Agendas, reports and minutes

 

Minutes of Meeting of the Skye, Ross and Cromarty Area Committee held in the Chamber, Dingwall, on Wednesday, 6 August 2014, at 10.30 a.m.

Dr D Alston, Mrs J Barclay, Mrs B Campbell, Dr I Cockburn, Mr R Greene, Mr C Fraser, Mr H Fraser, Mr G MacKenzie, Mr A Mackinnon, Mrs A MacLean, Mrs M Paterson, Mr M Rattray, Mr I Renwick, Mr A Rhind, Dr A Sinclair, Mrs M Smith and Mr J Stone.

Officials in Attendance:

Mr D Haas, Acting Head of Community and Democratic Engagement        
Ms D Ferguson, Senior Ward Manager, Ross, Skye and Lochaber
Ms C McDiarmid, Head of Policy and Reform
Chief Insp Ross McKillop, North Area Commander, Police Scotland
Mr S Hay, Local Senior Officer for the Highland Area, Scottish Fire and Rescue Service
Mr P Green, Group Manager, Scottish Fire and Rescue Service
Ms T Luxton, Area Community Services Manager, Skye, Ross and Cromarty
Mr J Steven, Head of Education
Mrs R Moir, Principal Administrator, Chief Executive’s Office
Mr L Gallagher, Youth Trainee, Finance Service  

An asterisk in the margin denotes a recommendation to the Council.  All decisions with no marking in the margin are delegated to the Committee.

Mr H Fraser in the Chair

Preliminaries – Recess Powers

The Committee NOTED that the recess powers granted by the Council at its meeting on 26 June 2014 had not required to be exercised in relation to the business of this Committee.

1.  Apologies for Absence
Leisgeulan

Apologies for absence were intimated on behalf of Mr M Finlayson, Mr J Gordon, Mrs I McCallum, Mr D Millar, Mrs F Robertson and Mrs C Wilson.

2.  Declarations of Interest
Foillseachaidhean Com-pàirt

The Committee NOTED the following declarations of interest:-

• Item 7 - Mrs A MacLean (non-financial)
• Item 10 – Mr R Greene (non-financial)

3.  Highlands and Islands Enterprise - Presentation
Iomairt na Gàidhealtachd agus nan Eilean – Taisbeanadh

The Chairman confirmed that this item had been withdrawn, the speaker having unfortunately been unable to attend the meeting.

The Committee NOTED the position, and that efforts would be made to re-arrange the presentation for the Committee’s next meeting.

4.  Engaging with Police and Fire and Rescue Services at Area Committee
A' Conaltradh ris na Poilis agus Seirbheisean Smàlaidh is Teasairginn aig a' Chomataidh Sgìreil

In accordance with Standing Order 18, with the consent of the meeting, Item 17 on the agenda was taken at this point.

There had been circulated Report No. SRC33/14 dated 29 July 2014 by the Head of Policy and Reform describing the role of Members in engaging with the new national services for police and fire and rescue.  The report was provided as context for Members in considering the first round of performance reports from the national bodies at the Area Committee.

The report reminded Members that the Police and Fire Reform (Scotland) Act 2012 had established the Police Service for Scotland (Police Scotland) and the Scottish Fire and Rescue Service (SFRS) and in so doing had abolished the former forces and their governing bodies (such as the Northern Joint Police Board and the Highland and Islands Fire Board).  The report outlined the new roles for local authorities set out in the Act in relation to local policing and local fire and rescue services and how these had been addressed to date by the Highland Council, in particular through the scrutiny role of the Community Safety, Public Engagement and Equalities and Education, Children and Adult Services Committees.  Members of these Committees had also participated in workshops and had identified a range of improvement actions, as listed in the report, to support them in their role locally, including the provision to Area Committees of performance reports for police and fire services. 

The report also supplied Members with an extract from the Collaborative Statement of Good Local Scrutiny and Engagement agreed between the Government, Cosla and police and fire services, setting out good practice principles for local authorities in scrutinising the new national services.

The Committee NOTED:-

i.      the requirements on the Council for the engagement and scrutiny of police and fire and rescue services;

ii.    the governance arrangements the Council had in place for this purpose through strategic, non-strategic and Area Committees, as well as partnership arrangements through community planning and District Partnerships;

iii.   that local Members had important engagement and scrutiny roles, but had no role in specifying operational matters or in agreeing resource allocation; and

iv.   the expectation that the Council’s approach to engagement and scrutiny of the national services, which had been well received to date, would in due course be scrutinised by the national inspection bodies for the police and fire and rescue services.

