Attachments of Ordinary Meeting

Name	Information
1. Michael Dowd S2018/8568	Why you would like to be a member on this committee: To contribute to the community. Personal Attributes: Lived in Byron Shire for 20 years. Experienced hotel manager. Interested in Office Bearer position: N/A Past Experience on Council committee: Nil

Name	Information
1. Liz Poynton E2018/58863	Why you would like to be a member on this committee: Having lived in Byron Bay for the last 8 years I feel the need to make a contribution of my time to give back to the community. I now have the time to give and am grateful of the experience of living in an enviroment where people act and care. Jim discussed the Marvel Hall Byron Bay Management Committee and the desire for engaging the community to use the Hall or assist in functions for the community. This is a great opportunity to support and grow in my community. Seeing what the other Community Halls in the area are contributing it would great to be involved with the team in trying to market the Marvel Hall to become another hub in the Byron Community. I would like to be a member of the committee as I believe I have skills in management, business and particularly the time to contribute to market the hall and work the the other members of the committee. Personal Attributes: Personally, I am driven and love a challenge. I am a registered Nurse recently working in Remote Indigenous communities. Previously, I have managed a Nursing School for Enrolled Nurses (TAFE Level) and been a Director of an Aged Care facility. In these management roles I was involved in dealing with residents, families, staff and government agencies. There was also many schedules , regulations and guidelines to deal with. For many years I worked in the Film and television industry. My role was Unit Nurse and Safety. It involved dealing with management and advocating for crew and Actors health and wellbeing. A very intense working environment. Back in the 70’s my father owned hotels where he introduced Sunday trading and live music in the Melbourne pub scene. I worked in the hotel part-time while studying for many years. My background is quiet diverse and I have collected many skills from my working experiences but my main talent is that I am willing to listen to others and give 100% effort to what I do. Interested in Office Bearer position: Yes, if the need arises. Past Experience on Council committee: Not in Byron . In my roles as DON I had to conduct and facilitate Resident & Relative Monthly meetings, attend Management of DONS in area, attend stakeholder meetings to benchmark our education facility with government facilities, and many other management meetings.

BYRON SHIRE COUNCIL

Staff Reports - Corporate and Community Services 13.11 - Attachment 1

The Byron Model

Design Together. Deliver Together.

Step 1: A Democracy Co-design Process

Outline

How do we want to make democratic decisions in Byron Shire that can be widely supported?

* newDemocracy is an independent, non-partisan research and development organisation. We aim to discover, develop, demonstrate, and promote complementary alternatives which will restore trust in public decision making.

About The newDemocracy Foundation

newDemocracy is a not-for-profit research group, with a particular focus on best-practice citizen engagement and innovations in democratic structures.

newDemocracy explores and tests engagement methods that include a substantial role for a representative sample of the community to deliberate and seek common ground.

By combining the core elements of random selection, the provision of time and access to a diverse range of information, and independently facilitated forums for dialogue, newDemocracy believes that a much more robust and publicly-trusted outcome can be obtained which can assist governments in achieving public acceptance of hard trade-offs.

newDemocracy’s research and advocacy is focussed on identifying less adversarial, more deliberative and more inclusive public decision-making processes. The goal of democracy is social cohesion, not division, so we need to design a democratic process that better delivers that.

newDemocracy is not a think tank and holds no policy views. newDemocracy also commissions independent third-party research which occurs in parallel to the process in order to ensure robustness and to capture the potential for improvements to existing democratic processes.

Executive Summary

Byron Shire Council – spanning councillors, staff and active voices in the local community – has just completed a successful initial foray into deliberative democracy via the randomly-selected Community Solutions Panel. The request and feedback from the community has been clear: keep going.

This goodwill empowers council to go even further in defining how democracy can work to achieve more widely supported decisions in Byron than is found anywhere else in the world today.

The opportunity is clear: create a new democratic ethos that can draw together Councillors, Council staff, stakeholders and activists (including existing committees, bodies and groups organised by Community and the Council), randomly-selected citizen participants and the wider population. Each becomes part of the whole, a key component of a collaborative effort to develop trust and shared-ownership of decisions in a community that is ready and willing to 'do democracy differently'.

The community sees itself as different, so this is the chance to give that sentiment its own clear, actionable and workable structure where people can be different in the most constructive way. Those who have to live with the daily workings of our democracy will all be involved in the design task.

What is proposed:

Stage 1: Co-design "the model"	• Co-design group brought together to develop "The Byron Model" for democracy - including approaches (eg deliberative polls, in-person/online forums, panels, community conversations) & triggers (e.g. what determines which approach is used) • Deliberate on the question – “How do we want to make democratic decisions in Byron Shire that can be widely supported?” • 21 member group of randomly-selected everyday people work with 9 councillors, 9 active community group members and 6 council staff members in support. • Divergent/ helix model where the 21 randomly-selected citizens are the constant and other groups have independent streams scheduled around three in-depth convergence interactions as a entire group as part of the co-design exercise. • Run directly by newDemocracy. • First meeting end September. Final completion February 2019.	September start ~10 week process

Stage 2: Roll out "the model"	• Model applied to different projects and issues – depending on what is developed in stage 1	Start March 2019

Stage 3: Evaluation	• Initial evaluation after 12 months. • Proposed trial period of 2 years.	October 2019

1. Why a co-design model?

There are few, if any, “right” decisions for a government; instead, the ideal decision is simply one that reflects that a position has the informed support from a wide cross-section of the community. In two different jurisdictions, completely opposite decisions could be taken with each potentially being a ‘good’ decision if it acts on the informed view of those affected by it.

As such, democracy is informed by local context and community.

If this is accepted, then that community must be involved in making decisions for the underlying governance design. Byron is in the unique position of having the most highly dynamic active community sector which carries a powerful and influential voice. Critically, a good number in this group have been part of a small-scale community engagement experiment which rebalanced and reshaped the nature of information-sharing, time, and use of ‘outsider’ voices. This provides a valuable platform upon which to build and embed the positive aspects thus far noted by Council.

The democratic design task requires exploring how ‘best’ to distribute agenda setting powers, ability to provide input (both in terms of responsive information and proactive advocacy), and elements of decision making. ‘Best’ in this sense must explicitly acknowledge the tradeoffs in efficiency and cost which citizens are prepared to bear. Not every decision needs a Royal Commission.

newDemocracy has traditionally started from the point of view of establishing a role for randomly selected citizens due to the traditionally vast gap in including this voice in public decisions. This process is radically different – this design at its core aspires to a balanced role for everyone.

The co-design model will include members from stakeholder and community groups (9), councillors (9), council staff (6) and randomly-selected citizens (21) in a joint project to design around each other’s key contributions and requirements to improve the quality of the process and, ultimately, trust in the final decision.

We will ask this group –

“How do we want to make democratic decisions in Byron Shire that can be widely supported?”

By having all groups involved in a single process we aim to move the ‘democratic ask’ on Council from a (frequently unattainable) wishlist-standard of expected total, granular consultation/ involvement to one that reflects informed tradeoffs and a reasonableness test. Council cannot engage deeply on all matters all of the time: yet that expectation is the easiest criticism to lay at the feet of Council. Our suggestion is to let this wide range of interests set the standard for what Council does in a given set of circumstances within a pre-agreed set of parameters (time and budget).

This co-design model has emerged from a trial that was done under time pressures but has produced significant learnings that will help shape the next step in democracy for Byron. Building on Byron’s own experience in deliberative public decision making, we will be able to combine specific learnings from a local trial with newDemocracy’s own principles from trials nation-wide.

Byron has a unique opportunity. We hope you choose to partner with us to deliver the next step in citizens’ aspirations for how democracy can and should work.

2. Context

Byron has a reputation for highly engaged community groups which can, at times, make it difficult to establish community-wide perspectives and can lead to public discourse which is highly fractious. Making trusted public decisions is arguably harder in Byron than in almost any other council across Australia. Apathy is not a problem we need to fix here.

More broadly, democracy around the world is under stress, as people misunderstand the need for trade-offs, instead craving easy answers. It is easy to fall prey to this – taking tough public decisions is increasingly difficult in any context.

Uniting these two themes, we see an opportunity to jointly develop a significantly broader collaborative model of democracy that is much more appropriate for Byron, but expected to be of interest internationally. Designing a model of public decision making that takes into account the active and passive voices around a decision and the broad context of the community will improve trust in decisions and the effectiveness in which the local council can act.

