Minutes of Council - 27 April 2011

MINUTES OF THE Meeting of Parramatta City Council HELD IN THE Council Chamber, CIVIC PLACE, PARRAMATTA ON Wednesday, 27 April 2011 AT 6.56 pm

PRESENT

The Lord Mayor, Councillor J Chedid in the Chair and Councillors P B Barber (retired 8.15 pm), A Bide, G J Elmore, P Esber, J D Finn, P J Garrard (retired 8.59 pm), A Issa, OAM MP (retired 8.59 pm), M A Lack, S D Lloyd (retired 8.54 pm), M D McDermott (Deputy Lord Mayor) and L E Wearne.

ACKNOWLEDGEMENT TO TRADITIONAL LAND OWNERS

The Lord Mayor, Councillor J Chedid acknowledged the Burramatugal Clan of The Darug, the traditional land owners of Parramatta and paid respect to the elders both past and present.

FOUNDATION ACKNOWLEDGEMENT

The Lord Mayor also acknowledged the colonial heritage of Parramatta and recognised the contribution of the early settlers in laying the foundations of this great and historic city.

MINUTES

SUBJECT Minutes of the Council (Development) Meeting held on 11 April 2011

RESOLVED (Esber/Elmore)

12286

That the minutes be taken as read and be accepted as a true record of the Meeting.

APOLOGIES

12287 RESOLVED (Esber/Lack)

That an apology be received and accepted for the absence of Councillors C X Lim, P K Maitra and A A Wilson.

DECLARATIONS OF INTEREST

There were no declarations of interest at this Council Meeting.

LORD MAYOR MINUTE

SUBJECT Quality Control Management

REFERENCE F2009/01244

FROM The Lord Mayor, Councillor John Chedid

RESOLVED (Chedid/Esber)

12288

(a) That the role of Quality Control Management be initiated through the usual channels by the Chief Executive Officer.

(b) Further, that the progress of the Quality Control Management role, inclusive of position responsibilities and criteria, be reported back to the Chamber prior to the position being advertised.

SUSPENSION OF STANDING ORDERS

12289 RESOLVED (Wearne/Esber)

That Standing Orders be suspended to enable an urgent motion to be moved in relation to a former member of staff.

SUBJECT Retirement of Ms Beryl Colley

FROM Councillor L E Wearne

12290 RESOLVED (Wearne/Garrard)

That a morning tea and appropriate certificate/gift be arranged in acknowledgement of the recent retirement after 37 years of service of Ms Beryl Colley, Council’s Corporate Librarian, with arrangements for such recognition to be left in the hands of the Office of the Lord Mayor, with invitations to be circulated to interested Councillors and appropriate staff.

RESUMPTION OF STANDING ORDERS

12291 RESOLVED (Wearne/Garrard)

That Standing Orders be resumed.

Economy and Development

7.1

SUBJECT Visitor Strategy for Parramatta 2011 - 2016

REFERENCE F2010/01867 - D01924013

REPORT OF Arts & Cultural Project Officer-Parramatta Stories. City Culture and Memorandum dated 20 April 2011.

RESOLVED (Esber/Elmore)

12292

(a) That the draft Visitor Strategy for Parramatta be placed on exhibition for 28 days in the Parramatta City (central) Library, branch libraries, the Administration Building Customer Service Centre and on Council’s website.

(b) Further, that a report be submitted to Council upon completion of the public exhibition period with consideration and assessment of the submissions received.

7.2

SUBJECT Strategic Planning Studies & LEP Acceleration Funding Offer

REFERENCE F2004/07789 - D01925322

REPORT OF Senior Project Officer

RESOLVED (Barber/Esber)

12293

(a) That Council endorse the carrying out of the strategic planning studies for the Westmead, Rydalmere and River Road West/Rosehill/Camellia precincts as the basis for accepting the funding offer from the Department of Planning.

(b) Further, that the funding agreement be entered into with the Department of Planning once the CEO is satisfied that the conditions are satisfactory in respect to the requirement for Council to submit a Planning Proposal in relation to the River Road West/Rosehill/Camellia study.

Environment and Infrastructure

8.1

SUBJECT Report of the Parramatta Traffic Committee meeting held on 31 March 2011

REFERENCE F2010/03205 - D01909568

REPORT OF Service Manager Traffic and Transport

RESOLVED (Esber/Barber)

12294

That Council adopt the minutes of the Parramatta Traffic Committee held on Thursday 31 March 2011.

