Notice of Meeting

 

 

 

 

 

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Extraordinary Communications Panel Meeting

 

 

An Extraordinary Communications Panel Meeting of Byron Shire Council will be held as follows:

 

Venue

Meeting Room 2, Station Street, Mullumbimby

Date

Tuesday, 20 November 2018

Time

4.00pm

 

 

 

 

 

 

 

Mark Arnold

General Manager                                                                                                                 I2018/2191

                                                                                                                                    Distributed 16/11/18

 

 


CONFLICT OF INTERESTS

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

Disclosure and participation in meetings

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

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

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

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

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

Participation in Meetings Despite Pecuniary Interest (S 452 Act)

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

Non-pecuniary Interests - Must be disclosed in meetings.

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

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

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

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

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

RECORDING OF VOTING ON PLANNING MATTERS

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

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

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

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

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

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

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

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

 


BYRON SHIRE COUNCIL

Extraordinary Communications Panel Meeting

 

 

BUSINESS OF MEETING

 

1.    Apologies

2.    Declarations of Interest – Pecuniary and Non-Pecuniary

3.    Adoption of Minutes from Previous Meetings

3.1       Communications Panel Meeting held on 27 September 2018

4.    Staff Reports

General Manager

4.1       Communication and Engagement Plan - Mullumbimby Hospital site remediation.......... 4

4.2       Media and Communications Report............................................................................... 11

Sustainable Environment and Economy

4.3       PLANNING - Rural Weddings and Events Communications and Engagement Plan.... 11

Infrastructure Services

4.4       Communication and Engagement Plan for the Public Exhibition of the Byron Bay to Suffolk Park Cycleway Investigation................................................................................................... 11   

 

 


BYRON SHIRE COUNCIL

Staff Reports - General Manager                                                                                   4.1

 

 

Staff Reports - General Manager

 

Report No. 4.1             Communication and Engagement Plan - Mullumbimby Hospital site remediation

Directorate:                 General Manager

Report Author:           Annie Lewis, Media and Communications Coordinator

File No:                        I2018/2018

Theme:                         General Manager

                                      General Manager

 

 

Summary:

The following report provides information on the communication and engagement plan that has been drafted for the remediation of the Mullumbimby Hospital site.

 

This report may be subject to change and the time line for the remediation has not been finalised.

 

  

 

RECOMMENDATION:

That the Communications Panel notes this report.

 

Attachments:

 

1        Communication and Engagement Plan - Mullumbimby Hospital remediation (final), E2018/80380 , page 8  

 

 


 

Report

 

The attached plan for the remediation of the Mullumbimby Hospital site has been developed to guide our engagement and communication with the community prior to and during the demolition and remediation process.

 

Running parallel to the demolition process are the findings of the project reference group which are being report to Council at the meeting on 22 November.

 

This plan acknowledges the future development of the site but has been written to specifically address the issues that will arise from the remediation process.  As more information is available, or becomes relevant with respect to the development of the site, the plan can be amended to incorporate new messages and strategies, or it may be the case that a new and separate plan is written.

 

The key messages for the remediation of the site are:

1.    There is asbestos on this site, we know this is a cause for community concern.

2.    Council will undertake significant communication with the community to make sure people know what is happening on the site.

3.    The contractor is on one of the best in Australia and has a lot of experience in cleaning up contaminated sites.

4.    There will be no threat to community health during the remediation on the site.

5.    There will be heavy equipment and temporary structures on the site to contain asbestos and other contaminants.

6.    The PRG is working separately to come up with a proposal for the future use/s of the site with one of the requirements being that the cost of the remediation is recouped and will report to Council in November 2018.

7.    The remediation will satisfy best practice, NSW legislation and the requirements of the EPA.

8.    An independent auditor of the removal will review all processes and monitor the site daily.

9.    There will be some impact on the community while the remediation is being done i.e. noise etc.

 

The sensitivities and challenges include:

1.    Asbestos contamination and effects on people is a very sensitive subject.

2.    The final settlement/contract exchange date between Byron Shire Council and NSW Health is still to be decided.

3.    Noise during the demolition will upset some people.

4.    Waste removal and the safety of this process and where it is being processed.

5.    Impacts on essential and emergency services to be considered.

6.    Public perception that the project is costing too much and we should have negotiated a better and less expensive outcome with NSW Health.

7.    The cost of remediation ($3 million +) is too much and should not be borne by Council because NSW Health was going to have to do it.

