HAUC(UK) Meeting – notes 18-05-2011 Page 1 of 13

Salma Islam Utility Secretariat NJUG 111 Buckingham Palace Road, London, SW1W 0SR Tel: 0207 340 8737 info@njug.org.uk

David Capon Local Authority Secretariat JAG(UK) Victoria House 101-105 Victoria Road Chelmsford Essex, CM1 1JR Tel: 07775827492 manager@jaguk.org

NOTES OF THE MEETING OF THE HIGHWAY AUTHORITIES AND UTILITIES COMMITTEE HELD ON WEDNESDAY 18th May 2011

AT RINA, 10 UPPER BELGRAVE STREET, LONDON SW1X 8BQ

PRESENT

Mark Ostheimer HAUC(UK) Joint Chair, NJUG Operations Director and Virgin Media (Chair of the meeting)

Jerry McConkey HAUC(UK) Joint Chair, JAG Director and Sefton Borough Council Dave Turnbull NJUG Legal Director, BT Openreach Les Guest Chief Executive, NJUG Phil Cameron Vice-Chair, JAG(UK), South West HAUC and Gloucestershire County Council Barry Lucas London HAUC and Islington Borough Council Peter Loft London HAUC and Thames Water Paul Gerrard National Grid Christopher Plumb Highways Agency Steve Bender London HAUC and City of London Corporation Robert James East Midlands HAUC and Nottingham County Council Hugh Rickard South-West HAUC and Wessex Water Christopher Perkins Energy Networks Association, (Electricity), ENA Chair Street Works Group, Training and

Accreditation Working Group, NJUG Sustainability Director and UK Power Networks Patsy Ward Welsh HAUC and Welsh Water

Anita Solanki West Midland HAUC, Conference Organising Committee, Performance Working Group and Severn Trent Water

Matt Tyler Department for Transport Alanna Barber Department for Transport Stephen Gibbon Yorkshire HAUC and Barnsley Metropolitan District Council Barry Spencer Yorkshire HAUC and Yorkshire Water Wayne Scott Co-ordination Working Group and Bracknell Forest Council Janet Taylor Network Rail Peter Crouch South West HAUC, Diversionary Works Working Group Baz Lokat GeoPlace Ian Ackerman South East HAUC Ian Darbyshire North East HAUC and CE Electric UK Mark Beasley Transport for London Mo Abraham Welsh HAUC Mike Young Welsh Assembly Government Rob Scott Anglian HAUC and Luton Council John Webb

North West HAUC, Water UK and United Utilities

Jane Smith NJUG and Joint HAUC(UK) Secretariat (Utility)

Salma Islam NJUG and Joint HAUC(UK) Secretariat (Utility)

Dave Capon JAG(UK), Joint HAUC(UK) Secretariat (Local Authorities), Conference Organising Committee

1. Apologies for Absence

Ian David NSG and Inspection Fees Working Groups and Bridgend Borough Council Michael White North West HAUC and Lancashire County Council Chris Nesbitt East Midlands HAUC and Cable and Wireless Worldwide

Bob Beaney South East HAUC and BT Openreach

HAUC(UK) Meeting – notes 18-05-2011 Page 2 of 13

David Baker Keith O‟Brien

Transport for London and Diversionary Works Working Group Anglian HAUC and Cable and Wireless Worldwide

Roger Culpin Chair, JAG(UK), Inspections Working Group and North of England HAUC, Durham County Council

Marc Owen Welsh HAUC and Pembrokeshire County Council David Armitage RAUC(Scotland) and Aberdeenshire Council Alan Rainford SROH Working Party and Virgin Media John Gooday Kevin Horne Terry Lomas

RAUC (Scotland) and Scottish Road Works Commissioner RAUC (Scotland) Scottish Power Hampshire County Council and SROH Working Group

2. Accuracy of notes of the previous meetings – 20th

October 2010 and 17th

February 2011

11.59

Notes of 20th October 2010 meeting:

10.220 - Temporary Traffic Signals – the minutes should have read „Dave Turnbull to provide a note on how he came to his conclusion regarding the European Directive not having any legal standing until they have been enacted through UK legislation, which to date it has not.‟ Notes of 17

th February 2011 meeting:

Present – Remove the words „Meeting Chair‟ from Mark Ostheimer‟s name and place next to Jerry McConkey. Present – „Alaana Barber‟ to be replaced with „Alanna Barber‟ Present – Wayne Scott to be removed from the list of attendees and placed in list of apologies. 11.06 – Replace Matt Tyler‟s name in first sentence with „Alanna Barber‟. 11.21 – Last sentence to be replaced with the following sentence: „The St Helen‟s Permit Scheme has stalled and there is confusion as to the original mini-consultation undertaken with NJUG.‟ With these amendments the minutes were agreed as a true and accurate record of proceedings.

