Minutes of Council - Monday, 20 November 2023

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Minutes

Ordinary Council Meeting

Monday, 20 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 (online), Michelle Garrard, Henry Green, 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 Finance and Information - John Angilley, 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 Property & Place - Bruce Mills, Chief Technology Officer - John Crawford, Chief Governance & Risk Officer - Roxanne Thornton, Chief Financial Officer - Amit Sharma, Group Manager Strategic Land Use Planning, Robert Cologna, Group Manager City Experience and Identity - Sheree Gover, Chief of Staff - Justin Mulder, Group Manager Social & Community Services, David Moutou, Health and Building Services Manager - Adrian Mihaila, Community Capacity Building Manager - Rodrigo Gutierrez, Community Capacity Building Lead - Will Langbein Pass, ICT Strategy and Partnering Manager - Ian Vong, Council Secretariat and Policy Officer - Marina Cavar, Business Support Manager - Valance Horne and ICT Service Desk Officer - Erik Ivarsson.

1. OPENING MEETING

The Lord Mayor, Councillor Esber, opened the meeting at 6.32pm.

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

4581

RESOLVED: Councillor Noack and Councillor MacLean

(a) That an apology on behalf of Councillor Darley and Councillor Humphries be accepted and a leave of absence granted.

(b) That Councillor Davis be permitted to attend this meeting by audio-visual link.

Record of Voting:

For the Motion: Unanimous

6. CONFIRMATION OF MINUTES

Minutes of the Ordinary Council Meeting held on 6 November 2023

4582

RESOLVED: Deputy Lord Mayor, Councillor Prociv and Councillor MacLean

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

Record of Voting:

For the Motion: Unanimous

7. DISCLOSURES OF INTEREST

Lord Mayor Councillor Esber disclosed a Pecuniary interest in relation to Item 13.8 (Parramatta CBD Planning Framework - Planning Investigation Areas) as he owns a property within one of the proposed Planning Investigation Areas. The Lord Mayor, Councillor Esber will leave the meeting during the consideration of this item, including the Public Forum, and will not participate in discussion or voting.

Councillor Davis disclosed a Significant Non-Pecuniary interest in relation to Item 14.1 Mixed Use Land and Peninsula Park Wentworth Point for the reason that she is a a member of the Government that has carriage of this matter. Councillor Davis will leave the meeting during the consideration of this item, and will not participate in discussion or voting.

8. Minutes of the Lord Mayor

8.1

Local Government NSW Annual Conference 2023

(Report by Lord Mayor Councillor Pierre Esber)

4583

RESOLVED: Lord Mayor Councillor Esber and Councillor MacLean

(a) That Council recognise the successful Local Government NSW Conference hosted by City of Parramatta on 12-14 November 2023 at Rosehill Gardens Racecourse.

(b) That Council thank all City of Parramatta staff involved in the conference and acknowledge their efforts to showcase the very best of what Parramatta has to offer.

Record of Voting:

For the Motion: Unanimous

8.2

Parramatta Aquatic Centre – Outstanding Sports and Recreation Facility at Boomtown! 2023

(Report by Lord Mayor Councillor Pierre Esber)

4584

RESOLVED: Lord Mayor Councillor Esber and Councillor MacLean

(a) That Council note that Parramatta Aquatic Centre, the City of Parramatta’s new swimming, wellness and fitness hub, won Outstanding Sports and Recreation Facility at the Western Sydney Leadership Dialogue’s Boomtown! 2023 Property and Infrastructure Awards; and

(b) That Council formally congratulate all current and former Councillors, staff and project partners who have contributed to delivering the Parramatta Aquatic Centre through the preparation of an appropriate Certificate of Appreciation.

