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BRIDGEND COUNTY BOROUGH COUNCIL by tyndale

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									            BRIDGEND COUNTY BOROUGH COUNCIL

              EXECUTIVE DIRECTOR - ENVIRONMENT

                                   REPORT TO CABINET

                          Tuesday 29th November 2005


                                           DESCRIPTION
ITEM

  1.0       Trunk Road Agency – Termination of current arrangements and
            Bridgend County Borough Council Participation in Future
            Arrangements




Executive Director - Environment                                      -1-
Transportation & Engineering
1.0      Purpose

         To update Cabinet on the progress with arrangements for the new
         South Wales Trunk Road Agency (SWTRA) which is being managed
         by Neath Port Talbot County Borough Council.


2.0      Background

         Bridgend County Borough Council has jointly (with Rhondda Cynon Taf
         and Merthyr Tydfil Borough Council) held a Welsh Office/Welsh
         Assembly Government Trunk Road Agency since its inception in 1996.
         The agency is operated by Glamorgan Engineering Consultancy as
         client agent. The Directorate of Environment and Planning Service’s,
         Highways Works Unit provides contractor services for the M4
         Motorway, based at Pencoed Depot.

         The Welsh Assembly Government published a Trunk Road Agency
         consultation document in 2003, which recommended rationalisation of
         the eight existing agencies into a regional structure. The consultation
         exercise, together with the Bridgend County Borough Council response
         was reported to Cabinet in September 2003.

         Welsh Assembly Government resolved to adopt an arrangement of 3
         agencies to cover North Wales, Mid Wales and South Wales and
         invited application from interested parties to bid for the contracts.

         In South Wales, in particular, there were a number of competing
         authorities and consultant agencies.        Bridgend County Borough
         Council joined an alliance of Local Authorities led by Neath Port Talbot
         County Borough Council, which was ultimately successful in securing
         the Agency.

         Formal notification has now been received from the Welsh Assembly
         Government that the existing arrangements will terminate on 31st
         March 2006.


3.0      Arrangements

         The contractual and functional arrangements for the new agency have
         largely been dictated by Welsh Assembly Government to meet their
         national model for all three agencies.

         Those provisions include the location of the agency Headquarters at
         Llandarcy, and the direct employment by the Agent (Neath Port Talbot)
         of all client agency staff. This will involve the “TUPE” transfer of staff
         from Glamorgan Engineering Consultancy to Neath Port Talbot County
         Borough Council. Contractor services are not affected in the short to
         medium term and Bridgend County Borough Council highways works


Executive Director - Environment                                                -2-
Transportation & Engineering
         unit will continue to supply specialist motorway maintenance services
         and equipment.       However methods of charging and operational
         practise may change to suit the new management.

         The motorway contract is a valuable contribution to turnover for the
         works unit, enhancing its operational capability. Neath Port Talbot
         County Borough Council has recently written to the authority,
         requesting confirmation of a continued agreement to participate in the
         alliance and commitment to providing contractor services. A copy of
         the draft alliance operational protocol is attached as appendix A


4.0      Recommendation

         Cabinet is requested to note the report and approve the Council's
         continued membership of the SWTRA alliance.




BACKGROUND PAPERS

Welsh Assembly Government 5.2 Transportation and Engineering


CONTACT ADDRESS

Transportation & Engineering
Environmental and Planning Services Directorate
Bridgend County Borough Council
Morien House, Bennett Street
Bridgend Industrial Estate
BRIDGEND
CF31 3SH

CONTACT OFFICER

Mr Aubrey Green, Head of Highways
Tel: 01656 642545 e-mail: greenal@bridgend.gov.uk




Executive Director - Environment                                            -3-
Transportation & Engineering
                      Appendix A




Executive Director - Environment   -4-
Transportation & Engineering
SOUTH WALES TRUNK ROAD
       AGENCY

