further $32,400 to meet expected expenditure.
The operational expenditure adjustments of $137k detailed above will impact the
2015/16 Budget and Operating Deficit. More details are contained in Table 2.
Impact on 2015/16 Budget
Table 2 below highlights the impact of the proposed Carry Forwards and Budget
Adjustments on the 2015/16 Budget approved by Council in June 2015.
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Table 2 – Amended 2015/16 Budget
2015/16
Budget
Operating Revenue
Operating Expenditure
Depreciation
Asset Write Off
Operating (Deficit)/Surplus
Capital Grant Revenue
Net Property Revenue
Net Deficit/(Surplus)
Renewal Capital & Assets
Upgrade Capital & Assets
New Capital & Assets
Total Capital & Assets
2014/15
Carry
Forwards
(248)
Amended 2015/16
Budget
(Including 2014/15
Carry Forwards)
and Adjustments
$'000
$'000
51,785
(137)
(39,711)
(14,444)
(170)
(137)
(2,541)
1,232
(268)
(1,190)
(248)
(137)
1,232
(268)
(1,575)
(12,475)
(746)
(1,529)
(14,749)
(3,584)
(548)
(8,957)
(13,089)
(290)
(381)
(671)
(16,058)
(1,584)
(10,867)
(28,509)
$'000
51,785
(39,326)
(14,444)
(170)
(2,156)
$'000
(248)
2015/16
Budget
Adjustment
As summarised above, incorporating the 2014/15 proposed Carry Forwards and
Budget Adjustments into the 2015/16 Budget will result in the $2,156k Operating
Deficit increasing to $2,541k. It needs to be highlighted that the expenditure
proposed does include externally funded grants/donations of $195k received prior to
2015/16, which has resulted in expenditure that will not be matched by received
revenues in 2015/16. In summary the funds are currently in the bank.
Of the increased capital expenditure of $13,760k, the Derwent Park Stormwater
Harvesting Project (part grant and part GCC funded) accounts for $2,618k, KGV
Sports and Community Precinct Grant for $5,437k and Skate Park Relocation Grant
for $248k.
Consultations:
Relevant Council Staff
Executive Leadership TeamHuman Resource / Financial and Risk Management
Implications:
Following the Council decision in this matter, amended versions of the 2015/16
Budget will be produced and made available to staff.
Current Year – as outlined above in Table 2.
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Next Year & Future Years– No material impact as depreciation from capital
expenditure forecasts picked up in the 2015/16 Budget and Long Term Financial Plan
reflects the project timelines for KGV Sports and Community Precinct and the
Derwent Park Stormwater Harvesting projects.
Community Consultation and Public Relations Implications:
Carry Forward adjustments will result in alterations to the original 2015/16 operating
and capital budget line items. There has been no impact on rate revenue.
Recommendation:
To meet the grant, donation and contractual obligations it is recommended that:
1.
the proposed 2014/15 Budget Carry Forward alterations to the Operating
and Capital Budget 2015/16 as outlined in ‘Attachment 1’ be adopted; and
2.
the proposed budget adjustments to the 2015/16 Operating and Capital
Budget for Project Jerry, Hydrotherapy Pool and Communication be adopted.
Attachments/Annexures
1
Carry Forward List
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13. CORPORATE PERFORMANCE INDICATORS - MAY 2015
Author:
Reporting Officer (David Harrison)
Qualified Person:
Director Community, Economic Development & Business
(Diane Hood)
ECM File Reference:
Traffic Lights
Community Plan Reference:
This item discusses a corporate management/governance issue. Since the
Community Plan is outwardly focussed, there is no applicable reference to this
matter.
Strategic or Annual Plan Reference:
The Corporate Performance Indicators are provided to Council in accordance with
Strategy:
4.1.5
Manage information in an integrated, secure, efficient, effective, and user
friendly way;
4.1.7
4.1.8
Ensure integrated strategic planning across Council;
Manage risk throughout Council; and
4.2.1
Manage the Council’s finances to ensure sustainability service delivery
through a planned approach to the funding of council’s short and long term
operations.
Reporting Brief:
To present the Corporate Performance Indicators as at the end of May 2015 for
Aldermen’s information.
Proposal in Detail:
The Corporate Performance Indicators are attached (Attachment 1) along with
Appendix B (Attachment 2). Appendix B outlines expected year-to-date variances
within the various Capital Works programs for this financial year.