8.    Partial clarity on future use of the site, however full details not yet known.

9.    People may want to move out of their homes while the remediation process is underway and could try to seek financial compensation from Council.

10.  Development of the site – what it will look like, scale etc, is unknown.

11.  Community mistrust of Council to manage this project.

The communication and engagement plan is still subject to change but Council is committed to a high level of communication given the level of community interest in the site and the issues surrounding the removal of asbestos.

 

Financial Implications

 

Not currently known.

 

Statutory and Policy Compliance Implications

 

NIL


BYRON SHIRE COUNCIL

Staff Reports - General Manager                                                                                            4.1 - Attachment 1

 

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Communication and Engagement Plan                                                                                                                                   E2018/80380

Mullumbimby Hospital site remediation

                                                                                                             

Project  name

Mullumbimby Hospital site remediation

 

When

September 2018 – April 2019

Background

In 2017 Council purchased the Mullumbimby Hospital site, from NSW Health, for $1.  The site has a long history of contamination, including asbestos, and this is publicly known.  The site needs to be remediated before it is redeveloped.

In late 2017 Council formed the Mullumbimby Hospital Site Project Reference Group (PRG) which is made up of individuals and representatives of community groups.  The PRG has the job of coming up with a plan for the future use of the site, after remediation has been carried out.

A report providing an overview of the project will go to Council in October 2018. A more specific report containing the Mullumbimby Hospital Site PRG recommendations for future use of the site will go to Council in November 2018.

Recognising that the remediation of the site is expected to cost more than $3 million, the PRG must ensure that future development of the site will generate income to pay for remediation costs and its ongoing maintenance and upkeep.

Governance

Executive team and Communications Panel

Objectives

 

To ensure the community is aware of the scope of the remediation of the Mullumbimby Hospital site and the impact it will have on neighbours, stakeholders and the community.

Sensitivities and challenges

1.   Asbestos contamination and effects on people is a very sensitive subject.

2.   The final settlement/contract exchange date between Byron Shire Council and NSW Health is still to be decided.

3.   Noise during the demolition will upset some people.

4.   Waste removal and the safety of this process and where it is being processed.

5.   Impacts on essential and emergency services to be considered.

6.   Public perception that the project is costing too much and we should have negotiated a better and less expensive outcome with NSW Health.

7.   The cost of remediation ($3 million +) is too much and should not be borne by Council because NSW Health was going to have to do it.

8.   Partial clarity on future use of the site, however full details not yet known.

9.   People may want to move out of their homes while the remediation process is underway and could try to seek financial compensation from Council.

10.  Development of the site – what it will look like, scale etc, is unknown.

11.  Community mistrust of Council to manage this project.

Key messages

 

1.    There is asbestos on this site, we know this is a cause for community concern.

2.    Council will undertake significant communication with the community to make sure people know what is happening on the site.

3.    The contractor is on one of the best in Australia and has a lot of experience in cleaning up contaminated sites.

4.    There will be no threat to community health during the remediation on the site.

5.    There will be heavy equipment and temporary structures on the site to contain asbestos and other contaminants.

6.    The PRG is working separately to come up with a proposal for the future use/s of the site with one of the requirements being that the cost of the remediation is recouped and will report to Council in November 2018.

7.    The remediation will satisfy best practice, NSW legislation and the requirements of the EPA.

8.    An independent auditor of the removal will review all processes and monitor the site daily.

9.    There will be some impact on the community while the remediation is being done i.e. noise etc.

Media spokesperson

Mark Arnold - General Manager

Anna Vinfield – Manager Corporate Services
Simon Richardson - Mayor

 

Work contact

Annie Lewis: 6626 7320 / 0419 609 189 

Mick Crosbie – Project Officer:  6626 7279

Anna Vinfield – Manager Corporate Services:  6626 7178

Potential level of impact

Level 1 – local area but high impact

IAP2 Public Participation Spectrum

Inform – We will keep you informed


BYRON SHIRE COUNCIL

Staff Reports - General Manager                                                                                            4.1 - Attachment 1

 

Stakeholders

 

Internal

·      All staff

·      Customer service

·      Councillors

·      Major Projects Group

·      Council Committees, panels, Roundtables, Guidance Groups

External

·      Ratepayers

·      Aged Care home

·      Mullumbimby High School

·      Mullum Rural Co-Op

·      Residents

·      Arakwal (?)

·      Local media

·      Emergency services – police, ambulance, SES. fire etc.

