MINUTES of the duly convened Ordinary Meeting of The Hills Shire Council held in the Council Chambers on 8 September 2020
ITEM SUBJECT PAGE
ITEM-1 CONFIRMATION OF MINUTES 3
MAYORAL MINUTE NO. 10/2020 – START THE CONVERSATION THAT COULD SAVE A LIFE
3
ITEM-2 ELECTION OF DEPUTY MAYOR 4
ITEM-3 PLANNING PROPOSAL - BULL AND BUSH HOTEL - VOLUNTARY PLANNING AGREEMENT (19/2016/PLP)
3
ITEM-4 WAVES FITNESS & AQUATIC CENTRE MANAGEMENT MODEL OPTIONS
7
ITEM-5 ADMINISTRATION OF THE PERFORMANCE REVIEW OF THE GENERAL MANAGER
8
ITEM-6 MINUTES OF AUDIT COMMITTEE MEETING - 18 AUGUST 2020
6
ITEM-7 LICENCE AGREEMENT WITH THE CHILDRENS PRESCHOOL PTY LTD
6
ITEM-8 PROPERTY DEALINGS RELATING TO DEVELOPMENT MATTERS
6
ITEM-9 THE WATER LANE RESERVE - POST EXHIBITION REPORT
8
ITEM-10 TENDER T20/51 - PROVISION OF CLEANING SERVICES TO VARIOUS COUNCIL BUILDINGS
6
ITEM-11 PROPOSED LAND ACQUISITION - LOT 4, PART OF 8- 10 BARRY ROAD, NORTH KELLYVILLE
7
QUESTIONS WITHOUT NOTICE 8
MINUTES of the duly convened Ordinary Meeting of The Hills Shire Council held in the Council Chambers on 8 September 2020
493 PRESENT
Mayor Dr M R Byrne (In the Chair) Clr R Jethi (Deputy Mayor)
Clr R A Preston MP Clr Dr P J Gangemi 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
494 APOLOGIES Nil.
495 TIME OF COMMENCEMENT 7.14pm
496 TIME OF COMPLETION 9.58pm
497 DECLARATIONS OF INTEREST Item 5 - Councillor Thomas
498 ARRIVALS AND DEPARTURES
7.17pm Councillor Preston MP arrived at the meeting during Mayoral Minute 10/2020.
9.15pm Councillor Tracey left the meeting and returned at 9.17pm during Call of the Agenda.
9.33pm Councillor Thomas having previously declared a non-pecuniary, less than significant conflict of interest left the meeting for Item 5 and returned at 9.35pm at the start of Item 9.
499 DISSENT FROM COUNCIL'S DECISIONS Nil.
500 ADJOURNMENT & RESUMPTION Nil.
MINUTES of the duly convened Ordinary Meeting of The Hills Shire Council held in the Council Chambers on 8 September 2020
ITEM-1 CONFIRMATION OF MINUTES
A MOTION WAS MOVED BY COUNCILLOR DE MASI AND SECONDED BY COUNCILLOR JETHI THAT the Minutes of the Ordinary Meeting of Council held on 25 August 2020 be confirmed.
THE MOTION WAS PUT AND CARRIED.
501 RESOLUTION
The Minutes of the Ordinary Meeting of Council held on 25 August 2020 be confirmed.
7.17pm Councillor Preston MP arrived at the meeting during Mayoral Minute 10/2020.
MAYORAL MINUTE NO. 10/2020 - START THE CONVERSATION THAT COULD SAVE A LIFE
A MOTION WAS MOVED BY THE MAYOR AND SECONDED BY COUNCILLOR DE MASI THAT this Mayoral Minute be received.
THE MOTION WAS PUT AND CARRIED.
502 RESOLUTION
This Mayoral Minute be received.
COMMUNITY FORUM
There were no addresses to Council during Community Forum.
ITEM-3 PLANNING PROPOSAL - BULL AND BUSH HOTEL - VOLUNTARY PLANNING AGREEMENT (19/2016/PLP) A MOTION WAS MOVED BY COUNCILLOR THOMAS AND SECONDED BY COUNCILLOR UNO THAT the Recommendation contained in the report be adopted.
