WHEATBELT SOUTH REGIONAL ROAD GROUP
Representing
Hotham Dale,
Lakes,
Narrogin and
Roe Sub Groups
POLICY AND PROCEDURE MANUAL
Table of Contents
1.
Purpose of the Regional Road Group ................................................................... 4
1.1 Regional Road Group Responsibilities .............................................................. 4
2.
Composition of the Wheatbelt South Regional Road Group ................................. 5
2.1 Sub Groups: ..................................................................................................... 5
2.2 Technical Committee ....................................................................................... 5
2.3 Regional Road Group ....................................................................................... 6
3.
Administrative Support ....................................................................................... 6
3.1 Committee Members ....................................................................................... 8
4.
Meetings ............................................................................................................. 9
4.1 Attendance at RRG Meetings ......................................................................... 10
5.
Direct Grants ..................................................................................................... 10
5.1 Direct Grant Payments ................................................................................... 10
5.2 Funds Management ....................................................................................... 11
6.
Road Project Grants........................................................................................... 11
6.1 Multi Criteria Assessment Model (MCA) and User Manual ............................. 11
6.2 Traffic Count Data .......................................................................................... 12
6.3 Five Year Program.......................................................................................... 12
6.4 Distribution and Allocation of Local Road Project Funding .............................. 12
6.5 Minimum and Maximum Allocations ............................................................. 13
6.6 Amalgamations.............................................................................................. 13
6.7 Timetable for Funding Submissions ................................................................ 13
6.8 Notification of Status of Road Projects ........................................................... 14
6.9 Under or Over Expenditure ............................................................................ 14
6.10 Over Expenditure........................................................................................... 15
6.11 Changes to the Program................................................................................. 15
Changes to the program may occur in exceptional circumstances. ......................... 15
All Changes must be recommended by the Technical Committee, Endorsed by Sub
Groups and Approved by the RRG. All Project changes must have legitimate
reasoning and the proposed project be recorded in the Councils Five Year Road
program. ............................................................................................................... 15
6.12 Payments ...................................................................................................... 15
6.13 Main Roads Website Link ............................................................................... 15
7.
BlackSpot Funding ............................................................................................. 15
7.1 Assessment of Funding Submissions .............................................................. 16
7.2 Funding Allocation ......................................................................................... 16
7.3 Timetable for Funding Submissions ................................................................ 16
7.4 Road Safety Audits (Design Stage) .................................................................. 17
7.5 Works Involving a Highway or Main Road Intersection ................................... 17
7.6 Road Standards ............................................................................................. 17
7.7 Seal Width Standard ...................................................................................... 17
7.8 Payments ...................................................................................................... 17
7.9 Main Roads Website Link ............................................................................... 17
8.
Regional Run Off Crashes Program ..................................................................... 17
8.1 Eligibility Criteria ........................................................................................... 18
8.2 Prioritisation.................................................................................................. 18
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8.3 Program Approval.......................................................................................... 19
8.4 Reserve Projects ............................................................................................ 19
8.5 Program Delivery Process .............................................................................. 19
8.6 Re-programming ............................................................................................ 19
8.7 Project Standards .......................................................................................... 19
8.8 Project Variations .......................................................................................... 20
8.9 Withdrawals and/or termination of projects .................................................. 20
8.10 Reporting ...................................................................................................... 20
8.11 Program Audit ............................................................................................... 21
8.12 Post Implementation Evaluation .................................................................... 21
8.13 Payments ...................................................................................................... 21
9.
Commodity Route Supplementary Funding ........................................................ 21
9.1 Payments ...................................................................................................... 22
9.2 Main Roads Website Link ............................................................................... 22
10. Payments Road Project, Commodity Route, State Blackspot & Regional Run Off
Crashes Programs ..................................................................................................... 22
10.1 Progress Payment Certificates (applicable to all grants) ................................. 23
10.2 Certificate of Completion (applicable to all grants) and Black Spot Project
Completion Report (applicable to Black Spot grants) ............................................. 25
10.3 GST Requirements and Invoicing .................................................................... 29
11. Local Roads of Regional Significance .................................................................. 28
APPENDIX 1 – SIGNIFICANT LOCAL ROAD CRITERIA ................................................... 29
APPENDIX 2– FORMS – SIGNIFICANT LOCAL ROAD NETWORK REVIEW ...................... 30
APPENDIX 3– Process for Variation to Roads of Regional Significance ........................ 33
12. Amendments to the WBS RRG Policy and Procedures Manual ............................ 35
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1.
PURPOSE OF THE REGIONAL ROAD GROUP
The Regional Road Groups will operate under the delegated authority of the State
Advisory Committee.
The Regional Road Groups will make recommendations to the State Road Funds to Local
Government Advisory Committee in relation to the Annual Local Government Roads
Program for their Region and any other relevant issues. This may include advice in
relation to State Black Spot Programs, amendments to Roads 2030 Strategy or its
updated equivalent document, the Functional Road Hierarchy and five (5) year works
projections.
1.1
Regional Road Group Responsibilities
Within policies and guidelines established by the State Road Funds to Local
Government Advisory Committee, the Regional Road Group shall be responsible for the
assessment of road funding needs, the annual distribution of State funds to Local
Government roads, monitoring and reporting on the effectiveness of the application of
the State funds for Local Government roads in its region.
In so far as Local Government roads are concerned, the Regional Road Group shall
ensure that funds made available by the State are applied to the road network to:
maximise capacity and resources through joint purchasing and resource sharing
 Maximise benefits to the community;
 Preserve, improve and extend the road system and;
 Comply with the obligations of the Commissioner of Main Roads under
legislation.
The Regional Road Group shall arrange for sufficient information for it to comply with
the Terms of Reference and other tasks including the following:
 Determining the relative road funding need in its region, both present and
future;
 Establishing a five year plan for distribution of State road funds in the region;
 Developing methods for annual distribution of road funds to Local Government
roads within the region;
 Providing funding information to Local Governments to facilitate expenditure of
road funds;
 Making recommendations to the State Road Funds to Local Government
Advisory Committee for improved procedures and guidelines;
 Assisting the State Road Funds to Local Government Advisory Committee with
Local Government priorities at the regional level;
 Monitoring the implementation of the program in their region; and
 Providing the State Road Funds to Local Government Advisory Committee with a
summary of the annual Direct Grant expenditure (refer to clause 8.4).
