Public Document Pack

To: Councillor Mary Maynard, Councillor Roger Butterworth, Councillor Rosemary Farmer, Councillor John Drake, Councillor Albert Pawle, Councillor Nigel Turnbull, Councillor Paul de Kort and Councillor Melanie Priggen. Thursday 3 September 2020

You are hereby summoned to the MEETING of the CORPORATE POLICY AND FINANCE COMMITTEE to be held on WEDNESDAY, 9 SEPTEMBER 2020 commencing at 7.30 pm. This meeting will be conducted virtually.

To assist in the speedy and efficient dispatch of business, Members requiring further information on items included in the Agenda are requested to enquire prior to the meeting.

Carl Cheevers Town Clerk

In order to follow the Government guidelines on social distancing, this meeting will be held virtually.

The meeting will be broadcast on our YouTube channel: https://www.youtube.com/channel/UCPwadgFhZ_UfrQGTyejST_g

Our Standing Orders (rules that govern how we must operate) set out a process for public questions at our meetings. Public questions are subject to the following provisions:

(a) A question must address a specific agenda item or be relevant to the activities, functions, powers or duties of the Council and in any case must be relevant to the delegated functions attributed to the meeting;

(b) The asking of a question shall last for no more than three minutes;

(c) A resident shall be allowed to speak on one occasion only at any meeting; or more at the discretion of the Chairman; (d) The total time allocated to public questions at any one meeting shall not exceed 15 minutes; at the discretion of the Chairman;

(e) A resident wishing to ask a question must notify the Town Clerk of his or her intention to do so by no later than midday on the Friday preceding the meeting.

If you wish to submit a public question for this meeting, you must notify Carl Cheevers, Town Clerk on [email protected] no later than 12 noon on Friday 4 September.

When notifying the Town Clerk you should include details of your question so that it can be assessed against provision (a) above. If provision (a) is satisfied, you will be provided with the details of how you can join the virtual meeting.

AGENDA

Page No. 1. APOLOGIES

2. DECLARATIONS OF INTEREST Members are reminded to make any declarations of disclosable pecuniary and/or personal interests that they may have in relation to items on this Agenda. You should declare at this part of the meeting or when it becomes apparent your interest by stating:

(a) the item you have the interest in (b) whether it is a disclosable pecuniary interest and the nature of the interest, whereupon you will not participate in the discussion or vote on that matter, unless dispensation has been requested and granted (c) whether it is a personal interest and the nature of the interest

Members are also reminded of their obligation to report any amendment to their Register of Interests to the Town Clerk as soon as it becomes apparent.

3. CHAIRMAN'S REPORT AND URGENT ITEMS

4. PUBLIC QUESTIONS IN ACCORDANCE WITH STANDING ORDER 22

5. MINUTES 1 - 4 To confirm the Minutes of the Corporate Policy & Finance Committee meeting held on 11 March 2020 – circulated herewith. 6. MINUTES OF MEETINGS REFERRED TO CORPORATE POLICY AND FINANCE COMMITTEE None.

7. OFFICERS' REPORTS

7.1 FORWARD PLANNER AND RESOLUTION TRACKER 5 - 10 Report attached.

7.2 BUDGETARY CONTROL 2020/21 11 - 14 Report attached.

7.3 BUDGET 2021/22 - FIRST LOOK 15 - 22 Report attached.

7.4 MERIT AWARDS 23 - 26 Report attached.

7.5 APPROVAL OF ACCOUNTS - FUTURE TIMELINE 27 - 40 Report attached.

7.6 SPEED MANAGEMENT STRATEGY CONSULTATION 41 - 142 RESPONSE Report attached.

7.7 CITIZENS ADVICE UPDATE 143 - 152 Report attached.

7.8 SAFEGUARDING AND LONE WORKING POLICY 153 - 182 Report attached.

7.9 AUDIO VISUAL EQUIPMENT AT TOWN HALL 183 - 186 Report attached.

7.10 LOCAL GOVERNMENT PAY AWARD 2020/21 187 - 188 Report attached.

8. EXEMPT BUSINESS To RESOLVE that:

In view of the confidential nature of the following items, which relate to the business matters of other individuals and organisations, the public and accredited representatives of the press shall be excluded while they are discussed. This is in accordance with the Public Bodies (Admission to Meetings) Act 1960, as amended by the Local Government Act 1972.

Item: This page is intentionally left blank Public Document Pack Agenda Item 5

HARPENDEN TOWN COUNCIL MINUTES OF THE MEETING OF THE CORPORATE POLICY AND FINANCE COMMITTEE

HELD AT THE COUNCIL CHAMBER, TOWN HALL, LEYTON ROAD, HARPENDEN AL5 2LX ON WEDNESDAY, 11 MARCH 2020 AT 7.30PM

Present: Councillor Roger Butterworth (Vice-Chair), Councillor Rosemary Farmer, Councillor John Drake, Councillor Albert Pawle, Councillor Nigel Turnbull, Councillor Paul de Kort and Councillor Melanie Priggen

In Attendance: Carl Cheevers (Town Clerk) 1 Member of the Public

Apologies: Councillor Mary Maynard (Chair)

29 APOLOGIES Apologies were received from Cllr Maynard (Cllr Butterworth substituted as Chair). The Committee RESOLVED to accept the apologies.

30 DECLARATIONS OF INTEREST None.

31 CHAIRMAN'S REPORT AND URGENT ITEMS None.

32 PUBLIC QUESTIONS IN ACCORDANCE WITH STANDING ORDER 22 None.

33 MINUTES The Minutes of the Corporate Policy & Finance Committee meeting held on 8 January 2020 were duly accepted and signed as a correct record.

Page 1 34 MINUTES OF MEETINGS REFERRED TO CORPORATE POLICY AND FINANCE COMMITTEE The Minutes of the Accounts & Risk Sub-Committee meeting held on 29 January 2020 were received.

The Minutes of the Dementia Friendly Harpenden Working Party meeting held on 13 February 2020 were received.

35 OFFICERS' REPORTS

35.1 RESOLUTION TRACKER The Committee considered a report by the Town Clerk and the Central Services Officer. The Committee RESOLVED to:

Note the Resolution Tracker attached at Appendix A and approve the removal of those resolutions marked complete.

35.2 BUDGETARY CONTROL 2019/20 The Committee considered a report by the Finance Manager. The Committee RESOLVED to:

Note the report.

35.3 REVIEW OF SERVICE LEVEL AGREEMENTS The Committee considered a report by the Town Clerk and the Projects and Community Manager. The Committee RESOLVED to:

Note the report.

35.4 LITTERING - ACTION PLAN AND COMMUNICATIONS CAMPAIGN The Committee considered a report by the Town Clerk and discussed the options presented at paragraph 3.3. The Committee RESOLVED to:

Take forward all of the options set out in paragraph 3.3 of the report.

35.5 COMMUNICATIONS AND ENGAGEMENT STRATEGY The Committee considered a report by the Town Clerk. The Committee RESOLVED to:

(i) Agree the draft Strategy at Appendix A as the framework for the Council’s communications (ii) Agree the actions set out in paragraph 3.5.

35.6 FINANCIAL REGULATIONS REVIEW The Committee considered a report by the Finance Manager. The Committee RESOLVED to recommend to Council that:

the amendments to Financial Regulations be adopted.

Page 2 35.7 COMMUNITY GRANT FUND - APPLICATION AND MONITORING The Committee considered a report by the Town Clerk and Central Services Officer. The Committee RESOLVED to:

(i) Note the monitoring information and feedback received on the Community Grant awarded to La Leche League Harpenden as set out in paragraphs 3.4 and 3.5 and attached at Appendix B. (ii) Not approve the application from the Harpenden Academy for a Community Grant of £500 as set out in paragraphs 3.1 to 3.3 and attached at Appendix A.

36 EXEMPT BUSINESS The Committee RESOLVED that:

In view of the confidential nature of the following items, which relate to the business matters of other individuals and organisations, the public and accredited representatives of the press shall be excluded while they are discussed. This is in accordance with the Public Bodies (Admission to Meetings) Act 1960, as amended by the Local Government Act 1972.

Item: Transport and Movement Strategy

36.1 TRANSPORT AND MOVEMENT STRATEGY The Committee considered a report by the Town Clerk. The Committee RESOLVED to:

Agree the recommendations subject to the small presentational amendments made in the discussion.

The meeting closed at 9.22pm.

Chairman ………………………………

Date ………………………………

Page 3 This page is intentionally left blank

Page 4 Agenda Item 7.1

NON-CONFIDENTIAL Meeting Corporate Policy & Finance

Date 9 September 2020

Report by Jane Juby – Democratic Services and Civic Officer

Report title Forward Planner and Resolution Tracker 2020/21

Business Plan theme Run an effective, efficient, low-cost Council administration.

1. Purpose of the report

1.1 This report presents to the Corporate Policy & Finance Committee the Forward Planner and Resolution Tracker for 2020/21.

2. Recommendation 2.1 The Committee is asked to: 2.1.1 Note and approve, subject to any comments or amendments, the Forward Planner attached at Appendix A. 2.1.2 Note the Resolution Tracker attached at Appendix B and approve the removal of those resolutions marked complete.

3. Background information 3.1 The Forward Planner sets out the work programme for the Committee over the 2020/21 Municipal Year, enabling the Committee to ensure it considers all planned items of business at the appropriate time. 3.2 The Resolution Tracker sets out the actions resulting from resolutions made at previous meetings during the Municipal Year 2020/21 and confirms if these are ongoing or completed. It therefore provides the Committee with an update on progress against work programme items and projects.

4. Resource implications

4.1 None. Page 5 5. Other implications .Other Implications Comment Legal None Environment and biodiversity None Crime and Disorder None Risk/Health & Safety None

6. Appendices Appendix A – Corporate Policy & Finance Committee Forward Planner 2020/21 Appendix B – Corporate Policy & Finance Committee Resolution Tracker 2020/21

Page 6 APPENDIX A CORPORATE POLICY AND FINANCE COMMITTEE FORWARD PLANNER 2020/21

Agenda Item Purpose Lead Officer 11 November 2020 Budgetary Control 2020/21 Note progress Daniel Williams against the budget Budget 2021/22 Review the budget Daniel Williams information and agree CPF budget New Website Approve Bailey Donoghue specification of new Website External Audit Limited Assurance Recommend to Daniel Williams Audit 2019/20 Council approval of Return for 19/20 Internal Audit Plan 2020/21 Approve the Daniel Williams Internal Audit Plan 2020/21 NALC/HAPTC – Subscription Approve the Daniel Williams 2021/22 subscription for 2020/21 Transport & Movement Strategy Review draft Carl Cheevers strategy and next steps Citizens Advice Update Consider latest Jane Juby update from Citizens Advice Health and Safety Policy To review the Phil Wright Policy. Community Grant Fund – Criteria To review the Phil Wright Review criteria 6 January 2021 2021/22 Budget Approve draft Daniel Williams budget for recommendation to Council Risk Register Approve the Daniel Williams Register Budgetary Control 2020/21 Note progress Daniel Williams against the budget Review of Internal Control and Approve the Daniel Williams Internal Audit Arrangements arrangement in place and recommend to Council Treasury Management and Approve the Daniel Williams Investment Strategy 2021/22 Strategy and recommend to Council Page 7 Agenda Item Purpose Lead Officer 10 March 2021 Review of Service Level Review SLAs. Phil Wright Agreements Budgetary Control 2020/21 Note progress Daniel Williams against the budget *Where applicable denotes an item under Exempt Business

Page 8 APPENDIX B

CORPORATE POLICY AND FINANCE COMMITTEE – RESOLUTION TRACKER Meeting Date : 9 September 2020

No Area of work Resolution Committee Completion Lead Progress Date / Target Officer Minute Ref Initials

1. Plastic Free To recommend to Council to support 11/9/19 25.11.19 CC Complete Harpenden the following policy statement; 14.6 Council approved this policy statement. The Town Council supports plans to establish Harpenden as a Plastic Free

Page 9 Page Community and will work in partnership to encourage plastic-free initiatives and campaigns. The Town Council will lead by example and work towards removing single-use plastic items from its premises. 2. Littering – Action Take forward all of the options set out 11/3/20 CC In progress Plan and in paragraph 3.3 of the report. 35.4 Delayed due to Covid-19. Communications Campaign

3. Communications (i) Agree the draft Strategy at 11/3/20 CC Complete and Engagement Appendix A as the framework for 35.5 Strategy the Council’s communications. (ii) Agree the actions set out in paragraph 3.5. No Area of work Resolution Committee Completion Lead Progress Date / Target Officer Minute Ref Initials

4. Transport and Agree the recommendations subject to 11/3/20 CC Complete Movement Strategy the small presentational amendments 36.1 To be considered in (Exempt Business) made in the discussion. further detail in November. Page 10 Page Agenda Item 7.2

NON-CONFIDENTIAL Meeting Corporate Policy & Finance

Date 09 September 2020

Report by Daniel Williams - Finance Manager

Report title Budgetary Control 2020/21

Business Plan theme Run an effective, efficient, low-cost Council administration.

1. Purpose of the report

1.1. This report presents the actual expenditure and income position as at 31 July 2020 (Month 4) for the financial year 2020-21 and outlines the main variances from the revised budget agreed by Council on 18 May 2020.

2. Recommendation

2.1. Committee is asked to note the report.

3. Budgetary Control 2020/21

3.1. The Original Budget for 2020/21 was set at £1,448,240. This was funded by the precept £1,069,930, income of £332,120 and a drawdown from the earmarked reserves of £46,190.

3.2. On 18 May 2020 Council agreed a Revised Budget due to the impact on commercial income that the coronavirus would have. This was set at £1,275,530 to be funded by the precept of £1,069,930, income of £161,650 and a drawdown from the earmarked reserves of £46,190.

Page 11 3.3. In addition to the £46,190 agreed as part of the Original Budget further funds totalling £168,500 have been released from reserves. The latest drawdown from reserves totals £214,690 to progress initiatives/schemes. These are:

£ Staff Resources 46,190 Storage Depot 116,500 Tree works 15,000 Chipper 20,000 Gator 17,000 Total Released 214,690

3.4. The funding for the Chipper and Gator has been agreed at Council as part of the Capital Receipts paper however, the release of funds will be agreed at the next Community Services Committee.

3.5. This report outlines the main variances between the Revised Budget and the actual expenditure and income for the year to date.

3.6. These changes increase the Council’s budget for 2020/21 to £1,473,290 and the net budget to £1,282,380 as shown below.

3.7. Appendix A provides details of expenditure and income, grouped by activity, for the period April to July 2020 and shows two groups of figures:

3.8. Full Year:  Original budget  Revised budget  variance on the budget;

3.9. This is to show how the budget has moved from what was originally agreed to the latest Revised Budget.

3.10. Year to Date [YTD]:  the profiled budget for the period;  actual expenditure and income for the period;  variance for the period;  percentage of the budget not used / overspent (-/+) for the period;

Note: figures shown in brackets denote income or a favourable position.

3.11. The budget for each area of activity has been profiled for the year to date. When profiling the budgets, planned expenditure patterns are considered. For certain types of expenditure (particularly non-staff costs) it is likely that expenditure will peak and trough at points in the year. This should be used as a guide to assess variances that have occurred to date.

Page 12 3.12. For the period April to July net costs for the Council show a favourable variance of £289 less than the year to date budget.

3.13. This is primarily due to lower than expected on the staff costs and increased investment interest under General income. Which has been largely offset by increased insurance premiums that falls under Other Contracts, higher business rates costs than budgeted and the unplanned high street reopening costs. It is hoped that the high street reopening costs will be funded by a discretionary grant to be issued through Government but this is still to be confirmed.

3.14. There are no other significant variances identified to-date.

4. Other implications Other Implications Comment Legal None Environment and biodiversity None Crime and Disorder None Risk/Health & Safety None

5. Appendices

Appendix A – Budgetary Control 2020/21 – April 2020 to July 2020 statement

Page 13 Appendix A Budgetary Control 2020/21 – April 2020 to July 2020

BUDGET MONITORING 2020-21 ORIGINAL REVISED VARIANCE PROFILED ACTUAL VARIANCE BUDGET BUDGET (FAVOURABLE) BUDGET FOR YEAR (FAVOURABLE)/ADVERSE /ADVERSE Description £ £ £ £ £ £ %

BUDGET AND ACTUAL BY ACTIVITY EXPENDITURE Staff costs 726,580 726,580 0 232,449 226,589 (5,860) (2.5)% Grounds Maintenance Contract 107,070 104,070 (3,000) 0 0 0 0.0% Management Plan 100,000 29,490 (70,510) 21,730 22,530 800 3.7% Tree Management 55,000 55,000 0 45,900 45,685 (215) (0.5)% Other Contracts 94,030 88,520 (5,510) 30,997 34,215 3,219 10.4% Town Centre Management 93,730 73,260 (20,470) 8,160 9,306 1,146 14.0% Repairs & Maintenance 34,500 26,840 (7,660) 7,490 7,838 348 4.6% Business Rates & Utilities 59,330 59,330 0 19,777 21,471 1,694 8.6% Service Level Agreements and Grants 24,000 24,000 0 0 0 0 0.0% Events 30,750 22,250 (8,500) 150 125 (25) (16.7)% Town Mayor, Members & Civic Exps 15,610 8,860 (6,750) 2,750 2,270 (480) (17.5)% Loan repayments and interest 9,500 9,500 0 9,500 9,500 (0) (0.0)% Other Expenses 78,140 52,830 (25,310) 10,530 11,036 506 4.8% Project & Initiatives 20,000 39,260 19,260 23,253 23,644 391 1.7% Capital Projects 0 153,500 153,500 30,590 30,580 (10) (0.0)%

TOTAL EXPENDITURE 1,448,240 1,473,290 25,050 443,276 444,789 1,513 0.3%

INCOME Commercial Income (293,900) (157,740) 136,160 (57,053) (55,887) 1,167 2.0% General Income (36,760) (31,710) 5,050 (4,117) (7,085) (2,969) (72.1)% Recharges (1,460) (1,460) 0 0 0 0 0.0%

TOTAL INCOME (332,120) (190,910) 141,210 (61,170) (62,972) (1,802) (2.9)%

NET EXPENDITURE 1,116,120 1,282,380 166,260 382,106 381,817 (289) (0.1)%

NET EXPENDITURE BY COMMITTEE Corporate Policy and Finance 613,640 669,600 55,960 227,603 231,458 3,855 (1.7)% Community Services 502,480 612,780 110,300 154,503 150,359 (4,144) 2.7%

NET EXPENDITURE 1,116,120 1,282,380 166,260 382,106 381,817 (289) (0.1)%

NET EXPENDITURE FUNDED FROM: PRECEPT (1,069,930) (1,069,930) 0 (1,069,930) (1,069,930) 0 Contribution (from)/to Earmarked Reserves (46,190) (61,190) (15,000) 0 0 0 Contribution (from)/to Capital Receipts Reserve 0 (153,500) (153,500) 0 0 0 Contribution (from)/to General Reserves 0 0 0 0 0 0

BALANCE 0 (2,240) (2,240) (687,824) (688,113) (289)

Virement (Officer agreed budget transfers)

Project & Initiatives - Harpenden Cares 29,260 Commercial Income - Harpenden Cares (29,260)

Agreed Budget Changes

Council agreed reduction in expenditure on 18th May 2020 (172,710) Council agreed reduction in income on 18th May 2020 170,470

Projects to be funded from Earmarked Reserves

Tree works 15,000 Drawdown from Earmarked Reserves (15,000)

Projects to be funded from Capital Receipts Reserve

Purchase of a Chipper 20,000 Purchase of a Gator 17,000 Storage Depot 116,500 Drawdown as part of the Capital Improvement Plan (153,500)

BALANCE (2,240)

Page 14 Agenda Item 7.3

NON-CONFIDENTIAL Meeting Corporate Policy & Finance

Date 09 September 2020

Report by Daniel Williams - Finance Manager

Report title Budget 2021/22 – First Look

Business Plan theme Run an effective, efficient, low-cost Council administration.

1. Purpose of the report

1.1. This report sets out the main influences and pressures which are expected to impact on the 2021/22 budget.

2. Recommendation

2.1. The Committee is asked to:

2.1.1. Note the budget timetable and process for 2021/22 as set out in paragraph 4.1.

2.1.2. Agree the budget and inflation assumptions set out in at 5.2.

2.1.3. Approve the guidelines for Standing Committees to review their budgets and any growth items as outlined in paragraph 5.7.

2.1.4. Approve the level of general reserves as set out in section 9.

3. Background

3.1. The requirement to set a balanced budget demands a stringent process to deliver efficiencies, preserve quality of services, and retain the ability to generate income and to recognise the increasing demand on services.

Page 15 3.2. The budget reflects the estimated cost in delivering our business plan, considering any changes in service levels or costs. It will also include any planned new/growth items or service developments as well as any reductions in service levels or service economies.

3.3. The budget will also need to take into account current economic pressures, including the Covid-19 impact on current and future commercial income.

3.4. The budget for 2021/22 is currently being formulated for submission to the Standing Committees to consider their expected levels of expenditure and income.

3.5. The budget will then be reported back to this Committee in full to be agreed as part of its budget setting process and for recommending to Council to set the precept for 2021/22.

3.6. The Council also considers the medium-term financial plan alongside the annual budget. This is consistent with the Council’s Financial Regulations and allows the Council to identify the effect of decisions taken during the current budget process on future years’ costs together with any cyclical variations.

4. Timetable and Process

4.1. The budget needs to be approved by Council at the end of January to provide time for the District Council, the precept authority, to inform residents of the Council Tax implications for the forthcoming year. The timetable to ensure this is achieved is suggested as follows:

Meeting Date Actions Corporate Policy 9 Agree timetable and initial assumptions. and Finance September 2020 Community 16 CSC budget review; consider growth items Services September in principle 2020 Community 4 Growth items detailed costs Services November 2020 Corporate Policy 11 CPF budget reviewed. and Finance November 2020 Corporate Policy 6 January Final CPF sign off and Finance 2021 Council 25 Approve the budget, level of reserves and January medium-term financial plan 2021 Approve and set the precept for 2021/22

Page 16 5. Budgetary and Inflationary Pressures

5.1. As part of the budget process all areas of the budget will be reviewed, considering actual expenditure over the past few years, inflation rates and any known changes in demand. Where it is appropriate, budgets will be kept at least at current levels.

5.2. The annual percentage change in RPI (Retail Price Index) over recent months are set out below. As the budget is being prepared now it is suggested that the June RPI index plus 1% is used as a guide for any inflation changes as follows:

2020 2019 April 1.5% 3.0% May 1.0% 3.0% June 1.1% 2.9%

5.3. Set out below are the known budget pressures and those with exceptions:

5.3.1. Salaries – staff are paid in line with nationally negotiated pay scales. It has already been reported that above inflationary increases are being requested by the Unions. To include some provision in the budget it is recommended that a 3% increase be included at this stage. This is in line with the approach taken in 2020/21.

5.3.2. Employer pension contributions – the results of the triennial pension valuation have resulted in a reduction in employer pension contributions from 23.8% to 22.15%.

5.3.3. Grounds maintenance contract – the contract allows for an annual increase in charges in line with the December retail price index. At this stage, the June RPI plus 1% will be included.

5.3.4. Fixed and contract costs – in line with contractual arrangements and include ICT, floral displays, toilet cleaning, payroll, licence payments, insurance costs, internal and external audit fees, loan repayments.

5.3.5. Energy prices – where contractual arrangements have been negotiated budgets will take account of revised prices.

5.3.6. Service level agreements – grant arrangements in respect of the SLA’s and agreed funding remain at current levels.

5.3.7. Fees and charges – these will be maximised where possible in line with agreements or as part of a review of the Council’s commercial income, including farmers market, fairs, forum advertising, Park Hall, leases.

5.3.8. Rental charges and fees – will be increased in line with agreements.

Page 17 5.4. In addition to these known pressures above, there are several other budgetary pressures which will impact on the Council’s budget for 2021/22. These include:

5.4.1. Additional assets – budgets for new assets will need to be reviewed to ensure any ongoing maintenance or running costs which will impact on the budget are included.

5.4.2. Growth items and other service changes – changes to the level of services provided by the Council together with ensuring that property and equipment remains serviceable and suitable to meet the needs of the Council will impact on the level of budget to be set.

5.4.3. New Business Plan priorities – budgets for new priorities that are included in the new business plan that will come into effect from April 2021.

5.5. The COVID-19 pandemic will continue to have a major impact on the Council. The most significant impacts have been loss of car parking income, loss of income from hall hire and other fees and charges. The Council is likely to incur additional expenditure to ensure that key services such as the high street reopening measures can continue.

5.6. Whilst the Council’s General Fund reserve has the capacity to absorb some of the financial impact, a robust financial plan will be required to ensure the sustainability of the council’s finances are maintained and this will form a substantial part of the financial resilience recovery work.

5.7. When reviewing the proposed budget for 2021/22 Standing Committees will need to look at their base budget taking into account:

 inflationary pressures;  approved changes in service delivery;  current demand;  income levels;  growth items.

6. Budget – First Look

6.1. The Council has maintained its budget and precept for many years with minimal increases. Increased inflationary pressures and other service costs have been absorbed within existing budgets.

6.2. The 2021/22 budget is the aggregate of expenditure and income based on the 2020/21 budget. It will be adjusted for estimated levels of inflation and price increases as set out at 5.2 and 5.3. Estimated inflation increases can only be a ‘best guess’ considering known factors.

Page 18 6.3. The Council continues to investigate new initiatives and growth items which will require resources to put these into action. Officers are reviewing the items which could fall into 2021/22 and future years and will be reported as part of the detailed budget.

