Agenda of Transport and Infrastructure Advisory Committee Meeting

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 Code of Conduct for Councillors (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 the Code of Conduct for Councillors.

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.

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 of the provisions in the Code of Conduct (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 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

Staff Reports - Infrastructure Services 4.1

Staff Reports - Infrastructure Services

Report No. 4.1 Minutes of Transport and Infrastructure Advisory Committee - Meeting of 30 January 2020 and extraordinary TIAC meeting of 19 May 2020

Directorate: Infrastructure Services

Report Author: Dominika Tomanek, Executive Assistant Infrastructure Services

File No: I2020/1070

Summary:

The previous minutes of Transport and Infrastructure Advisory Committee Meeting of 30 January 2020 are attached to this report and extraordinary Meeting of 19 May 2020.

There was no quorum present on the Transport and Infrastructure Advisory Committee Meeting of 30 April 2020 therefore the minutes were not presented to Council.

RECOMMENDATION:

That Committee note the report.

Attachments:

1 Minutes 30/01/2020 Transport and Infrastructure Advisory Committee, I2020/92 , page 8⇩

2 Minutes 19/05/2020 Transport and Infrastructure Advisory Committee Extraordinary, I2020/743 , page 12⇩

REPORT

The minutes of the Transport and Infrastructure Advisory Committee Meeting held on 30 January 2020 are attached. The minutes were reported to the 27 February 2020 Council Meeting which resulted in resolutions 20-047, 20-048, 20-049, and 20-050.

20-047

Resolved that Council adopt the following Committee Recommendation(s):

Report No. 4.1 Road Laser Condition Assessment - process and condition outcomes

File No: I2020/30

Committee Recommendation 4.1.1

1. That Council note the Road Laser Condition Assessment process.

2. That committee continue to receive information about the progress and improvement of the road network as data becomes available and findings be shared with the community.

20-048

Resolved: that Council adopt the following Committee Recommendation(s):

Report No. 4.2 Open Spaces Asset Management Plan Communication Strategy

File No: I2020/31

Committee Recommendation 4.2.1

That Council note the draft Communication Strategy for Open Spaces Asset Management Plan (OSAMP). n/Lyon)

20-049

Resolved that Council adopt the following Committee Recommendation(s):

Report No. 4.3 Integrated Transport Management Strategy - Update

File No: I2020/58

Committee Recommendation 4.3.1

1. That TIAC approve two extraordinary TIAC meetings to be held on Tuesday 3 March 2020 and Tuesday 19 May 2020.

2. That Committee receive the draft strategy before 11 February 2020 if possible.

20-050

Resolved that Council adopt the following Committee Recommendation(s):

Report No. 4.4 Stormwater Assets Management

File No: I2020/83

Committee Recommendation 4.4.1

1. That Council note the report.

2. That a further report regarding prioritisation and funding of shire wide urban stormwater renewals (including relationships to funding of other assets such as sewer and flood mitigation) be presented to the next available meeting of TIAC for consideration.

The reports related to the resolutions 20-048, 20-049 and 20-050 were included in the Agenda of Transport and Infrastructure Advisory Committee Meeting held on 30 April 2020. There was no quorum present on 30 April 2020 meeting, therefore reports related to resolution 20-0049 and 20-050 are included in the Agenda of 30 July 2020.

The Open Spaces Asset Management Plan Communication Strategy (related to resolution 20-048) was adopted by Council on 25 June 2020.. This plan and a dashboard poster are now available on our web site, link below:

https://www.byron.nsw.gov.au/Council/Community-Strategic-Plan-Our-Byron-Our-Future/Asset-Management-Plans

Council has also recently developed a PARK LOCATOR MAP which contains public toilets and the companion animal exercise areas. For your convenience the link is below:

https://www.byron.nsw.gov.au/Services/Online-mapping-tool

The attached minutes of the extraordinary TIAC meeting held on 19 May 2020 were reported to Council on 25 June 2020 and resulted in resolution 20-329. The Byron Integrated Management Strategy Report is also included in this Agenda.

20-329

Resolved that Council adopt the following Committee Recommendations:

Report No. 4.1 Byron Integrated Transport Strategy

File No: I2020/736

Committee Recommendation 4.1.1

That TIAC advise GTA that the following items are to be included in the DRAFT Byron Integrated Transport Strategy:

1. Provide addition facts, data and evidence within the body of the strategy to help make it more robust and usable for grant applications.

2. Provide an Action Table at the end of the strategy with a 20 year horizon. The table is to outline recommended priorities in regards to (but not limited to) recommended works program; research, studies and investigations; future strategy and policy development; aligning existing programs, policies, masterplans and strategies.

