Minutes of the Community Councils Together on Trams/Trams Team meeting on Thursday 11 May 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	Bruce Ryan	CCTT minutes secretary
Mike Birch	CCTT/NTBCC	Harald Tobermann	CCTT/LCCC
Rob Leech	TT	Chris Wilson	TT/CEC
Jennifer Marlborough	CCTT/LHNCC

1.1.2 Apologies

Charlotte Encombe	CCTT/LCCC	Angus Hardie	CCTT/LLCC
Don Giles	CCTT/LHNCC	Andrew Mackenzie	CCTT/LLCC

1.2 Minutes of April 2023 meeting

Approved subject to ensuring SC2 dates and information on escalated defects are redacted.

1.3 Actions from April

Only yellow items were discussed here. (Blue items are on the agenda below.)

Item in April minutes	Actor	Action	Status/discussion
1.3	TT	when appropriate, provide a statement that all commitments have been completed	NA
1.3	TT	facilitate a discussion with CCTT of the latest road-safety audit and reactions to it by TT, contractors etc	NA
2.1	CCTT	populate CCTT tracker, then forward it to RA to add in costs	NA
2.1	RA	Add costs to CCTT tracker	NA
2.2	RA	Provide responses about agreement/ disagreement on actions log status ASAP	RA: an extra column has been added to resolve this. RA: the traffic modelling item is still open but could be closed RA: noise and vibration tests on the tram route are being done next week (so this item is open). It is not TT’s duty to do such tests elsewhere. RA: road safety audit in progress All items will be dealt with apart from pothole repair on diversion routes. This is not a TT problem
3.1	RA	Advise CCTT if there are any errors in the record, e.g. about interpretation of Edinburgh Street design guidance	NA
4	MB	Draft an articulation about discrepancies in statements about responsibility to repair diversion routes to Hannah Ross by the end of April.	NA
5.1.1	RA	issue small-model tables prior to relevant meeting	NA
5.6.2	RA	explain lack of lighting on Pilrig OLE poles	RA: SFN says there will be other light-sources here so it will be OK. [Successful] testing was done a few months ago.
5.6.4	JM	send details of lighting issues to RA	NA
5.6.5	RA	respond to details of lighting issues	NA
5.7.1	TT	look into possible mitigations for kerb at Foot of Leith Walk	RA: issues here may be caused by a cycle-lane being absent. TT has looked into addition of bollards.
6.3	CCTT and TT	meet offline to resolve differences in expectations	NA
7.1	TT	issue information requested in item 7.1
7.3	RA	send to CCTT the relevant test sheet and the schedule for completion of footpaths etc	RA: this is now on the TT dashboard

2 Queries and issues identified by CCTT

All queries to be responded to by TT at the meeting or by an agreed date (some of these may have been raised by email earlier this month).

2.1 NTBCC

2.1.1 When will the work at Blenheim Place and Elm Row be completed including the removal of the redundant pedestrian crossing on Leopold Place (including the redundant tactile paving)?

• TT: this work may tip into June but will be done by project drop-dead date (23 June). TT is focusing on getting traffic management away from Blenheim Place ASAP.
  • MB: the new central island has been damaged. There is subsidence at the bottom of Blenheim Place.
  • TT: TT is aware of island-damage. CEC and SFN are investigating the subsidence and will fix it as part of the work in this area. It may be due to TT’s ducting work here.

2.1.2 Has any decision been reached on the use of tactile paving at junctions with continuous footways and if so when will this be installed?

• RA: TT has raised this concern with SFN as a set of defects: TT is sure that 4 junctions (Brunswick St, Dalmeny St, Lorne St, Jane St: these are all < 5m wide and are used by more than 20 vehicles per hour) are defects but is waiting on the contractor’s response about 15 more. This topic will also come up in the road safety audit.

2.1.3 What plans are there for the relocation or location of planters and bins along the route to meet the needs of residents and businesses?

