Minutes

Ordinary Council Meeting

Monday, 25 March 2024

6.30pm

Council Chamber

Level 4, PHIVE

Parramatta Square, Parramatta

PRESENT - COUNCILLORS

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

PRESENT – STAFF

Chief Executive Officer - Gail Connolly, Executive Director City Engagement and Experience - Angela Jones-Blayney, Executive Director Finance and Information - John Angilley, Acting Executive Director City Planning and Design – Rob Cologna, Executive Director Community and Culture - Jonathan Greig, Acting Executive Director City Assets & Operations - James Smallson, Chief Technology Officer - John Crawford, Chief Governance & Risk Officer - Roxanne Thornton, Chief  Financial Officer - Amit Sharma, Chief of Staff - Justin Mulder, Traffic and Transport  Manager – Richard Searle, ICT Service and Delivery Manager – Mark Vargas, Council Secretariat and Policy Officer - Marina Cavar and ICT Service Desk Team Leader - Alex Piccone.

1.     OPENING MEETING

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

2.     ACKNOWLEDGEMENT TO TRADITIONAL OWNERS OF LAND

The Lord Mayor acknowledged the Burramattagal people of The Darug Nation as the traditional owners of this land, and paid respect to their ancient culture and to their elders past, present and emerging.

3.     WEBCASTING ANNOUNCEMENT

The Lord Mayor advised that this public meeting is being recorded and streamed live on the internet. The recording will also be archived and made available on Council’s website.

The Lord Mayor further advised that all care will be taken to maintain privacy, however as a visitor in the public gallery, the public should be aware that their presence may be recorded.

4.     GENERAL RECORDING OF MEETING ANNOUNCEMENT

As per Council’s Code of Meeting Practice, the recording of the Council Meeting by the public using any device, audio or video, is only permitted with Council permission. Recording a Council Meeting without permission may result in the individual being expelled from the Meeting.

5. APOLOGIES AND APPLICATIONS FOR LEAVE OF ABSENCE OR ATTENDANCE BY AUDIO-VISUAL LINK BY COUNCILLORS
	RESOLVED: Councillor Noack and Councillor MacLean That Councillor Humphries be permitted to attend this meeting by audio-visual link. Record of Voting: For the Motion: Unanimous

6      CONFIRMATION OF MINUTES

Minutes of the Council Meeting held on 11 March 2024

4716

RESOLVED: Councillor Noack and Deputy Lord Mayor, Councillor Prociv That the minutes be taken as read and be accepted as a true record of the Meeting, with the exception of the below required corrections; · Item 14.2: Unsolicited Proposal by the Australian Turf Club - Proposed Sale and Redevelopment of Rosehill Racecourse o Delete the words “The Lord Mayor exercised his casting vote.” from the note following the Record of Voting for Clr Noack / Clr MacLean Amendment. · Procedural Motion: Matter of Urgency - International Women’s Day o Replace the words “…. regarding the Closure of Australia Post at Olympic Park.” with “regarding Council’s recent International Women’s Day event.” Record of Voting: For the Motion: Unanimous

7.    DISCLOSURES OF INTEREST

There were no Declarations of Interest made at this meeting.

PROCEDURAL MOTION

DEALING WITH ITEMS BY EXCEPTION

RESOLVED: Councillor MacLean and Deputy Lord Mayor, Councillor Prociv

That in accordance with Section 13 of Council’s Code of Meeting Practice, the Order of Business be amended to deal with the following items by exception

· 12.3: Investment Report for February 2024

· 13.2: Adoption of Land Dedication Policy 2024

· 13.3: Naming Proposal for Unnamed Laneway at 78 Phillip Street, Parramatta

· 13.4: Public Exhibition of Draft Councillor Workshops Policy 2024

Record of Voting:

For the Motion: Unanimous

12.3	Investment Report for February 2024 (Report of Tax and Treasury Accountant)
4717	RESOLVED: Councillor MacLean and Deputy Lord Mayor, Councillor Prociv That Council receive and note the Investment Report for February 2024. Record of Voting: For the Motion: Unanimous

13.2	Adoption of Land Dedication Policy 2024 (Report of Group Manager Infrastructure Planning & Design)
4718	RESOLVED: Councillor MacLean and Deputy Lord Mayor, Councillor Prociv That Council adopts the Land Dedication Policy 2024 as held at Attachment 1 to this report. Record of Voting: For the Motion: Unanimous

13.3

Naming Proposal for Unnamed Laneway at 78 Phillip Street, Parramatta (Report of Senior Project Officer)

4719

RESOLVED: Councillor MacLean and Deputy Lord Mayor, Councillor Prociv (a)    That Council endorse the use of the name Yilabara Path for the unnamed laneway, which runs adjacent to 78 Phillip Street in the south and connects to the Elizabeth Street Footbridge and the Parramatta River foreshore in the north. The location of the unnamed laneway is illustrated in the site map at Attachment 1. (b)    Further, that the preferred name for the unnamed laneway be referred to the Geographical Names Board (GNB) of NSW for formal assignment and Gazettal under the Geographical Names Act 1996. Record of Voting: For the Motion: Unanimous

13.4

Public Exhibition of Draft Councillor Workshops Policy 2024 (Report of Policy Officer)

4720

RESOLVED: Councillor MacLean and Deputy Lord Mayor, Councillor Prociv (a)    That the Councillor Workshops Policy be placed on public exhibition for a period of 28 days. (b)    That Council authorises the Chief Executive Officer to make any necessary editorial and content changes to the draft Councillor Workshops Policy for public exhibition to give effect to Council’s resolution. (c)    That officers prepare a report to Council following the exhibition period to present the final Councillor Workshops Policy for adoption. Record of Voting: For the Motion: Unanimous

8.    Minutes of the Lord Mayor

8.1

Celebrating Easter (Lord Mayor Councillor, Pierre Esber)

