MINUTES OF THE Meeting of City of Parramatta Council HELD IN THE council chamber at 5 PARRAMATTA square, parramatta ON Monday, 24 April 2023 AT 6:30PM
These are draft minutes and are subject to confirmation by Council at its next
meeting. The confirmed minutes will replace this draft version on the website once
confirmed.
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 6:52PM.
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 except for the confidential part of the meeting and streamed live on the internet. The recording will also be archived, except for the confidential part of the meeting, 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.
5. APOLOGIES AND APPLICATIONS FOR LEAVE OF ABSENCE OR ATTENDANCE BY AUDIO-VISUAL LINK BY COUNCILLORS
There were no apologies tabled for this meeting.
Note: Council notes and acknowledges the attendance of Dr Andrew Charlton MP.
6. CONFIRMATION OF MINUTES
7. DISCLOSURES OF INTEREST
Councillor Garrard declared a non-pecuniary less than significant interest in Item 16.3 - 9 Wentworth St, Lease Surrender Department of Home Affairs and remained in the Chamber during consideration of the Item and voted thereon.
8. Minutes of the Lord Mayor
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8.2 |
REFERENCE F2022/03176 - D08953588
REPORT OF Lord Mayor, Councillor Donna Davis
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(a) That Council recognise 2023 ANZAC Day commemorations across the City of Parramatta.
(b) That Council notes the program of activities commemorating ANZAC Day across the City of Parramatta.
(c) Further, that Council hold a minute’s silence to pay respects to the Australian and New Zealand men and women who have served and died in wars, conflicts, and peacekeeping operations to protect the freedoms enjoyed.
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Note: Council observed a minute’s silence. |
Note: Councillor Bradley left the Chamber at 7:13 pm prior to consideration of Item 8.4.
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8.5 |
REFERENCE F2021/02779 - D08950646
REPORT OF Lord Mayor, Councillor Donna Davis
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(a) That Council acknowledge City of Parramatta’s Youth Week being held from 20-30 April 2023 and celebrate the important perspectives and contributions of youth in the Parramatta community.
(b) Further, that the CEO bring back a report to Council before 1 August 2023 and investigate drafting a Youth Strategy as part of the Youth Engagement Framework for the City of Parramatta. This report should consider: i. Consultation with young people and relevant stakeholders in developing strategic priorities and action plans; ii. Focus areas for consideration including: mental health and wellbeing, employment, apprenticeships/traineeships, justice and safety, the arts, technology hub, community connections, as well as voice, empowerment and engagement; iii. and the financial and resourcing implications of developing a youth strategy, and potential timeframes for consultation, development and delivery.
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Note: Councillor Bradley returned to the Chamber at 7:35pm during consideration of Item 8.5. |
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8.6 |
REFERENCE F2022/03176 - D08954004
REPORT OF Lord Mayor, Councillor Donna Davis
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(a) That Council recognise Heart Week, held from 1 – 7 May 2023, which promotes national heart health awareness.
(b) That Council note the availability of lifesaving defibrillators at various community facilities across the City of Parramatta.
(c) That Council donate $2,500 to the Michael Hughes Foundation to support their work promoting heart health awareness and the community response to cardiac arrest;
(d) That Council donate $2,500 to The Heart Foundation to support their work to save lives and improve health through cardiovascular research; and
(e) Further, that the Lord Mayor write to Julie Hughes of the Michael Hughes Foundation and to the Heart Foundation to acknowledge their important work and inform them of Council’s donation.
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Note: Councillor Darley left the Chamber at 7:52pm and returned to the Chamber at 7:54pm during consideration of Item 8.6. |
9. Public Forum
There were no public forums submitted for this meeting.
10. Petitions
11. Rescission Motions
Nil
12. Reports to Council - For Notation
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12.1 |
SUBJECT Investment Report for March 2023
REFERENCE F2022/03176 - D08935819
REPORT OF Tax and Treasury Accountant
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That Council receive and note the Investment Report for March 2023. |
13. Reports to Council - For Council Decision
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13.1 |
SUBJECT Minutes of the Parramatta Traffic Committee meeting held on 15 March 2023
REFERENCE F2022/03176 - D08824687
REPORT OF Traffic and Transport Manager
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(a) That Council note the minutes of the Parramatta Traffic Committee held on 15 March 2023, provided at Attachment 1 subject to Item 2 the Charles Street being removed.
(b) Further, that Council approve the recommendations of the Parramatta Traffic Committee from the meeting held on 15 March 2023 provided at Attachment 1 of this report, noting the following financial implications for each item.
I. ITEM
2303 A1 DEVON STREET, ROSEHILL – PROPOSED RELOCATION OF EXISTING
CHICANE II. ITEM 2303 A2 REVIEW OF ON-STREET PARKING WITHIN
PARRAMATTA CBD
The Traffic Committee’s recommendation in relation to Charles Street which is Item IV not proceed at this time.
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Note: 1. Councillor Maclean left the Chamber at 8:10pm and returned to the Chamber at 8:13pm during consideration of Item 13.1. 2. Questions were taken on notice in relation to this item.
