HAUC(UK) Meeting – notes 28-09-2011 Page 1 of 14

Salma Islam Utility Secretariat NJUG 1 Castle Lane, London, SW1E 6DR Tel: 0203 397 3315 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 18 October 2012

Islington Council, Municipal Offices, 222 Upper Street, London, N1 1XR

PRESENT

Jerry McConkey HAUC(UK) Joint Chair, Sefton Council

Les Guest (Meeting Chair in Mark Ostheimer’s absence)

Chief Executive, NJUG, Director NUAG NRS Ltd. and deputising for Mark Ostheimer

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

John Gooday Scottish Road Works Commissioner, RAUC (Scotland)

Barry Lucas London HAUC, Islington Borough Council

Mark Beasley Transport for London

Phil Cameron South West HAUC, Safety, Performance and Comms, Gloucestershire County Council

Bob Beaney South East HAUC, BT Openreach

Andy Wilkins WMHAUC, Solihull District Council

Les Clarke EMHAUC, Northamptonshire County Council

Samantha Brothwell EMHAUC, ENA, Western Power Distribution

David Latham SEHAUC, Kent County Council

Paul Gerrard National Grid

Paul Evans Yorkshire HAUC, Doncaster Metropolitan Borough Council

Dave Turnbull NJUG Legal Director, BT Openreach

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

Ann Morley Department for Transport

David Baker Chair Diversionary Works, TfL

Ben Beachell Director of Transport Division, Welsh Government

Mike Young Street Works Manager, Welsh Government

Hugh Rickard SWHAUC, Wessex Water

Tim Holland Highways Agency

Terry Lomas SROH Working Group, Hampshire County Council

Ian David Inspections, Bridgend County Borough Council

Paul Castleman Co-ordination Working Group, Hertfordshire County Council

Clive Derry Anglian HAUC, Norfolk County Council

Keith O’Brien Anglian HAUC, Cable & Wireless Worldwide

Dave Patrick NEHAUC, BT Openreach

James Taylor Network Rail

Steve Bender City of London Corporation

Salma Islam NJUG and HAUC(UK) Utility Secretariat, Communications

Jane Smith NJUG and HAUC(UK) Utility Secretariat, Communications

IN ATTENDANCE: David Burgess Utility Strike Avoidance Group, North Midland Construction

Group

HAUC(UK) Meeting – notes 28-09-2011 Page 2 of 14

1. Apologies for Absence

Mark Ostheimer HAUC(UK) Joint Chair, NJUG Operations Director, Virgin Media

John Webb NWHAUC, Co-ordination, United Utilities

Peter Loft London HAUC, Thames Water

Rob Scott Training and Accreditation Working Group, Luton Borough Council

Patsy Ward Welsh HAUC, South West Water

Marc Owen Welsh HAUC, Pembrokeshire County Council

Michael White North West HAUC, Lancashire County Council

Ian Darbyshire Yorkshire HAUC, Northern Power Grid

Chris Nesbitt East Midlands HAUC, Cable and Wireless Worldwide

Christopher Perkins Training & Accreditation, NJUG, Energy Networks Association, UK Power Networks

Gerry Byrne Northern Ireland HAUC

Garry Curran Northern Ireland HAUC

David Armitage RAUC(Scotland), Aberdeenshire Council

Alan Rainford SROH Working Group, Virgin Media

Ian Ackerman SEHAUC, Hampshire County Council

Stephen Gibbon Yorkshire HAUC, Barnsley Metropolitan District Council

Ann Griffiths Yorkshire HAUC, Yorkshire Water

Peter Crouch

South West HAUC, Diversionary Works Working Group, Diversionary Works, Sembcorp (Bournemouth Water)

Dave Capon HAUC(UK) Secretariat, Conference Organising Committee, JAG(UK) Manager

2. Accuracy of notes of the previous meetings – 30th May 2012

12.123

Present – It was noted that David Latham’s name (spelt in the minutes David Laytham) was spelt incorrectly. 12.66 – It was noted that Mold (spelt in the minutes Mould) was incorrect. 12.68 – It was noted that Ben Beachell’s name was spelt incorrectly (spelt Beachel in the minutes) and that his title was Director of Transport Division.

