Agenda of Ordinary Council - 20 October 2008

COUNCIL CHAMBERS

The Lord Mayor Clr Antoine (Tony) Issa, OAM – Woodville Ward

Dr. Robert Lang, Chief Executive Officer - Parramatta City Council

Sue Coleman – Group Manager City Services			Assistant Minutes Clerk – Michael Wearne
Stephen Kerr – Group Manager Corporate			Minutes Clerk – Grant Davies
Marcelo Occhuizzi –Acting Group Manager Outcomes & Development

Clr Paul Barber – Caroline Chisholm Ward			Clr Lorraine Wearne - Lachlan Macquarie Ward
Clr Mark Lack – Elizabeth Macarthur Ward			Clr John Chedid – Elizabeth Macarthur Ward
Clr Glenn Elmore – Woodville Ward			Clr Andrew Wilson – Lachlan Macquarie Ward
Clr Pierre Esber– Lachlan Macquarie Ward			Clr Scott Lloyd – Caroline Chisholm Ward
Clr Prabir Maitra – Arthur Phillip Ward			Clr Andrew Bide – Caroline Chisholm Ward
Clr Julia Finn – Arthur Phillip Ward	Clr Michael McDermott - Elizabeth Macarthur Ward	Clr Paul Garrard, Deputy Lord Mayor – Woodville Ward	Clr Chiang Lim – Arthur Phillip Ward

Staff

GALLERY

Ordinary Council	20 October 2008

TABLE OF CONTENTS

ITEM SUBJECT PAGE NO

1 CONFIRMATION OF MINUTES - Ordinary Council - 7 October 2008

2 APOLOGIES

3 DECLARATIONS OF INTEREST

4 Minutes of Lord Mayor

5 Public Forum

6 PETITIONS

7 COUNCIL MATTERS TO BE ADOPTED WITHOUT DISCUSSION

8 City Development

8.1 Economic Development Update October 2008

9 Environment

9.1 Ponds Subiaco Creek Waterway Rehabilitation Masterplan Public Exhibition

10 Roads Paths Access and Flood Mitigation

10.1 Wentworth Street Granville - Land Acquisition for Road Widening

10.2 Transport Submission to Infrastructure Australia

11 Culture and Leisure

11.1 Naming of Sporting Oval and Playground at Guildford Park, Guildford (Woodville)

12 Community Care

12.1 Western Sydney Area Assistance Scheme (WSAAS)

12.2 Dob in a Graffiti Vandal

12.3 Access Advisory Committee Meeting

12.4 Aboriginal and Torres Strait Islander Advisory Committee 22nd July 2008

13 City Leadership and Management

13.1 Disclosure of Interests Register as at 30 September 2008

13.2 Investments Report for August 2008

13.3 2007/08 Financial Report

13.4 A Special National General Assembly 'Local Government Constitutional Summit' - Melbourne Convention Centre - 8-11 December 2008

13.5 Council Workshops

13.6 Passenger Vehicle Selection Criteria

14 Notices of Motion

14.1 Memorandum of Understanding (MOU) with the NSW Labour Council

14.2 Quality Control Department

14.3 Onsite Meeting for Traffic Matters

15 DECISIONS FROM CLOSED SESSION

16 Closed Session

16.1 Lake Parramatta Reserve Kiosk Operation

This report is confidential in accordance with section 10A (2) (d) of the Local Government act 1993 as the report contains commercial information of a confidential nature that would, if disclosed (i) prejudice the commercial position of the person who supplied it; or (ii) confer a commercial advantage on a competitor of the Council; or (iii) reveal a trade secret.

16.2 Tender for Security Services

16.3 Tender No. 3/2008 - Construction of Marsden Street Weir Fish Lock.

16.4 Tender No. 17/2008 Old Saleyards Reserve, North Parramatta - Ground Improvements - Lump Sum Contract.

16.5 14 King Street, Dundas Valley - Proposed Disposal

16.6 P H Jeffrey Reserve - Proposal to Establish All Weather Court Facility

16.7 Civic Place October Update

This report is confidential in accordance with section 10A (2) (c) of the Local Government act 1993 as the report contains information that would, if disclosed, confer a commercial advantage on a person with whom the Council is conducting (or proposes to conduct) business.

17 QUESTION TIME

Ordinary Council 20 October 2008

Item 8.1

CITY DEVELOPMENT

ITEM NUMBER 8.1

SUBJECT Economic Development Update October 2008

REFERENCE F2006/01387 - D01048262

REPORT OF Manager Economic Development

PURPOSE:

To present to Council a biannual report of progress on the Economic Development Partnerships Plan and to present the results of an external audit on expenditure of the Economic Development Special Levy.

RECOMMENDATION

(a) That Council receives and notes the biannual update on the Economic Development Partnerships Plan (Attachment 1), and

(b) Further, that Council receives and notes the external auditors written submission to the Lord Mayor and Chief Executive Officer pertaining to the use and investment of the Economic Development Special Reserve during the 2007/08 Financial Year (Attachment 2).

BACKGROUND

1. The purpose of the Economic Development Special Reserve is to support employment and business growth in what the Parramatta REP refers to as the Primary Centre through specific initiatives.

2. Following a comprehensive review in 2006, the former Parramatta Economic Development Board was replaced with a broader representation of Partnerships and a greater focus on leverage of other funds to support growth in the City. This chaired by Dr Deborah Kuchler.

3. There are now a number of partnership-driven initiatives in Parramatta focused on the business community. Specifically, Council has strengthened partnerships with critical organisations such as the Parramatta Chamber of Commerce and Industry, the University of Western Sydney, the Western Sydney Business Connection, Business Advisory Services Incorporated, and the NSW Department of State and Regional Development.

4. The Organisation for Economic Cooperation and Development recently released a report which evaluated successful economic development strategies across the world. It said that one of the keys to success was ‘not in doing more projects, but in better coordination and cooperation on those that are already happening’. They also note the importance of ‘loose ties’ between organisations rather than institutionalising partnerships through regional boards and other such entities which often leads to unnecessary bureaucracy.

5. A period of consultation with industry and potential partners early in 2007 and chaired by Dr Deborah Kuchler, Chairman of the Parramatta Economic Development Partnerships Plan, resulted in the creation of Parramatta City Council’s first ever Economic Development Plan.

6. Summary results concerning the delivery of the first year of this Plan are noted in Attachments 1 and 2.

7. The efforts of the Economic Development Team were formally recognised three times last year by winning two finalist positions in the Economic Development Australia National Awards, together with a Partnership award from the University of Western Sydney.

Mike Thomas

Manager, Economic Development

City Strategy Unit

Attachments:

1View	2007/2008 Parramatta Economic Development Partnerships Plan – Project Summary	6 Pages
2View	External audit letter to Parramatta City Council concerning expenditure of the Economic Development Special Levy	8 Pages

REFERENCE MATERIAL

Ordinary Council 20 October 2008

Item 9.1

ENVIRONMENT

ITEM NUMBER 9.1

SUBJECT Ponds Subiaco Creek Waterway Rehabilitation Masterplan Public Exhibition

REFERENCE F2007/02292 - D01047423

REPORT OF Project Officer - Environmental Outcomes; Waterways Systems Manager

PURPOSE:

To seek Council endorsement for the public exhibition of the Ponds Subiaco Creek Waterway Maintenance and Rehabilitation Masterplan.

RECOMMENDATION

(a) That the Ponds Subiaco Creek Waterway Maintenance and Rehabilitation Masterplan (Attachment 1) be placed on exhibition for a period of 28 days at the Parramatta City (central) Library, Dundas Library, the Customer Service Centre and on Council’s website.

(b) Further, that a report be brought back to Council with consideration of public submissions and recommendations for adoption.

BACKGROUND

1. Ponds Subiaco Creek drains an 839 hectarecatchment within the eastern section of the City of Parramatta. The creek forms part of the Parramatta River catchment, draining the suburbs of Dundas Valley, Telopea, Dundas and Rydalmere. The catchment is generally bounded by Pennant Hills Road to the north, the main northern railway line to the west, Marsden Road to the east and shoreline of Parramatta River in the south.

2. Ponds Subiaco Creek catchment has a history of occupation by Aboriginal people, with a number of heritage sites having been recorded in the area. The area was established in the early 1800s as a preferred site for agricultural and horticultural production for the settlers of the colony of Sydney, with the first land grants occurring in 1791. The Pennant Hills (Dundas) Quarry was also an important mine for the early settlement.

3. Today the catchment is heavily urbanised and is largely zoned residential in the north with some special use and industrial development in the south. Council’s Residential Development Strategy (RDS) has designated areas in Telopea and Dundas for future increased development density.

4. The Masterplan meets the outcomes identified in Council’s Rivers of Opportunity Strategy and builds on similar waterways maintenance and rehabilitation master plans developed for Toongabbie Creek, Vineyard Creek and Quarry Branch Creek over the past 5 years.

ISSUES/OPTIONS/CONSEQUENCES

5. The Masterplan allows for the development of a consistent and agreed program of works for the creek corridors across the catchment. The premise behind Council’s approach is to preserve the ecological integrity of the waterway whilst recognising and managing the constraints of urbanisation to an acceptable level.

