devonport city council agenda 18 march 2013

NOTICE OF MEETING

Notice is hereby given that an Ordinary Meeting of the Devonport City Council will be held in The Council Chambers, on Monday 18 March 2013; commencing at 6.00pm with the Confidential Items.

The meeting will be open to the public at 7.15pm.

A Notice of the meeting was published in The Advocate Newspaper on 14 March 2013.

Council Minutes can be found on Council’s website www.devonport.tas.gov.au

QUALIFIED PERSONS ADVICE ETC.

I certify that with respect to all advice, information or recommendation provided to the Council in or with this agenda:

i. the advice, information or recommendation is given by a person who has the qualifications or experience necessary to give such advice, information or recommendation; and

ii. where any advice is directly given by a person who does not have the required qualifications or experience that person has obtained and taken into account in that person’s general advice the advice from an appropriately qualified or experienced person.

Ian McCallum

GENERAL MANAGER

AGENDA FOR A MEETING OF DEVONPORT CITY COUNCIL TO BE HELD ON MONDAY 18 MARCH 2013

AT THE COUNCIL CHAMBERS COMMENCING AT 6.00PM Item Page No.

1.0 APOLOGIES 2.0 LEAVE OF ABSENCE 3.0 DECLARATIONS OF INTEREST 4.0 CLOSED SESSION - CONFIDENTIAL MATTERS .................................................. 5 5.0 PUBLIC FORUM ........................................................................................ 68 5.1 Responses to questions raised at prior council meetings (D291371) .................................... 68

5.2 Questions asked at this meeting ................................................................................................. 70

6.0 CONFIRMATION OF MINUTES...................................................................... 71 6.1 Minutes of an Council Meeting held 18 February 2013 .......................................................... 71

7.0 WORKSHOPS & BRIEFING SESSIONS ............................................................ 72 7.1 Workshop and Briefing Sessions held since the last council meeting (D291234) ............... 72

8.0 PLANNING AUTHORITY MATTERS ................................................................ 73 9.0 NOTICES OF MOTION ............................................................................... 74 9.1 National Sea Highway - Notice of Motion - Ald S L Martin (D291591) .................................. 74

9.2 Vacant Commercial Properties - Notice of Motion - Ald A J Jarman (D291593) .............. 75

9.3 Beautification of Mall - Notice of Motion - Ald L M Laycock (D291816) .............................. 76

10.0 MAYORAL REPORT ................................................................................... 77 10.1 Mayor's Monthly Report (D291237) ............................................................................................. 77

11.0 GENERAL MANAGER'S REPORTS ................................................................. 79 11.1 Elected Members Expenditure Report (D291238).................................................................... 79

11.2 May 2013 Ordinary Monthly Meeting (D291531) ..................................................................... 81

12.0 CUSTOMERS AND COMMUNITY REPORTS ..................................................... 86 12.1 Minutes of Controlling Authorities, Working Groups and Special Committee

Meetings (D291110) ....................................................................................................................... 86

12.2 Public Art Policy and Guidelines (D291467) ............................................................................ 106

12.3 Complaint Handling Policy (D291457) ..................................................................................... 129

12.4 Financial Assistance Policy (D291466) ..................................................................................... 138

13.0 TECHNICAL AND FINANCE REPORTS .......................................................... 151 13.1 Finance Report to 28 February 2013 (D290457) ..................................................................... 151

13.2 Capital Works Report (D291284) ............................................................................................... 161

13.3 Contract 1235 Edward Street Renewal (D291283) ................................................................ 166

13.4 Contract 1234 - Stony Rise / Tugrah Road Roundabout (D291377) ................................... 168

13.5 Contract 1237 - David & John Street Intersection New Roundabout (D291473) ............. 171

13.6 Devonport Aquatic Centre - Existing Pool Remediation (D291492) ................................... 173

Report to Council Meeting on 18 March 2013

ITEM 4.0

4.0 CLOSED SESSION The following items 4.1 to 4.6 which in the General Manager’s opinion are prescribed items in accordance with Regulation 15(2) of the Local Government (Meeting Procedures) Regulations 2005 (confidential matters). Consequently, the Council by absolute majority, can decide to close the meeting.

RECOMMENDATION That the meeting be closed to the public, to enable Council to consider Agenda Items 4.1 to 4.6 which are confidential matters as prescribed in Regulation 15(2) of the Local Government (Meeting Procedures) Regulations 2005.

4.1 Application for Leave of Absence

4.2 Unconfirmed Minutes of Meeting

4.3 Unconfirmed Minutes of the Board Meeting

4.4 Unconfirmed Minutes of meeting

4.5 Lease

4.6 Personnel Matter


ITEM 5.1

5.0 PUBLIC FORUM

5.1 RESPONSES TO QUESTIONS RAISED AT PRIOR COUNCIL MEETINGS File: 19248 D291371

Meeting held 18 February 2013

Reproduced below is the response dated 13 March 2013 to David Renoden’s question:

In response to the questions raised at the 18 February 2013 Council meeting, I provide the following responses:

1. Is it correct that Devonport ratepayers contribute $210,000 per year to be a member of the Authority? For the 2011/12 Financial Year, the Devonport City Council’s membership contribution to the Cradle Coast Authority was $203, 371. (Source – Cradle Coast Authority Annual Report 2011/12)

2. Can we therefore deduce that it has cost the ratepayers more than $1million over the last five years? Membership payments over the past five years made by the Devonport City Council to the Cradle Coast Authority can be located by viewing the five most recent Cradle Coast Authority Annual Reports. These can be found at the Cradle Coast Authority website – www.cradlecoast.com Payment contributions by the Devonport City Council over this five year period have not exceeded $1million.

3. What measurable benefits to the Devonport community and business has this association provided? Membership of the Cradle Coast Authority provides varied and tangible benefits to the Devonport community and businesses. The Cradle Coast Authority has been a strong advocate for the region since its inception, primarily in promoting the City in a regional context and advocating for the members of the community and the region as a whole. The Authority has been a major driver of tourism in the region, providing promotion, support and advice for Devonport, including Tourism Marketing Group facilitation.

Additionally, the Authority advocates strongly for the health and well-being of the community, providing health initiatives, sourcing governmental funding for programmes and for health reform in the region.

The local environment also benefits from our association with the Authority. Through Natural Resource Management programmes, including educational and awareness programmes, regional Waste Management objectives and strategies, and shared services, the Devonport community derives benefits.

In terms of economic and strategic development, the Authority provides a voice for and promotes the City of Devonport through various forums.


ITEM 5.1

4. What method is used to measure and clearly define these benefits? The Authority provides quarterly reports noting progress against their Annual Plan. Devonport City Council also has two representatives on the Authority’s Representatives Group which meet on a quarterly basis.

5. Is it correct that if Council wishes to resign from the Authority, it must give at least two full financial years notice, which means, depending on the date given, this could be a period of not less than two years and one day, and potentially two years and three hundred and sixty four days? Rule 55 (1) of the Cradle Coast Authority’s Rules states:

“…., a participating Council may withdraw from membership of the Authority if it gives written notice to the CEO of its intention to withdraw at least 24months prior to the commencement of the financial year at the end of which is wishes to withdraw.”

Therefore, if the Devonport City Council wished to withdraw, its membership would not cease until the expiration of 36 months. The changes to the Authority’s Rules in regards to membership withdrawal was approved by the nine Member Councils, including the Devonport City Council, in February 2012.

6. Why would Council sign the ratepayers up to such a costly commitment? This decision was made based on the positive outcomes the City of Devonport derives from its membership to the Authority. It is believed that membership provides “good value” for money. It is in the Council’s and Authority’s best interests to establish a commitment of at least medium term membership, in order to enable the Authority to continue with the work and projects it is undertaking with some surety over funding sources. Additionally, as stated previously, the decision to amend the Authority’s rules was unanimous, with all other member Councils supporting this amendment.

7. Will Council now explore these avenues? (using funds to directly provide benefits and encourage further economic benefits to the City) Council currently has a Resolution on its books to consider options regarding involvement as a member of the Authority. This will be considered in April.

ATTACHMENTS Nil

RECOMMENDATION That the report advising of responses to questions raised at a prior Council meeting be received and noted.


ITEM 5.1

5.2 QUESTIONS ASKED AT THIS MEETING


ITEM 6.0

6.0 CONFIRMATION OF MINUTES

6.1 COUNCIL MEETING - 18 FEBRUARY 2013 RECOMMENDATION That the Minutes of the Council Meeting held on 18 February 2013 as circulated be taken as read and confirmed.


ITEM 7.1

7.0 WORKSHOPS & BRIEFING SESSIONS

7.1 WORKSHOP AND BRIEFING SESSIONS HELD SINCE THE LAST COUNCIL MEETING

Council is required by Regulation 8(2)(c) of the Local Government (Meeting Procedures) Regulations 2005 to include in the Agenda the date and purpose of any Council Workshop held since the last meeting.

Date Description Purpose

25/02/13 Surf Club Building Presentation by Devonport Surf Life Saving Club on their activities

27/02/2013 CBD Briefing Session Briefing on proposed CBD developments

4/03/2013 Tiagarra Presentation of current situation of Tiagarra by Six Rivers Aboriginal Corporation

Financial Assistance Policy Workshopped to seek further input and feedback

Electoral Legislation Amendments

Proposed legislative amendments workshopped and discussed

13/03/2013 Mission & Master Plan for Devonport

Shayne Alison presented his Master Plan for Devonport

RECOMMENDATION That the report advising of Workshop/Briefing Sessions held since the last Council meeting be received and the information noted.


ITEM 8.0

8.0 PLANNING AUTHORITY MATTERS There are no items in this agenda to be considered by Council in its capacity as a Planning Authority.


ITEM 9.1

9.0 NOTICES OF MOTION

9.1 NATIONAL SEA HIGHWAY - NOTICE OF MOTION - ALD S L MARTIN File: 14285 D291591

In accordance with Regulation 16(5) of the Local Government (Meeting Procedures) Regulations 2005, a notice of motion has been received from Alderman S L Martin.

MOTION “That Council support the following House of Representatives motion put by Andrew Wilkie MP seconded by Bob Katter MP:

That the House:

1. Acknowledges that Bass Strait should be regarded as part of the national highway network;

2. Further acknowledges that currently transport across Bass Strait is disproportionately expensive and consequently a disincentive to the movement of people and freight; and

3. Calls on the Government to extend the Tasmanian Freight Equalisation Scheme to include the affordable movement of:

a) All people and freight in and out of Tasmania; and b) All trade intended for both domestic and international import and export.”

GENERAL MANAGER’S COMMENTS This item does not require qualified advice as per Section 65 of the Local Government Act 1993.


ITEM 9.2

9.2 VACANT COMMERCIAL PROPERTIES - NOTICE OF MOTION - ALD A J JARMAN

File: 26707 D291593

In accordance with Regulation 16(5) of the Local Government (Meeting Procedures) Regulations 2005, a notice of motion has been received from Alderman A J Jarman.

MOTION “That Aldermen and executive staff consider workshopping a concept that would involve contacting landlords /owners of vacant commercial properties (specifically retail) in all Devonport shopping precincts to ascertain what issues are preventing them from tenanting their premise(s).”

SUPPORT The aim is to establish where Council can assist and provide free advice if a

landlord / owner were of a mind to accept such an offer and advice. I want Council to be perceived as proactive in approaching and assisting our

business landlords where possible during this very challenging time. With "Living City" not expected to flow through in the very short term (12-24 months), the immediate future for many remains uncertain.

Invite the media to be involved in the promotion of any program implemented. The aim is to have this assistance strategy ready to roll out. My plan would not involve any direct financial assistance to any landlord / owner.

GENERAL MANAGER’S COMMENTS Council currently has various mechanisms in place to seek input regarding the issues concerning retailers and landlords. These include forums, such as the Devonport City Focus Group and dialogue via the Devonport Chamber of Commerce and Industry (DCCI). It is questionable as to whether expanding the role which Council currently undertakes to providing free advice and assistance to landlords is a function which Council should pursue.

Council Officers have limited expertise in this area and all the possible resources that are available in the economic development sphere are fully focused on delivering the objectives of ‘The Living City’.


ITEM 9.3

9.3 BEAUTIFICATION OF MALL - NOTICE OF MOTION - ALD L M LAYCOCK

File: 19248 D291816

In accordance with Regulation 16(5) of the Local Government (Meeting Procedures) Regulations 2005, a notice of motion has been received from Alderman L M Laycock.

MOTION “That Council consider in the 2013/14 budget deliberations installing hanging baskets, planter boxes, play space and music in the Devonport Mall.”

GENERAL MANAGER’S COMMENTS In 2011, Council resolved (Res33/11) to consider funding an all weather public announcement system for the Mall. The project was estimated at $47,300, funding was not allocated by Council. The mall system along with a playground for the Mall (estimated cost $31,000) continues to be included in Councils future budget items for consideration as part of the 5 year capital program and annual plan and estimates process. To gauge future need of playground facilities within the Devonport Central Business District, Council are currently conducting community consultation as part of the Living City Initiative. If the Living City Principle Plan is supported by the Community and endorsed by Council, a second stage of master planning in collaboration with stakeholders will inform future location of public amenity.


ITEM 10.1

10.0 MAYORAL REPORT

10.1 MAYOR'S MONTHLY REPORT File: 22947 D291237

RELEVANT PORTFOLIO Mayoral Report

RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030:

Strategy 5.3.2 Provide appropriate support to elected members to enable them to discharge their functions

Purpose To detail meetings and functions attended by the Mayor during the month of February, 2013.

BACKGROUND This report is provided by the Mayor to provide a list of meetings and functions attended by him for the month of February, 2013.

COMMENTARY In his capacity as Mayor, Alderman Steve Martin attended the following meetings and functions during the month of February, 2013.

Regional Art Gallery – exhibition launch Kyla Day – Kyla Foundation SIDS fundraiser Canberra

o National Sea Highway Coalition (NSHC) - Peter Brohier, Rob Harrison - Real Estate Institute of TAS, Michael Larissey - TAS Transport Council, Ken Kipping - Campervan & Motorhome Assoc of Aust & Garry Lee ACT Rep, Peter Strong - Council of Small Business Organisations Australia & Robert Bayles - TAS Farmers & Graziers

o The Labor Party - Senator Lin Thorpe & Senator Jan McLucas Qld (separately) o The Liberal Party - Senator Richard Colbeck o The Greens - Senator Peter Wish-Wilson o Independent Andrew Wilkie MP o Bob Katter MP o Dept of Infrastructure & Transport's Michael Sutton & Marcus James

Tasmania Farm Equipment – Official opening of new Head Office Sunday Examiner Newspaper - interview Roger Jaensch - Cradle Coast Authority Kommunity Kids GM’s Review Committee National Sea Highway Coalition – Launceston Radio 7AD interview Brett Williams – Tasmanian Life Long Learning Devonport Food & Wine Festival Booklet launch GM Review non-committee member Alderman Workshop 14/2/13 + 15/2/13 Devonport Agricultural & Pastoral Show Society Bluff Precinct Group – restaurant committee


ITEM 10.1

Citizenship Ceremony Eastern Shore Community House – food Safety Heaven’s Kitchen – grant presentation HMAS Sheean – Cmdr Smallwood & Lt Cmdr Gavin Dawe Strategic Sport & Recreation Committee Devonport City Focus Group Bass Strait Maritime Museum briefing Devonport Community House – grant presentation Devonport Triathlon Welcome Ceremony HMAS Sheean Rededication Ceremony Devonport Triathlon Resident meeting Fresh Freight Joe Hockey Community forum – Launceston (NSHC)

o Joe Hockey o Grant Lovett – Chief of Staff o Eric Hutchinson

Devonport Bowls Club – Doug Cooper President Xazz Media Jeremy Rockliff MP & Adam Brooks MP Nixon Street Primary School Central Coast Mayor Jan Bonde National Sea Highway Coalition - Launceston Family Week Planning Committee CBD Committee Meeting Cradle Coast Authority Quarterly Representatives meeting

FINANCIAL IMPLICATIONS Mayoral expenses are costed to the general ledger account for Alderman Support and are listed in a separate report.