3. Provide a section presenting the regional context of Byron Shire Council. This section is to include the following scope of works:

a) State what adjoining regional councils, including Gold Coast City Council are proposing in regards to rail corridors and how Byron Shire Council may connect in with adjoining Councils.

b) A description of key transport corridors connecting to and through Byron Shire Council.

c) Supporting facts, data and evidence. This does not include the need to undertake detailed statistical analysis and data extrapolation.

4. That the ITMS revert to its original name, the Byron Shire Integrated Transport Strategy (BSITS).

5. That the draft BSITS be redrafted to reflect the scope of the brief particularly as follows:

a) Local, regional and national transport situation analysis that describes the various policy layers and assumptions and contrasts these with an on ground reality check.

b) Trends, demography and other data that assists in the forecasting of transport movements and trip drivers to, from and within Byron Shire.

c) Review and amend to integrate existing BSC studies and projects.

d) Expand discussion on sustainable transport opportunities including an acknowledgement of climate change.

e) Understand and respond to unmet transport needs and accessible transport; and

f) Discuss the benefits and equity of insuring access to transport. /Lyon)

Legal/Statutory/Policy Considerations

N/A

Financial Considerations

N/A

Consultation and Engagement

N/A

Minutes of the Transport and Infrastructure Advisory Committee Meeting held on Thursday, 30 January 2020

File No: Error! Unknown document property name.

PRESENT: Cr S Richardson (Mayor), Cr B Cameron, Cr J Martin

Staff: Phil Holloway (Director Infrastructure Services)

Michael Matthews (Manager Open Spaces and Resource Recovery)

James Flockton (Drainage and Flood Engineer)

Blyth Short (Assets Management Coordinator)

Dominika Tomanek (Minute Taker)

Community Representatives: Sapoty Brook, Graham Hamilton, Andi Maclean

Non-Voting Representatives: Linda Wirf (Transport Development Officer, Social Futures)

Cr Cameron (Chair) opened the meeting at 9:02 am and acknowledged that the meeting was being held on Bundjalung Country.

Apologies:

David Michie

Katrina Ross (Transport Development Officer, Social Futures)

Declarations of Interest – Pecuniary and Non-Pecuniary

There were no declarations of interest.

Adoption of Minutes from Previous Meetings

Committee Recommendation:

That the minutes of the Extraordinary Transport and Infrastructure Advisory Committee Meeting held on 3 December 2019 be confirmed.

(Cameron/Maclean)

The recommendation was put to the vote and declared carried.

Note: The minutes of the meeting held on 3 December 2019 were noted, and the Committee Recommendations to be presented to Council, at the Ordinary Meeting held on 27 February 2020.

Business Arising from Previous Minutes

There was no business arising from previous minutes.

Staff Reports - Infrastructure Services

Report No. 4.1 Road Laser Condition Assessment - process and condition outcomes

File No: I2020/30

Committee Recommendation:

1. That Council note the Road Laser Condition Assessment process.

2. That committee continue to receive information about the progress and improvement of the road network as data becomes available and findings be shared with the community.

(Richardson/Hamilton)

The recommendation was put to the vote and declared carried.

Report No. 4.2 Open Spaces Asset Management Plan Communication Strategy

File No: I2020/31

Committee Recommendation:

That Council note the draft Communication Strategy for Open Spaces Asset Management Plan (OSAMP).

(Hamilton/Brook)

The recommendation was put to the vote and declared carried.

Report No. 4.3 Integrated Transport Management Strategy - Update

File No: I2020/58

Committee Recommendation:

1. That TIAC approve two extraordinary TIAC meetings to be held on Tuesday 3 March 2020 and Tuesday 19 May 2020.

2. That Committee receive the draft strategy before 11 February 2020 if possible.

(Cameron/Maclean)

The recommendation was put to the vote and declared carried .

Report No. 4.4 Stormwater Assets Management

File No: I2020/83

Committee Recommendation:

1. That Council note the report.

(Hamilton/Maclean)

The recommendation was put to the vote and declared carried.

There being no further business the meeting concluded at 10:59 am.

Minutes of the Extraordinary Transport and Infrastructure Advisory Committee Meeting held on Tuesday, 19 May 2020

File No: Error! Unknown document property name.

PRESENT: Cr S Richardson (Mayor), Cr B Cameron, Cr J Martin

Staff: Phil Holloway (Director Infrastructure Services)

Evan Elford (Manager Works)

Andrew Pearce (Traffic Engineer)

Dominika Tomanek (Minute Taker)

Community Representatives: Sapoty Brook, Graham Hamilton and David Michie

Non-Voting Representatives: Katrina Ross (Transport Development Officer, Social Futures)

Consultants: Nick Buchanan and Will Fooks (GTA)

Cr Cameron (Chair) opened the meeting at 12:18 and acknowledged that the meeting was being held on Bundjalung Country.

