COUNCIL POLICY

Cattle Underpasses Policy No: PS-06

Approval Date: November 2017

Approved By:

Review Date: November 2021

Version No: 001

Responsible Officer: Director of Physical Services

External References: PS-06 Cattle Underpasses Cattle Underpass Scheme (CUPS) through Regional Development Victoria

Authorising Officer: Chief Executive Officer

1. PURPOSEThe purpose of this policy is to detail the appropriate procedure, fundingarrangements and ongoing responsibility associated with the construction of cattleunderpasses.

2. SCOPEThe construction of cattle underpasses is supported by Council, as it is animportant element towards improving road safety and to also limit the amount ofdamage to the road resulting from the necessary movement of livestock.This policy applies to any land owner and/or individual who would like to install acattle underpass on a Council road reserve or a Vicroads road reserve that islocated within the Moyne Shire boundary for the purposes of moving stock, andwhose property would thereby be served by the underpass.This policy will only apply to underpasses on Council road reserves and Vicroadsroad reserves. Where the proposed underpass location is located within eitherVicTrack or VicRoads reserves, Council will direct landowners to contact theresponsible authority for authority to construct.

3. DEFINITIONSVFF: Victorian Farmers Federation

CUPS: Cattle Underpass Scheme

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4. POLICY

The following steps are undertaken when Council receives a request for the construction of a cattle underpass.

• Council officers will discuss whether the proposed location identified is appropriate, and the application and installation process with the individual requesting the cattle underpass. This early discussion will also consider issues such as impact upon the road network and surrounding drainage issues.

• Typically, the relevant individual contacting Council is aware of the Cattle Underpass Scheme (CUPS), which is a Regional Development Victoria funding program administered by the Victorian Farmers Federation (VFF). If they are not, Council will draw their attention to the scheme and supply the relevant contact information. The details of the funding scheme are as follows (correct for May 2017):

The applicant must obtain at least two quotes for design and installation of the underpass.

The funding available is 33% of the underpass cost up to a maximum of $50,000 plus GST, based on whichever is the lesser of the two quotes obtained.

The applicant would need to make an application for consideration under the funding scheme. The VFF will advise the applicant when/if funding has been approved.

The applicant would need to meet all funding requirements as stipulated in the agreement, (Attachment 1).

• Council staff will also advise the applicant of the following Council funding as summarised below:

Council may assist up to a maximum of the lesser of $10,000 or 15% of the cost of construction of the underpass in the road formation and the associated safety guard rail. The farmer will be responsible for all other costs.

Applicants can apply at anytime throughout the year.

A maximum pool of $50,000 will be made available by Council in any one financial year.

Applicants will be required to provide proof of CUPS funding (if applicable), plans, location and quote for works as well as proof of authority for Vicroads applications.

All applications will be presented to Council for approval.

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• Council will also explain and stipulate design and maintenance requirements as follows:

The design of the cattle underpass must be undertaken by a suitably qualified engineer.

The underpass must have a concrete floor and be capable of draining.

Guardrail for the structure will be in accordance with VicRoads standard drawing SD4083C (unless superceded).

The design, including location and construction process must be approved by the Director of Physical Services or their duly delegated representative.

All ongoing maintenance and repair of the underpass is the responsibility of the applicant and will be subject to the signing of a deed of agreement with Council, as a legal record pertaining to all issues and liability associated with the underpass.

• Once all of this information is understood by the applicant and they acknowledge their willingness to proceed with the process, and installation is under CUPS, Council will issue a letter of in-principle support for the installation of the underpass at the proposed location.

• Once funding arrangements are finalised, the applicant would need to appoint a contractor to undertake the works and organise the following:

The design for the underpass, to be undertaken by a suitably qualified structural engineer, and submitted to and approved by Council;

Satisfactorily addressing items on the compliance checklist (Attachment 2);

Application for a Works Within Road Reserves Permit for the installation of the underpass, and issue of subsequent Works Within Road Reserves Permit by Council.

