Agendas, reports and minutes

Minutes of Meeting of the Community Services Committee held in the Council Chamber, Council Headquarters, Glenurquhart Road, Inverness on Thursday, 5 February 2015 at 10.30am.

Present:

Mr D Alston, Mr R Balfour, Mrs J Barclay, Mr A Baxter, Mr B Clark, Mrs G Coghill, Mr N Donald, Mr G Farlow, Mr R Greene, Mr D Hendry, Mr D Kerr, Mrs L MacDonald, Mr G MacKenzie, Mr K MacLeod, Mrs B McAllister, Mr H Morrison, Mrs L Munro (Substitute), Mr B Murphy, Mr A Rhind, Mr H Wood

Non-Members also present:

Miss J Campbell, Mrs M Davidson, Ms J Douglas, Mr K Gowans, Mr R Laird, Mr B Lobban, Mr D Mackay, Mrs A MacLean, Mr T MacLennan, Mrs I McCallum, Mr D Millar, Mr M Rattray, Mr I Renwick, Mr R Saxon, Ms M Smith, Mr B Thompson, Mr J Stone

In attendance:

Mr W Gilfillan, Director of Community Services
Dr C Clark, Head of Environmental and Regulatory Services
Mr D Goldie, Head of Housing
Ms C Campbell, Performance and Building Maintenance Manager
Mr C Kemp, Area Community Services Manager
Mr M Mitchell, Finance Manager
Mr R Pope, Roads and Community Works Manager
Mr D Summers, Transport Development Officer
Mr S Graham, Project Manager, Chief Executive’s Service
Miss J Maclennan, Principal 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 death of Alan Brazier, Street Lighting Section in Dingwall.  Mr Brazier had worked for Highland Council since 1999.  On behalf on the Committee the Chairman expressed condolences to his family.

Business

1. Apologies for Absence
Leisgeulan

Apologies for absence were intimated on behalf of Mr D Fallows, Mr A Graham, Mr A Henderson, Mr G Phillips and Mr J Rosie.

2. Declarations of Interest
Foillseachaidhean Com-pàirt

The Committee NOTED the following declarations of interest:-

Item 5 – Mr G MacKenzie (financial)
Item 7 – Mr B Murphy (financial) and Ms M Smith (non-financial)
Item 13 – Ms J Douglas, Mrs L MacDonald and Mr G Farlow (all non-financial)
Item 16 – Mr R Saxon (non-financial)

Also, and in terms of the general dispensation granted by the Standards Commission, Mr D Kerr and Mr G Farlow declared a financial interest in any items which might arise during discussion in regard to Council housing on the grounds of being Council House tenants.

2a. Winter Maintenance
Obair-ghlèidhidh Geamhraidh

In terms of Standing Order 17.2, the Chairman agreed, given the recent widespread public concerns and perceptions reached by communities by articles in the press and major concerns expressed across the Chamber at the Members’ briefing, that an additional item of business, not specified on the agenda be considered as a matter of urgency in relation to Winter Maintenance. 

Particular concern had been expressed about the budget agreement to cut some of the primary routes from the pre-gritting programme.  The Chairman emphasised that the policy for this winter remained unchanged and any budget proposals would not take effect until next winter.  Furthermore, 69% of the road network already did not receive pre-gritting so the proposed change would only affect some primary routes.  Nevertheless, given the concerns raised, he suggested that the Highland Council, at its meeting on 12 March 2015, reconsider this savings proposal and that, at present, the saving was not pursued.  This would allow officers to continue with the traffic flow monitoring and the benchmarking with other authorities and for this information to be included in the winter maintenance policy review.

In discussion, Members welcomed the response to concerns raised by communities regarding pre-gritting.  In addition, it was accepted that there was indeed merit in the Audit and Scrutiny Committee considering it as part of their programme of work although it was pointed out that this offer had not been taken up by the Opposition when the Chair had offered this at the Council meeting on 18 December 2014.  Other points raised by Members included the following:-

• on Skye, Members were generally content with the Service provided by the Council but there were concerns regarding the Trunk Roads Service, a matter which the Chair would raise with Bear Scotland.  However, a Council gritting vehicle, which had been stationed at Sconser Quarry, had been removed at the start of the winter and this had caused difficulties when other vehicles had broken down;
• there was a need to look collectively at roads as a whole and to explore new ideas with a view to reshaping the entire budget, bearing in mind how critical the road network was in Highland;
• concern was expressed that although policy remained unchanged its interpretation might have shifted;
• it was vital that Members’ queries were answered promptly at a local level in relation to the gritting of roads and paths;
• given that the Council encouraged people to be more active, pedestrian routes had to be given due attention, especially in urban areas;
• there was merit in specifying that school taxis/minibuses should be fitted with winter tyres and this could be looked at as part of the review of the Winter Maintenance policy;   
• the benchmarking against other Councils was welcomed, particularly in relation to precautionary gritting; and
• confirmation was sought, and received, that the benchmarking and traffic counting exercise could be met from existing resources.

