Late Items Agenda of Council

Council 23 March 2020 Item 9.1

MINUTE OF THE LORD MAYOR

ITEM NUMBER 9.1

SUBJECT Council's response to COVID-19

REFERENCE F2019/03630 - D07337265

REPORT OF Lord Mayor, Councillor Bob Dwyer

PURPOSE:

For Council and the community to note City of Parramatta’s response to COVID-19.

Recommendation:

That Council note the measures being implemented by City of Parramatta Council in response to COVID-19 as detailed in this Lord Mayor Minute.

BACKGROUND

1. City of Parramatta Council (Council) is committed to the safety of its community, staff and visitors, and has cancelled or adjusted a number of programs, activities and services in response to the rapidly changing situation around COVID-19.

2. Staff are closely monitoring the situation at hand and responding accordingly, and Council is following the advice of NSW Health and the State and Federal governments in relation to the delivery of events and operation of facilities.

3. Council continues to provide updates to the community, through media releases, social media and other channels, to communicate the measures being implemented.

4. The following is a list of measures being implemented which will remain in place until further notice:

Customer Contact Centre

5. From Tuesday 24 March 2020, the Customer Contact Centre and Level 12 Corporate Reception, both located at 126 Church Street, Parramatta, will be closed. Services are still available online at cityofparramatta.nsw.gov.au/council/customer-contact-centre and by calling 1300 617 058.

Libraries

6. From Tuesday 24 March 2020, Council’s libraries, listed below, will close until further notice:

a. City of Parramatta Library

b. Carlingford Library

c. Constitution Hill Library

d. Dundas Valley Branch Library

e. Epping Branch Library

f. Ermington Branch Library

g. Local Studies/Family History Library

h. Newington Library

i. Wentworth Point Community Centre and Library

7. Council’s Home Library Service remains in operation, however deliveries and pick-ups will only be made to the front door. The service will no longer be available to nursing homes, in line with restrictions imposed by the Federal Government. Criteria for those who are eligible for this service is available on the library’s website.

Early Learning Centres

8. Early Learning Centres remain open at this time.

9. The following additional measures have been implemented:

a. Signage updates with NSW Health advice

b. Increased cleaning and sanitation

c. Patrons and staff advised not to attend if showing symptoms of cold or flu

d. Parents asked to sanitise hands before entering

Halls, Community Centres & Meeting Rooms

10. From Tuesday 24 March 2020, Council’s Halls, Community Centres and Meeting Rooms will be closed, listed below:

a. Burnside Gardens Community Centre

b. Don Moore Community Centre

c. Don Moore Reserve Meeting Room

d. Dundas Community Centre

e. Epping Community Centre

f. Epping Leisure and Learning Centre

g. Ermington Community Centre

h. George Kendall Meeting Room

i. Harry Todd Band Hall

j. John Curtin Meeting Room

k. Jones Park Hall

l. Newington Community Centre

m. North Rocks Senior Citizens Centre

n. Reg Byrne Community Centre

o. Roselea Community Centre

p. Wentworth Point Community Centre and Library

q. West Epping Community Centre

11. For existing bookings, Council will continue to liaise with organisers.

City Assets & Operations

12. Council’s civil works program and maintenance, and waste collection and cleansing services, are operating as normal.

Aquatic Centres & Swimming Areas

13. From Tuesday 24 March 2020, Epping Aquatic Centre and Macarthur Girls High School Pool, Parramatta, will close. Families registered for Learn to Swim programs will be contacted.

14. Lake Parramatta designated swimming area now closed.

Water Playgrounds

15. From Tuesday 24 March 2020, the below water playgrounds will be closed:

a. James Ruse Reserve water playground, Harris Park

b. Philip Ruddock water playground, Dundas Valley

c. Ollie Webb Reserve all abilities and water playground, Parramatta

Parramatta Farmers Markets & Centenary Square

16. Centenary Square is still open to the public. However, the weekly Parramatta Farmers Markets as well as weekday programs and activities such as music performances, table tennis and food trucks, have been suspended. Children’s play equipment, tables and chairs will not be available.

