Late Items Agenda of Council - Monday, 10 July 2023

Council 10 July 2023 Item 13.8

REPORTS TO COUNCIL - FOR COUNCIL DECISION

ITEM NUMBER 13.8

SUBJECT LATE REPORT: DEFERRED FROM 26 JUNE 2023 OCM -Lake Parramatta Swimming Area Upgrade

REFERENCE F2022/03176 - D08933598

REPORT OF Supervisor Open Space and Natural Resources

Council at its meeting on 26 June 2023 resolved that the matter be deferred to the meeting to be held on 10 July 2023.

CSP THEME: GREEN

workshop/briefing date: Nil

PURPOSE:

To update Council on the results of the second round of Community Consultation for the Lake Parramatta Swimming Area Upgrade project and seek approval of the final concept design. The report also provides clarification on previous Councillor consultation and the current situation with the on-site amenities and service connections at Lake Parramatta.

RECOMMENDATION

(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, a report be presented to Council outlining the process and funding required for the development of a new landscape masterplan for the Lake Parramatta visitor precinct. The report is to review grant funding opportunities and provide a status update on outstanding work items from the Lake Parramatta Plan of Management 2012, relating to the visitor precinct.

BACKGROUND

1. In March 2022, Council submitted an application for the NSW Department of Planning and Environment’s (DPE) Open Spaces Program: ‘Places to Swim’ 2021/22 Grant Program to upgrade the existing Lake Parramatta swimming area. The aim of the project is to improve the safety and amenity of the Lake Parramatta Swimming Area and includes an improved beach access area and improved amenity features.

2. In June 2022, Council received confirmation from DPE that the application for the ‘Places to Swim’ grant was successful. Prior to the application process, Council undertook a concept design process to investigate safety measures and explore other amenity enhancements to improve the visitor experience.

3. Councillors were advised via email of a number of successful DPE Places to Roam and Places to Swim grants including the Lake Parramatta Swimming Area Upgrade project Stage 1 on 14 June 2022.

4. The project scope of works (Lake Parramatta Swimming Area Upgrade Project) was approved by Council under the WestInvest grant program at the Council Meeting 14 June 2022.

5. Councillors were provided with a Briefing Note on 8 December 2022 advising and inviting comment on the concept plan as part of the Round 1 Public Consultation, and a briefing Note on 23 March 2023 advising and inviting comment on the Round 2 Public Consultation. Both briefing notes were added to the respective Councillor Newsletters.

ISSUES/OPTIONS/CONSEQUENCES

6. Waste material from the existing amenities building is connected to a holding tank and pumped from the holding tank to an existing sewer line by one pump. A pump failure in 2022 resulted in holding tank overflow. The risk of any future failure has been mitigated through the installation of a dual pump system where in the event of one pump failure the second pump is engaged. No issues or incidents have occurred since the upgrade. Council staff are also exploring options to upgrade the existing concrete tank with a PVC tank to increase capacity and reduce odour, and an upgraded back to base pump failure warning system to reduce response time.

7. It has been suggested that the Places to Swim grant revenue is redirected to upgrading the existing amenities building. The grant agreement Section 4.5 (b) Project Works conditions that Council conducts the project Works in accordance with the detailed design Plans. The agreed scope of works does not include the provision of public toilets or associated works and a scope change of this significance is not consistent with the grant conditions and would result in non-compliance, loss of funding and potential reputational damage to Council.

Stage 1 Public Consultation and Design

8. The Lake Parramatta Swimming Area Upgrade project concept plan was advertised for public consultation between 5 December 2022 and 23 December 2022 and was viewed 3413 times on Participate Parramatta, and 370 written submissions were received. Of the 370 submissions approximately 20% indicated strong opposition to the plan due to the perceived environmental impacts on the natural environment in the immediate area of the swimming area.

9. A risk assessment of the concept plan has also been carried out by Royal Life Saving NSW with a focus on the optional inclusion of a floating pontoon. The concept plan was presented to Council’s Access Advisory Committee for review and comment.

