Gloucestershire County Council - Best Value Review of...

Gloucestershire County Council - Best Value Review of Highways Maintenance

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Note: Priorities quoted relate to maximising effective and efficient service from customer perspective and also take into account current policies/procedures and importance for future management of the service. Road Maintenance (to include footways)

Challenge 1 – Road maintenance: policy framework Action/responsibility Progress/priority Target To produce and implement a new Highway Maintenance Plan for Gloucestershire. (Full list of considerations in main review report – available on Glosnet) Mark Dauncey, Highway Maintenance Manager

Currently in draft form but still expect to introduce the plan from 1 April 2003 as per target. Final draft to go for staff consultation by end February with presentations to staff on the final in March 2003 to go through the detail and expectations. High priority

Final draft by 31 December 2002. Introduce Plan from 1 April 2003. Annual Audit report (1st by 30 September 2003). Best quartile for all relevant BVPI’s by 2006/7 (baseline 2000/1 figures).

Challenge 2 – Road maintenance: strategy and hierarchy

Action/responsibility Progress/priority Target 1) (a) Define and pilot (using appropriate

priority assessment methodology) targetted impact schemes in rural villages. (b) Consider future programme for such schemes (in all areas, including urban).

Mark Dauncey, Highway Maintenance Manager

a) Pilot targeted impact schemes – One scheme proposed in each District - South Cerney, Saul, Ashleworth and Littledean Costs to be taken to the Divisional estimates meetings in January/February. Once approved by estimates meetings they will be implemented in 2003/4. Consultation with local residents to be arranged before and after implementation to enable evaluation of their success.

High priority

(a) One scheme completed in each Division by 31 March 2004. (b) Decision for future programme by 30 September 2003.


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Action/responsibility Progress/priority Target 2) Establish an asset value for the

County’s Highway network and develop a core inventory.

Phil Brain, Network Maintenance Manager

A value has been established using the best available information. Work is going on at a regional level to determine a standard level of calculation which will be included in the Highway Maintenance Plan. However, this is proving to be a difficult task that other authorities are also struggling with. Current values therefore remain as the best value review i.e. Roads = £3 billion Bridges = £180 million Street lighting = £37 million Traffic signals = £7.5 million The core inventory will form part of the Highway Maintenance Plan Low priority

Produce asset value by 30 September 2002. Produce core inventory by 31 March 2003.

3) To develop and implement a new highways hierarchy, reflecting the Code of Practice (as part of the Highway Maintenance Plan) including increased emphasis on:

(a) Short-term emphasis on principal rural roads (years 1 and 2)

(b) Medium term emphasis on non-principal rural roads (years 3 to 5)

Hierarchy has been identified but needs to be established on the Department’s computerised information system, to enable easy access to all who use it. There is a shift of emphasis to principal roads in the short term by virtue of the PSA. (a) High priority (b) Medium priority

New hierarchy to be in place by 1 April 2003.


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Action/responsibility Progress/priority Target

(c) Increase resources put into primary and secondary walking routes

These items are specifically identified in response to customer consultation results and to aim towards top quartile for the relevant BVPI’s.


Target establishment of baseline of spending on footways by 30 September 2002 NOT achieved, now aiming for end February 2003. Where footways form part of a scheme, the cost associated with only the footways is not currently recorded separately, therefore, in the short term an estimate will need to be made. However, future recording will seek to address this and the baseline will be updated by 31.03.04. (c) Medium priority

(c) % (to be determined) increase in funding of primary and secondary footways (establish baseline of spending on footways by 30 September 2002).

Reduction in complaints about rural roads and footways.


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Challenge 3 – Road maintenance: prioritising and programming Action/responsibility Progress/priority Target 1) Highway Partnership conduct

process mapping exercise aimed at improving efficiency of programming of highways maintenance, and implement necessary changes.


Completed, target date of July 2002 was achieved. High priority

Being developed by Partnership Action Team. Process mapping completed by July 2002. Targets for improvement identified by September 2002. Necessary changes in place by 31 March 2003.

2) Projects Team in the Environment Department conduct process mapping exercise aimed at improving efficiency of programming.

(Full list of considerations in main review report) Mike Hellewell, Assistant Network Improvements Manager

First draft complete, on target for finishing the process mapping exercise by 31 March 2003. High priority

Process mapping completed by 31 March 2003. 100% of planned schemes delivered in each financial year. Annual increase in customer satisfaction (baseline 2002/3). Annual reduction in customer complaints (baseline 2002/3).


