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Minutes
Council Meeting
Monday, 28 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, Donna Davis (online),
Pierre Esber, Michelle Garrard (online), Henry Green, Ange Humphries, DLM Cameron
Maclean, Paul Noack (online), Dr Patricia Prociv, Dan Siviero, Georgina Valjak,
Donna Wang and Lorraine Wearne.
COUNCIL STAFF
Chief Executive Officer - Gail
Connolly, Executive Director Finance & Information - John Angilley,
Executive Director Property & Place - Bryan Hynes, Executive Director City
Engagement and Experience - Angela Jones-Blayney, Acting Executive Director
City Planning and Design - Robert Cologna, Executive Director Community
Services - Jonathan Greig, Acting Executive Director City Assets &
Operations - James Smallson, Chief Governance & Risk Officer - Roxanne
Thornton (Minutes), Chief Technology Officer - John Crawford, Chief Financial
Officer - Amit Sharma, ICT Strategy & Partnering Manager - Ian Vong, Level
1 Support - Erik Ivarsson, Level 1 Support - Quade Bronson, Group Manager Place
Services - Bruce Mills, Group Manager Project Delivery - Boz Lukin, Traffic
& Transport Manager - Richard Searle, Chief of Staff - Justin Mulder,
Senior Policy & Advocacy Adviser - Renee Attard, Group Manager Property
Develop - Justin Day, Coordinator Parks & Open Space Planning - Megan Ryan,
Group Manager Parks & Open Spaces - Terry Johnson, Group Manager City
Experience & Identity - Sheree Gover
1. OPENING MEETING
The Lord Mayor, Councillor
Pandey, opened the meeting at 6:35pm.
2. ACKNOWLEDGEMENT TO
TRADITIONAL OWNERS OF LAND
The Lord Mayor acknowledged the Burramattagal
people of The Dharug Nation as the traditional owners of this land, and paid
respect to their ancient culture and to their elders past, present and
emerging.
3. WEBCASTING
ANNOUNCEMENT
The Lord Mayor advised that this
public meeting is being recorded and streamed live on the internet. The
recording will also be archived and made available on Council’s website.
The Lord Mayor further advised
that all care will be taken to maintain privacy, however as a visitor in the
public gallery, the public should be aware that their presence may be recorded.
4. GENERAL RECORDING
OF MEETING ANNOUNCEMENT
As per Council’s Code of
Meeting Practice, the recording of the Council Meeting by the public using any
device, audio or video, is only permitted with Council permission. Recording a
Council Meeting without permission may result in the individual being expelled
from the Meeting.
5. APOLOGIES AND
APPLICATIONS FOR LEAVE OF ABSENCE OR ATTENDANCE BY AUDIO-VISUAL LINK BY
COUNCILLORS
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RESOLVED (Councillor Humphries and Councillor Esber)
That Councillors
Davis, Garrard and Noack be granted approval to attend this meeting by audio
visual link.
Record
of Voting:
For
the Motion: Unanimous
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6. CONFIRMATION OF
MINUTES
Minutes of the Council Meeting held on 14 August 2023
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RESOLVED (Councillor Prociv
and DLM Councillor Maclean)
That the minutes be taken as read
and be accepted as a true record of the Meeting.
Record of Voting:
For the Motion: Unanimous
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7. DISCLOSURES OF
INTEREST
Councillor
Pierre Esber disclosed a Non-Pecuniary Less than Significant
Interest in Item 13.3 (Adoption of Parramatta
Harmonisation DCP 2023) for the reason that he is
the owner of a plumbing business in Parramatta. Councillor Esber will remain in
the meeting and will participate in the discussion and voting on this item.
7A. CONDOLENCE
7A
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Condolence - Vale John Devitt AM
(Report of the Lord
Mayor, Councillor Sameer Pandey)
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On behalf of the Chamber, I wish to express our condolences on
the death of former Olympic swimmer and Granville local, John Devitt AM, on
17 August 2023.
John Devitt won gold, silver and bronze at the 1956 Melbourne
and 1960 Rome Olympic Games, achieving 14 world records throughout his
swimming career. He served as an Australian Olympic Committee executive,
helping to secure Sydney as the host for the 2000 Olympic Games.
