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, 27 September 2021 AT 6:30pm

PRESENT

The Lord Mayor, Councillor Bob Dwyer and Councillors Benjamin Barrak (6:32pm), Phil Bradley, Donna Davis, Pierre Esber, Michelle Garrard (Deputy Lord Mayor), Steven Issa, Andrew Jefferies, Sameer Pandey, Dr Patricia Prociv, Bill Tyrrell, Andrew Wilson, Lorraine Wearne and Martin Zaiter.

1.      OPENING MEETING

The Lord Mayor, Councillor Bob Dwyer, opened the meeting at 6:30pm.

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

Nil.

5.      CONFIRMATION OF MINUTES

	SUBJECT:         Minutes of the Council Meeting held on 13 September 2021
3446	RESOLVED      (Tyrrell/Bradley) That the minutes be taken as read and be accepted as a true record of the Meeting.

6.      APOLOGIES/REQUESTS FOR LEAVE OF ABSENCE

3447	RESOLVED      (Garrard/Wilson) That the request to attend the Ordinary Council Meeting dated 27 September 2021 via remote means submitted by the following Councillors due to personal reasons, be accepted: - Councillor Barrak - Councillor Bradley.

7.      DECLARATIONS OF INTEREST

Councillor Prociv declared a non-pecuniary and less than significant interest in Item 20.2 – Tender 1/2021 Upgrade of Rydalmere Park, Filed 1 & 2, Rydalmere being that her partner and her sons are former employees of the tenderer. She remained in the meeting during debate and voting on this matter.

Note: Councillor Barrak arrived at 6:32pm during Declarations of Interest.

8.      Minutes of the Lord Mayor

8.1

SUBJECT          Thanking the Parramatta Community REFERENCE   F2019/03630 - D08239325 REPORT OF Lord Mayor, Councillor Bob Dwyer

3448

RESOLVED      (Dwyer/Tyrrell) (a)     That Council thank and congratulate the many community groups, organisations and volunteers detailed in this Lord Mayor Minute at Attachment 1 for their exceptional ongoing efforts to support the people of the City of Parramatta in the face of the Covid-19 pandemic and lockdowns. (b)     That Council note the support provided by these organisations has been across a wide range of areas, from provision of essential food and household items to activities reducing the impacts of social isolation. (c)     That Council note messages of thanks have been sent to these organisations recognising the integral role they play in our community and for the incredible resilience they have shown through these uncertain times, adapting their services when faced with new challenges. (d)     That Council note this list of organisations is not exhaustive, and that there are many more in our City who have made contributions to support and keep this community well and safe.

8.2	SUBJECT          End of Lord Mayoral Term Report REFERENCE   F2019/03630 - D08239465 REPORT OF Lord Mayor, Councillor Bob Dwyer
3449	RESOLVED      (Dwyer/Issa) (a)     That Council note I thank the Chamber, the community, Council staff, and my family for their support during my term as Lord Mayor. (b)     Further, that the Chamber note the significant achievements and milestones of Council during this period, some of which are outlined in this Minute.

9.      Public Forum

9.1

SUBJECT          PUBLIC FORUM 1: Item 17.2 - Planning Proposal and associated process - 355 & 377 Church Street, Parramatta REFERENCE   F2021/00521 - D08240359 FROM:                Alison Brown, NSW Planning Manager, Stockland

Background to Planning Proposal Stockland is working with McDonald’s to deliver a high quality mixed use development at 355-375 Church Street, Parramatta. As Councillors may be aware, there is a long planning history on the site. An initial DA submitted by McDonald’s and supported by Council in 2015, included a drive-through and at grade car parking. This DA was deferred by the Regional Planning Panel with feedback that the proposal did not maximise the site potential. Specifically, that it was a “lost opportunity to present a major architectural feature on this significant site substantial amendment is required to create a building of more appropriate scale and city character in this very significant location of Parramatta”. McDonald’s withdrew the DA, and subsequently entered into a JV with Stockland in 2017 to deliver a scheme that would maximise the sites potential in accordance with the Panel’s feedback and the CBD Planning Strategy. Since then Stockland and McDonald’s have worked extensively with Council and other authorities to deliver a satisfactory Planning Proposal. Lodged in 2018, the Planning Proposal was finally supported by Council in July 2020.   After receiving the support of full Council in July 2020, we have dealt with some hurdles put up by the Department of Planning. Firstly, the Gateway Determination issued in September 2020 sought to further restrict the number of parking spaces contrary to Council’s resolution, however this was overturned by the Independent Planning Commission. Eight months later, the Gateway Determination was amended. We were then instructed by the Department to refine the Planning Proposal, to remove those elements which will duplicate the CBD Planning Proposal, and lodge as a fresh application. We were concerned about this backward step, but given no choice. This has resulted in the need to report the matter to Council again today. This has been a long process starting from the feedback received in 2015 that the site is capable of great things. We have fully cooperated with consent authorities in order to achieve an outcome that is acceptable to all stakeholders including the landowner, McDonald’s. McDonald’s Key Requirements Stockland wishes to realise the shared goal of achieving a high quality mixed use development on this strategic site. However in order to proceed with the development we must meet the minimum requirements of McDonald’s. The present McDonald’s restaurant and take away operation is supported by a dual drive-through facility and approximately 60 at-grade parking spaces. The site also benefits from a high level of visibility and accessibility, with multiple entries and unrestricted operation (entry/exit) from both Victoria Road and Ross Street. McDonald’s presence at the site for 42 years means that they own the site outright and are under no commercial pressure from their business to redevelop the land in the foreseeable future.  McDonald’s overriding objective in any redevelopment is to continue to operate a successful restaurant on the site.  This has informed our conversations with Council over the past 4 years as we worked through the planning and design issues, and the concept was endorsed by Council in July 2021. McDonald’s requirements to support the ongoing operation include the following of relevance: · Maintain a drive thru facility, · Provide convenient access to the drive through, and · Provide adequate customer car parking. If McDonald's cannot achieve these fundamental requirements, they will not proceed with a redevelopment. Parking and Access  Currently, there are 60 McDonalds parking spaces. This will reduce to 30 spaces following development. In terms of access arrangements at Victoria Road, there is currently free movement of traffic, with turning movements permitted freely in both left and right directions, and both into and out of the site. Traffic may also enter from Ross Street. This will change significantly following development. · In terms of entry from Victoria Road, movements into the site will be restricted to left in only. This will prevent any impact whatsoever on the Church Street intersection, or the light rail corridor, as only eastbound traffic approaching from the west can enter the site. · In terms of exit movements, no cars will be permitted to exit the site onto Victoria Road at all. Instead, all exits will be to Ross Street. · Ross Street access will be upgraded to permit both entry and exit movements. The above approach is supported by traffic modelling. McDonald’s Compromises As noted above, there are three key changes to the current access and parking arrangements that McDonald’s has agreed to: · Firstly, a halving of customer car parking numbers. · Secondly, left turn only movements into the site from Victoria Road · Thirdly, all exit movements onto Ross Street. Each of these changes represents a compromise by McDonald’s, as they will result in a reduction in convenience for customers. As such, McDonald’s cannot accept any further restrictions on their access arrangements compared to the existing. Any proposal to further restrict access or egress arrangements will result in the project being abandoned. Instead McDonald’s has indicated that it would simply maintain the status quo, preferring to maintain a large car park and highly flexible vehicle movements. Recommendation We endorse the Recommendation in the business paper. In order to ensure that the access arrangements are thoroughly interrogated going forward, we would accept an amendment to recommendation (f) to require that the DCP address the following (added text in red): Recommendation (f)…             3  Resolving traffic issues (including justifying the location for vehicular access, sightlines, vehicle queueing, pedestrian safety and minimising any impact of the development on Parramatta Light Rail and the surrounding road network, including restricting turning right from Victoria Road into the site); Conclusion We thank you for the opportunity to present our submission. EXECUTIVE DIRECTOR, CITY PLANNING AND DESIGN No staff response provided.

