Minutes of Meeting










Extraordinary local Traffic Committee Meeting





This meeting was conducted electronically, where advice, information and decision of members was sought via email, as per point 5.3.1 of the Guidelines to the Delegation to Councils for the Regulation of Traffic (including the operation of Traffic Committees).

Committee Members

Alan Eichmann – Roads and Maritime Services

Snr Constable David Brigg – Police

Cr Basil Cameron

Tamara Smith MP











Extraordinary local Traffic Committee Meeting Minutes     February 2018



Report of the Extraordinary local Traffic Committee Meeting held IN February 2018

File No: I2018/183



Meeting Commenced:  

The agenda was distributed to the Committee on Tuesday 6 February. Responses were collected via email by 22nd February 2018.



Councillor:  Cr Basil Cameron

Roads and Maritime Services Representative: Linda Makejev

Police:  Snr Constable David Brigg

Tamara Smith MP


Staff:  Evan Elford



There were no apologies.


Declarations of Interest

There were no declarations of interest raised.


Adoption of Minutes from Previous Meetings


Committee Recommendation:

That the minutes of the Local Traffic Committee Meeting held on 16 January 2018 be confirmed at the next ordinary meeting.


The recommendation was put to the vote and declared carried.


Matters Arising

There were no matters arising.


Outstanding Issues/Resolutions

There were no outstanding issues/resolutions.


Regulatory Matters

Report No. 6.1             Traffic - Events - Byron Bay Blues Festival 2018

File No:                        I2018/96




Council has received an event Traffic Management Plan (TMP) and Traffic Control Plan (TCP) for Byron Bay Bluesfest 2018 to be held on Thursday 29 March 2018 to Monday 2 April 2018.




That the Local Traffic Committee (LTC) review the event documents and provide comments and the recommendations to the Byron Bay Bluesfest 2018 organisers for the event to be held on Thursday 29 March 2018 to Monday 2 April 2018.


The committee are requested to specifically  review the recommendations contained within the 2017 Post Event Traffic Evaluation Report prepared by Greg Alderson and Associates and provide comment in relation to support for the recommendation or otherwise.


To assist the committee members, the recommendations and conclusion contained in the Alderson Report have been reproduced below.



12 Recommendations from this report

Recommendations included in this report are summarised below:


1.    Recommend: that the temporary festival delineation of the southbound off-ramp is reviewed for future events. Issues to consider could include:

            - that the delineation starts earlier on the off-ramp;

            - install different arrangement of signs and devices;

  - roadside and signage maintenance works are undertaken to improve sight distance to the

     Bluesfest off-ramp;

            - A detailed section of the TCP should be included for this small area showing all signs and

              devices to be installed;

            - Reducing the speed of exiting vehicles to 60km/h or less to reduce exit ramp sight

              distance requirements*

*AUSTROADS Guide to Road Design Part 4C: Interchanges, Section 7.3 specifies sight distance requirements for vehicles using exit ramps. In a 110km/h speed zone, the sight distance required to the exit ramp “nose” from the auxiliary lane is 215m. It is estimated that the drivers sight distance to the exit nose of the Bluesfest Off-Ramp is less than this and may be a contributing factor to this issue. For 60km/h a reduced requirement of 120m is required.


2. Recommend: that this driveway access (Access 3) is upgraded in the future to improve efficiency and that the internal driveway from access 3 to Noble Way is sealed.


3. Recommend: Future TCP could include a temporary footway along here (Tanner Lane) with pedestrian barrier/s.


4. Recommend: Traffic Control Manager must be aware of any future queuing along Yarun Road in real time and implement internal measures to ensure queuing is not caused by back up of internal site traffic.


5. Recommend: Retain the new pick-up zone location for future festivals, this was very successful.


6. Recommend: Bluesfest investigate feasibility of a Grays Lane exit


7. Recommend: That Bluesfest continue to improve and increase shuttle bus services for the festival.


8. Recommend: Bluesfest investigate having shuttle buses enter the site at a different location to improve efficiency. Entry from either Grays Lane or the Southbound Exit Ramp should be considered.




