Agendas, reports and minutes

Minutes of Meeting of the Community Services Committee held in the Council Chamber, Council Headquarters, Glenurquhart Road, Inverness on Thursday, 21 August 2014 at 10.30am.

Present:

Mr D Alston, Mr R Balfour, Mrs J Barclay, Mr B Clark, Mrs G Coghill, Mr N Donald, Mr D Fallows, Mr M Finlayson, Mr A Graham, Mr R Greene, Mr A Henderson, Mr D Hendry, Mr B Lobban, Mrs L MacDonald, Mr G MacKenzie, Mr K MacLeod, Mrs B McAllister, Mr H Morrison, Mr B Murphy, Mr G Phillips, Mr M Rattray, Mr A Rhind, Mr J Rosie, Mr J Stone.

Non-Members also present:

Mrs I Campbell, Miss J Campbell, Dr I Cockburn, Mrs M Davidson, Mr D Kerr, Mr D MacKay, Mrs A MacLean, Mrs M Paterson, Mr R Saxon, Dr A Sinclair, Ms M Smith

In attendance:

Mr W Gilfillan, Director of Community Services
Dr C Clark, Head of Environmental and Regulatory Services
Mr R Evans, Head of Roads and Transport
Mr D Goldie, Head of Housing
Mr M Mitchell, Finance Manager
Ms C Campbell, Performance and Building Maintenance Manager
Mr D McKechnie, Integrated Transport Manager
Miss J Maclennan, Principal Administrator, Corporate Development Service
Mrs R Daly, Committee Administrator, Corporate Development Service
Mr A MacInnes, Administrative Assistant, Corporate Development Service 

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

Mr G MacKenzie in the Chair

Preliminaries

Prior to the commencement of formal business, the Chairman referred to the damage that had affected several parts of Highland as a result of the recent bad weather.   Community Services staff were continuing to work with partners and local communities to provide advice, help with recovery and fix problems that were within the Council’s responsibility.   The work was on-going and he expressed his appreciation to staff for their initial work during the worst of the weather and for their continuing efforts to help with the recovery.

Business

1. Apologies for Absence
Leisgeulan

There were no apologies for absence.

2. Declarations of Interest
Foillseachaidhean Com-pàirt

The Committee NOTED the following declarations of interest:-

Item 10 – Mr B Murphy (financial)
Item 13 – Mr B Murphy (financial)
Item 14 – Mr G MacKenzie (financial)

3. Recess Powers
Cumhachdan Fosaidh

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

4. Good News
Naidheachd Mhath

The Committee NOTED:-

i. Mr Andrew Fraser, an apprentice plumber from the Dornoch depot, had been nominated by Inverness College as the best apprentice plumber for the session 2013/14 and had received a cheque at an awards ceremony at the college.  Mr Fraser’s success was also recognition of the support and training given to him by the plumbers in the Dornoch depot; and
ii. with a contribution of £6,500 from the Central Ward Discretionary Fund towards the costs, improvement works had now been completed to the Raining’s Stairs in Inverness.   The project had involved the reinstatement of drainage channels, repairs to steps and their under pinning, the painting of railings, graffiti removal, power washing and weed removal.  In addition, a number of cobbled areas had been reinstated to complete the full programme of works to ensure the area was brought up to a reasonable standard with the limited funds available.  On-going maintenance would be easier as the area was now free from detritus and debris.  

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

The Committee APPROVED 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 had been circulated Report No COM/12/14 dated 7 August 2014 by the Director of Community Services which set out the Revenue Budget outturn position for the former Transport, Environmental and Community Services (TECs) and the Housing and Property Service for the year ended 31 March 2014 and referred 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 report detailed the final outturn and notes on variances for the former TECs Revenue Budget 2013/14 which showed an underspend of £0.824m (1.48%) out of a net budget of £61.320m.  This outturn, based on the February statement, represented a balanced budget.  The main reason for the movement had been an underspend on the winter maintenance budget due to the mild winter.

The Housing Revenue Account final outturn had returned an underspend of £0.525m (1.1%) out of a gross budget of £46.116m. The predicted outturn, based on the February statement, represented an underspend of £0.559m. 

Building maintenance had returned an underspend of £0.066m (0.4%) out of a gross budget of £14.804m. The predicted outturn, based on the February statement, represented an underspend of £0.123m. The main reason for the movement was an overspend in direct costs, however this had been partially covered by increased income and a reduction in overheads.

The Non-HRA had returned an underspend of £0.048m (0.5%) out of a net budget of £9.641m. The predicted outturn, based on the February statement, represented an underspend of £0.188m. While there had been an overspend on the revenue maintenance budget due to increased costs in service contracts, this had been reduced by increased productivity by both employed staff and consultants resulting in higher fee income.