6. The Masterplan lists a range of planned, prioritised and costed maintenance and rehabilitation activities based on defined sections or reaches of creekline. These are a combination of hard and soft civil works together with a range of intensive vegetative measures. Examples include: managing woody and noxious weeds; path and track management; stormwater outlet works; erosion and bank stabilization; interpretative signage; community education; and protection of both Aboriginal and European heritage items.

7. Actions identified in the Masterplan will be implemented under existing Council programs and budgets including: Waterways Restoration / Maintenance; Water Quality Improvement; Natural Resource Management; Bushland Protection and Noxious Weeds; and Flood Mitigation.

CONSULTATION & TIMING

8. The Masterplan has been developed through collaboration between management and staff in the City Strategy Unit (Environmental Outcomes team) and Open Space and Natural Resources.

9. Three methods were utilized to engage the community in developing the draft plan. The first involved a community forum and workshop for general members of the community, which attracted 12 people. The community forum was held on 3 April2008 to assist in the development of the Plan. At the forum, the group was asked to identify a range of issues and values they attribute to the waterway corridor including a ”vision” for the future. The second event was a schools “eco-history” competition, in which three local primary schools (Year 4 students from Rydalmere, Telopea and Yates Avenue Public schools) participated with artwork and a field excursion to Lower Ponds Creek on the 4^th April. The Lord Mayor presented each of the schools a prize for their artwork at the end of the day. The final consultative event involved the development of a history brochure titled “Tales of Ponds Subiaco Creek” in which relevant community members and historical societies where called upon to contribute. This brochure is being developed in line with similar brochures developed for the Toongabbie, Vineyard and Quarry Branch Creeks.

10. The Draft Masterplan will be publicly exhibited for a period of 28 days, during which time the community will have the opportunity to provide comment. A further report will be brought back to Council with consideration of public submissions and recommendations for adoption.

Anthony Collins

Waterways Systems Manager

Attachments:

1	Draft Ponds Subiaco Creek Waterways Masterplan	101 Pages
2	Draft Maps for Masterplan	44 Pages
3	Draft Accompanying Special Reports x3	153 Pages

PLEASE NOTE:

Attachments 1 & 3 were provided to Councillors and Senior Staff only.

An A3 Colour Copy of attachment 2 will be available for viewing at the Council Meeting on Monday, 20 October 2008.

If you require a copy of these attachments, please contact Michael Wearne on 9806 5325 or Grant Davies on 9806 5314.

REFERENCE MATERIAL

Ordinary Council 20 October 2008

Item 10.1

ROADS PATHS ACCESS AND FLOOD MITIGATION

ITEM NUMBER 10.1

SUBJECT Wentworth Street Granville - Land Acquisition for Road Widening

REFERENCE F2004/07247 - D01045649

REPORT OF Property Program Manager; Manager - Strategic Assets Management

PURPOSE:

The report seeks a resolution of the Council to affirm its decision to acquire part of the Crown Reserve at Granville Sports ground for road widening.

RECOMMENDATION

(a) That Council resolve to acquire Lot 1 DP 1116474 for the purpose of road widening of Wentworth Street Granville.

(b) Further, that Council resolve to seek the approval of the Minister for Local Government and the Governor of NSW to acquire Lot 1 DP 1116474 by compulsory process.

BACKGROUND

1. In 2002, the Department of Land & Water Conservation (‘DLWC’) carried out a survey of the Granville Sports ground and found that the cul-de-sac at the north eastern end of Wentworth Street had encroached onto the adjoining Crown Reserve (R100217) for the Granville Sports ground.

2. In order to rectify the situation, the DLWC proposed Council to proceed with compulsory acquisition of the land (now shown as Lot 1 DP 1116474) at the Crown Reserve for widening of Wentworth Street Granville, for nil compensation. The DLWC also proposed closing of the unmade section of Wentworth Street Granville (now shown as Lots 5 & 6 DP 1116474) for transfer to the DWLC for addition to the Crown reserve for public recreation and environmental protection.

3. Council in a meeting on 28 April 2003 considered the Manger Property Services report (CG 41/2003) and resolved:

(a) That an application to close a section of Wentworth Street Granville be made to the Department of Land and Water Conservation (DWLC)

(b) That the section of road closed (Wentworth Street) be transferred to the DWLC for Public Recreation and Urban Services.

(c) That the road encroachment on Crown Land be compulsory acquired from the DWLC and dedicated by Council as Public Road.

(d) Further, that The Lord Mayor and General Manager be authorised to affix Council’s Common Seal to the transfer documentation.

4. On 5 September 2003, an application was submitted to the Department of Local Government seeking approval to acquire the subject Crown land by compulsory process. Due to issues and delay with registration of a plan of subdivision by DWLC to identify the lots including the subject land for compulsory acquisition, the processing of the Council’s application has been held in abeyance.

ISSUES/OPTIONS/CONSEQUENCES

5. In May 2008, the Department of Lands (formerly the DWLC) advised that the plan of subdivision was registered as DP 1116474 and Council could proceed to acquire the road encroachment on Crown land identified as Lot 1 in DP 1116474 (Attachment 2).

6. A request including DP 1116474 was sent to the Department of Local Government to resume processing of the Council’s application. The Department of Local Government has responded in a letter of 17 July 2008 (Attachment 3) requiring the Council to provide a fresh resolution to compulsorily acquire the subject land.

7. In the meantime, the Department of Lands will take action to close the road shown as Lots 5 & 6 DP 1116474 for land transfer.

CONSULTATION & TIMING

8. Various Council units including Open Space & Recreation, Bushland Management, Catchment Management and Transport & Road Safety were consulted in 2002 and had no objections to the proposed land acquisition, road closing and land transfer.

Kwok Leung Steve Montgomery

Property Program Manager Manager Strategic Asset Management

Attachments:

1View	Site Plan	1 Page
2View	DP 1116474	2 Pages
3View	Letter of 17.7.08 from the Department of Local Government	1 Page

REFERENCE MATERIAL

Ordinary Council 20 October 2008

Item 10.2

ROADS PATHS ACCESS AND FLOOD MITIGATION

ITEM NUMBER 10.2

SUBJECT Transport Submission to Infrastructure Australia

REFERENCE F2008/01549 - D01048585

REPORT OF Senior Project Officer - Transport Planning

PURPOSE:

This report seeks Council’s endorsement of a submission to Infrastructure Australia. This is a new national body which will develop a national infrastructure priority list for consideration by the Council of Australian Governments in December 2008. The submission is in response to a call for public submissions for the National Infrastructure Priority List.

RECOMMENDATION

(a) That Council adopt the transport submission to Infrastructure Australia (Attachment 1) with the following summary recommendations:

1. West Metro from Parramatta to Sydney to include the concept of a “Metro City Circle” loop route from Parramatta to Westmead and back. (Attachment 2)

2. Carlingford Metro to convert the Carlingford Line to Metro linking Parramatta to Epping and possibly extending to Sydney city. (Attachment 3)

3. A regional ring road around Parramatta city centre to improve traffic flow in and around Western Sydney and provide an alternative traffic route for non-city centre destination traffic. (Attachment 4)

(b) Further, that Council make the submission to Infrastructure Australia and relevant State Government agencies for their consideration and support.

BACKGROUND

1. Infrastructure Australia is a statutory advisory council of the Federal Government’s Department of Infrastructure, Transport, Regional Development and Local Government.

2. On 31 August 2008 Infrastructure Australia called for public submissions as part of a national infrastructure audit to assist in producing a National Infrastructure Priority List. This Priority List will guide the spending of the Building Australia Fund ($20 billion) and will be considered by the Council of Australian Governments in December 2008.

3. The recommendation on the West Metro and Carlingford Metro is consistent with Council's previously adopted position (23 June 2008) on these matters. The Regional Ring Road proposal, whilst not formally adopted by Council is part of the draft Integrated Transport Plan for Parramatta City Centre and was discussed by Councillors at a Workshop on 5 May 2008.

ISSUES/OPTIONS/CONSEQUENCES

4. The submission proposes consideration by Infrastructure Australia of broad transport planning concepts that are strategically important to Parramatta City Council and Western Sydney. The analysis and reasoning behind the recommendations are detailed in the attached report (Attachment 1) and maps of the proposals (Attachments 2, 3 and 4).

CONSULTATION & TIMING

5. The closing date for submissions to Infrastructure Australia was 15 October 2008. An extension has been permitted to allow Council to provide a submission after considering this report on 20 October 2008. WSROC has also been preparing a submission to Infrastructure Australia and has been provided with a draft copy of this report including attachments for information purposes only.

6. At the Councillor Workshop on the Integrated Transport Plan on 5 May 2008 the West Metro, Carlingford Metro and regional ring road proposals were discussed.

7. On 23 June 2008 Council adopted a submission to the Ministry of Transport (MoT) on Metro in Parramatta. It is unclear at present how the current financial position of NSW State Government will impact on the West Metro project which is currently at the early stages of feasibility.

8. Initial discussions between Council’s Transport Planning staff and the RTA indicate that the RTA would have a lower prioritisation than Council for the proposed regional ring road when compared against RTA proposed road schemes, hence the desirability of Federal Government funding.

9. The NSW State Government has made a submission to Infrastructure Australia (Infrastructure Audit Submission to Infrastructure Australia June 2008). The submission mentions the joint State and Federal funded feasibility study into West Metro.

