5  Monitoring Meetings and Reports

5.1  A report (the Monitoring Report) shall be issued to the Authority by the Service Provider no later than [five (5)] Business Days after the first day of each Month.  Each Monitoring Report shall be divided into three parts and include the following information in respect of the Service carried out in the previous Month:

Part 1:  Monitoring Information

(a)  the information required pursuant to paragraphs [♦] of the Output Specification;

(b)  the status of any actions from the last Monitoring Report;

(c)  report on Road Section Closures;

(d)  any other matter reasonably required by the Authority.

Part 2:  Service Delivery Information

(a)  a monthly programme of planned maintenance work;

(b)  the operational resources employed;

(c)  any issues in respect of material shortages, and product lead-in times;

(d)  connections which are outstanding and when the connections are to be completed;

(e)  a description of customer complaints made in relation to the Service;

(f)  performance compared against any Best Value performance indicators to be shown in a simple table of numbers;

(g)  environmental considerations, such as energy efficiency, obtrusive lighting, waste products and enhancements to be described in succinct prose;

(h)  innovation introduced by the Service Provider described in succinct prose;

(i)  health and safety issues shown in a simple table of numbers and/or described in succinct prose as appropriate.  This shall include, as a minimum, the accident incident rate for Personnel, the public (in so far as such accidents relate to the Service) and any notices served on the Service Provider by the Health and Safety Executive;

(j)  customer contact and dialogue to be shown in a simple table of numbers and/or described in succinct prose as appropriate;

(k)  the number of insurance claims received by the Service Provider.

5.2  A meeting (the Monitoring Meeting) shall take place no later than [ten (10)] Business Days after receipt of the Monitoring Report (or at more frequent intervals as may be required by the Authority acting reasonably).  The business of the Monitoring Meeting to review any matters arising from the Monitoring Report.

5.3  The Monitoring Meetings shall be attended by the Authority Representative and the Service Provider Representative.  They shall each procure the attendance of persons appropriate in relation to the agenda of the meeting and who have the necessary knowledge and authority to make decisions.

5.4  The Service Provider Representative shall minute the meetings and shall distribute draft minutes to the Authority Representative for agreement or subsequent amendment within five (5) Business Days of the relevant Monitoring Meeting.  The Authority Representative shall submit any amendments to the draft minutes to the Service Provider Representative within five (5) Business Days of receipt.  The Service Provider Representative shall incorporate such amendments and distribute the agreed minutes to all other attendees at the meeting within fifteen (15) Business Days of the relevant Monitoring Meeting.