Appendix B - Terms of Reference for RAUC(S), Area RAUCs and Local Co-ordination Meetings

Model Terms of Reference For RAUC(S)

Terms of Reference

Purpose

The Roads and Utilities Committee (Scotland) (RAUC(S)) shall provide support and advice to the Scottish Road Works Commissioner (SRWC), with a view to improving the planning, co-ordination and quality of all road works.

RAUC(S) shall support and advise the SRWC in undertaking their general functions of

  • Monitoring the carrying out of works in roads;
  • Promoting compliance with the current Acts, Codes of Practice etc. and the obligations imposed under them; and
  • Promoting the pursuit of good practice by the wider road works community.

Meeting Agenda

The RAUC(S) meeting agenda template is replicated below.

RAUC(S) Meeting

  • RAUC(S) Meetings should cover the agenda items below for all RAs and SUs in attendance.
  • Draft minutes must be agreed as accurate and issued to all attendees no later than three weeks after the meeting.
  • RA Pre-meeting & SJUG Pre-Meeting held in advance of the meeting

Agenda

  1. Introduction & Apologies (RA or SU Co-Chair).
  2. Presentations:

Any presentations agreed at RAUC(S) Agenda Setting Meeting

  1. Minutes of Previous Meeting and any Matters Arising;
    1. Accuracy (RA or SU Co-Chair).
    2. Action Tracking and Review (RA or SU Co-Chair).
  2. RAUC(S) Working Group Reports:
    1. Reports from Working Groups (WG Chair/Co-Chair).
    2. Consultations and feedback (WG Chair/Co-Chair).
    3. Working Group Recruitment (RA or SU Co-Chair).
  3. Area RAUCs Action Reports

(must be written and presented to RAUC(S) agenda setting meeting)

    1. North Area RAUC (Area RAUC Chair/Co-Chair).
    2. South Area RAUC (Area RAUC Chair/Co-Chair).
    3. East Area RAUC (Area RAUC Chair / Co-Chair).
    4. West Area RAUC (Area RAUC Chair / Co-Chair).
  1. RAUC(S) Business;
    1. Health & Safety Issues (RA or SU Co-Chair).
    2. Environmental Issues (RA or SU Co-Chair).
    3. List of Plant Protection Systems (RA or SU Co-Chair).
    4. Emergency Contact Details (RA or SU Co-Chair).
  2. HAUC UK and Associated Subgroup Reports;
    1. HAUK UK Report (HAUC Chair/Co-Chair).
    2. HAUC UK Working Groups (Working Group Rep).
    3. HAUC Working Group Recruitment (RA or SU Co-Chair).
  3. Standing Reports;
    1. Scottish Road Works Commissioner SRWC
    2. Management and Operation of the SRWR SRWC
    3. SRWR Steering Group Remits to RAUC(S) Working Group Rep.
    4. Scottish Government (Policy Development) Government Rep.
  4. AOCB;
    1. RAUC Chairs/Co-Chairs are agreed for at least the next 2 years.
  5. Date of Next Meeting(s):-
    1. RAUC(S) Agenda Setting Meeting
    2. RAUC(S) Meeting
    3. Following Year’s Meetings (to be agreed and confirmed at October meeting)
    4. Venue to be confirmed by Chair / Co-Chair

Activities

RAUC(S) will discuss subjects of interest and, where appropriate, will aim to agree a joint course of action including for example, the development of best practice and performance reports, advice on future legislation and the submission of representations to the Scottish Government, SRWC, HAUC(UK) and other organisations.

Normally, there are 3 meetings per year, held on the last Wednesday of February, June and October, or as required for business. The Co-chairs have the discretion to decide whether these meetings will be held virtually or in person, with the decision to be made in advance. It is considered beneficial to have at least one in-person meeting annually. When meetings are held in person, the possibility of providing electronic access will be explored. However, this may not always be feasible, and therefore, the Co-chairs reserve the right to organise a non-hybrid meeting if deemed appropriate.