RISK IMPLICATIONS It is believed there are no risks associated with this report.

CONCLUSION Meetings and functions attended by the Mayor will be reported on a monthly basis.

ATTACHMENTS Nil

RECOMMENDATION That the report advising of the Mayor’s meetings and functions for the month of February 2013 be received and noted.


ITEM 11.1

11.0 GENERAL MANAGER'S REPORTS

11.1 ELECTED MEMBERS EXPENDITURE REPORT File: 22947 D291238

RELEVANT PORTFOLIO General Manager


Strategy 5.3.2 Provide appropriate support to elected members to enable them to discharge their functions

Purpose To detail expenditure of both the Mayor and Aldermen for the previous month.

BACKGROUND This report is in response to Council resolution 49/12 “That Council be provided with a specific monthly report in relation to expenditure incurred, in excess of statutory allowances, for both the Mayor and Aldermen.”

COMMENTARY Expenditure processed in February:

Mayor Steve Martin $ 51.76 Mobile telephone expenses $ 171.54 Accommodation - Launceston Federal Hotel $ 478.53 Accommodation – Wrest Point – Australia Day event $ 136.82 Accommodation – Canberra $ 144.55 Accommodation - Melbourne $ 682.12 Airfares – Devonport to Canberra $ 366.09 Airfares – Devonport to Melbourne $ 197.00 Airfares - Melbourne to Canberra $ 120.00 Soroptomist Changeover dinner

Aldermen

$ 386.63 I-Pad monthly fee $ 45.00 Ald Rockliff – Tasmania Honour Roll Luncheon

Due to the timing of Credit Card statements and invoices, expenditure will be reported as and when the account is paid. Items in this report may relate to transactions that occurred in previous months.

FINANCIAL IMPLICATIONS Mayoral expenses are costed to the general ledger account for Alderman Support and are listed in a separate report.



ITEM 11.1

CONCLUSION Expenses will be reported on a monthly basis as adopted by Council at the February 2012 meeting.

ATTACHMENTS Nil

RECOMMENDATION That the report advising of Mayoral and Aldermanic Expenditure for the month of February 2013 be received and the information noted.

LGMA Congress Information ATTACHMENT [1]

ITEM 11.1

11.2 MAY 2013 ORDINARY MONTHLY MEETING File: 11129 D291531

RELEVANT PORTFOLIO General Manager


Strategy 5.3.1 Review and amend governance structure, policies and procedures to adapt to changing circumstances

PURPOSE To seek Council’s approval to change the date of May 2013 Ordinary Monthly Meeting.

BACKGROUND Regulation 4(4) of the Local Government (Meeting Procedures) Regulations 2005 requires that Council must hold an Ordinary Meeting at least once in each month.

COMMENTARY Advice has been received that the Local Government Managers Australia (LGMA) National Congress will be held in Hobart from 19 to 22 May 2013. Attached is a copy of the Congress Program for Council’s information.

As the Congress is being held in Hobart, a number of Aldermen have asked about the possibility of attending. It is felt that as a conference of this quality is not often held in Tasmania it would be worthwhile attending.

Council is asked to consider altering its May 2013 Ordinary Monthly meeting scheduled for Monday, 20 May 2013 to Monday, 27 May 2013.

FINANCIAL IMPLICATIONS There are no financial implications to Council’s 2012/2013 budget created by this report.

RISK IMPLICATIONS Nil

CONCLUSION This request is not considered to have any detrimental effect on the service Council provides to its Community and provides Aldermen and staff with an opportunity to attend the Congress.

ATTACHMENTS 1. LGMA Congress Information

RECOMMENDATION That the Ordinary Monthly meeting scheduled for Monday, 20 May 2013 be held instead on Monday, 27 May 2013.

LGMA Congress Information ATTACHMENT [1]

ITEM 11.1


ITEM 12.1

12.0 CUSTOMERS AND COMMUNITY REPORTS

12.1 MINUTES OF CONTROLLING AUTHORITIES, WORKING GROUPS AND SPECIAL COMMITTEE MEETINGS

File: 19248D291110

RELEVANT PORTFOLIO Customers and Community


Strategy 5.3.4 Ensure effective administration and operation of Council’s committees

PURPOSE To present the Minutes of Controlling Authorities, Working Groups and Special Committee Meetings managed by the Customers and Community Portfolio of Council.

BACKGROUND The relevant information specific to each Controlling Authority, Working Group and Special Committee is outlined in individual reports.

COMMENTARY The Minutes of the following Committee Meetings are attached:

Public Art Advisory Committee

Devonport Eastern Shore Project Special Committee

Meercroft Park Special Advisory Committee

Strategic Sport and Recreation Special Committee

Building Families Special Committee

Julie Burgess Trust Special Committee

Devonport City Focus Group

FINANCIAL IMPLICATIONS The financial implications are outlined in individual reports and all are in accordance with existing budgets.


CONCLUSION The Controlling Authorities, Working Groups and Special Committees will continue to meet and provide Council with information and recommendations for community facilities and services.

ATTACHMENTS 1. Unconfirmed Minutes of the Public Art Advisory Committee - 12 December


ITEM 12.1

2012 - [File: 27314]

2. Unconfirmed Minutes of the Devonport Eastern Shore Project Special Committee - 5 February 2013 [File: 24656]

3. Unconfirmed Minutes of the Meercroft Park Special Advisory Committee - 19 February 2013 [File: 16726]

4. Unconfirmed Minutes of the Strategic Sport and Recreation Special Committee - 20 February 2013 [File: 27717]

5. Unconfirmed Minutes of the Building Families Special Committee - 20 February 2013 [File: 26402]

6. Unconfirmed Minutes of the Julie Burgess Trust Special Committee - 15 January 2013 [File: 26965]

7. Unconfirmed Minutes of the Devonport City Focus Group - 21 February 2013 [File: 26707]

RECOMMENDATION That:

1. The Combined Minutes of Controlling Authorities, Working Groups and Special Committees be received and noted;

2. Council:

a. approve and endorse the Public Art Policy and Guidelines; and

b. allocate $10,000 every second year, alternating with the Tidal: City of Devonport Art Award, towards acquisition of public art.

Unconfirmed Minutes of the Public Art Advisory Committee - 12 December 2012 - [File: 27314]

ATTACHMENT [1]

ITEM 12.1

MINUTES OF THE PUBLIC ART ADVISORY COMMITTEE HELD AT THE DEVONPORT REGIONAL GALLERY

ON WEDNESDAY 12 DECEMBER 2012 COMMENCING AT 4.00PM PRESENT Committee Members Ald Justine Keay Chair Ald Alison Jarman Ald Lynn Laycock Pat Kent Council Officers Carol Bryant Sustainable Communities Manager Ellie Ray Gallery Director Sarah Masters Community Services Administration Officer APOLOGIES Vivienne Breheney 1.0 CONFIRMATION OF MINUTES

The Committee recommends to Council that the previous minutes of the meeting held on 26 September 2012 be received and noted. Ald Jarman/P. Kent CARRIED

2.0 DECLARATION OF INTEREST Nil.

3.0 BUSINESS ARISING 3.1 Maintenance Costs

Funds are allocated in Council’s operational budget for maintenance of public art. In regards to Spirit of the Sea, Council has budgeted this year for upgrading the lights on the walkway and is currently liaising with the Spirit of the Sea Combined Committee regarding lighting of the statue. Should works be carried out this will be at no cost to Council.

4.0 GENERAL BUSINESS

4.1 Public Art Register No changes have been made to the Register since the last meeting.

4.2 Policy Review – Acquisitions, Copyright and Awareness Sustainable Communities Manager sought advice on these sections of the policy. In terms of Council’s financial commitment to public art the Committee recommends that Council: Allocates $10,000 every second year, alternating with the Tidal: City of

Devonport Art Award acquisition; For development or redevelopment of Council owned community

facilities which have a total of $1 million or over, these be subject to a percent for art contribution of 1% of the total value of the development, up to $50,000;

Consider integrating public art into specific annual capital works projects, e.g, commissioning artists to design street furniture, playground equipment.

Unconfirmed Minutes of the Public Art Advisory Committee - 12 December 2012 - [File: 27314]

ATTACHMENT [1]

ITEM 12.1

Continue to allocate funds annually for maintenance and conservation of public art assets; and

Encourage voluntary contributions from private developers through the Development Assessment process for major commercial/retail projects.

The committee further discussed current legislation around artists copyright and brainstormed ideas for promoting Council’s public art. Pat Kent suggested a Public Art Brochure similar to Devonport’s Walking Track Brochure be developed to promote people’s interest in the public art around Devonport, particularly on Victoria Parade. Action: Sustainable Communities Manager to make agreed amendments to the

draft Policy and email to all Committee Members. Vertex artist to be contacted regarding possible interpretation plaque.

5.0 OTHER BUSINESS Nil

6.0 NEXT MEETING Wednesday, 27 March 2013 at 4.00pm. Meeting closed: 4.50pm

Unconfirmed Minutes of the Devonport Eastern Shore Project Special Committee - 5 February 2013 [File: 24656]

ATTACHMENT [2]

ITEM 12.1

MINUTES OF THE DEVONPORT EASTERN SHORE PROJECT SPECIAL COMMITTEE HELD AT THE EAST DEVONPORT RECREATION AND FUNCTION CENTRE

ON TUESDAY, 5 FEBRUARY 2013 COMMENCING AT 4.00PM

PRESENT Committee Members Clyde Eastaugh Chair Ald Lynn Laycock Ald Grant Goodwin Lynne Dolbey Vonda Morris Maureen Clark

Council Officers Kathryn Maxell Sustainable Communities Manager Sarah Masters Community Services Administration Officer

APOLOGIES Ald Graham Kent 1.0 CONFIRMATION OF PREVIOUS MINUTES

The Committee recommends to Council that the previous minutes of the meeting held 11 December 2012 be received and noted. Ald Laycock/M.Clark CARRIED

2.0 DECLARATION OF INTEREST Nil

3.0 BUSINESS ARISING FROM PREVIOUS MINUTES

3.1 Motorcycle Shelter Sustainable Communities Manager wrote to TT-Line asking them to promote the shelter to patrons. A response was received from Kevin Maynard of TT-Line. Kevin will be meeting with representatives of their marketing team in Melbourne next week and will raise the issue of the best ways to promote the motorcycle shelter through their website and on board information. Action: Ald Kent to investigate cost of shelter and also the final dimensions.

3.2 Murray/Wright Street Car Park Sustainable Communities Manager wrote to TT-Line in relation to the bank up of

traffic in Murray Street. A response was received from TT-Line stating that they do open the check-in booths early on double sailing departures. TT-Line have also changed signage on the arrival gantry to encourage vehicles to use both lanes when they turn into the check-in lanes. They do not believe that traffic wardens will alleviate the issue. Kevin Maynard of TT-Line is more than happy to meet to discuss the matter further. The Chair suggested that more promotion needs to be undertaken to encourage the people who arrive early for the Spirit to explore East Devonport while they are waiting. Ald Goodwin suggested promotion on Spirit FM, 88.4. This item is to be kept on future agendas.


ATTACHMENT [2]

ITEM 12.1

Action: Sustainable Communities Manager to talk to TT-Line in regards to

promoting East Devonport on Spirit FM and also talk to 7AD. Sustainable Communities Manager to ask TT-Line what time check-in

booths are opened on double sailings. 3.3 Signage The Chair commented that signage is needed to encourage visitors to East

Devonport.

Action: Ald Laycock to follow up outcome of signage strategy.

4.0 GENERAL BUSINESS

4.1 2013/2014 Budget Sustainable Communities Manager advised that the budget process had begun and asked the Committee for any capital items to be put forward. The Committee suggested that following:

More tables and chairs in Reg Hope Park;

Upgrading of Tarleton Street including possible underground power and treescaping (staged project);

Tables, chairs, rotunda and bbq for Pioneer Park;

Water fountain, exercise equipment for walking tracks.

Action: Sustainable Communities Manager to investigate what documents are on

file in regards to previous work undertaken on Tarleton Street upgrade. Chair to speak with local politicians to talk about bigger picture.

4.1.1 Pioneer Park

A strategic land use plan needs to be developed to capture current and future uses of the parkland. The Chair will follow up landscaping at Pioneer Park.

4.2 Grants Sustainable Communities Manager advised the Committee that the Tas Community Fund Grants are now open. The Committee agreed to apply for grant funding for exercise equipment similar to that located on Victoria Parade at Devonport. Action:

Sustainable Communities Manager to forward application form and guidelines to the Chair. Council will work in partnership with the Committee on a possible application.

[Vonda Morris left meeting at 5.15pm].

4.3 Maintenance


ATTACHMENT [2]

ITEM 12.1

4.3.1 Graffiti under Bridge Maureen Clark commented on a possible mural on the bridge. Action:

Sustainable Communities Manager to follow this up with Council Officers.

4.3.2 Tiger Lines

Council’s Operations Manager has discussed this issue with the original contractor – they believe that ‘the problem is a combination of the bitumen bleeding through their product, oil build up from all the cars driving around East Devonport and dirt accumulation on the rough surface.’ The company is going to trial giving the stripes a pressure wash and scrub, they say they have tried this in the past with good results. After the pressure wash of an area, they can then determine the best course of action, whether to do some reapplication in some areas where hoons have done wheelies or/and continue with washing all the areas. This work will be carried out in the coming weeks.

4.3.3 Footpath Cleaning A contractor has been engaged to clean the footpath early of a morning to avoid issues for businesses – this work will be carried out in the coming weeks.

4.3.4 Ferry Shelter A replacement seat has now been installed in the shelter.

5.0 OTHER BUSINESS 5.1 Maintenance Lynne Dolbey raised the issue of overgrown shrubs on the corner of Murray and

Wright Streets. Action:

Community Services Administration Officer to raise an action request.

5.2 Carpet Factory This item is to remain on future agendas. 6.0 NEXT MEETING

The next meeting will be a Strategic Meeting which will be held on 12 March 2013 from 4.00pm to 6.00pm at the East Devonport Recreation Centre. This meeting will focus on the need to review the objectives of the Committee in respect to community involvement and support and confirmation of future projects within the framework of existing and future planning needs.

Meeting closed 5.30pm

Unconfirmed Minutes of the Meercroft Park Special Advisory Committee - 19 February 2013 [File: 16726]

ATTACHMENT [3]

ITEM 12.1

MINUTES OF THE MEERCROFT PARK SPECIAL ADVISORY COMMITTEE HELD IN THE COUNCIL COMMITTEE ROOMS

ON TUESDAY 19 FEBRUARY 2013 COMMENCING AT 5.10PM

PRESENT Committee Members Ald Annette Rockliff Chairperson David DeCani Devonport Touch Association Julie Woodberry North West Hockey Centre Council Officers Fabio Pizzirani Sports & Recreation Coordinator (SRC) APOLOGIES Ald Brian Cole Doug Clark North West Hockey Centre Colin Emmett North West Hockey Centre Chris McCoy Devonport Tennis Club Marlene Crabtree Devonport Junior Soccer Jodie Stokes Devonport Touch Association Kylie Lunson Operations Manager (OM) 1.0 CONFIRMATION OF PREVIOUS MINUTES

The Committee recommends to Council that the previous minutes of the meeting held 4 December 2012 be received and noted. J. Woodbery/D. Decani CARRIED

2.0 DECLARATION OF INTEREST Nil.

3.0 BUSINESS ARISING FROM PREVIOUS MINUTES Nil.

4.0 CLUB REPORTS

4.1 Devonport Junior Soccer Association Nil.

4.2 Devonport Touch Association David DeCani reported that competitions finished on 1 March 2013. Presentation night will take place on 1 March. School competition starts in the first term. Tasmanian School Championships will be on 6 to 7 April.

