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ANGUS COUNCIL

MINUTE of MEETING of the ROADS COMMITTEE held in the Town and County Hall, Forfar on Thursday 6 March 1997 at 4.50 pm.

Present: Councillors SANDY WEST, GEORGE ALLAN, WILLIAM CROWE, Provost Mrs FRANCES E DUNCAN, Councillors FRANK ELLIS, JACK GIBB, WILLIAM MIDDLETON, BRIAN MILNE, ROB MURRAY, DAVID SELFRIDGE, ALEX SHAND and RICHARD SPEIRS.

Apology: An apology for absence was intimated on behalf of Councillor IAN MACKINTOSH.

Councillor WEST, Convener, in the Chair.

1. MINUTE OF PREVIOUS MEETING

The minute of meeting of this Committee of 23 January 1997 was approved as a correct record and signed by the Convener.

2. REVIEW OF CHARGES

There was submitted Report No 304/97 by the Director of Roads reporting on proposed new charges for Roads Department services in the Council area (including at Arbroath Harbour) for 1997/98.

The Report advised that a review had been conducted and recommended that the proposed charges be split between those leviable on locations designated as "non-traffic sensitive" and those designated as "traffic sensitive", as indicated in Table 1 of the Report. The proposed charges leviable at Arbroath Harbour were listed separately in Table 2. The additional income arising from the proposed charges for 1997/98 would be relatively modest and had been allowed for in the preparation of the Roads Department Revenue Budget for 1997/98.

The Committee agreed to approve the amended scales of charges as detailed in the Report.

3. QUALITY ASSURANCE REGISTRATION TO BS EN ISO 9001 1994 STANDARD

There was submitted Report No 303/97 by the Director of Roads advising that, as a vital element in preparing the Roads Department for white collar CCT, it was considered essential that quality assurance registration to BS EN ISO 9001 standard was achieved at the earliest opportunity.

The Report recommended that the consultants, BSI Quality Assurance, who were recognised internationally as the market leaders in the field of quality assurance assessment and accreditation, be appointed to assess the Department’s activities with the objective of obtaining third party quality assurance accreditation.

The Committee agreed:-

(i) to note the importance placed on quality in accordance with the Council’s key themes;

(ii) to approve the quotation received from BSI Quality Assurance for the application and assessment of Roads Department activities with an initial proposed scope of registration covering the feasibility, design, construction and supervision of transportation projects;

(iii) to note that the scope of registration would be extended in an incremental manner with the areas of customer care and winter maintenance being proposed as the next core activities to be assessed; and

(iv) to note that the costs could be contained within the Roads Department’s Administration Budget for the current year (for initial assessment) and future years (for year on year costs).

4. COASTAL EROSION AT MILTON MILL, MONIFIETH - UPDATE

With reference to Article 6 of the minute of meeting of this Committee of 28 November 1996, there was submitted Report No 300/97 by the Director of Roads giving an update on recent developments with respect to coastal erosion at Milton Mill, Monifieth, outlining the way forward in seeking to achieve a long term solution to the problem, and setting out financial implications.

Having noted the concerns expressed by the Convener with respect to the allocation of funding by interested parties to achieve a long-term solution, and having noted that the Report would also be considered by the Recreation and Cultural Services Committee, the Committee agreed to note, for its interest:-

(i) that the emergency works required at Milton Mill (as agreed in Report No 998/96) had now been completed, thereby stabilising those lengths of retaining wall at immediate risk;

(ii) that the temporary Closure Order on the coastal footway had been lifted (a) because the emergency works had stabilised those lengths of the wall which were previously placing the footway under immediate threat, and (b) in recognition of the loss of amenity which would have continued if the closure had been maintained;

(iii) that the Director of Roads would continue to monitor the structural condition of the whole length of the existing timber retaining wall, particularly through the winter months when the risk of storm damage was at its greatest;

(iv) that a dialogue had been established between officers of the Council and representatives of both Railtrack and NOSWA and that representation would be made by the Council to these bodies to attempt to obtain agreement on an equitable and appropriate allocation of funding required from each of the interested parties to enable a coast protection scheme to be promoted, which would be necessary to provide a long term solution to the problem of the deterioration of the existing retaining wall, and that the Director of Roads should make representation to the train operators in this regard; and

(v) that the Director of Roads, in conjunction with the Director of Law and Administration, would keep the appropriate Committees apprised of the progress which was being made in the promotion of the protection scheme.

5. MONTROSE BEACH - ENVIRONMENTAL IMPACT STUDY

With reference to Article 6 of the minute of meeting of this Committee of 28 November 1996, there was submitted Report No 301/97 outlining a press advertisement to be placed in appropriate publications to allow a select list of suitable firms to be drawn up for tendering purposes to facilitate an environmental impact study to be undertaken for the Montrose Beach area. The Report advised that Montrose Links Trust had indicated that they were not in a position to make a contribution to the cost of the study and set out the financial implications for the project which would require to be met from the Montrose Common Good Fund.

