NOTICE OF Council MEETING

PUBLIC SUPPLEMENTARY

AGENDA A

 

An Ordinary Meeting of City of Parramatta Council will be held in the Cloister Function Rooms, St Patrick's Cathedral, 1 Marist Place, Parramatta on Monday, 12 October 2020 at 6:30pm.

 

Note: Members of the public will not be able to attend the meeting in person

but will be able to view the live stream video on Council’s website.

 

 

Brett Newman

CHIEF EXECUTIVE OFFICER

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


Council                                                                    12 October 2020

 

 

 

 

TABLE OF CONTENTS

 

ITEM                                                SUBJECT        PAGE NO

 

 

18      Notices of Motion

18.2          NOTICE OF MOTION: Supplementary Reports.............................................. 3

18.3          NOTICE OF MOTION: Question Time 6

18.4          NOTICE OF MOTION: Dence Park Pool................................................... 8

18.5          NOTICE OF MOTION: 360 Degree Virtual Tour of Willow Grove............. 11

18.6          NOTICE OF MOTION: Council Sponsorship Policy........................... 13

19      Questions with Notice

19.1          QUESTION WITH NOTICE: St George's Terrace............................. 15

19.2          QUESTION WITH NOTICE: St George's Terrace cleanup................ 17

19.3          QUESTION WITH NOTICE: Willow Grove.............................................. 18

20      Closed Session

20.3          NOTICE OF MOTION: Independent Review into Planning Proposal at 33-43 Marion Street Parramatta

This report is confidential in accordance with section 10A (2) (a) (i) of the Local Government Act 1993 as the report contains personnel matters concerning particular individuals; AND the report contains alleged contraventions of any code of conduct requirements applicable under section 440.


Council 12 October 2020                                                              Item 18.2

NOTICE OF MOTION

ITEM NUMBER        18.2

SUBJECT                 NOTICE OF MOTION: Supplementary Reports

REFERENCE           F2019/04433 - D07664445

FROM                      Councillor Wilson        

 

MOTION

That it is hereby moved that Council return to the practice of producing completed reports for consideration at least one week before a Council meeting. 

 

BACKGROUND

 

1.     The purpose of giving Councillors their papers a week before meetings is to give them adequate time to examine the business of Council.  This purpose is undermined by giving insufficient time to consider late items or supplementary information.  For many years Council was except in the rarest of occasions able to produce completed reports for the Councillors.  We have many meetings where there are few items to consider. Yet incomplete work is not moved to the next meeting.

 

2.     This actively undermines community confidence. While all people with any experience, and taking this in conjunction with other recent decisions, accept that this is simply management failure suspicious people in the community always take the worst interpretation on this. 

 

Andrew Wilson

Councillor

 

 

EXECUTIVE DIRECTOR CORPORATE SERVICES RESPONSE

3.     Council staff prepare the business paper in accordance with Council’s Code of Meeting Practice, being to provide the business paper to Councillors 10 business days prior to the Council Meeting. This practice has not changed.

4.     Notices of Motions (NOMs) and Questions With Notice (QWNs) are typically submitted by Councillors on the day prior / day of the due date.  This provides Council staff with insufficient time (ie less than 24 hours) to understand, research and prepare a comprehensive written response so that Council can be adequately informed in their debate

5.     The recent practice to provide supplementary agendas prior to the Council Meeting has been implemented to:

A.     Provide sufficient time to prepare a comprehensive written staff response, approved by the CEO, in response to the NOM/QWN;

B.     Reduce the need for verbal staff responses to NOMs and QWNs to be provided in the relevant Council Meeting;

C.     Improve public transparency and accuracy of staff responses to NOMs/QWNs;

D.     Improve the quality of the analysis of any financial implications of NOMs/QWNs;

E.     Improve the quality of Council decision making relating to NOMs/QWNs;

F.     Provide the responses within a consistent format (ie, Supplementary Agenda A), both electronically (via email / Councillor Portal) and hardcopy to those Councillors who receive them on the Friday prior to the Council Meeting;

G.    Provide Lord Mayoral Minutes and Public Forums within a consistent format (ie, Supplementary Agenda B), both electronically (via email / Councillor Portal) and hardcopy on the desks of the Councillors at the Meeting; and

H.     Minimise the “one off” copies of reports, documents, Lord Mayoral Minutes and Public Forums previously provided to Councillors at meetings.

6.     To ensure that comprehensive staff responses are provided to NOMs/QWNs, the following options are provided for Council’s consideration:

A.     Propose a change to the Code of Meeting Practice, to bring forward the deadline for NOMs/QWNs submitted by Councillors.  Any change to the Code of Meeting Practice will need to be publicly exhibited for a period of 28 days, with submissions open for 42 days;

B.     Place the NOM/QWN onto the agenda, noting that consideration of the matter will need to be deferred for a report to be provided to the next Council Meeting in order to meet the timeframes for compiling the business papers;

C.     Maintain the current practice of providing supplementary agendas for NOMs/QWNs, Lord Mayoral Minutes and Public Forums only.