Apologies:

Andi Maclean

Declarations of Interest – Pecuniary and Non-Pecuniary

There were no declarations of interest.

Adoption of Minutes from Previous Meetings

Note:

The motion was not put to the vote. The minutes of the Transport and Infrastructure Advisory Committee Meeting held on 30 January 2020 will be presented to the next TIAC meeting on 30 July 2020.

Note: The minutes of the meeting held on 30 January 2020 were noted, and the Committee Recommendations adopted by Council, at the Ordinary Meeting held on 27 February 2020.

There was no quorum present on the extraordinary Transport and Infrastructure Advisory Committee Meeting of 3 March 2020 and the ordinary TIAC meeting of 30 April 2020 therefore the minutes/notes were not presented to Council.

Business Arising from Previous Minutes

There was no business arising from previous minutes.

Staff Reports - Infrastructure Services

Report No. 4.1 Byron Integrated Transport Strategy

File No: I2020/736

Committee Recommendation:

That TIAC advise GTA that the following items are to be included in the DRAFT Byron Integrated Transport Strategy:-

1. Provide addition facts, data and evidence within the body of the strategy to help make it more robust and usable for grant applications.

3. Provide a section presenting the regional context of Byron Shire Council. This section is to include the following scope of works:-

a) State what adjoining regional councils, including Gold Coast City Council are proposing in regards to rail corridors and how Byron Shire Council may connect in with adjoining Councils.

b) A description of key transport corridors connecting to and through Byron Shire Council.

c) Supporting facts, data and evidence. This does not include the need to undertake detailed statistical analysis and data extrapolation.

4. That the ITMS revert to its original name, the Byron Shire Integrated Transport Strategy (BSITS).

5. That the draft BSITS be redrafted to reflect the scope of the brief particularly as follows:-

a) Local, regional and national transport situation analysis that describes the various policy layers and assumptions and contrasts these with an on ground reality check.

b) Trends, demography and other data that assists in the forecasting of transport movements and trip drivers to, from and within Byron Shire.

c) Review and amend to integrate existing BSC studies and projects.

d) Expand discussion on sustainable transport opportunities including an acknowledgement of climate change.

e) Understand and respond to unmet transport needs and accessible transport; and

f) Discuss the benefits and equity of insuring access to transport.

(Cameron/Martin)

The recommendation was put to the vote and declared carried.

There being no further business the meeting concluded at 2:14 pm.

INFORMATION ABOUT THIS DOCUMENT

Date Adopted by Council	December 2007	Resolution No.	07-730
Document Owner	Director Infrastructure Services
Document Development Officer	Asset Management Coordinator
Review Timeframe	2024
Last Review Date:	2020	Next Scheduled Review Date	January 2024

Document History

Doc No.	Date Amended	Details/Comments eg Resolution No.
#720612		Adopted at Ordinary meeting 13/12/07
#2014/33229	4/6/2014	Reported to Community Infrastructure Advisory Committee 4/6/2014 deferred to 4/12/2014 Reported to Council for exhibition 5/2/2015
E2015/15623	5/2/2015	Res 15-012 draft Policy to go on exhibition Exhibition dates 25/3/2015 to 22/4/2015
E2015/27107	23/4/2015	No submissions received adopted after close of exhibition in accordance with Res 12-012
E2016/19038	23/03/2016	Edit - added Resolution 14-203 with amendments
E2020/4726	22/01/2020	Updated – IP&R Figure 1, Objectives simplified, Strategic Asset Management Plan (SAMP) title, and Asset Management Information System section removed.

Further Document Information and Relationships

List here the related strategies, procedures, references, policy or other documents that have a bearing on this Policy and that may be useful reference material for users of this Policy.

Related Legislation	Local Government Act 1993 (NSW) – IP& R requirements POEO Act (1997)
Related Policies
Related Standards, Procedures/Protocols, Statements, documents	Asset Management Strategy (#1252114)

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

1. OBJECTIVES

The objective of asset management is to maximise asset service delivery potential and manage

related risks and costs over an asset’s entire life. Asset management is about intervening at

strategic points in an asset’s life cycle, optimising the performance of the asset and minimising the

cost to maintain it. It requires a proactive approach to asset maintenance and planning to identify

works prior to costly and potentially dangerous asset failure occurring. Byron Shire Council’s maintenance and capital works will be prioritised where possible using a risk based approach. This decision has been further confirmed via consultation with the Community Solutions Panel in 2018 (Community Solutions Panel Final Report, E2018/33402).

Asset management is a systematic process to guide the planning, operation, maintenance, acquisition, renewal, enhancement and disposal of assets. Asset management aims to maximise asset service delivery potential and manage related risks and costs over the entire life of assets.

