Information Guide

Part A - Introduction

Why do we have an Information Guide?

As a local council, City of Newcastle (CN) is an ‘agency’ for the purposes of the Government Information (Public Access) Act 2009 (NSW) (GIPA Act).

Under the GIPA Act, we publish this Information Guide to provide information about our structure and functions;

The kinds of information we hold and make available to the community;
How the community can access information held by CN; and
How the community can participate in the formulation of our policies and exercise of functions.

We are committed to meeting the objectives of the GIPA Act and priorities of our Newcastle 2040:

4 Achieving Together

4.2 Trust and Transparency

4.2.1 Genuine engagement

4.2.2 Shared information and celebration of success

4.2.3 Trusted Customer Experience

Part B - Structure

About Us

Who are our elected Council?

What is the role of our elected Council?

What is the role of our Lord Mayor?

What is the role of our CEO?

What happens at Council Meetings?

Functions of Council

The Local Government Act 1993 (NSW) (LGA) outlines that councils are responsible for the following functions:

Service Functions

Service functions include providing community health, recreation, education, and information services, environmental protection, waste removal and disposal, land and property, industry and tourism development and assistance.

Service functions impact our community directly and include the provision of libraries, community centres, infrastructure and waste removal.

Regulatory functions

Regulatory functions include approvals, orders and building certificates. Regulatory functions impact our community by putting rules in place that govern development and buildings.

Ancillary functions

Ancillary functions include resumption of land and powers of entry and inspection.

These functions only impact on members of our community whose property are affected.

Administrative functions

Administrative functions include the employment of staff, our strategic plan, delivery program and operational plan, financial reporting and annual reports.

These functions impact our community through the efficiency of services provided.

Revenue functions

Revenue functions include rates, charges, fees, borrowings and investments.

These functions impact our community as our rates and charges fund community services and facilities.

Enforcement functions

Enforcement functions include the proceedings for breaches of legislation, prosecution of offences and recovery of rates and charges.

These functions only impact members of the community who do not comply with legislation.

In addition to the functions listed in the LGA, CN also performs functions outlined in other NSW legislation that impacts the community, such as:

Companion Animals Act 1998 (NSW) - companion animal registration and control;
Contaminated Land Management Act 1997 (NSW) - managing contaminated lands;
Environmental Planning and Assessment Act 1979 (NSW) - environmental planning;
Government Information (Public Access) Act 2009 (NSW) - access to information held by agencies including Council;
Heritage Act 1977 (NSW) - conservation of the heritage within the local government area;
Public Health Act 2010 (NSW) - protection of health and safety of the public;Swimming Pools Act 1992 (NSW) - ensuring restriction of access to private swimming pools;
Food Act 2003 (NSW) - ensuring the handling of food for sale complies with the Food Standards Code;
Liquor Act 2007 (NSW) - ensuring compliance with the sale and supply of liquor;
Roads Act 1993 (NSW) - control and management of roads.
Coastal Management Act 2016 (NSW) - management and protection of the coastal environment

Organisation Structure

Part C - How to access our information

What kinds of information do we hold?

What is Open data?

What are the ways you can access CN information?

CN is committed to the principles of the GIPA Act, including open and transparent governance.

Members of the public can access relevant and update information about important functions, projects and actions via our website.

Open access information

Open access information ¹ available on our website includes:

Policy documents (Including Codes of Conduct) and plans
Privacy Management Plan
Disclosure Log of Formal Access Applications
Papers and minutes from Council meetings
Annual reports and financial statements
Information about development applications
Contracts Register

Public and other Registers

A public register is an official list of names, events and transactions. Under law, it is required to be available to the public. Because every public register is different, the type of information included on the register depends on the purpose and situation and may contain personal information.

Registers held by CN include:

Local Government Act:

donations disclosures, Register of Pecuniary Interests

Environmental Planning and Assessment Act & Regulation:

Consent, Record of Building Certificates

Protection of the Environment Operations Act:
Public register of licences

Impounding Act:
Record of Impounding

A list of open access information is provided in section 18 of the GIPA Act and Schedule 1 of the GIPA Regulation.

Proactive release

As part of CN’s commitment to open and transparency and best practice, we undertook the following initiatives as part of our proactive release program