 Applying criteria developed for Roads 2025 or the Functional Road Hierarchy to
determine a network of roads that are eligible for Road Project Grants.
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2.
COMPOSITION OF THE WHEATBELT SOUTH REGIONAL ROAD GROUP
The Wheatbelt South Regional Road Group is made up of 19 Councils, 4 Sub Groups &1
Technical Committee
2.1
Sub Groups:
Four sub groups have been established to assist in the operations of the WBS RRG.
Membership is detailed in Table 1 below.
TABLE 1 – RRG SUB-GROUPS
Sub-Group
Hotham Dale (4)
Lakes (5)
Narrogin (5)
Roe (5)
Member Local Authorities
Beverley
Brookton
Pingelly
Wandering
Dumbleyung
Kulin
Lake Grace
Wagin
Wickepin
Cuballing
Narrogin
Narrogin (Town)
West Arthur
Williams
Bruce Rock
Corrigin
Kondinin
Narembeen
Quairading
Each Council is required to elect a RRG Representative (Councillor) to attend Sub Group
Meetings.
Sub groups are required to elect on a biennial basis and following local government
elections their two (2) elected local government delegate to the RRG (Councillors).
Sub groups are required to elect on a biennial basis (once every two years) two
representatives (CEO’s) and one proxy (CEO) for the Technical Committee.
Sub groups are required to elect on a biennial basis and following Local Government
elections their Chairperson and Deputy Chairperson from elected local government
delegates.
Sub Group minutes are to support the outcomes of all elections.
2.2
Technical Committee
The role of the Technical Committee is to provide administrative and technical advice to
the RRG and sub groups.
The WBS RRG Technical Committee comprises eight (8) Local Government
representatives with experience in local government administration and/or with
technical backgrounds with two (2) representatives from each of the Hotham Dale,
Lakes, Narrogin and Roe Sub Groups. Non-voting members are the Regional Manager
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and the Local Government Interface Manager and the Local Government Support
Officer, Main Roads WA Wheatbelt South Region.
Observers / Visitors are encouraged but may only contribute to the meeting at the
invitation of the Chairperson.
The chairperson of the WBS RRG is to act as the Chairperson of the Technical
Committee. The Chairperson of the committee is to have a casting vote only.
2.3
Regional Road Group
The Wheatbelt South Regional Road Group (RRG) comprises eight (8) elected local
government councillors, or members, with two (2) elected members from each of the
four affiliated sub groups, Hotham Dale, Lakes, Narrogin and Roe Sub Groups.
The Chairperson of the WBS RRG is elected from the eight (8) sub group elected
members by a majority vote. The Chairperson serves a two (2) year term with biennial
elections held following Local Government elections.
The sub group from which the Chairperson is elected shall appoint another elected
representative to be their replacement delegate.
The Chairperson holds a casting vote only.
The Deputy Chairperson of the WBS RRG is elected from the eight (8) sub group elected
members by a majority vote. The Deputy Chairperson serves a two (2) year term with
biennial elections held following Local Government elections
The voting rights of RRG elected Local Government members may not be transferred to
non-elected persons.
Elected members must vote on all motions at RRG Meetings with no provision for
abstaining.
In exceptional circumstance if the voting representatives are unavailable, then members
present may allow voting rights for nominated Chief Executive Officers.
3.
ADMINISTRATIVE SUPPORT
The Main Roads Representative acts as Secretary for the WBS RRG and provides
administrative support to the committee.
The Main Roads Representative will;
 Coordinate Payments to Councils
 Pass information to Councils received from SAC
 Prepare Meeting Agendas and Minutes for the RRG & Technical Committee
 Call for Funding Applications
 Prepare & assess Funding Applications
 Submit all Final Project Programs
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 Provide Support and Advice Councils throughout the year in regards to Funding
approvals, restrictions and amendments.
 Update Regional Road Group Committee Documents on a as needs basis.
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3.1
Committee Members
The Table below details 2013/2014 representatives for Sub groups, Technical
Committee, RRG Delegates and RRG Chairperson.
SUB GROUP
LOCAL
GOVERNMENT
HOTHAM- Shire of Beverley
DALE
Shire of Brookton
Shire of Pingelly
RRG ELECTED
REPRESENTATIVES
Keith Murray (Voting
Delegate)
Kevin O’Connor (proxy)
Shirley Lange (Voting
Delegate
Shire of Wandering
LAKES
Shire of
Dumbleyung
Shire of Kulin
Martin Whitley
Gordon Davidson (Voting
Delegate)
Jim Sullivan (Voting
Delegate)
Shire of Lake Grace
Shire of Wagin
Shire of Wickepin
NARROGIN
Shire of Cuballing
Shire of Narrogin
Town of Narrogin
Shire of Bruce Rock
Shire of Corrigin
Shire of Kondinin
Shire of
Narembeen
Shire of Quairading
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Greg Hadlow
Peter Webster
Mark Hook (Proxy)
Mark Conley (Voting
Delegate)
Leigh Ballard (Voting
Delegate)
Shire of West
Arthur
Shire of Williams
ROE
TECHNICAL COMMITTEE
REPRESENTATIVE
Steve Gollan
Geoff McKeown
Aaron Cook
Ryan Duff
? (Proxy)
Lyn Baker (Chairperson)
? (Voting Delegate)
Greg Vaughan (Voting
Delegate)
Julian Murphy
Chris Jackson (Proxy)
Graeme Fardon
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4.
MEETINGS
Meetings will be scheduled by the RRG Secretary and dates will be considered at the Sub
Group meetings and approved at the Regional Road Group Meeting.
