SOUTH EAST WALES CO-ORDINATION AND HAUC MEETING

Minutes of meeting held on1st February 2013
VENUE: CAERPHILLY COUNCIL OFFICES, PONTLLANFRAITH

Item /

Action

1.0
1.1
1.2
1.3
1.4
1.5
1.6
1.7
1.8
1.9
1.10
1.11
1.12
1.13
1.14
1.15
1.16
1.17
1.18
1.19
1.20
1.21
1.22
1.23
1.24
1.25
1.26 /

Attendance

Present:
Mike Jones (Chair) (MJ)
Gemma Bishop (Secretary)(GB)
Bob Argent (BA)
Janelle Leitao (JL)
Mike Young (MY)
John Lewis (JLe)
Dave Bennett (DB)
Ken Evans (KE)
Wayne Lee (WL)
Emily Darvill (ED)
Patsy Ward (PW)
Lloyd Jones (LJ)
Andrew Gould (AG)
Steve Hodges (SH)
Stacey-Anne Williams (SW)
David Turner (DT)
Geraint Howells (GH)
Perry Seabrook (PS)
Debra Rolls (DR)
Huw Thomas (HT)
Gordon Downing (GD)
Paul Morgan (PM)
Graham Austin (GA)
Aranjeet Nirwan (AN)
Margaret Burgess (MB)
Ross Edwards (RE) / LA/Company
Monmouthshire CC
DCWW
Morgan Sindall
Newport CC
SWTRA
Rhondda Cynon Taff CBC
South Wales Fire and Rescue
Vale of Glamorgan
Merthyr Tydfil CC
WWU
DCWW
Caerphilly CBC
Caerphilly CBC
Caerphilly CBC
Daniel Contractors
Daniel Contractors
BBUS
BBUS
WPD
WPD
WPD
WPD
BT Openreach
Virgin Media
Network Rail
Virgin Media
2.0
2.1
2.2
2.3
2.4
2.5
2.6
2.7
2.8
2.9
2.10 /

Apologies:

Andrea Capel (AC)
Anthony Dennis (AD)
Bethan Spencer (BS)
Carl Jones (CJ)
Graham Bond (GB)
Judith Martin (JM)
Paul Llewellyn (PL)
Peter Sparkes (PS)
Amie Osgood (AO)
Ben Beachell (BB) / LA/Company
SWTRA
DCWW
WGA
WGA
WWU
WWU
WPD
Torfaen CBC
WWU
Welsh Government
3.0
4.0
4.1
4.2
4.3
4.4
5.0
5.1
5.2
5.3
5.4
5.5
5.6
5.7
5.8
5.9
6.0
7.0
7.1 / Minutes of last meeting
5.5 – Newport CBC coordination – should read ‘all conflicts resolved outside of meeting’
9.12 – Welsh HAUC website is
Matters Arising
(4.3) – MJ to contact non-attending HA
(4.2) – BT issues taken to WHAUC. GA to ask senior manager to contact MJ to discuss issues in Monmouthshire
(4.6) – Network Rail ASD – All HA to check they are downloading this monthly. MB to contact individual authorities and will report back at next meeting.
(5.2) – DCWW coordination Schedules for Caerphilly – Complete. There is a template for coordination schedules on the WHAUC website
Works co-ordination
Blaenau Gwent BC
Nothing submitted–Non attendance at meeting.
Caerphilly CBC.
Conflicts being resolved outside of meeting.
Merthyr CC
Conflicts to be resolved outside of meeting. Identified an issue with BT where Notice dates not corresponding with coordination schedules, and also start dates are not being staggered for notices covering several different streets. Caerphilly are also experiencing difficulties with coordinating notices due to the 49 day duration being given. MY advises that a meeting has been held between BT and WG and the minutes should resolve these issues.
The Merthyr Tydfil Gyratory scheme is due to start in June 2013 and be completed by December 2013. This is a major scheme and will affect Penry Street (25100516), Access to MerthyrCollege (25103121), Avenue De Clichy (25100045), Swan Street (25100614) and Castle Street (25100116). Could all utilities check programmed works and adjust appropriately as the streets will be protected for 5 years on completion. If any Utility wants to discuss the scheme please contact Wayne Lee.
Monmouthshire County Council
No conflicts identified, schedules and events have been circulated
Newport CBC
All resolved outside of meeting
RCT CBC
Conflicts to be resolved outside of meeting. Event Schedules emailed.
Torfaen CBC
Non attendance
Vale of GlamorganBC
Schedules have been emailed along with a 2yr programme of resurfacing.
SWTRA
AC is working on the schedule and will be emailed next week. MJ gave a reminder to all Utilities to submit their schedules in a timely manner.
Break
Reports (local and national).
WG Streetworks Strategy for Wales
Launched at Welsh HAUC meeting in November and sets out WG’s vision for St Works and listed 7 core aims. The documents gives a general overview of St Works for those not familiar with the industry and provides guidance on what the WG’s current position is on things like Permits, Lane Rental, CoP etc. It is not meant as a highways manual but more as a five year vision
Feedback was sought from the St Works community on its contents, initially feedback comments were slow in coming and deadline was extended 18th January 2013. 20 individual comments were received from HA’s, Utilities and other bodies such as NJUG, fire service etc., which were very encouraging. However a little disappointed by the level of HA responses.The quality of the feedback we received was excellent and was very supportive and constructive in its content, rather than critical.
BB and MYrecently spent a day on pouring over all the feedback received and PW joined us in the afternoon to represent the Utilities. Unfortunately Marc Owen was not available that day, but has been made aware of our deliberations. About 90% of the feedback was utilised by amending, building into the document or expanding further on, very little was discounted, which is a credit to the quality of the feedback received.
MY offered a big thank you to all those that provided feedback, it was extremely useful.
Tidying up of the document is expected to be completed by the end of this month and then the document will hopefully be able to put it up for Ministerial approval by April. Once signoff is completed, WG can then issue the document more widely and distributed to all HA’s and SU’s CEO’s for that to be disseminated down their organisational structures.
This document can be viewed on the Welsh HAUC website under WG documents.

