Department of Internal Affairs Mandatory Non-Financial Performance Measures 2013 Roads and Footpaths

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1 Road Asset Technical Accord - RATA The Centre of Excellence for Road Asset Planning in the Waikato Region Department of Internal Affairs Mandatory Non-Financial Performance Measures 2013 Roads and Footpaths Waikato Guideline For Measurement Processes 1

2 Table of Contents Road Safety Measurement 3 Condition of The Sealed Road Network Measurement 7 Maintenance of a Sealed Local Road Network Measurement 11 Condition of Footpaths Within the Local Road Network Measurement 16 Response to Service Requests Measurement 18 Appendix A - Department Of Internal Affairs Mandatory Non-Financial Performance Measures 19 2

3 Introduction In 2010, the Local Government Act 2002 was amended to require the Secretary for Local Government to make rules specifying non financial performance measures for local authorities to use when reporting to their communities. The aim was to help the public to contribute to discussions on future levels of service for their communities and to participate more easily in their local authority s decision-making processes. The Department of Internal Affairs (DIA) was tasked with developing these measures. The performance measures cover the following key aspects of service delivery: 1. How safe are the local roads? 2. What is the overall condition of sealed roads in the local road network? 3. Is the sealed roads network being maintained adequately? 4. Are the footpaths that form part of the local road network being maintained adequately? 5. Does the local authority responsible for the service provide a timely response if there is a problem? A copy of the actual measures and supporting documentation from the DIA is included in Appendix A - Department Of Internal Affairs Mandatory Non-Financial Performance Measures. It is noted that the information provided specifically indicates that all measures must be calculated for a financial year. As from July 2016, local authorities will be required to report on these mandatory non-financial performance measures as part of their Annual Report on the 2015/2016 year. In preparation for this a number of targets need to be set as part of the Long Term Plan. Within the Waikato there is a request that all measurement be undertaken in a consistent way such that benchmarking of outcomes will be possible. The following information has been developed as a guideline to assist local authorities in the Waikato undertake the measurement in a consistent way using best practice documentation and information. Whilst it is acknowledged that there are alternative sources of data that could be used for this measurement, those noted below have been agreed upon by a working group representing the region s local authorities. During this work it was also acknowledged that there are a number of measures for which regional consistency is not possible; these are footpath condition and customer service request response times. Therefore this guidance documentation only covers the first three measures. 3

4 Road Safety Measurement Please note the amended wording for this measure as noted in appendix A and below: The change from the previous financial year in the number of fatalities deaths and serious injury crashes injuries on the local road network, expressed as a number. Refer to Appendix A for further information on this measure. To derive the value for your organisation download the information from: Click on Local Overview Excel Financial year An excel spreadsheet will open. Choose your local authority name, scroll down to find your local authority with Local Roads Otorohanga District - local roads Deaths and serious injuries FY09/10 FY10/11 FY11/12 FY12/13 FY13/14 Serious Fatal The figure to use on 1 July 2015, is the difference between the total for deaths and serious injuries for 2013/14 and 2012/13. In the example above this is (7+1) (2+1) = 4 (indicating an increase in deaths and serious injuries). Setting of Target In developing targets it has been agreed that these will be developed based on: 4

5 Identify the five year linear historic trend for your local authority as a trendline; Extend the trendline to the future three years; The target should keep the number of deaths and serious injuries at or below the trendline, but be indicating either zero or a negative value for the year-on-year change. As per the examples below: Target values for 2014/15, 2015/16 and 2016/17 will be 0. Target values for 2014/15, 2015/16 and 2016/17 would also be 0 also as whilst a declining trend, a positive change from 2013/14 is not appropriate to show as a target. 5

6 Target values for 2014/15 would be 0, 2015/16-1 and 2016/17 0. To provide context to the result, the five year average is also to be reported (although no targets identified). 6

7 Condition of The Sealed Road Network Measurement Smooth travel exposure is the quantity of vehicle km s travelled on the local road network which is considered smooth (ie below a certain NAASRA roughness threshold depending on the traffic volume on the road). It is acknowledged that the thresholds currently in use differ from those adopted by the ONRC. This will be monitored. The process to obtain the value from RAMM is: Smooth Travel Exposure Calculation From RAMM > RAMM Manager Home> Reports > New Zealand Transport Agency > Smooth Travel Exposure Setting of Target Owner Type Local Authority Financial year if July 2016 reporting then use 2015/2016 Preview Result: As below Reporting result = 96% - as per information on page 4 of 4 of output (ALL ROADS) In setting targets for future STE outcomes, consideration should be given to what maintenance activities or renewal works are planned to address roughness, the impact of utility works (service covers, trenches etc) if significant such as ultrafast broadband works), and the target roughness values for planned works (reset value). 7

