Minutes of Council - Monday, 31 October 2022

MINUTES OF THE Meeting of City of Parramatta Council HELD IN THE council chamber at 5 PARRAMATTA square, parramatta ON Monday, 31 October 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 6:34pm.

2. ACKNOWLEDGEMENT TO TRADITIONAL OWNERS OF LAND

The Lord Mayor, acknowledged the Burramattagal people of The Darug 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 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.

The Lord Mayor further advised that 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. GENERAL 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.

Note: A professional photographer was present to take photos of the first meeting at the PHIVE Chamber.

5. APOLOGIES AND APPLICATIONS FOR LEAVE OF ABSENCE OR ATTENDANCE BY AUDIO-VISUAL LINK BY COUNCILLORS

Procedural Motion

4027

RESOLVED (Prociv/Maclean)

That the request to attend the Ordinary Council Meeting dated 31 October 2022 via remote means submitted by Councillor Bradley due to personal reasons be accepted.

6. CONFIRMATION OF MINUTES

SUBJECT: Minutes of the Council Meeting held on 10 October 2022

4028

RESOLVED (Esber/Darley)

That the minutes of the Council meeting held on 10 October 2022 be received and noted, and that such minutes be taken as a true record of the proceedings of that meeting, subject to an amendment to Item 14.1 to note that Councillor Darley returned to the Chamber at 8:02pm.

7. DISCLOSURES OF INTEREST

Councillor Green declared a significant, non- pecuniary interest in Item 11.1 - Notice of Motion of Rescission: Item 13.2 - Outcome of Public Exhibition and impact of Department of Planning decisions on Draft Parramatta City Centre DCP as being an owner of a property in the CBD 16 Macquarie St, Parramatta. He retired from the meeting prior to consideration of the matter.

8. Minutes of the Lord Mayor

8.1

SUBJECT First Council meeting in PHIVE

REFERENCE F2022/00105 - D08746795

REPORT OF Lord Mayor, Councillor Donna Davis

4029

RESOLVED (Davis/Esber)

That Council acknowledges the first Council meeting held in our new Council Chambers at PHIVE attended by The Lord Mayor, Councillor Donna Davis and Councillors Kellie Darley, Pierre Esber, Michelle Garrard, Henry Green, Ange Humphries, Cameron Maclean, Paul Noack, Sameer Pandey (Deputy Lord Mayor), Dr Patricia Prociv, Dan Siviero, Georgina Valjak, Donna Wang and Lorraine Wearne, with Councillor Phil Bradley attending via visual-link, at the City of Parramatta’s new community, cultural and civic hub.

8.2

SUBJECT 2022 Place Leaders Asia-Pacific Awards

REFERENCE F2022/00105 - D08746821

REPORT OF Lord Mayor, Councillor Donna Davis

4030

RESOLVED (Davis/Bradley)

(a) That Council note that the City of Parramatta’s Place Services Team won two 2022 Place Leaders Asia-Pacific Awards for excellence in place management; and

(b) Further, that Council congratulate the Place Services Team on this commendation and for their commitment to best-practice placemaking across our City.

8.3

SUBJECT 10th annual Pink Sari Breakfast

REFERENCE F2022/00105 - D08746848

REPORT OF Lord Mayor, Councillor Donna Davis

4031

RESOLVED (Davis/Pandey)

(a) That Council note that Rekha Rajvanshi and Sue Advani hosted their 10^th annual Pink Sari Breakfast on 9 October 2022 in aid of the National Breast Cancer Foundation; and

(b) That Council donate $500 to the National Breast Cancer Foundation to support life-saving cancer research; and

(c) Further, that Council writes to and congratulates Rekha and Sue for their service to the community and their work giving back to our City.

8.4

SUBJECT 100 Years of Vinnies Shops

REFERENCE F2022/00105 - D08746865

REPORT OF Lord Mayor, Councillor Donna Davis

4032

RESOLVED (Davis/Garrard)

(a) That Council acknowledge the St Vincent de Paul Society who are celebrating 100 years of Vinnies Shops in NSW; and

(b) Further, that Council present a certificate of recognition to the St Vincent de Paul Society and to the four Vinnies stores located within the Parramatta LGA.

9. Public Forum

Nil

10. Petitions

There were no petitions tabled at this meeting.

Procedural Motion

4033

RESOLVED (Esber/Garrard)

That the order of business be amended to permit, Item 13.8 -Presentation of the Audited 2021-2022 Annual Financial Statements, be considered at the commencement of consideration of Council business.