During discussion, Members raised a number of issues, including the following:-

• it was queried whether the recommendations of the Trading Operations Review Group would affect the Council’s ability to scrutinise budgets and whether they would raise any staffing implications;
• an explanation was requested why there was less surplus in the building maintenance budget for 2013/14 than in previous years; and
• it was unclear when the decision had been taken to feed building maintenance surplus into the Housing Revenue Account rather than the general fund and it was requested that a briefing note be provided to Members on changes to the administration of the building maintenance account.

The Committee AGREED:-

i. the Revenue 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. 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; and
iii. that a briefing note be provided to Members on changes to the administration of the building maintenance accounts in light of the Trading Operations Review Group’s recommendations.

ii. Budget Monitoring 2014/15
Sgrùdadh 2014/15

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

The report explained that revenue expenditure for 2013/14 was currently in line with the budget outturn target. There were pressures and unachieved savings during financial years 2013/14 and 2014/15 which would create an impact on the 2014/15 budget. The combined waste management pressure, due to the continued increase in waste arisings, was of the order of £1.510m (2013/14 £0.865m and 2014/15 £0.645m), and the pressure on the public bus contract was of the order of £0.456m. The waste pressure was compounded by the unachieved saving of £0.400m for 2014/15 and the pressure of £0.281m for disposing of the increase in tonnages going to landfill.

Further additional pressures were highlighted amounting to some £0.800m which resulted in a total combined pressure for 2014/15 of £2.766m.  Managers would review their respective parts of the Service to identify where costs could be reduced without affecting service delivery, with a view to managing overspends, or approved savings measures that might not be fully achieved.
 
Having received clarification that the combined pressure on the budget for 2013/14 and 2014/15 amounted to £1.510m for waste arisings, the Committee APPROVED the report and the monitoring statements which showed the revenue position for the period 1 April 2014 to 30 June 2014 and the actions which had 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 had been circulated Report No COM/14/14 dated 4 August 2014 by the Director of Community Services which set 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.

During a summary of the report, it was confirmed that the final outturns for expenditure and income for the former Transport, Environmental and Community Services in 2013/14 were £25.665m and £2.861m respectively leading to an underspend of £2.435m representing 95.5% of the 2013/14 programme figure.  The underspend was mainly due to slippage on several planned projects in order to compensate for a projected acceleration on the River Ness Flood Prevention scheme which did not in fact occur.

Turning to the final outturn for HRA capital programme, it was reported that this budget was £1.191m overspent. Capital expenditure to 31 March 2014 amounted to £42.191m of which £18.267m related to mainstream HRA capital programme expenditure, £22.380m to Council house building and £1.544m to new build through the temporary accommodation re-provisioning project.  The overspend comprised an underspend of £1.063m on new build and overspends on the main programme of £0.709m and £1.544m on the new build for one-bed accommodation.

The Property capital programme showed expenditure to 31 March 2014 amounting to £14.608m of which £4.735m related to accommodation rationalisation, £5.363m to Strategic Property Management and £4.510m for Energy Management.  The final outturn was £0.569 underspent and would be carried forward to the 2014/15 capital programme.

Following discussion in which a request was made for better narrative flow and cohesion between reports to different Committees, the Committee APPROVED 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. Budget Monitoring 2014/15
Sgrùdadh 2014/15

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

During a summary of the Capital monitoring position, it was confirmed that expenditure and income were £1.418m and £0.126m respectively.  The projected outturns for expenditure and income were £13.467m and £1.016m respectively leading to a balanced programme.

In terms of the HRA capital programme, allowing for the overspend in 2013/14 the remaining budget to fund Scottish Housing Quality Standard (SHQS) work, adaptations, and other improvements to existing housing amounted to £43.070m. It was therefore recommended that the mainstream HRA capital budget for 2014/15 should be £32.540m.  After 3 months of the financial year end the net expenditure amounted to £7.067m representing 13.7% of the 2014/15 programmed figure.

The Committee APPROVED:-

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 had been circulated Report No COM/16/14 dated 31 July 2014 by the Director of Community Services which informed and updated Members on progress with the restructure of Community Services and recommended the creation of Assistant Area Managers to support the new Area management structure already in place.

The report explained that the appointment of second tier managers aimed to ensure the implementation of an integrated service and an analysis of current resources and service needs had been taken into consideration.  It was proposed to reduce the number of second tier managers from 16 to 14 at grade HC11 taking cognisance of the principle that they needed to be generic to reflect the transformation to an integrated service model.  The report detailed the processes in place for consultation with staff and trade unions and a supported development programme to meet the requirement of these posts.

