Agenda of Council - Monday, 28 September 2020

MINUTES OF THE Meeting of City of Parramatta Council HELD IN THE CLOISTER FUNCTION ROOMS, ST PATRICK’S CATHEDRAL 1 MARIST PLACE, PARRAMATTA ON Monday, 14 September 2020 AT 6:30pm

These are draft minutes and are subject to confirmation by Council at its next

meeting. The confirmed minutes will replace this draft version on the website once

confirmed.

PRESENT

The Lord Mayor, Councillor Bob Dwyer and Councillors Benjamin Barrak, Phil Bradley, Donna Davis (6:33pm), Pierre Esber, Michelle Garrard (Deputy Lord Mayor), Steven Issa, Andrew Jefferies, Sameer Pandey, Dr Patricia Prociv, Bill Tyrrell, Lorraine Wearne and Martin Zaiter.

1. OPENING MEETING

The Lord Mayor, Councillor Bob Dwyer, opened the meeting at 6:31pm.

2. ACKNOWLEDGEMENT OF THE TRADITIONAL LAND OWNERS

The Lord Mayor, acknowledged the Burramattagal people of The Darug Nation as the traditional custodians of this land, and paid respect to their ancient culture and their elders past and present.

3. WEBCASTING ANNOUNCEMENT

The Lord Mayor, advised that this public meeting is being recorded and streamed live on the internet. The recording will also be archived and made available on Council’s website.

4. OTHER RECORDING OF MEETING ANOUNCEMENT

No other announcements were made.

5. CONFIRMATION OF MINUTES

SUBJECT: Minutes of the Council Meeting held on 24 August 2020

2877

RESOLVED (Esber/Tyrrell)

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

6. APOLOGIES/REQUESTS FOR LEAVE OF ABSENCE

SUBJECT: Apologies/Requests for leave of absence

2878

RESOLVED (Tyrrell/Garrard)

That the apologies received from Councillor Andrew Wilson due to personal reasons be accepted and leave of absence granted.

7. DECLARATIONS OF INTEREST

There were no Declarations of Interest made at this meeting.

8. Minutes of the Lord Mayor

8.1

SUBJECT HMAS Parramatta IV

REFERENCE F2019/03630 - D07599518

REPORT OF Lord Mayor, Councillor Bob Dwyer

2879

RESOLVED (Dwyer/Tyrrell)

(a) That Council acknowledge the recent activities of the ship and crew of the HMAS Parramatta IV, including:

a. Her recent successful four-month deployment to South-East Asia;

b. The current activities of the crew as part of Operation COVID-19 Assist, supporting the NSW Police at border crossings;

c. Her recent win of the coveted Duke of Gloucester’s Cup for 2019, for demonstrating the highest level of proficiency in all activities.

(b) That the Lord Mayor write to the HMAS Parramatta IV Commanding Officer, Commander Anita Nemarich, to express our proud support of the HMAS Parramatta IV, and our congratulations on their recent activities and successes.

(c) That Council in recognition of the important and historic relationship between the City of Parramatta and the HMAS Parramatta, update Council’s official liaison to the HMAS Parramatta to be the Lord Mayor of the Day as part of the Civic Program (Civic Events Team) with coordination by the Executive Support Office.

(d) That Council, in recognition of his dedication and commitment to building the relationship between the City and HMAS Parramatta, thank and congratulate former Lord Mayor Cr Paul Garrard, for his efforts in the role of liaison.

(e) That Council note in recognition of his efforts, in late 2019 the Naval Association of Australia Parramatta Memorial sub-section conferred Honorary Membership on Cr Paul Garrard.

(f) Further, that Council note Council staff have been in contact with the Naval Association of Australia Parramatta Memorial sub-section to provide advice on appropriately recognising the anniversary of the sinking of the HMAS Parramatta II in November, in light of current Covid-19 restrictions.

8.2	SUBJECT Beirut Tragedy Charity Appeals REFERENCE F2019/03630 - D07640628 REPORT OF Lord Mayor, Councillor Bob Dwyer
	MOTION (Dwyer/Zaiter) (a) That the City of Parramatta donate $10,000 AUD to assist the humanitarian efforts in Beirut, Lebanon, and that the donations be made up of: a. $5,000 to the Australian Red Cross – Beirut Explosion Appeal; b. $5,000 to the Steps of Hope Appeal. (b) Further, that Council note the 10 August 2020 Council Resolution where Council passed on its condolences and observed a minutes silence to pay our respects to all those impacted by this tragedy.
	AMENDMENT (Esber/Prociv) (a) That the City of Parramatta make a donation of medical aid, medicines, hygiene, clothing, education and vaccines to Beirut, Lebanon up to the value of $10,000 AUD. (b) Further, that Council note the 10 August 2020 Council Resolution where Council passed on its condolences and observed a minutes silence to pay our respects to all those impacted by this tragedy. The amendment moved by Councillor Esber and seconded by Councillor Prociv on being put was declared LOST. The motion moved by the Lord Mayor, Councillor Dwyer and seconded by Councillor Zaiter on being put was declared CARRIED.
2880	RESOLVED (Dwyer/Zaiter) (a) That the City of Parramatta donate $10,000 AUD to assist the humanitarian efforts in Beirut, Lebanon, and that the donations be made up of: a. $5,000 to the Australian Red Cross – Beirut Explosion Appeal; b. $5,000 to the Steps of Hope Appeal. (b) Further, that Council note the 10 August 2020 Council Resolution where Council passed on its condolences and observed a minutes silence to pay our respects to all those impacted by this tragedy.

9. Public Forum

Nil

10. Petitions

There were no petitions tabled at this meeting.

11. Rescission Motions

Nil

Procedural Motion

2881

RESOLVED (Tyrrell/Esber)

That Items 12.1, 12.5, 13.1, 13.2, 16.1 and 17.3 be resolved en bloc and the recommendations be adopted.

12. Fair

12.1

SUBJECT FOR NOTATION: Minutes of Audit Risk and Improvement Committee Meeting held on 30 July 2020

REFERENCE F2020/02054 - D07598043

REPORT OF Coordinator Internal Audit

2882

RESOLVED (Tyrrell/Esber)

That Council note the minutes of the Audit Risk and Improvement Committee Meeting held on 30 July 2020 as provided at Attachment 1.

12.2

SUBJECT FOR APPROVAL: Minutes of the Aboriginal and Torres Strait Islander Committee Meeting held on 23 June 2020

REFERENCE F2017/00358 - D07563132

REPORT OF Community Capacity Building Officer

2883

RESOLVED (Prociv/Bradley)

(a) That Council note the minutes of the Aboriginal and Torres Strait Islander Advisory Committee Meeting held on 23 June 2020.

(b) That Council note the Aboriginal and Torres Strait Islander Advisory Committee proposed renaming of the ‘Sorry Day Garden’ in Lake Parramatta to the ‘Marcia Donovan Memorial Garden’.

(c) Further, that a separate report be bought to Council to consider the proposed renaming of the ‘Sorry Day Garden’.

12.3

SUBJECT FOR APPROVAL: 2020 Local Government NSW Annual Conference

REFERENCE F2019/03627 - D07545583

REPORT OF Executive Officer

2884

RESOLVED (Esber/Tyrrell)

(a) That Council nominate the following Councillors to be Council’s Voting Delegates for Motions at the 2020 Local Government NSW (LGNSW) Annual Conference:

- Lord Mayor, Councillor Dwyer;

- Councillor Barrak;

- Councillor Bradley;

- Councillor Davis;

- Councillor Pandey;

- Councillor Prociv.

- Councillor Tyrrell; and

- Councillor Zaiter.

(b) That Council submits the following Motions for LGNSW to consider for inclusion in the Annual Conference Business Paper, further detailed in Attachment 1:

i. Inclusive Community Engagement for Development Applications

ii. Domestic and Family Violence Prevention Resources

iii. State-Wide Planning Portal

iv. Payment of Councillor Legal Expenses

v. Proposed Housing Diversity SEPP.

(c) Further, that Council note the LGNSW Annual Conference will now be delivered in a one-day online format on Monday, 23 November 2020, in light of current Covid-19 restrictions and public heath advice.

12.4

SUBJECT FOR APPROVAL: Council Meeting Schedule - October through to December 2020

REFERENCE F2019/04433 - D07593224

REPORT OF Governance Manager

2885

RESOLVED (Esber/Tyrrell)

(a) That Council approve the Council meeting dates from October through to December 2020, detailed below:

Month	Date
October	12 October 2020 26 October 2020
November	9 November 2020 30 November 2020
December	7 December 2020

(b) That the location of the above meetings be held in the Cloister Function Room at St Patrick’s Cathedral, 1 Marist Place, Parramatta.

(c) Further, that notice be provided to the public of all Council meetings in accordance with Part B, Section 3.5 of Council’s Code of Meeting Practice.

12.5

SUBJECT FOR APPROVAL: Rates Harmonisation

REFERENCE F2014/02600 - D07571100

REPORT OF Rates & Receivables Manager

2886

RESOLVED (Tyrrell/Esber)

(a) That the preferred option (outlined in paragraph 3) is approved for community consultation.

(b) That Council commences community consultation regarding the preferred option, noting this option would require IPART approval to increase the minimum rates for the former Hills Shire, Auburn, Holroyd and Hornsby Councils.

(c) Further, that Council note that the final rates structure will be returned to Council as part of the 2021/2022 Delivery Program and Operating Plan.

13. Accessible

13.1

SUBJECT FOR NOTATION: Variations to Standards under Clause 4.6 of Parramatta LEP 2011, Auburn LEP 2010, Holroyd LEP 2013, The Hills LEP 2012, Hornsby LEP 2013 and SEPP 1

REFERENCE F2009/00431 - D07594491

REPORT OF Group Manager - Development and Traffic Services

2887

RESOLVED (Tyrrell/Esber)

That the report be received and noted.

13.2

SUBJECT FOR APPROVAL: Minutes of the Parramatta Traffic Committee Meeting held on 13 August 2020

REFERENCE F2020/00082 - D07250364

REPORT OF Traffic and Transport Manager

2888

RESOLVED (Tyrrell/Esber)

(a) That Council note the minutes of the Parramatta Traffic Committee meeting held on 13 August 2020, as provided at Attachment 1.

(b) Further, that Council approve the recommendations of the Parramatta Traffic Committee meeting held on 13 August 2020 provided at Attachment 1 and in this report, noting the following financial implications for each item.

i. ITEM 2008 A1 – ALFRED sTREET, GRANVILLE/ROSEHILL – PROPOSED CYCLEWAY BETWEEN PARRAMATTA ROAD AND ELEANOR STREET

The design of the Alfred Street Cycleway has been 100% funded by NSW Government’s Parramatta Road Urban Amenity Improvement Program (PRUAIP).

The estimated cost of Stage 1 construction (as detailed in report) is $1,600,000. The section between Gray Street and Parramatta Road is 100% funded by PRUAIP. Council has also applied for 100% construction funding to TfNSW under NSW Government’s Active Transport Program in 2020/21 for the section between Eleanor Street and Gray Street. At the time of writing this report, the outcome of the application was not available. However, should it not be successful, construction of the cycleway for this section will be deferred until grant funding is secured.

Accordingly, the construction of the proposal has no direct financial impact upon Council’s budget. If the project is approved, maintenance of the cycleway would be funded from the existing operational budget, ‘Cycle Route Maintenance and Encouraging Cycling’.

13.3

SUBJECT FOR APPROVAL: Minutes of the Traffic Engineering Advisory Group Meeting held on 13 August 2020

REFERENCE F2020/00077 - D07250380

REPORT OF Traffic and Transport Manager

2889

RESOLVED (Tyrrell/Esber)

(a) That Council note the minutes of the Traffic Engineering Advisory Group meeting held on 13 August 2020, provided at Attachment 1.

(b) Further, that Council approve the recommendations of the Traffic Engineering Advisory Group meeting held on 13 August 2020 provided at Attachment 1 and in this report, noting the following financial implications for each item.

i. ITEM 2008 B1 – GEORGE STREET, EPPING – REQUEST FOR tRAFFIC CALMING

Chicanes

The approximate cost of installation of two (2) chicanes in George Street, Epping is $90,000. It is intended that Council would fund the installation of the chicanes as Council is unlikely to receive grant funding. However, at this stage, approval is only being sought for the inclusion of George Street in the List of Traffic Projects Supported by Community Petition for consideration of future funding.

This report is not recommending that the chicanes be constructed. It is only recommending they be listed for consideration in regards to future funding opportunities. There is also no recommendation to do any design or consultation for this project. With no design we cannot consider what the operational costs would be. If funding becomes available in the future then a design would be undertaken, consultation, detailed estimates, and consideration of operational costs, and this would require approval from the Parramatta Traffic Committee and Council.

Flexible Traffic Separators

The approximate cost of installation of Flexible Traffic Separators in George Street is $6,000. It is proposed to fund these Separators from the Traffic Facilities fund. However, at this stage, community consultation will be undertaken for the installation of Flexible Traffic Separators in George Street. If the proposal is generally supported then the matter will be referred to the Parramatta Traffic Committee under Delegated Authority for determination.

ii. ITEM 2008 B2 – MACARTHUR STREET AND GROSE STREET, NORTH PARRAMATTA – REQUEST FOR SHORT-TERM PARKING

To not adopt the report, and to proceed with two short–stay parking spaces in an appropriate location.

iii. ITEM 2008 B3 – BAKER STREET AND FELTON ROAD, CARLINGFORD – REVIEW OF TRAFFIC CONDITIONS

This report proposes to undertake community consultation for the installation of an ‘All Traffic Left Only 2:30pm-4:00pm School Days’ restriction in Felton Road West (eastbound) at Baker Street. Accordingly, this has no financial impact upon Council's budget except for staff time and cost of advertising, which would be undertaken within the existing advertising budget.

iv. ITEM 2008 B4 – PROJECT LISTS INCLUDING AN UPDATE ON PROJECTS FOR 2019/20 & 2020/21

There is no financial implication to Council as a result of this recommendation.

v. ITEM 2008 B5 – OUTSTANDING WORKS INSTRUCTIONS

RMS Block Grant funds for 2019/20 have been used for these works.

vi. ITEM 2008 B6 – OAKES ROAD, WINSTON HILLS – REVIEW OF TRAFFIC CONDITONS

The investigation would involve traffic volume and speed counts and staff time. The cost of these investigations is contained within various existing budgets. The total cost for traffic counts is in the order of approximately $300.

13.4

SUBJECT FOR APPROVAL: Classification of Council Land - Lennox Development Site

REFERENCE F2012/00701 - D07599318

REPORT OF Solicitor Property Development Group

2890

RESOLVED (Esber/Tyrrell)

(a) That in accordance with section 31(2) of the Local Government Act 1993, Council classify as ‘Operational” Lot 102 in DP 1259228.

(b) Further, that Council delegate authority to the CEO to finalise and execute all documents and agreements in relation to this matter, including the document referred to in paragraph 5 of this Council Report.

14. Green

Nil

15. Welcoming

Nil

16. Thriving

16.1

SUBJECT FOR APPROVAL: Hill Road Sydney Olympic Park Precinct Road Naming Proposal

REFERENCE F2020/01368 - D07543678

REPORT OF Place Manager

2891

RESOLVED (Tyrrell/Esber)

(a) That Council approve the proposed names for two new roads in the Hill Road, Sydney Olympic Park Precinct Residential Development and as shown on the Precinct Plan at Attachment 1 of this report, as follows:

Roads	Wattlebird Road
	Lapwing Street

(b) Further, that these names be referred to the Geographical Names Board (GNB) of NSW for formal assignment and Gazettal under the Geographical Names Act 1996.

