1. WelcomeCouncillor Clack gave a brief welcome to the representatives of the Parish Councils and also to the observers from other wards in Mole Valley. She introduced Geoff Wallace, Mac Booker and Bob Weston from SCC Highways East. She stated that the purpose of the DRTF was to ensure a more effective voice at Local Committee Meetings which tend to be dominated by town centre rather than rural issues. A local policy had consequently been in place since 2006.
2. IntroductionsIntroductions were made around the table (see attached sheet).
3. Apologies Received from Richard Herbert of Ockley PC, Katie Brodie of Abinger PC, and Ann Capel from Newdigate PC.
4. SCC Highways OrganisationBernard Hawkins introduced his understanding of the latest SCC Highways Organisation (see appended copies of slides). Geoff Wallace commented that there were some missing aspects particularly the Business Support Unit (under Elsa Coe), and the "Resource Pool East" which provided work on projects, local transport schemes, feasibility studies and other capital works. Noted that the reactive maintenance team would be fully functional by January, although they would spend some 30% of their time on NRSWA activities (utilities management). The resource pool was not yet properly resourced.

Note Geoff Wallace was at pains to apologise for the difficulties experienced due to minimal resources during the re-organisation periods.

5. Role & Duties of Community Highways Officers

Purpose of a CHO is "to be a focal point for highways activities in the patch". Prime function is to liaise with members, councillors, parish clerks and the public for a set area. They are barred from attending Parish Council meetings and equivalent until January ‘08 in order to conserve resources, although they may attend occasionally thereafter. Willing to attend twice yearly DRTF meetings in an effort to bridge this gap. Mac Booker and Bob Weston were introduced and noted that Bob is expected to shortly takeover from Mac the responsibility for the Dorking Rural Ward. (TBC)

Noted that they report to the Maintenance Engineer, currently Wally Walsh, although he is the 4^th temporary appointee and is to be replaced by 1/4/08. He is currently tasked with rebuilding the database of information detailing all the annual maintenance tasks, as this has been "lost" during the BDR re-organisation. Action Clerks to assist with info to GW/WW

6. Role & Duties of Highways Inspectors

Formally SCC personnel and now returned from Carillion to carry out the rolling programme of annual statutory Highway Inspections etc. Also vital in policing utilities works on the highways. Details of the statutory inspection programme requested.

Action GW to advise how and where they are made available

Noted that the CHO’s are responsible for randomly inspecting 10% of Carillion’s work. Roger Hammond instanced his problems with a poorly completed railing repair, an insurance claim which had been defeated by lack of follow up resources in SCC Highways. GW stated that this was not a CHO function, but should be dealt with by Business Support team (Elsa Coe), in conjunction with the SCC Insurance Officer at County Hall. CHO’s would however confirm site information if required.

Geoff Wallace was preparing team circle diagrams, which he would issue when stabilised, and advised that the East Highways team currently had a temporary "electrical officer", Paul Hind. Action GW

7. Communications with SCC Highways Department

The various means of contacting SCC Highways were discussed and noted that the main channel was via the Call Centre 08456 009 009. However Clerks preferred to use the online facility to input their problems as this provided the opportunity to record the input information and an automatic response, complete with Enquiry Number which would be emailed back within 24 hours. If not received then the system has failed (as it did for 6 weeks in Sept/Oct 07), and this should be challenged via the Call Centre.

8. Getting the best from the Highways IT System

The essential requirement is to establish an Enquiry Number for each individual problem. This will be its identifier throughout the following prioritisation and progression process. The Call Centre personnel are trained to interrogate the system and can provide up to date status information over the phone. (See appended screen prints tabled by Mac Booker, and also information in slide pack). They can if really necessary connect you to the engineer dealing with the job who is identified on the screen. Recommended to obtain all information directly from the Call Centre before being passed on.

Note. Names input earlier this year may be inaccurate, and GW acknowledged a need for better quality of input here.

The categorisation of faults was discussed, and plastic guides exhibited. Suggested that the Categorisation Chart, or at least a useful summary, should be available to the public via the website. Action GW

Noted that SCC Highways gives priority to "main roads", by this they mean M25, A24, A25 etc. Emphasised that in Dorking Rural a "rural main road", possibly the only one to a village, is unlikely to even have B road status. This higher priority needed to be reflected into the process.