Traffic Wales Website Roadworks Reporting Meeting
The Welsh Government has requested initial investigations to be undertaken into the options for incorporating trunk road and local roadworks/streetworks into the Traffic Wales website, moving towards automation and away from manual entry by NMWTRA and SWTRA staff. We are looking to create a similar system to that offered by Elgin for Welsh road networks, still early days and we’d be looking to get our trunk road information working first.
A separate gazetteer will look to be created to harvest all LA information as a copy recipient and filter and include this on the TW site. Long way to go yet, but that’s what we’re working towards.If this comes to fruition it is not envisaged to cost LA’s anything and all IT and running cost borne by WG. / MJ
MB & ALL HA’s
8.0 / HAUC (UK) Meeting
Meeting scheduled for next Tuesday 5th February.
Original meeting format has been suspended to accommodate a HAUC strategy meeting with the HAUC Chairs & the representatives of the devolved nations which will meet to discuss future direction and purpose of the group.
Hopefully there will afurther update at the next meeting.
Codes of Practice Working Groups
SROH – Work ongoing, third review meeting planned later this month.
Safety Code – Again, third group meeting this month to progress. Other working groups have been established and full details of their content and progress are on the Welsh HAUC website.
Update on JAG/WG/BT NGB Meeting
Meeting held on 10th January 2013 with Dave Capon/Marc Owen (JAG), WG MY/BB & Ynyr Roberts (BT)Purpose of the meeting to ensure a smooth operation of the NGB roll-out in Wales with the emphasis very much on planning and co-ordination.Minutes to be published shortly and will be circulated.
Performance Reports.
All Authorities indicated that all Utilities are within guidelines.
9.0
9.1
9.2
9.3
9.4
9.5 / AOB.
LJ - Caerphilly are unable to send s58 electronically due to IT issues but will issue on paper. It was generally agreed that the preferred method is to receive these electronically however where this is not possible Return Path comments should be used to advise Utilities if s58 restrictions apply to the notice.
WL – can all Utilities check which OD s58 should be sent to
KE – Reminder to all that Information Boards should be used on every site, there was a recent incident where the police were involved but were unable to identify the works promoter.
JL – Thanks to DCWW for communications during the recent adverse weather, MJ extended this to all utilities.
Date of next meeting - 9:30am on Friday 3rd May 2013 at
Caerphilly CBC offices Pontllanfraith. / Utilities

Action Points arising from the meeting

Agenda item / Action point / By whom / By when / Remarks
4.1 (4.3) / MJ to contact regular non-attending Highway Authorities / MJ / Ongoing
4.3 (4.6) / Network Rail ASD / MB& ALL HA’s / Next Meeting
9.2 / Utilities to check S58 OD / Utilities / Next Meeting

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