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Challenge 4 – Road maintenance: condition, standards and investigatory levels Action/responsibility Progress/priority Target 1) Condition surveys to influence

annual priorities and programming.


Surveys have been use in the proposed allocation of funding for Divisions budgets for 2003/4. Medium priority

Work programme – 31 October each year, first in 2002. Annual audit of programming process by 31 December each year, first in 2002. Best quartile BVPI’s 96 & 97 by 2006/7 (baseline 2000/1 figures) (subject to adequate funding)

2) 100% of principal road network surveyed each year (100% CVI, 50% deflectograph)

N.B. there are indications that the survey method may change in 2004/05 e.g. possible compulsory introduction of TRACS system (optional in 2003/04)– this may alter the above. Phil Brain, Network Maintenance Manager

2002/3 CVI field surveys on principal roads are complete but not yet analysed. The contract to collect condition information using deflectograph has been awarded and will be completed by the end of March 2003. Medium priority

Completion of surveys by 31 March each year (first being 2003). Results of surveys completed within 2 months of surveys being done (i.e. first being 31 May 2003).


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Action/re sponsibility Progress/priority Target 3) 50% of non-principal road network

surveyed each year (CVI). Phil Brain, Network Maintenance Manager

Survey work for 2002/03 almost complete. Medium priority

Completion of surveys by 31 March each year (first being 2003). Results of surveys completed within 2 months of surveys being done (i.e. first being 31 May 2003).

4) 50% of footways to be surveyed each year (DVI).


Invitation to tender for work has gone out, bids due back 4 February 2003. Medium priority

Completion of surveys by 31 March each year (first being 2003). Results of surveys completed within 2 months of surveys being done (i.e. first being 31 May 2003). Best quartile BVPI187 by 2006/7 (baseline 2002/3 figures)..


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Challenge 5 – Road maintenance: inspections (excluding safety) Action/responsibility Progress/priority Target 1) Establish a complete picture

‘baseline’ of the County’s Highway’s network and update each year in the light of annual condition surveys. To include new Audit Commission requirements (e.g. rutbar surveys).


Plans now available indicating carriageway defects and these have been attributed to Divisions and agents. Similar plans should be available for footways following DVI surveys. Medium priority

To complete first baseline by 30 September 2003, annual update thereafter.

2) Establish a policy on use of SCRIM surveys and ensure the information is used to influence programming and priorities (to be included in Highway Maintenance Plan).

N.B. inspection levels set out in previous challenge. Phil Brain, Network Maintenance Manager

Policy to be included in the Highway Maintenance Plan. Low priority

Agreed policy to be in place by 1 April 2003. Undertake a review of the policy by 1 April 2005 and 1 April 2007.


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Challenge 6 – Road maintenance: safety inspections Action/responsibility Progress/priority Target 1) a) Develop and introduce a standard

approach to safety inspections across the whole County.

b) Produce a comprehensive and complete safety inspection programme.

Martyn Summerell, Divisional Manager

Options and a costed recommendation has been produced. Report to be discussed by Environment Directorate’s Management Team on 27.01.03 and Dr Cordwell, as portfolio holder on 03.02.03. Still aiming for effective operation from 1 April 2003 (a) High priority (b) Medium priority

New system in place from 1 April 2003. 100% of planned safety inspection programme each year (first being 2003/4). To adopt the Highway Maintenance Plan with effective from 1 April 2003.

2) All safety inspections to use electronic Data Capture Devices (subject to further investigation on cost effectiveness), and information to be recorded on to EXOR.

Martyn Summerell, Divisional Manager

Progress as 1 Medium priority

All inspections to be recorded using this from 1 April 2003.

3) Conduct a review to determine if the inspection process (i.e. conditions and safety) should be delivered: • Wholly as current approach

(subject to 1 above); • Wholly centrally; • Wholly by the Highway

Partnership. Martyn Summerell, Divisional Manager

Progress as 1 Medium priority

Review completed by 31 January 2003. Effective from 1 April 2003. 2% improvement per annum in efficiency by 2007 (2002 baseline to be identified by 31 December 2002).


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Challenge 7 – Road maintenance: maintenance audit Action/responsibility Progress/priority Target 1) a) In consultation with key

stakeholders produce an approach to maintenance audits.

b) Annual review valuation of schemes to be included in audit

(Full list of considerations in main review report) Mike Hellewell, Assistant Network Improvements Manager

Maintenance audit process was approved by the Environment Directorate’s Management Team on 13 January 2003. Planning now in place to ensure GCC and Halcrow staff are aware of expectations from 1 April 2003. Medium priority

Maintenance audits in place by 1 April 2003. 100% of all improvement schemes over £100k to be audited (based on all completed schemes each financial year). Year on year improvement in number of schemes with no maintenance amendments (baseline to be established in 2003/4). By 2006/7 aim for 90%.

