Agenda of Council - Monday, 14 August 2023

Unconfirmed City of Parramatta Council – Minutes of Council Meeting – Monday, 24 July 2023

Minutes

Council Meeting

Monday, 24 July 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, 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 6:41pm.

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 that this public meeting is being recorded and streamed live on the internet. The recording will also be archived and made available on Council’s website.

The Lord Mayor further advised that all care will be taken to maintain privacy, however as a visitor in the public gallery, the public should be aware that their presence may be recorded.

4. GENERAL RECORDING OF MEETING 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. Recording a Council Meeting without permission may result in the individual being expelled from the Meeting.

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

Procedural Motion

4407

RESOLVED (Councillor Bradley and Councillor Wearne)

That the request to attend the Ordinary Council Meeting dated 24 July 2023 via remote means submitted by Councillor Noack be accepted.

6. CONFIRMATION OF MINUTES

Minutes of the Council Meeting held on 10 July 2023

4408

RESOLVED (Councillor Darley and Councillor Wearne)

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

7. DISCLOSURES OF INTEREST

There were no Declarations of Interest made at this meeting.

8. Minutes of the Lord Mayor

8.1

90th Birthday of First Lord Mayor, Mr Alan Hyam OAM

(Report by The Lord Mayor, Councillor Sameer Pandey)

4409

RESOLVED (The Lord Mayor, Councillor Pandey)

(a) That Council recognise the first Lord Mayor of City of Parramatta, Mr Alan Aizley Hyam OAM, acknowledging his 90th birthday on 26 July 2023.

(b) Further, that Council write to the former Lord Mayor to congratulate him on this significant milestone and his legacy in the City of Parramatta.

8.2

NSW Government Grant - $10.6 million Civic Link Funding

(Report by The Lord Mayor, Councillor Sameer Pandey)

4410

RESOLVED (The Lord Mayor, Councillor Pandey)

(a) That Council notes the NSW Government’s allocation of $10.6 million from the Accelerated Infrastructure Fund to help deliver the final section of the City of Parramatta’s Civic Link project; and

(b) Further, that Council notes the Civic Link will be city-shaping infrastructure, providing a green-canopied pedestrian corridor connecting Parramatta’s CBD with the River foreshore.

8.3	NSW Government Commitment - $2.5 million Caloola Road Reserve Upgrade (Report by The Lord Mayor, Councillor Sameer Pandey)
4411	RESOLVED (The Lord Mayor, Councillor Pandey) (a) That Council notes the NSW Government’s election commitment of $2.5 million to upgrade Caloola Road Reserve to transform it into a permanent park; and (b) Further, that the Lord Mayor write to the NSW Minister for Planning and Public Spaces, the Hon. Paul Scully MP to request a meeting to discuss the progression of the commitment to provide the local community with a high-quality public park at Caloola Reserve.
8.4	National Tree Day 2023 (Report by The Lord Mayor, Councillor Sameer Pandey)
4412	RESOLVED (The Lord Mayor, Councillor Pandey) (a) That Council celebrates City of Parramatta’s upcoming National Tree Day 2023 event on 30 July at Upjohn Park Reserve. (b) That Council notes that up to 1500 free trees will be given out to residents, on a first come first served basis (limited to one plant per person). (c) That Council congratulates Council staff and volunteers who will plant 10,000 native plants at the event into the Ecologically Endangered Community at Upjohn Park, Ermington, totalling 30,000 native plants placed in this area over the past 3 years. (d) Further, that Council notes its appreciation for the people and organisations participating in the National Tree Day event and volunteering their time to contribute to the City of Parramatta’s Environmental Sustainability Strategy goals.

9. Public Forum

There were no public speakers at this meeting.

10. Petitions

There were no petitions tabled at this meeting.

Procedural Motion

4413

RESOLVED (Councillor Humphries and Councillor Wearne)

That the order of business on the agenda be amended to consider Councillor Noack’s Notice of Motion Item 14.1 Proposed Suburb Boundary Adjustment - Harris Park first, as he is attending the meeting online from overseas and the difference in the time zone.

14.1	Proposed Suburb Boundary Adjustment - Harris Park (Report by Councillor Noack)
	MOTION (Councillor Humphries and Councillor Noack) That a report come to Council to consider options for a suburb boundary review in Harris Park consistent with the Geographical Names Board review requirements by end of October 2023.
	AMENDMENT (Councillor Garrard and Councillor Wang) (a) That Council commence the process for boundary adjustments to the suburb of Harris Park and further boundaries around Harris Park that are also generally consistent with the guidelines of the Geographical Names Board. (b) Further, that Council consider a suburb boundary review process across the local government area in line with the Geographical Names Board review requirements. The Amendment on being PUT to the meeting was LOST. The Motion on being PUT to the meeting was CARRIED.
4414	RESOLVED (Councillor Humphries and Councillor Noack) That a report come to Council to consider options for a suburb boundary review in Harris Park consistent with the Geographical Names Board review requirements by end of October 2023.

11. Rescission Motions

11.1

DEFERRED from OCM 26 June 2023 Notice of Motion of Rescission: Item 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)

4415

MOTION (Councillor Garrard and Councillor Siviero)

That the resolution of Council dated 13 June 2023 in relation to Item 13.3 – Deferred Item from Council Meeting of 13 March 2023: Proposed Suburb Boundary Adjustment between Harris Park and Parramatta, namely:

(a) That Council refuse the request from the developers of ‘Parkes 88’ at 14-20 Parkes Street, Harris Park (ALAND Development) for Council to commence the boundary adjustment process to realign the suburb boundary between Parramatta and Harris Park to include properties north of Parkes Street, Harris Park.

(b) Further, that ALAND Development be notified of Council’s decision.

be and is hereby rescinded.

On being PUT to the meeting, voting on this Motion was LOST.

11.2

Notice of Motion of Rescission: Item 13.7 Results of Community Consultation Popular Election of Lord Mayor and Referendum Question (from OCM 10 July 2023 )

(Report by Councillor MacLean)

MOTION (Councillor MacLean and Councillor Esber)

That the resolution of the Council held on 10 July 2023 in relation to Item 13.7 –Results of Community Consultation Popular Election of Lord Mayor and Referendum Question, namely:

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

be and is hereby rescinded.

Record of Voting:

For the Motion: The Lord Mayor, Councillor Pandey, Councillors Bradley, Darley, Davis, Esber, Humphries, MacLean, Noack and Prociv.

Against the Motion: Councillors Garrard, Green, Siviero, Valjak, Wang and Wearne.

On being PUT to the meeting voting on this Motion was nine (9) votes FOR and six (6) votes AGAINST. The Motion was CARRIED. Councillor Esber moved a new Motion.

MOTION (Councillor Esber and Councillor Darley)

(a) That arising from the recent community consultation and the significant level of public support received for the idea of holding a constitutional referendum for a popularly elected mayor, Council proceed with the next steps towards holding such a referendum in September 2024 by conducting community consultation on Council models as advised by the CEO.

(b) Further, that a report be submitted to Council on 11 September 2023 on the results of the community consultation and the statutory process should Council wish to proceed with a constitutional referendum in September 2024.

Record of Voting:

For the Motion: The Lord Mayor, Councillor Pandey, Councillors, Darley, Davis, Esber, MacLean and Prociv.

Against the Motion: Councillors Bradley, Garrard, Green, Humphries, Noack, Siviero, Valjak, Wang and Wearne.

On being PUT to the meeting voting on this Motion was six (6) votes FOR and nine (9) votes AGAINST. The Motion was LOST. Councillor Valjak moved a Foreshadowed Motion.

4416

FORESHADOWED MOTION

RESOLVED (Councillor Valjak and Councillor Wearne)

(a) That no further action be taken until full information is provided to residents.

(b) Further, that a full education campaign be put in the 2024 DPOP for Community consultation in relation to the structure of Council, Council Wards and boundaries/Councillors role and the role of the Lord Mayor.

Record of Voting:

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

Against the Motion: The Lord Mayor, Councillor Pandey, Councillors, Darley, Davis, Esber, MacLean and Prociv.

On being PUT to the meeting voting on this Motion was nine (9) votes FOR and six (6) votes AGAINST. The Motion was CARRIED.

Procedural Motion

4417

RESOLVED (Councillor Esber and Councillor Maclean)

That the meeting be adjourned, the time being 8:40pm.

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.

Council reconvened at 8:58pm

Councillor Humphries left the meeting at 8:40pm

Procedural Motion

4418

RESOLVED (Councillor Esber and Councillor MacLean)

That Items 12.1, 13.1, 13.2, 13.3, 13.4, and 13.5 be resolved enbloc.

12. Reports to Council - For Notation

12.1

Investment Report for June 2023

(Report by Tax and Treasury Accountant)

4419

RESOLVED (Councillor Esber and Councillor Maclean)

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

13. Reports to Council - For Council Decision

13.1

DEFERRED from OMC 22 May 2023: Item 13.1: Proposal to Name the Unnamed Laneway in Northmead

(Report by Senior Project Officer Place Services)

4420

RESOLVED (Councillor Esber and Councillor MacLean)

(a) That Council approve the preferred name of ‘Lizzie Lane’, for the unnamed laneway that is located between Balmoral Road and Briens Road, running parallel to Kleins Road, Northmead NSW 2152 (Attachment 1).

(b) Further, that this name be referred to the Geographical Names Board (GNB) of NSW for formal assignment and Gazettal under the Geographical Names Act 1996.

13.2

Policies for Rescission: Keeping of Birds and Animals Policy, City Centre Lanes Policy

(Report by Policy Officer)

4421

RESOLVED (Councillor Esber and Councillor MacLean)

That Council approve the immediate rescission of the following Council Policies:

i. 319 - City Centre Lanes Policy

ii. 339 - Keeping of Birds and Animals Policy

13.3

Appointment of Community Members to the Active Transport Advisory Committee

(Report by Project Officer Transport)

4422

RESOLVED (Councillor Esber and Councillor MacLean)

(a) That Council appoint the following community members to the Active Transport Advisory Committee for the remaining period of this Council term:

· Bernadette Carpenter

· Christopher Chacos

· Stephen Chong

(b) That in the event of a further vacancy arising on the Active Transport Advisory Committee during the current Council term that the next person on the eligibility list as detailed in this report be approached to fill any vacancy without the need to conduct another Expression of Interest process.