Council recognises that asset management investment in accordance with an adopted policy will optimise the use of resources on infrastructure assets that are important to the local community and are fundamental to Council’s overall service delivery. Council will develop and maintain assets in the most cost effective manner, driven by defined service levels and performance standards. This will form the objectives of the individual Asset Management Plans.

This policy guides Councils commitment to resource and maintain an asset management framework so that the following objectives are achieved as outlined in the Strategic Asset Management Plan:

a) What assets council has (Section 2.2)

b) Our assets and their management (Section 2.3)

c) Where does council want to be (Section 2.4)

d) How will council get there (Section 2.5)

2. SCOPE

This policy is to set a framework and guide for the strategic management of Council’s infrastructure assets in a structured and coordinated way. Assets are managed in accordance with Council’s Community Strategic Plan.

3. DEFINITIONS

Asset Life Cycle

This is the period of ownership of an asset from the planning and design phase through to decommissioning or disposal.

Level of Service

Defining and meeting community expectations in relation to the quality and quantity of services delivered by Council. In the context of asset management, this applies to assets such as roads.

4. STATEMENT

The Policy objectives will be achieved through the implementation of the actions associated with the following elements:

1. Asset Management System

2. Strategic Asset Management Plan

3. Asset Management Plans for specific asset classes

4. Asset Management Planning Process

4.1. Asset Management System

Asset management outcomes are the result of the asset management system. Failure to develop the system and improve the system will result in deteriorating performance. The key components in council’s asset management system include:

a) Asset management software

b) Asset registers and condition assessments

c) Asset valuations

d) Lifecycle costs

e) Predictive modelling (including condition and financial)

f) Risk analysis (Risk Management Procedures by asset class)

g) Community evaluation (Quantified customer levels of service with surveys)

h) Asset Management Strategy

i) Asset Management Plans by asset class

j) Asset operational / maintenance programs

k) Organisation and regulatory reporting

l) Strategic planning capability

4.2. Strategic Asset Management Plan

The IP &R legislation specifies that the Strategic Asset Management Plan (SAMP) must include a council endorsed Asset Management Policy. The SAMP must identify assets that are critical to the council’s operations and outline risk management strategies for these assets. It must include specific actions required to improve council’s asset management capability and projected resource requirements and timeframes.

Council’s SAMP will:

a) Link and integrate Council’s plan and resources, indicating which services are to be delivered through which assets;

b) Forecast future service delivery needs and the capacity of assets to meet those, on short, medium and long-term bases;

c) Provide a full overview of expenditure on new assets and the existing asset base;

d) Specify asset management procedures, systems, resources and training; and

e) Establish systems for asset performance measurement and to ensure theoretical system implementation is realised in practice.

Council has prepared a Strategic Asset Management Plan (E2016/108039) included in the current CSP documentation.

4.3 Asset Management Plans

The IP &R legislation specifies that the Asset Management Plans must encompass all the assets under council’s control. The plans must identify service standards and contain long term projections of asset maintenance, rehabilitation and replacement costs.

Council’s individual Asset Management Plans will:

a) Define levels of service within financial/resource/risk constraints;

b) Present forecasts for acquisition, operation, maintenance and capital expenditure, and for revenue, where relevant;

c) Specify the capital expenditure for renewing, upgrading or extending assets;

d) Justify the contribution of each asset in terms of value for money for the Council; and

e) Establish the targets and measures that will be used for monitoring progress with its implementation.

Asset management plans will be reviewed and revised following the formal revaluation process for an asset class due to enhanced condition assessment data and financial data. There is a rolling cycle of 5 years for revaluations as prescribed by the Division of Local Government.

4.4 Total Asset Management Process Planning Flowchart

Below is the asset management process at Byron Shire, this aligns with the International Infrastructure Management Manual and the IP&R framework.

Figure 2 The Corporate Asset Management Framework (IPWEA, 2016).

5. LEGISLATIVE AND STRATEGIC CONTEXT

In 2009, the NSW Government amended the Local Government Act 1993 (NSW) to introduce the Integrated Planning and Reporting (IP&R) framework in a bid to foster a strong and sustainable Local Government system. The IP&R framework is composed of a suite of integrated processes and documents to streamline Local Government planning and reporting. This suite includes:

· A 10 year community strategic plan.

· A resourcing strategy (which includes an asset management strategy).

· A 4 year delivery program.

· A 1 year operational plan.

· An annual report.

Asset management is integral to the IP& R framework and council must account for and plan for all of the existing assets under its ownership, and any new asset solutions proposed in its Community Strategic Plan and Delivery Program. The council must prepare a Resourcing Strategy which includes Asset Management Strategy and Asset Management Plan/s, a Long Term Financial Plan and Work Force Management Plan to support the Community Strategic Plan and Delivery Program (Figure 1).

