Agenda of Inclusion & Access Advisory Group

Minutes of the Inclusion & Access Advisory Group

Meeting Date: Monday, 15 November 2021

Location: Council Chambers, City Administrative Building, Bridge Road, Nowra

Time: 11.07am

The following members were present:

Ms Kylie Knight – (Remotely) – Interim Chairperson 11.07pm – 12.07pm

Ms Carly McWalters – CEO Nominee – Interim Chairperson 12.07pm – 12.54pm

Mr Theo Bagou – (Remotely)

Mr Chris Mitchell

Mr Bill Deaves – (Remotely)

Ms Penelope Espinoza Hallett – (Remotely)

Mr Frederick Oberg – (Remotely)

Ms Lily Wright

Ms Annette Pham - arrived 11.27am

Others present:

Colin Wood – Manager Certification & Compliance

Hayden Fineran – Community Capacity Builder

Gary George – Manager Building Services

David Paisley-Topp – Roads Assets Manager

Alison Turner – The Flagstaff Group

Election of Chairperson

RESOLVED (Kylie Knight / Lily Wright)

That Kylie Knight be appointed as the Acting Chairperson for the meeting of Monday 15 November 2021.

CARRIED

Kylie Knight gave an Acknowledgement to the traditional custodians of the land and pay respect to Elders past and present and welcome everyone to the meeting today.

Apologies / Leave of Absence

An apology was received from Clr White and Arthur Ball.

Confirmation of the Minutes

RESOLVED (Frederick Oberg / Bill Deaves)

That the Minutes of the Inclusion & Access Advisory Group held on Monday 11 October 2021 be confirmed.

CARRIED

Declarations of Interest

Nil

Presentations

IA21.15 Emergency Management Backpack Evacuation Resource "EMBER" Project - The Flagstaff Group

HPERM Ref: D21/474743

The Flagstaff Group are currently developing an Emergency Management Backpack Evacuation Resource or EMBER. EMBER is an emergency evacuation resource to be used during times of natural disaster for people living with a disability and their careers. To support the development of these resources Flagstaff are currently undertaking community consultation.

The Flagstaff group presented details of the project to the Group. The Group discussed the need for clear communications from community support agencies. The need for checklists and what to pack in bags. The kits will launch May 2022. Any further questions can be raised through Hayden Fineran.

Complete the survey online via: https://www.surveymonkey.com/r/3QZDKJK

Reports

IA21.16 Accessible Carparking Spaces Provided in Nowra CBD

HPERM Ref: D21/71736

Colin Wood advised that the Compliance Team conducted a survey of the Accessible Parking spaces in the Nowra CBD area, this information is contained in the report.

It was also noted that the carpark at Autobarn was upgraded but there isn’t an accessible parking space for that building. The closest is the space for McDonalds.

Recommendation (Item to be determined under delegated authority)

That the report be received for information.

REcommendation (By consent)

That the Inclusion & Access Advisory Group:

1. The report be received for information;

2. Request that Council write to the privately owned car parks noting the spaces do not comply with current Australian Standard;

3. Investigate/seek funding to upgrade accessible spaces in Council owned carparks to meet current Australian Standards.

CARRIED

IA21.17 Accessible Car Parking Spaces - Entrances to Stockland Nowra and K-mart Ulladulla

HPERM Ref: D21/71753

Colin Wood advised that Stockland Nowra was approved in 1983 and parking spaces were compliant at that time. Council doesn’t have any notices or orders available to require the carpark to be upgraded.

A suggestion was made that Council engage with Stockland Nowra to work towards getting the ramps improved to current Australian Standards and have the IAAG members present at the meeting as well.

It was noted that Chris Mitchell and Jackie Kay are volunteering to meet with Staff and Stockland.

The IAAG noted the design of parking layouts for accessibility when DA’s are submitted.

Recommendation (Item to be determined under delegated authority)

That:

1. Council write to the owners of Stockland and identify the issues raised in the assessment. Council staff will encourage the owner to work on remedying the discrepancies to upgrade the premises to the current legislation as this would benefit all people with a disability visiting their premises.