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13.4 |
REFERENCE F2022/03176 - D08918009
REPORT OF Project Officer Land Use
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That Council approve the Heritage Grant recommendations, as detailed in paragraph 4 of this report as follows:
1) Make a grant of $3,300 for 61 Eleanor Street, Rosehill.
2) Make a grant of $704 for 3 Kent Street, Epping.
3) Make a grant of $3,300 for 59 Kirby Street, Rydalmere.
4) Make a grant of $3,300 for 18 Galloway Street, North Parramatta.
5) Make a grant of $2,179.38 for 9 Bago Street, Pendle Hill.
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Note: A question was asked on this Item.
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14. Notices of Motion
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That Council amend the order of business to consider Item 14.4 – Position of the Lord Mayor prior to Item 14.1. |
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14.2 |
REFERENCE F2022/03176 - D08939204
FROM Councillor Dan Siviero
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(a) That Council explore options for live transcription and recordings during the Ordinary Council Meetings for members of the gallery and anyone joining via livestream.
(b) That a report be tabled to Council by August 2023 on the costs, benefits and risks of human transcription compared with automated transcription software solutions.
(c) That Council engage with Community Groups representing the interests of people affected by hearing loss to seek their feedback and input on appropriate transcription solutions.
(c) Further, that Council seek the advice of the Access Advisory Committee in developing a policy to entrench transcription across Council’s audio-visual services.
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Note: 1. Councillor Esber left the Chamber at 9:04pm and returned to the Chamber at 9:09pm during the consideration of Item 14.2. 2. Councillor Maclean left the Chamber at 9:11pm and returned to the Chamber at 9:12pm during the consideration of Item 14.2. 3. Councillor Prociv left the Chamber at 9:14pm during the consideration of Item 14.2.
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That the meeting be adjourned for a short recess.
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Note: 1. The meeting was adjourned at 9:15 pm for a short recess. 2. Councillor Wearne retired from the meeting at 9:15pm. |
The meeting resumed at 9:30 pm with the following Councillors attendance: The Lord Mayor, Councillor Donna Davis, and Councillors Phil Bradley, Kellie Darley, Pierre Esber, Michelle Garrard, Henry Green, Cameron Maclean, Paul Noack, DLM Sameer Pandey, Dr Patricia Prociv, Dan Siviero, Georgina Valjak and Donna Wang.
15. Questions with Notice
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15.1 |
SUBJECT Questions Taken on Notice - 11 April 2023 Council Meeting
REFERENCE F2022/03176 - D08943985
REPORT OF Governance Manager
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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
Urgent Matter - Little India
During discussion on the urgent Matter - Little India, Councillor Garrard asked the following question:
Could staff provide at the workshop, all the instances of when Council through its media and any publication has referred to it as Little India?
Acting Executive Director City Engagement and Experience response
The CEO responded to the Councillors via email after the meeting.
Urgent Matter – Easter Celebrations
During discussion on the urgent Matter – Easter Celebrations, Councillor Siviero asked the following question:
Does the Lord Mayor usually write to community leaders of religious organisations to recognise a celebration?
Executive Director Community Services response
Historically, it has not been standard practice that letters be sent to religious leaders to recognise religious celebrations. The Lord Mayor publishes a weekly column and issues community messages through paid advertising in local newspapers acknowledging significant cultural and religious days.
A summary of some of the ways cultural days of significance have previously been recognised is provided below:
· In 2018, a general Easter best wishes message was sent by email to local religious leaders from the then Lord Mayor Cr Wilson, but this was not done as a formal letter.
· In 2022, the Lord Mayor recorded and posted community video messages to her Facebook for Easter and Ramadan, among other significant days including National Youth Week, Volunteer Week etc.
· Each year, the Lord Mayor of the day sends out Christmas cards (digital or hard copy) to local leaders and community groups, and assistance with compiling the community stakeholder portion of the list is provided from multiple areas within Council. The final list is at the determination of the Lord Mayor.
Item 13.1 - Post-Exhibition: Housekeeping Amendment to City of Parramatta (Outside CBD) Development Contributions Plan 2021.
During discussion on Item 13.1 Post-Exhibition: Housekeeping Amendment to City of Parramatta (Outside CBD) Development Contributions Plan 2021, Councillor Esber asked the following question
How far back does the register for VPA monies go? If staff could provide the information to Councillors.
Acting Executive Director City Planning and Design response
A joint staff response provided below for Item 13.1
During discussion on Item 13.1 Post-Exhibition: Housekeeping Amendment to City of Parramatta (Outside CBD) Development Contributions Plan 2021, Councillor Prociv asked the following question
Will Wentworth Point and any VPAs that came out of the old Auburn Council be included in the Register?
Acting Executive Director City Planning and Design response
The VPA Register includes high level information relating to all Planning Agreements executed by Council (or predecessor Council in case of amalgamated areas) since 2010.
For completeness the register also includes an earlier Deed of Agreement that was made in 2008 where works were completed in lieu of payment of Development Contributions in relation to the University of Western Sydney.
