1 FNQROC - FNQ RRTG TC Meeting No.87 Friday 3 June MINUTES Meeting No TECHNICAL COMMITTEE MEETING No. 87 Meeting Far North Queensland Regional Roads & Transport Group Date Friday 3 June Time 10.05am Venue Level Three Committee Meeting room Cairns Regional Council The meeting opened at 10:00am. 87.1. Attendance Name Organisation Name Organisation David Goodman Chair Cassowary Coast Regional Council (CCRC) David G Hamilton Department of Transport and Main Roads (TMR) Ashley Greenwood Deputy Chair Tablelands Regional Council Ray Kirkman Croydon Shire Council Cosatto Steve - FNQROC Irvine Darlene FNQROC Scott Hahne Douglas Shire Council Garry Pickering Croydon Shire Council Ringer Michael Cairns Regional Council Jennifer Damon TMR Gary Fletcher Etheridge Shire Council Robert Uebergang Cook Shire Council Andrew Foster Mareeba Shire Council Arron Hieatt LGAQ 87.2. Apologies Name Organisation Dawn Lake Yarrabah Aboriginal Shire Council Jo Lencz RTA Bishes Pokharel Cook Shire Council Daryl Jones TMR Sandra Burke TMR 87.3. Observers Name Organisation Brian Hughes CCRC 87.4. Acceptance of previous minutes: MOVED Ashley Greenwood SECONDED Gary Pickering Minutes of Technical Committee No. 86 Friday 8 April 2016 Mareeba
86.1 Steven Cosatto to distribute TMR grant administration documentation.
FNQROC
86.2 TMR to provide advice regarding 2015/16 Blackspot announcements.
TMR
86.3 Jenny Damon (TMR) to provide advice regarding criteria applied for prioritisation for Heavy Vehicle Safety and Productivity Program.
TMR
86.4 Mareeba, Tablelands and Croydon to forward Beef Roads correspondence previously sent to DIRD to forward to TMR and FNQROC as a matter of urgency.
MSC, TRC, Croydon
86.5 Steven Cosatto to amend the Works Program Development and Management draft to include member council requirement to submit monthly TIDS forecast and accruals data to TMR by the 15th of each month.
FNQROC
86.6 Councils to complete SOI’s for their 2016/17 TIDS projects by June 3 meeting. All other SOI’s to be completed prior to the August meeting.
All Councils
86.7 Darlene to scope up brief and undertake market research of opportunities. An update on progress and next actions will be provided at the next meeting.
FNQROC
86.8 All Councils to review staff requirements/interest in the Route Assessment training and to advice Steven Cosatto by the end of April.
All Councils
86.9 Steven Cosatto to forward EOI to IPWEA for a PN5 workshop to be held in the Region later in the year.
FNQROC
86.10 Dave Hamilton to follow up Regional Road Safety Coordination meeting details and to forward to Steven Cosatto for distribution.
TMR
86.11 All Councils to review 2016/17 Capital Works projects and to advice Steven Cosatto should projects include Culvert renewals.
All Councils
87.6. Road Closures for Community Events. (Item late addition to agenda)
Traffic Guidance Schemes (TGS) and Traffic Management Plans (TMP) for Community Groups-Cost and Complexity –
Brian M Hughes Technical Officer – Engineering Cassowary Coast Regional Council
Many community groups desire road closures for marches, memorial events, fairs, markets, cycle races, triathlons etc
community groups include church, RSL, charity bike rides, Triathlons, chambers of commerce, schools and Indigenous groups
While this is not a big money issue, the legal risks are quite large and exposure to negative publicity is already a reality.
Council approve road closure
Police permit the activity on the road
MUTCD provides requirements for road closure
MUTCD is written for commercial activities and provides little guidance for these events
Community groups look to Council to support them by writing the TGS/TMP, this exposes Council to all the risk.
Councils and TMR prefer that organisation source a Registered Professional Engineer of Qld sign off. In the event an incident, it is the RPEQ at risk of prosecution.
Exposure to negative publicity if Council is considered obstructive
Later this year, changes will be implemented requiring that TGS/TMP must be
signed off by a level 3 person and implemented by a Level 2 Qualified person.
This places a strain on the smaller groups. EG the RSL in Innisfail had to change
practices of using Air Force Cadets to deploy signs.
