Agenda of Council - Monday, 11 September 2023

City of Parramatta Council - Minutes of Council Meeting - Monday, 28 August 2023

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

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

6. CONFIRMATION OF MINUTES

Minutes of the Council Meeting held on 14 August 2023

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

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

Condolence - Vale John Devitt AM

(Report of the Lord Mayor, Councillor Sameer Pandey)

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.

Note: A Minute’s silence was observed by all in attendance.

8. Minutes of the Lord Mayor

8.1

75th Diamond Anniversary of Lions Clubs

(Report of the Lord Mayor, Councillor Sameer Pandey)

4465

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

8.2

Preparation of a Tourism Strategy for City of Parramatta

(Report of the Lord Mayor, Councillor Sameer Pandey)

4466

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

8.3	Congratulations to City of Parramatta’s Artists’ Studios for the 2023 Local Government Week Award (Report of the Lord Mayor, Councillor Sameer Pandey)

4467

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

9. Public Forum

Nil

10. Petitions

There were no petitions tabled at this meeting.

11. Rescission Motions

Nil

procedural motion deferral of business
	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
12.3		Status Report - Council's Social Media accounts (Report of Digital & Creative Manager)
4468		RESOLVED (Councillor Garrard and Councillor Valjak) This matter was deferred to Council Meeting 9 October 2023 Record of Voting: For the Motion: Unanimous

13.7

Audit of Sporting Facilities and Amenities (Female Friendly)

(Report of Group Manager Parks & Open Space)

4469

RESOLVED (Councillor Garrard and Councillor Valjak)

This matter was deferred to Council Meeting 9 October 2023

Record of Voting:

For the Motion: Unanimous

16.2

Exemption to Tender - Facebook Advertising

(Report of Digital & Creative Manager)

4470

RESOLVED (Councillor Garrard and Councillor Valjak)

This matter was deferred to Council Meeting 9 October 2023

Record of Voting:

For the Motion: Unanimous

12. Reports to Council - For Notation

12.1

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

(Report of Project Officer)

4471

RESOLVED (Councillor Darley and DLM Councillor Maclean)

That Council receive and note the report.

Record of Voting:

For the Motion: Unanimous

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

Investment Report for July 2023

(Report of Tax and Treasury Accountant)

4472

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

PROCEDURAL MOTION

dealing with items by exception

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

· Confidential Item 16.5 - Proposed Property Acquisition, Parramatta CBD Location

Record of Voting:

For the Motion: Unanimous

13.4

Public Exhibition of Draft Petitions Policy 2023

(Report of Policy Officer)

4473

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

13.5

Post Exhibition: Adoption of Procurement Policy 2023

(Report of Policy Officer)

4474

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

16.1

Tender ITT 10/2023 - Supply and installation of new multi-level carparking technology and maintenance agreement

(Report of Place Manager - Coordinator)

4475

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.

Record of Voting:

For the Motion: Unanimous

16.4

LATE REPORT: Leasing ICT Equipment

(Report of Chief Technology Officer)

4476

RESOLVED (Councillor Garrard and Councillor Esber)

Note: This item has been deferred to the next Council Meeting.

16.5

Proposed Property Acquisition, Parramatta CBD Location

(Report of Development Manager Property Development)

4477

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

13. Reports to Council - For Council Decision

13.1

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)

4478

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

13.2

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

(Report of Traffic and Transport Manager)

4479

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.

Record of Voting:

For the Motion: Unanimous

13.3

Adoption of Parramatta Harmonisation DCP 2023

(Report of Team Leader Strategic Land Use Planning)

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.

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.

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.

(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.

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.

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.

4480

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.

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.

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

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

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

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.

Record of Voting:

For the Motion: Unanimous

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

Tender ITT 25/2022 – City of Parramatta Council Future Workplace Base Build and Fitout

(Report of Group Manager – Project Delivery)

4481

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

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	Increase in Trees/Plants Available to Residents and Businesses in the Annual Tree/Plant Giveaway (Report of Group Manager Parks & Open Space)

4482

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

13.8

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

(Report of Senior Project Officer Place Services)

4483

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

13.10

LATE REPORT: Review of the City of Parramatta Council Ward Boundaries

(Report of Chief Governance & Risk Officer)

4484

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

14. Notices of Motion

14.1

Renaming Sydney Olympic Park Wharf to Wentworth Point Wharf

(Councillor Paul Noack)

4485

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

Note: Councillor Green left the meeting at 10.44pm and did not return to the meeting.