10.    Petitions

10.1	SUBJECT          Pedestrian Crossing at Louise Sauvage Pathway, Newington FROM                 Patricia Prociv
	A petition signed by the public was tabled at the Council Meeting and reads: “This petition is requesting Parramatta Council install a pedestrian crossing or pedestrian island where Oceania Boulevard is crossed by the Louise Sauvage Pathway in Newington, NSW. Given the increased heavy traffic flow and often excessive sppeds by some motorists using this road as either a means to access Holker Street, Silverwater or by residential traffic, this location presents a dangerous crossing point as the Louise Sauvage Pathway is in constant use by local pedestrians, cyclists, dog walkers and parents with strollers. Both approaches on Oceania Boulevard to the pathway intersection are distinguished by two blind corners and it appears it will only be a matter of time before a potential serious accident occurs at this location. Currently where the road is crossed by the pathway it is only signposted on the eastern approach from Hill Road, which doesn’t seem to act as a cautionary warning to many speeding motorists.”
3450	RESOLVED      (Prociv/Wilson) (a) That the petition be received and a copy of the petition be circulated to all Councillors. (b) That the petition be forwarded to the Traffic Committee. (c) Further, that Council Officers respond to the concerns raised in the petition with the head petitioner.

10.2	SUBJECT          Proposed Epping South Primary School at 86 Chelmsford Avenue, Epping FROM                 Donna Davis
	A petition signed by the public was tabled at the Council Meeting and reads: “We the undersigned insist the proposed extension of Grimes Lane to the link with Second Avenue Epping be rescinded and that denial of motor vehicle access from Grimes Lane to Second Avenue Epping remains in force.”
3451	RESOLVED      (Davis/Prociv) (a) That the petition be received and a copy of the petition be circulated to all Councillors. (b) That the petition be forwarded to appropriate Council Officer. (c) Further, that Council Officers respond to the concerns raised in the petition with the head petitioner.

10.3	SUBJECT          State Significant Development 883789 FROM                 Donna Davis
3452	RESOLVED      (Davis/Prociv) A petition signed by the public was tabled at the Council Meeting and reads: “We the undersigned insist the motor vehicle access to the proposed carpark via Second Avenue Epping be rescinded and relocated to Grimes Lane.”
	(a) That the petition be received and a copy of the petition be circulated to all Councillors. (b) That the petition be forwarded to appropriate Council Officer. (c) Further, that Council Officers respond to the concerns raised in the petition with the head petitioner.

11.    Rescission Motions

Nil

12.    Fair

12.1	SUBJECT          FOR APPROVAL: Election of the Lord Mayor REFERENCE   F2021/00521 - D08184871 REPORT OF Governance Manager
3453	RESOLVED      (Zaiter/Garrard) (a)     That in accordance with Schedule 7 of the Local Government (General) Regulation 2005, the Chief Executive Officer, as the Returning Officer, conduct the Election of the Lord Mayor. (b)     That in the event that there be more than one (1) nomination, Council determine the method of voting as Open Voting. (c)     That the Office of Local Government and Local Government NSW be advised of the result of the election. (d)     Further, that Local Members, surrounding Councils and other key stakeholders be informed of the result of the election.
	The Chief Executive Officer (CEO), as Returning Officer, then conducted the election of the Lord Mayor. The CEO advised that two (2) nominations had been received for the role of Lord Mayor, being: - Councillor Esber; and - Councillor Issa. There having been two (2) nominations received, the names of both nominations were written on slips of paper and placed in a barrel and the names were drawn from the barrel in the following order:           -        Councillor S Issa           -        Councillor P Esber Those voting for Councillor Issa were asked to raise their hands and the following votes were recorded: Councillors Barrak, Dwyer, Garrard, Issa, Jefferies, Tyrrell, Wearne, Wilson and Zaiter – 9 votes. Those voting for Councillor Esber were then asked to raise their hands and the following votes were recorded: Councillors Bradley, Davis, Esber, Pandey and Prociv – 5 votes. The CEO then declared Councillor Steven Issa duly elected Lord Mayor for the ensuing term to December 2021. Note:  At this time, the newly elected Lord Mayor, Councillor Steven Issa assumed the Chair.

