Minutes

Ordinary Council Meeting

Monday, 6 November 2023

6.30pm

Council Chamber

Level 4, PHIVE

Parramatta Square, Parramatta

COUNCIL MEMBERS IN ATTENDANCE

The Lord Mayor, Councillor Pierre Esber and Councillors Phil Bradley, Donna Davis, Michelle Garrard, Henry Green, Ange Humphries, Cameron MacLean, Paul Noack, Sameer Pandey, Deputy Lord Mayor, Dr Patricia Prociv, Dan Siviero, Georgina Valjak, Donna Wang and Lorraine Wearne.

COUNCIL STAFF IN ATTENDANCE

Chief Executive Officer - Gail Connolly, 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, Acting Executive Director People Culture and Workplace Administration - Brendon Clifton, Acting Executive Director Property & Place - Bruce Mills, Chief Governance & Risk Officer - Roxanne Thornton, Chief  Financial Officer - Amit Sharma, Group Manager City Experience and Identity - Sheree Gover, Chief of Staff - Justin Mulder, ICT Strategy and  Partnering Manager - Ian Vong, Council Secretariat and Policy Officer - Marina Cavar, Business Support Manager - Valance Horne, ICT Service Desk Officer - Erik Ivarsson and Media Officer - Ash Gautam.

1. OPENING MEETING

The Lord Mayor, Councillor Esber, opened the meeting at 6.33pm.

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 COUNCILLOR
	RESOLVED: Councillor Garrad and Councillor Wang That Councillor Wearne be granted approval to attend the meeting via audio-visual link. Record of Voting: For the Motion: Unanimous

6.  CONFIRMATION OF MINUTES

Minutes of the Ordinary Council Meeting held on 23 October 2023

RESOLVED: Councillor Noack and Councillor Garrard

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 Donna Davis disclosed a Significant Non-Pecuniary interest in relation to  Item 13.4: Review of Options for Proposed Locality (Suburb) Boundary Adjustment - Harris Park for the reasons that she is the State Member for the electorate of Parramatta and this matter may be brought to her for discussion. Councillor Davis will leave the room during Council’s consideration of this matter and will not participate in the discussion or voting.

8.    Minutes of the Lord Mayor

8.1	Local Government Procurement - Sustainable Procurement Achievement Award (Report of Lord Mayor Councillor Pierre Esber)
4563	RESOLVED: Lord Mayor, Councillor Esber and Councillor MacLean That Council congratulates City of Parramatta staff for winning Local Government Procurement’s Sustainable Procurement Achievement Award for the future Workplace – Aboriginal Participation Project. Record of Voting: For the Motion: Unanimous

8.2

Vale The Hon. Bill Hayden AC - Former Governor General (Report of Lord Mayor, Councillor Pierre Esber)

4564

RESOLVED: Lord Mayor, Councillor Esber and Deputy Lord Mayor, Councillor Prociv (a) That Council acknowledge the death of the Hon. Bill Hayden AC, former Governor-General, Leader of the Labor Party, Treasurer, Foreign Minister, Minister for Social Security and Member for Oxley, on 21 October 2023. (b) That Council expresses its sincere condolences to the Hon. Bill Hayden AC’s family and friends at this sad time. (c) Finally, that Council notes that City of Parramatta lowered its Australian National Flag to be flown at half-mast on Friday 3 November 2023 as a mark of respect on the day of the Hon. Bill Hayden AC’s State funeral. Record of Voting: For the Motion: Unanimous

8.3

Vale Helena Carr - wife of former Premier The Hon. Bob Carr (Report of Lord Mayor Councillor Pierre Esber)

4565

RESOLVED: Lord Mayor, Councillor Esber and Councillor MacLean (a)    That Council acknowledge the death of Helena Carr, successful businesswoman and former wife of the Hon. Bob Carr, former NSW Premier, Opposition Leader and Minister for Foreign Affairs, on 25 October 2023. (b)    That the Lord Mayor write to the Hon. Bob Carr to express Council’s sincere condolences to Helena Carr’s family and friends at this sad times. (c) Finally, that the Lord Mayor attend the funeral on behalf of City of Parramatta, to be held at St Mary’s Cathedral, Sydney on Tuesday 14 November 2023 at 10.30am. Record of Voting: For the Motion: Unanimous

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

9.    Public Forum

	Speaker	Report No.	Report Title
1.	Robert Whitford	Item 6	Confirmation of Minutes of the Ordinary Meeting held on 23 October 2023
2.	Heba Aly	Item 14.1	Notice of Motion – Advocacy – Wentworth Point High School

PROCEDURAL MOTION

order of business

RESOLVED: Councillor Noack and Councillor Pandey

That in accordance with Clause 8.2 of Council’s Code of Meeting Practice, Council amend the Order of Business for this meeting, to allow for Item 14.1 to be considered as the next item of business.

