Agenda of Council - Monday, 9 October 2023

UNCONFIRMED City of Parramatta Council - Minutes of Council Meeting - Monday, 25 September 2023

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Minutes

Extraordinary Council Meeting

Monday, 25 September 2023

6.00pm

Council Chamber

Level 4, PHIVE

Parramatta Square, Parramatta

COUNCIL MEMBERS

The Lord Mayor, Councillor Sameer Pandey and Councillors Phil Bradley, Kellie Darley, Pierre Esber, Michelle Garrard, Henry Green, Ange Humphries, Deputy Lord Mayor Cameron Maclean, Paul Noack, 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, Chief Financial Officer - Amit Sharma, Executive Director Property & Place -Bryan Hynes, Executive Director City Engagement and Experience - Angela Jones-Blayney, Executive Director City Planning and Design – Jennifer Concato, Executive Director Community Services - Jonathan Greig, Acting Executive Director City Assets & Operations - James Smallson, Director City Strategy – Nicole Carnegie, Chief Governance & Risk Officer - Roxanne Thornton, Chief Technology Officer - John Crawford, Level 1 Support – Wayne Ranson, Level 1 Support - Erik Ivarsson, Group Manager Regulatory Services – Paul Lyth, Chief of Staff - Justin Mulder, Group Manager, Zarena Walker – Facilities and Contracts Coordinator, Group Manager Community Hubs and PHIVE – Christopher Snelling, Councillor Secretariat and Policy Officer – Marina Cavar (Minutes).

1. OPENING MEETING

The Lord Mayor, Councillor Pandey, opened the meeting at 6.06pm.

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

There were no apologies.

6. DISCLOSURES OF INTEREST

There were no Disclosures of Interest made at this meeting.

7. MINUTES of the Lord Mayor

7.1

Lord Mayoral End of Term Report

(Report of the Lord Mayor, Councillor Sameer Pandey)

4510

RESOLVED The Lord Mayor, Councillor Pandey and Councillor Garrard

(a) That Council note I thank the Chamber, the community, Council staff, and my family for their support during my term as Lord Mayor; and

(b) That the Chamber note the significant achievements and milestones of Council during this period, some of which are outlined in this Minute.

Record of Voting:

For the Motion: Unanimous

Note: The Lord Mayor, Councillor Pandey vacated the Chair and the CEO assumed the Chair to conduct the Mayoral and Deputy Mayoral Elections.

8. Reports to Council - For Council Decision

8.1

Election of the Lord Mayor

(Report of the Chief Governance & Risk Officer)

4511

RESOLVED Councillor Esber and Councillor Davis

(a) The method of voting was determined as show of hands for the election of the Lord Mayor.

(b) appoints the Chief Executive Officer as Returning Officer to undertake the election of the Lord Mayor for the period 25 September 2023 to 13 September 2024 inclusive, by announcing the nominations and then conducting the election.

(c) approves correspondence be forwarded to the Office of Local Government and the Chief Executive of LGNSW advising of the result of the election of the Lord Mayor.

Record of Voting:

For the Motion: Unanimous

The Chief Executive Officer, as Returning Officer, undertook the election of the Lord Mayor.

The Chief Executive Officer, as Returning Officer, advised that she had received two (2) nominations for the position of Lord Mayor, as follows:

Councillor Esber

Nominated by Councillor Prociv seconded by Councillor MacLean. Councillor Esber accepted his nomination.

Councillor Garrard

Nominated by Councillor Wearne seconded by Councillor Green. Councillor Garrard accepted her nomination.

The Chief Executive Officer, as Returning Officer, called for any other nominations and there were none.

Voting on the election of the Lord Mayor was conducted by show of hands and the results were as follows:

Voting for Councillor Esber

There were nine (9) votes FOR Councillor Esber.

Voting for Councillor Garrard

There were six (6) votes FOR Councillor Garrard.

As a result of the vote, the Chief Executive Officer declared Councillor Pierre Esber as Lord Mayor until 13 September 2024.

8.2

Election of Deputy Lord Mayor

(Report of the Chief Governance & Risk Officer)

4512

RESOLVED Councillor Esber and Councillor Davis

(a) The method of voting was determined by show of hands for the election of the Lord Mayor.

(b) appoints the Chief Executive Officer as Returning Officer to undertake the election of the Deputy Lord Mayor for the period 25 September 2023 to 13 September 2024 inclusive, by announcing the nominations and then conducting the election.

(c) approves correspondence be forwarded to the Office of Local Government and the Chief Executive of LGNSW advising of the result of the election of the Deputy Lord Mayor.

Record of Voting:

For the Motion: Unanimous

The Chief Executive Officer, as Returning Officer, undertook the election of the Deputy Lord Mayor.

The Chief Executive Officer, as Returning Officer, advised that she had received two nominations for the position of Deputy Lord Mayor for;

Councillor Prociv.

Nominated by Councillor Esber seconded by Councillor Maclean.

Councillor Prociv accepted her nomination.

Councillor Valjak

Nominated by Councillor Garrard and seconded by Councillor Siviero. Councillor Valjak accepted her nomination.

The Chief Executive Officer, as Returning Officer, called for any other nominations and there were none.

Voting on the election of the Deputy Lord Mayor was conducted by show of hands as follows:

Voting for Councillor Prociv

There were nine (9) votes FOR Councillor Prociv.

Voting for Councillor Valjak

There were six (6) votes FOR Councillor Valjak.

As a result of the vote, the Chief Executive Officer declared Councillor Patricia Prociv as Deputy Lord Mayor until 13 September 2024.

9. CONCLUSION OF MEETING

The meeting concluded at 6.48 pm.

This page and the preceding four (4) pages are the Minutes of the Extraordinary Council Meeting held on Monday 25 September 2023 and confirmed on Monday 9 October 2023.

Chairperson

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Minutes

Ordinary Council Meeting

Monday, 25 September 2023

6.30pm

Council Chamber

Level 4, PHIVE

Parramatta Square, Parramatta

COUNCIL MEMBERS

The Lord Mayor, Councillor Pierre Esber and Councillors Phil Bradley, Kellie Darley, Michelle Garrard, Henry Green, Ange Humphries (online), Deputy Lord Mayor Cameron MacLean, Paul Noack, Sameer Pandey, 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 – Brian Hynes, Executive Director City Engagement and Experience - Angela Jones-Blayney, Executive Director City Planning and Design – Jennifer Concato, Executive Director Community Services - Jonathan Greig, Acting Executive Director City Assets & Operations - James Smallson, Director City Strategy – Nicole Carnegie , Chief Governance & Risk Officer - Roxanne Thornton, Chief Technology Officer - John Crawford, ICT Strategy and Partnering Manager – Ian Vong, Level 1 Support - Erik Ivarsson, Chief of Staff - Justin Mulder, Group Manager, Coordinator Facilities and Contracts – Zarena Walker, Group Manager, Community Hubs and PHIVE – Christopher Snelling, Councillor Secretariat and Policy Officer – Marina Cavar (Minutes).

