"A Service Agreement with the Community"

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"A Service Agreement with the Community"

Pursuant to Section 52 of the Road Management Act 2004

this Plan was adopted by Council on the 25/08/2010

1. DISTRIBUTION REGISTER Control Copy

Number Location

1 Director Infrastructure, Surf Coast Shire

2 Surf Coast Shire Office, 25 Grossmans Rd, Torquay

3 Lorne Visitor Information Centre

4 Manager Engineering Operations, Surf Coast Shire

5 Manager Engineering Services, Surf Coast Shire

6 Manager Contracts & Capital Works, Surf Coast Shire

2. AMENDMENT REGISTER

Amendment

Number Amendment Description Date

Amended By

- Adopted 21/12/2004 -

1 Issue of Controlled Copies 5 and 6 29/3/2005 J.Bertoldi

2 General Review of Plan. Changes in Service

Levels. Update of financial data. Issue of Controlled Copy 7

1/10/2005 J.Bertoldi

3 General Review of Plan. Changes in Service

Levels. Update of financial data. Issue of Controlled Copy 7

Surf Coast Shire Road Management Plan Page 3 of 30

Contents

1.

DISTRIBUTION REGISTER ...2

2.

AMENDMENT REGISTER ...2

3.

FOREWORD...4

4.

INTRODUCTION ...7

5.

SURF COAST PUBLIC ROADS, USER RIGHTS AND RESPONSIBILITIES ...8

5.1 Public Roads 8 5.2 Rights of the Road User 8 5.3 Key Stakeholders 9

6.

REGISTER OF SURF COAST SHIRE'S MUNICIPAL ROADS (ROAD REGISTER)

11

6.4.2 Shared Road Responsibilities... 13

6.4.3 Colac Otway Shire ... 14

6.4.4 Golden Plains Shire ... 14

6.4.5 City of Greater Geelong... 14

7.

ASSET MANAGEMENT SYSTEMS ...17

7.1 Surf Coast Municipal Road Classification 17 7.2 Functional Classification of Road Network 18

8.

ROAD ASSET MANAGEMENT SYSTEMS ...20

8.1 Financial Management 20

9.

ROAD MAINTENANCE MANAGEMENT SYSTEM. ...22

9.1 Customer Service 24 9.2 Customer Research and Expectation Error! Bookmark not defined. 9.3 Complaints & Request Action Tracking System 24

10.

SCHEDULE OF MAINTENANCE ACTIVITIES ...26

10.1 Typical Most Common Maintenance "Levels of Service" 27

11.

OTHER SOURCE DOCUMENTS ...30

3. FOREWORD

Councillors of Surf Coast Shire are the custodians of the municipality assets and have the entrusted power to ensure that these assets continue to function as built and are maintained to provide a safe and efficient level of service provision.

Surf Coast Shire has adopted an Asset Management Policy that provides clear direction and guidance to Surf Coast Shire Council, Councillors, executive management, staff, committees of management and the community involved in the operations, maintenance, refurbishment, renewal, upgrading and development of Council’s existing and new infrastructure assets for the present and future generations.

The Councils Asset Management Policy complements and builds upon the Council's Plan for Surf Coast Shire in accordance with the Local Government Act 1989. The Council Plan indicates that Council aims to achieve:

 Accessible and well maintained Council facilities that meet the community’s needs.

 Infrastructure that provides for the current population and future growth.

 Equitable and efficient use of community assets.

 A range of public, private and active transport networks

As from July 2004, the Victorian State Governments Road Management Act became effective and its principle purpose is to reform the law relating to road management in Victoria.

To comply with the Road Management Act and obtain a "policy defence" against litigants who claim "unreasonable management" of the road network, Council has developed a Road Management Plan as a "Service Agreement" with the community.

The Surf Coast Shire (SCS) covers an area of 1556 square kilometres with a seasonally variable resident population of around 24,000. The Surf Coast Shire’s road network assets incorporate approximately 1,000 kilometres of roads ranging from sealed roads to access tracks and fire tracks, major infrastructure assets such as bridges and major culverts, roadside drainage, kerb and channel, and pathway systems.

For Council to meet the needs and expectations of the community, the community needs to be aware and understand the importance of the Councils role, as a road authority, to ensure sufficient funding is available to meet a sustainable level of asset function of the road network. At the same time, the community has a responsibility to meet their own "duty of care" as a user of Councils road network.

This Road Management Plan has been developed to manage the Surf Coast Shire’s road infrastructure, taking into consideration the important arterial links provided by the state highway, arterial (main) roads and tourist roads within, and connecting to, the Shire’s road system to cater for the needs of those who reside within the municipality and those who traverse through both our urban and rural community.

This plan encompasses road user needs and expectations within an economic framework based on meeting "reasonable" maintenance operation targets and asset management programs relative to the road network function.

Surf Coast Shire Road Management Plan

Page 5 of 30 Locality Map

Based on the modelling of the road network it has been established that a funding gap exists between current and desired level of maintenance and renewal expenditure. Council’s Strategic Resource Plan aims to address this gap over future years. Details of allocation to maintenance and renewal are included in Council’s detailed budget.

For the Council to meet the needs and expectations of its rapidly growing community, the community must be aware of, and understand the importance of Council’s role in ensuring sufficient funding is available to meet a sustainable level of asset function of the road network for which Council is responsible.

Alternatively, if increased funding to bridge the current gap is not practical in the prevailing economic climate and with the demands caused by rapid growth, the community and the Council will then need to examine a reduction in levels of service expectations to achieve a more affordable level.

Councils Road Management Plan is a dynamic plan that takes into consideration the affordability, available resources and management of risks. The plan has determined, within the supporting documents of Road Reserve Maintenance Service Arrangements 2010 and Road Asset Management Plan 2010, the "levels of service" that meet the community's "reasonable" expectations of "day to day" maintenance and ongoing asset function.

The Road Management Plan is subject to continuous improvement based on the municipality’s rapid population and traffic growth and changing legislative requirements along with economic, social and environmental impacts and the road assets ability to function as required.