Fitness and outdoor activities

17. School Holiday program and Active Parramatta programs have been suspended. Registered participants will be contacted directly.

18. Bushcare Group meetings and activities postponed until May.

19. Council’s parks and reserves are operating as normal.

Community Care & Over 55s Leisure and Learning

20. All activities and group meetings have been cancelled until the end of April, including:

a. Multi-National Seniors Group

b. Day Lighters Group

c. Let’s Dine Out group lunches

d. Carers Support Group

21. Meals on Wheels services remain in operation, but face-to-face support practices are being adjusted to enable appropriate social distancing.

22. Individual support to NDIS and Social Inclusion clients continues, but via phone.

Community Capacity Building Activities

23. Reconciliation Business Forum - Cancelled
ClubGRANTS information sessions – Online
Youth Week activities – Under review

Riverside Theatres

24. Riverside Theatres closed its doors at midday on Monday 23 March 2020, in line with State and Federal Government restrictions on entertainment venues.

25. The Riverside Theatres Box Office can still be reached on 02 8839 3399 or via email at BoxOffice_Riverside@cityofparramatta.nsw.gov.au during business hours.

Parramatta Heritage and Visitor Centre

26. From Tuesday 24 March 2020, the Parramatta Heritage and Visitor’s Centre will be temporarily closed to the public and all visitor services and tourism programs are temporarily suspended.

27. However, online visitor and research services are still available.

Advisory Committee Meetings

28. Council has postponed a number of Advisory Committee Meetings, while others – such as the Local Planning Panel – will be held via teleconference until the end of April.

29. Council is working with committee members to determine specific arrangements for meetings.

Events

30. The City of Parramatta and its partners operate a number of major public events. Known event cancellations and postponements are listed below.

a. Winterlight July 2020, Prince Alfred Park - cancelled

b. Sydney Writers Festival, April-May 2020, Parramatta and Wentworth Point locations – cancelled

31. The City of Parramatta operates a number of Civic events including Citizenship, workshops, forums and community drop-offs. Known event cancellations and postponements are listed below.

a. Citizenship Ceremonies - cancelled. Residents who have enquiries regarding their Citizenship Ceremonies are asked to contact the Department of Home Affairs for more information 131 880.

b. Telopea Family Fun Day and consultation for Sturt and Acacia Park upgrades - postponed

c. Epping Family Fun Day - postponed

d. North Rocks Family Fun Day - postponed

e. Rosehill Family Fun Day - postponed

f. Warami – postponed

Parramatta and Rydalmere Artists’ Studios

32. The studios are closed to the public, but will be available to artists on a strictly limited and rostered basis.

Council Meeting

33. Future Council Meetings will be held once a month, rather than every fortnight. Specific arrangements for those meetings are the subject of a second Lord Mayor Minute on this Council Meeting agenda.

Staff

34. Council is communicating with all staff on a regular basis, providing relevant health advice, and implementing a range of measures to help ensure services to the community continue and to minimise exposure for staff including:

a. Identifying critical and non-critical services

b. Identifying business continuity plans

c. Social distancing

d. Work from home where possible

FINANCIAL IMPLICATION FOR COUNCIL

35. The cancellation or adjustment of Council programs, activities and services, will have budget implications for Council, with the full extent not known at this time. The priority of Council however continues to be the safety of its community, staff and visitors.

Lord Mayor, Councillor Bob Dwyer

Attachments:

There are no attachments for this report.

REFERENCE MATERIAL

MINUTE OF THE LORD MAYOR

ITEM NUMBER 9.2

SUBJECT Council Meeting Schedule

REFERENCE F2019/03630 - D07334461

REPORT OF Lord Mayor, Councillor Bob Dwyer

PURPOSE:

The purpose of this Lord Mayor Minute is to note the changes to the Council Meeting schedule in response to the rapidly changing situation around COVID-19.

Recommendation:

(a) That Council note the reduction of Council Meetings from fortnightly to monthly from April 2020 to August 2020 inclusive, in light of the rapidly changing situation around COVID-19.

(b) That Council note that while Council’s Code of Meeting Practice sets out two meetings per month, these schedule changes are being implemented under s5.14 of the Code of Meeting Practice, whereby the Lord Mayor may, in consultation with the Chief Executive Officer (CEO), cancel a meeting to ensure the safety and welfare of Councillors, staff and members of the public.

