1. Send applications to place a service in the rail corridor to: The Grants Administrator, Corporate Property Office, PO Box 593, Wellington
2. A non-refundable application fee is required with the application. This can be paid by cheque or by direct credit to ONTRACK. This is the standard fee for ‘normal’ applications and covers any engineering reviews or site inspections required. Additional charges may apply to applications of an unusual, urgent or special nature.
3. The application should include location/site plans and photographs if applicable.
4. The application should include design/route plans.
5. We then determine where the proposed crossing or service is in relation to rail boundaries.
6. The application is passed to our national office engineers, and also to the Area Manager and Field Engineer in the appropriate area office.
7. Area managers and field engineers review the application, undertake site visits and assess the application.
8. A copy of any application usually goes to other utilities if they have a service in the area.
9. If the application is approved, the proposal is captured in the GIS and a new plan is issued. A Deed of Grant is then prepared.
10. The Grant documentation is then sent to the applicant along with a letter describing the engineer’s comments and conditions.
11. The applicant is requested to sign the Deed of Grant documents and return them for completion, and is given a grant number before their works may proceed.
12. Following the completion of the grant the Area Manager will issue an Entry Permit setting out the conditions of entry, including the time, date and place at which the works can proceed – including the need for train protection if required.
13. Site inspections and completion certificates are issued by the Technical Engineer after the work is completed.
14. Two copies of the Grant is witnessed and scanned into the ONTRACK database. The original copy is kept secure and the applicant’s copy is returned to them.
15. A fee is payable for the preparation of the documentation for the Deed of Grant.
16. Once the works are completed and we have received ‘as-built’ plans, the position is included in the GIS corridor plan so any railway plans prepared for that area in the future will know the service is there.
17. An annual grant fee is payable.