The Committee AGREED:-

* i.  TO RECOMMEND to the Council, at its meeting on 12 March 2015, that it reconsider the winter maintenance pre treatment savings proposal; and
ii. that the issues raised in relation to the gritting of the Trunk Road in Skye be raised at the next meeting with Transport Scotland.

3. Good News
Naidheachd Mhath

The Committee NOTED the following:-

At the Council’s recent Quality Awards, in the Categories specified, the following had been shortlisted:-

• Working Together for Better Housing and Infrastructure – South Loch Ness Road Improvement Strategy
• Working Together for Strong, Safe and Empowered Communities – Managing Quality of Life for All in Temporary Homeless Accommodation
• Working Together for Efficiency and Service improvement – Housing and Sundry Debt Collection
• Employee of the Year – Michael Bryce

and the following had been winners:-

• Team of the Year – The Housing Debt Team
• Community Council Commendations - Gregor MacCormick, Environmental Health Officer and the Strathglass Refuse Collection Team comprising Michael Taylor and Michael Howlett

In addition, Members were informed that the Sutherland Junior Warden Scheme had been launched in Brora on 22 January 2015.  Led by Highland Council, High Life Highland and Golspie High School, 12 Junior Wardens had been appointed.  The Scheme, lasting 12 weeks, involved visits to Service Colleagues and provided an opportunity to learn first aid and to gain an understanding of Council Community Wardens.  The aim was to engage with young people and community groups, promote positive behaviour and encourage active involvement in the local community.

4. Revenue Budget 2014/15 – Monitoring 
Buidseat Teachd-a-steach 2014/15 – Sgrùdadh

There had been circulated Report No COM/1/15 dated 27 January 2015 by the Director of Community Services inviting Members to approve the revenue budget monitoring position for the period 1 April to 31 December 2014. A detailed review of the monitoring position had been undertaken and a balance budget was predicted. There were areas of pressure and unachieved savings, the details of which were explained, and Members were also provided with information on the proposed measures to contain overspends.

During discussion, comments were made as follows:-

• communities had appreciated the work, help and assistance of Council employees during the recent severe weather;
• Traffic Scotland’s website provided traffic monitoring cameras and information at certain locations on air and road surface temperature.  This informed the travelling public of road conditions which enable them to make informed decisions as to whether or not to travel in wintry conditions.  The Council also had similar information available and it was queried if this could be provided to members of the public.  It was also queried that if additional traffic monitoring cameras were installed, if this would be revenue or capital expenditure.  An undertaking was given to consider these matters;
• the Council had to fund repairs itself for unexpected damage caused by flooding, unless it was a major incident when funding from the national emergency fund (the Bellwin Scheme) might be available.  Before being eligible for Bellwin grant, an individual authority was required to have spent 0.2% of its annual budget on works that have been reported as eligible for the grant.  On Highland, this would equate to some £1.2 m and the Council was not near that level; 
• in relation to the storm event in January, there were communities in Caithness which lost power for up to three days. Welfare facilities had been provided in the areas worst affected but, due to the power being off and communications down, information regarding these facilities was not well known and, in many cases, relied on word of mouth.  It was requested that consideration be given on how best to improve information on welfare facilities during severe weather.  Members were advised that a great deal of information had been issued through various forms of social media on the welfare benefits available;
• it was queried if the budget of £604k would be enough for the damage caused by the recent severe weather;
• concern was expressed that the income received through handling business waste had been seriously eroded due to competition from commercial companies.  The view was also expressed that some budget underspends were due to staff vacancies.  The longer vacancies were held, the less the Council was able to deliver services and it was getting to the point where vacancies now needed to be filled;
• in terms of the way budgets were set for Wards, the Skye and Lochalsh ward was at a disadvantage given that it had a quarry at Sconser and the finances for this were uncertain from year to year, making it difficult for budgeting purposes. It was requested that consideration be given to separating the quarry budget from the rest of the  Ward’s budget;
• two members of staff were leaving their jobs at the Ashaig airstrip on the Isle of Skye and these positions were not being filled.  As a result there would be no continuity of the supervision of the maintenance of the airstrip;
• consideration should be given to the following potential budget savings – the use of Council harbours for the transportation of salt by sea;  trailers be added to Council waste lorries increasing the capacity of how much lorries could take in one journey;  providing Community Works Operatives with a share of the budget to spend in their own area as they were in the best position to know the problem areas;
• there were two depots in Ward 1 (North West and Central Sutherland) which were currently understaffed putting additional pressure on the remaining staff, particularly in winter time;
• in relation to Housing Services, information was provided on the causes of the overspends in relation to voids, repair and maintenance, rent collection and homelessness;
• apart from expenditure to date, there did not appear to be any detail for Building Maintenance.  There were also issues surrounding the quality of maintenance work being carried out and it was important such work was properly monitored; and
• confirmation was sought, and received, that the shortfall in relation to Car Parks was due to income targets not being achieved, an issue which had arisen in previous years.  If this was the case then, looking ahead, anticipated future income targets generated from car park charges would be unrealistic.  In this regard, it was queried why the Annual Budget for Car Parks had increased to £739k from £539k, as had been reported to previous Committees, and officers undertook to investigate this and  advised Committee Members accordingly.