2) Undertake an annual review of the audit process and policy to take account of new local and national standards, materials and processes.

Mike Hellewell, Assistant Network Improvements Manager

To be built in to 2003/4 work programme Complete and implement review recommendations annually, first being 1 April 2004.


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Challenge 8 – Road maintenance: performance indicators Action/responsibility Progress/priority Target 1) To include the following

performance indicators in the Highway Maintenance Plan: • Current BVPI’s; • M4I; • Local Transport Plan; • Other relevant code of practice

performance indicators not mentioned above;

• Highways Partnership performance indicators not mentioned above;

• Other local performance indicators arising from this review (including those for Bridges, Street Lighting and Traffic Signals)


Being address as part of the Highway Maintenance Plan production process, which is planned for implementation from 1 April 2003. High priority

PI’s to be defined in the Highway Maintenance Plan from 1 April 2003.

2) Produce an annual report and quarterly progress reports against all performance indicators (that recognises some of the indicators may not be available on a quarterly basis) in order that the information can influence strategy, priorities and programming.


First report to be produced once the Highway Maintenance Plan is approved. High priority

Annual report by 31 July each year. Quarterly report by last day of July, October, January and April each year. First report 31 July 2003.


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Action/responsibility Progress/priority Target 3) Continue to support the appropriate

benchmarking clubs. Phil Brain - Network Maintenance Manager, Liz Kirkham - Bridge Engineer, Barry Greenaway - Street Lighting Manager, Brian Watkins - Assistant Area Traffic Manager (Signals and UTC)

On-going Medium priority

Attendance of meetings and sharing of information.

4) Performance against key service indicators be published and updated on Glosnet each quarter (relevant indicators to be determined through consultation).

Carol Anderton, Communications Officer (Customer Support)

Not yet done, but progress is being made. Medium priority Target date: October 2002 – NOT achieved, aiming for April 2003

Results updated by last day of July, October, January and April each year. Annual customer satisfaction surveys. Effective from October 2002.


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Challenge 9 – Road maintenance: winter service Action/responsibility Progress/priority Target 1) Consider whether the winter

maintenance service, including the provision of fleet could be more efficiently delivered under contract on an outcome based approach when the current contract ends.


The potential for transferring all fleet ownership and management to the Contractor is being explored. However, initial considerations suggest that a wholly outcome based approach to winter maintenance would not be appropriate at present.

Either September 2002 or September 2004.

2) The winter maintenance battle plan is reviewed and updated as appropriate in accordance with the Code of Practice for Maintenance Management and the results of this BV review.


Battle plan leaflet has been updated and issued to all Parish Councils. The target date of October 2002 was achieved. Medium priority

Revised battle plan to be effective from 1 October 2002 Publication of revised policy 1 October 2003 and annually thereafter.

3) Undertake an annual review of policy with respect to the salting of footways and cycleways


At a national meeting in October 2002 it was suggested we may need to review our policy within the next couple of years. No change in policy for 2002/3, will need to be considered again, possibly in light of future national guidance, for the winter of 2003/4. Low priority

Initial policy to be set out in battle plan with effective from 1 October 2002. Publication of revised policy 1 October 2003 and annually thereafter.


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Challenge 10 – Road maintenance: emergency management Action/responsibility Progress/priority Target 1) Undertake a review of our current

emergency management plans to ensure they are comprehensive and relevant to meet major and minor emergencies.

Paul Galland, Head of Service: Highway Maintenance, Integrated Transport and Waste Management

Current plans and gaps to be discussed at a meeting planned for 27.01.03. The target date for the desk top exercise was not achieved, however in discussion with Emergency Planning Team, and aiming for completion by end March 2003. Medium priority

Initial review to be completed by 1 April 2003 and annually thereafter. Desk top exercise by December 2002 (annually thereafter).

2) Update and clarify key staff and their roles and agree a training programme with the Emergency Management Section.


As 1 Medium priority

Training programme and list of key staff for 2003/4 to be produced by 1 April 2003. Annual update by 1 April for remainder of PIP.

3) To explore, through the existing snow wardens network, the potential for widening the role to that of adverse weather warden.


Target date not achieved, revised to April 2003, slippage due to priority in recruitment of key posts to the service. Consideration to be given to writing to wardens/Parish Councils. Medium priority

Completion of report with recommendations by 31 October 2002.


