electric line clearance management plan - … · council will undertake a quarterly audit ensuring...

ELECTRIC LINE CLEARANCE MANAGEMENT PLAN

For the

Electricity Safety (Electric Line Clearance) Regulations 2015

Plan Number: 1

Document Version:

1.2

Revision Date: 09/12/2016 Date of next review:

01/02/2017

Hume City Council

Document Id #.

A1340659

Chief Executive Officer Name:

Domenic Isola.

CEO

Approval

Date Authorised

HCC05/492 2016-2020 Hume Powerline Version 1.1 - 2016 2908 Page 1 of 29

Table of Contents 1.1 {9(2)}Pre-amble ........................................................................................................ 4 1.2 {9(3)(a)}Contacts ...................................................................................................... 4

1.2.1 The name, address and telephone number of the responsible person; ............ 4 1.2.2 Name, position, address and telephone number of the person who was

responsible for the preparation of the management plan. ................................ 4 1.2.3 Name, position, address and telephone number of the persons who are

responsible for carrying out the plan ................................................................ 4 1.2.4 The telephone number of a person who can be contacted in an emergency

that requires clearance of an electric line that the responsible person is required to keep clear of trees or parts of trees ................................................ 5

1.3 {9(3)(e)}The objectives of the plan ............................................................................ 5 Council will undertake a quarterly audit ensuring that contractors who undertake pro-active

tree assessments are adhering to the prescribed schedule that lies within this document. Additionally, the contractors who undertake the works prescribe by the assessor carries out the works within the prescribed time line that lies within this document. ................................................................................................................. 5

1.4 {9(3)(f)}Map of the land to which the management plan applies ................................ 6 1.5 {9(3)(g)}The location of each area that the responsible person knows contains a tree

that the responsible person may need to cut or remove to ensure compliance with the Code and that is: ...................................................................................................... 6

1.6 {9(3)(g)}The location of each area that the responsible person knows contains a tree that the responsible person may need to cut or remove to ensure compliance with the Code and that is: ...................................................................................................... 7

1.7 {9(3)(g)}The location of each area that the responsible person knows contains a tree that the responsible person may need to cut or remove to ensure compliance with the Code and that is: ...................................................................................................... 7

1.8 {9(3)(h)}The means which the responsible person is required to use to identify a tree specified in section 9(3)paragraph (g) of the code; ................................................... 7

1.9 {9(3)(i)}The management procedures to be adopted by the responsible person to ensure compliance with the Code of Practice: .......................................................... 8

1.10 {9(3)(i)(ii)}The management procedures that the responsible person is required to adopt to ensure compliance with the Code that specifies the method for determining an additional distance that allows for cable sag and sway: .......................................... 11

1.11 {9(3)(j)}The procedures to be adopted if it is not practicable to comply with the requirements of AS 4373 while cutting a tree in accordance with the Code: ........... 11

1.12 {9(3)(k)}A description of each alternative compliance mechanism in respect of which the responsible person has applied, or proposes to apply, for approval under clause 31 of the Code. ............................................................................................................ 12

1.13 {9(3)(l)}The detail of each approval for an alternative compliance mechanism that the responsible person holds ........................................................................................ 12

1.14 {9(3)(l)}The detail of each approval for an alternative compliance mechanism that is in effect....................................................................................................................... 12

1.15 {9(3)(m)}A description of the measures that must be used to assess the performance of the responsible person under the management plan .............................................. 13

1.16 {9(3)(n)}Details of the audit process that must be used to determine the responsible person’s compliance with the code: ........................................................................ 14


1.17 {9(3)(o)}The qualifications and experience that the responsible person must require of the persons who are to carry out the inspection, cutting or removal of trees in accordance with the Code: ..................................................................................... 14

1.18 {9(3)(p)}Notification and Consultation ..................................................................... 15 1.19 {9(3)(q)} Dispute resolution ..................................................................................... 15

2. Section 10(7) ................................................................................................................ 16 2.1 {10(7) (a)}A responsible person must ensure that a copy of the management plan is

published on the responsible person’s Internet site................................................. 16 2.2 {10(7) (b)}A responsible person must ensure that a copy of the management plan is

available for inspection at the responsible person's principal office in the State during normal business hours ............................................................................................ 16

2.3 {PART 2 - CLEARANCE RESPONSIBILITIES} ...................................................... 16 2.3.1 DIVISION 1 – Role of responsible persons .................................................... 16 2.3.2 DIVISION 2 – Manner of cutting and removing trees ..................................... 17 2.3.3 DIVISION 3 – Notification, Consultation and dispute resolution ..................... 18 2.3.4 DIVISION 4 –Additional duties of responsible persons .................................. 18

2.4 PART 3 - MINIMUM CLEARANCE SPACES .......................................................... 18 2.4.1 DIVISION 2 - Alternative compliance mechanisms ........................................ 18

APPENDIX 1: ESV Declared Area Assessment Program Maps 1-4…………………….…..19 - 22

APPENDIX 2: Monitor and Supervise Contractors ………………………………………………23

APPENDIX 3: Contractor Audit Form ……………………………………………………….24 - 25

APPENDIX 4: Affected Persons Quarterly Newspaper Notification……………………………..26

APPENDIX 5: – Affected Persons Written Letter Notification ……………………………………27

APPENDIX 6: Dispute Resolution Flowcharts 1………………………………………………….28

APPENDIX 6: Dispute Resolution Flowcharts 2…………………………………………………..29


Section 9(3){Part 2—Prescribed Code of Practice and related provisions}

1.1 {9(2)}Pre-amble This document will be prepared each year by the 31 March between the years 2016 and 2020.

