Meeting documents

David Schofield declared an interest in Item 8 as he is a Member of the Buckinghamshire and Milton Keynes Fire Authority.

Mary Baldwin declared an interest in Item 8 as she is a Member of the Buckinghamshire and Milton Keynes Fire Authority.

of the meeting held on 1 June 2010 to be confirmed.

The minutes of the meeting held on 1 June 2010 were confirmed as a correct record.

Contributors

• Brian Short, Southern Area Highway Management,Oxfordshire County Council

Purpose

As one of Buckinghamshire’s neighbouring authorities, Oxfordshire County Council experienced similar problems to the County Council both during and after the winter of 2009/10. This item will be an opportunity to find out what similarities there were between the responses of the local authorities, what was done differently and what Oxfordshire are aiming to improve in the future.

Brian Short, Southern Area Engineer, Highway Management, Oxfordshire County Council was welcomed to the meeting. Members were advised that as one of Buckinghamshire’s neighbouring authorities, Oxfordshire County Council experienced similar problems to the County Council both during and after the winter of 2009/10. The item is an opportunity to find out what similarities there were between the responses of the local authorities, what was done differently and what Oxfordshire are aiming to improve in the future.

The Officer made the following points:

• 43% of the County’s road network is treated.
• Priority 1 and 2 routes are salted.
• Initially the weather was mild but the period from 15 December – 10 January 2010 caused problems.
• There were 3 main snow events, which is unusual
• This resulted in a lack of de-icing salt for roads
• The salting of the road network was reviewed last year
• The amount of salt stored was reviewed from the previous year and the amount stored did not change
• Oxfordshire did not change the dosage rate of salt used and did not mix salt with sand for roads, although this was implemented for pavements.
• The Council has a webpage which keeps the public well informed regarding winter maintenance and highlights which roads have been salted. This is well received by the public
• Local  media is also used to get the message out regarding salting of the network
• The Emergency Planning Officer is also involved at an early stage to ensure all Council Services are pulled together.
• The introduction of the Salt Cell helped
• The clearance of snow routes to schools where exams were being held also went well

Things which could be improved include:

• Having a continuous supply of road salt - there is not a massive salt stock but there is a reliance on top ups
• There could be better continuity with salting of routes across the County boundaries where salted networks are changed.
• There is a public expectation that all routes are salted and the message needs to communicated more effectively that this is not the case.

Members then asked questions. The questions and answers are summarised below:

How much salt did you start the winter period with?

Started the winter period with 5,800t. It is the contractor’s responsibility to supply the salt. There has previously been no issue regarding salt supplies.

Residents living in sheltered accommodation, those who receive meals on wheels and elderly residents are most vulnerable. There was an incident in Buckinghamshire where an elderly resident had no heating for a few days as due to the condition of the roads his home could not be accessed. Did Oxfordshire experience any issues?

The main roads were treated. If the County Council received a particular request or if there was a specific difficulty highlighted the County Council would have assisted.

What are you planning to do next winter? Salt union have said that they are not able to increase supplies, would you consider block buying salt from abroad with other Counties?

This year  ...  view the full minutes text for item 4.

Contributors

• Tricia Birchley, Cabinet Member for Adults and Families
• Martin Phillips, Cabinet Spokesman for  Adults and Family Wellbeing

Purpose

This item as an opportunity to question the Cabinet Member for Adults and Families and the Cabinet Spokesman for Adults and Family Wellbeing on how frontline service delivery was affected by the harsh winter weather conditions experienced in 2009/10. This is also an opportunity to ascertain what went well during the winter, what could be improved for the winter of 2010/11 and how the portfolio works with Transportation to protect those perceived to be vulnerable.

Tricia Birchley, Cabinet Member for Adults and Families, Martin Phillips, Cabinet Spokesman for Adults and Family Wellbeing, Kerry Stevens, Head of Service Provision, Adults and Family Wellbeing were welcomed to the meeting.

The Cabinet Member advised the Committee of the following:

·         There was a heavier snow fall during the winter of 2009/2010 than usual.

·         Clients were categorised according to need. Category 1 clients were those most vulnerable and requiring a physical service. Clients with lesser needs were communicated with by telephoned.

·         Meals on wheels delivered frozen meals to cover 3 days during the severe weather to ensure that clients had a meal.

·         Staff were very flexible and ensured that everyone who needed a service received it

·         Council offices closed early on a few occasions to ensure staff could get home. However social care staff provide a statutory service and it was therefore necessary for them to continue to provide an essential service.

·         There was little steer regarding what roads were passable. Real time information would be useful for future years.

·         Bucks 4 wheel drive group were unable to help as they were being utilised by other organisations.

·         Everyone who needed a service received a service. Although if the severe weather continued the situation was likely to get critical.

·         If County Council staff are working from home as they are unable to get into the office. There was a possible suggestion to see if they would they be willing to help out in their local communities.

·         Local communities should think how they can help vulnerable residents perhaps taking a hot meal or doing some shopping.