THE MOTION WAS PUT AND CARRIED UNANIMOUSLY.
503 RESOLUTION
1. The draft Voluntary Planning Agreement (Attachment 2) be subject to legal review.
2. As part of the legal review of the draft Voluntary Planning Agreement, and prior to commencement of public exhibition, the following amendments be incorporated:
a) Inclusion of provisions which require the construction, fit-out and dedication of the community floor space to occur prior to the issue of an occupation certificate for a residential dwelling within the building containing the community facility;
MINUTES of the duly convened Ordinary Meeting of The Hills Shire Council held in the Council Chambers on 8 September 2020
b) Changes to the proposed design and layout of the facility and the specific area of each component, having regard to the future operation and maintenance of the facility; and
c) Inclusion of detailed specifications for the future fit-out of the facility to be completed by the developer.
3. Following legal review, the draft Voluntary Planning Agreement, incorporating any amendments arising from the legal review process, be publicly exhibited for a period of at least 28 days, in accordance with the requirements of the Environmental Planning and Assessment Act 1979.
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 MP Clr Dr P J Gangemi 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
VOTING AGAINST THE MOTION None
ITEM-2 ELECTION OF DEPUTY MAYOR
A MOTION WAS MOVED BY COUNCILLOR THOMAS AND SECONDED BY COUNCILLOR JETHI THAT
1. In accordance with Section 231(2), Council determine that a Deputy Mayor be elected for the period up until the end of this Council term in 2021.
2. Council determine the method of election to apply for the election of the Deputy Mayor be by open voting.
3. Council elect one of its members as Deputy Mayor for the period up until the end of this Council term in 2021.
THE MOTION WAS PUT AND CARRIED.
504 RESOLUTION
1. In accordance with Section 231(2), Council determine that a Deputy Mayor be
MINUTES of the duly convened Ordinary Meeting of The Hills Shire Council held in the Council Chambers on 8 September 2020
2. Council determine the method of election to apply for the election of the Deputy Mayor be by open voting.
3. Council elect one of its members as Deputy Mayor for the period up until the end of this Council term in 2021.
Proceedings in Brief
The General Manager, as Returning Officer, advised that only one valid nomination for the Office of the Deputy Mayor for the 2020/21 Mayoral term had been received for Councillor Uno.
There being no further nominations, the General Manager declared Councillor Uno as duly elected to the position of Deputy Mayor for the 2020/21 term, unopposed.
505 RESULT OF ELECTION
Councillor Uno was elected to the position of Deputy Mayor of The Hills Shire Council for the period up until the end of this Council term in 2021.
SUSPENSION OF STANDING ORDERS
A MOTION WAS MOVED BY COUNCILLOR HAY OAM AND SECONDED BY COUNCILLOR JETHI THAT standing orders be suspended to congratulate Councillor Uno and enable photos to be taken.
Councillor De Masi requested the Mayor’s permission to enable the new Deputy Mayor’s maiden speech to be facetimed to his parents (due to Covid-19 restrictions), to which the Mayor granted permission.
THE MOTION WAS PUT AND CARRIED.
506 RESOLUTION
Standing orders be suspended to congratulate Councillor Uno and enable photos to be taken.
At 8.19pm standing orders were suspended.
RESUMPTION OF STANDING ORDERS
A MOTION WAS MOVED BY COUNCILLOR DE MASI AND SECONDED BY COUNCILLOR RUSSO THAT standing orders be resumed.
THE MOTION WAS PUT AND CARRIED.
507 RESOLUTION
Standing orders be resumed.
At 9.14pm standing orders were resumed.
MINUTES of the duly convened Ordinary Meeting of The Hills Shire Council held in the Council Chambers on 8 September 2020
9.15pm Councillor Tracey left the meeting and returned at 9.17pm during Call of the Agenda.
