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CHILTERN DISTRICT COUNCIL

Council Offices, King George V Road, Amersham,


Buckinghamshire, HP6 5AW
Telephone: 01494 729000 DX: 50711
Fax: 01494 586506
Website: www.chiltern.gov.uk
Email: info@chiltern.gov.uk

Housing & Planning Overview Committee

Tuesday, 6th July, 2010 at 6.30 pm

Large & Small Committee Room, Council Offices, King George V Road,
Amersham

AGENDA

1 Evacuation Procedures

2 To note the appointment of the Committee and the appointment a


Chairman of the Community and Environment Overview Committee as
agreed at Annual Council on 18 May 2010.

3 To note the appointment of the Vice Chairman of the Committee for the
ensuing year.

4 Minutes
To sign the Minutes of the meeting held on 20 April 2010, previously
circulated.

5 Apologies for Absence

6 Declarations of Interest

7 Forward Plan and Work Programme (Pages 1 - 2)


Appendix 7 (Pages 3 - 16)

Support Officer: Mathew Bloxham (01494 732143; email: mbloxham@chiltern.gov.uk)


8 The Annual Car Parking Report (Pages 17 - 18)
Appendix 8 (Pages 19 - 28)
Appendix 8.1 (Pages 29 - 30)

9 Free Charging Period for Parish Councils attached (Pages 31 - 32)


Appendix 9 (Pages 33 - 36)

10 Car Park Winter Maintenance (Pages 37 - 38)


Appendix 10 (Pages 39 - 44)

11 Exclusion of the Public


To resolve that under Section 100(A)(4) of the Local Government Act 1972
the public be excluded from the meeting for the following item(s) of
business on the grounds that they involve the likely disclosure of exempt
information as defined in Part I of Schedule 12A of the Act

12 Private Reports (if any)

13 Review of Housing Allocations and Homelessness (Pages 45 - 46)


Appendix 13 (Pages 47 - 60)

Note: All Reports will be updated orally at the meeting if appropriate and may be
supplemented by additional reports at the Chairman’s discretion.

Membership: Housing & Planning Overview Committee

Councillors: Mrs J A Burton (Chairman)


Mrs D I Allen (Vice-Chairman)
Mrs E L Bamford
Mrs V G Head
M J King
G P Peters
D W Phillips
P T Priestley
P N Shepherd
C J Wertheim

If you would like this document in large print or an


alternative format please contact 01494 732145; email
chiefexecs@chiltern.gov.uk

Support Officer: Mathew Bloxham (01494 732143; email: mbloxham@chiltern.gov.uk)


Item 7

CHILTERN DISTRICT COUNCIL


HOUSING AND PLANNING OVERVIEW – 6 JULY 2010

Background Papers, if any, are specified at the end of the Report

FORWARD PLAN & WORK PROGRAMME


Contact Officer: Mathew Bloxham (01494 732143)

Matter for Consideration

RECOMMENDATION

To review the Work Programme and to identify potential topics for


review from the Forward Plan.

1 The following items remain outstanding on the Work Programme of the


Committee:

1. Any future reports on parking; both on and off-street; and,


2. Chiltern District Housing Strategy.

2 Members are asked to note the extra meeting of the Housing and
Planning Overview Committee that will be held on 7 September 2010
at 6:30pm. The Committee would consider the Chiltern District Council
Development Framework - Draft Core Strategy at this meeting.

3 Members are requested to look at the Draft Forward Plan for August to
November 2010 – attached as Appendix 7 – to identify potential topics
for review. Any updates will be reported at the meeting.

Background Papers: None

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Page 2
Appendix 7
CHILTERN DISTRICT COUNCIL – FORWARD PLAN

Background
The Forward Plan sets out the key (major) decisions that the Cabinet (or
officers acting under delegated powers) are expected to take over the next
four months. It is updated and republished once a month and represents a
snapshot of the decisions in the system at the publication date.

Key Decision
The Council’s Constitution defines a ‘Key’ Decision as any decision taken in
relation to a function that is the responsibility of the Cabinet and which is likely
to:-
 involve income or expenditure of £30,000 or more; and/or
 have a significant impact on the community in two (or more) electoral
wards.

Non-Key Decisions
As a matter of good practice, Chiltern District Council's Forward Plan includes
other items – in addition to Key Decisions – that are to be considered by the
Cabinet. This additional information is provided to inform local residents of all
matters to be considered.

Overview Committees
In order to support the work of the Cabinet and to enhance decision-making,
reports pertaining to Key Decisions are usually presented to an Overview
Committee for comment before going to the Cabinet. As such, the Forward
Plan also includes information on which Overview Committee will also
consider the report, and on what date.

The Council’s three Overview Committees are:


 Community & Environment (C&E)
 Housing & Planning (H&P)
 Performance & Resources (P&R)

Representations
The Forward Plan aims to give the public the opportunity to know what
decisions are to be taken and who is taking them. These decisions are taken
in public, unless there are special reasons, such as confidentiality.

Each item in the Forward Plan gives the name of the person who can be
contacted in order to make representations or request further information,
together with that person's contact details.

Reports
The reports, once published, are available on the Council's website and can
also be inspected during office hours at the Council Offices.

For further information regarding the Forward Plan please contact:


chiefexecs@chiltern.gov.uk

Page 3
TO BE PUBLISHED: 15 JUNE 2010

Items newly added to the Forward Plan are marked (NEW)


All Contact Officers have a chiltern.gov.uk email. Simply use the first initial followed by the first 7 letters of the surname, i.e. agoodrum@chiltern.gov.uk.

Cabinet Meetings: 1 July 2010 and 20 July 2010

LEADER (COUNCILLOR N M ROSE) 20 July 2010


Key Contact Officer and
Decision Date to Date to Telephone Number
(Y/N) Subject Overview Cabinet Main Consultees Background Papers (01494)
Y Budget Approach (NEW) 1 July Alison Howes:732260
End of Year Performance Report 2010/11: an update Alan Goodrum: 732001
N 20 July
on performance against the Council’s Key Objectives James Streeter: 732779

COMMUNITY PARTNERSHIPS (COUNCILLOR N L BROWN) 20 July 2010


Key Contact Officer and
Decision Date to Date to Telephone Number
Page 4

(Y/N) Subject Overview Cabinet Main Consultees Background Papers (01494)


MARAC (Multi-Agency Risk Assessment Conference)
and Information Sharing Protocol update: To get
delegated power by Head of Health and Housing and Gill Gowing: 732051
N 20 July Thames Valley Police MARAC protocol
Portfolio Holder for Community Safety for sign off of Katie Galvin: 732265
MARAC protocol and any future updates of both the
Information Sharing Protocol and MARAC protocol.