4721

RESOLVED: Lord Mayor Councillor Esber and Councillor Garrard (a) That Council recognise Easter, an annual Christian celebration marking the death and resurrection of Jesus Christ, with Palm Sunday to be held on 24 March, Good Friday on 29 March, Easter Sunday on 31 March, Easter Monday on 1 April and Agio Pascha (Greek and Orthodox Easter) on 5 May 2024. (b) That Council recognise Easter, an annual Christian celebration marking the death and resurrection of Jesus Christ, with Palm Sunday to be held on 24 March, Good Friday on 29 March, Easter Sunday on 31 March, Easter Monday on 1 April and Agio Pascha (Greek and Orthodox Easter) on 5 May 2024. (c) That Council extend its best wishes to those across our City celebrating Easter with family and friends in the spirit of a range of Christian traditions. Record of Voting: For the Motion: Unanimous

8.2

Hambledon Cottage Bicentenary (Lord Mayor, Councillor Pierre Esber)

4722

RESOLVED: Lord Mayor Councillor Esber and Deputy Lord Mayor, Councillor Prociv (a) That Council note the bicentenary of Hambledon Cottage is being celebrated on 13 April 2024, commemorating the 200th anniversary of the completion of this significant colonial heritage site; and (b) Further, that Council note the program of events planned for 14-20 April, including a Bicentenary Event hosted by Parramatta & District Historical Society, with support provided by City of Parramatta. Record of Voting: For the Motion: Unanimous

8.3

Recognising the service of former Federal Member for Parramatta John Joseph Brown AO (Lord Mayor, Councillor Pierre Esber)

4723

RESOLVED: Lord Mayor Councillor Esber and Deputy Lord Mayor, Councillor Prociv (a) That Council authorise the Chief Executive Officer to prepare a report to identify and assess options for naming a suitable location or asset after the former Federal Member for Parramatta The Hon. John Brown AO, in recognition of his public service to Parramatta and Australia.  (b) That the matter be delegated to the Lord Mayor and Chief Executive Officer for action. (c) That the Chief Executive Officer investigate any outstanding dedications to former Councillors or Lord Mayors and advise Councillors by a Briefing Note. Record of Voting: For the Motion: Unanimous

8.4	Celebrating Greek Independence Day - 25 March 2024 (Lord Mayor, Councillor Pierre Esber)
4724	RESOLVED: Lord Mayor Councillor Esber and Councillor Valjak (a) That Council note that Monday 25 March 2024 is the Greek National Day of Independence; and (b) Further, that Council acknowledge the contributions made to the City of Parramatta by Greek Australians to our vibrant multicultural community. Record of Voting: For the Motion: Unanimous

Question Taken on Notice (Clr Valjak) regarding Item 8.4Celebrating Greek Independence Day – 25 March 2024;

· Can the CEO please provide an update to Councillors on whether Council will reconsider flag raising ceremonies?

9.    Public Forum        

Speaker	Report No.	Report Title
Laurie Bennett	15.3	QWN - Developer Contributions - Parramatta City Local Infrastructure Contributions Plan, Church St North Precinct

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

10.  Petitions

There were no petitions tabled at this meeting.

5.    Rescission Motions

Nil

12.  Reports to Council - For Notation

12.1	Minutes of Audit Risk and Improvement Committee Meeting held on 23 November 2023 (Report of Coordinator Internal Audit)
4725	RESOLVED: Councillor Darley and Councillor MacLean That Council receive and note the confirmed Minutes from the Audit, Risk and Improvement Committee (ARIC) meeting held on 23 November 2023. Record of Voting: For the Motion: Unanimous

Question taken on Notice (Clr Darley) regarding Item 12.1 Minutes of Audit Risk and Improvement Committee Meeting held on 23 November 2023;

· How can Councillors receive the relevant information referred to in the ARIC Minutes when the Minutes are merely referred to Council to receive and note?

· Public Interest Disclosures Policy – request for training to be provided to Councillors.

· What is the reason on why the ARIC Agenda and Minutes are not published on Council’s website?

Question taken on Notice (Clr Bradley) regarding Item 12.1 Minutes of Audit Risk and Improvement Committee Meeting held on 23 November 2023

· Who are the alternate Councillor Members on the ARIC Committee?

12.2	ARIC Annual Report 2023 (Report of Coordinator Internal Audit)
4726	RESOLVED: Councillor Darley and Councillor MacLean That Council receives and notes the 2023 Annual Report of the Audit, Risk and Improvement Committee. Record of Voting: For the Motion: Unanimous

Question taken on Notice (Clr Darley) regarding Item 12.2 ARIC Annual Report 2023;

· Can Council (or Councillors) receive a high level overview of the key findings from Internal Audits, possibly via a Councillor Workshop?

12.3	Investment Report for February 2024 (Report of Tax and Treasury Accountant)
	This matter was considered earlier in the meeting as detailed in these Minutes.

12.4	Quarter Two Progress Report - Delivery Program and Operational Plan 2023/24 (Report of Corporate Strategy Manager)
4727	RESOLVED: Councillor Darley and Councillor MacLean That Council receive and note the report. Record of Voting: For the Motion: Unanimous

12.5

Traffic Engineering Advisory Group - 21 February 2024 - Minutes (Report of Traffic and Transport Manager)

