NOTICE OF Council MEETING

PUBLIC AGENDA

 

An Ordinary Meeting of City of Parramatta Council will be held in PHIVE (COUNCIL CHAMBER)  COUNCIL CHAMBER AT 5 PARRAMATTA SQUARE, PARRAMATTA on Monday, 11 December 2023 at 6:30PM.

 

 

 

 

Gail Connolly PSM

CHIEF EXECUTIVE OFFICER

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


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STATEMENT OF ETHICAL OBLIGATIONS:

 

In accordance with clause 3.23 of the Model Code of Meeting Practice, Council is obligated to remind Councillors of the oath or affirmation of office made under section 233A of the Local Government Act 1993, and of their obligations under Council’s Code of Conduct to disclose and appropriately manage conflicts of interest – the ethical obligations of which are outlined below:

 

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.

 

 


Council                                                                  11 December 2023

 

 

TABLE OF CONTENTS

 

ITEM                                                SUBJECT        PAGE NO

 

1      OPENING MEETING

2      ACKNOWLEDGMENT OF TRADITIONAL OWNERS OF LAND

3      WEBCASTING ANNOUNCEMENT

4      GENERAL RECORDING OF MEETING ANOUNCEMENT

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

6      CONFIRMATIONS OF MINUTES

The unconfirmed minutes of the 4 December 2023 Council Meeting will be on the Supplementary Agenda........................................

7      DECLARATIONS OF INTEREST

8      Minutes of the Lord Mayor

9      Public Forum

10    Petitions

11    Rescission Motions

12    Reports to Council - For Notation

12.1          Audit Risk and Improvement Committee Meeting - 19 October 2023 - Minutes.......................................... 10

13    Reports to Council - For Council Decision

13.1          Parramatta Traffic Committee Meeting - 8 November 2023 - Minutes............. 18

13.2          Traffic Engineering Advisory Group - 8 November 2023 - Minutes................ 33

13.3          Status Update on Report - Sponsorships, Corporate Memberships and Memoranda of Understanding.. 135

13.4          CBD Footpaths Audit and Pavement Replacement Program................... 137

13.5          Delegation to the Lord Mayor and Chief Executive Officer for the 2023/24 Recess Period................................ 146

13.6          2024 Annual Community Grants Program......................................... 148

13.7          2024 Environmental Education Grants                                                       174

13.8          Post Exhibition: Adoption of First Nations Strategy 2024-2029........... 180

13.9          Post Exhibition: Adoption of Tower Crane Policy and Hoarding Policy... 249

13.10        Post Exhibition: Adoption of Shannons Paddock Landscape Masterplan..... 389

13.11        Appointment of Parramatta Local Planning Panel Members............... 534

13.12        Submission on Proposed Amendment to the Department of Planning and Environment - Homebush Bay West Development Control Plan (DCP) 2004 (for 16 Burroway Road and part 5 Footbridge Boulevard, Wentworth Point (Block H))....................................... 543

14    Notices of Motion

14.1          Signalisation of Pedestrian Crossing on Rawson Street, Epping................... 742

14.2          Signalisation of Intersection of Windsor Road and Windemere Avenue, Northmead..................................... 744

15    Questions with Notice

15.1          Council Meeting Live Stream Data.. 748

16    Confidential Matters

16.1          Tender 24/2023 Construction of Stewart Street Lookout, Stewart Street, Parramatta – Civil and Landscape Works

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.

16.2          Expression of Interest on Retail 6 - Parramatta Square

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.

16.3          Tender Exemption - Engagement of Property Strategy Consultant

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.

16.4          Tender Exemption - Engagement of 9 Wentworth Consultant

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.

16.5          LATE REPORT- Partnership Proposal between the City of Parramatta and Parramatta Eels

This report is confidential in accordance with section 10A (2) (c) 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.

17    PUBLIC ANNOUNCEMENT 

18    CONCLUSION OF MEETING

 

 

After the conclusion of the Council Meeting, and if time permits, Councillors will be provided an opportunity to ask questions of staff.

 

 

 


 

Reports to Council - For Notation

 

11 December 2023

 

12.1          Audit Risk and Improvement Committee Meeting - 19 October 2023 - Minutes............ 10


Council 11 December 2023                                                           Item 12.1

REPORTS TO COUNCIL - FOR NOTATION

ITEM NUMBER        12.1

SUBJECT                 Audit Risk and Improvement Committee Meeting - 19 October 2023 - Minutes

REFERENCE           F2022/03176 - D09198717

REPORT OF            Coordinator Internal Audit        

 

 

csp theme:           FAIR

 

PURPOSE:

 

To receive and note the confirmed minutes from the Audit, Risk and Improvement Committee (ARIC) meeting held on 19 October 2023. 

 

RECOMMENDATION

 

That Council receives and notes the minutes of the Audit, Risk and Improvement Committee (ARIC) meeting held on 19 October 2023 attached to this report.

 

BACKGROUND

 

1.     The ARIC provides independent assistance to Council by monitoring, reviewing and providing advice on governance processes, risk management and control frameworks, and external accountability obligations.

 

2.     The minutes of the ARIC meeting held on 19 October 2023 were confirmed by the ARIC at its meeting on 23 November 2023 and are now submitted for Council’s information.

 

ISSUES/OPTIONS/CONSEQUENCES

 

3.     In accordance with clause 6 of the ARIC Charter, the minutes are reported to Council after being confirmed by the Committee.

 

CONSULTATION & TIMING

 

Stakeholder Consultation

 

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

 

Date

Stakeholder

Stakeholder Comment

Council Officer Response

Responsibility

24 October 2023

Risk & Audit Manager

Minor changes recommended

Referred draft minutes to ARIC Chair

Risk & Audit

Coordinator Internal Audit

28 October 2023

Acting ARIC Chairperson

 

Approved

Referred approved draft minutes to ARIC

Risk & Audit

Coordinator Internal Audit

30 October

2023

ARIC Independents

No changes recommended

No change to Acting Chair approved minutes

Risk & Audit

Coordinator Internal Audit

 

Councillor Consultation

 

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

 

Date

Councillor

Councillor Comment

Council Officer Response

Responsibility

30 October

2023

Councillor representatives on ARIC

No comment from councilor representatives

No further action

Risk & Audit

Coordinator Internal Audit

 

LEGAL IMPLICATIONS FOR COUNCIL

 

6.     There are no legal implications associated with this report.

 

FINANCIAL IMPLICATIONS FOR COUNCIL

 

7.     There are no financial implications associated with this report.

 

Steven Unkovic

Coordinator Internal Audit

 

Roxanne Thornton

Chief Governance & Risk Officer

 

John Angilley

Executive Director Finance & Information

 

Gail Connolly

Chief Executive Officer

 

 

 

 

Attachments:

1

ARIC Meeting Minutes 19 October 2023

5 Pages

 

 

 

REFERENCE MATERIAL

 


Item 12.1 - Attachment 1

ARIC Meeting Minutes 19 October 2023

 

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Reports to Council - For Council Decision

 

11 December 2023

 

13.1          Parramatta Traffic Committee Meeting - 8 November 2023 - Minutes............................ 18

 

13.2          Traffic Engineering Advisory Group - 8 November 2023 - Minutes............................ 33

 

13.3          Status Update on Report - Sponsorships, Corporate Memberships and Memoranda of Understanding............................................ 135

 

13.4          CBD Footpaths Audit and Pavement Replacement Program................................ 137

 

13.5          Delegation to the Lord Mayor and Chief Executive Officer for the 2023/24 Recess Period........................................................ 146

 

13.6          2024 Annual Community Grants Program... 148

 

13.7          2024 Environmental Education Grants........ 174

 

13.8          Post Exhibition: Adoption of First Nations Strategy 2024-2029.................................... 180

 

13.9          Post Exhibition: Adoption of Tower Crane Policy and Hoarding Policy......................... 249

 

13.10        Post Exhibition: Adoption of Shannons Paddock Landscape Masterplan....... 389

 

13.11        Appointment of Parramatta Local Planning Panel Members.......................................... 534

 

13.12        Submission on Proposed Amendment to the Department of Planning and Environment - Homebush Bay West Development Control Plan (DCP) 2004 (for 16 Burroway Road and part 5 Footbridge Boulevard, Wentworth Point (Block H))....................................... 543


Council 11 December 2023                                                           Item 13.1

REPORTS TO COUNCIL - FOR COUNCIL DECISION

ITEM NUMBER        13.1

SUBJECT                 Parramatta Traffic Committee Meeting - 8 November 2023 - Minutes

REFERENCE           F2022/03176 - D08824702

REPORT OF            Traffic and Transport Manager       

 

 

CSP THEME: Accessible

 

workshop/briefing date:  Nil

 

PURPOSE:

 

The purpose of this report is to provide Council with the minutes of the Parramatta Traffic Committee held on 8 November 2023 and seek Council approval for the recommendations of the Committee.

 

RECOMMENDATION

 

(a)    That Council note the minutes of the Parramatta Traffic Committee held on 8 November 2023, provided at Attachment 1.

 

(b)    That Council approves the recommendations of the Parramatta Traffic Committee from the meeting held on 8 November 2023 provided at Attachment 1 and in this report, noting the following financial implications for each item.

 

ITEM 2311 A1 - 28 CAMBRIDGE STREET, EPPING – INSTALLATION OF ELECTRICAL VEHICLE (EV) CHARGING SPACE

 

According to the conditions of the development consent, the construction, installation and on-going maintenance of all infrastructure, including any signage and line marking are to be paid by the applicant at no cost to Council.

 

BACKGROUND

 

1.     Transport for NSW (TfNSW) is legislated as the organisation responsible for the control of traffic on all roads in New South Wales under the Road Transport (Safety & Traffic Management) Act 1999.  To deal with the large number and range of traffic related matters effectively, TfNSW has delegated certain aspects of the control of traffic on local roads to councils.  TfNSW has retained both the control of traffic on the State's classified road network and the control of traffic signals on all roads.

 

2.     The TfNSW Delegation to Councils limits the types of prescribed traffic control devices and traffic control facilities that Council can authorise and imposes certain conditions on councils.  One of these conditions requires councils to obtain the advice of TfNSW and the Police prior to proceeding with any proposal. This is most commonly achieved by councils establishing a Local Traffic Committee.

 

3.     The Committee is composed of four formal members each with one vote. These four members are a representative from Council, the Police, TfNSW and the Local State Member of Parliament or their nominee.  The Parramatta Traffic Committee is an advisory body only, having no decision-making powers. It is, primarily, a technical review committee that is required to advise the Council on traffic related matters referred to it by Council. In general, Council makes the decision, however, the Police and TfNSW can appeal Council’s decision to the Regional Traffic Committee.

 

ISSUES/OPTIONS/CONSEQUENCES

 

4.     The most recent meeting of the Parramatta Traffic Committee was held on 8 February 2023. The meeting was attended by Councillors Paul Noack (Chairperson), Henry Green and Patricia Prociv. The minutes of that meeting and the reports to that meeting are in Attachment 1 and Attachment 2 of this report.

 

The recommendations from the Parramatta Traffic Committee meeting are provided below.

 

ITEM NO

 

ITEM 2311 A1 – 28 CAMBRIDGE STREET, EPPING – INSTALLATION OF ELECTRICAL VEHICLE (EV) CHARGING SPACE

 

Recommendation from Parramatta Traffic Committee:

 

1.     That Council approves the installation of a ‘2P Electric Vehicles (Symbolic) Only’ (R5-1-10n) restriction with associated Electric Vehicle pavement marking on the east side of Cambridge Street south of Chester Street, Epping (outside 28 Cambridge Street) as shown Figure 3 of this report.

 

2.     That recommendation 1 is subject to the following:

a.  All costs associated with the installation and maintenance of the EV charging bay to be paid for by the applicant at no cost to Council.

b.  All relevant fees in accordance with Council’s Fees and Charges to be paid for by the applicant.

c.  Adherence to conditions of consent issued for the development application DA/888/2022 for the installation of an electric vehicle charging station at 28 Cambridge Street, Epping.

 

Unanimous support.

 

CONSULTATION & TIMING

 

5.     Details of the consultation undertaken with the Community, Agencies and Councillors for each item, are included in Attachment 2 and Attachment 3.

 

LEGAL IMPLICATIONS FOR COUNCIL

 

6.     There are no legal implications for Council associated with any of the items in this report.

 FINANCIAL IMPLICATIONS FOR COUNCIL

 

7.     The financial implication for the item is provided below.

 

ITEM

 

2311 A1

According to the conditions of the development consent, the construction, installation and on-going maintenance of all infrastructure, including any signage and line marking, are to be paid by the applicant at no cost to Council. 

 

The below fees, in accordance with Council’s adopted Fees and Charges are applicable to this application.  Other fees related to the development assessment and conditions of consent also apply.

