A road and drainage improvement project typically involves the construction of road and drainage upgrades, pathways and other associated works like traffic calming in urban areas of the Shire.

Council has identified areas and streets where the existing infrastructure does not currently meet the community’s needs and expectations. These projects are typically funded through a special charge scheme. Council also contributes to these projects based on the benefits provided to the wider community.

The delivery of the upgrade project would be subject to final Council approval and the availability of Council funding.

A Special Charge Scheme is a way for Council to raise money for an upgrade by sharing the cost of the upgrade between Council and the property owners that benefit from the upgrade. This is allowed by the Local Government Act 1989. Thanks to this, many towns now have improved roads and drainage which has led to less dust and flooding.

The aim of an upgrade project is to ensure communities get the infrastructure that is expected when living in a residential area. The people who live there will get the benefits that come with these improvements.

Road and drainage upgrade projects are undertaken in accordance with the Council's Urban Road and Drainage Improvement Policy 2024

This stage of consultation is to determine if there is adequate support from property owners to proceed with the development of concept plans and upgrade options.

If there is poor support from property owners, Council will not proceed with the project, and property owners would need to present a petition in future to have an upgrade reconsidered.

If there is adequate support at this stage, further community consultation would then be undertaken to help determine a preferred project design. All property owners would then have the opportunity to formally support or oppose the proposed special charge scheme after a final design and individual estimated property costs have been provided.

The purpose of this stage of consultation is to measure initial interest from property owners regarding an upgrade project. Upgrade projects take considerable time and resources to investigate. Council therefore needs to determine if a project is even wanted by property owners prior to making this commitment.

Your response at this stage of consultation is not a formal vote in support or objection to an upgrade project however we do ask that property owners responses reflect a genuine interest in participating in a special charge scheme. Participating in this survey will not affect your right to express your opposition in the future.

Once a preferred concept design is determined, property owners will be presented with their property’s estimated contribution amount (special charge) and will be able to formally support or object to the proposed costings and design through the legislated process.

Council uses money from rates to provide many services, including road maintenance. However, this money does not cover new improvements like building unsealed roads, kerbs, footpaths, or drainage if they don't already exist.

Council has a policy called the Urban Roads and Drainage Improvement Policy 2024. This Policy says that the cost of substantial upgrades to roads, drainage, or footpaths must be shared by the property owners who benefit the most from these improvements.

If property owners are interested in exploring a special charge scheme for the purposes of improving infrastructure, Council will complete further questionnaires to understand what improvements property owners want and need. The preferred design is driven by this feedback and may include a mixture of features such as road sealing, underground drainage, footpaths and traffic calming.

Historically, many streets have included both road sealing and underground drainage in their design, however some have opted for road sealing only as flooding has not been a concern.

Similarly, the inclusion of footpaths and traffic calming is more common along busier ‘main’ roads that tend to have greater traffic than quieter streets.

Council contributes financially towards the benefits received by the wider community.

The amount of Council’s contribution is determined by a benefit ratio. The benefit ratio is a calculation of the benefits received by the properties within the special charge scheme area compared to benefits received by the wider community. For example, streets that have a high level of use by people who do not live on them will have a greater Council contribution, whereas streets that are used mainly by residents within the scheme area will have a lower Council contribution.

The benefit ratio is calculated using traffic count data, parking surveys and census information. The calculation of the benefit ratio takes significant Council time and resources. A strong level of interest in exploring a special charge scheme is therefore required from property owners prior to Council completing this work.

The contribution required by the property owners within a scheme is shared between each property based on various relevant factors such as boundary length (road costs) and property area (drainage costs).

If there is appropriate support from property owners at this survey stage, Council will complete further consultation with property owners to ask what they want and need from an upgrade. Indicative costs are provided at this stage so that property owners can make an informed choice.

Once a preferred concept design is determined, property owners will be presented with their properties estimated contribution amount (special charge) and will be able to formally support or object to the proposed costings.

The exact cost for properties depends on several factors, including the benefit to the wider community (benefit ratio), the design features chosen by property owners (such as the inclusion of drainage, footpaths and traffic calming) and the individual property boundary lengths and areas.

A table showing examples of the average costs for recent special charge scheme projects in Bass Coast has been provided in the Frequently Asked Questions fact sheet. This is for general information purposes only, as costs for a specific improvement project can only be determined through consultation and may look different to the figures in the table.

The concept designs will be prepared balancing design requirements such as minimal cost, least impact to the environment and retaining the characteristics of the area.

