Meeting Name	Policy Review Committee
Date	5 May 2022	Time 5pm
Venue	Level 12 Boardroom + MS Teams
Attendees	Lord Mayor, Cr Davis (Chair) Cr Garrard Cr Pandey Cr Prociv Cr Valjak Cr Darley Brett Newman John Angilley Rebecca Srbinovska
Apologies / Leave of Absence	Cr Wearne Patricia Krzeminski
Secretariat	Rebecca Srbinovska
HPRM Reference	F2022/01409

No.	Item
1	Acknowledgement of Country The City of Parramatta Council acknowledges the Burramattagal Clan of The Dharug, the traditional owners of land of Parramatta and pays its respects to the elders past, present and emerging.
2	Apologies
3	Disclosure of Interests
4	Confirmation of Minutes The minutes of the previous Policy Review Committee meeting, held on 21 April 2022, were resolved by Councillors Prociv and Garrard and CARRIED.
5	Committees Terms of References
Description	The Committee discussed the following terms of references: · Access Advisory Committee · CEO Performance Review Committee · Finance Committee · Smart City Advisory Committee · Policy Review Committee · Parramatta Light Rail Committee · Environment Committee · Public Art and Heritage Interpretation Advisory Committee
5.1	Access Advisory Committee Terms of Reference
Outcomes	The Committee approves the terms of reference as presented.
5.2	CEO Performance Review Committee Terms of Reference
Description	With relation to the CEO Performance Review Committee Terms of Reference, the Committee provided the following feedback and comments: · Questions were raised regarding the specific membership criteria in clause 3.19 concerning its contradiction to the Council resolution at its meeting dated 14 March 2022 (in which Council appointed two (2) Councillors to the CEO Performance Review Committee [two Councillors in addition to the Lord Mayor and Deputy Lord Mayor]), and the membership criteria seeking Council to appoint one (1) Councillor. · During discussion of amending clause 3.19, questions were raised concerning the definition of “from time to time”, however, was resolved with amended wording. · Concerns were raised that the terms of reference didn’t address potential involvement of external facilitator. · Overall consensus was that the terms of reference should state committee meetings are to be undertaken with reference to the OLG Guidelines.
Outcomes	1. The Committee recommend in regard to the Specific Purpose of the CEO Performance Review Committee that clause 1.2 be amended to include: “The Committee will operate under the issued “Guidelines for the Appointment and oversight of General Managers”. 2. The Committee recommend in regard to Specific Membership Criteria that clause 3.19(c) be amended to “two (2)” Councillors nominated by the governing body. 3. Council staff to distribute the Guidelines for the Appointment and oversight of General Managers to Councillors.
5.3	Finance Committee Terms of Reference
Outcome	The Committee approved the terms of reference as presented, noting a change to the specific purpose of the committee, as approved by the Finance Committee previously.
5.4	Smart City Advisory Committee Terms of Reference
Description	With relation to the Smart City Advisory Committee Terms of Reference, the Committee provided the following feedback and comments: · Questions were raised concerning the definition of a “Smart City”, and whether a definition was required in the body of the terms of reference to make it clear what the purpose of the committee is. · Questions were raised concerning the specific purpose of the Smart City Advisory Committee and whether this was too specific in descriptive nature of purpose. · Questions were raised concerning whether information relating to the paid membership should be inserted into the terms of reference. Staff advised they will review other committees at Council with paid membership and provide advice to the Committee on best practice.
Outcomes	The Committee recommend in regard to the Specific Purpose and Specific Roles and Responsibilities of the Smart Advisory Committee that clause 1.2 and 2.5 be amended to read: “To provide a trusted sounding board and independent advice to Council, to guide innovation and to ensure the development of the City of Parramatta as a Smart City and an innovative Council.”
5.5	Policy Review Committee Terms of Reference
Description	With relation to the Policy Review Committee Terms of Reference, the Committee provided the following feedback and comments: · Questions were raised and addressed concerning the specificity of the purpose of the committee.
Outcomes	The Committee approves of the terms of reference as presented.
5.6	Parramatta Light Rail Committee Terms of Reference
Description	With relation to the Parramatta Light Rail Committee Terms of Reference, the Committee provided the following feedback and comments: · Concern was raised over the specific purpose of the committee, namely whether it was appropriate and met the intentions Councillor Noack had in mind when requesting the re-establishment of the Committee. · Concerns were raised over the number of committee members required on the committee. · Interest was shown in expanding membership to include stakeholders at Melrose Park, Wentworth Point and TfNSW on the committee. · It was discussed to potentially delay submitting the Terms of Reference from the upcoming Council Paper, pending a further discussion with Councillor Noack.
Outcomes	1. The Committee recommends the insertion of clause 1.4 as follows: “To advocate to Council on the construction of the Parramatta Light Rail and the construction of the bridge from Melrose Park to Wentworth Point”. 2. The Committee recommends a meeting be arranged involving key staff, the Lord Mayor and Councillor Noack to discuss the intentions for the purpose of the committee and refine them in the terms of reference accordingly.
5.7	Environment Committee Terms of Reference
Description	With relation to the Environment Committee Terms of Reference, the Committee provided the following feedback and comments: · Concern was raised over the specific purpose of the committee and the coverage for discussion of issues this provided. · Interest was raised in seeking feedback from Council’s waste services team with regard to the content of the terms of reference.
Outcomes	1. The Committee recommend in regard to the General Purpose, that the wording be amended to reflect the standard terms of reference template. 2. The Committee recommend in regard to Specific Purpose of Environmental Advisory Committee to amend clause 1.2 as follows: “To provide advice, input and feedback to Council on environmental and sustainability issues in the City of Parramatta local government area”. 3. The Committee recommend in regard to Specific Purpose of Environmental Advisory Committee to remove clause 1.3. 4. The Committee recommend in regard to clause 2.6 to add to the end of the clause: “including the circular economy, preservation and management of bushland and waterways, mitigating and adapting to our changing climate”. 5. The Committee recommend in regard to clauses 2.7 and 2.8 to remove these clauses. 6. The Committee recommend in regard to Specific Membership Criteria as per clause 3.22 to amend the sub-point on skills and capacity to include “or be an employee or member of an organisation whose primary function relates to sustainability”. 7. The Committee recommend the terms of reference be circulated to the waste services team for their review and feedback and circulate any feedback to the Committee.
5.8	Public Art and Heritage Interpretation Committee Terms of Reference
Outcomes	The Committee approves of the terms of reference as presented, with the exclusion of the word “live” from clause 5.1.
6	The next meeting date of the Committee will be confirmed shortly.

Meeting Closed:  6:45pm