Increased use of social media to share information and interact with our community.
Various e-newsletters covering a range of areas including:
- The Community Sector News (for subscribers and applicants who have lodged more than one development application in the last 3 years);
- Food safety sent to food businesses;
- 'Natural Connections’ (rehabilitating our environments) and information about Newcastle 500 Supercars event; and
- An increase in information available on CN’s website that is relevant to changed timeframes of works contracts and works that have been completed in our city
COVID-19 information – dedicated section on CN’s website to provide timely and accurate updates, Rapid Response Community Grants, Community Recovery Grants, and community distribution partnership of Personal Protective Equipment with Resilience NSW
My Community Directory, hosted on CN website, a database and search engine of community contacts, services and activities
Community engagement and published public exhibitions for feedback on CN’s dedicated Have Your Say webpage, including:
- CN’s strategies and plans, including the Newcastle 2040 CSP, Delivering Newcastle 2040 2022/2023, Fees and Charges 2021/2022, Annual Report 2020/2021, End of Term Report 2017/2021
- updated CN’s strategies on the website to include Newcastle 2040 informing strategies and supporting strategies
- Parks, recreation and public spaces projects and plans (Lambton off-leash dog areas, National Park Plan of Management, Gregson Park Masterplan, Harbour Foreshore Masterplan
- Preliminary concept, Georgetown Local Centre, Kotara Local Character Study, Local Social Strategy, Newcastle After Dark - Phase 2 Trial)
- Coastal management and planning (Love Our Coast survey regarding coastal visitation and values, Stockton Coastal Management Plan, Newcastle Ocean Baths upgrade)
- CN facilities, services and programs, including surveys to measure customer satisfaction and /or to assist with reporting to the community
- Transport planning including Wallsend proposed parking changes, Cycling and Parking Plans, walking and cycling on Wharf Road (Foreshore Masterplan), consultation related to development of Pedestrian Access and Mobility Plan projects, Local Area Traffic Management projects, cycleways projects (The Junction to Merewether cycleway), and other traffic and parking projects
Our customer service charter was placed on the CN website; this includes the addition of our customer TRuST principles
Web content has been uplifted so key call driver pages are easily accessible including Pets and Animals, Parking and Contact Us

Increase of e-services with forms, enquiries and payment available through our website

Reports – quarterly and six-monthly performance reports on our achievements; Annual Report 2021/2022 highlights, with a brief video and infographic
Tourism – release of information about initiatives and actions in the Destination Management Plan, development and distribution of visitor information collateral and sharing of data and research to support the visitor economy, use of social media to engage visitors with local history and science at Newcastle Museum and Fort Scratchley, promotion of Newcastle venues (upcoming events, booking information) and use of the visitor website (www.visitnewcastle.com.au)
City events – program updates about New Annual Cultural Festival as well as major events hosted in Newcastle, NAIDOC Week, Youth Week, Seniors Week, beach and water safety programs
Promotion of Open Space projects and plans: Islington Park off-leash area; Harbour Foreshore Masterplan concept; Dixon Park fencing of playground; various playgrounds across the LGA; new and renovated facilities (such as playgrounds, dog parks, sporting facilities), including dedicated letterbox drops to nearby residents and businesses
Trees – Q&A in relation to street and park tree replacement planting
Landcare volunteer promotional and community engagement events delivered as part of the environment education program
Environmental rehabilitation – project planning information and community consultation for stormwater projects delivered over several platforms, such as CN webpage and social media
Stockton – monthly updates to the website, Stockton Works update, foreshore rehabilitation works and sandscraping activities, onsite signage, suburb-wide letterbox drops and onsite meetings with residents to share information about emergency erosion works and long-term planning through the Coastal Management Plan
Smart city and innovation initiatives – Newcastle City app, public events (such as the IQ series) and workshops
Information about funding programs – Economic, Art and Community Grants and Sponsorships
Regulatory, Planning & Assessment - Development Activity Map recording the location and details of all DAs and Complying Development Certificates determined from an interactive map; online Development Contributions Register relating to approved development; exhibitions on proposed legislative changes and important planning documentation; Public Notices for designated, integrated and nominated integrated development, outdoor trading applications and road naming proposals
Updates are also provided after each Council meeting via our website and social media channels collating items on the agenda and social media posts during the meeting as decisions are made
Art Gallery - exhibition and program information and Art Gallery expansion updates released via website and social media, surveys to capture data from our outreach programming, social media channels have continued to grow with Instagram and Facebook
Civic Services - operation of Civic Theatre website, which provides details of all coming attractions and forthcoming performance events of significance, launch event conducted digitally, technical and booking information published online for information of ticket purchasers and venue

Informal release

Sometimes information is not publicly available (such as on our website) but can be quickly and easily collated where it does not include other’s personal or business information and in this case it will generally be released informally upon request. There may be a cost associated with informal release as provided in our fees and charges.

To make an informal request visit our Contact Us page.

Formal release

Release subject to a formal access application - in some circumstances and to protect the privacy, safety and financial and business information of everyone who interacts or does business with CN, a GIPA-Access Application (Formal request)

A formal application will need to be lodged to seek access to information held by CN (usually where the information contains a third-party’s information).

An application fee of $30 and a further hourly processing fee may apply to cover administrative costs (please see our fees and charges.- 50% discount on the processing fee may be available).

CN will release information unless there is an overriding public interest against disclosure.