14.2

Preparation of an Integrated Transport Strategy for City of Parramatta

(Councillor Georgina Valjak)

4486

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

14.3

Free Parking for Persons Attending Council Meetings

(Councillor Kellie Darley)

4487

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

15. Questions with Notice

15.1

Question with Notice - Spring Garden Competition

(Report of Councillor Kellie Darley)

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.

15.2

Question Taken on Notice at the 14 August 2023 Council
Meeting

(Report of Council Secretariat & Registers Officer)

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.

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

Tender ITT 25/2022 – City of Parramatta Council Future Workplace Base Build and Fitout

(Report of Group Manager – Project Delivery)

4488

RESOLVED (Councillor Garrard and Councillor Wearne)

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

Record of Voting:

For the Motion: Unanimous

18. CONCLUSION OF MEETING

The meeting concluded at 10.55pm.

This page and the preceding 20 pages are the Minutes of the Ordinary Council Meeting held on Monday, 28 August 2023 and confirmed on Monday, 11 September 2023.

Chairperson

Reports to Council - For Notation

11 September 2023

12.1 Minutes of Audit Risk and Improvement Committee Meeting held on 25 May 2023............................................................................................................................ 30

12.2 Illegal Dumping Information & Update Report............................................. 39

Council 11 September 2023 Item 12.2

REPORTS TO COUNCIL - FOR NOTATION

ITEM NUMBER 12.2

SUBJECT Illegal Dumping Information & Update Report

REFERENCE F2022/03176 - D09062207

REPORT OF Group Manager Regulatory Services

CSP THEME: Green

workshop/briefing date: Nil

PURPOSE:

Provide an update on the status of illegal dumping in the LGA, and activities that are being used and/or developed to improve enforcement strategies, educational strategies and programs to achieve a reduction of incidents in the LGA.

RECOMMENDATION

(a) That Council note this report and statistical data relative to illegal dumping in the City of Parramatta LGA.

(b) That Council note the work completed over the last fourteen months by the Illegal Dumping Working Group and the associated strategies identified to be implemented to effect changes in behaviour through improved education programs improved services and enforcement.

(c) That Council acknowledge the work completed by the Waste Management Team, Cleaning Services Team, and Rangers in addressing and improving the Illegal Dumping Procedures and Service.

(d) Further, that Council notes that a review is currently being undertaken on the Regulatory Enforcement Policy to deter and reduce non-compliant activity across all areas of regulatory enforcement, including illegal dumping.

BACKGROUND

1. Illegal dumping is an unrelenting issue for many Councils and one which requires a considered multi-faceted approach across a broad range of areas within Council. It is abundantly evident that there is no one size fits all, bespoke solution to solve this persistent and widely recognised local government issue.

2. Given the intricate nature of the issue, particularly in an area such as the Parramatta LGA which is characterised by diverse cultures, transient populations, multi-unit developments, and potential language barriers, our collective endeavour takes on heightened significance.

ISSUES/OPTIONS/CONSEQUENCES

3. To effectively combat the multifaceted challenge of Illegal Dumping, Council has led with two overarching actions:

4. i) An external consultant, MRA Consulting Group, was engaged by Council (by the team previously known as ‘Sustainability & Waste’) in March 2022 to undertake a review of Illegal Dumping at Council-identified ‘hot-spots’ across the Parramatta LGA (as well as the contamination of kerbside recycling bins in multi-unit dwellings).

5. ii) The establishment of a cross-functional Illegal Dumping Working Group in April 2022, to investigate ways in which Council can assist in the reduction of Illegal Dumping across the Parramatta LGA, as well as to review and champion recommendations that come out of the consultant’s report for further investigation and action.

6. Council’s Illegal Dumping Working Group have been working on a number of initiatives in several areas. Key actions from this group are outlined below:

a. Develop a business case for a dedicated Multi Unit Dwellings and Single Unit Dwelling Officers.

b. Reduce lead time for booking a Clean Up.

c. Increase distribution of education resources.

d. Improve online booking system.

e. Introduce stickers for booked Clean Ups.

f. Use infrastructure and surveillance as a deterrent.

g. Introduce an enforcement education program.

h. Assess a hybrid booked/scheduled collection.

i. Centralise internal reporting software.

j. Improve data management and collection.

