Community Engagement Strategy Shaping the future of Coffs Harbour, together.
Acknowledgement of Country City of Coffs Harbour acknowledges the traditional custodians of the land, the Gumbaynggirr people, who have cared for this land since time immemorial. We pay our respects to their elder’s past, present and emerging, and commit ourselves to a future with reconciliation and renewal at its heart. Garlambirla-gundi-yu City Junyirrigam-bu junga-ngarraynggi yaanga gungangulam wajaarrgundi yilangandi ngiyaa gawbarri: yaam Gumbaynggirr girrwaa yaamanga-ndi yaam wajaarr jalumbawnyarr ngarraynggang. Ngiyalagay garla-ngarraynggi yanggidamgundi Guuyunga, Jurruya jalumbawnyarr, giili, waybunyjigam. Baya ngiyalagay yilaana minggiiya gunganbuwa ngayinggirra Girrwaanbiya; garrabuugili. Translation provided by Muurrbay Aboriginal Language and Culture
Artwork: Reece Flanders, ‘Bush Life’ 2
Contents Acknowledgement of Country
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About the Community Engagement Strategy
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Legislative requirements
4
Integrated Planning & Reporting
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What is community engagement?
6
City’s engagement principles
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Social justice principles
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Who we engage with
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Why participate in engagement?
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How we engage
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Engagement framework
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Engagement process
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Mandatory public exhibitions
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Non-mandatory public exhibitions
13
When the City cannot engage
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Public exhibitions and submissions
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How to contribute and stay informed
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Monitoring and review of the strategy
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City of Coffs Harbour Community Engagement Strategy
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About the Community Engagement Strategy
At City of Coffs Harbour (City), we share the community’s passion and pride in the Coffs Harbour region. We are committed to working together to create great places to live, work and play in our local government area (LGA). Community engagement is vital to ensure that residents, businesses, stakeholders, and visitors have a say in the decisions that impact them. This strategy provides an educational and informative guide on how the City involves the community in decision-making, ensuring transparency, inclusiveness, and better outcomes for all - shaping the future of Coffs Harbour, together.
Legislative requirements The City’s engagement practices are guided by key pieces of legislation, ensuring compliance and effectiveness.
Local Government Act 1993 (Sections 8A and 402A): Requires councils in NSW to develop and implement a Community Engagement Strategy based on social justice principles. Environmental Planning and Assessment Act 1979: Mandates that planning authorities, including councils with significant planning responsibilities, have a Community Participation Plan.
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City of Coffs Harbour Community Engagement Strategy
Integrated Planning and Reporting The Integrated Planning and Reporting (IP&R) Framework, under the NSW Local Government Act, helps councils plan for the future, in collaboration with their communities. The IP&R framework ensures that community engagement is linked to plans, strategies and work outlined in the framework and shows how often councils engage around those plans and strategies.
Key IP&R components Community Strategic Plan (10 years): Outlines the long-term vision and goals of the community.
Operational Plan (1 year): Details the services and projects undertaken annually.
Delivery Program (4 years): Translates the strategic plan into specific actions.
Resourcing strategies: Includes financial and asset management plans to ensure sustainability.
State Plans and Strategies
Relevant Regional Plans and Priorities
JO Statement of Strategic Regional Priorities
Community Strategic Plan 10 YEARS
Other Council Strategies and Plans
Resourcing Strategy Workforce Management Strategy
EXAMPLES INCLUDE:
Local strategic planning statement
Long-Term Financial Plan Asset Management Strategies and Plans
Environmental Strategies
Delivery Program
Community Engagement Strategy
Operational Plan
Community Engagement
Affordable Housing Strategy
Annual Report
Community Engagement
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What is community engagement? Community engagement is the process of involving people in decisions that affect them. It includes informing the community, actively listening, collaborating, and considering public input during decision-making. As part of the engagement process consultation methods may include online questionnaires, workshops, drop-in sessions, or pop-ups.
Effective engagement contributes to:
Better decisionmaking Ensuring that City policies and projects align with community needs.
Trust and transparency Building a strong relationship between the City and the community through open communication.
Informed communities Efficient resource allocation
Helping the community understand the City’s priorities, challenges, and opportunities.
Ensuring time and funding are directed where they are most needed.
Early issue identification Enabling concerns to be addressed proactively rather than reactively.
