Attachments of Ordinary Meeting

BYRON SHIRE COUNCIL

Staff Reports - Corporate and Community Services 13.4 - Attachment 1

Policy No: 15/???

POLICY TITLE

MAYOR AND COUNCILLORS payment of EXPENSES AND PROVISION OF FACILITIES

1. INTRODUCTION

Under the Local Government Act 1993 including Section 252 to 254, requires that the Council must adopt a policy concerning the payment of expenses and the provision of facilities to the Mayor and other Councillors.

Section 428(2)(f) requires a council to include in its Annual Report:

1.1. Total amount of money expended during the year on providing those facilities and paying those expenses.

1.2. Council’s policy on the provision of facilities for, and the payment of expenses to Councillors.

1.3. The payment of Councillors’ expenses, together with a statement of the total amount of money expended during that year on the provision of such facilities and the payment of such expenses.

Section 12 provides that the public is entitled to inspect the Council’s policy concerning the payment of expenses incurred by, and the provision of facilities to Councillors, free of charge, and may obtain a copy, either free of charge or on payment of reasonable copying charges.

This policy should be read in conjunction with Council’s Code of Conduct, Policy 1.8, in particular, Clause 8 – Personal Benefit, and Clause 10 – Access to Information and Council Resources, DLG Circular 08/24 – Misuse of Council resources and DLG Circular 08/37 – Council decision making prior to ordinary elections.

2. OBJECTIVES

To ensure the Mayor and Councillors and/or appointed Administrators of Byron Shire Council are:

2.1. reimbursed for reasonable and appropriate expenses incurred in the performance of their civic duties.

2.2. provided with a range of facilities to assist in the discharge of their civic duties.

3. FIXING AND PAYMENT OF ANNUAL FEES

The Councillors annual fees do not fall within the scope of this Policy. See Local Government Act 1993 Section 248 - Fixing and payment of annual fees for Councillors and Section 249 - Fixing and payment of annual fees for the Mayor.

4. GENERAL CONDUCT

Councillors must act lawfully, honestly and exercise a reasonable degree of care and diligence in carrying out their function under the Local Government Act or any other Act. This is required under Section 439 of the Local Government Act and reinforced in Council’s adopted Code of Conduct made under Section 440 of the Act.

5. TRAVEL EXPENSES/PROVISIONS

5.1. Councillors are entitled to claim “mileage” allowance for use of private vehicles when used to travel (including return) between their place of residence or employment, utilising the most direct route possible, subject to the Councillor’s private vehicle being currently registered and covered by Compulsory Third Party Insurance:-

5.1.1. To attend Council or Committee or Sub-Committee meetings and appointments at the Council Chambers, Council’s Training Rooms, Depots and Halls/Community Centres for Council business;

5.1.2. Inspections within the Council’s area undertaken in compliance with a resolution of the Council if for good reason they are unable to use transport when provided by Council;

5.1.3. Attending public meetings convened by the Council;

5.1.4. Individual or personal inspections of any site within Council’s area listed on the current Council Meeting Agenda, if for good reason they are unable to use transport when provided by the Council;

5.1.5. To and from the periodical conferences and seminars as stated in Clause 8.

5.1.6. To attend Council Regional Committee of Sub- Committee meetings.

5.1.7. To attend any other official Council events, functions, meeting and public information sessions.

5.2. Reimbursement will be paid at the current rate of the “mileage” allowance set by the appropriate Local Government Industrial Award from time to time.

5.3. All vehicle allowance claims to be made in accordance with the Claims Procedure at Section 12.

5.4. Costs of traffic or parking fines incurred whilst travelling in private or Council vehicles on Council business are the responsibility of the driver.

5.5. Councillors unable or unwilling to drive to any Council business, as stated in 5.1.1 to 5.1.6, and if Council is unable to provide transport to the Council business, may use public transport or taxis utilising the most direct route possible which costs will be reimbursed by Council.

6. PAYMENT OF EXPENSES (MONETARY LIMITS)

6.1. No annual, monthly or daily allowance or expense type allowance payment will be payable in any circumstance.

6.2. Monetary limits applying to this policy include:

6.2.1. Carer’s expenses Mayor and Councillors maximum $3,000 (total for all Councillors including Mayor) per annum

6.2.2. Fixed and Mobile charges for: voice calls, data services, telephone/mobile line/handset rental

a) Mayor - $235 per month maximum
b) Councillor - $200 (per Councillor) per month maximum

6.2.3. Computer hardware, printer, software and services

Mayor and Councillors

a) maximum of $2,700 (per Mayor/Councillor) in the first year only for term of office, for initial purchase of equipment, software licenses and line installation.

b) maximum of $1,000 (per Mayor/Councillor) in the either the second or third year of office, for purchase of equipment, software licenses and line equipment;

c) maximum of $1,000 (total for all Councillors including Mayor) per annum for consumables and protective covers or carry case for equipment purchased.

d) maximum of $2,000 (total for all Councillors including Mayor) per annum for services (backup support)

6.2.4. Out of Pocket Expenses associated with attending conferences, seminars or training, maximum $100 per day

6.3. Reimbursement of expenses must be made in accordance with the Claims Procedure at Clause 12.

7. FACILITIES FOR MAYOR AND COUNCILLORS

7.1. Mayor

In addition to those facilities provided to the Councillors in 7.2, the Mayor is entitled to receive the benefit of:

7.1.1. The use of a Council vehicle for official and private use by the Mayor and that the Mayor be required to pay to Council an appropriate rate per kilometre for his/her private use of the vehicle.

a) The vehicle is provided in accordance with Council’s adopted Policy Light Motor Vehicle Fleet and associated procedures being:

i) Light Motor Vehicle -Fees & Charges and Makes and Models

ii) Light Motor Vehicle – General Terms of Use.

iii) Light Motor Vehicle – Size of Fleet, Type of Vehicles and Allocation of Vehicles and Permitted Uses

b) The vehicle be made available by arrangement with the Mayor for official Council business;

c) An allotted parking space at the Council’s Administration building.

d) The vehicle be returned to Council after completion of his/her term of office, extended leave of absence or at the cessation of his/her civic duties.

7.1.2. A furnished office for civic duties provided in Council’s Administration Building;

7.1.3. Secretarial services relating to the discharge of his or her civic functions;

7.1.4. Administrative assistance associated with civic functions, meetings and the like;

7.1.5. Office refreshments;

7.1.6. Provision of a Mastercard with Council’s preferred banking institution to the value of $5,000 (see Claims Procedure at Clause 12) Note: All expenditure on the credit card must be in accordance with the provisions of the Policy and is not for private use.

7.2. Deputy Mayor and Councillors

The Councillors, including the Deputy Mayor are to receive the benefit of:-

7.2.1. Access Provisions – Appropriate provisions will be made for sight or hearing impaired councillors or those with any other disability.

7.2.2. Business cards - using Council’s Logo;

7.2.3. Carer Expenses – Council will reimburse the reasonable costs of carer arrangements, including childcare expenses and care of the elderly, disabled and/or sick immediate family members of Councillors, to allow Councillors to undertake their Council business obligations.

Note:

i) Reimbursement of reasonable costs will only be available to enable the Councillor’s attendance at essential Council activities and will be the subject of a separate application by the affected Councillor in each instance, for determination by the General Manager.

ii) Child/dependant care expenses are not to be reimbursed if the care is provided by a relative of the Councillor who ordinarily resides with the Councillor. A ‘relative’ is defined as a spouse, defacto partners, parent, son, daughter, brother, sister or grandparent.

iii) Childcare will only be provided to children of the Councillor up to an including the age of 16 years.

iv) After approval, Council will reimburse actual expenses incurred by Councillors in this regard upon submission of a claim (in line with the Claims Procedure at Clause 12) supported by receipts and details of the activity attended. The maximum entitlement for such expenses in accordance with the monetary limits set at 6.2.1.

7.2.4. Computer – Council will reimburse the cost of a laptop computer and other forms of electronic services as deemed necessary for business paper distribution and communications, as per Clause 6.2.3.

7.2.5. Computer Software – Council will reimburse the cost of appropriate software to work with documents supplied by Council and other generally available file formats, as per Clause 6.2.3.

7.2.6. Computer Training - Training to be arranged through local providers.

7.2.7. Computer Support – Provided by hardware supplier/local providers in accordance with monetary limits set in 6.2.3 c).

7.2.8. Electoral Roll - a copy (free) of whole Council area.

7.2.9. Email Address - Councillor emails are to be in the format:

firstname.lastname@cr.byron.nsw.gov.au

A new sub-domain (cr.byron.nsw.gov.au) has been created to enable the separate hosting of Councillors’ email.

Council’s IT department will arrange the set up of this domain.

7.2.10. Fax/Printing Equipment

a) Council will reimburse the purchase cost of a multi-function fax/printer/ scanner for use at place of residence or business.

b) Maintenance/servicing and consumables to be provided by external providers and the costs to be reimbursed by Council.

c) Monetary limits are in accordance with Clause 6.2.3.

d) The fax number is to be provided to the public.

7.2.11. Filing - Up to a four (4) drawer filing cabinet and associated equipment to be used in place of residence.

7.2.12. Internet - fixed or mobile
Council will meet the cost of Internet (data) charges, fixed or mobile (as required) involved in the conduct of Council business, as per Clause 6.2.2.

7.2.13. Line, Installation and Costs - The Council shall:-

a) Meet the initial cost of installation, where necessary, of the equipment in the residence of the Councillor, including one (1) additional extension point for an existing phone line or one (1) separate point for a dedicated line.

b) Meet the cost of any maintenance/servicing of the equipment including any service call charge.

c) After initial set up costs for telephone lines, internet broadband and fax, the maximum payable by Council to enable Councillors to conduct their civic duties will be as stated in Clause 6 “Payment of Expenses – Monetary Limits”.

d) Individual Councillors are to meet the cost of accounts above the limit set in Clause 6.2.2.

e) The land line number is to be made available to the public.

7.2.14. Meals: Provide sustenance prior to or during Council’s official Meetings and meetings of Councillors with Parliamentary representatives visiting dignitaries and other delegations;

7.2.15. Mobile Telephones

a) Council will meet the monthly cost of a mobile plan within the limits set by Clause 6.2.2.

b) Individual Councillors are to meet the cost of accounts above the limit set in Clause 6.2.2.

c) The mobile number is to be made available to the public..

7.2.16. Postage of official correspondence - all mail is to be directed through the Council’s own mailing system. Reimbursement of expenses will only be made where expenses can be verified;

7.2.17. Secretarial Service - including typing, photocopying, printing and postage for the following purposes:-

a) Initiating correspondence to, answering correspondence received from residents/ratepayers, Members of Parliament, Government Departments, other local authorities, other Councillors, local government related bodies and organisations, the media or the general public in relation to the business of the Council or local government.

b) Replying to invitations to attend functions/gatherings received in their capacity as a Councillor.

c) Communications to Councillors and Council’s staff on official business.

7.2.18. Stationery - Use of official stationery and supplies to carry out official duties;

7.2.19. Telephone Charges - Council will meet the initial costs of an extra line (see 7.2.13) and maximum monthly charges in accordance with the monetary limits set in Clause 6.2.2.

7.2.20. Transport to official functions (if needed) when deputising for the Mayor;

7.2.21. Use of Private Equipment - Councillors may use their existing telecommunications lines. Reimbursement for use will be made in accordance with the monetary limits set in 6.2.2. No retrospective payments will be made on existing line rentals.

If this option is used, Councillors are encouraged to make their telephone and fax numbers available to the public. All contact numbers are to be provided to staff.

7.2.22. Typing of official correspondence;

7.2.23. Vehicles - Access to suitable vehicle or vehicles (if available) provided by the Council for use on official duties connected with the office of a Councillor.

7.3. Acquisition and return of facilities and equipment by Mayor and Councillors

a) Return to Council all Council provided equipment. Councillors are to arrange for disconnection of services, subscriptions or mobile phone plans in their own name.

b) The equipment may be purchased by the Mayor or Councillors at either trade in value or the price Council would obtain for its disposal of particular items.

c) Council may require reimbursement of a portion of the monetary value of the equipment if he/she resigns in the first 12 months of service.

8. [p1] ATTENDANCE AT CONFERENCES, SEMINARS AND TRAINING

8.1. Who may attend conferences, seminars and training

8.1.1. Councillors may be authorised to attend conferences, seminars and similar functions by:-

a) Preferably, the Council, through resolution duly passed at a Council meeting arising from a report to Council or a notice of motion by a Councillor

b) The General Manager and Mayor jointly, [p2] provided the attendance is within the guidelines in Clause 8.4.2 of this policy

c) The Mayor, provided the Councillor is a substitute for another Councillor previously authorised to attend that conference.

8.2. What Conferences and Seminars may be attended

8.2.1. The conferences, seminars, workshops, courses and similar to which this policy applies shall generally be confined to:

a) Local Government Association Annual (LGA and Australian local Government Association (ALGA) Conferences;

b) Special “one-off” conferences called or sponsored by or for LGA and/or ALGA on important issues;

c) Annual conferences and congresses of the major professions in local government;

d) Australian Sister Cities Conferences;

e) Regional Organisation of Councils Conferences

f) Conferences which advance the professional development of elected members in their role as Councillors.

g) Any meetings or conferences of organisations or bodies on which a Councillor of the Council may be elected, or appointed to be, a delegate or member of the Council or the LGA.

h) Seminars which further the training and development efforts of the Council and within the budget framework.

8.3. Training and Development

8.3.1. Council supports and encourages an active learning process and skills development in addition to providing for attendance at seminars and conferences related to Council functions. It is essential that the training or educational course is directly related to the Councillor’s civic functions and responsibilities and within budget parameters.

8.4. Guidelines for Authorisation

8.4.1. A resolution of Council is required to authorise attendance of Councillors at:

a) Local Government and Shires Association Conference(s) as a voting delegate

b) Australian Local Government Association National General Assembly as a voting delegate

c) Overseas conferences

d) Any other discretionary conference, seminar or training.

