LOWER MACLEAY FLOOD RISK MANAGEMENT … | 2 Lower Macleay Flood Risk Management Study & Plan...

LOWER MACLEAY FLOOD

RISK MANAGEMENT STUDY

& PLAN

Floodplain Community & Stakeholder

Engagement Strategy

Ron Kemsley

A document to guide the community & stakeholder engagement process for the preparation of the Lower Macleay Flood Risk Management Study & Plan

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Contents 1 Introduction ......................................................................................................................................... 2

1.1 Deliverables ................................................................................................................................... 2

1.2 Statutory framework ..................................................................................................................... 3

2 Background .......................................................................................................................................... 3

2.1 Engagement Strategy Goal: .......................................................................................................... 4

2.2 Flood Risk Management Aims: ..................................................................................................... 4

2.3 Key Engagement Strategy Messages: ........................................................................................... 5

3 Communication Objectives .................................................................................................................. 5

3.1 Stakeholder engagement strategy objectives: ............................................................................. 5

4 Stakeholders......................................................................................................................................... 6

4.1 Relevant Stakeholders: ................................................................................................................. 6

5 Communication approach .................................................................................................................... 6

5.1 Roles and Responsibilities ............................................................................................................. 7

5.2 Staged Communication & Engagement Methods ......................................................................... 7

6 Project Management ......................................................................................................................... 12

6.1 Kempsey Shire Council ................................................................................................................ 12

6.2 Lower Macleay Floodplain Flood Risk Management Technical Group ....................................... 12

6.3 Lower Macleay Floodplain Reference Group .............................................................................. 13

7 Engagement Strategy Evaluation & Review ....................................................................................... 13

8 Stage 1: Flood Study Process ............................................................................................................. 13

9 Stage 2: Flood Risk Management Study Process ............................................................................... 14

10 Stage 3: Flood Risk Management Plan Process ............................................................................... 15

11 Approval of this plan ...................................................................................................................... 15

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Lower Macleay Flood Risk Management Study & Plan Floodplain Community & Stakeholder Engagement Strategy

1 Introduction Kempsey Shire Council (the Council) has received financial support from the State Floodplain

Management program managed by the Office of Environment and Heritage (OEH) to undertake a

flood investigation of the Lower Macleay floodplain. In line with Government Flood Policy Kemspey

Shire Council intends to revise existing flood information for the Lower Macleay Floodplain and

undertake additional flood investigations to develop an overall floodplain management plan for the

Lower Macleay Floodplain.

The Lower Macleay Flood Risk Management Study & Plan “Floodplain Community & Stakeholder Engagement Strategy” has been prepared compliant to and consistent with the core principles of the Kempsey Shire Council Community Engagement Strategy – Procedure 2.3.1 (2011), the NSW Governments Flood Development Manual (2005) the Australian Emergency Handbook 7 and the principles of effective community engagement described within the Community Engagement Framework Handbook 6 (AEMI 2013). This Engagement Strategy has been developed to initiate, guide and implement a strategic engagement strategy (inform & consult) targeting floodplain communities & stakeholders to;

1) assist Council in the preparation of the Lower Macleay Floodplain Flood Risk Management Study & Plan, in accordance with applicable legislative requirements, and

2) establish a floodplain community profile, seek input to identify community concerns and vulnerabilities and understanding of floodplain processes, and

3) increase flood management awareness for the lower Macleay floodplain stakeholders.

1.1 Deliverables 1.1.1 Flood Study (Stage 1) The Lower Macleay Flood Study constitutes the first stage of the flood management process for the

Lower Macleay Floodplain with the primary intent to define flood behaviour within the floodplain

under current conditions. The study is a comprehensive technical investigation of flood behaviour

and dynamics for the entire lower Macleay floodplain with particular emphasis on floodplain

villages, flood mitigation infrastructure and flood flow ocean outlets.

The flood study is the technical information that Stage 2 & 3 are based on.

