LHPTermsofReference

Local Highway
Panels (LHPs)

Terms of Reference

Background

Local Highways Panels (LHPs) Uttlesford Braintree
have been set up in all 12
Borough/City/Districts. Colchester Tendring
These panels are responsible
for making recommendations Harlow City of
and setting priorities for Epping Forest Chelmsford
highway schemes in their
areas. Maldon

County and Borough/City/ Brentwood
Districts Members meet on a
quarterly basis to discuss and Basildon Rochford
mutually consider Highways
expenditure within their Castle
local City District or Borough Point
boundaries.

LHP Terms of Reference

The LHP is Accountable for: Has regard to the annual LHP Above: Ashwell’s scheme, Brentwood, before work carried out
Budget.
Recommending the annual LHP
programme for submission Ensures that any schemes
to the Cabinet Member with submitted to the Cabinet Member
responsibility for Local for approval which do not meet
Highways Panels. ECC policies, strategies and
standards are clearly identified as
Documenting highways issues such and are made on the basis of
raised by residents and the a unanimous decision of all LHP
community in its area, so that the members present and voting at
concerns can be investigated and a meeting having considered all
the possibility of addressing these alternative measures.
through engineering solutions can
be validated. Considers whether schemes
can be funded from s106
The LHP is Responsible for: monies and whether the LHP
is prepared to recommend
Ensuring that when making schemes which can be part
recommendations the LHP: funded by s106 money.

Ensures that the County’s Ensures that LHP schemes do not
Prioritised Road Safety conflict with s106 schemes
Schemes are included in the
annual LHP programme in order Undertaking a review of the
to enable the County Council to annual local road safety
fulfil its statutory duty. schemes report for the LHP
area and the prioritised
Ensures that as far as possible Casualty Reduction Schemes.
that recommended schemes
meet ECC policies, strategies and Referring to the Cabinet Member
standards and have due regard to any prioritised Casualty Reduction
the advice from Officers. Schemes that the LHP does not
wish to include in the annual LHP
programme. Above: Ashwell’s scheme, Brentwood, on completion

2 LHP Terms of Reference

Approving Cabinet Member
Briefings and Cabinet Member
Action papers for the approval of
the prioritised annual programme
and any other issues requiring
Cabinet Member approval.

Recommending work to be
undertaken by the Highways
Rangers and receive reports of the
minor works to be undertaken by
the Highway Rangers.

Monitoring the delivery of the
annual LHP programme.
Considering and respond to any
requests referred to the LHP by
other council constituted bodies,
panels or groups.

Provide feedback as requested,
regarding the effectiveness of the
activities of Essex Highways within
the LHP Area.

Membership

A LHP has been established for each LHP Members cannot nominate encouraged to attend as observers.
Borough, City and District in Essex. substitutes to attend on their The LHP Chairman may invite
Membership of the LHP is as follows: behalf. Borough, City, District and Parish
representatives to attend the LHP
Four County Councillors to be The political balance of the LHP as observers.
appointed by the Cabinet Member must reflect the political balance
(three in the Maldon which has of the County Council wherever If a LHP wishes to operate different
three County Councillors) on the possible. arrangements then approval from
recommendation of the Chairman the Cabinet Member for LHPs must
of the LHP. The ECC Cabinet Member with be obtained.
responsibility for LHPs and his/
Four Borough/City/District her Deputy are entitled to attend If a LHP wishes to operate a
Councillors (three in the case of LHP meetings. different Membership, approval
Maldon) to be nominated by the must be sought from the Cabinet
Borough/City/District Council. County Councillors representing Member with responsibility for
divisions within the LHP area are Local Highways Panels.
The LHP Chairman will be
appointed by the Cabinet Member
with responsibility for Local
Highways Panels, and will usually
be a County Member.

The LHP Chairman will appoint
another member of the LHP to be
Vice Chairman. The Vice Chairman
can be either a County or a Borough/
City/District Member.

LHP Terms of Reference 3

Meetings

LHP meetings should be held at Information Sharing
least quarterly. and Resources

The LHP meeting will be quorate Agendas will normally be posted on the ECC LHP webpage and
if three Members and either the circulated to LHP Members at least 28 days before the meeting.
Chairman or Vice Chairman are Late items may be added to the agenda with the agreement of
present. the LHP Chairman.

Where a Member is unable to Minutes and scheme programmes will normally be updated on the
attend a meeting, he or she ECC LHP webpage within one month of the LHP meeting.
can submit a written report to
be included in the agenda or Briefing notes and agendas must be prepared in line with the
submit a written representation ECC communications policy. Written material should be in Arial
on a particular agenda item. font at a minimum 12 point size.

The LHP meetings are not open Decisions on recommended schemes taken by the ECC Cabinet
to attendance by the public or Member with responsibility for Local Highways Panels will be
the Press other than by specific published on the ECC website and shared with LHP Members.
invitation of the Chairman.
Meetings are not broadcast. LHPs will use the standard ECC templates for agenda, minutes,
scheme lists and work programme so that there is consistency
The Chairman can invite non- across all LHPs.
Members to attend LHPs to
provide specialist advice or
information.