3.0 Presentations

3.1 David Burgess (DB) – Utility Strike Avoidance Group

12.124

David Burgess from North Midlands Construction gave a presentation on how the Utility Strike Avoidance Group Charter came about; what it does and how it is being implemented. David Burgess confirmed that the Charter involves utility owners, industry bodies, contractors and the Health and Safety Executive, and has a number of processes and systems to help people ensure they can plan and work safely around utility underground assets. He confirmed that there are significant benefits in terms of the safety of people; systems; behaviours; corporate responsibility and reputation. The presentation can be found at: http://www.hauc-uk.org.uk/uploads/USAG%20presentation%20v3.pdf RC asked that USAG consider including gulley connections. RC / JT asked about damage to the integrity of bridge structure (including waterproofing). JS mentioned the previous National Grid Strike Avoidance Day in which they used an actress to portray how the loss of an operative through a utility strike affects the family (“Davey’s Baby”).

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LC asked whether the local highway authorities could be involved in any joint inspections on competency. DG asked all HAUC(UK) members to promote the Charter and to encourage all HAUC members to support the Charter and actively use it. ACTION: DB to take back the questions on including gulley connections / damage to bridge structures to USAG and report back to HAUC(UK). ACTION: HAUC(UK) Secretariat (JS) to confirm the action; the contact details for “Davey’s Baby” and list of HAUC Regional Chairs to DB – COMPLETE. ACTION: All to cascade and actively promote the USAG Charter, and each authority and all outstanding utilities to sign up to it. To sign up please follow this link – http://usag.weebly.com ACTION: HAUC(UK) Secretariat to include the link to the USAG Charter on the HAUC(UK) website (SI), the HAUC(UK) Newsletter (SI) and the NJUG Weekly Intelligence (JS) - COMPLETE.

3.2 UKOPA DVD on Safety and Strikes Around Pipelines

12.125 LG highlighted the recently produced UK Onshore Pipeline Operators Association (UKOPA) DVD on Safety and Strikes around Pipelines – see link http://www.ukopa.co.uk/contractors-and-utilities/relevant-documents-and-information-2 ACTION: HAUC(UK) Secretariat (SI) to put UKOPA DVD on HAUC(UK) (DC) and NJUG websites (SI) - COMPLETE. ACTION: All to promote UKOPA DVD and place on Regional HAUC websites.

4.0 DfT Update

12.126 Ann Morley provided the DfT update: Permit Schemes / Devolvement of Approval Powers for Permits – the DCMS / DfT 7th September announcement confirmed the Government’s decision that, in the context of the importance of delivering Government’s superfast broadband objectives of 90% coverage by 2015, that DfT have decided to defer devolving approval powers for permit schemes to local authorities, until after that date. Government has also confirmed that all future schemes will focus fees on traffic-sensitive roads, although permits themselves may still be applied to other roads. AM confirmed that Transport Minister Norman Baker MP had written to all local authority Chief Executives on 24 September. AM also confirmed that: DfT remain committed to permit schemes as “an important tool to manage disruption”. DfT is working with HAUC(UK) on further advice on the Permit Scheme approval process as part of the Government’s Superfast Broadband initiative. Amendments to the definition of major works were being considered and this advice is to be completed by November 2012. DfT have also confirmed that there will also be a rapid and focused review of existing permit schemes including conditions and fees. ACTION: JMcC to send HAUC(UK) Secretariat (JS) a copy of Norman Baker’s letter for onward circulation to HAUC(UK) members – COMPLETE - circulated. Lane Rental Regulations – DfT has agreed to trial a maximum of three lane rental schemes, with the TfL scheme now in operation, and DfT expecting an application from