Appendix 7
TO BE PUBLISHED: 15 JUNE 2010

HEALTH AND HOUSING (COUNCILLOR MRS I DARBY) 20 July 2010


Key Contact Officer and
Decision Date to Date to Telephone Number
(Y/N) Subject Overview Cabinet Main Consultees Background Papers (01494)
Review of Housing Allocations and Homelessness: to
Y H&P: 6 July 20 July Michael Veryard: 732200
review the arrangements with Paradigm (NEW)
Transforming Day Care Services: update on the
Y proposals for the Transformation of Day Care Services 20 July Martin Holt: 732055
(NEW)
Food and Health and Safety Business Plans: Annual
business plans for the food and health and safety
services detail the proposed work for the coming year
Y 20 July Ian Snudden: 732057
and act as a review of service demand for the previous
year's work. Business plans to gain approval from
Executive (NEW)
Page 5

YOUNG PEOPLE, LEISURE, COMMUNITY AND COMMUNICATIONS (COUNCILLOR MRS M HARKER) 20 July 2010
Key Contact Officer and
Decision Date to Date to Telephone Number
(Y/N) Subject Overview Cabinet Main Consultees Background Papers (01494)
Partnership agreement with Chalfont Community
Y College, Nexus & Chiltern: use of the Chalfont Leisure 20 July Paul Nanji: 732110
Centre by the College during school time
Transfer of Prestwood Sports and Leisure Lease: to
N agree to transfer the PSLA lease to another Charitable 20 July Martin Holt: 732055
Organisation

Appendix 7
TO BE PUBLISHED: 15 JUNE 2010

PLANNING AND TRANSPORT (COUNCILLOR MRS L M SMITH) 20 July 2010


Key Contact Officer and
Decision Date to Date to Telephone Number
(Y/N) Subject Overview Cabinet Main Consultees Background Papers (01494)
Delegation of Powers to the Head of Building Control to
set Building Regulation Charges under The Building
Y 20 July Peter Finney: 732035
(Local Authority Charges) Regulations 2010: new
regulations require renewal of delegated powers (NEW)
Free charging period for Parish Councils: To establish
N a mechanism for the free period to be charged to H&P: 6 July 20 July Oliver Asbury: 732066
Parish Councils fairly

ENVIRONMENTAL MANAGEMENT AND ENGINEERING (COUNCILLOR M R SMITH) 20 July 2010


Key Contact Officer and
Decision Date to Date to Telephone Number
(Y/N) Subject Overview Cabinet Main Consultees Background Papers (01494)
Page 6

Chesham Moor Public Convenience Viability: to Review


Y the viability of refurbishing the Public Convenience at 20 July Chris Payne: 732069
the Moor in Chesham (NEW)

FINANCIAL AND RESOURCE MANAGEMENT (COUNCILLOR M STANNARD) 20 July 2010


Key Contact Officer and
Decision Date to Date to Telephone Number
(Y/N) Subject Overview Cabinet Main Consultees Background Papers (01494)
Y Update on Savings Options (NEW) 1 July Alison Howes:732260
Y Capital Resources (NEW) 1 July Alison Howes:732260
Y Budget Approach (NEW) 1 July Alison Howes:732260
Treasury Management Report - April to June 2010
N (Information item): update on treasury management 20 July Gary Martin: 732243
activity in the quarter (NEW)
Regulation of Investigatory Powers Act (RIPA): Annual
N 20 July Sue Markham: 732203

Appendix 7
report (NEW)
TO BE PUBLISHED: 15 JUNE 2010

Note: There is not a Cabinet meeting currently scheduled for August

Cabinet Meeting: 14 September 2010

LEADER (COUNCILLOR N M ROSE) 14 September 2010


Key Contact Officer and
Decision Date to Date to Telephone Number
(Y/N) Subject Overview Cabinet Main Consultees Background Papers (01494)
Medium Term Financial Strategy: to consider and
Y P&R: 2 Nov 14 Sept Alison Howes:732260
approve the Medium Term Financial Strategy (NEW)
Local Development Framework - Draft Core Strategy
and Associated Sustainability Appraisal: To consider
Y H&P: 7 Sept 14 Sept Phil King: 732269
the draft Core Strategy and associated Sustainability
Appraisal for Publication
Local Development Framework: Revised timetable for
the production of the Core Strategy and the Delivery
DPD (Proposed update and revision to the agreed
N 14 Sept Phil King: 732269
Local Development Scheme May 2009): To inform the
Page 7

Cabinet of the changes to the production timetable of


the Core Strategy and Delivery DPD

COMMUNITY PARTNERSHIPS (COUNCILLOR N L BROWN) 14 September 2010


Key Contact Officer and
Decision Date to Date to Telephone Number
(Y/N) Subject Overview Cabinet Main Consultees Background Papers (01494)

Appendix 7
TO BE PUBLISHED: 15 JUNE 2010

HEALTH AND HOUSING (COUNCILLOR MRS I DARBY) 14 September 2010


Key Contact Officer and
Decision Date to Date to Telephone Number
(Y/N) Subject Overview Cabinet Main Consultees Background Papers (01494)
Chiltern District Council Housing Strategy: to consider
Y 14 Sept Michael Veryard: 732200
the draft strategy for adoption by Council
Food and Health and Safety Business Plans: the
Y Cabinet will be asked to agree the Plans and 14 Sept Ian Snudden: 732057
enforcement Policies (NEW)
Concessionary Travel: To update on transfer of
responsibility of statutory element (bus pass) to Bucks
Y P&R: 2 Nov 14 Sept Alison Howes:732260
County Council and to consider Chiltern’s discretionary
scheme (NEW)

YOUNG PEOPLE, LEISURE, COMMUNITY AND COMMUNICATIONS (COUNCILLOR MRS M HARKER) 14 September 2010
Page 8

Key Contact Officer and


Decision Date to Date to Telephone Number
(Y/N) Subject Overview Cabinet Main Consultees Background Papers (01494)
Community Grants: report relating to community Grants
that require agreement by Cabinet as result of issues
Y 14 Sept Paul Nanji: 732110
raised during the delegated process to decide the
grants (NEW)
Service Level Agreement Review: consideration of
Y C&E: 27 July 14 Sept Martin Holt: 732055
SLAs with the Third Sector (NEW)
Leisure Centre Capital Expenditure: to report the
outcome of the 5 yearly structural, mechanical and
electrical LC survey which included energy options. To Oliver Asbury: 732066
Y C&E: 27 July 14 Sept
seek approval of the required capital expenditure and Martin Holt: 732055
to seek approval for funding for the recommended /
higher priority (spend to save) energy options
CLAB Annual Leisure monitoring report: annual
Y C&E: 27 July 14 Sept Martin Holt: 732055
monitoring of the leisure contract (NEW)

