Contact: Nick Gibbins, ext 7544; [email protected]

1 Introduction

1.1 This report explains the background and reviews progress to the highway land assets project, which is currently being progressed within the Environment department.

1.2 Approval to the funding arrangements for the project, which will require an adjustment to the Environment revenue budget cash limit, is sought.

1.3 The objective of the project is to increase the level of future capital receipts from the sale of surplus highways land and also to minimise future claims against the highway authority by more clearly identifying maintenance responsibilities. This will directly support the corporate strategies relating to the stewardship of the environment and improving services.

1 Background

1.1 The need for the highway land assets project was identified following an Internal Audit review in 2002, which identified that there was no definitive record of land aquired for highway purposes and that highway land was being lost to encroachment and adverse possession. A subsequent study was commissioned and carried out by the County Treasurer's Professional Services team which further reviewed current procedures and recommended that a trial project be undertaken to determine the feasibility of establishing a digital record of land holdings within the GIS (Geographical Information Service) database.

1.2 Following submission of the Professional Services report, a trial project was carried out using GIS competent agency staff under the management of the Environment Department. During the trial, some 2,500 parcels of land were digitised (representing approximately 10% of the total holding) and these have been added to the GIS database.

1.3 It is already clear that there are significant benefits based on the 10% of deeds currently on GIS:

· The Estates Practice and the network management branch within the Environment department are already using the GIS database to answer enquiries directly, saving officer time and improving efficiency.

· Several parcels of land have already been sold and further potentially surplus plots which could be developable, have been identified.

· The easy availability of highways land information is improving the accuracy of information concerning highway responsibilities, boundaries and ownership, which will help prevent third party occupation of County Council land and potential loss of asset.

· A number of areas of highway land have been identified which were not previously being maintained, leading to the possibility of claims against the County Council. These include dangerous trees, overgrown visibility splays and un-maintained drainage systems.

1.4 However, the trial project also demonstrated that map reading and understanding of historic mapping was more important than GIS skills and that the level of supervision required a dedicated resource. It was subsequently agreed that the completion of the database would require the use of an external data capture company and that the day to day work would need to be supervised by additional part time post within the department.

2 Completion and funding of the project

2.1 The contract for the completion of the project, including the digitisation of the remaining 11,000 highways deeds and sundry information not covered by the pilot project, has now been let. The length of the project will be approximately two years and the total cost, including the appointment to the part time supervisory post, is likely to be around £60,000 split over the two financial years 2005/06 and 2006/07.

2.2 It is anticipated that additional revenues from the sale of surplus highway land should more than cover the cost of the project and in the longer term further efficiency savings will accrue from increased levels of capital receipts and the potential for reduced third party claims against the County Council.

2.3 The Chief Executive's department have agreed to provide legal support in respect of encroachments and sale of surplus highways land and the Estates Practice has agreed to advise on surplus land values and negotiate sales where appropriate.

2.4 Corporate policy on the use of capital receipts enables services to retain 25% from the sale of their assets with 75% being retained centrally. As has already been demonstrated, the project will help generate additional capital receipts for the County Council and the future benefit of this additional income would therefore also accrue in this proportion. It is therefore suggested that funding be allocated from the relevant shares of 2004/05 capital receipts to cover the total project cost of £60,000. A corresponding increase would be made to the Environment revenue budget cash limit for 2005/06 and 2006/07 to cover the additional expenditure.

3 Conclusion

3.1 The completion of the highway land assets project would enable the County Council to benefit from additional capital receipts from the sale of surplus highways land and also minimise future claims against the highway authority by identifying more clearly maintenance liabilities, reduce the risk of loss of asset and improve levels of efficiency.

3.2 The total cost of the project is estimated at £60,000, to be spread over the financial years 2005/06 and 2006/07. It is recommended that funding be allocated for the project from relevant shares of 2004/05 capital receipts to reflect the proportional benefit of the project both to the Environment services and also corporately.

Recommendations

1 That the funding arrangements for the highway land asset project from the allocation of 2004/05 capital receipts be approved.

Section 100 D - Local Government Act 1972 - background documents

The following documents discuss facts or matters on which this report, or an important part of it, is based and have been relied upon to a material extent in the preparation of this report.

NB the list excludes:

1. Published works.

2. Documents which disclose exempt or confidential information as defined in the Act.

None.