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Challenge 11 – Road maintenance: financial management Action/responsibility Progress/priority Target 1) Budget planning and monitoring

systems are reviewed to ensure budget plans are linked to highway management.

Jo Walker, Finance Planning Manager

This has been done, and has also been revisited for Exor. Information manager and period reviews will inform management to enable objective decision making. PI’s will use period reviews to compare planned and actual spend plus ad-hoc reports to DMT/PH. Work has also been undertaken to split Divisional budgets for 2003/04 using condition data in addition to historical allocations, thereby achieving needs-led budgeting. High priority

Initial review of current practices to be completed by 1 April 2003.

2) The results from the work carried out by District Audit and Audit and Consultancy on the Highway Partnership are implemented as agreed.


This is reported separately to Scrutiny.

As set out in the Audit action plans.

3) That the service pursues opportunities for ‘e’ procurement, beginning with the processing of works tickets.

Dave Flagg, Admin Manager (Cotswold Division)

Divisions should be fully automated by end February 2003 for processing works tickets electronically. Medium priority

Complete review of works ticket by 1 April 2003. Undertake annual review by 1 April in subsequent years.

4) The authority continues to explore a range of options, for securing additional funding for highways maintenance where they exist (e.g. local Public Service Agreements, specific funds for emergencies e.g. flooding).

PSA – Paul Galland, Head of Service: Highway Maintenance, Integrated Transport and Waste Management

Target for improving principal roads is included in the Council’s Public Service Agreement. £2 million additional borrowing approvals to be south, spread over the 3 year life of this agreement. Medium priority

To pursue all appropriate bidding opportunities.


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Bridge Maintenance

Challenge 12 – Bridge maintenance: prioritising and programming Action/responsibility Progress/priority Target 1) The processes by which the

programmes are drawn up should be written down.

(Further detail in main review report) Liz Kirkham, Bridge Engineer

The processes are currently being written. Medium priority

Written and agreed policies to be produced by 1 April 2003.

2) Undertake an audit of Bridges across rail tracks (including approaches) and maintenance plan to ensure all made safe in 2002/3 (including risk assessment).

Liz Kirkham, Bridge Engineer

Audit complete. Report to Cllr Cordwell, as portfolio holder on 20.01.03. Report has been passed to Railtrack. Action on County bridges to be completed by 31 March. Information on Railtrack bridges passed to Railtrack. Target date for audit was achieved. High priority

Complete audit by 31 August 2002. Undertake remedial works by 31 March 2003 on County Bridges. Remedial works on Railtrack bridges to be programmed on completion of Audit.


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Challenge 13 – Bridge maintenance: inspections Action/responsibility Progress/priority Target 1) Complete investigation into the

feasibility and benefits of using electronic Data Capture Devices to carry out bridge inspections.


This is still being investigated. There may be some slippage. Medium priority

Complete investigation of benefits of using DCD’s by 31 January 2003. Implement revisions to current process from 1 April 2003. 100% inspections completed as planned.

2) Carry out a cost analysis on developing an inspection programme for retaining walls. This needs to be tied to the recommendation for improving the retaining wall records.


No action required at present Medium priority

Cost analysis to be completed by 30 November 2004. Revised policy (if any) to be effective from 1 April 2005.

3) Phase in the CSS bridge inspection recording and reporting system gradually, starting with the Engineer inspections for 2002/03.


Engineer inspections have been done, but not all transferred onto Exor yet Low priority

Completion of first set of Engineer inspections to be done by 31 March 2003. CSS system to be fully operational from 1 April 2003.


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Challenge 14 – Bridge maintenance: records Action/responsibility Progress/priority Target 1) The bridge records currently held by

Halcrow should be transferred to Shire Hall and maintained by the client.


Completed in advance of the target date. Medium priority

Transfer all records by 30 September 2002.

2) The bridge drawings should be transferred into a digital format which can be accessed by both Client and Consultant. The format should be compatible with read-only drawings and for editing/annotating drawings prepared by CAD systems.


All have been digitised. Target date achieved Medium priority

All current drawings to be in digitised form by 31 March 2003. Review of client customer satisfaction in 2003/4.

3) A survey should be undertaken to locate and establish ownership of retaining walls above or below the highway. This should be tied to the investigation into providing a planned programme of inspections for retaining walls.


No action required at present Complete database by 31 March 2004.


