6 November 2014: Community Services Committee

A meeting of the Community Services Committee will take place in the Council Chamber, Council Headquarters, Glenurquhart Road, Inverness on Thursday 6 November 2014 at 10.30 am.

Webcast Notice: This meeting will be filmed and broadcast over the Internet on the Highland Council website and will be archived and available for viewing for 12 months thereafter.

You are invited to attend the meeting and a note of the business to be considered is attached.

Yours faithfully

Michelle Morris
Depute Chief Executive/
Director of Corporate Development

Business

1. Apologies for Absence
Leisgeulan 

2. Declarations of Interest
Foillseachaidhean Com-pàirt

Members are asked to consider whether they have an interest to declare in relation to any item on the agenda for this meeting. Any Member making a declaration of interest should indicate whether it is a financial or non-financial interest and include some information on the nature of the interest. Advice may be sought from Officers prior to the meeting taking place.

3. Good News
Naidheachdan Matha

• Cavell Gardens, War Memorial Award
• Safer Routes to Schools – SRTSIF Funding

4. Membership of Harbours Management Board
Ballrachd Bòrd Stiùiridh nan Calachan

The Committee is informed that there is a Liberal Democrat vacancy on the Harbours Management Board and a nomination for a replacement Member will be reported at the Committee.

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

There is circulated Report No COM/31/14 dated 27 October 2014 by the Director of Community Services inviting Members to approve the revenue budget monitoring position for the period 1 April 2014 to 30 September 2014.

The Committee is invited to approve the report and the monitoring statements which show the revenue position for the period 1 April 2014 to 30 September             2014 and the actions which have been put in place to manage the budget over the remainder of the financial year.

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

There is circulated Report No COM/32/14 dated 23 October 2014 by the Director of Community Services inviting Members to approve the capital expenditure monitoring position for the period 1 April 2014 to 30 September 2014.

The Committee is invited to approve the capital expenditure monitoring position for the period 1 April 2014 to 30 September 2014.

7. Community Services – Restructure of Area Services  
Seirbheisean Coimhearsnachd – Ath-structar a thaobh Seirbheisean Sgìreil

There is circulated Report No COM/33/14 dated 22 October 2014 by the Director of Community Services informing and updating Members on progress with the restructure of Community Services at area level and asks Members to note that a final report will be presented to Committee in February 2015 following further Workforce Planning within the Service.

The Committee is invited to note:-

i. that Assistant Area Managers have now been appointed and a learning and development  programme is underway to support them in meeting the requirements of their new role; and
ii. that an up-to-date Action Plan on service restructuring will be presented to Committee in February 2015 following further Workforce Planning within the Service.

8. Roads Innovation Fund
Maoin Innleachdail Rathaidean

There is circulated Report No COM/34/14 dated 23 October 2014 by the Director of Community Services inviting the Committee to note progress against the Action Plan and to homologate the decision to reallocate some of the funding.

The Committee is invited to:-

i. note progress against the Action Plan; and
ii. homologate reallocation of the fund between actions as mentioned in paragraph 1.2 and detailed in Appendix A of the report. 

9. Corran Ferry
Aiseag a’ Chorrain

There is circulated Report No COM/35/14 dated 24 October 2014 by the Director of Community Services updating Members on feedback received from Community Councils and Argyll & Bute Council regarding the socio-economic study undertaken for Corran Ferry. It also asks the Committee to recognise the local inflationary costs associated with Corran Ferry and the need for the service to be run in such a way that it covers its costs.

The Committee is invited to:-

i. note the feedback received on the socio-economic study;
ii. agree that the Corran Ferry operation works towards a break even position through a combination of increased revenue and reduced costs, with any fare alterations from April 2015 presented at next Community Services Committee for approval;
iii. note the discussions ongoing with Calmac into the possibility of sharing resources and reducing the operating costs of the Corran Ferry;
iv. note the discussions which are taking place with Transport Scotland on the long term sustainable future of the Corran Ferry; and
v. agree that an update on smart ticketing be brought to the next Community Services Committee.