1. OPENING MEETING

The Lord Mayor, Councillor Esber, opened the meeting at 7.11pm.

2. ACKNOWLEDGEMENT TO TRADITIONAL OWNERS OF LAND

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

Note: Councillor Garrard arrived to the meeting at 7.13pm.

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

RESOLVED: Councillor Noack and Councillor MacLean

That Councillor Humphries 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 11 September 2023

RESOLVED: Councillor Noack and Councillor Green

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

Record of Voting:

For the Motion: Unanimous

Question Taken on Notice (Clr Bradley) – Item 12.1 from the Minutes of 11 September 2023

· Is it possible to have a workshop about the update for the Review of Regulatory Enforcement Policy to reduce non-compliance?

7. DISCLOSURES OF INTEREST

There were no Declarations of Interest made at this meeting.

Note: Councillor Humphries joined the meeting online at 7.18pm.

8. Minutes of the Lord Mayor

8.1

Parramatta Aquatic Centre

(The of the Lord Mayor, Councillor Pierre Esber)

4513

RESOLVED: Lord Mayor, Councillor Esber and Councillor Darley

(a) That Council celebrates the momentous occasion of the opening of the Parramatta Aquatic Centre on 25 September 2023, a world-class community wellness hub in the heart of the City of Parramatta.

(b) That Council thank all those involved in the project from beginning to end and congratulate them on this amazing achievement.

Record of Voting:

For the Motion: Unanimous

8.2

2023 Lord Mayoral Cricket Match

(The of the Lord Mayor, Councillor Pierre Esber)

4514

RESOLVED: The Lord Mayor, Councillor Esber and Councillor Garrard

(a) That Council notes the friendly Mayoral Challenge Cricket Match was held on Sunday 17 September 2023, with City of Parramatta Council defeating Cumberland City Council by three overs;

(b) That Council congratulate all participating staff and Councillors from the City of Parramatta and Cumberland City Council for their sportsmanship and goodwill; and

(c) That Council note City of Parramatta will donate $2,000 to PCYC Parramatta, to be matched by City of Cumberland Council.

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

Note: Councillor Davis left the meeting at 7.42pm.

PROCEDURAL MOTION:

DEALING WITH ITEMS BY EXCEPTION

RESOLVED: Councillor Pandey and Councillor Noack

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:

· 12.2 - Investment Report for August 2023

· 13.4 - Public Exhibition of Dividing Fence Pensioner Rebate Policy

· 13.5 - Proposed Preparation of a Tourism Strategy

Record of Voting:

For the Motion: Unanimous

12.2

Investment Report for August 2023

(Report of Tax and Treasury Accountant)

4514

RESOLVED: Councillor Pandey and Councillor Noack

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

Record of Voting:

For the Motion: Unanimous

13.4

Public Exhibition of Dividing Fence Pensioner Rebate Policy

(Report of Policy Officer)

4515

RESOLVED: Councillor Pandey and Councillor Noack

(a) That the draft Dividing Fence Pensioner Rebate Policy (Policy 350) be placed on public exhibition for a period of 28 days.

(b) That Council authorises the Chief Executive Officer to make any necessary editorial changes to the draft Dividing Fence Pensioner Rebate Policy 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 Dividing Fence Pensioner Rebate Policy for adoption.

Record of Voting:

For the Motion: Unanimous

Note: Although it was resolved to adopt the recommendations for Item 13.5 (Proposed Preparation of a Tourism Strategy) as printed, without debate (as per the Procedural Motion above), it was later resolved to return this item to the standard order of business to allow debate.

12. Reports to Council - For Notation

12.1

Recognition of Country Signage in Parks and Reserves

(Report of Supervisor Open Space and Natural Resources)

4516

RESOLVED: Councillor Prociv and Councillor Darley

(a) That Council notes the existing Graphic Design and Branding Guidelines 2019 that includes and details the usage of acknowledgment of country for Council parks and reserve signage.

(b) That Council notes the existing signage renewal programs for parks, reserves, and bushland signage.

Record of Voting:

For the Motion: Unanimous

Question Taken on Notice (Clr Prociv) – Item 12.1 Recognition of Country Signage in Parks and Reserves

· That the CEO update the major entry points in the table in Attachment 2 of the report.

13. Reports to Council - For Council Decision

13.1

Adoption of Parramatta Town Hall Fees and Charges

(Report of Community Infrastructure and Business Systems Manager)

4517

RESOLVED: Councillor MacLean and Councillor Prociv

(a) That Council adopts the Parramatta Town Hall 2023/24 Fees and Charges, and Categories for Discount and Waiver, as detailed in Attachments 1 and 2.

(b) That Council note the submissions received via the public exhibition process, and as outlined in the Engagement Outcomes Report (Attachment 3).

i. To make editorial amendments to the Parramatta Town Hall 2023/24 Fees and Charges and Categories for the Discount and Waiver which do not significantly alter their scope, purpose or intent.

ii. To delegate to the relevant Council Officers the application of the categories for discount and fee waivers using the instrument of Delegation from Council to the CEO (Min 3991 11 April 2023).

Record of Voting:

For the Motion: Unanimous

Note: Councillor Davis returned to the meeting at 7.51pm.

13.2

Advocacy Strategy Scoping Report

(Report of Project Team Lead)

4518

RESOLVED: Councillor Siviero and Councillor Darley

That Council endorses the preparation of an Advocacy Strategy as detailed and recommended in this report.

Record of Voting:

For the Motion: Unanimous

13.3

Public Exhibition of Draft Enterprise Risk Management Policy

(Report of

4519

RESOLVED: Councillor Valjak and Councillor Darley)

That this item is to be deferred to the next Council meeting 9 October 2023.

Record of Voting

For the Motion: Unanimous

PROCEDURAL MOTION

ORDER OF BUSINESS

RESOLVED: Councillor Pandey and Councillor Noack

(a) That Council return Item 13.5 (Proposed Preparation of a Tourism Strategy) to the standard Order of Business to allow for debate on the matter.

(b) 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:

· QWN 15.1 Status of Rydalmere Park Upgrade

· QWN 15.2 Powerhouse Parramatta

· 15.3 LATE REPORT: Questions Taken on Notice at the 11 September 2023 Council Meeting

Record of Voting:

For the Motion: Unanimous

13.5

Proposed Preparation of a Tourism Strategy

(Report of Project Team Leader)

4520

RESOLVED: Councillor Pandey and Councillor Noack

That this matter be deferred to a Workshop.

Record of Voting

For the Motion: Unanimous

15. Questions with Notice

15.1

Status of Rydalmere Park Upgrade

(Report of Councillor Darley)

a. What is the current status of the stage 2 upgrade of Rydalmere Park, which commenced in November 2021?

The Rydalmere Park Masterplan was adopted by City of Parramatta Council in July 2019.

Stage 1 of works included the upgrade of the northern field to synthetic turf, widening it to 105m x 68m in line with Football NSW and FIFA recommendations for professional football, construction of a 17m x 68m synthetic warm up area, lighting design that supports NPL1 level of play, and spectator and boundary fence lines and spectator seating.

