Agendas, reports and minutes

Minutes of Meeting of the Caithness Committee held remotely on Monday 6 July 2020 at 10.00am.

Present:

Mr R Bremner, Mr W Mackay, Mr S Mackie, Mr M Reiss, Mr K Rosie, Mr A Sinclair, Ms N Sinclair

Officials in attendance:

Mrs C McDiarmid, Executive Chief Officer, Communities and Place
Mr P Senior, Executive Chief Officer, Education and Learning
Ms A Clark, Head of Policy and Reform, Communities and Place
Mrs H Ross, Senior Ward Manager, Communities and Place
Mr A Macmanus, Ward Manager, Communities and Place
Ms A Macrae, Committee Administrator, Chief Executive’s Office

Also in Attendance:

Inspector A Goskirk, Police Scotland
Mr A Tait, Caithness Voluntary Group

1. Appointment of Chair and Vice Chair
Cur an Dreuchd Cathraiche agus Iar-Chathraiche

The Ward Manager advised of an amendment proposed in relation to this item. He invited nominations for the appointment of the Chair of the Caithness Committee. He also invited nominations for two Vice Chairs of the Caithness Committee, one proposed from each of the two County wards. This was on the basis the Vice Chairs would assume the reinstated civic roles of the Provost of Thurso and the Provost of Wick and that the appointees would have a civic role but that the roles and responsibilities would be taken back for formal agreement at the next Caithness Committee, scheduled for 22 October 2020.

Thereafter, Mr R Bremner seconded by Mr W Mackay moved that Ms N Sinclair be appointed as Chair.

On there being no other nominations, Ms N Sinclair was appointed as Chair of the Caithness Committee.

Mr K Rosie seconded by Mr M Reiss moved that Mr S Mackie be appointed as Vice Chair from Ward 2: Thurso and Northwest Caithness.

Mr R Bremner seconded by Mr A Sinclair moved that Mr W Mackay be appointed as Vice Chair of the Committee from Ward 3: Wick and East Caithness.

On there being no other nominations, Mr S Mackie and Mr W Mackay were appointed as Vice Chairs of the Caithness Committee.

Thereafter, the Committee AGREED that the Vice Chairs of the Committee would assume the reinstated civic roles of the Provost of Thurso and the Provost of Wick and would have a civic role and that the roles and responsibilities would be taken back for formal agreement at the next Caithness Committee, scheduled for 22 October 2020.

At this point, the Chair thanked Members for her appointment and indicated she was  honoured to be given the opportunity to serve Caithness. She paid tribute to Mr M Reiss for serving as Chair for the past two years, and on representing Caithness’s best interests within Highland Council. She hoped to build on that foundation by driving the Committee forward as a powerful and relevant forum for local decision-making. The Council had made a commitment towards localism and it was important to ensure that Members worked together to address the issues that mattered most to the community and ensure those issues were championed at a Highland level.

The Chair continued that she hoped to facilitate closer collaboration between the Members, local officers and partners, across county and party lines as the area emerged from the pandemic and sought to rebuild the economy and social structures. She was confident that the inspirational example set by the community could be harnessed to deliver meaningful progress.

Thereafter, Members congratulated the Chair on her appointment and raised the following issues:-

• the importance of the Committee having a strong voice within the Council on the matters of most importance to Caithness and was proactive in tackling the issues around housing, drugs and mental health, poverty and antisocial behaviour, economic factors and regeneration;
• as the area emerged from Covid-19, the Committee’s role should be one of leadership and providing encouragement to the third sector and the general public in confronting the challenges facing the County; 
• the potential to engage with the Faroe Islands to open up new opportunities for business and to learn from their air services, and also to accept the offer from Planet Youth in Iceland to explore in partnership the Icelandic model for substance use;
• there was a renewed sense of enthusiasm to take a different approach in Caithness and to represent the unique challenges and often different priorities to other areas within Highland; and
• the new roles and responsibilities provided a structure to support the Chair and also drive forward the ambitions and needs of the County going forward. It was important the Committee robustly put its case forward to the Council and nationally to the Scottish and UK Governments.

The Chair advised that a meeting of Caithness Members would be arranged to discuss the issues within Wards 2 and 3, and those affecting the whole area with a view to an action plan being developed as soon as possible.

2. Apologies for Absence
Liesgeulan

An apology for absence was intimated on behalf of Mr D Mackay. 

3. Declarations of Interest
Foillseachaidhean Com-pàirt

Item 4: Ms N Sinclair (non-financial)
Item 6: Mr R Bremner, Mr W Mackay and Mr K Rosie (non-financial)

4. Return to School Update
Fios às Ùr mu Thilleadh dhan Sgoil

Declarations of Interest: Ms N Sinclair declared a non-financial interest in this item on the grounds that family members attended Newton Park Primary School and Nursery in Wick, 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 from taking part in the discussion.

During a verbal update, the Executive Chief Officer Education & Learning advised that the Council’s whole ecosystem was working on the plans and preparations to ensure schools would be ready for reopening on 12 August 2020.  He explained that Council services and schools had been working on a scenario-based approach with the primary focus on Option A (100% return with no social distancing) in accordance with the national guidance but that work continued on contingency plans (Option B - 100% return with 1m social distancing and Option C - 50% return with 2m social distancing).  However, the primary concern was the safety and wellbeing of pupils, staff and communities and therefore risk assessments continued and mechanisms were in place to adapt the model dependent on circumstances and national guidance received. He had written to all Head Teachers thanking them and their staff for their efforts, flexibility, innovation and creativity in continually adjusting plans and processes. In addition, the Council’s support services such as transport, catering, IT, facilities management should be recognised for their crucial role throughout this process.

Members recorded their thanks to head teachers, teachers and support staff for continuing in their roles and on taking on new roles during the Covid-19 pandemic, for example delivering digital learning and looking after the wellbeing and social elements of school. Staff had faced significant challenges associated with the changing guidance in relation to the return to school environment, however the focus in Caithness had always been on the welfare of pupils and ensuring the best educational experience.

In discussion, Members then raised the following main points:-

• the work ongoing in Caithness to comply with the social distancing guidelines for the different age groups of children taking into account the available space within school settings. It was confirmed that while the primary focus was to have a 100% return to schools with no social distancing measures, assessments had been undertaken and plans were in place in the event Options B or C had to be deployed, including a greater reliance on blended learning to bridge any gap; 
• concern there would be insufficient capacity to provide the level of school transport required if social distancing measures had to be deployed, particularly as many public services were shared with schools.  It was confirmed a transport sub group had been established involving transport providers and operators and was working to deliver flexible and creative solutions for example offering parent fuel vouchers and active travel solutions. There had also been engagement with the parent council partnership to ensure the co-design of any plans. In addition, a local project board involving transport providers was overseeing the return to schools in the area;
• the potential for monies to be allocated to undertake works to improve facilities at Thurso High School, noting the underspend on the previous year’s DSM allocation was being used to help bridge the budget gap. The Executive Chief Officer confirmed he would ensure any specific requests directed to him in relation to the School would be considered by the relevant officers in terms of priorities within the capital programme;
• whether an increase in home schooling was being observed given the anxieties of some parents around the return to school.  It was confirmed there was anecdotal evidence home schooling may be on the rise and that plans were in place to communicate with parents and carers to help manage and alleviate anxieties, including a dedicated web page on returning to school which also included a frequently asked questions section and regular engagement between schools and parent councils; 
• the opportunities to use renewable energies which was a key strength of the area to provide alternative forms of school transport in future; and
• the support being provided by the Council to head teachers and teachers in relation to their mental health and wellbeing. It was confirmed that the wellbeing of staff was a priority. The information generated by a recent staff survey would assist in targeting support. There was regular engagement and meetings with staff including the opportunity for one to one conversations.

The Committee NOTED the updated.

5. Police Scotland Update
Cunntas às Ùr mu Phoileas Alba

Inspector A Goskirk, Police Scotland provided a verbal update on performance in the area. In regard to road safety, the number of road traffic fatalities had reduced to zero, albeit it was important not to be complacent going forward.  There had been a decrease in the number of detections for drink and drug driving, however in recent weeks there had been an increase in drug driving compared to the previous year due to the introduction of the new test swipes, details of which he provided. There had been a reduction in the number of speeding and other road traffic offences which he suggested was due to Police Scotland’s level of enforcement in addition to the limited traffic volumes over recent weeks. In the previous year there had been an increase in the levels of violence, however since 1 April 2020 a decrease had been observed, and there having been a reduction in crimes in the area. There had been an increase in anti-social behaviour and disorder mainly related to the failure to comply with the Scottish Government’s Covid-19 legislation introduced in March 2020 which had been applied 38 times, however this had resulted in only 2 arrests.  In recent weeks the application of the legislation has tailed off as the Service returned to normal policing. He recorded his thanks to all the special constables who had been deployed during the Covid-19 period for giving up their time and providing reassurance to communities. There had been a reduction in dishonesty crimes, particularly housebreakings compared to the previous year, albeit most recently a rise in shoplifting had been observed.

Members recorded their appreciation to Police Scotland for keeping communities safe and providing reassurance during this challenging period.  Inspector A Goskirk was also thanked for keeping local Members informed and the Caithness community commended on their high level of compliance with the Covid-19 legislation.

In discussion, reference was made to the partnership working being undertaken by Caithness Community Partnership and third sector interface in the area in response to issues of drug and alcohol misuse, social isolation, mental health and wellbeing in the area, and the need to get the message across to the community that their support was required as an integral part of this work on an ongoing basis.  It was highlighted that at a seminar held in Caithness earlier in the year, it had been agreed to adopt the Icelandic model for tackling substance use in young people and Members looked forward to this being progressed.

In regard to the above, it was suggested that the agencies involved in the Caithness Community Partnership consider how to improve support services to tackle these issues and for this to be included in the actions plans for the County. There was a specific suggestion that the Council, Police Scotland, NHS Highland and communities work in partnership with the support of an independent facilitator.

In addition, there was a structural issue that needed to be addressed to ensure that calls about health issues which did not involve crimes were directed appropriately, concern being expressed that while it was the nature of the Police to respond, police officers were not experts in this field.

Inspector A Goskirk confirmed the evidence suggested that officers in the area were dealing with more urgent individual vulnerability calls than in the past. These were difficult issues and he welcomed the support of Members and the opportunity to have further discussions outwith the Committee.

Thereafter, Members raised the following main points:-

• issues around policing the Covid-19 legislation in rural communities where there may have been a consideration there was not the same level of risks as towns and cities;
• the special constabulary be commended for their important role and level of work during the Covid-19 pandemic;
• concern at the environmental impact of wild camping and the opportunity to have discussions with Police Scotland on whether their powers to tackle this issue needed to be enhanced;
• a point as to whether the Police carried out a risk assessment and background checks prior to homeless persons being allocated a Council house in the area. It was confirmed the Police shared information with the Council’s Housing Service in this regard; and
• clarification was sought in relation to the drink driving cases reported in the press at the end of phase one of the lockdown period. It was confirmed these figures reflected both the proactive approach of the Police and also the level of reporting from within communities.

The Committee NOTED following scrutiny, the update.

6. Covid-19 Response
Freagairt Covid-19

Declarations of Interest: Mr R Bremner as Chair of Thrumster Community Development Association, Mr W Mackay as a Director of Caithness Voluntary Group and Mr K Rosie as a Board Member of Thurso Community Development Trust declared non-financial interests in this item, but having applied the test outlined in Paragraphs 5.2 and 5.3 of the Councillors’ Code of Conduct, concluded that their interests did not preclude them from taking part in the discussion.

i. The Highland Council
Comhairle na Gàidhealtachd

The Ward Manager provided a verbal report on the Council input to the Covid-19 pandemic in Caithness. He explained that humanitarian assistance centres (HACs) had been established as part of the emergency response to support key groups within the community that would be vulnerable to Covid-19.  The presentation provided detailed information on the types of support that had been provided and the local arrangements that had been established; set out the key learning opportunities; outlined the next steps including how the Council would continue to work with local communities; provided financial information on the local funding for community support and how this had been distributed; and provided information on the Business Grant support that had been awarded to businesses across Caithness.

ii. Third Sector – Caithness Voluntary Group
 An Treas Roinn - Buidheann Saor-thoileach Ghallaibh

Mr A Tait, Caithness Voluntary Group (CVG) gave a verbal update on Covid-19 responses in Caithness on behalf of the Third Sector. He reported that at the outset lead anchor organisations had been identified in each community council area to organise and deliver support where required. There had been challenges in some areas and he thanked Thurso Community Development Trust and Thrumster Community Development Association for covering the gaps, and also Caithness Connections on its response. The lead groups, CVG, Members, Ward Manager, local Foodbank, Highlands and Islands Enterprise and Dounreay representatives had worked in partnership to share information and ideas and try to solve any problems. The CVG had also sought to share best practice from the Highlands and also nationally. Procedures had been developed to ensure all the groups kept themselves and others safe. Leaflets and posters had been prepared to capture those not on social media, and goods such as hand sanitisers, activity boxes, and other activity items had been widely distributed to help improve wellbeing. CVG had worked with the community groups to help them obtain the funding outlined in the Ward Manager’s presentation. Support had also been provided from the Citizens Advice Bureau, Chamber of Commerce, NHS Highland and others throughout the period. 

Mr A Tait continued that resilience meetings continued to be held fortnightly overseeing the ongoing effort but also focusing more on recovery and preparing for future challenges such as the end of the furlough period. Resilience groups were being encouraged to work with those people they had been supporting to increase their independence and CVG would support this process.  In conclusion, he advised that discussions had been held with the Highland Third Sector Interface in relation to developing more capacity around mental health in Caithness through a partnership approach.

In discussion, Members acknowledged the tremendous response of the community, third sector and volunteers in Caithness to the Covid-19 pandemic and recorded their thanks for the work undertaken by the Ward Manager, Mr A Tait and Council officers during this period. This collective effort had brought an unprecedented level of support and reassurance to people in Caithness. It also provided a high level of confidence that the community would continue to be resilient through the recovery process and beyond. The funding organisations should be commended on their flexibility and on releasing monies expeditiously to provide resilience funding to communities. Members also recorded their thanks for the level of volunteer support in undertaking amenity works in the area.

Thereafter, and in response to questions, Mr A Tait reported that the partnership and team working and volunteering within the County had been excellent, and the third sector and community organisations in the area were stronger as a result of this work. The Ward Manager suggested there was now a firmer base on which to build the community partnership in Caithness.

A point was then raised in regard to how the Members could support the third sector through the period of recovery, advising it would be helpful to have an update on progress with the actions identified by third sector organisations. In this regard, Mr A Tait be invited to provide an update to the next meeting of the Committee in October 2020.

In response, Mr A Tait advised that as volunteers returned to work and groups assumed their normal roles, it was critical to work in partnership with the Council and to benefit from Member and officer contacts and expertise to continue to provide support and deal with the wide ranging issues that would arise in the recovery period.  He confirmed he would welcome the opportunity to provide an update to the next meeting of the Committee.

During further discussion, Members raised the following issues:-

• Thurso Community Development Trust be congratulated on its vegetable garden initiative in Thurso town centre as part of its Thurso Grows project and the wider benefits of the initiative recognised. The Trust was also commended on its significant overall contribution to the community over the period;
• the opportunity for the Council to facilitate the continuation and expansion of  Thurso Community Development Trust’s lunch club service throughout the area, for example through the use of Council greenhouses;
• a follow up letter be sent by Mr S Mackie to the funding organisations expressing thanks for their support to date and asking that they continue to be considerate in terms of the qualifying criteria going forward;
• the need to consider the most effective level of Council officer support to be provided to the third sector and community partnership; and
• the need to ensure the excellent level of preparatory communication which had been achieved in the lockdown period was continued into recovery to keep communities informed.

Thereafter, the Committee NOTED the update and AGREED to invite Mr A Tait, Caithness Voluntary Group to the next meeting in October 2020 to give an update on progress with recovery.

Following on from the debate, the Committee also AGREED the following as proposed at the meeting by the Chair and seconded by Mr M Reiss –

“The Caithness Committee formally acknowledges the astonishing community and voluntary response to the coronavirus pandemic, which has been both inspirational and humbling. Local members – on behalf of the Highland Council – thank the community of Caithness and will work together to agree a formal, lasting tribute to the many people who have come together to get us through these difficult times.”

7. Urgent Item
Housing in Caithness

The Chair AGREED the following item be taken as an urgent item to allow discussion on housing issues in Caithness in view of the fact the quarterly housing performance report was not on the agenda for this meeting.

It was reported that discussions had been held with the Chair of the Housing and Property Committee, Head of Housing, Housing Manager (North) and Principal Housing Officer. This related to the ongoing problem of void housing stock in Caithness and the fact there was a lack of material action to address the problem. This issue continued to impact on the Council’s housing performance despite the exhaustive efforts of the local housing team, and therefore there was a need for action and for this issue to be brought to the Council’s attention.

Thereafter, the Committee AGREED the following as proposed at the meeting by Mr R Bremner seconded by Mr K Rosie –

“The Caithness Committee recognises the ongoing challenges in Caithness in respect of void housing stock. It also recognises the commitment made from the new Chair of the Housing and Property Committee to meet the challenge by reviewing and implementing necessary action to reduce the impact that void housing has on the housing performance of Highland Council. The Committee supports and recognises the excellent work of the local housing team in achieving the level of service they are currently delivering.”

The meeting ended at 1.20pm.