Agendas, reports and minutes

Minutes of Meeting of the Sutherland County Committee held remotely on Thursday 9 July 2020 at 10.30am.

Present:

Ms K Currie, Mr R Gale, Mrs D Mackay, Mr J McGillivray, Mr H Morrison, Ms L Munro

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
Mr P Tomalin, Ward Manager, Communities and Place
Ms J Sutherland, Roads Operations Manager, Infrastructure and Environment Service
Ms A Macrae, Committee Administrator, Chief Executive’s Office

Also in Attendance:

Station Commander J Gardiner, Scottish Fire and Rescue Service
Ms A Simpson, Highlands and Islands Enterprise
Mr J Johnston, Bettyhill, Strathnaver and Altnaharra Community Council
Ms E Lindsay, Brora and District Action Group
Ms M Macdougall, North Coast Connections

Mr R Gale in the Chair

1. Apologies for Absence
Leisgeulan

There were no apologies for absence.

2. Declarations of Interest
Foillseachaidhean Com-pàirt

Item 7: Mr J McGillivray (non-financial)

3. Scottish Fire and Rescue Update
Fios as Ùr mu Sheirbheis Smàlaidh is Teasairginn na h-Alba

Station Commander J Gardiner, Scottish Fire and Rescue Service, gave a verbal update on performance for Quarter 4, 2019/20 a copy of which had been circulated to Members. He advised the report reflected the significant amount of work carried out by the Service’s community safety teams across Sutherland and the support given to the most vulnerable and high-risk households.  He also provided an update on the resilience work undertaken by the Service in response to Covid-19.

In discussion, Members commended the Station Commander and his crews for the work undertaken in Sutherland, particularly with schools and during the Covid-19 period and raised the following main points:-

• the training of the Service’s staff to drive ambulances was welcomed as an excellent example of cross agency working, noting that to date no formal request had been received from the Scottish Ambulance Service to deliver such training in Sutherland;
• the recent successes in Sutherland in relation to recruitment was a good news story and reflected the level of work the Service had invested in the area;
• a point as to whether the problem with the automatic fire alarm at the Tongue station had been resolved. The Station Commander advised that he would arrange for a response to be provided directly to Mr H Morrison on the matter;
• in terms of station availability, clarification was sought on the reasons for the reduction in staff at Lochinver and as to whether a twenty minute response time continued to be applied as a measure to boost recruitment. The Station Manager confirmed he would arrange for a response to be provided directly to Mr H Morrison on both these matters;
• the opportunity for Members to have a demonstration of the goggles being used as part of Driving Ambitions, and commending the Service’s input to the initiative; and 
• confirmation was sought and provided that the Station Commander would investigate an incident at a Council property in Rogart which had involved a scrap vehicle, and report back to Mr J McGillivray in terms of any action taken by the Service. 

The Committee NOTED following scrutiny, the update.

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

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.  The staff who serviced this ecosystem should be recognised for their efforts not only in schools and settings but in transport, catering, IT, facilities management and also parents and carers. He explained that Council services, schools and partners 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.  It was also understood an announcement by the Scottish Government on school transport was imminent.

Continuing, the Executive Chief Officer advised that one of the key design principles had been co-production which involved a programme of engagement and consultation with key stakeholders such as Head Teachers, parents/carers and partner agencies.  In terms of communications, he advised that a dedicated web page had been established on returning to school which also included a frequently asked questions section and this would be updated on a regular basis. Favourable feedback had been received from HMIe with regard to the report submitted on the Council’s approach, operational plans and risk assessments, details of which would be reported to the Education Committee.