Membership

The Committee comprises of representatives appointed by SJUG, local Road Works Authorities, with representatives from the Scottish Government, Transport Scotland and Network Rail. Other appropriate bodies may be invited to attend as dictated by the business of the meeting. The Joint Chairs of HAUC(UK) have a standing invitation to attend, as does the SRWC.

Constitution

Co-Chairs and Chairs of RAUC(S)

RAUCS(S) operates with two co-chairs; one Roads Works Authority and one Undertaker, taking it in turn to chair RAUC(S) meetings.

To assist in providing continuity, Co-Chairs and the Chair each normally serve for 2 years with the staggered “retiral” of one Co-Chair / Chair each year. Vice Co-Chairs are appointed to establish alternatives are the first in line of succession.

Undertakers

There are twelve representatives. In the case of SJUG, representation will consist of the Chair of SJUG who, ex officio is Undertaker Co-Chair, and members appointed from the following undertaker groups

  • Gas
  • Telecommunications
  • Power
  • Water and Sewerage
  • Other

Local Road Works Authorities

There are twelve representatives, three appointed by the local Road Works Authorities, in each of the four Area RAUCs. The Roads Co-Chair will be approved by SCOTS to whom the Co-Chair will report. The Roads Co-Chair is, ex officio, a member of the SCOTS Liaison Committee, and may attend the SCOTS Executive where necessary.

Scottish Government/Transport Scotland

The Scottish Government is represented as the “legislative” body. A separate Transport Scotland representative attends to represent the trunk road interests as Road Works Authority.

Network Rail

Network Rail is a member of RAUC(S) in their capacity as an Undertaker and a Road Works Authority. Network Rail representatives are SJUG members and are a Statutory Undertaker in their own right. Network Rail members are not counted in the numbers set out in Sections B.1.5.2 and B.1.5.3 above.

Substitutes

Members of the Committee should send substitutes from their Area RAUC to meetings and additional members may be co-opted when necessary.

Area RAUCs

Chairs of Area RAUCs are members of RAUC(S) and are counted within the numbers given in Sections B.1.5.2 and B.1.5.3 above.

Working Groups

RAUC(S) may from time to time establish working groups to discharge specific functions.

The Gazetteer Working Group is responsible for issues arising from the National Street Gazetteer which is required for the effective operation of the Scottish Road Works Register (SRWR). A written submission to RAUC(S) is required, however the Chair of the Group may attend. (Note – this is a Group where equal numbers may not be appropriate).

Chairs and members of RAUC(S) Working Groups do not have to be members of RAUC(S). The chair of a Working Group who is not a member of RAUC(S) will attend RAUC(S) meetings as required.

Working Groups shall normally comprise equal numbers of Road Works Authority and Undertaker representatives, except the Gazetteer Working Group and also where there is RAUC(S) agreement to an uneven split of members.

Highway Authorities and Utilities Committee (HAUC(UK))

RAUCS(S) Co-chairs are members of the HAUC(UK) Committee in its role as a forum for matters of mutual interest in relation to roads and street works.

Dispute Resolution

RAUC(S) shall review complex disputes and reach decisions in accordance with the current Code of Practice on Dispute Resolution and Appeals. All RAUC(S) members are encouraged to adhere to any Dispute Panel recommendations.

Frequency of Meetings

The frequency of the meetings is 4-monthly.

Model Terms of Reference for Area RAUCs

Terms of Reference

To report to RAUC(S), any matter the Area feels is of note or for advice.

To act as the area focus for RAUC(S).

To provide a forum for discussion on issues relevant on an area basis.

To review straightforward local disputes brought to it and reach decisions. Where decisions are not accepted by the parties the dispute shall be referred to RAUC(S).

Through feedback from local co-ordination meetings, monitor the performance regionally of both the undertakers and the road works Authorities under NRSWA.

To refer local initiatives to RAUC(S) for recommended adoption nationally.

