Agenda item

(1)     Further to Minute 37 of 13 December 2013 the paper outlined proposed changes to the highway element of the new combined fund.

(2)     With the new amalgamated fund there would be no top slicing for funding staff, therefore a fee would need to be added to each application, and suggested fees were set out in Appendix C to the report. Also, to ensure that the demand for design services did not exceed the available resources it was proposed that the number of highway applications a member could submit before additional fees applied was reduced from 4 to 2. 

(3)     Some highway schemes were best delivered during certain times of the year for various reasons. Such schemes would be identified to members and applications for the works should be submitted during the specific application window if the Member wished the works to be carried out in that financial year. Applications outside of the set windows could still be received but the programming of the schemes would be discussed with the Member to ensure the works were carried out during the most appropriate conditions. It might be that the works would need to be carried out the following financial year.  Commitment of funds to the schemes in the financial year would allow the funds to be rolled into the following financial year. Rolling of a scheme into the next financial year would incur an annual cost increase which would be added to the scheme cost.

(4)     To speed up the processing of applications and give members cost certainty a list of pre-approved fixed price schemes had been put together and a draft was set out in Appendix A to the report. These types of works delivered simple highway schemes with standard materials which were available “off the shelf”; required less officer involvement; and could generally be delivered quickly throughout the year.

(5)     Pre-approved meant that no further approval would be required for applications for works on the list so MHF1 and MHF3 approvals would no longer be required speeding up the overall process. The list would be constantly reviewed and any other schemes which could be delivered in that way would be added. All works costs would be subject to an annual increase on 1 April each year and a revised list would be issued to all members.

(6)     A list of other pre-approved schemes had been put together and a draft was set out in Appendix B to the report as guidance but would not be fixed price. The list included more complex schemes which required bespoke design and/or consultation. MHF 1 applications would not need to be pre-approved by the Director of Highways and Transportation but could be processed straight away by officers speeding up the current process. Members would still need to approve the final costs for the schemes in the current way via the MHF3 form.

(7)     Any applications for highway schemes or projects which were not on the pre-approved fixed or non-fixed price list, including contributions to third parties, would be subject to the current process.

(8)     The current criteria for the three pre-existing Member grant schemes which would be amalgamated with the Highways Members Fund stipulated that projects for which KCC had withdrawn funding in the past were not eligible for Member grants. If the rule were to be adopted as part of the new amalgamated grant, applications to support KCC funded bus services which had been identified to be cut would not be allowed. Any applications to fund trial services would be subject to a set of rules in order to ensure that correct contractual requirements, payment processing and performance monitoring could be put in place. Trials which would span financial years would need to be fully funded.

(9)     In the past up to a quarter of all submitted applications had been cancelled following a significant amount of design work already being carried out on the application. It was therefore proposed that any application which was cancelled after design work had been undertaken would be subject to a nominal cancellation fee of £300. The suggested nominal fee of £300 equated to approximately 8.5 hours of officer time.

(10)     During debate Dr Eddy proposed that, with the exception of the Financial Year preceding a County Council election, Members be permitted to carry over all or part of their Combined Members Fund from one financial year to the next financial year in order to fund significant projects within their division.

(11)   A discussion followed where it was confirmed that funds would be rolled into the following financial year as stated in paragraph (3) above.

(12)   RESOLVED that the following recommendations be noted:-

(a)     Members be allowed to commit an unrestricted number of applications for works from the fixed price list, within their available budget, but may only submit 2 applications for all other works before additional design fees apply;

(b)     specific types of seasonal works be given an application window which Members must meet if they wished for the works to be carried out in the same financial year;

(c)     a list of Pre-approved Fixed Price Schemes, which was regularly reviewed, be adopted for use by Members;

(d)     a list of Pre-approved Non-Fixed Price Schemes, which was regularly reviewed, be adopted for use by Members;

(e)     applications to support existing bus services which had been identified to be cut would not be funded in the new amalgamated scheme.  Trial services must be fully funded and must meet contractual requirements; and

(f)      applications cancelled after design work had been undertaken be subject to a nominal cancellation fee of £300.