(c) Further, that Council thanks all applicants who submitted an EOI to join the Active Transport Advisory Committee.

13.4

Parramatta Local Heritage Fund - Policy Review and Grant Allocations

(Report by Project Officer Land Use)

4423

RESOLVED (Councillor Esber and Councillor MacLean)

(a) That Council note that the 2023/2024 budget as endorsed by Council on 26 June 2023 increases the annual budget for the Local Heritage Fund from $30,000 to $50,000.

(b) That Council approve an increase in the maximum grant amount under Council's Local Heritage fund from $3,300 to $5,000 with the grant to be no greater than 25% of the value of the work being undertaken.

(c) That Council allow discretionary payments up to $10,000 with the grant to be no greater than 50% of the value of the work being undertaken, subject to conditions including the following:

i. Applicants to demonstrate the work is essential to prevent serious or irreparable damage or deterioration to a heritage property; and

ii. Applications for such payments will be deferred to the end of the financial year to ensure other applicants are not penalised and would only be granted subject to the availability of funds.

(d) That changes under (b) and (c) above are to take effect in the 2023/2024 financial year.

(e) That a communications strategy to promote the broader heritage program including the Local Heritage Fund be prepared and then be endorsed by Council's Heritage Advisory Committee and implemented through Council’s communication channels.

(f) Further, that Council approve the Heritage Grant recommendations of the Heritage Committee meeting on 2 May 2023, noting that the recommendations are based on the current policy which allows maximum grants of $3,300 and not the new policy recommended above, as follows:

i. Decline a grant of $2,244.25 for 19 – 21 Wentworth Street, Parramatta

ii. Make a grant of $3,300 for 70 Ross Street, North Parramatta

iii. Make a grant of $3,300 for 76 – 78 Lanhams Road, Winston Hills

13.5

Parramatta Town Hall - Draft Fees and Charges

(Report by Community Infrastructure and Business Systems Manager)

4424

RESOLVED (Councillor Esber and Councillor MacLean)

That Council:

(a) Endorses for the Parramatta Town Hall Draft Fees and Charges (Attachment 1) and Categories for the Waiver or Reduction of fees (Attachment 2), for the purposes of public exhibition in accordance with section 610 of the Local Government Act 1993.

(b) Note that Council will consider submissions from the public and the outcomes of consultation after the 28-day period prior to adopting the Parramatta Town Hall Fees and Charges and Categories for Waivers and Reduction of Fees at a future meeting of Council.

(d) Delegate to the Chief Executive Officer to make editorial amendments to the Parramatta Town Hall Draft Fees and Charges, Categories Waivers and the Reduction of Fees, and the Catering approach which do not significantly alter their scope, purpose or intent.

13.6

Proposed Trial - Opening of PHIVE on Public Holidays

(Report by Group Manager Community Hubs and PHIVE)

MOTION (Councillor Esber and Councillor MacLean)

(a) That Council undertake a 12-month trial and extend PHIVE’s opening hours to include two select NSW public holidays being Labour Day 2023 (Monday 2 October 2023) and the King’s Birthday 2024 (Monday 10 June 2024) and gauge the community response.

(b) That Council note the estimated additional cost for the 12-month trial is $54,921 inclusive of staffing (at public holiday rates), building operations (security, cleaning and utilities), and activation program.

(c) Further, that Council prepares a post-trial report on the outcomes of the trial and the community response to inform Council’s consideration of any ongoing changes to PHIVE opening hours in 2024/25 to include select public holidays.

AMENDMENT (Councillor Garrard and Councillor Wearne)

(a) That Council undertake a 12-month trial and extend PHIVE’s opening hours to include three select NSW public holidays being Labour Day 2023 (Monday 2 October 2023); Easter Monday 2024 (Monday 1 April 2024); and the King’s Birthday 2024 (Monday 10 June 2024) and gauge the community response.

(b) That Council note the estimated additional cost for the 12-month trial is $54,921 inclusive of staffing (at public holiday rates), building operations (security, cleaning and utilities), and activation program.

(c) Further, that Council prepares a post-trial report on the outcomes of the trial and the community response to inform Council’s consideration of any ongoing changes to PHIVE opening hours in 2024/25 to include select public holidays.

The Amendment on being PUT to the meeting was LOST.

The Motion on being PUT to the meeting was CARRIED.

4425

RESOLVED (Councillor Esber and Councillor MacLean)

(a) That Council undertake a 12-month trial and extend PHIVE’s opening hours to include two select NSW public holidays being Labour Day 2023 (Monday 2 October 2023) and the King’s Birthday 2024 (Monday 10 June 2024) and gauge the community response.

14. Notices of Motion

14.2

Proposed Review of Council's Circus Policy

(Report by Councillor Humphries)

4426

RESOLVED (Councillor Humphries)

That this Notice of Motion be withdrawn.

14.3

Proposed Safety Upgrade of Shared Pedestrian and Cyclist Path, Station Street East, Harris Park

(Report by Councillor Prociv)

4427

RESOLVED (Councillor Prociv and Councillor Darley)

(a) That Council officers investigate short and long-term options to reduce the impact of lighting poles and signs and provide adequate width for all users of the shared pedestrian and cyclist path on the west side of Station Street East, Harris Park.

(b) That a report on (a) above be provided to the Active Transport Advisory Committee, to investigate the feasibility of relocating or reducing the impact of recently installed lighting poles on the path.

(c) That Council also investigate widening the shared path or provision of separate cycling facilities on the west side of Station Street East, Harris Park.

(d) That a draft report on the proposal at (c) above be provided to the Traffic Engineering Advisory Group and Active Transport Advisory Committee.

(e) Further, that Council be informed of the report recommendations and the outcomes of the relevant Committee meetings.

14.4

Sponsorships, Corporate Memberships and Memoranda of Understanding

(Report by Councillor Garrard)

4428

RESOLVED (Councillor Garrard and Councillor Wang)

(a) That the CEO provide a report to Council detailing regarding current and planned sponsorships, corporate memberships and Memoranda of Understanding (MOU) of Council and that:

a. The report include financial and non-financial sponsorships, memberships and MOUs of council; and

b. A copy of the sponsorship agreements, membership details and MOUs.

(b) Further, that the CEO provide the report to Council before the end of August 2023.

14.5

City of Parramatta's Social Media Accounts

(Report by Councillor Garrard)

4429

RESOLVED (Councillor Garrard and Councillor Siviero)

(a) That Council provide a report detailing Councils Social Media accounts and Social media influences by end of August 2023.

I. That the report include a breakdown of all financial expenses relating to social media posts, i.e. boosting, influences etc; and.

II. That the report include incoming financial details regarding payments for posts.

(b) Further That Council provide details regarding what policy and procedures are in place to ensure a balanced approach to businesses having an opportunity to promote on Council’s social media pages.

Note:

Councillor Esber left the meeting at 9:25pm and returned at 9:27pm.

14.6

Revolving Energy Fund

(Report of Councillor Bradley)

4430

RESOLVED (Councillor Bradley and Councillor Prociv)

That a report be brought back to Council on establishing a Revolving Energy Fund that includes:

a. the potential benefit of creating an internally restricted reserve to enable verified energy savings to be re-invested into more renewable energy and efficiency works and/or staffing;

b. recommended accounting systems and governance structure;

c. seed capital and payback mechanisms;

d. fund operations – including the procedure for reviewing, evaluating, and selecting projects in conjunction with asset management plans and the Environmental Sustainability Strategy; and

e. performance-tracking of individual projects and the entire REF portfolio over time.

Procedural Motion

4431

RESOLVED (Councillor Davis and Councillor Wearne)

That the request at 9:32pm by Councillor Humphries to attend the Ordinary Council Meeting via remote means be accepted.

15. Questions with Notice

15.1

Questions With Notice - 10 July 2023 Council Meeting

(Report by Governance Manager)

4432

1. Item 13.6 – Endorsement of City Events and Festival FY24 Program

Councillor Garrard

a. What is the financial implication on how much Council is spending in relation to sponsorship and should that be a part of the Events and Festival Plans?

b. Could staff provide a breakdown of the total budget for the consumables [material and contracts] for the activities for the events (approximately $7.5million)?

Executive Director City Engagement and Experience response:

a. The value of sponsorships within the CEE Events and Festivals budget includes $400,000 for the Sydney Festival and $65,000 for the Science Festival. (An additional $75,000 is also made available for the Community Grants program).

However, the total value of sponsorships across the organisation is yet to be calculated and will be reported separately to Council in August-September 2023.

b. The table below relates to the total budget, split between consumables/activity and staffing for FY24, noting it is subject to change.

Employee Costs	1,870,899
Materials & Contracts	4,279,360
Total Expenses	6,150,259
Less Revenue*	-120,000
Net Cost to Council	6,030,259

Employee Costs	1,870,899
Materials & Contracts	4,279,360
Total Expenses	6,150,259
Less Revenue*	-120,000
Net Cost to Council	6,030,259
*Grant funding

2. Item 13.6 – Endorsement of City Events and Festival FY24 Program

Councillor Wearne

a. Could staff provide an update on Council’s Economic Development section?

b. Could there be a workshop on the economic development in the City?

Executive Director City Strategy response:

a. Between 2017 and 2021, Council was guided by the City of Parramatta’s Economic Development Plan (EDP). The plan set the blueprint to harness growth and investment in our City to grow our local economy and provide benefit to our community.

