Agenda of Council - Monday, 10 July 2023

UNCONFIRMED MINUTES City of Parramatta Council – Minutes of Council Meeting – Monday, 26 June 2023

MINUTES

Council Meeting

Monday, 26 June 2023

6.30pm

Council Chamber

Level 4, PHIVE

Parramatta Square, Parramatta

PRESENT

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

1. OPENING MEETING

The Lord Mayor, Councillor Pandey, opened the meeting at 6:39PM.

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 staff and the public that meeting is being recorded and webcast live on Council’s website, in accordance with the Council’s Code of Meeting Practice. The recording will be made available on Council’s website.

4. GENERAL RECORDING OF MEETING ANNOUNCEMENT

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.

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

Procedural Motion

4353

RESOLVED Councillor Noack and Councillor Wearne

That the request to attend the Ordinary Council Meeting dated 26 June 2023 via remote means submitted by Councillor Humphries due to personal reasons be accepted.

6. CONFIRMATION OF MINUTES

Minutes of the Council Meeting held on 13 June 2023

4354

RESOLVED Councillor Noack and Councillor Prociv

That the minutes be taken as read and be accepted as a true record of the Meeting.

7. DISCLOSURES OF INTEREST

The Lord Mayor Councillor Pandey declared a significant non-pecuniary interest in the urgent matter as he is involved in Parramasala Corporation and Festival. He left the meeting and did not vote on the item.

Condolence: Vale Simon Crean

4355

RESOLVED The Lord Mayor Councillor Pandey and Councillor Esber

That tonight, Council recognises the recent passing of former Labor leader, the Hon. Mr Simon Crean. Mr Crean led the Federal Labor Party in opposition from 2001 to 2003, was Member for Hotham from 1990 to 2013 and held a number of ministerial portfolios in the Hawke, Keating, Rudd and Gillard governments.

He was a wise, thoughtful and egalitarian Labor man, who left an enduring legacy for all working Australians.

Council expresses sincere condolences to Mr Crean’s wife Carole, family and friends at this sad time.

Note:

The Chamber observed a minute silence.

8. Minutes of the Lord Mayor

8.1

Supporting Local Homelessness Service Providers

(Report by Lord Mayor Councillor Sameer Pandey)

4356

RESOLVED The Lord Mayor Councillor Pandey and Councillor Bradley

(a) That Council recognise the current cost of living crisis and its

significant impact on those experiencing homelessness or at risk of homelessness in the City of Parramatta community.

(b) That Council donate $1,500 to each of the following local homelessness support service providers:

a. Parramatta Mission

b. St Vincent de Paul

c. Uniting Youth2Home, Men2Home and Women2Home

d. Jesuit Refugee Service

(c) That Council writes to each of these providers advising of these donations for the purpose of assisting those experiencing homelessness or at risk of homelessness in the Parramatta LGA.

(d) Further, that Council note a donation of $1,000 was made by Council to The Salvation Army’s Western Sydney Red Shield Appeal 2023 following the resolution of 8 May 2023.

8.2

Conversion of former Royal Oak Hotel site at North Parramatta into

an urban park

(Report by Lord Mayor Councillor Sameer Pandey)

4357

RESOLVED The Lord Mayor Councillor Pandey and Councillor Bradley

(a) That Council note that the former Royal Oak Hotel site at North Parramatta, which was acquired by Transport for NSW as part of the Parramatta Light Rail (PLR) Stage 1 development, is currently vacant land and is apparently, deemed surplus to PLR needs; and

(b) Further, that the Lord Mayor write to the Minister for Transport, The Hon. Jo Haylen MP and the Minister for Planning and Public Spaces, The Hon. Paul Scully MP:

i. noting that Council has apparently been verbally advised that the former Royal Oak Hotel in North Parramatta has been deemed surplus to PLR needs;

ii. requesting that the NSW Government convert the site to an urban park for community use and to use the heritage former stables building for a suitable purpose, and

iii requesting that the NSW Government consult with Council on the use of the former stables and the design of the proposed urban park.

8.3

Advocacy for improved motorist safety at the M4 Motorway Church

Street off-ramp

(Report by Lord Mayor Councillor Sameer Pandey)

4358

RESOLVED The Lord Mayor Councillor Pandey and Councillor Prociv)

(a) That Council write to the Hon John Graham, MLC Minister for Roads to advocate for improved motorist safety on the M4 Motorway at the eastbound approach to the Church Street off-ramp.

(b) That Council acknowledge the work that TfNSW has done in recent years to upgrade the M4 at Church Street and the M4 Smart Motorway project.

(c) Further, that Council request that TfNSW do more to warn motorists of traffic conditions on the approach to this exit and to monitor the speed of traffic and reduce the speed limit for vehicles on the exit ramp.

9. Public Forum

	Speaker	Report No	Report Title
1	Monica Kelly	D09028461	Item 13.2 Lake Parramatta Swimming Area Upgrade

10. Petitions

There were no petitions tabled at this meeting.

11. Rescission Motions

11.1

Proposed Suburb Boundary Adjustment between Harris Park and

Parramatta (Item 13.3 from Ordinary Council Meeting of 13 June

2023)

(Report by Councillor Garrard)

4359

RESOLVED Councillor Garrard and Councillor Wang

That consideration of the rescission motion be deferred to a future meeting to be held on 24 July 2023.

Recording of Voting:

For the Motion: Councillors Valjak, Green, Siviero ,Garrard, Wang, Wearne, Noack, Pandey and Humphries

Against the Motion: Councillors Darley, Maclean, Esber, Prociv, Davis

and Bradley.

On being put to the Meeting, voting on this Motion was nine votes FOR and six votes AGAINST. The Motion was CARRIED.

	Procedural Motion
	RESOLVED Councillor Pandey and Councillor Garrard That the meeting be adjourned, the time being 7:28pm.
	Note: At the time the meeting was reconvened, the following Councillors were present: The Lord Mayor, Councillor Pandey and Councillors Bradley, Darley, Davis, Esber, Garrard, Green, Humphries, Maclean, Noack, Dr Prociv, Siviero, Valjak, Wang and Wearne.
Note:	Council reconvened at 7:34pm.

12. Reports to Council - For Notation

12.1

Investment Report for May 2023

(Report of Tax and Treasury Accountant)

4360

RESOLVED Councillor Maclean and Councillor Esber

That Council receive and note the Investment Report for May 2023.

13. Reports to Council - For Council Decision

13.1

Minutes of the Parramatta Traffic Committee meeting held on 17 May 2023

(Report of Traffic and Transport Manager)

4361

RESOLVED Councillor Noack and Councillor Green

(a) That Council note the minutes of the Parramatta Traffic Committee held on 17 May 2023, provided at Attachment 1.

(b) That Council approve the recommendations of the Parramatta Traffic Committee from the meeting held on 17 May 2023 provided at Attachment 1 and in this report, with the exception of Item 2, part 1 (recommending that approval of the road closure for an event be delegated to staff), noting the following financial implications for each item.

I. ITEM 2305 A1 PARKES STREET, HARRIS PARK – PROPOSED MEDIAN ISLAND

The median island is to be installed by the developer of 14-16 Parkes Street, Harris Park at no cost to Council. Accordingly, there is no direct impact to Council’s budget as a result of this proposal.

II. ITEM 2305 A2 PROPOSED EVENTS IN HARRIS PARK

All four events are to be organised by Little India Harris Park Business Association (LIHPBA). This matter has therefore no financial impact on Council.

(c) Further, that Item 2 part 1 not be approved and that Council note that if required the matter will be dealt with by an extraordinary Parramatta Traffic Committee meeting.

13.2	Lake Parramatta Swimming Area Upgrade (Report of Supervisor Open Space and Natural Resources)
	Motion Councillor Darley and Councillor Prociv (a) That Council notes the results of the second round of community consultation. (b) That Council approves the final concept plan at attachment three to this report, for the Lake Parramatta Swimming Area Upgrade project and notes the project will now proceed to the documentation, procurement, and construction phase. (c) Further, that there be an urgent workshop to discuss the functioning of the toilet facilities, including the sceptic tank, pump-out system, frequency of overflows and options for connecting the toilets to the existing nearby sewer line in Bristol Street and potential internal funding and external grant funding opportunities.
	Amendment Councillor Garrard and Councillor Wang That Council defer any approval of the concept plan to an urgent workshop to discuss the concerns that the residents have raised with Council. On being put to the Meeting, the Amendment was CARRIED. The Amendment then became the Motion.
4362	RESOLVED Councillor Garrard and Councillor Wang That Council defer any approval of the concept plan to an urgent workshop to discuss the concerns that the residents have raised with Council.
Note:	Councillor Esber left the meeting at 7.55pm and returned at 7.56pm.

	Procedural Motion
	RESOLVED Councillor Pandey and Councillor Esber That the meeting be adjourned, the time being 8:33pm.
	Note: At the time the meeting was reconvened, the following Councillors were present: The Lord Mayor, Councillor Pandey and Councillors Bradley, Darley, Davis, Esber, Garrard, Green, Maclean, Noack, Dr Prociv, Siviero, Valjak, Wang and Wearne.
Note:	Council reconvened at 8:46pm.

13.3

DEFERRED ITEM 13.1 FROM OCM 22052023: Proposal to Name the

Unnamed Laneway in Northmead

(Report of Senior Project Officer Place Services)

4363

RESOLVED Councillor Humphries and Councillor Bradley

That consideration of the matter be deferred to a future Council

Meeting and to enable the matter to be referred to the Heritage Advisory

Committee to obtain advice on the proposed names of the unnamed

laneway in Northmead and to allow Council staff to provide Council with

alternative naming options.

Note:

A question was taken on notice for this item.