To promote mutually beneficial good working practices in the light of RAUC(S) policy and current legislation.

To deal with specific remits from RAUC(S) within required timescales and to report back to RAUC(S) with findings.

The Area RAUCs meeting agenda template is replicated below.

Area RAUC Meeting

  • Area RAUC Meetings should cover the agenda items below for all RAs and SUs in attendance.
  • Minutes must be agreed as accurate and issued to all attendees no later than three weeks after meeting.
  • Any remit to RAUC(S) shall be submitted 2 weeks in advance of that meeting.

Agenda

  1. Introduction & Apologies; (Area Chair/Co-Chair).
  2. Presentations:

Any presentations agreed by Area Chair/Co-Chair

  1. Minutes of Previous Meeting;
    1. Accuracy (Area Chair/Co-Chair).
    2. Action Tracking (Area Chair/Co-Chair).
  2. Written reports from Local Co-Ordination meetings/clusters;
    1. Co-ordination of works (in particular strategic programmes and potential conflicts) (Relevant RA).
    2. Sample Inspection SU performance and RA management (Relevant RA).
    3. Disputes and / or Improvement Notices (Relevant RA).
    4. Wider issues raised (Relevant RA).
    5. Changes to road designations (Relevant RA).
    6. Future meeting dates/changes to chair (Area Chair/Co-Chair).
  3. Matters arising from previous RAUC(S) meeting;
    1. Minute/Remits from RAUC(S) meeting (Area Chair/Co-Chair).
  1. Scottish Government & SRWC Report & Performance and Management;
    1. Scottish Government Report (Government Rep).
    2. Road Works Performance Dashboard (oSRWC)
    3. SRWC Report (oSRWC)
  2. Working Group Reports;
    1. Reports from Working Groups (WG Chair/Co-Chair).
    2. Consultations and feedback (WG Chair/Co-Chair).
    3. RAUC(S)/HAUC(UK) Working Group Recruitment (Area Chair/Co-Chair).
  3. Health and Safety;
    1. Health & Safety Issues (Area Chair/Co-Chair).
    2. List of Plant Protection Systems (Area Chair/Co-Chair).
    3. Emergency Contact Details (Area Chair/Co-Chair).
  4. AOCB;
    1. Area RAUC Chairs / Co-Chairs are agreed for at least the next 2 years
  5. Date of Next Meeting(s):-
    1. Venue to be confirmed by Chair / Co-Chair

Constitution

The chair and vice chair represent organisations, not named individuals.

There are four Area RAUCs which are described in Section B.4 below.

Representatives will be appointed by the undertaker and road works authorities. It is preferred representatives be an employee of the road works authority or undertaker, rather than a contractor/agent operating on their behalf. Representatives from other organisations such as contractors may be invited to meetings with observer status at the discretion of the Area RAUC. The Scottish Road Works Commissioner has a standing invitation to be represented.

The Chairmanship and secretariat shall rotate between the undertaker and/or road works authorities every two years. A line of succession is established with the current named vice Chair being designated as Chair in the next two-year rota.

Chairs and vice chairs shall be agreed at least 2 years in advance.

All organisations will be able to submit matters for inclusion on the agenda for meetings.

Normally, there are 3 meetings per year, held at least one month in advance to the RAUC(S) meetings in February, June and October, or as required by business. It would be deemed advantageous to have one in-person meeting annually. When meetings are held in person, the possibility of providing electronic access will be explored. However, this may not always be feasible, and therefore, the Co-chairs reserve the right to organise a non-hybrid meeting if deemed appropriate.

Members may send substitutes to meetings and additional members may be co-opted when necessary.

The Area RAUCs may set up working parties and sub-groups to work on particular subjects.

The Area RAUCs Road Works Authority members will elect their 3 local Road Works Authority representatives to attend RAUC(S).

Frequency of Meetings

The frequency of the meetings is 4-monthly.