6.4. The effect on the band D equivalent precept for 2021/22 cannot be quantified until the Council Tax base for 2021/22 is known. Any increase in this, which is notified by the District Council in December, will provide additional headroom for an increase in the budget. Based on the current Council Tax Base of 14,318 properties (14,105 for 2019/20) and a charge of £74.73 an increase of 100 properties will provide an additional budget of £7,470.

6.5. Inflation and other known factors will put pressure on the 2021/22 budget. Until the budget exercise has been completed with the values of all the variables known, we will not know for sure the full effect. To give some guidance early indications are salary inflation will increase by £22k and all other contracts by £15k.

7. Capital Receipts

7.1. The Town Council received a Capital Receipt of £2.65m from the sale of the Former Westfield Allotments. Amounts in excess of £10,000 are categorised as capital receipts within the Local Authorities (Capital Finance and Accounting)(England) Regulations 2003 resulting in the creation of a Usable Capital Receipts reserve which can only be used for new capital investment. An initial plan on how these funds will be spent was last discussed at full Council on 18 May 2020.

7.2. Local Government legislation restricts the use of capital receipts to only the repayment of long-term debt and to fund capital expenditure. Capital expenditure is primarily for the purchase of assets that have a useful life of more than one year. It excludes the repairs to property or replacement of fixtures and fittings. Capital receipts cannot be used to fund revenue expenditure or to reduce the annual precept.

8. Earmarked Reserves

8.1. The Council’s earmarked reserves policy allows for an amount not exceeding the difference between the budgeted net expenditure and the actual net expenditure to be transferred into earmarked reserves. These reserves are held for specified purposes only and spent at the discretion of the Council.

8.2. Earmarked reserves allow for setting aside monies for major projects, cyclical major repairs or renewals to property / assets which would otherwise fall in one year’s budget. They also allow for safeguarding of monies for projects which may have been delayed. Any reserves that are no longer required are transferred back to the general fund reserve.

Page 19 8.3. At 1 April 2020 the Council had earmarked reserves of £357,370.

9. General Reserve

9.1. The Council is required to review its level of general reserves to ensure they are sufficient to cover unexpected and unbudgeted expenses. On 1 April 2020, the Council had general reserves of £539,778.

9.2. Although there is no definitive level of reserves required the Council should risk assess their needs and set a level to prevent them from falling too low or building up to an unnecessary level. In addition, the Council should maintain a stable and robust reserve to protect the assets against unexpected liabilities.

9.3. The Corporate Policy and Finance Committee has previously reviewed the level of general reserves resolving that they should be maintained at £500,000. The level of general reserve is currently equivalent to approx. 4.5 months of gross expenditure.

10. Other implications

Other Implications Comment Legal The Council is required by the Local Government Finance Act 1992 to make estimates of gross revenue expenditure and anticipated income, leading to a calculation of a budget requirement and the setting of an overall budget. The amount of the budget requirement must be sufficient to meet the Council’s legal and financial obligations, ensure the proper discharge of its statutory duties, and lead to a balanced budget. The Council should be satisfied that the proposals put forward are a reasonably prudent use of resources in both the short and long term, and that the interests of both Council Tax payers and the users of Council services taken into account. Environment and biodiversity The budget provides the resources that are needed to deliver the environmental and biodiversity objectives. Crime and Disorder The budget provides the resources that are needed to deliver the crime and disorder objectives Risk/Health & Safety The budget is an important part of the Council’s risk management process. There are always considerable risks to the council’s short and medium-term budget strategies including inflation, changes in the national economy, expenditure exceeding budgets, operational pressures on existing budgets, reductions in

Page 20 grant and legislative changes that require new spend. The budget setting process includes the recognition of these risks in determining the 2021/22 budget and relevant risk provisions are set out in the body of the report.

Page 21 This page is intentionally left blank Agenda Item 7.4

NON-CONFIDENTIAL Meeting Corporate Policy & Finance

Date 9 September 2020

Report by Jane Juby – Democratic Services and Civic Officer

Report title Merit Awards

Business Plan theme Promote a wide range of public events and initiatives that help to create a vibrant Town where residents are involved in community life.

1. Purpose of the report

1.1. This report sets out the process for receiving and considering Merit Awards nominations for 2021.

2. Recommendation 2.1 The Committee is asked to approve that: 2.1.1 A Working Party comprising the Town Mayor, the Deputy Town Mayor and Past Town Mayor be set up to consider nominations received from Members under the current criteria. 2.1.2 Nominations are put forward to the Working Party for the Award by Friday 13 November 2020. 2.1.3 The Working Party determining the Awards report to Council on 25 January 2021 (Exempt Business). This being the case it will be necessary for the Working Party to meet the week commencing Monday 4 January 2021. 3. Background information

3.1 The Merit Award is an opportunity for the Town Council to recognise residents who have made a significant contribution to the Town in some manner or other. The Award of Merit is based on the following criteria:

(a) Outstanding achievement by a resident of Harpenden; (b) Individuals who have served Harpenden in a particularly meritorious manner.

Page 23 3.2 Nominations for this year’s Merit Awards are encouraged from Councillors or members of the public through their Ward Councillor.

3.3 A form is available as in previous years to assist Councillors in determining the suitability of candidates and will provide valuable information for the selection panel. It is attached to this report for reference at Appendix A. A form must be completed for each candidate.

3.4 Nominations are proposed to be considered and determine by a Working Party as outlined in Recommendation 2.1.1 and a report made to Council as set out in Recommendation 2.1.3.

4. Resource implications

4.1 The costs of providing the Merit Award badges and their engraving are taken from existing budgets.

5. Other implications Other Implications Comment Legal None Environment and biodiversity None Crime and Disorder None Risk/Health & Safety None

6. Appendices

Appendix A – Template Nomination Form

Page 24 APPENDIX A – TEMPLATE NOMINATION FORM

Nomination for Merit Award Form

Criteria for nomination

Awarded to Organisations or Individuals for:

a) Outstanding achievement by a resident of Harpenden. b) Individuals who have served Harpenden in a particularly meritorious manner.

Only Town Councillors can nominate individuals for this Award. All nominations must be received in writing and debated by the Merit Awards Working Party made up of the Town Mayor, Deputy Mayor and Past Town Mayor and then debated at the January Council Meeting (in Exempt Business). Awards are made at the Annual Town Meeting in April.

The Councillor putting forward the nomination must write the reason for the award. This will be used/adapted for the wording on the certificate if successful.

Name of Councillor proposing nomination:

Person/Organisation to be put forward for nomination:

How do they fulfil the criteria for nomination?:

Reason for nomination:

Page 25 This page is intentionally left blank Agenda Item 7.5

NON-CONFIDENTIAL Meeting Corporate Policy & Finance

Date 9 September 2020

Report by Daniel Williams – Finance Manager

Report title Approval of Accounts – Future Timeline

Business Plan theme Run an effective, efficient, low-cost Council administration.

1. Purpose of the report

1.1. To consider the comments made in the 2019/20 internal audit report and the timeline for future year end accounts reports.

2. Recommendation

2.1. Committee is asked to note the officer comments relating to the audit report and agree any actions to be implemented in the future.

3. Background information

3.1. The Council received “Good assurance” in the Internal Audit 2019/20 report that was taken to Council on 28th July 2020. However, there were several minor findings noted that have been addressed below.

Page 27 3.2. Audit report SIAS comment Officer observation reference 1.8 and 1.14 The minutes of the Annual It will be ensured that future Council Meeting held on 13 minutes will include mention of the May 2019 did not note the Standing Orders. Please note that review and adoption of minutes of any Council meeting are standing orders. In addition, designed to focus on the decisions the minutes of Corporate made based on the Policy & Finance and recommendations in reports and Community Services not to provide a detailed narrative Committee did not include of discussions. It should also be any commentary of noted that recordings of all Council discussions. meetings are available online if there is an interest by a third party. 1.9 Some pecuniary interest The relevant members have been forms were out of date or contacted and the relevant included incomplete “Register of Members Interests” information. forms are being created/amended. 1.12 Financial Regulation 4.13 There was a need to cancel regarding providing Council or several Council and committee appropriate committee with a meetings due to the Covid-19 statement of receipts and pandemic. The use of online payments and show meetings will mean that there will explanation of any material be a catch-up meeting to go over variances was not fully historic payments and then the adhered to. normal routine will resume.

3.3. Regarding the timeline of providing the year end accounts in future years. The intention is for Councillors to be able to review the year end budgetary control at Corporate Policy & Finance Committee (CPF) before the various year end reports are agreed at Council.

3.4. It would be at this stage that Councillors could debate and discuss the year end position. The contents of the accounts and the AGAR are largely determined by statutory requirements and professional standards set out in the practitioners guide by the Joint Panel on Accountability and Governance (JPAG).

Page 28 3.5. The timetable for the year end accounts is set out below:

Meeting Approximate Actions date Community Beginning of CSC provisional outturn approved Services June Corporate Beginning of Provisional outturn for the whole Council Policy and June approved Finance Council End of June 1. Final outturn figures noted 2. SIAS report noted 3. AGAR Statement approved 4. AGAR Return approved Corporate November External Audit limited assurance report Policy and approved Finance

4. Resource implications

4.1. There are no Resource Implications arising directly from this report.

5. Other implications Other Implications Comment Legal None Environment and biodiversity None Crime and Disorder None Risk/Health & Safety None

6. Appendices Appendix A – Internal Audit Report 2019/20

Page 29 This page is intentionally left blank

Final Internal Audit Report

Harpenden Town Council 2019/20

July 2020

Issued to: Carl Cheevers – Town Clerk Daniel Williams- Finance Manager

Clerk to supply Harpenden Town Councillors copy to:

Report Status: Final

Reference: Z02/19/001

Overall Good Assurance:

Page 31 SIAS Harpenden Town Council 2019/20

INDEX

Section Page

1. Executive Summary 3 2. Assurance by Risk Area 6

Appendix A – Audit work undertaken 7 Appendix B – Definitions of Assurance and Recommendation Priorities 9

Page2 of 32 9 SIAS Harpenden Town Council 2019/20

1. EXECUTIVE SUMMARY

Introduction

1.1 This review was undertaken as part of the planned provision of internal audit services to Harpenden Town Council.

1.2 Harpenden is the largest parish in the St Albans District, with a population of almost 30,000 represented by 16 Councillors across the Town.

1.3 The purpose of the tests performed on a selection of key controls is to give the Town Council assurance that internal controls are operating effectively and to enable the annual governance and accountability return (AGAR) to be completed and signed.

Overall Audit Opinion

1.4 In relation to the Town Council’s internal control framework the audit opinion is that we can provide overall Good Assurance that there are effective controls in operation for those elements of the risk management processes covered by this review. These elements are detailed in the Assurance by Risk Area table in section 2 below.

1.5 It should be noted that internal control objectives K. and M. of the AGAR have not been reviewed because they do not apply to the Town Council.

1.6 We have identified some minor findings during our review, from which we have not raised any recommendations. These minor findings are presented below.

1.7 We were informed by management that a journaling error has resulted in VAT of £1.91 not being correctly transferred between budget codes. Management has manually adjusted the error within the Year End Accounts. Management have also provided us with assurance that this error has not affected the Year-End Statement of Accounts. However, the error has resulted in a VAT reclaim within the 2019/20 year not being accurate. We were assured by the management that this error will be corrected within the Quarter 1 VAT return for 2020/21. Therefore, we have not raised a finding in relation to this.

1.8 Standing Order 2.13 outlines that following the appointment of the Town Mayor and Deputy Town Mayor, the Annual Meeting of the Council shall include a review and adoption of its standing orders and financial regulations. A review of the standing orders shows these were adopted on 8 May 2017. The minutes of the Annual Council meeting held on 13 May 2019 shows the financial regulations being reviewed and adopted, however the minutes did not show that the standing orders were reviewed and adopted. If the standing orders were not reviewed and adopted at the Annual Council meeting for 2019/20, we advise that this is carried out as per standing order 2.13. If this review did occur, we advise that the minutes evidence this process taking place.

1.9 We reviewed the Councillors pecuniary interest forms and noted that forms completed in 2015 were being used for two active Councillors in 2019/20. We advise that pecuniary interest forms are completed by Councillors annually and should changes in pecuniary interests occur, forms are updated to reflect these changes. In addition, two Councillors have not signed or dated their pecuniary interest forms. Finally, a

Page3 of 9 33 SIAS Harpenden Town Council 2019/20

Councillor has outlined that they are a member of St Albans District Council, however their form did not note this interest. We therefore advise that all relevant interests are included on the Councillors forms.

1.10 A sample of payments and petty cash purchases were tested. One payment and two petty cash purchases were found to have been included on VAT returns which were outside the tax points of the purchases. These do not change the VAT due to Council but does alter the accuracy of the VAT returns to HMRC, as purchases are not included on the correct quarterly return.

1.11 With regards to the accuracy of accounting records, testing showed that the ‘paid dates’ on the ‘Paid Expenditure Transactions’ reports for four petty cash purchases were not the same as the receipt dates. As a result, the ‘paid date’ on the ‘VAT Reconciled Statement’ was also incorrect. This could lead to VAT reclaims being included on the incorrect VAT return for its tax point.

1.12 The budget monitoring reports received by the Corporate Policy and Finance Committee (CPFC) and Community Services Committee were reviewed. Financial Regulation 4.13 outlines that at the end of each financial quarter, ‘a statement of receipts and payments to date under each budget head comparing actual expenditure to the appropriate date against that planned as shown in the budget’ are to be prepared. We noted that the committees did not receive these reports for the meetings held after quarter 2. Instead the committees received a position update report showing the projected budget outturn position at the end of the year and the variance between the approved budget. Adding to this, for the Community Services Committee held in January 2020, we did not see any budgetary control information being presented to Councillors. The budget monitoring statements which have been presented to Councillors do not show the explanation of variances over £5,000 or at a value of 10% of the budget. This does not appear to meet regulation 4.13.

1.13 A letter was sent to the Council from St Albans District Council, requesting that it be informed of the precept requirement by 25 January 2019. However, this date was not achieved with the Council approving the precept at a meeting held on the 28 January 2019 and the precept requirement being sent to St Albans District Council on the 29 January 2019. Whilst we acknowledge this was only a minor delay, we would advise that the district council is notified of the precept requirements as per the required deadlines.

1.14 A review of the minutes for the CPFC and Community Services Committee showed that they do not evidence the discussions, challenges and questions by Councillors in relation to its budgets. We noted that under the ‘Budgetary Control 2019/20’ item, for all six committee minutes reviewed, the commentary outlines that the report was considered by the committee and it was resolved to note the report. It did not however, include any commentary on the discussions that took place.

1.15 The Council has purchased four tangible assets with a value above £5,000, as outlined in the Council’s asset register. The authorisation of the Council is required when purchasing tangible assets valued above £5,000 as per Financial Regulation 15.2. We understand from discussions with Management that reserves have been released by the Council to purchase these assets and we have reviewed a report to the CPFC showing these reserves being assigned. However, as the process does not clearly outline what assets are being approved for purchase from the reserves, there is

Page4 of 34 9 SIAS Harpenden Town Council 2019/20

an opportunity to improve the clarity of authorisation to purchase tangible assets. Once aware of the assets proposed for purchase, we advise that the Council are informed of these tangible assets for authorisation to be requested and noted during the meeting.

1.16 For definitions of our assurance levels, please see Appendix B.

Summary of Recommendations

1.17 No recommendations have been made as part of this audit. The audit work undertaken is shown at Appendix A.

1.18 The responsibility for a sound system of internal control rests with management and work performed by internal audit should not be relied upon to identify all strengths and weaknesses that may exist. Neither should internal audit work be relied upon to identify all circumstances of fraud or irregularity.

Annual Governance Statement

1.19 This report provides good levels of assurance to support the Annual Governance Statement.

Page5 of 9 35 SIAS Harpenden Town Council 2019/20

2. ASSURANCE BY RISK AREA

2.1 Our specific objectives in undertaking this work, as per the Terms of Reference, were to provide the Council with assurance on the adequacy and effectiveness of internal controls, processes and records in place to mitigate risks in the following areas:

Risk Area None Limited Satisfactory Good

Maintenance of proper accounting records and preparation of accounting statements Compliance with the Council’s Financial

Regulations and proper accounting for

VAT Adequacy of Risk Management arrangements Effective budgeting and budgetary control Identification of income due and timely collection and banking of such monies

Proper administration of petty cash

Proper administration of salaries of employees including PAYE and allowances for Town/Parish Councillors Maintenance of an accurate and reliable Asset Register The completion of regular bank reconciliations To ensure that the annual return is being completed The Council has met its responsibilities N/A N/A N/A N/A as a trustee.

Overall

2.2 See definitions for the above assurance levels at Appendix B.

Page6 of 36 9 Appendix A – Audit Work Undertaken Harpenden Town Council 2019/20

Control Area Control Satisfactory

1. Maintenance of proper accounting records and • Accuracy of Accounting Records Yes preparation of Accounting Statements • End of Year accounts Yes 2. Adoption of the Council’s Financial Regulations, • Financial Regulations Yes Contract Standing Orders and Governance • Standing Orders Yes • Meeting Minutes and declaration of Yes conflicts of interest 3. Payment Controls including treatment of VAT • Payment of invoices Yes and Section 137 expenditure • VAT on payments Yes

Page 37 Page • Section 137 expenditure N/A

4. Risk Management Processes • Risk Assessment Yes

5. Budget setting and monitoring • Budget Setting Yes

• Precept notification Yes

• Budget Monitoring Yes

6. Income received and VAT • Receipt of Precept Yes

• Receipt of income Yes

• VAT on income Yes

• Banking of income Yes

7. Petty Cash Payments • Petty Cash payments Yes

• VAT on cash payments Yes

7 of 9 Appendix A – Audit Work Undertaken Harpenden Town Council 2019/20

Control Area Control Satisfactory

8. Payroll records including Income Tax, National • Pay policy/process Yes Insurance and Pensions • Annual salary increases Yes

• Individuals salary increase Yes

• Members/Mayors Allowances Yes • Salary deductions paid to external Yes bodies (Tax and Pension) 9. Completeness of Asset and Investment Registers • Asset Registers Yes

• Investments Yes Page 38 Page 10. Bank Reconciliations • Bank Reconciliations Yes

11. Trusteeships • Trusteeship Accounts N/A

8 of 9 Appendix B - Definitions of Assurance and Finding Priorities Harpenden Town Council 2019/20

Assurance Level Definition The design and operation of the internal control framework is effective, thereby ensuring that the key risks Good in scope are being well managed and core objectives will likely be achieved. There are minor reportable audit findings. The internal control framework is largely working well in managing the key risks in scope, with some audit Satisfactory findings related to the current arrangements. The system of internal control is only partially effective, with important audit findings in key areas. Limited Improvement in the design and/or operation of the control environment is necessary to gain assurance risks are being managed to an acceptable level, and core objectives will be achieved. The system of internal control has serious gaps, and controls are not effective in managing the key risks in No scope. It is highly unlikely that core objectives will be met without urgent management intervention.

Page 39 Page Priority Level Definition

Audit findings which, in the present state, represent a serious risk to the organisation as a whole,

Critical i.e. reputation, financial resources and / or compliance with regulations. Management action to

implement the appropriate controls is required immediately. Corporate Audit findings indicate a serious weakness or breakdown in control environment, which, if High untreated by management intervention, is highly likely to put achievement of core service objectives at risk. Remedial action is required urgently.

Audit findings which, if not treated by appropriate management action, are likely to put

vice Medium achievement of some of the core service objectives at risk. Remedial action is required in a

Ser timely manner. Audit findings indicate opportunities to implement good or best practice, which, if adopted, will Low / Advisory enhance the control environment. The appropriate solution should be implemented as soon as is practically possible.

9 of 9 This page is intentionally left blank Agenda Item 7.6

NON-CONFIDENTIAL Meeting Corporate Policy & Finance

Date 9 September 2020

Report by Carl Cheevers – Town Clerk

Report title Speed Management Strategy Consultation response

Business Plan theme Run an effective, efficient, low-cost Council administration.

1. Purpose of the report

1.1. To consider the Councils response to the HCC Speed Management strategy consultation.

2. Recommendation

2.1. Committee is asked to approve the consultation responses as set out in para 3.3.

3. Background information

3.1. HCC are consulting on a new Speed Management Strategy and have requested the feedback of the Council. The draft strategy can be found in Appendix A.

3.2. The strategy itself is a lengthy document and not particularly user friendly. The consultation asks a number of questions that refer you to different parts of the strategy. Town Councillors were invited to submit comments on the draft strategy and we received two responses.

3.3. The suggested draft response to each question is set out below.

Do you agree with the 5 core principles set out in Section 3 (see page 14) of the Strategy i.e.

Yes. The reference to active travel is particularly supported given the Harpenden Neighbourhood Plan vision that ‘Harpenden residents are able to walk and cycle

Page 41 around safely and comfortably, and travel is managed via predominantly environmentally friendly, interchangeable methods’.

Do you agree with the revised criteria and framework for setting 20mph limits? (see page 20)

Yes. Criteria that are simplified and easy for residents to understand are supported.

Do you agree with the framework for setting 30- 70mph limits (see pages 15 and 28)

Yes. We believe that there should be detailed analysis carried out in advance of any speed limit selections and that any implementation should be evidence led with clear rationale that is easy for all residents to understand.

Do you agree with the criteria for siting camera technology such as Speed Indicator Devices, Safety Cameras and Average Speed cameras (see pages 48 and 58) Yes. However we would like to see additional reference in table 10.2 ‘suitable conditions for the installation of SIDs’ to existing street furniture on proposed SIDs locations. There are examples in Harpenden where some verges, particularly on stretches of Harpenden Common are over cluttered with signage and furniture. This can have an impact on the look and feel of the environment that the SID’s are placed on. Do you support the role of the multi agency Speed Management Group to act as decision makers for the speed limit changes (see page 64)

Not sure. Membership of the group appears heavily weighted on technical officers/expertise. The group could benefit from a community/neighbourhood level presence such as could be provided by a Town/Parish Council. Overall do you agree or disagree with the proposed Speed Management Strategy? Agree. However it is important that any changes agreed at HCC are not taken on a piecemeal basis. This will ensure that in Town’s like Harpenden we see a holistic approach to speed management and active travel 4. Resource implications

4.1. None.

5. Other implications Other Implications Comment Legal None Environment and biodiversity None Crime and Disorder None Risk/Health & Safety None

6. Appendices Appendix A – Draft Speed Management Strategy

Page 42

Page 43

Version Date Signoff Notes 6.0 22 May 2020 RT /SJ Version taken to Super Cabinet Panel 3 June 6.01 08 June 2020 DP /SJ Correction of minor typos

Page 44

Table of Contents Speed Management Strategy ...... 2 Section 1: Introduction ...... 6 1.1 What is the speed management strategy? ...... 6 1.2 Who is the strategy for? ...... 7 1.3 Who is responsible for the strategy? ...... 7 1.4 What has changed in this version of the strategy? ...... 7 1.5 Format of the strategy ...... 8 Section 2: Policy context ...... 10 2.1 National guidance...... 10 2.2 Hertfordshire corporate plan ...... 10 2.3 Hertfordshire local transport plan...... 11 2.4 Place and movement approach ...... 13 Section 3: Core principles ...... 14 3.1 The core principles of speed management ...... 14 Section 4: Principles of setting speed limits ...... 15 4.1 Introduction ...... 15 4.2 Existing speeds ...... 16 4.3 Place and movement category ...... 18 4.4 Hertfordshire speed limit framework ...... 18 Section 5: 20mph areas ...... 20 5.1 Introduction ...... 20 5.2 Application of place and movement approach ...... 20 5.3 Requests for 20mph areas...... 22 5.4 20mph area signage ...... 24 5.5 Experience of applying 20mph areas in Hertfordshire ...... 24 Section 6: Application of other speed limits ...... 25 Section 7: Speed limit framework ...... 26 Section 8: Supporting measures ...... 34 Section 9: Design influences and engineering measures ...... 35 9.1 Introduction ...... 35 9.2 Implementation of engineering measures ...... 36 9.3 Key criteria for engineering measures ...... 37 9.3.1 Speed limit buffer zones (KC20 & KC21) ...... 37 9.3.2 Speed limit countdown markers (KC22) ...... 38

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9.3.3 Home Zones (KC23 – KC25) ...... 39 9.3.4 Quiet Lanes (KC26) ...... 39 9.3.5 Gateway and entry features (KC27 & KC28) ...... 41 9.3.6 Chicanes (KC29 & KC30) ...... 42 9.3.7 Pinch points (KC31 & KC32) ...... 43 9.3.8 Central islands and refuges (KC33) ...... 44 9.3.9 Round top and flat top humps (KC34 & KC35) ...... 44 9.3.10 Cushions (KC36 & KC37) ...... 45 9.3.10 Sinusoidal humps ...... 45 9.3.11 Rumble strips (incl. Rumblewave) (KC38 –KC41) ...... 46 9.3.12 Mini roundabouts (KC42) ...... 47 Section 10: Speed Indicator Devices (SIDs) ...... 48 10.1 Introduction ...... 48 10.2 Speed criteria ...... 49 10.3 Location requirements...... 49 10.4 SID effectiveness ...... 51 10.5 SID relocations/swivels ...... 51 10.6 Data collection and use ...... 51 10.7 Commuted sum ...... 52 10.8 Third-party funding ...... 52 10.9 Key Criteria for installation ...... 53 Section 11: Safety and speed cameras ...... 54 11.1 Introduction ...... 54 11.2 Criteria for site selection and implementation ...... 55 11.3 Current technology ...... 55 11.4 Emerging technology and use in Hertfordshire ...... 56 11.5 Key criteria for installation of cameras...... 58 Section 12: Education, training and publicity ...... 59 12.1 Education ...... 59 12.2 Publicity campaigns ...... 60 Section 13: Speed enforcement ...... 61 13.1 Introduction ...... 61 13.2 The role of the police ...... 61 13.3 Priority setting forums: ...... 62 13.4 The role of the police and crime commissioner...... 62 Section 14: The role of the speed management group...... 64 14.1 Purpose of the group ...... 64

4 Page 46

14.2 Membership of the group ...... 64 Section 15: Potential funding ...... 65 15.1 Introduction ...... 65 15.2 Local transport plan funding...... 65 15.3 Section 106 funding ...... 66 15.4 External funding (e.g. borough, district and parish councils, grants) .... 66 15.5 Hertfordshire County Council Highway and Locality Budgets ...... 66 15.6 Police and Crime Commissioner Road Safety Fund...... 67 Section 16: Process for changing speed limits ...... 68 16.1 Introduction ...... 68 16.2 Police support ...... 70 16.3 Traffic regulation orders ...... 70 16.4 Local support ...... 70 Appendix A – Glossary of terms and acronyms ...... 71 Appendix B – Changes between strategies ...... 76 Appendix C – Technical guidance on collection & interpretation of speed data 79 Appendix D – Signage requirements ...... 80 Appendix E – 20mph areas additional guidance ...... 82 Appendix F – Criteria for safety camera site selection and implementation ...... 88 Appendix G – Hertfordshire Constabulary speed enforcement guide ...... 90 Appendix H – Speed limit form ...... 91 Appendix I – Frequently asked questions ...... 95

5 Page 47

Section 1: Introduction

1.1 What is the speed management strategy?

1.1.1 The Speed Management Strategy is a supporting document to the fourth Local Transport Plan.

1.1.2 The overall purpose of the Speed Management Strategy is to set out a consistent approach to the setting of speed limits based on the function and nature of the route as set out in the Department for Transport Guidance Document Circular 01/2013 – Setting Local Speed limits.