CALL OF THE AGENDA
A MOTION WAS MOVED BY COUNCILLOR JETHI AND SECONDED BY COUNCILLOR DE MASI THAT items 6, 7, 8, 10 and 11 be moved by exception and the recommendations contained therein be adopted.
THE MOTION WAS PUT AND CARRIED.
508 RESOLUTION
Items 6, 7, 8, 10 and 11 be moved by exception and the recommendations contained therein be adopted.
ITEM-6 MINUTES OF AUDIT COMMITTEE MEETING - 18 AUGUST 2020
DOC INFO
509 RESOLUTION
Council adopt the recommendations of the Audit Committee Meeting dated 18 August 2020.
ITEM-7 LICENCE AGREEMENT WITH THE CHILDRENS
PRESCHOOL PTY LTD 510 RESOLUTION
Council authorise the General Manager to grant a Licence for the Five (5) year Option period with The Children’s Preschool Pty. Ltd, 74-76 Glenhaven Road, Glenhaven as detailed in this report.
ITEM-8 PROPERTY DEALINGS RELATING TO DEVELOPMENT MATTERS
511 RESOLUTION
Council consent to the release of a restriction on the use of land from the title of Lot 5 DP 270885, 45 Springbrook Boulevard, North Kellyville and the associated dealing be authorised for execution under Council seal.
ITEM-10 TENDER T20/51 - PROVISION OF CLEANING SERVICES TO VARIOUS COUNCIL BUILDINGS
512 RESOLUTION
Group A - Council award Tender T20-51 Provision of Cleaning Services to Various Council Properties in The Hills Shire Council Area to Storm International Pty Ltd for a three (3) year period, with an optional extension for a further two (2) one (1) year terms, for an overall cost including provisional items and contingency of $286,440.00 (excluding GST) per annum for three (3) years. The General Manager be authorised to
MINUTES of the duly convened Ordinary Meeting of The Hills Shire Council held in the Council Chambers on 8 September 2020
2. Group B - Council award Tender T20-51 Provision of Cleaning Services to Various Council Properties in The Hills Shire Council Area to The Trustee for The Pickwick Cleaning Services Unit Trust for a three (3) year period, with an optional extension for a further two (2) one (1) year terms, for an overall cost including provisional items and contingency of $649,015.74 (excluding GST) per annum for three (3) years. The General Manager be authorised to execute the Contract.
3. The optional extension to the contract for a further two (2) one (1) year terms to be at the General Manager’s discretion.
ITEM-11 PROPOSED LAND ACQUISITION - LOT 4, PART OF 8-10 BARRY ROAD, NORTH KELLYVILLE
513 RESOLUTION
1. Council agree to the purchase of Lot 4, DP 1187577, 8-10 Barry Road, North Kellyville for the amount of $50,000 excluding GST, and disturbance costs as outlined in this report with a Contract of Sale and any required Deeds, plans, instruments, transfers and any other associated documents required be authorised for execution under Seal.
2. Upon acquisition, Council classify Lot 4, DP 1187577, 8-10 Barry Road, North Kellyville as “Operational” land pursuant to Section 25 of the Local Government Act 1993.
3. Upon acquisition, Lot 4 DP 1187577 be dedicated as Public Road pursuant to Section 10 of the Roads Act 1993 and the required documents be authorised for execution under Seal for lodgement at NSW Land Registry Services.
ITEM-4 WAVES FITNESS & AQUATIC CENTRE MANAGEMENT MODEL OPTIONS
A MOTION WAS MOVED BY COUNCILLOR THOMAS AND SECONDED BY COUNCILLOR COLLINS OAM THAT the Recommendation contained in the report be adopted.
THE MOTION WAS PUT AND CARRIED.
514 RESOLUTION
1. Council determine to manage this facility in-house with the option of using contracts for various aspects of the operation such as, but not limited to, the café, allied health services and other suppliers.
2. Council approve a new staff position to manage the Aquatic facility with funds provided in a future budget review.
9.33pm Councillor Thomas having previously declared a non-pecuniary, less than significant conflict of interest left the meeting for Item 5 and returned at 9.35pm at the start of Item 9.