During discussion, Members raised a number of issues and made the following comments:-

• there were concerns that creating 14 generic Assistant Area Manager posts might lead to a loss of expertise and it was unclear how this reduction might be achieved; and
• workforce morale was of vital importance and there were fears that staff were currently confused and concerned for their future employment.  There was a need for clear communication with staff to alleviate this situation and for senior level staff to be visible and accessible to all.

The Committee AGREED:-

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 had been circulated Report No COM/17/14 dated 4 August 2014 by the Director of Community Services which introduced the 2014-17 Service Plan for Community Services.  The report detailed how the Service would contribute to the delivery of the Council’s Programme “Working Together for the Highlands”.

During a summary of the report, it was confirmed that the Service Plan provided the following information:-

• Structure and function of the Service
• Resources
• Service Priorities in relation to the Council’s Programme, statutory Performance and Corporate Governance priorities including the Single Outcome Agreement
• Review of performance and progress against targets
• Service risks
• Service actions and objectives

The Service Plan had been screened in relation to the Council’s statutory duty for Strategic Environmental Assessment (SEA) and would be monitored on a quarterly basis and reviewed annually.

During discussion, Members welcomed the draft Service Plan for 2014-17 and made a range of comments, in particular:-

• with reference to Community Care Planning and the role of sheltered housing and handyperson services within integrated services for older people, it was requested that an additional specific reference be made to the significant investment being made by NHS Highland in new hospitals in Skye and Badenoch and Strathspey and that the Council explore the possibility of building sheltered accommodation in synergy with these two hospitals to maximise the potential benefit for older people; 
• it was suggested that the Council take a pro-active role in building new housing or adapting housing to meet the needs of older people – in particular, there was capacity for this with the housing stock in the north;
• the potential to create sheltered housing on the site of the former Urray House in Muir of Ord should also be considered;
• replacement of heating systems through the Affordable Warmth Action Plan in older Council housing had been a costly course of action.  The change to electric heating had not resulted in reduced running costs for tenants.  In this connection tenant participation groups were currently in decline and this could be reversed if they could be afforded a more positive and active role in discussions with the Council.  The list of tenant groups on the Council’s website also required to be updated;
• referring to the proposal to tackle fuel poverty and energy costs, it was suggested that co-operative groups had been successful in negotiating and reducing the cost of fuel and it was queried whether this course of action might be appropriate for Council tenants;
• in relation to work at Harbours, it was commented that Harbours represented a significant asset and the Council should consider additional marketing and promotional activity to attract more yachts and pleasure boats to use them.  This approach would also address the decline in revenue to the harbour trading account;
• it was commented that there were a number of ports in Highland that were Trust Ports which sought no financial input from local authorities – this represented local empowerment where funding was kept in the local area and contributed to community growth;
• certain proposals were particularly welcomed such as focusing on improvements to infrastructure for cycling/walking to school and co-ordinating a Highland wide programme of inspection of watercourses and cleaning gullies and ditches;
• the role of Community Services was deeply rooted within communities.  In this context it would be important not to lose sight of community sustainability and accordingly include a clear outline of workforce planning in the Service Plan;
• in terms of performance monitoring and on the grounds that District Partnerships were to incorporate a Community Planning role,  there was a need to monitor performance at a Ward or area level.  It would be important to be able to measure that performance was uniform across the Highlands with transparency in terms of delivery;
• the need for clear communication with the public required specific emphasis in the Service Plan, particularly during winter months when bad weather conditions led to road closures.  In this connection, maintenance of dry salt storage units was now becoming urgent;
• in terms of grass cutting, grounds maintenance staff were commended for their work.  To support this clear communication with staff was necessary to ensure that verge cutting could be given the priority it needed;
• in relation to the provision of allotments, so as to expedite and encourage community growing on existing green spaces currently on the Housing account, it was queried whether this could be progressed without the need to seek permission from the Scottish Government for a change of land use; and
• the Council had made a number of changes to the Programme for the Highland Council in December 2013 which aimed to promote seaboard tourism and a reduction in energy costs including support for co-operative fuel buying and it was not clear whether these Programme commitments had been reflected in the proposed revised Service Plan.

Responding to these and other comments, it was confirmed that a briefing on progress with war memorial maintenance would be issued in the near future and that an update on the very positive discussions with all groups involved in the future of the Corran Ferry would be provided in early course.  It was also suggested that the Harbours Management Board discuss issues raised in relation to the funding and management model of Trust Ports.