13.4	Delivery Program 2022-26, Operational Plan & Budget 2023/24 (Report of Corporate Strategy Manager; Chief Finance Officer)
	Motion Councillor Maclean and Councillor Esber (a) That Council adopt the four-year Delivery Program (2022/23 – 2025/26) and one-year Operational Plan (2023/24) (DPOP), inclusive of: 1 The Annual Budget 2023/24 2 The Schedule of Fees and Charges 2023/24 (to commence from 1 July 2023) with an addition of an item under section 1.9-1.13 for 4 hours free parking and a $10 daily flat rate for longer than 4 hours on Sundays. 3 The following amendments: i. Addition of a Customer Service Improvement Project. This project will be established as a key project on page 79 within the Customer Contact Centre. Its purpose is to review Council's current customer service approach and implement an improvement program organisation wide. ii. Addition of a Property Strategy Project. This project will be established as a key project on page 97 under Property Development. Its objective is to develop a comprehensive property strategy that outlines Council's approach to managing commercial property holdings and future investments. iii. Addition of an Events Strategy Project. This project will be established as a key project on page 80 within the Events and Festivals department. Its focus is to review Council's Events Strategy, ensuring it aligns with the evolving needs of our community. (b) That Council note the submissions received via the public exhibition process, and as outlined in the Engagement Outcomes Report (Attachment 6), have been taken into consideration in the finalisation of the Delivery Program 2022-26 and Operational Plan & Budget 2023/24. (c) That Council adopt expenditure totalling $614.7m in the Budget 2023/24 (which incorporates the draft operating and capital budgets) and the funds to cover such expenditure be voted. (d) 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 DPOP, Budget and Fees & Charges before print and publication. Recording of Voting: On being put to the Meeting, voting on this Motion was six votes FOR and eight votes AGAINST. The Motion was LOST.
	Amendment Councillor Garrard and Councillor Green (a) That Council adopt the four-year Delivery Program (2022/23 – 2025/26) and one-year Operational Plan (2023/24) (DPOP), inclusive of: 1 The Annual Budget 2023/24 2 The Schedule of Fees and Charges 2023/24 (to commence from 1 July 2023). 3. And with the exclusion of the IPART approved rate peg of 3.7% (b) That Council note the submissions received via the public exhibition process, and as outlined in the Engagement Outcomes Report (Attachment 6), have been taken into consideration in the finalisation of the Delivery Program 2022-26 and Operational Plan & Budget 2023/24 (c) That Council adopt expenditure totalling $614.7m in the Budget 2023/24 (which incorporates the draft operating and capital budgets) and the funds to cover such expenditure be voted. (d) 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 DPOP, Budget and Fees & Charges before print and publication. Recording of Voting: On being put to the Meeting, voting on this Amendment was six votes FOR and eight votes AGAINST. The Amendment was LOST. Note: Councillor Noack abstained from voting on this matter.
	Foreshadowed Motion Councillor Garrard and Councillor Wearne (a) That Council adopt the four-year Delivery Program 2025/26) and one-year Operational Plan (2023/24) (DPOP), inclusive of: 1 The Annual Budget 2023/24 2 The Schedule of Fees and Charges 2023/24 (to commence from 1 July 2023). (b) That Council note the submissions received via the public exhibition process, and as outlined in the Engagement Outcomes Report (Attachment 6), have been taken into consideration in the finalisation of the Delivery Program 2022-26 and Operational Plan & Budget 2023/24 (c) That Council adopt expenditure totalling $614.7m in the Budget 2023/24 (which incorporates the draft operating and capital budgets) and the funds to cover such expenditure be voted. (d) 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 DPOP, Budget and Fees & Charges before print and publication. Recording of Voting: On being put to the Meeting, voting on this Motion was fourteen votes FOR and one vote AGAINST. The Motion was CARRIED. The Foreshadowed Motion became the Motion.
4364	RESOLVED Councillor Garrard and Councillor Wearne (a) That Council adopt the four-year Delivery Program (2022/23 – 2025/26) and one-year Operational Plan (2023/24) (DPOP), inclusive of: 1 The Annual Budget 2023/24 2 The Schedule of Fees and Charges 2023/24 (to commence from 1 July 2023). (b) That Council note the submissions received via the public exhibition process, and as outlined in the Engagement Outcomes Report (Attachment 6), have been taken into consideration in the finalisation of the Delivery Program 2022-26 and Operational Plan & Budget 2023/24. (c) That Council adopt expenditure totalling $614.7m in the Budget 2023/24 (which incorporates the draft operating and capital budgets) and the funds to cover such expenditure be voted. (d) 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 DPOP, Budget and Fees & Charges before print and publication.
Note:	Councillor Noack left the meeting at 9:48pm and returned at 9:50pm.

14. Notices of Motion

14.1

Opportunities to Improve Streetscape Planning and Strategies

(Report by Councillor Siviero)

4365

RESOLVED Councillor Siviero and Councillor Garrard

That the CEO prepare a report outlining Council’s existing strategy for implementing town centre and streetscape improvements and options to improve the approach in the future. The report should address, amongst other things:

i. The current methodology for identifying, prioritising and planning works that contribute to the enhancement of streetscapes and town centres in the City;

ii. Current and potential incentives available for both public and private landowners to undertake improvements on their sites that will enhance the amenity of the public domain;

iii. An exploration of opportunities to utilise planning controls in order to improve the treatment/upgrade of footpath verges and public areas;

iv. An assessment of the annual budget allocations and maintenance programs (including agreements with State agencies) that currently exist and opportunities for improvements; and

v. An evaluation of potential grant or other funding opportunities to enhance Council's capacity for delivering streetscape and town centre upgrades.

Note:

Councillor Maclean left the meeting at 9.54pm and returned at 9.56pm.

Councillor Valjak left the meeting at 9.57pm and returned at 9.58pm.

Councillor Davis left the meeting at 10:00pm.

14.2

Councillors' Ward Initiatives Budget

(Report by Councillor Humphries)

4366

RESOLVED Councillor Humphries and Councillor Garrard

(a) That Council approve the rollover of $1,077,070 of unallocated Ward Initiatives Budget from the FY2022/23, on a ward by ward basis, in the FY2023/24 Budget.

(b) That Council approve continuation of the Ward Initiatives Budget at $150,000 per Ward ($120,000 capital and $30,000 operational), in the FY2023/24 Budget.

(c) Further, that the Chief Executive Officer prepare a Councillor Ward Initiatives Policy for approval by Council, to support the administration of the Ward Initiatives Budgets in FY2023/24, having regard to similar successful policies currently operating in New South Wales and Victorian councils.

14.3

Potential Installation of Safe Haven Baby Boxes

(Report by Councillor Humphries)

4367

RESOLVED Councillor Humphries and Councillor Esber

The matter was withdrawn.

14.4

Review of City Events and Festivals Strategy

(Report by Councillor Noack)

4368

RESOLVED Councillor Noack and Councillor Siviero

a) That the CEO undertake a review of Council’s Events Strategy and prepare a report to Council that ensures Council’s Events Strategy continues to address local community needs whilst also helping to position the City of Parramatta as an international destination. The report should address, amongst other things:

(i) The potential to increase the annual events and festivals program budget in financial year 2024/2025;

(ii) The re-categorisation of the emerging Diwali celebration in Harris Park as a marquee city event for future years;

(iii) The integration of existing sponsorship and marketing policies into the Strategy; and

(iv) A review of the existing categories and budgets for city events having regard to emerging community trends and the changing demographics of the City.

b) Further, that Council provide in-kind support to the organisers of the local community’s 2023 Diwali events, such as assistance with traffic management and event programming.

14.5

Verge Planting and Landscaping Treatments at Entry Points to the

City of Parramatta

(Report by Councillor Prociv)

4369

RESOLVED Councillor Prociv and Councillor Esber

a) That Council investigate options to improve the visual amenity of the major entry points (gateways) to the City through the provision of verge planting and/or landscaping treatments in road reservations and suitable adjoining public spaces.

b) Further, that Council investigate funding to undertake a pilot project of verge/landscape planting within the neglected open space areas surrounding the entry point to the City near the James Ruse Drive arterial road exit ramp near the M4 motorway intersection at Rosehill.

Note:

Councillor Davis returned at 10.08pm.

Councillor Wearne left the meeting at 10.16pm.

14.6

Parramatta as a C40 Global City

(Report by Councillor Bradley)

4370

RESOLVED Councillor Bradley and Noack

That the CEO provide a report to Council prior to November 2023, regarding the feasibility of the City of Parramatta becoming a global C40 City. The report should include, amongst other things:

i. The benefits and opportunities for our City;

ii. The process for being recognised as a C40 City;

iii. How the accreditation will integrate with Council’s existing strategic plans;

iv. Appropriate membership types;

v. Potential partners and collaborators to support Council’s bid; and

vi. An outline of the likely costs of preparing the bid and ongoing membership costs should Council be successful.

Note:

Councillor Wearne returned at 10.18pm.

14.7

Defibrillators at Community Centres

(Report by Councillor Valjak)

4371

RESOLVED Councillor Valjak and Councillor Noack

(a) That Council note the life-saving work conducted by local charity, The Michael Hughes Foundation, and congratulate the charity on its recent merger with Heart of the Nation.

(b) That the Chief Executive Officer prepare a report investigating the costs associated with expanding the provision, installation and maintenance of defibrillators/AED units at Council’s community centres, with a priority on those facilities most used for seniors (over 55s) programs.

(c) Further, that the Lord Mayor write to State Member for Parramatta requesting a review of the relevant legislation pertaining to defibrillators to mandate the provision of defibrillators in a similar manner to the legislation that relates to fire extinguishers in commercial and community buildings.

Note:

Councillor Davis retired from the meeting at 10:23pm.

14.8

Damaging Increase in Emergency Services Levy on Councils

(Report by Councillor Garrard)

4372

RESOLVED Councillor Garrard and Councillor Siviero

a) That the Lord Mayor write to the NSW Treasurer, the Hon Daniel Mookhey MP, the Minister for Emergency Services, the Hon Jihad Dib MP, the Minister for Local Government, the Hon Ron Hoenig MP and all State Members within the LGA

i. Expressing Council’s strong opposition to the NSW Government’s decision to scrap the Emergency Services Levy (ESL) subsidy for councils, and at a time after Council has publicly advertised its Operational Plan and annual budget to the community; and

ii. Calling on the NSW Government to undertake a thorough review of the ESL, with a view to implementing a fair, transparent and financially sustainable funding method that does not adversely impact local government. This review should include consultation with local government.

b) Further, that Council provide a copy of the above letter to Local Government NSW.

14.9

Community Pantry Initiative

(Report by Councillor Darley)

4373

RESOLVED Councillor Darley and Councillor Prociv

(a) That the CEO prepare a report to Council detailing the range of support available to those in need in our community for free or low-cost food, groceries, pantry staples and personal products and how this support is promoted to people in need.

(b) That, the report identify, amongst other things, gaps in services, promotion/communications and other specific needs of the community services and organisations providing this support, including opportunities for Council to assist in addressing any identified gaps.

