Notice of Meeting

 

 

 

 

 

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Communications Committee Meeting

 

 

A Communications Committee Meeting of Byron Shire Council will be held as follows:

 

Venue

Executive Team Meeting Room, Administration Building, Mullumbimby

Date

Thursday, 25 June 2015

Time

2.00pm

 

 

 

 

 

 

Ken Gainger

General Manager                                                                                                                   I2015/595

                                                                                                                                    Distributed 18/06/15

 

 


CONFLICT OF INTERESTS

What is a “Conflict of Interests” - A conflict of interests can be of two types:

Pecuniary - an interest that a person has in a matter because of a reasonable likelihood or expectation of appreciable financial gain or loss to the person or another person with whom the person is associated.

Non-pecuniary – a private or personal interest that a Council official has that does not amount to a pecuniary interest as defined in the Local Government Act (eg. A friendship, membership of an association, society or trade union or involvement or interest in an activity and may include an interest of a financial nature).

Remoteness – a person does not have a pecuniary interest in a matter if the interest is so remote or insignificant that it could not reasonably be regarded as likely to influence any decision the person might make in relation to a matter or if the interest is of a kind specified in Section 448 of the Local Government Act.

Who has a Pecuniary Interest? - a person has a pecuniary interest in a matter if the pecuniary interest is the interest of the person, or another person with whom the person is associated (see below).

Relatives, Partners - a person is taken to have a pecuniary interest in a matter if:

§  The person’s spouse or de facto partner or a relative of the person has a pecuniary interest in the matter, or

§  The person, or a nominee, partners or employer of the person, is a member of a company or other body that has a pecuniary interest in the matter.

N.B. “Relative”, in relation to a person means any of the following:

(a)   the parent, grandparent, brother, sister, uncle, aunt, nephew, niece, lineal descends or adopted child of the person or of the person’s spouse;

(b)   the spouse or de facto partners of the person or of a person referred to in paragraph (a)

No Interest in the Matter - however, a person is not taken to have a pecuniary interest in a matter:

§  If the person is unaware of the relevant pecuniary interest of the spouse, de facto partner, relative or company or other body, or

§  Just because the person is a member of, or is employed by, the Council.

§  Just because the person is a member of, or a delegate of the Council to, a company or other body that has a pecuniary interest in the matter provided that the person has no beneficial interest in any shares of the company or body.

Disclosure and participation in meetings

§  A Councillor or a member of a Council Committee who has a pecuniary interest in any matter with which the Council is concerned and who is present at a meeting of the Council or Committee at which the matter is being considered must disclose the nature of the interest to the meeting as soon as practicable.

§  The Councillor or member must not be present at, or in sight of, the meeting of the Council or Committee:

(a)   at any time during which the matter is being considered or discussed by the Council or Committee, or

(b)   at any time during which the Council or Committee is voting on any question in relation to  the matter.

No Knowledge - a person does not breach this Clause if the person did not know and could not reasonably be expected to have known that the matter under consideration at the meeting was a matter in which he or she had a pecuniary interest.

Participation in Meetings Despite Pecuniary Interest (S 452 Act)

A Councillor is not prevented from taking part in the consideration or discussion of, or from voting on, any of the matters/questions detailed in Section 452 of the Local Government Act.

Non-pecuniary Interests - Must be disclosed in meetings.

There are a broad range of options available for managing conflicts & the option chosen will depend on an assessment of the circumstances of the matter, the nature of the interest and the significance of the issue being dealt with.  Non-pecuniary conflicts of interests must be dealt with in at least one of the following ways:

§  It may be appropriate that no action be taken where the potential for conflict is minimal.  However, Councillors should consider providing an explanation of why they consider a conflict does not exist.

§  Limit involvement if practical (eg. Participate in discussion but not in decision making or vice-versa).  Care needs to be taken when exercising this option.

§  Remove the source of the conflict (eg. Relinquishing or divesting the personal interest that creates the conflict)

§  Have no involvement by absenting yourself from and not taking part in any debate or voting on the issue as if the provisions in S451 of the Local Government Act apply (particularly if you have a significant non-pecuniary interest)

RECORDING OF VOTING ON PLANNING MATTERS

Clause 375A of the Local Government Act 1993 – Recording of voting on planning matters

(1)   In this section, planning decision means a decision made in the exercise of a function of a council under the Environmental Planning and Assessment Act 1979:

(a)   including a decision relating to a development application, an environmental planning instrument, a development control plan or a development contribution plan under that Act, but

(b)   not including the making of an order under Division 2A of Part 6 of that Act.