The Committee:-

i. APPROVED the report and the monitoring statements which showed the revenue position for the period 1 April 2014 to 31 December 2014 and the actions which had been put in place to manage the budget over the remainder of the financial year; and
ii. AGREED to investigate how best to provide, to the public, information on road conditions and welfare facilities available during severe weather.

5. Capital Expenditure 2014/15 – Monitoring                                                                 
Caiteachas Calpa 2014/15 – Sgrùdadh

Declaration of Interest:

Mr G MacKenzie declared a financial interest in part of this item where it related to the Housing Revenue Account Capital Programme budget on the grounds of a close family member’s employment with a partner housing agency and left the room during discussion of the Housing Revenue Account.        

Mr D Kerr declared a financial interest in this item but, in terms of the dispensation granted by the Standards Commission, remained to participate in the discussion.

There had been circulated Report No COM/2/15 dated 26 January 2015 by the Director of Community Services inviting Members to approve the capital expenditure monitoring position for the period 1 April to 31 December 2014, the land purchase for the new Nairn Cemetery and both the HRA capital expenditure monitoring position for 1 April to 31 December 2014 and the programme for 2015/16. 

The projected outturns for expenditure and income were £11.056m and £0.516m respectively, leading to an underspend of £2.155m.   In terms of the Housing Revenue Account (HRA) capital programme, after nine months of the financial year, the net expenditure was £30.546m representing 59.3% of the 2014/15 programmed figure.

During discussion, Members commented as follows:-

• even though the Council did not have a statutory obligation to provide public toilets, it was important that the existing facilities were maintained to an acceptable standard. Specific mention was made of toilets on Skye, with expenditure on Elgin Hostel, Portree, being queried as it was being currently refurbished. Reference was made to the need to provide radar keys for disabled toilets and it was suggested that discussion be undertaken with Calmac on a possible joint venture to provide better facilities at the ferry terminal at Uig;
• concern was expressed at the lack of detail in the roads capital breakdown and a fuller report at least every 6 months was sought to allow adequate scrutiny of projects. Examples cited included the A832 which had been in the programme for the last 7 years, and local bridges, such as Invercoe, for which additional detail had been requested at the previous meeting. It was also suggested that various issues put forward by Members during Corran Ferry discussions at earlier meetings were not being adequately followed through. The Director was asked to investigate the presentation of more detailed capital reports, as well as how Committee decisions were followed up and implemented;
• the work on the burial ground extension on Portree was welcomed;
• reference was made to a decision made at the Transport, Environmental and Community Services Committee on 17 Nov 2011 for developer contributions to be sought towards the construction of a distributor road for Portree. It did not appear that the appropriate negotiations had taken place between the local Planning department and the relevant developers and further information on this was sought from Planning and Infrastructure. The Chair pointed out that the matter had recently been discussed at a Community Engagement Forum in Skye and that work was currently being undertaken by the Area Manager who would be reminded of Member interest in the matter;
• specifically in relation to Dores Burial Ground extension, it was requested that certainty be given to constituents that capacity issues would be addressed.  It was also queried whether there might be a priority list of works for all burial grounds and what arrangements might be in place; and
• in relation to ferries and harbours, there was no reference to the replacement of the ice plant at Lochinver and it was important that the Council secured planning permission for this as soon as it was possible to do so.

At this point Mr MacKenzie left the room for the remainder of the item and Mrs B McAllister took the Chair.

Further discussion ensued in relation to the following:-

• Members were updated on the status of external wall insulation contracts had been aborted due to a change in rules on energy efficiency funding. In relation to a specific project raised by Councillor Murphy it was confirmed that there was commitment to proceed;
• some concerns were raised about contractor performance and how contract monitoring was undertaken;
• Councillor Lobban asked for clarification of the status of 2 Council house Building Projects in Aviemore and the Head of Housing agreed to update him on this;
• the commitment to produce a 5 year HRA Capital Plan was welcomed;
• Councillor Kerr raised a concern about a specific example of lack of notification to tenants of delays in a capital contract. It was accepted that effective communication with tenants was an important aspect of overall capital programme management;
• the Head of Housing outlined the current policy on heating replacement and would investigate concerns about solid fuel heating in remote and rural council properties being replaced with expensive electric heating;
• it was noted that many tenants were struggling to pay high electricity bills.  This compounded the issues of rental arrears and fuel poverty;
• the contract for external cladding had improved the appearance of houses and, since scaffolding was on site, this enabled roofs to be repaired simultaneously and represented a good example of joined up thinking.  However, some of the newly replaced roof tiles had been dislodged in the recent storms and reassurance was sought that the specification for the job was rigorous and that the situation would be rectified; and
• a number of Members raised specific questions on projects / proprieties within their Wards. It was requested that reports on the HRA Capital Programme be issued to Area Committees to inform Members what, and when, was planned in their areas;

