Agendas, reports and minutes

A meeting of the Community Services Committee will take place in the Council Chamber, Council Headquarters, Glenurquhart Road, Inverness on Thursday 21 August 2014 at 10.30 am.

Webcast Notice: This meeting will be filmed and broadcast over the Internet on the Highland Council website and will be archived and available for viewing for 12 months thereafter.

You are invited to attend the meeting and a note of the business to be considered is attached.

Yours faithfully

Michelle Morris
Depute Chief Executive/
Director of Corporate Development

Business

1. Apologies for Absence
Leisgeulan 

2. Declarations of Interest
Foillseachaidhean Com-pàirt

Members are asked to consider whether they have an interest to declare in relation to any item on the agenda for this meeting. Any Member making a declaration of interest should indicate whether it is a financial or non-financial interest and include some information on the nature of the interest. Advice may be sought from Officers prior to the meeting taking place.

3. Recess Powers
Cumhachdan Fosaidh

The Committee is asked to note that the Recess Powers granted by the Council at its meeting on 26 June 2014 have not been exercised in relation to the business of the Community Services Committee.

4. Good News
Naidheachd Mhath

Mr Andrew Fraser, an apprentice plumber from the Dornoch depot was nominated by Inverness College as the best apprentice plumber for the session 2013/14 and received a cheque at an awards ceremony at the college.  Mr Fraser’s success is also recognition of the support and training given to him by the plumbers in the Dornoch depot.

5. Membership of Harbours Management Board
Ballrachd Bòrd Stiùiridh nan Calachan

The Committee is invited to agree the replacement of Ms M Smith with Mr G MacKenzie on the Harbours Management Board.

6. Revenue Budget 
Buidseat Teachd-a-steach

i. Final Outturn 2013/14
Fìor Shuidheachadh Deireannach 2013/14

There is circulated Report No COM/12/14 dated 7 August 2014 by the Director of Community Services setting out the Revenue Budget outturn position for the former Transport, Environmental and Community Services and the Housing and Property Service for the year ended 31 March 2014 and referring to the Council’s ‘Significant Trading Operations’ in light of the Trading Operations Review Group’s recommendation that any statutory control over trading operations should only be applied to external trading situations.

The Committee is asked to approve:-

i. the Capital Expenditure outturn position for the former Transport, Environmental and Community Services and the Housing and Property Service for the year ended 31 March 2014; and
ii. the discontinuance of the ‘Significant Trading Operations’ for roads and community works, waste management, vehicle maintenance, project design unit and building maintenance, and to continue to maintain the trading accounts for the same activities to satisfy best value outcomes.

ii. Monitoring 2014/15
Sgrùdadh 2014/15

There is circulated Report No COM/13/14 dated 8 August 2014 by the Director of Community Services inviting Members to approve the revenue budget monitoring position for the period from 1 April 2014 to 30 June 2014.

The Committee is asked to approve the report and the attached monitoring statements which show the revenue position for the period 1 April 2014 to 30 June 2014 and the actions which have been put in place to manage the budget over the remainder of the financial year.

7. Capital Expenditure        
Caiteachas Calpa

i. Final Outturn 2013/14
An Shuidheachadh Deireannach 2013/14

There is circulated Report No COM/14/14 dated 4 August 2014 by the Director of Community Services setting out the Capital Expenditure outturn position for the former Transport, Environmental and Community Services and the Housing and Property Service for the year ended 31 March 2014.

The Committee is asked to approve the Capital Expenditure outturn position for the former Transport, Environmental and Community Services and the Housing and Property Service for the year ended 31 March 2014.

ii. Monitoring 2014/15
Sgrùdadh 2014/15

There is circulated Report No COM/15/14 dated 7 August 2014 by the Director of Community Services outlining the capital expenditure monitoring position for the period from 1 April 2014 to 30 June 2014 and seeking approval of the HRA capital programme for 2014/15. 

The Committee is asked to approve:-

i. the capital expenditure monitoring position for the period 1 April 2014 to 30 June 2014; and
ii. the HRA Capital Programme budget of £51.534m for 2014/15, comprising £32.540m for the mainstream programme and £18.994m for Council house building

8. Community Services – Restructure of Area Services 
Seirbheisean Coimhearsnachd – Ath-structaradh Sheirbheisean Sgìreil

There is circulated Report No COM/16/14 dated 31 July 2014 by the Director of Community Services informing and updating Members on progress with the restructure of Community Services and recommending the creation of Assistant Area Managers to support the new Area management structure already in place.

The Committee is invited to agree:-

i. the deletion of 16 existing HC11 specialist posts and the creation of 14 generic Assistant Area Manager post to support the development of the integrated Service; and
ii. that a report come back to the next Community Services Committee detailing phase 3 of the restructure, following appointment of the Assistant Area Managers.

9. Community Services Service Plan 2014-17  
Plana Seirbheis nan Seirbheisean Coimhearsnachd

There is circulated Report No COM/17/14 dated 4 August 2014 by the Director of Community Services introducing the 2014-17 Service Plan for Community Services.  It details how the Service will contribute to the delivery of the Council’s Programme “Working Together for the Highlands”.
 