3. Matters Arising from Previous Meeting

11.60 11.61 11.62 11.63 11.64 11.65 11.66 11.67 11.68 11.69

11.02 11.03 11.04 11.06 11.07 11.07 11.08 11.08 11.08 11.09

Mapping the Underworld presentation slides to be disseminated with the minutes by the Secretariat – Complete Secretariat to place NUAG presentation slides on the HAUC(UK) Website – Complete Good Practice working group chairs (Barry Spencer & Michael White) to set up Coring Sub-Group – Complete Members to raise any issues / concerns they have about the Strategic Road Networks consultation with Matt Tyler - Complete Further comments on draft HAUC(UK) Code of Conduct to be sent to the Secretariat by 4th March 2011 – Complete David Armitage to send suggested amendments of Code of Conduct for Scotland – Complete Members to send response to the Communications protocol by 18th March 2011 to Michael White and Barry Spencer - Complete HAUC (UK) Joint Chairs to sign off the final document (Communications protocol) once all the comments have been received - Complete All to produce one case study by the end of April (using the Good Practice communications protocol format) and to send to the Good Practice Group / HAUC (UK) Secretariat. ACTION: Ongoing Jane Smith to update Business Plan and re-circulate for a final time for comments. Jane Smith confirmed that she had received no updates on progress on Business

HAUC(UK) Meeting – notes 18-05-2011 Page 3 of 13

11.70 11.71 11.72 11.73 11.74 11.75 11.76 11.77 11.78 11.79 11.80 11.81 11.82 11.83 11.84

11.09 11.10 11.16 11.19 11.22 11.31 11.34 11.36 10.219 10.219 10.157 10.160 10.170 10.201 10.205

Plan activities and asked that all members highlight updates on their activities supporting the HAUC(UK) Business Plan, preferably by sending her their Reports highlighting the specific sections. HAUC(UK) to feed back to John Gooday views on the structure for the HAUC(UK) / RAUC(Scotland) event and list of possible attendees - Complete Secretariat to include details of the SE HAUC Roadshow in the next HAUC(UK) newsletter – Complete Bob Beaney to re-send SEHAUC Regional Report to the Secretariat for circulation – Complete East Midlands HAUC Chairs to send copy of Advice Note on the Replacement of Modular Paving to David Baker. ACTION: Ongoing Responses on YHAUC proposal to Barry Spencer or Stephen Gibbons by 11th March 2011 – Complete Matt Tyler to check whether the inspection fee review is impacted by the DfT review on regulatory burdens. ACTION: Ongoing The Good Practice Working Group to keep HAUC(UK) updated on the Communications protocol – Complete Ian David to keep the group informed on developments with the NSG Group and report on progress at a future meeting – Complete NSG now standard item on meeting agenda. Gerard O’Toole to share details about TfL measurement of the London Code with Anita Solanki and Phil Cameron, who will then discuss with the Performance Group. ACTION: Ongoing. Mark Ostheimer and Jerry McConkey to amend Code of Conduct for a HAUC(UK) version taking into account local authority sign up - Complete Phil Cameron to provide names to Anita Solanki to work with WMHAUC colleagues to support modification of the SWHAUC handbook. ACTION: Ongoing. Welsh HAUC to finalise their Advice Note, send to Co-ordination working Group and then HAUC(UK). If accepted, Welsh HAUC to withdraw their Advice Note. ACTION: Ongoing. Laura Robinson, (DfT) progressing with DECC to seek clarification on the S50 processes and any requirements to communicate any transfer of asset ownership, and to then provide a response. ACTION: Ongoing. High Speed Roads Advice Note - Robert Hudleston to produce a draft Advice Note following receipt of final advice from the Safety Code and Chapter 8 Review Groups - Safety Code still under review, action to be completed by Phil Cameron the new highways side chair – Discharged: Referred to Safety Group. LPG Supplies to new developments – Robert Hudleston to send Matt Tyler a note on the concern around gas supplies through roads to new developments and what protections existed if the supplier became insolvent / went out of business – Discharged.

