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 June 2022 AT 6:30pm

PRESENT

The Lord Mayor, Councillor Donna Davis and Councillors Phil Bradley, Kellie Darley, Pierre Esber, Michelle Garrard, Henry Green, Ange Humphries, Cameron Maclean, Paul Noack, Sameer Pandey, Dr Patricia Prociv, Dan Siviero, Georgina Valjak, Donna Wang and Lorraine Wearne.

1.      OPENING MEETING

The Lord Mayor, Councillor Donna Davis, opened the meeting at 6:35pm.

2.      ACKNOWLEDGEMENT TO TRADITIONAL OWNERS OF LAND

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

3.      WEBCASTING ANNOUNCEMENT

The Lord Mayor advised 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.

The Lord Mayor further advised all care will be taken to maintain privacy, however as a visitor in the public gallery, the public should be aware that their presence may be recorded.

4.      OTHER RECORDING OF MEETING ANOUNCEMENT

As per Council’s Code of Meeting Practice, the recording of the Council Meeting by the public using any device, audio or video, is only permitted with Council permission. Recording a Council Meeting without permission may result in the individual being expelled from the Meeting.

5.      CONFIRMATION OF MINUTES

SUBJECT:         Minutes of the Council Meeting held on 14 June 2022

3846

RESOLVED      (Noack/Darley) That the minutes be taken as read and be accepted as a true record of the Meeting, noting the following minor amendments: - Item 14.2 – removal of the “11 July 2022” Council meeting date from recommendation point (a), and replacing it with “a Council Meeting deemed suitable”; - Item 13.9 – amendment to the division, being insertion of a notation, in brackets, that Councillor Bradley did not vote on the item.

6.      APOLOGIES/REQUESTS FOR LEAVE OF ABSENCE

3847	RESOLVED      (Garrard/Bradley) That the request to attend the Ordinary Council Meeting dated 27 June 2022 via remote means submitted by the following Councillors due to personal reasons, be accepted: - Councillor Humphries; - Councillor Wang; - Councillor Wearne.

7.      DECLARATIONS OF INTEREST

Councillor Garrard declared a less than significant non-pecuniary interest in item 13.10 – Facade Improvement Grant Application as she knows one of the owners of the property, being the applicant. She remained in the Chamber during consideration of this matter.

8.      Minutes of the Lord Mayor

8.1	SUBJECT          60th Anniversary of Epping Rotary Club REFERENCE   F2021/02779 - D08578351 REPORT OF Lord Mayor, Councillor Donna Davis
3848	RESOLVED      (Davis/Maclean) (a)     That Council note that 24 June 2022 marks the 60^th Anniversary of the Rotary Club of Epping. (b)     Further, that Council write to and congratulate the Rotary Club of Epping on this milestone, thanking the Club and its members for their contributions to the City.

8.2	SUBJECT          Congratulations Parramatta City Band REFERENCE   F2022/00105 - D08585400 REPORT OF Lord Mayor, Councillor Donna Davis
3849	RESOLVED      (Davis/Prociv) (a)       That Council congratulate members of the Parramatta City Band who won the Division 1 contest and the Division 1 entertainment section of the East Coast Championships, held in June. (b)       Further, that the Lord Mayor write to Parramatta City Band to congratulate them on the fantastic result.
	Note: Councillor Humphries left the meeting at 6:45pm and was not present during voting on this matter. She returned at 6:48pm after the item had been considered.

8.3

SUBJECT          Acknowledging Suellen Fitzgerald's service REFERENCE   F2022/00105 - D08585384 REPORT OF Lord Mayor, Councillor Donna Davis

3850

RESOLVED      (Davis/Darley) (a)     That Council note Suellen Fitzgerald will step down from her role as Chief Executive Officer of the Greater Sydney Parklands (GSP) on 30 June this year, after 20 years of service across various leadership roles in the state government; and (b)     Further, that Council write to and thank Suellen for her exemplary leadership and contributions to the City of Parramatta in her work for the GSP, as well as in her former role of CEO of Parramatta Park and as a board member of the Parramatta Park Trust.

8.4

SUBJECT          Aboriginal Flag in the Parramatta CBD REFERENCE   F2021/02779 - D08585009 REPORT OF Lord Mayor, Councillor Donna Davis

3851

RESOLVED      (Davis/Garrard) (a)     That Council note the concerns raised by the former Aboriginal and Torres Strait Islander Advisory Committee and members of the community on the absence of the Aboriginal Flag being flown by Council on an ongoing basis. (b)     That Council fly the Aboriginal Flag alongside the Australian National Flag at Council’s flagpole on the Parramatta River foreshore on an ongoing basis, out of respect for our First Nations community. (c)     Further, that Council officers provide advice on the future location to fly both the Aboriginal and Torres Strait Islander flags on an ongoing basis, noting the Centenary Square flag poles are currently unavailable due to the refurbishment of Parramatta Town Hall.