HAUC(UK) Meeting – notes 28-09-2011 Page 4 of 14

Kent County Council shortly. DL confirmed that he would be delivering Kent CC’s application by hand after the HAUC(UK) meeting. S74 Overstay Charges increase – The new S74 Overstay Charges came into force on 1 October 2012. A revised Chapter 10 has been circulated by DfT Training & Accreditation Regulations (Street Works (Qualification of Supervisors and Operatives)(England) Regulations 2009) – As part of the Red Tape Challenge Government consulted on removing the training and accreditation regulations, including in particular, the mandatory five year reassessment of operatives. DfT officials are currently discussing with Ministers and are intending to make an announcement in February 2013. Performance Scorecard – DfT considers the Performance Scorecard very important and urges all local authorities to submit data if they are able. Safety Code of Practice – The Draft Safety Code of Practice is complete, and with Ministers for approval. It will be published 1 April 2013 for possible implementation on 1 October 2013. EToN6 – DfT has already confirmed that it is undertaking a short consultation on the final specification. Implementation is not going to happen in April 2013, but DfT is working towards October 2013 implementation (subject to Ministerial approval). However, organisations can implement on an informal basis voluntarily prior to that date should they so wish. ACTION: EToN Working Group to meet with DfT and undertake some testing before implementation, to ensure EToN5 and EToN6 systems can successfully interact. AM to check with Annabel Kelly regarding tying in the EToN meeting to take place after the mini-consultation. Chapter 10 – has been signed off by the Minister – see Section 10.1 Co-ordination. Private Streets – DfT is going to put together draft Guidance on how to raise private streets up to the right standard. It was noted that Chris Bond from Northamptonshire County Council had provided great support in this area, and HAUC(UK) wishes to send its thanks to Chris for all his hard work. Light Rail Systems – DfT are still awaiting the Draft Guidance from Steve Berry so that HAUC(UK) can review it and provide comments. N.B. Post-meeting note - Barbara King has confirmed that the Draft Guidance will be available at end of November.

5.0 NSG Update

12.127 JS / JMcC highlighted Baz Lokat’s report: In March this year GeoPlace circulated a survey seeking input into the initial exploration of how street data may be improved, so that users can make better use and get better value from street datasets in the future. The resulting report has now been published and can be found here: http://www.thensg.org.uk/iansg/document.htm?targ=1076 The report concludes with a series of proposals and next steps. To continue this explorative stage, GeoPlace are inviting the HAUC community, along with others who have an interest in this area to join a special “Street Data” discussion Group on the Knowledge Hub. The purpose of this group is to explore with likeminded individuals the various points raised by the report. A series of questions have been posted and this whole area is still subject to further discussion and debate, not least from a licencing point of view. GeoPlace would therefore welcome HAUC members’ input. The Knowledge Hub group can be found here: https://knowledgehub.local.gov.uk/group/streetsdatadiscussiongroup but colleagues will need to register with the platform if they haven’t done so already.

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ACTION: HAUC(UK) Secretariat (SI) to include in the Newsletter – COMPLETE. ACTION: All to feed into The Knowledge Hub their suggestions by 30 November 2012. ACTION: HAUC(UK) Secretariat (DC) to ask BL to confirm to Regional HAUCs when last updates were done to the NSG – information to be sent via HAUC(UK) Secretariat (DC). ID confirmed that GeoPlace would like an update on EToN6 and asked that they are included by DfT in the mini-consultation. ACTION: DfT to ensure GeoPlace are included in the EToN6 mini-consultation.

6.0 HAUC(UK) Business Plan / Code of Conduct

12.128 HAUC(UK) Business Plan JS stated that HAUC(UK) needed to develop a new business plan, as there had been progress with a number of the regulatory activities from DfT and Scotland, and Wales had developed their own Welsh Street Works Strategy, which had been presented at the recent HAUC(UK) national conference. JS commented that members had not completed some of the voluntary actions such as short case studies of good practice, and so members needed to input and support any new plan, and promote it within their own organisations and Regional / National HAUCs. She also made a plea on behalf of utilities, who were keen to see commonality between England, Scotland and Wales wherever possible, as differences in approach impacted on those operating across boundaries, including increased costs, reduced efficiency and lower levels of compliance. It was agreed that the HAUC(UK) Strategy Group would meet to initially discuss the Business Plan, but that all members should send their thoughts to the HAUC(UK) Secretariat for them to circulate to Strategy Group members. ACTION: HAUC(UK) Secretariat (JS) to canvass dates for JAG(UK), NJUG, Scottish, Welsh and DfT representatives. ACTION: All to feed in any views on potential content for a new HAUC(UK) Business Plan by 14th December. ACTION: HAUC(UK) Secretariat (SI) to include a request for ideas for inclusion in the HAUC(UK) Business Plan in the HAUC(UK) Newsletter – COMPLETE. HAUC(UK) Code of Conduct JMcC confirmed that JAG(UK) / highway authorities are revisiting the Code of Conduct and that JAG(UK) were now ready to actively promote the Code amongst members, and that Sefton Council was signing up to the Code. ACTION: JMcC to re-circulate the Code of Conduct letter to highway authorities and HAUC(UK) Secretariat (JS) to place on the HAUC(UK) website - COMPLETE. N.B. Post meeting note: JMcC has written to all JAG(UK) members urging sign up. A copy of the letter is available on the HAUC(UK) website.