Please note the Indicators include the 2013/2014 Budget Carry Forwards as
approved in the August 2014 Council Meeting.
For June 2015 we have 1 red light and yellow light:
Lost Time Injury Frequency Rate (LTIFR): Month (MTD) LTIFR for June 121.31 – Red
light (page 26). There was one LTI’s for June and the rolling 12 month LTIFR is up on
May (53.74). Safety remains a priority for the organisation and all incidents are
reviewed to ensure policies and practices are refined to avoid future incidents.
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Accounts Receivable (page 22): Overdue debtors are above the target due primarily
to secured property debts of $55k, DPRS Contractor $1,596k and DEC debtor $39k
under arrangement.
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Consultations:
Interim Management Team
Capital and Operational Expenditure Program Leaders
Relevant Corporate Governance Staff
Human Resource / Financial and Risk Management Implications:
As outlined in the Corporate Performance Indicators reports.
Community Consultation and Public Relations Implications:
No public relations implications are known at this point, and no community
consultation has been undertaken.
Recommendation:
That the information provided by the Corporate Performance Indicators for May
2015 be accepted.
Attachments/Annexures
1
Appendix B Capital Report May 2015
2
Corporate Performance Indicators May 2015
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14. CORPORATE PERFORMANCE INDICATORS - JUNE 2015
Author:
Reporting Officer (David Harrison)
Qualified Person:
Director Community Economic Development & Business
(Diane Hood)
ECM File Reference:
Traffic Lights
Community Plan Reference:
This item discusses a corporate management/governance issue. Since the
Community Plan is outwardly focussed, there is no applicable reference to this
matter.
Strategic or Annual Plan Reference:
The Corporate Performance Indicators are provided to Council in accordance with
Strategy:
4.1.5
Manage information in an integrated, secure, efficient, effective, and user
friendly way;
4.1.7
4.1.8
Ensure integrated strategic planning across Council;
Manage risk throughout Council; and
4.2.1
Manage the Council’s finances to ensure sustainability service delivery
through a planned approach to the funding of council’s short and long term
operations.
Reporting Brief:
To present the Corporate Performance Indicators as at the end of June 2015 for
Aldermen’s information.
Proposal in Detail:
The Corporate Performance Indicators are attached (Attachment 1) along with
Appendix B (Attachment 2). Appendix B outlines expected year-to-date variances
within the various Capital Works programs for this financial year.
Please note the Indicators include the 2013/2014 Budget Carry Forwards as
approved in the August 2014 Council Meeting.
For June 2015 we have 1 red light and 8 yellow lights:
Lost Time Injury Frequency Rate (LTIFR): Month (MTD) LTIFR for June 34.77 – Red
light (page 26). There was one LTI’s for June and the rolling 12 month LTIFR is 54.21.
up on May (53.74). Safety remains a priority for the organisation and all incidents
are reviewed to ensure policies and practices are refined to avoid future incidents.
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Accounts Receivable (page 22): Overdue debtors are above the target due primarily
to secured property debts of $55k, DPRS Contractor $1,596k and DEC debtor $39k
under arrangement.
Consultations:
Interim Management Team
Capital and Operational Expenditure Program Leaders
Relevant Corporate Governance Staff
Human Resource / Financial and Risk Management Implications:
As outlined in the Corporate Performance Indicators reports.
Community Consultation and Public Relations Implications:
No public relations implications are known at this point, and no community
consultation has been undertaken.
Recommendation:
That the information provided by the Corporate Performance Indicators for June
2015 be accepted.
Attachments/Annexures
1
Appendix B
2
Attachment 1: Corporate Performance Indicators
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15. NOTICES OF MOTIONS – QUESTIONS ON NOTICE / WITHOUT
NOTICE
15.1 NOTICE OF MOTION - ALDERMAN D. PEARCE
Author:
General Manager (Peter Brooks)
Qualified Person:
General Manager (Peter Brooks)
ECM File Reference:
Notice of Motion
Community Plan Reference:
This item discusses a corporate management/governance issue. Since the
Community Plan is outwardly focussed, there is no applicable reference to this
matter.
Strategic or Annual Plan Reference:
The strategic and annual plans are based upon the Community Plan which is
outwardly focussed. Since this item discusses a management/governance issue
there is no applicable reference to this matter.