Subject to ensuring inclusion and cross-reference to revised Council Programme commitments, in particular those aimed at promoting seaboard tourism and co-operative fuel purchasing, and specific points raised during discussion, the Committee APPROVED the Community Services Service Plan.

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

Declaration of Interest:

Mr B Murphy declared a financial interest in this item on the grounds of being the provider of temporary accommodation and left the room following the discussion in relation to housing repairs.            

There had been circulated Report No COM/18/14 dated 29 July 2014 by the Director of Community Services which provided 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 detailed targets for 2014/15 which Members were asked to consider and approve.

The report provided information on performance based on the agreed reporting framework.  Information on the key performance indicators was set out in the report in relation to Complaints; Repairs; Tenancy Management; Rent Arrears; Homelessness/Homeless Prevention; other performance information and Staff Absence.

During discussion Members welcomed the quality of the information presented and that 99% of rent had been collected in the reporting year and made a range of comments including:-

• rental arrears were dropping on account of measures to alleviate the effects of Welfare Reform legislation, however, it was now unclear how much expenditure had been used to subsidise rent for Council tenants.  It was queried whether this information could be provided so as to pre-empt a response to any underlying issues that might emerge once these measures ceased;
• while welcoming improved reporting on complaints, it would be useful to establish a complaints profile so that services could respond to them in a meaningful way and minimise them for the future;
• querying the average time taken to re-let properties, it was unclear whether this timeframe reflected the poor state of properties when tenants left;
• it was queried whether a more aspirational target could be set for completion of applications for medical adaptations.  Every effort should be made to reduce the waiting time for dwellings to be adapted in the interests of the Council, the NHS and constituents; 
• it was becoming apparent that contractors were not always meeting the standards that tenants’ expected or that they were paid to meet and this generated further complaints.  It was queried whether an annual review of properties, adopting a “spend to save” approach might be helpful as was the practice in Housing Associations.  In particular, Lochalsh and Skye Housing Association’s handyperson and energy advisor were currently engaged in a process of visiting tenants;
• it was also queried whether it might be the same tenants who repeatedly reported complaints or caused the need for repairs;
• the potential to use local contractors in remote areas was questioned;
• staff absences were now becoming a significant concern as they inevitably placed more responsibility and heavier workloads onto other staff;
• a number of oil clubs had been set up to purchase fuel co-operatively and now more oil companies were beginning to compete for business; and
• further information was requested on a number of wooden houses being built on stilts in Lochcarron.

Responding to these comments, it was confirmed that information would be provided to Members at a future meeting of the Committee detailing expenditure levels to subsidise rent for Council tenants and on the range and nature of complaints received.  In addition, a full report would be presented to the Committee in November outlining the potential improvements to housing repairs processes.

The Committee:-

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

11. Management of Void Properties         
Làimhseachadh Thaighean Bàna

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

During a summary of the report, it was explained that the average time taken to re-let voids across Highland to the end of Quarter 4 2013/14 was 39 days and had increased to 46 days at end of Quarter 1, 2014/15.  These times fell short of the service target of 35 days and in 2013/14, had led to £535,107 being lost in rental income. The Scottish average time to re-let properties in 2013/14 was 40.1 days and, therefore, the Highland Council was below this average for 2013/14 and also below the average for the amount of rent lost through voids.    Highland Council had the second highest void repair spend per house let in Scotland at £3,023, against the Scottish national average of £1,102. 

Expenditure on Void repairs, poor performance in the time taken to re-let empty properties and associated rent loss had led to a review of processes for re-letting empty properties.  Details of the review were provided, together with recommendations for improvement and the proposed development of a new clearer Void Standard.  The new Void Standard aimed to reduce the amount of non-essential work carried out in empty houses and reduce spend while still allowing houses to be re-let in a condition which met health and safety standards and would be acceptable to new tenants

During discussion Members commented that:-

• statistics on void properties were based on the Area Management structure and it was requested that these be also shown on at a Ward level;
• Caithness and Sutherland Area statistics showed high refusal rates for void properties, and it was felt that this was down to some properties being repeatedly turned down by prospective tenants.  It was suggested that such units be adapted for use as homeless accommodation, as an alternative.
• in noting that Caithness and Sutherland refusals were high, It was queried whether lessons could be learned from Nairn, Badenoch and Strathspey, Lochaber and Ross, Skye and Lochalsh areas where the number of refusals was much lower;
• it was queried whether Easter Ross was included in the Caithness and Sutherland or Skye and Lochalsh area statistics;
• the issue of a tenant renting a house but not living in the house was raised and it was queried whether or not there was a solution to this;
• the Void Management Team was an excellent approach to dealing with void properties and it was queried if it would have powers to bypass obstacles in the void letting process.  Increasing the limit that Housing Maintenance Officers were authorised to spend on a property would avoid delays, for example, and an undertaking was given by Officers to look at this and report back;
• it was queried whether a multi agency approach be adopted in some housing schemes to deal with drug/alcohol problems that occurred and which had a negative impact on the take up of housing in these areas and
• the view was expressed that the long term poor practices in the process for managing void properties required to be addressed.