13.8

SUBJECT Presentation of the Audited 2021-2022 Annual Financial Statements

REFERENCE F2022/00105 - D08710046

REPORT OF Financial Accounting and Treasury Manager

4034

RESOLVED (Maclean/Pandey)

(a) That Council authorises the Lord Mayor, Deputy Lord Mayor, Chief Executive Officer and Responsible Accounting Officer to sign the following:

1. 2021-22 General Purpose Financial Statements – Statement by Councillors and Management;

2. 2021-22 Special Purpose Financial Statements – Statement by Councillors and Management

(b) That Council receive and note the Auditor’s Report on the 2021-22 Annual Financial Statements.

(c) Further, that Council authorises the release of the audited 2021-22 Annual Financial Statements to the Office of Local Government and for public exhibition.

Note: A presentation on the Audited 2020-2021 Annual Financial Statements was provided by Ms Nirupama Mani, Director Financial Audit from the Audit Office NSW.

	MATTER OF URGENCY
4035	RESOLVED (Garrard/Siviero) That a procedural motion be granted to consider a matter of urgency in relation to the South Korea Halloween accident on 29 October 2022. The Lord Mayor ruled the matter urgent in accordance with clause 9.3 of Council’s Code of Meeting Practice.
4036	RESOLVED (Garrard/Siviero) (a) That Council sends our condolences to the family and others affected by the tragic event in Seoul, South Korea on the evening of 29 October 2022. (b) That Council write to the Consulate General of the Republic of Korea in Sydney Mr Sangwoo Hong Consul-General of Korea - Republic of Korea and the Mayor of Jung-gu District and sends our condolences to the family and others affected by the tragic event in Seoul, South Korea on the evening of 29 October 2022. (c) Further, that Council hold a minutes silence to pay respects to families impact by this tragic event.
	Note: Council held a minutes’ silence.

matter of urgency

4037

RESOLVED (Pandey/Noack)

That a procedural motion be granted to consider a matter of urgency in relation to the closure of Map Centre Parramatta.

The Lord Mayor ruled the matter urgent in accordance with clause 9.3 of Council’s Code of Meeting Practice.

4038

RESOLVED (Pandey/Noack)

(a) That Council write to Dianne Eggins owner of Map Centre Parramatta for her service to the City. Map Centre Parramatta is the last Map shop in NSW that closed on Friday 28 October 2022.

(b) Further, that Council staff work with Map Centre Parramatta to procure any historic maps that may be of any interest to the City of Parramatta.

11. Rescission Motions

Note: Having previously declared a conflict of interest in Item 11.1 Notice of Motion of Rescission: Item 13.2 - Outcome of Public Exhibition and impact of Department of Planning decisions on Draft Parramatta City Centre DCP as being an owner of a property in the CBD 16 Macquarie St, Parramatta, Councillor Green left the chamber at 7:15pm prior to consideration of the matter.

11.1	SUBJECT Notice of Motion of Rescission: Item 13.2 - Outcome of Public Exhibition and impact of Department of Planning decisions on Draft Parramatta City Centre DCP REFERENCE F2022/00105 - D08726298 REPORT OF Councillor Michelle Garrard
	MOTION Garrard/Valjak That the resolution of the Council held on 10 October in relation to Item 13.2 Outcome of Public Exhibition and impact of Department of Planning decisions on Draft Parramatta City Centre DCP, namely: (a) That Council notes the submissions (as summarised in Attachment 2) received in response to the exhibition of the Parramatta City Centre Development Control Plan (DCP) controls. (b) That Council approves the DCP controls at Attachments 4 and 5 including the amendments detailed in this report and which are detailed in Attachment 6. (c) Further, that Council delegate authority to the Chief Executive Officer to make any minor amendments and corrections of a non-policy and administrative nature that may arise during the plan finalisation process relating to the DCP controls. be and is hereby rescinded. In accordance with section 375A of the Local Government Act a Division of votes is recorded on this planning matter. The rescission motion moved by Councillor Garrard and seconded by Councillor Valjak on being put was declared CARRIED. DIVISION A division was called, the result being:- AYES: Councillors Esber, Garrard, Humphries, Noack, Pandey, Siviero, Valjak, Wang and Wearne NOES: Councillors Bradley, Darley, Davis, Maclean and Prociv
	MOTION (Garrard/Valjak) (a) That Council notes the submissions (as summarised in Attachment 2) received in response to the exhibition of the Parramatta City Centre Development Control Plan (DCP) controls. (b) That Council approves the DCP controls at Attachments 4 and 5 including the amendments detailed in this report in Attachment 6 subject to the endorsed DCP being amended to remove any reference to an 18 metre tower separation (i.e. building separation above street wall) requirement for commercial buildings seeking unlimited FSR. Instead the tower separation in these cases remain at 12 metres as per the exhibited version of the DCP. (c) Further, that Council delegate authority to the Chief Executive Officer to make any minor amendments and corrections of a non-policy and administrative nature that may arise during the plan finalisation process relating to the DCP controls. In accordance with section 375A of the Local Government Act a Division of votes is recorded on this planning matter. The motion moved by Councillor Garrard and seconded by Councillor Valjak on being put was declared CARRIED. DIVISION A division was called, the result being:- AYES: Councillors Esber, Garrard, Humphries, Noack, Pandey, Siviero, Valjak, Wang and Wearne NOES: Councillors Bradley, Darley, Davis, Maclean and Prociv
4039	RESOLVED (Garrard/Valjak) (a) That Council notes the submissions (as summarised in Attachment 2) received in response to the exhibition of the Parramatta City Centre Development Control Plan (DCP) controls. (b) That Council approves the DCP controls at Attachments 4 and 5 including the amendments detailed in this report in Attachment 6 subject to the endorsed DCP being amended to remove any reference to an 18 metre tower separation (i.e. building separation above street wall) requirement for commercial buildings seeking unlimited FSR. Instead the tower separation in these cases remain at 12 metres as per the exhibited version of the DCP. (c) Further, that Council delegate authority to the Chief Executive Officer to make any minor amendments and corrections of a non-policy and administrative nature that may arise during the plan finalisation process relating to the DCP controls.
	Note: Council Green returned to the Chamber at 8:15pm.