(c) Further, that the report address how to allocate and distribute the $16,500, saved from the Councillor allowance not being increased in the 2023/24 budget, to organisations providing food relief in the Parramatta LGA.

Note:

Councillor Wearne retired from the meeting at 10.39pm.

15. Questions with Notice

There were no Questions with Notice from the 13 June 2023 Council Meeting.

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.

RESOLVED Councillor Esber and Councillor Maclean

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 Tender 30/2022 Office Refurbishment at 4 Bridge Street, Granville. (D08961581) - This report is confidential in accordance with section 10A (2) (d) of the Local Government Act 1993.

16.2 Appointment of Consultancy for Civic Link Block 3 Design Services ITT03/2023. (D08955458) - This report is confidential in accordance with section 10A (2) (c) (d) of the Local Government Act 1993.

16.3 Approval of Stage 2 Parramatta Light Rail Enabling Works Project Agreement. (D08935009) - This report is confidential in accordance with section 10A (2) (d) of the Local Government Act 1993.

16.4 Acquisition of Crown Land fronting Rawson Street, Epping to Facilitate Access. (D08903667) - This report is confidential in accordance with section 10A (2) (c) of the Local Government Act 1993.

16.5 Proposed Lease of Shop 1/4-14 Hunter Street, Parramatta (Justice Precinct Car Park). (D08996000) - This report is confidential in accordance with section 10A (2) (c) (d) of the Local Government Act 1993.

16.6 Purchase of Property in North Parramatta for Council's Community Recycling Centre. (D09016838) - This report is confidential in accordance with section 10A (2) (c) (f) of the Local Government Act 1993.

Procedural Motion

RESOLVED Councillor Esber and Councillor Maclean

That Items 16.1 to 16.6 with the exception of 16.5 are resolved enbloc with the recommendations of staff being adopted.

16.1

Tender 30/2022 Office Refurbishment at 4 Bridge Street, Granville

(Report of Project Manager)

4374

RESOLVED Councillor Esber and Councillor Maclean

(a) That Council appoint 2020 Projects Pty Ltd (ABN: 35 114 198 140) as the preferred proponent for the fitout and office refurbishment at No. 4 Bridge Street, Granville for the contract sum of $506,622.00 (excl. GST).

(b) That all unsuccessful tenderers be advised of Council’s decision in this matter.

(c) That Council approve additional expenditure from the nominated contract contingency sum of $50,662.20 where needed to meet the requirements of the project and in accordance with the existing contract terms and project management framework of the organisation.

(d) Further, that Council delegate authority to the Chief Executive Officer to finalise and execute all necessary documents.

16.2

Appointment of Consultancy for Civic Link Block 3 Design Services

ITT03/2023

(Report of Group Manager Infrastructure Planning and Design)

4375

RESOLVED Councillor Esber and Councillor Maclean

(a) That Council appoint McGregor Coxall Pty Ltd as the principal contractor for ITT 03/2023 Civic Link Block 3 Design Services Consultancy, for the contract sum of $1,460,720.00 (excl. GST).

(b) That all unsuccessful tenderers be advised of Council’s decision on this matter.

(c) That Council approve additional expenditure from the nominated contract contingency sum of $292,144.00 where needed to meet the requirements of the project and in accordance with the existing contract terms and project management framework of the organisation.

(d) Further, that Council delegate authority to the Chief Executive Officer to finalise and execute all necessary documents.

16.3

Approval of Stage 2 Parramatta Light Rail Enabling Works Project

Agreement

(Report of Project Interface Manager - Parramatta Light Rail)

4376

RESOLVED Councillor Esber and Councillor Maclean

(a) That Council note its support and approve entering into the Stage 2 Parramatta Light Rail Enabling Works Project Agreement (for the proposed bridge over the Parramatta River and landings linking Melrose Park and Wentworth Point), as an essential component of Stage 2 of the Parramatta Light Rail Project.

(b) That the Lord Mayor and Chief Executive Officer execute and affix the common seal of Council to the Stage 2 Parramatta Light Rail Enabling Works Project Agreement with Transport for NSW in respect of the Stage 2 Parramatta Light Rail Enabling Works Project, the terms of which shall be consistent with Attachment 1, subject only to minor finalisation amendments to this documentation (hereafter, "Project Agreement").

(c) Further, that Council delegate authority to the Chief Executive Officer to execute all other necessary documents, ancillary agreements (including the form of any agreements attached to the Project Agreement) and other land dealings identified in the Project Agreement necessary to implement and manage Council's obligations under the Project Agreement.

16.4

Acquisition of Crown Land fronting Rawson Street, Epping to

Facilitate Access

(Report of Development Manager; Development Manager Property

Development)

4377

RESOLVED Councillor Esber and Councillor Maclean

(a) That Council delegate authority to its Chief Executive Officer to negotiate with the landowner and any other interest holders of Lot 1 in DP1294062, identified in Attachment 1 of this report, to acquire their interests in that land for road purposes to facilitate access to Boronia Park and improve the road network in Epping Town Centre pursuant to Council’s legislative authority under sections 177 and 178 of the Roads Act 1993 (NSW).

(b) That, if agreement cannot be reached with the landowner and/or other interest-holders of Lot 1 in DP1294062, Council approve the compulsory acquisition of those relevant interests in Lot 1 in DP1294062 pursuant to its legislative authority under sections 177 and 178 of the Roads Act 1993 (NSW) and in accordance with the Land Acquisition (Just Terms Compensation) Act 1991 (NSW) and delegate authority to its Chief Executive Officer to make an application to:

i. the Minister for Local Government to issue Proposed Acquisition Notice(s) under the Land Acquisition (Just Terms Compensation) Act 1991 (NSW) for Council to compulsorily acquire Lot 1 in DP1294062 and

ii. the Governor of NSW for the publication of an Acquisition Notice in the NSW Government Gazette under the Land Acquisition (Just Terms Compensation) Act 1991 (NSW) for Council to compulsorily acquire Lot 1 in DP1294062.

(c) That Council affix the Common Seal of Council to any documents required to be sealed as part of the process for Council to acquire Lot 1 in DP1294062

(d) That Council delegate authority to its Chief Executive Officer to execute any documents required to be executed as part of the process for Council to compulsorily acquire Lot 1 in DP1294062 that do not require the Common Seal of Council.

(e) Further that, in accordance with section 31(2) of the Local Government Act 1993 (NSW), Council classify Lot 1 in DP1294062 as ‘Operational Land’.

16.5

Proposed Lease of Shop 1/4-14 Hunter Street, Parramatta (Justice

Precinct Car Park)

(Report of Space Management Officer)

4378

RESOLVED Councillor Darley and Councillor Valjak

That the consideration of the matter be deferred to the next Council meeting 10 July 2023

16.6

Purchase of Property in North Parramatta for Council's Community

Recycling Centre

(Report of Property Officer)

4379

RESOLVED Councillor Esber and Councillor Maclean

(a) That Council approve the acquisition of Lot 417 DP1167391 on the terms and conditions outlined in this report.

(b) That Council classify the land identified being Lot 417 DP1167391 as Operational upon transfer of the land.

(c) Further, that Council delegate authority to the Chief Executive Officer to finalise and execute all associated documents in order to complete his matter.

	Matter of Urgency
4380	RESOLVED Councillor Noack and Councillor Siviero That a procedural motion be granted to consider a matter of urgency in relation to Parramasala Corporation and Festival prior to 30 June 2023. The Deputy Lord Mayor ruled the matter urgent in accordance with clause 9.3 of Council’s Code of Meeting Practice.
4381	RESOLVED Councillor Noack and Councillor Siviero (a) That Council note that the board of Parramasala Ltd met on Friday 23 June 2023 and considered the potential dissolution of the entity and the transfer of any remaining funds and Trademark to the City of Parramatta. (b) That Council delegate authority to the CEO to negotiate and execute the transfer of remaining Parramasala Ltd funds and Trademark to the City of Parramatta, subject to the following: i. Council assuming no legal or financial risks from Parramasala Ltd; ii. The funds are not hypothecated to any specific event, promotion, or sponsorship; iii. The dissolution of Parramasala Ltd occurs before 1 January 2024; iv. The receipt of legal advice confirming there is no impediment to Council acquiring the remaining Parramasala Ltd funds and Trademark. (c) Further, that the outcome regarding the potential transfer of remaining Parramasala Ltd funds and Trademark to the City of Parramatta be communicated to Councillors prior to the CEO executing the relevant documents.
Note:	The Lord Mayor declared a significant non-pecuniary interest on this Item and left the meeting. He did not vote on the Item. The Deputy Lord Mayor chaired the meeting.

OPEN SESSION

4382

RESOLVED Councillor Esber and Councillor Siviero

That the meeting revert to Open Session, time being 11:26pm.

Note:

The Lord Mayor returned to the chamber at 11.26pm and resumed chairing the meeting.

17. REPORTS OF RESOLUTIONS PASSED IN CLOSED SESSION

The Chief Executive Officer read out the resolutions for Items 16.1 to 16.6 and the Matter of Urgency.

18. CONCLUSION OF MEETING

The meeting concluded at 11:30pm.

This page and the preceding 19 pages are the Minutes of the Ordinary Council Meeting held on Monday, 26 June 2023 and confirmed on Monday,10 July 2023.

Chairperson

Council 10 July 2023 Item 13.1

REPORTS TO COUNCIL - FOR COUNCIL DECISION

ITEM NUMBER 13.1

SUBJECT 2023/2024 Making of the Rates and Annual Charges

REFERENCE F2022/03176 - D09034330

REPORT OF Rates & Receivables Manager

CSP THEme FAIR

workshop/briefing date: 10^th Jul 2023

PURPOSE:

The purpose of this report is to make the Rates and Charges for 2023/24 and adopt the interest rate payable on overdue rates and charges.

RECOMMENDATION

(a) That Council:

(i) Make the Rates and Charges for the 2023/24 rating year as outlined in this report using the land values with a base date valuation of 1 July 2022:

(ii) Make two (2) ordinary rates, being Residential and Business;

(iii) Categorise the Business rate into:

· Business General

· Central Business District

· Central Business District – Centre of Activity No 2

· Industrial Centres of Activity

(iv) Continue with the minimum rate/ ad-valorem basis of rating

(b) That Council take up the Rate Peg increase of 3.7% for 2023/2024 as approved by IPART.