Record of Voting:

For the Motion: Unanimous

Notice of Motion

14.1

Advocacy - Wentworth Point High School (Report of Councillor Noack)

4566

RESOLVED: Councillor Noack and Councillor Siviero (a)    That Council notes the following: i.   Parents residing in Wentworth Point and Sydney Olympic Park have been promised a local high school for over a decade. ii.   The State Government had previously been considering that Year 8 students would form part of the first intake to the Wentworth Point High School on its opening in 2025 but that this is not the current intention.  Current Year 6 children will not be able to attend the Wentworth Point High School when it opens in 2025 and will have to travel to Homebush Boys High School or Concord High School, resulting in children having to travel to different schools to their younger siblings. iii.  The NSW Department of Education changed the intake with no consultation. (b)    Further, that the Lord Mayor write to the Premier of NSW, the Hon Chris Minns MP, the Minister for Education, The Hon. Prue Car MP and the Local Member for Parramatta, Ms Donna Davis MP to urgently take action to rectify this unacceptable situation. Record of Voting: For the Motion: Unanimous

10.  Petitions

There were no Petitions tabled.

11.  Rescission Motions

There were no Recission Motions.

12.  Reports to Council - For Notation

There were no reports to Council for Notation.

PROCEDURAL MOTION

DEALING WITH ITEMS BY EXCEPTION

RESOLVED:  Councillor Garrard and Councillor Wang

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:

·  13.2  Public Exhibition of Draft Land Dedication Policy 2023

·  13.3 Naming Proposal for Unnamed Laneways in North Parramatta

·  13.5 LATE REPORT - 2023/24 Christmas/New Year Close Down Period

· 16.1 Deferred from OCM 28 August 2023 - Exemption to Tender - Facebook   Advertising

· 16.2 Deferred from OCM 28 August 2023 - Status Report - Council's Social Media accounts

· 16.3 Tender ITT 18/2023 Event and Production Management Services

Record of Voting:

For the Motion: Unanimous

13.2

Public Exhibition of Draft Land Dedication Policy 2023 (Report of Policy Officer)

4567

RESOLVED: Councillor Garrard and Councillor Wang (a)    That the draft Land Dedication 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 Land Dedication Policy 2023 for public exhibition to give effect to Council’s resolution. (c)    Further, that staff prepare a report to Council following the public exhibition period to present the final Land Dedication Policy 2023 for adoption. Record of Voting: For the Motion: Unanimous

13.3

Naming Proposal for Unnamed Laneways in North Parramatta (Report of Senior Project Officer)

4568

RESOLVED: Councillor Garrard and Councillor Wang (a)    That Council endorse the use of Duba Lane for the first unnamed laneway, which runs adjacent to William Street in the North and Bellevue Street in the South. The laneway runs parallel with Saunders Street in the East.  The name and location for the first unnamed laneway is illustrated in the Site Map as Laneway 1 (see Attachment 1). (b)    That Council endorse the use of Wali Lane for the second unnamed laneway, which runs parallel to William Street in the North and Bellevue Street in the South and is adjacent to Saunders Street in the East. The name and location for the second unnamed laneway is illustrated in the Site Map as Laneway 2 (see Attachment 1). (c)    Further, that the preferred name for each of the unnamed laneways be referred to the Geographical Names Board (GNB) of NSW for formal assignment and Gazettal under the Geographical Names Act 1996. Record of Voting: For the Motion: Unanimous

13.5	LATE REPORT - 2023/24 Christmas/New Year Close Down Period (Report of Acting Executive Director People Culture & Workplace)
4569	RESOLVED: Councillor Garrard and Councillor Wang That Council endorse the 2023/24 Christmas Closedown for the period commencing Monday 25th December 2023 to Friday 5th January 2024 inclusive, while maintaining appropriate staffing levels to meet the community’s needs. Record of Voting: For the Motion: Unanimous

16.1

Deferred from OCM 28 August 2023 - Exemption to Tender - Facebook Advertising (Report of Digital & Creative Manager)

