Agendas, reports and minutes

Present:

Mr G Farlow, Mr B Fernie, Mr N MacDonald, Mrs D Mackay, Mr D Mackay, Mr W Mackay, Mr A Macleod, Mr J McGillivray, Mr H Morrison, Mr G Phillips, Mr J Rosie, Ms G Ross, Mr R Saxon

Officials in attendance:

Mr W Gilfillan, Corporate Manager, Chief Executive’s Service
Ms H Ross, Senior Ward Manager, Chief Executive’s Service
Mr A Mackay, Ward Manager, Chief Executive’s Service
Mr P Tomalin, Ward Manager, Chief Executive’s Service
Ms T Luxton, Housing and Property Manager, Housing and Property Service
Mr G Nichols,  Area Education Manager, Education Culture & Sport Service
Mr G Mackenzie, Roads and Community Works Manager, TEC Services
Ms S Tarrant, Public Relations Officer, Chief Executive’s Service
Mrs R Moir, Principal Committee Administrator, Chief Executive’s Service
Ms A Macrae, Committee Administrator, Chief Executive’s Service
Mrs J Mackay, Senior Clerical Assistant,  Finance Service
Ms E Garner, Clerical Assistant, Finance Service
Mr E Sinclair, Programme Manager, Caithness and North Sutherland Regeneration Partnership

Also in attendance:

Mrs C Eccles, Peatlands Partnership (Item 5)
Ms L Cranna, Scottish Natural Heritage (Item 5)
Ms H Allen, Ormlie Community Association (Item 9)
Ms A Cameron, Junior Warden (Item 9)
Ms L Jones, Junior Warden (Item 9)
Ms M Gibb, Junior Warden (Item 9)

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

Mrs D Mackay in the Chair

The Chair advised the Committee that the meeting would be filmed and broadcast over the internet on the Highland Council website and would be archived and available for viewing for 12 months.

Preliminaries

• The Principal Committee Administrator advised that, under Standing Order 32.5, the current method of voting for Area Committees was by a show of hands.  However, the procedure at other Committees held at Headquarters was that votes were electronically recorded so that they could be listed in the Minute thereafter.  If it was the case that there was a preference for votes to be also listed in the Area Committee Minute, this would require them to be undertaken by roll call (in the absence of electronic voting equipment at Area Committee locations).

Thereafter, it was AGREED that any votes should be undertaken by roll call.

• The Principal Committee Administrator also advised that a copy of the revised Scheme of Delegation, approved by the Council on 27 June 2013, had been tabled for Members’ information. 

1. Apologies for Absence
Leisgeulan

Apologies for absence were intimated on behalf of Mr D Bremner, Mrs G Coghill and Ms L Munro.

2. Declarations of Interest
Foillseachaidhean Com-pàirt

The Committee NOTED the following declarations of interest:

Item 5: Mr G Farlow and Mr N MacDonald (both non-financial)
Item 7: Mr G Farlow, Mr B Fernie, Mrs D Mackay, Mr J McGillivray, Mr H Morrison, Mr G Phillips, Mrs G Ross and Mr R Saxon (all non-financial)
Item 8: Mr G Farlow (financial)
Item 9: Mr R Saxon (non-financial)

3. Urgent Additional Item: Trustees of Recreation Ground of Royal Burgh of Dornoch

In accordance with Standing Order 17.2, the Chair AGREED that an additional item of business not specified on the agenda be considered, to allow a later substantive item to be dealt with (Item 13 below refers).

In this regard, the Principal Administrator reported that Mr J McGillivray had been appointed as a Trustee of Recreation Ground in the Royal Burgh of Dornoch on 18 December 2008 and 8 September 2011, but that, due to an oversight, he had not been re-appointed following the Council elections in 2012.  In terms of the powers delegated to the Area Committee under section 2.13 of the Scheme of Delegation, she invited Members to formally reappoint Mr McGillivray as a Trustee.

The Committee AGREED to appoint Mr J McGillivray as a Trustee of Recreation Ground in the Royal Burgh of Dornoch.