Record of Voting:

For the Motion: Unanimous

PROCEDURAL MOTION

DEALING WITH ITEMS BY EXCEPTION

RESOLVED: Councillor Wearne and Councillor Garrard

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:

· 8.3 Correspondence from the NSW Minister for Planning and Public Spaces – Request for Councils to Review Housing Densities

· 8.4 Happy Diwali 2023

· 8.5 City of Parramatta’s ‘12 Days of Christmas Charity’

Record of Voting:

For the Motion: Unanimous

8.3

Correspondence from the NSW Minister for Planning and Public Spaces – Request for Councils to Review Housing Densities

(Report by Lord Mayor Councillor Pierre Esber)

4585

RESOLVED: Councillor Wearne and Councillor Garrard

(a) That Council note the receipt of a letter dated 30 October 2023 from the NSW Minister for Planning and Public Spaces, The Hon. Paul Scully MP regarding the need to allow for more housing in low and medium density zones across NSW (Attachment A); and

(b) That the Lord Mayor write to the Minister for Planning and Public Spaces to:

i) acknowledge receipt of the letter and the NSW Government’s commitment to increase the supply and diversity of homes across NSW;

ii) acknowledge that a strategy for increasing the mix of housing with a focus on medium density housing is an existing action in Council’s adopted Local Strategic Planning Statement and Local Housing Strategy;

iii) Council will agree to bring this action forward subject to the State Government:

a. committing to critical infrastructure projects that will unlock this capacity in particular a construction timetable detailing completion of Parramatta Light Rail Stage 2; and

b. providing funding for the studies and necessary community consultation required to progress this action.

Record of Voting:

For the Motion: Unanimous

8.4

Happy Diwali 2023

(Report by Lord Mayor Councillor Pierre Esber)

4586

RESOLVED: Councillor Wearne and Councillor Garrard

That Council wish the City of Parramatta community a Happy Diwali having regard to recent celebrations of the festival of lights.

Record of Voting:

For the Motion: Unanimous

8.5

City of Parramatta’s ‘12 Days of Christmas Charity’

(Report by Lord Mayor Councillor Pierre Esber)

4587

RESOLVED: Councillor Wearne and Councillor Garrard

(a) That Council note the City of Parramatta’s upcoming Christmas celebrations, including festive decorations throughout the LGA and activations planned for Parramatta Square.

(b) That Council recognise that this Christmas may be a particularly tough season for many people in the City of Parramatta community, given rising cost of living pressures.

(c) That Council note the ‘City of Parramatta’s 12 Days of Christmas Charity’, a program of charitable initiatives that seeks to connect with and help those in need in our community, as well as raise awareness of how others can add their support.

This includes donations to the following charities serving people in the Parramatta LGA:

i. Ronald McDonald House Greater Western Sydney: Gifts from the Lord Mayor’s Christmas Celebration Event and public/staff donations from City of Parramatta Giving Trees located at PHIVE, Branch Libraries, PAC, ROC and Church St office

ii. Parramatta Women’s Shelter: $5,000 donation to be presented at the Lord Mayor’s Christmas Celebration Event and Christmas tree and decorations donation from the Lord Mayor’s Christmas Celebration Event

iii. Turbans 4 Australia Food/Grocery Hampers: $1,000 donation

iv. High Street Youth Health Service End of Year BBQ for Food/Grocery Hampers: $1,000 donation

v. Parramatta Mission Meals Plus Service: $1,000 donation and Christmas tree and decorations donation from the Lord Mayor’s Christmas Celebration Event

vi. Karabi Community Development Services Grocery Assistance: $1,000 donation

vii. Pathways Community Church Food Service: $1,000 donation

Record of Voting:

For the Motion: Unanimous

PROCEDURAL MOTION

SUSPENSION OF STANDING ORDERS - MATTER OF URGENCY

Councillor Pandey sought a Suspension of Standing Orders to raise a Matter of Urgency regarding the recent passing of Dr Gorur Harinath OAM, Chairman of Parramasala and former Chairperson of the Multicultural NSW Advisory Board.

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

VALE DR GORUR HARINATH OAM

4588

RESOLVED: Councillor Pandey and Councillor Noack

That Council notes the recent passing of Dr Gorur Harinath OAM, Chairman of Parramasala and former Chairperson of the Multicultural NSW Advisory Board and that a minute’s silence is observed.