Reporting Brief:
To consider a notice of motion by Alderman David Pearce submitted in accordance
with the requirements of Regulation 16(5) of the Local Government (Meeting
Procedures) Regulations 2015.
Proposal in Detail:
Review of Council’s Consultation Processes and Methods
For many years the Glenorchy City Council has taken great pride in its various forms
of community consultation. I’m sure all elected members both past and present
would agree with me when I say that this city endeavours to inform and seek the
advice of its citizens, and in doing so places great value on their opinions.
In order that this continues this Notice of Motion is put forward with the proposal at
Council re-examines its consultation processes and methods.
Reasoning:
Following recent discussions between the Minister for Planning and Local
Government regarding the future of Local Government in Tasmania it is essential
that this Council continues to accurately reflect the views and opinions of its
residents. In order to do that, we must ensure that our consultation processes and
methods continue to capture the majority point of view. We must consider the
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diversity of our community, reflect best practice and ensure that we continue to
build a strong community for the future.
Our existing consultation processes and methods have served us well for a number
of years! However, in order for local government and communities to grow and
evolve it is sometimes necessary for review to happen. I think that time is now.
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Officer’s Response:
This item is an action in the Glenorchy City Council Annual Plan 2015/16 to 2018/19
which was adopted by Council on 1st June 2015 as follows:
Intent: Making lives better
Objective: 1.1 Building understanding and engagement of the issues, needs and
expectations of communities
Strategy: 1.1.3 Improve community consultation and participation process
Action: 1.1.3.01 Utilise the community engagement process implemented for the
new Community Plan to review Council’s community engagement process including
the operation of Precinct Committees and new methodologies such as social media.
Review Council’s community engagement strategy and develop a community
engagement manual.
Measurement: Completion of the review. Completion of manual
Target date: 30 June 2016
Responsibility: Director CEDB
This is listed as an ongoing action in the Annual Plan for the financial years 15/16 to
17/18 inclusive.
Recommendation:
That Council re-examines its consultation processes and methods.
Attachments/Annexures
1
Notice of Motion - Alderman David Pearce
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15.2 NOTICE OF MOTION - ALDERMAN J. BRANCH-ALLEN
Author:
General Manager (Peter Brooks)
Qualified Person:
General Manager (Peter Brooks)
ECM File Reference:
Notice of Motion
Community Plan Reference:
This item discusses a corporate management/governance issue. Since the
Community Plan is outwardly focussed, there is no applicable reference to this
matter.
Strategic or Annual Plan Reference:
The strategic and annual plans are based upon the Community Plan which is
outwardly focussed. Since this item discusses a management/governance issue
there is no applicable reference to this matter.
Reporting Brief:
To consider a notice of motion by Alderman Jenny Branch-Allen submitted in
accordance with the requirements of Regulation 16(5) of the Local Government
(Meeting Procedures) Regulations 2015.
Proposal in Detail:
Supporting Community Food Security
The role of local government in supporting community food security in Tasmania was
a focus at the 2015 Local Government conference week. Identified was a lack of
appetite for State and Federal government to progress the conversation and the
importance of food security in the future.
As an Alderman I take this issue seriously and for our cities future I believe we must
address the issue of food security.
Indicators in Glenorchy show we have low outcomes set against the social
determinants of health, around health and wellbeing, high indications in poor health
and obesity and we need to be leaders to help change the future outcomes for our
community.
Officer’s Response:
“Council does not provide a specific service to directly address food security,
however a number of actions (current and in the past) have indirectly led to
improved food security outcomes.
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The Environmental Health team conduct risk based food safety audits of all
registerable food businesses in the municipality to ensure that all food sold at these
premises meet minimum safety requirements.
In addition Environmental Health Officers sign off on the food safety component of
the School Canteen Accreditation Program, a joint health and education funded
program to ensure school children have access to safe, healthy and nutritious locally
sourced produce in their school canteens.
Council’s Community Development department have also facilitated the
development of several community gardens including the purchase/lease of land;
sourcing of grants; garden design (including accessibility); materials; and
establishment. A number of community precincts have and maintain a community
garden.
A broader community forum on food security issues is supported.”
Recommendation:
1. Glenorchy City Council plan to facilitate a community forum in 2016 to talk
about community food security.
