Agenda of Council - Monday, 28 August 2023

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

Minutes

Council Meeting

Monday, 14 August 2023

6.30pm

Council Chamber

Level 4, PHIVE

Parramatta Square, Parramatta

PRESENT

COUNCIL MEMBERS

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

1. OPENING MEETING

The Lord Mayor, Councillor Pandey, opened the meeting at 6:30pm.

2. ACKNOWLEDGEMENT TO TRADITIONAL OWNERS OF LAND

The Lord Mayor, Councillor Pandey, acknowledged the Burramattagal people of The Darug Nation as the traditional owners of this land, and paid respect to their ancient culture and to their elders past, present and emerging.

3. WEBCASTING ANNOUNCEMENT

The Lord Mayor, Councillor Pandey, 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

4438	RESOLVED (Councillor Esber and DLM Councillor Maclean) That the apologies received from Councillors Davis, Noack and Wang be accepted, and a leave of absence granted for each Councillor. Record of Voting: For the Motion: Unanimous

6. CONFIRMATION OF MINUTES

Minutes of the Council Meeting held on 24 July 2023

4439

RESOLVED (Councillor Humphries and Councillor Prociv)

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

Record of Voting:

For the Motion: Unanimous

7. DISCLOSURES OF INTEREST

There were no Disclosures of Interest made at this meeting.

CONDOLENCE Vale Alan Overton AM OAM

4440

RESOLVED (The Lord Mayor, Councillor Pandey and Councillor Garrard)

The Lord Mayor, Councillor Pandey acknowledged the recent passing of Mr Alan Overton AM OAM, a local community hero in our City of Parramatta.

Former Chairman of the Parramatta Eels and Parramatta Leagues Clubs between 1988 and 2009, Alan held important leadership roles in a number of Parramatta-based community organisations including:

Parramatta Stadium and Parramatta Park Trust
Parramatta City Sports and Recreation
Parramatta Chamber of Commerce
NSW and Cumberland Area Scout Associations
7th Paramatta Handy Cap Scouts, 1st Mays Hill Scouts and Scouts Gang Show
Red Cross Calling Committee
Daybreak Rotary Club
Ronald McDonald House
The Millennium Foundation for Medical Research at Westmead Hospital
NSW Rugby League Ltd and Two Blues Rugby Club
Power Soccer club
Cricket Club
Swimming Club
Leagues Fishing Club
Junior Eels
NSW Wheelchair sports association and Wheelchair Rugby League
PCYC
Corrective services consultative committee
Community development support expenditure clubs committee
police accountability committee
Community Services and Information Centre

He was recognised for his generous service to the Parramatta community, receiving an AM, OAM, Australian Centenary Medal, National Service Medal, Inaugural Jack Martin Leagues Club Award, Community Father of the Year Award, Award for Business Excellence, Benefactor for the Royal Alexandria Hospital for Children, President’s Award for NSW Sports Council for the Disabled, National Scouts Presidents Award and Chief Commissioner’s Award for Service to Scouting. The Alan Overton Award is presented each year to an adult member who goes above and beyond to deliver scouting in the Greater Western Sydney region. He also carried the Olympic Torch at the Sydney Olympic Games in 2000 on the South Coast - region he chose ahead of his beloved Parramatta in tribute to an ill child at Ronald McDonald House.

Born in 1937, Alan was the second eldest of eight children and grew up in Granville. He undertook National Service at 18, then worked for James Hardie & Co for 47 years.

Alan died on 28 July 2023 and leaves behind his wife Merle, children Karen, Craig and Grant, and 11 grandchildren. On behalf of Council, I extend our deepest condolences to Alan’s family and friends. In lieu of flowers, Alan’s family requested donations to Ronald McDonald House and so we have made a small contribution of $1,000 in tribute.

Alan’s legacy in our City will live on and he will be missed.

Note: A minute’s silence was observed by all present.

8. Minutes of the Lord Mayor

8.1

Congratulations to the Diamonds and the Matildas for world class

sporting success

(Report of The Lord Mayor Councillor Sameer Pandey)

4441

RESOLVED (The Lord Mayor, Councillor Pandey and Councillor Garrard)

(a) That Council congratulates the Australian Diamonds for winning the Netball World Cup for the 12^th time.

(b) That Council congratulates the Matildas for their historic achievement of advancing to the 2023 FIFA Women’s World Cup semi-final and note the additional ‘Live Site’ activations across the City of Parramatta.

Record of Voting:

For the Motion: Unanimous

8.2

180th Anniversary of the Proclamation of Parramatta District Council

(Report of The Lord Mayor Councillor Sameer Pandey)

4442

RESOLVED (The Lord Mayor, Councillor Pandey and Councillor Wearne)

That Council commemorate the 180^th Anniversary of the Proclamation of Parramatta District Council on 24 August 2023 and acknowledge City of Parramatta’s long civic history.

Record of Voting:

For the Motion: Unanimous

8.3

Indian Independence Day

(Report of The Lord Mayor Councillor Sameer Pandey)

4443

RESOLVED (The Lord Mayor, Councillor Pandey and Councillor Esber)

(a) That Council celebrate the 76^th anniversary of Indian Independence on 15 August 2023 and note that PHIVE will be lit in the vibrant colours of the Indian flag on that evening between the hours of 6:00pm to 8:00pm.

(b) That Council acknowledges the significant contribution that the Indian community makes to City of Parramatta’s social, cultural and economic fabric.

(c) That the Lord Mayor be delegated the authority to make the decision regarding the timing of the lighting of PHIVE on Tuesday 15 August 2023.

Record of Voting:

For the Motion: Unanimous

8.4

Smart September: A celebration of Parramatta as a vibrant,

Sustainable and connected centre of innovation.

(Report of The Lord Mayor Councillor Sameer Pandey)

4444

RESOLVED (The Lord Mayor, Councillor Pandey and Councillor Bradley)

(a) That Council note that the public exhibition of the City of Parramatta’s draft Smart City and Innovation Strategy, which provides the community an opportunity to have their say on Parramatta as a vibrant, sustainable and connected centre of innovation.

(b) That Council approve the promotion of ‘Smart September’ across the City of Parramatta’s internal and external media platforms, to highlight the innovative projects and programs being undertaken by Council and external stakeholders that position Parramatta as a leading smart city.

Record of Voting:

For the Motion: Unanimous

8.5

Provision of Affordable Housing in the City of Parramatta

(Report of The Lord Mayor Councillor Sameer Pandey)

4445

RESOLVED (The Lord Mayor, Councillor Pandey and Councillor Esber)

(a) That Council note that the City of Parramatta’s Affordable Housing Action Plan 2023-2025 (Action Plan) is on tonight’s agenda, and that it proposes a range of actions and advocacy positions aimed at improving housing affordability;

(b) That, pending Council’s approval of the Action Plan, the Lord Mayor and Chief Executive Officer write to the Secretary of the Department of Planning and Environment, the Minister for Housing and the Minister for Planning and Public Spaces to provide a copy of the Action Plan and request a meeting to discuss Council’s stance on:

i. State-level Affordable Housing reforms;

ii. Housing SEPP amendments;

iii. Improvements to the Affordable Housing Contributions Scheme process;

iv. Development contributions reform;

v. Advocacy for an affordable housing target on state government land; and

vi. Advocacy for improved and centralised data capture.

(c) That subject to Council’s approval of the Action Plan, the Lord Mayor and Chief Executive Officer write to the Federal Minister for Housing, The Hon. Julie Collins MP and NSW Minister for Housing, The Hon. Rose Jackson MLC to provide a copy of the Action Plan and note Council’s support for the proposed Housing Australia Future Fund.

Record of Voting:

For the Motion: Unanimous

9. Public Forum

There were no registered speakers for this meeting.

10. Petitions

There were no petitions tabled at this meeting.

11. Rescission Motions

NIL

12. Reports to Council - For Notation

12.1

Variations to Standards under Clause 4.6 of Parramatta LEP 2011,

Auburn LEP 2010, Holroyd LEP 2013, The Hills LEP 2012, Hornsby

LEP 2013, Parramatta Local Environmental Plan (LEP) 2023

(Report of Group Manager - Development and Traffic Services)

4446

RESOLVED (Councillor Wearne and Councillor Garrard)

That the report be received and noted.

Record of Voting:

For the Motion: Unanimous

12.2

Minutes of Audit Risk and Improvement Committee Meeting held on

23 February 2023

(Report of Coordinator Internal Audit)

4447

RESOLVED (DLM Councillor Maclean and Councillor Wearne)

That the confirmed Minutes of the Audit Risk and Improvement Committee meeting held on 23 February 2023 be received and noted.

Record of Voting:

For the Motion: Unanimous

Note: A question was taken on notice from Councillor Darley regarding Item 12.2 (Minutes of the Audit, Risk and Improvement Committee Meeting held on 23 February 2023).

Note: Councillor Esber left the meeting at 7.56pm.

13. Reports to Council - For Council Decision

13.1

Proposed Increase in Community Representatives for the

Parramatta Light Rail Stage 2 Advisory Committee

(Report of Group Manager Infrastructure Planning & Design)

4448

RESOLVED (Councillor Humphries and Councillor Siviero)

That this matter be deferred to the next Council Meeting.

Record of Voting:

For the Motion: Unanimous

13.2

Council Policies for Rescission: Handling Unclear Development

Applications, Calculating the Cost of Developments

(Report of Policy Officer)

4449

RESOLVED (Councillor Garrard and Councillor Wearne)

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

299 – Policy for Handling of Unclear, Insufficient and Amended Development Applications
333 – Policy for Calculating the Genuine Estimated Cost of Development and Section 94A Contributions

Record of Voting:

For the Motion: Unanimous

Note: Councillor Esber returned to the meeting at 7.59pm.

PROCEDURAL MOTION

order of business

4450

RESOLVED (The Lord Mayor, Councillor Pandey and Councillor Garrard)

That, in accordance with Clause 8.2 of Council’s Code of Meeting Practice, Council alter the Order of Business of this meeting to allow for the following item to be considered prior to all other items on the agenda:

· Item 13.7 - Public Exhibition of Draft Council Strategies (Economic, Social, Environmental and Innovation)

Record of Voting:

For the Motion: Unanimous

13.7

Public Exhibition of Draft Council Strategies (Economic, Social,

Environmental and Innovation)

(Report of Project Team Lead)

4451

RESOLVED (Councillor Esber and Councillor Valjak)

(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 - "(with addition of Council's Community Strategic Plan 2018-2038 target for community of 50% emissions reduction by 2030."

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) That Council receives a further report outlining the response to the public exhibition and seeking endorsement of the final strategies.

Record of Voting:

For the Motion: Unanimous

13.3

Public Exhibition of Draft Media Policy 2023

(Report of Policy Officer)

4452

RESOLVED (Councillor Esber and DLM Councillor Maclean)

(a) That the draft Media Policy 2023 be placed on public exhibition for a period of 28 days.

(b) That Council authorises the Chief Executive Officer to make any necessary editorial and content changes to the draft Media Policy 2023 for public exhibition to give effect to Council’s resolution.

(c) That the Chief Executive Officer prepare a report to Council following the exhibition period to present the final Media Policy 2023 for adoption.

Record of Voting:

For the Motion: Unanimous

Note: Council deferred the consideration of Item 13.4 (DEFERRED ITEM FROM OCM 10 JULY 2023 - Adoption of Councillor and Staff Interaction Policy 2023), to the Closed Confidential Session of this meeting.

13.5

Sydney Festival Partnership for 2024

(Report of Digital & Creative Manager)

4453

RESOLVED (DLM Councillor Maclean and Councillor Prociv)

(a) That Council enters into a one-year partnership with Sydney Festival Limited to deliver the 2024 Sydney Festival in Parramatta in January 2024.

(b) That Council provide a financial commitment from the 2023/24 operational budget, for the presentation of the 2024 Sydney Festival in Parramatta to the amount of $400,000 (ex GST), noting that this commitment is contingent upon the NSW government and Sydney Festival also providing equal funding of $400,000 (ex GST) each, resulting in a combined total investment of $1.2 million (ex GST).

(c) That the Chief Executive Officer be authorised to explore a multi-year partnership with Sydney Festival for a term of 3 years commencing 2024/25 and a report back to Council on the progress of negotiations.

Record of Voting:

For the Motion: Unanimous

13.6

2024 Community Grants Program

(Report of Community Capacity Building Officer)

4454

RESOLVED (Councillor Darley and Councillor Valjak)

(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) 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.

Record of Voting:

For the Motion: Unanimous

13.8	Approval of Affordable Housing Action Plan (Report of Project Team Lead)
	MOTION (Councillor Prociv and Councillor Darley) (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.
	AMENDMENT (Clr Bradley) (a) That Council adopts the Affordable Housing Action Plan 2023-2025 (Action Plan) at Attachment 1 and publishes it on Council’s website, with an additional advocacy Priority to Advocate for Federal Tax Reform with a Position that Council will advocate for Federal Government intervention to address the housing affordability crisis impacting Greater Sydney. Specifically, Council will advocate for the Federal Government to phase out negative gearing of more than one property and reduce the Capital Gains tax discount for property investors. (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) 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. Note: The Amendment LAPSED due to lack of a seconder.
	AMENDMENT (Bradley) (a) That Council adopts the Affordable Housing Action Plan 2023-2025 (Action Plan) at Attachment 1 and publishes it on Council’s website, but with an amendment to the last Advocacy Position to read: Support increases to the proposed Housing Australia Future Fund (HAFF) to deliver centralised funding for Affordable Housing, and sufficient funding for the States and Territories to constrain housing rent increases to fair levels. (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) 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. Note: The Amendment LAPSED due to lack of a seconder.
4455	RESOLVED (Councillor Prociv and Councillor Darley) (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) 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. Record of Voting: For the Motion: Unanimous

14. Notices of Motion

NIL

15. Questions with Notice

15.1

Question with Notice - Operation and Pricing of Council Car Parks

(Report of Councillor Kellie Darley)

Question With Notice:

Parramatta Square Carpark

1. The fees for parking at Council’s new Parramatta Square Carpark are far more expensive than Council’s other carpark. What is the rationale behind the parking fee structure, and why hasn’t an evening and weekend rate been included?