12.2	SUBJECT          FOR APPROVAL: Election of the Deputy Lord Mayor REFERENCE   F2021/00521 - D08184882 REPORT OF Governance Manager
3454	RESOLVED      (Wilson/Zaiter) (a)     That in accordance with Schedule 7 of the Local Government (General) Regulation 2005, the Chief Executive Officer, as the Returning Officer, conduct the Election of the Deputy Lord Mayor. (b)     That in the event that there be more than one (1) nomination, Council determine the method of voting as Open Voting. (c)     That the Office of Local Government and Local Government NSW be informed of the result of the election. (d)     Further, that Local Members, surrounding Councils and other key stakeholders be informed of the result of the election.
	The Chief Executive Officer (CEO), as Returning Officer, then conducted the election of the Deputy Lord Mayor. The CEO advised that two (2) nominations had been received for the role of Deputy Lord Mayor, being: - Councillor Davis; and - Councillor Garrard. There having been two (2) nominations received, the names of both nominations were written on slips of paper and placed in a barrel and the names were drawn from the barrel in the following order:           -        Councillor M Garrard           -        Councillor D Davis Those voting for Councillor Garrard were then asked to raise their hands and the following votes were recorded: Councillors Barrak, Dwyer, Garrard, Issa, Jefferies, Tyrrell, Wearne, Wilson and Zaiter – 9 votes. Those voting for Councillor Davis were asked to raise their hands and the following votes were recorded: Councillors Bradley, Davis, Esber, Pandey and Prociv – 5 votes. The CEO then declared Councillor Michelle Garrard duly elected Deputy Lord Mayor for the ensuing term to December 2021.

	Procedural Motion
3455	RESOLVED      (Issa/Garrard) That the meeting be adjourned for fifteen (15) minutes.

Note: The meeting was adjourned at 7:36pm for a short recess.

	Procedural Motion
3456	RESOLVED      (Issa/Tyrrell) That the meeting resume.

The meeting resumed at 7:56pm with the following Councillors in attendance: The Lord Mayor, Councillor Steven Issa and Councillors Bob Dwyer, Phil Bradley, Donna Davis, Pierre Esber, Michelle Garrard (Deputy Lord Mayor), Andrew Jefferies, Sameer Pandey, Dr Patricia Prociv, Bill Tyrrell, Andrew Wilson, Lorraine Wearne and Martin Zaiter.

Matter of Urgency

MOTION             (Garrard/)

That a procedural motion be granted to allow a consideration of a matter of urgency in relation to Bankwest Stadium that is owned by CommBank.

The Lord Mayor ruled the matter not urgent.

Note: Councillor Barrak returned to the meeting at 7:57pm during consideration of the Matter of Urgency.

12.3	SUBJECT          FOR NOTATION: Investment Report for August 2021 REFERENCE   F2021/00521 - D08214535 REPORT OF Tax and Treasury Accountant
3457	RESOLVED      (Tyrrell/Zaiter) That Council receive the Investment Report for August 2021.

12.4	SUBJECT          FOR NOTATION: Minutes of Audit Risk and Improvement Committee Meeting held on 20 May 2021 REFERENCE   F2021/00521 - D08204439 REPORT OF Coordinator Internal Audit
3458	RESOLVED      (Esber/Tyrrell) That Council notes the minutes of the Audit Risk and Improvement Committee meetings as provided at Attachment 1.

12.5	SUBJECT          FOR APPROVAL: Interaction between Councillors and Staff Policy REFERENCE   F2021/00521 - D08202153 REPORT OF Governance Manager
3459	RESOLVED      (Wearne/Pandey) That Council defer consideration of this matter to a Councillor Workshop to be held on 29 September 2021.

12.6	SUBJECT          FOR APPROVAL: Public Exhibition of Draft Councillors' Expenses and Facilities Policy REFERENCE   F2021/00521 - D08216125 REPORT OF Executive Officer
3460	RESOLVED      (Wearne/Pandey) That Council defer consideration of this matter to a Councillor Workshop to be held on 29 September 2021.

12.7

SUBJECT          FOR APPROVAL: 2021 Local Government NSW Annual Conference REFERENCE   F2021/00521 - D08216153 REPORT OF Executive Officer

3461

RESOLVED      (Esber/Tyrrell) (a)     That Council nominate the following ten (10) Councillors to be Council’s voting delegates for the 2021 Local Government NSW online Annual Conference, being held on 29 November 2021: -       Lord Mayor Councillor Issa -       Councillor Bradley -       Councillor Dwyer -       Councillor Esber -       Councillor Jefferies -       Councillor Tyrrell -       Councillor Pandey -       Councillor Prociv -       Councillor Wearne. (b)     That Council nominate the following nine (9) Councillors and two (2) alternatives to be Council’s voting delegates for the 2021 Local Government NSW Board Elections, to be held by postal vote between 27 October and 24 November 2021: -       Lord Mayor Councillor Issa -       Councillor Davis -       Councillor Esber -       Councillor Jefferies -       Councillor Tyrrell -       Councillor Pandey -       Councillor Prociv -       Councillor Wearne -       Councillor Zaiter -       Councillor Bradley (Alternate) -       Councillor Dwyer (Alternate). (c)     Further, that Council note the 2021 Local Government NSW Annual Conference is being delivered in a split format due to current Covid-19 restrictions and the postponement of the local government elections as outlined in the report background.

