Date of Meeting: 24 April 2025
Present
TTN – Robert Armstrong (p/t) and Chris Wilson
CCTT – Harald Tobermann and Charltte Encombe (LCCC), Elaine Dick (LHNCC), Angus Hardie and
Andrew Mackenzie (LLCC), Mike Birch (NTBCC)
Apologies
Douglas Tharby (LHNCC)
Meeting Notes

1. Matters Arising
   It was agreed that notes of these meetings should be published on community council
   websites and otherwise circulated in local communities to raise awareness of the ongoing work by CCTT and TTN. A list of Quick Wins had been circulated but feedback from the CCTT members was still required. Once this had been agreed by CCTT members, it would be sent to Robert to confirm that these items met the criteria for being treated as Quick Wins. It was noted that there are some actions outstanding from the last meeting. Mike agreed to
   circulate an action log highlighting incomplete actions.
   Actions:
   All CCTT members to ensure meeting notes distributed
   All CCTT members to highlight any issues to be added to Quick Win list by 2 May
   Mike to forward updated Quick Win list to Robert
   Mike to issue action log from meetings showing action status
2. Review Action Plan
   It was noted that in part due to delays in CCTT input, there were still some updates of the master list spreadsheet outstanding. It was agreed to seek a revised date from Robert for the completion of this update. There was some discussion about the meaning of the RAG methodology. It was agreed to seek clarification from Robert.
   With regard to the ‘Initial Works on Site’, it was agreed that it would be helpful to have a
   scope of work for the planned work.
   It was noted that there was no date provided for the Stage 4 RSA. It was agreed that this
   date should be added for visibility and that from a CCTT perspective it should be undertaken asap as this was a key element in determining the final work list.
   It was noted that it was now planned to provide Business Bulletin updates for the May and June TEC meetings rather than a full report which was now scheduled for the October meeting. It was also requested that the date of planned TTN Project Board meetings should be added to list.
   Actions:
   Robert to provide narrative on RAG methodology and confirm timing for completion
   Robert to provide scope of work for work planned to start on 5 May
   All to review meeting dates and provide feedback to Mike by 9 May
   Robert to add Stage 4 RSA with planned date
   Robert to add planned Project Board meeting dates
   Mike to reissue Action List once updated
3. Master List
   There was a brief discussion about the status of the Master List, but this was deferred
   pending the arrival of Robert. Elaine noted that there were some items on a list of
   Landscaping work provided by Chris that were not on the Master List. Elaine also noted that there were differences in the text of the Master List compared to the feedback provided by LHNCC on the actions required to address the outstanding issues. It was agreed that there should be only one list and that any apparent discrepancies should be highlighted to Robert.
   The discussion then addressed the planned Dashboard. It was agreed that this should be as simple as possible to aid communications and avoid unnecessary work. It should be possible to categorise the outstanding work by TTN Section (rather than CC area), Type, RAG, Open/Closed, Ownership and whether the item was regarded as Quick Win.
   Actions:
   Elaine to provide feedback on discrepancies on the Master List
   Robert to update the Master List as required and provide a definition of each column
   Robert to provide expanded Dashboard for CCTT review
   All CCTT Members to provide feedback on Dashboard
4. Any Other Business
   It was agreed that if the Council issued a media briefing or had responded to specific media enquiries on TTN matters that CCTT (Harald) would be notified/copied.
   There was a discussion about certain landscaping work in the LHNCC area. Robert explained that some of this work was outside of the project scope and could not be completed without third party agreement or action. It was agreed that this issue applied to other issues on the Master List (e.g., utility works) and that it would be helpful to add a column to the Master List which allowed the need for a third-party agreement/action to be readily identified. There was a brief discussion about the dates for ‘Monthly CCTT/TTN Meetings’ shown on the Action Plan and it was agreed that these would need to be confirmed. As the McDonald Road Library is closed on Thursday evenings, we would need to confirm an alternative location for the meetings. Various options were mentioned as possibilities.
   Actions:
   Chris to ensure Harald notified about media contacts
   Robert to update spreadsheet with completed third-party agreement/action column
   Robert to populate the hidden ‘Ownership’ column where appropriate
   Robert to check if portacabins at 165 Leith Walk could be made available,
   Elaine to check availability of New Kirkgate Community Centre.
   Charlotte to reserve Nott as a fallback