·      Mullumbimby Progress Association

·      Mullumbimby Chamber of Commerce

·      Local businesses

 

Our promise

INFORM      We will keep you informed

Evaluation

 

Success will be measured by:

·      General community understanding of the project.

·      Confidence that there will be no health impacts or dangers to the community relating to the removal of contaminants.

Internal staff

Staff are to be made aware of the project and its timeframes.

Submitted to Director or Manager

Phil Holloway / James Brickley / Mark Arnold

Reported to ET

__ October 2018

Reported to Comms Panel

__  XXXXXXX 2018

 

Task

Audience

Details

Who is doing it?

Cost

Date to start/finish

Notify Arakwal

(if necessary)

Arakwal

Notify Arakwal Corporation of the project.

 Mick Crosbie

Annie Lewis

Staff Time

Arakwal Corporation will be advised of the remediation project via email and phone.

Briefing of Communications Panel (Crs Richardson, Coorey, Ndiaye, Martin)

Internal

The Communication Plan will be shared with Council’s Communications Panel to ensure they are aware of the plan, and the methods being used to promote the plan to the community and to staff.

Mick Crosbie

Annie Lewis

Staff time

October 2018

 

 

Briefing of Emergency Services

Police, Ambulance,  Byron District Hospital, SES, Fire and other emergency services

Emergency services to be briefed.

Mick Crosbie

Staff time

October  2018

 

 

Letters to Residents, Businesses and Stakeholders

External

Letter 1

Initial letter, including FAQs, to be delivered to residents in vicinity of old hospital with details of:

·      Confirmation of sale/exchange

·      Brief rundown on what will be happening on the site and when.

·      Contact number for more information.

·      Email address to subscribe to newsletter updates.

·      Advice that an information session will be held in November and that this will be advertised via the newsletter, in public notices in the Echo, on our website.

·      Hotline for people to ring if they have questions or want more information.

 

 

Letter 2

When dates are firm a second letter, including updated FAQs, will be delivered providing:

·      Dates for work to start

·      Reassurance that there will be no health impacts/contamination as a result of the remediation.

·      Comprehensive information about the timeline and process for the remediation of the site including what people can expect to see on the site.

·      Information about the security to be in place to stop trespassers.

·      Hotline for people to ring if they have questions or want more information.

·      The details for another community information session.

 

Mick Crosbie

 

Contractor

Staff time

Letter 1 - October 2018

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Letter 2 – when dates are known.

Meeting with Mullumbimby High School staff and P&C

External

Meeting to brief Mullumbimby High School Executive and P&C about project

Mick Crosbie

Contractor

Staff time

Contractor time

Meeting 1 - October 2018 (advising of plans)

Meeting 2 – when dates for the start of the process are known.

 

Meeting with aged care home

External

Meeting to brief aged care home about project

Mick Crosbie

Contractor

Staff time

Contractor time

Meeting 1 - October 2018 (advising of plans)

Meeting 2 – when dates for the start of the process are known.

Meeting with owner and staff of Mullumbimby Rural Co-op

External

Meeting to brief Co-op owner and staff about project

Mick Crosbie

Contractor

Staff time

Contractor time

Meeting 1 - October 2018 (advising of plans)

Meeting 2 – when dates for the start of the process are known.

Meeting with Mullumbimby Residents Association and Mullumbimby Chamber of Commerce

External

Staff to attend meeting of Mullumbimby Residents Association and Mullumbimby Chamber of Commerce to provide information about the project.

Anna Vinfield

Mick Crosbie

Staff time

To confirm as an agenda item for both organisations in early October.

Information Sessions

Residents and community

Staff to hold an information session for all.

 

Where & what forum????

 

Mick Crosbie

Anna Vinfield, Sarah Ford,  Deb Stafford,   Annie Lewis, Phil’s Holloway &Warner

 

Tweed Coast Demolition and Excavation, including specialist subcontractors

 

Staff time

 

 

 

Meeting 1 - October 2018 – to advise of the project

 

Meeting 2 – XXXXXX – to give information and details of the start of the project, timeframe, security, etc.

 

Community Roundtable briefing

External

Briefing to be provided to Community Roundtable on 24 October

Anna Vinfield

Mick Crosbie

Staff time

24 October 2018

Website

All

Website to provide information, FAQs, contact details

 

COMMs

Mick Crosbie???

Staff time

From October and throughout project.

Mick Crosbie to supply information to COMMS for website.