12.8	SUBJECT          SUPPLEMENTARY REPORT FOR APPROVAL: Proposed extension of current COVID Relief Package REFERENCE   F2021/00521 - D08241869 REPORT OF Acting Senior Project Officer
	MOTION             (Tyrrell/Esber) (a)     That Council approve the extension of ten action items (1(c) i.-x.) previously endorsed on the 26 July 2021, for a further three months until 31 December 2021: i.        (F1) Waiver of interest on late rate payments - The Council will waive interest on late payments for Council rates, where ratepayers satisfy the hardship criteria (as set out in the Rates Hardship Policy). ii.       (F2) Payment Plans for Late Rate Payments - The Council will put in place payment plans for late payments for Council Rates, where ratepayers are suffering financial hardship and satisfy the hardship criteria (as set out in the Rates Hardship Policy). iii.      (F3) 7-day Payment of Goods – The Council will reintroduce 7-day payment processing periods for local small and medium suppliers of goods. iv.      (F5(a)) Waiver of License and Hire Fees - The Council will waive pre-paid and ongoing licence and hire fees for outdoor dining, food stalls, temporary premises, and non-commercial advertising. v.       (F5(b)) Waiver of License and Hire Fees – The Council will waive pre-paid and ongoing licence and hire fees for community halls, parks, and community venues. vi.      (F5(c)) Waiver of Outdoor Dining Fees - License and Approvals – The Council will waive the licence and approval fees for outdoor dining licences across the LGA, including Parramatta Square. vii.     (F6) On Street Parking – The Council will put in place a range of measures to provide grace periods and cautions for time limited on street parking spaces; however, Council will continue to enforce illegal parking to ensure public safety and turnover for short stay parking to support local businesses. Council will also reduce and change time limits in a number of local on street parking locations to facilitate takeaway services, support local business and hospital staff. These measures will remain in place until occupancy reaches 80% of 2019’s vehicle volumes or at Councils discretion. viii.    (F7a) Waiver of Rents – The Council will waive all rents for Council owned assets which are occupied by community groups, essential services and not for profit organisations. ix.      (F7b) Waiver of Rents – Affordable Housing Dwellings - The Council will provide rent relief for tenants of City of Parramatta Council’s Affordable Housing Dwellings, if tenants qualify for financial hardship and a request is made for rent reduction. x.       (H3) Evening Lighting Trial of Council’s sportsgrounds - That Council implement a park night lighting trial across the entire Local Government Area. (b)     Further, that Council notes the State Government’s intention to provide $250,000 to Council to contribute to on-the-ground emergency relief efforts in relation to the impacts of COVID-19, and resolves that to meet required timeframes, expenditure of these funds will occur in one of the following ways: i.        Through existing procurement policy and financial  delegations; and/or ii.       Via delegated authority to the Chief Executive Officer to award ad-hoc grants, under the Community Capacity Building category of the Community Grants program, where grants are directly related to emergency relief provision as a result of lockdown restrictions.
	AMENDMENT  (Pandey/Davis) (a)     That Council approve the extension of ten action items (1(c) i.-x.) previously endorsed on the 26 July 2021, for a further three months until 31 December 2021: i.        (F1) Waiver of interest on late rate payments - The Council will waive interest on late payments for Council rates, where ratepayers satisfy the hardship criteria (as set out in the Rates Hardship Policy). ii.       (F2) Payment Plans for Late Rate Payments - The Council will put in place payment plans for late payments for Council Rates, where ratepayers are suffering financial hardship and satisfy the hardship criteria (as set out in the Rates Hardship Policy). iii.      (F3) 7-day Payment of Goods – The Council will reintroduce 7-day payment processing periods for local small and medium suppliers of goods. iv.      (F5(a)) Waiver of License and Hire Fees - The Council will waive pre-paid and ongoing licence and hire fees for outdoor dining, food stalls, temporary premises, and non-commercial advertising. v.       (F5(b)) Waiver of License and Hire Fees – The Council will waive pre-paid and ongoing licence and hire fees for community halls, parks, and community venues. vi.      (F5(c)) Waiver of Outdoor Dining Fees - License and Approvals – The Council will waive the licence and approval fees for outdoor dining licences across the LGA, including Parramatta Square. vii.     (F6) On Street Parking – The Council will put in place a range of measures to provide grace periods and cautions for time limited on street parking spaces; however, Council will continue to enforce illegal parking to ensure public safety and turnover for short stay parking to support local businesses. Council will also reduce and change time limits in a number of local on street parking locations to facilitate takeaway services, support local business and hospital staff. These measures will remain in place until occupancy reaches 80% of 2019’s vehicle volumes or at Councils discretion. viii.    (F7a) Waiver of Rents – The Council will waive all rents for Council owned assets which are occupied by community groups, essential services and not for profit organisations. ix.      (F7b) Waiver of Rents – Affordable Housing Dwellings - The Council will provide rent relief for tenants of City of Parramatta Council’s Affordable Housing Dwellings, if tenants qualify for financial hardship and a request is made for rent reduction. x.       (H3) Evening Lighting Trial of Council’s sportsgrounds - That Council implement a park night lighting trial across the entire Local Government Area. (b)     That Council notes the State Government’s intention to provide $250,000 to Council to contribute to on-the-ground emergency relief efforts in relation to the impacts of COVID-19, and resolves that to meet required timeframes, expenditure of these funds will occur in one of the following ways: i.        Through existing procurement policy and financial delegations; or ii.       Via delegated authority to the Chief Executive Officer to award ad-hoc grants, under the Community Capacity Building category of the Community Grants program, where grants are directly related to emergency relief provision as a result of lockdown restrictions. (c)     Further, that a report be provided to the next Council Meeting regarding the implications of an EOI process to donate used computers and laptops through a digital donation program (including any licensing implications) during this period to registered Community based organisations within City of Parramatta and the license implications. The amendment was accepted by Councillor Tyrrell as the mover of the motion. The motion moved by Councillor Tyrrell and seconded by Councillor Esber on being put was declared CARRIED.
3462	RESOLVED      (Tyrrell/Esber) (a)     That Council approve the extension of ten action items (1(c) i.-x.) previously endorsed on the 26 July 2021, for a further three months until 31 December 2021: i.        (F1) Waiver of interest on late rate payments - The Council will waive interest on late payments for Council rates, where ratepayers satisfy the hardship criteria (as set out in the Rates Hardship Policy). ii.       (F2) Payment Plans for Late Rate Payments - The Council will put in place payment plans for late payments for Council Rates, where ratepayers are suffering financial hardship and satisfy the hardship criteria (as set out in the Rates Hardship Policy). iii.      (F3) 7-day Payment of Goods – The Council will reintroduce 7-day payment processing periods for local small and medium suppliers of goods. iv.      (F5(a)) Waiver of License and Hire Fees - The Council will waive pre-paid and ongoing licence and hire fees for outdoor dining, food stalls, temporary premises, and non-commercial advertising. v.       (F5(b)) Waiver of License and Hire Fees – The Council will waive pre-paid and ongoing licence and hire fees for community halls, parks, and community venues. vi.      (F5(c)) Waiver of Outdoor Dining Fees - License and Approvals – The Council will waive the licence and approval fees for outdoor dining licences across the LGA, including Parramatta Square. vii.     (F6) On Street Parking – The Council will put in place a range of measures to provide grace periods and cautions for time limited on street parking spaces; however, Council will continue to enforce illegal parking to ensure public safety and turnover for short stay parking to support local businesses. Council will also reduce and change time limits in a number of local on street parking locations to facilitate takeaway services, support local business and hospital staff. These measures will remain in place until occupancy reaches 80% of 2019’s vehicle volumes or at Councils discretion. viii.    (F7a) Waiver of Rents – The Council will waive all rents for Council owned assets which are occupied by community groups, essential services and not for profit organisations. ix.      (F7b) Waiver of Rents – Affordable Housing Dwellings - The Council will provide rent relief for tenants of City of Parramatta Council’s Affordable Housing Dwellings, if tenants qualify for financial hardship and a request is made for rent reduction. x.       (H3) Evening Lighting Trial of Council’s sportsgrounds - That Council implement a park night lighting trial across the entire Local Government Area. (b)     That Council notes the State Government’s intention to provide $250,000 to Council to contribute to on-the-ground emergency relief efforts in relation to the impacts of COVID-19, and resolves that to meet required timeframes, expenditure of these funds will occur in one of the following ways: i.        Through existing procurement policy and financial delegations; or ii.       Via delegated authority to the Chief Executive Officer to award ad-hoc grants, under the Community Capacity Building category of the Community Grants program, where grants are directly related to emergency relief provision as a result of lockdown restrictions. (c)     Further, that a report be provided to the next Council Meeting regarding the implications of an EOI process to donate used computers and laptops through a digital donation program (including any licensing implications) during this period to registered Community based organisations within City of Parramatta and the license implications.
	Note: Councillor Wilson left the Chamber at 8:21pm during consideration of the Item 12.8 and was not present in the Chamber for the vote thereon.