7.0 HAUC(UK) National Conference

12.129 LG thanked everyone involved in putting together the HAUC(UK) National Conference. AS gave a short overview and highlighted the initial feedback received to date:

Good venue but a little small (JS reminded the Group that in the early stages of

HAUC(UK) Meeting – notes 28-09-2011 Page 6 of 14

planning the conference, authorities and utilities had indicated that many would be unable to attend due to travel / cost constraints, and so the Committee had chosen to make the conference free for delegates for the first time and selected a smaller venue with a maximum 250 capacity in order to minimise the financial risks.)

Central London venue had proved difficult for some exhibitors unloading (MB confirmed that if HAUC(UK) chose to hold their event in London in 2013 TfL would seek to secure dispensation for unloading / loading.)

Delegates had enjoyed the ‘short sharp presentations’ and felt that a good mix of topics were covered.

ACTION: HAUC(UK) Secretariat (SI) to include a request for feedback in the HAUC(UK) Newsletter – COMPLETE. ACTION: All to feed in their views.

8.0 Network Rail ASD

12.130 JT raised concerns that 30% of local authorities are not downloading the ASD / NODD files, which raises safety concerns, as Network Rail are not picking up third party works within 200 metres of the railway. ACTION: All local authorities to download the ASD / NODD files and JAG(UK) to highlight this to their members. LG confirmed that NUAG NRS Ltd. was working with Network Rail and London Underground Ltd. to identify their ‘Areas of Interest’ i.e. where their infrastructure lies. This will reduce the number of requests they get for their records and also enable them to be more aware of works in the vicinity of their infrastructure.

9.0 Regional Reviews

9.1 Northern Ireland

12.131 No report / update available.

9.2 Scotland

12.132 See Newsletter for detail, but JG confirmed: That he would be leaving at the end of 2012, but that in the meantime the Scottish Government was undertaking a strategic consultation. Following publication of the Scottish Road Maintenance Review, with 30 suggested options, implementation is being overseen by a Committee, (chaired by the Transport Minister, with representatives from utilities and COSLA.) JG confirmed he was meeting with the Minister in November to consider options, including long-term damage and S133 overstay charges. The Scottish Government intend to publish a Green Paper on a whole range of issues, including possible changes to legislation. On behalf of the whole HAUC community LG thanked JG for his major contribution to HAUC(UK), RAUC(Scotland) and the road and street works sector.

9.3 Wales

12.133 Ben Beachell and Mike Young gave a short overview including: The Welsh Street Works Strategy was presented at the recent HAUC(UK) Conference. The contract for next generation broadband for Wales had been awarded to BT Openreach, and an initial meeting between local authorities and the company had been

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held on 16 September. The Welsh Government intend to consult on a new Welsh Safety Code of Practice in the new year (2013), and, working with Alan Rainford, is reviewing the Specification for Reinstatement of Openings in the Highway (SROH), but are not planning anything radical. The review will be completed by Christmas 2012, with a consultation in the new year of 2013. Welsh HAUC has established a number of practitioner groups, including Return Path and S58, and will be establishing Coring and Pedestrian Walkways groups too. Additionally, they have established two ‘Task and Finish’ groups to produce Winter Working, and Site Container and Compound Guidance notes, which will be put on the Welsh HAUC website. ACTION: Welsh HAUC to share the Winter Working and Site Container and Compound Guidance Guidance Notes, by sending to the HAUC(UK) Secretariat (JS) for circulation. ACTION: HAUC(UK) Secretariat (DC) to put a link to the Welsh HAUC website, on the HAUC(UK) website.