Appendix 7
TO BE PUBLISHED: 15 JUNE 2010

PLANNING AND TRANSPORT (COUNCILLOR MRS L M SMITH) 14 September 2010


Key Contact Officer and
Decision Date to Date to Telephone Number
(Y/N) Subject Overview Cabinet Main Consultees Background Papers (01494)
Building Control – Joint Working with Wycombe District
Council Hybrid Options: options for joint working
Y 14 Sept Peter Finney: 732035
following the deferment of the joint working decision by
Wycombe
Local Development Framework: Revised timetable for
the production of the Core Strategy and the Delivery
DPD (Proposed update and revision to the agreed
N 14 Sept Phil King: 732269
Local Development Scheme May 2009): To inform the
Cabinet of the changes to the production timetable of
the Core Strategy and Delivery DPD

ENVIRONMENTAL MANAGEMENT AND ENGINEERING (COUNCILLOR M R SMITH) 14 September 2010


Page 9

Key Contact Officer and


Decision Date to Date to Telephone Number
(Y/N) Subject Overview Cabinet Main Consultees Background Papers (01494)
Car Park Winter Maintenance: to agree new policy
Y H&P: 6 July 14 Sept Oliver Asbury: 732066
(Private Report) (NEW)
Annual Car Parking Report – On and Off Street: update
N H&P: 6 July 14 Sept Oliver Asbury: 732066
on previous year’s activities (NEW)

FINANCIAL AND RESOURCE MANAGEMENT (COUNCILLOR M STANNARD) 14 September 2010


Key Contact Officer and
Decision Date to Date to Telephone Number
(Y/N) Subject Overview Cabinet Main Consultees Background Papers (01494)
Leisure Centre Capital Expenditure: to report the
outcome of the 5 yearly structural, mechanical and
electrical LC survey which included energy options. To Oliver Asbury: 732066
Y C&E: 27 July 14 Sept
seek approval of the required capital expenditure and Martin Holt: 732055
to seek approval for funding for the recommended /

Appendix 7
higher priority (spend to save) energy options
Y Capital Strategy 2010/11 to 2014/15 (NEW) 14 Sept Gary Martin: 732243
TO BE PUBLISHED: 15 JUNE 2010

Cabinet Meeting: 19 October 2010

LEADER (COUNCILLOR N M ROSE) 19 October 2010


Key Contact Officer and
Decision Date to Date to Telephone Number
(Y/N) Subject Overview Cabinet Main Consultees Background Papers (01494)

COMMUNITY PARTNERSHIPS (COUNCILLOR N L BROWN) 19 October 2010


Key Contact Officer and
Decision Date to Date to Telephone Number
Page 10

(Y/N) Subject Overview Cabinet Main Consultees Background Papers (01494)

HEALTH AND HOUSING (COUNCILLOR MRS I DARBY) 19 October 2010


Key Contact Officer and
Decision Date to Date to Telephone Number
(Y/N) Subject Overview Cabinet Main Consultees Background Papers (01494)

Appendix 7
TO BE PUBLISHED: 15 JUNE 2010

YOUNG PEOPLE, LEISURE, COMMUNITY AND COMMUNICATIONS (COUNCILLOR MRS M HARKER) 19 October 2010
Key Contact Officer and
Decision Date to Date to Telephone Number
(Y/N) Subject Overview Cabinet Main Consultees Background Papers (01494)

PLANNING AND TRANSPORT (COUNCILLOR MRS L M SMITH) 19 October 2010


Key Contact Officer and
Decision Date to Date to Telephone Number
(Y/N) Subject Overview Cabinet Main Consultees Background Papers (01494)

ENVIRONMENTAL MANAGEMENT AND ENGINEERING (COUNCILLOR M R SMITH) 19 October 2010


Page 11

Key Contact Officer and


Decision Date to Date to Telephone Number
(Y/N) Subject Overview Cabinet Main Consultees Background Papers (01494)
Council Office Structural, Mechanical, Electrical Survey
with Energy Options Report :To review the SM&E
Y survey of the Council offices and its recommended 19 Oct Oliver Asbury: 732066
planned maintenance profile with energy improvement
options (NEW)
Chiltern Pools and Chiltern Avenue, Car Park Lighting
upgrade: Further to the review car park lighting options
and the subsequent work at Link Road, East Street and
N C&E: 24 Sept 19 Oct Oliver Asbury: 732066
Star Yard this report requests Cabinet agree the
preferred lighting equipment for Chiltern Avenue and
Chiltern Pools, Amersham
AMSCP – LED Lighting Experimental Project Review:
To report back on the successful outcome of the
N AMSCP LED internal lighting installation and to agree C&E: 24 Sept 19 Oct Oliver Asbury: 732066

Appendix 7
ongoing monitoring rather than 18 month post
installation review (NEW)
TO BE PUBLISHED: 15 JUNE 2010

FINANCIAL AND RESOURCE MANAGEMENT (COUNCILLOR M STANNARD) 19 October 2010


Key Contact Officer and
Decision Date to Date to Telephone Number
(Y/N) Subject Overview Cabinet Main Consultees Background Papers (01494)
Council Office Structural, Mechanical, Electrical Survey
with Energy Options Report :To review the SM&E
Y survey of the Council offices and its recommended 19 Oct Oliver Asbury: 732066
planned maintenance profile with energy improvement
options (NEW)
Y Capital Programme Review 2010/11 to 2014/15 (NEW) 19 Oct Gary Martin: 732243
Repairs & Renewals Fund Review 2010/11 to 2011/12
Y 19 Oct Gary Martin: 732243
(NEW)
Asset Management Plan: the corporate document
N detailing existing asset management arrangements and 19 Oct Oliver Asbury: 732066
planned action to improve corporate asset use (NEW)
Treasury Management Report - July to September
N 2010 (Information item): update on treasury 19 Oct Gary Martin: 732243
Page 12

management activity in the quarter (NEW)

Appendix 7
TO BE PUBLISHED: 15 JUNE 2010

Cabinet Meeting: 30 November 2010

LEADER (COUNCILLOR N M ROSE) 30 November 2010


Key Contact Officer and
Decision Date to Date to Telephone Number
(Y/N) Subject Overview Cabinet Main Consultees Background Papers (01494)

COMMUNITY PARTNERSHIPS (COUNCILLOR N L BROWN) 30 November 2010


Key Contact Officer and
Decision Date to Date to Telephone Number
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(Y/N) Subject Overview Cabinet Main Consultees Background Papers (01494)

HEALTH AND HOUSING (COUNCILLOR MRS I DARBY) 30 November 2010


Key Contact Officer and
Decision Date to Date to Telephone Number
(Y/N) Subject Overview Cabinet Main Consultees Background Papers (01494)

Appendix 7
TO BE PUBLISHED: 15 JUNE 2010

YOUNG PEOPLE, LEISURE, COMMUNITY AND COMMUNICATIONS (COUNCILLOR MRS M HARKER) 30 November 2010
Key Contact Officer and
Decision Date to Date to Telephone Number
(Y/N) Subject Overview Cabinet Main Consultees Background Papers (01494)