8.4.2. Any discretionary conference, seminar or training (as per (d) above) not able to be authorised at a Council meeting the General Manager and Mayor jointly [p3] may authorise Councillors’ attendance at:

· One conference, seminar or similar function per Councillor per financial year provided the conference is held in NSW, the ACT or South East Queensland and the Councillor has not attended a previous conference that year

If the Mayor requires approval to attend a conference/seminar not able to be authorised at a Council meeting the Deputy Mayor and General Manager jointly may authorise the Mayor’s attendance.

Councillors or Mayor’s attendance at conferences authorised by the General Manager and Mayor will be reported to the next quarterly review of the Management Plan.

8.4.3. The General Manager may approve the Mayor and Councillors' attendance at events/forums held in the local area up to the value of $100.

8.4.4. Procedures:

a) Staff will prepare a report to Council inviting nominations to attend the following conferences:

· Local Government and Shires Association Conference

· Australian Local Government Association National General Assembly

b) Submission of motions for consideration by Council will be done by notice of motion, which can be considered during the year.

c) Staff will remind Councillors of the opportunity to submit motions for these conferences in May in the case of the LGSA Conference and in June in the case of the ALGA NGA.

d) All other conference attendance requiring Council resolution will be submitted as a notice of motion by a Councillor wishing to attend, in accordance with Council’s normal procedures for such notices of motion. Councillors other than the Councillor who submitted the notice of motion may be authorised to attend by Council.

8.5. Reporting requirements following Councillor and Mayor’s attendance at the Conference, Seminar or Training

The Mayor and Councillors are required to report in writing a Delegate’s Report to an Ordinary Meeting of Council on the aspects of the conference, seminar or training relevant to Council business and or the local community. The report must be submitted to the General Manager within one month of the Councillor’s or Mayor’s attendance at the Conference or Seminar.

8.6. Registration

The Council will pay all normal registration costs which are charged by organisers, including the costs of related official luncheons, dinners and tours which are relevant to the interests of the Council or assist Councillors to discharge the functions of their civic office.

8.7. Travel Expenses Incurred

Payment or reimbursement of expenses incurred when travelling to conferences and seminars of local government related organisations at which attendance has been approved.

8.7.1. the travel is undertaken with all due expedition, and by the shortest practicable route;

8.7.2. All reasonable travel costs will be met by the Council. Where appropriate, travel will be provided by air (economy class). Depending upon the circumstances, it may be more appropriate for travel to be undertaken by car or train. Where trains are used, the Council will provide first class travel, including a sleeping berth where necessary.

8.7.3. Travel by motor vehicle may be undertaken by Council vehicle (where available) or by private vehicle subject to prior approval from the General Manager. Councillors using private vehicles will be paid the “mileage” allowance at the then current rate set by the appropriate Local Government Industrial Award from time to time, but subject to any such payment not exceeding economy class air fares to and from the particular destination.

8.7.4. Cost of vehicle hire and/or taxi fares which are reasonable and incurred while attending conferences will be reimbursed by the Council.

8.8. Accommodation

Reasonable accommodation costs (including meals), including the night before and/or after the conference, seminar, meeting or function including entertainment but excluding expenses of a normal private nature.

The reasonable daily accommodation amount will be in accordance with the Taxation ruling for that year.

8.9. Out of Pocket Expenses Incurred

So that Councillors, as delegates of the Council attending conferences which involve an overnight stay are not thereby financially disadvantaged, each Councillor attending in pursuance of a Council resolution or Mayoral authority, shall be entitled to an “out-of-pocket” allowance.

8.9.1. only reasonable amounts are claimed or accepted towards necessary out-of-pocket expenses to a maximum $100 per day;

8.9.2. out-of-pocket expenses for which amounts are claimed relate only to the verified (tax invoice) costs of meals, travel, registration fees, stationery and the like;

8.9.3. any time occupied or travel incurred in other than Council business is not included in the calculation of expenses to be paid; and

8.9.4. the claim is made not later than three (3) months after the expenses were incurred, and upon a official receipt for payments.

8.10. Payment In Advance

The Council will normally pay registration fees, accommodation deposits and airline tickets direct in advance. Where this is not appropriate or possible, a cash allowance or cheque equivalent thereto will be paid to the attendee in advance.

An allowance for estimated “out-of-pocket” expenses (up to $100 per day) may be paid to an attendee in advance upon request, subject to a reconciliation statement, verification of expenses and the refund of any unexpended amount being submitted within seven (7) days of the close of the conference, seminar or function.

8.11. Overseas Conferences/Seminars etc.

Attendance by a Councillor at any conference, seminar, congress, forum, workshop, course, meeting, deputation, information or training sessions, events, etc. related to the industry of local government which are held overseas, must be authorised prior to departure by specific resolution of the council and such resolution shall specify and detail the conditions of attendance.

9. WHERE EXPENSES MAY NOT BE USED

9.1. Political fundraising

Councillors may not claim expenses to support attendance at political fundraising functions.

9.2. Communication expenses

Individual Councillors or groups of Councillors may not claim expenses to produce and disseminate personalised pamphlets, newsletters and the like without the prior approval of Council being obtained via Council resolution.

10. PAYMENT OF EXPENSES FOR Spouse/Partner or Accompanying Person

10.1. Payment of expenses for Spouse/Partner or Accompanying Person at Conferences.

10.1.1. Where the Councillor is accompanied by his or her spouse/partner or accompanying person (ie. a person who has a close personal relationship with the councillor and/or provides carer support to the councillor), all costs for the spouse/partner or accompanying person, including travel, meals and room upgrades are to be met by the Councillor or spouse/partner of accompanying person.

10.1.2. The spouse/partner or accompanying person’s registration and or program fees (if attending), are to be paid to the conference organiser and paid at time of registration. The Council is prepared to receive such registration and payments and forward them on to the conference organiser with any Councillor’s registration.

10.1.3. Where Council meets, on account, any expenditure or costs on behalf of an accompanying person attending a conference, such expenditure must be repaid to the Council by the Councillor within seven (7) days of being invoiced for such expenditure following the conclusion of the conference.

10.1.4. Limited expenses of spouses, partners and accompanying persons will be met by Council in association with the Mayor or Councillors’ attendance at the Local Government Association’s Annual Conference. These expenses will be limited to registration costs and attendance at the conference dinner. Any additional travel and accommodation expenses and the cost of partner tours etc. will be the personal responsibility of the individual Councillor or spouse/partner or accompanying person.

10.2. Payment of expenses for Spouse/Partner or Accompanying Person at Official Council Functions.

10.2.1. Council will meet reasonable costs for spouses/partners or accompanying persons when accompanying Mayor or Councillors at official council functions that are of a formal and ceremonial nature within the Byron Shire. Examples include but not limited to, Australia Day award ceremonies, civic receptions and charitable functions or events formally supported by the Council.

10.2.2. Council will also meet reasonable costs for a spouse/partner or accompanying person of the Mayor, or a Councillor when they are representing the Mayor, at an official function of the Council, or carry out an official ceremonial duty while accompanying the Mayor (or Councillor representing the Mayor) outside the Local Government area, but within the State or South East Queensland.

10.2.3. Payment of expenses for a spouse, partner or accompanying person when attending the abovementioned appropriate functions, will be limited to the ticket, meal or the direct cost of attending the function. Additional expenses such as accommodation, transport, grooming or special clothing are not considered to be reimbursable expenses.

11. INSURANCes

11.1. Personal Accident Insurance

Whilst ever on Council business, world-wide covering bodily injury caused by accidental, violent, external and visible means up to a sub-limit for death of $500,000. Also covering permanent disablement, temporary total disability. The cover does not include medical expenses. Full details of personal accident insurance are available in Council’s Insurance Manual held by the Risk Management Officer.

11.2. Professional indemnity

For matters arising out of Councillors’ performance of civic duties or exercise of their functions as Councillors, provided the performance or exercise of the relevant civic duty of function is in the opinion of Council bona fide and/or proper; subject to any limitations or conditions set out in the policy of insurance which is, at the direction of Council, taken out. No such benefit, irrespective of insurance cover, shall be provided in relation to an action by one Councillor against another Councillor or a Councillor against a member of staff.

11.3. Public Liability

For matters arising out of Councillor’s performance of civic duties or exercise of their functions as Councillors; subject to any limitation or conditions set out in the policy of insurance which is, at the direction of Council, taken out. No such benefit, irrespective of insurance cover shall be provided in relation to an action by one Councillor against another Councillor or a Councillor against a member of staff.

11.4. Statutory Liability

It provides protection against fines or penalties arising out of breaches of Acts of Parliament, plus the legal costs accrued in defending Council as an entity, individual Councillors and officers so long as the act was not wilfully committed. The policy will cover costs accrued before an individual is named in proceedings. Costs are then referred to Councillors and Officers policy.

11.5. Councillors and Officers Liability

This policy provides the main protection against personal liability for individual councillors and officers for matter arising from employment practices, civil fines and penalties and their defence costs, pollution defence costs and inquiries/investigations.

12. Claims Procedure

12.1. Councillors must provide a certified claim in the form at Appendix A for all travel and out of pocket expenses incurred. All claims must be accompanied by tax invoice receipts.

12.2. All claims should be made monthly unless otherwise specified. At the end of each financial year any claims outstanding for the previous financial year must be submitted in the first week of July.

12.3. All reimbursement of expenses must be approved by the General Manager.

12.4. All expenses being reimbursed must be in accordance with the provisions of this policy.

12.5. The Mayor’s mastercard expense claims must be accompanied by Appendix A “Allowance Claim Form”. All expenditure must be accompanied by Tax invoice receipts and remitted monthly by a date determined by the Finance Department.

13. DISPUTE RESOLUTION PROCESS

Should a dispute arise about the provision of expenses and facilities, or when an expense claim is not approved by the General Manager, then the disputed decision should be reviewed by the Internal Audit Committee, with a report to the full Council meeting.

14. GIFTS AND BENEFITS

In circumstances where it is appropriate for councillors to give a gift or benefit (for example on a council business related trip or when receiving visitors), these gifts and benefits should be of token value and in accordance with Council’s Code of Conduct (clause 8.1)

15. LEGAL EXPENSES AND OBLIGATIONS

15.1. Council may disburse money only if the disbursement is authorised by the Local Government Act 1993, either expressly or because it is supplemental or incidental to or consequential upon the exercise of its functions.

15.2. In the particular circumstances outlined below, Council may therefore indemnify or reimburse the reasonable legal expenses of a Councillor:

15.2.1. defending an action arising from the performance in good faith of his or her functions as a Councillor as referred to in s731 of the Local Government Act 1993; or

15.2.2. defending an action in defamation provided the statements complained of were made in good faith in the course of exercising his or her functions as a Councillor; or

15.2.3. for proceedings before any investigative or review body provided the conduct being investigated arises from the performance in good faith of his or her functions as a Councillor under the Local Government Act 1993, that the matter before the investigative or review body has progressed past any initial assessment phase to a formal investigation or review and the investigative or review body makes a finding substantially favourable to the Councillor. Investigative or review bodies may include:-

(i) Local Government Pecuniary Interest and Disciplinary Tribunal

(ii) Independent Commission Against Corruption

(iii) Office of the NSW Ombudsman

(iv) Division of Local Government, Department of Premier and Cabinet

(v) NSW Police Force

(vi) Director of Public Prosecutions

(vii) Council’s Conduct Review Committee/Reviewer

15.2.4. In the case of a conduct complaint made against a Councillor, legal costs will only be made available where a matter has been referred by the General Manager to the Conduct Review Committee to make formal enquiries into the matter in accordance with the procedures in Council’s Code of Conduct.

15.2.5. In the case of a pecuniary interest or misbehaviour matter legal costs will only be made available where a formal investigation has been commenced by the Division of Local Government.

15.3. Legal expenses incurred in relation to proceedings or investigations arising out of the performance by a Councillor or his or her functions as a Councillor are to be distinguished from expenses incurred in relation to proceedings arising merely from something that a Councillor has done during his or her term of office. An example of the latter is expenses arising from an investigation as to whether a Councillor acted corruptly by using knowledge of a proposed rezoning for private gain which type of expense would not be reimbursed.

15.4. Council will not meet the costs of an action in defamation taken by a Councillor as plaintiff in any circumstances.

15.5. Council will not meet the costs of a Councillor seeking advice in respect of possible defamation, or in seeking a non-litigious remedy for possible defamation.

15.6. Council will not meet the costs in respect of any legal proceedings initiated by any Councillors, acting as individuals, in any circumstances.

15.7. The amount of expenses that may be reimbursed to a Councillor shall be reduced by the amount of any money that are recouped by the Councillor on any basis.

15.8. The approval of Council is required to be sought and gained, where possible, prior to legal expenses being incurred.

16. REFERENCE TO COUNCILLOR

A reference in this policy to a Councillor includes the Mayor, unless the contrary is expressly indicated.