Record of Voting:

For the Motion: Unanimous

Note: All those present observed a minute’s silence.

Note: Due to the Lord Mayor, Councillor Esber declaring a Pecuniary Interest in Item 13.8 (Parramatta CBD Planning Framework – Planning Investigation Areas). The Lord Mayor vacated the Chair at 6.47pm prior to the Public Forum.

Note: Deputy Lord Mayor, Councillor Prociv assumed the Chair at 6.47pm.

9. Public Forum

	Speaker	Report No.	Report Title
1.	Mark Green	Item 14.1	Mixed Use Land and Peninsula Park, Wentworth Point
2.	Tony Owen	Item 13.8	Parramatta CBD Planning Framework – Planning Investigation
3.	Laurie Bennett	Item 13.8	Parramatta CBD Planning Framework – Planning Investigation
4.	Cheryl Bates	Item 13.8	Parramatta CBD Planning Framework – Planning Investigation

Note: All Councillors were provided with copies of the Public Forum submissions prior to the Council Meeting.

PROCEDURAL MOTION

order of business

RESOLVED: Councillor MacLean 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 13.8 to be considered as the next item of business.

Record of Voting:

For the Motion: Unanimous

Note: Councillor Davis joined the meeting via audio-visual connection at 7.10pm.

13.8

Parramatta CBD Planning Framework - Planning Investigation Areas

(Report by Senior Project Officer Land Use)

4589

RESOLVED: Councillor Garrard and Councillor Wearne

(a) That Council reviews the planning controls for the North East Planning Investigation Area (PIA) at the beginning of 2024 as ‘Phase 1’ of the PIA work program, informed by the finalised controls for the Church Street North Precinct currently being prepared by the Department of Planning and Environment.

(b) That Council begins the review of the planning controls for the Southern Planning Investigation Area in early 2024 as ‘Phase 2’ of the PIA work program.

(c) That Council begins the review of the planning controls for the Northern Planning Investigation Area in 2025 as ‘Phase 3’ of the PIA work program.

(d) That Council does not proceed with any strategic planning work for the Eastern Planning Investigation Area at this time and monitor possible future transport infrastructure projects and how they may impact on this precinct, as well as policy outcomes from the Department of Planning and Environment’s Church Street North Precinct work currently being prepared.

(e) That Council advises the outcomes of this report to submitters on the exhibition of the Parramatta CBD Planning Proposal whose submissions related to land situated north of the river and within the Planning Investigation Areas.

Record of Voting:

For the Motion: Councillors, Davis, Garrard, Green, MacLean, Noack, Pandey, Siviero Valjak, Wang,and Wearne,

Against the Motion: Councillor Bradley and Deputy Lord Mayor Councillor Prociv

On being PUT to the Meeting voting on the Motion was ten (10) votes FOR and two (2) votes AGAINST The Motion was CARRIED.

Note: Deputy Lord Mayor, Councillor Prociv vacated Chair at 7.13pm.

Note: Lord Mayor, Councillor Esber assumed the Chair at 7.14pm.

PROCEDURAL MOTION

order of business

RESOLVED: Councillor Noack and Councillor Siviero

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

Mixed Use Land and Peninsula Park Wentworth Point

(Councillor Noack)

MOTION: Councillor Noack and Councillor Siviero

(a) That Council note that the State Government has not responded to Council’s request for it to accelerate the delivery of the Peninsula Park in accordance with Council’s resolutions made on 28 March 2022 and 10 July 2023.

(b) That Council note that the State Government has not responded to Council’s request for the mixed-use land on Burroway Road, Wentworth Point to be converted to open space purposes in accordance with Council’s resolutions made on 11 June 2022 and 10 July 2023.

i. Ensure the land they own on Burroway Road, Wentworth Point (mixed-use land) is converted to playing fields for children and families.

ii. That the land is used to ensure the full 3.9-hectare Peninsula Park is delivered to the community as promised.

iii. The new High School is given ownership of a dedicated school oval. The school oval is not part of Peninsula Park.

