Agenda of Ordinary Council

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 – Joy Bramham
Geoff King – Acting Group Manager Corporate			Minutes Clerk – Grant Davies
Sue Weatherley–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 Scott Lloyd – Caroline Chisholm Ward
Clr Pierre Esber– Lachlan Macquarie Ward			Clr Andrew Wilson – Lachlan Macquarie 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

TABLE OF CONTENTS

ITEM SUBJECT PAGE NO

1 CONFIRMATION OF MINUTES , Regulatory Council - 9 March 2009

2 APOLOGIES

3 DECLARATIONS OF INTEREST

4 Minutes of Lord Mayor

5 Public Forum

5.1 Approval Authorities relating to Development and DAs on exhibition

6 PETITIONS

7 COUNCIL MATTERS TO BE ADOPTED WITHOUT DISCUSSION

8 Regulatory Reports

8.1 Parramatta City Council versus Propec Pty Ltd

9 City Development

9.1 High Street Epping

9.2 Draft Granville Pedestrian Movement, Parking and Transport Study for Public Exhibition

9.3 Further Report - Draft Parramatta LEP 2008

10 Environment

10.1 Concerns over of Water Quality - Cooper Creek

11 Roads Paths Access and Flood Mitigation

11.1 Prioritisation Traffic Calming

11.2 Proposed Renaming of Cooinda Place, Winston Hills to Coolaroo Place, Winston Hills

12 Culture and Leisure

12.1 Annual Christmas Lights Competition

13 Community Care

13.1 Council's Advisory Committees

14 City Leadership and Management

14.1 Local Government Managers Australia (LGMA) National Congress and Business Expo 'Local Government.... Creating our future' 24 -27 May 2009 Darwin Convention Centre NT

14.2 Councillor Information Seminars

14.3 Investments Report for January 2009

14.4 2009 National General Assembly of Local Government (NGA) "Rising to the Challenge - Infrastructure, Financing, Climate Change".

14.5 Policy Review Civic Office Expenses and Facilities

14.6 Report of the Audit Committee Meeting held on 5 February 2009

14.7 Strategic Planning Conference

15 Notices of Motion

15.1 Electoral Laws

15.2 Development Policy

15.3 Places of Worship

16 DECISIONS FROM CLOSED SESSION

17 Closed Session

17.1 Strategic Asset Management Property Acquisition Negotiation

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.

17.2 Civic Place - March Update

17.3 Electronic Voting at Council Meetings

17.4 Provision of Catering Services Tender

17.5 Independent Representatives for Council's Audit Committee

This report is confidential in accordance with section 10A (2) (a) of the Local Government act 1993 as the report contains personnel matters concerning particular individuals.

18 QUESTION TIME

PUBLIC FORUM

ITEM NUMBER 5.1

SUBJECT Approval Authorities relating to Development and DAs on exhibition

REFERENCE F2004/06403 -

FROM Barry Benson

1. I would like to draw councils attention to a number of Department of Planning documents including the Metropolitan Strategy (2005) , the West Central Subregional Strategy (2007), A Department of Planning directive from the Acting Regional Director, Sydney South West regarding ‘Enterprise Corridors’ (July 2007), Department of Planning Circular PS08-016 and the Booklet entitled Development near rail corridors and the busy road- interim guideline (December 2008).

Experts from the NSW Health, Planning DECC and the Transport Ministry met in 2004 and determined that there were health risks from developments along busy roads (enterprise Corridors) above 20,000 vehicles AADT particularly for sensitive uses such as Housing, Childcare Centres and Schools

It is also stated that there are a number of roads that are NOT RECOMMENDED for Housing development due to traffic noise and vehicle emissions. It is our belief that roads such as Briens Road (77,00VPD), Victoria Road (66,000 VPD), The Great Western Highway (50VPD), Parramatta Road (50,000 VPD), and Woodville Road (50,000 VPD) meet that criteria regardless of whether those dwellings front the main or side road.

These documents clearly shoe that it the Approval Authority, Council or State, who are responsible for determining and resolving these polluting issues. Merely by requesting the information assistance of the Government Resources available to them.

While these Strategies and Guidelines relate to New Developments there is also an increasing concern for occupants of established residences on busy roads as vehicle numbers grow annually due to school leavers and increased immigration.

These risks have been known to this council since 2003. Would Council now tell the community why they have ignored continual health warnings of the past four years?

2. With a sense of déjà vu members of the public fronted libraries at Ermington and Parramatta only to find that a Development Application advertised as being on Exhibition was not. Accompanying documentation were available at the DSU counter but only on request, the Development Application was not.

Section 79(1)(a) of the EPAA requires that the Development Application and any accompanying information be placed on public exhibition. Not just accompanying information such as plans, etc.

In 2008 changes were made to several Acts of Parliament so that the public would be advised of political donations made by those involved in the application process. How can members of the public be advised and provide input of details contained in those documents are not exhibited.

Specific donor/gift information is required for each application and not whether they are an employee, councillor or relative. A Public Register was also not available for viewing.

Why is this information only being asked for in selective applications, i.e. Woodville Road and not across the board.

RESPONSE

Attachments:

There are no attachments for this report.

REGULATORY

ITEM NUMBER 8.1

SUBJECT Parramatta City Council versus Propec Pty Ltd

REFERENCE F2004/07849 - D01156285

REPORT OF Manager Ranger Services

PURPOSE:

To report to council the outcome of Parramatta City Council versus Propec Pty Ltd.

RECOMMENDATION

That council receive and note the courts decision in the matter of Propec Pty Ltd versus Parramatta City Council

BACKGROUND

1. In July 2007 several complaints were made to council in regards to vehicles parking illegally in Beamish road Northmead. The complaint specifically mentioned vehicles associated with a Development site in this area.

2. Council Rangers attended and spoke to the building company in regards to this complaint and addressed other issues that were sighted at the time of inspection.

3. A follow up inspection revealed vehicles illegally parked and non compliance with the development consent conditions in regards to cyclone fencing and pallets being stored on council land, no sediment control in place and dirt/debris in the gutter and stormwater pit. At this time the attending Ranger issued penalty notices to the illegally parked vehicles and had a conversation with the site foreman and several staff working at this site. At this time a phone call was made to Parramatta Police requesting Police assistance. The Ranger then took several photographs and left the area.

4. On the 2^nd August 2007 the attending officer issued two (2) penalty notices to the building company Propec Pty Ltd for the offence of Development not carried out in accordance with consent in relation to the lack of sediment control and fencing/pallets being stored on council land. The penalty amount for this offence is $600.00. The officer also issued one (1) penalty notice for the offence of Pollute waters due to sediment located in the gutter and storm water pit outside this site. The penalty amount for this offence for a company is $1,500.00

5. Propec Pty Ltd elected to appeal the penalty notices before the local courts.

6. This matter was listed for mention before the local court June 2008. A representative of Propec Pty Ltd entered a plea of not guilty and the matter was set for hearing in September 2008.

7. In September 2008 a legal meeting was held with council solicitors to discuss the pending court hearing. At this time it was agreed between all parties that the penalty notice issued for the offence of Pollute waters would be withdrawn and a plea of guilty would be entered by Propec Pty Ltd for the other two offences.

8. Due to unforseen circumstances this agreed outcome was not relayed between the partners of council legal representatives prior to the hearing date and all three (3) matters were heard by the court. The presiding magistrate found in Councils favour and awarded $15,500.00 for each matter.

9. Propec Pty Ltd legal representatives proceeded to seek an annulment application for each matter. This application was agreed to by council.

10. This matter was again listed for hearing in January 2009. Mr Ian Woodward from Storey and Gough solicitors attended court on council’s behalf. Submissions from both legal representatives were made to the court and the presiding magistrate adjourned the matter until February 2009 for sentencing.

11. In February 2009 the Magistrate delivered a judgement as to the seriousness of the offence and the relevant legislation overseeing it. She did accept the explanation given by the defence however stated although such an explanation was plausible it was not satisfactory. She took into account all the mitigating circumstances including the plea of guilty and no previous offences. She determined that the risk of the company offending again was low. The Magistrate placed the offence on the low end of the scale of the environmental offences and took this into account when considering the penalty. The Magistrate found in councils favour and imposed a penalty amount of $10,000.00 with court costs of $78.00.

