1. Proposed Annual Plan and contract update 23 rd April 2014

2. Walter Longden Procurement and Contract Manager

3. Content  Introductions  The New Contract  The journey so far  Contract scope  Proposed Annual Plan 2014/15  The Budgets  Dealing With Emergencies  Working Closer with Communities  Maintaining the Public Realm  Investment in the Public Realm Annual Plan 2014/15 Presentation

4. The journey so far

5. Contract scope  Highways Management Services  Highways Maintenance and Improvement Works  Traffic Control Systems Maintenance  Local Flood Risk Management  Associated Professional Services  Associated Public Realm Asset Management  Associated Public Realm Regulatory Services  Public Realm Specific ICT solutions  Fleet Management  Transformation Services  Parks & Open Spaces  Street Lighting  Street Cleaning  Land Drainage  Public Rights of Way  Customer Support Services

6. 6 Public Realm Contract Proposed Annual Plan 2014/15

7. Contract Organisation update 7 Contract Director Commercial and Finance Localities Operations Knowledge Centre Design and Build Ceri Fenner Alasdair MacDonald Rachel Rice Craig Smith Andy Williams Scott Hardacre

8. Performance review – Emergency Response  Focus on flooding and emergency response.  A total of 45 roads were closed, with 16 remaining closed due to subsidence or major road surface damage.  Belwin – £3.8m corresponding to 52 identified schemes. Target completion by end May‘14. 8 Holme Lacy Bridge

9. 9  We have dealt with over 1,100 Cat 1 defects since September.  In addition we have “velocity patched” almost 16,000 defects. Performance review – Highways Defects

10. 10  Overall we have dealt with over 33,500 Cat 2 defects since September with 8,000 to be fixed.  We have increased resources using the supply chain to improve defect response times (8 TM teams supporting 6 patching gangs). Performance review – Highways Defects  We will be reviewing the Highways Maintenance Plan as part of a Contract Transformation Programme.

11. Getting Value for Money  This is an “Open Book” style of contract, which means costs are transparent.  Developing actual cost mechanisms -> target costing  The contract is flexible, in so far as we are able to review and amend service levels to meet the Council’s objectives.  We will better understand the performance of Service delivery through visualisation management techniques.  This will inform the business transformation programme. 11 This means:  The actual costs of delivering the service will be better understood.  The service will be able to flex to meet the Council’s objectives.  Actual Service performance will be visible to the entire team.  The contract transformation programme will identify and delivery more efficiencies.

12. Proposed Annual Plan  2014 /15 Budget  Dealing with emergencies (Revenue)  Working closer with communities(Revenue)  Maintaining the public realm(Revenue)  Investment in the public realm(Capital) 12

13. The Budget 2014/15, Summary 13  Service levels have been determined through the application of efficiencies and thereafter whether the service is required under statute or otherwise. This has lead to a reduction in scope in some instances.  The Capital Budget has been increased by £24.9m from £10.4m to £34.26m  The Revenue Budget has been reduced by £2.21m from £8.59m to £6.38m.  As a general principle resource levels are being sized to fit the budget.

14. 14 The Budget 2014/15, Revenue  A significant proportion of the Street Cleansing and Grounds Maintenance Service are considered as discretionary spend.  Budgets have been reduced from £3.05m to £1.8m.

15. 15 Revenue savings – by type

16. 16 Dealing with emergencies

17. 17 WINTER MAINTENANCE  We are keeping the current resource levels (16 gritters).  The salt barns will be full, containing 6,500 tonnes of salt.  We are investing in new tracker technology.  The budget level is based on a typical winter at 90 salt runs. Dealing with emergencies This means:  quick response to major incidents.  round the clock supervision.  sandbags (over 1,000).  managing road closures and diversions.  carrying out clean up operations.  the ready availability of more people and equipment if we need it.  Herefordshire’s highways will be effectively gritted during the winter season.  Round the clock service. CIVIL EMERGENCY  We are ready to support the emergency services in a major emergency. This was tested with the recent extensive flooding.

18. 18 Working closer with Communities

19. 19 Working closer with communities  We’ve expanded and reconfigured the teams, and now have a Knowledge Centre and Locality teams. To raise our competency level we are recruiting. This means:  our staff (13No.) working in the Localities understanding the local needs.  better coordination of different services to get things done.  supported by a team responsible for measuring and driving service performance.

20. Your Locality Steward 20

21. 21  Maintaining the lengthsman / P3 parishes scheme.  Conducting in-year refresher training for those already in the scheme.  Providing training and equipment to new participants (7No). This means:  Closer working with the parishes through the Locality team.  More parishes better able to tackle local issues themselves.  Getting more things done. Working closer with communities Parish Lengthsman Scheme P3 Parishes

22. 22 Maintaining the Public Realm

23. 23 PUBLIC RIGHTS OF WAY  We’re making sure all public rights of way stay safe by:  fixing all safety defects on Category 1 footpaths.  fixing all “hazards” on all other footpaths.  also fixing faults that could become a “hazard”.  This is the first time this risk approach has been adopted on PROW. Maintaining the Public Realm This means:  We’re keeping all public rights of way safe.  We’re fixing faults that could become a hazard.