1.1.3 The county council and police receive many requests in relation to speed management and speed limit compliance. These can be addressed through a number of ‘tools’:

• Speed enforcement. • Engineering and design measures. • Camera based technology. • Education, training and publicity. • Behaviour change initiatives such as fixed or mobile Community Drivesafe schemes. • Speed Indicator Devices (SIDs).

1.1.4 The strategy considers these tools and provides the following:

• A consistent approach to setting speed limits based on the function and nature of the route. • A consistent approach to the implementation of speed management traffic calming measures. • Consistent criteria for the selection of safety camera sites. • Clarification of the role of the police and county council as Highways Authority in relation to setting speed limits and undertaking enforcement. • Information on how the Police and Crime Commissioner (OPCC) Road Safety Fund can be used to address community concerns relating to traffic speeds. • Information on education and publicity programmes.

6 Page 48

1.2 Who is the strategy for?

1.2.1 It is intended that the strategy will be read and used by:

• Hertfordshire County Council officers. • Officers with a professional interest in speed management. • Local Members. • Hertfordshire Constabulary. • Members of the public. • Other stakeholders such as developers of new roads.

1.2.2. The strategy is intended to help both members and officers follow a consistent approach to setting speed limits and guide them to the most appropriate tools for doing this in line with Local Transport Plan 4

1.3 Who is responsible for the strategy?

1.3.1 Hertfordshire County Council (HCC) is the highway authority and the traffic authority for the county of Hertfordshire pursuant to the Highways Act 1980 and the Traffic Management Act 2004 respectively and is responsible for the management of speed on all public roads in Hertfordshire except the motorway and trunk roads which are operated by Highways England.

1.3.2 The Chief Constable of Hertfordshire is responsible for the direction and control of police officers and staff who are members of the Constabulary. The Constabulary are responsible for speed enforcement, referred to as the police in this document.

1.3.3 T he Strategy supports the work of the multi-agency Hertfordshire Road Safety Partnership and contributes to delivering a coordinated ‘Safe Systems’ approach to road safety as detailed in Hertfordshire’s Road Safety Strategy and the Government’s Road Safety Statement 2019 –‘A Lifetime of Road safety – Moving Britain ahead.

1.4 What has changed in this version of the strategy?

1.4.1 The previous Speed Management Strategy was adopted in 2014. Since then there have been a number of changes both locally and nationally that have been taken into account in the development of this draft strategy, including:

• The adoption of Local Transport Plan 4 (LTP4) in May 2018. The strategy has been amended to be in line with LTP4 objectives and policies.

7 Page 49

• The introduction of the OPCC Road Safety Fund, which is an additional source of potential funding available to any organisation that can contribute to improving road safety across the county.

• The county council have adopted the principles of Place and Movement to describe the function of each road in the county and these categories will be used alongside the speed limit framework for determining the appropriate speed limit. Further information on this approach is provided in Sections 2.4, 4.3 and 5.2.

• Revised Traffic Signs Regulations and General Directions in 2016 which allowed Highway Authorities further discretion relating to certain traffic signage placement.

1.4.2 As a result of this the key changes between the new version of the strategy and the 2014 version are as follows:

• The setting out of 5 core principles including the potential to raise limits as well as lowering them.

• The clarification of the relationship between mean speed and 85th percentile speed.

• A new section on design and potential measures required to change driver behaviour.

• 20mph limits discussed in the context of 20mph areas with further guidance on the criteria for introducing 20mph limits.

• The use of the Place and Movement approach to help guide which areas may be suitable for 20mph limits.

• Clarification of the role of the Speed Management Group.

• Incorporation of a section on Speed Indicator Devices (SIDs)

1.4.3 Further detail on the changes is given in Appendix B.

1.5 Format of the strategy

1.5.1 The remainder of the strategy sets out the following:

• The policy context – how it links to national and local HCC policy including LTP4 and its supporting documents. • The principles for setting speed limits. • Criteria for setting 20mph limits. • Tools to help manage speed including engineering measures, SIDs and camera- based technology.

8 Page 50

• Potential funding required to implement revisions to speed limits. • The process for changing speed limits, including the role of the Speed Management Group.

9 Page 51

Section 2: Policy context

2.1 National guidance

2.1.1 The Speed Management Strategy is underpinned by national guidance and regulations on speed limits as well as the required speed limit review procedures.

2.1.2 The responsibility for setting speed limits on roads lies jointly between the Highway Authority (the county council), Highways England (for Motorways and Trunk Roads) and the police. The role of enforcement falls to the police, and this is supported by the Hertfordshire Safety Camera Partnership which seeks to reduce casualties at sites where there is an identified speed related personal injury collision history.

2.1.3 Further information on the required procedures and enforcement arrangements is given in Section 13.

2.2 Hertfordshire corporate plan

2.2.1 HCC has developed a Corporate Vision which is used to guide the long term objectives of the council. This short, high level statement outlines in simple terms how HCC would like to see the County and its people develop and the type of organisation it wishes to be. 2.2.2 It is used to develop corporate policies and objectives, some of which are directly or indirectly relevant to speed management. 2.2.3 The HCC Corporate Plan sets out the key priorities for the County and how HCC intend to deliver the vision for Hertfordshire – County of Opportunity This is underpinned by the following four ambitions, the opportunity to:

• Thrive • Prosper • Be Healthy and Safe • Take Part

2.2.4 The Speed Management Strategy directly feeds into the ambition to be Healthy and Safe

10 Page 52

2.3 Hertfordshire local transport plan

2.3.1 By 2031 there will be 175,000 more people living in Hertfordshire using the transport system. With more people also travelling to and through the county, there will be a significant impact on congestion and journey times, particularly during peak travel periods.

2.3.2 In May 2018 the new Local Transport Plan (LTP4) was adopted, setting out the new Transport Vision for Hertfordshire. It provides a framework to guide all future transport planning and investment and highlights transport problems and issues and identifies ways to deal with them.

2.3.3 LTP4 sets out the objectives, policies, and key schemes that will help to achieve a switch from the previous, largely car-based strategy, to a more sustainable strategy to deliver a positive future vision of Hertfordshire, focussed around the themes of people, place and prosperity as shown in the figure below.

2.3.4 It is recognised that an effective Speed Management strategy can help in delivering the following LTP4 objectives: • Enhance the quality and vitality of town centres • Preserve the character and quality of the Hertfordshire environment • Reduce carbon emissions • Make journeys and their impact safer and healthier

2.3.5 LTP4 includes a number of policies to meet these objectives. By providing a means to apply appropriate speed limits (including those to encourage walking and cycling), the Speed Management Strategy directly supports LTP4 Policy 1, the Transport User Hierarchy as shown below:

11 Page 53

2.3.6 Within LTP4 there is also a specific Speed Management Policy (Policy 15) which states: ‘The county council through its Speed Management Strategy, a joint working strategy with the police, will seek to manage the network to achieve appropriate speeds in the interests of safety, other road users, and the environment’. LTP4 also states the county council will adopt and maintain a Speed Management Strategy to help set speed limits on the County’s Roads.

2.3.7 The Speed Management Strategy also contributes to or influences a number of other LTP4 policy areas, including;

Policy 1 – Transport User Hierarchy Policy 5 – Development Management Policy 7 – Active Travel – Walking Policy 8 – Active Travel – Cycling Policy 12 – Network Management Policy 13 – New Roads and Junctions Policy 17 – Road Safety – in relation to this The Speed Management strategy is part of the ‘Safe Systems’ approach that seeks to co-ordinate a mix of safer roads, safer speeds, safer vehicles, safer road users and post-collision response with a focus on casualty reduction.

2.3.8 These policies have strategies associated with them. The Speed Management Strategy therefore links directly with a number of the other LTP4 supporting strategies including:

• Active Travel Strategy • Roads in Hertfordshire – A Design Guide • Road Safety Strategy • Network Management Strategy

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2.4 Place and movement approach

2.4.1 The function of each road varies, some are about the movement of vehicles and there is very little interaction with people either as walkers or cyclists. In other locations there is more people activity (place function) with people needing to access facilities. The speed limit on a road can encourage or discourage this activity and it is important that the right environment is provided to support the correct speed of traffic so that does not prevent or deter people from using the road space in an appropriate manner.

2.4.2 HCC has adopted a Place and Movement Approach which takes into account the varying functions and uses of its roads, recognises the needs of different road users and manages the interfaces between them. 2.4.3 Place and Movement provides a way of looking at the appropriate function of any section of highway and a basis for deciding which activities should be prioritised and in doing so provides a means to translate LTP4 policies into practice.

2.4.4 Building on the Healthy StreetsTM approach developed by Transport for London (TfL), a matrix has been developed which classifies the highway network into 9 categories based on its relative place and vehicle movement function.

2.4.5 This categorisation provides a means of identifying the locations which are suitable for the application of different speed limits and an evidence led approach for determining the appropriateness of speed limit change requests. Further detail on this is included in Sections 4.3 and 5.2.

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Section 3: Core principles

3.1 The core principles of speed management

3.1.1 The purpose of the Speed Management Strategy is to set out a consistent approach to the setting speed limits based on the function and nature of the route. In doing so the key principle of the strategy is as follows:

To ensure the speed limit for any road is in keeping with its environment This will mean:

1. In some cases (where appropriate) we will lower speed limits. 2. In some cases (where appropriate) we will raise speed limits. 3. In some cases (where appropriate) we will need to change the design of a road to change behaviour. 4. We won’t put up speed limit signs and expect a significant behaviour change 5. We will consider speed limit changes that support active travel (walking and cycling).

3.1.2 These principles will be applied to all roads in Hertfordshire that are the responsibility of the county council as Highways Authority and will ensure consistency in the implementation of speed limits across the county.

3.1.3 The following section sets out the principles of setting different speed limits.

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Section 4: Principles of setting speed limits

4.1 Introduction

4.1.1 Hertfordshire’s approach to the application of speed limits should be consistent across the county if it is to be understood and complied with by the majority of drivers. This should also be the case across the country. Badly set or inappropriate limits are often ignored and make drivers less willing to comply with the system generally.

4.1.2 Speed enforcement is the responsibility of Hertfordshire Constabulary. The police have competing demands for officer’s time and in recent times the presence of roads policing has diminished and as a result their enforcement activity tends to be focussed on sites with a history of speed related collisions and a need for casualty reduction along with the use of both fixed and mobile speed camera detection provided by the Safety Camera Partnership.

4.1.3 Whilst there is the potential to request enforcement activity at other locations this needs to be approved by the Priority Setting Forums. These are made up of the police Safer Neighbourhood Team. Any requests also need to be authorised by the police inspector for that area. Enforcement activity however tends to be focused on the Strategic Road Network (SRN). There is both limited time and capability for local police to perform speed enforcement when set against their other competing demands.

4.1.4 The overriding principle for applying speed limits is therefore that they should encourage self-compliance by motorists where possible as set out in Circular 01/2013 – Setting Local Speed Limits. To achieve this speed limits need to be appropriate and reflect the physical environment of that highway section, the speed motorists are currently travelling at, the level of use by both motor vehicles and vulnerable users and whether there is a speed related collision history. By following this principle, HCC can use its powers as Highways Authority to help enforce speed limits by design and the application of appropriate technology as it emerges.

4.1.5 Important considerations when setting speed limits will be:

• What speed are drivers currently driving at? • Is the environment suitable for the speed limit being considered? • The level of use by both motor vehicles and vulnerable users • The personal injury collision history

4.1.6 Speed limits should be evidence-led, self-explanatory and appropriate, seeking to reinforce driver’s assessment of what is a safe speed to travel. They should

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encourage self - compliance and not be seen by drivers as being a target speed at which to drive in all circumstances.

4.1.7 A framework has been developed which provides a guide to assist speed limit selection. The first stage is to assess the environment to confirm that a speed limit is appropriate for the road. This includes the following checks:

• Measurements of the existing speed motorists are travelling at – for 30mph to 70mph limits the mean speed should not exceed the proposed limit (20mph areas are discussed separately in Section 6 below).

• The Place and Movement category of the road – i.e. is it primarily focused on vehicle movement or does it have more of a place function (i.e. somewhere where people want to visit).

• The environment; e.g. whether there is an active frontage, the width and curvature of the road and the presence of junctions which encourage drivers to travel at lower speeds.

• The presence of vulnerable users such as pedestrians and cyclists (either currently or in the future) and whether there is a need to increase the attractiveness of the route for active modes of travel).

4.1.8 Further detail on these checks are given below.

4.2 Existing speeds

4.2.1 The current guidance DfT Circular 01/13 for setting local speed limits states that traffic authorities should continue to routinely collect and assess both mean and 85th percentile speeds, but that mean speeds should be used as the basis for determining local speed limits.

Mean speeds are the average speeds that all vehicles travel at

85th percentile speeds are the speeds at or below which 85% of all vehicles are observed to travel under free-flowing conditions. This is a nationally recognised method of assessing traffic speeds.

4.2.2 Where there is not a consistent relationship between the 85th percentile and the mean speed, it will usually indicate that motorists have difficulty in deciding the appropriate speed for the road. This suggests that a better match between the road

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design and the speed limit is required. In such situations it may be necessary to consider the appropriateness of the limit or consider the need for additional design or enforcement measures.

4.2.3 Table 4.1 below shows the range of speeds that are appropriate for different levels of speed limit. Apart from 20mph limits, the mean speed should match the desired speed limit. The 85th percentile gives the upper end of the appropriate range and is based on previous ACPO guidelines (based on 10% over the speed limit plus 2mph for a margin of error). The standard deviation is then based on the difference between the mean and 85th percentile speed.

4.2.4 On roads where surveys indicate that the measured mean speed and/or 85th percentile speed are beyond these thresholds, the appropriateness of the speed limit without accompanying measures (either existing or proposed) should be reviewed.

Table 4.1 Speed Limit ranges

Mean 85th percentile Standard Speed speeds speeds Deviation Limit

20 mph 24 mph 28 mph 4 mph

30 mph 30 mph 35 mph 5 mph

40 mph 40 mph 46 mph 6 mph

50mph 50 mph 57mph 7 mph

60 mph 60 mph 68mph 8 mph

4.2.5 If the current measured speed is higher than the proposed limit then there are three potential outcomes based on the core principles of the strategy:

• Keep the speed limit as it is. • Lower the speed limit as proposed (in conjunction with supporting measures). • Review the rationale for the existing limit – in a small number of cases the environment may mean that a higher speed limit may be more appropriate for the section or part of to help encourage the correct behaviour in the relevant environment. 4.2.6 Further technical detail on the collection and application of speed data is included in Appendix C.

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4.3 Place and movement category

4.3.1 The Place and Movement function of a road can have an impact on what the appropriate speed limit should be to enable the road to function in the correct way. In roads or streets where the sense of Place is higher and pedestrian movements are high then it will be appropriate to have lower limits. The Place and Movement designation will not set the appropriate limit but will enable the Speed Limit Framework to be used to see if changes are required to the environment to allow the appropriate speed limit to be applied. Section 5.2 sets out the Place and Movement categories. In residential streets, high streets, town centres and transport interchanges speed limits should be lower to enable people to walk and cycle with confidence.

4.4 Hertfordshire speed limit framework

4.4.1 The Hertfordshire Speed Limit Framework provides a guide to assist in speed limit selection and gives examples of appropriate environments for the application of different speed limits in both urban and rural areas. The Speed Limit Framework can be found in the next Section.

4.4.2 The Key criteria which are applied to the setting of speed limits in Hertfordshire are as follows.

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KEY CRITERIA - SETTING SPEED Limits General Setting Speed Limit Criteria:

KC1 An assessment assessment of of the the environment environment must must be bemade made to confirm to confirm that a that speed a speed limit is limit is appropriateappropriate for the road. TheThe HertfordshireHertfordshire SpeedSpeed LimitLimit FrameworkFramework willwill bebe usedused to to meet meetthis criterion. this criterion.

KC2 An assessment assessment of of the the Place Place and and Movement Movement Function Function of the of road the roadwill be will made be madeto to determine whether whether the the appropriate appropriate speed speed limit limit will enable will enable the correct the correct Place and Pla ce and Movement activity activity to to be be undertaken. undertaken. The The HCC HCC webmap webmap layer layer will be will used be usedfor this for this assessment

KC3 For 30mph to 70mph limits, the mean speed should notnot exceed thethe proposedproposed limitlimit once onceimplemented. implemented. (See Section(See Section 5 for criteria5 for criteria for 20mph for 20mph limits limitsand zones). and zones).

KC4 Mean and and 85th 85th percentile percentile speeds speeds will will be be collected collected before before a limit a limit is implemented is implemented or or changed. AlthoughAlthough meanmean speedsspeeds will will be be used used as as the the basis basis for for setting setting speed speed limits limits, if , if there is notnot aa consistentconsistent relationshiprelationship betweenbetween the the 85th 85th percentile percentile and and mean mean speeds speeds (see (seeAppendix Appendix D), the C), appropriateness the appropriateness of the of existing the existing limit willlimit be will reconsidered. be reconsidered.

KC5 When collectingcollecting existingexisting speedspeed datadata this this should should be be recorded recorded on on the the fastest fastest secti sectionon of of road in free-flowing conditions. Refer to Appendix CD for definition of free flow

KC6 When consideringconsidering aa revisedrevised speed speed limit limit the the promoting promoting officer officer must must follow follow the the Speed Speed limits andand zones implementation processprocess andand completecomplete aa SpeedSpeed LimitLimit ChangeChange FormForm toto ensure that all the relevant Speed Management Strategy criteria have been met.

KC7 The form form is is to to be be submitted submitted to tothe the Speed Speed Ma nagement Management Group Group for approval for approval prior priorto to consultation and again following legal advertisement

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Section 5: 20mph areas

5.1 Introduction

5.1.1 The introduction of 20mph speed areas provides a mechanism for encouraging the greater uptake of active travel within areas in line with LTP4 Policy 1 (the transport user hierarchy). This is backed up by research1 (Atkins et al, 2018) which has found that people are more likely to consider active travel modes in areas with 20mph limits

5.1.2 Nationally there are two definitions for roads with 20 mph speeds, these are:

• 20mph limits (indicated by road signing only)

• 20mph zones (self-enforcing areas with engineering measures and some road signage).

5.1.3 It is accepted that this can be confusing and that a consistent approach to road signage is needed so that the public understand what the speed limit is. To avoid confusion between the two national definitions (zones and limits) we are proposing to use the collective term 20mph areas. Within these there would be a minimum signing requirement (see Section 5.4 for further detail).

5.1.4 Engineers would still follow national legislation in terms of zones and limits when designing a scheme. The difference in Hertfordshire would be that if an engineer is progressing a zone with predominantly traffic calming measures, they would be required to add additional signs to reinforce the limits. Further guidance on this is given in Appendix E.

5.2 Application of place and movement approach

5.2.1 The recently adopted Place and Movement approach provides a means of determining the function of a street, the level of activity upon it and whether it is likely to have a predominant place function (with higher movements of pedestrians and cyclists) or movement function (with higher numbers of vehicles).

5.2.2 A three by three matrix has been developed as shown in Figure 5.1 below. All roads in Hertfordshire have been classified with a Place and Movement category.

1 Atkins, AECOM and Maher M (2018) 20mph Research Study https://assets.publishing.service.gov.uk/government/uploads/system/uploads/attachment_data/file/757302/20mph- technical-report.pdf

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Figure 5.1 Place and Movement Categories

5.2.3 As a starting point, 20mph limits can be considered as potentially being appropriate on roads in the P2/M1 category (which typically represent residential streets) These are generally streets where vehicle movements are low (or should be low) but where pedestrian/cycle movements are likely to be more important given the local land uses (i.e. homes and associated facilities). 20mph limits are also likely to be appropriate in areas with a high place (P3 category e.g. Town Centres).

5.2.4 Roads with higher movement functions frequently run between more residential areas with a higher place function. In some instances it may be appropriate to consider 20mph limits on roads in the P2/ M2 category which represent multi- functional roads (for example distributor roads within housing estates) but it is likely that these will require additional supporting engineering/design or technological measures to aid enforcement as the limits will need to be self-enforcing and not reliant on the police for enforcement.

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5.2.5 The Place and Movement categories also have the potential to form the basis for identifying other speed limit groups. 5.3 Requests for 20mph areas

5.3.1 Where there is a request for a 20mph area, speed limit measurements must be undertaken. A 20mph area would only be considered self-enforcing with signs where maximum mean speeds are 25mph or less prior to implementation.

5.3.2 Where existing speeds are over 25mph the implementation of a 20mph area will require the introduction of supporting physical and/or technological measures, appropriate to the speed reduction required.

5.3.3 As well as the Place and Movement category, consideration should also be given to whether the environment is suitable for a lower speed limit. Converting wide unobstructed roads, in particular, is likely to require speed humps or other significant physical alterations (refer to Key Criteria in 5.3.7).

Schools

5.3.4 Advisory 20mph speed limits can be introduced outside schools where the environment is appropriate and where maximum mean speeds are measured as 30mph or less prior to implementation. Although being advisory these are not legally enforceable, they are potentially an additional tool to encourage behaviour change in these areas and should ultimately be self-enforcing without accompanying physical traffic calming measures.

5.3.5 The default position in Hertfordshire is that 20mph will be a first consideration (where the environment is suitable) when new schools are proposed, or significant changes are made to existing school facilities. These would be mandatory limits where appropriate.

New developments

5.3.6 The physical design of new residential developments should naturally encourage motorists to drive at 20mph or less with reinforcement by signage in predominantly residential areas and outside schools and other community facilities. The revised LTP4 supporting strategy ‘Roads in Hertfordshire’ will provide appropriate guidance on the layouts of roads and road widths to help achieve this. This will follow accepted best practice principals from design guidance documents such as Manual for Streets.

5.3.7 The Key criteria which have been developed to guide the setting of 20mph areas in Hertfordshire are shown below:

22 Page 64 20mph Areas Key Criteria:

KC8 HCC use a collective term of 20mph Areas to describe either a 20mph zone or a 20mph limit. 20mph Areas have different requirements to that found in national guidance and will always confirm to legislation. (A comparison table is contained within Appendix E)

KC9 Data Collection: When collecting speed data for 20mph areas, the following will apply: • The lead engineer will visit all roads in a proposed area • Mean speeds will be collected in all roads where there is a concern that vehicle speeds are high • Mean speeds will be collected in a random sample of other roads within the proposed zone • The locations of the above will be agreed with the relevant Traffic Management officer from the Police With the correct judgement and experience this should avoid the need to count every road with a proposed 20mph Area.

KC10 Environment: An assessment of the environment must be made to confirm that a 20mph speed limit is appropriate for the road(s). The Hertfordshire Speed Limit Framework will be used to meet this criterion.

KC11 Existing speeds for proposed limits: 20mph areas without traffic calming measures will only be considered where the existing mean speeds are 25mph or below.

KC12 Speeds after implementation: Speeds will be re-measured within one year on the roads that were surveyed before implementation:

• 20mph areas will have a maximum mean speed of 24mph once implemented • 20mph areas must be generally self-enforcing.

KC13 Where post schemes have a mean higher than 24mph then there are two options: • Re-introduce the 30mph limit by reviewing the extent of the 20mph area • Introduce traffic calming measures

KC14 Consideration of Bus Routes: The ‘Bus Infrastructure in Hertfordshire - Design Guide’ says that if physical measures in a 20mph area are considered necessary on a bus route then the extent of these features (or length of zone) should be kept to a minimum so as not to adversely affect the quality of the ride.

KC15 Advisory 20mph limits will only be considered outside schools where existing mean speeds are 30mph or less.

KC16 Variable 20mph limits need to be self-enforcing and have a maximum mean speed of 24mph during their times of operation. As with a permanent limit a Speed Limit Change Form must be completed.

KC17 The default position in Hertfordshire is that 20mph will be a first consideration (where the environment is suitable) when new schools are proposed or significant changes are made to existing schools.

KC18 Where new roads are designed for 20mph then a traffic regulations order is required to be progressed and funded by the promoter. Even if the road has been laid out to meet Manual for Streets principles a traffic regulation order for a 20mph limit or zone is required.