David Gray

Senior Project Officer - Transport Planning

Land Use & Transport Planning

Attachments:

1View	Detailed Report	10 Pages
2View	Map 1 - Proposed West and Carlingford Metro	1 Page
3View	Map 2 - Proposed Metro City Circle	1 Page
4View	Map 3 Proposed Parramatta Regional Ring Road	1 Page

REFERENCE MATERIAL

Ordinary Council 20 October 2008

Item 11.1

CULTURE AND LEISURE

ITEM NUMBER 11.1

SUBJECT Naming of Sporting Oval and Playground at Guildford Park, Guildford (Woodville)

REFERENCE F2005/02186 - D01016488

REPORT OF Supervisor Open Space

PURPOSE:

To advise Council of a proposal to name the main sporting field and the children’s playground at Guildford Park the Ron Mondy Field and the Margaret Finnie Playground.

RECOMMENDATION

(a) That the main sporting field at Guildford Park be named the Ron Mondy Field.

(b) That the playground at Guildford Park be named the Margaret Finnie Playground.

(d) Further, that Mr Ronald Mondy and the Guildford County Soccer and Recreation Club be advised of Council’s decision.

BACKGROUND

1. Mr Michael Issa of Guildford County Soccer and Recreation Club has requested Council to name a playing field or other features at Guildford Park, Guildford after the late Ms Margaret Finnie and Mr Ronald Mondy. (Attachment 1)

2. Mr Ronald Mondy and the late Ms Margaret Finnie are well known and respected members of the Guildford County Soccer Club which is based at Guildford Park.

3. The names recommended are the “Ron Mondy Field” and the “Margaret Finnie Playground” in recognition of the couple’s longstanding connection with Guildford Park through their commitment and support of the Guildford County Soccer and Recreation Club.

ISSUES/OPTIONS/CONSEQUENCES

4. Council may formally name areas or features within a public park or reserve without reference to the Geographical Names Board of NSW. This may include areas or items such as ovals, sporting fields, playgrounds or amenities buildings.

5. Council has previously named sporting fields and ovals within the following parks and reserves after prominent local and/or sporting identities:

a) Curtis Oval, Dundas Park, Fullford St, Dundas

b) Ray Price Field, Sir Thomas Mitchell Reserve, Alexander St, Dundas

c) Margaret Myhill Oval, Cox Park, Marsden Rd, Carlingford

d) Richie Benaud Oval, Belmore Park, Castle St, North Parramatta

6. Whilst Council does not actively promote the naming of inner park fields and other features, the current proposal has been assessed and is supported based on Margaret and Ronald’s involvement with the Guildford County Soccer Club, noting the following circumstances:

· Ronald is a life member of the club and has been actively involved for over forty (40) years;

· Margaret held various positions on the club committee for a considerable number of years;

· Ms Finnie passed away a few years ago and Mr Mondy is currently very unwell.

CONSULTATION & TIMING

7. The Guildford County Soccer and Recreation Club have been contacted regarding this proposal and are supportive.

James Smallhorn

Supervisor Open Space

Attachment

1View

Guildford County Soccer & Recreation Club Request Letter

2 Pages

REFERENCE MATERIAL

Ordinary Council 20 October 2008

Item 12.1

COMMUNITY CARE

ITEM NUMBER 12.1

SUBJECT Western Sydney Area Assistance Scheme (WSAAS)

REFERENCE F2008/03941 - D01031250

REPORT OF Community Capacity Building Officer

PURPOSE:

To inform Council of the outcomes of the 2007/08 Western Sydney Area Assistance Scheme (WSAAS) funding round, and to nominate two (2) Councillor representatives to sit on the Local Ranking Committee (LRC) for the 2008/09 and 2009/10 funding rounds.

RECOMMENDATION

(a) That Council acknowledges receipt of the information on the outcomes of the 2007/08 WSAAS round.

(b) That Council continues to support the Western Sydney Regional Organization of Councils in its action in regard to the changes to the Area Assistance Scheme (AAS).

(c) Further, that Council nominate two (2) Councillor representatives to sit on the WSAAS LRC for a period of two years.

BACKGROUND

1. The Area Assistance Scheme (AAS) is a regional community development program run by the Communities Division of the NSW Department of Community Services. The AAS provides grants to local Councils and non-government organisations for projects that improve community wellbeing and how communities function. Western Sydney is one of the six (6) AAS regions.

2. The Western Sydney Area Assistance Scheme (WSAAS) has been operational for over fifteen years and has been a key funding program for the establishment of new services and projects in the rapidly changing and growing community landscape of Western Sydney.

3. Councils support WSAAS through the provision of the administration of the grants via a Community Projects Officer who oversees the grants process in the Local Government Area. These Officers from across Western Sydney meet monthly to discuss issues regarding the scheme and to provide input to the Department of Community Services regarding the scheme and the participation of the Not-For-Profit sector in the scheme.

4. Until the 2006/07 funding round, WSAAS funded a range of projects over one, two, three and four year time periods, one-off capital projects, and a category of ‘pick-up’ projects (two year projects funded by WSAAS that were ‘picked up’ for renewable funding by another Government Department). This positioned WSAAS as one of the only sources of recurrent new project funding in Western Sydney.

5. Last year, in the 2007/08 funding round, the Department of Community Services advised Council Project Officers to encourage organizations to apply for one and two year projects only, rather than for the three and four year funding that most programs realistically require. Further, the Department of Community Services also advised Council Project Officers that there would be no provision for ‘pick up’ funding in the 2007/08 funding round. The 2008/09 WSAAS round has been further cut and will fund capital projects and one year projects only.

6. As the changes to WSAAS impact significantly on the ability of an already struggling Not-For-Profit sector to keep pace with demand for services and changing community need, Parramatta Council resolved in August 2007 to enlist the assistance of the Western Sydney Regional Organisation of Councils (WSROC) to request that it consider taking action in regard to the changes to the Sydney Area Assistance Scheme. A WSROC delegation comprising members of the WSROC Executive subsequently met with the Minister of Community Services, the Honourable Kevin Green MP, on 10^th June 2008 to raise concerns. As no definitive response was provided, WSROC has committed to meeting with the new Minister for Community Services the Honourable Linda Burney MP, and will continue to advocate around the importance of WSAAS with the new Minister for Western Sydney, the Honourable David Borger MP.

7. Successful projects arising from the 2007/08 round were announced on 29^th August 2008. The listing of successful projects is provided in Attachment 1 to this report. The Parramatta-Holroyd project will bring direct benefit to the Parramatta LGA while Regional projects that encompass the Parramatta LGA will also enhance the capacity of identified residents and/or service providers in the area.

8. The 2008/2009 WSAAS round opened on 29^th August 2008 and will close on October 10^th 2008. This funding round will only consider funding capital projects and one year projects only and Council Officers have been assisting with the dissemination of information and support to local groups in developing project proposals.

ISSUES/OPTIONS/CONSEQUENCES

9. Council receives a salary subsidy of approximately $11,000 towards the costs of its involvement with the AAS program from the Department of Community Services each year. The overall objectives of the AAS recognise the role of Councils in community development and in the planning, delivery and coordination of community services at the local level.

10. One of the conditions for receiving the subsidy is that two Councillor representatives participate on the Parramatta Local Ranking Committee (LRC). Councillor Barber and Councillor Brown completed their LRC membership responsibilities in the previous 2007/08 round.

11. The Parramatta LRC meets to:

· provide advice to the Regional Advisory Committee (RAC) on local issues

· assess applications against AAS assessment criteria

· rank funding applications as low, medium or high priority

· record the reason for ranking each project on the AAS project assessment checklist, and

· comment on regional and sub regional projects if appropriate.

12. The Parramatta LRC has up to eight members. These include:

· the chairperson

· two representatives of the Parramatta City Council

· four community representatives that are able to represent the diverse views of the local community

· the Community Project Officer (non-voting member)

13. Each member of the Committee serves a two year term with one half of the total membership nominated every year. While the role of Council on the LRC is an important one, the LRC is not a Council committee.

14. It is anticipated that the LRC meeting will be held in mid-late November 2008 in the Council Chambers building. Materials relating to the meeting will be distributed to the nominated Councillor representatives and other members of the LRC closer to the date.

15. Successful applicants from the 2007/08 round have been notified.

Donna Mosford

Community Capacity Building Officer

Attachments:

1View

Successful WSAAS Projects 07/08

3 Pages

REFERENCE MATERIAL

Ordinary Council 20 October 2008

Item 12.2

COMMUNITY CARE

ITEM NUMBER 12.2

SUBJECT Dob in a Graffiti Vandal

REFERENCE F2005/01934 - D01032321

REPORT OF Crime Prevention Coordinator

PURPOSE:

This report is in response to a request from Council to investigate and report on the introduction of a ‘Dob in a Graffiti Vandal’ scheme. The report outlines the strategies adopted by Council within the Crime Prevention Plan pertinent to graffiti, initiatives that are under investigation, and the current costs to Council of graffiti removal.

RECOMMENDATION

(a) That Council receive and note the contents of the report.

(b) Further, that Council receive a report on graffiti management following further investigation of strategies and the preparation of a draft Graffiti Management Policy.