Surf Coast Shire Road Management Plan

Page 7 of 30 4. INTRODUCTION

Surf Coast Shire, pursuant to the requirements of the Road Management Act 2004 (the Act), is the “coordinating road authority” for all municipal roads and the “responsible road authority” for all roads within the municipality that are listed on the Surf Coast Shire's Register of Public Roads. These municipal roads are listed on the Shire’s Road Register (hereinafter called “Road Register”) as public roads for which Council is responsible.

As a responsible road authority section 205 of the Local Government Act, 1989, requires that Council has the care and management of municipal roads within its responsibility.

In addition, Council must ensure that if a road is required for public traffic, it is kept open for public use, and may carry out work on the road when required. The Council is not obliged to do any specific work on the road and in particular is not obliged to carry out any surface or drainage work on an unmade road.

The purpose of the Surf Coast Shire Road Management Plan (RMP) is to establish a management system for Council’s road management function that is based on policy and operational objectives as well as available resources.

It also sets the relevant standard in relation to discharge of duties in the performance of those road management functions.

The key elements of the Plan include:

 The Road Register;

 The Asset Management System that sets out the policy and procedures that Council has established and implemented to manage the road maintenance standard or target condition of the road network under its jurisdiction;

 The Road Maintenance Standards which document schedules of maintenance

targets and processes, including a customer service management system, used by Council in the management of its road network.

5. SURF COAST PUBLIC ROADS, USER RIGHTS AND RESPONSIBILITIES 5.1 PUBLIC ROADS

“Public roads” are freeways, arterial roads, municipal roads and other roads that are reasonably required for general public use.

Essentially, these are roads over which VicRoads or Municipal Councils have made formal road declarations, and other roads that another road authority (DSE, private ownership, etc.) will determine, under Road Management Act 2004, to be roads that are reasonably required for general public use.

The Act requires Surf Coast Shire Council, as the responsible road authority, and as required when acting as the co-ordinating road authority, to keep a register of municipal roads and any road in respect of which the road authority has made a decision that the road is reasonably required for general public use.

For example, a road set aside as a road in a plan of subdivision registered under the Subdivision Act 1988 is not a public road for the purposes of this Act unless and until a decision is made that the road is reasonably required for general public use.

Also, Surf Coast Shire Council, as a road authority, must remove a road from its register of public roads if the road authority has made a decision that the road is no longer reasonably required for general public use and that the Council is no longer the road authority for the management of that particular road.

The Council, as the road authority, taking into consideration its policy and operational objectives, has established a Maintenance Management Agreement called "Service Agreement for Road Reserve Maintenance" for those roads listed on the Councils Road Register.

This Service Agreement provides for Council’s civil works department with a framework for the inspection, repair and maintenance of public roads as listed on the Surf Coast Municipal Public Road Register.

5.2 RIGHTS OF THE ROAD USER

The Council, as a requirement of section 205 of the Local Government Act, 1989, has the care and management of municipal roads within its responsibility listed on the Road Register.

Part 2 of The Road Management Act confers specified rights on members of the public using public roads which are legally enforceable, and also imposes duties on members of the public using public roads which may be taken into account in any proceedings. Section 17A of The Road Safety Act 1986, clearly defines the "Obligations of road users" when travelling within the Surf Coast Shire and utilising any public road managed by a road authority.

Surf Coast Shire Road Management Plan

Page 9 of 30

 A person who drives a motor vehicle on a highway must drive in a safe manner having regard to all the relevant factors, including (without limiting the generality) the-

a) physical characteristics of the road; b) prevailing weather conditions; c) level of visibility;

d) condition of motor vehicle; e) prevailing traffic conditions;

f) relevant road laws and advisory signs; g) physical and mental condition of driver.

.

 A road user other than a person driving a motor vehicle must use a highway in a safe manner having regard to all the relevant factors.

 A road user must-

a) have regard to the rights of other road users and take reasonable care to avoid any conduct that may endanger their safety or welfare of other road users;

b) have regard to the rights of the community and infrastructure managers in relation to road infrastructure and non-road infrastructure on the road reserve and take reasonable care to avoid any conduct that may damage road infrastructure and non-road infrastructure on the road reserve;

c) have regard to the rights of the community in relation to the road reserve and take reasonable care to avoid conduct that may harm the environment of the road reserve.

This Road Management Plan summarises the intended "duty of care" by Council to manage and maintain, as well as highlighting the "duty of care" to be taken by the community as users of Surf Coast Shire’s municipal road network.

5.3 KEY STAKEHOLDERS

The key stakeholder groups of the community who are both users of the road network and/or are affected by it include:

 The community in general involved in residential living, recreation, sport, leisure & business;

 Residents & businesses adjoining the road network;

 Pedestrians;

 Users of a range of miscellaneous smaller, lightweight vehicles such as pedal cyclists, motorised buggies, wheel chairs, prams, etc;

 Vehicle users of motorised vehicles such as trucks, buses, commercial

vehicles, cars and motor cyclists;

 Tourists & visitors to the municipality;

 Emergency agencies (police, fire, ambulance, VICSES);

 Traffic & transportation agencies and managers;

 Utility agencies that utilise the road reserve for their infrastructure (water, sewerage, gas, electricity, telecommunications);

 Council as custodian of the asset;

 Construction & maintenance personnel who build and maintain asset

components;

 State & federal government that support funding for management of the network.

5.4 ROLES AND RESPONSIBILITIES

In regard to management of road assets the key personnel are:

POSITION ROLE / RESPONSIBILTY

Chief Executive Officer To ensure the road infrastructure is maintained and

operated in accordance with Council’s adopted policies and procedures

Director Infrastructure Overall control of asset management and operational

objectives

Director Corporate Services Review of the financial management strategy and

financial services input into asset management processes.

Manager Contracts and Capital Works

Management of asset systems and data, data collection, coordination of condition assessments, preparing and implementing capital works program.

Manager Engineering Services Management of capital works design, budgeting and

contractor construction, subdivision approvals, traffic counts, traffic management.

Manager Engineering Operations

Management of asset maintenance and implementing capital works.

