MINUTES OF THE MEETING OF CITY OF PARRAMATTA COUNCIL …

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MINUTES OF THE MEETING OF CITY OF PARRAMATTA COUNCIL HELD IN THE DUNDAS COMMUNITY CENTRE, 21 STURT STREET, TELOPEA ON MONDAY, 26 SEPTEMBER 2016 AT 6.06PM

Amanda Chadwick – Administrator

ACKNOWLEDGEMENT TO TRADITIONAL LAND OWNERS

The Administrator, Ms Amanda Chadwick, acknowledged the Burramattagal Clan of The Darug, the traditional land owners of Parramatta and paid respect to the elders both past and present.

MINUTES

Confirmati on of Minutes C ouncil (D evelopment) - 12/09/2016

SUBJECT Minutes of the Council (Development) Meeting held on

12 September 2016

229 RESOLVED (Chadwick) That the minutes be taken as read and be accepted as a true record of the Meeting.

APOLOGIES

An apology was received for the absence of the Interim General Manager, Mr Greg Dyer.

DECLARATIONS OF INTEREST

The Administrator, Amanda Chadwick, does not own any property in the City of Parramatta Council local government area nor have an interest in any matter on the current agenda.

MINUTES OF THE ADMINISTRATOR 5.1 U pdate on the For mation of City of Parramatta C ouncil

5.1 SUBJECT Update on the Formation of City of Parramatta Council

REFERENCE F2016/02385 - D04387132

REPORT OF Administrator

BACKGROUND 1. On 12 May 2016 the City of Parramatta Council was created by

Proclamation. 2. This report is provided to Council to provide an update on the key

activities for the formation of the new Council and the Administrators engagement with the community. Additional information is also included in the Administrator Column, published weekly in four local papers.

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KEY ACTIVITIES UPDATE 3. The Administrator attended a workshop for the Local Representation

Advisory Committee (LRAC) on 3 September 2016. The workshop involved committee members engaging collaboratively with council staff on a range of strategic issues, including an introduction to the breadth of council’s activities, council regulatory activities and waste services. Then on 5 September 2016, the second meeting of the LRAC was held and included discussions on the latest demographic trends and perceptions of Parramatta. The LRAC has been formed to provide input to City of Parramatta on a range of issues associated with the transition to the new Local Government boundaries and provide the community with another avenue to have its say on Council matters.

4. Significant progress has also been made in relation to transition

activities. The full operations of the Francis Fisk Childcare Centre in Granville will be transferred to Cumberland Council on 17 September 2016. The Childcare Centre was part of the former Parramatta City Council and is located in the area that is now part of the new Cumberland Council local government area. Since 12 May, the City of Parramatta Council has continued to run the facility under transitional arrangements and after careful planning, both Councils are now in position to undertake a full handover of the operation of the site to Cumberland Council. The Childcare Centre provides an integral service to the community and I would like to thank staff for their valuable contribution to City of Parramatta Council and the former Parramatta City Council and wish them well for the future as they continue to provide these services as part of Cumberland Council.

5. City of Parramatta and Cumberland Council have also made

significant progress in relation to the operations of Granville Pool. The Interim General Manager’s from both Councils have given in principle support to a proposal for City of Parramatta to continue operating the pool on behalf of Cumberland Council until November 2019. Under this proposal staff would continue to be employed by City of Parramatta. City of Parramatta and Cumberland Council will continue working together to ensure the best outcomes are achieved for both the community and staff.

6. The Administrator attended a Merger Implementation Meeting on 9

September 2016 with Administrators and Interim General Managers across NSW managing the 19 new Councils created in May 2016. The Minister for Local Government also attended this meeting and reflected on the significant progress made in the first 100 days of the new Councils. There are a broad range of core benefits that all merged Councils are focusing on delivering as a result of the mergers – efficiency & savings, better infrastructure management, improved community satisfaction with Council performance and greater staff satisfaction and engagement. In addition, each Council has the opportunity to outline local benefits that will accrue in their specific local government area. The City of Parramatta have been examining key benefits for our local area and have engaged with the Local Representation Advisory Committee to gain their input. These

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local benefits will be finalised shortly and will be shared with the Community.

230 RESOLVED (Chadwick) That Council receive and note this report.

5.2 Discl osur e of Administr ator commi tments for the period 3 September to 16 September 2016

5.2 SUBJECT Disclosure of Administrator commitments for the period 3 September to 16 September 2016

REFERENCE F2016/02385 - D04387699

REPORT OF Administrator

BACKGROUND The City of Parramatta Council is committed to ensuring full transparency regarding the meetings and external engagements that the Administrator attends. This report is a regular report that is provided to Council. Events – Civic Duties, Community & Council

Meeting Purpose Attendees

Council Meeting Council Meeting Amanda Chadwick, staff, public

Citizenship Ceremony

Ceremony to induct new Australian citizens

Amanda Chadwick, Members of Parliament, new citizens and their families

Western Sydney Business Chamber Major Business Leader Luncheon

Attendance at WSBC's State of the Region Address, including an address from Premier Mike Baird

Amanda Chadwick, Mike Baird, WSBC Members, staff, public

Attend the opening of the Museums Discovery Centre, Castle Hill

Attend opening celebration

Amanda Chadwick

Attend the opening the Parkroyal Parramatta

Attend the launch of the Parkroyal Parramatta's refurbishment

Amanda Chadwick

Attend performance of Form Dance’s new production

Attend opening night performance of Form Dance's Metadata - Pure Light Moths and Mathematics

Amanda Chadwick

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Media


Radio 2SM Media Activity

Record news grabs for 2SM to promote Eat Street Vibes

Amanda Chadwick

Channel 7 and Channel 9 media activity

Promote announcement of public domain for Parramatta Square

Amanda Chadwick

Stakeholder Engagement


Workshop with the Local Representation Advisory Committee

Workshop to facilitate stronger discussion among committee members and discuss committee priorities