As part of the preparation key staff members from councils Parks Department and Corporate Support Department will meet 4 weeks prior to said date and review, amend and internally authorise the document prior to the 31 March deadline each year. The responsible officer will submit via e-mail the completed plan to ESV within 14 days of request. The responsibility for this process to be implemented lies with Council’s Senior Arborist. Hume City Council maintains a tree management database referred to as the Hume Tree Management System (HTMS) which is referred to throughout this document as holding specific information relating to this plan. Requests can be made to view this information on a needs basis.

1.2 {9(3)(a)}Contacts

1.2.1 The name, address and telephone number of the responsible person; Name: Domenic Isola

Position: Chief Executive Officer Hume City Council

Address: Broadmeadows Office, 1079 Pascoe Vale Road,

Broadmeadows

Telephone Number: (03) 9205 2200

Facsimile Number: (03) 9309 0109

1.2.2 Name, position, address and telephone number of the person who was responsible for the preparation of the management plan.

Name: Jason Summers

Position: Manager, Parks & Open Space

Address: Maffra Street Depot, 60B Maffra Street Coolaroo Vic 3048

Telephone Number: (03) 92052383

Facsimile Number: 03) 9309 0109

Email Address: [email protected]

1.2.3 Name, position, address and telephone number of the persons who are responsible for carrying out the plan

Name: Ronan Hamill

Position: Senior Arboricultural Officer

Address: Maffra Street Depot, 60B Maffra Street Coolaroo Vic 3048


After-hours emergency: (03) 9205 2200


1.2.4 The telephone number of a person who can be contacted in an emergency that requires clearance of an electric line that the responsible person is required to keep clear of trees or parts of trees

This is a rotating roster for Council’s tree crew to attend ‘after hours’ tree related emergencies

Name: Graham Dear

Position: Open Space Coordinator


After-hours emergency: (03) 9205 2200

1.3 {9(3)(e)}The objectives of the plan

The following are listed as the key objectives of this plan in fulfilling our stated mission and the duties of the responsible person as set out in the Electricity Safety (Electric Line Clearance) Regulations 2015 via an annual assessment of all tree under electric lines within the Hume Declared Area.

• Safety to public and property • Maintain a safe work environment for staff and contractors • Compliance with the Code of Practice for ‘Electric Line Clearance 2015’ • Management of trees for aesthetic, cultural, ecological or environmental significance • Maintain continuity of power supply • Customer satisfaction • Minimise the fire risk from electrical conductors • Ensure electrical safety • Undertake annual review of plan including a list of achievements and KPIs met (Refer

to Table 2).

1.3.1

Council will undertake a quarterly audit ensuring that assessors who undertake pro-active tree assessments are adhering to the prescribed schedule that lies within this document. Additionally, the ELC personnel who undertake the works prescribed by the assessor carries out the works within the prescribed time line that lies within this document.


1.4 {9(3)(f)}Map of the land to which the management plan applies The below map is and overview of the Declared Areas for power line pruning by the Hume City Council. The boundaries of the Declared Areas are marked in red. (Refer to Appendix 1 for detailed maps)

Figure 1 – Map of Declared Areas within Hume City Council

Declared area maps can be found at the ESV database maps (https://eservices.esv.vic.gov.au/LineClearance/) Fire Hazard Rating Low (LBRA) and High (HBRA) refers to fire risk mapping maintained by the CFA and was last reviewed in 2013. Council meets annually with the CFA to discuss the Bushfire Management Overlay (BMO). Any updates to the HBRA/LBRA mapping are discussed at this meeting.

The number of spans within the council managed within the Declared Area is found on council’s corporate data base system called HTMS. This information is available on request via e-mail to [email protected], giving ten working days.

1.5 {9(3)(g)}The location of each area that the responsible person knows contains a tree that the responsible person may need to cut or remove to ensure compliance with the Code and that is: Native

Native trees in this context are considered to be indigenous, hence naturally occur in the particular district of Hume and be remnant in nature.


https://eservices.esv.vic.gov.au/LineClearance/

Council undertakes an annual assessment of all trees within the Declared Area close proximity of electric distribution infrastructure, called Regulated Areas Program. Additionally, a 4 yearly assessment of all trees within the Declared Area is also undertaken. This is called the HTMS Program.

All native trees within the declared area that may need to be cut or removed to ensure compliance with the code can be found in HTMS. This information can be made available on request via e-mail to [email protected], giving ten working days.

1.6 {9(3)(g)}The location of each area that the responsible person knows contains a tree that the responsible person may need to cut or remove to ensure compliance with the Code and that is: • Listed in a planning scheme to be of ecological, historical or aesthetic significance • A review has been undertaken of trees affected by the line clearance program and no

trees were identified as having protection under the planning scheme as having ecological, historical or aesthetic significance within council’s boundaries.

• There are various areas within Hume that are protected under the Planning Scheme for their ecological, historical or aesthetic value. These are detailed in the Planning Scheme under the Significant Landscape Overlay (SLO), Environmental Significance Overlay (ESO) or Heritage Overlay (HO), and their respective schedules. The detail of these can be found in the Planning Scheme which is a document on the public record.

