Meeting Date: Tuesday, 18 December, 2018
Location: Council Chambers, City Administrative Building, Bridge Road, Nowra
Membership (Quorum - 7)
CL18.380..... Risk and Audit Committee Independent Member Appointment.................... 1
Finance Corporate & Community Services
CL18.381..... Hyams Beach Update..................................................................................... 3
Addendum Agenda - Ordinary Meeting – Tuesday 18 December 2018
CL18.380 Risk and Audit Committee Independent Member Appointment
HPERM Ref: D18/438733
Group: General Manager's Group
Section: Executive Strategy
Attachments: 1. Selection Criteria Assessment- Applications Risk and Audit Committee Member (Confidential - under separate cover)
Purpose / Summary
The purpose of this report is to seek endorsement for the appointment of a new external independent Risk and Audit Committee Member in accordance with Council’s Risk and Audit Committee Charter.
That Donna Rygate be appointed as the new Independent External Member of the SCC Risk and Audit Committee for the term of January 2019-December 2022.
1. The recommendation is accepted as printed
Implications: This enables the committee member to be advised prior to Christmas and to prepare for attendance at the February Risk and Audit Committee.
2. Seek further information in relation to the matter
In accordance with the Risk and Audit Committee Charter Council’s previous Risk and Audit Committee Chair finished his term with Council in December 2018 (after completing a total of 8 years). This has resulted in a vacancy for an external independent committee member within the Committee.
Therefore, a recruitment process was commenced to fill the vacancy for the position to allow for membership from January 2019 - December 2022.
Council received several expressions of interest and a strong pool of applicants was established, for consideration. Of these applicants three community members were interviewed by the selection panel, consisting of Deputy Mayor, Councillor Patricia White, the General Manager and Executive Manager - Communications.
The very strong candidates displayed a range of skills and experience both in financial management, risk and internal audit.
After consideration of each of the candidates the panel determined that Donna Rygate was considered the most preferred applicant for the role and had the skills and experience necessary to fulfil the requirements of the role and complimented the skills of the other members.
With senior management, local government and state government experience as well as sitting on a number of other local government audit committees it was considered that Donna was best suited to meet the needs of Shoalhaven City Council’s Audit Committee.
Addendum Agenda - Ordinary Meeting – Tuesday 18 December 2018
CL18.381 Hyams Beach Update
HPERM Ref: D18/437926
Group: Finance Corporate & Community Services Group
Section: Recreation Community & Culture
2. Meeting Minutes - Hyams Beach Community Consultation Meeting - 08/12/18 ⇩
3. 2018/19 Peak Season Traffic Management Overview - Hyams Beach ⇩
Purpose / Summary
To provide an update to Council on the results of the recent community survey and community consultation meeting undertaken on short and long-term traffic management and public facilities options at Hyams Beach.
1. Receive and note:
a. The Hyams Beach Community Engagement Presentation from Micromex Research provided as Attachment 1.
b. The minutes of Hyams Beach Community Consultation Meeting held on 8 December 2018 provided as Attachment 2.
c. The Hyams Beach 2018/19 Peak Season Traffic Management Overview presentation provided as Attachment 3.
2. Note the following key findings presented in the Micromex Research Presentation report as suggested potential actions for Council to consider:
a. Investigate a carpark out of the village with a walking track and/or shuttle bus into the village.
b. Set up temporary one-way roads within the village during peak periods, with Council staff monitoring/enforcing the systems.
c. Explore community opinions on paid parking, or trial paid parking during peak periods only.
d. Set up bus drop off points close to the beach/places of high tourist interest, rather than establishing bus parking stations within the village.
e. Trial the use of temporary portaloos to meet the increased demand for toilet facilities during peak periods.
f. Continue to engage with the community about changes/plans to Hyams Beach, ensuring that all residents are included in correspondence and that opinions represent the whole community.