4.3 North West Hockey Association Season will start on 14 April 2013. Work has commenced on replacing parts of the synthetic turf at the centre.

4.4 Devonport Tennis Club

Nil.

Unconfirmed Minutes of the Meercroft Park Special Advisory Committee - 19 February 2013 [File: 16726]

ATTACHMENT [3]

ITEM 12.1

4.5 Devonport Surf Club

Nil.

5.0 GENERAL BUSINESS 5.1 Parking at Meercroft

Julie Woodberry requested an update on parking at Meercroft. Ald Rockliff advised that there are funds in the 2012/13 budget and plans are currently being developed.

6.0 NEXT MEETING

Tuesday, 16 April 2013 at 5.00pm

Meeting closed: 5.35pm

Unconfirmed Minutes of the Strategic Sport and Recreation Special Committee - 20 February 2013 [File: 27717]

ATTACHMENT [4]

ITEM 12.1

MINUTES OF THE STRATEGIC SPORT & RECREATION SPECIAL COMMITTEE HELD IN THE COUNCIL COMMITTEE ROOMS

ON WEDNESDAY, 20 FEBRUARY 2013 COMMENCING AT 5.30PM PRESENT Committee Members Mayor Steve Martin Chair Ald Annette Rockliff David Mullett Tim Blair Mark Fagan Ted Van Overmeeren Matthew Cock Council Officers Evonnne Ewins Assistant General Manager, Customers and Community (AGM) Fabio Pizzirani Sport & Recreation Development Coordinator (SRDC) Sarah Masters Community Services Administration Officer

APOLOGIES Ald Bill Wilson Ian Davies Stuart Jones Marketing, Tourism and Recreation Manager

1.0 CONFIRMATION OF MINUTES

The Committee recommends to Council that the minutes of the meetings held on 23 January 2013 and 30 January 2013 be received and noted.

M. Cock/A. Rockliff CARRIED 2.0 DECLARATION OF INTEREST

Nil.

3.0 FUTURE FACILITY PLANNING Council’s Assistant General Manager, Customers and Community facilitated a further session focusing on the future facility planning for recreation sporting precincts in the municipality. The completed decision matrix was discussed. Weightings were agreed upon.

Action:

Council Officers will follow up on questions raised and report back at the next meeting.

4.0 NEXT MEETING

Wednesday, 20 March 2013, at 5.30pm in the Council Chambers.

5.0 MEETING CLOSED 6.35pm

Unconfirmed Minutes of the Building Families Special Committee - 20 February 2013 [File: 26402]

ATTACHMENT [5]

ITEM 12.1

MINUTES OF THE BUILDING FAMILIES COMMITTEE MEETING AT THE ZONE, 64 STEWART ST, DEVONPORT

20 FEBRUARY 2013, COMMENCING AT 3.31 PM

PRESENT Committee Members Kate Beer Devonport Community House (DCH) Simon Douglas The Playhouse (DCH) Kathy Mantach Mission Australia Claire Williams Anglicare (KIDS) Sue Horton East Devonport Child & Family Centre Sandra Rautner DHHS (Child Protection) Lorrine Heron Eastern Shore Community House Council Representatives Ald Annette Rockliff (Chair) Devonport City Council Ald Steve Martin (Mayor) Devonport City Council Ald Justine Keay Devonport City Council Kathryn Maxwell Sustainable Communities Manager Damian Collins Community Sustainability Senior Officer

APOLOGIES Rachel Turner Youth and Family Focus Julie Milnes DHHS Kim Williamson NorthWest Children’s Contact Centre Emma Oakley Anglicare (NESTS) Ally Smith Centacare Annette Saunders Early Childhood Intervention Service Christine Hiltner Anglicare (Gamblers Help) Sally Smith Salvation Army

1.0 CONFIRMATION OF MINUTES The Committee recommends to Council that the minutes of the previous meeting held 20 December 2012 be received and noted.

C. Williams/S. Douglas CARRIED

2.0 DECLARATION OF INTEREST None declared. 3.0 BUSINESS ARISING Nil.

4.0 INFORMATION SHARING 4.1 East Devonport Child and Family Centre

Don College are helping young parents finish Grades 11& 12 in the centre. Currently focussing on health, check our Facebook page for program information.

4.2 Anglicare (KIDS)

Very busy with referrals and working lots with young Mums and ante-natal groups.


ATTACHMENT [5]

ITEM 12.1

4.3 Devonport Community House Currently auspicing Ulverstone for the next 12 months. We are housing Reece

High alternate education program 3 days a week. Have a lot of food available, services can refer clients. City Mission have commenced Kommunity Kids in Chichester Park on Wednesday afternoons.

4.4 Devonport Playhouse Opened two weeks late in 2013 due to kitchen renovations, which are now complete and have resulted in a new and improved layout. Some programs have been delayed due to staffing challenges.

4.5 Choose Life Services ASSIST workshop in Devonport on March 27 & 28.

4.6 Devonport City Council Recently received a large Food Security grant which was passed on to Heaven’s Kitchen and the Devonport Community House and have been busy with numerous other grant applications.

4.7 Eastern Shore Community House Kommunity Kids in Pioneer Park has resumed for 2013 and is always looking for volunteers . The house is soon to have some sliding doors and a veranda installed to further facilitate Garden program. Commencing a food program from 2.30pm on Tuesdays and Thursdays.

4.8 Mission Australia Offering family support for families with 0-18yrs at risk, helping them find the services they need.

4.9 Child Protection New to Building Families meetings and excited to see what opportunities are available for their clientele.

4.10 Ald Steve Martin (Mayor) In the process of planning the Mayor’s ball on May 11 with funds raised going towards the Mayor’s Charitable Trust Fund.

5.0 OTHER BUSINESS 5.1 Ald Justine Keay sought endorsement to write to Kidsafe Victoria and Tasmania

requesting information about their Child Safety in driveway campaigns. Request endorsed by committee.

5.2 Families Week sub-committee formed to coordinate an event for Families Week (May 15-21) in 2013. Sub-committee consists of Ald. Martin, S. Horton, C. Williams and D. Collins.

6.0 PRIORITIES FOR 2013 Identified priorities for 2013 are 6.1 Child safety in Driveways 6.3 Working towards better coordinated support for new parents 6.2 Physical fitness for families

7.0 NEXT MEETING

EAST DEVONPORT CHILD & FAMILY CENTRE


ATTACHMENT [5]

ITEM 12.1

40 DREW ST, EAST DEVONPORT

3.30PM WEDNESDAY 17TH APRIL Meeting closed 4.52pm

Unconfirmed Minutes of the Julie Burgess Trust Special Committee - 15 January 2013 [File: 26965]

ATTACHMENT [6]

ITEM 12.1

MINUTES OF THE JULIE BURGESS TRUST SPECIAL COMMITTEE HELD AT THE DEVONPORT CITY INTERNAL MEETING ROOM ON TUESDAY 15 JANUARY 2013 COMMENCING AT 5PM

PRESENT Committee Members Ald Graham Kent Devonport City Council Ian Martin Community Member Peter Higgins Chairman Tim Gott Community Member Grant Goodwin Council Officers Margaret Griggs Project Officer Lester Jackson Community Partnerships Manager (CPM) APOLOGIES David Kent Community Member 1.0 CONFIRMATION OF MINUTES

The Committee recommends to Council that the previous minutes of the meeting held 13 November 2012 be received and noted.

I. Martin/T. Gott CARRIED 2.0 DECLARATION OF INTEREST

Nil 3.0 BUSINESS ARISING FROM PREVIOUS MINUTES

3.1 Booklet – contacts. Printing of booklet has been done and they are currently at binders. T. Gott will follow up with Richmond Printers. Chris Binks suggested including a bookmark with each book sold as part of the Bass Strait Maritime Centre (BSMC) marketing.

Action: Project Officer to follow up bookmark for BSMC marketing.

3.2 Australian Wooden Boat Festival (AWBF) One Paid passenger at this stage.

R. Pennicott will advise by January 21 if his pontoon is available. If not, a gang plank will be required.

The Julie Burgess will be leaving Devonport for Hobart February 3 at 6am.

It was suggested that a press release about the Julie Burgess and the Australian Wooden Boat Festival be sent to try to get more passengers.

A. Shields, Mersey Slipways, has offered to do a sign with a collage of photos for the Australian Wooden Boat Festival.

Public Sailing, Kettering to Hobart is sold out. Project Officer is arranging catering through R. Heddle.


ATTACHMENT [6]

ITEM 12.1

Project Officer, CPM, J. Tavner and volunteer M. Chandler will man the marquee over the four days with assistance from crew if required. P. Higgins will arrange a roster for crew to be aboard to supervise visitors. Visitors will be asked for a gold coin donation as they come aboard.

3.3 Disability Access Assessment Project Officer and CPM will go through the document and extract actions required and provide a list to committee members.

3.4 Ulverstone Wharf Development Celebrations Completed and all went well.

3.5 Julie Burgess Operations Committee (JBOC) The CPM asked members to indicate if they wish to be part of the JBOC and he would then seek expressions of interest for any vacancies. P. Higgins will mention at crew meeting. It was agreed that the last meeting of the Julie Burgess Trust Special Committee be after the AWBF and the first meeting of the JBOC be in March.

4.0 GENERAL BUSINESS 4.1 Conservation.

No progress to report. 4.2 Restoration Plan.

a) Fit Out. Complete. b) Electrics. Only minor work still required. c) Maintenance Schedule. Is included in the Operations Manual at this stage. d) Operations Manual. Some minor amendments. The manual will be a living

document and subject to change. e) Survey Requirements. Safety Plan needs to be displayed.

4.3 Marketing Strategy/Business Plan 4.3.1 Jaffa Interpretation/ Groupwork Pty. Ltd.

The CPM advised that March 15 is the proposed opening date.

3.4 Julie Burgess Project Coordination 3.4.1 Financials.

Spreadsheet tabled. Members advised that only essential items to be purchased. G. Kent advised that members were mindful of cots but listed items that were essential before the Julie Burgess could go to the AWBF.

Spectrum invoice approved for payment.

Members were asked to consider any capital items required for 2013/14 budget. Julie Burgess operations – members would like to see a breakdown of income being generated.

It was suggested that the BSMC has a VHF radio to keep contact with Julie Burgess

3.4.2 Crew.


ATTACHMENT [6]

ITEM 12.1

3.3.2.1 Coordination of crew P. Higgins is developing a roster but it is important at this stage to have the crew members on the vessel to and from the AWBF to have the extra training opportunities with public sailings.

Badges will be supplied for all assisting at the AWBF.

3.4.3 Volunteers. Newsletter went out in December – a final Ketch Up newsletter will go out after the AWBF. It will then be replaced by a newsletter from the BSMC which will include the Julie Burgess.

Christmas BBQ went well and was well attended.

3.4.4 Employment Strategies. Nil.

3.4.5 Pontoon. Letter received from G. Angilley re extension to compliance certificate.

3.4.6 Publicity. a) General:

Members shown draft of DL to be distributed at the AWBF.

Members advised that there is much publicity being generated about the Julie Burgess on websites and Facebook.

b) Documentary:

No discussion.

3.4.7 Website. Work on BSMC website is happening and the Julie Burgess website will be updated accordingly. Meanwhile we will continue to upload news and photos on the Julie Burgess site. We continue to get regular enquiries through the website.

3.4.8 Support/ Thank you Letters. Letter and certificate to be sent to JOTUN for donation of paint.

3.4.9 History. No discussion.

3.4.10 Other Funding. No discussion.

3.4.11 Funding Agreement Milestones. No response received as yet from Canberra re audit submitted.

5.0 OTHER BUSINESS 5.1 Merchandise.

Items for sale and cash float will be ready for Sunday sailing.

5.2 Ticket Sales


ATTACHMENT [6]

ITEM 12.1

All ticket sales are through the BSMC. BSMC will provide a list of passengers to master of the vessel and purser. However with cash float now available, extra passengers can be accepted on the day. It is important that the master of the vessel advises the Project Officer of number of passengers on board before sailing.

5.3 Purser Duties An updated list of duties has been done. There is currently two people interested in the position.

5.4 Food Procurement - AWBF Project Officer has suggested an Australia Post ‘Load and Go’ card which will allow crew to purchase supplies. Project Officer is liaising with Council’s finance department. P. Higgins spoke of freeze dried meals which would be good back up during any inclement weather.

6.0 AGENDA ITEMS FOR NEXT MEETING Capital items for 2013/14 budget

7.0 NEXT MEETING Tuesday 12 February, 2013 – will be at AWBF so date of meeting will be advised.

Meeting closed at pm 7.30.

Unconfirmed Minutes of the Devonport City Focus Group - 21 February 2013 [File: 26707]

ATTACHMENT [7]

ITEM 12.1

MINUTES OF THE DEVONPORT CITY FOCUS GROUP HELD AT DEVONPORT CITY COUNCIL

ON THURSDAY 21 FEBRUARY 2013 COMMENCING AT 1PM

PRESENT Committee Members Mayor Steve Martin Chairperson Ald Lynn Laycock Suzy Jones Retail sector Susanne Dobrowski Tourism sector Igor Van Gerwen Tourism sector Sylvia Sayers Independent Janene Wilczynski Retail Sector (Arrived at 3.55pm) Council Officers Stuart Jones Marketing, Tourism & Recreation Manager Suzy Parravicini Marketing & Tourism Co-ordinator April Nelson Executive Assistant, Customers & Community Invited Nil APOLOGIES Ald Alison Jarman Tim Gott Retail sector Eric Mobbs DCCI 1.0 CONFIRMATION OF MINUTES

The Committee recommends to Council that the previous minutes of the meeting held 15 November 2012 be received and noted with the amendment that Evonne Ewins was not present at the meeting.

Moved:l. L. Laycock/ I Van Gerwen CARRIED 2.0 Declaration of Interest Received

I. Van Gerwen submitted a Declaration of Interest with the Chair prior to the commencement of the meeting.

3.0 BUSINESS ARISING FROM PREVIOUS MINUTES 3.1 Meeting Invitees

Suggested to include Ashleigh Franke (Qantas Link), Glenn Bourke (Tas Ports) and Wayne Tucker (Airport Manager) as meeting invitees. Ashleigh Franke will attend the meeting as a visitor on 20 March. Decided the minutes of the meetings will now be forwarded to all three for their information. If they were to become regular attendees the Terms of Reference would require amendment.

Actions Meeting minutes to be forwarded to Ashleigh Franke (Qantas Link), Glenn Bourke (Tas Ports) and Wayne Tucker (Airport Manager)for their information.

3.2 Nitro Circus. Will be held during the DFWF, suggested promoting to retailers to stay open later due to increased number of visitors. DCC hadn’t received a copy of the latest


ATTACHMENT [7]

ITEM 12.1

newsletter and the committee were advised nothing was included in the last newsletter.

3.3 DCCI – Events Bags. Decided that if there were to be inclusions in the Events bags it should be events at a regional level and only those that would bring benefit to the community. There is currently no formal agreement with Council in place. S.Jones and Suzy P will investigate if the agreement needs to be formalised.

3.4 Spirit of Tasmania – Cruising Tasmania Promotional Booklet The promotional booklets are produced twice a year targeting different areas around the state to constantly change the tourist focus. Suzy P will follow up for Devonport representation in a future edition.

The RACT Tourism Guide was mentioned and Suzy P has this in hand.

3.5 Changed Land Tax S. Martin advised that the legislation changes will not have a huge impact in terms of Devonport recreational and sporting facilities.

4.0 REPORTS AND DISCUSSION 4.1 Meeting Reports - Reminder.

To assist the flow of the meeting all reports are required to be submitted prior. The reports table will now also include CBD, Fourways, East Devonport and DFWF. A calendar of events to be included with the minutes.

4.2 DCCI – PA System Discussed the advantages of having a PA system installed in the Mall

Actions S Jones to complete a submission for consideration in the 2013/2014 budget

deliberations.