Stage 1 was completed in May 2020.

Stage 2 construction commenced in November 2021 and included:

· Upgrade of the southern two playing fields with new turf, drainage and irrigation

· Installation of a 520Kl stormwater reuse tank

· Upgraded sports field lighting

· Spectator seating

· 3-lane cricket practice nets

· New cricket pitch

· Spectator fence lines

· Relocation and upgrade of South Street car park

· Upgrade of northern carpark off Park Road

· Tree planting and tree retention

· Picnic tables, bubblers, and accessible paths around the entirety of the field

Whilst not a component of the adopted Rydalmere Park Masterplan, the internal Project Owner worked with Council's Sustainability team to seek funding and support to install a 520,000L stormwater harvesting system and re-use infrastructure at Rydalmere Park to work towards Council’s environmental sustainability goal of no net increase in potable water consumption by 2038 (based on 2015 levels). In addition, Water Sensitive Urban Design (WSUD) rain gardens in the South Street car park will filter run-off it before it makes its way into stormwater system.

Delivery of Stage 2 has experienced delay due to a combination of COVID-related supply-side issues (domestic labour and materials), and the wettest year since records were recorded (the most rainfall year to date in 1858) which made progressing work on the playing fields unfeasible for a considerable period of time. In addition, the existing site soils, which were originally planned for re-use, were of a poorer quality than originally anticipated. This required a combination of the removal of the poorer quality material, remediation of existing site soils, and importation of new clean topsoil materials.

Finally, due to these delays, the turf establishment period occurred during winter and into spring 2023, resulting in a lengthier period to allow for the establishment and long-term growth of newly installed turf given the high level of anticipated use.

Stage 2 will be opened to the community (fences removed) in late October 2023, weather permitting.

b. How many saplings were grown from the seeds harvested from the remnant trees on the southern side of Rydalmere Park that were removed?

When adopting the Rydalmere Park Masterplan and acknowledging the removal of trees to the south of the precinct, on 8 July 2019 Council resolved (inter alia):

(e) That all reasonable effort be made during detailed design of the masterplan to remove the minimum number of trees of the remnant Cumberland Plan Woodland on the southern side of Rydalmere Park.

(f) That Council harvest seed from the existing remnant trees on the southern side of Rydalmere Park to protect and preserve the genetic integrity of existing indigenous vegetation.

(g) Further, that Council propagate and grow saplings from this seed stock for replanting within Rydalmere Park at the Urban Forest/Indigenous Vegetation Offset area and at other relevant tree planting areas as identified in the masterplan.

Pursuant to Council’s resolution, Council’s nursery harvested seeds from the original trees in early 2020. These are now growing at Council’s Nursery (the taller species are now approx. 3m tall) and are targeted to be planted in the future ‘urban forest’ at the northern end of Rydalmere Park (along Victoria Road).

Previous location of plant at Rydalmere Park	Plant	Available @ Council Nursery
Previous location of plant at Rydalmere Park	Plant	No. of pot	Size of pot (mm)
Along South St	Eucalyptus sideroxylon	5	300
Along South St	Eucalyptus sideroxylon	10	300
Along South St	Eucalyptus fibrosa	6	300
Along South St	Eucalyptus botryoides	8	300
Along South St	Angophora bakerii	10	300
Old playground/carpark area of South St	Glochidion Ferdinandi	10	300
Old playground/carpark area of South St	Angophora floribunda	10	300

As part of the delivery of the detailed design of Stage 2 works, a Review of Environmental Factors (REF) was undertaken by an Independent Planning Consultant taking into account to the fullest extent possible all matters affecting or likely to affect the environment which includes biodiversity, trees, heritage, noise, air and water quality, traffic, waste, visual and public amenities by the proposed work as required under Part 5 of the EP&A Act. The REF has determined that the proposed works will not be likely to have a significant impact on:

· the environment

· threatened species, populations, ecological communities, or their habitats

· matters of national environmental significance

c. How many of these saplings have been planted within Rydalmere Park? If there are any remaining, where will they be planted?

The saplings were targeted to be planted in the ‘urban forest’ area at the northern end of Rydalmere Park (along Victoria Road) which is the currently unfunded ‘Stage 3’ of the Rydalmere Park Masterplan. Council officers have sought, and continue to seek, grant and other funding opportunities to deliver ‘Stage 3’ of the masterplan.

Given that a funding opportunity has not eventuated to date, Council officers will investigate locations to plant as many of the saplings as feasible in the northern ‘urban forest’ area, as well as other areas of Rydalmere Park during the Spring or Autumn planting seasons.

d. In total, how many trees were removed as part of the upgrade of Rydalmere Park and how many will be replaced?

There were 42 trees removed as part Stage 2 construction.

Removal of existing trees was acknowledged on page 32 of the Masterplan to enable the delivery of two full-size football fields in alignment with Council’s (then) Community Infrastructure Strategy.

There were 90 new trees delivered as part of the Stage 2 works, along with ground covers, grasses, climbers, ferns and shrubs.

e. What is the timeline for replacement of the playground and basketball court that was removed as part of the stage 2 upgrade?

The existing playground and basketball were removed to allow for the full-size football fields and three lane cricket nets, per Council’s adopted masterplan concept design. Elements of the original playground (including the timber poles and sandstone blocks) were salvaged and re-used at River Park playground in Ermington.

A new playground and potential multipurpose court will be delivered as part of ‘Stage 3’ of the Rydalmere Park Masterplan, and the community will be consulted when those projects progress to funding on concept designs for the playground. Council officers have sought, and continue to seek, grant and other funding opportunities to deliver ‘Stage 3’ of the masterplan.

15.2

Powerhouse Parramatta

(Report of Councillor Darley)

In respect to the Development Consent for Powerhouse Parramatta, have the below conditions of consent been complied with?

(a) A copy of the final recordings shall be provided to Council:

i. Willow Grove, 34 Phillip Street;

ii. Substation No.19, 42 Phillip Street; and

iii. St George’s Terrace, 44 Phillip Street.

(b) Consultation with Council about whether it requires the provision of new or replacement street tree planting at the Phillip Street and Wilde Avenue frontages of the site. If required, the species and spacing of trees to be determined in consultation with Council.

(c) Within 12 months of the completion of the archaeological excavation, a comprehensive Heritage Interpretation Plan (HIP) for the site is to be prepared in consultation with Council and relevant stakeholders.

15.3

LATE REPORT: Questions Taken on Notice at the 11 September 2023 Council Meeting

(Report of Chief Governance & Risk Officer)

Clr Darley asked a question on Matter of Urgency: Congratulations to GWS Giants:

· Is Council hosting a live site in the Parramatta LGA to broadcast the GWS Giants?

Executive Director City Engagement & Experience Response:

GWS booked a live site at Parramatta Square on Saturday 9 September. Due to an issue with power on the day, it was unable to proceed. A meeting was held with GWS on Monday 18 September where a commitment was provided by GWS to activate Parramatta Square for several days in the lead up to, and during, the preliminary final against Collingwood on Friday 22 September. If GWS progress to the Grand Final on Saturday 30 September, they have indicated that a live site will be booked in Parramatta Square. The roof of PHIVE will remain lit up in orange as GWS progresses through the season.

