Agenda of Council - Monday, 13 May 2024

City of Parramatta Council - Minutes of Council Meeting - Monday, 22 April 2024

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Minutes

Ordinary Council Meeting

Monday, 22 April 2024

6.30pm

Council Chamber

Level 4, PHIVE

Parramatta Square, Parramatta

PRESENT - COUNCILLORS

The Lord Mayor, Councillor Pierre Esber and Councillors Phil Bradley, Kellie Darley, 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, Director City Planning and Design - Jennifer Concato, Executive Director Community and Culture - Jonathan Greig, Executive Director City Assets & Operations - George Bounassif, Acting Chief People, Culture and Performance Officer - Sarah McAskill, Chief Information Officer and Acting Chief Governance and Risk Officer - John Crawford, Chief Financial Officer - Amit Sharma, Group Manager Major Projects and Precincts - David Birds, Group Manager City Strategic Planning - Robert Cologna, Group Manager Infrastructure Planning and Design - Anthony Newland, ICT Service and Delivery Manager - Ian Vong, Council Secretariat and Policy Officer - Marina Cavar, Executive Assistant to CEO - Valance Horne, Project Team Lead – Sarah Bolger, Media Officer - Ash Gautam, Business Manager – Michelle Samuel, ICT Service and Delivery Manager - Ian Vong and ICT Service Desk Officer - Benn Stocker.

1. OPENING MEETING

The Lord Mayor, Councillor Esber, opened the meeting at 6.31PM.

2. ACKNOWLEDGEMENT TO TRADITIONAL OWNERS OF LAND

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

3. WEBCASTING ANNOUNCEMENT

The Lord Mayor advised that this 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

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 8 April 2024

4660

RESOLVED Councillor Noack and Councillor MacLean

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

Record of Voting:

For the Motion: Unanimous

7. DISCLOSURES OF INTEREST

Councillor Valjak disclosed a Non-Pecuniary and Less than Significant interest in relation to Item 8.2 International Nurses Day for the reason that her daughter is a registered nurse at Westmead Hospital. Councillor Valjak took part in the consideration and voting of this item.

Councillor Pandey disclosed a Non-Pecuniary but Significant interest in relation to Item 13.4 Public Exhibition of Amendment to Planning Agreement: 264-268 Pennant Hills Road, Carlingford (AKA 1 Martins Lane, Carlingford) for the reason that this went before a panel that he was a part of. Councillor Pandey did not take part in the consideration and voting of this item.

The Lord Mayor, Councillor Esber disclosed a Non-Pecuniary but Significant interest in relation to Item 14.3 'No-Grounds' Evictions and Emergency Bookings for Clean Up Service for Renters for the reason that he is a property owner and does not wish to put his position at conflict. Councillor Esber did not take part in the consideration and voting of this item.

Councillor Garrard disclosed a Non-Pecuniary but Significant interest in relation to Item 14.3 'No-Grounds' Evictions and Emergency Bookings for Clean Up Service for Renters for the reason that she owns two properties. Councillor Garrard did not take part in the consideration and voting of this item.

Councillor Humphries disclosed a Non-Pecuniary but Significant interest in relation to Item 14.3 'No-Grounds' Evictions and Emergency Bookings for Clean Up Service for Renters for the reason that she is a landlord in the LGA. Councillor Humphries did not take part in the consideration and voting of this item.

Councillor Noack disclosed a Non-Pecuniary but Significant interest in relation to Item 14.3 ‘No-Grounds’ Evictions and Emergency Bookings for Clean Up Service for Renters) for the reason that he is a landlord in the LGA. Councillor Noack did not take part in the consideration and voting of this item.

Councillor Pandey disclosed a Non-Pecuniary but Significant interest in relation to Item 14.3 'No-Grounds' Evictions and Emergency Bookings for Clean Up Service for Renters for the reason that he owns a rental property. Councillor Pandey did not take part in the consideration and voting of this item.

Councillor Siviero disclosed a Non-Pecuniary but Significant interest in relation to Item 14.3 'No-Grounds' Evictions and Emergency Bookings for Clean Up Service for Renters for the reason that he is a landlord. Councillor Siviero did not take part in the consideration and voting of this item.

Councillor Valjak disclosed a Non-Pecuniary but Significant interest in relation to Item 14.3 'No-Grounds' Evictions and Emergency Bookings for Clean Up Service for Renters for the reason that she is a landlord of a property. Councillor Valjak did not take part in the consideration and voting of this item.

Councillor Wang disclosed a Non-Pecuniary but Significant interest in relation to Item 14.3 'No-Grounds' Evictions and Emergency Bookings for Clean Up Service for Renters for the reason that she is a renter in the LGA. Councillor Wang did not take part in the consideration and voting of this item.

Councillor Wearne disclosed a Non-Pecuniary but Significant interest in relation to Item 14.3 ‘No-Grounds’ Evictions and Emergency Bookings for Clean Up Service for Renters for the reason that she is a property owner and a landlord in the LGA. Councillor Wearne did not take part in the consideration and voting of this item.

PROCEDURAL MOTION

DEALING WITH ITEMS BY EXCEPTION

RESOLVED: Councillor MacLean and Councillor Noack

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:

12.1 Investment Report for March 2024
12.2 Status Report - Update on Execution of Funding Deeds (Western Sydney Infrastructure Grants and Accelerated Infrastructure Funding Programs)
15.1 Council's Kerbside Clean Up Service
15.2 Provision of Bus Shelters in City of Parramatta
15.3 Additional Questions taken on Notice at the 25 March 2024 Council Meeting
15.4 Questions Taken on Notice at the 8 April 2024 Council Meeting
16.1 ITT 22/2023 Tender: Maintenance of Stormwater Assets
16.2 ITT 29/2023 Tender: Consultancy Services for Western River Precinct Connections Designs

Record of Voting:

For the Motion: Unanimous

12.1

Investment Report for March 2024

Report of Tax and Treasury Accountant

4661

RESOLVED: Councillor MacLean and Councillor Noack

That Council receive and note the Investment Report for March 2024.

Record of Voting:

For the Motion: Unanimous

12.2

Status Report - Update on Execution of Funding Deeds (Western Sydney Infrastructure Grants and Accelerated Infrastructure Funding Programs)

Report of PMO Manager

4662

RESOLVED: Councillor MacLean and Councillor Noack

That Council receive and note the report.

Record of Voting:

For the Motion: Unanimous

15.1

Council's Kerbside Clean Up Service

Councillor Kellie Darley

4663

QUESTION WITH NOTICE:

1. How many Council clean ups have been booked each year for the last 5 years?

Executive Director, City Assets & Operations Response:

2019	2020	2021	2022	2023
34,179	49,665	51,155	40,971	49,686

2. What is the total weight of material being collected through pre-booked Council clean ups annually for the last 5 years?

Executive Director, City Assets & Operations Response:

2019	2020	2021	2022	2023
6,559T	7,324T	8,538T	9,090T	8,214T

3. What percentage of eligible households made use of the pre-booked Council clean ups in 2023? And what is the average number of council clean ups booked annually per eligible household?

Executive Director, City Assets & Operations Response:

The pre-booked clean up service was utilised by 53% of eligible households, (excludes unit complexes with scheduled clean ups).

The average is 2 per eligible household.

4. What is the average wait time to book in a Council clean up, and how does this change throughout the year?

Executive Director, City Assets & Operations Response:

The average time to book a clean up in 2023 was 15 days. The lowest wait time is approximately 10 days, with highest wait times experienced during the Christmas and New Year holiday period where the wait time can increase to 21 days due to high levels of demand and contractor availability.

5. How many cases of illegal dumping were there outside homes on road reserves where a council clean up wasn’t booked each year for the last few years?

Executive Director, City Assets & Operations Response:

The information requested is recorded on two different corporate systems and would require manual overlay to compare and provide the information requested. Given the volume of information that needs to be processed (approximately. 41,000 records in one data set), the diversion of staff resources to prepare this information would require a motion/resolution of Council or external resourcing.

15.2

Provision of Bus Shelters in City of Parramatta

Councillor Kellie Darley

4664

Question with Notice:

Sweltering Cities recently released a report into the uneven distribution of bus shelters across Sydney and the important role they play in keeping people safe from extreme weather and supporting more people to use public transport - https://swelteringcities.org/2024/03/13/sydneys-busted-bus-stops-report/. Unfortunately, Parramatta LGA wasn’t profiled in the report so our community isn’t able to better understand the provision of bus shelters in the City of Parramatta from the report.

1. How many bus stops in the Parramatta LGA have a bus shelter and what proportion is this of the total?

Executive Director, City Assets & Operations Response:

There are 282 bus stops with shelters, representing approximately 24% in total.

2. How many new bus shelters has Council installed annually over the last few years?

Executive Director, City Assets & Operations Response:

There have been no new shelters installed in the previous 3 years.

3. What is the program of works for new bus shelters over the coming few years?

Executive Director, City Assets & Operations Response:

Due to the current bus shelter contract negotiations, this information is commercial in confidence.

4. What is the average cost of a bus shelter?

Executive Director, City Assets & Operations Response:

Due to the current bus shelter contract negotiations, this information is commercial in confidence.

5. What have been the outcomes of Council resolution 4404 regarding Bus Shelters Advertising, Cleaning and Maintenance Services?