(2)   The general manager is required to keep a register containing, for each planning decision made at a meeting of the council or a council committee, the names of the councillors who supported the decision and the names of any councillors who opposed (or are taken to have opposed) the decision.

(3)   For the purpose of maintaining the register, a division is required to be called whenever a motion for a planning decision is put at a meeting of the council or a council committee.

(4)   Each decision recorded in the register is to be described in the register or identified in a manner that enables the description to be obtained from another publicly available document, and is to include the information required by the regulations.

(5)   This section extends to a meeting that is closed to the public.

 


BYRON SHIRE COUNCIL

Communications Committee Meeting

 

 

BUSINESS OF MEETING

 

1.    Apologies

2.    Declarations of Interest – Pecuniary and Non-Pecuniary

3.    Adoption of Minutes from Previous Meetings

4.    Business Arising From Previous Minutes

5.    Staff Reports

Organisation Development

5.1       Community Engagement.................................................................................................. 4   

 

 


BYRON SHIRE COUNCIL

Staff Reports - Organisation Development                                                               5.1

 

 

Staff Reports - Organisation Development

 

Report No. 5.1             Community Engagement

Directorate:                 Organisation Development

Report Author:           Donna Johnston, Media Communications Officer

File No:                        I2015/499

Theme:                         Corporate Management

                                      Organisation Development

 

 

Summary:

 

A Draft Community Engagement Policy was developed in 2014 and reported to Council.  As a result, Council requested that a focus group be convened for input into the new policy.  Three focus groups have been held and the input is summarised below.  Plus, a Community Roundtable has since been convened and a draft protocol developed to help guide that group.

 

 

  

 

RECOMMENDATION:

That Communications Committee recommends to Council that Council:

 

1.       adopt the Community Engagement Policy and repeal Policy 3.38 Community           Consultation and Participation in Council’s Decision Making.

 

2.       endorse the Community Roundtable Protocol.

 

 

Attachments:

 

1        Community Engagement Policy, E2015/13070 , page 11  

2        Community Roundtable Protocol, E2015/30560 , page 29  

 

 


 

Report

 

Effective community engagement has the ability to strengthen relationships, support decision making and build capacity within a community and organisation.  In today’s context, it can include many things such consultation, extension, communication, education, public participation, participative democracy or partnerships. It can adopt a range of processes from one-way information delivery, right through to empowered decision making.

 

Effective community engagement can result in the following:

 

·    Improve the quality of outcomes and policy being developed, making it more practical and relevant.

·    Ensure that services are more targeted and delivered in a more effective and efficient way for that community.

·    Build a sense of joint purpose and increase the possibility of finding sustainable solutions.

·    Encourage a proactive rather than reactive environment.

·    Enhance the reputation of Council as open, accountable and willing to listen.

·    Build education on Council services and can aid in customer service through greater awareness of what Council can assist with and what may be beyond Council’s control.

 

The importance of community engagement was also highlighted within the recent Micromex Byron Shire Community Satisfaction Survey. Whilst identified as a core strength of Council and being located within the ‘Maintain’ quadrant in Figure 1 below, the survey results identified that the opportunities to participate in Council decision making was a core driver of community satisfaction as illustrated in Figure 2.

 

Figure 1

 


Figure 2.

CSS Derived importance 2014 2The regression data identifies that financial management is a key driver of satisfaction. Parks, the management of development, drainage/flood management, sporting facilities and opportunities to participate in Council decision making are also crucial drivers of community satisfaction.

Micromex Byron Shire Council Community Satisfaction Survey 2013

 

 

To help guide Council, a draft Community Engagement Policy was developed in 2014. Council resolved (14-219):

 

Committee Recommendation CAC 4.1.1

a) A focus group is to be convened to assist with the development of a draft Community Engagement Policy

b) The outcomes from the focus group are to be reported to the Communications Advisory Committee.

 

In an effort to capture ‘inclusive’ feedback on the Draft Community Engagement Policy, three groups where convened and consisted of young people (Byron Shire Youth Council), older demographic (U3A) and a group of residents who generally had ‘little or no’ contact with Council.

 

All three groups reported that they valued face-to-face consultation and that Council should ‘go to the people’. Other avenues listed as key ways to reach the community included traditional information sources of local newspapers and radio.  Council’s website and social media were also noted as an information source and our young people reported that they loved getting a ‘snail mail’ letter.