Our guiding parameters for this co-design exercise are a set of principles that we believe are core to a strong and fair democratic model and which have now been experienced firsthand by those in and around the Community Solutions Panel. The principles of representative balance, deliberation, authority, time, and diversity and depth of information being considered are carried through.

In developing a co-design process that focuses on these principles, newDemocracy and the Byron community can develop a trusted and contextualised model of democracy that will apply the lessons learned from the Community Solutions Panel.

This co-design process will involve sectors of the community in a process that fits within council parameters for budget and timelines which will be set from the outset.

Importantly, this is not another Community Solutions Panel. Instead, it is applying the lessons learned and using them to develop a model jointly with key stakeholders and community groups to let the positives Council experienced become the norm, not the exception.

3. Key principles – How we will approach the task

The Byron co-design process will be principles-based, centred on the points outlined below: think of these as the sub-topics for the group to address in answering the core question.

While the principles can be challenged, explored and added to, all co-design participants will be asked to use principles as the foundations for the co-design.

Representativeness

A threshold test for any democratic decision is whether it involves a representative group of citizens. There are a number of ways to consider ‘representativeness’: communities of interest, discursively (viewpoint based), statistically, descriptively. Co-design participants will be required to test their model against a simple threshold question of whether a process is fairly representative.

It is worth noting that the group of elected representatives provides a universal fallback: where the group cannot find agreement then the status quo will prevail.

newDemocracy holds the view that at least some participants in deliberative initiatives should be randomly selected to broadly reflect the local community (demographics from Census data). All participants should be local residents but not necessarily ratepayers, and it may be appropriate in some circumstances to also involve local workers or business operators who reside in neighbouring communities. As a starting point, selection should match to age, gender, locality and education level to ensure a suitably diverse range of participants in each initiative.

A subsidiary issue within this principle is one of Rotation. Co-design participants should give thought to how the system refreshes itself to avoid the inadvertent creation of a de facto aristocracy.

Time

For a given style of decision, the co-design participants will be required to factor in what is a reasonable time to resolve the issue. For example; 4 weeks to resolve a freeway alignment is unreasonable; equally, 2 years to approve a food permit is also unreasonable.

Secondly, we note the importance that even in a ‘fast’ decision that it is frequently preferable to give people some time to consider information (even if just a few fact points) before rushing to a decision. We note with interest the consideration of traffic lights vs roundabouts. Citizens will have a view on which they prefer; of greater interest to us is their view when they consider cost of construction and maintenance for each, comparative accident/safety statistics and local amenity concerns. Time to include consideration of an appropriate amount of information and diversity of perspectives is the critical balance to be struck.

Information

There is no single font of truth (which is often an unrealistic expectation placed on government): the principle we seek to apply is the input of diversity of sources.

Paired with this principle is the value of asking citizens and stakeholders for questions before asking them for answers – e.g. what piece of information would be most influential to you in making a decision on whether Council should do X or Y?

Frequently, active groups in the community have the capability to generate additional questions, answers to questions and solutions but the structures of government make it challenging to incorporate this in a timely way due to the centralised nature of much consultation (council being at the centre, creating a resourcing issue of its own). Resolving this is a core design need in this co-design exercise.

Participants in a democratic decision should be given a chance to focus on identifying what else they need to know, and who they trust to inform them. Hand in hand with this, participants should be supported in developing and applying critical thinking skills and understanding biases (which we all have) as they explore, deliberate and contribute.

Having a Clear Remit

A plain English question, phrased neutrally, is essential. So for each issue, agreement needs to be reached on who structures the questions – and how.

Governments are often criticised (often fairly!) for survey questions which are heavily slanted toward a preferred result. Ensuring shared ownership of the questions being shared with the wider community is a key principle for the Co-Design group to resolve. Again, it should be noted that Council’s red-line parameters regarding time and cost will be front and centre for participants: this is a practical and pragmatic exercise and not something which creates new, unaffordable obligations on Council.

Upfront authority

To encourage everyday people to make a considerable time commitment to participate (in varied ways), they need to know that the recommendations will be given serious consideration by bureaucracy and decision makers. It was clear that the upfront authority given to the Community Solutions Panel was crucial in making the project successful - as voiced by Panellists when they reported that the authority they were given was a key motivator.

Agreeing a reasonable level of devolved authority for a set of types of decision will be explored by this Co-Design group. There will be some instances where decisions can not be delegated outside the elected-Council.

If possible, Council should provide indicative guidance in this area as an additional parameter for the Co-Design group. It is worth noting that the participation of councillors and council staff in the Co-Design group allows for this to be an evolving conversation.

Partnership

While Council as an organisation will have carriage for implementing the resulting democratic process (the design), the whole approach should embrace and reflect the idea that Councillors, Council staff and the community (individuals and organisations) are equal partners in its successful operation. This is not an "us-and-them" situation and will allow Council to build on the strong pro-partnership sentiment voiced through the CSP engagement.

Communication and transparency

For the design process to be widely trusted it needs to be clearly and regularly communicated and operate transparently.

As a starting point for consideration, we would welcome local media outlets being actively involved at this co-design stage, and Council should develop and resource a specific communication plan to support widespread awareness of the work being undertaken and outcomes being achieved. Ideally, all meetings of the Co-Design Group should be open to media and community members to attend.

Fit-for-purpose approaches

Just as the Community Solutions Panel Report reflected a nuanced relationship between safety, community wellbeing, connectivity and equity, the Co-Design group should embrace the subtle but important relationship between complexity of issue and thus the appropriate tool to consider it. Put another way, a fit-for-purpose deliberative method should be selected for each issue to be referred for deliberation. This could range from ‘informed opinion’ to single day deliberative polls to more full-scale jury style processes for a major multi-year issue. Council could also consider the use of online approaches in certain circumstances while noting the limits on deliberation and depth of understanding that this may generate. A key part of nDF's ongoing role in the Collaboration will be to provide design advice and input for each deliberation.

To be successful, the co-design process must embrace the idea that each player – Councillor, Council staff, stakeholder, community organisation and individual community member – has a different set of roles and responsibilities but is integrally involved in each step and each deliberation of the co-design. Custodian and co-designer, information source, communicator, submitter, observer, supporter and participant: wearing different hats at different times, this is the means through which the co-design process will work most effectively.

4. Who is in the room: why, and when

The co-design process will be split into two clear stages.

In Step A, a divergent/ helix model where citizens are the constant and other groups have independent, small-group streams focused on uniting them during three in-depth all-participant interactions as part of the co-design exercise. This balances the asymmetry in basic knowledge and understanding (thus power and confidence) among everyday citizens vs insiders.

21 member group of randomly-selected everyday people work with 9 councillors, 9 active community group members and 6 council staff members.

2 representatives of State Government will be invited to participate, although their participation may prove challenging and is considered as a ‘nice to have’ rather than as a mandatory element.

The divergent model aims to let groups dissect the problem as a single group, then present their perspectives in the whole group environment; this allows them to reflect together on the overlaps and differences in perspective.

They will then move back to their single group to identify potential process solutions, then return together to compare approaches once more and consider the views of others.

The final meeting allows for a second refinement of approaches to be considered, with a primary focus on exploring whether or not common ground can be found around an agreed Byron Model for democracy.

In Step B, a simple review and comment process will involve each of the above groups/participants taking the working draft back to their own communities of interest for feedback and discussion. While it is anticipated there would be ongoing socialisation and sharing of materials and discussion throughout the design phase, this final review period where the whole design is available for consideration is viewed by us as critical.

The groups testing the model will be:

- Council Staff

- Councillors, and their networks of engaged citizens.

- Community Groups

- Everyday people (the randomly-selected) sharing it among their own work, family and friends.

Each of these groups will test the model internally to assess its appropriateness to their requirements. This can scale very broadly.

Members of the design stage from each of these groups will be tasked with “taking the design to their people” to explain the mechanics and trade-off decisions made to get to that point.

5. What triggers what action?

The Co-Design group must explicitly address the specifics of exactly how the model is complementary to the existing public decision-making structures within Byron. Think of this as how and when the Byron Model “plugs in” to how Byron does democracy today. A ‘Big Bang’ approach is unlikely to be practicable. Similarly, there are hard limits where current law mandate decisions cannot be delegated or timeframes apply. These issues must be aired at the outset.