The Committee:-

i. APPROVED the capital expenditure monitoring position for the period 1 April 2014 to 31 December 2014;
ii. APPROVED the land purchase cost of £120,000 for the new Nairn Cemetery extension;
iii. AGREED to investigate a means of producing more detailed Capital Programme reports to every second Committee meeting;
iv. APPROVED the HRA Capital Programme budget of £52.236m for 2015/16, comprising £31.336m for the mainstream programme and £22.9m for Council house building;
v. NOTED that a 5 year HRA capital spending programme with detailed funding implication would be presented to a future meeting of the Committee; and
vi. AGREED that HRA Capital spending reports be provided to Area Committees.

6. Housing Revenue Account Estimates 2015/16
Tuairmsean Cunntas Teachd-a-steach Taigheadais 2015/16

There had been circulated Report No COM/3/15 dated 23 January 2015 by the Director of Community Services which presented draft Housing Revenue Account estimates for 2015/16 together with recommendations on the level of increase to be applied to council house rents, other rents and service charges.

Introducing the report, the Chairman pointed out that, over recent years, Highland Council’s house rent increases had been below the Scottish average.  In terms of having highest rents, Highland Council currently ranked 11th, an improvement on 2013/14 when Highland Council was in 8th place.  It was recognised that rents had to cover the running costs of Housing Services whilst still being sensitive to the affordability of tenants and, accordingly, an increase of 1% was proposed which would enable the current level of service to be maintained.  In real terms, this represented an increase in weekly rents from £70.26 to £70.97 but with no increase for charges for sheltered housing warden services.  The 1% increase was lower than that being applied by the Highland Housing Association and was expected to be a lower increase than that imposed by other local authorities. 

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

• the impact of meeting the Scottish Housing Quality Standard on rent levels;
• whether the freezing of Sheltered Housing service charges was sustainable in the long term or equitable for all tenants.  The Housing Service was congratulated on the way the budget had been managed, the improvements that had been made and for proposing a low rent increase despite predictions in the past that increases would need to be above inflation;
• Housing debt in Highland was high and was continuing to rise.  This needed to be addressed politically at a national level;
• there were concerns raised about janitors’ houses being transferred to the Housing Revenue Account and an update would be provided to the next Committee; and
• attention needed to be given to tenants on low income but who were not in receipt of housing benefit.  Benefit changes as a whole were disruptive to housing tenants.

The Committee:-

i. AGREED a 1% increase for council house rents for 2015/16;
ii. AGREED that this percentage increase (1%) be applied to hostel rents, Gypsy/Traveller site pitches, garage and garage site rents;
iii. AGREED that there should be no increase in sheltered housing warden charges in 2015/16;
iv. AGREED that other service charges, including those for caretaking and CCTV were increased by 1% in 2015/16;
v. NOTED that rents for leased property should increase as stipulated in existing contracts;
vi. AGREED that the estimated HRA surplus of £4.0m in 2015/16 be applied as Capital from Current Revenue to fund HRA capital investment; and
vii. AGREED that an update on the transfer of janitor houses to the Housing Revenue Account would be presented to the next Committee.

7. Update on Homelessness Initiatives                                    
Fios as Ùr mu Iomairtean Dìth Dachaigh

Declaration of Interest:

Mr B Murphy declared a financial interest in this item on the grounds of being the provider of homeless accommodation and left the room.

Ms M Smith declared a non-financial interest in this item as a Member of the Boards Albyn Housing Society and Highland Homeless Trust 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 COM/4/15 dated 23 January 2015 by the Director of Community Services which updated Members on homelessness services and initiatives including the Temporary Accommodation Re-provisioning Project, housing support services for homeless clients and consultation on future arrangements for delivering homeless services.

During discussion, the following issues were raised:-

• Members welcomed the monitoring of Welfare Reform on temporary accommodation, given that its impact was still unknown;
• when purchasing properties consideration should be given to vacant properties over shops.  Not only did this bring unused accommodation back into use, it meant easy access to shops, transport etc;
• it was important that other agencies/services were fully committed to and involved in supporting homeless clients with multiple/complex needs;
• in relation to the review of housing policy, appreciation was expressed that the views of staff and stakeholders had been taken into account and that the changes proposed were now coming into effect.  Feedback too was sought from Service users, which was also welcomed, but the importance of Members being involved was emphasised, given their knowledge of extreme cases; and
• the specific case raised by Councillor MacKay regarding the location of temporary accommodation would be investigated.