Name of Event Date Place of Event	Estimate of Council Costs to hold event?	Donation Requested	Other Financial Assistance requested?	Will event proceed with part donation granted?	Impact the event will have on the community? Other information provided.	Number of community organisation who have benefit	Estimated number attending?	Management Comment
1. Byron Lighthouse Run Byron Bay 18 October 2015 (S2015/37044)	$350 Road Closure application and advertising	$600	No	Yes	About 1000 participants with many friends and partner attending. There is a significant economic benefit for Byron as many participants stay in Byron for the weekend, shop and but from cafes. The vent also encourages a healthy active lifestyle as well as donating significant funds that directly benefit the residents of Byron Shire. $93,000 has been raised since 2007	Lismore Hospital Westpac helicopter $10,00 Our House	1,000	Council has supported this event in past years and it is considered it has achieved financial viability to continue without minimal assistance from Council.. Recommended to provide assistance for the Road Closure Application and advertising $350.
2. Byron Spirit Festival Mullumbimby 15-17 April 2016 (E2015/38243)	$1,100 Reserve Fee $350 Road Closure application and advertising.	$600	No	Yes	4^th year running the Byron Shire Spirit Festival. It has proven to be a very beneficial event for local residents, business and the community at large. People come from all over Australia to the event and add a vibrant culture to Mullumbimby. The aim is to create a deep and meaningful experience for the community. Through Yoga, Music, Dance and ceremony we take people on a journey of discovery of ourselves and each other.	Mullumbimby Neighbourhood Centre $900	600	Council supported this event in 2014 and donated $400 towards road closure costs. It has been recommended that assistance be provided towards the road closure application costs of $350. The organisers of the event will be responsible for the implementation of the road closure by private contractors.
3. Festival of the Fish and Chips (Twilight Market) Brunswick Heads 16 December 2015 (S2015/7488)	$350 Road Closure application and advertising.	$600	No	Yes	The Festival of Fish and Chips includes these markets and the associated Woodchop Carnival and boosts the Brunswick Valley commercial incomes together with extending the Christmas period for tourism. It will be its 55^th year. The event attracts visitors both tourists and others from adjoin towns and area. It supports the local economy.	Fundraising opportunities – Lions, BH School, Brunswick Surf Club, Marine Rescue, Legacy, BH Fire Brigade, Wilsons Creek School, Mullum/ Bruns Rugby, Bruns Cricket, Mullum Netball, Rainforest Rescue & Others	Market attracts over 2,000 people	Council has supported this event in past years and it is considered it has achieved financial viability to continue without minimal assistance from Council. It has been recommended that assistance be provided towards the road closure application costs of $350. The organisers of the event will be responsible for the implementation of the road closure by private contractors..
4. Bangalow Billycart Derby Bangalow – Lions Club May 2016 (S2015/7294)	$350 Road Closure application and advertising.	$600	No	Yes Lions Club Contrib.	Large community fund raiser for Bangalow and District – run by Bangalow Lions Club	Bangalow Community including Primary School, various charities have benefited – several thousand dollars annual	5,000+	Council has supported this event in past years and it is considered it has achieved financial viability to continue without minimal assistance from Council. It has been recommended that assistance be provided towards the road closure application costs of $400. The organisers of the event will be responsible for the implementation of the road closure by private contractors.
5. Bangalow Christmas Eve Carnival Bangalow – Chamber of Commerce (E2015/412473)	$350 Road Closure application and advertising.	$600	No	Yes	A special local event. A street party on a larger scale where locals socialise with their neighbours and friends.	Bangalow Chamber of Commerce. Funds are for administration, internet promotion of Bangalow and Byron shire, street beautification, highway signage	3000+	Council has supported this event in past years and it is considered it has achieved financial viability to continue without minimal assistance from Council. It has been recommended that assistance be provided towards the road closure application costs of $350. The organisers of the event will be responsible for the implementation of the road closure by private contractors.
6. Mullum to Bruns Paddle May 2016 (E2015/41546)	$350 Road Closure application and advertising.	$600	No	Yes	This event is the major Fundraiser for Brunswick SLSC, Brunswick Volunteer Marine Rescue and Brunswick Heads Visitors Centre and would reduce the ability of these organisations to function. The event attracted over 1000 competitors many enjoying a family day on the River. This will be the fifth year that the paddle will be conducted and it forms an important part of the Brunswick Valley Event Calendar	Brunswick SLSC Brunswick Volunteer Marine Rescue Brunswick Heads Visitors Centre approx. $4,000 to each club	1,200	Council has supported this event in past years and it is considered it has achieved financial viability to continue without minimal assistance from Council. It has been recommended that assistance be provided towards the road closure application $350. As per Council’s recently amended Policy the applicant be advised the event may be ineligible for a donation under this Policy in future years.
7. Brunswick Nature Sculpture Walk Brunswick Heads 3-5 October 2015	$100 Additional bins	$600	Yes	Yes	Community has the opportunity to experience and be educated by sculptural forms in nature. This will impact on the community and visitors reflecting on the environment and the village they live in or visit. Brings awareness to the environment and looking after our land. As some works will be permanent these will enable people to interact and appreciate arts in the environment. See www.brunswicknaturesculpturewalk.com	First year of event	5,000	Council is assisting this emerging event with $2,000 for film night, promotional material and engineering consultant from the Events Sponsorship Fund. It has been recommended a further $100 be donated to assist with additional bins

BYRON SHIRE COUNCIL

Staff Reports - Corporate and Community Services 13.8 - Attachment 1

Progress Report - Operational Plan

1. General Manager’s Office

Item No.	Budget Program	Delivery Program Ref Number	Actions 2014/2015	What will we achieve? / How will we measure completion?	Progress achieved year to date	Status
1.1	Economic Development and Tourism	2, 16, 17, 25	Establish business and industry development programs/projects.	Key initiatives established to progress collaborative projects in tourism, health & wellbeing, food, creative and business services industries. -- Number of initiatives established. -- Number of attendees and/or project partners. -- Stakeholder feedback (survey).	Business Conversation Series – business and industry stakeholder sessions focused on business strategies and assistance in partnership with the Shire’s Chamber of Commerce organisations (approx. 90 participants across 3 sessions). Food Processing/Manufacturing Cluster established – 12 key industry stakeholders meeting to date (3 meetings). Mullumbimby Activation program in partnership with the NSW Small Business Commissioner, NORTEC and Mullumbimby Chamber, includes 2 focus areas – visual merchandising and Women in Business – (20 participants at each session 3 sessions plus mentors). Creative Industries and Youth Pathways program in development with I-Manifest. Partnering with high schools and creative industry sector to be launched in 2016. Introductory session held with events and creative industries sector. Invested in Byron one day Forum held in May 2015 – 120 attendees. Events and Festivals cluster group meetings (1 meeting x 25 people). Second meeting scheduled for 19^th August. Events and Festivals Sponsorship Fund established to help events embed best practice. 20 applications totalling $50,000 and six funding amounts awarded The establishment of Making Things Happen – volunteer and partnership development program.	●
1.2	Economic Development and Tourism	16, 17	Establish effective partnerships and network relationships with key stakeholder organisations locally and regionally.	Regular meetings held and contact with Regional Economic Development Managers and Regional Tourism Managers networks, local chambers of commerce and visitor association networks, peak arts groups and other business, industry, event or project groups to progress local employment opportunities.	Quarterly meetings are being held with the EDM and the RTM networks. The ED&T team are actively involved in local Chamber of Commerce meetings, North Coast Destination Network, Tourism Managers Group, Destination Byron and the Visitor Centres. Meetings are also undertaken regularly with Arts Northern Rivers and other industry bodies to progress employment creation initiatives. Consultation workshops were held with local businesses to progress tourism and economic development projects (eg Beautify Byron, RVEF, EDS) Effective working relationships established with three major festivals and all significant homegrown festivals.	●
		2, 18		Project reference groups and Council advisory committees facilitated and or established.	The Tourism Advisory Committee was transitioned to the establishment of the Sustainable Economy Committee. Participation in Business Roundtable sessions. Establishment of the Vibrant Byron Project Reference Group.	●
		16		The provision of annual reports to communicate the progress of strategies, actions and available quantitative and statistical data.	Tourism Management Plan Annual Report produced and distributed. Reports provided to Council as required on project updates and outcomes including survey data and statistics.	●
		12		Internal Council relationships developed to ensure economic development and tourism strategies factor into key decision making.	Process improvements strategies commenced across all areas of Council with a particular focus in the Events and the establishment of an internal Events Working Group and Events Policy Working Group. An audit of progress in the TMP has also been undertaken and a new EDS in underway. A cross divisional, Internal Working Group has also been established for the BBTCM development and ongoing implementation program.	●
		14		Number of effective partnerships/networks established.	47	●
1.3	Economic Development and Tourism	13, 16, 17, 30, 31	Support industry to undertake delivery of local/regional projects with tourism industry partners and other key industry groups.	Trails brochure transition to an online application explored along with other online media (for budgetary options).	Partnerships to deliver outcomes are being sourced including RACQ/NRMA, surrounding local government areas and Byron Visitor Centre.	●
		13, 15, 18, 47, 53		Health and Wellbeing industry sector engagement and directory development commenced.	Discussions with industry to date only.	●
		15		Creative industries network development progressed.	Partnerships with key stakeholders being established and include – Arts Northern Rivers and NORTEC. Other groups and projects in this area include - Arts Ready and I-Manifest.	●
		16		Destination Management Plan reviewed and completed.	Complete and distributed.	●
		17		‘Byron experience’ website designed for locals and visitors seeking information and engagement in Byron Towns and Villages with links to the VIC booking website developed.	Sourcing funding opportunities and in partnership discussions with key stakeholders.	●
		30, 31		Byron brand and implementation of brand positioning strategies continually promoted.	Visual Identity Guidelines complete and advertising templates have been used (back cover of Northern Rivers Business Magazine and the Byron Bay Bus Shelter). Next stage of brand message distribution is underway.	●
		31		Visitor Information Centres supported to achieve priorities in visitor services, industry services and new product development with Service Level Agreements in place.	SLA in place with Brunswick Heads Visitors Centre and Byron Greeters Project initiated in 2015 with Byron Visitors Centre. Ongoing support is being provided to both VC’s with limited funds.	●
		30		‘Buy Local’ program developed to address loss of local dollar spend (leakage to other centres).	Not commenced – refer notes.	●
		30		Via Byron marketing campaign strategy development and rollouts supported.	Consultation with industry undertaken and funding currently being sourced for implementation.	●
		30		Industry supported through ‘point of contact’ initiative.	A range of industry stakeholders have received support with business or event establishment and expansion through this initiative.	●
		31		Byron Bay Visitor Voluntary Contribution – Beautify Byron Fund progressed. [Res 13-622].	This project has commenced with Council’s 2 holiday parks and supported by Council with ongoing project funding for full rollout in 15/16.	●
1.4	Economic Development and Tourism	16, 17, 25	Create an Economic Development Strategy that provides a platform for employment generation and industry development.	Strategy consultation with stakeholders completed.	Strategy Framework has been workshopped with key Council and business and industry stakeholders.	●
		18, 24, 29, 40, 45, 46, 47		Strategy developed and launched with business community.	Strategy development still in progress.	●
		22		Employment lands and opportunities identified on an ongoing basis.	Discussions and plans underway for the Byron Regional Food Park at Bangalow.	●
		20		Point of contact initiative established to support business and industry stakeholders work through planning and regulatory requirements.	Discussions with staff across the organisation have commenced and cross departmental collaboration focused on outcomes is being achieved.	●
		17		Stakeholder connections and relationships facilitated to progress business and industry ventures.	A range of business connections and relationships have been facilitated.	●
		16, 17		Investigate opportunities and the process to apply for state and federal grant programs and investment opportunities.	The new Events and Grants Support Officer has activated Council’s participation in this area and currently developing a toolkit and internal training for improved investment readiness. An internal staff working group has been developed from al three Directorates to guide decision-making on priority projects.	●
		16, 17, 25		To investigate and promote training and internship opportunities for residents and their employment in the tourism industry.	Only key stakeholder meetings held to date and draft framework created. Initial meetings have also been held with the Arts Ready internship program coordinator.	●
		25		Develop a program to encourage local tourism businesses to provide meaningful employment opportunities for local people (including young people).	As per above	●
		14		Business retention expansion survey commenced.	Discussions have commenced with local Chambers of Commerce as partnership project. To be rolled out in 15/16 as part of the EDS implementation program.	●
		25		Place-based product development strategies progressed.	Bay Lane Trial Activation Event was held in October 2014. A ‘toolkit’ for future laneway activations has been endorsed by Council. The team have been working with the Bryon Bay Historical Society on a heritage walk for the Foreshore. Discussions have also commenced with groups interested in establishing a ‘community bike program’. Further product development opportunities are also expected to come from the town centre master planning activity.	●
		25		Strategy complete.	Strategy in progress. Expected completion September 2015.	●
			Support community and industry to implement the Tourism Management Plan 2008-2018. (Inserted as per resolution 14-285).		The TMP implementation has been ongoing with key initiatives such as Byron Greeters and visitor services improvement, brand image library, Beautify Byron Fund, Green Keys, Freedom Camping solutions and work towards Version 2 of the Byron Trails Map/ App being activated to achieve KPI’s.	●
1.5	Economic Development and Tourism	16, 25, 26	Consolidate relationships with learning, education and training organisations that will progress the development of skills for individuals and industry cluster groups towards employment pathways.	Regular meetings and contact with SCU and other RTO’s and stakeholders held to progress the establishment of learning precincts.	Meetings held regularly with SCU, Byron Community College, NORTEC and TAFE. Currently working with stakeholders on identifying land for new learning precinct in the Shire.	●
1.6	Economic Development and Tourism	27, 28, 31	Create and implement an events development strategy.	Strategy developed to guide the attraction/retention and sustainability of local events.	In progress.	●
		35, 47		Strategy complete.	In progress.	●
		35, 47		Events policy and guidelines reviewed.	Internal audit is currently being undertaken and a trial process in place.	●
1.7	Economic Development and Tourism	32, 33	Develop and implement a night time economy strategy in partnership with key stakeholders.	Vibrant Byron Bay Strategy Committee established.	This group has been established and will integrate with the BBTC Masterplan activity.	●
		25		Research commissioned [Local Government research partnership].	The Australian Night Time Economy and the NTE Economic Performance of Key LGAs. 2009 to 2013 report has now been received.	●
		25		Strategy finalised for implementation.	In progress.	●
		25		Laneway activation pilot undertaken [Bay Lane Res 13/2013].	This has been undertaken and now complete.	●
		25		Strategy complete.	A ‘tool kit’ for future laneway activations has been endorsed by Council.	●
1.8	Economic Development and Tourism	39	Project Manage the development of the Byron Bay Town Centre & Foreshore Strategy. [Res 13/2013].	Consultants engaged to develop the BBTC&F Strategy.	McGregor Coxall has been engaged and strategy development is current.	●
		39		High level consultation and application testing undertaken.	Sessions held in March and June 2015 and Charette workshop to take place in July 2015.	●
		39		Strategy completed and ready for adoption by Council.	Due for completion late 2015.	●

● not achieved/completed (insert explanatory notes)

Item No	Explanatory text about why the action was not achieved or completed
1.3	‘Buy Local’ program developed to address loss of local dollar spend (leakage to other centres). This project has been deferred to next year in line with the roll out of the Economic Development Strategy.

