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
KSC / SNRO Technical Group
Following engagement of Consultants
√
General Media Release No2
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
√
General Media Release No3
Local Print media Radio & television Community notice boards Council’s Web page & social media interfaces
General community & Interested stakeholder groups
To advise that Stage 1 – Flood Study is completed
KSC / SNRO Technical Group
Following completion of report and endorsement by Tech Group
√
Stage 2 Flood Risk 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 2nd Grant Application
Meeting Technical Group (see Section 5.5)
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
Phone & email Technical Group
To seek agency input and finalise Consultancy Brief
KSC & OE&H Following confirmation of successful Grant funding
Review Stakeholder Engagement Strategy
Meeting Technical Group
To evaluate effectiveness and adjust if required
Technical Group
General Media Release No4
Local Print media Radio & television Community notice boards
General community & Interested stakeholder groups
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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General Media Release No5
Local Print media Radio & television Community notice boards
General community & Interested stakeholder groups
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
General Media Release No6
Local Print media Radio & television Community notice boards
General community & Interested stakeholder groups
To advise of Draft Flood Risk Study Public Exhibition
KSC
Public Exhibition of DRAFT Flood Risk Management Study
General community & Interested stakeholder groups
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
Proposed communication
tool
Audience group
Purpose of communication
Whose Responsibility
When Co
mm
enced
Co
mp
leted
Pen
din
g
Submission of 3rd Grant Application
Meeting Technical Group (see Section 5.5)
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
Phone & email Technical Group
To seek agency input and finalise Consultancy Brief
KSC & OE&H Following confirmation of successful Grant funding
General Media Release No7
Local Print media Radio & television Community notice boards
General community & Interested stakeholder groups
To inform of the outcomes of the Flood Risk Study And advise of commencement of Flood Risk Management Plan
KSC
General Media Release No8
Local Print media Radio & television Community notice boards
General community & Interested stakeholder groups
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
General Media Release No9
Local Print media Radio & television Community notice boards
General community & Interested stakeholder groups
To advise of Draft Flood Risk Study Public Exhibition
KSC
Public Exhibition of DRAFT Flood Risk Management Plan
General community & Interested stakeholder groups
To inform of the process, finding & outcome to-date. To seek community input into DRAFT
KSC To be determined
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General Media Release No10
Local Print media Radio & television
General community & Interested stakeholder groups
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
Submit Funding Application to OE&H Flood Management
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 ……………………………………………..
Submit Funding Application to OE&H Flood Management
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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