1.1.2 Flood Risk Management Study (Stage 2): The Lower Macleay Flood Risk Management Study (Stage 2) aims to identify all relevant issues, quantify them and weigh them appropriately into an overall plan including a risk management

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process by which the community in general is better off. The flood risk management study will aid Kempsey Shire Council to identify, understand, and prepare for flood management for the Lower Macleay Floodplain. 1.1.3 Flood Risk Management Plan (Stage 3): The Lower Macleay Flood Risk Management Plan (Stage 3) sets out the long-term strategy for the coordinated management of the Lower Macleay Floodplain with a focus of fulfilling the objectives of the New South Wales Flood Prone Land Policy. Based on a comprehensive evaluation of all factors that affect and are affected by use of flood-prone land, it represents considered opinion on how best to flood-prone land. It is the recommended means of assessing and managing flood risk associated with using the floodplain for various purposes. Key Project Milestones (dates to be confirmed following engagement of Consultant)

Date Month/Year

Activity (Refer Section 5.2 for further details)

Dec 2017 General Media Release No1 – Commencement of Stage 1 (Flood Study)

General Media Release No2 – Workshop notification (Flood Study)

Dec 2018 General Media Release No3 - Completion of the Flood Study

Report to Council

General Media Release No4 – Commencement of Flood Risk Management Study

General Media Release No5 - Facilitation of Community Workshop

Report to Council

General Media Release No6 - Public Exhibition of Draft Flood Risk Management Study

General Media Release No7 - Commencement of Flood Risk Management Pan

General Media Release No8 - Facilitation of Community Workshop

General Media Release No9 - Draft Flood Risk Management Plan prepared

General Media Release No10 - Public Exhibition of Draft Flood Risk Management Plan

1.2 Statutory framework The NSW State Government has a lead role in the development of regional strategies and plans

under the Environmental Planning & Assessment Act (EPA Act). However, under the NSW

Governments Flood Prone Land Policy the management of flood prone land is primarily the

responsibility of councils.

2 Background The lower Macleay River floodplain covers an area of approximately 400km2. The dominant water

courses within the floodplain are; Macleay River, Macleay Arm, Clybucca Creek, Kinchela Creek,

Belmore River, Christmas Creek and Euroka Creek. Within the floodplain a number of small urban

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villages (Smithtown, Gladstone, Kinchella, and Jerseyville) are located primarily on the banks of the

Macleay River.

The Macleay valley has a history of flooding. The first recorded flood to cause damage was recorded

in 1838. Winter floods in 1949 were water levels recorded at Kempsey Traffic Bridge reached

8.52mAHD resulting in the loss of six (6) lives and more than 7000 head of stock and 600 building

damaged or destroyed. Winter floods again in 1950 recorded water levels at the Kempsey Traffic

Bridge reached 8.31mADH.

In 1989 the Department of Public Works (Report No:88050) undertook a flood study to determine flood design conditions for the 5%, 2% 1% and extreme flood probabilities, using two mathematical models to develop and overall floodplain management plan for the Lower Macleay Floodplain. In 1997 Council engaged Webb, McKeown & Associates to undertake a further flood investigation, that reviewed and applied newer data and more advanced technology to examine the (then) existing state of the floodplain and present management options to improve future performance of the floodplain during and following flooding and in non-flood periods. In 1999, drawing on the recommendations put forward on the 1997 Study, Webb, McKeown & Associates prepared the Lower Macleay Floodplain Management Plan. In 2017 Kempsey Shire Council received financial support from the State Floodplain Management

program managed by the Office of Environment and Heritage (OEH) to undertake a further flood

investigation of the Lower Macleay floodplain, using current flood assessment procedures and

techniques.

2.1 Engagement Strategy Goal: To establish and implement an effective communication framework that will allow for all lower

Macleay floodplain community members and stakeholders to be comprehensively aware of the

intent and processes involved in the preparation and development of the Lower Macleay

Floodplain Flood Risk Management Plan.

2.2 Flood Risk Management Aims: 1. To manage the Lower Macleay Floodplain in a manner consistent with the principles of

ecologically sustainable development for the social, cultural and economic well-being of the floodplain, its users and stakeholders

2. To identify floodplain management issues and implement community supported integrated and strategic management actions to address those issues

3. To understand the lower Macleay Floodplain communities capacities, strengths, vulnerabilities and priorities for flood management

4. To provide the community and floodplain stakeholders with appropriate levels of information on the preparation and development of the Lower Macleay Floodplain Flood Risk Management Study & Plan

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5. To recognise and acknowledge inherent complexities and diversities of opinions when engaging floodplain communities

6. To engage the community and floodplain stakeholders to seek involvement, collaboration and input into the preparation and development of the Lower Macleay Floodplain Flood Risk Management Study & Plan

7. To partner with the floodplain community to support existing networks and resources for the purpose of increasing floodplain disaster resilience

2.3 Key Engagement Strategy Messages: What is the rationale behind Council preparing a Flood Risk Management Study & Plan for

the Macleay floodplain?