  STRATEGIC ALLIANCE

 OPERATING PROTOCOL




          5
Alliance Members                     -    3

Definitions                      -   4

Terms of Reference                   -    5

Code of Conduct                  -   7

Roles and Responsibilities           -    8

Communications                   -   10

Meetings                         -   11




                             6
       ALLIANCE MEMBERS


NEATH PORT TALBOT COUNTY BOROUGH COUNCIL
PEMBROKESHIRE COUNTY COUNCIL
CARMARTHENSHIRE COUNTY COUNCIL
SWANSEA CITY COUNCIL
BRIDGEND COUNTY COUNCIL
MERTHYR COUNTY COUNCIL
RHONDDA CYNON TAFF COUNTY COUNCIL
VALE OF GLAMORGAN COUNTY COUNCIL
CARDIFF CITY COUNCIL
MONMOUTHSHIRE COUNTY COUNCIL
TORFAEN COUNTY COUNCIL
BLAENAU GWENT COUNTY COUNCIL
CAERPHILLY COUNTY COUNCIL
NEWPORT CITY COUNCIL
GLAMORGAN ENGINEERING CONSULTANCY
CAPITA SYMONDS CONSULTANTS
ARUP CONSULTANTS
ATKINS CONSULTANTS
JACOBS BABTIE CONSULTANTS
MOTT MCDONALD CONSULTANTS
MOUCHEL PARKMAN CONSULTANTS
ALUN GRIFFITHS CONTRACTORS LTD.
DEAN AND DYBALL CONTRACTORS




                       7
DEFINITIONS



  NPT              -            Neath Port Talbot County Borough
    Council;

  WAG              -            Welsh Assembly Government

  SWTRA        -       South Wales Trunk Road Agency

  MEMBER       -       A Member Organisation of the Alliance




                            8
                         TERMS OF REFERENCE

Primary Aim

The South Wales Trunk Road Agency Alliance shall be a consultative forum
for Neath Port Talbot County Council as the South Wales Trunk Road Agent.
It shall assist in providing SWTRA with advice, comment, support, and
expertise to enable it to ensure delivery of the level of service required under
its agreement with the Welsh Assembly Government.

The Alliance will assist in developing strategies for the future.

Together delivering the best roads (for Wales)’.

Operating Principles

The Alliance will:

   1. Operate in a collaborative way, an open and effective strategic Alliance
      that:
             views each member as equal
             values the contribution of the Alliance organisations
             recognises their autonomy
             has regard to the national and local democratic mandate
             has regard to the regional needs

   2. Report in formal minutes on each meeting, treated as public
      documents at the expiry of ten days following initial circulation to allow
      for inaccuracies to be resolved.

   3. Have regard for the issues and priorities of local people and
      neighbouring communities seeking collaborative relationships that will
      maximise efficiency, effectiveness and bring about mutual
      advantageous improvement.

   4. Advise on common priorities that can lead to demonstrable positive
      and sustainable change.

   5. Minimise the bureaucratic burden by co-ordinating activity within the
      Alliance.
   6. Have a positive influence on the procurement strategy (maximising
      benefits thorough local service delivery).

   7. Share best practice, innovation and expertise to deliver continuous
      improvement in quality and value.

   8. The Chairman and Vice Chairman and Secretary shall be employees of
      NPT



                                         9
  9. Assist in raising the profile of SWTRA

  10. The terms of reference will be reviewed annually at the first meeting of
      the calendar year.




Protocols

Commitment from members:

  1. Regular attendance at meetings and participation in reviews and
     working groups

  2. Working together as a group of advisors seeking to influence the
     actions of SWTRA to the benefit of road users




                                     10
                            CODE OF CONDUCT

A partner must observe the Alliance’s Code of Conduct whenever they:

      Conduct the business of the Alliance
      Act as a representative of the Alliance

The following general observations are made in respect of standards of
conduct between members:
    Show respect and courtesy
    Do not make remarks which may be regarded as discriminatory
    Avoid derogatory remarks of a personal nature
    Do not make allegations concerning the conduct, activities or
      statements of another Alliance Member that cannot be substantiated.

An Alliance Member must:
    Not do anything which compromises or which is likely to compromise
       the impartiality of those who work for, or on behalf of SWTRA.
    Adhere to all protocols for the Alliance
    If they become aware of any conduct by another Member which they
       reasonably believe involves a failure to comply with the Alliance’s Code
       of Conduct, they should inform the Chairman in writing as soon as is
       practicably possible.

An Alliance Member must not:
    Disclose information given to them in confidence which they believe is
       of a confidential nature, without the consent of a person authorised to
       give it, or unless they are required by law to do so.
    As a Member of the Alliance, not to conduct themselves in a manner
       which could be regarded as bringing the Alliance and SWTRA into
       disrepute.
    Use their position to improperly confer on or secure for themselves or
       any other person an advantage or disadvantage.
    Speak to the press or media on behalf of the Alliance, or appear in any
       other meeting, forum, or event purporting to act on behalf of the
       Alliance, unless the Alliance and/or SWTRA have agree to the nature
       and the terms of the participation.