In addressing when the model is ‘active’, the designers must consider where the entry points are for public concern or the necessity of a decision.

newDemocracy can assist with Research Notes, engagement resources and case studies exploring some of the key aspects of international democratic models – e.g. inspiration could be drawn from the Gdänsk model that implements thresholds that require public responses to petitions or surveys gathering the requisite public support.

6. Facilitation

Facilitation is fundamental to the functional collaboration of different groups represented in the design of the Byron model. The costs and overhead for this is marked as an area to be agreed by the Co-Design group: Council has finite resources and this is always the largest expenditure item in an engagement process.

There are a series of options for consideration when addressing the facilitation of the co-design process:

a. Professional facilitator: highest quality solution, but also the most expensive option.

b. The upskilling of a group of local facilitators for various types of specific process (lower cost).

c. Staff at different neighbouring councils are trained in the facilitation process and swapped between councils for separate processes (i.e. never facilitate in their home jurisdiction) – can be done at minimal marginal cost if co-design group judges this as a trusted option.

For specifics on the importance of facilitation - see this research note.

7. Project Outcomes

Setting objectives and success metrics for a proposed two year trial will be the final task given to the Co-Design group.

It is for Council agree the duration of the trial: two years is a newDemocracy suggestion to allow for 2x one year rotations (of any selected participants).

Given our emphasis on the value of public trust, we will provide some potential ideas as a starting point for discussion by the group.

External:

- Decisions are taken by Council with broader public support.

- Deferrals of decisions are reduced.

- Greater breadth in participation and “new to council” contributions.

- There is broad public trust of the process and the model.

Internally:

- Attitudinal: Council operating staff view citizen input as positive and constructive

- Functional: model is seen as sufficiently worthwhile to earn long term adoption.

8. Cost of Project

newDemocracy is not seeking either a Services Grant or a Research Grant for this project which would commensurate with the time required to design and deliver the process.

A peppercorn payment (on the simple principle that “everyone pays something” or the product isn’t valued) is proposed, and left entirely to the discretion of Council.

Item	Cost to BSC
Facilitation - 4x citizen days - 3x councillor days - 3x community group days	Internal newDemocracy staff (no cost). Limited external facilitation ($10k est.)
Recruitment nDF to use existing recruitment database from CSP panel. (Note that we will stratify by Suburb to seek greater diversity)	No cost.
Catering 130 total person days at $40pp	BSC – estimate $5,200.
Venues	Assume BSC owned venue at no cost. Some requirement for AV at joint meetings.
nDF Travel Expense – Cost Recovery only	Estimate $2,500

9. Next step

Should councillors vote to proceed, nDF will produce a detailed operational program (with schedule, session objectives and background materials) with a view to a late September commencement date.

BSC will provide a briefing book of current committees, methods, stakeholder groups and the types of decisions it makes, their number and the relevant levels of authority applicable.

BYRON SHIRE COUNCIL

Reports of Committees - Infrastructure Services 14.3 - Attachment 1

Minutes of the Transport and Infrastructure Advisory Committee Meeting held on Thursday, 14 June 2018

PRESENT: Cr S Richardson (Mayor) and Cr B Cameron

Staff: Phil Holloway (Director Infrastructure Services)

Tony Nash (Manager Works)

Daniel Strzina (Project Engineer)

Blyth Short (Asset Management Coordinator)

Dominika Tomanek (Minute Taker)

Community Representatives: Sapoty Brook, Graham Hamilton, Andi Maclean and David Michie

Cr Cameron (Chair) opened the meeting at 11: 32 am and acknowledged that the meeting was being held on Bundjalung Country.

Apologies:

Alex Lewers (Transport Development Officer, Social Futures)

Cr J Martin

Declarations of Interest – Pecuniary and Non-Pecuniary

There were no declarations of interest.

Adoption of Minutes from Previous Meetings

Committee Recommendation:

1. That the minutes of the Transport and Infrastructure Advisory Committee Meeting held on 15 March 2018 be confirmed.

2. The minutes of the ordinary meeting held on 15 March 2018 were noted, and the Committee Recommendations adopted by Council, at the Ordinary Meeting held on 19 April 2018

(Hamilton/Cameron)

The recommendation was put to the vote and declared carried.

Business Arising from Previous Minutes

There was no business arising from previous minutes.

Staff Reports - Infrastructure Services

Report No. 4.1 Draft 2018/19 - 2020/21 Local Roads Operational & Capital Works Programs

File No: I2018/4

Committee Recommendation:

That the committee note the information in this report.

(Richardson/Michie)

The recommendation was put to the vote and declared carried.

Report No. 4.2 Massinger Street, Byron Bay - Shared Path Design Report

File No: I2018/187

Committee Recommendation:

1. That the Transport and Infrastructure Advisory Committee provide the following comments to the Project Engineer in relation to the Massinger Street Shared Path concept design:-

a) Locals use Cowper Street to access the beach / Tennyson Street.

b) Adjust the path to stop opposite Kipling Street.

c) It doesn’t connect to other bike plan projects.

d) Consider the repainting lines on the road to enable parking and pedestrian movement.

e) Cowper Street path will link to proposed sewer tracks/paths in Sandhills area.

2. The committee consider the Cowper Street access to the beach (Sandhills area) as the preferred route and urge Council to consider repainting line marking on Massinger Street to improve pedestrian safety.

3. That Massinger Street shared path and Cowper Street extension be referred to current Bike Plan review for consideration

(Michie/Richardson)

The recommendation was put to the vote and declared carried.

Comments:

Report No. 4.3 Balemo Drive, Ocean Shores - Shared Path Design Report

File No: I2018/188

Committee Recommendation:

That Council support Concept Design 1 - Shared Path on the eastern side of Balemo Drive to be designed and constructed pending the outcome of the grant funding application and allocation of budget.

(Richardson/Hamilton)

The recommendation was put to the vote and declared carried.

Report No. 4.4 Koala Wildlife Signage

File No: I2018/1117

Committee Recommendation:

1. That the Committee note the report and recommend the signage strategy to include other native animals.

2. That the Consultation is undertaken with WIRES and Bangalow Koalas community initiative are considered.

3. The Committee receive an update on the consultation during the next Committee meeting.

(Cameron/Maclean)

The recommendation was put to the vote and declared carried.

Report No. 4.5 Lismore Road, Bangalow - Off-Road Shared Path Design Report

File No: I2018/359

Committee Recommendation:

That the Transport and Infrastructure Advisory Committee provide comments to the Project Engineer that the proposed location of the path along Lismore Road, Bangalow - Shared Path concept design, is supported.

(Richardson/Michie)

The recommendation was put to the vote and declared carried.

Report No. 4.6 Tourist, Street Name, Community Facility and Service Signs - Policy 07/102.

File No: I2018/924

Committee Recommendation:

1. That further investigation of the issues relating to the Tourist, Street Name, Community Facility and Service Signs commence including a review of Policy 07/102 with a view to reporting outcomes to the 15 November 2018 meeting of the Transport and Infrastructure Advisory Committee.

2. That the investigation within point 1 include consideration of commercial/event/community signage within road reserve.

3. That innovation in digital way finding be considered.

(Cameron/Hamilton)

The recommendation was put to the vote and declared carried.

Report No. 4.7 Ewingsdale Road Shared Path - Project Update

File No: I2018/964

Committee Recommendation:

1. That the Transport and Infrastructure Advisory Committee note the report on the Ewingsdale Road and Woodford Lane Shared Path concept designs.

2. That Committee recommends that alternative crossing points are considered to access The Farm and Woodford Lane.

3. That future connections to the western site of the Pacific Motorway and Hinterland communities be considered.

(Cameron/Richardson)

The recommendation was put to the vote and declared carried.

Report No. 4.8 Bike Plan and PAMP Status Update

File No: I2018/969

Committee Recommendation:

That the Committee note the progress of the Bike Strategy and Action Plan (Bike Plan) and the Pedestrian Access and Mobility Plan (PAMP).

(Cameron/Maclean)

The recommendation was put to the vote and declared carried.