FINANCIAL AND RESOURCE IMPLICATIONS

 

7.     It is anticipated that Councillors will require information for their informed decision making. The consequence is that staff response will need to be made in Chamber (should Councillors need clarification). This will have budget impacts (increased overtime) as staff will be required to attend Council to provide subject matter expertise.

 

8.     Increased catering costs are also anticipated as a result of staff attendance at Council meeting as subject matter expertise is required.

 

9.     WHS requirements will need to be evaluated as staff attend Council meetings after hours.  This may include travel related cost reimbursements.

 

 

 

Michael Tzimoulas

Executive Director Corporate Services

 

Brett Newman

Chief Executive Officer

 

 

Attachments:

There are no attachments for this report.

 


Council 12 October 2020                                                              Item 18.3

NOTICE OF MOTION

ITEM NUMBER        18.3

SUBJECT                 NOTICE OF MOTION: Question Time

REFERENCE           F2019/04433 - D07664453

FROM                      Councillor Wilson        

 

MOTION

That it is hereby moved that Council revert to allowing Councillors to raise questions at the end of the Council meetings. 

 

BACKGROUND

 

1.     Remembering that Councillors’ questions can always be taken on notice and given the immediacy and fleeting nature of some problems I cannot see why we should not return to a tried and true system.

 

Andrew Wilson

Councillor

 

 

EXECUTIVE DIRECTOR CORPORATE SERVICES RESPONSE

 

2.     Clause 9.1 of the Code of Meeting Practice states that Council must not consider business at a meeting of the Council:

a.  Unless a Councillor has given notice of the business, as required by clause 3.10, and

b.  Unless notice of the business has been sent to the Councillors in accordance with clause 3.7 or clause 3.9.

 

3.     There is no provision in the Code of Meeting Practice for questions to be asked that do not relate to an item on the agenda of the Council Meeting, otherwise known as “questions without notice”.

 

4.     Should Council wish to implement a question / answer time this must be done outside of a formal Council meeting and cannot be placed on the agenda. 

 

5.     However, this practice should not be mistaken for formal Questions With Notice (QWNs), as Councillors are requested to ensure they submit QWNs through the appropriate channels in accordance with clause 3.14 of the Code of Meeting Practice.

 

6.     Additionally, Councillors have the ability (and are encouraged) to submit a Service Request using the Councillor Portal, or to email the Executive Director on any matter.  This mechanism will allow for questions and / or requests to be recorded and subsequently tracked for a response.

 

FINANCIAL AND RESOURCE IMPLICATIONS

 

7.     There are no financial implications associated with this Notice of Motion.

 

 

 

Michael Tzimoulas

Executive Director Corporate Services

 

Brett Newman

Chief Executive Officer

 

 

Attachments:

There are no attachments for this report.

 


Council 12 October 2020                                                              Item 18.4

NOTICE OF MOTION

ITEM NUMBER        18.4

SUBJECT                 NOTICE OF MOTION: Dence Park Pool

REFERENCE           F2017/03692 - D07669848

FROM                      Councillor Tyrrell        

 

MOTION

(a)    That Council deliver the scope for the Dence Park Pool (‘Epping Pool’), in accordance with the attached concept drawing, being:

(1)    A 25 metre Indoor Pool

(2)    A Family Area

(3)    A Splash Play area

(4)    An 8 lane 50m Outdoor Pool

(5)    Refurbishment of the existing pool amenities building

 

(b)    That Council allocate funding for the Dence Park Pool in accordance with this concept drawing (and pending detailed design and final S) as follows:

 

Description

Amount

Commentary

Included in DPOP over 3 Years

SCF Grant Funding

  $ 13,300,000

Section 7.11 Former Hornsby Plan (Open Space & Recreation)

  $   5,200,000

Total Approved Budget Spend

  $ 18,500,000

Additional Allocated Funds to Project

SCF Grant Funding

  $   1,000,000

Funds allocated to Epping Library Improvement works to be funded by Section 7.11 Former Hornsby Plan (Community Facilities)

Section 7.11 Former Hornsby Plan (Open Space & Recreation)

  $   2,200,000

Projected contributions received from 2020/21 financial year through 2021/22 financial year.

T-Corp 20 Year Loan

  $   5,000,000

Remaining balance funded from a loan and repaid by additional revenue received from of upgrade of facility.