Media releases
as required

All

Media release 1

·      To alert people and businesses to the remediation plan, major issues etc.

 

Media release 2

·      To alert people to the start of work

 

Media release 3

·      To advise of completion of work

 

Others as required.

COMMS

Staff time

Media releases to go out as per the timeframes for the project.

Subscriber E-News

External

Weekly or fortnightly to provide updates on the project.

COMMS

Staff time

From October

General E-News

External

Regular posts in general E-News to advise of project.

COMMS

Staff time

From October

BSC Facebook posts

External

Promoting media releases and other messages as required.

COMMS

Staff time

 

To start in October

Display advertising (print)

External

Advertisements in local print media to advise of start of remediation.

 

Deadlines for advertisements are Wednesday the week prior to advertising in newspapers.

Mick Crosbie

 


Staff time

 

Advertising Costs - $700

2 x ¼ page ads (Byron Shire News and Byron Shire Echo) for two editions starting two weeks prior to demolition.

Staff update and promotion of project

Internal

Promotion and explanation of project to all staff.

Mick Crosbie

COMMS

Staff time

Internal media release and flush media.

 

External FAQ’s

External

FAQs on website

Mick Crosbie

Comms Team

Staff time

From October

Email to community groups

 

Email community groups to let them know about the project and time line

Mick Crosbie

Staff time

October

Customer Service updates

Internal

Customer Service to be briefed on Demolition to ensure they can respond to public inquiries.

Mick Crosbie

Staff time

From October

 

 

 

 

 

 

 

 

 

 

 

 

                                                                                                                                                                                        Total =


BYRON SHIRE COUNCIL

Staff Reports - General Manager                                                                                   4.2

 

 

Report No. 4.2             Media and Communications Report

Directorate:                 General Manager

Report Author:           Annie Lewis, Media and Communications Coordinator

File No:                        I2018/2145

Theme:                         General Manager

                                      General Manager

 

 

Summary:

 

This report is a summary of the working being undertaken by the Media and Communications team.

  

 

RECOMMENDATION:

That the Communications Panel note the Media and Communications Sept-Oct 2018 report.

 

 

 

 


 

Report

 

September - October 2018 Summary

 

Media statements

Media statements provided in September:

·    NSW Planner

·    Employment Lands Strategy

·    DAs

·    Byron Shire rates

·    Property flooding

·    Butler St

 

In October Council provided statements on:

·    NSW Planner

·    JRPP

·    West Byron x3

·    Peter Rees

 

Media releases

Media releases distributed in September:

·    Community Survey

·    Weevils

·    Resource Recovery Centre Upgrade

·    Tallow Creek opening

·    Tallow Creek scraping

·    Australia Day

·    PAMP & Bike Plan

·    Mullumbimby Hospital site

·    Clifford St roadworks

·    Open Space and Rec Needs study

·    Bayshore Dr Roundabout art

·    Bayshore Dr traffic changes

 

Media releases distributed in October:

·    Trapping program

·    West Byron rezoning

·    Climate emergency

·    Community Engagement Policy

·    Love Byron Halls

·    Lot 22

·    Bayshore Dr

·    Unauthorised holiday letting

·    Hinterland vistas

·    A dog’s breakfast

 

Social Media/Digital Communications

The statistics for September were:

·    1,768 page views

·    110 page likes

·    55,293 people reached

·    117 new page followers

·    22,605 video views

·    17,091 post engagements

 

The statistics for October were:

·    1,739 page views

·    78 page likes

·    26,938 people reached

·    91 new page followers

·    9,158 video views

·    15,462 post engagements

 

Videos shot and compiled by Amy in October were:

·    Lot 22

·    Bangalow Guidance Group

·    Rural weddings and events

·    Residential strategy

 

Digital Engagement

September - Bang the Table – Your Say Byron Shire

·    2,564 site visits

·    Projects include Tallow Creek Survey, Illegal Dumping, Pedestrian Access and Mobility Study (PAMP) and Bike Plan

·    The PAMP and Bike Plan survey has attracted 657 responses. 

 

October - Bang the Table – Your Say Byron Shire

·    1,179 site visits

·    The PAMP and Bike Plan survey had attracted 865 responses – HUGE.  Bang the Table has asked Amy and Allison to do a webinar to talk about the project.  They said it was an outstanding example of excellent engagement. 