There being no further business the meeting concluded at 1:54 pm

BYRON SHIRE COUNCIL

Reports of Committees - Infrastructure Services 14.5 - Attachment 1

Report of the Local Traffic Committee Meeting held on Tuesday, 26 June 2018

Meeting Commenced: 12:07pm

PRESENT:

Councillor: Cr Basil Cameron

Roads and Maritime Services Representative: Peter Stevens

Police: Snr Constable David Brigg, Sgt Michael Stewart

Ms Camille Clare for Tamara Smith MP

Brendan Meek, Bluesfest (joined 1:43pm)

Staff: Evan Elford, Andrew Pearce (left 2:20pm). Chris Larkin (joined 1:43pm)

Apologies:

Ms Tamara Smith MP

Declarations of Interest

There were no declarations of interest raised.

Adoption of Minutes from Previous Meetings

Committee Recommendation:

That the minutes of the Local Traffic Committee Meeting held on 16 May 2018 and Extraordinary Local Traffic Committee Meeting held on 31 May 2018 be confirmed.

(Cameron/Stevens)

The recommendation was put to the vote and declared carried unanimously.

Matters Arising

There were no matters arising.

Outstanding Issues/Resolutions

None.

Regulatory Matters

Report No. 6.1 Request for one way signage - Ruskin Lane Byron Bay

File No: I2018/904

The Local Traffic Committee comments and recommendation in relation to a request made to Cr Alan Hunter from a landowner adjoining Ruskin Lane, Byron Bay to have the lane traffic movements changed to one way including the installation of appropriate signage.

Committee members will recall that this matter was also an issue that arose from consideration of a Development Application on the corner of Jonson and Browning Streets that has come before the Committee on several occasions recently.

The request has been reproduced below for convenience of committee members.

Dear Alan,

I write on behalf of myself, the owner of 5 & 7 Browning Street, and my neighbors who also use the western end of Ruskin Lane between Tennyson Street and Browning Street for access to their properties.

The lane way is narrow and only safely allows 1 car to pass.

There is a blind right angle corner at the western end and this has caused a number of confrontations between vehicles approaching from different directions and also several minor collisions.

We are unanimous in the view that safety dictates the urgent creation of a one way thoroughfare for which we want entry to commence at Tennyson Street and exit at Browning Street. This will allow for residents to enter the lane legally from both directions of Tennyson Street, a less busy street than Browning Street.

We look forward to your early action on this request in order to enhance our safety.

Yours sincerely

Peter O'Connor

Committee Comments

There were no committee comments.

Management Comments

There were no management comments.

Committee Recommendation:

That Council note the comments provided by the committee in relation to this request and that further advice be provided to the committee as the DA 10.2017.510.1 process continues.

(Cameron/Brigg)

The recommendation was put to the vote and declared carried unanimously.

Report No. 6.2 Draft Constitution for Local Traffic Committee

File No: I2018/905

At the Local Traffic Committee meeting of 16 January 2018, the committee discussed matters in relation to Report No.6.1 – Council resolutions and Recommendation Processes.

From those discussions, the Committee recommended as follows:-

Committee Recommendation

That Council note that a draft constitution based on council’s template be provided to the committee at next meeting to confirm the time, venue, date of meetings.

Constitution to include clear guidelines for the handling of matters before the committee consistent with the delegation.

Staff have now prepared a draft constitution (E2018/50206 – copy attached) for consideration by committee members. Members informally reviewed the document on 15 May 2018 and provided initial comments to management. Those comments have now been incorporated into the document and accordingly, Members are requested to provide a final review and comments prior to reporting to Council for adoption.

Committee Comments

There were no committee comments.

Management Comments

There were no management comments.

Committee Recommendation:

That the draft constitution attached to this report be reviewed by members and the committee comments be presented at the next committee meeting for adoption.

(Stevens/Cameron)

The recommendation was put to the vote and declared carried unanimously.

Report No. 6.3 Koala interactions and speed advisory sign options for Granuaille Road Bangalow

File No: I2018/970

The purpose of this report is to provide an opportunity for LTC the discuss and make recommendations in relation to Koala Wildlife Signage and speed zone reviews in known koala hot spots with particular reference to Granuaille Road, Bangalow.

Council has received requests for the installation of Koala Wildlife Signage and to review the travel speed on Granuaille Road as a consequence of a recent car strike near Granuaille Crescent.

The strike occurred just near the local communities’ koala sign that was erected in January 2017.

The community are looking to produce a number of “coreflute” koala signs for installation in areas where residents have expressed concerns regarding interactions of koalas and traffic.

The correspondence has suggested additional advisory signage on RMS controlled land leading to the location and are seeking RMS approval to install signs. Vehicle travel speeds in the area are also of a concern to the residents. Accordingly, it may be appropriate to formally request RMS to undertake a speed zone review of Granuaille Road.

The LTC are advised that the issue of koala wildlife signage has been discussed by the Transport and Infrastructure Advisory Committee at its meeting 14 June 2018 to determine the appropriate actions regarding the design, installation and policy surrounding wildlife signage across the shire.

The draft TIAC minutes note the following recommendations:

1. That the Committee note the report and recommend the signage strategy to include other native animals.

2. That the Consultation is undertaken with WIRES and community initiatives (Bangalow Koalas) are considered.

3. The Committee receive an update on the consultation during the next Committee meeting.

As a consequence of the TIAC recommendations, it is considered that no further action by the LTC in relation to wildlife signage is warranted until the outcomes of investigations and reporting to TIAC is known. Support for a speed zone review as a separate action may be warranted.

Committee Comments

There were no committee comments.

Management Comments

There were no management comments.

Committee Recommendation:

That the committee note the actions and recommendations from the Transport and Infrastructure Advisory Committee in relation to wildlife signage and request the RMS undertake a speed zone review on Granuaille Road.

(Brigg/Cameron)

The recommendation was put to the vote and declared carried unanimously.

Report No. 6.4 Bayshore & Sunrise Roundabouts Linemarking & Signage

File No: I2018/1097

A report was presented to LTC on the 16 January 2018 seeking concurrence for the proposed regulatory signs and line marking for the Bayshore and Sunrise Roundabouts on Ewingsdale Road (Attachment 1 – I2017/2009).

The recommendation regarding this report was as follows:-

“1. That the Local Traffic Committee be provided with clear documentation showing the Pavement Marking and Signage Plans for the Ewingsdale Road roundabouts as detailed below:

a) Sunrise Boulevard roundabout as per Attachment 1 (E2017/115555)

b) Bayshore Drive roundabout as per Attachment 2 (E2017/115586)

2. That the members provide comments, concurrence or otherwise through the chair within 7 (seven) days.

3. That separate, large format, hard and electronic copy of the plans be provided to the RMS, Police (addressed to Highway Patrol) and members in advance of meetings to allow for proper and detailed consideration.”

In accordance with this recommendation, clearer plans were produced and provided to the committee, with large format hard copies additionally provided to the RMS and Police.

Comments were received and are detailed below.

Committee Comments

20 Feb 18 - D. Brigg: The Traffic office at Byron bay can see no issues with the signage as set out in the plans forwarded to this office.

28 Feb 18 - L. Makejev: Please see attached RMS comments on the roundabout pavement markings and signage. Sorry for the delay, thanks very much for the electronic and hard copies, made it a lot easier.

With respect to the Sunrise Boulevard Roundabout, LTC concurrence and endorsement is sought for the addition of no stopping yellow lines adjacent to the pedestrian refuge to ensure safe crossing of Ewingsdale Road and the modification of the Left/Straight turn lane (eastbound) to a Left turn only lane, including the addition of a “LEFT LANE MUST TURN LEFT” sign.

No other comments were received. Note the RMS plans referenced in RMS comments is provided, with the markups referenced above as Attachments 2 (E2018/49111) and 3 (E2018/49111).

As a consequence, this report seeks LTC concurrence and endorsement for the proposed regulatory signs and line marking for these two roundabouts on Ewingsdale Road, Byron Bay in accordance with the comments/plans provided by the committee.

The plans attached will be available in the meeting in A2 format.

Committee Comments

There were no committee comments.

Management Comments

There were no management comments.

Committee Recommendation:

That the Local Traffic Committee endorse the Pavement Marking and Signage Plans for the Ewingsdale Road roundabouts, including the additional changes at Sunrise Roundabout as detailed below:-

a) Bayshore Drive Pavement Marking and Signage Plan as amended by RMS as per Attachment 2 (#E2018/49110); and

b) Sunrise Boulevard Pavement Marking and Signage Plan as amended by RMS and incorporating additional comments as per Attachment 3 (#E2018/49111).