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Challenge 15 – Bridge maintenance: flood alleviation and control

Action/responsibility Progress/priority Target 1) a) Secure additional funding to address maintenance to reduce flooding. (options suggested in main report) b) Ensure inspections take account of flood risks. Liz Kirkham, Bridge Engineer

All inspections now commenting on condition of invert (riverbed), liaising with districts and land drainage engineer on priorities. Target date achieved. High priority

All inspections record flood risk from 1 September 2002.

2) All parties who have some input into flood prevention and alleviation should meet to discuss potential for joined up working.


Meeting has been held with Environment Agency. They are lead authority on this issue. Inspections carried out by Halcrow do now take account of flood risks. Target date achieved. High priority

Undertake first meeting by 31 August 2002. Agreed policy and action plan to be effective from 1 April 2003. Annual review of policy and action plan?


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Challenge 16 – Bridge maintenance: architectural heritage Action/responsibility Progress/priority Target 1) Investigate alternative sources of

funding such as lottery grants. Liz Kirkham, Bridge Engineer

No specific actions taken to date. Medium priority

To pursue all appropriate bidding opportunities.

2) Investigate the possibility of having Depot bridge unlisted and listing one of the other viaduct bridges in its place.


There has been a dialogue with Cotswold District Council about Depot bridge. The current situation will be reviewed when sufficient funding available to give an option to demolish the bridge. Medium priority

Unlist Depot bridge and list another viaduct bridge in its place by 31 March 2003.


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Street Lighting

Challenge 17 – Street lighting: fault reporting Action/responsibility Progress/priority Target 1) To increase publicity and promotion

of methods of reporting faults (especially website).

Barry Greenaway, Street Lighting Manager

Completed August 2002. Website reporting facility not well used yet. Target date achieved. Medium priority

Website to facilitate reports from public from October 2002. Discuss potential with partners for linking with their websites by December 2002.

Challenge 18 – Street lighting: Crime and Disorder

Action/responsibility Progress/priority Target Determine the costs/benefits of street lighting initiatives on crime and disorder. Barry Greenaway, Street Lighting Manager

Home Office Report - Research Study 251 "Effects of improved street lighting on crime" indicates a 30% reduction is achievable with improved street lighting. Costing info is being obtained from Police HQ. Report on target for 31/13/3. Medium priority

Position statement by 31 March 2003. Annually thereafter.


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Challenge 19 – Street lighting: Maintenance contract Action/responsibility Progress/priority Target 1) Undertake an annual review of the

current contract with the contractors to identify enhancements to improve the effectiveness, efficiency and quality of the service.


BVPI 98 (% of street lights not working at any time) has improved 6.8% on 2000/01 now 0.47% from 0.504%. Have agreed a family of 15 indicators for comparison with 15 SW Councils (County & Unitary). Baseline 2000/1 figures reported July 2002 Medium priority

Continuously improve on current best quartile BVPI (baseline 2000/01 figures).

2) Pursue a partnering arrangement similar to the one for highways maintenance to secure added value to the contract and continuous improvement in respect of performance.


Have commenced preliminary discussions. Medium priority

See challenge 32 action 3.

3) Transfer responsibility for ordering of work for the maintenance of illuminated signs and bollards, currently carried out in the five divisional offices, to the Street Lighting Team.


100% of basic data for illuminated signs inventory transferred to Exor Street Lighting Manager – achieved July 2002. Securicor developed supplement ary data input form in August 2002. 30% of supplementary data added to SLM to date. On target for transfer 0n 1/4/3 Medium priority

All ordering to be carried out by the Street Lighting Team from 1 April 2003. Review of new approach by 31 October 2003.

4) Compare County and Agent contract arrangements for illuminated signs and bollards and agree the most effective means to ensure optimal delivery.


Preliminary discussion with Agents in progress. Target date unlikely to be met if significant changes are required. Low priority

Undertake first comparison and implement changes from 1 April 2003. Annual review thereafter.


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Challenge 20 – Street lighting: Lighting columns Action/responsibility Progress/priority Target Develop database to include Risk Management criteria as required by DTLR. Barry Greenaway, Street Lighting Manager

Exor inventory fatabase has been developed to accept data to facilitate risk management. Data transfer expected to be complete by 1/4/3. Submitted DfT questionnaire on equipment age and condition with LTP Annual Progress Report – July 2002. Medium priority

Significant additional funding for installation renewals commencing 1 April 2004.

Challenge 21 – Street lighting: Energy

Action/responsibility Progress/priority Target 1) Investigate the potential cost and

environmental benefits of a consolidated single energy supply contract for the council’s total electricity consumption needs.


Preparation of tender documentation, receipt of completed tenders, evaluation and recommendations to Portfolio Holders achieved September 2002. Contract effective from November 2002. There have been significant savings. High priority

Complete evaluation before 1 October 2002.