• Electric Line Clearance (ELC) personnel will be made aware of the location of these trees via the comments section in works spreadsheet

1.7 {9(3)(g)}The location of each area that the responsible person knows contains a tree that the responsible person may need to cut or remove to ensure compliance with the Code and that is: A tree of cultural or environmental significance.

As above

1.8 {9(3)(h)}The means which the responsible person is required to use to identify a tree specified in section 9(3)paragraph (g) of the code;

• Council Planning Scheme Overlay for historical, cultural, environmental or aesthetic significance.

http://planningschemes.dpcd.vic.gov.au/schemes/hume

• Consult the Hume City Council Land and Biodiversity Plan 2015-2019

https://www.hume.vic.gov.au/files/sharedassets/hume_website/environment/native_plants_and_animals/land_and_biodiversity_plan_2015-2019_web.pdf

• Consult the Road Management Plan

https://www.hume.vic.gov.au/Business_Major_Projects/Major_Projects/Roads_Transport/Road_Management_Plan

• Hume City Council engaged an external arboricultural consulting company to assess and map all Council’s tree assets associated with powerlines, to determine if any trees of cultural or environmental significance were impacted by Council’s line clearance program.

In the event that a tree of cultural or environmental significance was identified Council would note it in the planning scheme and refer it to:

• Heritage Register within the meaning of the Heritage Act 1995 http://www.delwp.vic.gov.au/planning/heritage-victoria or






• Victorian Aboriginal Heritage Register established under section 144 of the Aboriginal Heritage Act 2006

https://applications.vic.gov.au/apps/achris/public/ or

• Flora or a habitat of fauna listed as threatened in accordance with section 10 of the Flora and Fauna Guarantee Act 1988

http://delwp.vic.gov.au/environment-and-wildlife/conserving-threatened-species-and-communities/threatened-species-protection-initiative/threatened-species-advisory-lists or

• Flora listed in the Threatened Flora list with a conservation status in Victoria of “endangered” or “vulnerable”,

http://delwp.vic.gov.au/environment-and-wildlife/conserving-threatened-species-and-communities/threatened-species-protection-initiative/threatened-species-advisory-lists or

• A habitat of fauna which is listed in Threatened Invertebrate fauna List with a conservation status in Victoria of “vulnerable”, “endangered” or “critical endangered”

http://www.depi.vic.gov.au/__data/assets/pdf_file/0019/210439/Advisory-List-of-Threatened-Vertebrate-Fauna_FINAL-2013.pdf

• Assessors are made aware of the definition via regular contractor meetings. Any trees found with the several cyclic assessment programs will be referred to Council.

• There are various areas within Hume that are protected under the Planning Scheme for their ecological, historical or aesthetic value. These are detailed in the Planning Scheme under the Significant Landscape Overlay (SLO), Environmental Significance Overlay (ESO) or Heritage Overlay (HO), and their respective schedules. The detail of these can be found in the Planning Scheme which is a document on the public record. https://applications.vic.gov.au/apps/achris/public/

• During the annual review of the ELCMP advice will be sought from Strategic Planning on any amendments to planning overlays that will effect trees as described in 9(3)(g).

1.9 {9(3)(i)}The management procedures to be adopted by the responsible person to ensure compliance with the Code of Practice:

• Yearly code compliance assessment and works program of all tree under powerlines;

• Ensuring ELC personnel reference and adhere to clearance tables held within the code;

• Seeking and implementing where possible engineering solutions such as aerial bundled cable or undergrounding of services to reduce pruning requirements;

• Referring concern/faults within the powerline network to relevant Distribution Business (DB);

• Removing of aging and/or inappropriate avenues/single specimens and replanting with more appropriate tree species that require little or no pruning. Council’s Tree Management Team (TMT) regularly review tree audit data to highlight problematic trees for referral to the renewal program;

• Ensuring the Regulated Areas Assessment Program occurs within the prescribed time (See Table1). Quarterly audits by Council staff are undertaken to ensure these deadlines are met. The data is subsequently uploaded on to HTMS.

• Ensuring the Works Program occurs within 6 weeks of issuance of works derived from Regulated Areas Assessment Program. 8 weekly audits by Council staff are undertaken to ensure these deadlines and adherence to the code are met. The data is subsequently uploaded on to HTMS.

• Ensuring that if non-compliance to the code is not met a systematic process for reporting and monitoring is adhered to by Council staff. See flowchart in Appendix 2 outlining council’s contractor supervision process.


• Ensuring that if non-compliance continues to occur then a review of these occurrences will be undertaken by Council’s contract supervisor and appropriate action taken to ensure it is rectified. Additionally these trends will be discussed in the contractor meetings.

• Tree pruning within the HBRA is managed via close consultation between council’s TMT and Jemena on an annual basis prior to the commencement of the declared Fire Danger Period;

• Council attends annual one day forums with Jemena discussing issues not limited to:

o Programming and scheduled works

o Accessing live line clearing, suppression & shutdown coordination

o Performance

o Specific events

o General issues

• Location of newly planted vegetation to reduce conflict with powerlines is kept to a minimum;

• An e-mail from the DB will be sent to Council prior to the calling of the Fire Danger Period with the results of an audit undertaken by the DB, outlining vegetation within the clearance space.

