STATE ROAD FUNDS TO LOCAL GOVERNMENT ADVISORY COMMITTEE. MINUTES (Meeting 02/2017) Held at WALGA on Tuesday, 15 th August :00pm

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1 STATE ROAD FUNDS TO LOCAL GOVERNMENT ADVISORY COMMITTEE MINUTES ( 02/2017) Held at on Tuesday, 15 th August :00pm Committee Members Present: Mr D Morgan (Chair) Mr J Erceg Mr D Snook Mr M Cammack Ms R Burges Cr J Brown Mayor L Howlett Mr A Vuleta Others in Attendance: Mr I Duncan Mr K Pethick Mr S Purdy IPWEA Mr G Eves / Mr M Hoare (Secretariat) Apologies: Mr P Woronzow Cr L Craigie Cr K Chappel 1. WELCOME AND APOLOGIES The Chairman welcomed the Committee members. 2. CORRESPONDENCE The Committee noted the item of correspondence, sent out from Main Roads WA to all Local Governments regarding the Government decision to reduce Direct Grant funding by $10.3m in 2017/18 as a result of Vehicle License Concessions for Local Governments continuing to be in place. 3. MINUTES OF PREVIOUS MEETINGS ( ) The minutes of the number 01/2017, held on 5 April 2017, as attached to the Agenda were accepted as a true record of proceedings. 1 of 12

2 4. BUSINESS ARISING FROM PREVIOUS MEETINGS 4.1 Summary of Outstanding Actions Summary of Actions (from the meeting of 05 April 2017) Reference Item/Officer Action Required Current Status Due Date 01/ April 2017 KP Budget with Minister for signing The SRFLGA Budget was completed and endorsed by SAC. Subsequently a change was made to Direct Grants due to the MVLF Disallowance Motion and SAC asked that the Minister be asked to hold off signing until after s 22 August meeting with the Minister. M.Cammack to investigate options. Complete And new action 05/04/2017 To take action to resolve the outstanding issues and proceed with endorsement and approval of the SRFLGA Budget 01/ April 2017 ID & MC Met in April to meet Minister 22/08/17 Whilst this was not completed the meeting with the Minister and will perhaps give a base to re-start setting out the next agreement. This item is closed in anticipation of an outcome of the /Minister meeting on 22 August. Complete 05/04/2017 ID and MC to draft an issues list for resolving the new agreement with associated timeline. 03/ KP MC and KP attended Regional Road Group Chairs Thursday, August 3rd Complete Nov 2016 attendance at the next RRG Chair s meeting. 05/04/2017 That meeting has now passed. The next meeting is due in August and it is agreed that attendance would be appropriate. Kevin to supply a list on personal to attend. Kevin Pethick to advise whether Main Roads staff wish to participate at next RRG Chairpersons meeting and offer agenda items for discussion.. 2 of 12

3 02/ (JA) (DS) It was agreed that this issue was mainly restricted to the Metro area and thus the focus would be there. Ongoing 03/2017 Operational Responsibility in road reserve There was discussion about this being a declared road issue (road reserve boundary) or a maintenance issue. Ian gave Peter Sewell some information on what other States do. Des to refocus on confirming what the actual issue is and what is a practical and best practice solution once the actual issue is agreed. 05/04/2017 Jeff Anderson and Des met with Mark Bondietti and Ian. Legal information to be followed up and the number of intersections that are involved. John Erceg to review progress on the Operational Responsibilities in Road Reserves document and the inclusion of regional areas. Mark Bondietti to discuss with the Technical Group for each Regional Road Group. Geoff Eves to include in discussions with Metropolitan Regional Road Group members. Jeff Anderson to consult further and advise SAC of the proposed document development time line at the next meeting (ensuring this matter is addressed before new ISA contracts are in place). Des Snook to follow up with Jeff Anderson regarding the number of road intersections involved. 3 of 12

4 01/ (ID) (MC) Black Spot Program, how to promote more projects from LGs. 01/ (DM) Future State Roads Project It was noted that CARS provides a priority list within Regions. Good feedback from Local Governments regarding the prioritised lists provided. Noted requests from LG to provide treatment options. It is impractical to give potential solutions as there are mix of factors that need to be considered e.g. cost of potential solutions, future network works, and preference of individual LG. Discussed options in relation to Black Spots at the intersection of State and Local Roads. Local Governments may be reluctant to initiate treatment projects due to the complexity of dealing with Main Roads and consequent cost of projects. May be unclear whether Main Roads or Local Government should initiate action. ACTION: Des Snook to discuss a better communication line with the Metropolitan LGs (refer Item 10.3 and corresponding action 02/2017-5) 05/04/2017 For future Black Spot project requests will provide; Prioritised list of potential sites for State Black Spot funding. Prioritised list of projects for Federal Black Spot program. Lists of sites that don t meet the above but have a high number of causality crashes and thus may be added to a road safety inspection map. List of treatments for sites nominated above. Maurice to follow up on criteria for assessing Black Spot submissions. Follow up, collect information and prepare a summary of the issues involved for Local Governments requiring additional support in preparing Black Spot project submissions. The assessment of Black Spot proposals recently completed by Main Roads indicated that the Guidelines (or their interpretation) in relation to the requirements of a road safety audit changed between the time of request for information and actual ranking of projects. On hold, awaiting Minister s feedback on the issue. Ministerial briefing on project progress 16/08/17 Develop a consultation plan with Local Government in regards to the Future State Roads Project Awaiting minister s feedback on overall project Complete and new item. Ongoing 03/ of 12