17. Innovative

17.1

SUBJECT FOR APPROVAL: Submission to the Sydney Central City Planning Panel on a Planning Proposal at 1 Crescent Street, Holroyd

REFERENCE F2020/02314 - D07594069

REPORT OF Project Officer Land Use

2892

RESOLVED (Issa/Zaiter)

(a) That Council approve the submission provided at Attachment 1 which objects to the Planning Proposal at 1 Crescent Street, Holroyd for the following reasons:

i. Inconsistency with the recommended controls under Parramatta Road Corridor Urban Transformation Strategy

ii. Excessive density in a constrained location

iii. Lack of logical distribution or rationalisation of building heights and density resulting in no clear typology

iv. Concerns relating to the traffic assumptions adopted prior to the completion of the precinct-wide traffic study

v. Proposed infrastructure improvements without a clear funding and delivery mechanism

vi. Lack of full consideration of flood impacts on the Parramatta LGA.

(b) Further, that Council forward the submission to the Sydney Central City Planning Panel.

17.2	SUBJECT FOR APPROVAL: Submission on the Explanation of Intended Effect for a new Housing Diversity SEPP REFERENCE F2017/00724 - D07605212 REPORT OF Senior Projects Officer
	MOTION (Tyrrell/Esber) That Council approve the submission at Attachment 1 on the Explanation of Intended Effect (EIE) for a proposed new Housing Diversity State Environmental Planning Policy (Housing Diversity SEPP), noting that the main recommendations of the submission are: (i) Support for the development of build-to-rent as a new land use, with the exception of mandatory permissibility in the B3 Commercial Core zone, proposed car parking rates and to allow strata subdivision. (ii) Support for the development of purpose-built student housing as a new land use, with the exception of the proposed car parking rate, minimum room size and minimum indoor and outdoor communal space. (iii) Support for the development of co-living as a new land use, with a request for amendments to parking provisions and ensuring certain facilities are included within each dwelling. (iv) Support for the proposed amendments relating to boarding houses, and the intention to mandate affordability though it is recommended to apply in perpetuity, rather than for only 10 years. Council note concerns at some of the implications of applying a flat rate 20% FSR bonus. (v) Not support an exempt and complying pathway for conversion of dwellings to group homes. (vi) Not support the proposed changes that increase the ability of Land and Housing Corporation (LAHC) to self-assess its own development applications, and to expand its access to density bonus across projects that include a mix of subsidised and private market housing. (vii) Not support changes for LAHC-led seniors and social housing developments that also include a mix of private market housing, including lower parking rates and reduced requirement to include lifts. (viii) Not support the proposal to make it easier for large scale LAHC-led projects to be designated as SSD applications, and the reduced role that councils will have as a result of this change.
	AMENDMENT (Prociv/Davis) That Council approve the submission at Attachment 1 on the Explanation of Intended Effect (EIE) for a proposed new Housing Diversity State Environmental Planning Policy (Housing Diversity SEPP), noting that the main recommendations of the submission are: (i) Support for the development of build-to-rent as a new land use, with the exception of mandatory permissibility in the B3 Commercial Core zone, proposed car parking rates and to allow strata subdivision. (ii) Support for the development of purpose-built student housing as a new land use, with the exception of the proposed car parking rate, proposed bicycle parking rate, proposed motorcycle parking rate, minimum room size, and minimum indoor and outdoor communal space. (iii) Support for the development of co-living as a new land use, with a request for amendments to parking provisions and ensuring certain facilities are included within each dwelling. (iv) Support for the proposed amendments relating to boarding houses, and the intention to mandate affordability though it is recommended to apply in perpetuity, rather than for only 10 years. Council note concerns at some of the implications of applying a flat rate 20% FSR bonus. (v) Not support an exempt and complying pathway for conversion of dwellings to group homes. (vi) Not support the proposed changes that increase the ability of Land and Housing Corporation (LAHC) to self-assess its own development applications, and to expand its access to density bonus across projects that include a mix of subsidised and private market housing. (vii) Not support changes for LAHC-led seniors and social housing developments that also include a mix of private market housing, including lower parking rates and reduced requirement to include lifts. (viii) Not support the proposal to make it easier for large scale LAHC-led projects to be designated as SSD applications, and the reduced role that Councils will have as a result of this change. The amendment moved by Councillor Prociv and seconded by Councillor Davis on being put was declared LOST. The motion moved by Councillor Tyrrell and seconded by Councillor Esber on being put was declared CARRIED.
2893	RESOLVED (Tyrrell/Esber) That Council approve the submission at Attachment 1 on the Explanation of Intended Effect (EIE) for a proposed new Housing Diversity State Environmental Planning Policy (Housing Diversity SEPP), noting that the main recommendations of the submission are: (i) Support for the development of build-to-rent as a new land use, with the exception of mandatory permissibility in the B3 Commercial Core zone, proposed car parking rates and to allow strata subdivision. (ii) Support for the development of purpose-built student housing as a new land use, with the exception of the proposed car parking rate, minimum room size and minimum indoor and outdoor communal space. (iii) Support for the development of co-living as a new land use, with a request for amendments to parking provisions and ensuring certain facilities are included within each dwelling. (iv) Support for the proposed amendments relating to boarding houses, and the intention to mandate affordability though it is recommended to apply in perpetuity, rather than for only 10 years. Council note concerns at some of the implications of applying a flat rate 20% FSR bonus. (v) Not support an exempt and complying pathway for conversion of dwellings to group homes. (vi) Not support the proposed changes that increase the ability of Land and Housing Corporation (LAHC) to self-assess its own development applications, and to expand its access to density bonus across projects that include a mix of subsidised and private market housing. (vii) Not support changes for LAHC-led seniors and social housing developments that also include a mix of private market housing, including lower parking rates and reduced requirement to include lifts. (viii) Not support the proposal to make it easier for large scale LAHC-led projects to be designated as SSD applications, and the reduced role that councils will have as a result of this change.

17.3

SUBJECT FOR APPROVAL: City of Parramatta Events and Festival Strategy (Deferred Item)

REFERENCE F2019/04433 - D07602080

REPORT OF Group Manager City Experience

2894

RESOLVED (Tyrrell/Esber)

(a) That Council endorse the City of Parramatta Events and Festivals Strategy (Strategy) as detailed in this report.

(b) That a report be brought back to Council each financial year detailing progress against the Events and Festivals Strategy 2020-2025 as well as any significant changes to planned events and festivals.

(c) Further, that Council delegate authority to the Chief Executive Officer to oversee the implementation of the strategy.

17.4

SUBJECT LATE REPORT FOR APPROVAL: Popup Cycleways

REFERENCE F2019/04433 - D07622259

REPORT OF Senior Project Officer Transport Planning

2895

RESOLVED (Tyrrell/Zaiter)

(a) That Transport for New South Wales be informed of Council’s support for popup cycleways on Wigram Street, Harris Park and Thomas Street, Parramatta to provide safe cycling access to the existing CBD network.

(b) Further, that it be noted that Transport for New South Wales are to cover all costs relating to the detail design, installation, monitoring, evaluation and removal if necessary of the popup cycleways.

18. Notices of Motion

18.1	SUBJECT NOTICE OF MOTION: CBD Parking Strategy REFERENCE F2017/01420 - D07614881 FROM Councillor Zaiter
	MOTION (Zaiter/Pandey) (a) That Council urgently review and revise its CBD Parking Strategy to ensure that the following circumstances are considered: 1. Parramatta Light Rail; 2. Metro West; 3. COVID-19; 4. Impending closure of Riverbank Carpark; 5. Impending closure of Horwood Carpark; 6. Uncertainty around Fennel Street Carpark; 7. Existing council owned parking stations; 8. Existing and future private parking availability; 9. Wayfinding and activation from parking stations to encourage walking to the CBD; 10. Potential for current long day parking for workers in outer CBD areas, including Rosehill Racecourse; 11. Potential for shuttle buses from outer CBD parking areas to the CBD to encourage more workers to use such outer facilities; and 12. The age of Council’s parking technology, the upgrading and replacement of said technology. (b) That Council consult with local businesses and the Parramatta Chamber of Commerce and other stakeholders to gather appropriate input and feedback. (c) That the Council report include any proposed budgets, timeframes and schedule of works to address matters raised. (d) That Council consult with and seek input from Transport for NSW, Parramatta Light Rail, the local state Members of Parliament and any stakeholder as required. (e) That Council staff prepare a draft report to be brought back to a Councillor workshop for discussion, before the final report is presented to Council. (f) Further, that the draft report be brought back to Councillors at the workshop no later than 6 weeks from adoption of this motion and the final report back to Council no later than 30 November 2020 from adoption of this motion.
	AMENDMENT (Bradley/Barrak) (a) That Council urgently review and revise its CBD Parking Strategy to ensure that the following circumstances are considered: 1. Parramatta Light Rail; 2. Metro West; 3. COVID-19; 4. Impending closure of Riverbank Carpark; 5. Impending closure of Horwood Carpark; 6. Uncertainty around Fennel Street Carpark; 7. Existing council owned parking stations; 8. Existing and future private parking availability; 9. Wayfinding and activation from parking stations to encourage walking to the CBD; 10. Potential for current long day parking for workers in outer CBD areas, including Rosehill Racecourse; 11. Potential for shuttle buses from outer CBD parking areas to the CBD to encourage more workers to use such outer facilities; and 12. The age of Council’s parking technology, the upgrading and replacement of said technology. (b) That Council consult with local businesses, residents, Parramatta Chamber of Commerce and other stakeholders to gather appropriate input and feedback. (c) That the Council report include any proposed budgets, timeframes and schedule of works to address matters raised. (d) That Council consult with and seek input from Transport for NSW, Parramatta Light Rail, the local state Members of Parliament and any stakeholder as required. (e) That Council staff prepare a draft report to be brought back to a Councillor workshop for discussion, before the final report is presented to Council. (f) Further, that the draft report be brought back to Councillors at the workshop no later than 6 weeks from adoption of this motion and the final report back to Council no later than 30 November 2020 from adoption of this motion. The amendment moved by Councillor Bradley and seconded by Councillor Barrak on being put was declared LOST. The motion moved by Councillor Zaiter and seconded by Councillor Pandey on being put was declared CARRIED.
2896	RESOLVED (Zaiter/Pandey) (a) That Council urgently review and revise its CBD Parking Strategy to ensure that the following circumstances are considered: 1. Parramatta Light Rail; 2. Metro West; 3. COVID-19; 4. Impending closure of Riverbank Carpark; 5. Impending closure of Horwood Carpark; 6. Uncertainty around Fennel Street Carpark; 7. Existing council owned parking stations; 8. Existing and future private parking availability; 9. Wayfinding and activation from parking stations to encourage walking to the CBD; 10. Potential for current long day parking for workers in outer CBD areas, including Rosehill Racecourse; 11. Potential for shuttle buses from outer CBD parking areas to the CBD to encourage more workers to use such outer facilities; and 12. The age of Council’s parking technology, the upgrading and replacement of said technology. (b) That Council consult with local businesses and the Parramatta Chamber of Commerce and other stakeholders to gather appropriate input and feedback. (c) That the Council report include any proposed budgets, timeframes and schedule of works to address matters raised. (d) That Council consult with and seek input from Transport for NSW, Parramatta Light Rail, the local state Members of Parliament and any stakeholder as required. (e) That Council staff prepare a draft report to be brought back to a Councillor workshop for discussion, before the final report is presented to Council. (f) Further, that the draft report be brought back to Councillors at the workshop no later than 6 weeks from adoption of this motion and the final report back to Council no later than 30 November 2020 from adoption of this motion.
	Note: Councillor Davis left the Chamber at 7:22pm and returned at 7:23pm during consideration of Item 18.1.

18.2

SUBJECT NOTICE OF MOTION: Phillip Street Smart Street

REFERENCE F2016/07579 - D07614949

FROM Councillor Zaiter

2897

RESOLVED (Zaiter/Issa)

That Council provide a briefing note regarding the Phillip Street Smart Street project outlining the following:

(a) Progress of stage 1 of the project, including project completion schedules and costings. That the briefing note be provided to Councillors within 4 weeks from adoption of this motion.

(b) That Council draft a report setting out stage 2 of the project. This report should include draft concept plans, project schedules and associated funding models and the benefits to the city for undertaking stage 2.

(c) That the draft report be discussed with ward Councillors and any other interested Councillors to seek input before the final report is submitted to Council for consideration.

(d) That the Smart City Committee be consulted on Stage 2 of Phillip Street Smart Street Project.

(e) That the report be brought before Council no later than 30 November 2020 from the adoption of this motion.

Note: Councillor Garrard left the Chamber at 7:27pm and returned at 7:28pm during consideration of Item 18.2.

18.3

SUBJECT NOTICE OF MOTION: Activate, Regulate and Create Safe Underpasses

REFERENCE F2019/04433 - D07616491

FROM Councillor Pandey

2898

RESOLVED (Pandey/Issa)

(a) That Council work with TfNSW to develop an MoU, with a multiyear outcome, that sets out the basis to keep the space under the railway bridges clean, well lit, safe and allows Council to regulate and activate the underpasses.

(b) That, subject to approval/formalisation of an MoU from TfNSW, Council include these spaces in its activation programs, including through the Council’s Street Activity Policy or other means available.

(c) That Council look at the financial implication and benefits of leasing the two shop-fronts under the Church Street rail bridge with a view to activating that space.

(d) That Council explore open space and other grant options towards activating these underpasses, subject to MoU/approval from TfNSW.

(e) That, acknowledging that the MoU could take some time, Council write to TfNSW that TfNSW Officers be requested to include frequent scheduled monitoring of the areas where TfNSW has ownership, control and maintenance responsibilities including the railway underpasses and regulate them in line with councils’ regulatory approach. In the event if TfNSW is not supportive of regulating the underpasses, this responsibility be delegated to Council following discussion with TfNSW and Local State Member to ensure appropriate funding is provided to Council.

(f) Further, that a report be brought back to Council by December 2020.

Note: Councillor Garrard left the Chamber at 7:31pm and returned at 7:32pm during consideration of Item 18.1.

19. Questions on Notice

19.1

SUBJECT QUESTION WITH NOTICE: Willow Grove

REFERENCE F2019/04433 - D07616334

FROM Councillor Davis

QUESTION

What was the date the restriction that no building or structure of any kind whatsoever shall be erected, or permitted to remain on over or under; the reason for lodging or placing on the title of the Willow Grove property this restriction as to use; the date any restriction on use on the said property was lifted or removed and the reason why this occurred?

RESPONSE FROM DIRECTOR, PROPERTY & PLACE

The restriction on the title of the property known as Willow Grove was removed from title as a pre-condition of the Contract for Sale of land to the NSW State Government which settled on or around April 2019.

Note: Prior to moving into Closed Session, the Lord Mayor invited members of the public gallery to make representations as to why any item had been included in Closed Session. No member of the gallery wished to make representations.