Amanda Chadwick, Committee Members, staff

Meeting with the Hills Local Area Command

Introductory meeting to discuss local issues

Amanda Chadwick, Superintendent Critchlow, staff

Phone meeting with The Hills Shire Councillor

Follow up discussion on local issues and priorities

Amanda Chadwick, Clr Dr Michelle Byrne

Phone meeting with local resident

Follow up discussion on local issues and priorities

Amanda Chadwick, Laurie Bennett

Phone meeting with the Office of Victor Dominello, Member for Ryde

Phone meeting to discuss local issues and priorities

Amanda Chadwick, Electorate Officer

Meeting of the Local Representation Advisory Committee

Committee meeting to discuss Council actions and priorities and continuing discssions on what a successful council looks like

Amanda Chadwick, Committee Members, staff

Meeting with President of Campion College Australia

Introductory meeting to discuss local issues and priorities

Amanda Chadwick, Dr Paul Morrissey, staff

Meeting with Assistant Director of Jesuit Refugee Service Australia


Amanda Chadwick, Oliver White, staff

Meeting with local resident

Introductory meeting to discuss issues

Amanda Chadwick, local resident

Meeting with local developers

Meeting to discuss item 8.4 on Council Meeting agenda of 12 September 2016

Amanda Chadwick, Evian Delfabbro, Brian Rodding, staff

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Meeting with Area Manager Blacktown Juvenile Justice Community Office


Amanda Chadwick, Annika Ross, staff

Meeting with the Hon Paul Toole MP, Minister for Local Government

Attendance at an Administrators meeting with the Local Government Minister

Amanda Chadwick, The Hon Paul Toole MP, Administrators of new councils

Merger Implementation Forum

Attendance and participation at an Administrators and General Managers forum

Amanda Chadwick, staff, General Managers and Administrators of new councils


Meeting to discuss local development issues

Amanda Chadwick, local resident

Meeting with representatives from the Michael Hughes Foundation

Presentation of proceeds raised at Charity Gala Dinner

Amanda Chadwick, Julie Hughes and former Councillor Paul Garrard

Meeting with St Alban's Anglican Church

Meeting to discuss local issues and priorities

Amanda Chadwick, Graeme Durie and staff

Meeting with local artist

Meeting with local artist to discuss ways to partner with council on local initiatives

Amanda Chadwick, Toby Chapman and John Kirkman (ICE)

Phone meeting with the Mayor of the Hills Shire Council

Introductory meeting to congratulate the Mayor on her appointment

Amanda Chadwick and Clr Yvonne Keane


Meeting with local resident of North Rocks to discuss local issues and priorities

Amanda Chadwick and Violet Nutt

Meeting with representative of Infrastructure NSW

Meeting to discuss cultural infrastructure in the City

Amanda Chadwick and Mary Darwell

Meeting with the Member for Seven Hills


Amanda Chadwick and Mark Taylor MP

Meeting with Cumberland Women's Health Centre


Amanda Chadwick and Salwa Al Baz

Meeting with Parragirls Female Factory Memory Project

Meeting to discuss opportunities to partner with council

Amanda Chadwick, Dr Lily Hibberd and Bonney Djuric

Workshop on the Western Sydney Airport

Attend workshop to receive an update on the status of the Western Sydney Airport project

Amanda Chadwick and representatives from the Commonwealth Department of Infrastructure and Regional Development

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231 RESOLVED (Chadwick) That Council receive and note the Administrator Minute.

Note

The Administrator acknowledged the presence of Jeanette Farrell, Member of the Local Representation Advisory Committee, in the public gallery.

PUBLIC FORUM Public Forum ( 1) Various Issues including Operational Pl an, Code of M eeting Prac tice and 3 St Andrews Pl ace, D undas

1 SUBJECT Various Issues including Operational Plan, Code of Meeting Practice and 3 St Andrews Place, Dundas

REFERENCE F2004/06174

FROM Mr Bruce Berry

232 As tabled.

“I request suitable responses to the following unresolved matters as well as a few additional items. My issues are numbered to assist Council in its responses. OPERATIONAL PLAN I lodged a substantial submission on the exhibited Plan. Because Council allowed only 6 days between the end of the exhibition and Council meeting, a “last minute” Supplementary Report had to be presented, including details of the submissions. 1. I can see no evidence in the Report that any of my concerns were

considered and the late presentation of the Report prevented any

public forum submission on it, prior to determination of the Plan

later on the agenda.

2. Council admits that “a shorter time frame” was allowed, but

claims that it did not impact on the “quality of the process”. It

uses the degree of community consultation as an example of the

quality. Why, then, was there only a 0.175% response from the

householders, using the figures from pg 3 of the Plan? They

include responses at community events, website comments,

feedback forms, social media.

3. I remember seeing, in the exhibited Draft Plan that the business

papers would be made available 10 days before the meetings,

but the Draft Plan which is still on Council’s website, seems to

have omitted this. Please clarify. How many Draft Plans were

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there?

4. The exhibited Draft also stated that development controls would

be enforced. The variation reports presented at Council meetings

show no decrease in the variations. Why, too, has this item been

omitted in the exhibited draft on the website ?

5. The ex-Councillors are now described as Administrator’s

delegates to various committees. They no longer have the role of

advocates for the citizens who elect them. Most of the

committees are remote from the basic interests of the public (eg,

Chamber of Commerce, Parramatta River Catchment, Public

Libraries).

6. There is now very little open discussion at Council meetings

during the determination of development applications. There are

no site meetings. It is becoming increasingly harder to challenge

assessment reports. This is despite continual claims that

community interests will be paramount.

7. Regular reports on the Administrator’s engagements between

Council meetings are presented. The most recent one, 12

September 16, shows engagements with 32 businesses, MPs,

ceremonies, luncheons, government agencies, etc, but only 2

meetings with residents on local issues. There appears to be no

follow up on the engagements.

CHANGES TO CODE OF MEETING PRACTICE

This is scheduled for tonight’s meeting.

8. It is proposed that questions at public forum may be held over to

later meetings, apparently because of time constraints. Most

public forum presentations are on items for determination at that

night’s meeting. It is unfair that the full presentation will be

disallowed and it would be inconvenient that the determination be

deferred.

Several precedents have been set for submissions beyond 5 minutes and for more than the usual 3 or 4 speakers. On one occasion there were 9. Shortage of time is not a problem at Council meetings now.

9. On the agenda papers issue, the change back to 6 days prior to

the meetings leaves only 3 days to obtain the papers, draw up a

response and have it in the hands of Council by 4 pm Friday ,

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prior to the meeting.