Timing
May
Group
Technical
Committee
June
Sub Group
July
Technical
Committee
(If Required)
July
Sub Group
(If required)
July
Regional Road
Group
By 1st
October
Technical
Committee
By 10th
October
Sub Group
Meetings
By 20th
October
Tech Committee
(if required)
By 30th
October
Sub Group
(If required)
Main Purpose
Discuss the proposed under and over expenditures
Recommend reallocation of funds if required
Review actions from the RRG
Develop proposals for consideration at Sub Group
meetings
Recommend changes to the draft program to the
Technical Committee
Consider recommendations from the Technical
Committee
Consider Sub Groups feedback
Consider alternative options provided by Sub Groups
Develop proposals for RRG approval taking into
consideration Sub Group comments
Make recommendations based on Sub Group Feedback
Consider final Road Program according to funding
Consider program amendments made by the Sub
Group
Recommend to RRG final Road Project Program
Consider actions / recommendations provided from the
Technical Committee
Consider all recommendations made from the
Technical Committee
Approve the Road Project Program
Approve the carry over of Projects
Review draft Road Project Program
Review draft SBS Program
Review draft RRORC Program
Review actions from the RRG
Develop proposals for consideration at Sub Group
meetings
Review proposals from Tech Committee
Consider recommendations from Technical Committee
Provide Feedback on Technical Committee
recommendations
Provide alternative options to Technical Committee to
consider
Consider Sub Groups feedback
Consider alternative options provided by Sub Groups
Develop proposals for RRG approval taking into
consideration Sub Group Comments
Make recommendations based on Sub Group Feedback
Consider actions / recommendations provided from the
Technical Committee
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By 2nd
Week in
November
4.1
Regional Road
Group
Consider recommendations passed through the
Technical Committee
Approval / reject recommendations passed through the
Technical Committee
Attendance at RRG Meetings
Attendance at RRG Meetings by council representatives (other than elected members)
as observers (without voting rights) is encouraged.
Representation from other interested parties is also to be encouraged.
5.
DIRECT GRANTS
Direct Grants are to be allocated to Local Governments on an annual basis using the
Asset Preservation Model formula provided by the Western Australian Local
Government Grants Commission. This amount is to be adjusted annually (positive only)
by calculating the movement in the Consumer Price Index (CPI) from January 1 to
December 31 in the year prior to the budget year to determine the annual total Direct
Grant allocation or by the percentage increase of VLF, whichever is greatest.
To qualify for Direct Grant allocations, Local Governments must provide a Certificate of
Completion to the Main Roads Western Australia Regional Office stating that the
previous year’s allocation has been expended on roads in their district.
Direct Grants are not to be used towards projects funded under the Road Project Grants
Category or for flood damage works, except as provided in Section 9.8.2 of the State
Road Funds to Local Government Procedures. Direct Grant allocations are subject to
annual adjustment for gazetted road classification transfers (ie: State Roads to Local
Government Roads and vice versa) and any net adjustment will be reflected in the total
annual funding provided under this Agreement for Local Government roads. This
adjustment will be based on the outputs of the Asset Preservation Model, which are
agreed to by the State Road Funds to Local Government Advisory Committee and will be
made in the following year.
5.1
Direct Grant Payments
The Local Government shall provide a Certificate of Completion (refer Attachment 2) to
the Main Roads Western Australia Regional Manager for the previous financial year’s
Direct Grant allocation prior to payments being made for the budget year.
Direct Grant allocations made by Main Roads Western Australia to Local Governments
are subject to the provisions of the Financial Management Act 2006 and Auditor General
Act 2006 and therefore subject to audit.
To facilitate a full and open accountability of Direct Grant allocations provided, Local
Governments must ensure that appropriate financial records are established and
maintained to enable verification of expenditures against those allocations provided.
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This requirement is also contained in the Certificate of Completion (Attachment 2)
declaration signed by the Local Government Chief Executive Officer.
5.2
Funds Management
The Regional Road Group has the responsibility to ensure that Direct Grants are
expended in the year of the distribution. Regional Road Groups should advise the State
Road Funds to Local Government Advisory Committee before the end of April in the
budget year, of any likely under expenditure which may occur along with an explanation
as to the cause.
6.
ROAD PROJECT GRANTS
The methodology for allocating funds to Rural Regional Road Groups for road projects is
to be based on 75% of the Asset Preservation Model and 25% population factor. This
distribution methodology is subject to review after two years but the State Advisory
Council.
Regional Road Group funds are to be distributed to projects on a priority basis using a
prioritisation process that is agreed to by the Regional Road Group and endorsed by the
State Road Funds to Local Government Advisory Committee.
These allocations are provided on a cost sharing basis of $2 from Road Project Grant
funds to $1 from Local Government funds. The State Road Funds to Local Government
Advisory Committee may consider variations in exceptional circumstances.
Direct Grants are not to be used towards projects funded under the Road Project Grants
Category or for flood damage works. Regional Road Groups can allocate Road Project
Grants for road related (ie. street lighting) projects provided they are of regional
significance, are prioritised against other road projects within the region and prior
approval is obtained from the State Road Funds to Local Government Advisory
6.1
Multi Criteria Assessment Model (MCA) and User Manual
Local Government submissions for Road Project Grants must be in accordance with the
RRG’s MCA model and associated User Manual.
The RRG has adopted the following principles in developing the MCA model:
(i)
(ii)
(iii)
(iv)
(v)
To be effective in distributing funds to roads of regional significance which have
a high priority need within the region;
To develop a simple process for local governments to prepare submissions and
clearly understand the evaluation methodology;
To ensure local roads of regional significance are maintained at an acceptable
services level to meet user and safety needs;
To improve the level of statistical traffic information and work rates to assist the
accuracy of the road project evaluation process;
To establish guidelines for acceptable road standards and levels of service for
certain road types and traffic usage for input into the MCA process.
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6.2
Traffic Count Data
All traffic data supporting MCA road project submissions for local road project funding
must comply with the requirements of the WBS RRG MCA User Manual. Submissions
that include non-compliant traffic data may not be accepted.
Main Roads WA is authorised by the WBS RRG to carry out independent audits to verify
traffic count data.
6.3
Five Year Program
As a part of the funding process, Councils are required to develop five year programs.
This program is to ensure that the future funding requirements for the Road Project
Grants are known.