Other Achievements (Important or significant Actions achieved that are not in the Operational Plan)

Action name	Achievements obtained
Establishment of .id suite of products (Byron Data Dashboard)	1500 unique visits to the .id products during May/Jun (4 week period) after official launch of the products at the Investment in Byron Forum.
Secured the LGNSW Tourism Conference (March 2016)	Byron Shire led a partnership bid for the LGNSW Tourism Conference with Ballina Shire to attract approximately 200 delegates in a shoulder season.
Re-established Council’s Grants program	Approximately 21 grants applied for, with over $1million dollars in grant funding successfully awarded.
Byron Greeters Program	The first stages of the Byron Greeters program has been established, attracting local sponsorship support from Ballina Byron Airport and Crystal Castle.

Progress Report – Operational Plan

2. Organisation Development

Item No.	Budget Program	Delivery Program Ref Number	Actions 2014/2015	What will we achieve? / How will we measure completion?	Progress achieved year to date	Status
2.1	Human Resource Management	1, 2, 24	Progress implementation of revised Council structure.	Restructure complete.	Complete to Manager level – refer notes.	●
2.2	Human Resource Management	1, 3, 6	Increase capacity of office-based staff to deliver high quality customer services.	Review of method of delivery of office based customer services complete.	Customer Service Coordinator position recruited and review substantially commenced but not complete.	●
2.2	Human Resource Management	3, 6		Customer service focused training completed as part of the corporate training program.	Focused training delivered in both halves of the year.	●
2.3	Human Resource Management	3, 6, 14	Build organisational capacity to deliver effective and focused community engagement.	Minimum of 2 key staff IAP2 accredited & 5 key staff having completed IAP2 introductory training by end of year.	Complete	●
2.3	Human Resource Management	3, 5, 6		Cultural awareness induction training to 80% of staff completed.	Complete for indoor staff. Program partner who delivers the training has been unable to advance their project for non-electronic delivery to outdoor staff.	●
2.4	Human Resource Management	3, 6, 23	Identify technology skills gaps.	Software skills audit completed.	Audit complete. Awaiting results.	●
2.5	Human Resource Management	1, 4, 6, 11	Develop Balance Scorecard Performance Planning to integrate with IP&R documents and broader Council performance planning systems.	Staff training in new system completed.	Complete.	●
2.5	Human Resource Management	4, 6		Balanced Scorecard system implemented to Manager level.	Complete.	●
2.6	Human Resource Management	5	Deliver effective staff engagement initiatives.	Staff recognition scheme implemented.	Complete.	●
		3, 5, 6		Customer service excellence recognition system implemented.	New reward and recognition scheme developed and implemented.	●
		5		Staff newsletter published bi-monthly.	Achieved.	●
		2, 5, 7, 9		Minimum of 2 actions initiated from workforce survey.	Achieved.	●
2.7	Human Resource Management	8, 9	Improve Corporate work health safety system.	Council Work Health Safety Framework implemented.	Complete.	●
		8, 9, 15		Council-wide Work Health Safety policies and procedures revised or developed - minimum 6 major Council-wide policies/procedures.	Achieved.	●
		8, 9		Numbers and costs of claims reduced.	Costs of claims reduced in first half then slightly increased during second half. Numbers of claims reduced in both halves.	●
		8		80% return to work in less than 10 working days for injured employees achieved.	82% returned to work in less than 10 working days in first half. 90% returned to work in less than 10 working days in second half.	●
		8, 9		Numbers of notifiable incidents reduced.	Achieved with staff incidents – zero in first half and 2 in second half. (There where 2 notifiable incidents by Council contractors).	●
		3, 6, 8, 9		Mental health awareness tools for supervisors and managers developed.	Not complete – refer notes.	●
		9		Average days of workforce absenteeism per EFT per annum < 9 days achieved.	Achieved 7.92	●
		8		Minimum 4 meetings per year for each WHS Committee held.	Achieved.	●
		8		Minimum 4 workplace inspections conducted annually by each WHS Committee.	Achieved.	●
2.8	Human Resource Management	10, 11	Review and improve Workforce Plan aligned to revised Asset Management Plan.	Workforce Plan revised by 30 June 2016.	Not due yet
2.9	Human Resource Management	10, 11	Implement actions from Workforce Plan.	Minimum of 2 actions implemented annually.	Achieved	●
2.10	Human Resource Management	10, 11	Continue to improve Integrated Planning and Reporting.	Operational Plan format and reporting processes reviewed and improved.	Achieved with revised templates and tools developed for 2015/2016.	●
2.11	Human Resource Management	12	Make all necessary adjustments to workforce plan, payroll and human resource systems arising from outcome of revised Local Government (State) Award 2013/14.	100% Award compliance achieved.	Achieved.	●
2.12	Human Resource Management	2, 3, 6, 8	Continue to provide human resource and industrial support services to Directorates.	Statutory and corporate training and development programs delivered with attendance by EFT > 90%.	96.5% attendance	●
		5		Consultative Committee facilitated with minimum 4 meetings held per year.	Achieved.	●
		5		80% of industrial grievances responded to within 21 days.	Achieved.	●
		5, 8		New recruit corporate induction completed for - 100%.	Achieved for permanent and fixed term appointments.	●
		5, 6, 8, 9		Permanent staff turnover <12.5% achieved.	Achieved 6.36%.	●
2.13	Human Resource Management	3	Provide quality investigation and response services for Code of Conduct Complaints.	Prescribed timeframes complied with – 100%.	Achieved. Program reassigned to Corporate and Community Services as part of restructure for balance of year.	●
2.13	Human Resource Management	3		Public Interest Disclosure Act and Code of Conduct reporting requirements complied with – 100%.	Achieved. Program reassigned to Corporate and Community Services as part of restructure for balance of year.	●
2.14	Human Resource Management	13	Increase provision of information to the community through electronic media.	Number of hits on website increased (averaged over the 12 months).	Achieved.	●
		3, 6, 13		Increase number of staff trained in social media administration and moderation.	Training to moderators, administrators and management.	●
		3, 6, 13		Training provided in social media basics to 80% of staff.	On target.	●
2.15	Media and Communications	14	Council’s Communications Strategy developed.	Completed.	On target.	●
2.16	Media and Communications	3, 13, 14, 15	Build Council’s social and digital media presence.	Capacity to monitor social and digital medial introduced.	Monitoring trial completed October 2014 – January 2015.	●
2.16	Media and Communications	13	Build Council’s social and digital media presence.	Numbers of subscribers >4,000 achieved.	Achieved.	●

● not achieved/completed (insert explanatory notes)

Item No	Explanatory text about why the action was not achieved or completed
2.1	Restructure complete - the consultation proposed to be completed in 2014/2015 was delayed until July 2015 for a range of operational and priority project reasons. Balance commenced July 2015
2.7	Mental health awareness tools for supervisors and managers developed – Unable to be completed without input from insurer which has not been provided yet.

Other Achievements (Important or significant Actions achieved that are not in the Operational Plan)

Action name	Achievements obtained
2.7 Improvements in WHS and injury management	Active injury management and improvements resulted in another year of significant reductions in workers compensation insurance premiums.