Under the EDP, Council delivered a number of strategic projects, advocacy campaigns, and programs. These projects aimed to address issues in our City which hindered economic growth and sustainability. These projects included:

· Launching a comprehensive program of workshops and initiatives to support small businesses, start-ups, and aspiring business owners. Programs provided foundational skills and aimed to build the capacity of businesses to thrive and grow

· Established Parramatta Legal & Justice Coalition to advocate for the expansion of the Legal and Justice Precinct in Parramatta and transform the CBD into one of Australia’s key legal hubs

· Advocated for improved public transport infrastructure and the delivery of key rail routes connecting Parramatta to Greater Sydney, with the delivery of the Central City Rail Economic Impact Study

· Delivered the Night City Framework 2020-2024 which sets the foundation for Parramatta to be a thriving night city through the prioritisation of the night time economy

· Council approved the COVID-19 Community Resilience and Economic Relief Packages which included the COVID-19 Business Response Grants program providing $150,000 in funding for businesses to adapt and diversify to keep trading during the COVID-19 pandemic

· Council provided frequent and targeted communication during COVID 19 to keep businesses updated on the changing trading conditions; pivoted our business workshops and programs online; introduced gift cards for local businesses; and championed an online networking platform.

Other achievements include:

· Parramatta Start Up Forum event in 2020 with over 170 attendees as well as a series of business workshops for our start up community

· Piloted a skills building program for start ups and partnered with Launchpad to deliver masterclasses for start ups

· Monthly Parramatta E-newsletter

· Hosted an online Business Conference with the NSW Small Business Commissioner as keynote speaker

· Joined the NSW Government’s Small Business Friendly Councils Program/Easy to Do Business

· Launched the Celebrating Women in Business series of programs and network

· Completed the Parramatta CBD Retail Study 2020

· Commissioned Future Directions of Industrial Lands Study

· Delivered 3 rounds of Night Time Economy Diversification Grants

· Delivered in partnership with the AFR the Western Sydney Workplace Report as a key investment attraction initiative for the City

· Delivered in partnership with the Property Council site tours of two commercial buildings in Parramatta to promote the City to new tenants and agents

· Achieve internationally recognised Purple Flag Accreditation for Parramatta CBD in recognition for our vibrant, diverse and safe nightlife

· Participated in the NSW Government’s Westmead Alliance Meetups and contributed to the Draft Westmead Economic Development Plan

· Progressed development of the Late Night Trading Development Control Plan

· Supported the NSW 24 Hour Commissioner’s Parramatta Street Party events to support our communities post-COVID

· Contribute to events and programs by our strategic partners, including Parramatta Chamber of Commerce and Western Sydney Leadership Dialogue

· Supported Western Sydney Leadership Dialogue’s events including Boomtown and the inaugural Ignite event

· Supported the inaugural Sound West event in Parramatta to promote artists, innovators, creators and entrepreneurs

· Conducted annual Business Sentiment Surveys

· Deliver the Perceptions Tracker Survey with our Research and Insights team

· Worked with key business stakeholders and the community in the development of the Draft Economic Development Strategy

b. Councillors have attended five workshops in the last 12 months on the refresh of Council’s strategies, including the Economic Development Strategy. A further workshop scheduled for 31 July 2023 will provide an opportunity for Councillors to be briefed on the Economic Development Strategy.

3. Item 13.6 – Endorsement of City Events and Festival FY24 Program

Councillor Siviero

Could staff provide a list of events that are provided by other Directorates and funded by other Directors which are not part of the events and festivals budget mentioned in the report?

Chief Executive Officer response:

The information requires additional resources from across all directorates and it will be made available to Councillors via email and uploaded on the Councillor Portal once ready.

4. Item 13.6 – Endorsement of City Events and Festival FY24 Program

Councillor Valjak

What is the KPI measurement for what was successful event experiences last year? Could staff provide the details of the KPI measurement to Councillors?

Executive Director City Engagement and Experience response:

A response will be provided to the Council Meeting on 14 August 2023.

15.2

Questions With Notice - Council's Customer Service Charter and Service Standards

(Report by Councillor Darley)

4433

Executive Director City Engagement and Experience Response:

1. Staff have commenced the review of how Council’s Customer Service Policy, Customer Service Charter and standard Service Level Agreements (SLAs) are communicated to customers. Council currently has more than 100 SLAs and the review is examining the potential to consolidate the existing SLAs into three or four common SLAs that can easily be published and understood by the community, staff and other key stakeholders.

2. Whilst work on the review continues, the CEO has recently discussed and agreed with Councillors that an organisation-wide Customer Experience Transformation Project will be commenced to transformation all aspects of customer service within the Council to better serve the community.

3. The Executive Director, City Engagement and Experience is the senior staff member responsible for the delivery of high quality customer service to internal and external customers. Recruitment of a permanent Executive Director is currently underway. Following the appointment of a permanent staff member, their immediate priority will be the scoping of the Customer Service Transformation Project and a workshop with Councillors to ensure that the scope of the project is consistent with organisational needs and community expectations for the delivery of high quality customer service.

4. At this time it is intended to hold the Councillor workshop in October-November 2023 followed by a report to Council before the end of 2023.

Note:

A follow-up question was taken on notice for this Item.

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.

4434

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 ITT24/2022 - Collection and Receipt, Processing and Disposal of Residential and Commercial Waste Services. (D08985192) - This report is confidential in accordance with section 10A (2) (c) (d) of the Local Government Act 1993 as the report contains information that would, if disclosed, confer a commercial advantage on a person with whom the Council is conducting (or proposes to conduct) business; AND the report contains commercial information of a confidential nature that would, if disclosed (i) prejudice the commercial position of the person who supplied it; or (ii) confer a commercial advantage on a competitor of the Council; or (iii) reveal a trade secret.

16.2 Call to Offer - 1-3x Brigg Road, Epping - Bert Park Memorial Hall. (D09050895) - This report is confidential in accordance with section 10A (2) (c) (d) of the Local Government Act 1993 as the report contains information that would, if disclosed, confer a commercial advantage on a person with whom the Council is conducting (or proposes to conduct) business; AND the report contains commercial information of a confidential nature that would, if disclosed (i) prejudice the commercial position of the person who supplied it; or (ii) confer a commercial advantage on a competitor of the Council; or (iii) reveal a trade secret.

16.1

ITT24/2022 - Collection and Receipt, Processing and Disposal of Residential and Commercial Waste Services

(Report by Group Manager Waste & Cleansing)

MOTION (Councillor Esber and Councillor Maclean)

(a) That Council approve the appointment of the preferred tenderer for the ITT24/2022 – Collection and Receipt, Processing and Disposal of Residential and Commercial Waste Services as follows:

Tendered service

Preferred proponent

Part A – Collection

· Garbage

· Recycling

· Food Organics Garden Organics (FOGO)

· Household bulky waste (clean up)

Veolia Recycling & Recovery Pty Ltd

(non-conforming proposal and No Radio Frequency Identification (RFID)

Part B – Receipt, Processing and Disposal

· Garbage

Cleanaway Pty Ltd

(conforming proposal)

Part C – Receipt, Processing and Disposal

· Recycling

Visy Paper Pty Ltd

(conforming proposal)

Part D – Receipt, Processing and Disposal

· FOGO

Cleanaway Pty Ltd

(conforming proposal)

Part E – Receipt, Processing and Disposal

· Clean up

Cleanaway Pty Ltd

(conforming proposal)

(b) That Council notes Veolia Recycling & Recovery Pty Ltd (Veolia) is the preferred tenderer for Part A Collection and is Council’s current incumbent and therefore pursuant to the Local Government Regulation 2021 the contract will provide for:

i. All existing employees currently employed with Veolia under the current contract will continue employment in the new contract as determined by Veolia and as required under s178 of the Local Government Regulation 2021.

ii. The recognition of employees continuity of service, therefore existing employees are not subject to a probationary period

iii. The retention of existing employees accrued statutory leave entitlements such as long service leave

(d) Further, that Council delegate authority to the CEO to negotiate the terms of the contracts and finalise and execute all necessary documents associated with this tender, in order to engage the successful tenderer.

AMENDMENT (Councillor Darley and Councillor Garrard)

(a) That Council approve the appointment of the preferred tenderer for the ITT24/2022 – Collection and Receipt, Processing and Disposal of Residential and Commercial Waste Services as follows:

Tendered service

Preferred proponent

Part A – Collection

· Garbage

· Recycling

· Food Organics Garden Organics (FOGO)

· Household bulky waste (clean up)

Veolia Recycling & Recovery Pty Ltd

(non-conforming proposal and No Radio Frequency Identification (RFID)

Part B – Receipt, Processing and Disposal

· Garbage

Cleanaway Pty Ltd

(conforming proposal)

Part C – Receipt, Processing and Disposal

· Recycling

Visy Paper Pty Ltd

(conforming proposal)

Part D – Receipt, Processing and Disposal

· FOGO

Cleanaway Pty Ltd

(conforming proposal)

Part E – Receipt, Processing and Disposal

· Clean up

Cleanaway Pty Ltd

(conforming proposal)

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

c. Further, that Council delegate authority to the Chief Executive Officer to negotiate the terms of the contracts and finalise and execute all necessary documents associated with this tender, in order to engage the successful tenderer.

The Amendment on being PUT to the meeting was LOST.

The Motion on being PUT to the meeting was CARRIED.