12. Mr Woodward made an application pursuant to s.215 of the Criminal Procedure Act 1986 for costs. The court accepted the presented argument and awarded $2,500.00 as just and reasonable costs in the circumstances of the case.

CONSULTATION & TIMING

13. Consultation was undertaken with Storey and Gough Solicitors.

Rodney Sutcliffe

Manager Ranger Services

Attachments:

There are no attachments for this report.

REFERENCE MATERIAL

CITY DEVELOPMENT

ITEM NUMBER 9.1

SUBJECT High Street Epping

REFERENCE F2004/07951 - D01150899

REPORT OF Property Program Manager

PURPOSE:

The purpose of this report is to seek Council’s approval of the compensation for compulsory acquisition of land stratum at High Street Epping by the Transport Infrastructure Development Corporation.

RECOMMENDATION

(a) That Council agree to a total compensation of $8,681.20 (GST included) for the compulsory acquisition of Lot 1 DP 1126361 being a stratum of the Council land at High Street Epping, by the Transport Infrastructure Development Corporation.

(b) Further, that the Lord Mayor and the General Manager be authorized to affix the Council seal to Claim for Compensation, Deed of Release and related documents relating to the compulsory land acquisition of the subject Council land by the Transport Infrastructure Development Corporation.

BACKGROUND

1. In February 2004, the Transport Infrastructure Development Corporation (‘TIDC’) acquired a leasehold interest at High Street Epping for the purpose of construction of rail facilities for the Epping Chatswood Rail Line project. The construction lease was for a term of 4 years with the intention that on completion of works, TIDC would proceed to acquire a freehold interest in the Council land for the structures built. Part of High Street at its junction with Bridge Street was closed for construction purpose and the construction lease provided that TIDC on completion of construction works would restore High Street to its former state.

2. On 22 August 2008, TIDC published a land acquisition notice in the Government Gazette to acquire a parcel of sub-surface land at High Street (now described as Lot 1 DP 1126361) for rail structure constructed below the surface of High Street. This underground rail structure is part of the service building built on the adjoining railway land.

3. In connection with the underground rail structure, a service hatch which formed part of the footpath was built. This service hatch is to provide access for transportation of plants and equipment to the underground rail structure.

4. A detailed submission and a location plan are in Attachments 1 and 2.

ISSUES/OPTIONS/CONSEQUENCES

5. The Valuer General in accordance with the Land Acquisition (Just Terms Compensation) Act 1991 made a determination of nil compensation other than compensation for disturbance.

6. Legal advice has been sought, which confirmed that under Schedule 6B of the Transport Administration Act 1988 no compensation is payable for rail infrastructure facilities that are located under the surface of the land unless the surface of the overlying soil or the support of that surface is disturbed or injuriously affected. Accordingly Council will have no claim against the TIDC acquisition of the subject land stratum below the surface of High Street for the underground rail structure.

7. It should be noted that the surface hatch (approximately 5.4 m by 3 m) at the footpath did not form part of the TIDC land acquisition notice and Council’s legal advice has confirmed that Council is entitled to compensation for the permanent use and occupation of the Council footpath for the service hatch. The legal advice has raised doubt, however, on how such Council loss of opportunity to use the footpath occupied by the service hatch could be quantified.

8. The service hatch has been built flush with and formed part of the footpath reconstruction. Instead of restoring the footpath to its former state TIDC at the request of the Council’s Capital Projects Unit has restored the footpath to provide new planting beds, new traffic island and angel parking. It has been estimated by the Council’s engineer that the additional works carried out by TIDC above the “standard” footpath reconstruction would cost more than $50,000.

9. Advice has also been sought from Council’s valuation consultants, which confirmed that nominal compensation would be claimable for Council loss of use of the footpath due to the service hatch. But as the Council asset has been improved by the additional work of TIDC in restoring the footpath, there is a case for “betterment” and would offset against the nominal claim.

10. Accordingly it is recommended that Council should settle its claim by seeking disturbance compensation of $8,681.20 (GST included) for legal and valuation fees.

CONSULTATION & TIMING

11. Both the Council’s Capital Works Unit and Traffic and Transport Unit have been consulted and their advice sought in compensation negotiation with TIDC.

Kwok Leung Stephen Montgomery

Property Program Manager Manager Strategic Asset Management

Attachments:

1View	Detailed Submission	1 Page
2View	Location Plan	1 Page

REFERENCE MATERIAL

CITY DEVELOPMENT

ITEM NUMBER 9.2

SUBJECT Draft Granville Pedestrian Movement, Parking and Transport Study for Public Exhibition

REFERENCE F2007/02318 - D01157154

REPORT OF Place Manager - City Strategy

PURPOSE:

The purpose of this report is to recommend for public exhibition the Draft Granville Pedestrian Movement, Parking and Transport Study and the Draft Action Plan.

RECOMMENDATION

(a) That Council place the Draft Granville Pedestrian Movement, Parking and Transport Study and the Draft Action Plan on public exhibition for 4 weeks from 27 March 2009 to 24 April 2009.

(b) That the Draft Granville Pedestrian Movement, Parking and Transport Study and the Draft Action Plan be forwarded to the Traffic Committee for comment and feedback.

(c) Further, that a summary of the feedback is provided to Council following the public exhibition and the Draft Granville Pedestrian Movement, Parking and Transport Study and the Draft Action Plan are re-presented along with any proposed changes for adoption.

BACKGROUND

1. The draft Granville pedestrian movement, parking and transport study (the draft Study) was developed by Greg Tucker and Associates (GTA) consultants. An executive summary of the Study is provided (attachment 1) and a full copy of the document is available on request (209 pages). A draft Action Plan has also been developed that suggests further solutions that reflect Granville’s changing circumstances and the priorities of Council (attachment 2).

2. The draft Study together with the draft Action Plan was presented to Council on 23 February 2009 for public exhibition. Council resolved:

That consideration of this matter be deferred for 1 month and in the meantime, Council write to the Ministry of Transport with a view to ensuring that there are no freight trains running in peak hours and also seeking the freight timetable for the Carlingford line.

3. A letter has been forwarded to the NSW Minister for Transport seeking assurance that freight train movements across Parramatta Road during peak hour will cease (attachment 3). Information provided by Railcorp Network Access on the freight timetable for the Carlingford line indicates that currently there is 1 freight train movement that crosses Parramatta Road during the morning peak and 1 during the evening peak. A copy of the Minister’s response will be provided to Councillors when available.

ISSUES/OPTIONS/CONSEQUENCES

4. It is proposed that the executive summary of the draft Study and the draft Action Plan be placed on public exhibition for 4 weeks from 27 March 2009 to 24 April 2009. The draft Study and draft Action Plan will be exhibited on Council’s website and at Council facilities including Darcy Street offices, Granville and Parramatta libraries, and Granville Youth and Community Centre. Letters will be sent to all attendees of previous Council consultation workshops, and will be advertised in the local press.

5. It is also proposed that the draft Study and draft Action Plan be sent to the Traffic Committee for feedback before a further report to Council to consider these documents for adoption. A comprehensive summary of community comments gained from the exhibition would also be included in this report, along with any proposed changes to the documents.

CONSULTATION & TIMING

6. The draft Study was developed in consultation with key stakeholders including the Granville Town Centre Committee, Chamber of Commerce, community members, Roads and Traffic Authority, Ministry of Transport and Taxi Council of NSW.