Figure 1 Department of Local Government - Integrated Planning and Reporting Framework (OLG NSW)

6. SUSTAINABILITY

6.1 Economic

Infrastructure economic sustainability is reported annually in the Financial Statements and Special Schedule 7.

6.2 Governance

Council and Advisory Committees

This policy is enacted through Council, as the custodians of community assets, to demonstrate the organisation’s commitment to Council’s vision and strategic objectives through an integrated and resourced asset management framework which includes appropriate advisory committees.

Asset Management Resources

Council will resource the capability and capacity to lead asset management and maintain the core functions of an asset management system as detailed in this policy.

The Asset Management Working Group (AMWG)

"All council's, irrespective of size or location, need to ensure that the sustainable management of assets is a 'whole of council' responsibility, and that this is recognized at all levels within the council" (DLG Planning & Reporting Manual 2013).

The purpose of the Asset Management Working Group (AMWG) is to facilitate and coordinate asset management across the organisation.

The AMWG will implement, monitor and report on the delivery of actions articulated in the asset management strategy and asset management plans that are associated with this policy.

Audit and Review

The implementation of this policy and the associated asset management framework will be subject to audit and review by council’s internal and external auditors. This policy shall be reviewed every four years to ensure that it meets the requirements of legislation and the needs of Council.

REFERENCE:

International Infrastructure Management Manual 2016, Institute of Public Works Engineering Australia (IPWEA).

Office of Local Government, NSW, viewed 22/1/2020,

https://www.olg.nsw.gov.au/councils/integrated-planning-and-reporting/framework

BYRON SHIRE COUNCIL

Staff Reports - Infrastructure Services 4.3

Report No. 4.3 Byron Shire Integrated Transport Update

Directorate: Infrastructure Services

Report Author: Andrew Pearce, Traffic Engineer

James Flockton, Infrastructure Planning Coordinator

File No: I2020/892

Summary:

All feedback from various reviews of the Byron Shire Integrated Transport Strategy (BSITS) has now been included into the draft document (Attachment 2)

The updated draft Byron Shire Integrated Transport Strategy is now presented to Transport Infrastructure Advisory Committee for further review and comment.

RECOMMENDATION:

That Council resolve the following:-

1. That the Draft Byron Shire Integrated Transport Strategy is revised to the appropriate graphic design format for accessibility by the community prior to public exhibition.

2. That Council place the revised Draft Byron Shire Integrated Transport Strategy on public exhibition for 30 days.

3. That all feedback and comments collected during the public exhibition be reviewed by the Transport Infrastructure Advisory Committee prior to presenting the final draft Byron Shire Integrated Transport Strategy to Council for adoption.

Attachments:

1 BSITS Feedback Tasks - TIAC, E2020/50888 , page 30 ⇩

2 Byron Shire Integrated Transport Strategy Draft Report 200715 rep-N176800, E2020/53344 , page 38 ⇩

REPORT

At Councils meeting of 26 June the following was resolved:-

20-329 Resolved that Council adopt the following Committee Recommendations:

TIAC Committee Recommendation 4.1.1

That TIAC advise GTA that the following items are to be included in the DRAFT Byron Integrated Transport Strategy:

1. Provide addition facts, data and evidence within the body of the strategy to help make it more robust and usable for grant applications.

3. Provide a section presenting the regional context of Byron Shire Council. This section is to include the following scope of works:

a) State what adjoining regional councils, including Gold Coast City Council are proposing in regards to rail corridors and how Byron Shire Council may connect in with adjoining Councils.

b) A description of key transport corridors connecting to and through Byron Shire Council.

c) Supporting facts, data and evidence. This does not include the need to undertake detailed statistical analysis and data extrapolation.

4. That the ITMS revert to its original name, the Byron Shire Integrated Transport Strategy (BSITS).

5. That the draft BSITS be redrafted to reflect the scope of the brief particularly as follows:

a) Local, regional and national transport situation analysis that describes the various policy layers and assumptions and contrasts these with an on ground reality check.

b) Trends, demography and other data that assists in the forecasting of transport movements and trip drivers to, from and within Byron Shire.

c) Review and amend to integrate existing BSC studies and projects.

d) Expand discussion on sustainable transport opportunities including an acknowledgement of climate change.

e) Understand and respond to unmet transport needs and accessible transport; and

f) Discuss the benefits and equity of insuring access to transport. (Hunter/Lyon)

Following this resolution the Byron Shire Integrated Transport Strategy (BSITS) has been amended.

As part of this process Council staff has collected all feedback provided by Transport Infrastructure Advisory Committee (TIAC) members and at TIAC meetings since November 2019 and combined them into one spreadsheet. (Attachment 1).