LEVEL OF SERVICE I have been assisting Council in improving its service for a long time, but it is annoying that so many of my concerns remain unanswered or have received unsubstantiated response. Currently I have been waiting for months for responses on issues I raised about 3 St Andrews Pl Dundas. The applicant withdrew his S 96 application for deletion of a condition of consent that requires additional parking space.

10. Because of the withdrawal, Council chose not to respond to my

letters on the proposal, despite the fact that my concerns were

mainly on Council’s level of service and not the merits or

otherwise of the application. Even so, my issues were important

to the proposal and should have been answered.

Other unanswered/unresolved issues are:- 11. From my letter of 18 May 16

a. Failure to include the DEAP report with the other documents on

Council’s website and in line with other DAs.

b. No explanation given on “numerous technical matters” that

prevent information being supplied to me.

c. No explanation on the “privacy rights” that would be breached if

the DEAP report was released, as it is with other DAs. It was

released later, when it was too late to be of assistance to us.

d. What is the “sensitive” information relating to neighbouring

properties that has never been a problem with other DAs?

e. Claims that Council has sent “follow up emails”. I never received

them.

12. From my Letter of 3 August 16

a. Construction Certificate not supplied to me despite GIPA

application. No explanation given. There were no privacy

issues.

b. No action taken on missing CC details.

c. Reduced copy of the proposal not supplied despite Council

comment that it is enclosed.

d. Notification letter not shown on Council’s website, contrary to

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other DAs and regulations.

e. Map gives no indication of those notified of the proposal.

13. On 6 July 16 I notified Council about the absence of signage at 3

St Andrews, comprising PCA and contractor details, warning

signs, construction hours. No action was taken except in a letter

from senior management that he had referred the matter to

Council’s regulatory team. It has now been 11 weeks, far in

excess of response times claimed in the Operational Report.

14. I also referred Council to the apparent illegal removal of ‘No

Stopping’ signs from the vehicle turning circle. I am pleased that

they have now been replaced, but now we have had complete

blockage of the footpath with a pile of large drainage pipes as

well as a heap of excavated soil. There has been a very big pile

of sand obstructing much of the turning circle. A deep trench

was dug across the street. Construction trucks and material were

illegally placed in the street. Traffic control was unsatisfactory.

I asked the supervisor if he has a permit for the work. He said ‘Yes’ , but could not show me a copy of it. The level of service seems to be getting worse. Additional Statement 15. I thank Council for the chance to make additional statements with

my Public Forum submission. They relate to the proposed changes to the Code of Meeting Practice for decision tonight.

I am concerned about the proposal to delete development applications from discussion at Public Forum. The resolution to include them was passed in 2007 and has been ratified in at least two reviews of the Code since then.

DAs also relate to general policy matters which is the key

requirement for Public Forum submissions. The only change needed is that "Questions/Statements must relate to general policy matters including development applications".

The most common items, by far, in Public Forum submissions are

development applications. I strongly object to any proposal to prevent or restrict discussions on them.

My other main concern is that the proposal to hold over questions

to later meetings will mean that the speakers at Public Forum will not be able to submit all their issues on items scheduled for determination later on the agenda. It is unfair both to those for or against the proposal.

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Priority should be given to such submissions even if it means extra time being allowed for Public Forum or to individual speakers. This would be quite possible because Council meetings are much shorter now. Despite Rule 5 (c), I have never been told which of my questions will be considered. The rule should be deleted. I suggest that it has never been used. As for considering only "The first six (6) Fifteen (15) minutes of questions" (?), there have been many occasions when far more than the first 6 questions have been considered and beyond the 15 minute period. The same has happened to me dozens of times.

It seems to be another case of precedents meaning nothing and I think this item is misleading. I hope my criticisms will not result in stricter measures being applied.” Response by Jane Mills, Chief Operating Officer:- “Thank you Mr Berry for your submission. I intend to answer the questions and statements posed utilising the same numbering as outlined in your submission. 1. In relation to your submission regarding Council’s Operational

plan – I would like to confirm that all submissions received were

summarised in Attachments 4, 5 and 6 to the Supplementary

Business Report on the updated Operational Plan which was

presented to the Council Meeting of 25 July 2016. This included

Mr Berry’s submission in Attachment 4. The supplementary paper

was made available on Council’s website on 22 July 2016. The

supplementary paper was published after the original business

paper to accommodate review of all submissions received during

the statutory exhibition period.

2. By way of clarification, the time allowed for the public exhibition

complied with the 28 day statutory requirement. This is consistent

with all previous Council Integrated Planning Documents in prior

years, which have been placed on display for 28 days in

accordance with the Local Government Act 1993. Council had a

shorter time frame to prepare the Operational Plan due to the

short time from the Proclamation of the new City of Parramatta

Council on the 12 May and the requirement to publish the

Operational Plan. Notwithstanding the shortened preparation time

for Council, as previously advised, the quality of the document

was not compromised. The Plan complies with and in some

respects exceeds the requirements of the legislation and the

guidance provided by the Department of Premier and Cabinet for

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the preparation of Operational Plans for 2016/17 for merged

Councils.

In seeking feedback from the community, Council employed multiple channels and accepted submissions in multiple formats. The amount of public feedback received exceeded all previous plans published by Council. In fact, we are aware that most Council received less than 10 submissions, whereas the City of Parramatta received just under 1200 which we believe was due to the high levels of consultation that occurred in the process.

3. The period for public exhibition did not conclude until 19 July

2016. Accordingly it was not possible for a final summary of

submissions or updated Operational Plan to be provided 10 days

prior to the Council Meeting of 25 July 2016. There was one Draft

Plan published on 23 June 2016.The version now on the Council

website under ‘Key Council Documents’ is the final Plan,

incorporating a number of changes made as a result of the public

exhibition process. It was formally adopted at the meeting of 25

July 2016.

4. Staff cannot locate the statement to which you refer.

Advisory Committees.

5. The majority of Advisory Committees have always comprised a

combination of community representatives, people with specific

expertise or interest in the subject matter of the committee and

Councillors. A number of former Councillors have either now

been appointed to Committees or are being invited to attend as

ex-officio members. In addition the new Local Representatives

Advisory Committee includes a number of former Councillors. It

has been formed to provide an opportunity for former Councillors

to continue to serve their communities until elections are held in

September 2017. It also gives suitably qualified local residents a

chance to share local views and help guide the amalgamation

process. Membership was the subject of an ‘expressions of

interest’ process. The Local Representation Advisory Committee

is providing input on a range of issues and supplements Council’s

existing consultation processes, giving the community another

avenue to have its say on Council matters.