7. In summary the draft Study concludes that vehicle traffic in Granville town centre is highly congested due to the broader traffic network. Key priorities identified include:

(i) the provision of additional on ramps from Church Street and James Ruse Drive to the M4 Motorway

(ii) ceasing freight train movements across Parramatta Road in peak times

(iii) additional bicycle parking facilities in the town centre and interchange

(iv) renew and upgrade bus interchange facilities on the current site

(v) lobby for additional bus services

Neile Robinson David Gray

Senior Project Officer Senior Project Officer

Place Manager Transport Planning

Attachments:

1View	Executive Summary	14 Pages
2View	Draft Action Plan	5 Pages
3View	Copy of letter to Minister	1 Page

REFERENCE MATERIAL

CITY DEVELOPMENT

ITEM NUMBER 9.3

SUBJECT Further Report - Draft Parramatta LEP 2008

REFERENCE F2006/01198 - D01158704

REPORT OF Acting Manager Land Use and Transport Planning

PURPOSE:

This report presents the collated information received from the Ward Councillor Working Parties identifying their changes to the draft LEP as well as an outline of the proposed informal information process to display the draft LEP, as required by Council resolutions of 9 February and 23 February 2009.

The report also seeks Council’s adoption of the draft LEP as presented to Council on 15 December 2008, together with any amendments Council wishes to make as a result of the processes described above.

RECOMMENDATION

(a) That Council adopt the recommendations relating to the draft Parramatta LEP (PLEP) as reported to Council 15 December 2008 (Attachment 4) as follows:

1 That Council endorse draft Parramatta Local Environmental Plan in Attachments 7 and 8 to the 15 December 2008 report and seek section 65 certification from the Department of Planning to enable the public exhibition of the draft plan.

2 That Council be informed of the outcome of the certification process prior to the commencement of the formal exhibition and any significant changes be the subject of a further report.

3 That any land reservations required for public transport corridors relating to SREP 18 – Public Transport Corridors be included in draft PLEP prior to exhibition if resolved by the relevant State Government authorities.

4 That Council staff continue the process to further develop a voluntary planning agreement (VPA) for the No 2 Morton Street site with the proponent and the draft VPA be reported back to Council for endorsement with the aim of exhibiting the draft VPA concurrently with draft PLEP.

5 That Council agree in principle to the amalgamation of the City Centre LEP with the draft PLEP and that a further report on the process of amalgamation be presented to Council.

6 That, subject to advice to Council of those changes, should minor errors or anomalies be discovered in the draft PLEP maps or documentation, then those be rectified prior to exhibition of the draft LEP without being referred back to Council.

(b) That the general agreement reached by Councillors at the workshop on 4 February 2008, on the matters identified on the report to Council of 23 February 2008 (Attachment 3), be considered by Council as potential amendments to the draft LEP.

(c) That the outcomes of the discussions of Ward Councillors working groups as outlined in Attachment 1 be tabled for consideration by Council.

(d) That the informal public information process on the draft LEP be carried out generally as outlined in Attachment 2 to this report prior to any formal exhibition of the draft PLEP.

(e) That the informal public information process be undertaken for a 4 week period.

(f) That the draft LEP as adopted be the subject of a further s64 pre submission meeting as required by the Department of Planning (DoP) and Council be advised of the outcome following that meeting as to the subsequent s65 certification process.

(g) Further, that Council invite the owner(s) of land within the industrial precinct at River West Road, Parramatta, to discuss a separate process by which the rezoning of the land to allow a mix of uses including residential, be considered.

BACKGROUND

1. The draft Parramatta LEP was reported to Council on 15 December 2008, seeking Council’s endorsement of the plan for submission to the Department of Planning (DoP), seeking a section 65 certificate to enable public exhibition of the plan. Attachments 7 & 8 to that report were the spiral bound copy of the draft LEP document and the folder of draft LEP maps.

2. Council deferred consideration of the matter to its meeting on 23 February 2009 and held a workshop on 4 February 2009 for Councillors to raise any concerns/issues relating to the draft LEP.

3. On 9 February 2009 Council resolved as follows.

(a) That Parramatta City Council seek to address the finalisation of the Parramatta Local Environment Plan in a most timely manner, and in order to give due consideration to all matters pertaining to the city’s future character:

(b) That a report is requested from Council’s Property Section listing all of Council’s properties and promoting a strategy which seeks to ensure that community owned land in Council’s ownership is not disadvantaged, and that scope is provided to maximise the community’s future investments.

(c) That such land will be identified and categorised so as to allow its inclusion in the LEP, after consultation with Council.

(d) That each Council Ward will form a ‘Working Party’ of its Councillors to review the proposed future character of each Ward, and that where discussion is required about land adjacent to Ward boundaries, that the Councillors of both Wards will have equal input.

(e) That each Ward ‘Working Party’ will deliver its outcomes to the responsible officer by 23 February 2009.

(f) That after the plan is finally adopted by Council and sent to the Department of Planning for a Section 65 Certificate to enable public exhibition:

(g) That Council undertake an informal exhibition of the plan through each Ward over the pursuing four month period.

(h) That a report is requested outlining the format and process of such an informal exhibition.

(i) That for the purpose of exhibition a method of presentation be developed by Council which will allow easy recognition and understanding of the LEP document.

(j) Further, that the CEO convey Council’s intentions to the Department of Planning.

4. At the Council meeting on 23 February 2009, Council considered a supplementary report on the draft LEP, which outlined the proceedings of the workshop on 4 February for Council to consider. Council resolved as follows:

(a) That consideration of this matter be deferred for 1 month and in the meantime, those Councillors that have met submit any minutes or details relating to their considerations.

(b) That Council seek the action requested under Clauses (b) and (e) at the Council Meeting held on 9 February, 2009 namely:-

“(b) That a report is requested from Council’s Property Section listing all of Council’s properties and promoting a strategy which seeks to ensure that community land in Council’s ownership is not disadvantaged and that scope is provided to maximise the community’s future investments.

(e) That each Ward ‘Working Party’ will deliver its outcomes to the responsible officer by 23 February 2009.”

(c) Further, that Council seek a legal opinion regarding its obligations under the Environmental Planning and Assessment Act should it undertake an informal exhibition.”

ISSUES

5. This report addresses the items from the above resolutions where Council has requested more information, namely:

(a) Compiling the issues submitted by the Councillor working parties

(b) The informal exhibition process, including the legal opinion.

6. A copy of the legal advice has been provided separately to Councillors by memo prior to the Council meeting.

7. A separate report will be prepared by Council’s Strategic Asset Manager regarding item (b) of Council’s resolution of 9 February 2009.

8. It should be noted that Council has not made a decision as to which of the matters raised at the workshop on 4 February and reported to Council on 23 February 2009 it wishes included in the draft LEP. The workshop matters reported to Council on 23 February 2009 are included Attachment 3. It is acknowledged that there may be significant overlap between these matters and those raised by Ward Councillor working groups, but they are included for completeness. Councillors have previously received a summary table of the workshop proceedings.

9. The list of issues from the Councillor working groups is Attachment 1 to this report.

10. An outline of the informal information display and discussion of process issues related to this is outlined in Attachment 2 to this report. A meeting was conducted with Council’s legal advisor to discuss the various issues in adopting an informal ‘exhibition’ of the draft LEP immediately prior to a formal exhibition of the instrument. The discussion at Attachment 2 has been influenced by these discussions and the subsequent legal advice received and provided to Councillors, which discusses the issues that need to be addressed and the caution that needs to be exercised.

Marcelo Occhiuzzi Sue Stewart

Manager, Land Use Senior Project Officer

and Transport Planning Land Use Planning

Attachments:

1View	Outcomes of Ward Councillor Working Group Discussions	7 Pages
2View	Outline of Informal of Exhibition	4 Pages
3View	Supplementary Report Considered by Council on 23 February 2009	3 Pages
4	Draft Parramatta Local Environmental Plan 2008 Considered by Council on 15 December 2008	52 Pages

REFERENCE MATERIAL

None.

ENVIRONMENT

ITEM NUMBER 10.1

SUBJECT Concerns over of Water Quality - Cooper Creek

REFERENCE F2004/06070 - D01156890

REPORT OF Senior Environmental Health Officer

PURPOSE:

For Council to be informed of the investigation into Cooper Creek Water Quality

RECOMMENDATION

(a) That the report be received and noted

(b) That Cooper Creek be considered for inclusion in the Council’s Waterway Improvement Program.

(c) Further, that a response outlining the outcome of Council’s investigation be forwarded to the head petitioner Mr Charles Carmenzuli.