Essex Highways will provide
officer support to the LHPs.

The secretariat and meeting
room will normally be provided
by Borough, City or District
Council but this may be
changed by the Cabinet Member
with responsibility for the LHPs.

The public may submit written
questions to the LHP. These
questions will either be answered
in writing or the Chairman may
invite the questioner to attend the
meeting to receive the answer
orally.

A programme of meeting
dates for the full financial year
will be agreed and published
in advance to ensure that
preparations can be made for
reporting.

Any request for an LHP to operate
outside these rules will require
written agreement of the Cabinet
Member with responsibility for the
LHPs

4 LHP Terms of Reference

Funding

The LHP budget is intended LHP Percentage
to be used to implement Local Basildon 12.50%
Safety Schemes and make other Braintree 10.19%
local highways improvements for Brentwood 5.62%
the benefit of the Borough/City/ Castle Point 5.72%
District. Chelmsford 12.50%
Colchester 12.50%
LHP Capital Budget Epping Forest 8.74%
The total LHP capital budget Harlow 6.09%
is approved annually by Essex Maldon 5.00%
County Council and is allocated Rochford 5.35%
to individual LHPs in line with Tendring 9.88%
the ECC approval formula. The Uttlesford 5.90%
LHP Formula = % of total sum Total 100%
of employment, population and
road Length (from 2010) in district Dampening
from total sum of employment,
population and road Length in Dampening = No individual district to receive more than £X or less than £Y
county (subject to dampening (2016/17 X = £500k and Y = £200k).
rational). Remaining money is then distributed as per original percentage between the remaining
districts that have not had a dampening effect applied
The percentage allocation per Employment and Population Source: East of England Forecasting Model (Autumn 2010
LHP is set out opposite. Further forecasts)
funding may be identified by the & the Office of National Statistics Mid 2010 population estimates
City/Borough/District Councils and Road Length Source: Hi Net (official record of Highways, used by ECC to report road
match funded by Essex County lengths to DfT) in 2010
Council. The availability and level
of match funding will be agreed on
an annual basis.

The annual prioritised capital
funded schemes are agreed by
the LHP. They may include but are
not limited to:
• Casualty reduction schemes
• Traffic management

improvements
• Tackling congestion
• Public Rights of Way

improvements
• Cycling schemes
• Passenger transport

improvements
• Minor improvement schemes

Continues overleaf...

LHP Terms of Reference 5

Funding (continued)

Capital Budget Continued... LHP funding should not be used for There is no guarantee that any
maintenance or Traffic Regulation particular scheme will be prioritised
The requests for schemes can Orders for new parking restriction. for advanced scheme design
come from various sources but • Maintenance schemes are as this is only undertaken on
the LHP Members must agree the schemes where there a strong
final list to be presented to the prioritised separately as part of economic benefits and a robust
Cabinet Member for approval. the maintenance programme. business case outlining the need
Road Safety Schemes • Requests for Traffic Regulation for the scheme. In some instances
The Road Safety Schemes Orders to prohibit or limit schemes may be included in a
will be prioritised annually by parking are considered and package of measures for a funding
Essex Highways following the prioritised by the Parking bid.
confirmation of the annual collision Partnerships. If the project is eligible for
data, (the annual road safety data Any local maintenance or parking advanced scheme design there is
set is measured during over the concerns should be raised for still no guarantee that the scheme
calendar year, Jan – Dec and consideration with the appropriate will be delivered as an appropriate
reported to the Department for channels. Only in exceptional source of funding will need to be
Transport). circumstances should the identified for example the Local
The collision analysis is LHPs include these within their Enterprise Partnership.
undertaken across the county and programme. LHP Revenue Budget
sites are prioritised on the basis LHP to Major Schemes LHPs also have access to
of those that can be effectively Where schemes are identified by revenue budget. This budget is
treated with engineering measures either the LHP or the Road Safety pay for the Highway Rangers
to reduce the number of people Team, whose predicted costs are Service and to fund any ongoing
killed or seriously injured in road between £200,000 and £500,000 revenue maintenance of VAS/SID
traffic collisions. a decision will need to be made equipment. It is also required to
The Cabinet Member will receive by the Cabinet Member regarding carry out surveys prior to a scheme
recommendations for the Road funding allocation. being commissioned.
Safety schemes in July Once If the predicted scheme cost Highway Rangers undertake works
approved these will be included in exceeds £500,000 the scheme will across the County that are too small
the next annual LHP programme be classed as a major intervention to give to a contractor but make a
or funded from other funding and will be removed from the huge difference to the appearance
allocations as set out below: LHP priorities list as it will need of the area.
• Schemes up to the value of to adhere to the major schemes These will include small scale
development process. maintenance works such as
funding agreed by the Cabinet It is assumed that for major LHP repainting or straightening a
Member on an annual basis derived projects the necessary signpost; cutting back vegetation
will be included in the LHP’s studies and investigations will have that is obscuring a road sign;
annual programme of work. been carried out, for example: strimming an overgrown highway
• Schemes above the individual that the scheme has had up to verge or cleaning the road signs in
LHP budget allocation up to date traffic surveys, has gone an area.
£500k will be considered by through necessary optioneering,
the Cabinet Member and and public consultation if
funding source determined. necessary. For Road Safety
• Schemes over £500k will be derived projects the necessary
considered for Capital funding studies and investigations will have
based on their business been carried out using separate
cases and forecast reduction resources.
in casualties. The scheme can only proceed and
Any funding concerns must be be eligible for capital funding once
raised directly with the Cabinet it has completed the necessary
Member. studies and investigations. The
Other LHP Schemes scheme if eligible for capital
The LHP should initially commission funding will then be passed to
more schemes than the budget the Major Projects Team for
allocation so that as many schemes consideration for advanced
as possible can be delivered by the Scheme Design.
end of the financial year.