Coordinator Civil Works Coordinating works program and ensuring standards are

complied with.

Civil Works Team Leaders Conduct of operational and capital works program,

organising routine inspections and lodgement of capital works completion sheets.

6. REGISTER OF SURF COAST SHIRE'S MUNICIPAL ROADS (ROAD REGISTER)

Surf Coast Shire Council has a Road Register in its VEMAX Asset Management System. The Road Asset Register in VEMAX, is a database module that contains the inventory and condition information of the road network. The Road Asset Register records the asset details of all municipal roads for which Shire is responsible for and this register is updated annually to record all asset management activities that maintain physical condition of the asset so that they can continue to function as built and where appropriate, all asset information of upgrade works and new road extensions works and new roads.

6.1 SURF COAST SHIRE MUNICIPAL ROAD REGISTER

In accordance with Part 3, Division 2 of the Act, Council, as a road authority, must keep a Register of Public Roads of which it is the coordinating road authority.

In accordance with Schedule1 of the Act the register must include:

a) the name of each public road or, if a road is unnamed, a description which enables the particular road to be easily identified;

b) if a road becomes a public road after 1 July 2004, the date on which the road became a public road;

c) if a public road ceases to be a public road, the date on which the road ceased to be a public road;

d) the classification, if any, of the public road;

e) the reference of any plan or instrument made on or after 1 July 2004 that fixes or varies the boundaries of a public road;

f) any ancillary areas;

g) a reference to any arrangement under which road management functions in respect of any part of a public road or ancillary area is transferred to or from another road authority;

In accordance with Schedule1 of the Act the register may include:

a) if a road became a road before 1 July 2004, the date on which the road became a road;

b) about infrastructure in, on, over or under a road; relating to the mechanism by which a road was created or became a road;

c) relating to construction standards for a public road;

d) the reference of any plan or instrument made before 1 July 2004 that fixes or varies the boundaries of a road;

e) which a road authority considers appropriate.

The Surf Coast Shires Road Register specifically lists the following information:

 Road names of each municipal public road or if unnamed, a description to

identify that road;

 The road classification in accordance with Surf Coast Shire's road hierarchy classifications of link, collector and access roads, and

 Public roads that the Council has an arrangement for the road management

functions that have been transferred from another road authority

 Roads for which a State authority or agency is responsible;

 Unused or leased roads for which Council has not accepted responsibility; and

 Roads set out on a plan of subdivision, until such time as the Council accepts responsibility for those roads.

The register is continually updated with detailed asset information of contributed road assets, as and when a new subdivision is handed over to Council.

The Road Register is available for inspection by the public at:

 The Surf Coast Shire Offices, Grossmans Road, Torquay, and

 The Lorne Visitor Information Centre, Mountjoy Parade, Lorne.

6.2 SURF COAST SHIRE MUNICIPAL ROAD MAP

The Municipal Road Map shows the location of all roads listed in the Register of Municipal Public Roads. It specifically shows the following:

 Road names

 Hierarchy classifications.

 Major townships.

6.3 DEMARCATION AGREEMENTS WITH OTHER AUTHORITIES

The Road Register contains the results of demarcation agreements between the Surf Coast Shire and other authorities. These agreements are further defined in terms of individual assets in the Road Register.

6.3.1 VicRoads –

For all declared arterial roads within the municipality, VicRoads is the responsible road authority. These include highways, main roads and tourist roads).

For urban areas VicRoads is responsible for all parts of the roadway used by through traffic. These include road pavement, surface, kerb and channel, drainage protecting the pavement, centre medians and road related infrastructure.

For the declared arterial roads Council is responsible for any part of the roadway not used by through traffic (eg. permanent parking lanes), any service roads, the outer separators, pathways and roadside nature strip.

Clarification on the limits of responsibility is described in the Road Management Act 2004 Code of Practice – Operational Responsibility for Public Roads Part 1 – Physical Limits of Responsibility Between VicRoads and Municipal Council.

Outside of the 60 km/h speed zones within the townships of Surf Coast Shire VicRoads directly maintains the highway network including the arterial roads (previously main roads)

Within the 60 km/h township speed zone VicRoads are responsible for the through carriageway of the roadway (including kerb and channel) while Surf Coast Shire is responsible for any parking areas, service roads, pathways and nature strips. The exact demarcation of responsibilities may vary from one case to the next depending on the specific details of the individual case.

Surf Coast Shire Road Management Plan

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Highways in Surf Coast Shire are:

 Princes Highway

 Surf Coast Highway

Declared arterial roads in Surf Coast Shire are:

 Anglesea Road

 Barrabool Road (Merrawarp Road to Devon Road)

 Barwon Heads Road (Bluestone School Road to Breamlea Road)

 Bells Beach Road (Bones Road to Jarosite Road)

 Bells Boulevard

 Birregurra-Deans Marsh Road

 Bones Road (Bells Boulevard to Bells Beach Road)

 Cape Otway Road (Hendy Main Road to Princes Highway)

 Deans Marsh-Lorne Road

 Devon Road

 Great Ocean Road

 Hendy Main Road

 Inverleigh-Winchelsea Road

 Lower Duneed Road

 Merrawarp Road

 Mountjoy Parade

 Surf Coast Highway Park Lane (Darian Street to Price Street)

 Winchelsea-Deans Marsh Road

6.3.2 Shared Road Responsibilities

Surf Coast Shire is bounded by three municipalities: Colac-Otway Sire, Golden Plains Shire and City of Greater Geelong.

The boundary between Council’s has been defined as the centreline of the road that forms the shire boundary..

The Act requires clarification of the responsibilities for these roads and allows Surf Coast Shire to transfer responsibility for maintenance to another entity. Further, it is more efficient and economical for certain shires to maintain roads due to their isolation from the rest of a neighbouring shires road network. Surf Coast Shire has roads in all three categories – shared roads, Surf Coast roads maintained by others and other shire roads maintained by Surf Coast Shire Council.

The following is a breakdown of the shared boundary roads, roads which the Surf Coast Shire will accept full responsibility (inspect, maintain and repair in accordance with our standards), and roads which we have transferred responsibility to another road authority.