2) Introduce self contained energy packs where it is uneconomical to provide electricity ‘down the line’.


No sites identified to date. Low priority

Year on year increase in % of white lights.


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Maintenance of existing traffic signals

Challenge 22– Traffic signals: fault reporting Action/responsibility Progress/priority Target 1) Carry out a study to determine the

most effective and efficient way of fault reporting management within the county.

Brian Watkins, Assistant Area Traffic Manager (Signals and UTC)

Recommendations have been produced using information from Glos 2000 survey. Currently on hold pending outcome of use of CLARENCE. High priority

To reduce average maintenance costs by 5% over life of contract. Increase customer satisfaction of faulting reporting process within 12 months of any new system. Maintain or if possible increase new levels of satisfaction for remainder of PIP.

2) Introduce improved contract monitoring measures.


Halcrow now carry out non-technical inspections. Inventory now all recorded electronically. Inspections data will be kept in electronic format from 01.04.03. Medium priority

To reduce attendance and repair times by 5% over life of contract.

3) Undertake an annual review of junctions to consider whether battle plans are appropriate.


Accident data being collated. Battle plans have been identified, proposals to be drawn up and Police consulted by end February 2003. High priority

No accidents during operation of battle plans.


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Challenge 23 - Traffic signals: maintenance contract Action/responsibility Progress/priority Target 1) To explore the potential for a Best

Value partnering arrangement with the traffic signals maintenance contractor.


No progress yet Medium priority

See challenge 32 action 3

2) To produce and maintain a set of policies and procedures for signal operational and maintenance related work.


Policies and procedures have been drafted and being finalised. These will be referred to in Highway Maintenance Plan and may form an appendix to it. Expect to complete by end of February 2003. Medium priority

Written policy, procedures and works tasks to be completed by 30 November 2002. Annual review and update by 30 November each year thereafter.

3) To increase the level of automatic monitoring, by equipping all new and refurbished signals maintained by the County Council with remote monitoring facility.


Ongoing, we are now installing remote monitoring to all new County Council installations as a routine requirement. Discussion underway with Gloucester City and Cheltenham Borough Councils concerning the installations that they currently have responsibility for. High priority

Increase the proportion of remote monitored sites up to the regional average by 2007. 10% reduction in the number of faults reported by outside bodies by 2006/7 (baseline 2001/2).


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Challenge 24 – Traffic signals: prioritising and programming Action/responsibility Progress/priority Target Develop and introduce a prioritised rolling programme of operational improvements at signal controlled junctions. LTP programme to be developed with a view to reviewing the operation of all signal installation for which the county have responsibility every 5 years. Brian Watkins, Assistant Area Traffic Manager (Signals and UTC)

Programme now complete, ready to implement in 2003/4. Medium priority

Annual increase in customer satisfaction on operation and reliability of traffic controlled signals. Maintain TCUG performance indicators for reliability and number of faults in top quartile.


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Cross-cutting issues

Challenge 25 – Cross-cutting: sustainability Action/responsibility Progress/priority Target 1) Establish a hierarchy of aggregate

supply - at the top of the chain recycled and secondary materials, and at the bottom primary land and aggregates (However, the major part of aggregate supply will continue to come from primary aggregates). To form part of the highways maintenance plan.


The hierarchy will appear in the Highway Maintenance Plan. Hierarchy to be produced by 1 October 2002.

2) a) Target for re-using/recycled

materials on highway 15,000 tonnes per annum by end 2003/4 and 25,000 tonnes per annum by end of 2005/6.

b) Establish additional sites for storage

of recycling materials. c) To annually review progress

towards targets to see if they need adjusting.

Rob Vale, Senior Divisional Manager

Between 3000 and 4000 tonnes recycled in 2002/03. One materials store area already in use at Moreton Valance. Four other storage areas (one in each rural division) being identified. This action is on target.

Recycling 15,000 tonnes/annum by 31 March 2004 and 25,000 tonnes/annum by 31 March 2006. 4 new sites in place by 31 July 2003. Annual savings of £50,000/annum by 31 March 2006. Annual target review by 30 April each year commencing 2004.


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Action/responsibility Progress/priority Target 3) Review and promote potential for

recycled materials being used to assist with other County Council building projects or new development.


No progress yet. Medium priority

Complete discussion and produce report with recommendations by 31 March 2003.

4) Produce a bio-diversity and verge maintenance action plan.