4. Recess Powers
Cumhachdan Fosaidh

The Committee NOTED that the recess powers granted by the Council at its meeting on 27 June 2013 had not required to be exercised in relation to the business of the Caithness and Sutherland Area Committee.

5. RSPB Presentation on the Peatlands Partnership – Flows to the Future Project
Taisbeanadh RSPB mun Peatlands Partnership – Pròiseact Flows to the Future

Mr G Farlow, as a Director of North West Highland Geopark Ltd, and Mr N MacDonald, as a member of the Royal Society for the Protection of Birds, both 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.

Mrs Caroline Eccles, Project Officer, Peatlands Partnership, gave a presentation on the Partnership’s Flows to the Future project which aimed to restore over seven square miles of blanket bog in Caithness and Sutherland.  The presentation focused on the economic impact of the project and the contribution to tourism in the area, and the involvement of the Council and other partners and funders in the project.  She explained that a bid had been submitted to the Heritage Lottery Fund for a large proportion of the £9.1m required to deliver the five year project.

During the presentation Ms Eccles reported on the main elements of the project, which included restoration work, research and monitoring, and engaging with people and encouraging them to visit the peatlands.  Specifically she reported on proposals to build a new field centre and laboratory at the RSPB Nature Reserve at Forsinard to accommodate the needs of researchers and volunteers working on the peatlands; the upgrading of facilities for visitors at the Forsinard site, including the proposed erection of a viewing tower; and, the development of a range of activities and initiatives for both on-site and remote audiences and schools. 

In discussion, Members referred to the importance of the peatlands to Caithness and Sutherland and welcomed the benefits the Peatlands Project would bring to the area.  In response to a specific question, Ms L Cranna, SNH, advised that she would ask a representative from the RSPB to report back directly to Mrs G Ross on progress with an application to the Landfill Community Fund in respect of the area.

During discussion, Members raised a number of points as follows:

• seeking an assurance that the Environmental Research Institute, Thurso would be fully involved in the project to avoid any duplication of resources: Mrs Eccles confirmed that the Institute had been engaged in the project on a consultancy basis and would be investing resources and funding in the new on site laboratory;
• requesting an update on progress with the application for World Heritage Status in respect of the peatlands: Ms L Cranna reported that the Flow Country was on the tentative list of World Heritage Sites, and that a technical assessment of the project would be submitted to the Department of Media Culture and Sport in October 2013, following which the Department would take a decision as to whether to go forward with a full application;
• requesting that opportunities to establish links between the project, the North West Highlands Geopark and schools be further investigated;
• welcoming potential new workers to the area through the proposed developments;
• suggesting that there was a need to improve transport links to the peatlands to make the area more accessible by the public:  Ms Eccles acknowledged this point and provided an assurance that the issue of dedicated transport and cheaper train fares would be explored further;
• noting that the charges which had been introduced for the Ranger Service might impact on the ability of some people to use the service: Ms Eccles explained that the project contained provision for a fully funded post to undertake community activities and that therefore there would be no charging regime;
• requesting that opportunities for vacant buildings such as Kinbrace Primary School to be used to accommodate workers and volunteers involved in the project be further investigated.

In conclusion, the Chair thanked Mrs C Eccles and Ms L Cranna for their presentation.  Thereafter, the Committee NOTED the presentation. 

6. Lairg and Kyle of Sutherland – Visitor Facilities
Luirg agus Caolas Chataibh - Goireasan Luchd-tadhail

There had been circulated Report No CS-24-13 (23kb pdf) dated 8 August 2013 by the Director of Planning and Development and the Corporate Manager describing the response made through the Partnership for Continuing Employment (PACE) for staff affected by the closure of the Falls of Shin Visitor Centre and wider action underway to promote the area to visitors following the closure of the Visitor Centre and Carbisdale Castle.

Arising from the report, the Chairman recorded her thanks to the agencies and officials involved for the nature and speed of the response to the closure of the Falls of Shin Visitor Centre.

In discussion it was suggested that it would have been helpful for the local Members to have been better informed on developments to allow them to feedback to their communities, and that lessons be learned for the future in this regard.