4728

MOTION: Councillor Noack and Councillor MacLean That Council notes the minutes of the Traffic Engineering Advisory Group meeting held on 21 February 2024, as provided in Attachment 1, and summarised below: (a)     ITEM 2402 B1 STATION STREET EAST, HARRIS PARK – PROPOSED ONE-WAY NORTHBOUND RESTRICTION AND FOOTPATH WIDENING This report seeks in-principle support for the footpath widening and one-way restriction in Station Street East and Marion Street, Harris Park between Wigram Street and Ada Street. The detail design could be funded from the Developer Contributions Plan (Outside of the CBD) or grants and staff will consider both options in planning for future budgets. This report makes no recommendation on the timing or funding source of the detailed design.  (b)      ITEM 2402 B2 RAWSON STREET, EPPING – REQUEST FOR SIGNALISED MID-BLOCK PEDESTRIAN CROSSING There are no financial implications from adopting the recommendations in this report.  (c)     ITEM 2402 B3 SOUTH STREET WEST OF JOHN STREET, RYDALMERE – REVIEW OF THE CHILDREN’S CROSSING There are no additional financial impacts from Council adopting the recommendations of this report. (d)     ITEM 2402 B4 TRAFFIC MANAGEMENT AND PEDESTRIAN WORKS TEMPORARY DELEGATIONS TO COUNCIL This report only provides information on new delegations for traffic management and pedestrian works and therefore, has no direct financial impact on Council’s budget. (e)     ITEM 2402 B5 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. (f)      ITEM 2402 B6 TRAFFIC CONDITIONS IN kissing point road at quArry road, dundas valley There are no financial implications to Council as a result of this item. (g)     ITEM 2402 B7 REQUEST FOR ‘No Stopping’ restrictions in bluegum circuit, northmead The estimated cost for the installation of ‘No Stopping’ restriction is $1,000. This item however does not approve the installation of the restriction and therefore, has no financial implications to Council.  When this is approved through the delegated authority process, Transport for NSW Block Grant Funds for installation and maintenance of traffic signs and line markings in 2023/24 will be used to fund the works. (h)     ITEM 2402 B8 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. AMENDMENT: Councillor Wearne and Councillor Garrard That Council notes the minutes of the Traffic Engineering Advisory Group meeting held on 21 February 2024, as provided in Attachment 1, and summarised below, with the exception of ITEM 2402 B2 RAWSON STREET, EPPING – REQUEST FOR SIGNALISED MID-BLOCK PEDESTRIAN CROSSING which has been amended as shown below: (a)     ITEM 2402 B1 STATION STREET EAST, HARRIS PARK – PROPOSED ONE-WAY NORTHBOUND RESTRICTION AND FOOTPATH WIDENING This report seeks in-principle support for the footpath widening and one-way restriction in Station Street East and Marion Street, Harris Park between Wigram Street and Ada Street. The detail design could be funded from the Developer Contributions Plan (Outside of the CBD) or grants and staff will consider both options in planning for future budgets. This report makes no recommendation on the timing or funding source of the detailed design.  (b)      ITEM 2402 B2 RAWSON STREET, EPPING – REQUEST FOR SIGNALISED MID-BLOCK PEDESTRIAN CROSSING That the Chair of the Traffic Engineering Advisory Committee arrange a meeting with the Ward Councillors to discuss the matter in further detail. (c)     ITEM 2402 B3 SOUTH STREET WEST OF JOHN STREET, RYDALMERE – REVIEW OF THE CHILDREN’S CROSSING There are no additional financial impacts from Council adopting the recommendations of this report. (d)     ITEM 2402 B4 TRAFFIC MANAGEMENT AND PEDESTRIAN WORKS TEMPORARY DELEGATIONS TO COUNCIL This report only provides information on new delegations for traffic management and pedestrian works and therefore, has no direct financial impact on Council’s budget. (e)     ITEM 2402 B5 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. (f)      ITEM 2402 B6 TRAFFIC CONDITIONS IN kissing point road at quArry road, dundas valley There are no financial implications to Council as a result of this item. (g)     ITEM 2402 B7 REQUEST FOR ‘No Stopping’ restrictions in bluegum circuit, northmead The estimated cost for the installation of ‘No Stopping’ restriction is $1,000. This item however does not approve the installation of the restriction and therefore, has no financial implications to Council.  When this is approved through the delegated authority process, Transport for NSW Block Grant Funds for installation and maintenance of traffic signs and line markings in 2023/24 will be used to fund the works. (h)     ITEM 2402 B8 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. Record of Voting: For the Amendment: Councillors Garrard, Green, Siviero, Valjak, Wang and Wearne Against the Amendment: Lord Mayor Councillor Esber, Councillors Bradley, Darley, Humphries(online), MacLean, Noack, Pandey, Deputy Lord Mayor, Councillor, Prociv  On being put to the meeting voting on the Amendment was six (6) votes FOR and eight (8) votes against. The Amendment was LOST. RESOLVED: Councillor Noack and Councillor MacLean That Council notes the minutes of the Traffic Engineering Advisory Group meeting held on 21 February 2024, as provided in Attachment 1, and summarised below: (a)     ITEM 2402 B1 STATION STREET EAST, HARRIS PARK – PROPOSED ONE-WAY NORTHBOUND RESTRICTION AND FOOTPATH WIDENING This report seeks in-principle support for the footpath widening and one-way restriction in Station Street East and Marion Street, Harris Park between Wigram Street and Ada Street. The detail design could be funded from the Developer Contributions Plan (Outside of the CBD) or grants and staff will consider both options in planning for future budgets. This report makes no recommendation on the timing or funding source of the detailed design.  (b)      ITEM 2402 B2 RAWSON STREET, EPPING – REQUEST FOR SIGNALISED MID-BLOCK PEDESTRIAN CROSSING There are no financial implications from adopting the recommendations in this report.  (c)     ITEM 2402 B3 SOUTH STREET WEST OF JOHN STREET, RYDALMERE – REVIEW OF THE CHILDREN’S CROSSING There are no additional financial impacts from Council adopting the recommendations of this report. (d)     ITEM 2402 B4 TRAFFIC MANAGEMENT AND PEDESTRIAN WORKS TEMPORARY DELEGATIONS TO COUNCIL This report only provides information on new delegations for traffic management and pedestrian works and therefore, has no direct financial impact on Council’s budget. (e)     ITEM 2402 B5 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. (f)      ITEM 2402 B6 TRAFFIC CONDITIONS IN kissing point road at quArry road, dundas valley There are no financial implications to Council as a result of this item. (g)     ITEM 2402 B7 REQUEST FOR ‘No Stopping’ restrictions in bluegum circuit, northmead The estimated cost for the installation of ‘No Stopping’ restriction is $1,000. This item however does not approve the installation of the restriction and therefore, has no financial implications to Council.  When this is approved through the delegated authority process, Transport for NSW Block Grant Funds for installation and maintenance of traffic signs and line markings in 2023/24 will be used to fund the works. (h)     ITEM 2402 B8 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. Record of Voting: For the Motion: Lord Mayor Councillor Esber, Councillors Bradley, Darley, Humphries(online), MacLean, Noack, Pandey, Deputy Lord Mayor, Councillor, Prociv and Valjak Against the Motion: Councillors Garrard, Green Siviero, Wang and  Wearne. On being put to the meeting voting on the Motion was nine (9) votes FOR and five (5) vote against. The Motion was CARRIED.