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5.4 20mph area signage

5.4.1 In 20mph areas it is particularly important that the public understand the limit. This necessitates the need for repeater signs or markings within the area to reinforce the limit. National guidance on 20mph limits requires frequent signing (in the case of limits) or physical features with minimal signing (in the case of zones). Using 20mph areas gives Hertfordshire County Council more discretion with signing and allows consistency to ensure the public have a better understanding of what the speed limit is. It is proposed that where there is a 20mph area there would be repeater signs, roundels, or markings no less than every 200m unless local deviations are agreed with the Speed Management Group.

5.4.2 In historic areas discretion will be exercised to help limit signage and any departures from policy would be overseen by the Speed Management Group.

5.4.3 Further details of the signage requirements are given in Appendix D.

5.5 Experience of applying 20mph areas in Hertfordshire

5.5.1 It is recognised that there are variances in how 20mph speed limits or zones have been implemented across the county. These were correct at the time of installation but are not necessarily in line with our revised strategy and this revised framework and criteria should be applied to all schemes moving forward.

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Section 6: Application of other speed limits

6.1.1 The default position is that 30mph limits are applicable in areas with street lighting and the national speed limit (60mph on single carriageway roads and 70mph on dual carriageway roads) applies in areas without. 6.1.2 Hertfordshire County Council has developed a Speed Limit Framework to guide the application of different speed limits in both rural and urban settings. This is contained in Section 7. 6.1.3 A process has been developed for the application of zonal 40mph speed limits in rural areas. The criteria applying to this is shown below.

KC19 The County Council will consider 40mph zonal rural speed limits subject to all of the following being met:

• The zone would be self-enforcing. Mean speeds on all roads within

the zone will be 40mph or less once implemented. • The zone would only be permitted on C and unclassified roads • The zone will be within a defined geographical area, e.g. bounded by A & B roads or in an AONB. • The zone would have a predominantly local, access or recreational function and/or form part of a recommended network of routes for vulnerable road users.

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Section 7: Speed limit framework

Hertfordshire Speed Limit Framework - 20mph Limits and Zones What should the environment be like?

Urban Rural

Streets that are primarily residential and in other town It may be appropriate to consider limits or or city streets where the pedestrian and cyclist zones in built up village streets which are movements are high, such as around schools, shops, primarily residential in nature (e.g. P2/M1 or markets, playgrounds and other areas, where motor P3/M1 Place and Movement categories) or vehicle movement is not the primary function (e.g. where pedestrian and cyclist movements are P2/M1 or P3/M1 Place and Movement categories) high.

Prince Street, Watford Ashwell High Street

(DfT Circular 1/13 Setting Local Speed Limits - para 132)

(DfT Circular 1/13 Setting Local Speed Limits - table 1 & para 90)

Speed Limit Threshold Table - 20mph Areas What should speeds be before and after implementation?

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Before & After: Maximum Mean Speeds Maximum Mean Speeds Type or Limit or Zone: ‘Before’ Limit Implemented ‘After’ Limit Implemented

20mph limit 25mph 24mph

20mph Zone varies 24mph

Advisory 20mph Limit outside 30mph To be monitored schools (not legally enforceable)

24mph (during operation of Variable 20mph Limit 25mph 20mph limit)

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Hertfordshire Speed Limit Framework - 30mph What should the environment be like?

Urban Rural

The standard limit in built up areas with development on Should be the norm in villages with both sides of the road where motor vehicle movement is a 20 or more houses over a length of at priority. least 600m, with a density of 3 houses per 100m.

If there are fewer than 20 houses, extra allowance can be made for key buildings such as a place of worship, shop or school.

Cecil Road, Hertford Rabley Heath

(DfT Circular 1/13 Setting Local Speed Limits - para’s 131, 133 & 134 & TAL 1/04)

Speed Limit Threshold Table - 30mph Limits What should speeds be before and after implementation?

Maximum Mean Speeds ‘After’ Type or Limit: Limit Implemented

30mph Limit 30mph

Hertfordshire Speed Limit Framework - 40mph What should the environment be like?

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Urban Rural

- Higher quality suburban roads or those on the Upper tier roads with predominantly traffic outskirts of urban areas. flow function (typically, A & B roads). - Little development Considered where any of the following - Few vulnerable road users (pedestrians, cyclists apply: and equestrians). - High number of bends, junctions or - Good width and layout accesses - Parking and waiting restrictions in operation - Substantial development - Buildings set back from the road - Where there is a strong environmental - Wherever possible cater for the needs of non- reason motorised users through the segregation of road - Where there are considerable numbers of space, and have adequate footways and crossing vulnerable road users places, or there should be convenient routes available and have adequate footways and crossings for NMUs.

Herns Lane (Black Fan Road to Moors Walk), Welwyn Garden City B656 London Road, Langley

Lower tier roads with important access and recreational facilities (typically C & unclassified roads). Considered where any of the following apply: - Roads with predominantly a local, access or recreational function - Forms part of a recommended route for vulnerable road users -Maybe appropriate if there is a particular collision problem.

DfT Circular 1/13 Setting Local Speed Limits (para 128)

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Speed Limit Threshold Table - 40mph Limits What should speeds be before and after implementation?

Maximum Mean Speeds ‘After’ Limit Type or Limit: Implemented

40mph Limit 40mph

30 Page 72 Hertfordshire Speed Limit Framework - 50mph What should the environment be like?

Urban Rural Dual carriageway ring or radial routes, or bypasses Upper Tier roads with predominant traffic that have become partially built up flow function. (Typically, A & B roads):

Should be little or no roadside development Lower quality A & B roads which have a relatively high number of bends, (DfT Circular 1/13 Setting Local Speed Limits - junctions and or access. table 1) Can also be considered where mean Comet Way, Hatfield speeds are below 50mph, so lower limit would not interfere with traffic flow. (DfT Circular 1/13 Setting Local Speed Limits - table 2) Lower Tier roads with important access and recreational facilities. (Typically, C & unclassified roads): C and unclassified roads with a mixed function and high numbers of bends, junctions or accesses. (DfT Circular 1/13 Setting Local Speed Limits - para 128)

A602 between A10 and Anchor Lane Speed Limit Threshold Table - 50mph Limits What should speeds be after implementation?

Maximum Mean Speed ‘After’ Limit Type of Limit: Implemented

50mph Limit 50mph

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Hertfordshire Speed Limit Framework - 60mph What should the environment be like?

Urban Rural

Upper Tier roads with predominantly traffic flow Upper Tier roads with predominantly traffic flow function. (Typically A & B roads): function. (Typically A & B roads): Recommended for most quality and strategic A & B Recommended for most quality and strategic A & B roads with few bends, junctions or accesses. roads with few bends, junctions or accesses. Edge of urban areas close to strategic routes. Little (DfT Circular 1/13 Setting Local Speed Limits - or no pedestrian use. table 2)

A1001 South Way Hatfield Lower Tier roads with important access and recreational facilities. (Typically C & Unclassified roads):

Only appropriate for the best quality C and unclassified roads with a mixed function with few bends, junctions or accesses.

B100 Welwyn

A1001 Roehyde Way, Hatfield

DfT Circular 1/13 Setting Local Speed Limits - para 128)

Speed Limit Threshold Table - 60mph Limits What should speeds be after implementation?

Maximum Mean Speed ‘After’ Limit Type of Limit: Implemented

60mph Limit 60mph

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Hertfordshire Speed Limit Framework - 70mph What should the environment be like?

Urban Rural Rural dual carriageway roads with segregated A10 in Broxbourne between Lieutenant junctions and separate facilities for vulnerable Ellis Way and College Road. road users.

A lower limit may be appropriate if the collision history indicates that this speed cannot be achieved safely and this risk of collisions cannot be addressed through other engineering measures.

(DfT Circular 1/13 Setting Local Speed Limits - para 121)

A414

Speed Limit Threshold Table - 70mph Limits What should speeds be after implementation?

Maximum Mean Speed ‘After’ Limit Type of Limit: Implemented

70mph Limit 70mph

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Section 8: Supporting measures

8.1 The key principle for setting speed limits in Hertfordshire is that they should encourage self-compliance i.e. the speed limit should match the environment of the road section where possible. 8.2 There are however a number of supporting measures available to HCC to reinforce the speed limits and help ensure compliance to them as follows: • Physical engineering measures (e.g. vertical and horizontal traffic calming). • Speed Indicator Devices (SIDs). • Speed enforcement - safety cameras. • New technology such as average speed cameras and variable message signs. • Education, training and publicity.

8.3 The following Sections (9-12) give further detail on each of these.

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Section 9: Design influences and engineering measures

9.1 Introduction

9.1.1 HCC follows a policy of using design to dictate speed where possible. This has been found to be the most effective means to significantly change driver behaviour.

9.1.2 Mackie (1998) (TRL Report 363) stated that the use of static signs (as used to indicate a speed limit) only have a small effect on mean and 85th percentile speed. For speeds of 30mph and above these have an average reduction of 2mph. For 20mph areas these only give an average reduction of 1mph. Recent research by Atkins et al into 20mph (signed only) has confirmed this finding2

9.1.3 This approach is reinforced by advice given to drivers through the Highway Code (Rule 146) “Adapt your driving to the appropriate type and condition of the road you are on”. Road users should be prepared, anticipate and in the event of the unexpected be able to stop within the distance they can see to be clear. Given this advice it is important that drivers understand the speed they are expected to travel at through the layout and context of a road.

9.1.4 Designers wishing to change a speed limit must implement measures to change vehicle speed if the measured speed is above is above the range indicated in Table 4.1.

9.1.5 The measures which have been identified as having the potential to significantly change vehicle speed are as follows:

2 Atkins, AECOM and Maher M (2018) 20mph Research Study https://assets.publishing.service.gov.uk/government/uploads/system/uploads/attachment_data/file/757302/20mph- technical-report.pdf

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• Vertical Measures (Humps) roads Existing • Horizontal Measures (Priority systems – if flows are balanced and heavy) • Road or point closures (if speed is due to rat-running)

New Roads New • Road width (& formalised parking) • Enforcement/technological measures* • Curvature (bendy roads) • New junctions

• Roundabouts • Traffic signals (volume and flow dependent)

*Future measures e.g. speed limiters in vehicles from 2022

9.1.6 Further guidance on the design of these measures can be found in Roads in Herts or LTN 1/07.

9.2 Implementation of engineering measures

9.2.1 Before engineering measures such as traffic calming measures are considered the engineer must consider if the existing speed limit is appropriate for the environment and if the extent of the proposed limit is correct. For example, if by moving the limit boundary from its current location would it make it more likely that vehicles would follow it (for example does the start of the limit reflect the village boundary?)

9.2.2 Where existing traffic calming features do not meet the key criteria these will be upgraded when significant maintenance works take place through the Integrated Works Programme.

9.2.3 HCC have set a number of criteria to guide the appropriate implementation of engineering measures and features such as speed limit buffer zones, Home Zones, and gateway and entry features and provide clarity on features such as countdown markers and Quiet Lanes. These are listed as criteria KC20 to KC46 below.

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9.3 Key criteria for engineering measures

9.3.1 Speed limit buffer zones (KC20 & KC21)

On the outskirts of villages/urban areas, or where there is intermittent development beyond the existing 30mph, it may be appropriate to introduce a short (400-600m) section of intermediate speed limit if immediate speed reduction causes real difficulty or is likely to be less effective.

Guidance DfT Circular 1/2013 Setting Local Speed Limits

KC20 Buffer zones provide a step down where the change in limits is significant. I.e. National to 30mph or National to 20mph and where there is evidence (or it is likely based on engineering judgement) that mean speeds are likely to be higher when entering the lower limit due to the absence of a speed reducing feature.

In some circumstances it might be appropriate to consider an intermediate speed limit of 40 mph prior to the 30-mph terminal speed limit signs at the entrance to a village, in particular where there are outlying houses beyond the village boundary or roads with high approach speeds. In this instance the choice of the buffer zone speed limit must reflect actual vehicle speeds.

KC21 DfT circular 01/2013 states that buffer zones should generally be no less than 600m. In exceptional circumstances lengths of between 400 – 600m can be considered. Advice in these instances should be sought from the Speed Management Group (See Section 14).

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9.3.2 Speed limit countdown markers (KC22)

Countdown markers have been used on the approach to speed limit terminal signs to highlight to drivers that they are approaching a lower speed limit. Legislation does not prescribe the use of countdown markers on the approach to speed limit terminal signs.

KC22 Countdown markers are not be used due to lack of supporting legislation.

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9.3.3 Home Zones (KC23 – KC25)

Home Zones aim to improve the quality of life in residential roads by making them places for people, instead of just being thoroughfares for vehicles. The key elements to a Home Zone are: • Community involvement to encourage a change in user behaviour • For the road to be designed in such a way as to allow it to be used for a range of activities and to encourage very slow vehicle speeds (usually involving sensitively designed traffic calming).

Guidance • Transport Act 2000 • SI 2006 No. 2082 - The Quiet Lanes and Homes Zones (England) Regulations 2006 • DfT Circular 2/06 The Quiet Lanes and Home Zones (England) Regulations 2006 • LTN 1/07 Traffic Calming - Section 3.1 Shared road space • TAL 8/02 Home Zones - Public Participation • TAL 10/01 Home Zones - Planning and Design • Manual for Streets

KC23 Home Zones will only be considered where mean speeds are 24mph or less. KC24 A Home Zone will only be considered where the afternoon peak flows are less than 100 vehicles. KC25 Due to their expense, all requests for Home Zones will be considered by the Speed Management Group (See Section 14).

9.3.4 Quiet Lanes (KC26)

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Quiet Lanes are minor rural roads that are appropriate for use by walkers, cyclists, horse riders and motorised users. These roads should have low levels of traffic, travelling at low speeds.

The aim of Quiet Lanes is to maintain the character of minor rural roads by seeking to contain rising traffic growth that is widespread in rural areas. The Quiet Lanes concept involves two key elements:

• Local community engagement to encourage a change in driver behaviour. • Area wide direction signing strategy to re-route traffic and Quiet Lane network signing.

The concept is aimed at identifying networks of minor rural roads and is not solely about addressing issues on individual roads. Where possible public rights of way should be included within these networks.

The concept is not intended as a device to traffic calm busy roads or to address issues of rat running and heavy goods vehicle movements.

Experience National Pilot Projects: Quiet Lanes pilots first took place in Kent and North Norfolk. Before and after surveys were carried out which showed mixed results in terms of vehicle speeds with changes of between +0.1mph and – 2.3mph.

The monitoring also showed that vehicle flows were reduced slightly compared to control roads in both of the demonstration projects.

Hertfordshire Pilot Project Hertfordshire then followed with its own pilot in the country lanes between Ayot Green and Wheathampstead. The before and after study showed that there were no significant reductions in vehicle speeds.

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Guidance • SI 2006 No. 2082 - The Quiet Lanes and Homes Zones (England) Regulations 2006 • DfT Circular 2/06 The Quiet Lanes and Home Zones (England) Regulations 2006 • LTN 1/07 Traffic Calming - Section 3.1 Shared road space. • TAL 3/04 - Quiet Lanes

KC26 Quiet lanes are gateway features within rural areas. However, based on evidence collated from previous work (including the Hertfordshire trial), Quiet Lanes will not be implemented due to their limited success.

9.3.5 Gateway and entry features (KC27 & KC28)

Gateways are used to signify the approach into a settlement or traffic calmed area. They can take many different forms, but those implemented to date have most commonly incorporated: • a distinctive change in road surface colour or material • a prominent sign to alert drivers to the calmed area • ‘Dragons Teeth’

Gateway features are normally used on the approach to settlements to reinforce a lower speed limit and reinforce the village identity.

An entry treatment is a form of a gateway and is usually used in urban areas. Entry treatments have been developed for use at side roads to let drivers know that they are leaving a major road and entering an area of different character, which may be a residential road. They may indicate the start of a series of traffic calming measures, or they may identify the gateway at the boundary of a 20mph zone or Home Zone.

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Guidance LTN 1/07

KC27 Gateway and entry features will be only be considered as part of a package of measures to assist in the reduction of vehicle speeds.

KC28 Careful consideration will be given to material choices for gateway and entrance features in relation to future maintenance liabilities

9.3.6 Chicanes (KC29 & KC30)

Chicane designs vary considerably but most fall into two broad categories:

• Single lane working, consisting of staggered build outs and narrowing the road so that the traffic from one direction has to give way to opposing traffic • Two way working, using build outs to provide deflection but with lanes separated by road markings or a central island.

A single lane working chicane allows traffic flow in both directions, but there is only room for one vehicle to pass at a time. Generally, priority is given to one direction, so that the possibility of vehicle conflicts is minimised. Priority should be given to vehicles leaving a traffic-calmed area, so that the speed of vehicles entering is reduced.

Two way working chicanes require more carriageway width than single lane chicanes, as they allow two vehicles to pass in opposite directions at the same time. Where chicanes do not have a central divider, vehicles can encroach into the opposing traffic lane, and this may result in less speed reduction being achieved, and/or safety being compromised. Guidance LTN 1/07 Traffic Calming

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KC29 When using single way working, two-way vehicle flows should not exceed 3,000 vehicles per day and shall not exceed 4,000.

KC30 Chicanes can be used on roads with a speed limit of 40mph or below.

9.3.7 Pinch points (KC31 & KC32)

A pinch point is where the road is narrowed from both sides at the same position along the road for a distance of 5 to 10m. By implementing this measure, the carriageway width can be restricted so that only one vehicle at a time may pass, or so that two vehicles can pass slowly. Roads with a high frequency of buses and/or heavy goods vehicles need a wider carriageway width between the pinch points.

Pinch points can be used as crossing points for pedestrians, but this would prevent a cycle bypass being installed. As this measure creates conflict between vulnerable users (one’s benefit is traded for another) consider alternative measures before using pinch points as pedestrian crossing points.

Guidance LTN 1/07 Traffic Calming

KC31 Pinch points will not be used in isolation to reduce vehicle speeds, only as part of a package of measures.

KC32 Pinch points will not be used in a road with a speed limit above 40mph.

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9.3.8 Central islands and refuges (KC33)

Central islands and refuges can be installed in the middle of the carriageway to narrow the width of the traffic lanes and assist in reducing vehicle speeds. Such facilities must be accompanied by the relevant road markings.

These can create pinch points for cyclist if designed to reduce traffic speed.

Guidance LTN 1/07 Traffic Calming

KC33 Central islands and refuges will only be used as part of a package of measures in order to reduce speeds. They will not be used in isolation for the purpose of traffic calming.

9.3.9 Round top and flat top humps (KC34 & KC35)

Round top and flat top humps have been used extensively across Hertfordshire. Flat top humps having the added benefit that they can also be used as raised crossing points in appropriate locations.

Guidance • SI 1999 No. 1025 - The Highways (Road Humps) Regulations 1999 • LTN 1/07 Traffic Calming • Bus Infrastructure in Hertfordshire – A Design Guide (June 2011) • Protocol for the construction of Vertical Traffic Calming WCS-D-172 KC34 Humps shall be more than 25m from a bus stop. Speed cushions are preferred to speed tables on bus routes.

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KC35 Round top humps are not permitted on bus routes and the principal (A) road network.

9.3.10 Cushions (KC36 & KC37)

Cushions are favoured more commonly over road top and flat top humps.

However, they are not effective against all vehicle classes. Large vehicles and motorcycles in particular can either straddle or pass between the cushions. Designers should look at the proportions of these particular types of vehicles when designing a scheme to see if overall it will be effective.

Guidance As 9.3.9 KC36 Parking restrictions may be needed near cushions on bus routes. KC37 Cushions will be constructed in asphalt due to whole life cost of the alternatives.

9.3.10 Sinusoidal humps

Sinusoidal humps are type of road hump which have a less severe profile for cyclists. These have not yet been used in Hertfordshire, but we are open to discussions about their use.

Guidance LCDS

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9.3.11 Rumble strips (incl. Rumblewave) (KC38 –KC41)

Rumble strips Rumble devices are designed to provide a vibratory and/or audible effect. They are intended to alert drivers to take greater care in advance of a hazard such as a bend or junction, and to help in reducing vehicle speeds.

Reliance should not be placed on such traffic calming surfaces alone when seeking speed reduction. Rumblewave

TRL Ltd was commissioned to develop a profile that would create noise and vibration within vehicles passing over it, but not increase noise levels significantly for those outside the vehicles.

Guidance LTN 1/07 Traffic Calming TAL 1/05 Rumblewave Surfacing

KC38 Rumble strips should be used across the full width of the carriageway to avoid vehicles swerving to avoid them. KC39 Rumble strips must be more than 200m from any residential property and are therefore suited to rural areas. KC40 Rumble strips should only be used as a part of a package of measures (i.e. as part of a village gateway). KC41 Rumblewave surfacing is not recommended due to concerns over its effectiveness and the whole life cost of the product.

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9.3.12 Mini roundabouts (KC42)

Mini roundabouts assist in giving easier access from side roads. A mini roundabout should not be considered as a traffic calming measure in isolation and should only be considered as a package of measures.

Guidance TD54/07 [Superseded]

KC42 Mini roundabouts should only be considered as a part of a package of measures to reduce vehicle speeds.

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Section 10: Speed Indicator Devices (SIDs)

10.1 Introduction

10.1.1 Speed Indicator Devices (SIDs) are used to remind drivers about speed limits and are a tool that can be applied in locations where there is a disparity between the posted speed limit and what the observed speeds are. They are informational signs only and are not linked to any enforcement, however they have been popularly installed in Hertfordshire. Evidence suggests that the use of the signs work to change community perceptions of traffic speeds.

10.1.2 The county council provide new Speed Indicator Devices (SIDs) predominantly using non-core budgets, such as county councillor Highways Locality Budget (HLB)/Locality Budget or third-party funding from recognised groups or organisations e.g. parish councils. SIDs may be funded from core budgets if identified through other work programmes or used to replace non-functioning Vehicle Activated Signs if applicable.

10.1.3 SIDs consist of a screen, radar detector and solar panel/battery unit, mounted on a pole held within a retention socket or foundation. When movement is detected in the field of view, the device triggers and returns a value (speed in mph) that is then displayed on the screen to oncoming vehicles, along with either a ‘happy’ or ‘angry’ face depending on the rate of travel in relation to the speed limit. More excessive speeds trigger a ‘Too Fast’ message.

10.1.4 Retention sockets allow the SIDs to be relocated to other locations or to be swivelled in their current location to face a different direction of travel. Relocating or swivelling SIDs regularly has been demonstrated to have greater influence on traffic speeds, as SIDs become less effective if retained in the same location for longer than six months.

10.1.5 SIDs should not be confused with Vehicle Activated Signs (VAS) covered elsewhere in this document that have different criteria. VAS signs are distinguishable as they do not display a vehicle’s travelling speed but instead typically an image of the posted speed limit or a hazard ahead e.g. bend in the road (the distinction between VAS and SIDs is highlighted in DfT Circular 01/17).

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10.2 Speed criteria

10.2.1 Requests for new SIDs are considered by HCC’s Locality Team, as SIDs are predominately funded by HLB. SIDs part or fully funded by third parties are also administered by the Locality Team. A potential funding source must be identified to allow for the additional criteria checks to be undertaken.

10.2.2 SIDs and sockets installed with HLB, PCC or HCC’s core budgets must meet at least one of the following speed criteria:

• Average Speed must be above the posted speed limit. • The 85th Percentile speeds must be over the NPCC’s guideline values i.e. 10% of the posted limit and an additional 2mph.

Table 10.1 SID recommended speed ranges Posted speed limit Minimum average speed Minimum 85th Percentile limit speed 20mph 20.1mph 24mph 30mph 30.1mph 35mph 40mph 40.1mph 46mph

10.2.3 Roads above 40mph are not recommended for SID installation, and would instead require a full case/feasibility study – this may produce a package of measures including a SID.

10.2.4 The speed criteria may only be satisfied using speed survey data produced by either HCC or the police over a full seven-day period. Existing data (no older than five years) may be used if no significant change to the environment has occurred since the data was collected.

10.2.5 SIDs and sockets fully funded by third parties (no HLB or PCC) are not required to satisfy the speed criteria but should still be placed in accordance with the following location requirements.

10.3 Location requirements

10.3.1 In addition to satisfying any speed criteria, SIDs need to be placed in a safe and operational location and the conditions listed in Table 10.2 need to be met.

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Table 10.2 Suitable conditions for the installation of SIDs Item Requirement Data Collection Safety There is sufficient access to the site to allow the safe collection of data. Daylight The proposed location will receive a high level of daylight and is free of existing or seasonal vegetation. The solar panel should be facing as close to due south as possible. Footway Clearance At least 1.5m footway sideways clearance (if present) is available for pedestrians. Forward Visibility There is forward visibility of at least 50m (20-30mph limit) or 75m (40mph limit). Highway Land The proposed location is on highway land, supported by a recent boundary plan. Multiple Detection Vectors The SID will not activate for roads running adjacent or parallel to the site. Operational Distance The SID has no large obstructions (gates/fences, buildings, railings) within 100m. Property Boundary If necessary to install outside of a property, the SID should be sited on a boundary line so as to not interfere with an existing or potential access. Set Back The proposed location for the pole is set back at least 1.0m from kerb edge, or 0.5m from the edge of the sign (greater distances are required for higher speed roads and/or if the SID is positioned on a bend/junction radius). Single Carriageway The SID serves a single carriageway road. Underground Obstructions The site is clear of any utility or manhole covers or trenches that may suggest interfering with placement (check of underground utilities will also be undertaken). Structures The proposed location is at least 5m from a bridge, culvert, or other structure. Vertical Clearance There is at least 2.4m vertical clearance (this should be standard at point of install) – if the sign overhangs

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a cycle track or shared use space, this should have a minimum of 2.5m vertical clearance. Visibility splay of other signs The sign is clear of the visibility splay of other highway signs. Vegetation Double check vegetation and likely vegetation growth if the site is inspected during autumn/winter. Vegetation will be the likely reason that a SID is impeded, whether to the forward visibility to the sign or to the solar panel. Within speed limit The SID will not activate outside of the speed limit it is intended to indicate.