PLANNING AND TRANSPORT (COUNCILLOR MRS L M SMITH) 30 November 2010


Key Contact Officer and
Decision Date to Date to Telephone Number
(Y/N) Subject Overview Cabinet Main Consultees Background Papers (01494)
Page 14

ENVIRONMENTAL MANAGEMENT AND ENGINEERING (COUNCILLOR M R SMITH) 30 November 2010


Key Contact Officer and
Decision Date to Date to Telephone Number
(Y/N) Subject Overview Cabinet Main Consultees Background Papers (01494)
Annual Energy Report 2009/10: To update Members on
energy (gas and electricity) trends across Council
functions. This report will include the Display Energy
N C&E: 23 Nov 30 Nov Oliver Asbury: 732066
Certificates legally required for our portfolio and figures
submitted under NI 185 (Reduction in CO2 emissions
from local authority operations) (NEW)

Appendix 7
TO BE PUBLISHED: 15 JUNE 2010

FINANCIAL AND RESOURCE MANAGEMENT (COUNCILLOR M STANNARD) 30 November 2010


Key Contact Officer and
Decision Date to Date to Telephone Number
(Y/N) Subject Overview Cabinet Main Consultees Background Papers (01494)

The next Forward Plan will be published on 15 July 2010


Page 15

Appendix 7
Appendix 7

Councillor N M Rose – Leader


Political Leadership, Policy Direction and Coordination, Sustainable Community Strategy, Core Strategy,
Vision, Performance Management, Overall Financial Strategy, Comprehensive Area Assessment, Joint
Working, Working with Towns and Parishes, Urgent Items, Total Place, Council Tax, Personnel and
Workforce Development, Member Services.

Councillor N L Brown – Community Partnerships


Community Cohesion Strategy, Markets, Licensing (including Gambling Act), Setting of Hackney Carriage
Fares, Older People, Liaison with Thames Valley Police, Health and Safety (Internal), Community Safety
Partnership Plan, CCTV, Emergency Planning, Business Continuity, Anti Social Behaviour, Neighbourhood
Action Groups.

Mrs I Darby – Health and Housing


Housing Strategy, Homelessness, Housing and Council Tax Benefits, Benefit Fraud, Demand Responsive
– Transport, Concessionary Fares, Environmental Health, Food Law Enforcement Plan, Health Promotion,
Pest Control Service, Dog Control Service.

Councillor Mrs M Harker – Young People, Leisure, Community and Communications


Community Grants policy and awards, Discretionary Rate Relief, Community and Sports Development,
Monitoring the Leisure Contract, Liaison with the voluntary sector, Children and Young People’s Plan,
Youth Action Plan, External and Internal Communications, Consultation, Marketing, CAB, Customer
Services.

Councillor Mrs L M Smith – Planning and Transport


Regional Planning, Local Development Framework (excluding Core Strategy), Community Appraisals and
Market Town Health groups/revitalisation groups, Local Area Forums, Local Business Links, Rural Issues,
Chilterns AONB, Trees, Conservation Areas, Historic Buildings and Monuments (Policy), Transport Policy,
Gypsies and Travellers, Travelling Showmen, Building Control, Business Engagement, Business
Champion.

Councillor M R Smith – Environmental Management and Engineering (Deputy Leader)


Reducing and Managing Waste, Grounds Maintenance and Street Cleaning, Public Conveniences,
Abandoned Cars, Fly tipping, Air Quality, Contaminated Land Strategy, Burial & Cremation Services,
Cemeteries, Climate Change, Paper Sort Facility, Joint Waste Working, Asset and Facilities Management,
Surface Water Management, On and Off Street Parking including CEA, Street Naming and Numbering,
Energy Management and Energy Advice, Carbon Reduction.

Councillor M Stannard – Financial and Resource Management


Budget, Treasury Management, Capital Strategy, Central Support Services, Financial Management,
Financial Monitoring, NNDR, Legal Services, Land Charges, Local Government Superannuation Scheme,
Data Protection, Access to Information, Transformation, Information Communication Technology, Local
Land and Property Gazetteer, Geographic Information System, Data Quality, Information Management,
FOI, Regulation of Investigatory Powers, Procurement.

All Members of the Cabinet are responsible for implementing the Council's objectives and corporate
policies, for example equalities (the GARDE scheme).

Page 16
Item 8

CHILTERN DISTRICT COUNCIL


HOUSING & PLANNING OVERVIEW COMMITTEE – 6 JULY 2010

Background Papers, if any, are specified at the end of the Report

ANNUAL CAR PARKING REPORT


Contact Officer: Oliver Asbury 01494 732066

RECOMMENDATIONS

That Members comment on the draft report to Cabinet.

Report

1 A draft report for Cabinet on 14 September 2010 is attached as


Appendix 8.

2 Under the Council’s obligations from Part 6 of Traffic Management Act


2004 this information report will be sent to the Department for
Transport.

Background Papers: None

Page 17
Page 18
Appendix 8

CHILTERN DISTRICT COUNCIL


CABINET 20 JULY 2010

Background Papers, if any, are specified at the end of the Report

ANNUAL CAR PARKING REPORT (2009/10)


Contact Officer: Oliver Asbury 01494 732066

RECOMMENDATIONS

1 That Members note this report which combines both on and


off-street parking.

2 That Members note that under the Traffic Management Act


2004 this report will be submitted to the Department for
Transport.

Relationship to Council Objectives

Objective 1: Efficient and effective customer focussed services.


Objective 3: Conserve the environment and promote sustainability.

Implications

(i) Not a key decision.

(ii) Within the Policy and Budgetary Framework.

Financial Implications

There are no direct financial implications associated with this report.

Risk Implications

There are no direct risk implications associated with this report.

Equalities Implications

Parking for Blue Badge holders is provided throughout all Council


owned/managed car parks and national exemptions are provided on-
street within the District.

Sustainability Implications

There are no direct sustainability implications associated with this


report.

Page 19
Appendix 8

Report

1 It is practice to present Members with a report on the operation of the


off and on-street parking functions. This report was last presented in
September 2009.

2 CDC are now required to report annually to Central Government on the


Council’s on and off-street parking management statistics.

3 Members are asked to note this report which will be forwarded to the
Department for Transport in September 2010.

Off-Street Parking

4 The Council operates 18 car parks. In addition, the Council Office car
park is accessible to the public for use free of charge after 5.30pm
weekdays and through weekends and bank holidays.

5 There is a total availability of 2,521 spaces which includes disabled


spaces but excludes the Council Office car park which has a further
177 spaces.

6 All of the car parks are owned by this Council except for Buryfields Car
Park which is leased from the Great Missenden Parish Council until
2013 and Chesham Station Car Park which is leased from London
Underground until March 2012.

Finance

7 A tariff increase was brought into effect on 1 April 2010 which


increased only the 1 and 2 hours bands from 50p and £1 to 60p and
£1.20 respectively. No changes to season tickets were made.

