ATTACHMENT 1
CL…….City Leadership
& Management
MEETING NOTES OF PROGRAM PANELS
1.
Regulatory
2
2.
City Development
3
3.
Environment
4
4.
Roads, Footpaths, Access and Flood Mitigation
5.
Culture and Leisure
7
6.
Community Care
8
7.
City Leadership and Management
9
ATTACHMENT 1
CL…….City Leadership
& Management
Meeting Notes of Regulatory Program Panel
20 June 2005
Members:
Councillor Chiang Lim
Councillor Pierre Esber
Sue Stewart, Senior Project Officer - Land Use and Transport Planning
Stephen Kerr, Manager - Development Services
Rodney Sutcliffe, Program Manager - Ranger Services
Wayne O’Connor, Manager - Health and Environment
Les Green, Program Manager - Environmental Protection
Rachel Trigg, Place Manager Woodville - Outcomes and Place
Attendance: Clrs Lim & Esber, Steve Kerr, Les Green, Sue Stewart
1.
Main Outcome from the Meeting:
The main outcome from the meeting was feedback on the performance of the program panel
after its first 12 months and discussion of the performance of the program at the March
quarterly review.
2.
Notes of Discussion or Agreements:
For the March Quarterly review, the main points noted for the Development Control subprogram were the 25% reduction in DA numbers and consequent downturn in income.
However, staff vacancies of 3 building surveyors and 2 town planners have meant some
savings in salary costs.
DA processing times are reducing. Approximately 80% (up from 65%) of DAs are ‘Mums &
Dads’ DAs, rather than more complex DAs for apartments & townhouses etc. There was
some discussion about the Dept of Local Government comparative figures for DA processing
times for 2003/04 that were recently released and showed Parramatta Council having the
highest mean processing time. Steve Kerr explained that this was partly due to a group of
DAs with exceptionally long processing times that skewed the figures. He also explained that
good progress is being made to clear out these DAs and improvements to processing
systems to reducing processing times.
The main item of interest from the Enforcement sub-program was the parking meters project.
Tenders have closed for a provider of meters for the Parramatta CBD and North Parramatta
areas. Other areas are performing ongoing services. A new Supervisor of Tree Management
is currently being recruited.
The status of the Management Plan was briefly discussed, with 12 submissions having been
received and a report to Council 27 July recommending that no changes be made as a result
of these submissions.
There was some brief discussion about the performance of the program panel after its first
12 months in operation with both Councillors expressing some satisfaction with coming to
understand more about the regulatory program. The written survey was filled out by both
Councillors who expressed the desire to keep the panel format as it is and to remain on the
same panel to be able to consolidate the knowledge that they have been acquiring.
Councillor Esber expressed a desire to revisit the staff teams in the two sub-programs and it
was agreed that both Councillors will be invited to the August meetings of the
Managers/Team leaders in both areas. Steve Kerr & Les Green will advise of the meeting
dates so that an invitation can be sent out.
ATTACHMENT 1
CL…….City Leadership
& Management
On the subject of statistics collection and reporting, an update was given by Steve Kerr.
Masterview, which enables the on-line tracking of DAs commences 1 July, as does
Discoverer, which enables the electronic generation of reports relating to DAs etc.
Les Green provided Clr Lim with some updated statistics for the Rangers and Parking
enforcement areas.
It was decided the time for future meeting will be the third Tuesday of the month at 8am.
3.
Cross Over Issues from Other Panels:
There were no issues raised for other panels to consider.
4.
Next Meeting:
The next meeting is scheduled for Tuesday 19 July 2005 at 8.00am.
CL…….City Leadership
& Management
City Development Program Panel Meeting Notes
Monday 20 June 2005
5.30pm to 7.00pm
ATTACHMENT 1
Attendance:
Ann Martin, Amanda Kearney, Councillor Julia Finn, Councillor
John Chedid
Meeting commenced: 5.30pm
1.
Reviewed the March quarterly review.
2.
Ann discussed the Management Plan.
3.