7. The appointment of a dedicated Illegal Dumping Project Officer has enabled Council to concentrate exclusively on counteracting Illegal Dumping activities through recommendations that came out of the independent review, focussing on targeted initiatives to prevent and reduce the incidence of Illegal Dumping across the LGA. The Project Officer, in collaboration with the Illegal Dumping Working Group, leverages insights gleaned from Service Requests, frontline personnel, and various sources, to effectively target educational initiatives. Given the potential for language barriers, these initiatives are crafted to be accessible and understandable to diverse populations.

8. Additionally, joint department blitzes are conducted in notorious dumping hotspots, capitalizing on data-driven insights to magnify our impact. The challenge becomes even more intricate in areas with transient populations moving in and out, where timely coordination is essential to address the ever-changing landscape of waste disposal behaviours. This includes improving the communications and process between Council and the Department of Communities Justice Housing.

9. Furthermore, the Project Officer is working towards building relationships with local real estate agents and strata management companies across the LGA, recognising the transient nature of certain communities. The objective is to create an all-encompassing "welcome pack" for new residents, which becomes crucial in areas with a high turnover of residents This package will incorporate informative materials on waste management practices, including guidelines for proper utilisation of hard waste collection services. Moreover, our engagement with strata management entities in multiunit developments guarantees that tenants are well-versed in and adherent to the correct waste disposal protocols, even amid changes in the population.

10. Through precision-targeting of our information dissemination efforts and the coordinated actions orchestrated by the working group, we are optimising the council's resources for maximum efficacy, especially in areas with complex dynamics. Our integrated approach centres on education, collaboration, and proactive measures to effectively mitigate the fundamental drivers of illegal dumping, taking into consideration the intricate challenges posed by transient populations, multi-unit developments, and potential language barriers.

11. A mobile CCTV trial has recently been implemented by the Illegal Dumping Project Officer to assess the viability of one of these units in addressing the issue of Illegal Dumping in various hot spots throughout the LGA.

12. The primary objective of this trial is to gather data and evidence related to Illegal Dumping activities. By strategically placing the mobile camera in areas prone to such activities, we aim to deter potential offenders and capture actionable information that can be used for investigation and enforcement. The CCTV camera acts as both a visual deterrent and a source of evidence. Illegal dumping can be the most difficult behaviour for our Regulatory team to take action with, due to lack of evidence.

13. The Regulatory Services have commenced the review of the Regulatory Enforcement (RE) Policy and having already conducted a Councillor Workshop to discuss the current RE Policy, Current Non-Compliance levels across a number of areas, resulting in resources required to perform a significant number of reactive investigations, illegal dumping being just one or these areas.

14. Councillors agreed in principle at a Councillor workshop that the RE Policy does require a review and enhancing of affirmative options to deal with areas of Non-Compliance. It was also agreed that whilst improving the RE Policy, we need to improve education and the availability of information to assist our community ensure activities regulated by Council are undertaken in a compliant manner. The final draft policy will be completed by the end of the year.

15. The tables below provide consecutive financial year data in relation to reports received in relation to Illegally Dumped Rubbish. The data indicates the decrease in the number of instances for the 22/23 FY by 6%, an early indication that the Illegal Dumping Working Group initiatives are starting to have a positive impact.

Summary - Illegally Dumped Rubbish Service Requests (01 July 2021 - 30 Jun 2022)
Total Service Requests	3,268
Total Service Requests closed within SLA	3,210
Total Service Requests closed outside SLA	58

Summary – Illegally Dumped Rubbish Service Requests (01 July 2022 – 20 June 2023)
Total Service Requests	3,089
Total Service Requests closed within SLA	3,068
Total Service Requests closed outside SLA	21

CONSULTATION & TIMING

Stakeholder Consultation

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

Date	Stakeholder	Stakeholder Comment	Council Officer Response	Responsibility
May - July 2023	Illegal Dumping Working Group	Advice and information provided around the Illegal Dumping Working Group	N/A	City Assets Waste Management Group

Councillor Consultation

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

Date	Councillor	Councillor Comment	Council Officer Response	Responsibility
3 April 2023	Councillor Workshop. Lord Mayor and all Councillors (except Clr Garrard and Clr MacLean)	Councillors expressed concern that the updated policy should have more affirmative options to achieve an improved level of compliance across all areas of enforcement including community compliance.	To undertake further work on the draft revision of the Draft Regulatory Services Enforcement Policy	Paul Lyth

LEGAL IMPLICATIONS FOR COUNCIL

18. Nil

FINANCIAL IMPLICATIONS FOR COUNCIL

19. Nil

Paul Lyth

Group Manager Regulatory Services

James Smallson

Acting Executive Director City Assets & Operations

Gail Connolly

Chief Executive Officer

Attachments:

There are no attachments for this report.

