Agenda item

The Panel will consider a report about Winter Maintenance Services, including the link to Planning.

Contacts:

Mark Scarr, Head of Highways
Chris Johnson, Operational Manager, Highways Service
Kathryn Broadbent, Operational Manager, Highways Service

The Panel considered the update on Review of Winter Maintenance Services and the Link to Planningpresented by Mark Scarr- Head of Highways, Sue Proctor -Service Director, Highways and Street Scene, Environment and Climate Change, Kathryn Broadbent – Operational Manager, Street Scene and Housing. Chris Dows – Group Engineer, was also in attendance in relation to the link to planning and Cllr Paul Davies - Cabinet Member for Corporate were also in attendance.

Kathryn Broadbent gave a presentation to provide the Panel with an update on the provision of winter maintenance services and information on the link with planning and highlighted the following key points:

·       In 2021/22, the winter services were planned to operate for 27 weeks (extended from 24 weeks) from 18th October 2021 to mid-April 2022.

·       There were 25,000 tonnes of salt in stock (more than the minimum requirement) and the service looked after over 1,200 miles of road network.

·       The Audit Commission recommended that Councils should grit between 24% and 38% of their road networks.

·       Kirklees treated about 53% of its road network, exceeding the national average (30%) and the Audit Commission’s recommendations in order to reflect the districts challenging typography.

·       The normal gritting network consisted of main roads, main bus routes and steep routes that provided important links to main roads. The service was not responsible for private streets.

·       Gritting action was informed by a specialist forecast and the predictions of 4 weather stations placed in various locations across Kirklees.

·       Gritting took place on a forecast for freezing temperatures as road salt worked best when applied in advance of any snow fall or ice formation.

·       On marginal nights there were night patrols that checked the conditions (reporting back to the senior decision makers) and undertook localised gritting.

·       Usually gritting took place at 5am and 6pm, before and after rush hour.

·       In response to severe weather, operation switched from normal actives to concentrating ploughing efforts on main road and supporting emergency services.

·       As severe weather settles, work would be undertaken alongside operational teams within the council, (i.e.- street sweeping and bins) to focus on getting back to business as normal.

·       The recovery would focus on clearing key locations and prioritising access to hospitals, health centres and schools.

·       A key priority was keeping people informed about winter weather and to encourage early preparation.

·       The Twitter account, @kirkleeswinter, for example, was a well-known method of communication with the public, where regular updates were posted about the decisions taken, and gritting/night patrol activities.

·       The Council supported community gritting groups who helped vulnerable people by clearing roads and pavements locally to premises where elderly/disabled residents live and receive services.

·       There was an engagement session planned with the 24 local community gritting teams to identify how the support and information provided to them may be improved and to increase the number of groups in Kirklees.

·       The Council provided grit piles to farmers helped to clear lanes which were not on priority gritting routes supporting small communities and rural Businesses.

·       There were over 1450 grit bins in Kirklees to meet local Councillor’s priorities

·       Engagement was to be undertaken with Councillors to prepare bins and their locations for winter.

·       Schools were provided with key messages to provide to parents/carers to keep them informed, and information about school closures was published on the Councils website.

In response to the link to planning, Kathryn explained there was no specific consideration to routine winter maintenance, however all adoptable layouts were assessed to ensure waste collection vehicles can access developments. Highways had smaller vehicles that could be used in tighter residential estates if gritting or snow clearance was needed. During extreme weather and if resources permit – "hand grit" teams will be deployed in some residential areas

In the discussion to follow the Panel highlighted that there were significant housing developments across the district and asked how many would not be included on a gritting route. Concerns were also raised about Shepley health centre which was not on a priority to gritting route. In respect of the routes gritted and the number of local grit boxes, it was highlighted that it was important to build capacity for winter maintenance alongside the growth in housing.

Sue Proctor responded on the issue of housing developments and reassured the Panel that 53% of the network was gritted and this was for the benefit of all residents in Kirklees. This was not extended to new housing developments, and this was a common approach taken nationally and regionally. Parked cars on residential streets were also an issue, alongside that due to lack of vehicle traffic gritting was not as effective on these streets as regular traffic was required to activate the grit.

The Panel highlighted that the 53% of roads included in the gritting network would be reduced year by year as the local network increased alongside housing developments. In respect of grit bins, concerns were raised about communities being less able to support themselves unless more bins were provided.  The Panel also expressed that the lack of bins put increased pressures on ward councillors.

Sue Proctor took on board the Panels comments acknowledging that prioritising where to grit was difficult, but all services were currently stretched to capacity and during periods of severe weather the priority was on keeping the network running and keeping people safe. In order to change/ expand the gritting network a full service review would need to be undertaken.