20. CLOSED SESSION

2899

RESOLVED (Tyrrell/Zaiter)

That 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 FOR APPROVAL: Tender 8/2020 Leadership Development Program. (D07593236) - This report is confidential in accordance with section 10A (2) (c) (d) of the Local Government Act 1993 as the report contains information that would, if disclosed, confer a commercial advantage on a person with whom the Council is conducting (or proposes to conduct) business; AND 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 FOR APPROVAL: Tender 13/2020 Telemetry Management (Deferred Item). (D07602111) - This report is confidential in accordance with section 10A (2) (c) (d) of the Local Government Act 1993 as the report contains information that would, if disclosed, confer a commercial advantage on a person with whom the Council is conducting (or proposes to conduct) business; AND 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.

Procedural Motion

2900

RESOLVED (Tyrrell/Issa)

That Items 21.1 and 21.2 be resolved en bloc and the recommendations be adopted.

20.1

SUBJECT FOR APPROVAL: Tender 8/2020 Leadership Development Program

REFERENCE F2020/00528 - D07593236

REPORT OF Learning & Development Manager

2901

RESOLVED (Tyrrell/Issa)

(a) That Council accepts the tender of the preferred tenderer (outlined in paragraph 14) for the design and delivery of a Leadership Development Program for the sum as outlined in paragraph 20 of the report.

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

(c) Further, that Council delegate authority to the Chief Executive Officer to finalise and execute all necessary documents.

20.2

SUBJECT FOR APPROVAL: Tender 13/2020 Telemetry Management (Deferred Item)

REFERENCE F2019/04434 - D07602111

REPORT OF Catchment Systems Coordinator

2902

RESOLVED (Tyrrell/Issa)

(a) That Council accepts:

(1) the tender of the preferred tenderer for the Tender 13/2020 – Telemetry Management; and

(2) for up to the maximum contract amount over 5 years,

as outlined in paragraph 14 of this report.

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

(c) Further, that Council delegate authority to the Chief Executive Officer to finalise and execute all necessary documents.

Procedural Motion

2903

RESOLVED (Esber/Tyrrell)

That the meeting resume into Open Session.

21. REPORTS OF RESOLUTIONS PASSED IN CLOSED SESSION

The Chief Executive Officer read out the resolutions for Items 20.1 and 20.2.

22. CONCLUSION OF MEETING

The meeting terminated at 7:50pm.

THIS PAGE AND THE PRECEDING 17 PAGES ARE THE MINUTES OF THE ORDINARY COUNCIL MEETING HELD ON MONDAY, 14 SEPTEMBER 2020 AND CONFIRMED ON MONDAY, 28 SEPTEMBER 2020.

Chairperson

Council 28 September 2020 Item 12.1

FAIR

ITEM NUMBER 12.1

SUBJECT FOR NOTATION: Investment Report for August 2020

REFERENCE F2009/00971 - D07627393

REPORT OF Tax and Treasury Accountant

PURPOSE:

The purpose of this report is to inform Council of the investment portfolio performance for the month of August 2020.

RECOMMENDATION

That Council note the Investment Report for August 2020.

BACKGROUND

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

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

ISSUES/OPTIONS/CONSEQUENCES

3. The investment portfolio closing balance as at 31 August 2020 was $530m. The average portfolio holdings held throughout the month was $531.8m.

4. Council holds a diversified range of investment products which as at 31 August 2020 included:

5. The Investment portfolio reported an annualised return of 2.46% in August, outperforming the AusBond Bank Bill Index benchmark by 235 basis points. The monthly returns for the CFS Managed Fund (+0.43% actual) and TCorp Long Term Growth Fund (1.54% actual) were the primary contributors to performance this month, as share and credit market assets continued to rebound strongly.

6. Council engages CPG Research and Advisory & Imperium Markets for assistance in all investment matters relating to advice, risk and portfolio weighting. CPG monitor the portfolio daily and conduct a monthly health check review. This confirms that Council’s portfolio is conducted within Ministerial and rated counterparty guidelines.

7. COVID-19 update –Impact on City of Parramatta Portfolio

COVID-19 has adversely impacted financial markets, which in turn, has also affected Council’s investment portfolio.

With regards to financial markets, of importance was the RBA cutting interest rates twice in March 2020, taking the official cash rate down to a record low of 0.25%. Shares (equities) experienced a significant correction in March but have since recovered most of their losses due to the unprecedented fiscal and monetary policy support from global central banks and governments.

The medium-longer term outlook for financial markets, of importance is the RBA’s outlook and current policy measures.

1. The RBA’s official cash rate will remain unchanged at its emergency level of 0.25% until its objectives of full employment and inflation are reached;

2. Extending the Term Funding Facility (TFF) until 30 June 2021, allowing all ADIs to access cheap funding directly from the RBA at a cost of 0.25% for 3 years (facility was increased from an original $90bn to $200bn);

3. RBA Governor Lowe has commented that he has not seen any signs of stress in the financial system from this crisis because unlike the GFC, the banks have cash and are well Capitalised. He also suggested that Australia had “fantastic fundamentals” and had so far been effective at containing the virus and providing policy stimulus;

4. The RBA Board expects rates would be low “for a very long period of time” and has recently suggested they could cut official rates down to 0.10% (from 0.25%), if required

The following summarises the performance and Covid-19 impact on Council’s various investments types:

Council’s senior floating rate notes (FRNs) make up around 25% of the total investment portfolio at month-end. The market valuation of Council’s FRNs collectively remained flat, returning +0.01% (actual) during August (valuations were largely unchanged).

Council’s FRNs are senior ranked assets and high in the bank capital structure. We expect that, if held to maturity, the FRNs will pay back its original face value ($100.00), along with its quarterly coupons throughout the life of the security.

Advisors do not expect Council to lose any capital or interest payments from its current holding in its senior FRNs given all banks continue to maintain high capital buffers as required by APRA.

At month-end, Council’s FRNs are now marked at an unrealised capital gain of $1,557,348 (noting a handful of FRNs were purchased at a discount to par in the secondary market).

BBB Rated Senior FRN’S As per all FRNs, advisors have no concerns with Council’s investments in “BBB” rated senior FRNs given all counterparties continue to hold robust balance sheets with high levels of capital. On a mark-to-market basis, they were up around $24k or +0.05% (actual) for the month:

Term Deposits Term Deposits account for around 59% of the total investment portfolio at month-end.

Council’s term deposit portfolio was yielding 1.83% p.a. at month-end, with a weighted average duration of around 581 days or 1.6 years. The long average duration will provide some income protection against the low interest rate environment for the next 12 months. As existing deposits mature however, they will inevitably be reinvested at much lower prevailing rates.

The majority of term deposits are likely to be invested between ranges of 0.60%-0.90% p.a. Council is likely to invest future term deposits at the lower end of this range whilst the policy has a strong appetite towards the higher rated domestic banks.

T-Corp Long Term Growth Fund Following an $8m additional investment in July 2020, the NSW TCorp Fund accounts for around 5% of Council’s total investment portfolio. The Fund returned +1.54% (actual) during August. Shares (particularly international equities) were again the main contributor to performance.

We anticipate a sustained level of volatility in equity markets, particularly as downside risks to global growth remain, dictated by how long the effects of COVID-19 will remain. Unemployment globally has risen considerably over recent months, with the collective economic impact likely to be more severe than the global financial crisis (GFC).

The Fund should be looked at with a long-term view, with a minimum holding period of +7 years. Given the exposure to the volatile asset of shares, Council should expect to see, on average, a negative month once every 3 months over a long-term holding period.

CFS Global Credit Managed Fund accounts for around 2.5% of Council’s total investment portfolio. The Fund gained by +0.48% in August, as the market valuation of the fund’s assets in global credit securities (FRNs and bonds) rose as spreads continued to tighten

The Fund holds a diverse range of securities across the global credit market. It remains very well diversified by issuer in order to mitigate default risk. It invests in nearly 600 corporate bonds from issuers in various countries and industry sectors. Any spread contraction going forward allows credit and asset-backed holdings to enjoy significant capital gains.

With a running yield of +2% p.a., it is recommended that Council retains this “grandfathered” Fund until completion of a review of the long term investment portfolio.

8. Council’s investment portfolio returns are benchmarked to the Ausbond Bank Bill Index to ensure investment returns are acceptable for the investment strategy Council has adopted.

Current and Historical Performance is as follows:

9. Council has a substantial allocation to securities and bonds, as well as the CFS credit managed fund, for additional liquidity requirements. The portfolio is well- spread across maturities, opportunistically utilising capacity available in short – medium terms.

The maturity profile as at 31 August is as follows:

10. Band- Rating limits, comply except for historical grandfathered BBB-/NR ADIs. These investments will comply with the current investment policy within 12 months.

11. The majority of Council’s portfolio is deposits, at 59% of the total assets. The portfolio also includes liquid FRN securities, cash, as well as TCorpIM Long Term Growth Fund.

Approximately 7.5% of the portfolio is less defensive, and is categorised as long-term. The investment portfolio is well diversified in complying assets across the entire credit spectrum; with no one credit dominating.

Council has invested $26M of Long Term Reserve funds (4.87% of the total portfolio) to back specified long-term liabilities with the TCorpIM Long Term Growth Fund.

12. The Portfolio allocation as at 31 August 2020 is as follows:

13. Forecast Budget – Over the month of August 2020, the interest earned was approximately $169k above the budgeted income

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

· Comparison of average funds invested with loans balance (Attachment 1)

· Average interest rate comparison to Ausbond Bank Bill Index (Attachment 1)

· Investments and loans interest compared to budget (Attachment 1)

· List of all Council investments (Attachment 2)

· CPG Comprehensive Investment report (Attachment 3).

15. The Certificate of Investments for August 2020 is provided below:

Certificate of Investments

I hereby certify that the investments for the month of August 2020 have been made in accordance with the Act, the Regulations and Council’s Investment Policy – Alistair Cochrane, Acting Chief Financial Officer.

CONSULTATION & TIMING

Stakeholder Consultation

16. The following stakeholder consultation has been undertaken in relation to this matter:

Date

Stakeholder

Stakeholder Comment

Council Officer Response

Responsibility

31 Aug 2020

CPG Research & Advisory

Imperium Markets

All Investments are within Policy guidelines and supported by Councils independent advisor.

Refer CPG comprehensive Report

All Investment are within Policy limits and reconcile to the General Ledger as at 31 Aug 20

Finance Team

Paul Perrett

CFO

Bruce MacFarlane

Treasury & Tax Accountant

Councillor Consultation

17. The following Councillor consultation has been undertaken in relation to this matter:

Date	Councillor	Councillor Comment	Council Officer Response	Responsibility
N/A	N/A	N/A	N/A	N/A

FINANCIAL IMPLICATION FOR COUNCIL

18. Council’s interest income for FYTD 2020/21 is above budgeted income for August ($169k).

Although rates are likely to stay at low levels, Council has a number of high yielding Term Deposits and Floating Rate Notes that will help cushion the impact on interest income for 2020/21.

Interest income will be analysed at the September quarterly review, an increase in the forecast budget will be dependent on continuing COVID-19 impacts and effect it has on Councils credit and Long Term Growth Funds.

Bruce MacFarlane

Tax and Treasury Accountant

Paul Perrett

Chief Financial Officer

Michael Tzimoulas

Executive Director Corporate Services

Attachments:

1 ⇩	Investment and Loan Graphs 2020-21	1 Page
2 ⇩	CPG Comprehensive Report - Aug 20.pdf	20 Pages
3 ⇩	List of Council Investments by maturity August 2020.pdf	3 Pages

REFERENCE MATERIAL

Council 28 September 2020 Item 12.4

FAIR

ITEM NUMBER 12.4

SUBJECT FOR APPROVAL: Continuation of Advisory Committees

REFERENCE F2019/04433 - D07608201

REPORT OF Administration Support Officer

PURPOSE:

To extend the term of existing Advisory Committees and their members and to note the cessation of some Committee members.

RECOMMENDATION

(a) That the four Advisory Committees (Aboriginal & Torres Strait Islander, Access, Cycleways and Heritage) continue to operate to the end of the current term of Council.

(b) That Council notes that Joe Dimech has chosen to step down from the Access Advisory Committee from 11 September 2020 and that Judith Joyce and Colin Kinchela have chosen to step down from the Aboriginal and Torres Strait Islander Advisory Committee from 11 September 2020, all having served their agreed three-year term on the Committees.

(c) That Council notes the continuation on the Aboriginal & Torres Strait Islander Advisory Committee of members Donna-Lee Astill, Kody Boney, Doug Desjardines, Bruce Gale, Lynette Leerson OAM, John Roberston, Phil Russo OAM, Michele Scarcella, Elizabeth Sheppard and Kathleen Summers to the end of the current term of Council.

(d) That Council notes the continuation on the Access Advisory Committee of members Leone Clarke, Scott Green, Timothy Hart, Mark Kunach. Deborah Manuel, John Moxon and Susan Thompson to the end of the current term of Council.

(e) That Council notes the continuation on the Cycleways Advisory Committee of members Charlene Boardley, Darryn Capes-Davis, Bernard Carpenter, Pam Kendrick, Paul McDonald, Ray Rice, Simon Thorne, Ted Richards and Jenny Rose to the end of the current term of Council; and

(f) Further, that Council notes the continuation on the Heritage Advisory Committee of members Jeffrey Allen, Gary Carter, Dibya Chhetry, Ruth Evans, Dr Scott Hill, David Hoffman, Stephanie Licciardo, Carol Liston, Callum Mealey, Christine Rigby, Dr Terrence Smith and Sarah Trevor to the end of the current term of Council.

BACKGROUND

1. Following the election of the current Council in September 2017, the Council re-convened four Advisory Committees at its meeting held on 9 October 2017, namely:

Aboriginal and Torres Strait Islander Advisory Committee

Access Advisory Committee

Cycleways Advisory Committee

Heritage Advisory Committee

2. These Committees were re-convened for a new term coinciding with end of the then current term of the Council (i.e. to 11 September 2020).

3. Expressions of Interest (EOI) were called for members of each of these Committees and Council appointed members from the EOI’s received at its meeting held on 18 December 2017.

ISSUES/OPTIONS/CONSEQUENCES

4. With the postponement of the Council Election to 4 September 2021, it is recommended that the existing Advisory Committees continue to operate with their current memberships until the end of the current term of Council (which at this stage is expected to be on 3 September 2021, with the Council Election, to be held on 4 September 2021).

5. It was the expectation of members when first appointed, that the term of their membership would conclude on 11 September 2020. In this regard, current members of all Committees were contacted to ascertain their willingness to remain on the Committees for a further year.

6. The responses received for each of the Advisory Committees are as follows.

Access Advisory Committee:

7. All current Committee members of the Access Advisory Committee are prepared to remain on the Committee for another year except for Joe Dimech.

Aboriginal & Torres Strait Islander Advisory Committee:

8. All current Committee members of the Aboriginal & Torres Strait Islander Advisory Committee are prepared to remain on the Committee for another year except for Judith Joyce and Colin Kinchela.

Cycleways Advisory Committee:

9. All current Committee members of the Cycleways Advisory Committee are prepared to remain on the Committee for another year.

Heritage Advisory Committee:

10. All current Committee members of the Heritage Advisory Committee are prepared to remain on the Committee for another year.

Current Membership Status of Advisory Committees:

11. Variations in the number of members on each of the Committees have occurred between December 2017 and September 2020, resulting in both an increase and decrease in memberships.