3. Corporate and Community Services

Item No.	Budget Program	Delivery Program Ref Number	Actions 2014/2015	What will we achieve? / How will we measure completion?	Progress achieved year to date	Status
3.1	Environmental Health & Compliance	3, 19, 22, 23, 46	Provide improved information to the community through web-based and written formats.	Web page information reviewed and current at end of reporting period.	Web page information updated as required.	●
		3, 19, 22		Improvements developed in consultation with relevant section needs.	Integration of information sharing and common resources is improving with the implementation of the SEE restructure.	●
		3, 19, 20 22, 23, 46		Shortfalls identified for future project resources allocation.	Project resource allocation is currently under review as part of a service level review commenced and to be finalised during 2015/16.	●
		20		Brochures to the public, visitors and industry regarding camping in parks & reserves prepared and disseminated.	Brochures for the public, visitors and industry regarding camping in parks & reserves have been prepared and disseminated.	●
		20, 22		Seminars and workshops for industry on issues such as tree removal and sediment and erosion control held.	Holiday Letting workshops and industry forums have been held to facilitate the formulation of a strategic approach to resolve this ongoing issue. Additionally an industry forum is proposed to be held in August to launch the new Electronic Housing Code to assist the community in understanding exempt and complying development.	●
		3, 13, 22, 23, 41		Investigation of additional layers in the planning system complete.	Planning layers include exempt and complying development (SEPPs), new LEP 2014 and DCP 2010 and DCP 2014. Compliance involvement in new legislative requirements and amendments has been improved with a closer working arrangement with the planning area of Council	●
3.2	Environmental Health & Compliance	19	Ensure compliance programs protect the environment and public health.	All food businesses inspected in accordance with the NSW Food Authority category requirements.	Minimum requirements under the NSW Food Authority partnership were achieved. Annual report provided detailing program results	●
		19		All public health premises inspected in accordance with the requirements of the Public Health Act.	Regulated public health activities inspected where customer action requests received.	●
		17, 19, 43, 44		On-Site Sewage Management System owners issued with ‘Approval to Operate’ on a priority basis proportionate to capacity and risk to environment and public health.	The management of On-Site Sewage Management System to enable owners to be issued with ‘Approval to Operate’ is occurring in accordance the Community Engagement and Risk Communication (CERC) project. The CERC has been reviewed to progress within the overall corporate objectives.	●
		19, 3		All high risk complaints responded to within seven working days.	All high risk complaints were responded to within seven working days.	●
		19		2014/2015 Compliance Priorities Program – very high priorities – adhered to.	Very high priorities within the 2014/2015 Compliance Priorities Program achieved.	●
3.3	Environmental Health & Compliance	53, 28, 19	Prepare, participate and provide effective responses to emergency incidents.	All staff appropriately trained and kitted out to respond to emergency incidents.	Personal Protective Equipment has been provided and internal training of staff is continuing to occur to enable effective responses to emergency incidents.	●
3.3	Environmental Health & Compliance	53, 28, 19		Participated in council management processes to improve readiness and response capacity of council to future emergency events.	Staff participated in joint Byron/Tweed committee activities where required.	●
3.4	Environmental Health & Compliance	22, 40, 43	Maintain effective environmental monitoring programs to protect the environment and public health of the whole community.	Recreational waters monitored in conjunction with State “Beachwatch” program.	Program completed in 2013.	●
		43, 44, 51		Stormwater outfall at Clarkes Beach monitored to protect public health of beach users.	Limited monitoring of this area occurred.	●
		22, 43, 44, 46		Natural waters monitoring program completed as required for the protection of the environment and public health.	Limited monitoring of this area occurred.	●
		43, 46		Mosquito trapping conducted during warmer months as part of the NSW Ministry of Health program to inform the community of the incidence of mosquito borne disease.	Not progressed – refer notes.	●
		43, 46		Blue-green algae incidents responded to and the Regional Algal Coordinating Committee (RACC) notified as required.	No incidents of blue-green algae found in natural waters.	●
		43, 46		Fish kill incidents responded to, Department of Primary Industries Fisheries notified as required.	Two fish kill incidents reported to DPI Fisheries.	●
		43		Compliance – environmental offences routinely reported to Commonwealth environmental agencies as required.	No reportable offences.	●
3.5	Environmental Health & Compliance	28, 38, 40	Manage the expanding markets, events and festival activities on public and private lands to establish sustainable and safe outcomes while preserving the neighbourhood amenity.	Markets and events attended and inspected to maintain food, safety and public health standards as measures to protect patrons and the wider community.	Markets and events such as Blues Festival; Falls Festival; Splendour in the Grass attended and inspected to maintain food safety standards.	●
		28, 38, 40, 53		Resources and supporting policy developed to facilitate best practise outcomes for event organisers and the community.	Appointment of Events officer has enabled policy development to be commenced for best practice outcomes for event organisers and the community	●
		28, 38, 40, 53		Review program established to assess and upgrade public lands used for markets and events to provide safe and sustainable public spaces.	Council resolved to exhibit the Draft Sustainable Community Market Policy in the 31 May 2015.	●
		20, 28		Event specific liaison officers appointed as first point of contact and Department of Planning liaised with regarding development consent conditions.	Event specific liaison officers appointed. Communication being facilitated through new staff appointment.	●
3.6	Environmental Health & Compliance	28,32,33	Establish safe community standards for businesses operating in Byron Shire	Audits of night-time activities conducted in all towns and villages to identify safety and public facility defects.	Programs included in CCTV and Byron Bay safety programs are being developed / implemented. Additional Ranger patrols conducted during busier holiday periods.	●
		28, 32, 33		Policy for activities on public lands and roads developed to address matters of public safety and impact upon existing businesses and the community.	Not progressed this year – refer notes.	●
		32, 33		Liquor licensing application responses developed in accordance with council policy direction and the Liquor Act 2007.	A response to liquor licensing matters continues to be provided. Weekly notification of activities reported in Councillors bulletin.	●
		28, 32, 33		Incorporate tourism into BSC Risk Management Plan.	Not progressed – refer notes.	●
3.7	Environmental Health & Compliance	17,18, 20, 22	Maintain effective relations with local and State agencies	Regional meetings and workshops facilitated by NSW Food Authority, Ministry of Health, Office of Environment and Heritage and other authorities attended by staff.	Regional meetings and workshops attended where relevant.	●
3.7	Environmental Health & Compliance	19	Maintain effective relations with local and State agencies	Actively involved with Australasian Environmental Law Enforcement Network (AELERT).	Council is a member AELERT.	●
3.8	Information Systems	3, 16, 23	Deliver and maintain resilient, reliable, and effective corporate information business applications, computing hardware, networking, and technology infrastructure.	Corporate software applications available to users between core business hours 7.30am to 4.30pm 98%.	Core systems uptime exceeds KPI of 98%.	●
3.9	Information Systems	23	Deliver information systems services and support to best practice standard.	Percentage service desk requests met service level targets 95%.	85% of requests resolved within agreed service level timeframes (total requests 2,646).	●
3.10	Information Systems	23	Deliver and maintain information systems software and hardware asset management plan.	Software Licences reconciled and endorsed with Vendors 100%.	All software licenses reconciled and current as at June 30 2015.	●
3.10	Information Systems	23		Software and Hardware Asset Management Program developed and endorsed.	Not progressed – refer notes.	●
3.11	Information Systems	23	Review and audit corporate data links and connection for ongoing cost efficiencies.	Audit complete and recommendations implemented.	Review on-going. Regular communication with Telstra to seek optimal use of resources. In agreement with Manager Utilities have separated SCADA data links from Corporate.	●
3.12	Information Systems	3, 12, 23, 24	Deliver phased implementation of Information Management and Systems Strategic Plan.	Delivered in accordance with endorsed implementation program and milestones.	2015 – 2019 IT Strategic plan adopted. IT Steering committee meeting every quarter, minutes recorded, action items issued and followed up. Process for requesting IT projects implemented.	●
3.13	Information Systems	23	Maintain council information and records management functions to improve efficiencies and meet legislative compliance.	Disclosure log published to the website every 2 months.	Disclosure log maintained and updated in accordance with the GIPA Act and current version of log is always available from Council’s website.	●
		23		Scanned historical records met established targets 85%.	Currently archiving 2003 hardcopy DA files.	●
		23		Formal GIPA applications processed within statutory timeframes 100%.	All applications have been processed within statutory timeframes.	●
3.14	Property, Procurement and Contracts	24	Deliver implementation plan for procurement roadmap recommendations.	Implementation program and milestones endorsed.	Completed to plan.	●
3.15	Property, Procurement, and Contracts	24	Maintain contracts register and report contracts in accordance with legislative requirements.	Contracts > $150k published in the Government Contract Register every two months 100%.	100%	●
3.15	Property, Procurement, and Contracts	24		Contracts > $50k published in the annual return 100%.	100%	●
3.16	Property, Procurement, and Contracts	24	Provide legislative support for leases and licenses over council owned and controlled land.	Notice and advice provided to asset manager >90 days of agreement expiry.	85%	●
3.16	Property, Procurement, and Contracts	24		Rental invoices raised on time consistent with lease/licence terms and conditions 100%.	100% Audit completed, CPI adjustments implemented.	●
3.17	Property, Procurement, and Contracts	24	Provide legislative lease and license support for the phased implementation of the Tyagarah Aerodrome adopted future options restructure.	Delivered in accordance with endorsed implementation program and milestones.	85% Pending advice from Crown Lands a regarding 34A license conditions.	●
3.18	Property, Procurement, and Contracts	46	Provide legislative licensing support for the competitive process to establish new community market licenses in accordance revised Sustainable Community Markets Policy.	Delivered in accordance with endorsed implementation program and milestones	100% Completed to project plan.	●
3.19	Property, Procurement, and Contracts	40	Deliver planned and preventative community building maintenance programs and services.	Special rates maintenance programme delivered in accordance with plan 75%.	70% Some program elements delayed but progressing.	●
3.19	Property, Procurement, and Contracts	40		Preventative maintenance delivered in accordance with the plan 90%.	95%	●
3.20	Property, Procurement, and Contracts	40	Deliver planned public amenities special rate capital works programs.	Capital works delivered in accordance with capital works plan 85%.	70%, refer notes	●
3.21	Property, Procurement, and Contracts	40	Deliver planned community building and swimming pool facilities capital works program.	Capital works delivered in accordance with capital works plan 85%.	80% Some program elements delayed but progressing.	●
3.22	Community Development	11, 27	Implement the following actions from the Disability Access and Inclusion Plan (DAIP): 1.1. Create a working relationship with sports oriented organisations to encourage “sports” related activities for people with a disability (5.2 from DAIP).	Training session for BRSCC staff held and information and skill development opportunities provided to sporting groups in the Shire.	“Sportsability” Training was held at the BRSCC for staff and Sports Clubs were invited to attend. The training was also attended by Out of School Hours (OOSH) Centre staff and Byron Herb Garden staff. A Sportsability Kit was purchased for loan to sporting groups, Out of School Hours Centres (OOSH) and BRSCC staff use. A “Sportsability Games” was held on 3 December to celebrate International Day of People with a Disability (IDPWD) with 12 participants and 3 staff from the Byron Herb Garden.	●
3.23	Community Development	11	Develop new/revised Disability Access Plan (DAP) 2014-2019.	New/revised DAIP developed.	Staff Training on the new Act and the implications for council was successfully held on 2 December 2014, with 17 staff present from across Council, 5 people with a disability, 2 Carers, and Guide Dogs NSW all giving brief presentations. The Draft Guidelines for the development of Disability Inclusion and Access Plans for expected from the Local Government NSW in October 2015, which will provide further direction to developing a new and mandatory Plan.	●
3.24	Community Development	11	Implement the following actions from the Positive Ageing Strategy (PAS) for 2014/15 1.1. Celebrate Carers Week (PAS 1.2.1 & 6.4.4) 2.2. Develop materials to encourage adaptation of existing dwellings for ageing peoples needs (PAS 3.2.1) 3.3. Support and encourage businesses to provide ‘age friendly’ access (PAS 4.2) 4.4. Provide customer service training to Council staff in relation to the needs of older people (PAS 5.4.1) 5.5. Celebrate Seniors Week in collaboration with community groups.	An event/function held to celebrate Carers Week.	Council partnered with Mission Australia to hold a Carers Week Morning Tea on 16 October at the Drill Hall Mullumbimby. In addition 2 Young Carers meeting to establish support for young people caring for their parents. This group is now supported by Carers Australia.	●
		11		Materials developed and promoted on Council’s website to assist older people to adapt their dwellings to enable them to live there safely for longer.	Currently updating Community Development website. This project will be included as a part of that process – for completion by December 2015. Working with the Regional Access Committee to develop a series of fact sheets – including adaptable housing information.	●
		11		Access Aware information developed and promoted on Council’s website to encourage local businesses to provide age friendly access.	Exploring best way of encouraging and promoting accessible Tourist facilities. Currently liaising with local Accessible Tourism website Managing Director and Council’s Economic Development team. Further meetings to develop this project occurring in August.	●
		11		Customer service training on the needs of older people held and attended by Council staff.	Initial discussion with Alzheimer’s Australia about the possibility of training based on their current Dementia friendly initiative.	●
3.25	Community Development	49	Produce and review Mobility Map promoting pedestrian access.	Mobility Map printed and available for distribution.	The Mobility Map completed in May 2014 and circulated following a number of field trips with people with a disability and a number of Access Committee members. This map is available on Council’s website.	●
3.26	Community Development	11	Implement the following Actions from the Youth Strategy and Action Plan: 1.1. Develop a specific Youth section on Council’s website with links to other relevant government and community based organisations websites. 2.2. Provide and promote information about Council and community services, facilities and resources for young people using contemporary and youth friendly modes of communication, including Council’s website. 3.3. Develop a resource that provides opportunities for young people to understand Council information and processes easily. 4.4. Facilitate activities for young people in their local communities. 5.5. Coordinate the Council’s activities for Youth Week. 6.6. Coordinate the Byron Youth Council. 7.7. Implement Council’s Small Change Grant and Youth Activities Grants.	Youth user friendly ‘Youth Council’ website developed and promoted to the community.	The Youth Council information on Council’s website has been reviewed and revised. The Youth Council also have a Facebook page where the majority of information is now distributed.	●
		11		Youth friendly resource developed to explain Council processes and procedures to youth.	Initial discussions held with Youth Council and Council staff. Project has not progressed due to a vacant position.	●
		11		Youth Week activities developed and coordinated.	Youth Week was held in April 2015. Council was involved in a Band Comp, Youth Arts Project, a skate comp and launched this years Youth Activities Grants in Youth Week 2015.	●
		11		Youth Council meetings held – at least 4 per year.	The Youth Council met In July, August, September, October, November, December 2014 and in February 2015.	●
		11		Small Change Grant and Youth Activities Grant process implemented.	Small Change Grants awarded to: Which Way Festival - Youth music festival Stand Out UpCycle Workshops - Upcycling workshops and fashion show Try A Little BYT - Youth Mentor training for Byron Youth Theatre Spirit of the Bay - Youth Music and cultural festival.	●
3.27	Community Development	15	Develop a Volunteer Policy and procedures/operations document to manage Council Volunteering Programs.	Volunteer Policy developed and adopted by Council.	The Volunteering for Council Policy was developed and adopted by Council in December 2014. Highlights: · Beautify Byron Day October 2014. · Section 355 Management Committees for community halls and venues had discussion forums in November 2014 and June 2015. · Byron Greeters at the events of AFL 9’s, Bay Lane Activation/ Byron Bay Surf Festival, Park and Ride 2014, Soul St NYE, Byron Bay Triathlon, and Mullum to Bruns Paddle.	●
		15		Procedures/Operations developed and adopted by Council.	The Procedures/Operation Manual was also developed in association with the Policy. As an operational document Council adoption is not required. They have been endorsed by the Directors.	●
		15		Volunteer register developed and base line information recorded.	A volunteer register has been developed and volunteers have been registered and utilised in a variety of projects, including Byron Greeters, New Years Eve and Beautify Byron Day.	●
3.28	Community Development	18	Apply for State and Federal Grants where applicable.	All grant applications recorded in the Council Grants Register.	Grant applications: 1. Carers Week Grant of $250 was successful. 2. Application for LGA/NSW Creative Ageing Grant applied for ($20,000). 3. Seniors Week Grant applied for and successful ($1,000). 4. Youth Week Grant applied for. 5. Fundability NSW Grant unsuccessful. 6. Department of Attorney General Crime Prevention Grant successful for $50,000 for CPTED (Upgrade to lighting in Fletcher Street). 7. Federal Safer Streets Program – Grant awarded for $200,000 for CCTV in Apex Park and Jonson Street. 8. Regional Arts Fund – successful for $20,000. 9. Mental Health Month – successful for $1,000. 10. Creative Ageing – successful for $4,000. 11. Department of Environment and Health – Aboriginal Heritage Study – application lodged – unsuccessful.	●
3.29	Community Development	29	Review Public Art Guidelines and implementation.	Guidelines reviewed and revised where required.	Guidelines reviewed and adopted by Council (14-471).	●
3.30	Community Development	29, 32	Manage the Public Art Assessment Panel (PAAP)	PAAP meetings held and outcomes reported to Council.	Meetings held in July, September, November 2014, February 2015 May 2015.	●
3.31	Community Development	29	Implement the Youth Art Project.	Prizes awarded, art exhibited and installed in public spaces.	All award winning art pieces replicated on aluminium sheets 1600x1220mm and erected on selected Council and community buildings.	●
3.32	Community Development	11, 18, 32, 33	Implement actions from the Safer Community Compact: 1.1. Safer Streets – Crime Prevention Through Environmental Design – further develop projects that meet this action from the Safer Community Compact (8.1) 2.2. Analyse and develop actions from the Byron Bay CBD Police Safety Audit 2013 to address the Safer Street Project (Compact 8.1) 3.3. Apply to the Attorney Generals Department for funding to implement the Safer Streets project from the Safer Community Compact.	Community Safety statistics from BOCSAR compared and reported on.	BOCSAR statistics used in the initial development of the Community Safety Compact. Council contributed to the development of OLGR’s Byron Bay Alcohol Action Plan which was reported to Council. A new Community Safety Compact is planned for development in 2016.	●
		11, 18, 32, 33		Grant application lodged for funding from the Attorney General.	Grant lodged with Department of Attorney General for Crime Prevention Grants and Council was awarded $50,000 for CPTED (Upgrade to lighting in Fletcher Street).	●
		11, 18, 32, 33		2013 Police Safety Audit reported on.	Actions developed from the Safety Audit and reported to the Executive Team. A progress report on the implementation of the Safer Community Compact was provided to Council in March 2014 (14-111). A new Community Safety Compact is planned for development in 2016.	●
3.33		11, 32, 33	Coordinate Council’s role in the provision of services and infrastructure for Schoolies and New Year’s Eve in Byron Bay. Work with community stakeholders, business, emergency services and Council directorates.	Participation in New Years Eve and Schoolies undertaken and outcomes compiled and reported on.	Council contributed lighting, facilities, waste management services, other logistical support and application fees to assist the Schoolies Safety Working Group in response to Schoolies 2014. Council provided considerable logistical support, extensive services, approvals, assessments and coordination for New Years Eve 2014. Council also supported the Byron Bay Community Centre to operate Soul Street and First Sun Events to celebrate and managed the Safe Summer in the Bay Committee, SEPA parking program to support Park and Ride over 7 days around New Year’s Eve. Reported to Council 26 February 2015.	●
3.34	Public Libraries	16, 34	Undertake the management of the current arrangement with the RTRL.	Library usage statistics compiled and analysed.	Library statistics for the three Shire branches are presented at each Richmond Tweed Regional Library (RTRL) Committee meeting. Meetings were held in August, November 2014, February, April and May 2015.	●
3.35	Public Libraries	16, 34	Work in conjunction with RTRL Councils to develop a new management model for regional library services.	New RTRL management model developed and agreements in place with member Councils.	Not progressed – refer notes.	●
3.36	Public Libraries	16, 34	Analyse the outcomes of the Local Government Review with regard to implications for the RTRL.	Report requested from the RTRL on the outcomes of the Local Government Review and reported to Council.	Not progressed – refer notes.	●
3.37	Byron Regional Sport and Cultural Complex (BRSCC)	16, 27, 35	Implement the actions/ strategies in the BRSCC Business Plan to encourage and provide opportunities for sporting, recreation and cultural activities in the Shire.	Number and nature of sporting, cultural and recreational events/activities held at the BRSCC.	Events included: · Uplift · Byron High School Formal · AFL 9’s National Competition · Youth Employment Forum · Gym for Life Challenge – National Gymnastics Competition · Senior North Coast Regional Basketball Tournament · Writers Festival · PASH (Positive Adolescent Sexual Health) Conference.	●
3.37	Byron Regional Sport and Cultural Complex (BRSCC)	27, 35		Demonstrated increase in the usage statistics for the facility (derived from the Business Plan).	Cultural and sporting activities have increased at the Complex. There is a new regular Sunday booking, a new regular dance group, a new Junior Roller Derby Team booking, and a new Fit Skate regular booking. These are in addition to the regular hires including Basketball, Footsal, Dance groups, pilates/fitness groups and Little Kickers. Current regular meeting room and function room hirers include Red Cross Blood Donation Bank, North NSW Health District training days, Ballina TAFE, Community Training Australia, Applied First Aid Nth Rivers, Jigsaw Consultative Group.	●
3.38	Byron Regional Sport and Cultural Complex (BRSCC)	35	Implement action and management practices that maximise utilisation and sustainability of the facility.	Income generation for the facility reviewed.	Total income for 2013/14 was around $248,000. The income for the BRSCC as at 30 June 2015 was $318,000, an increase of 28%.	●
3.38	Byron Regional Sport and Cultural Complex (BRSCC)	35		Expanded income sources.	The additional income sources has been derived through: · Introduction and development of food and beverage sales · Increased regular hirers · Reviewed fees and charges · Word of mouth about the facility · Increased casual bookings · Working on Kitchen lease.	●
3.39	Community Development	36	Develop Sport Stakeholder Forum.	4 Sports Stakeholder Forums conducted annually.	Forums were conducted in August, November 2014 and May 2015. Forums have not been well attended. Forums will continue in 2015 on a project basis and be held at 5pm on a Monday evening following the recommendations of Forum participants.	●
3.40	Community Development	11, 29, 37	In partnership with the Arakwal Corporation, implement the following actions from the Arakwal Memorandum of Understanding: 1.1. Tourism - Arakwal to be consulted with on the licensing/tendering for tourism operators and screening in relation to cultural heritage (1.2.6 from MoU). 2.2. Public Art Opportunities - Council to encourage the development of public art opportunities to allow opportunities for Arakwal people to have artistic and cultural expression (3.2.3 from MoU). 3.3. Consultation Process – Finalise the development of clear processes in regard to consultation and engagement with Arakwal on development applications and other planning mechanisms in lands within the Byron Shire. 4.4. Cultural Awareness Training – Cultural awareness induction for all new staff and offered to Councillors (4.2.4 from MoU).	Cultural awareness induction for all new staff and Councillors undertaken.	The Cultural Awareness training has been developed and is included in new indoor staff induction. The induction was also forwarded to all existing indoor staff to undertake as a refresher.	●
3.41	Community Development	37	Participate in NAIDOC Week celebrations, hosting a Council Flag Raising Ceremony and supporting Arakwal and community based events.	Participation in NAIDOC week celebrations undertaken.	NAIDOC Week was held in July 2014. Events included Council’s Flag Raising Ceremony, Exhibition and Award Ceremony in partnership with the Byron Community Centre, Family Fun Day in Partnership with Mullumbimby & District Neighbourhood Centre, and Council contributed and had a stall at the Arakwal Celebration Day.	●
3.42	Children’s Services - Sandhills	CSP SC2.3	Provide quality accredited early childhood education using appropriately qualified educators, promoting sustainable outcomes for children, and enhancing connections with the local community.	National Quality Framework rating of ‘Exceeding’ rating maintained.	Yes maintained.	●
				Greater than 90% occupancy rate based on 54 places achieved.	98%	●
				Greater than 12,000 per day enrolments per annum achieved.	13,507 enrolments	●
				3 sustainability education initiatives per year. Delivered.	Rous Water Watchers Recycling Compost Worm Farms Gardens	●
				3 community outreach events or activities per year delivered.	NAIDOC Week Little Big Sport day Annual Family & Friends Afternoon Tea Star Gazing Night	●
3.43	Children’s Services – Other	CSP SC2.3	Coordinate Out of School Hours Care (OOSH) services in Byron Bay, Mullumbimby and Brunswick Heads.	National Quality Framework Accreditation achieved.	Byron Bay, Mullumbimby and Brunswick Heads all achieved ‘Meeting National Standards’ accreditation.	●
				Greater than 55% occupancy rate in After School Care Services based on 65 places achieved.	40.34% annual occupancy rate across 3 Centres.	●
				Greater than 7000 per day enrolments in After School Care per annum achieved.	5481 total across 3 Centres.	●
				Greater than 75% occupancy rate in Vacation Care Services based on 120 places achieved.	72.33% average occupancy rate across 3 Centres.	●
				Greater than 4000 per day enrolments in Vacation Care Services per annum achieved.	4611 total enrolments for the three Centres	●
3.44	Children’s Services – Other	CSP SC2.3	Manage the contract and reporting requirements for the provision of parenting support programs (FaHCSIA funded).	Reporting documentation reported to FaHCSIA and Council.	All reporting and acquittals processed and reported to FaHCSIA.	●