BACKGROUND

Report

1. At its regulatory meeting on 14 July 2008, Council requested an investigation on the introduction of a ‘Dob in a Graffiti Vandal’ scheme throughout the Parramatta Council Local Government Area. The request also asked to discuss current costs to Council associated with graffiti removal, possible sources of funding, and methods of promotion of the scheme with a view to reducing both visual pollution and costs to Council of graffiti removal.

DOB IN A GRAFFITI VANDAL SCHEME

2. Graffiti vandalism can be reported to Council through the Customer Service Centre, either by telephone (including calls to either the Council’s main telephone line or Graffiti Hotline) or via Council’s website.

3. Council’s current Dob in a Graffiti Vandal scheme was launched in June this year in the Lachlan Macquarie ward of the Parramatta LGA by the Ward Councillors and with the support of the Eastwood Police Local Area Command (see Attachment 1). The scheme encourages residents to identify a graffiti vandal, and if such information leads to a conviction a monetary reward of $1000 will be paid to the resident by Council through the Urgent Ward Works program.

4. As part of the Dob in a Graffiti Vandal scheme, Council is promoting the Graffiti Hotline on the Lachlan Macquarie ward page of the website and one hundred (100) calls have been logged through this Hotline in the last four months compared to fifty-eight (58) calls in the previous four months. The Dob in a Graffiti Vandal scheme also encourages reporting direct to the NSW Police through the more widely promoted Crimestoppers service.

5. While the Dob in a Graffiti Vandal scheme has been well received by many members of the community, concern has also been expressed. Contacts within the NSW Police Force, for example, support a community-based approach to graffiti prevention but have raised concerns at the offering of a monetary reward. Local non-government organisations have also expressed concern that such a scheme unfairly targets and may victimise young people and does not address underlying causes of graffiti.

6. Extensive research undertaken on behalf of the Attorney General’s Department has identified that the most successful policy to address graffiti vandalism will incorporate a range of strategies and partners engaged in a co-ordinated response that considers issues such as offender motivation, opportunity reduction, increased risk, environmental design, and education interventions with offenders and potential offenders.

7. It is proposed, therefore, that Council works with the community and partner agencies such as NSW Police and the Department of Housing to develop a range of graffiti prevention strategies such as school education programs, programs targeting the sale of spray cans to children and young people, and diversion programmes to reduce the risk of offending and re-offending.

PARRAMATTA CITY CENTRE CRIME PREVENTION PLAN (2008-2013)

8. Council’s City Centre Crime Prevention Plan (2008-2013) makes provision for a review of Council’s graffiti management policies and processes. Although the plan is specific to the City Centre, the review will encompass the whole Local Government Area as graffiti is as much an issue in the suburbs as it is in the City Centre.

9. As per the strategy contained within Council’s Crime Prevention Plan, a review of graffiti management has commenced and associated removal procedures, resource allocation and costs are being analysed.

10. Issues such as the possible integration of NSW Department of Corrective Services programmes and social enterprise initiatives are to be investigated, along with diversion and education programs for young people.

11. A presentation from the Warner Group Pty. Ltd. has been scheduled for 20 November 2008 as an opportunity for interested stakeholders to evaluate their Graffiti Education Awareness Program currently being delivered in schools within other Local Government Areas. This will also provide an opportunity to source avenues of potential funding. Invitations to this presentation will be forwarded to all Councillors upon finalisation of arrangements.

12. Investigations will also be undertaken into a variety of community-based schemes and graffiti removal practices operating in other Local Government Areas such as City of Sydney, Blacktown, Penrith, Sutherland and Hurstville, with the intent on arriving at a ‘best practice’ model for implementation within the Parramatta LGA.

13. The result of this process will be the presentation to Council of a draft ‘Graffiti Management Policy’ for the Parramatta LGA early in 2009.

CURRENT PRACTICES REGARDING GRAFFITI REMOVAL

14. Requests for graffiti removal, including community and staff generated requests, are forwarded to Council’s City Operations for action.

15. Graffiti on Council property is then inspected and the removal instructions issued to either an external contractor or our internal graffiti team. Offensive graffiti is actioned for immediate removal.

16. Graffiti on private property is the responsibility of the land owner to remove. Where the graffiti is offensive, Council Officers will bring it to the attention of the landowner.

COSTS TO COUNCIL OF GRAFFITI REMOVAL

17. Costs associated with the purchase and supply of graffiti removal kits to eligible residents within the Parramatta LGA is approximately $3000 per annum.

18. Consultation with Council’s City Operations staff has revealed the following costs associated with graffiti removal within the Parramatta LGA:

· $105,000 per annum is spent (on average) on outside contractors involved in graffiti removal. This funding was used to address the 240 graffiti CRMs received in the 2007/08 financial year.

· Commencing in the 2008/09 financial year, in addition to the budgeted $105,000 Council operates a graffiti removal team (staff, vehicles, equipment, materials, and training) at an estimated $69,000 per annum. This does not include vehicle rectification works.

· Council fulfils 2 contract agreements for graffiti removal within the Parramatta LGA at an estimated cost to Council of $24,000 per annum.

PROSECUTION OF GRAFFITI VANDALS

19. As the owner of substantial public domain assets including community buildings, street signs and park furniture, Council is often the victim of graffiti vandalism. Council does not, however, have authority to prosecute graffiti related crime as this is a role of the NSW Police.

CONCLUSIONS

20. The above mentioned strategies and practices in graffiti management are currently being researched and evaluated. Further information will be derived from a range of relevant stakeholders prior to the formalisation of any Parramatta specific graffiti management initiatives.

Brett Gibson

Crime Prevention Coordinator

Attachments:

1View

"Writing on the Wall for Vandals", Northern District Times 25/6/2008

1 Page

REFERENCE MATERIAL

Ordinary Council 20 October 2008

Item 12.3

COMMUNITY CARE

ITEM NUMBER 12.3

SUBJECT Access Advisory Committee Meeting

REFERENCE F2005/01942 - D01045222

REPORT OF Community Place Development Officer

PURPOSE:

The Access Advisory Committee met on 5^th August 2008. This report provides a précis of the key discussion points of that meeting for Council’s consideration.

RECOMMENDATION

(a) That the minutes of the Access Advisory Committee meeting held on 5^th August 2008 (Attachment 1) be received and noted.

(b) That Council write to the Westfield Group to advise that the carpet on levels three and four of Parramatta Westfield shopping centre is unsatisfactory and not compliant with Australian Standards.

BACKGROUND

1. Council resolved on 7 October 2008 to defer confirmation of existing members to the Community Advisory Committees pending a report to be provided as to the respective achievements of each Committee over the last 4 years. It is envisaged this report will be prepared by the relevant officers for consideration at Council’s meeting in November 2008 and no further Advisory Committee meetings have been scheduled.

2. In recent years, Parramatta City Council’s Access Advisory Committee has met every second month. This report provides a summary of the key discussion points of the meeting held on 5 August 2008 for Council’s consideration.

ISSUES/OPTIONS/CONSEQUENCES

3. The main issues discussed at this meeting are outlined below:-

4. Advice was received from Northcott Disability Services regarding the carpet on the third and fourth floors of Parramatta Westfield shopping centre. The advice stated that the carpet is unsatisfactory and very difficult for people in manual wheelchairs to manage. The Committee agreed with this advice and stated that the carpet is also unsatisfactory for people with walking frame, prams and trolleys.

The Committee recommended that Council write to the Westfield Group and the Human Rights and Equal Opportunity Commission advising that the carpet is unsatisfactory and not compliant with Australian Standards.

Officer’s Comments

It is considered appropriate for Council to support the concerns expressed by the Committee. If Council accepts this recommendation, correspondence to the Westfield Group will be prepared by the relevant Council Officer and subsequently tabled at the next Access Advisory Committee meeting for comment to be made by the Committee members.

5. Committee members discussed the moving of accessible parking spots along George Street, Parramatta. This clearway was requested by NSW Police and the advice provided by Police indicates that this is a temporary measure. The Committee suggested that in the interim the taxi pick up points along George Street could be allocated for accessible parking until the clearway is no longer required. The Committee requested that Council’s Traffic Committee be advised about this matter and the possible relocation of the accessible parking spots.

Officer’s Comment

This is an appropriate matter for the Traffic Committee and is to be referred for the Committee’s consideration.

6. An access audit has taken place at Telopea railway station. Committee members will be making recommendations to the consultant in order to include Rydalmere and Camellia railways stations for future audits.

Officer’s Comment

John Evernden is the consultant for this project. John is from the ‘Your Welcome Project’ which operates out of the Independent Living Centre sponsored by the Western Sydney Area Assistance Scheme.

7. A discussion took place regarding Access Advisory Committee recommendations which were previously made to Council and the outcome of these. During discussion on this matter the Committee enquired about the status of the proposed modifications to make the Council Chambers more accessible.

The Committee recommended that the Council Officer present request an update from Council’s Support Manager on the proposed modifications.

Officer’s Comments

Modifications are being made to level four of the Council Chambers building which is almost complete. Further information will be provided to the Committee regarding the status of other modifications.

8. Discussion took place about International Day of People with a Disability (IDPWD) and the next sub committee meeting was planned in order to talk about ideas for 2008.