11.2

SUBJECT Notice of Motion of Rescission: Item 14.1 - OLG Model Social Media Policy

REFERENCE F2022/00105 - D08726303

REPORT OF Councillor Kellie Darley

4040

RESOLVED (Darley/Prociv)

That the resolution of the Council held on 10 October 2022 in relation to Item 14.1 - OLG Model Social Media Policy, namely:

(a) That Council adopts the attached draft Office of Local Government Model Social Media Policy (draft Policy) with the following amendments:

a) 1.1 – City of Parramatta Council

b) 3.8 - 14 days

c) 3.14 - adopt

d) 3.15 a.28 days and b.14 days

e) 7.3 delete

(b) That Council provides additional education to Councillors regarding best practice social media principles.

a) 2.16

b) 2.21 annually

c) 2.22

d) Part 5

e) 6.1

f) Part 8

g) 9.1

to options 1 or 2 of the draft Policy that are relevant to Council’s ‘official’ social media platforms.

(d) Further, that the adopted Policy be forwarded to the Policy Review Committee for review and brought back to Council.

be and is hereby rescinded.

The rescission motion moved by Councillor Darley and seconded by Councillor Prociv on being put was declared LOST.

DIVISION A division was called, the result being:-

AYES: Councillors Bradley, Darley, Davis and Prociv

NOES: Councillors Esber, Garrard, Green, Humphries, Maclean, Noack, Pandey, Siviero, Valjak, Wang and Wearne

Procedural Motion

4041

RESOLVED (Esber/Garrard)

That the meeting be adjourned for a short recess.

Note: The meeting was adjourned at 8:41pm for a short recess.

The meeting resumed at 8:57pm with the following Councillors attendance: 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 (Deputy Lord Mayor), Dr Patricia Prociv, Dan Siviero, Georgina Valjak, Donna Wang and Lorraine Wearne.

Procedural Motion

4042

RESOLVED (Esber/Garrard)

That Items 12.1, 13.1,13.2, 13.9 and 13.10 be resolved en bloc.

12. Reports to Council - For Notation

12.1

SUBJECT Investment Report for September 2022

REFERENCE F2022/00105 - D08717055

REPORT OF Tax and Treasury Accountant

4043

RESOLVED (Esber/Garrard)

That Council receive and note the Investment Report for September 2022.

13. Reports to Council - For Council Decision

13.1

SUBJECT Parramatta Park Community Trustee Board Council nomination

REFERENCE F2022/00105 - D08669685

REPORT OF Strategy Manager

4044

RESOLVED (Esber/Garrard)

(a) That Council note the recent establishment of the Greater Sydney Parklands Trust and the forthcoming establishment of a Community Trustee Board for Parramatta Park, and

(b) Further, that Council endorses the incumbent Lord Mayor, as Council’s nominated member and representative for the Parramatta Park Community Trustee Board.