Disclosure log

Our Disclosure Log⁶ gives details about information that has already been released in response to a formal access application that may be of interest to other members of the public, and may save you time in your request.

Under Section 7 of the GIPA Act, agencies must review their programs for the release of government information to identify the kinds of information that can be made publicly available. This review must be undertaken at least once every 12 months.

Under Section 7 (3) of the Act, the agency must provide details of the review and details of any information made publicly available as a result of the review.

⁶We are required to maintain a Disclosure Log under section 25 of the GIPA Act.

What is the role of the NSW Information Commissioner?

Part D - Community engagement with CN

Why do we consult?

How do we consult?

We will notify the community when we want to talk about projects, strategies or plans.

This depends on the subject matter and might include a notice on our website, social media, some local newspapers, or in any way deemed appropriate by Council.

This may also include direct notification to parties we think will be most impacted.

Below is a list of other mechanisms we use to consult with our community:

Newcastle Voice

Newcastle Voice is one way we consult with the community. Newcastle Voice is CN’s community reference panel made up of over 2,500 residents from all ages and walks of life⁸ who give feedback to assist us in making informed decisions.

Newcastle Voice is actively involved in providing information and advice through:

community workshops;
face to face meetings;
quick polls;
surveys; and
online discussions.

Members also receive regular newsletters, feedback from consultations and updates about CN. For more information, or to participate,go to:

http://www.newcastle.nsw.gov.au/Community/Get-Involved/Newcastle-Voice

Community participation in the planning system

Our Community Participation Plan covers how and when we will engage with the community across the planning functions we perform under the Environmental Planning and Assessment Act 1979 (NSW). This helps us to achieve better placing outcomes for the community.

Planning functions include plan making (such as the preparation of a planning proposal to amend the Newcastle Local Environmental Plan 2012) and making decisions on proposed development.

The Community Participation Plan aims to make it easier for the community to be involved. It also supports:

Input into the Council’s decision making by providing mechanisms for understanding and responding to community opinions and perspectives;
Consistent and clear engagement practices; and
Enhancement of CN’s ability to listen, respond and engage with residents and stakeholders, and make evidence-based decisions.

In addition to the Community Participation Plan, community members are able to make submissions on Development Applications that have been placed on notification and are available via the Application Tracker.

More information on the submissions process can be found on the CN website.

Public exhibition and submissions

Getting input from our community is an important way we ensure policies and programs that are of significance to Council reflect local needs.

We call for submissions and put items on public exhibition so that interested community members can give feedback that will assist Council in its decision-making.

To keep up to date with item that are on public exhibition, go to:

http://www.newcastle.nsw.gov.au/YourSay

Public Voice and Public Briefings

Members of the public are provided the opportunity to voice their opinions or concerns directly to Councillors during a Public Voice or Public Briefing session at a Council meeting.

The purpose of the Public Voice or Public Briefing sessions are to:

Allow Councillors to hear directly from affected parties regarding proposed developments;
Allow individuals or organisations to present information about issues relevant to our functions, facilities or services; and
Promote openness and transparency in decision making.

The Council does not make decisions at a Public Voice or Public Briefing session. The sessions are an opportunity for discussion only.

Advisory Committees

Advisory Committees are a way for stakeholders, experts, and the community to provide guidance and make recommendations to the elected Council within a particular area of expertise. For more information on these advisory committees, go to:

http://www.newcastle.nsw.gov.au/Council/About-Council/Committees

8 This is limited to people 16 years and over living in the Newcastle, Lake Macquarie, Cessnock, Maitland and Port Stephens council areas.

How else can you stay connected?

Part E - Feedback and Further Information

If you would like to provide feedback on CN’s Information Guide - Contact Us - City of Newcastle (nsw.gov.au).

You can also obtain further information about the GIPA Act by contacting the NSW Information and Privacy Commission (IPC):

Go to: www.ipc.nsw.gov.au

E-mail: ipcinfo@ipc.nsw.gov.au

Call: 1800 472 679

You can obtain further information about local government by contacting the Office of Local Government (OLG):

Go to: https://www.olg.nsw.gov.au/

Email: olg@olg.nsw.gov.au

Call: 02 4428 4100

Useful Links

Organisation Structure

City Of Newcastle Demographic Analysis

GIPA access Application

Information Guide PDF

City of Newcastle acknowledges that we operate on the grounds of the traditional country of the Awabakal and Worimi peoples.
We recognise and respect their cultural heritage, beliefs and continuing relationship with the land, and that they are the proud survivors of more than two hundred years of dispossession.
CN reiterates its commitment to address disadvantages and attain justice for Aboriginal and Torres Strait Islander peoples of this community.

Information Guide

About us

Who are our Elected Council?

Lord Mayor - Nuatali Nelmes

What is the role of our Councillors?

What is the role of our Lord Mayor?

What is the role of our CEO?

What happens at Council meetings?

Useful Links