6.3.3 Colac Otway Shire

Maintained By Surf Coast Shire

 Benwerrin-Mt. Sabine Road (1km south of Erskine Falls Rd to boundary end)

 Ingleby Road (Princes Hwy to first bend)

 Pennyroyal-Wymbooliel Road (Pennyroyal Station Rd to Forest)

 Prices Lane (Cressy Rd to Ondit Rd West)

 Wingeel Road (Cressy Rd to McIntyres Rd) Maintained By Colac Otway Shire

 Bushs Lane (Bend after Birregurra-Deans Marsh Rd to bend before Pennyroyal Station Rd)

 Lidgerwoods Lane (Cape Otway Rd to bend)

 Prices Lane (Ondit Rd West to Princes Hwy)

 Salt Creek Lane (Cape Otway Rd to Birregurra-Deans Marsh Rd)

6.3.4 Golden Plains Shire

Maintained By Surf Coast Shire

 McIntyres Road

 Pollocksford Road Bridge (Bridge at Barwon River) Maintained By Golden Plains Shire

 Gallaghers Road

 Barwon Park Road Bridge (Days Bridge at Warrambine Creek)

 Flemings Road Bridge (Bridge at Warrambine Creek)

6.3.5 City of Greater Geelong

Maintained By Surf Coast Shire

 Honeys Road

 Mt Duneed Road (Anglesea Rd to Pettavel Rd)

 Pettavel Road

Maintained By City of Greater Geelong

 Blackgate Road (Breamlea Rd to McCartney’s Bridge)

Surf Coast Shire Road Management Plan

Page 15 of 30

 Breamlea Road (Barwon Heads Rd to Blackgate Rd)

 Mt Duneed Road (Surf Coast Hwy to Anglesea Rd)

 McCartney’s Bridge (Blackgate Rd)

Arrangements are in place to clarify maintenance responsibility for these roads. The Road Register identifies which Councils have maintenance responsibilities for various sections of the boundary roads.

Councils generally share road or bridge rehabilitation costs on an equal basis when these works are required.

Department of Sustainability and Environment (DSE)

DSE has management responsibility of a number of roads that exist on Crown Land that are not within road reserves. DSE is also has management responsibility for roads that are within areas that are the responsibility of Great Ocean Road Coastal Committee (GORC) and Parks Victoria. Several of these roads are listed in Councils Road Register under the category “Roads which Surf Coast Shire does not maintain”.

This list should not be construed as a complete listing of all DSE. roads in Surf Coast Shire.

Australian Rail Track Corporation (ARTC.)

The ARTC. is responsible for maintaining railway level crossings in the immediate vicinity of the railway line within the Shire. This includes the road pavement within 2.44 metres of the railway line and all the signage at the crossing except for the “Give Way” or “Stop” signs. Council is responsible for maintaining the approaches to the rail line and approach signage plus any “Give Way” or “Stop” signs on the municipal road network.

Service Authorities

Service authorities are responsible for maintaining their assets within the Shire. Council is responsible for maintaining the road pavement, surface, guardrail and signage. For example Barwon Water and the Catchment Management Authorities are responsible for maintaining several structures that are used to travel over water catchment areas.

Private Streets

There are a number of made private streets within the Surf Coast Shire. The maintenance of these streets is the responsibility of the benefiting land owners. These roads are listed in Councils Road Register under the category “Roads which Surf Coast Shire does not maintain”.

This list should not be construed as a complete listing of all private roads in Surf Coast Shire.

Un-made Private Streets and Lanes

Council will carry out minor maintenance of un-made private streets and lanes to maintain existing conditions to a safe standard. Should major maintenance, or an improvement to service levels be required on these streets or lanes, the total cost of works will be apportioned to benefiting land owners.

Carparks

Both on and off street car parks are maintained by Council. Maintenance requirements for car park pavements, drains, signs and line markings are the same as access roads as described in this plan.

6.4 CONSENT AND NOTIFICATION TO PERFORM WORKS IN ROAD RESERVE

Part 4 of the Road Management Act 2004 Code of Practice – Management of Infrastructure in Road Reserves, requires that any person proposing to carry out works within a road reserve must obtain consent from the coordinating road authority, except where exemptions under the Act apply.

6.5 ASSETS ON PUBLIC ROADS MANAGED BY COUNCIL

The following is a list of assets on public roads that Surf Coast Shire is the responsible authority:

 Road surface, pavement and ground

 Surface and underground drainage systems

 Signs, guideposts, line marking, non standard street lighting, barriers and retaining walls, bus stops

 Pathways, kerb ramps and parking areas

 Bridges and large culverts

Surf Coast Shire Road Management Plan

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7. ASSET MANAGEMENT SYSTEMS

Surf Coast Council's Road Hierarchy has been developed to clarify the presentation of the municipal road network in such a manner that the road classification are based on function, not on the capacity or importance eg main, secondary and minor.

VicRoads is responsible for the management and maintenance of the arterial (declared) road network, which includes, but is not limited to, freeways, highways, main roads and tourist roads.

Non-arterial roads on land administered by the authorities under other acts such as the Forest Act, Crown Land (Reserves) Act and others are administered by the person or body specified in those acts and are listed separately (where information is available) in the Surf Coast Municipal Public Road Register.

Council is responsible for the management and maintenance of the local road network, which comprises the majority of roads within the municipality.

Within the Surf Coast Shire Council Road Asset Management Plan (RAMP), a "functional" classification system enables each road to be critically assessed based on destination and purpose with agreed criteria to determine whether the road system is capable of meeting the needs of the road users.

In a functional road classification system, it is necessary to clearly differentiate between the urban and rural road network. This allows consideration to be taken of the differences in use, intensity of abutting land development, speed and mass of vehicles and traffic volumes and subsequently, variations of maintenance "levels of service" for each classification.

The Surf Coast Shire Planning Scheme, Victorian Grants Commission and VicRoads definitions have been reviewed for applicability to the urban and rural areas of the Surf Coast Shire.