In a recent message to Council, his son Mark Devitt said:
“Whilst he lived on the Beaches for many years, he will always be a
Parramatta boy.” Mark wished Council “all the best, and [hoped]
to see the next generation of Olympians come from the new facility”,
our Parramatta Aquatic Centre.
On behalf of Council, I express our sincere condolences to John
Devitt’s family and friends at this sad time. Would Councillors please
stand for a minute’s silence.
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Note: A
Minute’s silence was observed by all in attendance.
8. Minutes
of the Lord Mayor
8.1
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75th Diamond Anniversary of Lions Clubs
(Report of the Lord
Mayor, Councillor Sameer Pandey)
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4465
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RESOLVED (Lord Mayor, Councillor
Pandey and Councillor Garrard)
(a)
That Council congratulate Lions Australia on their
75th diamond
anniversary year as well as Carlingford Dundas Lions Club on its 60th anniversary.
(b) That Council recognise that City of Parramatta
is home to more than 10 Lions and Leo Clubs, with an enduring legacy of
community service.
(c) That the Lord Mayor host a morning tea to
recognise this significant milestone and write to the Lions and Leo Clubs in
the City of Parramatta, inviting them to attend, congratulating them on 75
Years of Lions Australia and thanking them for their community service. City
of Parramatta Councillors will also be invited to attend the morning tea.
(d) That Council make a $1,500 donation to the
Carlingford Dundas Lions Club to be funded from the Lord Mayor’s
budget.
Record of Voting:
For the Motion: Unanimous
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8.2
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Preparation of a Tourism Strategy for City of
Parramatta
(Report of the Lord
Mayor, Councillor Sameer Pandey)
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4466
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RESOLVED
(Lord Mayor, Councillor Pandey and Councillor Wang)
(a)
That Council authorise the Chief Executive
Officer to prepare a scope that includes an estimated cost and timeframe for
the preparation of a Tourism Strategy for the City of Parramatta that
promotes our city as a destination of choice for visitors, and for the scope
to be reported back to Council at its meeting on 25 September 2023.
(b)
That this work be coordinated with the
implementation of the City of Parramatta’s Economic Development
Strategy 2023-2032.
(c)
That the Lord Mayor write to the NSW Minister
for Jobs and Tourism, The Hon. John Graham MLC, The Member for Parramatta,
Donna Davis MP and relevant stakeholders to advocate for funding for a
‘Vivid Parramatta’ program.
Record of Voting:
For the Motion: Unanimous
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8.3
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Congratulations to City of Parramatta’s
Artists’ Studios for the 2023 Local Government Week Award
(Report of the Lord
Mayor, Councillor Sameer Pandey)
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4467
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RESOLVED: (Lord Mayor, Councillor Pandey and Councillor Darley)
(a)
That Council note the City
of Parramatta has been recognised at the 2023 Local Government Week Awards
for Parramatta Artists’ Studios First Nations Engagement Framework;
(b)
That Council congratulate
staff who have been recognised for excellence in communication, arts and
cultural inclusion and planning across the state.
Record
of Voting:
For the Motion: Unanimous
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9. Public
Forum
Nil
10. Petitions
There were no petitions tabled at this
meeting.
11. Rescission
Motions
Nil
procedural motion
deferral of
business
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RESOLVED (Councillor
Garrard and Councillor Valjak)
That the following items be
deferred for consideration at the ordinary meeting of Council on 9 October
2023:
·
Item 12.3 - Status Report - Council's Social
Media accounts
·
Item 13.7 - Audit of Sporting Facilities and
Amenities (Female Friendly)
·
Confidential Item 16.2 - Exemption to Tender -
Facebook Advertising
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.
Record of Voting:
For the
Motion: Unanimous
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12.3
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Status Report
- Council's Social Media accounts
(Report of Digital
& Creative Manager)
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4468
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RESOLVED (Councillor
Garrard and Councillor Valjak)
This matter was deferred to Council Meeting 9 October
2023
Record
of Voting:
For the Motion: Unanimous
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13.7
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Audit of
Sporting Facilities and Amenities (Female Friendly)
(Report of Group
Manager Parks & Open Space)
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4469
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RESOLVED (Councillor
Garrard and Councillor Valjak)
This matter was
deferred to Council Meeting 9 October 2023
Record of Voting:
For the
Motion: Unanimous
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16.2
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Exemption to
Tender - Facebook Advertising
(Report of Digital
& Creative Manager)
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4470
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RESOLVED (Councillor
Garrard and Councillor Valjak)
This matter was
deferred to Council Meeting 9 October 2023
Record of Voting:
For the
Motion: Unanimous
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12. Reports
to Council - For Notation
12.1
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Update on Quarter Four Progress Report - Delivery Program and
Operational Plan 2022/23
(Report of Project
Officer)
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4471
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RESOLVED (Councillor Darley and DLM
Councillor Maclean)
That
Council receive and note the report.