10. In response to the community's feedback and recommendations in the safety report and feedback from Council’s Access Advisory Committee the concept plan was revised and amendments to the plan include:

a. removal of the pontoon

b. removal of some seating/benches and shade sails to minimise impact on the natural setting

c. modification of the landscape design to complement the natural setting,

d. Inclusion of tactile surface indicators and handrails

e. retention of the safety enhancements

11. Councillors were advised via a briefing Note on 23 March 2023 on the results of the first round of public consultation and the revised concept plan and provided with a 2-week period to comment prior to the commencement of the second round of public consultation.

Stage 2 - Revised Concept Design and Public Consultation

12. The revised draft concept plan (Attachment 1) was exhibited from 24 April 2023 to 25 May 2023. To assist with the accessibility of the engagement, the community were provided with the following:

a. An interactive revised draft concept

b. The revised draft concept in PDF

c. An outline of changes to the original draft concept plan

d. Renders of the anticipated space post-construction

e. Answers to anticipated frequently asked questions.

13. The project was advertised through Participate Parramatta, across Council’s social media networks, Council’s Website, Parra News, On- Site signage and a mail out to 200 properties adjoining the reserve. The Engagement Evaluation and Key Findings Report records the detailed breakdown of the results (Attachment 2).

14. Overall, approximately 141,280 people saw the opportunity to share feedback based on the data captured from the communications and engagement channels.

15. The project page on Participate Parramatta was viewed 4,060 times during the exhibition period by 3,405 unique visitors, resulting in 128 submissions received via the online feedback form.

16. All 128 participants responded to the question, Do you support the revised draft concept plan? stating:

a. Yes – 69 (53.9%)

b. Yes, to an extent – 37 (28.9%)

c. No – 18 (14.1%)

d. Unsure – 4 (3.1%)

17. Of those submissions that responded Yes and Yes, to an extent (82.8%) 65 provided further comment that whilst supportive of the project requested that consideration be given to:

a. Amenities: While participants supported the design, they expressed a desire for greater amenity to support the use of the space such as outdoor showers, bike racks, a change area, and a nice café/coffee cart.

b. Natural environment: Participants also noted the need for these works to have minimal impact on the natural environment i.e. retention of trees and plantings, as well as exploring the more direct paths to the lake to ensure people don’t walk over the existing vegetation.

c. Access: The participants saw the need for greater accessibility features on-site, including handrails, ramps for the mobility impaired. They also wanted further accessibility features including an accessible kayak launch point, more accessible parking, and accessible bathroom facilities.

d. Safety: Safety was also mentioned by these participants. They expressed the desire for a buoy in the lake to prevent drowning as well as a defibrillator on-site. They also enquired as to whether or not the lighting on-site would be sufficient.

e. Parking: Parking was frequently mentioned by these participants. There were enquiries around the exploration of further parking options, with some noting the current provision is at capacity. Participants also mentioned the exploration of alternate methods of getting to the lake (active and public transport) to ease the congested parking situation.

f. Ready for summer: Participants expressed excitement over the project and the desire for the works to be completed and ready for community use by summer.

18. Of the 18 participants who did not support the plan (14.1%), 11 provided further comment including:

a. Natural environment: The natural environment was a priority for participants, and they felt the upgrades would have a negative impact. They also noted that the lake is currently used as an escape from the ‘overdevelopment’ taking place in Parramatta, and felt frustration that the development of Parramatta was extending to the lake. Participants also wanted greater consideration given to tree and planting retention.

b. Access: Accessibility for people with impaired mobility (people living with disability, older residents) and prams was a large concern for these participants. They noted the need for access ramps, paths with no steps, and handrails. One also noted the need to balance the natural environment with the accessibility of the space.

c. Parking: Participants expressed frustration over the lack of further exploration in regard to parking, citing that the parking is already at capacity and cannot service more visitors.

d. Value for money: Participants felt that the money allocated to this project could better serve the community if directed elsewhere, as a large amount of money will be spent upgrading a facility that will not be open or usable year-long.

Final Recommended Concept Design

19. Council’s project management team has considered the feedback from the second round of community consultation, and has included the following additional amenity features into the concept plan (Attachment 3):

a. the planting of advanced native trees in the adjacent open space area

b. increased density of native understory planting

c. installation of 3 seats adjacent to the existing access path for improved amenity and to prevent trampling of natural areas

d. additional access ramp from existing footpath for improved access and to limit trampling of native vegetation because of potential desire lines.