The VPA Register is a requirement of Council in accordance with section 206 of the Environmental Planning & Assessment Regulation, as follows:
(1) A planning authority must keep a register of all relevant planning agreements and record the following information in the register for each relevant planning agreement— (a) the day on which the agreement was entered into, (b) the names of the parties to the agreement, (c) a description of the development to which the agreement relates, if relevant, (d) the land to which the agreement applies.
A copy of the Register is provided on Council’s website https://www.cityofparramatta.nsw.gov.au/sites/council/files/2023-04/VPA-Register-as-at-6-April-2023.pdf
The register includes all executed VPAs including those of the former Councils relating to amalgamated areas transferred to City of Parramatta.
Item 13.3 - Draft Councillor and Staff Interaction Policy for Public Exhibition
During discussion on Item 13.3 - Draft Councillor and Staff Interaction Policy for Public Exhibition, Councillor Darley asked the following question:
Recently with the Improvement Notice there has been some changes when Councillors meet with certain staff. This has not been identified in this policy; should this be included in the policy?
Executive Director Finance and Information response
The draft Councillor and Staff Interaction Policy, as currently on public exhibition, was drafted in accordance with the Office of Local Government’s Model Councillor and Staff Interaction Policy 2022. The Model Policy provides a recommended best-practice framework for these interactions, which Council officers have determined should be implemented. Council’s draft Policy was further reviewed by the Internal Ombudsman, with recommendations incorporated accordingly. The draft Policy includes Schedule 1 – Authorised Staff Contacts for Councillors, which has been updated to provide clarity for all parties regarding identified appropriate staff contacts.
The draft Councillor and Staff Interaction Policy was re-assessed by the Executive Team in light of the Improvement Notice, and it was determined that Council’s Policy content should remain consistent with the OLG Model Policy direction.
Councillors and staff are further reminded that the core policy framework for general conduct obligations is established by Council’s Code of Conduct, which is referred to in clause 5.2 of the draft Policy.
Item 13.3 - Draft Councillor and Staff Interaction Policy for Public Exhibition
During discussion on Item 13.3 - Draft Councillor and Staff Interaction Policy for Public Exhibition, Councillor Darley asked the following question:
At an event are Councillors allowed to interact with staff outside the authorised list?
Executive Director Finance and Information response
The Policy applies to interactions between Council staff and Councillors at a Council or non-Council event. Schedule 1 establishes a list of authorised staff who have direct contact with Councillors to provide advice about matters that are related to the Staff member’s area of responsibility; see clauses 2.1 and 3.27. It is acknowledged that staff outside of the authorised list may still come into contact with Councillors, such as at public events; Councillors and non-authorised staff should familiarise themselves with the Policy to understand the parameters limiting their level of appropriate interaction, and appropriate channels for forwarding to an authorised staff any requests for information or advice. Conduct obligations as applicable to all staff and Councillors set out by the Code of Conduct also applies.
Item 15.1 - DEFERRED ITEM FROM OCM 27 MARCH 2023: Damaged Stormwater Drains/Pits.
During discussion on DEFERRED ITEM FROM OCM 27 MARCH 2023: Damaged Stormwater Drains/Pits, Councillor Garrard asked the following question:
Are Councillors allowed to speak to QWN?
Executive Director Finance and Information response
There is no provision for Councillors to speak on any response made by the Chief Executive Officer to a Question on Notice. The Question is considered to be asked and answered. This is outlined under clauses 3.13 -3.15 of the Code of Meeting Practice.
All a Councillor may do is ask a supplementary question in accordance with the provisions of clauses 9.20 - 9.26 of the Code of Meeting Practice.
Item 16.3 – Endorsement of 9 Wentworth Street, Parramatta Design, Fitout, Basebuild DA Works & Project Budget
During discussion on Endorsement of 9 Wentworth Street, Parramatta Design, Fitout, Basebuild DA Works & Project Budget, Councillor Garrard asked the following question:
Could staff to organise a workshop and provide details of the fit out and provide samples?
Acting Executive Director Property and Place response
Council staff are arranging to present the 9 Wentworth material and finishes palette, for Council’s office fitout, to Councillor’s at the next PDG bi-monthly update.
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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.
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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 ITT/26/2022 Parramatta Aquatic Centre Merchandise Supply tender. (D08914860) - 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 (Outcome of evaluation process for tender - contains commercial information). 16.2 Legal fees, City of Parramatta vs Sydney Metro. (D08928816) - 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. 16.3 9 Wentworth St, Lease Surrender Department of Home Affairs. (D08928435) - 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. |
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Note: Councillor Garrard declared a non-pecuniary less than significant interest in Item 16.3 - 9 Wentworth St, Lease Surrender Department of Home Affairs and remained in the Chamber during consideration of the Item and voted thereon.
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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 to 16.3.
Note: Councillor Esber and Councillor Noack retired from the meeting at 10:29pm
18. CONCLUSION OF MEETING
The meeting closed at 10:32pm.
THIS PAGE AND THE PRECEDING 16 PAGES ARE THE MINUTES OF THE ORDINARY COUNCIL MEETING HELD ON Monday, 24 April 2023 AND CONFIRMED ON Monday, 8 May 2023.
Chairperson