ITEM-1 CONFIRMATION OF MINUTES A MOTION WAS MOVED BY COUNCILLOR COLLINS OAM AND SECONDED BY COUNCILLOR THOMAS THAT the Minutes of the Ordinary Meeting of Council held on 25 February 2020 be confirmed

(1)

MINUTES of the duly convened Ordinary Meeting of The Hills Shire Council held in the Council Chambers on 10 March 2020

This is Page 1 of the Minutes of the Ordinary Meeting of The Hills Shire Council held on 10

ITEM SUBJECT PAGE

ITEM-1 CONFIRMATION OF MINUTES 4

COMMUNITY FORUM 4

ITEM-2 POST EXHIBITION - PLANNING PROPOSALS FOR ADVERTISING ON PUBLIC INFRASTRUCTURE (1/2020/PLP & 2/2020/PLP)

5

ITEM-3 LTC RECOMMENDATION FEBRUARY 2020 - MAWSON AVENUE, BELLA VISTA - MODIFICATION OF EXISTING LINE MARKING

6

ITEM-4 LTC RECOMMENDATION FEBRUARY 2020 - EDWARDS ROAD AND LONGMEADOW PARKWAY BOX HILL - PROPOSED MEDIAN ISLAND, SIGNAGE AND LINEMARKING

6

ITEM-5 LTC RECOMMENDATION FEBRUARY 2020 - GILBERT ROAD, CASTLE HILL - REQUEST FOR TEMPORARY 'WORKS ZONE'

7

ITEM-6 LTC RECOMMENDATION FEBRUARY 2020 - 2020 COMBINED ANGLICAN CHURCHES EASTER SERVICE - CASTLE HILL SHOWGROUND

7

ITEM-7 LTC RECOMMENDATION FEBRUARY 2020 - CADDIES BOULEVARD, ROUSE HILL - REQUEST FOR TEMPORARY 'WORKS ZONE'

7

ITEM-8 LTC RECOMMENDATION FEBRUARY 2020 - SAMANTHA RILEY DRIVE, BEAUMONT HILLS - PROPOSED BUS STOP

8

ITEM-9 LTC RECOMMENDATION FEBRUARY 2020 - SAMANTHA RILEY DRIVE, KELLYVILLE AND NORTH KELLYVILLE - PROPOSED TEMPORARY CLOSURE OF ROAD AND APPROVAL OF REGULATORY SIGNS AND LINEMARKING

8

ITEM-10 2020 EVENT SUPPORT - HILLS RELAY FOR LIFE BALL

9

ITEM-11 DRAFT POLICY FOR THE USE OF COUNCIL LAND FOR COMMUNITY GARDENS

5

ITEM-12 PROPERTY DEALINGS RELATING TO DEVELOPMENT MATTERS

9

(2)

This is Page 2 of the Minutes of the Ordinary Meeting of The Hills Shire Council held on 10 March 2020

ITEM-13 PROPOSED LAND ACQUISITION OF PART 3-5 BOUNDARY ROAD, BOX HILL

9

QUESTIONS WITHOUT NOTICE 9

(3)

This is Page 3 of the Minutes of the Ordinary Meeting of The Hills Shire Council held 81 PRESENT

Mayor Dr M R Byrne (In the Chair) Clr R Jethi (Deputy Mayor)

Clr R A Preston Clr B L Collins OAM Clr A N Haselden Clr J Jackson Clr M G Thomas Clr E M Russo Clr F P De Masi Clr A J Hay OAM Clr R M Tracey Clr S P Uno

82 APOLOGIES Clr Dr P J Gangemi

83 TIME OF COMMENCEMENT 7.03pm

84 TIME OF COMPLETION 8.07pm

85 DECLARATIONS OF INTEREST Item 10 - Mayor Dr Byrne Item 10 - Councillor De Masi Item 10 - Councillor Tracey Item 10 - Councillor Jethi

86 ARRIVALS AND DEPARTURES

7.07pm Councillor Hay OAM arrived at the meeting during the prayer.

7.07pm Councillor Russo left the meeting and returned at 7.08pm during apologies.

7.07pm Councillor Jackson left the meeting and returned at 7.28pm during Item 11.