13.2

SUBJECT Classification of Council Policies to Operational Policies and Policies for Rescission

REFERENCE F2022/00105 - D08385478

REPORT OF Policy Officer

4045

RESOLVED (Esber/Garrard)

(a) That Council approves the classification of the following Council Policies as Operational Policies:

i. 309 – Asset Management Policy

ii. 289 – Privacy Management Policy

iii. 338 – Asbestos Management Policy

iv. 352 – Verge Maintenance Policy

v. 248 – Property Numbering Policy

vi. 307 – Parking Enforcement Policy

vii. 388 – After Hours Works for Approved Development Applications Policy

viii. 192 – Public Tree Protection During Works Policy

ix. 228 – Public Interest Disclosures Policy

x. 393 – Legislative Compliance Policy

(b) Further, that Council approves the rescission of the following Council policies:

i. 394 – Webcasting Policy

ii. 334 – Gifts and Benefits Policy

iii. 314 – Outdoor Dining Enforcement Policy

iv. 225 – Access to Information Policy

v. 392 – Affixing the Council Seal Policy

13.3

SUBJECT Draft Investment Policy for Public Exhibition

REFERENCE F2022/00105 - D08649395

REPORT OF Policy Officer

4046

RESOLVED (Esber/Garrard)

(a) That the draft Investment Policy be placed on public exhibition for a period of 28 days.

(b) That Council authorises the Chief Executive Officer to make any necessary editorial and content changes to the draft Investment Policy for public exhibition to give effect to Council’s resolution.

13.4

SUBJECT Minutes of the Traffic Engineering Advisory Group meeting held on 21 September 2022

REFERENCE F2022/00105 - D08386306

REPORT OF Acting Traffic & Transport Manager

4047

RESOLVED (Noack/Humphries)

(a) That Council note the minutes of the Traffic Engineering Advisory Group meeting held on 21 September 2022, as provided at Attachment 1, with the following amendment to page 734 2(a) and (b), amend Bennelong Parkway to Burroway Road.

(b) Further, that Council approve the recommendations of the Traffic Engineering Advisory Group meeting held on 21 September 2022 as provided at Attachment 1 and in this report, noting the following financial implications of each item.

I. ITEM 2209 B1 HILL ROAD, WENTWORTH POINT – UPDATE ON THE PROPOSED IMPROVEMENTS ON HILL ROAD, WENTWORTH POINT

This report provides an update on the proposed traffic improvements and other proposed works on Hill Road and Burroway Road, Wentworth Point and Sydney Olympic Park. The recommendation from TEAG will require staff time to implement using existing resources.

II. ITEM 2209 B2 PROJECTS RECENTLY COMPLETED, PROJECTS CURRENTLY FUNDED AND PROJECTS LISTS FOR CONSIDERATION OF FUTURE FUNDING

There are no financial implications to Council as a result of this report.

Note: Question was taken on notice for this item.

13.5

SUBJECT Minutes of the Parramatta Traffic Committee meeting held on 21 September 2022

REFERENCE F2022/00105 - D08386317

REPORT OF Acting Traffic & Transport Manager

4048

RESOLVED (Noack/Green)

(a) That Council note the minutes of the Parramatta Traffic Committee held on 21 September 2022, provided at Attachment 1.

(b) Further, that Council approve the recommendations of the Parramatta Traffic Committee from the meeting held on 21 September 2022 provided at Attachment 1 and in this report, noting the following financial implications for each item.

I. ITEM 2209 A1 Farnell Avenue at North Rocks Road, Carlingford – Installation of a part-time ‘No Right Turn’ restriction

The estimated cost of the proposed part-time ‘No Right Turn 7am-9am 3pm-6pm Mon-Fri Buses Excepted’ restriction at the intersection of Farnell Avenue and North Rocks Road is $700. This project is 100% funded by Transport for NSW Block Grant Funds for installation and maintenance of traffic signs and line markings in 2022/23.

II. ITEM 2209 A2 Pine Street, Rydalmere – Removal of Chicane at No. 68 Pine Street

This project is 100% funded by the developer of No. 68 Pine Street, Rydalmere at no cost to council.

III. ITEM 2209 A3 Rembrandt Street, Carlingford – Replace the existing non-compliant pedestrian island with a raised pedestrian crossing

The estimated cost for the removal of the non-compliant pedestrian island from Rembrandt Street south of Milton Street, Carlingford is $5,500. This project will be 100% funded by Council from the PTC Traffic Facilities Fund.

The proposal to construct the raised pedestrian crossing was not supported therefore there are no financial impacts related to this aspect.

IV. ITEM 2209 A4 Hill Road and Bennelong Parkway, Wentworth Point - Proposed Traffic Control Signals

Council has applied for $5.7 million in funding from the Federal Government Stimulus Program for 2022/23 financial year. Note that the estimated cost of the project has reduced since the funding application was made. At present, Council has not received a response on whether the funding has been granted. Should funding not be available through this program, Council will fund the delivery of this project through funds available as part of Council’s Delivery Program and Operational Plan which includes $3.85 million allocated specifically for the upgrade of the Hill Road and Bennelong Parkway intersection in the 2022/23 financial year and $1.5million from the 2022/23 Active Transport Program.

