Street Meets Kit

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Contents What are Street Meets? .................................................................................................................... 3 A street doesn’t always have to be for cars. You can take over your street and… ............................. 3 What do I need to run a Street Meet? ............................................................................................... 3 What are my responsibilities as the Street Meet Organiser?.............................................................. 4 How much does a Street Meet Cost? ................................................................................................. 4 What support can I expect? ............................................................................................................... 4 Is my street suitable?......................................................................................................................... 4 How does the temporary road closure work? .................................................................................... 4 Safety and Insurance ......................................................................................................................... 5 The Step-by-Step guide to organise a Street Meet ............................................................................. 6 Resident Checklist ............................................................................................................................. 8 Frequently Asked Questions .............................................................................................................. 9 Street Meet Guidelines.................................................................................................................... 13

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What are Street Meets?

Street Meets are a great way to get to know your neighbours better, provide opportunities for play and make new friends. Street Meets enables residents to temporarily close their local street for up to four hours at a time.

Street Meets can be: • A play Street – temporarily closing the street for children to play freely and safely. Activities

could include ball games, bikes, scooters and chalk drawing.

• A street party – an opportunity for a get together with neighbours over a BBQ, pot luck dinner or a cricket game.

• A special or seasonal occasion such as an Easter egg hunt, a Halloween trick or treat activity or Christmas Light display.

Keep it Simple! Street Meets don’t require a lot of set up, think BBQs, games, chairs and tables. To keep Street Meets as straight forward as possible, activities that require additional permits such as the sale of alcohol, the installation of a marquee or a jumping castle are not permitted at a Street Meet.

A street doesn’t always have to be for cars.

You can take over your street and…

• • •

Chat – Get to know your neighbours and make new friends Play – Relive the joy of playing the street Celebrate – special occasions such as Christmas, Summer, AFL Final or Chinese New Year

What do I need to run a Street Meet?

You will need a key resident to be the driving force behind your Street Meet. You don’t need particular skills or qualifications just some of the following: • • •

Time to organise a Street Meet Support from your neighbours Energy and enthusiasm and an understanding of the benefits of a Street Meet

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What are my responsibilities as the Street Meet Organiser?

The Street Meet organiser must be in attendance at the Street Meet and is responsible for: • •

Confirming resident support and notifying all residents about the Street Meet once approved Adhering to the Street Meet Guidelines

How much does a Street Meet Cost?

There are no fees charged by Council to run a Street Meet. However it will require your time and energy to organise the get together and implement and manage the street closure on the day.

What support can I expect?

Council will be able to provide the following support: • • • • •

A step by step Street Meet Kit to assist you in organising your own Street Meet Provision of public liability insurance for the Street Meet Arrange the traffic guidance scheme for your event, obtain approval for the road closure and provide notification of your Street Meet Engage a traffic management company to coordinate the closure and onsite management of the street closure by road traffic controllers Coverage of road closure advertising costs as required under the Road Traffic Act

Is my street suitable?

Street Meets can take place on local access streets, generally those that carry 1,000 cars or less per day, have minimal through traffic and are not on a public transport or strategic commercial route (give Council a call and we can help you with this information). Either the whole street or a portion of a street can be closed.

The street remains accessible by emergency service vehicles.

On street parking is still permitted during a Street Meet at the vehicle owner’s own risk.

If your street is not suitable and you would like to run a neighbourhood activity, check out our FAQs for other ideas.

How does the temporary road closure work?

The CEO of the City of Charles Sturt is the delegated authority to approve street closures for Street Meets.

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Safety and Insurance Inclement weather You may decide to cancel or cut short your Street Meet in inclement weather, such as rain, strong winds or excessive heat. If the street party doesn’t go ahead for any reason please notify all residents.

You will also need to notify Council if you cancelled your Street Meet and the traffic management company.

Incidents If an incident occurs, the person(s) involved and/or the Street Meet organiser should take whatever steps are necessary to control the hazard to prevent further incidents / injury and seek first aid assistance if required.

The Street Meet organiser should also notify Council as soon as reasonably practical after the incident has occurred.

Insurance Public liability insurance is obtained in the name of the Street Meet organiser to insure for claims of negligence put against the organiser for third parties for Injury and/or Damage to Property caused by an occurrence in connection with the street meet. This cover is valid for Street Parties with up to 200 people in attendance and when the traffic control devices are set up in accordance to the Traffic Guidance Scheme provided.

The cover is limited to the terms of the insurer – Local Community Insurance Services. A copy of the policy can be provided upon request. This insurance is not personal accident insurance, nor would it extend to cover you if you were to commit a criminal offence.

To mitigate a claim, the Street Meet organiser must do everything reasonable to manage risk. This should also include reminding people that they are responsible for their own and their children’s safety and behaviour throughout the Street Meet – this includes respect towards other people and their property. Council does not insure Street Meet participants for their legal liability.