Executive Director Property & Places response:

The pricing structure was modelled off the Eat Street car park, as both of these car parks are priced to accommodate short term parking within the heart of the CBD. The demand for short term parking within the CBD is at an all-time peak and is underprovided. This is reflected in turnover occupancy within the Eat Street car park, which regularly reaches capacity.

No weekend rate was adopted at Parramatta Square as the anticipated strong demand for parking within the heart of the CBD at the standard parking rate accommodates short term parking. Evening rates are only applied to on-street parking, delivered via parking meters.

2. How much does it cost members of the public to park in the carpark when attending a Council meeting?

Executive Director Property & Places response:

Adopted public parking rates are as per the Operational Plan & Budget 2023/24 (page 17) as shown below:

3. Is there a fee to park for people with a MPS permit?

Executive Director Property & Places response:

All MPS parking located behind the boom gates are paid parking spaces. MPS permit holders are allocated bays closer to the exits to accommodate MPS needs.

4. How many parking spaces are there?

Executive Director Property & Places response:

There are 70 car parking bays. The Paid Parking Team were able to add an additional space and two motorbike bays are also being included. The communications are currently being updated to reflect these changes.

5. What wayfinding signage exists to assist members of the public finding the parking on entry and once under Parramatta Square?

Executive Director Property & Places response:

Two digital signs have been approved. One located near the bus interchange, and one on the corner of Darcy and Smith. This is live on Parramatta Parking Finder. The two signs are currently being manufactured.

6. What was the cost of building the Parramatta Square Carpark and how was it funded?

Executive Director Property & Places response:

The construction of the Parramatta Square Carpark on behalf of Council was an obligation contained within the three separate Project Development Agreements Council entered into with Walker Corporation for 3PS, 4PS, 6PS and 8PS.

Parramatta Station Carpark

· In June 2022, Council resolved to trial a subsidised rate on weekday evenings and all day on weekends at the Parramatta Station (Wentworth Street Carpark) and report was due back to Council after the trial in August and September outlining the results. Could this report please be provided to Council?

Executive Director Property & Places response:

A report is being prepared. Interim results from the trial include a total loss of revenue of $23,732 (being August $11,065 and September $12,667).

Council CBD Carparks

· What are the monthly usage rates for weekday evenings (after 5/6pm) and weekends, broken down by carpark, for the last 6 months?

Executive Director Property & Places response:

The below table shows the regular turnover of spaces in Eat Street and Justice car parks in the peak season of January and February.

15.2

Question Taken on Notice at the 24 July 2023 Council Meeting

(Report of Council Secretariat & Registers Officer)

Follow-up question to Item 15.2 Questions With Notice – Council’s Customer Service Charter and Service Standards at the 24 July 2023 Council meeting.

The original Lord Mayoral Minute talked about the Service Level Agreements (‘SLA’) and there was an acknowledgement that there is over 100 SLAs. There seems to be two components of work, the transformation commencing and the consolidation of the service level agreements.

What is the time frame of the consolidation of the service level agreements?

Executive Director City Engagement and Experience Response:

Staff have commenced the review of the existing SLAs. However, following the recent appointment of the Executive Director, City Engagement and Experience the final categorisation and consolidation of SLAs will be subject to a program approved by the new Executive Director.

The timeframe for consolidation is targeted to be within the next 12-18 months. However, this timeframe will be reviewed, and the Council updated, as it is likely to be affected by the organisation-wide Customer Experience Transformation Project that is about to commence. The integration of the SLAs with the transformation project will be critical to achieving efficient and timely customer service levels for both internal and external customers.

15.3

Deferred Questions with Notice from 24 July 2023 Council Meeting

(Report of Council Secretariat & Registers Officer)

Question with notice

1. Item 13.6 – Endorsement of City Events and Festival FY24 Program (10 July 2023 Council Meeting)

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?

Executive Director City Engagement and Experience response:

a. In addition to the FY24 schedule events and festivals outlined in the 10 July Council report, other programming and events can be viewed via the following online calendars.

i. Community Services

Riverside Theatres https://riversideparramatta.com.au

PHIVE, Wentworth Point Community Centre and Library, Parramatta Library, Parramatta Artists’ Studios and SACS https://parramatta-events.bookable.net.au/#!/

ii. City Strategy

Small Business workshops https://www.cityofparramatta.nsw.gov.au/business-programs

b. While Council may organise other events throughout the year, these are typically run at short notice and are spontaneous or responsive in nature.

2. Item 13.6 – Endorsement of City Events and Festival FY24 Program (10 July 2023 Council Meeting)

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:

1. The primary objectives of the Events and Festival Strategy are as follows:

· Increase the number of visitors to the City.

· Boost visitor spending in the City.

· Support and promote local businesses.

· Enhance the overall perception and image of the City.

2. Each event has its own specific metrics tailored to its target audience. These metrics are determined during the planning phase and reported on post event. The main KPIs measured include:

a. event attendance

b. marketing reach

c. social media engagement

d. website visitation.

3. By analysing these key metrics, as well as other data such as customer satisfaction, business satisfaction, and other feedback collected, Council officers are able to gauge the success of each event.

4. A snapshot of three high level key metrics and post-event KPI details is illustrated below.

A screenshot of a graph

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16. CLOSED SESSION

4456

RESOLVED (Councillor Garrard and Councillor Wearne)

That at this time of the meeting, being 8.28pm, the Lord Mayor, Councillor Pandey advised that the meeting would move into Closed Confidential Session to allow consideration of matters in Closed Session in accordance with Section 10A of the Local Government Act 1993. Accordingly, members of the press and public are excluded from the closed session and access to the correspondence and reports relating to the items considered during the course of the Closed Session will be withheld.

This action is taken to discuss the following items:

16.1 Legal Status Report as at 30 June 2023.

This report is confidential in accordance with section 10A (2) (e) of the Local Government Act 1993 as the report contains information that would, if disclosed, prejudice the maintenance of law.

16.2 Question with Notice - Status Update on Repairs to Damaged Stormwater Drains.

This report is confidential in accordance with section 10A (2) (g) of the Local Government Act 1993 as the report contains advice concerning litigation, or advice that would otherwise be privileged from production in legal proceedings on the ground of legal professional privilege.

16.3 Tender 13/2023 Construction of Raised Crossings and Associated Works - Good Street and Alfred Street under M4, Granville.

This report is confidential in accordance with section 10A (2) (d) of the Local Government Act 1993 as the report contains commercial information of a confidential nature that would, if disclosed (i) prejudice the commercial position of the person who supplied it; or (ii) confer a commercial advantage on a competitor of the Council; or (iii) reveal a trade secret.

16.4 Tender 11/2023 T-Way Stages 1 and 2 Cycleway between Ferndale Close and Briens Road including Shared Bridge over Toongabbie Creek, Constitution Hill.

16.5 Tender ITT 01/2023 Video Projection Specialist (Charles Street Wharf Public Art Project.

This report is confidential in accordance with section 10A (2) (c) 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.

16.6 DEFERRED FROM OCM 26 JUNE 2023: Proposed Lease of Shop 1/4-14 Hunter Street, Parramatta (Justice Precinct Car Park).

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.

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

This report is confidential in accordance with section 10A (2) (e) of the Local Government Act 1993 as the report contains information that would, if disclosed, prejudice the maintenance of law.

The Lord Mayor, Councillor Pandey asked the Chief Executive Officer if any representations had been received from the public that the items should not be discussed in closed session. The Chief Executive Officer confirmed that no such representations had been made.

The Lord Mayor, Councillor Pandey asked the public gallery if they had any objection or representations to be heard requesting any matter not to be discussed in closed session. There were no objections or representations made.

Record of Voting:

For the Motion: Unanimous

Note: The meeting moved into closed session at 8.28pm.

PROCEDURAL MOTION

ADJOURNMENT OF MEETING

4457	RESOLVED (Councillor Pandey and Councillor Garrard) That the meeting be adjourned, the time being 8.28pm. Record of Voting: For the Motion: Unanimous

Note: The meeting reconvened at 9.00pm.

At the time the meeting was reconvened, the following Councillors were present:

The Lord Mayor, Councillor Pandey and Councillors Bradley, Darley, Esber, Garrad, Green, Humphries, Maclean, Prociv, Siviero, Valjak and Wearne.

16.1

Legal Status Report as at 30 June 2023

(Report of Solicitor)

4458

RESOLVED (Councillor Esber and Councillor Maclean)

(a) That Council receive and note the Legal Status Report as of 30 June 2023.

(b) That Council continue to publish the monthly Legal Status Report, excluding legally privileged content, on Council’s website for the information of the community.

(c) That the confidential Legal Status Report be uploaded on the Councillor Portal each month and the monthly reports to Council be discontinued.

Record of Voting:

For the Motion: Unanimous

16.2

Question with Notice - Status Update on Repairs to Damaged

Stormwater Drains

(Report of Councillor Kellie Darley)

Question with Notice

(a) That Council provide a list of stormwater drains that have been repaired since April 2023, following the prioritisation of 50 out of the approximately 141 backlog of damaged stormwater pits.

(b) Further, that Council provides an updated list of stormwater drains/pits we know need to be repaired and when they are estimated to be repaired.

Legal Advice – Potential Liability to Council

1. The information provided below contains information regarding potential risks to public safety and the exposure of the public to potential injury and/or property damage, and is therefore confidential.

2. The provision of this information to the public may expose Council to potential legal actions and insurance claims arising from actual or perceived liability to persons and property caused by Council’s damaged stormwater pits and infrastructure.

3. Therefore, the release, distribution or publication of this information or related commentary is not permitted as it may prejudice Council in any future legal action and/or insurance claims.

Executive Director City Assets & Operations response:

4. Council has 23,292 stormwater pit structures within the LGA. There is currently a backlog of approximately 165 damaged pits on Council’s list for repair, we have had an additional 24 pits identified as damaged since April 2023, these additional pits have been assessed and added to the pit repair list.

5. The majority of these pits are damaged due to heavy vehicular loading, with many of these due to development activity. The percentage of damaged pits is approximately 1% of the total pit network. The estimated cost to repair all of the damaged pits is approximately $1,430,095 excluding staff costs.

6. Council officers have prioritised the repair of the top 50 highest priority pits. Following Council’s procurement processes the top 50 highest priority pit repairs have all been awarded to Council’s construction contractor for repair and this work commenced in July 2023.

7. There was a slight delay in the commencement of the works due to contractor procurement negotiations and contractor availability/scheduling. One pit has been completed and it is anticipated that all pits will be repaired within approximately 3 months, subject to weather. Attached is an updated confidential list of the 50 priority sites with the status indicated (Attachment 1).

8. Each pit is evaluated by staff to determine priority for re-construction which is largely based on risks to public safety and potential damage to property. It is then classified as a high, medium, or low priority for repair. The next priority for repair are those pits identified as having a High and Medium ranking. The damage of these pits will now be fully scoped and go through Council’s procurement process for the appointment of a construction contractor. It is anticipated that the next 50 pits will be completed in the next 6-9 months.

9. Attached is an updated confidential stormwater drain/pit repair list with identified priority ranking (Attachment 2).

10. Please note that the priority repair list is a working document and the timeframe for pit repair can change depending on safety risk significance. The next 50 pit repairs to be undertaken over the next 6- 9 months is the maximum that could be undertaken within existing resources.

11. The estimated cost for the work required in the 50 stormwater pits is approximately $443,250 and is being funded under the Stormwater Drainage Renewal Program.

16.3

Tender 13/2023 Construction of Raised Crossings and Associated

Works - Good Street and Alfred Street under M4, Granville

(Report of Manager Capital Projects)

4459

RESOLVED (Councillor Siviero and Councillor Green)

(a) That Council award the contract for the construction of two raised pedestrian and cyclist crossings at Good Street and Alfred Street (under the M4 Motorway), Granville to the Convil Group Pty Ltd, for the contract sum of $525,592.00 (excl GST).

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

Record of Voting:

For the Motion: Unanimous

16.4

Tender 11/2023 T-Way Stages 1 and 2 Cycleway between Ferndale

Close and Briens Road including Shared Bridge over Toongabbie

Creek, Constitution Hill

(Report of Manager Capital Projects)

4460

RESOLVED (Councillor Bradley and Councillor Green)

(a) That Council award the contract for construction of the T-way Cycleway Stages 1 and 2 between Ferndale Close and Briens Road, including a shared cyclist and pedestrian bridge over Toongabbie Creek, Constitution Hill, to Abergeldie Contractors Pty Ltd, for the contract sum of $7,450,326 (excl. GST).

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

Record of Voting:

For the Motion: Unanimous

16.5

Tender ITT 01/2023 Video Projection Specialist (Charles Street Wharf

Public Art Project

(Report of Senior Officer - Cultural Projects & Public Art)

4461

RESOLVED (Councillor Prociv and Councillor Darley)

(a) That Council reject all the submitted tenders for ITT01/2023 for Video Projection Specialist (Charles Street Wharf Public Art Project).

(b) That Council does not invite fresh tenders to be submitted because it is considered that re-tendering will not attract additional suitable service providers over and above those who have submitted a tender.