9.      Public Forum

There were no public forums submitted for this meeting.

10.    Petitions

10.1	SUBJECT          Support the Shamrocks Find a Permanent Home in 2023 FROM                 Cr Pierre Esber
	A petition signed by the public was tabled at the Council Meeting and reads: Dundas Shamrocks are seeking local support to supply to City of Parramatta Council, in a request to utilise the Old Sale-Yards Reserve (or equivalent) as training fields and home-game grounds in a permanent capacity from the 2023 season onwards. Additionally, the club is seeking to use the Old Sale-Yards Reserve (or equivalent) as home-game grounds for matches on Sundays for the remainder of 2022 season. Dundas Shamrocks are a local junior rugby league club with over 200 registered players. The club has previously used privately-owned sporting fields for training and home games. Due to unprecedented weather conditions, these fields have been un-useable in the 2022 season and are not fit-for-purpose grounds that accommodate wet weather. To provide permanency and stability to the club and children, Dundas Shamrocks are aiming to approach local council for a permanent placement from the 2023 season onwards and as home-game grounds for the remainder of the 2022 season. An important step in this process is providing evidence of local support from: · Club members; · Players; and · Supporters As well as support from our broader communities: · Rugby league community; · Parramatta region; and · Surrounding areas. Please support the Dundas Shamrocks by signing this petition. In doing so, you will be providing support to a local juniors rugby league club and enabling local rugby league to the next generation of players.
3852	RESOLVED      (Esber/Garrard) That the petition be received and referred to the relevant Council Officer and a copy of the petition be circulated to all Councillors.

11.    Rescission Motions

Nil

12.    For Notation

12.1	SUBJECT          Minutes of Audit Risk and Improvement Committee Meeting held on 24 February 2022. REFERENCE   F2022/00105 - D08549927 REPORT OF Coordinator Internal Audit
3853	RESOLVED      (Esber/Noack) That Council note the minutes of the Audit Risk and Improvement Committee meetings as provided at Attachment 1.

12.2	SUBJECT          Investment Report for May 2022 REFERENCE   F2022/00105 - D08557427 REPORT OF Tax and Treasury Accountant
3854	RESOLVED      (Esber/Noack) That Council receive and note the Investment Report for May 2022.

13.    For Council Decision

13.1	SUBJECT          Write Off of Rates and Charges - 65 Kleins Road, Northmead REFERENCE   F2022/00105 - D08435097 REPORT OF Business Improvement Manager
3855	RESOLVED      (Esber/Noack) That Council approve the write-off of the outstanding rates and charges for the property at 65 Kleins Road, Northmead in accordance with section 131 of the Local Government (General) Regulations 2021, as follows: (a)     ME & BD Pty Ltd in the amount of $17,696.17, and (b)     State of New South Wales in the amount of $104,663.31.

13.2

SUBJECT          Write Off of Rates and Charges - Sydney Metro Properties REFERENCE   F2022/00105 - D08546945 REPORT OF Business Improvement Manager

3856

RESOLVED      (Esber/Noack) (a)     That Council approve the write-off of the outstanding rates and charges for the properties identified in Attachment 1 in accordance with section 131 of the Local Government (General) Regulation 2021, which as at the end of the financial year 2021-22 have accumulated to a total amount of $1,736,441. (b)     Further, that Council note Sydney Metro is a statutory body representing the Crown, and as such, the properties owned by Sydney Metro are exempt from rates under section 555(1)(a) of the Local Government Act 1993 unless the land is leased for private purposes.

13.3	SUBJECT          Post-Exhibition: Adoption of Code of Meeting Practice REFERENCE   F2022/00105 - D08385407 REPORT OF Governance Projects Officer
3857	RESOLVED      (Esber/Noack) (a)     That Council receive and note the submissions received following public exhibition of the draft Code of Meeting Practice. (b)     Further, that Council adopt the draft Code of Meeting Practice as attached to this report.