10. Update on Waste Strategy 
Fios às Ùr mu Ro-innleachd Sgudail

There is circulated Report No COM/36/14 dated 24 October 2014 by the Director of Community Services updating Members on the latest actions in respect of developing the residual waste strategy to ensure that the Council meets its statutory obligations in terms of the Waste Scotland Regulations 2012. Landfilling biodegradable municipal waste is required to cease by 1 January 2021 and consequently alternative treatment and disposal provision for the Council’s residual waste will have to be made.

The Committee is invited to:-

i. note the progress to date; and
ii. agree to re-endorse the approval previously given in 2009 for residual waste treatment to be based on appropriately sized and sited Energy from Waste facilities.

11. Improving Waste Controls and Diversion at Recycling Centres
A’ Leasachadh Smachdan Sgudail agus Seach-stiùireadh aig Ionadan Ath-chuairteachaidh

There is circulated Report No COM/37/14 dated 23 October 2014 by the Director of Community Services updating Members on the project which was approved on 6 February 2014 by the Transport, Environmental and Community Services Committee to improve waste controls and diversion at Recycling Centres.  The objectives of this project were to improve license compliance, increase recycling and drive down residual waste.  

The Committee is invited to:-

i. note progress to date; and
ii. approve the following measures at all recycling centres all with the objective of reducing landfill and increasing recycling:

a) roll-out the programme to all recycling centres in Highland;
b) ban the deposit of household waste by commercial/profit type operators;
c) the introduction of control measures and specifically a regime of prior notification to users with vans and/or trailers; and
d) the introduction of a challenge and inspection regime to ensure that users maximise the use of the recycling facilities and minimise the use of landfill disposal (this will include on-going training for staff in this sensitive matter).

12. Update on Waste Compositional Analysis Project   
Fios às Ùr mu Phròiseact Anailis air Co-dhèanamh Sgudail

There is circulated Report No COM/38/14 dated 23 October 2014 by the Director of Community Services providing Members with more information on the interim results of the waste compositional survey and giving an indication of the potential level of savings that an increase in recycling can generate by adding more materials to the blue bin.

The Committee is invited to:-

i. note progress to date and the outcome of the interim waste compositional analysis; and
ii. approve the addition of a number of recyclable materials to the blue bin in 2015 subject to the successful conclusion of a procurement exercise through the relevant Scotland Excel framework agreement.

13. Private Water Supplies Protocol for Type B Supplies  
Protocal Solarachadh Uisge Prìobhaideach airson Solarachaidhean Seòrsa B

There is circulated Report No COM/39/14 dated 23 October 2014 by the Director of Community Services highlighting Environmental Health’s approach on dealing with Type B private water supplies and seeking Member approval on such.

The Committee is invited to agree:-

i. Environmental Health’s approach to Type B supplies in that a regulatory sampling regime is not introduced in Highland Council and;
ii. that the Council adopts the Type B policy on Private Water Supplies outlined in Appendix 1 of the report.

14. Decriminalised Parking Enforcement    
Dì-eucoireachadh Èigneachadh Parcaidh 

There is circulated Report No COM/40/14 dated 24 October 2014 by the Director of Community Services updating Members on the work which has been undertaken to construct a decriminalised parking enforcement model (financial) for the Highlands, describing the service delivery options which have been considered and recommending a preferred delivery option that will ensure the new service is cost neutral to The Highland Council.

The Committee is invited to:-

i. note the service delivery options which have been appraised; and
ii. agree the preferred service delivery option (Option 1c) to be taken forward with a view to implementation in 2016 (subject to a Decriminalised Parking Enforcement application to Transport Scotland).

15. Disabled Persons’ Parking Places (Scotland) Act 2009 – Annual Report 2013/14  
Achd Àiteachan Parcaidh do Dhaoine air a bheil Ciorram (Alba) 2009 – Aithisg Bhliadhnail 2013/14

There is circulated Report No COM/41/14 dated 24 October 2014 by the Director of Community Services inviting Members to note the Council’s Annual Report in accordance with the Disabled Persons’ Parking Places (Scotland) Act 2009.

The Committee is invited to note the Council’s Annual Report to the Scottish Government in relation to the Disabled Persons’ Parking Places (Scotland) Act 2009 as detailed in Appendix A of the report.

