Minutes of Meeting
Local Traffic Committee Meeting
Venue |
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Date |
Tuesday, 18 February 2025 |
Time |
Meeting held Electronically |
BYRON SHIRE COUNCIL
Minutes
MINUTES of the Local Traffic Committee Meeting held on Tuesday, 18 February 2025
File No: I2025/147
Meeting Commenced: The agenda was distributed to the Committee on Tuesday 18 February. Responses were collected by email by Wednesday 19 February 2025.
PRESENT:
Councillors: |
Cr Sarah Ndiaye |
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Cr Jack Dods |
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Transport for NSW: |
Alexie Miller |
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NSW Police: |
Detective Sergeant Donna Tutt |
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MP: |
Audrey Warren on behalf of Tamara Smith MP |
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Staff: |
Phillip Holloway (Director Infrastructure Services) |
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There were no apologies.
Cr J Dods - I have a not significant conflict of interest for Report 6.2
Adoption of Minutes from Previous Meetings
That the minutes of the Local Traffic Committee Meeting held on 25 December 2024 be confirmed. (Miller/Dods) The recommendation was put to the vote and declared carried. |
N/A
Outstanding Issues/Resolutions
N/A
Report No. 6.4 Blues Festival 2025 - Traffic Management Plan File No: I2025/49
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Bluesfest plans to run the 2025 event over the Easter Long Weekend: Thursday 17th April to Sunday 20th April 2025 in accordance with DA10.2014.753.9.
Access to the camp grounds will be available from Wednesday 16th April until the 21st April 2025.
Bluesfest have submitted a traffic management plan (TMP) and traffic guidance scheme (TGS) in accordance with the conditions of consent for DA 10.2014.753.9. The TMP includes a trigger point to be enforced to open Grays Lane in the south, only if ticket sales are greater than 18,000 a day with gates to be open from 9pm-2am ONLY.
Council’s Development Engineer, TfNSW and NSW Police will review & discuss the TMP and TGS with the view to confirm they meet the conditions of consent requirements. For reference the specific traffic related condition has been inserted below.
Contingency plans (refer table 1 in the TMP) have been designed to manage the flow of traffic in the event of an incident or if traffic queues appear as though they may breach KPIs. These contingency plans have been designed with the intent of increase traffic flow from the public roads onto the site before any of the KPIs are breached. These contingency plans are to be implemented by festival management, with notification of any contingency implemented to be given to the relevant parties (traffic control supervisor, police, safety advisor, traffic engineer, etc.). DA 10.2014.753.9 CONDITIONS The following condition are relevant: 61. Transport Management Plan The submission of a Transport Management Plan (TMP) prepared in accordance with the “Guide to Traffic and Transport Management for Special Events”, to Council for approval at least 90 days prior to the commencement of the first event under Stage 1. The Transport Management Plan to be broken into three parts to delineate management measures for small, medium and large events. The plan to be robust to enable it to be used for a variety of small, medium and large events annually. a) The Transport Management Plan must include, but not be limited to: i. Details for the efficient management of parking, including provision for overflows from the southern parking area to the northern parking area. The management of overflow parking must ensure that the overflow vehicles exit the site from where they entered the site. ii. A contingency plan for unplanned incidents that may disrupt traffic and transport before, during or after the event. The contingency plan must be fully documented and include emergency contact names and phone numbers. iii. A copy of an approved Traffic Control Plan. b) The Traffic Control Plan (TCP) must address the following matters: i The TCP must be designed in accordance with the requirements of the Roads and Maritime Services’ Manual, Traffic Control at Work Sites Version 2, and the current Australian Standards, Manual of Uniform Traffic Control Devices Part 3, ‘Traffic Control Devices for Works on Roads’. ii The TCP must be prepared by a suitably qualified and RMS accredited Work Site Traffic Controller. iii The regulation of traffic must be authorised under the Roads Act 1993 and the use of traffic control devices authorised under the Road Transport (Safety & Traffic Management) Act 1999. iv Reduced speed zones must be approved by the Roads and Maritime Services. v There is to be no impact on through travel times on the pacific Highway vi The TCP must incorporate a monitoring program to assess the traffic volumes and peak parking numbers associated with each event. Twenty four hour traffic counts are to be undertaken before, during and after the first two medium and large events (and as further required by Council or the Roads and Maritime Service) for the traffic on the frontage and surrounding roadways. Such report must include details demonstrating compliance with the conditions of consent relating to traffic management including the requirements of the RMS provided below. From time to time aerial photography of the site and surrounds at regular intervals before during and after the event, including peak traffic and parking periods should be undertaken to support the traffic monitoring report. vii The TCP must provide for all relevant conditions of the Roads and Maritime Services. viii The TCP must be submitted to the Local Traffic Committee prior to approval under the Roads Act 1993 and adequate time must be allowed for this to occur and for the preparation of any necessary reports and amendments necessary to meet the Local Traffic Committee recommendations. ix The TCP must satisfactorily address any concerns or issues raised by the Council, Police and/or Roads and Maritime Services from previous events. x The TCP must ensure access to surrounding and neighbouring properties at all times including the wrecker and service station. xi The TCP must provide appropriate signage to prohibit parking in the surrounding road network and to prohibit access to the airport by festival patrons. Adequate provision must be made to allow residents of Grays Lane to park in Tanner Lane near the end of Grays Lane when through access is closed due to flood. Permanent “No Parking” signs in Grays Lane from the Pacific Highway to the Tyagarah Nature Reserve boundary will be considered as a permanent management arrangement. xii Entrance to Grays Lane East of Yarun Road to be restricted to residents and their guests for the duration of the festival to prevent the parking of vehicles in Grays Lane. xiii The TCP to factor in that local roads operate a Level of Service D or better between the hours of 8am and 8pm on event days. The ramps of the Gulgan Road Interchange with the Pacific Highway to operate at Level of Service C or better at event times (See Figure 3.1 Levels of Service Flow rates Austroads Guide to Traffic Management Part 3 and Highway Capacity Manual) xiv The TCP to include provision so that Traffic queuing on the Gulgan road off ramps does not exceed stopping sight distances for 110 km/h speeds. (See RMS supplements and Austroads Guide to road Design Part 3 Section 5.3.1 for stopping sight distances) c) The Transport Management Plan and Traffic Control Plans to be reviewed on an annual basis and where required such plans to be updated accordingly taking into consideration changing traffic conditions, altered management arrangements and other issues as identified by the Roads and Maritime Service, Council or the Regulatory Working Group to ensure the safety and efficiency of the road network. d) The Transport Management Plan and Traffic Guidance Scheme for the temporary use of the camping ground in conjunction with the Splendour in the Grass Festival is to be reviewed at the end of the event and a report prepared by a suitably qualified traffic engineer to identify the effectivity and performance of the Traffic Management Plan including measures to improve the safety and efficiency of the surrounding road network. The report shall be submitted to Council and reviewed by the Splendour in the Grass/ North Byron Parklands Regulatory Working Group Note: · Access/ Egress from, and to, the Pacific Highway to Grays Lane to be closed in the future by the RMS, and opened only to limited event traffic should approval be given. The Transport Management Plan and Traffic Control Plan to reflect proposed changes to this intersection. · Traffic management documents to be in accordance with current standards and terminology as stipulated by TfNSW.