·         An email was sent to all staff asking those who had 4 wheel drive vehicles if they would be prepared to help out during the severe weather. There were some offers of help. Consideration of whether a list of volunteers with 4 wheel drive vehicles prepared to help could be developed.

The social care staff were thanked by the Cabinet Member for Adults and Family Wellbeing and also the Head of Service as they showed true commitment, often working longer hours and through extreme conditions to ensure the service was delivered to those in need.

It is important that residents do not feel isolated. A resident had no heating as the gas company said they were unable to access the property due to the road conditions. Would help should have been available for this resident?

There were a lot of blackouts as power in some areas was affected. Staff often took out heaters to residents. Should this happen in the future social care should be contacted and they will arrange for help to be provided.

You relied on good will of staff. Do you have an emergency snow plan in place?

There is a contingency/resilience plan regarding how the service responds. However there needs to be a degree of flexibility as it may be the case that agency staff may not provide cover.

Are you consulted on the County Councils winter maintenance plan by Transport?  ...  view the full minutes text for item 5.

Contributors

• Robert Murdoch, Resilience Officer, Resilience Team, Buckinghamshire County Council

Background

The aim of the Resilience Team is to ensure that the County Council is able to respond swiftly and proportionately to an emergency or critical incident whilst continuing to deliver key services.

During an incident the Resilience Team will coordinate the initial County Council response, provide support as requested to the emergency services, work closely with the District Councils and other responders and coordinate the response of nominated voluntary organisations.

The Resilience Team facilitates the Business Continuity Management programme of the County Council.

Purpose

Members will have the opportunity to question the Resilience Officer on the County Council’s joined up response with partners during the harsh winter weather of 2009/10.

Robert Murdoch, Resilience Officer, Resilience Team, Buckinghamshire County Council was welcomed to the meeting.

The Officer explained that the Resilience Team looks after the County Council’s responsibilities under the Civil Contingencies Act (2004), which aims to ensure that the County Council is able to respond to an emergency or critical incident whilst continuing to deliver key services.

The County Council’s duties under the act include:

• Sharing information
• Risk assessment – Officers participate in the local resilience forum along with other partner agencies to look at risks to the community and emergency plans.
• Emergency planning
• Co-operation
• Business continuity management - ensure that all services operate as business as usual.
• Communicating with public
• Provision of Business Continuity Management

The Officer said that on a day to day basis the Resilience Team could be the first point of contact for all services and co-ordinate the emergency operational plan. The Resilience Team provide staff and equipment to the scene of an emergency. The Committee was informed that this procedure was instigated on May 1 2010 for the English Defence League (EDL) protest.

Members were advised that during the adverse weather conditions the responsibilities of the Resilience Team do not change. During this period the resilience team circulated severe weather warnings to services and partner agencies, liaised with voluntary agencies and 4x4 groups.

Members then asked questions. The questions and answers are summarised below:

In relation to the emergency operational centre – what happens if people can not get into the building due to weather conditions?

Volunteers have been trained of which there are approximately 20 and are also existing County Council staff. On the event of an incident officers would then commence contacting volunteers. It is envisaged they are local people who would be able to walk to County Hall.

We have spoken to Adult Social Care as part of the Winter Maintenance Review, who have specific issues as a service. How would you work with them?

The Resilience Team could assist by looking at the Buckinghamshire Business Continuity Plans which each service area should have in place. Lack of transport should be highlighted on the template. The team could also assist by getting in touch with contacts such as the 4x4 group who are a voluntary organisation.

On 21 December 2009 the Resilience Team circulated an email on behalf of Adult Social Care requesting any member of Buckinghamshire County Council staff who owned a 4x4 to assist to transport staff to clients.

An Officer from Oxfordshire County Council commented on how useful direct contact with the emergency officer with regards to planning in Oxford was. What happens in Buckinghamshire, as there is concern regarding social care staff walking to see clients, where does that fit with the service of the Resilience Team?

The Resilience Team advises on the Buckinghamshire Business Continuity Plans, it’s role is not to provide equipment to staff. It can co-ordinate a response in an emergency but the responsibility lies with the individual service areas.

Do you have a list  ...  view the full minutes text for item 6.

Contributor

• Ian Taylor, Group Manager, Emergency Planning and Resilience, Buckinghamshire Fire and Rescue Service
• TBC, South Central Ambulance Service (SCAS)

Purpose

During periods of extreme winter weather the emergency services do not stop working, if anything the challenges they face become more varied and accessing those in need becomes more problematic. Members have the opportunity to question representatives from two of the emergency service providers in Buckinghamshire to hear about their experiences during the winter weather. This is an opportunity to find out what went well, what problems were experienced and also how the County Council and its partners could assist the emergency services further during periods of extreme weather.

Ian Taylor, Group Manager, Emergency Planning and Resilience, Buckinghamshire Fire and Rescue Service attended the meeting to discuss how the emergency services operated during the extreme winter weather.

The Officer handed out a report and talked Members through the report. He said that the red squares on the map highlighted where the three Unimog 4x4 fire appliances were based – those being Great Holm, Aylesbury and High Wycombe.