5 01/ (ID) Briefing for Local Governments on Future State Roads Project 01/ Requirement for a 5 year advanced works program Tied to 01/ above. Arrange a separate meeting to brief Local Government members outlining the Future State Roads process and integrated plan (when available) Awaiting minister s feedback on overall project Geoff Eves spoke to a draft summary report. 05/04/2017 General discussion lead to the point that whilst there was a requirement in the SRFLGA for a 5 year works program this was not being sort. This would be reviewed alongside the 6 monthly report from Geoff Eves to gauge benefits. Ongoing 03/2017 Ongoing. 03/ / (MC & ID) Will form part of the new agreement discussions. Out of session discussion reviewing the current management structure in SRFLGA Procedures and prepare a presentation on the proposed new structure clarifying accountabilities and responsibilities In progress To be part of the SRFLGA Review 03/ LOCAL GOVERNMENT ROADS PROGRAM 5.1 Indicative Roads Program 2017/18 The Committee had previously endorsed the 2017/18 Indicative Roads Program out of session. Subsequent to the out of session endorsement a further update was made to adjust Direct Grants due to the MVLF Disallowance Motion. The overall program now totals $ million and is in accordance with the Government s decision to decrease Direct Grants funding by $10.3 million in 2017/18. Main Roads WA () has submitted the program to the Minister and is waiting for approval. SAC ( members) have requested that the Minister be asked to hold off signing until after the /Minister meeting planned for 22 August Expenditure Profile Full Year 2016/17 - State Road Funds to Local Government Agreement program The Committee noted the report on the Summary of State Funding on Local Roads for the period ending 30 th June /17 Budget $ M (including funds carried forward from 2015/16) Year End Expenditure $ M Overall result $ M (under expenditure) The $12.751m under expenditure for 2016/17 represents around 7.3% of the total budget. 5 of 12

6 It was noted that the 2016/17 result did not match the $3.013m under expenditure result for 2015/16 though was an improvement on the $24.83m under expenditure for 2014/15. For Road Project Grants the largest proportion of under expenditure was Metropolitan at 7.5 %, although that included some project cost savings, with the Goldfields Esperance Region and the South West Region both recording under-expenditure of approximately $1.3 million. The Black Spot Program had a $5.47m underspend to which the Metropolitan region comprised $3.74m. Bridgeworks had a $2.67m underspend where 4 projects were not completed. Traffic Management and Roads Safety projects delivered by Main Roads on the local road network showed $6.541 million over-expenditure which was the result of some level crossing improvement works being brought forward to offset under-expenditure in other areas. State Initiatives on Local Roads expenditure was $2.145 million over budget as a result of cash-flow adjustments to multi-year projects. The level of accuracy of expenditure predictions and delivery performance for both Local Government and Main Roads remains an issue. 5.3 Expenditure Profile YTD 2017/18 - State Road Funds to Local Government Agreement program The Committee noted the report on the Summary of State Funding on Local Roads for the period ending 31st July /18 Budget $ M 2016/17 Carry over $ M 2017/18 Current Budget $ M The total program budget of $ M was reduced by $10.3M to Direct Grants in accordance with the Government directive from Item 2.1 resulting in a starting program budget of $183.92M. There has been $6.29M prepayment of Direct Grants for 2017/18 and a conversation with 31 affected local governments on the mechanism to refund, where required, has begun. The under expenditure for the Strategic and Technical Support Category is not carried over which accounts for the difference in carried over figures from Item 5.2 to Item 5.3. Any over expenditures for support for the program are not deducted from future programs but rather absorbed by. The under expenditure by LGA was a catch-up on an advanced invoice payment from the previous year. 5.4 MINDER (Financial Report) The Committee noted the report included in the agenda. Delegates were advised that two current key activities are: (1) Completed and achieved endorsement for a local Government Heavy Vehicle Cost Recovery Policy Guideline for sealed roads and (2) WANDRRA administration arrangements. The report noted that Clive Shepherd at the Local Government Grants Commission has retired and the process to engage a new part time Roads Consultant at the WA LG Grants Commission is underway /16 Report on Local Government Road Assets and Expenditures The Committee noted the summary report included in the agenda. The key highlight from the report shows investment in the Local Government road network increased by $115.5 million compared to the previous year due to increased Federal Government funding through the Roads to Recovery and Commonwealth Black Spot programs. 6 of 12