V. ITEM 2209 A5 Chelmsford Avenue, Edenlee Street and Midson Road, Epping – Proposed Pedestrian Facilities

The proposed pedestrian facilities are to be constructed by School Infrastructure NSW as part of the new Epping South Public School project at no cost to Council. Therefore, this proposal has no direct financial impact on Council’s budget.

VI. ITEM 2209 A6 BARTLETT STREET AT ASHCROFT STREET, ERMINGTON – INSTALLATION OF SPEED CUSHIONS

The estimated cost of the proposed speed cushion installation on both approaches to the pedestrian refuge island on Bartlett Street at Ashcroft Street, Ermington is $8000. This project is 100% funded by the Traffic Facilities Fund.

VII. ITEM 2209 A7 Wesley Street and Gibbons Street, Oatlands – Installation of speed cushion, accessible parking space and part-time ‘2P’ restriction

The estimated cost of the Gibbons Street Shop Upgrade project is $192,000 (excl. GST). This project is 100% funded by the Place Services Team from the Better Neighbourhood Program.

13.6

SUBJECT Public Art Project - Charles Street Square

REFERENCE F2022/00105 - D08664685

REPORT OF Senior Officer - Cultural Projects & Public Art

4049

RESOLVED (Prociv/Darley)

(a) That Council endorse an updated scope of work by artist Craig Walsh to deliver a Public Artwork in the form of a Projection only artwork on the escarpment at the Parramatta Ferry Wharf, within the previously endorsed budget of $500,000 (ex GST).

(b) That the projection content feature material on European Settlement, including Governor Arthur Phillip, as well as First Nations stories and other history and imagery relevant to the location.

(d) Further, that Council grant delegated authority to the Chief Executive Officer to execute all agreements, contracts, or deeds necessary to complete the Public Artwork project.

13.7

SUBJECT Lights on for evening exercise at local parks

REFERENCE F2022/00105 - D08687854

REPORT OF Group Manager Parks and Open Space

4050

RESOLVED (Darley/Maclean)

That Council continues its practice of only providing sporting field floodlighting to seasonal hirers for community sport.

Item - 13.8 Presentation of the Audited 2021-2022 Annual Financial Statements - has been moved to another part of this document.

13.9

SUBJECT Expression of Interest - Selection of Community Members - Access Advisory Committee

REFERENCE F2022/00105 - D08717554

REPORT OF Community Capacity Building Officer

4051

RESOLVED (Esber/Garrard)

(a) That Council appoint Ross Chaplin to the Access Advisory Committee for the remaining period of this Council term.

(b) Further, that Council extend its appreciation to the unsuccessful applicant, thanking them for their interest in supporting the work of Council through membership of the Committee.

13.10

SUBJECT 2023 Sydney Festival Agreement

REFERENCE F2022/00105 - D08720136

REPORT OF Partnership & Sponsorship Producer

4052

RESOLVED (Esber/Garrard)

(a) That Council enters a one-year partnership with Sydney Festival Limited to deliver the 2023 Sydney Festival in Parramatta in January 2023.

(b) That Council provides a financial commitment from the 2022/2023 operational budget, for the presentation of the 2023 Sydney Festival in Parramatta, to the amount of $400,000 (ex GST).

(c) Further, that Council delegates authority to the Chief Executive Officer to finalise and execute an agreement between Sydney Festival Limited and Council.

13.11

SUBJECT LED & Smarts Street Lighting Upgrade Project - Phases 3b and 4b

REFERENCE F2022/00105 - D08721426

REPORT OF Strategy Manager; Project Team Leader

4053

RESOLVED (Pandey/Esber)

a) That, Council notes the Phase 3b project, funded under Round 2 of the LRCI program, is now 59% complete with the remaining LED & Smarts, street lighting upgrades due for installation by 31 December 2022.

b) That, Council notes that $1.5 million LRCI Round 3 funding has been secured to complete the LED & Smarts, streetlighting upgrades on Council managed state roads within the Endeavour Energy network area (Phase 4b project).

c) That, Council notes the business case for the Phase 4b project that identifies net financial savings of $2.98m over the 20-year asset life, with savings of $185,000 in the first 12 months (scenario 2, average results). Also, saving 18,157 TCO₂-e carbon emissions over the asset life, with 908 TCO₂-e achieved in the first 12 months (Attachment 1).

d) That, Council notes the street light asset owner, Endeavour Energy’s quote of $1,177,853 ex GST to procure and install the Phase 4b project LEDs & Smarts, street lights (Attachment 2).

