Community Self-help Scheme. for Minor Highway Maintenance GUIDANCE DOCUMENT

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1 Community Self-help Scheme for Minor Highway Maintenance GUIDANCE DOCUMENT August 2017 Version 1.0

2 Community Self-help Scheme Introduction Suffolk County Council (SCC) is the local highway authority for all public roads in the county of Suffolk - with the exception of the A12 (south of Ipswich), A47 (north from Bascule Bridge, Lowestoft), the A14 and the A11 - which are all classified as trunk roads and are the responsibility of Highways England. Suffolk Highways is a collaborative working partnership between SCC and Kier to deliver the highways service in Suffolk. Our policy in relation to highway maintenance is contained in the Highway Maintenance Operational Plan (HMOP). The HMOP represents Suffolk Highways interpretation as to how the local highways maintenance service should be provided to both accord with our statutory duties and the philosophy of the national code of practice, Well-Managed Highway Infrastructure. The HMOP is available in full at This scheme will enable town/parish councils, community groups/residents associations etc. to carry out certain types of work which is over and above the standards laid out in the HMOP and referred hereafter as our Core Level of Service (CLS). It is envisaged this work will be carried out by volunteers or through procuring local contractors (or potentially using Suffolk Highways). Benefits of the Community Self-help Scheme The benefits of registering for this scheme are: Empowering communities to take local action; Enables the co-ordination/application of local resources to where it is most needed; Provides a communication network between town/parish councils, community groups/residents associations etc. with Suffolk Highways; Enhances the overall well-being to individuals and communities alike. Core Level of Service Suffolk Highways Core Level of Service is defined within the HMOP and is summarized below for those activities under the scope of this document. This scheme does not reflect a reduction in our service, the Community Self-help Scheme is intended to supplement these activities, not replace them. For more detailed information on these activities, refer to: 1

3 Grass cutting Grass is cut for safety purposes to maintain visibility for highway users and to ensure that road, footway and cycleway widths are not reduced by overgrowing vegetation. Urban Areas Full highway verge width a minimum of 3 cuts per year carried out by the local district/borough council (to which they enhance this by up to a further 12 cuts). Rural Areas A and B roads: 2 cuts per year of the first 1.2 metre swathe, including visibility splays at junctions. Minor ( C and unclassified) roads: 1 cut per year of the first 1.2 metre swathe, again including visibility splays at junctions. Note: SCC works with Suffolk Wildlife Trust to manage around 100 roadside nature reserves and therefore these will not form part of the Community Self-help Scheme. Weed control Weed growth can impair safety for highway users by reducing available road and footway widths. Footways and immediately adjacent kerbed channels Generally treated 2 times per year; carried out in the spring and late summer using a systemic weed killer - glyphosate. Future limitation on the use of glyphosate may require a different method of treatment (e.g. hot water only). Noxious weeds Where a problem is identified then a one-off treatment, or series of treatments, will be arranged. Skirting Edge maintenance or skirting of carriageways, footways and cycleways is necessary to prevent the encroachment of grass which, left untreated, reduces the available width. A programme of cyclical maintenance is to be developed by Suffolk Highways to achieve 6- yearly skirting of carriageways, footways and cycleways. Trees and hedges Almost all trees and hedges are owned by the adjacent property owner. Where a problem is identified, every effort will be made to ensure that the landowner cuts back the offending overgrowth to the highway boundary. In rural areas, work to trees within the highway will be mainly reactive, in response to safety concerns. In urban areas, proactive management of trees in the highway is encouraged, although work is completed on a priority basis as funding is very limited. 2

4 Traffic signs and bollards Cleansing of signs on A and B class roads will be undertaken annually. For C and unclassified roads, cleansing will be selective only. Replacement of signs (due to knockdowns, erosion of posts etc.) will be considered but, like all levels of highway maintenance, will be subject to funding availability. Drainage Systems Cleansing is undertaken to remove the build-up of detritus that occurs in gully sumps and other drainage channels. Gullies and kerb offlets Cleansed on average at 12 monthly intervals. However, gullies prone to regular blocking will be cleansed at more frequent intervals, by local prioritisation. Roadside grips (small, shallow slots cut through the verge to allow water off the road) An annual programme by mechanical methods (with some hand cutting), from the edge of the road to a ditch (where possible) - or to a soakaway in the adjacent verge. Ditches The owner is requested to undertake clearance work when blockages are identified or reports of flooding are received. Type of work covered by the Community Self-help Scheme In direct relation to the above, town/parish councils, community groups/residents associations can supplement the Core Level of Service in the following areas: Grass cutting by undertaking additional cuts (although this may need to exclude specific roads where the speed limit is 40mph or higher); Weed control by manual application only (i.e. no chemicals); Skirting higher frequency of cutting than six-yearly; Trees and hedges cutting back of minor overhanging vegetation; Traffic signs and bollards for example, cleansing, re-alignment, re-facing or replacement of minor sign plates; Drainage systems: clearance of detritus around gully covers/kerb offlets, clearing outfalls and rodding kerb offlets; manual cutting of roadside grips. In addition to the above, it is considered that the following additional types of work will also be acceptable: Minor maintenance of highway features, e.g. village gateways/post and rail fencing; Liaising with local landowners e.g. serving formal notice on the Council s behalf through a variation on the existing hedge and ditch notice process (town/parish councils only); 3