CONSULTATION & TIMING

Stakeholder Consultation

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

Date	Stakeholder	Stakeholder Comment	Council Officer Response	Responsibility
24/4/2023 to 25/5/2023	General Public	128 submissions received via the online feedback form. See Points 12 and 13 above for summary.	Natural Environment: The protection and enhanced of the natural environment is provided the highest consideration.	Environment and Sustainability
			Access: Accessibility has been improved and increased to the greatest extent possible. Given the natural setting and topography compliant mobility access to the waters edge is not feasible.
			Safety: There is an existing buoy on site and the swimming period is supervised by lifeguards provided by Royal Life Saving NSW.
			Parking: The primary aim of the project is to improve visitor safety to the swimming area. Parking is at capacity and is not within the project scope.
			Value for Money: The project is 100% state government funded.

Councillor Consultation

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

Date	Councillor	Councillor Comment	Council Officer Response	Responsibility
14/6/2022	All Councillors via email	None - Councillor Info only	General update on successful grant submissions.	City Strategy
14/6/2022	Council Ordinary Meeting	Approved	Westinvest Competitive Round projects	City Strategy
8/12/2022	All Councillors via Councillor Briefing Note	A number of Councillors raised concerns regarding potential impact on natural amenity	Concept Design amended to minimize impact on natural environment	Environment and Sustainability
24/3/2023 to 10/4/2023	All Councillors via Councillor Briefing Note	Councillor Darley - Additional seating along existing access path - Additional tree planting in grassed area - Include water filling station - Toilet signage	Items have been included in final concept plan	Environment and Sustainability
3/7/2023	All Councillors via Councillor Workshop	General support for the concept plan and project. A number of Councillors requested clarification on the existing amenities building and associated service line connection, and possibility of funding an upgrade to the amenities and service line from the Places to Swim grant.	See Item 6 of this report for clarification on current status of amenities and service line. The DPE Places to Swim grant agreement is a legally binding agreement between DPE and CoP and is conditional on the delivery of the agreed scope of works to upgrade the swimming area, and cannot be utilised for sewer line or amenity building improvements. See Item 7 of this report for further clarification.	Environment and Sustainability

LEGAL IMPLICATIONS FOR COUNCIL

22. During the warmer months swimming is extremely popular, however, several accidents and injuries have resulted in safety concerns for swimmers at Lake Parramatta. This project looks to address the safety concerns and reduce the risk of accidents occurring. The Lake floor within the water is hard to navigate and the sand and gravel that is used at the entrance point often disperse before the end of the swimming season. This project addresses these issues to create a safer swimming experience.

FINANCIAL IMPLICATIONS FOR COUNCIL

23. The project is 100% funded by the NSW department of Planning and Environment Grant to the value of $633,500 and there are no unbudgeted financial implications for Council’s budget.

Pino Todarello

Supervisor Open Space and Natural Resources

John Warburton

Executive Director, City Assets & Operations

John Angilley

Executive Director Finance & Information

Gail Connolly

Chief Executive Officer

Attachments:

1 ⇩	Attachment 1: Lake Parramatta Swimming Area Concept Plan	1 Page
2 ⇩	Attachment 2: Lake Parramatta Engagement and Key Findings Report	10 Pages
3 ⇩	Attachment 3: Final Revised Lake Parramatta Concept Plan	1 Page

REFERENCE MATERIAL

Council 10 July 2023 Item 13.9

REPORTS TO COUNCIL - FOR COUNCIL DECISION

ITEM NUMBER 13.9

SUBJECT LATE REPORT: International Public Library of the Year Awards

REFERENCE F2022/03176 - D09043143

REPORT OF Library Services Manager

CSP THEME: INNOVATIVE

workshop/briefing date: Nil

PURPOSE:

To seek Council’s approval for the Lord Mayor to attend and participate in the World Library and Information Congress’ 88^th IFLA General Conference and Assembly being held in Rotterdam, The Netherlands from 21-25 August 2023.