12.6

Improving the Governance and Performance of Council and Advisory Committee Meetings (Options for Committee Structures at the City of Parramatta) (Report of Chief Governance & Risk Officer)

4729

MOTION: Councillor Garrard and Councillor Wang (a)    That Council note the recommendation by staff for a revised Council and Committee meeting structure and cycle, as detailed in this report. (b)    That Council note the Chief Executive Officer will submit a report to Council after the September 2024 Local Government elections that contains all options for consideration by the newly elected Council. AMENDMENT: Councillor Darley and Deputy Lord Mayor, Councillor Prociv (a) That Council note the preferred option recommended by staff (Option 4) for any revised Council and Committee meeting structure and cycle, as detailed in this report. (b) That Council note the Chief Executive Officer will submit a report to Council after the September 2024 Local Government elections that contains all options for consideration by the newly elected Council. (c) That the CEO make improvements to the governance of the current advisory committees (including but not limited to improvements to the agendas, reports, technology and general running of the committees) throughout the remainder of this term as appropriate. (d) Further that the CEO engage with the current external committee members to seek feedback in respect to the governance and purpose of the Committees before the end of this term of Council to inform the report for the incoming Council. Record of Voting: For the Amendment: Councillors Bradley, Darley and Valjak. Against the Amendment: Lord Mayor, Councillor Esber, Deputy Lord Mayor, Councillor Prociv and Councillors Garrad, Green, Humphries (online) MacLean, Noack, Pandey, Siviero, Wang and Wearne. On being put to the meeting voting on the Amendment was three (3) votes FOR and eleven (11) votes against. The Amendment was LOST. RESOLVED: Councillor Garrard and Councillor Wang (a)    That Council note the recommendation by staff for a revised Council and Committee meeting structure and cycle, as detailed in this report. (b)    That Council note the Chief Executive Officer will submit a report to Council after the September 2024 Local Government elections that contains all options for consideration by the newly elected Council. Record of Voting: For the Motion: Unanimous

13.  Reports to Council - For Council Decision

13.1

Minutes of the Parramatta Traffic Committee Meeting Held on 21 February 2024 (Report of Traffic and Transport Manager)

4730

RESOLVED:  Councillor Noack and Councillor Green (a)    That Council note the minutes of the Parramatta Traffic Committee held on 21 February 2024, provided at Attachment 1. (b)    That Council approves the recommendations of the Parramatta Traffic Committee from the meeting held on 21 February 2024 provided at Attachment 1 and in this report, noting the following financial implications for each item. I.    ITEM 2402 A1 WIGRAM STREET, HARRIS PARK – SPECIAL EVENT CLASS 2 HARVEST FESTIVAL The proposed Harvest Festival Event in Wigram Street, Harris Park on 13 April 2024 is to be delivered by Little India Australia at no cost to Council. Therefore, this matter has no direct financial impact upon Council's budget. II.   ITEM 2402 A2 SANDRINGHAM DRIVE AT BARONS AVENUE, CARLINGFORD – INSTALLATION OF A PART-TIME ‘NO ENTRY’ RESTRICTION The estimated cost of the proposed part-time ‘No Entry 3pm-4pm School Days’ restriction with associated ‘All Traffic Left Turn Only 3pm-4pm’ and ‘All Traffic Right Turn Only 3pm-4pm’ signage in Sandringham Drive at Barons Avenue, Carlingford is $1,600. This work will be funded from Transport for NSW Block Grant Funds for installation and maintenance of traffic signs and line markings in 2023/24. III.  ITEM 2402 A3 BURROWAY ROAD, WENTWORTH POINT – INSTALLATION OF A RAISED PEDESTRIAN CROSSING The proposed raised pedestrian crossing is to be constructed by School Infrastructure NSW at no cost to Council. Therefore, this proposal has no direct financial impact on Council’s budget. IV.   ITEM 2402 A4 RAY ROAD EAST OF KENT STREET, EPPING – RAISED PEDESTRIAN CROSSING The estimated cost for the installation of a raised pedestrian crossing in Ray Road east of Kent Street, Epping is $340,000. This project is 100% funded by Council from its Outside CBD Contributions Plan 2021. Record of Voting: For the Motion: Unanimous

13.2	Adoption of Land Dedication Policy 2024 (Report of Group Manager Infrastructure Planning & Design)
	This matter was considered earlier in the meeting as detailed in these Minutes.

13.3	Naming Proposal for Unnamed Laneway at 78 Phillip Street, Parramatta (Report of Senior Project Officer)
	This matter was considered earlier in the meeting as detailed in these Minutes.

13.4	Public Exhibition of Draft Councillor Workshops Policy 2024 (Report of Policy Officer)
	This matter was considered earlier in the meeting as detailed in these Minutes.

13.5

2024/25 Budget Consideration - Parramatta Past Revealed Historical Publication (Report of Group Manager Community Hubs and PHIVE)

4731

RESOLVED: Councillor Garrard and Councillor Bradley (a)    That Council digitise the existing 1996 printed publication (Parramatta: Past Revealed) to create a digital publicly-accessible historical reference resource on the history of Parramatta, with the $1000 cost to be funded from the 2023/24 Community Hubs operational budget. (b)    That Council consider funding the creation of a new, complementary publication to Parramatta: Past Revealed (at an estimated cost of $65,000) as part of the 2024/25 draft budget preparation process. Record of Voting: For the Motion: Unanimous

13.6

Sponsorships, Corporate Memberships and Memoranda of Understanding (Report of Executive Director City Planning and Design)