Clr Garrard asked a question on Matter of Urgency: Let’s Go Greek Festival

· What is the value of Council sponsorship/grants to support the ‘Let’s Go Greek Parramatta Festival’?

Executive Director City Engagement & Experience Response:

City of Parramatta provided in-kind support to the value of $27,000 for the 2023 Go Greek Festival, through approval to use 10 street banners during the festival (valued at $25,000) as well as event staff support for Police notifications and approvals. Other support included media support such as listing on AT Parramatta website (valued at $2,000).

In previous years, the Go Greek Festival has received Community Event Grants and have been permitted to use Council's branding on marketing materials.

o 2020/21 – no grant funding/event was cancelled due to COVID.

o 2019/20 - Community Event Grants $10,000

o 2018/19 Community Event Grants - $5,000

o 2017 Community Event Grants - $7,000

Clr Esber asked a question on Item 8.2: Central River City – Activation of Parramatta River.

· In relation to spoil being banked up on the river edge related to the construction of the Powerhouse, can staff please confirm what measures are currently in place to avoid the spoil from entering the Parramatta River?

Executive Director City Assets & Operations Response:

Council’s Building Compliance Team has undertaken an inspection of the Parramatta Powerhouse site. At the time of the inspection the appropriate sediment control measures were in place, maintained and in good condition. The sediment control measures include a membrane over the soil stockpile, two layers of silt fencing along the river’s edge with an aggregate infill located between the silt fences. Tall grass has also been left as a buffer at the river’s edge. Council officers will regularly review the site and if any issues are identified, will notify the EPA who is the appropriate regulatory authority for these construction works. Please find below a site photo that depicts the sediment control.

A river next to a body of water

Description automatically generated

Clr Green asked a question on Item 8.4: Review of the Parramatta CBD Pedestrian Strategy

· Could staff provide an update on the status of the CBD footpath audit?

Executive Director City Assets & Operations Response:

Condition assessments of footpaths within the LGA have recently been completed including the footpaths within the Parramatta CBD. A report is being prepared for submission to Council before end December 2023.

Clr Bradley asked a question on Item 12.1: Minutes of Audit Risk and Improvement Meeting held on 25 May 2023

· Could staff provide details on the significant risks raised in the report?

Executive Director Finance & Information Response:

There were a number of risks identified in the reports provided to the Audit Risk and Improvement Committee which were noted as being significant. Details from the reports are considered confidential as they may prejudice Council in any future proceedings. A summary of the significant risks raised in the ARIC Minutes have been placed on the Councillor Portal for the information of Councillors.

Clr Valjak asked a question on Item 14.1: Proactive Management of Abandoned Shopping Trolleys in City of Parramatta

· Can Council consider a condition of consent addressing abandoned trolleys/introduction of appropriate technology with any new development?

Executive Director City Assets & Operations Response:

A verbal response was provided to Council at the 11 September 2023 Council meeting.

Clr Darley asked a question on Item 14.2: Further Investigation of Newington Rollback Kerb Parking Proposal

· Does Council have an existing relationship with complexes/strata?

Executive Director City Planning & Design Response:

Council has no formal relationship with the private strata complexes or strata committees located within Newington. Newington strata areas have established community based Precinct Committees and Council has worked with the Precinct Committees to distribute consultation information to residents of Newington through the Committee’s communication channels.

Clr Garrard asked a question on Item 14.5: Upgrade of Lake Parramatta Amenities and Facilities.

· Could staff provide a response to her Notice of Motion (NOM) from June 2023 on the same matter?

Executive Director City Assets & Operations Response:

A verbal response was provided at the 11 September 2023 Council meeting in regard to the first part of the NOM relating to the update of the Masterplan, timeframes and costs, and the minor capital works approved for the site. Further, a report will be prepared on the remaining outstanding matters within the NOM (resolution) and submitted to Council before December 2023.

Clr Darley asked a question on Item 14.6: Reducing Impacts of Cats on Native Wildlife

· Could staff provide an update on Council’s involvement in the ‘Keeping Cats Safe at Home’ project.

Executive Director City Assets & Operations Response:

Council officers are currently preparing a response and will provide an update on Council’s involvement in the next 14-21 days.

14. Notices of Motion

14.1

2023 Australian Human Resources Awards

(Report of Councillor Darley)

4521

RESOLVED: Councillor Darley and Councillor MacLean

(a) That Council note City of Parramatta’s People, Culture, and Workplace team won the Best Workplace Diversity and Inclusion Program Award at the 2023 Australian Human Resources Awards.

(b) That Council also note that Council’s former Executive Director People, Culture, and Workplace, Bernadette Cavanagh, was awarded the Australian Business Lawyers and Advisors HR Director of the Year Award for her contribution at City of Parramatta.

(d) That Council congratulates the People, Culture, and Workplace Team on this national recognition of their commitment to excellence and innovation in our diversity and inclusion programs and initiatives.

Record of Voting:

For the Motion: Unanimous

14.2

Honouring Willow Grove

(Report of Councillor Darley)

4522

RESOLVED: Councillor Darley and Councillor Valjak

That this matter be deferred to a Councillor Workshop.

Record of Voting:

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

Against the Motion: Councillor Green.

On being PUT to the meeting voting on this item was fourteen (14) votes FOR and one (1) vote AGAINST. The MOTION was CARRIED.

14.3

Proposal for the Installation of Suburb Identification Signage at the Entrance to Wentworth Point

(Report of Councillor Noack)

4523

RESOLVED: Councillor Noack and Councillor Siviero

(a) That Council officers prepare a proposal to construct and install signage “Welcome to Wentworth Point” at the entrance to the suburb.

(b) That Council officers report back to Council with a proposed design, location and costing at a future Council meeting.

Record of Voting:

For the Motion: Unanimous

15. Questions with Notice

Note: All questions with notice were moved by exception earlier in the meeting as detailed in the Minutes.

PROCEDURAL MOTION

Move to closed session

RESOLVED: (Councillor Wearne and Councillor Garrard)

That at this time of the meeting, being 8.34pm, the Lord Mayor, Councillor Esber 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:

Item 16.1: Tender ITT 17/2023 Provision of Cleaning Services for Council Assets.

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

Note: The Council moved to Closed Confidential Session at 8.35pm.

16. CLOSED SESSION

16.1

Tender ITT 17/2023 Provision of Cleaning Services for Council Assets

(Report of Facilities and Contracts Coordinator)

RECOMMENDATION: Councillor Garrard and Councillor MacLean

(a) That Council approve the appointment Essential Facilities Services Australia Pty Ltd as the principal contractor for ITT 17/2023 Provision of Cleaning Services for Council Assets in accordance with the schedule of rates and the estimated yearly contract sum (programmable works) of $1,136,696.51 (excl. GST), for an initial contract term of three (3) years with the option of 2 x one-year extensions at an estimated maximum contract sum of $8.1 million.