The Committee is invited to:-

i. comment on the draft Service Plan for 2014-17;
ii. agree any amendments required; and
iii. approve the Plan.

10. Housing Performance Report – 1 April 2014 to 30 June 2014    
Aithisg Coileanaidh air Taigheadas – 1 Giblean 2014 gu 30 Ògmhios 2014

There is circulated Report No COM/18/14 dated 29 July 2014 by the Director of Community Services providing information on how the Housing Section performed in relation to Scottish Social Housing Charter and other performance indicators during the first quarter of 2014/15.  The report also details targets for 2014/15 which Members are asked to consider and approve.

The Committee is invited to:-

i. note the information provided on housing performance from 1 April to 30 June 2014; and
ii. approve the targets for 2014/15 as detailed in Appendix 2 of the report.

11. Management of Void Properties       
Làimhseachadh Thaighean Bàna

There is circulated Report No COM/19/14 dated 8 August 2014 by the Director of Community Services explaining that, at the Community Services Committee on 15 May 2014, it was agreed that a further report be submitted in August 2014 on the time taken to re-let empty Council Houses (Voids). The report details current performance in the management of Voids and updates Members on the improvement actions being taken.

The Committee is invited to:-

i. note the up-date on the current void management performance;
ii. agree to the revised void management arrangements, as detailed in the report;
iii. agree to a review of the arrangements for carrying out new tenancy interviews; and
iv. agree to the development of a new Void standard in consultation with tenants.

12. Annual Monitoring Report - Housing Allocations Policy
Ath-sgrùdadh Bliadhnail -  Poileasaidh Riarachaidh

There is circulated Report No COM/20/14 dated 4 August 2014 by the Director of Community Services providing annual monitoring information on the operation of the Highland Housing Register allocations policy for 2013/14.  The report highlights key issues in relation to the supply and demand for social rented housing in Highland and identifies areas for further policy review.

The Committee is invited to:-

i. note the information contained in the Annual Monitoring Report on housing allocations;
ii. agree to carry out more detailed assessment of how data is collected on ethnicity and undertake a sample audit of cases to assess whether there are any adverse impacts on applicants from ethnic minorities;
iii. note that a further Member workshop has been arranged for Tuesday 9 September 2014 to allow Members to consider potential policy changes in more detail;
iv. agree that further discussion of policy options take place with Members on the treatment of armed forces personnel in the allocations policy;
v. agree that a special letting plan be developed for Caithness, and that this should be considered in more detail by the Caithness and Sutherland Area Committee; and
vi. agree that no change be made to the Council’s current policy in relation to the allocation of flats to families.

13. Update on Homelessness Initiatives      
Ùrachadh-fios air Iomairtean Dìth Dachaigh

There is circulated Report No COM/21/14 dated 4 August 2014 by the Director of Community Services updating Members on three key initiatives currently in progress which will help to improve the lives of homeless people in Highland. These initiatives are the Temporary Accommodation Re-provisioning Project; the review of Homeless Support Services and a proposed review of homeless processes as a result of the recent Scottish Housing Regulator thematic inspection of housing options and homelessness prevention nationally.

The Committee is invited to:-

i. note the progress of the Temporary Accommodation Re-provisioning Project;
ii. agree that housing management in temporary furnished accommodation should be carried out in-house through Housing Management Officer level posts and that housing support should be provided by external support providers;
iii. note that the next quarterly report will provide an update on housing support services and recommendations arising from the Scottish Housing Regulator Thematic Inspection of housing options services; and
iv. agree that future quarterly reports are presented on all homelessness issues affecting the Council.

14. Scottish Housing Quality Standard Delivery Plan    
Plan Lìbhrigidh air Inbhean Càileachd Taigheadais na h-Alba

There is circulated Report No COM/22/14 dated 4 August 2014 by the Director of Community Services providing an update on the Council’s Standard Delivery Plan, setting out progress to 31 March 2014 and the projected investment required to achieve compliance with the Scottish Housing Quality Standard. 

The Committee is invited to:-

i. approve the annual update of the Standard Delivery Plan attached as Appendix 1 of the report; and
ii. note that plans are in place to achieve full compliance with the Scottish Housing Quality Standard by the end of 2015.

15. Decriminalised Parking Enforcement      
Dì-eucoireachadh Èigneachadh Parcaidh

There is circulated Report No COM/23/14 dated 23 July 2014 by the Director of Community Services updating Members on the work being undertaken to construct a decriminalised parking enforcement model (financial) for the Highlands as well as noting the feedback received from the Members’ workshop held on 20 June 2014.

The Committee is invited to:-

i. note the progress which has been made; 
ii. agree the priorities and conclusions in section 3 of the report; and
iii. agree that options for decriminalised parking enforcement, informed by the business case, are presented at the November 2014 Community Services Committee along with a recommendation by officers for a preferred service delivery mechanism.