e) That, Council notes the project manager, Ironbark Sustainability’s quote of $249,474 ex GST to provide the Phase 4b project LED and Smart lighting technical, design, auditing, and project management expertise (Attachment 3).

f) That, Council approves an exemption from tender for Endeavour Energy and Ironbark Sustainability pursuant to section 55(3)(i) of the Local Government Act 1993 due to the unavailability of competitive tenderers. Council is convinced that a satisfactory result will not be achieved by inviting tenderers.

g) That Council delegates authority to the Chief Executive Officer to negotiate and accept Endeavour Energy and Ironbark Sustainability final quotes and any variations in accordance with the project’s objectives.

h) Further, that Council notes upon completion of the Phase 3b (LRCI 2) and Phase 4b (LRCI 3) projects, 100% of Council’s streetlights within the Endeavour Energy network will have been upgraded to energy efficiency LEDs and 100% of major roads will be smart programmed, a NSW first.

14. Notices of Motion

14.1	SUBJECT Mosquito Education Campaign for Summer 22/23 REFERENCE F2022/00105 - D08733490 FROM Councillor Kellie Darley
	MOTION Darley/Prociv (a) That Council thank Associate Professor Cameron Webb for his assistance so far to Council developing a response to the ongoing problem of Mosquitos, including his presentation at a recent Councillor workshop, as well as supporting Council’s participation in Arbovirus Mosquito Monitoring Program since 2018. (b) That Council conduct an initial mosquito education campaign for this upcoming summer, particularly given it’s predicted to be a significant mozzie season, namely: 1. Corflute signage at key mosquito hotspots, communicating key messaging with QR code to further information on our website. 2. Develop new brochure/ factsheet based on existing NSW Health content and include top tips on how to prepare for mosquito season and highlight hotspots. This brochure will be available at key Council facilities (such as PHIVE, Libraries, WPCCL), as well as distributed via letterbox drop to mosquito hotspot suburbs (mostly within Dundas and Rosehill Wards, including Wentworth Point, Newington, Ermington and Rydalmere). 3. New webpage with key educational messaging including a link to digital brochure/ factsheet. 4. Social media awareness posts with call to action to drive visitation to new informational webpage, as well as resharing any NSW Health content. (c) That any component of the initial mosquito education campaign not able to be done within existing resourcing, be funded from Ward Initiatives Funding (Dundas Ward, Councillor Kellie Darley’s allocation as well as contribution if needed from Rosehill Ward). (d) Further, that the results and feedback on the initial mosquito education campaign inform the Operational Plan for 23/24 and development of a Mosquito Action Plan for Council.
	Amendment (Esber/Wearne) (a) That Council than Associate Professor Cameron Webb for his presentation at a recent Councillor workshop. (b) That Council conduct an initial mosquito education campaign for this upcoming summer. 1. Corflute signage on methods of reducing mosquito breeding areas be delivered to businesses in Silverwater at key mosquito hotspots, communicating key messaging with QR code to further information on our website, 2. Social media awareness posts with call to action to drive visitation to new informational webpage, as well as resharing any NSW Health content. (c) Further, that the components of the initial mosquito education campaign be done within existing resourcing to a value of $5000. The Amendment on being put was declared CARRIED. The Amendment became the Motion. The motion on being put was declared CARRIED.
4054	RESOLVED (Esber/Wearne) (a) That Council than Associate Professor Cameron Webb for his presentation at a recent Councillor workshop. (b) That Council conduct an initial mosquito education campaign for this upcoming summer. 1. Corflute signage on methods of reducing mosquito breeding areas be delivered to businesses in Silverwater at key mosquito hotspots, communicating key messaging with QR code to further information on our website, 2. Social media awareness posts with call to action to drive visitation to new informational webpage, as well as resharing any NSW Health content. (c) Further, that the components of the initial mosquito education campaign be done within existing resourcing to a value of $5000.

14.2	SUBJECT ParraMatch 2022 REFERENCE F2022/00105 - D08733491 FROM Councillor Kellie Darley
	MOTION (Darley/Prociv) (a) That Council congratulates the five community organisations selected to participate in ParraMatch 2022, namely: 1. Symphony For Life Foundation – Parramatta Children’s Orchestra. 2. Support the Girls Australia – Support The Girls Morning Tea & Bra Gifting Event. 3. Dundas Area Neighbourhood Centre – The Heart of the Community. 4. DRG Stitches Collection – The Stitches Challenge Parramatta. 5. All Hands – Confidence, Comfort and Coping. (b) That Council acknowledges the impact of the crowdfunding platform unexpectedly stopping mid-way through ParraMatch and that the five ParraMatch projects were not able to complete their fundraising campaign and meet their targets as a result, through no fault of their own. (c) Further, that Council fulfils its original commitment to provide small financial assistance of $1,500 per project, consisting of the initial $1,000 that was to be provided to start their campaigns and $500 that was to be available to those organisations that received pledges from over 25 individual supporters, given ParraMatch had to be cancelled.
	Amendment (Wearne/Wang) That Council defer the matter for consideration for one month for further information from Council staff and brought back to Council for a decision. The Amendment on being put was declared CARRIED. The Amendment became the Motion. The motion on being put was declared CARRIED.
4055	RESOLVED (Wearne/Wang) That Council defer the matter for consideration for one month for further information from Council staff and brought back to Council for a decision.