Gary Kennison, Ecologist

First consultation draft complete including a summary version. Environment Directorate Management Team and Cllr Cordwell, as portfolio holder engaged in this process. Consultation planned to end February 2003. Final version to be completed after this for implementation from 1 April 2003. Medium priority

Complete and implement plan from 1 April 2003.

5) Build in sustainability clauses into future contracts – looking for innovation.

Clive Townsend, Principal Engineer (Contracts)

General sustainability clauses are being developed corporately. Sustainability will be part of the procurement strategy for future contracts with specific requirements and/or premiums built in. Innovation will be encouraged by the use of Value Engineering clauses and monitored by the actual savings made. Medium priority

To be included as part of specification for all new contracts. Contract monitoring on an ongoing basis.


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Challenge 26 – Cross-cutting: health and safety Action/responsibility Progress/priority Target To put in place an updated Health and Safety policy and procedures with respect to CDM regulations 1994, including clarification and establishing: a) Organisational responsibilities

(including partnership) b) individual responsibilities within the

County Council c) procedures and working practices d) competence and training e) monitoring and review Nigel Powell, Senior Divisional Manager

Initial review completed in July 2002. Currently tackling issue of safety regarding retaining walls. In October a health and safety CDM audit was carried out in all divisions. Southern Division has been reviewed by independent H&S advisers, C&G services. Issue with retaining walls to be addressed January/February 2003. Target date: August 2002 – achieved High priority

August 2002 August 2002 August 2002 August 2002 October 2002, February 2003, June 2003 (annually thereafter)

Challenge 27 – Cross-cutting: competence, training and development

Action/responsibility Progress/priority Target Develop a human resources strategy for the directorate, in line with relevant corporate plan. (details for inclusions in the main review report) Mark Dauncey, Highway Maintenance Manager

This is now a County Council objective, thus action is therefore to be deferred until it is picked up via the corporate initiative. Medium priority

Draft human resources strategy available by 31 December 2002. Agreed human resources strategy active from 1 April 2004.


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Challenge 28 – Cross-cutting: consultation Action/responsibility Progress/priority Target 1) Develop and implement a

consultation strategy with all key stakeholders to support the performance management system for highway maintenance.


Consultation strategy produced June 2002 and updated November 2002 by Carol Anderton. Need to take 38% ORC satisfaction level as baseline (31% dissatisfied). Need to concentrate on areas with lowest satisfaction. Target date achieved. High priority

Strategy to be in place by 1 April 2003. Annual review of strategy with update by 1 April each year during life of PIP. Annual improvement in satisfaction levels. Reduce level of complaints by 20% over 5 years.

2) To reintroduce annual Parish Council meetings for Parish Council representatives (consideration should be given to joint meetings with District Councils – where appropriate).


Positive and successful, initial meeting with Parish Councils held on 28.10.02. Tthese County wide meetings to be continued on an annual basis. In addition, 6 monthly meetings to be arranged in each Division, commencing 2003/4. Medium priority

To begin Autumn 2002, thereafter annually. Annual improvement in satisfaction levels.


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Challenge 29 – Cross-cutting: communications

Action/responsibility Progress/priority Target 1) Establish a communications

strategy focusing on key stakeholders, using a range of information techniques (including regular newsletters).


First draft has been produced for discussion with Head of Service. Aiming to be in place from by 1 April 2003 as target. High priority

Strategy to be in place by 1 April 2003. Annual review of strategy with update by 1 April each year during life of PIP. Annual improvement in satisfaction levels.

2) Having regard for the e-government and corporate agenda, introduce a call centre/one number approach.


A system called CLARENCE is being considered at a meeting with Environment Directorates Management Team and Divisional/Senior Divisional Managers on 10.02.03. If agreed, the aim would be to put in place the necessary training and changes to begin using the system in the second half of 2003/04. This will need to be in with the corporate developments on improving customer access. Medium priority

Dependant on the corporate agenda.

3) Enhance pages on Glosnet (including Plain English checks)


This action has been completed. Medium priority

Monthly progress reports in 2002/3. Quarterly from then onwards.

4) Consider the use of the ‘Clarence’ system of problem reporting.


See point 2 above.

Decision to be taken on system by September 2002. New problem reporting system (if selected) to be in place by April 2003.


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Challenge 30 – Cross-cutting: information systems Action/responsibility Progress/priority Target 1) Key performance information to be

collected and recorded consistently. Mark Dauncey, Highway Maintenance Manager

PI’s are being developed as part of the Highway Maintenance performance management system. Information is now being recorded consistently at a Divisional level, alongside the wider implementation of the highways maintenance IT system, Exor. Medium priority

Systems to record and report on all PI’s to be established by 1 April 2003.