The Surf Coast Shire Planning Scheme was considered to provide the most practical, readily identifiable and acceptable basis for distinguishing the urban and rural areas within the municipality.

7.1 SURF COAST MUNICIPAL ROAD CLASSIFICATION

The municipal road classification takes into consideration the above planning parameters and establishes a clear distinction between each classification.

A separate tiered functional classification system, for the urban and rural road networks has been structured with sub-functions clearly defining the current use of a particular road within each category.

The tiered system is primarily based on the functions of link, collector, access and carparks within the road system. The classifications below identify each category as the functional "level of service" the road classification provides. Each of categories is further divided into urban and rural roads classification.

7.2 FUNCTIONAL CLASSIFICATION OF ROAD NETWORK

Based on factors such as historical functionality, traffic volume, traffic type and accessibility, Council has developed a road hierarchy for the municipal road network. The level o service provided to a particular road will depend on its hierarchy classification.

Surf Coast municipal roads, both urban and rural, have been classified into the following categories from highest to lowest priority as follows.

Link

The main function of these roads is to provide a connection between the residential streets and the traffic route system (arterial roads) where it is desirable to concentrate local traffic to an outlet, but not to attract through traffic. Its principal function is to facilitate the convenient and safe movement of local traffic to and from the major arterial road system, preferably at a signalised intersection.

It is also preferable that direct access is not provided for single dwelling allotments but access can be provided to multi-unit developments and non-residential land uses. In rural areas, these routes provide for important local connections between rural centres but often carry relatively low traffic volumes in comparison to the urban equivalents.

These roads may need to be upgraded as future development occurs and it is important to protect these future options.

Collector

The collector roads collect traffic from the lower order roads and carry a higher volume of traffic.

Access 1

These roads provide a link between collector/link roads and access 2 roads. Resident safety and amenity are dominant but to a lesser degree than collector roads.

Access 1A

These roads are local unsealed streets within urban areas. Resident safety and amenity are dominant but to a lesser degree than collector roads.

Access 2

The role of these roads is to provide access to abutting properties or other local streets. These would include all roads not designated otherwise.

Access 3

These roads consist primarily of fire access tracks and other tracks with little or no imported pavement material, which are open for traffic in a controlled level of service, however are infrequently used or dry weather access only. Council undertakes no inspections on these roads and no maintenance works are undertaken except where directed on fire access tracks.

Access 3 – Fire Access

A subcategory of access 3 roads is fire access roads. As with other access 3 roads these have little or no pavement material however minimal maintenance is undertaken on fire access roads at the direction of the CFA representative and no routine inspection is carried out by Council.

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Car Parks

The main function of car parks is to provide an area for different activity groups to access a range of areas, such as shopping centres, reserves and scenic locations. These are not generally provided for through traffic, but for parking only.

Pathways

Classification Level of Service

High Usage Within 100m of Shopping Precincts / Aged Care Units / Schools / Kindergartens / Hospitals

Medium Usage Remainder of formed pathway network

Each category has a level of service for urban and rural physical development and capacity to function focused on meeting the Councils Plan and strategic development impacts based on the Standards Australia - AusSpec Design & Construction Parameters that are integrated into Council RAMP.

Service levels are defined in terms of functional service levels and operational service levels. The current service levels are based on a Road Hierarchy Plan, which is developed on the basis of:

 Traffic volume, including percentage of commercial vehicles;

 Number of residential accesses;

 Road usage; eg. industry, quarry, tourism, bus routes. Some controlling parameters are:

 A minimum traffic lane width of 3.0m for low traffic volume and low speed roads; and

 An all weather access to a place of permanent residence for each residential property within the municipality. “All weather access” is generally defined as the condition of the road surface to enable the safe and convenient passage by light vehicles and as required and where practical, heavy vehicles during all weather conditions, e.g., surface is not slippery or boggy during wet periods.

Inspection regimes have been developed based on a combination of the deterioration rate of pavements, risk involved in allowing hazards to remain in a state of disrepair and a historical understanding of the road network.

Council has undertaken a comprehensive identification and classification of risks resulting from lack of road reserve maintenance. A risk treatment schedule has been prepared to control identified risks. Detailed assessment of the risks is included in Council’s RAMP.

All identified public risks have been considered as part of this risk assessment and a procedure has also been developed to assist officers responsible for programming works to prioritise public risk defects.

8. ROAD ASSET MANAGEMENT SYSTEMS

Surf Coast Shire has developed a Road Asset Management System utilising VEMAX suite of software. The system also uses ROCOND90 and URCOND90, condition inspection manuals developed by the Road Traffic Authority (RTA), NSW, and Standards Australia AusSpec Road Maintenance Specifications. These have been modified to suit Surf Coast Shire to ensure that the municipal road is capable of functioning as it was built to function and that it continues to meet the needs and expectations of the community.

Council’s Road Asset Register includes a municipal road list that enables the necessary information to be recorded such as the location, type, road classification, capacity, traffic volumes, condition, age, configuration and quantity of road asset and the history of the assets including any additions, deletions and changes to the municipal road asset.

The Road Asset Management System also records details of valuation of road and infrastructure (eg. replacement value, depreciation) in accordance with relevant accounting standards and enables Council to develop long term asset management financial plan based on deterioration rates & life expectancy using age & condition of individual local road assets. The Work Request Register (WRR) within the Road Asset Management System is in an integral component of Council’s overall records management system as it enables Council to comply with the evidentiary provisions of the Road Management Act 2004. WRR is a software system which allows a request for maintenance works, either from a member of the general public (via customer service) or a member of staff while carrying out inspections of the road network, can be logged, tracked and actioned. WRR priorities the works and allocates the tasks based on predetermined parameters from Councils Road Classifications and Service Agreement for Road Reserve Maintenance. WRR maintains records of defects or other matters that have required refurbishment, renewal, repair or maintenance as part of Councils custodianship of the municipal road network.

8.1 FINANCIAL MANAGEMENT

Road funding is generated for Local Government through municipal rates and State and Federal Government road and untied grants. Council reviews its road maintenance and construction programs as part of its annual business plan development cycle.