 

7.26.1     Assessment of Traffic Facility Plans to be delivered as part of a Condition of Consent through Traffic Committee Process (exc. supply and installation)

 

0617 Changes to parking restrictions within a local street for a length of less than 50m: $200

 

7.26.12   User Pay Parking Sign (if Council organises installation of sign)

 

0667 Installation/relocation/maintenance - per sign: $80.27 (incl GST)

 

0668 Installation/relocation/maintenance - per post: $300.50 (incl GST)

 

7.26.16   Electric vehicle charging infrastructure on council roads

 

0674 Regulated EV charging space monitoring and administration fee (excludes sign installation/ maintenance and any lease/license agreements): $10/yr

 

9.     There are no financial impacts on the budget arising from approval of this report as summarised in the table below.

 

 

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

N/A

N/A

N/A

N/A

 

 

 

 

 

Operating Result

 

 

 

 

External Costs

 

 

 

 

Internal Costs

 

 

 

 

Depreciation

 

 

 

 

Other

 

 

 

 

Total Operating Result

Nil

Nil

Nil

Nil

 

 

 

 

 

Funding Source

Nil

Nil

Nil

Nil

 

 

 

 

 

CAPEX

 

 

 

 

CAPEX

 

 

 

 

External

 

 

 

 

Internal

 

 

 

 

Other

 

 

 

 

Total CAPEX

Nil

Nil

Nil

Nil

 

Richard Searle

Traffic and Transport Manager

 

Jennifer Concato

Executive Director City Planning and Design

 

John Angilley

Executive Director Finance & Information

 

Gail Connolly

Chief Executive Officer

 

 

 

 

Attachments:

1

PTC 2311 Minutes for the Parramatta Traffic Committee meeting held on 8 November 2023

3 Pages

 

2

PTC 2311 Item Reports for the Parramatta Traffic Committee meeting held 8 November 2023

7 Pages

 

3

PTC 2311 Attachment 3 Consultation and Timing for Parramatta Traffic Committee meeting held on 8 November 2023

1 Page

 

 

 

REFERENCE MATERIAL

 


Item 13.1 - Attachment 1

PTC 2311 Minutes for the Parramatta Traffic Committee meeting held on 8 November 2023

 

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Item 13.1 - Attachment 2

PTC 2311 Item Reports for the Parramatta Traffic Committee meeting held 8 November 2023

 

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Item 13.1 - Attachment 3

PTC 2311 Attachment 3 Consultation and Timing for Parramatta Traffic Committee meeting held on 8 November 2023

 

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Council 11 December 2023                                                           Item 13.2

REPORTS TO COUNCIL - FOR COUNCIL DECISION

ITEM NUMBER        13.2

SUBJECT                 Traffic Engineering Advisory Group - 8 November 2023 - Minutes

REFERENCE           F2022/03176 - D09214753

REPORT OF            Traffic and Transport Manager       

 

 

CSP THEME: Accessible

 

workshop/briefing date: Nil

 

PURPOSE:

 

That Council note the minutes and recommendations of the Traffic Engineering Advisory Group meeting held on 8 November 2023.

 

RECOMMENDATION

 

That Council notes the minutes of the Traffic Engineering Advisory Group meeting held on 8 November 2023, as provided in Attachment 1, and summarised below:

 

ITEM 2311 B1 HILL ROAD, WENTWORTH POINT – UPDATE ON THE PROPOSED IMPROVEMENTS

 

This report only provides an update on the proposed traffic improvements and other proposed works on Hill Road and Bennelong Parkway, Wentworth Point and Sydney Olympic Park. Therefore, this report has no financial impact upon Council's budget.

 

ITEM 2311 B2 DARCY ROAD AT CUMBERLAND HIGHWAY, WENTWORTHVILLE – PROPOSED UPGRADE OF INTERSECTION

 

This report presents the findings of the traffic modelling study undertaken to reduce traffic congestion and improve efficiency at the signalised intersection of Darcy Road and Cumberland Highway, Wentworthville. In accordance with Council’s resolution, this report is to be forwarded to TfNSW for investigation and reply to Council. As such, this item has no impacts on Council’s budget at this stage. 

 

ITEM 2311 B3 UPDATED DESIGNS FOR LINE MARKING OF DRIVEWAYS ON LOCAL ROADS

 

There are no changes proposed to the current financial arrangements for line marking at driveways. This report provides designs for line marking across driveways. Council can undertake the works on behalf of residents and businesses subject to fees being paid in accordance with Council’s Fees and Charges Schedule which is currently $342 for the first driveway and $237 for the second and subsequent driveways. This fee does not cover maintenance of the line marking. Residents and businesses may also undertake the works independently of Council subject to conditions.

 

ITEM NO 2311 B4 PROJECTS RECENTLY COMPLETED, PROJECTS CURRENTLY FUNDED AND PROJECTS LISTS FOR CONSIDERATION OF FUTURE FUNDING

 

There are no financial implications to Council as a result of this report.

 

ITEM NO 2311 B5 HILL ROAD AND BENNELONG PARKWAY – PROPOSED TEMPORARY AT-GRADE PEDESTRIAN CROSSING AND SPEED CUSHION

 

This item is to only provide an update to Councillors that a proposal for the installation of an at-grade pedestrian crossing and speed cushion will be referred to the Parramatta Traffic Committee items considered under Delegated Authority. Accordingly, there is no direct financial implications arising from this item.

 

BACKGROUND

 

1.     The Traffic Engineering Advisory Group (TEAG) is similar to the Parramatta Traffic Committee, except that it only involves matters that do not invoke the Transport for NSW (TfNSW) delegation to councils.  The TEAG does not have the formal voting process that Parramatta Traffic Committee has.  It is primarily a technical review committee that advises Council on traffic related matters. TEAG also considers items where TfNSW maintains its control, such as speed limits, clearways and traffic signals, or items for which TfNSW does not have control such as planning of future projects.

 

2.     The most recent meeting of the TEAG was held on 8 November 2023. The meeting was attended by Councillors Paul Noack (Chairperson), Henry Green and Patricia Prociv. The minutes of that meeting and the reports to that meeting are provided at Attachments 1 and 2 of this report.

 

ISSUES/OPTIONS/CONSEQUENCES

 

3.     The recommendations from the TEAG meeting are provided below.

 

ITEM NO

 

ITEM 2311 B1 – HILL ROAD, WENTWORTH POINT – UPDATE ON THE PROPOSED IMPROVEMENTS

 

Recommendation from Traffic Engineering Advisory Group:

 

That the update regarding improvements on Hill Road, Wentworth Point be noted.

 

Unanimous support.

 

ITEM 2311 B2 – DARCY ROAD AT CUMBERLAND HIGHWAY, WENTWORTHVILLE – PROPOSED UPGRADE OF INTERSECTION

 

Recommendation from Traffic Engineering Advisory Group:

 

1.     That Option 1 from the Bitzios Consulting report be the preferred longer-term option to reduce traffic congestion at the intersection of Darcy Road and Cumberland Highway, Wentworthville. This option includes road widening to provide 3 lanes on the eastern approach to the intersection.

 

2.     That the Lord Mayor write to the NSW Minister for Transport and the Secretary TNSW, as previously resolved by Council, with the aim of constructing, as a priority, Option 1.

 

Unanimous support.

 

ITEM 2311 B3 – UPDATED DESIGNS FOR LINE MARKING OF DRIVEWAYS ON LOCAL ROADS

 

Recommendation from Traffic Engineering Advisory Group:

That the updated designs for line marking at driveways as shown in the report be approved.

 

Unanimous support.

 

ITEM 2311 B4 – PROJECTS RECENTLY COMPLETED, PROJECTS CURRENTLY FUNDED AND PROJECTS LISTS FOR CONSIDERATION OF FUTURE FUNDING

 

1.     That the Projects Lists for proposed traffic works be received and noted.

 

2.     That the two (2) traffic projects that have been completed since the last TEAG meeting be noted.

 

Unanimous support.

 

BUSINESS ITEM:

 

ITEM 2311 B5 – HILL ROAD AND BENNELONG PARKWAY – PROPOSED TEMPORARY AT-GRADE PEDESTRIAN CROSSING AND SPEED CUSHION

 

That Council note that a proposal for an at-grade pedestrian crossing and speed cushion in Hill Road, Wentworth Point at the slip lane into Bennelong Parkway will be referred for approval through the Parramatta Traffic Committee items considered under Delegated Authority.

 

Unanimous support.

 

CONSULTATION & TIMING

 

LEGAL IMPLICATIONS FOR COUNCIL

 

5.     There are no legal implications for Council associated with any of the items in this report.

 

 

 

 

FINANCIAL IMPLICATIONS FOR COUNCIL

 

6.     The financial comments for each item are provided below.

 

ITEM

 

2311 B1

This report only provides an update on the proposed traffic improvements and other proposed works on Hill Road and Bennelong Parkway, Wentworth Point and Sydney Olympic Park. Therefore, this report has no financial impact upon Council's budget.

 

2311 B2

This report presents the findings of the traffic modelling study undertaken to reduce traffic congestion and improve efficiency at the signalised intersection of Darcy Road and Cumberland Highway, Wentworthville. In accordance with Council’s resolution, this report is to be forwarded to TfNSW for investigation and reply to Council. As such, this item has no impacts on Council’s budget at this stage.

 

2311 B3

There are no changes proposed to the current financial arrangements for line marking at driveways.  This report provides designs for line marking across driveways. Council can undertake the works on behalf of residents and businesses subject to fees being paid in accordance with Council’s Fees and Charges Schedule which is currently $342 for the first driveway and $237 for the second and subsequent driveways.  This fee does not cover maintenance of the line marking.  Residents and businesses may also undertake the works independently of Council subject to conditions.

 

2311 B4

There are no financial implications to Council as a result of this report.

 

2311 B5

This item is to only provide an update to Councillors that a proposal for the installation of an at-grade pedestrian crossing and speed cushion will be referred to the Parramatta Traffic Committee items considered under Delegated Authority. Accordingly, there is no direct financial implications arising from this item.

 

 

7.     There is no financial impact on the budget arising from approval of this report as summarised in the table below.

 

 

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

N/A

N/A

N/A

N/A

 

 

 

 

 

Operating Result

 

 

 

 

External Costs

 

 

 

 

Internal Costs

 

 

 

 

Depreciation

 

 

 

 

Other

 

 

 

 

Total Operating Result

Nil

Nil

Nil

Nil

 

 

 

 

 

Funding Source

Nil

Nil

Nil

Nil

 

 

 

 

 

CAPEX

 

 

 

 

CAPEX

 

 

 

 

External

 

 

 

 

Internal

 

 

 

 

Other

 

 

 

 

Total CAPEX

Nil

Nil

Nil

Nil

 

 

 

Richard Searle

Traffic and Transport Manager

 

Jennifer Concato

Executive Director City Planning and Design

 

John Angilley

Executive Director Finance & Information

 

Gail Connolly

Chief Executive Officer

 

 

 

 

Attachments:

1

TEAG 2311 Minutes for the Traffic Engineering Advisory Group meeting held on 8 November 2023

5 Pages

 

2

TEAG 2311 Item Reports for the Traffic Engineering Advisory Group meeting held on 8 November 2023

86 Pages

 

3

TEAG 2311 Attachment 3 Consultation and Timing for Traffic Engineering Advisory Group meeting held on 8 November 2023

6 Pages

 

 

 

REFERENCE MATERIAL

 


Item 13.2 - Attachment 1

TEAG 2311 Minutes for the Traffic Engineering Advisory Group meeting held on 8 November 2023

 

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Item 13.2 - Attachment 2

TEAG 2311 Item Reports for the Traffic Engineering Advisory Group meeting held on 8 November 2023

 

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Item 13.2 - Attachment 3

TEAG 2311 Attachment 3 Consultation and Timing for Traffic Engineering Advisory Group meeting held on 8 November 2023

 

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Council 11 December 2023                                                           Item 13.3

REPORTS TO COUNCIL - FOR COUNCIL DECISION

ITEM NUMBER        13.3

SUBJECT                 Status Update on Report - Sponsorships, Corporate Memberships and Memoranda of Understanding

REFERENCE           F2022/03176 - D09226900

REPORT OF            Executive Director City Planning and Design        

 

 

CSP THEME:           Thriving

 

workshop/briefing date:  NIL

 

PURPOSE:

 

This report is to seek an extension to the due date for a report to Council which will provide a detailed list of current and planned sponsorships, corporate memberships, and Memorandums of Understanding (MoU) of Council.

 

RECOMMENDATION

 

That the report Council requested in July 2023 detailing the current and planned sponsorships, corporate memberships and Memorandums of Understanding be provided to a Council meeting in February 2024.

 

BACKGROUND

 

1.       In July 2023, Councillors resolved that a report be provided to Council detailing the current and planned sponsorships, corporate memberships, and Memorandums of Understanding of Council including their financials. In October 2023, Council resolved to receive the report in November 2023.  

 

2.       In consultation with the relevant Councillor who moved the motion, there was an acknowledgement that the work and research required to respond to the resolution is more intensive than originally anticipated, and there was in principle support to report the matter to Council in February 2024.

 

3.       As a result this report seeks endorsement for the report referred to in paragraph 1 to be provided to Council in February 2024.

 

CONSULTATION & TIMING

 

Stakeholder Consultation

 

4.       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

 

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

 

Date

Councillor

Councillor Comment

Council Officer Response

Responsibility

11/09/2023

Lord Mayor

Minor feedback provided on list.

Noted

City Strategy

12/09/2023

Cr Garrard

Feedback provided on the list and in principle agreement to defer the report to November.

Noted

City Strategy

08/11/2023

Cr Garrard

 

 

 

Feedback provided on the list and in principle agreement to defer the report to February.

Noted

Executive Director City Engagement and Experience

 

LEGAL IMPLICATIONS FOR COUNCIL

 

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

 

FINANCIAL IMPLICATIONS FOR COUNCIL

 

7.       There are no financial implications for Council associated with this report.

 

 

 

Jennifer Concato

Executive Director City Planning and Design

 

Angela Jones-Blayney

Executive Director City Engagement & Experience

 

John Angilley

Executive Director Finance & Information

 

Gail Connolly

Chief Executive Officer

 

 

 

 

Attachments:

There are no attachments for this report.

 

REFERENCE MATERIAL


Council 11 December 2023                                                           Item 13.4

REPORTS TO COUNCIL - FOR COUNCIL DECISION

ITEM NUMBER        13.4

SUBJECT                 CBD Footpaths Audit and Pavement Replacement Program

REFERENCE           F2022/03176 - D09184640

REPORT OF            Coordinator Infrastructure Asset Plan       

 

 

CSP THEME: Green

 

workshop/briefing date:  Nil

 

PURPOSE:

 

The purpose of this report is to provide an update on the resolution of Council relating to Item 14.1 of the Council meeting held on 22 August 2022 regarding CBD footpath audit and pavement replacement program.

 

RECOMMENDATION

 

(a)    That Council receives and notes the report.

 

(b)    That Council requests the Chief Executive Officer to explore additional revenue opportunities to increase the budget allocation for the Footpath Renewal Program (FRP) in Council’s Long Term Financial Plan (LTFP) by up to $2.7 million over 3 years starting from FY26.

 

BACKGROUND

 

1.     Council, at its meeting held on 22 August 2022 resolved to receive a report outlining the footpath audit report (condition assessment) of CBD footpaths. 

 

2.     Council owns and manages nearly 900 km of footpath covering approximately 1.5 million sqm of footpath area across the LGA. This includes about 50 km of footpath covering approximately 160 thousand sqm of footpath from the Parramatta City Centre (Parramatta CBD).

 

3.     The footpath condition assessment was completed in late June 2023. The entire City of Parramatta (CoP) Local Government Area (LGA) was surveyed, which included pathways on road reserves, parks, open spaces, and reserves.

 

4.     The assessment involved inventory verification, measurement, defect identification, condition rating, and video imagery/digital recording of assets by segments.

 

5.     The condition assessment data and usage information are used to develop the footpath renewal and repair program to address any immediate safety concerns and meet the desired level of service for FY2023/24 and beyond.

 

ISSUES/OPTIONS/CONSEQUENCES

 

6.     Council’s management of footpath network is guided by the Road and Transport Asset Management Plan (AMP) that defines the need for periodic condition assessment of the assets, review of the desired Level of Service (LOS) and development and implementation of short (annual), medium (4 year) and long term (10 year) renewal and maintenance program.

 

7.     There are established technical guidelines and standards to undertake condition rating of public assets. Road and Transport AMP provides general guidance on the expected asset condition and necessary intervention to achieve desired level of service as outlined in Table 1 below.

 

Table 1. Footpath Condition Rating and Treatment Strategy

Condition

Rating

Description

Life consumed (%)

General Treatment/Action

1

Excellent

No work required

0-15%

Maintain

2

Good

Minor wear and tear, no short-term failure risk

15-40%

Maintain

3

Satisfactory/Fair

Optimum Service Level Deterioration evident and minor defects.

40-65%

Maintain/repair

4

Poor

Below Service Level. Significant defects and failures are likely in the short term.

65-90%

Replace

5

Very Poor

Failed. Asset Unserviceable needs renewal immediately.

90-100%

Make safe and replace

 

8.     According to the condition assessment report, overall footpath condition in the Parramatta LGA is satisfactory with 82% of footpaths being either satisfactory (Condition 3) or better. The survey indicates 1 % (7,767 sqm) of footpaths are in very poor condition (Condition 5) requiring immediate intervention (Figure 1).

 

Figure 1. Footpath Condition Status of Parramatta LGA

 

9.     The report also highlights that 86% of the footpaths within the Parramatta City Centre are either satisfactory or better. The remaining 14 % (7,775 sqm) of footpaths from 40 locations are in poor condition (Condition 4) requiring intervention (Figure 2). 

 

                 Figure 2. Footpath Condition Status of Parramatta City Centre

 

10.   Council has undertaken further investigation of these 40 sites and identified 10 locations (1,965 sqm) as higher priority (Appendix A & B) based on safety requirements, foot traffic and asset condition. These works are programmed for FY2023/24 and FY2024/25 to be delivered under Council’s existing Footpath Replacement Program (FRP) (Table 2). 

 

11.   Replacement of all identified footpaths within the Parramatta City Centre are programmed to meet the requirements of the Public Domain Guideline Paving Strategy. Upcoming developments in the vicinity in the short to medium term, utility restoration works, and Council’s own Capital Works Program were reviewed and considered to avoid conflicts as well as to utilise opportunities for conditioning to proposed development activities.

 

Table 2. Parramatta City Centre Footpath – High-Priority Sites

Footpath Program, High Priority Sites - Delivery FY2023/24

Street Name

From

To

Side

Area (m2)

Existing Path

Public Domain Guideline Paving Strategy

Cost

Church Street

Argyle Street

Darcy street

West

132

Brick Pavers

Granite flagstone

$82,630

Wigram Street

Parkes Street

Hassall Street

West

88.2

Asphalt

Concrete Paver

$50,200

Hunter Street

Pitt Street

#4-14

North

252

Concrete

Concrete Paver

$127,920

Pitt Street

Park Pde

Hunter Street

East

260

Concrete Paver

Concrete Paver

$122,665

Pitt Street

Park Pde

Hunter Street

West

220

Concrete

Concrete Paver

$102,800

Total

$486,215

 

Footpath Program, High Priority Sites - Delivery FY2024/25

 

Campbell Street

O'Connell Street

Driveway

North

161

Brick Pavers

Concrete Paver

$85,400

O'Connell Street

Campbell Street

Great Western Highway

West

72

Concrete

Concrete Paver

$34,850

Ada Street

Station Street East

Wigram Street

South

185.3

Asphalt

Concrete Paver

$91,100

George Street

Charles Street

#140

North

390

Brick Pavers

Granite flagstone

$245,310

Charles Street

George Street

Philip Street

West

204.16

Brick Pavers

Concrete Paver

$110,050

Total

$566,710

 

12.   Delivery of the footpath replacement works at the remaining 30 sites are recommended to be programmed over three financial years (from FY26 to FY28) with provision of additional financial resources discussed in this report.

 

CONSULTATION & TIMING

 

Stakeholder Consultation

 

13.   Council’s Planning and Design directorate were consulted for necessary information about the Strategic Public Domain Delivery Program, existing and potential development activities within the City Centre and potential funding available to undertake the footpath replacement program.

 

Councillor Consultation

 

14.   Rosehill and Parramatta ward Councillor were fully briefed on the outcome of the footpath audit report and the proposal included in this report on 8 November 2023 and 22 November 2023 respectively. The proposal was attached to the presentation that was part of the respective ward Councillor update.

 

LEGAL IMPLICATIONS FOR COUNCIL

 

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

 

FINANCIAL IMPLICATIONS FOR COUNCIL

 

16.   Council’s Long Term Financial Plan (LTFP) includes provision of $1.7 million per year to deliver the Footpath Renewal Program (FRP) across the LGA.

 

17.   Total cost of footpath replacement of 40 identified sites within the Parramatta City Centre are estimated to be $7.8 million. These works need to be prioritised and delivered over the next five years to avoid severe pedestrian safety risks and preserve aesthetic value of the city.

 

18.   The total cost of the 10 high priority sites being delivered over FY24 and FY25 as discussed in item 0 above is $1.1 million. This is being funded through Council’s existing Footpath Renewal Program (FRP).

 

19.   An additional $1.5 million ($ 0.5 million each year over FY26-FY28) can be provisioned from the existing FRP to deliver remaining 30 sites.

 

20.   Council’s Strategic Public Domain Delivery Program also includes provision of $2.5 million which can be utilised to deliver the footpath replacement.

 

21.   Total funding available from existing program and provisions as outlined in items 0, 0 and 0 above is $5.1 million.

 

22.   Therefore, there is a funding shortfall of $2.7 million required over FY26-FY28 based on the cost estimate discussed in item 0 and existing funding provisions discussed in item 0 above.

 

23.   It is recommended that Council directs the Chief Executive Officer to explore additional revenue opportunities to increase budget provision of the Footpath Renewal Program (FRP) in Council’s Long Term Financial Plan (LTFP) by an additional $2.7 million over 3 years starting from FY26.

 

 

 

Jatish Singh

Coordinator Asset Management Plan

 

John Angilley

Chief Financial and Information Officer

 

James Smallson

A/Executive Director, City Assets & Operations

 

Gail Connolly

Chief Executive Officer

 

 

 

 

Attachments:

1

Appendix A – Parramatta City Centre Footpath Replacement Priority Map

 

 

2

Appendix B – Parramatta City Centre Footpath Replacement priority List (40 Sites)

 

 

 

 

 

 

 

 

 

 

 

 


Item 13.4 - Attachment 1

Appendix A – Parramatta City Centre Footpath Replacement Priority Map

 


Item 13.4 - Attachment 2

Appendix B – Parramatta City Centre Footpath Replacement priority List (40 Sites)

 

 

Appendix B – Parramatta City Centre Footpath Replacement priority List (40 Sites)

 

CBD Footpath List (40 Sites)

STREET NAME

FROM

TO

SIDE

AREA

Public Domain Guideline Paving Strategy

Wigram Street

Parkes Street

Hassall Street

West

88.2

Concrete Paver

Ada Street

Station Street East

Wigram Street

North

198.9

Concrete Paver

Ada Street

Station Street East

Wigram Street

South

185.3

Concrete Paver

Marion Street

Jubilee Lane

Station St West

North

733.7

Concrete Paver

Marion Street

Jubilee Lane

Church Street

North

13.8

Concrete Paver

Marsden Street

Argyle Street

Great Western Highway

West

1388.6

Concrete Paver

Church Street

Boundary St

Great Western Highway

West

1618.74

Granite flagstone

O'Connell Street

Camplell Street

Argyle Street

West

815.1

Concrete Paver

O'Connell Street

Argyle Street

Hunter Street

East

117

Concrete Paver

O'Connell Street

Argyle Street

Hunter Street

West

319.8

Concrete Paver

Ross Street

Villiers Street

Church Street

South

332.1

Asphalt

Ross Street

O'Connell Street

Trott Street

North

229.4

Asphalt

Ross Street

Trott Street

Villiers Street

North

300.7

Asphalt

Ross Street

O'Connell Street

Villiers Street

South

64.5

Asphalt

Trott Street

Ross Street

Grose Street

West

176.4

Asphalt

Grose Street

Church Street

Villiers Street

North

192

Asphalt

Villiers Street

Grose Street

Ross Street

East

144

Asphalt

Villiers Street

Grose Street

Fennell Street

East

345.6

Asphalt

Villiers Street

Ross Street

Victoria Street

West

423

Asphalt

Villiers Street

Fennell Street

Harold Street

East

423

Asphalt

Lamont Street

Sorrell Street

Dead End

South

163.2

Concrete Paver

Horwood Place

Phillip Street

George Street

Both

907.8

Granite flagstone

Union Street

Charles Street

Angus Lane

South

463.6

Concrete Paver

Pitt Street

Campbell Street

Argyle Street

East

367.4

Concrete Paver

Great Western Highway

Church Street

O'Connell Street

North

1302

In-situ concrete

Campbell Street

Church Street

Marsden Street

North

925

Concrete Paver

Argyle Street

Marsden Street

Church Street

South

694.2

Concrete Paver

Anderson Street

Marion Street

Parkes Street

West

127.5

Concrete Paver

Anderson Street

Marion Street

Parkes Street

East

972.4

Concrete Paver

Lansdowne Street

Marsden Street

Church Street

North

117

Concrete Paver

Lansdowne Street

Marsden Street

Church Street

South

134.4

Concrete Paver

Dixon Street

Inkerman Street

Church Street

North

690

Concrete Paver

Charles Street

George Street

Philip Street

West

368

Concrete Paver

Pitt Street

Great Western Highway

Campbell Street

East

195.7

Concrete Paver

Valentine Avenue

Argyle Street

Parkes Street

East

525

Concrete Paver

Valentine Avenue

Argyle Street

Parkes Street

West

642.2

Concrete Paver

Erby Place

Phillip Street

Dead End

West

79.5

Granite flagstone

George Khattar Ln

PHILLIP ST

WILDE AV

West

63

Granite flagstone

George Khattar Ln

PHILLIP ST

WILDE AV

East

69

Granite flagstone

PY- Jubilee Park

18A Marion Street

 

West

49.5

In-situ concrete

 

 


Council 11 December 2023                                                           Item 13.5

REPORTS TO COUNCIL - FOR COUNCIL DECISION

ITEM NUMBER        13.5

SUBJECT                 Delegation to the Lord Mayor and Chief Executive Officer for the 2023/24 Recess Period

REFERENCE           F2022/03176 - D09120590

REPORT OF            Chief Governance & Risk Officer       

 

PURPOSE:

 

To provide delegation to the Lord Mayor and Chief Executive Officer during the 2023/24 recess period.