(c) That following the conclusion of this tender process Council approve an exception from tendering in accordance with s55(3)(i) of the Local Government Act 1993, as this tender process has demonstrated an unavailability of competitive or reliable tenderers.

(d) That Council approve the seeking of quotes via a select quote process from suppliers to be identified by a specialist consultant including quotes for both the original video scope as well as the revised scope.

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

(f) That Council delegate authority to the Chief Executive Officer to finalise and execute all necessary documents.

Record of Voting:

For the Motion: Unanimous

16.6

DEFERRED FROM OCM 26 JUNE 2023: Proposed Lease of Shop 1,4-

14 Hunter Street, Parramatta (Justice Precinct Car Park)

(Report of Space Management Officer)

4462

RESOLVED (Councillor Prociv and Councillor Esber)

(a) That Council, in relation to 4-14 Hunter Street, Parramatta:

i. Note the current subsidy arrangements and negotiations on the expired leases at the premises Shops 2, 3, 5, 6 & 7, and offer a 3-year lease as per their current arrangements to all current not-for-profit community tenants to provide certainty of tenure until 2026.

ii. Approve the Chief Executive Officer to commence a review of the premises, as part of the upcoming Property Strategy, to determination whether all (or part) of the premises should be designated for occupation solely by community and not-for-profit groups following the expiration of leases in 2026.

iii. Approve the lease of Shop 1, 4-14 Hunter Street, Parramatta to the preferred applicant (the gym) as outlined in the report to Council dated 26 June 2023.

iv. Delegate authority to the Chief Executive Officer to negotiate with other parties on terms similar to those outlined in this report, should the preferred applicant not proceed.

v. Delegate authority to the Chief Executive Officer to negotiate and sign all relevant documentation.

(b) That Council, in relation to 1, 2, 4 and 6 Bridge Street, Granville:

i. Note that all the tenancies are yet to be leased, with the exception of No. 4 Bridge Street, which has been previously approved for occupation by the Parramatta Artists Studio for a 5-year term.

ii. Immediately designate all tenancies in the above-mentioned premises for occupation solely by community and not-for-profit groups at subsidised rental rates consistent with Council’s policy.

iii. Approve the Chief Executive Officer to include the premises in the upcoming Property Strategy as being designated for occupation solely by community and not-for-profit groups for the period 2023 – 2033.

Record of Voting:

For the Motion: Unanimous

Note: Councillor Esber left the meeting at 10:06pm and returned to the meeting at 10:14pm.

Note: DLM Councillor Maclean left the meeting at 10:15pm and returned to the meeting at 10:19pm.

13.4

DEFERRED ITEM FROM OCM 10 JULY 2023 - Adoption of Councillor

and Staff Interaction Policy 2023

(Report of Policy Officer)

MOTION: (Councillor Garrard and Councillor Esber)

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

(b) That Council adopts the Councillor and Staff Interaction Policy 2023 as attached to this report.

AMENDMENT: (Councillor Bradley and Councillor Prociv)

(a) That Council receives and notes the submissions received following public exhibition subject to deleting of clause 3.20 of the draft Policy.

(b) That Council adopts the Councillor and Staff Interaction Policy 2023 as attached to this report.

Note: On being Put to the meeting, the voting on the Amendment was LOST.

4463	RESOLVED (Councillor Garrard and Councillor Esber) (a) That Council receives and notes the submissions received following public exhibition. (b) That Council adopts the Councillor and Staff Interaction Policy 2023 as attached to this report.

Note: Councillor Bradley voted AGAINST the MOTION.

PROCEDURAL MOTION

RETURN TO OPEN SESSION

4464	RESOLVED (Councillor Esber and Councillor Wearne) That the meeting revert to Open Session, time being 10:23pm. Record of Voting: For the Motion: Unanimous

Note: The meeting returned to Open Session at 10.23pm

17. REPORTS OF RESOLUTIONS PASSED IN CLOSED SESSION

The Chief Executive Officer displayed the resolutions for Items 16.1, 16.2, 16.3, 16.4, 16.5, 16.6 and 13.4.

18. CONCLUSION OF MEETING

The meeting concluded at 10:25pm.

This page and the preceding 22 pages are the Minutes of the Ordinary Council Meeting held on Monday, 14 August 2023 and confirmed on Monday, 28 August 2023.

Chairperson

Council 28 August 2023 Item 12.1

REPORTS TO COUNCIL - FOR NOTATION

ITEM NUMBER 12.1

SUBJECT Update on Quarter Four Progress Report - Delivery Program and Operational Plan 2022/23

REFERENCE F2022/03176 - D09077310

REPORT OF Project Officer

CSP THEME: Fair

workshop/briefing date: Nil

PURPOSE:

To present Council’s Quarter Four (Q4) progress on implementing the Delivery Program 2022-26 and Operational Plan 2022/23.

RECOMMENDATION

That Council receive and note the report.

BACKGROUND

1. The Local Government Act 1993 via the Integrated Planning and Reporting Guidelines 2021 requires that the General Manager (Chief Executive Officer) provide progress reports to the Council with respect to the principal activities detailed in the Delivery Program at least every six months.

2. At its meeting of 25 July 2022, Council adopted a Delivery Program for 2022-2026, inclusive of the Year One Operational Plan & Budget for 2022/23 (together known as the ‘DPOP’). The DPOP addresses Council’s efforts in achieving the six Strategic Goals of the City’s Community Strategic Plan (CSP) – Fair, Accessible, Welcoming, Green, Thriving, and Innovative.

ISSUES/OPTIONS/CONSEQUENCES

3. The Q4 Progress Report (the Report) in Attachment 1 provides an update on progress made in the fourth quarter of the 2022/23 financial year (April – June 2023) against the Projects and Key Performance Indicators (KPIs) in the DPOP.

4. The Report is structured by the eight directorates of City of Parramatta as represented in the DPOP. An Exceptions Report listing only Projects ‘off track’ or ‘on hold’, and KPIs ‘not achieved’, is provided from page 5 of the Report.

5. After notation by Council, the Report will be published on the Quarterly and Annual Reporting section of Council’s website.

Q4 status summary of Projects and Key Performance Indicators (KPIs)

6. A number of measures reportable in Q4 had indicated that poor weather conditions and resourcing challenges throughout the year had significantly affected the progress of some Council services and projects. These impacts are reflected in the Report, with a number of action items reporting these as contributors for abnormal or off target performance.

7. At 30 June 2023, 65% of Council’s 65 Projects were reported as either completed or progressing on track. A further 35% were reported as either progressing off track or on hold.

Project status	#	%
Completed	20	30%
Progressing – on track	23	35%
Progressing – off track	16	26%
On hold / stopped	6	9%
Not due to start	0	0%
Total	65	100%

8. At 30 June 2023, 40% of Council’s 95 KPIs were reported as achieved or on track to achieve their targets. 18% were reported as not achieved. 29% of KPIs were not due in this period - the majority of these were reported in Quarter Two via the Community Satisfaction Survey and on track. 10% were reported as 'Data not available' this quarter due to changes in reporting methodology or delays to availability of required data.

KPI status	#	%
Achieved / on track	38	40%
Not achieved	17	18%
Data not available	9	10%
Not due	28	29%
New Baseline Set	3	3%
Total	95	100%

CONSULTATION & TIMING

Stakeholder Consultation

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

Date	Stakeholder	Stakeholder Comment	Council Officer Response	Responsibility
Jun 2023 – Aug 2023	Reporting officers; Executive Approvers	All business units with reportable items in the DPOP have been consulted to compile the Report.	Final draft report finalised.	All business units, led by City Strategy

Councillor Consultation

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

Date	Councillor	Councillor Comment	Council Officer Response	Responsibility
N/A	N/A	N/A	N/A	N/A

LEGAL IMPLICATIONS FOR COUNCIL

11. Nil.

FINANCIAL IMPLICATIONS FOR COUNCIL

12. There are no unbudgeted financial implications for Council’s budget.

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

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

Dio-Antonio Pullan

Project Officer

Matt Austin

Acting Director City Strategy

John Angilley

Executive Director Finance & Information

Gail Connolly

Chief Executive Officer

Attachments:

1 ⇩

DPOP Quarterly Report Quarter Four 2022-23

54 Pages

REFERENCE MATERIAL

Council 28 August 2023 Item 12.2

REPORTS TO COUNCIL - FOR NOTATION

ITEM NUMBER 12.2

SUBJECT Investment Report for July 2023

REFERENCE F2022/03176 - D09080406

REPORT OF Tax and Treasury Accountant

CSP THEME: Fair

workshop/briefing date: Nil

PURPOSE:

The purpose of this report is to inform Council of the investment portfolio performance and compliance for the month of July 2023.

RECOMMENDATION

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

BACKGROUND

1. In accordance with clause 212 of the Local Government (General) Regulation 2021 (the Regulation), a report setting out details of all money invested must be presented to Council monthly.

2. The report must include a certificate as to whether the investments have been made in accordance with the Local Government Act 1993 (the Act), the Local Government (General) Regulation 2021 and Council’s Investment Policy.

ISSUES/OPTIONS/CONSEQUENCES

Investment Portfolio Summary

3. The investment portfolio closing balance as at 31 July was 2023 was $488.2m. The average portfolio holdings held throughout the month was $496.8m.

4. The majority of Council’s investment portfolio is in term deposits (67%). The portfolio also includes liquid floating rate notes (FRNs), cash, and the TCorp Long Term Growth Fund (LTGF).

5. Approximately 9% of the portfolio comprises of less conservative long-term investments with exposure to credit markets and domestic and international shares. The investment portfolio is well diversified and weighted towards higher-rated institutions.

6. The table below lists the diversified range of investments held by Council as at 31 July 2023.

Table 1: Summary of investment portfolio

*COPC Internal Benchmark returns - based on Council’s individual benchmarks across the various asset classes it invests within its own portfolio. The following individual benchmarks are the measurements, used for each asset class.

Cash: RBA Cash Rate
Term Deposits: based on Council’s weighted average duration using multiple ADIs average monthly rate
FRNs: AusBond Credit FRN Index
CFS Global Credit Income Fund: AusBond Credit Index
NSW TCorpIM Long-Term Growth Fund: NSW TCorpIM Internal Benchmark

7. Investment performance for the month. The investment portfolio reported a monthly actual return of 0.42% for July 2023 (or 5.02% on an annualised basis). Outperforming the monthly Ausbond bank bill index by 54 basis points on an annualised basis. The TCorp Fund (1.76% actual) and the CFS Global Credit Fund (1.20% actual) were the main contributor to performance this month.

8. Historical investment performance. The table below provides year-to-date and historical investment performance compared to the Ausbond Bank Bill Index.

Table 2: Historical investment portfolio performance

9. Investment Revenue: As at the end of July 2023, the cumulative actual interest/income earned, was approximately $693k above the annual budget. This outperformance in interest income expectations, can be attributed to the strong performance of managed funds as mentioned above, as well as Floating Rate Notes (5.54% annualised) and a strong commitment by the Finance team to source and negotiate market leading term deposit rates, as funds became available.

10. Going forward for 2023-24 Advisors exercise caution given the volatility from the TCorp Long-Term Growth Fund during any month. Monthly returns for the financial year to date range from -4% to 18% on an annualised basis. This fund has a long duration view of 7-10 years and cannot be accurately measured for performance in the short term.

Table 3: Cumulative Interest table

Note: Council values all managed funds, Floating rate notes, and bonds on a mark to market basis each month. Any gain or loss in valuation is capitalised to interest income based on actual monthly statements.

Table 4: Managed Fund Valuations Capitalised

11. During July, unrealised capital profit valuations on Managed funds equated to approximately $798k This increase in valuation, has been capitalised and is included in the cumulative investment revenue shown in table 3.

12. The NSW TCorp Fund accounts for 6.30% of Council’s total investment portfolio. The Fund recording a strong return of 1.76% (actual) during July 2023.

13. Given the exposure to the volatile asset of shares, Council should expect to see, on average, a negative month once every 3 months over a long-term holding period.

14. The CFS Global Credit fund accounts for around 3% of Council’s total investment portfolio. The Fund returned +1.20% (actual) in July, with a running yield of 5.50% p.a., advisors recommend Council to retain this investment given the alternative investments in complying fixed interest products are largely earning below this rate of return.

15. Maturities and Transactions: Overall, the portfolio remains well diversified from a maturity perspective, with around 15% of assets directed to medium term (2-5 years).

16. Where liquidity permits, Imperium recommend new surplus funds be directed towards 1–3-year horizons given this is where the most attractive value can be found.

17. The following Investment transactions occurred during July 2023:

Table 5: Investment Maturities

Table 6: New Investment Purchases

18. During the month Council invested $4.5m, all of which was invested in environmentally sustainable fossil fuel free Floating Rate Notes and term deposits.

19. Any funds remaining after maturities and reinvestment are used to replenish cash at call, and to fund weekly operational expenditure.

Table 7: Maturity profile

20. The portfolio complies with Council’s Investment Policy limits, with ample investment opportunity still available within all institutional rating, duration, and counterparty limits.

Graph 1: Investment Policy rating capacity.

*BBB-/BBB+ limits combined under Council’s investment policy.

21. Counterparty Limits. All individual counterparty limits comply with council’s investment policy, with the following exceptions:

Table 8: Exceptions to counterparty limits

Institution

Policy Limit ($‘000)

Held ($’000)

Overweight ($’000)

Reason

Compliance Date

No Exceptions

22. As at the end of July 2023, Council did not have an overweight position to any single ADI. Overall, the portfolio is well diversified across the entire credit spectrum, including some exposure to unrated ADIs.