10.4 SID effectiveness

10.4.1 Transport Research Laboratory’s Published Project Report PPR 314, ‘Effectiveness of Speed Indicator Devices on reducing vehicle speeds in London’, highlights that for SIDs to be effective they must be moved regularly, and when effective shows a reduction in mean speeds of approximately 2 mph.

10.5 SID relocations/swivels

10.5.1 Placing SIDs in retention sockets allow for them to be relocated and swivelled. This will not happen routinely but instead upon request by the applicant at their own expense.

10.5.2 Given the benefits or moving SIDs to keep them effective, applicants are strongly advised to consider providing additional sockets and the funds to routinely move the SIDs.

10.6 Data collection and use

10.6.1 SIDs store up to 200,000 unique events in their internal memory – this includes information as to the date, time, and speed of traffic recorded. This data can be downloaded by HCC only and subsequently cleared from the device via a mobile application.

10.6.2 HCC does not routinely undertake the collection of data, due to the resources required and potential inaccuracies with the data. Applicants may request data for which a fee will be charged.

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10.7 Commuted sum

10.7.1 The price to install a new SID includes a commuted sum, to provide for maintenance and replacement for a set period, currently five years after first installation with a further commuted sum due at the start of year six to cover the period of 10 years after first installation. Where a commuted sum is not paid any SID that is damaged or irreparable will be removed and not replaced. The same applies for SIDs that go beyond the period covered by the commuted sum.

10.8 Third-party funding

10.8.1 The success of SIDs within local communities often leads to a demand that cannot be met solely by using the councillors' HLB. Third-party funding for SIDs has therefore become increasingly used, from sources such as the PCC, town and parish councils, and recognised Resident Associations. SIDs cannot be funded by private individuals.

10.8.2 County councillor Locality Budget is considered as third-party funding for this purpose.

10.8.3 Irrespective of the funding source, the SID becomes an HCC asset once installed – a third-party is not able to move or access the SID without ordering or requesting such services through HCC

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10.9 Key Criteria for installation

Key Criteria - Speed Indicator Devices (SIDs)

KC43 SIDs funded using the Highways Locality Budget (HLB), the Police and Crime Commissioner’s Road Safety Fund (PCC), or HCC core budgets must meet at least one of the following speed criteria: Average speed must be above the posted speed limit. The 85th Percentile speed must be over the National Police Chiefs' Council’s (NPCC) guideline values.

KC44 SIDs funded by other sources (not HLB, PCC or HCC core budgets) are not subject to the speed criteria.

KC45 SIDs are not recommended for speed limits above 40mph.

KC46 In all cases SIDs are required to also satisfy the location requirements (see Table 10.2.

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Section 11: Safety and speed cameras

11.1 Introduction

11.1.1 The primary objective for using safety cameras on the highway is to reduce deaths, injury and health loss resulting from collisions on Hertfordshire’s road network through enforcing the speed of traffic and reducing red-light running. The camera service is operated by the Hertfordshire Safety Camera Partnership which comprises Hertfordshire County Council, Hertfordshire Constabulary, and Hertfordshire Magistrates Court.

11.1.2 Before any camera technology can be used on a public highway it must hold Home Office Type Approval for it to be legally enforceable.

11.1.3 Details of current Safety Camera locations can be found at: www.hertfordshire.gov.uk/services/highways-roads-and-pavements/speed- awareness-and-driver-training/safety-camera-locations-speed-cameras/safety- camera-locations-speed-cameras.asp

11.1.4 Evidence from independent evaluations of the National Safety Camera Programme has consistently shown that the use of cameras has been effective when deployment was based upon locations where a specific level of killed or seriously injured (KSI) collisions and excessive speed above NPCC thresholds had occurred.

11.1.5 Following the implementation of safety cameras within Hertfordshire the following averaged results have been recorded. Collision reduction figures in Table 11.1 below compare a three-year period before installation with the most recent three year after installation, for safety cameras in Hertfordshire. This information shows the continued effect that the safety cameras continue to have in reducing collisions and traffic speeds.

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Table 11.1 Safety Camera Collision Reduction

Static Mobile Red light

Collision reduction 48% 39% 47% KSI

Collision reduction 78% 71% 80% all severity

Speed reduction 7.1mph 2.3mph N/A

11.2 Criteria for site selection and implementation

11.2.1 Stringent criteria are used (Appendix F) for the selection of sites, based on collected data from police Stats 19 forms collated over the previous three-year period. An emphasis is placed on the number of people killed or seriously injured. The use of cameras should be proportionate, targeted, consistent and transparent in line with NPCC/ACPO guidance.

11.2.2 The collision criteria vary for static, mobile and red-light cameras. An assessment of speed data is also required. Other cost-effective measures must be considered as part of the selection process before safety cameras are chosen as a potential option.

11.3 Current technology

11.3.1 The following technology is currently used in Hertfordshire:

• rearward facing static cameras. • forward facing static cameras. • simultaneous bi-direction cameras. • red light static cameras. • mobile vans equipped with laser cameras. • average safety cameras used by the Highways England for road works enforcement. • limited average speed cameras used by the Hertfordshire Office of the Police and Crime Commissioner (OPCC).

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11.4 Emerging technology and use in Hertfordshire

11.4.1 Technology is ever changing and we are aware that a number of safety camera devices based on camera systems linked to Automatic Number Plate Recognition systems are in ‘Type Approval’ stage with the Home Office. All make use of digital and radar sensor technologies. HCC will continue to monitor the technological developments and identify potential opportunities for piloting or trialling new types of system.

11.4.2 Hertfordshire was an early adopter of digital camera technology and is now in a good position with very few locations requiring upgrades.

11.4.3 It is also noted that in vehicle technology such as intelligent speed assistance systems are now supporting the camera partnership’s wider objectives enabling motorists to achieve greater self-compliance with posted speed limits.

11.4.4 Average speed technology will be considered through our route criteria contained within Appendix F, where deemed appropriate, and if funding is available This technology works best on motorways and dual carriageways with large distances between junctions, which enables monitoring over a reasonable distance. In urban areas the current technology has been shown not to work as effectively as more junctions require more camera locations to cover a zone. Moreover, these systems do not allow for instances where, for example, a pelican crossing will stop traffic. The approach and exit speeds can be very high but, due to the delays during the journey, the average speed technology would not recognise an offence having been committed.

11.4.5 All sites funded through the Safety Camera Partnership will be known as core sites. These are defined where analysis of collision data identifies locations, routes or areas which are higher than the agreed criteria in Appendix F for numbers of collisions where people have been killed or seriously injured or there are patterns within the personal injury collisions which are likely to be susceptible to reduction by safety camera enforcement.

11.4.6 Another category of sites is community concern sites. These are ones that do not meet core site criteria but do have documented and widely supported concerns, either from the local community or partner agencies. These are associated with genuine levels of traffic violation which give rise to a concern for harm, or which reduce the take up of active travel.

11.4.7 These sites typically suffer from non-compliance with the speed limit (in excess of NPCC enforcement thresholds) which is often anti-social and intimidating. There may or may not be an associated number of collisions and injuries. These sites will usually only be funded from external sources and are subject to separate criteria. Any assessment is nevertheless evidence led to determine the scale of the problem and will consider whether enforcement is justified, fair and proportionate based

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on speed data, use of the road by vulnerable road users and levels of community and political support.

11.4.8 One specific source of funding for concern camera sites is the PCC’s Road Safety fund. Cameras installed at these locations are owned and operated by the OPCC who provide a commuted sum to HCC for ongoing maintenance (although HCC would have responsibility to make the cameras safe if they were damaged).

11.4.9 Whilst criteria for concern sites still need to be agreed these could include the following:

(i) That a genuine speeding issue has been identified (i.e. 85th percentile speeds are above the limit and above the APCO tolerance thresholds)

(ii) That there is the support of the parish/town council and community

(iii) There is agreement from the police

(iv) That there is HCC member support

11.4.10 This should avoid the situation experienced elsewhere in the country where large numbers of cameras have been deployed in a variety of disparate locations putting additional maintenance liabilities on local councils and additional pressure on police back office staff to operate them.

11.4.11 Other non-core sites for potential camera deployment are Traffic Management sites. These are sites where analysis identifies that traffic management is required to mitigate objectively identified increased risks of harm for road users where a highway is being modified in design or use. This may include HADECS sites installed and operated by Highways England on smart motorways.

11.4.12 Another non-core site is known as an event based site. These are where objective analysis identifies the potential to maximise deterrent value to offending or anti- social behaviour by using cameras at locations where significant offending takes place, or offenders gather.

11.4.13 All new sites require the agreement of the Speed Management Group.

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11.5 Key criteria for installation of cameras

Key Criteria - Safety Cameras

KC47 The County Council will use the ’Criteria for Safety Camera Site Selection and Implementation’ matrix in Appendix F to assess the suitability and implementation of locations for safety cameras.

11.5.1 The table in Appendix F sets out further detail on how this is applied for different types of camera being used by Hertfordshire County Council for proposed camera sites to be operated by the Safety Camera Partnership, based on Department for Transport guidance documents.

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Section 12: Education, training and publicity

12.1 Education

12.1.1 The county council, as part of the Hertfordshire Road Safety Partnership, delivers a range of educational programmes for pedestrians, cyclists, motorists and other road users. All of these programmes make reference to the dangers of speed to the individual and/or other road users. Training activities which have a clear emphasis on speeding issues are set out in this section.

Learn2Live

12.1.2 Younger people continue to be disproportionately represented in Hertfordshire’s KSI casualty statistics and there are several reasons including:

• lack of experience and poor hazard perception. • an often too casual and over-confident attitude to speed. • low risk awareness and peer pressure.

12.1.3 In response the Hertfordshire Road Safety Partnership runs a young road user event for approximately 7,500 students every year. It is acclaimed by attendees and has been verified as positively changing the attitudes of young drivers and pre-drivers.

National Driver Offender Retraining Scheme Courses (NDORS)

12.1.4 HCC deliver the full range of NDORS courses on behalf of Hertfordshire Constabulary. These courses provide eligible offending drivers with a short course of retraining as an alternative to punishment for low-level speeding and other driving offences.

12.1.5 The National Speed Awareness Course (NSAC) in particular, has the primary objective of encouraging and facilitating compliance with speed limits. The course aims to influence the attitudes and behaviour of drivers by directly challenging attitudes towards speeding, offering motorists insight, awareness and understanding about their speed choices, and helps equip participants to change their behaviour.

12.1.6 The findings from national evaluation in 2018 showed that participation in the National Speed Awareness Course has a larger effect in reducing speed reoffending than the penalty points and fine associated with Fixed Penalty Notices for the types of driver offered the course.

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12.1.8 Further web-based information on safer driving, coaching for advanced driving and motorcycling tests is provided on the Hertfordshire County Council website at https://www.hertfordshire.gov.uk/services/Highways-roads-and-pavements/Speed- awareness-and-driver-training/Speed-awareness-and-driver-training.aspx

12.2 Publicity campaigns

12.2.1 The Members of Hertfordshire’s Road Safety Partnership deliver a range of publicity campaigns aimed at raising the awareness of unsafe behaviours (often referred to as the ‘Fatal 5’) including inappropriate and excess speed. These are coordinated to support the National Chief Police Council’s road safety calendar. These campaigns are data and intelligence led and based on the at-risk groups and issues identified in the Road Safety Strategy.

Key Criteria - Education, Training & Publicity

KC48 The County Council will continue to run and develop education, training and publicity programmes to reduce speed related collisions.

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Section 13: Speed enforcement

13.1 Introduction

13.1.1 The police, county council as Highway Authority, and Safety Camera Partnership have important roles to play in relation to speed enforcement.

• The Chief Constable of Hertfordshire is responsible for the direction and control of officers and staff who are members of the constabulary. The Constabulary are responsible for speed enforcement.

• Hertfordshire County Council (HCC) is the highway authority and the traffic authority for the county of Hertfordshire pursuant to the Highways Act 1980 and the Traffic Management Act 2004 respectively and is responsible for management of speed on all public roads in Hertfordshire except those operated by Highways England. The county council as, Highway Authority, is responsible for setting speed limits.

• The Hertfordshire Safety Camera Partnership installs, operates and maintains all safety cameras other than those operated by Highways England and the police and Crime Commissioner. The Partnership seeks to reduce road collisions and casualties through the prevention, detection and enforcement of speed and red-light offences.

13.2 The role of the police

13.2.1 Hertfordshire Constabulary By conducting speed enforcement and education activity at locations identified as having a speed related collision history the police intend to try to reduce the number of collisions and casualties occurring on our roads as well as contributing to achieving road safety targets.

13.2.2 The police will use the ‘Hertfordshire Constabulary Speed Enforcement Guide’ (see flowchart in Appendix G) focusing Roads Policing Unit officers at speed related collision history sites and SNT officers at speed complaint sites.

13.2.3 The police have finite resources and competing demands for officer’s time. Officers will be deployed to conduct speed enforcement activity at qualifying locations following analysis of the speed related RTC data or approval by the area Safer Neighbourhood Team (SNT) priority setting forum. This is intended to ensure enforcement is focused at locations with a history of speed related collisions but do generate enforcement requests. The ‘Hertfordshire Constabulary Speed Enforcement Guide’ can be found in Appendix G.

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13.3 Priority setting forums:

13.3.1 If enforcement activity is requested at a location not already benefiting from police speed enforcement it may be added to the list for periodic attention provided it has been agreed by the Priority Setting Forum and authorised by the police Inspector responsible for that area. This can include locations where there is no history of collisions.

13.3.2 Priority Setting Forums represent every ward within the County and meet regularly to select specific issues they wish local SNT officers to concentrate on during the next quarter. To find out when a Priority Setting Forum is taking place or what the current priorities are, please contact the relevant SNT. Contact details can be found at: https://www.police.uk/pu/your-area/hertfordshire-constabulary/ then click on the individual neighbourhoods for SNT contact details.

13.3.3 Each time a road traffic personal injury collision is reported to the police, comprehensive details about the circumstances involved are recorded on a STATS 19 form. This data is shared with the Highway Authority who use it to identify locations where engineering or educational activity may be used to address a particular problem.

13.3.4 For speed enforcement purposes the police use this data to identify the locations that most frequently experience speed related collisions so they can be considered for enforcement.

13.3.5 In simple terms, provided it is safe and practical to conduct enforcement then the more speed related personal injury collisions that have occurred at a location the more likely it is to benefit from police enforcement activity.

13.4 The role of the police and crime commissioner

13.4.1 The Government’s Police Reform and Social Responsibility Act replaced Police Authorities with elected Police and Crime Commissioners on 22 November 2012.

13.4.2 David Lloyd was elected as the County’s first Police and Crime Commissioner in 2012 and continues to fulfil that role. The Police and Crime Plan for Hertfordshire 'Everybody's Business: Community Safety and Criminal Justice Plan 2019 –2024 recognises that speeding takes a high toll in relation to those killed or seriously injured on the roads and seeks to address concerns raised by residents through the use of his Road Safety Fund.

13.4.3 As well as working closely with the Chief Constable of Hertfordshire Constabulary the Commissioner works with the full range of other public services (for example

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local government, the courts and the fire service) that deal with or can help prevent crime. Together work is being undertaken to reduce crime, keep communities safe and ensure that the criminal justice system works well.

13.4.4 Community DriveSafe Campaign: The campaign allows residents to come together, and petition the Commissioner, with their concerns about vehicles travelling in excess of the speed limits in their area. Ten or more signatures from people living or working in the vicinity are required and of those at least three people will be needed to volunteer to run the scheme and use roadside speed monitoring equipment to encourage speeding motorists to slow down. There are currently 28 active groups across the county helping to educate speeding motorists of the dangers they present.

13.4.5 The volunteers will be trained by their local police officers in operating safely near highways and in how to use the speed management equipment. They will also be equipped with high-visibility jackets and warning triangles. This works in two ways - for the safety of the volunteer and to highlight to motorists and the wider community that DriveSafe activity is going on.

13.4.6 The speed monitoring device indicates the speed of passing vehicles, showing a ‘smiley face’ to those travelling within the speed limit and a ‘sad face’ if they are over the limit. The volunteers will record the car registration numbers of vehicles travelling in excess of the speed limit and warning letters will be sent to the registered keeper of the vehicle. The volunteers can also record anti-social or dangerous driving, such as occupants not wearing seat belts or drivers using their mobile phones.

13.4.7 It is proposed that the DriveSafe scheme will be supported by a number of community safety vans or mobile units which can respond to requests from communities around speeding and other dangerous and careless driving matters, including but not limited to using a mobile phone and not wearing a seat belt.

13.4.8 The local SNT police officers may also use speed enforcement, where appropriate, to target drivers who persistently drive in excess of the speed limit. This can result in offenders facing a fine, points on their licence or prosecution in court.

13.4.9 For further information about the Community DriveSafe scheme please visit the following web page: https://www.hertscommissioner.org/community-drivesafe- scheme-hertfordshire.

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Section 14: The role of the speed management group

14.1 Purpose of the group

14.1.1 A formal process is in place to consider speed limit changes and ensure a consistent approach is followed. Any requests for changes to speed limit must be submitted with the correct forms completed and sent to the Chair of the Speed Management Group for consideration/ approval prior to consultation and again following legal advertisement. Speed limit changes will not be implemented without the approval of the group. 14.1.2 The Speed Management Group (SMG) is a policy led officer group which meets quarterly. It has been set up to ensure consistent decisions are made in relation to speed limit change requests. The SMG meeting minutes are available and where appropriate the chair will contact parties affected by decisions.

14.1.3 A key role of the group is to ensure the key criteria within the strategy are being followed and consistently applied. This includes:

• Consideration and agreement of requests for speed limit changes. • Provide consistency with the application of speed limits across the county. • Reviewing the success of speed compliance schemes and using the feedback to lead to improvements in the delivery of speed compliance schemes.

14.2 Membership of the group 14.2.1 The Speed Management Group is comprised of officers from the following areas and organisations:

• Hertfordshire County Council o Highways Safety Team o Highway Design o Highways Strategy o Development Management o Network Management o Road Safety Programme Manager • Police • Road Policing Unit

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Section 15: Potential funding

15.1 Introduction 15.1.1 Funding for the implementation of speed reduction measures is limited and will be subject to internal and external bidding procedures. It cannot therefore be assumed that funding is available for widespread implementation of traffic calming measures to support reductions in speed limits.

15.1.2 Speed management schemes and supporting measures can potentially be funded through a number of sources. These are:

• Local Transport Plan funding • External funding (e.g. borough, district & parish councils, grants) • Hertfordshire County Council Highway Locality budgets • Police and Crime Commissioner’s Road Safety Fund

15.1.3 Speed management measures may also be required through the planning process and delivered by the developer, possibly as part of Section 278 works or alternatively a funding contribution towards them may be secured from the developer as part of Section 106 funding. This process is overseen by Development Management at HCC.

15.1.3 Funding is limited and often conditional as summarised overleaf

15.2 Local transport plan funding 15.2.1 Local Transport Plan capital funding is used to deliver the county council Integrated Transport Programme (ITP). ITP schemes are a core part of the County’s Highways Service, delivering a mixture of transport and highway improvement measures across the County. ITP schemes support the delivery of the council’s LTP4 nine transport objectives (as outlined in Section 2).

15.2.2 The ITP programme is central to LTP 4’s Policy 1, the Transport User Hierarchy. This supports the creation of built environments that encourage greater and safer use of sustainable transport modes and the development of ITP schemes will reflect the transport user hierarchy i.e.:

• Opportunities to reduce travel demand and the need to travel. • Vulnerable road user needs (such as pedestrians and cyclists). • Passenger transport user needs. • Powered two-wheeler (mopeds and motorbikes) user needs. • Other motor vehicle user needs.

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15.2.3 The types of changes delivered by the programme include introducing traffic calming measures, the introduction of 20mph areas, new pedestrian crossings, new cycling infrastructure, and urban realm improvements. The Speed Management Strategy can be used in the development of an ITP scheme to deliver changes to the county’s streets and roads to support walking, cycling and public transport use and ensure that speed limits are appropriate for the level of people activity in the area (as indicated by its Place and Movement function).

15.2.4 An annual ranking process is undertaken to prioritise safety related schemes for the ITP programme.

15.3 Section 106 funding

15.3.1 S106 funding obtained through developer’s contributions can be used for speed management schemes and measures if:

• It is appropriate to the wording of the agreement, and

• The HCC Environment and Infrastructure Department Highways and Transport S106 Guidelines have been followed.

15.4 External funding (e.g. borough, district and parish councils, grants)

15.4.1 Where possible the county council will work with the other local councils to jointly fund speed management schemes and measures which meet the objectives of both parties.

15.5 Hertfordshire County Council Highway and Locality Budgets

15.5.1 Member Locality budgets can be used towards speed management schemes and measures, as long as the key criteria in the strategy are followed. This is subject to agreement of the local member. Locality budgets have typically been used to fund the installation of SIDs.

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15.6 Police and Crime Commissioner Road Safety Fund

15.6.1 The Police and Crime Commissioner’s Road Safety Fund is an additional source of funding available to any organisation that can contribute to improving road safety across the county. This funding stream is managed by the Hertfordshire Road Safety Partnership and may be used to fund ‘community concern’ speed management schemes and measures with a focus on education (such as the SIDs) and enforcement (e.g. camera technology) rather than engineering measures which are seen as a highways function.

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Section 16: Process for changing speed limits

16.1 Introduction

16.1.1 HCC have devised a 4-stage process for considering a request for a speed limit change as follows:

Stage 1—Assessment of whether it is a priority Stage 2—Check against SMS criteria Stage 3—Check against funding availability Stage 4—Public consultation (for TRO purposes)

Further details of the steps to be undertaken are given in the flowchart in Figure 16.1. . 16.1.2 In order to start this process any officer promoting a change of speed limit will need to complete a Change of Speed Limit Form. (See Appendix H). This ensures that the relevant criteria for Stages 1 and 2 of the process have been considered. If a change of limit is promoted the form will also need to be signed by the promoting officer’s manager. This takes into account collision history and composition of road users. The form should be submitted to the Speed Management Group (SMG) for consideration.

Figure 16.1 below outlines the full process

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16.2 Police support

16.2.1 Enforcement of speed limits can only be carried out by the police, therefore it is important that any proposed speed limits should be supported by the police. The SMG provides a forum for the police and HCC to collectively review and decide the appropriateness of a speed limit.

16.3 Traffic regulation orders

16.3.1 Changes in speed limit will require a TRO to make it legally enforceable. All TROs have to follow the process of public consultation and then advertisement. Without a TRO the speed limit of a road is 30mph with street lighting or the national speed limit without.

16.4 Local support

16.4.1 A public consultation will be required for every change of speed limit to establish the opinion of those affected for each proposal. Section 5.3 identifies in more detail the process that relates to 20mph limits and zones.

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Appendix A – Glossary of terms and acronyms

Definitions 20mph Limit: A road or series of roads where mean speed is 24mph or less.

20mph Zone: A series of roads which may include traffic calming measures where mean speeds are 24mph or less.

85th Percentile Speed: The speeds at or below which 85% of all vehicles are observed to travel under free flowing conditions. This is a nationally recognised method of assessing traffic speeds.

Advisory 20mph Limit: A part time 20mph speed limit which does not have a legal order (Traffic Regulation Order). It is therefore not enforceable. To be used outside schools only.

Advertisement (Legal): The process where a Speed Limit order is legally advertised. At this point the scheme can only be reduced or withdrawn.

Consultation: The legal process where opinion is sort and used to influence the scheme outcome. A scheme can be changed at this point.

Free Flowing Traffic: See Appendix D

Features: Repeater signs and repeater roundels and traffic calming measures.

Hazardous Site: A site that meets one of a number of injury collision criteria as set out in the Road Safety Strategy.

Hertfordshire Road Safety Partnership: A partnership of organisations comprising who are responsible for delivering road safety schemes, initiatives and campaigns across the county, and supports national road safety campaigns. The Partnership comprises Hertfordshire County Council (Highways, Trading Standards, Public Health), Herts Fire and Rescue, Hertfordshire Constabulary, Herts Air Ambulance, Highways England and the Office of Police and Crime Commissioner.

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Highways Locality Budget: Budget held by the county councillors to facilitate improvements on the highway within their division.

Local Transport Plan: Statutory document which sets out the overall objectives and targets for improving transport in the County. The current version is Local Transport Plan 4.

Mean Speed: The average speed at which all vehicles travel.

Police and Crime Commissioner: Works closely with the Chief Constable to reduce crime, keep communities safe and ensure the criminal justice system works well. The elected PCC has the responsibility to hold the police and the chief constable to account on behalf of the public.

Police and Crime Commissioner Road Safety Fund: A fund that uses the surplus generated from motorists who have committed driving offences and been ordered to pay court costs following prosecution, or who have attended educational diversionary courses (such as a speed awareness course), to address community concerns and fund new and innovative ways of improving road safety and changing behaviour.

Rural: An area not shown on the “Hertfordshire Urban Area” published data set.

Section 106 Funding: Funding obtained from developers when building new housing and other buildings to mitigate the impact that the development has on the transport network.

Settlement: An area shown on the “Government National Statistics Hertfordshire Census Settlements” published data set.

Speed Management Group: A group of HCC and police officers who provide advice to other HCC officers, developers and other bodies on the implementation of the Speed Management Strategy and consider changes to Speed Limits and confirm whether proposed changes are in compliance with the Speed Management Strategy.