To aid the consultants edit process, staff collated all the feedback and comments into themes. For example, all comments that highlight the need for an Action Table have been combined together under a category called Action Table.

The BSITS has now been amended to include all the feedback provided.

Both the feedback spreadsheet (Attachment 1) and amended BSITS (Attachment 2) have been provided in this report for further discussion at the TIAC meeting and to support progression of the document to public exhibition.

Next steps

The document provided in this report is currently the raw report format and this this needs graphic design review to meet relevant layouts and to ensure the documents and information provided to Council/Community by consultants is accessible for all people. This includes information on our website, and relevant documents to:-

· Comply with the requirements of the Disability Discrimination Act 1992 and level AA of the Web Content Accessibility Guidelines 2.0 (WCAG 2.0 AA).

· Be written in plain English.

· Apply correct heading and layout styles (using tags/Word styles).

· Include alternative text for all images, charts, graphs and maps.

· Avoid complex tables.

· Be under 20 MB (or broken into sections) to allow online users to download with ease.

The raw format has been provided following a request that the report information be supported by TIAC prior to the final report being created.

In the interests of being time efficient it is proposed that if TIAC support the information in Attachment 2 then the report receive graphic design prior to being presented to Council and recommended for public exhibition. The proposed recommendations have been worded to support this approach; however, they can be amended at the TIAC meeting if required.

Subject to TIAC approval the next step is to graphically design the report prior to recommending Council place the document on public exhibition.

It is recommended that during the public exhibition phase all public comments be collected through the ‘have your say’ page on Council’s website and then reviewed at the next TIAC meeting along with an updated draft strategy as required.

Staff and consultants GTA will provide commentary to confirm which comments are appropriate for inclusion in the final version of the strategy and present the final draft strategy for approval.

STRATEGIC CONSIDERATIONS

Community Strategic Plan and Operational Plan

CSP Objective

CSP Strategy

DP Action

OP Activity

Community Objective 1: We have infrastructure, transport and services which meet our expectations

1.3

Support, through partnership, a network of integrated sustainable transport options

1.3.1

Ensure an integrated and accessible transport network (SP)

1.3.1.1

Prepare an Integrated Transport and Movement Plan (ITMP)

BYRON SHIRE COUNCIL

Staff Reports - Infrastructure Services 4.3 - Attachment 2

PDF Creator

BYRON SHIRE COUNCIL

Staff Reports - Infrastructure Services 4.4

Report No. 4.4 Road Safety Campaign Review

Directorate: Infrastructure Services

Report Author: Andrew Pearce, Traffic Engineer

File No: I2020/893

Summary:

Council resolution 19-619 directs staff to consider the development of a road safety campaign by way of a report to TIAC. This report to TIAC is in direct response to this resolution and requests TIAC feedback to help address item 5.

Resolution 19-619 item 5, in particular, states:

5. That Council consider the development of a road safety campaign by way of a report to TIAC incorporating a discussion of items:

a) Development of an ongoing road safety awareness campaign to highlight access and safety for all road users with consultation at all stages with residents, active and vehicular road user groups, taking account of the steps set out in this motion.

b) Conducting road safety forums with residents

i) To highlight the needs of all road users and promote safe practices that help to keep vulnerable road users safe, and

ii) Seek feedback on safety and access issues that assist in the effective delivery of a road safety awareness campaign.

c) Providing a review of effective road safety awareness campaigns/options in both rural and urban contexts

d) Considering consultative actions for the development and delivery of a campaign.

e) Setting out a timeline of action for the development and delivery of a campaign

f) Providing advice on effective general signage to raise awareness of access and safety issues for placement on rural and urban roads with particular emphasis on known issues and locations including without limitation, active transport users on rural and urban roads, school bus times on rural roads and school zones

g) Providing further advice on the potential employment of a Road Safety Officer to support and conduct a road safety awareness campaign

RECOMMENDATION:

1. That Council continue to liaise with TfNSW with regard to creating a Road Safety Officer position and planning road safety programs for the shire.

2. That Council continue developing a funding model for a Road Safety Officer.

REPORT

The purpose of this report is to gain feedback from the members of TIAC in regards to development of a road safety campaign raised in item 5 of resolution 19-619.

At the TIAC meeting it is proposed to discuss this resolution and receive feedback from TIAC in order to understand the way this report is envisaged to look and read. Prior to staff developing the first report.

As way of background, a Notice of Motion was raised by Cr Cameron at the November 2019 Council meeting to address access and safety for Byron Shire road users. As a result, Council passed the following resolution with the fifth item the reason for this LTC report:

1. That Council note the report.

2. That Council continue consultation with RMS and internally to develop a potential position description for the role of Road Safety Officer.

3. That Council undertake a review of the budget to confirm there are adequate funds available to fund up to $40,000 to $50,000 for a Road Safety Officer with RMS to fund the other 50% of the role.