The Committee:-

i. NOTED the up-date on the current void management performance;
ii. AGREED to the revised void management arrangements, as detailed in the report;
iii. AGREED to a review of the arrangements for carrying out new tenancy interviews; and
iv. AGREED 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 had been circulated Report No COM/20/14 dated 4 August 2014 by the Director of Community Services which provided annual monitoring information on the operation of the Highland Housing Register allocations policy for 2013/14.  The report highlighted key issues in relation to the supply and demand for social rented housing in Highland and identified areas for further policy review.

During a summary of the report, it was confirmed that the Highland Council and the five main registered social landlords in Highland implemented a common housing register with a single allocations policy.  The Highland Housing Register (HHR) was subject to on-going monitoring with an annual report to the Committee and to the Boards of partner organisations.  The report drew particular attention to allocations monitoring; low demand for housing in parts of Caithness; changes to the Highland Housing Register application form to collect data on current and ex-service personnel; and, priority allocation of households with children who were living in flats to transfer to houses.

During discussion Members commented that:-

• the request was made that when reviewing the allocations policy, families should not be placed in flats, as they were not suitable for children;
• consideration should be given to extra points being awarded to people who had been on the housing waiting list over a long period of time and the practice used in other local authorities on this issue should be looked at;
• for those tenants who lived in a flat for a long period of time and were on the transfer list for a house, consideration should be given to prioritising their application for a house;
• in relation to “Chart 9: Housing Supply Demand and Numbers Housed including Homeless Priority”, clarification was sought on the area covered by ‘Mid Ross’.  In this respect, figures for Dingwall would be circulated to Councillor Paterson;
• it was felt that there should be extra points for people who were from the locality although other Members queried how this could be defined; and
• more young people were living at home and the only way for some to get a home of their own was to present themselves as homeless.  It was queried how, if someone was “homeless at home”, this was picked up and how they could be considered for a house when one became available.

The Committee is invited to:-

i. NOTED the information contained in the Annual Monitoring Report on housing allocations;
ii. AGREED to carry out more detailed assessment of how data was collected on ethnicity and undertake a sample audit of cases to assess whether there were any adverse impacts on applicants from ethnic minorities;
iii. NOTED that a further Member workshop had been arranged for Tuesday 9 September 2014 to allow Members to consider potential policy changes in more detail;
iv. AGREED that further discussion of policy options take place with Members on the treatment of armed forces personnel in the allocations policy;
v. AGREED 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. AGREED 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

Declaration of Interest:

Mr B Murphy declared a financial interest in this item on the grounds of being the provider of temporary accommodation and left the room following the discussion in relation to housing repairs.            

There had been circulated Report No COM/21/14 dated 4 August 2014 by the Director of Community Services which updated Members on three key initiatives currently in progress to help improve the lives of homeless people in Highland. The initiatives were 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 report updated Members on progress to date with implementing the three interdependent projects, together with an outline of the associated issues and constraints.

During discussion, Members Praised the Homeless Prevention Team who had done exceptionally well over the past few years and a review on homelessness initiatives was welcomed.  In addition, developing a housing support service to meet the needs of people who were homeless was also welcomed.  It was pointed out that homelessness was not just a housing issue and it required a multi agency approach to deal with some individuals’ needs.  The multi agency approach and work between Council Services did need to be improved and there was also a need to have a plan on housing support arrangements for individuals who could not maintain a permanent tenancy due to their lifestyle.   There was also an issue of fathers who were not able to see their children, due to the type of accommodation that the Council put them in, and it was requested that this be looked at to see if a solution could be found

The Committee:-

i. NOTED the progress of the Temporary Accommodation Re-provisioning Project;
ii. AGREED 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. NOTED that the next quarterly report would provide an update on housing support services and recommendations arising from the Scottish Housing Regulator Thematic Inspection of housing options services; and
iv. AGREED that future quarterly reports be presented on all homelessness issues affecting the Council.

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

Declaration of Interest:

Mr G MacKenzie declared a financial interest in this item on the grounds of a close family member’s employment with a partner housing agency affected by the Scottish Housing Quality Standard and left the meeting.