4570

RESOLVED: Councillor Garrard and Councillor Wang (a)    That Council resolve to utilise exemption section 55(3)(i) of the NSW Local Government Act 1993 as the contract where, because of extenuating circumstances, remoteness of locality or the unavailability of competitive or reliable tenderers, the Council decides that a satisfactory result would not be achieved by inviting tenders. (b)    That Council award a contract to Facebook for purposes of highly targeted paid social media advertising for a period of 5 years to the value of up to $850,000 ex GST. In the absence of a formal quotation or schedule of rates this value is to be managed by the process of online bidding strategies through Facebook’s Meta Ad Manager Tool. (c)    Further, that the Chief Executive Officer be given delegated authority to finalise and sign all necessary legal, contractual, and statutory documentation in connection with the above interim agreement and any variations required. Record of Voting: For the Motion: Unanimous

16.2	Deferred from OCM 28 August 2023 - Status Report - Council's Social Media accounts (Report of Digital & Creative Manager)
4571	RESOLVED: Councillor Garrard and Councillor Wang (a)    That Council receive and note the report. (b)    That Council’s social media accounts are reviewed and audited to ensure currency and accurately reflect Council’s brand architecture strategy. Record of Voting: For the Motion: Unanimous

16.3

Tender ITT 18/2023 Event and Production Management Services (Report of Digital & Creative Manager)

4572

RESOLVED: Councillor Garrard and Councillor Wang (a)    That Council approve the appointment of the following three (3) companies for the establishment of a panel of suppliers to provide event and production management services for an initial contract period of three (3) years with two (2) one-year options to extend: ·     Premium Media ·     DPLR ·     Wonder Communications (b)    That it be noted that the Council endorsed budget for this engagement is $332,160.00 (excl. GST) per annum, or $1,660,800 over 5 years. (c)    That Council note, panelists have submitted a schedule of rates based on Council’s current events schedule, and awarding of work is to be based on the panelist’s ability to meet Council’s timelines and scope one individual events, as required. (d)    That all unsuccessful tenderers be advised of Council’s decision in this matter. (e)    Further, that Council delegate authority to the Chief Executive Officer to finalise and execute all necessary documents. Record of Voting: For the Motion: Unanimous

13.  Reports to Council - For Council Decision

13.1	Post Exhibition: Adoption of Councillor Workshops Policy 2023 (Report of Policy Officer)
4573	RESOLVED: Councillor Garrard and Councillor Humphries That this matter be referred back to the Policy Review Committee for further discussion. Record of Voting: For the Motion: Unanimous

Note:        Due to disclosing a Significant Non-Pecuniary Interest in relation to the next matter (Item 13.4: Review of Options for Proposed Locality (Suburb) Boundary Adjustment - Harris Park), Councillor Davis left the meeting at 7.04pm.

13.4

Review of Options for Proposed Locality (Suburb) Boundary Adjustment - Harris Park (Report of Senior Project Officer)

4574

MOTION: Deputy Lord Mayor Councillor Prociv and Councillor MacLean (a)    That Council notes the options contained in this report for a locality (suburb) boundary amendment to Harris Park. (b)    That Council corrects the existing boundary error and submits an ‘operational’ application to the NSW Geographical Names Board (GNB) to amend the bisection of cadastral Lot SP99768 at 23 Hassall Street, Parramatta to comply with GNB guidelines. (c)    That Council makes no other changes to the existing Harris Park locality boundary as none of the potential options contained in the report are consistent  with or comply with NSW Geographical Names Board (GNB) locality guidelines or address policy. AMENDMENT: Councillor Garrard and Councillor Siviero (a) That Council notes the options contained in this report for a locality (suburb) boundary amendment to Harris Park. (b) That Council corrects the existing boundary error and submits an ‘operational’ application to the NSW Geographical Names Board (GNB) to amend the bisection of cadastral Lot SP99768 at 23 Hassall Street, Parramatta to comply with GNB guidelines. (c) That Council progress by community consultation with owners and residents of the properties directly impacted by the proposed change/adjustment to Harris Park, re-aligning the northern boundary of Harris Park along the major road centrelines of Parkes Street and Hassall Street (between Station Street East and Alfred Street with the exception of Hambledon Cottage Reserve) as this would create a boundary that is clear and easily distinguishable, consistent with Clause a. of Section 6.8.4 and Clause b. of Section 6.8.5 of the APUM. Actual Current Boundary MAP Record of Voting: For the Amendment:  Councillors Garrard, Green, Noack, Pandey, Siviero, Valjak, Wang and Wearne Against the Amendment: Lord Mayor Councillor Esber, Deputy Lord Mayor Councillor Prociv and Councillors Bradley, Darley and MacLean On being PUT to the meeting voting on the AMENDMENT was eight (8) votes FOR and five (5) votes AGAINST. The AMENDMENT therefore became the MOTION. RESOLVED: Councillor Garrard and Councillor Siviero (a) That Council notes the options contained in this report for a locality (suburb) boundary amendment to Harris Park. (b) That Council corrects the existing boundary error and submits an ‘operational’ application to the NSW Geographical Names Board (GNB) to amend the bisection of cadastral Lot SP99768 at 23 Hassall Street, Parramatta to comply with GNB guidelines. (c) That Council progress by community consultation with owners and residents of the properties directly impacted by the proposed change/adjustment to Harris Park, re-aligning the northern boundary of Harris Park along the major road centrelines of Parkes Street and Hassall Street (between Station Street East and Alfred Street with the exception of Hambledon Cottage Reserve) as this would create a boundary that is clear and easily distinguishable, consistent with Clause a. of Section 6.8.4 and Clause b. of Section 6.8.5 of the APUM. Record of Voting: For the Motion: Councillors Garrard, Green, Noack, Pandey, Siviero, Valjak, Wang and Wearne Against the Motion: Lord Mayor Councillor Esber, Deputy Lord Mayor Councillor Prociv and Councillors Bradley, Darley and MacLean On being PUT to the meeting voting on the MOTION was eight (8) votes FOR and five (5) votes AGAINST. The Motion was CARRIED.