(b) That Council note that the total cost may vary as detailed in the report.

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

Record of Voting:

For the Motion: Unanimous

Question Taken on Notice (Clr Davis) – Item 16.1 Tender ITT 17/2023 Provision of Cleaning Services for Council Assets

· Can an audit be provided of the current cleaning contractor in particular the current contractor for 126 Church St and the treatment of the waste.

PROCEDURAL MOTION

RETURN TO OPEN COUNCIL MEETING

RESOLVED: (Councillor MacLean and Councillor Noack)

That Council return to Open Session.

Record of Voting:

For the Motion: Unanimous

Note: Council returned to Open Session at 9.06pm.

17. REPORTS OF RESOLUTIONS PASSED IN CLOSED SESSION

Note: The recommendation of the Closed Session in relation to Item 16.1 (Provision of Cleaning Services for Council Assets) was received and noted as a resolution of Council without any alteration and amendment thereto.

16.1

Tender ITT 17/2023 Provision of Cleaning Services for Council Assets

(Report of Facilities and Contracts Coordinator)

4524

RESOLVED Councillor Garrard and Councillor MacLean

(b) That Council note that the total cost may vary as detailed in the report.

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

Record of Voting:

For the Motion: Unanimous

Note: The resolution for Item 16.1 (Provision of Cleaning Services for Council Assets) was displayed on screen at the meeting and read aloud by the Chief Executive Officer.

18. CONCLUSION OF MEETING

The meeting concluded at 9.08pm.

This page and the preceding 17 pages are the Minutes of the Ordinary Council Meeting held on Monday 25 September 2023 and confirmed on Monday 9 October 2023.

Chairperson

Council 9 October 2023 Item 12.3

REPORTS TO COUNCIL - FOR NOTATION

ITEM NUMBER 12.3

SUBJECT Referral of Inspection Reports by Fire and Rescue NSW

REFERENCE F2022/03176 - D09116400

REPORT OF Team Leader Building Compliance

CSP THEME: Green

workshop/briefing date: NIL

PURPOSE:

To provide details on the fire safety reports received by Council from Fire and Rescue NSW (FRNSW) in accordance with Schedule 5 Part 8, Clause 17 (2) of the Environmental Planning and Assessment Act 1979 (EP&A Act 1979)

RECOMMENDATION

(a) That Council notes the inspection reports from Fire and Rescue NSW (FRNSW), pursuant to Schedule 5, Part 8 of the Environmental Planning and Assessment Act 1979 (EP&A Act) as listed in this report.

(b) That Council note FRNSW will be advised in due course of the ongoing actions taken by Council officers to address concerns identified by FRNSW.

(c) That Council note the exercise of powers pursuant to Schedule 5, Part 8 (17) of the EP&A Act, to give fire safety orders addressing fire safety measures to the buildings located at:

1 6 East Street, Granville

2 29 Hunter Street, Parramatta

3 49-53 Wentworthville Avenue, Wentworthville

4 10 Murray Street, Northmead

5 88-98 Marsden Street, Parramatta

as outlined in this report and provide notice of this determination to the Commissioner of FRNSW.

(d) That Council notes the continuing investigations into matters that are currently ongoing, and will as required, exercise its powers to give fire safety orders addressing the fire safety matters raised by FRNSW.

BACKGROUND

1. FRNSW is empowered under the Environmental Planning and Assessment Act 1979 (EP&A Act) to undertake fire safety inspections of a building. If of the opinion that adequate provision for fire safety has not been made, FRNSW may make recommendations for additional works to be carried out, in a report to council. Such reports must be tabled at the next meeting of council.

2. Council is in receipt of five inspection reports issued by FRNSW, pursuant to the EP&A Act, regarding the fire safety of buildings located at:

a. 6 East Street, Granville

b. 29 Hunter Street, Parramatta

c. 49-53 Wentworth Avenue, Wentworthville

d. 10 Murray Street, Northmead

e. 88-98 Marsden Street, Parramatta

3. The building located at 6 East Street, Parramatta is identified as a 19-storey mixed use building containing commercial tenancies along the ground floor and residential units on the upper levels above four (4) levels of basement carparking.

4. The building located at 29 Hunter Street, Parramatta is identified as a 24-storey mixed use building containing commercial and retail tenancies along the ground floor and residential units on the upper levels above four (4) levels of basement carparking.

5. The building located at 49-53 Wentworth Avenue, Wentworthville is identified as a 3-storey residential building.

6. The building located at 10 Murray Street, Northmead is identified as a 3-storey residential building.

7. The building located at 88-98 Marsden Street, Parramatta is identified as a 3-storey residential building.

ISSUES/OPTIONS/CONSEQUENCES

8. FRNSW is of the opinion that there are inadequate provisions for fire safety within the buildings identified. (See the attached annexures relevant to each premises).

9. Council has started an investigation under Service Request No. 538871 for the matter relating to the building located at 6 East Street, Granville.

10. Council has started an investigation under Service Request No. 593241 for the matter relating to the building located at 29 Hunter Street, Parramatta.

11. Council has started an investigation under Service Request No. 604796 for the matter relating to the building located at 49-53 Wentworth Avenue, Wentworthville.

12. Council has started an investigation under Service Request No. 605715 for the matter relating to the building located at 10 Murray Street, Northmead.

13. Council has started an investigation under Service Request No. 546405 for the matter relating to the building located at 88-98 Marsden Street, Parramatta.

CONSULTATION & TIMING

Stakeholder Consultation

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

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

Councillor Consultation

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

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

LEGAL IMPLICATIONS FOR COUNCIL

16. FRNSW is empowered under the Environmental Planning and Assessment Act 1979 (EP&A Act) to undertake fire safety inspections of a building.

17. Council may instigate legal action regarding enforcing compliance with orders served relating to fire safety where appropriate.

FINANCIAL IMPLICATIONS FOR COUNCIL

18. Financial implications may occur dependent on any legal action/s that may need to be instigated if Notice and Orders are not complied with. Regulatory Services has an allocated Legal Budget if required.

19. 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	N/A	N/A	N/A

Funding Source

Operating Result
External Costs
Internal Costs
Depreciation
Other
Total Operating Result

Funding Source

CAPEX
CAPEX
External
Internal
Other
Total CAPEX	N/A	N/A	N/A	N/A

Bernadette Robertson

Team Leader Building Compliance

Paul Lyth

Group Manager Regulatory Services

James Smallson

Acting Executive Director City Assets & Operations

John Angilley

Executive Director Finance & Information

Gail Connolly

Chief Executive Officer

Attachments:

1 ⇩	Letter Out - Inspection Report 6 East Street, Granville	10 Pages
2 ⇩	Letter Out - Inspection Report 49-53 Wentworth Avenue, Wentworthville	9 Pages
3 ⇩	Letter Out - Inspection Report 29 Hunter Street, Parramatta	20 Pages
4 ⇩	Letter Out - Inpsection Report 10 Murray Street Northmead	4 Pages
5 ⇩	Letter Out - Inspection Report 88-98 Marsden Street, Parramatta	8 Pages

REFERENCE MATERIAL

Council 9 October 2023 Item 13.2

REPORTS TO COUNCIL - FOR COUNCIL DECISION

ITEM NUMBER 13.2

SUBJECT Deferred from OCM 28 August 2023 - Audit of Sporting Facilities and Amenities (Female Friendly)

REFERENCE F2022/03176 - D09111629

REPORT OF Group Manager Parks & Open Space

CSP THEME: Accessible and Fair

workshop/briefing date: Nil

PURPOSE:

To respond to Council resolution (4186) of 27 February 2023, Sporting Facilities Amenity Audit – Female Friendly.