 

Customer service was identified as a high area for improvement from two out of the three groups with the younger group not raising this as an issue. Two of the groups stated that Council was perceived to be ‘faceless’ and it was hard to reach the appropriate person who could solve the issue, and as a result this lead to a feeling of frustration and/or a reluctance to make contact or be involved.

 

All three groups had ‘listening’ as a key requirement for effective community engagement. Interestingly, the young people also recognised that ‘listening’ was a way for them to hear differing perspectives on an issue; in effect, they saw listening as a two way process and was a key way to learn and be informed.

 

A summary of key points from the focus groups can be found below.

 

Focus Group 1

General

Focus Group 2

Older Demographic

Focus Group 3

Young people

Top 3 principles

 

Accountable

Engaging

Coordinated

 

Top 3 principals

 

Transparent

Committed

Inclusive

Top 3 principals

 

Empower

Meaningful

Collaborate

Preferred way to reach

 

Newspaper

Website

Face to face

Preferred way to reach

 

Face to face – come to us

Preferred way to reach

 

Go to where the young people are eg via schools

Social media

We love letters in the mail

 

Feedback

He/she who speaks the loudest gets the most attention and therefore may not be truly representative nor warrant the most time/attention

 

Feedback

Volunteers are getting fatigued – it’s often the same community people putting their hand up all the time

Feedback

Engagement activities that allow opportunities to participate and to hear differing perspectives

Tap into the skills-base of the shire

Improve customer service – it’s hard to go back when you’ve had a negative experience

 

Keep things interesting

Council can be faceless – unsure of who to call. Like going into a maze.

 

More action needed – less talk. Don’t always need to ask – just do it.

 

Use small groups – not large – this will allow for everyone to be heard and improve participation.

 

Need an organisational structure that sets out contacts and position responsibility.

Listen to the community – sometimes we feel like we are wasting our time talking to Council.

 

Give the youth a cause -  a reason to be involved

Very Byron centric

Decision making should reflect what the community want.

 

Ensure diversity – gender and ages

Appreciate face to face contact.

Return to a ward system for fairer representation

 

Recognise that there are two sides to every issue – positives and negatives

 

Stronger customer focus – must be consistent throughout the entire organisation

 

Be SMART…

Specific

Measurable

Achievable

Realistic

Timely

 

Involve us from the beginning

 

Strong support for local newspapers and radio

 

Allocate infrastructure equitably

Act on what we say so we know that we are being listened to

Put in place local community liaison officers

 

 

We don’t necessarily want to be involved in ‘everything’

Perception that Council is Byron centric

 

 

 

Take a walk/drive with community people in their towns/village

 

 

 

 

To assist with improved community engagement and ensure that feedback is reflected within Council work practices, the attached Draft Community Engagement Policy had been developed and reviewed with the aim to address the feedback from the three focus groups.

 

It should also be recognised that Council already has a number of key ways in which the community can become involved on a sustained basis through its range of Special Advisory Committees, Project Reference Groups and Stakeholder Groups, current lists of which include:

 

Advisory Committees

·    Access Advisory Committee

·    Arakwal Memorandum of Understanding (MoU) Advisory Committee

·    Belongil Creek Flood Risk Management Committee

·    Biodiversity and Sustainability Advisory Committee

·    Communications Committee

·    Community Infrastructure Advisory Committee

·    Community Summer Safety and Cultural Activities Committee

·    Finance Advisory Committee

·    Internal Audit Committee

·    North Byron Coastal Creeks Flood Risk Management Committee

·    Tourism Advisory Committee 2012-2016

·    Transport Advisory Committee

·    Water, Waste and Sewer Advisory Committee

Project Reference Groups

·    Australia Day 2015 Project Reference Group

·    Koala Plan of Management Project Reference Group

·    Markets Policy Review Project Reference Group

·    Safe Summer in the Bay PRG

·    Vibrant Byron Bay Strategy

·    Wilsons Creek Project Reference Group


Section 355 Committees

 

Under the Local Government Act 1993 Section 355 Council is able to delegate some of its functions to a committee of Council.  Council uses this delegation and appoints community people to manage its facilities or functions through a committee of management.