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The Step-by-Step guide to organise a Street Meet Step 1 – Is my street suitable?

At least 8 weeks before you want to host a Street Meet, contact Council to speak with a place leader to determine if your street is appropriate.

Step 2 – Gather neighbourhood support Start speaking with your neighbours about what kind of Street Meet activity you would like to run.

Think about who lives on your street – would a BBQ on the street work, do you want to celebrate a special occasion such as Halloween or Christmas, or are there young families that would be interested in a play street?

A minimum of 8 weeks before you would like to run a Street Meet, distribute the Neighbourhood Support Template letter to your neighbours.

Listen to your neighbours interest and concerns – establish whether there is broad support to run something on your street. If people have concerns see how you can best address them (refer to our FAQs).

Use the opportunity to gather the names of supportive residents and recruit volunteers to help you run your Street Meet. If there is sufficient interest then you are on your way to organising your first Street Meet!

Step 3 – Submit your Street Meet application to Council To approve your Street Meet Council requires a minimum of 6 weeks’ notice before your activity.

Street Meets run on volunteer support. It is helpful to arrange 1 or 2 others to help you in the planning and promotion of your Street Meet so you can share some of the experience and learnings with your neighbours.

The online application form requires the following information: • • • • • • •

Organiser’s name and contact details Date and time of Street Meet including set up and pack down time Expected number of attendees Sketch of the portion of the street to be closed and indicate street numbers affected by the street closure Details of activity i.e. picnic, kids games, chairs and tables Upload of the resident support letter and the date the letter was sent out Confirmation that you will run the Street Meet in accordance with the Street Meet Guidelines

7 Step 4 – Street Meet Logistics A Council staff member will guide you through the logistics of organising your Street Meet including: • •

Risk management plan Public liability insurance

Step 5 – Notification of your neighbours Once you receive notification that your street closure has been approved by Council you can start getting the word out to your neighbours. You will be provided with the details of the traffic management company and a resident notification template letter to distribute to residents affected by the road closure. In addition you may want to do develop your own invitation or flyer.

Council will also notify the road closure on our website.

Step 6 - Running your Street Meet So today’s the day!

The street will be closed and re-opened in accordance with the Traffic Guidance Scheme provided by the traffic management company engaged by Council.

It is also helpful to remind people that they are responsible for their own and their children’s safety and behaviour throughout the Street Meet – this includes respect towards other people and their property.

Don’t forget to take photos to capture the day!

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Resident Checklist 8 weeks prior ☐Speak with Council regarding the suitability of your street ☐Speak with your neighbours about holding a Street Meet (utilise resident support template letter) 6 Weeks prior ☐Submit your application for your Street Meet: ☐Date and Time ☐Expected number of attendees ☐Identify portion of road to be closed ☐Confirm type of activity ☐Provide evidence of neighbourhood support 2 – 3 Weeks prior ☐Once the street closure is approved notify your neighbours (utilise the Street Meet approval resident notification template letter) 1 Week Prior Get the barby ready for your Street Meet!

On the Day Take photos and have a great day with your neighbours!

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Frequently Asked Questions 1. What are Street Meets?

Street Meets are a great way to get to know your neighbours better, provide opportunities for play and make new friends. Street Meet’s enables residents to temporarily close their local street for up to four hours at a time.

Street Meets can be: • A play Street – temporarily closing the street for children to play freely and safely. Activities

could include ball games, bikes and scooters and chalk drawing.

• A street party – an opportunity for a get together with neighbours over a BBQ, pot luck

dinner or a cricket game.

• A special or seasonal occasion such as an Easter egg hunt, a Halloween Trick or Treat activity or Christmas Light display.

2. My street isn’t suitable to host a Street Meet what other activities can I do with my neighbours?

There are many options that don’t require a street closure that can bring the neighbours together such as: o Progressive dinner o Picnic or BBQ in the local park o Geocaching in the neighbourhood o Bike ride 3. What can I put out on the street?

Street Meets are activities that don’t require a lot of infrastructure. Think chairs, tables and a BBQ. Activities requiring additional permits such as rides, marquees, commercial operators, food trucks and the sale of alcohol are not permitted at a Street Meet.

4. Can I leave my car parked in the street or can my car exit or enter the street during a Street Meet?

Cars can remain parked on the street during the Street Meet. While it is not ideal, local vehicles are permitted to enter or exit the road closure area when escorted by a road traffic controller.

We would recommend residents wanting to leave during the road closure times to park their vehicle outside of the road closure area in advance.

5. My neighbours have concerns about hosting a Street Meet?

Listen to your neighbours’ concerns about closing the street. Consider whether you can adjust the date or time or close a different part of the street to suit your neighbours.

10 It may also be helpful to explain why you would like to host a Street Meet. It may be to get to know your neighbours or to organise an activity for neighbours of all ages to get together.