13.4

SUBJECT          Councillor Remuneration 2022/23 REFERENCE   F2021/02778 - D08561341 REPORT OF Executive Officer

3858

RESOLVED      (Esber/Noack) (a)     That Council confirm the setting of the Lord Mayor and Councillor annual fees for the period 1 July 2022 to 30 June 2023 at the maximum permissible levels, being $114,770 and $35,520 respectively. (b)     Further, that Council confirm for the Lord Mayor and Councillors to receive superannuation contribution payments from 1 July 2022, in accordance with Section 254B of the Local Government Act 1993.

13.5

SUBJECT          Local Government NSW Board Vacancy REFERENCE   F2021/02778 - D08560310 REPORT OF Executive Officer

3859

RESOLVED      (Esber/Noack) (a)     That Council nominate the Lord Mayor, Councillor Donna Davis, the Deputy Lord Mayor, Councillor Sameer Pandey and Councillors Paul Noack, Patricia Prociv, Ange Humphries, Pierre Esber, Phil Bradley, Michelle Garrard, Dan Siviero and Cameron Maclean as Council’s voting delegates for the Local Government NSW Board Election to fill the Metropolitan/Urban Director vacancy.

13.6	SUBJECT          Major Projects Advisory Committee (MPAC) Membership REFERENCE   F2022/00105 - D08556361 REPORT OF Governance Manager
3860	RESOLVED      (Garrard/Esber) (a)     That Council approve the extension of Charles Fortin to the Major Projects Advisory Committee (MPAC) for a further three (3) years to 1 August 2025. (b)     Further, that Council delegate authority to the Chief Executive Officer to sign all agreements confirming the appointment of the above member to MPAC.
	Note: Councillor Garrard left the Chamber at 7:20pm and returned at 7:22pm during the consideration of Item 13.6.

13.7

SUBJECT          Post-exhibition: Endorsement of the amended Community Strategic Plan 2018-38 REFERENCE   F2022/00105 - D08561915 REPORT OF Corporate Strategy Manager

3861

RESOLVED      (Prociv/Darley) (a) That Council endorse the amended Community Strategic Plan 2018-38 (‘CSP’), subject to the following changes: i. An alteration to page 47 of the CSP to amend the target under Green, G.3. to include the upgraded 2030 and 2038 targets as per the 9 May 2022 Council resolution, minute number 3768. ii. The inclusion of an additional target under Green G.4. being, tree canopy cover of a minimum of 40%. (b) That Council note the attached Engagement Outcomes Report and summary of submissions received via the public exhibition process from 10 May – 7 June 2022. (c) Further, that Council delegate authority to the Chief Executive Officer to make administrative proofing adjustments such as formatting, design or typographical errors as required in the CSP before print and publication.

13.8

SUBJECT          Minutes of the Traffic Engineering Advisory Group meeting held on 25 May 2022 REFERENCE   F2021/00521 - D08386229 REPORT OF Traffic and Transport Manager

3862

RESOLVED      (Noack/Green) (a)     That Council note the minutes of the Traffic Engineering Advisory Group meeting held on 25 May 2022, as provided at Attachment 1. (b)     Further, that Council approve the recommendations of the Traffic Engineering Advisory Group meeting held on 25 May 2022 as provided at Attachment 1 and in this report, noting the following financial implications of each item. i.     ITEM 2205 B1 – HILL ROAD, WENTWORTH POINT – UPDATE ON THE PROPOSED IMPROVEMENTS ON HILL ROAD        This report provides an update on the proposed traffic improvements and other proposed works on Hill Road and Bennelong Parkway, Wentworth Point and Sydney Olympic Park. Therefore, this matter has no financial impact upon Council's budget. ii.    ITEM 2205 B2 – BENNELONG BRIDGE, WENTWORTH POINT – PROPOSAL TO ADDRESS CONFLICT BETWEEN PEDESTRIANS AND CYCLISTS USING SHARED PATH        This report requests Transport for NSW to consider the options proposed to address conflict between pedestrians and cyclists using the shared path on Bennelong Bridge, Wentworth Point. Therefore, this matter has no financial impact upon Council’s budget. iii.   ITEM 2205 B3 – PROJECTS RECENTLY COMPLETED, PROJECTS CURRENTLY FUNDED AND PROJECTS LISTS FOR CONSIDERATION OF FUTURE FUNDING        There is no financial implication to Council as a result of this recommendation. iv.   ITEM 2205 B4 – ON-STREET PARKING IN THE PARRAMATTA CBD There is no financial implication to Council as a result of this recommendation.