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12 Maintenance of a Sealed Local Road Network Measurement The percentage of the sealed local road network that is resurfaced (as compared to the target area set in the Asset Management Plan). (Note this is a clarified measure adopted by the Waikato Region to align with the worked example below) Every Local Authority s Asset Management Plan needs to include an expected resealing quantity for each year (in m 2 ). The measure requires a comparison with actual area resealed in the financial year being reported on. Therefore for measurement as at July 2016, the work done will have been completed in the 2015/16 financial year. Prior to using the Surface Structure table, it must be updated via RAMM Manager. Processes -> Status Check 12

13 Select Surface Tasks and then Begin Processing 13

14 Generally only Modified roads will need processing, and your database should have standard options already set. The data of sealing completed can be obtained from the Surface Structure (Top surface) Table in RAMM Surfacing date greater than or equal to 1/07/20XX (the start of the financial report being reported on) for entire network. Copy to clipboard and paste into an excel spreadsheet: 14

15 Need to remove all second coat seals, capital project works, rehabilitations works, car parks and reserves, and new developments/vested assets as these are not resurfacing works. The column sealed area should be used to determine the total carriageway area sealed. It is a good comparison check to look at the last claim from the sealing contractor for the financial year for the area claimed by them as sealed in the year. This will confirm that all information has been successfully entered into the RAMM database. Setting of Target The target value (in m 2 ) will need to reflect the actual quantity of work planned to ensure that the agreed One Network Road Classification levels of service will be achieved, whilst still ensuring the long term integrity of the sealed road network is not compromised. Note this may reflect a five year average to account for individual year variances such as very high bitumen prices or a higher than average asphalt component in the programme. 15

16 Condition of Footpaths Within the Local Road Network Measurement The percentage of footpaths within a territorial authority district that fall within the level of service or service standard for the condition of footpaths that is set out in the territorial authority s relevant document (such as its annual plan, activity management plan, asset management plan, annual works program or long term plan). There are a large variety of methods to establish the condition of footpaths within the Waikato Region. Two of which are: 1. A dedicated survey which systematically inspects every footpath and rates the condition. The condition rating can be a relatively simple 0-5 scale (as per the RATA Regional Data Collection Contract specification indicated below). The survey is repeated every three years, and is a snapshot in time. Several measure can be derived from the survey, however one adopted is: Total length of footpaths at or above condition level = 3 x 100 Total length of footpaths RATA Regional Data Collection Contract Specification: The rating output shall be the length of footpath in each carriageway section within each condition grade band. The sum of the length in each band shall equal the length of the section. Condition Grade Condition Description 1 Excellent Sound Physical Condition. Asset likely to perform adequately without major work for 25 years or more. Maintenance not required. Visually acceptable. No small patches of different materials, no uneven surface, no cracks wider than 1mm, no pitted or eroded cobblestones, uniform width and colour of surface repairs. Utility reinstatements to good standard and match existing 2 Good Acceptable physical condition with minimal short term failure risk but potential for deterioration in the longer term (10 yrs +). Asset functions safely at adequate level of service without major repairs for 10 years or more, visually acceptable. Isolated minor maintenance repairs required Some patches of different colour, uneven surfaces not more than 5mm. minor cracks not more than 3mm, irregular edges, some weed growth in cracks or joints, almost uniform width, uniform colour and surface of repairs. 3 Fair Significant deterioration evident, however failure unlikely within the next 3 years or more. No immediate risk for health and safety but minor repairs sufficient to ensure asset remains safe until major repairs are undertaken. Uneven patches with small bumps and major depressions resulting in ponding, cracking or settlement over trenches up to 10mm. No major safety hazards or dangerous, widespread weed infestation in joints. Utility reinstatements not matched to original footpath 16

17 Condition Grade Condition Description 4 Poor Failure likely in short term, becoming dangerous with significant risk for public health or safety of public. Asset unlikely to function without major repairs or replacement of asset within 3 years. Displacements/settlements not larger than 20mm, several pothole patches, large cracks with bumps that could cause pedestrians to trip, bad ponding, wobbly slab larger than 20mm, potential hazard on busy footpath, heavy infestation of weeds in joints/cracks. Uneven utility reinstatements. 5 Very Poor Failed or failure imminent, dangerous and serious impact on asset performance. Health and safety hazards exist which present a possible risk to public safety. Major work or replacement required urgently within a month. Potholes in path, dangerous vertical displacements, disintegrated or badly settled surface, missing sections of surfacing, wobbly slabs, sunken utility reinstatements, widespread cracking, obstruction of path with weeds A visual guideline for condition of assets is to be developed to support this process. 2. A progressive logging and prioritisation of all faults by maintenance inspectors or contractors the All Faults system. All footpaths are inspected on a rotation and faults are logged and prioritised for repair. As faults are repaired they are updated in the database. The data is thus dynamic and reflects the overall condition on any given day. Again Several measure can be derived from the survey, one used is: Count of faults is summarised by footpath section recorded in RAMM, then normalised to the length of that section. This data is transferred to a spreadsheet then the length of footpath sections with greater than 5 faults per 100m are summed up then calculated as a portion of all footpaths. Due to the range of methods used, there is no current mandatory regional guideline for this measure. 17