What is the existing level of community understanding of the Macleay Floodplain?

What is the most effective means to improve community understanding of floodplain management?

Are the management strategies within the existing Macleay Floodplain Management Plan still relevant?

Are there any “new or other” priority management objectives?

What are the key issues and challenges to be included within the proposed study & plan?

How will the management recommendation in the Lower Macleay Floodplain Flood Risk Management Study & Plan fit into Council’s planning and integrated planning and reporting framework?

How will the information on the preparation and development of the study & plan be disseminated?

3 Communication Objectives The following objectives have been formulated to be specific, measurable, achievable, realistic and

time-focused.

3.1 Stakeholder engagement strategy objectives: 1. To identify key lower Macleay floodplain stakeholders and community sector groups and

individuals 2. To establish and effective communication mechanism to ensure all stakeholders are

informed, consulted and engaged 3. To provide an opportunity for community and floodplain stakeholders to contribute and

provide input 4. To ensure Council and the community has a sound appreciation of the intent and objectives

of the flood risk management study & plan process 5. To ensure Council and stakeholders are fully informed of the outcomes of the Lower

Macleay Floodplain Flood Risk Management Plan 6. To seek community and stakeholder views on what actions Council will undertake in relation

to identified flood risks and when proposed actions scheduling

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4 Stakeholders For the purpose of this strategy, stakeholder are people, groups or organisations that have an

interest in the management of the lower Macleay floodplain for both flood and non-flood periods.

4.1 Relevant Stakeholders: General Floodplain urban & rural Communities

Floodplain Farming & associated Business Sectors

Kempsey Shire Council

Relevant state agencies (OEH, RMS, NCLLS etc)

Specific interest groups (Friends of the Macleay, Macleay Bass Fishing Club, etc)

Volunteer conservation groups (Macleay Landcare, Dune Care, Rotary, etc).

Local Aboriginal Lands Councils

Industry Sectors (Oyster Growers, Professional Fishers, Tourism, storekeepers, factories, etc).

Academic Institutions

Independent Consultants

5 Communication approach The following section outlines the proposed communication and engagement approach during the

preparation and development of the Lower Macleay Floodplain Flood Risk Management Study &

Plan.

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Schematic diagram of intended communication process & network

5.1 Roles and Responsibilities Primary Council Officers;

1) Council’s Senior Natural Resources Officer 2) Council’s Coordinator of Strategic Planning and Natural Resources 3) Council’s Community Engagement Officer

Primary OE&H Officers 1) Principle Floodplain Officer 2) Senior Team Leader

5.2 Staged Communication & Engagement Methods A range of staged communication and engagement methods will be used to reach identified stakeholders and promote the preparation of the Lower Macleay Floodplain Flood Risk Management Study & Plan. Intended methods include, posting project information and response software on Councils website and social media sites, distribution of project Milestone media releases, Council notices in local paper and Mayoral column, Council reports, community workshops and stakeholder meetings. 5.3 Internal communications

Department Staff Communications Task Timeframe/due Responsibility Name

Customer Service Customer Service Officers

Provide background information Advise on existing information database Provide relevant contact information

At commencement of Stage 1 - flood study & throughout development of Flood Risk Management Plan

SNRO

Communications Web Administer Communications Manager

Provide background information Advise on existing information database Provide relevant contact information Arrange Web page production

At commencement of Stage 1 - flood study and at key project milestones

SNRO

Councillors All Report to Council Commencement, public exhibition periods & completion of project stages

Director

MANEX General Manager & Directors

Report to Council AS Required Director - SNRO

All All Provide background information Seek department input

At commencement of Program and throughout stages implementation

SNRO

* SNRO (Kempsey Shire Council’s Senior Natural Resources Officer)

The following Table identifies other councils and state agencies that required to be consulted with in relation to flood management. .

