STATE ROAD FUNDS TO LOCAL GOVERNMENT ADVISORY COMMITTEE. MINUTES (Meeting 03/2017) Held at Main Roads on Friday, 01 st December :00am

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1 STATE ROAD FUNDS TO LOCAL GOVERNMENT ADVISORY COMMITTEE MINUTES ( 03/2017) Held at Main Roads on Friday, 01 st December :00am Committee Members Present: Mr J Erceg MRWA (Chair) Mr D Morgan MRWA Mr D Snook MRWA Mr M Cammack MRWA Cr L Craigie Cr K Chappel Cr J Brown Mayor L Howlett Others in Attendance: Mr I Duncan Mr K Pethick MRWA Mr S Purdy IPWEA Mr G Eves MRWA/ Mr M Hoare MRWA (Secretariat) Apologies: Mr P Woronzow Ms R Burges MRWA 1. WELCOME AND APOLOGIES The Chairman welcomed the Committee members. 2. CORRESPONDENCE No items of correspondence noted. 3. MINUTES OF PREVIOUS MEETINGS (02/2017) The minutes of the number 02/2017, held on 15 August 2017, as attached to the Agenda were accepted as a true record of proceedings. 1 of 10

2 4. BUSINESS ARISING FROM PREVIOUS MEETINGS 4.1 Summary of Outstanding Actions Reference Item/Officer 02/ RB Summary of Actions (from the meeting of 15 August 2017) Action Required Current Status Due Date Due to Local Government elections in October this item has been deferred until early 2018 Ongoing 06/04/18 02/ DS 02/ DS 02/ ID & MC 02/ DS Ricky Burges will arrange for Geoff Eves to attend upcoming zone meetings in the Metropolitan region to discuss the results of his project management report. SAC out of session endorsement was to precede the distribution of the full report to all Local Governments. As sections of this report refer to individual LGA performance it was agreed that distribution of the full report would weaken the relationships that Geoff had built up with individual Local Governments and as such the full report should not be distributed, thus out of session endorsement is not required. Des Snook to arrange for the final LRPM 2016/17 report to be endorsed out of session by SAC 01/12/2017 A summary of significant findings was circulated to the Chair of the Metropolitan RRG and an action plan was developed. 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. Refer Item 10.1 Draft Timeline. Ian Duncan and Maurice Cammack to meet following meeting with the Minister on 22 August to ratify timeline and progress the new Agreement accordingly. New network operation - training provided for LinSig software. Local Government to be engaged where proposed Main Roads policy / procedure changes will impact the local road network. Closed 06/04/18 2 of 10

3 02/ DS 02/ MC 02/ MC 01/ DS & GE Internal Main Roads article to be presented to Corporate Executive by Des Snook for endorsement for publishing on MRWA internal iroads network. Main Roads article to be published internally regarding appropriate internal and external consultation where any changes to policies, procedures or guidelines are proposed. Department of Transport is working on an overarching strategy and list of projects for the whole of transport not just roads and will include all agricultural regions. Maurice Cammack to arrange a meeting with DOT to discuss Secondary Freight Routes / funding business case and bring back outcome to the Committee. 01/12/2017 Signing was finalised after the / Minister meeting had occurred. 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. 01/12/2017 The Metropolitan Action Plan will be tested as an alternative option. 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 sought. This would be reviewed alongside the 6 monthly report from Geoff Eves to gauge benefits. Progressing 06/04/18 Complete 3 of 10

4 02/ GE Ian Duncan advised that that the Metropolitan Regional Road Group resolved to write to SAC on this matter. Geoff Eves agreed to contact both Main Roads and Local Government to understand the background to this issue, what specific issues local government have and to report back. Report back on next meeting 06/04/18 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. 01/ DM The Minister has signed off on the project. 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 01/ ID The Minister has signed off on the Future State Roads project. A full report is to come after comments have been received. Arrange a separate meeting to brief Local Governments outlining the Future State Roads process and integrated plan (after 16/08/17 when MRWA brief Minister on overall project progress). Ongoing 06/04/18 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 4 of 10