(d) That the venue for all meetings during this period be Cloisters Function Room, St Patrick’s Cathedral, noting the social distancing measures and venue requirements prescribed by the Federal and State Governments.

(e) That Council comply with any direction from the NSW Government and note further advice and direction is expected from the Office of Local Government in response to COVID-19 and this may include directions in relation to the conduct of Council meetings.

(f) That Council communicate these changes to Councillors, staff and the public, and provide information to the public on how to livestream Council meetings and ongoing updates if remote meetings are introduced.

(g) That a briefing note on the financial implications of the revised Council Meeting schedule, and associated costs for remote meetings if introduced, be circulated to Councillors when budget implications are known.

(h) Further, that a report come back to Council no later than August to confirm the arrangements for Council Meetings from September 2020 onwards, should there be a requirement to extend this practice in light of COVID-19.

BACKGROUND

1. City of Parramatta Council is adjusting a number of programs, activities and services in response to the rapidly changing situation around COVID-19.

2. This change to services includes changes to the Council Meeting schedule, moving from fortnightly to monthly meetings beginning in April through to August 2020, to minimise risk to Councillors, staff and the community.

3. The changes to the Council Meeting schedule will be as follows:

Meeting Date	Venue	Status
Tuesday, 14-Apr-20	Cloisters Function Room, St Patrick's Cathedral, 1 Marist Place, Parramatta	Scheduled
Monday, 27-Apr-20	Cloisters Function Room, St Patrick's Cathedral, 1 Marist Place, Parramatta	Cancelled
Monday, 11-May-20	Dundas Community Centre, 21 Sturt Street, Telopea Venue changed to: Cloisters Function Room, St Patrick’s Cathedral, 1 Marist Place, Parramatta	Scheduled
Monday, 25-May-20	Cloisters Function Room, St Patrick's Cathedral, 1 Marist Place, Parramatta	Cancelled
Tuesday, 9-Jun-20	Wentworth Point Library, 10 Footbridge Bvd, Wentworth Point Venue changed to: Cloisters Function Room, St Patrick’s Cathedral, 1 Marist Place, Parramatta	Scheduled
Monday, 22-Jun-20	Cloisters Function Room, St Patrick's Cathedral, 1 Marist Place, Parramatta	Cancelled
Monday, 13-Jul-20	Don Moore Community Centre, Cnr North Rocks Road and Farnell Avenue, Carlingford Venue changed to: Cloisters Function Room, St Patrick’s Cathedral, 1 Marist Place, Parramatta	Scheduled
Monday, 27-Jul-20	Cloisters Function Room, St Patrick's Cathedral, 1 Marist Place, Parramatta	Cancelled
Monday, 10-Aug-20	Epping Community Centre, 9 Oxford Street, Epping Venue changed to: Cloisters Function Room, St Patrick’s Cathedral, 1 Marist Place, Parramatta	Scheduled
Monday, 24-Aug-20	Location not set	Cancelled

4. Additional measures will also be in place to minimise any risk to the public, staff and Councillors, including:

a. Rearranging seating to facilitate social distancing

b. Limiting Council staff attendance

c. Encouraging the public not to attend meetings but instead livestream.

5. Specific arrangements for the future Council Meetings will be reviewed and communicated to Councillors, staff and the public.

6. This Minute seeks delegated authority for the Lord Mayor and CEO to review the suitability of the venues for all Council Meetings and relocate necessary meetings to an alternate venue, to ensure venues meet the health and safety requirements prescribed by the Federal and State Governments in light of COVID-19.

FINANCIAL IMPLICATION FOR COUNCIL

7. While reducing the number of scheduled Council meetings would traditionally deliver a cost saving to Council, there may be additional cost implications for Council should meetings be conducted remotely i.e. for videoconferencing technologies. This Minute proposes a briefing note be provided to Councillors to outline the budget implications when known.

Lord Mayor, Councillor Bob Dwyer

Attachments:

There are no attachments for this report.

REFERENCE MATERIAL