Bluesfest has lodged documents for the 29th annual Byron Bay Bluesfest  event to be held  Thursday 29 March 2018 to Monday 2 April 2018 for consideration by the Local Traffic Committee.


Bluesfest have also provided a copy of the Bluesfest 2017 Post Event Traffic Evaluation Report prepared by Greg Alderson and Associates which amongst other things contains a number of recommendations for changes to be incorporated into future traffic management plans for implementation.


The report concludes that the traffic control measures external to the site, were appropriate for the event and were capable of dealing with the patronage and traffic flows.

The main issue observed that must be rectified for the 2018 event is recommendation 1 from Section 12 above.”


The Traffic Management Plan (TMP) and Traffic Control Plans (TCP) are different to those submitted for the 2017 event although it is not possible to assess if all the recommendations contained within the Alderson Report have been incorporated into the plans to be implemented for the 2018 event.




1.   Congestion caused by the event will directly affect a RMS controlled asset – Pacific Highway.


2.   RMS Traffic Engineering Department requires separate approval of the TMP and TCP.




§ Budget/Financial


The event organisers to pay the relevant Approval of Road Events fee pursuant to s144 of the Roads Act  as per the Fees & Charges 2017/18.


§ Asset Management

Not applicable.


Committee Comments


Linda Makejev, RMS provided the following comments:


M1 Pacific Mwy Traffic Management


·      Consultation with the Transport Management Centre (TMC)  Transport Operations Room (TOR) at the commencement of the Bump In Traffic – Campers

·      Consultation with the TMC TOR during the event daily in regards to day patron increased traffic congestion.

·      Consultation with the TMC TOR at the commencement of the Bump Out Traffic – Campers.

·      On site Traffic Control Supervisor or Event Traffic Management to update and advise of any delays on the Pacific Hwy.

·      Section 5.0 of the TMP does not mention that the event organiser needs to ensure that the supervising traffic engineer monitors the north and southbound off load ramps to ensure that traffic does not impact on the Pacific Motorway.

·      Council should ensure that traffic management plans identified in the TMP and associated TCP’s minimise the impact on the no-event community by minimising delays

·      The proposed event portable VMS messages on the motorway VMS should not advertise the ‘event traffic access messages’ until the 00:01 hours on the day of the event. Messages on the days leading up to the event should advised travellers/warn drivers of possible delays, for example (BLUES FESTIVE 29 MAR-2 APRIL – POSSIBLE DELAYS). Any event ‘traffic access messages’ should terminate at the end of the event at 22:00 hrs April 2nd. Messages should then be programmed to advise travellers/warn drivers of possible delays following the event.

·      RMS to review all portable VMS messages


Ewingsdale Rd Interchange/Gulgan Rd Interchange


·      Ewingsdale interchange off ramp Portable VMS placement?

·      Pacific Hwy NBND – Prior to Ewingsdale exit - Portable VMS required?

·      Any congestion of significant delays at either interchanges - to be advised to TMC TOR.


Traffic Control Devices


·      Installation of No Stopping Signs -  How will this be enforced at the various locations?

·      Enforcement measures of no stopping area needs to be identified and clarified as to who is responsible for issuing parking infringement notices

·      Removal of Event related signage (portable VMS boards) at the completion/ bump-out of the event.


Road Occupancy Licence (ROL)


·      Site Specific – Strategic portable VMS placement.

·      ROL for contingency Plan TCP?

·      RAM Glen Innes to undertake ROL conflict checks in the vicinity (M1 Pacific Mwy)


Contingency Plans


·      Emergency Management Plan/ Evacuation Plan – required Police and Emergency Services to be consulted – required.

·      Wet Weather Plan – required and the traffic impacts during Bump in/out periods.

·      Pedestrian Management Plan – required.


Bus Plan


·      Bus Marshalls – patrons setting down/picking up at festival  - Patrons boarding buses at the various pick up locations

·      Bus Timetable adherence and communication to Festival Management and to the Patrons.

·      Delays or breakdowns to be logged and reported.

·      Plans for alternate bus company where there are unplanned incidents. At responsibility of the event organiser, pedestrians from the event are not to be found walking along the M1 Pacific Mwy at any time.