4.3 DCCI – Play Equipment. DCCI unanimously support a playground and flower pots in the mall.

Actions Ald Laycock to submit a notice of motion to Council for flower pots and playground

equipment to be considered during the 2013/2014 budget deliberations.

4.4 DCCI – Garden Festival. DCCI to use the DFWF template to conduct a Garden Festival proposed for Sep/Oct 2013 to initially run for a weekend and then depending on support and events, extend to a month. The event would be community run not DCCI and admin support to be requested from Council.

5.0 GENERAL BUSINESS 5.1 Devonport Tourism Association (DTA).

Letter to be sent to the Devonport Tourism Association thanking Kim Robinson for all her work and welcoming Graham Jones as president to the committee or their nominated representative.

Actions S. Jones to send letter to the Devonport Tourism Association.

5.2 Coat of Arms Local Students are currently taking up the challenge of a Devonport Coat of Arms. Their submissions are to include a narrative and a design for a Coat of Arms which


ATTACHMENT [7]

ITEM 12.1

best represents Devonport and its history. Concerns were raised over the confusion with existing corporate branding. The Mayor was confident there was no confusion with existing corporate branding. The committee supported the idea and nominated the following people to be included on a panel of judges: Eric Mobbs, Janene Wilczynski, Faye Gardam and Chris Binks. Sylvia offered support for the community consultation and public awareness. Igor offered chocolates to support.

L. Laycock wanted her concerns noted that the topic of the Coat of Arms hadn’t been raised at Council and didn’t agree with the current process.

Actions S Martin to contact the nominated judges.

6.0 BRAINSTORMING SESSION 6.1 Foreshore Market

The pros and cons of the Foreshore Market as a commercial venture were discussed.

7.0 NEXT MEETING To be held at Devonport Committee Rooms, TBA. Please advise April prior to the meeting if parking permits are required for the Rooke St carpark.

Meeting closed: 4.25pm


ITEM 12.2

12.2 PUBLIC ART POLICY AND GUIDELINES File: 27314D291467



Strategy 2.1.5 Develop and implement an integrated approach to public art

PURPOSE To provide guidelines and specific criteria to evaluate and accept all public art projects and memorials proposed for public places in Devonport.

BACKGROUND The Council purchases public art and a policy and guidelines are needed to ensure a strategic approach to public art acquisitions.

COMMENTARY The Public Art Policy and Guidelines is attached.

FINANCIAL IMPLICATIONS Financial assistance will be an additional $10,000 bi-annually for public art acquisitions.


CONCLUSION The Public Art Advisory Committee will continue to meet and provide Council with information and recommendations for Public Art acquisitions.

ATTACHMENTS 1. Public Art Policy and Guidelines

RECOMMENDATION That Council approve and endorse the Public Art Policy and Guidelines.

Public Art Policy and Guidelines ATTACHMENT [1]

ITEM 12.2


ITEM 12.3

12.3 COMPLAINT HANDLING POLICY File: 21081D291457



Strategy 5.3.1 Review and amend governance structure, policies and procedures to adapt to changing circumstances

PURPOSE Outline the procedures for dealing with formal complaints to Council.

BACKGROUND In the past, Council has not had a standardised method of responding to recording, and using complaints to improve service to our Community. Once the policy is endorsed there will be training sessions held with Council staff.

COMMENTARY The Complaint Handling Policy is attached. This policy is a legislative requirement under the Personal Information Protection Act 2004; Right to Information Act 2009 and the Local Government Act 1993.

The policy aims to achieve a consistent approach across Council to dealing with complaints to improve service to our community.

A complaint is defined as an expression of dissatisfaction about the standard of service, action or lack of action by the Council or its staff. The policy outlines how a complaint may be lodged by a customer and what information they need to include.

The Manager of each department of the Council is responsible for handling complaints relevant to that department. If a complaint is of a very serious nature it will be referred directly to the General Manager.

The policy commits the Council to minimum standard response times, an acknowledgment will be sent within five working days of receipt of the complaint. Every effort will be made to resolve the complaint and provide a response within ten working days.

The Council will ensure that all complaints are registered into a central database for tracking and follow up. If a person is not satisfied with the outcome they may request a review of the complaint by the General Manager.

If the complaint remains unresolved, or if a customer is dissatisfied with Council’s process of dealing with the complaint, customers can be referred to the Judicial Review Act 2000. Other options include the ombudsman who is responsible to Parliament for investigating complaints about Local Government. The other option is the Local Government Division of the Department of Premier and Cabinet.

FINANCIAL IMPLICATIONS A clear and efficient process for dealing with customer complaints will have positive financial implications for Council resources.


ITEM 12.3

RISK IMPLICATIONS Political/Governance

If the Council fails to adhere to the Complaint Handling Policy.

Communication/Reputation If the Council fails to adhere to the Complaint Handling Policy.

CONCLUSION The General Manager will provide Council with a report annually on the number and nature of complaints received.

ATTACHMENTS 1. Complaint Handling Policy

RECOMMENDATION That Council endorse the Complaint Handling Policy.

Complaint Handling Policy ATTACHMENT [1]

ITEM 12.3

CP x

COMPLAINT HANDLING POLICY

1. PURPOSE

To ensure standardised method of responding to, recording, reporting and using complaints to improve service to our community.

2. SCOPE

This Policy applies to all Council officers, recognising that effective complaint handling is central to essential to providing quality service. People often judge an organisation by the way in which they handle complaints. The benefit to the organisation includes being able to identify areas needing improvement, creating a second chance to provide service to the satisfaction of a dissatisfied person and providing an opportunity to strengthen public support for the Council.

3. WHY DO PEOPLE COMPLAIN? People make complaints because they are dissatisfied with a decision, the level of service or the behaviour of staff. Many complaints occur simply because of poor communication or as a result of inadequate publicity about the services provided and the policies of the City. Many complaints can be resolved in the first instance by frontline staff explaining how a decision came about or explaining a particular policy. It is often appropriate to provide the complainant with a copy of the relevant policy for their information and to remember that most complaints are specific and actionable.

4. COMPLAINTS DEFINED

A ‘Complaint’ is defined as an expression of dissatisfaction, however made, about the standard of service, action or lack of action by the Council or its staff, which can be investigated and acted upon where no right of appeal or review is available under any other legislation. Some legislation (Act, Regulation, Rule or By-law) specifically makes provision for an appeal, or an internal or external review of a decision.

Complaints are often fall into one of these four basic types:

decisions made by Council, being:

a. complaints alleging a decision was beyond the powers of the City or that it was made without following due process; or

b. complaints alleging that with knowledge of all available information no reasonable person could have reached the decision made regarding the issue.

the inappropriate behaviour of staff such as rudeness, discrimination or harassment;


ITEM 12.3

allegations that the stated standard of service of Council has not been met or was of inferior quality;

decisions of officers. Most initial contacts with the organisation are not complaints and can be dealt with understanding, appeal and through action request processes. Therefore, the issues that will not be registered as a complaint are:

requests for services (initial contact with the organisation, unless the request is assessed by the relevant Manager that the issue is significantly important or sensitive to warrant immediate registration as a complaint and unless there was no response to a first request for service);

requests for information or explanations of policies or procedures;

the lodging of an appeal in accordance with standard procedure or policy.

an appeal or request for internal or external review of a decision for which a structured process applies, other than that made as the result of a complaint.

An expression concerning the general direction and performance of Council or its Aldermen.

Disagreement with a policy of the Council.

Reports of damaged or faulty infrastructure.

Reports about neighbours, noise, dogs, nuisances, unauthorised building work or similar issues that fall into the regulatory aspect of our service.

5. LODGING A COMPLAINT

A complaint may be lodged by a customer:

In person - at the counter or at a prearranged meeting with the relevant Manager.

By phone.

In writing via email or letter.

In writing via Council’s website – by completing the Complaints Resolution Form or ‘Have Your Say’.

To assist Council in dealing with complaints a customer should include the following if relevant:

Date, times and location of events. What happened. To whom the customer has spoken (names, position in the Council and dates). Copies or references to letter or documents relevant to the complaint. State what the customer hopes to achieve as an outcome to the complaint.

6. COMPLAINTS MANAGEMENT

6.1 Complaints Management Process The Manager of each Department of the Council is responsible for handling complaints relevant to that Department.


ITEM 12.3

While most problems can usually be resolved promptly, there are times when they require detailed investigation. If a complaint is of a very serious nature, it will be referred directly to the General Manager.

For complaints made about a decision of Council the decision is reviewed and if necessary an explanation of the facts, policy etc is given to ensure the complainant understands the reasons for the decision. If the decision is found to have been made without following due process or without all of the available information, it is referred back to the appropriate department or committee for review.

If an Alderman has submitted a complaint on a customer’s behalf a status report will also be provided to the Alderman. Complaints against staff will be handled with discretion and both the Supervisor and the Human Resources Manager notified of the complaint if it appears to be of a serious nature. (If disciplinary action against the officer is required, the existing disciplinary process under the Disciplinary Policy will be adhered to).

6.2 Response Times The following minimum standard response times to be adhered to by all staff when dealing with complaints are:

an acknowledgement will be sent within five (5) working days;

with every effort made to resolve the complaint and provide a response within ten (10) working days.

If complex investigations are required the response will provide an indication of the timeframes associated with the investigation process and contact information for the complainant to obtain feedback on the status of the complaint.

6.3 Consideration of a Complaint In considering a complaint the relevant Manager or the General Manager will: Examine and analyse the information already available and follow up

points requiring clarification. Look at the Council Policies which might have a bearing on the

complaint. Consider whether or not the Council is at fault. Consider any necessary action to be taken to correct the faults identified.

All staff are to ensure that any remedy given to resolve a complaint is appropriate, reasonable and within their authority to provide. A suitable remedy should be provided to the complainant wherever possible. Each business unit is required to specify clear guidelines as to the empowerment and authority for their staff to take remedial action.

Consider a review of the Council's procedures to avoid recurrence of any similar complaint in the future if necessary.

The relevant Portfolio Manager or the General Manager may enter into informal discussions or mediation on a complaint with a view to resolution.

6.4 Treatment of Complainants


ITEM 12.3

All staff are required to treat complainants pleasantly, respectfully, professionally and with high confidentiality. Remember that many people find it difficult to make a general enquiry – so making an actual complaint may be a greater trauma. This is especially evident when the complainant has a pre-conceived impression about how they will be treated. Staff need to take into account that when people complain they want six basic things: 1. to be heard; 2. to be understood; 3. to be respected; 4. an explanation; 5. an apology, where appropriate; and 6. action as soon as possible.

Even if you are unable to take the action they want, if you can provide the other elements they will usually be reasonably satisfied.

6.5 Vexatious Complaints

All complaints received by Council will be treated with the utmost seriousness. However if a complaint is found to be malicious, frivolous or generated purely to cause annoyance no further action will be taken on the complaint. The customer will be informed of this decision in writing by the General Manager.

6.6 Anonymous Complaints While we will receive anonymous complaints, we will generally only act on them where the matter is considered to be serious and there is sufficient information in the complaint to enable an investigation to be undertaken.

6.7 Protection of Customer Personally identifiable information concerning the complainant will be available only as needed for the purposes of addressing the complaint within the organisation and will be actively protected from disclosure, unless the customer or complainant expressly consents to its disclosure.

We will take care to ensure that the reporting of complaints will not result in a customer experiencing any form of victimisation or retribution as a result of the complaint.

7. REGISTRATION AND REPORTING OF COMPLAINTS An integral part of the complaint policy is the requirement for all complaints received by Council to be registered into a central database for tracking and follow-up.

The registration and tracking of complaints allows Council to monitor community satisfaction and provides a valuable source of information which can be used in the benchmarking process to improve the level and effectiveness of our service delivery processes.

The General Manager is to provide Council with a report at least once a year of the number and nature of complaints received in accordance with section 339F(5) of the Local Government Act 1993.


ITEM 12.3

8. RESPONSIBILITY FOR DEALING WITH COMPLAINTS

8.1 Council Officers All staff are responsible for the following: receive complaints whether in writing, by facsimile, email, internet, or in

person; to record detailed information of the complainant and the complaint; to send details of the complaint electronically to Records for registration

into TRIM to inform their Supervisor / Manager of the receipt of the complaint and

any initial action taken; and to take remedial action as authorised by their department Manager.

8.2 Managers

Mangers are responsible for the same actions as detailed above for all staff, with the addition of: review remedies carried out and recommended by staff; change remedies or recommendations made by staff; ensuring responses from their department are made within the required

times; entering complaint and response into complaints register and TRIM report information on recommendations for changes of policy and

procedures to the Portfolio Manager; If a complaint is directed towards more than one issue or business unit,

then following registration to co-ordinate a combined response so the complainant receives only one reply addressing all of the issues.

8.3 Manager, Customer Service

The Manager of the Customer Service department is responsible for the same actions as detailed above for staff and Managers, with the addition of: overall organisational responsibility for dealing with complaints and

deciding on the classification of complaints if required (that is request for service or a formal complaint)

review of all registered complaints and responses ensuring appropriate action is taken in all cases within the prescribed times;

investigation of unresolved complaints reporting to senior management on analysis of complaints and resulting

recommendations for changes to policy and procedures.

8.4 General Manager The General Manager has organisational responsibility to deal with complex complaints that are unresolved, including: decision as to whether serious complaints where criminal or corrupt

conduct is alleged should be referred to specialised agencies such as the Police or Anti-Corruption Commission;

formal conciliation with complainant to resolve the complaint, if appropriate;

final decision on the City’s response when a complaint cannot be resolved (or is this GM?)


ITEM 12.3

9. CUSTOMER DISSATISFACTION WITH COMPLAINT

9.1 Internal Review Experience has shown that the majority of complaints will be satisfactorily resolved by the relevant Manager. However, a person who is not satisfied with the outcome may request a review of the complaint by the Council's General Manager. A request for a review of the complaint by the General Manager is to be in writing. The General Manager will inform the customer of the findings on completion of an investigation.

9.2 Further Investigation Council is confident that it can resolve the majority of complaints received, however we understand that we may not be able to satisfy every customer on every occasion.

Sometimes Councils have to make difficult and complex decisions involving many people and individual customers do not get the outcome they want.

If a complaint remains unresolved or a customer is dissatisfied with our process in dealing with a complaint other avenues remain for the customer to explore. Customers can refer to the Judicial Review Act 2000. Customers can also contact external agencies which can review actions and decisions taken by the Council. These include:

The Ombudsman who is an officer responsible to Parliament for investigating complaints made about administrative actions (or inactions) of Tasmanian Government Departments, most Statutory Authorities and Local Government. The Ombudsman is located at Ground Floor, 99 Bathurst Street, Hobart, 7000, phone free call 1800 001 170, email [email protected]

Local Government Division, Department of Premier and Cabinet, Level 5, 15 Murray Street, Hobart (GPO Box 123 HOBART 7001), phone (03) 6232 7022, email [email protected]

While a customer is entitled to refer a complaint directly to these Bodies at any time, customers are encouraged to allow the Council to investigate the complaint first.

10. LEGISLATION AND RELATED DOCUMENTS Personal Information Protection Act 2004 Right to information Act 2009 Local Government Act 1993 Council’s Customer Service Charter Council’s Dealing With Difficult Customers Policy

11. RESPONSIBILITY

11.1 Responsible Manager

Assistant General Manager – Customers and Community

11.1 Document Controller Sustainable Communities Manager


ITEM 12.3

12. AUTHORISATION

12.1. Adoption of Policy

Customer Service Charter adopted on 5 June 2006 – Resolution No 6198

12.2. Amendments to Policy 21 July 2008 - Resolution No 213/08 15 November 2010 – Resolution No 299/10 16 January 2013 – Resolution No x

12.3. Policy Review To be reviewed at least once every two years in accordance with section 339F(4) of the Local Government Act 1993. Next review November 2014.