In discussion, Members raised the following main points:-

• the drive towards a 100% return to schools with no social distancing was welcomed on the basis it was important youngsters returned to normality as soon as possible;
• whether social distancing measures would be deployed on school transport, concern being expressed that if so there would not be sufficient capacity in terms of the available transport in Sutherland.  It was confirmed the Scottish Government was due to make an announcement on social distancing and the wearing of face masks on school transport. The transport sub group had been considering measures such as fuel vouchers for parents and other creative solutions in the event that social distancing was required;
• the Committee’s thanks be conveyed to Head Teachers and the teaching staff in Sutherland for the enormous amount of work undertaken preparing for the different return to school scenarios and on taking on new roles such as digital learning during lockdown;
• the flexibility within school timetables to provide additional hours to secondary school pupils whose learning may have been affected due to Covid-19. It was confirmed that an assessment of all learners would be undertaken and that all options to bridge any gaps in learning would be considered;
• concern that parents had received an instruction that pupils were not permitted to bring hand sanitisers on to school buses. The Executive Chief Officer advised he was not aware of any such instruction and confirmed he would follow this up with transport colleagues;
• the disparity in the quality of teaching and learning between different schools during the Covid-19 period and going forward the need to learn from the experience and develop a gold standard template for children who could not attend due to a pandemic or other issue, including children with a disability. It was confirmed that given the number of school settings and pupils in the Highlands it was inevitable there would be variable practice. However, there was a need to maximise learning to ensure that in the event there was a second wave of the pandemic the Council was ahead of the curve. A Highland gold standard bar in terms of quality of practice and equity of offer irrespective of where children attended school would be a key driver going forward; and
• clarification was sought on the plans for those children with underlying conditions to return to full time education. It was confirmed that individual risk assessments would be undertaken in respect of vulnerable children, recognising that pupils would need a phased approach or a bespoke programme.

The Committee NOTED the update.

5. Covid-19 Response
Freagairt Covid-19

i. The Highland Council
Comhairle na Gàidhealtachd

There was a presentation by the Ward Manager on the Covid community response.   The Ward Manager 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 Sutherland.

ii.  Community Response
Freagairt na Coimhearsnachd

During a verbal update, Ms A Simpson advised that Highlands and Islands Enterprise had administered the supporting communities funding stream on behalf of the Scottish Government. The twelve anchor organisations in Sutherland had received £300,000 of funding towards the emergency response. This funding had supported information and communications, PPE for volunteers, purchasing food, fuel and essential goods, setting up and expansion of food larders, and delivering hot meals to vulnerable people in the community. It had also covered volunteer expenses, supporting new social support networks and befriending services. In terms of next steps, it was important to build on the lead taken by communities and the collaborative approach across Sutherland

Ms E Lindsay reported that the Brora and District Action Group was one of three organisations forming the Brora Community Anti-virus Group. Brora Community Council had assumed responsibility for organising and increasing the volunteer resource who helped deliver shopping and prescriptions and other forms of support, and also for supplying PPE to volunteers and setting up a helpline to assist with social isolation and mental health and a volunteers group on social media to provide for regular contact. Brora and District Action Group had taken responsibility for administration, communication of information, handling and distributing funding, and setting up of a Facebook page about the virus. The Group has organised the making and delivery of facemasks and worked with schools to provide Covid ready stationery packs. Brora Village Hub had developed its food parcel delivery service and had delivered over 700 food boxes. The next steps included a review of the food box and fuel poverty requirements. There was also a need to consider the lessons learned ahead of any potential second wave of the pandemic and how to harness volunteers into other village activities in future.   

Ms M Macdougall, North Coast Connections reported that Kyle Centre staff had regularly contacted lunch club members, provided support, and signposted to other services. They had organised the delivery of a targeted hot meals service to reach the most vulnerable and those shielding. An appeal for more volunteers had been issued through social media and an excellent response received. The organisation had worked with the local health centre and local community transport organisation to deliver prescription medicines, and local businesses had set up a home delivery service for shopping. While not impacting on local businesses, the organisation was delivering a small number of food parcels to vulnerable households and those with financial difficulties.  Activity packs had been provided for younger children and green health packs were to be distributed. Ms Macdougall advised the activities undertaken previously at the Kyle Centre had increased the resilience of the community to cope with the current circumstances, and links with the community transport group and local community council had ensured no duplication of effort. The links established with NHS Highland and the Citizens Advice Bureau provided confidence that the adverse impacts of the pandemic were being mitigated.

Note: Mr J Johnston, Bettyhill, Strathnaver and Altnaharra Community Council was unable to join the meeting due to technical issues and confirmed he would arrange for his presentation to be sent to Members by email.