Installation of underpass undertaken as per the approved design and conditions of the Works Within Road Reserves Permit and by suitably experienced contractors;

• Whilst this is occurring the applicant enters into an initial 20-year Deed of

Agreement with Council regarding the underpass. This is to be renewed at the completion of each 20-year period until such time as the underpass is removed (at the expense of the landholder being served by the underpass);

• Once all the necessary permits and the deed of agreement is signed, construction works can be undertaken.

• Council would then undertake a final inspection of the completed works as the responsible road authority, and issue a letter confirming satisfactory installation of the underpass.

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5. QUALITY RECORDS

Record Retention/Disposal Responsibility

Location

PS-06 Cattle underpasses

Director of Physical Services

Magiq/Policy/Physical Services

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6. ATTACHMENTS Attachment 1: Cattle Underpass Scheme Guidelines and Application Form

Attachment 2: Compliance Checklist

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Attachment 1: Cattle Underpass Scheme Guidelines and Application Form

How to apply Application for funding is made by the farmer. The steps in the process are as follows:

Step Notes

1. Contact contractors Farmer requests quotes for construction of an underpass from two contractors.

2. Contractors provide quotes Contractors will issue quotes showing total construction cost less the CUPS program funding (if eligible) leaving the amount the farmer must pay.

3. Farmer applies for funding 4. Contact VicRoads, Council or Rail Authority for advice

The farmer will fill out an application form (CUPS01), with the two quotes and send it to the VFF. It is preferred that the farmer has approval from the relevant authority (see step 4) at this time but this is not necessary. The rebate will be based on the lower of the two quotes. The farmer can apply to Council for funding at the same time. The VFF and/or Council will advise farmer when/if funding has been approved. Either the farmer or contractor must contact VicRoads, Council or the Rail Authority (depending upon the location of the stock underpass). They will guide the farmer through the process of planning and obtaining appropriate approvals for construction. Note: In each case the underpass will be on a road or rail reserve whereby the farmer will mostly likely be required to enter into an agreement with the responsible authority for use of the reserve. Clarification of this requirement should be sought initial contact is made.

5. Completion of underpass 6. Final inspection

The applicant has 12 months to complete the underpass or provide evidence that it has been started. If this has not been met the application may be cancelled and the applicant may reapply for a subsidy. When construction has been completed, a representative from VicRoads, Council or the Rail Authority will undertake a final inspection to verify that all conditions have been met.

7. Contractor forward tax invoice to the VFF

Contractor will submit a TAX INVOICE (including GST) outlining the level of expenditure on each underpass to the VFF and/or Council with the following paperwork attached:

• Inspection notice from VicRoads, Council or the Rail Authority to verify completion of contracted works

• Copy of the tax invoice issued to farmer showing overall project costs

These documents can be faxed or emailed to expedite the payment, but copies of all paperwork, including the original completion document from the relevant authority must be posted to the VFF.

8. Funds paid The VFF will pay the contractor a maximum of $50,000 (plus GST) providing documentary evidence detailed in step 7 is provided, while Council will pay up to a maximum of $10,000 as approved by Council.

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For further information, contact the VFF on 1300 882 833 or Moyne Shire Council 1300 656 564

CUPS APPLICATION FORM

CONTRACTOR ONE’S DETAILS CONTRACTOR TWO’S DETAILS Name: Name: ABN: ABN: Address: Address: Email: Email: Phone: Phone: Mobile: Mobile: Fax: Fax: Quotation from contractor 1 (gst exclusive): Please attach copy of quote

Quotation from contractor 2 (gst exclusive): Please attach copy of quote

FARMER DETAILS

Name: Enterprise name: ABN: Farm address:

Email: Phone #:

PROPOSED UNDERPASS ROAD DETAILS

Road Name;

Local Council / Shire:

Mobile:

Relevant Authority for Road – Circle Applicable Local Council VicRoads Rail Authority

What is the proposed commencement date?

Is the road Dual Carriageway?

Yes / No

What is the proposed finish date?