Total Additional Allocated Funds

  $   8,200,000

Total Amended Project Budget

  $ 26,700,000

 

(c)    That Council officers endeavour to minimise the use of the project contingency amount of $4,500,000 whilst delivering the project to Councillor and community expectations.

 

(d)    That Council delegate authority to the Chief Executive Officer to apply for and execute all loan documents with T-Corp.

 

(e)    That all savings from the current pool operations and income from the new facility be applied to repay the T-Corp loan.

 

(f)     That Council, as a matter of priority, proceed to public consultation, detailed design and costings to enable the project to proceed to tender, and subject to Council approval, commence construction.

 

(g)    Further, that Council officers consult with Councillors on the facility programming to ensure that the facility is used to its full potential.

 

BACKGROUND

 

1.     No background was provided for this Notice of Motion.

 

Bill Tyrrell

Councillor

 

 

DIRECTOR, PROPERTY & PLACE RESPONSE

 

2.     A written staff response will be tabled at the Council meeting.

 

FINANCIAL AND RESOURCE IMPLICATIONS

 

3.     Financial and resource implications will be tabled at the Council meeting.

 

Bryan Hynes

Director, Property & Place

 

Brett Newman

Chief Executive Officer

 

 

 

Attachments:

1

Concept Drawing

1 Page

 

 

 


Item 18.4 - Attachment 1

Concept Drawing

 


Council 12 October 2020                                                              Item 18.5

NOTICE OF MOTION

ITEM NUMBER        18.5

SUBJECT                 NOTICE OF MOTION: 360 Degree Virtual Tour of Willow Grove

REFERENCE           F2018/02115 - D07670089

FROM                      Councillor Pandey        

 

MOTION

That Council arrange to digitise Willow Grove by creating a 3D scanning of inside and outside of Willow Grove as part of its current project to digitise Key heritage assets of the City. This will allow the community to get access to a 360-degree virtual tour of the external as well as Internal of the building.

 

BACKGROUND

 

1.     Willow Grove was built in the 1870s and serves as a great example of a Victorian Italianate two-storey villa. Originally a private villa, Willow Grove served as a maternity hospital known as ‘Estella’. Similarly, according to the State Heritage Register, St George’s Terrace is significant for the Parramatta LGA for ‘historical and aesthetic reasons’ and serves as a ‘representative example of modest Victorian period terraces constructed during an early wave of development in the area.’

 

2.     It is absolutely vital that we provide current and future generation an opportunity to see this magnificent piece of history. The 3d Scanning will allow the community to get access to a 360-degree virtual tour of the external as well as Internal of the building.

 

Sameer Pandey

Councillor

 

 

EXECUTIVE DIRECTOR, CITY ENGAGEMENT & EXPERIENCE

 

3.     The Cultural Heritage team have devised a project to digitise a selection of the City’s key heritage assets, which will result in virtual tours. This will promote Parramatta as a destination in the current absence of face-to-face tourism experiences. This project is scheduled to begin shortly and expected to be completed within the current financial year and budget has been allocated for this project.

 

4.     Willow Grove, not being a publicly accessible heritage site, was beyond the original scope of this project. However, in response to Councillor enquiries, the Cultural Heritage Team are now investigating the possibility of adding Willow Grove to the project’s scope. Quotes are currently being obtained to include Willow Grove and it is estimated it would require an additional investment of $5,000.

 

5.     Staff recommend deferral of this matter and Staff prepare a report prior to the end of the 2020 and return to Council with advice on the feasibility and cost of inclusion of Willow Grove in the current digitization project.

 

FINANCIAL AND RESOURCE IMPLICATIONS

 

6.     The additional investment of $5,000 is currently unbudgeted in this financial year.

 

Lindsay Woodland

Executive Director, City Engagement & Experience

 

Brett Newman

Chief Executive Officer

 

 

Attachments:

There are no attachments for this report.

 


Council 12 October 2020                                                              Item 18.6

NOTICE OF MOTION

ITEM NUMBER        18.6

SUBJECT                 NOTICE OF MOTION: Council Sponsorship Policy

REFERENCE           F2006/00882 - D07671015

FROM                      Councillor Dwyer        

 

MOTION

That Council carry out a review of the current Sponsorship Policy and bring forward the outcome to a Council Meeting within a reasonable period of time. This report should include how Council’s Policy relates to sponsorship of Council’s Parramatta Riverside Theatre and its events.

 

BACKGROUND

 

1.     No background was provided for this Notice of Motion.

 

Councillor Bob Dwyer

Lord Mayor

 

 

EXECUTVE DIRECTOR, CITY ENGAGEMENT AND EXPERIENCE RESPONSE

 

2.     Council endorsed a Sponsorship Policy in December 2016.  The Policy covers both sponsorship support to third parties and sponsorship received by Council.