6. At the Council Meeting of 14 June 2016, it was resolved that an Independent Hearing and Assessment Panel (IHAP) be established to:

1. Determine development applications not determined by

the Joint Regional Planning Authority or under officer delegation.

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2. Consider planning proposals and make recommendations to the Council with regard to their merits;

3. Review decisions of the IHAP Determining Body in

accordance with IHAP Charter and Guidelines; and 4. Consider applications where in the opinion of the Interim

General Manager, there is an overriding public interest.

The Council resolution also included the adoption of a Charter for the IHAP and Operation Guidelines. These documents can be viewed on Council’s website. The IHAP meetings are public meetings and persons with an interest in Development Application can make a presentation to the Panel. Unlike Council meeting there is no limit on the number of persons who can speak and the process is interactive, which allows the Panel to ask questions of both the applicant and the objectors and seek resolutions. This does not and cannot happen in a formal council meeting. To date, a number of submitters have spoken in respect of development applications that have been presented to the Panel, confirming the open and transparent nature of decision making through an IHAP and community involvement in that process.

7. Since being appointed Administrator of City of Parramatta, Ms

Chadwick has endeavoured to meet with as many people as

possible.

To date Ms Chadwick has attended more than 220 meetings and events with residents, community groups and organisations across the LGA.

By way of example, for the reporting period of 13 August to 02 September, the Administrator attended 13 meetings and / or events that included residents of the LGA. This includes the 2 meetings referenced in the public forum.

8. No change was initially proposed to the operation of Public

Forum as a result of proposed changes to the Code of Meeting Practice. As advised previously, the Administrator may or may not resolve to accept more than 15 minutes of submission on any night. Two (2) changes are now proposed as a result of your additional submission, these changes will be discussed in the Introduction to Agenda Item 11.1 Adoption of Code of Meeting Practice.

9. Your comments in relation to this matter have been noted and as

advised previously, Council is required to provide 3 days’ notice for the release of business papers prior to a meeting and currently allows twice that amount being 6 days. This time period allows staff to provide the most up to date reports possible whilst still allowing 3 days for the public to make a submission on any items of interest.

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10. Council provided a written response from the office of the Interim

General Manager to Mr Berry’s letter received 5 August 2016 on this application on 24 August 2016.

11. Mr Berry raised similar issues in his letter to Council of 5 January 2016. The Office of the CEO provided a written response to the matters raised in a letter dated 21 January 2016. In the intervening period between January and May 2016, the development application in question (DA/215/2015 25 Station Street Dundas) was withdrawn by the applicant following the concerns raised by council relating to bulk and scale, heritage, landscaping and traffic. Mr Berry, being a submitter on this application, was notified of the withdrawal. It is not Council practice to provide further information on why a DA was withdrawn. To do so would be to speculate on the motivation of the applicant.

12. Council provided a written response to Mr Berry’s letter of 3 August 2016 on 24 August 2016 which related to DA/112/2013/B and concerns in respect of on-street parking for the approved development at 3 St Andrews Place. This application was withdrawn by the applicant. This was a Section 96 application to amend a condition only and there were no plans to send. The notification letter and map are available on Council’s website. In respect of this application, Council has become aware that a technical issue may have been present preventing viewing of the notification letter and map despite it being listed on Council’s website as a viewable document. A copy of the Construction Certificate will be forwarded to Mr Berry in line with his request under a GIPA application.

13. Regulatory Service Community Safety Rangers have for some time attended to numerous complaints relating to the various developments in St Andrews Place, Dundas, including the latest building located at 3 St Andrews Place. Several requests have reported various issues, relevant to the activities at each of the development sites in St Andrews Place, these have included commencing or continuing work prior and after approved hours of consent, Illegal parking of heavy vehicles providing building materials, noise of heavy vehicles arriving early, blocking of footpaths or damage of footpaths fronting each development, sediment control issues and missing signage etc. On the receipt of each complaint, Rangers have responded to investigate the issue reported. Upon attending rangers perform a full inspection of the development site, which includes ensuring that the required signage is in place at each site. Signage required at the site is the builders name and contact details and the certifiers name and contact details. No signage

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is required in regard to the working hours permitted, this is contained in the approved development consent conditions. In addition to responding to complaints, rangers have been tasked to complete numerous additional patrols of the St Andrews and adjoining Calder Road area, ensuring that compliance matters are be observed by the builders and associated servicing companies. This has also resulted in Rangers being placed on overtime to respond and patrol the relevant St Andrews Place sites prior to consent commencement times.

Patrols will continue of St Andrews Place, ensuring that all development consent conditions are being observed and if required enforcement action will be taken as has been in the past two year period.

14. Statement only no response is required. 15. Thank you for your further suggestions in relation to the Code

of Meeting Practice. It is proposed that the following changes be made to the proposed exhibited Code:-

“16(3) Questions/statements must relate to general policy

matters including development applications noting that Council has set up an Independent Hearing Assessment Panel to determine development applications and that is where people need to be directed to as this is what they say will have the most impact.

16(5)(b) Fifteen (15) minutes of questions will be considered at

the night’s meeting with priority being given to questions/statements that relate to a current agenda item. Remaining questions will be listed on a future Council Meeting subject to it being noted that the Lord Mayor may extend Public Forum at his/her discretion.””

The Administrator added 3 additional comments as follows:-

1. The Administrator would be pleased to meet with Mr Berry at a mutually convenient time. 2. The former Councillors continue to be strong advocates for

the community and in the last week, the Administrator had attended events in which 5 former Councillors had been involved.

3. In relation to engagement, where there is an opportunity, the

Administrator is publicly available and notes are taken of all such meetings and followed up appropriately. An apology was extended that such details were not included in the report but Mr Berry was assured that representations from the community are actioned.