Model Terms of Reference for Local Co-ordination Meetings

Terms of Reference

To ensure optimum co-ordination of works on roads and to minimise inconvenience to roads users involving:

  1. consideration of both road works authorities and undertakers specific major projects;
  2. medium term and annual programmes (both capital and maintenance) for works for works for road purposes and road works:
    1. review planned resurfacing works and road closures;
    2. review and confirm whether any other works/remedial works can be completed;
    3. confirm defects / defective apparatus that may be subsumed by resurfacing works.
  3. local policies affecting road works such as traffic management proposals, planters, bins etc;
  4. R(S)A licenses and permissions such as; skips, scaffolding, road occupation, street café etc;
  5. discuss network condition and road works authority inspections records in conjunction with undertaker defects;
  6. review the inspection regime:
    1. Road works authority sample inspections (actual vs expected per quarter for each undertaker);
    2. Undertaker sample inspections (% pass rate for Sample A, B and C);
    3. Collate previous quarter results of sample inspections to Area RAUC;
    4. Pending, declined and abortive/cancelled inspections.
    5. Outstanding defects
    6. Disputes
  7. issue minutes to all attendees timeously, no later than three weeks after meeting.
  8. confirm to Area RAUC: invitees (internal and external); attendees (names and organisations); any apologies; minutes were issued timeously; and
  9. wider issues should be referred up to Area RAUC using the provided proformas. Any remit to Area RAUC shall be submitted in advance of that meeting;

The Local Co-ordination meeting agenda template is replicated below.

Local Co-ordination Meetings

  • Local Co-ordination Meetings should cover the agenda items below for all RAs and SUs in attendance.
  • Liaison Meetings are only required where improvement plans are in operation.
  • Minutes must be agreed as accurate and issued to all attendees no later than three weeks after meeting.
  • Any remit to Area RAUCs shall be submitted 2 weeks in advance of that meeting.

Agenda

  1. Introduction & Apologies; (RA Chair).
  2. Minutes of Previous Meeting;
    1. Accuracy (RA Chair).
    2. Action Tracking (RA Chair).
  3. Matters arising from previous Area RAUCs and RAUC(S) meeting; (RA Chair).
  4. Co-ordination of works (in particular strategic programmes and potential conflicts) (RA Chair).
    1. consideration of both road works authorities and undertakers specific major projects;
    2. medium term and annual programmes (both capital and maintenance) for works for works for road purposes and road works:
    3. review planned resurfacing works and road closures;
    4. review and confirm whether any other works / remedial works can be completed;
    5. confirm defects / defective apparatus that may be subsumed by resurfacing works.
    6. local policies affecting road works such as traffic management proposals, planters, bins etc;
    7. R(S)A licenses and permissions such as; skips, scaffolding, road occupation, street café etc;
    8. discuss network condition and road works authority inspections records in conjunction with undertaker defects
    9. Outstanding interim reinstatements
    10. Works with undue delays
  5. Sample Inspection SU performance and RA management (RA Chair).
    1. Road works authority sample inspections (actual vs expected per quarter for each undertaker);
    2. Undertaker sample inspections (% pass rate for Sample A, B and C);
    3. Collate previous quarter results of sample inspections to Area RAUC;
    4. Pending, declined and abortive/cancelled inspections.
    5. Outstanding defects
  6. Disputes etc. to be remitted to Area RAUC (RA Chair).
    1. Reinstatement Disputes
    2. Improvement Notices
    3. FPN Hearings
  7. Changes to road designations / Gazetteer issues (RA Chair).
  8. Wider issues to be remitted to Area RAUC. (RA Chair).
  9. Health and Safety; (RA Chair).
    1. Health & Safety Issues
    2. List of Plant Protection Systems
    3. Emergency Contact Details
  10. AOCB;
  11. Date of Next Meeting(s):-
    1. Venue to be confirmed by RA Chair

Constitution

There are 15 Local Co-ordination Meeting areas which are described in Section B.4 below.

