SOUTH EAST WALES CO-OR DINATION AND HAUC MEETING Minutes of meeting held on 20 th November 2015 VENUE: CAERPHILLY COUNCIL OFFICES, PONTLLANFRAITH Item 1.0 Attendance LA/Company Action Present: 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 1.27 1.28 Mike Jones (Chair) (MJ) Jamie Little (Secretary)(JL) Alison Davies (AD) Ken Evans(KE) Graham Austin (GA) Stacey Williams (SW) Gordan Downing (GD) Debra Baker (DB) Steve Hodges (SH) Anthony Dennis (AD) Paul Christopherson (PC) Emma Miles (EM) Wayne Lee (WL) Andrea Capel (AC) Peter Sparkes (PS) Perry Seabrook (PSe) Geraint Howells (GH) Margaret Burgess (MB) Carl Jones (CJ) Paul Morgan (PM) Caroline Parker (CP) Lloyd Jones (LJ) Andrew Coleman (ACo) Melanie Hole (MH) Glyn Gibbs (GG) Richard Nelson (RN) Simon Morris (SM) Owen Moisley (OM) Monmouthshire CC Rhondda Cynon Taff CBC Vale of Glamorgan CC Open Reach Morgan Sindall Amey Amey Merthyr Tydfil CBC SWTRA Torfaen BBUSL BBUSL Network Rail Amec Newport CC Virgin Media SW Fire & Rescue Open Reach Page 1 of 5
2.0 2.1 2.2 2.3 2.4 2.5 2.6 2.7 2.8 2.9 2.10 2.11 2.12 2.13 2.14 2.15 2.16 2.17 Apologies: Graham Bond Patsy Ward (PW) Kadie Irish (KI) Mark Young (MYo) Mike Young (MY) Dave Matthews (DM) Rhys Morham Andrew Russell Lindsay Gauntlett (LGa) David Kelly (DK) Lewis Garvey (LG) David Phillips (DP) Simon Morris (SM) Dawn Pinney Nicola Davies Francis Kirk Warren Fryer LA/Company Cardiff CC Costain SWTRA Gwent Police Monmouthshire Virgin Media Blaenau Gwent CC SW Fire & Rescue Torfaen Blaenau Gwent CC Amec At the start of the meeting MJ thanked JL for covering the Secretary role in the absence of Rhys Morham. 3.0 Minutes of last meeting 4.2 Amend to add also comply with SROH 4.0 4.1 4.2 Matters Arising (4.2) Finatex Materials working group due to meet on 27 th November. Group will run over Caerphilly s proposal to GA (9.7) A request was made to have a presentation on the works planned for the Tredegar Park Roundabout.AC to ask MY. MY requested Welsh Governemnent attend today s meeting. No attendance. SH/GA MY 5.0 5.1 5.2 5.3 5.4 Works Co-ordination a. Blaenau Gwent BC b. Caerphilly CBC. All conflicts dealt with outside of this meeting c. Merthyr CC. d. Monmouthshire CC Page 2 of 5
5.5 5.6 e. Newport CBC No attendance at meeting f. RCT CBC A few conflicts with, to be contacted outside of meeting. 5.7 5.8 5.9 5.10 5.11 g. Torfaen CBC h. Vale of Glamorgan BC No Conflicts. i. SWTRA j. Cardiff CC. ***Reminder to all: please can you let the Secretary know if there are any colleagues who do not receive the schedules but would like to for them to be added to the relevant distribution lists*** 6.0 6.1 6.2 6.3 6.4 6.5 6.6 Reports (local and national) DfT Update: No further update at present. Welsh Government: No further updates to report at present. HAUC (UK): No further update. SROH V3 Wales: The group has completed its review of the document and the group will meet again in September to finalise and prepare a draft document to submit to WG. When this process is complete the document will then be prepared for a consultation exercise. Once the consultation is complete, and subject to Welsh Government Ministerial approval, introduction could be in October 2016. England is currently working on a version 4 SROH but the group have decided to press on with the Wales version 3, as there is some uncertainty to the English timeframe for a version 4. Elgin: Elgin withdrew the trial period for the premium version last month and all nonsubscribing authorities are now using the WG sponsored Lite version. Representations have been made to WG to see if they will fund the premium version for all LA s, but still awaiting a response. Training & Accreditation: Following the DfT amendments to their training and accreditation to comply EU anti-competition law Wales will also be making changes to their Regulations. Given the changes required by the DfT, Wales and will also take the opportunity to look at other changes to the Regulations. A group has been established through Welsh HAUC to look at possible changes such as re-assessment. Page 3 of 5
7.0 7.1 7.2 Performance Reports a. Blaenau Gwent BC b. Caerphilly CBC c. Merthyr CC 7.3 7.4 7.5 7.6 7.7 7.8 7.9 d. Monmouthshire County Council e. Newport CBC f. RCT CBC g. Torfaen CBC h. Vale of Glamorgan BC i. SWTRA Software issues preventing reports being created j. Cardiff CC 8.0 9.0 9.1 9.2 9.3 9.4 9.5 9.6 9.7 9.8 Gereint & Helen from SWTRA gave presentation on Routine and Cyclic Maintenance AOB. KE raised an issue with contractors coming over from Bristol working on a Vodafone contract. Incorrect TM is utilised, with litte or no consideration taken for their location of works or timing. All timing Directions from the local authority are ignored. AD Utilities to advise RCT if they require any meetings regarding their Forward Planning Information RCT coring information to be circulated by end of November Issue with BT regarding 2 hour notices. AD & GA to discuss outside of this meeting SH raised an incident where a utility has allowed another company to complete works involving connecting onto their network under a Section 50 licence advised that in this instance the company would serve the Section 50 licence, and would complete the connection onto their network under the other companies licence SH asked all utilities if they could inform the local authorities if any applications for Section 50 licencens are being made for connections onto their network 9.5 9.7 to be raised at WHAUC Page 4 of 5
9.9 9.10 9.11 9.12 9.13 9.14 10.1 MJ added that Monmouthshire s interpretation of a Section 50 licence is that is for 3 rd party agreements. MJ does not agree to Section 50 licences for works where the apparatus laid then becomes adopted by a utility SH asked if utilities drill down and look at all information on the gazateer. SW added that SWWHAUC were going to do some testing to see if utilities can see all information that is recorded on the gazateer SW asked where we are with the co-ordinations working group. AC mentioned it was discussed at WHAUC. AC to put a business case together for ELGIN premium CP Janelee thanked everybody for the card from WHAUC OM to cover for GA during periods of Annual Leave, in line for succession plan Date of next meeting Thursday 4 th February 2016 9.30am for 10:00am start. Please note: Meeting now held at SWTRA offices situated in the middle of Coryton roundabout Jnc 32. Entrance to middle of the roundabout can be found opposite the exit for A4054 heading towards Whitchurch. AC Action Points arising from the meeting Agenda Action point By whom By when Remarks item 4.1 Update on thoughts of using Finatex and what SH & GBo Next Meeting Ongoing other materials could be used to satisfy everybody s needs. 4.2 RCT to provide examples of inconsistencies AD/JL ASAP Ongoing with reasons being provided to reject defects, and are noticing that sometimes dates of completions of work don t match that of the final inspection. 9.12 AC to put a business case together for ELGIN premium AC ASAP Page 5 of 5