2. The information be received concerning the compliant carparking spaces for Kmart Ulladulla.

REcommendation (By consent)

That:

2. Council also request a meeting with Stockland concerning the ramp gradient providing access to the building.

3. The information be received concerning the compliant carparking spaces for Kmart Ulladulla.

CARRIED

IA21.18 Membership Applications - Kylieanne Derwent and Jennifer Anstiss

HPERM Ref: D21/259481

Recommendation

That Council appoint Kylieanne Derwent and Jennifer Anstiss as community members of the Inclusion & Access Advisory Group.

REcommendation (Kylie Knight / Theo Bagou)

That Council appoint Kylieanne Derwent and Jennifer Anstiss as community members of the Inclusion & Access Advisory Group.

CARRIED

Election of Chairperson

Kylie Knight advised some audio technical problems.

RESOLVED (By consent)

That Carly McWalters be appointed as the Interim Chairperson for the remainder of the meeting.

CARRIED

Note: Carly McWalters assumed the Chair at 12.07pm

IA21.19 Update on Action - August 2021

HPERM Ref: D21/319070

Recommendation (Item to be determined under delegated authority)

That the Inclusion & Access Advisory Group:

Receive the Update on Actions report for information.

Acknowledge the following actions as completed and be removed from the action table:

a. IA21.5 - Additional Item - Investigate Accessible Car Parking Spaces - Nowra Carparks - Roxy Cinema - Stockland’s - Junction St - Report request

b. IA21.6 - Additional Item - Ramp Exits from Stockland’s and Accessible Spaces at Kmart Ulladulla - Investigation / Report request

RESOLVED (Kylie Knight / Bill Deaves)

That the Inclusion & Access Advisory Group:

1. Receive the Update on Actions report for information.

2. Acknowledge the following actions as completed and be removed from the action table:

a. IA21.5 - Additional Item - Investigate Accessible Car Parking Spaces - Nowra Carparks - Roxy Cinema - Stockland’s - Junction St - Report request

b. IA21.6 - Additional Item - Ramp Exits from Stockland’s and Accessible Spaces at Kmart Ulladulla - Investigation / Report request

CARRIED

IA21.20 Cultural Signage - Kangaroo Valley

HPERM Ref: D21/312083

The Group was advised that the report also was submitted to the Aboriginal Advisory Committee and the Shoalhaven Tourism Advisory Group. The Aboriginal Advisory Committee resolved:

That:

1. The Aboriginal Advisory Committee provide feedback on the proposal to install cultural signage at Kangaroo Valley.

2. Council staff work with Clr Digiglio and the LALC’s (including Nowra, Jerrinja, Ulladulla, Wingecarribee and Illawarra) to seek feedback via an EOI (community consultation) from the wider community.

3. Council staff reach out to the Kangaroo Valley Community Group who initiated the request and work with them to consult and engage with the LALC.

4. Council assist with and request the LALC’s to distribute the EOI (when it is established) to their communities.

Recommendation (Item to be determined under delegated authority)

That the Inclusion & Access Advisory Group provide feedback on the proposal to install cultural signage at Kangaroo Valley.

RESOLVED (By consent)

That the Inclusion & Access Advisory Group receive the report for information.

CARRIED

IA21.21 Adult Change Facility - Shoalhaven Indoor Sports Centre

HPERM Ref: D21/322491

Annette Pham advised that she has received a response from Council therefore the report on the Agenda is mute.

She expressed the importance of the opportunity to have another adult change facility in the Shoalhaven.

Information relating to the Shoalhaven Indoor Sports Extension was provided to members via email on 21 October 2021.

Recommendation

That:

1. An adult change facility be included in the Shoalhaven Indoor Sports Centre as promised in the original design and presented to the Inclusion & Access Committee.

2. Council investigates why a decision was made to exclude the provision of an adult change facility at the Shoalhaven Indoor sports centre. Why remove facilities for people with a disability without any consultation with the Inclusion & Access Committee?