8.2

SUBJECT Report of the Traffic Engineering Advisory Group meeting held on 31 March 2011

REFERENCE F2010/03204 - D01909577

REPORT OF Service Manager Traffic and Transport

RESOLVED (McDermott/Barber)

12295

(a) That Council adopt the minutes of the Traffic Engineering Advisory Group meeting held on Thursday 31 March 2011 with the exception of Items 1103 B4 and 1103 B5 which are to read as follows:-

(b) That in relation to Item 1103 B4, Council write to the Minister for Roads seeking review of the policy not allowing 40kmh school zones on roads where there is no active gate onto that road. The Service Manager Traffic and Transport provide examples such as St Patricks College, Dundas on Kissing Point Road and St Marys School Rydalmere on Victoria Road.

(c) Further, that in relation to Item 1103 B5, the item be deferred for a further report on the accident history and ways in which movement of traffic in and out of the driveway can be improved and safety enhanced.

8.3

SUBJECT Parramatta City Council Climate Extremes Risk Assessment and Adaptation Action Plan

REFERENCE F2010/00355 - D01921896

REPORT OF Senior Project Officer - Waterways Strategy. Environmental Outcomes. Also Acting Manager Environmental Outcomes Memorandum dated 27 April 2011.

MOTION (McDermott/Bide)

12296

That the report be received and noted and referred back to the Executive for further review and consultation with Councillors.

AMENDMENT (Finn/Barber)

(a) That Council adopt the Parramatta City Council Climate Extremes Risk Assessment and Adaptation Plan.

(b) That copies of the adopted Plan be issued to Parramatta Central Library and placed on Council’s website under publications.

(c) Further, that the respondents who provided submissions in response to the public exhibition of this draft Plan be advised of Council’s decision and thanked for their interest.

The amendment was put and lost on the Lord Mayor’s casting vote.

The motion was put and carried on the Lord Mayor’s casting vote.

NOTE: Councillors P B Barber, G J Elmore, J D Finn, P Esber and M A Lack requested their names be recorded as having voted against this decision.

Community and Neighbourhood

9.1

SUBJECT Aboriginal and Torres Strait Islander Advisory Committee Meeting 22 March 2011

REFERENCE F2005/01941 - D01911368

REPORT OF Community Capacity Building Officer

RESOLVED (Esber/Elmore)

12297

(a) That the minutes of the Aboriginal and Torres Strait Islander Advisory Committee of 22 March 2011 be received and noted.

(b) That Council note there is no request for additional expenditure in this report.

(c) Further, that a report be submitted to Council on the composition of the Aboriginal and Torres Strait Islander Advisory Committee.

9.2

SUBJECT NAIDOC 2011 Program

REFERENCE F2005/01941 - D01912230

REPORT OF Community Capacity Building Officer

RESOLVED (Barber/Lack)

12298

(a) That Council retain the current NAIDOC Week Program in 2011 and review the program to reposition Burramatta Family Fun Day to be a successful major event for 2012.

(b) Further, that a workshop be held for the Lord Mayor and interested Councillors and Aboriginal and Torres Strait Islander Advisory Committee members to discuss NAIDOC Week, such workshop to be held as soon as possible.

Governance and Corporate

10.1

SUBJECT 2011 National General Assembly of Local Government (NGA) Conference 'Growing with our Community-Partnership, Place and Position' - Canberra - 19-22 June 2011

REFERENCE F2010/03186 - D01878708

REPORT OF Acting Manager Executive Support

RESOLVED (Esber/Elmore)

12299

That interested Councillors notify the Office of the Lord Mayor within 7 days of their interest in attending the 2011 National General Assembly of Local Government (NGA) Conference ‘Growing with our Community – Partnership, Place and Position’ being held in Canberra from 19 – 22 June 2011.

NOTE: Councillor M A Lack left the meeting at 8.07 pm during consideration of this matter.

10.2

SUBJECT Investments Report February 2011

REFERENCE F2009/00971 - D01896218

REPORT OF Manager Finance

RESOLVED (Esber/Issa OAM)

12300

That Council receive and note the investments report for February 2011.