The Committee also AGREED to scrutinise the performance of the police and fire and rescue services based on the information provided for the Committee, and to make use of the good practice guidance for doing so, as set out in Appendix 2 to the report.

5.  Police - Area Performance Summary
Poilis – Geàrr-chunntas an Dèanadais Sgìreil

There had been circulated Report No. SRC/21/14 dated 19 July 2014 by the Highland North Area Commander for Police updating Members on progress in the Skye, Ross and Cromarty area during the period 1 April to 29 June 2014, with reference to the five local priorities within the Highland 2014-2017 Policing Plan: Road Safety, Alcohol and Drugs Abuse/Misuse, Antisocial Behaviour/Disorder, Crimes of Dishonesty and Protecting People. 

The report summarised road traffic accident and offence statistics; road safety campaigns and initiatives; checks of licensed premises; antisocial behaviour/disorder statistics; crimes of dishonesty statistics, campaigns and initiatives; and statistics and initiatives relating to the work of the Public Protection Unit.

During discussion, the Area Commander clarified some of the terminology/procedures referenced in the report and confirmed in response to questions that:-

• the link between alcohol/drugs abuse and anti-social behaviour was well-recognised
• progress was being made in tackling hate crimes and domestic abuse cases
• police officers continued to address instances of dangerous parking and would deal with other reported parking infringements as workloads permitted
• major events were important to the local area and were planned and managed on a multi-agency basis.

Having welcomed the overall positive trends being evidenced, and the responsiveness shown to Member requests on future report content, the Committee NOTED:

i.      the progress report and that further reports would be brought to the Committee twice per year;

ii.    that statistics would be broken down to Ward level where possible;

iii.   that future performance reports would include information on wildlife crime; and

iv.   that further discussions could be held involving Community Services and the Police on the options for improving advance signage alerting motorists to accident locations/road closures, particularly in remote areas with few diversion options.

6.  Fire and Rescue Service
Seirbheis Smàlaidh is Teasairginn

There had been circulated Report No. SRC/22/14 dated 14 July 2014 by the Local Senior Officer for Fire and Rescue setting out, for scrutiny and comment, the Area Committee Plan for Skye, Ross and Cromarty for 2014-15 and also a Performance Report for Skye, Ross and Cromarty for the period April-May 2014, together with performance figures for the years 2010/11 to 2013/14.

The Area Plan set out the fire and rescue service and wider partnership activities for delivery across the Skye, Ross and Cromarty Area over the current year, in the context of the agreed Local Fire and Rescue Plan for Highland 2014-2017.  The Performance Report detailed areas of activity and service delivery set against the main priority areas identified by communities during Ward consultation sessions carried out in 2013, i.e. reductions in the following: accidental dwelling house fires and the resultant fatalities and casualties; deliberate fires; road traffic collisions; and the number of attendances to unwanted fire alarm signals (false alarms).

In speaking to the report, the Group Manager for the area clarified some of the terminology/procedures referenced therein.  His responses to questions included outlining:-

• how the availability of Home Fire Safety Visits was publicised
• the role of the Scottish Fire and Rescue Service (SFRS) in seeking to reduce the number of instances of deliberate fires
• steps being taken by SFRS to harmonise its policy approach to tackling attendances at false alarms

He also confirmed that the SFRS continued to work with partners to promote the installation of sprinkler systems in domestic and commercial premises.

After discussion, the Committee NOTED:-

i.      the Area Committee Plan for Skye, Ross and Cromarty for 2014-15 and the circulated performance information;

ii.    that further reports would be brought to the Committee twice per year; and

iii.   that future performance reports could include information on the performance of individual stations within the Committee’s area.

7.  Capital Projects - Investing in Skye, Ross and Cromarty 
Ùr-fhiosrachadh Prògram a’ Chalpa – In-ionmhas san Eilean Sgitheanach, Ros agus Crombaidh

Declaration of Interest – Mrs A MacLean declared a non-financial interest in this item as a Director of Ross-shire Women’s Aid, but, having applied the test outlined in Paragraphs 5.2 and 5.3 of the Councillors’ Code of Conduct, concluded that her interest did not preclude her involvement in the discussion.