4732

MOTION: Councillor Bradley and Councillor Darley That consideration of this matter be deferred to a further Councillor Workshop. AMENDMENT: Councillor Garrard and Councillor Wearne (a)    That Council note the information provided at Attachments 1 and 2 relating to Council’s Strategic Memberships, Event Sponsorships and Partnerships (including Memoranda of Understanding). (b)    That due to increasing levels of community interest in partnering with Council, the Sponsorships Policy and Productive Partnerships Policy be prioritised for review consistent with the principles outlined in this report, and the Policy Review Committee consider the draft policies at the 22 May 2024 Policy Review Committee meeting. (c)    That, recognising the need for an interim approach until such time as this policy review is complete the Chief Executive Officer review the information at Attachment 1 to inform the 2024/25 budget preparation process in line with the following approach/criteria: 1. Further consultation with Councillors; 2. High strategic alignment; 3. Clear value for money; 4. Demonstrated community benefit; 5. Prioritise positioning Parramatta as a Global City; 6. Position Council to proactively participate in policy conversations and other matters affecting the City and community; 7. Not enter into any further MOUs or alliance arrangements; and 8. Focus on formal commercial partnership agreements that offer direct and measurable benefits for the City, businesses and residents. (d) Further, that the Chief Executive Officer identify budget and staff resources to manage Council’s sponsorships, partnerships, and alliances in a centralised and strategic manner as part of the budget preparation for financial year 2024/25. Record of Voting: For the Amendment: Lord Mayor Councillor Esber, Councillors Garrard, Green, Humphries (onloine) Noack, Pandey, Deputy Lord Mayor Councillor Prociv, Siviero, Valjak, Wang and Wearne Against the Amendment: Councillors Bradley, Darley, MacLean (abstained) On being put to the meeting, voting on the Amendment was  eleven (11) votes FOR and three (3) votes AGAINST. The Amendment therefore became the Motion. RESOLVED: Councillor Garrard and Councillor Wearne (a)    That Council note the information provided at Attachments 1 and 2 relating to Council’s Strategic Memberships, Event Sponsorships and Partnerships (including Memoranda of Understanding). (b)    That due to increasing levels of community interest in partnering with Council, the Sponsorships Policy and Productive Partnerships Policy be prioritised for review consistent with the principles outlined in this report, and the Policy Review Committee consider the draft policies at the 22 May 2024 Policy Review Committee meeting. (c)    That, recognising the need for an interim approach until such time as this policy review is complete the Chief Executive Officer review the information at Attachment 1 to inform the 2024/25 budget preparation process in line with the following approach/criteria: 1. Further consultation with Councillors; 2. High strategic alignment; 3. Clear value for money; 4. Demonstrated community benefit; 5. Prioritise positioning Parramatta as a Global City; 6. Position Council to proactively participate in policy conversations and other matters affecting the City and community; 7. Not enter into any further MOUs or alliance arrangements; and 8. Focus on formal commercial partnership agreements that offer direct and measurable benefits for the City, businesses and residents. (e) Further, that the Chief Executive Officer identify budget and staff resources to manage Council’s sponsorships, partnerships, and alliances in a centralised and strategic manner as part of the budget preparation for financial year 2024/25. Record of Voting: For the Motion: Lord Mayor Councillor Esber, Councillors Garrard, Green, Humphries (onloine) Noack, Pandey, Deputy Lord Mayor Councillor Prociv, Siviero, Valjak, Wang and Wearne. Against the Motion: Councillors Darley, Bradley, MacLean (abstained) On being put to the meeting voting on the Motion was eleven (11) votes FOR and three (3) votes AGAINST. The Motion was CARRIED.

PROCEDURAL MOTION

ADJOURNMENT OF MEETING

At 8.31pm, The Lord Mayor adjourned the meeting and the following Councillors were present:

Lord Mayor, Councillor Esber, Deputy Lord Mayor Councillor Prociv and Councillors Bradley, Darley, Garrard, Green, Humphries (online), MacLean, Noack, Pandey, Siviero, Valjak, Wang and Wearne.

PROCEDURAL MOTION

RECONVENED MEETING

At 8.41pm, the Lord Mayor reconvened the meeting and the following Councillors were present:

Lord Mayor, Councillor Esber, Deputy Lord Mayor Councillor Prociv and Councillors Bradley, Darley, Garrard, Green, Humphries (online), MacLean, Noack, Pandey, Siviero, Valjak, Wang and Wearne.

8.       Notices of Motion

14.1

Lobbying of Government Officials - Proposed New Policy, Disclosure Requirements and Register for Councillors and CEO (Councillor Kellie Darley)

4733

RESOLVED: Councillor Darley and Councillor MacLean (a) That Council note the Independent Commission Against Corruption (ICAC) has recommended on multiple occasions that the Lobbying of Government Officials Act (2011) be extended to include Local Government Officials, including the recent investigation into conduct of the City of Canada Bay Council Mayor and others (Operation Tolosa), the investigation into the conduct of councillors at the former Canterbury City Council and others (Operation Dasha), the 2022 report into the conduct of the local member for Drummoyne (Operation Witney) and it was also a key finding in the ICAC’s 2021 Investigation into the regulation of lobbying, access and influence in NSW (Operation Eclipse). (b) That the Lord Mayor write to the Minister for Local Government, the Hon. Ron Hoenig MP, outlining City of Parramatta's support for increasing integrity in local government by urgently adopting ICAC's recommendations in relation to enhancing transparency around lobbying of Local Government officials. (c) That the CEO commence a review of Council’s Policy and wait for the OLG Guidelines. Should the Guidelines not be released by 30 June 2024, staff are to report back to Council with a view to finalising Council’s Policy and refer it back to the Policy Review Committee, then to a Councillor Workshop and then to Council. Record of Voting: For the Motion: Unanimous

Note:        The Lord Mayor, Clr Esber vacated the Chair at 9.30pm.

Note:        The Deputy Lord Mayor, Clr Prociv assumed the role of Chair.

14.2	Report to Investigate a New City of Parramatta Industrial Instrument (Enterprise Award) (Councillor Georgina Valjak)
4734	RESOLVED: Councillor Valjak and Councillor Darley That the Chief Executive Officer prepare a report to Council on the potential advantages (and/or disadvantages) of creating a new industrial instrument (such as an enterprise Award) for the City of Parramatta. Record of Voting: For the Motion: Unanimous

Note:        The Lord Mayor, Clr Esber resumed the role of Chair at 9.36pm.