12. Reductions in membership have been due to varying circumstances:

a. member resignations

b. member death

c. member lapsed due to non-attendance at meetings

d. members deciding to step down in September 2020

(when their appointments would ordinarily have lapsed)

13. Increases in membership have occurred where the Committee has filled vacancies. For instance, the Heritage Advisory Committee membership fell to a low level resulting in difficulties in reaching a quorum at meetings. An additional seven (7) members were appointed in June 2019.

14. The following table provides a summary of each Committee’s maximum membership number, the number of members first appointed to the Committees in December 2017 and an update of the current number of members as at September 2020 taking into account increases and decreases in members:

Committee	Membership Limit	Number of Members Appointed in December 2017	Current Number of Members as at September 2020
Access	12	10	7
ATSI	13	12	10
Cycleways	12	11	9
Heritage	14	11	12

CONSULTATION & TIMING

15. It is necessary for Council to:

· consider the continuation of the existing Advisory Committees to the end of the current term of Council;

· note those members who have chosen to step down from the Committees having concluded their agreed 3-year term; and

· note those members who are willing to continue with their membership of the Committees for a further year.

Stakeholder Consultation

16. The following stakeholder consultation has been undertaken in relation to this matter:

Date	Stakeholder	Stakeholder Comment	Council Officer Response	Responsibility
June 2020	Access Advisory Committee members	All members happy to remain on Committee except for Joe Dimech.	Noted.	Community Services
June/July 2020	Aboriginal & Torres Strait Islander Advisory Committee members	All members happy to remain on Committee except for Judith Joyce and Colin Kinchela.	Noted.	Community Services
August 2020	Cycleways Advisory Committee members	All members happy to remain on Committee.	Noted.	City Strategy
July 2020	Heritage Advisory Committee members	All members happy to remain on Committee.	Noted.	City Planning & Design

Councillor Consultation

17. The following Councillor consultation has been undertaken in relation to this matter:

Date	Councillor	Councillor Comment	Council Officer Response	Responsibility
N/A	N/A	N/A	N/A	N/A

FINANCIAL IMPLICATION FOR COUNCIL

18. There are no financial implications associated with this report.

Stephen Pearson

Administration Support Officer

Patricia Krzeminski

Governance Manager

Paul Perrett

Chief Financial Officer

Michael Tzimoulas

Executive Director Corporate Services

Brett Newman

Chief Executive Officer

Attachments:

There are no attachments for this report.

REFERENCE MATERIAL

Council 28 September 2020 Item 12.5

FAIR

ITEM NUMBER 12.5

SUBJECT FOR APPROVAL: Continuation of Councillor Appointment to Internal and External Memberships

REFERENCE F2019/04433 - D07608214

REPORT OF Governance Manager

PURPOSE:

The purpose of this report is to seek Council’s approval to extend the appointment of Councillors to internal and external organisations / boards and committees to the expiration of the current Council term.

RECOMMENDATION

(a) That Council extend the appointment of Councillors to the following internal and external organisations / boards and committees to the expiration of the current Council term:

Name	Councillor	Alternate
Audit, Risk and Improvement Committee	Garrard Pandey
Australia Day Awards Judging Panel	Lord Mayor
Board of Parramasala Ltd	Pandey Zaiter
CEO Performance Review Committee	Lord Mayor Davis Pandey Tyrrell Wilson Zaiter
Civic Risk West and CivicRisk Mutual	Prociv
Councillors Grants Committee	Bradley Garrard Prociv Tyrrell Pandey Zaiter
Finance Committee	Esber Garrard Pandey Tyrrell Wearne
Parramatta Community Fund Raising Committee, Sydney Community Foundation	Davis Tyrrell Wearne
Parramatta Floodplain Risk Management Committee	Bradley (Chairperson) Prociv
Parramatta River Catchment Group	Bradley Prociv
Parramatta Traffic Committee	Tyrrell (Chairperson)
Parramatta Traffic Engineering Advisory Group	Tyrrell (Chairperson)
Parramatta Wentworth Point Working Group	Issa
Riverside Theatres Advisory Board	Davis Dwyer Jefferies
Smart City Advisory Committee	Issa (Chairperson) Pandey
Sydney Central City Planning Panel	Issa Pandey	Zaiter
Western Sydney Academy of Sport	Esber	Garrard
Western Sydney Regional Organisation of Councils Board	Wilson Garrard	Wearne

(b) That Council nominate Councillor representatives to the following committees:

(i) Floodplain Risk Management Committee;

(ii) Metropolitan Public Libraries Association Ltd.

BACKGROUND

1. Council, at its meeting of 9 October 2017 resolved to appoint Councillors to internal and external organisations, boards and committees.

2. At that time, the Council term was for a period of three (3) years, with the Local Government Elections to be held in September 2020.

3. The resolution of 9 October 2017 specifically stated the term of membership of Councillors to internal and external organisations, boards and committees be for “the current Council 3-year term.”

4. Having regard to the postponement of the Local Government Elections to 4 September 2021, this report seeks to extend the Councillor term to each internal and external organisation, board and committee to the end of the current Council term.

ISSUES/OPTIONS/CONSEQUENCES

5. Throughout the term of Council, there have been various movements in Councillor membership to various Committees, and the current Councillor membership to internal and external organisations, boards and committees is outlined below:

Name	Councillor	Alternate
Audit, Risk and Improvement Committee	Garrard Pandey
Australia Day Awards Judging Panel	Lord Mayor
Board of Parramasala Ltd	Pandey Zaiter
CEO Performance Review Committee	Lord Mayor Davis Pandey Tyrrell Wilson Zaiter
Civic Risk West and CivicRisk Mutual	Prociv
Councillors Grants Committee	Bradley Garrard Prociv Tyrrell Pandey Zaiter
Finance Committee	Esber Garrard Pandey Tyrrell Wearne
Parramatta Community Fund Raising Committee, Sydney Community Foundation	Davis Tyrrell Wearne
Parramatta Floodplain Risk Management Committee	Bradley (Chairperson) Prociv
Parramatta River Catchment Group	Bradley Prociv
Parramatta Traffic Committee	Tyrrell (Chairperson)
Parramatta Traffic Engineering Advisory Group	Tyrrell (Chairperson)
Parramatta Wentworth Point Working Group	Issa
Riverside Theatres Advisory Board	Davis Dwyer Jefferies
Smart City Advisory Committee	Issa (Chairperson) Pandey
Sydney Central City Planning Panel	Issa Pandey	Zaiter
Western Sydney Academy of Sport	Esber	Garrard
Western Sydney Regional Organisation of Councils Board	Wilson Garrard	Wearne

6. On 9 June 2020, Council considered a report on the recent vacancy in civic office following the resignation of Paul Han (North Rocks Ward) effective 30 April 2020 and resolved to hold over the election of Councillors to the following Advisory Committees until this report was brought to Council:

a. Floodplain Risk Management Committee;

b. Metropolitan Public Libraries Association Inc.

7. It is recommended that Council extend the term of membership to each internal and external organisation, committee and board to the end of the current Council term and nominate Councillor representatives to the Floodplain Risk Management Committee and Metropolitan Public Libraries Association Inc.

CONSULTATION & TIMING

Stakeholder Consultation

8. The following stakeholder consultation has been undertaken in relation to this matter:

Date	Stakeholder	Stakeholder Comment	Council Officer Response	Responsibility
NA

Councillor Consultation

9. The following Councillor consultation has been undertaken in relation to this matter:

Date	Councillor	Councillor Comment	Council Officer Response	Responsibility
11/9/2020	BN to Councillors advising current membership to expire, and report will seek an extension to the end of the Council term	NA	NA	Governance

FINANCIAL IMPLICATION FOR COUNCIL

10. Councillor representation on all of the above internal and external organisations, boards and committees is provided for within the 2020/21 Councillor Support budget.

Patricia Krzeminski

Governance Manager

Michael Tzimoulas

Executive Director Corporate Services

Paul Perrett

Chief Financial Officer

Brett Newman

Chief Executive Officer

Attachments:

There are no attachments for this report.

REFERENCE MATERIAL

Council 28 September 2020 Item 15.1

WELCOMING

ITEM NUMBER 15.1

SUBJECT FOR NOTATION: Minutes of the Riverside Advisory Board Meetings held on 14 May, 11 June and 1 July 2020

REFERENCE F2007/00388 - D07589921

REPORT OF Director Riverside Theatres

PURPOSE:

The Terms of Reference for the Riverside Theatres Advisory Board state that minutes of all meetings are to be reported to Council. This report seeks Council’s notation of the minutes of the meetings of the Riverside Theatres Advisory Board held on 14 May, 11 June, and 1 July 2020.

RECOMMENDATION

That Council note the Minutes of the Riverside Theatres Advisory Board Meetings held on 14 May 2020 (Attachment 1), 11 June 2020 (Attachment 2) and 1 July 2020 (Attachment 3).

BACKGROUND

1. The Riverside Theatres Advisory Board is a voluntary Committee of interested community members, Council staff and Councillors. The current Committee membership as at August 2020, comprises:

Ms Vyvienne Abla

Ms Genevieve Blanchett

Clr Donna Davis

Clr Bob Dwyer

Mr Jon Greig

Ms Rhonda Hawkins

Clr Andrew Jefferies

Mr Luke Mackey

Mr Alan Manly

Ms Keiasha Naidoo

Mr Vaughan Roles

Mr Carl Sciberras

Dr Jim Taggart OAM

2. The Advisory Board advocates for Riverside and its critical role as a major arts and culture attraction for Sydney’s Central City.

3. The primary purpose of the Committee is to advise Council on the strategic direction of the Riverside Theatres’ performance program and venues with reference to Council cultural plans and other relevant plans; to advise Council on Riverside Theatres’ strategic role in delivering Council’s vision for Sydney’s Central City as a culturally rich, successful, prosperous and destinational Parramatta; and to advocate for Riverside Theatres as western Sydney’s premier performing arts centre.

4. The Committee meets every two months with a minimum of six meetings each year.

ISSUES/OPTIONS/CONSEQUENCES

Summary of the Advisory Board Meeting 14 May 2020

5. The Advisory Board was advised:

a. COVID-19 pandemic is managed by Council’s Crisis Management Team. Council is forecasting significant reductions in revenue. Riverside revenues will be reduced but offset by reductions in costs.

b. A relief package has been announced by Council and had been adopted in the early part of the crisis. The package is focused on supporting commercial business in the LGA and reducing fees and licensing. Phase two is now in development and includes support for the creative sector.

c. The focus of Council’s reopening had been on outdoor services with indoor services to be part of the next phase as restrictions are reduced.

d. Riverside is now working on a reopening plan and is working closely with Council’s WH&S team to develop its Risk Management Plan. The economics of reopening have been reviewed with social distancing in place. In the Riverside Theatre, which seats just over 750 seats, only 113 to 140 patrons could be accommodated

e. Considerable work has been undertaken to manage contracts and reschedule performances affected by the COVID pandemic wherever possible. Planning continues for 2021 and 2022.

f. Work has been undertaken to secure special COVID funding opportunities with National Theatre of Parramatta successfully receiving $38K from the Australia Council. Riverside education was commissioned to create two new training videos for VET courses. Other applications have been lodged with Create NSW. Funding has also been secured from Playwriting NSW for the development of new work through NTofP.

g. Many Riverside staff are working from home with a small contingent working at the Theatres.

h. Sprinkler works that were scheduled to be completed by end of November were expedited and are now completed.

6. Riverside Theatres Redevelopment Update

a. Conversations are continuing with MAAS which is keen to work with the local arts community. An invitation will be extended to a representative of MAAS to brief the Advisory Board.

b. The Advisory Board was advised that information relating to the development of Riverside Final Business Case was confidential.

c. Council has provided Create NSW with a response to the Draft Business Case, articulating a number of concerns.

d. Following Council’s response, officers of Create NSW and Council are continuing to work through the feedback with a view to further refining the Business Case. A Councillor Steering Group has met once and will be re-convened once further progress has been made on the refinement of the Business Case.

e. The State is still committed to the redevelopment, as supported by the release of the Draft Business Case and the on-going meetings with the State.

f. All parties were still committed to the creation of a cultural precinct, which includes MAAS and Riverside as part of an integrated vision.

7. Director’s Update

a. Riverside Advisory Board Update 14 April 2020.

The Director tabled the April update that had been previously emailed to members.

b. Notes to Meeting 13 February 2020.

The notes to the 13 February meeting were tabled. As a quorum of members was not in attendance on the 13 February, the Advisory Board Meeting was not held. Those members attending discussed a number of matters informally with meeting notes recording those discussions.

c. Riverside Theatres Digital

i. Riverside Theatres Digital is being undertaken in part to reinvent Riverside in the absence of live performance. Funds have been released from last year’s July Fundraiser to be used for a four concert pilot series to be streamed on a Sunday afternoon. They will commence on 31 May.

ii. Riverside Theatres Digital aims to bring artists, audiences and communities together. There are three main objectives:
Create - there is limited professional creative activity happening in Parramatta during COVID-19,
Connect - to bring the community together during COVID-19, and
Entertain - in uncertain times to create an awareness that Riverside is still delivering entertainment to audiences thus sustaining brand and audience loyalty.

The pilot concert series will test the market to measure potential audiences, the willingness to pay and the viability of a potential future operating model.

iii. The cost of the introductory program of four concerts is $40k. Ticketing income of $16k has been budgeted which will reduce the drawdown of funds from the July 2019 Fundraiser.

iv. There are two ticket payment options being considered: Pay What You Can (with a free option) and Choose You Price (with a minimum ticket price).

v. While there are many free performing arts digital offers as a result of COVID-19, it is unlikely free concerts can be sustained in the longer term.

vi. Riverside Theatres Digital is an important activity that will engage Riverside staff and the artistic community. There is a potential audience Australia wide, especially in rural areas where people are starved of cultural activities.

vii. The immediate aim is to monetise Riverside’s digital activity. While the digital program will not solve Riverside’s loss of income due to COVID-19, the long-term objective is to include digital as a complementary feature to live performances.

viii. Two Projects on a Page (POPs) will form the basis of the next stage in the development of Riverside Theatres Digital.

8. Finance and KPI Reports

Finance and KPI reports were tabled for the information of the Advisory Board.

9. General Business

a. National Theatre of Parramatta Update

b. Patron Digital Experience Survey

Summary of the Advisory Board Meeting 11 June 2020

10. Lisa Havilah, CEO Museum of Applied Arts and Sciences (MAAS), attended the Advisory Board Meeting virtually and provided an update for the Advisory Board’s information. The Museum project now includes a number of elements including:

a. Powerhouse moving to Parramatta

b. Digitisation and relocation of 385,000 objects.

c. The expansion of the Castle Hill site to where objects and records will be relocated.

d. Establishment of a Creative Industries precinct at Ultimo.

11. The Parramatta development is 30,000 square metres in size with 18,000 square metres of exhibition spaces. This is larger than the current Ultimo site. Aspects of the projects were outlined by Lisa Havilah:

a. Australian exclusive exhibitions and the substantive collection will feature in Parramatta.

b. Connectivity to transport infrastructure and the Civic Link project are desirable.

c. Central to the programming is the exhibition programming but will also include civic and community events.

d. The development will contain 40 residential studios and the work of those

residing there are to be integrated into the broader exhibition program. There will also 60-bed dormitory style accommodation for school groups.

e. There are many items in the collection with direct connections with

Parramatta, e.g. the first train to run between Sydney and Parramatta.