NOTE: Councillor M A Lack returned to the meeting at 8.08 pm following consideration of this matter.

CLOSED SESSION

12301

RESOLVED (Esber/Barber)

Members of the press and public be excluded from the meeting of the Closed Session and access to the correspondence and reports relating to the items considered during the course of the Closed Session be withheld. This action is taken in accordance with Section 10A(s) of the Local Government Act, 1993 as the items listed come within the following provisions:-

1 2011 PCC Community Grants Program. (D01905782) - 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.

2 Tender No. 2/2011 Installation of Streetlights and Associated Works at Five Locations in the Parramatta Local Government Area. (D01916189) - 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.

3 Proposed Memorial to the Late George Khattar. (D01867064) - 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.

4 Review of Property Lease . (D01916807) - 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.

NOTE: Councillor P B Barber retired from the meeting at 8.15 pm during consideration of Item 11.2 of Closed Session.

RESUMPTION OF MEETING

That the decisions of Closed Session be noted as follows:-

11.1

SUBJECT 2011 PCC Community Grants Program

REFERENCE F2010/02185 - D01905782

REPORT OF Grants Officer

RESOLVED (McDermott/Garrard)

12302

(a) That Council adopts the recommended expenditure of the 2010-2011 Community Grants Program as summarised in Attachment 1.

(b) That Council Officers work with both the Parramatta City Swimming Club and Parramatta Memorial Swimming Club to develop appropriate projects that could utilise the remaining grant funds of $9,000 to make learn to swim programs more accessible to disadvantaged groups.

receive the 3 computers available for reallocation through the IT Capacity Building Grants.

(d) That a report be provided to Councillors of all community organisations that received written advice to publicise Council’s grants program.

(e) Further, that a workshop be held to review and consider the Council’s grants policy.

11.2

SUBJECT Tender No. 2/2011 Installation of Streetlights and Associated Works at Five Locations in the Parramatta Local Government Area.

REFERENCE F2011/00414 - D01916189

REPORT OF Service Manager. Capital Projects

RESOLVED (Esber/Finn)

12303

(a) That the tender submitted by FIE Services Pty Ltd for the installation of streetlights and associated works at five locations in the Parramatta Local Government Area for the sum of $223,080.00 (excluding GST) be accepted.

(b) That all unsuccessful tenderers be advised of Council’s decision in this matter.

(c) Further, that the Lord Mayor and Chief Executive Officer be given delegated authority to execute and affix the Common Seal of Council to the necessary documents.

11.3

SUBJECT Proposed Memorial to the Late George Khattar

REFERENCE F2004/08796 - D01867064

REPORT OF Group Manager City Services

RESOLVED (Bide/Lloyd)

12304

(a) That Council provide a plaque either on a tree or bench at Rozella Park, Harris Park in memory of the Late Mr George Khattar.

(b) Further, that the Khattar family and The George Naim Khattar Foundation be advised of Council’s decision.

NOTE: A Notice of Motion to rescind this decision was submitted prior to the conclusion of the meeting.

11.4

SUBJECT Review of Property Lease

REFERENCE F2004/07607 - D01916807

REPORT OF Community Crime Prevention Officer

RESOLVED (McDermott/Elmore)

12305

(a) That Council note the report of the Crime Prevention Officer.

(b) That Council directs that the tenancy of the property referred to in this report be terminated in accordance with the approach described in the report.

(c) Further, that the Chief Executive Officer be given delegated authority to execute the necessary documents, and if required, affix the Common Seal of Council to give effect to the termination of the tenancy in accordance with the approach described in the report.

QUESTION TIME

SUBJECT Works in Vicinity of Mobbs Lane Shops, Carlingford

REFERENCE F2008/04592

FROM Councillor Lorraine Wearne

12306

Councillor Wearne advised that local residents had expressed concern in relation to the surrounds of Mobbs Lane Shops, Carlingford which seemed to be a construction zone.

Councillor Wearne requested that the appropriate utility be contacted and requested to advise when the area would be restored.

SUBJECT Operational Liaison Officers (OLOs) and Place Managers

REFERENCE F2008/04592

FROM Councillor Lorraine Wearne

12307

Councillor Wearne referred to recent advice dated 8 April 2011 distributed by the Group Manager Outcomes and Development advising the name of each of the Operational Liaison Officers and Place Managers and indicating where each officer would be located.