MINUTES of the duly convened Ordinary Meeting of The Hills Shire Council held in the Council Chambers on 8 September 2020
ITEM-5 ADMINISTRATION OF THE PERFORMANCE REVIEW OF THE GENERAL MANAGER
A MOTION WAS MOVED BY COUNCILLOR HASELDEN AND SECONDED BY COUNCILLOR JETHI THAT Council’s Performance Review Panel membership as outlined in the Policy for the General Manager’s Performance Review be the Mayor, the Deputy Mayor, Councillor De Masi, Councillor Collins OAM, Councillor Hay OAM and one Councillor to be selected by the General Manager at his discretion.
THE MOTION WAS PUT AND CARRIED.
515 RESOLUTION
Council’s Performance Review Panel membership as outlined in the Policy for the General Manager’s Performance Review be the Mayor, the Deputy Mayor, Councillor De Masi, Councillor Collins OAM, Councillor Hay OAM and one Councillor to be selected by the General Manager at his discretion.
ITEM-9 THE WATER LANE RESERVE - POST EXHIBITION REPORT
A MOTION WAS MOVED BY COUNCILLOR COLLINS OAM AND SECONDED BY COUNCILLOR DR GANGEMI THAT the Recommendation contained in the report be adopted.
THE MOTION WAS PUT AND CARRIED.
516 RESOLUTION
Council adopt the Master Plan as provided in Attachment 1 to this report
QUESTIONS WITHOUT NOTICE
517 INTERSECTION SHOWGROUND ROAD AND PENNANT STREET, CASTLE HILL
Councillor De Masi mentioned that at the intersection of Showground Road and Pennant Street, Castle Hill there was a lot of traffic works going on for the left turn which has come to a standstill and asked when the works was expected to be completed?
The General Manager advised that it was a project of TfNSW and QIC and one that Council is not directly involved with. The General Manager advised that he would take the matter on notice and respond.
518 CRESTWOOD RESERVE, CASTLE HILL
Councillor Jackson advised that there were items in Crestwood Reserve that could have caused harm to our residents. Councillor Jackson escalated the issue to the General Manager which was resolved by the Infrastructure & Works team within a short matter of time having a resolution which provided safety to our community. Councillor Jackson asked that monitoring takes place so that this issue does not arise again.
MINUTES of the duly convened Ordinary Meeting of The Hills Shire Council held in the Council Chambers on 8 September 2020
519 WORKING FROM HOME DURING COVID
Councillor Jethi enquired about the general sentiment of Council staff in regards to working from home during COVID.
The General Manager advised that Council staff have approached this year with a reasonable degree of resilience and pro-activeness. Council do have a number of staff still off site and also working from home. The General Manager stated that he could not be more proud of the staff during the COVID crisis.
520 THANK YOU – JULIE WATSON
Councillors Thomas and Dr Gangemi congratulated Julie Watson on her stellar career of 27 years in Local Government. Julie runs our Conferences, Strategic Workshops, and Annual Report and has been a fantastic supporter and organiser for the Councillors. Councillor Thomas asked whether a card and gift could be arranged from Councillors. Congratulations and thank you Julie. You will be missed!
The General Manager agreed that Julie will be sorely missed by Councillors and staff also.
Julie is happy and is looking forward to the next phase of her life with her husband, children and her grandchildren. Council wishes her the best for her future and retirement.
521 HANNAFORD AVENUE RESERVE, BOX HILL
Councillor Dr Gangemi stated that this year’s Capital Works program contains $420,000 for Equinox Drive Reserve and $474,000 for Hannaford Avenue Reserve. The park design for Equinox Reserve is on exhibition until Friday and Council’s website mentions construction will commence later in 2020/2021 financial year. Councillor Dr Gangemi asked for an update on when the park design for Hannaford Avenue Reserve will be exhibited and when construction will begin.
The General Manager advised that he would take the matter on notice and have the matter addressed.
The Minutes of the above Meeting were confirmed at the Meeting of the Council held on 22 September 2020.
MAYOR GENERAL MANAGER