4. That Council support the General Manger undertaking a review of the staff structure to confirm where a Road Safety Officer would be accommodated within the organisational structure.

5. That Council consider the development of a road safety campaign by way of a report to TIAC incorporating a discussion of items:

b) Conducting road safety forums with residents

i) To highlight the needs of all road users and promote safe practices that help to keep vulnerable road users safe, and

ii) Seek feedback on safety and access issues that assist in the effective delivery of a road safety awareness campaign.

c) Providing a review of effective road safety awareness campaigns/options in both rural and urban contexts

d) Considering consultative actions for the development and delivery of a campaign.

e) Setting out a timeline of action for the development and delivery of a campaign

g) Providing further advice on the potential employment of a Road Safety Officer to support and conduct a road safety awareness campaign

6. That Council provide a report to the next Local Traffic Committee meeting seeking advice from RMS, NSW Police and the local Member on regulatory issues, available programs, funding and compliance actions to support a road safety awareness campaign.

Key issues

Road Safety Officer / Staff costs

Council believe the road safety campaign is best undertaken by a new role such as a Road Safety Officer (RSO) as their specific focus is road safety and undertaking TfNSW approved road safety campaigns.

Council’s resourcing of Traffic and Transport is currently stretched due to the implementation of a new paid parking contract and the development of other paid parking scheme. The employment of a RSO would allow the Infrastructure Planning team to fully enter the road safety space with the resourcing this space deserves.

Council staff have been actively investigating the feasibility of a RSO for several months in the lead up to the resolution and since this resolution. In particular, staff have had meeting with TfNSW to understand the position description and financial implications of taking on a RSO. It is understood TfNSW is able to fund up to 50% of a RSO with that funding capped at $64,000. This would go towards covering their salary and on costs.

In addition, Councils budget was reviewed and ability to afford a RSO was considered. Given the financial impacts of Covid-19 on Council’s budget it was determined that Council could not afford a RSO within the 2020/21 financial year and did not include the position within the Council approved budget. However, discussions are still on going with TfNSW.

If a RSO is not able to be engaged staff costs associated with the project are still a consideration as all project work must be allocated to a project fund. This is expected to be in the order of $60,000 or more based on the scope of works outlined in the resolution.

TfNSW Local Government Road Safety Program

Council staff are in discussion with TfNSW in regards to TfNSW funded Road Safety Programs. Investigations are currently underway in regards to a Bike Safety campaign. There are several campaign options which may be run independently or in combination to target community groups where English is not their first language, schools, bike maintenance workshops in community halls.

With the recent works undertaken to upgrade and expand Council’s cycle network and plans to continue expanding the network staff see a great opportunity to promote these cycleways and do that through running active transport safety campaigns.

Some of these above mentioned campaign options may be run by Council with TfNSW funding – such as targeting different community groups. Other campaigns may be run by TfNSW, such as the school campaign where TfNSW representatives come to local schools to teach kids bike road safety and offer a helmet exchange where kids can swap unsafe helmets with approved safety helmets.

Similar campaigns were run in 2019, such as, School Zone road safety campaigns at Ocean Shores, Bangalow and Byron Bays pubic schools. This saw Staff undertake a 2 week educational campaign visiting the drop off zones each day to chat with parents. This was followed by a 2 week enforcement period to reinforce the need for safe driving and parking around schools. In combination TfNSW undertook school visits to conduct in class road safety campaigns for kids.

Another road safety campaign was undertaken over the 2019/20 school summer holidays via the Little Blue Dinosaur campaign targeting kids pedestrian safety around popular tourist locations.

TfNSW funding is available every year to undertake these Road Safety Campaigns.

Campaign costs

Currently it is unknown how much it would cost to undertake the measures outlined within item 5 of resolution 19-619. However, it is recommended to not undertake the campaign until a specific budget is allocated to the campaign within the operational budget, if adopted by Council. This is to help minimise unexpected burdens to be placed on Council’s finances.

In regards to cost it is expected there will be several sources of expense to Council, of unknown value.

Consultation process: Several points raised in the resolution are considered to be very broad and difficult to cost, such as, the step to develop an ongoing road safety awareness campaign with consultation at all stages with residents, active and vehicular user groups.

Signs, Lines and Devices: It is anticipated that one solution to road safety will be the deployment of additional signs, lines and devices (i.e. speed radar signs). Research undertaken by staff has confirmed speed radar signs are the most effective and affordable road safety device on the market (as opposed to road paint and street signs). To deploy additional signs, lines and devices on an ongoing basis will require a significant budget allocation.

As an example of anticipated costs:

· Speed radar signs cost approximately $15,000 for each device with additional labour costs to install.