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

There is circulated Report No COM/42/14 dated 23 October 2014 by the Director of Community Services inviting Members to note the submission of recent applications for funding to the Strategic Timber Transport Fund and detailing the range of projects supported through the fund.  The report also invites Members to agree that representations are made through the Forestry Commission, the Timber Transport Forum or COSLA, as appropriate, for the Scottish Government to continue the funding of the Strategic Timber Transport Fund beyond March 2016.      

The Committee is invited to:-

i. note the submission of recent applications for funding to the Strategic Timber Transport Fund; and
ii. agree that representation is made through the Forestry Commission, the Timber Transport Forum or COLSA as appropriate for the Scottish Government to continue the funding of the Strategic Timber Transport Scheme Fund beyond March 2016. 

17. Consultation on Changes to Bus Registration in Scotland   
Co-chomhairle mu Atharrachaidhean do Chlàradh Sheirbheisean Bus ann an Alba

There is circulated Report No COM/43/14 dated 24 October 2014 by the Director of Community Services outlining a consultation paper issued by Transport Scotland and the Council’s response to it.

The Committee is invited to approve the response for submission to Transport Scotland.

18. The Road Works (Inspection Fees) (Scotland) Regulations 2015 – Consultation Response
Riaghailtean Obair Rathaid (Cìsean Sgrùdaidh) (Alba) 2015 – Freagairt Cho-chomhairle

There is circulated Report No COM/44/14 dated 24 October 2014 by the Director of Community Services seeking homologation of the Council’s response to the Scottish Government’s consultation on The Roads Works (Inspection Fees) (Scotland) Regulations 2015 as contained in Appendix A of the report.

The Committee is invited to homologate the Council’s response to the Scottish Governments consultation on The Roads Works (Inspection Fees) (Scotland) Regulations 2015.

19. Internal Audit - Business Continuity Planning Arrangements    
In-sgrùdadh – Ullachaidhean Dealbhaidh Leantainneachd Gnothaich

There is circulated Report No COM/45/14 dated 24 September 2014 by the Director of Community Services providing an update on the status of the Audit Report Action Plan in relation to the “Business Continuity Planning Arrangements (Follow Up)” Audit Report presented to the Audit and Scrutiny Committee on 24 September 2014.

The Committee is invited to note:-
i. that some actions have already been completed; and
ii. the remaining actions against Community Services will be complete by the end of April 2015.

20. Report on Community Services Complaints, Freedom of Information Requests and Compliments from 1 April 2014 to 31 August 2014 
Aithisg mu Ghearanan Seirbheisean Coimhearsnachd, Iarrtasan Saorsa Fiosrachaidh agus Molaidhean bho 1 Giblean 2014 gu 31 Lùnastal 2014                                               

There is circulated Report No COM/46/14 dated 24 October 2014 by the Director of Community Services providing details on the number of complaints, freedom of information requests and compliments received by Community Services in the first five months of 2014/15 and outlining actions in place to improve performance. 

The Committee is invited to note the performance on complaints and Freedom of Information requests and improvement actions that are underway.

21. Annual Report on Scottish Social Housing Charter 1 April 2013 - 31 March 2014
Aithisg Bhliadhnail mu Chairt Taigheadas Sòisealta na h-Alba 1 Giblean 2013 – 31 Màrt 2014

There is circulated Report No COM/47/14 dated 23 October 2014 by the Director of Community Services providing performance and benchmarking information against performance indicators as prescribed by the Scottish Housing Regulator, relative to the Scottish Social Housing Charter for the year 2013/14.

The Committee is invited to note the Highland Council housing service annual performance against the Housing Charter for 2013/14.

22. Policy on Individual Property Purchases      
Poileasaidh mu Cheannachd Seilbhe Fa Leth

There is circulated Report No COM/48/14 dated 23 October 2014 by the Director of Community Services presenting a policy covering situations where the Council may wish to purchase individual properties on the open market to meet local housing needs.

The Committee is invited to approve the policy on individual property purchases as set out in Appendix 1 of the report.