Economic Wellbeing Strategy – this item was requested to be carried over to
the next meeting . Ann handed out a show bag to both Councillors with all
three strategies included and have asked both Councillors not to look at these
items until they have seen the presentation which will take place at the next
meeting.
4.
Future Meetings. It was discussed that future meeting would be much more
practical if the time could be changed so the meeting can commence at
6.oopm. This gives both Councillors the opportunity to travel to Parramatta and
arrive on time.
5.
Date and agenda for next meeting is set for 18th July 2005.
6.
Other items discussed: Councillor John Chedid mentioned that his Council
pass card does not allow him access in the lift above level three. He was
advised to speak to HR to correct this problem. Councillor John Chedid
requested a copy of the CBD Shuttle Bus project brief.
Review sheets were handed out to both Councillors to fill out their comments and
feedback with regards to their thought on how the program panels are working for
them. Both Councillors filled the sheets out and handed them back to Ann Martin.
ATTACHMENT 1
CL…….City Leadership
& Management
Environmental Program Panel
Notes of Meeting No. 10
Monday 20 June 2005
12.00pm – 1.30pm
Granville Town Hall
Present:
Maureen Walsh, Councillor
Tony Issa, Councillor
James Carey, Environmental Outcomes Manager
Les Green, Service Manager Environment
Wayne O’Conner, Manager Environment and Health
Marcello Occhiuzzi, Manager Land Use and Planning
Apologies:
Tony Walker, Senior Project Officer - Place Manager East
Standing Items in future agendas
 Review Meeting Notes
 Priority Topic Discussion
 Environmental Well Being Strategy update
NO.
ITEM
Welcome
1
Review Meeting
Notes (Meeting 9)
2
Quarterly Review
3
RDS and the
Environment
4
Environmental
Wellbeing update
5
Program Panel
Improvement
6
Next topic
Discussion
Future Priority Topics
- Community Gardens
- Greenhouse Gas Reduction
- Improved processes for obtaining
funding, including S94 Plan
- Cycleways
DISCUSSION
ACTION
None
Actions identified in Meeting Notes None
undertaken
– Management Plan
comments incorporated
– Community garden added to
future agenda
– RDS discussion in this
agenda
- Discussion on the results of the
None
Quarterly Review. An update on the
Waste contract provided by
Manager E&H.
- Marcello Occhiuzzi provided a none
summary of the RDS and how
environmental factors such as
transport, flooding and open
space are to be addressed
- James gave update on Wellbeing
strategy – workshop to be held with
Councillors in July to update
Councillors discussed the key
priorities of the Panels, what they
liked and explored areas for
improvement. See summary below
none
Comments to be
compiled from other
Panels for future
discussion.
Community Garden as next topic for Meet at Town Hall but
discussion
go for a walk and look at
potential site for garden
ATTACHMENT 1
Overlaps
Date and Agenda
for next meeting.
7
8
No discussion
Next Environmental Program
Panel to be held on 18 July 2005
in Granville Town Hall from
12:00pm to 1:30pm.