13.9

SUBJECT          Minutes of the Parramatta Traffic Committee meeting held on 25 May 2022 REFERENCE   F2021/00521 - D08386235 REPORT OF Traffic and Transport Manager

3863

RESOLVED      (Noack/Green) (a)     That Council note the minutes of the Parramatta Traffic Committee held on 25 May 2022, provided at Attachment 1. (b)     Further, that Council approve the recommendations of the Parramatta Traffic Committee held on 25 May 2022 provided at Attachment 1 and in this report, noting the following financial implications for each item. I.    ITEM 2205 A1 Park Parade, Parramatta – Proposed part time ‘No Right Turn 7am-10am Monday to Friday’ restriction into Parramatta Aquatic Centre The proposed part time ‘No Right Turn’ restriction and all associated works are to be funded as part of the new Parramatta Aquatic Centre II.   ITEM 2205 A2 Park Parade, Parramatta – Proposed Pedestrian Refuge Island with Footpath Widening and Pedestrian Fence in Park Parade, Parramatta The estimated cost for constructing a new pedestrian refuge island with kerb and gutter re-alignment, lighting, and required drainage upgrade in Park Parade at the pedestrian tunnel is $500,000. This project has received funding of $37,500 from Council’s Active Transport Program (through the Development Contributions Fund) to undertake detailed design in 2021/22.  There is currently no funding available for construction of this project. Consideration will be given to fund construction of this project in 2022/23. Possible sources of funding could be through NSW Government’s Active Transport Program or Council’s Pedestrian and Traffic Program in 2022/23 (sourced from the Development Contributions Plan). III.  ITEM 2205 A3 Granville, Harris Park, North Parramatta, Parramatta and Wentworth Point - Proposed Car Share Parking Spaces According to 2021/22 Fees and Charges schedule, an initial application fee of $408.91 and annual renewal application fee of $163.77 will apply for the installation of each dedicated car share parking spaces in the Parramatta LGA outside the Parramatta CBD Core. These fees include the costs of installation, maintenance and removal of car share spaces. IV. ITEM 2205 A4 Rembrandt Street, Carlingford – Replace the existing non-compliant pedestrian island with a raised pedestrian crossing That this item be deferred to the next meeting for further consultation with Transport for NSW.

13.10	SUBJECT          Facade Improvement Grant Application REFERENCE   F2022/00105 - D08519819 REPORT OF Project Officer
3864	RESOLVED      (Prociv/Maclean) (a)     That Council approve $7,778.10 from the Façade Improvement Grant to co-fund façade improvement works by Circa Expresso (19-21 Wentworth Street, Parramatta) and implement a funding agreement to that purpose. (b)     Further, that a report be brought back to Council after these works are carried out summarising the results of the work.
	Note: Councillor Garrard previously declared a less than significant non-pecuniary interest in item 13.10 – Facade Improvement Grant Application as she know one of the owners of the applicant. She remained in the Chamber during consideration of this matter.

13.11

SUBJECT          West Epping Park Dog Off-Leash Area REFERENCE   F2022/00105 - D08498806 REPORT OF Manager Open Space and Natural Resources

3865

RESOLVED      (Maclean/Esber) (a)     That Council receive and note the submissions made during the public exhibition of the proposed West Epping Park dog off-leash area. (b)     That Council declare the grassed area located adjacent to Grant Close identified in the West Epping Park Masterplan as a dog off-leash area under Section 13(6) of the Companion Animals Act 1998. (c)     That the West Epping Park dog off-leash area be securely fenced to separate dogs from other park users. (d)     That Council note the funding application submitted under the WestInvest Community Projects Grants program for the West Epping Park dog off-leash area. (e)     That, should the WestInvest funding application be unsuccessful, Council will allocate an additional $115,000 under the 2022/23 Parks Improvement Program (100110) from S7.11 funds for the implementation of the West Epping Park dog off-leash area concept plan as exhibited. (f)      That the West Epping Park dog off-leash area be furnished with appropriate disposal facilities for dog faeces as required under Section 20(2) of the Companion Animals Act 1998. (g)     Further, that the West Epping Park dog off-leash area be adequately signposted to notify dog owners that they must clean-up after their dog/s and keep them under effective control at all times as required under the Sections 13(1) and 20(1) of the Companion Animals Act 1998.