Trim File Ref: 21081


ITEM 12.4

12.4 FINANCIAL ASSISTANCE POLICY File: 11763D291466



Strategy 4.2.3 Promote, support and initiate community and cultural events for the community and visitors

PURPOSE To seek Council approval for the Financial Assistance Policy.

BACKGROUND The Council provides financial assistance to groups and individuals to undertake projects that enhance Devonport’s cultural, social, economic and environmental values. Until now there has been no Financial Assistance Policy to guide the Council’s provision of financial assistance for this purpose.

This policy was developed by the Financial Assistance Working Group and covers community small grants, economic development and events sponsorship, rate remissions and donations. The policy previous went up to Council for approval in February 2013. Aldermen requested that the policy be workshopped before being resubmitted for approval. A workshop was held with Council on 4 March 2013, all recommended amendments were incorporated into the policy.

COMMENTARY The amended Financial Assistance Policy is attached. Key changes made at the 4 March Workshop include:

Item 3 – Policy

Under this policy, recipients may include not-for-profit individuals and organisations as well as those who act for private gain, but can demonstrate community benefit.

Item 4.1

Up to $3,000 is available for projects ending 30 June.

Item 4.2.1

A call for applications will be made in July (advertisement in The Advocate, on the DCC website, via social network and advise organisations that have previously expressed an interest in applying for funding).

Item 4.2.2

Late applications will not be accepted.

Item 4.2.4

Successful applicants will be announced in September.

Item 5.1.5.2

Late applications will not be accepted.


ITEM 12.4

Item 6.1

Critical Dates

An application must be submitted each year for rate remissions, it is not automatic for any organisation.

FINANCIAL IMPLICATIONS Council allocates funds to implement the Financial Assistance program on an annual basis. The 2013/14 annual plan and budget estimates will include $108,000 towards rates remissions, $83,000 towards grant programs and $2000 for donations for consideration.

RISK IMPLICATIONS It is believed there are no risks associated with this policy.

CONCLUSION The Financial Assistance Working Group will continue to meet and will report on the outcomes of financial assistance provided in the 2013/14 financial year.

ATTACHMENTS 1. Financial Assistance Policy

RECOMMENDATION That Council adopt the Financial Assistance Policy.

Financial Assistance Policy ATTACHMENT [1]

ITEM 12.4

CP 017 v1

FINANCIAL ASSISTANCE POLICY

1. PURPOSE

Devonport is a vibrant City as a result of the hard work and commitment of its community. The Council values the contributions individuals and groups make to the cultural, social and economic development of Devonport. Through the provision of a Financial Assistance Scheme, the Council supports projects, programs and activities developed for the benefit of Devonport’s residents and visitors. This policy allows for considered and transparent decisions to be made regarding the distribution of financial resources throughout the community

2. SCOPE Specific Financial Assistance Programs covered by this policy include:

2.1. Community Small Grants;

2.2. Economic Development and Events Sponsorship;

2.3. Rate Remissions for Non-profit Organisations;

2.4. Donations.

3. POLICY Under this policy, recipients may include not-for-profit individuals and organisations as well as those who act for private gain, but can demonstrate community benefit. 3.1. Definitions

For the purposes of this policy ‘financial assistance’ is defined as: Payments given to individuals or organisations which are not commensurate with a reciprocal benefit received by Council.

It should be noted the following examples are not considered financial assistance and are therefore outside this policy. Payments made in exchange for the provision of a service which Council may otherwise provide itself or a service which Council values in the community. This includes but is not limited to: 3.1.1. Imaginarium Science Centre

3.1.2. Devonport Community House

3.1.3. The Tasmanian Arboretum

3.1.4. City of Devonport Brass Band

3.1.5. Tasmanian Community Resources

3.1.6. Statutory contributions such as SES

Under this policy, a recipient who acts for private gain is any recipient other than a not-for-profit organisation.


ITEM 12.4

4. SMALL COMMUNITY GRANTS 4.1. Purpose

The Devonport City Council recognises the immense benefits provided to our residents and visitors by local community organisations through the provision of activities and services.

The Community Small Grants Scheme is one method of supporting and assisting local non-profit organisations to cater for and respond to the needs of Devonport residents. Up to $3000 is available for projects ending 30 June. Eligible initiatives should fall under one of the following categories.

4.1.1. Community Strengthening - Projects which aim to increase participation

and access to information, services and facilities to improve quality of life, well-being, social inclusion, and community safety;

4.1.2. Arts, Culture and Heritage - Projects which foster a strong sense of cultural and community spirit and celebrate local art, cultural and heritage not grant any further interviews;

4.1.3. Sport and Recreation - Projects that increase access to and participation in sport and recreational activities;

4.1.4. Environmental Sustainability - Projects that encourage community to care for the environment and promote sustainable living including enhancing natural environment; promotion of water, waste and energy efficiency;

4.2. Critical Dates Only one round of grants are available per year, opening in July each year for at least 8 weeks.

4.2.1. A call for applications will be made in July (advertisement in the Advocate, on the DCC website, via social network, and advise organisations that have previously expressed an interest in applying for funding)

4.2.2. Late applications will not be accepted;

4.2.3. Applications will be accepted for projects that conclude by the following June.

4.2.4. Successful applicants will be announced in September.

4.3. Eligibility Financial Assistance will be considered for:

4.3.1. Any not for profit community group or voluntary association that is legally constituted as an incorporated body or under the auspice of one;

4.3.2. One-off activities or projects that benefit the Devonport community. This may include components of existing projects;


ITEM 12.4

4.3.3. Groups or organisations located in the Devonport municipal area activities or projects which will take place in the Devonport municipal area, for the benefit of those who live, work, visit or conduct business in the City;

4.3.4. Applicants that are able to demonstrate financial viability and competence;

4.3.5. Applicants that meet Council’s insurance requirements;

4.3.6. Education providers who are able to apply on the condition that the project/activity is open to all residents, has a broad community benefit and is not a core activity of the school;

4.3.7. Equipment grants, where applicants contribute at least 50% towards the cost of the equipment.

4.4. Financial Assistance will not be given to: 4.4.1. Landcare, Coastcare, Caring for Country or NRM projects that are

eligible for funding through Cradle Coast NRM;

4.4.2. Applicant organisations who have previously failed to acquit Council assisted projects in line with the agreed terms;

4.4.3. Actions/services previously disbursed or that have commenced prior to funding being approved;

4.4.4. Recurrent (on-going) projects;

4.4.5. Fundraising purposes and donations;

4.4.6. Programs/projects by local schools/education providers that are exclusive to students. Core school curriculum and activities cannot be considered;

4.4.7. Ongoing operational costs e.g. staff, salaries, administration, maintenance, insurance, rental or lease arrangements;

4.4.8. Community organisations who already receive Council funds to undertake a specific activity for which funding is being sought or community organisations wanting to do a specific activity that is already funded by Council;

4.4.9. The purchase of land;

4.4.10. Routine and regular maintenance work to existing facilities (e.g. gardening, cleaning);

4.4.11. Facilities where little or no public access is available;

4.4.12. Travel to sporting competitions or conferences for individuals or community groups;

4.4.13. Festivals and events. An avenue for assisting these types of organisations is provided through the Economic Development and Events Sponsorship program in accordance with the guidelines. An exception is community or cultural development events where the aim is to raise awareness or provide information.

4.5. Priority Criteria


ITEM 12.4

Due to the limited nature of funds available, priority will be given to projects that: 4.5.1. Help meet the goals, outcomes and strategies of Devonport’s Strategic

Plan;

4.5.2. Demonstrate considerable benefit to the people or environment of Devonport, meeting a need or gap in the community;

4.5.3. Establish new and innovative community projects or programs;

4.5.4. Demonstrate coordination/partnership with other groups in the community;

4.5.5. Show evidence of community support for the project;

4.5.6. Demonstrate an ability to manage the project through resource allocation, effective planning, clear goals and evaluation processes;

4.5.7. Demonstrate good value for money and shows the contribution of the organisation applying to the project or activity through cash and/or in-kind;

4.5.8. Show their ability to be ongoing (if appropriate);

4.5.9. Final funding decisions are made on the merit of each application against the stated eligibility criteria, guidelines and an assessment against the above criteria.

4.6. Application and Assessment Process 4.6.1. Applicants are encouraged to contact the Council’s Sustainable

Communities Manager prior to commencing the application process to ensure eligibility. Application forms can be accessed via the Council website www.devonport.tas.gov.au.

4.6.2. Fully complete applications will be assessed and prioritised by an assessment panel consisting of Aldermen. The panel will then make their recommendations to the next scheduled Council Meeting for adoption. The Council’s decision is final and no further correspondence shall be entered into. Once adopted by Council the applicants will be informed of their success or otherwise in gaining funding and arrangements will be made for the transfer of funds.

4.7. Grant Acquittal 4.7.1. Within one month of project completion, organisations must complete

the Acquittal Form and attach the following:

4.7.1.1. Copies of all tax invoices/receipts providing evidence of expenditure of funds;

4.7.1.2. Copies of any advertising, newsletters and media relating to the funded project;

4.7.1.3. Minimum of two (2) images in jpeg format with captions for public use by Council. Applicants are to ensure that permission is sought from individuals in photos.


ITEM 12.4

5. ECONOMIC DEVELOPMENT AND EVENTS SPONSORSHIP

5.1.1. Purpose To provide financial assistance towards economic development activities and events which attract local residents, tourists and visitors to Devonport. Projects must provide social and economic benefits for the Devonport community, whilst complementing the current City events program. Projects which foster a strong sense of cultural and community spirit, provide sporting and recreational experiences and celebrate local art, cultural and heritage are encouraged. Activities and events are instigated by organisations independently of Council and are categorized into three funding streams as follows:

5.1.2. Level One - Local Events - up to $3,000 (cash and in-kind) Funding and in-kind support provided to activities and events that are held within the Devonport municipality that deliver meaningful, locally based economic and community benefits. Activities / events in this category will: 5.1.2.1. Attract majority local spectators and/or participants to

Devonport; 5.1.2.2. Attract local or regional press coverage; 5.1.2.3. Relatively small budget or where smaller Council contribution is

sought; 5.1.2.4. Limited or restricted funding from other sources.

5.1.3. Level Two - Regional/State Events – up to $5,000 (cash and in-kind)

Funding and in-kind support provided to activities and events that are held within the Devonport municipality that deliver meaningful, locally based economic and community benefits. Events in this category will: 5.1.3.1. Attract a larger audience of local and regional spectators

and/or participants to Devonport or visitors to the State; 5.1.3.2. Promote overnight stays; 5.1.3.3. Attract regional or state press coverage; and/or 5.1.3.4. Demonstrated funding from other sources.

5.1.4. Level Three – State/National/International Events – over $5,000 (cash and

in-kind) Funding and in-kind support provided to major activities and events that are held within or have significant benefits for, the Devonport municipality. These events will be of state or national significance or uniqueness and provide Devonport with tourism, economic and community benefits. Events in this category will: 5.1.4.1. Attract spectators and/or participants from intra and/or

interstate specifically to Devonport; 5.1.4.2. Promote overnights stay in Devonport’s commercial

accommodation; 5.1.4.3. Attract press coverage from intra and/or interstate; 5.1.4.4. Demonstrate funding from other sources; 5.1.4.5. Sponsorship at this level would be restricted to existing proven

events that are able to demonstrate attendance figures and


ITEM 12.4

positive impact on the local economy.

5.1.5. Critical Dates 5.1.5.1. A call for applications will be made in July (advertisement in the

Advocate, on the DCC website, via social network, and advise organisations that have previously expressed an interest in applying for funding)

5.1.5.2. Late applications will not be accepted. 5.1.5.3. Application can be of one to three year duration. 5.1.5.4. Applications will be accepted for projects that finish the

following June. 5.1.5.5. Applicants can request funding to deliver the same project for

up to a further two calendar years. Funds would be released annually dependent on Council satisfaction with the previous years’ grant acquittal.

5.1.6. Eligibility Financial Assistance will be considered for: 5.1.6.1. Any corporate entity or not for profit community group or

voluntary association that is legally constituted as an incorporated body or under the auspice of one;

5.1.6.2. The group or organisation is located in the Devonport municipal area or is proposing an activity or project which will take place in the Devonport municipal area, for the benefit of those who live, work, visit or conduct business in the City;

5.1.6.3. The applicant is able to demonstrate financial viability and competence;

5.1.6.4. The applicant meets Council’s insurance requirements; 5.1.6.5. Education providers are able to apply on the condition that the

event/activity is open to all residents and has a broad community benefit. Education providers are required to contribute at least 50% of the funding for the entire event/activity;

5.1.6.6. Events coordinated by commercial enterprises that have significant economic and cultural benefit may be funded for the community dependent upon availability of funds.

5.1.7. Financial Assistance will NOT be given for: 5.1.7.1. Level 1 and 2 events/activities that have been held within

Devonport in the previous two years. 5.1.7.2. Local awareness raising / information events. An avenue for

assisting these types of organisations is provided through the Community Small Grants Program in accordance with the guidelines.

5.1.7.3. Applicant organisations who have previously failed to acquit Council assisted projects in line with the agreed terms.

5.1.7.4. Projects that support individual businesses, or events and programs run solely for commercial profit.

5.1.7.5. Events/activities that have already occurred or that have commenced prior to funding being approved.

5.1.7.6. Fundraising purposes (donations).


ITEM 12.4

5.1.7.7. Events/activities run by local schools/education providers that are exclusive to students. Core school curriculum and activities cannot be considered.

5.1.7.8. Ongoing operational costs e.g. staff, salaries, administration, maintenance, insurance, rental or lease arrangements.

5.1.7.9. Interstate and overseas travel. 5.1.7.10. Events that duplicate or compete with existing City Events. 5.1.7.11. Organisations who already receive Council funds to undertake

a specific activity for which funding is being sought or Organisations wanting to do a specific activity that is already funded by Council.

5.1.7.12. It should be noted that meeting the eligibility criteria is not a guarantee of funding.

5.1.8. Priority Criteria Due to the limited nature of funds available, priority will be given to projects that: 5.1.8.1. Promote increased visitation, stimulate economic development

and commercial activity in line with Devonport’s Strategic Goals.

5.1.8.2. Demonstrate considerable benefit to the people of Devonport, and the capacity to engage the community in new opportunities and experiences.

5.1.8.3. Demonstrate innovation and creativity. 5.1.8.4. Utilise and promote the natural and built tourism assets and

facilities of the City. 5.1.8.5. Adequately describe strategies to minimise any negative

environmental impact. 5.1.8.6. Complement the City’s existing events calendar and avoid

duplicating or competing with existing events. 5.1.8.7. Demonstrate coordination/partnership between organisations

and/or business to stimulate economic development. 5.1.8.8. Demonstrate an ability to manage the project through resource

allocation, effective planning, clear goals and evaluation processes.

5.1.8.9. Demonstrate good value for money, including level of funding and in-kind support from other organisations, government bodies etc.

5.1.8.10. The degree to which the event or activity is financially viable, has the ability to be ongoing and sustainable (if appropriate)

5.1.8.11. Final funding decisions are made on the merit of each application against the stated eligibility criteria, guidelines and an assessment against the above criteria.

5.1.9. Application and Assessment Process 5.1.9.1. Applicants are encouraged to contact the Council’s

Sustainable Communities Manager prior to commencing the application process to ensure eligibility. Application forms can be accessed via the Council website www.devonport.tas.gov.au

5.1.9.2. Fully complete applications will be assessed and prioritised by an assessment panel consisting of Aldermen. The assessment


ITEM 12.4

panel will then make their recommendations to the next scheduled Council Meeting for adoption. The Council’s decision is final and no further correspondence shall be entered into.

5.1.9.3. Once adopted by Council the applicants will be informed of their success or otherwise in gaining funding and arrangements will be made for the transfer of funds.

