Street Works Administration of Street and Highway Works Notices

1. Street WorksAdministration of Street and Highway Works Notices For those involved in the planning and administration of street works notices

2. Contents • Background & basics • What to Check before Sending the notice • What type of notice to send • Notice periods and sequence • What information is required on the initial notice? • Works completed - what happens next? • Fixed Penalty Notices (FPNs) • Permit Schemes • And finally.... • Q&A and Quiz.

3. Background & Basics

4. Based on the New Roads and Street Works Act 1991

5. Who & What? • Works Promoter – Anyone undertaking works • Highway Authority – An Authority undertaking ‘road works’ in order to maintain or improve a road • Street / Traffic Authority – An Authority with duties to coordinate • Utility Company / Statutory Undertaker – A company that undertakes ‘street works’ on it’s apparatus using statutory powers • Highway – Any part of the road, footpath, footway, verge and cycleway

6. Why issue notices? • It is a vital component of the co-ordination process • It is a statutory requirement for many works types • It standardises the data format • It enables emergency notices, which can prompt the emergency procedures of other organisations • It triggers the inspection regime & the reinstatement guarantee • It records who has worked at a particular location • It facilitates charging regimes • It is an essential element of the authority’s duty for keeping a register

7. When a notice is needed Registerable (notifiable) works include: • Street Works – (Utility Company works) work on plant and apparatus in the street • Works for Road Purposes – (Highway Authority works) - maintenance and improvement works to the road itself, utility works for street lighting

8. When a notice is needed Works promoters must register, or notice, all works that: • Involve the breaking up or resurfacing any street • Involve opening the carriageway or cycleway of traffic-sensitive streets at traffic sensitive times • Require any form of temporary traffic control as defined in the Code of Practice for Safety at Street Works and Road Works • Reduce the lanes available on a carriageway of three or more lanes • Require a temporary traffic regulation order or notice, or the suspension of pedestrian facilities • Require a reduction in the width of the existing carriageway of a traffic sensitive street at a traffic-sensitive time

9. Notice not required when...... • Traffic census surveys • Pole testing involving excavation (rules apply) • Core holes - not exceeding 150 mm • Road markings

10. Where to send a notice? • Notices for works on publicly maintainable streets go to the Street Authority • Notices for works on private streets go to the ‘street manager’ or all the frontagers • Some streets may have an ‘interested organisation’ registered on the gazetteer

11. How are Notices Sent ? Electronic Transfer of Notices (EToN) • Files are transferred almost instantaneously from the promoter to the authority via the internet • Most IT systems will not allow invalid notices to be created or sent • If the format is OK then the file is allowed ‘in’ at the receiving system where a more thorough checks are made on sequence and content. If the sequence or content are wrong then the receiving organisation may reject the file

12. How are Notices Sent ? ‘Paper Notices’ • Not generally permitted under the current legislation – All notices must be sent via EToN • Only used if IT systems have failed. (Street Authority or Statutory Undertaker) • All data sent via ‘paper’ notices must still comply with the sequence and content requirements

13. How are Notices Sent ? • Delivery of the notice is the responsibility of the sender. • An electronic ‘receipt’ of delivery is still no guarantee that the notice is accurate and on time • Accuracy of the notice is the responsibility of the promoter

14. Questions ?

15. What to Check Before Sending the Notice

16. Things to Check First • The National Street Gazetteer (NSG) for the Unique Street Reference Number (USRN) and Associated Street Data (ASD). • The promoters own records for details of any S58 / S58A protection • One notice for each street works activities are taking place in

17. The Gazetteer • Authorities maintain a gazetteer which lists ALL streets in their area which is available to all works promoters. • All streets will have a USRN - Notices must be served using the USRN for the street ON WHICH THE ACTUAL WORKS WILL TAKE PLACE, One Street – One notice) • The gazetteer also contains vital information which will affect the timing and content of a notice. This information is called Associated Street Data (ASD) • Interested Parties – TFL, ORN or Network Rail as examples

18. Associated Street Data (ASD) ASD should include as a minimum; • Protected Streets • Traffic Sensitivity • Special Engineering Difficulties – S.88 requirement to consult with Bridge Authority • Reinstatement category

19. Traffic Sensitive Streets • Streets subject to special controls. Designation procedures allow for attention to be focussed on particularly sensitive streets. Traffic-sensitive streets are especially important in this context. See chapter 5 in the CoP.