12. The design of the Museum buildings is as depicted in the recently released Environmental Impact Statement documents and includes seven exhibition spaces. A pathway/link between the Museum’s Western Building and the Meriton building is contemplated. A detailed heritage interpretation plan is also being developed including Willow Grove and the Terraces.

13. Lisa Havilah envisages MAAS as a complementary piece of infrastructure to Riverside. The Museum will reflect the cultural diversity of Sydney, which will represent a change to the Museum’s programming. The Museum will be central to the cultural life of the city and once a builder is appointed and a program of works determined it is likely to be three to four years to the Museum opening in Parramatta.

14. In response to how the campaign against the move of the Powerhouse to Parramatta is being addressed, Lisa Havilah acknowledged the scale of the project always has many stakeholders. The project represents an important philosophical investment decision into culture in Western Sydney.

15. The Museum’s EIS will be open for 28-days and the Museum will be offering a range of briefing sessions to a wide range of groups.

16. In response to how a city audience could be brought to Parramatta, Lisa Havilah advised that modelling was based on a 10am to 9pm operation – the Parramatta Powerhouse will significantly contribute to the night-time economy. While Lisa Havilah advised she had a limited understanding of the Riverside renewal, she was keen to work with Riverside in the future.

17. Digital Concert Services and Riverside Theatres Digital Update

a. The Digital Concert Series of four concerts was developed in 3 to 4 weeks.

b. Sales and the average ticket price have been greater than expected for the first two concerts and ticket purchasers have also made donations.

c. More than half the audiences paid more than the minimum ticket price.

d. Many ticket purchasers are new to Riverside with many digital patrons not from Greater Western Sydney.

e. It is likely there were many more people watching than listed on the YouTube running tally and the number of ticket purchase transactions.

f. Digital tickets were sold through the Riverside box office enabling Riverside to retaining purchaser contact details, which will facilitate the building of relationships with new audiences.

g. There has been some interest from other groups to use Riverside to stream digital shows and events.

h. Members of the Advisory Board extended their congratulations to the Riverside team. It was noted that the location of the audience was not important. However, the quality of the product is important. Better-known performers in the future may assist sales along with improved ticket purchasing.

i. Council has approved the next tranche of digital concert activity.

j. The digital program provides potential new options for the future not just a stopgap measure during COVID-19. In the longer term additional capital investment in digital infrastructure may be required to support the digital program.

18. Riverside Update During COVID-19

a. Riverside’s re-entry to the world of live performance is getting closer. It was noted the reopening of Council libraries and pools is occurring on a limited and staged basis. Modelling is taking place on what reopening will look like for Riverside. The performing arts industry has been lobbying to reopen without no social distancing in September but this is unlikely. Audience demand and willingness to return to Riverside may remain central to the short and medium term success of reopening.

b. Work is continuing on restoring “live performance” programming. A number of shows have been put on hold through force majeure provisions and some have been or will be rescheduled. There are still a large number of unknowns dependent on future Government and Health decisions.

c. Riverside has successfully applied to the Australia Council for National Theatre of Parramatta’s initiatives. Two videos had been commissioned by the Education Department on backstage operations and customer service.

d. The 20/21 Council budget, notwithstanding a reduction (reflecting two months of nil activity in July and August) and a further efficiency dividend of 7.5% to be identified, is better than initially anticipated.

e. A joint Council/Create NSW working group continues to work through the Riverside Redevelopment Final Business Case.

f. Much of the focus of existing Create NSW recovery packages has been on producers and artists and not on presenters and venues. However, sustainable and viable opportunities for producers and artists will rely on sustainable and viable venues/presenters.

Summary of the Extraordinary Advisory Board Meeting 1 July 2020

19. The Extraordinary Meeting of the Advisory Board primarily focused on the Riverside Theatres Digital program to provide the Advisory Board information on the outcome of the pilot program and details of plans for future programs.

20. Digital Concert Pilot Series comprise four concerts:

Name Tix Av Tix Price

You’ll Never Walk Alone 654 $17.51

No Cabaret for Old Men 1,008 $18.83

Everybody Roar! Justin Clarke 848 $ 8.85

Ngaiire: Take Over 492 $12.13

21. 3,002 tickets were sold for $39,970 with $2,436 received in donations. There were 2,697 unique viewers that watched for 1,900 hrs. 1,571 ticket purchasers were new to Riverside. Subscribers to Riverside’s YouTube increased by 33% over the series. The Board acknowledged the PAYCE purchase of tickets for the Digital Concert Pilot Series assisted the final results.

22. The series was well received both in terms of participation and critical acclaim. Prospective audiences were targeted via social media channels (Riverside and performers) to include those who were not in the traditional Riverside market catchment.

23. Given the different nature of each show there was no significant audience crossover from concert to concert. Primary location of digital audiences has been in Greater Sydney.

24. A range of technology platforms (TV, mobile phone, tablet etc) were used by viewers of the various shows. Familiarity with technology for some audience groups (eg family/kids audience) resulted in higher viewership on TV screens.

25. The Digital Concert Pilot Series was originally budgeted at a deficit $31K. However, due to better than budgeted ticket sales a modest surplus of $1.3K was achieved. Financial results only reflect direct project costs. There were other BAU costs such as Riverside’s full-time staff providing the support for each show. The Digital Concert Series as a proof of concept has been validated financially. Focusing on member participation may give even better returns in the future. While profit has not been the principal driver of digital programming during COVID-19, it successfully messaged that Riverside was open for business.

26. Being able to stream in house will be important in the future if a fusion/hybrid of live and digital is to be achieved. Digital streaming makes Riverside accessible to audiences who might not be normally able to attend eg aged care homes etc. Also there will be new venue hire opportunities if a streaming service could be provided. Riverside’s core mission of delivering live performance will remain pre-eminent in the longer term.

27. Future digital capability in-house may require capital investment. However, this cost may exceed hiring in expertise and equipment per project. Bringing capability in house can be expensive and technology may outdate rapidly.

28. A digital strategy for the longer term will be further investigated along with the development of a future business model including future corporate/business involvement.

29. The guiding principles for future digital activity include:

a. Programming:

i. Scheduled for initial live streaming and then repeated on demand will be key but will pose licencing challenges.

ii. Predominantly music based

iii. Responsive to diverse gender, age and cultural background.

b. Marketing:

i. Engage with the Riverside membership base.

ii. Engage extensively with the Western Sydney community

iii. Produce attractive digital collateral

iv. Secure major media interest.

c. Ticketing:

i. No free options but set a minimum affordable price

30. The draft program for the next series includes Todd McKenny, Jay Laga’aia, John Bell & Simon Tedeschi, Lingalayam Dance Company and Mike Nock. Minimum pricing will be set at $18 to $20 and $5 to $10 for children/family shows. A live studio audience limited to 20 pax is also being considered to accompany some digital concerts.

31. A business case needs to be developed including a review of issues such as licencing etc, skills development in programming and marketing. Ownership/licensing of intellectual property will need to be secured in the future. For the pilot digital series licencing costs were only 2% due to COVID-19. Normal broadcast rights are around 12%. Synchronisation rights will be even more expensive.

32. Riverside Theatres Sydney Morning Herald Article 15 June 2020

a. Concerns were raised that information in the SMH article may have come from Council and that this information was incorrect. In fact, Council continues to work with the NSW Government on the Riverside redevelopment. The Advisory Board was reassured that Riverside had the support of Council. Council will continue to keep MAAS matters separated from Riverside matters. Council and Create NSW had provided a similar response to the SMH that both parties were continuing to work collaboratively.

b. The Board resolved there would be no Advisory Board comment in respect of the Powerhouse and that the Board would focus on supporting Riverside.

CONSULTATION & TIMING

Stakeholder Consultation

33. The following stakeholder consultation has been undertaken in relation to this matter:

Date

Stakeholder

Stakeholder Comment

Council Officer Response

Responsibility

14 May

11 June

1 July

Community Members of the Advisory Board

Community Member comments are recorded in the Minutes of the Meetings attached to this report

n/a

Riverside Theatres / Community Services / Robert Love

Councillor Consultation

34. The following Councillor consultation has been undertaken in relation to this matter:

Date

Councillor

Councillor Comment

Council Officer Response

Responsibility

14 May

11 June

1 July

D Davis

B Dwyer

A Jefferies

Councillor comments are recorded in the Minutes of the Meetings attached to this report

n/a

Riverside Theatres / Community Services / Robert Love

FINANCIAL IMPLICATION FOR COUNCIL

35. Expenditure referred to in this report is contained within Council’s existing approved budgets.

Robert Love

Director Riverside Theatres

Paul Perrett

Chief Financial Officer

Brett Newman

Chief Executive Officer

Attachments:

1 ⇩	Minutes of the Riverside Advisory Board Meeting 14 May 2020 (Note: Item 4(b) redacted in accordance with Section 10A(2) of the LG Act)	8 Pages
2 ⇩	Minutes of the Riverside Advisory Board Meeting 11 June 2020	5 Pages
3 ⇩	Minutes of the Extraordinary Riverside Advisory Board Meeting 1 July 2020	6 Pages
4	Confidential Extract - Item 4(b) Riverside Advisory Board Meeting 14 May 2020 (confidential)	1 Page

REFERENCE MATERIAL

Council 28 September 2020 Item 17.1

INNOVATIVE

ITEM NUMBER 17.1

SUBJECT FOR NOTATION: Minutes of the Heritage Advisory Committee meeting held on 19 August 2020

REFERENCE F2013/00235 - D07607247

REPORT OF Project Officer Land Use

PURPOSE:

To inform Council of key discussion points from the Heritage Advisory Committee meeting held on 19 August 2020.

RECOMMENDATION

That Council note the minutes of the Heritage Advisory Committee meeting held on 19 August 2020.

BACKGROUND

1. Council’s Heritage Advisory Committee (the Committee) meets every two months and currently comprises 12 members. The purpose of the Committee is to advise Council on how better to conserve, promote and manage heritage within the Parramatta Local Government Area (LGA) for current and future generations.

2. Due to the current Covid-19 situation, Committee meetings were suspended until August of this year. However, normal meetings have recommenced and a meeting was held on 19 August 2020. This report summarises key discussion points of this meeting for Council’s information and consideration. The minutes of the meeting are provided at Attachment 1.

KEY DISCUSSION POINTS

3. The key points discussed at the meeting are summarised below.

Business arising – Powerhouse Museum (Item 5)

4. After being briefed on the outcome of Council's decisions regarding the Powerhouse Museum proposal, the Committee resolved: “That the Committee formally opposes the deconstruction and reconstruction of Willow Grove at another site in accordance with the Burra Charter”.

5. The Council staff response to the resolution of the Committee is as follows:

a. Council's endorsed submission to the Department of Planning, Industry and Environment (DPIE) in response to the State Governments State Significant Development Application for the Powerhouse Parramatta ‘supports the retention of Willow Grove and St George’s Terraces’.

b. The submission recognises the aspirations and commitment of the NSW Government to strive for a world-class museum and cultural facility on the Riverbank site. Recognising such aspirations, the submission also requests that further design development of the museum be undertaken to demonstrate that appropriate and adequate consideration has been given to the heritage significance of Willow Grove and St George’s Terraces, and also seeks clarification on whether options such as relocation of the heritage items, including Indigenous heritage, have been explored.

c. A copy of the draft meeting minutes from the extraordinary meeting of the Heritage Advisory Committee held on 18 June 2020 (which were received and noted as a true record of that meeting at the 19 August 2020 meeting) that considered the proposal were included as an attachment to Council’s submission to DPIE.

Committee membership (Item 6)

6. Advice was provided that, because Council elections have been postponed until 4 September 2021, the present term of Committee members would need to be extended until 3 September 2021. It was noted that although all Committee members had advised of their willingness to serve until 2021, it was necessary to include a documented resolution in the minutes to this effect.

7. The Committee recommended that the current membership of the Parramatta Heritage Advisory Committee be extended until the September 2021 Council elections, and further that the Committee recommend that Carol Liston and Jeffrey Allen continue as Chair and Deputy Chair respectively until the September 2021 Council elections. It is noted that there is a separate report on this Council meeting agenda on the continuation of advisory committees and their membership until the end of the current Council term.

Conservation Management Plan for Prince Alfred Square (Item 8)

8. Council staff briefed the Committee on the preparation of a Conservation Management Plan for Prince Alfred Square and the feasibility of locating a public toilet block on this park.

9. In response to the briefing, the following suggestions were made for the siting of a new toilet block at an alternative location to the park:

a. The northern side of Riverside Theatres, as it is relatively newly-built and the building has installations for toilet and water.

b. With the demolition of the Royal Oak Hotel in Church Street, the block of land adjacent to the stables could be a significant toilet location and is not far from Prince Alfred Square.

10. The Committee's comments have been referred to Council's Place Services Unit who have advised that it will:

a. Continue to engage with Council’s Cultural Strategy team to explore current opportunities to use the Riverside Theatres site for a public toilet. Noting that there are redevelopment works planned for Riverside, the Unit will also work with relevant Council staff to determine whether a public toilet can and should be part of the new works.

b. Work with Council’s Parramatta Light Rail Program Interface Manager to explore whether it would be suitable to install a toilet facility on the former Royal Oak Hotel site.

Heritage interpretation (Naming roads and parks in Melrose Park) (Item 9)

11. The Committee was briefed by a Council officer on proposals for place naming in Melrose Park that reflect former significant activities (i.e. the Putt Putt site).

12. The Committee suggested that research for names should include the pre-World War II orchards, as these were of heritage significance for an earlier period of the land.

13. The Committee's comment has been referred to Council's Interpretation and Strategy Coordinator for consideration as appropriate.

Development Applications (Item 10)

14. The Committee was briefed by Council staff on the following two development applications for the Parramatta Female Factory and Institution Precinct:

a. DA/373/2020 – Includes demolition of a number of non-significant buildings and also construction of the Parramatta Girls Industrial School Memorial and associated landscape works. This application was publicly notified from 5 August until 26 August.

b. DA/443/2020 – Includes alterations and additions and adaptive reuse of a number of buildings. It is proposed that a number of buildings will be used as offices premises (Western Sydney start-up hub). The hub will be operated by the NSW Government providing subsidised office space on short-term leases. This application was publicly notified from 25 August until 15 September 2020.

15. It was noted that for both applications, the proponent has already secured the required approval from Heritage NSW under the terms of relevant legislation.

16. In response to the briefing, the Committee expressed a number of concerns regarding the works and resolved:

a. That the Committee expresses its concern that the significance of these building are not being adequately understood or recognised, nor appropriately addressed. Further there does not appear to be provision for public access to this nationally significant site. Particularly the building labelled C111 (the convict period).

b. That the Committee is concerned that earlier proposal for an arts, cultural and creative industry hub does not appear to have been considered.

c. Further, that this project may negatively impact the possibility of a museum precinct (eg. recognising NSW settlement and the female factory) being located in this area.

17. Council staff note the concerns raised in relation to the long term use of the site as a museum precinct and will raise these concerns with the applicant. It is noted that the current application does not propose any works at Building C111. Nevertheless, the Heritage Committee’s concerns in relation to this building will be raised with the applicant and any response will be forwarded to the Heritage Committee.

18. In addition, Council's Heritage Adviser presented six development applications currently being assessed:

a. DA/357/2020:17 Boronia Avenue, Epping – Construction of a secondary dwelling.

b. DA/441/2020:36 Abuklea Road, Epping – Replacement of crushed rock driveway with concrete driveway.

c. DA/55/2019/A: 19 – 21 Forest Grove, Epping – Demolition of existing dwellings and construction of 5 storey residential flat building.

d. DA/445/2020: 22 Good Street, Granville – Construction of 4 storey mixed use development.

e. DA/456/2020:24 High Street, Granville – Demolition of an existing heritage dwelling.

f. DA/397/2020:2 – 16 Epping Road 2 – 4 Forest Grove, Epping – Construction of 5 residential flat buildings.

19. The Heritage Advisor also invited members to provide individual submissions on the applications if they wished. The Committee did not raise any issues on the briefing from the Heritage Advisor.

Cultural Heritage and Visitor Services Update (Item 11)

20. A written update was provided by Council's Cultural Heritage and Tourism Team on the following matters:

a. Parramatta History and Heritage website: a new website was launched in July 2020 reflecting Council's brand and that is easy to navigate.

b. Research themes: the Research and Collections team have collaborated more broadly within Council and other stakeholders to present a number of research themes during 2020.

c. Destination Management Plan (Year 1 Review): COVID-19 restrictions have had a significant detrimental impact on all sectors of the visitor economy. Nevertheless, 53% of all actions in the plan were completed or are on track to be finalised as the economy recovers.

City Planning update (Item 12)

21. The Committee was informed that the draft Parramatta Local Environmental Plan (LEP) that will replace existing LEPs within the City of Parramatta LGA (often referred to as the Harmonisation Draft LEP) will be on public exhibition for six weeks from late August. Advice was provided that no substantive changes are being proposed in regard to heritage listings.

22. In response to a Committee request, information regarding the heritage provisions of the draft Parramatta LEP was circulated to the Committee at the start of the exhibition.

23. The Committee was briefed on the Planning Proposal for 197 and 207 Church Street and 89 Marsden Street, Parramatta (corner of Church and Macquarie Streets), which was endorsed by Council on 11 May 2020, subject to amendments, for the purposes of public exhibition. Council is seeking endorsement from the Department of Planning, Industry and Environment of the amended Planning Proposal before the matter can be exhibited which is a requirement of the Gateway determination. The Planning Proposal seeks to increase the FSR from part 3:1/part 4:1 to 10:1 and height from part 12 metres/part 36 metres to part 12 metres/part 105 metres. The Committee was advised that the Planning Proposal is expected to be placed on public exhibition in the coming months and members of the Committee could make submissions at that stage if they wished.

24. The Committee asked a number of questions regarding the development and particularly its impact on archaeology. Arising from a Committee request, statements of heritage impact for the planning proposal that address impact on archaeology, have been distributed to the Committee for its information.

Willow Grove history (Item 13)

25. A history of Willow Grove prepared by Dr Terry Kass, historian and heritage consultant, was forwarded by the North Parramatta Residents Action Group to the Committee Chairperson who requested that it be added to the Committee meeting agenda. The Committee suggested that the history be treated as a resource for those interested in or dealing with this heritage item.

26. The history has been forwarded to Council's Heritage Centre and also the City Design unit for its work regarding the proposed Powerhouse Museum.

General business

27. The Committee requested that it be updated on Council's approach to the preservation of archaeology for Developments Applications and Planning Proposals. A briefing will be provided at a future meeting of the Committee.

CONSULTATION & TIMING

Stakeholder Consultation

28. The following stakeholder consultation has been undertaken in relation to this matter:

Date	Stakeholder	Stakeholder Comment	Council Officer Response	Responsibility
N/A	N/A	N/A	N/A	N/A

Councillor Consultation

29. The following Councillor consultation has been undertaken in relation to this matter:

Date	Councillor	Councillor Comment	Council Officer Response	Responsibility
N/A	N/A	N/A	N/A	N/A

FINANCIAL IMPLICATION FOR COUNCIL

30. The report is for Council’s notation only, and has no direct financial implications for Council.

Paul Kennedy

Project Officer Land Use

Sarah Baker

A/Team Leader Land Use Planning

Robert Cologna

Land Use Planning Manager

David Birds

Group Manager, City Planning

Paul Perrett

Chief Financial Officer

Jennifer Concato

Executive Director City Planning and Design

Brett Newman

Chief Executive Officer

Attachments:

1 ⇩

Minutes of Meeting

11 Pages

REFERENCE MATERIAL

Item 17.1 - Attachment 1

Minutes of Meeting

Meeting Name	Heritage Advisory Committee	F2013/00235
Date	Wednesday 19 August 2020	Time 5.00pm
Venue	Microsoft Teams
Attendees	Callum Mealey Scott Hill David Hoffman Ruth Evans Terrence Smith Carol Liston Gary Carter Jeffrey Allen
Present	COUNCILLORS (CITY OF PARRAMATTA) Phil Bradley Donna Davis STAFF (CITY OF PARRAMATTA) Sahar Shahin Paul Kennedy Myfanwy McNally Kim Marsh Lily Wang Michelle Desailly Zoran Popavic
Chaired by	Carol Liston

1. WELCOME AND INTRODUCTIONS

Carol Liston welcomed everyone to the meeting. The meeting was opened at 5.05pm.

2. APOLOGIES

Stephanie Licciardo a member of the Heritage Advisory Committee was an apology for this meeting.

3. CONFLICT OF INTEREST DECLARATIONS

David Hoffman declared an interest in the Prince Alfred Square matter as he is employed by Heritage NSW and conducted the State Heritage Register listing for Prince Alfred Square. Mr Hoffman did not take part in discussions relating to this matter.

4. CONFIRMATION OF MINUTES HELD ON 3 JUNE AND 18 JUNE 2020.

RESOLVED (Terrence/ Gary)

That the minutes of the meeting of the Heritage Advisory Committee held on 3 June 2020 be received and noted as a true record of the meeting.

RESOLVED (David/Gary)

That the minutes of the meeting of the Heritage Advisory Committee held on 18 June 2020 be received and noted as a true record of the meeting.

5. BUSINESS ARISING FROM MINUTES OF MEETINGS HELD ON 3 JUNE AND 18 JUNE 2020.

Subiaco Columns

The Committee was updated that Council staff are pursuing the following actions:

• Approaching Western Sydney University to see if it is interested in the columns being relocated on the University site.

• If the University is interested, seek further advice from the Heritage consultants on appropriateness of locating columns on University site.

• There is a meeting with the University at 3 PM is scheduled for Thursday 20 August 2020

Development Application regarding Aquatic Centre

Committee’s comments regarding view protection were referred to Council’s Development Assessment team. Further clarification has been sought from Council’s consultants on how view lines may be impacted.

Powerhouse Museum

Committee was updated that their concerns from the extraordinary meeting held on 18 June 2020 was reported to Council at an Extraordinary Council Meeting held on the 2 July 2020. The Committee was notified that although a rescission motion was received after the meeting, Council did not rescind the decision on 13 July 2020 and the resolution on 2 July 2020 stood.

Councillors present explained the division in the chamber regarding the Powerhouse Museum.

Councillors mentioned that an option given to Council was the relocation of Willow Grove at another site.

RESOLVED (Terrence/ Gary)

That the Committee formerly opposes the deconstruction and reconstruction of Willow Grove at another site in accordance with the Burra Charter.

6. CONFIRMATION OF MEMBERSHIP AND ROLES UNTIL SEPTEMBER 2021 OF PARRAMATTA HERITAGE ADVISORY COMMITTEE

Advice was provided that because Council elections have been postponed until 4 September 2021, the present term of Committee members would need to be extended until 3 September 2021. It was noted that although all Committee members had advised of their willingness to serve until 2021, it was necessary to include a documented resolution in the minutes to this effect.

RESOLVED (Terrence/Scott)

1. That the Committee recommend the current membership of the Parramatta Heritage Advisory Committee be extended until the September 2021 Council Elections.

2. That the Committee notes the current membership is:

(a) Carol Liston

(b) Terrence Smith

(d) Ruth Evans

(e) Dibya Chhetry

(f) Christine Rigby

(g) Stephanie Licciardo

(h) Sarah Trevor

(i) Scott Hill

(j) David Hoffman

(k) Callum Mealey

(l) Gary Carter

3. Further, that the Committee recommend that Carol Liston and Jeffrey Allen continue as Chair and Deputy Chair respectively until the September 2021 Council Elections.

7. COUNCIL REPORT – REPORT TO COUNCIL ON 27 JULY 2020

This update was provided at Item 5.

8. PRINCE ALFRED SQUARE, CONSERVATION MANAGEMENT PLAN AND TOILET FEASIBILITY

Council officers briefed the Committee on the preparation of a Conservation Management Plan for Prince Alfred Square and the feasibility of locating a toilet block on this park.

A summary of the context and significance of Prince Alfred Square was given being:

• Located directly north of Riverside Theatre, Parramatta

• Only civic park and one of the few open spaces in Parramatta

• Used for popular community events such as Winterlight

Heritage Significance:

• Site of Parramatta's second gaol (1804 - 1841), first female factory (1804-1821), and village green since 1837

• Exceptional archaeological research potential.

• Monuments include: war memorial, Anderson fountain, band rotunda

• Early plantings and diagonal layout of the Public Parks Movement

A background to the Conservation Management Plan was given with the below timeline:

October 2016

• Council adopted the Prince Alfred Square Landscape Master Plan August 2017.

• Prince Alfred Square and potential archaeological site was declared as a State Significant Heritage Item (SHR #01997).

2018

• Electrical substation installed in Prince Alfred Square.

2019

• Met with Heritage NSW to discuss the nexus between the Landscape Master Plan and the State heritage listing.

The implications of a State significant heritage listing was explained to the Committee.

What a Conservation Management Plan is and the scope was explained, a summary of the scope for Prince Alfred Squares Conservation Management Plan includes:

• Background review & site analysis to establish the historical context and importance

• Develop a high level conservation policy, including a constraints and opportunities analysis

• Provide recommendations on how the park can best be managed and maintained

• Provide a guideline for future improvement opportunities including any potential additional exemptions for works requiring Heritage Council Approval;

• Provide a schedule of conservation works.

• Update the PAS Landscape Masterplan if required

A timeline for the drafting of the Conservation Management Plan was presented:

Proposed timeframe	Step
Aug – Sep 2020	Prepare Consultant Brief
Early Oct 2020	Appoint Consultant
Oct 2020 – Feb 2021	Undertake work ‘Check-in’ presentations to Heritage Advisory Committee
Mar 2021	Draft CMP sent to Heritage NSW for review
May 2021	Draft CMP brought to Council meeting for endorsement

A public toilet feasibility study was also presented to the Committee.

A summary of the Council Policies and Strategies requiring provision of public toilets was presented and include:

• Disability and Inclusion Action Plan 2019-2023

• Homelessness Policy

• Crime Safety Plan 2019-2023

• Operational Plan 2019/20 and 2020/21

The Public Toilet Feasibility Study was explained and is summarised below:

Proposal: Investigate the feasibility of installing a temporary or permanent toilet in Prince Alfred Square

Considerations:

• The park has significant archaeology

• The park’s visual corridors and symmetry must be protected

• Any potential toilet must align with the conservation principles of the CMP

What we will also do:

• Investigate toilet installation feasibility in other locations in the Parramatta CBD

Locations of Council-owned Public Toilets in Parramatta CBD

• Temporary amenities in Centenary Square

• Automatic toilet at Charles Street Wharf

• Eat Street Carpark toilet

• Civic Place carpark (to be demolished)

• Justice Precinct (future)

A timeline for the feasibility study to be complete was presented.

Proposed timeframe	Step
Aug – Sep 2020	Prepare Consultant Brief
Early Oct 2020	Appoint Consultant
Oct 2020 – Feb 2021	Undertake work ‘Check-in’ presentation to Heritage Advisory Committee
Mar 2021	Complete the feasibility work

In response to the briefing, the following suggestions were made for the siting of a new toilet block at an alternative location to the park:

· The northern side of the Riverside theatre as it is relatively newly built and the building has installations for toilet and water.

· With the demolition of the Royal Oak Hotel in Church Street the block of land adjacent to the stables could be a significant toilet location and is not far from Prince Alfred Square.

9. HERITAGE INTERPRETATION, NAMING ROADS AND PARKS IN MELROSE PARK AND TWO LANES IN TOONGABBIE

A summary of the Melrose Park project was presented explaining that Council is taking a staged approach to this project.

Suggested names were presented to the Committee and their suggested placements. It was explained that the names suggested on the plans presented were significant to the Putt Putt that was located in this area for decades as well as the Aeroplane Jelly Factory to the corner of the site.

The Committee suggested that research for the names should include the orchards pr-World War II as these were of heritage significance earlier for the site.

The lanes in Toongabbie were not discussed due to time restraints.

10. DEVELOPMENT APPLICATIONS FOR – INCLUDING TWO DAs FOR THE PARRAMATTA FEMALE FACTORY AND INSTITUTIONS PRECINCT

Two development applications regarding the Parramatta Female Factory and Institution Precinct were presented to the Committee.

The first DA related to a memorial for the Parramatta Girls School.

The second DA related to the active reuse of the buildings within this precinct as a Start-up Hub.

The Committee was briefed on the development applications and the implications they would have on the heritage items.

The Committee made comment that the Parra Girls and Parramatta Female Factory are two separate institutions and doing the works together appear to be merging the institutions.

Council staff affirmed that this is not the intent it is just that the two demolitions are ready at the same time.

The Committee were generally supportive of the design of the memorial but noted:

· That whilst the demolition of the sheds in the artisan’s yard was acceptable they were concerned around the confusion that might be created between the demolition in the artisan’s yard and the memorial. They were two distinct areas.

· That the memorial’s location may have been based on keeping it out of the industrial school area.

· That there was no interpretation of the 1930’s buildings that would be demolished.

RESOLVED (Terrence/ Gary)

That the Committee expresses its concern that the significance of these building are not being adequately understood or recognised, nor appropriately addressed. Further there does not appear to be provision for public access to this nationally significant site. Particularly the building labelled C111 (the convict period).

That the committee is concerned that earlier proposal for an arts, cultural and creative industry hub does not appear to have been considered.

Further, that this project may negatively impact the possibility of a museum precinct (eg. recognising NSW settlement and the female factory) being located in this area.

The following development applications heritage impacts and heritage advisor’s recommendations were presented to the Committee:

DA/367/2020	17 Boronia Avenue EPPING NSW 2121	Demolition of the existing garage, alterations and additions to the existing dwelling and construction of a secondary dwelling.
DA/441/2020	36 Abuklea Road EPPING NSW 2121	Replace existing crushed rock driveway and footpath crossing with concrete driveway from street kerb to garage door, including turning bay.
DA/55/2019/A	19-21 Forest Grove EPPING NSW 2121	Section 4.55 (1A) modification Application to DA/55/2019 for the demolition of existing dwellings, tree removal and construction of a five storey Residential Flat Building with 2 levels of basement car parking. The application is identified as Integrated Development under the provisions of the Water Management Act 2000. The modification sought is to remove the required easement under deferred commencement condition (a), and replace with a land dedication at subdivision certificate stage.
DA/455/2020	22 Good Street GRANVILLE NSW 2142	Demolition of existing structures and construction of a 4 storey mixed use development comprising 1 retail unit and 10 boarding rooms, 1 at grade car space and 2 motorcycle spaces pursuant to Affordable Rental Housing SEPP 2009.
DA/456/2020	Late Vic Cottage 24 High Street GRANVILLE NSW 2142	Demolition of an existing heritage dwelling.
DA/397/2020	2-16 Epping Road and 2-4 Forest Grove, EPPING NSW 2121	Demolition of all structures, site preparation works, excavation and tree removal; construction of 5 x 5-8 storey residential flat buildings comprising 321 apartments; construction of 2 x 2-3 level basement car parks comprising 266 car parking spaces, storage and plant rooms; construction of an internal road; a public pedestrian through site link; associated landscaping works; and delivery/augmentation of services. The application is Integrated Development under s138 of the Roads Act 1993. The application is to be determined by the Sydney Central City Planning Panel.