Question Taken on Notice (Clr Garrard) – Item 13.4 – Review of Options for Proposed Locality (Suburb) Boundary Adjustment – Harris Park

· When will the public consultation take place, when will it commence?

Note:        Councillor Davis returned to the meeting at 7.45pm

PROCEDURAL MOTION

SUSPENSION OF STANDING ORDERS - MATTER OF URGENCY

Councillor Noack sought a Suspension of Standing Orders to raise a Matter of Urgency regarding the Little India Plaque installation on Friday, 3 November 2023.

The Lord Mayor, Councillor Esber agreed that the matter was a Matter of Urgency, and allowed the matter to be considered by Council.

MATTER OF URGENCY

LITTLE INDIA PLAQUE INSTALLATION

MATTER OF URGENCY  - LITTLE INDIA PLAQUE INSTALLATION

4575

RESOLVED: Councillor Noack and Councillor Siviero (a) That Council expresses concern that the plaque was installed in Rosella Park last Friday 3 November 2023 without any consultation with Ward Councillors and not in the location resolved by the chamber on by way of Lord Mayor Minute on 24 April 2023 and re-affirmed on 22 May 2023 as follows; invite His Excellency Shri Narendra Modi, Prime Minister of the Republic of India, to the City of Parramatta to lay a foundation stone at the Gateway entrance to the precinct to commemorate the establishment of the ‘Little India’ precinct in Harris Park and On behalf of the City of Parramatta, the Lord Mayor invited His Excellency Shri Narendra Modi, Prime Minister of the Republic of India, to unveil a ceremonial stone commemorating the establishment of the ‘Little India’ precinct which will be placed in an important location at the Gateway to the Harris Park precinct. (b) That Council remove the plaque from Rosella Park before Diwali and install it as resolved at the Gateway to “Little India” being the corner of Wigram and Parkes Street as an interim measure to allow further consultation if necessary regarding a permanent location at the Gateway to “Little India”. (c) That Council resolve for another plaque to be installed alongside the current plaque with the names of the Councillors at the time of this decision on 22 May 2023, namely former Lord Mayor Councillor Sameer Pandey and all Councillors. (d) That Council consult with Councillors regarding the exact wording on the plaque and provide an urgent update on progress and steps forward for this project via a report to Council. (e) That Council remove/delete the Facebook post made on 3 November 2023 relating to the installation that occurred. Record of Voting: For the Motion: Councillors Garrard, Green, Humphries, Noack, Pandey, Siviero, Valjak, Wang, and Wearne Against the Motion: Lord Mayor Councillor Esber, Deputy Lord Mayor Councillor Prociv and Councillors Bradley, Darley, Davis and MacLean On being PUT to the meeting. Voting on this Motion was nine (9) votes FOR and six (6) votes AGAINST. The Motion was CARRIED.

Question Taken on Notice (Clr Noack) – Matter of Urgency – Installation of plaque in Rosella Park

· In terms of correspondence and contact between the Federal Member for Parramatta and the City of Parramatta who contacted who first?

· Can you name the Council Officer that was contacted by the Federal Member for Parramatta?

Question Taken on Notice (LM Clr Esber) – Matter of Urgency – Installation of plaque in Rosella Park

· In terms of the relocation of the plaque, where would the suitable exact location be?