Record
of Voting:
For
the Motion: Unanimous
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Question Taken
on Notice (Clr Bradley): Item 12.1 Update on Quarter Four
Progress Report - Delivery Program and Operational Plan 2022/23
·
The Number of street trees planted were approx.
1,500, which is much lower than the anticipated target of 4,000 . Further
clarification is requested as to explain the short fall from target.
12.2
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Investment
Report for July 2023
(Report of Tax and Treasury
Accountant)
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4472
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RESOLVED (DLM
Councillor Maclean and Councillor Wearne)
That Council
receive and note the Investment Report for July 2023.
Record
of Voting:
For
the Motion: Unanimous
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PROCEDURAL MOTION
dealing
with items by exception
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RESOLVED (Councillot
Garrard and Councillor Esber)
That, in accordance with Section 13
of Council’s Code of Meeting Practice, Council resolve to adopt the
following items in accordance with the recommendations as printed, without debate:
·
Item 13.4 - Public
Exhibition of Draft Petitions Policy 2023
·
Item 13.5 - Post
Exhibition: Adoption of Procurement Policy 2023
·
Confidential Item 16.1 - Tender ITT 10/2023 - Supply and installation of new multi-level
carparking technology and maintenance agreement
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.
·
Confidential Item 16.4 - LATE REPORT: Leasing ICT Equipment
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.
·
Confidential Item 16.5 - Proposed Property Acquisition, Parramatta CBD Location
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.
Record of Voting:
For the Motion: Unanimous
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13.4
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Public
Exhibition of Draft Petitions Policy 2023
(Report of Policy
Officer)
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4473
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RESOLVED (Councillor Garrard and
Councillor Esber)
(a) That the draft Petitions 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
Petitions Policy 2023 for public exhibition to give effect to Council’s
resolution.
(c)
That staff prepare a
report to Council following the exhibition period to present a final
Petitions Policy 2023 for adoption.
Record
of Voting:
For the Motion: Unanimous
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13.5
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Post
Exhibition: Adoption of Procurement Policy 2023
(Report of Policy
Officer)
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4474
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RESOLVED (Councillor
Garrard and Councillor Esber)
(a) That Council notes that no submissions were
received following public exhibition of the draft Procurement Policy 2023.
(b)
That Council adopts the
Procurement Policy 2023 as attached to this report.
Record of Voting:
For the Motion: Unanimous
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16.1
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Tender ITT 10/2023 - Supply and installation of new multi-level
carparking technology and maintenance agreement
(Report of Place Manager - Coordinator)
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4475
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RESOLVED (Councillor
Garrard and Councillor Esber)
(a) That Council approve the appointment of TMA Australia as the
principal contractor/proponent for the ‘Supply and installation of new multi-level
carparking technology and maintenance agreement’ for the contract sum
of $1,729,736 (excl. GST) for the supply and installation of the equipment,
and up to $573,986.83 (excl. GST) for a maximum 10-year maintenance agreement
(a total maximum contracted sum of up to $2,303,722.83 (excl. GST)).
(b) That all unsuccessful tenderers be advised of Council’s
decision in this matter.
(c) That Council delegate authority to the Chief Executive Officer to
finalise and execute all necessary documents.
Record of Voting:
For the Motion: Unanimous
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16.4
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LATE REPORT:
Leasing ICT Equipment
(Report of Chief Technology Officer)
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4476
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RESOLVED (Councillor Garrard and Councillor Esber)
Note: This item has been
deferred to the next Council Meeting.
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16.5
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Proposed
Property Acquisition, Parramatta CBD Location
(Report of Development Manager Property Development)
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4477
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RESOLVED (Councillor
Garrard and Councillor Esber)
(a)
That Council approve the submission of an
Expression of Interest for 13 Wentworth Street, Parramatta as detailed in
this report.