2) Implementation of key modules of Exor: - Works tickets - Public Enquiries - Inspections - Inventory


On target. High priority

All key modules of Exor in place and in use by 1 April 2003. (A project timeline developed and updated by the user group exists for this purpose)

3) Develop a simple IT system for collecting, collating and reporting performance indicators, including traceability/audit trail.

Phil Miller, Divisional Manager

The use of Exor and other simple systems such as the M4I (Movement for Innovation) indicator base will meet most needs. Medium priority

IT system to be fully operational by 1 April 2003. Quarterly report produced on the last day of July, October, January and April each year.


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Challenge 31 – Cross-cutting: performance management Action/responsibility Progress/priority Target 1) To develop and implement a

performance management system (that is in line with the County Council’s emerging system) for highway maintenance functions, including a coherent set of performance measures and targets (see challenge 8).


This is currently under development. A set of key indicators is being developed. The plan is to monitor progress against these: Monthly – by Head of Service Quarterly – by Environment Management Team & Portfolio Holder Six monthly and annually – by Scrutiny High priority

System effective from 1 April 2003. Production of quarterly and six monthly reports for DMT and Scrutiny.

Challenge 32 – Cross-cutting: service delivery

Action/responsibility Progress/priority Target 1) To continue to promote and develop

the Highway Partnership in line with recent reviews and audits, establishing and annually reviewing key targets for the partnerships objectives.


This work is ongiong High priority

Set out in partnership papers and action plan.

2) To keep contracts under constant review taking into account relevant audit reports and to continually pursue Best Value improvements where these can add value to the contract at no additional cost.


A review of the procurement process is currently being undertaken. Continuous improvements have been sought linked to the extension of the two term maintenance contracts. Low priority

First review September 2002, annual thereafter.


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Action/responsibility Progress/priority Target 3) To explore the potential for

partnering arrangements with other contractors (in addition to Halcrow and Ringway).


This action is picked up in other challenges. Complete review and produce initial recommendations by 31 March 2003.

4) To continue to explore opportunities for developing routine maintenance work to Parish Councils, where they are interested in taking on such work.


To be addressed at 6 monthly Divisional meetings with Parishes. Report to be compiled following first round of Divisional Parish meetings. Medium priority

Identify Parish Councils who are able and willing to take on routine activities by 31 March 2003. Keep under review.

5) Set up a working group between the County Council, Districts including Agents and Partnership to explore potential for closer working on Street Scene activities and produce report and recommendations.


There has been slippage on this. However, the discussions have been taking place with regard to their Civic Pride Initiative. It is now proposed to pick up this action in 2003/04. High priority

Establish group by 1 September 2002. Produce report by 31 December 2002.


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Challenge 33 – Cross-cutting: staffing structures Action/responsibility Progress/priority Target 1) As part of the third tier review

currently taking place within the County Council, consideration should be given to putting in place a new highways maintenance management structure based on two operational areas – east and west, and a central office covering other key highways and related functions.


This has been substantially completed. Mark Dauncey has been appointed as Highway Maintenance Manager . Nigel Powell (West) and Robert Vale (East) as the two Senior Divisional Managers. Phil Miller and Martyn Summerell have been appointed as Divisional Managers. One vacancy is remaining for a Divisional Manager at Stroudwater. High priority

Summer 2002. Autumn 2002.

2) The potential for closer integration and management of County Council and contractor’s staff through Partnering arrangements should continue to be explored under this and future contracts, without prejudice to the Council’s core client roles over customer interface, financial management and probity, and procurement.


The highways maintenance partnership is still evolving. It is proposed that a more radical version of this, if appropriate, would be explored as part of the new term maintenance contract(s) that will be effective from April 2006. This question will be built into the tendering process for these contracts. Medium priority

Ongoing


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3) Consideration should be given to the potential of a single contract covering highways works, design and consultancy, streetlighting and traffic signals maintenance, at an appropriate point in the future.


This will be picke dup as part of the contract development strategy for the new term maintenance contract(s) to take effect from April 2006.

To be determined.

4) The position with regard to the plethora of temporary posts should be resolved as quickly as possible to ensure staff are more confident about their future role and responsibilities within the authority.


This action is underway. A new target date has been set for March 2003. The slippage is due to the delays in making the third and fourth tier appointments. A number of temporary positions have already been resolved. High priority

To be resolved Autumn 2002. Staff satisfaction survey Autumn 2003.

HMR/21.01.03/X: \Scrutiny\060203\HM BVR PIP first progress report 200103.doc

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