Agenda item

Purpose: To review the Council’s response to the severe weather experienced during the winter of 2010/11. 

The Commission considered a report describing the Council’s response to the severe winter weather experienced during the winter of 2010/11 (Agenda Item 4).

Carolyn Richardson gave a presentation to the Commission and highlighted the following points:

·                    December 2010 was the coldest December on record across the UK.  However, less snowfall was experienced in West Berkshire compared with the winter of 2009/10. 

·                    Heavy snow fell over 17 and 18 December 2010, this was accompanied by very low temperatures which continued into January 2011. 

·                    The Council’s Adverse Weather Plan for extreme cold and snow was activated.  All parts of the Thames Valley were affected and all agencies had participated in an extensive debrief. 

·                    In addition to having the Adverse Weather Plan in place, a number of specific changes and improvements had been made since 2009/10, these included:

·                    Co-ordination of contractors for pavement clearance.

·                    4x4 vehicle use and co-ordination.

·                    Production of a revised Winter Service Plan by Highways and Transport.

·                    Additional stocks of salt (5000 tonnes – up from the previous 1400 tonnes).

·                    An additional 85 salt bins installed across the District. 

·                    Improved website which received positive feedback. 

·                    There was an increase in the number of calls received by the Contact Centre, but this was less than the previous year.

·                    Although the December 2010 weather was not declared as a major incident for West Berkshire, Civil Contingencies operated on a 24/7 basis to ensure business as usual as far as possible.  There was a reduced impact on the Council in comparison to 2009/10.

·                    Some mutual aid was offered to other local authorities, i.e. 4x4 vehicle support offered to Oxfordshire County Council.

(Councillor Emma Webster joined the meeting at 6.35pm). 

·                    A high percentage of waste collections were achieved during this period with some compliments received from residents. 

·                    School closures were kept to a minimum, this was partly due to the schools being closed during the holiday period. 

·                    Some library closures were necessary, but one of these related to a heating problem and not the snow.

·                    Community Care activated their Prioritisation Plan and utilised 4x4 vehicle support to reach clients. 

·                    Feedback received from Parish and Town Councils highlighted a need both for themselves and West Berkshire Council to encourage a greater community effort from residents.

·                    Current projects included:

·                    Work with Parish and Town Councils and community groups to encourage local engagement.

·                    Work across the Thames Valley and with other neighbouring responders to ensure good practice was shared.

·                    Revising the Adverse Weather Plan as necessary.

Members queried whether the additional stocks of salt were adequate.  Mark Edwards explained that the salt level remained above the minimum requirement of 1400 tonnes for the Council.  The salt was stored in two locations, approximately 1500 tonnes was stored under cover in a barn at Chieveley, the remaining amount was uncovered.  Mark Edwards advised that it was the intention to seek an alternative location that would enable all the salt to be covered. 

Mark Edwards felt that the engagement of Parish and Town Councils was significant and made a real difference across the District.  They were pleased to be involved on issues such as the management of salt bins. 

Melvyn May explained that in response to the Commission’s recommendations from the review of the previous winter, attempts had been made to engage local farmers to provide assistance in the clearance of roads to help communities.  Unfortunately an approach to this had not been agreed.  This had been sought through the Thames and Kennet Machinery Ring (TKMR) and while they did offer assistance, this was only possible on an ad hoc basis and came with a charge of £40 per hour.  Further complications of such an approach were insurance issues and a need for adequate training.  The Council’s term contractor for highways, Volker, were willing to train farmers as sub contractors but there was little interest from TKMR in doing so. 

Councillor Jeff Brooks was pleased that efforts had been made with farmers and was of the view that these should be continued with the acceptance that this would be on an ad hoc basis.  Councillor Irene Neill added to this view by stating that farmers in her ward had indicated they would be willing to provide assistance.  The Commission therefore recommended that further efforts should be made.

Members were interested in the number of potholes reported and the success in repairing them.  Officers explained that 479 were reported over December 2010/January 2011 this was a decrease from the 678 reported for the same period a year earlier.  Melvyn May explained that it was necessary to temporarily plug the potholes as a permanent repair was not possible during the snow and low temperatures.  This had failed in some instances and, as a result, work was being undertaken with Volker to identify a separate method of plugging that had more permanence. 

The costs of repairing failed plugging work was covered by Volker who were willing to accept this risk during cold weather conditions.  Melvyn May offered to identify the number of repeat reports of pot holes to help understand the level of the issue.  Members felt this was important as a way of measuring the effectiveness of the contract.  Melvyn May advised that further quality checks were prohibited by resource limitations, but added that the Council had one of the best repudiation rates in the country when responding to third party insurance claims. 

Councillor David Betts went on to say that a good deal of work to permanently repair the roads was successfully completed during the summer months of 2010.  This was the ideal time to undertake this work and as a result the statistics for the number of roads needing attention had reduced dramatically – only 11% of rural roads required attention at this time. 

Councillor Emma Webster had received positive comments on the Council’s swift response to repair the pot holes. 

On the subject of salt bins, Melvyn May advised that both Council and Parish/Town Council bins had labels making it clear that the salt was not for private use.  Routine maintenance previously conducted by the Council on an annual basis had ceased, although any repairs etc would be seen to as and when necessary.  Some Parish and Town Councils had taken on responsibility for maintenance of the bins themselves.

In response to questions regarding mutual aid to other local authorities, Mark Edwards advised that contact was made by Cumbria County Council regarding a loan of salt and an offer was made to them should this be required.  This was not taken up and although low levels of salt were reported elsewhere, none was provided to other local authorities.  Mark Edwards added that an agreement had been reached across the Thames Valley should this be necessary and any loan of salt would be returned when the local authority concerned was able to do so. 

Members felt that the communication updates were very helpful and the frequent website updates invaluable. 

Councillor Brian Bedwell was pleased to note the level of work that had taken place in the last year, with much of it owing to the recommendations of the Commission.  This had reduced the number of issues being raised.  The issue of pot holes remained an irritant, but the efforts made to repair them were appreciated and Councillor Bedwell felt that the Commission should recommend work to identify alternative methods of repair be undertaken as indicated by Highway Officers. 

RESOLVED that:

(1)       The Head of Highways and Transport should ensure that the Council’s salt stock was stored in such a way so as to ensure it was entirely covered.

(2)       Further efforts should be made by Highways and Transport to engage local farmers to assist with clearing of roads during adverse weather. 

(3)       Melvyn May would identify the number of repeat reports of pot holes to help understand the level of the issue.

(4)       Highways and Transport Officers should continue with their work to identify alternative methods of repairing pot holes.