BACKGROUND

1. Council at its Meeting on 24 November 2008 resolved that a petition from Mr Charles Camenzuli and others be received and noted and referred to the appropriate officer for report. This report responds to that request.

2. Council Officers inspected Cooper Creek, Wentworthville in December 2008 to identify potential sources of pollutants that may be contributing to high levels of bacteria in the waterway. Council records show that Cooper Creek drains a large urban catchment that originates in the Holroyd City Council area and terminates at the confluence with Toongabbie Creek in the Parramatta Council area. At the time of the inspection there was no evidence of illegal discharges entering Cooper Creek within the Parramatta Council area.

3. The high bacterial loads detected in Cooper Creek can be attributed to diffuse pollution sources including sewerage contamination and stormwater runoff.

i) Sydney Water’s sewer infrastructure runs parallel to Cooper Creek and during sustained wet weather the sewer infrastructure is designed to overflow into the creek to relieve pressure on the sewer main. Wet weather sewerage overflows into urban creeks is regulated through an environmental protection licence agreement between the NSW Department of Environment and Climate Change and Sydney Water.

ii) Stormwater runoff is known to carry contaminants including fertilizers, animal wastes, lawn clippings and sediment into urban creeks such as Cooper Creek. The contaminants provide conditions suitable for the growth of bacteria which often results in visual pollution and odours. This phenomenon is supported by local data collected from Council’s water quality monitoring program on Toongabbie Creek downstream of Cooper Creek which shows high bacterial and nutrient loads immediately following wet weather. However prolonged wet weather improves water quality by flushing the contaminants out of local creeks into the Parramatta River.

CONCLUSION

4. The most effective way to reduce diffuse pollution and stormwater run-off is to catch the pollution before it has the chance to enter Council's waterways. In this regard Council’s Manager Environmental Outcomes has advised that key locations within the Cooper Creek catchment will be identified for water quality improvement works including the installation of gross pollutant traps, sediment basins and creek rehabilitation as part of Council’s Waterways Improvement Program scheduled to commence in 2009/10. It is anticipated that the inclusion of Cooper Creek in Council’s Waterways Improvement Program will ultimately improve water quality in the creek.

5. Local residents will be consulted during Council’s Waterways Improvement Program targeting the Cooper Creek catchment.

Andrew Scholz

Senior Environmental Health Officer

Attachments:

1View	Location Map	1 Page
2View	Petition - Cooper Creek	1 Page

REFERENCE MATERIAL

ROADS PATHS ACCESS AND FLOOD MITIGATION

ITEM NUMBER 11.1

SUBJECT Prioritisation Traffic Calming

REFERENCE F2008/05098 - D01152502

REPORT OF Manager Traffic and Transport

PURPOSE:

On 23 February 2009 Council resolved to ‘introduce a funding program for the Road Safety and Amenity List into the budget for 2009/10 and that funding for the program be from fine revenue in the City’. The report below is intended to give direction to staff regarding how items are to be included in this list and how the list is to be prioritised. Council, by resolution, will be able to modify the list.

RECOMMENDATION

(a) That the Road Safety and Amenity List be included in the agenda of Traffic Engineering Advisory Group agendas as a standing item.

(b) That for a request be accepted onto the Road Safety and Amenity List then at least 50% of properties should indicate support in writing for the proposal by petition or form letter. Furthermore, inclusion on the list would only last 5 years, if a project is not funded in this time then it will be removed from this list.

(c) That the Road Safety and Amenity List be prioritised based on the number of collisions and cost of works (benefit/cost ratio). When a proposal has been prioritised the residents of the street will be advised of its listing and a general indication of its priority.

(d) Further, that it be noted that Council, by resolution, will be able to add to this list or change the priority regardless of the benefit/cost ratio assessment process conducted by staff.

BACKGROUND

1. In late 2008, Council received several requests and petitions for traffic calming or speed humps in several streets in Merrylands, South Granville and Guildford. These streets included Cross Street, Bolton Street, Lackey Street, Robertson Street, Zillah Street, Adam Street, Dellwood Street, Oakleigh Avenue, Gordon Avenue and Pegler Avenue. The streets are straight and generally flat. Council staff receive more complaints about anti-social driving in these suburbs than in other areas. Some of the streets have low numbers of collisions, however, residents are concerned about safety and speeding in their streets. Requests have been received for similar streets in other suburbs such as Granville and North Parramatta.

2. Council installed speed humps in Mayfield Street, Wentworthville; Doig Street, Constitution Hill; and Meadows Street, Merrylands in 2007/2008. Council has recently installed speed humps in Farnell Street, O’Neill Street, Gregory Street and Stuart Street, Granville; Chamberlain Road and Rhodes Avenue, Guildford. All of these projects are funded by Urgent Ward Works except for Rhodes Avenue (which has a large collision history). Speed humps are an effective and efficient way of reducing traffic speeds and improving safety.

3. On 27 November 2008 the Traffic Engineering Advisory Group (TEAG) considered two reports regarding requests for speed humps or traffic calming in Zillah Street, Adam Street and Robertson Street. The recommendation from these reports advised of the intention to provide a report regarding prioritisation of traffic calming works. The report was submitted to TEAG in February but was not adopted by Council. This report is a modified version of the TEAG report.

4. Urgent Ward Works funds have been used for traffic calming works in residential areas that are primarily intended to improve road safety and amenity in a street. The funds are used to reduce traffic speeds where there is a low to moderate number of collisions and sight distance is satisfactory. This is currently the only source of funding for such works.

5. Council has received many other requests from the community for traffic calming (often speed humps) to improve the local amenity and safety. Council maintains a list of streets where there has been a request for traffic calming and there is over 200 streets on this list. This is called the Road Safety and Amenity List. In most streets, requests have only been received from one or two residents and the requests may have been received many years ago.

6. The Road Safety and Amenity List should be improved so that there is more evidence of resident support for a proposal and that it is a current request. Therefore, it is suggested that for a request to be accepted onto the Road Safety and Amenity List then at least 50% of properties should indicate support in writing for the proposal by petition or form letter. Furthermore, inclusion on the list would only last 5 years, if a project is not funded in this time, then it will be removed. The request should also include the type of treatment requested. If no treatment is specified then staff will list the treatment considered most appropriate.

7. The Road Safety and Amenity List could then be prioritised based on the number of collisions and cost of works (benefit cost ratio). When a proposal has been prioritised the residents of the street will be advised of its listing and a general indication of its priority.

8. If an inadequate number of residents have requested traffic calming then the head petitioner will be advised of the requirements to be on the list and also given a general indication of the priority. It is proposed that the Road Safety and Amenity (RSA) List be included as a standing item in the Traffic Engineering Advisory Group agenda. Council, by resolution, will still be able to change the priorities or add a street that does not have 50% residents support.

9. A section of street can also be considered (rather than an entire street). A section of street will be from one control point to another, e.g. from the end of a street to a ‘give way’ or ‘stop’ restriction. Where there is evidence of collisions at a cross street then consideration will also be given to treatments in the side street and including these residents in the consultation.

10. It is intended that Council notify residents that have requested traffic calming since 1 July 2008 of the changes to the Road Safety and Amenity List. The new list will include Zillah Street (between Adam Street and Lanham Street) plus any other streets where the requests since 1 July 2008 meet the proposed requirements.

11. There are more complex methods of prioritising requests. These include consideration of matters such as up-to-date traffic volume/speed/classification counts; sight distance measurement; noise measurements; pedestrian counts; and resident survey. However, due to the significant resources required to undertake the prioritisation and the number of streets to be prioritised, it is recommended that Council not include consideration of these matters.

12. Council has limited funds to provide for local traffic calming measures. Whilst the annual budget for such works may vary from year to year, there will always be a need to prioritise which works occur first as demand invariably is higher than is able to be funded. This report recommends such a process, but importantly, Council may continue to add or amend to this list regardless of the prioritisation process conducted by staff.

Marcelo Occhiuzzi

Manager Land Use and Transport Planning

Attachments:

There are no attachments for this report.