(c) That Council note that the City of Parramatta continues to recognise that certain ratepayers in the community may have difficulty in meeting their Rates and Charges commitments due to genuine hardship and prescribes policy and procedures to provide financial assistance to these ratepayers.

(d) That Council:

(i) Make the ordinary rates for all rateable land within the City of Parramatta, which is categorised as Residential land (Residential), an ordinary rate-in-the-dollar of zero point zero zero one zero four six six two (0.00104662) upon the land value.

(ii) Note the minimum amount of the Residential rate which shall be payable for the year in respect of any individual parcel of this land categorized as Residential land (Residential) is seven hundred and fifty-two dollars ($752.00).

(iii) Make the ordinary rates for all rateable land within the City of Parramatta which is categorised as Business General (Business General) land (and is not within the subcategories of Business land referred to in paragraphs v to ix below), an ordinary rate-in-the-dollar of zero point zero zero two seven nine two nine seven (0.00279297) upon the land value.

(iv) Note the minimum amount of the Business General rate which shall be payable for the year in respect of any individual parcel of this land categorized as Business General land is five hundred thirty-one dollars and forty-six cents ($531.46).

(v) Make the ordinary rates for all rateable land within the City of Parramatta which is categorised as business land and is within the sub-category of Central Business District (CBD), an ordinary rate-in-the-dollar of zero point zero zero seven seven three three four six (0.00773346) upon the land value.

(vi) Note the minimum amount of the Business CBD rate which shall be payable for the year in respect of any individual parcel of this land categorized as business land within the sub-category of Central Business District (CBD) as seven hundred seventy dollars and sixty-two cents ($770.62).

(vii) Make the ordinary rates for all rateable land within the City of Parramatta which is categorised as Business land and is within the sub-category of Central Business District – Centre of Activity Area No 2 (CBD #2), an ordinary rate-in-the-dollar of zero point zero one eight seven three nine six four (0.01873964) upon the land value.

(viii) Make the ordinary rates for all rateable land within the City of Parramatta which is categorised as Business land and is within the sub-category of “Industrial Centres of Activity” (Business ICA) because it is within the suburbs of Camellia, Chester Hill, Clyde, Eastwood, Ermington, Granville, Guildford, Melrose Park, Merrylands, Northmead, North Parramatta, Old Toongabbie, Parramatta, Pendle Hill, Rosehill, Rydalmere, Seven Hills, Toongabbie, Wentworthville, Silverwater, North Rocks, an ordinary rate-in-the-dollar of zero point zero zero three eight six nine three two (0.00386932) upon the land value.

(ix) Note the minimum amount of the rate which shall be payable for the year in respect of any individual parcel of this land categorized as Business land within the sub-category of “Industrial Centres of Activity” is seven hundred seventy dollars and sixty-two cents ($770.62).

(e) Domestic Waste Management Charges

That Council, in the case of all rateable land within the City of Parramatta Council, for which a Domestic Waste Management (DWM) service is provided or proposed to be provided in accordance with s496 of the Local Government Act 1993 set the following Domestic Waste Management Charges:

(i) A Domestic Waste Management Charge of four hundred fifty-seven dollars and eighty-five cents ($457.85) for:

· Removal once weekly of the contents of an 80-litre capacity garbage container, and to make a further pro-rata charge for each additional service requested; and

· The removal once fortnightly of an additional 240-litre recycling bin for all recyclable material such as paper, glass, PET plastics and the like, and to make a further pro-rata charge of one hundred twenty-nine dollars and ninety-nine cents ($129.99) for each additional fortnightly recycling service.

· The removal once fortnightly of an additional 240-litre garden waste bin for all grass clippings, pruning, leaves, woodchip and the like, and to make a further pro-rata charge of one hundred twenty-nine dollars and ninety-nine cents ($129.99) for each additional garden waste service.

(ii) A Domestic Waste Management Charge of five hundred dollars and fifty-four cents ($500.54) for:

· Removal once weekly of the contents of a 140-litre capacity garbage container (including shared services), and to make a further pro-rata charge for each additional service requested; and

(iii) A Domestic Waste Management Charge of seven hundred fifty-four dollars and sixty-nine cents ($754.69) for:

· The removal once weekly of the contents of a 240-litre capacity garbage container (including shared services), and to make a further pro-rata charge for each additional service requested; and

(iv) A Domestic Waste Management Charge of one thousand nine hundred dollars and seventy-one cents ($1900.71) for:

· The removal once weekly of the contents of a 660-litre capacity garbage container, and to make a further pro-rata charge for each additional service requested.

(v) A Domestic Waste Management Charge of two thousand six hundred five dollars and eighty-four cents ($2605.84) for:

· The removal once weekly of the contents of an 1100-litre capacity garbage container, and to make a further pro-rata charge for each additional service requested.

(vi) A Domestic Waste Management Availability Charge of eighty-nine dollars and eighty-eight cents ($89.88), where a domestic waste service is available to vacant residential land and where service is available but not used.

(f) Commercial Garbage Charges:

That Council, in the case of all rateable land within the City of Parramatta for which a Commercial Waste Management service is provided or proposed to be provided, in accordance with s501 of the Local Government Act 1993, set the following Commercial Garbage Charges:

(i) 140-litre Commercial Garbage Charge of five hundred eighteen dollars and two cents ($518.02) for

· Removal once weekly of the contents of a 140-litre capacity garbage container, and to make a further pro-rata charge for each additional service requested.

(ii) 240-litre Commercial Garbage Charge of seven hundred eighty dollars and forty-seven ($780.47) for

· Removal once weekly of the contents of a 240-litre capacity garbage container, and to make a further pro-rata charge for each additional service requested.

· The removal once weekly 240-litre recycling bin for all recyclable material such as paper, glass, PET plastics and the like, and to make a further pro rata charge of one hundred thirty-seven dollars and thirty-four cents ($137.34) for each additional weekly recycling service.

· The removal once fortnightly of a 240-litre garden waste bin for all grass clippings, pruning, leaves, woodchip and the like, and to make a further pro-rata charge of one hundred thirty-seven dollars and thirty-four cents ($137.34) for each additional fortnightly garden waste service.

(iii) 660-litre Commercial Garbage Charge of one thousand nine hundred fifty-four dollars and thirty-seven cents ($1954.37) for

· Removal once weekly of the contents of a 660-litre capacity garbage container, and to make a further pro-rata charge for each additional service requested

(iv) 1100-litre Commercial Garbage Charge of two thousand seven hundred forty-two dollars and thirty-four cents ($2742.34) for

· Removal once weekly of the contents of a 1100-litre capacity garbage container, and to make a further pro-rata charge for each additional service requested.

(v) 660-litre Commercial Recycling Charge of six hundred sixty-two dollars and sixty cents ($662.60) for

· Removal once weekly of the contents of a 660-litre capacity recycling container, and to make a further pro-rata charge for each additional service requested.

(vi) 1100-litre Commercial Recycling Charge of eight hundred ninety-seven dollars and fifty-four cents ($897.54) for

· Removal once weekly of the contents of a 1100-litre capacity recycling container, and to make a further pro-rata charge for each additional service requested.

(vii) 80-litre Commercial Waste Charge four hundred sixty-six dollars and seventy-three cents ($466.73) for:

· Removal once weekly of the contents of an 80-litre capacity garbage container, and to make a further pro-rata charge for each additional service requested:

(g) Stormwater Management Services Charges

That Council make the following Stormwater Management Service Charges:

(i) In the case of all parcels of rateable urban land (excluding strata properties and vacant land) within the City of Parramatta which are categorised as Residential or Residential CBD an annual charge of twenty-five dollars ($25.00) per assessment.

(ii) In the case of all rateable strata properties within the City of Parramatta which are categorised as Residential or Residential CBD an annual charge of twelve dollars and fifty cents ($12.50) per assessment.

(iii) In the case of all parcels of rateable urban land within the City of Parramatta which are categorised or sub-categorised as Business properties (excluding vacant land) an annual charge of twenty-five dollars ($25.00) per 350 square metres or part thereof capped at five hundred dollars ($500.00).

(iv) In the case of all rateable strata properties within the City of Parramatta which are categorised as Business or Business CBD an annual charge of twenty-five dollars ($25.00) per 350 square metres or part thereof capped at five hundred dollars ($500.00). This charge is then divided according to the unit entitlements of each lot, with a minimum payable amount of five dollars ($5.00).

(h) Further, that Council adopt and charge the maximum rate of interest payable on overdue rates and charges for the period 1 July 2023 to 30 June 2024 being 9.0% per annum.

BACKGROUND

1. The draft Rates and Annual Charges for 2023/24 were included in the DPOP placed on a statutory 28-day public exhibition period between 10 May 2023 to 07 June 2023.

2. General increases in Council Rates are governed by IPART. For the 2023/24 rating year IPART had determined that the maximum allowable general increase of 3.7%.

3. To make the Rates and Annual Charges for the 2023/24 rating year Council is required to resolve the making of all rates and annual charges in accordance with the Local Government Act 1993 & Local Government (General) Regulation 2021.

RATES FOR 2023/2024

6. It is recommended the Rates and Charges rates be made and levied for the 2023/24 financial year as per the Recommendation.

Interest on Overdue Rates & Charges

7. In accordance with s566(3) of the Act, the Minister for Local Government has determined that the maximum rate of interest payable on overdue rates and charges for the 2023/24 rating year will be 9%. It is recommended that the maximum interest rate allowable of 9% be adopted and applied for the 2023/24 rating year.

Rates & Charges Hardship

8. The City of Parramatta recognises that certain ratepayers in the community may have difficulty in meeting their Rates & Charges commitments due to genuine hardship. Attachment 1 contains the current prescribed hardship policy and procedures to provide financial assistance to ratepayers in difficulty, which include provisions for assistance by periodical payment arrangements and writing off accrued interest and costs.

9. The City of Parramatta also offers eligible pensioners an additional voluntary rebate of up to $100 for those pensioners owning property within the municipality for five or more years. This is in addition to the mandatory rebate of up to $250 to eligible pensioners, as prescribed under s575 of the Local Government Act 1993.

CONSULTATION & TIMING

10. Following endorsement by Council on 8 May 2023, the DPOP inclusive of the draft Rates and Annual Charges 2023/24 was placed on public exhibition.

