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
ITEM NUMBER 18.2
SUBJECT NOTICE OF MOTION: Supplementary Reports
REFERENCE F2019/04433 - D07664445
FROM Councillor Wilson
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
There are no attachments for this report.
Council 12 October 2020 Item 18.3
ITEM NUMBER 18.3
SUBJECT NOTICE OF MOTION: Question Time
REFERENCE F2019/04433 - D07664453
FROM Councillor Wilson
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
There are no attachments for this report.
Council 12 October 2020 Item 18.4
ITEM NUMBER 18.4
SUBJECT NOTICE OF MOTION: Dence Park Pool
REFERENCE F2017/03692 - D07669848
FROM Councillor Tyrrell
(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
1⇩ |
Concept Drawing |
1 Page |
|
Council 12 October 2020 Item 18.5
ITEM NUMBER 18.5
SUBJECT NOTICE OF MOTION: 360 Degree Virtual Tour of Willow Grove
REFERENCE F2018/02115 - D07670089
FROM Councillor Pandey
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
There are no attachments for this report.
Council 12 October 2020 Item 18.6
ITEM NUMBER 18.6
SUBJECT NOTICE OF MOTION: Council Sponsorship Policy
REFERENCE F2006/00882 - D07671015
FROM Councillor Dwyer
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
Council 12 October 2020 Item 19.1
ITEM NUMBER 19.1
SUBJECT QUESTION WITH NOTICE: St George's Terrace
REFERENCE F2019/04433 - D07669101
FROM Councillor Prociv
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
There are no attachments for this report.
Council 12 October 2020 Item 19.2
ITEM NUMBER 19.2
SUBJECT QUESTION WITH NOTICE: St George's Terrace cleanup
REFERENCE F2019/04433 - D07669107
FROM Councillor Prociv
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
There are no attachments for this report.
Council 12 October 2020 Item 19.3
ITEM NUMBER 19.3
SUBJECT QUESTION WITH NOTICE: Willow Grove
REFERENCE F2018/02115 - D07670832
FROM Councillor Davis
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