RECOMMENDATION

(a) That Council receive and note the high-level audit of amenities blocks identifying female friendly facilities, (refer Attachment 1).

(b) That Council continues to deliver the key actions and recommendations relating to female friendly sporting facilities as identified in the Sportsground Strategy and Action Plan (SSAP).

(c) That Council notes that the Open Space Recreation Plan is inclusive of female friendly facilities and that a separate policy relating to equal access to sporting amenities is not recommended.

(d) That Council develop a Sportsground Allocations Policy as identified in the SSAP (E.1.1) within 6 months, inclusive of a Sportsground Pavilion Plan.

(e) That Council authorise the Chief Executive Officer (CEO) to prepare standard Sportsground Pavilion drawings and specifications that enables forward planning of Council’s Pavilion Improvement Program and provides a consistent standard to assist sporting clubs to operate and evolve.

(f) That Council authorise the CEO to seek out and apply for eligible Federal and State government grant funding programs for the construction of sporting amenity facilities that are consistent with Council’s adopted capital works programs and strategies including the Pavilion Capital Improvement Program, and the Sportsground Strategy and Action Plan.

BACKGROUND

1. Council has 33 sportsground pavilions across the LGA, of which 2 are regional level facilities, 3 are district level, and 28 are local level facilities.

2. Council’s Pavilion Improvement Program has traditionally allowed for a pavilion rebuild approximately every 2 years, with design undertaken in year 1 with an approved budget of $250,000.00 and construction in the subsequent years with an approved budget of $2,250,000.00.

3. Over the last 10 years, Council has invested over $11 million across 5 pavilions (listed below) to improve the standard and functionality through its Pavilion Improvement Program (and an additional $4m in grant funding across 2 pavilions).

a. Peggy Womersley Reserve

b. Rydalmere Park

c. Dundas Park

d. Boronia Park

e. West Epping Park

f. FS Garside (PRUAPP funded)

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

5. Key recommendations in the SSAP which supports female and underrepresented groups participation includes Action E1 (pg. 73), the development of:

a. E.1.1, A sportsground allocations policy.

b. E.1.3, Sportsground construction specifications in accordance with Australian Standards, National/State sporting organsiations facility guidelines and Councils service levels.

c. E.1.4, Prioritised sportsground pavilion replacement program.

ISSUES/OPTIONS/CONSEQUENCES

Audit and Report (resolution items a, b, c)

6. Council has conducted a high-level audit of the 33 sportsground pavilions (sporting park amenity blocks). Twenty-two (22) would not meet the criteria to accommodate female and male players at the same time as well as match officials. The audit results found:

a. All of Council pavilions have toilets with cubicles.

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

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

d. Four sportsground pavilions have no change rooms.

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

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

g. A summary of the site results are provided in the table below.

No changerooms	Roselea Park, Northmead Reserve, Barton Park, Homelands Reserve
No referees room	Roselea Park, Jones Park- East, Robin Thomas Reserve, Upjohn Park, Jones Park- West, George Kendall Reserve, Northmead Reserve, Murray Farm Reserve, Harold West Reserve, John Curtin Reserve, Barton Park, Homelands Reserve, Max Ruddock Reserve, Speers Road Reserve, PH Jeffrey Reserve
No kiosk	Upjohn Park, Jones Park – West, PH Jeffrey Reserve
No storage	Upjohn Park, Upjohn Park - West

7. There are 22 sites that will require extensive upgrade works to meet the minimum requirements. In addition, any upgrades would require compliance with the Building Code of Australia in particular the disability access requirements. Our initial assessment conclude that it is more cost effective to demolish existing facilities and replace them with new compliant facilities.

8. A high-level cost and time estimate based on current sportsground pavilion capital projects is at least $78 million will be required over 36 years to replace 19 of the 22 sites. The replacement prioritisation schedule, including female friendly criteria assessment and estimated costings is provided within Attachment 1.

9. Two sites are listed for external funding these are, Max Ruddock Reserve (West Invest), and Robin Thomas Reserve (Transport for NSW).

10. Doyle Ground has received funding following a Council resolution to align with West Invest funding for field improvements.

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

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

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

b. Council funding from general revenue.

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

Policy Development (item d)

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

14. Key recommendations in the SSAP which supports female and underrepresented groups participation includes Action E1 (pg. 73), that looks at the development of:

a. A sportsground allocations policy,

b. Sportsground construction specifications in accordance with Australian Standards, National/State sporting organsiations facility guidelines and Councils service levels.

15. The development of standard sportsground construction specifications (pavilions) will provide a consistent, systematic, and equitable approach to the development and funding of new facilities to meet the requirements of a range of sporting functions, as detailed in the SSAP (pg. 46).

16. Council is currently developing a Sportsground Pavilion Plan, the purpose of this plan is to provide fit for purpose sportsground pavilions (pavilions) to facilitate community participation and functional spaces for sport and community organisations to operate and evolve. The document will be used to inform Council’s annual budgets, guide long-term financial planning, and can be used as a key tool during the planning phase of a project. The document will provide relevant guidance, particularly around prioritisation and spatial requirements that can inform project briefs, concept, funding applications and / or master plans.

CONSULTATION & TIMING

Councillor Consultation

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

Date

Councillor

Councillor Comment

Council Officer Response

Responsibility

13 September 2023

Councillor Garrard

Requested the attached list of sites to include column for female friendly facility. That consideration be given to standardised building design.

That the pavilion replacement plan be finalized.

All feedback from consultation has been included in the report and recommendations.

Parks & Open Space / City Assets & Operations / Terry Johnson & James Smallson

LEGAL IMPLICATIONS FOR COUNCIL

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

FINANCIAL IMPLICATIONS FOR COUNCIL

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

Terry Johnson

Group Manager Parks & Open Space

James Smallson

Acting Executive Director City Assets & Operations

John Angilley

Executive Director Finance & Information

Gail Connolly

Chief Executive Officer

Attachments:

1 ⇩

FFA Report Pavillion Replacement with Est costs

1 Page

REFERENCE MATERIAL

Council 9 October 2023 Item 13.3

REPORTS TO COUNCIL - FOR COUNCIL DECISION

ITEM NUMBER 13.3

SUBJECT Automated External Defibrillator Units within the City of Parramatta

REFERENCE F2022/03176 - D09124890

REPORT OF Acting Executive Director People Culture & Workplace

CSP THEME: Fair

workshop/briefing date: Nil

PURPOSE:

This report responds to a resolution of Council from its Ordinary Meeting of 26 June 2023 (resolution no.4371) which requested the CEO to prepare a report investigating the costs associated with the provision, installation and maintenance of Automated External Defibrillators (AED) units at Council’s community centres, with a priority on the facilities mostly used for senior programs.