The Committee:-

i. NOTED the progress of the Temporary Accommodation Re-provisioning Project;
ii. NOTED the action being taken to implement new arrangements to achieve agreed budget savings on housing support services; and
iii. AGREED to develop detailed proposals for changes to operational arrangements for delivering homelessness services based on the following principles:-
• the service should focus on a person’s needs;
• prevention and homelessness assessment should be integrated rather than treated as separate functions/activities;
• each client should have a single “case officer” who would deal with them from start to finish;
• we should aim to offer help and advice as early as possible; and
• we should identify and provide housing support services to service users.

The Committee adjourned for lunch at 1.10 pm and resumed at 1.50 pm.

8. Communication and Engagement with Communities        
 Conaltradh agus Ceangal le Coimhearsnachdan

There had been circulated Report No COM/5/15 dated 22 January 2015 by the Director of Community Services which informed and updated Members on outcomes from the round of Evening Forums completed in December 2014 and how the key outcomes would be delivered going forward.

Although it had not been possible to hold events accessible to those living in Wards 1 and 6 (North West and Central Sutherland and Wester Ross respectively), following discussions with the Director, future events of this nature would include this area.

The Committee NOTED the outcomes from the round of Community Services Evening Forums and how these outcomes linked to Workforce Planning and structural changes at area level.

9. Community Services Performance Report – 1 April to 31 December 2014
Aithisg Coileanaidh nan Seirbheisean Coimhearsnachd – 1 Giblean gu 31 Dùbhlachd 2014

There had been circulated Report No COM/6/15 dated 20 January 2015 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 nine months of 2014/15.   The report also proposed further performance reporting on a range of functions which would be brought to the next meeting of the Committee.

During discussion Members made the following comments:-

• it was likely that rent arrears would increase as a result of the introduction of Universal Credit and other pressures on tenants and this required careful monitoring;
• the improvement in the average time taken to complete non-emergency repairs was commended but further information was requested on the number of long-term outstanding repairs, as those were the ones for which the highest number of complaints were received;
• concern was expressed about the high average re-let time in some areas. It was explained that these figures included areas that proved difficult to re-let although it was anticipated that the recently designated Principal Housing officer role for void management would have an impact in the future;
• the reduction in homeless presentations in Inverness was welcomed; and
• in light of the increasing number of bankruptcies being declared, it was important to follow up rent arrears timeously, to avoid outstanding amounts being written off.

The Committee NOTED:-

i. the information provided on housing performance from 1 April to 31 December 2014; and
ii. the additional performance information that would be reported to the next Community Services Committee.

10. Roads Innovation Fund                                      
Maoin Ùr-ghnàthachaidh Rathaidean

There had been circulated Report No COM/7/15 dated 26 January 2015 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 of the funding.  The report also provided a summary assessment of the outcomes of the trial of the road recycling options and provided a strategy for deploying these techniques. 

During discussion, it was queried, in relation to the purchase of the AZ300 Zipper, if there were sufficient resources within the Service to carry out the additional road repairs that it would facilitate.  In response, the Chairman explained that pilots had involved staff and proved successful.  Should a Zipper be purchased, staff would be fully trained and it would be built into Area work programmes.

In addition, it was also commented that the use of 360° mini diggers would help considerably with drainage maintenance.

The Committee:-

i. NOTED progress against the Action Plan;
ii. HOMOLAGATED reallocation of the fund between actions as mentioned in paragraph 1.2 and detailed in Appendix A of the report;
iii. NOTED the intention to purchase the “zipper” road cycling machine from capital which had successfully completed the trial; and
iv. NOTED that any underspend (estimated £310k) would be carried forward into 2015/16 to allow completion of the trials.

11. Scottish Roads Maintenance Condition Survey 2014 Results              
Toraidhean Suirbhidh Staid Rathaidean na h-Alba 2014

There had been circulated Report No COM/8/15 dated 19 January 2015 by the Director of Community Services which updated the Committee on the results from the Scottish Road Condition Survey for 2014-15, together with the figure for the road maintenance backlog on the Scottish Local Authority road network.

Introducing the report, the Chairman pointed out that the deteriorating condition of the road network was a UK-wide problem that had been worsening over a prolonged period of time. A and B class roads were deteriorating less rapidly and unclassified roads were suffering the most. With finite resources, it was vital to work smarter and the Roads Innovation Fund (RIF) was commended for its successes to date, one of which was the following item on the agenda, the implementation of a 2-year cycle of surface dressing programmes. Partnership working with Transport Scotland, other Local Authorities and other organisations was expected to result in reduced costs.

