Meeting Name	Policy Review Committee
Date	6 December 2022	Time 5:30pm
Venue	Councillor Conference Room + MS Teams
Attendees	Deputy Lord Mayor, Clr Pandey (Chair) Clr Darley Clr Garrard Clr Prociv Clr Valjak Clr Bradley (ex-officio) Bryan Hynes John Angilley Gwen Hughes Melissa McIsaac Mark Egan Stevie Parkes Sheree Gover
Apologies / Leave of Absence	Lord Mayor, Clr Davis Clr Wearne
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 The Committee noted an apology by the Lord Mayor, Councillor Davis, and that Councillor Darley was requested to join the meeting as an alternate member. Councillor Wearne was noted as being absent from the meeting.
3	Disclosure of Interests
4	Confirmation of Minutes Minutes of the Policy Review Committee Meeting held 15 November 2022 will be confirmed at the next Committee meeting in February 2023.
5	Draft Council Policies for Consultation
5.1	298 – Affordable Rental Housing Policy (pre-draft consultation)
Description	The Committee received a presentation from Strategy Manager Mark Egan and Project Officer Stevie Parkes regarding the planned review of Council’s Affordable Rental Housing Policy. The Committee raised questions and provided feedback to consider during development of the draft Policy. Councillor Darley joined the meeting at 5:41pm during discussion of Item 5.1. Councillor Valjak joined the meeting at 5:45pm during discussion of Item 5.1.
Outcome	The Committee noted that a Councillor Workshop will be scheduled in early 2023 to further discuss the update to Council’s framework for addressing affordable rental housing, and that once completed the draft Policy will be brought back to the Committee for formal comment.
5.2	New – Petitions Policy (pre-draft consultation)
Description	The Committee were invited to provide feedback on a sample Petitions Policy, to help inform development of this new Council Policy. Gwen Hughes, Governance Manager, attended the Meeting to address Committee questions.
Outcome	· The Committee were invited to submit any further questions or feedback regarding the development of the Petitions Policy by email to Governance. · The Committee noted that once completed the draft Policy will be brought back to the Committee for formal comment. · Council officers took a question on notice to obtain clarification from Legal Services regarding the minimum personal information required to be provided by a signatory of an official petition. · Gwen Hughes accepted a request from Councillor Garrard to schedule a direct meeting regarding the development of the Petitions Policy.
5.3	222 – Councillor and Staff Interaction Policy
Description	The Committee were presented with the draft Councillor and Staff Interaction Policy for review and comment, following the request at the 15 November meeting to defer consideration of the item to allow for additional time to review the changes proposed.
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 in February 2023. · Council officers took a question on notice to provide Councillors with further clarification regarding the definition of civic duties, and to investigate what guidelines may be available for Councillors to provide advice about distinguishing between civic duties and personal interests.
6	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. As requested at the 15 November Committee meeting, Councillors received track-changes documentation of the amendments approved by the CEO. Sheree Gover, Digital & Creative Manager, attended the Meeting to address any Committee questions.
Outcome	· The Committed noted that the adopted Social Media Policy, including the amendments as approved by the CEO, is considered in-force and has been published accordingly. · The Committee noted that Council is liaising with the Office of Local Government to organise further training for Councillors regarding the Policy and social media practices, with the intention to provide this training in early 2023. · Council officers agreed to re-circulate technical information regarding the administration of social media platforms, such as how to publish ‘house rules’ on a page. · The Committee noted that the Digital & Creative Manager is available to provide direct training to resolve any technical questions regarding the administration of social media platforms in accordance with Council’s Policy.
7	Forward Plan for 2023 Council Policy Review Program
Description	The Committee were presented with a program of the Council Policies anticipated to be brought to the Committee for consideration in 2023.
Outcome	· The Committee requested to receive a copy of the anticipated review program for 2023. · Council officers took a question on notice to provide the Committee with an update on any plans to review Council’s Vaccination Policy (classified as an internal Operational Policy).
7	The next Policy Review Committee meeting will be held on 21 February 2023.

Meeting Closed:  7:29pm