HAUC(UK) Meeting – notes 18-05-2011 Page 4 of 13

11.85 11.86

11.56 11.57

Secretariat to attach/append reports to the minutes – Complete All to ensure emails to the HAUC(UK) Secretariat are sent to Salma, Jane and Dave - Complete

4. Presentations

4.1 Performance Scorecard – Phil Cameron and Anita Solanki

11.87

The Performance Working Group Co-Chairs presented the HAUC(UK) Performance Scorecard explaining that its purpose is to enable all works promoters to benchmark performance, identify strengths and weaknesses, monitor overall trends and provide robust evidence for policy making and intervention. The Scorecard will be launched in October with the first data capture planned for January 2012. In response to a question by Christopher Perkins about how the central database would work, Anita Solanki and Phil Cameron explained that authorities and utilities would be able to log in to a central portal to run reports. Phil Cameron and Anita Solanki will be providing presentations at Regional HAUC Roadshows over the coming months. ACTION: Secretariat to circulate presentation slides – Complete - Slides circulated in the May HAUC(UK) newsletter.

5 DfT Update

11.88 Alanna Barber / Matt Tyler gave the following update: Organisation – The changes in staffing within the DfT had now been confirmed. Matt, Alanna and Beth Godden will be staying in the street works team, although Matt would also be working on parking. They also have a new member of the team - Ann Morley. Kevin Nason and Vida Browne-Campbell had moved to other posts as had Richard Buckley who has been replaced by Spencer Palmer as Deputy Traffic Director. ACTION: Alanna to forward Secretariat the DfT structure diagram for circulation – Complete. Permits – The consultation on the devolvement of permit approval powers was expected to be published before the summer recess, and the target implementation date was April 2012. In response to a question from Dave Turnbull who suggested that such measures would require changes to primary and secondary legislation, the Code of practice and Statutory Guidance, and whether therefore the Department would use a HAUC(UK) working group, Matt suggested it was unlikely that a working group would be formed on the issue due to Ministerial desire to move quickly, but he assured members that the DfT sought full and open dialogue on the issue. Les Guest suggested that at the very least it would be helpful if Government discussed the proposed changes with the HAUC(UK) Strategy Group (Jerry McConkey, Mark Ostheimer, Roger Culpin and Les Guest). Matt Tyler agreed that this would be useful. ACTION: Matt Tyler to arrange a meeting with the HAUC(UK) Strategy Group to discuss devolvement of permits. (Post meeting update: Joint chairs of HAUC(UK) have since written to the Transport Minister requesting that Secretary of State approval for permit schemes remains.) S74 Overstay Charges - Although the Minister was still considering his position on this, the DfT Business Plan confirms the intention to finalise arrangements by October so that it could be implemented in April 2012. Lane Rental – The DfT intend to publish a consultation on lane rental before the summer recess, with a new set of Regulations to enable future lane rental schemes. The emphasis will be on a small number of local pilots in the most critical parts of the road network in key areas of high congestion. The DfT expect the legislative framework to be in place by the end of the year, which will include Regulations and accompanying Guidance for local authorities, and the need for Secretary of State approval of all proposed lane rental schemes. Mark Beasley added that TfL would be publishing their own lane rental consultation very