RECOMMENDATION

That Council approves the purchase of six (6) Automated External Defibrillators (‘AED’) units and have them installed in the six (6) Council community centres that currently do not have an AED onsite, as identified in this report.

BACKGROUND

1. At the 26 June 2023 Council Meeting, the following was resolved (in part):

“That the Chief Executive Officer prepare a report investigating the costs associated with expanding the provision, installation and maintenance of defibrillators/AED units at Council’s community centers, with a priority on those facilities most used for seniors (over 55s) programs.”

2. Council has previously worked with Michael Hughes Foundation (now merged with Heart of the Nation) to expand the current AED network across Council’s community buildings. This has been in the form of both donated units from Michael Hughes and Council purchased units.

3. In 2016, 21 AED units were supplied from collaborative fundraising through the Lord Mayor’s Gala Dinner. In 2022, a further seven units were purchased and installed across various staff locations including Church Street, City Assets and Operations and Community Services from StateCover WHS Incentive Funding. More recently in June 2023, one additional unit was purchased and installed at John Curtin Reserve Community Centre.

ISSUES/OPTIONS/CONSEQUENCES

4. A review of Council’s 19 community centres has identified that 13 sites currently have an AED installed and are part of a centralised maintenance program coordinated by Council’s WHS team. From the 6 remaining locations, 2 priority locations have been identified at Harry Todd Band Hall and West Epping Community Centre due to the provisions of over 55 activities and are costed in the table below.

5. For the consideration of Council, an option to procure and install AED units at the remaining 4 locations, has been included in this report.

6. Given usage patterns of higher risk groups may vary in the future it is considered practical to procure and install AED units in each of the 6 community centres that currently do not have this potentially lifesaving apparatus.

7. All newly procured and installed AED units can be added to the ongoing, centralised WHS maintenance budget to keep them operational and in service.

8. The following table details the 2 priority locations and the 4 remaining locations and costings.

Priority	Community Centre	Address/location	Install price per unit	Maintenance
Yes	Harry Todd Band Hall	Jubilee Park, 10 Jubilee Lane, Parramatta	$2,525.00	$110.00
Yes	West Epping Community Centre	Dent & Downing Centre, West Epping	$2,525.00	$110.00
			Priority subtotal $5,050.00	$220.00
Remaining sites	Parkview Meeting Room	Dent Street, Epping	$2,525.00	$110.00
	Don Moore Reserve Meeting Room	North Rocks Road & Farnell Avenue, North Rocks	$2,525.00	$110.00
	Dundas Park Meeting Room	182 Church Street Parramatta Town Hall	$2,525.00	$110.00
	George Kendall Meeting Room	GK Riverside Reserve, Murdoch Street, Ermington	$2,525.00	$110.00
			Total Installation Cost $15,150.00	Total Maintenance $660.00

CONSULTATION & TIMING

Stakeholder Consultation

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

Date

Stakeholder

Stakeholder Comment

Council Officer Response

Responsibility

02 Aug 23 –

25 Aug 23

Manager Recreation Services

Community

Services

Priority for Harry Todd Band Hall and West Epping Community Centre, prefer to complete install at remaining four sites as well

Group Manager Social & Community Services agreed with 6 x proposed installations to complete rollout at all Community Centres.

Community

Services

LEGAL IMPLICATIONS FOR COUNCIL

10. The provision of AEDs at Council sites is an important consideration in assessing risk of cardiac arrest for both workers and public safety. The First Aid Code of Practice refers to them as useful workplace additions for facilities that have large numbers of members of the public or are at risk of electrocution and rely on manufacturer’s instructions for maintenance schedules.

FINANCIAL IMPLICATIONS FOR COUNCIL

11. If Council resolves to endorse the recommendation of this report, there are no unbudgeted financial implications for Council’s budget as it can be funded from the 2023 WHS Incentive funding received from Council’s Workers Compensation Insurer StateCover, which is part of the approved long term financial plan.

Brendan Clifton

Acting Executive Director People Culture & Workplace

John Angilley

Executive Director Finance & Information

Gail Connolly

Chief Executive Officer

Attachments:

There are no attachments for this report.

REFERENCE MATERIAL

Council 9 October 2023 Item 13.4

REPORTS TO COUNCIL - FOR COUNCIL DECISION

ITEM NUMBER 13.4

SUBJECT Proposed Rate Category Adjustments

REFERENCE F2022/03176 - D08997839

REPORT OF Place Manager

CSP THEME: Thriving

workshop/briefing date: 15 June 2022; 1 May 2023; 18 September 2023

PURPOSE:

This report outlines a proposal to seek two separate rate category adjustments relating to properties in Parramatta Square and Silverwater.

RECOMMENDATION

(a) That Council consult with affected stakeholders and the community regarding the proposed rate category adjustments at properties listed at Attachment 1 that includes:

i. A new rating category for properties in Parramatta Square as part of the ‘Parramatta Square Activity Precinct’; and

ii. Conversion of rating categories for selected properties in Silverwater from ‘Business’ to ‘Industrial’.

(b) That Council delegate authority to the CEO to prepare a submission to the Independent Pricing and Regulatory Tribunal (IPART) seeking approval for the proposed rate category adjustments for the properties in Parramatta Square.

BACKGROUND

Parramatta Square Rate Category Adjustment

1. Parramatta Square is Parramatta’s most significant public space. With over 6,000sqm of public domain, it has the capacity to cater for more than 24,000 commercial workers, and is a focal point for Parramatta’s social, cultural, and economic offerings.

2. A vision for the precinct is articulated in the Parramatta Square Operational Place Plan, that ‘Parramatta Square always was, and always will be, a gathering place. A place for inspiration, discovery, and connection - the world’s gateway to the fascinating mosaic that is Parramatta’.

3. There are four primary principles to deliver on this vision, with the Place Plan detailing that ‘Parramatta Square is a place where:

a. Everyone feels welcome: it is the City’s open door.

b. We connect, collaborate, and celebrate: it is Global Sydney’s gathering place.

c. Parramatta’s story is dynamically represented: our past, our present, and our future.

d. The public is proud of their domain: it is impeccably clean, maintained, and functional.’

4. In May 2021, the ‘Parramatta Square Precinct Alliance’ was established by the City of Parramatta Council in collaboration with the Parramatta Square landowners and key tenants to facilitate coordination and delivery of place-based initiatives, and to fulfil our mission for the Square (as articulated in Points 2 and 3 above).