(Cameron/Brigg)

The recommendation was put to the vote and declared carried unanimously.

Report No. 6.5 Interim Actions to Manage Traffic and Parking at Byron Bay Arts and Industrial Estates

File No: I2018/1143

Council continues to receive complaints about traffic, parking and access to properties within the Byron Arts and Industrial Estate area.

This report seeks support from the LTC for Council’s resolution to implementation short term solution signage and line marking changes to regulate traffic and parking arrangements to improve functionality for businesses within the estate whilst a more detailed investigation of permanent solutions is undertaken.

BACKGROUND

By way of example, a meeting was held recently with representatives of Brookfarm, a business that operates out of several locations with Council’s industrial estates including at a warehouse in Centennial Drive in Byron Arts and Industrial Estate to discuss traffic, parking and access issues impacting that business.

Essentially their problem is around traffic and parking arrangements in the street fronting the business impacting access to their loading dock for trucks.

Current road widths and on street parking arrangements restrict the turn movements of the trucks to such an extent that they quite often have to double handle loads with smaller trucks to an alternative loading area at another location. The existing driveway arrangements and location of infrastructure such as fire booster assemblies, power poles and Council’s drainage pit structure also impact the turning process.

The nature and type of the vehicles using the street and the relatively narrow lane widths with parking either side is creating problems in this and other locations within Centennial Drive and in the broader area generally.

The situation is impacting business function and also the operation of the road network and it is considered that urgent action is required to implement solutions to ameliorate the impacts as soon as possible.

A number of options to improve the situation may be considered including:

1. Widen the existing driveway to the premises which would involve reducing the number of parking bays on the premises side of the street by appropriate sign posting and/or yellow line marking, relocating fire booster assembly and adjusting existing gates and fences.

2. Restricting parking on the opposite side of the street by appropriate sign posting and/or yellow line marking.

3. Locally widening the street on the opposite side to provide improved traffic lane widths to facilitate track turning movements whilst maintaining vehicular parking in this location. This option would utilise most of the existing footpath zone for vehicular parking. This may be an option that could also be applied in other locations.

4. A combination of the above solutions and consideration of making Centennial Drive “One Way” – this would require a more detailed traffic analysis to be undertaken and as such would be a possible longer term solution. The investigation should also consider parking arrangements which in is also a contributing factor to access issues being experienced.

Council as a short term solution could install “No Parking” signs on the opposite side of the street to manage the Brookfarm access situation whilst a report on more permanent solutions to the problems is developed for consideration by Council and the LTC at a future date.

KEY ISSUES

1. Current traffic and parking regulations continue to impact business operations in the Byron Arts and Industrial Estate and surrounding areas.

2. Short term solutions need to be found to assist economic activity in the area.

COUNCIL IMPLICATIONS

§ Budget/Financial

The cost of modifying traffic and parking by implementing new signage and line marking will require expenditure from Council’s sign maintenance budget.

§ Policy or Regulation

Delegated to Council for authorisation in conjunction with:-

- Actions required to control traffic – Part 8 (Sections 114 to 124) Roads Act, 1993.

- Prescribed traffic control devices – Division 1 of Part 4 (Sections 50 to 55) Road Transport (Safety and Traffic Management) Act, 1999.

- R5041 No Parking (specified times) – NSW Road Rules 168.

Committee Comments

We note council’s intention to undertake Masterplan planning process and ongoing transport corridor studies.

Encourage business owners to better manage their on-road parking and encourage businesses to have more on-site parking.

Management Comments

There were no management comments

Committee Recommendation:

1. That LTC support Council’s action to implement short term traffic and parking solutions within the Byron Arts and Industrial Estate through appropriate signage and line marking.

2. That Council consider funding and undertaking a movement and access study for the Arts and Industrial Estate and adjacent industrial precincts.

(Brigg/Cameron)

The recommendation was put to the vote and declared carried unanimously.

Matters for Traffic Engineering Advice

Report No. 7.1 Events - INGENUITY Sculpturefest Mullumbimby - Brunswick Terrace Road Closure

File No: I2018/1131

SUMMARY

Council has received an event application from Creative Mullumbimby Inc for the 2018 INGENUITY Sculpturefest to be held from 12 to 19 November 2018.

RECOMMENDATION

That Council endorse the Creative Mullumbimby Inc INGENUITY Sculpturefest to be held from 12 to 19 November 2018 (including set up and pack up time), that includes the temporary road closure of Brunswick Terrace Mullumbimby, subject to conditions.

LINKAGE TO OUR COMMUNITY STRATEGIC PLAN

Theme	Economy	A sustainable and diverse economy which provides innovative employment and investment opportunities in harmony with our ecological and social aims.
Objective	EC1	A diverse economic base and support for local businesses.
Strategy	EC1.4	Support sporting and cultural events in Byron Shire.
Measures	EC1.B	Increase the sustainability of events in which Council is involved.

BACKGROUND

This is a new event, relating to approved DA 10.2014.248.1 “Creation of sculpture walk with 13 permanent public art sites and public land” on road reserve, Burringbar Street, and Brunswick Terrace Mullumbimby.

The organisers (Creative Mullumbimby Inc.) have a Memorandum of Understanding: Public Art Partnership with Council, and are working with the public art panel to commission and manage the sculpture projects according to the above DA, and to coordinate and produce Mullumbimby Community Sculpture Festival to be held in November 2018.

The event organisers are also applying to close Brunswick Terrace between Burringbar Street and Tincogan Street for the duration of the event.

Traffic impacts will occur between 12 and 19 November 2018.

The event organisers have provided a Traffic Control Plan and are currently preparing a Traffic Management Plan which will be submitted to Council prior to the event.

KEY ISSUES

1. Road closures affect traffic between 12 and 19 November 2018.

2. Possible obstruction of emergency services (Police, Fire Brigade) due to road closures in the immediate vicinity.

COUNCIL IMPLICATIONS

§ Budget/Financial

The event organisers will be invoiced the following fees as appropriate

- Approval of Road Events pursuant to s144 of the Roads Act (Advertising of event and staff time to process) and

- Development Certification fees – section 138 with fees being the fee applicable as at the date of payment.

§ Asset Management

Not applicable

§ Policy or Regulation

Delegated to Council for authorisation in conjunction with:-

- Actions required to control traffic – Part 8 (Sections 114 to 124) Roads Act, 1993.

- Prescribed traffic control devices – division 1 of Part 4 (Sections 50 to 55) Road Transport (Safety and Traffic Management) Act, 1999.

§ Consultation

A condition of the endorsement of this event is that appropriate consultation is undertaken, including:

1. Advertising the impact of the event in the local newspaper and on the Council website.

2. Informing community and business that are directly impacted.

3. Liaising with bus and taxi operators.

4. Consulting with emergency services.

§ Legal and Risk Management

Appropriate approvals and insurances are required as a condition of the endorsement for this event.

Figure 1. Brunswick Terrace, Mullumbimby road closure

Committee Comments

Detour down Gordon Street preferred. Traffic Control Services to modify the TCP accordingly.

Management Comments

There were no management comments.

Committee Recommendation:

1. That Council endorse the Creative Mullumbimby Inc. event, “ INGENUITY Sculpturefest 2018”, to be held between 8:00am Monday 12 November 2018 and 5:30pm Monday 19 November 2018, that requires temporary road closures and actions to control traffic on Mullumbimby roads, subject to conditions at Brunswick Terrace from Burringbar Street to Tincogan Street.

2. That the approval provided in Part 1 is subject to:-

a. submission to Council and implementation of an appropriate Traffic Management Plan, incorporating a modified Traffic Control Plan prepared by Traffic Control Services Pty Ltd to extend the extent of the road closure to the intersection of Burringbar and Gordon Streets, including the use of signed detours, designed and implemented by those with appropriate accreditation;

b. that the impact of the event be advertised via a notice in the local weekly paper a minimum of one week prior to the operational impacts taking effect, noting it must include the event name, specifics of any traffic impacts or road closures and times, alternative route arrangements, event organiser, a personal contact name and a telephone number for all event related enquiries or complaints;

c. the event be notified on Council’s webpage;

d. the event organiser:-

i) undertake consultation with community and affected businesses including adequate response/action to any raised concerns;

ii) undertake consultation with emergency services and any identified issues addressed;

iii) hold $20m public liability insurance cover which is valid for the event;

iv) pay Council’s Road Event Application Fee prior to the event; and

v) provide a debrief of the event to Council’s Traffic Engineer within two weeks of the conclusion of the event.