Executive Director, City Assets & Operations Response:

Council is currently negotiating with potential suppliers.

15.3

Additional Questions taken on Notice at the 25 March 2024 Council Meeting

Council Secretariat & Policy Officer

4665

QUESTION TAKEN ON NOTICE

Councillor Darley asked the following questions on Item 12.1 Minutes of Audit Risk and Improvement Committee Meeting held on 23 November 202

1. Can the Agenda and Minutes of the ARIC meetings be published on the website?

Executive Director Finance and Information response:

ARIC minutes are already published on Council’s website by way of its inclusion in a Council meeting business paper. ARIC meetings are not public meetings, and therefore the publication of the agenda on Council’s website is not appropriate.

2. Can we have a Workshop on the key findings of Internal Audits and the recommendations, it’s similar to Internal Service Ombudsman report we get?

Executive Director Finance and Information response:

The role of a Councillor Representatives on the ARIC is to advise the governing body (as necessary) of the work of the ARIC and any issues arising from its operations, including key findings of internal audits.

Staff can arrange a Councillor Workshop to provide an opportunity for the Councillor representatives from ARIC, or the Chairperson of ARIC, to present the key findings of the internal audits.

Staff will also investigate the preparation of an summary report on internal audit findings similar to the IOSS report.

________________________________________________________

Councillor Bradley asked the following questions on Item 12.1 Minutes of Audit Risk and Improvement Committee Meeting held on 23 November 2023

Can we have an alternate Councillor fill in when the main Councillor is unavailable?

Executive Director Finance and Information response:

Neither the current ARIC charter, nor the Office of Local Government Guidelines for Risk Management and Internal Audit for Local Government in NSW allow for alternate representatives.

15.4

Questions Taken on Notice at the 8 April 2024 Council Meeting

Report of Council Secretariat & Policy Officer

4666

questions taken on notice:

Councillor Garrard asked a question in relation to Item 8.1 Youth Week 2024.

Most of the programs listed seem to be targeted towards youth aged 17 and below. Which programs are for older (aged 17-24) youth?

Executive Director Community and Culture response:

Of the activities listed in the Youth Week Program, three were specifically targeted to young people aged 17-24 years of age:

1. Festival of Empowered Minds, Parramatta Town Hall

2. Living Stories, Epping Library

3. PAC Session 2, Parramatta Aquatic Centre

Only two events held in the Youth Week program were targeted specifically for young people under the age of 17, namely the sessions at Parramatta Aquatic Centre and Worn Stories at Parramatta Library.

All other activities welcomed the full age span of young people from 17-24.

Councillor Pandey asked a question in relation to Item 8.1 Youth Week 2024.

Will the any of the events for this year be focused on the Emerging Civic Leadership program?

Executive Director Community and Culture response:

None of the Youth Week program activities were specifically focused on civic education programs, as these types of programs typically are run over a longer time period then 7 days.

However, the process of planning Youth Week was carried out in such a way as to build the capacity of young people to participate in civic decision making. For example, all applications in the Youth Week Grants program were assessed by a group of young people. Panel members were taught about the responsibilities and obligations involved in local government grant application processes such as principles, application of criteria and conflicts of interest. Panel members had a genuine input into the funding recommendations and Council staff observed a great level of engagement and diligence from all panelists.

_________________________________________________________

Deputy Lord Mayor Dr Councillor Prociv asked a question in relation to Item 12.1 Referral of Inspection Reports by Fire and Rescue NSW.

Why have Fire Safety orders been served in Wentworth Point and not in Northmead?

Executive Director City Assets and Operations Response:

Fire Rescue NSW (FRNSW) issue orders that specifically address firefighting needs (as opposed to fire prevention and control measures). As only the Wentworth Point property had issues with its firefighting measures only that property received an order from FRNSW. However, it should be noted that Council has served fire Orders on all three properties in the report as outlined in point (c) of the report, due to general fire safety measures lacking in the buildings.

_________________________________________________________

Councillor Garrard asked three questions in relation to Confidential Item 16.1 Lake Parramatta Reserve Swimming Area (Area A) Lackey Street, North Parramatta.

Executive Director Community and Culture response:

A staff response has been provided in a Confidential Attachment to this report.

___________________________________________________________________

16.1

ITT 22/2023 Tender: Maintenance of Stormwater Assets

Report of Group Manager Environment and Sustainability

4667

ReSOLVED: Councillor MacLean and Councillor Noack

(a) That the contractors listed below form a Preferred Supplier Panel in accordance with the services identified for an initial period of three (3) years with an option to extend for a further two, one year periods (1+1) subject to satisfactory performance as per the Schedule of Rates provided in their submission:

Part A – Maintenance of Pollution Control Assets

Urban Asset Solutions Pty Ltd ABN: 73 627 254 830

Part B – Manual Pickup of Waterways Litter

Urban Asset Solutions Pty Ltd ABN: 73 627 254 830

Part C – Removal of debris, sediment or vegetation

Urban Asset Solutions Pty Ltd ABN: 73 627 254 830

Part D1 – Maintenance of Water Sensitive Urban Design assets Urban Asset Solutions Pty Ltd ABN: 73 627 254 830

Part D2 – Maintenance of Water Sensitive Urban Design assets Optimal Stormwater Pty Ltd (ABN: 53 139 725 894)

Part E – Education and Jetting Services

1. Urban Asset Solutions Pty Ltd ABN: 73 627 254 830

2. Pipe Management Australia Pty Ltd ABN 14 145 894 695

3. Total Drain Cleaning Services Pty Ltd T/A TDG Environmental (TDG) ABN: 17 130 467 346

Part F – CCTV inspections of stormwater drainage infrastructure

1. Urban Asset Solutions Pty Ltd ABN: 73 627 254 830

2. Total Drain Cleaning Services Pty Ltd T/A TDG Environmental (TDG) ABN: 17 130 467 346

3. Pipe Management Australia Pty Ltd ABN 14 145 894 695

Part G1 & G2 – Pipe /Culvert Repair (Grinding & Patching)

1.Total Drain Cleaning Services Pty Ltd T/A TDG Environmental (TDG) ABN: 17 130 467 346

2. Pipeline Watertech Pty Ltd ABN: 65 606 549 571

Part G4 – Pipe /Culvert Repair & Rehabilitation (Trenchless Relining)

1. Pipeline Watertech Pty Ltd ABN: 65 606 549 571

2. Pipe Management Australia Pty Ltd ABN 14 145 894 695

Part H – Solid Waste Management (Sediment & debris)

Urban Asset Solutions Pty Ltd ABN: 73 627 254 830

Part I – Auditing Services

Urban Asset Solutions Pty Ltd ABN: 73 627 254 830

Part J – Minor Civil Works

1. Pipeline Watertech Pty Ltd ABN: 65 606 549 571

2. Pipe Management Australia Pty Ltd ABN 14 145 894 695

Part K – Utility Service Locating

1. Pipe Management Australia Pty Ltd ABN 14 145 894 695

2. Infrastructure Renewal Services PtyLtd ABN: 24 150 847 804

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

Record of Voting:

For the Motion: Unanimous

16.2

ITT 29/2023 Tender: Consultancy Services for Western River Precinct Connections Designs

Report of Team Leader Infrastructure Designs

4668

ReSOLVED: Councillor MacLean and Councillor Noack

(a) That Council appoint Bonacci Solutions Pty Ltd (ABN: 18 664 602 822) as the principal contractor for ITT29/2023 Western River Precinct Connections Design Services, for the contract sum of $2,716,000 (excl GST).

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

Record of Voting:

For the Motion: Unanimous

8. Minutes of the Lord Mayor

8.1

Condolence: Bondi Junction Westfield Tragedy

The Lord Mayor Councillor Pierre Esber

4669

ReSOLVED: The Lord Mayor, Councillor Esber and Councillor Pandey

(a) That Council acknowledge the terrible tragedy that occurred at Bondi Junction Westfield on 13 April 2024.

(b) That Council express its deepest condolences to the victims, their families and friends, and the wider Bondi and Waverley communities in their shared grief.

(c) That Council recognise the community members and first responders who showed great bravery in the face of danger, as well as those who continue to support investigation, victims’ services and recovery efforts.

(d) That Council note the Lord Mayor’s letter of condolence sent to the Mayor of Waverley Council, Cr Paula Masselos on 15 April 2024, extending Council’s sympathies to the communities of Bondi and Waverley.

(e) That Council also note that the Lord Mayor led a delegation of Western Sydney Mayors to lay wreaths at the Oxford Street Mall on 17 April 2024 in commemoration of the victims and their families and in honour of the brave actions of bystanders and first responders.

(f) Further, that Council make a donation of $5,000 in aid of the victims and their families and $5,000 to The Junction Neighbourhood Centre, a local community centre providing support services in Bondi.

(g) Finally, that Council observes one minute’s silence to pay respects to the victims of this terrible tragedy.

(h) That Council send Bishop Mar Mari Emmanuel of the Assyrian Christ the Good Shepherd Church, Wakeley our thoughts and prayers.

Record of Voting:

For the Motion: Unanimous

Councillor Garrard asked a question on Item 8.1 Condolence: Bondi Junction Westfield Tragedy which was taken on notice.