Action GW to advise/action

Mrs Plumb advised that the negligible priority accorded to vegetation control and footway clearance was appalling. In desperation Brockham PC had finally paid this year to clear the path on Middle Street. She would like to recover the costs from Surrey Highways and would send the bill to G Wallace shortly. Other parishes were on the point of doing the same.

Confirmed that the Call Centre is open 8.00am to 6.00pm Monday to Friday, but an emergency contact line to Carillion is always available on 08456 009 009, when the call centre itself is closed

9. Monitoring Progress of the Locally Chosen Maintenance Projects (£100K MV LOCAL COMMITTEE) (Not traceable on IT System)

Information urgently provided by Clerks via HC in August 07. Parishes needed to identify what was now in hand and what was not. Geoff Wallace advised that the Maintenance Engineer was finalising the Schedule and this would be complete and out to Carillion on 21^st December.

Action GW to forward copy of Schedule to HC in early January

10. Monitoring Progress with Wet Spots (Not traceable on IT System)

A Drainage Project team had been formed and some 76 items identified. No action agreed yet. Action GW to forward list to HC

11. Dealing with the Highways Backlog

Figures from the SCC Highways report to the Mole Valley Local Committee on 26/9/07 were reviewed (see slide pack). This clearly showed that in the 2 Best Value Performance Indicators for Roads, where the county was "Not on Track" (Non Principal Roads, and Unclassified Network) that Mole Valley and Reigate were the very worst areas in the whole of the county. Helyn Clack commented that despite the overall position we had recently benefited from several renewal schemes, and the set priority in Dorking Rural was more/better tarmac.

Queried what do these classifications mean in rural areas, and why is it that SCC will not take action on BOATs. Action GW & ROW Officer

12. Managing Annual Vegetation Control

Repeated failure to cut the Charlwood Main footpath prompted Peter Barclay to ask if this responsibility could be devolved to the Parish Council. Jackie Coke was similarly concerned about vegetation on the Clock House bends and other examples were mentioned. They were advised that this arose from the "lost" annual maintenance schedules and that the Parish Council Insurance level was unlikely to be adequate. (Capel carry a £10m cover).

Agreed that HC would endeavour to resolve the insurance problem with Strategic Directors and establish what level was adequate for the risks involved. Clerks to send HC a list of any such annual items they would wish to takeover if the liability issue was resolved. Noted that SCC Highways would automatically deal with any Traffic Management issues.

Action Clerks to send lists to HC by Mid January

The cost of maintaining the STAR gates for the Gatwick Box was under review. Helyn Clack thought they were ugly and an unnecessary expense to maintain. Mr Hawkins supported this view and offered the services of the Brockham Bonfire Boys to promptly remove them all before next Bonfire Night, subject to resolution of insurance problems above.

Complaints were registered that Carillion often left debris on the verge, and this was then left for the locals to deal with, without the benefit of traffic management. Advised to leave alone, and re-report this failing.

13. Progress with VAS in Mole Valley

Strong moves being made across the county to embrace VAS, funded by High Sherriff and SCC. A table of proposed sites had been circulated to Clerks recently showing a high number proposed in Dorking Rural. Geoff Wallace confirmed that 17 high/medium priority sites will be installed in the New Year. Mr Hawkins queried the low priority assessment of the site on Pebble Hill and identified why it should be higher priority. Geoff Wallace confirmed that this was being funded separately from the LTP budget. This was not to be confused with the long standing Pfizer S106 installation which was not working, and which HC had concerns about regarding the responsibilities.

14. Any Other Business

Helyn Clack answered a query re the Highways Budget for the current year by stating emphatically that it would be "On Budget".

Diana Salisbury (Newdigate) raised the subject of LORDs. Minutes recently issued showed that progress would be slow in view of the knock on effects on neighbouring areas. SATNAV improvements were more likely to have a successful outcome.

15. Next Meeting

Capel volunteered to host the next in June 2008, and to invite a police representative. Chairman closed the meeting at 12.22pm.