Officer’s Comment

International Day of People with Disability is celebrated worldwide recognising the achievements and contributions of people with disability. IDPWD is held annually on December 3 every year and is celebrated in Parramatta with events organised in partnership with the Access Advisory Committee.

The day brings together people with disability and the general community and aims to showcase the skills, abilities, contributions and achievements of people with disability; promote a positive image of people with disability; involve people with disability and the broader community in activities to celebrate and raise awareness of the day.

9. The Committee was advised that the four accessible parking spaces which were located near the front entrance of Westmead Hospital have been removed. The spaces available are now located in the undercover parking station. These spaces are not adequate due to their dimension.

Officer’s Comment

The Committee did not recommend any further action regarding this matter.

10. Council Officers had previously indicated to the Committee that the bus stop located at the southern side of the Lennox Bridge was to be moved to an alternate position. The Committee requested that the Council Officer present ask Council’s Traffic and Transport Services Manager as to why the relocation of the bus stop has not proceeded as yet.

Officer’s Comment

Traffic Management has been contacted regarding this action and advice will be forwarded to the Committee members when the information is received.

11. Discussion occurred regarding items that would be addressed at the next Access Advisory Committee meeting. Future agenda items are to include change of meeting start times, invitations to be made to Council planning staff and Councillors to attend Committee meetings and to commence dialogue about access to complaints received through Council’s Customer Request System regarding access issues.

Hatice Vural

Community Place Development Officer

Attachments:

1View

Access Advisory Committee Meeting 5 August 2008

5 Pages

REFERENCE MATERIAL

Ordinary Council 20 October 2008

Item 12.4

COMMUNITY CARE

ITEM NUMBER 12.4

SUBJECT Aboriginal and Torres Strait Islander Advisory Committee 22nd July 2008

REFERENCE F2005/01941 - D01048110

REPORT OF Community Capacity Building Officer

PURPOSE:

The Aboriginal and Torres Strait Islander Advisory Committee met on 22^nd July 2008. This report provides a précis of the key discussion points of that meeting for Council’s consideration.

RECOMMENDATION

That the minutes of the Aboriginal and Torres Strait Islander Advisory Committee held on 22^nd July 2008 (Attachment 1) be received and noted.

BACKGROUND

2. In recent years, Parramatta City Council’s Aboriginal and Torres Strait Islander Advisory Committee has met every month. This report provides a summary of the key discussion points of the meeting held on 22^nd July 2008 for Council’s consideration.

MAIN DISCUSSION POINTS

3. The main issues discussed at this meeting are outlined below.

4. Review of Council’s NAIDOC 2008 events:

(a) Members agreed that the community response to NAIDOC 2008 events including the Burramatta Family Fun Day, Parramatta City Library Workshops and the Mall Artists, had been overwhelmingly positive and had attracted many more people than in previous years.

(b) The Parramatta City Library NAIDOC Workshops had attracted over 200 children. The art work from the workshops will be framed and hung in the Library. The Library is planning to run the program again in 2009 and is considering extending it to the branch libraries.

(c) Members agreed that the Burramatta Family Fun Day was very successful as it had attracted between 1,500 to 2,000 people from a range of cultural backgrounds.

(d) It was noted that Parramatta City Council is the only Council which provides their NAIDOC event at no cost to participants and Committee members agreed that the event was an excellent way of promoting the City.

(e) Members agreed that several aspects of Burramatta Family Fun Day had contributed to its success. These were the quality of the new site within Parramatta Park, the excellent stage program and the inclusion of a ride for older children.

(f) Members were advised by Councillor Maureen Walsh that Parramatta City Council’s Cycleways Committee would like to participate in Burramatta Family Fun Day 2009 by holding a bike ride or organising a bike raffle.

(g) Members identified a number of aspects of Burramatta Family Fun Day that could be changed in 2009 to improve the event. These included: providing transport from the suburbs particularly for families with young children; increasing free radio advertising and utilising the artwork produced at this year’s Library’s NAIDOC Workshops to promote Council’s 2009 NAIDOC activities.

Officer’s Comment:

These suggestions will be included in the planning for NAIDOC 2009.

(h) Members were handed Certificates of Appreciation for their contributions to NAIDOC Week 2008.

(i) Council’s Aboriginal Families Project Officer reported on her work program, including the NAIDOC Didgeridoo and art workshops. The Officer also reported that the Parramatta and Holroyd Council’s NAIDOC morning tea which had been organised by Council’s Aboriginal Community Project Officer, was a success. ATSI Advisory Committee members, the Lord Mayors of each Council and relevant Council Officers from each Council had attended the event which had been held at Holroyd City Council.

(j) Members noted their thanks to Council Officers and the Committee’s NAIDOC Working Group for the highly successful NAIDOC activities, especially Burramatta Family Fun Day.

5. Racism at Parramatta Stadium

Members were informed of the recent decision by the National Rugby League (NRL) concerning the racist behaviour of two spectators towards Petero Civoniceva at Parramatta Stadium. The NRL had determined to ban the two individuals from all grounds for a period of 5 years.

Officer’s Comment

These was no further action recommended in regard to this matter.

6. The State of the Community Report

Members agreed that the Community Capacity Building Officer could provide contact details for Committee members to an external consultant engaged by the Community Capacity Building Team to deliver a report on the communities of Parramatta.

Officer’s Comment

The State of the Community Report will include demographic statistics on the communities within the Parramatta Local Government Area as well as quantitative and qualitative information obtained from community members. Committee Members had been asked to engage in the research in the preceding months by completing a survey however they had refused as they felt they were too busy with NAIDOC week. The consultant had therefore decided to contact individual members by telephone and had therefore requested the Council Officer seek members’ permission for their contact details to be given to her.

7. Public Schools within the Parramatta Local Government Area and their respect for Aboriginal people.

Members noted that a number of schools in the area are not respectful of Aboriginal people. This is indicated by the fact they do not fly the Aboriginal flag, Acknowledge Country or celebrate NAIDOC week. Members agreed that if the lack of co-operation between schools and Aboriginal communities continues the Committee will consider recommending Council write to the Department of Education.

Officer’s Comment

Historically, the ATSI Advisory Committee has taken action on a broad range of matters affecting the Aboriginal and Torres Strait Islander communities and interprets the responsibility stated in the Terms of Reference ‘To represent the views and interests of Aboriginal and Torres Strait Islander people in Parramatta’ liberally. The Committee understands that this responsibility encompasses a very broad range of issues and interests.

In previous meetings to this one, members have raised the issue of schools in the area not demonstrating their respect of Aboriginal and Torres Strait Islander people. The fact that some schools are active in implementing Department of Education guidelines that acknowledge the significance of Aboriginal people whilst other schools do not is particularly frustrating to members.

8. Accommodation for Aboriginal People in the Parramatta Area

Members discussed the lack of suitable accommodation in the area available for Aboriginal people who are homeless.

Officers Comment

This issue has also been raised in previous meetings. Committee members are aware of the significant number of Aboriginal people in the Parramatta area who are homeless. Council and Department of Housing recently released a research report Homelessness and Support in Parramatta, December 2007 which also recognises the disproportionate number of Aboriginal men who are homeless in the area.

The Community Capacity Building Team is currently developing a forum on homelessness which will be held later in 2008. The forums’ aims include identifying innovative strategies to address and reduce homelessness and increasing service providers and the communities understanding of the diverse groups within our communities who are homeless, including ATSI community members. Committee members will be invited to participate in the forum.

Maggie Kyle

Community Capacity Building Officer

Attachments:

1View

Minutes Aboriginal and Torres Strait Islander Advisory Committee 22nd July 2008

5 Pages

Ordinary Council 20 October 2008

Item 13.1

CITY LEADERSHIP AND MANAGEMENT

ITEM NUMBER 13.1

SUBJECT Disclosure of Interests Register as at 30 September 2008

REFERENCE F2004/07102 - D01035277

REPORT OF Policy Review Officer

PURPOSE:

To table completed Pecuniary Interest Returns lodged under the provisions of Section 449 of the Local Government Act, 1993 for the period 1 July 2007 to 30 June 2008.

RECOMMENDATION

(a) That Council note that all Councillors and employees nominated as ‘designated persons’ by Council, have lodged Pecuniary Interest Returns in accordance with the requirements of the Local Government Act, 1993.

(b) Further, that the Pecuniary Interest Returns for the 12 month period ending 30 June 2008, be tabled at the meeting.

BACKGROUND

1. Section 449(3) of the Local Government Act, 1993 requires Councillors and designated persons, holding that position as at 30 June in any year, to complete Disclosure of Pecuniary Interest within 3 months after that date.

2. Under the provisions of Section 450A of the Local Government Act, 1993 the General Manager must arrange for the tabling of all Pecuniary Interest Returns at the first meeting of the Council after the last day of the period for lodgment, ie. 30 September 2008.

3. Councillors and designated staff have lodged the returns as required by Section 449 for the period from the end of the last return to 30 June 2008.

4. This register is a public register within the terms of Schedule 3 to the Local Government Act 1993 and is available for inspection, in accordance with the provisions of Section 12.

ISSUES/OPTIONS/CONSEQUENCES

5. To date there are no Disclosures of Pecuniary Interest Returns that remain outstanding.

Sonja Drca

Policy Review Officer

Attachments:

There are no attachments for this report.