• RA: it appears that planter-roll out is going fairly well
  • HT: should there not have been consultation with CCs on planter locations?
  • RA/CW: no – information should have been provided. There should have been some engagement with CCs but there have been very few complaints via TT’s contact centre. TT looked hard at which locations would be appropriate, including considering impact on businesses. TT also engaged with local councillors.
  • MB: a wheelchair user’s view is significantly obstructed by the height of planters, thus impeding his progress.
• RA: All bins have been installed, however there may be changes to communal bins after trams-testing/commissioning and track-slab repairs. Overflowing bins should be reported in the normal way.

2.2 LHNCC

2.2.1 The new box junction at North Leith Sands only covers inside lane of traffic and is extremely dangerous and there has already been an incident there. As drivers move to exit or enter outside lane traffic does not stop. What is TTN response?

• RA: NLS does not sit with TTN, but TT has been speaking with the relevant CEC team, including road safety..

2.2.2 When will Ocean Drive box junction be reinstated? The only new road markings are for cyclists.

• RA: this has been raised appropriately.

2.3 LLCC

No items raised

2.4 LCCC

2.4.1 When will litter bins be installed along the length of Leith Walk (London Rd to Foot)? When will regular street sweeping be brought back?

See item 2.1.3 for discussion of bins.

• RA: street sweeping will probably start in mid-June. Action: RA to ascertain when pavement-sweeping will start.

2.4.2 When will secure fence between 165 Leith Walk and tram substation (taken down to facilitate erection of latter) be reinstated? Securing the site only with a cable tie appears negligent, given recent fire-raising incident.

• CCTT: a spiked fence would be preferable here.
  • Action: CW to chase this matter

2.4.3 Pilrig Muddle: plans for detailing on north side where new paving meets existing pavement near gully?

• Action: TT to send relevant plans to HT.
  • MB: the relevant sectional completion date (and other SC dates) are long past. For example, Ocean Terminal should have been finished in February but work is still in progress.
  • Action: TT to provide an update before the next meeting

3 From here to post-defect and beyond

3.1 Site visit on 28/4/23 with city and community councillors: what are TTN take-aways?

• MB: Cllrs Day, Arthur, Caldwell, Rae, Dalgleish attended this visit, along with some CCllrs and Edinburgh Access Panel. There was a positive conversation. A blind CCllr highlighted issues with tactile paving, which Cllr Arthur appeared to understand. The positive CCTT/TT relationship was emphasised, with a view to repeating this in future projects. CCTT’s view is that the trams are more than just 2 rails in the road. Cllr Caldwell may produce a summary note.

3.2 Clarification whether all issues arising from TTN works are now handled by CEC’s normal channels (0131 200 2000) as per Project Newsletter 28 April 2023.

• CW: There have been 16 calls so far to 0131 200 2000 (option 9), which is specific for trams to Newhaven. Email and social media remain in-house with TT. A long-term ‘solution’ will be set up towards the project completion date.

3.3 Road-safety audit and reactions to it by TTN, contractors: arrangements for sharing with CCTT and publication?

• RA: SFN still needs to respond to this audit, so publication may be some time away.
• RA: I, CW and Hannah Ross will remain in-post for 5 weeks after completion (23 June).

3.4 Sectional completions and handover: reassurances sought that no corners will be cut given delays reported for eight sections relative to SC2 targets. How will completion of ‘localised work sites’ within sections already completed be monitored and managed?

• RA: only 3 sections have not been completed and handed over to CEC (i.e. the dashboard is out of date). These are Ocean Terminal, OT to Melrose Drive, Melrose Drive to Newhaven. All of the route will be handed over by 23rd June.
  • CW, there are ‘carve-outs’ in some ‘completed’ sections. These carve-outs are Blenheim Place, Elm Row, Newkirkgate (landscaping by Laurie St), Bernard St/Baltic St, Hawthornvale. These are not localised worksites.
  • There was discussion of a pothole in the Pilrig area.
  • RA safety-critical defects must be fixed before SC2-handover. Others can be fixed in the 5 weeks after completion.
  • RL The Managed Delivery Unit (Steve Jackson and TurnerTownsend) will manage such fixes up to the end of June. After that, MDU will have some presence, as will RA, Hannah Ross, CW.
  • There was discussion of reinstatement of a welfare unit in LHNCC area.
  • Action: TT to explain how contractor is ‘incentivised’ to fix defects, especially if they are likely to take > 5 weeks to fix.