3. Note that Council staff are to meet with representatives of the Hyams Beach Villagers Association on Wednesday 19 December with a view to reaching agreement on the prioritisation of short and long-term traffic management options.
4. Note that further traffic and parking counts will be undertaken at Hyams Beach over the Christmas/New Year holiday period in order that all future grant applications to progress traffic management projects are supported by current reliable data.
5. Receive a full report in the new year advising on the following:
a. Outcomes and learnings from the short-term traffic management solutions implemented over the Christmas / New Year period.
b. Details of any agreement reached with the Hyams Beach Villagers Association on a priority list of short and long-term traffic management solutions.
c. Opportunities for grant funding to progress any long-term traffic management solutions that have clear and widespread community support.
1. Accept the recommendations in the report.
Implications: Traffic will be managed over the summer peak period as described in Attachment 3 to the report and key learnings will be used to inform plans for 2019.
2. Request more information.
Implications: The Hyams Beach community may express frustration at what they could see as a delay by Council.
Council has been working with the Hyams Beach Village Association Community Consultative Body (HBVA CCB), other community groups and business representatives on options to improve the access for vehicles and pedestrians both to and within the community at peak times. It has been Council’s primary objective in seeking solutions to the significant traffic congestion in and around Hyams Beach during peak holiday times to ensure the safety of residents, holiday makers and day trippers to the area.
In seeking solutions, Council recently undertook a community survey to seek feedback from the community on a range of potential short-term and long-term traffic management and public facilities options for Hyams Beach.
Whilst the survey was designed and undertaken by Council in-house, to ensure there was no perception of bias by Council in the survey results, Micromex Research were engaged to prepare an independent report on the online survey results and all other written and email submissions received during the survey period.
This report presents Council with:
1. The Hyams Beach Community Engagement Presentation by Micromex Research (Attachment 1)
2. Minutes of the Community Consultation Meeting held on Saturday 8 December 2018 (Attachment 2)
3. The Hyams Beach 2018/19 Peak Season Traffic Management Overview presentation (Attachment 3)
Survey – Key Findings:
Under the heading Key Findings, the Micromex Report states that the survey and written results clearly highlight that residents are passionate about Hyams Beach and want to ensure that the area is protected from environmental and character degradation. Further, whilst respondents acknowledge the economic importance of tourism, there is a strong belief that the village can’t cope with the current number of visitors and vehicles during peak periods.
The highest rated short-term options presented in the survey results were:
· Increased toilet & shower facilities in Seamans Carpark
· Extend the fence at the far end of Cyrus Street
· Parking on one side of the road only at Silverstrand Circuit
· Extra disabled parking facilities in Seamans Carpark
· Continuing footpath opposite Hyams Road to Chainmans Beach
· Permanently close off the boat ramp access with a locked gate for commercial and pedestrian access only during peak periods (Note: this has been actioned)
· Toilet facilities in foreshore reserve
The lowest low rated short-term options were:
· One-way traffic permanently in the north of the village
· Increased 90-degree parking on Cyrus Street
· Bus drop off point on Cyrus Street south of Seamans Carpark
· Bus drop off point on Rose Street
· Bus parking on Rose Street
The highest rated long-term options were:
· Undertake a foreshore masterplan and reserve improvements
· Investigate a carpark out of the village with a walking track into the village
· Undertake a Development Control Plan (DCP) for Hyams Beach
· Investigate option of a roundabout for intersection of Booderee Avenue and Naval College Road
· Investigate widening of Booderee Avenue for the provision of a pedestrian path
The lowest rated short-term option was to investigate a roundabout for the intersection of Illowra Lane and Booderee Avenue.