9.    Questions with Notice

15.1

Gross Pollutant Traps (Councillor Kellie Darley)

4735

QUESTIONS WITH NOTICE: GPTs play a key role in Council’s catchment management to support healthy waterways and offer a last line of defence to reduce pollutants, such as rubbish, from entering our creeks and river. In December 2022, an audit of Council’s Gross Pollutant Traps (GPTs) was completed and found (as reported to Council on 13^th June 2023) that only 2% of Council’s GPT were in good condition and didn’t require any works, 11% required maintenance work, 21% required minor works, 23% required major structural works and 43% needed to be completely replaced. 1.     Where are the GPTs requiring replacement, major or minor works located? (i.e. a map of Council’s GPTs with the rectification category of each one) Executive Director, City Assets and Operations response: All GPTs require an annual rolling works schedule to ensure they achieve their useful life. The December 2022 audit of the GPTs considered not only the condition and function of the asset, but also improvements to the areas surrounding the asset e.g. vehicular access improvements.  The following map identifying the locations of GPTs across the LGA was provided to Councillors at the Council meeting dated 16 June 2023, however a map delineating the GPTs for rectification works has not been developed. GPTs recommended for replacement include: ·        Anthony St, Carlingford ·        Benaud Pl Telopea ·        Burrabogee Rd Toongabbie ·        Clyde St, Rydalmere ·        Lackey St (Lake Parra), North Parramatta ·        Masons Rd, Oatlands ·        Model Farms Rd, Winston Hills GPTs recommended for major work include: ·        Blaxland Rd (Somerville Park), Epping ·        Cooyong Cres (in park), Toongabbie ·        Lackey St (Lake Parra via carpark), North Parramatta ·        Norwood Ave, Beecroft 2.     What is the estimated cost to carry out all the identified rectification works? Executive Director, City Assets and Operations response: The high-level cost estimate to undertake the recommended maintenance, short and long term work for 44 GPTs is $2.7 million. Council has budgeted a total spend of $11,517,563 over the next 5 years for drainage, maintenance and renewal including the GPT works identified from the audit. 3.     What is the current schedule for carrying out these rectification works? Executive Director, City Assets and Operations response: Work on GPTs identified for maintenance and minor rectification works has already commenced and it is anticipated that this stage will be finalised within the next 2 financial years. The major works and replacements are yet to be scheduled as detailed assessment and design documentation has not been undertaken.  However, it is anticipated that work will be programmed over the 5 year period in accordance with the funding allocation identified above. 4.     Did the GPT audit make any other recommendations? Executive Director, City Assets and Operations response: In summary, recommendations were made regarding the frequency and extent of inspection and cleaning for each GPT category and the suitability of access for cleaning contractors.

15.2

Community Association/Strata Obligations for Long Term Care and Maintenance of Public Parks (Deputy Lord Mayor Clr Dr Patricia Prociv)

4736

qUESTION WITH nOTICE: 1.     Are there any other examples known to staff where a Community Association/Strata is obliged to take eventual ownership and responsibility of a designated public park? Executive Director City Planning and Design response:  In Wentworth Point, Council staff are aware of two examples of private ownership of publicly accessible parks/open space.  (It should be noted that these parks have never been, nor ever will be, in public ownership). 1.   Bay Park at 18 Amalfi Drive: the park remains in private ownership by the Community Association, as it is located above the Association’s resident basement car park. However, public access is permitted to the park, as a condition was attached to the development consent requiring public access easements to be created over the park at the time it was granted development consent.  This approach was taken as Council does not accept ownership of open space land that sits above private land or structures such as basement car parking. 2.   The Development Application for the City Freeholds site (Block D) at Wentworth Point also includes a park to be held in private (community association) ownership that will also have car parking provided underneath with public access rights to the park above. 2.     If there is, has the Community Association/Strata been able to get adequate liability insurance? And how have they paid for the eventual long term care and maintenance of the public park? Executive Director City Planning and Design response: Council staff are not privy to the private commercial arrangements (such as insurance requirements and strata/maintenance levies) of the relevant community associations.

15.3

Developer Contributions - Parramatta City Local Infrastructure Contributions Plan, Church Street North Precinct

(Councillor Phil Bradley)

4737

Question on Notice:

1. In 2022 Council officers estimated a $1.373 Million funding gap needed for CBD community infrastructure, even after Ministerial approval of the Council requested developer contribution of 5% of the cost of residential development and 4% for commercial development! Is $1.4 Billion still the approximate 2024 funding gap estimate for the CBD/City Centre local community infrastructure, with the recent Council decision to propose reduced developer contributions from 5% to 4% for residential development & from 4% to 3% for commercial development in the Church Street North Parramatta precinct part of the CBD?

Executive Director, City Planning and Design response:

As indicated in the table below, the current funding gap between the total works program and the estimated income is $1.295 billion, a reduction of about $43 million.  

Planning Controls	Contribution Scheme Response	Funding Gap between total works program & estimated income
July 2021: -     CBD PP endorsed by Council for finalisation	October 2021: -     Council endorsed contribution plan applying 5% for residential and 4% commercial.	$1.338 billion
May 2022: -     Department finalised CBD PP -     Requested Council amend contribution rates for Phillip St block and Church St North Precinct	June 2022: -     Council reinstated the 3% contribution rate for the Phillip St block and Church St North Precinct	Funding gap increased to $1.398 billion
June 2023: -     Department uses SEPP (No. 1) to amend FSR controls for the E2 Commercial Core zoned land (unlimited FSR for office uses reinstated)	No amendment to the 4% contribution rate for commercial uses required.  Additional FSR means funding gap reduced.	Funding gap reduced to $1.348 billion
December 2022: -     Department uses SEPP (No. 2) to amend FSR controls for the Phillip Street block	March 2023: -     Council approved the reinstatement of higher contribution rates for the Phillip St block of 5% for residential and 4% commercial	Funding gap reduced to $1.335 billion
December 2023: -     Department uses SEPP (No. 3) to amend the planning controls for the Church Street North Precinct	February 2024: -     Council responses by resolving to exhibit an amendment to the contribution plan with a recommendation that the 3% contribution rate for the Church St Nth precinct be increased proportional to the GFA increase being 4% for residential; and retain the 3% for commercial.	Funding gap reduced to $1.295 billion

2. If not, what is the latest estimate of the community infrastructure funding gap for the CBD/City Centre’s buildout after the recent Council decision to propose these reduced developer contributions?