 

 

RECOMMENDATION

 

That:

 

(a)    Council delegates to the Lord Mayor the authority to exercise the powers, authorities, duties and functions of Council during the recess period.

 

(b)    The Lord Mayor shall consult with the Chief Executive Officer prior to exercising the delegation.

 

(c)    The delegation does not override the Chief Executive Officer’s delegation approved by Council at its meeting on 11 April 2023.

 

(d)    Any person acting as the Chief Executive Officer during the recess period has all the functions and delegations and sub delegations given to the Chief Executive Officer pursuant to this resolution and those made at the Council meeting on 11 April 2023.

 

(e)    At the end of the recess period, the Chief Executive Officer report to Councillors all delegations jointly exercised by the Lord Mayor and the Chief Executive Officer during the recess period.

 

BACKGROUND

 

1.     Council will hold its final Council Meeting for 2023 on Monday, 11 December 2023 and the first Council Meeting of 2024 on Monday, 12 February 2024. The period between the last 2023 Council Meeting and the first 2024 Council Meeting is known as the recess period.

 

2.     To ensure the smooth operation of the City, and to manage any emergency or natural disaster during the recess period, it is proposed that Council delegates the Lord Mayor all powers, duties and functions of the Council which cannot reasonably be deferred to the first ordinary Council Meeting following the recess period. This is subject to the Lord Mayor consulting the Chief Executive Officer prior to exercising the delegation.

 

3.     The delegation does not preclude the ability to call an Extraordinary Council Meeting in accordance with Council’s adopted Code of Meeting Practice and the Local Government Act 1993.

FINANCIAL IMPLICATION FOR COUNCIL

 

4.     There are no unbudgeted finance implications in this report.

 

 

 

Roxanne Thornton

Chief Governance & Risk Officer

 

John Angilley

Executive Director Finance & Information

 

Gail Connolly

Chief Executive Officer

 

 

 

Attachments:

 

 

REFERENCE MATERIAL

 


Council 11 December 2023                                                           Item 13.6

REPORTS TO COUNCIL - FOR COUNCIL DECISION

ITEM NUMBER        13.6

SUBJECT                 2024 Annual Community Grants Program

REFERENCE           F2022/03176 - D09149966

REPORT OF            Community Capacity Building Officer

PREVIOUS ITEMS           13.6 - 2024 Community Grants Program - Council - 14 Aug 2023 6:30PM       

 

CSP THEME:           Fair

 

workshop/briefing date:  Nil

 

PURPOSE:

 

To seek endorsement of the proposed funding allocations under the 2024 City of Parramatta Community Grants Annual Round.

 

RECOMMENDATION

 

(a)    That Council notes the applications received in the annual round of the 2024 Community Grants Program in Attachment 1.

 

(b)    That Council adopts the expenditure recommended by the Grants Committee for the annual round of the 2024 Community Grants in Attachment 2.

 

(c)    That Council notes the status of grants made in the Quarterly Community Grants Program and Parramatta Representative Sports Grant in Attachment 4.

 

(d)    That, Council delegates authority to the Chief Executive Officer to disburse funds to successful applicants.

 

BACKGROUND

 

1.     In order to achieve its strategic community objectives, Council offers funding to the community through a number of grant programs. These grants are administered under Council’s Grants and Donations Policy which sets out the principles, procedures and responsibilities to ensure that these programs are run in an efficient, effective and ethical manner.

 

2.     The Community Grants program is administered by the Community Capacity Building team within the Social and Community Services unit. However, Council Officers from various teams act as subject matter experts for different funding categories.

 

3.     Council’s Grants Committee meets to provide advice and guidance on the design of grant programs and reviews the outcomes of assessment processes of major grants programs, providing recommendations for the consideration of Council, consistent with the roles and responsibilities described within the Grants and Donations Policy, Grants and Donations Procedures and Grant Program Guidelines.

 

4.     At its 14 August 2023 meeting, Council resolved to allocate the following funds through its grants program.

 

Category

Funding pool

Funding cap

Time frame

Community Capacity Building

$225,000

$10,000

Additional funds can be applied for to a funding cap of $20,000

Annual round

Growing Social Enterprise in Parramatta

$75,000

$25,000

Annual round

Creative Projects

$60,000

$20,000

Annual round

Cultural Heritage and History Projects

$20,000

$5,000

Annual round

Parramatta Artist Studio Creative Fellowship

$20,000

One Fellow

Annual round

Community Events

$75,000

$10,000

Annual round

Categories not in the Annual round

Small Grants Fund

$40,000

$2,000

Quarterly round

Parramatta Sport & Recreation Grants

$30,000

$2,000

Quarterly round

Parramatta Representative Sport Grants

$30,000

$1,000

Open all year

Additional category for 2024

 

 

 

2024 Youth Week Grants

$20,000

$2,000

Additional funds can be applied for to a funding cap of $5,000 (for partnership programs)

One-off round

 

5.     Applications for the 2024 Annual round of the Community Grants opened on Monday 28 August 2023 and closed on 2 October 2023.

 

6.     Council received a total of ninety-one eligible applications in the Annual round, with the total amount of funding sought across all categories being $1,359,133.86. All applications are listed in Attachment 1.

 

ISSUES/OPTIONS/CONSEQUENCES

 

7.     All grant applications received had their eligibility determined, and once qualified, assessed by category-specific assessment panels. Panel members were drawn from the Community Capacity Building, Parramatta Artists’ Studios, Research and Collections Services, and Events and Festivals teams including external social enterprise experts. Attachment 2 – Recommendations for funding 2024 Community Grants Annual Rounds.

 

8.     At the Grant Committee’s meeting on 9 November 2023, all applications endorsed by the Panels were also endorsed by the Committee without amendments.  This includes forty-two applications representing a disbursement of funds, totaling $475,000. This is outlines in Attachment 2.

 

9.     In making these recommendations, the Grants Committee have reallocated some funds between categories as discussed below:

 

a.     Under the Parramatta Artists’ Studio Creative Fellowship Fund only one applicant can be successful and receive $20,000. In assessing the applications, the Grants Committee identified that the second ranked application, Owen Leong (PAS24-16) was worthy of being awarded a $10,000 Creative Skills Development Grant. The Creative Skills Development Grant has been offered in previous years, as an opportunity to assist local artists without compromising the uniqueness and prestige of the one individual awarded the Creative Fellowship.

 

The applicant receiving the offer will need to submit a skill development proposal as part of his acceptance of the funding offer, which will be reviewed by the category’s assessment panel. The Director of the Parramatta Artist Studios will confirm that the requirements of this offer have been met before funds are disbursed. It is noted that receiving this Creative Skills Development Grant will not affect recipients’ eligibility to apply for the Creative Fellowship in future years.

 

b.     Under the Growing Social Enterprise in Parramatta Category, the Grants Committee recognised the application by Convict Fitness (GSE24-2) and has changed the partial amount of $8,000 to $16,985 utilising funds from other funding categories.

 

10.   Council Officers will continue to monitor and support grant recipients to ensure the best outcomes from funded projects and across the whole grants program. Attachment 3 – proposed guidelines for officers to use when monitoring and supporting recipients.

 

11.   At the 23/24 Financial Year, the Quarterly Grants Program (Small Grants, Sport and Recreation Grants and Representative Sport Grants categories), Council has received thirty-eight applications.  Twenty-one of these applications have been funded and a further sixteen applications from the last quarter are pending assessment and approval. Attachment 4 - details of the successful grant recipients.

 

12.   Sufficient budget exists to meet the anticipated applications in the next two quarters of this Financial Year.


 

CONSULTATION & TIMING

 

Stakeholder Consultation

 

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

 

Date

Stakeholder

Stakeholder Comment

Council Officer Response

Responsibility

August 2023 - September 2023

Potential applicants

Information sessions held and questions asked about grants process

Support provided as requested and as appropriate

Community Grants Officer

September 2023 – October 2023

Finance Team

Council’s Finance team conducted financial due diligence of the supporting documents provided by applicants.

Only applications that passed the financial due diligence were progressed.

Community Grants Officer

 

Councillor Consultation

 

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

 

Date

Councillor

Councillor Comment

Council Officer Response

Responsibility

9 November 2023

Grants Committee

Councillors were provided with an overview of the grant categories and recommendations for funding. Outcome of Committee discussions reflected in Council Report Recommendations

Final recommendations to be reported to Council.

Group Manager Social and Community Services

 

LEGAL IMPLICATIONS FOR COUNCIL

 

15.   There are no legal implications for Council associated with this report.  The content of the revised Policy remains in line with the requirement of Section 356 of the Local Government Act.

 

 

 

FINANCIAL IMPLICATIONS FOR COUNCIL

 

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

 

17.   All funding associated with the 2024 Community Grants program is allocated within existing endorsed budgets in the Community Services Directorate.

 

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

 

 

FY 23/24

FY 24/25

FY 25/26

Revenue

 

 

 

Internal Revenue

 

 

 

External Revenue

 

 

 

Total Revenue

NIL

 

 

 

 

 

 

Funding Source

NIL

 

 

 

 

 

 

Operating Result

 

 

 

External Costs

 

 

 

Internal Costs

 

 

 

Depreciation

 

 

 

Other

 

 

 

Total Operating Result

NIL

 

 

 

 

 

 

Funding Source

 

 

 

 

 

 

 

CAPEX

 

 

 

CAPEX

 

 

 

External

 

 

 

Internal

 

 

 

Other

 

 

 

Total CAPEX

NIL

 

 

 

 

 

Lucy Brotherton

Community Capacity Building Officer

 

John Angilley

Executive Director Finance & Information

 

Jon Greig

Executive Director Community Services

 

Gail Connolly

Chief Executive Officer

 

 

 

Attachments:

1

ATTACHMENT 1 - Applications Received - 2024 Community Grants Annual Round

6 Pages

 

2

ATTACHMENT 2 - Recommendations for Funding - 2024 Community Grants Annual Round

8 Pages

 

3

ATTACHMENT 3 - Proposed Guidelines for Grant Recipient Acknowledgment of Council

1 Page

 

4

ATTACHMENT 4 - Current Status of the Quarterly and Representative Sports Grants programs - 2023-24 Community Grants program

5 Pages

 

 

 

 

REFERENCE MATERIAL

 


Item 13.6 - Attachment 1

ATTACHMENT 1 - Applications Received - 2024 Community Grants Annual Round

 

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Item 13.6 - Attachment 2

ATTACHMENT 2 - Recommendations for Funding - 2024 Community Grants Annual Round

 

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Item 13.6 - Attachment 3

ATTACHMENT 3 - Proposed Guidelines for Grant Recipient Acknowledgment of Council

 

Attachment 3 –

Proposed Guidelines for Acknowledging Council by Annual Community Grant Recipients

Content to have graphic design applied before distribution.

Section 6 of your Funding Agreement states:

(6) Acknowledgment of City of Parramatta's support must be given wherever practicable. The sentence "This project has been supported through a City of Parramatta Council Community Grant" in annual reports and advertising material, as well as media releases where appropriate is sufficient to meet this requirement. The logo of City of Parramatta Council will be provided to you if you are successful in your grant application.