REFERENCE MATERIAL

ROADS PATHS ACCESS AND FLOOD MITIGATION

ITEM NUMBER 11.2

SUBJECT Proposed Renaming of Cooinda Place, Winston Hills to Coolaroo Place, Winston Hills

REFERENCE F2006/00231 - D01156292

REPORT OF Property Officer

PURPOSE:

To present to Council the results of the formal exhibition of the proposal to change the name of Cooinda Place to Coolaroo Place, Winston Hills, and seek Council approval to formalise this name change.

RECOMMENDATION

(a) That Council officially changes the street name from Cooinda Place to Coolaroo Place.

(b) Further, that the residents of Cooinda / Coolaroo Place, and the relevant authorities (UBD, Emergency Services, Aust Post, Government Services Etc) be notified of Council’s decision.

BACKGROUND

1. At its meeting of 15 December 2008, Council considered a report proposing the renaming of Cooinda Place Winston Hills to Coolaroo Place Winston Hills.

2. At this time, Council resolved to undertake the formal exhibition and submission process to rename Cooinda Place on public exhibition. Advertisements were placed in Parramatta Advertiser (28/01/09) and NSW Government Gazette (23/01/09).

ISSUES/OPTIONS/CONSEQUENCES

3. To allow the duplication of Cooinda Place Winston Hills and Cooinda Place Baulkham Hills to remain poses a substantial risk to the effectiveness of emergency services responses to either street.

4. The re-naming of Cooinda Place, Winston Hills would remove the above risks and correct the mail issues currently being experienced by the residents.

CONSULTATION & TIMING

5. No submissions were received during the exhibition period. Consultation with the residents prior to the exhibition showed that there was unanimous support for a change in street name, with the preferred name being “Coolaroo Place”.

6. Given the community preference for the proposed re-naming, it is recommended that Council proceed with the formal adoption of the name “Coolaroo Place”, and take action to implement the change.

Ron Hayes

Property Officer

Attachments:

There are no attachments for this report.

REFERENCE MATERIAL

CULTURE AND LEISURE

ITEM NUMBER 12.1

SUBJECT Annual Christmas Lights Competition

REFERENCE F2004/09855 - D01134340

REPORT OF Acting Service Manager - Major Events and Sponsorship

PURPOSE:

To provide Council with advice on the potential to develop an Annual Christmas Lights Competition as requested at its meeting of 24 November 2008.

RECOMMENDATION

a) That Council consider the information provided in this report

b) That a project proposal be prepared for a Christmas Lights competition for Council’s consideration in the Management Plan and Budget for 2009/10.

BACKGROUND

1. At its meeting on 24 November 2008, Council resolved:

“That Council prepare a report outlining a budget proposal for the 2009/2010 year and then annually such that the Council will:

a) Conduct an Annual Christmas Lights Decorations Competition in our suburbs and local businesses;

b) Promote this Annual Competition throughout its suburbs and local businesses in order to make Parramatta the most attractive city during Christmas;

c) Attract sponsorship to offset some of the operational costs as well as provide prizes for its winners in the residential and commercial categories, as well as on the basis of creativity, innovation, animation, alignment to the Christmas season; and

d) Award prizes to the residences and businesses, as well as the nominators.”

RESEARCH AND CONSULTATION

2. The Councils Major Events team have considered the proposal, examined similar programs in other areas, and consulted with internal stakeholders.

3. Decorating homes at Christmas time has become increasingly popular throughout Sydney and other metropolitan areas of Australia in recent years and some highly decorated houses and streets have become virtual tourist attractions. There are numerous examples of radio stations and newspapers conducting competitions to acknowledge outstanding decorations.

4. The Hills Shire has such a competition (“Deck the Hills”) sponsored by a local Christmas goods supplier the Christmas Cave, and by the Hills Homemaker Centre and the Hills Shire Times.

5. Blacktown City Council also runs a competition which is sponsored by local Christmas goods supplier Elf Help, and by Blacktown RSL and Westpoint Blacktown.

Outcomes

6. Competitions such as these may lead to increased “community pride”. It has been argued that community connectedness is increased where neighbours collaborate on decorating their homes.

Logistics

7. The logistical arrangements for introducing a Christmas Lights Competition will vary, for example, depending on the involvement of sponsors/partners and funding available. Some of the issues to be considered include:

8. Generating Interest:

The program would need to be promoted via paid advertising in all newspapers across the LGA, and via leaflets distributed through community outlets and possibly letterboxing. Press stories are also possible to promote the competition both before and after any prizes being awarded.

9. Administrating the Competition:

a) This could be done on-line, or printed forms to be distributed and collected at Libraries and Council’s Administration Centre.

b) A Trade Promotions Lottery (TPL) Number may be required.

c) Staff time is required in the design, administration, marketing, distribution of forms, collection and processing of nominations, judging processes and awards ceremonies.

d) Volunteers including Councillors may be co-opted to participate in the judging process. The assessment criteria would need to be established and judging of all nominations would occur in the evenings after 8:30pm.

FINANCIAL IMPLICATIONS

Budget

10. In addition the staff time required to support the event, the following budget is prepared on the basis of the cost of other similar projects and promotional campaigns. A draft budget follows:

Advertising (all newspapers/all Wards) 3800

Other promotion printing etc 900

Distribution 2500

Ceremony/announcement 1000

Total $7200

Prizes, awards etc TBA

11. No assessment of the cost of prizes is made due to:

a) the unknown cash or in-kind benefits from any sponsor and

b) the highly variable nature of prizes in cash form.

Sponsorship

12. Possible sponsors include businesses supplying Christmas decorations, large retailer and others local businesses.

13. The involvement and participation of a local newspaper would be highly desirable as it would assist both in promoting the competition to residents and attracting other sponsors.

14. The present global financial situation indicates that many companies are reducing their marketing/promotions budget and are seeking direct value delivered from dollars spent. For example, last year Westfield declined to support Council’s Christmas Calendar (previous years $8000) which went to 42,000 local homes.

ISSUES/OPTIONS/CONSEQUENCES

15. There have been situations where Christmas lights displays have caused negative community responses and impact on local amenity, with some neighbourhoods declining to continue previously well attended displays. In developing a Christmas Lights Competition, Council would need to consider how to minimise potential reputational risks including:

a) The cost of decorations can be high so individuals or particular Wards or sections of the LGA will not be financially able to equally participate and winners are likely to be those who have spent the most money

b) Competition may be perceived as wasteful in times of economic downturn and/or wasteful of electricity or otherwise environmentally unsound

c) Competition may be perceived as discordant in religiously diverse neighbourhoods

d) Traffic congestion can inconvenience local residents

OTHER OPTIONS

16. Either in addition or in place of a Christmas Lights Competition, Council could consider alternate strategies to encourage community connectedness at Christmas time.

17. For example, a competition could be based at various local community buildings, encouraging community participation at Council’s centres and encouraging elderly and youth sectors to participate.

18. Council could further support Christmas celebrations held with local community groups throughout the City.

19. Council could extend its program of Christmas decorations in suburban shopping centres to include smaller retail developments.

CONCLUSION AND RECOMMENDATION

20. It is proposed that Council note the report, consider the cost and other consequences of the proposed competition and further options to support the celebration of Christmas in the Parramatta Local Government Area. It is suggested that if Council favours the introduction of a Christmas Lights Competition, then a project proposal should be prepared for Council’s consideration in the Management Plan and Budget for 2009/10.

George Mannix

Acting Service Manager, Major Events & Sponsorship

Attachments:

There are no attachments for this report.

REFERENCE MATERIAL

COMMUNITY CARE

ITEM NUMBER 13.1

SUBJECT Council's Advisory Committees

REFERENCE F2005/01941 - D01151181

REPORT OF Community Capacity Building Officer

PURPOSE:

At the Council meeting of 24 November 2008, Council determined to hold a Councillor Workshop on the role and functioning of its Community Advisory Committees and to invite representatives of each Advisory Committee to present on their respective Committees. This workshop was held on 2 February 2009.

This Report provides a summary of the presentations and puts forward two Options on Council’s Community Advisory Committees for Council’s deliberation. Option One incorporates key points presented in the workshop on 2 February 2009. Option Two was presented to Council in a Council Report on 24November 2008.