 

·    Bangalow A&I Hall Board of Management

·    Bangalow Parks (Showground)

·    Brunswick Heads Memorial Hall

·    Brunswick Valley Community Centre

·    Byron Library Exhibition Space Section (managing the "Lone Goat Gallery")

·    Cook Pioneer Centre Mullumbimby

·    Durrumbul Community Centre

·    Heritage House Bangalow and Tennis Court

·    Mullumbimby Civic Memorial Hall Board of Management

·    Ocean Shores Community Centre S

·    South Golden Beach Section

 

Stakeholder Groups

·    Business Roundtable

·    Sports Stakeholder

·    Community Roundtable

The most recently created of these groups was the Community Roundtable with its first meeting held on 14 May.  It is envisaged that the Community Roundtable will function as per the other two Stakeholders groups and at its first meeting saw 14 community groups represented.  At this meeting, a Draft Community Roundtable Protocol was developed to help guide the group on its purpose and structure and a copy has been included for Council’s review and endorsement.

 

As can be seen by a review of the focus groups comments, groups such as Stakeholder Groups can been considered as key ways in which Council can:

 

·    Meet face-to-face

·    Tap into the skills base

·    Community liaison

·    Listen to community views

 

Financial Implications

To support capacity skills development of staff, key staff will undertake IAP2 training over the coming year.

 

Consultation and engagement has financial and resource impacts that need to be considered and funded when programs are designed for individual projects/issues.

 

Statutory and Policy Compliance Implications

Many Acts impose particular consultation requirements. Legislation requirements may include:

·    Minimum periods of time for public exhibition

·    Methodologies for communication (eg newspaper advertisements as mandatory requirements)

·    Specification about who should be consulted

·    Methodologies for how consultation has to be undertaken.

 

When finalised, the Community Engagement Policy will replace Policy 3.38 Community Consultation and Participation in Council’s Decision Making.


BYRON SHIRE COUNCIL

Staff Reports - Organisation Development                                                 5.1 - Attachment 1

 

 

 

 

 

 

 

 

 

 

 

 

 

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BYRON SHIRE COUNCIL

 

 

 

POLICY

 

 

COMMUNITY ENGAGEMENT

 

 

 

 

 

 

 

 

 

INFORMATION ABOUT THIS DOCUMENT

 

Date Adopted by Council

 

Resolution No.

 

Policy Responsibility

 

Review Timeframe

June – 2017 (or as legislative changes require)

Last Review Date:

 

Next Scheduled Review Date

 

 

Document History

Doc No.

Date Amended

Details Comments eg Resolution No.

#630640

24 November 1998

Policy 3.38 Community Consultation and Participation in Council’s Decision Making

#E2015/13070

 

 

 

Further Document Information and Relationships

Related Legislation*

Local Government Act 1993

Environmental Planning and Assessment Act 1979

Privacy and Personal Information Protection Act 1998

Government Information (Public Access) Act 2009

Related Policies

Communication Policy 2013 (E2013/72429)
Social Impact Assessment Policy 2009 (DM906183)

Related Procedures/ Protocols, Statements, documents

Byron Shire Council’s Community Strategic Plan 2022

 

Note: Any reference to Legislation will be updated in the Policy as required. See website http://www.legislation.nsw.gov.au/ for current Acts, Regulations and Environmental Planning Instruments.

 

 

 

Byron Shire Council would like to thank and acknowledge Pittwater Council for the sharing their Community Engagement Policy which was utilised for the development of this policy.


BYRON SHIRE COUNCIL

Staff Reports - Organisation Development                                                 5.1 - Attachment 1

 

TABLE OF CONTENTS

 

1.    PURPOSE.................................................................................................................................... 3

2.    OBJECTIVES............................................................................................................................... 3

3.    POLICY STATEMENT................................................................................................................. 4

4.    DEFINITIONS............................................................................................................................... 4

4.1.      Community engagement.................................................................................................. 4

4.2.      Consultation....................................................................................................................... 4

4.3.      Community........................................................................................................................ 4

4.4.      Level of impact.................................................................................................................. 4

4.5.      Participation....................................................................................................................... 4

5.    PRINCIPLES UNDERPINNING COUNCIL’S APPROACH TO COMMUNITY ENGAGEMENT         5

5.2.     Coordinated....................................................................................................................... 5

5.3.     Timely................................................................................................................................ 5

5.4.     Inclusive............................................................................................................................ 5

5.5.     Clear.................................................................................................................................. 5

5.6.     Transparent....................................................................................................................... 5

5.7.     Engaging........................................................................................................................... 5

5.8.     Meaningful......................................................................................................................... 5

5.9.     Accountable...................................................................................................................... 6

5.10.   Evaluation.......................................................................................................................... 6

6.    BENEFITS OF ENGAGEMENT.................................................................................................. 6

7.    WHEN TO ENGAGE?................................................................................................................. 6

8.    LEGISLATIVE REQUIREMENTS............................................................................................... 6

9.    WHAT DETERMINES THE LEVEL OF PUBLIC PARTICIPATION?........................................ 7

10.   PUBLIC PARTICIPATION SPECTRUM.................................................................................... 7

11.   REPORTING REQUIREMENTS................................................................................................ 9

12.   ACCESSING COUNCIL INFORMATION.................................................................................. 9

13.   PRIVACY IN COMMUNITY CONSULTATION.......................................................................... 9

 

 

Attachment 1 ………………………………………………………………………………………………... 10



 

Policy No. ??