• Council possesses a preferred species planting list. This is available on request in electronic or paper form;

• Vegetation near either insulated wires or Aerial Bundle Cable will be afforded the clearance stated in the current regulations;

• Work in conjunction with Energy Safe Victoria (ESV) to achieve better outcomes;

• Council prioritises works through the use of “High and “Urgent” priorities defined in Councils Street and Park Tree Data Collection Attributes and Definitions which is available on request;

• The methods to be used to maintain the clearance space between electric lines and trees as required by the Code;

• The development of the HTMS has allowed the efficient search of trees that require pruning for powerline clearance;

• Following identification of trees that are potentially in conflict with powerlines, the field ‘Works required’ and ‘Priority’ can be used to programme any required powerline clearance.

• Undertake annual review of plan including a list of achievements and KPIs met (Refer Table 2).


See table below for annual powerline inspection and pruning program (Refer to maps in Appendix 1.

TABLE 1

Suburb

Month

LBRA/HBRA

Sunbury November LBRA & HBRA

Craigieburn December LBRA & HBRA

Broadmeadows February LBRA & HBRA

Jacana & Dallas March LBRA & HBRA

Campbellfield & Fawkner April LBRA & HBRA

Kalkallo & Mickleham May HBRA

Tullamarine June LBRA & HBRA

Gladstone Park July LBRA & HBRA

West Meadows & Attwood August LBRA & HBRA

Roxburgh Park & Greenvale September LBRA & HBRA

Coolaroo & Meadow Heights

October LBRA & HBRA

The following is the process by which the assessor determines work priority:

Uninsulated lines:

• If vegetation is within the designated clearance space and is touching/rubbing/burning on lines a priority of ‘URGENT’ must be applied;

• If vegetation is within the designated clearance space a priority of ‘HIGH’ must be applied.

• If vegetation is likely to grow into the clearance space before the next inspection, a priority of ‘HIGH’ must be applied;

• If vegetation is unlikely to grow into the clearance space before the next inspection, powerline clearance is not required.

Aerial Bundled Cable and Insulated Wires:

• If vegetation is touching or abrasion occurs a ‘HIGH’ priority must be applied;

• If vegetation is within the designated clearance space a priority of ‘HIGH’ must be applied.

• If vegetation is likely to grow into the clearance space before the next inspection, a priority of ‘HIGH’ must be applied;

N.B. The time frame for ‘Urgent’ this is as soon as possible, post-assessment. Likewise, the time frame for ‘HIGH’ will be actioned within sixteen weeks.


1.10 {9(3)(i)(ii)}The management procedures that the responsible person is required to adopt to ensure compliance with the Code that specifies the method for determining an additional distance that allows for cable sag and sway: • A request has been made to the DB to provide data highlight spans that have pole to

pole distances greater than 100m in LBRA, greater than 45m HBRA and advice on calculating sag and sway on these spans.

• In the interim operators undertaking code compliance assessments will be required to highlight spans greater than 100m in LBRA, greater than 45m HBRA to be referred to the DB for advice on sag and sway.

• All span distances will be assessed with reference to the graphs found in Schedule 2 of the code. If additional allowance is applied for sag and sway then the assessor will note this in the comments section of the assessment profile.

Contact details for Jemena:

Name: Tom Ruzeu

Position: Senior Asset Performance and Bushfire Mitigation Engineer

Address: Level 16, 567 Collins Street, Melbourne, VIC 3000

Telephone: 0402 060 864

Email: [email protected]

The main consultation between Council and DB is facilitated though the annual meeting organised by Jemena.

Additional site meetings maybe held to determine sag and sway calculations for specific spans that will be held on record for 5 years.

A TMT representative will be responsible for implementing these processes and informing line clearance personnel of additional clearance distances on these specific spans.

In the event that railway supply lines are affected, the relevant Railway Operator will be contacted.

Contact details for Metro Trains:

Name: Katrina Lewis

Position: Tree Clearing & Conformance Officer

Address: Level 16, 700 Collins Street, Docklands VIC 3008

Telephone: 1800 800 007

Email: [email protected]

1.11 {9(3)(j)}The procedures to be adopted if it is not practicable to comply with the requirements of AS 4373 while cutting a tree in accordance with the Code: • It is required that all personnel pruning under the code must apply AS4373-2007

where reasonably practicable. Reasonably practicably in relation to AS4373 means that it is, or was at a particular time, reasonable to undertake the pruning in relation to ensuring continued tree health and future tree safety, up to and including the following scenarios;

(a) The likelihood of the hazard or the risk concerned occurring – will the action create a defect, hazard, loss of tree health or aesthetic value in the present or future.

(b) The degree of harm that might result from the hazard or the risk - what will the impact is on the tree or future safety of the public.


(c) What the person concerned knows, or ought reasonably to know about:

(i) The hazard or the risk – must have adequate knowledge to determine the hazards risks

(ii) Ways of eliminating or minimising the risk – must have adequate knowledge in relation to alternative measures

(d) The availability and suitability of ways to eliminate or minimise the risk – are other resources or techniques available to complete works to the standard.

(e) After assessing the extent of the risk and the available ways of eliminating or minimising the risk, the cost associated with available ways of eliminating or minimising the risk.

• If not reasonably practicable, then contact will be made by Council to ELC personnel, to discuss the issue, seeking advice on how to maintain clearance whilst considering the vagaries of AS4373-2007. Communication via e-mail and if required, a site visit may be required by both parties, ensuring compliance

• Personnel are made aware of the definition via initial induction training prior to commencing work for council.