Development of the road programs is focussed on:

 Implementing established road asset management strategies, and

 Achieving established "tolerable" asset maintenance performance targets. This is achieved through the following processes:

 Regular road asset condition inspections to monitor road condition and defects;

 Prioritising of defects and planning of rectification works;

 Preparation of regular road maintenance programs;

 Preparation of annual road resealing and gravel resheeting programs;

 Review of 10 year road rehabilitation programs.

 Development of road maintenance programs

The Surf Coast Shire's asset management program focuses on continual improvement to ensure that the "tolerable" defect status meets the needs and expectations of the community and Councils asset managers while being practical and affordable within the resources available.

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The budgets of each of the above programs are prepared annually taking into account competing priorities from other Council services, funds available, established road strategies, maintenance standards, and asset performance targets.

9. ROAD MAINTENANCE MANAGEMENT SYSTEM.

To ensure that the Councils municipal road network continues to meet the needs and expectations of the community, Council operates a "Road Maintenance Service Arrangement" with Council’s civil works department. This service arrangement is documented in Council’s "Service Agreement for Road Reserve Maintenance" and is modified to suit Surf Coast Shire's road infrastructure and Councils affordability to deliver a reasonable level of service of road maintenance on a "day to day" basis. The Service Agreement is based on the nationally accepted Standards Australia AusSpec #4 - Road Maintenance Specification.

As part of Council’s annual planning, asset demand is reviewed and required funding levels (affordability) are considered to manage any variations between current levels of service and community expectations considering the provision of "reasonable" asset function and maintenance targets and available resources.

Council’s Road Maintenance Service Provider, the in-house unit, establishes an Integrated Management Plan (IMP) and an operations program from their municipal depots. The IMP defines the activity services to the stated performance standards and will provide appropriate response to Council’s management needs in co-ordinating other works.

The IMP includes regular network inspections and defined response to observed and recorded distress or defects in road assets to ensure public safety, limit the rate of deterioration of the asset and sustain the functional requirements of each asset feature. The IMP also provides the Council with network asset data and resource allocation data for specific activities in specific road segments.

9.1 KEY ELEMENTS FOR ROAD MAINTENANCE SERVICE ARRANGEMENT

The following matters have been taken into account with development of the maintenance targets that are detailed in the Road Maintenance Service Arrangement:

(a) Road condition surveys – Surveys will be undertaken every 3 years to monitor road

pavement & road surfacing structure and roadside condition and more frequently depending on the asset, its condition at the previous survey, the volume and nature of road usage (hierarchy classification), and any risk to safety.

(b) Routine maintenance inspections – Regular inspections, as part of the day-to-day

maintenance of the road network, to monitor asset condition against tolerable defect targets and asset safety. Inspection intervals have been determined having regard to the particular road asset element, the type, volume and nature of road usage, and the resources available. Inspections to assess the asset needs and compliance to the maintenance service arrangements are defined in the Road Maintenance Service Arrangement and are currently undertaken at intervals of:

 1 monthly for link roads

 2 monthly for collector rods

 3 monthly for access 1, 1A and carparks, and

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(c) Routine Maintenance Performance Targets – Routine maintenance and repair

functions and targets are based on agreed "tolerable" asset performance targets and response and actions (based on risk assessment) for a particular asset element (eg. road, pathway, bridge) and road type.

Maintenance targets vary across the road network in line with relevant asset infrastructure and risk factors such as road classification, asset physical structure, traffic volumes, composition of traffic, operating speed, the susceptibility of assets to deterioration, the cost effectiveness of repairs, and competing priorities for funding.

Council's review of "tolerable" maintenance targets included a community consultation process to allow the community needs and expectations to be incorporated in the development of a "reasonable", practical and "affordable" maintenance level of service for the asset.

(d) Repair and maintenance works – Maintenance and repair works are undertaken within

a specified reasonable period of time detailed in the "Service Agreement for Road Reserve Maintenance" having regard to response to "tolerable" defects and works programs. This is to ensure quality proactive maintenance work is undertaken in an economical program and in accordance with the "Service Agreement for Road Reserve Maintenance".

(e) Temporary measures – Where a perceived hazard or potential risk is determined by a

customer complaint, officer report or maintenance reports, an inspection will be carried out within 2 hrs of receipt of the report and temporary measures (eg. warning signs, flashing lights, and safety barriers) will be actioned immediately and work programmed based on the risk to the community and the type, volume and nature of road usage.

(f) Emergency works – Where emergency works are required to be undertaken outside

routine works programs to ensure the safety of road users and the public as a result of emergency incidents, such as traffic incident management, responses to fires, floods, storms and spillages, and assistance under the Victorian State Emergency Response Plan (DISPLAN) & Surf Coast Shire (draft) Emergency Management Plan. Response Times for all emergency works, within 60kms of Surf Coast Operations depots at Torquay or Winchelsea, will be 1 hour.

On arrival and inspection, temporary measures (eg. warning signs, flashing lights, and safety barriers) will be actioned immediately and work programmed based on the risk to community and the type, volume and nature of road usage.

(g) Program Implementation Monitoring - Council's maintenance service provider operates

with an IMP and has internal self monitoring processes to ensure that the maintenance "Levels of Service" detailed in the "Service Agreement for Road Reserve Maintenance" are being met on-time and carried out with quality work practices.

In addition to the above, Councils' Director Infrastructure, as part of the asset ownership responsibility, undertakes an annual assessment of the maintenance management arrangements to ensure that the maintenance "levels of service" are being met and that the asset is continuing to function on a day to day basis as it was built to achieve.

An annual review of the implementation of the "Service Agreement for Road Reserve Maintenance" is carried out by an external agent with results reported to the Councils asset management team.

The "Service Agreement for Road Reserve Maintenance", having regard to the matters (a) to (g) above, establishes a schedule of maintenance targets for different classification and categories of municipal roads for which Council has operational and/or maintenance responsibility.

Surf Coast Shire's "Service Agreement for Road Reserve Maintenance" is available as a source document to this Road Management Plan and Section 10.1 below is an extract of a number of typical most frequently referred to maintenance activities of the 'day to day' maintenance operations on Surf Coast Shire roads and infrastructure.