The Panel requested that Cabinet Member, Cllr Paul Davies, raised the issue with the Cabinet. In response Cllr Davies acknowledged the challenges around housing growth, resources and capacity and agreed to discuss the Panels concerns further with the Strategic Director for Environment and Climate Change and the Cabinet Portfolio Holder for Environment.

The Panel noted that primary schools in Kirklees were commonly located on narrow side roads which were subject to high levels of footfall/traffic and asked about what was being done to keep residents accessing schools safe. 

Kathryn Broadbent explained that 66% of schools were within 50 metres of a main gritting route but appreciated that a number of primary schools were located on side roads. There were several primary schools with grit bins which the Council provided. Parents and schools worked together to distribute the grit and the Council encouraged that with the correct snow gear that children could get to school safely while enjoying the snow. The Panel welcomed comments agreeing it was important to allow children to learn through playing in snow in a safe way. 

In the discussion to follow, the Panel highlighted that people feel safe when they have a grit bin nearby, and that there were concerns about how residents might feel if grit bins were to be moved from one location to another.  The Panel further requested that a map be provided to ward councillors which showed the location of grit bins.  A question was also asked about the issue of the excessive emptying of some grit bins and how this could be prevented.

Kathryn Broadbent explained that maps (showing the locations of grit bins) would be provided to ward councillors at an upcoming engagement session. Kathryn agreed that grit bins required communities to move and place grit but explained that the council did assess how much grit was being used and highlighted that in some cases, the grit was underused. In relation to the issue of emptying of grit bins Kathryn explained that the bins were open to public use on a trusting basis that grit would be shared fairly amongst communities.  

Responding to further concerns raised about the new housing developments, Kathryn highlighted that some large residential developments are managed by companies which maintain shared areas and there is an arrangement where those companies will provide grit bins to those residents and highlighted this could be an option to be perused on larger developments.

Mark Scarr expressed his understanding of the concerns around grit bins and on ensuring that the grit was used in the location it was provided for. He also explained that some research had been undertaken in respect of grit bins in other local authority areas. This data had shown that Kirklees provided significantly more grit bins than neighbouring authorities. The Panel noted that this was positive, but it was important to consider population sizes of other local authorities in comparison to the amount of grit bins needed.

The Panel asked what criteria was used for certain side/B roads explaining that over the previous winter period that there were reports of public service workers being unable to get to work safely as they lived on side roads which were not gritted.

Kathryn Broadbent explained that in periods of severe winter weather that the first priority was to stabilise the main gritting route before  clearing other streets taking a planned and co-ordinated approach with other highways teams such as waste disposal to get back to business as normal as quickly as possible. Where the Service were made aware of a significant number of key workers and emergency staff who were unable to get to work safely, hand-gritting teams may be deployed where resources allowed.

Considering the concerns raised during the discussion, the Panel put forward the need to reassess the existing policy and recommended that the Cabinet considered whether winter maintenance could be an item for growth in the budget.

The Panel further highlighted that active travel routes required specific maintenance during winter and work needed to be done to ensure these were safe and kept clear. In respect of the link to Planning, the Panel suggested that a supplementary planning document (SPD) be provided placing the ownness on development companies to provide grit bins to developments of a certain size.

Sue Proctor responded to comments about grit piles and advised that the Council worked with communities to help them understand how to use the resource. Recognised the importance of ensuring the grit bins were filled regularly but reiterated that due to the high number of grit bins in Kirklees that it could take up to 3 weeks to refill them all, whilst dealing with other issues such as highways repairs and clearing with snow and ice on priority routes. Expressed understanding to Panel members concerns and the value of their input. In respect of the issue of active travel, Sue acknowledged that this was a new priority and challenge to the highway’s authority in accordance. The new demand of the service came alongside the climate change agenda and recognised the importance in maintain active travel routes.

Chris Dows responded to the Panels question on the scope of what can be included under a section 106 or a supplementary planning document in relation to large housing developments and winter maintenance. He advised that providing grit bins was not required to make a planning test but suggested that this issue needed clarifying further with planning policy officers.

RESOLVED:

The Panel noted the contents of the report, and it was agreed that:

1.    A network review be undertaken in respect of the criteria required for roads to be included on a gritting route.

2.    The Cabinet should assess the current policy for winter maintenance and consider this as an item for growth in the budget.

3.    The Strategic Director for Environment and Climate Change and the Cabinet Portfolio Holder for Environment be informed of the challenges around housing growth, resources and capacity for winter maintenance.

4.    Clarification be provided to the Panel in respect of the scope for winter maintenance provisions in Supplementary Planning Documents and Section 106 Notices.

5.    The maintenance of Active travel routes during winter should be provided for.

6.    A response be made to Cllr Taylor in respect of Shepley Health Centre.