(Cameron/Brigg)

The recommendation was put to the vote and declared carried unanimously.

Report No. 7.2 Events - Billinudgel Open For Business - Wilfred Street Road Closure

File No: I2018/1142

SUMMARY

Council has received an a Traffic Control Plan for an event being organised by the Billinudgel business in conjunction with council to hold the Billinudgel Open for Business Festival on 22 September 2018.

RECOMMENDATION

That Council endorse The Billinudgel Open for Business Festival to be held on 22 September 2018, that includes the temporary road closure of Wilfred Street Billinudgel from 12pm to 6pm, subject to conditions.

LINKAGE TO OUR COMMUNITY STRATEGIC PLAN

Theme	Economy	A sustainable and diverse economy which provides innovative employment and investment opportunities in harmony with our ecological and social aims.
Objective	EC1	A diverse economic base and support for local businesses.
Strategy	EC1.4	Support sporting and cultural events in Byron Shire.
Measures	EC1.B	Increase the sustainability of events in which Council is involved.

BACKGROUND

This is a new event, funded by the NSW State Government and Byron Shire Council as part of the Department of Industry Flood Recovery grant.

Billinudgel is a unique village bordering the Pacific Highway in Byron Shire Council. Ex-Tropical Cyclone Debbie (TCD) decimated the local businesses that are pivotal to the day to day function of the North Byron community. Many businesses were affected including Billi-Lids Child Care Centre ( supporting approx. 90 families ) the hotel, general store, auto electrician and smash repairs, and a range of commercial operations in the industrial estate.

The Billinudgel Festival is the FINAL culmination of a number of elements to the funding: resilience workshops and new mobile emergency trailer; anniversary community event; public art – parrots all over Billi; new Welcome sign and village directory; new community park beside the pub; and the Billinudgel Festival on the 22 September 2018.

This event is about supporting the community to heal and making the community proud of their town and what is has achieved in the past year and a half –which has truly been amazing.

The event organisers have provided a TCP (E2018/51697) and are currently preparing a Traffic Management Plan for the event.

KEY ISSUES

1. The potential for traffic management to impact traffic on State Road system.

2. Traffic control undertaken by RFS volunteers who may not have the appropriate RMS issued tickets for ‘Traffic Control’ and ‘Implement Traffic Control Zone’.

3. Road closures affect traffic between the hours of 12.00pm to 6.00pm

4. Possible obstruction of emergency services (Police, Fire Brigade) due to road closures in the immediate vicinity.

COUNCIL IMPLICATIONS

§ Budget/Financial

As noted in the report and in addition, the event organisers will be invoiced the following fees

- Approval of Road Events pursuant to s144 of the Roads Act (Advertising of event and staff time to process) and

- Development Certification fees – section 138 with fees being the fee applicable at the date of payment.

§ Asset Management

Not Applicable

§ Policy or Regulation

Delegated to Council for authorisation in conjunction with:-

- Actions required to control traffic – Part 8 (Sections 114 to 124) Roads Act, 1993.

- Prescribed traffic control devices – division 1 of Part 4 (Sections 50 to 55) Road Transport (Safety and Traffic Management) Act, 1999.

§ Consultation

A condition of the endorsement of this event is that appropriate consultation is undertaken, including:

1. Advertising the impact of the event in the local newspaper and on the Council website.

2. Informing community and business that are directly impacted.

3. Liaising with bus and taxi operators.

4. Consulting with emergency services.

§ Legal and Risk Management

Under the NSW Rural Fire Service - Service Standard 1.3.2, Powers of Officers (19 March

2013) Version Number 3.2;

Clause 2.2 An Officer may:

(b) if he or she is the officer in charge of a brigade or group of brigades, close any

street or public place in the vicinity of a fire, incident or other emergency to traffic;

This event is not classified as an emergency therefore the RFS Volunteers will not be able to

use the powers outlined in the service standard. To legally control traffic each RFS volunteer

traffic controller will require a RMS issued ‘Traffic Control’ ticket. The RFS volunteer traffic

controller supervisor must have a RMS issued ‘Implement Traffic Control Zone’ ticket to set out

signage as per the Traffic Control Plan.

Figure 1. Wilfred Street, Billnudgel road closure

Committee Comments

Concerns about emergency vehicle access, also issue of east/west through traffic access, noting the lack of an alternate route. Consider closing one side of the street or a temporary shared zone. Also issue of not using qualified traffic controllers.

Signage for northbound motorway traffic be incorporated at the Brunswick Heads exit ramp.

Management Comments

There were no management comments.

Committee Recommendation:

1. That Council endorse the Billinudgel Open for Business Festival to be held on 22 September 2018, that includes the temporary road closure below of Wilfred Street Billinudgel from 12pm to 6pm.

2. That the approval provided in Part 1 is subject to:

a. submission to Council and implementation of a Traffic Management Plan incorporating actions required by committee comments and Traffic Control Plans prepared by Traffic Management Training Pty Ltd, including the use of signed detours, as designed and implemented by those with appropriate accreditation. To legally control traffic each RFS volunteer traffic controller will require a RMS issued ‘Traffic Control’ ticket. The RFS volunteer traffic controller supervisor must have a RMS issued ‘Implement Traffic Control Zone’ ticket to set out signage as per the Traffic Control Plan.

b. . that the impact of the event be advertised via a notice in the local weekly paper a minimum of one week prior to the operational impacts taking effect, noting it must include the event name, specifics of any traffic impacts or road closures and times, alternative route arrangements, event organiser, a personal contact name and a telephone number for all event related enquiries or complaints.

c. the event be notified on Council’s webpage.

d. the event organiser:

i. undertake consultation with community and affected businesses including adequate response/action to any raised concerns.

ii. undertake consultation with emergency services and any identified issues addressed.

iii. holding $20m public liability insurance cover which is valid for the event.

iv. paying Council’s Road Event Application Fee prior to the event.

(Brigg/Stevens)

The recommendation was put to the vote and declared carried unanimously.

Report No. 7.3 Event - Chincogan Charge, Mullumbimby - 8 September 2018

File No: I2018/676

SUMMARY

Council has received an event application and Traffic Control Plan (TCP) for the Chincogan Charge 2018 to be held on Saturday 8 September 2018.

RECOMMENDATION

That Council endorse the Chincogan Charge 2018 to be held on Saturday 8 September 2018, that requires actions to control traffic on Mullumbimby roads between 8:00am and 5:30pm, subject to conditions at:

Dalley Street - Burringbar Street to Tincogan Street

Tincogan Street - Dalley Street to Brunswick Terrace

Murwillumbah Road - Brunswick Terrace to Coolamon Scenic Drive

Coolamon Scenic Drive – House 1913 to Murwillumbah Road

LINKAGE TO OUR COMMUNITY STRATEGIC PLAN

Theme	Economy	A sustainable and diverse economy which provides innovative employment and investment opportunities in harmony with our ecological and social aims.
Objective	EC1	A diverse economic base and support for local businesses.
Strategy	EC1.4	Support sporting and cultural events in Byron Shire.
Measures	EC1.B	Increase the sustainability of events in which Council is involved.

BACKGROUND

The “Chinny Charge” originally started in 1960 with up to 500 runners going from the Mullumbimby

Swimming Pool to the top of Mount Chincogan, then returning to the finishing line at the Mullumbimby Post Office.

In 2017 the Mullumbimby Chamber of Commerce restarted this community event which was last run in 2001.

For the 2018 event the organisers are proposing to slightly alter the course with runners starting and finishing near Mullumbimby Police Station.

The road course will require actions to control traffic and the implementation of prescribed traffic

control devices such as No Parking signs to control vehicles.

The event organisers are also applying to close Dalley Street between Burringbar Street and Tincogan Street.

Traffic impacts will occur between the hours of 8.00am and 5.30pm.

The event co-ordinators have provided a Traffic Control Plan and are yet to finalise and lodge their Traffic Management Plan

KEY ISSUES

1. The interaction of live traffic and the 500 participants running and walking.

2. Traffic control undertaken by RFS volunteers who may not have the appropriate RMS issued tickets for ‘Traffic Control’ and ‘Implement Traffic Control Zone’.