· Could Councillors please be provided with the balance of what is left in the Lord Mayor’s Budget?

Note: A minute silence was observed at the meeting.

8.2

International Nurses Day 2024

The Lord Mayor Councillor Pierre Esber

4670

ReSOLVED: The Lord Mayor, Councillor Esber and Councillor Wang

(a) That Council acknowledge International Nurses Day (IND), held annually on 12 May to recognise the important work of nurses in the community; and

(b) That the City of Parramatta donate $5,000 to the Westmead Hospital Foundation to support their IND celebrations.

Record of Voting:

For the Motion: Unanimous

Note: Councillor Valjak disclosed a Non-Pecuniary but Less than Significant interest in relation to Item 8.2 International Nurses Day for the reason that her daughter is a registered nurse at Westmead Hospital. Councillor Valjak took part in the consideration and voting of this item.

8.3

Anzac Day 2024

The Lord Mayor, Councillor Pierre Esber

4671

RESOLVED: The Lord Mayor, Councillor Esber and Councillor Wearne

(a) That Council recognise 2024 ANZAC Day commemorative events across the City of Parramatta.

(b) That Council notes the extensive program of events and activities commemorating ANZAC Day across the City of Parramatta, particularly those hosted by the Epping RSL sub-Branch, City of Parramatta RSL sub-Branch and Wentworth Point.

(c) That Council recognise serving Australian Defence Force men and women who work tirelessly to uphold peace and protect the freedoms we enjoy in Australia.

(d) That Council observe a one-minute silence to pay respect to the Australian and New Zealander men and women who served and made the ultimate sacrifice in wars, conflicts, and peacekeeping operations.

Record of Voting:

For the Motion: Unanimous

Note: A minute silence was observed at the meeting.

8.4

Congratulations to Parramatta and District Historical Society for the Hambledon Cottage Bicentennary Event

The Lord Mayor, Councillor Pierre Esber

4672

RESOLVED: The Lord Mayor, Councillor Esber and Deputy Lord Mayor, Councillor Prociv

(a) That Council note a ceremonial event was held on 13 April 2024 commemorating the bicentenary of Hambledon Cottage, hosted by Parramatta and District Historical Society, with support provided by City of Parramatta; and

(b) That Council congratulate the Parramatta and District Historical Society, and City of Parramatta staff who helped the Society to deliver a successful event.

Record of Voting:

For the Motion: Unanimous

Councillor Garrard asked a question regarding Item 8.4 Congratulations to Parramatta and District Historical Society for the Hambledon Cottage Bicentennary Event which was taken on notice.

Can Council promote and advertise significant events in primary community language newspapers?

9. Public Forum

There was an absence of quorum and the public submission was not read as The Lord Mayor, Councillor Esber and Councillors Garrard, Humphries, Noack, Pandey, Siviero, Valjak, Wang and Wearne declared a Non-Pecuniary but Significant interest on this matter.

The Deputy Lord Mayor, Councillor Prociv and Councillors Bradley, Darley, Green and MacLean were present at the meeting.

Note: At 7.10 pm the following Councillors left the meeting:

The Lord Mayor, Councillor Esber and Councillors Garrard, Humphries (online), Noack, Pandey, Siviero, Valjak, Wang and Wearne.

Note: The Lord Mayor, Councillor Esber vacated the Chair at 7.11pm and the Deputy Lord Mayor, Councillor Prociv assumed the role of Chairperson.

Note: At 7.14pm the following Councillors returned to the meeting:

The Lord Mayor, Councillor Esber and Councillors Garrard, Humphries (online), Noack, Pandey, Siviero, Valjak, Wang and Wearne.

10. Petitions

There were no petitions tabled at this meeting.

11. Rescission Motions

There were no rescission motion at this meeting.

12. Reports to Council - For Notation

12.1

Investment Report for March 2024

Report of Tax and Treasury Accountant

This Item was dealt with earlier in the meeting.

12.2

Status Report - Update on Execution of Funding Deeds (Western Sydney Infrastructure Grants and Accelerated Infrastructure Funding Programs)

Report of PMO Manager

This Item was dealt with earlier in the meeting.

13. Reports to Council - For Council Decision

13.1

DEFERRED REPORT FROM OCM 8 APRIL 2024: Public Exhibition of Draft Sportsground Allocation Policy 2024

Report of Policy Officer

4673

RESOLVED: Councillor Wearne and Councillor Garrard

(a) That the draft Sportsground Allocation Policy be placed on public exhibition for a period of 28 days.

(b) That Council authorise the Chief Executive Officer to make any necessary editorial and content changes to the draft Sportsground Allocation Policy for public exhibition to give effect to Council’s resolution and for it to be reviewed .

Record of Voting:

For the Motion: Unanimous

Councillor Darley asked a question regarding Item 13.1 DEFERRED REPORT FROM OCM 8 APRIL 2024: Public Exhibition of Draft Sportsground Allocation Policy 2024 and it was taken on notice.

There has been two rounds of funding both at a State and Federal level in regards to improving female teams having access to sports fields and amenities, I’m wondering if we have applied for them? One was a Level the Playing Field in NSW for $31 Million and the other is Play our Way which is a Federal for $200 Million?

13.2

Public Exhibition of Draft Tomola (Melrose Park North) Development Control Plan and Planning Agreement

Report of Project Officer Land Use

4674

RESOLVED: Councillor Garrard and Councillor Noack

(a) That Council endorse the draft amendments to Parramatta Development Control Plan (DCP) 2023 that includes site-specific planning controls for the land at 19 Hope Street, Melrose Park and 69-77 Hughes Avenue, Ermington (known as the Tomola site) and minor housekeeping amendments to controls for the Melrose Park precinct, provided at Attachment 1, for the purpose of public exhibition.

(b) That Council delegate authority to the Chief Executive Officer to commence the legal drafting of a Planning Agreement in accordance with the Letter of Offer as provided at Attachment 2 and in the terms outlined in this report on behalf of Council for the purpose of public exhibition.

(c) That the draft amendment to Parramatta DCP 2023 and draft Planning Agreement be placed on public exhibition concurrently with the associated Planning Proposal at Attachment 3, for a period of 28 days as required by the Gateway Determination at Attachment 4 and that a report be provided to Council on the outcomes of the public exhibition.

(d) That Council delegate authority to the Chief Executive Officer to correct any minor inconsistencies or anomalies of an administrative nature relating to the draft DCP and draft Planning Agreement documentation that may arise during the drafting and exhibition process.

Record of Voting:

For the Motion: Lord Mayor Councillor Esber, Deputy Lord Mayor Councillor Prociv, Councillors Garrard, Green, Humphries, MacLean, Noack, Pandey, Siviero, Valjak and Wang

Against the Motion: Councillors Bradley (abstain), Darley and Wearne

On being PUT to the meeting voting on this item was Eleven (11) votes FOR and Three (3) votes AGAINST. The Motion was CARRIED.

13.3

Public Exhibition of Draft Church Street North Development Control Plan (DCP)

Report of Senior Project Officer Land Use

MOTION Councillor MacLean and Councillor Pandey

(a) That Council approve the draft Development Control Plan (draft DCP) for Church Street North at Attachment 3 for the purposes of public exhibition.

(b) That the results of the public exhibition be reported to Council for its consideration to finalise the DCP controls to enable them to be in place as close as possible to 1 July 2024 when the new planning controls for the Church Street North Precinct come into force.

(c) Further, that Council delegates authority to the Chief Executive Officer to make any changes of a minor, administrative and/or non-policy nature to the draft DCP during this process

AMENDMENT: Councillor Siviero and Councillor Garrard

That this matter be deferred until the North East Planning Investigation Area is finalised.

Record of Voting:

For the Motion: Councillors Garrard, Green, Siviero and Wang

Against the Motion: Lord Mayor Councillor Esber, Deputy Lord Mayor Councillor Prociv, Councillors Bradley, Darley, Humphries, MacLean, Noack, Pandey, Valjak and Wearne

On being PUT to the meeting voting on this Amendment was Four votes FOR and Ten (10) votes AGAINST. The Amendment was LOST.

PROCEDURAL MOTION:

Councillor Noack moved for the Motion to be Put

The Lord Mayor Put the Motion.

MOTION Councillor MacLean and Councillor Pandey

(a) That Council approve the draft Development Control Plan (draft DCP) for Church Street North at Attachment 3 for the purposes of public exhibition.

(c) Further, that Council delegates authority to the Chief Executive Officer to make any changes of a minor, administrative and/or non-policy nature to the draft DCP during this process

Record of Voting:

For the Motion: Lord Mayor Councillor Esber, Deputy Lord Mayor Councillor Prociv, Councillors Bradley, Darley, Humphries, MacLean, Noack, Pandey, Valjak and Wearne

Against the Motion: Councillors Garrard, Green, Siviero and Wang

On being PUT to the meeting voting on this item was Ten (10) votes FOR and Four (4) votes AGAINST. The Motion was CARRIED

4675

RESOLVED Councillor MacLean and Councillor Pandey

(a) That Council approve the draft Development Control Plan (draft DCP) for Church Street North at Attachment 3 for the purposes of public exhibition.

(c) Further, that Council delegates authority to the Chief Executive Officer to make any changes of a minor, administrative and/or non-policy nature to the draft DCP during this process.