Public Forum ( 2) Draft C hanges to the H ornsby D CP and Devel opment Application at 30 - 42 Oxfor d Street, Epping

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2 SUBJECT Draft Changes to the Hornsby DCP and Development Application at 30 - 42 Oxford Street, Epping

REFERENCE F2016/02982

FROM Andrew Christie

233 “Thank you Madam Administrator for the opportunity to discuss the

Hornsby Development Control Plan Housekeeping Amendment 2016.

Points 33,34,& 35 (page 16) of the report incorrectly states that Hornsby Council wishes to change the MINIMUM dimension of 18 metres for residential floor plates, when in fact ,it desires to alter the MAXIMUM dimension.

The assessment officer appears to have confused the minimum lot widths of Points 31 & 32 of the report and the dimensions of the residential floor plates, two totally different concepts.

The Epping LEP and numerous other Department of Planning documents state that the built form should be "tall, slender buildings, not lower bulkier buildings " See Attachment 1.

In rejecting my submission to retain the MAXIMUM dimension of 18 metre for residential floor plates above the podium the report states the opinion that "Council staff consider the floor plate controls (with recommended amendments i.e. retention of minimum lot widths), with appropriate setback controls in the DCP and ADG, will result in slender tower forms in Epping Town Centre".ie not a massed, bulky form.

Madam Administrator you have frequently campaigned that decisions should be "evidence based" so let's look at the evidence rather than the opinion.

The current Hornsby DCP has been modified to accommodate the development at 30-42 Oxford St Epping.

Attachment 2 is the architectural plan, drawn to scale, for 30- 42 Oxford St Epping viewed from Oxford St.

You will note that the width of the residential component above the podium (Approx 39 metres) is the same as the height of the residential from the podium to the roof, i.e. a ratio of 1:1, in other words a square.

I am not aware of any reputable planning authority that believes that a square is a "tall, slender" built form.

I believe that I have provided sufficient evidence to support the need to retain the requirement in the DCP that residential floor plates be a maximum dimension of 18 metres.” Response by Sue Weatherley, Director Strategic Outcomes and Development:- “Council Officers refer to the Public Forum Submission received from Dr

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Andrew Christie in relation to the Item 8.1 – Post Exhibition Report on the Hornsby Development Control Plan Housekeeping Amendment 2015 contained in this Business Paper.

The Submission raises an objection to Hornsby Shire Council’s proposed deletion of a control relating to maximum dimensions for residential floor plates for development within Epping Town Centre from the Hornsby Development Control Plan 2013. The following comments are provided in response to the matters raised:

The Submission highlights that the Council Report incorrectly quotes the current DCP control relating to residential floor plate control for Epping Town Centre is a ‘minimum’ rather than ‘maximum’ dimension of 18 metres. Council staff acknowledge this is an unintended error and wish to have on record that paragraphs 33 and 35 of the report be corrected to “the maximum dimension”.

The Submission is concerned that the proposed removal of the maximum dimension of 18 metres will result in a massed built form which is inconsistent with the desire for tall slender towers.

Council staff have reviewed the evidence and it is their opinion that:

a. A 700 square metre gross floor area control together with the NSW Government’s Apartment Design Guidelines boundary setback controls would regulate the size and dimension of the floor plate;

b. If an 18 metre maximum dimension control is the sole control to apply to development there may be a tendency for longer or L-shaped development, which could result in developments over 45 metres long; and

c. Practically, a double loaded corridor type of residential development that is consistent with Apartment Design Guidelines is not possible within the 18 metre building depth. Council staff believes that this is the preferred type for north south oriented tower to get 2 to 3 hours of morning and afternoon sun to units and minimise south facing units.

Furthermore matters relating to urban design will be further examined during the Council’s future review of planning controls that apply to the new City of Parramatta local government area as part of the consolidation of planning controls. These include Local Environmental Plan (LEP) and Development Controls Plan (DCP).

City of Parramatta Council staff will forward the concerns raised in this submission to Hornsby Shire Council staff as part of their review of submissions following exhibition of the Housekeeping Amendments and subsequent report to Council.”

ECONOMY

8.1 Pos t Exhi bition R eport on the H ornsby Development C ontrol Plan H ousekeepi ng Amendment 2015

8.1 SUBJECT Post Exhibition Report on the Hornsby Development

Control Plan Housekeeping Amendment 2015

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REFERENCE F2016/02982 - D04371106

REPORT OF Senior Project Officer - Land Use. Also Service Manager Land Use Memorandum dated 26 September 2016.

234 RESOLVED (Chadwick) (a) That Council write a submission to Hornsby Shire Council raising

no objection to the finalisation of the housekeeping amendments to the Hornsby Development Control Plan 2013, subject to revisions as discussed within this report.

(b) Further, that consistent with Council’s adopted Operational Plan

2016/2017, Council undertake a Transport Strategy for Epping that focuses on developing transportation options to respond to the growing development in Epping and that traffic management amendments proposed for the Hornsby Development Control Plan be considered as part of this strategy.

8.2 Amendment to Voluntar y Pl anni ng Agreement - 330 C hurch Str eet, Parr amatta

8.2 SUBJECT Amendment to Voluntary Planning Agreement - 330

Church Street, Parramatta

REFERENCE NCA/23/2010 - D04396414

REPORT OF Project Officer- Land Use Planning

235 RESOLVED (Chadwick) (a) That Council endorse the matters for inclusion in a draft deed of

amendment to an existing VPA in relation to proposed amendments to a mixed use development at 330 Church Street, Parramatta as shown in Attachment 1.

(b) That the draft deed of amendment that seeks to amend the VPA be

publicly exhibited in accordance with Council’s Planning Agreements Policy.

(c) That the outcomes of the public exhibition of the draft deed of

amendment to the VPA be reported back to Council.

(d) Further, that delegated authority be given to the Interim General Manager to negotiate minor amendments to the draft deed of variation if required.

8.3 Land Use Pl anni ng Strategic Pr ojec ts - Status

8.3 SUBJECT Land Use Planning Strategic Projects - Status

REFERENCE F2016/00115 - D04399321

REPORT OF Director Strategic Outcomes and Development

236 RESOLVED (Chadwick) (a) That the report on the status of all current land use planning

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strategic projects is received and noted. (b) That a periodic report on the status of land use planning strategic

projects is reported to Council in April, August and November each year.

(c) Further, that Council Staff be thanked for their work in relation to

this area.