REFERENCE MATERIAL

Council 11 September 2023 Item 13.2

REPORTS TO COUNCIL - FOR COUNCIL DECISION

ITEM NUMBER 13.2

SUBJECT 2023 Local Government NSW Annual Conference

REFERENCE F2022/03176 - D09103480

REPORT OF Executive Officer

CSP THEME: Fair

workshop/briefing date: Nil

PURPOSE:

The purpose of this report is to seek Council endorsement of proposed motions and to appoint up to 10 Councillors as voting delegates for the 2023 Local Government NSW (LGNSW) Annual Conference.

RECOMMENDATION

(a) That Council nominate up to ten (10) Councillors to be Council’s voting delegates for the 2023 Local Government NSW Annual Conference.

(b) That Council nominate up to ten (10) councillors to be Council’s voting delegates for the 2023 Local Government NSW Board elections, to be conducted at the Annual Conference.

(d) Further, that Council submit the following Motions to LGNSW for consideration at its Annual Conference, further detailed at Attachment 1:

1 Events and Festivals Funding Distribution

2 Australian Citizenship Ceremony Programs

3 NSW Planning Portal

4 Affordable Housing

5 Resilience Preparedness

6 Arts and Culture Resource

7 Increasing the Stormwater Management Service Charge

8 Gender Neutral Toilets and Change Rooms

9 Pensioner Concession on Council Rates and Charges

BACKGROUND

1. The Local Government NSW (LGNSW) Annual Conference will be held from Sunday 12 to Tuesday 14 November 2023 at Rosehill Gardens Racecourse, Rosehill within the City of Parramatta.

2. The Conference is the main policy-making event for NSW general purpose councils and associate members where local councillors share ideas, debate motions and help determine the local government sector’s policy directions for the coming year.

3. As 2023 is a LGNSW Board election year, voting for the LGNSW President and Director positions will also take place at the Conference.

ISSUES/OPTIONS/CONSEQUENCES

4. Member councils are invited to submit motions for possible debate at the Conference, with the LGNSW Board resolving that submitted motions will be included in the Business Paper for the conference where they:

a. Are consistent with the objects of LGNSW

b. Relate to or concern local government as a sector in NSW and/or across Australia

c. Seek to establish or change policy positions of LGNSW and/or improve governance of the Association (noting that the LGNSW Board is responsible for decisions around resourcing any campaigns or operational activities, and any necessary resource allocations will be subject to the LGNSW budgetary process)

d. Have a lawful purpose (a motion does not have a lawful purpose if its implementation would require or encourage non-compliance with prevailing laws)

e. Are clearly worded and unambiguous in nature, and

f. Do not express preference for one or several members over one or several other members.

5. Each motion submitted by Council to LGNSW for consideration at the Conference must include evidence of Council support for the motion. Such evidence may include an attachment note or extract from the minutes of the Council meeting, or a letter signed by both the Lord Mayor and Chief Executive Officer.

6. The following motions are proposed for Council’s consideration and submission to LGNSW, further detailed at Attachment 1:

a. Events and Festivals Funding Distribution

b. Australian Citizenship Ceremony Programs

c. NSW Planning Portal

d. Affordable Housing

e. Resilience Preparedness

f. Arts and Culture Resource

g. Increasing the Stormwater Management Service Charge

h. Gender Neutral Toilets and Change Rooms

i. Pensioner Concession on Council Rates and Charges

7. Member councils are asked to submit their motions by Friday 15 September 2023 to allow for preparation of the Business Paper before the Conference. Under the LGNSW Rules, the latest date motions can be accepted for inclusion in the business paper is Sunday 15 October 2023. Councils may still submit late motions via email up to 24 hours before the Conference.

8. Business Papers will be issued by LGNSW the week commencing 30 October 2023.

9. Separate from Conference registration, member councils must advise LGNSW of the name(s) of their nominated voting delegates (for motions and the board election) by 5pm (AEDT) on Friday 27 October 2023.

10. The formula for calculating Member Councils’ voting entitlements is prescribed at Rule 23 of the LGNSW (federal) rules. In accordance with these rules, City of Parramatta Council is entitled to ten (10) voting delegates for both Conference Business and the LGNSW Board Election.

11. All voting delegates for Conference Business must be registered to attend the Conference and be registered as a nominated voting delegate.

12. This report calls for Councillors to confirm Council’s voting delegates, whose names will then be provided by Executive Support to LGNSW.