14.3

SUBJECT Acknowledgement of the Community involved in supporting Sanfilippo Foundation

REFERENCE F2022/00105 - D08733492

FROM Deputy Lord Mayor Sameer Pandey

4056

RESOLVED (Pandey/Green)

(a) That Council acknowledges the efforts of members of the Community involved in supporting Sanfilippo Foundation and raising awareness for childhood dementia.

(b) Further, that Council donates $1,000 to the Charity supporting the Foundation.

14.4

SUBJECT Center for Australia India Relations

REFERENCE F2022/00105 - D08733493

FROM Deputy Lord Mayor Sameer Pandey

4057

RESOLVED (Pandey/Humphries)

That Council advocates for the Center for Australia India Relations to be established in Parramatta and write to the local Federal Member for Parramatta Dr Andrew Charlton expressing his support for the Centre to be in Parramatta.

15. Questions with Notice

15.1

SUBJECT Questions Taken on Notice - 10 October 2022 Council Meeting

REFERENCE F2022/00105 - D08726288

REPORT OF Governance Manager

QUESTIONS TAKEN ON NOTICE FROM THE COUNCIL MEETING OF 10 OCTOBER 2022

1. Paragraph 9.23 of Council’s Code of Meeting Practice states:

“Where a councillor or council employee to whom a question is put is unable to respond to the question at the meeting at which it is put, they may take it on notice and report the response to the next meeting of the Council.”

STAFF RESPONSE

Item 13.2 – Outcome of Public Exhibition and impact of Department of Planning decisions on Draft Parramatta City Centre DCP

During discussion, Councillor Garrard asked the following question:

What is the building separation between NAB (3PS) and WSU (1PS)?

Executive Director City Assets and Operations Response

The building separation on the eastern side of 3PS (NAB) to 1PS (UWS) is 6m. This is consistent from the ground to the top of the building for approximately 23 storeys (77m) which is the height of 3PS. Both 3PS and 1PS are equivalent in height.

It is critical to note that the building heights of 3PS (NAB) and 1PS (UWS) are NOT COMPARABLE to building heights that will be realised under the Unlimited Commercial Floor Space (UCFS) provisions of the City Centre LEP, which will see buildings up to approximately 70 storeys (240m). This equates to heights more than three times that of 3PS (NAB) and 1PS (UWS).

The recommended building separation of 18m referred to in the Council report on the City Centre DCP relates to the distance between TOWERS (the upper level of buildings), NOT BETWEEN PODIUMS (the lower first few floors touching the ground). The form of building for which the 18m separation control is proposed, only applies for buildings seeking the greater commercial floor space, which will be tower and podium building forms rather buildings in the round like the NAB and 1PS buildings.

It should be noted that there are different building separations on all sides of 3PS (NAB) as follows:

i. The building separation between 3PS (NAB) and 119A Macquarie Street (on the western side at Civic Link) is 20m.

ii. The building separation to the north of 3PS (on the Macquarie Street frontage) is currently 20-27m. The 20m separation occurs between ground level and podium heights and a greater separation of 27m occurs above the podium height for elements that are taller (building on corner of Macquarie and Smith Streets).

iii. The building separation on the south of 3PS (NAB) and 1PS (UWS) is a minimum 40m which reflects the set-out width of Parramatta Square.

Item 14.1 – OLG Model Social Media Policy

During discussion on Notice of Motion moved by Councillor Wearne, Councillor Bradley asked the following question:

Can staff advice Councillors a reasonable timeframe for the adopted Social Media Policy to be reviewed by the Policy Review Committee and brought back to Council?

Executive Director, City Engagement and Experience

Part (c) of the Council Resolution on 10 October to adopt the Social Media Policy delegated to the Chief Executive Officer to amend specified clauses. The adopted Social Media Policy as amended by the CEO will be presented at the next Policy Review Committee meeting on 8 November.

The adopted Social Media Policy as amended has been assessed by Council’s Digital & Creative and Governance teams and it is has not been deemed necessary to undertake an early review of the Policy before the standard periodic review date. The Social Media Policy is next due for review by 10 October 2026.