4435

RESOLVED (Councillor Esber and Councillor Maclean)

(a) That Council approve the appointment of the preferred tenderer for the ITT24/2022 – Collection and Receipt, Processing and Disposal of Residential and Commercial Waste Services as follows:

Tendered service

Preferred proponent

Part A – Collection

· Garbage

· Recycling

· Food Organics Garden Organics (FOGO)

· Household bulky waste (clean up)

Veolia Recycling & Recovery Pty Ltd

(non-conforming proposal and No Radio Frequency Identification (RFID)

Part B – Receipt, Processing and Disposal

· Garbage

Cleanaway Pty Ltd

(conforming proposal)

Part C – Receipt, Processing and Disposal

· Recycling

Visy Paper Pty Ltd

(conforming proposal)

Part D – Receipt, Processing and Disposal

· FOGO

Cleanaway Pty Ltd

(conforming proposal)

Part E – Receipt, Processing and Disposal

· Clean up

Cleanaway Pty Ltd

(conforming proposal)

ii. The recognition of employees continuity of service, therefore existing employees are not subject to a probationary period

iii. The retention of existing employees accrued statutory leave entitlements such as long service leave

16.2

Call to Offer - 1-3x Brigg Road, Epping - Bert Park Memorial Hall

(Report by Leasing Officer)

4436

RESOLVED (Councillor Wearne and Councillor Maclean)

(a) That Council acknowledge the submission(s) received and subsequent Outcome Report following the conclusion of the Call To Offer for 1-3x Brigg Road, Epping known as the Bert Park Memorial Hall.

(b) That Council endorse entering into an interim license agreement for up to 12 months with Rotary Club Epping pending completion of Council’s Property Strategy.

(c) Further, that Council delegate authority to the Chief Executive Officer to finalise and execute all documentation associated with this matter.

Procedural Motion

4437

RESOLVED (Councillor Esber and Councillor Wearne)

That the meeting revert to Open Session, time being 10:08pm.

17. REPORTS OF RESOLUTIONS PASSED IN CLOSED SESSION

The Chief Executive Officer displayed on the screen the resolutions from the Closed Session for webcasting purposes.

18. CONCLUSION OF MEETING

The meeting concluded at 10:11 pm.

This page and the preceding 21 pages are the Minutes of the Ordinary Council Meeting held on Monday, 24 July 2023 and confirmed on Monday, 14 August 2023.

Chairperson

Council 14 August 2023 Item 13.4

REPORTS TO COUNCIL - FOR COUNCIL DECISION

ITEM NUMBER 13.4

SUBJECT DEFERRED ITEM FROM OCM 10 JULY 2023 - Adoption of Councillor and Staff Interaction Policy 2023

REFERENCE F2022/03176 - D09050012

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

Policy Review Committee – 26 July 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 adoption of the Policy.

RECOMMENDATION

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

(b) Further, that Council adopts the Councillor and Staff Interaction Policy 2023 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, 3.33, has been added to ensure the Policy framework includes the relevant commitments made in Council’s Improvement Notice response to SafeWork NSW. Clause 3.33 sets out a minimum number of staff required to attend face-to-face meetings with Councillors.

9. Following the deferral of the 10 July Council Report seeking to adopt the draft Policy, phrasing of a number of provisions has been amended to address Councillor feedback and legal advice regarding clarity, and to ensure the Policy’s alignment with Council’s adopted Code of Conduct.

10. These amendments applied to the draft following public exhibition are documented in markup at Attachment 2.

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

CONSULTATION & TIMING

Stakeholder Consultation

12. 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

13. 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
26 July 2023	Policy Review Committee	Councillors provided feedback on the clarifying edits applied by the CEO following deferral of the 10 July Council Report. Councillors requested further assessment and clarification of clauses 3.19 and 3.20, regarding confidentiality.	External legal advice verified that clauses 3.19 and 3.20 are appropriate as drafted and are consistent with Council’s Code of Conduct. This advice was separately circulated to Councillors, noting that no further amendments were recommended.	CEO + ED Finance & Information + Governance

LEGAL IMPLICATIONS FOR COUNCIL

14. The draft Policy was reviewed by Legal Services and no legal issues were raised.

FINANCIAL IMPLICATIONS FOR COUNCIL

15. If Council resolves to approve this report, there are no financial implications for Council’s budget associated with adoption of this draft Policy.

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	16 Pages
2 ⇩	For Information - Councillor and Staff Interaction Policy 2023 - Markup of administrative amendments following public exhibition	16 Pages

REFERENCE MATERIAL

Council 14 August 2023 Item 13.6

REPORTS TO COUNCIL - FOR COUNCIL DECISION

ITEM NUMBER 13.6

SUBJECT 2024 Community Grants Program

REFERENCE F2022/03176 - D09033485

REPORT OF Community Capacity Building Officer

CSP THEME: Fair

briefing date: GRANTS COMMITTEE, 2 JUNE 2023

PURPOSE:

To seek endorsement of the application process for the 2024 annual Community Grants Program and proposed changes to the Cultural Heritage and Stories Research and Community Events grants.

RECOMMENDATION

(a) That the 2024 round of the Annual Community Grants proceed with the categories and the proposed timeframe identified in this report, which includes the application opening date being 9am, Monday 28 August 2023 and the closing date being 6pm, Monday 2 October 2023.

(b) That the 2024 Community Grants round be administered according to the Grants and Donations Policy, including outcomes of the assessment process being presented to the Grants Committee prior to recommendations being presented to Council by December 2023.

(c) That Council notes the proposed change to the name of the Cultural Heritage and Stories Research Grants and the inclusion of the Community Events Grants program in the Annual Community Grants application round, detailed in this report, with all other category information remaining unchanged from the 2023 program.

(d) That Council notes the Youth Focused Small Grant round to be included in the 2024 Community Grants program, funded with the $9,885.96 in unallocated funds from the 2023 Annual Grants program, and with an application timeframe to assist in the planning of Youth Week activities.

(e) Further, that a desktop analysis be conducted examining Council’s categories, funding pool and funding limits compared to other similar Council grant programs across metropolitan Sydney and be reported back to the Grants Committee in early 2024.

BACKGROUND

1. To achieve its strategic community objectives, Council offers funding to the community through various grant programs. These grants are administered under Council’s Grants and Donations Policy which sets out the principles, procedures and responsibilities to ensure that these programs are run in an efficient, effective and ethical manner. The policy guides grant-making activity made available by City of Parramatta Council, as per s356 of the Local Government Act 1993 and independent of the regular procurement of goods, works and services. The policy has undergone regular reviews and was last endorsed by Council on 25 October 2021.

2. The Community Grants program is the largest of the grant programs offered by Council. Initiated by the former Parramatta City Council in 2007, the Community Grants program provides significant support to many community organisations, volunteer groups, sporting clubs, social enterprises, creative producers and heritage organisations.

3. The Community Grants program is administered by the Community Capacity Building team within the Social and Community Services unit. The program is aligned with the FAIR community outcome in the Delivery Program 2022-26 and Operational Plan 2023/24 (3.2): We can all benefit from the opportunities our City and neighbourhoods offer.

4. Council’s Grants Committee provides advice and guidance on the design of grant programs, reviews the outcomes of assessment processes of major grants programs, and provides recommendations for the consideration of Council, consistent with the roles and responsibilities described within the Grants and Donations Policy, Grants and Donations Procedures and Grant Program Guidelines. The members of the current Grants Committee are Lord Mayor Councillor S Pandey, Councillors K Darley, P Esber, A Humphries and D Wang, and Jon Greig as Executive Director Community Services.

5. Another existing grant program is the Community Events Grants. In past years this has been administered as a separate grant program, with two application rounds each year.

ISSUES/OPTIONS/CONSEQUENCES

6. As part of a regular program of feedback and review, there are proposed changes to the 2024 round of the Annual Community Grants program. Consideration has been given to the feedback of the Grants Committee, the feedback of various internal business units that administer grant programs and feedback received from applicants and recipients in these programs.

7. The now completed 2023 Annual Community Grants program timeline was changed from a financial year timeframe to that of a calendar year, with the round opening in August 2022.

8. Council undertook a survey of grant applicants on the implementation of the new timeline, which found that 93% of respondents were supportive of the timeline change or felt it made no difference. Of those that applied in the 2023 round, 70% stated that they had no challenges resulting from the change. Of the remaining 30%, the challenges they experienced were issues such as confusion around the change and feeling rushed. As we have now embedded the timing changes into the program for this year, we are confident these challenges have been addressed.

9. To this end, it is proposed that the application period for the 2024 Community Grants annual round will open on Monday 28 August 2023 and close at 6pm, Monday 2 October 2023.

10. Further, it is proposed to change the name of the Cultural Heritage and Stories Research Fund to the Cultural Heritage and History Projects Fund to encourage an increase in applications to this category. The current name of the grant does not succinctly express the intended scope of the Grant funding, limiting applications to research projects. Replacing the words ‘Stories Research’ with ‘History Projects’ will encourage a broader array of cultural and historical projects to be put forward for funding, not just those undertaking formal research.

11. The 2024 annual round will also serve as the application round for the Community Events Grants. This is an existing grant program currently being administered by Council’s Events and Festivals Team. This grant program has a similar community focus, thus, incorporating it into the annual program will reduce confusion amongst potential applicants and streamline Council resources.

12. Most of the parameters of the Community Event Grants program will remain unchanged, including the $10,000 grant cap and the total funding pool of $75,000. However, one change has been made to increase the proportion of the event costs that may be covered by the grant. At present, the grant can cover 20% of the costs of an event with the applicant covering the additional 80% through other funding and in-kind support. It is proposed that this is changed with the Council grant to cover up to 50% of event costs (capped at $10,000), with applicants only needing to cover the remaining 50% of costs and those costs beyond the $10,000 share. This change will enable greater access to the grant funding for smaller community organisations that do not have capacity to raise 80% of the costs before the event is held.

13. To align with the Annual Community Grants program, the Community Event Grants program will open only once, not twice per year. This change is not anticipated to create any significant issues for applicants, as the types of events eligible for this grant are generally larger events that take significant time to plan and execute, so an annual grant program will remain a suitable vehicle for encouraging these events to take place in Parramatta.

14. It is proposed that the application period for the Representative Sports Grants be extended up to four weeks after an event has been completed. Currently, applicants must apply at least four weeks prior to a representative event being held, with the aim of providing the grant early enough to ensure financial issues do not prevent a representative from participating.

15. However, there are times when the period between notification of person being chosen as a representative and the date of the representative event are very short (less than four weeks). It is for this reason that the change is proposed. This timeframe has been chosen to be consistent with the intent of the grant to provide immediate financial assistance to meet the costs associated with attending a representative event.