The Heritage Advisor also invited members to provide individual submissions on the applications if they wished.

11. CULTURAL HERITAGE & VISITOR SERVICES – WRITTEN UPDATE

The Committee confirmed the receipt of this update (circulated to members by email) that is outlined below:

§ Parramatta History and Heritage website

The new website was ‘soft’ launched on 28 July 2020 – it has a fresh clean look reflecting Council’s brand and functionality that is intuitive and easy to navigate.

It reflects ‘Who we are’ and ‘What we do’ – A professional team providing access to research material, council and community archives and cultural collections relating to Parramatta’s Local Government Area.

This website shares and celebrates our cultural heritage assets and stories providing access to approximately 1,000 research articles and publications searchable under categorised topics and ‘Our Stories’ themed curated pages.

Complimenting the new website is a database containing over 30,000 records relating to City of Parramatta’s archival and cultural collections.

Another new feature is ‘What’s On – AT Parramatta’ - visible on the home page this section provides us with the opportunity to share events and stories of our heritage partners.

Visit the new Parramatta History and Heritage website here:

https://historyandheritage.cityofparramatta.nsw.gov.au/

§ Research themes

The Research and Collections Team have collaborated more broadly within Council and with other stakeholders to present a number of research themes during 2020.

Some of these include:

Warami – recognising Sorry Day and Reconciliation Week

WHO International Year of the Nurse and Midwife – recognising and showcasing the work and contributions of nurses and midwives

Victory in the Pacific Day – Commemorating the 75^th anniversary of the end of World War Two

Science Week – celebrating Australia’s science and technology

Plus, research on the 39 suburbs that make up the Parramatta LGA is complete, and work continues on identifying the origins of street names.

§ Destination Management Plan – Year 1 Review

The COVID-19 restrictions have had a significant detrimental impact on all sectors of the visitor economy. Nevertheless; 53% of all actions in the DMP were completed or are on track to be finalised as the economy recovers.

The table below provides a summary of the implementation status of all actions in year 1 of the DMP.

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The full impact on the local economy will be known once visitation data is received from Destination NSW, for the financial year 2019/2020.

What we do know is that visitation to selected heritage attractions and tours, up until the end of the third quarter (March 2020) which included the commencement of the lock-down period, was only 4.24% down on the same period in the previous financial year. Also, the estimated visitation to Parramatta Park for the full year ending June 2020 was only 1.8% down on the previous year.

Another signification impact on visitation to attractions and tours were the severe weather events experienced over the summer months.

12. CITY PLANNING UPDATE

The Committee was informed that the Draft Parramatta Local Environmental Plan (LEP) would be on public exhibition for 6 weeks from late August. This LEP will replace existing LEPs within the Local Government Area (LGA).

The Committee was notified that there are no substantive changes being proposed in regard to heritage listings. Generally, it is being proposed that all heritage items are retained and consolidated in a combined Schedule 5.

An email will be sent to the Committee once public exhibition has commenced.

The Committee were also advised that heritage controls in the DCP will be exhibited separately later in 2020 or early 2021.

The Committee requested they be notified if any changes to heritage provisions prior to the exhibition.

A presentation on the Planning Proposal for 197 and 207 Church St and 89 Marsden St Parramatta was made to the Committee:

Background:

• Council is processing a Planning Proposal for 197 and 207 Church St and 89 Marsden Street Parramatta

• The site contains a locally listed heritage item, shop and archaeological site and known as the Murray Brothers store

• Council in 2015 endorsed a Planning Proposal that was not supported by the Department of Planning that directed that there be no overshadowing between 12 PM – 2 PM of the protected area of Parramatta Square.

• The applicant submitted a revised planning proposal in mid-2019 largely consistent with the Gateway that was endorsed by Council for exhibition on 7 May 2020The planning proposal is expected to be placed on public exhibition in the coming months; Council is awaiting approval from Department of Planning to exhibit

• Members of the Committee can make submissions at that stage if they wish.

The Proposal:

• Planning Proposal seeks to increase

o FSR from part 3:1/part 4:1 to 10:1 (11.5:1 with Design Excellence bonus)

o Height from part 12m/part 36m to 12m/105m (32 storeys)

• Planning Proposal is consistent with the Parramatta CBD Planning Proposal

• Preferred reference design contains a commercial building (on Church St) and a hotel (on Marsden St)

Heritage:

• Proposal provides for the retention of the façade of the Murray's building (via a DCP control)

• DCP controls also make reference to relevant heritage report recommendations, which include retention of some internal columns

• Council accepted Council staff’s recent recommended changes to draft DCP which included:

o strengthened language to incorporate (rather than consider) the recommendations of the original heritage report

o ensure access minimise heritage impacts

o consider opportunities to incorporate existing heritage fabric

o acknowledge nearby heritage items

• The addendum heritage report recently submitted with the updated PP recommends retention of the awning. This will be further considered at the post- exhibition stage.

The Committee asked a number of questions regarding the development and particularly its impact on archaeology. The Committee requested that statements of heritage impact for the planning proposal that address impact on archaeology be distributed to the Committee for its information.

13. WILLOW GROVE HISTORY

A history of Willow Grove was circulated to the Committee that suggested it become a resource for those interested in or dealing with this heritage significant item.

14. GENERAL BUSINESS & INFORMATION SHARING

Members of the committee made positive comments regarding the new wayfinding signage that has been erected.

The Committee requested they be updated on the retention of archaeology and Council’s approach to the preservation of archaeology in developments and planning proposals.

15. NEXT MEETING

To be decided.

The Meeting closed at 7.31pm

Council 28 September 2020 Item 17.3

INNOVATIVE

ITEM NUMBER 17.3

SUBJECT FOR APPROVAL: Draft Development Control Plan and draft Planning Agreement for land at 235-237 Marsden Road, Carlingford

REFERENCE RZ/25/2016 - D07469139

REPORT OF Project Officer Land Use

PREVIOUS ITEMS 18.4 - FOR APPROVAL: Draft Development Control Plan and draft Planning Agreement for land at 235 - 237 Marsden Road, Carlingford - Council - 11 May 2020 6.30pm

APPLICANT Architex Pty Ltd

landowner Gaiset Pty Ltd

Development applications considered by sydney central city planning panel – Nil.

PURPOSE:

To seek Council’s endorsement to publicly exhibit a draft site-specific Development Control Plan and draft Planning Agreement for land at 235 – 237 Marsden Road, Carlingford concurrently with the Planning Proposal as endorsed by the Sydney Central City Planning Panel.

RECOMMENDATION

(a) That Council endorse the draft site-specific Development Control Plan (DCP) for the land at 235 – 237 Marsden Road, Carlingford, as provided at Attachment 1, for the purposes of public exhibition.

(b) That Council delegate authority to the Chief Executive Officer to prepare the legal drafting of a Planning Agreement in accordance with the letter of offer (provided at Attachment 2) and the specifications of the through site link set out in the draft site-specific DCP (provided at Attachment 1) for the purposes of public exhibition.

(c) That the draft site-specific DCP and draft Planning Agreement be placed on public exhibition concurrently with the Planning Proposal for land at 235 – 237 Marsden Road, Carlingford for a minimum period of 28 days, and the outcome of the public exhibition be reported back to Council.

(d) Further, that Council delegate authority to the Chief Executive Officer to correct any minor inconsistencies or anomalies of an administrative nature relating to the draft site-specific DCP and draft Planning Agreement documentation that may arise during the drafting and exhibition processes.

THE SITE

1. The subject site is located at 235 to 237 Marsden Road, Carlingford, on the northern side of Marsden Road between Tomah Street and Mobbs Lane. The subject site consists of three allotments (legally described as Lots 1, 2 and 3 of DP 5982), with a total site area of 12,884m² (1.29ha).

2. The site is currently zoned R2 Low Density Residential under the Parramatta Local Environmental Plan 2011 (PLEP 2011) and is surrounded by other R2 zoned sites with a mixed character of single dwellings and townhouse development, with the exception of Simpson Reserve and the Carlingford Anglican Cemetery, both located to the north-east of the subject site (see Figure 1).

Figure 1: Subject site

BACKGROUND

3. A Planning Proposal for the land at 235 - 237 Marsden Road, Carlingford was lodged with Council on 23 December 2016 seeking to amend the zoning, height and FSR controls under the provisions of the PLEP 2011 to enable the development of townhouses and villas. The Planning Proposal seeks to amend planning controls on the site as follows in Table 1.

	Existing	Proposed
Land Use Zoning	R2 Low Density Residential	R3 Medium Density Residential
Height of Buildings	9m (2 storeys)	11m (up to 3 storeys)
Floor Space Ratio	0.5:1	0.6:1
Number of Dwellings	15 detached dwellings or 23-30 dwellings (dual occupancies)	48 dwellings (townhouses)

Table 1: Current and Proposed Planning Controls

4. On 14 December 2017, the Planning Proposal was reported to the then Independent Hearing and Assessment Panel (IHAP) (now Local Planning Panel). The Panel recommended that the Planning Proposal not be supported as the proposal was inconsistent with the Strategic Framework identified in the draft Parramatta Residential Development Strategy 2006 for land outside of identified study areas, and subsequently did not meet the strategic merit test criteria for a proposal of that nature. The recommendation of the Panel was consistent with the recommendation provided by Council officers.

5. At the Ordinary Meeting of 12 February 2018, Council adopted the Panel’s and Council officer recommendation and resolved to not support the Planning Proposal.

6. Following the Council resolution, the applicant lodged a request for a rezoning review with the then Department of Planning and Environment. On 17 May 2018, the Sydney Central City Planning Panel determined that the Planning Proposal should proceed to Gateway determination stage.

7. In September 2018, the then Department of Planning and Environment issued a Gateway Determination with conditions that required the applicant to amend the Planning Proposal to include an updated landscape plan to ensure the retention, and where possible the expansion of the urban tree canopy, and to facilitate a Green Grid connection between Galaringi and Simpson Reserves. These conditions would ensure consistency with ‘Planning Priority C16: Increasing urban tree canopy cover and delivering Green grid connections’ of the Central City District Plan. The green grid link and urban tree canopy, as well as the design and interface issues with adjoining lower density sites, are proposed to be implemented through the draft site-specific DCP and draft Planning Agreement that is the subject of this report.

8. Council is authorised as the Planning Proposal Authority as granted by the Gateway determination to process the Planning Proposal. It is important that Council fulfill this role as it will facilitate a coordinated approach to planning the site as both a site specific DCP and planning agreement are required to address the gateway conditions. In addition, the site specific DCP will further be able to address the concerns raised by Councillors regarding the impacts of the development on adjoining low density residential areas. Any site specific DCP and associated planning agreement must be directly linked to meeting the requirements of the Gateway determination and achieve the best planning outcome for this site and its immediate context.

9. The draft site-specific DCP and draft Planning Agreement for land at 235 – 237 Marsden Road, Carlingford were reported to the 11 May 2020 Council Meeting. At the meeting Council resolved as follows:

That Council defer this matter for staff to investigate including provisions within the site specific DCP, relative to the nature and form of the height of the buildings and with a method of achieving the heights whilst building development that is compatible with the low density development of the surrounding area.

10. Council officers have subsequently revisited the site-specific DCP in order to address the resolution of this meeting and further refinements to the DCP have been made as a result. A Councillor briefing was held on 3 August 2020 regarding this matter where Council officers provided a more detailed explanation of the proposed provisions within the DCP. This report is consistent with the advice provided to Councillors at this briefing and seeks endorsement to place the site specific DCP on public exhibition in conjunction with a Planning Agreement and Planning Proposal for this site.

ISSUES

11. The following section provides further analysis of the proposed site specific DCP provisions in relation to the nature and form of the height of buildings to address the issues raised in the resolution on the matter made by Council at its meeting on 11 May 2020. The proposed site specific DCP containing the relevant new controls is provided at Attachment 1.

12. The existing controls for medium density development within the Parramatta DCP 2011 do not suit the size and configuration of 235-237 Marsden Road. The controls are geared to significantly smaller lots with a regular shape. Therefore, it is considered necessary for controls to be developed for this site that are tailored to the unique characteristics of this site in order to better manage not only development within the site itself, but the impacts development on the site will have on adjoining properties. A comparison of the key controls that are proposed in the draft site specific DCP and the current controls within Parramatta DCP 2011 are included in Table 2 and discussed in further detail below.

	Existing Controls	Proposed Controls
Setbacks	Front: minimum 5m Side: minimum 4.5m Rear: 15% of the site depth (which results in an irregular rear setback ranging from 13m to 26m)	Front: minimum 6m Side: 6m of deep soil Rear: 12m of deep soil
Attic controls	2 storeys in height + attic maximum floor space of 25m²	No greater than 50% of the footprint of the multi-dwelling unit (approx. 30-35m² GFA).
Building length controls	Maximum building lengths of 20m	No continuous runs of townhouses without a space between the groups. Variation in the number of townhouses in any one group up to a maximum of 7 townhouses. Variation in the dimension of the spaces between the groups.
Site and building organisation	Allow 2 storey + attic for the first 20m along Marsden Road edge	Extent of 2 storey + attic zone increased to cover the majority of site

Table 2: Comparison of key controls within DCP 2011 and proposed site specific DCP

Setbacks

13. Given the irregular shape of the subject site, an average 12 metre rear setback (deep soil) control is proposed instead of a rear setback of 15% of the site depth under the existing DCP controls. Applying the current DCP controls to this site would result in an inefficient and irregularly shaped rear setback ranging from 13 metres to 26 metres. A 12 metre rear setback under the proposed controls to the adjoining low density properties to the north is considered to be sufficient to mitigate the interface issues. This setback, plus the proposed internal circulation road that would be a minimum of 6 metre width, and an additional 3 metre setback to the rear townhouse would result in an increased building separation between the subject site and adjoining residential properties at the rear. The rear of the dwellings to the north of the site are further setback between 9 metres and 14 metres from the property boundary. Figure 2 below shows the indicative building separation to the rear of the property under the proposed controls that demonstrates a substantial building separation between the subject site and the low density dwellings to the north.

Figure 2: Rear setback under the proposed Site Specific DCP

Note: 18 Kay St is at an angle to the rear boundary, therefore the setback varies between 9m and 14m

14. The front setback control is proposed to be increased from a minimum of 5 metres under the current DCP to a minimum of 6 metres under the proposed DCP. This will provide better amenity for future residents fronting a highly trafficked road and allow for larger canopy trees within a deep soil planting area along the Marsden Road frontage of the site.