5. A quarterly CEO Roundtable is convened to discuss developments of the Alliance. There are currently four Project Control Groups that are working collaboratively to deliver initiatives relating to:

a. Connectivity

b. Sustainability

c. Promotions and Activations

d. Customer Experience

6. Concurrently to the initiatives pursued by the Parramatta Square Alliance, Council officers have met regularly with the Parramatta Square Landowners Committee to discuss approaches to enhancing the day-to-day operations of the Parramatta Square precinct. The Parramatta Square Landowners Committee includes representatives of:

a. Charter Hall (owner representative of 1 Parramatta Square)

b. JLL on behalf of AREF (owner representative of 2 Parramatta Square)

c. Walker Corporation (owner representative of 3, 4, 6 & 8 Parramatta Square)

d. City of Parramatta (owner of 5 & 7 Parramatta Square).

7. Currently, all operations of the Parramatta Square public domain are funded by the City of Parramatta. Parramatta Square properties are currently classified under the ‘Business-CBD’ rates category.

8. The objective of the Parramatta Square Rate Category Adjustment is to increase the rate base to deliver increased service levels in the precinct, commensurate with community and customer expectation of a premium public domain offering in the precinct.

9. Currently, Parramatta Square properties fall within the ‘Business-CBD’ category that has an adopted rate in the dollar (ad valorem) of 0.000773346. These properties are generating a total business rate income per year of $1,964,507.

10. The only other existing business rate applicable in the CBD is the ‘Business-CBD-#2’ that relates to the Parramatta Westfield site, which is an adopted rate in the dollar (ad valorem) of 0.01873964.

11. Officers will investigate and consult on a new rate category for Parramatta Square properties that will have a new rate in the dollar ranging between the existing ‘Business-CBD’ and ‘Business’CBD-#2’ rates. The new rate will be established to provide approximately $1 - $1.5 million of rate income from properties that surround Parramatta Square to cover the costs of additional services such as cleaning, security, rangers and activations.

Silverwater Rate Category Adjustment

12. The former Auburn Council did not have an Industrial sub-category in its rating structure. Therefore, all industrial properties within the suburb of Silverwater were previously assigned the Business rating categorisation.

13. A review was conducted of all affected properties and determined that these properties should be categorised as Industrial in Council’s rating structure. The change should have occurred as part of the harmonisation of the former Council’s rating structures.

14. The change in rating category, for the affected properties from Business to Industrial, will not increase Council’s total rating yield. However, the change in rating categories will mean that the affected properties will incur a higher proportion of Council’s total rates income yield.

15. As required under legislation (rate pegging which caps Council’s total rates income), the increased rates revenue from the affected properties will be redistributed as a very small decrease in rates to all other rateable properties across the LGA, which are not subject to a minimum amount.

16. This update of the rating categories will complete the rating structure harmonisation process and provide a fairer and more equitable Council rating structure for all ratepayers. This rate conversion does not require approval by IPART.

ISSUES/OPTIONS/CONSEQUENCES

17. The following options were considered as a means of delivering enhanced operations of the Parramatta Square Precinct in collaboration with the Parramatta Square Landowners:

a. Funding Agreement: This approach would involve a voluntary binding agreement that details the extent that each party would be required to financially contribute to Precinct operations over a fixed term. This approach has been explored with the Parramatta Square Landowners Committee since 2021, however, no agreement has been reached.

b. Business Improvement District (BID): A BID is a partnership between business, government, and community, with the aim to enhance local centres and encourage economic growth, complementing investment in public spaces. In February 2022, the NSW State Government announced a pilot program for BIDs that would fund trials of BID-led place-making and governance models across NSW. The City of Parramatta has submitted an Expression of Interest for the program and at the time of writing is awaiting further correspondence from the NSW Government. It is likely the BID process can run simultaneously to any rate category adjustment.

c. Rate Category Adjustment: Council may consider a category change and contact all landowners within the Parramatta Square district and advise them that effective 1 July 2024 their rating category could change. However, this adjustment will not increase Council’s total permissible income under the rate peg. To increase Council’s total permissible income would require community consultation and an application to the Independent Pricing and Regulatory Tribunal (IPART), which is the recommended process under this report.

18. Operating costs for Parramatta Square are expected to increase over time as maintenance costs increase and assets depreciate.

19. Utilising rate category adjustments for increased services in selected precincts is commonly pursued in other Local Government Areas such as the Business Rate for Strategic Centres at Georges River Council, or Major Retail Centre business rates for Macquarie Park and Top Ryde in the City of Ryde.

CONSULTATION & TIMING

Stakeholder Consultation

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

Date

Stakeholder

Stakeholder Comment

Council Officer Response

Responsibility

22.04.21

13.05.21

24.11.21

08.03.22

31.03.22

14.09.22

07.12.22

12.04.23

15.06.23

Parramatta Square Landowners Committee

Ongoing discussions regarding how to fund increased service levels in the Parramatta Square precinct. No voluntary agreement reached.

Recommendation to proceed with rate category adjustment for Parramatta Square properties.

Place Services, Property and Place

Councillor Consultation

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

Date

Councillor

Councillor Comment

Council Officer Response

Responsibility

15.06.22

01.05.23

18.09.23

All Councillor Workshop

Councillors provided with overview of Parramatta Square operations. Generally supportive of strategies to obtain increased funding for public domain operations.

Give no voluntary Funding Agreement reached with Landowners, Officers are now recommending a Rates Category Adjustment

Place Services, Property and Place

20.09.23

Finance Committee Meeting

FC was briefed about legacy harmonisation issue from previous Auburn Council. Committee was supportive of conversion of rating categories for selected properties.

Rates & Receivable Team,

Finance & Information Directorate

LEGAL IMPLICATIONS FOR COUNCIL

22. Not applicable.

FINANCIAL IMPLICATIONS FOR COUNCIL

23. There are no direct financial implications associated with the adoption of the recommendation, as the final approval of the Special Rate Variation (if any) will be provided by IPART.

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

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

Funding Source

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

Funding Source

CAPEX
CAPEX
External
Internal
Other
Total CAPEX	Nil	Nil	Nil	Nil

Christopher Patfield

Place Manager

Bryan Hynes

Executive Director Property & Place

John Angilley

Executive Director Finance & Information

Gail Connolly

Chief Executive Officer

Attachments:

1⇩

Properties Affected by Proposed Rates Category Adjustments

16 Pages

REFERENCE MATERIAL

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

Date	Stakeholder	Stakeholder Comment	Council Officer Response	Responsibility
20 July 2023	Dr Carol Liston	Does not support an updated version of the publication. Recommendation is for a new publication.	Feedback and recommendation included in Council report.	Janelle Blucher, Heritage and Research Services Coordinator, Community Hubs, Community Services.
21 August 2023	Terry Kass	Does not support an updated version of the publication. Recommendation is for a new publication.	Feedback and recommendation included in Council report.	Janelle Blucher, Heritage and Research Services Coordinator, Community Hubs, Community Services.

1 ⇩	For Public Exhibition - Draft Enterprise Risk Management Policy 2023	9 Pages
2 ⇩	For Information - Enterprise Risk Management Policy Review 2023 - Summary of Proposed Changes	2 Pages
3 ⇩	For Public Exhibition - Enterprise Risk Management Policy 2026 - Full Markup of Proposed Changes	11 Pages