(b)
That the CEO is delegated to execute all
necessary documents for the submission of the Expression of Interest.
(c)
That Council approve $50,000 to be allocated
from the Property Reserve for
valuation, technical and legal due diligence.
(d)
That the CEO is delegated
to negotiate commercial terms and all necessary documents for the acquisition
of 13 Wentworth Street, Parramatta up to the amount nominated in this report.
(e)
That the CEO is delegated
to execute all relevant contracts and documents to complete the acquisition
of 13 Wentworth Street, Parramatta.
(f)
That if acquired, the
property will be classified as operational land.
Record of Voting:
For the Motion: Unanimous
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13. Reports
to Council - For Council Decision
13.1
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DEFERRED ITEM FROM OCM 14 AUGUST 2023 - Proposed Increase in
Community Representatives for the Parramatta Light Rail Stage 2 Advisory Committee
(Report of Group
Manager Infrastructure Planning & Design)
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4478
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RESOLVED (Councillor
Noack and Councillor Siviero)
(a) That Council increase the number of community
representatives from ten (10) to eleven (11) on the Parramatta Light Rail
Stage 2 Advisory Committee.
(b)
That Council amend the
Terms of Reference of the Parramatta Light Rail Stage 2 Advisory Committee to
reflect the increase in community representatives
from ten (10) to eleven (11).
(c)
That on this occasion the CEO be delegated to
appoint an 11th community representative to the Advisory Committee, following
an EOI process, per the Terms of Reference.
Record of Voting:
For the Motion: Unanimous
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13.2
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Minutes of the Parramatta Traffic Committee meeting held on 19
July 2023
(Report of Traffic
and Transport Manager)
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4479
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RESOLVED (Councillor
Noack and Councillor Darley)
(a) That Council note the minutes of the
Parramatta Traffic Committee held on 19 July 2023, provided at Attachment 1.
(b) 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.
(c)
That the minutes of the Traffic Engineering Advisory Group also be
presented to all future Council meetings.
Record of Voting:
For the Motion: Unanimous
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13.3
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Adoption of
Parramatta Harmonisation DCP 2023
(Report of Team
Leader Strategic Land Use Planning)
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Note:
Councillor Esber disclosed a Non-Pecuniary Less Than Significant
interest in this item. A copy of the Declaration of Interest Form is ON FILE.
MOTION (DLM
Councillor Maclean and Councillor Prociv)
(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.
(c) That Council:
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)
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.
AMENDMENT
(Councillor Valjak and Councillor Garrard)
(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 subject to the removal of Section 5.4.3
All Electric Buildings of the draft Harmonisation DCP and the subsequent
required section renumbering and administrative changes.
(c)
That Council:
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)
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.
(e)
That Council commence a further review of the
DCP provisions relating to electric buildings for development outside the CBD
and report the findings to Council. The review should consider whether
requiring all-electric (gas-free) developments outside the Parramatta CBD is
appropriate. The review should consider the role this policy change could
play in achieving targets in Council’s current Environmental
Sustainability Strategy 2017 (and Draft Environmental Sustainability Strategy
2023), and NSW Government’s Net Zero Plan.
Record of
Voting:
For the
Amendment: Lord Mayor, Councillor Pandey and Councillors Garrard, Green,
Humphries, Noack, Siviero, Valjak, Wang and Wearne.
Against the
Amendment: DLM, Councillor Maclean and Councillors Bradley, Darley,
Davis, Esber and Prociv.
On being Put to
the meeting, voting on the Amendment was 9 votes FOR and 6 votes AGAINST. The
Amendment was CARRIED and therefore became the Motion.
MOTION
(Councillor Valjak and Councillor Garrard)
(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 subject to the removal of Section 5.4.3
All Electric Buildings of the draft Harmonisation DCP and the subsequent
required section renumbering and administrative changes.
(c)
That Council:
iii.
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
iv.
advise the Department of Planning and
Environment of the decision at (c) i) and where required obtain its approval
for the amendments.
(d)
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.
(e)
That Council commence a further review of the
DCP provisions relating to electric buildings for development outside the CBD
and report the findings to Council. The review should consider whether
requiring all-electric (gas-free) developments outside the Parramatta CBD is
appropriate. The review should consider the role this policy change could
play in achieving targets in Council’s current Environmental
Sustainability Strategy 2017 (and Draft Environmental Sustainability Strategy
2023), and NSW Government’s Net Zero Plan.