11. The Engagement Outcomes report raised no concerns or questions regarding the rating information.

Stakeholder Consultation

12. The following stakeholder consultation has been undertaken in relation to this matter:

Date

Stakeholder

Stakeholder Comment

Council Officer Response

Responsibility

10/5/2023 -

07/06/2023

(28 days)

Public Exhibition

Summarised in Attachment 2 – Public Exhibition Engagement Outcomes Report previously tabled

Feedback considered in development of final drafts.

City Strategy; Finance

Councillor Consultation

13. The following Councillor consultation has been undertaken in relation to this matter:

Date	Councillor	Councillor Comment	Council Officer Response	Responsibility
30 March 2023	Finance Committee	Presentation of Draft Budget	Questions taken regarding various rate pegging scenarios, and guidance incorporated.	Finance
14 June 2023	Councillor Workshop	Presentation of public exhibition feedback, final changes proposed to DPOP and Budget	Questions taken and guidance incorporated into draft plans.	City Strategy; Finance

LEGAL IMPLICATIONS FOR COUNCIL

14. To avoid any adverse legal implications, Council is required to resolve the making of all rates and annual charges in accordance with the Local Government Act 1993 & Local Government (General) Regulation 2021.

FINANCIAL IMPLICATIONS FOR COUNCIL

15. Financial implications are set out in Council’s 2023/24 Delivery Program and Operational Plan.

Amit Sharma

Chief Finance Officer

John Angilley

Executive Director Finance & Information

Gail Connolly

Chief Executive Officer

Attachments:

1 ⇩	Rates Hardship Policy	10 Pages
2 ⇩	DPOP 2023-2024 Engagement Evaluation and Summary Report	14 Pages

REFERENCE MATERIAL

Council 10 July 2023 Item 13.2

REPORTS TO COUNCIL - FOR COUNCIL DECISION

ITEM NUMBER 13.2

SUBJECT Public Exhibition of Draft Procurement Policy

REFERENCE F2022/03176 - D09001463

REPORT OF Policy Officer

CSP THEME: FAIR

workshop/briefing date: Policy Review Committee – 30 May 2023

Finance Committee – 6 June 2023

PURPOSE:

To seek Council’s endorsement to place the draft Procurement Policy (Policy 287) on public exhibition.

RECOMMENDATION

(a) That the draft Procurement 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 Procurement Policy for public exhibition to give effect to Council’s resolution.

(c) Further, that staff prepare a report to Council following the exhibition period to present a final draft Procurement Policy for adoption.

BACKGROUND

1. Council’s existing Procurement Policy (Policy 287) was last adopted by Council on 26 August 2019 and is now due for review.

ISSUES/OPTIONS/CONSEQUENCES

2. Before adopting the draft Policy, Council must place the document on public exhibition for a period of 28 days. This report is seeking Council’s approval to place the draft Procurement Policy on public exhibition. The submission period is likely to close in early August 2023.

3. Once submissions have closed a further report will be presented to Council incorporating any public comment at a meeting in August 2023, where Council will be required to adopt the final Policy. This document will become effective once it is adopted by Council.

CONSULTATION & TIMING

Stakeholder Consultation

4. The following stakeholders have been consulted and reviewed the draft Policy:

· Legal Services Unit,

· Leadership Team,

· Internal Ombudsman (IOSS),

· Policy Review Committee, and

· Finance Committee.

Time frame from exhibition to adoption of Policy:

· Council Meeting – 10 July 2023

o Council endorses the draft Policy for purposes of public exhibition.

· Public Exhibition – Exhibition dates approximately 11 July to 9 August 2023

· Council Meeting – 28 August 2023

o Council adopts the draft Policy

LEGAL IMPLICATIONS FOR COUNCIL

5. The draft Policy was reviewed by Legal Services in May 2023 and does not present any legal concerns.

FINANCIAL IMPLICATIONS FOR COUNCIL

6. If Council resolves to approve this report in accordance with the proposed resolution, there are no unbudgeted financial implications for Council associated with the exhibition and adoption of this draft Policy.

	FY 22/23	FY 23/24	FY 24/25	FY 25/26
Revenue
Internal Revenue
External Revenue
Total Revenue	Nil

Funding Source	N/A

Operating Result
External Costs
Internal Costs
Depreciation
Other
Total Operating Result	Nil

Funding Source	N/A

CAPEX
CAPEX
External
Internal
Other
Total CAPEX	Nil

Michelle Dunscombe

Procurement Contracts and Compliance Manager

John Angilley

Executive Director Finance & Information

Gail Connolly

Chief Executive Officer

Attachments:

1 ⇩	For Public Exhibition - Draft Procurement Policy 2023	6 Pages
2 ⇩	For Information - Procurement Policy Review 2023 - Summary of Proposed Changes	4 Pages
3 ⇩	For Information - Procurement Policy 2019 - Full markup of proposed changes	6 Pages

REFERENCE MATERIAL

Council 10 July 2023 Item 13.3

REPORTS TO COUNCIL - FOR COUNCIL DECISION

ITEM NUMBER 13.3

SUBJECT Public Exhibition of Alcohol Free Zones within the City of Parramatta LGA

REFERENCE F2022/03176 - D09018638

REPORT OF City Safe Operations Manager

CSP THEME: THRIVING

workshop/briefing date: NIL

PURPOSE:

To recommend new Alcohol Free Zones, that have been on public exhibition, for the City of Parramatta local government area.

RECOMMENDATION

(a) That Council endorse and establish the Alcohol Free Zones set out in Attachment 1 to operate for 4 years, commencing 7 days after the public notification of the Alcohol Free Zones.

(b) Further, that Council authorise the Chief Executive Officer to temporarily suspend the operation of any of the established Alcohol Free Zones throughout the local government area for the purpose of events.

BACKGROUND

1. Following the Council meeting of 22 May, 2023, the proposed Alcohol Free Zones (“AFZs”) were placed on public exhibition on the Council website for 21 days, and publicised on social media. Licensees with premises within the proposed zones were notified of the proposal by letter. The consultation period has since ended.

2. Six responses from members of the public and one response from a licensee were received during the consultation period.

3. One response was a general letter of support for the placement of alcohol free zones in Telopea. Two responses were opposed to the creation of any AFZ at all, stating civil liberty infringement and over-policing as reasons. Consideration of the impact on civil liberties are indeed part of the process under the Ministerial Guidelines under section 646 of the Local Government Act 1993. I have I have reexamined each of the proposed alcohol free zones and am satisfied with the extent of the proposed zones.

4. One response was under the misapprehension that Prince Alfred Park was being designated as an AFZ. This is not the case. Parks can be designated as an Alcohol Prohibited Area (“APA”), but by a different process under section 632A of the Local Government Act 1993. That process does not require a resolution of council to implement. There is no proposal to make Prince Alfred Park alcohol free.

5. Two of the responses recommended alternative areas for alcohol free zones. Each of the areas nominated are not capable of being an AFZ. The areas can be considered under the alternative process for parks, or are spaces already alcohol free under the legislation relating to public transport (and not council owned land). The places nominated are the ferry wharf development in Charles Street, Sturt Park and Acacia Park in Dundas and new light rail stations along the Parramatta Light Rail route.

6. Two of the responses inquired about the impact of an alcohol free zone on existing or future approved outdoor dining in North Parramatta and Rydalmere. To provide certainty, I recommend the addition of a provision in the description of the alcohol free zones to the effect that any existing or future council approved outdoor dining locations are excluded from the alcohol free zones. This is difficult to show in the map of each AFZ but can be included in the description to provide clarity and certainty. The amended descriptions of the zones are contained in attachment 1.

7. A number of the proposed alcohol free zones exist alongside parks. During the original consultations with Police Area Commands it was agreed that consideration should be given to designating some of those parks alcohol prohibited areas to complement the restriction on street drinking. That process is under consideration but is a delegated function and does not require a resolution of council to implement. The parks to be considered are John Carver Reserve, Rydalmere; Boronia Park, Epping; Winjoy Reserve, Dundas; and Lloyds Ave Reserve, Carlingford. In additions, parks mentioned in the feedback received during public exhibition, Sturt Park, Dundas Park and the Charles St Ferry Wharf development, will be considered during that process.

8. Under section 645 of the Local Government Act 1993, council may, at the request of any person or body or of its own motion, suspend the operation of an alcohol free zone. This could be done to enable events or functions involving the service of alcohol to be held, such as Parramatta Lanes for example. Council is able to delegate this function to the CEO. For the purpose of operational efficiency and effectiveness, it is recommend that this function be delegated.

ISSUES/OPTIONS/CONSEQUENCES

9. There are no issues arising from the minor alterations to the proposed alcohol free zones.

CONSULTATION & TIMING

Stakeholder Consultation

10. The following stakeholder consultation has been undertaken in relation to this matter:

Date	Stakeholder	Stakeholder Comment	Council Officer Response	Responsibility
23 May to 12 June	Public exhibition	Seven responses received relating to five different issues	Response is detailed in paragraphs two to six	Citysafe Operations Manager, Property and Place Directorate

Councillor Consultation

11. The following Councillor consultation has been undertaken in relation to this matter:

Date	Councillor	Councillor Comment	Council Officer Response	Responsibility
[Date of consultation]	[Name of Councillor / Ward Councilors]	[Summary of feedback from Councillor(s)]	[Council’s response to feedback]	[Business Unit / Directorate / Staff responsible for consultation]
NA

LEGAL IMPLICATIONS FOR COUNCIL

12. There are no legal implications relating to this matter. If recommendation (b) is approved, suspension of alcohol free zones can be done by the CEO by delegation

FINANCIAL IMPLICATIONS FOR COUNCIL

13. Costs of sign posting the proposed AFZs has not significantly changed since the consultation period ended. Do I still need the table?

	FY 22/23	FY 23/24	FY 24/25	FY 25/26
Revenue
Internal Revenue
External Revenue
Total Revenue

Funding Source

Operating Result
External Costs
Internal Costs
Depreciation
Other
Total Operating Result

Funding Source

CAPEX
CAPEX
External
Internal
Other
Total CAPEX

Robert Ramsbottom

Group Manager Property Assets, Services and Securities

Bryan Hynes

Executive Director Property & Place

Gail Connolly

Chief Executive Officer

Attachments:

1 ⇩

Description of proposed alcohol free zones

5 Pages

REFERENCE MATERIAL

Council 10 July 2023 Item 13.4

REPORTS TO COUNCIL - FOR COUNCIL DECISION

ITEM NUMBER 13.4

SUBJECT Public Exhibition of Draft Parramatta Bike Plan 2023

REFERENCE F2022/03176 - D08988853

REPORT OF Senior Project Officer Transport Planning

CSP THEME: ACCESSIBLE

workshop/briefing date: Rosehill Ward Councillors: 15 May 2023; Epping Ward Councillors 18 May 2023; Parramatta Ward Councillors: 18 May 2023; Dundas Ward Councillors: 24 May 2023; North Rocks Ward Councillors 31 May 2023.