8.4 Vol untar y Planning Agreements - Status

8.4 SUBJECT Voluntary Planning Agreements - Status

REFERENCE F2016/00115 - D04374557


237 RESOLVED (Chadwick) That the report on the status of Voluntary Planning Agreements be received and noted, and that periodic reports on the status of Voluntary Planning Agreements be provided in April, August & November each year.

8.5 D evel opment Assessment R eporti ng

8.5 SUBJECT Development Assessment Reporting

REFERENCE F2016/00115 - D04374605


238 RESOLVED (Chadwick) (a) That the report of the Director Strategic Outcomes and

Development be received and noted. (b) Further, that a workshop be conducted with the Local

Representative Advisory Committee to inform the process for establishing appropriate measures for efficiency and effectiveness for the City of Parramatta development assessment processes, and business rules for the assessment and determination of small scale residential development to meet the Premier’s recently announced target of 90% of DAs and CDCs for small scale residential development to be determined within 40 days.

8.6 Pl anni ng Pr oposals - Status U pdate

8.6 SUBJECT Planning Proposals - Status Update

REFERENCE F2016/00115 - D04374666


239 RESOLVED (Chadwick) (a) That the report on the status of current Planning Proposals be

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received and noted, and that periodic reports on the status of Planning Proposals be provided in April, August & November each year.

(b) That a report on the outcome of the business improvement project

be reported to Council in the first quarter of 2017. (c) Further, that staff be thanked for their work on the full range of

projects.

8.7 Experience and Discover y C entre C onsoli dation

8.7 SUBJECT Experience and Discovery Centre Consolidation

REFERENCE F2016/00178 - D04347897

REPORT OF Senior Development Manager; Snr Strategic Project Leader

240 RESOLVED (Chadwick) That consideration of this matter be deferred to the Council Meeting to be held on 24 October 2016.

8.8 Classification of one resi denti al s trata unit and one associ ated car space at 11 H assall Str eet, Parramatta as Operational Land

8.8 SUBJECT Classification of one residential strata unit and one

associated car space at 11 Hassall Street, Parramatta as Operational Land

REFERENCE RZ/9/2014 - D04383430

REPORT OF Serv Mgr Prop Serv & Space Mgmt,

241 RESOLVED (Chadwick) (a) That in accordance with section 31(2) of the Local Government Act

1993, Council classify as ‘Operational Land’ one residential strata unit and associated car space at 11 Hassall Street, Parramatta upon its transfer to Council’s ownership pursuant to the terms of the Voluntary Planning Agreement entered into by Council pursuant to resolution of 27 April 2015.

(b) That the Interim General Manager be given delegation to sign all

documents (other than those documents which must be signed under common seal) in connection with this matter.

(c) Further, that the Administrator and Interim General Manager be

authorised to execute under common seal, if required, transfer documents, plans of subdivision, deeds of agreement, strata plan documentation and any other necessary document in connection with this matter.

8.9 Classification of one resi denti al s trata unit and one associ ated car space at 29 H unter Str eet, Parramatta as Operati onal Land

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8.9 SUBJECT Classification of one residential strata unit and one associated car space at 29 Hunter Street, Parramatta as Operational Land

REFERENCE DA/173/2013 - D04383438


242 RESOLVED (Chadwick) (a) That in accordance with section 31(2) of the Local Government

Act 1993, Council classify as ‘Operational Land’ one residential strata unit and associated car space at 29 Hunter Street, Parramatta upon its transfer to Council’s ownership pursuant to the terms of the Voluntary Planning Agreement entered into by Council pursuant to resolution of 26 August 2013.





8.10 Classi fication of one r esidenti al str ata unit and one associated car space at 15B Albert Street, Parramatta as Oper ati onal Land

8.10 SUBJECT Classification of one residential strata unit and one

associated car space at 15B Albert Street, Parramatta as Operational Land

REFERENCE DA/738/2011/A - D04383443


243 RESOLVED (Chadwick) (a) That in accordance with section 31(2) of the Local Government Act

1993, Council classify as ‘Operational Land’ one residential strata unit and one associated car space at 15B Street, Parramatta upon its transfer to Council’s ownership pursuant to Condition 87B of Development Consent no. DA/738/2011/A granted on 11 March 2013.





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8.11 Classi fication of fi ve r esi denti al str ata units with no car spaces at 4- 45 M acquarie Street and 134 Marsden Str eet, Parr amatta as Operati onal Land

8.11 SUBJECT Classification of five residential strata units with no car

spaces at 4-45 Macquarie Street and 134 Marsden Street, Parramatta as Operational Land

REFERENCE CC/136/2013/A - D04383485


244 RESOLVED (Chadwick) (a) That in accordance with section 31(2) of the Local Government

Act 1993, Council classify as ‘operational land’ five residential strata units upon their transfer to Council ownership pursuant to the conditions of development consent (MP09_0167) as modified, for the properties at 4 – 45 Macquarie Street and 134 Marsden Street, Parramatta.





8.12 Pr oposed Drainage Easement in favour of 43 Dandar bong Ave, Carli ngfor d

8.12 SUBJECT Proposed Drainage Easement in favour of 43

Dandarbong Ave, Carlingford

REFERENCE DA/362/2014 - D04389037

REPORT OF Property Services Officer

245 RESOLVED (Chadwick) (a) That Council resolve to create an easement for drainage over

Council land (being Lot 7 in DP 29078) in favour of the property at 43 Dandarbong Ave, Carlingford on the terms stated in this report;

(b) That authority is delegated to the Interim General Manager to

sign all documents (other than any document which must be signed under common seal) in connection with this matter; and


authorised to execute under common seal, if required, plans of subdivision, plans of easement, Section 88B instrument, transfer granting easement and deed of agreement for the creation of the new easement.

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8.13 Heritage Advisor y Committee Mi nutes for Augus t 2016

8.13 SUBJECT Heritage Advisory Committee Minutes for August 2016

REFERENCE F2013/00235 - D04398025

REPORT OF Project Officer- Land Use Planning

246 RESOLVED (Chadwick) (a) That the minutes of the Heritage Advisory Committee meeting of

17 August 2016 be received and noted. (b) That Council seek new Members for the Heritage Advisory

Committee, that represent the new City of Parramatta LGA and also contribute to a broad spectrum of experience and/or expertise of the Committee, by advertising in local new papers for expressions of interest.