AMENDMENT
(Councillor Esber and DLM Councillor Maclean)
That this
matter be deferred to a Councillor Workshop on a date to be determined by the
Chief Executive Officer.
Record of
Voting:
For the Amendment:
DLM Councillor Mclean, Esber, Darley and Prociv.
Against the
Amendment: Lord Mayor, Councillor Pandey and Councillors Bradley,
Davis, Garrard , Green , Humphries, Noack, Siviero, Valjak, Wang and
Wearne.
On being Put to
the meeting, voting on the Amendment was four (4) votes FOR and eleven (11) votes
AGAINST. The Amendment was LOST.
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4480
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RESOLVED (Councillor Valjak and Councillor
Garrard)
(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 subject to the removal of Section 5.4.3
All Electric Buildings of the draft Harmonisation DCP and the subsequent
required section renumbering and administrative changes.
(c)
That Council:
v.
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
vi.
advise the Department of Planning and
Environment of the decision at (c) i) and where required obtain its approval
for the amendments.
(d)
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.
(e)
That Council commence a further review of the
DCP provisions relating to electric buildings for development outside the CBD
and report the findings to Council. The review should consider whether
requiring all-electric (gas-free) developments outside the Parramatta CBD is
appropriate. The review should consider the role this policy change could
play in achieving targets in Council’s current Environmental
Sustainability Strategy 2017 (and Draft Environmental Sustainability Strategy
2023), and NSW Government’s Net Zero Plan.
Record of
Voting:
For the
Motion: Lord Mayor, Councillor Pandey and Councillors Garrard, Green,
Humphries, Noack, Siviero, Valjak, Wang and Wearne.
Against the
Motion: DLM Maclean and Councillors Darley, Esber, Prociv, Bradley, Davis
On being Put to
the meeting, voting on the Motion was nine (9) votes FOR and six (6) votes
AGAINST. The Motion was CARRIED.
|
Question Taken on Notice (Clr
Humphries): Item 13.3 Adoption of Parramatta Harmonisation DCP
2023
In
reference to the Quote from NSW Premier, The Hon. Chris Minns MP, regarding the
Victorian Government decision on gas emission
·
QON: Why there is such a disparity between
NSW and VIC gas usage and supply pipeline?
PROCEDURAL
MOTION
ADJOURNMENT OF MEETING
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RESOLVED (Lord
Mayor, Councillor Pandey and Councillor Maclean)
That with
the time being 9.15pm, Council adjourn the meeting for 10 minutes, until
9.25pm.
Record
of Voting:
For
the Motion: Unanimous
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Note: The
Council meeting adjourned at 9.15pm.
RECONVENed MEETING
Note: Council
reconvened at 9.30pm.
Note: At
the time of reconvening, the following Councillors were present:
Lord Mayor, Councillor Pandey, Deputy Lord Mayor, Councillor Maclean and
Councillors Bradley, Darley, Garrard (online), Green, Prociv, Siviero, Valjak,
Wearne, Noack (online), Davis (online) and Wang.
PROCEDURAL MOTION
CLOSED CONFIDENTIAL SESSION
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RESOLVED (Councillor
Davis and Councillor Siviero)
That at this time of the meeting,
being 9.37pm, 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 16.3 Tender
ITT 25/2022 – City of Parramatta Council Future Workplace Base Build
and Fitout.
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.
Record of Voting:
For the Motion: Unanimous
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Note: The
Council moved to Closed Confidential Session at 9.38pm.
Note: Councillor
Humphries returned to the meeting at 9.40pm via audio visual link.
16. CLOSED
SESSION
16.3
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Tender ITT 25/2022
– City of Parramatta Council Future Workplace Base Build and Fitout
(Report of Group Manager – Project
Delivery)
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4481
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REcommendation (Councillor
Garrard and Councillor Wearne)
(a)
That Council award the contract for the City
of Parramatta Council Future Workplace Base Build and Fitout to FDC Fitout
and Constructions (NSW) Pty Ltd, for the contract sum of $28,632,109 (excl.
GST).
(b)
That all unsuccessful tenderers be advised of
Council’s decision in this matter.