8 The policy for off-street car parking requires that charges be set at a
level that, as a minimum, covers the total cost of the operation of the
off-street car parks and, as required by the Council’s financial strategy,
generates an income stream to support the Council’s revenue budget
thereby reducing the financial impact on Council Tax payers.

9 The Off-Street Car Parking out-turn figures shown in the table below for
2009/10 (although below original budgets) do show a further increase
on 2008/09 of £56,000.

2008/09 2009/10 2009/10 2009/10


Surplus Income Expenditure Surplus
£ £ £ £
(305,550) Surface Car Parks (937,959) 551,614 (386,345)
(307,289) Amersham Multi (619,150) 337,218 (281,932)
Storey Car Park
(612,839) Total (1,557,109) 888,832 (668,277)

Page 20
Appendix 8

10 Under a parking arrangement Chiltern District Council currently have


with Buckinghamshire County Council, Penalty Charge Notice (PCN)
income from off-street enforcement is credited to the on-street Civil
Enforcement Area (CEA) account.

11 PCN performance is monitored through on-street operations and


accounted for in the on-street account and is covered later in the
report.

Security Issues

12 On 12th December 2006 the ‘Park Mark’ award was gained for all
Chiltern District Council car parks. This award is presented on behalf of
the Association of Chief Police Officers for England, Wales, Northern
Ireland and Scotland.

13 The award advises the public that our car parks have been assessed
by an independent body and demonstrate a high standard of service
and, in particular, a high level of customer security.

14 The District’s CCTV which is maintained by Chiltern District Council is


monitored by Wycombe District Council for use by Thames Valley
Police.

General

15 The Civil Enforcement Officers are responsible for both on-street and
off-street parking enforcement, covering a minimum of 6 days each
week on a rota basis.

16 Their most important off-street duties which the Parking Manager


supervises are to ensure that a high standard of health and safety are
maintained and to check compliance with car park regulations.

17 The CEOs on and off-street activities includes being the “eyes and
ears” of the Council by reporting vehicles without valid road fund
licence, reporting graffiti, road defects, rubbish/fly tipping as well as
giving advice and directions to the public and motorists, offering first
aid when needed and working with the Police in reporting and
collecting evidence to assist in protecting the community.

18 The Parking Manager is responsible for the overall parking


management which includes managing all the CEOs and back office
functions.

19 A review/appraisal of the overall parking function in February 2010


concluded that the management and operation of the service is
effective and appropriate. The review sought to address any

Page 21
Appendix 8

inconsistencies. The review identified that CDCs parking function was


performing at levels expected in central London.

Health and Safety

20 Equipment and working procedures have been reviewed and the


Council’s responsibilities under the Health and Safety at Work Act 1974
(HASWA 1974) and the Management of Health and Safety at Work
Regulations 1999 (MHSWR 1999) regarding this function are being
managed and are regularly addressed through ongoing reviews.

Training

21 To continually offer a high level of service, in what can be very difficult


and, in some cases confrontational situations, the CEOs are trained or
being trained to NVQ (now City and Guilds) in parking.

22 During 2009/10 the CEOs received the following training:

• City and Guilds level 2 CEO course


• IT Training

23 The establishment for the Parking Section is 1 Parking Manager, 5.67


full time equivalent with 0.68 P/T temporary Civil Enforcement Officers
(CEOs) and 2 Notice Processing Assistants (currently 1 NPA is part
time).

Parking Facilities for Parents Dropping off School Children –


(‘Go For Gold’)

24 Within the District we currently operate seven ‘Go for Gold’ schemes.
This scheme was approved at the Executive meeting on 3rd September
2002 (Minute 111). These schemes are designed to enable parents to
park free of charge for an agreed time (which depends on the distance
from the car park to the school) and then walk their children to school
along a designated route.

25 Such schemes currently operate within the car parks at Great


Missenden (Link Road), at Chesham (Water Meadow), at Chalfont St
Peter (Church Lane) and Chalfont St Giles (Blizzards Yard), Amersham
(Sycamore Road), Amersham Old Town (Dovecote Meadow) and
Prestwood (High Street).

Developments made within the Parking Section’s Management


and Operation this year

26 Star Yard Car Park’s lighting was upgraded in March 2010 with the
lining refreshed and upgraded around the recycling area.

Page 22
Appendix 8

27 The main internal lighting at the Amersham Multi-Storey Car Park was
upgraded to LED lighting in December 2009 with further work
upgrading the emergency lighting in March 2010. The LED lighting is
currently under review. Initial indications are that 50% energy savings
equating to £10,000 per year are being achieved.

28 The recycling area in Church Lane Car Park was rationalised to


improve its appearance and ease of use.

29 In November 2009 Cabinet agreed to continue with the Verrus /


paybyphone system of cashless payment for parking in all the Council
operated car parks, by entering into a 4 year contract with Verrus /
Paybyphone with an appraisal of the service in 3 ½ years (May 2013).

Charging Hours

30 Charges for the Council’s off-street car parks apply from 7.30am to
6.00pm Mondays to Saturdays.

31 Currently no charge is made on Sundays and Bank Holidays in Chiltern


District Council’s car parks. Aylesbury Vale DC do not charge for
Sundays or Bank Holidays. Wycombe DC charge between £1 and
£1.50 per day in their busiest car parks on Sundays and Bank Holidays
with the rest remaining free. South Bucks DC charge £1 in all car parks
during those periods.

On-Street Parking

32 The decision was made by the Executive on 9 March 2004 (Minute


219) to proceed with the Special Parking Area (SPA) (now CEA). An
agreement was entered with Buckinghamshire County Council as to
how the CEA would operate.

33 The agreement with the County Council set out a framework of how the
CEA should operate with delegation over management made to
Chiltern District Council. Parking statistics are discussed monthly with
BCC.

34 Operation of the CEA commenced on 1 September 2005.

35 On the 22 March 2010 and with only limited prior discussion,


Buckinghamshire County Council (BCC) informed CDC that they wish
to be the authority that manages all on-street parking and enforcement.
Therefore the agreement with Chiltern District Council (CDC) to
manage the Civil Enforcement Area will be terminated.

36 CDC is and will continue to be responsible for our off-street car parks
within the District.

Page 23
Appendix 8

37 The implication of BCC's decision is that by 1 April 2012 at the latest,


CDC will cease to have any involvement in the management and
enforcement of on-street parking.

38 Since BCC will in future be solely responsible for on-street parking


management and enforcement, BCC rather than CDC will be
responsible for taking forward any changes to existing or creating new
parking restrictions.

39 Requests for amendments to current restrictions or for new restrictions


such as residents’ parking permits are now being directed to BCC.

Finance

40 On-street income mainly results from Penalty Charge Notices (PCNs)


issued for parking contraventions with a small section of short-stay Pay
and Display in Whieldon Street Old Amersham.

41 The Chiltern CEA is legally required to operate under the original


agreement signed between the District and County Council which
requires it to be self financing. However, under Part 6 of the Traffic
Management Act 2004 which came into effect on 31 March 2008 CEAs
do not need to be self financing.