23. A full list of counterparty holdings is available on page 9 of the Imperium comprehensive report (attachment 2).

24. Current Yields Councils Floating Rate Notes are currently yielding around 5.54% FYTD with unrealised capital gains of approximately $187k based on current market valuations.

25. The CFS Global Credit Fund holds a diverse range of securities across the global credit market. It remains very well diversified by issuer to mitigate default risk. It invests in nearly 600 corporate bonds from issuers in various countries and industry sectors. Any spread contraction going forward allows credit and asset-backed holdings to enjoy significant capital gains. With a running yield of around +5.5% per annum, Council will continue to hold this fund.

26. Council’s term deposit portfolio (67% of the portfolio) was yielding 3.40% p.a. at month-end, with a weighted average duration of around 283 days or 10 months.

27. Over July, across the short end of the curve (3-12 months), major bank deposit rates marginally rose, on average, from the previous month. The RBA remains on a slight tightening bias, signaling further hike(s) may be required to bring inflation back towards their target band. Deposit rates offered by the major banks continue to be lower in the long end (2-5 years) compared to the shorter end (6-12 months), reflective of the major banks believing that rate cuts may be required in future years once inflation has peaked and under control.

28. Going forward, Council should have a larger opportunity to invest a higher proportion of its surplus funds with the lower rated institutions (up to Policy limits), from which the majority are not lending to the Fossil Fuel industry.

Graph 2: Term Deposit Yields

29. Council engages Imperium Markets for assistance in all investment matters relating to advice, risk, and portfolio weighting. Imperium monitor the portfolio daily and conduct a monthly health check review. This confirms that Council’s portfolio is being conducted in accordance with the Act, the Regulation, and the Investment Policy.

30. Detailed investment performance commentary in relation to each investment product /type and counterparty, can be found in the Imperium comprehensive report attached (Attachment 2).

Certification of Investments

31. I hereby certify the investments for the month of July 2023 have been made in compliance with the Act, the Regulations, Council’s Investment Policy, and the adviser’s recommendations.

John Angilley, Executive Director - Finance & Information

CONSULTATION & TIMING

Stakeholder Consultation

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

Date

Stakeholder

Stakeholder Comment

Council Officer Response

Responsibility

31 Jul 2023

Imperium Markets

All Investments are within Policy guidelines and supported by Councils independent advisor.

Refer Imperium Comprehensive Report

All Investments are within Policy limits and reconcile to the General Ledger as at 31 July 2023

John Angilley

ED F&I

Bruce MacFarlane

Treasury & Tax Accountant

Councillor Consultation

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

Date	Councillor	Councillor Comment	Council Officer Response	Responsibility
N/A	N/A	N/A	N/A	N/A

LEGAL IMPLICATIONS FOR COUNCIL

34. There are no legal implications resulting from this report.

FINANCIAL IMPLICATIONS FOR COUNCIL

35. As at 31 July 2023, cumulative interest income exceeded the year-to-date budget by approximately $693k. With the market showing higher term deposit yields, Investment interest will be analysed as part of the September 23 quarterly review with a likely increase in interest income expectations.

Bruce MacFarlane

Tax and Treasury Accountant

John Angilley

Executive Director Finance & Information

Gail Connolly

Chief Executive Officer

Attachments:

1 ⇩	Investment and Loans Performance Graph July. 2023.pdf	1 Page
2 ⇩	Imperium Comprehensive Investment Report -July 23 .pdf	34 Pages
3 ⇩	List of Council Investments by maturity July 2023.pdf	7 Pages

REFERENCE MATERIAL

Council 28 August 2023 Item 12.3

REPORTS TO COUNCIL - FOR NOTATION

ITEM NUMBER 12.3

SUBJECT Status Report - Council's Social Media accounts

REFERENCE F2022/03176 - D09074431

REPORT OF Digital & Creative Manager

CSP THEME: Thriving

workshop/briefing date: Nil

PURPOSE:

This report provides Council with an analysis of social media platforms, metrics, KPIs, and a 12 month financial breakdown, as well as an overview of the policies and procedures that together form the social media strategy.

RECOMMENDATION

That Council receive and note report.

BACKGROUND

1. The City of Parramatta has 37 social media accounts that are used to promote free (organic) content to relevant audiences:

a) Facebook (17)

b) Instagram (12)

c) Twitter (5)

d) LinkedIn (3)

2. The City of Parramatta uses a paid-first social media approach through four Facebook accounts:

a) City of Parramatta

b) AT Parramatta

c) Riverside Theatres

d) PHIVE

3. This strategy leverages Facebook's Meta Business Suite to promote paid content, with precise targeting including:

a) Geo-targeting: Reach diverse audiences - from entire LGAs to specific wards or suburbs - connecting with residents and recent visitors.

For example – 2022 NYE events in the wards, Facebook paid strategy targeted each event to local postcodes only, this would not have been possible with a free (organic) strategy.

b) Age targeting: Tailor messages to specific age ranges, resonating effectively with intended demographics.

c) Gender targeting: Fine-tune campaigns by directing them towards specific genders.

d) Interests and Behaviours: Maximise relevance by targeting people based on their interests, such as families, history/culture enthusiasts, food lovers, etc.

e) Language: Include different languages to engage effectively with a multilingual audience.

f) Connections: Connect with existing followers and similar individuals to expand reach and gain potential new supporters.

4. We measure the success of our Facebook and Instagram campaigns with the following metrics/ KPIs:

Metric

Meaning

Benchmark

FY 23 Results

Cost per click (CPC)

We get charged when a person clicks on a link. The more engaging the content, the lower the cost per click.

Less than $0.50 CPC = very high performance Between $0.50-$0.70 = high performance

Between $0.70-$1 = medium performance

Over $1 = low performance

$0.46

Click through rate (CTR)

The percentage of people who clicked on the ad after seeing it.

Over 1%

1.62%

Engagement rate

The no. of engagements (e.g. likes, comments, shares, saved) divided by the reach x100

More than 2% on paid ads

3.85%

Reach

How many people who saw the ad

For paid: approx. 3000 per $100 spent for LGA wide campaigns

$12.69 per 1,000 people reached

Impressions

How many times the content appeared on somebody’s screen (but not necessarily seen by the person)

For paid: approx. 5000 per $100 spent for LGA wide campaigns

$7.44 per 1000 impressions

Frequency

The average number of times each person saw your ad.

2-3x (any more might indicate ad fatigue and means the budget is too high for the audience)

2.6

These metrics / KPIs help evaluate the performance, effectiveness, and impact of paid social media campaigns, enabling City of Parramatta to make data-driven decisions and optimise our strategies.

5. In FY 23, $180,922.05 was spent on social media campaigns made up of social media advertising, influencer marketing and boosting posts. This included 201 advertising campaign with a total audience reach of 3.36million users for:

a) City of Parramatta campaigns, support for all council initiatives, activities, and programs through social media advertising.

b) AT Parramatta campaigns, largely driving events attendance at our major events and festivals.

c) PHIVE driving awareness and attendance at events and programming

d) Riverside Theatres campaigns directly related to ticket sales for performances.

6. City of Parramatta does not engage in any paid advertising posts for events, campaigns, or businesses in which we do not have ownership or a vested interest. Third parties may be eligible for organic promotion within our AT Parramatta channels, provided they adhere to the above guidelines specified on the AT Parramatta website.

7. Facebook advertising is our most effective marketing channel, offering Council wide access to reach relevant audiences in a highly cost-efficient way.

8. Social media influencers are leveraged during marketing campaigns to:

a) Drive traffic to landing pages.

b) Encourage visitation to Parramatta.

c) Drive engagement with posts to increase awareness of activities within Parramatta.

9. The adopted Social Media Policy (Policy 332) and Social Media Procedures (D07847622) provide the governance framework for Council social media accounts.

ISSUES/OPTIONS/CONSEQUENCES

10. The impact of not using Facebook paid advertising can be significant and may result in several consequences:

a) Limited reach of council communication and promotion

b) Reduced visibility and awareness

c) No effective targeting of community audiences

d) Limited conversion opportunities, event attendance, program registrations, and ticket sales

e) Difficulty in tracking ROI

11. As social media platforms continue to dominate the online landscape, neglecting its paid advertising features would lead to a decreased reach and limited exposure to potential audiences.

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
28/7/2023	Director, Riverside Theatres	Confirmation of financials	Include in report	Group Manager, City Engagement and Identity

LEGAL IMPLICATIONS FOR COUNCIL

13. There are no legal implications for Council.

FINANCIAL IMPLICATIONS FOR COUNCIL

14. If Council resolves to approve this report in accordance with the proposed resolution, there are no unbudgeted financial implications for Council’s budget. The forecasted costs are shared from individual business budgets as allocated in the 2023/24 budget by Council.

	Facebook Advertising	Influencers	Boost Post
City of Parramatta	$46,797	$0	$0
AT Parramatta	$53,257	$9,000	$508.29
Riverside Theatres	$42,898	$0	$4,131.98
PHIVE	$9,229.78	$15,000	$100
TOTAL	$152,181.78	$24,000	$4,740.27

Sheree Gover

Digital & Creative Manager

John Angilley

Executive Director Finance & Information

Angela Jones-Blayney

Executive Director City Engagement & Experience

Gail Connolly

Chief Executive Officer

Attachments:

There are no attachments for this report.

REFERENCE MATERIAL

Social Media Policy (Policy 332)

Social Media Procedures (D07847622)

Council 28 August 2023 Item 13.2

REPORTS TO COUNCIL - FOR COUNCIL DECISION

ITEM NUMBER 13.2

SUBJECT Minutes of the Parramatta Traffic Committee meeting held on 19 July 2023

REFERENCE F2022/03176 - D08824691

REPORT OF Traffic and Transport Manager

CSP THEME: Accessible

workshop/briefing date: Nil

PURPOSE:

The purpose of this report is to provide Council with the minutes of the Parramatta Traffic Committee held on 19 July 2023 and seek Council approval for the recommendations of the Committee.

RECOMMENDATION

(a) That Council note the minutes of the Parramatta Traffic Committee held on 19 July 2023, provided at Attachment 1.

(b) Further, that Council approve the recommendations of the Parramatta Traffic Committee from the meeting held on 19 July 2023 provided at Attachment 1 and in this report, noting the following financial implications for each item.

ITEM 2307 A1 MACQUARIE STREET, PARRAMATTA – LEIGH MEMORIAL CHURCH FOOTPATH PARKING

The proposal is for Council to issue a permit to allow Leigh Memorial Church ceremonial vehicles to park on the footpath of Macquarie Street. Any subsequent construction works that may be required to provide a suitable area on the footpath for this parking space is to be organised by the Church at no cost to Council.

ITEM 2307 A2 PURCHASE STREET, PARRAMATTA – PROPOSED ‘NO TRUCKS - 3T AND OVER’ LOAD LIMIT RESTRICTION

The estimated cost of the proposed ‘No Trucks - 3t and Over’ restriction is $2,000 (Incl. GST). This project is 100% funded by Transport for NSW Block Grant Funds for installation and maintenance of traffic signs and line markings in FY2023/24.

ITEM 2307 A3 PARRAMATTA LANES 2023 – SPECIAL EVENT TRAFFIC MANAGEMENT PLAN

The proposed Special Event Traffic Management Plan (SETMP) for Parramatta Lanes 2023 event will be funded from Council’s Major Events budget.

ITEM 2307 A4 FERNDALE CLOSE, CONSTITUTION HILL – INSTALLATION OF SPEED HUMPS AS PART OF THE T-WAY CYCLEWAY REALIGNMENT PROJECT

The cost estimate for the proposed four asphalt speed humps in Ferndale Close, Constitution Hill is $65,000. This project is to be installed as part of the T-Way Cycleway realignment project funded by the State Government Get NSW Active Program. Accordingly, there is no direct impact to Council’s budget.

ITEM 2307 A5 BRODIE STREET, RYDALMERE – INSTALLATION OF A RAISED COMBINED PEDESTRIAN AND CYCLIST CROSSING

The estimated cost of the proposed raised combined pedestrian and cyclist crossing in Brodie Street south of Alan Street, Rydalmere is $540,500. This project is 100% funded by the State Government Parramatta-Sydney Foreshore Link (Early Delivery Projects) Program.

ITEM 2307 A6 VERONA DRIVE, WENTWORTH POINT – PROPOSED RAISED PEDESTRIAN CROSSING

The proposed raised pedestrian crossing is to be installed by the developer of 37-39 Hill Road, Wentworth Point. Accordingly, there is no direct impact to Council’s budget.

ITEM 2307 A7 HILL ROAD AND HOLKER STREET, SYDNEY OLYMPIC PARK AND WENTWORTH POINT – PROPOSED BILLBERGIA BENNELONG BRIDGE RUN ON SUNDAY 15 OCTOBER 2023

The proposed traffic management is to be implemented by the organiser of Billbergia Bennelong Bridge Run. Accordingly, there is no direct impact to Council's budget.

BACKGROUND

1. Transport for NSW (TfNSW) is legislated as the organisation responsible for the control of traffic on all roads in New South Wales under the Road Transport (Safety & Traffic Management) Act 1999. To deal with the large number and range of traffic related matters effectively, TfNSW has delegated certain aspects of the control of traffic on local roads to councils. TfNSW has retained both the control of traffic on the State's classified road network and the control of traffic signals on all roads.

2. The TfNSW Delegation to Councils limits the types of prescribed traffic control devices and traffic control facilities that Council can authorise and imposes certain conditions on councils. One of these conditions requires councils to obtain the advice of TfNSW and the Police prior to proceeding with any proposal. This is most commonly achieved by councils establishing a Local Traffic Committee.

