Agenda of Extraordinary Local Traffic Committee Meeting

BYRON SHIRE COUNCIL

Local Traffic Committee Meeting 6.1

Regulatory Matters

Report No. 6.1 Events - Falls Festival 2018/19 - Road Closures

File No: I2018/1788

SUMMARY

Council has received an application and Traffic Control Plan (TCP) from Greg Alderson & Associates on behalf of Look Up and Live Pty Ltd for Falls Festival 2018/19 at North Byron Parklands in Yelgun, which is to be held during the New Year’s period of 2018/19.

The festival will be held from 31 December 2018 to Tuesday 2 January 2019.

Camper bump in will commence on 30 December 2018.

The camping areas close on 3 January 2019.

LTC is requested to endorse the temporary traffic management and regulatory changes within the series of Traffic Control Plans, as relates to the Falls Festival to be held at the North Byron Parklands site Yelgun between 31 December 2018 and 2 January 2019 inclusive, subject to specified conditions.

BACKGROUND

The Falls Festival was held at North Byron Parklands for the first time during the 2013/14 New Year’s Eve period and held each year since that date. All festivals were a success from a traffic engineering perspective with no major impacts on the public roads during peak arrival periods.

This is the fifth year in the five-year trial period for North Byron Parklands (NBP) as an event site.

This year, approval exists for one large trial event up to 32,500 which was held in July 2017, one medium trial event (anticipated to be up to 25,000 patrons) and one small trial event (up to 15,000 patrons). Falls 2013/14 was the first medium trial event to be held at the site and was held around New Year’s 2013/14. Falls Festival 2018/19 is the fifth medium trial event and is to be held around New Year’s 2018/19.

Falls Festival 2017/18 was generally a success from a traffic engineering perspective but with two concerns arising. Firstly, a higher volume of arrival traffic on the first day led to a level of service on Tweed Valley Way below LOS C. The KPI for Tweed Valley Way is to maintain a LOS C or better. Secondly, traffic lengths extended onto Tweed Valley Way / Brunswick Valley way beyond the turning lanes. The maximum queue length onto Tweed Valley Way / Brunswick Valley Way, beyond the turning lanes, is 0m.

In the words of this year’s TMP:-

There were two minor failures in regard to the given Key Performance Indicators (KPI’s). A higher peak flow on the first arrival day than has been experienced before led to queuing from the site and onto the Tweed Valley Way. This also resulted in a LOS less than C for 1-2 hours during the peak ingress period on Saturday the 30th of December.

Probable factors contributing to the observed traffic issues were:

· Higher ratio of day 1/day 2 car pass sales than previous years

· Higher total number of festival patrons than previous years

· First arrival day being a Saturday providing opportunity for concentrated peak ingress period

· Reduced vehicle occupancy (2.29ppv for FFB2017 compared to 2.4ppv for FFB2016)

Methods recommended for consideration in the Traffic Evaluation Report for reducing the opportunity for queueing on the Tweed Valley Way for future events include:-

· Reduce the ratio of day 1/day 2 car pass sales

· Introduce more granular car pass ticketing (i.e. car passes for arrival before 1pm/after 2pm) in order to spread the arrival distribution across the day

· Separate pick-up/drop-off traffic arrivals by utilising Gate D

· Provide incentives for increased vehicle occupancy (i.e. added value for 4+ person vehicles)

It would also be appropriate to have available contingency Traffic Control Plans in case queueing occurs again, to ensure safe traffic management.

It is noted that a Contingency TCP has been provided.

KEY ISSUES

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

2. Separate approval of the TMP & TCP required by the RMS Traffic Engineering Department.

COUNCIL IMPLICATIONS

§ Budget/Financial

The event organisers to be invoiced for the relevant Approval of Road Events pursuant to s144 of the Roads Act fee as per the Fees & Charges 2018/19.

§ Asset Management

N/A

§ Policy or Regulation

Regulatory traffic signage as delegated to council for authorisation in conjunction with NSW Road Rules.

§ Consultation

A condition of the endorsement of this event is that appropriate consultation is undertaken, including:

· Advertising the impact of the event in the local newspaper and on the Council website.

· Informing community and business that are directly impacted.

· Liaising with bus and taxi operators.

· Consulting with emergency services.

§ Legal and Risk Management

Congestion caused by the event will directly affect a RMS controlled asset – Pacific Highway. Separate approval of the TMP & TCP required by the RMS Traffic Engineering Department.

RECOMMENDATION:

That Council approve the Traffic Management Plan, which includes Traffic Control Plans, for the Falls Festival 2018/19 to be held at the North Byron Parklands site, Yelgun 31 December 2018 to 2 January 2019 inclusive, subject to the following conditions: -

a) Separate approvals by NSW Police and RMS being obtained;

b) Implementation of the approved Traffic Management Plan and Traffic Control Plan by those with appropriate RMS accreditation and the holding of current and appropriate levels of insurance and liability cover;

c) The approved event size being sufficient (20,000 patrons) to trigger use of the south car park as per the DA Condition for its use;

d) The temporary ‘No Stopping’ where applied, including on Brunswick Valley Way (between Shara Boulevard and Tweed Valley Way) and on Tweed Valley Way (between Brunswick Valley Way and the Shire boundary), is implemented prior to the event and in accordance with relevant state requirements and Australian Standards;