(c)
That the proposed upgrade to Councillor
accommodation on Level 4 at PHIVE, including the enhanced facilities in the
three existing meeting rooms and the moveable concierge desk and councillor
support facilities as shown in Concept Plan AR5-6201 dated 24 August 2023 be
funded from the balance of the project budget for the 9 Wentworth Street
Future Workplace Build and Fitout, noting that the cost of the works is
estimated at $200,000.
(d)
That the CEO commence all necessary action to
expand Council’s occupation onto the Ground Floor of 9 Wentworth Street
to include enhanced Lord Mayor and Councillor facilities, additional
councillor support/staff workstations and to provide a suitable civic and
customer service presentation for visitors to the administration building.
(e)
That the CEO be authorised to commence immediate
negotiations in regard to the cessation of the ground floor tenant lease and
the preparation of concept designs to facilitate the occupation of the ground
floor of the building, as described above. The costs associated with these
actions shall be funded from the balance of the project budget for the 9
Wentworth Street Future Workplace Build and Fitout.
(f)
That Council delegate authority to the Chief
Executive Officer to finalise and execute all necessary Legal, contractual,
and statutory documentation in connection with the completion of the Future
Workplace Base Build and Fitout Project to the currently approved budget, as
noted in this report.
Record of Voting:
For the
Motion: Unanimous
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Note: Councillor
Garrard left the meeting at 10.09pm and did not return to the meeting.
Note: Councillor
returned to Open Session at 10.10pm.
Note: Councillor
Wearne left the meeting at 10.12pm and did not return to the meeting.
13.6
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Increase in Trees/Plants Available to Residents and Businesses in
the Annual Tree/Plant Giveaway
(Report of Group
Manager Parks & Open Space)
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4482
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RESOLVED (Councillor
Bradley and Councillor Humphries)
(a)
That Council continues to provide up to four free plants to interested residents under
the free tree/plant giveaway to a maximum limit of 4,000 plants per annum.
(b)
That Council include local businesses in the
2024 free tree/plant giveaway.
(c)
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.
(d)
That the CEO investigate a potential increase
to the budget as part of the 2024/25 budget process to increase the number and
range of plants to be given away and to also investigate hosting a
‘tree giveaway’ event in each ward.
Record of Voting:
For the
Motion: Unanimous
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13.8
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Local Government Boundary Adjustment between City of Parramatta
Council and The Hills Shire Council (Winston Hills)
(Report of Senior
Project Officer Place Services)
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4483
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RESOLVED (Councillor
Prociv and Councillor Valjak)
(a) That Council endorses the proposed boundary
adjustment between the City of Parramatta Council and The Hills Shire
Council.
(b)
That the Chief Executive
Officer write to the General Manager of The Hills
Shire Council advising the outcome of Council’s decision.
(c) That Council submits the proposed boundary
adjustment request under Section 218E of the Local
Government Act 1993 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.
Record of Voting:
For the
Motion: Unanimous
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13.10
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LATE REPORT: Review of the City of Parramatta Council Ward
Boundaries
(Report of Chief Governance & Risk Officer)
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4484
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RESOLVED (Councillor
Prociv and Councillor Green)
That
Council:
(a)
Agrees that the Rosehill
Ward, Parramatta Ward and North Rocks Ward are the only wards affected by the
redistribution of ward boundaries.
(b)
Adopts the proposed ward
boundaries in Attachments 1 and 2 for public exhibition.
(c)
Places the proposed ward
boundaries on public exhibition for a period of 28 days allowing for receipt
of submissions for up to 42 days after the day on which the public exhibition
commences.
(d)
Receives a report on the
results of the public consultation, including any submissions received.
(e)
Submits to the NSW
Electoral Commission for approval, the final redistributed ward boundaries
and names of the Wards for the City of Parramatta.
Record
of Voting:
For the Motion: Unanimous
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14. Notices of Motion
14.1
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Renaming
Sydney Olympic Park Wharf to Wentworth Point Wharf
(Councillor Paul Noack)
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4485
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RESOLVED (Councillor
Noack and Councillor Siviero)
(a)
That Council note that the boundary adjustment
for the buildings of Sanctuary and Jewel in Wentworth Point was gazetted on
14 July 2023 and the Geographic Names Board will update the NSW Address
database accordingly.