2. We invite Professor David Adams (leader in this area) to talk at the forum.
Attachments/Annexures
1
Notice of Motion - Alderman Jenny Branch-Allen
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15.3 NOTICE OF MOTION - ALDERMAN K. JOHNSTON
Author:
General Manager (Peter Brooks)
Qualified Person:
General Manager (Peter Brooks)
ECM File Reference:
Notice of Motion
Community Plan Reference:
This item discusses a corporate management/governance issue. Since the
Community Plan is outwardly focussed, there is no applicable reference to this
matter.
Strategic or Annual Plan Reference:
The strategic and annual plans are based upon the Community Plan which is
outwardly focussed. Since this item discusses a management/governance issue
there is no applicable reference to this matter.
Reporting Brief:
To consider a notice of motion by Alderman Kristie Johnston submitted in
accordance with the requirements of Regulation 16(5) of the Local Government
(Meeting Procedures) Regulations 2015.
Proposal in Detail:
1) That Glenorchy City Council recognises that:
a. There is a well demonstrated correlation between the number of alcohol
outlets & negative alcohol-related outcomes;
b. Increased concentration of licensed premises and longer trading hours
contribute to alcohol-related harms & violence, including the contribution of
off-license premises to domestic violence;
c. There are links between outlet density and:
i. consumption and drinking patterns,
ii. drink-driving and traffic accidents,
iii.
assault, homicide and other violent crimes,
iv.
child abuse and neglect,
v. sexually transmitted diseases,
vi.
drunkenness and neighbourhood disturbances,
vii.
property damage and vandalism, and
viii.
personal injury
d. Alcohol is causally associated with over 60 medical conditions.
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2) That Glenorchy City Council
a. is of the opinion that the municipality is already well serviced by bottleshops;
b. opposes an increase in the prevalence of bottleshops within the municipality;
and
c. will take necessary steps to advocate this position to the Liquor Licencing
Board and the State Government on behalf of the community.
Moved: Mayor Johnston
Rationale:
Under the Local Government Act, Council is required to consider and act in the best
interest of the community. As a “community Council” that responsibility extends
beyond the delivery of traditional services, such as waste management and road
infrastructure, to protecting and enhancing the social wellbeing of our community.
As representatives of the community, Council has the ability to advocate and
increase awareness about important social issues which impact on the quality of life
and wellbeing of our residents.
The adverse impacts of alcohol in the community is well researched and
documented. Indeed that research has provided the foundation for Council’s
engagement in education programs such as “Seriously Smashed” (a binge-drinking
awareness project) and the basis for Council facilitating and participating in a
number of networks with drug and alcohol service providers and other community
service providers.
This motion is taking that foundation of genuine concern about the negative impacts
of alcohol to the next level. If this motion was adopted this Council would be
providing principled and strong leadership in our community to minimise the harm
and protect the vulnerable.
At our ordinary Council meeting 6 July 2015, Council formally received a petition
with 659 signatures opposing a proposed bottleshop in Chigwell. The grassroots,
community voice on this issue is strong and not only does Council need to hear it,
Council needs to act on it and magnify that community voice. Together with our
community we have the opportunity to say “enough is enough”. I strongly urge my
fellow aldermen to support this motion.
Officer’s Response:
Alcohol availability is directly linked to community well-being and safety:
“Since the 1990’s study after study provides evidence that alcohol availability and
drinking behaviours such as excess drinking and binge drinking were detrimental to
community well-being and safety.” (Wodak, 1992; Foy et al, 1995; Chikritzhs et al
2011; Livingstone, 2013)
The link between excessive alcohol consumption and lower socio economic areas
A four year study between 2003 and 2007 of over 58,000 Welsh people aged over
18 years of age from across all geographic areas. A key finding was:
‘A higher risk of binge drinking was found in residents living in deprived
neighbourhoods, particularly in young and middle-aged men.’ (Fone, 2013)
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The prevalence of retail outlets concentrated in one area. Research clearly points out
that the density of liquor outlets correlates with the prevalence of alcohol associated
harm. As per below:
Research in recent years has been conducted into the impacts caused by the
consistent growth in the number of retail alcohol outlets. Once again the research
shows a correlation between the number and density of liquor outlets and alcohol
associated harm.
