Minutes of AHAUC Meeting

Held on Wednesday 1st November2013

At Affinity Water, Hatfield

Present
P. Castleman / Hertfordshire County Council
M. Freeman / Amey for Central Beds
L. Drew / Bedford Borough Council (minutes)
M. Redgewell / EssexCounty Councy
A. Chatfield / Cambs County Council
S. Creighton / Luton Borough Council
C. Derry / Norfolk County Council (Chair)
S. Brothwell / Western Power Distribution
H. Cook / Essex County Council ( observer )
K. O’Brien / Vodaphone
G. Jackson / Affinity Water
D Suddards / Anglian Water
D. Giles / National Grid Gas
R. Boissieux / UK Power Networks
Barry Rainger / Thames Water
S Burley / Anglian Water
D Newson / Suffolk County Council
N Brown / Milton Keynes Council
A Mcgrath / Virgin Media
A Swift / Open Reach
G Pearson-Green / Milton Keynes Council
1. / Apologies
R Hudlestone, Network Rail
S Arnold, Greater Anglia Trains
D Capon, JAG (UK)
2. / Minutes of Previous Meeting 17th July 2013
Whilst numbers of who were attending this meeting were requested, a lot of members had not replied to Gavin. It was, therefore, requested that a ‘diary meeting request’ was sent out, that one could either accept or refuse. DN to look into. / DN
2 d) / CD removed traffic light system from FPN’s
2 (i) / DS advised that AWS would adopt all new connections at time of completion, ( however, a Section 50 licence was still needed for the excavation and anything outside of the connection )
3(b) / MF had circulated the first quarter perception sheet
5 / DS still receiving marketing e mails, forwarded from LD to take up with A Prigmore / LD
6 / 2 volunteers still required from the Authority side to take part in a working party to promote the training/seminar on the Safety Code. HA’s will decide on these on their AJAG meeting in November. / CD
9 / AJAG still gathering information on which HAUC (UK ) Advice Notes were complied with in the Anglian region. AJUG had discussed this and any alteration within the Advice Notes caused problems with Utilities that operated across Authority boundaries.
It was noted that all of the Advice Notes would be re-visited shortly and revised as necessary. However, it was suggested that these were National Advice Notes and should be signed up to if at all possible.
It was put forward that we ( as Anglian Region ) should suggest that we have HAUC (England ) Advice Notes, instead of HAUC (UK) and this was agreed. CD to place on regional report. / CD
3. / Performance Information
Authorities now providing two different types of data:
a) / Performance Figures
Performance spreadsheet circulated. Figures for Essex CC to be added. Concern over a creeping trend to more ‘red’ on the sheet, particularly in the S/A column.
Affinity Water still the only Utility to send in data. / CD
b) / Perception Report
Quarter 2 perception sheet circulated to AJAG. Some info missing for 2/3 Authorities. To be circulated to AJUG w/c 4th November.
There was a number of issues identified at the last AHAUC meeting that had not been addressed, and the Authorities wanted to know what Utilities were doing to form an action plan etc. ( see minutes of last meeting, 3b‘It was agreed that this report would be considered by the utilities, and, before the next AHAUC meeting it was hoped that an action plan from the worst offending Utilities could be provided’ )
Authorities were hoping that this would help improve performance and that areas of concern could be addressed. Commitment was needed in order to take this forward, and, if one utility was showing ‘red’ across nearly every Authority, this should be seen as a warning and an action plan provided for improvement. MF would add a column to indicate the worst/best performing Utilities.
Utilities are compiling a perception sheet of their own, and are aiming to be able to provide one for quarter 3. In order to do this, it was suggested by the Utilities that joint random S/A inspections be carried out, with 2 representatives from Utilities and 2 reps from Authorities targeting an Authority area, ( much the same as the old PAUSE inspections )
SEHAUC and LOPS already carried these out, and had assessment sheets already prepared, GJ to circulate.
AJAG would discuss this at their next meeting in November, and it was likely that the first area together with two Authority volunteers, would be identified at that time. / MF
GJ
AJAG
4 / CountyHAUC Hot Issues
Beds and Luton HAUC – the non attendance of Thames Water and Virgin Media ( no apologies ) was commented on
Bedford Borough Council had also carried out a coring programme, with a 38% failure rate, ( Central Beds had also carried out a coring programme, with a 40% failure rate)
Norfolk, however, had noticed an improvement in their coring results
5 / AHAUC Website.
Performance report posted
April minutes and July minutes could be posted / LD
6 / AHAUC Finance Report
DS reported that he had still not been able to gain the access to the account that he required. MR and LD to get their signatures mandated asap
Balance stood at £8123
DS had placed sending the invoices out on hold, because of these problems. But, it was decided to send them out so that payments could be received in. / LD/MR
DS
7 / Permit Schemes
Bucks Permit Scheme to go live on Monday 4th November
Norfolk – Consultation now closed
Forum held on 31 October
Have adopted National Conditions plus 5 Local ones
Will be submitted to DfT w/c 4th Nov, with a possible
April/May 2014 start
EEPS – Will be one year old on 4th Nov 2013
Yearly review currently being prepared
Stakeholder meetings well attended
Milton Keynes – presently on hold, to consider way forward
Possible 2015 implementation
8.0 / HAUC ( UK ) Items
Possible branch of HAUC (England) proposed
Consultation document currently circulated
9.0 / TMA / Codes of Practice
HAUC (UK) Section 74 – Consultation on Advice Note held. Disappointing result of a total of 15 replies received. This may mean a further mini consultation is required.
HAUC (UK) Defect procedures – Consultation on Advice Note held. Only 17 responses received, may have to be a further mini consultation.
Brief discussion on whether the circulation list for the consultations was reaching the right people.
Consultations out shortly
Footway Closure ( tick box on EToN )
Forward Planning
10 / Health and Safety Items
a)
b) / AS reported that an operative working on a Vodaphone site in Scotland had been involved in a fatal accident. The operative was working in a chamber/trench below ground level, when it was thought that a vehicle had dislodged the manhole cover, and this had fallen into the chamber/trench. There was some doubt that the correct SLG had been used
KO’B commented that he was aware of the incident but could not comment further as it was being investigated by Vodafone and the HSE
New Safety Code now in circulation, but not mandatory until Oct 2014. There was an email regarding the changes from the old Code, currently being circulated. DN to forward this to all.
Affinity Water wished to know if they could operate the new Safety Code now. Herts CC replied not in their area. However, it was reported that the DfT were promoting early adoption of this Code. so that users could gear up to it, instead of everyone adopting on 1st Oct 2014. Affinity Water wanted sign up throughout their area, but admitted that the new rules on temporary obstruction may be a problem.
It was agreed that AJAG would compile an Authority by Authority guide on who could sign up to what parts of it for early adoption. To be circulated to AJUG / DN
AJAG
11 / AOB Urgent Issues
a)The question was asked from the utilities side, of the timescale each Authority was proposing for the introduction of EToN 6, and of exactly which parts would be adopted, ( some parts were not mandatory. ie. sending Section 81 notices through EToN ) It was agreed that a matrix would be drafted for all Authorities and Utilities to populate with this data.
b)CD had received an enquiry from Scotland for the ‘Safe for All ‘ DVD. It was agreed to try and copy some more, and to sell these at £20 each or similar. CD to discuss with KOB / SB

Next meeting on Friday 31st January 2014, at Affinity Offices,

Hatfield, at 12:30

Next meetings in 2014

Friday 25th April

Friday 25th July

Friday 31st October

G:\highways\Highway Works Co-ord Team\Streetworks\paula\HAUC

LD – Minutes of Meeting 25 th January 2013 PH