Spatial Transport Plan: Key strategic transport document for a growth focused area within the County that identifies schemes in the area that will deliver LTP policies and objectives.

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Standard Deviation: The difference between mean speed and 85th percentile speeds as shown below. This is used as method or measure to identify speeding traffic (where there is a large standard deviation).

Mean 85th percentile Standard Speed speeds speeds Deviation Limit

20 mph 24 mph 28 mph 4 mph

30 mph 30 mph 35 mph 5 mph

40 mph 40 mph 46 mph 6 mph

50mph 50 mph 57mph 7 mph

60 mph 60 mph 68mph 8 mph

Table 4.1

STATS 19 Form: The department for transport complies data on personal injury collisions, resulting casualties, and the vehicles involved. The police fill in this form for each collision occurring on the public highway, and which become known to them within 30 days.

Traffic Calming Measure: Humps in accordance with the Highways (Road Hump) regulations 1999, traffic calming works in accordance with the Highways (traffic calming) regulations 1999, a pedestrian refuge designed to slow traffic, variation in widths of the carriageway for the purpose of slowing traffic constructed after 1999 and a horizontal bend as defined in TRSGD 2016.

For avoidance of doubt a traffic calming measures will alter a vehicles speed significantly if designed correctly. The spacing in TSRGD 2016 are the minimum to suffice the legal signing requirements for setting out a zone. It does not guarantee that vehicle that vehicle speeds will reduce. Traffic calming measures should be designed in accordance with LTN 1/07 and at a spacing intended to achieve the required speed reduction for the type of traffic calming measures chosen.

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Traffic Regulation Order: A Traffic Regulation Order (TRO) is a legal order, which allows us the regulation of speed, movement, and parking of vehicles. They are enforced by the police, with parking restrictions enforced by local district councils.

Urban: An area shown on the “Hertfordshire Urban Area” published data set.

Variable 20mph Limit: A 20mph speed limit that is only operational at certain times of the day. Similar to that used on Smart Motorways (with varying limits).

Abbreviations and Acronyms

APCO Association of Public Safety Communications Officials

AONB Area of Outstanding Natural Beauty

DfT Department for Transport

HLB Highways Locality Budget

HADECS Highways Agency Digital Enforcement Camera System (a type of speed camera)

KSI Killed or Seriously Injured

LTP Local Transport Plan

NMU Non-motorised user

NPCC National Police Chiefs Council

OPCC Office of Police and Crime Commissioner

PCC Police and Crime Commissioner

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RTC Road Traffic Collision

S106 Funding negotiated from developers to mitigate the impact of the development

SID Speed Indication Device

SMG Speed Management Group

SNT Safer Neighbourhood Team

TAL Traffic Advisory Leaflet (produced by the DfT)

TM Traffic Management

TMO Traffic Management Officer

TRO Traffic Regulation Order

VAS Vehicle Activated Sign

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Appendix B – Changes between strategies

Change Previous Strategy Current Strategy (April Change impact Comment (March 2014) 2020) 1 Limit and A limit is a single road Limits and Zones will revert to Previously the standardisation of This resets the use of limits and zones across Zone with a 20mph speed Dft Definitions. Allowing limits zones across the county led to the county to the following principals. Definitions limit, with or without to be used on multiple more signs being installed than physical measures. roads. necessary. In a zone signs are Where speeds are already low then a 20mph A zone is two or more required every 100m (if there are limit can be used. adjacent roads with a In the strategy we will use the no other traffic calming 20mph speed limit, with term collectively refer to them measures). Whereas is if limits Where speeds need to be lowered with traffic

Page 118 Page or without physical as 20mph Areas. In practice had been progressed, less calming then a 20mph zone can be used. measures. though we will have a mixture signage would have been of limits and zones needed. Designers will be able to mix and match these principals across town to save signage costs. 2 20mph Area Zones (multiple roads) Changes in legislation (TRSGD When zones are being promoted This is so that public can easily identify the signing were signed as required 2016) means that limit signage that are traffic calmed or speed limit of a particular road. This is by legislation (Every spacing is now guidance. designed for low speed there will important when encouraging persons to use 100m unless traffic be an increased cost of active travel modes. Past logic has been calming features were To sign zones and limits additional signs every 200m. around design that if the environment caused used). consistently. A new criteria vehicle to travel slowly then there wasn’t a Limits (single roads) has been included that whether need to have road sign telling the driver that the were signed by a limit or a zone there will be a speed limit. However research has shown legislation every 200m. speed limit sign at least every (Atkins et al 2018) that persons are more likely 200m. to use active travel modes if they know the speed limit is set at 20mph. Therefore perception is an important new consideration is convincing persons to use active travel modes. 3 Place & N/A The use of the P2/M1 category This will allow town wide 20mph Previously officers had to identify areas then Movement will be used as a blueprint to areas to be planned and collect data to confirm which led to a piecemeal Criteria identify 20mph Areas within progressed. progression of 20mph zones. Use the P&M towns. criteria to identify 20mph areas will

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demonstrate the commitment of 20mph in residential areas. 4 Speed data Mean speeds will be Mean speeds and 85th %tile Cost neutral. Previous use of the mean only to set speed collection used as the basis for speeds will be collected. limits had missed that low means can mask setting speed limits in The difference between the speeding problems. The difference (standard 20mph speed limits and two will be compared to identify deviation) indicated the spread of zones. if there are speeding issues on speeds. Ideally a low standard deviation would any particular road that would indicate good correlation with the mean. A high need interventions. standard deviation would show greater spread of traffic speeds either side of the mean. This would indicate speeding issues. 5 Existing The following now This requirement has been In terms of having speed limits This criteria had unforeseen effect with speeds for applies: removed. that work, this is a positive step designers selecting roads purely on a proposed -Where at least 90% of forward. There will be increased numerical basis to trigger the 10% rule. In 20mph zones the total number of construction cost as measures some cases wrong roads were selected which without roads in the proposed are developed for non- were not suited to 20mph without applying Page 119 Page physical zone have existing conforming measures. traffic calming. measures. mean speeds 25mph or below. If traffic speeds are above 24mph then -Where up to 10% of the proportionate traffic calming is needed to slow total number of roads in traffic. (See Section 9.0) the proposed zone have existing mean speeds above 25mph, but below 27mph. 6 SIDS criteria New criteria added N/A Publicising process for Speed Indicating Devices. 7 The Role of The Officers Speed SMG is now reformed. And its N/A the Speed Management Group will role is discussion in Section Management no longer assess speed 14.0 Group limit change requests. Promoting officers will now complete the Speed Limit Change Form

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8 5 Core Not covered 5 core principles have been N/A These cover important points about setting principles introduced to cover how HCC speed limits for Hertfordshire approaches speed management 9 Speed limits Not covered Section 9.0 covers This will have a positive impact Officers were facing increased requests to by design on speed management. change speed limits to bring about a behaviour change. Such as to overcome a visibility problems. In general, this is not effective speed management and the new chapter sets out how to change vehicle speed to support a limit change.

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Appendix C – Technical guidance on collection & interpretation of speed data

When analysing traffic speed data. It is important to look at the speeds that occur under free flow conditions, and therefore the 12 hour or 24 hour average mean and 85th percentile speeds may not be appropriate. It may be necessary to exclude peak hour data as congestion may have a significant effect on the results.

The following steps are taken to identify the roads that require a speed survey within a proposed 20mph area: • The lead engineer visits all the 30mph roads in the proposed areas. • Following discussions with the Traffic Management Officer at Hertfordshire Constabulary roads are identified where there is a concern that the vehicle speeds are high. • Speed surveys are undertaken on these roads. • Speed surveys are also undertaken in a random 25% sample of the remaining roads in the proposed area. For example, if there were 30 roads in an area and 13 were identified as being of concern an extra 5 roads would be surveyed (25% of the 17 roads where speed wasn’t a problem) and a total of 18 surveys would be required. The use of local knowledge is important when examining the speed data particularly if events have had an effect on the data. When assessing speed limit, free- flow conditions during a typical weekday will be used as a baseline.

Free flow conditions are when vehicles are unlikely to be accelerating or braking. Measurements should not be taken near isolated sharp bends, gradients and road narrowings.

A minimum of one weeks automated data should be collected. The full weeks data should be reviewed to establish whether there is consistency or large differences in speeds that may affect the use of mean speeds.

Queueing traffic can be identified by a large spread of speeds across all measured speeds – say from 5mph up to the mean speed if it occurs at isolated times of day. Ie at morning or evening peaks. Free flow traffic would have a smaller range.

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Appendix D – Signage requirements

In general Hertfordshire County Council will erect speed limit repeater signage in accordance with the Table D1 below. Local variations may be necessary due to local obstructions or in locations of historic interest and are to be documented via Departures from Standard and agreed with the Speed Management Group. Where the regulations permit, signs can be substituted by road markings.

Table D1 Size, spacing and minimum clear visibility distances (CVD) for repeater signs

*In a 20mph zone any one point of the road must be no more than 50m from a feature as outlined in TSRGD 2016 Schedule 10 General Directions section 1. One feature in the zone must be a traffic calming measure the remainder can be repeater signs at no greater than 100m spacing.

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As a Hertfordshire specific policy 20mph zones and limits have been combined into 20mph areas with a requirement for repeaters at least every 200m. This is so that 20mph zone or limits will have the same appearance from a signing point of view.

NOTE 1: street lighting or lit carriageway means “a system of carriageway lighting furnished by lamps lit by electricity placed not more than 183 metres apart. Where a road does not have a system of street lighting throughout and requires repeater signs for both the lit and unlit sections, a repeater sign should be provided at the point where the street lighting commences. NOTE 2: Sign size, spacing and clear visibility distance for motorways, including link roads, will be the same as shown for 40 mph, 50 mph and 60 mph, as appropriate. NOTE 3: Repeater signs need not be provided where the length of the speed limit is less than the distance shown in this column.

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Appendix E – 20mph areas additional guidance

Hertfordshire County Council is bound by legislative requirements for 20mph Limits and Zones and as such all 20mph Areas will laid out in accordance with these requirements.

To promote Hertfordshire’s active travel principles, we will sign both 20mph Areas (consisting of Limits and Zones) consistently so that all are aware they are within them.

This additional guidance is to be applied by those considering 20 mph areas. Just because a particular area may have one or more of these elements it doesn’t automatically mean that its suitable for a 20mph area. The whole situation should be reviewed including the guidance of experienced practitioners as appropriate.

20mph Area General Guidelines

Potential for active travel Research undertaken by the Transport Research Laboratory for the Department for Transport shows a strong correlation between speed of travel and risk of fatality, ¹ RoSPA has summarised this in its (Laboratory, 2010)3

Therefore the implementation of 20mph areas is a mechanism for encouraging safe active travel.

In line with LTP4 principles we will support 20mph areas where there is potential for active travel. Evidence has shown that persons are more likely to consider active travel with speed limits are low and as such Hertfordshire County Council will consider funding areas where there are greater chances of active travel. E.g. residential areas surrounding town centres with a high place function in the Place and Movement categorisation (P2/M1, P3/M1).

Pedestrians Where there is evidence of high pedestrian footfall consideration should be given to a lower speed limit to reduce conflict between pedestrians and motor vehicles. This is particularly relevant where pedestrians are close to the road particularly where a footway is very narrow. For example, in historic areas which were not designed for motor traffic.

Buildings Where buildings are close to the carriageway it creates an effect of visual narrowness which can slow vehicle speeds. The opposite effect occurs where buildings are set back such as when gardens are provided at the front. This phenomenon is discussed in Manual for Streets. The density of buildings also has an effect as high-density housing can generate higher footfall. This can also be thought about in respect to towns versus rural settlements. But in these occasions the Place and Movement assessment should be used as an indicator over whether the road is considered residential or not.

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3 DC Richards (2010) Relationship between Speed and Risk of Fatal Injury: Pedestrians and Car Occupants. Transport Research Laboratory.http://assets.dft.gov.uk/publications/pgr-roadsafety-research-rsrr-theme5- researchreport16-pdf/rswp116.pdf

There are certain buildings by their nature that require special consideration and these are described in the paragraphs below.

Schools Schools by their nature and the vulnerability of their users require traffic to be travelling at slower speeds and as such a specific requirement is contained within the strategy for lower speed limits.

Community facilities The presence of facilities such as community centres, churches or shopping parades. These can be areas which generate higher footfall.

Active Frontage When buildings and footfall are combined the term active frontage is used. This means that motor traffic can be potentially slowed by interactions with adjacent uses. For example, a parade of shops where vehicles and pedestrians will be calling at could be considered an active frontage.

Environment The environment or setting of a road can be enough to warrant a 20mph area but to evaluate this the road will need to be examined by any experienced practitioner. For the environment to contribute to slower speeds there is a combination of factors that need to be considered such as width of carriageway, vegetation, available forward visibility and the presence of on street parking.

Motor vehicle Speed In section 4 the range of speeds that are required in a 20mph area are set out. The resultant speed is a prime criteria in the consideration of a 20mph area. And while most things are possible in terms of engineering a solution there comes a point where cost outweighs the overall benefit therefore the following is a broad guide to the speeds and the type of 20mph area that will be needed.

If mean speeds are 25mph or less than the existing environment is already suitable for a 20mph area and therefore only speed limit signs are required

If mean speeds are 30mph or less than the existing environment is likely to be suitable for a 20mph area with traffic calming.

Where 85th percentile speeds exceed 36mph the existing environment is unlikely to be suitable for a 20mph area as traffic calming is required to bring the vehicle speeds to that needed for a 30mph limit. If untreated then consideration should be given to raising the limit to 40mph

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20mph area additional considerations

The following are additional considerations for 20mph areas but they are not considered criteria as they are factors or symptoms of other problems that could be tackled with different solutions.

Traffic volume Traffic volume has a significant impact on the speed of traffic if it builds to appoint that congestion is created and in some situations this can lead to requests for lower speed limits due to the severance issues created by high traffic volumes. Severance is caused by the inability for pedestrians to cross a road for example. Officers receiving requests for lower speed limits should check that traffic volume is not playing a part in local community concerns as lowering the speed limit is unlikely to address those concerns. Whereas providing crossing facilities maybe a more appropriate solution depending on the situation experienced.

If traffic volume is the only factor lowering vehicle speeds then outside of times when volume is high then the 20mph area is unlikely to be effective.

Collisions The presence of collisions is not a reason alone to reduce speed limit. Collisions within a proposed area should be reviewed as these may indicate where the design of the road needs to be changed.

20mph Areas specific technical criteria

20mph Zones The beginning and end of a zone must be indicated by terminal signing. The zone can be implemented with features and/or traffic calming measures. Traffic Regulation Order (TRO) required to be legally enforceable.

In Hertfordshire we sign 20mph zone and limits consistently. The minimum signing requirement for a 20mph zone is to have repeaters every 200m

TRSGD 2016 requires features at smaller interval than this. Therefore, if the proposed zone is made largely of traffic calming measures then additional signs will be required at no less than 200m.

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If the proposed zone is largely based on signing due to the environment being largely self- enforcing then designers should either reconsider the design approach and make use of a 20mph limit which would ultimately require less signs than a 20mph zone.

20mph Limits Signed with terminal signing at entry and exits and repeater signs at intervals only. Traffic Regulation Order (TRO) required to be legally enforceable.

Advisory Part Time 20mph Limits Outside Schools

An advisory 20mph limit sign can be mounted with the school warning lights and school ahead warning sign. The advisory limit will be active when the lights are flashing during school operating hours. In general, this will be school drop off and pick up times.

Mean speeds must be 30mph or less before implementation. As the limit is advisory it not required to be self-enforcing whereas other 20mph limit and zones are.

An advisory limit is not enforceable by the police and does not require a traffic regulation order.

Variable 20mph Limits

Traffic authorities have powers to introduce speed limits that apply only at certain times of the day.

These are similar in concept to Smart Motorways where variable speed limits apply and are indicated by variable message signing.

Specific signage would need to be authorised by DfT prior to a scheme being implemented.

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TRO required to be legally enforceable.

Table E1: 20mph Areas (Differences between Zones and Limits)

20mph Speed Limit 20mph Zone Signed by signs only Signed by S10-12-5 (diag 674) on entry requirementsGuidance/Legislation National Terminal Signs S10-2-1 (diag 670) and S10-2-6 (diag 675A) on exit. (600mm dia plus) at start/end of limit. Must have one physical traffic calming Repeater signs S10-2-1 (diag 670) measure within the zone. Repeater signs (300mm) dia are NOT a physical traffic calming (every 200m)* measure. Repeater signs can be substituted for roundels S10-2-9 (diag 1065) No one part of the zone must be more than 50m from measure as defined by TSRGD 2016. Unless cul de sac 80m or less. Sign illumination within limits are relaxed Entry signs are not classed as a traffic (TSRGD 2016) calming measure so first measure must be at 50m unless entry roundels are used. In Terminal signs must be lit when with 50m practice this allows spacing every 100m.

of a Principal Road (A classification Road) [and interpretations] Sign illumination requirements with the zone are relaxed (TSRGD 2016)

Road hump lighting requirements are relaxed in 20mph zones at the discretion of HCC Street Lighting.

Sign requirements for traffic calming measures, humps, chicanes etc are relaxed and warning signs can be omitted.

In either a limit or a zone the minimum requirement for a repeater signage shall be Policy HCC no less than 200m spacing.

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20mph Area Public Consultation requirements All consultation documents will state that a 20mph limit or zone will generally be self- enforcing with little or no police enforcement.

A clear process will be agreed with local members and stakeholders prior to consultation being undertaken setting out the response rate required and the level of mandated support that needs to be demonstrated for a scheme to progress. This would be clearly set out in any consultation material in order to ensure that people are fully informed and that schemes are appropriate and supported locally.

20mph Area monitoring

Before and After Studies: A before and after study will be completed within one year of the limit or zone being implemented. This will include comparison of vehicle mean speeds.

If maximum mean speed “After” limits do not meet the criteria set out in the Speed Limit Framework, a review of the scheme will be required.

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Appendix F – Criteria for safety camera site selection and implementation

Initial Fixed speed Mobile speed Routes (may Red-light or qualifying camera sites camera sites comprise of a combined red- criteria number of light speed Fixed, Mobile or an Average Speed solution) Site length Between 0.4km Between 0.4km Between 1.5km From stop line requirement and 1.5km and 1.5km and 10km to stop line in direction of travel. Number of At least 4 KSI At least 2 KSI At least 3 KSI At least 1 KSI killed and collisions per collisions per collisions per collision within serious injury km in the km in the km (average) in the junction in collisions baseline baseline the baseline the baseline (KSI) period.* period.* period.* period.*

OR Selection must be based upon A minimum of 3 a collision existing core history of red- sites within the light running. length.

Speeds at Speed survey shows free-flow 85th percentile speed Not applicable proposed sites is at or above NPCC (National Chief Police Council) for red light enforcement threshold. running only enforcement. * The baseline period is the most recent three calendar years available at the time of review.

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For sites that have successfully met the criteria above, then the following steps will be undertaken Rule Fixed speed Mobile speed Routes Red-light or camera sites camera sites combined red-light speed Suitability of 1. Does the collision analysis indicate that camera enforcement would site for address the collision history at the location?. camera 2. There is no other cost-effective engineering solution that is more enforcement appropriate to resolve the collision types identified as part of the collision analysis. 3. The highway authority must undertake a site survey, demonstrating the following: • That camera enforcement is the right solution. • That the Traffic Regulation Order (where applicable) and signing are lawful and correct. • That where new signage is required this can be installed safely and in compliance with relevant guidance documents. • That the site conditions outlined below are achievable

Site Access to the Location for Access to the Access to the conditions camera mobile camera housing camera housing is that are housing is safe enforcement is is safe for safe for operational suitable for for operational easily and operational purposes. the type of purposes . safely purposes. enforcement accessible. For average equipment That there is systems space for approval in enforcement to principle is take place in a required for; the visible, legal structure over and safe the highway; the manner. proposed vehicle restraint system (where required)

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Appendix G – Hertfordshire Constabulary speed enforcement guide

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Appendix H – Speed limit form

Speed Limit Form PART A [Part A to be completed BEFORE Consultation/Engagement takes place] PROPOSING OFFICER’S CONTACT DETAILS Name Tel No Location SOURCE OF REQUEST Background and source of request (I.e. which UTP, Public or Member Request)

REASONING Why is a change required?

SITE DETAILS Road Number \ Name From To Length* *Limits of less than 600m will not normally be acceptable. (DfT Circular 01/13) Town Borough/District Police speed enforcement site (Y/N) Road traffic collision History Attach record and/or summarise below

SITE PLAN Overview plan showing extents of speed limit, locations of speed surveys, etc. Reference number(s)

Attach photograph(s) of proposed terminal sign positions

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Speed Limit Form SITE DATA Current speed limit mph Current measured speeds (in free flow conditions) Mean 85th Difference

Is data continued in Reference a table Y/N Do measured speeds Q.A match the Speed Limit Framework^? Y/N ^I.e. is the mean 24mph or less [20mph] or at or below the posted/proposed speed limit [30mph+limits] Is the difference between Q.B Mean and 85th percentile speeds within parameters (see section xy SMS) (Y/N)

SPEED REDUCING MEASURES If answer to Q.A and/or Q.B is “No” what measures are you planning to install or what has changed about the environment to bring about a change in driver behaviour*. Describe below or provide drawing references to show details

*(If answer is none or you are installing signs only) then a revised speed limit is unlikely to be acceptable.

SPEED MANAGEMENT GROUP COMMENTS AGREED IN PRINCIPAL REJECTED DATE

COMMENTS/REASONING

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Speed Limit Form PART B [To be completed AFTER Consultation but before Advertisment of TRO] STAKEHOLDERS COMMENTS Name Their comments Police Fire and Rescue; Ambulance Member Highways Locality Manager Passenger Transport section District \ Borough Council officer District Councillor Parish Council Other ………………………………

Other ………………………………

Other ………………………………

CHANGES SINCE PART A WAS REVIEWED Describe changes incorporated since stakeholder consultation

Are the public in support of the speed limit change? Y/N If No describe your next steps to overcome this problem. i.e. scheme amendments or other

93 Page 135

Speed Limit Form PROPOSER SIGN OFF I hereby confirm that the proposals have been checked verified by a suitably experienced WCS Designer/Officer.

I acknowledge that errors in the application will result in the application being rejected and may not be considered until the next Speed Management Group meeting (Held quarterly) Designer/Officer Name Signature Date

SPEED MANAGEMENT GROUP COMMENTS AGREED NOT AGREED MEETING DATE

COMMENTS/REASONING

Note Speed limit orders will not be processed by the TRO team without SMG agreement that the speed limit change is in accordance with the Speed Management Strategy

DRAWING LIST/ATTACHMENTS

94 Page 136

Appendix I – Frequently asked questions

Setting Local Speed Limits

Q1 What are 85th percentile and mean speeds?

85th percentile speeds are the speeds at or below 85% of all vehicles are observed to travel under free flowing conditions. This is a nationally recognised method of assessing traffic speeds.

Mean speeds are the average speeds that all vehicles travel at.

Q2 What is the difference between a 20mph limit and zone?

National legislation allows 20mph limits to be generally used where the existing environment encourages and therefore enforces through its nature slow speed. It will be defined by traffic signs showing the speed limit.

A 20mph zone is where the existing environment has been engineered or changed to bring about a slow speed environment. This means that as well as traffic signs showing the speed limit the area may have engineering measures e.g. humps that slow traffic down.

In Hertfordshire these have been combined into 20mph Areas with consistent signing requirements. The technical differences are explained in Appendix E Table E1

Q3 Can we have a 20mph limit or zone outside a school?

Possibly As with considering any type of traffic calming measure, consideration first of all has to be given to whether the environment is appropriate for a 20mph limit or zone and whether existing speeds are less than 30mph.

Full details in relation to the Department for Transport Circular 1/2013 “Setting Local Speed Limits” can be found online at: https://assets.publishing.service.gov.uk/government/uploads/system/uploads/attachment_ data/file/63975/circular-01-2013.pdf

Secondly, an appropriate funding source needs to be identified - either through the Local Transport Plan, S106 funding or other funding.

The main funding source for schemes outside or near schools is through the Mode Share to School target in the county council’s Local Transport Plan. Any scheme which is funded in this manner must show that it could encourage more children to walk and cycle to school. One of the key criteria for being considered for this funding is that the school has written and is implementing a School Travel Plan. For other funding sources see Section 15

95 Page 137

The county council need to consider what the most effective measure(s) will be. A 20mph limit, zone, advisory limit or variable limit may be considered along with other measures.

Q4 Can I make my whole village/town 20mph?

Possibly. It would depend on the existing speeds on the area you are considering and the availability of funding to do so. The specifics of the area would need to be looked at using experts within the Highway Service and following the criteria set out in Section 5 and Appendix E.

Q5 But other areas such as Portsmouth have done it.

Yes, talking in generalities is difficult as no two situations are the same and we could create a false expectation that some is possible when it’s not. But to help consider the process further here is a more detailed answer for how you could in Hertfordshire.

The Place & Movement criteria (P2/M1) (discussed in Section 4.3 and 5.2) is a good starting point to identify areas suitable for a 20mph area. From this point the normal processes to create a 20mph limit or zone would need to be applied. The P&M criteria is new for Hertfordshire and provides a better way of identifying things that match our active travel principle. As a starting point officers have identified that one category (P2/M1 equating to residential streets) matches aspirations for 20mph areas. Other categories with a high place function may also be suitable but will need further investigation.

If all the roads in that category already have a low speed then providing the costs are met then yes a 20mph area could be applied. Speed limits are subject to legal processes and therefore we can’t say a definite yes until it has been through public consultation.

If there are roads in your area where traffic is travelling too fast then there are a couple of ways of dealing with this • Treat the roads so traffic goes slower (See section 9 for ideas) • Leave the speed limits on those roads at 30mph.