Council has the option of supporting some groups through funding and in kind
labour for events but this cannot be extended to every group and every event.
The majority of these events take place on a weekend and require installation and
pull down by Council staff working on overtime.
There are also increasing demand for cross council events ie Cairns to Cooktown
Cardiac Challenge, Cairns to Karumba.
I consider there is justification to form a group, which includes TMR, who will work
on a I also consider this group should approach TMR with a view to provide
guidance and examples that relate exclusively to road closures for community
groups and activities.
General discussion:
All agreed that the issue affected all councils.
Consistent approach from FNQ Councils would help community groups, especially
those working across Council areas. This should also reduce resource costs to
Councils.
Major stakeholders police/TMR events - need to be involved
87.6.1 Darlene Irvine to discuss Road Closure matter with Paul Taylor Action Commissioner
87.6.2 Michael Ringer to raise topic at the next Road Safety meeting 87.6.3 Dave Hamilton to provide contact within the Road Safety team of TMR and
Local Representative events coordinator 87.6.4 Brian Hughes and Darlene Irvine to discuss the inception meeting of
subcommittee. 87.6.5 All councils to email Darlene Council officer responsible for Road Closures
for Community Events
87.7. Business Arising out of Previous Technical Committee Minutes
87.7.1. Refer 86.1 Steve Cosatto to distribute TMR grant administration documentation.
TMR documents grants documentation:
Grants and Funding Agreement Template.
Project Management Plan Template.
Monthly Report.
Change of scope Template.
Dave Hamilton commented that monthly forecast documentation was to be reviewed to
include all TMR administered funding programs not just TIDS.
87.7.2 Dave Hamilton to consolidate all TMR administered funding programs into one spread sheet which would include monthly forecasting to forward to Steve Cosatto for distribution
General discussion:
Regarding financial accounting and management of ATSI and RRTG TIDS
programs
TMR currently not including both funding streams into one the system ie two
separate books which then requires a third to combine both sets. These books are
not linked. Inevitably human error occurs when there are variations; these issues
are exacerbated towards the end of the financial year with TIDS and ATSI funding
unable to be “rolled” into the following year.
Issue has been highlighted this year when in good faith RRTG TC provided
additional TIDS funding to Yarrabah Council, over and above their yearly ATSI
allocation.
TMR is required by Qld Treasury to supply forecasted expenditure requirements to
identify future cash flow requirements.
These forecast figures and actual accruals with variations do tend to require a
great deal of resources when there are ten councils (two ATSI) involved with
multiple variations of identified savings.
Suggestion to have the TIDS funding program administered by RRTG which would
be bound by the same Qld Audit Office auditing requirements
87.7.3 Steve Cosatto and Dave Hamilton to draft issues paper regarding difficulties and overlapping of financial accounting for ATSI and RRTG TIDS programs for presentation to Board
87.7.4 Recommendation to the FNQ RRTG: draft a letter to Roads and Transport
Alliance requesting simplification of the financial accounting process for RRTG and ATSI TIDS.
Ownership of transport assets and the depreciation of those assets is effecting
council budgets and council decisions.
What is sustainable for the community? Councils own more roads than they can
fund - Should the ranking process focus on funding projects that councils are
committed to being able to maintain.
Agreed if council is seeking additional funding through State or Federal programs
for a LRRS road eg Beef Roads (which has an 80% federal and 20% LG funding
requirement) that there is a case for LGs to be able to apply, through the
prioritisation process, for 50% LG requirement. This represented value for
money to Councils and the region.
87.7.5 Steve Cosatto to amend Works program Development and Management draft to include - Councils may apply, through the prioritisation process, for TIDS funding to assist them in meet funding requirements required for other State or Federal programs on LRRS Roads
87.7.6 Ref: 86.6 - Councils to complete SOI’s for their 2016/17 TIDS projects by June 3 meeting. All other SOI’s to be completed prior to the August meeting.
Not all councils have provided SOIs – Croydon, TRC and Etheridge still
outstanding.
SOI’s are able to be amended in the event of a change of council priorities.
Councils reminded it is a requirement to have SOI’s completed for projects in
the 16/17 year.