The Chair thanked the Ward Manager and community representatives for providing a full understanding of the community response. He paid tribute to the anchor and other organisations and communities in Sutherland for responding immediately in a positive, flexible and bespoke manner to support communities and vulnerable people across the County over what had been a difficult and challenging period. The cross agency and third sector working had been excellent and the impact community organisations could make across the board recognised. It was hoped to capitalise on the volunteer resource going forward and the Council’s Recovery Board was looking to interact with voluntary and third sector organisations to ensure than in building recovery their thoughts and ideas were taken into consideration on the basis this would result in a more responsive Council. Highlands and Islands Enterprise should also be commended on their efficient administration of the supporting communities funding and the confidence this had given to the community groups. 

In discussion, Members recorded their thanks to communities across Sutherland for their excellent work in distributing funding and reaching out to those who did not normally use services. There would be a need to revisit plans and locality plans which had been drawn prior to Covid-19 to ensure the actions were fit for purpose, and the local community partnership would continue to focus on supporting localities but also take a pan Sutherland approach going forward. To ensure these plans were robust as possible, there was a need to continue to work with community groups on the ground and to harness their energy and skills for the benefit of Sutherland through the recovery process as communities continued to feel the economic and social impacts of the virus.

The Committee NOTED the updates.

6. Sutherland Roads Update
Rathaidean – Gnìomhachd

There had been circulated Report No SCC/07/20 dated 26 June 2020 by the Executive Chief Officer – Infrastructure and Environment.

In discussion, Members raised the following main points:-

• an explanation was sought and provided on the main works activities which had not been carried out over the Covid-19 period due to the capital programme being on hold;
• confirmation was sought and provided that the priority works would be built into the capital programme going forward;
• clarification was sought on the works listed as road safety defect repairs in the report, and whether this included the installation of the new North Coast 500 road signs. It was confirmed the contract for the North Coast 500 signage, which was Leader funded, had been let separately by Headquarters and was being undertaken by an external contractor;
• in relation to a housing development at Bishopfield, Dornoch consideration be given to the improvement of the junction at Stafford Road/Grange Road being included in the capital programme;
• the Roads Operations Manager be commended on the level of work being undertaken in the area and Members thanks be conveyed to the members of staff who had retired;
• clarification was sought and provided that the Jetpatcher was due to return to the area in August/September, with the relevant training for operatives having been scheduled for next month;
• the need to allocate more staff to support the operatives on the ground with grass cutting, cemeteries, burials and other amenity works. It was reported the  Service had limited resources in terms of the assisting with amenities which was now the responsibility of the Communities and Place Service. The Roads Operations Manager advised she would feed Members comments back to her Head of Service who was involved in ongoing discussions on cross service working;
• the Chair advised that it would be helpful to have the Executive Chief Officer, Communities and Place attend a future Committee to provide an update on amenities; and
• the potential for white lining works to be undertaken at Fountain Road Car Park, Golspie. It was confirmed that currently junctions were the priority for white lining for safety reasons, and there was no separate budget for car parks.

The Committee NOTED the works undertaken during the Covid-19 period.

7. Dornoch Common Good – Applications for Funding
Maoin Math Coitcheann Dhòrnaich – Tagraidhean airson Maoineachadh

Declaration of Interest: Mr J McGillivray declared a non-financial interest in this item on the grounds he was a Director of Dornoch Area Community Interest Company and took no part in the determination of the application for funding submitted by that organisation.

There had been circulated Joint Report No SCC/08/20 dated 9 June 2020 by the Executive Chief Officer Communities and Place and Executive Chief Officer Resources and Finance.

In discussion, Members commended the Dornoch Heritage SCIO on their application and advised the expansion of the museum would allow more exhibits to be displayed and enhance the facility as visitor attraction.

In addition, the Dornoch Area Community Interest Company project was ambitious and would improve an area of derelict land, offer new facilities and be to the benefit Dornoch and surrounding area.

The Committee APPROVED funding of:-

1. £27,365 to Dornoch Heritage SCIO for the Historylinks Museum Extension    project – Phase 2; and
2. £39,760 to Dornoch Area Community Interest Company for the Project Curlew Masterplan Phase 1 Car and Coach Park, subject to match funding being in place

The meeting closed at 12.30pm.