RECOMMENDATION

That Council consider the two options presented in this Report regarding Advisory Committees and determine the most appropriate model to ensure that Council effectively engages with its communities.

BACKGROUND

1. At the Council meeting of 24 November 2008, Council considered a Report on Advisory Committees presented to it by Community Capacity Building Officers. This Report included, as requested by Council in its meeting of 7 October 2008, a list of achievements of each Advisory Committee over the last 4 years, and a comprehensive overview of the broad range of ongoing and new engagement strategies employed by the Community Capacity Building Team. These include individual and group consultations, issues forums, interagency support and network development, and collaborative programs with both internal and external stakeholders. The Report also included a number of Recommendations regarding each Advisory Committee and, for some Committees, new strategies to complement or replace them.

2. At its meeting of 24 November 2008 Council also determined to hold a Workshop where representatives of each Advisory Committee would present on their Committee. The purpose of the Workshop was to identify how Council could move forward regarding the Advisory Committees. Following this Workshop, Council Officers were to submit a further Report to Council incorporating and reflecting the Workshop presentations.

CONSULTATION

3. The Councillor Workshop of Community Advisory Committees was held on 2 February 2009. A full record of the Workshop is attached (Attachment 1).

ISSUES/OPTIONS/CONSEQUENCES

4. Option One

Option One has been developed since the Councillor Workshop on 2 February 2009. It incorporates the Advisory Committee representatives’ perspectives of their Committees and the suggestions of Councillors regarding re-invigorating Council’s Advisory Committee structures.

Option One consists of:

(a) retaining the ATSI, Access, Arts, Cycleways, Heritage and the Youth Advisory Committees. Of these, the Access, Arts and Youth Advisory Committees will focus on identifying alternative, more appropriate consultation processes with their respective communities;

(b) the establishment of a new area-wide Community Advisory Committee. As a range of external Community Safety engagement strategies including the Parramatta Crime Prevention Partnership, the Parramatta Crime Prevention Leadership Group and Community Safety Precinct Committees are currently in operation, the Community Advisory Committee will absorb the current Community Safety Advisory Committee membership. Similarly, members of the existing Multicultural Advisory Committee will be invited to attend the Community Advisory Committee as a significant number of external networks and collaborative programs are working successfully to address priority and new and emerging issues in Culturally and Linguistically Diverse communities. The Community Advisory Committee will also include a range of newly recruited community members from across the LGA and members of the retained Advisory Committees will be invited to join. It is anticipated that a formal core membership will be established but that Committee meetings will be open to the non-members when input from a broader range of stakeholders is sought;

(c) regular forums run by the Community Advisory Committee that will inform Council of the current priorities and concerns of communities. Councillors will be invited to attend. These forums will explore and work with community representatives to address LGA wide social and community issues (e.g. environment; the global financial crisis and its impact on communities; housing; community safety issues etc);

(d) in addition to the Community Advisory Committee, the establishment of two new Programs:

i The LGA Wide Issues and Improvement Program which will host four Issues Forums per year for community members, members of existing interagencies and individual services. The issues will be identified through an analysis of current social and community concerns. The format will include information/ analysis of the issue, seek to seed action and build the capacity of the community to address the issue. Councillors will be invited to participate.

ii The Neighbourhood Issues and Improvement Program will be an intensive suburb-based program that will identify and address local soft and hard infrastructure issues. Throughout the year, 6 weekly forums that tap into key local priorities, support community members, service providers and other key stakeholders will be held in rotating Wards. This means residents in each Ward will be consulted a couple of times each year about their suburbs in locally accessible venues. Councillors will be invited to participate.

(e) Reports from each of the Improvement Programs will be forwarded to the Community Advisory Committee which will be responsible for providing an overview of issues raised to Council on a bi-monthly basis. The Reports will assist Council to identify priority issues for consideration in Council’s longer-term Parra Twenty25 planning and external funding and lobbying priorities, as well as provide information that will support a range of existing internal strategies across Council.

5. Option Two

Option Two was presented to Council at its 24 November 2008 meeting. This option recognized that the current Advisory Committee format presents a number of limitations and challenges. A number of new strategies were proposed to either complement or replace the role of Advisory Committees and to enable Council to more effectively engage with the broader community.

The strategies in Option Two were as follows:

(a) the Access Advisory Committee is not re-established in its current form and that access issues are addressed in a range of community forums to be established by the CCB Team;

(b) the Arts Advisory Committee is not re-established in its current form and that the City Culture, Tourism and Recreation Unit staff establish a broader community engagement strategy across the arts Community that will involve regular forums and other consultation mechanisms;

(c) the ATSI Advisory Committee is not re-established in its current form and that Council establish a number of community engagement strategies including:

i a shorter term Council NAIDOC/Sorry Day advisory group convened annually for a four month period by the Community Capacity Building (CCB) and Events Teams;

ii quarterly community forums organised by the CCB Team for ATSI communities across the LGA;

iii the establishment and resourcing by the CCB Team of a Parramatta Aboriginal Service Providers network

(d) the Community Safety Advisory Committee is not re-established in its current form and the previous membership is integrated appropriately into the Community Safety Precinct Committee and the Leadership Group which will oversee progress on the CBD Crime Prevention Strategy Implementation Plan;

(e) the Cycleways Advisory Committee is not re-established in its current form and that as part of a broader community engagement strategy issues are addressed in a range of community forums to be established by the Transport Planning Team;

(f) the Heritage Advisory Committee is continued in its current form and Council proceed with membership recruitment in accordance with the Committee’s Terms of Reference;

(g) the Multicultural Advisory Committee is not re-established in its current form and the previous members be invited to join the Residents Panel to increase the number of CALD community members;

(h) the Youth Advisory Committee is not re-established in its current form and the CCB Team continue to develop and implement a range of other more appropriate community engagement strategies for young people.

Attachments:

1View	Summary Councillor Workshop	4 Pages
2View	Full Notes Councillor Workshop	8 Pages

REFERENCE MATERIAL

CITY LEADERSHIP AND MANAGEMENT

ITEM NUMBER 14.1

SUBJECT Local Government Managers Australia (LGMA) National Congress and Business Expo 'Local Government.... Creating our future' 24 -27 May 2009 Darwin Convention Centre NT

REFERENCE F2004/07326 - D01128491

REPORT OF Service Manager - Council Support

PURPOSE:

This report is placed before Council to seek the appointment of three (3) Councillors i.e. the Lord Mayor (or nominee) plus two (2) other Councillors to attend the Local Government Managers Australia (LGMA) National Congress and Business Expo ‘Local Government …….. Creating our future’ 24 -27 May 2009 Darwin Convention Centre NT

RECOMMENDATION

(a) That Council nominate (3) Councillors i.e. the Lord Mayor (or nominee) plus two (2) other Councillors to attend the Local Government Managers Australia (LGMA) National Congress and Business Expo ‘Local Government ... Creating our future’ 24 -27 May 2009 Darwin Convention Centre NT.

(b) Further, that delegate registration, accommodation and out of pocket expenses in a total estimate amount of $4500.00 per delegate, be paid from account number 10.1260.712.644405.00000.00000 ‘Councillor Conferences’ in accordance with Council Policy for a Category ‘B’ conference.

BACKGROUND

1. Local Government… ‘Creating our future, messages with solutions’ is the theme for the 2009 conference. The congress will explore topical themes of culture, country and earth.

2. ‘The ageing population, growing economic uncertainty and increased attention to climate change has caused increased competition for resources. The challenge for many Local Government Leaders is to find new and more innovative ways of doing business so we can continue to be effective within our communities.’

3. Topics that will be explored include: Country – creating a local identity and sense of place; Culture – Protect and enhance our national and multinational cultures; Earth – Environmental sustainability and climate change.

4. Delegate registration, accommodation, flights and out-of-pocket expenses total the approximate amount of $4500.00 per delegate.

5. A copy of the conference brochure and program is appended to this report as Attachment 1.

CONSULTATION & TIMING

6. Please note that registrations must be received by early April 2009 to ensure bookings as some events have restricted capacity.