(c) That the Terms of Reference for the Heritage Advisory

Committee be amended to reflect the new commencement time of meetings of 5 p.m. and to amend the references of Parramatta LGA to the City of Parramatta LGA.

(d) Further, that Ms Anne Mathews, who has resigned as a member

of the Committee, be thanked for her contribution.

PEOPLE AND NEIGHBOURHOODS

9.1 C ox Par k Draft Master Pl an

9.1 SUBJECT Cox Park Draft Master Plan

REFERENCE F2015/02405 - D04354558

REPORT OF Supervisor Open Space and Natural Resources

247 RESOLVED (Chadwick) (a) That the Draft Cox Park Master Plan be placed on public

exhibition for no less than 28 days in the City of Parramatta Library, Customer Service Centre and on Council’s website.

(b) That temporary signage be placed at Cox Park and notification

letters sent to nearby residents advising them of the public exhibition period.

(c) That the Cox Park Committee and regular sporting user groups

who hire Cox Park be notified of the exhibition period.

(d) Further, that a report be submitted to Council upon the completion of the public exhibition period for consideration and assessment of the public submissions.

9.2 Aboriginal and Torres Strait Isl ander Advisor y C ommi ttee Meeti ng 26 Jul y 2016

9.2 SUBJECT Aboriginal and Torres Strait Islander Advisory

Committee Meeting 26 July 2016

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REFERENCE F2014/01121 - D04368284

REPORT OF Community Capacity Building Officer

248 RESOLVED (Chadwick) (a) That the minutes of the Aboriginal and Torres Strait Islander

Advisory Committee of 26 July 2016 be received and noted. (b) That Council notes that a separate report, detailing the role and

membership of this Committee, with recommendations for changes to the Terms of Reference will be provided to Council by the end of October.

(c) Further, that Council officers prepare a report on the

opportunities to work with the local community to develop a Reconciliation Action Plan for the City of Parramatta.

9.3 Access Advisor y C ommittee M eeti ng Minutes 16 August 2016

9.3 SUBJECT Access Advisory Committee Meeting Minutes 16 August

2016

REFERENCE F2005/01944 - D04369856

REPORT OF Community Capacity Building Officer, Community Capacity Building

249 RESOLVED (Chadwick) (a) That Council seek new Members for the Access Advisory

Committee that represent the new City of Parramatta LGA and also contribute to a broad spectrum of experience and/or expertise of the Committee.

(b) That the Terms of Reference both core to all Advisory

Committees and specific to the Access Advisory Committee be updated to reflect the name and boundary changes for the new City of Parramatta Council.

(c) Further, that the minutes of the Access Advisory Committee

meeting held on 16 August 2016 (Attachment 1) are received and noted.

9.4 City of Parramatta C ommunity Funding Polici es

9.4 SUBJECT City of Parramatta Community Funding Policies

REFERENCE F2015/02207 - D04372651

REPORT OF Service Manager Community Capacity Building

250 RESOLVED (Chadwick) (a) That Council endorses the draft Grants and Donations Policy, draft

Sponsorship Policy and draft Social Investment Funding Policy for the purposes of public exhibition for a period of at least 28 days.

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(b) That a stakeholder communication plan for the exhibition period be

prepared prior to exhibition, including advice to past funding recipients and applicants to Parramatta City Council and, where possible, to Cumberland Council, Hornsby Shire Council and The Hills Shire Council.

(c) That Council receives a further report on the draft policies including consideration of issues raised during the public exhibition period prior to the policies being finalised.

(d) That a further report be provided to Council by the end of November 2016 on existing Grant Programs, proposed amendments to those programs and the establishment of new Grant Programs.

(e) That the quarterly Small Grants Fund, Sport and Recreation Grants, and the Representative Sports Grants offered in the 2016 Community Grants Program continue to be offered under the same objectives and criteria until new guidelines are presented to Council.

(f) Further, that existing ad-hoc donation budgets be dissolved and

their funds re-allocated to budgets for the quarterly Small Grants Fund and sponsorship programs to be governed by the Sponsorship Policy, once finalised.

9.5 Partnershi p with Parramatta Par k Trust to assess site suitability for a new aquatic l eisure centre and devel op Mas ter Plan for the M ays Hill Preci nct

9.5 SUBJECT Partnership with Parramatta Park Trust to assess site

suitability for a new aquatic leisure centre and develop Master Plan for the Mays Hill Precinct

REFERENCE F2016/03057 - D04399442

REPORT OF Recreation Planner

251 RESOLVED (Chadwick) (a) That Council delegates authority to the Interim General Manager to

finalise and execute a Memorandum of Understanding with Parramatta Park Trust to complete an aquatic leisure centre site suitability and feasibility assessment and Master Plan for the Mays Hill Precinct.

(b) That Council concurrently undertakes related tasks to inform the

development of a proposal for a new aquatic leisure centre including analysis of recreational and aquatics needs, industry trends, community consultation and the financial analysis of capital and operational models.

(c) That Council notes that the work program outlined for this

partnership will confirm the suitability of the Mays Hill Precinct as a site for a new aquatic leisure centre by the end of this year and

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deliver a master plan for the whole precinct by September 2017.

(d) Further, that Council receives a further report as soon as possible once the site suitability and feasibility study has been undertaken including key milestones and timeframe for development of a new aquatic and leisure centre for Parramatta.

CULTURE AND SPORT 10.1 Endorsement of the MOU wi th Wester n Sydney Wander ers

10.1 SUBJECT Endorsement of the MOU with Western Sydney

Wanderers

REFERENCE F2016/00725 - D04376152

REPORT OF Strategic Partnership Coordinator

252 RESOLVED (Chadwick) That consideration of this matter be deferred to a later date to enable further discussions to be held with the Western Sydney Wanderers.

LEADERSHIP AND GOVERNANCE

11.1 Adopti on of C ode of Meeti ng Practice

11.1 SUBJECT Adoption of Code of Meeting Practice

REFERENCE F2011/02500 - D04194120

REPORT OF Service Manager Governance Infrastructure. Also Service Manager Governance Infrastructure Memorandum dated 26 September 2016.