Five year Estimates are required to be completed as a part of the MCA Process, however
Councils are required to submit a separate document detailing the entire five year
program within the Council.
6.4
Distribution and Allocation of Local Road Project Funding
Funding is allocated to all councils based on the maximum allocation recommended by
the Technical Committee based on the indicative allocations received by Main Roads.
Main Roads will complete desktop audits to ensure all road project applications meet
the criteria described in the MCA User Manual.
Councils above the maximum allocation are requested to reduce their total project costs
to meet the maximum allocation. All Projects that have been reduced or removed from
the program to meet the maximum allocation will be place in the reserve project list.
From time to time additional State Government funds will become available to the RRG
after the initial distribution of funding and prioritised projects have been approved.
These funds shall be allocated based on the following procedure:
1. Councils with the identified reserve projects be offered the additional funding,
recognising this may take them over the maximum cap
2. With any remaining funds, Councils be offered the opportunity to apply for an
increase in the scope of their work or a new project, but the determination will
be made entirely on the MCA score. Again this recognises that the maximum
may be exceeded.
In the event that the Final Allocation of funding is lower than the Indicative Allocation,
the Capped amount will be reduced until Projects fit within the Final Allocation.
The RRG Secretary will receive final funding allocations in June. The RRG Secretary will
adjust the program and submit to the Technical Committee meeting for
recommendation at the July meeting.
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6.5
Minimum and Maximum Allocations
Wheatbelt South Regional Road Group currently has a minimum allocation of $60,000
and a maximum allocation based on the following model:
Indicative Allocation
Maximum Cap
<$4 Million
$250,000
$4.0 - $4.5Million
$275,000
$4.5 - $5.0 Million
$300,000
$5.0 - $5.5 Million
$325,000
$5.5 - $6.0 Million
$350,000
$6.0 - $6.5 Million
$375,000
$6.5 - $7.0 Million
$400,000
*This model was endorsed by the RRG on 31/5/2011.
Local Government Authorities may be subject to a capping amount which is on
recommendation by the Technical Committee upon reviewing project applications.
If a Council does not provide sufficient information or the application is rejected by the
Technical Committee, the Secretariat of the Regional Road Group will correspond with
the respective Shire advising of the outcome. The reason the project was rejected will
be provided and a request to resubmit a road project application for the value of
$60,000 State contribution, only if the Shire has no other projects approved. If the
Council does not respond within three (3) weeks, the Council will receive no Road
Project Funding. Remaining funds will be put back into the pool funding for allocation to
other projects.
Where the approved value of pool funding sought by a Local Authority is less than the
relevant minimum allocation, the minimum allocation is reduced to the funding value in
question.
6.6
Amalgamations
TO BE UPDATED WHEN APPROVED BY RRG
6.7
Timetable for Funding Submissions
Local road project funding submissions must be made in accordance with the following
timetable:
Submissions to MRWA:
Finalise Technical Committee Agenda
By 1st September
By third week in September
Review by Technical Committee:
Completed by 1st October
Review by the Sub Groups:
By 10th October
2nd Technical Committee if required
2nd Sub Group if required
RRG Approval
By 20th October
By 30th October
No later than 2nd week in November
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If Councils are unable to meet this deadline, they are to correspond in writing to the
Secretary and advise when submissions will be received, but no later than 30thAugust. If
submissions are not received at Main Roads by 1st September, or the revised date,
submissions will not be accepted and the Local Government Authority will receive
minimum allocation of Road Project Grant funding.
6.8
Notification of Status of Road Projects
Road project funds not fully recouped by 31 March will require the Secretary to obtain
from respective Councils whether the balance of a project’s funds will be recouped by
30 June. Where a Council considers the project’s balance of funds will not be recouped
by 30 June, reasons are to be provided in writing to the Secretary by 30 April of each
year.
The Secretary will provide the Technical Committee with a list of identified projects,
relevant Councils and the reasons for not expecting the works to be completed or
recouped by 30 June.
The Technical Committee will then consider the need to re-allocate un-recouped funds
to existing projects provided the funds are to be recouped in that financial year or, to
new projects approved for funding in the next financial year if it is considered to be
more beneficial.
The WBS RRG will consider all projects that were not fully recouped as at 30 June, and
decide at the RRG meeting held in July of each year on a course of action for each
project’s balance of funds, taking into account the reasons provided from Councils.
6.9
Under or Over Expenditure
If the final cost of a project is less than the approved budget allocation, the Local
Government will be paid the actual expenditure incurred subject to certification of
satisfactory completion of the project.
The balance of the approved budget allocation is to be reallocated by the Regional Road
Group to the next priority project.
Where Local Governments have claimed payments in excess of the final project cost and
the funds claimed are $1 000 or less than the actual project cost then funds can be
retained provided they are expended on other road projects. However, where the
amounts claimed by a Council for an individual project exceeds the total project cost by
more than $1 000, the total unexpended amount must be returned to the Main Roads
Western Australia Regional Manager for redistribution by the relevant Regional Road
Group.
For the final project claim, Councils can only claim the lesser of the balance of the
outstanding approved allocation or up to the total project cost.
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6.10
Over Expenditure
Where a project is completed for more than the budget allocation the respective Local
Government shall fund the shortfall.
The Respective Local Government may notify Main Roads Western Australia of the Over
Expenditure and if there are any Under Expenditures in the program, these funds may
be allocated to Over Expended Projects with the approval of the Regional Road Group.
6.11
Changes to the Program
Changes to the program may occur in exceptional circumstances.
All Changes must be recommended by the Technical Committee, Endorsed by Sub
Groups and Approved by the RRG. All Project changes must have legitimate reasoning
and the proposed project be recorded in the Council’s Five Year Road program.
All proposed project changes must be submitted with reasoning and a conforming MCA
Application to Main Roads prior to the May Technical Committee Meeting.
6.12
Payments
Payment requirements are as per Item 10
6.13
Main Roads Website Link
Further information in regards to Road Project Grants can be found at;
https://www.mainroads.wa.gov.au/BuildingRoads/Projects/LocalGovernment/Pages/Lo
calGovernment.aspx
7.