As the adopted Social Media Policy was informed by the Office of Local Government’s Model Policy, conducting a further formal review to consider implementing notable variations would not be advisable. Council officers will continue to develop internal operational procedures to support staff implementation of the direction set by the Social Media Policy for the management of Council’s Social Media platforms.

Item 14.1 – OLG Model Social Media Policy

Question from Councillor Pandey

During discussion on Notice of Motion moved by Councillor Wearne, Councillor Bradley asked the following question:

Can the adopted Social Media Policy be retrospectively applied to posts already on social media?

Executive Director, Finance & Information

The Social Media Policy (Policy) is not retrospective. A breach of the Policy can only occur from the date of adoption.

However, the Policy is drafted in the present tense. It therefore relates to the present use. If a Council official had been using social media prior to the adoption of the Policy, and that use continues once adopted, the policy would apply to the continuing use.

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.

Note: Councillor Wearne retired from the meeting at 9:30pm before consideration of any matters in Closed Session.

16. CLOSED SESSION

4058

RESOLVED (Maclean/Garrard)

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:-

16.1 Legal Status Report as at 30 September 2022. (D08650520) - 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.

16.2 Tender 14/2022 Secure Physical Offsite Record Storage and Services. (D08544924) - This report is confidential in accordance with section 10A (2) (c) (d) of the Local Government Act 1993 as the report contains information that would, if disclosed, confer a commercial advantage on a person with whom the Council is conducting (or proposes to conduct) business; AND 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.

16.3 NSW Container Deposit Scheme (CDS) - Refund Sharing with Visy recycling. (D08622472) - 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.

16.4 Outdoor Dining Licence - 6 & 8 Parramatta Square. (D08681729) - 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.

16.1

SUBJECT Legal Status Report as at 30 September 2022

REFERENCE F2022/00105 - D08650520

REPORT OF Group Manager Legal Services

4059

RESOLVED (Esber/Maclean)

That Council note the Legal Status Report as at 30 September 2022.

Note: Questions were taken on notice for this item.

Procedural Motion

4060

RESOLVED (Esber/Garrard)

That Items 16.2, 16.3 and 16.4 be resolved en bloc.

16.2

SUBJECT Tender 14/2022 Secure Physical Offsite Record Storage and Services

REFERENCE ITT-14/2022-02 - D08544924

REPORT OF Customer Service Centre Manager

4061

RESOLVED (Esber/Garrard)

(a) That Council approve the appointment of the preferred proponent for the Secure Physical Offsite Record Storage and Services for the contract sum as outlined in paragraph 12 of this 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 for offsite record storage.

16.3

SUBJECT NSW Container Deposit Scheme (CDS) - Refund Sharing with Visy recycling

REFERENCE F2022/00105 - D08622472

REPORT OF Acting Group Manager Waste & Cleansing

4062

RESOLVED (Esber/Garrard)

(a) That Council authorises the CEO to execute the Deed of Amendment to extend the existing Refund Sharing Agreement for the NSW Container Deposit Scheme (CDS) with Visy Paper Pty Ltd ACN 005 803 234 (trading as Visy Recycling) for 2 years until 5 November 2024

(b) Further, that Council notifies the NSW Environment Protection Authority of the Deed of Amendment and that the terms and condition of the Agreement remain fair and reasonable as required under Section 18 of the Waste Avoidance and Resource Recovery (Container Deposit Scheme) Regulation 2017 (CDS Regulation)

16.4

SUBJECT Outdoor Dining Licence - 6 & 8 Parramatta Square

REFERENCE F2016/00894 - D08681729

REPORT OF Leasing Officer

4063

RESOLVED (Esber/Garrard)

(a) That Council approves the Licence of Agreement with Parramatta Square Parramatta Square No 6 & No 8 Property Pty Ltd, as outlined at paragraph 6 of this report.

(b) That Council delegates authority to the Chief Executive Officer to enter into a Licence Agreement with Parramatta Square Property No 6 & No 8 Property Pty Ltd

(c) Further, that Council delegate authority to the Chief Executive Officer to sign all documents in connection with this matter.

Procedural Motion

4064

RESOLVED (Esber/Maclean)

That the meeting resume into open session.

17. REPORTS OF RESOLUTIONS PASSED IN CLOSED SESSION

The Chief Executive Officer read out the resolutions for Items 16.1 to 16.4.

18. CONCLUSION OF MEETING

The meeting terminated at 10:08 pm.

THIS PAGE AND THE PRECEDING 22 PAGES ARE THE MINUTES OF THE ORDINARY COUNCIL MEETING HELD ON Monday, 31 October 2022 AND CONFIRMED ON Monday, 14 November 2022.

Chairperson