(d) That Council write to the Hon Chris Minns Premier of NSW, the Hon Paul Scully Minister for Planning and the Member for Parramatta, Ms Donna Davis MP calling for an urgent meeting to discuss these matters. The meeting to include, the Lord Mayor, the CEO, and Councillor Paul Noack.

AMENDMENT: Councillor Bradley and Councillor Prociv

i. Ensure the land they own on Burroway Road, Wentworth Point (mixed-use land) is converted to playing fields for children and families.

ii. That the land is used to ensure the full 3.9-hectare Peninsula Park is delivered to the community as promised.

iii. The new High School is given ownership of a dedicated school oval. The school oval is not part of Peninsula Park.

Record of Voting:

For the Amendment: The Lord Mayor, Councillor Esber, Deputy Lord Mayor, Councillor Prociv, Councillors Bradley, MacLean and Pandey

Against the Amendment: Councillors Garrard, Green, Noack, Siviero, Valjak, Wang and Wearne.

On being PUT to the meeting, voting on this AMENDMENT was five (5) votes FOR and seven (7) votes AGAINST. The Amendment was LOST.

4590

RESOLVED: Councillor Noack and Councillor Siviero

i. Ensure the land they own on Burroway Road, Wentworth Point (mixed-use land) is converted to playing fields for children and families.

ii. That the land is used to ensure the full 3.9-hectare Peninsula Park is delivered to the community as promised.

iii. The new High School is given ownership of a dedicated school oval. The school oval is not part of Peninsula Park.

Record of Voting:

For the Motion: Unanimous

10. Petitions

There were no petitions tabled at this meeting.

11. Rescission Motions

Nil

PROCEDURAL MOTION

DEALING WITH ITEMS BY EXCEPTION

RESOLVED: Councillor Garrard and Deputy Lord Mayor, Councillor Prociv

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 October 2023

· 12.4: Referral of Inspection Reports by Fire and Rescue NSW

· 12.5: Variations to Standards under Clause 4.6 of Parramatta LEP 2011, Auburn LEP 2010, Holroyd LEP 2013, The Hills LEP 2012, Hornsby LEP 2013, Parramatta LEP 2023

· 13.1: Quarterly Budget Review - September 2023

· 13.2: Post Exhibition: Adoption of Dividing Fence Pensioner Rebate Policy 2023

· 13.3: Proposed Council Meeting Schedule 2024

· 13.6: Gateway Request: Planning Proposal at 45 Macquarie Street, Parramatta

· 15.1: Questions Taken on Notice at the 6 November 2023 Council Meeting

· 16.1: Smoke Free Parramatta Square Report

· 16.2: Tender 04/2023 Splash Parks - Operation and Maintenance (including Water Quality)

· 16.4: Tender 20/2023 Lake Parramatta Reserve Swimming Area Lakebed Civil Construction and Associated Works, Lackey Street, North Parramatta

Record of Voting:

For the Motion: Unanimous

Note: Due to disclosing a Significant, non-pecuniary Interest in relation to the next matter (Item 14.1. Mixed Use Lad and Peninsula Park Wentworth Point), Councillor Davis left the meeting at 7.20pm.

12.2

Investment Report for October 2023

(Report of Tax and Treasury Accountant)

4591

RESOLVED: Councillor Garrard and Councillor Prociv

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

Record of Voting:

For the Motion: Unanimous

12.4

Referral of Inspection Reports by Fire and Rescue NSW

(Report by Team Leader Building Compliance)

4592

RESOLVED: Councillor Garrard and Councillor Prociv

(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 1979).

(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 22-24 North Rocks Road, North Rocks,

2 82 Hughes Avenue, Ermington,

3 18 Corniche Drive, Wentworth Point,

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

Record of Voting:

For the Motion: Unanimous

12.5

Variations to Standards under Clause 4.6 of Parramatta LEP 2011, Auburn LEP 2010, Holroyd LEP 2013, The Hills LEP 2012, Hornsby LEP 2013, Parramatta LEP 2023

(Report of Group Manager - Development and Traffic Services)

4593

RESOLVED: Councillor Garrard and Councillor Prociv

That Council receive and note the report.