16. At the 5 December 2022 Council meeting, it was resolved that a Youth Focused initiative be developed to utilise $9,885.96 in unallocated funds from the 2023 Annual Community Grants program. It is proposed that these funds be added to existing youth programming budgets to run a specific and separate Small Grant round in 2024, which will enable youth-led or youth-focused organisations to apply for up to $2,000 to deliver events and activities during Youth Week 2024. This will be a one-off discreet round running in the third quarter of 2023/2024 financial year and with a total funding pool of $20,000.

17. The table below provides a summary of the proposed changes to the Annual Grants Program:

Component	Current Status	Proposed Change	Rationale
Cultural Heritage & Stories Research Fund	Current Name: Cultural Heritage & Stories Research Fund	Name Change: Cultural Heritage and History Projects Fund	To encourage a broader array of cultural and historical projects to be put forward for funding, not just those undertaking formal research.
Community Events Grants	Individual Grant program run by the Events Team.	Incorporate into the Annual Community Grants program.	Reduce confusion amongst potential applicants and streamline Council resources.
	Council grant can only cover 20% of event costs	Council grant can cover 50% of event costs	To enable greater access to the grant funding for small community organisations that do not have capacity to raise 80% of the costs before an event is held.
	Run twice per year	Run once per year	To align with the Annual Community Grants program
Representative Sports Grants	Run throughout the year	Applications to be accepted up to 4 weeks after a representative event is held	To ensure that applicants that receive short notice of being selected for a representative event (less than four weeks) are not disadvantaged in their eligibility for a grant
Youth Week 2024 Grants	New one-off round	Develop a youth-focused Small Grant round to run in the 2024 Annual Community Grants program	To provide financial support to youth-focused organisations to ensure a diverse range of events and activities will be available to young people in Parramatta during Youth Week 2024.

18. With the inclusion of the Community Events grants category, the 2024 Annual Community Grants program will have a total value of $575,000. This is offered through an annual round of six categories and a further three categories offered on a quarterly basis or all-year round. An additional $20,000 will be spent in the 2024 round via the 2024 Youth Week Grants. All these are outlined in the below table with category objectives and criteria detailed at Attachment A:

Category	Funding pool	Funding cap	Time frame
Community Capacity Building	$225,000	$10,000 Additional funds can be applied for to a funding cap of $20,000	Annual round
Growing Social Enterprise in Parramatta	$75,000	$25,000	Annual round
Creative Projects	$60,000	$20,000	Annual round
Cultural Heritage and History Projects	$20,000	$5,000	Annual round
Parramatta Artist Studio Creative Fellowship	$20,000	One Fellow	Annual round
Community Events	$75,000	$10,000	Annual round
Categories not in the annual round
Small Grants Fund & Social Enterprise Business Planning Grants	$40,000	$2,000	Quarterly round
Parramatta Sport & Recreation Grants	$30,000	$2,000	Quarterly round
Parramatta Representative Sport Grants	$30,000	$1,000	Open all year
Total Program Value	$575,000
Additional category for 2024
2024 Youth Week Grants	$20,000	$2,000		One-off round
Decision makers reserve the right to allocate funds across the funding pools in response to demand and quality of applications received, remaining within the Total Program Value

19. The 2024 Annual Community Grants round will be administered according to the current Grants and Donations Policy, including outcomes of the assessment process being presented to the Grants Committee in November 2023 and recommendations being presented to Council by December 2023.

20. Ordinary practice within the application assessment and Grants Committee process for the Community Grant program has utilised a merit-based process for allocating unallocated funds in one grant category to go toward quality applications in a different category. This merit-based equity process ensures that the total program value of annual grant funding is fully expended on quality applications. In order to provide greater transparency and clarity for applicants regarding how decisions are made, it is proposed that the Community Grants Program Guidelines will be updated to include the following sentence:

‘Council decision makers reserve the right to allocate funds between category pools in order to fund quality, merit-based applications in circumstances where there are unallocated funds left after the initial round of grant assessments and recommendations.’

21. The 2024 Annual Community Grants round will be promoted through general advertisement strategies, including:

a. Email promotion to community contacts and subscribed newsletters notifying of available funding opportunities. This includes Council networks plus the 1,360 subscribers on the Active Parramatta list, and the 2,058 contacts on the Community Connective Funding e-News.

b. City of Parramatta Council’s Community Grants webpage, providing information on upcoming grant rounds.

c. Council’s social media channels on Facebook and LinkedIn

d. Direct communication to past applicants across all categories

e. Information shared with Councillors to share through their own network.

22. In addition, the Council teams responsible for managing each grant category will run specific Grant Information Sessions for their grant program and will promote their grants directly to their database of previous applicants, as well as using sector-specific promotional channels, such as newsletters and via sharing with other relevant sector organisations.

23. A separate communications plan has been developed to promote the available Quarterly Grants and Representative Sports Grants. Over the last 12 months those communication strategies have proven successful, with an increase in the number of applications received in those categories. Attachments B & C list all successful recipients in those categories across the 2022/23 Financial Year. The success of those promotion strategies will be built upon this year.

24. One improvement being made to the Sport and Recreation Grants promotion is through a refresh of the suggestions of what sporting clubs can apply for, as feedback from clubs is that the grants are seen as being for new uniforms, which is not something always needed.

CONSULTATION & TIMING

Stakeholder Consultation

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

Date	Stakeholder	Stakeholder Comment	Council Officer Response	Responsibility
May 2023	Grant applicants	Feedback provided on the change to the Annual Grant program timeline to align with the Calendar Year	Feedback presented to Grants Committee	Social and Community Services / Research and Engagement

Councillor Consultation

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

Date

Councillor

Councillor Comment

Council Officer Response

Responsibility

3 June 2022

Grants Committee

Committee indicated their support for the proposed changes to the Annual Grants Program.

Question regarding how our funding levels compare to other Councils

Response contained within this report

Recommendation added to conduct a desktop comparative analysis

Social & Community Services

27. In response to a question from the Grants Committee, a desktop comparative analysis will be conducted to look at how City of Parramatta Council’s grant offer compares to other Councils across Sydney. The results of this analysis will be provided back to the Grants Committee to inform planning and recommendations for future years.

LEGAL IMPLICATIONS FOR COUNCIL

28. There are no legal implications for Council associated with this report. The content of the revised Policy remains in line with the requirement of s356 of the Local Government Act 1993.

FINANCIAL IMPLICATIONS FOR COUNCIL

29. All funding associated with the 2024 Community Grants program was allocated by Council within the 2023/24 endorsed budgets for the Community Services Directorate and City Experience and Engagement Directorate.

30. The unallocated funds from the previous Financial Year referred to in the Council resolution of 5 December 2022 will be added to existing youth program budgets to create the Youth Week Grants proposal.

Lucy Brotherton

Community Capacity Building Officer

Rodrigo Gutierrez

Community Capacity Building Manager

David Moutou

Acting Executive Director Community Services

John Angilley

Executive Director Finance & Information

Jon Greig

Executive Director Community Services

Gail Connolly

Chief Executive Officer

Attachments:

1 ⇩	Attachment A - Annual Community Grants Program - Category Objectives and Criteria	7 Pages
2 ⇩	Attachment B - FY22-23 Representative Sport Recipients	3 Pages
3 ⇩	Attachment C - FY22-23 Quarterly Grants Recipients	3 Pages

REFERENCE MATERIAL

Council 14 August 2023 Item 13.7

REPORTS TO COUNCIL - FOR COUNCIL DECISION

ITEM NUMBER 13.7

SUBJECT Public Exhibition of Draft Council Strategies (Economic, Social, Environmental and Innovation)

REFERENCE F2022/03176 - D08797273

REPORT OF Project Team Lead

CSP THEME INNOVATIVE

workshop dateS:

19 September 2022

25 November 2022

20 February 2023

19 April 2023

26 April 2023

31 July 2023

PURPOSE:

To recommend public exhibition of four draft strategies.

RECOMMENDATION

(a) That Council approve public exhibition of the following draft Strategies for a six-week period:

i. Economic Development Strategy 2023-2032

ii. Environmental Sustainability Strategy 2023-2032

iii. Smart City and Innovation Strategy 2023-2032

iv. Social Sustainability Strategy 2023-2032

(b) That the Chief Executive Officer be delegated authority to make any minor amendments or adjustments of a non-policy nature to these Strategies.

(c) Further, that Council receives a final report outlining the response to the public exhibition and seeking endorsement of the final Strategies.

BACKGROUND

1. Council endorsed an updated Community Strategic Plan (CSP) in June 2022, outlining the community’s long-term goals and aspirations for the City to 2038. Sitting directly beneath the CSP in Council’s strategic governance hierarchy are a number of high-level strategic documents which respond to the CSP and direct Council’s work in important policy areas. Four of these documents are:

a. Economic Development Plan (adopted July 2017)

b. Environmental Sustainability Strategy (adopted July 2017)

c. Smart City Masterplan (Adopted August 2015)

d. Socially Sustainable Parramatta Framework (Adopted July 2017)

2. These documents set actions for a 4-5 years’ timeframe and have come to the end of their strategic lifecycle. Therefore, during 2022-2023, Council officers have undertaken a major project to “refresh” these documents to continue to guide Council’s work in these areas.

3. The new draft strategies are now ready for public exhibition. They are summarised in a “Strategy Snapshot” at Attachment 1 and can be reviewed in full at Attachments 2-5. They are titled as follows:

a. Attachment 2: Economic Development Strategy 2023-2032

b. Attachment 3: Environmental Sustainability Strategy 2023-2032

c. Attachment 4: Smart City and Innovation Strategy 2023-2032

d. Attachment 5: Social Sustainability Strategy 2023-2032

4. The 2023 draft strategies respond to the follow imperatives:

· better alignment of content and format to ensure that the new documents work together as a coordinated strategic suite;

· in-depth strategic and context review in each thematic area to ensure each document reflects contemporary and relevant strategic issues; and

· extensive engagement to ensure the strategic suite is underpinned by a strong understanding of the needs and wishes of Council’s community, stakeholders, and decision-makers.