Council recognises that our Community Grants program supports many kinds of projects and has developed this document to provide guidance to grant recipients on the range of opportunities for acknowledging Council’s support.

Note: This is a not exhaustive list. There may be other ways you can acknowledge Council’s contribution in line with your funding agreement and ensure that it has visibility of the outcomes of your hard work. If you’re unsure, please contact grants@cityofparramatta.nsw.gov.au.

 

Type of funded activity

Acknowledgment opportunities

Event held for your members or wider community

Council logo and acknowledgement statement on promotional materials and social media.

Invitations sent to all Councillors or the Ward Councillors for your area.

A verbal acknowledgement from the stage.

A program of activities for a closed group of participants

Council logo and acknowledgement statement on promotional materials and social media.

Invite Councillors or Council staff to the graduation event.

Share participant feedback with Council as part of your acquittal or through a letter to Councillors.

A creative work produced or exhibited.

Council logo and acknowledgement statement on promotional materials.

Invite Councillors to the production or exhibition.

Equipment purchased

Council acknowledgement in your Annual Report.

Digital or web-based content produced

Council logo and acknowledgement statement on the web content.

Tag Council in a social media post with the link for potential sharing.

 


Item 13.6 - Attachment 4

ATTACHMENT 4 - Current Status of the Quarterly and Representative Sports Grants programs - 2023-24 Community Grants program

 

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Council 11 December 2023                                                           Item 13.7

REPORTS TO COUNCIL - FOR COUNCIL DECISION

ITEM NUMBER        13.7

SUBJECT                 2024 Environmental Education Grants

REFERENCE           F2022/03176 - D09207426

REPORT OF            Manager Sustainability & Waste; Acting Manager Environmental Sustainability        

 

CSP THEME: Green

 

workshop/briefing date:  NIL

 

PURPOSE:

 

To seek approval for the proposed funding allocations under the 2024 City of Parramatta Environmental Education Grants Program.

 

RECOMMENDATION

 

That Council approves the expenditure endorsed by the Grants Committee for the 2024 round of Environmental Education grants as summarised below:

 

School

Grant Allocation

Total Funding Recommended

Parramatta East Public School

(Dundas Ward)

·    $9,250

Kitchen Garden Program

 

·    $2,000

Environmental Education Excursion

$11,250

Epping Public School

(Epping Ward)

·    $9,250

Kitchen Garden Program

 

$9,250

Epping After School Care, Epping Public School (Epping Ward)

·    $2,000

Address food waste issues by composting and worm farming

$2,000

Toongabbie Public School

(Parramatta Ward)

·    $9,250

Kitchen Garden Program

 

·    $2,000

Cycling skills and safety

$11,250

Cumberland High School

(North Rocks Ward)

·    $2,000

Composting, Recycling, and Sorting Waste for Reuse

 

·    $2,000

New gardens which will grow natives and bushfood species

$4,000

 

BACKGROUND

 

1.     In May 2023, Council resolved to approve the Environmental Education Grants program for the 2023 calendar year. Leading up to this decision, Council’s Grants Committee recommended that the timing of the grants be changed in future years to ensure expenditure could occur in the financial year that the budget was allocated. As a result, applications for the 2024 grants program were recently invited with commencement of successful grant projects to occur from Term 1 (February) 2024.

 

2.     The Environmental Sustainability Team has set aside $37,750 of its Environmental Education project budget for school environmental grants across the City of Parramatta local government area (LGA).

 

3.     In 2024 the Environmental Education Grants, aims to increase the uptake of projects associated with kitchen gardens, cycling, biodiversity-based citizen science projects, and improved school ecosystems. All education institutions were invited to apply including early learning centres, primary schools, secondary schools, and after-school care services across the LGA.

 

ISSUES/OPTIONS/CONSEQUENCES

 

4.     Promotion of the grants program was conducted during Term 3 of this calendar year. This is a change from previous years where grants were traditionally open in Term 1 of the new school year. Teacher feedback indicated that they had more time to consider the project ideation and design in Term 4 of the school year. Term 1 is typically busier for teachers and administrators.

 

5.     Promotion of the grants occurred through:

 

a)  Sustainable Schools Network mail list on 13 September 2023 and 9 October 2023, however, many regular teachers who participate in the Sustainable Schools Network Meetings and/or who receive our online marketing, were already aware of the annual grants program;

 

b)  Council’s Sustainability Matters eNewsletter with over 1000 subscribers;

 

c)  Social media posts via our Liveable Parramatta Facebook page;

 

d)  Personalised emails and letters to every school principal and teacher on the Council’s contact list.

 

6.     Applications opened on 14 September 2023 and closed on 20 October 2023. Approved projects are required to be completed by December 2024, with final written reports due by 15 December 2024.

 

7.     The 2024 Environmental Education grants consist of two parts:

 

a)  The Schools Kitchen Garden Program - up to $27,750 in funding with $9,250 (subsidy) available for up to three schools; and

 

b)  General Environmental Grants Program - up to $10,000 in funding with $2,000 available across five schools, with this year’s focus on cycling, biodiversity, and improving local ecosystems.

 

8.     Schools were given detailed information regarding the funding structure and eligibility criteria. Each school was eligible to apply for one Kitchen Garden Program grant and up to two General Environmental Education grants through a standardised application form. Only two applications were permitted per school, with each application requiring a separate application form. Two applications under the Environmental Education grant stream were permitted, however, the projects must target different environmental areas.

 

9.     The Kitchen Garden Program is provided by specialist educators at the Penrith Lakes Environmental Education Centre (Penrith Lakes EEC) who manage the distribution of teaching staff and resources to the successful schools. Schools are also expected to contribute $5,000 towards the total program cost. This covers a Penrith Lakes EEC Kitchen Garden (Department of Education Qualified) teacher to attend one day per week at each school.

 

10.   The General Environmental grants are paid as a one-off grant to be managed by the school during the 2024 calendar year (including school holiday programs provided they are run by the school-on-school property).

 

11.   A panel of three (3) staff members assessed each application against the weighted criteria. The resulting report was prepared for consultation and endorsement from the Council’s Grants Committee on 9 November 2023.

 

12.   Overall, the Council received nine (9) applications from six (6) schools. All applications were deemed eligible except Oatlands Public school who provided insufficient detail and could not commit financially to the Kitchen Garden Program in 2024. Council’s Environmental Education Officer has instead provided them with a Native Beehive and access to our Waste Education incursion program, all free of charge.


 

13.   Table 1 shows the final allocation of Environmental Education grants and recommended funding endorsed by Council’s internal Grants Committee.

 

Table 1 - 2024 Funding Recommendations

 

School

Grant Allocation

Total Funding Recommended

Parramatta East Public School

(Dundas Ward)

·    $9,250

Kitchen Garden Program

 

·    $2,000

Environmental Education Excursion

$11,250

Epping Public School

(Epping Ward)

·    $9,250

Kitchen Garden Program

 

$9,250

Epping After School Care, Epping Public School (Epping Ward)

·    $2,000

Address food waste issues by composting and worm farming

$2,000

Toongabbie Public School

(Parramatta Ward)

·    $9,250

Kitchen Garden Program

 

·    $2,000

Cycling skills and safety

$11,250

Cumberland High School

(North Rocks Ward)

·    $2,000

Composting, Recycling, and Sorting Waste for Reuse

 

·    $2,000

New gardens which will grow natives and bushfood species

$4,000

 

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

·    13 September 2023

·    9 October 2023

City of Parramatta School Community

Opportunity to clarify the grant application process and criteria

Council response based on individual questions as they arose

Environmental Education Officer/ Sustainability Officer

 

Councillor Consultation

 

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

 

Date

Councillor

Councillor Comment

Council Officer Response

Responsibility

9 November 2023

Councillor Grants Committee

Councillors were provided with an overview of the grant categories and recommendations for funding.

Final recommendations to be reported to Council.

Manager Environmental Sustainability

 

LEGAL IMPLICATIONS FOR COUNCIL

 

16.   There are no legal implications for Council as a result of this report. As per the Grants and Donations Policy, all recipients are required to sign a Funding Agreement prior to funds being distributed. Funding Agreements include requirements around reporting and consequences for non-compliance.

 

FINANCIAL IMPLICATIONS FOR COUNCIL

 

17.   If the Council resolves to approve this report in accordance with the proposed resolution, there are no unbudgeted financial implications. The grant funding amount of $37,250 is within the current FY2023/2024 operating budget of Sustainability and Waste (Operating Project 110930 – Environmental Education Program).

 

18.   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

 

 

 

 

 

 

 

Funding Source

Nil

Nil

 

 

 

 

 

 

 

Operating Result

 

 

 

 

External Costs

 

 

 

 

Internal Costs

 

 

 

 

Depreciation

 

 

 

 

Other

 

 

 

 

Total Operating Result

Nil

Nil

 

 

 

 

 

 

 

Funding Source

Nil

Nil

 

 

 

 

 

 

 

CAPEX

Nil

Nil

 

 

CAPEX

 

 

 

 

External

 

 

 

 

Internal

 

 

 

 

Other

 

 

 

 

Total CAPEX

Nil

Nil

 

 

 

 

 

Anthony Collins

Manager Sustainability & Waste

 

James Smallson

Acting Executive Director City Assets & Operations

 

John Angilley

Executive Director Finance & Information

 

Gail Connolly

Chief Executive Officer

 

 

 

 

Attachments:

There are no attachments for this report.

 

REFERENCE MATERIAL

 


Council 11 December 2023                                                           Item 13.8

REPORTS TO COUNCIL - FOR COUNCIL DECISION

ITEM NUMBER        13.8

SUBJECT                 Post Exhibition: Adoption of First Nations Strategy 2024-2029

REFERENCE           F2022/03176 - D09152370

REPORT OF            Community Capacity Building Manager; Student Project Officer

PREVIOUS ITEMS           13.3 - Public Exhbition of Draft First Nations Strategy 2024-2029 - Council - 11 Sep 2023 6:30PM       

 

CSP THEME Fair and Welcoming

 

workshop/briefing date: 

4 July 2022

22 February 2023

26 April 2023

4 September 2023

 

PURPOSE:

 

To brief Council on the public exhibition outcomes and recommend Council’s adoption of the First Nations Strategy 2024-2029

 

RECOMMENDATION

 

(a)    That Council notes the community feedback (as summarised in this report) received during the public exhibition of the Draft First Nations Strategy 2024-2029 as per Attachment 1.

 

(b)    That Council adopts the final First Nation Strategy 2024-2029 as per Attachment 2.

 

(c)    That Council endorses the Recognition of and Commitment to the Dharug People statement on pages 4 and 5 of the First Nations Strategy and for this statement to be used across other Council strategic documents.

 

(d)    That Council thank all those who have taken part in workshops and provided feedback throughout the development of the Strategy.

 

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

 

BACKGROUND

 

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

 

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

 

3.     The First Nations Strategy 2024-2029 development process commenced in early 2022. A key feature throughout the process has been stakeholder engagement both externally and internally,

 

4.     This report presents the draft First Nations Strategy 2024-2029 for final approval following 4 weeks of public exhibition and incorporation of submission feedback.

 

SUMMARY OF EXHIBITION

 

5.     A Public Exhibition period of four weeks was conducted on the Draft First Nations Strategy 2024-2029 from 18 September to 17 October 2023.

 

6.     Online engagement included the following activities:

a.  Participate Parramatta

b.  Electronic Direct Mail

c.  Digital Screens

 

7.     The community were given the opportunity to make submissions through the following methods via:

a.  An online submission form on Participate Parramatta (Council’s online engagement portal)

b.  Email or postal submission

c.  Providing a verbal submission

d.  An in-person community forum*

 

* Due to insufficient interest in the community forum, Council cancelled this event.

 

8.     Key data from these activities during Public Exhibition include:

 

a.     Public Exhibition page on Participate Parramatta for City of Parramatta’s draft First Nations Strategy received 861 views by 411 unique visitors. This resulted in:

 

i.      335 aware stakeholders (number of unique visitors who have viewed the project page, minus any visitors who have undertaken any activity e.g. downloaded a document, viewed a video, completed a survey etc.).

 

ii.      87 informed stakeholders (any unique visitor who viewed a latest news item, viewed a document, viewed a video, or viewed a FAQ minus any user that has engaged e.g.: done a poll, survey, ideas wall, interactive mapping, interactive document, forum).

 

iii.     8 engaged stakeholders (any unique visitor who has completed a poll, survey, ideas wall, interactive mapping, interactive document, or forum).

 

iv.     Overall, approximately 47,721 people saw the opportunity to share feedback based on the data captured from the following communications and engagement channels.

 

v.     Eleven submissions received: eight submissions were received via the online submission form on the Participate Parramatta project page; and three submissions were received directly via email.