Record of Voting:

For the Motion: Unanimous

13.1

Quarterly Budget Review - September 2023

(Report by Chief Financial Officer)

4594

RESOLVED: Councillor Garrard and Councillor Prociv

(a) That Council adopt the September 2023 Quarterly Budget Review Statement (QBRS) and the Responsible Accounting Officer’s report on the financial position of the Council (Attachment 1).

(b) That Council approves the revised budget for the 2023/24 financial year:

i) Net operating result (including capital) of $109.7 million.

ii) Capital revenue of $117.7 million.

iii) Capital expenditure of $311.9 million, including a rollover of $45.5m from FY2023.

Record of Voting:

For the Motion: Unanimous

13.2

Post Exhibition: Adoption of Dividing Fence Pensioner Rebate Policy 2023

(Report by Policy Officer)

4595

RESOLVED: Councillor Garrard and Councillor Prociv

That Council adopts the Dividing Fence Pensioner Rebate Policy 2023 as attached to this report.

Record of Voting:

For the Motion: Unanimous

13.3

Proposed Council Meeting Schedule 2024

(Report of Chief Governance & Risk Officer)

4596

RESOLVED: Councillor Garrard and Councillor Prociv

(a) That Council endorse the proposed Council Meeting Schedule for the 2024 calendar year, as attached to this report.

(b) That the CEO investigate options and submit a report to Council before 31 March 2024 to improve the governance and performance of Council and Committee meetings including options for Advisory and Standing Committees beyond the next Local Government Elections in September 2024.

Record of Voting:

For the Motion: Unanimous

13.6

Gateway Request: Planning Proposal at 45 Macquarie Street, Parramatta

(Report of Project Officer)

4597

RESOLVED: Councillor Garrard and Councillor Prociv

(a) That Council approve the Planning Proposal at Attachment 1 for the purposes of seeking a Gateway Determination from the Department of Planning and Environment (DPE) for land at 45 Macquarie Street, Parramatta which seeks to amend the Parramatta Local Environmental Plan 2023 (PLEP 2023) as follows:

i. To reduce the curtilage of the archaeological site identified on Schedule 5 of the PLEP 2023 (SP 94346, SP 94348 and SP 94349) to be consistent with the State Heritage Register listing of the item.

(b) That Council request the DPE be authorised to exercise its plan-making delegations for this Planning Proposal.

(c) That Council note the Local Planning Panel’s advice to Council (refer to Attachment 2) is consistent with the Council Officer’s recommendation in this report.

(d) That Council authorise the CEO to correct any minor anomalies of a non-policy and administrative nature that may arise during the preparation and processing of the Planning Proposal.

Record of Voting:

For the Motion: Unanimous

15.1

Questions Taken on Notice at the 6 November 2023 Council Meeting

(Report of Council Secretariat & Policy Officer)

4598

RESOLVED: Councillor Garrard and Councillor Prociv

Clr Garrard asked a question on 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?

Acting Director Property and Place Response:

Public consultation is scheduled to commence on Monday, 27 November 2023 until Monday 18 December 2023.

Lord Mayor Councilor Esber asked a question on a Matter of Urgency – Installation of plaque in Rosella Park

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

Acting Director Property and Place Response:

Staff will not be in a position to advise on the most appropriate location until such time as the streetscape upgrade designs are completed and will be subject to the current grant funding application being successful.

Clr Noack asked a question on a 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?

Acting Director Property and Place Response:

A representative from the Office of Dr Andrew Charlton MP contacted Council’s Precinct Place Manager regarding the proposed site for the temporary plaque.

Record of Voting:

For the Motion: Unanimous

16.1

Smoke Free Parramatta Square Report

(Report of Group Manager Regulatory Services)

4599

RESOLVED: Councillor Garrard and Councillor Prociv)

(a) That Council receives and notes this report.