5.1.10. Grant Acquittal 5.1.10.1. Within one month of project completion, organisations must

complete the Acquittal Form and attach the following. 5.1.10.2. Copies of any advertising, newsletters and media relating to the

funded project. 5.1.10.3. Minimum of two (2) images in jpeg format for public use by

Council. 6. RATE REMISSIONS

6.1. Purpose

The Devonport City Council recognises the immense benefits provided to our residents and visitors by local community organisations through the provision of activities and services. Granting of a full or partial remittance of the general rate is one method of supporting and assisting local non-profit organisations to cater for and respond to the needs of Devonport residents. Under Section 129 of the Local Government Act 1993 Council may grant a remission of all or part of any rates payable by the ratepayer or class of ratepayer. In accordance with the Act Council resolved in 1997 (Res No. 2190) to consider part or full general rate remissions to non profit organisations that own property or are responsible for payment of rates. In March 2002, Council resolved (Res. No. 4541) to include non profit sporting organisations that own property or pay rates on leased property and are not licensed. Critical dates Applications for a remission of the general rate open in July each year for at least 8 weeks. An application must be submitted each year for rate remissions, it is not automatic for any organisations.

6.2. Eligibility 6.2.1. A full or partial remission of the general rate will be considered for:

6.2.1.1. Any non profit community organisation that is legally constituted as an incorporated body.

6.2.1.2. Organisations located in the Devonport municipal area. 6.2.1.3. Organisations that own their property or have full responsibility

for the rates in accordance with Section 120 of the Local Government Act.

6.2.2. A full or partial remission of the general rate will NOT be given for:


ITEM 12.4

6.2.2.1. Rates for previous financial years. 6.2.2.2. Organisations with an outstanding rate account. 6.2.2.3. Sporting organisations that are licensed.

6.2.3. Priority Criteria

Due to the limited nature of funds available, priority will be given to organisations that: 6.2.3.1. Help meet the goals, outcomes and strategies of Devonport’s

Strategic Plan. 6.2.3.2. Demonstrate considerable benefit to the people or

environment of Devonport, display as its main focus community benefit rather than organisational benefit.

6.2.3.3. Demonstrate a genuine need for a general rate remission. 6.2.3.4. Demonstrate financial viability and competence. 6.2.3.5. Final funding decisions are made on the merit of each

application against the stated eligibility criteria, guidelines and an assessment against the above criteria.

Meeting the eligibility criteria is not a guarantee of funding.

6.2.4. Conditions of grant remission The following conditions apply to successful recipients of a full or partial general rate remission. 6.2.4.1. The balance of the revised rate notice must be paid by the due

date. 6.2.4.2. No organisation will be eligible to receive further assistance until

all conditions are met for any pre-existing agreement and may be ineligible to access funding with the Devonport City Council for up to 2 years.

6.2.5. Application and Assessment Process 6.2.5.1. Applications will be assessed and prioritised by an assessment

panel consisting of Aldermen. 6.2.5.2. The panel will then make their recommendations to the next

scheduled Council Meeting for adoption. 6.2.5.3. The Council’s decision is final and no further correspondence

shall be entered into. 6.2.5.4. Once adopted by Council the applicants will be informed of

their success or otherwise in gaining a remission and amended rate notices will be issued.

7. DONATIONS

7.1. Purpose: To provide assistance for groups, organisations or individuals within the City of Devonport who are not eligible for sponsorship under any other Financial Assistance Program in this policy.

7.2. Definition: A donation is defined as financial or in-kind assistance from Council with no specified benefit direct to Council.

7.3. Eligible Applicants:


ITEM 12.4

7.3.1. Applications will be considered from groups, organisations or individuals within the City Of Devonport who are not eligible for financial assistance under any other Financial Assistance Program in this policy.

7.4. Categories include: 7.4.1. Non professional sports person from Devonport who is selected to

participate in a national or international event. Applicants must have been selected through officially recognised criteria for selection and participation in such an event.

7.4.2. Deriving the majority of revenue from donations or public subscription 7.4.3. Local through to International charity appeals or relief efforts 7.4.4. Providing a recognised necessary community service which would

otherwise be non-existent. 7.4.5. Award, trophy or prize provision

Donations will not be given to assist in the running or operational costs associated with an organisation or club.

7.5. Guidelines: 7.5.1. In general, donations will not be granted in excess of $250. However, a

greater level may be granted in the following circumstances 7.5.2. larger appeal or program support request by State or National

charitable organisations (e.g. Red Cross); 7.5.3. an event directly impacting the Devonport community 7.5.4. A donation will not be granted to an organisation which is already

receiving Council assistance for the project/event/purchase via another mechanism (e.g. Community Financial Assistance Scheme)

7.5.5. Organisations may request a donation on more than one occasion per calendar year, however no greater than two will be granted.

7.5.6. Council may elect to contribute to an eligible organisation without a specific request for assistance from that organisation, where it can be reasonably assumed an individual request would be problematic (e.g. large scale disaster, general appeals for assistance)

7.5.7. Where a donation is approved for a specific purpose (e.g. purchase of equipment) the organisation is required to provide evidence of expenditure.

7.5.8. Where possible organisations are encouraged to acknowledge the assistance provided by the DCC.

7.6. Application and Assessment 7.6.1. Applications must be lodged on Council’s Application for Donation Form

and submitted as indicated accordingly. 7.6.2. Requests for donations are to be assessed in accordance with the

above guidelines by the relevant Council Officer to determine if the recommendation is submitted to the General Manager for approval.

7.6.3. Council will advise successful applicants in writing of the General Manager’s decision.

7.6.4. Upon approval the Council Officer is to arrange for the appropriate cheque to be drawn and forwarded to the applicant.

7.6.5. The Council Officer is to prepare and include in a report to Council for information on a regular basis.

7.6.6. Details of recipient and amount must be included in the report.


ITEM 12.4

7.6.7. Applicants determined as unsuccessful in accordance with the above guidelines will be advised accordingly.

7.6.8. Once the budgeted amount allocated for Donations has been distributed no further allocations will be made in that financial year – even if the applicant meets all eligibility requirements.

8. TRAINING Training will be provided to staff involved in administering financial assistance to community organisations.

9. LEGISLATION AND RELATED DOCUMENTS

9.1. Recording of Advice and Information Policy

9.2. Local Government Act 1993

9.3. Personal Information Protection Act 2004

9.4. Right to information Act 2009

10. RESPONSIBILITY

10.1. Responsible Manager

10.1.1. Assistant General Manager – Customers and Community

11. Document Controller

11.1. Sustainable Communities Manager

12. AUTHORISATION

13. Adoption of Policy

13.1. Adopted on Amendments to Policy

14. Policy Review

June 2015

Trim File Ref:


ITEM 13.1

13.0 TECHNICAL AND FINANCE REPORTS

13.1 FINANCE REPORT TO 28 FEBRUARY 2013 File: 26544 D290457

RELEVANT PORTFOLIO Technical and Finance


Strategy 5.5.1 Provide financial services to support Council's operations and meet reporting and accountability requirements

Purpose To report the details of Council’s financial position and operational outcomes against budget for the current financial year.

BACKGROUND Monthly financial reports are provided to Council for information.

COMMENTARY The attached report provides an overview of Council’s financial position and year to date operating result as of 28 February 2013.

Included in the report are the following:

Financial Summary – This report provides an overview of Council’s Operational and Capital Income and Expenditure, along with details on cash position and Debtors information for the reporting period.

Summarised Operating Report – This report provides a summary of operational income and expenditure for the period to date compared to both the YTD Budget and Annual Budget.

Financial Charts – These charts provide a visual representation of year to date Income and Expenditure compared to budget and prior year, plus a Capital Expenditure chart which demonstrates the progress of the current year capital plan against budget and prior year capital plan information for reference.

Balance Sheet Report – This report provides a snapshot of Council’s financial position at the end of the reporting period.

Capital Expenditure Report – This report provides a list of all approved capital expenditure projects with the allocated budget, YTD expenditure and forecast expenditure including commentary in relation to budget variances, as well as whole of project budget and cost for those projects which span more than one financial year.

FINANCIAL IMPLICATIONS There are no financial implications arising from the presentation of this report. The report is provided for the information of Aldermen.


ITEM 13.1

RISK IMPLICATIONS Financial Risks

In relation to item 42 of Council’s Risk Register for Financial Risks: “Inaccurate information provided to decision makers could lead to misguided or inappropriate decisions being made.”

CONCLUSION The following report provides an overview of Council’s operating result and financial position at the end of the reporting period.

ATTACHMENTS 1. 26544 ca 18 March 2013 Finance Report Attachment

2. 26544 ca 18 March 2013 Finance Report Attachment 2 Capital

RECOMMENDATION That the Finance Report for February 2013 be noted.

26544 ca 18 March 2013 Finance Report Attachment ATTACHMENT [1]

ITEM 13.1

FINANCIAL SUMMARY YTD to February 2013

Operating Summary Annual CurrentBudget Actual Budget Forecast

Revenue 30,642,069 30,755,686 33,913,596 33,868,670 Expenditure 23,175,025 22,588,059 34,773,596 34,908,521

Operating Position 7,467,044 8,167,628 (860,000) (1,039,851)

Capital Expenditure Summary Annual CurrentBudget Actual Forecast

Capital Expenditure 21,624,107 5,537,734 20,575,518

Cash Information

February 2013June2012

Operating Account (Reconciled balance) 1,668,674 (208,778) Interest-Earning Deposits 14,612,217 11,607,593

16,280,891 11,398,815

Debtor Information

5,915,166 23.9%Rates Debtors 6,126,987 486,205 105,114 Infringement Debtors 128,180 79,163 26,509 Sundry Debtors 203,305 674,901 9,912 Planning & Health Debtors 7,959 3,602 70,286

6,466,430 1,243,871 6,126,987

Cash Investment InformationRate

ANZ Cash Deposits 4.00% at call 13,868,737 CBA Cash Deposits 3.25% at call 743,480

All cash investments are invested in compliance with Council's Investment Policy. 14,612,217

Commentary

YTD

This report provides a high level summary of operational income and expenditure, capital expenditure and the cash and receivables position as at the date of the report.

The current forecast is updated on a monthly basis to reflect anticipated changes to revenue, expenditure and net operating position. As at 28 February 2013, the forecast for income is expected to be lower than budgeted whilst expenditure is expected to be higher, resulting in a forecast operating deficit of $1.04M. This is a deterioration of $180K from the original budget result due to a number of factors including loss of rate income from high value properties as a result of the Council decision to offer a remission to 448 high value properties, $250K reduction in FAG funding compared to budget, lower admission and sales revenue from the Maritime Museum and Julie Burgess due to delays in opening these ventures and lower than anticipated parking and development income for the year. These losses of income and increases in expenditure have been offset somewhat by unbudgeted receipt of reimbursement from the State Government for the 2011 flood damage, additional interest earnings than predicted due to higher than anticipated interest rates and investment balances and savings in Rates and Land Tax costs for the year.

% of Annual Rates

The interest-earning deposits balance includes $5M of grant funds received in advance for the Aquatic Centre redevelopment. Now we are past the half-way point for the year, these advance funding amounts are beginning to be consumed as the Aquatic Centre redevelopment ramps up. $1.69M has been spent on this project to the end of February.

2012/2013 - Current2011/2012 - 1 Year2010/2011 - 2 Years2009/2010 - 3 Years

2008/2009 - Older

February 2013Rates Debtors

AgeingFebruary

2013June 2012

February 2013


ITEM 13.1

SUMMARISED OPERATING REPORT YTD to February 2013

Full BudgetBudget Actual $ % 2012

INCOME NoteRates and Service Charges 24,704,288 24,739,141 34,853 0.1% 24,768,288 Fees and User Charges 3,832,794 3,422,804 (409,991) -10.7% 5,829,232 1Grants - Operating 988,000 962,700 (25,300) -2.6% 1,262,000 Contributions - Operating 40,000 39,872 (128) -0.3% 60,000 Investment Revenue 713,961 1,026,777 312,816 43.8% 1,464,518 2Other Revenue 363,025 564,393 201,368 55.5% 529,558 3

TOTAL INCOME 30,642,069 30,755,686 113,617 0.4% 33,913,596

EXPENSESEmployee Benefits 7,883,503 8,137,417 (253,914) -3.2% 11,824,808 4Materials and Services 7,535,904 6,495,841 1,040,063 13.8% 11,281,712 5Depreciation 5,745,200 5,781,187 (35,987) -0.6% 8,617,800 Financial Costs 449,333 433,008 16,326 3.6% 651,000 Levies & Taxes 1,716,975 1,615,126 101,849 5.9% 2,755,464 Other Expenses 549,750 777,953 (228,203) -41.5% 701,276 6Internal Charges and Recoveries (705,641) (652,474) (53,167) 7.5% (1,058,464)

TOTAL EXPENSES 23,175,025 22,588,059 586,966 2.5% 34,773,596

NET OPERATING SURPLUS / (DEFICIT) 7,467,044 8,167,628 700,584 9.4% (860,000)

Own Source Revenue: 96.6% 96.7% 96.1%

Indicator:

Variance is less than 10% and dollar variance threshold from budget and is within acceptable limits Variance is greater than 10% and/or $200000 threshold from budget and requires explanation

Note Commentary1

2

3

4

5

6

Other revenue is ahead of budget as a result of $110K received from the State Government to reimburse costs associated with 2011 flood damage, which was not budgeted for. Adjustment made in forecast to reflect this. Additionally, MPES recoveries are above budget YTD, but this amount is offset by an increase in bad debt write-offs representing infringement debtors forwarded to MPES and treated as "Other Expenses".

Employee benefits are currently over budget, partly due to timing of budget allocations in each period, and partly due to more timesheet hours being charged to operations than anticipated (and fewer hours to capital), which has also contributed to fewer overhead recoveries from capital being achieved. This variance has improved since January and will continue to be monitored closely as the year progresses. Contributing to the expense over-run in employee costs is staff time charged to major maintenance jobs, which was budgeted to be performed by contractors. This is offset by under-expenditure in this area.

The materials and services variance can be attributed to the timing of actual v budget. Traditionally materials expenditure is lower in the first half of the year (particularly July) and catches up towards the end (particularly June) as a result of year-end accruals and reversals into the new financial year. Variance is in Council's favour, and will be monitored closely as the year progresses. Significant favourable variances relate to Major Maintenance, Waste Disposal costs, Consultants and General Materials for maintenance activities.

Other expenses are well above budget. The main difference relates to rates remissions provided to high value residential properties as a result of the decision at the September Council meeting, plus unbudgeted bad debts expense relating to amounts forwarded to MPES for the year (offset by additional income recovered from MPES and treated as "other income").

Investment revenue is currently ahead of budget, as a result of both higher than predicted interest rates being achieved, and higher than anticipated investment balances for the first half of the year. A forecast adjustment has been made to reflect this. Additionally, dividend income is ahead of budget for the year-to date, but this is believed to be due to a misalignment of timing between actual and budget amounts.

YTD YTD Variance

Fees and user charges are down on budget due to a number of factors, including internal waste management charges at the transfer station (offset by reduction in waste disposal costs) being down, a reduction in income from the Julie Burgess and Maritime Museum due to delays in getting these ventures operational, private works charges are down on budget, development application fees are down on budget, parking fees are down on budget, etc. Offsetting some of these losses of income is an increase in animal infringements revenue, derived from a focussed effort on house-checks during the year.