3. road closures affect traffic between the hours of 8.00am and 5.30pm at various locations

4. Poor natural lighting is available from 5.30pm so all participants to complete race by this time.

5. Possible obstruction of emergency services (Police, Fire Brigade) due to road closures in the immediate vicinity.

COUNCIL IMPLICATIONS

§ Budget/Financial

The event organisers will be invoiced the following fees

- Approval of Road Events pursuant to s144 of the Roads Act (Advertising of event and staff time to process) and

- Development Certification fees – section 138 with fees being the fee applicable at the date of payment.

§ Asset Management

Not applicable.

§ Policy or Regulation

Delegated to Council for authorisation in conjunction with:-

- Actions required to control traffic – Part 8 (Sections 114 to 124) Roads Act, 1993.

- Prescribed traffic control devices – division 1 of Part 4 (Sections 50 to 55) Road Transport (Safety and Traffic Management) Act, 1999.

- R5041 No Parking (specified times) – NSW Road Rules 168, $108 fine.

§ Consultation

A condition of the endorsement of this event is that appropriate consultation is undertaken, including:

1. Advertising the impact of the event in the local newspaper and on the Council website.

2. Informing community and business that are directly impacted.

3. Liaising with bus and taxi operators.

4. Consulting with emergency services.

§ Legal and Risk Management

Under the NSW Rural Fire Service - Service Standard 1.3.2, Powers of Officers (19 March

2013) Version Number 3.2;

Clause 2.2 An Officer may:

(b) if he or she is the officer in charge of a brigade or group of brigades, close any

street or public place in the vicinity of a fire, incident or other emergency to traffic;

This event is not classified as an emergency therefore the RFS Volunteers will not be able to

use the powers outlined in the service standard. To legally control traffic each RFS volunteer

traffic controller will require a RMS issued ‘Traffic Control’ ticket. The RFS volunteer traffic

controller supervisor must have a RMS issued ‘Implement Traffic Control Zone’ ticket to set out

signage as per the Traffic Control Plan.

Committee Comments

There were no committee comments

Management Comments

There were no management comments

Committee Recommendation:

1. That Council endorse the Chincogan Charge 2018 to be held on Saturday 8 September 2108 that requires temporary road closures and actions to control traffic on Mullumbimby roads between 8:00am and 5:30pm, subject to conditions at:

a. Dalley Street - Burringbar Street to Tincogan Street

b. Tincogan Street - Dalley Street to Brunswick Terrace

c. Murwillumbah Road - Brunswick Terrace to Coolamon Scenic Drive

d. Coolamon Scenic Drive – House 1913 to Murwillumbah Road

2. That the approval provided in Part 1 is subject to:

a. ~~separate approvals by NSW Police and RMS being obtained~~

b. submission to Council and implementation of an appropriate Traffic Management Plan, incorporating the Traffic Control Plan dated 9 April 2018 prepared by Spinifex Recuiting, including provision for access for emergency services, the use of signed detours, designed and implemented by those with appropriate accreditation. To legally control traffic each RFS volunteertraffic controller will require a RMS issued ‘Traffic Control’ ticket. The RFS volunteer traffic controller supervisor must have a RMS issued ‘Implement Traffic Control Zone’ ticket to set out signage as per the Traffic Control Plan.

c. that the impact of the event be advertised via a notice in the local weekly paper a minimum of one week prior to the operational impacts taking effect, noting it must include the event name, specifics of any traffic impacts or road closures and times, alternative route arrangements, event organiser, a personal contact name and a telephone number for all event related enquiries or complaints

d. the event be notified on Council’s webpage

e. the event organiser:

i) undertake consultation with community and affected businesses including adequate response/action to any raised concerns

ii) must undertake consultation with emergency services and any identified issues addressed including event notification to emergency services one week prior to the event.

iii) hold $20m public liability insurance cover which is valid for the event

iv) pay Council’s Road Event Application Fee prior to the event

v) provide a debrief of the event to Council’s Traffic Engineer within two weeks of the conclusion of the event.

(Cameron/Stevens)

The recommendation was put to the vote and declared carried unanimously.

Report No. 7.4 Traffic Calming on Broken Head Road

File No: I2018/1144

A request has been received from RMS for LTC to consider traffic calming and other measures along Broken Head Road to improve safety.

A briefing will be provided to the committee at the meeting.

Committee Comments

The committee noted the issues, no further action to be taken at this time. Investigate which Council area owns the road section

Council to conduct speed counts (outside the coffee plantation and along the long straight from the 2^nd coffee plantation).

The Council consider a road safety audit and explore funding opportunities with RMS to improve road safety.

Management Comments

There were no management comments

Committee Recommendation:

That Council consider a road safety audit and explore funding opportunities with RMS to improve road safety at Broken Head Road, Newrybar.

(Stevens/Brigg)

The recommendation was put to the vote and declared carried unanimously.

Development Applications

Report No. 8.1 Bluesfest 2019 - Paid Parking

File No: I2018/1082

Development Consent 10.2013.128.2

Council has received a s96 Application to amend Development Consent 10.2013.128.2 for Bluesfest at 30 Tanners Lane, Tyagarah near the Pacific Hwy Interchange.

The applicant is seeking approval to delete Condition No.59 of the consent in relation to a prohibition on charging for parking. The condition states:-

59. No Car Parking Fees

The entry for the event shall include free car parking within the site to discourage on-street car parking on roads within the vicinity.

The purpose of the condition is to:-

a) discourage parking in the surrounding road network by making parking freely available for patrons within the Bluesfest Car Park; and

b) to enable traffic to enter the site unencumbered without the need to pay a fee at the entrance to the site in terms of traffic management. This is of importance having regards to the means of entrance to the site via the Pacific Hwy Off ramps with a 110 km speed environment.

The applicants have advised of the need to charge for parking for financial reasons, whilst they have proposed that drivers will not be charged until they have parked their vehicles and patrons will be then approached for payment. A media campaign would advise patrons of the charges associated with parking at Bluesfest, whilst staff would be employed to monitor any queuing issues that may arise on the Pacific Hwy, with traffic management taking priority over any collection of car parking fees. The applicant has provided details on other events that charge for parking including Splendour in the Grass and Falls Festival at Yelgun.

The matter was reported to the LTC on the 20 March 2018 whereby the request for paid parking was not supported.

The applicant has provided further information in relation to the management of traffic and believes that the provision of paid parking can be appropriately managed through:

· pre purchase of parking tickets

· the use of dedicated staff to collect parking fees after cars have parked

· The use of smart technology such as tap and go wireless eftpos machines

· Suspension of paid parking in the event that traffic was starting to queue on the highway

In discussions with the applicant the point has been made that a price on parking is also desirable to make other forms of transport more attractive such as local buses and kiss and ride by family and friends. It is noted this will provide a “Plan B” for patrons as they will not be tempted to drink and drive if they have utilised other forms of transport to access the event.

Development Consent DA10.2014.753.1

The applicant is also seeking further clarity for the consent issued under DA10.2014.753.1. This approval granted consent for:

· 10 Days of large events (15,000 – 25,000 people)

· 10 Days of medium events; (2,000 – 15,000 people) and

· 100 days of small events (up to 2,000 people)

Condition 101 implies that the event organisers can charge for parking as part of the ticket price . The condition states:

101. Internal Roads, Pathways and Parking areas

The internal roads and pathways must be suitably maintained to provide all weather access during the event. Effective dust-control measures must be introduced and maintained in accordance with the approved erosion and sediment control plan for unsealed roads and pathways.

Sufficient parking marshals must be present in the car parks to direct patrons to selected parking areas, to direct pedestrians away from main traffic routes, and to prevent congestion on circulation roads.

Entry to large and medium events to include car parking in the ticket price within the site to discourage on-street car parking on roads within the vicinity.

Although Development Consent DA10.2014.753.1 is yet to be activated, the applicants are endeavouring to start operating events from the site under this approval in the near future. This consent will then supersede the 2013 approval. Council also has a S96 application for this approval whereby applicants are seeking an amendment to reflect any changes to the 2013 approval.

Conclusion

Provided parking is managed as proposed it is considered the impact on traffic on surrounding roads and the safe operation of the Pacific Hwy is negligible, having regards to the size of the property and the access arrangements into the site. It is recommended that paid parking be supported as a trial for two events, and if no issues are raised by either the RMS, Council or the Police, that paid parking be allowed to continue in the long term.