23. Policy on Small Land Sales
Poileasaidh air Reic Pìosan Beaga Fearainn

There is circulated Report No COM/49/14 dated 24 October 2014 by the Director of Community Services proposing a standard policy on small land sales involving the Housing Revenue Account. It aims to clarify the criteria to be used in deciding whether to agree to requests to buy small areas of land and the process and charging structure to be applied when sales of land are taking place.

The Committee is invited to approve the policy for the sale of small areas of land held on the Housing Revenue Account as set out in Appendix 1 of the report.

24. Consultation on a New Tenancy for the Private Sector
Co-chomhairle air Gabhaltas Ùr airson na Raoin Prìobhaidich

There is circulated Report No COM/50/14 dated 23 October 2014 by the Director of Community Services providing details of a Scottish Government consultation paper on changes to legislation affecting tenancies in the private rented sector. The report also summarises the proposals set out in the consultation paper and recommends a response to the Scottish Government.

The Committee is invited to approve the response to the consultation paper set out in Appendix 2 of the report.

25. Affordable Warmth   
Blàths Neo-chosgail

It will be recalled that, following the Carbon CLEVER report to the Council meeting on 4 September 2014, Members requested a more detailed report on affordable warmth.  In this connection, there is circulated Report No COM/51/14 dated 24 October 2014 by the Director of Community Services providing an update on progress with the affordable warmth elements of Highland’s Local Housing Strategy and recommending priority actions for the next year.

The Committee is invited to:-

i. note the progress with ‘affordable warmth’ actions being undertaken to improve energy efficiency and tackle fuel poverty; and
ii. approve the priority actions set out in section 3 of the report, namely:
• Maximising funding and uptake of energy efficiency works in private housing;
• Delivering energy efficiency improvements in Council housing by reaching the Scottish Housing Quality Standard and the new Energy Efficiency Standard for Social Housing;
• Proactively targeting fuel poor households to offer appropriate advice, assistance and income maximisation; and
• Lobbing UK and Scottish Governments and utility companies to assist Highland as an area of recognised fuel poverty.

26. Minutes
Geàrr-chunntas

There is circulated, for approval, Minutes of the Harbours Management Board of 11 September 2014.

The Minutes of the Harbours Management Board of 28 October 2014 will be tabled, also for approval.

Minutes of Meeting of the Community Services Committee held in the Council Chamber, Council Headquarters, Glenurquhart Road, Inverness on Thursday, 6 November 2014 at 10.30am.

Present:

Dr D Alston, Mr R Balfour, Mrs J Barclay, Mr B Clark, Mrs G Coghill, Mr N Donald, Mr D Fallows, Mr A Graham, Mr R Greene, Mr A Henderson, Mr B Lobban, Mrs L MacDonald, Mr G MacKenzie, Mr K MacLeod, Mrs B McAllister, Mr B Murphy, Mr G Phillips, Mr A Rhind, Mrs F Robertson (Substitute) and Mr H Wood.

Non-Members also present:

Mr A Baxter, Mr T MacLennan, Mr R Saxon and Dr A Sinclair.

In attendance:

Mr W Gilfillan, Director of Community Services
Dr C Clark, Head of Environmental and Regulatory Services
Mr R Evans, Head of Roads and Transport
Mr D Goldie, Head of Housing
Ms C Campbell, Performance and Building Maintenance Manager
Mr M Mitchell, Finance Manager
Mr D Summers, Transport Development Officer
Miss J Maclennan, Principal Administrator, Corporate Development Service
Mrs R Daly, Committee Administrator, Corporate Development Service
Mrs F MacBain, Committee Administrator, Corporate Development Service  

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

Mr G MacKenzie in the Chair

Preliminaries

Prior to the commencement of formal business, the Chairman referred to the sudden deaths of two members of staff from Community Services: David Hume and John Haining.  Mr Hume, a Roads Operative in Lochaber, had worked for the Council since 1991 and Mr Haining, a Ferry Operative, had served with the Council’s ferry service since 1976.  On behalf on the Committee the Chairman expressed condolences to both families.

Business

1.  Apologies for Absence
Leisgeulan

Apologies for absence were intimated on behalf of Mrs C Caddick, Mr M Finlayson, Mr D Hendry, Mr H Morrison and Mr J Rosie.