REFERENCE MATERIAL

1. Pecuniary Interest Register ending 30 June 2008

2. Section 449 and 450 Local Government Act

Ordinary Council 20 October 2008

Item 13.2

CITY LEADERSHIP AND MANAGEMENT

ITEM NUMBER 13.2

SUBJECT Investments Report for August 2008

REFERENCE F2008/01474 - D01035480

REPORT OF Manager - Finance

PURPOSE:

To inform Council of the investment portfolio performance for the month of August 2008.

RECOMMENDATION

That Council receives and notes the investments report for August 2008.

BACKGROUND

1. In accordance with clause 212 of the Local Government (General) Regulation 2005, a report setting out details of all money invested must be presented to Council on a monthly basis.

2. The report must include a certificate as to whether or not the investments have been made in accordance with the Act, the Regulations and the investment policy of Council.

ISSUES/OPTIONS/CONSEQUENCES

3. The Council’s investment portfolio stood at $81.8 Million as at 31st August 2008. (Previous month $76.4 Million) The weighted average portfolio held for August 2008 was $76.9 Million (Refer attachment 1).

4. Council invests directly with Local Government Financial Services (LGFS), various term deposit providers and with funds managers utilising the services of Grove Financial Services. There are also investments with the Commonwealth Bank for loan offset funds.

5. The average interest rate on Council’s investments for the month compared to the Bank Bill Index is as follows:

Monthly Annualised

Total Portfolio 0.58% 7.02%

Funds Managers 0.57% 6.90%

Bank Bill Index 0.67% 8.15%

NB: Annualised rates are calculated on a compounding basis assuming that the interest returns are added to the initial investment amount and reinvested.

6. After allowing for Council’s loan offsets and at call funds, Council achieved an average annualised return of 7.02% in the month for its total investment portfolio. The rate achieved by Council was below the Bank Bill Index of 8.15%. Fund managers achieved an annualised rate of 6.90% for the month of August.

7. The amount of funds invested at the end of August increased from the previous month by 5.4 Million. This increase was due to receipts from the 1st rates instalment.

8. Continued market uncertainty resulted in Council’s overall portfolio falling below the bank bill index by approximately 1%. This underperformance can mostly be attributed to the $8.8m held in the Blackrock Diversified Credit Fund which is currently undergoing closure procedures as reported in the July investment report. Blackrock returns were 1.21% for the period. Westpac Dandelion recorded a monthly mark to market loss of approximately $15k, however this is long term investment and performance needs to be considered over a longer duration.

9. The RBA kept rates on hold at its August meeting, but there was a significant change in sentiment with suggestions that rate cuts were imminent due to a slowing economy. With this in mind, Council’s finance team negotiated $2.8m 90 day term deposit with LGFS at 7.80% which our advisors believe will look favourable once rate cuts occur.

10. After consultation with Council’s advisors (Grove investment and Advisory and Spectra), Finance will draw down approximately $16.2m from Councils Civic Place investments in September 08 from its underperforming funds managers. These funds will be reinvested at 8% in a 6 month term deposit with National Australia Bank. The outcome of this decision will result in council achieving positive cash flows from the current margins between the Civic Place loan and investment rates of approximately 75 basis points.

11. The following details are provided on the attachments for information:

Graph – Comparison of average funds invested with loans balance

Graph – Average interest rate comparison to Bank Bill Index

Graphs – Investments and loans interest compared to budget

Summary of investment portfolio

12. The Certificate of Investments for August 2008 is provided below:

Certificate of Investments

I hereby certify that the investments for the month of August 2008 have been made in accordance with the Act, the Regulations and Council’s Investment Policy.

13. There is no standard report attachment - detailed submission - attached to this report.

Jenny Fett

Finance Manager

Attachments:

1View	Investments & Loans - Performance	1 Page
2View	Summary of Investments Portfolio	2 Pages

REFERENCE MATERIAL

Ordinary Council 20 October 2008

Item 13.3

CITY LEADERSHIP AND MANAGEMENT

ITEM NUMBER 13.3

SUBJECT 2007/08 Financial Report

REFERENCE F2004/05862 - D01041764

REPORT OF Manager - Finance

PURPOSE:

1. To present Council’s 2007/08 Financial Report for adoption and to receive the Auditor’s Report from Council’s Auditors PricewaterhouseCoopers.

2. Mr D. Banicevic, Director Local Government Services from PricewaterhouseCoopers, will be present at the Council meeting to present the Auditor’s Report.

RECOMMENDATION

(a) That Council adopt the Financial Report for the year ended 30 June 2008.

(b) That Council authorise the Lord Mayor, Deputy Lord Mayor, Chief Executive Officer and Manager Finance (Responsible Accounting Officer) to sign the following:

General Purpose Financial Report

Special Purpose Financial Report

(d) Further, that Council present the 2007/08 audited Financial Report and Auditor’s Report to the public at the Council Meeting of the 24 November 2008.

BACKGROUND

1. The Council’s Financial Report for the year ended 30 June 2008 has been completed and is submitted to Council for adoption and formal referral to Council’s Auditors, PricewaterhouseCoopers.

2. Council’s Financial Report includes the following:

2.1 The General Purpose Financial Report

2.2 The Special Purpose Financial Report

2.3 The Special Schedules.

3. The full Financial Report will be included separately in Councillors’ envelopes prior to the Council meeting. It is requested that Councillors bring them to the Council meeting of 20 October 2008. It should be noted that this does not include the Audit Reports.

4. Mr D. Banicevic, Director, Local Government Services of PricewaterhouseCoopers, will be in attendance at the Council Meeting on 20 October 2008 to present the Auditor’s Report and answer questions.

5. To meet statutory requirements, it is proposed that Council present the 2007/08 Financial Report and Auditor’s Report to the public at its meeting of the 24 November 2008.

6. Council must ensure that copies of all submissions received are referred to the Auditor, and may take such action as it considers appropriate with respect to any such submission, including the giving of notice to the Director-General of Local Government of any matter that appears to require amendment of the Council’s Financial Report.

ISSUES/OPTIONS/CONSEQUENCES

Financial Performance

7. The 2007/08 Financial Report reports Council’s financial performance along similar lines to financial reports in the commercial world, where the focus is on the bottom line profit of the company.

8. Council’s operating result has decreased from a surplus of $10.8 million in the previous year to a $5.8 million surplus this year. The decrease is due to a $1m windfall to Council in 2006/07 from an actuarial assessment of long service leave liability, a reduction in investment returns ($1.8m) due to global economic conditions, employee costs growing at a greater rate than rates revenues and a reduction in profit on asset disposals ($1.4m).

9. The Local Government Managers Association (LGMA) Financial Health Check advises consideration should be given to Council’s operating result (before capital grants and contributions) as an indicator of financial sustainability and it reveals a deficit of $1.852 million for 2007/08 compared to $3.839 million surplus in 2006/07. This indicator does not distinguish between capital grants received to renew existing assets, such as roads and those received for new assets which will create future maintenance pressures on the operating statement.

10. In terms of the LGMA Health Check, which looks at 7 indicators of the financial health of the organisation, Council has only 2 unfavourable areas being the operating result before capital grants and revotes of expenditure. A full copy of the health check is an attachment of this report.

11. Council is maintaining its asset base with $38 million (2006/07 $26 million) spent on capital works, of which 26% represents new assets and 74% represents renewals of existing assets. This expenditure was funded from a mix of revenue, loans, special rates, sale of assets and capital grants and contributions. For further information see Note 9 in the Financial Reports.

12. Council’s cash position remained constant at $87.5 million.

13. Council’s loan liability decreased from $93.6 million to $93.0 million during the year. Of this amount, $55 million is in respect of Civic Place and the interest repayments are currently being serviced from the leasing income and interest on the unexpended balance of the loan.

14. Council’s land, buildings and material items of plant and equipment were re valued at fair value in 2007/08. Council’s land, buildings and material items of plant and equipment were re valued at fair value in 2007/08. The impact of this revaluation resulted in a significant increase to Council’s fixed assets, primarily related to Council’s holdings of Community Land which was previously valued at cost. Councils were initially advised that they were required to revalue Community land to fair value for the 2007/08 financial year. Following concerns about Councils’ capacity to comply and some differing views on the basis for valuing Community land this requirement was deferred for two years. PCC had already completed its valuation using the deprival method, that is, what it would cost to replace the Community land. A decision was taken to report the fair value amount as being a more reliable and meaningful measure of the value of Council’s Community land, and does not imply any intention to realise those values through disposal. Details are included of the previous basis to enable comparison with other councils that have not revalued community land.

15. The 2007/08 Financial Report contains a number of performance indicators (Note 13) and they are detailed below with commentary:

PERFORMANCE INDICATORS

2007/08 2006/07 2005/06 2004/05

Unrestricted

Current Ratio 1.93:1 0.78:1 2.35:1 2.38:1

(To assess the adequacy of working capital and the ability to satisfy obligations in the short term for the unrestricted activities of Council)

Comment/Explanation

For every $1 of current liabilities, Council has $1.93 of working capital to satisfy these obligations in the short term. (This is a useful indicator in that it does take into account restrictions placed on working capital.)

This ratio stands above the industry benchmark of 1.5:1.