42 It was agreed that the income from Penalty Charge Notices, whether
issued on or off-street would be credited to the CEA account. This is to
reflect that the off-street car park pay and display income increased as
a result of the enforcement of on-street parking restrictions.

43 The cost of a PCN is currently £70 for the higher contravention and £50
for the lower. If payment is received within fourteen days of the
contravention date then the cost is reduced to £35/£25. The CEA is
currently reliant on the PCN income and a short section of pay and
display in Amersham Old Town. The recovery rate for PCNs is
important as is the ability for BCC to conduct timely reviews of waiting
restrictions to address parking issues.

44 A key function for the CEOs was to carry out cash collections and
maintain the pay and display machines in the Council’s off-street car
parks to ensure that they were able to take payments. Since the cash
collection and machine maintenance function has been out sourced the
CEOs have had more time to focus on their priority function of
enforcement. Outsourcing cash collection in particular was a key
efficiency and H&S improvement to the Council.

45 The On-Street out-turn figures for 2009/10 are set out in the table
below. PCN performance for 2009/10 was good.

Page 24
Appendix 8

Budget Actual Variance


CEA Account 2009/10 2009/10 2009/10
£ £ £
Revenue Costs
- direct operating costs 160,680 140,188 -20,492
- indirect costs 169,240 164,000 -5,240
- PCN income (191,500) (206,484) -14,984
- Pay & Display income (36,000) (35,870) 130
- income from charges/other income (4,160) (4,654) -494

Net Revenue Cost of CEA for year 98,260 57,180 -41,080

Capital Costs
- capital expenditure in year 0 0 0
Net Capital Cost of CEA for year 0 0 0

Net Deficit on CEA Account for year 98,260 57,180 (41,080)

The cumulative position to 31 March 2010 on the CEA account is


shown in the following table:

Actual Actual Actual Actual Actual


CEA Account 2005/06 2006/07 2007/08 2008/09 2009/10
£ £ £ £ £
Revenue Costs
from Sept 2005
- direct operating costs 131,578 150,514 158,034 165,887 140,188
- indirect costs 80,638 133,072 185,779 248,830 164,000
- PCN income (102,595) (148,379) (174,770) (173,426) (206,484)
- Pay & Display income 0 0 (19,542) (35,910) (35,870)
- income from charges/other income (3,553) (3,795) (3,829) (5,866) (4,654)

Net Revenue Cost of CEA for year 106,068 131,412 145,672 199,515 57,180
Cumulative Net Revenue Cost of CEA 106,068 237,480 383,152 582,667 639,847

Capital Costs
- capital expenditure 184,525 26,938 13,825 0 0
Net Capital Cost of CEA for year 184,525 26,938 13,825 0 0
Cumulative Capital Cost of CEA 184,525 211,463 225,288 225,288 225,288

Net Deficit on CEA Account for year 290,593 158,350 159,497 199,515 57,180
Cumulative Deficit on CEA Account 290,593 448,943 608,440 807,955 865,135

46 BCC have settled their share of the deficit to March 2009 and by the
time this report is noted will have been invoiced for their 50% share of
the 2009/10 deficit.

Developments made to the on-street operation this year.

47 At the time of writing this report BCC are considering the Chesham and
Amersham pay and display and permit schemes which were presented
to Cabinet in June 2008.

48 Confirmation from the County Council is awaited in respect of the


anticipated implementation dates of any outcomes from this scheme.

Page 25
Appendix 8

49 Supported by BCC and the CEA Steering Group, and following wider
consultation with the community, Cabinet agreed enhanced
enforcement of specific Double Yellow Lined locations.

Surpluses

50 No surplus has been generated on the parking account.

Performance

51 Statistics for performance for the on and off-street parking functions


between 1 April 2009 to 31 March 2010 can be found in Appendix
8.1

52 Appendix 8.1 shows 4683 PCNs issued off-street with 5029 PCNs
issued on-street in 2009/10.A 20% increase on the previous year.

53 Shifts Covered 95% (of which 5% was training and sickness).

54 Hourly PCN rate 1.00 (based on a 9.25 hour shift).

Miscellaneous Matters

55 During the 2nd year of operation Chiltern District Council accepted


responsibility for the maintenance of the CEA signs and lines and
through liaison with BCC’s parking section now agree sections of
restrictions to be refreshed.

56 In the first Annual CEA Report we stated that we were seeking


“compensation” from the County Council for PCNs which were not able
to be issued because of the defective signs and lines. Two methods
were used to calculate lost income which resulted in two similar figures.
An average between the two was agreed. The sum of £6,620.89 is to
be deducted from this Council’s liability at the end of the 5th year.

Conclusion

57 Although the On-Street function is unable to breakeven, 2009/10’s


performance has again improved on 2008/09 with 2010/11
performance set yet higher.

58 A risk now exists to the parking function’s operation from parking staff
leaving while Buckinghamshire County Council detail out their future
On-Street operation. This could impact on 2010/11 and 2011/12 deficit
outturns as the current developed position is not now stable.

59 This Council’s Parking Management continues to meet with


Buckinghamshire County Council and separately with Aylesbury Vale
District Council, South Bucks District Council and Wycombe District

Page 26
Appendix 8

Council Parking Officers where on and off-street operational and policy


aspects are discussed.

Background Papers: None

Page 27
Page 28
DfT Decriminalised Parking Enforcement Statistics

On Street Off Street Total


(1a) Number of higher level PCNs issued : 3869 251 4120
(1b) Number of lower level PCNs issued : 1133 4432 5565
Number of PCNs issued with no charge level : 0 0 0
(1c) Total number of PCNs issued : 5002 4683 9685

(1d) Number of PCNs paid at discount rate : 2529 2765 5294


(1e) Number of PCNs paid at the non-discount rate : 312 338 650
(1f) Total number of PCNs paid : 2841 3103 5944
(1g) Total number of PCNs unpaid : 2161 1580 3741
Page 29

(1h) Number of applications to register Charge Certificate at TEC : 315 215 530
(2a) Number of PCNs issued by a CEO subject to challenges (statutory and other) : 957 1722 2679
(2b) Number of PCNs issued using evidence from an approved device subject to challenges (statutory and other) : 0 0 0
(2c) Total number of PCNs subject to challenges : 957 1722 2679

(2d) Number of PCNs cancelled as a result of a successful challenge (PCN correctly issued) : 416 1111 1527
(2e) Number of PCNs cancelled as a result of a successful challenge (PCN incorrectly issued) : 0 0 0
(2f) Total number of PCNs cancelled as a result of a successful challenge : 416 1111 1527

(2g) Number of PCNs which resulted in adjudication because of a challenge : 10 9 19


(2g) Number of PCNs written off for other reasons : 224 82 306

(3b) Number of vehicles clamped : 0 0 0


(3c) Number of vehicles removed : 0 0 0

Appendix 8.1
Number of cases where Contravention Group could not be derived : 0
Page 30
Item 9

CHILTERN DISTRICT COUNCIL


HOUSING AND PLANNING OVERVIEW COMMITTEE – 6 JULY 2010

Background Papers, if any, are specified at the end of the Report

OFF-STREET CAR PARKING – 1 HOUR FREE, PARKING PERIOD


Contact Officer: Oliver Asbury 01494 732066 / Andy Clarke 01494 586528

RECOMMENDATIONS

To note and comment upon the attached report.