 

POLICY TITLE

COMMUNITY ENAGEMENT

 

 

1.      PURPOSE

 

The purpose of the Community Engagement Policy is to articulate Byron Shire Council’s whole-of-organisational commitment to healthy, rigorous and well evaluated community engagement processes. This policy will promote good governance and guide effective community engagement practices to support decision making in the public interest. It will provide community members with a clear understanding of Council’s role and the avenues for meaningful public participation.

 

This policy supports Byron Shire Council’s Community Strategic Plan 2022 community outcome CM2:  “Informed and engaged community” along with the following community strategies:

CM2.1      Use a range of effective communication tools to engage the community to support transparent and accountable Council decision making.

 

CM2.2      Provide education, engagement and feedback initiative for meaningful community participation

 

The policy is supported by a Consultation and Engagement Plan template (detailed at Attachment 1) that provides guidance on when it is appropriate to engage and at what level. The Community Engagement Plan template details:

 

·    activities relating to the planning of community engagement activities

·    stakeholder identification

·    appropriate tools and engagement techniques

·    evaluation

 

 

2.      OBJECTIVES

 

This Community Engagement Policy aims to:

 

1.   Confirm Council’s commitment to conducting quality consultation and its willingness to actively engage the community in decision making processes.

 

2.   Clarify the role Council will take to engage residents in decision making.

 

3.   Provide clarity for staff undertaking consultation and increase their capacity to effectively engage with residents.

 

4.   Provide opportunities for public participating in Council activities and processes that are transparent, accountable and accessible to the community.

 

5.   Strengthen trust between Council and the community and build confidence in Council’s ability to plan and make decisions that will respond to present and future needs.

 

6.   Create an organisational culture in which community engagement processes are delivered in a context of best practice and good governance.

7.   Develop a framework that ensures a consistent approach is undertaken across all service areas of Council in relation to proposals and projects requiring community consultation.

 

8.   Ensure that Council meets its statutory obligations concerning community engagement.

 

 

3.       POLICY STATEMENT

 

Byron Shire Council is committed to engaging the community and involving them in decision making processes. This policy recognises the value of engaging the community and involving them in a dialogue which shapes and influences community supported outcomes.

 

Community engagement is multifaceted and requires a standard of consultation that appropriately responds to the nature, complexity and impact of the issue/s involved. This policy emphasises that the community should be kept informed throughout consultation processes and receive feedback that demonstrates how their input has influenced decisions. Council also recognises that the range of methodologies utilised may be dependent on the resources that are available.

 

Finally, Council recognises that under various legislation, for example the Local Government Act 1993, it has obligations in relation to participation, consultation and engagement. To facilitate this commitment to the community, Council will aim to continually improve its capacity and performance in community engagement through resource development, review and evaluation of its community engagement practices.

 

 

4.      DEFINITIONS

4.1.    Community engagement

 

          “Any process that involves the community in problem-solving or decision making and uses the community input to make better decisions” - International Association for Public Participation (IAP2).

 

4.2.    Consultation

 

          The act of discussing something with somebody or with a group of people before making a decision about it - Oxford Dictionary.

 

4.3.    Community

 

          A broad term used to define a group of people; whether they are stakeholders, interest groups or residents. A community may be a geographic location (community of place), a community of similar interest (community of practice) or a community of affiliation or identity (such as business or sporting clubs).

 

4.4.    Level of impact

 

          The degree to which a community is affected by a decision.

 

4.5.    Participation

 

          The degree to which a community is involved in decision making.


 

5.      PRINCIPLES UNDERPINNING COUNCIL’S APPROACH TO COMMUNITY ENGAGEMENT

 

The following principles will underpin Council’s approach to all community engagement activities:

 

5.1.    Committed

 

          Community engagement will be conducted in a way that demonstrates a genuine commitment to quality consultation and a desire to hear the community’s views and aspirations.