 

b.     Ngurra Advisory (Aboriginal controlled consultancy engaged to deliver Stage 1 stakeholder engagement activities and then again in Stage 2) also held a discrete face-to-face meetings and phone conversations with First Nations Stakeholders. This resulted in a number of recommendations being submitted to Council as outlined in Attachment 1

 

EXHIBITION RESPONSE SUMMARY

 

9.     Overall, public submissions were positive and some clear themes such as the:

 

·        Strategy being a step in the right direction

·        Strategy being well thought out including the process undertaken to develop it

·        Pillars being clear and important

·        Positive intent of the actions

·        Desire to see a stronger connection between Parramatta River and Dharug

·        Desire to see a stronger focus on and expression of Council’s commitment to First Nations people in the wording of actions

·        Strong alignment of the Strategy with National Health Preventative strategies

 

10.   A smaller number of non-supportive submissions were made and these are included in Attachment 1.

 

11.   This information is reflected in Attachment 1 and supports the approach Council has presented in the First Nations Strategy. A small number of non-supportive submissions were made and these are included in attachment. The actual First Nations Strategy document has been updated with changes to the wording of some of the actions to better reflect the focus on First Nations people; whether the action was targeted at community or Council staff; and to make the language used in the actions more accessible. The final document is presented in Attachment 2.

 

CONSULTATION & TIMING

 

Stakeholder Consultation

 

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

 

Date

Stakeholder

Stakeholder Comment

Council Officer Response

Responsibility

18 September to 17 October 2023

Public Exhibition of the Draft First Nations Strategy – general community

As per Attachment 1.

As per points outlined in “Summary of Exhibition” section & outlined in Attachment 1

Community Capacity Building Team – Community Services

 

Research & Engagement Team – City Engagement & Experience

November 2023

First Nations Advisory Committee

Endorsement of final First Nations Strategy document provided by committee members

Committee feedback is reflected in the final version of the First Nations Strategy presented at Attachment 2 for Council approval

Community Capacity Building Team – Community Services

 

 

Councillor Consultation

 

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

 

Date

Councillor

Councillor Comment

Council Officer Response

Responsibility

No consultation since Council report of 11 Sept 2023

 

 

 

 

 

LEGAL IMPLICATIONS FOR COUNCIL

 

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

 

FINANCIAL IMPLICATIONS FOR COUNCIL

 

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

 

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

 

 

FY 23/24

FY 24/25

FY 25/26

Revenue

 

 

 

Internal Revenue

 

 

 

External Revenue

 

 

 

Total Revenue

nil

nil

nil

 

 

 

 

Funding Source

 

 

 

 

 

 

 

Operating Result

 

 

 

External Costs

 

 

 

Internal Costs

 

 

 

Depreciation

 

 

 

Other

 

 

 

Total Operating Result

nil

nil

nil

 

 

 

 

Funding Source

 

 

 

 

 

 

 

CAPEX

 

 

 

CAPEX

 

 

 

External

 

 

 

Internal

 

 

 

Other

 

 

 

Total CAPEX

 

 

 

 

 

 

Rodrigo Gutierrez

Community Capacity Building Manager

 

John Angilley

Executive Director Finance & Information

 

Jon Greig

Executive Director Community Services

 

Gail Connolly

Chief Executive Officer

 

 

 

 

Attachments:

1

ATTACHMENT 1 - First Nations Strategy Stage 2 Consultations - Council Officer Response to Feedback

14 Pages

 

2

ATTACHMENT 2 - City of Parramatta First Nations Strategy 2024-2029

 

 

 

 

REFERENCE MATERIAL

 


Item 13.8 - Attachment 1

ATTACHMENT 1 - First Nations Strategy Stage 2 Consultations - Council Officer Response to Feedback

 

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Item 13.8 - Attachment 2

ATTACHMENT 2 - City of Parramatta First Nations Strategy 2024-2029

 

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Council 11 December 2023                                                           Item 13.9

REPORTS TO COUNCIL - FOR COUNCIL DECISION

ITEM NUMBER        13.9

SUBJECT                 Post Exhibition: Adoption of Tower Crane Policy and Hoarding Policy

REFERENCE           F2022/03176 - D09173242

REPORT OF            Policy Officer        

 

 

CSP THEME: Fair

 

workshop/briefing date:  Policy Review Committee – 28 June 2023

                                                    Policy Review Committee – 26 July 2023

 

PURPOSE:

 

The purpose of this report is to seek Council’s endorsement to adopt the Tower Crane Policy and Guidelines and the Hoarding Policy and Guidelines.

 

RECOMMENDATION

 

(a)    That Council notes that no submissions were received following public exhibition of the Tower Crane Policy and Guidelines and Hoarding Policy and Guidelines.

 

(b)    That Council adopts the Tower Crane Policy and Guidelines and the Hoarding Policy and Guidelines, as attached to this report.

 

BACKGROUND

 

1.     On 23 October 2023, Council resolved to place the Tower Crane Policy and Guidelines and Hoarding Policy and Guidelines on public exhibition for a period of 28 days.

 

2.     The documents were placed on public exhibition from 30 October 2023 until 27 November 2023. Submissions on the Policy were invited from members of the public by contacting Council’s Governance Team directly or by using Council’s Participate Parramatta portal. Printed copies of exhibition materials were also made available for viewing at Council’s library branches and Customer Service Centre.

 

ISSUES/OPTIONS/CONSEQUENCES

 

3.     In total the Participate Parramatta page for the Tower Crane Policy and Guidelines and the Hoarding Policy and Guidelines received 226 views, however, there were no submissions from members of the public.

 

4.     However, following public exhibition, minor administrative amendments were applied to the draft Hoarding Guidelines to address feedback from Legal Services. These amendments consist of grammatical edits (e.g., clarified phrasing, legal punctuation and capitalisation) and corrections to references, and are presented as track changes for reference at Attachment 5.

 

5.     The final Tower Crane Policy and Guidelines and Hoarding Policy and Guidelines recommended for adoption are provided at Attachments 1 to 4.

6.     Council currently maintains a combined Hoarding and Tower Cranes Policy. The presented draft Tower Crane Policy and draft Hoarding Policy must be adopted concurrently to ensure that Council maintains policy provisions for both subject areas.

 

CONSULTATION & TIMING

 

Stakeholder Consultation

 

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

 

Date

Stakeholder

Stakeholder Comment

Council Officer Response

Responsibility

30 October – 27 November 2023

Public Exhibition

No submissions received during Public Exhibition period.

Noted

Governance + Regulatory Services

 

Councillor Consultation

 

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

 

Date

Councillor

Councillor Comment

Council Officer Response

Responsibility

28 June 2023

Policy Review Committee

Councillors considered the draft Tower Crane Policy and Guidelines, and did not propose any further amendments.

Noted

Regulatory Services

28 June 2023

Policy Review Committee

Councillors provided feedback on the draft Hoarding Policy and Guidelines. Councillors recommended the following:

a.  Hoarding Policy, clause 2.1: To the end of the Purpose statement, add “which must include a Visual Activation component”.

b.  Hoarding Policy, clause 3.5: To increase prominence of Visual Activation requirements, move existing sub-clause (f) to be sub-clause (a).

c. Hoarding Guidelines: Requested for staff to undertake further research to align the direction of Part 4 with the specifications for visual activation set out in the City of Sydney’s Guidelines for Hoardings and Scaffolding 2017, including requirements for creative artworks or heritage graphics.

Recommended amendments incorporated into draft Hoarding Policy.

 

Feedback regarding Hoarding Guidelines used to inform further research and internal consultation. Part 4 updated to align with direction of City of Sydney’s Guidelines for Hoardings and Scaffolding 2017.

Regulatory Services

26 July 2023

Policy Review Committee

Councillors considered the revised draft Hoarding Guidelines (Part 4 – Embellishment Design Specifications for Hoardings). Councillors did not propose any further amendments.

Noted. Final draft submitted to Legal Services for technical review.

Regulatory Services

LEGAL IMPLICATIONS FOR COUNCIL

 

9.     The drafts as recommended to be adopted were reviewed by Council’s Legal Services Unit, and do not present any substantive changes.

 

FINANCIAL IMPLICATIONS FOR COUNCIL

 

10.   A budget for Commissioned Art Works is to be requested for the 24/25 FY and the 25/26 FY so that approved and licensed commissioned art works are able to be used on large development hoardings. Licenses will be charged to the Developer to recoup art expenses. This will be included in the next two FY Budget Reviews for endorsement by Council.

 

11.   The table below summarises the financial impacts on the budget arising from approval of this report. Revenue for licensed art works is estimated only, but indicative of 5 x applications @ $30,000 for 24/25 and 6 x applications for 25/26 Financial Years (FY).

 

 

FY 22/23

FY 23/24

FY 24/25

FY 25/26

Revenue

 

 

 

 

Internal Revenue

 

 

 

 

External Revenue

 

 

$150,000

$180,000

Total Revenue

 

 

$150,000

$180,000

 

 

 

 

 

Funding Source

 

 

New

New

 

 

 

 

 

Operating Result

 

 

 

 

External Costs

 

 

 

 

Internal Costs

 

 

$250,000

$300,000

Depreciation

 

 

 

 

Other

 

 

 

 

Total Operating Result

 

 

$100,000

$120,000

 

 

 

 

 

Funding Source

 

 

 

 

 

 

 

 

 

CAPEX

 

 

 

 

CAPEX

 

 

 

 

External

 

 

 

 

Internal

 

 

 

 

Other

 

 

 

 

Total CAPEX

 

 

 

 

 

 

 

Melissa McIsaac

Policy Officer

 

Paul Lyth

Group Manager Regulatory Services

 

John Angilley

Executive Director Finance & Information

Gail Connolly

Chief Executive Officer

 

 

 

 

Attachments:

1

For Adoption - Tower Crane Policy 2023

6 Pages

 

2

For Adoption - Tower Crane Guidelines 2023

9 Pages

 

3

For Adoption - Hoarding Policy 2023

5 Pages

 

4

For Adoption - Hoarding Design and Installation Guidelines 2023

57 Pages

 

5

For Information - Draft Hoarding Guidelines with markup of Legal Services administrative edits

58 Pages

 

 

 

REFERENCE MATERIAL

 


Item 13.9 - Attachment 1

For Adoption - Tower Crane Policy 2023

 

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Item 13.9 - Attachment 2

For Adoption - Tower Crane Guidelines 2023

 

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Item 13.9 - Attachment 3

For Adoption - Hoarding Policy 2023

 

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Item 13.9 - Attachment 4

For Adoption - Hoarding Design and Installation Guidelines 2023

 

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Item 13.9 - Attachment 5

For Information - Draft Hoarding Guidelines with markup of Legal Services administrative edits

 

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Council 11 December 2023                                                         Item 13.10

REPORTS TO COUNCIL - FOR COUNCIL DECISION

ITEM NUMBER        13.10

SUBJECT                 Post Exhibition: Adoption of Shannons Paddock Landscape Masterplan

REFERENCE           F2022/03176 - D09195225

REPORT OF            Senior Open Space and Natural Resource Officer       

 

CSP THEME: Green

 

workshop/briefing date:  Nil

 

PURPOSE:

 

To report to Council the feedback received from public exhibition of the draft Shannons Paddock Landscape Masterplan, to note the changes resulting from the public exhibition and to recommend the final Shannons Paddock Landscape Masterplan for approval.

 

RECOMMENDATION

 

(a)    That Council adopts the Shannons Paddock Landscape Masterplan (Attachment 1) as amended in response to submissions received during the public exhibition period.

 

(b)    That copies of the adopted Shannons Paddock Landscape Masterplan be made available to the public at the City of Parramatta Library and on Council’s website.

 

(c)    That all those who provided submissions during the public exhibition period be advised of Council’s decision and thanked for their contribution to the development of the Masterplan.

 

BACKGROUND

 

1.     The Shannons Paddock Landscape Masterplan (Masterplan) has been developed to provide a well-considered and strategic approach for the ongoing improvement of the park. It has been informed through a process of detailed investigation of the current park’s physical condition, community consultation, technical analysis, and in consideration of Council’s existing strategies. The Masterplan intends to guide future developments which will greatly benefit the local community through opportunities to be active, to be outdoors, to connect with nature, and to engage with each other.

 

2.     On 12 December 2022, Council endorsed the draft Masterplan for a round of community consultation.

 

3.     The draft Masterplan was exhibited for a 4-week period from the 6 March 2023 to the 3 April 2023. During this time the community (residents, workers, visitors, interest groups, community organisations, non-government and non-profit organisations, state government and others) were able to comment on the draft Masterplan.