Report

1 Attached in Appendix 9 is a draft Cabinet report on which comments


of this Committee are requested.

2 The report requests that Cabinet agree one of two options as an


addendum to the current Policy for establishing reimbursement for the
loss of income to this Council resulting from a free parking period
requested by Town and Parish Councils relating to Prestwood Car
Park.

Background Papers:

Page 31
Page 32
Appendix 9
CHILTERN DISTRICT COUNCIL

CABINET – 20 JULY 2010

Background Papers, if any, are specified at the end of the Report

OFF-STREET CAR PARKING – 1 HOUR FREE, PARKING PERIOD


Contact Officer: Oliver Asbury 01494 732066 / Andy Clarke 01494 586528

RECOMMENDATIONS

1 Cabinet agree an addendum to the current Policy for Town and


Parish Council re-imbursement of charges for 1 hour free parking
periods in off-street car parks.

Relationship to Council Objectives

Objective 1 - Efficient and Effective Customer Focused Services.

Implications

(i) Not a key decision.

(ii) Within the Policy and Budgetary Framework

Financial Implications

None as the policy sets out to recharge loss of income.

Risk Implications

None directly associated with this report.

Equalities Implications

None as holders of a valid blue badge may park free of charge in any off-
street parking space.

Report

1 The Off-Street Parking Policy states; “the practice of allowing Town and Parish
Council’s to provide free car parking be continued, providing that the income
lost to the Council is reimbursed” and that “the Policy for establishing
reimbursement for the loss of income to this Council resulting from a free
parking period requested by Town and Parish Councils be considered
independently for each car park in question, and, be based upon the ticket
sales from an agreed period of “charged” parking”.

Page 33
Appendix 9
2 Great Missenden and Chalfont St Peter Parish Councils both take advantage
of this provision at High Street, Prestwood and Church Lane car parks
respectively.

3 Chalfont St Peter Parish Council’s re-charge is based on the current policy


which is determined following a recent period where the 1 hour parking period
was chargeable.

4 High Street Prestwood has not had a 1 hour charged period since 1998. Great
Missenden Parish Council thought the recharge cost the formula produced
(based on Church Lane) for 2010/11 was not an appropriate method to
calculate their recharge.

5 Following consultation with the Portfolio Holder a 5% increase from £10,670 to


£11,203.44 was agreed for 2010/11 and Great Missenden Parish Council
were informed a decision for the way future years recharges were calculated
would be made by this Council during 2010/11 for them to consider taking up
from April 2011.

7 Further to this the Parish Council have requested the free period be reduced
to 30 minutes. Although technically possible, a half hour charge was recently
considered inappropriate by Cabinet so along with there being no 30 minute
charge on which to base recharges on, Officers believe unlike the Civic Centre
Car Park which is located close to a busy operational area a 30 minute period
at High Street Prestwood would put too much burden on the Civil Enforcement
Officers to enforce. It is therefore not recommended this be pursued in this
location.

8 The agreed policy re-imbursement formula will work for all of our other car
parks as a ratio against charged periods could be determined. Cabinet are
asked to consider the following options as an addendum to the current Policy
for setting the charges for re-imbursement of a free period at High Street,
Prestwood:

a) Retain an annual percentage increase (based on Baxter Indices or


similar and/or consultation with the relevant Portfolio Holder). Based on
a 5% increase the cost of this option would increase the recharge for
2011/12 to £11,539.54.

b) Use the re-imbursement formula calculated for Church Lane car park at
High Street Prestwood. Based on similar annual ticket numbers
(48,195) this (variable) option would cost around £12,600 which
includes appropriate recharges for ticket machine use/maintenance.

9 At the time of discussing this matter in late 2009 the Parish Council were
concerned about the effects an increase of 1 hour charges would have on a
variable and demand led recharges.

10 When Cabinet changed the 1 hour charge in April 2010 it was considered
unlikely the charges would be increased for 2 years. Officers consider option b
is therefore the most appropriate.

Page 34
Appendix 9
11 The Parish Council are keen to continue to provide a free parking period;
therefore Cabinet are requested to agree either option a) or b) as an
addendum to the current Policy to allow Town or Parish Council re-
imbursement of charges for 1 hour free parking periods in off-street car parks.

Background Papers: None

Page 35
Page 36
Item 10

CHILTERN DISTRICT COUNCIL


HOUSING & PLANNING OVERVIEW COMMITTEE – 6 JULY 2010

CAR PARKING WINTER MAINTENANCE


Contact Officer: Oliver Asbury 01494 732066

RECOMMENDATIONS

That Members comment on the draft report to Cabinet.

Report

1 A draft report for Cabinet on 14 September 2010 is attached as


Appendix 10 for Members’ comment.

Background Papers: None

Page 37
Page 38
Appendix 10

CHILTERN DISTRICT COUNCIL


CABINET 20 JULY 2010

Background papers, if any, are specified at the end of the report.

CAR PARKING WINTER MAINTENANCE


Contact Officer: Oliver Asbury 01494 732066

RECOMMENDATIONS

1 That Members note and comment on this report covering


the car parks winter maintenance procedure/policy.

2 That the agreed Winter Maintenance Policy be placed on the


website.

Relationship to Council Objectives

Objective 1: Efficient and effective customer focussed services.

Implications

(i) Not a key decision

Financial Implications

Demand led – Expenditure to be based on agreed winter maintenance


policy ~ £2-10k per year.

Risk Implications

Drop in car parking income from car parks being inaccessible.

Car parks play a key role for commuters and in supporting the vitality
and viability of Chiltern’s towns and villages.

Equalities Implications

There are no direct Equalities implications associated with this report.

Sustainability Implications

There are no direct sustainability implications associated with this


report.

Report

1 This report is brought forward for Cabinet to comment on, adjust and
agree. After that time the policy will be placed on the website and

Page 39
Appendix 10

available for Members and Officers to direct customers towards in


future.

2 Unlike highway authorities CDC are not required to grit, however, we


have a duty of care to our customers to endeavour to carry out
reasonably practicable winter maintenance in our car parks.

3 Currently through inclement weather (icy, snowy) all the car parks
remain open with only the top deck of the Multi-Storey car park
(AMSCP) closed off.

4 The top deck is closed off when icy due to black ice ponding on the
surface. The top level of the AMSCP can be icy when there is no ice on
the ground and is monitored daily between October to April by the
Engineering Section.