13.12	SUBJECT          Submission on proposed Parramatta Light Rail Stage 2 alignment and stop locations REFERENCE   F2017/01361 - D08513959 REPORT OF Group Manager Infrastructure Planning & Design
3866	RESOLVED      (Noack/Prociv) (a)     That Council approve the submission (Attachment 1) to Transport for NSW (TfNSW), noting that the submission strongly supports the delivery of Parramatta Light Rail (PLR) Stage 2 (the Project) and includes the following key matters: i.    Council supports the TfNSW A9 alignment, but only if it runs south of Antoine Street and not through the foreshore park. An A9 alignment that runs within the foreshore park must result in compensatory land to Council and/or open space embellishment. ii.   Council supports the alternate light rail alignment to the south of the Sekisui site, but only if the light rail stop adjacent the ferry wharf is retained, per the base case. iii.  Council notes the PLR alignment at Camellia should be consistent with the Draft Camellia-Rosehill Place Strategy – with the light rail stop centred within the potential development site and more convenient to the future school in that Strategy. iv.  Council has no objection to the remaining stop locations, noting that TfNSW may receive community feedback from consultation. v.   In order to partly offset the impact of the Project on Ken Newman Park, Council request TfNSW to develop and fund, in consultation with Council, a specific design plan and works to Ken Newman Park, with the aim of minimising the light rail isolating the upper and lower portions of the park, and embellishing the upper portion to make it more useable for the community. vi.  In accordance with the Secretary’s Environmental Assessment Requirements for PLR Stage 2 the bridge structures in the Project should be design-led, and not form part of the main infrastructure design and construct process. This should be reflected in the Stage 2 Environmental Impact Statement (EIS). Preferred bridge designs should be determined, in consultation with stakeholders via agreed design principles and cost estimates, in a process separate to and before the main infrastructure design and construct contract, and included as a requirement for eventual main construction tenderers. vii. Council requests TfNSW to provide green track, permeable paving and wire-free running in green space and business areas as detailed in the submission. viii. The Project should place significant design-led emphasis on mitigating the impacts of site cut and fill, to ensure that the community retains convenient crossing points over and across the light rail line, and that prominent views and property privacy are maintained. ix.  The EIS and Project should carry out a detailed cut and fill balance and scenario testing against best practice public domain outcomes, to provide a realistic assessment of likely spoil retention, with any spoil retention targets within the EIS being subordinate to or at the very least equal to strict peer reviewed requirements for best practice public domain outcomes. x.   TfNSW should create a community reference group which includes representation from residents and businesses in suburbs along the alignment, the purpose of that reference group being in part to advise TfNSW and contractors of construction impacts, and to respond to TfNSW with recommendations to any contractor request for night work and/or noise intensive work. xi.  Council recommends that the protection of residential amenity during light rail operation be a strong focus of the EIS, employing world class practices to minimise ground-borne vibration, ground-borne noise and airborne noise from rail operation. xii. TfNSW develop within PLR Stage 2 a suitable track insert to assist the Project to provide seamless, coherent, visible, and safe pedestrian and cycle access throughout and adjacent to the PLR corridor. xiii. The Project not worsen existing flood impacts along the alignment, and stormwater upgrade works, including at Hill Road, be the subject of close engagement between TfNSW and Council, to avoid duplication of work and unnecessary cost. xiv.    TfNSW develop a comprehensive public art and interpretation strategy for the whole alignment, using a consistent consultant scope, engaging closely with Council, and requiring coordination between TfNSW, contractors and stakeholders to provide an integrated approach. xv. The Project Urban Design Requirements (Blue Book) provide for the creation of accessible paths with clear ‘paths of travel ‘and shorelines that are unencumbered by incidental electrical and traffic signal cabinets. xvi.    The Blue Book require cabinet positions in the footpath that are neatly aligned, out of the way and plumb, cabinet positioning meets AS1428 standard requirements, and particularly that designs are carefully considered so as to minimise any potential claim on Council under the Disability Discrimination Act (Comm). (b)     Further, that Council note the response by TfNSW (Attachment 2) to a series of questions posed by Councillors at the workshop on 30 May 2022.
	Note: 1. Councillor Humphries left the meeting at 7:29pm and returned at 7:30pm during the consideration of item 13.12. 2. Councillor Esber left the Chamber at 7:32pm and returned at 7:34pm during consideration of item 13.12.

13.13	SUBJECT          6 & 8 Parramatta Square - Classification of Operational Land REFERENCE   F2022/00105 - D08563051 REPORT OF Development Manager
3867	RESOLVED      (Garrard/Valjak) That, in accordance with section 31(2) of the Local Government Act 1993, Council classify as ‘Operational Land’ the following parcels of land: i. Lot 80 in DP 1271742 – 6 & 8 Parramatta Square ‘Council Public Domain Lot’; and ii. (ii)     Lot 81 in DP 1271742 – 6 & 8 Parramatta Square ‘Council Basement Lot’.