In all occasions it is best to look at your proposals over a plan and look at the specifics of the problem. Delivering large 20mph areas is complex and needs careful consideration for them to work.

Q6 This seems a long process. Couldn’t you just change it all overnight? We know from experience that in Hertfordshire where the wrong limits are applied to a road they are generally ignored. We want 20mph areas to work and therefore we want to follow a considered approach and the principles of Speed limits by design.

96 Page 138

Engineering Measures

Q7 Can we have a vehicle activated sign?

Before vehicle activated signs are considered the Highways department must assess if the issue can be solved using traditional fixed signing.

Recorded speeds also need to be checked and must exceed the NPCC prosecution threshold speed (e.g. 35mph in a 30mph limit, 46mph in a 40mph limit).

There also need to be at least three recorded personal injury collisions that are relevant to the locations, with at least one being speed related.

Q8 Does a serious collision need to occur before action will be taken by authorities?

Although we would like to address sites where it is perceived collisions may occur, funding limitations dictate that our resources must be focused upon sites where collision resulting in injury are already occurring. However, there are other funding sources which are available to address community led concerns (e.g. the Police and Crime Commissioner Road Safety Fund)

Q9 Why does the speed limit change so many times over the length of some roads?

There are locations where relatively short speed limits have been introduced called buffer zones. These are used to bring vehicle speeds down gradually and provide better compliance within the lower speed limit. Most limits will be a minimum of 600m in length, or 400m in exceptional circumstances.

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Speed Enforcement

Q10 Please can we have more speed enforcement?

Due to limited resources, the police prioritise speed enforcement activity at locations with a history of speed related collisions.

Additional speed enforcement requests can be considered for periodic attention by the ward Priority Setting Forum which meets every three months.

Q11 How can I find out about my local Priority Setting Forum?

Details, dates and locations of these panels can be ascertained by telephoning 101 or contacting the relevant Safer Neighbourhood Team. Details can be found at: https://www.police.uk/pu/your-area/hertfordshire-constabulary

Q12 Who carries out speed enforcement?

The police are responsible for the enforcement of speed limits. The county council as the Highway Authority is responsible for the management of speed on all public roads in Hertfordshire (except trunk roads and motorways which are managed by Highways England).

Q13 How do I contact my local Safer Neighbourhood Team?

Contact details can be found on Hertfordshire Constabulary’s website at this location - https://www.police.uk/pu/your-area/hertfordshire-constabulary

Q14 How can I access Community DriveSafe?

For further information about the Community DriveSafe scheme please visit the following web page: https://www.hertscommissioner.org/community-drivesafe-scheme- hertfordshire.

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Safety Cameras

Q15 Can we have a safety camera?

The county council considers any location for a safety camera against the ‘Criteria for Safety Camera Site Selection and Implementation’ matrix. (Appendix F)

Q16 Can we have a safety camera if we pay for it?

No, it is essential that the provision of every camera site can be justified by a logical and democratically supported process which is through the ‘Criteria for Safety Camera Site Selection and Implementation’ matrix (Appendix F). It should be noted that there are ongoing maintenance costs beyond the initial cost of providing and installing a camera.

Education, Training and Publicity

Q17 How can I find out more about: - Speed awareness courses - The driver improvement course - Advanced driving courses - Motorcycling courses

Go online at https: //www.hertfordshire.gov.uk/services/highways-roads-and-pavements/speed-awareness- and-driver-training/speed-awareness-and-driver-training.aspx

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Hertfordshire - County of Opportunity Our services include:

• Care for older people • Libraries • Support for schools, pupils and parents • Fire and Rescue • Fostering and adoption • Support for people with disabilities • Admission to schools • Road maintenance and safety • Protection for adults and children at risk • Trading standards and consumer protection • Household waste and recycling centres • Support for carers

To find out about your local county council, visit: www.hertfordshire.gov.uk www.twitter.com/hertscc www.facebook.com/hertscountycouncil

To find out who your county councillor is and how to contact them, visit: https://democracy.hertfordshire.gov.uk/mgMemberIndex.aspx?bcr=1

You can access the internet for free at any Hertfordshire library.

100 Page 142 Agenda Item 7.7

NON-CONFIDENTIAL Meeting Corporate Policy & Finance

Date 9 September 2020

Report by Jane Juby – Democratic Services and Civic Officer

Report title Citizens Advice Update

Business Plan theme Promote a wide range of public events and initiatives that help to create a vibrant Town where residents are involved in community life.

1. Purpose of the report

1.1. This report provides an update on the impact of the CASTAD (Citizens Advice St Albans District) Harpenden drop-in service that the Town Council provides funding towards.

2. Recommendation

2.1. Committee is asked to:

2.1.1. Note the report.

3. Background information

3.1. The Council agreed to provide CASTAD with £5,000 each year to help deliver two drop-in sessions per week in the Town. This funding is linked to an SLA which requires CASTAD to submit regular monitoring information to us. The SLA is attached at Appendix B. The SLA commenced on 1 April 2018 and will expire next year on 31 March 2021.

3.2. CASTAD’s Monitoring Report for Q1 of 2020/21 (1 April – 3 June 2020) is attached at Appendix A to this report.

4. Resource implications

4.1. See 3.1 above.

Page 143 5. Other implications Other Implications Comment Legal None Environment and biodiversity None Crime and Disorder None Risk/Health & Safety None

6. Appendices Appendix A – CASTAD Monitoring Report Q1 2020/21 Appendix B – CASTAD SLA

Page 144 APPENDIX A CASTAD Q1 REPORT 2020/21 (1 April 2020 - 3 June 2020)

Page 145 This page is intentionally left blank Citizens Advice St Albans District Civic Centre, St Peters Street St Albans, Hertfordshire, AL1 3JE

General Enquiries: 01727 811 118 www.castad.org.uk

01727 846180 07753 854010

29th July 2020 Carl Cheevers Harpenden Town Council Town Hall Park Hall, Leyton Rd Harpenden AL5 2LX

Dear Carl,

Quarterly reporting Citizens Advice service in Harpenden

Please find attached the quarterly report on the Citizens Advice Service provided to those with Harpenden postcodes. This report is different from those we ordinarily provide because Covid has made us work differently. The report covers quarter 1 April – 3 June 2020 during which the Covid pandemic had forced the closure of all our face to face services across the district.

Our 35 volunteers and 20 staff working from home gave advice and support to a total of 76 clients during the period. Some of those individuals had more than one issue and were advised more than once in order to get the full support they required. These figures are lower than the same quarter in 2019. This is consistent across the district and we believe results from the suspension of much official bureaucracy and most enforcement, e.g. evictions and bailiff actions. We are proud to have delivered an uninterrupted service throughout although the number of people we have been able to help from our homes has been less than under normal circumstances. This reflects a number of factors including, a third of our volunteers being unable to serve from home.

In a change from previous quarters, Relationships and Family was the biggest issue clients presented with this time rather than benefits which was second on the list. We are very pleased to report that as a result of our support clients have been made better off by £5,217.

I have included two illustrative case studies to provide some context to the data.

I would be very happy to talk about the work if you would like to know more.

Kind regards

June

Chief Executive June Chapman Funded by St Albans District Council Citizens Advice St Albans District is an operating name of St AlbansPage District Citizens 147 Advice Bureau. Charity registration number 1041830. Company limited by guarantee. Registered number 2969165 England & Wales. Authorised and regulated by the Financial Conduct Authority FRN: 617749. Registered Office: Civic Centre, St Peters Street, St Albans, Hertfordshire, AL1 3JE. Case Studies

We helped a 40 year old woman with two dependent children to obtain a discretionary housing payment after her universal credit payment due in May was delayed and she fell £1,000 behind with her rent.

We helped a 50 year old man to bring a grievance against his employer after failings in the Disciplinary Hearing. The client had been a good employee for a number of years. The employer had threatened to dismiss the client for gross misconduct following an online discussion that came to the employers attention. Opinion differed as to whether the clients’ actions constituted fair comment or were obscene or inflammatory. The client contended that key evidence had been omitted. We were able to explain in detail the employment disciplinary process and guide the client through the actions they would need to take to defend themselves.

Chief Executive June Chapman Funded by St Albans District Council Citizens Advice St Albans District is an operating name of StPage Albans District 148 Citizens Advice Bureau. Charity registration number 1041830. Company limited by guarantee. Registered number 2969165 England & Wales. Authorised and regulated by the Financial Conduct Authority FRN: 617749. Registered Office: Civic Centre, St Peters Street, St Albans, Hertfordshire, AL1 3JE. APPENDIX B CASTAD SLA

Page 149 This page is intentionally left blank Page 151 Page 152 Agenda Item 7.8

NON-CONFIDENTIAL Meeting Corporate Policy & Finance

Date 9 September 2020

Report by Sarah Brimley – Project Manager

Report title Safeguarding and Lone Working Policy

Business Plan theme Run an effective, efficient, low-cost Council administration

1. Purpose of the report

1.1. To set out a new Safeguarding and Lone Working policy for the Council

2. Recommendation

2.1. The Committee is asked to: 2.1.1 Approve the Safeguarding Policy set out in Appendix A. 2.1.2 Approve the Lone Working Policy set out in Appendix B

3. Background information

3.1. We have produced two new policies that aim to ensure that Harpenden Town Council provides services and activities in a safe environment, protecting not only the potentially vulnerable sectors of the community (Children/Adults at Risk of Harm), but also its Councillors, Officers and Volunteers through the implementation of a Safeguarding Policy.

Safeguarding Policy

3.2. The Safeguarding of both Children and Adults at Risk of Harm is currently covered by a number of the Town Council Officers within their daily roles, i.e. Events (Carnivals etc), Commons & Greens (School and Volunteer based activities) and Projects (Memory Walk Café Harpenden).

3.3. This Policy aims to provide clear guidance for any Councillor, Officer or Volunteer involved in working with, or participating in, an activity with Children

Page 153 or Adults at Risk of Harm and sets out acceptable behaviours and procedures to ensure consistency within the Town Council.

Lone Working Policy

3.4. Lone working is not covered by any specific legislation, but the Health and Safety at Work Act 1974 and the Management of Health and Safety at Work Regulations 1999 both apply.

3.5. There are several instances where Officers carry out Lone Working, either during their daily tasks e.g. tree inspections or to attend out of hours meetings e.g. Working Parties. This Policy would ensure that every measure is taken to protect the safety and wellbeing of the Officers.

3.6. The Policy is designed to protect the safety of all Officers by introducing a ‘Buddy’ system. 3.7 The implementation of the Policy is ever more crucial due to the effect of the pandemic on a ‘normal’ working day. Where, should an Officer not return to the office, it may be assumed they are ‘Working from Home’ but may actually need assistance due to injury on site. Pre-pandemic, their absence would have been noticed and attended to. 3.8 Other technology-based solutions were considered, such as trace badges and panic fobs, though due to potential accidental triggers and financial impact, it would be reasonable to trail the proposed ‘Buddy’ system detailed within the Policy and review annually to assess if further investment is required. 4. Resource implications

4.1. There are some resource implications relating to training and DBS checks (where relevant). These will be covered by general budgets.

5. Other implications

Other Implications Comment Legal These policies help ensure the Town Council meets its legal obligations.

Environment and biodiversity None Crime and Disorder None Risk/Health & Safety These policies enable us to better manage risk and the health and safety of our employees.

Page 154 6. Appendices

Appendix A- Safeguarding Policy Appendix B - Lone Working Policy

Page 155 This page is intentionally left blank APPENDIX A

HARPENDEN TOWN COUNCIL

SAFEGUARDING OF CHILDREN AND ADULTS AT RISK OF HARM POLICY

Children and Adults at Risk of Harm, (previously referred to as ‘Vulnerable Adults’), have a right to be safely cared for, and parents and carers need to have confidence that Harpenden Town Council (HTC), are committed to taking all reasonable steps to ensure the health, safety and welfare of everyone involved in its events and activities. Regardless of age, disability, gender, sexuality, ethnicity, religion and cultural or socio-economic background.

The policy is based upon the following principles:

i) A ‘child’ is someone under the age of 18 ii) An ‘Adult at Risk of Harm’ is someone age 18 or over and at risk of abuse or neglect because of their needs for care and or support. Previous guidelines have referred to this group as ‘Vulnerable Adults’, this term is now outdated. iii) ‘Children’ and ‘Adult at Risk of Harm’ are considered to be abused or at risk of abuse when their basic needs are not being met, which includes neglect, physical, emotional or sexual abuse.

See Appendix A for a full list of Terminology.

Key Contacts

Town Clerk: Carl Cheevers Safeguarding Lead: Sarah Brimley

Tel: 01582 768 278 Tel: 01582 768 278

Email: [email protected] Email:[email protected]

Implementation

Implementation of this policy will be achieved through the following actions:

i) Relevant training of Councillors, Council staff and volunteers (who frequently work with children/adults at risk) and inclusion of the policy within all new staff inductions. ii) Providing clear accessible procedures for Council Members, staff and volunteers to follow to protect participants. iii) Ensuring that staff and volunteers in lead roles are properly informed, supported, managed and trained. iv) Taking all reasonable steps to ensure the health, safety and welfare of any child or Adult at Risk in contact with HTC led activities and events. v) Adhering to consistent and appropriate recruitment/training, ensuring that anyone working or volunteering for HTC and required to frequently work with children/Adults at Risk take all reasonable steps to prevent them being put in a situation where there is an unreasonable risk to their health and safety, or risk of physical, emotional or sexual abuse. vi) Having designated members of staff for safeguarding.

1 Page 157 APPENDIX A

vii) Council Members, staff and volunteers will report any evidence or reasonable suspicion that a child/Adult at Risk has been physically, emotionally or sexually abused. viii) Accusations against anyone representing, working or volunteering for HTC that a child/Adult at Risk has been physically, emotionally or sexually abused, will be directed to the Town Clerk, unless the accusations are against the Town Clerk in which case, it will be referred to the Safeguarding Lead who will liaise with the Senior Management Team. ix) Creation of Risk Assessments (Appendix B) for any event/activity which includes contact with either Children or Adults at Risk of Harm.

Monitoring and Review of this Policy

This policy will be reviewed every 12 months and updated where necessary. All Council Members, staff and volunteers will be informed when it has been reviewed and updated. A review of this policy may also be instigated following a change in regulations.

Training

Anyone working or volunteering with HTC that will be working with children or Adults at Risk will be given appropriate training and/or guidance on safeguarding and child protection issues.

i) All Council Members, staff and volunteers will be required to read and familiarise themselves with this policy. ii) Staff delivering a ‘regulated activity’ will receive a minimum of level 1 training in Safeguarding and this should be renewed every two years. iii) Staff taking on the role as ‘Safeguarding Lead’ will receive a minimum of level 2 training in Safeguarding and this should be renewed every 3 years.

Disclosure & Barring System (DBS)

A DBS check can be provided for three different levels.

Standard- Provides details of spent/unspent convictions, cautions, reprimands and final warnings.

Enhanced- As above plus additional information held by the local Police relevant to the post.

Enhanced + List – As above plus details of DBS ‘barred’ lists.

It is recommended that those who have occasional contact with children or Adults at Risk of Harm, under the supervision of a HTC colleague (with Enhanced DBS Certification clearance) should have a Standard check in place.

Those who have regular contact through their role or who are supervising group activities, should hold an Enhanced DBS check.

DBS checks will be arranged and paid by HTC for those in roles with regular contact with children and Adults at Risk of Harm, renewing their Enhanced certificate on an annual basis through the ‘Update Service’ https://secure.crbonline.gov.uk/crsc/subscriber

For those who having contact with children or Adults at Risk of Harm does not form part of their everyday job role, should renew their Standard Check at a maximum interval of every 3 years.

2 Page 158 APPENDIX A

Regulated Activity

Regulated Activity is a term used to describe certain job functions carried out by an employee as defined by the Disclosure and Barring Service (DBS). These requirements are important as they determine eligibility for an Enhanced Level DBS check and a check of the DBS Barred Lists.

The definition of a regulated activity in relation to children, in summary.

i) Unsupervised activities: teach, train, instruct, care for or supervise children, or provide advice/guidance on well-being, or drive a vehicle for children. ii) Work for a limited range of establishments (‘specified places’), with the opportunity for contact e.g. schools, children's homes, childcare premises. Not work by supervised volunteers.

Work under I) or ii) is regulated activity only if done regularly as defined by HM Government.

HM Government is publishing statutory guidance on supervision of activity that would be regulated activity if unsupervised.

Iii) relevant personal care e.g. washing or dressing; or health care by or supervised by a professional.

Iv) registered child-minding; and foster-carers.

Further guidance can be found at: https://www.gov.uk/government/publications/dbs-check-eligible- positions-guidance

Consent (photography etc.)

Never take photographs or film children or Adults at Risk without written permission being obtained. Written permission should be obtained using the form within Appendix C.

Schools and other groups have different approaches to this issue, but never assume that it is ok for photographs to be taken without checking and having written permission in place.

It is acceptable that a photograph of an item that requires repair/attention I.e. damaged street sign, diseased tree etc. which has members of the public in the background, though every effort should be made to avoid this where possible. The image must not be used in publications where the member of the public is recognisable/identifiable, without their prior written permission.

Communication (Electronic via email, Social Media & Virtual Meetings)

The use of electronic communication, including Social Media platforms, can be an effective way of promoting activities to a wider audience but care must be taken to distinguish between a professional and personal presence online.

No electronic communication should take place with a child under the age of 13. The use of such methods of communication with children over the age of 13 is only permitted with the written consent of their parent. Clarification of the child’s age must be sought before entering into communication if it is not clear from their initial email.

It is not appropriate to have private non-work contact with children or Adults at Risk of Harm that you work with in the format of electronic communication. Under no circumstances should any staff or 3 Page 159 APPENDIX A volunteer use their own personal social networking or instant messaging account to contact a child or Adult at Risk of Harm.

Emails should only communicate specific information e.g. times and dates of group events. Staff and volunteers should make their Line Manager/Event Lead aware if they are using electronic communication to contact young or ‘at risk of harm’ people.

Use of live chat facilities or other forms of visual communication via the internet between staff/volunteers and children should be avoided as live services cannot be kept on record.

Any virtual meeting which involves members of the public should have a Risk Assessment carried out, stating that a responsible adult should be present at all times and advising that they are to ensure that the conduct of their child is appropriate for the meeting.

Personal Social Media accounts should be secure and limit viewing, you should also set social media group privacy settings so that public members cannot see the profiles of others who have joined.

Risk Assessments

All activities should be preceded by a Risk Assessment (Harpenden Town Council\SHAREPOINT - Shared\RISK\Corporate Risk), the hazards communicated to participants before starting an activity. This assessment will enable planning for safety to take place so that activities/events are safe and enjoyable.

The Risk Assessment should also determine what level of First Aid provision is required, based on numbers, location, abilities and activities/event.

Please refer to the Risk Assessment in Appendix B for guidance as to what should be considered, note, this is not an exhaustive list.

Ratios

When managing organised groups of children, the following ratios of adults to children apply. These ratios could be fulfilled by school staff/teachers/volunteers if running a school-based/local group (such as Scouts) activity.

Foundation Stage (age 3-5) 1:4

Key Stage 1 (age 5-7) 1:5

Key Stage 2 (age 7-11) 1:8

Key Stage 3 & 4 (age 11-16) 1:12

A level (age 16-18) 1:15

If the above ratios cannot be met by either the group or HTC, the planned activity must not take place. Where activities are high risk or where children have specific additional needs, the adult to child ratio should be increased accordingly.

Except in the case of absolute emergency, a single adult must never be left in the company of a single child.

4 Page 160 APPENDIX A

First Aid

Should an accident happen, go to the scene immediately if possible and/or summon a qualified First Aider and/or contact the Emergency Services.

It can be hard to tell with children and some Adults who are at Risk of Harm, how serious an injury is. Should you have any doubt, contact should be made with the Emergency Services. Any accident or near-miss should be recorded within the HTC Accident Book.

If at all possible, treatment should only be given by a trained First Aider or Appointed Person. First Aid should not be administered without the permission of the child’s parent, or responsible accompanying adult. However, should you discover a casualty is not breathing or badly bleeding and a First Aider is not present, the Emergency Services should be called and follow their advice in attempt to prolong life until the ambulance arrives.

Always check for any medical conditions or allergies, check for a medical bracelet or locket if the casualty is unable to answer.

Should the casualty seek comfort from you because of a minor injury or fright, you may place your hand on their arm/shoulder but ensure:

i) That you know about any injury and do nothing to make it worse ii) That physical contact is what the casualty wants and the kind of contact between you is appropriate. iii) Stay within clear sight and earshot of other adults.

Lost Child /Adult at Risk of Harm

At larger scale events, the following procedures will be put in place.

Wristbands – A lost person’s wristband scheme will be present at the event where we will be asking parents/carers to fill the wristbands in with emergency contact details and attach to children and vulnerable adults’ wrists. If a child/Adult at Risk of Harm is lost and either found by a member of the Event Team or member of the public, they should firstly be checked for a wristband. If they have a wristband, please report this over the radio and ask for the Silver Commander or Health and Safety Officer to attend where you are. They will then call the emergency contact whilst you wait with the child. If they are not wearing a wristband, a short search of the immediate area will take place for their parent, after 5 minutes they will be escorted to the HTC information tent where they will be able to wait with 2 members of the Event Team. Due to members of staff not being DBS checked the child/vulnerable adult will always be with 2 members of staff at all times. Members of the Event Team will try to ascertain from the child/vulnerable adult details of their parents such as their name and/or a mobile number (if the child/vulnerable adult knows it). If the parents and child are not reunited after 5 minutes, announcements will be delivered by a member of the Event Team over the PA systems. This announcement will ask for Mr or Mrs Smith (the name of the parent/guardian/personal assistant the child/vulnerable adult provides) to make their way to the HTC gazebo. The announcement will not disclose any information about the child/Adult at Risk of Harm i.e. their name will not be given or any kind of description of the child/Adult at Risk of Harm. If a mobile number has been ascertained from the child/Adult at Risk of Harm, a member of HTS staff will try to contact the parent/carer/personal assistant directly. Announcements will be made whilst the search continues by HTC event staff.

5 Page 161 APPENDIX A

If a parent/guardian/personal assistant approaches a member of the Event Team to inform them that a child/Adult at Risk of Harm is missing, this member of Event Team will gather specific information from the parent/guardian/personal assistant regarding the child/Adult at Risk of Harm as quickly as possible. The following information should be asked for and recorded:

• Person’s full name • Person’s age and/or date of birth • A full description of the person; height, hair colour, eye colour • What was the person wearing? • Does the person have any special needs? • Where was the person when they were last with them and what were they doing?

The member of the Event Team will contact other members of the team over the two-way radios or security and inform them of the child/Adult at Risk of Harm’s description and what they are wearing. This member of the events team will start a timer and inform the Event Manager immediately. The team will have 5 minutes to search the event area to see if they can find the child/Adult at Risk of Harm. If after 5 minutes the parent/guardian and child are not reunited, the Event Manager (or in their absence the Health & Safety Officer), will either extend the search for a further 5 minutes or in the presence of the parent/guardian make a call to the Police to advise them of the situation. The decision as to whether to extend the search by a further 5 minutes will be dependent on a) the information received from the parents/guardians, b) the location of where the child was ‘lost’, c) the stage that the event is at. This decision will be taken in consultation with the parent/guardian. The search will last a maximum of 10 minutes.

6 Page 162 APPENDIX A

If the Police are called, all the information that has been gathered will be passed on to them. At this point the parent/guardian/personal assistant will be escorted to the HTC information tent where they will wait for the arrival of the Police. The original member of Event Team and the Event Manager will wait with the parent/guardian/personal assistant, trying to keep them as calm as possible. If any further information is ascertained from the parent/guardian/personal assistant, this will be shared with the Police and event staff who are looking for the child/Adult at Risk of Harm. To ensure that the identity of the lost person is not disclosed to member of the public, all key event staff will communicate by two-way radios on a designated channel and must wear their earpieces. The wearing of earpieces is not optional. At the end of any lost child/Adult at Risk of Harm search, the Event Manager and Gold Commander will have a debrief.

Immediate Actions: • Stop and take details (check for wristband) • Report over the radio and share details to enable search • Start timing • Continue to share further information over the radio (where were they last seen / would they be drawn to a certain attraction / do they know the local area etc).

If a person presents themselves to the team saying they have lost an Adult at Risk of Harm. 1. Ask the individual if they would define the person that they have lost as being unable to take care of themselves or protect themselves? 2. If the answer is yes, then we will follow the lost child/Adult at Risk of Harm policy above 3. If the answer is no, we will do a radio announcement asking event staff to look out for an adult with a certain description as part of their current duties but not carrying out a full event site search.

If a parent/guardian/personal assistant approaches an Officer during the course of a normal working day to inform them that a child/Adult at Risk of Harm is missing, this member of staff will gather specific information from the parent/guardian/personal assistant regarding the child/Adult at Risk of Harm as quickly as possible. The following information should be asked for and recorded:

• Person’s full name • Person’s age and/or date of birth • A full description of the person; height, hair colour, eye colour • What was the person wearing? • Does the person have any special needs? • Where was the person when they were last with them and what were they doing?

This information should be immediately relayed to the Police and efforts should be made to keep the parent/guardian/personal assistant, calm until the Police arrive. Should a child/Adult at Risk of Harm be located during a normal working day and appear lost or distressed, the Officer should ask if they are ok and assess if they are ‘lost’. The Officer should always remain in clear public view and ensure that any conversations can be heard. Police should be contacted to assist in reuniting the person with their parent/guardian/personal assistant.