‘The density of liquor outlets correlates with the prevalence of alcohol associated
harms. Between 2003 and 2005, Tasmania recorded the highest increase (23%) in
outlet density per 1,000 of the population in Australia. During this period, Tasmania
experienced a large increase in incidence rate ratios for hospitalisations for the 30-44
year age group, the highest in the nation. Compared with 1993/94, the incidence
rate ratio for hospitalisations in the 15-29 year age group in Tasmania was
significantly greater across all subsequent years up to 2005, with the exception of
1994/95 and 1996/97. This upward trend is evident for other Australian jurisdictions
such as NSW, Victoria, and the ACT (Pascal, Liang, Gilmore & Chikritzhs 2013)’.
Further detail can be found in the Tasmanian Alcohol Report 2013 – Department of
Health & Human Services Tasmania.
Recommendation:
1)
That Glenorchy City Council recognises that:
a. There is a well demonstrated correlation between the number of alcohol
outlets and negative alcohol-related outcomes;
b. Increased concentration of licensed premises and longer trading hours
contribute to alcohol-related harms and violence, including the contribution
of off-license premises to domestic violence;
c. There are links between outlet density and:
i.
consumption and drinking patterns,
ii.
drink-driving and traffic accidents,
iii. assault, homicide and other violent crimes,
iv. child abuse and neglect,
v.
sexually transmitted diseases,
vi. drunkenness and neighbourhood disturbances,
vii. property damage and vandalism, and
viii. personal injury
d. Alcohol is causally associated with over 60 medical conditions.
2)
That Glenorchy City Council
a. is of the opinion that the municipality is already well serviced by
bottleshops;
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b. opposes an increase in the prevalence of bottleshops within the
municipality; and
c. will take necessary steps to advocate this position to the Liquor Licencing
Board and the State Government on behalf of the community.
Attachments/Annexures
1
Notice of Motion - Alderman Kristie Johnston
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15.4 NOTICE OF MOTION - ALDERMAN S. SLADE
Author:
General Manager (Peter Brooks)
Qualified Person:
General Manager (Peter Brooks)
ECM File Reference:
Notice of Motion
Community Plan Reference:
This item discusses a corporate management/governance issue. Since the
Community Plan is outwardly focussed, there is no applicable reference to this
matter.
Strategic or Annual Plan Reference:
The strategic and annual plans are based upon the Community Plan which is
outwardly focussed. Since this item discusses a management/governance issue
there is no applicable reference to this matter.
Reporting Brief:
To consider a notice of motion by Alderman Stuart Slade submitted in accordance
with the requirements of Regulation 16(5) of the Local Government (Meeting
Procedures) Regulations 2015.
Proposal in Detail:
Right to Information - the General Manager’s Contract of Employment and
Alderman related Expenses
In accordance with Part 2, Section 2 of the Local Government (Meeting Procedures)
Regulations 2005, (Tas), I hereby request that the following notice of motion be
included on the Council Agenda of the forthcoming meeting of Glenorchy City
Council on Monday, 3rd August 2015.
Rationale:
All Aldermen would be aware through recent written correspondence (email dated
15th July 2015) from Ms Seva Iskandarli, Director Corporate Governance and General
Counsel and a verbal update from the General Manager, The Mercury Newspaper
was seeking information and expenses relating to:
1. The General Manager’s Contract of Employment; and
2. Aldermen related expenses.
The Application for Assessed Disclosure (‘Application’) lodged by Mr Matt Smith of
The Mercury Newspaper dated 16th June 2015 under the Right to Information Act
2009 (Tas) (‘the Act’) is about the first issue, the information and expenses relating
to the General Manager’s CoE. The Mercury detailed a number of General Managers’
gross salary packages including our General Manager. These amounts are detailed in
Councils’ Annual Reports.
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Supporting Documentation:
It should be noted that all relevant documentation in relation to the second issue,
that is, Aldermen related expenses have been sent by Council management through
to The Mercury Newspaper.
It should also be noted that the documentation in relation to the first issue, that is,
the General Manager’s CoE was refused by Council management on two grounds:
1. Under the provisions of Sections 32, 35, 36 and 40 of the Right to Information Act
2009 (Tas), being exempt information as defined in the Act; and
2. Common law grounds of duty of confidentiality, duty of loyalty and fidelity between
the employer and employee.
The information Mr Smith requested in relation to the General Manager’s CoE
included bonuses, pay rises, the criteria assessed to measure his performance (KPIs)
and the expenses negotiated under his CoE are details of his CoE and his
performance review process.