During discussion, Members commented as follows:-

• the use of ‘hotboxing’ was not new but was, however, welcomed to reduce the amount of temporary patching that was undertaken;
• priority should be given to addressing wheel tracking marks in the following year’s programme, given the dangers this posed for cyclists, with Ness Bridge, Inverness, cited as an example;
• only 25% of what was required to bring the road network up to standard was being made available and a strong political will was required to press for additional funding. In this regard, reference was made to the severe problems being faced by Argyll and Bute Council following years of road deterioration;
• Highland Council had the largest road network of any Scottish Local Authority, with a particularly high number of unclassified roads; and
• poor road condition was associated with wet weather conditions.

The Committee NOTED the results of the Scottish Road Maintenance Condition Survey for 2014-15.

12. Distribution of Road Maintenance Budget – 2015/16            
Riarachadh Buidseat Cumail Suas Rathaid – 2015/16

There had been circulated Report No COM/9/15 dated 19 January 2015 by the Director of Community Services which invited Members to approve the distribution of the Roads Maintenance Budget for 2015/16 between the four Community Services Operational Areas.

During a summary of the report, attention was drawn to the recommendation that major treatment activities be put on a two year cycle where, in the first year, two of the four operational Areas would concentrate mainly on surface dressing, with the other two Areas concentrating on structural maintenance.  For year two the roles would be reversed.  In terms of budgeting, there would be an allocation for structural maintenance and one for surface dressing but on the budget sheet those allocations would be summed and lodged against whichever activity that Area was programmed to do.

Members commented as follows:-

• in relation to Safety Barriers & Flood Risk Management Potential, particularly in Hilton and other coastal towns, consideration needed to be given to rock armoury and similar work being recorded as capital spend, rather than revenue;
• in relation to lack of gully emptying in landward Caithness, it was suggested that specific ditches requiring attention be brought to the attention of the Assistant Area Manager to have them included in the Gully Emptying Programme.  A quarterly gully emptying performance report was anticipated for future meetings;
• reference was made to the second recommendation in the report to delegate the adjustment of the Winter Maintenance budget mentioned in item 2.2 of the report to the Director of Community Services, in consultation with the Chair and Vice Chair of Community Services.  In light of the discussion at the start of the meeting regarding pre-gritting, this recommendation was no longer relevant; and
• advance notices should be issued to prevent vehicles being parked near gullies that were due to be emptied to avoid hindering the work.

The Committee:-

i. APPROVED the distribution of the Road Maintenance Budget for 2015/16 between the four Operational Areas on the basis of need, as detailed in Appendix A of the report; and
ii. APPROVED the change to a 2 year cycle for the principal surfacing activities of surfacing dressing and re-surfacing.

13. Transport Programme  
Prògram Còmhdhalach

Declarations of Interest:

Ms J Douglas declared a non-financial interest in this item as advisor to the Board of Badenoch and Strathspey Community Transport Company 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.

Mr G Farlow declared a non-financial interest in this item as Director of North West Sutherland Community Bus Association 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.

Mrs L MacDonald declared a non-financial interest in this item as Director of Nairn Community Transport 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 COM/10/15 dated 27 January 2015 by the Director of Community Services which informed Members of the three principal focal areas for accomplishing savings within the transport programme, early savings progress and key 2015 activities.

Following a query about which routes would be re-tendered in North West Sutherland, it was clarified that a consultation process would start on 19 February.  This would include a session with Members on 26 February and supplier briefings on 12 March, followed by public focus groups and a questionnaire for the public and suppliers. The information gathered from this process would determine which services were put out for tender.

During discussion, the value of community transport was emphasised and the continued funding in 2015 welcomed.  However, early commencement of discussions was urged to give plenty time for responses.

As a result of contract variation there was considerable concern expressed about reductions to bus services in Fort William which were having a negative impact, especially on those on a lower income who, it was reported, now had to resort to taxi use to get to work or out-of-catchment schools.  It was important that investigations take place with local businesses, employers and the community to make sure that the network the Council was subsidising was still fit for purpose. Some Members also expressed disappointment with Stagecoach’s public consultation on the new timetable which they did not feel had been adequate and had resulted in a sub-standard bus service in Fort William, to the detriment of the travelling public, many of whom had complained about the reductions in service.

The Committee:-

i. NOTED the focus of the transport programme and early-stage progress;
ii. NOTED and support the principal activities intended for 2015; and
iii. AGREED that funding to community transport groups for 2015-16 be rolled forward for one year only on the basis of the 2014-15 awards.

14. Corran Ferry                 
Aiseag a’ Chorrain

There had been circulated Report No COM/11/15 dated 26 January 2015 by the Director of Community Services which provided an update on the Corran Ferry situation.  A 4% per annum increase in fares was recommended in each of the next 3 years based on working towards a break even operating position by 2017/18.