· Upgrading the Ocean Shores Public School with improves signs, lines, small traffic island cost approximately $25,000.

· Undertaking school zone safety campaign cost approximately $10,000

· To undertake an ongoing road safety campaign in consultation with the community at every stage and then deploy agreed actions could reasonable cost approximately $100,000 per annum or more – depending on the number and type of actions. Plus the costs for an RSO to manage these works.

Communication material: It is anticipated that an additional solution to road safety may be undertaking a media and communication campaign. Such media and advertising campaign again will require a reasonable budget to fund graphic designed handouts, web based content, radio / media advertising as well as resource costs to host workshops.

Mobility Spaces

A review of mobility spaces across Byron Bay and their level of accessibility is currently underway with the potential to be expanded to other towns across the Shire. This is a deliberate step by step approach already underway to help improve access and safety for a vulnerable community group.

Next steps

It is recommended as the next step that:

· Staff continue to liaise with TfNSW regarding a Road Safety Officer and consider funding this position as soon as Council finances sufficiently recover to expand our staffing arrangements.

· Staff continue liaise with TfNSW and plan road safety programs as discussed above under Local Government Road Safety Program. This would include Council run programs funded by TfNSW as well as TfNSW run programs in schools and other community groups. This is considered the most cost effective way to address resolution 19-619 under the current financial conditions and is aimed to specifically target road safety for active transport users.

STRATEGIC CONSIDERATIONS

Community Strategic Plan and Operational Plan

CSP Objective

CSP Strategy

DP Action

OP Activity

It is unclear where this project would fit within Councils current Community Strategic Plan and Operational Plan as there is currently no funding allocated to such a project.

Financial Considerations

The cost of the campaign is currently unknown but expected to require a separate budget allocation to fund an extensive scope of works and tasks.

BYRON SHIRE COUNCIL

Staff Reports - Infrastructure Services 4.5

Report No. 4.5 Stormwater Assets Management

Directorate: Infrastructure Services

Report Author: James Flockton, Infrastructure Planning Coordinator

Cameron Clark, Manager Utilities

File No: I2020/1069

Summary:

This report is a response to the resolution 20-050 point 2.

20-050

Resolved that Council adopt the following Committee Recommendation(s):

Report No. 4.4 Stormwater Assets Management

File No: I2020/83

Committee Recommendation 4.4.1

1. That Council note the report.

RECOMMENDATION:

That the Committee note the report.

REPORT

The submission of the previous stormwater asset management report (I2020/83) to the Transport and Infrastructure Advisory Committee (TIAC) in January 2020 requested budget of $1M for FY20/21.

This budget figure was for the urgent rectification of stormwater mains found to be in poor condition within the Mullumbimby CBD area and the ongoing assessment in parallel with the gravity sewer assessments in which efficiencies and value for money have been identified.

Since the submission of this report, discussions have been held with key stakeholders from both the Utilities and Works departments with regards to the management of the stormwater network which identified that more detailed work is still required on the prioritisation and potential funding sources for shire wide stormwater renewals.

Council have recently recruited a replacement Flooding and Drainage Engineering within Council’s Works Section. This role is critical to the strategic direction and holistic approach to asset management in relation to stormwater infrastructure.

The Flooding and Drainage Engineer is currently completing two important Council projects; the North Byron Floodplain Risk Management Study and Plan, and the Byron Flood Warning Network (including disaster dashboard). It is essential he be given the time to resource the completion of these projects appropriately.

While finalising the above projects the Flood and Drainage Engineer is familiarising himself with our stormwater network and meeting with members of our community that have stormwater flooding issues. This is providing a very good understanding of the numerous drainage issues across the shire.

Towards the end of 2020 the above projects will be finalised and priorities will turn to developing more detailed programs for; resolving stormwater flooding issues, drainage renewals and flood mitigation. Further reporting to TIAC and Council will follow.

It is noted that historically of the three programs above, stormwater flooding is the only program that has received an annual ongoing works budget. This is due to Council having the ability to charge a Stormwater Levy to property owners. This levy is aimed at resolving stormwater issues for private land owners rather than drainage renewals. Therefore part of the above reporting is developing funding models to create annual funding sources for drainage renewals and flood mitigation.

The stormwater network is a critical community asset that requires funding to ensure that its function is adequately maintained and known issues are resolved. The proposed reporting will consider options in terms of Level of Service and the most difficult part, finding suitable long term funding solutions.

Venue	Conference Room, Station Street, Mullumbimby
Date	Thursday, 30 July 2020
Time	9.00am

Venue	Conference Room, Station Street, Mullumbimby
Date	Thursday, 30 January 2020
Time	9.00am

Venue	Conference Room, Station Street, Mullumbimby
Date	Tuesday, 19 May 2020
Time	12:00pm