REcommendation (By consent)

That the Inclusion & Access Advisory Group recommend that Council:

1. Receive for information as staff have provided a response.

2. Invite a member of the IAAG to attend any design meetings in relation to council facilities and redesign of facilities.

3. Considers another ramped exit in the redesign of the Basketball Stadium, in case of fire there is an additional exit point for those in wheelchairs.

4. Investigate the inclusion of an adult change facility in the redesign/refurbishment of the old Shoalhaven Basketball Stadium under the National Construction Code.

CARRIED

GENERAL BUSINESS

IA21.22 Additional Item - Council Online Mapping Include Accessible Facilities.

Staff advised that Community Connections are working on incorporating accessible Council facilities as part of the DIAP review.

Using the new and more empowered icon in relation to this graphic for online mapping and website upgrades.

REcommendation (Kylie Knight / Bill Deaves)

That Council consider including information on accessible amenities in the online mapping. Information include accessible icons particularly in relation to Tourism areas.

CARRIED

IA21.23 Additional Item - Investigate Identified Accessible Positions/Roles within Council

Kylie Knight raised the question about a matter that was brought to a previous meeting regarding investigations into Council having Identified Accessible Positions/Roles within Council.

This matter was part of the Action Table report and there is an updated comment contained in the Action Table. Staff noted that Council is bound by the Merit based system process within the Local Government Act. Staff will be investigating and workshopping opportunities for identified roles with the People & Culture Department in the review of the DIAP.

IA21.24 Additional Item - Investigate replacement of Yellow Metal Bollards to prevent vehicle damage.

Annette Pham raised concerns regarding the large metal yellow bollards placed at accessible parking spaces and the vehicle damage as the poles cannot be seen by some vehicles. It was suggested that the metal bollards be replaced by a bendy pole, similar to roadside reflector poles to prevent damage to vehicles.

REcommendation (By consent)

That Council investigate the removal of the yellow metal bollards at accessible parking spaces and replaced with a more flexible product/bumper pole to prevent damage to vehicles.

CARRIED

There being no further business, the meeting concluded, the time being 12.54pm.

Ms Kylie Knight/Ms Carly McWalters

ACTING CHAIRPERSON

Inclusion & Access Advisory Group – Monday 21 March 2022

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IA22.3 Notification of Council Resolution - Inclusion and Access Advisory Group Re-establishment

HPERM Ref: D22/72938

Department: Business Assurance & Risk

Approver: Kevin Voegt, Director - City Performance

Attachments: 1. Draft Terms of Reference ⇩

Reason for Report

To advise the Group of Council’s resolution in relation to the re-establishment of the Inclusion and Access Advisory Group.

Recommendation (Item to be determined under delegated authority)

That the Group receive the Notification of Council Resolution – Inclusion and Access Advisory Group Re-establishment report for information.

Options

1. As recommended

Implications: The membership structure as specified in the Council Resolution is adopted for the period to 30 September 2022.

2. Propose a different membership arrangement.

Implications: Should the Group wish to make the recommendation; this is required to be reported to Council for approval.

Background

Each year, (generally in September) Council reaffirms all its committees for the next 12 months. At that meeting, Council has the option to reaffirm its committees; make any change to membership, purpose, delegation, quorum, and the number of meetings required for those committees; or disband committees.

This report is provided to inform the Group members of the resolution of the Council. Should the Group wish to make any changes to the above, a recommendation to Council will be required to that effect.

Due to the postponement of the Local Government Elections, the decision to reaffirm Committees was held in January 2022. At the Ordinary meeting on 25 January 2022 Council resolved as follows:

CL22.27 Inclusion and Access Advisory Group

RESOLVED (Clr Gray / Clr Butler) MIN22.24

That Council continue the operation of Inclusion and Access Advisory Group for the period to September 2022 as outlined below.