 

5.2.    Coordinated

 

          Community engagement strategies will be well planned and directed towards achieving a better understanding of the community’s views on issues of importance to them.

 

5.3.    Timely

 

          Community engagement must seek to engage stakeholders at the earliest stage possible and continue to keep them informed and involved throughout the process.

 

5.4.    Inclusive

 

          Community engagement will be designed so that the broadest cross-section of the community is involved, especially those that are hardest to reach. Particular strategies may be required to gain involvement when barriers may limit participation (e.g. young people, Aboriginal and Torres Strait Islander people, people from a culturally and linguistically diverse background or people with a disability).

 

Consultation will be conducted in a way that is consistent with social justice and broad engagement principles such as equity, access, participation and rights.

 

5.5.    Clear

 

          Consultation objectives should be well defined from the outset. The role of the community in the decision making process will be made clear and recognise the decision making responsibilities of elected representatives.

 

5.6.    Transparent

 

          Information provided to the community will be comprehensive and provide objective, professional content about the issue/s involved with any particular project.

 

5.7.    Engaging

 

Differing innovative methodologies will be used to encourage inclusive participation and engagement of the whole community.

 

5.8.    Meaningful

 

          Consultation activities will provide opportunities for meaningful dialogue and input from key stakeholders.

 

5.9.   
Accountable

 

          Strategies will be incorporated into community engagement plans to ensure that feedback is provided to the community about the progress of the project or plan and which also demonstrate how input has influenced the decision-making process.

 

Council’s principles are consistent with the social justice principles of equity, access, participation and rights as prescribed by the Local Government Act 1993.

 

 

6.      BENEFITS OF ENGAGEMENT

There are numerous benefits that result from engaging the community to shape Council decisions.

These include:

 

·    a better understanding of the community needs, wants and concerns

·    a strengthening of the relationship between Council and community

·    transparency in decision making

·    better outcomes which match community aspirations

·    increased trust in public administration

·    a valued and proactive community.

 

 

7.      WHEN TO ENGAGE?

A range of triggers will necessitate engagement of the community in decision making processes.

These may include:

 

·    a need to inform a community about matters that will affect them

·    complex issues and multiple stakeholders

·    issues of significant importance across the Shire

·    a need to build trust and respect

·    a need to involve the community in seeking solutions

·    a desire for the community to be part of a vision for the area

·    a difficult history related to a project

·    legislative requirements.

 

 

8.      LEGISLATIVE REQUIREMENTS

 

There will be occasions when community engagement practices must comply with statutory requirements within legislation. In these cases Council will adhere to the legislative requirement as the minimum standard. For example, community engagement for particular types of projects is required under the following New South Wales legislation:

·    Local Government Act 1993

·    Environmental Planning and Assessment Act 1979

·    Public Health Act 2010

·    Road Act 1993

 

Legislation requirements may include:

·    Minimum periods of time for public exhibition

·    Methodologies for communication (eg newspaper advertisements as mandatory requirement)

·    Specification about who should be consulted

·    Methodologies for how consultation has to be undertaken.

 

While Council must comply with legislative requirements, Council is not prevented from carrying out further community engagement where community expectations, local sensitivities or project complexities merit additional effort.

 

 

9.      WHAT DETERMINES THE LEVEL OF PUBLIC PARTICIPATION?

The community’s involvement in decision making will vary greatly according to the nature of the project or issue. For most matters, the final decision will be made by Council’s elected representatives or by the Executive under delegation. Community members and key stakeholders have a vital role in voicing concerns and shaping ideas and concepts within projects to inform the final decisions.

 

The ‘Public Participation Spectrum’, outlined as follows, clearly sets out the level of public participation according to the role the community will have in shaping decisions.

 

 

10.    PUBLIC PARTICIPATION SPECTRUM

 

Byron Shire Council’s approach to community engagement is informed by the internationally recognised “Public Participation Spectrum” developed by the International Association for Public

Participation (IAP2) which outlines five levels of public participation.  The IAP2 Spectrum acknowledges that all levels of engagement are appropriate and legitimate, and no level is necessarily ‘better’ than another. When planning for community engagement, Council staff will need to determine the most appropriate level of participation depending on the nature and complexity of the project/activity/issue, timeframe and available resources.

 

The Public Participation Spectrum provides a description of the entire public participation model but it is recognised that Council performs a specific role. Many decisions will be informed by community input and may require professional or expertise contribution; however, ultimately the decision will be made by Council. Accordingly, Council will most commonly conduct community engagement at the Inform, Consult and Involve levels of participation.