5. The remainder of this report describes:

· the review and research undertaken by Council officers to prepare the draft strategies;

· the pre-exhibition internal and external consultation program that has informed the draft strategies; and

· a high-level overview of the draft strategies.

REVIEW AND RESEARCH INFORMING THE DRAFT STRATEGIES

6. Council officers undertook a review of the existing strategies (including evaluation against the updated CSP) and concluded that a shared strength was that each was well-researched and evidence-based, contextualised in Parramatta and considered international trends and documents. There were also common opportunities identified to provide stronger leadership and create more collaborative pathways both within Council and between Council and external partners in future strategy iterations.

7. Council officers undertook an extensive strategic and context review in each thematic area to understand what had changed since the creation of Council’s previous policy suite, and to ground the new draft strategies in contemporary and relevant considerations. This included:

a. Reviewing common practice and best practice in comparable strategies at various levels of government.

b. Consideration of alignment with relevant external strategic matrices (for example, the UN Sustainable Development Goals).

c. Up to date demographic analysis (noting the availability of 2021 Census data) and economic analysis.

d. The Smart City and Innovation Strategy was also informed by a research paper co-authored with external consultants which examined a wide range of policy areas through an innovation lens.

8. Council officers engaged specialist consultant advice regarding outcomes measurement frameworks for the new draft strategies, recognising that this was not a uniform strength of the previous strategy suite.

PRE-EXHIBITION CONSULTATION PROGRAM

9. Council officers undertook an extensive internal and external engagement program to inform the drafting of these strategies.

10. External engagement included:

a. A four-week online survey

b. Two community workshops

c. Six pop-ups in six different locations

d. Community workshops focused on engaging our harder to reach community members including:

i. Online Youth Forum

ii. In-school workshops with 100+ primary / high school students

iii. Service provider workshop

iv. Culturally and Linguistically Diverse community workshop

v. First Nations yarning session

vi. Three drop-in sessions at various council workshops and libraries to engage our over 55's community

e. 1:1 interview with external stakeholder from the Disabled community

f. Additional interviews with 27 key external stakeholders

g. Focus groups attend by sixteen community members to review implementation principles

h. Focused business workshop

i. Additional program of earlier consultation work (April-June 2022) specifically relating to development of Smart City and Innovation Strategy

j. Consideration of feedback received during the 2022 CSP update

k. Other specific stakeholder groups on a strategy-by-strategy basis as appropriate

11. Attachments to this report provide further detail on general engagement outcomes (Attachment 6) and engagement specific to the draft Smart City and Innovation Strategy (Attachment 7).

12. Internal engagement which supported the strategy development included:

a. Six Councillor workshops over 10 months; engagement outcomes discussed in table later in this report)

b. One half-day Councillor strategy session

c. Seven Executive Team presentations and 1:1 interviews

d. Introductory cascades with all Council Directorates

e. 28 initial strategy refresh interviews

f. Five meetings of an Internal Reference Group

g. Four open sessions available to all Council staff

h. Three broad content workshops with cross-team stakeholders

i. Final Executive Team review of draft actions

j. Extensive 1:1 discussion with internal staff members, encompassing approximately 40 teams across Council.

OVERVIEW OF DRAFT STRATEGIES

13. The draft strategies recommended for exhibition are:

a. Economic Development Strategy 2023-2032

b. Environmental Sustainability Strategy 2023-2032

c. Smart City and Innovation Strategy 2023-2032

d. Social Sustainability Strategy 2023-2032

14. Each draft strategy is structured as follows:

a. Introduction: scene setting and summary of research and engagement

b. Priorities, Objectives and Outputs: a structured consideration of the areas that each strategy identifies for action-taking

c. Indicators: measurement for tracking performance

d. Actions: specific fine-grained activities which Council will undertake during the first four years of the strategy

15. The draft strategies are summarised in a “Strategy Snapshot” at Attachment 1 and the full draft strategies are at Attachments 2-5. The highest-level organising factor of the draft strategies – their Priorities - are in Table 1.

Table 1: Priorities of the draft strategies recommended for exhibition

Economic Development Strategy	Environmental Sustainability Strategy
1. A Prosperous City 2. An Integrated & Well-Planned City 3. A Business-Friendly City 4. A Skilled City 5. A Vibrant City	1. Climate Positive 2. Future Ready Community 3. Blue-Green City 4. Nature Positive 5. Circular Economy
Smart City and Innovation Strategy	Social Sustainability Strategy
1. A Data-Led & Innovative Organisation 2. Climate Adaptation & Circular Economy 3. An Intelligent & Connected Transport System 4. Transformative Urban Technology 5. A Thriving Innovation Ecosystem 6. Creative Community Experiences	1. A Socially Connected Community 2. A Safe, Inclusive & Welcoming City 3. A Community where People Can Live Healthy Lives 4. A City with Affordable & Diverse Homes for All 5. A City of Learning & Opportunity

16. While each draft Strategy necessarily focuses on Council’s work in a particular policy area, they are connected and aligned in several ways including:

a. The draft strategies respond to the Goals and Strategic Actions identified in Council’s CSP. While the CSP establishes "where" we want to go, the draft strategies delve into the "how" by focusing on specific policy areas.

b. The draft strategies’ template and structure are coordinated.

c. While not explicit in the strategies, several important themes and issues cut across them. In particular, the strategies as a suite share consideration for the following themes:

i. Place and movement

ii. Resilience and equity

iii. Opportunity and prosperity

iv. Connection and joy

d. The draft strategies have a coordinated approach to several procedural elements, including:

i. Timeframe, being a ten-year strategic view with four years of detailed action planning

ii. Action planning, ensuring that each action is well-defined in terms of scope and accountability

iii. Outcomes measurement, ensuring that they are uniformly trackable and reportable

iv. a four-yearly review cycle of action plans and an annual report to Council on the progress of each strategy.

17. This coordinated approach is a significant innovation, as – to Council officers’ best knowledge – this level of cohesion across a suite of Local Government policy documents is unprecedented in the Greater Sydney context.

18. Each draft Strategy builds upon its predecessor. The key moves of each draft strategy in comparison to its predecessor are summarised as follows:

a. Economic Development Strategy: a shift from economic development systems to a focus on people, removing barriers for business, strengthening sub-policy areas relating to Visitor and Night-Time Economies, and ensuring good linkages on a number of land use planning issues.

b. Environmental Sustainability Strategy: refining the previous strategy to focus on more targeted actions, strengthening the indicator framework, and responding to significant shifts in this broader policy area at State and Federal levels.

c. Smart City and Innovation Strategy: shifting the lens from a technology focus to a people focus and seeking to establish Parramatta as Australia’s Innovation Capital.

d. Social Sustainability Strategy: building on Council’s previous award-winning framework in this policy area by refining focus and adding particular communities and contemporary issues for new work.

EXHIBITION

19. This report recommends Council endorse the strategies for a six-week public exhibition process. Pending Council’s endorsement to exhibit, the following activities are planned during exhibition:

· Participate Parramatta webpage

· Summary document (with translated versions)

· QR decals in parks (all wards)

· Two pop-ups (PHIVE and Wentworth Point Library)

· Digital screen, social media and newspaper ads

· Banner on Council’s homepage

· Inclusion in relevant electronic newsletters

RELATIONSHIP TO OTHER KEY STRATEGIC DOCUMENTS

20. It is critical to note that these are not Council’s only high-level strategic documents currently in the process of being refreshed. Specific comment is made on two of these below.

21. First Nations Strategy: Council’s draft First Nations Strategy has been subject to a separate engagement and drafting process led by Council’s Community Capacity Building team. At the time of preparing this report, exhibition of the draft First Nations Strategy was slated to be considered by Council at its meeting on 28 August 2023.

22. Cultural Strategy: Council’s existing Cultural plan (“Culture and our City”) has also reached the end of its strategic lifecycle. A refreshed Cultural Strategy is already underway and on track with the relevant Delivery Program & Operational Plan (DPOP) action, which is due in March 2024.

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
Late 2022 – early 2023	Various external stakeholders (including Greater Cities Commission, Sydney Olympic Park Authority, Department of Communities and Justice, Western Sydney Community Forum, Gaimaragal Group, Sydney Water)	Broad support was expressed for the direction of the strategies, and each stakeholder offered strategic views on Parramatta’s future.	This feedback was considered while preparing the draft strategies, and further external consultation will be undertaken during exhibition.	City Strategy

Councillor Consultation

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

Date	Councillor	Councillor Comment	Council Officer Response	Responsibility
19 Sept 2022	Councillor workshop	Councillors were broadly supportive of the introduction to the proposed program and made suggestions around enhancing the engagement program.	Council Officers ensured each ward + Parramatta CBD were covered by pop-up sessions, and organized a half-day session to dive deeper into content.	City Strategy
25 Nov 2022	Half-day Strategy Session	Councillors provided feedback on trends, challenges, opportunities and engagement & research themes to date	Councillor feedback was considered when progressing the drafts	City Strategy
20 Feb 2023	Councillor workshop	Councillors provided feedback on priorities and objectives	Councillor feedback was considered when progressing the drafts	City Strategy
19 and 26 April 2023	Councilor workshop	Councillors provided feedback on proposed actions	Councillor feedback was considered when progressing the drafts	City Strategy
31 July 2023	All Councillors invited to a workshop	Councillors will be asked to provide feedback on proposed indicators.	Councillor feedback was considered as part of considering exhibition feedback.	City Strategy

LEGAL IMPLICATIONS FOR COUNCIL

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

FINANCIAL IMPLICATIONS FOR COUNCIL

26. There are no unbudgeted financial implications for Council’s budget. The non-staff costs associated with the exhibition and communication program for the strategies will be sourced from City Strategy’s 2023/24 operational budget.