In Mr MacKenzie’s absence, Mrs B McAllister took the Chair.

There had been circulated Report No COM/22/14 dated 4 August 2014 by the Director of Community Services which provided an update on the Council’s Standard Delivery Plan, which set out progress to 31 March 2014 and the projected investment required to achieve compliance with the Scottish Housing Quality Standard (SHQS).  An updated Standard Delivery Plan was attached as Appendix 1 of the report.

During a summary of the report, progress on meeting the SHQS was detailed.  There had been considerable progress in working towards the SHQS since 2007. Stock compliance with the SHQS as at March 2014 was 78.6% compared to 3.4% in 2007. It was estimated that 678 properties would not be brought up to Standard by April 2015.  In Highland, no houses failed the SHQS in relation to the “Tolerable Standard”, the “Serious Disrepair” or the “Healthy, Safe and Secure” categories.  Most failures continued to relate to “Energy Efficiency”, although there had been a significant reduction in the number of properties failing over the last year.

A 2015-16 HRA capital programme would be presented to Members at the November Committee. It was likely that this programme would include a number of new projects focussing on planned works that had not been prioritised due to the commitment to reach the SHQS.  The Scottish Government had recently introduced an Energy Efficiency Standard for Social Housing which set targets for energy efficiency compliance by 2020. Members would be updated in November as to the likely impact this new Standard would have on the HRA capital programme after 2015.

In discussion, it was queried how many Council properties only had electrical heating, as this was a key issue for many households, and it was confirmed that a report on an affordable warmth strategy would be submitted to the next meeting.  Members also noted that Domestic Renewable Heat Incentive payments had become available in April 2014 and that a report on the potential income from these incentive payments would be submitted to the next meeting.

The Committee:-

i. APPROVED the annual update of the Standard Delivery Plan attached as Appendix 1 of the report; and
ii. NOTED that plans were 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 had been circulated Report No COM/23/14 dated 23 July 2014 by the Director of Community Services which updated Members on 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.

During a summary of the report it was confirmed that an authority which operated a Decriminalised Parking Enforcement (DPE) regime employed parking attendants to place Penalty Charge Notices (PCNs) on vehicles parked in contravention of Traffic Regulation Orders (TROs). Under DPE, penalty charges would be civil debts due to the Local Authority rather than criminal offences.  In order for a Local Authority to request the enforcement powers from Police Scotland, an application had to be made to Transport Scotland which included a financial business case on how the scheme would be operated.

The main options for future service delivery were detailed together with the issues considered at the Members’ workshop.  RTA Associates Ltd had been appointed to examine the DPE and undertake the associated financial modelling exercise for the Council.  The potential works and associated costs were still being refined as part of the financial modelling exercise, it was anticipated that the costs for TRO review and signing & lining exercise alone could be in the region of £260,000. The full anticipated costs would be presented at the November Committee.

Members welcomed the report but recognised that a different approach to enforcement might be necessary depending on area circumstances.  In particular, it was suggested that there was the opportunity to explore the use a Warden Service not only for parking enforcement, but for dog fouling and litter enforcement.

The Committee is invited to:-

i. NOTED the progress which has been made; 
ii. AGREED the priorities and conclusions in section 3 of the report; and
iii. AGREED that options for decriminalised parking enforcement, informed by the business case, be 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 had been circulated Report No COM/24/14 dated 8 August 2014 by the Director of Community Services which invited the Committee to note progress against the Action Plan and to homologate the decision to reallocate some funding between actions.

It was confirmed that in March 2014 the Council had allocated £1.25m additional budget to Community Services as part of the “Roads Innovation Fund”.   In May 2014 the Committee had agreed the Action Plan and noted that progress reports would be brought to every Community Services Committee during 2014/15 for scrutiny. The Committee also delegated power to the Director of Community Services, in consultation with the Chairman and Vice Chairman of the Committee to make changes to the Action Plan between Committee meetings.  In this connection an updated Roads Innovation Fund Action Plan was appended to the report.  It was also confirmed that contact had been made with Moray, Argyll & Bute and Perth & Kinross Councils to establish opportunities for shared use of their plant. 

In discussion, assurances were sought that the Action Plan was flexible enough so that it was able of addressing not just surface problems but, where necessary, deep recycling and potholes.