Membership shall be decided by the road works authority and must include:

  • Representatives from any undertaker working in the area or planning to work in the area should attend.
  • Representatives from any trunk road operator working in the area or planning to work in the area, or required to co-ordinate works in the area, should also attend.
  • Relevant transport authority.

and may include:

  • As the occasion requires, the representatives from adjacent road works authorities.
  • The other Emergency Services.
  • Local planning authority.
  • Transport operators, such as bus companies.
  • Focus groups or others deemed necessary.

At the discretion of the road works authority, meetings may be held virtually or in actual meeting rooms. It would be deemed advantageous to have one in-person meeting annually. When meetings are held in person, the possibility of providing electronic access will be explored. However, this may not always be feasible, and therefore, the Chair reserves the right to organise a non-hybrid meeting if deemed appropriate.

Within Cluster Groups the chair will be held in rotation by each Road Works Authority for a period of 2 years.

Frequency of Meetings

The frequency of the meetings is quarterly.

Area RAUC and Local RAUC Meeting Areas

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Table B4.1: List of councils in each Area and Local RAUC
Area RAUC Authority Name Local RAUC Map Label
ERAUC City of Edinburgh Council Edinburgh Local RAUC Edin
ERAUC Clackmannanshire Council Clacks, Falkirk and Stirling Local RAUC Cl
ERAUC East Lothian Council East Lothian, Midlothian and Borders Local RAUC East Lothian
ERAUC Falkirk Council Clacks, Falkirk and Stirling Local RAUC Falkirk
ERAUC Fife Council Fife Local RAUC Fife
ERAUC Midlothian Council East Lothian, Midlothian and Borders Local RAUC Midlothian
ERAUC Perth & Kinross Council Angus, Dundee and Perth & Kinross Local RAUC Perth and Kinross
ERAUC West Lothian Council West Lothian Local RAUC West Lothian
NRAUC Aberdeen City Council Aberdeen Local RAUC A
NRAUC Aberdeenshire Council Aberdeen Local RAUC Aberdeenshire
NRAUC Angus Council Angus, Dundee and Perth & Kinross Local RAUC Angus
NRAUC Comhairle nan Eilean Siar Islands Local RAUC Eilean Siar
NRAUC Dundee City Council Angus, Dundee and Perth & Kinross Local RAUC DC
NRAUC Highland Council Highland and Moray Local RAUC Highland
NRAUC Moray Council Highland and Moray Local RAUC Moray
NRAUC Orkney Islands Council Islands Local RAUC Orkney Islands
NRAUC Shetland Islands Council Islands Local RAUC Shetland Islands
SRAUC Dumfries and Galloway Council Dumfries and Galloway Local RAUC Dumfries and Galloway
SRAUC East Ayrshire Council East Ren and Ayrshire Local RAUC East Ayrshire
SRAUC East Renfrewshire Council East Ren and Ayrshire Local RAUC ER
SRAUC North Ayrshire Council East Ren and Ayrshire Local RAUC North Ayrshire
SRAUC Scottish Borders Council East Lothian, Midlothian and Borders Local RAUC Scottish Borders
SRAUC South Ayrshire Council East Ren and Ayrshire Local RAUC South Ayrshire
SRAUC South Lanarkshire Council South Lan Local RAUC South Lanarkshire
WRAUC Argyll & Bute Council Argyll & Bute, Inverclyde and West Dun Local RAUC Argyll and Bute
WRAUC East Dunbartonshire Council East Dun and North Lan Local RAUC ED
WRAUC Glasgow City Council Glasgow and Ren Local RAUC GC
WRAUC Inverclyde Council Argyll & Bute, Inverclyde and West Dun Local RAUC In
WRAUC North Lanarkshire Council East Dun and North Lan Local RAUC North Lan
WRAUC Renfrewshire Council Glasgow and Ren Local RAUC Rn
WRAUC Stirling Council Clacks, Falkirk and Stirling Local RAUC Stirling
WRAUC West Dunbartonshire Council Argyll & Bute, Inverclyde and West Dun Local RAUC WD