(b)
That Council support the changing of the name
Sydney Olympic Park Wharf to Wentworth Point Wharf.
(c)
That the Lord Mayor write to the Minister for
Transport, The Hon. Jo Haylen MP and the State Member for Parramatta, Donna
Davis MP, calling on them to implement this name change without delay.
(d)
That the Lord Mayor write to the Minister for
Transport, The Hon. Jo Haylen MP to arrange a meeting to discuss this matter.
Record of Voting:
For the
Motion: Unanimous
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Note: Councillor Green
left the meeting at 10.44pm and did not return to the meeting.
14.2
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Preparation of an Integrated Transport Strategy for City of
Parramatta
(Councillor Georgina Valjak)
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4486
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RESOLVED (Councillor
Valjak and Councillor Wang)
(a)
That the Chief Executive
Officer prepare a scope that includes an estimated cost and timeline for the
preparation of an Integrated Transport Strategy for the Parramatta local
government area to inform the 2024/2025 DPOP and budget processes and report
back to Council by April 2024.
(b)
That this work be
coordinated with the preparation of Council's Advocacy Strategy in 2023/24.
(c)
That Council continues to
advocate for its transport priorities including commitment to and delivery of
Sydney Metro West and Parramatta Light Rail Stage 2 and advocacy for rail
connections from Parramatta to Norwest, Epping and Kogarah via Bankstown
(River Rail) and west to the Western Sydney Airport.
Record
of Voting:
For the Motion: Unanimous
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14.3
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Free Parking
for Persons Attending Council Meetings
(Councillor Kellie Darley)
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4487
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RESOLVED (Councillor
Darley and Councillor Prociv)
(a)
That Council provide free parking at
Parramatta Square Carpark for members of the public when attending a Council meeting,
accessible 1 hour prior to the start of the Council meeting.
(b)
That the CEO determine the best way for this
to be executed, given the ticketless parking system, and make available
details of the process on Council’s website and within the carpark.
(c)
That for the period 1 September 2023 to 31
March 2024, the CEO maintain monthly records of the number of persons seeking
free parking for attendance at Council meetings, and the resultant loss of
income arising from the introduction of the free parking arrangements, for
consideration by Council during the 2024/25 Budget (fees and charges)
preparation process.
Record of Voting:
For the
Motion: Unanimous
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15. Questions with Notice
15.1
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Question with
Notice - Spring Garden Competition
(Report of Councillor Kellie Darley)
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QUESTION
WITH NOTICE
Executive Director City Assets and Operations response
(in blue):
1. Will the Spring Garden Competition be held in 2023?
The City of Parramatta’s Spring
Garden Competition was held annually coordinated by Council’s Open
Space staff. The competition was placed on hold in 2022, to review its
performance and effectiveness. The competition invited the local community
and organisations to enter their gardens competing across eight different
categories for a cash prize. Prize-winners in the individual category were
awarded $400 and organisational categories awarded $500.
2. What were the findings of a review of the competition, after
it was put on hold in 2022?
The review of the competition found that
over the last 5 years the competition attracted an average of 39 entrants per
year. The LGA has 106,000 households so the competition attracted 0.1% of
households. There was a very high rate of entrants participating in the same
category each year. The cost of running the competition was as follows:
· Prize pool $3500
· digital marketing budget $1500
· Professional photography budget $1000.
· Staff administration time $8,000
o TOTAL:
$14,000
In summary the competition was found to
be poorly subscribed and had a relatively low level of community engagement
for the cost involved in running it. It is not recommended to continue the
competition in 2023.
3. How else does Council support residents to increase
biodiversity and habitat across our LGA, plus improve the amenity of
streetscapes, through gardens in front and backyard and balconies?
Council runs other programs with much
higher participation rates that aim to increase biodiversity and habitat
across our LGA, plus improve the amenity of gardens and streetscapes. These
include;
· Free tree plant giveaway (an annual event
held September this year)
· Free indigenous plant giveaway for National
Tree Day participants (held in July annually)
· Free indigenous plant giveaway for World
Environment Day at the Parramatta Farmers Markets
· Webinar – Creating small bird habitat
in your backyard
· Two workshops per year on creating frog
backyard habitat
· Two workshops per year on caring for native
bees in your backyards called ‘Hive and Seek – Native Bee
Program’
· Four workshops per year on Grow Our Own Food
Program
· Encouragement of verge gardens via
Council’s website
· Promotion of the Habitat Steppingstones
Program to encourage residents to pledge and create wildlife habitat at their
property.