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
24 July 2023	Local Government NSW	Notification of the opening of Registrations & Motions for the LGNSW Annual Conference	Circulated e-mail to Councillors calling for Motions and seeking Councillor attendance	Executive Support
25 July 2023	Council Leadership Team	E-mail to Leadership Team calling for motions including provision of motion template and submission guide	Compile motions for review and inclusion in Council Report as received	Executive Support
1 August 2023	Events and Festivals Manager	Provision of proposed motions from CEE team	Motions included in Council Report	Executive Support
3 August 2023	City Strategy Team	Notice of intention to submit motions for inclusion	Further advice provided regarding motion deadlines	Executive Support
7 August 2023	Senior Information Officer	Provision of proposed motion from Customer Service Centre team	Motion included in Council Report	Executive Support
14 August 2023	City Strategy Team	Provision of proposed motions from City Strategy team	Motions included in Council Report	Executive Support

Councillor Consultation

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

Date	Councillor	Councillor Comment	Council Officer Response	Responsibility
Ongoing (June to August)	All Councillors	LGNSW Annual Conference included in Professional Development opportunities listing on Councillor Portal and Councillor Weekly Newsletter	NA	Executive Support
25 July 2023	All Councillors	E-mail to all Councillors calling for motions including provision of motion template and LGNSW submission guide	Compile motions for review and inclusion in Council Report as received	Executive Support
1 August 2023	All Councillors	Attendance callout including provision of program and optional activities	Action responses and registrations as received	Executive Support
14 August 2023	Cr Darley & Cr Prociv	Seeking advice regarding motion deadlines	Further advice provided regarding motion deadlines	Executive Support
15 August 2023	City Assets & Operations team and Cr Darley	Consultation regarding a proposed motion, and provision of final draft motion for inclusion in report	Motion included in Council Report	Executive Support
22 August 2023	Cr Prociv	Provision of proposed motions	Motions included in Council Report	Executive Support

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. Costs associated with the registration and participation of Councillors are provided for within the adopted Council Support 2023/24 operating budget, in line with the provisions of the Councillor Expenses and Facilities Policy.

Bronwyn Pullen

Executive Officer

Justin Mulder

Chief of Staff

John Angilley

Executive Director Finance & Information

Gail Connolly

Chief Executive Officer

Attachments:

1 ⇩	Proposed Motion 1 - Events and Festivals Funding Distribution	1 Page
2 ⇩	Proposed Motion 2 - Australian Citizenship Ceremony Programs	1 Page
3 ⇩	Proposed Motion 3 - NSW Planning Portal	1 Page
4 ⇩	Proposed Motion 4 - Affordable Housing	1 Page
5 ⇩	Proposed Motion 5 - Resilience Preparedness	1 Page
6 ⇩	Proposed Motion 6 - Arts and Culture Resource	1 Page
7 ⇩	Proposed Motion 7 - Increasing the Stormwater Management Service Charge	2 Pages
8 ⇩	Proposed Motion 8 - Gender Neutral Toilets and Change Rooms	1 Page
9 ⇩	Proposed Motion 9 - Pensioner Concession on Council Rates and Charges	2 Pages

REFERENCE MATERIAL

Council 11 September 2023 Item 13.3

REPORTS TO COUNCIL - FOR COUNCIL DECISION

ITEM NUMBER 13.3

SUBJECT Public Exhbition of Draft First Nations Strategy 2024-2029

REFERENCE F2022/03176 - D09036861

REPORT OF Community Capacity Building Manager

PREVIOUS ITEMS 1.1 - Sorry Day and National Reconciliation Week - Council - 22 May 2023 6:30PM

CSP THEME: Fair and Welcoming

workshop/briefing date:

4 July 2022

22 February 2023

26 April 2023

4 September 2023

PURPOSE:

To obtain Council approval to place the draft First Nations Strategy 2024 - 2029 on public exhibition in order to seek feedback from the community and other key stakeholders.

RECOMMENDATION

(a) That Council approve public exhibition of the draft First Nations Strategy 2024 – 2029 (Attachment 1) for a four-week period.

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

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

BACKGROUND

1. Since the completion of the City of Parramatta Stretch Reconciliation Action Plan (2017-2020), Council has been engaging with key external and internal stakeholders on the development of Council’s First Nations Strategy.

2. Council achieved 80% implementation of actions and targets from the Stretch Reconciliation Action Plan. These outcomes were reported to Reconciliation Australia (RA) and showcased in the Council Annual Report of the same year.