CL…….City Leadership
& Management
None
None
Key points from Discussion on Program Panels
-
good way of sharing information
assisted in developing and prioritising budget initiatives
assisted in developing trust between staff and Councillors
has resulted in not knowing as much about what is going on in other Panels
Improvements:
- Have joint meetings of 2 or more Panels
- Determine topics that are common across Program Panels
- Explore joint topics where other Programs impact on the environment (eg
stormwater, roads)
- Bringing people together should allow more ideas and greater learning
CL…….City Leadership
& Management
ROADS, PATHS, ACCESS AND FLOOD MITIGATION PROGRAM PANEL
Meeting Notes – Monday 20 June 2005
ATTACHMENT 1
Present: Councillor C Worthington, Councillor O Jamal, Sue Stewart, Mike
Messner, Rod Cook
Item
1. Notes from previous
meeting
Comments
None available
2. Standing Reports –
Committees
Reports to 27 June Council Meeting:
- PTC
- Rawson Street carpark time
restrictions
Discussed program highlights -Clr
Worthington Question:
 Charles Street Extension
o Status of funding
o Status of design
o Request to finalise design
Clr Jamal Question:
 Urgent Works Account
o Requested details
 Operating budget – breakdown of:
o Employee costs
o Material costs
o Contracts
o Other
Councillors Worthington and Jamal
completed questionnaire
 Next meeting RCook to present:
o 05/06 Projects list
o Works by Ward
o Works coming up
18 July 2005
11.15am to 12.30pm
Councillor Jamal:
 Urgent Works Details
o Carried forward
 2005/2006 PAMP Program
o by Ward
Councillor Worthington:
 Binalong/Bulli Roundabout under
construction
o Telstra pit asbestos
 Bungaree/Bulli Intersection
o Status as a blackspot
 Traffic Signals Fitzwilliam/
Binalong
o Relocation/modifications
(Reynolds)
 Rebecca Parade Winston Hills
o Existing development –
rubbish cleanup
 Community News – Current
projects on a Ward Basis
3. March 2005 Quarterly
Review
4. Program Panel –
improvements
5. Future Agenda Items
6. Date and Agenda Next
Meeting
7. General Business
Items
Action
Clr Worthington requested
minutes be provided in a timely
fashion
Received and noted
RTA – Nil funding 05/06
R Cook to advise
R Cook to advise
R Cook to provide information
R Cook to provide information
Complete
R Cook to provide information
R Cook to provide information
R Cook to provide information
R Cook to provide information
R Cook to provide information
M Messner to investigate
R Cook to advise
R Cook to advise
R Cook to advise W O’Connor
R Cook to investigate
ATTACHMENT 1
CL…….City Leadership
& Management
Culture and Leisure Program Panel
Notes of Meeting
Monday 20 June 2005
5.00pm – 7.00pm
L7 Darcy Street
Present:
Cr Anita Brown
Su Cram, Senior Project Officer – Place Manager Arthur Phillip
Robert Love, Director Riverside Theatres
Tom O’Hanlon, Manager Open Space and Recreation
Roger Henshaw, Manager Information and Libraries
Apologies:
Cr Lorraine Wearne
NO.
ITEM
Welcome
1
2
3
4
DISCUSSION
Program Manager Financial
Management attended for item 1
March Quarterly Managers provided an update on key
Review
projects.
It was suggested that a summary of
income as well as expenditure be
included in the Quarterly Review.
In relation to the Management Plan –
questions were raised about the projects
that were not successful in being
included this time. It was suggested that
the full project listing that was developed
through the program panels be saved
and the information used to assist with
the process in future years.
Management
A brief update was provided on
Plan update
questions, feedback and submissions to
the draft Management Plan relating to
the Culture and Leisure Program.
Opportunities to The meeting reflected on the key
improve Program priorities established for program panels
Panels
and a questionnaire was circulated to
Crs. An annual meeting of all panels was
suggested as an opportunity to present
the work of the panels.
For the Culture and Leisure Panel it was
decided that the July panel meeting
would be held at the upgraded Granville
Pool and at Emma Crescent Library in
September. Ideas for future agenda
items included opportunities to discuss
topics in more detail such as policies and
MoUs, innovation and ideas. A list of
potential topics was started for inclusion
as potential future agenda items.
Next meeting
Granville Pool Monday 18 July 2005
5:00pm to 7:00pm
ACTION
None
None
Forward suggestions
None
Forward suggestions
July meeting to be held
at Granville Pool
Collate list of future
topic ideas
ATTACHMENT 1
CL…….City Leadership
& Management
Meeting Notes of Community Care Program Panel
20 June 2005
Present:
Councillor Paul Barber
Councillor Brian Prudames
Susan Gibbeson, Senior Project Officer – Social Outcomes
Rod Cook, Manager Technical Services
Mike Messner, Manager Civil Operations
Vikki King, Manager Community Services & Development
Neile Robinson, Place Manager - Outcomes and Place
1.
Main Outcome from the Meeting:
The main outcome from the meeting was feedback on the performance of the program panel
after its first 12 months and an overview of the proposed restructure of the Community
Development Unit. The March quarterly review for the program was also discussed.
