HERTFORDSHIRE COUNTY COUNCIL Agenda Item No. HIGHWAYS & TRANSPORT CABINET PANEL TUESDAY 12th JANUARY 2010 AT 10.00 AM 5 INTEGRATED PLANNING PROCESS – EFFICIENCY PROJECT - GRASS CUTTING ON SELECTED HIGH SPEED ROADS Report of the Director of Environment and Commercial Services Author: Peter Simpson Tel: 01707-356331 Executive Member: Stuart Pile (Highways and Transport) 1 Purpose of report 1.1 To seek the Panel’s endorsement of the Grass Cutting efficiency project, as part of the integrated planning process, and change from a Performance based to a Frequency based specification, to enable the recommended changes to be implemented by 1st April 2010. 2 Summary 2.1 Recommendations are presented here for: (i) The method for achieving £53K per year of efficiencies to reduce operational costs through being more planned and programmed, and gain better value for money. (ii) A change in service level by operating to a frequency-based specification as opposed to a performance-based specification for grass cutting on selected High Speed Roads. 3 Recommendations 3.1 The Panel is requested to consider and endorse: (i) The change in service level regarding grass cutting on selected High Speed Roads, and (ii) The implementation of the proposal. 4 Background 4.1 The principle, concept and outline of the grass cutting proposal has been developed as part of Hertfordshire Highways efficiency programme and in consultation with the Executive Member. S/PS/SMT/REPORTS/H&T/Grass Cutting – High Speed Roads/H&T Report 21.12.09 1 4.2 Grass cutting is undertaken by Hertfordshire Highways as part of its cyclical, routine maintenance and paid for under the contract as a lump sum activity. The work is currently undertaken in accordance with a performance-based specification as detailed below. Location Urban Roads Rural Roads Visibility Splays Current Performance Based Specification Maximum Height Before Cut Minimum Height After Cut 150mm 25mm – 50mm 250mm 50mm – 100mm 250mm 50mm – 100mm A total of 12.75 Million square metres of highway grass is cut, 3.75 Million square metres of which is cut by Hertfordshire Highways, and 9 Million square metres is cut by the Districts. Of the 3.75 Million square metres, 1 Million square metres is in urban areas, 2 Million square metres is in rural areas, and 0.75 Million square metres is on High Speed Roads. 5 Detail 5.1 The proposal entails moderating the service level for grass cutting on selected high speed roads. This is seen as a positive move towards a more natural regime, better aligned with the minimum recommended national guidelines and delivering a service based on affordability, sustainability, opportunity and managed risk, ultimately providing better value or money. 5.2 A risk evaluation exercise was undertaken on all high speed roads. Only those high speed roads (as shown section 8 and on a plan that will be on display at the meeting) were selected as appropriate to ensure the safety of highway users and maintainability of highway assets is not compromised. 5.3 The specification for forward visibility (junctions, accesses, bends, sight lines, minimum stopping distances, signs and hazard marker posts), footways and French drains will remain unchanged for reasons of safety, and access for maintenance. 5.4 In practice, by operating to frequency-based specification as opposed to a performance-based specification, this means reducing the number of cuts during the grass cutting season (typically from early Spring to early Autumn) from approximately 3 to 6 cuts per year to 2 cuts per year. 5.5 Efficiency savings will be derived from a reduction in the occupation of the high speed roads and associated traffic management. The efficiency saving for the reduction in grass cutting itself is considered insignificant since the level of resources required to deliver the frequency-based specification is similar to a performance-based specification. 5.6 The performance-based specification detailed in the nine agency arrangements covering environmental management (grass cutting, and in some cases includes tree management) will remain unchanged through this proposal since the grass cutting is predominantly in urban areas with minimal associated traffic management. S/PS/SMT/REPORTS/H&T/Grass Cutting – High Speed Roads/H&T Report 21.12.09 2 5.7 From an operational perspective, payment would be made by a reduced rate under the Lump Sum works. Auditing/monitoring would continue and be incorporated into existing Contract Review Reports. Subject to the advance monitoring of the rate of growth of the grass, Hertfordshire Highways Service Management Team and Works Team will agree on the timing of the cuts and programming, allowing a degree of flexibility should the need arise to increase the number of cuts (e.g. exceptional growing conditions). 5.8 Managing public expectations and raising awareness is essential and communicating the County Council’s levels of service will be undertaken through the Herts Direct website and Customer Service Centre. The matter will also be reported to the Highway Joint Member Panels in April 2010. 6 Opportunities and Benefits 6.1 Primary - £53K per year cashable saving due to a reduction in traffic management. 6.2 Secondary (i) Better use of the highway network and greater opportunity to coordinate and integrate other works through route optimisation, forward planning and programming, not only for Hertfordshire Highways (e.g. gully cleansing, street lighting, safety barriers, Cat 2 routine scheduled maintenance) but also for other organisations such as Districts/Boroughs (e.g. litter picking and channel sweeping) and statutory utility companies. A reduced number of cuts means: (ii) Reduced occupation of the high speed roads and disruption to the travelling public, (iii) Contributes to carbon reduction agenda, (iv) Enhanced visual amenity by allowing self-seeding of wild flowers. 7 Risks, Mitigations, and Organisational Issues 7.1 Risks Low - Relatively straightforward to implement, visibility splays, footways and French drains to be maintained. Service level aligns with national guidelines. 7.2 Mitigations Low - Risk evaluation undertaken to ensure safety of highway users and maintainability of highway assets is not compromised. 7.3 Organisational Issues Low - Minimal Impact, but requires change to service levels and associated auditing regime. S/PS/SMT/REPORTS/H&T/Grass Cutting – High Speed Roads/H&T Report 21.12.09 3 8 Financial Implications 8.1 The following is a summary of the proposed efficiency savings: High Speed Roads Section District A41 (M25 to Tring) A505 (Royston bypass) Dacorum North Herts Broxbourne / East Herts North Herts Watford / Three Rivers St Albans St Albans Welwyn & Hatfield East Herts East Herts A10 (Tesco to Wadesmill) A505 (Hitchin to Luton) A405 (M25 to M10) A414 (M10 to A1081) A414 (A1081 to A1(M)) A414 (A1(M) to Cole Green) A414 (Cole Green to A10) A414 (A10 to Harlow) Proposed freq. Cut saving Estimated saving 2 2 1 1 £14,282.67 £1,109.33 2 2 2 1 £13,000.00 £2,218.67 2 2 2 4 4 4 £6,101.33 £10,816.00 £5,685.33 2 2 2 3 3 3 £46.80 £92.40 £92.40 £53,444.93 Background Papers Well-maintained Highways - Code of Practice for Highway Maintenance Management, July 2005, UK Roads Board S/PS/SMT/REPORTS/H&T/Grass Cutting – High Speed Roads/H&T Report 21.12.09 4