2.  Declarations of Interest
Foillseachaidhean Com-pàirt

The Committee NOTED the following declarations of interest:-

Item 11 – Mr R Saxon (non-financial)
Item 24 – Mr A Graham, Mrs L MacDonald, Mr K MacLeod, Mr H Wood (all financial)  

3.  Good News
Naidheachd Mhath

The Committee NOTED the following:-

• Safer Routes to Schools Implementation Fund – three projects had been granted funding totaling £240,000.  The Primary Schools involved were North of the River, Wick Campus and Inverness Royal Academy.
• “Housing Matters” - the first performance report publication, which contained information about how the Council performed as a landlord in 2013/14, had been sent to all Council tenants by post.
• The Sixth Annual Tenant Conference – held on 4 October 2014 at the Nairn Community and Arts Centre, the conference had been planned and co-ordinated by a group of tenants with support from Council staff.  The conference showcased a range of initiatives where tenant involvement was making a difference.  The day had finished with an awards ceremony to recognise the value of tenant volunteering in Highland Communities.  Mrs B McAllister, Vice Chair had presented awards for Young Person of the Year, Good Neighbour of the Year and Making a Difference Award.
• New Private Rented Accommodation Website - Highland Council had launched a new website, jointly with Moray Council, to help local people find suitable properties in the private rented sector.  The website went live on 3 November 2014.
• Litter Intervention – Highland Council had won a grant of £20k from Zero Waste Scotland to provide waste education, the primary aim being to motivate school children in Merkinch and Crown Primaries to adopt and maintain anti-littering behaviour.
• Waste Electrical and Electronic Goods Recycling – Highland Council had been awarded a “Gold Certificate” for the Torbreck site which was the most improved site for September. Portree had received a Silver Award and Highland Council had also received a Silver Award for the best Council for September.  

During discussion, Members commented, in relation to Safer Routes to Schools projects, that the views of local residents should be taken into consideration. The Director was also asked to pass on Members’ appreciation of the prompt work undertaken by staff following the recent landslide at Stromeferry Bypass and which had enabled the road to be re-opened during the day.  However, given the importance of the route, a request was made that the status of repairs to the Bypass remain on the front page of the Council’s website for the foreseeable future.

The Committee AGREED:-

i.  to thank the staff involved in the recent re-opening of the Stromeferry Bypass; and

ii.  that information on weather related issues, such as the Stromeferry Bypass, remain prominent on the front page of the Council’s website until the matter had been resolved.

4.  Membership of Harbours Management Board
Ballrachd Bòrd Stiùiridh nan Calachan

The Committee AGREED that Mr K MacLeod fill the vacancy on the Harbours Management Board.  

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

There had been circulated Report No COM/31/14 dated 27 October 2014 by the Director of Community Services which invited Members to approve the revenue budget monitoring position for the period 1 April 2014 to 30 September 2014.

During a summary of the report, it was explained that revenue expenditure for 2013/14 was currently in line with the budget outturn target. There were pressures and unachieved savings during financial years 2013/14 and 2014/15 which would create an impact on the 2014/15 budget. The combined waste management pressure, due to the continued increase in waste arisings, was of the order of £1.510m (2013/14 £0.865m and 2014/15 £0.645m), and the pressure on the public bus contract was of the order of £0.456m. The waste pressure was compounded by the unachieved saving of £0.400m for 2014/15 and the pressure of £0.245m for disposing of the increase in tonnages going to landfill.

Further additional pressures were highlighted amounting to some £0.800m which resulted in a total combined pressure for 2014/15 of £2.766m.  Managers would review their respective parts of the Service to identify where costs could be reduced without affecting service delivery, with a view to managing overspends, or approved savings measures that might not be fully achieved.

During discussion, comments were made as follows:-

• concern was expressed in relation to the unknown cost of severe weather incidents, particularly to infrastructure that had already sustained damage;
• it was hoped that the road maintenance budget would be fully allocated by the end of the current financial year;
• a detailed analysis of the implementation of jet patching, funded from the roads innovation fund, was anticipated in February 2015; and
• further to information being sought on the number of gully emptying machines across Highland, it was confirmed that there was one for each of the three operational areas, with their strategic deployment being managed centrally. In relation to issues in his specific area, Mr Rhind requested that the Area Officer contact him directly with information about the gully emptying machine’s use.  Following on from this, Members requested that a report on gully emptying activities be provided to Area Committees and the Director suggested that this could be included in an overall Community Services performance report.