Executive Director, City Planning and Design response:

The current funding gap is detailed in the table above. 

3. What is the estimated local community infrastructure funding gap in the Church Street North Parramatta precinct with the recent Council proposal to reduce developer contributions from the City Centre’s 5% to 4% for residential development & from 4% to 3% for commercial?

Executive Director, City Planning and Design response:

The funding gaps detailed in the table above provide an indication of the cumulative funding, as it is not practical to calculate the funding gap related solely to the Church Street North precinct because much of the infrastructure in the CBD Contribution Plan will also benefit all the CBD and surrounding precincts.

4. Council staff advised in October 2021 that expert property consultant Savills stated “with an internal rate of return (IRR) of 20%, which is a commonly used benchmark for testing development feasibility where lending from a financial institution may be required” and with lower FSRs north of the river, that developer contribution rates of 5% of the development cost for residential development and 4% for commercial were viable for development. So now that maximum FSRs have been reduced by 13% ie closer to 10% than 20%, consistent with Savills’ advice, wouldn’t my proposed rates of 4.5% residential and 3.5% commercial be viable and provide Council with approximately $5 Million more for community infrastructure?

Executive Director, City Planning and Design response:

Feasibility scenarios prepared in October 2021 reflected the interest (commercial lending) rates at the time. Given the significant change in lending costs and interest rates since that time, they should not be given the same weight when attempting to calculate feasibility of developments in 2024.

Additionally, the Department-led rezoning for the Church Street North precinct reduced the theoretical GFA by 20%, compared to the original CBD Planning Proposal. While the FSR fell by 13%, the potential GFA decreased by 20%. In response, the Council proposed contribution rates have been adjusted down by 20% to match the decrease in development capacity. 

5. In the ACT the public purse gets 75% of the betterment value of rezoning and Council staff have estimated that developer contributions are only about half of what is needed to fund the community infrastructure directly attributable to the CBD development. So why should our Council keep accepting development which causes reduced community livability due to insufficient developer contributions, which provide a minimum 20% Internal Rate of Return profit on investment for mostly wealthy big developers?

Executive Director, City Planning and Design response:

Developer contributions have never been intended to cover 100% of the cost of the additional local infrastructure demand generated by new development. Councils have always been restricted in the types of infrastructure they can levy contributions for and when they can be levied.  Rates, fees and charges are (amongst other things) the most commonly used mechanisms by councils to fund the cost of additional infrastructure generated by new development.

Additionally, it is not reasonable to compare the ACT and NSW planning systems in the manner suggested for the following reasons:

-     The NSW legal framework for development contributions is limited to Section 7.11 or 7.12 of the Environment Planning and Assessment Act 1979 (EPA Act) 

-     Planning Agreements in NSW between a consent authority and a developer are used to deliver local infrastructure under Section 7.4 of the EPA Act. 

-     Planning Agreements cannot use ‘value sharing’ (betterment) as a method to impose financial contributions under the Practice Note issued by the Department in February 2021.

-     Council proposed as part of the CBD Planning Proposal, a mechanism that applied value sharing principles similar to those applied in the ACT; Council’s proposal however was rejected by the State Government.

15.4

Questions Taken on Notice at the 11 March 2024 Council Meeting (Governance Manager)

4738

Councillor Darley asked the following questions on Item 6 – Confirmation of Minutes: 1. On page 18 of the minutes, during the debate on Item 13.1 Quarterly Budget Review - December 2023, I asked for an explanation on what projects have been rephased to get to the total of $91million? 2. On page 30 of the minutes, in closed session, I asked questions on Item 16.2 Determination of Senior Staff Structure – City of Parramatta, and this has not been answered as part of the Questions on Notice. Executive Director, Finance and Information response: 1. The question was answered at the meeting and hence it is not recorded in the Minutes.  For information, the following response was provided to Councillor Darley during the 26 February 2024 Council meeting: Approximately $87.9m of the total $91m of capital rephasing adjustments to projects for funding and timing of commencement is covered in the column called “proposed adjustments” on pages 9 and 10 of the Capital Variances report, as contained in pages 97 and 98 of the Council report. Officers have reviewed the recording of the discussion on Item 16.2 Determination of Senior Staff Structure – City of Parramatta and confirm that all questions raised by Councillor Darley were answered at the meeting.  Hence, the questions were not recorded in the Minutes. Councillor Darley asked the following question on Item 6 – Confirmation of Minutes which was not answered: 3. Page 23 of the minutes, when I moved my motion, I changed my motion to quarterly reporting and not monthly. Can staff please correct this? Executive Director, Finance and Information response: Staff have reviewed the recording and confirm that Councillor Darley amended her motion to quarterly reporting. Staff will make the necessary correction to the Minutes. Councillor Garrard asked the following question on Item 8.4 - 2024 Homelessness Street Count: 4. Could staff go out and check on the homeless people underneath Lennox Bridge (back of Riverside Theatre) when there is heavy rain? Executive Director, Community and Culture response: The issue was raised as a Service Request and an update was separately provided to Councillors Garrard and Green following the meeting. (As the details contain personal information there is an overriding public interest against publishing the information in this Business Paper). Councillor Siviero asked the following question on Item 12.1 Status Report - Update on Transcription Technology at PHIVE: 5. There were two parts to my motion, the following has not yet been answered: Could staff provide a word or PDF version of what is spoken so members of the public can get to what they need without going through hours of great content? Could staff provide a status update on the progress of this second part? Executive Director, Finance and Information response: The recordings of Council meetings are tagged with links from the contents page to each item, allowing the public to jump to the relevant section or business paper that they are interested in, thereby saving time.  Human transcription is not undertaken by council, as the Minutes provide an record of the meeting and to obtain a full transcript of each meeting would be $1,000 per meeting, or alternatively would require a full-time staff resource to undertake.  An AI transcript in a pdf file format has been investigated but has proven to be less than 70% accurate. Councillor Garrard asked the following question on Item 12.1 Status Report - Update on Transcription Technology at PHIVE: 6. Isn’t it the practice that when a Notice of Motion [resolution] is raised it would be reported back to Council on its entirety or the report acknowledging that part of the Notice of Motion [resolution] is still outstanding? Executive Director, Finance and Information response: It is usual practice to report back to Council on the entire status of a resolution of Council and acknowledge any outstanding matters. In this instance there was unfortunately confusion regarding reporting back upon a resolution as distinct from answering the QoN. Questions with notice – confidential item (item 16.1) Councillor Pandey asked three questions on Item 16.1 Tender 27/2023 Philip Street Smart Street, Stage 2, Parramatta - Civil and Landscape Works. The response is provided in the confidential attachment. Councillor Darley asked two questions on Item 16.1 Tender 27/2023 Philip Street Smart Street, Stage 2, Parramatta - Civil and Landscape Works. The response is provided in the confidential attachment.