Thereafter, it was requested that steps be taken to adapt the brown tourist signs to the Falls of Shin Visitor Centre to remove reference to toilet facilities being available at the Visitor Centre.  It was also noted that the Falls of Shin and surrounding area continued to be a visitor attraction and therefore it was requested that the potential for temporary toilet facilities to be provided at the site be further investigated.

The Committee NOTED the PACE response and the further action to date to support the local economy; and AGREED that:

i.  steps be taken to remove any reference to toilet facilities on the brown
   tourist signs directing visitors to the Falls of Shin Visitor Centre; and
ii. the provision of temporary toilet facilities at the Falls of Shin be further investigated.

7. Community Planning and Partnership Working in Caithness and Sutherland
Dealbhadh Coimhearsnachd agus Obair Chom-pàirteach ann an
Gallaibh agus Cataibh

Mr J McGillivray, as Chairman of the Sutherland Partnership, Mr G Farlow, Mrs D Mackay, Mr H Morrison and Mr G Phillips, as Directors of the Sutherland Partnership, Mr B Fernie, as a Director of the Caithness Partnership, Mrs G Ross, as a Director of the Caithness Partnership and a Board member of the Advisory Board of the Caithness and North Sutherland Regeneration Partnership, and Mr R Saxon, as a Board member of the Advisory Board of the Caithness and North Sutherland Regeneration Partnership, all declared non-financial interests in relation to 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 their involvement in discussion.

There had been circulated Report No CS-25-13 (172kb pdf) dated 8 August 2013 by the Corporate Manager summarising the work of the three key partnerships in Caithness and Sutherland and inviting Members to consider their work in light of the current review of community planning arrangements taking place in Highland.

Arising from the report, the Programme Manager provided additional information to the annual update for the Caithness and North Sutherland Regeneration Partnership (CNSRP).  This related to on-going discussions with major oil and gas sector companies on investment opportunities in Scrabster and other local harbours, and to the BT “next generation broadband” project and local discussions on the opportunities to improve mobile phone coverage.

During discussion, Members commented as follows:

• noting that the CNRSP had set specific targets for job creation and requesting that future reports focus on delivery against those targets: the Programme Manager advised that he would circulate Members at the appropriate time with details of the number of jobs created in each sector against the Partnership’s agreed targets over the period 2011-2014;
• suggesting that the report arising from the Sutherland Summit be used as a basis for developing specific outcomes and targets for Sutherland, and that future reports set out proposals for achieving such outcomes and targets and progress on delivering on them;
• highlighting a need to focus on developing objectives and priorities for the future, including a more cohesive strategy in regard to Community Benefit funding to maximise the benefits to the local economy: the Chairman advised that a Members’ briefing on Community Benefit would be held in advance of the date of the next meeting of the Committee;
• expressing concern that the New Futures Sutherland project had been unable to secure match funding to allow the project to continue for the next 2/3 years and requesting that other potential funding opportunities be investigated;
• referring to a new report ‘The New Rural Europe: Towards Rural Cohesion Policy’ written by Dr A Copus, University of the Highlands and Islands, and suggesting that account be taken of its findings and that it be included in future discussions on Community Planning.

During further discussion, and responding to questions from Members, the Corporate Manager reported that there would be a significant level of engagement with Members at strategic and local levels as the review of Community Planning arrangements was progressed.  This would include engagement through the Council, strategic and Area Committees, Ward Forums and Ward Business Meetings.  He also advised that a report was to be submitted to the Highland Council on Ward Forums and their use in terms of engagement.  He further advised that an important part of taking the Community Planning review forward would be to engage with the public to seek their views through Ward Forums and other forms of engagement.

In conclusion, the Chair thanked Members for their input on this item and confirmed that account would be taken of the comments raised in discussion in regard to the on-going review of the local Community Planning arrangements and partnership working.

Thereafter, the Committee NOTED the achievements of the three key partnership groups, as outlined in the report; and AGREED that opportunities to secure match funding for the New Futures Sutherland project be investigated.