 

Other projects

Other projects involving the COMMs team:

·    Bayshore Drive roundabout including traffic changes (Comms plan and coordination of information, community engagement etc)

·    Bangalow Bridges project

·    North Byron Flood Plan survey

·    PAMP and Bike Plan Comms

·    Mullumbimby Hospital site remediation – Comms plan

·    Something to Talk About newsletter

·    Transfer of advertising from Byron Shire News to Byron Shire Echo

·    Assisting with the grant application for digital facilities for the Brunswick Heads Library

·    Open Spaces and Rec Needs study

·    Community Survey

·    1 Broken Hd Road

·    Emergency comms planning

·    Booyong Bridge opening

·    Bangalow Parklands planning

·    Pay parking renewal program

·    New Year’s Eve comms

·    CZMP

·    A Dog’s breakfast

 


 

Website

·    Emergency Info – updated website navigation so existing emergency contact info can be accessed from ‘Do it online’ section of the site. Updating content for the page based on info received from the Red Cross after the Communicating in Recovery workshop. Set up meeting to kick off project planning/reporting/requirements for dashboard. Made contact with Sarah Anderson at the Office of Emergency Management – she has provided a contact at Lismore Council who is implementing a Get Ready project there.

·    Edited and set up information for the PAMP workshops on the website utilising dynamic list functionality. Assisted at the Mullumbimby workshop.

·    Undertook Site Admin training with Open Cities

·    Met with staff throughout the organisation:

Cathy from (IS) to understand GIS requirements for mapping functionality on the website

Met with Kylie Grainey (SEE) to discuss business requirements for the development of online forms on the website

Met with Donna Tucker (Customer Service) to discuss Emergency Info on the website and touch base about the work of the team

Met with Phil Warner to discuss Byron Bypass content for the website

Scheduled a meeting with staff at the Cavanbah centre to understand their website requirements

·    Reviewed website content and IA for:

Events and Venue Content – updates made on the website

Pay Parking content – recommendations drafted to improve site navigation and content.

 

Future focus

Other projects in the next several weeks include:

·    Production of Council news insert for mid November

·    1 Broken Hd Rd

·    Development of protocol for events

·    Development of Comms toolkit for staff

·    Media training for staff and Directors

·    IAP2 training for staff

·    Mullumbimby Hospital site remediation

·    Communication and Community Engagement Survey

·    Belongil estuary

·    Biodiversity Strategy

 

Financial Implications

 

NIL

 

Statutory and Policy Compliance Implications

 

NIL

 

Financial Implications

 

NIL

  


BYRON SHIRE COUNCIL

Staff Reports - Sustainable Environment and Economy                                     4.3

 

 

Staff Reports - Sustainable Environment and Economy

 

Report No. 4.3             Rural Weddings and Events Communications and Engagement Plan

Directorate:                 Sustainable Environment and Economy

Report Author:           Jamie Van Iersel, Planner - Place Planner

File No:                        I2018/2169

Theme:                         Sustainable Environment and Economy

                                      Planning Policy and Natural Environment

 

 

 

Summary:

 

The attached Communication and Engagement Plan outlines the range of activities and advertisements that will be carried out to promote the Public Exhibition of the Rural Function Centres Planning Proposal.

 

At the 17 October Executive Team meeting ET endorsed the Engagement and Communications Plan (attachment 1) as staff were ready to exhibit the Planning Proposal prior to the end of the year and needed to commence before this meeting.

 

This report summarises the key engagement activities which have commenced in line with the public exhibition starting on the 7 November to 21 December 2018. In brief, four community workshops are being held around the Shire with a range of advertisement tools to promote them and attract feedback.

  

 

RECOMMENDATION:

That the Communications Panel provide in principal endorsement of the Communication and Engagement Plan, noting that it may be subject to change.

 

Attachments:

 

1        26.2016.4.1 Rural Function Centre Communication and Engagement Plan Stage 2 Post-Gateway, E2018/81540 , page 11  

 

 


 

Report

 

In March 2018, staff consulted with the community on the issue of weddings and events occurring in the rural zones.  From this, Council resolved in June (18-404) to proceed with an amendment to the LEP to permit Function Centres with development consent in the RU2 zone.  A new local provision has also been drafted to provide controls regarding the rural function centres.  Gateway has been received and we are preparing for the formal round of community engagement associated with the Planning Proposal and associated LEP amendment.

 

Rural weddings/events are a highly controversial issue in the Shire, there are many engaged community members with strong and varying views on solutions.

 

The suggested engagement process has been designed to allow interested stakeholders and the wider community to test the recommendations that came out of the preliminary engagement, which would then allow the fine-tuning of the proposed LEP amendment and a final report to Council. 