3. Highlights included:

· Surpassing targets for cultural awareness training

· Increased spend in procurement for First Nations businesses

· Incorporation of First Nations into programming, particularly at Early Learning Centres, Riverside Theatres and Parramatta Artists’ Studios

· Influence in development of key strategic documents such as Community Strategy Plan, Culture and our City and Socially Sustainable Parramatta

· Development of cultural infrastructure including Keeping Place, First Nations Walk and National First Nations Science Centre; and

· Elevated acknowledgement of Dharug particularly in signage and public art and interpretation.

4. This report presents the draft First Nations Strategy for public exhibition, following a rigorous consultation and development process.

ISSUES/OPTIONS/CONSEQUENCES

5. The First Nations Strategy development process commenced in early 2022 with the key feature being a stakeholder engagement process with the main phase running from August to December 2022 and included the following activities:

a. Internal Scoping Sessions – initial discussions with staff from each Directorate to obtain feedback on the Stretch RAP and current First Nations activities - 11 sessions held with 49 staff across the organisation led by the CCB team.

b. First Nations Advisory Committee – provided overview of renewal process; regular updates on progress and conducted consultation sessions at their September 2022 meeting and out of session meetings in July 2023.

c. External Engagement Opportunities/Activities – 11 engagement opportunities were held, which included Face-to-Face/One-on-One conversations with a wide range of First Nations organisations and individuals; Community Workshops; Community Forums; and Online Information Sessions.

d. General Community Consultation – consultation opportunity with the broader community on the First Nations Strategy was provided through the Participate Parramatta platform throughout. The opportunity to provide feedback was presented to over 135,000 people with 58 formal contributions received.

e. Staff Workshops – nine workshops were held across Council Directorates with 46 staff participating.

f. Councillor Workshops - total of five separate Councillor Workshops held since the commencement of the process which has included:

i. Briefing on the Legacy of the Stretch RAP and First Nation Strategy development in April 2021 with previous Council

ii. Briefing on the Legacy of the Stretch RAP and First Nation Strategy development in July 2022 with the current Council

iii. Briefing on the results of Stage 1 of the community consultation process and next steps in the First Nations Strategy development process in February 2023

iv. Consultation on proposed new actions in April 2023

v. Consultation on Draft First Nations Strategy document on 4 September

6. Stakeholder engagement was framed against the following five Pillars for the First Nations Strategy:

a. Pillar 1: SOCIAL JUSTICE - Recognising and allowing First Nations people to have a voice that empowers and enables self-determination. A shared journey to continue working together with First Nations peoples and communities to live healthy and prosperous lives.

b. Pillar 2: CULTURAL LEADERSHIP - Relationships and engagement built on trust and integrity with First Nations Communities with meaningful and sustainable outcomes.

c. Pillar 3: SOCIAL COHESION - Understanding, valuing and recognising First Nations cultures, protocols, histories, knowledge and rights, through cultural learning across organisations.

d. Pillar 4: CELEBRATION - Learning, advocating, supporting and celebrating the oldest, continuous living cultures on earth.

e. Pillar 5: ACCOUNTABILITY - Shared ownership between Community and Council in the delivery of and reporting back on of actions flowing from the First Nations Strategy.

7. These pillars were initially developed through:

a. Council Officer knowledge

b. Lessons from Council’s Stretch Reconciliation Action Plan

c. Current emerging First Nations policy, legislation and community and other projects; and

d. Knowledge tested through small initial conversations with key stakeholders, including staff, the former ATSI Advisory Committee members, Western Sydney for Reconciliation, young people via the Annual Youth Forum (2021), and Dharug community members.

8. The results of the engagement process were presented to staff for their consideration through an action planning process that resulted in the development of a proposed set of new actions for the First Nations Strategy. The draft Strategy includes 27 new actions.

9. Many actions that commenced through the Stretch RAP relate to commitments made by Council over the long term. As such, many of these can now be described as business as usual or ongoing commitments as outlined in the First Nations Strategy document in compliment to any new actions. In doing so, a wholistic picture of what Council is doing to improve First Nations’ outcomes is provided. The draft First Nations Strategy includes 12 ongoing commitments.

10. The Community Capacity Building Team has worked closely with City Strategy to ensure there is reasonable alignment with the refresh process for Council’s top tier Strategies: Social, Economic, Cultural, Environmental and Innovation.