The Committee agreed that a tender be let for the engagement of appropriate consultants to undertake an environmental impact study for the Montrose Beach area and that a further Report be submitted in due course.

6. ENVITOUR PROJECT

With reference to Article 11 of the minute of meeting of the Recreation and Cultural Services Committee held on 27 February 1997, there was submitted and noted Joint Report No 246/97 by the Directors of Recreation Services, Planning Transport and Economic Development, and Roads, advising of the progress of the Envitour Project.

7. CELEBRATION OF THE COAST

With reference to Article 18 of the minute of meeting of the Recreation and Cultural Services Committee held on 27 February 1997, there was submitted Joint Report No 238/97 by the Directors of Cultural Services, Planning Transport and Economic Development, Recreation Services and Roads on the unsuccessful outcome of the Celebration of the Coast application to the Millennium Commission.

Having noted that the Report had also been approved by the Planning and Transport Policy Committee at a meeting held earlier this day, the Committee agreed to note the terms of the Report for its interest.

8. STANDING LIST OF CONTRACTORS FOR CONSTRUCTION, CIVIL ENGINEERING AND ROAD MAINTENANCE CONTRACTS UNDER £200,000

With reference to Article 20 of the minute of meeting of this Committee of 6 June 1996, there was submitted Report No 302/97 by the Director of Roads recommending approval of Standing Lists of Contractors for various categories of works, including construction, civil engineering and road maintenance contracts up to a maximum value of £200,000, in accordance with the Council’s Financial Regulations. The Report detailed in Appendices 1-6:-

(1) those contractors who had applied for inclusion in the Standing Lists,

(2) the advertisement for Standing Lists,

(3) information requested in support of applications,

(4) those contractors from whom information/clarification was still awaited or was being sought,

(5) the proposed Standing Lists of Contractors, and

(6) those contractors who had applied but were not being recommended for inclusion in the Standing Lists.

The Committee agreed to approve the Standing Lists of Contractors set out in Appendix 5 for various categories of work up to a maximum contract value of £200,000.

9. EXCLUSION OF PUBLIC AND PRESS

The Committee resolved, in terms of Standing Order No 27(2), that the public and press be excluded from the meeting during consideration of Articles 10, 11 and 12 below so as to avoid the disclosure of information which was exempt in terms of Part 1 of Schedule 7A of the Local Government (Scotland) Act 1973, Paragraphs 6, 8, 9 and 10.

10. ROAD MAINTENANCE (WORKS) CONTRACTS - SCHEDULES OF RATES AND PRICES - 1 APRIL 1997 TO 31 MARCH 1998

There was submitted Report No 298/97 by the Director of Roads recommending acceptance of annual tenders received, from the tenderers listed in Appendix A to the Report, for road maintenance (works) contracts for the period 1 April 1997 to 31 March 1998 and seeking authorisation for the Director of Roads to order work under these contracts as required.

The Committee agreed:-

(i) to note the receipt of annual tenders for eight different categories of road maintenance works;

(ii) to accept all the tender prices in each case;

(iii) to note that the rates submitted were subject to price fluctuation; and

(iv) to authorise the Director of Roads to order work under these contracts on the basis of the best overall value for money and availability of contractors’ resources pertaining at the time of requirement.

11. PEDESTRIAN CROSSINGS - ACQUISITION OF EQUIPMENT

With reference to Article 17 of the minute of meeting of this Committee of 17 October 1996, there was submitted Report No 299/97 by the Director of Roads regarding the acquisition of pedestrian crossing equipment which had been purchased as stock for the continuing programme of provision of pedestrian crossing facilities in the financial year 1997/98. The Report also detailed the tenders received for the provision of equipment at a site in Monifieth.

The Committee agreed to approve the action taken by the Director of Roads:-

(i) in acquiring traffic signal equipment as stock for future pedestrian crossing installations;

(ii) in accepting the tender from Microsense Systems Limited for (a) the provision of traffic signal equipment at Ferry Road/Maule Street/Grange Road, Monifieth and (b) five additional sets of pedestrian crossing equipment to be held as stock for future installations, in accordance with the Council’s Financial Regulations; and

(iii) in purchasing eight Outstation Monitoring Units from a single supplier (Siemens Traffic Controls Ltd) without competitive tendering, for compatibility with existing equipment.

12. PROVISION OF FLEET VEHICLES FOR ROADS DEPARTMENT SUPERVISORY STAFF - ACCEPTANCE OF TENDER

With reference to Article 8 of the minute of meeting of the Roads Committee held on 28 November 1996, there was submitted Report No 305/97 by the Director of Roads recommending acceptance of the lowest tender received, from the six firms previously selected, for the provision of fleet vehicles for Roads Department Supervisory staff, and setting out the financial implications.

The Committee agreed to accept the tender submitted by Fisken Motor Group for the provision six Vauxhall Astra 1.7D Turbo LS and seven Vauxhall Astra 1.7 TDS LS for use by Roads Department Supervisory Staff under a 3 year full maintenance contract hire.