16. Roads Innovation Fund - Action Plan     
Maoin Innleachdail Rathaidean – Plana Gnìomh

There is circulated Report No COM/24/14 dated 8 August 2014 by the Director of Community Services inviting the Committee to note progress against the Action Plan and to homologate the decision to reallocate some funding between actions.

The Committee is invited to:-

i. note progress against the Action Plan; and
ii. homologate reallocation of the fund between actions as referred to in paragraph 1.2 and detailed in Appendix A of the report.
 
17. Waste Prevention and Recycling Interventions
Casg air Caitheamh agus Iomairtean Ath-chleachdadh

There is circulated Report No COM/25/14 dated 4 August  2014 by the Director of Community Services updating Members on two initiatives aimed at reducing the quantity of waste landfilled and at the same time encouraging greater diversion through recycling. It also updates Members on the latest communication from the European Commission on waste and the economy which should be viewed as the context for planning purposes given the long lead-in times associated with waste management and the generational impact of infrastructure decisions.

The Committee is invited to:-

i. note the progress to date; and
ii. agree that a report comes to the November Community Services Committee giving a more detailed analysis of the Waste Compostional Analysis Project and an indication of the potential level of savings that an increase in recycling can generate.

18. Food Safety Team Plan Review 2013/14         
Lèirmheas Plana na Sgioba Sàbhailteachd Bìdh

There is circulated Report No COM/26/14 dated 4 August 2014 by the Director of Community Services inviting Members to approve the review of the Food Safety Service Plan for 2013/14. 

The Committee is invited to approve the review of the Food Safety Service Plan for 2013/14 as detailed in Appendix 1 of the report.

19. Coast Protection Policy       
Poileasaidh Dìon a’ Chosta

There is circulated Report No COM/27/14 dated 29 July 2014 by the Director of Community Services inviting Members to approve an update to the Coast Protection Policy and to note the commitment to support multi-agency strategies for tackling coastal erosion problems.

The Committee is invited to:-

i. approve the Coast Protection Policy as contained in Appendix A of the report; and
ii. note the commitment to provide support for multi-agency strategies for tackling coastal erosion problems.

20. Public Conveniences – Comfort Scheme Progress
Taighean Beaga Poblach – Adhartas air an Sgeama Chomhfhurtachd

There is circulated Report No COM/28/14 dated 30 July 2014 by the Director of Community Services providing Members with details of the progress in delivering comfort schemes and inviting Members to approve the current programme of rationalisation of Highland Comfort Schemes.  The report also invites Members to approve proposed alterations to the Highland Comfort Scheme rules which would facilitate a Highland wide strategic approach to the provision of public convenience facilities.

The Committee is invited to:-

i. note the progress on unifying the formal agreements for the Highland Comfort scheme; and
ii. approve the proposed alterations to the Highland Comfort Scheme rules as set out in section 3 of the report.

21. Grounds Maintenance Service Delivery Update    
Ùrachadh-fios air Lìbhrigeadh Sheirbheisean Gleidheadh Talmhainn

There is circulated Report No COM/29/14 dated 31 July 2014 by the Director of Community Services providing an update on the service delivery of grounds maintenance, including a summary of grounds maintenance performance across the Highlands for Q1 2014/15, the management actions taken to address recent performance issues and the resultant changes to service delivery.  The report also provides an update on the assessment of the options for the future delivery of ground maintenance.     The report invites the Committee to agree that, to permit the realisation of potential savings through revised methods of service delivery of grounds maintenance functions, the existing contractual arrangements for amenity grass cutting should be extended for the 2015 season.

The Committee is invited to:-

i. note the grounds maintenance performance information for April to July 2014;
ii. note the management action taken to address performance issues;
iii. agree that a review of the supervision of grounds maintenance is undertaken; and
iv. agree that the existing contractual arrangements for delivery of amenity grass cutting are extended for the 2015 season so that all contracts terminate at the same time.

22. Internal Audit Reports           
Aithisgean In-Sgrùdaidh

There is circulated Report No COM/30/14 dated 11 August 2014 by the Director of Community Services providing an overview of the following Internal Audit reports, relating either wholly or in part to Community Services, considered by the Audit and Scrutiny Committee on 19 June 2014 and progress with the related management actions that were agreed at that Committee and since with the Head of Internal Audit and Risk Management:-
• School Transport
• Outsourced Grass Cutting Contract - Monitoring and Payment Arrangements.

 The Committee is invited to:-

i. note that some actions have already been completed and process changes implemented; and
ii. note that the Action Plans as they relate to incomplete actions have been reviewed with the Head of Internal Audit & Risk Management and that the target dates are considered to be realistic and achievable.

23. Minutes                                                 
Geàrr-chunntas

The following Minutes are circulated:-

i. for noting, Minutes of the Education Transport Entitlement Review Sub Committee of 2 June 2014; and
ii. for approval, Minutes of the Harbours Management Board of 17 June 2014.