 

4.     Several consultation mechanisms were utilised to extend the reach of the draft Masterplan. These included social media posts, email newsletters, online webinar and stakeholder interviews. For the draft Masterplan, the mechanisms utilised are detailed in the Public Exhibition Engagement Report at Attachment 2.

 

ISSUES/OPTIONS/CONSEQUENCES

 

5.     Changes made because of the exhibition period are noted in the table below, noting amendments made are considered minor, and the key outcomes and intent of the Landscape Masterplan remain unchanged. A summary plan of changes to the overall site masterplan is also provided in Attachment 3.

 

Description of Change

Page(s)

Hydrology and Flooding map (Site Analysis) revised to clearly delineate extents of 1% and 5% AEP flood events.

12

Opportunities map (Site Analysis) updated to reflect estimated width of creek naturalisation works as provided in Sydney Water feedback.

19

Community and Engagement summary sheets updated. Includes minor editorial amendments to Introduction, Phase 1 and Phase 2 summaries, and inclusion public exhibition (Phase 3) summary.

22, 23

Site masterplan amended to accommodate feedback from the community and Sydney Water. Refer to summary plan at Attachment 3. Amendments include:

·    Additional tree planting shown adjacent to the proposed paths.

·    Additional bench shown adjacent to the proposed paths.

·    Width and alignment of creek naturalisation works updated to reflect Sydney Water feedback.

·    Small section of pedestrian path within revised creek naturalisation zone removed from scope. Removed section is not an essential provision and will not impact access through the site or to any park amenities.

·    1 x picnic and gathering space relocated outside of revised creek naturalisation zone.

30

The following note has been added to clarify concerns raised by Sydney Water in relation to the delivery of creek naturalisation works. Concerns notably relate to community expectations, phasing of works and funding:

 

"At the time of the masterplans adoption, the stormwater channel has been assessed as being in a very good condition. As such, there is no immediate need to naturalise Finlayson Creek from an asset renewal perspective. Naturalisation has been included in the masterplan as a long-term aspiration which Council strives to achieve to improve environmental, aesthetic, and well-being outcomes at this site with subsequent funding programs pursued to achieve this. Previous works (including tree planting) within the proposed naturalisation area may need to be removed for the future naturalisation project to occur."

30, 39

Detail landscape plans updated as per amendments to overall site masterplan (sheet 30). Annotations of key features added.

31, 32

Site reference plans updated as per amendments to overall site masterplan (sheet 30).

34, 35, 37, 39

Indicative construction for creek naturalisation works (dechannelisation of concrete drainage channel) increased from $4.5M to $20M based on Sydney Water feedback.

39

Minor editorial amendments

Various

Public Exhibition Engagement Report and Key Findings added as Appendix 03

105 - 119

 

6.     Upgrades proposed in the Landscape Masterplan include:

a.  Proposed pedestrian paths including improved street access and ‘fitness loop’ around central lawn,

b.  Proposed separated cycleway,

c.  Proposed park lighting,

d.  Proposed park seating and picnicking spaces with tables, BBQs and shelters,

e.  Proposed ‘district’ level playground including public toilet,

f.   Proposed bridges to improve accessibility and permeability,

g.  Proposed outdoor exercise equipment/ fitness stations associated with ‘fitness loop’,

h.  Proposed central/ open lawn and kick-about areas,

i.   Retention of existing canopy trees and additional shade tree planting,

j.   Proposed entry wall on Darcy Road frontage,

k.  Naturalisation of Finlaysons Creek including wetland, water treatment and boardwalk (Note: Subject to funding opportunities, detail design and approvals),

l.   Improved intersection at Darcy Road and Briens Road (Note: Subject to detail design and traffic approvals).

 

These improvements are identified in the landscape plans contained within the Landscape Masterplan (refer to pages 30, 31 and 32 of Attachment 1).

 

7.     A Staged Implementation Plan has been prepared as part of the Landscape Masterplan (page 39 of Attachment 1) which categorises the works into multiple stages based on priority. Pending adoption of the Landscape Masterplan, it is proposed that works will be implemented progressively based on priorities identified within the document.

 

CONSULTATION & TIMING

 

Stakeholder Consultation

 

8.     To date, the Landscape Masterplan has been informed through 3 Phases of community consultation:

a.  Phase 1 (31 January – 21 February 2022): Ideas – understanding the community’s priorities for the future of Shannons Paddock, and how they wish to use the space.

b.  Phase 2 (24 May – 28 June 2022): Feedback – presentation of concept plans for community feedback including a long term vision for Shannons Paddock (Landscape Masterplan).

c.  Phase 3 (6 March 2023 – 3 April 2023): Public Exhibition – exhibition of the draft Landscape Masterplan Report prior to formal adoption.

 

Phase 3 Consultation (6 March 2023 – 3 April 2023)

 

9.     Overall, the opportunity to share feedback was presented on 36,722 occasions culminating in 1,582 views of the project page, 33 survey contributions and three emails. Details of the public exhibition period are provided in the Public Exhibition Engagement Report (refer to Attachment 2).

 

Community Survey

 

10.   Of the 33 responses received via the community survey, the key themes were raised as follows:

a.  70% supported the draft Masterplan, with 24% supporting it to an extent,

b.  Requests for items for inclusion were primarily for:

i. Toilets,

ii. Bins,

iii. Increased tree planting/ heat reduction,

iv. Bubblers,

v. BBQs.

 

Submissions

 

11.   Of the three responses received via formal submission, two submissions from the community reiterated key themes provided in the survey results including park amenities for inclusion such as furniture, BBQ’s and toilet facilities.

 

12.   The third formal submission was from Sydney Water (SW) as owner/ manager of the concrete drainage channel. Key points provided were:

a.     Naturalisation is supported by SW, however is subject to detailed assessments, feasibility studies etc.

 

b.     While SW aspires to naturalise its open stormwater channels, delivery is considered at the time of asset renewal.

 

c.     SW’s current assessment is that this asset is in very good condition. SW would not expect renewal until around 2095.

 

d.     SW have concern the masterplan may lead to community disappointment as delivery of naturalisation (a highly supported idea by the community) is not guaranteed and is likely to be many decades away.

 

e.     The width/ alignment of the naturalisation shown in the draft masterplan appears inconsistent with preliminary concept plans for naturalisation previously prepared (2018) by SW. A naturalised channel would be about triple the current width.

f.      Some upgrades shown are likely within the construction footprint for naturalisation. If upgrades are delivered prior to naturalisation, they are likely to create difficulties with delivering a naturalisation project.

 

g.     Any upgrades within the naturalisation footprint may need to be removed/ relocated. This may cause dissatisfaction within the community and will have a cost implication.

 

h.     Council should carefully consider the timing of any upgrades within/ adjacent the naturalisation area. Upgrades should be designed to allow construction of naturalisation. Alternatively, Council should accept that some upgrades may need to be removed/ reconstructed to allow for naturalisation.

 

i.      Naturalisation costs shown in the draft masterplan are significantly lower than anticipated by SW.

 

13.   The following table provides a summary of feedback received during the public exhibition period.

 

Date

Stakeholder

Stakeholder Comment

Council Officer Response

Responsibility

6 March 2022 – 3 April 2022

Community

Frequently mentioned items for inclusion were:

·  Toilets,

·  Bins,

·  Increased tree planting/ heat reduction,

·  Bubblers,

·  BBQs.

·  Public toilets have been proposed in the vicinity of the district playground,

·  Bins to be reviewed/ included at detail design,

·  Additional tree planting has been included (primarily adjacent paths),

·  Bubblers to be reviewed/ included at detail design

·  BBQs have been proposed at gathering and picnicking spaces.

Parks and Open Space

3 April 2023

Sydney Water (owner/ manager of the concrete drainage channel)

Sydney Water (SW) provided a detail written response to the draft Landscape Masterplan.

·   Setout of naturalisation zone and adjacent infrastructure has been amended. Details of changes shown at Attachment 3.

·   Indicative cost for naturalization increased as recommended,

·   A clarification note has been added to masterplan which acknowledges:

o SW assess the channel is in good condition,

o No current SW proposal to undertake naturalisation works/ channel replacement,

o Council may need to fund/ source funding for naturalisation works,

o Any works within naturalisation zone (incl. tree planting) may need to be removed.

·   Council to further consult/ liaise with SW prior to delivery of any works in or adjacent the proposed naturalization zone.

Parks and Open Space

 


 

Councillor Consultation

 

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

 

Date

Councillor

Councillor Comment

Council Officer Response

Responsibility

12 December 2022

 

 

22 November 2023

 

24 November 2023

Council Meeting

 

 

 

Parramatta Ward Briefing

 

All Councilors

Draft Landscape Masterplan approved for public exhibition.

 

 

Ward Councilors requested a site visit.

 

 

Awaiting response from Councilors, expressing interest to attend the site visit.

Public exhibition undertaken in accordance with Council Resolution.

 

Will arrange with Councillor Support

 

 

Will arrange with Councillor Support

Parks and Open Space

 

 

 

Parks and Open Space

 

 

Parks and Open Space

 

LEGAL IMPLICATIONS FOR COUNCIL

 

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

 

FINANCIAL IMPLICATIONS FOR COUNCIL

 

16.   The Masterplan works have an estimated total construction cost of $27,280,000, including an estimated cost of $20,000,000 for creek naturalisation works (all works excluding creek naturalisation have an estimated construction cost of $7,280,000). However, it should be noted that the Landscape Masterplan is a guiding document to be implemented progressively over a 10–15-year period as funding becomes available.


 

17.   Stage 1 park improvement works (implementation) are funded and will focus on upgrading the playground and associated infrastructure (picnic facilities/ park furniture). Stage 1 park implementation works are funded as follows:

 

Source

Budget (FY24/25)

422056 – BNP Wentworthville Shops

Includes finalisation of Masterplan report

$435,250.00

420027 – Ward Initiative Parramatta

$25,000.00

100090 – Playground Replacement Program

$170,000.00

Total

$630,250.00

 

Note: It is anticipated Stage 1 park improvement works will be completed in FY24/25.  Unspent funding to be rolled-over into the FY24/25 through the budget review process (subject to approvals).

 

18.   Further works associated with the implementation of the Masterplan will require additional funding. Future funding sources include development contributions (Item O01 of the City of Parramatta (Outside CBD) Development Contributions Plan 2021 allows for “upgrade one existing local park in Wentworthville to a district park, ideally at Shannons Paddock”), VPA’s, grant opportunities, and further contributions from Council’s annual capital works programs. Any funding will need to be approved through the annual budgeting process.

 

19.   There are no immediate financial impacts arising from the approval of this report. Identified actions within the report will be included in the ordinary budget setting and approval process.

 

20.   It is expected future developments will raise ongoing operational (maintenance) costs. Prior to delivery of any works, operational increases are to be identified based on approved detail designs. Increases to operational budgets and capitalisation of new/ decommissioned assets are to be approved through the quarterly budgeting process.   

 

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

 

 

FY 23/24

FY 24/25

FY 25/26

FY 26/27

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

 

$630,250

 

 

CAPEX

 

 

 

 

External

 

 

 

 

Internal

 

 

 

 

Other

 

 

 

 

Total CAPEX

 

$630,250

 

 

 

 

 

Alastair Hickey

Senior Open Space and Natural Resource Officer

 

James Smallson

Acting Executive Director City Assets & Operations

 

John Angilley

Executive Director Finance & Information

 

Gail Connolly

Chief Executive Officer

 

 

 

 

Attachments:

1

Shannons Paddock Landscape Masterplan Report for Council Adoption

120 Pages

 

2

Shannons Paddock Landscape Masterplan Public Exhibition Engagement Report

15 Pages

 

3

Shannons Paddock Landscape Masterplan Summary of Amendments to Site Masterplan

1 Page

 

 

 

REFERENCE MATERIAL

 


Item 13.10 - Attachment 1

Shannons Paddock Landscape Masterplan Report for Council Adoption

 









































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Item 13.10 - Attachment 2

Shannons Paddock Landscape Masterplan Public Exhibition Engagement Report

 

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Item 13.10 - Attachment 3

Shannons Paddock Landscape Masterplan Summary of Amendments to Site Masterplan

 


Council 11 December 2023                                                         Item 13.11

REPORTS TO COUNCIL - FOR COUNCIL DECISION

ITEM NUMBER        13.11

SUBJECT                 Appointment of Parramatta Local Planning Panel Members

REFERENCE           F2022/03176 - D09224522

REPORT OF            Strategic Business Manager        

 

 

CSP THEME:           Accessible

 

workshop/briefing date:  06 December 2023

 

PURPOSE:

 

To seek Council’s approval to appoint community representative members from 1 March 2024 to 28 February 2027 and to seek Council’s approval to reappoint an alternate chair and independent expert members of the Parramatta Local Planning Panel for a further 3-month period, to 31 May 2024.