 

Online methods have also been programmed to enable younger, harder to reach, and/or time-poor members of the community who may not otherwise be able to attend meetings.

 

In summary, the plan for community engagement involves:

1.    Four community workshops:

·      The workshops would begin with a brief presentation from Council staff and then move to small group work, involving

work on the key components of the proposed new LEP provision such as separation distance requirements, management requirements, etc.

definition – utilise standard-template definition or draft a new specific definition for the local area;

the possibility of implementing a registration system for approved rural function centres.

2.    Wider exhibition involving web material, newspaper ads etc, to allow involvement of and feedback from the wider community, including the following ‘online’ activities:

·      an online platform with appropriate engagement tools (surveys, pinpoint maps); and

·      the use of social media to reach community members with limited access to workshops will be taken advantage of.

 

Full details can be found in the Communications and Engagement Plan - see attachment 1.

 

Financial Implications

 

The costings of the engagement activities (newspapers, venue hire etc) will be met from existing budgets.

 

Statutory and Policy Compliance Implications

 

The Planning Proposal will be advertised in accordance with the Environmental Planning and Assessment Act and the Gateway determination letter.


BYRON SHIRE COUNCIL

Staff Reports - Sustainable Environment and Economy                                                     4.3 - Attachment 1

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BYRON SHIRE COUNCIL

Staff Reports - Infrastructure Services                                                                   4.4

 

 

Staff Reports - Infrastructure Services

 

Report No. 4.4             Communication and Engagement Plan for the Public Exhibition of the Byron Bay to Suffolk Park Cycleway Investigation

Directorate:                 Infrastructure Services

Report Author:           Daniel Strzina, Project Engineer

File No:                        I2018/2171

Theme:                         Infrastructure Services

                                      Local Roads and Drainage

 

 

Summary:

 

The Byron Bay to Suffolk Park Cycleway Investigation is complete and ready for Public Exhibition.  This report supplies to the Communications Panel the Communication and Engagement Plan for the Public Exhibition of the Byron Bay to Suffolk Park Cycleway Investigation Report.

  

 

RECOMMENDATION:

That the Communications Plan for the Public Exhibition of the Byron Bay to Suffolk Park Cycleway Investigation be noted.

 

Attachments:

 

1        24.2018.45.1 - Byron Bay to Suffolk Park Cycleway Investigation Report - Communication and Engagement Plan, E2018/85759 , page 11  

2        24.2018.45.1 - Byron Bay to Suffolk Park Cycleway Investigation Report with Appendices, E2018/90550 , page 11  

 

 


 

Report

 

At its ordinary meeting of 19 April 2018, Council resolved to:

 

a)      Endorse the Byron Bay (Browning St) to Suffolk Park (Clifford St) Cycleway Investigation Report and Preferred Option Concept Design completed by PSA Consulting (Attachments 1-8).

 

b)      Consider during the 2018/19 budget process allocation of funding to support application for the 2018/19 round of Active Transport and Stronger Communities Fund grants for works in 2019/20.

 

c)      Place the Byron Bay (Browning St) to Suffolk Park (Clifford St) Cycleway Investigation Report and Preferred Option Concept Design (Attachments 1-8) on the public exhibition, including the staged implementation and proposed 2018/19 funding, comprised of Council funds and grant funds.    (Res 18-248))

 

The attached Communication and Engagement Plan has been developed to proceed with this action.

 

Background

 

The Byron Bay to Suffolk Park Cycleway Investigation Report and Appendices attached to this report were developed by PSA Consulting in collaboration with Infrastructure Planning staff under the guidance of TIAC.  The Report and Appendices include a preferred option concept design for a cycleway that connects Byron Bay (Browning Street) to Suffolk Park (Clifford Street), which was developed during the course of the investigation to be the best and most cost effective option to come from the consideration of, but not limited to, a continuous single, on road cycleway on both sides of the road, a continuous dual lane on the Eastern side of the road or a continuous dual lane on the Western side of the road.

 

Public Exhibition

 

The Public Exhibition of the Byron Bay to Suffolk Park Cycleway Investigation Report and Appendices is to attract submissions from the public in relation to the findings of the report, particularly the preferred option concept design.

 

Financial Implications

 

Costs associated with the actions in the Communication and Engagement Plan have been accounted for in the project budget, as such there are no financial implications associated with this report.