RECOMMENDATION

(a) That Council note City of Parramatta’s Parramatta Library at PHIVE has been announced as one of four finalists for the International Federation of Library Associations and Institutions (IFLA) Public Library of the Year Award 2023.

(b) That Council note the award ceremony will take place at the IFLA World Library and Information Congress 2023 on Monday 21 August 2023 in Rotterdam, The Netherlands.

(c) That Council note that as a finalist, City of Parramatta has been invited to attend and present at the IFLA Congress 2023 Award Ceremony.

(d) That Council authorise the Lord Mayor, Councillor Sameer Pandey to represent Council at the IFLA Congress and Award Ceremony 2023.

(e) Further, that Council covers the reasonable cost of travel for the Lord Mayor, and any reasonable out of pocket expenses, in accordance with the Councillor Expenses and Facilities Policy and as authorised by the CEO.

BACKGROUND

1. The “Public Library of the Year” award is presented by the International Federation of Library Associations and Institutions (IFLA) with the aim of honouring new public libraries. Systematic is the main sponsor of the award.

2. The award is presented to a public library anywhere in the world that has best managed to combine open and functional architecture with sustainable and creative IT solutions and has included both digital developments and local culture.

3. To be eligible for the award, the library must be newly built, have added a significant extension, or located in a building, that have not previously been used as a library.

4. The award ceremony will take place at the IFLA WLIC 2023, which takes place in Rotterdam, Netherlands from 21-25 August. The winner of the award receives $ 5,000.

5. City of Parramatta’s Parramatta Library at PHIVE has been named as one of four finalists for the Public Library of the Year Award 2023, alongside the:

a. Public Library Janez Vajkard Valvasor Krško (Slovenia)

b. Shanghai Library East (China)

c. Biblioteca Gabriel García Márquez (Spain)

6. As a Finalist, City of Parramatta Council has been invited to:

a. Submit a pre-recorded video presentation

b. Attend and present at the IFLA WLIC 2023 Public Library of the Year Award Ceremony taking place on Monday, 21 August 2023.

7. The International Federation of Library Associations and Institutions plays a unique, significant role in the global library field, due to the reach of its membership, the breadth of its mission, and ability to inspire, engage, enable and connect.

8. IFLA works to both represent libraries on the world stage, and to strengthen the ability of member associations, library institutions, and individuals to advocate for and delivery library and information services that improve lives.

ISSUES/OPTIONS/CONSEQUENCES

9. The opening of PHIVE, and the Parramatta Library at PHIVE, is a significant achievement in Parramatta’s transformation story to become Sydney’s Central City and is aligned with Council’s Community Strategic Plan goals of Welcoming, Innovative, Thriving, and Green.

10. PHIVE expands Council’s community facilities portfolio through the provision of a centrally located 800 sqm library within a flagship architecturally iconic, smart, innovative, welcoming and inclusive community facility in the heart of the Parramatta CBD.

11. PHIVE delivers on key actions within Council’s Community Infrastructure Strategy, Social Sustainability Framework, Cultural Plan, Smart City Strategy, Environmental Sustainability Strategy, Disability Inclusion Action Plan and First Nations Reconciliation Action Plan.

12. Recognition as a finalist in the IFLA’s Public Library of the Year Awards showcases and celebrates Parramatta’s transformation story and recognises Parramatta’s commitment of service to the community and design excellence to an international audience and is strategically aligned to the City’s brand positioning – Parramatta Where It’s At.

13. The Lord Mayor’s attendance at the awards provides a unique opportunity to promote Parramatta and the Library at PHIVE to a global audience through national and international media exposure and the IFLA’s member network in over 190 countries.

14. The Lord Mayor will be accompanied by up to two staff members, as determined by the CEO, who will also attend the Congress and the Awards Ceremony.

15. This nomination has been an aspiration for Council as part of the PHIVE functional design and business planning for the project. The award program showcases the project’s achievements to deliver a state-of-the-art, smart and environmentally sustainable, iconic community facility with diverse and changing community and Council offerings and services that are flexible and responsive, to adapt to both the current and future needs of our changing community.