3. The Committee is composed of four formal members each with one vote. These four members are a representative from Council, the Police, TfNSW and the Local State Member of Parliament or their nominee. The Parramatta Traffic Committee is an advisory body only, having no decision-making powers. It is, primarily, a technical review committee that is required to advise the Council on traffic related matters referred to it by Council. In general, Council makes the decision, however, the Police and TfNSW can appeal Council’s decision to the Regional Traffic Committee.

ISSUES/OPTIONS/CONSEQUENCES

4. The most recent meeting of the Parramatta Traffic Committee was held on 19 July 2023. The meeting was attended by Councillors Paul Noack (Chairperson), Henry Green, Georgina Valjak, Kellie Darley and Patricia Prociv (as delegate for Donna Davis MP). The minutes of that meeting and the reports to that meeting are in Attachment 1 and Attachment 2 of this report.

5. The recommendations from the Parramatta Traffic Committee meeting are provided below.

ITEM NO

ITEM 2307 A1 MACQUARIE STREET, PARRAMATTA – LEIGH MEMORIAL CHURCH FOOTPATH PARKING

That Council defer this matter for further discussion with the Traffic Committee members.

Unanimous support.

ITEM 2307 A2 PURCHASE STREET, PARRAMATTA – PROPOSED ‘NO TRUCKS – 3T AND OVER’ LOAD LIMIT RESTRICTION

That a ‘No Trucks – 3t and Over’ load limit restriction be installed in Purchase Street, Parramatta as shown in the attached sketch.

Unanimous support.

ITEM 2307 A3 PARRAMATTA LANES 2023 – SPECIAL EVENT TRAFFIC MANAGEMENT PLAN

1. That the proposed Parramatta Lanes 2023 event scheduled to be held in Parramatta CBD be classified as a Class 2 Event in accordance with the Austroads Guide to Traffic Management, Part 9 – Transport Control Systems – Strategies and Operations (Table 5.4 – Special Event Planning Matrix) and Guide to Traffic and Transport Management for Special Events.

2. That the implementation of the Special Event Traffic Management Plan for Parramatta Lanes 2023 from Monday 9 to Monday 16 October 2023 be supported in principle subject to:

a. The traffic related conditions attached to the report

b. Related approvals being obtained from Transport for NSW in relation to the closure of Macquarie Street between Marsden Street and Church Street, Parramatta.

c. All identified funding being available

Unanimous support.

ITEM 2307 A4 FERNDALE CLOSE, CONSTITUTION HILL – INSTALLATION OF SPEED HUMPS AS PART OF THE T-WAY CYCLEWAY REALIGNMENT PROJECT

That four watts profile speed humps with associated signs, pavement markings and pedestrian safety fence be installed in Ferndale Close north of Constitution Road, Constitution Hill as shown in Figures 3 and 4 of the report and as part of the T-Way Cycleway realignment project in Constitution Hill.

Unanimous support.

ITEM 2307 A5 BRODIE STREET, RYDALMERE – INSTALLATION OF A RAISED COMBINED PEDESTRIAN AND CYCLIST CROSSING

1. That the construction of a raised combined pedestrian and cyclist crossing with associated signs and pavement markings be installed in Brodie Street, Rydalmere at Parramatta Valley Cycleway shared path (south of Alan Street) be approved as shown on the plan attached to the report.

2. That detailed design plans for the raised combined pedestrian and cyclist crossing as referred in recommendation 1 above be submitted to Transport for NSW (TfNSW) for approval prior to commencement of construction.

Unanimous support.

ITEM 2307 A6 VERONA DRIVE, WENTWORTH POINT – PROPOSED RAISED PEDESTRIAN CROSSING

That Council approve the construction of a raised pedestrian crossing with associated signs and pavement markings in Verona Drive at Hill Road, Wentworth Point as shown in the attached plan subject to all costs associated with the construction being paid for by the applicant at no cost to Council.

Unanimous support.

ITEM 2307 A7 HILL ROAD AND HOLKER STREET, SYDNEY OLYMPIC PARK AND WENTWORTH POINT – PROPOSED BILLBERGIA BENNELONG BRIDGE RUN ON SUNDAY 15 OCTOBER 2023

1. That the proposed ‘Billbergia Bennelong Bridge Run’ event scheduled to be held on Sunday 15 October 2023 be classified as a Class 2 Event in accordance with the Austroads Guide to Traffic Management Part 9: Transport Control Systems - Strategies and Operations (Table 5.4 – Special Event Planning Matrix) and Transport for NSW Guide to Traffic and Transport Management for Special Events.

2. That the use of Holker Street west of Jamieson Street, Jamieson Street up to 70m north of Holker Street and Hill Road in Sydney Olympic Park and Wentworth Point for the ‘Billbergia Bennelong Bridge Run 2023’ event be approved subject to adherence with the following:

a. That the Event Organiser comply with the attached traffic related conditions.

b. That all costs associated with the ‘Billbergia Bennelong Bridge Run 2023’ Event be funded and paid by the Event Organiser at no cost to Council.

c. That a notification letter to notify businesses and residents regarding the closure of roads and travel lanes within Parramatta LGA be distributed at least 28 days prior to the event and a copy of this letter be submitted to Council.

d. That the bus service provider be requested to notify its affected commuters regarding the closure of bus stops and a copy of this correspondence be submitted to Council.

e. That written evidence obtaining a Road Occupancy License (ROL) approval from the Transport Management Centre (TMC) of Transport for NSW (TfNSW) to implement traffic controls be submitted to Council.

f. That written evidence of a satisfactory Hostile Vehicle Mitigation and Pedestrian Management Plan approved by Auburn Police Area Command be submitted to Council, unless Police deem such a plan unnecessary.

g. That a valid Public Liability Insurance with a cover of at least $20,000,000 be submitted to Council.

3. That the use of Jamieson Street more than 70m north of Holker Street for the 10km Wheelchair Race not be approved due to a TCP not having been provided.

4. That the Event Organiser obtain approval from the Sydney Olympic Park Authority (SOPA) and Wentworth Point Strata Management to close roads that are under its care and control.

5. That SOPA be requested to require (as part of its approval) installation of event notification signs (made of waterproof materials) on off-road cycleways at least 28 days prior to the event, so that the users of these facilities are aware of the Event.

Unanimous support.

CONSULTATION & TIMING

6. Details of the consultation undertaken with the Community, Agencies and Councillors for each item, are included in Attachment 2 and Attachment 3.

No community consultation was required.

LEGAL IMPLICATIONS FOR COUNCIL

7. There are no legal implications for Council associated with any of the items in this report

FINANCIAL IMPLICATIONS FOR COUNCIL

8. The financial comments for each item are provided below:

ITEM
2307 A1	The proposal is for Council to issue a permit to allow Leigh Memorial Church ceremonial vehicles to park on the footpath of Macquarie Street. Any subsequent construction works that may be required to provide a suitable area on the footpath for this parking space is to be organised by the Church at no cost to Council.
2307 A2	The estimated cost of the proposed ‘No Trucks - 3t and Over’ restriction is $2,000 (Incl. GST). This project is 100% funded by Transport for NSW Block Grant Funds for installation and maintenance of traffic signs and line markings in FY2023/24.
2307 A3	The proposed Special Event Traffic Management Plan (SETMP) for Parramatta Lanes 2023 event will be funded from Council’s Major Events budget.
2307 A4	The cost estimate for the proposed four asphalt speed humps in Ferndale Close, Constitution Hill is $65,000. This project is to be installed as part of the T-Way Cycleway realignment project funded by the State Government Get NSW Active Program. Accordingly, there is no direct impact to Council’s budget.
2307 A5	The estimated cost of the proposed raised combined pedestrian and cyclist crossing in Brodie Street south of Alan Street, Rydalmere is $540,500. This project is 100% funded by the State Government Parramatta-Sydney Foreshore Link (Early Delivery Projects) Program.
2307 A6	The proposed raised pedestrian crossing is to be installed by the developer of 37-39 Hill Road, Wentworth Point at no cost to Council. Accordingly, there is no direct impact to Council’s budget.
2307 A7	The proposed traffic management is to be implemented by the organiser of Billbergia Bennelong Bridge Run at no cost to Council. Accordingly, there is no direct impact to Council's budget.

9. There are no financial impacts on the budget arising from approval of this report as summarised in the table below.

	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	N/A	N/A	N/A	N/A

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

Funding Source	Nil	Nil	Nil	Nil

CAPEX
CAPEX
External
Internal
Other
Total CAPEX	Nil	Nil	Nil	Nil

Richard Searle

Traffic and Transport Manager

Jennifer Concato

Executive Director City Planning and Design

John Angilley

Executive Director Finance and Information

Gail Connolly

Chief Executive Officer

Attachments:

1 ⇩	PTC 2307 Minutes for the Parramatta Traffic Committee meeting held on 19 July 2023	9 Pages
2 ⇩	PTC 2307 Item Reports for the Parramatta Traffic Committee meeting held on 19 July 2023	124 Pages
3 ⇩	PTC 2307 Attachment 3 Consultation and Timing for Parramatta Traffic Committee meeting held on 19 July 2023	7 Pages

REFERENCE MATERIAL

Council 28 August 2023 Item 13.3

REPORTS TO COUNCIL - FOR COUNCIL DECISION

ITEM NUMBER 13.3

SUBJECT Adoption of Parramatta Harmonisation DCP 2023

REFERENCE F2022/03176 - D08994051

REPORT OF Team Leader Strategic Land Use Planning

CSP: Accessible

workshop/briefing date: Nil

PURPOSE:

The purpose of this report is to:

1. Provide the outcomes of the public exhibition of the draft Parramatta Harmonisation Development Control Plan (draft DCP);

2. Seek approval for the updated draft Harmonisation DCP (which will form the Parramatta DCP 2023), and subsequently repeal the five DCPs that currently apply in different parts the City of Parramatta; and

3. Seek approval for the administrative amendments to the stand-alone DCPs for Wentworth Point, Homebush Bay West and Carter Street precincts.

RECOMMENDATION

(a) That Council note that a total number of 58 submissions were made in response to the exhibition of the draft Harmonisation Development Control Plan (DCP) which are summarised at Attachment 3.

(b) That Council repeal the five DCPs that currently apply to parts of the City of Parramatta and adopt the updated draft Harmonisation DCP (which will form Parramatta DCP 2023) contained at Attachment 1 for finalisation noting the amendments made following the public exhibition detailed at Attachment 4.

i) adopt the administrative amendments to the stand-alone DCPs for Wentworth Point, Homebush Bay West and Carter Street precincts provided at Attachment 2 for finalisation, and

ii) advise the Department of Planning and Environment of the decision at (c) i) and where required obtain its approval for the amendments.

(d) Further, that Council delegate authority to the Chief Executive Officer to make any minor amendments and corrections of a non-policy and administrative nature that may arise during the plan finalisation process relating to the DCP controls.

BACKGROUND

Draft Harmonisation DCP

1. On 28 November 2022, Council adopted the draft Harmonisation DCP (draft DCP) for the purposes of public exhibition as part of the Land Use Planning Harmonisation Framework project that commenced following local government boundary changes in May 2016.

2. The scope for the draft DCP harmonisation is largely administrative. It consolidates existing policy from the five former Council DCPs shown in Figure 1 to deliver one set of planning objectives and controls for the new City of Parramatta.

Figure 1 - Map showing the LEPs and DCPs resulting from the local government boundary changes in May 2016 that currently apply to the City of Parramatta

3. The draft DCP was prepared to support the implementation of the Parramatta LEP 2023 (i.e. Harmonisation Planning Proposal), which was finalised by the Department of Planning and Environment (DPE) in March 2023 and is currently in force. The Harmonisation Planning Proposal consolidated the five LEPs shown in Figure 1

4. Four DCPs that relate to Homebush Bay West, Wentworth Point and Carter Street were not incorporated into the Harmonisation DCP. They will continue to remain as stand-alone DCPs. They are part of State Government initiated policy frameworks and support State policy including State Environmental Planning Policy (Precincts – Central River City) (SEPP) which absorbed SREP 24 – Homebush Bay. The integration of these DCPs into the draft DCP is not appropriate as they are precinct specific detailed controls that are difficult to integrate into the Harmonisation DCP. Further, two of the DCPs relating to Homebush Bay West require approval by the DPE before they can be formally amended as Council does not have delegation to amend these DCPs because they are referred to in the SEPP mentioned above.

5. A Land Use Planning Harmonisation Discussion Paper 2019 (Discussion Paper) informed the policy direction for both the Parramatta LEP 2023 and the draft DCP. Further information about the key policy changes and how the policy direction within the draft Harmonisation DCP was formed is explained within the Council Report dated 28 November 2022 which can be viewed in the following link:

Agenda of Council - Monday, 28 November 2022 (nsw.gov.au)

Public exhibition of draft Harmonisation DCP

6. As resolved by Council on 28 November 2022, the draft Harmonisation DCP and minor administrative amendments to the four stand-alone DCPs discussed above were exhibited for a six-week public exhibition period extending from 13 March 2023 to 1 May 2023. A summary of the engagement activities and exhibition process is provided at Attachment 3.

7. Council officers notified all landowners within the City of Parramatta as part of the public exhibition of the draft DCP and the public authorities and stakeholders who made submissions during the public exhibition of the draft Harmonisation Planning Proposal or requested to be consulted during previous stages of the Harmonisation project.

8. Due to the timing of the finalisation of the Harmonisation Planning Proposal (i.e. Parramatta LEP 2023), Council officers sent a joint notification to all landowners and stakeholders listed above advising of the finalisation of the Parramatta LEP 2023 and the commencement of the public exhibition of the draft DCP. This ensured all landowners were informed of the progression of both components of the Land Use Planning Harmonisation Framework.