9.4 English Regions

9.4.1 East Midlands HAUC

12.134 SB gave a short overview including: East Midlands HAUC has produced interim advice on S81 prior to EToN6 and Guidance on Unidentified Apparatus. LG confirmed that if East Midlands HAUC sent through the Guidance on Unidentified Apparatus, he would register it within the list being compiled by BACK (Buried Assets Centre of Knowledge). ACTION: SB to send through interim advice on S81 to LG.

9.4.2 North East England

12.135 RC gave a short summary including: Next year’s 3 HAUCs’ Roadshow will be held on 13 June 2013 at the Harrogate Yorkshire Showground.

9.4.3 London HAUC

12.136 Steve Bender / Barry Lucas provided a short overview of the LHAUC Report:

For the second (2011) report of the London Common Permit Scheme, each individual LoPs member will do their own report up to 2013. Transport for London (TfL) are producing a “lessons learnt” report in respect of the co-ordination and co-operation under the Clearway 2012 Group in the run-up to and during the Olympics, and MB confirmed he will share the report once finalised. ACTION: MB to share the Olympic “Lessons Learnt” Report and present at the next HAUC(UK) Meeting.

9.4.4 North West HAUC

12.137 DP provided a short overview from the North West HAUC Report:

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North West HAUC are looking at their coring results. JMcC confirmed that North West HAUC has agreed to organise a meeting of all parties in the North West regarding hot issues regarding coring.

9.4.5 South West HAUC

12.138 Phil Cameron confirmed that Virgin Media are going to use the SW Reinstatement DVD / booklet nationally. AM asked to receive a copy of the DVD / booklet. ACTION: PC to send AM a copy of the SW Reinstatement DVD / booklet.

9.4.6 West Midlands HAUC

12.139 Anita Solanki gave a short overview of the WMHAUC report: Some authorities who are operating under Noticing are asking for up to 20 days notice for multiway traffic lights, which is problematic for utilities, especially when required for minor works. DT confirmed that NJUG’s legal view was that two-way lights on non traffic-sensitive roads do not require approval. MB confirmed that TfL (all traffic-sensitive streets) ask for 20 days notice for multiway lights and 10 days for two-way lights including for minor works. It was agreed that JAG(UK) would review the various local authority practices and develop a common approach, and then a Joint Working Group would be formed to meet for one day to look at traffic-light guidance, which will follow on to EToN6. ACTION: JAG(UK) to review various local authority practices and develop a common approach for discussion. ACTION: HAUC(UK) Joint Chairs to nominate members for a Working Group to review and agree HAUC(UK) traffic-light guidance.

9.4.7 Anglian HAUC

12.140 Keith O’Brien gave the headlines from the Anglian HAUC report: Common Permit Scheme – The Anglian Common Permit Scheme comprising Hertfordshire, Southend, Luton and Bedfordshire Councils, is due to come into force from 5 November.

9.4.8 Yorkshire HAUC

12.141 No major issues to report.

9.4.9 South East HAUC

12.142 BB gave a short overview of SEHAUC activities and confirmed: SEHAUC has not recognised the HAUC(UK) Coring Document, and are working together with the members of the HAUC(UK) Coring Group to address the issues of concern regarding air voids and multiple testing. ACTION: SEHAUC / HAUC(UK) Coring Group members to share results of their deliberations on the HAUC(UK) Coring Advice Note once finalised. SEHAUC are also trialling a 15 minutes obstruction sign, which DfT have confirmed does not need their approval prior to use. The advantage of this sign is that it saves on road closures.

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DL confirmed that it is now being implemented as a legal sign to be used in Kent, with agreed conditions in line with the existing permit scheme conditions, and Medway Unitary Council are also trialling the sign under Noticing. Coring results in the SEHAUC area are showing an improvement. ACTION: BB / DL to provide copies of the various SEHAUC documents to the HAUC(UK) Secretariat (JS) for circulation.

