Table – Summary of consultation methods and outcomes Stakeholder Objective Tools Timing Audience Outcome Singleton residents and ratepayers To provide information on Council’s progress addressing issues of community concern from the 2011 community satisfaction survey and advise that Council was considering applying for a special rate variation. Your Council spring 2013 newsletter Inserted with rate instalment notices in October 2013, inserted in the Singleton Argus 8,000 rate instalment notices Argus – 4,000 circulation, 10,300 readership N/A To understand what infrastructure our community values and its support of the proposed SRV Telephone survey Conducted by IRIS Research from January 21-24 Random sample of 503 adults Infrastructure most valued: town roads and parks, playgrounds and reserves. Infrastructure most important to renew and maintain: town roads. 58.8% of respondents said they supported the SRV. To provide information on the proposed SRV, options and opportunities for feedback, including the community information sessions “For a better future” 8-page information brochure Distributed to all households week commencing 13 January 10,181 households 113 residents used the tear-off form on the back page of the brochure to provide their feedback. Distributed to all ratepayers 24 January 10,520 ratepayers Inserted in Singleton Argus 17 January 4,000 circulation, 10,300 readership To provide information on the proposed SRV and opportunities for feedback, including the community information sessions To respond to community concerns with frequently asked questions and promote community information sessions Paid advertising – Singleton 13 December 20 December 10 January 31 January 4 February 4,000 circulation, 10,300 readership 4,000 circulation, 10,300 readership N/A
To understand what infrastructure our community values and its support of the proposed SRV Online survey Opened 16 December, closed 7 February 125 total, 109 completed and 16 partial responses Infrastructure most valued: town roads and parks, playgrounds and reserves. Infrastructure most important to renew and maintain: town roads. 76.2% did not support the SRV To provide information on the proposed SRV, options available, a rates calculator, frequently asked questions, links to documents on public exhibition, online feedback form, link to online survey & digital copies of the SRV brochure Website Content launch 13 December 228 page views of the proposal information during the consultation period. N/A To provide a pre-made template for a written submission Online feedback form Online forms were open from 13 December until 7 February 11 online forms 77.6% did not support the SRV Printed feedback form The cut-off feedback form was attached to the For a better future brochure and was available to all residents from 13 January 113 feedback forms To provide an opportunity for feedback on the proposed SRV Formal written submissions – mail or email Open 16 December to 7 February 6 written submissions To present Council’s proposal and provide opportunity for open discussion and take feedback Community information sessions Two-hour sessions on 5 February 10am and 6 February 5pm 9 people attended the community information sessions, 4 in the Mixed support for and against the SRV.
To update Councillors on engagement program, the outcomes of consultation and discuss options for proceeding Councillor briefing 10 February Elected Councillors attended the briefing Council staff To inform staff that Council intended to apply for a SRV and would be conducting consultation from December through January Weekly wrap 10 January All Council staff and Councillors Staff informed of consultation opportunities Consultation participants To acknowledge the feedback of participants and advise them of the next stage in the process and the opportunity for public access on the SRV Letter/email 7 February 10 February 113 letters and 28 emails One request for public access on the SRV
Assessment Survey. This survey will provide deeper insights on relevant areas of council internal operations and is designed to work in tandem with any other Division of Local Government reporting initiatives that may result for the current review into local government. Other information Previous Instruments of Approval If you have a special variation which is due to expire at the end of this financial year or during the period of the proposed special variation, when was it approved and what was its purpose? Please attach a copy of the Instrument of Approval that has been signed by the Minister or Chairman. Singleton Council currently has in place a special rate variation which expires on 30 June 2017. Refer to Attachment 12 – Instrument under Section 580(2) of the Local Government Act 1993 dated 28 June 2002. Reporting to your community The Guidelines set out reporting mechanisms that show your accountability to your community. Please tell us how you will go about transparently reporting to the community on the proposed special variation, should it be approved. Also indicate the performance measures you will use to demonstrate how you have used the additional funds (above the rate peg) generated by the special variation. The total amount to be raised through the special rate variation will be clearly identified in Council's annual Operational Plan (Revenue Policy) and Budget for the 2014/15 year, as has been the case each year for the special rate variations that Council currently have included in its rate base. The selection of specific segment works will be developed and consulted / reported to the community as part of the preparation and ongoing quarterly reviews of the 2014/15 Operational Plan (specifically the Capital Works Program) and Budget. Council will update the overall pavement condition of the road network annually and will undertake a whole-of-network assessment every four years.
General Manager (name): Hyam Signature and Date: 24 February 2014 Responsible Accounting Officer (name): Damien Jenkins Signature and Date: 24 February 2014 Once completed, please scan the signed certification and attach it to the Part B form before submitting your application online via the Council Portal on our website. Supporting material Attachment Title 1 Extracts from Council’s IP&R Documents 2 Extracts from Singleton Council Transport Infrastructure Asset Management Plan – November 2013 3 Singleton Council Transport Infrastructure Management Plan – November 2013 4 Singleton Council Transport Infrastructure Asset Management Plan – November 2013 – Dashboard information 5 Community Engagement Strategy – Proposed Special Rate Variation 2014/15 for road maintenance 6 Singleton Council Special Rate Variation Survey Report conducted by IRIS – February 2014 7 Singleton Council Online Survey Report and associated items