Separate to the online survey responses, Council received 45 written submissions during the survey period which addressed numerous issues and concerns. These written submission were also review independently by Micromex Research and included in their report and presentation. In addition to comments relating to the short and long-term options presented in the survey, in summary, the written submissions addressed:
1. Reduce/restrict the number of vehicles permitted in the village
2. Safety/bushfire risks
3. Prevent large vehicles/buses from the area
4. Advertise/promote other areas in the short term
5. The environmental impact on the local area
6. Protect the character/atmosphere of the village
7. The impact of day trippers vs overnight tourists
8. Validity/distribution of the survey
Having now presented the Micromex Report publicly, the next step is for staff to meet with representative of the Hyams Beach Villages Association with a view to reaching agreement on a priority list of both short and long-term options that can progress to detailed investigation and/or design to ensure projects are shovel ready for possible Council funding and/or government grant funding.
In relation to possible grant funds, representatives of the Hyams Beach Villagers Association have also been advised of a significant Sustainable Tourism Infrastructure grant application Council has lodged under the NSW Regional Growth – Environment and Tourism Fund for new and improved tourism related infrastructure at various locations across the Shoalhaven. Included in this application is funding to the value of $1.3M specifically for infrastructure in and around Hyams Beach. This grant application has progress through the initial assessment stage with the detailed business case due to be submitted by 1 February 2019. It is essential therefore that agreement is reached as soon as possible with the community on the highest priority projects that can best seek to alleviate the significant traffic congestion problems experienced at Hyams Beach during peak holiday periods.
Peak Season Actions
Attachment 3 to this report presents details of the immediate actions that will be undertaken in and around Hyams Beach over the Christmas New/Year period - commencing Boxing Day. In summary, the arrangements are:
· Traffic management will be in place to manage the large number of vehicles entering the village. This will include a temporary roundabout installation at the intersection of Booderee Avenue and Naval College Road – Roundabout under Traffic Control and Traffic Management Plan – 7am to 7pm
· External Traffic Company contracted to conduct traffic control services under a Traffic Management Plan – 7am to 7pm – 26/12/18 to 6/1/19 – 5 traffic control staff
· One Way traffic system in the north of the Village as per Christmas, Easter & October Long Weekend
· 3 VMS boards at the following locations:
o Jervis Bay Rd before Huskisson turnoff
o After Vincentia marketplace before the roundabout
o On Naval College Rd – advising temporary roundabout in operation
· Targeted social media will be in place regarding Hyams Beach advising of traffic congestion and opportunities to visit the other 16 White Sand Beaches and the 100-beach challenge
· Google marketing in place to advise visitors of traffic congestion
· Traffic management information will be sent to RMS Live Traffic and Google, notifying of change of conditions in the village and approaching the village and so people can actively see any traffic congestion issues
· Traffic and parking surveys will be completed over the Christmas/New Year period
· Two Portaloos at Chinamans Beach
· Two Portaloos at Seamans Carpark
· Extra large waste bins in place with extra services
Council ranger services will also be highly visible and active in the area to enforce parking and camping restrictions. Additional rangers will be engaged on a casual/contract arrangement needed to support Council’s existing ranger services.
Next Steps – priorities in the new year
Staff will prepare a report to Council in the new year outlining:
· Outcomes and key learnings from traffic management over the summer peak season
· Recommendations with draft budgets for 2019
· Option to consider in actively pursuing the feasibility of additional parking outside the village.
Following receipt of the Micromex Report, the following actions have been taken:
1. Councillor Briefing was held to outline key findings
2. The full Micromex Research report has been made publicly available via the Council Get Involved page. You can access the page and relevant information here https://shoalhaven.nsw.gov.au/My-Council/News/ID/2978/Have-your-say-on-Hyams-Beach
3. A public meeting was held on Saturday 8th December to outline key findings in the report to the community and advise on traffic management plans over the Christmas/New Year period. The minutes of this meeting are provided with this report to Council.
The Christmas peak season traffic management has budget allocations in place, estimated traffic management costs approx. $80k. This figure will increase if it is deemed necessary to extent the traffic control measures until the Australia Day weekend and if additional ranger services need to be engaged.
Any further plans or actions in the new year will additional need bid.