87.7.7 Croydon, ESC, TRC and Cook Councils to provide SOI’s prior to June 30.
87.7.8 Darlene to scope up brief for RRTG management tool and undertake market research of opportunities. An update on progress and next actions will be provided at the next meeting. Darlene advised:
PPT stabilised,
FNQROC had been reviewing Service Now option through CRC IT Dept.
Service Now option ticked many requirements however costings still need to
be considered.
87.7.9 Steve Cosatto to forward invite to group for Service Now briefing of Project Prioritisation Tool.
Due to the transfer of funds within 15/16 year ie the TRC Maunder Ck project being brought forward from the 16/17 year there is now a funding allocation of $650,000 to distribute within the2016/17 program.
Through the Works Management and Prioritisation process the projects identified as being eligible were:
87.9.3.1. Tablelands, Cook and Douglas Councils review their programs and advise that their 17/18 TIDS projects are able to be brought forward into the 16/17 year.
87.9.3.2. Douglas to confirm chainages to Cape Tribulation to Bloomfield Road.
RRTG TC needs to recommend a fixed 17/18 program to Board:
General discussion:
Due to $650 k out of 16/17 program this will influence decisions.
Currently unsure of amount of funding.
With Councils involved in Beef Roads they need to be able to consider all available funding and overall value for money
87.9.3.3. Steve Cosatto to forward out adopted 4 year program to include unfunded projects (ranked in priority not alphabetical) with basic Project Prioritisation spreadsheet
87.9.3.4. Councils to provide projects for input into Project Prioritisation Tool
FNQ RRTG TIDS 2016/17 Projects CURRENT FUNDING
Rank Road Authority TMR Project
No. Work Type Road Name
Project
Start
Project
End
Total
Project Cost($) 2016-2017 2017-2018
2018-
2019
20 Cook Shire Council 220/LGSR/18 Construct to new sealed 2 lane standard Battlecamp Road 23.7 25.5 $530,000 $60,115 $204,885
36 Tablelands Regional Council 281/LGSR/2 Replace bridge and approaches (Herbert
87.10. Etheridge Shire Council: Application For Consideration - Transfer Of Funds: (Item
late addition to agenda)
Council is seeking endorsement from RRTC to re-assign $686,000 of 2016-17 LRRS
funding, currently allocated to the Einasleigh - Forsayth roads, to the Georgetown – Forsayth road to
assist with upgrading the existing pavement from a gravel surface to a two (2) lane bitumen road, with
the road work to commence from Chainage 11.77 to Chainage 25.30 (approximately 13.57km's).
The Georgetown-Forsayth Road is a State Controlled Road and has been identified and classified as
a "Local Road of Regional Significance" (LRRS). This road is one of the main arterial roads within
the Etheridge Shire that links the North with the South and vice versa.
Council is intending to also apply $1,707,560 of 2016-17 R2R funds and $517,507 of 2017-18
R2R funds to supplement TIDS monies for the proposed upgrade.
The upgrade is in accordance with Council’s Corporate Plan to connect communities and support
tourism and mining activities in the area.
The new Council have major concern with the previous application in so far as the following:-
The sections previously nominated do not address the most dangerous parts, having been applied to straight lengths rather than safety deficient sections.
Council do not have funds for resealing the existing sealed parts of the Einasleigh-Forsayth Rd and do not want to increase this burden on ratepayers.
The Einasleigh community do not want the sealing works to occur.
The road carries 1/50 the traffic numbers of the Georgetown – Forsayth Rd.
Reasons for the need to upgrade the Georgetown – Forsayth Rd are as follows:-
Major safety concerns exist on the Georgetown – Forsayth Rd due to the geometry and unsealed surface. Damaged axles, roll-overs, burst tyres and constant windscreen damage are occurring regularly.
The “grey nomad” increase in caravan numbers is adding to the safety issues.
The Georgetown – Forsayth Rd connects the two most populated centres of Etheridge Shire with Forsayth residents travelling to Georgetown for shopping and hospital visits.
Increasing tourism activities are occurring in the Forsayth area with significant recent upgrades having been completed to the both the Cobbold Gorge and Forsyth Hotel facilities. The Agate Creek gemstone fossicking area is another tourism operation drawing increasing traffic to the area along this road.
The road provides the only route for the ferry bus associated with transferring rail passengers from Forsyth to Croydon via Georgetown.
