Co-ordination and Co-operation in Action

Introduction

Works in the roads restrict the movement of all users of the road by reducing the width of the road available for use and thus disrupt such movements. The level of the disruption caused will depend on the type of works, how busy the road is and the requirements of the Safety at Street Works and Road Works Code of Practice.

Minor works in a non-traffic sensitive road may cause virtually no disruption, save to the residents and delivery vehicles. However a cluster of small scale works close to a larger scale one could cause serious disruption.

Works of any description in a busy road where the normal traffic flow is close to or in excess of the design capacity of that road will cause serious disruption, although works in any busy road will cause some disruption.

It is therefore essential that works in the road are effectively co‑ordinated to ensure that traffic disruption is minimised whilst allowing works promoters the necessary time and space in the road to complete their works.

The Process

The co-ordination process has four phases:

  • Planning – The works promoter shall interrogate the Scottish Road Works Register (SRWR) to consider if its proposed works will interfere with other works already noticed.
  • Information – The works promoter shall place a notice on the SRWR as early as possible. The road works authority needs accurate and timely information on what is proposed and when it is proposed to happen.
  • Consideration – The road works authority must consider if changes to the proposals could reduce disruption.
  • Discussion & Co-operation – Works promoters must co-operate with the road works authority and other undertakers to achieve minimal disruption.

Planning

The process of co-ordination starts at the planning stage. It is the responsibility of the works promoter when planning the timing and duration of works to interrogate the SRWR to identify suitable periods which do not conflict with any other activities already noticed.

Works should be planned to minimise disruption to the travelling public and minimise the environmental impact of the works.

Information – the Key to Co-ordination

Successful co-ordination requires accurate and timely information together with good communication between road works authorities and undertakers. The road works authority cannot fulfil its statutory duty to co-ordinate without adequate advance notice of all proposed works.

The basic principle of minimum notice periods is, the greater the potential for disruption, the longer the notice period required.

Works promoters should recognise the advantages of giving more advance information and notification than the prescribed minimum notice period. There will be circumstances where the road works authority and others concerned may have no objection (or indeed, find it advantageous) if the works proceed before the end of the full prescribed notice period. In such cases consent should be given to an early start.

Work promoters should be prepared to discuss their proposals with other interested and affected parties and to modify them if it is appropriate and practical to do so.

The SRWR has been set up to provide the maximum assistance possible to those planning and coordinating works in roads. This includes the ability to:

  • describe in detail the proposed works in the notice, particularly the location and timing of any planned works.
  • plot the area of proposed works against a map.
  • inform the works promoter when the works information provided would contravene the rules set out in this Code of Practice (for example works without enough notice given).
  • allow works promoters to inform on the progress of their works through to completion, giving reminders at each stage when information on the next step is required to be sent.
  • share information with both road works authorities and undertakers to allow planners to coordinate at the earliest stage possible.
  • flag potential co-ordination conflicts/opportunities (e.g. where works are planned in the same area at the same time) to both the works promoter and the road works authority for that area.

It is important the details recorded in the notice on the SRWR should always be accurate as possible. Any changes to works while in progress should be reflected on the notice in the SRWR.

Co-ordination Considerations

Local co-ordination meetings are required for sharing information and enabling all parties to understand each other’s difficulties and constraints. But they cannot be in permanent session and realistically they can only cover major programmes and proposals with relatively long lead times. Attendance at these local co-ordination meetings is required by all parties. The constitution describing the purpose of these meetings is detailed in Appendix B.3.

The day-to-day co-ordination of the majority of proposals can only be achieved through the regular interrogation of the SRWR, especially given the relatively short lead times for minor and standard works.

Road works authorities must consider all aspects of proposed works and other influences that may affect traffic, which include:

  • the road network capacity at the relevant times;
  • the scope for collaborative working arrangements, including trench and duct sharing between undertakers and the road works authority;
  • the optimum timing of works from all aspects;
  • the effect the works will have on traffic, in particular the need for temporary traffic restrictions or prohibitions;
  • appropriate techniques and arrangements particularly at difficult road junctions and pinch points;
  • the working arrangements required in protected and traffic sensitive roads, and roads with special engineering difficulties;
  • the effect of existing embargos and temporary traffic restrictions or prohibitions for other events on roads affected by the works;
  • the effect of skip/scaffold licences, road occupation or other licences or consents issued in respect of affected roads under the Roads (Scotland) Act 1984; and
  • developments for which planning permission has been granted on roads affected by the works.