Generally, the road can be upgraded following the existing footprint of gravel roads. In areas of shearwater rookeries, the proposed upgrades can retain works within the existing road footprint to avoid impacts to these extremely important habitats. Road widths can be minimised to reduce and avoid impacts to the existing vegetation. Footpaths can be minimised and meandered to avoid impacting on the existing vegetation and retain the characteristics of the area. Swale drains can be retained in selected locations to protect existing vegetation, wildlife and street characteristics. Traffic calming treatments can be tailored to provide additional space for vegetation and enhance street characteristics. No additional street lighting will be installed which will assist to protect the shear waters migration.

Consideration to protecting and mitigating impacts to local flora and fauna will be undertaken in accordance with due diligence reports. Additional advice and targeted surveys will be undertaken if the project is supported to progress into the detailed design and construction phase. All legislative requirements will be followed. If the project is supported, the detailed design phase will ensure there are minor adjustments as required to avoid and minimise impact on existing vegetation as a priority.

An estimate of costs (special charge) for each individual property will be provided to property owners prior the project declaration. This is required to be provided to property owners at least 28 days in advance of a special charge declaration. An estimate of cost can only be provided as the actual costs will be determined when the project construction is completed. In accordance with the Local Government Act 1989, Council is able to increase the charge by a maximum of 10 per cent if the actual project cost increases. It is rare to increase the costs but is at Council discretion to enact if required. If the project cost is less than estimated, then savings are returned to the property owners.

If there is strong interest from property owners at this stage, Council officers will proceed to develop a range of concept options and costings. These will be presented to property owners to seek feedback to help determine a preferred project design.

If there is poor interest from property owners, Council will not proceed with the project, and property owners would need to present a petition in future to have an upgrade reconsidered, as per the Urban Road and Drainage Improvement Policy 2024.

There is no payment required at this stage. If the project was formally supported by the community, Council must levy the special charges within 12 months of the declaration, in accordance with the Local Government Act 1989.

At the end of construction (practical completion) and defects liability (generally 12 months after this), Council officers will prepare a report to Council to finalise all costs associated with the project.

In accordance with the Local Government Act 1989, Council is able to increase the charge by a maximum of 10% if the actual project cost increases. It is rare to increase the costs but is at Council discretion to enact if required. If the project cost is less than estimated, then savings are returned to the property owners.

Although there is no payment required at this stage, if the project was supported by the community and developed further as a project, the following payment options will be available:

Payment Option 1: Lump Sum Payment – upfront payment of the Special Charge in full within 30 days of the date of issue of an invoice, with a 5% discount and no interest.

Payment Option 2: Lump Sum Payment – upfront payment of the Special Charge in full within 90 days of the date of issue of an invoice, with no discount and no interest.

Payment Option 3: Instalment Payment Plan – payment of the Special Charge in 40 quarterly instalments over 10 years, with interest. Interest will be charged on the reducing balance of the principal each quarter at the rate of 1% above the estimated borrowing costs of the Council. If a ratepayer is late with payment of an instalment, penalty interest will be charged on the balance of principal due each quarter.

Payment Option 4: Hardship Payment Plan - A payment plan, extended beyond 10 years to a maximum of 20 years, tailored to the individual needs of the ratepayer upon receipt of a completed Financial Hardship Application Form. This option is subject to the Council assessing the property owner as experiencing financial hardship, in accordance with the Council’s Hardship and Financial Hardship Policy.

Property owners will be advised of the interest rate available prior to selecting a payment option if the project is supported for construction.

If the special charge scheme was approved in the future and you believe that you may have difficulty paying, please contact Council’s Revenue Services team on 5671 2211. Our officers are more than willing to confidentially discuss payment options with you, taking into account your current situation. Ratepayers who reside in the affected property and their only form of income is a government pension may qualify for hardship assistance. A copy of Council’s Hardship and Financial Hardship Policy can be found on our website at www.basscoast.vic.gov.au/policies

At this stage Council Officers are only completing a survey of property owners to gauge initial support for a road and drainage upgrade. This will guide Council's next steps. No formal decision has been made by Council to proceed with the project.

The construction stage is another step that goes to a Council meeting for a decision, which is undertaken after the planning phase. Once the concept plans and costings have been developed with the community, a further report will be presented to Council outlining design options together with the cost for both Council and property owners. Once the preferred project design is adopted, Council will initiate the legislative process through an intent to declare a special charge scheme.

Once this has occurred, property owners can make a formal written submission in support or opposition to the proposed special charge scheme. If this was to occur, all affected property owners would be notified.