Prior to discussion, the Director informed Members of discussions with Calmac in relation to the provision of a relief vessel to cover the refit periods and breakdowns of the Ferry.  Calmac had indicated their costs would be £3k per day (excluding fuel and water costs and emergency cover) and, furthermore, as the relief vessel would come fully staffed, the Council would have to continue to carry the cost of its own staff during the refit periods.  Because of the nature of the Calmac vehicle, twice daily tidal and water speed influences would necessitate a diminution in service.  Consequently, he did not feel that this was something the Council could pursue but, given Calmac’s willingness to work in partnership with Highland Council, there was scope to explore arrangements around the dry-docking and which would help to reduce costs in Years 2 and 3.

During discussion, some Members felt that further detailed investigation would enable other potential savings to be identified.  In particular, comments in relation to the suggested costings were as follows:-

• there was uncertainty as to the long term direction of fuel prices;
• it was argued that it was not necessary for the ferry to be dry-docked during refits and alternatives, such as using large slipways, should be considered.  In response, however, the Chair advised that due to the vessel’s age, it was  a requirement that the ferry be taken out of water for a survey;
• it was essential to involve Local Members in identifying savings.  In this regard, reference was made to the undertaking made in May 2014 that a review of operational costs would be presented to the Lochaber Area Committee but which had not taken place; 
• the issue of operating costs had been raised on numerous occasions and an officer had attended meetings with affected communities where a number of suggestions had been made which would reduce costs.  While some might not be viable, others merited further consideration including using advertising and sponsorship on the ferry, introducing charges for pedestrian and cyclists and the potential to reduce the number of sailings, particularly in the winter.  Disappointment was expressed that none of these suggestions had been assessed and reported back to Members; and
• the increase in traffic using the ferry in 2014, accompanied by an increase in fares, should have also increased revenue.

In addition, other points of concern raised by Members included the following:-

• concern remained in relation to the position of State Aid.  It was also suggested that, following discussions with Transport Scotland, officers saw State Aid as less of a threat;
• disappointment was expressed that discussions with Transport Scotland had not included Local Members, especially as this request had been raised at the Committee’s last meeting;
• there were rural and equalities implications which still had to be addressed.  Economic studies, partly commissioned by the Council in 2013 looking at the cost of living in rural areas, had highlighted that such areas encountered higher prices and the proposed increase would compound the situation locally.  The increase in the cost of a book of 30 tickets would impact on household budgets, particularly as it would necessitate a book being purchased twice every second month;
• at a previous meeting, Members had been advised that a full Business Case would be submitted to Committee but this remained outstanding;
• the Corran Ferry was a lifeline route but there was also only one service provider.  It was essential there was full transparency on why price increases had been made and concern was expressed that full transparency had not been provided in relation to wage increases and oil purchasing; and
• the Scottish Government had brought out Road Equivalent Tariff and yet the Ardnmurchan Peninsula, which was ferry-dependent, did not get any assistance.

In response, it was suggested that there was a need for local leadership on this issue as it was felt there were mixed messages with some suggestions stating that savings could be made but also that the service should be subsidised.  There was clear advice about State Aid and the decision at the Committee’s last meeting had been that there was the need to move closer to breakeven.  The recommendation currently before Members was for a one year 4% increase which would allow other savings to be identified and proposals coming forward that had local backing would help this.

At this point the Committee adjourned at 3.15 pm and resumed again at 3.35 pm.

Mr A Baxter, seconded by Mr D Kerr, MOVED that any decision on the Corran Ferry fare levels be deferred to the Highland Council meeting on 12 March 2015, to enable officers to:-

i. prepare a full business plan for the next five years, including an assessment of potential savings in operational costs and the impact this would have on passengers;
ii. bring forward options for the long term sustainability of the ferry service and a plan for the assessment of alternative fixed-crossing options; and
iii. obtain independent legal opinion on the risk to the Highland Council of breaking EU State Aid rules, the potential liability to the Council for breach of these rules and options for presenting a robust case that these rules should not apply to this lifeline service.  In addition, an assessment that the Council is complying with all equalities legislation.

As an AMENDMENT, Mr G MacKenzie, seconded by Mr G Farlow, MOVED the recommendations within the report, namely that the Committee:-

i. agree that the option to transfer the operation of the ferry to Transport Scotland is given no further consideration;
ii. approve a 4% per annum increase in Corran Ferry fares from 1 April 2015;
iii. note that the annual increases of 4% are likely to be required for the following two years (16/17 and 17/18);
iv. agree that any requirement to consider increases beyond 4% be brought back to the Committee for immediate consideration; and
v. note the information provided on long term strategy.

On a vote being taken, the MOTION received 9 votes and the AMENDMENT received 6 votes, with no abstentions, and the MOTION was therefore CARRIED, the votes having been cast as follows:-

For the Motion:

Balfour, R; Barclay, J; Baxter, A; Clark, B; Coghill, G; Greene, R; Kerr, D; Morrison, H; Murphy, B.