Record of Voting:

For the Motion: Lord Mayor Councillor Esber, Deputy Lord Mayor Councillor Prociv, Councillors Bradley, Darley, Humphries, MacLean, Noack, Pandey, Valjak and Wearne

Against the Motion: Councillors Garrard, Green, Siviero and Wang

On being PUT to the meeting voting on this item was Ten (10) votes FOR and Four (4) votes AGAINST. The Motion was CARRIED

13.4

Public Exhibition of Amendment to Planning Agreement: 264-268 Pennant Hills Road, Carlingford (AKA 1 Martins Lane, Carlingford)

Report of Team Leader Infrastructure Planning

4676

RESOLVED: Councillor Garrard and Councillor Wang

(a) That Council endorse the Draft Deed of Variation to the Planning Agreement relating to land at 264-268 Pennant Hills Road Carlingford (now known as 1 Martins Lane, Carlingford) as provided at Attachment 1 for public exhibition purposes.

(b) That Council delegate authority to the CEO to make any necessary administrative changes of a non-policy nature to the Draft Deed of Variation, and to prepare the required Explanatory Note to accompany the draft Deed prior to public exhibition.

(c) That the draft Deed of Variation to the Planning Agreement and associated Explanatory Note be publicly exhibited for 28 days.

(d) That, the outcomes of the public exhibition be reported to Council.

Record of Voting:

For the Motion: Lord Mayor Councillor Esber, Deputy Lord Mayor Councillor Prociv, Councillors Bradley, Darley, Garrard, Green, Humphries, MacLean, Noack, Siviero, Valjak, Wang and Wearne (Unanimous)

Against the Motion: Nil

Note: Councillor Pandey disclosed a Non-Pecuniary but Significant interest in relation to Item 13.4 Public Exhibition of Amendment to Planning Agreement: 264-268 Pennant Hills Road, Carlingford (AKA 1 Martins Lane, Carlingford) for the reason that this went before a panel that he was a part of. Councillor Pandey did not take part in the consideration and voting of this item and left the meeting at 7.52pm.

Note: Councillor Pandey returned to the meeting at 7.53pm.

13.5

Public Exhibition of Draft Affordable Rental Housing Policy 2024

Report of Project Team Leader

4677

RESOLVED: Councillor Garrard and Councillor Wearne

(a) That the draft Affordable Rental Housing Policy 2024 (Attachment 1) be placed on public exhibition for a period of 28 days.

(b) That Council delegate authority to the Chief Executive Officer to make any necessary administrative changes of a non-policy nature to the draft Affordable Rental Housing Policy for public exhibition to give effect to Council’s resolution.

(d) That Council commits to a need-based Affordable Rental Housing target of 12,600 dwellings across the LGA by 2041 (as an interim approach), until the mid-term review and inclusion of the confirmed target in the Affordable Housing Action Plan 2023-2025.

(e) That an Annual Report be reported to Council.

Record of Voting:

For the Motion: Lord Mayor Councillor Esber, Deputy Lord Mayor Councillor Prociv, Councillors Bradley, Darley, Garrard, Green, Humphries, MacLean, Noack, Pandey, Siviero, Valjak, Wang and Wearne (Unanimous)

Against the Motion: Nil

13.6

Extension of Interim Term for Parramatta Local Planning Panel Members

Report of Executive Director City Planning and Design

4678

RESOLVED: Councillor Wearne and Councillor Noack

(a) That Council approve an extension for one month (from 1 - 30 June 2024) to the appointment of the interim Parramatta Local Planning Panel (LPP) members in the roles of chair/alternate chair and independent experts, who are currently appointed 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

(b) That Council delegate authority to the CEO to further extend the interim arrangements of the current members beyond 30 June 2024 as required or permitted by Ministerial Direction.

(c) That should the Minister for Planning and Public Spaces approved recruitment pool not be provided to Council on or before 24 June 2024, Council authorises the CEO to appoint the new (three year) term chair, alternate chair and independent expert members of the Panel.

Record of Voting:

Against the Motion: Nil

13.7

Adoption of Parramatta City Centre Local Infrastructure Contributions Plan 2022 (Amendment No. 2)

Report of Senior Project Officer

4679

RESOLVED: Councillor Garrard and Councillor Wang

(a) That Council notes the submissions made during the public exhibition of the Parramatta City Centre Local Infrastructure Contributions Plan (Amendment No. 2) and the officer responses provided at Attachment 1.

(b) That Council adopts the Parramatta City Centre Local Infrastructure Contributions Plan (Amendment No. 2) provided at Attachment 2.

(c) That Council authorises the Chief Executive Officer to make any minor amendments and corrections of a non-policy and administrative nature that may arise during finalisation of Parramatta City Centre Local Infrastructure Contributions Plan (Amendment No 2).

(d) That a copy of the amended Plan be published on the NSW Planning Portal and Council’s website.

(e) That the submitters be notified of Council’s decision.

Record of Voting:

For the Motion: Lord Mayor Councillor Esber, Deputy Lord Mayor Councillor Prociv, Councillors Darley, Garrard, Green, Humphries, MacLean, Noack, Pandey, Siviero, Valjak, Wang and Wearne

Against the Motion: Councillor Bradley (Abstain)

On being PUT to the meeting voting on this item was Thirteen (13) votes FOR and One (1) vote AGAINST. The Motion was CARRIED

ADJOURNMENT OF MEETING

At 8.47pm, the Lord Mayor, Councillor Esber adjourned the meeting for 15 minutes.

At the time of the Adjournment, the following Councillors were present:

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

RECONVENED MEETING

At 9.00pm, the Lord Mayor, Councillor Esber reconvened the meeting.

At the time of the reconvened meeting, the following Councillors were present:

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

The Deputy Lord Mayor, Councillor Prociv returned at 9.01pm.

13.8

Public Exhibition of Draft Delivery Program, Operational Plan and Budget (DPOP) 2024/25 (and Supporting Plans)

Report of Corporate Strategy Manager; Chief Financial Officer

MOTION: Councillor Noack and Councillor MacLean

(a) That Council endorse for the purposes of public exhibition, the following draft documents:

i. Delivery Program 2022-26 and Operational Plan 2024/25 including the draft Annual Budget 2024/25 and Schedule of Fees and Charges for 2024/25; and

ii. Draft updated Resourcing Strategy plans including the draft Long Term Financial Plan 2024-34; draft Workforce Management Strategy, draft Asset Management Strategy and associated Asset Management Plans.

iii. That the CEO investigate the scope and funding source for the activation of the River Foreshore (between Church St and the Ferry Wharf) with decorative lighting within the next 12 months and update Councillors at the next Budget Workshop.

(b) That the draft documents be placed on public exhibition for a period of not less than 28 days.

(c) That the Chief Executive Officer be delegated authority to make changes of a minor, administrative and/or non-policy nature to the draft documents during the public exhibition period.

(d) That the outcome of the public exhibition of the draft documents be reported to a June 2024 Council meeting for consideration during adoption of the final documents.

(e) That the CEO immediately commence the preparation of an updated Waste Strategy for the City of Parramatta including an investigation to explore the construction of a Recycling Facility in each Ward.

AMENDMENT: Councillor Garrard and Councillor Valjak

(a) That Council endorse for the purposes of public exhibition, the following draft documents:

i. Delivery Program 2022-26 and Operational Plan 2024/25 including the draft Annual Budget 2024/25 and Schedule of Fees and Charges for 2024/25; with the exception of the proposed increase to the Councillors fees of 3% which shall not be increased.

(b) That the draft documents be placed on public exhibition for a period of not less than 28 days.

(c) That the Chief Executive Officer be delegated authority to make changes of a minor, administrative and/or non-policy nature to the draft documents during the public exhibition period.

(d) That the outcome of the public exhibition of the draft documents be reported to a June 2024 Council meeting for consideration during adoption of the final documents.

Record of Voting:

For the Amendment: Councillors Garrard, Green, Siviero, Valjak, Wang and Wearne

Against the Amendment: Lord Mayor Councillor Esber, Deputy Lord Mayor Councillor Prociv, Councillors Bradley, Darley, Humphries, MacLean, Noack and Pandey

On being PUT to the meeting Voting on the Amendment was six (6) votes FOR and eight (8) votes AGAINST. The Amendment was LOST

PROCEDURAL MOTION:

Councillor Noack moved for the Motion to be Put.

The Lord Mayor, Councillor Esber Put the Motion.

(a) That Council endorse for the purposes of public exhibition, the following draft documents:

i. Delivery Program 2022-26 and Operational Plan 2024/25 including the draft Annual Budget 2024/25 and Schedule of Fees and Charges for 2024/25; and

(b) That the draft documents be placed on public exhibition for a period of not less than 28 days.

(c) That the Chief Executive Officer be delegated authority to make changes of a minor, administrative and/or non-policy nature to the draft documents during the public exhibition period.

(d) That the outcome of the public exhibition of the draft documents be reported to a June 2024 Council meeting for consideration during adoption of the final documents.