(b) That Council undertakes community consultation of all stakeholders of Parramatta and Centenary Squares, including adjoining areas, regarding the introduction of No Smoking signage for a period of 28 days.

(c) That Council notes that a specific No Smoking Policy is not necessary or required as the Act and its regulations are specific and prescriptive to manage any potential issues related to Smoking in Public Places.

Record of Voting:

For the Motion: Unanimous

16.2

Tender 04/2023 Splash Parks - Operation and Maintenance (including Water Quality)

(Report of Group Manager Parks & Open Space)

4600

RESOLVED: Councillor Garrard and Councillor Prociv

(a) That Council approve the tender submitted by Neverstop Water Pty Ltd to manage the operation, maintenance, and function of Council’s owned / or operated Splash-parks in accordance the schedule of rates (programmable works) yearly contract sum of $136,095.84 (excl. GST) for an initial contract term of three (3) years with the option to extend 2 x 1 years with a maximum contract sum of $680,479.20 (ex GST) plus reactive maintenance works to be quoted against submitted schedule of rates captured under the splashpark maintenance budget.

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

Record of Voting:

For the Motion: Unanimous

16.4

Tender 20/2023 Lake Parramatta Reserve Swimming Area Lakebed Civil Construction and Associated Works, Lackey Street, North Parramatta

(Report of Group Manager Capital Projects)

4601

RESOLVED: Councillor Garrard and Councillor Prociv

(a) That, in accordance with Section 178 of the Local Government General Regulation 2021, Council rejects all tenders received, and enter into negotiations with any person (whether or not the person was a tenderer) with a view to entering into a contract in relation to the subject matter of the tender.

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

Record of Voting:

For the Motion: Unanimous

Note: Councillor Davis returned to the meeting at 7.44pm.

12.1

Minutes of Audit Risk and Improvement Committee Meeting held on 17 August 2023

(Report of Coordinator Internal Audit)

4602

RESOLVED: Deputy Lord Mayor, Councillor Prociv and Councillor MacLean

That Council receive and note the confirmed Minutes from the Audit, Risk and Improvement Committee (ARIC) meeting held on 17 August 2023.

Record of Voting:

For the Motion: Unanimous

Question Taken on Notice ( DLM Clr Prociv) - Item 12.1 Minutes of Audit Risk and Improvement Committee held on 17 August 2023

· On page 32. Report on Parramatta Aquatic Centre. Currently there are two significant risks but it doesn’t say what they are. Could you let us know what these two risks are?

12.3

City of Parramatta Annual Report 2022/23

(Report by Corporate Strategy Manager)

4603

RESOLVED: Councillor Pandey and Councillor Garrard

That Council receive and note the City of Parramatta Council Annual Report 2022/23 provided at Attachment 1.

Record of Voting:

For the Motion: Unanimous

Question Taken on Notice (Clr Bradley) - Item 12.3 - City of Parramatta Annual Report 2022/23

· Can you please clarify how we arrived at the number of 1300 staff working at Council as noted in the report?

· On page 89. It says there has only been 1 environmental upgrade agreement entered into by Council. Could staff advise what the barriers are and how could we encourage more businesses or property owners to engage in these arrangements?

Question Taken on Notice (Clr Valjak) - Item 12.3 - City of Parramatta Annual Report 2022/23

· There is an error in the statistics quoted for Councillor attendance, could this be corrected?

12.6

Naming proposal for unnamed new road infrastructure in Rosehill

(Report by Place Manager)

4604

RESOLVED: Deputy Lord Mayor, Councillor Prociv and Councillor MacLean

(a) That Council endorses the proposed name of Longworth Road for the unnamed roadway which forms part of the development at the former Clyde Refinery terminal located at Durham Street, Rosehill.

(b) That the preferred name for the unnamed roadway 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. Reports to Council - For Council Decision

13.4

Proposed Youth Inclusion Framework

(Report of Community Capacity Building Lead)

MOTION: Councillor MacLean and Lord Mayor, Councillor Prociv

(a) That Council endorse the development of a Youth Inclusion Framework, to provide a stronger framework to support and enhance Council programs and services that impact young people, and better inform future Council responses to gaps in needs.

