Annex C — Model Letters and Agreements

 

Annex C - Model Letters and Agreements

Model Letter from Home Traffic Authority to a Tourist Destination Operator approving request for Signing

Dear Sir/Madam

[No of Trunk Road] TRUNK ROAD - APPLICATION FOR TOURIST SIGNPOSTING TRAFFIC SIGNS TO [Name of Destination]

I refer to your request for signing on the [No of Trunk Road] trunk road.

I confirm that after consultation with Transport Scotland your application is approved in principle for the tourist traffic signs indicating the direction to [name of destination] at the locations listed in the attached schedule, subject to the following conditions:-

1. You will be responsible for paying the full costs of providing the traffic signs including the design, manufacture, supervision of works, posts and fittings, concrete, erection, traffic management, lane rental charges (if applicable) and safety fencing (if required). [If the destination is closed for part of the year you will also be responsible for all costs associated with the plating of signs or closing of flap type signs to your destination when your destination is closed and also the costs associated with removal of plates or reopening of flap type signs when your destination re-opens for business.] These latter costs will be included within the initial cost of provision.

2. The traffic signs will become the property of Transport Scotland and shall be maintained by Transport Scotland.

3. Transport Scotland reserves the right to remove, reposition, or alter the design of, the traffic signs. This at Transport Scotland’s absolute discretion and in the interests of road safety, traffic management or for the purpose of accommodating other traffic signs or where in Transport Scotland’s reasonable opinion you have ceased to comply with the conditions of this offer or the conditions set out and contained in VisitScotland’s Code of Practice for Tourist Attractions and The Trunk Road and Motorway Tourist Signposting Policy as revised or reissued from time to time.

4. In the event of more than one tourist destination being indicated on a traffic sign your obligations hereunder will be shared equally with the other operators whose tourist destinations are also indicated on the traffic sign.

5. A formal agreement must be entered into with Transport Scotland.

The estimated cost for the provision of the signs is in the order of £[estimated cost].

[The design, manufacture and erection can be carried out by [name of council / Trunk Road Operator], however you may make your own arrangements subject to the strict specifications being adhered to.] [this paragraph may be worded to suit the Trunk Road Operator/Home Traffic Authority's own departmental and administrative procedures.]

Yours faithfully

[Home Traffic Authority]

Schedule referred to in the foregoing letter giving Approval in Principle for Tourist Traffic Signs indicating Direction to [name of destination]

Trunk Road

Location

Description of Sign
     
     
     
     
     
     
     
     
     
     
     
     

Model Letter from Home Traffic Authority to a Tourist Destination Operator refusing application for Signing

Dear Sir/Madam

[No of Trunk Road] TRUNK ROAD - APPLICATION FOR TOURIST SIGNPOSTING TRAFFIC SIGNS TO [Name of destination]

I refer to your application for signing on the [No of Trunk Road] trunk road.

I confirm that after consultation with Transport Scotland your application for traffic signs on the trunk road/motorway indicating the direction to [name of destination] is refused because:

it is not practicable for the proposed additional signing to be provided at the proposed location

and / or

the provision of additional signs would adversely affect road safety

and / or

the provision of additional signs would create unacceptable sign clutter

and / or

the proposal is contrary to The Trunk Road and
Motorway Tourist Signposting Policy [ State Reason]

and / or

[Other reasons]

Yours faithfully

[Home Traffic Authority]

Model Letter of Agreement between Transport Scotland and a Tourist Destination Operator

Dear Sir/Madam

[No of Trunk Road] TRUNK ROAD - APPLICATION FOR TOURIST SIGNPOSTING TRAFFIC SIGNS TO [Name of destination]

On behalf of Transport Scotland as Road Authority for the [full name of road(s)] Trunk Road(s) I hereby approve the placing of traffic signs indicating the direction to [name of destination] at the locations listed in the Schedule annexed and signed as relative hereto and in accordance with the enclosed [drawing no/design and site plan submitted to Trunk Road Operator on ..... ] subject to the following terms and conditions:

1. You will be responsible for paying the full costs of providing the traffic signs including the design, manufacture, supervision of works, posts and fittings, concrete, erection, traffic management, lane rental charges (if applicable) and safety fencing (if required). [If the destination is closed for part of the year the above costs will include an allowance for costs associated with the plating of signs or closing of flap type signs to your destination when your destination is closed and also the costs associated with removal of plates or reopening of flap type signs when your destination re-opens for business.]

2. The traffic signs will become and remain the property of Transport Scotland.

3. Transport Scotland reserves the right to remove, reposition, or alter the design of, the traffic signs at its absolute discretion in the interests of road safety, traffic management or for the purpose of accommodating other traffic signs or where in its reasonable opinion you have ceased to comply with the conditions of this offer or the conditions set out and contained in VisitScotland’s Code of Practice for Tourist Attractions and or current Trunk Road and Motorway Tourist Signposting Policy.

4. In the event of more than one tourist destination being indicated on a traffic sign your obligations hereunder will be shared equally with the other operators whose tourist destinations are also indicated on the traffic sign(s).

5. The second copy of this letter together with the signed and dated Schedule confirming your agreement to the above conditions must be returned within 28 days of the date of this letter.

6. [Other condition(s) as appropriate].

Yours faithfully

[Unit Manager]
Trunk Roads Network Management Division

Schedule Referred to in the Foregoing Offer by Transport Scotland to
[The Operator] dated . . . . . .

[No of Trunk Road] TRUNK ROAD - APPLICATION FOR TOURIST SIGNPOSTING TRAFFIC SIGNS TO [Name of destination]

Docquet of Acceptance

Dated ......................................... On behalf of [the tourist destination operator]
I hereby accept your foregoing offer and hold there to be a concluded agreement between us.

[Signature on behalf of the tourist destination operator]

Trunk Road

Location

Description of Sign and Drawing Number
     
     
     
     
     
     
     
     
     
     
     
     

Model Letter from Transport Scotland to Trunk Road Operator (and/or Home Traffic Authority) confirming that an Agreement has been made with a Tourist Destination Operator for the provision of Tourist Signs

Dear Sir/Madam

[No of Trunk Road] TRUNK ROAD - APPLICATION FOR TOURIST SIGNPOSTING TRAFFIC SIGNS TO [Name of destination]

Transport Scotland as Road Authority for the [full name of road(s)] Trunk Road (s) has agreed to the provision of traffic signs indicating the direction to [name of destination]on the [full name of road(s)] at the locations listed in the enclosed Schedule and shown on Drawing No(s) ............................ but on the following terms and conditions:-

The operator of the destination shall be responsible for paying the full costs (incl. VAT) in relation to the traffic signs. These costs include manufacture and all costs involved in erection. All works shall be carried out to the required standards by an approved contractor in liaison with the trunk road operator and/or the local authority and/or the Home Traffic Authority.

The traffic signs shall become the property of Transport Scotland.

Transport Scotland reserves the right to remove, reposition, or alter the design of, the traffic signs at his absolute discretion in the interests of road safety, traffic management or for the purpose of accommodating other traffic signs, or where in Transport Scotland’s reasonable opinion the operator has ceased to comply with the conditions of agreement or the conditions set out and contained in VisitScotland’s Code of Practice for Tourist Attractions and Trunk Road and Motorway Tourist Signposting Policy.

In the event of more than one tourist destination being indicated on a traffic sign the applicant's obligations will be shared equally with the other operators whose tourist destinations are also indicated on the traffic sign.

[Other conditions as specified in letter to destination operator]

Yours faithfully

[Unit Manager]
Trunk Roads Network Management Division