7 Main Roads has received a hardcopy of the report. 5.6 Local Roads Program Manager (LRPM) 2016/17 Summary Report LRPM Geoff Eves spoke to the two page report (six key areas) summary of his findings working with Metropolitan Local Governments to deliver projects during 2016/17. The final detailed report is in draft stage and is yet to be presented to SAC. Geoff observed that the two main factors hindering the delivery of projects were planning and scheduling. Key to this is that very little forward planning is evident. Delegates commented that the design and delivery phases of projects had been split up / staged to improve timely delivery performance, but this did not appear to be having the desired impact. Geoff responded that design and construction for projects is not coordinated and too much work is often scheduled be finished in the last quarter resulting in claims not being finished and submitted in time for end of year acquittal and hence there is a flow on effect with the last 20% claim taking the longest time. It was suggested that Local Government Councillors may not be aware of the performance in grant acquittal and some CEO s could have KPI s added in relation to the delivery of their Council s works program. It was agreed that Geoff Eves tenure would be extended until the end of the calendar year which would be the full extent of the initial contract agreement. ACTION 02/2017-1: Ricky Burges to arrange for Geoff Eves to attend zone meetings in the Metropolitan Region to brief Councillors about road project delivery issues. ACTION 02/2017-2: Des Snook to arrange for the final LRPM report to be distributed and endorsed out of session by SAC. ACTION 02/2017-3: Des Snook to arrange for the report to go to the Metropolitan Regional Road Group Technical Committee (Chair) to develop an action plan with assigned responsibilities for endorsement by SAC by November STATE BLACK SPOT PROGRAM 6.1 Summary and Financial Reports The Committee noted the Summary and Financial Reports for the period /17 (as at 30/06/17) Overall Total expenditure was $19.28 million (76.5% of the full year budget which included a $5.2 million carryover). State Full year expenditure is $10.63m (95.9% of budget) Metro region reached full expenditure. Local Full year expenditure is $8.65m (61.3% of budget). Metro region had a $3.74 million underspend 7 of 12

8 7. AUSTRALIAN GOVERNMENT BLACK SPOT PROGRAM 7.1 Summary and Financial Reports The Committee noted the Summary and Financial Reports for the period /17 (as at 30/06/17) Overall Total expenditure was $16.17 million (70% of the full year budget which included a $7.0 million carryover). National Highways Total expenditure was $0.01 million (7.7%) of the full year budget. State Roads Total expenditure was $8.58 million (85.5%) of the full year budget. Local Total expenditure was $7.59 million (49.3% of the full year budget). The Australian Government provides 100% funding for approved projects to Local Governments. The previous year 2015/16 was the last year of extra $10.975m funding with 2016/17 returning to the normal standard allocation of $6.585m per annum. 8 REGIONAL ROAD GROUP ATTENDANCE The Committee noted the report attached to the Agenda. 8 of the 10 Regional Road Groups met in the period from the last meeting held 5 April It was noted that Local Government elections take place in October 2017 and the elections for Regional Road Group Chairpersons will take place afterwards 9. ROAD CLASSIFICATION REVIEW 9.1 Classifications & Proclamations The Committee noted the attached table of classifications and proclamation actions. There have been nil classification actions since the last report, 3 additional proclamations and nil deletions. Some progress has been made with Orrong Road in relation to land reservation issues. 9.2 Future State Roads Project At this stage there has been minimal project progress since the last meeting due to the change of State Government. Doug Morgan advised that he will be briefing the Minister on this project and then the review of possible future State Roads for the Metropolitan area will progress from this point. 10 GENERAL BUSINESS 10.1 Timeline for New SRFLG Agreement Review and Development 8 of 12

