Agenda of Inclusion & Access Advisory Group

Inclusion & Access Advisory Group

Meeting Date: Monday, 20 February, 2023

Location: Jervis Bay Room, Level 3, City Administrative Building, Bridge Road, Nowra

Time: 11.00am

Please note: Council’s Code of Meeting Practice permits the electronic recording and broadcast of the proceedings of meetings of the Council which are open to the public. Your attendance at this meeting is taken as consent to the possibility that your image and/or voice may be recorded and broadcast to the public.

Agenda

1. Apologies

2. Confirmation of Minutes

· Inclusion & Access Advisory Group - 21 November 2022........................................... 1

3. Declarations of Interest

4. Presentations

IA23.1.......... Draft Community Engagement Strategy Presentation

The Media and Communications Team from Shoalhaven City Council will present the Draft Community Engagement Strategy to the Inclusion and Access Advisory Group.

The Media and Communications Team are seeking to actively involve communities in the decision-making process by providing meaningful, accessible information and feedback opportunities.

The team are committed to authentic and effective engagement in the development of Councils plans and strategies to meet the needs of communities in the Shoalhaven.

The Draft Community Engagement Strategy outlines the approach and methodology to community consultation, including the goals, principles and review of engagement activities to enable community input into the development of Council projects and initiatives.

5. Reports

IA23.2.......... IAAG Updated Action Table Report - February 2023.................................... 5

IA23.3.......... Inclusion and Access Advisory Committee Terms of Reference Review.... 10

6. General Business

Inclusion & Access Advisory Group – Monday 20 February 2023

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Membership

Clr Liza Butler - Chairperson

Clr Patricia White

Clr Paul Ell – Alternate

All other Councillors as non voting members

Chief Executive Officer or nominee

Mr Gareth Ward MP (or nominee)

Ms Shelley Hancock MP (Representative – Ms Annette Pham)

Ms Fiona Phillips MP (Representative – Ms Lesley Zandstra)

Ms Jackie Kay AM

Mr Bill Deaves

Mr Neville Foord

Ms Andrea Wallace

Mr Theo Bagou

Mr Arthur Ball

Ms Nola Stephens

Mr Stephen Taylor

Mr Chris Mitchell

Ms Kylie Knight

Ms Penelope Espinoza Hallett

Mr Frederick Oberg

Ms Grace Kennedy – Youth

Ms Lily Wright

Ms Kylieanne Derwent

Ms Jennifer Anstiss

Ms Leonie Dippel – Shoalhaven Community Transport

Ms Jodie Hoger – Education Representative (TAFE Illawarra)

Ms Mel Gorman – Spinal Cord Injuries Australia

Mr Murray Hair – Health NSW (Occupational Therapy Department)

FOCAS Shoalhaven (Representative)

Mr Paul Snudden / Ms Ruth Freeland - NDIS

Quorum – Five (5)

Note: Any non-voting Councillor in attendance at the Committee meetings may act as an alternate voting member in circumstances where achievement of a quorum is required.

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

Minutes of the Inclusion & Access Advisory Group

Meeting Date: Monday, 21 November 2022

Location: Jervis Bay Room, Level 3, City Administrative Centre, Bridge Road, Nowra

Time: 11.00am

The following members were present:

Clr Liza Butler - Chairperson

Mr Bill Deaves

Ms Kylie Knight – (Remotely) – Arrived at 11:13am

Mr Frederick Oberg

Ms Lily Wright

Ms Jennifer Anstiss

Ms Kylieanne Derwent - (Remotely) – Arrived at 11:14am

Gareth Ward MP – Member for Kiama (Remotely)

Others present:

Mr Michael Paine – Manager – Community Connections – Arrived at 11:54am

Ms Carly McWalters - Team Leader - Community Capacity Builder

Ms Monica Kincade - Community Capacity Builder

Mr Ryleigh Bowman – Design Engineer

Mr Colin Wood – Manager - Certification & Compliance (Remotely)

The Chairperson acknowledged the traditional owners of the land and paid respects to elders past, present and emerging.

Apologies / Leave of Absence

An apology was received from Lesley Zandstra, Jackie Kay, Chris Mitchell and Clr White.

Confirmation of the Minutes

RESOLVED (By consent)

That the Minutes of the Inclusion & Access Advisory Group held on Monday 29 August 2022 be confirmed.