13.    Accessible

13.1	SUBJECT          FOR APPROVAL: Reappointment of Community Representatives to the Parramatta Local Planning Panel REFERENCE   F2021/01980 - D08194263 REPORT OF Strategic Business Manager
	MOTION             (Davis/Wearne) (a)     That Council reappoint the current community representative members (named in paragraph 20) of the Parramatta Local Planning Panel until 31 March 2022. (b)     Further, that appropriate actions to be taken to commence the recruitment and selection and appointment of community representatives immediately with a list of suitable applicants to be reported to the next term of Council.
	AMENDMENT  (Dwyer/Zaiter) That Council reappoint the current community representative members (named in paragraph 20) of the Parramatta Local Planning Panel until 29 February 2024. The amendment moved by Councillor Dwyer and seconded by Councillor Zaiter on being put was declared LOST. The motion moved by Councillor Davis and seconded by Councillor Wearne on being put was declared CARRIED.
3463	RESOLVED      (Davis/Wearne) (a)     That Council reappoint the current community representative members (named in paragraph 20) of the Parramatta Local Planning Panel until 31 March 2022. (b)     Further, that appropriate actions to be taken to commence the recruitment and selection and appointment of community representatives immediately with a list of suitable applicants to be reported to the next term of Council. Note:  Councillor Dwyer requested that his name be recorded as having voted against the decision taken on this matter.
	Note: 1. Councillor Wilson returned to the Chamber at 8:29pm during consideration of the Item 13.1. 2. Councillor Dwyer left the Chamber at 8:34pm and returned at 8:35pm during the consideration of Item 13.1.