(b) That the results of research and consultation with young people and other stakeholders, and a draft Youth Inclusion Framework be submitted to Council before 31 March 2025 for consideration.

AMENDMENT: Councillor Green and Councillor Garrard

That this matter be deferred to the next Council Meeting to allow for supplementary information to be prepared for the information of Council.

Record of Voting:

For the Amendment: Unanimous

4605

RESOLVED: Councillor Green and Councillor Garrard

That this matter be deferred to the next Council Meeting to allow for supplementary information to be prepared for the information of Council

Record of Voting:

For the Motion: Unanimous

13.5

Verge Planting and Landscaping Treatments at Entry Points to the City of Parramatta

(Report of Group Manager Parks & Open Space)

4606

RESOLVED: Deputy Lord Mayor, Councillor Prociv and Councillor MacLean

(a) That Council undertakes a feasibility study identifying the major entry points to the city and the capacity to improve the visual amenity, the study to include:

1 List of major entry points.

2 Land ownership for each site.

3 Options for partnering with current landowners.

4 Current maintenance schedules or contracts.

5 Proposed embellishments such as landscaping and or signage.

(b) That Council continues to maintain Council owned land at entry points to existing service levels and standards.

(c) That the CEO obtain quotations to relocate the boundary sign on Silverwater Rd to the Northern side of the M4 near Beaconsfield St Silverwater and consult with ward Councillors prior to any relocation of the sign.

(d) That Council authorise the CEO to commence discussions with the NSW Roads and Maritime Services (RMS) to improve the visual amenity and cleanliness of the neglected open space area at the entrance to the City, at the James Ruse Drive West bound exit ramp from the M4 motorway intersection at Rosehill, opposite Martha Street, including the construction of a footpath along James Ruse Drive between Grand Avenue and Prospect Street, Rosehill.

(e) That Council prepare a report on the feasibility and possible costs of identifying the Gateway to Parramatta Local Government Area from the east via Epping and Melrose Park and suggestions for public consultation of a possible Gateway and its treatment.

(f) That Council prepare a report on the feasibility and possible costs of identifying the Gateway to Parramatta Local Government Area on Australia Avenue (at the major roundabout Homebush) and suggestions for public consultation of a possible Gateway and its treatment.

Record of Voting:

For the Motion: Unanimous

13.7

Expression of Interest - Selection of Citizen Representatives - Citizen of the Year Awards Judging Panel

(Report of Team Leader Civic Program and Protocol)

4607

RESOLVED: Deputy Lord Mayor, Councillor Prociv and Councillor MacLean

(a) That Council appoint the following persons to the 2024 Citizen of the Year Awards Judging Panel:

· Suzanne Fawcus

· Shant Ohannessian

(b) That Omar Saeed Khan be appointed on an eligibility list in the event a member resigns or withdraws their application.

(c) That Council extend its appreciation to unsuccessful applicants, thanking them for their time they taken to submit their application and their interest in supporting the work of Council through membership of the relevant Committee.

Record of Voting:

For the Motion: Unanimous

Note: Item 13.8 was dealt with earlier in the meeting as detailed in these Minutes.

14. Notices of Motion

Note: Item 14.1 was dealt with earlier in the meeting as detailed in these Minutes.

15. Question with Notice

Note: Item 15.1 was dealt with earlier in the meeting as detailed in these Minutes.

PROCEDURAL MOTION

Move to closed session

RESOLVED: Councillor Wearne and Councillor MacLean

That at this time of the meeting, being 8.44pm, 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 16.3 Tender 09/2023 Hunts Creek Bridge Construction, North Rocks Road, North Parramatta. (Report of Project Manager)

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.

Item 16.5 Tender ITT 19/2023 Events Services - Structures, Power, Furniture. (Report of Digital & Creative Manager)

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

Record of Voting:

For the Motion: Unanimous

Note: The Council moved to Closed Confidential Session at 8.45pm.