CARRIED

Declarations of Interest

Nil

Presentations

IA22.20 Presentation - Ryleigh Bowman - North Mollymook Masterplan (Parking & Pedestrian)

HPERM Ref: D22/479018

Mr Ryleigh Bowman – Design Engineer – presented to the Group regarding the North Mollymook Masterplan (Parking & Pedestrian). The information presented to the Group is attached to these minutes.

Below are some of the key comments and feedback received from the Group:

· To make wheelchair access onto the beach from the northern end of Beach Rd a consideration in the Masterplan.

· That timed parking be considered to ensure a steady turnover of vehicles and limit excessive long term stays.

· That more than 1 accessible off street parking space be provided on Mitchell Parade (preferably 3 spaces).

· The Group determined to collate their feedback to send for submission to the Council staff responsible for the Masterplan

RESOLVED (Liza Butler / Bill Deaves)

That the Inclusion and Access Advisory Group request to receive a copy of the report to Council and an update from staff when the feedback from the North Mollymook community consultation is gathered.

CARRIED

Reports

IA22.18 Notification of Council Resolution - Re-Establishment

HPERM Ref: D22/427758

Recommendation (Item to be determined under delegated authority)

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

RESOLVED (By consent)

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

CARRIED

IA22.19 Updated Action Table - Inclusion Access Advisory Group - November 2022

HPERM Ref: D22/457932

Recommendation (Item to be determined under delegated authority)

That the Inclusion and 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:

i. IA19.21 - Ulladulla Subway and Services NSW accessible parking investigation - defer to Staff - Strata Owners

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

iii. IA21.14 - Additional Item - Storm Damage to Beach Access at Callala Beach

iv. IA21.16 - Australian Standards - Accessible Parking Spaces - Nowra CBD - Private carparks - write to owners - Council carparks - investigate upgrade.

v. IA22.17 - Additional Item - Feedback - Inequity - Location and Quality of Accessible Public Toilets – Bomaderry

RESOLVED (By consent)

That the Inclusion and 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:

i. IA19.21 - Ulladulla Subway and Services NSW accessible parking investigation - defer to Staff - Strata Owners

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

iii. IA21.14 - Additional Item - Storm Damage to Beach Access at Callala Beach

iv. IA21.16 - Australian Standards - Accessible Parking Spaces - Nowra CBD - Private carparks - write to owners - Council carparks - investigate upgrade.

v. IA22.17 - Additional Item - Feedback - Inequity - Location and Quality of Accessible Public Toilets – Bomaderry

CARRIED

GENERAL BUSINESS

IA22.21 Additional Item - Accessibility to Shops - Nowra CBD

Ms Kyle Knight raised attention to the accessibility of shop access in the Nyngan CBD, and suggested that Council get in contact with the Nyngan Shire Council to discuss what the outcomes have been of making their shopfronts more accessible.

Council staff advised there is a standing action (IA22.15) regarding a funding program for accessibility to shops. This is being reported to the Nowra CBD Revitalisation Strategy Committee. Following that, staff can provide an outcome report to the Inclusion & Access Advisory Group.

RESOLVED (By consent)

That the Inclusion & Access Advisory Group request to receive a verbal report following the presentation (IA22.15) to the Nowra CBD Revitalisation Strategy Committee.

CARRIED

IA22.22 Additional Item - Accessibility Stickers - Cobar CBD

Ms Kylie Knight brought to the attention of the Group accessibility stickers in the Cobar CBD, and explained how these stickers are provided to businesses by Cobar Council to indicate different levels of accessibility.

Clr Liza Butler advised that there is a similar program which Council is currently investigating and that she will report back to the Group at a future meeting regarding this program.

The following additional matters were raised in General Business:

· Ms Kylie Knight raised concern regarding accessibility issues on Meroo Rd and Lyndhurst Dr, Bomaderry. Sections of footpath in parts are difficult to access due to the overhang of tree overgrowth. To deal with this accessibility issue, Ms Knight suggested that Council could collaborate with Disability Employment Services to trial a program in which people with a disability provide those services, whilst receiving horticultural training.

· Council staff advised that an accessibility issue such as this can be managed by Council’s Works and Services Department.

· Mr Bill Deaves raised an accessibility concern regarding the Air Liquide Sleep Clinic building on 43 Berry Street, because of a 4 Inch step at the entrance of the building.

· Ms Lily Wright raised an accessibility concern regarding the path to Centrelink Nowra. Ms Wright noted that the path is uneven, narrow and the grass is over-grown. It was suggested that this path could be investigated by Council.