The Committee:-

i. NOTED progress against the Action Plan; and
ii. HOMOLOGATED 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 had been circulated Report No COM/25/14 dated 4 August  2014 by the Director of Community Services which updated Members on two initiatives aimed at reducing the quantity of waste landfilled and at the same time encouraging greater diversion through recycling. It also updated 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 report explained that the background to waste prevention and recycling interventions had been the 2 July 2014 European Commission communication to other European institutions entitled: Towards a Circular Economy: A Zero Waste Programme for Europe. The paper concentrated on sustainable growth of the economy and how a “circular economy” (an economy where resources are kept and used and re-used in the economy, rather than being discarded) supported this ideal.

The Council’s two initiatives were aimed at reducing residual waste and increasing recycling.  The report also presented the preliminary results from the first stage of the waste analysis project aimed at establishing current levels of recyclates in residual waste and contamination levels in the recyclate waste streams.

During discussion, Members raised a range of issues, including:-

• there was a need to reduce weight and bulk from the waste stream given the cost in landfill tax;
• there was an inconsistent approach to dealing with green waste across the Highland Council area.  Some areas had brown bins for green waste but other areas did not.  Some of the green waste was home composted but a lot was fly tipped. There was a need for a coordinated approach on the disposal of green waste.  There were some community composting schemes but these were limited in membership and scope and difficult to establish.  It was therefore requested that a future report to the Committee on this issue include detailed analysis of the logistics and costs involved in running the green waste stream though the Highland Council set against the costs of putting green waste to landfill.  It was also queried whether there would be any external funding available to fund home composting bins;
• in relation to the pilot project at Alness Recycling Centre, it was requested that the Household Waste Declaration form that customers were required to complete, be made available online or at the Centre itself;
• there should be more information available on what recyclable materials were so that the public could see the end results and perhaps would be more encouraged to recycle good quality waste.  There was also no recycling provision at Roadside bins, which should be addressed;
• there was not a lot of information available on equipment for food composting and this was an initiative that was worth exploring further; and
• currently there was no recycling centre in the Lochalsh and Lochcarron areas and it was requested that further consideration be given to this.  An undertaking was given to ascertain the costs of this and report back.
The Committee:-

i. NOTED the progress to date; and
ii. AGREED that a report be submitted 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.

At this point the Committee adjourned at 1.30 pm for a lunch break and resumed at 2.00 pm

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

There had been circulated Report No COM/26/14 dated 4 August 2014 by the Director of Community Services which invited Members to approve the review of the Food Safety Service Plan for 2013/14.  One of the key duties for the Environmental Health team was to undertake the statutory role of Food Authority for the Highlands. The role aimed to minimise the risk of illness by ensuring food in the Highlands was safe; protect consumers by checking labelling and composition of foods; and assist business in meeting their obligations under food legislation and to meet requirements for exporting foods.

The Framework Agreement with the Food Standards Agency (FSA) required each food safety service to document and to implement a food team plan in accordance with a specified standard with at least one annual review. Both the plan and the review were submitted for Member approval to ensure local transparency and accountability.  The report also detailed the key areas of work during 2013/14: implementing new FSA guidance on controlling the risk from E.coli 0157; continued inspection of high risk premises and concluding the food hygiene information scheme rollout.

During discussion, the critical nature of the work of the team was highlighted.  Pointing out the serious implications that could arise as a result of a lapse of food safety, it was essential, despite competing priorities to ensure that the team was properly resourced to enable it to carry out its responsibilities

The Committee APPROVED 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 had been circulated Report No COM/27/14 dated 29 July 2014 by the Director of Community Services which invited 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.

During a summary, it was explained that the current Policy for Coast Protection had been approved by the Roads and Transport Committee on 20 August 1998. The updated policy reflected current practice and was a multi-agency collaborative approach which sought to maximise what could be done to provide solutions to priority issues, especially where resources were unavailable.    The policy would be delivered under the leadership of the relevant Community Services Manager.

The Committee:-

i. APPROVED the Coast Protection Policy as contained in Appendix A of the report; and
ii. NOTED 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 had been circulated Report No COM/28/14 dated 30 July 2014 by the Director of Community Services which provided Members with details of the progress in delivering comfort schemes and invited Members to approve the current programme of rationalisation of Highland Comfort Schemes.  The report also invited 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 report explained that the Highland Comfort Scheme had been introduced in 1996 to supplement the provision of Council-owned facilities.  The Scheme allowed payment to a third party for provision of an agreed publicly accessible public convenience facility.  A full list of the 28 Highland Comfort Schemes, with agreement dates and progress towards revised agreements, was provided.  Proposed revision to the Scheme policy was also outlined in the report.  