7 Page 163 APPENDIX A

Appropriate Behavior whilst representing Harpenden Town Council

You have a duty to never subject any child or adult at risk of harm to any form of harm or abuse. Below are key points to be adhered to for Council Members, staff and volunteers when working with these groups:

i) Immediately report any concerns you have about the welfare or safety of any child or inappropriate behavior of adults to the Police and ensure you also inform both the Safeguarding Lead and the Town Clerk (see Page 1 for Contact Details). Should neither be available, another member of the CMT (Phil Wright, Heather Scott or Dan Williams) should be contacted on 01582 768278. ii) Ensure that you are never alone with children, move to a place where you can both be seen and heard by colleagues or other adults. iii) Only ever take photographs once a Photographic Consent Form has been signed (Appendix C). iv) Always seek consent to touch a person to administer first aid or to assist with clothing i.e. rolling up sleeves. v) Respond sensitively to any anxiety regarding participation in any activities. vi) Anticipate the potentially adventurous nature of children and plan a task through their eyes rather than those of an adult. A task that is ‘safe’ for a person of adult height, may not be for a child. vii) Provide positive instructions to avoid sounding as if you are telling a person off. viii) Be clear, calm and definite with regards to verbal instructions. ix) Should a participant repeatedly put themselves or others safety at risk, they should be asked to leave the group/event/activity. x) Verbal restraint should be used rather than physical. Physical restraint should only be used in extreme cases where there is imminent danger. Such restraint could be regarded as assault. xi) Should you encounter a group partaking in underage drinking or illegal drugs you should notify the Police and not intervene yourself. xii) You must take all reasonable steps to ensure that no other Members of the Council, staff, volunteers OR members of the public compromises the health and safety of any child or Adult at Risk of Harm.

Disclosure

It is important that you know what to do if you discover an incident of abuse against a child or Adult at Risk of Harm or if a disclosure is made to you. It is not your responsibility to investigate such incidents, but to respond appropriately and to report the situation.

Key Steps:

i) Listen carefully, stay calm and offer reassurance. Recognise that you will have to tell someone and avoid making promises you will be unable to keep, including that discussions held are confidential. ii) Check your understanding of the situation, without being investigative. Only question the person to confirm what they have told you, never push for more information, leave that to the relevant agencies.

8 Page 164 APPENDIX A

iii) If the child is with a host organisation, inform the group leader directly of the alleged abuse and ask them to start their own procedures for handling the situation. DO NOT do this if it is the leader of the group that is being accused. Instead contact the senior management of the organisation. iv) In all cases immediately, contact the Child Abuse Investigation Unit on 101, should the disclosure be from an Adult at Risk of Harm, contact the Police. v) Inform both the Safeguarding Lead and the Town Clerk (see Page 1 for Contact Details) asap. vi) Ensure that you record what you have been told on a ‘logging a concern’ form (Appendix D). Record the facts only and not opinions. vii) Accept your own feelings following the disclosure and seek support if required through your Manager or Safeguard Lead.

Action must be taken immediately in ALL cases. Do not assume someone else will act.

Procedures put in place by designated officers will be used to follow up any such report and it will not be held against you should a well-intentioned but mistaken report be made.

If you Suspect a Colleague of Abuse

Should you ever discover or suspect that a child or Adult at Risk of Harm has been physically, emotionally or sexually abused by someone associated with HTC, it is your duty to report this to the Town Clerk immediately.

Should you be required to report the conduct of the Safeguarding Lead your concerns should be raised immediately, direct to the Town Clerk or deputising member of CMT.

Should you be required to report the conduct of the Town Clerk, your concerns should be raised immediately, direct to the Safeguarding Lead who will liaise with the other members of the Senior Management Team.

The HTC Council Member, staff or volunteer must be removed from the activity or event immediately and an investigation started. They should be reassured that this removal does not imply guilt but is to protect them as much as the person making the allegation. Do NOT discuss the allegations with them.

If an Allegation is Made Against You

i) If an allegation is made directly towards you, you should advise the Safeguarding Lead and Town Clerk as soon as possible, even if you feel it is trivial. ii) Any allegation will be thoroughly investigated, with due regard for confidentiality. iii) If your behavior contravenes the policy, that will be treated as gross misconduct.

9 Page 165 APPENDIX A

Appendix A – Terminology

The below list is not exhaustive but gives the most common examples of the types of abuse both children and Adults at Risk of Harm can experience:

Children

Physical Abuse - this form of abuse may include hitting, shaking, throwing, poisoning, burning or scalding, drowning, suffocation, or otherwise causing physical harm to and/or inflicting injury on a child. Physical harm may also be caused when a parent or carer fabricates the symptoms of, or deliberately induces illness in a child.

Emotional Abuse - the persistent emotional maltreatment of a child such as to cause severe and persistent adverse effects on the child’s emotional development. It may involve conveying to the child that they are worthless or unloved, inadequate or valued only by meeting the needs of another person. Some level of emotional abuse is involved in all types of maltreatment of a child, though it may occur alone. This type of abuse can occur online (e.g. cyberbullying).

Sexual Abuse - involves forcing or enticing a child to take part in sexual activities, not necessarily involving a high level of violence, whether or not the child is aware of what is happening. They may involve physical contact or non-penetrative activities, such as looking at or the production of sexual images. Grooming children in preparation for abuse, including via the internet, is also included.

Neglect - this is the persistent failure to meet a child’s basic physical and/or psychological needs, which is likely to result in serious damage to a child’s health or development. This may include failing to provide adequate food, clothing and shelter, protect a child from physical and emotional harm or ensure access to appropriate medical care or treatment.

Adults at Risk of Harm

Physical abuse – including assault, hitting, slapping, pushing, kicking, misuse of medication, restraint or inappropriate sanctions on the person.

Domestic abuse – including psychological, physical, sexual, financial and emotional abuse.

Honor-Based Abuse - a crime or incident which has or may have been committed to protect or defend the honor of the family and/or community.

Female Genital Mutilation - a range of procedures which involve partial or total removal of the external female genitalia for non-medical reasons.

Forced Marriage - a marriage conducted without the valid consent of one or both parties and where duress is a contributing factor.

Sexual Abuse - including rape and sexual assault or sexual acts to which the Adult at Risk of Harm has not consented, or could not consent or was pressured into consenting, indecent exposure, sexual harassment, inappropriate looking or touching, sexual teasing or innuendo, sexual photography, subjection to pornography, witnessing sexual acts or subjected to indecent exposure.

Psychological/emotional Abuse - including emotional abuse, threats of harm or abandonment, deprivation of contact, humiliation, blaming, controlling, intimidation, coercion, harassment, verbal abuse, cyber abuse, isolation or unreasonable and unjustifiable withdrawal of services or supportive networks.

10 Page 166 APPENDIX A

Financial or Material Abuse - including theft, fraud, internet scamming, coercion in relation to an adult’s financial affairs or arrangements, including in connection with wills, property, inheritance or financial transactions, or the misuse or misappropriation of property, possessions or benefits.

Modern Slavery – encompasses slavery including human trafficking, forced labour, debt bondage, sexual exploitation, criminal exploitation and domestic servitude.

Discriminatory Abuse – including forms of harassment, personal slurs or similar treatment because of race, gender and gender identity, age, disability, sexual orientation or religion.

Organisational Abuse - including neglect and poor care practice within an institution or specific care setting such as a hospital or care home, or in relation to care provided in one’s own home.

Neglect and Acts of Omission - including ignoring medical, emotional or physical care needs, failure to provide access to appropriate health, care and support or educational services, the withholding of the necessities of life, such as medication, adequate nutrition, clothing and heating.

Self-Neglect–a wide range of behaviour neglecting to care for one’s personal hygiene, health or surroundings and includes behaviour such as hoarding.

Radicalisation – the process by which a person comes to support terrorism and extremist ideologies associated with terrorist groups.

Hate Crime – a crime (or threat of harm) directed towards an individual on the basis of their protected characteristics including race, gender, sexual orientation, and disability.

11 Page 167 Page 168 Appendix B – Example Risk Assessment

Harpenden Town Council has extensive risk assessments that cover its normal business. The table below shows items that should be considered as a starting point for activities/events that may include children and/or adults at risk of harm. This list is not exhaustive and should be tailored specifically to the activity/event.

Risk Assessments should be added to the HTC Risk Register which is found at: Harpenden Town Council\SHAREPOINT - Shared\RISK\Corporate Risk

What is the Who might be How might Existing risk Risk Additional control measures New Action/ Action/ hazard? harmed? people be control rating Risk Monitored Monitored harmed? measures rating By whom? By when? L C R (Residua l) Page 169 Page L C R Lost Child or adult Emotional For large 3 3 6 Smaller events and activities must 2 3 6 Event leads Before the child/adult at risk of harm distress, scale events consider appropriate lost must plan lost event. at risk of and their emotional staff, child/vulnerable adult procedures child/adult harm families/friends and volunteers within their individual risk procedures . physical and assessments. and harm. Councillors communicate must follow to the Event the Lost Child Team. and Adults at Risk of Harm Procedure as set out in HTC’s Safeguarding Policy.

Allowing Child or adult Emotional When 3 2 6 During the activity, dynamically risk 2 2 4 Event leads Before exuberant at risk of harm and managing assess persons’ ability to carry out must plan and behaviour physical organised the task safely. event

13 at an event and those harm to groups always accordingly, during the or activity around them. child/adult adhere to the Where possible, obtain information risk assess event. at risk of child: adult prior to session on medical and give clear harm and ratios as set conditions and additional needs. safety those out in HTC’s Sessions planned to ensure that the instructions around Safeguarding needs of individuals are met where throughout. them. Policy appropriate. Document . All tasks and activity involving vulnerable groups must be thoroughly

Page 170 Page risk assessed beforehand.

Clear H&S instruction given before allowing participation in any activity. Anyone not following guidance must be asked to stop the activity immediately.

Environmen Child or adult Emotional Staff, 3 4 1 1 4 4 Event/activity t conducive at risk of harm and volunteers 2 lead as part of to physical and the planning grooming harm Councillors process must avoid being left

14 alone with a child or adult at risk of harm at any point. Activities must be planned Reviewed appropriately CMT as part of through 1- to ensure that All those who have occasional HTC’s 2-1 this does not contact with children or Adults at recruitment process. happen. Risk of Harm, under the supervision process, of an HTC colleague (with Enhanced DBS DBS Certification clearance) should CMT, when check have a Standard DBS check in place. changes to job renewed role mean every 3 someone has years. occasional Page 171 Page Those who have regular contact contact with through their role or who are vulnerable supervising group activities, should groups. hold an Enhanced DBS check. CMT – Before DBS checks will be arranged and employing final offer paid by HTC for those in roles with manager of regular contact with children and employme Adults at Risk of Harm, renewing nt is their Enhanced certificate on an made. annual basis through the ‘Update Service’ DBS https://secure.crbonline.gov.uk/crsc/s check ubscriber renewed annually.

.

15 Staff Child or adult Emotional 5 3 1 If a child discloses to an officer, 2 3 6 All staff, Procedure respond at risk of harm and 5 volunteer or Councillor, all must volunteers and should inappropria physical follow the clear guidelines set out in Councillors appear on tely to a harm. the Safeguarding Policy: listen and working on all disclosure offer reassurance; check your behalf of HTC. relevant understanding; record what you are risk assessme being told on a ‘logging a concern’ nts and form (facts only) AND IN ALL CASES should be – contact the Child Abuse read by all Investigation Unit on 101 OR the prior to police if it is an Adult at Risk of Harm. activity Alert HTC’s Safeguarding Officer at involving the earliest opportunity or within children

Page 172 Page 24hours. If an officer believes the and adults situation is sufficiently serious or All staff, at risk of urgent, contact the Police in all volunteers and harm. instances. Councillors must re-read the Annual safeguarding policy on an annual basis.

Exposure to Child or adult Emotional 4 3 1 All staff, volunteers (where 2 3 6 All staff, Annually inappropria at risk of harm and 2 appropriate) and Councillors must volunteers and te physical read the Safeguarding Policy and Councillors behaviour harm to adhere to the behaviours as listed: working on child or ‘Appropriate Behaviour Whilst behalf of HTC. adult at Representing Harpenden Town Safeguarding Staff member, risk of Lead to ensure Council’. volunteer or harm all staff re-read Councillor. on an annual Being basis. accused of impropriety Event leads. .

16 Staff, volunteers and Councillors must avoid being left alone with a vulnerable person at any point. When Activities must be planned All staff, planning appropriately to ensure that this is volunteers and and not likely to happen. Councillors delivering working on events behalf of HTC. and No electronic communication should activities. take place with a child under the age of 13 and only over the age of 13 Ongoing with written parental consent. Emails should only communicate specific information e.g. times and dates of All staff, group events. Staff and Volunteers volunteers and Ongoing must make their Line Manager/Event Councillors Lead aware if they are using working on Page 173 Page electronic communication to contact behalf of HTC. young or ‘at risk of harm’ people. Event/activity leads. Use of live chat facilities or other forms of visual communication via Prior to the internet between staff/volunteers event/acti and children should be avoided. vity

Risk Assessments must be carried out prior to all virtual meetings that involve children or adults at risk of harm.

Contractors Child or adult Emotional All contractors 3 4 1 2 3 6 Event Prior to placing at risk of harm and must provide 2 coordinator event/acti children/ physical a risk vity adults at harm assessment risk of for their harm. activities. All contractors working with vulnerable groups on behalf of

17 Harpenden Town Council must read Event Prior to and adhere to HTC’s Safeguarding coordinator event/acti Policy. vity

If event staff have specific responsibilities that bring them into private/1-2-1 contact with children or adults at risk of harm or if they have supervisory responsibilities in relation Prior to to children’s activities, evidence of a Event event/acti DBS check is required. coordinator vity and Safeguarding

Page 174 Page Lead. No consent Children, Emotional Written 2 3 6 Completed forms need to be 1 3 3 Event leads Consent for adults at risk distress. consent for scanned and archived onto HTC’s for participatio of harm and Photos/vid participation is shared drive in an appropriate folder participati n or their eos being obtained from relevant to the activity. on photograph parents/guardi used in an all obtained s / videos ans. inappropria parents/guardi prior to te manner. activity. ans where children/adults HTC Possible at risk of harm legal action are taken participating Written photographic consent must against without them. be obtained before taking any photos HTC. of children or adults at risk of harm, Reputation All staff, This excludes form in Appendix C of HTC’s volunteers and al and participation in Safeguarding Policy, Councillors Prior to financial sessions taking images taking implication arranged by or film. images or s. schools and Completed photographic forms need film. community to be scanned and archived along groups such with the image onto HTC’s Shared as Brownies, Drive

18 whose \Harpenden Town responsibility Council\SHAREPOINT - it is to obtain Shared\INTERNAL participatory OPERATIONS\Data Protection, FOI consent. & GDPR\GDPR

Photos must not be taken using personal mobile phones. Alcohol Children and Purchasing All events 1 3 3 Ensure Prior to sold at adults at risk and where alcohol vendors are event. events of harm consuming is sold aware of alcohol. operate a scheme. Becoming Challenge 25 intoxicated. proof of age Vendors/exhibi During the event scheme and tors following vendors must Challenge 25 Page 175 Page only accept scheme legitimate proof of age such as a passport or driving license. Event coordinator briefs vendors prior to event.

19 Appendix C – HTC Photograph Consent Form

Photograph Consent Form

By signing this consent form I understand that the photos of me and/or my child will be stored indefinitely by the Town Council and may be used in promotional material, social media, the HTC website, and other publications and material produced by the Town Council or its partners.

I understand that the photos may also be shared with local news outlets in the distribution of a Press Release. I understand that I can withdraw consent at any time by notifying the Town Council by email ([email protected]) or by other means.

I am aware that I can view the Town Council’s data protection policy and privacy statement by visiting www.harpenden.gov.uk.

Date:

Event:

Photographer:

Name(s) I agree to the above (sign here)

20 Page 176 Appendix D – Logging a Concern Form

Logging a Concern About a Child or Adult at Risk of Harm’s Safety and Welfare

Name and Address of Setting:

Person of concerns name: Date of Birth:

Today’s Date: Time of Log:

Your Name (print): Your Signature:

Your Role:

Date of Concern/Incident: Time of Concern/Incident:

Describe the incident as factually as possible. Include who was involved, where it happened, exactly what happened etc. Remember to describe clearly any behavioral or physical signs you have observed.

Action taken:

Received by (Designated Person for Safeguarding)

Date: Time:

Proposed action by the Designated Person:

21 Page 177 This page is intentionally left blank APPENDIX B

HARPENDEN TOWN COUNCIL

LONE WORKING POLICY

Lone working is not covered by any specific legislation, but the Health and Safety at Work Act 1974 and the Management of Health and Safety at Work Regulations 1999 both apply.

This legislation states that “It shall be the duty of every employer to ensure, so far as is reasonably practicable, the health, safety and welfare at work of all of his employees” and “It shall be the duty of every employee while at work to take reasonable care for the health and safety of himself and of other persons who may be affected by his acts or omissions at work; and as regards any duty or requirement imposed on his employer or any other person by or under any of the relevant statutory provisions, to co-operate with him so far as is necessary to enable that duty or requirement to be performed or complied with”.

Employers and employees therefore have a duty to themselves and others with regard to safety and there is an increased risk to the health and safety of employees when they work remotely from other colleagues or other persons and/or outside ‘normal’ working hours.

The definition of a lone worker is: “An employee who performs an activity that is carried out in isolation from other workers without close or direct supervision. Such staff may be exposed to risk because there is no-one to assist them.”

Persons at Risk during Lone Working

At Harpenden Town Council, persons at risk may include; anyone who carries out their tasks unaccompanied within the Town under their job role during working hours e.g. management of green spaces, meeting with contractors on site, entering into the building alone during closure times (e.g. care taking duties) or is unaccompanied before or after planned activities / events and meetings.

The definition of ‘Lone Working’ may also be applied to those Working Remotely from home.

Where employees work alone, greater emphasis must be given to Health and Safety issues such as;

 Hazards associated with the task in hand.  Implementation of a Buddy system, Monitoring and Supervision.  Emergency procedure e.g. fire, accident illness, physical attack

Where possible if planning to work within the Town Hall outside of normal working hours, staff should arrange to be in the building with others and avoid lone working.

Hazards

The hazards vary dependant upon the individual, the location and the task being completed.

These may include,

 A potential for violence or threatening behaviour towards an individual carrying cash or high

Page 179 APPENDIX B

value equipment.  The use of machinery, electrical or other equipment or chemicals.  Working in remote areas, particularly after dark and outside normal working hours.  Encountering intruders.  Working at height.  Competency, ability and medical condition of the individual.

Responsibilities

All staff will:

 Take reasonable care of their own health and safety and not do anything that puts themselves in danger.  Report any issues or concerns to HTC Management Team immediately.  Keep their work calendar up to date (detailing location and timings) and ensure it is accessible to all Officers.  Adhere to the ‘Buddy System’ procedure and keep their fully charged mobile phone on their person at all times whilst lone working.  Maintain regular contact with your Line Manager if working for prolonged periods of time.  Not undertake work for which they are not trained/qualified.  Know and follow relevant safe working procedures and guidelines including for operating machinery and using hazardous substances.  Never cut corners or rush work.  Stop for regular breaks and, if possible, change activity.  Tell their manager about any relevant medical conditions.  Report any hazards or accidents encountered to their Line Manager.  Ensure that whilst working within the Town Hall outside of normal hours (7pm-8am), that the front door is locked to prevent unauthorised access.  Not allow visitors into the Town Hall outside of normal hours unless specific arrangements have been agreed in advance and ID is provided.  Avoid putting themselves at risk by parking in a well-lit area if working after dark.

HTC will:  Consider alternative work methods where possible to reduce exposure to a hazard through lone working e.g. pairing, re-scheduling to normal working hours.  Provide opportunities for meetings to review and support.  Monitor Risk Assessment control measures, ensuring that an assessment is completed for any tasks that involve Lone Working.  Provide training where appropriate, to minimise the risks.  Ensure that the ‘Buddy System’ is adhered to.

Buddy System

A buddy system is a tracking system involving staff who are responsible for passing on information such as where they are lone working, what they are doing and importantly, when they are leaving or

Page 180 APPENDIX B expected back. The buddy is then responsible for taking action if the lone worker does not return or call on time.

The ‘buddy’ should be the direct Line Manager of the staff member, unless they are on leave or absent due to illness, in which case this should be passed to another member of the Management Team (with prior agreement).

The ‘buddy’ should know the following information;

 Task being undertaken  Lone Workers work mobile and home phone number  Car make, model and registration plate

Before Lone Working takes place, the Staff Member should inform the ‘buddy’ of;

 Exact location of lone working and if it has a poor mobile signal  Estimated time of return  If circumstances change such as duration or location

The above should be communicated via Outlook diary invite and accepted.

Emergency Procedure

 If the person lone working has not returned or called by the scheduled time, the buddy should call on their number every 15 minutes up to a maximum of 1 hour.  If 1 hour has passed with no response. The buddy must notify the Town Clerk and plan a search of the last known location, whilst still attempting to make contact. This may include going to the location where the lone worker was known to have parked their vehicle.  If no contact is made with the lone worker within a reasonable time (maximum 2 hours), then the emergency services should be informed.

Unplanned lone working

There may be instances where loan working occurs unexpectantly. Key holders are advised to inform a member of the Management Team when they are attending an alarm call out or attendance is required due to reports of unlawful encampment etc. It is also advisable that staff inform someone at home that they are working out of normal hours.

Risk Assessment

A risk assessment must be completed by the staff member for any tasks that involve lone working. This should be added to the Master Risk Assessment document (Harpenden Town Council\SHAREPOINT - Shared\RISK\Corporate Risk) and approved by their Line Manager before it takes place.

Page 181 This page is intentionally left blank Agenda Item 7.9

NON-CONFIDENTIAL Meeting Corporate Policy & Finance

Date 9 September 2020

Report by Carl Cheevers – Town Clerk

Report title Audio Visual Equipment at Town Hall

Business Plan theme Run an effective, efficient, low-cost Council administration.

1. Purpose of the report

1.1. To seek approval for improvements to the audio/visual (AV) set up at the Town Hall

2. Recommendation

2.1. The Committee is asked to approve the release of £10k earmarked reserves as set out in section 4 in order to improve the AV equipment at the Town Hall.

3. Background information

3.1. In recent years the Council has committed to utilising technology to modernise our working practices and has invested in many different projects that have helped officers to be more efficient and productive. Examples include introducing paper free finance systems & agenda management software, migrating our servers to the cloud, moving to Office365 and providing laptops for all officers.

3.2. This proactive approach and previous investment have made it easier for us to adapt to the remote working arrangements that we have needed in recent months. Whilst this remote working has had its downsides in particular the lack of face to face interaction, it has had many positives to the way in which the team have used different ways to collaborate internally and externally.

3.3. In the near future we will be moving towards having more people working in the office more often and it is important that when we do so we do not lose some of the positives changes that have been made whilst working remotely.

Page 183 Town Hall AV set up 3.4. We currently have a projector and screen set up in the Council Chamber that is used regularly within Committee and internal meetings. However, the technology is dated and doesn’t offer great flexibility or functionality. There are no other screens available in our other meeting spaces.

3.5. This report recommends that we replace the AV equipment in the Chamber and introduce new AV equipment in the Town Clerks office.

3.6. The AV equipment in the Town Clerks office would be a simple set up that includes a small screen attached to the wall that would be used within meetings to make presentations and collaborate on documents. Currently when doing this it is done on a laptop screen. This kind of AV set up is very common in modern office spaces.

3.7. The AV equipment in the Council Chamber would be more advanced and would mean that we could easily display documents and images for Council/Committee meetings. It would also have the capability to accommodate virtual meetings so that individuals can join remotely. In the context of our governance structure this would be beneficial to Officers, Councillor and members of the public.

3.8. Appendix A gives an example of what this new AV equipment might look like.

4. Resource implications

4.1. We currently have an earmarked reserve of £10k for ‘new initiatives. This particular reserve has previously been used for investing in new technology.

4.2. The Committee is asked release this earmarked reserve to deliver the AV improvements.

5. Other implications Other Implications Comment Legal None Environment and biodiversity None Crime and Disorder None Risk/Health & Safety None

6. Appendices Appendix A – Example images

Page 184 APPENDIX A – EXAMPLE IMAGES Town Clerks office example

Council Chamber example

Page 185 This page is intentionally left blank Agenda Item 7.10

NON-CONFIDENTIAL Meeting Corporate Policy & Finance

Date 09 September 2020

Report by Daniel Williams - Finance Manager

Report title Local Government Pay Award 2020/21

Business Plan theme Run an effective, efficient, low-cost Council administration.

1. Purpose of the report

1.1. To update Councillors on the local government pay award proposals and to seek approval to implement them in accordance with officers’ contractual arrangements once formalised.

2. Recommendation

2.1. Council is asked to note the proposed pay award for 2020/21.

3. Background information

3.1. HTC are part of the NJC arrangements for employee pay. Each year CPF are required to note the pay award. We have been waiting for confirmation of the Pay Award for 2020/21 following national negotiations.

3.2. Two of the three Unions have agreed to the 2.75% increase put forward by the Employers side. UNISON and GMB are the two that have agreed the positon and as they are the largest ones it is expected that the offer will now go through. National Joint Council for Local Government (NJC) will formally announce that the 2.75% pay award has been agreed shortly. Once agreed, the pay award will be backdated to 1 April 2020.

4. Resource implications

4.1. A pay award budget of 3% was included as part of the 2020/21 budget setting process. A small saving in the region of £1,300 will be generated because of this announcement.

Page 187 5. Other implications Other Implications Comment Legal The Council has a legal obligation under the Equalities Act 2010 to ensure that its pay and grading structure is fair and not discriminatory.

The Council is required to implement the nationally agreed NJC pay award for those employees who are employed on those terms and conditions. Environment and biodiversity None Crime and Disorder None Risk/Health & Safety None

6. Appendices

None

Page 188