Winter Service Plan 2008-9 (Abridged Version)
8.0 Who does what?
8.1 Client/Contractor roles
Aspects of the service which are the responsibility of either the Client (Network Management) or contractor (SBcContracts) are shown in the table below:
| Client | Contractor |
|---|---|
| Winter Maintenance Plan | Day-to-day Operations |
| Standards e.g. Response Times | Staffing Levels |
| Carriageway/footway priorities | Vehicles |
| Performance Monitoring | Reporting to Winter Operations Centre |
| Provision of Salt | |
| Staffing of Winter Operations Centre | Staffing of Winter Operations Centre |
8.2 Winter Operation Centre
Winter action is based on forecast information received from the Meteorological Office supported by the ice detecting system and weather radar. A Winter Operations Centre has been established for the purpose of monitoring weather and road conditions, distributing information and receiving reports to assist in achieving the above aim. Information is shared with neighbouring authorities.
During the main winter months the Winter Operations Centre will be manned from 12:45am to 8:00pm Monday to Friday and 12:45am to 9:00am Saturday, Sunday and Public Holidays and will be available to receive calls on all emergency roads matters (including street lighting) on 01835 825076. Outwith the above times the Winter Operations Centre phone will divert to Border Care 01896 752111. Border Care will forward all calls to the duty Supervisor. During abnormal weather conditions the Winter Operations Centre will be manned as appropriate.
The Winter Operations Centre
Police reports on road conditions passed to the Winter Operations Centre will be recorded and acted upon. The Police will endeavour to ensure that such information is as accurate as possible. Responsibility for the release of road traffic information to the media will rest with the Police in conjunction with the Head of Roads and Fleet Management. Every effort will be made to assist them by regular and accurate updating of road condition information. When abnormal weather conditions are affecting the movement of traffic, Divisional Network Managers will report conditions to the Winter Operations Centre at 0930 hours, 1230 hours, and 1630 hours daily.
During marginal conditions and winter weather conditions information on the action taken will be transmitted by the Divisional Network Managers to the Winter Operations Centre.
In the event of a major blockage of a road taking place the Divisional Network Manager will report the situation to the Winter Operations Centre and records will be kept at Winter Operations Centre and at each Area Office of all road closures and road openings. Neighbouring roads authorities and trunk road operators may need to be informed of clearance progress in the Scottish Borders.
Forecast information is provided by the Met Office (Aberdeen) which gives a detailed 24 hour road weather forecast, a 2 to 5 day forecast for planning purposes, a 24 hour consultancy service and timing of forecasting which meets the needs of the department in programming its winter maintenance operation. The department supplements this information by the use of ice detection system. The Met. Office has direct access to the ice detection system for use in forecasting. Prediction graphs are forecast by the Met. Office for 3 stations which enables monitoring of change in temperature and ground conditions.
The ice sensor system provides recent and current reports on the temperature, dryness, wind speed and salt conditions of a number of locations on roads throughout the Scottish Borders. This information, combined with Met. Office weather reports, will be used to determine what action is necessary on any occasion.
Electronic Sensors on flood grilles have been placed at the following locations:- Skiprunning Burn, Jedburgh, Bakehouse Burn, Galashiels Academy, The Fountain in Galashiels and Long Philip Burn in Selkirk. Alerts of high water levels are sent to Bordercare who then contact the Winter Operations Centre.
8.3 Contractor
The Council’s SBcContracts division is the main contractor. The Head of Roads and Fleet Management will have overall control of arrangements through the SBcContracts Manager. Two Divisional Network Managers are responsible for the operation of the winter maintenance service effort.
8.4 Proposed Actions
When an adverse weather condition forecast is received at Winter Operations Centre the report will be passed to Divisional Network Managers, who will pass the report to their foreman and arrange the appropriate action. Details of Proposed Actions will be passed by the Divisional Network Managers to the Winter Operations Centre.
8.5 Actual Actions
Divisional Network Managers will report the actual action taken (including routes covered, times, salt used, etc) to the Winter Operations Centre by 09:30 each morning. Reports will be faxed to the Winter Operations Centre using standard forms. Informal notification to the centre by radio is useful as soon as routes have been started and completed. (This information is logged at Winter Operations Centre for the purpose of informing the police, etc).
8.6 Major Snow Storms
During severe and prolonged snowstorms, when resources can no longer keep main traffic routes open, clearance will be attempted on the basis of the Police Snow Emergency Scheme including Snow gate operation.
In this event, the Director of Technical Services will decide that conditions are abnormal and the following additional arrangements will apply.
The Technical Services Winter Operations Centre will be manned continually to co-ordinate information. A register will be maintained of all road condition reports received. It is essential that this centre is supplied with up-to-date information from area offices so that the Director of Technical Services and the police can be kept properly informed. Outwith office hours, Divisional Network Managers will ensure that operations are properly controlled. Foremen will normally be on duty during the day and early evening. As far as possible, they will not be disturbed at night. Night staff will contact Divisional Network Managers or standby foremen for instruction when required.
In the event of widespread abnormal conditions a Police Emergency Control will be set up at Lothian & Borders Police Headquarters at Fettes Avenue in Edinburgh to co-ordinate traffic routes throughout Lothians and Scottish Borders. Snowgates have been installed to facilitate road closures at the above locations and systems of variable message signs have been developed for the diversion of traffic. The police control overall strategic routeing, making use of both trunk and council roads.
Snow clearance operations can be seriously hampered by the presence of abandoned vehicles. To prevent this situation as far as possible, snowplough drivers are reminded of the need to pass information quickly to their area offices and Winter Operations Centre so that police and traffic can be warned.
8.7 Personnel, Health and Safety and Training
Safe working procedures have been provided for all employees engaged in gritting and snow clearing operations. Staff rotas and stand-by arrangements are kept at the winter operations centre.
Staff training is carried out by the Network Management staff on the procedures to be adopted in manning the Winter Operations Centre.
8.8 Farmers
In the past farmers have been engaged to assist in snow clearance. It is recognised that farmers possess equipment that can be effective especially in severe storms. Future arrangements should be under the strict control of the Council.
8.9 The public
The public is involved in the use of grit bins. Sometimes the salt may be used on private drives etc. However too much should not be read into this self-help provision. It is a minor part of the winter service and is useful in emphasising that the individual should assume some responsibility for their safety. This cannot impinge on the role, in terms of its Policy, that the council has undertaken in respect of the public at large i.e. the council cannot transfer its own risk to the public.
8.10 Performance assessment
Assessments of performance are carried out to the figures recommended by Audit Scotland. A benchmarking exercise to follow up the findings of the Ben Johnson-Hill report was undertaken in 2002 to compare the winter practices of four local authorities: Scottish Borders, Clackmananshire, East Dunbartonshire and Angus.
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