3.5 ‘Pilrig Muddle’: timeline to completion?

• CW: this is in progress

3.6 Post-completion: continuity and succession arrangements

• RA: Currently the client project-team is working with MDU. RA, CW, H Ross will remain for at least 5 weeks after completion. They are finalising the handover document, and working with CEC departments. A smaller scale version of the MDU will be retained for the 2-year defect period.
  • On 1 September, the project will become part of CEC ‘business as usual’. RA etc will help with this transition and closing-out of the contract.
  • HT: CCTT suggests the team is kept together longer, in case handover is not fully bedded in by 1 September.
  • RA: we will ensure complete succession with all information on processes etc handed over.
  • RA: After 31 August, issues should be reported via the usual CEC channels. Defects will be then reported to MDU, who will go back to the contractor. CEC manages MDU.
  • CW: TT offices (165 Leith Walk) are being demolished starting 13 June.

3.7 Lessons Learned: appointment of facilitator and other updates?

• RL: H Ross is sourcing the facilitator via Steve Jackson/TurnerTownsend.
  • RL: the venue is likely to be Anturas’ offices. This event will be on 9 June.

3.8 Review of The Edinburgh Street Design Guidance Factsheets: what input will be provided by TTN to this process?

• RA: there have been meetings over the last few months involving many CEC departments. ESDG is guidance that can be interpreted. This process is owned by Daisy Narayanan.

4 TT reports and updates[1]

4.1 To discuss: indicator/s showing progress of (percentage relative to total contractual sqm) completion of the public realm outside the tram track, ideally broken down by pavement, roadway, cycle path and other surfaces.

• MB: the two new metrics (paved areas, asphalt) are on the dashboard. 2500m² are not yet complete, and the current rate implies this will take 2 months. The data also suggest that all footpaths can be completed by 23 June.
  • RA: TT is concentrating on testing and commissioning but is also pushing on surfaces.
  • RA: the dashboard figures only cover to the end of April.
• MB: 4 tram-stops remain uncompleted.
  • Action: CW to check this data is correct.
• MB: there are over 75 defects in the McDonald area
  • RA: these are mostly cracked pavement slabs.
• MB: there are 350 hard landscaping defects: Does TT have sufficient resources to fix them?
  • RA: yes, and there is the 5-week ‘contingency’ period after 23 June. TT has a defect rectification team, which is focusing on track-slab repairs. It is closing 60 to 70 defects per week.
• There was discussion of whether issues caused by construction work but are outwith the TT project area are defects.
• Action: TT to supply updated dashboard/data mentioned in this section

4.2 To discuss: full versions of ‘sectional completion dates’ and ‘escalated defects’ (only partially shown on dashboard

• It was noted that this data is out of date. There was discussion of location of carve-outs on the ‘heat-map’.

4.3 To note: verbal update and ‘walk-through’ the remaining 72 days to completion: what we can expect to see and when?

No discussion

4.4 To note: remaining dashboard sections

No discussion

4.5 To note: summary of the most recent Tram Project Board (and sub-groups) meeting/s on a confidential basis

• RL/RA: there was coverage of handover plans and close-out/current status, preparation for ‘open for revenue service’ and ‘ready for operations’, project finances with respect to project close-out.
• RA: TT is a few days away from simulating full service. There have been some traffic signal changes to facilitate desired journey-times. The control centre at Gogarburn ‘sees’ what drivers are seeing via cameras. Testing uses empty rolling-stock – fully-laden testing isn’t needed for this project.
• RL: there is now a self-certification process, rather than going via the railway inspectorate.

4.6 To note: Summary of TT meetings with Active Travel and Business Groups

• CW: meetings with Constitution St businesses are ongoing. A Leith Walk business owner is trying to co-ordinate businesses in her area.
• RA: I met with Spokes last week. Spokes now accept that construction has generally met the ESDG.

5 AOB

None

6 Date of next meeting and guests

15 June, no guests

[1] Papers: Dashboard, Geographical breakdown