There had been circulated Report No. SRC/23/14 dated 22 July 2014 by the Director of Finance listing the capital projects included in the Council’s capital programme being delivered in the Skye, Ross and Cromarty Area in financial year 2014/15, and the in-year budgets for these projects.  Details of capital jobs undertaken within the area as part of generic Council-wide capital projects had not been included in the report.

During discussion, a number of Members, in requesting more information on specific individual entries on the list, commented that the lack of any narrative against each entry inhibited meaningful Member scrutiny/comment/discussion thereon.

Responses to comments included:-

• updates would be provided to individual Members concerning those projects on which they had sought further information
• the inclusion in future such reports of more detailed narrative relating to individual projects would be explored, with a view to providing greater clarity and permitting more meaningful Member scrutiny.

The Committee NOTED the budgeted capital projects being delivered in the Skye, Ross and Cromarty Area in 2014/15.

8.  Communities’ Panel Development
Leasachadh Panal nan Coimhearsnachdan

There had been circulated Report No. SRC/24/14 dated 16 July 2014 by the Head of Policy and Reform summarising the approach to developing the Council’s new Communities Panel, with particular reference to the Skye, Ross and Cromarty Area.

The report advised that the Communities Panel, comprising organisations across Highland, would exist alongside the Citizens’ Panel and be available for responding to survey-based consultations.  It set out the criteria to be applied to ensure that the groups on the Panel were representative of Highland communities; provided a draft list of bodies which would be invited to take part; and advised that the Highland Third Sector Interface had also been asked to assist in distributing invitations to its contacts.  Those invited to participate would be asked to nominate a contact who would receive and respond to surveys on the group’s behalf.

The first focus for the Communities Panel would be to respond to the second phase of the Council’s Budget Consultation, from late September until November 2014.  The Panel would also provide a useful tool for ongoing consultation and engagement with communities across Highland, both on a pan-Highland basis and at a local level, for area-based consultations.  It would also be available for Community Planning Partnership partner use and would be constructed with that in mind, so as to address issues such as data sharing and data protection.

During discussion, a number of suggestions were made as to possible additions to the draft list of potential invitees, including church organisations, pupil councils, local development trusts and local amenities groups.

After discussion, the Committee NOTED the approach to developing the Communities Panel outlined at section 2 of the report; and AGREED that:-

i.      organisations identified at the meeting by individual Members be considered for inclusion in the draft invitation list provided at Appendix 1 to the report; and

ii.    the draft list be further considered at Ward Business Meetings, with a view to identifying other organisations for possible inclusion.

9.  Cycling, Walking and Safer Streets Programme
Prògram Rothaireachd, Coiseachd agus Sràidean nas Sàbhailte

There had been circulated Report No. SRC/25/14 dated 20 June 2014 by the Director of Community Services inviting Members to approve the projects delivered through the Scottish Government funding for Cycling, Walking and Safer Streets for the Skye, Ross & Cromarty Area, as set out in Appendix 1 to the report.  

The report advised that the Highland Council Road Safety Unit worked with Schools to produce a School Travel Plan (STP) that focused on the journey to/from school and demonstrated the school’s all-round commitment to develop Safer Routes to School (SRTS) and to achieve a modal shift on the school run, encouraging healthier and greener methods of travel and supporting the Council’s Carbon CLEVER initiative by reducing carbon emissions. 

The report outlined the CWSS funding levels available in 2014-15, the grant award criteria and the application process, together with details of the specific applications.  It explained that the costs detailed were estimated and, if the proposals were approved, the schemes would be put out to tender and implemented on a priority basis, to allocate the funding available.  If funding in 2014/15 was insufficient, any schemes not delivered would be carried forward to the next financial year. 

During discussion, it was confirmed that individual school websites provided information on their respective School Travel Plans.  

The Committee APPROVED the Safer Routes to School (SRTS) Projects listed in Appendix 1 to the report; and NOTED that the Road Safety Unit would continue to work with schools to develop further SRTS Projects for future years.  

10.  Landfill Communities Fund
Maoin Choimhearsnachdan an Tiodhlacaidh Sgudail

Declaration of Interest – Mr R Greene declared a non-financial interest in this item as a Trustee of Wester Ross Fisheries Trust, but, having applied the test outlined in Paragraphs 5.2 and 5.3 of the Councillors’ Code of Conduct, concluded that his interest did not preclude his involvement in the discussion.  