10 Working Group Updates / Issues

10.1 Co-ordination

12.143

See Report for detail – headlines: S74 – Following the major review of Chapter 10 completed by the Co-ordination sub-group, and then reviewed again by the Co-ordination Group and DfT, it was agreed that DfT would review proposed changes and produce a final version. S81 HAUC(UK) Advice Note - now issued and available on HAUC(UK) website. Unattributable Works Advice Note - now issued and available on HAUC(UK) website. Consequential Damage Advice Note – drafted and ACTION: JW to send the Draft Consequential Damage Advice Note to the HAUC(UK) Joint Secretariat (JS) for circulation for consultation.

10.2 Permits

12.144 The first draft of standard permits conditions are now collated for discussion within the Permits Group, following which it will be consulted upon within HAUC(UK) in the normal way, for issue as a HAUC(UK) Advice Note. AM confirmed the Permits Group were meeting on 28th October.

10.3 SROH (Specification for the Reinstatement of Openings in the Highway)

12.145 Terry Lomas confirmed: Microtrenching Specifications - The Group had undertaken detailed work to produce a specification for reinstatement in respect of microtrenching in asphalt roads, which will be sent to HAUC(UK) Secretariat (DC) for consultation (NB microtrenching is being used in specified circumstances for the installation of superfast broadband). ACTION: TL to send to DC for circulation for consultation. The Group has also commenced work on a Specification for Reinstatement for Microtrenching in Footways / Granular Roads. Edge-Sealing – A discussion ensued on whether not using edge-sealant is a defect or not, and it was noted that there is no definitive method of checking whether edge-sealant has been used or not. It was agreed that the Group will draft an Advice Note for consultation. ACTION: SROH Group to draft Advice Note on edge-sealing for consultation within HAUC(UK). Rounding of Air Voids Figures – TL highlighted that in the SROH, reporting of limits is to the nearest whole number and so there will need to be a rounding up or down of air-void reporting when inspections take place. TL offered for the Group to produce an

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Advice Note on rounding (up or down) prior to determining whether a core taken demonstrates compliance or not. ACTION: Joint Chairs to discuss this issue to establish if the Group can produce additional guidance. TL to keep HAUC(UK) informed Insufficient Width for Compaction – A discussion ensued on the difficulties of ensuring SROH compliance when there is insufficient width to achieve the right level of compaction, and whether flowable materials were acceptable for use around smaller covers / iron works. It was agreed to ask the SROH Group to draft an Advice Note. ACTION: SROH Group to draft Advice Note on achieving compaction compliance around smaller covers / iron works, including use of flowable materials and its acceptability. It was asked whether over-thickness of bituminous material is a failure under the SROH, and it was confirmed that it isn’t, provided that the reinstatement meets the other SROH criteria. TL confirmed that a Frequently Asked Questions (FAQ) will be put together to provide clarity on a range of SROH issues. Lack of Availability of High PSV Materials - It was noted that there is often a lack of available high PSV materials, particularly in small amounts at weekends. The lack of availability generally was also discussed, with the Group’s view being that any lack of high PSV material should be acknowledged by highway authorities and reflected in their highway policies. JG confirmed that Transport Scotland is looking at the issue. ACTION: SROH Group to prepare a SROH FAQ for inclusion on the HAUC(UK) website, and including guidance on bituminous materials and acceptable alternatives to high PSV materials. Rapid Curing Concrete – the SROH Group are concerned that some of the guidance within TRL’s QWIRC (Quick Wins in Reducing Congestion) Rapid Curing Concrete document does not conform with the SROH, and therefore the Group will draft an Advice Note and discuss with MB (TfL). ACTION: SROH Group to draft an Advice Note on Rapid Curing Concrete and discuss their concerns over the TRL Rapid Curing Concrete document with MB.

10.4 Coring / Reinstatement

12.146 ACTION: Tom Lambert / Chris Hodgson to provide a written report for HAUC(UK) Secretariat (JS) to circulate retrospectively.