PURPOSE:

To request that the draft Parramatta Bike Plan 2023 be endorsed for the purposes of public exhibition.

RECOMMENDATION

(a) That Council endorses for the purposes of public exhibition the draft Parramatta Bike Plan 2023 at Attachment 1 for a period of not less than 28 days.

(b) That Council delegate authority to the Chief Executive Officer to make formatting and minor editorial adjustments to the draft Parramatta Bike Plan 2023.

(c) Further, that the results of the public exhibition of the draft Parramatta Bike Plan 2023 be reported back to Council for its consideration.

BACKGROUND

1. A Bike Plan sets the overarching planning for infrastructure and programs to

support cycling in a Local Government Area (LGA). Informed by detailed consultation with approximately 3,000 submissions, the current Bike Plan 2017 knitted together 5 Bike Plans from different LGAs after the Local Government amalgamations.

2. The vision of the draft Bike Plan is to enhance accessibility, livability, productivity and sustainability through cycling; and for members of the community to feel safe when cycling as well as increase the number of cycling trips (see Section 2 in Attachment 1).

3. Since the Bike Plan 2017 was adopted by Council, there have been significant changes in:

a. Land Use, with a number of precincts proceeding through the planning process and new planning controls being finalised.

b. Delivered and planned cycling infrastructure such as the Escarpment Boardwalk, Duck River Nature Trail, and the Alfred Street Bridge.

c. Increased population density, community use of the paths especially during COVID (see Figure 1 below), as well as community expectations.

d. NSW Government policies related to cycling have been updated, such as the Cycleways Design Toolbox 2020, Active Transport Strategy 2022, and Strategic Cycleways Corridors 2023.

Figure 1: Patronage on the River Foreshore paths under James Ruse Drive.

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4. The infrastructure and programs identified in the 2017 Bike Plan that were endorsed by Council following extensive community consultation continue to be delivered, and the purpose of this ‘refresh’ is to update the Bike Plan in response to changes in community expectations and feedback, acknowledgment of works that have been completed and to identify new works.

ISSUES/OPTIONS/CONSEQUENCES

5. The vision and objectives of the draft Bike Plan remain unchanged, however the infrastructure and programs in the plan are being updated to ensure we continue to achieve the vision and objectives and meet community expectations.

6. To increase capacity and respond to recent user feedback for additional opportunities for separate pedestrian and cyclist paths, new paths have been identified on key regional routes where space allows. Additional cycling routes are also proposed around primary schools that either have higher density, or smaller rideable catchments to improve the health and well-being of students and to contribute to alleviating congestion.

7. The draft Bike Plan updates actions for four programs. The first program area is encouraging cycling skills and riding to school to complement the proposed infrastructure investment. The second program includes methods for engaging with pedestrians and cyclists on how to share high use paths, and help individuals understand how their behaviour impacts others. The third is using information and events to encourage interest in and uptake of cycling. The fourth is promoting awareness of cyclists and safe behaviours for all road users.

8. Should Council endorse the draft Bike Plan 2023 for public exhibition, it would give the community an opportunity to have their say on the updated infrastructure and programs proposed by Council to continue to achieve the Plan’s vision and objectives.

ENGAGEMENT STRATEGY FOR THE EXHIBITION PERIOD

9. The engagement strategy for the exhibition of the draft Bike Plan has been prepared consistent with Council’s Community Engagement Strategy 2022-24. The engagement strategy will be delivered with assistance from Council’s City Engagement Team and involves the following elements: 4-week exhibition period; Frequently asked questions (FAQs); Community Summary Sheet; Public notices and social media; direct consultation with local schools; and Webpage promotion on Council’s corporate website.

CONSULTATION & TIMING

Stakeholder Consultation

10. In addition to consultation with internal asset, planning and operational teams within Council, the following stakeholder consultation has been undertaken in relation to this matter:

Date	Stakeholder	Stakeholder Comment	Council Officer Response	Responsibility
16 May 2023	Active Transport Advisory Committee briefing	No comments received.	(The Active Transport Advisory Committee will have further opportunity to consider the draft Plan once it is endorsed for exhibition.)	Group Manager Strategic Land Use Planning

Councillor Consultation

11. The Councillor consultation on the plan is summarised in the table immediately below. All Councilors present at the briefings were comfortable with a new plan being considered for exhibition and questions on proposed changes were addressed at these sessions:

Date	Councillor	Councillor Comment	Council Officer Response	Responsibility
15 May 2023	Rosehill Ward Councillors	Stressed importance of programs for schools Stressed importance of wayfinding	Programs for schools are a focus of the draft plan Wayfinding is identified in the draft plan.	Group Manager Strategic Land Use Planning
18 May 2023	Epping Ward Councillors	Discussed alternatives to routes included in draft network map Discussed importance of consulting with schools during exhibition Concerned with interaction of bus routes and planned facilities.	All comments collected during consultation and exhibition will be considered. Any proposed changes post-exhibition will be reported to Council prior to endorsement. Local schools will be invited to comment during exhibition Public transport routes have been considered in the planning stage and will be investigated further in any detailed route design.	Group Manager Strategic Land Use Planning
18 May 2023	Parramatta Ward Councillors	Ensure planning is for all ages and abilities. Discussed the importance of targets for active transport usage.	Vision updated in the draft plan. The draft plan includes current known mode share and updated targets for cycling participation.	Group Manager Strategic Land Use Planning
15 May 2023	Dundas Ward Councillors	Encouraging safe sharing of paths should be a focus in the Plan	Behaviour is a focus of the programs in the draft plan.	Group Manager Strategic Land Use Planning
31 May 2023	North Rocks Ward Councillors	Ensure community suggestions through Councillors are responded to. Consideration should be given to identifying the Hunts Creek link to Lake Parramatta.	Community members have been contacted and their suggestions incorporated where possible. The link is not shown in the draft Plan, however, it is desirable and will be investigated further in consultation with the landowner during exhibition.	Group Manager Strategic Land Use Planning

LEGAL IMPLICATIONS FOR COUNCIL

12. There are no legal implications for Council associated with this report.

FINANCIAL IMPLICATIONS FOR COUNCIL

13. The preparation and exhibition of the draft Bike Plan 2023 has been fully funded by a Transport for NSW (TfNSW) financial grant.

14. If Council resolves to approve this report in accordance with the recommendation, there are no unbudgeted financial implications for Council’s budget.

	FY 22/23	FY 23/24	FY 24/25	FY 25/26
Revenue
Internal Revenue
External Revenue
Total Revenue	NIL	NIL	NIL	NIL

Funding Source	NA	NA	NA	NA

Operating Result
External Costs
Internal Costs
Depreciation
Other
Total Operating Result	NIL	NIL	NIL	NIL

Funding Source	NA	NA	NA	NA

CAPEX
CAPEX
External
Internal
Other
Total CAPEX	NIL	NIL	NIL	NIL

Robert Cologna

Group Manager, Strategic Land Use Planning

Jennifer Concato

Executive Director City Planning and Design

John Angilley

Executive Director Finance & Information

Gail Connolly

Chief Executive Officer

Attachments:

1 ⇩

Draft BikePlan 2023 for approval for exhibition

50 Pages

REFERENCE MATERIAL

Council 10 July 2023 Item 13.5

REPORTS TO COUNCIL - FOR COUNCIL DECISION

ITEM NUMBER 13.5

SUBJECT Adoption of Councillor and Staff Interaction Policy 2023

REFERENCE F2022/03176 - D08930446

REPORT OF Policy Officer

CSP THEME: FAIR

workshop/briefing date: Policy Review Committee – 15 November 2022

Policy Review Committee – 6 December 2022

Councillor Workshop – 22 March 2023

PURPOSE:

To consider the submissions received during the public exhibition of the draft Councillor and Staff Interaction Policy 2023 (Policy 222) and to seek Council’s endorsement to adopt the Policy.

RECOMMENDATION

(a) That Council receives and notes the submissions received following public exhibition.

(b) Further, that Council adopts the draft Councillor and Staff Interaction Policy as attached to this report.

BACKGROUND

1. On 11 April 2023, Council resolved to place the draft Councillor and Staff Interaction Policy (Policy 222) on public exhibition for a period of 28 days.

2. The draft Councillor and Staff Interaction Policy was placed on public exhibition for a period of 28 days, from 12 April-11 May 2023. Submissions on the draft Policy were invited from members of the public by contacting Council’s Governance Team directly or by using Council’s Participate Parramatta portal. Printed copies of exhibition materials were also made available for viewing at Council’s library branches and Customer Service Centre.

3. In total, the Participate Parramatta page for the draft Councillor and Staff Interaction Policy received 63 views.

ISSUES/OPTIONS/CONSEQUENCES

4. During the public exhibition period, 3 submissions were received, generally in support of the draft Policy.

5. The submissions are summarised in the table below, with a staff response provided for each submission:

Submission Number	Submission Comment	Staff Response
1	Generally supportive of the draft Policy. Provided general recommendations of matters to address in Council’s Policy, including to: a. Define specific instances where Councillors and staff may interact, and appropriate channels for such interactions. b. Include clear guidelines on the appropriate and ethical behaviour that must be followed during interactions. c. Provide training for Councillors and staff on the policy. d. Establish a clear process for reporting and investigating any breaches of the policy, including specifying consequences.	Verified that all recommendations have already been addressed in draft Policy and are further addressed in Council’s Code of Conduct. Forwarded supplementary recommendations regarding training to relevant officers for consideration.
2	Generally supportive the draft Policy. No additional feedback provided.	Noted.
3	Generally supportive the draft Policy. No additional feedback provided.	Noted.

6. Council officers do not propose any changes to the draft Policy resulting from the submissions.

7. Following public exhibition, administrative amendments were applied to Schedule 1 – Authorised Staff Contacts for Councillors, to ensure that the listed role titles are consistent with Council’s updated organisational structure.

8. An additional clause, 3.31, has been added to ensure the Policy framework includes the relevant commitments made in Council’s Improvement Notice response to SafeWork NSW. Clause 3.31 sets out a minimum number of staff required to attend face-to-face meetings with Councillors.