BLACKSPOT FUNDING
Funding provided under the State Black Spot Program on Local Roads is to target
improving the safety of roads with a proven crash history or high risk locations with the
likelihood of crashes occurring.
The State Black Spot Program Guidelines detail the technical and administrative criteria
governing project applications, implementation of approved works and procedural
requirements for expenditure and recovery of approved funding.
The State Black Spot Program Guidelines identify Main Roads Western Australia as the
Managing Authority (State Black Spot Program Manager), responsible for administering
the Program Guidelines. For Local Roads, the Delivery Authority is Local Government
who is responsible for managing the delivery of projects.
State Black Spot projects on local roads are funded by way of a joint contribution (2
SBS : 1 LG).
Every endeavour must be made to fully expend the funds in the year of allocation.
Under exceptional circumstances, extension of projects may be considered by the
Managing Authority. Where an approved project cannot be delivered within the
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financial year, the Managing Authority shall advise the Regional Program Co-ordinator/
Business Manager as early as possible, to enable the funding to be transferred to an
alternative project or projects during that financial year.
Project status information reports shall be prepared by the relevant Delivery Authority
and forwarded to the State Black Spot Program Manager who is responsible for coordinating all reporting associated with the State Black Spot Program.
Details of project status information and submission are to be provided in accordance
with the format detailed in the below table.
Report Type Submission of Information
Annual Report June 30
June 30
Verbal/written Report on Project Construction At RRG Meetings
Status
Project Completion Reports
With Final Claim
Payments under the State Black Spot Program on Local Roads is as per Road
Project Grants (refer Item 10)
For State Black Spot projects on local roads, completion reports (Attachment 3) are to
be certified by the Works Supervisor/Engineer and the Chief Executive Officer of the
Local Government and forwarded to the RRG Secretary.
The State Black Spot Program on Local Roads will fund all costs directly associated with
an approved project. Administrative overheads are indirect costs and therefore are not
eligible for funding. Ongoing running costs are not eligible for funding.
7.1
Assessment of Funding Submissions
Assessment and prioritisation of Local Government State Black Spot Program funding
submissions is carried out by Main Roads WA Officers. Conforming projects are
prioritised based on a Risk Reduction to Cost Ratio determined from ARRB’s Road Safety
Risk Manager (RSRM) software.
7.2
Funding Allocation
State Black Spot funding is allocated to projects in priority order. All available funds are
fully allocated.
7.3
Timetable for Funding Submissions
Local government state black spot program funding submissions must be made in
accordance with the following timetable:
Submissions to MRWA:
Finalise Technical Committee Agenda
By 1st August
By third week in September
Review by Technical Committee:
Completed by 1st October
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Review by the Sub Groups:
By 10th October
2nd Technical Committee if required
2nd Sub Group if required
RRG Approval
By 20th October
By 30th October
No later than 2nd week in November
7.4
Road Safety Audits (Design Stage)
Local Government Authorities are encouraged to carry out Road Safety Audits at design
stage for complex local road projects such as intersection treatments and realignments,
where safety and design issues such as speed, sight distance and signing are significant.
7.5
Works Involving a Highway or Main Road Intersection
Where the works are to involve a highway or main road intersection, it is mandatory
that Main Roads WA is first approached for approval to carry out the design, and for
approval of the design and eventual road works.
7.6
Road Standards
Local governments should endeavour to meet Austroads Road Design Guidelines.
7.7
Seal Width Standard
RRG Technical Committee has considered MRWA Seal Width Guidelines and has agreed
that a reconstruction seal width standard of 7 metres is appropriate for all Significant
Local Roads. A width of 6.2m reseal is acceptable for existing roads.
Any deviation from this standard requires endorsement from RRG Technical Committee
and RRG approval. If endorsed RRG Technical Committee shall seek RRG approval.
7.8
Payments
Payment requirements are as per Item 10
7.9
Main Roads Website Link
Further information in regards to State Blackspot Program can be found at;
https://www.mainroads.wa.gov.au/OurRoads/RoadSafety/BlackSpotProgram/Pages/ap
proved_state.aspx#guide
8.
REGIONAL RUN OFF CRASHES PROGRAM
The objective of the Regional Run Off Crashes Program (RRORC) is to further reduce
and/or prevent road trauma on WA Roads by undertaking projects that will assist in the
reduction or elimination of Run Off Road Crashes.
Adoption of this objective will directly assist to deliver the Western Australia’s Towards
Zero Road Safety Strategy long-term goal of eliminating road crashes as a major cause of
death or serious injury.
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8.1
Eligibility Criteria
For projects to be eligible for consideration in this program, they must qualify for
inclusion within priority lists provided by Main Roads. Every two years the network will
be analysed to identify a priority list where sections of road lengths exceed the network
average for ROR trauma crashes. The sections will be divided into the following three
categories.
Network Average
Comparison
Priority 1
≥5
Priority 2
≥3
Priority 3
≥1
For consideration, the project should be located within sections of priority as provided
by Main Roads. During the prioritisation of projects, factors such as ranking priority,
economy of scale, deliverability and cost effectiveness of proposed treatments will be
considered.
Funding for nominated projects within each Region will be allocated in order of priority.
Funds are only available for projects approved under the program and address the
objective of this Program. Funds are only available for new/improvement works and not
available for maintenance type treatments.
8.2
Prioritisation
The evaluating authority for local roads is the Regional Road Group and Main Roads
(joint assessment).
The evaluating authority shall undertake an initial conformance assessment of all
nominations to determine eligibility in accordance with these Guidelines.
The initial assessment should confirm that each project:
 meets the program project criteria;
 recommends an appropriate cost-effective treatment(s) to address the objective of
this program;
 is adequately scoped and estimated; and
 is deliverable in the nominated time frame.

Following the initial conformance assessment, the evaluating authority shall prioritise all
projects according to the Priority ranking, and if required, according to deliverability and
cost effectiveness of treatment at the proposed location.
Where nominated projects include interface works (e.g. where a local road intersects
with a highway or main road) the proponent for the work shall pay for all work
associated with the project. Furthermore, an Agreement in Principle must be sought by
the proponent from Main Roads.