• Ensuring that the current version of AS4373-2007 is applied via subscription to SIA Global and that it is part of the annual review process.

• This position is reinforced and any updates are provided through regular contract and staff meetings and is a standard compliance requirement under council’s tree maintenance contract. Additionally, AS4373-2007 is a conformance requirement in Councils current tree pruning contract (Provision of Tree Pruning and Removal Services 30 13 2316) and council tree pruning works procedures.

• All tree assessments undertaken by tree assessment contractors are undertaken by minimum AFQ Level 5 Arborist is a conformance requirement in Councils current tree assessment contract (Tree Data Collection 30 05 1380).

• Verification to the adherence to the Standard can be sought via regular audits of Staff and contractors. The audit contains a section where the ELC personnel are audited on whether pruning works have been pruned to AS4373 (2007). See Appendix 3. Tree Management Team representative is tasked with ensuring the processes are implemented with an annual review ensuring effectiveness.

1.12 {9(3)(k)}A description of each alternative compliance mechanism in respect of which the responsible person has applied, or proposes to apply, for approval under clause 31 of the Code.

Council does not intend to apply for any alternative compliance mechanisms at the time of preparation of this Plan.

1.13 {9(3)(l)}The detail of each approval for an alternative compliance mechanism that the responsible person holds

N/A.

1.14 {9(3)(l)}The detail of each approval for an alternative compliance mechanism that is in effect

N/A


1.15 {9(3)(m)}A description of the measures that must be used to assess the performance of the responsible person under the management plan

The criteria outlined in Table 2 will be used to measure Council’s performance under the plan.

Table 2

Criteria Measurement KPI

Minimise risk of fire including the continuity of supply through compliance of the code

• Use of qualified assessors to assess trees (within electric distribution infrastructure) and their compliance with the code

• Contractor performance audits and monthly reports

• No fire events

Safety of public and contractor staff • Contractor performance audits and monthly reports including incident reports

• No injuries

Adherence to AS4373 • Contractor performance audits and monthly reports

• No non-conformances to standard

Documentation and notification of works


• Councils Customer Request System (MERIT) monthly reports with regard to conditions set out in this plan

• Audits have occurred

Quantifying the number of complaints against the contractor


• MERIT monthly reports with regard to conditions set out in this plan

• Audits have occurred and complaints resolved.

Quantifying the number of non-compliance of the code received from distribution company

• E-mail request from distribution company

• Agenda item at annual meetings with distribution

• No non conformances

Quantifying the number of customer requests for pruning from rate base

• MERIT (Councils customer request system) monthly reports with regard to conditions set out in this plan

• Track customer service powerline clearance request trends.

Quantifying the reduction in pruning to tree population after regular cyclic pruning programs

• Regular discussions with assessor in quarterly meetings

• Track work trends

Ensuring ELC personnel are made aware of performance outcomes.

• Regular discussions with contractors in quarterly meetings

• Annual review occurs.


1.16 {9(3)(n)}Details of the audit process that must be used to determine the responsible person’s compliance with the code:

• TMT representatives conduct 8 weekly audits of ELC personnel and work completed under the outlined in this plan to maintain conformity the Code. Council has a non-conformance rectification process built into these contracts. Refer to audit sheet in Appendix 3.

• Council adheres to Safety Management System AS/NZS 4801:2001 and there lies audit requirements for safety of staff and contractors involved in ELC.

• Where remedial action is required, it can be carried out by Council or the contracted personnel. This work shall be dealt with as soon as possible. Where assistance is required by others such as the distribution company, then a consultation process shall be used to assist in attending to the non-compliance as soon as possible.

• Following investigation of the non-compliance and the establishment of the cause, the importance of compliance with this Plan and the Code will be drawn to the attention of the persons concerned.

o On the first occasion they will be given verbal instruction and the incident recorded on file.

o If a second occasion occurs the notification shall be in writing, and the incident recorded on file.

o After a third occasion, the training program will be reviewed and more serious action considered if it is the same offender which could also lead to disciplinary processes under the contract.

1.17 {9(3)(o)}The qualifications and experience that the responsible person must require of the persons who are to carry out the inspection, cutting or removal of trees in accordance with the Code: • The Council requires that all work performed on trees are completed by suitably

trained personnel who have qualifications in Arboriculture or suitable experience and/or in the process of obtaining qualifications. Council also requires experience, expertise, quality management, OH&S systems and environmental management systems of its contractors and internal staff to ensure they comply with Council’s requirements.

• Council will ensure that all staff and contractors performing pruning and removal works around electric lines:

o Conform to ‘Pruning of Amenity Trees’ Australian Standards AS4373-2007

o Are “authorised persons” under the Electricity Safety (Installations) Regulations 2009

o Attain UET20312 - Certificate II ESI Powerline Vegetation Control

o Attain UETTDREL14A - Working safely near live electrical apparatus as non-electrical worker & UETTDRRF01A

o Comply with the “Blue Book” Safe Approach Distance.

o Attain Basic Worksite Traffic Management – VIC National Course Code, 21783VIC – Control Traffic With A Stop-Slow Bat, 21784VIC – Implement Traffic Management Plan

o Attain First Aid- Level 1

o Under Councils QA System and relevant current contracts, the following is maintained:

− Use of RTO’s

− Management of a training matrix

− Training records including initial sessions and refreshers


− Induction process for Contractor’s

− Filed competency Assessment

− Authorisation Process

− Any ELC personnel found to be without appropriate training via regular audits will be issued with a non-conformance. ELC personnel will be removed from site if they are identified as having inappropriate training or lacking in the desired qualifications to undertake the work. ELC personnel will not be allowed to continue working until issues are rectified

And

• If not already attained but in the process of attaining (under supervision form personnel whole already have attained):

o National EWP Licence

o Chainsaw Operations Certificate

o Certificate III in Horticulture (Arboriculture) National Code: RTF30203 or equivalent qualification

• Council will ensure that all contractors assessing trees around electric lines:

o Attain a minimum Certificate IV in Horticulture (Arboriculture) National Code: RTF40203 - or equivalent qualification, including

− Nationally accredited “Assess Trees” module

− Nationally accredited “Identify Trees” module

1.18 {9(3)(p)}Notification and Consultation • Council will inform affected persons by quarterly publication in Council’s resident

newsletter notifying of the suburb in which the trees are to be pruned. See Appendix 4 for example. This will occur at least 14 days and not more than 60 days before the intended pruning or removal is to occur;

• Council will inform affected persons by written letter which the trees are to be removed. This will occur at least 14 days and not more than 60 days before the intended pruning or removal is to occur. See Appendix 5 for example.

• If trees, stated in the letter/newspaper advertisement are not pruned within the suggested time, then another letter/advertisement will be sent/published outlining the new forecast, as to when the works will occur.

1.19 {9(3)(q)} Dispute resolution A dispute is a situation where the normal processes of consultation and negotiation relating to trees affected by powerlines fail to provide a satisfactory result. Two categories will prevail in this instance:

1. Council requiring resolution with Distribution Company

If a dispute arises between the Council and the Distribution Company, Council will initiate its internal dispute resolution procedure. See Flow Chart 1 in appendix 6. If the dispute is not resolved by this method, the dispute will be referred in writing to ESV for further consideration

2. Affected person requiring resolution with Council

If a dispute arises between the Council and a member of the public, Council will initiate its internal dispute resolution procedure. See Flow Chart 2 in appendix 6. If the dispute is not resolved by this method, the aggrieved part will be informed that of their right to refer their complaint in writing to the relevant Ombudsman or an alternative dispute resolution body.


2. Section 10(7)

2.1 {10(7) (a)}A responsible person must ensure that a copy of the management plan is published on the responsible person’s Internet site

A link to the plan can be found at www.hume.vic.gov.au. Key staff from Council Parks and Open Space Department and Corporate Services will meet annually. Part of that meeting agenda will be to ensure the ELCMP is updated (if necessary) each year and ensure the processes are implemented. TMT is responsible for implementing associated processes.

After the annual review, a new version number will be assigned to the plan. A copy of the plan will be sent to the Customer Service Manager and the Marketing & Communications manager ensuring the plan is available in the mandated areas.

2.2 {10(7) (b)}A responsible person must ensure that a copy of the management plan is available for inspection at the responsible person's principal office in the State during normal business hours A hard copy of the ELCMP is available at Hume City Council’s customer service desk at 1079 Pascoe Vale Road, Broadmeadows 3047 between the hours of 8:30am and 5:00pm, Monday to Friday. To attain hard copy, ask a Customer service officer at the front desk. Key staff from Council Parks and Open Space Department and Corporate Services will meet annually. Part of that meeting agenda will be to ensure the ELCMP is updated (if necessary) each year and ensure the processes are implemented. TMT is responsible for implementing associated processes.

2.3 {PART 2 - CLEARANCE RESPONSIBILITIES}

2.3.1 DIVISION 1 – Role of responsible persons

2.3.1.1 {4}Exception to minimum clearance space for structural branches around insulated low voltage electric lines Where it is identified that a structural branch >130mm diameter is within the Clearance Space but more than 300mm from an insulated low voltage line, and removal of the branch will significantly alter the shape of the tree or compromise its structure, Council will undertake an individual assessment of the tree do determine whether an Exception to the normal clearance requirements is appropriate under Division 1 Part 2 (4) of the Code. Assessor will record this in comments section and discuss in regular contractor meetings. ELC personnel made aware via comments section in works instruction. All identified exception locations and for the maintenance of records of exceptions will be held within council records for 5 years.

All assessments for trees to which this exception may be or is applied will be undertaken annually by an arborist with a minimum of AQF Level 5 in Arboriculture, or equivalent, and with all relevant training as detailed in 1.17 of this document.

2.3.1.2 {5}Exception to minimum clearance space for small branches around insulated low voltage electric lines Where it is identified that foliage and branches <10mm in diameter have grown within the Clearance Space of an insulated low voltage line, the pruning records for the tree will be reviewed to ensure the tree has been pruned to comply with the minimum Clearance Space in the previous 12 months. If it has, the tree will be assessed during the next cycle of the annual clearance program. If it has not, this will be not as a contractual non-conformance and the Contractor will be required to prune the tree within 14 days of issuing of the non-conformance.


http://www.hume.vic.gov.au/

2.3.1.3 {6}Exception to minimum clearance space for structural branches around uninsulated low voltage electric lines in low bushfire risk areas Where within the LBRA it is identified that a structural branch >130mm diameter and is less than 500mm within the clearance space on a low voltage electric line, where removal will significantly alter the shape of the tree or compromise its structure, Council will ensure that spans that do not exceed 45 meters have one cable spreader and those that exceeding 45 meters have two cable spreaders as per section 6(2)(B)(i)&(ii) and undertake individual assessments of those tree to determine whether an Exception to the normal clearance requirements is appropriate under Division 1 Part 2 (6) of the Code.