There had been circulated Report No. SRC/26/14 dated 17 July 2014 by the Director of Community Services on an application to the Highland Council Landfill Communities Fund.  The report explained that the Landfill Communities Fund (LCF) allowed landfill operators such as the Highland Council to offset 5.1% of their landfill tax liability, and gave a 90% tax credit against their donations to organisations who delivered Environmental Objectives and were registered with ENTRUST, the Government regulator for the LCF.  The Highland Council had removed the need to register bids with ENTRUST by employing E B Scotland, a ‘Distributive Environmental Body’, who in turn registered the projects in the Council’s name and undertook all regulatory and administrative responsibilities.   

At its meeting held on 15 May 2014, the Community Services Committee had agreed that the Council distribute its Landfill Communities Fund to local biodiversity conservation projects, with a maximum contribution of £10,000 to any one project annually, subject to approval by the appropriate Area Committee.  The application before this meeting, from Wester Ross Fisheries Trust, proposed the establishment of an Angling Advisory Service for the Gairloch Area, comprising an innovative interactive website permitting anglers to input material directly in the form of, for example, photographs of environmental degradation, invasive species, catch composition, location and quality.  

During discussion it was suggested that information on the Fund be passed to the members of the Communities Panel (item 8 above refers).  

The Committee AGREED that the application by the Wester Ross Fisheries Trust for the establishment of an Angling Advisory Service for the Gairloch Area, as detailed in the Appendix to the report, be submitted to ENTRUST for their consideration; and NOTED that the Trust would be invited to consider disseminating information on the project via the angling press.  

11.  Housing Performance Report
Aithisg Dèanadais a thaobh Taigheadais  

There had been circulated Report No. SRC/27/14 dated 24 July 2014 by the Director of Community Services providing information on Housing performance indicators during the year 2013/14, based on the agreed reporting framework.  Statistics were provided on repairs, tenancy management, rent arrears and homelessness/homeless prevention.  Information on other Housing management performance was provided in Appendix 1 to the report.  Views on the performance reporting arrangements for the new Community Services would be sought at the Community Services Committee meeting on 21 August 2014 and these would be reflected in future Area Committee reports.  

During discussion, the Community Services Area Manager acknowledged that much of the Service’s effort was focussed on a relatively small proportion of the housing stock and advised that the creation of capacity to permit an annual visit to all premises was being explored.  

Other responses to questions included:- 

• an explanation of the process required following fire damage to premises and acknowledgement that this could be time consuming
• confirmation that further clarification would be sought on the statistical variations in recent years in relation to re-let times in Ross and Cromarty.

The Committee NOTED the information provided on housing performance in the period from 1 April 2013 to 31 March 2014.

12.  Grounds Maintenance Programme
Prògram Gleidhidh Thalmhainn

There had been circulated Report No. SRC/28/14 dated 24 July 2014 by the Director of Community Services detailing performance management information for the Grounds Maintenance Services from April to June 2014.  The report outlined the current grass cutting contracts in place throughout the Committee’s area and reminded Members that arrangements for the delivery of the Grounds Maintenance Service, and the resources available, had been reported to the Committee at its meeting on 5 February 2014.  In addition, the Audit and Scrutiny Committee, at its 19 June 2014 meeting, had considered a summary of the findings of an audit of monitoring of grass cutting contracts during the 2012 season, together with an audit report action plan, and would consider an update on this action plan at its meeting on 21 August 2014.  

The report summarised the various activities carried out across the area; the Grass Cutting Amenity Standards specified in the Grounds Maintenance Service Level Agreement; progress on the mapping exercise being undertaken to provide a comprehensive database of all grass cutting areas; the inspection regime in place for contract supervision; management action taken in response to the current season’s exceptional growth levels; and consultation with Ward Members on any variations of agreed standards at specific sites.  

Comments during discussion included:-

• recent performance improvements in a number of areas were welcomed and thanks should be conveyed to staff for their efforts
• the responsiveness of the new management team was welcomed
• the acquisition by the external contractor of equipment more suited to the specific requirements of the contract was welcomed
• it was important that contractual terms be clearly expressed and include clarity on expectations.  

Concerns expressed included:-

• damage to memorials in cemeteries
• timing of weed-killer application
• the closure for the current year of the garden aid scheme for elderly and disabled Council tenants, the scheme having been fully subscribed.  