Record of Voting

For the Motion: Lord Mayor Councillor Esber, Deputy Lord Mayor Councillor Prociv, Councillors Bradley, Humphries, MacLean, Noack and Pandey

Against the Motion: Councillors Darley, Garrard, Green, Siviero, Valjak, Wang and Wearne

On being PUT to the meeting Voting on the Motion was seven (7) votes FOR and seven (7) votes AGAINST. The Lord Mayor used his casting vote. The Motion was CARRIED

4680

.RESOLVED: Councillor Noack and Councillor MacLean

(a) That Council endorse for the purposes of public exhibition, the following draft documents:

i. Delivery Program 2022-26 and Operational Plan 2024/25 including the draft Annual Budget 2024/25 and Schedule of Fees and Charges for 2024/25; and

(b) That the draft documents be placed on public exhibition for a period of not less than 28 days.

(c) That the Chief Executive Officer be delegated authority to make changes of a minor, administrative and/or non-policy nature to the draft documents during the public exhibition period.

(d) That the outcome of the public exhibition of the draft documents be reported to a June 2024 Council meeting for consideration during adoption of the final documents.

Record of Voting

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

Against the Motion: Councillors Darley, Garrard, Green, Siviero, Valjak, Wang and Wearne

On being PUT to the meeting Voting on the Motion was seven (7) votes FOR and seven (7) votes AGAINST. The Lord Mayor used his casting vote. The Motion was CARRIED

14. Notices of Motion

14.1

Parking Issues in Newington and Lidcombe (Carter Street) - Event Parking and Demand for On-Street Parking in Residential Areas

Deputy Lord Mayor Clr Dr Patricia Prociv

Councillor Prociv withdrew her Motion

Note: Councillor Pandey left the meeting at 9.48pm and did not return.

14.2

Wentworth Point High School - Construction of Oval

Councillor Paul Noack

4681

RESOLVED: Councillor Noack and Councillor Siviero

(a) That Council supports the delivery of the Wentworth Point oval for the high school (in addition to the delivery of a 3.9ha Peninsula Park).

(b) That Council notes the confidential advice received from staff on 21 December 2023 on the status of the Wentworth Point, Peninsula Park Precinct Support Scheme Funding Agreement.

(c) That Council notes there are existing covenants registered on the site that require the construction of the Peninsula Park prior to the issue of the residential Occupation Certificate that would authorise the occupancy of more than 350 units on the Landcom mixed-use site. These covenants were registered in 2016.

(d) That Council notes and reaffirms its position in its previous resolutions of 28 March 2022, 10 July 2023 and 20 November 2023.

(e) That the Lord Mayor write to the State Member for Parramatta, Donna Davis MP and the Minister for Planning and Public Spaces, the Hon Paul Scully MP calling on urgent action by the NSW Government to deliver the oval and Peninsula Park.

Record of Voting:

For the Motion: Unanimous

14.3

'No Grounds' Evictions and Emergency Bookings for Clean Up Service for Renters

Councillor Kellie Darley

There was an absence of quorum and this Item was not debated as The Lord Mayor, Councillor Esber and Councillors Garrard, Humphries, Noack, Siviero, Valjak, Wang and Wearne declared a Non-Pecuniary but Significant interest on this matter and left the meeting.

Councillor Green did not declare a conflict on interest on this Item but left the meeting.

The Deputy Lord Mayor, Councillor Prociv and Councillors Bradley, Darley and MacLean were present at the meeting.

Note: At 9.56pm the following Councillors left the meeting:

The Lord Mayor, Councillor Esber and Councillors Garrard, Green, Humphries (online), Noack, Siviero, Valjak, Wang and Wearne.

Note: The Lord Mayor, Councillor Esber vacated the Chair at 9.56pm and The Deputy Lord Mayor Councillor Prociv assumed the role of Chairperson.

Note: At 9.58pm the following Councillors returned to the meeting:

The Lord Mayor, Councillor Esber and Councillors Garrard, Green, Humphries (online), Noack, Siviero, Valjak, Wang and Wearne.

15. Questions with Notice

15.1

Council’s Kerbside Clean Up Service

Councillor Kellie Darley

This Item was dealt with earlier in the meeting.

15.2

Provision of Bus Shelters in City of Parramatta

Councillor Kellie Darley

This Item was dealt with earlier in the meeting.

15.3

Additional Questions taken on Notice at 25 March 2024 Council Meeting

Council Secretariat and Policy Officer

This Item was dealt with earlier in the meeting.

15.4

Questions taken on Notice at 8 April 2024 Council Meeting

Council Secretariat and Policy Officer

This Item was dealt with earlier in the meeting.

16. CLOSED SESSION

16.1

ITT 22/2023 Tender: Maintenance of Stormwater Assets

Manager Sustainability and Waste

This Item was dealt with earlier in the meeting.

16.2

ITT 29/2023 Tender: Consultancy Services for Western River Precinct Connections Designs

Team Leader Infrastructure Desing

This Item was dealt with earlier in the meeting.

17. CONCLUSION OF MEETING

The meeting concluded at 9.58 pm.

This page and the preceding 28 pages are the Minutes of the Ordinary Council Meeting held on Monday, 22 April 2024 and confirmed on Monday, 13 May 2024.

Chairperson

Council 13 May 2024 Item 12.1

REPORTS TO COUNCIL - FOR NOTATION

ITEM NUMBER 12.1

SUBJECT Dog Owners Education Campaign - Off Leash Dog Parks

REFERENCE F2024/00282 - D09330607

REPORT OF Service Manager Ranger and Parking Services

CSP THEME: Green

workshop/briefing date: NIL

PURPOSE:

This report provides information in relation to dog attacks and current education programs and works/signage.

RECOMMENDATION

That Council:

(a) Note that the number of reported dog attacks in off leash dog parks has decreased from three in 2022, one in 2023 to nil in 2024.

(b) Note the current process for reporting and responding to dog attacks in the LGA.

(c) Note current (and future) work undertaken by Council staff to educate the community regarding dog attacks including the installation of signage.

BACKGROUND

1. On 8 May 2023 Council resolved:

(a) That Council acknowledge the recent increase in media reports regarding dog attacks across various jurisdictions, and that it is important that local residents and owners be aware of the action to be taken in the event that an incident occurs in the City.

(b) That the Chief Executive Officer prepare a report to Council that investigates the following matters:

i. The current process for notifying Council of a dog attack in the City’s off leash dog parks;

ii. The establishment of an education campaign and updating of the Dog Park section of the City of Parramatta website, social media and relevant publications with information on how to report a dog incident and the roles of owners, victims and the Council;

iii. The current trends and number of attacks within off leash dog parks across the LGA and actions taken by Council officers; and

iv. The installation of appropriate signage to assist residents in notifying Council in any instance of a dog attack occurring in an off leash dog park.

v. The cost to Council to conduct a dog socialisation program at a discounted rate.

(c) That the Chief Executive Officer arrange for low-cost temporary signage to be installed at all off-leash dog parks to assist residents in notifying Council in any instance of a dog attack occurring, in the interim period until such time as the report is submitted to Council.

ISSUES/OPTIONS/CONSEQUENCES

2. Dog attacks can be reported to the Council through phone, email, or online channels. Additionally, Council accepts dog attack complaints after regular hours and will promptly respond if necessary, especially if securing the attacking dog is imperative.

3. When a complaint is received via phone, the Customer Contact Centre (CCC) team will escalate the service request to the Supervisors of Ranger and Parking Services. They will then assess the details to determine if immediate action is warranted. It should be noted that most dog attacks are reported after the incident, often the following day(s), as complainants typically prioritise seeking medical or veterinary care initially. There is no separate process for reporting a dog attack based on the location of the incident.

4. Council provides information on dog attacks on our website at COP/living/parra-pets/animal-responsibility/dogs. This information includes the definition of a dog attack, potential fines or prosecution for owners of attacking dogs, how to report an attack to Council, and the option to report an attack 24/7.

5. The social media team has also updated the Parra Pets Matta Facebook group page. The primary objective of this group is to aid pet owners in reuniting with their lost pets and to offer the community insights into companion animal legislation in NSW, responsible pet ownership, general pet advice, and the promotion of various programs such as the annual desexing program and the Keeping Cats Safe at Home initiative.

6. A media release in January 2024 and supporting communications drove local news coverage, boosting community awareness of the Facebook page and initiative. Additionally, the Animal Management team has developed a content calendar to ensure consistent and high-quality posts, crucial for the group's success. The campaign has entailed the design and production of a suite of campaign assets aimed at promoting the Facebook group.

· Social media posts

· Parra News ad

· Digital screens & digital kiosks

· A5 flyers

· A4 posters

· A3 posters

· Email signatures

7. The deployment of these materials is presently in progress and will persist to further boost followership on the page.

8. Council staff are presently in the process of updating our webpage to include information on the responsibilities of dog owners, victims, and the Council. Legal advice is being sought to ensure compliance with legislative requirements regarding the content of the webpage.

9. Historically there are very low numbers of attacks within off-leash areas reported to the Council. Currently, there is a decrease in the number of this type of incident. In 2023 Council recorded one attack down from three in 2022 and two in 2021. No attacks have been reported so far in 2024.

10. Appropriate signage has been installed in all off-leash parks (refer attached) within the Parramatta LGA which contains information about dog park ‘etiquette’ and how to report a dog attack. This was completed in October 2023 with the exception of George Kendall Reserve as this is currently closed and undergoing construction. Signage will be installed once these works are completed, and signage will also be installed in the proposed West Epping Park and FS Garside Park in Granville once works are completed.