ELC personnel made aware via comments section in works instruction recorded in HTMS. All identified exception locations and for the maintenance of records of exceptions will be held within council records for 5 years.

All assessments for trees to which this exception may be or is applied will be undertaken by an arborist with a minimum of AQF Level 5 in Arboriculture, or equivalent, and with all relevant training as detailed in 1.17 of this document. These assessments occur on an annual basis and part of the regulated area inspection program.

Assessors are made aware of the minimum clearance space in LBRA through requirements in the tender to read the regulations and via regular contractor meetings. Any trees found with the several cyclic assessment programs will be referred to Council.

2.3.1.4 {7}Responsible person who owns or operates a transmission line N/A

2.3.1.5 {8}Responsible person may cut or remove a hazard tree

From time to time hazard trees maybe identified through program and reactive inspections and may not be within the clearance space however present a risk to electric lines.

A hazard tree is a tree which “is likely to fall onto, or come into contact with, an electric line”.

If the assessor (minimum level AQF Level 5) assesses the tree and finds hazards which include health and structure, environmental conditions, stability and regrowth, the tree will be reassessed by a council arborist (minimum level AQF Level 5). Subsequently a work plan will be set in place with close consultation with the Contractor who will undertake the work set out in the work plan.

2.3.2 DIVISION 2 – Manner of cutting and removing trees

2.3.2.1 {9}Cutting of tree to comply with Standard

See 1.11

2.3.2.2 {10}Cutting and removal of: • Native trees

• Trees listed in a planning scheme to be of ecological, historical or aesthetic significance

• Trees of cultural or environmental significance

must be minimised refer to 1.5

In the event that trees from the above categories are identified by the assessor, ELC personnel will be notified via email and/or it will be noted in the comments field within the issued work sheet.

The assessor will inspect the tree to confirm that the cutting of the tree for compliance will result in making the tree unhealthy or unviable therefore tree removal is required.

Council may also refer to its current Tree Removal Criteria as another mechanism for removal. This can be found is Councils current Street & Reserve Tree Policy and is available on request.


2.3.2.3 {11}Cutting or removing habitat for threatened fauna Where the planning scheme determines a tree to be of ecological, historical or aesthetic significance, advice will be sought from Council’s Environmental Planners on how to address the issue appropriately. If action is required, then the ELC personnel is informed and issued specific works schedule to address the issue.

Where a tree in this category comes to the attention of the assessor it will be in the comments section of the assessment data that is provided to ELC personal.

If ELC personal encounter threatened fauna, prior to any cutting or removal works then an initial telephone call followed by an email to Council recommending work cease and advice of Council’s Sustainable Environment Department will be sought. Consideration of relevant legislation will be undertaken and an appropriate process will be drawn up to continue work without contravening relevant legislation.

2.3.3 DIVISION 3 – Notification, Consultation and dispute resolution

2.3.3.1 {16}Responsible person must publish notice before removing or cutting certain trees Refer to 1.18

2.3.4 DIVISION 4 –Additional duties of responsible persons

2.3.4.1 {20}Duty relating to the safety of cutting or removal of trees close to an electric line Where Council and its ELC personnel are unsure of the safety of pruning or removing a tree, they will consult with the relevant Distribution Business, or if the tree affects a railway supply line, the relevant Railway Operator, to develop an appropriate action plan to mitigate the hazard or bring the tree into compliance with the Code.

2.4 PART 3 - MINIMUM CLEARANCE SPACES

2.4.1 DIVISION 2 - Alternative compliance mechanisms

2.4.1.1 {31} Application for approval of alternative compliance mechanism Council is not and does not currently intend to use any alternative compliance mechanisms.

2.4.1.2 {32}Formal safety assessment of alternative compliance mechanism Council is not and does not currently intend to use any alternative compliance mechanisms.


APPENDIX 1: Map 1


APPENDIX 1: Map 2


APPENDIX 1: Map 3


APPENDIX 1: Map 4


APPENDIX 2: Monitor and Supervise ELC personnel

CHART 3 – PURPOSE: TO MONITOR AND SUPERVISE CONTRACTORS

Appendix 5: Dispute Resolution Flowcharts

Contractor Inducted (see t5WI 601)

Liaison with responsible

officer

Contractor to visit 5epot

Contractor to call wesponsible hfficer the day before visiting

job

wesponsible hfficer -establishes monitoring & supervision requirements

wh issues field instruction wh to sign

tick up equipment, materials, chemicals, signs, forms and fill out required documents eg. herbicide supply form

tlace in Contractor file

(together with any documentation relating to non-compliance) for

Annual weview by Contract aanager

Contractor undertakes job and fills out any required form

According to field instruction, QA work instruction and contract requirements

wecord on t5atC

906A, t5WIC 602B & t5atC 906C– (Bush Crew

hnly)

t5atC 901 CC – (Turf Crew hnly)

Yes

wandom contractor operator audit by wesponsible hfficer

Compliant?