Meetings per year – Four (4)

Commencement time – 11.00 am

Quorum – Five (5)

Terms of Reference: POL20/79 (1228E)

Amended: 22 September 2020

Purpose:

To inform, educate and advise Shoalhaven City Council, its staff and residents on accessibility and inclusion with the purpose of creating accessible and inclusive community infrastructure by:

· Actively engaging with Council on policies,

· Inputting on submissions and relevant legislation affecting accessibility and inclusion

· Being a conduit for information and communication between community and Council,

· Raising awareness in the Council, with its staff and in the community around inclusion and accessibility issues

Delegation – NIL

Chairperson – Appointed by Committee and reaffirmed by Council

2022 Councillor/Staff Membership

Clr Butler (Chairperson)

Clr White

Clr Ell (Alternate)

All other Councillors (Non-voting members)

CEO or Nominee

Community / Organisational Representatives

Currently 15 Community representatives

One (1) Youth representative

Member for Gilmore or nominee;

Member for South Coast or nominee;

Member for Kiama or nominee;

Currently four (4) representatives from disability organisations (non-voting)

One (1) Health representative

One (1) Education representative

CARRIED

Policy Implications

Council has resolved that Councillor Butler be determined Chair of the Inclusion Access Advisory Committee, no further amendments to the Terms of Reference have been made by this resolution.

Inclusion & Access Advisory Group – Monday 21 March 2022

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IA22.4 Current Membership & A Best Practice Approach

HPERM Ref: D22/48721

Department: Community Connections

Approver: Jane Lewis, Director - City Lifestyles

Attachments: 1. Current Inclusion & Access Terms of Reference ⇩

Reason for Report

To update the Inclusion and Access Advisory Group on current membership and to seek support from the Committee for minor amendments to the Terms of Reference (TOR) to reflect a best practice approach

Recommendation (Item to be determined under delegated authority)

That the Inclusion & Access Advisory Committee.

1. Accept the minor amendment to the Terms of Reference to:

a. Introduce a membership cap of 25 voting memberships, and

b. Introduce a member attendance quorum.

2. Support a membership audit to provide summary of attendance quorum for 2021.

3. Support an Expression of Interest to fill identified vacant positions through the audit in line with the updated Terms of Reference.

4. Nominate a member of the Committee to sit on the assessment panel for the proposed new membership appointment recommendations:

· Name of IAAG Member nominated to be inserted at the meeting

5. Support a Terms of Reference workshop which will be scheduled after the membership recruitment period is completed to facilitate a full review of the Terms of Reference.

Options

1. The Committee accept the recommendations as above

Implications: The terms of reference will be updated to include a membership cap and a member attendance quorum. A membership audit will be conducted, and an Expression of Interest (EOI) will be run to raise the membership of the committee

2. The Committee recommend alternative recommendations

Implications: the committee will recommend an alternative recommendation

3. The Committee request further information

Implications: the committee will be provided with more information

Background on Expression of Interest

Terms of Reference (TOR) – POL20/79

At Council’s Ordinary meeting held 29 June 2021 it was resolved - MIN21.415

“That Council:

1. Develops an EOI application process to increase membership for the Committee.

2. Acknowledges that the Committee endorse the proposed actions developed by the working group as stated below.

a. Increased promotion of the IAAG and its functions.

b. Increased promotion of people with a disability within the Shoalhaven via inclusive and positive social media/media campaign

c. Increased committee membership through a membership expression of interest (EOI)

3. Acknowledges that the Committee endorse a Planning Day, to be scheduled for the first quarter of 2022 after a completed membership recruitment period”.

To assess the potential number of community members who may be interested in joining the Committee, Council incorporated survey questions into the community consultation for the Disability Inclusion Acton Plan review. This process ensured engagement with the appropriate community members who met the membership requirements for the Committee. Requirements are set out within the Terms of Reference (Attachment 1)

This process returned 34 people who meet the criteria and expressed interest in joining the Committee.

Background on Terms of Reference & suggested amendments to move to a best practice approach

The Inclusion and Access Advisory Group TOR are set to define the purpose, scope, structure, and authority of the Committee. The TOR are currently due for review within one year of the election of a new Council. The review provides an opportunity to offer feedback on the formal structure of the Committee.