Employment Zone Reform

9. In December 2021, the DPE made changes to the Employment Zones that are contained within the Standard Instrument (LEP) Order 2006. The Employment Zones Reform (EZR) introduced 5 employment zones and 3 supporting zones which replaced the previous Business and Industrial zones within the Standard LEP Instrument. DPE introduced the new employment zones into the new Parramatta LEP 2023 when it was finalised on 2 March 2023.

10. Due to time constraints, it was not practical to update the draft Harmonisation DCP prior to the commencement of the public exhibition on 13 March 2023 to reflect the changes to the employment and industrial zones. A note advising of the EZR process was included in the introduction to Part 4 – Non-Residential Development (where most employment zone references are contained) advising:-

a. of the change and that the draft DCP (as exhibited) retained the previous land use employment and industrial zoning references; and

b. that these would be updated post exhibition and as part of the finalisation of the DCP.

OUTCOME OF PUBLIC EXHIBITION

11. During the six-week exhibition extending from 13 March 2023 to 1 May 2023, Council received a total number of 58 submissions, of which:

a. 34 submissions were from residents and individuals,

b. 8 submissions were from Industry Representatives and Consultants,

c. 6 submissions from Organisation and Residents Action Groups,

d. 10 submissions from Public Authorities and Service Providers.

12. Submitters generally support the progression of the draft Harmonisation DCP project. Feedback was provided in relation to specific development controls, some of which are out of the scope of the draft Harmonisation DCP project.

13. Advising landowners and stakeholders of the commencement of the Parramatta LEP and exhibition of the draft DCP outlined in ‘Background’ resulted in the receipt of many submissions that were out of scope. Council officers received a number of enquires and submissions in relation to the finalisation of the Parramatta LEP 2023 rather than the draft Harmonisation DCP.

14. As outlined in Attachment 3, a Community Summary Sheet and Planning Information Sheet accompanied the draft DCP when it was exhibited to explain the project scope and also explain key planning concepts (such as the difference between an LEP and a DCP) to assist in the community’s understanding of the project and their preparation of submissions.

15. Council officers reviewed the submissions and key / themes common to many submissions are discussed in Table 1 below. None of the issues raised in Table 1 have resulted in changes being recommended to the DCP. A full detailed response to all issues raised in submissions is included in Attachment 3 – Summary of submission and responses table.

Key Issues	Summary
Feedback on finalised Parramatta LEP 2023	25 submissions provided feedback on planning matters managed by the recently finalised Parramatta LEP 2023. This included requests to change:- · Land use zoning to permit more medium density housing · Land use permissibility of dual occupancy- requests sought to both increase and decrease the areas where it is permitted · Minimum lot size for dual occupancy development. · Minimum lot size for subdivision. · Floor Space Ratios (FSR) · Heritage listings or list new items.
	Officer Response
	The LEP matters raised above were harmonised via the Harmonisation LEP project. Council consulted with the community on LEP planning matters as part of the Land Use Planning Harmonisation Discussion Paper in 2019, and the Harmonisation Planning Proposal (i.e. draft Harmonisation LEP) in 2020. These two consultation processes were the opportunity for the community to provide feedback on these LEP matters.
Design of dual occupancy development	Summary
	Feedback was made in relation to the design and delivery of dual occupancy development. Specific concerns raised included: · Proposals to reduce the side back from 1.5m to 0.9m · Removal of the maximum building width control. · Reduce the required private open space from 100sqm to 50sqm. · Concerns the controls do not address traffic congestion and the impact on street parking.
	Officer Response
	New controls to improve development outcomes for dual occupancy development were introduced as part of the draft Harmonisation DCP. This followed a review of the current development outcomes and aim to address the key issues arising with dual occupancy development under the current five DCP controls. The draft controls within Section 3.3.2 of Part 3 Residential Development address the key design issues for dual occupancy development These controls were tested and modelled on a number of sites across the new City of Parramatta to ensure their practical application on different site configurations (i.e. wide, narrow, tapered sites). They achieve the maximum FSR permitted under PLEP 2023 whilst delivering improved design and amenity outcomes that are compatible surrounding low-density.
	Summary
	The poor design outcomes for dual occupancy developments approved via the Complying Development Certificate (CDC) pathway was also raised
	Officer response
	Council is aware of these concerns. At its meeting of 22 May 2023, Council resolved to collaborate with other councils and prepare a Discussion Paper as the basis of an advocacy program to seek improvements to the design outcomes for dual occupancy achieved via the CDC pathway.
Adequacy of heritage management	Summary
	Concerns were raised that Council’s heritage controls had not been reviewed for some time and are not effective in protecting listed items and heritage precincts. The absence of contributory items within all HCAs (noting that only the HCAs from the PDCP 2011 contain contributory items on the HCA maps) was one issue raised to highlight this issue.
	Officer response
	No comprehensive heritage study of the whole LGA has been progressed since the boundary amalgamation in 2016. However, this is recognised in Parramatta Local Strategic Planning Statement (LSLS) which include a series of Actions (A52-54) which when pursued will assist to modernise and update Council’s current controls. Undertaking a detailed heritage review across the LGA is out of scope of the draft Harmonisation DCP project. The draft DCP retained the objectives and controls in Parramatta DCP 2011 and adopted suitable heritage controls from other DCPs applying within the LGA where controls are stronger or supplement those within the Parramatta DCP. To implement the LSPS actions Council officers are scoping a LGA wide integrated heritage study. It is expected that a budget for this future study will be included in preparation of the 2024/25 budget. Further community consultation will be undertaken for any new heritage controls that are recommended in this future study.
	Summary
	Submissions argued that the heritage controls applied to the Parramatta North Transformation Precinct (PNUT) need to be reviewed to maximise the heritage value of the precinct.
	Officer Response
	This matter is better dealt with in future planning studies and reviews for the following reasons. · PNUT was rezoned in 2015 by the then Minister for Planning and the planning process at that time included detailed considerations of planning, design and heritage objectives/principles. · In 2017 the rezoning was supported by a site specific DCP controls for PNUT (i.e. Section 8.2.2). in a process that involved consultation with the community and State Agencies including the NSW Heritage Office and are considered to be appropriate by Council officers given the density permitted under the LEP for this precinct. · The DPE are currently pursuing a North Church Street North Place Strategy which will again review the controls in this precinct. This process will include public consultation. · The DPE has recently finalised the Westmead Place Strategy that includes PNUT. A further body of work to determine how a University Campus may be integrated into the site is underway. Any change to the development controls (i.e. HOB, heritage curtilage) applying to PNUT should be considered as part of that process rather than this Harmonisation Process as this will allow the controls to be based on precinct specific analysis.
Concerns relating to tree preservation	Summary
	Feedback was received requesting that Council include trunk diameter and canopy spread (in addition to height) as part of the criteria for assessing what trees require consent for removal.
	Officer Response
	The draft Harmonisation DCP in Section 5.2.4 – Tree and Vegetation Preservation specifies what trees require written consent (via Development Application or Tree Permit Application) for works. Consent is required for: 1. A tree or palm with a height equal to or exceeding five metres. 2. Any tree with a height equal to or exceeding three (3) metres or any tree capable of growing to a height of 3 metres (where the tree with a height less than 3 metres has been intentionally planted): a. that is or forms part of a heritage item, or that is within a heritage conservation area (existing in PDCP 2011), b. that is located within a Special Character Area as defined by this DCP (added as part of Harmonisation process). Details for how the controls were formulated are contained within Attachment 3 – Key Policy Matters of the 28 November 2022 Council Report. Council officers reviewed the possibility of including a canopy spread and trunk diameter as part of the review of the different controls in the 5 different existing DCPs. However, it was determined that the controls would be difficult to apply practically as they are difficult to measure and monitor; and create confusion within the community. The result would be a more onerous control with little benefit as protecting trees with a minimum canopy spread/trunk width when under 5 metre has a minimal contribution to canopy cover.
	Summary
	Feedback was received regarding how controls are failing to protect existing trees within residential areas.
	Officer response
	The management of existing trees and the planting of new trees are managed primarily in these two parts of the draft DCP: Section 2.7 – Open Space and Landscaping includes additional controls requiring existing healthy trees to be incorporated into Landscape Plans during the design phase of a development to ensure the design respects the established trees and integrates them into the design. Landscaping Plans required by the controls will also specify new plantings which will then be required to be planted as part of the consent. Section 5.3.4 – Tree and Vegetation Preservation contains controls relating to an Offset Program (C.03). Where a tree is approved to be removed, Council will seek the replanting of a suitable canopy replacement tree or trees in a suitable location on the site. Council Officers consider these are appropriate mechanism to manager tree removal in a balance way.
	Summary
	Submitters asked for increased general communication around the value and importance of trees; and also requested increased notification when trees are proposed to be removed.
	Officer response
	Council’s undertakes the following to advise the community of the value of trees; · Council’s website contains page detailing the value and importance of trees, including a video on the benefit of trees, detailing the environmental, economic and social benefits of trees. · The Environmental Sustainability Strategy 2017 equally emphasises the importance of trees as assets and the need to protect these into the future. · Council’s City Engagement Directorate regularly, via monthly eNewsletters, publications, webpages and in the Lord Mayor’s Column communicates to residents the details of new tree planting, bushland rehabilitation, and plant give-away programs. The request for increase notification for Tree removal applications is not supported. Applications for tree removal in sensitive areas such as Heritage Conservation Areas are dealt with via a Development Application where notification already occurs. Outside these areas a Tree Permit application need to be lodged to obtain consent to remove a tree. The permit is governed by State Environmental Planning Policy (Biodiversity and Conservation) 2021 which requires permits be determined within 28 days. It is not practical to notify these applications and still achieve the SEPP requirements.
Concerns with the safety of Natural Refrigerants in Air Conditioning	Summary
	The current CBD Planning Controls contain controls requiring new air conditioning systems to use refrigerants that minimise the impact of these systems on global warming. The draft DCP sought to apply these controls across the LGA but feedback was received from industry representatives that this would mean all systems would need to use hydrocarbon (which are highly flammable) and they raised concerns about the safety issues of handling and using these materials.
	Officer Response
	The intention of the controls is to reduce greenhouse gas emissions associated with leakage or the improper disposal of synthetic refrigerant gases and to future proof new HVAC (air conditioning) systems. The objections do not warrant changes to the controls for the following reasons:- · There are refrigerants that achieve the standards that are not hydrocarbons. Therefore, Council has not mandated the use of hydrocarbon refrigerants only. · The provisions do not constitute a legal requirement in the NSW planning system, although compliance with the DCP is a matter for consideration when granting development consent. · Council expects the provision to be increasingly relevant as the market matures and more products are made available. The intent of the provision aims to lead the transition to low-GWP and encourage innovation in the sector. · In the meantime while the industry is transitioning the controls allow some flexibility where this is only required where the equipment can be supplied on similar terms to conventional systems and where the cost is no more than 10% greater than the market rate
Request for changes to precinct controls	Summary
	Feedback was received requesting changes to the provisions for specific growth precincts. This included the Granville Town Centre and the Parramatta North Urban Transformation precinct.
	Officer Response
	Precinct specific planning controls have been transferred directly from the former DCPs with no policy changes proposed during the harmonisation process. The intention of the draft Harmonisation DCP is to introduce a consolidated set of controls based on existing policy contained within the five applicable DCPs. A review of the controls to amend the policy direction, application or intent was not within the scope of the project. In relation to two of the precincts mentioned (ie Granville Town Centre and Parramatta North Urban Transformation (PNUT)) it is noted that Council and the DPE are reviewing the controls that apply to the precincts and this is the more appropriate processes for amending controls applicable in these precincts Other precincts will be reviewed over time as resources permit as part of Council’s program to continually review and update its planning controls.

Table 1- Summary of key submissions issues and Council officer response

CHANGES TO THE DRAFT DCP FOLLOWING PUBLIC EXHIBITION

16. Changes are being proposed to the draft Harmonisation DCP on account of feedback received during the public exhibition period, the impacts associated with the Employment Zone Reforms, and other administrative changes resulting from the finalisation of the Parramatta City Centre DCP. A table detailing these changes is provided at Attachment 4 to this report and the more significant changes are summarised below.

Feedback from public exhibition

17. While the key submission issues outlined above in Table 1 do not warrant re-exhibition/changes to the draft DCP, there are a number of minor changes made to the draft DCP as a result of feedback received from the exhibition process. There are numerous changes but some of these changes include:

· further clarification of tree planting requirements;

· introduction of diagrams demonstrating site requirements for battleaxes lots and dual occupancy development on cul-de-sacs;

· address inconsistencies identified between the draft DCP and Parramatta LEP 2023 controls and inconsistencies between different sections of the DCP;

· respond to stakeholder feedback on section of the DCP that are ambiguous or confusing by rewording the controls to make the intent clear; and

· resolved general errors in harmonising controls and typographical corrections.

18. These are changes that add to the understanding of the controls rather than changing the content or intent of the planning controls included in the DCP. Further details of above proposed changes and Council officer responses are available at Attachment 4.

Employment Zones Reform

19. Following the public exhibition, Council officers assessed the impacts on the Draft DCP of the State Government Employment Zone Reforms (EZR), that resulted in changes to employment and industrial zones in Council’s LEP. Council Officers have made changes to the Draft DCP to ensure the controls are consistent with the uses permitted in the zones under the EZR amendments. These are detailed in Attachment 4.

20. The draft DCP does not often make reference to specific zones and land uses, rather it provides planning objectives and controls to a range of land use typologies (i.e. industrial, commercial and non-residential development), which further reduced the impact of the EZR. The proposed controls are sufficient and robust to continue support and provide planning guidance to the industrial and commercial development even with the EZR changes.