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City of Coffs Harbour Community Engagement Strategy
City’s engagement principles To ensure meaningful and effective engagement, the City follows these key principles:
Commitment to social justice principles
Accessible and timely for everyone, as well as the most vulnerable
Transparent, accountable and productive Enhances City decision making by genuinely considering feedback from community members who are affected by or interested in decisions that they can influence
Social justice principles The City is committed to the four fundamental social justice principles, ensuring fairness and inclusivity in its engagement:
Equity
Access
Participation
Rights
Decision-making and resource allocation should be fair, prioritising those in need.
Everyone should have equal access to services, resources, and opportunities to enhance their quality of life.
All individuals should have meaningful opportunities to engage in decisions that impact their lives.
Equal rights should be upheld and promoted, ensuring opportunities for all people, regardless of background.
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Who we engage with A broad range of community voices are required to positively shape the future of the Coffs Harbour LGA. Listening to residents, businesses, stakeholders and visitors from different age groups, suburbs, towns, villages, abilities and cultural backgrounds helps the City get a better understanding of how a decision impacts different people in our community. The more information we have about the impacts of a decision, the closer we can get to achieving an outcome that balances benefit across the community.
2021 population estimate 78,759
2036 population projection 99,906
Stakeholders and groups in the community include:
State and Federal Government departments and agencies Other councils
Ratepayers and residents and visitors Families, young people, retirees and older people LGBTIQ+ community People with disabilities, their carers and families
Aboriginal and Torres Strait Islander community
Local businesses and investors Industry groups and associations
Culturally and linguistically diverse communities
Not for profit organisations Community, sporting, cultural and environmental groups Schools, colleges and universities Disability and wellbeing support services
Population and Household Forecast figures for 2036 sourced from .ID Informed Decisions, City of Coffs Harbour’s – population forecast.
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City of Coffs Harbour Community Engagement Strategy
Why participate in engagement? By getting involved in City decision-making processes you can: • Have your voice heard on issues that matter to you. • Influence the future direction of City projects and policies. • Connect with other community members and share perspectives. • Learn more about City decision-making processes and priorities. Your input directly contributes to improving local services, facilities, and infrastructure. The more informed the City is about community perspectives, the better the outcomes for everyone. The City engages with the community on topics such as:
Waste management
Community facilities
Water and sewer
Roads
Active transport
Culture
Community safety
Events
Strategic planning
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How we engage The level and method of community engagement carried out by the City varies depending on the nature of the project, the scale of impact and legal requirements. The City engages with the community using the International Association for Public Participation (IAP2) Spectrum. The Spectrum shows that differing levels of participation are legitimate depending on the goals, timeframes, resources and levels of concern around the decision to be made, and explains what the community can expect at each participation level.
Inform
Consult
Involve
Collaborate
Empower
Goal of engagement
We will provide balanced and objective information to assist you in understanding the problem, alternatives, opportunities and/or solutions.
We will obtain public feedback on analysis, alternatives and/ or decisions.
We will work with you throughout the process to ensure that your concerns and aspirations are consistently understood and considered.
We will work together with you in each aspect of the decision including the development of alternatives and the identification of the preferred solution.
We will help work towards the level of capacity to help the community lead and decide on a matter.
Role of the community
Listen
Contribute
Participate
Partner
Lead
We will keep you informed, listen to and acknowledge concerns and aspirations, and provide feedback on how public input influenced the decision.
We will work with you to ensure that your concerns and aspirations are directly reflected in the alternatives developed and provide feedback on how public input influenced the decision.
We will look to you for advice and innovation in formulating solutions and incorporate your advice and recommendations into the decisions to the maximum extent possible.
The community will have final decision-making power. Under the Local Government Act 1993, the only decision-making power placed in the hands of the public is that of electing Councillors at the Local Government Election.
What this may look like
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We will keep you informed, listen to and acknowledge concerns and aspirations, and provide feedback on how public input influenced the decision.
City of Coffs Harbour Community Engagement Strategy
Engagement framework
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Our community engagement framework explains how the City typically interacts with the community. The diagram highlights examples of projects and initiatives where we inform and consult with the community, as well as the engagement tools we use to communicate and educate.
er w o p m
Updates about City services
Local Government Election
Info rm
Road closures Eng
a g e me n t t o o l s
Rates, fees and charges
Community Strategic Plan
Planning proposals
Economic Development Strategy
Development applications Eng
agement tools
Major strategies and plans
Open space and public realm improvements
Cons
ate
Significant open space and public realm improvements
u lt
Updates to City policies and strategies
C o ll a b o r
Council events e.g. NAIDOC week, Australia Day
New City policies Major works Open space and public realm improvements
In volve
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Engagement process The engagement process consists of several key steps to ensure meaningful participation:
Scope the project
Determine the need for a community engagement plan and how the engagement will influence the project. Understand the needs and expectations of the decision makers and gain clarity on the scope of work including what aspects are negotiable.