16. The nomination recognises the innovative and best-practice design and service excellence principles applied through the functional design and operational planning. In particular, library space user experience focused design; library collection design and display; dedicated children’s and quiet study spaces; environmentally sustainable design – natural light and natural ventilation; integrated programming; technology enabled design; colour and material selection; and customer first service delivery.

17. PHIVE was the recipient of the 2022 Western Sydney Leadership Dialogue’s Project of the Year Award and the 2023 Dulux Colour Award for Exterior Architecture.

18. This report proposes that the Lord Mayor accept the invitation to attend and present at the IFLA WLIC 2023 Public Library Award ceremony.

19. Attendance at the IFLA WLIC 2023 by the Lord Mayor aligns with the role under the Local Government Act 1993 to carry out the civic and ceremonial functions of the mayoral office.

20. Council’s participation will concentrate on the promotion of Parramatta and the Parramatta Library at PHIVE as a world-class community and cultural hub for all ages, shining a global spotlight on just how special the City of Parramatta, Parramatta Square and PHIVE are. This will be achieved through Council’s preparation of a Video presentation to be submitted to the Jury, which will also be shown at the Conference and via an international conference livestream.

21. Each nominated library has also been invited to deliver a presentation at the award ceremony, followed by a Q&A with all the shortlisted libraries. It is proposed that this presentation be delivered by the Lord Mayor in collaboration with the relevant staff as subject matter experts.

22. The Lord Mayor’s attendance at these awards will present a unique opportunity to interact with international local government leaders, to exchange ideas and share learnings about global cities and importantly, to promote the City of Parramatta on the global stage.

CONSULTATION & TIMING

Stakeholder Consultation

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

Date	Stakeholder	Stakeholder Comment	Council Officer Response	Responsibility
31/05/2023	International Federation of Library Associations and Institutions (IFLA)	Advice of Council’s nomination as a finalist and invitation to attend and present at IFLA WLIC 2023 (Embargoed)	Media Release prepared recognising nomination issued 14 June 2023 Preparation of Council Report on proposed delegation.	Media Team Executive Officer
30/06/2023	Risk & Audit Manager	Confirmation that approved International Travel is covered under Council’s Insurance Policy	Proposed travel dates provided to Risk & Audit team, with details to be confirmed following Council approval	Executive Officer
30/06/2023	Group Manager 5/7 Parramatta Square and Community Hubs Library Services Manager Lord Mayor Office	Coordination meeting to discuss nomination, invitation to attend and presentation and proposed delegation	Preparation of Council Report	Executive Officer

Councillor Consultation

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

Date	Councillor	Councillor Comment	Council Officer Response	Responsibility
2/9/2021	5PS Councillor Advisory Committee	PHIVE Functional Design Presentation Briefing	NA	Group Manager, 5 Parramatta Square
9/2/2022	All Councillors	PHIVE Business Readiness Planning Update	NA	Group Manager, 5 Parramatta Square
14/06/2023	All Councillors	Media Release on Council’s nomination circulated to all Councillors	NA	Media Team

LEGAL IMPLICATIONS FOR COUNCIL

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

26. Under Council’s Councillor Expenses and Facilities Policy (the Policy), Councillors seeking to undertake overseas travel must submit a business case to the CEO for consideration and approval by Council resolution. This report serves as the business case proposing overseas travel by the Lord Mayor, Cr Sameer Pandey.

27. Following completion of the proposed travel, a report will be tabled to Council on the aspects of the trip relevant to Council business and/or the community, as required by the Policy.

28. Councillors are to receive the benefit of insurance cover while engaging in any activity directly or directly connected with or on behalf of Council, including while travelling to and/or from such activity, as outlined in the clause 6.76 of the Councillor Expenses and Facilities Policy.

29. Approved international travel is covered under Council’s insurance policy with Willis Australia Ltd (“Willis Towers Watson”).

30. Details of overseas visits by Councillors, Council staff or other persons representing Council (including visits sponsored by other organisations) are subject to statutory reporting obligations in Council’s Annual Report. If approved, details of this visit will be included in the 23/24 Annual Report.

FINANCIAL IMPLICATIONS FOR COUNCIL

31. If Council resolves to approve this report in accordance with the proposed resolution, the financial impact on the budget is set out in the table below.