● not achieved/completed (insert explanatory notes)

Item No	Explanatory text about why the action was not achieved or completed
3.4	Mosquito Trapping - The 2014/15 season achieved the highest recorded numbers of notifications for arboviruses in Byron Shire for the whole of NSW. Traps for mosquito trapping have been returned to the NSW Ministry of Health however on-going community education via Council’s website is occurring. Additionally DCP 2014 includes a chapter on Mosquitoes and biting midges to minimise the risk of occurrences in future developments.
3.6	Public Safety Policy - Review of the existing Policy commenced and is to be finalised in the 2015/16 financial year.
3.6	Incorporate tourism into BSC Risk Management Plan – Resources committed to higher priority risk projects
3.10	Software and Hardware Asset Management Program - resources committed to deliver critical upgrade of Authority, TRIM, Office and GIS systems, which is due to complete Oct 2015.
3.35	Development of a new Management Model - The RTRL have voted to hold off on this project until the outcome of the Local Government Review.
3.36	Report on the Outcomes of the Local Government Review - No report or action from the RTRL to date on the impacts of the Local Government Review.

Progress Report – Operational Plan

4. Infrastructure Services

Item No.	Budget Program	Delivery Program Ref Number	Actions 2014/2015	What will we achieve? / How will we measure completion?	Progress achieved year to date	Status
4.1	Water Services	16	Participation in Rous Water Agreement Liaison Committee.	Future Water Strategy developed.	Strategy developed. Groundwater option being investigated.	●
4.1	Water Services	16	Participation in Rous Water Agreement Liaison Committee.	Nil boiled water alerts achieved.	0	●
4.2	Water Services Sewer Services	16	Participation in the Northern Rivers Water Managers Group.	Number of effective initiatives /programs implemented.	Water meter procurement Chemical procurement SCADA service providers panel	●
4.2	Water Services Sewer Services	16	Participation in the Northern Rivers Water Managers Group.	Water supply security and resilience secured through the development of a regional future water strategy.	Strategy developed with Rous Water. Groundwater option being investigated.	●
4.3	Water Services	54	Coopers Shoot Water Reservoir - commence construction.	Construction completed by end of 2015.	Delayed – refer notes.	●
4.4	Water Services	20	Implement Backflow Prevention Project.	Number of new and effective education programmes/ initiatives implemented.	Complete and ongoing.	●
4.5	Sewer Services	20	Ongoing Trade Waste Education programme.	Number of new and effective education programmes/ initiatives implemented.	Complete and ongoing.	●
4.5	Sewer Services	20	Ongoing Trade Waste Education programme.	Increased protection to the sewerage system through effective Liquid Trade Waste regulation (95% of liquid trade waste generators in active regulation).	Complete.	●
4.6	Water Services	20	Ongoing Demand Management Education programmes.	Number of new and effective education programmes/ initiatives implemented.	Ongoing with Rous Water.	●
4.7	Sewer Services	42	Establish Koala habitat corridor through the Brunswick Valley STP property.	Native vegetation cover increased.	Corridor established. Planting ongoing.	●
4.7	Sewer Services	42		Bush regeneration and revegetation programs delivered.	Corridor established. Planting ongoing.	●
4.8	Sewer Services	45	Solar generation installed on West Byron STP.	Installation completed.	Complete.	●
4.9	Roads and Drainage	46, 51, 52	Deliver long term infrastructure maintenance and renewal programs.	Programs implemented within budget.	Maintenance activities delivered within overall approved budget for 2014/15. Capital Works delivered within approved and adjusted budgets with: · “Design Only” projects continuing into 2015/16 · Some projects under construction continuing into 2015/16. · A limited number of projects unable to be progressed in 2015/15. All of the above will be included in the “2014/15 Carry Over Report”, which will reported to a Council meeting later in 2015.	●
4.10	Roads and Drainage	51, 52	Implement stormwater plan across the shire.	Planned works are completed within budget.	All works approved & funded by Council were implemented except for: · 22 Bay St. · SGB Street Drainage Stage 1. Both projects will be included in the “2014/15 Carry Over Report”, which will reported to a Council meeting later in 2015.	●
4.11	Roads and Drainage	22, 44	Finalise floodplain management plans for Northern Shire Creeks and Belongil Creek.	Plans completed and adopted by Council.	North Byron Coastal Creeks Draft Flood Study reviewed by Committee 23/06/2015. Amendments to be made and presented August 2015 for further review. Draft Belongil Creek Floodplain Risk Management Study and Plan Summary and the Draft Belongil Creek Floodplain Risk Management Plan adopted 09/04/15 – res 15-135.	● ●
4.12	Traffic and Transport	50	Review the MR 545 Study.	Review and implementation of the study is ongoing and progressed as opportunity arises, e.g. funding, development proposal, etc.	Not complete – refer notes.	●
4.13	Traffic and Transport	48, 50	Develop an Integrated Transport Strategy.	Strategy developed and adopted by Council.	Not completed – refer notes.	●
4.14	Traffic and Transport	50	Complete planning and design of Byron Bay Bypass.	Plan and specifications complete.	The concept design and EIS have been completed. The DA for the project has been lodged and also the Bio-banking application.	●
4.15	Traffic and Transport	40	Develop Parking and Local Traffic Management Plans.	Plans completed and adopted by Council.	Byron Bay Town Centre Plan reported to Council May 2015. Other townships identified in future program.	●
4.16	Traffic and Transport	49	Complete the Pedestrian and Access Mobility Plan.	PAMP completed and adopted by Council.	Limited progress – refer notes.	●
4.17	Traffic and Transport	48, 49	Review the adopted Bike Plan.	Review completed and adopted by Council.	Limited progress – refer notes.	●
4.18	Recreational facilities	40	Develop landscape plans for towns and villages.	Completed plans adopted by Council.	Refer notes.	●
4.19	Recreational facilities	40	Develop a Communities Facility Plan (including recreation, parks and toilets).	Completed plans adopted by Council.	Park assets are now all spatially recorded and maintenance is being monitored. Data will be used towards developing plans.	●
4.20	Recreational facilities	40	Review Plans of Management for Council’s open space and sports fields and recreational areas.	Review completed and plans adopted by Council.	Refer notes.	●
4.21	Recreational facilities	40	Implement sports fields and recreational areas work plans.	Adopted actions from plan implemented.	The actions in the northern sports field strategy have been completed. No outstanding plans that we are aware of.	●
4.22	Open Spaces and Recreation	27	Develop a playing field on Lot 5 Shara Boulevard.	Project approval achieved.	The concept plan, REF and planning proposal have all been completed. Detailed design has been progressed with a construction tender scheduled before December 2015.	●
4.23	Cemetery	40	Develop a cemetery management strategy.	Strategy developed and adopted by council.	Unfunded – refer notes.	●
4.24	Waste & Recycling	46, 56	Introduce Food & Green Organics Kerbside Collection Service.	Service delivery commenced August 2014.	Contract Awarded, to commence 3 August 2015.	●
4.25	Waste & Recycling	16	Finalise the environmental impact statement for the Myocum Quarry Landfill project and prepare the development application.	Development application submitted for approval.	The EIS was completed and the DA lodged. Detailed comments from the EPA that were necessitate further costly work has prompted a strategic review of the project and a consideration of options.	●
4.26	Waste & Recycling	16, 24, 46	Participate in the Northern Regional Organisation of Council’s Regional Waste Managers Group’s feasibility investigation study into a regional waste management facility.	Feasibility study completed.	Feasibility study completed and an MOA to progress agreement on a governance structure was developed. Subsequent discussion between NOROC General Manager’s and Waste Coordinators identified the need to redefine the scope of the MOA to considers broader regional waste management (collection, diversion, and alternative waste technologies) not simply tied to waste disposal.	●
4.27	Waste & Recycling	16, 24, 46	Continue membership and participation in North East Waste (NEW) regional waste management programs and initiatives.	NEW supported to run regional waste management programs and initiatives. Regular meetings with NEW staff and member Council's waste managers.	Financial contribution provided to NEW to run regional waste management programs and initiatives in which Council participated. Bi-monthly and extraordinary meetings with NEW staff and member Council's waste managers attended.	●
4.28	Waste & Recycling	22, 24	Implement and maintain a contract management plan for contracts 2005-00074 Collection of Waste and Recyclables and 2013-0049 Organics Waste Collection Service.	Plan implemented.	Plan implemented.	●
4.29	Waste & Recycling	22, 46, 55	Develop and progressively implement Environmental Management System for the Myocum Resource Recovery Facility.	EMS developed and progressively implemented.	EMS continues to be developed and progressively implemented.	●
4.30	Waste & Recycling	24, 55	Develop and implement Myocum Resource Recovery Facility asset management plan.	Plan implemented.	Deferred – refer notes.	●
4.31	Waste & Recycling	40	Implement public bin enclosure asset management plan.	Plan implemented.	Asset management plan developed for implementation in 2015/16.	●
4.32	Waste & Recycling	46, 24	Implement Myocum Landfill Sustainable Leachate Management Project.	Project implemented.	Refer notes.	●
4.33	Waste & Recycling	46, 24, 22	Maintain compliance and participation of the Myocum LFG Resource Recovery Project in the Federal Governments Carbon Farming Initiative (or equivalent program).	Compliance and participation maintained.	Compliance and participation maintained.	●
4.34	Waste & Recycling	46, 24	Review and revise Council’s Waste Management and Disposal Strategy.	Revision completed.	Waste disposal strategy being revised as part of strategic revision of the Myocum Quarry Landfill project. Review of Waste Management Strategy 2012-2015 due in 2015/16.	●
4.35	Waste & Recycling	46, 24, 22	Plan for new Waste, Recyclables and Organics Collection contract to be delivered in August 2015.	Contract finalised.	Contract finalised and awarded to Solo resource Recovery. Services commence 3 August 2015.	●
4.36	Waste & Recycling	46, 24	Develop and implement a Council Operations Waste Management Plan.	Plan implemented.	Deferred – refer notes.	●
4.37	Waste & Recycling	46	Implement revised Waste Education Plan.	Plan implemented.	Deferred – refer notes.	●
4.38	Waste & Recycling	55, 24, 46	Implement business plan for Myocum Resource Recovery Facility re-use shop.	Plan implemented.	Deferred – refer notes.	●
4.39	Waste & Recycling	55, 24	Review Myocum Resource Recovery Facility operations to improve resource recovery and financial sustainability.	Review completed.	Review partially completed. Next stage of review pending results from strategic revision of the Myocum Quarry Landfill project.	●
4.40	Asset Management	22	Implement outcomes of the Contract/ Project Management Review.	Outcomes reported to the Internal Audit Committee.	Revised framework developed.	●
4.41	Asset Management	24	Finalise Roundhouse sales.	Subdivision and sales completed.	A detailed legal and planning process has been completed ahead of schedule. Sales will be progressed in the first half of 2015/16.	●
4.42	Asset Management	24	South Byron STP site demolition and remediation project.	Demolition completed.	The tender for demolition was awarded and work commenced in June 2015.	●
4.42	Asset Management		South Byron STP site demolition and remediation project.	Remediation Plan approved.	A detailed remediation action plan was completed.	●
4.43	Asset Management	24	Prepare Fletcher Street Byron Bay property options report.	Options report completed.	A detailed development potential evaluation report was completed including further assessment of the implications regarding parking requirements.	●
4.44	Asset Management	24	Lot 4 Station Street Mullumbimby future use determination.	Determination completed.	Refer notes.	●
4.45	Asset Management	24	Prepare Brunswick Valley STP site, Vallances Rd, options report.	Options report completed.	Refer notes.	●
4.46	Asset Management	24	Mullumbimby south, sports field land assessment and future use determination.	Assessment completed.	Constraints assessment was completed which highlights the issue of flooding. The flood study has confirmed that rezoning for residential purposes is unlikely to be successful.	●
4.47	Asset Management	26	Lot 12 Bayshore Drive Byron Bay remediation undertaken.	Actions from approved project plan completed.	The environmental assessment was completed and the Tree removal DA approved. Via submission to DAP a implementation plan has been confirmed that will allow the work to progress in stages.	●
4.48	Asset Management	51	Implement the long term asset management plan and prepare 10 year capital works program.	Asset Management Plan compliant with IP&R requirements.	Work has progressed in conjunction with preparation of the Council Improvement Plan to address Fit for Future requirements.	●
4.48	Asset Management	46, 51, 52		Asset Management Plan objectives achieved.	The road and associated infrastructure revaluation was conducted. Key information from the revaluation has been used to develop the draft 2014/15 Special Schedule 7 Infrastructure Report.	●
4.49	Asset Management	51	Asset Management priorities and methodologies reviewed and reported to the Executive Team, the Community Infrastructure Advisory Committee and Council.	Asset management priorities adopted.	An asset management program has been included in the Financial Sustainability Project Plan. Progress against the program is reported to ET on a monthly basis. Reports on Asset Management elements such as the Policy have been regularly reported to the Community Infrastructure Advisory Committee.	●
4.50	Asset Management	51	AIM system integration with financial data and CRM.	Integration successful.	Integration of the AM authority module with the financial system has been achieved through the deployment of work orders. Integration with the CRM module is dependent on an upgrade of the Authority version to 6.10 which will occur later in 2015.	●
4.51	Asset Management	51	Coordinate with the North Coast Integrated Regional Vulnerability Assessment (IRVA).	Contribution to the assessment recognised.	Council staff participated in the assessment and associated workshops. The process was facilitated by the EPA.	●
4.52	Asset Management	51	Review of the correlation of BSC flood development parameters with regional and state values.	Review outcomes adopted.	Not Complete.	●
4.53	Asset Management	44, 52, 53	Complete design and documentation for the interim beach access stabilisation works at Manfred Street, Don Street and Border Street, Belongil.	Design and Documentation completed and approved by Council.	REF completed December 2013. Works awarded to Harding Earthmovers in May 2015. Works expected to commence in August 2015.	●
4.54	Asset Management	44, 53	Construct interim beach access stabilisation works at Manfred Street, Belongil.	Works completed.	Works awarded to Harding Earthmovers in May 2015. Works expected to commence in August 2015.	●
4.55	Emergency Services & Flood Management	53	Ensure suitable arrangements are in place to manage emergencies within the shire.	Implement the Byron Shire Local Disaster Plan (DISPLAN) and the Emergency Operations centre (EOC) Standard Operating Procedures (SOP).	Plans are in place and implemented as required.	●
4.56	Emergency Services & Flood Management	53	Disaster Plan reviewed including sub plans, and operating procedures documented.	Disaster Plan scenario tested.	EOC Exercise for combined Tweed Byron LEMC successfully conducted by A/LEOCON.	●
4.57	Emergency Services & Flood Management	53	Regional collaboration initiatives on disaster response undertaken.	LEMC maintained and LEMP maintained.	REMC meetings attended. Input provided to regional plans as required / requested. Joint LEMC with Tweed / Byron allows for better regional collaboration.	●