Councillor Wearne questioned why certain officers had been moved to different areas to which they may not be as familiar and also asked why the officers were moved back to Darcy Street rather than being in the community.

In addition, Councillor Wearne asked when the vacant positions for the Elizabeth Macarthur and Lachlan Macquarie Wards would be filled.

Further, Councillor Wearne referred to a recent review of processes relating to Urgent Works Funding and asked why Councillors had not been given the opportunity to provide input.

The Group Manager Outcomes and Development responded:-

· One recommendation out of the recent reform management process was to better align the role of the OLO’s and Place Managers and accordingly, it was recommended that the officers be located together.

The previous location of the OLOs was not large enough to accommodate all officers and accordingly, it was decided to relocate all officers to Darcy Street where better supervision could also be provided.

· There are only 4 OLOs and Place Managers. As Council has 5 wards, it was necessary to divide the City and work arrangements in an effective way as detailed in the memorandum dated 8 April 2011.

· Council had previously resolved that Urgent Works Monies not be adjusted or changed. However, Council had recently appointed a new Manager Executive Support and it was considered that as this officer is the contact for Councillor requests and Councillor Support, it would provide better service if this officer was given ownership of the urgent works funds.

· Officers would be pleased to hold a briefing for Councillors on changes to Place Management services if desired.

The Chief Executive Officer advised that a further memorandum would be provided in the first instance to all Councillors providing detailed answers to the issues raised.

SUBJECT Status of Local Environmental Plan

REFERENCE F2010/02537

FROM Councillor Paul Garrard

12308

Councillor Garrard sought advice on the status of the Local Environmental Plan.

The Group Manager Outcomes and Development advised that initial feedback had been received from the Department of Planning indicating that the report to the Minister recommending that the plan be gazetted may be finalised in May.

Accordingly, it was possible the Plan may be gazetted in June.

SUBJECT Conference Request

REFERENCE F2008/04592

FROM Councillor Paul Garrard

12309

Councillor Garrard sought an update on a request he had recently forwarded to the Office of the Lord Mayor in relation to attendance at a Conference.

The Lord Mayor advised that the issue was currently under consideration and would be reported to Council in the near future.

SUBJECT Taping of Rubbish in Council's Area

REFERENCE C2010/075525

FROM Councillor Andrew Bide

12310

Councillor Bide sought advice on when the process of taping rubbish left in the Council’s area was introduced and referred in particular to rubbish which had been left in place for some time on the Great Western Highway, east of O’Connell Street, Parramatta.

Councillor Bide further questioned why Council did not remove rubbish left in conspicuous places and then chase the responsible owner at a later date.

The Lord Mayor advised that Council’s policy was to place yellow tape around illegally dumped rubbish to embarrass the occupants and to bring ownership to the issue of dumping. This particular practice had resulted in strata managers taking more responsibility for dumping.

The Lord Mayor further advised that he had noted increased dumping in the local government area recently, especially in the vicinity of Weston Street, Harris Park and requested that Council officers increase patrols in this area.

The Group Manager Outcomes and Development added that Council’s previous philosophy had been to clear illegally dumped materials immediately, however, this had resulted in dumpers taking no responsibility for their actions. Ms Weatherley advised, however, that it was not Council’s policy to leave rubbish in place indefinitely and added that the issue of dumped rubbish on the Great Western Highway would be investigated.

The Group Manager City Services noted that all tips in Western Sydney had been closed over the 5 day Easter/Anzac Day break and this may have contributed to the problem.

NOTE: Councillor S D Lloyd retired from the meeting at 8.54 pm during consideration of this matter.

SUBJECT Adjournment of Meetings at 8:30 pm

REFERENCE F2008/04592

FROM Councillor Tony Issa OAM MP

12311

Councillor Issa noted that on 2 occasions recently, Council had failed to adjourn the meeting at 8.30 pm as required under the Council’s Code of Meeting Practice.

Councillor Issa commented that if Council was not going to abide by the policy, the policy should be changed.

SUBJECT Corporate Diary

REFERENCE F2008/04592

FROM Councillor Tony Issa OAM

12312

Councillor Issa expressed appreciation at the supply of the corporate diary at each Council Meeting but asked whether the day as well as the date could be included for each event.