 

The preferred option concept design as a while project is currently unfunded, however Council funds have been set aside to support application for funding through several grant programs.  One such program is the Stronger Country Communities Fund Round 2, for which an application for $500,000 was submitted to begin Stage 1 of this project.  Announcement of award is expected in November 2018.  In the case that our application is successful, the announcement of the award of this funding will be used to further promote the Public Exhibition process.

 

Statutory and Policy Compliance Implications

 

There are no statutory or policy compliance implications at this time.

 


BYRON SHIRE COUNCIL

Staff Reports - Infrastructure Services                                                                               4.4 - Attachment 1

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Communication and Engagement Plan

Public Exhibition of the Byron Bay (Browning St) to Suffolk Park (Clifford St) Cycleway Investigation Report and Preferred Option Concept Design (Attachments 1-8)

Project:

Byron Bay (Browning St) to Suffolk Park (Clifford St) Cycleway Investigation

Goals

To place the Byron Bay (Browning St) to Suffolk Park (Clifford St) Cycleway Investigation Report and Preferred Option Concept Design (Attachments 1-8) on public exhibition for comment by formal submission.

To promote the development of the Byron Bay (Browning St) to Suffolk Park (Clifford St) Cycleway Investigation Report and Preferred Option Concept Design.

To educate the community on the findings of the investigation and the proposed Concept Design.

When

(Please provide clear outline of process here)

16 November 2018 to 14 December 2018

Over 28 days, the Byron Bay (Browning St) to Suffolk Park (Clifford St) Cycleway Investigation Report and Preferred Option Concept Design (Attachments 1-8) will be placed on public exhibition for comment by formal submission.

A webpage will be created that:

·      Informs about the project and proposed funding streams

·      Provides quick statistics on the proposed concept design

·      Provides a link to the document for download

·      Provides locations where hardcopies of the document can be accessed

·      Provides a link to make a formal submission

The public exhibition will be promoted via:

·      Advertisements in the Echo and BSN

·      Social media

·      Emails to relevant stakeholder groups

·      Flyers at community noticeboards in Suffolk Park and Byron Bay

·      Mail drop along route

 

 

Background

In 2017, Byron Shire Council resolved to engage a consultant to:

·      Review existing shared path and cycleways on Broken Head Road and Bangalow Road, between Clifford Street and Browning Street, Byron Bay;

·      Review existing infrastructure against current standards and advise where upgrades may be required as part of the project;

·      Provide options including indicative costings which meet the Roads and Maritime Services (RMS) warrants and would likely receive RMS approval for filling the missing links along the shared path between Clifford Street and Browning Street, Byron Bay;

·      Identify which sections may be eligible for grant funding under the RMS Active Transport Grants Program; and

·      Undertake critical analysis for any proposed works including swept path analysis and considerations for emergency services.

PSA Consulting were engaged to undertake the Byron Bay (Browning St) to Suffolk Park (Clifford St) Cycleway Investigation; a thorough study into the route that involved a multifaceted approach to cycleway design and analysis of an array of possible options.  Extensive consultation with the Transport Infrastructure Advisory Committee and refinement of one of the options resulted in the development of a Preferred Option Concept design, which has been drawn up and included with a report on the investigation.

The findings in this Investigation Report and the associated Preferred Option Concept Design have been developed collaboratively with TIAC and endorsed by Council, who resolved on 21 May 2018 to place the Byron Bay (Browning St) to Suffolk Park (Clifford St) Cycleway Investigation Report and Preferred Option Concept Design (Attachments 1-8) on the public exhibition, including the staged implementation and proposed 2018/19 funding, comprised of Council funds and grant funds. (Res 18-248)

Governance

N/A

Objectives

That the community are aware of the proposal detailed in the report and preferred option concept design drawings.

That the community are given the opportunity to make a formal submission.

Sensitivities and challenges

1.   Plan involves removal of parking along the west side of Bangalow Road, some residents will be against this and may rally opposition.

2.   More responses may be received that are against removal of parking than for the proposal.

3.   Funding is not yet secured for any of the proposed works.  There is no timeline for delivery.

4.   Making sure respondents know that the Proposed Option Concept Design is a concept, not the final detailed design.

5.   Opens Ccouncil up to criticism of state of roads, potholes etc.

Key messages

 

1.   We’ve thoroughly investigated this situation and have come up with the most suitable proposal taking all factors into consideration.

2.   We’re committed to providing better cycleways and bike paths in the Byron Shire for the safety and wellbeing of our community.