No hn Completion

According to QA Work Instruction and Contract Specification and hIS requirements

Issues/Complaints received from third

party

(If Non-Complaint to ELC wegulations, ESV

t5atC 901a – (troj. Infrastructure Crew hnly)

w.h. to audit site post works w h notifies contractor

to be notified)

t5atC 901N – (Iort./ tlay 5ivision hnly)

t5atC 903B – (Tree

against Cield Instruction & QA Work Instructions

of identified risks and

other issues

w h issues

NCw form and CAw

Contractor to rectify until works compliant

No

Compliant?

Approve payment

5aily worksheet filled out plus any other required documentation as per

contract or instructions

Invoice wesponsible hfficer tarks 5ept with attached copy of field instruction

Contractor to send invoice with copy of field instruction signed by both parties, also a copy of any

other required document attached.

tayment to Contractor

Job Allocation

Completion

weview Task

tayment

Annual weview


APPENDIX 3: Contractor Audit Form Date of Audit Site of Audit:

Name of Council Representative Name Conducting the Audit:

Signature of Council Representative Name Conducting the Audit:

Name of Contractor/Crew Site Manager:

Signature of Contractor/Crew Site Manager:

Work Activity Being Audited Tree Works Tree Establishment Other Specify

Task Specific Audit Checklist

Issue Yes No N/A

Issue Yes No N/A

Planning

Vehicles/Mobile Plant

Is there a risk assessment specific to the activities being undertaken Do all vehicles have current registration?

Material Safety Data Sheets are available for all hazardous substances? Are audible and visible warning devices operational? Provide pre-start checks for vehicles? Is the general condition of the vehicle safe?

Traffic Management Plans available (where relevant)? Chemicals Are all chemical containers labelled? Training & Competency Fuels stored in appropriate fuel containers?

All operators/staff have relevant certificates of competency and licenses? Are measures in place for spills clean up?

All employees have received site specific induction (where relevant)? Personal Protective Equipment

Public Safety Task specific PPE work as per SMoW/JSA? Are appropriate control devices in place to separate pedestrian from the works?

Is an appropriate work uniform worn including high visibility wear?

Is clothing compliant with sun-smart policy? Plant All work crews have access to first aid facilities relevant to their work

hazards?

Rollover & falling objects protection provided? Company logo identified?

Guards in place and in good condition? Other Identified site safety issues (document below) Is a fire extinguisher/knapsack required; available and serviced?

Is the plant safe to operate?


Corrective Actions Actions, Measures and/or Work Methods Requiring Rectification/Action by Contractor/Crew

Date Required by Contractor/Crew Representative (Name & Signature) Council Auditor Representative (Name & Signature)

Works Quality Inspection

ACTIVITY PERFORMANCE MEASURE COMPLIANCE YES - NO - N/A

COMMENTS / REMARKS

Tree Pruning To job specifications?

AS4373 (2007)

Power-line clearance works?

Clearance achieved as stated in Electrical Line Clearance Regulations 2015?

Site condition

Is site clean?


APPENDIX 4: Affected Persons Quarterly Newspaper Notification


APPENDIX 5: – Affected Persons Written Letter Notification Our File: Enquiries: Telephone: Appendix A. Appendix B. Wednesday 10 May 2017 Dear Resident RE: REMOVAL OF NATURE STRIP TREE Hume City Council manages all stages of nature strip trees life cycle from planting and establishment through to its maturity and eventual removal and replacement. Each year Council conducts an audit for trees that are located in areas of high use and/or require clearing from power lines. During this audit trees are inspected for health and structure. During the current audit program your tree was identified for removal due to one of the following reasons:

• Dead or in decline • Structurally unsound • Inappropriate species due to constant power line clearing

If appropriate a replacement tree will be replanted during our planting season. If you would like more information please contact council’s Senior Arborist, Ronan Hamill on 9205 2302 during normal business hours. Yours sincerely, Graham Dear Coordinator Open Space Parks Department Hume City Council


APPENDIX 6: Dispute Resolution Flowcharts

Yes

Yes

No

CHART 1 - PURPOSE: TO PROVIDE A DISPUTE RESOLUTION PROCESS FOR AFFECTED

Make appointment to meet and discuss issues with Senior Arborist.

Affected person still dissatisfied?

Refer affected person to Department Open Space

Open Space Coordinator to make appointment with affected person and discuss issues.

Manager makes decision.

Start

Organise follow up meeting/s with Manager.

Affected person expresses dissatisfaction with

Affected still dissatisfied?

No

Within 1 working day.

An appointment must be made within 5 working days of the referral.

End

Comments

Affected person still dissatisfied?

Refer affected person to an external arbitrator.

Open Space Coordinator to brief Manager.

Within 1 working

Document outcome and action to be taken.

A external arbitrator may be the State Ombudsman.


APPENDIX 6: Dispute Resolution Flowcharts

Senior Arborist to make appointment to meet and discuss issues with Distribution Company.

Council still dissatisfied?

Senior Arborist to brief Parks manager.

Parks manager to escalate issue to Distribution Company Manager.

Refer Distribution Company to ESV.

Start

Managers meet.

Document outcome and action to be taken.

Council expresses dissatisfaction with service.

Council still dissatisfied?

Yes

Yes

No

No

The meeting should be attended by relevant officer, manager and Distribution Company within 5 working days.

An appointment must be made within 5 working days of the referral.

End

CHART 2 - PURPOSE: TO PROVIDE A DISPUTE RESOLUTION PROCESS FOR COUNCIL


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