 

3.     The Policy is currently due for review and importantly, this review will take into account any legislative changes to the Local Government Act 1993 (section 356) and any sponsorship arrangements across the organisation and/or our facilities including Riverside Theatre.

 

4.     To allow the required time for review and consultation, including with the Leadership and Executive Teams, it is anticipated that the revised Policy will be finalised in February 2021.  It is further anticipated that the Policy be socialised with Councillors at a Council Briefing and submitted for approval at a Council Meeting in March 2021.

 

FINANCIAL AND RESOURCE IMPLICATIONS

 

5.     There are no financial or resourcing implications. The Policy will be reviewed internally by staff.

 

Lindsay Woodland

Executive Director, City Engagement and Experience

 

Brett Newman

Chief Executive Officer

 

 

 

Attachments:

There are no attachments for this report.


Council 12 October 2020                                                              Item 19.1

QUESTIONS WITH NOTICE

ITEM NUMBER        19.1

SUBJECT                 QUESTION WITH NOTICE: St George's Terrace

REFERENCE           F2019/04433 - D07669101

FROM                      Councillor Prociv        

 

QUESTION

What rights and/or obligations does the City of Parramatta have to Create NSW in relation to being the licence holder of St. George’s Terrace?

 

Patricia Prociv

Councillor

 

 

DIRECTOR, PROPERTY & PLACE RESPONSE

 

1.     On 3 April 2019, Council (as licensee) entered into a licence agreement with the Planning Ministerial Corporation (the owner of the land). The licence is currently on foot under a monthly holdover.

 

2.     Under the Licence, Council was granted the right to use and occupy the “brown” highlighted and the “blue” hatched areas shown in the below plan (which are Car Parks) (together “the Licenced Area”). This Licensed Area includes Willow Grove and St George’s Terrace.

 

3.     The Licence gives Council the rights to:

·        Access and occupy the Licenced Area, including operating the Riverbank Car Park, Dirrabarri Lane Car Park and George Khattar Lane Car Park;

·        Retain all Car Park revenue.

 

4.     Council’s obligations under the Licence include:

·        To keep all improvements and structures on the Licenced Area (including St George’s Terrace and Willow Gove) vacant (except for the Car Parks);

·        To not make any alterations or additions or demolish any improvements or structures on the Licensed Area (without the owner’s approval);

·        To maintain and keep safe all structures and improvements on the Licensed Area;

·        To take reasonable measures to secure the improvements and structures on the Licensed Area from intrusion and trespassers.

 

 

Bryan Hynes

Director, Property & Place

 

Brett Newman

Chief Executive Officer

 

 

 

Attachments:

There are no attachments for this report.

 


Council 12 October 2020                                                              Item 19.2

QUESTIONS WITH NOTICE

ITEM NUMBER        19.2

SUBJECT                 QUESTION WITH NOTICE: St George's Terrace cleanup

REFERENCE           F2019/04433 - D07669107

FROM                      Councillor Prociv        

 

QUESTION

Did Create NSW specify a day/date that the gallery and yarn art pieces displayed by the community on the exterior and surrounds of St George’s Terrace were required to be removed?

 

 

Patricia Prociv

Councillor

 

 

EXECUTIVE DIRECTOR CITY ASSETS AND OPERATIONS RESPONSE

 

1.     Create NSW requested that cleaning was completed by 23 September 2020.

 

John Warburton

Executive Director City Assets and Operations

 

Brett Newman

Chief Executive Officer

 

 

Attachments:

There are no attachments for this report.

 


Council 12 October 2020                                                              Item 19.3

QUESTIONS WITH NOTICE

ITEM NUMBER        19.3

SUBJECT                 QUESTION WITH NOTICE: Willow Grove

REFERENCE           F2018/02115 - D07670832

FROM                      Councillor Davis        

 

QUESTION

Did Create NSW, the Minister or the Minister’s representative write to the CEO or Lord mayor requesting the removal of the restriction on the title of the property known as Willow Grove prior to the sale and did the contents of this letter suggest that if the City of Parramatta did not remove the restrictions/conditions from the title that the Powerhouse Museum may not be relocated to Parramatta?

 

May all Councillors be furnished with a copy of this letter?

 

Donna Davis

Councillor

 

 

DIRECTOR, PROPERTY & PLACE RESPONSE

 

1.     Neither Create NSW, the Minister or the MinterEllison’s representative wrote to Council requesting the removal of the restrictions on title.

 

2.     The removal of the restrictions on the title was put forward by the State Government in the Call Option Deed which the parties signed in December 2017.

 

Bryan Hynes

Director, Property & Place

 

Brett Newman

Chief Executive Officer

 

 

 

Attachments:

There are no attachments for this report.