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15.2
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Question Taken on Notice at the 14 August 2023
Council
Meeting
(Report of Council
Secretariat & Registers Officer)
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Councillor Darley asked a question on Item 12.2: Minutes of
Audit Risk and Improvement Committee Meeting held on 23 February 2023
The Audit Risk
and Improvement Committee (ARIC) meeting was held in February, and Council
has only received the minutes in August, noting that the minutes are to be
confirmed by the ARIC before it comes to Council. Why is there a delay
in receiving the minutes of the February ARIC meeting?
Executive
Director Finance and Information Response:
The current
process for ARIC minutes is as follows:
1. The
draft unconfirmed minutes are supplied by Governance to the Coordinator
Internal Audit (Convenor of the meeting) for review and clarification of any
issues with staff soon after the meeting.
2. The
draft unconfirmed minutes are then reviewed by the Risk and Audit Manager and
then sent to the Chairperson for review.
3. The
reviewed, draft unconfirmed minutes are circulated to the remaining ARIC
members for review and comment.
4. Any
necessary edits from the above reviews are incorporated into the minutes,
which are now deemed to be ‘finalised’, but remain unconfirmed.
5. The
unconfirmed minutes are then included in the business papers for the next
quarterly ARIC meeting, for ratification. When the ARIC meeting ratifies the
minutes, they are now deemed to be confirmed minutes.
6. Following ratification, the confirmed minutes are
reported to an ordinary meeting of Council.
Noting the above, it can be
expected for Council to receive the confirmed ARIC minutes approximately 4 to
4.5 months after the relevant meeting.
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17. REPORTS
OF RESOLUTIONS PASSED IN CLOSED SESSION
Note: The recommendation
of the Closed Session in relation to Item 16.3 (Tender ITT
25/2022 – City of Parramatta Council Future Workplace Base Build and
Fitout) be received and noted as a resolution of Council without any
alteration or amendment thereto.
16.3
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Tender ITT
25/2022 – City of Parramatta Council Future Workplace Base Build and
Fitout
(Report of Group Manager – Project
Delivery)
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4488
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RESOLVED (Councillor
Garrard and Councillor Wearne)
(a)
That Council award the contract for the City
of Parramatta Council Future Workplace Base Build and Fitout to FDC Fitout
and Constructions (NSW) Pty Ltd, for the contract sum of $28,632,109 (excl.
GST).
(b)
That all unsuccessful tenderers be advised of
Council’s decision in this matter.
(c)
That the proposed upgrade to Councillor
accommodation on Level 4 at PHIVE, including the enhanced facilities in the
three existing meeting rooms and the moveable concierge desk and councillor
support facilities as shown in Concept Plan AR5-6201 dated 24 August 2023 be
funded from the balance of the project budget for the 9 Wentworth Street
Future Workplace Build and Fitout, noting that the cost of the works is
estimated at $200,000.
(d)
That the CEO commence all necessary action to
expand Council’s occupation onto the Ground Floor of 9 Wentworth Street
to include enhanced Lord Mayor and Councillor facilities, additional
councillor support/staff workstations and to provide a suitable civic and
customer service presentation for visitors to the administration building.
(e)
That the CEO be authorised to commence
immediate negotiations in regard to the cessation of the ground floor tenant
lease and the preparation of concept designs to facilitate the occupation of
the ground floor of the building, as described above. The costs associated
with these actions shall be funded from the balance of the project budget for
the 9 Wentworth Street Future Workplace Build and Fitout.
(f)
That Council delegate authority to the Chief
Executive Officer to finalise and execute all necessary Legal, contractual,
and statutory documentation in connection with the completion of the Future
Workplace Base Build and Fitout Project to the currently approved budget, as
noted in this report.
Record of Voting:
For the
Motion: Unanimous
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18. CONCLUSION
OF MEETING
The meeting
concluded at 10.55pm.
This
page and the preceding 22 pages are the Minutes of the Ordinary Council Meeting
held on Monday, 28 August 2023 and confirmed on Monday, 11 September
2023.
![](OC_28082023_MIN_854_files/image003.jpg)
Chairperson