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5.4 Adjoining Council & Public Authorities communications Name Communication Methods Timeframe Responsibility

Port Macquarie Hasting Council

Direct phone & email contact Technical Group meeting notes

As required SNRO

Public Authorities & Agencies

Technical Group Representatives At Group meetings or as required

SNRO

5.5 External communications

Stage 1 Flood Study

Project Milestone

Proposed communication

tool

Audience group

Purpose of communication

Whose Responsibility

When Co

mm

enced

Co

mp

leted

Pen

din

g

Submission of Grant Application

Meeting Technical Group (see Section 5.5)

To advise that a flood investigation is being proposed and to seek agency support and commitment

KSC / SNRO Submission of Grant Application

√

Report to Council

Council Report Councillors / Community

To advise Council that Grant funding will be provided.

KSC / Director Following confirmation of successful Grant funding

√

Preparation of Consultancy Brief (Stage 1 – Flood Study)

Phone & email Technical Group

To seek agency input and finalise Consultancy Brief

KSC & OE&H Following confirmation of successful Grant funding

√

Consultant Engagement

Media Release E Tender

Qualified Consultancy Organisations

To seek Consultant submission

KSC / SNRO Technical Group

Seek expressions of interest and engage qualified Consultants

√

General Media Release No1

Local Print media Radio & television Community notice boards Council’s Web page & social media interfaces

General community & Interested stakeholder groups

To advise that a Consultant has been engaged to prepare Stage 1 – Flood Study how community consultation involvement is proposed


Following engagement of Consultants

√


Local Print media Radio & television

General community &

To advise of pending community workshop

Consultant TBA √

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Community notice boards Council’s Web page & social media interfaces

Interested stakeholder groups

Flood Study Report

Council’s Web page & social media interfaces

General community

For general information

KSC / SNRO Following stakeholder endorsement

√


Local Print media Radio & television Community notice boards Council’s Web page & social media interfaces


To advise that Stage 1 – Flood Study is completed


Following completion of report and endorsement by Tech Group

√

Stage 2 Flood Risk Study

Project Milestone


tool

Audience group



When Co

mm

enced

Co

mp

leted

Pen

din

g

Submission of 2nd Grant Application


To advise that a Flood Risk Study is being proposed and to seek agency support and commitment

KSC Submission of Grant Application

Report to Council

Council Meeting

Councillors To advise Council that Grant funding will be provided.

KSC Following confirmation of successful Grant funding

Preparation of Consultancy Brief and select Consultants




Review Stakeholder Engagement Strategy

Meeting Technical Group

To evaluate effectiveness and adjust if required

Technical Group


Local Print media Radio & television Community notice boards


To inform of the outcomes of the Flood Study and advise commencement of Flood Risk Study. To advise of proposed Community Workshop

KSC Following endorsement by Council and Tech Group

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To advise of Community Workshop

KSC

Community Workshop

Workshop General community & Interested stakeholder groups

To inform of the process, finding & outcome to-date. To seek community input

KSC – Technical Group

Following 4th media release

Review of initial DRAFT Flood Risk Study by Technical & NR Group

Meeting Technical Group NRG Consultant

To review initial DRAFT and ensure suitability for presentation at pending community workshop

Consultant When initial DRAFT has been prepared

Report to Council

Council Meeting

Councillors Seek approval to put Draft CM Program on Public Exhibition

KSC Following preparation of Draft




To advise of Draft Flood Risk Study Public Exhibition

KSC

Public Exhibition of DRAFT Flood Risk Management Study


To inform of the process, finding & outcome to-date. To seek community input into DRAFT CM Program

KSC To be determined

Report to Council

Council Report Councillors & general community

To inform that the CM Program has been Certified by the Minister and seek Council adoption of CM Program

Following receipt of Certification by the Minister

Stage 3 Flood Risk Management Plan

Project Milestone


tool

Audience group



When Co

mm

enced

Co

mp

leted

Pen

din

g

Submission of 3rd Grant Application


To advise that a Flood Risk Plan is being

KSC Submission of Grant Application

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proposed and to seek agency support and commitment

Report to Council

Council Meeting

Councillors To advise Council that Grant funding will be provided.