14.    Notices of Motion

14.1	SUBJECT          Feedback for Strategic Planning Documents REFERENCE   F2022/00105 - D08564167 FROM Deputy Lord Mayor, Councillor Sameer Pandey
3868	RESOLVED      (Pandey/Garrard) (a)     That a report be presented to a Councillor workshop, prior to final endorsement by Council, outlining how Council can: (i)      Improve the process for Councillor and community feedback into strategic planning documents including but not limited to masterplans, planning proposals, strategy documents, budgets, major projects, submissions or other documents requiring public exhibition; and (ii)     Ensure the improved process must clearly identify opportunity for Councill consultation and feedback in a timely manner and outlined when and how Councillors will be consulted.
	Note: Councillor Maclean left the Chamber at 7:46pm pm and returned at 7:48pm during the consideration of Item 14.1.

14.2

SUBJECT          Parramatta Light Rail Stage 2 - Announcement to fund $600 million REFERENCE   F2022/00105 - D08565049 FROM Councillor Paul Noack

3869

RESOLVED      (Noack/Prociv) (a)  That the City of Parramatta welcome this announcement but express concern that this does not fully commit to the entire project. Accordingly, we call on the NSW State Government to fully commit and fully fund the Parramatta Light Rail Stage 2 project. (b)  Further, that the Lord Mayor, Councillor Donna Davis write to: Dominic Perrottet, Premier of New South Wales; David Elliot, Minister for Transport for NSW; Chris Minns, Leader of the Opposition; Jo Haylen, Shadow Minister for Transport; the Hon. Dr. Geoff Lee, State Member for Parramatta; Lynda Voltz Member of Parliament for Auburn, calling on the NSW State Government to fully commit and fully fund the Parramatta Light Rail Stage 2 project.

14.3	SUBJECT          Subsidised Rates for Car Parks REFERENCE   F2022/00105 - D08568635 FROM Deputy Lord Mayor, Councillor Sameer Pandey
	MOTION           (Pandey/ Garrard) (a) That Council, on a trial basis for Aug and Sep 2022 promote Parramatta Station Car Park at a 50% subsidized rate on Monday to Friday evenings and all day on Saturdays and Sundays, and that a report be brought back to Council outlining the results of this trial. (b) Further that Council work with local businesses and encourage them to promote those Car Parks that are not well utilised and those that have an EV charging station, including that Council promote at the entry and exit of the Eat Street carpark that there is $5 parking at Parramatta Station (Wentworth Street) Car Park.
3870	RESOLVED      (Pandey/Noack) (a) That Council, on a trial basis for August and September 2022 promote Parramatta Station (Wentworth Street) Car Park at a 50% subsidized rate on Monday to Friday evenings from 6pm, and all day Saturday and Sunday. (b) That a report be brought back to Council after the conclusion of the trial period outlining the results of the subsidized parking trial. (c) Further, that Council work with local businesses and encourage them to promote those Car Parks that are not well utilised and those that have an EV charging station, and that Council promote the subsidised parking at Parramatta Station (Wentworth Street) carpark at the entry and exit of the Eat Street carpark.
	Note: 1. Councillor Garrard left the Chamber at 8:34pm and returned at 8:36pm. 2. Councillor Garrard left the Chamber at 8:37pm and she did not return to the meeting. Therefore there was no seconder of the Motion. The Lord Mayor called for a seconder and Councillor Noack accepted. 3. Councillor Esber left the Chamber at 8:42pm and returned at 8:44pm. 4. Councillor Wang left the meeting and returned at 8:46pm/

15.    Questions with Notice

15.1

SUBJECT          Questions Taken on Notice - 14 June 2022 Council Meeting REFERENCE   F2022/00105 - D08569708 FROM Governance Manager