10.5 Diversionary Works

12.147 See Report for detail, but DB gave a short overview: Use of Expensive Imported Surfacing Materials in Town Centre Developments – Over-sophisticated works specifications and limited availability of replacement materials seems likely to lead to rapid degradation of some of these showcase areas. The Diversionary Works Group has prepared an Advice Note, which has been commented on by the Civil Engineers Municipal Expert Panel, following which some changes have been made. It is now with the Institute of Civil Engineers for final approval, and once received it will then be circulated to HAUC(UK). Utility Standard Terms and Conditions for Diversionary Works – A discussion ensued on whether the standard terms and conditions applied by utilities for diversionary works, were necessary, and whether some were reasonable. It was agreed that if the issues around the terms and conditions could be quantified then HAUC(UK) would consider whether an Advice Note was the appropriate response.

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ACTION: DB and JAG(UK) colleagues to quantify in a paper their concerns over utility standard terms and conditions associated with diversionary works. Diversionary Works Code of Practice Timescales – DB highlighted utilities’ alleged non-compliance with Code of Practice timescales in respect of returning information, and it was agreed that JAG(UK) should tell NJUG which utilities were not complying with the required timescales, and that NJUG would raise with the respective utilities. ACTION: JAG(UK) to provide a list of utilities and detail of the circumstances when / where they were not complying with the Diversionary Works Code of Practice timescales.

10.6 Training & Accreditation

12.148 See Report for details, but LG highlighted: Assessment Summary for Operatives Review – The Group are continuing to review the Assessment Summary for Operatives. Assessment Summary for Supervisors - Is completed and waiting to be signed off. FAQs – The Group are continuing to review the bank of FAQs. Utility Strike Avoidance Group – There is value in looking to incorporate the work of USAG into training. ACTION: CP / RS to talk to David Burgess about incorporating USAG.

10.7 Safety

12.149

Nothing additional to report.

10.8 Records / NUAG

12.150

See Report for detail, but LG highlighted: NUAG / HAUC(UK) Working Group – the first meeting to review and revise the Records Code of Practice will take place on 6th December. NUAG NRS Ltd. London Project Trial – the NUAG proof of concept is on target to be completed at the end of November, on budget and on time. The next step is to consider funding for a national roll-out and system improvements. Buried Assets Centre of Knowledge (BACK) – brings together a number of non-commercial organisations, to catalogue organisations and initiatives involved in the recording of underground and associated above-ground assets, with a view to then harnessing them all towards a common goal.

10.9 Inspections

12.151 RC confirmed that the Inspections Regulations and Code of Practice will not be looked at by DfT within this Parliament. RC / MO are to look at low risk reinstatements, but are awaiting the outcome of the Wirral / BT Openreach court case.

10.10 Inspection Fees

12.152 RC / ID confirmed that there was no movement on fees yet. JG confirmed that a new Inspections Fees Code of Practice was being implemented in Scotland.

10.11 Performance Management

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12.153 PC & AS gave a short overview: Performance Scorecard Data – PC & AS appealed to all highway authorities to submit their data if at all possible, as the greater the spread of authority data, the more accurate the conclusions will be, enabling HAUC(UK) to focus its efforts in raising standards. DfT statisticians would be providing feedback over the coming months. ACTION: HAUC(UK) Secretariat (SI) to include further plea to highway authorities to submit Performance Scorecard data in the HAUC(UK) Newsletter – COMPLETE.

10.12 NSG

12.154 Covered under Item 5.

10.13 Good Practice

12.155 No report.

10.14 Communications Group

12.156 PC and JS gave a short update: HAUC(UK) National Conference and Regional HAUC Roadshows – a HAUC(UK) stand with branded merchandising had been manned at the national / regional events. Future Activities – The Group will input into, and need to develop a communications strategy for, communicating and securing sign-on for the new HAUC(UK) Business Plan once developed. Further work is needed on communicating new Codes of Practice, Advice Notes and other major developments, which the Group will consider. As always, HAUC(UK) National and Regional Chairs are asked to circulate the latest newsletter widely within their Groups and own organisations, once published.