2007/08 2006/07 2005/06 2004/05

% % % %

Debt Service Ratio 6.86 6.80 7.55 7.20

(To assess the degree to which revenues are committed to the repayment of debt)

Comment/Explanation

6.86% of our total revenue was committed to loan repayments for 2007/08. This is better than the industry benchmark of 10% for developed councils. (In recent years, Council has increased its borrowings by $55 million to fund property purchases for the Civic Place Project with the interest costs being met by leasing and interest income from the project.)

Rate & Annual Charges

2007/08 2006/07 2005/06 2004/05

% % % %

Coverage

Percentage 61.00 60.72 61.75 59.53

(To assess the degree of dependence upon revenues from rates)

Comment/Explanation

A major portion (61%) of our revenue is derived from Rates and Other Annual Charges such as Domestic Waste, Commercial Waste and the new Stormwater Levy. The rates coverage has increased due to a reduction in Parramatta Pool fees whilst closed for renovation and reduction in investment earnings.

Rates Outstanding Percentage

2007/08 2006/07 2005/06 2004/05

% % % % 3.99 3.64 4.13 3.35

(To assess the impact of uncollected rates and annual charges on liquidity and the adequacy of recovery efforts)

Comment/Explanation

3.99% of rates and annual charges remained uncollected at year end which compares very favourably with the industry benchmark of 5%. This is extremely good result given that this indicator for comparative council’s has risen and also because Council reduced it’s legal action in 2007/08.

General Comments

16. The Council’s performance indicators are better than the industry benchmark with the exception of the cash / liquidity ratio.

17. In 2004/05 Council implemented its competency based salary system as well as the award increase of 3%. Subsequently Council’s wages and salaries bill has continued to rise at 9%, which is faster than the Sydney Consumer Price Index (CPI) of 4.3%. In addition to salary growth, the superannuation holiday ceased for Council’s super contribution to those employees in the Defined Benefit Scheme.

18. Some of the major projects included the refurbishment of the Parramatta War Memorial Swimming Centre, acquisition of three buses for The Loop Free City Bus Service, major Streetscape improvements and infrastructure works in Parramatta and Harris Park and the commencement of the Better Neighbourhood program in Guilford and Granville.

19. Council has revoted approximately $12 million of projects from the 2007/08 budget to the 2008/09 budget. This represents 30% of the 2007/08 projects budget and 6.65% of operating and capital expenditure.

Special Purpose Financial Report

20. The Council identified in its 2007/08 – 2010/11 Management Plan its Commercial Property Portfolio as a Category 1 business in accordance with the requirements of National Competition Policy (NCP) guidelines.

21. Council has imputed all normal taxation payments that would be faced by an equivalent private sector organisation as well as including a return on investment.

Special Schedule 7 – Condition of Public Works

22. The purpose of this schedule is to allow an assessment of the condition of Council’s public works assets and how Council is performing in managing these assets. The schedule reports on our public works assets in respect of:

23.1 The assessed condition of the assets

23.2 The assessed expenditure required to bring the asset up to a satisfactory standard

23.3 The anticipated expenditure required to keep these assets at a satisfactory standard

23.4 The actual maintenance expenditure in 2007/08.

23. Council is working to develop an asset management strategy and progressively implement Whole of Life costing for all its classes of assets. An excellent example is the work done by City Services for the road pavements and footpath pavements and work on Council’s drainage assets.

24. Whilst the condition of our assets is generally satisfactory, the consequence of not finding the right balance will be that asset management costs will be deferred for future generations to address and lead to a deterioration in asset performance.

CONSULTATION & TIMING

25. PricewaterhouseCoopers has completed its Annual Audit and no major issues have arisen. Council will receive an unqualified Audit Report for 2007/08.

Jenny Fett

Manager Finance

Attachments:

1View

Attachment 1 - Financial Health check

6 Pages

REFERENCE MATERIAL

Ordinary Council 20 October 2008

Item 13.4

CITY LEADERSHIP AND MANAGEMENT

ITEM NUMBER 13.4

SUBJECT A Special National General Assembly 'Local Government Constitutional Summit' - Melbourne Convention Centre - 8-11 December 2008

REFERENCE F2008/02785 - D01027650

REPORT OF Service Manager - Council Support

PURPOSE:

The matter is placed before Council to seek nomination of up to 3 Councillors i.e. Lord Mayor (or nominee) plus up to 2 other Councillors to attend ‘A Special National General Assembly - Local Government Constitutional Summit’ being held at the Melbourne Convention Centre from 8 – 11 December 2008.

RECOMMENDATION

(a) That Council nominate up to 3 Councillors i.e. Lord Mayor (or nominee) plus up to 2 other Councillors to attend ‘A Special National General Assembly - Local Government Constitutional Summit’ being held at the Melbourne Convention Centre from 8 – 11 December 2008.

(b) Further, that delegate registration, accommodation and out of pocket expenses be paid in accordance with Council Policy on Civic Office Expenses and Facilities for a Category ‘B’ conference.

BACKGROUND

1. “The absence of formal recognition of local government in the Australian Constitution is one of the most significant omissions in the document. The achievement of formal recognition remains one of the main objectives of the Australian Local Government Association (ALGA). Having the local government recognised in the Constitution has also been at the forefront of debate in successive National General Assemblies of Local Government … to bring together councils to discuss and, if possible, agree on a position to put to the Federal Government.” A copy of the conference brochure and registration form is appended to this report as Attachment 1.

ISSUES/OPTIONS/CONSEQUENCES

2. It is estimated that registration, accommodation and out of pocket expenses will amount to $5,730.00 and that flights will amount to $1,500.00.

CONSULTATION & TIMING

3. This is a Category B conference as outlined in Annexure 1 of the conference categories from the Civic Office Expenses and Facilities Policy. Category B of this policy permits the attendance of not more than 3 Councillors i.e. the Lord Mayor (or nominee) plus up to 2 other Councillors. All reasonable expenses will be paid.

Graeme Riddell

Service Manager – Council Support

Attachments:

1View

NGA 2008 Conference Program

8 Pages

REFERENCE MATERIAL

Ordinary Council 20 October 2008

Item 13.5

CITY LEADERSHIP AND MANAGEMENT

ITEM NUMBER 13.5

SUBJECT Council Workshops

REFERENCE F2004/06950 - D01048120

REPORT OF Manager Executive Support Office

PURPOSE:

To confirm dates for 5 workshops to discuss key strategic issues.

RECOMMENDATION

That the list of proposed workshops to be held for the period October to December 2008 be adopted as follows :-

Thursday 30 October 2008 Civic Place Briefing

Wednesday 19 November 2008 DA Assessment and Administration

Wednesday 26 November 2008 Parramatta Twenty25 Strategic Plan

Monday 1 December 2008 Parramatta Draft LEP

Wednesday 3 December 2008 Review of the Code of Conduct and Associated Policies

BACKGROUND

1 Council at its meeting held on 8 May 2006 resolved that workshops and information nights be held on an as needs basis on Monday and Wednesday nights. This request did not remove the existing delegation of the Lord Mayor to approve workshops/information nights.

2 In addition, Council on 28 August 2006 adopted an updated Code of Meeting Practice for exhibition which included, as Annexure H, the procedure for the Calling of Workshops.

3 Annexure H of this Code included a number of general requirements including:-

* 6 nights available for the holding of Council Workshops (the 6 nights being Monday and Wednesday each week of the 4 weekly council cycle minus the 2 Council Meeting nights).

* All workshops are to be presented to Council on a quarterly basis for adoption and/or prioritisation. Council Support will prepare a report to Council in this regard but will seek input firstly from Managers, then GMT (now known as the Executive Team) as to its preferred priorities.

* 6 Councillors (minute No 8788) are to constitute a quorum for a workshop. Council Support will carry out a ring around prior to the workshop to ensure it proceeds.

* The Lord Mayor retains his right to approve an urgent workshop.

* Minutes of workshops are to be taken and distributed via the Councillors Information Booklet.

ISSUES/OPTIONS/CONSEQUENCES

4 The Executive Team (ET) recommends that workshops only be scheduled for key strategic matters to ensure Councillors’ time is well spent.

5 The issues for Council’s consideration this quarter are DA Assessment and Administration, Parra 2025, Parramatta Draft LEP and Review of the Code of Conduct and Associated Policies.

CONCLUSION

6 The list of proposed workshops for the Fourth quarter of 2008 as suggested by the Executive Team is placed before Council for its adoption.

Jane Worthy

Manager Executive Support

Attachments:

1View

Schedule of Workshops for October to December

1 Page

REFERENCE MATERIAL

Ordinary Council 20 October 2008

Item 13.6

CITY LEADERSHIP AND MANAGEMENT

ITEM NUMBER 13.6

SUBJECT Passenger Vehicle Selection Criteria

REFERENCE F2004/09108 - D01049865

REPORT OF Manager City Operations

PURPOSE:

This report seeks Council endorsement of a set of passenger vehicle selection criteria which will meet Council’s operational and staff needs while still encouraging a reduction in greenhouse gas emissions.

RECOMMENDATION

(a) That Council receive and note the contents of the report,

(b) Further that Council endorses the recommended Passenger Vehicle selection criteria.

BACKGROUND

1. At the Ordinary Council Meeting of 23 June 2008, Council resolved to immediately commence purchasing only passenger vehicles that meet a minimum 4 star rating in accordance with the Federal Governments Green Cars Guide.