7.12pm Councillor Jethi arrived at the meeting during Community Forum.

7.26pm Councillor Preston arrived at the meeting during Item 11.

87 DISSENT FROM COUNCIL'S DECISIONS Nil.

88 ADJOURNMENT & RESUMPTION Nil.

(4)

This is Page 4 of the Minutes of the Ordinary Meeting of The Hills Shire Council held on 10 March 2020

The Mayor advised in accordance with the Code of Meeting Practice that this meeting is being recorded.

7.07pm Councillor Hay OAM arrived at the meeting during the prayer.

ITEM-1 CONFIRMATION OF MINUTES

A MOTION WAS MOVED BY COUNCILLOR COLLINS OAM AND SECONDED BY COUNCILLOR THOMAS THAT the Minutes of the Ordinary Meeting of Council held on 25 February 2020 be confirmed.

THE MOTION WAS PUT AND CARRIED.

89 RESOLUTION

The Minutes of the Ordinary Meeting of Council held on 25 February 2020 be confirmed.

7.07pm Councillor Russo left the meeting and returned at 7.08pm during apologies.

APOLOGIES

A MOTION WAS MOVED BY COUNCILLOR COLLINS OAM AND SECONDED BY COUNCILLOR UNO THAT the apology from Councillor Dr Gangemi be accepted and leave of absence granted.

90 RESOLUTION

The apology from Councillor Dr Gangemi be accepted and leave of absence granted.

7.12pm Councillor Jethi arrived at the meeting during Community Forum.

COMMUNITY FORUM 91 CHILD CARE CENTRES

Mr Chiang Lim, Chief Executor of Australian Childcare Alliance NSW noted Council was aware of the public concern regarding new childcare centres proposed in inappropriate locations, yet appear to be powerless to refuse such development applications. Australian Childcare Alliance NSW believe there is an oversupply of childcare centres in a number of places and for Local Governments across NSW these challenges are even more difficult since the introduction of the NSW State Environment Planning Policy (SEPP) for Educational Establishments and Childcare Facilities in August 2017.

Mr Lim believes the removal of Local Government powers has given rise to many new childcare services and centres located in the wrong locations, attracting much criticism from the general public about traffic, local amenity and safety for the children themselves, staff, and neighbours.

Mr Lim advised the Australian Childcare Alliance NSW supports Council’s Policy in its objection to the operation of the SEPP and will forward considered suggestions that may help Council achieve that balancing act of serving our community.

(5)

This is Page 5 of the Minutes of the Ordinary Meeting of The Hills Shire Council held 7.07pm Councillor Jackson left the meeting and returned at 7.28pm during Item 11.

7.26pm Councillor Preston arrived at the meeting during Item 11.

ITEM-11 DRAFT POLICY FOR THE USE OF COUNCIL LAND FOR COMMUNITY GARDENS

Proceedings in Brief

Keith Stapley of The Hills-Kellyville Rotary Club addressed Council regarding this matter.

A MOTION WAS MOVED BY COUNCILLOR UNO AND SECONDED BY COUNCILLOR RUSSO THAT the Recommendation contained in the report be adopted.

92 RESOLUTION

1. Council publicly exhibit the draft community gardens policy for a period of 28 days.

2. A further report to Council outlining submissions received during the public exhibition period.

3. Should no submissions relating to the projects be received, the recommendations be approved without further need for a report to Council.

ITEM-2 POST EXHIBITION - PLANNING PROPOSALS FOR ADVERTISING ON PUBLIC INFRASTRUCTURE (1/2020/PLP & 2/2020/PLP)

A MOTION WAS MOVED BY COUNCILLOR HAY OAM AND SECONDED BY COUNCILLOR COLLINS OAM THAT the Recommendation contained in the report be adopted.

THE MOTION WAS PUT AND CARRIED UNANIMOUSLY.

93 RESOLUTION

The planning proposals to amend The Hills Local Environmental Plan 2019 and State Environmental Planning Policy (Sydney Region Growth Centres) 2006 to introduce exempt development criteria for advertising on Council owned infrastructure proceed to finalisation, including post exhibition amendments detailed within Section 6 of this report.