HAUC(UK) Meeting – notes 18-05-2011 Page 5 of 13

soon after the DfT published theirs, which would be a “targeted and avoidable” scheme focusing on only the “congestion management” parts of the Transport for London Road Network (TLRN). He explained that TfL were engaging with stakeholders already through a Lane Rental Reference Group that met every two weeks, which included utilities, London First, the EToN Developers‟ Group, and the Noise Awareness Forum. There was also the possibility of a representative from the contractor community and he was planning to contact the Highways Term Maintenance Association to seek a representative. ACTION: Mark Beasley to contact HTMA for contractor representative to join the TfL Lane Rental Reference Group. TfL hoped to be ready to submit their lane rental proposals to the DfT by January 2012, with an implementation target date very soon afterwards (Spring 2012). Safety CoP – The DfT reported encouraging signs from the Department economists on the Safety CoP but there is likely to be a need for some reduction in scope. Whilst the Minister was still deliberating over this, it could be published in October this year and have legal force by October 2012. Inspections CoP – The DfT confirmed this hadn‟t been taken forward for a while but Ann Morley would be taking over from Kevin Nason on this, and progressing it in between her permits work. Motorbike lobby campaign – Alanna brought to members‟ attention a campaign by the Motorcycle Forum regarding the need for skid resistant manhole covers. Although the Government was not yet taking any action on this, Alanna explained it could become a matter of interest to Mike Penning MP (Parliamentary Under-Secretary of State at the DfT). John Webb mentioned that the manufacturing industry was already looking into this issue and were trialling new skid resistant covers and improving existing covers. He confirmed that the existing covers are designed to a British Standards Institute (BSI) specification, and that any changes would need to be discussed with the BSI, and go through their approval process before use. Alanna Barber agreed that DfT would need to talk to BSI. Phil Cameron highlighted that Devon County Council had also undertaken a lot of work in this area. Peter Crouch warned that this issue needed full and wider consideration, as the issue of liability in the event of an accident resulting from a change of covers needed to be fully understood, and so a change should not be undertaken lightly, without a robust process of assessment and BSI approval taking place first. ‘Red Tape Challenge’ – The Cabinet Office had launched an online initiative to engage and consult with the public on legislation. The presumption by Government is that the regulations should be revoked unless there is a good reason to keep them. Road traffic legislation had been upload onto the website for consultation on 20th May and, as well as the public, organisations could also respond and the DfT recommended that NJUG and JAG(UK) should do so as well as individual members. If HAUC(UK) members wished to retain key pieces of legislation and regulation then they would need to make a strong case for their retention. ACTION: Secretariat to circulate web link to the „Red Tape Challenge‟ – Complete. ACTION: All to respond to „Red Tape Challenge‟ – Complete. DCMS Broadband roll-out – Alanna Barber confirmed that DfT were meeting with the Department for Culture, Media and Sport (DCMS) to discuss Superfast Broadband roll-out. In the context of a Government policy presumption in favour of superfast broadband roll-out, DCMS was planning to issue guidance to local authorities to encourage them to support superfast broadband roll-out and ensure no obstacles. In respect of slot-cutting Government recognised that this was a cost-effective method of installation, however there were significant downsides. Therefore DCMS/ DfT were keen for support from utilities and local authorities to help produce the guidance. Matt emphasised that this presented an opportunity to local authorities and utilities to work together to minimise disruption and requested HAUC(UK) identify 3 utility and 3 local authority representatives, who could get involved in the DCMS working group. The guidance was expected to be finalised by November. ACTION: HAUC(UK) to identify 3 utility and 3 local authority representatives for DCMS working group – Complete.

HAUC(UK) Meeting – notes 18-05-2011 Page 6 of 13

It was noted that broadband providers had raised concerns about permit conditions hampering the speedy roll-out of superfast broadband and permit fees increasing costs. Les guest asked whether roll-out works would be exempt from permit fees, to which Alanna replied that it would be unlikely that Government would impose blanket exemptions to payment of permit fees, but that they would encourage sensible discussions at a local level.

6 NSG Update

11.89 Baz Lokat provided the following update: i) As of April 1

st 2011, a joint venture between Ordnance Survey and Local Government

has resulted in the acquisition of Intelligent Addressing and the formation of a new company called GeoPlace. There is no change to the NSG and the community will continue to be provided with a „business as usual‟ service. GeoPlace is looking at the licensing of Level 3 NSG data and is also starting initial discussions about the possible link between the NSG and the OS ITN product. ii) The DfT Data Capture Code List is now hosted by GeoPlace. This can be found on the NSG website here: http://www.thensg.org.uk/iansg/link.htm?nwid=20026. The Scottish Road Works Commissioner has expressed desire to align the codes used in the Scottish road works system so there is a UK register of undertakers held centrally. Work on this is to begin shortly. iii) Level 1 NSG (NSG data with no geometry) data is no longer available for download from the NSG hub. iv) NSG data submissions have not been received from the following organisations over the 3months: 0540 - Peterborough City Council 4305 - Knowsley Metropolitan Borough Council 4515 - North Tyneside Council ACTION: Jerry McConkey to chase above councils for data v) NSG Developments in the pipeline:

Functionality regarding the issue of no change data submissions where downloaders of NSG data will be able to see if authority files change from month to month.

ODD files to be provided by Statutory Undertakers to the hub in exchange for NSG data. Those utilities on a managed service or that use Contractors must upload an ODD file in order for data to be downloaded.

Utilities will be able to customise their NSG profiles on the NSG website so that they only see data that they have an interest in. Future functionality will also include a „one button‟ download.

vi) The NSG Data Entry Conventions (NSG DEC) Working Group has been reconvened. Any issues with NSG data that may be down to data entry should be reported. The NSG DEC can be then be updated where required. ACTION: Items for consideration of the working group should be sent through to Baz Lokat at Abbas.Lokat@geoplace.co.uk vii) The Olympic and Paralympic Route Network is available to download from the NSG website as uncoupled ASD. Data should be loaded on a monthly basis in the same way as TfL, and Network Rail ASD is loaded. The ASD data available incorporates the Core, Alternative, Training and Venue networks. It is the intention that the additional routes as a result of the embargo expansion and torch route (now confirmed – please see item 8), road events etc will be incorporated as they are available.