· Council staff advised that the accessibility issues above can be processed as requests through Council’s Customer Request Management System.

There being no further business, the meeting concluded, the time being 12:45pm.

Clr Liza Butler

CHAIRPERSON

Inclusion & Access Advisory Group – Monday 20 February 2023

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IA23.2 IAAG Updated Action Table Report - February 2023

HPERM Ref: D23/29309

Department: Community Connections

Approver: Jane Lewis, Director - City Lifestyles

Attachments: 1. IAAG Updated Action Table - 20 Feb 2023 ⇩

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. IA22.20 - Presentation - Ryleigh Bowman - North Mollymook Masterplan (Parking & Pedestrian) – partial completion.

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 items on the February 2023 Action Table Report, the Group is requested to adopt the Recommendation to note completion of:

a. IA22.20: Presentation - Ryleigh Bowman - North Mollymook Masterplan (Parking & Pedestrian) – partial completion

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 20 February 2023

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IA23.3 Inclusion and Access Advisory Committee Terms of Reference Review

HPERM Ref: D23/19271

Department: Community Connections

Approver: Jane Lewis, Director - City Lifestyles

Attachments: 1. Inclusion and Access Advisory Group - Terms of Reference ⇩

2. Terms of Reference Template - Advisory Committees ⇩

3. Terms of Reference Draft - IAAG with tracked changes - January 2023 ⇩

4. IAAG Terms of Reference Draft - clean version - Jan 2023 ⇩

Reason for Report

The reason for this report is to provide the Inclusion and Access Advisory Group with the proposed updated format and proposed amendments for the Terms of Reference POL20/79.

Recommendation

That the Inclusion and Access Advisory Group accept the new format and proposed amendments to the Terms of Reference and submit to Council for adoption.

Options

1. The recommendation is adopted as written:

Implications: The Terms of Reference (TOR) will be updated in line with the Council’s preferred template for TOR’s for Section 355 Committees inclusive of any amendments identified as part of the review process.

2. The recommendation is not adopted, and an alternative recommendation is provided.

Implications: The proposed TOR will not be updated and the IAAG will be required to provide an alternative proposal.

Background

Shoalhaven City Council has a significant number of section 355 advisory committees that have been established to offer advice and expertise on a number of subjects. The Inclusion and Access Advisory Group is one such committee.

Committees are overseen by various teams and directorates across Council. When reviewing the six (6) advisory committees that are overseen by staff in the City Lifestyles directorate it was identified that there was an opportunity for greater consistency in the terms of reference documents for those committees.

In response, a new Terms of Reference Template (Attachment 2) for advisory committees has been developed. The use of this template will ensure improved consistency across Council’s advisory committees in how they undertake their functions.

The template provides a format to clarify and assist in managing expectations around advisory committees and their roles. This will assist the members in understanding and carrying out their roles and functioning of the advisory committee and any delegation therein.

Council staff have updated the Inclusion and Access Advisory Committee’s Terms of Reference to align with this new template, see Attachment 3.

Significant Changes to the TOR

The following key aspects of the current Terms of Reference have been revised and for ease of reading, are summarised below:

· Update name of IAAG so that it aligns with other Advisory Committees, i.e., change to Inclusion and Access Advisory Committee (IAAC).

· The IAAC purpose has been revised to ‘providing advice and guidance’, rather than ‘informing, educating and advising’ to better reflect the role of the group.

· The membership criteria better reflects the range of stakeholders preferred for engagement in the activities of the Group.

· The quorum has been changed from five (5) voting members to seven (7) to align with other Section 355 committees.

· Council staff responsibilities associated with the IAAC are more clearly defined to better reflect the responsibility of each directorate.

The following documents are attached to this report so members can compare and review changes prior to the next sitting of the IAAC:

· Current Terms of Reference (POL20/79) - Attachment 1

· Tracked changes to the updated format of the TOR - Attachment 3

· Updated format of TOR (tracked changes accepted for ease of reading) - Attachment 4

Community Engagement

Members of the IAAG will be consulted at the first meeting of 2023 (20^th February 2023) regarding the proposed changes. Governance have been consulted to ensure the edits are commensurate with policy and guidelines for the section 355 committees.

Policy Implications

Should the IAAG members request changes to any of the proposed amendments, alternative amendments will need to be proposed and agreed to, prior to the TOR being updated. The suggested amendments will be review by Governance and adjustments made if/where necessary. This may require the IAAC TOR to be represented to a future advisory committee meeting for endorsement before being considered by Council for adoption.