Notes of Trams to Newhaven (TTN) Team/Community Councils Together for Trams (CCTT) Meeting

Date of Meeting: 25 March 2025 (No 1 – 2025 series)

Present

TTN – Robert Armstrong and Chris Wilson
CCTT – Harald Tobermann (LCCC), Elaine Dick (LHNCC), Angus Hardie and Andrew Mackenzie (LLCC), Mike Birch (NTBCC)

Apologies

Charlotte Encombe (LCCC)

Meeting Notes

1. Meeting Housekeeping and Protocols It was agreed that meetings at least initially would take place monthly, in-person and subject to confirmation of availability on the last Thursday of each month at McDonald Road library. Meetings on TEAMS or at less frequency may be considered later in the year. Issues discussed at meetings and points made by attendees would not be circulated outside of meeting other than as part of agreed meeting notes. CCTT members would still be able to respond to queries about the status of specific issues in their area. Meetings would continue until the end of 2025 at which time it was expected that the need for the TTN/CCTT group would be finished and a final close out report prepared for TEC review. Notes (rather than detailed minutes) of each meeting would be prepared and issued for review by TTN team before wider distribution. Harald offered to continue as the CCTT spokesperson which was accepted. It was agreed that the list of outstanding issues should not be published until it is complete and ready for review by the Transport and Environment Committee. A dashboard which is under development would be used to monitor and report progress. Actions:
   Harald to confirm meeting arrangements/booking
   Robert to draft dashboard for review at next TTN/CCTT meeting
2. Meeting Purpose It was agreed that the purpose of the meetings was to:
   • ●  Compile a comprehensive master list of remaining issues
   • ●  Agree the prioritisation of those issues for resolution
   • ●  Monitor progress against agreed action plans
   • ●  Receive updates on other TTN-related issues (e.g., Project Board meetings, RSA progress and findings)
3. Development of Master List Harald explained the process for the production of the master list which was largely the result of the detailed inspection of the route by Robert and Chris but also included issues identified by stakeholders, local Councillors, descoped from project and as a result of the RSAs that had been undertaken. This list, which has a non-trivial number of items, had been split by Community Council area and issued for review. As a result, some additional issues had been identified but it was acknowledged that further review of the route by the CCTT members was required before it could be considered complete.

It was recognised that there were some duplications (caused by having several independent sources) and some difficulty identifying the precise location of defects. Also, the classification used was not always helpful and this needed further review in order that a summary or dashboard could be produced.

Once a final list was agreed it was planned to undertake a RAG prioritisation exercise. Red would be those that are most significant or important and thus retained by the TTN team for resolution using project-related funds. Amber and Green would be handed to specific Council departments for resolution from normal Council budgets with those marked Amber being regarded as the priority for action. It was suggested that a column could be added to the spreadsheet to allow the issues to be identified as defect/descoped/improvement. It was noted that LLCC had been provided with all of the Constitution Street related issues even though some of these fell in the LHNCC area. It was agreed to provide Elaine with a copy of these issues.

Chris noted that he had met with Parks and Greenspaces department staff to look at soft landscaping issues in the LHNCC area. Chris agreed to provide a detailed list of their recommendations to Elaine.

Mike questioned whether signalling issues were included in the list. Robert confirmed that issues with the signalling infrastructure were included but SPRUCE- related software issues were not. There was some discussion about whether this was correct. Robert agreed to provide a justification for that decision.

The plan is for a summary of the master list to be presented to the June TEC meeting with a final close out report of the TTN project occurring at the end of 2025 or early 2026. In order to meet the deadlines for the June TEC meeting, the final list would need to be available for mid-May. This would require all CCTT input to be provided by the end of April. This timing would be confirmed at the next planned TTN/CCTT meeting. Once agreed no further issues would be added to the list.

Actions:
All CCTT to complete review of their section of TTN route and provide final input Robert to confirm timing of inputs required for June TEC
Robert to issue document regarding SPRUCE-related issues
Mike to provide Constitution Street issues to Elaine
Chris to provide soft landscaping issues to Elaine

4. Next Steps

Robert explained that decisions regarding the Project would continue to be largely made by the Project Board but with review by the TEC. Gareth Barwell had assumed responsibility as the Chair of this Board which included senior representatives from the Place organisation as well as members of the Communications, Finance, Internal Audit and Legal teams. As noted above, the intention was to be able to close out the project by the end of the year.