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Committee Comments TfNSW - The dates referred to for the event all refer to 2024 dates – both throughout the report and in the recommendation. Paragraph 15 advises “Council’s Development Engineer, TfNSW and NSW Police have reviewed the submitted TMP and TGS and confirm they meet the conditions of consent requirements”. This confirmation has not yet been provided by TfNSW. There is a regulatory (traffic management) working group meeting to be convened by the event organiser where this will be discussed, but the meeting has not been convened yet. Please take this line out or amend it to reflect that TfNSW has not provided this confirmation (yet). There is plenty of time, and I do not foresee any issues, but given TfNSW, Police, Council and the event organiser have not met yet to go through these plans it’s premature to say this at this point.
NSW Police - Blues Fest Ops, TfNSW are yet to meet to discuss the changes required for the next Festival, however anticipate this occurring in March.
Cr J Dods - Supported Management Comments N/A |
1. That The Local Traffic Committee endorse the regulatory traffic management facilities and devices, including signs and traffic controller provisions proposed for the Council controlled public road network as outlined in attachment 1 (E2025/6308) for the Byron Bay Bluesfest 2025 to be held from Wednesday 16th April 2025 to Monday 21st April 2025, subject to: a) Separate approvals by NSW Police and TfNSW being obtained, noting that the event is on a state road or may impact the state road network; b) The event be held through the implementation of the events Traffic Management Plan and Traffic Control Plan(s) as per attachment 1 (E2025/6308). The Traffic Management Plan is to include contingency measures in case the level of queuing fails to meet KPI requirements. It is noted that such queuing may be caused by the introduction of paid parking. c) The Traffic Management Plan and the Traffic Guidance Scheme(s) to be implemented by those with relevant and current TfNSW accreditation; d) Traffic camera data recorders or similar be used to obtain an accurate record of traffic impacts at KPI queue locations; e) 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; 2. That the event organiser: a) advertise 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; b) provide a copy of the advert for Council's web page; c) give consideration of any submissions received; d) inform 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; e) arrange for private property access and egress affected by the event; f) liaise with bus and taxi operators and ensuring arrangements are made for provision of services during conduct of the event; g) consult with emergency services and any identified issues be addressed; h) holding $20m public liability insurance cover which is valid for the event; i) paying Council’s Road Event Application Fee prior to the event.
An error was identified in the Report (I2025/49) where the date of the festival was incorrectly listed as 2024 instead of 2025 (Miller/Dods) The recommendation was put to the vote and declared carried. |
Matters for Traffic Engineering Advice
Report No. 7.1 Adaptive Pro Surf Championship - 23 March - 30 March File No: I2024/1713
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Council has received an application for the 2025 Adaptive Pro Surf Championship This report is to keep members of the LTC informed of road closures and traffic measures to be put in place at the upcoming event. Opening Ceremony and Event |
Committee Comments TfNSW – Supported NSW Police – Supported Cr J Dods - Supported Management Comments N/A |
1. That the Local Traffic Committee support the Adaptive Pro Surf Competition 23 March through to 30 March 2025 2. That the Local Traffic Committee support in Part 1 is subject to: a) separate approvals by NSW Police and TfNSW being obtained; b) the event organiser providing council with an updated Traffic Management Plan and Traffic Guidance Scheme/s for the event; c) development and implementation of a Traffic Management Plan and Traffic Guidance Scheme/s by those with appropriate TfNSW 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 and Variable Message Signage (VMS) 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 and social media with the event organiser supplying Council with the relevant information; f) access to Lawson Street is to be unrestricted at all times. 3. The event organiser to: The event organiser to: a) Arrange for the event to be notified on Council’s webpage a minimum one week prior to the TGS being implemented; b) Undertake consultation with affected community and businesses including adequate response/action to any raised concerns. c) Undertake consultation with emergency services and any identified issues addressed. d) Holding $20m public liability insurance cover which is valid for the event. e) Paying Council’s Road Event Application Fee prior to the event. (Miller/Dods) The recommendation was put to the vote and declared carried. |
There being no further business the meeting concluded at 19 February 2025.