The Officer then highlighted the following points:

• Bucks Fire and Rescue Service had contingency plans in place for sometime which included situations of ice, heatwave etc.
• The Service has a range of vehicles for different situations. If the service were called to an incident of fire at Black Park due to lack of rain for example a 4x4 vehicle would be needed to gain access.
• The service also has 5  Mitsubishi L200 4x4 vehicles
• On 21 December 2009 there was a snow fall which settled on top of ice which caused some concern in the High Wycombe area.
• The routes which caused the Fire Service the most difficulty were predominately within South Bucks and the Chiltern area, these included:
  • Cock Lane
  • Amersham Hill
  • Marlow Hill
  • The Pastures
  • Rayners Avenue
  • Hammersley Lane
  • Hatters Lane

• The Service received a total of 1105 calls during the period 15 Dec 2009 to 15 January 2010 which resulted in 783 appliance movements. Of these calls there were 20 occasions where the service had difficulty in achieving its 10 minute response standard, mainly due to road and weather conditions. The impact of these delays was off set by an enhanced attendance to some calls and a more robust call challenge process.  Calls from businesses which had good security were asked if security would carry out a thorough check in the first instance as the alarms are often tripped. Public awareness of the situation also reduced the calls. No lives were lost in fires or special service calls received by this service (including road traffic collisions) during this period.

Members then asked questions. The questions and answers are summarised below:

Are you happy that you are prepared for next year and do you have plans to put winter tyres on other vehicles?

Capabilities are continually reviewed. Following previous discussions with crew and Thames Valley Resilience Forum the number of Mitsubishi vehicles was increased. In snow the service usually sends the Unimog until other vehicles arrive.

With regards to the tyres on the appliances, the view was taken to change all rear axle tyres to mud and wet weather tyres which increase traction.

Do you have any available storage facilities for sand/salt at your stations?

There is sand kept at all stations in case of an incident to ensure that the roads are not left in a dangerous condition. There are also grit bins at the stations.

Are there things which you think the Local Authority could do better with regards to winter maintenance?

There were issues in the High Wycombe area. I would also like to see some standards  ...  view the full minutes text for item 8.

Contributors

• Brian Fordham, Depot Manager High Wycombe, Arriva
• Steve MacDonald, Deport Manager Aylesbury, Arriva

Purpose

Members will have the opportunity to question representatives from Arriva Buses, one of the County Council’s public transport providers, on how the harsh winter weather impacted on their ability to keep the county moving. This is an opportunity to find out what went well, what problems were experienced by Arriva as a result of the weather and also how the County Council and its partners could assist public transport providers during periods of extreme weather.

Brian Fordham, Depot Manager High Wycombe, Arriva and Steve MacDonald, Depot Manager Aylesbury, Arriva were welcomed to the meeting.

Members were advised that this was an opportunity to question representatives from Arriva Buses, one of the County Council’s public transport providers, on how the harsh winter weather impacted on their ability to keep the county moving. To find out what went well, what problems were experienced by Arriva as a result of the weather and also how the County Council and its partners could assist public transport providers during periods of extreme weather.

Mr Fordham made the following comments:

• The extreme weather struck between 18– 22 December 2009 and 6-13 January 2010. During this period due to a lack of gritting and parked cars, High Wycombe bus station was unable to operate a full service in residential streets.
• Many of the bus routes passed through residential estates and due to these areas not being gritted some bus services were unable to operate and decisions had to be made regarding what could safely operate.
• Attempts were made to divert bus routes but the conditions got worse and on some dates buses were unable to leave the bus depot. Cressex bus park is located on Shackleton Road, which links to Lincoln Road and then Desborough Road. Lincoln Road is an unadopted road and was not gritted. The conditions were treacherous and subsequently public transport operated by Arriva could not operate.
• Bus depot staff cleared much of the access themselves to try and ensure that the buses could operate.
• There were issues on the roads and 16 buses were left parked up in the roads due to the heavy snow fall and bad conditions. Two vehicles were seriously vandalised and the drivers had to walk back to the depot.
• Drivers were also then unable to work the next day due to constraints on working hours.
• Buses are vital to enable people to travel to work and keep the County moving. This is of greater importance during extreme weather as less people want to drive.
• Ensuring the buses are able to operate should be a priority.
• The roads near to bus stations should be gritted.

Mr Macdonald made the following comments:

• During the period of bad weather in December 2009 there was more co-operation from Officers at the County Council and the vehicles could get out of the depot. As the weather worsened and resources tightened the co-operation deteriorated.
• The Aylesbury depot is based at Smeaton Close which connects to Rabans Lane, Aylesbury. There is a hump railway bridge along this route which causes difficulty in icy conditions.
• There was an incident at John Colet School involving a bus carrying 70 pupils. This resulted in a woman being crushed. Headteachers decide if a school is to open or close. When the decision is made that the school should remain open, bus managers feel an obligation to transport pupils to and from the schools. The road where the accident happened was untreated.  ...  view the full minutes text for item 9.