15.5

Parking Fines

(Councillor Kellie Darley)

4739

QUESTION ON NOTICE:

1.     How many parking fines have been issued in our LGA annually for the last 5 years, broken down by category (e.g. CBD, school zone)?

2.     What is the annual revenue Council has received from parking fines for the last 5 years?

3.     How many parking rangers does Council have now compared to previous years?

4.     What is the rough ratio of parking rangers time spent in the CBD and outside the CBD in our town centres and suburban streets?

5.     Roughly what is the level of incidents against Council’s parking rangers, and how has this been trending in recent years?

Executive Director, City Assets and Operations response:

1.     How many parking fines have been issued in our LGA annually for the last 5 years, broken down by category (e.g. CBD, school zone)?

Financial Year	2019	2020	2021	2022	2023
Number of fines	52983	48055	38984	27369	51476
School related	1061	1322	1858	1368	1750

Data on fines is not automatically collected or broken down into the CBD or Local Centre areas.  This level of analysis is unable to be provided without the diversion of significant staff resources.

2.     What is the annual revenue Council has received from parking fines for the last 5 years?

Financial Year	2019	2020	2021	2022	2023
Parking Revenue ($)	7,509,512	7,682,427	5,404,598	4,801,544	7,423,364

3.     How many parking rangers does Council have now compared to previous years?

Council has 26.5 FTE parking officers, inclusive of the manager/supervisors.  This number has remained stable over the past 5 years and consistently comprises approximately 50% of the Regulatory Services Rangers and Parkers Unit.

4.     What is the rough ratio of parking rangers time spent in the CBD and outside the CBD in our town centres and suburban streets?

Operational data reveals that parking officers (not rangers) are allocated to patrol the Parramatta CBD, Harris Park and immediate surrounds approximately 80% of the time.  However, this allocation is highly variable and is dependent on the number of events, activations, gatherings, rallies and other activities that are planned and hosted in the CBD area or in town centres on any given day. 

5.     Roughly what is the level of incidents against Council’s parking rangers, and how has this been trending in recent years?

The level of incidents relating to parking officers is low and ranges between 30-40 incidents in the last two years, with a noticeable downward trend occurring.

PROCEDURAL MOTION

SUSPENSION OF STANDING ORDERS - MATTER OF URGENCY

Councillor Pandey sought a Suspension of Standing Orders to raise a Matter of Urgency regarding recent closure of the PCYC Parramatta Club Facility.

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

MATTER OF URGENCY

PCYC - CLOSURE OF PARRAMATTA CLUB FACILITY

PCYC - CLOSURE OF PARRAMATTA CLUB FACILITY (Councillor Sameer Pandey)

4740

RESOLVED: Councillor Pandey and Councillor Garrard (a) That Council note the actions taken to date to address the imminent closure of the PCYC facility at Parramatta. (b) That Council note that the PCYC has commenced negotiations with the NSW government and has identified suitable premises in the Parramatta CBD to operate its before-school program on an interim basis. (c) That Council authorise the Lord Mayor and CEO to undertake an urgent investigation to identify sites within the LGA that would be suitable for use as a permanent long-term home for the PCYC club facility within the Parramatta LGA. (d) That Council authorise the Lord Mayor and CEO to engage with local private and public sector stakeholders for assistance in identifying sites within the LGA that would be suitable for use as a permanent long-term home for the PCYC club facility within the Parramatta LGA. Record of Voting: For the Motion: Unanimous

RESUMPTION OF STANDING ORDERS

Note:        Standing Orders were resumed at 10.11pm.

PROCEDURAL MOTION

Move to closed session

RESOLVED:    Councillor Noack and Councillor Pandey

That at this time of the meeting, being 10.12pm, the Lord Mayor, Councillor Esber advised that the meeting would move into Closed Confidential Session to allow consideration of matters in Closed Session in accordance with Section 10A of the Local Government Act 1993. Accordingly, members of the press and public are excluded from the closed session and access to the correspondence and reports relating to the items considered during the course of the Closed Session will be withheld.

This action is taken to discuss an urgent matter not listed on the business paper.

Record of Voting:

For the Motion: Unanimous

Note:        Council moved into closed session at 10.13pm.

PROCEDURAL MOTION

RETURN TO OPEN SESSION

RESOLVED: Councillor Noack and Councillor Wearne

That Council move into open session

Record of Voting:

For the Motion: Unanimous

Note:       Council Moved to Open Session at 10.14pm.

REPORTS OF RESOLUTIONS PASSED IN CLOSED SESSION

Note:        The Chief Executive Officer confirmed that there were no Recommendations moved in the Closed Session.

CONCLUSION OF MEETING

The meeting concluded at 10.14pm.

This page and the preceding 31 pages are the Minutes of the Ordinary Council Meeting held on Monday 25 March 2024 and confirmed on Monday 8 April 2024.

Chairperson