● not achieved/completed (insert explanatory notes)

Item No	Explanatory text about why the action was not achieved or completed
4.3	Coopers Shoot Water Reservoir – commence construction – Delayed due to land procurement.
4.12	Review the MR545 Study – Res 15-151 has allocated $50,000. RFQ drafted but yet to be issued.
4.13	Develop an Integrated Transport Strategy – Not completed due to other priorities, which at time of writing is Byron Bay parking study (pay parking).
4.16	Complete the Pedestrian and Access Mobility Plan - Limited progress made with staff review and reports to Council’s Transport Advisory Committee. However is currently of lesser priority namely due to the Byron Bay parking study (pay parking).
4.17	Review the adopted Bike Plan - Limited progress made with staff review and reports to Council’s Transport Advisory Committee. However is currently of lesser priority namely due to the Byron Bay parking study (pay parking).
4.18	A landscape architect should be engaged to prepare the plans in consultation with the community, this is currently unfunded.
4.20	Plans of management for sports fields to be funded from sports field upgrades over next 3 years as they reach their review dates.
4.23	A cemetery management plan is best developed by a specialist in this field. This will occur when budget forecasts for cemeteries appears promising.
4.30	Develop and implement Myocum Resource Recovery Facility asset management plan – Project deferred due to branch resourcing issues.
4.32	Implement Myocum Landfill Sustainable Leachate Management Project - Preliminary designs completed. Project on hold pending outcome of strategic revision of the Myocum Quarry Landfill project. The results of this work have direct implications for the management options of leachate associated with the existing Myocum landfill.
4.36	Develop and implement a Council Operations Waste Management Plan – Project deferred due to branch resourcing issues.
4.37	Implement revised Waste Education Plan - Project deferred pending appointment of Resource Recovery Projects and Education Officer in proposed branch structure.
4.38	Implement business plan for Myocum Resource Recovery Facility re-use shop - Project deferred pending appointment of Resource Recovery Projects and Education Officer in proposed branch structure.
4.44	Lot 4 Station Street Mullumbimby future use determination - Progression and completion of the Rural settlement strategy could potentially influence options for this site which can be linked to the Vallances Road property holding.
4.45	Prepare Brunswick Valley STP site, Vallances Road, options report - Progression and completion of the Rural settlement strategy could potentially influence options for this site.

Other Achievements (Important or significant Actions achieved that are not in the Operational Plan)

Action name	Achievements obtained
Suffolk Park recreation upgrades	Significant improvements to western Suffolk Park with new playground, shelters and seating installed around sport field. Funded By s94 developer contributions.

Progress Report – Operational Plan

5. Sustainable Environment and Economy

Item No.

Budget Program

Delivery Program Ref Number

Actions 2014/2015

What will we achieve? / How will we measure completion?

Progress achieved year to date

Status

5.1

Development Assessment

Initiate electronic lodgement for Development Applications.

System implemented by June 2015.

The electronic lodgement for Development Applications is to be implemented with the upgrade of the authority system after October 2015.

●

5.2

Certification and Customer Service

2, 20, 21, 41

Provide a competitive and sustainable building certification unit.

80% of complying development certificates processed within 10 days.

90% of complying development certificates processed within 10 days (45/50).

●

2, 20, 21, 41

80% of construction certificates processed within 28 days.

96% of construction certificates processed within 28 days (381/395).

●

2, 20, 21, 41

95% of all inspections completed within two working days of request being made.

At least 99% of all inspections completed within two working days of request being made.

●

5.3

Certification and Customer Service

20, 21

Provide effective and efficient regulation.

60% of Plumbing and Drainage Applications (S68 LGA) processed within 28 days.

90% of Plumbing and Drainage (Water & Sewer) processed within 28 days (282/312).
87% of Plumbing and Drainage (Stormwater) processed within 28 days (61/70).

●

20, 21

60% of Roads Act Applications (S138 Roads Act) processed within 28 days.

85% of Roads Act Applications (S138 Roads Act) processed within 28 days (155/183).

●

5.4

Development Assessment

2, 20, 21, 41

Reduce number of undetermined Development and Section 96 Applications.

Reduce number of undetermined Section 96 applications in excess of 100 days to less than 20.

As at the 30 June 2015 the number of undetermined Section 96 applications in excess of 100 days (excluding stop the clock provisions) was 5.

●

2, 20, 21, 41

Reduce number of undetermined development applications in excess of 100 days to less than 45.

As at the 30 June 2015 the number of undetermined development applications in excess of 100 days (excluding stop the clock provisions) was 8.

●

5.5

Development Assessment

2, 3

Efficiently manage customer requests.

At least 80% of all customer ‘Planning Enquiries’ processed within 14 days.

80% of all customer ‘Planning Enquiries’ processed within 14 days (117/146).

●

5.6

Development Assessment

Certification and Customer Service

Encourage development industry involvement.

One development industry forum held and/or one development industry newsletter distributed each year.

Holiday Letting workshops and industry forums have been held to facilitate the formulation of a strategic approach to resolve this ongoing issue. Additionally an industry forum is proposed to be held in August to launch the new Electronic Housing Code.

●

5.7

Development Assessment

Certification and Customer Service

Improve administration processing efficiency.

Below duties actioned within 48 hours 90% of the time:

• registering, tracking and file creation of new applications.

• providing administration support from receiving requests from officers.

• additional information, inwards correspondence to be tracked and reallocated to officers.

• Responding to phone messages and providing assistance.

• Actioning request for information, including fees and charges, maps and the like.

·· Approvals to be processed, tracked and typed ready for officer signing within 48 hours at least 90% of the time.

Duties as listed generally actioned within 48 hours at least 90% of the time.

●

5.8

Land and Natural Environment

Develop Coastal Zone Management Plan for New Brighton and South Golden Beach (CZMP NB-SG) embayment (Res. 13-346, 13-347)

Preparation of CZMP NB-SG commenced.

Not progressed – refer notes.

●

5.9

Land and Natural Environment

42, 43

Implement adopted Coastal Koala Management Plan (KPoM).

Implementation of key actions commenced.

KPoM not adopted.

13/3/15: meeting with DoPE in Grafton. DoPE verbally advised that their legal advice is similar to ours – awaiting written confirmation.

March: Copy of legal advice issued to Councillors.

26/3/15: update Councillors at SPC workshop on current status.

31/3/15: Letter sent to DoPE requesting written direction to respond to legal advice.

16/4/15: presentation to Councillor SPC workshop.

7/5/15: meeting with DoPE in Grafton with Council’s preparing KPoMs to discuss way forward as a result of legal advice received.

11/6/15: preparing report for Council’s August meeting along with revised KPoM in line with legal advice.

Legal Services reviewed amended KPoM. Changes are considered to address the issues raised in the legal advice.

●

5.10

Land and Natural Environment

42, 43

Develop new Shire-wide Weed/Pest Management Policy to reduce use of chemical based herbicides and pesticides.

Draft Weed/Pest Management Policy completed.

January: Draft RFQ sent to 3 consultants.

March: Australian Wetland Consulting engaged to prepare strategy. Start up meeting held with Consultants and steering committee.

23 April: workshop with Council staff.

14 May: workshop with Biodiversity and Sustainability Advisory Committee.

16 May: workshop Landcare/ Dunecare groups, approx 20 people.

June: Draft Strategy V1 submitted; project team meeting to review 1^st draft; feedback provided to consultant.

●

5.11

Land and Natural Environment

42, 43

Implement priority actions in Vegetation Restoration / Management Plans.