CONSULTATION & TIMING

Stakeholder Consultation

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

Date	Stakeholder	Stakeholder Comment	Council Officer Response	Responsibility
March to June 2022	Internal Scoping Sessions with Staff	See Attachment 2	Feedback considered and incorporated into Draft First Nations Strategy	Community Capacity Building Team
September 2022	Council’s First Nations Advisory Committee	See Attachment 2	Feedback considered and incorporated into Draft First Nations Strategy	Community Capacity Building Team
August and December 2022	External Engagement Activities: · Face-to-Face/One-on-One conversations · Community Workshops · Community Forums · Online Information Sessions	See Attachment 2	Feedback considered and incorporated into Draft First Nations Strategy	Research and Engagement Team, City Engagement & Experience
February 2023 to April 2023	Staff Workshops	Action Planning	New actions confirmed	Community Capacity Building Team

Councillor Consultation

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

Date	Councillor	Councillor Comment	Council Officer Response	Responsibility
4 July 2022	Clrs Bradley, Darley, Esber, Noack, Prociv, Siviero and Wang	The principles and pillars were noted, prior to the first round of community engagement.	Engagement to commence and future workshop on outcomes	Group Manager Social and Community Services
22 February 2023	Clrs Bradley, Darley, Esber, Green, Humphries, Maclean, Noack, Pandey, Prociv, Siviero, Valjack and Wang	Outcomes of engagement noted. Questions related to links with IWD; promotion of Dharug language; and working with neighbouring Councils.	Comments will inform the action planning process	Community Capacity Building Manager
26 April 2023	Lord Mayor, Deputy Lord Mayor & Clrs. Bradley, Darley, Green, Noack, Prociv, Valjak, Wang	Councillors noted the proposed new actions and received clarifications on several queries relating to the actions and key community issues. Councillors expressed their overall support for the proposed new actions and next steps.	Feedback considered and incorporated into draft First Nations Strategy	Group Manager Social and Community Services
4 September 2023	Not yet held at time of writing.	Briefing provided on draft document.	N/A	N/A

LEGAL IMPLICATIONS FOR COUNCIL

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

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. New actions and ongoing commitments are incorporated into existing approved budgets. Actions related to investigating particular topics will have their recommendations considered through the ordinary budgeting process.

15. 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	n/a	nil	nil	nil

Funding Source

Operating Result
External Costs
Internal Costs
Depreciation
Other
Total Operating Result	n/a	nil	nil	nil

Funding Source

CAPEX
CAPEX
External
Internal
Other
Total CAPEX

Rodrigo Gutierrez

Community Capacity Building Manager

David Moutou

Acting Executive Director Community Services

John Angilley

Executive Director Finance & Information

Jon Greig

Executive Director Community Services

Gail Connolly

Chief Executive Officer

Attachments:

1 ⇩	Attachment 1 - Draft First Nations Strategy	26 Pages
2 ⇩	Attachment 2 - First Nations Strategy - Stage 1 Community Consultation Results	2 Pages

REFERENCE MATERIAL

Council 11 September 2023 Item 14.4

NOTICE OF MOTION

ITEM NUMBER 14.4

SUBJECT Securing Walking and Cycling Paths in Westmead Precinct

REFERENCE F2022/03176 - D09113757

FROM Councillor Kellie Darley

MOTION

(a) That the Lord Mayor write to the Australian Walking Volunteers expressing Council’s support for their efforts with the State and Federal Governments to re-integrate the Governor Philip Walk into the Great West Walk and link it to other riverside active travel pathways along Toongabbie Creek and the Parramatta River.

(b) Further, that the Lord Mayor write to the Minister for Transport, Minister for Health, the State Member for Parramatta, the Deputy Secretary for Cities and Active Transport and Deputy Secretary Property and Development NSW requesting:

1. The Great West Walk is reinstated and integrated into a networks of walking paths that link Westmead and the Parramatta CBD on both sides of the river before the end of 2026.

2. That the network described in b)1. above and the regional cycling connection along the Toongabbie Creek foreshore are prioritised in the delivery of the broader Westmead precinct, including the Parramatta North Development Plan.

3. Transport for NSW, in collaboration with Council, secure public access to the foreshore for all active travel links described above for the benefit of hospital staff, patients and the wider community, with the details of funding, design and construction of pedestrian and cyclist paths to be resolved once access is secured.

4. Seek an urgent update and commitment to the Parramatta Park WestInvest funding.

BACKGROUND

1. In 2019 Council strongly supported the launch of the Australian Walking Volunteers’ Great West Walk from Parramatta to the Blue Mountains.