Graeme Riddell

Service Manager – Council Support

Attachments:

1View

2009 LGMA National Congress Brochure

14 Pages

REFERENCE MATERIAL

CITY LEADERSHIP AND MANAGEMENT

ITEM NUMBER 14.2

SUBJECT Councillor Information Seminars

REFERENCE F2004/06169 - D01140999

REPORT OF Service Manager - Council Support

PURPOSE:

This report outlines the feedback on the Department of Local Government Councillor Information Seminars held in 2008 that ran as part of the Councillor Development Strategy.

RECOMMENDATION

(a) That the feedback from the councillor information seminars be received and noted.

(b) Further that the Department of Local Government be provided with a web link to this decision.

BACKGROUND

1. Council had previously received Circular 08/22 advising of Councillor Development Strategy and Councillor Information Seminars to be held to assist councillors, especially those elected on 13 September 2008, to undertake their roles. The Circular also requested that General Managers report to Council on the level of councillor attendance at the seminar. A copy of the Circular is appended at Attachment 1

2. Council is now in receipt of correspondence from the Department of Local Government advising which Councillors had attended the seminar and enclosing a report providing feedback from the seminars by councillors who had completed the relevant feedback form. A copy of the correspondence is appended as Attachment 2

CONCLUSION

3. This information is provided for Councillors at the request of the Department of Local Government.

Graeme Riddell

Service Manager – Council Support

Attachments:

1View	Councillor Development Strategy	3 Pages
2View	List of Councillors who completed the attendance form at one of the Department of Local Governments Councillor Information Seminars	6 Pages

REFERENCE MATERIAL

CITY LEADERSHIP AND MANAGEMENT

ITEM NUMBER 14.3

SUBJECT Investments Report for January 2009

REFERENCE F2008/01474 - D01149705

REPORT OF Manager - Finance

PURPOSE:

To inform Council of the investment portfolio performance for the month of January 2009.

RECOMMENDATION

That Council receives and notes the investments report for January 2009.

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. Council’s investment portfolio stood at $81.4 Million as at 31st January 2009. (Previous month $86 Million) The weighted average portfolio held for January 2009 was $82.2 Million (Previous month $88.6 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 CPG Research & Advisory. 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 0.74% 9.49%

Funds Managers 0.67% 8.34%

Bank Bill Index 0.40% 4.82%

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 recorded an annualised return of 8.34% for the month of January for its total investment portfolio. The return recorded by Council was above the Bank Bill Index of 4.82%. Fund managers recorded an annualised rate of 9.49%.

7. The amount of funds invested at the end of January decreased from the previous month by $4.6 Million. This minor decrease was due to no Rates Instalment being due.

8. The favourable returns received by Council for January 2009 can mostly be attributed to a more stable performance from Councils Managed Funds. With the exception of the Blackrock Diversified Fund and T-Corp Growth Facility, all other funds showed a positive return. The greater than expected overall result can be attributed to the minimal loss made in the Blackrock Diversified Fund.

9. Council has placed approximately 80% of the overall portfolio in Term deposits, Cash at call and other fixed return products. This strategy will help cushion some of the volatile market outcomes. This is shown by the positive result this month. As can be seen in attachment 1, the investment interest income is now on track with the revised budget.

10. 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

11. The Certificate of Investments for January 2009 is provided below:

Certificate of Investments

I hereby certify that the investments for the month of January 2009 have been made in accordance with the Act, the Regulations and Council’s Investment Policy.

12. 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

CITY LEADERSHIP AND MANAGEMENT

ITEM NUMBER 14.4

SUBJECT 2009 National General Assembly of Local Government (NGA) "Rising to the Challenge - Infrastructure, Financing, Climate Change".

REFERENCE F2008/02785 - D01156379

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 the 2009 National General Assembly of Local Government (NGA) ‘Rising to the Challenge – Infrastructure, Financing, Climate Change’ being held at the National Convention Centre Canberra, 21 - 24 June 2009.

RECOMMENDATION

(a) That Council nominate up to 3 Councillors i.e. Lord Mayor (or nominee) plus up to 2 other Councillors to attend the 2009 National General Assembly of Local Government (NGA) ‘Rising to the Challenge – Infrastructure, Financing, Climate Change’ being held at the National Convention Centre Canberra, 21 - 24 June.

(b) Further, that delegate registration, accommodation, travel and out of pocket expenses be paid from account number 10.1260.712.644405 in accordance with Council Policy on Civic Office Expenses and Facilities for a Category ‘B’ conference.

BACKGROUND

1. The Assembly themed ‘Rising to the Challenge – Infrastructure, Financing, Climate Change’ will provide a valuable opportunity for local government to explore and develop policy in these three key national policy areas.

2. Local government has an increasing involvement and profile in a wide range of policy areas in Australia. These include federal fiscal relations, climate change and water, social inclusion and regional and community infrastructure, and more recently in assisting with the implementation of regional and local community infrastructure initiatives as part of the Australian Government’s Economic Stimulus Package response to the Global Financial Crisis.

3. This year’s Assembly is a vital opportunity for local government to work as a united sector to set the national agenda for local government.

4. A copy of the provisional program and event outline are appended as Attachment 1.

ISSUES/OPTIONS/CONSEQUENCES

5. It is estimated that registration, accommodation, travel and out of pocket expenses will amount to $2,320.73 per delegate, totalling $6,962.19 for three (3) delegates.

CONSULTATION & TIMING

6. 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 2009 Preliminary Conference Info

6 Pages

REFERENCE MATERIAL

CITY LEADERSHIP AND MANAGEMENT

ITEM NUMBER 14.5

SUBJECT Policy Review Civic Office Expenses and Facilities

REFERENCE F2005/02435 - D01158013

REPORT OF Manager Service Audit and Review

PURPOSE:

To provide the results of a recent review of the Civic Office Expenses and Facilities Policy, and to propose public exhibition of adopted changes.

RECOMMENDATION

(a) That Council give public notice of its intention to amend the Civic Office Expenses and Facilities Policy in accordance with Section 253 of the Local Government Act, 1993, and proposed provisions shown in Part 3 in Attachment 1.

(b) And, that following public exhibition, the revised Policy together with public submissions be submitted to Council for consideration and adoption.

BACKGROUND

1. Council is required to review its Civic Office Expenses and Facilities Policy every twelve (12) months and to provide a copy of the reviewed policy to the Department of Local Government by 30 November of each year.

2. Council’s current Civic Office Expenses and Facilities Policy was subject to considerable change in 2005 to update allowances and facilities in compliance with the Guidelines provided by the Department of Local Government. The Department’s Guidelines were updated in 2007 and are shown as Attachment 3.

3. Following adoption of its current Civic Office Expenses and Facilities in November 2008 a further review of the policy was conducted, and analysis from a Councillor workshop has been the basis for proposed changes to the Policy.

4. The current provisions of the Civic Office Expenses and Facilities Policy are summarised in tabular form in Attachment 1. Also provided at Attachment 1 are the proposed changes to the policy on the basis of the review. A copy of the current Policy is shown at Attachment 2.

ISSUES/OPTIONS/CONSEQUENCES

5. The proposed changes to the Policy aim to clarify and simplify a number of provisions in relation to conference expenses, travel and facilities. The addition of new provisions for Carer’s Expenses and Corporate Clothing aim to reflect Parramatta’s standing in Local Government and equity in enabling Councillors to undertake their Civic responsibilities.

CONSULTATION & TIMING

6. Following an earlier workshop with Councillors, proposed changes to the Civic Office Expenses and Facilities Policy were circulated to Councillors for consideration and comment in February 2009.

7. Prior to adoption of a revised Civic Office Expenses and Facilities Policy, any significant amendments must be put on exhibition by Public Notice in accordance with the provisions of Section 253 of the Local Government Act, 1993.

8. Following a minimum 28 day period for public submissions, the proposed Policy will be submitted to Council for adoption or further action. On adoption of the above recommendations, the proposed Policy would be put before Council again in June 2009.