Sarah Baker

Project Team Lead

Matt Austin

Strategy Manager

John Angilley

Executive Director Finance & Information

Gail Connolly

Chief Executive Officer

Attachments:

1⇩	Strategy Snapshot	5 Pages
2⇩	Economic Development Strategy 2023-2032	37 Pages
3⇩	Environmental Sustainability Strategy 2023-2032	43 Pages
4 ⇩	Smart City and Innovation Strategy 2023-2032	40 Pages
5 ⇩	Social Sustainability Strategy 2023-2032	38 Pages
6 ⇩	Strategy Refresh Focus Group Report - May 2023	45 Pages
7 ⇩	Smart City and Innovation Strategy Engagement Report - June 2023	46 Pages

REFERENCE MATERIAL

Council 14 August 2023 Item 13.8

REPORTS TO COUNCIL - FOR COUNCIL DECISION

ITEM NUMBER 13.8

SUBJECT Approval of Affordable Housing Action Plan

REFERENCE F2022/03176 - D08868676

REPORT OF Project Team Lead

CSP THEME: FAIR

workshop date: 30 January 2023

PURPOSE:

To seek Council’s approval of the Affordable Housing Action Plan 2023-2025.

RECOMMENDATION

(a) That Council adopts the Affordable Housing Action Plan 2023-2025 (Action Plan) at Attachment 1 and publishes it on Council’s website.

(b) That Council be provided with a mid-point review of the Action Plan by September 2024 and a final review and evaluation of the Action Plan by September 2025.

(c) Further, that delegated authority be provided to the Chief Executive Officer to make any minor adjustments of an administrative and non-policy nature to the Action Plan.

BACKGROUND

1. Housing affordability is a critical issue in City of Parramatta LGA. The 2021 Census identified that almost one third (31%) of households in the private rental market and 24% of those with a mortgage were experiencing housing stress. Housing stress is typically defined as paying more than 30% household income in housing costs.

2. Furthermore, the rate of housing stress is likely to have increased between the Census capture date (July 2021) and the formulation of this Action Plan (early 2023). This is due to factors such as recent increases to Australia’s cash rate (from 0.10% in April 2022 to 3.60% in March 2023). It is also consistent with longer-term trends, as exemplified by growth in Rental Stress in Parramatta over the past 20 years (from 18% in 2001 to 31% in 2021).

3. Council has an Affordable Rental Housing Policy (the ARH Policy) which was endorsed in 2019. Since then, the legislative context and policy landscape in which the ARH Policy exists has changed, and the housing affordability crisis has further intensified.

4. The ARH Policy has also not delivered substantially upon its goal of contributing to a target of 9,500 affordable housing dwellings by 2036. Council-owned affordable dwellings have not increased beyond the eight (8) it owned in 2019, though 49 additional affordable units are currently in the development pipeline (located in either Melrose Park or Parramatta CBD). While the goals and methodology of the Policy remain sound, it is a largely passive and process-focused policy and its performance could be enhanced by complementing it with an action-oriented strategic document. For this reason, Council has developed a draft Affordable Housing Action Plan (AHAP), which is the subject of this report.

5. The remainder of this report describes (a) Councillor consultation completed in late 2022 and early 2023 on this matter and (b) the draft AHAP proposed for endorsement.

COUNCILLOR CONSULTATION

6. Policy Review Committee (PRC): On 6 December 2022, Council officers presented to the PRC a set of defined reasons why the ARH Policy (and the policy area of housing affordability more generally) needed attention. Specifically, these related to housing affordability, age of the current policy, unachieved policy targets, reliance on other levels of government to deliver more affordable housing, missed opportunities in Voluntary Planning Agreements (VPAs) to deliver more affordable housing, and changes to relevant state policies in the affordable housing policy space.

7. The feedback from PRC was general agreement that affordable housing needs considerable attention, including a) the refreshing of the current ARH Policy and b) the investigation into a possible action plan to more actively pursue policy outcomes in this area.

8. Councillor workshop: On 30 January 2023, Council officers put forward recommendations in a Councillor workshop on potential approaches to address housing affordability from a Local Government perspective. This was to consult Councillors and generate feedback to guide Council officers next steps.

9. The recommendations were presented in the form of two high-level approaches as follows:

a. Direct Action: methods by which Council could seek to directly increase affordable housing provision, including opportunities regarding planning mechanisms (VPAs and Affordable Housing Contribution Schemes), development on Council-owned land, and updating council’s existing Affordable Rental Housing Policy 2019.

b. Advocacy Positions: Advocacy stances Council could take to influence affordable housing outcomes outside of its area of direct control, including Housing SEPP amendments, improvements to the Affordable Housing Contributions Scheme (AHCS) process, development contributions reform, affordable housing targets, improving and centralising housing data, and supporting a central fund for affordable housing at both State and Federal levels.

10. Councillors were receptive of the proposed recommendations and added additional areas for consideration. These involved research into developer competitions, environmental upgrade agreements, and empty dwelling levies; this feedback is reflected in the attached draft AHAP in a section relating to Research.

11. The next steps from this workshop involved Council staff preparing the draft AHAP for Council’s consideration (the subject of this report), as well as the renewal of Council’s Affordable Rental Housing Policy 2019 (work ongoing).

DRAFT AFFORDABLE HOUSING ACTION PLAN

12. The AHAP sets the scene for Council’s three overarching approaches (Direct Action, Advocacy Positions and Research) and has the following structure:

· Introduction and purpose

· Background: outlining housing stress and affordability in Parramatta

· Alignment: to related Council documents

· Actions:

o Direct actions (activities Council will undertake to directly impact housing affordability in the LGA)

o Advocacy positions (Council’s stance on issues relating to housing affordability which it will seek to advance in both planned and opportunistic ways)

o Research: matters Council will explore to inform and consider potential additional work

· How we will measure success: to track the impact of Council’s approaches.

13. The AHAP has a two-year timeframe, proposing actions across Year 1 (financial year 2023-2024) and Year 2 (financial year 2024-2025) of its strategic lifecycle. A mid-point review is proposed for end of Year 1, with a resulting report to Council by September 2024. The plan would then be evaluated at its conclusion in Year 2, with a resulting report to Council by September 2025.

14. The actions set forth in the draft AHAP are summarised below, including a rationale for each item. More detail relating to timeframes, accountability, and impact measurement can be found in Attachment 1.

Table 1: Proposed Direct Actions

Description	Rationale
Continue to pursue Affordable Rental Housing (ARH) as part of VPAs on sites with uplift	Council reaffirms its intention to pursue this goal.
Update relevant Council policies to: - include a new methodology and stance on determining Planning Agreements contributions relating to ARH for sites that are subject to site-specific Planning Proposals - require that any ARH provided through Planning Agreements is dedicated to Council and therefore provided in-perpetuity (rather than owned by another party and operating for a limited timeframe)	Council’s current policy on seeking affordable housing units in Planning Agreements is to seek 10% of the land uplift value (included in the overall 50% land uplift value requirement). This methodology relies on value capture, which is not presently acceptable under State policy, therefore, a new methodology is required. Providing ARH in perpetuity makes a sustainable and ongoing contribution to the housing affordability crisis.
Apply for an Affordable Housing Contributions Scheme (AHCS) in Granville targeting 5% (or any new target established through State policy)	Granville is slated to experience land value uplift through a forthcoming rezoning; the target here is taken from relevant strategic planning documents already in operation.
Apply for an AHCS in land covered by the Westmead Place Strategy as Council progresses work for sub-precincts covered by that strategy.	Pending feasibility, Westmead is an ideal location for an ACHS due to the need for key workers in this critical jobs precinct.
Work with Department of Planning to progress an AHCS in Camellia-Rosehill targeting an appropriate contributions percentage within the range provided (noting 5-10% target in the relevant Place Strategy).	Camellia-Rosehill is slated to experience land value uplift through forthcoming urban regeneration process; the target here is taken from relevant strategic planning documents already in play.
Work with Department of Planning as part of the forthcoming Church Street North Place Strategy (the study DPE is pursuing to address the area including some areas it excluded from the Parramatta CBD Planning Proposal) to consider whether an AHCS may be appropriate for that precinct.	Council’s position for part of this area (i.e. the portion included in Council’s Parramatta CBD Planning Proposal) has historically been not to pursue affordable housing contributions, in favour of increased contributions for other infrastructure. However, DPE excluded this area when finalising the CBD Planning Proposal, and has subsequently begun a new precinct planning process encompassing this area and other land. Given the elapsed time and significant changes in process – as well as the intensification of housing affordability pressures – Council officers consider it appropriate to reconsider whether this might be an appropriate area for affordable housing provision through the precinct planning process which is underway.
Consider the feasibility of an AHCS in any Parramatta CBD Planning Investigation Areas (the PIAs).	The PIAs are areas adjacent to the former Parramatta CBD Planning Proposal area which Council intends to be the subject of future planning processes. It is appropriate for Council to consider the role of these areas in contributing affordable housing, particularly given their relative proximity to the CBD and transport infrastructure.
Subject to feasibility, apply for an AHCS in any future precincts experiencing uplift (including Planned Precincts, Housing Diversity Precincts, and any other areas identified in the Local Housing Strategy)	Whenever land experiences uplift, this presents an opportunity to consider affordable housing, and Council should be pursuing this as a matter of course.
Identify sites and properties owned by City of Parramatta that have the potential to contribute to City of Parramatta’s affordable housing stock, including working with State and Federal government agencies to investigate feasibility, funding and delivery models that are commercially viable to Council in the delivery of affordable housing.	Council has the potential to make a material contribution to affordable housing on its own land.
Update Council’s ARH Policy to reflect changes to the policy context since its inception, as well as the content of this Action Plan.	Council’s policy was drafted over five years ago, and requires amendments to reflect the contents of the AHAP and relevant policy context. This update will occur through normal Council practice, i.e. presentation to PRC and subsequent reporting to Council.