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8.3
Program Approval
Recommendation, endorsement and approval of projects for the Regional Run Off Road
Crashes Program will be completed by the Regional Road Group, then referred to the
Executive Director Road Network Services for endorsement by the Managing Director of
Main Roads and the Commissioner of Main Roads. The recommended program will be
submitted to the Minister for Transport for approval. The approved program will be
forwarded to the State Road Funds to Local Government Advisory Committee for
information.
8.4
Reserve Projects
Nominations for projects that were not successful, but met the criteria for funding, will
be listed as reserve projects.
The proponents of endorsed reserve projects will be notified and advised that these
projects may be funded at short notice should funds become available as a result of
other approved projects being cancelled or withdrawn. Reserve funding will be allocated
to the next project where a Local Government is able to commit funding and execute
the project.
These projects will not be automatically considered for funding in the following years as
priorities may change. Reserve projects not funded in the year for which they were
submitted will need to be re-nominated in future years.
8.5
Program Delivery Process
Projects are to be delivered in the year when funds are allocated.
8.6
Re-programming
Funding provided from the Road Trauma Trust Account in one financial year cannot be
carried over to the next financial year.
Requests for re-programming of funds to unfinished projects (if any), will need to be
submitted by Main Roads to the Road Safety Council on a yearly basis for its
consideration and approval.
Any requests by the Local Governments for re-programming of funds to unfinished
projects are to be submitted via the RRG Secretary to the Program Development
Coordinator, Road Network Services.
8.7
Project Standards
Prior to the commencement of works, the scope must be fully detailed and in
accordance with the approved program.
The Nominee must ensure that all necessary approvals are obtained prior to the
commencement of work. All new or altered regulatory signs and pavement markings are
to be approved by Main Roads prior to commencement of construction.
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All design must be carried out in accordance with all relevant standards and guidelines
and reflect best practice and within the original cost estimates for the project. Full
allowance shall be made for the interests of vulnerable road user groups and the
provisions of disabled persons.
All work shall be carried out under appropriate and properly prepared specifications.
8.8
Project Variations
The Regional Run Off Road Crashes Program is a fully allocated program without
allowance for cost or scope variations. Any cost variation must therefore be contained
within the overall program budget. Project estimates must therefore be accurate to
ensure delivery of the overall program without any project deferrals.
Variations to the scope or to the total estimated cost must be sought immediately,
under the normal authorisation limits.
Main Roads must be advised of any variations leading to savings in total cost or where
the project’s final cost is less than the allocation from the program. Any savings will be
returned to the Program for re-allocation on a state-wide basis.
8.9
Withdrawals and/or termination of projects
Where an approved project doesn’t proceed, all claimed funds shall be returned to the
to the Regional Run Off Road Crashes program for re-allocation. Subject to deliverability,
unallocated funds will be allocated to reserve projects within the same group of regions.
In exceptional circumstances only, the Managing Authority may consider requests for
re-allocation of funds between the two groups of regions.
8.10
Reporting
Project status information shall be prepared by the relevant delivery authority and
forwarded to the Program Development Coordinator (via Regional Program
Coordinators) who will coordinate all reporting associated with the Regional Run Off
Road Crashes Program.
Summary of reports:
Report
Monthly Status Update
Project Completion Report
Frequency
Monthly
(via the Regional Program Co-ordinator)
To be attached to the last claim
The Project Completion Report is to be signed by the Chief Executive Officer (or a
delegated person on behalf of the Chief Executive Officer).
All reports are to be forwarded to the RRG Secretary.
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8.11
Program Audit
Main Roads may arrange for independent auditing of a sample of projects funded under
the Regional Run Off Road Crashes Program.
This may include:
 Site inspections including treatments and variations to scope of works. Local
Governments and regions are required to keep a record of project development
papers for possible audit.
 Financial audit of claims, contract variations and contract payments to ensure
compliance with these Guidelines.
8.12
Post Implementation Evaluation
It is of fundamental importance that this program be accountable for results in terms of
safety outcomes.
Main Roads will arrange an independent evaluation to identify the actual safety
performance of the program.
8.13
Payments
Payment requirements are as per Item 10
9.
COMMODITY ROUTE SUPPLEMENTARY FUNDING
$2.5 million per year will be set aside from the total Road Project Grant allocation for a
Commodity Route Supplementary Fund from 2012/13.
Commodity Routes are defined as routes where there is a significant high priority
transport task associated with the transport of a commodity such as grain, timber,
agricultural lime, iron ore, etc.
Proposals will be sought by the State Road Funds to Local Government Advisory
Committee from the Regional Road Groups. Regional Road Groups will assess the merits
of a business case supporting an application to the Commodity Route supplementary
Fund and make a recommendation to the State Advisory Committee.
An annual application, which can include projects staged over more than one year, will
be made to the State Road Funds to Local Government Advisory Committee. Allocations
will be provided on a cost sharing basis of $2 from the Commodity Route
Supplementary Fund and $1 from Local Government funds.
The State Road Funds to Local Government Advisory Committee may approve other
special contributory arrangements on the recommendation of the Regional Road Group.
The Commodity Route Supplementary Fund will be applied to projects not eligible or not
prioritised for Road Project Grant funding.
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The State Advisory Committee will review all applications for Commodity Route funding
and select successful projects for funding. Unallocated Commodity Route
Supplementary Funds may be reallocated by the State Road Funds to Local Government
Advisory Committee across all Regional Road Groups.
9.1
Payments
Payment requirements are as per Item 10
9.2
Main Roads Website Link
Further information in regards to Commodity Route Supplementary Funding can be
found at;
https://www.mainroads.wa.gov.au/BuildingRoads/Projects/LocalGovernment/Pages/Lo
calGovernment.aspx
10.
PAYMENTS ROAD PROJECT, COMMODITY ROUTE, STATE BLACKSPOT &
REGIONAL RUN OFF CRASHES PROGRAMS
All Grant allocations made by Main Roads Western Australia to Local Governments are
subject to the provisions of the Financial Management Act 2006 and the Auditor General
Act 2006 and therefore subject to audit.