KSC Following confirmation of successful Grant funding

Preparation of Consultancy Brief and select Consultants







To inform of the outcomes of the Flood Risk Study And advise of commencement of Flood Risk Management Plan

KSC




To advise of Community Workshop

KSC

Community Workshop

Workshop General community & Interested stakeholder groups

To inform of the process, finding & outcome to-date. To seek community input

KSC – Technical Group

Following media release

Review of initial DRAFT Flood Risk Plan by Technical & NR Group

Meeting Technical Group NRG Consultant

To review initial DRAFT and ensure suitability for presentation at pending community workshop

Consultant When initial DRAFT has been prepared




To advise of Draft Flood Risk Study Public Exhibition

KSC

Public Exhibition of DRAFT Flood Risk Management Plan


To inform of the process, finding & outcome to-date. To seek community input into DRAFT

KSC To be determined

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Local Print media Radio & television


To advise that the Lower Macleay Floodplain Flood Risk Management Plan has been prepared and adopted by Council

KSC Following adoption by Council

5.6 Ongoing Communication & Engagement Methods Planned ongoing communication and engagement methods include, posting project progress and project Milestone reporting information on Councils website and social media sites.

6 Project Management The following section outlines intended project management responsibilities and identifies

stakeholder forum groups.

6.1 Kempsey Shire Council Kempsey Shire Council is responsible for management and preparation of the Lower Macleay Floodplain Flood Risk Management Study & Plan. Council will oversee all aspects and stages of the project and provide resources to facilitate intended communication and engagement strategies, keep project records, administer funding agreements and prepare required reporting obligations. To assist Council the Technical Group has been established to provide on-going logistical advice and technical support. In addition, the NSW SES has formulated a Lower Macleay Floodplain Reference Group.

6.2 Lower Macleay Floodplain Flood Risk Management Technical Group A Technical Group of practitioners in the field of natural resource management will be formed and meetings held with the Technical Group to discuss Lower Macleay Floodplain Flood Risk Management Study & Plan. The constitution, functionality and membership of the Technical Group (at this point in-time) is currently being determined by Council. Technical Group meetings along with phone and email interaction are anticipated throughout the preparation of the flood risk management plan. The Technical Group will be used to gain feedback and advice during the development of the Lower Macleay Floodplain Flood Risk Management Study & Plan. The Technical Group will consist of representatives from the following organisations (if possible):

Office of Environment and Heritage (Flood & Planning Management)

North Coast Local Land Service

SES

Kempsey Shire Council

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6.3 Lower Macleay Floodplain Reference Group The objectives of the group is to partner with local community to improve resident’s ability to prepare for, respond to and recover from severe weather events that affect the Lower Macleay area.

7 Engagement Strategy Evaluation & Review Periodic evaluation by the Technical Group of the effectiveness of the engagement strategy is proposed following completion of specific project Milestones. The evaluation will assess what has been undertaken successfully and what (if anything) could be improved to fulfil the objectives of the engagement strategy.

8 Stage 1: Flood Study Process

Submit Funding Application to OE&H Flood Management

Program: -Stage 1 Flood Study

Report to CouncilFormalise Technical

Group;

Prepare Consultants Brief - Stage 1 Flood Study

Technical Group to Review submissions and

select & engage Consultants

Prepare Stakeholder Engagement Strategy

(SNRO)

Commence Flood Study

Data collection

Hydrologic study

Hydraulic study

Draft Flood study

Final Lower Macleay Floodplian Flood Study

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9 Stage 2: Flood Risk Management Study Process


Program: -Stage 2 Flood Risk Management Study

Report to Council Technical Group Review

Prepare Consultants Brief - Stage 2 Flood Risk Management

Management Study

Technical Group to Review submissions and select & engage

Consultants

Review Stakeholder Engagement Strategy (SNRO)

Commence Flood Risk Management Study

Review Flood Study

Risk assessment

Determine management options

Community consultation

Final Lower Macleay Floodplian Flood Risk Study

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10 Stage 3: Flood Risk Management Plan Process

11 Approval of this plan This communication plan has been reviewed and endorsed by: Council name and contact………………………………………………………………………………………. Date …………………………………………….. Director of Sustainable Environment……………………………………………………………………… Date ……………………………………………..


Program: -Stage 3 Flood Risk Management Plan

Report to Council Technical Group Review

Prepare Consultants Brief - Stage 3 Flood Risk Management

Management Plan

Technical Group to Review submissions and select & engage

Consultants

Review Stakeholder Engagement Strategy (SNRO)

Commence Flood Risk Management Plan

Review Flood Risk Study &

Risk assessment

Prioritise management options

Community consultation

Final Lower Macleay Floodplian Flood Risk Plan

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LOWER MACLEAY FLOOD RISK MANAGEMENT … | 2 Lower Macleay Flood Risk Management Study & Plan...

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