Table 2: Proposed Advocacy Positions

Position	Rationale
Council favours reforms which are strategic in nature, as precinct consideration supported by effective development contributions planning is preferable to site-by-site (ad-hoc) approaches. However, where ad-hoc approaches are proposed, Council supports reforms which: · maintain or increase Council involvement and delegation in approval processes, noting that Council has a strong performance record for DA determinations. · provide affordable housing in perpetuity, rather than subject to time limits · do not compromise local development controls, good design outcomes and adequate infrastructure provision · provide clear and sufficient pathways for funding any additional infrastructure impacts · support Community Housing Providers as best-placed to manage affordable housing · ensure that any proposed bonuses are well-modelled and well-considered in terms of both urban design and infrastructure impacts	Considering affordable housing at a precinct scale allows the costs and benefits of providing this infrastructure to be considered within a wide range of planning considerations, and for place-specific solutions to be pursued. However, it is recognised that the NSW planning system provides ad-hoc pathways and that proposed reforms may rely on or increase these sorts of pathways. Therefore, it is considered prudent that Council establish an in-principle position to empower Council officers to participate in policy and advocacy conversations in effective and appropriate ways.
Continue to advocate for Purpose-Built Student Housing (PBSH) to be introduced as a new land use into the Housing SEPP.	This is consistent with Council’s endorsed submission on the then-draft Housing SEPP 2021, which originally proposed this as a new land use, but removed it prior to finalisation of the SEPP.
Advocate for a percentage of Build to Rent (BTR) Housing to be mandated as affordable housing under the Housing SEPP.	The BTR provisions do not currently contain any affordability provisions, and international research suggests that BTR has the effect of raising housing prices in the absence of any other policy levers. It is considered appropriate to apply a lever to these developments, and a percentage via the SEPP would be a simple and transparent way of achieving this.
In partnership with Resilient Sydney, advocate for reforms to simplify and improve the application process for AHCSs, specifically: - a mandatory timeframe in which State Government must consider Council applications for schemes - developing a standard LEP clause, feasibility modelling, and other tools	These two reforms would greatly simplify and speed up the process for getting more AHCSs finalised.
Examine amendments to combine or better coordinate existing pathways for community infrastructure (development contributions) and housing infrastructure (AHCSs)	The NSW planning system currently has two separate systems for considering community infrastructure and housing infrastructure. Council officers consider that no in-depth efforts have been made to reconsider how these two pathways might work together to provide quicker and more coordinated planning outcomes.
30% social and affordable housing target on all State Government redeveloped land	The State Government has a responsibility to deliver social and affordable housing and establishing a target for this is therefore appropriate. The State Government has significant landholdings in Parramatta, and achieving this target would make a significant contribution to increasing affordable housing in Parramatta. The 30% target aligns with the target proposed for Government land in the (former) Greater Cities Commission discussion paper.
Advocate to the Department of Planning & Environment (DPE) for State-level data capture of affordable housing (commensurate with social housing)	There is currently no system or register for capturing affordable housing numbers, and therefore no way to track and evaluate impacts of various affordable housing policy levers. This is best done at the State-level to inform State, regional and sub-regional approaches.
Advocate to DPE and National Housing Finance and Investment Corporation (NHFIC) to improve data access and data capture relating to empty units and short-term accommodation providers	Understanding the impact of empty and short-term accommodation units would help inform State, regional and sub-regional approaches.
Support the proposed Housing Australia Future Fund (HAFF) which would deliver centralised funding for affordable housing	Increased funding sources for affordable housing are supported.

Table 3: Proposed Research Matters

Matter

Rationale

Investigate and return a report detailing the potential for the following options to impact housing affordability in the LGA:

- enticing and rewarding developers through competition to develop more affordable housing

- environmental upgrade agreements targeting more sustainable living

- introducing an empty dwellings levy

Investigation into these items was raised at the Councillor workshop on affordable housing held on 30 January 2023.

NEXT STEPS

15. This report recommends that Council adopt the Action Plan immediately rather than exhibiting it. In the context of the pressing housing affordability crisis and the State Government’s active consideration of policy levers for change, endorsing this plan strengthens and clarifies Council’s position and priorities. Further, many of the actions are already underway and are supported by existing Council resolutions or strategies/policies. Council officers note that there will be several future opportunities for community and other stakeholder consultation connected to the actions laid out in the action plan - for instance, future exhibitions of refreshed Planning Agreement and Affordable Housing Policies, as well as any future Affordable Housing Contributions Schemes.

CONSULTATION & TIMING

Stakeholder Consultation

16. The following stakeholder consultation has taken place. There will be several more opportunities for community and other stakeholder consultation as a result of the actions in the Action Plan.

Date	Stakeholder	Stakeholder Comment	Council Officer Response	Responsibility
Nil	City of Sydney Council	An AHCS is of benefit. The sooner councils can get approval from DPE, the better. Regarding the process Resilient Sydney are best placed as they are conducting a review and collaborating with councils to advocate and share ways to streamline the process of applying.	Noted and considered in preparation of the AHAP. Council officers are already collaborating with Resilient Sydney to better understand the process of applying for the AHCS, and to provide feedback on ways to streamline this process to the benefit of Councils.	City Strategy
	Willoughby Council	An AHCS is of benefit. Councils should seek as quick an approval as possible. Gaining assets rather than cash contributions is of greater value/priority, as assets can generate value over time and have other benefits (i.e., rental income, control of asset [ensuring affordability]).	Noted and considered in preparation of the AHAP.	City Strategy
	Northern Beaches Council	An AHCS is of benefit. Council should seek as quick an approval as possible, noting the timeline is approximately 1.5-2years. Doing the work to prepare the AHCS application is quicker than gaining approvals.	Noted and considered in preparation of the AHAP.	City Strategy
	DPE – Housing Team	Feasibility assessment preferred to be within 2-3 years, as significant market changes are experienced at approximately 3 years	Council should consider conducting a new feasibility assessment to support new AHCS applications.	City Planning & Design

Councillor Consultation

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

Date	Councillor	Councillor Comment	Council Officer Response	Responsibility
06/12/22	Policy Review Committee – (then) Deputy Lord Mayor, Clr Pandey (Chair) Clr Darley Clr Garrard Clr Prociv Clr Valjak Clr Bradley (ex-officio)	Councillors were briefed on the policy issue generally and requested that council officers continue to investigate avenues available for Council to increase the performance of council’s strategic approach to affordable housing.	Council officers investigated recommendations for Councillor workshop. These recommendations formed the basis for the following Councillor workshop (see below and discussed elsewhere in this report). Council officers also investigated the potential for an Action Plan or other strategic document to support a new policy.	City Strategy
30/01/23	Clr Prociv Clr Noack, Clr Darley, Clr Maclean Clr Valjak, Clr Humphries, Clr Bradley, Clr Rogers, Clr Borg, Clr Siviero, Clr Green, Clr Esber, Clr Wearne	Councillors were receptive of the proposed recommendations and added a few additional areas for consideration. These were added as part of the proposed AHAP. Refer to further discussion in this report.	Council officers developed a first draft of the AHAP.	City Strategy
7/08/22	All Councillors invited to briefing session	Report finalised prior to this briefing session	Report finalised prior to this briefing session	City Strategy

LEGAL IMPLICATIONS FOR COUNCIL

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

FINANCIAL IMPLICATIONS FOR COUNCIL

19. If Council resolves to approve this report in accordance with the recommendation there are no direct financial implications to this report.

Sarah Baker

Project Team Lead

Bryan Hynes

Executive Director Property & Place

Jennifer Concato

Executive Director City Planning and Design

John Angilley

Executive Director Finance & Information

Gail Connolly

Chief Executive Officer

Attachments:

1⇩

Affordable Housing Action Plan 2023-2025

6 Pages

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.

Date	Stakeholder	Stakeholder Comment	Council Officer Response	Responsibility
11 April 2023	Risk & Audit Manager	Minor changes recommended	Referred draft minutes to ARIC Chair	Risk & Audit Coordinator Internal Audit
15 May 2023	Chairperson of ARIC	Approved	Referred approved draft minutes to ARIC	Risk & Audit Coordinator Internal Audit
17 May 2023	Audit, Risk and Improvement Committee (ARIC)	Amendments suggested to report.	Feedback incorporated into the minutes.	Risk & Audit Coordinator Internal Audit

	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

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

Funding Source

CAPEX
CAPEX
External
Internal
Other
Total CAPEX	NIL	NIL	NIL	NIL

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

Funding Source	N/A

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

Funding Source	N/A

CAPEX
CAPEX
External
Internal
Other
Total CAPEX	N/A

Date	Stakeholder	Stakeholder Comment	Council Officer Response	Responsibility
April 2023	Sydney Festival CEO Christopher Toohey	To discuss Sydney Festival 2024	Provide details of Parramatta LGA demographics and event feedback on previous Sydney Festival programs	Shannon Kliendienst, Executive Director, City Engagement and Experience
May 2023	Christopher Snelling, Group Manager, Community Hubs and PHIVE Craig McMaster, Director, Riverside Theatres M’Leigh Brunetta, Acting Events and Festivals Manager	Review of Sydney Festival partnership	N/A	N/A
June 2023	Sydney Festival CEO Christopher Toohey Sydney Festival Artistic Director, Olivia Ansell Craig McMaster, Director, Riverside Theatres	To discuss Sydney Festival 2024 program	Review 2023 Sydney Festival report and discuss 2024 programming.	Shannon Kliendienst, Executive Director, City Engagement and Experience

1 ⇩	For Information - Policy for Handling of Unclear, Insufficient and Amended Development Applications 2017	6 Pages
2 ⇩	For Information - Policy for Calculating the Genuine Estiamted Cost of Development and Section 94A Contributions 2017	3 Pages

1 ⇩	For Public Exhibition - Draft Media Policy 2023	8 Pages
2 ⇩	For Information - Media Policy Review 2023 - Summary of Proposed Changes	3 Pages