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Community Councils Together on Trams/Trams Team meeting, 09 March 2022

Minutes of the Community Councils Together on Trams/Trams Team meeting on Thursday 09 March 2023 at 5:15pm, at Trams project compound (165 Leith Walk)

Actions and decisions are red italic. ‘TT’ means ‘Trams Team’. Names are mostly abbreviated to initials.

1 Prelims

1.1 Welcome, apologies

1.1.1 Present

Robert Armstrong TT/CEC Jennifer Marlborough CCTT/LHNCC
Mike Birch CCTT/NTBCC Bruce Ryan CCTT minutes secretary
Angus Hardie CCTT/LLCC Harald Tobermann CCTT/LCCC
Rob Leech TT Chris Wilson TT/CEC
Andrew Mackenzie CCTT/LLCC

1.1.2 Apologies

Charlotte Encombe CCTT/LCCC Steve Jackson TT
Don Giles CCTT/LHNCC Carol Nimmo CCTT/NTBCC

1.2 Draft Minutes of February 2023 meeting

Approved nem con

1.2.1 Matters arising

Actions from February meeting have all been completed, or are on the agenda below, except the following

  • 2 (point 7): the drawings showing locations of bus shelters could still be clearer
  • 2 (point 8): RL is concerned that there may be GDPR issues around commitments to individuals. Hence Action: RL/TT to check this. (CCTT would be happy with GDPR-anonymisations, but wishes to know what commitments have been made.)
  • There was discussion at this point over the meanings of the word ‘register’ in the phrases ‘commitment register’, ‘defects register’ and ‘CCTT register’, and which roads would be resurfaced as part of the trams project.
  • 2 (point 9): TT to review reporting of hard landscaping, then report this to CCTT: Action: TT to undertake this, e.g. by showing percentages of work remaining.
  • 3: removal of box-junction markings: RA is working on this
  • 1 (point 3): Action: RA/RL to issue the timetable ahead of the ‘lessons learned’ session
  • 1: mitigation of ‘authority to work’ costs: a discussion about cost-mitigations is in progress. It was noted that the electrical lines are outwith the reach of large trucks. Also, decisions on mitigations are up to the trams operating company.

CCTT reiterated its concerns about:

  • whether all [safety-critical] work [for sectional completions] would be completed by the June 2023 deadline
  • who would manage work on defects
  • CEC’s capacity to absorb and maintain [after the defect period in which the contractor fixes things] all assets created.

2 Action Log 2021 – 2023: open items identified by CCTT (to February 2023) and responses by Tram Team

Action: MB to review whether each item on this log is now closed or open

The subsections below cover only the points marked as ‘to be discussed’ at this meeting.

2.1 Tram traffic modelling – provide responses and final modelling results

  • RA: traffic modelling on a ‘network’ basis is in progress.
  • Action: RA to arrange specific meeting

2.2 Noise and vibration impact of traffic on diversion streets – investigate and report back

  • RA: TT does not have relevant data.
  • RA: TT removed speed bumps in a relevant area. Speed bumps are against CEC policy because they cause more noise/vibration.
  • MB: this issue is also relevant to Leopold Place

2.3 Access to APOG minutes – investigate and report back/arrange presentation of results

  • RL: APOG minutes would need to be redacted because they contain sensitive data.
  • It was noted that the monthly briefing at these meetings on board discussions should fulfil this request.
  • Action: CW to advise whether this can be done.

2.4 Noise and vibration surveys – arrange for CCTT to meet with ET

  • RA: TT can provide information post-completion

2.5 Commitments Register – provide copy and dashboard when available

See item 1.2.1 (point 2) above

2.6 Confirm location of trees in planters along the Trams route during walk throughs

  • RA: locations have been reviewed today. Outcomes will be discussed with CEC cllrs this week. Contractors are responsible for care and maintenance of plants for 2 years after project end.
  • CW: it is important that planters do not impede businesses, active travel etc. Consultations showed a desire for more greenery.
  • AH/JM: there has been clamour about the planters and poor greenery. These planters should be reconsidered.