Subsidising Private Dog Trainers – Owners’ Education

11. Council officers have requested information from four local dog trainers to seek advice on the cost of a dog training program in order to determine if a subsidised dog training program can be offered. Only one private trainer has provided a submission and willingness to provide group training and partner with Council. Their submission is attached, and a summary of their full costs is attached in the Confidential Attachment.

12. Council officers have evaluated the cost of training programs against the number of dog attacks in off leash dog parks and have determined that there is no value in offering to subsidise private dog training programs.

13. Based on feedback by providers, the dog training service is usually taken up by compliant dog owners who genuinely want obedient dogs rather than those who prefer aggressive dogs. The fact that there have been no attacks this year and only one in 2023 demonstrates there is no immediate problem with dog attacks in Council’s off leash dog parks.

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

28 Feb 2024

Open Space and Parks team

Ensure Community Services team is consulted

Noted

Michelle Burke Ranger and Parking Services

28 Feb 2024

Social and Community Services

Can provide open spaces for activity. Three suggestions are McCoy Park, Toongabbie

Ollie Webb Reserve, Parramatta

Belmore Park, North Parramatta

however, details yet to be determined.

Noted

Michelle Burke Ranger and Parking Services

LEGAL IMPLICATIONS FOR COUNCIL

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

FINANCIAL IMPLICATIONS FOR COUNCIL

16. There have been no attacks this year and only one in 2023, which demonstrates there is no immediate problem with dog attacks in off leash dog parks. It is recommended that Council does not subsidise private operators who provide dog training programs.

Michelle Burke

Service Manager Ranger and Parking Services

Adrian Mihaila

Health & Building Services Manager

George Bounassif

Executive Director City Assets and Operations

John Angilley

Executive Director Finance & Information

Gail Connolly

Chief Executive Officer

Attachments:

1 ⇩	A5 Poster promoting Parra Pets Matta Facebook Group
2 ⇩	Email banner promoting Parra Pets Matta
3 ⇩	Dog Park Etiquette and Reporting Incidents A2 signage
4	Proposal - Dog Training (confidential)

REFERENCE MATERIAL

Council 13 May 2024 Item 13.4

REPORTS TO COUNCIL - FOR COUNCIL DECISION

ITEM NUMBER 13.4

SUBJECT Public Exhibition: Draft Kleins Road Pedestrian and Cyclist Corridor Study

REFERENCE F2024/00282 - D09374178

REPORT OF Senior Project Officer Transport Planning

CSP THEME: Accessible

workshop/briefing date: NIL

PURPOSE:

This report seeks Council’s approval to publicly exhibit the draft Kleins Road Pedestrian and Cyclist Corridor Study in Northmead, Winston Hills and North Parramatta.

RECOMMENDATION

(a) That Council approve the draft Kleins Road Pedestrian and Cyclist Corridor Study at Attachment 1 for public exhibition for a minimum period of 28 days.

(b) That the outcomes of public exhibition be reported to Parramatta Traffic Committee and Council.

BACKGROUND

1. Council has a strong track record of securing external funding for pedestrian and cyclist projects. Since 2017, with the support of the State and Federal Governments, Council has delivered 8.5km of improved cycling infrastructure to the value of $53M, with an additional $135M secured to plan, design and construct a further 20km. A key consideration for funding partners is whether the community has been consulted on a project, as community support is a key consideration in deciding whether to award future funding for capital works. Public exhibition is the first stage of that process, and it also ensures community input can inform the design as it progresses.

2. State (Westmead Place Strategy, TfNSW Strategic Cycleways Corridors and Green Grid) and Council (Bike Plan 2017 and Parramatta Ways) policies identify Kleins Road from Northmead as a key pedestrian and cyclist link to Parramatta Park and the Parramatta River foreshore paths if a new bridge over Darling Mills Creek is delivered. A feasibility study and concept design for the corridor has been prepared as per Figure 1 below.

Windsor Road A map of a city

Description automatically generated

Figure 1: Kleins Road main corridor – predominantly separated pedestrian and cyclist paths (RED), connecting paths – shared paths (BLUE).

ISSUES/OPTIONS/CONSEQUENCES

3. The Kleins Road Pedestrian and Cyclist Corridor looks to transform pedestrian and cyclist safety, travel time and amenity between the northern part of the local government area and Parramatta Park and the CBD, whilst minimising impacts to other users and the environment. The overall corridor study identifies the spatial requirements for and impacts of walking and cycling upgrades (see example below at Figure 2, the Community Information Package is available at Attachment 1).

Figure 2: Example of spatial study.

4. Along the main corridor from Moxhams Road to Parramatta Stadium, the project proposes separated pedestrian and cyclist paths where space allows as the anticipated volumes of pedestrians and cyclists necessitates capacity greater than that available with a shared path (a widened path in the verge). This also reflects recent community feedback from the draft Bike Plan 2024 that identified separate paths on regional routes as important for the community. North of Moxhams Road and east/west on Hammers Road where usage is expected to be lower, a network of shared paths is proposed to aid users walk and ride safely and in comfort to Kleins Road. The greatest scale of changes to the public domain (and therefore community interest) is along the main corridor, therefore it has been broken down into the 5 sections identified below the key issues, opportunities and impacts.

A map of a city

Description automatically generated

Figure 3: Key Locations map

Moxhams to Hammers

5. The proposal in this location is shown in detail at Figure 4 with a series of paths and crossing facilities that will improve the safety and amenity of students as well as pedestrians and cyclists on longer journeys. The separated bike path (in RED) is proposed to re-purpose the parking on the eastern side of Kleins Road between Thomas Street and Hammers Road, with new raised priority crossings on all side streets and each leg of the Hammers Road roundabout.

6. The raised crossings at the roundabout will enable the current vehicle circulation, but slow traffic down to a safer speed and enable vulnerable road users to cross safely, particularly primary school students. To retain the bus stops and minimise impacts to the pre-school drop off parking, a shared path is proposed north of Thomas Street. Connecting shared paths are proposed on Moxhams and Hammers on the side shown in Figure 4.

7. In this section of Kleins Road there are 77 parking spaces with a peak use of 20. It is proposed to repurpose 33 on the eastern side leaving a balance of 44 and surplus of 20 at peak times.

Figure 4: Moxhams to Hammers - main corridor in RED, shared paths in BLUE, pedestrian paths / crossings in GREEN.

Hammers to Highway

8. Aside from the large number of vehicles on Kleins Road in this area passing through to avoid congestion on Windsor Road in the peak hours, the main consideration for the alignment in this section is the signalised crossing of the Cumberland Highway. Due to the large number of right turning vehicles into Kleins Road from the Cumberland highway TfNSW have advised an eastern pedestrian and cyclist leg on the intersection is unlikely to be supported. For this reason the bike path shifts to the western side of Kleins Road in this section to align with the crossing point at this intersection.

9. The proposal in this location is shown in detail at Figure 5 with the bike path and crossing facilities that will improve the safety and amenity of all pedestrians and cyclists. The separated bike path (in RED) is proposed to re-purpose the parking on the western side of Kleins Road between the Cumberland Highway Hammers Road, with new raised priority crossings on all side streets to the west, and a new pedestrian crossing of Kleins Road at Northmead Avenue where it meets Council’s crossing warrants.

10. In this section of Kleins Road there are 59 parking spaces with a peak use of 11. It is proposed to repurpose 31 on the western side leaving a balance of 28 and surplus of 17 at peak times.

Figure 5: Hammers to Highway - main corridor in RED, shared paths in BLUE, pedestrian paths / crossings in GREEN.

Highway to Darling Mills

11. At the Kleins Road shops it is proposed to change the parking to parallel instead of angled on the Kleins Road frontage to:

a. ensure there is sufficient space for customers to enter and exit shops,

b. enable public domain upgrades and potential future outdoor dining,

c. allow for expected passing pedestrian and cyclist movement,

d. construct a raised crossed of Kleins Road near Balmoral Road.

12. The works required to accommodate the requirements above results in a reduction of six timed parking spaces (three for the crossing of Kleins, three for the change to parallel). However, parking surveys show parking in this area is in high demand with a peak use of 36 out of the 38 timed spaces near the shops. It is therefore proposed to extend the timed parking on both sides down to Beamish Road for an additional eight spaces resulting in a net increase of timed spaces. With the construction of the new bridge it is anticipated that the number of people walking and riding past the shops will increase, supporting the local businesses. The recently delivered Alfred Street Bridge has an average of 500-600 people per day.

13. The project will also need to underground the existing power lines on the western side as the poles will be in the way of path users. This will allow a greater level of public domain upgrades to be delivered in consultation with the businesses.

14. Notwithstanding this, detailed parking occupancy surveys demonstrated that of the timed spaces near the shops, on the Wednesday, Friday and Saturday surveyed, more than half of those spaces had vehicles parked in them 5 hours or more, contributing to the shortage.

Figure 6: Proposed concept plan – existing timed parking circled in RED, proposed extension of timed parking in YELLOW.