 

In addition, Council will choose differing engagement techniques that are appropriate to the circumstances and desired outcomes of the specific engagement. Where the project/activity/issue is significant and community engagement necessary, Council will formulate a Community Engagement Plan (see template at Attachment 1), identifying the specific engagement techniques to be employed and assigning responsibilities for the various tasks.

IAP2 spectrum

 

11.     REPORTING REQUIREMENTS

Reports to Council where consultation is a desired outcome must incorporate detail about the intended methods of engagement with the community. This may include a copy of the completed community engagement plan as an attachment.

 

Details about plans for community engagement must be included in any briefing to Council’s Executive Team where community consultation is intended.

 

 

12. ACCESSING COUNCIL INFORMATION

Under the Government Information (Public Access) Act 2009, Council is required to disclose a range of government information unless there is an overriding public interest against disclosure.

Council publishes this information on its website www.byron.nsw.gov.au. A Publication Guide is available and outlines Council’s structure, functions, the information it holds and how this can be accessed by the community. The Guide also sets out how members of the community can participate in the formulation of Council policy and the exercise of Council’s functions.

 

 

13.     PRIVACY IN COMMUNITY CONSULTATION

Council will regularly receive personal information during the course of consultation efforts; for example people’s names, addresses and contact details within submissions.

 

Council must ensure it complies with the requirements of the Privacy and Personal Information

Protection Act 1998 (2000) when undertaking consultation.

 

 

 


Annexure 1

 

bsc_logo300dpiTEMPLATE

 

Consultation and Engagement Plan               #E2014/11898

                                                                                 

 

Introduction

 

Issue:

Title of consultation issue

 

 

When

 

XXX to XX 20xx

Background

Brief description of the issue and why the consultation is needed. Include any required regulatory requirements

 

Community Satisfaction Survey 2013 results

Include any performance measures from this document or other survey results.  Include or remove following chart if not needed.

Potential level of impact

[move tick to appropriate level]

iStock_000003769272Small 

 

Level 1 – high impact on local government area

Level 2 – lower impact on local government area  

Level 3 – high impact on local area or group

Level 4 – lower impact on local area or group

 

Stakeholders

[list – they could even be broken down into demographic eg age groups if specifically targeted]

Internal

§ Staff

§ Councillors

§ Committee

§ PRG

 

External

§ Ratepayers

§ Residents

§ Commercial businesses

§ Urban and rural properties

§ Business organisations (eg Chambers)

§ Progress Associations

§ Community groups

§ State government

§ Federal government

§ Neighbouring LGAs

§ Local media

§ National media

 

 

IAP2 ‘s Public Participation Spectrum

Public participation goal

 

[refer IAP2 Spectrum within the Community Engagement Policy and adapt as required]

 

 

To the [insert committee or PRG name, community group etc] - INVOLVE

We will work with the committee during the …………………………………………………….., to ensure that the community’s concerns and aspirations consistently considered and understood.

To the community – CONSULT

Eg We will work with the community to find out your concerns and suggestions for ……………………… in Byron Shire.

Our promise

 

To the [insert committee or PRG name, community group etc]- INVOLVE

Eg We will work with you to ensure that, where appropriate, your concerns and expectation about ………………. are reflected in the delivery of the service and provide feedback on how community input influenced this decision.

To the community – CONSULT

Eg We will keep you informed, listen to and acknowledge concerns and aspirations and provide feedback on how public input influenced the decisions made.

Where to next

 

[detail the steps to complete the project re timing – example provided]

 

Step 1

 

Step 2

 

Step 3

 

Step 4

 

Step 5

 

Step 6

 

Step 7

 

Step 8

 

Step 9

 

Step 10

 

Objectives

[list the objectives – why are your doing this]

1.

2.

3.

 

Challenges

[list]

 

1.

2.

3.

 

Key messages

[list]

1.

2.

3.

 

Evaluation

[how will this project be measured]

1.

2.

3.

 

Privacy

Ensure consultation will comply with the Privacy and Personal Information Protection Act 1998 (2000) eg include a privacy statement.