24. 24 GRASS CUTTING/GROUNDS MAINTENANCE  We’ve had to tailor the resource levels to meet the budget, however we are still keeping the highway safe by cutting the visibility splays, carrying out weed spraying and maintaining the trees.  We have improved the efficiency of the remaining resources through better deployment and scheduling, and clear productive targets. Despite this we need to reduce all amenity grass cutting frequency from the current 7 to 3. We also need more grass cut by the lengthsman scheme in remote areas. Maintaining the Public Realm  We will be ceasing the seasonal flower beds and roses service and only be maintaining the existing shrubs. We will look to community groups to deliver this service.  The Council is actively looking to return the sports grounds and parks to the town councils, operators, and community groups. This means:  The highway will remain safe.

25. 25 ROAD DRAINAGE  We will be continuing to clean drains across the County, however given the budget constraints we have restricted the resources to 3 machines.  The recent heavy rains has shown we need to focus on returning the rural drainage network to serviceable condition.  Cleaning gully’s in urban areas will be carried out on a needs only basis.  A guidance leaflet is being finalised to assist parishes in understanding general land drainage obligations. Maintaining the Public Realm This means:  We will focus resources on where we have known flooding.

26. 26 ROAD SWEEPING  We’re changing the sweeping schedules to simplify them. We’re confident we will be able to meet the minimum environmental standards.  We going to:  Sweep all urban A and B Roads once per week.  Sweep all urban C; U/C roads once per month.  Sweep urban centres 3 times per week.  All other roads will be swept on a reactive basis.  FTE reduction from 9No. to 6No. sweepers. Maintaining the Public Realm This means:  Detailed and simple sweeping schedules.  We will still comply with the minimum cleanliness standards.

27. 27 LITTER BINS / PICKING  We will continue to empty the 1,200 bins across the county (incl. dog and 3 needle bins)  We will tailor bin collection based on use.  We plan to keep litter picking local to the bin, with all other litter picking carried out on a needs basis.  We need to engage the community to assist in keeping their local areas clear of rubbish through the Lengthmans scheme. Maintaining the Public Realm This means:  The litter bins will continue to be emptied across the County.  Engaging the local community to undertake litter picking in their areas.

28. 28 Investment in fixing the roads

29. 29 Investment in fixing the roads HIGHWAYS  We’ve applied a well defined process to the highway network to understand it’s condition.  The list of schemes identified is now going through value engineering.  We have circulated the schemes list and need to feedback on the roads we’ve identified. This means:  We have a list of schemes that have been prioritised, agreed and remains within Herefordshire’s budget.

30. 30 Mortimer Leominster Bromyard Ledbury Ross on Wye Golden Valley Hereford Weobley Kington  The Council have paid £750k in damage claims to the public over the past 12 months.  Over 50% of Herefordshire’s road network is RED or AMBER, and therefore in need of urgent repair.  Red condition: 600 miles  Amber: 400 miles Investment in fixing the roads  The £20m investment will only treat 1 in 5 of the red and high amber lengths of the network.

31. 31  We will continue to deliver network improvements from the regular annual funding. These will include network safety schemes, structures, cycleway and footway schemes. This means:  Continuing to invest in improving the highway network.  Recently been allocated an additional £3.5m from Central Government, which will allow us to carry out further surfacing work across the network. Investment in fixing the roads Ruckhall Bridge

32. 32 STREET LIGHTING  The business case is close to agreement following the success of previous trails.  Materials should start to arrive on site by the end of May’14.  3,000 age expired columns will be replaced as well as 9,000 lanterns.  Works will focus on urban areas first.  Replacement of lighting units near schools will be carried out during the holidays. This means:  Reduced energy costs.  Reduced maintenance costs.  Removal of age-expired lighting columns.  An expected CO 2 reduction of 14,000 tonnes of carbon over 10 years. Investment in fixing the roads

33. Re-organisation update Re-shape:  Phase 1 announced early January: 55 staff placed ‘at risk’.  Consultation period finished late February.  Interviews complete (over 100 interviews conducted).  19 staff unable to secure roles.  Resulting in circa. 25 vacancies. 33 Re-size:  Phase 2 announced early March.  Ensuring the organisation fits the budget.  60 operational staff placed ‘at risk’.  Consultation period expires 8 th April.  Selection based on competency matrix.  Potential redeployment to highways teams (limited).

34. Future Plans  Contract flexibility  Recruitment  Team development  Review of HMP  Process mapping  Visualisation  Target costing  Communications 34

35. How to contact us.......  Council Membersherefordshiremembers@bblivingplaces.com  Parishesherefordshireparishes@bblivingplaces.com  Members of the Publicstreets@herefordshire.gov.uk  Customer Services Tel No. 01432 261 800  Reports on lineHerefordshire Council website 35