20. A S D (continued) Other key data included in the ASD is as follows; • The presence of any structures (non bridges) • Level crossings • Environmental factors (RVEI’s, SSSI’s etc) • Special surfaces (Anti skid, coloured surfaces etc) • Oil & gas pipelines (Data provided by asset owner) • Priority lanes (Buses & Cycle Lanes) • Strategic routes • Parking restrictions • Pedestrian Crossings • Special events • Special construction needs • Early notification of immediate works – Phone authority

21. Check For Restrictions An authority may place restrictions on further works following major utility or authority works (S58 & S58A of NRSWA) • Such restrictions prohibit any non emergency or connection works for the following durations following the major works; New Roads & Reconstructed Roads 5 Years Resurfaced Roads 3 Years Other Works 1 Year / 6 Months • Non emergency works MUST be authorised by the authority • S58 is designed to encourage works promoters to combine works

22. Examples of a “S58” warnings…

26. Questions ?

27. What type of notice to send

28. Forward Planning Notice • Non mandatory notice • The sooner a Forward Planning notice can be submitted to the Street Authority the better it is for coordination between other Utilities and also any Highway works • What information is submitted on a Forward Planning notice? • Details of where works to take place • What Traffic Management will be required (if known) • Contact details of the Site Manager (if known) • Date the promoter would like occupation of the Highway • Extremely useful for coordination

29. How do you decide what Notice to send? Estimated Duration Major: Standard: Minor: Immediate - Urgent Immediate – Emergency 11 + days 4 to 10 days (Maximum) 3 days (Maximum) Duration determined by nature of works - extensions can be requested Duration determined by nature of works - extensions can be requested

30. Notice / Works Classifications Major Works • Have been identified in an undertaker’s annual operating programme or, are normally planned or known about at least six months in advance of the proposed start date • Require a temporary traffic order (not a temporary traffic notice) under the Road Traffic Regulation Act 1984 for any works other than immediate works • Have a planned duration of 11 days or more, other than immediate works

31. Notice / Works Classifications Standard Works • Standard works are works, other than immediate or major works, with a planned duration of between four and ten days inclusive Minor Works • Minor works are works, other than Immediate/Standard or Major works, with a planned duration of three days or less.

32. Notice / Works Classifications Immediate Works • Emergency Works • Which are defined in section 52 of NRSWA, are works required to end, or prevent, circumstances, either existing or imminent, that might cause damage to people or property. • An example is street works away from an emergency site that are necessary to shut off or divert a supply. • Remedial works to dangerous, defective reinstatements are classed as emergency works

33. Notice / Works Classifications Immediate Works • urgent works as defined in the Regulations as street works: (i) to prevent, or put an end to, an unplanned interruption of any supply or service provided by the undertaker (ii) to avoid substantial loss to the undertaker in relation to an existing service (iii) to reconnect supplies or services where the undertaker would be under a civil or criminal liability, if the reconnection is delayed until after the appropriate notice period

34. WORKS CATEGORY SELECTION Immediate Emergency Works YES Is immediate work required to prevent or end a dangerous situation (includes dangerous defective works or reinstatements) NO Is work to prevent or end an unplanned interruption to a supply or to avoid substantial loss with respect to an existing supply, or to reconnect a supply to comply with a statutory duty (HA works: signs, bollards etc) Immediate Urgent Works YES NO Major Works Are the works in the annual programme OR need a TTRO OR have a planned duration of 11 days or more, other than immediate works YES NO Minor Works YES Are the works, other than immediate OR major works with a planned duration of 3 days or less NO Standard Works

35. Questions ?

36. Notice periods and sequence

37. Advance Warning – minimum periods Advance s 54. Proposed Start s 55 (Immediate Urgent s55. Immediate Emergency s 57.) Works Start or Revised Duration s 74.