Being a planning matter, the Mayor called for a division to record the votes on this matter VOTING FOR THE MOTION

Mayor Dr M R Byrne Clr R Jethi

Clr R A Preston Clr B L Collins OAM Clr A N Haselden Clr J Jackson Clr M G Thomas

(6)

Clr E M Russo Clr F P De Masi Clr A J Hay OAM Clr R M Tracey Clr S P Uno

VOTING AGAINST THE MOTION None

MEETING ABSENT Clr Dr P J Gangemi

CALL OF THE AGENDA

A MOTION WAS MOVED BY COUNCILLOR DE MASI AND SECONDED BY COUNCILLOR RUSSO THAT items 3, 4, 5, 6, 7, 8, 9, 10, 12 and 13 be moved by exception and the recommendations contained therein be adopted.

94 RESOLUTION

Items 3, 4, 5, 6, 7, 8, 9, 10, 12 and 13 be moved by exception and the recommendations contained therein be adopted.

ITEM-3 LTC RECOMMENDATION FEBRUARY 2020 - MAWSON AVENUE, BELLA VISTA - MODIFICATION OF EXISTING LINE MARKING

95 RESOLUTION

Approval be given for the modification of existing line marking in Mawson Avenue, Kellyville in accordance with Figure 2 in the report.

ITEM-4 LTC RECOMMENDATION FEBRUARY 2020 - EDWARDS ROAD AND LONGMEADOW PARKWAY BOX HILL - PROPOSED MEDIAN ISLAND, SIGNAGE AND LINEMARKING

96 RESOLUTION

The following works be approved in accordance with Attachment 1 to the report:

a) proposed median island in Longmeadow Parkway with associated signage and linemarking;

b) a left turn lane with C1 linemarking in Edwards Road at the intersection of Longmeadow Parkway.

(7)

This is Page 7 of the Minutes of the Ordinary Meeting of The Hills Shire Council held ITEM-5 LTC RECOMMENDATION FEBRUARY 2020 - GILBERT

ROAD, CASTLE HILL - REQUEST FOR TEMPORARY 'WORKS ZONE'

97 RESOLUTION

1. Council approve the installation of 40 metres of ‘Works Zone 9.30am - 2.30pm Mon - Fri and 8.00am -1.00pm Sat’ restrictions on Gilbert Road, Castle Hill for a period of 85 weeks in accordance with Figure 1 in the report.

2. The General Manager be given delegated authority to approve any future request for an extension to the ‘Works Zone’ on Gilbert Road up to a maximum of 8 weeks beyond the 85 weeks approved.

3. The applicant to ensure the safety of pedestrians and especially school children walking along the footpath with access to the footpath being maintained all times.

ITEM-6 LTC RECOMMENDATION FEBRUARY 2020 - 2020 COMBINED ANGLICAN CHURCHES EASTER SERVICE - CASTLE HILL SHOWGROUND

98 RESOLUTION

1. The 2020 Combined Anglican Churches of Northwest Easter Sunday Service to be held at Castle Hill Showground on Sunday 12 April, 2020 be classified as a Class 2 event in accordance with the RMS “Guide to Traffic and Transport management for Special Events”

2. The Committee endorse the Traffic Management Plan submitted.

3. The signed Traffic Management Plan be forwarded to RMS and the Police for their concurrence to hold the event.

4. The placement of VMS signage on any State Roads be subject to a separate approval from the Transport Management Centre (TMC)

ITEM-7 LTC RECOMMENDATION FEBRUARY 2020 - CADDIES BOULEVARD, ROUSE HILL - REQUEST FOR TEMPORARY 'WORKS ZONE'

99 RESOLUTION

1. Council approve the installation of 12 metres of ‘Works Zone 10.00am – 3.00pm Monday – Friday and 7.00am until 10.00am Saturday’ at 102 Caddies Boulevard, Rouse Hill for an 18 month period.

2. The General Manager be given delegated authority to approve any future request for an extension to the ‘Works Zone’ on Caddies Boulevard up to a maximum of two months beyond the 18 months approved.