Item 15.1 (23 May 2022 Agenda) – Questions Taken on Notice from Council Meeting – 23 May 2022 Question from Councillor Noack Further questions were raised by Councillor Noack regarding the responses provided to the Questions Taken on Notice from the Council Meeting of 23 May 2022: In the last meeting, it was noted Council is currently obtaining approvals from TfNSW and Ausgrid and it is anticipated the process will be completed by the end of June. Is there an expectation that this will indeed be finished by June? Regarding the round-about and street crossing on the corner of Hill Road and Burroway Road, how is the meeting with the developer going in terms of the design works? When do we expect work to start on the round-about? And is there a reason why we can’t start work on the street crossing now? Executive Director, City Planning and Design Response in relation to the first paragraph of questions Regarding the intersection of Hill Road and Bennelong Parkway, an update was provided to Councillor Noack and the Lord Mayor on 7 June 2022 advising Council is now targeting July 2022 for completion of the approvals. On 22 June 2022, TfNSW provided advice from its 7 internal referrals regarding Council’s most recent version of the design plans. The comments are for minor changes and drafting issues. Council will respond to TfNSW in the week commencing 27 June 2022. Council also met with TfNSW on 21 June 2022 and was advised to expect further correspondence related to conditions that would apply to the approval of the plans (once this has been obtained). Based on these discussions Council is now targeting July 2022 for the approval of the design.  This approval will give Council the confidence to advertise the tender. Note that the change of TfNSW approval date from June to July 2022 has not impacted Council’s ability to commence the preparation of the tender, which is scheduled to commence in July 2022. There are no outstanding issues with Ausgrid. Executive Director, City Planning and Design Response in relation to the second paragraph of questions Regarding the works at the north end of Hill Road, these works are to be completed prior to occupancy of the second stage of the development. The scheduling of the commencement of the construction works is a matter for the developer.  Council staff will meet with the developer at any time they have questions regarding the design requirements. The ‘street crossing’ is part of the package of the works to be done by the developer. It may be possible to start construction of the pedestrian facilities earlier than the roundabout works, however, it is too early in the process to know if this is possible. Note there is an existing alternative route for pedestrians, avoiding Hill Road, that involves crossing roads with much lower vehicle volumes and speeds. Although construction of stage 1 of this development is complete, it was not necessary on traffic grounds for these Hill Road works to be completed prior to the occupation of this stage. 3. Item 12.1 – Completed Works on Private Land – Bungaree Road Shops, Toongabbie Question from Councillor Garrard During discussion on the motion moved by Councillor Pandey, Councillor Garrard asked the following question: How often is the cleansing team attending the site referenced in item 12.1? Executive Director, City Assets and Operations Response Litter picking is done on a daily basis and the bins are emptied Monday, Wednesday and Friday. 4. Item 12.1 – Completed Works on Private Land – Bungaree Road Shops, Toongabbie Question from Councillor Green During discussion on the motion moved by Councillor Pandey, Councillor Green asked the following question: Can staff please provide advice as to whether a smart bin or an alternative bin or alternative cleaning arrangements can be provided at Bungaree Road Shops? Executive Director, City Assets and Operations Response The area has been monitored by our cleansing staff and believe that a smart bin is not warranted. It seems at times one of the shop owners take advantage of one of the bins provided. The area is serviced daily and the two (2) bins in place service the area. 5. Item 13.1 – Quarterly Budget Review – March 2022 Question from Councillor Bradley During discussion on the motion moved by Councillor Esber, Councillor Bradley asked the following question: Can staff clarify the details of the savings in relation to employee costs, as noted in point 4. (ii) of the Council report, and any impact that may have occurred with relation to staff workload or service performance as a result? Chief Finance and Information Officer Response The quarter-on-quarter variance in Employee Costs are due to a combination of normal vacancies across the organisation, the timing of recruitment related to finalising organisational redesign programs, and a delay in seeking staff for PHIVE as a result of the rescheduled opening date. Overall, the teams have managed the workload and service levels by multi-tasking and prioritising critical activities and projects 6. Item 13.4 – Local Heritage Grant Applications Question from Councillor Garrard During discussion on the motion moved by herself, Councillor Garrard asked the following question: How many applications for heritage grants were refused in the financial year? Executive Director, City Planning and Design Response No applications for heritage grants were refused in the financial year. All eight applications lodged for heritage grants were approved, although two were deferred from Council's meeting of 21 February 2022 they were approved on 14 June 2022. 7. Item 13.11 – Gateway Request: Planning Proposal for 19 Hope Street, Melrose Park and 69-77 Hughes Avenue, Ermington (Melrose Park North Precinct) Question from Councillor Darley During discussion on the motion moved by Councillor Noack, Councillor Darley asked the following question: What are the heights of the powerlines? And why is the planning proposal looking to build up next to the powerlines when the rest of the North Precinct sets back from the powerlines? Executive Director, City Planning and Design Response Height of the transmission line The powerline in question is identified as a stanchion transmission line and is owned by Ausgrid. The height from existing ground level to the lowest cable ranges between approximately 17.2m – 21m, depending upon the ground level. Setbacks to transmission line The transmission line is located within a 30.5m-wide easement that runs the length of the transmission line. This easement is set by Ausgrid and restricts any buildings or significant structures being built within the easement. There is no restriction on development in relation to the transmission lines outside of this easement. The site-specific Development Control Plan (DCP) for Melrose Park North adopted by Council on 11 October 2021 includes a road reserve along the eastern side of the Melrose Park North Precinct (north of the subject site) that is 20m wide that abuts the overhead transmission lines and that is partially within the transmission line easement. Buildings adjacent to the transmission lines are required to have a further 3m setback from the road reserve and thus will be setback 23m from the transmission lines. Amendments are now required to be prepared for the DCP to include controls relating to the subject site and these will include specific provisions that address setbacks from all boundaries (including to the transmission lines). The proposed amendments will be reported back to Council for endorsement to place on exhibition with the adopted Planning Proposal. The amendments will include provisions to ensure there are appropriate setbacks and screening to the transmission line. 8. Item 14.5 – Acknowledgement of all Faith (Deferred Item) Question from Councillor Bradley During discussion on the motion moved by Councillor Pandey, Councillor Bradley asked the following question: With relation to Council’s current prayer practices for Council Meetings, have we had any examples where there have been Prayers or acknowledgements for the other faiths instead of a Christian Prayer? Chief Finance and Information Officer Response Following the December 2012 Council resolution to implement a prayer before Council Meetings, prayers have been undertaken utilising Ministers from Christian-based Churches. 9. Item 14.7 – Relocation of Willow Grove Question from Councillor Garrard During discussion on the motion moved by Councillor Pandey, Councillor Garrard asked the following question: What is an approximate timeframe for the combining of the videos? Executive Director, Community Services Response Work is currently underway to combine the videos and this process is expected to be completed by the 31st of July 2022.