9 has a meeting booked with the Minister for 22 August 2017 to discuss a new agreement and the positive outcomes achieved from the agreement historically for the State and the benefits of continuing with a new agreement commencing 2018/19. ACTION 02/2017-4: Ian Duncan and Maurice Cammack will convene again after s meeting with the Minister and progress the new agreement in view of the outcomes Over Size, Over Mass Unit, National Heavy Vehicle Regulator and Harvest Management Scheme The Committee noted the report included in the agenda Heavy Vehicle Services (HVS) has committed to finalising Wheatbelt Route Assessments within three months from date of receipt (199 outstanding in Wheatbelt Region, with 113 of these with road owners for support). All assessments still need to be approved by HVS. RAV route assessment training sessions by HVS to Local Government officers are planned for delivery over the next seven months. Main Roads is currently finalising the outcomes from the review undertaken of the 2016/17 changes to Harvest Mass Management Scheme (access arrangements) and will communicate these to industry when completed prior to the 2017/18 harvest commencing. The Kwinana 36.5m road train access trial has been completed with the relevant sections of Thomas and Rockingham Roads added to the appropriate RAV networks. Discussions are continuing with City of Kwinana regarding access arrangements for the section of Kwinana Beach Road Operational Engagement between Local Government and Main Roads WA Members endorsed the report attached to the agenda. Local Government has highlighted recent issues where Main Roads policy changes impacting the local road network have been made that they were unaware e.g. the requirement to use LinSig software for modelling traffic signal design. ACTION 02/2017-5: Des Snook to discuss a better communication line with the Metropolitan LGs Use of Road Project Grants for Secondary Freight Route Business Cases Wheatbelt South Regional Road Group requested that Road Project Grants might be used to develop a Secondary Freight Route business case that can be put forward to the Commonwealth Government for funding consideration (on a two thirds / one third basis). There was a discussion and it was put forward that this issue could overlap with a Department of Transport (DoT) strategic development initiative? ACTION 02/2017-7: Maurice Cammack to arrange a meeting with DOT to discuss Secondary Freight Routes and bring back outcome to the Committee Roundtable (other business) No other business arose around the table. 11 NEXT MEETING To be held at Main Roads at 10am on Friday, 1st December of 12

10 12 MEETING CLOSE There being no further business the meeting closed at 4:00pm. 10 of 12

11 APPENDIX A Action List Reference Item/Officer 02/ RB Action Required Current Status Due Date Ricky Burges to arrange for Geoff Eves to attend zone meetings in the Metropolitan region to discuss the results of his project management report. New 01/12/17 02/ DS Des Snook to arrange for the final LRPM 2016/17 report to be endorsed out of session by SAC New ASAP 02/ DS Des Snook to arrange for the draft LRPM 2016/17 report to be distributed to the Metropolitan Regional Road Group Technical Committee (Chair) to develop an action plan with assigned responsibilities by November 2017 for endorsement by SAC. New End of November 02/ ID & MC Ian Duncan and Maurice Cammack to meet following meeting with the Minister on 22 August to ratify timeline and progress the new Agreement accordingly. Ongoing End of August 02/ DS 02/ MC 02/ MC 02/ MC 01/ DS & GE Local Government to be engaged where proposed Main Roads policy / procedure changes will impact the local road network Main Roads article to be published internally regarding appropriate internal and external consultation where any changes to policies, procedures or guidelines are proposed. Maurice Cammack to arrange a meeting with DOT to discuss Secondary Freight Routes / funding business case and bring back outcome to the Committee The SRFLGA Budget was completed and endorsed by SAC. Subsequently a change was made to Direct Grants due to the MVLF Disallowance Motion and SAC asked that the Minister be asked to hold off signing until after s 22 August meeting with the Minister. Maurice Cammack to investigate options. Geoff Eves spoke to a draft summary report. General discussion lead to the point that whilst there was a requirement in the SRFLGA for a 5 year works program this was not being sort. This would be reviewed alongside the 6 monthly report from Geoff Eves to gauge benefits. New 01/12/17 New 01/12/17 New 01/12/17 New 01/12/17 ongoing 01/12/17 11 of 12

12 02/ DS & JA 01/ DM 01/ ID Des Snook to refocus on confirming what the actual issue is and what is a practical and best practice solution once the actual issue is agreed. Jeff Anderson and Des met with Mark Bondietti and Ian Duncan. Legal information to be followed up and the number of intersections that are involved. John Erceg to review progress on the Operational Responsibilities in Road Reserves document and the inclusion of regional areas. Mark Bondietti to discuss with the Technical Group for each Regional Road Group. Geoff Eves to include in discussions with Metropolitan Regional Road Group members. Jeff Anderson to consult further and advise SAC of the proposed document development time line at the next meeting (ensuring this matter is addressed before new ISA contracts are in place). Des Snook to follow up with Jeff Anderson regarding the number of road intersections involved. 15/08/17 Doug Morgan to Brief Minister on Future State Roads project on16 August Develop a consultation plan with Local Government in regards to the Future State Roads Project Awaiting Minister s feedback on overall project 15/08/17 Tied to 01/ above. Arrange a separate meeting to brief Local Governments outlining the Future State Roads process and integrated plan (after 16/08/17 when brief Minister on overall project progress). On-going 01/12/17 On-going 01/12/17 Ongoing 01/12/17 4/ MC & ID Will form part of the new agreement discussions Out of session discussion reviewing the current management structure in SRFLGA Procedures and prepare a presentation on the proposed new structure clarifying accountabilities and responsibilities In progress To be part of the SRFLGA Review 01/12/17 12 of 12