ITEM 13.1

FINANCIAL CHARTS Year to Date to end of February 2013

(1,000,000)

‐

1,000,000

2,000,000

3,000,000

4,000,000

5,000,000

6,000,000

7,000,000

8,000,000

9,000,000

Employee Benefits

Materials & Services

Depreciation Finance Costs Levies & Taxes Other Expenses Internal Charges

2013 YTD 8,137,417 6,495,841 5,781,187 433,008 1,615,126 777,953 (652,474)

Bud YTD 7,883,503 7,535,904 5,745,200 449,333 1,716,975 549,750 (705,641)

2012 YTD 7,850,765 6,009,454 5,308,387 443,330 1,645,870 521,547 (584,547)

$ Expenditure

Expenditure Analysis

‐

5,000,000

10,000,000

15,000,000

20,000,000

25,000,000

Rates & Utility Charges

Fees & Charges Grants Contributions Dividends and Other Investment

Income

Other Income

2013 YTD 24,739,141 3,422,804 962,700 39,872 1,026,777 564,393

Bud YTD 24,704,288 3,832,794 988,000 40,000 713,961 363,025

2012 YTD 23,829,005 3,412,610 1,496,494 61,728 929,352 389,496

$ Income

Income Analysis

Start Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun

2013 Budget ‐ 891 1,860 3,155 4,276 5,696 7,213 10,173 12,607 14,456 16,533 18,669 22,003

2013 Actual ‐ 134 645 1,406 1,946 3,207 4,126 4,663 5,538

PY Budget ‐ 1,310 2,620 3,930 5,240 6,550 7,860 9,170 10,480 11,790 13,100 14,410 15,720

PY Actual ‐ 217 668 1,263 1,758 2,629 3,680 5,978 7,623 8,452 9,473 10,315 13,175

$0

$5,000

$10,000

$15,000

$20,000

$25,000

Accumulated Expenditure ‐$'000

Capital Expenditure ‐ $'000


ITEM 13.1

BALANCE SHEET REPORT As at February 2013

28 Feb 2013 30 Jun 2012Current AssetsCash at Bank and On Hand 1,668,674 (208,778) Trust Deposits 309,267 320,779 Cash Investments 14,612,217 11,607,593 Receivables - Rates and Utility Charges 6,126,987 486,205 Receivables - Infringements 128,180 79,163 Receivables - Sundry 203,305 674,901 Receivables - Planning & Health 7,959 3,602 Loans Receivable - Current 257,041 260,028 Accrued Revenue - 196,396 Prepayments - 105,094 Net GST Receivable 525,015 174,900

23,838,645 13,699,882 Non Current AssetsLoans Receivable - Non-Current 47,679 - Dulverton Regional Waste Management Authority 2,371,040 2,371,040 Cradle Mountain Water 76,837,252 76,837,252 Property, Plant & Equipment 531,845,059 526,944,951 Accumulated Depreciation - PP&E (209,909,964) (206,466,569) Capital Work in Progress 13,188,394 12,428,279

414,379,461 412,114,952

Total Assets 438,218,106 425,814,834

Current LiabilitiesTrade Creditors 1,056,841 377,622 Accruals 331,167 2,260,724 Trust Liability 314,391 376,097 Loans - Current 948,370 948,370 Annual Leave 1,124,447 1,158,595 Long Service Leave - Current 990,068 921,453

4,765,284 6,042,860 Non Current LiabilitiesLoans - Non-Current 9,646,704 7,584,904 Long Service Leave - Non-Current 525,187 525,187

10,171,891 8,110,091

Total Liabilities 14,937,176 14,152,951

Net Assets 423,280,930 411,661,884

EquityAsset Revaluation Reserve 231,726,880 231,726,880 Asset Revaluation Reserve - Associates 1,170,599 1,170,599 Other Reserves 440,348 440,348 Accumulated Surplus 178,324,057 174,022,985 Operating Surplus / (Deficit) 8,167,628 747,831 Capital Surplus / (Deficit) 3,451,419 3,553,242

Total Equity 423,280,930 411,661,884

Current Ratio: 5.00 2.27

The Current ratio indicates Council's ability to pay its debts as and when they become due.A ratio of one or higher is required for the entity to remain solvent.

26544 ca 18 March 2013 Finance Report Attachment 2 Capital ATTACHMENT [2]

ITEM 13.1

Capital Expenditure Report

As at February 2013 Prior Budget Prior Actual 2013 Budget 2013 Actual 2013 Forecast$ $ $ $ $ Commentary

Open Space & RecreationCP0009 Open Space Management Plans 11,197 11,197 68,803 3,135 68,803 CP0016 Conc strip sth vic parade ramp - - - CP0019 Mersey Vale Master Plan works - - - CP0020 Kempling St Land - - 200,000 350 350 Revised forecast is $0K - Project unlikley to proceedCP0021 Aquatic Centre - Indoor Facility Stage 2 886,606 886,606 10,163,394 1,694,442 9,163,000 Revised forecast based on programme and cash flow adjustmentCB0019 Signage Strategy Implementation - Year 2 13,660 13,660 56,340 225 56,340 CP0022 Chich/Morris Play space 351 351 19,649 19,689 19,649 CP0029 Mersey River Foreshore works 18,247 18,247 111,090 94,040 111,090 CP0037 Cycling Network Strategy Action Plan Year 2 - Miandetta Link at Formby

Rd 75,000 9,513 75,000 CP0038 Devonport Oval - Scoreboard replacement 140,000 144,615 171,400 Council approved budget variance. Higher quality/product cost/tenderCP0039 Mersey Bluff Car Park Extension 120,000 5,406 120,000 CP0040 Lovett St Soccer ground No 1 irrigation 49,000 47,304 49,000 CP0041 Mersey Vale Master Plan works 12/13 200,000 53,862 200,000 CP0042 Clayton Drive CNBC Repatriation Project 82,000 70,901 82,000 CP0043 Madden Street Park Surface Restoration 42,000 4,859 42,000 CP0045 Reg Hope Park Fence & Seating (Julie Burgess) 11,000 10,818 11,000 CP0046 EDRC - Entry doors 14,400 48 14,400 CP0047 Meercroft Park toilets/chang room 10,000 594 10,000 CP0048 Barbecue replacement 18,000 18,508 18,000 CP0049 Walking Track Remediation - renewal program 60,000 43,868 60,000 CP0050 Victoria Parade Replace Sprinkler Heads Program 14,700 15,700 14,700 CP0051 Vietnam veterans Wall Reconstruction 26,000 1,892 26,000 CP0052 Park Furniture Replacement Program 10,000 - 10,000 CP0053 Aiken Head Point Walkway Replace Lighting 9,000 160 9,000 CP0054 Litter Bin Program 12/13 31,500 856 31,500 CP0055 Byard Park Toilet/Changeroom 10,000 - 10,000 CP0056 Aquatic Centre - Concrete walkway replacement 250,900 480 250,900 CP0057 Devonport Oval - Cricket Club Amenities Renewal 81,800 84,332 81,800 CP0058 Devonport Oval - Visitors change room showers 8,500 947 8,500 CP0059 Maidstone Park - Upgrade timber seating replacement western side

11,000 10,345 11,000 CP0060 Spreyton Netball Courts - resurface, S/W 204,800 283,016 275,000 Additional scope realted to electrical issues. Additional $ contribution by DNA.CP0061 Devonport Rec Centre - Security 120,000 229 120,000 CP0062 SLST Report Signage 5,000 4,466 5,000 CP0063 Maidstone Park - Power supply upgrade 10,840 - 10,840

Proceeds on disposal of assets (41,773) Total Open Space & Recreation 930,061 930,061 12,234,716 2,582,830 11,136,272


ITEM 13.1


As at February 2013 Prior Budget Prior Actual 2013 Budget 2013 Actual$ $ $ $

BuildingsCB0009 Art Perm Coll & Conservation - 15,949 - CB0015 DRG OS Storage Fac St2 - (15,079) - CB0016 Maritime Museum Enhancement Project 1,671,550 1,371,550 523,096 480,991 820,000 Forecast up - carry fwd budget amendment did not reflect expendituresCB0024 Julie Burgess project 1,840,606 1,840,606 35,345 34,247 35,345 CB0025 Bluff Restaurant Fit out 44,742 44,742 255,258 - 255,258 CB0028 Acquisition of Crown Land 20,000 - 20,000 CB0029 Art Gallery - kitchen upgrade 10,000 8,967 10,000 CB0030 Art Storage Facility (Racking) 148,000 762 148,000 CB0031 Maritime Museum - Display Boxes 50,000 - 50,000 CB0032 Melrose Hall - Exterior wall clad 22,000 183 22,000 CB0033 Spreyton Hall - Exterior wall clad 15,200 170 15,200 CB0034 Mersey Bluff caravan park 150,000 1,404 150,000 CB0035 DECC - Laneway 5,100 3,899 5,100 CB0036 Tiagarra - toilet access ramps 10,000 5,119 10,000 CB0037 Automatic gate and security upgrade for Operations Centre 64,300 143 64,300 CB0038 Wenvoe Street Carpark - Building demolition 95,000 45,679 95,000 CB0039 WTS Access Road gravel preparation, 2 coat seal & Drainage 22,000 25,610 22,000 CB0040 WTS Cover over oil store 11,600 3,210 11,600 Total Buildings 3,556,898 3,256,897 1,436,899 611,253 1,733,803

StormwaterCS0006 Tugrah Road K&D - - - CS0007 Manhole Lid Replacement 12/13 25,000 175 25,000 CS0008 Torquay Road - Table Drain & Pavement upgrade 130,000 19,142 130,000 CS0009 Tasman St Easement Drainage 100,000 44,336 100,000 CS0010 Pit Replacement 12/13 50,000 3,528 50,000 CS0011 Minor Stormwater Works 12/13 30,000 12,909 30,000 CS0012 SW Outfall Risk Improvement & Renewal 12/13 20,000 454 20,000 CS0013 Turton Street SW pipe installation 80,000 4,408 80,000 CS0014 Waverley Rd SW drainage 33,000 1,157 33,000 CS0015 William St SW Catchment Upgrade - Stage 2 137,000 4,546 137,000 Total Stormwater - - 605,000 90,655 605,000


ITEM 13.1



TransportCT0002 Bridge Rd Pavement Recon - 35 - Invalid entry - requires reallocation. CT0004 James & North Fenton K&C 21,976 21,976 248,024 239,692 248,024 CT0010 Tasman Place reconstruction - - - CT0015 Stewart St Redev Stage 2 - - - CT0031 Parking Machines - - - CT0032 Sheffiled Road K&C stage 7 & 8 50,405 50,405 466,342 406,965 475,000 Forecast up due to increased scope - batters, Telstra, drainage and driveway reinstatementCT0037 Road Network Minor Works 12/13 25,000 512 25,000 CT0038 Re-seal programme 12/13 600,000 203,385 600,000 CT0039 Street Light Provision 12/13 20,000 10,968 20,000 CT0040 Footpath Minor Renewal in Road Reserve 12/13 25,000 2,554 25,000 CT0041 Stewart Street - near school crossing pavement rehabilitation 10,000 2,095 15,500 Forecast up due to higher than expected contractor costCT0042 Saleyards Road Pavement Reconstruction 126,000 1,304 105,000 Revised forecast down based on project design and revised estimateCT0043 Stephen Street Renewal - Wright to Tarleton 90,000 27,887 75,000 Extent of work revised therefore forecast reduced . CT0044 Edward Street Renewal (including Stewart Junction) 215,000 6,376 150,000 Revised forecast down based on project design and revised estimateCT0045 Rooke Street - Oldaker to Best pavement & kerb essential renewal -

Additonal SW Upgrade req'd 195,000 536 195,000 CT0046 William - Valley intersection reconstruction 285,000 70,974 265,000 Revised forecast down based on project design and revised estimateCT0047 Harold - Hiller Intersection reconstruction 20,000 14,491 15,000 Revised forecast down based on project design and revised estimateCT0048 David Street K&C replacement - # 45 to 47, # 63 to 65 45,000 19,502 51,000 Revised forecast up based on project design, revised estimate & project costsCT0049 John Street Pavement Rehabilitation Wright St to Tarleton St 175,000 199,974 200,000 Revised forecast up due to increased scope of work (additional kerb replacement & drainage)CT0050 Madden Place Reconstruction 110,000 7,484 95,000 CT0051 Nicholls St/Ronald to William 431,000 19,525 440,000 Revised forecast up based on project design, revised estimate & project costsCT0052 William Street pavement reconstruction - James to Nicholls 250,000 12,026 250,000 CT0053 Pedestrian Network Strategy (2012) Action Plan Implementation 15,000 16,194 20,000 Forecast up slightly based on actual cost & line marking CT0054 Road Traffic Devices Minor Works 12/13 25,000 21,946 25,000 CT0055 12/13 Devonport Road Network Strategy (2009) Action Plan

Implementation 100,000 2,348 100,000 CT0056 Forthside Rd Guardrails - upgrade to current standard 15,000 9,801 14,000 CT0057 Bellamy Road Safety Improvements 63,000 17,619 26,000 Forecast is revised based on actual cost & Non success in obtaining Blackspot funding CT0058 Lillico Road reconstruction & widening (south of Railway Line) 80,000 22,934 80,000 CT0059 Kelcey Tier Road safety improvements Stage 1 111,000 4,517 111,000 CT0060 Forth Road Rehabilitation south of Waverley Road 50,000 64,850 65,000 Forecast up based on actual cost CT0061 Best & Sorell intersection New Roundabout 220,000 11,486 242,000 Revised forecast up based on project design and revised estimateCT0062 David-John RAB 220,000 4,453 220,000 CT0063 Nicholls & Gunn intersection New Roundabout 250,000 3,119 250,000 CT0064 Thomas & Wright intersection New Roundabout 280,000 3,807 280,000 CT0065 Stony Rise Rd-Tugrah Rd-Bass Hwy off ramp New Roundabout 454,000 18,630 454,000 CT0066 Fenton Street & Stewart Street Intersection Safety Improvements 100,000 215 215 Revised forecast is $0K - no external funding availableCT0067 Bluff Road Pedestrian Crossing Improvements 76,000 145 145 Revised forecast is $0K - no external funding availableCT0068 Forbes Street Footpath Hazard Elimination 7,000 7,231 7,000 CT0069 Watkinson Street footpath safety improvements Stage 1 10,000 251 10,000 CT0070 Mersey Road footpath 'missing link' - #107 to #111 16,000 20,443 20,500 Revised forecast up slightly based on project design and revised estimateCT0071 Nicholls Street 'missing link' - beside #85 Ronald St 11,000 11,122 11,000 CT0072 David Street new footpath - Murray St to #106 58,000 44,704 58,000 CT0073 Oldaker Street Footpath - Rooke to North Fenton 20,000 755 20,000 CT0074 Drew Street to Tarleton Street Footpath Renewal 25,000 80 25,000 CT0075 PAYL Parking

- 8,427 8,500 No budget for PAYL in current financial year but likely to be listed for 13/14. Expenses incurred following Council decision to commence investigation.

Total Transport 72,381 72,381 5,542,366 1,541,362 5,296,884


ITEM 13.1



Plant & FleetCF0004 Hire Plant Replacement Plan 12/13 626,000 414,884 626,000 CF0005 Minor Plant Replacement Plan 12/13 93,800 12,240 93,800 CF0006 Fleet Replacement Plan 12/13 152,000 165,397 152,000

Proceeds on disposal / trade-in of assets (198,197) Total Plant & Fleet - - 871,800 394,324 871,800

Other EquipmentCC0001 Information Technology 26,710 26,710 38,600 38,421 38,600 CC0002 Information Technology 12/13 264,251 118,120 262,684 Revised forecast down slightly based on known costsCC0003 Maritime Museum Ship Simulator 600,000 138,045 600,000 CE0002 Furniture & Fittings 12/13 30,475 22,724 30,475 Total Other Equipment 26,710 26,710 933,326 317,310 931,759

TOTAL CAPITAL EXPENDITURE 4,586,050 4,286,049 21,624,107 5,537,734 20,575,518


ITEM 13.2

13.2 CAPITAL WORKS REPORT File: 26405D291284



Strategy 2.3.5 Develop and maintain a long term Capital Improvement Program

PURPOSE To inform Council of the progress of the Capital works program for the 2012/13 financial year.

BACKGROUND The attachment to this report is a summary view of the current status of Council’s Capital Works projects. The program focuses on the progress of the onsite construction works, rather than including all the aspects which occur before work starts on site (i.e. design, consultation, tendering etc.).

This will allow a clear picture on when physical site construction is planned to start for a particular project and also provide an indication of actual progress against what was planned.