13.2	SUBJECT          FOR APPROVAL: Free Parking - Ticket Parking Machines (On-Street) and Multi Level Carpark - Christmas Festive Period REFERENCE   F2021/00521 - D08212390 REPORT OF Manager Paid Parking
	MOTION             (Garrard/Zaiter) That Council approve: i.        The City's parking meters be switched off and no parking fee be charged for on street parking in the meter’s location between 24 December 2021 to 4 January 2022 inclusive. ii.       The provision of free parking at Council owned parking stations for one (1) day on 24 December 2021.
	AMENDMENT  (Barrak/Esber) That Council approve: i.        The City's parking meters be switched off and no parking fee be charged for on street parking in the meter’s location between 24 December 2021 to 4 January 2022 inclusive. ii.       The provision of free parking at Council owned parking stations between 24 December 2021 to 4 January 2022 inclusive. The amendment moved by Councillor Barrak and seconded by Councillor Esber on being put was declared LOST. The motion moved by Councillor Garrard and seconded by Councillor Zaiter on being put was declared CARRIED.
3464	RESOLVED      (Garrard/Zaiter) That Council approve: i.        The City's parking meters be switched off and no parking fee be charged for on street parking in the meter’s location between 24 December 2021 to 4 January 2022 inclusive. ii.       The provision of free parking at Council owned parking stations for one (1) day on 24 December 2021.
	Note: Councillor Davis left the Chamber at 8:41pm and returned at 8:45pm during consideration of Item 13.2.

13.3

SUBJECT          FOR APPROVAL: Public Exhibition of the Dunlop Street (Epping) Pedestrian and Cyclist Paths, and George Street East (Parramatta) Pedestrian and Cyclist Paths REFERENCE   F2021/00521 - D08206857 REPORT OF Senior Project Officer Transport Planning

3465

RESOLVED      (Esber/Tyrrell) (a)     That Council approve the attached draft Dunlop Street pedestrian and cyclist paths at Attachment 1 for the purposes of exhibition. (b)     That Council approve the attached draft George Street East pedestrian and cyclist paths at Attachment 2, for the purposes of exhibition. (c)     That the draft plans be placed on exhibition for a minimum period of 28 days. (d)     Further, that the outcomes of public exhibition of the plans be reported to Parramatta Traffic Committee, and in turn to Council.

14.    Green

Nil

15.    Welcoming

15.1	SUBJECT          SUPPLEMENTARY LATE REPORT FOR APPROVAL: Citizen of the Year Awards Policy REFERENCE   F2021/00521 - D08023479 REPORT OF City Events & Festivals Manager
3466	RESOLVED      (Tyrrell/Garrard) (a)     That it be noted that the Citizen of the Year Awards is currently administered by a Terms of Reference. (b)     Further that, Council approve the City of Parramatta Citizen of the Year Awards Policy which will supersede the previous Terms of Reference.

16.    Thriving

Nil

17.    Innovative

17.1	SUBJECT          FOR APPROVAL: Post exhibition Draft Development Control Plan for the Telopea Precinct REFERENCE   F2019/00327 - D08093458 REPORT OF Senior Project Officer Land Use Planning; Team Leader Land Use Planning
	MOTION             (Tyrrell/Garrard) (a)     That Council receives and notes the submissions received during the public exhibition of the Draft Development Control Plan for the Telopea Precinct which are summarised at Attachments 2 and 3. (b)     That Council approves finalisation of the Development Control Plan (DCP) for the Telopea Precinct at Attachment 5 including the minor amendments, which will repeal the existing controls relating to the Telopea Precinct in Section 4.1.11 of the Parramatta DCP 2011 and that the amendments come into effect from the date of the public notice of Council’s decision. (c)     Further, that Council authorise the Chief Executive Officer (CEO) to correct any minor anomalies of a non-policy and administrative nature relating to the finalisation of the DCP that may arise.
	AMENDMENT  (Esber/Wilson) That Council defer consideration of this matter for two (2) weeks to allow for senior planning staff to meet with the community. The amendment was accepted by Councillor Tyrrell as mover of the original motion. The motion moved by Councillor Tyrrell and seconded by Councillor Garrard on being put was declared CARRIED. DIVISION           A division was called, the result being:- AYES:                Councillors Barrak, Bradley, Davis, Esber, Garrard, Jefferies, Pandey, Prociv, Tyrrell, Wearne, Wilson and Zaiter NOES:                Councillors Dwyer and Issa
3467	RESOLVED      (Tyrrell/Garrard) That Council defer consideration of this matter for two (2) weeks to allow for senior planning staff to meet with the community.
	Note: The Lord Mayor vacated the Chair at 8:54pm during the discussion of the amendment moved by Councillor Esber.  The Deputy Lord Mayor assumed the Chair.  The Lord Mayor resumed the chair at 8:58pm during the discussion of the amendment moved by Councillor Esber.