The Committee also NOTED that the Programme Manager, Caithness and North Sutherland Regeneration Partnership, would at the appropriate time circulate Members with details of the number of jobs created in each sector against the Partnership’s agreed targets over the period 2011-2014.

8. Housing Performance Report
Aithisg Dèanadais a thaobh Taigheadais

Mr G Farlow declared a financial interest in this item as a Council house tenant but, in terms of the dispensation granted by the Standards Commission, remained to participate in the discussion.

There had been circulated Report No CS-26-13 (160kb pdf) dated 8 August 2013 by the Depute Chief Executive/Director of Housing and Property advising Members of the new Housing Performance Reporting Framework in place from 1 April 2013.  Members were asked to note that information on performance against the new indicators would be presented to the Committee at its next meeting.

In discussion, it was noted that many of the new indicators were qualitative and would require customer feedback through surveys.  In this regard the Housing and Property Manager confirmed that she would bring further information back to Members on the approach to be adopted to ensure qualitative results were obtained through tenant surveys and customer feedback, by capturing as wide and representative a tenant audience as possible.

A point was raised as to whether an indicator could be developed concerning the mix of Council housing available in localities in relation to the demand.  The Housing and Property Manager explained that this information was available at a Ward level, and that she would arrange for the details to be reported to Members at their Ward Business Meetings.

During further discussion, an explanation was sought as to why some Council-owned houses, such as former school houses, were being transferred or sold, at the same time as Council house rents had been increased to support new Council house building.  Specific reference was made to a case in Kinlochbervie where there had been a proposal to transfer properties into community ownership.

The Housing and Property Manager explained that the Asset Management Project Board, chaired by the Depute Chief Executive/Director of Housing and Property, had been conducting a review of the Education, Culture and Sport Service’s portfolio. She explained that a decision might be taken to dispose of a property in circumstances where there was no demand in an area for such a property and it required a significant level of investment.  However, she indicated that each case would be treated on its merits. 

The Chair suggested that any Member with a query relating to asset management contact the Depute Chief Executive/Director of Housing and Property directly on the matter.

Thereafter, the Committee NOTED the new reporting framework for housing performance as set out in Appendix 1; and AGREED that:

i.   information on performance against the new indicators be presented to the
    Committee at its next meeting;
ii.  information on the mix of Council houses in relation to the demand for
    properties at a Ward level be reported to Members at Ward Business Meetings; and
iii. further information be brought back to Members on the approach to be
    adopted to ensure qualitative results could be obtained through tenant
    surveys and customer feedback.

9. Housing and Property Service Junior Warden Scheme
Sgeama Uàrdan Òigridh

Mr R Saxon declared a non-financial interest in this item on the grounds that a family member was a Co-ordinator of the Junior Warden Scheme 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 CS-27-13 (146kb pdf) dated 2 August 2013 by the Depute Chief Executive/Director of Housing and Property informing Members of the success of the recent Junior Warden Scheme which had been run as a pilot in Thurso, working with other Community Safety partners and Ormlie Community Association.  Members were asked to consider proposals to extend the model across other parts of Caithness and Sutherland, noting that funding of £15,000 would have to be secured for this purpose.

The Chair welcomed the Junior Wardens, Amy Cameron, Lani Jones and Mara Gibb, to the meeting and congratulated them on their involvement in the Scheme and on the Saltire Award they had received for youth volunteering.  During a presentation, the Junior Wardens advised that the Scheme had involved learning about volunteering and making the community a better place to live.  They also outlined the main activities in which they had been involved and highlighted that the Scheme had helped them to grow in confidence, develop new skills and enjoy new experiences.  The Scheme had also acted as a lead-in to other schemes such as the Duke of Edinburgh Awards. 

In discussion, Members commended the Junior Wardens for volunteering and the positive contribution they had made to the local community.  Members also expressed support for extension of the scheme across the area and for funding support to be provided where possible, noting that the pilot scheme had benefited from funding from Ward Discretionary Budgets.