5 Following last winter’s prolonged cold spell, and following the concerns
raised by customers and some Members asking what we were doing in
the car parks, it was considered that as highway authorities do, CDC
should be clear about how it carries out winter maintenance in the car
parks.

6 While considering our own procedures it has been found that some
District Councils do not do ANY gritting and others go to extreme
lengths to clear snow.

7 CDC do not have a direct labour work force, however, carrying out
gritting in the car parks is specified in the Grounds Maintenance
Contract. During inclement (particularly snowy) spells the grounds
maintenance contractor is well suited to swap from grounds to winter
maintenance.

8 The ability to carry out winter maintenance does therefore rely on the
contractor’s ability to get in.

9 Winter Monitoring Period: Chiltern’s winter monitoring period runs from


16 October to the 14 April.

10 Areas Gritted: All CDC’s car parks are treated. The areas within the car
parks which receive specific treatment are:

• Areas around all the Pay and Display machines


• All vehicular and pedestrian entry/exit points
• All isles within a car park
• Turning heads in car parks
• In the AMSCP all areas of the top deck including the up ramp leading
to the top deck to be treated with Magic Ice Melt.

11 Level of Grit Spread: in 2008/9 to improve the spread rate and actually
improve the amount of grit spread, two grit hoppers were purchased by

Page 40
Appendix 10

CDC which the grounds maintenance contractor maintains and


operates from their vehicles.

12 Our current practice has three levels of grit spread:

Light for frost and light snow, precautionary salting is carried


out at 10g/m2 .

Medium where there is high humidity, moisture on the surface is


expected and snow conditions forecast salting is carried
out at 20g/m2.

Heavy post ice formations such as rain followed by an


immediate freeze or where forecast indicates a prolonged
period of freezing temperatures, with formation of ice
salting is carried out at 40g/m2.

Salting of known water leaks or ponding areas need spot salting or


local increasing of the rate of spread to 40g/m2.

13 Route Priority: The car park gritting route is listed below and has been
designed to best reflect the use patterns within the respective car parks
the first route is usually completed between 09:00-10:00 hrs:

AMSCP
Council Offices
Sycamore Road
Chesham Station
Star Yard
East Street
Albany
Watermeadow
Catlings
Dovecote Meadow
Link Road
Buryfields
High Street Prestwood
Chiltern Pools
Chiltern Avenue
Civic Centre
Snells Wood
Church Lane
Blizzards Yard

14 Snow Clearance: When heavy snowfall occurs with accumulation


reaching 50mm the grounds maintenance contractor is given specific
instructions to clear the main entrance/exit point, main isles and main
footpath within all car parks.

Page 41
Appendix 10

15 Filling of car park Salt Bins: At start of winter monitoring period, 16


October, the grounds maintenance contractor checks that all salt bins
are ready for operational use with all solidified salt removed and the
salt bins filled with fresh salt. The grounds maintenance contractor
replenishes the salt bins during the winter months up to the month of
March.

Grit Stocks

16 We purchase grit directly from BCC at our Amersham Depot.


Availability of grit is dependant on BCC having it and their stock levels.

17 Should grit levels run low we follow other authorities by spreading


sharp sand – again this is often available to CDC from BCC at the
Depot.

18 100 tubes of the AMSCP Ice-Melt is purchased in October.

Decision Making

19 The Engineering Section is responsible for decision making and


communicates to the Contractor.

20 Monitoring of the weather starts on 16 October (or closest Monday


thereof) each year to the 14 April (or closest Friday thereof). Monitoring
outside this period may be necessary depending on the weather
conditions.

21 In making the decision to salt (Pre-treatment), the following is taken


into account:-

• Review weather forecasts.


• Checks with BCC on their decisions for gritting in the Amersham
area is also useful to find out.
• Predicted temperature (is it rising or falling?)
• Are car park surfaces wet or dry?
• When was it last salted? is there any residual salt on the
surface?
• Localised known frost hollows or areas within car park?
• Humidity?
• Check the condition of the multi-storey during early mornings.
• Request sweep of water on the top deck of areas that pond into
the adjacent channel drain required?.
• For the same day afternoon or next morning gritting
requirements the instruction to the contractor should be made by
phone by 13:00hrs but no later than 14:00hrs to Icemelt/Grit the
required car parks.
• The instruction is backed up with an email.

Page 42
Appendix 10

• Keep the Enforcement & Contracts Monitoring Officers and Civil


Enforcement Officers informed to allow them to keep an eye for
areas missed or areas requiring a second visit,and reported as
required.
• The decision for weekend call outs will need to be made by no
later than14:00hrs on Friday.
• The engineering section decides on Friday or Saturday if the top
deck of the AMSCP is to be closed off for Monday morning.
• If treatment is required on a Monday morning the contractor is to
remove the chain to access the top deck of the Multi-Storey car
park.
• Inform the WM section of call out for recording resource on the
Uniform system.
• When rainfall is forecast salting should be delayed as long as
possible to reduce the loss of salt run-off, unless freezing
coincides with rainfall.
• If rain is forecast during the night with freezing conditions
following in the morning then instructions should be given to pre-
treat as early as possible in the morning, with the salt collected
the afternoon before.
• Precautionary salting should be instigated when falling air
temperature reach +1 degree Celsius taking account of the
humidity, residual salt and cloud cover.
• On severely cold days when it remains freezing all day the
AMSCP top deck should be re treated in the afternoon around
1600hrs, to ensure the surface is safer for the commuters
returning back to their vehicles at the end of the working day.

Weekend decisions for unforeseen sever weather occurring on Monday


morning.

22 Monday morning is the most difficult time to predict and gear up for.

23 Should severe unforeseen weather be reported for Monday during the


weekend the engineering section will endeavour to liaise with the
contractor during the weekend to arrange for treatment as early on
Monday morning as possible.

24 The Civil Enforcement Officers may be required to visit car parks to


check; conditions, residual salts on surface and salt in the salt bins.

25 At times the CEOs deal with icy surface conditions in isolated location
by spreading salt from the salt bins within the car park where they
consider it necessary.

26 Plans of car parks are provided to the contractor.

Recommendations

Page 43
Appendix 10

27 This report is intended to inform Cabinet of our current procedures for


dealing with winter maintenance. As with highway authorities it is a
useful point of reference to direct customers to when experiencing
prolonged spells of inclement weather.

28 It is recommended Cabinet agree to continue with a “reasonably


practicable” approach to winter maintenance and the current
procedures be agreed and published on the website.

Background Papers: None

Page 44
Item 13 By virtue of paragraph(s) 3 of Part 1 of Schedule 12A
of the Local Government Act 1972.

Document is Restricted

Page 45
Page 46
Appendix 13 By virtue of paragraph(s) 3 of Part 1 of Schedule 12A
of the Local Government Act 1972.

Document is Restricted

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