Plan engagement
Determine the appropriate level of engagement and clarify the specific engagement goals.
Consult with community
Undertake engagement activities, communicating clearly with the community
Listen and respond
Review community feedback to help inform matters or project. Review and then provide feedback to decision makers to help inform the outcome on matters or projects. Keep the community updated throughout the engagement process.
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Closing the loop
Provide updates and final decisions to the community.
Final evaluation
Evaluate the engagement process.
City of Coffs Harbour Community Engagement Strategy
Mandatory public exhibitions Certain decisions by the City require public exhibition and consultation. The NSW Local Government Act 1993 mandates the following minimum public exhibition periods for plan making: Community Strategic Plan:
28 days
Delivery Program & Operational Plan:
28 days
Plans of Management:
28 days (submissions accepted for 42 days)
Reclassification of Land:
28 days
Floodplain Risk Management Studies and Plans:
28 days
The NSW Coastal Management Act 2016 mandates the following minimum public exhibition periods: Coastal Management Programs:
28 days
For planning and development matters, refer to the Community Participation Plan published by the NSW Department of Planning, Housing and Infrastructure
Non-mandatory community engagement The City will commit to involving the community when developing non-mandatory strategic plans and projects. 1. The City will engage the community for a minimum of 28 days through its Have Your Say website. 2. Engagement in infrastructure projects will depend on factors such as; the urgency of the project, the level and scale of potential impacts, legislative requirements, level of public interest, and availability of resources.
When the City cannot engage While the City strives for transparency and community involvement, there are situations where engagement may not be possible, such as: •
Sensitive matters requiring confidentiality
•
Where legal constraints or matters arise that limit engagement
•
In emergency situations demanding immediate action
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Public exhibitions and submissions Public exhibitions are an important part of our engagement process, allowing residents to formally review and comment on draft policies, plans, and proposals. Formal submissions can be made via the following channels: - Email: coffs.council@chcc.nsw.gov.au - In person: City’s Customer Service Centre, Level 1, Yarrila Place, 27 Gordon Street, Coffs Harbour - Post: Locked Bag 155, Coffs Harbour, NSW 2450 - Online, via the City’s Have Your Say website: haveyoursay.coffsharbour.nsw.gov.au
Tips for writing a strong submission:
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Introduce yourself or your group clearly
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Clearly explain your concerns or support about the matter or proposal
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Provide clear recommendations or suggestions
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Back up your arguments with relevant evidence
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Mention any positive aspects of the proposal, if relevant
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Keep your submission clear and to the point
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Avoid using emotional, abusive or disrespectful language.
More tips on making a submission or petition are available on the City’s website.
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City of Coffs Harbour Community Engagement Strategy
Formal submissions should contain the following: - Name and contact details (email, phone number or address) - Details of the matter or proposal (e.g. application number or proposal title) - Reasons for the submission - If submitting in writing, the signature of each person making the submission Note that the City does not use social media for collecting formal feedback on public exhibitions.
Consideration of submissions Once received, submissions will be acknowledged and reviewed by relevant City staff and the matters raised will be considered as part of the decision-making process, in context with other factors. If the matter is to be reported to Council for consideration, the author of the submission will be notified ahead of the meeting date. Information collected in submissions may be made public. Requests can be made for all or parts of a submission to remain confidential, however, the City will release this information if required under the Government Information (Public Access) Act 2009 or by court order.
Public participation timeframes Timeframes for all public exhibitions and notifications are in calendar days, including weekends. Refer to the NSW Department of Planning, Housing and Infrastructure Local Environmental Plan Making Guideline for participation timeframes for LEP amendment(s). Public participation will not occur between 20 December and 10 January (inclusive) and this period is excluded from the calculation of a public participation period. The City may consider exhibition periods longer than the mandated requirements, depending on the scale and nature of the matter or proposal.
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Public exhibition processes for planning functions When exercising its planning functions, the elected Council of the City of Coffs Harbour is subject to mandatory community participation requirements under the NSW planning legislation and Department of Planning, Housing and Infrastructure Community Participation Plan. The Community Participation Plan, prepared by the NSW Department of Planning, Housing and Infrastructure applies to all planning authorities, including the City, and is designed to outline how and when the community can participate in planning decisions and processes, and when planning authorities exercise their relevant functions.