Section 32 of the Act clearly states that information is exempt information if it is
related to a properly closed meeting of Council. This was the case with our Council
on this information. In addition the meeting was closed to the public under the Local
Government (Meeting Procedures) Regulations 2005 (Tas).
Officer’s Response:
On 16 June 2015 Glenorchy City Council received the Application for Assessed
Disclosure from Mr Matt Smith of the Mercury under section 13 of the Right to
Information Act 2009 (Tas).
The Application requested the following information:
“GM bonuses”
Could we please have the following details please
Each year for the past three years what pay rises have been given to the council’s
General Manager?
Each year for the past three years what criteria has been used to measure the
general manager’s performance?
Could we please have the following details pleaseEach year for the past three years the records/receipts/claim forms (or any other
item used to provide purchases) for all expenditure incurred by
A)
The council’s elected representatives
B)
The council’s general manager”
The Application was assessed under the requirements of the Right to Information Act
2009 (Tas), the Local Government (Meeting Procedures) Regulations 2015 (Tas) and
against the principles of the common law, and as a result Council has taken the
following actions:
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Council Meeting Agenda
1) all the requested information relating to the elected members has been
provided to the Applicant on Thursday 23 July 2015 by registered post;
2) the information relating to the General Manager’s bonuses, pay rises,
assessment criteria which are specific to the General Manager and all
expenditure incurred by the General Manager under his contract of
employment have been refused under sections 32, 35, 36 and 40 of the
Right to Information Act 2009 (Tas) as the requested information has been
discussed and resolved in the closed meetings of Council under the Local
Government (Meeting Procedures) Regulations 2005 (Tas) and accordingly
under sections 32, 35, 36 and 40 they are exempt information. The matters
discussed in the closed meeting of a Council are confidential to public.
The decision was sent to Mr Matt Smith of the Mercury on 13 July 3015.
On 21 July 2015 Council has received a request for “internal review of that decision”
from Matt Smith of the Mercury and the Management is currently assessing this
request.
Recommendation:
1. That Council supports Management’s decision in refusing all documentation
as detailed in Management’s email dated 15th July 2015 relevant to the
General Managers’ Contract of Employment;
2. As was the case with our Council (a properly closed meeting of Council)
Section 32 of the Act states that this information is exempt information; and
3. In addition, the meeting was closed to the public under the Local Government
(Meeting Procedures) Regulations 2005 (Tas).
Attachments/Annexures
1
Notice of Motion - Alderman Stuart Slade
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CLOSED TO MEMBERS OF THE PUBLIC
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16. APPLICATIONS FOR LEAVE OF ABSENCE
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GOVERNANCE
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17. CONFIRMED MINUTES OF AUDIT PANEL MEETING - 20TH MAY
2015
This item is to be considered at a closed meeting of the Council by authority of the
Local Government (Meeting Procedures) Regulations 2015 (Regulation 15(2)(g)).
Information of a personal and confidential nature or information provided to the
Council on the condition it is kept confidential.
18. KING GEORGE V SPORTS AND COMMUNITY FACILITY - LEASE
NEGOTIATION
This item is to be considered at a closed meeting of the Council by authority of the
Local Government (Meeting Procedures) Regulations 2015 (Regulation 15(2)(g)).
Information of a personal and confidential nature or information provided to the
Council on the condition it is kept confidential.
19. UPDATE ON CT MANAGEMENT PROJECTS
This item is to be considered at a closed meeting of the Council by authority of the
Local Government (Meeting Procedures) Regulations 2015 (Regulation 15(2)(d)) –
Contracts and tenders, for the supply and purchase of goods and services and their
terms, conditions, approval and renewal and (Regulation 15 (2)(g)) - Information of
a personal and confidential nature or information provided to the Council on the
condition it is kept confidential.
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ECONOMIC
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20. PUBLIC SPACE ENHANCEMENT GRANT - PROJECT SELECTION
This item is to be considered at a closed meeting of the Council by authority of the
Local Government (Meeting Procedures) Regulations 2015 (Regulation 15(2)(b)).
Information that, if disclosed, is likely to confer a commercial advantage or impose
a commercial disadvantage on a person with whom the Council is conducting, or
proposes to conduct, business.
21. NOTICES OF MOTIONS – QUESTIONS ON NOTICE / WITHOUT
NOTICE (CLOSED)
44