Mining operations in the area are adding to traffic numbers.
An upgrade to the road accords with State and Federal aims to improve Tourism and Road Safety in regional areas.
The following extract provides further supporting information in support of this application.
Extract from R4R Round 4 EOI
“The Georgetown-Forsayth Road is one of the main arterial roads in the Etheridge Shire which links
communities from the North to the South and vice versa. Over the past 12-16 months this road has
had an increase in traffic movements and especially in heavy haulage vehicles which has been
Potential that if a Council develops a project on a State LRRS that is funded by TIDS
and delivered through a RPC or similar that Council would then have an opportunity to
receive a profit from TIDS funding.
It was agreed, prior to any further consideration, the TC would need direction from the Board
regarding the allocation of TIDS funding to State Controlled Roads.
87.10.1 Councils are asked to provide additional comment to Steve Cosatto, by cob Friday 10 June, and to ensure their RRTG representatives are briefed on the topic.
87.10.2 FNQROC present a discussion paper to the RRTG Board meeting June 20, regarding the opportunities, risks and benefits associated with the allocation of TIDS funding to State controlled roads.
General Discussion:
Potential options for the board to consider
The following are some potential ideas for the board to consider in isolation or as a mixture
to form its policy direction.
1. When funding is above x level – funding could be allocated to state LRRS roads.
2. Allocate TIDS to State controlled LRRS projects if percentage of funding is matched
by TMR from other programs such as bulk maintenance/capex (or matched by
Council).
3. Not allocate to State Roads but advocate for additional TMR budget to undertake
required works.
4. Allow TIDS funding to on State LRRS
87.11. Roads & Transport Alliance. – update from Jo Lencz
Jo Lencz was an apology for the meeting however did email an update prior to
meeting:
The new Operational Guidelines (OG), released on 31 March, renew the focus
on planning by RRTGs to better inform and direct TC program development. (see
Item 12 Planning update - Jen Damon)
The OG also included a “draft” TIDS Administration process and reference to
future inclusion of an Appendix of forms/templates…
An end of financial year acquittal form and process for the works program have
been introduced – it has been modelled on the old Royalties for the Region
acquittal process.
The revised TIDS Policy is also in ‘approval’ stage and while no major changes
have been made, flexibility in applying RTA TIDS funding will be clarified
The TIDS policy and associated forms will be released to RRTGs following an
education and training process with the TMR Districts
‘Transitional Guidelines’ for ASC participation in RRTGs is to be reviewed
through consultation with relevant RRTGs and ASC members – consultation
opportunities will be arranged in the coming months
2015/16 is the first full financial year where ASCs have participated in the RRTGs, with each council’s ATSI TIDS allocation based on historical expenditure rate over previous years
The review will include these allocations and the methodology.
TIDS expenditure for the state at 30 June 2016 is forecast to be 100%, important given the extra TIDS introduced during 2015/16 and the resultant impact on works programs
We are heading for the 4th consecutive year at 100% state-wide expenditure for TIDS.
Any efforts to sustain the increased TIDS funding level beyond 2016/17 are considerably weakened should RRTGs fail to fully deliver and acquit in 2015/16 and 2016/17
SDCF is under-subscribed this year – not unusual – the Board and RTAPT are looking at ‘big’ state-wide initiatives in 16-17 to better use available SCDF $, e.g. ANRAM assessments (replacing NetRisk), first/last mile issues.
87.12. Planning – update from Jen Damon (TMR)
Formal correspondence advising FN Councils that Regional Transport Plan is underway and that they are looking for LG representatives to be involved in the stakeholder engagement process.
Three districts FN, NW, Northern
Will explore ways to connect the local network with areas outside the region.
An integrated regional transport plan to guide government decision making on future transport planning, projects and investment.
Development of a master plan and framework to guide the long-term development of the transport system for the region
Timeline for completion Jan 17
Model of collaborative partnerships.
Emerging needs trends drivers 15 year horizon
Whitsundays - has developed a prototype which didn’t go through the consultation process of this process.
87.12.1 Jen Damon to facilitate workshop (teleconference) for Technical Committee work shop of Issues effecting councils regional connections
87.13. LGAQ Roads & Transport Advisory Group (Dave Goodman – Update if
any)
Due to elections all advisory groups were dissolved. LGAQ to ask for nominations. Correspondence to be sent this month.