In response to questions from Members, it was confirmed that the youngsters had undertaken a survey and produced a report on the condition of play parks in Thurso, and had also undertaken a litter pick in the area.  Proposals for next year included a project on vandalism and peer pressure, and that the youngsters would also help mentor new recruits to the scheme.

In response to questions in regard to the extension of the scheme across the remaining five secondary schools, the Housing and Property Manager reported that this would be a community-led project. Therefore, the proposal was that an identified community group in each area, supported by the Council and its Community Safety partners, would be responsible for identifying funding opportunities and delivering the scheme in the various localities and schools.

Thereafter, the Committee NOTED the success of this new Junior Warden Scheme model; and AGREED that the model be extended across the remaining five secondary schools in Caithness and Sutherland over the coming 24-month period, subject to securing funding.

10. Associated School Groups Overviews

The Chair introduced this item by outlining the proposals for reporting on the Associated School Groups (ASG) in 2014, and noting that a revised format was to be adopted for future reports, details of which would be provided by the Area Education Manager, following consideration of the individual ASG reports.

a) Dornoch Academy Associated School Group Overview

There had been circulated Report No CS-28-13 (622kb pdf) dated 30 July 2013 by the Director of Education, Culture and Sport providing an update of key information in relation to the schools within the Dornoch Academy Associated School Group (ASG), and provided useful links to further information in relation to these schools.

Arising from the report, Members welcomed the quality of education being delivered and the wide range of activities being undertaken within the ASG.   In regard to the suitability element of the accommodation at Dornoch Academy and Primary Schools, it was suggested that an ‘A’ ranking would be a more reasonable assessment, particularly with the future provision of a new sports facility in Dornoch, which was included in the Council’s Capital Programme.

During further discussion it was suggested that the historic catchment areas for the ASG be reviewed and that the provision of a Gaelic medium unit at Dornoch Academy be investigated.

In response to the comments and further questions from Members, the Area Education Manager explained that it was the responsibility of the teaching staff within the ASG to rank the suitability of the accommodation to deliver the curriculum and that this informed the final grading as set out in the report.  He confirmed that the Sustainable Schools Review to be carried out in Sutherland would also include a review of the catchment areas, and that the development of Gaelic medium provision was being progressed on a planned basis to target provision in areas of sustainable demand, and to have Gaelic medium provision in each of the ASGs. 

The Committee NOTED the content of the report.

b) Farr High School Associated School Group Overview

There had been circulated Report No CS-29-13 (748kb pdf) dated 30 July 2013 by the Director of Education, Culture and Sport providing an update of key information in relation to the schools within the Farr High School Associated School Group (ASG), and providing useful links to further information in relation to these schools.

In discussion, Members welcomed the report and the wide range of activities being undertaken at the school. The Chair also commended Farr High School on their success in delivering modern languages using non-specialist teachers and the excellent examination results achieved in this regard.

Members also extended their thanks to Mr J Johnson, who had recently retired as Headteacher of Farr High School.

The Committee NOTED the content of the report.

c) Kinlochbervie High School Associated School Group Overview

There had been circulated Report No CS-30-13 (732kb pdf) dated 30 July 2013 by the Director of Education, Culture and Sport providing an update of key information in relation to the schools within the Kinlochbervie High Associated School Group (ASG), and providing useful links to further information in relation to these schools.

In welcoming the report it was reported that the cluster management arrangement was operating well at the school and reference was also made to the use of distance learning as a tool to address the issues associated with low pupil numbers in some areas.  The range of activities being undertaken within the ASG was also welcomed, with specific reference being made to those related to twinning and crofting.  A specific point was raised in regard to the need for action to be progressed to upgrade the playing field at Kinlochbervie High School, which was currently not fit for purpose.

The Committee NOTED the content of the report.

In summary of this item, the Area Education Manager provided an overview on the revised format to be adopted in relation to the ASG reports and highlighted that, while the notable successes and achievements section would be removed, the tables and charts would be retained, with an additional column being added to allow the Committee to compare the data between the current and previous year.

The Committee NOTED the position.