253 RESOLVED (Chadwick) (a) That the 2016 Draft Code of Meeting Practice (Attachment 2) be

endorsed by Council for public exhibition with the following alterations:-

16(3) Questions/statements must relate to general policy matters including development applications noting that Council has set up an Independent Hearing and Assessment Panel to determine development applications and that is where people need to be directed as this is the forum where their submissions will have the most impact.

16(5)(b) Fifteen (15) minutes of questions will be considered at the night’s meeting with priority being given to questions/statements that relate to a current agenda item. Remaining questions will be listed on a future Council Meeting subject to it being noted that the Lord Mayor may extend Public Forum at his/her discretion.

(b) That the draft Code of Meeting Practice be placed on public exhibition for no less than 28 days, commencing on 5 October 2016 and submissions be received for a period of 42 days from the initial advertising date in accordance with Section 361 of the

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Local Government Act. (c) That the draft Code of Meeting Practice be referred back to

Council for consideration following the exhibition period. (d) Further, that as part of the Council transition program, a further

review of the Code of Meeting Practice occur in due course.

11.2 12-14 Phillip St, Parr amatta - Pr oposed Licence for a temporar y el ectrical substation

11.2 SUBJECT 12-14 Phillip St, Parramatta - Proposed Licence for a

temporary electrical substation

REFERENCE F2004/07675 - D04391637


254 RESOLVED (Chadwick) (a) That Council resolve to grant a Licence for a temporary electrical

substation over part of 12-14 Phillip Street, Parramatta, being Lot 1 DP791693 on the terms and conditions contained within the report.

(b) Further, that Council resolve that authority is delegated to the

Interim General Manager to sign all documentation (other than any document which must be signed under common seal) in connection with this matter.

CLOSED SESSION

Members of the press and public were excluded from the meeting of the Closed Session and access to the correspondence and reports relating to the items considered during the course of the Closed Session were withheld. This action was taken in accordance with Section 10A(2) of the Local Government Act, 1993 as the items listed came within the following provisions:-

1 Major Events Security Management Tender Recommendation

Report. (D04344195) - This report is confidential in accordance with section 10A (2) (d) of the Local Government act 1993 as the report contains commercial information of a confidential nature that would, if disclosed (i) prejudice the commercial position of the person who supplied it; or (ii) confer a commercial advantage on a competitor of the Council; or (iii) reveal a trade secret.

2 ITT 26/2016 - 5 and 7 Parramatta Square - BCA Consultant. (D04391394) - This report is confidential in accordance with section 10A (2) (d) of the Local Government act 1993 as the report contains commercial information of a confidential nature that would, if disclosed (i) prejudice the commercial position of the person who supplied it; or (ii) confer a commercial advantage on a competitor of the Council; or (iii) reveal a trade secret.

3 ITT 29/2016 - 5 and 7 Parramatta Square - Archaeological & Heritage Salvage Works. (D04388962) - This report is confidential in accordance with section 10A (2) (d) of the Local Government act

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1993 as the report contains commercial information of a confidential nature that would, if disclosed (i) prejudice the commercial position of the person who supplied it; or (ii) confer a commercial advantage on a competitor of the Council; or (iii) reveal a trade secret.

12.1 Maj or Events Security Management Tender Recommendation R eport

12.1 SUBJECT Major Events Security Management Tender

Recommendation Report

REFERENCE F2016/00767 - D04344195

REPORT OF Events Coordinator

255 RESOLVED (Chadwick) (a) That the tender submitted by Australian Concert and Entertainment

Security Pty Ltd be accepted, at their proposed rates and that they be appointed to exclusively provide Security Management Services for Major Events for an initial period of three years with an option to extend for two additional periods of one year subject to satisfactory performance;

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

this matter; (c) Further, that the Administrator and Interim General Manager be

authorised to execute the tender contract and affix the Common Seal if required.

12.2 ITT 26/2016 - 5 and 7 Parramatta Square - BC A C onsul tant

12.2 SUBJECT ITT 26/2016 - 5 and 7 Parramatta Square - BCA

Consultant

REFERENCE F2016/00035 - D04391394

REPORT OF Assistant Development Manager

256 RESOLVED (Chadwick) (a) That Council accept the tender received by Group DLA Pty

Limited (ABN 99 159 812 843) for provision of Building Code of Australia (BCA) Consultant services for 5 and 7 Parramatta Square projects for $147,660 (GST exclusive).

(b) That Council hold a contingency allowance of 10% of the contract

value being $14,766 (GST exclusive) for unforeseeable items outside the scope of the contract.

(c) That all unsuccessful tenderers be advised of Council’s decision

in this matter. (d) That authority is delegated to the Interim General Manager to

sign all documents (other than the any documents which must be signed under Common Seal) in connection with this matter; and

(e) Further, that the Administrator and Interim General Manager be

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authorised to execute the contract, under Common Seal, if required.

12.3 ITT 29/2016 - 5 and 7 Parramatta Square - Archaeological & Heritage Sal vag e Wor ks

12.3 SUBJECT ITT 29/2016 - 5 and 7 Parramatta Square -

Archaeological & Heritage Salvage Works

REFERENCE F2016/00178 - D04388962

REPORT OF Assistant Development Manager

257 RESOLVED (Chadwick) (a) That Council enter into a contract with Niche Environment and

Heritage Pty Ltd (ABN 19 137 111 721) to undertake the Archaeological and Heritage Salvage Works for 5 and 7 Parramatta Square (5 and 7PS) for $825,600 (GST exclusive);

(b) That Council hold a contingency as noted in the report for

unforeseeable items outside the scope of the contract; (c) That all unsuccessful tenderers be advised of Council’s decision

in this matter; (d) That authority is delegated to the Interim General Manager to

sign all documents (other than the any documents which must be signed under Common Seal) in connection with this matter; and

(e) Further, that the Administrator and Interim General Manager be

authorised to execute the contract, under Common Seal, if required.

Note

Following the completion of Closed Session, the Acting Interim General Manager advised the public gallery of the decisions carried during Closed Session.

The meeting terminated at 7.49pm. THIS PAGE AND THE PRECEDING 27 PAGES ARE THE MINUTES OF THE ORDINARY COUNCIL MEETING HELD ON MONDAY, 26 SEPTEMBER 2016 AND CONFIRMED ON MONDAY, 10 OCTOBER 2016.

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