87.14. External Funding update (Darlene Irvine – Update if any)
No update
87.15. Training:
87.15.1. IPWEA for PN5 (Stormwater Drainage) workshop to be held in the
Region later in the year. Note: IPWEA advised minimum participants of 16 for
course to proceed
87.15.1.1 Steve Cosatto to request EOIs for PN5 Stormwater Drainage workshop.
87.15.2. Route Assessment Training
Steve Cosatto advised that he had received 8 eoi’s from region and has
been advised we have sufficient numbers to proceed with the course in
September. Cost to council would be $750 per council and Steve will be
talking with Scott Britton next week to firm up.
87.15.2.1 All Councils to review staff requirements/interest in the Route Assessment training and to advise Steve Cosatto of interest by end of April and Steve will keep them informed as time gets closer
87.15.3. Bridge Construction & Maintenance Workshop
Arron advised that Councils should have received an email a few weeks ago
about a TMR training for Bridge Construction & Maintenance. At the moment
the training is only being offered in Brisbane.
One of the other roads groups asked TMR if they would offer regional
workshops, and their response is yes should there be a minimum of ten
participants.
87.15.3.1 Steve Cosatto to request EOIs for Bridge Construction and Maintenance Workshop.
87.16. Technical Committee Technical tour for 2016
Technical Committee tour dates and locations for 2016 are to be:
Will begin in Mossman at the Raintrees café and servo.
team of TMR and Local Representative events coordinator.
87.6.4 Brian Hughes and Darlene Irvine to discuss the inception meeting of subcommittee.
CCRC and FNQROC
87.6.5 All councils to email Darlene Council officer responsible for Road Closures for Community Events.
ALL
87.7.2 Dave Hamilton to consolidate all TMR administered funding programs into one spread sheet which would include monthly forecasting to forward to Steve Cosatto for distribution.
TMR
87.7.3 Steve Cosatto and Dave Hamilton to draft issues paper regarding difficulties and overlapping of financial accounting for ATSI and RRTG TIDS programs for presentation to Board.
TMR and FNQROC
87.7.4 That the FNQ RRTG draft a letter to Roads and Transport Alliance requesting simplification of the financial accounting process for RRTG and ATSI TIDS.
FNQROC
87.7.5 Steve Cosatto to amend Works program Development and Management draft to include - Councils may apply, through the prioritisation process, for TIDS funding to assist them in meet funding requirements required for other State or Federal programs on LRRS Roads.
FNQROC
87.7.7 Croydon, ESC, TRC and Cook Councils to provide SOI’s prior to June 30.
Croydon, Etheridge and TRC
87.7.9 Steve Cosatto to forward invite to group for Service Now briefing of Project Prioritisation Tool..
FNQROC
87.9.3.1 Tablelands, Cook and Douglas Councils review their programs and advise that their 17/18 TIDS projects are able to be brought forward into the 16/17 year.
TRC, Cook and Douglas
87.9.3.2 Douglas to confirm chainages to Cape Tribulation to Bloomfield Road.
Douglas
87.9.3.3 Steve Cosatto to forward out adopted 4 year program to include unfunded projects (ranked in priority not alphabetical) with basic Project Prioritisation spreadsheet
FNQROC
87.9.3.4 Councils to provide projects for input into Project Prioritisation Tool
ALL
87.10.1 Councils are asked to provide additional comment to Steve Cosatto, by cob Friday 10 June, and to ensure their RRTG representatives are briefed on the topic.
ALL
87.10.2 FNQROC present a discussion paper to the RRTG Board meeting June 20, regarding the opportunities, risks and benefits associated with the allocation of TIDS funding to State controlled roads.
FNQROC
87.12.1 Jen Damon to facilitate workshop (teleconference) for Technical Committee work shop of Issues effecting councils regional connections.
TMR
87.15.1.1 Steve Cosatto to request EOIs for PN5 Stormwater Drainage) workshop.
FNQROC
87.15.2.1 Steve Cosatto to keep councils informed of Route Assessment Training.
FNQROC
87.15.3.1 Steve Cosatto to request EOIs for Bridge Construction and Maintenance Workshop.