3.   We’re committed to reducing the number of cars in town by encouraging cycling.

4.   We want to make footpaths safer by providing separate facilities for cyclists.

5.   We encourage cycling in the Shire as a more sustainable mode of transport than cars – and that is why we need well marked, maintained and connected cycleways.

6.   We’re working hard to attract state and federal grant funding to improve cycling in Byron Shire.

Media spokesperson

Phil Holloway

Work contact

 

Daniel Strzina

Potential level of impact

Level 3 – high impact on a local area

Our promise

 

IAP2 Public Participation Spectrum

Involve – We will keep you informed, listen to and acknowledge concerns and aspirations.

Stakeholders

Internal

·      All Staff

·      Customer Service

·     
Councillors

·      TIAC


External

·      Byron to Suffolk residents


·      Cycling groups

·      Athletic groups (triathletes etc.)

·      Schools (Byron/Suffolk)

·      School P&Cs (Byron/Suffolk)

·      Progress Associations (Byron/Suffolk)

·      Chambers of Commerce (Byron/Suffolk)

Evaluation

Success will be measured by:

·      Quality and quantity of submissions.

Internal staff

Phil Holloway (Director, Infrastructure Services)
Tony Nash (Manager Works)
Evan Elford (TL Infrastructure Planning)
Daniel Strzina (Project Engineer)
Annie Lewis
Allison Rogers
Amy Phillips
Stephanie Marchant

Submitted to Director or Manager

Phil Holloway
Tony Nash

Reported to Comms Panel/Council

PE to begin before next Comms Panel meeting – report to Comms Panel at 20 November Extraordinary Meeting


 

 

Task

Audience

Details

Who is doing it?

Cost

Date to start/finish

Briefing of Communications Panel (Crs Richardson, Coorey, Ndiaye, Martin)

Internal

The Communication Plan will be shared with Council’s Communications Panel to ensure they are aware of the plan, and the methods being used.

Dan Strzina

Staff time

PE to begin before next Comms Panel meeting – report to Comms Panel at 20 November Extraordinary Meeting

Branding development

External

Develop visual ‘look and feel’ with images and graphics for use on the website, for print advertising, social media, etc.

Use WalkRollRide details from PAMP and Bike Plan Comms to attract cycling fraternity.

COMMS
Dan Strzina

Staff time

Complete by 14 November 2018

Website information

External

Page to be developed for website.

COMMS
Dan Strzina

Staff time

Prepare by 14 November 2018
Ready to publish 16 November 2018

FAQs

Internal & External

FAQs to be developed and put on the website

Dan Strzina

Staff time

Prepare by 14 November 2018

Newspaper advertising

External

Advertising in Echo and BSN Council notices (public exhibition notices) as well as professionally designed display ads

COMMS

Staff time

Prepare ASAP for publishing by 14 Nov 2018

To be funded by IS

Social media

External

Social media posts and promotion of public exhibition

COMMS

Comms

Prepare ASAP for publishing by 14 Nov 2018

To be funded by IS

Staff update and promotion

Internal

Promotion and explanation of project to all staff

COMMS

Staff time

All Staff email

Delivery of hardcopy documents

External

Hardcopy documents to be printed and delivered to Council's Administration Centre

Dan Strzina

Staff time

Due by 14 November 2018

Customer service notification

Internal

Promotion and explanation of project to Customer Service

Dan Strzina

Staff time

Due by 14 November 2018

Letterbox drop to local residents

External

Letter to be written to local residents to advise of public exhibition

Dan Strzina

Staff time

16 November 2018

Flyers/letter to community noticeboards

External

Letter above or flyer to be put on noticeboards in Suffolk and Byron to advise of public exhibition

Dan Strzina

Staff time

16 November 2018

 


BYRON SHIRE COUNCIL

Staff Reports - Infrastructure Services                                                     4.4 - Attachment 2

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BYRON SHIRE COUNCIL

Staff Reports - Infrastructure Services                                                                               4.4 - Attachment 2

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BYRON SHIRE COUNCIL

Staff Reports - Infrastructure Services                                                     4.4 - Attachment 2

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BYRON SHIRE COUNCIL

Staff Reports - Infrastructure Services                                                                               4.4 - Attachment 2

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BYRON SHIRE COUNCIL

Staff Reports - Infrastructure Services                                                     4.4 - Attachment 2

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BYRON SHIRE COUNCIL

Staff Reports - Infrastructure Services                                                                               4.4 - Attachment 2

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