Michael Quirk

Manager, Service Audit & Review

Attachments:

1View	Proposed Amendment to Civic Office Expenses and Facilities Policy	12 Pages
2View	Policy On Civic Office Expenses And Facilities	24 Pages
3View	Department of Local Government Guidelines 2007	30 Pages

REFERENCE MATERIAL

CITY LEADERSHIP AND MANAGEMENT

ITEM NUMBER 14.6

SUBJECT Report of the Audit Committee Meeting held on 5 February 2009

REFERENCE F2008/02951 - D01158058

REPORT OF Manager Service Audit and Review

PURPOSE:

The Audit Committee held its first meeting on 22 April 2008 and more recently met on 5 February 2009. This report provides a summary of the discussions at the most recent meeting for Council consideration.

RECOMMENDATION

That the Minutes of the Audit Committee meeting held on 5 February 2009 (Attachment 1) be received and noted.

BACKGROUND

1. Following a Resolution of Council on 25 February 2008 an Audit Committee was established comprising three Councillors and two Independent Community Representatives.

2. At its meeting of 25 March 2008 Council resolved (Minute 9797) to appoint three Councillors to the Audit Committee together with Ms Pam Fynan and Mr Frank Mersal as the Independent Community Representatives. At its meeting of 7 October 2008 Council resolved (Minute 10210) to appoint Councillors J D Finn, M D McDermott and A A Wilson to the Audit Committee.

3. The inaugural meeting of the Audit Committee took place on 22 April 2008 with subsequent meetings held on 26 June 2008, 31 July 2008, 6 November 2008 and 5 February 2009. This report provides a summary of the main points of the 5 February meeting for Council’s consideration.

MAIN DISCUSSION POINTS

4. The main issues discussed at the meeting of 5 February 2009 include:

a. Recent Guidelines from the Department of Local Government relating to the operation of Internal Audit and Audit Committees were discussed with agreement being reached that the Guidelines be adopted with any future proposed changes being subject to justifiable decisions.

b. A number of audits were substantially completed and due for reporting to the next Audit Committee. The results of Councils Online Syndicate Audits together with Audits of Section 94 Contributions, and Concrete and Asphalt Operations would be included in the agenda for the next Audit Committee.

c. Considerable training and development work had recently been completed in corruption prevention with further policy review and development work to be finalised towards a Corruption Prevention Strategy.

d. The number and scope of audits, and reporting on the Internal Audit Plan were discussed with suggested improvements to be reported back to the Committee.

Michael Quirk

Manager, Service Audit & Review

Attachments:

1View

Draft Minutes of Audit Committee 5 February 2009

4 Pages

REFERENCE MATERIAL

CITY LEADERSHIP AND MANAGEMENT

ITEM NUMBER 14.7

SUBJECT Strategic Planning Conference

REFERENCE F2008/02593 - D01159533

REPORT OF Chief Executive Officer

PURPOSE:

To seek Council agreement for the organisation of a one-day strategic planning conference to build on Council’s strategic directions.

RECOMMENDATION

(a) That Council agree to a one-day conference at the Hawkesbury Sebel at Windsor, arriving for dinner on Friday 8 May 2009 and departing at 5.00pm on Saturday 9 May 2009.

(b) That the Executive, Councillors and their partners be invited to attend the conference.

(c) That Council agree that the Executive consults with Councillors for input and feedback about the proposed agenda.

(d) Further that, Council encourage all Councillors to attend the conference.

BACKGROUND

1. The Lord Mayor Councillor Tony Issa OAM and the Chief Executive Officer Dr Robert Lang have mutually discussed and agreed that Councillors and the Executive would benefit from an opportunity to collectively meet to further develop Council’s strategic priorities.

2. It is also agreed that this conference is now timely given that the new term of Council has been in operation some six months.

3. Councillors were contacted to confirm their commitment to the conference and the proposed dates being Friday 8 May and Saturday 9 May 2009.

4. The Lord Mayor approved the venue being the Hawkesbury Sebel at Windsor. A number of alternative venues were explored, however this venue emerged as the most feasible.

5. It was also decided that this meeting take place off-site to enable Councillors and the Executive an opportunity to focus on the issues at hand, away from the distractions of their day-to-day businesses.

ISSUES/OPTIONS/CONSEQUENCES

As per Council’s strategic plan for the future of the City namely, Parramatta Twenty25, Councillors and the Executive have joint responsibility for ensuring Council delivers on these directions and strategies. Therefore, Councillors and the Executive need to continue to meet to discuss and agree on the City’s priorities and subsequent strategies and programs. Ultimately a clear understanding of Council’s future directions is to be committed to by Councillors and the Executive.

Following consultation with Councillors, the below items have been noted for inclusion in the agenda:

- Civic Place Development

- Old Kings School

- Future Amalgamations

- Finance Report

CONSULTATION & TIMING

The details of the conference will be provided to Councillors and the Executive in a timely manner inclusive of agenda and program. Furthermore, the conference is to be minuted inclusive of all actions. A copy of the minutes is to be provided to all attendees.

Dr Robert Lang

Chief Executive Officer

Attachments:

There are no attachments for this report.

REFERENCE MATERIAL

NOTICE OF MOTION

ITEM NUMBER 15.1

SUBJECT Electoral Laws

REFERENCE F2008/01538 - D01152545

REPORT OF Councillor A A Wilson

To be Moved by Councillor A A Wilson

Parramatta City Council make a further submission to the State Government, the LGSA and the Department of Local Government on the ineffectuality of the new electoral laws in catching wrong doing, the compliance cost, the entry level barrier they create for new candidates, the additional cost to Council of running elections and the inconvenience created to the voting public.

Comments

1. All a CPA can do is add up the columns of figures supplied by the Candidates. However this is not a full audit. If you want to catch wrong doers then you need a system of spot audits administered by the department. Candidates cannot be reasonably expected to audit themselves. A CPA however can be expected to charge between 10% and 20% of a Councillor's allowance per year to sign off the accounts.

2. In the Wollongong and Liverpool incidents that lead to the new laws, despite the continual references to the ALP, no Councillor was charged. The investigation into Liverpool specifically found the Councillors had not exercised enough oversight. Indeed in Parramatta the staff have consistently sought on the Civic Place project, occasionally with the support of some Councillors, to sideline the elected representatives. By creating a culture of shedding responsibility [over to Agents etc] in the elected representatives the new laws undermine the functioning of Council.

3. Do we really want a system where a local bricklayer or retiree or new migrant can't run for Council because of the compliance barrier? Put simply the current rules undermine our democracy.

Attachments:

There are no attachments for this report.

NOTICE OF MOTION

ITEM NUMBER 15.2

SUBJECT Development Policy

REFERENCE F2004/06472 - D01159515

REPORT OF Deputy Lord Mayor Councillor P J Garrard

To be Moved by Deputy Lord Mayor Councillor P J Garrard/ Chedid

Parramatta City Council views with concern the latest economic indicators, reflecting a shrinking economy with little growth and only the prospects of a worsening economic picture. Council also recognizes the increasing levels of unemployment, together with the uneasiness of the banking system and the subsequent diminishing of economic activity.

In an effort to promote the well being of the Parramatta Regional economy, and in order to play a leadership role within that region, that immediate steps be put into place so as to reflect the emerging financial crisis, from a practical perspective.

In order to achieve that outcome, that Parramatta City Council reconsider its development policy so as to allow the following regulations to be implemented:

a) Requesting an urgent report seeking an amendment to Council’s existing policy, which allows for an approved DA to be valid for a period of up to three (3) years, without substantial commencement, to be extended by one (1) year, as allowed under existing State Government legislation.

b) That the policy be made retrospective and that the Council delegate to the CEO, the power to approve applications for the extension of development consents except for developments that would be prohibited under the ‘Proposed Parramatta LEP 2009.’ This delegation is for a period of two (2) years.

c) That any policy change only be valid for a period of two (2) years, and after such time, Council reconsider its position.

d) That any policy change NOT include any DA which is prohibited under the Land Uses describe within the new ‘Proposed Parramatta LEP 2009.’

Attachments:

There are no attachments for this report.