COMMENTARY Council has approved a $21,624,107 capital expenditure budget for 2012/13. A detailed program has been developed to plan when each project will occur. The program is reviewed quarterly to amend schedules which are known to have changed for external reasons. This report reflects changes made following a review of progress at the end of December 2012 and the next review of progress is scheduled at the end of March. The attachment indicates the anticipated construction time frames for each project. All aspects of planning, design, delivery and capitalisation of projects are progressing with a number of projects completed, some under construction or about to commence. There are a number of projects prepared for external delivery with tenders awarded and contractors engaged to commence work. The design and planning phase is either complete or substantially progressed for seventy three projects and many of these are now delivered or in a construction phase.

Recently completed works from the current year include the Pedestrian Network Strategy (Oldaker Street) improvement work, Tasman Street drainage, Bass Strait Maritime Museum Display Boxes, SLST Report signage , Stephen Street pavement renewal and Sheffield Road kerb and footpath works.

Projects which are well progressed include the David Street K&C replacement, William Street - Valley Road Intersection works, the reseal programme, the Cycling Network Strategy (Miandetta Link), Open Space Management Plan (Horsehead Creek), and the Art storage racking. Work in progress includes Torquay Road drainage and pavement boxout work, Nicholls Street pavement widening and K&C, Aiken Head walkway lighting, and the Melrose and Spreyton wall cladding. There are a number of projects expected to start in the next month as procurement processes are finalised. These projects include


ITEM 13.2

William Street pavement and SW catchment stage 2 upgrade, Edward Street Renewal, David & John Street roundabout, Stony Rise & Tugrah Road roundabout and Saleyard Road Pavement renewal.

The Aquatic Centre structural steel framing on the northern building and pre-cast column installation on the pool hall are now complete and steel roof truss installation over the pool hall is in progress. Other tasks in progress include offsite fabrication of the 25 metre pool formwork, mechanical services installation and internal wall construction within the northern building. Roofing is expected to arrive on site this month. The plant, vehicle and IT renewal items are advancing and are generally on program.

FINANCIAL IMPLICATIONS It is anticipated that the 2012/13 Capital Works program will be completed within the allocated budget.

RISK IMPLICATIONS Occupational Health and Safety

Projects within the capital program include activities designated as High Risk under the model Work Health and Safety Regulations Part 6.1, R291. Hazard identification, risk assessment and development of safe systems of work are required to be carried out on all projects.

Assets, Property and Infrastructure The program delivery is essential to mitigation of the identified risks associated with asset renewal strategies.

Contractual/Legal Contract management of consultants and contractors is carried out in accordance with developed policy, procedures and the Code for Tenders and Contracts.

Financial Capital works program expenditure is reviewed monthly with projections of expenditure provided for minimisation of financial risk.

Information Technology The Capital Program includes renewals for IT assets minimising the risk of redundancy and system failure.

Natural Hazards Natural Hazards are identified and engineering solutions to minimise the associated risks are included in project development. Frequently considered natural hazards include flooding from occasional excessive rainfall events.

Professional Indemnity/Public Liability Contracts for consulting and contracting include clauses to mitigate risks.

CONCLUSION The 2012/13 Capital works program is progressing generally in accordance with the amended program and project delivery is gaining momentum with a large number of contracted projects expected to commence this month.

ATTACHMENTS 1. Capital Works Program


ITEM 13.2

RECOMMENDATION That the progress report on the 2012/13 Capital Works Program be noted.

Capital Works Program ATTACHMENT [1]

ITEM 13.2


ITEM 13.3

13.3 CONTRACT 1235 EDWARD STREET RENEWAL File: 28163D291283



Strategy 2.3.1 Provide and maintain roads, bridges, footpaths, bikeways and carparks at appropriate standards

PURPOSE To award a contract for reconstruction of selected sections of road pavement, wearing surface, drainage, footpath & kerb and channel in Edward Street

BACKGROUND This report considers tenders received for “Edward St Renewal (including Stewart Junction)” listed within the 2012/13 Capital Works Program.

COMMENTARY Tenders were publicly advertised and at the nominated closing time tenders were received from three companies. All tenders received are conforming tenders and are summarised in Table 1:

Table 1

CONTRACTOR MAIN OFFICE BASE

TENDER SUM (excluding GST)

Kentish Construction and Engineering Company Pty Ltd (Trading as Treloar Transport) Sheffield $ 127,755.00

Venarchie Contracting Pty Ltd Mowbray $ 145,726.40

Harding Hotmix Pty Ltd Ulverstone $ 150,948.90

From the Table 1 summary, Kentish Construction and Engineering Company Pty Ltd ($127,755.00) is the lowest tender. The tender evaluation panel has considered each of the selection criteria and Kentish Construction and Engineering Company Pty Ltd has ranked highest overall and therefore offer Council best value for money.

In addition to the works included in the tender, there are also further costs summarised in Table 2.

Table 2: Additional works not included in this contract EXTRA WORK SUM

Design, Project Management & Overhead $20,000

Reinstate Line marking (Parking Bays) $1,500

The total cost of the additional works is $21,500.00 (excluding GST).


ITEM 13.3

Therefore the total project cost (adopting the lowest tender price) is approximately $149,255.00.

FINANCIAL IMPLICATIONS The allocated 2012/13 Capital Works budget for this project is $215,000 therefore the estimated total project cost of $149,255 is expected to be within the allocated budget.


Projects and purchases within the capital program include activities designated as High Risk under the model Work Health and Safety Regulations Part 6.1, R291. Hazard identification, risk assessment and development of safe systems of work are required to be carried out on all projects

Political/Governance The tender administration and reporting processes related to this contract comply with Division 2A- Tenders and contracts for goods and services of the Local Government Act, 1993.

Assets, Property and Infrastructure The scope of work or goods supplied under this contract form part of Council’s infrastructure asset management strategy and therefore reduces the risk of asset performance and cost issues.


Financial The tender amount is within the budgeted allowance and is unlikely to impose additional or unexpected financial risk to Council.

Professional Indemnity/Public Liability Contracts for consulting and contracting and supply of services include clauses to mitigate risks.

CONCLUSION Following an evaluation of the tenders received for the Edward St Renewal (Contract No. 1235), it is determined that Kentish Construction and Engineering Company Pty Ltd offer best value for Council.

ATTACHMENTS Nil

RECOMMENDATION That Council accept the tender submitted by Kentish Construction and Engineering Company Pty Ltd for the tendered sum of $127,755.00 excluding GST.


ITEM 13.4

13.4 CONTRACT 1234 - STONY RISE / TUGRAH ROAD ROUNDABOUT File: 28174D291377




PURPOSE To award a contract for construction of a new roundabout, wearing surface, pavement, drainage, kerb and channel at Stony Rise Rd-Tugrah Rd-Bass Hwy off ramp.

BACKGROUND This report considers tenders received for “Stony Rise Rd-Tugrah Rd-Bass Hwy off ramp New RAB” listed within the 2012/13 Capital Works Program. The project has been identified as an important infrastructure improvement to support residential subdivision and commercial development and growth off Stony Rise Road. Council has previously received a contribution toward the project from The Tiers subdivision developer and also expecting $331,000 Federal Government ” Road to Recovery” funding for the project.

COMMENTARY Tenders were publicly advertised and at the nominated closing time tenders were received from four companies. All tenders received are conforming tenders and are summarised in Table 1:

Table 1



CBB Contracting Pty Ltd Burnie $656,953.80

Kentish Construction and Engineering Company Pty Ltd (Trading as Treloar Transport) Sheffield $681,828.00

Harding Hotmix Pty Ltd Ulverstone $682,930.00

Venarchie Contracting Pty Ltd Mowbray $762,828.00

From the Table 1 summary, CBB Contracting Pty Ltd ($656,953.80) is the lowest tender. The tender evaluation panel has considered each of the selection criteria and CBB Contracting Pty Ltd has ranked highest overall and therefore offer Council best value for money.




ITEM 13.4


Primerseal (DIER requirement) $27,000

Removal of existing poles and installation of new stay wire (Aurora)

$5,000

Supply of Light Poles $17,000

Installation and Connection of Light Poles $7,000

Telstra Relocation $3,649.26

5% Contingency allowance (on budget amount)

$23,000

Total $132,649.26

FINANCIAL IMPLICATIONS The allocated 2012/13 Capital Works budget for this project is $454,000, plus an additional $50,000 from the reseal program allocated for sealing works on this project.

The total 12/13 budget is $504,000.00

The estimated total project cost is $789,603.06.

The total shortfall is $285,603.06

Identified savings:

There is an option to substitute the currently specified asphalt seal with a primerseal. Traffic can run on the primer seal before asphalt is placed and an asphalt overlay can be deferred to the 13/14 capital works reseal program and completed when weather is more favourable. The use of primerseal is in fact a DIER requirement for works on their roads to ensure the optimum outcome from the final hotmix seal. There is also scope within the current 2012/13 reseal program to re-allocate funds to complete the primers seal at the new Roundabout.

The reduced total shortfall is $166,353.06

Other road projects have resulted in significant savings (such as the 2 tenders included in this agenda) and it is anticipated that sufficient funds will be available within the 2012/13 allocated capital works budget to complete the project, without the need for additional funding. The final hot mix seal would be funded from the 2013/14 re-seal budget.





ITEM 13.4



Financial The tender amount is outside the budgeted allowance and without Council approval to allocate additional funds in the current or 2013/14 financial year, previously approved Road to Recovery funding may be forfeited.


CONCLUSION Following an evaluation of the tenders received for the Stony Rise / Tugrah Road Roundabout Construction (Contract No. 1234), it is determined that CBB Contracting Pty Ltd offer best value for Council.

ATTACHMENTS Nil

RECOMMENDATION That Council accept the Schedule of Rates tender (Contract 1234) submitted by CBB Contracting Pty Ltd for the tendered sum of $656,953.80 excluding GST, but amended to achieve cost savings related to pavement seal type.


ITEM 13.5

13.5 CONTRACT 1237 - DAVID & JOHN STREET INTERSECTION NEW ROUNDABOUT

File: 28174D291473




PURPOSE To award a contract for construction of a new roundabout, wearing surface, drainage, footpath, kerb and channel at the David & John Street Intersection.

BACKGROUND This report considers tenders received for “David-John RAB” listed within the 2012/13 Capital Works Program.

COMMENTARY Tenders were publicly advertised and at the nominated closing time tenders were received from two companies. All tenders received are conforming tenders and are summarised in Table 1:

Table 1



Kentish Construction and Engineering Company Pty Ltd (Trading as Treloar Transport) Sheffield $ 194,716.00

Harding Hotmix Pty Ltd Ulverstone $ 189,378.00

From the Table 1 summary, Hardings Hotmix Pty Ltd ($189,378) is the lowest tender. The tender evaluation panel has considered each of the selection criteria and Hardings Hotmix Pty Ltd has ranked highest overall and therefore offer Council best value for money.




FINANCIAL IMPLICATIONS The allocated 2012/13 Capital Works budget for this project is $220,000 therefore the estimated total project cost of $211,378 is expected to be within the allocated budget.


ITEM 13.5






Financial The tender amount is within the budgeted allowance and is unlikely to impose additional or unexpected financial risk to Council.


CONCLUSION Following an evaluation of the tenders received for the David & John Street New Roundabout (Contract No. 1237), it is determined that Hardings Hotmix Pty Ltd offer best value for Council.

ATTACHMENTS Nil

RECOMMENDATION That Council accept the tender submitted by Hardings Hotmix Pty Ltd for the tendered sum of $189,378.00 excluding GST


ITEM 13.6

13.6 DEVONPORT AQUATIC CENTRE - EXISTING POOL REMEDIATION File: 27898D291492



Strategy 2.3.3 Provide and maintain Council buildings, facilities and amenities

PURPOSE To seek Council approval to reallocate Devonport Aquatic Centre (DAC) contingency funds to allow remedial repairs to the existing 50 metre and learn to swim pools to be completed.

BACKGROUND The Devonport Aquatic Centre (DAC) redevelopment is currently in progress and to facilitate the completion of the new 25 metre indoor pool and facilities the existing outdoor pools have been closed to the public.

COMMENTARY During the closure of the pool facility a long standing leakage problem associated with the outdoor pool facility has been investigated. The leakage rate is estimated to be approximately 700 litres per hour. Recently an investigation and inspection of the pools was undertaken to determine possible issues that might be contributing to the loss of water. The issues identified included holes in the fibre glass liner, cracks, failing sealed joints and corrosion of the main intake pipe work. It was also noted that fibreglass surface defects present a potential hazard to the pool users and could result in injury and liability claims unless repaired.

As outlined in a Council workshop in February 2013, an engineer who specialises in aquatic facilities and a fiberglass contractor have recently visited the facility and independently assessed and made similar recommendations concerning the repairs.

In general, the remediation repairs will require replacing silicon seal joints within the concrete pool shell, replacement / repair of cracked / pitted sections of the fiberglass liner and mending delaminated faces. Other repairs will involve replacement of cast iron pipework and applying a protective coating over the fiberglass liner. If this work is completed it is expected to extend the life of the pools lining by 10 to 15 years. However there may be additional minor remedial works required in the future that will need to be assessed and addressed as they arise.

The cost of remedial repairs is estimated at $150,000 and will take 5 to 6 weeks.

The timing of the repairs is important and the remediation work should be commenced within the next month to take advantage of the warmer / dryer conditions. Completion of the remediation work in the early part of the financial year is preferable to avoid potential issues associated with programming / interface conflict with other contracted works around the perimeter of the 50 metre pool near the new pool hall. There is likely to be increased construction activity in this area in the lead up to the pool opening in December 2013.


ITEM 13.6

An alternative solution is to completely renew the existing linings. In ideal weather conditions this process would take 4 to 5 months to complete at a cost of around $350,000. The life expectancy of the new lining is a minimum 20 years. Considering the amount of time left between now and the opening of the new facility this option would risk not having the outdoor pool ready for use by December 2013.

FINANCIAL IMPLICATIONS Based on current assessment the DAC project will come in under budget and this repair work can be funded from the contingency allocated for the new pool.

The remediation repairs to the existing outdoor pools, estimated at $150,000 will leave a contingency amount of $403,000 for the remainder of the project.

Water leakage negatively impacts on operating costs for the pool.


Projects within the capital program include activities designated as High Risk under the model Work Health and Safety Regulations Part 6.1, R291. Hazard identification, risk assessment and development of safe systems of work are required to be carried out on all projects.

Assets, Property and Infrastructure The proper management of facilities and equipment is essential to mitigate identified risks associated with asset renewal strategies. Programming and scheduling of works is carefully managed to reduce risk of project delays, increased costs and poor quality and performance issues.


Financial The project expenditure is monitored and reviewed monthly with projections of expenditure provided for minimisation of financial risk.

Information Technology The Capital Program includes renewals for IT assets minimising the risk of redundancy and system failure.

Natural Hazards Natural Hazards are identified and engineering solutions to minimise the associated risks are included in project development. Frequently considered natural hazards include flooding from occasional excessive rainfall events.

Professional Indemnity/Public Liability Contracts for consulting and contracting include clauses to mitigate risks.

CONCLUSION To maintain the existing outdoor pools it is important that Council undertaking necessary repairs to remove surface defects, control water leakage and extend the life of the fibreglass pool liner. It is also considered important that the remediation work commence within the next month. It is therefore recommended that Council approve the reallocation of approximately $150,000 from the DAC project contingency sum to allow the immediate commencement of the outdoor pool remediation works.


ITEM 13.6

ATTACHMENTS Nil

RECOMMENDATION That Council approve the reallocation of approximately $150,000 from the DAC project contingency sum to allow the immediate commencement of the outdoor pool remediation works.

devonport city council agenda 18 march 2013

Documents

notice of meeting notice

council meeting d291234

council minutes

ordinary meeting

council chambers

notice of motion

persons general advice

qualified persons advice