2. A number of operational and staff issues have arisen in the months since this decision has been implemented which have been discussed with Council’s Consultative Committee.

3. The minimum 4 star rating has resulted in the following limits being placed on the purchase of vehicles:

- Passenger vehicles using LPG have been excluded from the list of vehicles available despite the potential environmental and financial benefits.

- The choice of vehicles is limited to 4 models, as the Council Fleet Management Policy stipulates that passenger vehicles must have automatic transmissions and be available for purchase on the NSW State Contract 653 – Motor Vehicles Acquisition.

- From these 4 vehicle models available, Council is not always able to select a vehicle that will meet its operational requirements, for example, to tow required plant or carry bulky items between worksites.

- From these 4 vehicle models, a vehicle that will meet the personal requirements of some staff is not always available. This has caused concerns, for example, for staff with large families or children with a disability.

4. It is proposed that the passenger vehicle selection criteria be based on the following;

- The vehicles purchased comply with Council’s Vehicle Fleet Policy which requires, for example, that they be available for purchase under State Contract, be automatics, meet OH&S requirements, cost less that Luxury Car Tax threshold etc.

- The vehicle selected must be ‘fit for purpose’ in that it meets operational requirements.

- LPG vehicles will be purchased where available and appropriate.

- That all passenger vehicles will have a minimum 3 star rating in accordance with the Green Car Guide.

5. Council has also recently sought to reduce the cost of managing its passenger and light commercial fleet. This review has canvassed a range of fleet management issues including the potential to reduce the overall size of Council’s fleet and review the financial contributions paid by staff who have private use of a vehicle. The current Fleet Policy provides some minor incentives to staff to select fuel efficient, low greenhouse gas emitting vehicles, however, it is proposed that incentives be increased in any revision of these arrangements.

CONCLUSION

6. The above recommended selection criteria will allow Council to purchase vehicles that will meet its operational needs, satisfy staff retention and recruitment concerns, while also meeting its environmental responsibilities.

Tim Dale

Civil Operations Manager

Attachments:

There are no attachments for this report.

REFERENCE MATERIAL

Ordinary Council 20 October 2008

Item 14.1

NOTICE OF MOTION

ITEM NUMBER 14.1

SUBJECT Memorandum of Understanding (MOU) with the NSW Labour Council

REFERENCE F2004/07138 - D01042257

FROM Councillor A A Wilson

To be moved by Councillor A A Wilson:-

(a) That the Memorandum of Understanding with the NSW labour council be discontinued.

(b) Further, that council review its tendering processes to stop:-

i) Disastrous blow outs like the Parramatta and Granville Pool refurbishments.

ii) Contraversies like the awarding of the carpark operators contract.

iii) Breeches of the act like the awarding of the Civic Place consultancy.

The following comments are provided by the Manager City Assets and Environment – Tom O’Hanlon and Manager Finance – Jenny Fett:-

MOU – Labour Council of NSW (Unions NSW)

Council resolved to establish this MOU in November 2003 and has subsequently applied to all tenders with a value greater than $100K. The purpose of the MOU is essentially to ensure that Council only engages providers who have appropriate arrangements in place for Workers Compensation; Awards/Industrial Agreements; Occupational Health and Safety; Payroll Tax; Leave entitlements; Superannuation; and the legal right to work of employees.

The MOU obliges tenderers to complete a questionnaire which is forwarded initially to Unions NSW and subsequently to the union most relevant to the nature of the service being tendered. The response of the union is included in the tender report to Council.

In the absence of the MOU, Council could ensure that all of the above named obligations are met by its contractors by including specific clauses in contract specifications and conditions, which would then be assessed by in-house tender assessment panels. All of the requirements listed here are already included in Council’s standard documentation and in some cases e.g. OH&S, they are key selection criteria.

Review of Tendering Processes

Over the last two years the Commercial and Risk Services Manager, Michael MacLean has worked closely with Managers, Probity and Legal Advisors and other bodies to totally rework and revamp Councils Procurement Policies, Guidelines, Tender Checklist, Standard terms and Conditions of Contracts and Standard Services Agreements. Training has been rolled out over recent months to ensure the requirements are well understood and adhered to. Michael has also presented to other Councils, particularly those involved with Westpool and has received very favourable feedback on the quality and comprehensiveness of the material presented.

Commercial and Risk oversight the tendering process to ensure that tender documents are complete, enquiries are answered in an independent and consistent manner and that tender review panels are appropriately constituted and conduct reviews in accordance with predetermined tender evaluation criteria.

E-tendering is being implemented to ensure that tenders issued reach a wide audience, to facilitate monitoring and control and to improve efficiency. Initial responses have been very good.

The next phase of the Procurement improvement project will focus on improved risk management and improved contract management.

Councillors may also recall being invited in April this year, to participate in a review of our project management capacity which was undertaken by external project management specialists, Blue Visions Ltd.

The review, which was completed in August, found that there were significant gaps in our project management capacity, particularly in relation to the systems and tools being used. Council’s Executive Team has, therefore, recently determined to acquire and refine a set of project management tools and templates and to train key staff in their use.

Ordinary Council 20 October 2008

Item 14.2

NOTICE OF MOTION

ITEM NUMBER 14.2

SUBJECT Quality Control Department

REFERENCE F2008/00171 - D01046782

FROM Councillor J Chedid

To be Moved by Councillor J Chedid:-

“That Council investigate options for the implementation of a quality control department, addressing such issues as staff training and resources, standardised accountability systems and benchmarking."

Background from Councillor J Chedid:-

We as a city, ‘Sydney’s second CBD’ should be looking at becoming the benchmark for all local council’s.

We should be looking at options such as the implementation of a Quality Control Department which would allow us to have an accountability system in place, by helping to perform measured yet random quality checks on various departments. This can only be achieved if we have a proper system in place, an accountability system, where a standardised procedure is adopted for every department to use. A system which might include procedures to follow, check and sign off on.

I believe Parramatta City Council staff who require additional resources and skills training should be our number one priority and it is in this area that we should look at investing, enabling everyone across Council to adopt a standardised quality control system in assuring that we minimise mistakes and that we work to a consistent level that would ensure that we provide the best possible service to the community. To implement a system such as this, staff training or a workshop of some sort may be necessary.

Based on the issues that we have encountered in the last couple of years and especially in the last six months from most Council departments, there seems to be a chronic problem with the misinterpretation of information given out to ratepayers, a miscommunication at meetings that occur between council officers and the community where there is a conflict of versions on what has occurred, and on information going out to the community based on requests from Councillors or members of the community themselves.

Unfortunately, errors such as these have already occurred and their implications are wide reaching when it comes to dealing with the local community. It is situations such as these which would greatly benefit from a uniform system of investigation and confirmation prior to information being shared and supplied to other Councillors and staff which is then passed onto the community.

This is why I believe we need to look at ways that we can make our Council officer’s job much easier by doing whatever is possible to ensure they can do their job more efficiently.

We will introduce new training programs to upgrade people’s skills and offer opportunities to excel to a new level and to meet the resident’s expectations on the delivery of all services.

We will introduce an Accountable System to ensure that we deliver value for money and that projects are delivered within budget and in a timely manner.

We will introduce a Quality Control department to ensure all safety procedures are met and updated. We will implement benchmarks for every department and ensure that quality control checks are performed on the level of services that are provided.

Ordinary Council 20 October 2008

Item 14.3

NOTICE OF MOTION

ITEM NUMBER 14.3

SUBJECT Onsite Meeting for Traffic Matters

REFERENCE F2004/06346 - D01046817

FROM Councillor J Chedid

To be Moved by Councillor J Chedid:-

“That it be standard practice that an onsite meeting occur for all traffic matters as this would be beneficial for residents, Councillors and Council staff to be a part of the decision making process.”

Background from Councillor J Chedid:-

I believe that it is important that an onsite meeting takes place where it would enable the local residents to have an input and understand Councils recommendations. Therefore when council does make a recommendation it is based on proper consultation (through an onsite meeting) and an explanation from our council officers as to what the physical components look like e.g. chicanes, roundabouts, traffic islands etc.

Some history behind this is that there was one incident where residents were notified and council followed the correct procedures, but the map and construction documents were so minute and congested with details that the community did not really understand or read the document properly and only realised after it was constructed that it was not what they were expecting.

Comment from Acting Group Manager, Outcomes & Development – Marcelo Occhiuzzi:-

It is acknowledged that consultation with affected residents leads to more informed decisions.

Traffic and Transport Services has conducted 30 mail outs/surveys of different sizes and locations during the last 9 months from January to September 2008, of which 4 mail outs comprised of about 800-1200 residents. A site meeting for every one of these surveys would equate to almost 3 site meetings a month.

The implications for the many other unrelated site meetings Council conducts should be considered both in terms of staff resources as well as Councillor commitment.

A workshop has been scheduled for mid November to discuss issues relating to DAs including delegations and site meetings. It may be appropriate to consider the objectives of this Notice of Motion at that workshop in order that all site meetings can be discussed. In addition, it may be appropriate to consider the input of the Chairperson of the Traffic Committee once fully engaged in the role.

One matter that should be addressed immediately is the quality and/or plans sent to residents for comment on traffic matters.