In discussion, Members emphasised the importance of signage for facilities included in the Highland Comfort Scheme.  Reference too was made to an instance where a Community Council had indicated their willingness to take on the responsibility to provide toilet facilities.  However, the toilets needed a degree of work to bring them up to standard and, although it had been hoped this could be done via the Community Challenge Scheme, there seemed to be some dubiety as to whether or not it was eligible and a request was made that this be revisited.  Members welcomed the equalisation of payments and recognised that that the Highland Comfort Scheme offered a good solution to providing facilities and it was hoped all communities could be encouraged to take part.

The Committee:-

i. NOTED the progress on unifying the formal agreements for the Highland Comfort scheme; and
ii. APPROVED 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 had been circulated Report No COM/29/14 dated 31 July 2014 by the Director of Community Services which provided 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 provided an update on the assessment of the options for the future delivery of ground maintenance.  The report invited 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 report covered contract supervision and grounds maintenance performance and a review on methods of service delivery, contract supervision and maintenance standards.  It was also proposed to make amendments to all current contracts except for Skye to avoid additional costs whilst allowing time for future delivery and cost saving options to be properly assessed and to complete the work identified in paragraph 3.2 of the report. 

The Chairman acknowledged that the ground maintenance service delivered, both in-house and by contractors, had, during the summer, fallen short of what was expected.  This was, in part, due to weather conditions and, to resolve matters, the Director had met with one of the contractors, ISS, and additional resources and plant had been made.  A follow-up meeting had been held at which the Chairman was able to congratulate ISS on the positive responses received regarding the improved performance.  However, it was emphasised to ISS that, since that improved service level had been agreed, the Council did not wish to see any diminution in service or any removal of the additional resources.  Assurances to this effect had been given by ISS who had also stressed that they were committed to remain in the Highlands and to provide a high quality service.  An additional meeting with them was planned early in 2015 to make sure everything was in place for the contract for next year’s grass cutting.  The contract was currently in the third year of a three year contract, the first two years of which had passed reasonably successfully, and approval was being sought to roll the contract forward for a further year to bring it into line with other contracts in place around Highland and to allow a comprehensive review to be undertaken of the Services’ priorities.

During discussion, particularly in relation to the in-house service provided, Members emphasised the need to have proper machinery in place to allow the workforce to undertake ground maintenance.  It was important too that there was flexibility built in to ensure grass was cut when it started to grow and did not have to wait until the contract started.  Many comments received had been in relation to the fact that grass cuttings were not picked up but it was recognised that this was not part of the contract.  Members also highlighted areas of good practise, the work undertaken by gardeners and those maintaining cemeteries cited as particular examples.  In addition, communication between Members and Officers had improved and appreciation for this was expressed and it was hoped that such improvements could be extended to other areas such as the maintenance of road verges. 

The problems encountered with the maintenance of pitches in Lochaber were also raised and it was important that these issues were resolved to avoid the need for on-going investment.  The Chairman informed Members he was due to meet shortly with the Lochaber Sports Association and it was hoped that their concerns could be addressed.

The Committee:-

i. NOTED the grounds maintenance performance information for April to July 2014;
ii. NOTED the management action taken to address performance issues;
iii. AGREED that a review of the supervision of grounds maintenance is undertaken; and
iv. AGREED 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 had been 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

The focus of the audit had been on the application process for school transport and allocation of pupils to routes.  It was the opinion that Substantial Assurance could be given in that, while there was generally a sound system, there were minor areas of weakness which put some of the system objectives at risk and/or there was evidence that the level of non-compliance with some of the controls might put some of the system objectives at risk.  In all, two recommendations had been made – both of which had been graded as medium priority and were due to be implemented by 28 August 2014.

• Outsourced Grass Cutting Contract - Monitoring and Payment Arrangements

The audit opinion had been that Limited Assurance could be given in that weaknesses in the system of controls had been such as to put the system objectives at risk and/or the level of non-compliance put the system objectives at risk.  The audit investigated the system of controls in place during 2012/13 which had since been updated to address weaknesses and there had been on-going improvement.  The audit report had identified that effective performance reporting and lack of targeted inspections required improvement.  Outstanding actions and target completion dates running forward to September 2015 had been confirmed in the action plan. The Head of Internal Audit & Risk Management was content that Officers had taken a realistic view in setting these dates in consultation with him.

Members having welcomed the improvements made once issues had been highlighted, specifically in relation to the Outsourced Grass Cutting Contract, the Committee:-

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

23. Minutes  
Geàrr-chunntas

The Committee:-

i. NOTED the Minutes of the Education Transport Entitlement Review Sub Committee of 2 June 2014; and
ii. APPROVED the Minutes of the Harbours Management Board of 17 June 2014.

The meeting ended at 2.25 pm