PROCEDURAL MOTION

MATTER OF URGENCY

Councillor Humphries raised a Matter of Urgency regarding a Daily Telegraph article titled “Better Education analysis reveals NSW’s top 50 High Schools”, published on 6 November 2023.

The Lord Mayor, Councillor Esber agreed that the matter was a Matter of Urgency, and allowed the matter to be considered by Council.

MATTER OF URGENCY

TOP 50 HIGH SCHOOLS IN NSW

	MATTER OF URGENCY - Top 50 High Schools in NSW
4576	RESOLVED: Councillor Humphries and Councillor Davies That the Lord Mayor write to the Parramatta LGA high schools listed in the top 50 Primary Schools and congratulate them on their achievements. Record of Voting: For the Motion: Unanimous

Note:                Due to a lack of quorum the Lord Mayor, Councillor Esber called for a five minute adjournment.

Note:        The meeting adjourned at 8.22pm.

Note:        The meeting reconvened at 8.27pm.

Note:        Standing Orders were resumed when the meeting was reconvened.

14. Notice of Motion

Note:        Item 14.4 was dealt with earlier in the meeting as detailed in these Minutes.

14.2

Traffic Lights at intersection of Bennelong Parkway and Hill Road, Wentworth Point (Report of Councillor Noack)

4577

RESOLVED: Councillor Noack and Councillor Siviero (a) That Council notes that the construction of traffic lights at the intersection of Hill Road and Bennelong Parkway, Wentworth Point were originally planned to be completed by June 2023. (b)    That Council further notes the recent delays have been due to issues raised by the State Government authorities, Ausgrid and Transport for NSW. (c)    Further, that the Lord Mayor write to the Minister for Transport, The Hon. Jo Haylen MP and the Local Member for Parramatta, Ms Donna Davis MP requesting that the issues be resolved as a matter of urgency to enable the construction of the traffic lights to be completed as soon as possible. Record of Voting: For the Motion: Unanimous

15.  Question with Notice

15.1

Questions Taken on Notice at the 23 October 2023 Council Meeting (Report of Council Secretariat & Policy Officer)

4578

Clr Garrard asked a question on Item 14.1 Heritage Review for City of Parramatta ·    Does Council allow the installation of solar panels on heritage listed buildings? Executive Director City Planning and Design Response There are two (2) pathways that allow for installation of solar panels in a heritage area. 1.  The installation may be exempt development under  State Environmental Planning Policy ( SEPP) (Transport and Infrastructure) Clause 2.41(4) details the conditions that must be met for the panels to be permitted as Exempt Development. Of relevance to Heritage items is clause 2.41(d)iv which states: (iv)  if the land contains a State or local heritage item or is in a heritage conservation area— (A)  the system is not attached to any wall or roof of a building facing a primary road, and (B)  the system does not protrude more than 0.5m from any building to which it is attached (as measured from the point of attachment), and If the solar panel system can meet all the SEPP requirements, including the clause above, it can be installed as Exempt Development. 2.  If the Exempt Development provisions cannot be met the matter can be considered on its merits and assessed for compliance with the Parramatta Local Environmental Plan 2023 and Parramatta Development Control Plan 2023 via the lodgement of a development application with Council. Section 7.6 Solar Energy Systems of Parramatta Development Control Plan 2023 includes the statement that the “City encourages the sensitive installation of solar energy systems on heritage items and within conservation areas as long the proposal protects heritage values and maintains the integrity, significance and the character of the area.” Clr Noack asked a question on Item 13.2 Minutes of the Traffic Engineering Advisory Group meeting held on 20 September 2023 ·    How many meetings has Council had with the developer ‘Sekisui’? ·    can they give a report on what has happened at those meeting? ·    and how hopeful is Council of progress? Executive Director City Planning and Design Response There have been four (4) formal meetings with Sekisui to discuss the roundabout to be constructed at the intersection of Hill Road and Burroway Road since September 2022.  Three (3) of the meetings primarily discussed design issues, all of which have been resolved. The final meeting discussed traffic management arrangements during construction and Sekisui also provided an update on approvals required from utility services. Staff have also made contact on two occasions since mid-August to obtain updates on construction timing.  At this stage, Council officers are confident that construction will commence this calendar year, however this is subject to the timely approval of the street lighting plans by Ausgrid. Council officers have been in contact with Ausgrid requesting they expediate their approval process.

16. closed session

There were no items considered in closed session at this meeting.

17.  CONCLUSION OF MEETING

The meeting concluded at 8.29pm.

This page and the preceding 17 pages are the Minutes of the Ordinary Council Meeting held on Monday, 6 November 2023 and were confirmed on Monday,  20 November 2023.

Chairperson