HAUC(UK) Meeting – notes 18-05-2011 Page 7 of 13

7 HAUC(UK) Business Plan / Code of Conduct

11.90 Jane Smith confirmed that she had not received any further updates for the HAUC(UK Business Plan, and therefore had not provided an updated version for the meeting. She asked that a) members review the Business Plan and provide updates of their activities which support its delivery (and going forwards they highlight to Jane Smith the key elements of their Report which are helping to deliver the Plan and b) that each Regional HAUC provides one case study in the agreed format (template attached) by end of July. ACTION: All to review the HAUC(UK) Business Plan and provide updates. ACTION: All to produce one case study of good practice. The HAUC(UK) Joint Chairs also launched the HAUC(UK) Code of Conduct which had been adapted from the Mayor of London‟s Code and NJUG‟s National Code. They explained that it would be applicable to both utilities and local authorities and that they would be writing to all members to encourage sign up. A guide on how to sign up had also been produced and both the Code and the Guide would be published on the HAUC(UK) website (NB Post meeting note – the documentation is now on the website and can be viewed here http://www.hauc-uk.org.uk/category/3/pageid/110/). Mark highlighted that the success of the London and NJUG Codes had been down to getting commitment from the Chief Executives of both authorities and utilities, He stressed the importance of all members of HAUC(UK) helping to get sign-on within their own authority and utility, and for the Regional HAUC Chairs, with all their members‟ organisations, and that this effort was essential. Jane emphasised that signing up did not mean that an organisation was bound to implement all the key elements within the Code on every occasion. Rather, signing up to the Code was a commitment to implement the principles that are appropriate to help reduce disruption and improve the quality of works, which would vary for each job. Mark added that the HAUC(UK) Code would be adapted to meet the requirements of the Scottish road works community and so that there would be different version in Scotland. ACTION: Secretariat to bring list of latest signatories to future HAUC(UK) meetings. ACTION: Secretariat to draft and circulate letter to members encouraging sign up.

8 HAUC(UK) / RAUC(Scotland) Event

11.91 Mark Ostheimer and Jane Smith provided a short update on the plans for the HAUC(UK) / RAUC(Scotland) event being held in Edinburgh on 2

nd June. The event was focusing on

sharing good practice, with what England / Wales / Northern Ireland could learn from Scotland, and vice versa. The agenda was finalised, speakers agreed and UK Transport Minister Norman Baker MP had provided a video speech to be played at the event. Confirmation was still awaited of whether the new Scottish Minister responsible for transport, Keith Brown, was able to attend. It was agreed that the Communications Group should discuss options for a 2012 event and then feedback to the Organising Committee, and that the Organising Committee would hold a conference call in July to discuss. ACTION: Communications Group to discuss options. ACTION: Jane Smith to organise an Organising Committee Conference Call - Complete.

9 Olympics and Paralymics Games 2012 – Expansion of the Embargo of Works

11.92 Mark Beasley advised that the first 74 locations on the 2012 Olympics torch relay route, starting at Land's End, had been confirmed and that the Olympic Houses (housing each country‟s athletes) would also have an impact / may also be subject to restrictions, although the detail was not yet known. Jane and Mark also provided details of the expansion of the embargo on planned works:

HAUC(UK) Meeting – notes 18-05-2011 Page 8 of 13

Embargo 1 - On the Core Olympic Road Network (ORN), Venue ORN and A501 (on Alternative ORN), where physical temporary traffic measures will be implemented, there will be an embargo from 1 March to 30 September 2012.

Embargo 2 - On the remainder of the ORN where no temporary traffic measures will be implemented, the Training ORN and all key bus routes and all „A‟ and „B‟ routes there will be an embargo between 1 July to 9 September 2012.

All of this information is available on the TfL website and Barry Lucas agreed to circulate the link ACTION: Barry Lucas to circulate TfL link. The Group discussed the value of restrictions being put on the NSG, including the timescales of events, and Baz Lokat agreed to discuss this with TfL. ACTION: Baz Lokat to contact Marian Coombs, TfL to explore whether Olympic restrictions and timescales could be inputted into the NSG.

10.0 Regional Reviews

10.1 Northern Ireland

11.93 No report / update available

10.2 Scotland

11.94

No report was available however Mark Ostheimer informed the Group that the Scottish Government had commissioned URS-Scott Wilson to carry out desk-top research on long-term damage of roads, reviewing previous studies such as the Transport Research Laboratory study. Scottish Road Works Commissioner John Gooday had produced the scope of works and was managing the process, which included an Interim Report on 10 July and the Final Report on 26 August.