9. The draft Councillor and Staff Interaction Policy (Attachment 1) is recommended for adoption.

CONSULTATION & TIMING

Stakeholder Consultation

10. The following stakeholder consultation has been undertaken in relation to this matter:

Date	Stakeholder	Stakeholder Comment	Council Officer Response	Responsibility
29 September 2022	Internal Ombudsman (IOSS)	Provided recommendations to further strengthen policy specifications, to ensure accurate implementation.	Noted and most recommendations incorporated into draft Policy placed on public exhibition. Clarification provided where recommendations not feasible under Council’s structure.	Governance
12 April-11 May 2023	Public Exhibition	3 submissions received, generally in support	Noted and clarification provided where requested. No changes have been proposed to the draft Policy as a result of the submissions received.	Governance

Councillor Consultation

11. The following Councillor consultation has been undertaken in relation to this matter:

Date	Councillor	Councillor Comment	Council Officer Response	Responsibility
15 November 2022	Policy Review Committee	Requested to defer for consideration, to take additional time to assess the draft.	Noted.	Governance
6 December 2022	Policy Review Committee	Requested to defer for consideration, to take additional time to assess the draft.	Noted.	Governance
22 March 2023	Councillor Workshop	Councillors provided feedback on the proposed changes to the Policy. Councillors proposed to amend clauses 3.3 and 3.4 to retain full statements copied from the Local Government Act 1993 which define the role of a Councillor and the Administration.	Feedback noted and reflected in the draft Policy placed on public exhibition	Governance + CEO

LEGAL IMPLICATIONS FOR COUNCIL

12. The draft Policy was reviewed by Legal Services and does not present any legal concerns.

FINANCIAL IMPLICATIONS FOR COUNCIL

13. If Council resolves to approve this report in accordance with the proposed resolution, there are no unbudgeted financial implications for Council’s budget associated with adoption of this draft Policy.

	FY 22/23	FY 23/24	FY 24/25	FY 25/26
Revenue
Internal Revenue
External Revenue
Total Revenue	Nil

Funding Source	N/A

Operating Result
External Costs
Internal Costs
Depreciation
Other
Total Operating Result	Nil

Funding Source	N/A

CAPEX
CAPEX
External
Internal
Other
Total CAPEX	Nil

Melissa McIsaac

Policy Officer

John Angilley

Executive Director Finance & Information

Gail Connolly

Chief Executive Officer

Attachments:

1 ⇩

For Adoption - Councillor and Staff Interaction Policy 2023

13 Pages

REFERENCE MATERIAL

Council 10 July 2023 Item 13.6

REPORTS TO COUNCIL - FOR COUNCIL DECISION

ITEM NUMBER 13.6

SUBJECT Endorsement of City Events and Festival FY24 Program

REFERENCE F2022/03176 - D09006139

REPORT OF Manager City Events and Festivals

CSP THEME: THRIVING

workshop/briefing date: Councillor Workshop 20 March 2023, Session 1-3 (6pm-9pm), Councillor Workshop 29 May 2023, Session 1 (6pm – 7.30pm).

PURPOSE:

To seek endorsement for the implementation of the FY24 Events and Festivals Program to ensure effective operational delivery and partnerships with third parties.

RECOMMENDATION

(a) That Council endorse the City Events and Festival Plan for the 2023-2024 financial year.

(b) That Council note:

i. the program aligns to the endorsed 2020-2025 City of Parramatta Events and Festivals Strategy;

ii. the program reflects the feedback received throughout Councillor workshops and consultation;

iii. the programs to be delivered as ‘partnerships’ are dependent on third party agreements and may be subject to change; and

iv. the individual operational budgets for each event may be adjusted throughout the year depending on market factors, however the program in its entirety will not exceed the 2023/24 events and festivals scope or operating budget.

(c) Further, that any additional events/programs that are proposed to be included in the program will require Council to resolve to provide additional budget funds and resourcing (staffing) prior to inclusion in the 2023/24 program.

BACKGROUND

1. The 2020-2025 City Events and Festival Strategy (the Strategy) sets the vision for Council’s program of large-scale events, festivals and activations delivered throughout the Parramatta LGA.

2. The Strategy aims to amplify our unique selling points

a. Unique and authentic

b. Celebrates diversity

c. Enhance the City of Parramatta reputation

d. Attracts visitation

e. Increase visitor spend

f. Support local business

3. The FY24 program aims to deliver a balanced all year-round calendar of offerings to a diverse range of audiences.

4. The FY24 program aims to deliver a balanced program in Parramatta CBD and Parramatta wards (community neigbourhoods).

5. The proposed program reflects the feedback received throughout consultation and opportunities presented through third-party partnerships available.

6. That Council aims to secure grant funding to support the FY24 plan delivery.

ISSUES/OPTIONS/CONSEQUENCES

7. Historically, the Events and Festivals program has increased throughout program delivery due to new and additional requests via Council, having a significant impact on operational delivery, risk and resourcing.

8. Any additional event/program requests, or increase to scope post FY24 program endorsement, should include an additional budget, increased resources (staffing), and appropriate time for delivery.

9. It is to be noted that, the FY24 program can be impacted throughout operational delivery due to weather, safety risks, NSW Health Orders, and withdrawal of commercial or third-party partnerships.

CONSULTATION & TIMING

Councillor Consultation

10. The following Councillor consultation has been undertaken in relation to this matter:

Date

Stakeholder

Stakeholder Comment

Council Officer Response

Responsibility

20 March 2023

Councillor Workshop

Session 1-3 (6pm-9pm),

Various Councillor feedback received

Councillor feedback applied, follow information issued post workshop

City Events and Festivals /

City Experience and Identity

29 May 2023,

Councillor Workshop

Session 1 (6pm – 7.30pm).

Various Councillor feedback received

Councillor feedback applied

City Events and Festivals /

City Experience and Identity

LEGAL IMPLICATIONS FOR COUNCIL

11. There are no legal implications for Council associated with the report.

FINANCIAL IMPLICATIONS FOR COUNCIL

12. The table below summarises the financial impacts on the budget arising from approval of this report.

NOTE: Events funded via capital works projects has been removed from this table.

Classification/ grouping	Event/Program	Delivered by	Location	Operational Budget
Civic Program	Australian Citizenship Ceremonies	Council	Riverside Theatres	150K
	Citizen of the Year Awards	Council	Parramatta CBD	40K
	Commemorative Services	Council and RSL sub-Branches (Epping and Parramatta)	Epping and Parramatta War Memorials, Queens Wharf Reserve	50K
	Lord Mayor’s Christmas Party	Council	Oatlands House	50K
	Civic Receptions	Council	Various	91K
TOTAL				381K
Community / Ward Events	Family Fun Day Program	Council	Min 1 x per ward (total 5 events)	235K
	Foundation Festival	Council / Partnership	North Parramatta Precinct	100K
	Lunar New Year	Council	Parramatta CBD	130K
	Christmas Program	Council	Parramatta CBD	150K
	I 4Give Day (concludes ‘24 as per Council resolution)	Council	Prince Alfred Square, Parramatta	65K
	Community Events Grants Program	External	Parramatta LGA various	75K
TOTAL				755K
Marquee Events	Parramatta Lanes	Council	Parramatta CBD	700K
	Science Festival	Partnership	Parramatta CBD	65K
	Sydney Festival	Partnership	Parramatta CBD	400K
TOTAL				1.165M
Greater Parramatta Events	FIFA Women’s World Cup	Council	Parramatta CBD	100K
	New Year’s Eve	Council	Parramatta Park	600K
	Australia Day	Council	Parramatta Park	500K
	Live Music Program	Council	Parramatta LGA various	150K
TOTAL				1.35M
Event Incubators	Warami	Council	Parramatta CBD	150K
Event Incubators	Diwali	Council	Marketing Plan (to support community events)	30K
TOTAL				180K
City Activations	Farmers Markets	Council	Centenary Square, Parramatta	100K
	Street Activity / Entertainment	Council	Parramatta CBD	130K
	Game Day Activations	Council	Parramatta CBD	100K
	Christmas Tree and Ward Decorations	Council	Parramatta LGA various	200K
TOTAL				530K
GRAND TOTAL FY24 PROGRAM				$4,361,237

Shannon Kliendienst

Executive Director City Engagement & Experience

John Angilley

Executive Director Finance & Information

Gail Connolly

Chief Executive Officer

Attachments:

There are no attachments for this report.

REFERENCE MATERIAL

Council 10 July 2023 Item 13.7

REPORTS TO COUNCIL - FOR COUNCIL DECISION

ITEM NUMBER 13.7

SUBJECT Results of Community Consultation - Popular Election of Lord Mayor and Referendum Question

REFERENCE F2022/03176 - D09013532

REPORT OF Executive Director Finance & Information

CSP THEME: FAIR

workshop/briefing date: 4 July 2022 and 19 June 2023

PURPOSE:

The report outlines the results of the community consultation on holding a constitutional referendum at the 2024 Local Government Elections, for a popularly elected Lord Mayor.

It also seeks Council’s determination on holding a constitutional referendum and any changes proposed to the number of Councillors and/or wards following consideration of the possible options detailed in this report.

RECOMMENDATION

That Council consider the various options contained in this report and determines whether to proceed with a constitutional referendum to pursue any of those options.

BACKGROUND

1. At the Council Meeting held on 10 May 2021, Council resolved:

a. That Council consult with the community on the option of a popularly elected Lord Mayor in the six (6) months after the 2021 Local Government Elections.

b. That the results of the community consultation be reported to the new term of Council to inform whether it will hold a constitutional referendum at the 2024 Local Government Elections, for the potential to implement any change at the 2028 Local Government Elections.

c. Further, that Council approve the adjustment to the Budget in Financial Year 2021/22 of $300,000 funded from General Funds, as set out in paragraph 26 of this report.

2. On 4 July 2022, a Councillor workshop was conducted to seek Councillors consideration on part (a) of the 10 May 2021 Council resolution, which included conducting community engagement and potential changes to the composition of Council structure. Councillors agreed at the workshop on two steps:

a. Step 1 – Consult with the community on a popularly elected Lord Mayor.

b. Step 2 – Further consultation to be conducted on Councillor numbers and/or ward boundaries if it was decided that the community consultation demonstrated general support for the transition to a popularly elected Lord Mayor.