To facilitate full and open accountability of Road Project Grant allocations provided,
Local Governments must ensure that appropriate financial records are established and
maintained to enable verification of expenditures against the original project funding
approved. The financial records must be in a format capable of assessment within the
context of any annual audit process undertaken by Main Roads Western Australia
auditors.
Local Governments requiring recoup of expenditure from the Road Project Grants,
Commodity Route, National and/or State Black Spot and Regional Run off Road Crashes
Programs may claim funds from the Program at the following milestones, and all
Invoices are to be accompanied by either a Progress Payment Certificate (4A) or a
Certificate of Completion (4B):
Milestone
Commencement of project
(Initial Claim)
40% Progress towards completion
(Second Claim)
Completion (Final Claim)
(Certificate of Completion and, if applicable, Project
Completion Reports must be submitted prior to
final payment being made)
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Certificates
Progress Payment
Certificate
Progress Payment
Certificate
Certificate of Completion
and if applicable, Project
Completion Reports for
RRORC, NBS & SBS
Payment
40%
40%
20%
Page 22 of 37
Certificates and Invoices are to be forwarded by post for processing to:
Accounts Payable
Main Roads Western Australia
PO Box 194
NARROGIN WA 6312
10.1
Progress Payment Certificates (applicable to all grants)
Progress Payment Certificates (Example follows) must include approved project
allocations as included in the original funding request, claim details including
expenditure details of this and prior claims. Project Commencement and Estimated
Completion dates must be included. The Chief Executive Officer and the Works
Supervisor/Engineer must sign this certificate prior to the funds being released to the
Local Government.
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PROGRESS PAYMENT CERTIFICATE
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10.2
Certificate of Completion (applicable to all grants) and Black Spot Project
Completion Report (applicable to Black Spot grants)
Certificates of Completion (Example follows) must include an accurate final cost (i.e. the
actual cost to complete the project – not the approved allocation), including expenditure
detail as included in the original funding request. The Chief Executive Officer and the
Works Supervisor/Engineer must sign this certificate prior to the balance of the funds
being released to the Local Government.
For National and State Black Spot projects, an additional report – A Black Spot Project
Completion Report must be completed and forwarded to Main Roads with the Certificate
of Completion (as mentioned above) and the Invoice. This report is to include “before”
and “after” photographs (in electronic format), inserted in the document as JPEG files.
All parts of the report are to be completed including the total cost of the project to
complete the project and the report is to be certified by your Shire’s CEO. (Example
follows Certificate of Completion).
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CERTIFICATE OF COMPLETION
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BLACK SPOT PROJECTION COMPLETION REPORT
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10.3
GST Requirements and Invoicing
The following table details the GST Requirements for all Grants.
Grant
Direct Grant
Road Project
Commodity Route Supplementary
National and State Blackspot
Regional Run Off Crashes
GST Type
GST Free
Grant Allocation Plus GST
Grant Allocation Plus GST
Grant Allocation Plus GST
Grant Allocation Plus GST
MRWA will issue Blanket Purchase Order Details to all Shires for each approved grant
allocations.
All invoices must include the following information:
ROAD PROJECT GRANTS
Grant Description and Funding Year
Description of Work, Road Name & SLK
Progress Payment #
MRWA Project Number #
Blanket Purchase Order No. #
NBSP - BLACKSPOT
Grant Description and Funding Year
Description of Work, Road Name & SLK
Progress Payment #
MRWA Project Number #
Blanket Purchase Order No. #
REGIONAL RUN OFF ROAD CRASHES
Grant Description and Funding Year
Description of Work, Road Name & SLK
Progress Payment #
MRWA Project Number #
Blanket Purchase Order No. #
COMMODITY ROUTE SUPPLEMENTARY
FUNDING
Grant Description and Funding Year
Description of Work, Road Name & SLK
Progress Payment #
MRWA Project Number #
Blanket Purchase Order No. #
SBSP - BLACKSPOT
Grant Description and Funding Year
Description of Work, Road Name & SLK
Progress Payment #
MRWA Project Number #
Blanket Purchase Order No. #
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DIRECT GRANTS
Grant Description and Funding Year
Shire Name
MRWA Project Number #
Blanket Purchase Order No. #
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11.
LOCAL ROADS OF REGIONAL SIGNIFICANCE
Only Local Roads part of the Significant Local Road Network shall be eligible for Road
Project Grant funding.
11.1
Criteria for Local Roads of Regional Significance
Local roads of regional significance must meet the criteria for freight and community
access, tourism / recreation and road function as detailed at Appendix 1 and be
approved by RRG.
11.2
Variation to Roads of Regional Significance
Wheatbelt Region’s Narrogin RRG has requested that the Significant Road Network be
reviewed on an annual basis.
Local Government Authorities and Main Roads shall review the network and submit
applications for network variations to RRG Technical Group for consideration. See
Appendix 2 for Details.
If it is considered that a road link is not significant by a party other than the Local
Government Authority responsible for that link. The request for removal shall be
received by Main Roads. Main Roads will then approach the responsible Local Authority
for comment. If the LGA does not agree to the link’s removal then an application to
retain the link on the network shall be completed and submitted to RRG Technical
Group for consideration.
All applications (exclusions and additions) shall be considered by the RRG Technical
Group and assessed in accordance with criteria for roads of regional significance as
outlined at Appendix 1.
A recommendation shall be prepared by RRG Technical Group and RRG approval shall be
sought.
The “Significant Road Network” maps shall be updated with RRG approved network
changes. Changes shall be incorporated into the “Roads 2025 Regional Road
Development Strategy” document.
A flowchart showing the process for variation to roads of regional significance is
provided at Appendix 3.
11.3
Local Road Link Crossing RRG Boundary
If the variation involves a road link crossing the RRG boundary the LGA preparing the
variation application must approach the neighbouring LGA for written endorsement of
the proposed variation.
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APPENDIX 1 – SIGNIFICANT LOCAL ROAD CRITERIA
SIGNIFICANT LOCAL ROAD CRITERIA
1.
2.