10.3 Wales

11.95 Patsy Ward confirmed she had taken over from Steve Hennah as utility side Welsh HAUC Chair. On behalf of HAUC(UK) Mark Ostheimer recorded his thanks to Steve Hennah for his valuable contributions over the years and wished him all the best for the future. Patsy reported that at the 11 March Welsh HAUC meeting, presentations were delivered by the following organisations on the topics detailed below, which were beneficial to all:

Fire Service - Impact on access to Fire Hydrants following resurfacing works by the HA

WRAP - QMS and the practical approach for using recycling material

DCWW - PDaS – Private sewers and lateral drains The format of Welsh HAUC meetings had changed, with the introduction of a Q&A session. Involving extended debates and interpretation of Codes of Practice. This will be followed up at the next meeting with authorities reporting back on why there are different interpretations and practices. The first two topics were Section 74 levy of charges following a Revised Duration Estimate (RDE) being served and a subsequent overrun failure and FPN for selection of working methods for small duration of jobs when the footway is closed WHAUC are undertaking a trial for a three month period from the 1st April for the new timelines on RDE. The objective is to improve the communication between all parties and minimise the disruption on the highway. WHAUC are looking to review the process for fast tracking and advance planning of S58, especially due to the release of additional funds from the Welsh Assembly Government to spend on resurfacing works. Due to the severe winter experienced, Welsh HAUC had discussed the requirement for a seasonal approach for the management of the execution and completion of works, with consideration for working in partnership between Highway Authorities and work

HAUC(UK) Meeting – notes 18-05-2011 Page 9 of 13

promoters.

10.4 English Regions

10.4.1 Anglian HAUC

11.96 No report / update was available, but it was noted that Sarah Widdows had taken over as JAG(UK) Joint Chair of Anglian HAUC working with Keith O‟Brien as Joint Utility Chair.

10.4.2 East Midlands HAUC

11.97 It was highlighted that Nottinghamshire, Derby and Leicestershire are looking to develop a Common Permit Scheme, to go to consultation later this year and that there will be an opportunity for utilities to get involved in discussions when the details of the scheme are clearer. It was also noted that Les Clarke had reported back that Northamptonshire permit scheme was going well. However, concern was raised that Northamptonshire expect advance payment of [PAA] costs, and that there should be a consistent approach to this issue. ACTION: HAUC(UK) Joint Chairs to consider whether an Advice Note would be helpful.

10.4.3 London HAUC

11.98 Peter Loft highlighted the following points:

There had been a positive response to the first joint site visit to permit works and it is now intended to extend them.

The first annual report on the London Permit Scheme would be published on 27

th May.

Approval of LoPS phase 2 was expected at the end of May, according to the DfT.

Barking and Hillingdon had also applied and a meeting with a further six boroughs was planned.

Peter Loft also raised the issue of private sewers becoming the responsibility of the water authorities. Associated works in the public highway currently undertaken by section 50 licences will be in the thousands. In the context of permits and asked for any advice from others around the country. ACTION: All to contact Peter Loft with any information / advice

10.4.5 North West HAUC

11.99 In addition to the points raised in his report to members, John Webb highlighted the following:

The consultation for the Manchester Permit Scheme had been completed and is now with DfT, with the intention for this first Joint Scheme to go live in April 2012.

He expressed concerns about the timeline for the St Helen‟s Permit Scheme. The Council still want to go live with in October, but the consultation doesn‟t finish until July, following which it needs to be finalised, sent to DfT for approval, reviewed by DfT and then approved, following which St Helens will need to give the required notice of commencement of the scheme – therefore the timescales are very short.

Due to members‟ difficulty in attending meetings in the current economic climate, NWHAUC Terms of Reference and Constitution is being reviewed. With increasing difficulty in getting permission for people to attend meetings, the Group is considering the creation of an annual meeting for the main committee in the form of a workshop or mini-conference ( similar to an “AGM” ) and a small Management Board, with 3 or 4 members from each side, to run NWHAUC.

10.4.6 Yorkshire HAUC

11.100 Barry Spencer highlighted the following:

YHAUC has held an Extraordinary Meeting, to approve a new constitution

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including a Management Board and an annual YHAUC meeting to agree the Business Plan. The changes are to give the Group more focus and initiative.

The 3 HAUCs Road Show will be taking place on 30th July and a strong

attendance is expected.