2.
Notes of Discussion or Agreements:
Overview of Community Development.
Vikki King outlined the proposed changes to Community Development that will be put before
the Consultative Committee. There was clarification of some points, particularly regarding
access to services. It is noted that this review only relates to Community Development and
not Home Support or Children’s Services. It is also noted that the Aboriginal Worker position
will be retained. All other positions that are currently attached to a community target group
will now become positions focussed upon increasing the capacity within the community.
Management Plan
A brief update was provided on questions, feedback and submissions to the draft
Management Plan relating to the Culture and Leisure Program.
Quarterly Review
There were no budget variations in the quarterly review. There were no matters of concern.
Review of Program Panels
It was felt that there may be some need to discuss service delivery needs; however, this
could be a different mechanism. Discussion regarding the loss of the Service Committee of
Council as this was the forum for consideration of service provision in this field.
Issues raised
The issue of being able to follow up decisions of Council related to this program was
discussed. Councillors make decisions but do not always know what has occurred or
progress of the implementation. In particular, the following issues were raised for follow up.
(a) Ranger at Lake Parramatta – current status of this project.
(b) Childcare centres – is it possible to specify the number of places for each age group?
Can we specify what zoning they can go into? Can we specify how large the centres
are as the applications for the 80 place centres cause considerable community
concern due to impact on residential areas.
3.
Cross Over Issues from Other Panels:
There were no issues raised for other panels to consider.
4.
Next Meeting:
The next meeting is scheduled for Monday 18 July 2005 at 3:30pm.
ATTACHMENT 1
CL…….City Leadership
& Management
City Leadership & Management Program Panel
Meeting Notes - Monday 20 June 2005 at 5pm
Attendance:
Clr Paul Garrard, Clr Andrew Wilson, John Neish, Ross Coggan, David
Dekel, Richard Nankivell, Andrew Woodley, and Simon Watts
Apologies:
Gayle Sloan
Notes from previous meeting: 18 April 2005, accepted as accurate.
Quarterly Review March 2004/05
1.
Discussion of the $1.18 million overspends in the CL&M Program area. RN explained
that the major issues included: workers compensation claims from previous financial
years ($353K), allowance for redundancies ($250K), implementation of the salary
system ($300K), and the tsunami donation of Council ($90K). There was an additional
major works variation ($405K) for the acquisition of a property in a flood affected area.
2.
Discussions on a variation of revote policy for the 2005/06 financial year. The GM
outlined his preferred position that revotes be much smaller in 2005/06 than in previous
years. Panel members agreed with this in principle and Councillors Garrard and
Wilson expressed concern about this area and asked for improvement.
3.
Economic Development projects funded under the special rate were discussed.
Interest was expressed in understanding the PEDP annual program of works and a
request was made to identify any opportunity for joint PCC/PEDB projects.
4.
S94 reserves were discussed – particular interest was expressed in the old reserves
which amounted to $3 million and were raised for parking and traffic related matters.
The question was posed as to whether or not any of this may be utilised for Civic
Place. The GM expressed the need for the use of these reserves for upgrades of
Council’s multi story car parks, and associated directional street signage. The GM
further advised that Council is currently seeking legal advice on the use of these funds
for the proposed park and ride facility.
Management Plan Submissions
1.
Six submissions were received and seven verbal submissions were made at the public
meeting. This is up from one submission in the previous year. The bulk of the public
meeting submissions do not focus on or request alterations to the Management Plan.
Results of the resident panel survey indicate 55% support for the rate increase among
respondents.
Recommendation: that the Lord Mayor write to State MPs seeking their support for
Council’s rate increase submission (actioned 21/6/05).
Next Meeting: 5pm, 18 July 2005. Draft Agenda: the new Unit Plan Tool (SW), the Ideas to
Action Framework, Office of the GM issues including: 04/05 Internal Communications Plan,
Councillors Support Arrangements, and the Internal Auditor’s Paper on ‘Performance
Review’ and the new Quarterly Review Template.
Simon Watts,
Program Coordinator