(8)

ITEM-8 LTC RECOMMENDATION FEBRUARY 2020 -

SAMANTHA RILEY DRIVE, BEAUMONT HILLS - PROPOSED BUS STOP

100 RESOLUTION

Council approve the installation of a new Bus Stop and ‘Bus Zone’ on the western side of Samantha Riley Drive, Beaumont Hills north of the Windsor Road intersection in accordance with Attachment 1 to the report.

ITEM-9 LTC RECOMMENDATION FEBRUARY 2020 -

SAMANTHA RILEY DRIVE, KELLYVILLE AND NORTH KELLYVILLE - PROPOSED TEMPORARY CLOSURE OF ROAD AND APPROVAL OF REGULATORY SIGNS AND LINEMARKING

101 RESOLUTION

1. Council note the advice from Transport for NSW that the temporary closure of the section of Samantha Riley Drive between Hezlett Road/James Mileham Drive and Foxall Road is not a matter for consideration by the Local Traffic Committee.

2. Should it be considered as the preferred option to minimise the overall construction impacts associated with the upgrade of Samantha Riley Drive (Stage 3), Council approve the temporary closure in accordance with Section 115 of the Roads Act 1993.

3. The temporary closure be undertaken in accordance with the Construction Traffic Management Plan prepared on behalf of Council’s Projects Team by Thompson Stanbury Associates and associated plans in accordance with Attachments 1 and 2 to the report.

4. Council approve the plans for the permanent signs and linemarking for this section of Samantha Riley Drive in accordance with Attachment 3 to the report subject to the necessary amendments being made in accordance with the comments provided by Transport for NSW as detailed in the report.

The Mayor having previously declared a non-pecuniary, less significant conflict of interest for Item 10 remained in the room.

Councillor De Masi having previously declared a non-pecuniary, less significant conflict of interest for Item 10 remained in the room.

Councillor Tracey having previously declared a non-pecuniary, less significant conflict of interest for Item 10 remained in the room.

Councillor Jethi having previously declared a non-pecuniary and less than significant conflict of interest for Item 10 remained in the room.

(9)

This is Page 9 of the Minutes of the Ordinary Meeting of The Hills Shire Council held ITEM-10 2020 EVENT SUPPORT - HILLS RELAY FOR LIFE BALL 102 RESOLUTION

The General Manager be authorised to purchase sufficient number of tickets at $145 each for Councillors and their partners to attend the 2020 The Hills Relay for Life Ball.

ITEM-12 PROPERTY DEALINGS RELATING TO DEVELOPMENT MATTERS

103 RESOLUTION

1. Council consent to the release of a positive covenant and restrictions on the use of land from the title of Lot 100 DP 1163410, 6 Free Settlers Drive, Kellyville and the associated dealings be authorised for execution under Council seal and returned to the applicant with the executed plan of restrictions on the use of land and positive covenant created the replacement positive covenant and restrictions so the two can be registered together.

2. Council consent to the release of two temporary stormwater easements from the title of Lot 1 DP 1244012, 49 Halloway Boulevard, North Kellyville and the Section 88B instrument instrument accompanying the final plan of subdivision for the first three stages of Development Consent 1638/2015/ZD be authorised for execution under Council seal and returned to the applicant.

ITEM-13 PROPOSED LAND ACQUISITION OF PART 3-5 BOUNDARY ROAD, BOX HILL

104 RESOLUTION

1. Council agree to the purchase of proposed Lot 519 in a subdivision of Lot 8 DP 230092, 3-5 Boundary Road, Box Hill being land designated local drainage for the amount of

$322,250 plus GST and disturbance costs as outlined in this report with a Contract, Deed & Transfer authorised for execution under seal.

2. Upon acquisition, Council classify proposed Lot 519 in a subdivision of Lot 8 DP 230092 as “Operational” Land pursuant to Section 25 of the Local Government Act 1993.

QUESTIONS WITHOUT NOTICE 105 PIONEER THEATRE, CASTLE HILL

Councillor Hay OAM asked if Council could review the safety of the steps and walkways between rows of seating at Pioneer Theatre. It has been alleged that a ‘gap’ between rows could allow for a foot to fall through. Such a gap was reported from an event held on Saturday 7 March 2020.

The General Manager advised he would take the matter on notice.