16. CLOSED SESSION

16.3 Tender 09/2023 Hunts Creek Bridge Construction, North Rocks Road, North Parramatta

(Report of Project Manager)

RECOMMENDATION: Councillor Garrard and Councillor Noack

(a) That the tender submitted by Abergeldie Contractors Pty Ltd for construction of a bridge over Hunts Creek at North Rocks Road, North Parramatta for the sum of $11,523,216.40 (excluding GST), be accepted.

(b) That Council receive this report and note the receipt of $2M in grant funding from the Australian Federal Government’s Bridge Renewal Program, and an additional $2.5M in grant funding from the NSW State Government’s Infrastructure Betterment Fund, towards this project.

(c) That Council approve the carryover and reallocation of $834,018 in unused FY 2022/23 Reserve Funding, as outlined in this report, and allocate these funds to the Hunts Creek Bridge construction project for FY 2024/25.

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

(e) 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 Valjak) - Item 16.3 - Tender 09/2023 Hunts Creek Bridge Construction, North Rocks Road, North Parramatta

· Could the CEO please arrange an Urgent Briefing in order to provide further information to Ward Councillors (and any other Councillors) on this matter.

· Requested for a Communications Plan for Councillors to refer to/use.

Question taken on Notice (Clr Pandey) -: Item 16.3 - Tender 09/2023 Hunts Creek Bridge Construction, North Rocks Road, North Parramatta

· Was this matter identified and ‘picked up’ on the Risk Register?

· When will Council receive a report regarding the bridges across the LGA?

16.5 Tender ITT 19/2023 Events Services - Structures, Power, Furniture

(Report of Digital & Creative Manager)

RECOMMENDATION: Councillor Garrard and Councillor Wearne

(a) That Council approve the appointment of the six suppliers in Attachment for the establishment of two panels to provide structures and furniture and power for an initial contract period of three (3) years with two (2) one-year options.

(b) That it be noted that the Council endorsed budget for Structures and Furniture is $283,500.00 (ex gst) per annum, or $1,417,500.00 over 5 years and for Power $122,750.00 (ex gst) per annum or $613,750.00 (ex gst) over 5 years.

(c) That Council note, panellists have submitted a schedule of rates based on Council’s current event schedule, and awarding of work is to be based on the panellist’s ability to meet Council’s timelines and scope on individual events, as required.

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

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

Record of Voting:

For the Motion: Unanimous

PROCEDURAL MOTION

RETURN TO OPEN SESSION

RESOLVED: Councillor Noack and Councillor MacLean

That Council move to Open Session.

Record of Voting:

For the Motion: Unanimous

Note: Council returned to Open Session at 9.18pm.

17. REPORTS OF RESOLUTIONS PASSED IN CLOSED SESSION

Note: The recommendation of the Closed Session in relation to Items:

· 16.3 Tender 09/2023 Hunts Creek Bridge Construction, North Rocks Road, North Parramatta; and

· 16.5 Tender ITT 19/2023 Events Services - Structures, Power, Furniture

............... were received and noted as a resolution of Council without any alteration and amendment thereto.

16.3

Tender 09/2023 Hunts Creek Bridge Construction, North Rocks Road, North Parramatta

(Report of Project Manager)

4608

RESOLVED: Councillor Garrard and Councillor Noack

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

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

Record of Voting:

For the Motion: Unanimous

16.5

Tender ITT 19/2023 Events Services - Structures, Power, Furniture

(Report of Digital & Creative Manager)

4609

RESOLVED: Councillor Garrard and Councillor Wearne

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

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

Record of Voting:

For the Motion: Unanimous

18. CONCLUSION OF MEETING

The meeting concluded at 9.19pm.

This page and the preceding 26 pages are the Minutes of the Ordinary Council Meeting held on Monday, 20 November 2023 and were confirmed at on the Ordinary Council Meeting on 4 December 2023.

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Chairperson