SUBJECT Request for Speed Humps in the Woodville Ward

REFERENCE F2010/03230

FROM Councillor Tony Issa OAM

12313

Councillor Issa advised that he had recently sought information on outstanding requests for speed humps in the Woodville Ward and noted that the information had now been supplied by Council’s Service Manager Traffic and Transport.

Councillor Issa, in noting the accident history at both Robertson Street and Adams Street, requested that Urgent Works Funds be used to fund speed humps at these locations.

The Lord Mayor requested that Councillor Issa put in the usual request for use of Urgent Works monies.

Councillor Garrard questioned why speed humps at these locations should be expedited when Council would receive a 50% reduction in costs courtesy of the RTA if the works were carried out after 30 June.

SUBJECT Daylight Saving Issues

REFERENCE F2008/04592

FROM Councillor Michael McDermott

12314

Councillor McDermott noted that there had been a number of issues associated with the changeover from daylight saving such as the opening of security doors and non adjustment of clocks.

Councillor McDermott requested that a memorandum be provided to all Councillors on the issues experienced and subsequent action taken to ensure staff learned from the occurrences.

SUBJECT Urgent Works Funds

REFERENCE F2008/04592

FROM Councillor Michael McDermott

12315

Councillor McDermott asked that a memorandum be provided to all Councillors detailing the budget for each ward’s Urgent Works Account together with recent transactions.

NOTE: Councillors P J Garrard and A Issa OAM MP retired from the meeting at 8.59 pm during consideration of this matter.

SUBJECT Pot Hole - Eleanor and Good Streets, Harris Park

REFERENCE C2010/07377

FROM Councillor Julia Finn

12316

Councillor Finn requested that urgent action be taken to fix the new pot hole that had formed in the middle of the road at the intersection of Eleanor and Good Streets, Harris Park.

SUBJECT Vacant Lot - Corner of Arthur & Prospect Streets, Rosehill

REFERENCE F2008/04592

FROM Councillor Julia Finn

12317

Councillor Finn sought advice on when Council anticipated acquiring the vacant lot at the corner of Arthur and Prospect Streets, Rosehill (across from Rosehill Public School) and to subsequently turn the site into a park.

SUBJECT Blocked Bubbler - Parramatta River

REFERENCE F2008/04592

FROM Councillor Julia Finn

12318

Councillor Finn commented that at previous meetings, staff had been requested to fix a bubbler located along Parramatta River.

Councillor Finn was pleased to note that the bubbler had now been fixed but requested that staff advise Councillors when their requests have been addressed.

SUBJECT Reinstatement of Bubblers at Parramatta Park

REFERENCE F2004/09869

FROM Councillor Julia Finn

12319

Councillor Finn requested that correspondence be forwarded to the Parramatta Park Trust requesting the reinstatement of the 2 recently removed bubblers from Parramatta Park.

SUBJECT Purchase of Former Council Chamber Chairs

REFERENCE F2008/04592

FROM Councillor Pierre Esber

12320

Councillor Esber asked whether staff knew the whereabouts of the Councillor chairs previously used in the Council Chamber as he would like to purchase a chair.

The Lord Mayor noted that he also would like to purchase a chair and requested that the issue be investigated. The Lord Mayor suggested Mr Tatsis may be aware of their location.

SUBJECT Dangerous Telstra Pits

REFERENCE F2008/04592

FROM Councillor Glenn Elmore

12321

Councillor Elmore noted the presence of many aged Telstra Pits in the area which had been barricaded and were not safe.

Councillor Elmore requested that correspondence be forwarded to Telstra requesting that the organisation undertake an audit of its pit covers and also carry out immediate preventative maintenance.

RESCISSION MOTIONS

The Lord Mayor, Councillor J Chedid advised that a Notice of Motion, signed by Councillors P Esber, J D Finn and G L Elmore, to rescind the following item had been received prior to the termination of the meeting:-

1 Item 11.3 of Closed Session regarding Proposed Memorial to the Late George Khattar (Minute No 12304 refers).

The meeting terminated at 9.05 pm.

THIS PAGE AND THE PRECEDING 14 PAGES ARE THE MINUTES OF THE ORDINARY COUNCIL MEETING HELD ON WEDNESDAY, 27 APRIL 2011 AND CONFIRMED ON MONDAY, 9 MAY 2011.

Lord Mayor