16.     CLOSED SESSION
Note: Prior to moving into Closed Session, the Lord Mayor invited members of the public gallery to make representations as to why any item had been included in Closed Session. No member of the gallery wished to make representations.
3871	RESOLVED      (Esber/Noack) 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 Legal Status Report as at 31 May 2022. (D08536525) - This report is confidential in accordance with section 10A (2) (e) of the Local Government Act 1993 as the report contains information that would, if disclosed, prejudice the maintenance of law. 2 Write Off of Sundry Debtor Accounts - Bad Debts. (D08546953) - This report is confidential in accordance with section 10A (2) (b) of the Local Government Act 1993 as the report contains a discussion in relation to the personal hardship of a resident or ratepayer.

16.1	SUBJECT          Legal Status Report as at 31 May 2022 REFERENCE   F2022/00105 - D08536525 REPORT OF Group Manager Legal Services
3872	RESOLVED      (Maclean/Esber) That Council note the Legal Status Report as at 31 May 2022.

16.2	SUBJECT          Write Off of Sundry Debtor Accounts - Bad Debts REFERENCE   F2022/00105 - D08546953 REPORT OF Business Improvement Manager
	MOTION                  (Maclean/ Esber) (a) That Council approve the write-off of the outstanding bad debts for various Sundry Debtor accounts identified in Attachment 1, in accordance with section 213 of the Local Government (General) Regulation 2021, which as at the end of the financial year 2021-22 have an aggregated total amount of $103,097.78. (b) That Council note that the current outstanding doubtful debts for various Sundry Debtor accounts identified in Attachment 2, have an aggregated total amount of $139,461.57. (c) That Council also note that a program is underway to regularly review the list of doubtful debts, attempt debt recovery and to collect both the original debt and associated recovery costs.   (d) Further, that the results of the debt recovery efforts be reported back to the Finance Committee in September 2022, and thereafter on a quarterly basis.
	During debate on the Motion, the Motion was withdrawn. A new Motion was moved by Councillors Maclean and Esber, and when put was declared CARRIED.
3873	RESOLVED      (Maclean/Esber) That Council defer the matter to the next Finance Committee meeting, and a more detailed report be brought back to Council after this meeting providing the specific details for each of the Sundry Debtor Accounts listed in Attachment 1 of the report.

	Procedural Motion
3874	RESOLVED      (Esber/Noack) That the meeting resume in Open Session.

17.    REPORTS OF RESOLUTIONS PASSED IN CLOSED SESSION

The Chief Executive Officer read out the resolutions for Items 16.1 and 16.2.

18.    CONCLUSION OF MEETING

The meeting terminated at 9:07pm.

THIS PAGE AND THE PRECEDING 20 PAGES ARE THE MINUTES OF THE ORDINARY COUNCIL MEETING HELD ON Monday,  27 June 2022 AND CONFIRMED ON Monday,  11 July 2022.

Chairperson