2.7 Provide copy of TT response to Road Safety Audit (and if possible the RSA)

  • MB: it is interesting that the previous RSA brought up issues which recurred in the walkthroughs. So that RSA could have been better used.
  • RA: the final audit will be undertaken in March, then results fed back to contractors. It should be publishable.
  • Action: RA to go through it with CCTT

2.8 Provide summary of discussions from meeting about defect management, etc

Action: HT to review and provide note of these discussions

2.9 Include reporting of hard landscaping progress in CCTT reports

See item 1.2.1 (point 3) above

2.10 Provide copy of Commitments Register

See item 2.5 above

Minuter’s note – this seems to be a repetition in the log

2.11 Improve reporting of progress on landscaping work on dashboard

See item 2.9 above.

Minuter’s note – this seems to be a repetition in the log

2.12 Issue overall timeline for Project showing key milestones

See also item 1.2.1 (point 5) above

RA: This has been given to RL, will be sorted

2.13 Investigate options for mitigation of ‘Authority to Work’ costs

See item 1.2.1 (point 6) above

3 Walkthrough comments

  • TT agreed that its responses can be shared with CCs.

3.1 Item 2 ‘Continuous footways’

This was discussed as an example.

  • MB: part of TT’s response to this CCTT concern refers to ‘Cycling by Design’. How is this relevant to footways?
  • MB: CCTT’s concerns, which had been raised in the previous road-safety audit but are still present, are
  • How can visually impaired people know they are crossing roads without tactile paving?
  • Drivers may not realise they need to give way to pedestrians here – is additional signage needed?
  • Some raised pavings do not have tarmac ramps but breakable concrete slabs.
  • RL: if there is a need to undertake remedial work, TT will do this.

It was noted that cycle-paths on Leith Walk are current out of use, and that TT’s road-marking work is in progress.

4 Lessons learned

  • A plan for this session has been developed: see https://leithccc.files.wordpress.com/2023/03/lessons-learned.pdf
  • Possible dates include Friday 19 May and Friday 2 June.
  • It was noted that the session is not about fine details but about what in general could have been done better.
  • It was noted that a detailed timeline of the project would help with the discussions – see item 1.2.1 (point 5) above
  • Action: HT to issue Doodle poll to ascertain the final date, and circulate the above powerpoint
  • Action: RL to provide CVs of potential facilitators to CCTT

5 New queries and issues identified by CCTT

5.1 NTBCC

  • A collapsed personhole was reported to CEC, but the relevant CEC action was closed out. Was this because it was a TT responsibility?
  • Action: TT to look into this. (There is an implicit action that TT should get the hole fixed.)

5.2 LCCC

  • Wooden boxes at bottom of OLE points – these boxes are falling apart already.
    • RA: these are not the final solution: metal boxes will be installed.
  • 2 OLE poles without lighting at Pilrig (one near bus stop)
    • RA: testing has been undertaken.
    • Action: TT to look into this
  • Parking in bus stops
    • Lines are being painted, and TROs will be advertised very soon

5.3 LLCC

  • Please advise about reports of faulty mastic on track-slabs. (The contractor believes it is not a defect because it’s aesthetic, not functional.)
  • Action: TT to look into this

5.4 LHNCC

  • Lighting matters have improved slightly.
  • There are bad traffic issues, including a 1-way system.
  • Bus stops have been removed from tram-route: who decided this? Paths between remaining bus stops are horrendous.
    • Actions: JM to email details to RA, RA to respond

6 TT reports and updates (papers[a])

There was discussion of the ‘construction closeout’ and ‘open for revenue service’ dates, and which information should not go into the public domain.

  • Action: TT to keep CCTT informed of any changes to the latter

7 Board reports

  • RL: At the last board meeting, there was an update on progress. The emphasis was on ‘ready for operations’, when tram-services will commence, how the dates for the final stages will work, how relevant communications should be undertaken.

8 AOB

9 Date of next meeting/s and guests

13 April, 11 May, 8 June

[a] URLS of individual papers: