Agendas, reports and minutes

Minutes of Meeting of the Ross and Cromarty Committee held in the Chamber, Council Offices, Dingwall on Tuesday, 31 October 2017 at 10.30am.

Present:

Mr G Adam, Ms I Campbell, Dr I Cockburn, Mr M Finlayson, Mr C Fraser, Mr D Louden (tele-conferencing), Mr G MacKenzie, Mrs A MacLean, Mr D MacLeod, Mr A MacKinnon, Ms P Munro, Mrs M Paterson (Vice Chair), Mr A Rhind, Mrs F Robertson (Chair), Ms M Smith and Ms K Stephen.

Officials in Attendance:

Mrs H Ross, Senior Ward Manager, Chief Executive’s Office
Ms D Agnew, Ward Manager, Chief Executive’s Office
Mr R Bain, Ward Manager, Chief Executive’s Office
Mr J Holden, Housing Manager (North), Community Services
Mr C Sharp, Repairs Manager (North), Community Service
Mr D Esson, Education Quality Improvement Manager, Care and Learning Service
Ms S Wood, Education Quality Improvement Manager, Care and Learning Service
Mr I Moncrieff, Roads Operation Manager, Community Services
Miss J Maclennan, Principal Committee Administrator, Chief Executive’s Office

Also in Attendance:

Group Manager M Loynd, Scottish Fire and Rescue Service

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

Business

Preliminaries

Prior to commencement of business, the Chairman, on behalf of the Local Committee, welcomed Mr A Rhind on his recent re-election to Ward 7 (Tain and Easter Ross).  Mr Rhind replied in suitable terms.

The many fantastic achievements, both by adults and young people, at the recent Royal National Mod in Fort William were highlighted.  The Ross Shire participants had acted as Ambassadors for the area and, in recognition of their success, the Dingwall and Seaforth Members had agreed to hold a Civic Reception, not only for participants from their Ward but for all those who had taken part across Ross Shire.  Highland Council was a funder of An Comunn Gàidhealach, the Mod organisers, and this investment proved excellent value for money.

Congratulations were also extended to Kinlocheil Shinty Club who had won team of the year, coach and player of the year and the Marine Harvest Premiership.

1.  Apologies for Absence
Leisgeulan

Apologies for absence were intimated on behalf of Mrs J Barclay and Mrs C Wilson.

2.  Declarations of Interest
Foillseachaidhean Com-pàirt

There were no declarations of interest.

3.  Minutes
Geàrr-chunntas

The Committee NOTED the Minutes of the last meeting which had been held on 15 August 2017 and had been approved by the Highland Council on 7 September 2017.

Arising from this item, it was confirmed that a breakdown, on a Ward basis, of the number of kilometres of road by category had been circulated to Members, but this would be re-circulated to Councillor M Smith.  Also, additional information had recently been provided from Chief Inspector I MacLelland, Police Scotland, regarding traffic management at a specific road vehicle collision near Kyle and this would be sent direct to Councillor I Campbell.

4.  Scottish Fire and Rescue Service                                                                             
Seirbheis Smàlaidh is Teasairginn

There had been circulated Report Nos RC/025/17 dated 20 October 2017, together with the Ross and Cromarty Performance Report, by the Local Group Manager for the Scottish Fire and Rescue Service (SFRS).

As part of a presentation, a video clip was shown regarding the consultation that was about to being on the SFRS Transformation.  The Service was facing changing demands and the key elements that needed to be addressed were detailed.  In particular, the Service had seen a reduction in fires but their role had evolved into other areas such as rescue events in times of severe weather, terrorist attacks etc.  Transformation would be a challenging process, over a 4 year period, with changes to terms and conditions, new duty patterns, more flexible working practises and the use of new technology.  In acknowledgment of this, a recognition package was to be offered to firefighters.

During discussion, Members raised the following issues:-

• a request was made for the number of road traffic collision incidents that the Service was involved in to be provided at Ward level so that accident blackspots might be identified.  In response, while this would be possible, caution was expressed that the figures would not represent a true picture as the Service was not involved in every traffic collision incident and Police Scotland figures would be more accurate;
• following on from the above, clarification was sought, and received, as to when the SFRS responded to traffic collisions;
• the prevention work carried out by the SFRS was applauded.  The Service was commended for its Home Safety Visits and falls prevention approach and its joint work with NHS Highland;
• in response to a question, it was explained that personnel would be trained to recognise the signs and symptoms of domestic abuse and how to support people in terms of getting the right help and information;
• recognising that many of the most vulnerable also had mobility issues, it was suggested that fire suppressant and sprinkler systems should be installed in social housing.  The costs of installing these in private houses might be prohibitive but, to encourage the installation of sprinkles, it was suggested that Government should consider providing grants;
• rural health provision in Highland was an concern and there was merit in exploring how the Service could work with the Centre for Rural Health Sciences.  The SFRS would act as first responders in an emergency, as and when was necessary.  In this regard, in response to a question, it was explained that not all fire engines carried defibrillators but where they did Firefighters knew how to use them;
• it was suggested more people would apply to become a Retained Firefighter if a more flexible approach was adopted.  However, it was explained that the physical requirements for Retained Firefighters needed to be maintained although the consultation could look to see if there was capability for volunteers to perhaps act as medical responders instead;
• the more flexible approach taken in terms of distance had enabled more Retained Firefighters to be recruited;
• the use of different types of vehicles in different areas was commended.  This would support local need and, for example, with the North Coast 500 route being so popular, these vehicles could carry emergency medical equipment required in a vehicle collision until the ambulance service arrived;
• the Scottish Ambulance Service was in the process of setting up community resilience teams and there was potential for the SFRS to complement this and work together both at a local and national level;
• the increase in deliberate fires was disappointing;
• given the difficult financial climate and decreasing budgets, a flexible approach to joint working was essential; and
• congratulations were extended to Area Manager John MacDonald who had been promoted to the rank of Deputy Chief Fire Officer.  His contribution during his time as Area Manager had been considerable, especially in terms of community engagement.

Thereafter, having thanked the SFRS for their presentation, the Committee;-

1. NOTED, following scrutiny, the Ross and Cromarty Performance Report and updates in relation to the 4 Priorities; and
2. AGREED that the Ambulance Service be invited to a future meeting to present their localism response proposals.

5.  Housing Performance Report
Aithisg Dèanadais a thaobh Taigheadais

There had been circulated Report No RC/026/17 dated 20 October 2017 by the Director of Community Services.

During discussion, Members raised the following issues:-

• clarification was sought, and received, in relation to Anti-Social Behaviour, what constituted a case being resolved and what timeframes were generally expected;
• although Ward 6 (Cromarty Firth) had the highest level of rent arrears, this was because it also had the largest number of Council houses.  In this regard, Councillor M Smith requested information as to how many households this amount of rent arrears would relate to.  In addition information was sought as to what level rent arrears reached before the Council took action;
• it was suggested that the Council needed to take a more proactive approach to rent arrears and that lessons could be learnt from the Private sector.  However, this had to be balanced against the Council’s duty of care;
• in situations where tenants were evicted, the Council had a responsibility to re-house them and this could mean simply changing the locks and the family returning to the same property;  Tenants could also apply for sequestration which meant that the debt was written off.  Although this meant the Council did not receive any money it often offered the best outcome for families;
• confirmation was sought, and received, that the Council applied for direct payment of rents whenever possible;
• new legislation was to be introduced removing short tenancies.  This was a practise that the Council sometimes adopted so a different approach would be required;
• when maintenance officers were in houses, it was suggested that they might also take the opportunity to survey if there were any other matters that needed to be addressed and to report back accordingly.  This proposal could form part of the report that the Service had already committed to take back to Committee on various issues including the regular inspection of tenancies;
• concern was expressed that in Ward 5 (Wester Ross, Strathpeffer and Lochalsh) at the increase in the average length of time to complete emergency and non-emergency repairs and to re-let properties.  It was explained that this was due to staffing issues but measures had been put in place with a view to reducing these figures;
• where possible, local sub-contractors should be used for small maintenance issues and this needed to be borne in mind when the Framework was reviewed;
• details of the system for dealing with missed appointments, by both tenants and maintenance officers, were requested;
• the Council’s policy was only to repair fences at the front of properties while dividing fences were the tenant’s responsibility.  Members felt there was a need to review this issue, together with the maintenance of garages, taking cognisance also on the impact on budgets;
• Councillor A Rhind requested information on the Capital Expenditure proposed for kitchen replacements etc in Ward 7 (Tain and Easter Ross Ward).  In addition, he also sought information as to timescales regarding the removal of moss from roofs in Balintore.  It was pointed out that wavy tiles were more likely to attract moss more than flat ones and it was now a planning requirement for flat tiles to be used on new houses; and
• it was important to adequately maintain pavements and railings in deprived areas.  Failure to do so gave a perception that the Council did not consider these areas as importance as the more affluent areas which appeared to be in better condition.

Thereafter, the Committee:-

1. NOTED, following scrutiny, the information provided on housing performance in the period from 1 April 2017 to 30 September 2017; and
2. AGREED TO RECOMMEND to the Council that the Scheme of Delegation be reviewed to give Local Committees the power to review the Housing Policy, particularly in relation to inspection regimes, garages and fences, taking into account the impact any proposals would have on resources.

6.  Education Scotland Reports                                                                                      
Sgrùdaidhean le Foghlam Alba

There had been circulated Reports No RC/027/17 and RC/028/17 dated 6 October and 23 October 2017 respectively by the Education Quality Improvement Manager.

During discussion, Members raised the following issues:-

• referring to the Tain Royal Academy Report, the improvement which had taken place was welcomed. The Head Teacher’s hard work and dedication was acknowledged and, since being appointed, he had started to bring higher levels of challenge in a few curriculum areas.  It was important to send a positive message to him, the Senior Management Team and the pupils at the school that Members were encouraged at the progress which had taken place;
• concern was expressed at the pressure the Head Teachers were under at  both Tain Royal Academy and Alness Academy.  Not only were they faced with a revisit by HMI/Education Scotland in 12 months but they were also encountering new builds and the development of a 3-18 campus.  Also, there was the ongoing pressures Head Teachers faced generally such as recruitment of staff, budget cuts and changes to the management of schools and Members sought reassurance that the necessary support would be provided to them;
• Members welcomed the integration of Gaelic into the S1-3 curriculum in Tain Royal Academy and the development of links with local primary schools and other partners;
• Alness Academy had faced difficulties with a large turnover of staff but some progress had been made.  However, it was important to build on this and for positive outcomes and huge strides to be made before HMI/Education Scotland returned;
• the statistics reported from the various surveys were useful.  However, a clearer indication would be achieved if the number of questionnaires issued and the number of responses returned was provided rather than  reporting percentages;
• funding for schools had changed over recent years and it would be useful for Members to see how it had evolved.  It was essential that these schools were adequately resourced to make the changes identified;
• turning to the Plockton Associated School Group (ASG) Overview, the many varied successes were applauded.  However, concern was expressed at the delay in bringing this report before Committee.  Discussion also took place as to whether ASG reports should be considered at Committee in addition to Ward level.  It was explained that this was a requirement in terms of the Scheme of Delegation but  alternative options as to how this could be accomplished could be explored; and
• the ASG report highlighted many positive outcomes, such as 100% positive destinations and the area’s low unemployment rate.  However the suitability and condition of many of the schools were graded as poor and this would continue to deteriorate unless remedial action was taken to address this.  This would affect the outcomes which would eventually start to decline.  Since the report had been written though £3m had been spent on a partial refurbishment of Plockton High School.

The Committee:-

1. NOTED, following scrutiny, the Education Scotland and Associated School Group Overview reports; and
2. AGREED that consideration be given as to how best Associated School Group overviews be reported to the Ross and Cromarty Committee in future.

7.  Winter Maintenance Plan 2017/18 
Obair-gleidhidh Geamhraidh

There had been circulated Report No RC/030/17 dated 26 September 2017 by the Director of Community Services.

During discussion, Members raised the following issues:-

• the moisture content of salt was critical and the impact on equipment when salt was moved from a covered location to an uncovered location was questioned;
• the cost implications of removing grit bins during the summer and repairing and then replacing them was queried;
• the salt store barn at Gairloch had been located facing the prevailing wind and, as a result, the roof had blown away exposing salt to the elements.  In addition, salt had previously been delivered by boat but this year it had been delivered by lorry, involving a 130 mile round trip;
• calls were made for the budget for gritting to be devolved to Local Committees.  In addition, within the terms of the policy, the possibility of viring monies from, say the gritting of car parks, to other routes was explored;
• Members queried how the 10 footpath tractors were allocated;
• appreciation was expressed that the Bealach na Ba road was now classed as a Primary route;
• concern was expressed regarding the gritting of roads around Plockton High School.  Some of the single track routes to the school were treated as Secondary routes and occasions had arisen, due to the condition of these routes, where it had been necessary for the Head Teacher to close the school.  It was suggested that there was merit for this prioritisation to be re-examined and to consider any additional cost as preventative spend.  Many of the roads in question were winding with steep drops in parts, thus necessitating frequent breaking by buses; and
• Councillor M Smith requested A3 size copies of the maps presented.

The Committee APPROVED the Winter Maintenance Plans for Ross and Cromarty for the 2017/18 period, which included the priority road lists and maps presented in Appendix B and C of the report, with the Bealach na Ba road now being classed as a Primary route

8.  Ross and Cromarty Local Roads Maintenance Programme 2018/19              
Prògraman Càradh Rathaidean Ionadail Rois agus Chromba

There had been circulated Report No RC/030/17 dated 2 October 2017 by the Director of Community Services. 

During discussion, Members raised the following issues:-

• appreciation was expressed to Community Services road engineers for the recent work undertaken to the A832 at the Fairy Glen.  The Local Member, Councillor C Fraser had been kept informed and who, in turn, had advised community councils and residents at what stage works were at. Without this final resurfacing it was unlikely the road would have survived another winter and feedback from residents had been positive;
• assurances were sought, and received, that excessive amounts of weed killer were not used on verges given the negative effect the chemicals could have on bees.  Notification to bee keepers in advance of using weed killer would enable hives to be closed;
• when Off-lets were kept clear drainage maintenance became easier;
• a closer working relationship with farmers would be beneficial where fields impacted on the road network;
• as safety was one of the factors taken into account when considering schemes for inclusion in the Roads Structural Maintenance Programme, attention was drawn to the Crask Junction, Findon.  This junction was causing considerable concern locally and, although it was likely to be included in the Council’s Capital Programme, a request was made that, if there was any underspend in the Roads Maintenance Programme, it be used to start work on this junction;
• confirmation was sought as to when the local budget allocations would be set;
• it was suggested that workforce allocation to areas should relate to the amount of mileage in each ward, Ward 5 (Wester Ross, Strathpeffer and Lochalsh Ward) having 48% of roads in Ross and Cromarty;
• concern was expressed that Community Councils had been asked to nominate 3 top road priorities.  Given the number of Community Councils in the area this had raised expectations which could not be met.  Furthermore, Members, in the first instance, should have been given the opportunity to consider the matter at Ward Business Meetings as they were aware of all the factors which needed to be taken into account;
• a number of roads in Ward 6 (Cromarty Firth) had been included and yet there were other routes which were in greater need of repair and it was requested that the priorities be considered at a Ward Business Meeting with a view to amending them; and
• concern was expressed at the poor standard of work carried out by contractors on repairs to roads met from the Highland Timber Transport Fund.  Assurances were sought, and received, that the Council would not accept unsatisfactory work or, where the Council needed to undertake work, that the costs incurred were recouped.

Thereafter, the Committee APPROVED the 2018/19 Roads Maintenance Programmes for the Ross and Cromarty Area with the exception of Ward 6 (Cromarty Firth) which would be subject to consultation with Ward Members with approval of that Ward Programme, including potential changes, being delegated to the Roads Operation Manager, in consultation with the Chair and Vice Chair of the Ross and Cromarty Committee.

9.  Common Good Funds
Maoin Maith Choitchinn

There had been circulated Reports Nos RC/031/17–RC/035/17 dated 18 October 2017 by the Chief Executive and Director of Corporate Resources which provided information on the following Common Good Funds:-

1. Cromarty Common Good Fund RC/031/17
2. Dingwall Common Good Fund RC/032/17
3. Fortrose and Rosemarkie Common Good Fund RC/033/17
4. Invergordon Common Good Fund RC/034/17
5. Tain Common Good Fund RC/035/17

During discussion, Members raised the following issues:-

• details of the Heritage assets of the Invergordon Common Good Fund were requested by Councillor M Smith;
• in relation to the Tain Common Good Fund it was pointed out that, as a result of the sale of the mussel boat, in the next set of accounts the value of the plant and machinery would record a loss.  Furthermore, the sale of the Tain Mussel Fishery had generated £120,205 but this was to be ring-fenced for future mussel fisheries;
• also in relation to Tain Common Good, the £385,779 of Heritage Assets referred to the Alexandra suspension bridge and it was questioned if this amount would be depreciated in future; and
• Members welcomed the removal of the costs of the Tain CCTV monitoring contract and the lease of the Meikleferry pier from the Common Good Fund.

Thereafter, the Committee NOTED the updated information provided in relation to each Fund.

10.  Tain Common Good - Request for 25 year lease of Grant Park by St Duthus Football Club  
Maoin Math Coitcheann Bhaile Dhubhthaich - Iarrtas airson aonta-màil 25 bliadhna airson Pàirc nan Granndach le Sgioba Ball-coise Naomh Dhubhthaich

There had been circulated Report No RC/036/17 dated 18 October 2017 by the Chief Executive.

The Committee APPROVED the request for a lease of Grant Park on the proposed Heads of Terms as contained in Appendix One of the report.

The meeting ended at 1.35pm.