11. Overnight Parking Restrictions at Dornoch Beach Car Park
Pàirc Chàraichean Tràigh Dhòrnaich – Parcadh Fad Oidhche

There had been circulated Report No CS-31-13 (81kb pdf) dated 8 August 2013 by the Director of Transport, Environmental and Community inviting Members to approve the raising of a Road Traffic Order to prohibit overnight parking at Dornoch Beach Car Park.

In welcoming the report, Members referred to the decision taken by the Transport, Environmental and Community Services Committee on 20 September 2012 to remove “No Overnight Parking” signs located in rural laybys.  That meeting had been advised that, were there were to be any specific areas for which removal of the signs could pose a particular problem, the Council could seek a Road Traffic Order.  It was emphasised that such a move should not be seen as diminishing in any way the welcome extended to visitors.  It was a measure to protect the wider interest in a location that had been identified as a problem spot, given that parking for extended periods restricted the parking available for the general public and also increased the risk of pollution from waste.

The Committee APPROVED the raising of a Road Traffic Order to prevent overnight parking in Dornoch Beach Car Park.

12. Investing in Caithness and Sutherland
A’ Tasgadh ann an Gallaibh agus Cataibh – Pròiseactan Calpa

There had been circulated Report No CS-32-13 (148kb pdf) dated 2 August 2013 by the Director of Finance showing the annual budget, expenditure to end of June 2103, and projected year-end position for 2013/14 for Caithness and Sutherland area projects included in the Council’s capital programme.

During discussion, Members welcomed the opportunity to scrutinise area projects under the capital programme but requested that more analytical information be provided in future reports to assist Members in their scrutiny function.  Members also suggested that an improved layout / reporting style would help public understanding of the issues involved.

In response to questions asked by Members, the Corporate Manager advised that:

• comments raised regarding the layout / content of the report would be addressed
• construction of the Thurso Library had been delayed due to a need for additional significant internal work having been identified; however, it was anticipated that the project would be completed within the financial year, and local Members would be kept informed of progress
• more detailed information on the projects at Dunnet Head, Thurso swimming pool and Thurso play area would be e-mailed to Members.

Particular appreciation having been expressed for gardening work carried out in Thurso, the Committee NOTED the report and AGREED that consideration be given to revising the layout / content of future capital project reports in order to provide Members with more meaningful information, to assist them in their scrutiny function.

13. Sale of Land at Meadows Recreation Ground to Dornoch and District Community Association
Reic Fearainn aig Talamh Cur-seachad Meadows gu Comann Coimhearsnachd Dhòrnaich agus an Sgìre

There had been circulated Report No CS-33-13 (137kb pdf) dated 2 August 2013 by the Corporate Manager informing Members of the proposed sale of ground at Meadows Recreation Ground, Dornoch by the Trustees of Recreation Ground in the Royal Burgh of Dornoch to Dornoch and District Community Association and to seek any comments.

The Committee NOTED the intention of the two Council-appointed Trustees of Recreation Ground in the Royal Burgh of Dornoch to support the sale of the ground at Meadows Park to Dornoch and District Community Association for £1.

14. Dornoch Common Good Fund 2012/13 and 2013/14
Gabhail Fearann air Mhàl bho Mhaoin Maith Choitchinn Dhòrnaich

There had been circulated Report No CS-34-13 (178kb pdf) dated 2 August 2013 by the Corporate Manager highlighting the Dornoch Common Good Fund Income and Expenditure Account and Balance Sheet for financial year 2012/13 and the  2013/14 First Quarter Monitoring Report and inviting Members to note both.

The Committee NOTED the:-

i.  Dornoch Common Good Fund – Annual Report for 2012/13; and,
ii. Dornoch Common Good Fund – First Quarter, 2013/14 Monitoring Report.

15. Minutes
Geàrr-chunntas

There had been circulated and were NOTED Minutes of Meeting of the Caithness and Sutherland Area Committee held on 20 May 2013, as previously approved by the Highland Council at its meeting on 27 June 2013.

The meeting ended at 2.15 p.m., having adjourned for lunch between 1.15 p.m. and 1.50 p.m.