To discuss the issue including impact of expected initiatives around customer service and public and ward Member road repair notifications so the Committee can seek assurance that current arrangements are effective.
Minutes:
Matt Davey, Head of Highways and Transport, described the Council’s approach to reactive and planned road maintenance. He said that all roads are inspected at least once a year - many more often. Inspectors make judgements and place orders for works - around 7,000 orders per year.
The contract with the road maintenance service provider defines various periods for work to be carried out with a premium paid for speedier response. Their work is inspected afterwards - on a random basis for smaller repairs.
Members related different experiences of the response when they send emails about road problems. Some were happy with the response, others were not. Pauline Jorgensen asked if the inspection schedules could be circulated to councillors so that they could assist the inspectors in identification of problems. The Chairman asked if Members could be notified of the inspector for their area.
John Kaiser told the meeting that Members will be given an email address the day following this meeting to use for reporting problems.
Members questioned the quality of some of the repairs. Matt Davey said that there had been a problem with the quality of some works done by the contractor. As a result there will be a reorganisation of the team with design and supervision work separated. He is optimistic that there will be an improvement.
He told the meeting that an independent survey indicated that the public perception was that the situation had improved. The number and value of claims against the Council had also declined.
Pauline Jorgensen asked if the information was available as to how many repairs were requested and how many were actually done. Matt Davey said that he could get those figures.
Ken Miall asked if paths are included in inspections. Matt Davey confirmed that paths are covered as well as any problems with hedges, electrical lines etc. He said that sometimes utility companies need to be contacted regarding problems.
Members asked for clarification on the involvement of utility companies in road repairs. John Kaiser replied that it is controlled by a licencing system which also gives the Council the opportunity to coordinate different works on the same piece of road. He said that he obtained agreement that S106 funds can be used for road repairs. He would also like to see some funds from the New Homes Bonus used for this purpose.
Some Members asked if it would be better to clearly define what constitutes a ‘pot hole’ that needs to be repaired to ensure consistency.
Matt Davey told the meeting that all A, B and C roads are examined by a machine. For new estates the Council specifies the road surface and checks that the developer builds them to the required standard but older roads could be substandard.
Members also questioned why the predicted length of road works always seems to be too optimistic.
Matt Davey told Members that there are four inspectors and he will email them details of the inspector for their area.
RESOLVED: It was agreed that
1) The Executive Member for Planning and Highways will ensure that an email will be sent to Members on the day following this meeting to provide them with a single email address for road repair issues.
2) The Head of Highways and Transport will email Members of the details of the road inspector for their area.
3) The Head of Highways and Transport will consider how to keep Members informed of the work programme and will make a proposal to the March meeting of this committee.
4) The Committee will review this matter again in July 2016 to judge the success of the latest changes in the road repairs system.