170322 - First Task Group Meeting - Minutes

RODGER ROAD, PANTON HILL SPECIAL CHARGE SCHEME

FIRST TASK GROUP MEETING 22 MARCH 2017

MINUTES

PRESENT Name Position & Contact Details Present Councillor, Bunjil Ward Cr Karen Egan Yes 0408 058 899; [email protected] Design Coordinator Infrastructure Development Patrick Wood Yes 9433-3193; [email protected] Project Engineer Vladimir Misic Yes 9433-3250; [email protected] 45 Rodger Road Andrew Forsyth-Grant Yes 0438 414 119 59 Rodger Road David Gysen Yes 0421 804 063 Brian Hennessy 75 Rodger Road, details (TBC) No 106 Rodger Road Chris O’Connor Yes 0418 811 611; [email protected] 150 Rodger Road Janice Crosswhite Yes 9719 7553; [email protected]

APOLOGIES  Brian Hennessy

INTRODUCTION  Welcome – Task Group was introduced and provided contact details for circulation.  Terms of reference were distributed and the role of the Task Group was explained.

PROCEDURE FROM HERE ON  Generally two to three Task Group meetings would be held. The next meeting will be held on site where the Task Group will be presented with updated design plans for discussion. If required, further meetings can be held.  Once the design plans are complete, all the residents will be invited to a final information session to view the proposal. Council will also explain the process moving forward.  Statutory process: - Intention to Declare - 28 days for submissions and objections - Future Nillumbik Committee meeting – consider submissions and objections - Declaration - 30 days VCAT appeals period  Tendering and construction process: - Contract for construction will be awarded via a public tender process - Invoice will be issued following the commencement of works, based on estimated costs, with payment required within 30 days from the date of the invoice (upfront payment or 10 year quarterly instalment options are available) - Second road seal to be applied up to 12 months after construction - Reconciliation of scheme costs

QUESTIONS ARISING FROM COMMENTS FORM  Road width: - Several comments were made regarding widening the road to allow for two vehicles to pass each other. The road will be designed to existing widths and alignment and widened where possible to improve safety. It is possible to install additional passing bays or utilise existing driveways on narrow sections of the road to create opportunities for two vehicles to pass each other. The Task Group identified two narrow locations along the road with sight line issues and safety concerns. One location is approximately 820 metres from Bishops Road on a sharp bend, and the other location is adjacent to the driveway of property 160 Rodger Road, where northbound vehicles approach a crest.  Increased/reduced road lengths: - It was suggested that cost estimates should be compared with an option of constructing the whole length of Rodger Road. Council only surveyed property owners adjoining the road between Bishops Road and Lawrence Road, as the petition received was signed by owners from that section of road. Council generally does not inform surrounding residents about the scheme. If Council were approached by surrounding residents to investigate sealing Rodger Road beyond Lawrence Road, it would be considered. - It was also suggested that the scheme should be terminated at the entry to Bunjil Reserve to decrease costs of the Scheme. Council policy is that any road sealing must be from an existing sealed road intersection up to the next intersection. Therefore, Council would not consider reducing the length of the scheme.  Traffic concerns: - Road signage will be considered in the design. Council will conduct a traffic speed and volume survey prior to road construction and also some time after road construction.  Meeting times and minutes: - The Task Group has been asked to gather information of people in Rodger Road that have no access to internet and require minutes to be mailed to individually. The Task Group members present mentioned they are reasonably flexible and would not need too much notice when organising the next meeting. It was suggested the next site meeting could be commenced from 4pm, if required.  Affordability: - Property owners experiencing financial hardship can apply to Council’s Manager of Finance to consider special arrangements. With this application, the property owners would be required to provide personal information to support their claim.  Additional asphalt on crossovers: - As part of the scheme, the crossovers would be asphalted with a minimum of two metres from the edge of road seal towards the property boundary in order to protect the road. Should property owners wish to further seal their driveways, they can contact the Supervising Council Officer, at the time of construction, to arrange a quote with the contractor. The property owner would pay the contractor directly for any agreed additional works separate from the scheme.

GENERAL DESIGN  Current road grades/widths: - The road design would predominantly follow the existing width and alignment. Very narrow sections of the road (between properties 106-160 Rodger Road), would be widened to a minimum width of 3.5m with passing bays at appropriate locations.  Rural construction: - The road surface would predominantly be a sprayed seal. The road would be asphalted at intersections and other locations identified, as required.  Drainage: - The existing table drains would be cleaned and reshaped. If required, sections of the table drains may be asphalted where erosion is a problem or to gain extra driveable road width. The Task Group identified existing drainage issues adjacent to property 106 Rodger Road and discussed possibly formalising some cut off drains to direct water to existing dams within properties 105 and 150 Rodger Road.  Driveways: - All driveways will be sealed with asphalt minimum two metres from the edge of road seal, to protect the road.

NEXT MEETING –– TO BE CONFIRMED