FREIGHT AND COMMUNITY ACCESS
1.1
Connects areas of significant population.
1.2
Performs District Distributor function.
1.3
Forms part of an inter-regional route.
1.4
Links regional and inter-regional routes.
1.5
Connects major transport terminal with major route.
1.6
Services a major resource or industrial site.
1.7
Provides access to regional institution or community service centre.
1.8
Services off-rail grain storage facility
1.9
Part of regional heavy haulage route.
1.10
Access to remote community (Pop>250).
1.11
Sole access between remote community (Pop>50) and nearest town.
TOURISM / RECREATION
2.1
Access to tourist attraction/recreational area of State/Regional significance.
2.2
Part of State or regionally significant tourist drive.
2.3
3.
High visual quality proven through formal visual assessment.
Connects region with significant tourist destination and gives travel time and
2.4
distance savings.
GENERAL
3.1
No other parallel route exists
DEFINITIONS
Regional Distributor Route: Shall be defined as a road that provides a connection
between inter-regional routes or between areas of significant population.
Inter-Regional Route: Shall be defined as a road that provides the main connection
between this region, other regions in the State and interstate.
Major Route: A road which provides both regional and inter-regional access.
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APPENDIX 2– FORMS – SIGNIFICANT LOCAL ROAD NETWORK REVIEW
NOMINATION FOR ROAD REMOVAL
FROM SIGNIFICANT ROAD NETWORK
Nominated by:
Phone:
e-mail address:
Date:
ROAD NAME:
PLEASE ATTACH LOCALITY MAP
LOCAL GOVERNMENT/S RESPONSIBLE FOR ROAD:
REASON
(Describe the significance of the road’s network role in the context of the trip type
e.g. freight, tourism, regional, local, origins / destinations e.g. sale yards, resource
developments, tourist attractions, regional medical facilities and other appropriate
information.)
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SUBMISSION / RE-SUBMISSION FOR ROAD
TO BE RECOGNISED AS SIGNIFICANT
ROAD NAME:
ROAD NUMBER:
PLEASE ATTACH LOCALITY MAP
Local Government:
Date:
FUNCTION
eg. Provides access for grain growers and haulage contractors to the Aldersyde
off-rail grain receival point from Pingelly, which is an alternative railhead for the
bin. The significance of this road has increased as a result of Cooperative Bulk
Handling’s policy of grain segregation at the receival points.
(Describe the road’s network role in the context of the trip type e.g. freight,
tourism, regional, local, origins/destinations e.g. sale yards, resource
developments, tourist attractions, regional medical facilities and other appropriate
information.)
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DEVELOPMENT NEED
eg. There is a need to widen this road to accommodate the increasing number of
heavy vehicles associated with grain cartage. The majority of this road is
unsealed.
(Describe the sections that are substandard.)
DEVELOPMENT STRATEGY
eg. Widen sections to 7 m and seal.
(Broadly describe the types of works required to bring the road up to the 7m seal
standard. List these works in order of their relative importance as an indication of
how the upgrade can be staged.)
DOES THIS ROAD CROSS THE REGIONAL BOUNDARY ?
IF ANSWER IS YES
Has neighbouring Local Government Authority
agreed that this road is significant ?
Has neighbouring Regional Road Technical Group
agreed that this road is significant ?
YES
NO
YES
NO
YES
NO
NOT YET
ASSESSED
ATTACH AGREEMENT/S TO SUBMISSION IF ANSWER IS YES TO
ANY OF THE ABOVE TWO QUESTIONS
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APPENDIX 3– PROCESS FOR VARIATION TO ROADS OF REGIONAL SIGNIFICANCE
PROCESS FOR VARIATION TO ROADS OF REGIONAL SIGNIFICANCE
Part 1 of 2
Review Current Significant Local Road
Network
WHO: All LGAs
and MRWA
No
Are
There Any
Changes
Required ?
Yes
WHO: All LGAs
and MRWA
Complete Removal Nomination
Form or Addition Submission
Form and sent to MRWA
Yes
Is the Nominator
the Responsible
LGA ?
WHO: Nominator
No
WHO: MRWA
Send a copy of Nomination Form
to responsible LGA
WHO: MRWA
No
Is
Nomination for
Removal ?
Yes
WHO: Responsible
LGA
Complete a Re-Submission Form
and send to MRWA
WHO: Responsible
LGA
No
Is
Nomination
agreed with ?
Yes
WHO: Responsible
LGA
Revise Submission and
Notify MRWA of
Agreement
WHO: Responsible
LGA
Notify MRWA of Disagreement
with Reasons
WHO: Responsible
LGA
END OF PART 1
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PROCESS FOR VARIATION TO ROADS OF REGIONAL SIGNIFICANCE
Part 2 of 2
Compile all Forms and Review
Comments from Part 1 of process and
prepare for
RRG Technical Committee Meeting
WHO: MRWA
Consider all applications for
Network Changes using
“Significant Local Road Criteria”
At RRG Technical Committee Meeting
WHO: RRG Technical
Committee
Minute Decisions and Prepare
Recommendations for
RRG Consideration
Consider
Each Recommendation at
RRG Meeting
WHO: MRWA
WHO: RRG
Minute Decisions
WHO: MRWA
Amend “Significant Road Network
Maps” and Incorporate changes in
“Roads 2030 Regional Road
Development Strategy Document”
WHO: MRWA
Yes
Was
Recommendatio
n
Approved by
RRG?
No
WHO: MRWA
END OF PART 2
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12.
AMENDMENTS TO THE WBS RRG POLICY AND PROCEDURES MANUAL
This manual has been adopted and approved for use by the Wheatbelt South Regional Road Group, with
reference to the minutes of the WBS RRG meeting held 13 May 2009.
Motions from the eight (8) elected sub group delegates to the RRG proposing amendments to the WBS RRG
Policy and Procedures Manual must be carried by a vote equal to or greater than 75% of the eight sub group
elected delegates.
REVISIONS
Revision
Description
1
Entire Review
2
Section 10 & 11 Amendments agreed to at RRG Mtg 29/7/14
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Date
Nov 13
July 14
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