Strategic Planning: •
View and submit feedback via the City’s Have Your Say Page. Planning proposals for local environmental plans subject to a gateway determination shall be notified on the City’s website via a Public Notice, and notified to adjoining/adjacent landowners (see Figure 1). Note: Notification to adjoining/adjacent landowners may not be undertaken for applications that are of a significant geographical scale.
You can also submit feedback through any of the following methods: • Email: coffs.council@chcc.nsw.gov.au • In person: City’s Customer Service Centre • By post: Locked Bag 155, Coffs Harbour, NSW 2450
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City of Coffs Harbour Community Engagement Strategy
Figure 1: Notification process Adjoining/adjacent property owners
Subject land Property to be notified
Development Applications: •
View Development Applications that require exhibition on the City’s DA Tracker. Certain development applications may be notified to adjoining/adjacent landowners. Notice of a development application may be exhibited on the subject land, where the development is designated development.
You can submit feedback through any of the following methods: • Online: via the City’s website through the DA Submission Form • Email: coffs.council@chcc.nsw.gov.au • In person: City’s Customer Service Centre • By post: Locked Bag 155, Coffs Harbour, NSW 2450
Please note: • Strategic planning matters will not be finalised before the public participation period has finished. • Development applications will not be determined before the public participation period has finished • Late submissions may be accepted upon request. • A Political Donations and Gifts Disclosure Statement may need to be completed to disclose any reportable political donations have been made within two years, available on the City’s website. • All submissions made in response to the public exhibition of strategic planning matters and development applications will be publicly available either via the City’s website or disclosed to any person requesting information under the Government Information (Public Access) Act 2009. Personal information may be redacted. • Formal acknowledgement of submissions will be provided by City staff once received. If the application is to be reported to Council for determination, the author of the submission will be notified ahead of the meeting date. • All persons who lodge a submission will be notified of Council’s determination of the application. • All submissions must comply with the City’s Submissions and Petitions guidelines on the City’s website.
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How to contribute and stay informed The community can stay updated and participate in the City’s decision-making through various channels:
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Council meetings:
When Council is considering a matter, community engagement outcomes are included in the meeting agenda, which is available online. Council meetings are open to the public, offering an opportunity for community members to stay informed and participate in public forums. All meetings are streamed live online, and past meetings are archived for later viewing on the website.
Meeting minutes:
Council meeting minutes are made available on the City’s website within 24 hours of a meeting.
Public forums:
Any member of the community can register to speak on agenda items during a meeting. Detailed instructions for speaking at a Council meeting can be found on the City’s website.
Council committees:
Committees help the City make informed decisions about ongoing projects and issues in the local area and support the management of some community facilities. Community members are encouraged to become committee members and provide their expertise. Committee vacancies are advertised on the City’s website.
City’s website:
The City’s website contains the City’s latest media releases about engagement opportunities and outcomes, information about planned and current projects, and results from significant market research and community surveys (such as customer satisfaction and community wellbeing surveys).
City of Coffs Harbour Community Engagement Strategy
Have Your Say Coffs Harbour:
Have Your Say is the City’s online engagement platform. This platform enables the community to view projects, participate in engagement initiatives, make submissions and stay informed about projects not open for public comment.
Social media:
The City uses social media to share updates on events, services, and decisions, and to promote engagement initiatives. The City does not use social media for collecting formal feedback on public exhibitions.
Public notices:
The City publishes advertisements and public notices to help inform the community of events, services, road closures, planning matters and other services. You can find public notices on the City’s website under the Public Notices Page. Additionally, notices may also be published in local media and City newsletters.
DA tracker:
The community can search for recent development applications received, advertised or finalised on the City’s ‘DA tracker’ on its website.
Media releases:
The City issues media releases about engagement opportunities and outcomes. Media releases are published on the City website and shared with media outlets, who may choose to publish the content.
Monitoring and review of the strategy This Strategy will be reviewed on a periodic basis to ensure it is meeting its objectives and legislative requirements. The City will monitor outcomes from regular community wellbeing surveys to ensure that this Strategy is reflective of the current community sentiment.
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haveyoursay.coffsharbour.nsw.gov.au 02 6648 4000 coffs.council@chcc.nsw.gov.au