A copy of the additional information from Bluesfest is attached for the Local Traffic Committees consideration.

Committee Comments

The committee recommends traffic management plans be submitted 4 months prior to the event.

Concerns about potential traffic impacts on the motorway for future events and considers that a review of the TMP and TCP be undertaken. The review to incorporate contingency plans to rectify motorway congestion in the event such should occur.

Management Comments

There were no management comments.

Committee Recommendation:

1. That paid parking at Bluesfest:-

a) Be supported for Bluesfest 2019, with a review following the event within 2 months of the event.

b) If no issues are raised by either the RMS, Police or Council that paid parking be permitted as a permanent arrangement.

2. The committee advises the proponent to incorporate these changes into future TMP/TCPs and that these be lodged with Council at least 4 months prior to the event.

(Stevens/Brigg)

Cr Cameron, Brigg and Stevens voted in favour of the motion.

Nil voted against the motion.

Member Clare was not present for the vote..

Member Clare left the Chambers at 02:06 PM.

Report No. 8.2 Beer and Cider Festival

File No: I2018/1081

SUMMARY

Council has received a Development Application from Jeremy Holmes (C/O Kate Singleton, Planners North) for Byron Bay Craft Beer & Cider Festival, including the erection of temporary structures and car parking. The application seeks consent to undertake up to three (3) events per annum with capacity for 1000 persons including 950 patrons plus 50 staff.

The development application includes a Traffic Management Plan from Traffic Control Services Pty Ltd.

LINKAGE TO OUR COMMUNITY STRATEGIC PLAN

Theme	Economy	A sustainable and diverse economy which provides innovative employment and investment opportunities in harmony with our ecological and social aims.
Objective	EC1	A diverse economic base and support for local businesses.
Strategy	EC1.4	Support sporting and cultural events in Byron Shire.
Measures	EC1.B	Increase the sustainability of events in which Council is involved.

BACKGROUND

A development application for the Byron Bay Craft Beer and Cider Festival was lodged with Council on 28 March 2018. The festival was intended to be held on 5^th May 2018; however, there was insufficient time for the application to be determined before the scheduled date.

It is understood the proposal was altered so that it could proceed without development consent and was undertaken on 5^th May 2018 as advertised.

The development application was subsequently amended to seek consent for a two year trial period for up to three festivals per annum. The applicant’s submission states that Council is to be notified of the upcoming events 28 days prior to the event occurring. The festival will be for up to 1000 persons, including 950 patrons and 50 staff.

KEY ISSUES

1. Safety of pedestrians walking from the nominated parking area to the festival location at the Sun Bistro – which is approximately 500m to the south.

2. Safety of motorist’s cueing to enter or leave the event precinct.

COUNCIL IMPLICATIONS

§ Budget/Financial

The event organisers have been invoiced for the relevant Approval of Road Events pursuant to s144 of the Roads Act fee as per the Fees & Charges 2018/19.

§ Asset Management

Not applicable.

§ Policy or Regulation

Speed Limit (as required) ROAD WORK (R4-212) - Delegated to council for authorisation in conjunction with NSW Road Rules 21 and AS 1742.4 (Speed Controls) Clause 3.1.2, AS 1742.3 (Roadworks).

§ Consultation

A condition of the endorsement of this event is that appropriate consultation is undertaken, including:

1. Advertising the impact of the event in the local newspaper and on the Council website.

2. Informing community and business that are directly impacted.

3. Consulting with emergency services.

4. Council regarding works programs and event date concurrence.

§ Legal and Risk Management

No RMS controlled asset are affected by the traffic control.

Committee Comments

The committee requires more information regarding the DA, including the event dates, and a detailed TMP/TCP .

Management Comments

There were no management comments

Committee Recommendation:

1. That Council note the committee comments.

(Cameron/Brigg)

The recommendation was put to the vote Cameron, Brigg and Stevens voted in favour of the motion.

Nil voted against the motion.

Member Clare was not present for the vote.

Late items:

1. That Council prohibit right turn movements from Ewingsdale Rd into Melaleuca Drive (at the east end of Bayshore Drive roadworks).

2. Police raised issues at Kendall St railway crossing. Vehicles not stopping at Stop Sign. Crossing requires signage change and line marking. Possibly larger Stop signs. Possible flashing sign activated when train approaches. Council to research options and provide advice back to the Committee.

3. Police have been asked to comment on a long distance bicycle event on the M1, and wanted to incorporate councils comments about this event. Also a second bicycle event Salvos 8-16 September.

4. Police provided information about a collision on Possum Shoot Road, for information only.

There being no further business the meeting concluded at 2:50pm.

Description	Power/Function	Condition/Limitation/Restriction
Applications and Approvals	Applications under Part 4 of the Environmental Planning and Assessment Act 1979 (“the EP&A Act)	Delegations do not include determination of any: · Development Application or s96 Modification Application that is referred to Council by the Planning Review Committee, unless the stated issues requiring referral are subsequently resolved to the satisfaction of the Planning Review Committee. · Application that has an estimated value exceeding $10,000,000 or for subdivision of land that would create 20 or more lots. · Application involving ‘Designated Development’ pursuant to s77A of the EP&A Act. · Application involving a proposed variation under State Environmental Planning Policy No 1 – Development Standards unless the variation relates to a minor rural boundary adjustment · Application for review of a determination previously made by the General Manager or the Council. · Revocation or modification of a consent pursuant to s96A of the EP&A Act.
	Applications under Part 5 of the EP&A Act	· Delegations do not include determination of any activity for which an Environmental Impact Statement has been required.
	Applications under Part 1 Chapter 7 of the Local Government Act 1993	· Delegations do not include determination of any application for review of a determination previously made by the General Manager or the Council.
Bad debts	Amount fixed pursuant to clause 213 of the Local Government (General) Regulations 2005	· The amount above which debts to the Council may be written off only by resolution of the Council is $10,000.
Legal Proceedings	Commencing or defending legal proceedings	· Delegation to commence or defend legal proceedings is limited to those proceedings in which Council's external solicitors (if engaged) estimate, in writing, that the professional legal costs for the proceedings will be less than $50,000 unless commencement or defence of legal proceedings has otherwise been authorized by Council resolution. Where Councils external solicitors are not engaged delegation to commence or defend legal proceedings is limited to those proceedings in which Council’s internal solicitors estimate, in writing, that the disbursements for the proceedings will be less than $50,000 unless commencement or defence of legal proceedings has otherwise been authorized by Council resolution. · Exercise of delegation is subject to Councillors being informed by memorandum of its exercise and the progress of the proceedings, together with current cost expenditure, being reported to Councillors monthly.
	Settlement of legal proceedings	The delegations do not include: · Power to settle legal proceedings for payment of less than 50% of Council’s original or amended claim. · Power to enter into consent orders in the Land and Environment Court in relation to development for which the General Manager would not otherwise be able to grant consent under delegation.
Local Approvals and Orders Policies	Administration of local policies concerning approval and orders	Delegations do not include: · Power to adopt, amend or revoke a local approvals or orders policy under s161 or 165 of the Local Government Act.
Public Land Management	Administration of public land under Chapter 6 of the Local Government Act	Delegations do not include: · Power to adopt a Plan of Management under s40. · Power to grant consent to a development application to which s47E of the Local Government Act applies.
Roads Management	Administration of roads under the Roads Act	· Delegations do not include the power to make an application for the permanent closure of any road for which Council is the roads authority.
Tender acceptance	Acceptance of tenders other than to provide services currently provided by members of staff of the council (s377 1,I of LGA)	Acceptance of tenders is limited to: · Capital works specifically itemized in a budget approved by Council (as long as the tendered amount falls within the approved budget); or · Renewal of existing contracts; or · Projects that are less than $250,000 (ex gst) in value

Venue	Bus Field Trip - Ewingsdale
Date	Thursday, 14 June 2018
Time	2.00pm

Venue	Conference Room, Station Street, Mullumbimby
Date	Thursday, 28 June 2018
Time	11.30am

Venue	Conference Room, Station Street, Mullumbimby
Date	Thursday, 14 June 2018
Time	11.30am

Venue	Conference Room, Station Street, Mullumbimby
Date	Thursday, 14 June 2018
Time	9.00am