The listed activities provide detail of the nature of inspection, inspection frequency, along with the nominated tolerable defect notation and priority response times for defect maintenance for eachroad classification of municipal road network.

9.2 CUSTOMER SERVICE

The Surf Coast Shire carries out a diverse range of community consultation activities throughout the year, and is committed to involving the community in determining acceptable levels of service.

This plan, along with the annual Council Plan review and other policy reviews are subject to public advertising and comment.

Council also maintains a Customer service system that provides community access to Councils maintenance service provider and Councils infrastructure staff.

9.3 COMPLAINTS &REQUEST ACTION TRACKING SYSTEM

Surf Coast Shire records all incoming customer requests or complaints using its Customer Request Management System (CRMS).

The process is as follows (and detailed in the following flowchart):

 The customer’s request is entered into CRMS by the staff member receiving the request.

 The name, date, type of request, officer actioning the request and a description of request/actions to be taken is recorded and uniquely identified with an automatically created reference number.

 The action officer is electronically notified of the request and is able to review the record directly, record responses and communication details.

 Inspections and works are programmed through Works Request Register.

 The customer, when requested by individual, is contacted and advised of the status of their request.

 The specific request is signed off when all action has been completed and this is noted in the record.

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Page 25 of 30 9.4 EVENTS BEYOND THE CONTROL OF COUNCIL

Council will endeavour to meet all aspects of its Road Management Plan. However, in the event of unforeseeable natural disasters and events but not limited to, fires, floods, as well as human factors, but not limited to lack of Council staff or suitably qualified contractors, Council reserves the right to suspend compliance with its Plan.

Customer request received by Customer Service Officer Request entered into CRMS. Responsible Officer notified of request by CRMS. Works entered, Programmed & Acted On through Council’s Works Request Register (WRR) Action taken on request and closed

10. SCHEDULE OF MAINTENANCE ACTIVITIES

Inspection Regime -The Inspection Regime is set out below for the most frequent road maintenance activities. For more detail, Council’s Road Maintenance Service is available for viewing.

Inspection Program and/or Response Time ALL LOCAL ROADS - ACTIVITY- DESCRIPTION ASSET ASSESSMENT

Link Collector Access 1, Access

1A & Carparks Access 2

Access 3 (Incl. Fire Access Roads) Compliance with maintenance targets of any defects

Defect inspections are undertaken in to determine compliance with the intervention targets set out in the Service Agreement.

Based on the maintenance program, but at least every 1 month.

Based on the maintenance program, but at least every 2 months.

Based on the maintenance program, but at least 3 months. Based on the maintenance program, but at least ½ yearly Emergency Response Assessment of response to notification of perceived dangerous defect. Emergency Response inspections of asset defects are undertaken in response to customer complaints, officer reports or maintenance reports. Respond by inspecting within 2 hrs and implement temporary repairs or signage as required. Respond by inspecting within 2 hrs and implement temporary repairs or signage as required. Respond by inspecting within 2 hrs and implement temporary repairs or signage as required. Respond by inspecting within 2 hrs and implement temporary repairs or signage as required. Condition of asset Condition inspections are undertaken to assess the condition of the asset.

Every 36 months Every 36 months Every 36 months Every 36 months

Maintenance works based on agreement with CFA representative. No routine inspection carried out by Council. Inspection

Type Definition & Purpose

Emergency Response Inspection

 Emergency Response inspections are designed to identify all defects likely to create a hazard or serious inconvenience to users of the network or the wider community.

 Emergency Response issues may be detected as the result of: (a) formal programmed defect inspection; or

(b) observation followed by notification to council by members of the community or council employees while undertaking their normal work duties with a subsequent Emergency Response inspection to be conducted by an appropriate council officer.

Incident Inspection

 An inspection carried out to comply with the requirements the Road Management Act [Division 5 – Claims Procedure, Clause 116;

 This inspection enables an incident condition report to be prepared for use in legal proceedings and the gathering of information for the analysis of the causes of accidents and the planning and implementation of road management and safety measures.

Defect Inspection

 Inspection undertaken in accordance with a formal inspection schedule to determine if the road asset complies with the levels of service as specified in the Maintenance Service Agreement;

 A record of each street/road is to be completed detailing the name of the inspector, the inspection date, time and street/road name and a description of any defects found that are at the specified intervention levels defined in the Maintenance Service Agreement;

 In addition, a notation must to be recorded of any street/road inspected where no defect was apparent under the specific rigour of the inspection.

Condition Inspection

 An inspection specifically to identify deficiencies in the structural integrity of the various components of the road infrastructure assets which if untreated, are likely to adversely affect network values. The deficiencies may well impact short-term serviceability as well as the ability of the component to continue perform for the duration of its intended life span;

 The condition inspection process must also meet the requirements for accounting regulations and asset management;

 Regular or periodic assessment, measurement and interpretation of the resulting condition data is required so as to determine the need for any preventive or remedial action then development of relevant programs of rehabilitation or renewal works.

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Page 27 of 30 10.1 TYPICAL MOST COMMON MAINTENANCE "LEVELS OF SERVICE"

Sealed & Gravel Roadway Maintenance

Activity Level of Service Tolerable Defect Timeliness of Repairs

Link

Program Works

 Where defect is nearing 150mm in width or approaching 30mm deep

Urgent Works

 Repair if wider than 300mm or over 100mm deep

Link _ Urgent – 24 hours _{Programmed – 3 days}

Collector

Program Works

 Where defect is nearing 300mm in width or approaching 30mm deep

Urgent Works

 Repair if wider than 300mm or over 100mm deep

Collectors   Urgent – 24 hours  Programmed – 3 days Access 1, Access 1A & Carparks  Urgent – 24 hours  Programmed – 10 days Pothole Repair PPR

Reasonably smooth sealed driving surface with no dangerous deformations

Access 1, Access 1A, Carparks & Access 2

Program Works

 Where defect is nearing 300mm in width or approaching 30mm deep

Urgent Works

 Repair if wider than 500mm or over 150mm deep Access 2 _ Urgent – 24 hours _{Programmed – 15 days}

Link 

Urgent – 48 hours

 Programmed – 10 days Collectors _ Urgent – 48 hours

Programmed – 20 days Access 1&

Carparks _ Urgent – 48 hours Programmed – 40 days Access 2  Urgent – 48 hours

 Programmed – 60 days Edge

break repair SEB

Consistent nominal sealed width with minimal deformations or drop offs

Programmed Works

 Horizontal Fretting ≥ 100mm

Urgent Works

 Horizontal Fretting ≥ 250mm

Sealed & Gravel Roadway Maintenance

Activity Level of Service Tolerable Defect Timeliness of Repairs

Programmed Works

 Growth within a 4.9m canopy above traffic lanes and shoulders.