Council has a responsibility to ensure the committees are operating in a best practice approach. As it currently stands the TOR do not reflect this. It is proposed to fully review the TOR with the Committee to better align them with Council’s best practice approach in mid-2022. In the interim it is proposed that a minor amendment to the TOR to allow for a membership recruitment period.

The proposal is to introduce a membership quorum and membership cap for the Committee. The incorporation of a membership quorum will ensure the Committee keep active participation while ensuring current members retain their position on the Committee. This approach will lead to increased accountability of members, both current and future, while still providing a mechanism for effective outcomes and increased participation.

The introduction of a membership cap will ensure meetings are facilitated in a manner where all members have an opportunity to express viewpoints, opinions, and information and participate meaningfully. This will continue to allow for outcome driven meetings, ensuring the Committee can continue to provide a strategic direction for inclusion and accessibility throughout the Shoalhaven.

Current Membership

3.3 Membership

Members must live, work or volunteer within the Shoalhaven City Council Local Government Area.

Membership is by application and is open to:

· People who have lived experience of physical, sensory, intellectual, and mental health issues.

· Parents/carers of people with disability.

· Representatives from disability organisations (non-voting).

· 1 x Health Representative (from an organisation providing health services in the Local Government Area)

· 1 x Education Representative (from an organisation providing educational services in the area)

· State & Federal Parliament Representation

· 3 Councillors

· All other Councillors as observers

· People who are passionate about advocating for access & inclusion.

· Young people

Proposed amendment Membership

Members must live work or volunteer within the Shoalhaven City Council Local Government Area.

The Group will have a membership made up of the following positions:

· Up to 25 community members who are either a;

o Parents/carers of people with disability.

o A person who has lived experience of physical, sensory, intellectual, and mental health issues.

o young person

o a person who are passionate about advocating for access & Inclusion

· Representatives from disability organisations (non-voting).

· 1 x Health Representative (from an organisation providing health services in the Local Government Area)

· 1 x Education Representative (from an organisation providing educational services in the area)

· State & Federal Parliament Representation

· 3 Councillors

· All other Councillors as observers

Council will conduct an EOI for applications to fill the vacant membership positions and are proposing that the following amendment be made to the TOR.

· An assessment panel will consist of a Council staff member, the Chair of the Inclusion & Access Advisory Group (IAAG) and one (1) Community Committee representative to assess the applications against the agreed criteria for the Committee. Appointment recommendations to IAAG to be submitted to Council at the next Ordinary Meeting for endorsement.

Community representatives that do not attend three (3) meeting without an apology will be sent a reminder/courtesy letter advising that their membership will lapse unless they confirm their membership in writing.

Inclusion & Access Advisory Group – Monday 21 March 2022

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IA22.5 Update on Actions - March 2022

HPERM Ref: D22/48676

Department: Community Connections

Approver: Jane Lewis, Director - City Lifestyles

Attachments: 1. Action table update March 2022 ⇩

Reason for Report

To provide the Inclusion & Access Advisory Group with a progress report on outstanding actions.

Recommendation (Item to be determined under delegated authority)

That the Inclusion & Access Advisory Group:

1. Receive the Update on Actions report for information.

2. Acknowledge the following actions as completed and be removed from the action table:

a. IA20.14 - Additional Item - Consider Annual Disability Awareness Training Program for Councillors and Staff

b. IA21.11 - Accessible Parking - Berry / Milton & Other Showgrounds - Public Venues - Disability Inclusion Action Plan

c. IA21.3 - Additional Item - Investigate opportunity for targeted employment for people with disabilities

d. IA21.4 - Additional Item - Footpath & Kerb Ramp Repairs - Nowra - Scenic Dr / Hyam St / Bridge Rd

Options

1. Adopt the recommendation as written.

Implications: The Inclusion & Access Advisory Group is updated on progress of actions and recommendations made at previous meetings.

2. Request more information.

Implications: Members of the Inclusion & Access Advisory Group request further information.

Background

This report is to update the Inclusion & Access Advisory Group on outstanding actions from previous meetings.