Decision making process

Define the problem/opportunity & decision to be made

Who will do this?  Eg Committee, Council and staff

Gather information

 

Establish decision making criteria

 

Develop and evaluate alternatives

 

Final decision

 


BYRON SHIRE COUNCIL

Staff Reports - Organisation Development                                                                           5.1 - Attachment 1

 

Consultation and engagement action plan

 

 

 

 

Task

Objective

Target Audience

Note

When

 Tasked to

Cost

1

Advisory Committee Meetings / Project Reference Groups

List number

List

Regular meetings with status reports on the Waste and Resource Collection Contract

Date

Division / area

 

2

Council reports

 

 

 

 

 

 

3

Media releases

 

 

 

 

 

 

4

Stakeholder briefing

 

 

 

 

 

 

5

Deliberative invitation workshop

 

 

 

 

 

 

6

Public meeting – open

 

 

 

 

 

 

7

Focus Group

 

 

 

 

 

 

8

E-news

 

 

 

 

 

 

9

Social media eg Facebook

 

 

 

 

 

 

10

Website

 

 

 

 

 

 

11

Letter

 

 

 

 

 

 

12

Email

 

 

 

 

 

 

13

Phone

 

 

 

 

 

 

14

Invitations

 

 

 

 

 

 

15

Fact sheets + FAQs

 

 

 

 

 

 

16

Discussion paper

 

 

 

 

 

 

17

Rates notice insert

 

 

 

 

 

 

18

Citizen panel

 

 

 

 

 

 

19

Expo / display

 

 

 

 

 

 

20

Online discussion forum

 

 

 

 

 

 

21

Farmers and/or community markets

 

 

 

 

 

 

22

Survey - community and business

 

 

 

 

 

 

23

Provision of survey prize – incentivise

 

 

 

 

 

 

24

Phone on hold message

 

 

 

 

 

 

25

Newspaper/letterbox  insert

 

 

 

 

 

 

26

Display advertising

 

 

 

 

 

 

27

Public notice advertising

 

 

 

 

 

 

28

Other advertising eg radio, TV

 

 

 

 

 

 

29

Information hotline

 

 

 

 

 

 

 

TOTAL COST

Please note that implementation of the above actions/tasks is dependent upon approved budgets and resourcing.  Cost has been estimated based on similar past projects.

$


BYRON SHIRE COUNCIL

Staff Reports - Organisation Development                                                 5.1 - Attachment 2

bsc_logo300dpi.jpgDRAFT Community Roundtable Protocol

 

1.       Definition - Byron Shire ‘Community Group’

A formal group of at least 10 members, who reside within Byron Shire local government area and represent a broad range of interests.

2.       Purpose

The purpose of the Community Roundtable is to:

2.1     provide a medium for sharing information and knowledge to gain an understanding of differing perspectives and interests;

2.2     improve the level of understanding between community groups regarding the competing demands for improved infrastructure and services within the Byron LGA.

2.3     enable community groups to participate in planning ‘whole of shire’ future strategic direction for communities, services and Council and prioritise outcomes.

2.4     enable Council to update the group on strategic initiatives and future state and local government direction.

2.5     access community group connections to share information more broadly.

2.6     enable Councillors to listen to community groups.

2.7     give Council confidence to act on its legislative and regulatory power in dealings with the state government

 

3.       Structure

 

The Community Roundtable:

 

3.1     will be chaired by Byron Shire Council Mayor or his/her delegate.

3.2     is open to all Byron Shire Councillors to attend.

3.3     will be attended by the General Manager (or his delegate), the Director Infrastructure Services, Director Corporate and Community Services, Director Sustainable Environment and Economies, Executive Manager Organisational Development and relevant staff.

3.4     will meet every three months at alternating locations within Byron Shire.

3.5     has one nominated spokesperson from each community group to speak on behalf of the group. This can be rotated.

3.6     operates on the basis of consensus and information exchange rather than on a binding vote.



4.       Agenda

In the interest of access, transparency, equity and timeliness:

 

4.1     Byron Shire Council will request Agenda items two weeks prior to the scheduled meeting.

4.2     The Agenda will be emailed one week prior to the scheduled meeting.

4.3     Byron Shire Council has the option of presenting Agenda items at each meeting.

4.4     Each community group can submit up to two Agenda items; however, due to the number of Agenda items received, it may not be possible to consider all items at the meeting.

4.5     Community group submitted agenda items are considered a priority and are encouraged to be ‘shire-wide’ and broad in nature.

 

 

5.       Conduct

Everyone in attendance must:

5.1     treat each other with respect at all times.

5.2     not harass, discriminate against, or support others who harass and discriminate against colleagues or members of the public. This includes, but is not limited to harassment and discrimination on the grounds of sex, pregnancy, age, race, responsibilities as a carer, marital status, disability, homosexuality, transgender grounds or if a person has an infectious disease.