15. Parking is proposed to be retained both sides of the street north of Beaufort Street, however to the south where utilization is lower it is proposed to re-purpose 5 spaces on the western side between Beaufort Road and Burlington Street for the path. A total of 27 spaces will be retained, meeting the current demand for 24 spaces south of Beamish Road. In addition, south of Beaufort Street in the block to the west of Kleins Road there is a total of 87 spaces with a peak use of 47, demonstrating there is still significant capacity on side streets should additional parking demand arise.

Balmoral Road Beaufort Street Beamish Road Burlington Street

Figure 7: Highway to Darling Mills - main corridor in RED, shared paths in BLUE, pedestrian paths / crossings in GREEN.

16. In Burlington Memorial reserve, to ensure DDA compliant access (Balfour Street is too steep), a shared path is proposed along the western edge, and a complimentary footpath on the west. This will provide access to the bridge and also establish a local recreational walking loop. The fence line of the dog park will be adjusted to ensure there is no net loss of the off leash area.

Darling Mills Bridge

17. The key to unlocking access from the north to pedestrian and cyclist access is a new bridge over Darling Mills Creek. However, the confluence of Darling Mills Creek, Toongabbie Creek and the Parramatta River is a location with very high cultural values (both pre- and post-colonial), numerous utilities, as well as being an area of outstanding natural beauty. The location and nature of the bridge needs to respond to this context in identifying feasible alignments and forms and have an overall positive impact to the public domain.

18. Preliminary designs were aided by a Designing with Country response in consultation with a Cultural Panel of Dharug Traditional Owners. Two options were ultimately identified as preferred (see Figure 8 and 9 below), and should the project proceed, would be the baseline for future detail design. The future bridge would also incorporate the current overhead powerlines, provide offset planting with endemic species and fund bush care and weed control in the area immediately around the bridge.

A suspension bridge over a stream

Description automatically generated

Figure 8: Visualisation of a potential Suspension Bridge

A bridge over a stream

Description automatically generated A bridge with people walking on it

Description automatically generated

Figure 9: Visualisation of a potential Arch Bridge

Parramatta North

19. The Parramatta North Urban Transformation (PNUT) site is a large, predominantly State Government owned site between Darling Mills Creek and Parramatta Park. Should the Kleins Road project proceed, the proposed bridge would likely be delivered before significant redevelopment of this site occurs. Through discussions with Government Property NSW, interim routes have been identified for short-term access on the existing street network until long-term connections are delivered i.e. foreshore paths and new streets as a result of the redevelopment of this site (refer to Figure 10).

Figure 10: PNUT site with proposed interim and long-term routes.

20. Due to heritage, ecology and topography, the foreshore adjacent to the Heritage Core is not available for concrete pedestrian and cyclist paths. The only other alternative is Fleet Street, but it is also a constrained context with heritage listed walls on both sides of the street, parking on the western side only, as well as two large mature trees in the parking lane.

21. To fit within these constraints, as part of both the interim and long-term route, it is proposed to make Fleet Street one way northbound between Fennell Street and Greenup Drive as per Figure 11 below. This will allow retention of the footpath and space to retain existing trees on both sides of the Street. New trees are also proposed. The bike path is proposed to be located in a space currently used for parking with the parking moved into what is now the travel lane which is no longer required if the street is converted into a one way street. Two existing trees require the bike path to deviate into the new parking lane reducing parking on this street by 5 spaces.

Figure 11: Fleet Street between Greenup Drive and Fennell Street.

CONSULTATION & TIMING

Stakeholder Consultation

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

Date

Stake-holder

Stakeholder Comment

Council Officer Response

Respon-sibility

Ongoing

Government Property (PNUT)

High quality pedestrian and cyclist links will be critical to the site that has constrained parking and is close to the CBD

The proposed network aligns with the current DCP and current planning.

Interim measures will be required as the site delivery will be staged.

Noted

Interim route along Greenup Drive identified.

Group Manager City Strategic Planning

4 April 2024

Access Advisory Committee

Given slope of land north of the river, DDA compliant access to the bridge and on the bridge is critical.

Rest stops for respite at regular intervals (benches with backrests/arm rests and water) support use by people of all abilities.

Clear visual and non-visual queues are needed for shared and exclusive spaces for pedestrians and bikes.

Shade will be important for users.

Any heritage or cultural interpretation should be accessible.

Any proposed refuge islands need to be wide enough for wheelchair or pram.

If a shared path is installed on Moxhams, will the bridge be upgraded.

DDA compliant access is provided through park.

To be requirement of future design.

Noted, this is a key objective.

To be requirement of future design.

Islands must meet TfNSW standards (2.5m).

If project proceeds, would be widened or have dismount.

Group Manager City Strategic Planning

Councillor Consultation

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

Date

Councillor

Councillor Comment

Council Officer Response

Respon-sibility

27 March 2024

Clr Bradley,

Clr Green,

Clr Humphries,

Clr Pandey,

Clr Valjak,

Clr Wang.

General support the proposal.

Request staging priority is at Northmead Public precinct.

Face to face community meetings important to give them the information they need to provide feedback.

The Australian Walking Volunteers group would have concerns about the bridge if visible from heritage walk.

Suggest no or little visibility is important.

Any offset planting should be local species.

The important ecological communities near Darling Mills Creek should be considered.

If a Camphor Laurel needed to be removed it would be no great loss given their impact in the context of the local vegetation in this area.

Noted

Key stakeholder meetings will be included in consultation

AWV will be included in key stakeholders and visual impact considered in next stage of design.

To be requirement of future design.

Noted

Group Manager City Strategic Planning

24. With the number of changes to parking and the public domain generally, consultation with the community, particularly the key stakeholders will be critical, a point also emphasised by the Ward Councillors for the area. It is proposed that in addition to notification the following consultation actions be pursued:

· an advertisement in the paper,

· signage,

· the Participate Parramatta website and social media,

25. On site meetings will also be held at key locations such as Kleins Road Shops, Northmead Public School and around the PNUT site to ensure the community has all the information they need to make informed submissions to Council on the project.

LEGAL IMPLICATIONS FOR COUNCIL

26. There are no legal implications foreseen arising from public exhibition of the proposed Corridor Study.

FINANCIAL IMPLICATIONS FOR COUNCIL

27. There are no unbudgeted financial implications for Council’s budget as the Corridor Study has been funded from an existing grant allocation from TfNSW of $341,000. The public exhibition is also funded from the grant allocation.

Mark Crispin

Senior Project Officer Transport Planning

Jennifer Concato

Executive Director City Planning and Design

John Angilley

Executive Director Finance & Information

Gail Connolly

Chief Executive Officer

Attachments:

1 ⇩

Kleins Road Corridor - Community Information Package

34 Pages

REFERENCE MATERIAL

Council 13 May 2024 Item 13.5

REPORTS TO COUNCIL - FOR COUNCIL DECISION

ITEM NUMBER 13.5

SUBJECT Preparation of an Integrated Transport Strategy for City of Parramatta

REFERENCE F2024/00282 - D09389655

REPORT OF Transport Planning Manager

CSP THEME: Accessible

workshop/briefing date: 2 April 2024

PURPOSE:

To seek Council’s endorsement for the preparation of an Integrated Transport Strategy for the City of Parramatta.

RECOMMENDATION

That Council approves the preparation of an Integrated Transport Strategy for the City of Parramatta, subject to the adoption of the proposed funding in Council’s 2024/25 Operational Plan (budget).

BACKGROUND

1. Council resolved on 28 August 2023:

a) That the Chief Executive Officer prepare a scope that includes an estimated cost and timeline for the preparation of an Integrated Transport Strategy for the Parramatta local government area to inform the 2024/2025 DPOP and budget processes and report back to Council by April 2024.

b) That this work be coordinated with the preparation of Council's Advocacy Strategy in 2023/24.

c) That Council continues to advocate for its transport priorities including commitment to and delivery of Sydney Metro West and Parramatta Light Rail Stage 2 and advocacy for rail connections from Parramatta to Norwest, Epping and Kogarah via Bankstown (River Rail) and west to the Western Sydney Airport.

2. Currently, Council has its strategic transport priorities spread across a wide number of documents, including:

· Strategies for the Parramatta City (Inner) and Regional (Outer) Ring Roads (2012)

· Strategies for Parramatta Light Rail and heavy rail (2013)

· Bike Plan, CBD Pedestrian Strategy, and Parramatta Ways which together provide direction and priorities in walking and cycling (2017)

· CBD Integrated Transport Plan to support the CBD Planning Proposal in 2021

· Local Strategic Planning Statement (March 2020) considers transport needs at a high level and identifies several important transport objectives and supporting actions

· CBD Parking Strategy (2022) guides management of paid parking resources

· Community Strategic Plan 2018–2038 Butbutt yura barra ngurra identifies Accessibility as a key goal and includes actions to support this goal.

3. In addition to the above plans and strategies, Council expresses its transport objectives through reports and resolutions on various matters. Council’s transport priorities have been detailed in various approaches such as:

· engagement by the State Government on precinct plans

· informing infrastructure projects like Parramatta Light Rail and Metro West

· submissions on proposals and evidence at Parliamentary Inquiries.

4. Taken together, the strategies, reports and advocacy referred to above form a picture of Council’s strategic view of its transport objectives and priorities, however there is unclarity of Council’s transport strategy, while it sits in many separate documents.