Discussion and Co-operation

The primary aim of Section 118 of NRSWA is for the road works authority to co-ordinate works in the road with the active co-operation of all parties concerned.

A road works authority should discuss any potential difficulties that the proposed works might cause with the works promoter and agree an acceptable way forward. However, safety concerns, urgency or lack of co-operation may make it necessary for the road works authority to use its powers to direct the timing of works or the location of apparatus. These are covered in Chapter 6 for Restrictions Following Substantial Works for Road Purposes and Chapter 8 for Timing and Location Directions.

Co-ordination Mechanisms

General

Co-ordination means resolving any differences between those competing for space or time in the road, including pedestrians, cyclists, and horse riders, in a positive and constructive way.

Enhanced facilities for self co-ordination within the SRWR are available to works promoters. Using the SRWR, the road works authority will be able to co‑ordinate road works effectively with the other parties concerned.

Undertakers must co-operate with both road works authorities and other undertakers in this co-ordination process.

Local Co-ordination

At local level these groups should be organised and chaired by the relevant road works authority. They may be convened at a road works authority level where appropriate but, wherever considered appropriate, the group may be based on a grouping of road works authorities in order to minimise the number of meetings. They will be concerned primarily with direct co‑ordination of individual schemes and dissemination of information.

The frequency and agenda for local co-ordination meetings is set out in Appendix B.3.

Representatives attending the meeting should ensure that they are well enough informed to be able to discuss major projects and medium term plans and annual work programmes that are relevant to them. They should be able to demonstrate the appropriate knowledge of individual schemes where these are of concern and should also be able to speak and take appropriate decisions on behalf of their organisations.

Area RAUCs

Area RAUCs are concerned principally with policy determination within RAUC(S) and Highway Authorities and Utilities Committee (UK) (HAUC(UK)) guidelines, monitoring the effectiveness of local co‑ordination arrangements, monitoring the performance of the undertakers and road works authorities, and providing policy guidance on a local basis.

They will also facilitate dispute resolution and arbitration procedures. Further details on dispute resolution and arbitrations procedures can be found in the Code of Practice for Dispute Resolution and Appeals.

The frequency and agenda for Area RAUC meetings is set out in Appendix B.2.

RAUC(S)

The constitution, agenda and terms of reference for RAUC(S) can be found in Appendix B.1.

Liaison with Other Bodies

Road works authorities should liaise with adjacent road works authorities if works are likely to affect traffic flows across boundaries and/or trunk roads.

They should also provide information to other bodies likely to have an interest such as:

  • the police;
  • other emergency services;
  • public transport operators/authorities;
  • any other appropriate bodies e.g. organisations representing disabled people, pedestrians, motorcyclists and cyclists; and
  • the appropriate planning and environmental health officers.

Where it is possible that the works could affect a bus route, then the undertaker or road works authority promoting the works should take this into consideration at as early a stage in the planning process as possible, with the aim of minimising disruption. This may require liaison between the works promoter, the bus operators and road works authority.

Road work authorities should maintain effective liaison with bus operators. This could include actions such as:

  • Inviting bus operators to attend Local RAUC(S) co-ordination meetings.
  • Giving access to relevant information about works to the bus operators directly from the Scottish Road Works Register.
  • Ensuring bus operators are made aware of TTROs and TTRNs in good time.

Forward Planning

Forward Planning Information

Forward planning information on long-term programmes from all works promoters will help road works authorities to co-ordinate works. It will also help works promoters to identify opportunities for joint working and to co-ordinate the timing of resurfacing. This might include mains replacement programmes or reconstruction of main roads, which will be planned several years ahead.

The advance notice for works under of NRSWA is the minimum period. Work promoters should be entering advance notice for their works on to the SRWR at the earliest opportunity. This should include long term programmes, which may include those works in their annual operating programme, or three or five year rolling programmes.