15. Side setback controls are proposed to be increased from a minimum of 4.5 metres under the current DCP to a minimum of 6 metres under the proposed controls. As with the front setback control, a 6 metres side setback control will allow for deep soil planting that will screen the proposed development from the lower density dwellings adjoining the site, and will provide a better building separation to make the built form more compatible with surrounding development.

Attic Controls

16. The current DCP controls for medium density development allow for buildings up to 2 storeys in height with attics, but restrict attics to a maximum floor space of 25m². The proposed controls for the site propose to allow for an increase to the size of attics to be no greater than 50% of the footprint of the townhouse/multi-dwelling unit (approximately 30-35m²). It is considered that this will provide for greater design flexibility for a larger site such as the subject site and a relatively minor impact on bulk. Allowing larger attics will also make the space better able to accommodate a habitable room.

17. A comparison of the potential built form outcome under both the current and proposed controls and how development relates to low density properties to the east of the site is shown in Figures 3 and 4 below. The proposed controls allow the attic space to face away from adjoining properties and reduce the apparent bulk of buildings. This, coupled with the additional setback of 6 metres as opposed to 4.5 metres, provides for a better interface with adjoining land.

Figure 3: Existing controls indicating a 3rd level attic (25m² GFA) plus a 4.5m setback

Figure 4: Proposed controls indicating a 3rd level attic 50% of the footprint (approx. 30-35m² GFA) plus a 6m setback

18. It is noted however that should the proposed attic controls be applied to their maximum (i.e. attic spaces of 35m² as opposed to 25m² under the current controls) then the number of townhouses able to include the 3^rd level attic space will reduce to approximately 50% of the total number of townhouses able to be accommodated on site. This is due to the fact that the floor space ratio (FSR) for the site under the proposed controls is 0.6:1 and not all dwellings on site could accommodate attics without exceeding the maximum FSR. This could result in a reduction in the number of townhouses with attics on the boundaries of the site (adjoining the R2 Low Density Residential Zone).

Building Length Control

19. The current DCP controls for medium density housing contain a maximum building length control of 20 metres. If this control were to be applied to the subject site, the built form outcome could result in a 20 metres long row of buildings along the length of the site on either side resulting in a “cookie cutter” approach to the building layout. Following concerns expressed by Councillors regarding the method of achieving development that is compatible with the adjoining low density areas, Council officers have revisited this control and are proposing the following change.

20. Given the size and depth of the subject site, it is proposed that this control be removed, and replaced with a control that applies a variation in building length and building separation within the site that will enable a site specific response to the topography, views, significant vegetation and access thereby avoiding the “cookie cutter” development outcome. This control will assist in preventing the perception of a homogenous wall of townhouses running down the length of the site when viewed from an adjoining property. The variation in breaks between buildings within the site will also provide a variety in built form that will assist in easing the appearance of a wall of buildings along the site boundary that would otherwise be the case under the existing controls.

Site and Building Organisation

21. The current DCP controls allow for 2 storey buildings with attics for a depth of 20 metres along the Marsden Road frontage of the site. The proposed controls will increase extent the 2 storeys with attics zone to cover the majority of the site. This will allow for a better distribution of density throughout the site and provide for greater design flexibility for a large and deep site of this nature (see Figure 5 and Figure 6 below).

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Figure 5: Setback and permissible storeys Figure 6: Setback and permissible storeys as per standard DCP 2011 recommended for site specific DCP

Concept Schemes

22. In order to articulate more clearly how the proposed controls in the draft DCP for the site provide a better development outcome that is compatible with the low density development of the surrounding area, a comparison of concept schemes under both sets of controls has been undertaken.

23. Figure 7 below shows the concept submitted by the proponent in support of their Planning Proposal. This scheme is generally compliant with the existing controls for multi-dwelling housing currently applicable within Parramatta DCP 2011, although there are some non-compliances in relation to the rear setback controls and best practice principles. Nevertheless, the concept does show what appears to be a long row of townhouses along the eastern boundary of the site (adjoining the laneway from Marsden Road to the cemetery).

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Figure 7: Proponent Submitted Concept Scheme

24. Council’s City Design Unit have prepared an indicative scheme for the site reflecting the proposed site specific DCP controls as shown in Figure 8 below. This is a high level concept designed to broadly convey the key elements of the proposed DCP. The application of the controls at development application stage could yield a range of potential outcomes subject to detailed design work.

25. The scheme below (which achieves the proposed FSR of 0.6:1 and height of buildings of 11 metres sought in the Planning Proposal) shows a variation in building length and building separation that will assist in addressing the impacts of townhouse development on lower density properties adjoining the site. This, coupled with the increase in setbacks, will provide a better interface than what would be achieved under the current controls, such as that shown in Figure 7.

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Figure 8: Indicative Scheme Reflecting Proposed Site Specific DCP Controls

Potential for 3 Storey Development

26. Following this matter being deferred by Council on May 2020, some Councillors had expressed concerns regarding the potential for large floorplate 3 storey development to be approved at the adjoining low density residential interfaces. Advice from Council’s Development Assessment team indicates that they have consistently applied existing controls (2 storeys with attic) and have not approved any 3 storeys townhouses under the Parramatta LEP 2011. The exception to this is in the former Hornsby Council portion of Epping as the R3 Medium Density Residential zone under the Hornsby LEP permits residential flat buildings up to 3 storeys adjacent R2 Low Density Residential zoned areas. However the R3 Medium Density Residential zone under the Parramatta LEP 2011 does not permit residential flat buildings on the subject site, and townhouse development is therefore the maximum built form outcome identified in the existing DCP (i.e. 2 storeys with attic). The proposed DCP retains this approach and ensures that a 2 storey development plus attic is the maximum built form that can be achieved on the site.

27. It is also noted that Council’s intention as part of the LEP Harmonisation process is to prohibit residential flat buildings in the R3 Medium Density Residential Zone to ensure consistency with the current Parramatta LEP 2011 provisions. This change would only affect R3 Medium Density Residential zoned land under the former Hornsby LEP as the prohibition of residential flat buildings within the R3 zone is consistent across the other LEPs proposed to be consolidated as part of this process.

Green Grid Through Site Link

28. In order to satisfy the gateway condition for the Planning Proposal that requires a Green Grid connection between Galaringi and Simpson Reserves, a through site link is proposed at a minimum 3.5 metres in width, comprising a 1.5 metre planted verge (deep soil), and 2 metre footpath to permit easy walking and cycling between Marsden Road and Simpson Reserve. A minimum 1 metre wide verge for street lighting is also proposed adjacent to the link. An indicative location of the through site link as well as the proposed internal vehicular circulation of the site under the proposed controls is shown in Figure 9 below.

Figure 9: Site organisation and indicative location of through site link in the draft site-specific Development Control Plan

Urban Tree Canopy

29. The draft site specific DCP also includes provisions to address the Planning Proposal gateway condition in relation to the expansion of the urban tree canopy. The proposed planning controls require designs to demonstrate that an increase in urban tree canopy has been achieved that is benchmarked against an ‘Existing Trees Plan’ included in Appendix 1 of the draft DCP. These controls will ensure the gateway requirements for the Planning Proposal can be met and measured.

DRAFT PLANNING AGREEMENT

30. There is no Council resolution that requires this Planning Proposal to provide a planning agreement as Council resolved not to support the Planning Proposal. However, as noted above, a gateway approval was issued after the rezoning review by the Sydney Central City Planning Panel, Council is therefore obligated to process the Planning Proposal and address the conditions within the Gateway determination.

31. Council’s Planning Agreement Policy was adopted in November 2018, and requires planning proposals outside of the Parramatta CBD to deliver a planning agreement contribution that is equivalent to 50% of the land value uplift. However, this requirement is not applicable to this planning proposal as the Gateway determination was issued prior the adoption of the Policy by Council in November 2018. This, coupled with the fact that a gateway was issued by the DPIE despite Council not supporting the proposal means Council’s ability to negotiate the planning agreement with the proponent is constrained.

32. Notwithstanding, the applicant has submitted a letter of offer to enter into a planning agreement with Council to address a planning proposal gateway condition to facilitate a Green Grid connection through the site. The letter of offer provided at Attachment 2 seeks to create a 3.5m wide right of way through the site consistent with the provisions contained in the draft DCP. This right of way will be privately maintained but will benefit the public by providing 24-7 public access and will therefore place no cost burden on Council to maintain.

33. It is considered that the current letter of offer to deliver the through site link is of value to the community and Council as it creates certainty around the delivery of items referred to in the Gateway determination such as the implementation of the Green Grid Link and increased Urban Tree Canopy (which are also addressed within the draft site specific DCP).

34. Further, while the Planning Proposal seeks to rezone the site from R2 Low Density Residential (0.5:1 FSR resulting in a GFA of 6,442m²) to R3 Medium Density Residential (0.6:1 resulting in a GFA of 7,730m²) to facilitate the development of town houses, this increase is considered to be relatively modest. In addition, the proposal will also deliver a housing type that is needed within the City of Parramatta as identified in Council’s adopted Local Strategic Planning Statement.

35. Given that Council must progress the Planning Proposal for the site if it is to remain the Planning Proposal Authority for this matter, and that the proposal received gateway approval prior the adoption of the Planning Agreement Policy, the existing letter of offer is considered reasonable given the modest uplift that will be achieved on site. It is therefore recommended that Council delegate authority to the Chief Executive Officer to prepare the legal drafting of a Planning Agreement in accordance with the letter of offer (provided at Attachment 2) and the specifications of the through site link set out in the draft site-specific DCP (provided at Attachment 1) for the purposes of public exhibition.

CONSULTATION & TIMING

Stakeholder Consultation

36. The following stakeholder consultation has been undertaken in relation to this matter:

Date	Stakeholder	Stakeholder Comment	Council Officer Response	Responsibility
3 March 2020	Proponent Planning Consultant	Proponent Planning Consultant indicated support for the proposed DCP amendments	N/A	Group Manager City Planning

Councillor Consultation

37. A workshop was held for Epping Ward Councillors and other interested Councillors on 3 August 2020 articulating the key changes in the proposed DCP and seeking their feedback on the matter. An email addressing Councillor issues raised at this briefing was sent on 13 August 2020. Following receipt of this email, Councillors have raised no further issues regarding this matter.

Date

Councillor

Councillor Comment

Council Officer Response

Responsibility

Briefing held with Councillors on 3 August 2020

Clr Wearne

Clr Davis

Clr Tyrrell

Clr Jefferies

Questions raised regarding elements of DCP, including the proponent concept, interface issues and the Green Grid connection

Response provided via email

Executive Director City Planning and Design

Email provided responding to issues raised at briefing on 13 August 2020

Clr Wearne

Clr Davis

Clr Tyrrell

Clr Jefferies

No further response provided

N/A

Executive Director City Planning and Design

FINANCIAL IMPLICATION FOR COUNCIL

38. The costs associated with the preparation, exhibition and finalisation of the draft DCP and draft Planning Agreement are funded within the City Planning budget. The proposed Planning Agreement seeks only to establish a Right of Way over privately owned land, therefore there are no ongoing costs to Council to maintain the link.

CONCLUSION

39. It is recommended that Council endorse the draft site-specific DCP and that the Chief Executive Officer be authorised to prepare the legal drafting of the draft Planning Agreement in accordance with the letter of offer provided in Attachment 2 and the specifications of the through site link set out in the draft site-specific DCP (provided at Attachment 1) on behalf of Council for the purpose of public exhibition.

40. If endorsed, the draft site-specific DCP and draft Planning Agreement will be publicly exhibited concurrently with the Planning Proposal for 235 - 237 Marsden Road, Carlingford, for a minimum of 28 days. A further report will be prepared for Council detailing the outcome of the public exhibition period.

Jane Liang

Project Officer Land Use

Michael Rogers

Land Use Planning Manager

David Birds

Group Manager, City Planning

Paul Perrett

Chief Financial Officer

Jennifer Concato

Executive Director City Planning and Design

Brett Newman

Chief Executive Officer

Attachments:

1 ⇩	Draft Development Control Plan	18 Pages
2 ⇩	Draft Planning Agreement Letter of Offer	2 Pages

REFERENCE MATERIAL

		Lord Mayor Clr Bob Dwyer	Chief Executive Officer

	Minute Clerk
Clr Phil Bradley				Clr Lorraine Wearne	Sound
Clr Sameer Pandey				Clr Andrew Wilson
				Clr Andrew Jefferies
Clr Dr Patricia Prociv				Clr Bill Tyrrell	IT
Clr Pierre Esber				Clr Benjamin Barrak
Clr Donna Davis				Clr Martin Zaiter
Clr Michelle Garrard, Deputy Lord Mayor				Clr Steven Issa

Date	Min #	Item # / Subject	Reason
24/9/2018	1620	Item 13.2 – Continuation of Council Funded Supplementary Policing for 2018/19 being: (a) That Council continue the annual program for 2018/19 and allocate a budget of $150,000 for that program. (b) Further, that an evaluation of the program be conducted and reported to Council at the conclusion of the program in 2019.	Budget not available.
24/9/2018	1630	Item 14.9 – Aboriginal Heritage – Amendments to Parramatta DCP 2011 Item (f) only, being: (f) Further, that Council endorse in principle the undertaking by Council staff of an Aboriginal Oral History study for the whole of the City of Parramatta Local Government Area and that Council staff be requested to prepare a business case for consideration in the preparation of the 2019/20 budget to allocate appropriate funding for this.	Budget not available.
29/10/2018	1713	Item 13.3 – Planning Proposal for land at 56-72 Dudley Street & 55-71 Crowgey Street, Dundas Item (c) only, being: (c) That in response to the State Government’s Greater Parramatta and Olympic Park Peninsula (GPOP) document and the Parramatta Light Rail Stage 1 project, that Council commence a structure plan process for the corridor from Rosehill to Carlingford to inform future land uses, densities and supporting infrastructure, including but not limited to, schools, open space and roads.	Action is redundant.

Date	Min #	Item # / Subject	Reason
24/9/2018	1620	Item 13.2 – Continuation of Council Funded Supplementary Policing for 2018/19 being: (a) That Council continue the annual program for 2018/19 and allocate a budget of $150,000 for that program. (b) Further, that an evaluation of the program be conducted and reported to Council at the conclusion of the program in 2019.	Budget not available.
24/9/2018	1630	Item 14.9 – Aboriginal Heritage – Amendments to Parramatta DCP 2011 Item (f) only, being: (f) Further, that Council endorse in principle the undertaking by Council staff of an Aboriginal Oral History study for the whole of the City of Parramatta Local Government Area and that Council staff be requested to prepare a business case for consideration in the preparation of the 2019/20 budget to allocate appropriate funding for this.	Budget not available.
29/10/2018	1713	Item 13.3 – Planning Proposal for land at 56-72 Dudley Street & 55-71 Crowgey Street, Dundas Item (c) only, being: (c) That in response to the State Government’s Greater Parramatta and Olympic Park Peninsula (GPOP) document and the Parramatta Light Rail Stage 1 project, that Council commence a structure plan process for the corridor from Rosehill to Carlingford to inform future land uses, densities and supporting infrastructure, including but not limited to, schools, open space and roads.	Action is redundant.

1 ⇩	Office of Local Government Fact Sheet - Election of Mayor and Deputy Mayor	6 Pages
2 ⇩	Nomination Form - Deputy Lord Mayor	1 Page


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