ISSUES/OPTIONS/CONSEQUENCES

5. A Transport Strategy is proposed to be a clear, concise statement of Council’s transport objectives for the entire Local Government Area.

6. Key components of this Strategy will include:

· Council’s vision and policy objectives for transport

· Identification of the key transport facilities and services

· prioritisation and phasing of actions to meet above objectives.

7. The expected benefits of developing this strategy include that transport objectives will be clearly articulated in one place, can be easily queried, and referenced, and can be incorporated in other strategies and plans. This is expected to provide a clear platform from which Council can plan, deliver, and advocate for its transport needs.

8. Council has a strong base of resolved positions regarding transport, which it can continue to draw upon for its ongoing advocacy while this strategy is being prepared. It will also inform the preparation of Council’s Advocacy Strategy.

9. The following indicative program lists the main tasks and planned timings for the Strategy (the final scope will be confirmed through ongoing consultation, investigations, and preparation of consultant briefs).

Main Tasks	Planned Completion
Community and stakeholder consultation to understand current travel patterns, concerns, and expectations.	February 2025
Technical study of current and future transport needs, including: ‐ existing travel patterns ‐ review current transport and land use plans ‐ review TfNSW strategic modelling ‐ identify shortfalls in infrastructure and services, risks and opportunities improved infrastructure and services. ‐	June 2025
Technical study to identify opportunities and priorities for on-street transit (light rail, bus, trackless tram, etc.)	August 2025
Stakeholder consultation of outputs of technical investigations.	December 2025
Draft Transport Strategy to include vision, objectives, and actions for all modes of transport, such as: - Active transport and micromobility - Public transport (incl. rail, ferry and bus) - Roads and parking - Role in regional transport networks to be reported for exhibition	March 2026
Finalised Strategy for consideration for endorsement	June 2026

CONSULTATION & TIMING

Stakeholder Consultation

10. Indicative timing is outlined in the table above. Community consultation will be undertaken early in formulation of the Strategy. Stakeholder consultation will conducted throughout the project. Community members and stakeholders will be formally invited to comment during an exhibition of the draft strategy before finalisation.

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

Date	Stakeholder	Stakeholder Comment	Council Officer Response	Responsibility
16 April 2024	Transport for NSW (TfNSW)	Recommend continued consultation of TfNSW throughout the project	Officers will continue to consult with Transport for NSW	Group Manager City Strategic Planning

Councillor Consultation

12. Councillors will be engaged throughout the preparation of the Strategy. The following Councillor consultation has been undertaken in relation to this matter:

Date

Councillor

Councillor Comment

Council Officer Response

Responsibility

02 April 2024

Councillor workshop

Discussion of key issues including:

- issues around major events

- Aligning land use and transport planning

- Timing and application of the Strategy

- Costs

- Working relationship with State Government partners

- Trackless trams and high speed rail

Officers have incorporated these discussions in planning for the Strategy.

Councillors will be further consulted in the development of the Strategy

Group Manager City Strategic Planning

LEGAL IMPLICATIONS FOR COUNCIL

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

FINANCIAL IMPLICATIONS FOR COUNCIL

14. If Council resolves to approve this report in accordance with the proposed resolution, the financial impact on the budget is set out in the table below.

15. The financial impacts to the budget, as set out in this section, have been included in the draft Delivery Program 2022/26, Operational Plan and Budget 2024/25 endorsed by Council on 22 April 2024 for the purposes of public exhibition.

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	-	-	-

Funding Source	-	-	-

Operating Result
External Costs	-	$100,000	$100,000
Internal Costs	-	$20,000	$20,000
Depreciation	-	-	-
Other	-	-	-
Total Operating Result		$120,000	$120,000

Funding Source	-	-	-

CAPEX
CAPEX	-	-	-
External	-	-	-
Internal	-	-	-
Other	-	-	-
Total CAPEX	-	-	-

Michael Jollon

Transport Planning Manager

Jennifer Concato

Executive Director City Planning and Design

John Angilley

Executive Director Finance & Information

Gail Connolly

Chief Executive Officer

Attachments:

There are no attachments for this report.

REFERENCE MATERIAL

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

Title	Last adopted by Council
316 – Building Compliance Enforcement Policy	2017
323 – Restricted Premises Enforcement Policy	2017

Date	Councillor	Councillor Comment	Council Officer Response	Responsibility
4 October 2022	Policy Review Committee	Noted that staff would be reviewing ongoing Council’s policy portfolio to identify redundant items to retire.	Noted and actioned	Governance
23 October 2023	Policy Review Committee	Councillors provided feedback on the draft Regulatory Enforcement Policy. Councillors raised the following recommendations: a. Delete clause 5.8, regarding procedural requirements for Councillors. b. Ensure clarity is provided where Council is not authorised to investigate reports of unlawful activity regarding private certifiers.	Recommended amendments incorporated into the draft. Verified that Scope clause 1.1 sets out clear examples of where Council is the authorised body to investigate reports alleging unlawful activity within its remit.	Regulatory Services + Governance
23 October 2023	Policy Review Committee	Supported Restricted Premises Enforcement Policy and Building Compliance Enforcement Policy to be put to Council to endorse rescinding following adoption of updated Regulatory Enforcement Policy. Requested additional information on Council’s systems for implementing operational service standards in the absence of the Building Compliance Enforcement Policy.	Noted and actioned. Confirmed that service standards are integrated into Pathway application, for receiving and responding to Service Requests.	Regulatory Services + Governance
January 2024	Policy Review Committee	Considered via email staff recommendation to re-instate draft clause 5.8 (b)-(d), and to only delete proposed sub-clause (a), regarding requirement for Councillors to refer customers to submit Service Requests. Supported to re-instate clause 5.8 (b)-(d), with amendment raised by Clr Bradley to sub-clause (c) to delete “are being duly implemented”, to ensure accurate representation.	Verified that 5.8 sub-clauses (b)-(d) are consistent with current Code of Conduct requirements for Councillors, and serve as procedural clarification. Reinstated clause 5.8 (b)-(d), with Clr Bradley’s amended wording.	Regulatory Services + Chief Executive Officer

1 ⇩	For Adoption - Regulatory Enforcement Policy 2024	11 Pages
2 ⇩	For Information - Building Compliance Enforcement Policy 2017	17 Pages
3 ⇩	For Information - Restricted Premises Enforcement Policy 2017	14 Pages

Date	Councillor	Councillor Comment	Council Officer Response	Responsibility
27 April 2023	Policy Review Committee meeting	Councillors provided feedback on the initial draft. Councillors raised the following amendments and questions: a. Review use of term “outcomes” for describing actions and questions taken from Workshops, where tasks are in-progress. b. Remove specification of particular days of the week for scheduling Workshops. c. Further investigate Council’s framework for resolving Workshop actions, and consider adding to the Policy a timeframe for resolving and/or periodically updating Councillors on progress, and requirements for tracking outcomes and informing Councillors. d. Ensure requirements are consistent with 2022 Council Resolution regarding advanced circulation of Workshop presentations.	Recommended amendments incorporated into draft, and feedback used to inform further internal consultation.	Governance
26 July 2023	Policy Review Committee meeting	Committee Members provided feedback on the completed draft. No further changes proposed.	Noted	Governance
November 2023	Clr Phil Bradley	Raised concerns regarding supplementary guidance provided in Schedule 1 Identifying Confidential Information.	References to the Local Government Act as defining confidentiality requirements for Councillor Workshops removed from Schedule 1, and revised draft presented for consultation at 20 February Policy Review Committee meeting.	Governance
20 February 2024	Policy Review Committee meeting	Supported removal of references to the Local Government Act from Schedule 1. The Committee requested the following further amendments to the draft Policy: a. Clause 3.2: Update “meeting” to be specified as “Councillor Workshops”, to clarify where minimum staff attendance requirements apply. Verify if clause is a relevant WHS requirement. b. Clause 5.1: Add to options of where Councillor Workshops may be organised, “(b) as requested by a minimum of three Councillors, and as approved by the CEO”. c. Clause 5.5: Add specification of outcomes “records”. d. Clause 5.5.1: Add new sub-clause directive for Council to maintain an outcomes tracker or register, to be accessible for Councillors. e. Clause 5.7: Change the quorum requirement to five Councillors. f. Clause 5.12: Clarify that the Lord Mayor and CEO “may consider” cancelling a session if the confirmed number of attending Councillors is less than quorum. g. Add directive that Councillors are to be notified where there will be external participants. h. Schedule 1 section 4: Clarify that internal Council information may be made available at the time the relevant Council Agenda is published to the public, unless subject to other confidential constraints.	Recommended amendments incorporated into draft as follows: a. Clause 3.2: Verified the directive is not specifically relevant to Councillor Workshops, deleted clause. b. Implemented c. Implemented d. Implemented e. Implemented f. Implemented g. Added sub-clause 5.2.1, that it will be stated in the calendar invite to advise where external participants may be attending. h. Implemented	Governance
20 February 2024	Policy Review Committee meeting	The Committee raised the following question for investigation: a. Clause 5.12: Verify that the stated timeframe to provide presentations before the Workshop is consistent with the previous Council resolution on the matter.	Verified that the timeframe stated in clause 5.12 (48 hours prior) is consistent with Council Resolution from 8 August 2022.	Governance