·      Bus Company liaison required – 24/7 for updates.

·      A communication strategy required to communication to festival patron of any delays.


Taxi/ Uber


·      Taxi areas and Uber drop off area – pedestrian management.


Paid Parking on site


·      Car park entry queue lengths – pre paid parking delays.

·      Bus set down areas – queues of buses conflicting with event vehicle ingress.


Bluesfest Playing Schedule


·      Peak performance time have not been identified. This will be an effect of day patron event traffic and regular traffic. Will the traffic control management be increased at theses peak times for the ingress and egress daily? Communication to the TMC TOR in regards to changes traffic movement, where there potential for delays.


Camping Bump in on Wednesday 28 March 2018


·      Note the bump-in with be immediately prior to the Easter long weekend, local traffic non-event traffic expected to increased.

·      Peak traffic periods to be monitored with traffic data collection.

·      Unplanned incidents to be reported and end of queue management to be monitor and photographed where/ when possible safely.

·      Do we have a breakdown of the patronage postcode origin. Is there an update percentage breakdown in camping numbers and day patronage


Unplanned Incidents


·      Festival Traffic management to report unplanned Traffic incidents to Police and TMC TOR where the impact may affect a closure on the M1 Pacific Mwy and the ingress traffic and egress traffic.

·      Consider - Consultation with a local towing company, to assist with breakdowns.


Page 12


·      RMS – Craig Roberts is no longer the Manager of the Regional Traffic Operations Centre. (for several years now).


Further Conditions


·      Any conditions required by Police or Council must be met by the organisers,

·      The events must be staged as specified in your Traffic Management Plan,

·      The events must be staged in accordance with the Work Health and Safety Act 2013,

·      The events must be conducted in compliance with Australian Road Rules and other relevant State legislation,

·      Any civilian traffic controllers used to control traffic must be hold appropriate traffic control accreditation,

·      Traffic control arrangements must comply with Australian Standard 1742.3 and the Roads and Maritime Traffic Control at Worksites manual,

·      Adequate public liability insurance must exist, it is recommended that such insurance be to a minimum value $20,000,000 (twenty million dollars),

·      Council should ensure that the event organiser has installed all pedestrian control devices in accordance to the TMP and that all pedestrian control devices meet Australian Standards

·      Should significant traffic delays or queues occur as a result of the events then the participants must vacate traffic lanes immediately and normal traffic access be restored


Management Comments


There were no Management Comments


Committee Recommendation:

1.       That Council endorse the recommendations of the Local Traffic Committee for the Byron Bay Bluesfest 2018 to be held on Thursday 29 March 2018 to Monday 2 April 2018.


2.       That the approval provided in Part 1 is subject to:


a.    separate approvals by NSW Police and RMS being obtained, noting that the event is on a state road or may impact the state road network


b.    implementation of the Traffic Management Plan and Traffic Control Plan approved by Police and RMS, including the use of signed detours, as designed and implemented by those with appropriate accreditation


c.    that the impact of the event be advertised via a notice in the local weekly paper a minimum of one week prior to the operational impacts taking effect, noting it must include the event name, specifics of any traffic impacts or road closures and times, alternative route arrangements, event organiser, a personal contact name and a telephone number for all event related enquiries or complaints


d.    the event be notified on Council’s webpage


e.    the event organiser:


i.    Update the Traffic Management and Control Plans to be implemented  for the 2018 event to incorporate the recommendations contained within the Greg Alderson & Associates – Bluesfest 2017 Post Event Traffic Evaluation Report in accordance with the committee comments.


ii.  Update the Traffic Management and Control Plans to be implemented for the 2018 event in consideration of comments provided by the RMS and to incorporate the requirements outlined in the RMS comments


iii. undertake consultation with community and affected businesses including adequate response/action to any raised concerns


iv  undertake consultation with emergency services and any identified issues addressed


v.  hold $20m public liability insurance cover which is valid for the event


vi. pay Council’s Road Event Application Fee prior to the event


The recommendation was put to the vote and declared carried unanimously.



There being no further business the meeting concluded at 4:16pm on 23rd February 2016.