After discussion, the Committee NOTED:-

i.      the performance management and remedial action information on the grounds maintenance service, as set out in the report;

ii.    the management action taken to address the performance issues identified; and

iii.   that the Community Services Committee would be asked to consider a one year extension to an existing outsourced contract, to bring it into line with other arrangements.

The Committee also AGREED to review required service standards at future Ward Business meetings, and NOTED that any changes made to priorities had to be cost neutral.

13.  Tain & Easter Ross Discretionary and Youth Work Fund Support for Tain & District Youth Café YMCA
Taic Maoin Bhreithneachail agus Obrach na h-Òigridh Bhaile Dhùthaich is Ros an Ear do Café Òigridh YMCA Bhaile Dhùthaich agus Sgìre  

There had been circulated Report No. SRC/29/14 dated 22 July 2014 by the Acting Head of Community and Democratic Engagement inviting Members to homologate £8,268 funding already provided, and approve an additional £8,268 funding from the Tain & Easter Ross Discretionary and Youth Work Funds, to support the cost of the Tain and District Youth Café YMCA’s Youth & Community Worker.  The report provided detail about the activities of the Youth Café, including its drop-in facilities, planned programmes, social evenings and structured educational, social and development programmes, and of the Youth and Community Worker post, which delivered much of the programme, together with information on the project’s funding arrangements, including its three-year contribution from Children in Need.  

The Committee HOMOLOGATED the awards made of £3,518 Tain & Easter Ross Ward Discretionary funding and £4,750 from Tain & Easter Ross Youth Funding to the Tain and District Youth Café YMCA, towards the cost of the Youth and Community Worker post; and APPROVED a further payment of £3,518 and £4,750 respectively from each of these budgets, bringing the total funding from the Council to £16,536.

14.  Common Good Funds
Maoin Maith Choitchinn

There had been circulated Reports Nos. SRC/30a-e/14 dated 16 & 22 July 2014 by the Acting Head of Community and Democratic Engagement providing for consideration a monitoring statement for each of the five Common Good Funds: Cromarty, Dingwall, Fortrose & Rosemarkie, Invergordon and Tain.  

The Committed NOTED the update information provided in relation to each Fund.  

15.  Associated School Group Overview - Tain Royal Academy
Sealladh Coitcheann air Buidheann Sgoiltean Co-cheangailte
Acadamaidh Rìoghail Bhaile Dhùthaich

There had been circulated Report No. SRC/31/14 dated 11 July 2014 by the Director of Education, Culture and Sport, providing an update of key information in relation to the schools within the Tain Associated School Group (ASG), and providing useful links to further information in relation to these schools.

The report contained detailed information on attainment and the findings of the most recent Education Scotland inspection and Standards and Quality Report.  Details of wider achievement and notable successes were provided for all schools within the ASG.  In addition, the report contained statistics on school leavers, school rolls, attendance/ absence/exclusions, staffing and funding.  With regard to school buildings, information was provided on suitability, condition and occupancy, as well as current/future investment.  

During discussion, the Head of Education confirmed that:-  

• he would explore any potential explanation as to the recent significant drop in pupil leaver numbers at Tain Royal Academy
• a revised Council presentation policy was in preparation, particularly in light of the introduction of new national qualifications.  

The Committee NOTED the terms of the report.

16.  Education Scotland Report – 6 February to 1 July 2014
Aithisgean Foghlam Alba – 6 Gearran gu 1 t-Iuchar 2014  

There had been circulated Report No. SRC/32/14 dated 21 July 2014 by the Director of Education, Culture and Sport providing details of Education Scotland’s inspections of Knockbreck Primary School, St Clements School and Kiltearn Primary School and Nursery, all in the Skye, Ross and Cromarty Area, during the period 6 February to 1 July 2014, for Members’ scrutiny and monitoring.  

Having heard the Head of Education express his confidence that the Action Plan being devised by the new Head Teacher at St Clements School would lead to significant improvements, the Committee NOTED the terms of the report.  

17.  Minutes
Geàrr-chunntas

There had been circulated and were NOTED Minutes of the Skye, Ross and Cromarty Area Committee held on 30 April 2014, which had been approved by the Council on 8 May 2014.

Arising from the Minutes, the Committee NOTED that information would be provided to Members providing updates on:-

i.      the exercise of delegated powers with regard to further funding awards from the Deprived Area Fund for 2014-15 (item 4); and

ii.    the work of the Climate Change Team (item 8).  

The meeting ended at 1.20 p.m.