18 Response to Service Requests Measurement Due to the range of methods used, there is no current mandatory regional guideline for this measure. 18

19 Appendix A - Department Of Internal Affairs Mandatory Non-Financial Performance Measures Under the Non-Financial Performance Measures Rules 2013 any calculation, measure, number or percentage set out in the Rules must be calculated for a financial year. Performance measure one (road safety): The change from the previous financial year in the number of fatalities deaths and serious injury crashes injuries on the local road network, expressed as a number. (Note this is a clarified measure adopted by the Waikato Region to align with the worked example below) Introduction to performance measure The measure of the number of injuries and fatalities recognises the public s interest in the safety of roads. The measure is intended to provide information for members of the public on trends in road safety in their area. Road accidents can involve factors outside a territorial authority s control (such as driver behaviour). Nevertheless, because territorial authorities have primary responsibility for local roading infrastructure, including construction and maintenance of roads, they can contribute to improved road safety. Guidance for reporting There may be time lags in the data available to territorial authorities. It is acceptable to use the most recent data that is available. Worked example Previous financial year Current financial year Target Actual Number of serious injuries and fatalities = 13 Number of serious injuries and fatalities = 10 Target for reducing the number of serious injuries and fatalities = 2 Actual reduction in serious injuries and fatalities = 3 Performance measure two (condition of the sealed road network): The average quality of ride on a sealed local road network, measured by smooth travel exposure. Introduction to performance measure The condition of roads can impact both on the safety and comfort of road users, as well as on vehicle operating and maintenance costs. This measure is intended to provide an indication of the condition of the sealed road network. It acts as a check on whether the level of service to road users is being maintained. 19

20 A deteriorating trend for Smooth Travel Exposure would indicate that maintenance and renewal are not keeping pace with the deterioration of the network. In addition, territorial authorities may wish to graph the trends in this performance measure over time. Worked example Target Target level of smooth travel exposure remains at 91% Actual Actual smooth travel exposure = 91% Performance measure three (maintenance of a sealed local road network): The percentage of the sealed local road network that is resurfaced (as compared to the target area set in the Asset Management Plan). (Note this is a clarified measure adopted by the Waikato Region to align with the worked example below) Introduction to performance measure This measure will provide information on how well a territorial authority is maintaining its road network assets and meeting its renewal target set by its Asset Management Plan. Worked Example A worked example is included below. In addition, territorial authorities may choose to track over time and report on the trends in this performance measure over time. Target (m 2 ) Actual (m 2 ) Asset Management plan surfacing renewal Actual surfacing renewal achieved = 429,402 m 2 target 450,000 m 2 Performance measure four (condition of footpaths within the local road network): The percentage of footpaths within a territorial authority district that fall within the level of service or service standard for the condition of footpaths that is set out in the territorial authority s relevant document (such as its annual plan, activity management plan, asset management plan, annual works program or long term plan). Introduction to performance measure This measure is intended to demonstrate each territorial authority s level of service related to the surface condition of the footpaths in the network. 20

21 Footpaths are important infrastructure item for urban areas. They make walking a safer and more convenient option for local trips, which are carried out in some form by almost all residents and visitors (particularly school pupils, public transport users, and the elderly). Well-maintained footpaths are important for pedestrians convenience and safety. The ability to negotiate footpaths safely on foot, by wheelchair/mobility scooter, or with a stroller is an important aspect for those who use footpaths. The target would be set by the territorial authority, after consultation with the communities served by the footpath network. Guidance for reporting In reporting on this measure, a territorial authority must also specify its level of service or service standard. Worked example Target Target footpath condition rating (percentage compliant with territorial authority standards) 95% Actual Actual condition rating (percentage compliant with territorial authority standards) = 96% Performance measure five (response to service requests): The percentage of customer service requests relating to roads and footpaths to which the territorial authority responds within the time frame specified in the long term plan. Introduction to performance measure This measure acknowledges the importance of a territorial authority s responsiveness to, and focus on, its customers. Interaction with the public is a key aspect of service delivery, and response time is a key method of measuring whether a territorial authority is listening to its customers. What is being measured is the provider s ability to respond formally to requests from the public, which might or might not involve undertaking work on the road network. Specified times (or levels of service) are set by a territorial authority after consultation with its community. A specified time will vary between territorial authorities, depending on the level of service each organisation aims to provide. The timeframe for responding to requests stated in the worked example below is illustrative only. Worked example Target Target percentage of requests responded within 15 days 90% Actual Actual percentage of requests responded within 15 days = 94.9% 21