For the Amendment:

Alston, D; Farlow, G; MacDonald, L; MacKenzie, G; McAllister, E; Munro, L.

Decision

(Notice of Amendment)

The Committee AGREED to defer any decision on the Corran Ferry fare levels to the Highland Council meeting on 12 March 2015, to enable officers to:-

i. prepare a full business plan for the next five years, including an assessment of potential savings in operational costs and the impact this would have on passengers;
ii. bring forward options for the long term sustainability of the ferry service and a plan for the assessment of alternative fixed-crossing options; and
iii. obtain independent legal opinion on the risk to the Highland Council of breaking EU State Aid rules, the potential liability to the Council for breach of these rules and options for presenting a robust case that these rules should not apply to this lifeline service.  In addition, an assessment that the Council is complying with all equalities legislation.

15. Strategic Timber Transport Scheme Bids
Iarrtasan airson Sgeama Ro-innleachdail Còmhdhail Fiodha

There had been circulated Report No COM/12/15 dated 19 January 2015 by the Director of Community Services which updated the Committee on recent bids to the Strategic Timber Transport Fund.  The report invited the Committee to note that representations had been made, and were on-going, to the Scottish Government and Minister, through Forestry Commission Scotland and the National Timber Transport Forum for the Scottish Government, to continue the funding of the Strategic Timber Transport Fund beyond March 2016.      

During discussion, the impact on rural roads, especially in Caithness and Sutherland, of heavy timber lorries was detailed.  Many of these roads were single track and built on peat and, in some instances, the point might be reached when consideration would have to be given to placing weight restrictions on such roads.  There were other transport methods available for transporting timber and these should be given consideration.  Furthermore, the development of wind farms could also had a detrimental impact on roads and it was important, where necessary, to secure contributions to road improvements. 

Thereafter, the Committee NOTED:-

i. the success of recent applications for funding to the Strategic Timber Transport Fund in securing £1.055m of grant funding; and 
ii. that representation had been made, through the Forestry Commission Scotland, to the Timber Transport Forum for the Scottish Government to continue the funding of the Strategic Timber Transport Scheme Fund beyond March 2016.

16. Social Enterprise Funding                
Maoineachadh Iomairt Shòisealta

Mr R Saxon declared a non-financial interest in this item as a Director of Homeaid - Caithness and Sutherland 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 COM/13/15 dated 27 January 2015 by the Director of Community Services which invited Members to approve the funding arrangement to the Council’s social enterprise partners for the year 2015/16 and 2016/17.

During discussion, it was pointed out that HomeAid (Caithness and Sutherland) had recently been taken over by Blythswood Care and confirmation was sought, and received, that projected income from Highland Council to HomeAid, as detailed in the report, would remain.  It was also confirmed, in relation to scrap metal from recycling and transport centres, that a monthly tender process was adopted.

The Committee APPROVED the review of Social Enterprise activities and funding mechanisms during 2015/16.

17. Joint Health Protection Plan                                                           
Co-Phlana Dìon Slàinte

There had been circulated Report No COM/14/15 dated 27 January 2015 by the Director of Community Services which invited Members to approve the next version of the Joint Health Protection Plan and a review of the previous plan. The statutory plan had been developed jointly by the Highland Council, Argyll and Bute Council and NHS Highland.

Reference was made in the Plan to the need to minimise the risk to the public from Lyme Disease and it was important that this was highlighted given that deer, particularly on the west coast, could be found more frequently in many villages, including play park areas.  Many villages had deer fences but a point might be reached where funding would be sought for their repair.  Reference was also made to the Plan to address blue green algae in inland and inshore waters and whether the algae were a result of the use of phosphate run-off.

The Committee APPROVED:- 

i. the review of the Joint Health Protection Plan 2012-2014; and
ii. the Joint Health Protection Plan 2015-2017.

18. Minutes                                              
Geàrr-chunntas

There Committee APPROVED the circulated Minutes of the Harbours Management Board of 15 January 2015.

19. Exclusion of The Public
Às-dùnadh a’ Phobaill

The Committee RESOLVED that, under Section 50A(4) of the Local Government (Scotland) Act 1973, the public be excluded from the meeting during discussion of the following item on the grounds that it involved the likely disclosure of exempt information as defined in Paragraph 1 of Part 1 of Schedule 7A of the Act.

20. Workforce Planning and Review of Structures                       
Dealbhadh Luchd-obrach agus Ath-sgrùdadh air Structaran

There had been circulated to Members only Report No COM/15/15 dated 23 January 2015 by the Director of Community Services which informed and updated Members on progress with Workforce Planning within the Service.

The Committee AGREED the recommendations as set out in the report.

The meeting ended at 3.55 pm