10.4.7 North of England HAUC

11.101 Ian Darbyshire mentioned that Tom Lambert and Richard Aston-Wright of Balfour Beatty had led a successful SROH training session at NEHAUC and were happy to do the same at other regional HAUCs. The Secretariat agreed to circulate Tom‟s contact details so that members could contact him, should they wish to receive this training. ACTION: Secretariat to circulate Tom‟s contact details – Complete. It was circulated with the newsletter and anyone wishing for training should contact Tom Lambert.

10.4.8 South East HAUC

11.102 Ian Ackerman highlighted the following:

The SEHAUC Road Show would be taking place on 6th July.

The 3Rs Group was working on approved materials.

Some members have travel restrictions causing problems for them to attend meetings / events.

10.4.9 South West HAUC

11.103 It was highlighted that the „Black Book‟ Best Practice Reinstatement Guide had been revised and it was agreed that the HAUC(UK) Coring Group should be sent the link to the guide. ACTION: Phil Cameron to send Coring Group Joint Chairs Chris Hodgson and Tom Lambert the link to the Black Book Best Practice Reinstatement Guide.

10.4.10 West Midlands HAUC

11.104 Anita Solanki explained that „Best Practice‟ had been added as a regular item on the WMHAUC meeting agenda, which had worked well. She also raised the issue of theft of iron and metal work, Rob Scott confirmed that within Luton Council they have a policy of replacing any lost or stolen covers with a hinged locked cover, which others might wish to consider. Mark Ostheimer confirmed that some utilities already use lockable covers in areas where the level of theft was high. Christopher Perkins stated that metal theft has become a major issue given the price, and James Taylor confirmed that commodity prices will continue to rise and so theft will continue to be a big issue. Network Rail has a number of counter-measures and British Transport Police visit scrap metal merchants. Following this discussion, HAUC(UK) agreed to set up a working group on the issue. ACTION: All to send HAUC(UK) Secretariat nominees for the new Metal Theft working group on the issue of theft of iron and metal work. Finally, Anita Solanki confirmed that the WM HAUC Roadshow was taking place at Staffordshire Showground on 13/14 September.

11.0 Working Group Updates / Issues

11.1 Co-ordination

11.105

The following points were highlighted:

The FPI (Forward Planning Information) Sub-group met on 6th April to discuss

the issues regarding FPI and how EToN could be used for the transfer of such information. Improvements to the current system are to be considered by the EDG and be accompanied by an advice note.

The DfT was absent from the meeting on “S171 licensing” of compounds remote from the works but they had confirmed that the Code cannot be changed as it

HAUC(UK) Meeting – notes 18-05-2011 Page 11 of 13

would contravene the Regulations. The Code may therefore need to be left as it is.

The Work Activity Footprints (WAF) draft document/advice note mini-consultation had been extended, and responses were due to be reviewed. Initial indications are that responses had been mixed and so it would be impossible to have one document to cover permits and notices, and so it was likely that two documents would be required - one for permits and one for notices.

The Temporary Works‟ advice note sent out for HAUC UK mini-consultation received many negative comments, with over 50% not wanting an advice note. Therefore, the Coordination Group is considering whether to take the note forward or not. To avoid this scenario in future it was agreed that agreement should be sought in future at HAUC(UK) meetings on whether to proceed with an advice note.

Private Sewers – the issue of whether private sewers or parking of vans on the highway constitute „street works‟ had been raised with DfT, who had confirmed that they couldn‟t change the Code as it would contravene the Regulations.

Section 81 – work was progressing.

Section 74 – awaiting DfT.

11.2 Permits

11.106 A report had been circulated to members prior to the meeting and there was nothing to add.

11.3 SROH

11.107 No report / update was available. However it was noted that HAUC(UK) had established a Coring Group (see below).

11.3.1 Coring Group

11.108 The Coring Group was due to meet the following week. Jerry McConkey expressed concerns on the Group‟s objectives, stressing it needed to focus on compliance with SROH not on finding a way around it. He was concerned that the Group may get caught up on the latter and finding definitions for a „core‟ and what constitutes a passed or failed core. It was agreed to address these concerns the Group would feed back to the Joint Chairs after each meeting. ACTION: Coring Group Joint Chairs to feedback to HAUC(UK) Joint Chairs after each meeting.