Urgent Works

 Any limb or bough projecting within 4.6m canopy above traffic lanes and shoulders. Link & Collector Roads  Urgent – 24 hours  Programmed - 20 days Programmed Works

 Growth within a 4.9m canopy above traffic lanes and shoulders.

Urgent Works

 Any limb or bough constituting a hazard to the motorist.

Access 1, Access 1A, Carparks & Access 2

 Urgent – 24 hours

 Programmed - Referred to Program

Programmed Works

 Growth within a 3.6m canopy above parking lanes / areas

Urgent Works

 Any limb or bough projecting within 3.2m canopy above parking lanes / areas.

All Roads  Urgent – 24 hours Programmed - 20 days Tree and vegetation control

will include pruning of growth on trees and shrubs and minor pruning on roads and pathways.

Where trees and vegetation presents an immediate danger, it shall be reduced to a safe level, or as a last resort, removed. Weeding and bushfire fuel reduction are excluded from

this activity. Programmed Works _ Growth within a 2.5m canopy extending over the full pathway width.#

Urgent Works

 Growth with limbs of diameter >40mm projecting over a pathway at a height <2.0m or any limb positioned so as to be a danger to pedestrians (day or night).

#

Growth protruding over pathway from within an adjoining property is the maintenance responsibility of the property landowner. In the case of notification of such a protrusion the landowner will be notified through the appropriate Council process.

All Pathways  Urgent – 24 hours

 Programmed - 5 days

Programmed Works

 Growth obscuring sight distance t intersection as per AS 1742.2 e.g 50 KPH – 30 metres, 100 KPH – 95 metres (visual inspection only)

Urgent Works

 Any limb or bough reducing motorists sight distance to <70% of nominated standard as shown above.

Link & Collector Roads  Urgent – 24 hours  Programmed - 5 days Tree & Vegetation Control RVC

A measured sight distance audit will be conducted in conjunction with the 2 yearly condition audit for tree and

vegetation control.) Programmed Works

 Growth obscuring sight distance T intersection as per AS 1742.2 e.g 50 KPH – 30 metres, 100 KPH – 95 metres (visual inspection only)

Urgent Works

 Any limb or bough constituting a hazard to the motorist.

Access 1 Access 1A, Carparks & Access 2

 Urgent – 24 hours

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Sealed & Gravel Roadway Maintenance

Activity Level of Service Tolerable Defect Timeliness of Repairs

High Activity  Urgent - 48 hours

 Programmed – 10 days Pathways

RFP

Paved areas to be uniform, free of irregularities, slipperiness, depressions or mounds, shaped to shed water from the pathway. Kerb and channel formed that longitudinal drainage flow is not impeded.

High & Medium LOS

Programmed Works

 Damaged pathway up to 10mm step or misalignment in pathway or K&C depressions 30mm over 1200mm length.

High LOS

Urgent Works

 Defect constitutes hazard to pedestrians

 Misalignment > 20mm

 Slippery surface on a curve or on incline ≥ 1:14 Medium LOS

Urgent Works

 Defect constitutes hazard to pedestrians

 Misalignment > 25mm

 Slippery surface on a curve or on incline ≥ 1:14

Medium Activity  Urgent - 48 hours  Programmed -– 20 days Link, Collector, Access 1, Access 1A & Carparks  Urgent – 48 hours

 Programmed – 40 days (summer)

 20 days (winter) Gravel

Unsealed Roads PGG

Grading and reshaping of gravel surfaced roads to remove corrugations, rutting and potholes, provide for proper drainage of the unsealed surface

Access 2 & 3

 Programmed Works Only Link, Collector & Access 1

Programmed Works

 Any section with corrugations > 35mm or other distresses > 50% of area of formation or representative crossfall ≤ 1%

Urgent Works

 Any section with corrugations > 50mm or other distresses > 30% of area of formation

Access 2

Access 3  Programmed - Refer to Program

Counting of Days: Where under any provision of the Service Agreement a service must be undertaken in a stated number of days, the stated number of days must exclude

Saturdays, Sundays and public holidays (within the meaning of the Public Holidays Act 1993) applying in the municipal district. The days comprising any period of days computed in accordance with this clause must be deemed to be consecutive if interrupted only by days which are not taken into account under this clause.

11. OTHER SOURCE DOCUMENTS

Legislation, Standards Codes of Practice, Guidelines, Council Strategies, Policies, Quality Plans and Procedures that are relevant to this Road Management Plan include: Legislation:

 Local Government Act 1989

 Road Management Act 2004

 Transport Act 1983

 Road Safety Act 1986 (Amended 2004) Regulations

 Road Management (General) Regulations 2005

 Road Management (Works and Infrastructure) Regulations 2005 Codes of Practice

 Road Management Plans

 Clearways on Declared Arterial Roads

 Operation Responsibility for Public Roads

 Worksite Safety – Traffic Management

 Management of Infrastructure in Road Reserves Council documents

 Council Plan 2009-13

 Council Asset Management Policy 2004

 Council Road Asset Management Plan 2010

 Council Service Agreement for Road Reserve Maintenance 2010

 Council Road Safety Strategy 2003 – 2007

 Council Pathway Strategy 2006

 Council AusSpec Design & Construction Manual 2003.