Transfer of Parramatta City Centre DCP

21. At the time the Harmonisation DCP was reported to Council (28 Nov 2022) the sections containing the CBD controls were not included as they were still in the process of being finalised. The exhibited version of the DCP included a note referring those interested in the CBD controls to the recently endorsed version of these controls in the current DCP on Council’s website.

22. Therefore the draft DCP post exhibition has been updated to include the development controls applied to the Parramatta City Centre DCP (CBD DCP) to make sure the version attached to this report is complete. These controls have been transferred directly from Part 6 – Parramatta City Centre and Section 4.3.3 – Parramatta City Centre (Deferred Area A) of the former Parramatta DCP 2011 to the new Section 9 – Parramatta City Centre (i.e. Part 9 and Part 9 B) of the draft Harmonisation DCP 2023 with no change made to the previously endorsed controls for the CBD.

INVESTIGATION OF OTHER MATTERS RAISED IN SUBMISSIONS

23. Council officers have identified a number of matters that warrant future amendment to the draft DCP during the exhibition process but are not practical to be dealt with as part of the draft Harmonisation DCP project because it would require re-exhibition of the DCP. Other matters raised require Council to complete other precinct work or detailed studies before the appropriate amendments to the DCP can be made. The sorts of issues that should be dealt with in future review of the DCP include: -

i. Many heritage related comments raised in submissions which will first require an integrated heritage review across Parramatta LGA. The future study would address considerations of heritage contributory items, change to controls applying to Heritage Conservation Areas etc. Consideration of how this project can proceed will be considered as part of the 2024/25 budget preparation as significant scoping and funding would be required to pursue this study.

ii. Further investigation on planning controls (i.e. setbacks and development feasibility) applying to Granville Town Centre via Council-led precinct planning and implementation of the Parramatta Road Urban Transformation Strategy.

iii. Further investigation on planning controls (i.e. zoning, HOB, FSR) applying to North Parramatta via the Church Street North State-led Precinct Planning as well as Parramatta North State Significant Planning Process led by Property and Development NSW.

iv. Further investigation on flooding risk management via the draft Parramatta River Flood Study (expected to commence public exhibition in 2023) and preparation of a future Flood Risk Management Plan for the broader Parramatta LGA.

v. Further investigation on tree canopy and tree preservation in the development of an Urban Canopy Plan as per Council’s resolution at its meeting of 26 April 2022 (Item 12.5).

STAND ALONE DCPS

24. As noted in this report, four stand-alone DCPs that apply to Homebush Bay West, Wentworth Point and Carter Street precincts were also placed on public exhibition. The changes exhibited in these documents were minor and administrative in nature, such as updating local government boundaries and removing references to former councils i.e. Auburn City Council. There were no changes to any of the planning controls or objectives included in these DCPs. No submissions have been made to the stand-alone DCPs. It is recommended the administrative changes be endorsed by Council as exhibited.

LEGAL IMPLICATIONS FOR COUNCIL

25. The two DCPs that apply to Homebush Bay West are part of State Government initiated policy frameworks and support State policy including State Environmental Planning Policy (Precincts – Central River City) which absorbed SREP 24 – Homebush Bay. The DPE have advised that Council does not have delegation to amend these DCPs. It is therefore recommended that Council approve the minor administrative changes and seek approval from the DPE before they are formally implemented.

FINANCIAL IMPLICATIONS FOR COUNCIL

26. The decision being made to finalise the draft Harmonisation DCP will have no direct impact on the budget. Costs associated with the draft DCP project are fully funded from the City Planning and Design budget.

CONCLUSION AND NEXT STEPS

27. The Harmonisation DCP is the final component of the Land Use Planning Harmonisation Framework. The priority of Council is to finalise and adopt the Harmonisation DCP – i.e. Parramatta DCP 2023. This report has summarised and considered the submissions received as part of the public exhibition process for the draft Harmonisation DCP. Only changes that are minor and do not trigger re-exhibition of the draft DCP have been recommended.

28. The integration of additional matters outside of the scope of the current draft Harmonisation DCP as part of the post-exhibition process would delay the finalisation of the Harmonisation DCP as it would trigger re-exhibition. It is recommended that additional provisions or policy matters be explored as part of a future scoping exercise and form future amendments to the Parramatta DCP 2023 (i.e. finalised Harmonisation DCP).

29. It is recommended that Council approve the draft DCP found in Attachment 1 and the stand-alone DCPs for Homebush Bay West, Wentworth Point and Carter Street included in Attachment 2.

Sonia Jacenko

Team Leader Strategic Land Use Planning

Executive Director City Planning and Design

John Angilley

Executive Director Finance & Information

Gail Connolly

Chief Executive Officer

Attachments:

1 ⇩	Draft Parramatta DCP 2023
2	Standalone DCPs
3	Summary of Submissions and Officer Responses
4	Summary of Changes to Draft Harmonisation Parramatta Development Control Plan

REFERENCE MATERIAL

Council 28 August 2023 Item 13.5

REPORTS TO COUNCIL - FOR COUNCIL DECISION

ITEM NUMBER 13.5

SUBJECT Post Exhibition: Adoption of Procurement Policy 2023

REFERENCE F2022/03176 - D09015084

REPORT OF Policy Officer

CSP THEME: Fair

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

Finance Committee – 6 June 2023

PURPOSE:

To seek Council’s adoption of the finalised Procurement Policy (Policy 287).

RECOMMENDATION

(a) That Council notes that no submissions were received following public exhibition of the draft Procurement Policy 2023.

(b) Further, that Council adopts the Procurement Policy 2023 as attached to this report.

BACKGROUND

1. On 10 July 2023, Council resolved to place the draft Procurement Policy (Policy 287) on public exhibition for a period of 28 days.

2. The draft Procurement Policy was placed on public exhibition from 11 July – 8 August 2023. Members of the public were invited to make submissions on the draft Policy 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 draft Procurement Policy received 387 views on Council’s ‘Participate Parramatta’ page.

ISSUES/OPTIONS/CONSEQUENCES

4. During the public exhibition period, no submissions were received from members of the public.

5. Council officers do not propose any changes to the draft Procurement Policy because of the public exhibition.

6. The draft Procurement Policy recommended for adoption is provided at Attachment 1.

CONSULTATION & TIMING

Stakeholder Consultation

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

Date	Stakeholder	Stakeholder Comment	Council Officer Response	Responsibility
25 May – 15 June 2023	Leadership Team consultation	Provided feedback on the draft Procurement Policy and internal Guideline	Noted and reflected as appropriate in draft Policy for public exhibition	Governance + Procurement
14 June 2023	Internal Ombudsman (IOSS)	Provided feedback on the draft Procurement Policy and internal Guideline	Noted and reflected as appropriate in draft Policy for public exhibition	Governance + Procurement
11 July – 8 August 2023	Public Exhibition	No submissions received during public exhibition period	Noted	Governance

Councillor Consultation

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

Date	Councillor	Councillor Comment	Council Officer Response	Responsibility
30 May 2023	Policy Review Committee	Committee Members provided feedback on the proposed changes to the draft Policy. No further changes proposed.	Noted	Governance + ED Finance & Information
6 June 2023	Finance Committee	Committee Members provided feedback on the proposed changes to the draft Policy. No further changes proposed.	Noted	ED Finance & Information

LEGAL IMPLICATIONS FOR COUNCIL

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

FINANCIAL IMPLICATIONS FOR COUNCIL

10. If Council resolves to approve this report in accordance with the proposed resolution, there are no unbudgeted financial implications for Council.

	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	N/A	N/A	N/A	N/A

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

Funding Source	N/A	N/A	N/A	N/A

CAPEX
CAPEX
External
Internal
Other
Total CAPEX	Nil	Nil	Nil	Nil

Melissa McIsaac

Policy Officer

Michelle Dunscombe

Procurement Contracts and Compliance Manager

John Angilley

Executive Director Finance & Information

Gail Connolly

Chief Executive Officer

Attachments:

1 ⇩

For Adoption - Draft Procurement Policy 2023

6 Pages

REFERENCE MATERIAL

Council 28 August 2023 Item 13.6

REPORTS TO COUNCIL - FOR COUNCIL DECISION

ITEM NUMBER 13.6

SUBJECT Increase in Trees/Plants Available to Residents and Businesses in the Annual Tree/Plant Giveaway

REFERENCE F2022/03176 - D09066917

REPORT OF Group Manager Parks & Open Space

CSP THEME: Green

workshop/briefing date: Nil

PURPOSE:

To respond to the Council Resolution of 23 June 2023, Increase In Trees/Plants Available to Residents and Businesses in the Annual Tree/Plant Giveaway.

RECOMMENDATION

(a) That Council continues to provide four free plants to residents under the free tree/plant giveaway.

(b) That Council include local businesses in the 2024 free tree/plant giveaway.

(c) Further, that Council does not expand the variety or type of trees or plants to non-native plants such as food/fruit trees or seasonal vegetables in 2024, with a review of this decision to occur following completion of the 2024 giveaway.

BACKGROUND

1. The Council Resolution requested a report to Council to investigate options and the viability of expanding Council’s free tree/plant giveaway day and that the report include, but not be limited to:

a. Options and potential costs of increasing the number of free trees/plants given away

b. Options to include local businesses from within the local government area as part of the giveaway day

c. Options to vary the type of trees and plants given away, such as the potential inclusion of non-native plants such as food/fruit trees or seasonal vegetable plants in the program

d. Further, that the report be presented to Council in time to consider these options before the next scheduled tree/plant giveaway on 30 July 2023.

ISSUES/OPTIONS/CONSEQUENCES

2. Council’s free tree plant giveaway (the event) occurs in September each year over three weekends and provides residents with four plants per annum.

3. This year’s event will run the first three weekends in September: 2^nd, 9^th & 16^th. The first two (2^nd & 9^th September) will be ticketed and the third will be non- ticketed. There will be 1000 plants available per day, with 800 tickets available (four plants per person). Further details can be found at https://www.cityofparramatta.nsw.gov.au/freeplantday https://www.cityofparramatta.nsw.gov.au/environment/city-in-nature/urban-forest/community-tree-opportunities

4. Council’s nursery operates as a production nursery with its primary purpose to collect and grow remnant and endemic species from the LGA, and to ‘on grow’ plant stock for use by bush regeneration projects, park projects and park operations.

5. This aligns with the Community Strategic Plan, strategic actions G.1.2 protect and increase the quality of our natural environment, bushland and biodiversity. Our current program assists Council in protecting the local environment genealogy regarding tree species and ensures planting programs help in maintaining a healthy bushland and natural habitats for plants and animals.

6. Nursery operations are structured to provide a variety of plant material not easily sourced from external providers, reduce on costs and operational costs for planting programs run by Council.

7. Council’s nursery has limited staffing, operational capacity and space, these are fully allocated to existing Council programs in bush regeneration, parks projects and parks operations. To increase the number of free plants grown by Council’s nursery for the event will adversely impact existing nursery operations, budget and the supply of plants to existing Council programs.

8. There is an option to source ‘ready to go’ plants from a commercial nursery for the event. This would address the potential inclusion of non-native plants such as food/fruit trees or seasonal vegetable plants in the program. This will impact nursery operations in the short term though would not adversely impact ongoing operations.

9. Fruit trees and seasonal vegetables are readily available from a number of retailers within the LGA, retailers can provide a greater variety of species and pot size at a much lower cost than Council.

10. An increase of 1 plant - seasonal vegetable per person would cost $5,000, to include one fruit tree per person would be a further $20,000 and is unbudgeted.

11. There is a strong possibility that the inclusion of non-native plants as described will result in increased wastage / non take-up of native stock grown as well as commercial stock purchased for the event and undermine the intent of the event which is to provide residents with native and endemic species from the LGA, and to align with our strategic actions in protecting and increasing the quality of the local environment.

12. Council can include local businesses though will need to modify the booking system to ensure evidence of the businesses being within the LGA. This cannot be completed prior to this year’s event as key staff are actively involved in the final preparations for the event which goes live on Council’s Website Friday 11^th August.

CONSULTATION & TIMING

Stakeholder Consultation

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

Date	Stakeholder	Stakeholder Comment	Council Officer Response	Responsibility
[Date of consultation]	[Name / Type of stakeholder]	[Summary of feedback from stakeholder (max. 50-100 word limit)]	[Council’s response to the feedback (max. 50-100 word limit)]	[Business Unit / Directorate / Staff responsible for consultation]
Nil

Councillor Consultation

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

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

LEGAL IMPLICATIONS FOR COUNCIL

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

FINANCIAL IMPLICATIONS FOR COUNCIL

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

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

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

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

Terry Johnson

Group Manager Parks & Open Space

John Warburton

Executive Director, City Assets & Operations

John Angilley

Executive Director Finance & Information

Gail Connolly

Chief Executive Officer

Attachments:

There are no attachments for this report.

REFERENCE MATERIAL

Council 28 August 2023 Item 13.7

REPORTS TO COUNCIL - FOR COUNCIL DECISION

ITEM NUMBER 13.7

SUBJECT Audit of Sporting Facilities and Amenities (Female Friendly)

REFERENCE F2022/03176 - D09067802

REPORT OF Group Manager Parks & Open Space

CSP THEME: Accessible and Fair

workshop/briefing date: Nil

PURPOSE:

To respond to the Council resolution of 27 February 2023, Sporting Facilities Amenity Audit – Female Friendly.

RECOMMENDATION

(a) That Council continues to deliver the Open Spaces Recreation Plan as detailed in the Delivery Program and Operational Plan.

(b) That Council continues to deliver the key actions and recommendations identified in the Sportsground Strategy and Action Plan.