Subject to the Group concurring that satisfactory progress has been made to complete the item on the February 2021 Action Sheet Report, the Group is requested to adopt the Recommendation to note completion of:

a. IA20.14 - Additional Item - Consider Annual Disability Awareness Training Program for Councillors and Staff

b. IA21.11 - Accessible Parking - Berry / Milton & Other Showgrounds - Public Venues - Disability Inclusion Action Plan

c. IA21.3 - Additional Item - Investigate opportunity for targeted employment for people with disabilities

d. IA21.4 - Additional Item - Footpath & Kerb Ramp Repairs - Nowra - Scenic Dr / Hyam St / Bridge Rd

Attachment 1 provides information regarding the status of actions and resolutions made at previous meetings, including items which are still works in progress. Staff are able to provide an update at the meeting, should members have any further questions on the status of actions.

Community Engagement

It is important that the members of the Inclusion & Access Advisory Group are kept informed on progress towards the completion of actions and projects. This report provides a structured approach to facilitate this information exchange.

Inclusion & Access Advisory Group – Monday 21 March 2022

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IA22.6 Discussion - Disability Inclusion Action Plan 2022-2026 Action Planning

HPERM Ref: D22/69423

Department: Community Connections

Approver: Jane Lewis, Director - City Lifestyles

Attachments: 1. DIAP action worksheet ⇩

Reason for Report

To host a discussion with the Committee surrounding proposed actions within the Disability Inclusion Action Plan (DIAP) 2022-2026 to be supported by the Inclusion & Access Advisory Group.

Recommendation (Item to be determined under delegated authority)

That Inclusion & Access Advisory Group (IAAG)

1. Discuss the proposed actions to be supported by the IAAG

2. Agree on which actions are supported, and propose actions to be integrated into the DIAP 2022-2026

Options

1. The Committee accept the recommendations as above

Implications: A Discussion will be hosted with the Committee surround the proposed actions the IAAG will support during the implementation of the DIAP 2022-2026, and the Committee will agree on which actions they see appropriate to support

2. The Committee provide alternative recommendations

Implications: the Committee will provide an alternative recommendation

Background

Shoalhaven City Council’s Community Connections department are currently reviewing the DIAP 2022-2026.

Council engaged a consultant to review the DIAP Action Table. The Flagstaff Group was awarded the contract to lead the community consultation processes for the DIAP.

To ensure a robust process and that the revised DIAP meets the needs of the community, Shoalhaven Council carried out consultations with various sections of the community. As well as an internal consultation with Council staff the Community Connections Team conducted community consultations across the Shoalhaven.

Internal Consultation

Internal consultation across the Council included invitations to all staff, Councillors, and group Directors. This aims to ensure that all levels of Council are committed to delivering on future actions once the DIAP is adopted. This process also set achievable expectations for community consultations and requirements when developing the new DIAP.

External Consultation

Community consultation was launched the second week of May 2021 and closed the last week of July 2021. Community consultation took place over eleven weeks to ensure community had maximum time to participate.

To support community consultation, Council and Flagstaff developed four surveys for Community, Business, Council staff and Councillors.

Council hosted 12+ workshops and focus groups across the Shoalhaven, including a session with the Inclusion & access Advisory Group.

To support the community in accessing the consultation, Council where available to support any requests for help to complete the survey via a one-on-one phone conversation, in person meeting or alternative and additional community workshops and focus groups as required.

Action Planning

Following an extensive community consultation, The Flagstaff Group and Council developed a consultation report and draft action table based on feedback and themes received from the consultation process.

The Community Connections Team met with each department across the organisation who was responsible for implementing the relevant action within the DIAP. This was done to further develop and align the actions with the work of these departments.

Throughout the action plan phase, actions were developed that would benefit from partnering, liaising and advice from the Inclusion & Access Advisory Group. To ensure these actions align with the functions of the Committee and best reflect the needs of the Committee a copy has been provided of all proposed actions for partnership and support from the Committee (attachment 1).

The purpose of today’s discussion is to review the attached action table and discuss with the Committee their involvement in the implementation of the proposed actions for the DIAP 2022-2026.