17.2	SUBJECT          SUPPLEMENTARY REPORT FOR APPROVAL: Planning Proposal and associated processes - 355 & 375 Church St, Parramatta REFERENCE   RZ/10/2018 - D08073201 REPORT OF Land Use Planning Manager
	MOTION             (Garrard/Esber) (a) That Council note the correspondence from the Department of Planning, Infrastructure and Environment (DPIE) summarised in this report regarding this Planning Proposal. (b)     That the existing Planning Proposal for 355-375 Church St, Parramatta be amended to remove provisions consistent with the CBD Planning Proposal, while retaining the provision pertaining to a bespoke parking rate for take away food and drink premises at this site. (c)     That the amended Planning Proposal (as at Attachment 1) be resubmitted to the DPIE as a new Planning Proposal seeking a new Gateway determination. (d)     That, pending a new Gateway determination from DPIE in line with the amendments outlined in (b) above, Council: 1       advise DPIE that it no longer wishes to pursue the existing Planning Proposal process, as the amended Planning Proposal described above will replace it as a new Planning Proposal, and 2       exhibit the Planning Proposal. (e)     That negotiation of a Planning Agreement at this site cease, recognising that infrastructure contributions for this site will instead be made as part of a future Development Application (DA) in line with the relevant Contributions Plan in place for the CBD at that time. (f)      That Council officers prepare a draft Development Control Plan (DCP) and it be endorsed under delegation by the Chief Executive Officer for the purpose of public exhibition in accordance with the following principles: 1       Further defining the preferred two-tower scheme, including podium heights and tower setbacks, with a view to minimising any non-compliances with relevant Apartment Design Guide requirements but acknowledging that some non-compliances will remain; 2       Establishing an appropriate relationship to, and mitigating impacts on, proximate heritage items; 3       Resolving traffic issues (including sightlines, vehicle queueing, pedestrian safety and minimising any impact of the development on Parramatta Light Rail and the surrounding road network, including restricting turning right from Victoria Road into the site); 4       Demonstrating adaptive re-use potential of the drive-through facility and at least some of the parking spaces proposed; 5       Establishing an appropriate relationship to the 385 Church Street isolated site (including built form controls for an unamalgamated scenario, and a direction for an amalgamated scenario that maintains the two towers while seeking to increase inter-building separation and tower setbacks); 6       Appropriately managing the environmental quality impacts of the proposed podium uses (particularly noise, air pollution and odour); 7       Ensuring that footpath widening and the “notch” in the centre of the site are marked appropriately in the DCP to support future public access; 8       Ensuring the building appropriately addresses the potential future through-block link; 9       Require a comprehensive Crime Prevention through Environmental Design (CPTED) report at Development Application stage and ensure that building design implements CPTED principles; and 10     Ensuring that podium landscaping makes a positive contribution to public and private domain. (g)     That, prior to exhibition of the draft DCP, Council consult with the landowners of 385 Church Street on the draft DCP about the controls pertaining to their land. (h)     That the exhibition of the Planning Proposal and DCP need not occur concurrently. (i) Further, that Council delegates to the Chief Executive Officer to make any changes of a minor, administrative and/or non-policy nature that may arise during progression of the relevant Planning Proposal.
	AMENDMENT  (Wilson/Barrak) (a)     That Council note the correspondence from the Department of Planning, Infrastructure and Environment (DPIE) summarised in this report regarding this Planning Proposal. (b)     That the existing Planning Proposal for 355-375 Church St, Parramatta be amended to remove provisions consistent with the CBD Planning Proposal, while retaining the provision pertaining to a bespoke parking rate for take away food and drink premises at this site. (c)     That the amended Planning Proposal (as at Attachment 1) be resubmitted to the DPIE as a new Planning Proposal seeking a new Gateway determination. (d)     That, pending a new Gateway determination from DPIE in line with the amendments outlined in (b) above, Council: 1       advise DPIE that it no longer wishes to pursue the existing Planning Proposal process, as the amended Planning Proposal described above will replace it as a new Planning Proposal, and 2       exhibit the Planning Proposal. (e)     That negotiation of a Planning Agreement at this site cease, recognising that infrastructure contributions for this site will instead be made as part of a future Development Application (DA) in line with the relevant Contributions Plan in place for the CBD at that time. (f)      That, prior to exhibition of the draft DCP, Council consult with the landowners of 385 Church Street on the draft DCP about the controls pertaining to their land. (g)     That the exhibition of the Planning Proposal and DCP need not occur concurrently. (h)     Further, that Council delegates to the Chief Executive Officer to  make any changes of a minor, administrative and/or non-policy nature that may arise during progression of the relevant Planning Proposal.
	FORESHADOWED MOTION     (Wearne/) That Council defer consideration of this matter to a Councillor Workshop to seek clarity on parking rates, the drive through and the traffic study.
	The foreshadowed motion was accepted by Councillor Garrard as mover of the original motion. MOTION             (Garrard/Esber) That Council defer consideration of this matter to a Councillor Workshop to seek clarity on parking rates, the drive through and the traffic study.
	The amendment moved by Councillor Wilson and seconded by Councillor Barrak on being put was declared LOST. DIVISION           A division was called, the result being:- AYES:                Councillors Barrak and Wilson NOES:                Councillors Bradley, Davis, Dwyer, Esber, Garrard, Issa, Jefferies, Pandey, Prociv, Tyrrell, Wearne and Zaiter The motion moved by Councillor Garrard and seconded by Councillor Esber on being put was declared CARRIED. DIVISION           A division was called, the result being:- AYES:                Councillors Barrak, Bradley, Davis, Dwyer, Esber, Garrard, Issa, Jefferies, Pandey, Prociv, Tyrrell, Wearne, Wilson and Zaiter NOES:                Nil
3468	RESOLVED      (Garrard/Esber) That Council defer consideration of this matter to a Councillor Workshop to seek clarity on parking rates, the drive through and the traffic study.

18.    Notices of Motion

Nil

19.    Questions with Notice

19.1	SUBJECT          QUESTION WITH NOTICE:  Wistaria Gardens and Glengarriff House REFERENCE   F2021/00521 - D08228042 FROM Councillor Davis
	QUESTION At the 9 June 2020 Council meeting Councillor Davis moved a notice of motion regarding the delay of the 2017 NSW Government decision to transfer Wistaria Gardens from NSW Health to the Parramatta Park Trust. In response, the Lord Mayor wrote to the Chief Executive of Western Sydney Local Health District and a reply was received advising that the matter had been referred to the Minister for Health and Research. 1.      Has Council received any correspondence from the Minister and/or other NSW Government departments or agencies regarding a date for the transfer of Wistaria Gardens and Glengarriff House to Parramatta Park? 2.      If Council has received any correspondence from or engaged in any discussions with the NSW Government or agencies about the transfer of Wistaria Gardens and Glengarriff House what, if anything has been discussed/resolved to this point including a date for transfer? 3.      Is the Governor’s Walk included in the land transfer from NSW Health to Parramatta Park Trust? 4.      Can Council provide information about the long-term plan of management for the Governor’s Walk? CHIEF OF STAFF RESPONSE 1. The Office of the Lord Mayor received a response from The Hon Brad Hazzard MP, Minister for Health on 1 February 2021. This response was circulated to all Councillors on 2 February 2021. 2. The Office of the Lord Mayor received a response from The Hon Brad Hazzard MP, Minister for Health on 1 February 2021. This response was circulated to all Councillors on 2 February 2021. 3. Council staff are not aware of the specific site details or any other terms of any proposed transfer. 4. Council staff are not aware of any such plans.
	Note: 1. Councillor Tyrrell left the Chamber at 9:24pm and returned at 9:27pm during consideration of Item 19.1. 2. Councillor Garrard left the Chamber at 9:23pm and returned at 9.25pm during consideration of Item 19.1. 3. Councillor Esber left the Chamber at 9:23pm and returned at 9.27pm during consideration of Item 19.1. 4. Councillor Zaiter left the Chamber at 9:29pm and returned at 9:27pm during consideration of Item 19.1.