(c) That Council continues to deliver new Sports Ground Pavilions in line with the current Pavilion Capital Improvement Program.

(d) Further that the CEO be authorised to seek out and apply for all relevant Federal and State government grant funding programs for the construction of sporting amenity facilities that are consistent with Council’s adopted capital works program, the Pavilion Capital Improvement Program and the Sportsground Strategy and Action Plan.

BACKGROUND

1. The Council resolution requested:

a. an audit of the LGA’s sporting park amenity blocks, identifying whether they are adequate to accommodate female players and female and male players at the same time and to include facilities for match officials as well.

b. A report on the outcomes of the audit including an estimate for the capital works for each facility and a funding source.

c. That development of a policy relating to equal access to sporting amenities be considered.

2. Council has conducted a high-level audit of our sportsground pavilions (sporting park amenity blocks). There are 33 sportsground pavilions across the LGA of which 24 would not meet the criteria to accommodate female and male players at the same time as well as match officials.

a. All of Council pavilions have toilets with cubicles.

b. Seven sportsground pavilions have recently been replaced and include female friendly attributes like change rooms with cubicles.

c. Six sportsground pavilions have design planning and/or construction underway which will include female friendly attributes like change rooms with cubicles.

d. Four sportsground pavilions have no change rooms.

e. Two sportsgrounds’ pavilions have non-traditional change rooms (e.g. single shower cubicles without the team sitting area).

f. Fourteen sportsground pavilions have change rooms which are open plan.

ISSUES/OPTIONS/CONSEQUENCES

3. The 24 sites will require extensive upgrade works to meet the minimum requirements or they are not able to be upgraded. In addition, any upgrades would require compliance with the Building Code of Australia in particular the disability access requirements. Our initial assessment is it is more cost effective to demolish existing facilities and replace with a new compliant facility. A high-level cost estimate based on current sportsground pavilion capital projects is at least $60 million to replace the existing 24 sites.

4. Funding of these projects will require a variety and combination of sources they include:

a. Developer Contributions including Section 7.11 funding and/or Voluntary Planning Agreements (VPAs).

b. Council funding from general revenue.

c. External funding, for example grant funding or funding partnerships with other organizations like Federal and State Government, Sporting Organizations and/or the Department of Education.

5. To provide a detailed and fully costed report on each site will require a detailed audit by a specialist quantity surveyor, initial estimates to undertake the audit and report as detailed is more than $100,000. It is likely that a QS will reveal more detailed but higher potential costs.

6. Council is currently developing the Open Spaces and Recreation Plan which is in the DPOP, 1D.P1 and due to be delivered by 2025. This strategic document will provide clear direction on equal access and universal design principles in the provision of this type of infrastructure.

7. Council’s Sportsground Strategy and Action Plan (SSAP) provides a detailed roadmap for the provision of the Council’s sportsground network to meet existing and future community needs. It addresses the need for pavilions to service both genders, workplace health and safety, Disability Discrimination Act and Food Health requirements, as well as providing for maximum flexibility for the community.

8. Over the last 10 years, Council has invested over $11 million across 5 pavilions (listed below) to improve the standard and functionality through its Pavilion Improvement Program (and an additional $4m in grant funding across 2 pavilions). Council’s Pavilion Improvement Program has traditionally allowed for a pavilion rebuild approximately every 2 years, with design undertaken in the first year and construction in the subsequent years. In Council’s 2023/24 budget $250,000 has been allocated towards the program.

Peggy Womersley Reserve

Rydal mere Park

Dundas Park

Boronia Park

West Epping Park

FS Garside (PRUAPP funded)

In addition Max Ruddock Reserve will receive an upgraded Pavilion building under the West Invest program.

Under the budgeted Pavilion Capital Improvement Program council is currently in the design phase for another Pavilion building, the location is yet to be determined as analysis is undertaken to ensure consistency with the SSAP.

CONSULTATION & TIMING

Stakeholder Consultation

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

Date	Stakeholder	Stakeholder Comment	Council Officer Response	Responsibility
[Date of consultation]	[Name / Type of stakeholder]	[Summary of feedback from stakeholder (max. 50-100 word limit)]	[Council’s response to the feedback (max. 50-100 word limit)]	[Business Unit / Directorate / Staff responsible for consultation]

Councillor Consultation

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

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

LEGAL IMPLICATIONS FOR COUNCIL

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

FINANCIAL IMPLICATIONS FOR COUNCIL

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

13. The table below summarizes the financial impacts on the budget arising from approval of this report.

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

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

Terry Johnson

Group Manager Parks & Open Space

John Warburton

Executive Director, City Assets & Operations

John Angilley

Executive Director Finance & Information

Gail Connolly

Chief Executive Officer

Attachments:

There are no attachments for this report.

REFERENCE MATERIAL

Council 28 August 2023 Item 13.8

REPORTS TO COUNCIL - FOR COUNCIL DECISION

ITEM NUMBER 13.8

SUBJECT Local Government Boundary Adjustment between City of Parramatta Council and The Hills Shire Council (Winston Hills)

REFERENCE F2022/03176 - D09031014

REPORT OF Senior Project Officer Place Services

CSP THEME Thriving

workshop/briefing date: North Rocks Ward Briefing 1 March 2023, 31 May 2023, and 31 July 2023.

PURPOSE:

To seek Council’s endorsement to submit the proposal for a boundary adjustment to the Minister for Local Government and the NSW Geographic Names Board.

RECOMMENDATION

(a) That Council endorses the proposed boundary adjustment between the City of Parramatta Council and The Hills Shire Council.

(b) That the CEO write to the General Manager of The Hills Shire Council advising the outcome of Council’s decision.

(c) Further, that Council submits the proposed boundary adjustment request under Section 218E of the Local Government Act to the Minister for Local Government, and NSW Geographic Names Board (GNB) of NSW for formal assignment and Gazettal under the Geographical Names Act 1996.

BACKGROUND

1. In late November 2022, City of Parramatta Council received a request from Augusta Advisors on behalf of their client the Winston Hills Hotel, regarding the boundary between The Hills Shire Council and Parramatta City Council, relating to how the current boundary bisects the property and the actual Hotel premises. The applicant noted difficulties including the requirements of lodging combined development applications with both Councils. See Site Map (Attachment 1).

2. The Winston Hills Hotel is a property located at 168 Caroline Chisholm Drive, Winston Hills. The property was bisected by the boundary between the Hills Shire Local Government Area (LGA) and the Parramatta City LGA prior to 2016 boundary changes.

3. In 2016, Council’s boundaries were amended by the amalgamation and creation of the City of Parramatta LGA. At that time, no changes were made to the bisection of the Winston Hills Hotel property between The Hills Shire LGA and the City of Parramatta LGA.

4. Hills Shire Council at their Council meeting of 27 September 2022 endorsed Option 4 of a request submitted by the Winston Hills Hotel, which was to move the boundary so the hotel would sit inside the Parramatta LGA and the carpark would sit inside the Hills Shire LGA.

5. Staff reviewed The Hills Shire Council’s report and recommendation, as well as the other options submitted by the Winston Hills Hotel, to determine the best outcome for the City of Parramatta Council as well as the Winston Hills Hotel.

6. The Winston Hills Hotel have advised that they would like to have the boundary adjusted so that the hotel premises sit wholly within the Parramatta LGA.

7. A review of boundary adjustment options was undertaken by staff. Staff concluded that a boundary adjustment to M2 (as the M2 acts as a natural boundary heading east) would be the optimal option. This adjustment would include Winston Hills Hotel; Winston Hills Shopping Centre; strata units located at the corner of Caroline Chisolm Drive and Langdon Road as well as the whole of Gibbon Road, Winston Hills. See LGA Boundary Map (Attachment 2).

8. Such a boundary adjustment will require reconciliation of the Planning Controls applicable to these sites. The area proposed to be incorporated into the City of Parramatta is currently subject to the Hills LEP 2019. If this boundary change proposal progressed to a point where the boundary change is certain, Council would be required to with the Hills Council to remove the land from the Hills LEP 2019 and include it in Parramatta LEP 2023.

9. Further Council resolutions would be required at that time to formally commence the LEP Amendment process in accordance with the Environmental Planning and Assessment Act 1979. If a development application is lodged prior to the above LEPs being amended, the application can still be considered and would be assessed against the current controls in the two plans.

PROCESS OF LOCAL GOVERNMENT BOUNDARY ADJUSTMENTS:

10. Under Section 218E of the Local Government Act, a proposal for boundary adjustment will need to be submitted to the Minister for Local Government, and the Minister must refer the proposal for examination and report to the Boundaries Commission or to the Departmental Chief Executive. A proposal may be made by the Minister, or it may be made to the Minister by a council affected by the proposal, or by an appropriate minimum number of electors. (For proposals that apply only to part of an LGA, an appropriate minimum number of electors is 250 of the enrolled electors for that part or 10 per cent of them, whichever is the lesser).

11. Section 263 (3) of the Local Government Act sets out several factors that the Commission (or Chief Executive) is required to have regard to in examining any proposal for changes to local government boundaries. Two of these factors relate only to proposals for merging council areas, and a third applies to impacts on rural communities, so would not be relevant to the proposal.

12. The remaining factors cover issues such as:

· financial advantages/disadvantages

· the community of interest and geographic cohesion

· historical and traditional values and the impact of change

· attitude of residents and ratepayers

· requirements of the area concerned in relation to elected representation for residents and ratepayers at the local level

· impact on ability of councils to provide adequate, equitable and appropriate services and facilities; and

· any impact on employment of council staff.

13. To assist it in determining the attitude of the residents and ratepayers, the Boundaries Commission may conduct an opinion survey or poll of the residents and ratepayers and may request the Electoral Commissioner, a council or any other person or organisation to conduct any such opinion survey or poll. Additionally, for the purpose of exercising their functions, the Boundaries Commission may hold an inquiry but only if directed or approved by the Minister. If an inquiry is required, reasonable public notice must be given, and members of the public are allowed to attend.

14. The Minister may recommend to the Governor that the proposal be implemented with modifications that arise out of the Boundaries Commission’s (or Chief Executive) report, or any other modifications determined by the Minister. The minister may also decline to recommend to the Governor that the proposal be implemented.

15. If City of Parramatta Council were to pursue the option to align the boundary to retain the whole area south of the M2, a Council resolution is required to adjust the boundary.

16. If City of Parramatta Council were to pursue the option to align the boundary to retain the whole area south of the M2, a further recommendation in this report is to refer the Council resolution to The Hills Shire Council for their information (and potential comment), prior to commencing any community consultation.

17. It should be noted that an LGA boundary amendment and address locality (suburb) boundary amendment are two separate processes and are independent of each other. The responsibility of suburbs sits with the Geographical Names Board (under the Geographical Names Act 1966) whereas the LGA Boundary is a local government matter.

ISSUES/OPTIONS/CONSEQUENCES

18. When considering any matter that relates to the boundaries of areas or the areas of operations of county councils, the Boundaries Commission is required to have regard to the following factor as per Section 263(3)(d) of the Local Government Act 1993:

· The attitude of the residents and ratepayers of the areas concerned.

19. To achieve this requirement, community consultation is required to be undertaken and submitted with a report to the Minister for Local Government as well as to the Geographical Names Board.

CONSULTATION & TIMING

Stakeholder Consultation

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

Date	Stakeholder	Stakeholder Comment	Council Officer Response	Responsibility
05/12/22 – 24/07/23	Supervisor Survey & Property Systems	Review of boundary options	Reviewed and map provided	Supervisor Survey & Property Systems
27/03/23	Asset Manager	City of Parramatta should look at retaining the whole area south of the M2 as the M2 already acts as a natural boundary heading east	Added to boundary amendment proposal	Place Manager, Property & Place
23/06/23	Group Manager Roads Infrastructure	Confirmed the proposal to retain all of Gibbon Road is manageable to Council	Added to boundary amendment proposal	Place Manager, Property & Place
04/08/23	Strategic Land Use Planning	Review of Planning Controls	Added to boundary amendment proposal	Place Manager, Property & Place

Councillor Consultation

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

Date	Councillor	Councillor Comment	Council Officer Response	Responsibility
01/03/23	North Rocks Ward Councillors	Investigate retaining the whole area south of the M2	Added to boundary amendment proposal for further investigation	Place Manager, Property & Place
31/05/23	North Rocks Ward Councillors	Investigate retaining the whole of Gibbon Road	Added to boundary amendment proposal for further investigation	Place Manager, Property & Place
31/07/23	North Rocks Ward Councillors	NA	NA	Place Manager, Property & Place

LEGAL IMPLICATIONS FOR COUNCIL

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

FINANCIAL IMPLICATIONS FOR COUNCIL

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

· External operating costs associated with this project will be paid to support engagement as part of the community consultation component of this project if endorsed and are budgeted within Service Code 420097 - Road Naming and funded from General Revenue.

· Under the provisions of the Geographical Names Act 1966, the GNB must issue a notice for a new or changed address locality name or boundary (if it affects more than 20 lots and/or owners) in the Government Gazette. In addition to the requirements of the Act, any change to the name or extent of an address locality will be notified by the GNB Secretariat to relevant government agencies and authorities who require this information. The GNB provides the notification to relevant government authorities and publishing in the Government Gazette without charge.

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

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

Funding Source

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

Funding Source

CAPEX
CAPEX
External
Internal
Other
Total CAPEX	Nil

Kim Marsh

Place Manager

Bryan Hynes

Executive Director Property & Place

John Angilley

Executive Director Finance & Information

Gail Connolly

Chief Executive Officer

Attachments:

1 ⇩	Attachment 1 - Site Map	1 Page
2 ⇩	Attachment 2 - LGA Boundary Map	1 Page

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.