5 5. LOCAL GOVERNMENT ROADS PROGRAM 5.1 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 31 st October /18 Budget $ M (including $12m funds carried forward from 2016/17) YTD Expenditure $ M Forecast $ M Overall result $ M (over expenditure) The $ million over expenditure represents around 6.53% of the total budget. The forecast over expenditure at the same time last year was approximately $15M or 8.6%. For Direct Grants 87% has been claimed by the end of October. Road Project Grants are forecasting to be fully expended. The Black Spot Program is forecasting a 4% underspend representing half the program carried over from last year. Bridgeworks has spent 29% of budget compared to 9% last year representing a positive increase. Overall the AFYE is predicting a 6.5% overspend that appears overly optimistic. 5.2 MINDER (Financial Report) The Committee noted the report included in the agenda. Delegates were advised that the current key activities are: (1) Submission to the Road Safety Council to fund road improvements in regional areas to reduce run-off road crashes (2) Consultation work on Future Roads, signals approval policy and intersection controls. (3) Dr Chris Berry engaged to work part time with the WA Local Government Grants Commission on a part time basis replacing Clive Shepherd who has retired. 5.3 RoadWise 2016/17 Achievements Report The Committee noted the report included in the agenda. The report shows a snapshot of the collective activities undertaken throughout the year in relation to Local Roads safety initiatives and Community Awareness campaigns. The report received positive comments on being a good document and easy to read and as a public document is available to be distributed to Local Government RoadWise Groups. 5.4 Commodity Route Supplementary Funding Program 2017/18 The Committee approved the proposed program and endorsed the remaining unfunded projects as reserve projects. 5.5 Local Roads Program Manager (LRPM) November 2017 Report LRPM Geoff Eves spoke to the report and his last 12 months in the job where he has had the opportunity to visit projects and observe the planning, scheduling and submission of remittances. 5 of 10

6 Geoff has observed that local authorities would benefit from engaging with Main Roads and public utilities early in a projects life cycle to ensure approvals were received in time to not delay a project and that the submission of acquittals is taking too long. Geoff is assisting the Metropolitan Technical Group with detailed applications. Shane Purdy advised that the Metropolitan Technical Groups met and had taken action on recommendations from the LRPM report by developing an expenditure action plan that was endorsed at the last Metropolitan Regional Road Group. Key action points included a requirement for detailed submissions be required for road improvement and road rehabilitation project nominations. Introduction of penalties e.g. remittance claims not submitted on time (final claims in particular are an issue) to result in a reduction to the following year s finding. Support staged funding. Geoff was invited to visit the South West Region after they were aware of his report to discuss his experience, lessons learnt and sharing actions. It was not just a case of applying the Metro model as other regions may have different issues but some actions may be applicable. ACTION 03/2017-1: SAC will send out the Metropolitan Regional Road Group Local Roads Program Annual Report Recommendations and ask that each RRG review and respond as to how any of these recommendations could relate to their individual situations. 6. STATE BLACK SPOT PROGRAM 6.1 Summary and Financial Reports The Committee noted the Summary and Financial Reports for the period - as at the end of October Overall Total expenditure to date is $5.84M being 23% of the approved budget Current forecasts are predicting a final expenditure of $23.62M being 91% of budget State Current expenditure is $2.35M being 22.4% of the approved budget Current forecasts are predicting a $1.41M underspend Local Current expenditure is $3.49M being 22.6% of the approved budget Current forecasts are predicting a $0.95M underspend It was observed that the Metropolitan Region was holding large funds for reallocation. Geoff Eves advised that he was getting one on one feedback from local authorities to identify issues with a detailed appraisal of project delivery and identify any savings earlier for opportunities to reallocate funding and make decisions. 7. AUSTRALIAN GOVERNMENT BLACK SPOT PROGRAM 7.1 Summary and Financial Reports The Committee noted the Summary and Financial Reports for the period - as at the end of October Overall Total expenditure to date is $3.94 million being 29.2% of the approved budget Current forecasts are predicting a final expenditure of $15.59M being 115% of budget National Highways Current expenditure is $0.00 million (0%) of the full year budget (2 projects). 6 of 10