5 Local control of advertising ( A ) boards by the administration of an informal A-board notice process (town/parish councils only); Removal of unsolicited signs/posters/flyers etc. Upon request, additional items of work may also be considered by Suffolk Highways. The scheme is intended to be flexible and participants can elect to undertake as much or as little as they wish at times when resource or finances allow. Please note - sweeping and litter clearance is a district/borough responsibility but could come under this scheme, as removal would prevent the build-up of detritus in road channels which could otherwise block drainage systems or avoid shredded remains in cut grass verges. Where work can be undertaken Suffolk Highways has defined three levels of risk where work will be permitted: LEVEL 1: Working at a safe distance from the live carriageway, plus co-ordinated working within the highway during road closures carried out by Suffolk Highways. LEVEL 2: Working within the boundaries of a live carriageway - within a speed limit not greater than 40mph and considered a low risk environment. LEVEL 3: Working within the boundaries of a live carriageway with a speed limit greater than 40mph under traffic management provided by Suffolk Highways. For further detail relating to the above levels, please refer to Annex A. The Road Steward The role of the Road Steward is to be the primary point of contact between the town/parish councils, community groups/residents associations etc. and Suffolk Highways. The Road Steward will act in a co-ordination role and help identify the appropriate training to be delivered to all community self-help volunteers and keep an up-to-date register of active volunteers. This will ensure the necessary requirements are in place for volunteers to be covered by Suffolk County Council s public liability insurance. A Road Steward must: Be nominated as suitable by the relevant town/parish council, community group/residents association etc; Have received the appropriate training by Suffolk Highways; Agree to work within the guidelines as set by Suffolk Highways; Be registered with Suffolk Highways. 4

6 A Road Steward will: Be responsible for working with the community to identify minor works that can be undertaken; Be responsible for carrying out the appropriate risk assessments (with the appropriate help from Suffolk Highways) to ensure that all practical considerations and precautions are taken into account before starting any minor maintenance works; Be responsible for the organisation of any small works programme; Be responsible for liaising with Suffolk Highways on a regular basis to ensure that the noticing of intended minor works is issued in good time as required; Be responsible for the supervision of community volunteers. Provision of Training Currently, people working on the highway have received dedicated training in accordance with the minimum standards, as determined through Suffolk Highways policy and legal requirements. Suffolk Highways will provide the following training as required- dependent on level of risk set out in Annex A: Highway Safety Awareness Training aimed at raising the safety awareness and providing information to those persons who would wish to volunteer to undertake minor maintenance works within their community. It will, amongst other things include: Outline the maintenance role to be undertaken by the Community Self-help Scheme and managed by the Road Steward; Consider how maintenance works will be carried out in a safe and responsible manner including undertaking and recording basic risk assessments; Discuss the legal implications of self-help schemes; Consider the ordering, storage and use of material and equipment required for planned minor maintenance; Encourage thinking about how the minor maintenance programme will be delivered, ensuring that all relevant notifications have been posted in advance of works being started. Should the town/parish councils, community groups/residents associations etc. wish to carry out work at Level 2 then the following training will also be provided: supervisor under the Streetworks Qualification Register (Unit 10) Signing, Lighting and Guarding (City and Guilds); and operative under the Streetworks Qualification Register (Unit 2) Signing, Lighting and Guarding (City and Guilds). Should the town/parish councils, community groups/residents associations wish to engage their own contractor, they should use those accredited with Streetworks qualifications stated in the training requirements under Level 2 in Annex A. 5