3. To comply with step 1 of the agreement, staff conducted three community engagements in September/October 2022, February 2023 and April-May 2023.

4. The results of step 1 were presented to the Councillors at a Councillor workshop on 19 June 2023. All three engagements indicated that the community wants of a popular elected Lord Mayor.

ISSUES/OPTIONS/CONSEQUENCES

5. Step 2 of the 4 July 2022 Councillor workshop agreement will now need to be determined by the Councillors.

6. Currently, the City of Parramatta has 15 Councillors, five wards consisting of three Councillors per ward.

7. The Local Government Act 1993 (Act) provides two methods by which the Lord Mayor can be elected.

a. By popular vote at an ordinary election; or

b. By vote among the Councillors.

8. The Lord Mayor of the City of Parramatta has traditionally been elected by a vote amongst the Councillors. However, Councillors could decide to have a popular elected Lord Mayor or retain the status quo.

9. A decision to have a popularly elected Lord Mayor could change the number of Councillors, change the number of wards or abolish wards altogether. Under section 16 of the Act all these changes need a constitutional referendum.

10. The next opportunity to hold a constitutional referendum is at the 2024 local government elections. If the majority of the eligible voters were to support a popularly elected Lord Mayor, then the new method of electing the Lord Mayor would be proposed to take effect at the 2028 local government elections.

11. As part of the referendum process Council would be required to present “for and against” arguments and a sample of these which were used at constitutional referendums in other Local Government Areas is shown in Attachment 1.

12. Council has five wards with each having three Councillors and a total of 15 Councillors. A popularly elected Lord Mayor could mean a change in the number of Councillors if Council decides to keep the five wards or determine a reduced number of wards.

13. Presented below are some possible options that Council could consider.

Option 1: Receive and note the report

Council to receive and note the report and not proceed further (status quo).

Option 2: Proceed with Popular Election of Lord Mayor with Undivided Wards (Nil Wards)

The Council would have to conduct a constitutional referendum in September 2024 asking a question similar to the wording below:

“Do you favour the election of the Lord Mayor by electors for a four (4) year term, with the abolishment of wards, and XX Councillors elected across the entire City of Parramatta Council?”

Section 224 (1) of the Act states that a Council must have at least 5 and not more than 15 Councillors (one of whom is the Lord Mayor).

Council could have between 5 and 15 Councillors (including the Lord Mayor); however, other options and examples are set out in Attachment 2.

Option 3: Proceed with Popular Election of Lord Mayor with Wards

The Council would have to conduct a constitutional referendum in September 2024 asking a question similar to the wording below:

Do you support a popularly elected Lord Mayor where the voters of the City of Parramatta elect the Lord Mayor for a four (4) year term, thereby adopting a XX Councillor model (including the Lord Mayor) comprising of XX wards with XX Councillors per ward?

Section 280 (2) of the Act prescribes that the same number of Councillors is to be elected for each ward. The Lord Mayor is to be excluded when determining that number if the Lord Mayor is to be elected by all the electors for the area.

Council could keep the same total number of Councillors (15) and have two wards of 7 councillors plus a popularly elected Lord Mayor.

Alternatively, Council could have more than two wards, but such an arrangement would mandate a decrease in the total number of Councillors from 15. Examples are included in Attachment 3.

Option 4: Proceed with Popular Election, the number of Councillors but delay decision of wards

Under section 224(2) of the Act not less than 12 months before the next ordinary election, the Council must determine the number of Councillors for the following term.

Council could proceed with a referendum for a popularly elected Lord Mayor which would reduce the number of Councillors to an agreed total number but delay the decision on the number of wards until later in the year or before March 2024.

For example, Council could determine a total number of 12 Councillors but delay a decision on whether those Councillors were distributed across 2, 3 or 4 wards until later in 2024. However, due to the lack of certainty, this option is likely to create confusion in the community and is not recommended.

Should this option be pursued, a question similar to the wording below could be asked:

Do you support a popularly elected Lord Mayor where the voters of the City of Parramatta elect the Lord Mayor for a four (4) year term?

Option 5: Proceed with detailed consultation on Popular Election of Lord Mayor but not proceed with constitutional referendum in September 2024

Council could proceed with further consultation on a popularly elected Lord Mayor but no constitutional referendum to be held in September 2024. The following similar wording could be asked:

“Do you support a popularly elected Lord Mayor where the voters of the City of Parramatta elect the Lord Mayor for a four (4) year term, thereby adopting a XX Councillor model (including the Lord Mayor) comprising of XX wards with XX Councillors per ward?”

As the change to electing a Lord Mayor may decrease the number of Councillors. Council must resolve 12 months before the next term on the number of Councillors.

14. An option for popularly elected Lord Mayor could change the number of Councillors. Strong accountability to the public is crucial in ensuring trust in democratic leadership. As part of the consultation process, Council is responsible for the preparation and publicity of the required explanatory material and must ensure that the material presents a balanced case both for and against any proposition to be put to a constitutional referendum.

15. A proposed timeline is shown below should Council determine to proceed to consultation on having a popularly elected Lord Mayor.

If going ahead with Constitutional Referendum
Community Engagement	12 July – 11 August 2023
Review of the results of community engagement and preparation of Report	14-21 August 2023
Councillor Workshop – Outcomes of Community Engagement	30 August 2023
Resolution of Council to determine the number of Councillors	11 September 2023 Council Meeting
NSW Electoral Commission to be advised of constitutional referendum	Before 14 September 2023

CONSULTATION & TIMING

Stakeholder Consultation

16. On the question of ‘Which option for electing the Lord Mayor would you prefer?’, below the results:

Date	Stakeholder	Stakeholder Comment	Council Officer Response	Responsibility
September/October 2022	Intercept Survey Questionnaires	· 44% (72 responses) – By Popular Vote · 41% (67 responses) – Unsure/Don’t care · 15% (25 responses)– By Councillors	Results presented to Councillors at the 19 June 2023 workshop.	Executive Director, Finance and Information
February 2023	Two online workshops Engagement	· 57% (34 responses) – By popular vote · 28% (17 responses) – By Councillors · 15% (9 responses) - Unsure	Results presented to Councillors at the 19 June 2023 workshop.	Executive Director, Finance and Information
April/May 2023 (after NSW State Election)	LGA-wide public campaign	· 64% (2,451 responses) – By popular vote · 34% (1,302 responses) – By the Councillors · 2% (77 responses) were unsure	Results presented to Councillors at the 19 June 2023 workshop.	Executive Director, Finance and Information

Councillor Consultation

17. The following Councillor consultations were undertaken in relation to this matter:

Date

Councillor

Councillor Comment

Council Officer Response

Responsibility

4 July 2022

Councillor Workshop

Councillors agreed to two steps:

Step 1: Consult with the community on a popularly elected Lord Mayor.

Step 2: Further consultation to be conducted on councillor numbers and/or ward boundaries if it was decided that the community consultation demonstrated general support for the transition to a popularly elected Lord Mayor.

Step 1 is completed. Staff undertook three community engagements.

Executive Director, Finance and Information

19 June 2023

Councillor Workshop

No decision on the presentation of the results and popular options provided.

A report to Council on 10 July 2023 on next steps.

Executive Director, Finance and Information

LEGAL IMPLICATIONS FOR COUNCIL

18. Council must, not less than 12 months before the next ordinary election on 14 September 2024, determine the number of its Councillors for the following term. There is a tight deadline should Council decide to proceed with a referendum on having a popularly elected Lord Mayor.

FINANCIAL IMPLICATIONS FOR COUNCIL

19. At the 10 May 2022 Council Meeting, Council approved $300,000 to be set aside for the community engagement and constitutional referendum. After the consultations in September/October 2022, February 2023 and April-May 2023 approximately $154,000 has been utilised.

20. Should the decision be made to hold a constitutional referendum, the unspent budget from the $300,000 set aside for the consultation will fund the next round of community engagement.

	FY 22/23	FY 23/24	FY 24/25	FY 25/26
Revenue
Internal Revenue
External Revenue
Total Revenue	N/A

Funding Source

Operating Result
External Costs
Internal Costs
Depreciation
Other
Total Operating Result	N/A

Funding Source

CAPEX
CAPEX
External
Internal
Other
Total CAPEX	N/A

John Angilley

Executive Director Finance & Information

Gail Connolly

Chief Executive Officer

Attachments:

1 ⇩	Case for and Case Against Popular Elected Mayor from Other Councils	1 Page
2 ⇩	Potential Options for Undivided Ward	1 Page
3 ⇩	Potential for Divided Wards
4 ⇩	First and Second Community Consultations - SeptemberOctober 2022 February 2023 Consulations.pdf
5 ⇩	Third Community Consultation - AprilMay 2023 Consultation.pdf

REFERENCE MATERIAL

Obligations
Oath [Affirmation] of Office by Councillors	I swear [solemnly and sincerely declare and affirm] that I will undertake the duties of the office of Councillor in the best interests of the people of the City of Parramatta Council and the City of Parramatta Council that I will faithfully and impartially carry out the functions, powers, authorities and discretions vested in me under the Local Government Act 1993 or any other Act to the best of my ability and judgement.
Code of Conduct Conflict of Interests
Pecuniary Interests	A Councillor who has a pecuniary interest in any matter with which the Council is concerned, and who is present at a meeting of the Council at which the matter is being considered, must disclose the nature of the interest to the meeting. The Councillor must not be present at, or in sight of, the meeting: a) At any time during which the matter is being considered or discussed, or b) At any time during which the Council is voting on any question in relation to the matter.
Non-Pecuniary Conflict of Interests	A Councillor who has a non-pecuniary conflict of interest in a matter, must disclose the relevant private interest in relation to the matter fully and on each occasion on which the non-pecuniary conflict of interest arises in relation to the matter.
Significant Non-Pecuniary Conflict of Interests	A Councillor who has a significant non-pecuniary conflict of interest in relation to a matter under consideration at a Council meeting, must manage the conflict of interest as if they had a pecuniary interest in the matter.
Non-Significant Non-Pecuniary Interests	A Councillor who determines that they have a non-pecuniary conflict of interest in a matter that is not significant and does not require further action, when disclosing the interest must also explain why conflict of interest is not significant and does not require further action in the circumstances.

1 ⇩	Attachment A - Future Proofing Residential Development in Western Sydney (2022)	80 Pages
2 ⇩	HEATWATCH - Extreme Heat in Western Sydney 2022 - Australia Institute report	28 Pages