Meeting Name	Policy Review Committee
Date	15 November 2022	Time 5:30pm
Venue	Councillor Conference Room + MS Teams
Attendees	Lord Mayor, Clr Davis (Chair) Clr Garrard Clr Prociv Clr Valjak Clr Wearne Clr Darley (alternate) Clr Bradley (ex-officio) Bryan Hynes John Angilley Melissa McIsaac Anna Pijaca Paul Lyth Nicole Carnegie Sheree Gover Benjamin Bywater
Apologies / Leave of Absence	Deputy Lord Mayor, Clr Pandey
Secretariat	Melissa McIsaac
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 Councillor Pandey was noted as being absent from the meeting.
3	Disclosure of Interests There were no disclosures of interest for this Advisory Committee meeting.
4	Confirmation of Minutes The Minutes of the previous Policy Review Committee meeting, held on 4 October 2022, were resolved by Councillors Garrard and Prociv and CARRIED.
5	Council Policies for Rescission
5.1	Policy 346 – Social Investment Funding Policy
Outcome	The Committee noted that Council officers were unable to present this item due to staff absences, and accepted the request to defer consideration of this item to a later meeting, to be confirmed.
5.2	Policy 335 – Community and Stakeholder Engagement Policy
Description	The Committee reviewed the Community and Stakeholder Engagement Policy, as recommended by Council officers for rescission following the adoption of the updated Community Engagement Strategy as scheduled for 28 November 2022. The Committee considered the reasoning to rescind the Policy and provided feedback. Anna Pijaca, Research & Engagement Manager, attended the Meeting to address any Committee questions.
Outcome	The Committee supported for the Community and Stakeholder Engagement Policy to be put to Council to endorse rescinding the Policy, conditional on the prior adoption by Council of the draft Community Engagement Strategy. Anna Pijaca retired from the Meeting at the conclusion of Item 5.2.
6	Council Policies for Consultation
6.1	Policy 339 – Removal of Printed Promotional Materials Policy
Description	The Committee reviewed the draft Removal of Printed Promotional Materials Policy and provided feedback on the proposed changes. Paul Lyth, Group Manager Regulatory Services, attended the Meeting to address any Committee questions.
Outcome	· The Committee recommended that the following changes be applied to the draft Policy: a. Clause 3.5.1: Regarding the exception to use A-Frames as Printed Election Campaign Materials, add an exception for current Councillors or Members of State or Federal Parliament to use A-Frames for the purposes of carrying out their official duties (e.g. community consultation). · The Committee requested for a copy of the draft Policy with the recommended changes to be circulated to Committee Members via email, to confirm the updated draft and provide any further feedback for Committee consideration. · Pending Committee confirmation of the updated draft, the Committee supported for the draft Removal of Printed Promotional Materials Policy to be put to Council to endorse Public Exhibition. Councillor Prociv retired from the Meeting at 6:42pm, during discussion of Item 6.1. Councillor Prociv nominated Councillor Darley to serve as a replacement Member. Paul Lyth retired from the Meeting at the conclusion of Item 6.1.
6.2	Policy 206 – Loan Borrowing Policy
Description	The Committee reviewed the draft Loan Borrowing Policy and provided feedback on the proposed changes. The Committee noted the staff response to the feedback and questions provided by the Finance Committee on 27 October. John Angilley, Chief Finance & Information Officer, attended the Meeting to address any Committee questions.
Outcome	· The Committee did not propose any amendments to the draft Loan Borrowing Policy as presented. · The Committee supported the draft Loan Borrowing Policy to be put to Council on 5 December to endorse Public Exhibition. · The Committee requested to be provided with the advice prepared by Legal Services regarding the Finance Committee’s feedback about terms employed in the Policy.
6.3	Policy 222 – Councillor and Staff Interaction Policy
Description	The Committee were presented with the draft Councillor and Staff Interaction Policy for review and comment.
Outcome	· The Committee requested to defer consideration of the draft Councillor and Staff Interaction Policy, to allow additional time to review the changes proposed. · The Councillor and Staff Interaction Policy will be included on the Agenda for the next Policy Review Committee meeting. Councillor Valjak retired from the Meeting at 7pm, during discussion of Item 6.3.
7	Adopted Social Media Policy 2022
Description	The Committee were presented with the completed Social Media Policy, as adopted by Council on 10 October 2022 and incorporating the amendments as delegated to the CEO to complete under part (c) of the Council Resolution. Nicole Carnegie, Executive Director City Engagement & Experience, Sheree Gover, Marketing & Creative Manager, and Benjamin Bywater, Social Media Advisor, attended the Meeting to address any Committee questions.
Outcome	· The Committee noted that the adopted Social Media Policy, including the amendments as approved by the CEO, is considered in-force and will be published accordingly. · The Committee requested to receive additional resources documenting the changes approved by the CEO, for further review prior to discussion of this item. · The Committee requested to add the Social Media Policy to the Agenda for the next Policy Review Committee meeting.
8	Response to Questions Taken on Notice – 4 October 2022
Description	The Committee noted the staff responses provided for the questions taken on notice at the 4 October meeting.
Outcome	· The Committee requested for Council officers to provide further information regarding arrangements which could be made to prepare reports to inform Councillors about the complaints received by Council and resolution timeframes.
9	The next Policy Review Committee meeting will be held on 6 December 2022.

Meeting Closed:  7:13pm