7 Should town/parish councils, community groups/residents association wish to engage Suffolk Highways, there is an option to hire a two-man general maintenance gang, who will be equipped to undertake the agreed tasks. The approximate cost per day will be in the region of 450 not including any traffic management, which will be assessed dependent on need. All costs and scope of work will be agreed before any work is undertaken. The Commitment Town/parish councils, community groups/residents associations etc. entering into an agreement to undertake local activity under the Community Self-help Scheme will be expected to commit to the following: Register with the Community Self-help Scheme. They will identify the individual(s) who will act as the Road Steward; Determine minor works that can be undertaken by community self-help volunteers. Take responsibility for delivering local self-help and, where appropriate, ensure that the arrangements for the supply of tools/materials are carried out in good time; Demonstrate that arrangements are in place to enable the supply of tools/materials to be stored safely and securely for use by the local community self-help group; Communicate on a regular basis with Suffolk Highways to ensure that all work programmes are up-to-date, that risk assessments have been undertaken and recorded and that any advance notice of works has been completed; Training attend training as required and provided by Suffolk Highways. Suffolk Highways will commit to: Train as required Road Stewards and community self-help volunteers. Supply, where appropriate, a limited range of construction tools/materials and personal protection equipment (PPE) suitable for the works that are being undertaken in accordance with the agreed programme; Provide Public Liability Insurance (but not other forms of insurance) as identified within the scheme. Refer to Annex B for further details. 6

8 ANNEX A Levels of Risk LEVEL 1: Working at a safe distance from the live carriageway, plus co-ordinated working within the highway during road closures carried out by Suffolk Highways. Under this level of working, Road Stewards and community self-help volunteers will be permitted to work on a range of tasks and activities that will not impinge upon users of a live carriageway. Under these conditions, volunteers will be permitted to work individually or in groups, co-ordinating with Suffolk Highways. Safety zone The safe working distance from the edge of a live carriageway where various work activities can take place, without the requirement for any formal traffic management qualification, is as follows: for roads with a speed limit less than 40mph = 500mm for roads with a speed limit greater than 40mph = 1200mm Training requirements It is a compulsory requirement that any volunteers will be supervised by a Road Steward who, as a minimum, will have received the Highway Safety Awareness Training. LEVEL 2: Working within the boundaries of a carriageway within a speed limit not greater than 40mph and considered a low risk environment; Under this level of working, volunteers will be allowed to work on a range of tasks and activities that will impinge upon users of a live carriageway where the speed limit is less than 40 mph. Under these conditions, volunteers must work in pairs under the direction of the Road Steward. All associated temporary signage that is placed on the highway, to advise road users that work activities are taking place, must be installed/supervised by the Road Steward who must have the necessary qualifications. Training requirements The Road Steward must be trained as a supervisor under the Streetworks Qualification Register (Unit 10) Signing, Lighting and Guarding (City and Guilds). In addition, at least one volunteer must be trained as an operative under the Streetworks Qualification Register (Unit 2) Signing, Lighting and Guarding (City and Guilds). Other volunteers will also have undertaken the Highway Safety Awareness Training. 7

9 LEVEL 3 - Working within the boundaries of a carriageway with a speed limit greater than 40mph under traffic management provided by Suffolk Highways. Under this level of working, volunteers will be allowed to work on a range of tasks and activities that will impinge upon users of a live carriageway where there is no speed restriction in force. Traffic Management will be provided by Suffolk Highways, however, the extent, cost and provision will be discussed with the Road Steward. It may be that work is co-ordinated with other planned work to minimise disruption and cost. Training Requirements It is a compulsory requirement that any volunteers undertaking work within traffic management that has been provided by Suffolk Highways, will have received the Highway Safety Awareness Training. This may also be subject to site specific health and safety inductions by Suffolk Highways. Risk Assessment All work regardless of level will be subject to risk assessments jointly agreed between the work promotors and Suffolk Highways. 8

10 ANNEX B - Public Liability In the unlikely event of a third party claim being made, Suffolk Highways will cover the public liability aspect of insurance for voluntary maintenance work undertaken on or in the area of the public highway (including footways and cycleways), providing that it is undertaken in a safe manner according to Suffolk Highways advice. Suffolk Highways will not provide any other form of insurance cover for maintenance activities, which must be undertaken at the volunteer s own risk. So, for example, any damage to one s own person, property or vehicle would not be covered. If vehicles are to be used (e.g. local farmers using tractors to cut the verge), the owner/user must ensure that the vehicle is suitably insured for such activity. If in doubt, owners should check with the vehicle s insurer. If further insurance cover is required, then this should be sought from their own insurance company. 9

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