2. At the time, the Walk included the Governor Phillip Walk on the western bank of the Parramatta River from Wistaria Gardens to Redbank Road, however this was severed during the construction of Parramatta Light Rail and is not currently maintained by any government agency.

3. In 2022 the NSW Government led the strategic planning of Westmead with the Westmead Place Plan (Department of Planning and Environment - DPE) and Westmead Place Based Transport Strategy (Transport for New South Wales - TfNSW).

4. These strategies identified extending the Parramatta River foreshore paths into Westmead along Toongabbie Creek as part of a connected green grid through to Milson Park and the regional Finlaysons Creek Nature Trail and T-Way Cycleway. As shown in the image below

Diagram – Extract from Westmead Place Strategy – Proposed Active Travel Connections

5. Subsequently TfNSW released the Strategic Cycling Corridors for the Central City that identify connections between and around Parramatta and the Westmead Health District as a Top 5 priority.

6. Currently the Department of Planning are pursuing the Westmead Place Strategy and Parramatta North Development Plan which are vehicles for delivery of this network. A critical first step in realising this network is to ensure the corridors needed are secured and that development of the sites does not limit the ability to deliver the network.

7. In early 2023 the NSW Government announced $56M in WestInvest funding for Parramatta Park that would deliver high quality pedestrian and cyclist connections through the Park, along and across the River, however this funding has not been confirmed by the current government.

8. The NSW Government also announced Council would receive $26M in WestInvest funding for Western Precinct Connections - new and improved connections across the river and connecting to the Park along the River, WestInvest allocations to Councils have been subsequently confirmed by the current government.

STAFF RESPONSE

9. Council’s strategic planning (Local Strategic Planning Statement, Bike Plan and Parramatta Ways) identify these priority links along the Parramatta River and Toongabbie Creek. The key action requiring immediate attention is to protect the corridors along the river foreshore so this land is available for future development of these walking and cycling paths.

10. Council strongly supported the establishment of the Governor Philip Walk as part of the Great West Walk, and a natural bushland trail within the riparian corridor is complementary to an accessible path at the top of bank outside of the high value ecological area.

11. Milson Park path will shortly be open to the public, an upgrade of the TWay Cycleway will shortly commence construction and Council has secured WestInvest funding for the design and construction of the Finlaysons Creek Nature Trail. All these paths all lead to the southern foreshore of Toongabbie Creek at the edge of the Westmead Health District.

12. A connection through and into Westmead along the foreshore combined with the Parramatta Park paths will have a catalytic effect on the number of pedestrians and cyclists using the foreshore paths, providing safe and attractive access to Westmead and Parramatta whilst also increasing health and well-being outcomes of residents, employees, visitors and patients.

13. TfNSW is the agency best paced to lead secure access to the corridor as all the land on the southern foreshore between Mons Road and the CBD is owned by the NSW Government, and TfNSW also have a specialist Active Transport team leading the delivery of priority regional corridors. Once access is secured, Council can work with TfNSW on the next steps of funding, design and construction.

FINANCIAL AND RESOURCE IMPLICATIONS

14. The letters can be prepared within existing resources.

	FY 20/21	FY 21/22	FY 22/23	FY 23/24
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Kellie Darley

Councillor

Jennifer Concato

Executive Director City Planning and Design

Gail Connolly

Chief Executive Officer

Attachments:

There are no attachments for this report.

^{^[1]} Legge, S, Woinarski, JCZ, Dickman CR, Murphy, BP, Leigh-Ann, W & Calver MC 2020, ‘We need to worry about Bella and Charlie: the impacts of pet cats on Australian Wildlife’, Wildlife Research.

^{^[2]} Stobo-Wilson et al. 2011, ‘Counting the bodies: estimating the numbers and spatial variation of Australian reptiles, birds and mammals killed by two invasive mesopredators’, Diversity and Distributions.

^{^[3]} Local Government NSW Policy Platform, April 2022. Available at: f

^{^[4]} RSPCA NSW Keeping Cats Safe at Home project. Viewable at: https://www.rspcansw.org.au/keeping-cats-safe/

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

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

1 ⇩	For Public Exhibition - Draft Councillor Workshops Policy 2023	5 Pages
2 ⇩	For Information - Councillor Workshops Policy Review 2023 - Summary of Proposed Changes	2 Pages
3 ⇩	For Information - Councillor Workshops and Briefing Sessions Policy 2021 - Full Markup of Proposed Changes	8 Pages