High priority actions implemented.

The team worked 1084 hours controlling environmental weeds on 29 sites between January 1 and June 30, 2015. The total area under active management in this period was about 21 hectares. The distribution of hours by type is summarised in the table below.

Site Type	No. of sites	Hours worked	% Hours worked
Coastal dunes	4	92.5	9%
Road-sides	6	68.5	6%
Rural bushland	0	0	0%
STPs	3	379.5	35%
Urban bushland	17	543.5	50%
TOTALS	35	1777	100%

Three sites are co-managed with Landcare/Dunecare groups.

●

5.12

Compliance Services

19, 20

Facilitate community understanding of regulatory and compliance obligations

Policy to address non-complying developments developed.

Strategic Planning Workshop undertaken to provide options for Councillors and a review of the existing “Enforcement Policy” has commenced.

●

5.13

Land and Natural Environment

22, 25, 38, 41

Deliver sustainable residential, commercial, industrial and rural growth opportunities including affordable housing opportunities

Shire wide Local Environment Plan (LEP) and Development Control Plan (DCP) finalised and implemented.

21 July 2014: LEP and DCP 2014 commenced.

●

22, 25, 38, 41

Draft new Local Land Use and Development Strategy (LLUDS) progressed.

12/2/15: SPC workshop to commence discussion on revising scope of strategies towards a holistic land strategy.

12/3/15: SPC workshop to present revised project scope to Councillors.

26/3/15: follow-up workshop with Councillor to confirm agreed direction re strategy process.

May: Exhibition of Discussion Paper.

15/6/15: letters sent to OEH & DPI seeking assistance with RLUS Stage 2 mapping data.

25/6/15: analysis of community feedback completed.

30/6/15: farmland land use mapping completed.

30/6/15: analysis of remaining Rural Residential (R5 zone) subdivision potential under LEP 2014 completed.

30/6/15: report prepared for Executive Team meeting (July) re RLUS Internal Staff Engagement required for Stage 2.

●

22, 25, 38, 41

Creative sector opportunities explored for consideration in LLUDS.

Being explored throughout the development of the Rural and Residential Housing Strategy.

●

5.14

Land and Natural Environment

Work toward implementing NSW planning reforms

Emerging planning legislation reform from the Department of Planning progressively implemented as per established milestones.

Not progressed – refer notes.

●

5.15

Land and Natural Environment

Work towards reducing greenhouse gas emissions to meet targets of 30% reduction below 1990 levels by 2020

Priority Council and community initiatives, including education initiatives on energy efficiency and renewable energy progressively implemented.

Internal Sustainability Matrix Group formed to support delivery of the Low Carbon Strategy actions.

●

Annual report of Council’s progress toward meeting 30% reduction prepared.

Emissions Inventory: data analysis and report complete, reported to ET, further analysis undertaken to interrogate fuel data, council resolved to note Council’s progress towards 30% reduction and continue its commitment to reducing greenhouse gas emissions through a whole of Council approach to implementing the Byron Shire Low Carbon Strategy.

Virtual Net Metering: Advised that OEH grant of 15K has been awarded for Rule change and local VNM trial.

COREM - Community Owned Renewable Energy Mullumbimby: OEH funding grant successful and business plan submitted.

Council resolved to support Byron hire becoming a Zero Emissions Community and Community forum held on 20 June.

●

5.16

Land and Natural Environment

46, 47

Promote and encourage sustainable living in the Shire.

Increased number of new effective sustainability initiatives delivered.

5 June: Held an internal staff World Environment Day carpool and luncheon.

5 June: Successful World Environment Day stall in conjunction with Brunswick Valley Landcare at the Brunswick Old and Gold festival.

June: Four Northern Rivers Carpool signs erected at the entrance to Mullumbimby, Brunswick Heads and two coming into Byron from the North and South.

Sustainable House Day project launched, theme around Universal Housing/Adaptable Housing.

Greenhouse around the corner: partnered with Byron Regional College to deliver energy efficiency workshops to Council’s 355 committee community groups.

Electric vehicle being trialled by Council parking staff.

Solar Hot Water and Solar Power at Cavanbah Centre (BRSCC): RFQ called and submissions received.

●

46, 47

Maintained or increased number of:

· Sustainability seminars held;

· Community engagement opportunities undertaken to promote sustainable living;

· Ways farmers markets are promoted;

· Community gardens for food production in the Shire.

5 events supported for the 2015 Sustainable Seminar series.

2 editions of the Sustainability Newsletters sent and 4 news flashes.

Continuing to support Mullum Community Gardens; Shara Garden’s six months temporary licence granted; EOI received for community orchard at Waterlily Park, Ocean Shores and community garden at Main Arm.

Council’s Ethical Catering Suppliers List updated through EOI process.

●

46, 47

66% recovery of resources from the community domestic waste stream by 2015 (in accordance with State Government WARR Strategy target).

47% resource recovery rate from the domestic waste stream was achieved in 2015/16. Target not achieved due to postponement of food and garden organics collection service until August 2015. 66% target remains for 2015/16.

●

● not achieved/completed (insert explanatory notes)

Item No	Explanatory text about why the action was not achieved or completed
5.8	Preparation of CZMP NB-SG - Council resolved (Res 14-175) to delay the funding application and preparation of the CZMP for NB and SGB until early 2015/16
5.14	Emerging planning legislation reform - State Government have not moved forward with their proposed reforms.

Other Achievements (Important or significant Actions achieved that are not in the Operational Plan)

Action name	Achievements obtained
Deliver Koala Connections Project	Project so far delivered: 34,539 plants, 23 ha revegetation plus approx. 18.0 regeneration area, total area of dedicated project sites = 41 ha approx. across 68 properties, over 70 landholders with MOs and CTs (Byron Target was approx. 33 ha, 30,000 plants). Assistance to other areas of Council with compensatory planting sites. Growth rates exceeding expectations (50cm/month) and plant success rates (consistently greater than 90%). United Nations association of Australia World Environment Day Awards finalist
Deliver Byron Bay Graminoid Clay Heath Restoration Project	Feb: Preliminary burn planning developed March: consultation with Crown Lands re. land tenure; and North Coast Holiday Parks seeking approval to undertake works at Clarkes Beach. Clay Heath Restoration Guidelines developed by Wildsite to direct on ground works by bush regenerators. June: Hazard reduction certificate prepared and sent to Fire and Rescue NSW requesting them to prepare Burn plan. Aim for burn early Spring.
Undertake introduced animal management activities	April: Submission made on Local Land Services -North Coast Region Wild Dog Management Plan
Update Shire-wide Vegetation Mapping	Stage 1 – Coastal Lowlands: Feb: Draft mapping reported to Council for exhibition. Draft FAQ sheet and Veg Classification fact sheet developed for the public exhibition 18 March to 29 April: Public Exhibition March: update at SPC workshop on exhibition outcomes to date April: analysis of submissions and properties requiring ground truthing. May – June: ground truthing of properties in response to submissions. Stage 2 – remainder of the Shire: Request for Quotation prepared successful consultant engaged and review commenced
Prepare a Coastal Zone Management Plan for the Byron Bay Embayment (CZMP BBE)	January: OEH comments received on draft Coastal Hazard Management Study (CHMS) 28 January: Coastal workshop with Belongil landowners, the Crown and OEH. February: OEH comments on cost benefit analysis (CBA) received; and considered by consultants 9 March: Council report on CBA comments from OEH. Council resolved to undertake additional work on CBA (15-139) 30 March: report to council on update of CZMP (15-173) and progress against res 15-139 – revised CBA and establishing a PRG May: Variation on CBA commenced June: Corresponding with OEH re management study review timeframe requirements

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_logo300dpi TEMPLATE

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]

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

Date Commenced	29 March 1994
Policy Responsibility	Corporate and Community Services
Date Adopted	29 March 1994	Resolution No,
Review Timeframe	Within 5 months at the end of each year
Last Review Date:	August 2014	Next Review Date	July 2015

Doc No.	Date Amended	Details Comments eg Resolution No.
	24/9/96
	5/3/04	Res No. 04-166
#541785	27/9/05	Res No. 05-684
#606871	14/11/06	Res No. 06-730 adopted 28/6/07 07-342
#705189	27/9/07	Res No. 07-511
#754283	24/4/08	Res No. 08-252 placed on exhibition (#760664)
#779620	31/8/08	Res No. 08-525 adopted
#790811		Come into effect 13/9/08
#779666	28/8/08	Res No. 08-525
#790824		Placed on public exhibition
#805632	27/11/08	Res No 08-727
#815079	27/11/08	Res No 08-727 (adopted after exhibition)
#906057	13/8/09	Res No. 09-634 (adopted after exhibition – no submissions)
#942479		Amended in accordance with DLG Guidelines 09-36
#942479	7/10/10	Res No. 10-799 placed on exhibition (#942479)
#1057179	10/02/11	Res No. 10-1110 adopted 10/02/11 Res No. 11-14
#1069432	16/3/11	Res No. 10-1110 adopted 10/2/11 Res No. 11-14 Typo changes – ref Clauses
#1120094	25/8/11	Reported to Council for advertising 8/9/11 to 6/10/11.
#1151504	7/10/11	Adopted after close of exhibition see Res 11-648 – no submissions received
#1184365	9/1/12	Updated Page 3 and 7 of 14 - referencing Clauses
#E2012/7649	9/8/12	Adopted after close of exhibition period see Res 12-602 – no sub received
#E2013/48106	29/8/2013	Reported to Council for advertising #E2013/48057
#E2013/72869		Created with incorrect Policy No.
E2013/74016	7/11/13	Adopted after close of exhibition period – no sub received Res No. 13-411
E2014/46393	7/8/2014	Reported to Council for advertising E2014/46307
E2014/53161	12/8/2014	Amended for exhibition as per Res No. 14--378
E2014/61952	17/9/2014	Adopted after close of exhibition – no submissions received
E2015/45197	27/8/2015	Draft amended reported to Council I2015/718

Date	Meetings, Authorised Council Business and Inspections	Vehicle Allowance under 2.5L = 68c KM over 2.5L = 78c KM Rates subject to change as per Council Agreement (Award) No of kms 68c or 78c		Total $
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Date	Sundry Claims All receipts/Tax Invoices to be enclosed		Sub Total	$








			Total	$

Equipment	2151.004 ___	Total $___________	Sundry	2145.006 ___	Total $___________
Travel	2145.002 ___	Total $___________	Carers Expenses	2145.011 ___	Total $___________
Conference	2145.004 ___	Total $___________	Equip Support/svc	2145.012 ___	Total $___________
Telephone/data	2145.005 ___	Total $___________	Consumables	2145.013 ___	Total $___________

Habitat category	Post exhibition draft	Compliance with SEPP44 definition of potential koala habitat.	Changes
Primary Habitat	means areas of forest and/or woodland wherein primary food tree species comprise the dominant or co-dominant (i.e ≥50%) overstorey tree species.	Consistent with ‘potential habitat’ in SEPP44.	No change required
Secondary (Class A) Habitat	means areas of forest and/or woodland wherein primary koala food tree species are present but not dominant or co-dominant and usually (but not always) growing in association with one or more secondary food tree species.	Consistency with SEPP44 likely for most areas however would require clarification via site specific assessment to determine ‘potential habitat’ at a property scale.	means areas of forest and/or woodland wherein: primary koala food tree species form 15-50% of the overstorey tree species; or primary and secondary food tree species combine to form ≥15% of the overstorey tree species
Secondary (Class B) Habitat	means areas of forest and/or woodland wherein primary food trees species are absent, habitat containing secondary and/ or supplementary food tree species.	Consistency with SEPP44 likely for most areas however would require clarification via site specific assessment to determine at a property scale.	means areas of forest and/or woodland wherein primary food trees species are absent and secondary food tree species form ≥15% of the overstorey tree species.

Date Commenced:	27 August 2015	Time Frame to carry out objectives	The term of the Project Reference Group (PRG) shall coincide with the preparation of the draft Coastal Zone Management Plan Byron Bay Embayment (CZMP BBE) and shall conclude when the draft CZMP BBE is submitted to the Minister for certification..
Date Group to be Disbanded	The term of the PRG shall conclude when the CZMP BBE is submitted to the Minister for certification.
Convenor/Facilitator	Coastal and Estuary Officer
Review Timeframe

Principal Activity (Management Plan)
Related Legislation	Coastal Protection Act 1979 Local Government Act 1993 Section 451 Government Information (Public Access) Act) 2009
Related Policies	Code of Conduct Policy 1.8 Privacy Management Plan Work Health Safety Policy
Related Procedures/ Protocols, Statements, documents	Agenda Template for PRG Meetings Report Template for PRG Meetings Action List Template for PRG Meetings

Plan No.	Description	Prepared by	Dated:
2231 – 2 final	PROPSED RECONSTRUCTION Part STATION ST FOR SUBDIVISION TO CREATE 6 ALLOTMENTS	J.M. GARRATT	07/05/15

Landuse	Area (ha)	% Mapping Area
NPs, NRs , SCA and AA (unmapped)	2,274.1
Vegetation (excl plantation)	5,615.4	31.7
Plantation	974.8	5.5
Open water	134.0	0.8
Total vegetation	6,724.2	37.2
TOTAL Stage 1 project area	20,004.0
TOTAL mapping area (excl NPs etc)	17,729.9

Observation type	No polygons	% no polygons	Area (ha)	% area
1 Walk through	449	7.0	683.0	10.2
2 Seen from edge of polygon	750	11.7	961.9	14.3
3 Distance assessment	604	9.4	765.4	11.4
4 No ground truthing	4,523	70.4	4,149.2	61.7
5 Verification from other sources	95	1.5	164.7	2.4
Grand Total	6421	100	6,724.2	100

Date Adopted by Council		Resolution No.
Policy Responsibility
Review Timeframe	June – 2017 (or as legislative changes require)
Last Review Date:		Next Scheduled Review Date

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.					$