11.0 Matters Arising from HAUC(UK) 30th May 2012 Meeting

12.156 12.156 12.157 12.158 12.159

12.61 12.62 12.63 12.63 12.63

Presentation – Matthew Lugg HMEP Pothole Review ACTION: Secretariat to circulate link to presentation and Matthew Lugg’s contact details in the HAUC(UK) Newsletter – COMPLETE. NSG Update ACTION: Permits Working Group to take on board GeoPlace requirements and Baz Lokat to attend Permits Working Group meeting to present – ONGOING – Baz Lokat to attend next Permits Working Group. ACTION: All authorities to note that wherever possible they should inform GeoPlace asap of likely permit scheme implementation dates, and at least give three months’ notice - ONGOING. ACTION: DC to produce list of all permit schemes, their stage of development and likely date for consultation / implementation. NB PG is also producing a list – PG / DC to compare lists. DfT Update Lane Rental - ACTION: All to let BL know as early as possible when any future lane rental schemes are approved – COMPLETE for all existing / planned schemes. EToN6 – ACTION: All to respond to the call for information regarding EToN6 – COMPLETE. Authorisation of Portable Traffic Signals – ACTION: DT to forward NJUG’s legal perspective to the DfT to forward to their lawyers – COMPLETE. DfT confirmed that

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12.160 12.161 12.162 12.163 12.164 12.165 12.166 12.167 12.168 12.169 12.170 12.171

12.64 12.65 12.81 12.89 12.90 12.91 12.92 12.94 12.95 12.96 12.101 12.104

their lawyers did not share NJUG’s view. HAUC(UK) National Conference ACTION: All to push the value of the event – COMPLETE – Conference oversubscribed. Diversionary Works ACTION: DC to send additional documents to Diversionary Works Group Chairs – COMPLETE. ACTION: DB and PC to report back to HAUC(UK) – ONGOING – see Section 10.5. SROH ACTION: TL and AR to reconvene the full SROH Working Group – COMPLETE – see Section 10.3. Strategy Group - EToN6 ACTION: HAUC(UK) Newsletter to highlight the need for data to support EToN6 changes – COMPLETE. Good Practice ACTION: JMcC and MO to arrange a meeting and discussion on the direction that the Good Practice Working Group should take – ONGOING. Comms Group ACTION: JMcC to re-send letter about signing up to the HAUC(UK) Code of Conduct to JAG(UK) Members – ONGOING but being actioned - see Section 6.0. Coring ACTION: Secretariat to ask CH and TL to provide an update for the next meeting – ONGOING - see Section 10.4. HAUC(UK) Business Plan – Good Practice ACTION: All to produce one case study and to send to Good Practice Group / HAUC(UK) Secretariat – DISCHARGED – See Section 6.0. ACTION: Comms Group to discuss Business Plan and any changes that may be necessary post the DfT Strategy Group Meeting – DISCHARGED – See Section 6.0. Inspection Fee Review ACTION: Barbara King to check whether the Inspection Fee Review is impacted by the DfT Review on Regulatory Burdens – ONGOING – Item for next HAUC(UK) Strategy Group Meeting, including to discuss the Scottish approach to the Inspections Fees process. BT Openreach Duct and Pole Sharing Trial ACTION: DT to circulate Report when available – ONGOING. BT / Bracknell Forest Dispute ACTION: DT / Bracknell Forest to discuss way forward with the Co-ordination Group – ONGOING.

12.0 AOB

12.1 2013 HAUC Roadshows

12.172 Regional HAUC Roadshow dates agreed so far are:

3HAUCs’ Roadshow – 13th June – Pavilions of Harrogate (Great Yorkshire Showground)

North Wales – 16th July - Glyndwr University, Mold

West Midlands Roadshow – 10th / 11th September – Dunstall Park Racecourse, Wolverhampton

HAUC(UK) Meeting – notes 28-09-2011 Page 14 of 14

RC asked that Regional HAUC Roadshows be added to all future HAUC(UK) meeting agendas. ACTION: HAUC(UK) Secretariat (DC) to include on all future meeting agendas.

13.0 2013 – Dates and venues of meetings:

12.173 5 February 2013 – Islington Borough Council, 222 Upper Street 5 June 2013 – Islington Borough Council NB PLEASE NOTE REVISED DATE. 1 October 2013 – Islington Borough Council HAUC(UK)’s thanks BL / Islington Borough Council for hosting this and the 2013 meetings.