32. Cost estimates included below are based on the Lord Mayor attending the IFLA WLIC 2023 and are calculated from booking enquiries made to FCM Travel, Council’s preferred travel booking supplier.

Item	Cost
Return Flights to The Netherlands Departing Sydney on 18 August and departing The Netherlands on 23 August	$6,348.36
Accommodation x 4 nights	$1,536
Food, Beverage and Local Travel Allowance (excluding alcohol) $290AUD per day as per ATO Determination on reasonable overseas travel allowance for Zone 5 inc. The Netherlands	$1,740
Conference Registration Costs 2 x Complimentary Conference pass received for Council as Finalist	NA
Contingency In case of price changes at time of booking	$1,000
Total	$10,624.36

33. The financial impacts to the budget, as set out in this section, will be included in the next Quarterly Budget Review for endorsement by Council.

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

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

Funding Source

Operating Result
External Costs
Internal Costs		($10,624.36)
Depreciation
Other
Total Operating Result	Nil	($10,624.36)

Funding Source		General Funds

CAPEX
CAPEX
External
Internal
Other
Total CAPEX	Nil	Nil

Paul Scully

Library Services Manager

Jon Greig

Executive Director Community Services

Gail Connolly

Chief Executive Officer

Attachments:

There are no attachments for this report.

REFERENCE MATERIAL

Council 10 July 2023 Item 15.3

QUESTIONS WITH NOTICE

ITEM NUMBER 15.3

SUBJECT Questions with Notice - Parking Fees

REFERENCE F2022/03176 - D09046252

REPORT OF Councillor Kellie Darley

Questions on Notice

1. Please provide a comparison of the entry fees to each of our parking stations in 2022/23 and 2023/24

2. How long has Council provided 4 hours free entry on Sunday in its parking stations?

3. How long has Council provided a $10 flat rate on Sunday for parking more than 4 hours?

4. What is the requirement to provide a listing of each individual fee charged by Council?

5. Why has a listing of each fee charged at our parking stations been provided in previously approved annual schedules of Council fees and charges, however in 2023/24 only the maximum amount to be charged has been publicly exhibited and included in the DPOP?

6. How has parking revenue for 2023/24 been calculated?

Executive Director Property & Place response:

1. Generally, Council has not increased hourly fees between 2022/2023 and 2023/2024, other than applying CPI. For example: $45 to $47.30 at Eat Street. Also, Council increased the Lost Ticket charge in 2023/24 by a $20 flat rate.

2. Since 1 July 2017:

a. 1 Sept 2007 - 30 June 2016 – There was no free Sunday parking, and a flat evening rate applied after 6pm:

i. Evening rate, Eat Street in 2007 $6.00, 2009 $7.50

ii. Evening rate, City Centre in 2007 $6.00, 2009 $7.50,

iii. Evening rate, Parramatta Station – 2007, 2009 No offered

iv. Evening rate, Justice Precinct – 2007, 2009 Not offered

b. 1 July 2011 – 30 June 2015 – introduced 2P free on Sundays, then a $10.00 flat rate, introduced into Justice Precinct as of 1 July 2012.

c. 1 July 2015 – 30 June 2016 - introduced 3P free on Sundays, then a $10.00 flat rate if you exited prior to 12pm.

i. If you entered after 12pm, Council offered 2P, then the $10.00 flat rate.

d. 1 July 2016 – 30 June 2019 – introduced 3P free on Sundays, then a $10.00 flat rate.

e. 1 July 2017 – 30 June 2023 – introduced 4P free on Sundays, then a $10.00 flat rate.

3. Since 1 July 2017.

4. Nil requirement. Council, however, must supply a pricing range, similar to how the parking meter prices are displayed.

5. The schedule of fees has been changed this year, to align with Council’s approved Parking Strategy and allow for the introduction of dynamic pricing, which will better suit parking demands. Council will be able to offer dynamic pricing after the new parking technology is installed this year. Council has adopted minimum and maximum prices within a range that includes the increased lost ticket charge.

6. Council generally applies either a CPI increase or a flat rate % increase depending on the economic environment, operational costs and community expectations.

Attachments:

There are no attachments for this report.

REFERENCE MATERIAL