19.2

SUBJECT          QUESTION WITH NOTICE: Questions Taken on Notice from Council Meeting - 13 September 2021

REFERENCE   F2021/00521 - D08226390

FROM Governance Manager

QUESTIONS TAKEN ON NOTICE FROM THE COUNCIL MEETING OF 13 SEPTEMBER 2021

Item	Subject	Councillor	Question
14.1	Sustainability Rebates and Small Grants Program	Prociv	When will the grant applications be available? Will they be available all year? Will there be multiple rounds for these grants?
18.2	Notice of Motion – Project Budgets in Property & Place Division	Garrard	What is the financial implications around the amendment (which became the resolution), noting that the original motion had a $50,000 financial implication?
19.2	Questions Taken on Notice from Council Meeting – 23 August 2021	Garrard	Should the information contained within the Question Taken on Notice at the last Council Meeting be answered in closed session?

STAFF RESPONSE

Item	Subject	Councillor	Question	Answer	Executive Director
14.1	Sustainability Rebates and Small Grants Program	Prociv	When will the grant applications be available? Will they be available all year? Will there be multiple rounds for these grants?	Available from December 2021 for the remainder of financial year, or until the budgets are expended / claimed. The intention is for only 1 round per financial year. However, if budgets are increased, up to 2 rounds maybe possible.	City Assets & Operations
18.2	Notice of Motion – Project Budgets in Property & Place Division	Garrard	What is the financial implications around the amendment (which became the resolution), noting that the original motion had a $50,000 financial implication?	To provide Councillors with a report that explains current processes and recommend process improvements to better manage scope, budget and timing of a project we will be undergoing a two stage process: Stage 1 will be to engage an external consultant to review current processes and identify improvements for the life of a major project from ideation to delivery. This is estimated at a cost of $15,000 to $20,000. Stage 2 will be to receive an MPAC assurance on the processes and any recommended changes agreed upon by the Executive for the life of a major project. This is estimated at a cost of $10,000 to $15,000. The cost of this report will be charged to the PDG Consultancy budget line therefore having no unbudgeted impact on Council’s current approved budget.	Property & Place
19.2	Questions Taken on Notice from Council Meeting – 23 August 2021	Garrard	Should the information contained within the Question Taken on Notice at the last Council Meeting be answered in closed session?	Section 53 of the Local Government Act states that Councils must keep a register of all land vested in it or under its control.  The register must include (inter alia) particulars of any agreement (including any lease or licence) entered into by the council with respect to the land.  The land register is prescribed as open access information under the Government Information (Public Access) Act 2009.	Corporate Services

20.     CLOSED SESSION

3469

RESOLVED      (Tyrrell/Esber) 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 19/2020 Stage 2 Request for Quote (RFQ) for Advertising Services for Billboards. (D08211664) - This report is confidential in accordance with section 10A (2) (d) of the Local Government Act 1993 as the report contains commercial information of a confidential nature that would, if disclosed (i) prejudice the commercial position of the person who supplied it; or (ii) confer a commercial advantage on a competitor of the Council; or (iii) reveal a trade secret. 2       FOR APPROVAL: Tender 1/2021 Upgrade of Rydalmere Park, Field 1 & 2, Rydalmere. (D08144159) - This report is confidential in accordance with section 10A (2) (d) of the Local Government Act 1993 as the report contains commercial information of a confidential nature that would, if disclosed (i) prejudice the commercial position of the person who supplied it; or (ii) confer a commercial advantage on a competitor of the Council; or (iii) reveal a trade secret.

20.1	SUBJECT          FOR APPROVAL: Tender 19/2020 Stage 2 Request for Quote (RFQ) for Advertising Services for Billboards REFERENCE   F2020/02353 - D08211664 REPORT OF Category Manager Shared Services
3470	RESOLVED      (Tyrrell/Wilson) (a)     That the proposal submitted by JCDecaux Australia Trading Pty Ltd (ABN: 49 059 604 278) for the provision of Advertising Services be accepted. (b)     That all unsuccessful tenderers be advised of Council’s decision in this matter. (c)     Further, that the Chief Executive Officer be given delegated authority to execute the necessary documents.

20.2

SUBJECT          FOR APPROVAL: Tender 1/2021 Upgrade of Rydalmere Park, Field 1 & 2, Rydalmere REFERENCE   F2021/01075 - D08144159 REPORT OF Manager Capital Projects

3471

RESOLVED      (Tyrrell/Barrak) (a)     That Council approve appointment of the preferred proponent for the upgrade of the southern playing fields (Fields 1 and 2) at Rydalmere Park, Rydalmere for the contract sum as outlined in paragraph 12 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.

	Procedural Motion
3472	RESOLVED      (Tyrrell/Esber) 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 9:36pm.

THIS PAGE AND THE PRECEDING 26 PAGES ARE THE MINUTES OF THE ORDINARY COUNCIL MEETING HELD ON MONDAY, 27 SEPTEMBER 2021 AND CONFIRMED ON MONDAY, 11 OCTOBER 2021.

Chairperson