It is much easier to adjust the timing of medium and long-term programmes to fit with the plans of other works promoters when there are reasonable lead-in times than to do so only when the detailed plans are available and contractual commitments may have been made. While accurate information is important, it is accepted that the longer the lead time the greater the uncertainty about the timing of works. Such uncertainty should not be seen as a barrier to entering works on to the SRWR at the earliest possible date.

Recording Information

It is essential that information on major or potentially very disruptive works and activities is included in the SRWR at the earliest opportunity. This will enable the production of reports for works co-ordination and allow works promoters to:

  • take part in early co-ordination;
  • consider joint working;
  • consider trench sharing; and
  • highlight other works which need to be co-ordinated with these works.

The entry should give as much detail as possible. This information should be reviewed and updated regularly to include details as they are finalised.

Expected Start and Completion Dates

Each notice requires the insertion of an expected start date and an expected completion date. It is the responsibility of the works promoter to ensure that any changes to these dates are recorded on the SRWR.

Collaborative Working

It is important that all road works authorities and undertakers seek every possible opportunity to collaborate on road works, as this can minimise traffic disruption, benefit the travelling public and reduce the environmental impact of works. The section above highlights the need to place the details of longer term programmes on to the SRWR at the earliest possible opportunity. Identifying major works as far in advance of the proposed date as possible will help to facilitate opportunities for collaborative works, e.g. road closures in city centres should be made use of by as many promoters as possible to minimise disruption and maximise shared reinstatement opportunities.

It should be possible to arrange contracts so that the excavating primary promoter serves notice and carries out work on behalf of itself and others. However, it must be emphasised that such arrangements do not remove the legal liability imposed by NRSWA on individual undertakers.

Other Statutory Obligations

Both road works authorities and statutory undertakers operate under other statutes which impose additional obligations that impact on those under NRSWA – for road works authorities to co-ordinate all works, and for undertakers to co-operate.

There are additional duties on roads authorities; for instance Sections 20 to 21 of the Equality Act 2010 give disabled people a right of access to goods, facilities, services and premises. By providing integrated and accessible transport and a barrier-free pedestrian environment, local traffic and roads authorities will help deliver this right and fulfil their obligations.

The undertakers may have statutory obligations to provide a supply or service, and these are closely monitored by the utility regulators. Examples are:

  • OfGem (gas and electricity industries) to ensure that the required level of service is maintained. This will include restoring supply, maintaining a supply which is fit for purpose as laid out in regulations, as well as ensuring new customers are connected within certain time frames.
  • OfCom (regulator of telecommunications) places a universal service obligation and auto-compensation schemes on telecom providers across the UK to meet reasonable requests for service.
  • The Water Industry Commission for Scotland is Scottish Water's economic regulator. It is their role to ensure investment provides best value for customers and communities; provide independent scrutiny of performance and service levels; and to manage the non household retail market.
  • The Drinking Water Quality Regulator for Scotland (DWQR) exists to ensure that drinking water in Scotland is safe to drink. The DWQR is responsible for protecting public health by ensuring compliance with drinking water quality regulations.
  • SEPA is responsible for environmental protection and improvement. They regulate activities that could lead to pollution or environmental damage.
  • The Office of Rail and Road (ORR) are the health and safety regulator for the UK’s mainline railway network. Network Rail operates under a licence enforced by ORR and must comply with Railway Group Standards and its Network Management Duty.

 Under legislation, customers of the electricity, gas, telecom or water companies, subject to certain exemptions, may be entitled to compensation if a company fails to meet these guaranteed standards of performance.

The operators of a gas network also have obligations under regulations enforced by the Health and Safety Executive. These require operators of gas networks to carry out certain works within a specific time or to replace certain types of apparatus within a specified period. From 2001, the gas industry has been undertaking a 30 year programme to replace all iron mains less than 8 inches in diameter that are within 30 metres of a property, with highest priority given to that apparatus at greatest risk based on an agreed safety case to assess priorities. The priorities may change to reflect an escalation of risk based on either new information about specific types of pipes or apparatus, or as result of incidents involving a specific pipe.

In accordance with the UK General Data Protection Regulation (GDPR), information that can be used to identify an individual should not be recorded on the Scottish Road Works Register in any of the text fields, unless that field is specifically identified as a contact details field.

Note this is not an exhaustive list.