                                       11
ROLES & RESPONSIBILITIES


Purpose: forum for providing advice, guidance and challenge in
the strategic leadership and development of SWTRA and the
services it provides and procures.

Roles and responsibilities

The Alliance shall provide advice to SWTRA on best practice in
strategy on:
    Procurement.
    Operational Management.
    Management process.
    Forward Programme.
    Innovation and creativity.
    Effective communication.

It shall act as an Influencing body, and shall be a sounding board
for SWTRA strategic proposals.

Alliance Members shall:
    Be committed to the principles of the Alliance
    Attend all meetings as scheduled
    To pass information through individual networks within their
      organization, and any other relevant organization they
      represent.
    Share non confidential information as appropriate
    Listen to other Members and respond constructively

SWTRA shall:
   Report to the Alliance on its forward strategy and operational
    arrangements
   Receive comments and views from Members of the Alliance
    on its proposals
   Consider these views and comments and advise the Alliance
    of its decisions.


   The relationship of the Alliance with other organizations is
   indicated in Fig.1




                                  12
Fig.1 Relationship of Alliance with other Organisations




                                 13
                            COMMUNICATIONS

Aims and Objectives
To ensure the quality of information provided and the range of communication
techniques used between the Alliance and SWTRA enables all to work
together towards more effectively delivering the service.

The primary forum for communication between the Alliance and SWTRA will
be a regular schedule of meetings. The general protocol for meetings is:

      A regular programme of meetings shall be agreed by the Alliance
      Papers for the meeting, including agenda and briefing reports to be
       circulated to all Members of the Alliance one week prior to the meeting.
      Minutes of the meeting to be circulated to all Alliance Members within
       ten working days of the meeting.
      The form of distribution of all information to be by e-mail or mail as
       appropriate.
      The Alliance meeting to be Chaired by an employee of NP T
      The minutes to be recorded by an employee of NPT
      All views, comments and decisions to be accurately recorded.
      Members of the Alliance to advise by e-mail any fundamental
       inaccuracies within ten working days of receipt.

Additional fora for developing strategies will be by the means of working
groups. The general protocol for working groups is:
    Working groups shall consist of Members chosen by SWTRA following
       the seeking of views from the Alliance
    Working groups shall operate on a task specific basis.
    Programme of meetings to be determined by members of the Working
       Group.
    The Chairman of the Working group to be agreed by SWTRA
    The Working group to present its conclusions to SWTRA and
       subsequently to the Alliance meeting.
    All meetings to be recorded and circulated to its members within ten
       working days.
    An Agenda to be provided for each meeting.




                                      14
                       MEETING ATTENDEES

The following representatives have been nominated by their Members to
attend the Alliance and any other meeting associated with SWTRA:




                                           Will Watson
                                           John Flower
NEATH PORT TALBOT COUNTY COUNCIL
                                           Richard Jones
                                           Ian Duguid
PEMBROKESHIRE COUNTY COUNCIL               Darren Thomas
CARMARTHENSHIRE COUNTY COUNCIL             Phil Lumley
SWANSEA CITY COUNCIL                       Anthony O’Sullivan
BRIDGEND COUNTY COUNCIL                    Aubrey Green
MERTHYR COUNTY COUNCIL                     Ed Foley
RHONDDA CYNON TAFF COUNTY COUNCIL          George Jones
VALE OF GLAMORGAN COUNTY COUNCIL           Paul Gay
CARDIFF CITY COUNCIL                       Mike Yeoman
                                           Dave Harris
MONMOUTHSHIRE COUNTY COUNCIL               Nigel Burgess
TORFAEN COUNTY COUNCIL                     Christina Harrhy
BLAENAU GWENT COUNTY COUNCIL
CAERPHILLY COUNTY COUNCIL
NEWPORT CITY COUNCIL                       Brian Kemp
GLAMORGAN ENGINEERING CONSULTANCY          Ian Germain
CAPITA SYMONDS CONSULTANTS                 Bob Richards
ARUP CONSULTANTS                           Dan Saville
ATKINS CONSULTANTS                         Nike Bebb
JACOBS BABTIE CONSULTANTS                  Bob Clarke
MOTT MCDONALD CONSULTANTS                  Ian Flower
MOUCHEL PARKMAN CONSULTANTS                Steve Ashley
ALUN GRIFFITHS CONTRACTORS LTD.            David Rowlands
DEAN AND DYBALL CONTRACTORS                Neil Beresford




                                 15

								
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