7 State Roads Current expenditure is (-$0.36M) being (0%) of the approved budget Current forecasts are predicting full expenditure of $1.14M Local Current expenditure is $4.31M being 30.1% of the approved budget Current forecasts are predicting a $0.05M underspend Acquittal of the Australian Government funded expenditure on pro rata basis is better than State Black Spot. 8 REGIONAL ROAD GROUP ATTENDANCE The Committee noted the report attached to the Agenda. 7 of the 10 Regional Road Groups met in the period from the last meeting held 15 August After the Local Government elections in October 2017 five new Chairpersons have been elected has provided an information package and support for new chairpersons as they become known. 9. ROAD CLASSIFICATION REVIEW 9.1 Classifications & Proclamations The Committee noted the attached table of classifications and proclamation actions. Kwinana Beach Road and Rockingham Beach Road are under assessment with a determination shortly and Brearley Avenue has a partial closure with a final decision expected March There have been 5 additional proclamation actions and nil deletions. Significant progress has been made with Orrong Road in relation to land reservation issues. 9.2 Future State Roads Project The Minister has signed off on this project and the review of possible future State Roads is progressing with comments on the administrative classification criteria to come. The preliminary assessment of future state roads in Perth and Peel has identified 22 roads. A project plan is being formulated for the non-metropolitan regions. 10 GENERAL BUSINESS 10.1 Timeline for New SRFLG Agreement Review and Development Maurice Cammack distributed a draft timeline and process for the new agreement with July 2018 targeted for completion. The 2018/19 year is in development based on indicative calculations along the lines of the previous agreement. The Commodity Route Supplementary fund has been signed off and Regional Road Groups working on Road Project Grants. Early on in the process HMT is not being asked to make a decision just kept informed about the process and is comfortable with the progress. 7 of 10

8 For Zone meetings it is planned to have a draft document available for discussion and consultation. There will be a tight timeframe to get out to sector for comments. ACTION 03/2017-2: Maurice Cammack to distribute the updated, new agreement timeline Key Performance Indicators (KPI) for Regional Road Groups Members endorsed the report attached to the agenda. Black Spot expenditure only 2 regions met the 90% target and for Road Project Grants 6 out of 10 regions met 90% target. In regards to the new agreement KPI s will be reviewed in terms of what we deliver and what is most appropriate to value and measure outcomes. The safe systems approach is embedded in Main Roads projects to meet road safety requirements with the objective of zero deaths and serious injuries from road crashes. The question was asked how smaller councils get road data evidence? Main Roads uses a scalable process for small projects a checklist can be used and larger projects can set targets to be achieved. For local government authorities the issue will be what is achievable. Road inventory data also needs to be kept up to date as it drives local government funding allocations. Maurice Cammack also advised that new Federal natural disaster funding arrangements require local roads road asset data before the event to support future flood claims 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 152 outstanding road assessments within the Wheatbelt Region. RAV route assessment training sessions by HVS to Local Government officers has been carried out in Albany, Kalgoorlie and Northam with Bunbury, Carnarvon, Geraldton, Port Hedland and Derby to come in early Main Roads is currently undertaking a review of the 2016/17 WA Heavy Vehicle Accreditation (WAHVA) Scheme to consider what vehicles should operate under this scheme and make improvements to service delivery. The Kwinana 36.5m road train access trial has been completed and the City of Kwinana has now submitted an application to Main Roads for Kwinana Beach Road to be reclassified to a state road. Main Roads is not processing any new applications for 36.5m access on to Kwinana Beach Road until the reclassification issue has been resolved Roundtable (other business) No other business arose around the table. 11 NEXT MEETING To be held at at 10am on Friday, 6th April MEETING CLOSE There being no further business the meeting closed at 12.10pm. 8 of 10

9 APPENDIX A Action List Reference Item/Officer 03/ MH Action Required Current Status Due Date RRG Chair/Secretariat be requested to report back to SAC on the Metropolitan Regional Road Group Local Roads Program Annual Report Recommendations with reference to how these recommendations could relate to their individual RRG. New 06/04/18 03/ MC 02/ RB 02/ DS Maurice Cammack to confirm and distribute the new Agreement timelines for major dates. Due to Local Government elections only 1 zone meetings was held in the Metropolitan region since the last meeting on 15 August Ricky Burges will arrange for Geoff Eves to attend upcoming zone meetings in the Metropolitan region to discuss the results of his project management report. Internal Main Roads article to be presented to Corporate Executive by Des Snook for endorsement for publishing on MRWA internal iroads network Main Roads article to be published internally regarding appropriate internal and external consultation where any changes to policies, procedures or guidelines are proposed. New 06/04/18 Ongoing 06/04/18 Progressing 06/04/18 02/ DS & GE Ian Duncan advised that that the Metropolitan Regional Road Group resolved to write to SAC on this matter. Geoff Eves agreed to contact both Main Roads and Local Government to understand the background to this issue, what specific issues local government have and report back. Report back on next meeting 06/04/18 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. 9 of 10

10 01/ ID The Minister has signed off on the Future State Roads project. A full report is to come after comments have been received. Arrange a separate meeting to brief Local Governments outlining the Future State Roads process and integrated plan (after 16/08/17 when MRWA brief Minister on overall project progress). Ongoing 06/04/18 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 06/04/18 10 of 10