106 CORONAVIRUS (COVID-19)

Councillor Hay OAM asked if Councillors can be advised of what precautionary and active measures have been put in place in our Community Services and Health areas specifically

(10)

screening of employees, issue of personal protective equipment and hand sanitisers and what measures are in place for staff interfacing with the public?

Councillor Hay OAM also asked in relation to Community Services like Meals-on-Wheels, which is a pay for service by Council, could a short-term additional service be provided at times of meal delivery for the ability to “order” a few rolls of toilet paper (1-4) on a cost recovery basis, for our vulnerable residents.

The General Manager advised he would take the matter on notice but assured Councillors that Council is very active in terms of service to the Community but also our organisation around the health alert. Council takes advice daily from the Australian Department of Health, Health NSW and other agencies. Council also has its own contingency plans in place if an outbreak occurs.

107 LEASH FREE DOG PARK – WEST PENNANT HILLS

Councillor Tracey requested an update on the proposed leash free Dog Park in West Pennant Hills.

108 PARKING FOR COMMUTERS AT SHOWGROUND METRO

Councillor Tracey advised that residents are finding it difficult to find parking at Showground Metro Commuter car park. They have queried the 4 hour parking restrictions and restrictions on surrounding streets which is affecting residents such as seniors who may not necessarily be eligible for Disability parking and having to park some distance away. When will the restricted on street parking be reviewed?

The Group Manager – Shire Strategy, Transformation & Solutions advised that Council passed a motion considering Commuter Parking which is due to be reported back to Council with a review after twelve months. There is periodic assessments and provision of parking data and usage of the carparks around the metro precinct provided to Council. There is one set of parking data to be provided following the 12 month completion of the service which will be reviewed. There is no proposal before Council to remove those restrictions but it would be considered in due course.

109 RISK - CORONAVIRUS (COVID-19)

Councillor Haselden asked in the (highly unlikely) event of National or State wide mandatory quarantine, has Council considered any contingency plans?

The General Manager advised that Council has contingency plans in place within practical limits. If there was mandatory quarantine, Council would suffer significant impacts as would every other business and every household. The General Manager advised that he would provide more advice on this.

110 PRACTICES AND PROCEDURES – MEALS ON WHEELS

Councillor Preston asked whether Council has made changes to the practices and procedures in the way Council delivers meals on wheels. Councillor Preston, after discussion with her fellow Ministers, has suggested that Council volunteers, who deliver the

(11)

This is Page 11 of the Minutes of the Ordinary Meeting of The Hills Shire Council held meals, actually leave the meals at a safe place near the door step so there is no actual contact in case they have a virus.

The Group Manager - Customer Services advised that this is the process that Council has adopted. Council has been having conversations with the Clients and where concerns have been raised, food has been left at the door at a certain time. All the volunteers have also been provided with wipes and sanitation sprays.

111 50/50 WORK SHIFTS

Councillor Preston advised that some organisations are doing a 50/50 shift so that one fortnight their teams are working from home and then rotate that the following fortnight. Is that something Council has considered as well?

The General Manager advised that this is currently being tested across Council.

112 WISEMANS FERRY ROAD

Councillor Preston advised that she had visited the Wisemans Ferry Park at the weekend and enjoyed the day embracing fishing with the Professional Fishing Association who do good work in the waterways showing the respect that they have for the profession and looking after their industry and also letting others know about the great catches we have out there. The Association is looking at having discussions with Council going forward on how Council could support them and she would love to see Councillors’ presence there at the next event.

113 SIGNS – 105 WISEMANS FERRY ROAD, CATTAI – MAHAMEVNAWA BHAVANA MONASTERY & MEDITATION CENTRE

Councillor Preston advised that there is old signage when you come down to the bridge on Wisemans Ferry Road which says “Baulkham Hills Shire Council”. As Council changed its name in 2008 could this sign be updated?

114 COMMUNITY GARDENS

Councillor Preston asked, further to the Community Gardens, is Council factoring in a grant for scarecrows in the gardens?

The Minutes of the above Meeting were confirmed at the Meeting of the Council held on 24 March 2020.

MAYOR GENERAL MANAGER