11.4 Diversionary Works

11.109 Peter Crouch highlighted the issue of high specification town centre resurfacing works creating difficulties for utility companies. The Working Group has a remit from HAUC(UK) to review all work previously done on this and to develop a formal Advice Note. The Group would be meeting with architects, urban developers and urban realm organisations on the issue on 27

th July. Peter Crouch asked all HAUC(UK) members to

provide him with examples of high specifications by the end of June, which he could present at the meeting. ACTION: All to send Peter Crouch examples of high specifications by the end of June.

11.5 Training & Accreditation

11.110 Christopher Perkins explained that, despite extensive publicity from HAUC(UK) on this issue, including in the Newsletter and at Regional HAUCs during 2010, registration of Units 2 and 10 at SWQR had been left until the last minute by many and that SWQR was working to clear the backlog. Members‟ attention was also drawn to the reassessment process outlined in the Group‟s report to HAUC(UK) for this meeting.

11.6 Safety

11.111

A report had been circulated to members prior to the meeting and there was nothing to add, other than that the revised Code of Practice was with DfT for consideration.

11.7 Records / NUAG Group

11.112 Les Guest explained that the Records Group was not defunct and had essentially been

HAUC(UK) Meeting – notes 18-05-2011 Page 12 of 13

superseded by NUAG. He asked that on all future agendas this item be referred to as the Records/NUAG Group, and reported that NUAG were progressing technical and contractual issues for the trial within the M25. ACTION: Secretariat to ensure all future HAUC(UK) agendas refer to the Records Group as the Records/NUAG Group.

11.8 Inspections

11.113 It was noted that Ann Morley had taken over from Kevin Nason on the Inspections Group and that Steve Hannah had stepped down as utility Joint Chair, and been replaced by Mark Ostheimer.

11.9 Inspection Fees

11.114 No report – no actions pending at present whilst awaiting development of the Inspections code of practice.

11.10 Performance Management

11.115 Covered under item 3.

11.11 NSG

11.116 Covered under item 5.

11.12 Good Practice

11.117 At the last Good Practice Group meeting it was agreed to collate best practice advice for a coring document. Additionally, the document on communications around street works had been finalised and was seeking ministerial endorsement.

11.13 Communications Group

11.118 Salma Islam reported that the Communications Group was making improvements to the HAUC(UK) website; that HAUC(UK) merchandise had been ordered; and that it had been agreed to order only joint merchandise to ensure strong promotion of HAUC(UK) during its 25

th anniversary year.

Additionally organisation of the HAUC(UK)/RAUC(Scotland) event had been progressing well and Jane Smith asked anyone yet to respond to the invite to do so asap. Finally, 3 HAUC(UK) case studies had been drafted and sent to the Good Practice Group Chairs for approval. They were asked to review and approve in time for the event in Scotland so that the case studies could be promoted at the event. Baz Lokat added that he could help publicise HAUC(UK)‟s events, and asked that the secretariat forward him a list. It was agreed that the Conference Committee will become part of the Communications Group. ACTION: Best Practice Group Chairs to review / approve the first three HAUC(UK) case studies – Complete. ACTION: Secretariat to forward Baz Lokat list of events – Complete.

11.13 FPN Working Group

11.119 JAG(UK) are looking at putting together a JAG(UK) FPN document for permits, which they will then circulate, with a view to putting together a HAUC(UK) Advice Note.

12 AOB

12.1 Utility Industry Agreement

11.119 Anita Solanki highlighted that there was plenty of positive work happening on waste diverted from landfill and that WRAP are seeking the industry to take more of a lead on this issue and as such have requested a Chair from industry. WRAP do however plan to continue to facilitate the work. Barry Spencer suggested that Yorkshire Water may be interested in putting forward a representative and Christopher Perkins also thought a volunteer from the NJUG Sustainability Group may be appropriate. ACTION: Secretariat to forward email from WRAP requesting an industry Chair to members for information – Complete.

HAUC(UK) Meeting – notes 18-05-2011 Page 13 of 13

ACTION: Members to let Secretariat know of any nominations for the position of Chair.

12.2 Traffic Signs (Amendments) Regulations and General Directions 2011

11.120 Dave Turnbull advised that Direction 53 (requiring all portable signals to have permission, now remains in force, with the DfT not planning to amend now or in the near future.

12.3 Olympics Torch Relay

11.121 Mark Beasley confirmed that the Olympic Torch Relay would be starting on 19th May

2012 and details of the route itself had been announced, but parts of the route were yet to be finalised. It would however be going through every region in the UK.

13. 2011 / 2012 – Dates and venues of meetings:

11.122 28th September 2011 LGA Offices 1st February 2012 Venue LGA Offices 30th May 2012 Venue tbc 17th October 2012 Venue LGA offices