e) A communications protocol be developed and maintained by those involved in the implementation of traffic management including monitoring and ability to implement contingency plans as and when directed;

f) Monitoring of vehicle volumes that arrive and depart the festival site and on the local road network;

g) The holding of an event debrief within the month following the festival which includes but not limited to Council, RMS and Police;

h) The event organiser:

i) advertising the impact of the event 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;

ii) providing a copy of the advert for Council's web page;

iii) give consideration of any submissions received;

iv) informing community and businesses that are directly impacted (e.g. adjacent to the event) via written information which is delivered to the property in a timely manner so as to document, consider and respond to any concerns raised;

v) arranging for private property access and egress affected by the event;

vi) liaising with bus and taxi operators and ensuring arrangements are made for provision of services during conduct of the event;

vii) consulting with emergency services and any identified issues be addressed;

viii) holding $20m public liability insurance cover which is valid for the event.

ix) paying of Council’s Road Event Application Fee prior to the event.

Attachments:

1 Traffic Monitoring Program (TMoP) - Falls Festival 201819, E2018/74981 , page 6⇩

2 19061 TMP_0, E2018/74982 , page 6⇩

BYRON SHIRE COUNCIL

Local Traffic Committee Meeting 6.2

Report No. 6.2 Events - Byron Bay Triathlon 2019 - Traffic Management

File No: I2018/1787

Summary

Council has received an event application from NXsports Community Foundation for the 2019 Byron Bay Triathlon to be held on Saturday 11 May.

As seen in the attached Letter to Byron Local Traffic Committee the organisers are requesting the LTC for approval to conduct the event and have submitted a Community and Transit Management Plan which contains the detailed Traffic Management Plan and Traffic Control Plans in support of their application (see attached).

The event proposes several roads to be closed within Byron Bay CBD. The shortest road closer is proposed to be 3 hours (Broken Head Road between Old Bangalow Rd and BP Fuel Station Beech Dr) with the longest road closure proposed to be 10 hours (Bay St in front of the Surf Club).

Background

This event was previously reported to the LTC in 19 September 2017 for consideration of and for comments to be provided by LTC for the 2 options routes being considered by the event organisers for the 2018 event.

LTC meeting comments were supportive of the Option B route as there was less impact on the community with less road closure – this option was then put in place for the 2018 event. The 2019 event proposes the same Option B route.

The event organiser’s application includes relevant traffic management documents based on Option B as implemented successfully for the 2018 event.

Event Timetable

The table below present the timing of the event from bump in to bump out.

Event Course

Figure 1 presents the event course and roads required to be closed for bike course.

Figure 2 presents the event course and roads required to be closed for the run course

Figure 1

Figure 2

Proposed Road Closures

The timing of proposed road closures is as follows in the table below and is proposed to be managed via a TMP and TCP, contained within the Community and Transit Management Plan attached.

COUNCIL IMPLICATIONS

§ Budget/Financial

The event organisers to be invoiced for the relevant Approval of Road Events pursuant to s144 of the Roads Act fee as per the Fees & Charges 2018/19.

§ Asset Management

N/A

§ Policy or Regulation

Regulatory traffic signage associated with the TCP as delegated to council for authorisation in conjunction with NSW Road Rules.

§ Consultation

After the 2018 event the applicant undertook a post event review with key stakeholders. The 2019 event has been modified to take into account feedback from these stakeholders.

§ Legal and Risk Management

A risk assessment has been undertaken as part of the attached Community & Transit Management Plan.

RECOMMENDATION:

1) That the Byron Bay Triathlon to be held on Saturday 11 May 2019, which includes the temporary road closures below and Denning Park access, be endorsed between these times:

Endorse the Traffic Management Plans for the 2019 Byron Bay Triathlon to be held on Saturday 11 May 2019 3) That the approval provided in Part 1 and Part 2 is subject to:

a) separate approvals by NSW Police and RMS being obtained;

b) the event organiser provide council with an updated Traffic Management Plan and Traffic Control Plan for the 2019 event, if required by the Police and RMS;

c) implementation of the approved Traffic Management Plan and Traffic Control Plan by those with appropriate RMS accreditation and the holding of current and appropriate levels of insurance and liability cover;

d) the impact of the event be advertised, and charged at cost to the organisers, 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;

e) the event be notified on Council’s web page;

f) the event organiser:

· informing community and businesses that are directly impacted (eg within road closure zones) via written information which is delivered to the property in a timely manner so as to document, consider and respond to any concerns raised;

· arranging for private property access and egress affected by the event;

· liaising with bus, taxi and waste operators and ensuring arrangements are made for provision of services during conduct of the event;

· consulting with emergency services and any identified issues be addressed;

· holding $20m public liability insurance cover which is valid for the event;

· paying of Council’s Road Event Application Fee prior to the event.

Provide the committee comments to the Events Team and Event Organisers

Attachments:

1 BBT19 Community and Transit Management Plan - 2019.1, E2018/74974 , page 6 ⇩

2 BBT19 Letter to Byron Local Traffic Committee, E2018/74975 , page 6 ⇩

Venue	Electronic
Date	Friday, 21 September 2018
Time
Committee Members	Katherine Boulton – Roads and Maritime Services Snr Constable David Brigg – Police Cr Basil Cameron Tamara Smith MP