Contact: Chris Lait, tel 01329 824485 email: [email protected]

1. Summary

1.1 This report details the changes to the procedure for dealing with the construction of vehicular accesses, enabling works to be carried out by either Hampshire Highways or an approved private contractor.

2. Background

2.1 Where a resident or occupier of a property adjoining the public highway wishes to gain vehicular access over a footway or verge to the property, it is necessary to have a properly constructed crossing for that purpose. Section 184 of the Highways Act 1980 sets out the relevant legal aspects.

2.2 Previously, Hampshire County Council, through its Area Highway Offices, and a number of District/Borough Councils acting as Highway Agents have carried out this function in different ways. In all cases works have been organised by the Highway Office but, depending on the local arrangements, works were carried out by Direct Service Organisations, a Highways Maintenance Contractor on a term maintenance contract, or each crossing or group of crossings where individually tendered.

2.3 Following the implementation of the Blueprint, all highway maintenance works are now being carried out by Hampshire County Council and therefore the procedure has been regularised. In addition, a new term maintenance contract commenced in May 2002 and the opportunity was taken to include the construction of vehicular crossings within this tender process. This will ensure that the works will be carried out by properly trained operatives, be subject to the standard contractual quality control and provide consistency of service to all Hampshire residents.

2.4 This regularisation of the service has affected areas in different ways. In general the speed of delivery of the service has either remained similar or been improved. Costs are variable, some areas have seen a reduction and some an increase. Quality of work is more consistent and the overall delivery of works has enabled a more streamlined approach to the service.

2.5 However, because the service delivery has changed, both the public and Members have raised concerns at the individual costs of crossings and, in some instances, the time it is taking for works to be carried out. As such, an in-depth review of the service has been undertaken.

3. The Procedure

3.1 The procedure for a resident to apply for a new vehicular crossing has been split into two distinct elements.

(i) After completing an application form the resident will be informed if the location requested for a vehicle crossing is suitable or not. This will be undertaken within 10 working days of receipt of the application. If the location is suitable, Hampshire Highways will supply to the resident an initial estimate of works to be carried out. This will not include the cost of any works necessary to Statutory Undertakers' plant.

(ii) Following receipt of approval, residents can then choose whether to use Hampshire Highways or appoint their own approved private contractor to carry out the works. However, as with all works on the public highway, the use of a private contractor requires the resident to enter into a road opening licence and comply with the terms and conditions.

3.2 A detailed flow chart of the process, together with an explanation leaflet, is attached.

3.3 The timescales in which the process can be carried out after the approval of the crossing is primarily dictated by the Statutory Undertakers. For all works carried out within the highway, in compliance with the New Roads and Street Works Act 1991 (NRSWA), it is necessary to serve notices on all relevant Statutory Undertakers notifying them of the proposed works. This enables them to determine if their plant is affected and if they require any alterations to the proposed works or their plant. The Statutory Undertakers have up to 25 working days to respond.

3.4 When all responses have been received from the Statutory Undertakers, the resident has two options:

(i) If Hampshire Highways is used, a full quotation for the works, including any other necessary work, will be supplied to the resident. On acceptance and payment the works will be coordinated and completed, normally within five weeks.

(ii) If a private contractor is used and Statutory Undertakers require works to their plant, this will need to be paid for through the licensing process. Only on satisfactory completion of Statutory Undertakers' work can the private road opening licence be granted, enabling the private contractor to construct the vehicle crossing.

3.5 Where the resident is required to enter into a private road opening licence, the private contractor will be required to:

(i) have trained and accredited operatives in accordance with NRSWA and relevant Codes of Practice; and

(ii) hold £10 million public liability insurance

to gain the approval of the highway authority. The resident will also be responsible for the works for a two year maintenance period and for any necessary remedial works.

4. Payment

4.1 The method of payment for works carried out by Hampshire Highways has been expanded to ensure a more customer focussed approach.

4.2 Previously a deposit was required with the application form to enable the process to start. Then full payment by cash or cheque was required before construction works were ordered.

4.3 Under the new process, no deposit is required and payment options have been extended so that payment can be received by:

(i) cash or cheque;

(ii) debit card; or

(iii) credit card (most accepted, not American Express) subject to an additional administration fee - currently 1.7%.

4.4 Payment by instalments can also be considered. This will require the completion of a standing order authorisation for payment over a six month period. This may result in a slight delay in works being able to commence whilst the administrative processes are completed.

4.5 The payment of a £90 administration charge is the same whether the resident chooses to have the works carried out by Hampshire Highways or under a private road opening licence. This charge covers the administration of the process, dealing with Statutory Undertakers and inspection of the works.

5. Conclusion

5.1 Following the concerns regarding the procedure for providing vehicular crossings, a total review has been carried out. The process now involves a two step approach of:

(i) approving the location of a vehicular crossing; and

(ii) carrying out the construction process.

5.2 Having received approval for the location of a vehicular crossing, residents can choose to have the vehicle crossing constructed either by Hampshire Highways or appoint their own approved private contractor.

5.3 If a resident chooses to use Hampshire Highways the process has been streamlined to try to ensure works can be carried out as quickly as possible. This is, however, dependent on the Statutory Undertakers and the resident's response. It is likely to take at least three months from initial application to works starting.

5.4 The use of Hampshire Highways does simplify the service for the resident in that a "one stop shop" approach is provided, dealing with all aspects of the work, including Statutory Undertakers, contractors and being responsible for the maintenance of the works immediately on completion.

5.5 Residents have the choice to use their own approved contractor if they consider this more cost-effective. However, this has the disadvantage of additional organisational and administrative work for the resident, together with a two year responsibility for the works prior to becoming the responsibility of the highway authority.

Recommendation

That this report be noted.

8373/CL

Vehicle Crossing Flow Chart - Including Option of Private Contractor

Possible on line application

Request received for vehicle crossing

Engineer to assess site suitability

If suitable send C4 to Utilities

Private Contractor

Highway Authority

Receive information from

utilities plus return slip indicating private contractor or Highway Authority