6 LHP Terms of Reference

LHP Working Protocols

City/District/Borough to provide • Where a two-year programme priorities of the LHP across the
the secretariat function for the is developed, schemes will be whole Panel area and must not be
LHP. developed and designed in sub-divided by Division or Sub-
LHPs will operate in line with the year one and programmed for area.
Terms of Reference. delivery in year two. LHP funding is only for minor
Recommendations agreed by highway capital infrastructure
LHP Members must be clearly If the scheme requires land improvement schemes up
minuted. that is not within the highway to a value of £500,000 or the
Actions must clearly identify the boundary or within ECC maximum capital budget
responsible person including the ownership then the scheme allocation per LHP where this is
Highways Liaison Officer. cannot be included in the less than £500,000.
All meeting agendas must delivery programme until the Requests for funding to be slipped
be posted on the website land negotiations have been into the next financial year is
and circulated to Members a completed. not automatically approved.
minimum of one month before • Initial design work will Representations must be made
the meeting. to the Cabinet Member by end of
Minutes to be published on the be required in order October each year.
ECC LHP webpage within one to commence land LHP funding cannot be used for
month of the meeting. negotiations. Land Highway Maintenance projects.
LHPs must maintain a regularly negotiations can take Maintenance concerns should
updated Potential Schemes List between 12 and 18 months be sent to the Report a Highway
from which an Approved Works to complete Problem web page
Programme can be determined. • The LHP cannot allocate Where the Panel considers that
All schemes promoted by the funding to the scheme a site visit with the HLO to review
LHP must comply with ECC delivery until the land LHP schemes is essential, this will
policies, strategies and standards. negotiation phase has been need to be agreed by the County
Prioritisation and delivery of completed. Member for that area.
Casualty Reduction Schemes LHP recommendations cannot • Site visits must only relate to
must conform to the County’s be agreed outside of formal LHP
Statutory Duty. meetings. The Chairman can LHP schemes
All schemes must undergo a use his discretionary powers, by • Site visits cannot cover
validation process. exception, when a scheme top up
LHPs must have regard to the is required for 20% of the scheme maintenance concerns or
advice from ECC/EH officers on all costs up to a maximum of £10k. general area walkabouts.
relevant statutory and duty of care LHPs can make The LHP Terms of Reference
requirements. recommendations towards will be reviewed on an annual
In setting priorities for local ‘topping up’ other non LHP, basis and any suggested
scheme selection, Members schemes which have a local amendments reported to the
will need to have due regard improvement aspect to them, Cabinet Member. Approved
to the responsibilities of the this includes, but is not limited changes will be incorporated
County Council.These will to - Surface Water Alleviation in a revised document and
include, although are not Schemes (SWAS), footway circulated to all LHP Chairmen.
limited to, its statutory duties, improvements which involve All LHP matters can be subject
standing orders and financial surfacing, S106 schemes and to review by the ECC Cabinet
regulations. street lighting. Member with responsibility for
Schemes included within the LHP LHPs may only consider and LHPs.
delivery programme may not be prioritise areas of work defined in
deliverable within one financial this document.
year. LHPs should make best use of
their resources by considering
implications on other
programmes and taking into
account work that may already
be planned within other funding
streams.
Allocated funding must reflect

LHP Terms of Reference 7

Definition of Terms

ECC - Essex County Council
EH - Essex Highways
CM - Cabinet Member with responsibility for Local Highways Panels
LHP - Local Highway Panels
HLO -Highways Liaison Officer
COA - Chief Officer Action
CMA - Cabinet Member Action
CMB - Cabinet Member Briefing
CRS - Casualty Reduction Schemes
DMRB - Design Manual for Roads and Bridges
TSRGD -Traffic Signs Regulations and General Directions

8 LHP Terms of Reference