Estimated Weekly traffic volume (can be obtained through Council or VicRoads)

What type of enterprise do you run? Eg dairy, livestock:

Head of stock:

Frequency of crossing (eg twice daily, daily, x times per week)

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How much time is spent crossing cattle per week? (hours)

How many staff members assist with stock crossing (including yourself)?

Expected Rebate amount? (Note that there is a $2:$1 ratio on contributions with the farmer eligible for $1 in rebate grant for every $2 spent to a maximum of $50,000. A Dual carriageway will attract double this)

Existing Road Surface?

ROAD ISSUES

Is the road a school bus route?

Are there line of sight or visibility issues for motorists with the current movement of cattle?

Council position on introduction of crossing underpass (if known) In the past 5 years has there been an accident or near miss involving staff/cattle? Yes/No If yes, please provide a detailed description Day: Date: Short Description: Police Report Filed? Is fog and or snow an issue on this road?

Other relevant information?

By accepting a rebate under the Vic Govt Cattle Underpass Scheme (CUPS), you agree to participate in good faith and cooperate fully in any activities supporting the evaluation, audit or inspection of CUPS and the AIJF, including evaluation survey or phone interview 12 months after the underpass has been installed. Farmers' signature: Date:

Please fill in the form and return to VFF along with the Council/VicRoads approval letter via email vff@vff.org.au, fax on (03) 9207 5500 or post to: VFF Cattle Underpass Scheme, Level 3, 24 Collins Street, Melbourne VIC 3000

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Attachment 2 Compliance Check List Cattle Underpass Installations

Road: Location: Ref: Applicant: Consultant/Contractor: TBA Moyne Shire Responsible Officer:

ITEM ACTION RESPONSIBILITY EVIDENCE OF COMPLIANCE SIGNATURE & DATE 1 Joint inspection of installation between Moyne Shire /. Applicant /

Consultant. Moyne Shire

Responsible Officer

2 Applicant advises name of Consultant / Contractor to Moyne as per Deed of Agreement

Moyne Shire Responsible Officer

3 Certification that Design Crown Units and Site Installation Design meets VicRoads Standards

Moyne Shire Responsible Officer

4 Evidence of Public Liability Insurance and Work Cover provided by Contractor.

Consultant / Contractor to provide to council

5 Works In Road Reserve (Road Opening) Permit obtained from Council

Consultant / Contractor to obtain from council

6 Contractor submits Proposed Traffic Management Plan, in line with Section 99A (3) Road Safety Act 1996 Code of Practice for Worksite Safety – Traffic Management for Council records

Consultant / Contractor to councils Responsible Officer

7 Consultant / Contractor verifies on site Traffic Management Plan compliance

Consultant / Contractor

8 Contractor verifies Service Locations on site Consultant / Contractor 9 Consultant / Contractor certifies Sub-Grade compliance Consultant / Contractor

10 Consultant / Contractor certifies Bedding compliance Consultant / Contractor 11 Consultant / Contractor certifies Drainage compliance Consultant / Contractor 12 Consultant / Contractor certifies Trench Back Fill compliance Consultant / Contractor 13 Consultant / Contractor certifies Pavement Reinstatement &

Compaction compliance Consultant / Contractor

14 Consultant / Contractor certifies Guard Rail compliance Consultant / Contractor 15 Consultant / Contractor provides routine quality test results for Pre-

Cast units to Responsible Officer Consultant / Contractor

16 Consultant / Contractor / Applicant advises Moyne Shire of completion of installation.

Moyne Shire Responsible Officer

17 Completed Project Compliance Check List received from Contractor. Council Officer inspects completed installation and provides letter of acceptance or otherwise to Contractor for submission to the VFF.

Moyne Shire Responsible Officer

18 As Built Drawing supplied by consultant if required by Council. Contractor / Consultant Ref: CU Compliance Check List Updated 26-10-2006 Note: 1. Contractor is to provide certification by signing the un-shaded area in the Check List. 2. Council Officer to witness Shaded areas of Check List.

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