 

RECOMMENDATION

 

(a)    That, subject to the satisfactory completion of probity checks, Council appoints the following persons as community representatives to the Parramatta Local Planning Panel for the period 1 March 2024 to 28 February 2027:

 

a.     Robert James Warry

b.     Palitha Weeratunge Dissanayake

c.     Tony Green

d.     Lakshmana Varathan

e.     Jerry Chen

f.      Frederick Lee

g.     Heather Joung

h.     Benedict Mitchell

i.      Darshini Bhatt

j.      James GeorgeCowie

k.     Caiubi Orgebin

 

(b)    That Council reappoints the following persons as alternate chair and independent expert members of the Parramatta Local Planning Panel from 1 March 2024 to 31 May 2024:

 

a.     Julie Walsh – Alternate Chair

b.     Ian Armstrong – Independent Expert Member

c.     Steve Driscoll – Independent Expert Member

d.     Michael Evesson – Independent Expert Member

e.     Simone Lotz – Independent Expert Member

f.      Michael Mason – Independent Expert Member

g.     Alison McCabe – Independent Expert Member

 


 

BACKGROUND

 

About the Parramatta Local Planning Panel

 

1.     On 14 June 2016, Council resolved to establish an Independent Hearing and Assessment Panel (IHAP) which began operation in August 2016. In late 2017 changes to the Environmental Planning and Assessment Act 1979 (EP&A Act) mandated all Sydney councils to have a Local Planning Panel (LPP) operate from 1 March 2018.  The IHAP was replaced with the Local Planning Panel (LPP). The LPP exercises functions under the EP&A Act for the determination of certain Development Applications (DAs) and reporting requirements for Planning Proposals (PPs).

 

2.     The Parramatta Local Planning Panel (PLPP) meets once per month on the third Tuesday. The agenda and the minutes of each meeting are published on the City of Parramatta website.

 

3.     Under the EP&A Act, each LPP meeting is to comprise a chair, two independent expert members and a community member (who is not a Councillor or Council officer).

 

4.     Under the EP&A Act a person is not eligible to be a member of a LPP if the person is:

 

a.     A Councillor of any Council, or

 

b.     A property developer within the meaning of section 53 of the Electoral Funding Act 2018 (this includes a person who is a close associate of a property developer).

 

5.     The Department of Planning and Environment (DPE) is responsible for the recruitment and selection of LPP chairs, alternate chairs, and independent experts, which then requires endorsement by Council.

 

6.     The recruitment, selection and appointment of community representatives is the responsibility of each council.

 

7.     Under the EP&A Act where the council is divided into wards, council is to appoint representatives of the local community for each ward. Whilst all community representatives are entitled to attend any meeting of the LPP, only one designated by the chairperson of the panel comprises the quorum for the meeting and is entitled to vote and be heard on a matter before the panel.

 

8.     As the City of Parramatta has wards either a community representative needs to be appointed for each ward or Council can resolve that community members represent all wards.  

 

9.     The matters considered at each PLPP meeting are generally scattered across the LGA.  As the roster of members for each meeting is generally done months in advance, to ensure availability of sufficient panel members and for the members to allocate this time in their schedule, it is unknown at the time what wards the matters at each meeting will be located in. It is most practical for the operation of the PLPP if only one community representative is required to attend each meeting. Otherwise, a community representative from each ward which has a DA or PP being considered would be required to attend the meeting, potentially resulting in several community representatives attending anyone meeting. This would increase the cost associated with the operation of the PLPP. It would also mean in instances where a DA or PP for a particular ward is scheduled, but that ward representative is unable to attend, there may be an expectation that the report for the DA or PP would not be considered and cause unnecessary delay in making a decision/recommendation on that matter.

 

10.   Under the EP&A Act, a member of the LPP can only be appointed for a period not exceeding three years and a member of the LPP can be a member of the LPP for up to six years in total.

 

Community Representatives

 

11.   On 18 December 2017, Council resolved to allow community members to represent all wards not just the one in which they live. As such only one community representative is required to attend the meeting.

 

12.   When the PLPP commenced in March 2018 Council had three community representatives (from the previous IHAP). An Expression of Interest (EOI) process was undertaken by Council in 2018 to increase the pool of community representatives. These additional representatives were appointed to the PLPP in December 2018 bringing it to a total pool of ten (10) community representatives.

 

13.   At the Council meeting held on 27 September 2021 Council resolved to re-appoint the existing 7 community representatives (3 had resigned) until the conclusion of an EOI process to increase the pool of community representatives.

 

14.   On 14 March 2022, Council resolved to appoint 10 community representative members to the Parramatta Local Planning Panel for the period 1 April 2022 to 29 February 2024 after concluding an EOI process. This timing coincides with the conclusion of the term of the current chair, alternate chairs, and independent expert members. Since appointment in March 2022, there have been resignations from the LPP, and Council currently has a pool of 8 community representatives.

 

Chair, Alternate Chairs & Independent Experts

 

15.   Council’s current chair, alternate chairs and independent experts were endorsed by Council at the meeting held on 28 June 2021 for the period 1 July 2021 until 29 February 2024 (see Table 1). This date was determined, to ensure compliance with the six-year maximum term limit of continuing members, in compliance with the EP&A Act.

 

Table 1: List of current members

Panel Member

Position

Area(s) of Expertise

Stephen O’Connor

Chair

Planning, Environment

Mary-Lynne Taylor

Alternate Chair

Planning, Heritage, Law

Julie Walsh

Alternate Chair

Law

Ian Armstrong

Independent Expert

Planning, Architecture, Urban Design

Paul Berkemeier

Independent Expert

Planning, Architecture, Heritage, Urban Design

Helen Deegan

Independent Expert

Planning

Steve Driscoll

Independent Expert

Planning, Urban Design, Government

Michael Evesson

Independent Expert

Planning, Environment, Economics, Government

Lindsay Fletcher

Independent Expert

Planning, Government

Sue Francis

Independent Expert

Planning, Law

Robert Hussey

Independent Expert

Planning, Traffic & Transport, Engineering, Government

David Johnson

Independent Expert

Environment

Simone Lotz

Independent Expert

Planning, Architecture, Heritage, Urban Design, Tourism

Michael Mason

Independent Expert

Planning, Government

Alison McCabe

Independent Expert

Planning, Government

Tony Reed

Independent Expert

Traffic & Transport, Engineering, Government

Deb Sutherland

Independent Expert

Planning, Urban Design

Richard Thorp

Independent Expert

Architecture, Urban Design

 

16.   In October 2023, Council received correspondence from the Department advising that the Minister for Planning and Public Spaces has requested the Department to conduct an EOI to refresh the chair and expert pools from which appointments to LPPs are made. This process will conclude in May 2024.

 

17.   This timing does not coincide with the expiration of term for most of Council’s current members. Council thereby can only extend the alternate chairs or panel members that have less than 6 years for the interim between 01 March 2024 and 31 May 2024.

 

ISSUES/OPTIONS/CONSEQUENCES

 

Community Representatives

 

18.   An EOI was conducted for a period of six weeks from 04 October 2023 to 15 November 2023. The EOI was advertised via the following methods:

 

a.     Council’s website – including a slider on the homepage

b.     Newspapers – Parra News October

c.     Newspapers – Lord Mayors Column November

d.     Newspapers – Parra Times November

e.     Social media – Facebook

f.      Participate Parramatta Newsletter

g.     Email to existing PLPP community representatives

h.     Email to a pool of community members through Participate Parramatta

 

19.   The following selection criteria were used for the EOI for recruiting community representatives:

 

a.     A current resident of the City of Parramatta LGA or have significant ties to the LGA and community.

b.     Knowledge and understanding of the LGA and issues of concern to the local community.

c.     Capacity to form independent views and to contribute constructively to the PLPP.

d.     Understanding of the planning system including Council’s local environmental plans, development control plans, local strategic planning statement and community strategic plan.

e.     Commitment to following the Code of Conduct for Local Planning Panel Members and the Local Planning Panels Operational Procedures and attending local planning panel meetings and completing panel business in required timeframes.

 

20.   Council is responsible to undertaking probity checks for community representatives. Each community representative will be subject to the following probity checks prior to being appointed to the PLPP:

a.     ASIC banned and disqualified register check

b.     ASIC enforceable undertaking register

c.     Bankruptcy record check

d.     National Police check (ACIC)

e.     Political Donations

 

21.   At the conclusion of the EOI period, 23 applications had been received. Of those applications, 4 are from current community representatives of which only 2 applicants are ineligible due to reaching their full term by 29 February 2024. The table below provides a breakdown of the number of applicants by ward.

 

WARD

NUMBER OF APPLICANTS

Dundas

3

Epping

3

North Rocks

2

Parramatta

2

Rosehill

1

TOTAL

11

 

22.   Four Council Officers reviewed the applications received including their responses to the selection criteria used in the EOI process. A list of all eligible applicants and a brief description of their qualifications, skills, and experience as well as an assessment against each selection criteria is provided in Attachment 1 (confidential - as it contains personal information regarding the individual applicants). The assessment against the selection criteria for each applicant was based upon the quality and detail provided in the applicant’s response to the criteria.

 

23.   Community representatives are allocated to LPP on a rotating basis. Each year around 15 PLPP meetings are held comprising of the monthly panel meetings and additional ad-hoc meetings. With 11 community representatives, this means each would attend 1-2 LPP meetings per year. Appointing 11 community representatives provides flexibility for scheduling panel meetings, especially ad-hoc meetings, and means that if some members resign over the term of the appointment Council will still have sufficient members in the pool. In addition, as probity checks are yet to be undertaken this may prevent some of the recommended applicants from being appointed.

 

Chair, Alternate Chairs & Independent Experts

 

24.   The current term of the PLPP chair, alternate chairs and expert members will finish on 29 February 2024. If Council does not reappoint the chair, alternate chairs and expert members the PLPP will be unable to operate. This means that any development applications which are required under the Ministerial direction to be determined by the PLPP will not be able to be determined. In addition, PPs which require recommendations from the PLPP before being considered by Council will not be able to progress.

 

25.   Table 2 provides the list of the alternate chair and independent experts that have less than 6 years tenure and are therefore eligible and recommended to be extended from 01 March 2024 and 31 May 2024. Ms Julie Walsh is recommended to be the chair during this period.

 

Panel Member

Position

Area(s) of Expertise

Julie Walsh

Alternate Chair

Law

Ian Armstrong

Independent Expert

Planning, Architecture, Urban Design

Steve Driscoll

Independent Expert

Planning, Urban Design, Government

Michael Evesson

Independent Expert

Planning, Environment, Economics, Government

Simone Lotz

Independent Expert

Planning, Architecture, Heritage, Urban Design, Tourism

Michael Mason

Independent Expert

Planning, Government

Alison McCabe

Independent Expert

Planning, Government

 

26.   Once the Department has conducted the EOI process and made information available to councils, a report will put before Council for the endorsement of new panel members from May 2024.

 

CONSULTATION & TIMING

 

Stakeholder Consultation

 

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

 

Date

Stakeholder

Stakeholder Comment

Council Officer Response

Responsibility

04 October 2023- 15 November 2023

Community EOI

23 applications received

11 applications suitable

Strategic Business Manager - City Planning & Design

22 November 2023

PLPP Chair

Refer to paragraph 23

Feedback from current chair considered in deciding recommendations for community representative appointment

Strategic Business Manager - City Planning & Design

 

Councillor Consultation

 

Date

Councillor

Councillor Comment

Council Officer Response

Responsibility

06 December 2023

Standard briefing  session prior to Council meeting

Report finalised prior to briefing session

Report finalised prior to briefing session

Strategic Business Manager - City Planning & Design

LEGAL IMPLICATIONS FOR COUNCIL

 

28.   Under the EP&A Act Council is required to operate an LPP. The EP&A Act requires Council to appoint representatives from the local community to the LPP.

 

29.   If Council does not appoint community representatives, then Council will not have any community representatives for the PLPP and this will impact on Council’s ability to hold LPP meetings and to exercise functions under the EP&A Act for the determination of DAs and reporting requirements for PPs.

 

30.   If Council does not reappoint the alternate chair and independent experts it will not have a LPP and will not be able to exercise functions under the EP&A Act for the determination of DAs and reporting requirements for PPs.

 

FINANCIAL IMPLICATIONS FOR COUNCIL

 

31.   The remuneration for panel members is determined by the State Government. The Ministerial Direction of 23 February 2018 sets out the applicable rates (Attachment 2).

 

32.   The total cost of the PLPP is dependent on the exact number of panel meetings held each year.  The costs associated with the operation of the panel has been allowed for in the budget. This amount ranges between approximately $120,000 to $136,000 per year.

 

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

 

 

FY 22/23