6. Who do I need to notify about hosting a Street Meet?

All residents within the street closure area need to be contacted. We recommend you do this by speaking to neighbours rather than a letter box drop. All residents need to be in support of the Street Meet. It is also courteous to notify residents on either side of the road closure as well. Council will notify emergency services.

7. How much time and effort is required to organise a Street Meet?

You will need to put aside time over a two month period to complete the steps outlined in the step by step guide. These tasks can also be shared by several people.

8. How is the road closed?

The City of Charles Sturt will organise a traffic management company to create the Traffic Guidance Scheme and take care of the road closure on the day of your Street Meet.

If you still have questions about how to close your street safely, please contact the City of Charles Sturt.

9. What are my responsibilities as a Street Meet organiser The Street Meet organiser must be in attendance at the Street Meet and is responsible for: • •

Confirming resident support and notifying all residents about the Street Meet once approved Adhering to the Street Meet Guidelines

10. Do I need insurance?

Public Liability Insurance will be provided for the Street Meet to the value of $20 million.

This cover is valid for Street Parties with up to 200 people in attendance and that the traffic control devices are set up in accordance to the Traffic Guidance Scheme provided.

You will be provided with a risk management plan and may be required to add additional risks that you identify. A template will be provided to assist you with this process.

It is also helpful to remind people that they are responsible for their own and their children’s safety and behaviour throughout the Street Meet – this includes respect towards other people and their property. Council does not insure Street Meet participants for any thirdparty claims.

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Resident Support Letter Utilise this template to consult with all properties within the street closure area. Include a copy of this letter with your application. …………………… (Date)

Dear Resident Resident Consultation I am getting in touch about hosting a Street Meet on …………………………………………………………… …………………………(Name of street and suburb) between property numbers ………………………….. and ………………………………… on …………………………………………………….. (date and time) A Street Meet is a neighbourhood gathering on a local street, organised by local residents.

The Street Meet is subject to resident support and the approval of the City of Charles Sturt.

The street will be closed on the above date and times. The street closure and signage will be implemented by a traffic management company in accordance with a Traffic Guidance Scheme.

Access will be maintained for emergency services at all times. It is not necessary to move parked vehicles from the street although we would recommend residents wanting to leave during the road closure times to park their vehicle outside of the road closure area.

All participants are responsible for their own safety and parents are fully responsible for their children.

If you want to find out more, have any objections to the road being closed or you are interested in help organise the street meet please contact me on the below details by ………………………………………….…… (insert date a minimum of 1.5 weeks from distribution date).

If there is strong interest, I will submit the application to Council to hold the party after the above date. Once the Street Meet application is approved you will receive further details.

Yours faithfully

Address:

……………………………………………………………………………………………………………………………….

Phone no:

……………………………………………………………………………………………………………………………….

Email:

……………………………………………………………………………………………………………………………….

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Street Meet Approval Resident Notification Letter You are required to notify all properties within the confirmed street closure area using the template below and the road closure map. You are also welcome to send out your own invitation in addition to this information. ……………………(Date)

Dear Resident Street Meet Notification

This is to confirm that the Street Meet application was approved by the City of Charles Sturt and will be held on ……………………………………………………. (name of street and suburb) between property numbers …………………………………….…………. and ……………………..………………………………… on…………………………………………………………………………………………………………………..(date and time) The street will be closed on the above date and times, and the closure will be managed by a traffic management company. The street closure and signage will be implemented by a traffic management company in accordance with a Traffic Guidance Scheme.

Access will be maintained for emergency services at all times in all parts of the street. It is not necessary to move parked vehicles from the street although we would recommend residents wanting to leave during the road closure times to park their vehicle outside of the road closure area in advance.

All participants are responsible for their own safety and parents are fully responsible for their children throughout the Street Meet.

If you have any questions or concerns please contact me on the details below.

Yours faithfully

Address:

……………………………………………………………………………………………………………………………….

Phone no:

……………………………………………………………………………………………………………………………….

Email:

……………………………………………………………………………………………………………………………….

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Street Meet Guidelines You will be required to confirm that you will run the Street Meet in accordance with the Street Meet Guidelines as part of the application process.

1. All information must be provided a minimum of 6 weeks prior to the Street Meet in order to approve a Street Meet application.

2. If your road closure is approved you are required to adhere to the following: I. The street may only be closed on the approved date and time.

II. If required you must clean the street of all rubbish in order to return it to its condition prior to the closure. This must be done before the road is reopened.

III. Activities requiring additional permits such as rides, marquees, commercial operators, food trucks and the sale of alcohol are not permitted at a Street Meet.

IV. Emergency service vehicle access and egress must be maintained during the street closure period.

V. Make readily available a first aid kit at the Street Party.

VI. Ensure parents and guardians aware that they are responsible for their children at the Street Meet.

VII. If the street party doesn’t go ahead for any reason you are required to notify all residents, Council and the traffic management company.