38. Validity & Cancellation • Notices remain valid for a given period time. If works do not start within that period, the notice must be cancelled and a new notice should be issued allowing for the requisite notice period • Cancellation of a works/phase can be issued before the start date, on the start date e.g. cars parked over site. However, it must be issued before the end of the notice validity period

39. Before works start Latest Possible Start Date 10-Day follow up Estimated Start Date New Latest Start Date 3-Month notice served Must be sent at least 10 working days before end of 3 Month notice period 3 Calendar Month Notice Period 15 Working Days The 10-Day follow up notice can confirm the Estimated Start Date or move it up to 15 days forward Work may start within the next 5 working days following the Estimated Start Date given in the 10-Day follow up notice * 3 Month notice must be served at least 3 Calendar Months before Estimated Start Date 3 Months Advance Notice Model *The subsequent s55 notice should specify a start date which is no earlier than 3 months after the date on which the s54 notice was given, and no later than 15 days after the provisional starting date given in the s54 notice.

40. Standard Works Work Starts send S74 – In Progress Actual Start Issue Proposed Works Notice S74 – In Progress Revised Duration S74 - Works Clear/Closed Latest Possible Start Date Revised Estimated End Date Revised Estimated End Date Proposed Start Date Estimated End Date A B C 10 Days Notice Duration of works Revised Duration of works Revised Duration of works Revised Duration of works 5 Days 5 Days 5 Days 5Days A B C HA can issue S74 Duration Challenge HA can issue S74 Duration Challenge HA can issue S74 Duration Challenge Section 74 Operation Model

41. Notice Period – Early Starts • Early Starts can be requested before or after issuing a S54 or S55 notice. Agreement details must be obtained and this may include a ref number • If agreed, all information discussed must be included on the subsequent notice confirming the start date

42. Street Authority Responses Street Authority may: • Not respond ! • Request for further information • Request change to Proposed Works • Comment or Information • Duration challenge • S56 / S56a • S66 • S74 Informal overrun warning

43. Starting & Extending • Once works begin, an actual start notice must be issued by the end of the next working day • Unforeseen circumstances can delay the completion of works, so a revised duration estimate can be submitted at any time before the estimated end date. The notice must include justification for the extension • If the works take longer than the “Prescribed Period” or the “Reasonable Period” they become unreasonably prolonged, and the authority may charge for each day in excess these periods. (S74 overrun)

44. Questions ?

45. What information is required on the initial notice?

46. What info must be on the initial notice? Certain fields will be automatically populated by the notice management system on creating a notice. The following mandatory information must be included on initial notices:- • Charge category • Traffic Management • Proposed Start and End dates • Phase type – asset activity to interim, permanent reinstatement, remedial activity Continued……….

47. What info must be on the initial notice? • Grid references – either a single point, start & end points or a polygon • USRN or provisional street details • Location description • Works description • Works type – major, standard, minor, immediate • Estimated inspection units • Number of phases (expected) • Applicable designations • Agreement information (if applicable) • Notice Restricted flag (yes or no)

48. What other info can be on the initial notice? • Promoter name and contact details • Contractor name and contact details • Project reference • Project description • Attachments – (SEHAUC portable traffic light form !) • Although there is no specific field for site location on an opening notice, it also may be beneficial to include this information – e.g. carriageway, footway, footpath, verge and cycleway In the interests of best practice, although all of the above information is optional, it may be beneficial to include this information on opening notices wherever possible

49. Error corrections/Amendments The following information can be corrected using a Works Data Alteration notice, some of which need an agreement from the authority • Works description – can only be amended with agreement • USRN/Provisional street details – can only be amended with agreement • Applicable designation – can only be amended with agreement • Grid reference/s – can only be amended with agreement • Location description – can only be amended with agreement • Restricted notice flag – can be updated withoutagreement • Attachments – can be added without agreement • Project reference & Description - can be amended without agreement • Promoter & Contractor details – can be amended without agreement Agreements must be obtained from the relevant authority

50. Retracting S74 notices sent in error • If an Actual Start, or Works Stop notice has been issued on a notice in error, it may be possible to retract the notice using a Works Status Correction notice • An agreement must be reached with the relevant authority before sending this correction notice