The Committee:-

i.  APPROVED the report and the monitoring statements which showed the revenue position for the period 1 April 2014 to 30 September 2014 and the actions which had been put in place to manage the budget over the remainder of the financial year; and

ii.  AGREED to investigate how information on gully clearing activity could be incorporated into the proposed Community Services Performance report to Area Committees.

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

There had been circulated Report No COM/32/14 dated 23 October 2014 by the Director of Community Services which invited Members to approve the capital expenditure monitoring position for the period 1 April 2014 to 30 September 2014.

During a summary of the Capital monitoring position it was confirmed that expenditure and income were £4.457m and £0.314m respectively.  The projected outturns for expenditure and income were £12.467m and £0.516m respectively leading to an underspend of £0.500m.

In terms of the Housing Revenue Account (HRA) capital programme, allowing for the overspend in 2013/14, the remaining budget to fund Scottish Housing Quality Standard work, adaptations and other improvements to existing housing amounted to £43.070m. On 21 August 2014 the Committee had agreed the mainstream HRA capital budget for 2014/15 as £32.540m.  After 6 months of the financial year, the net expenditure was £19.297m representing 37.4% of the 2014/15 programmed figure. It was emphasised that the reported overspend of £1.955m was contained within the HRA capital programme and was due to projects being progressed in advance of predicted timetables.

During discussion, Members commented as follows:-

• it was disappointing that individual bridges were no longer listed in the appendices to the report.  In particular, concern was expressed about Invercoe Bridge which had been on the capital project list for some considerable time and which was a vital alternative route to the Ballachulish Bridge which was currently being resurfaced. The design was being progressed but the bridge was not yet in the capital programme, although the bridge and the retaining wall had been re-lined. The matter would be brought to the attention of the Director of Development and Infrastructure;
• feedback was requested on projects on which Members had been consulted but which had not made it into the capital programme; 
• confirmation was sought, and received, that the funding allocated to Travellers Sites was used to repair existing sites, rather than constructing new ones.  Investigation was suggested into the existence of Scottish Government funding sources for the maintenance of Travellers Sites;
• concern was expressed about the lack of communication between Community Services, Members and the public, including Community Councils, with various examples being provided, including the need to replace safety tiles in a play area in Glengarry.  The Chairman referred to the series of area public meetings that were being held and at which both himself and the Director attended.  The purpose of these meetings was to seek the views of the public on how communication could be improved and he emphasised that improved communication was a top priority for the Service;
• concern was raised in relation to the need for improvements to the Glen Docherty retaining wall and it was confirmed that the Director of Development and Infrastructure was taking this forward, with the tender process being underway;
• Members welcomed plans to draw up a guide to show who dealt with what in relation to Housing and Infrastructure matters;
• the Transport Officer (Information and Infrastructure) be asked to contact Mr R Greene with regard to the deployment of bus shelters;
• information be provided to Mr N Donald and Mr A Henderson with regard to the current situation in relation to the extensions of the burial grounds in Dores and Arisaig respectively; and
• the variance of £43,207 shown in Appendix B regarding the new build Inverness Assynt related to a final payment made after the project had been completed.  However, this would be checked and confirmation reported back to Mr A Henderson.

  The Committee:-

i.  APPROVED the capital expenditure monitoring position for the period 1 April 2014 to 30 September 2014;

ii.  AGREED that clarification would be provided in relation to the role of Community Services and Development and Infrastructure around Housing and Infrastructure matters;

iii.  AGREED to provide feedback to Members on those projects, on which they had been consulted, which had not made it into the capital programme; and

iv.  AGREED to seek sources of possible funding from the Scottish Government for the maintenance of Travellers Sites.

7.  Community Services – Restructure of Area Services
Seirbheisean Coimhearsnachd – Ath-structar a thaobh Seirbheisean Sgìreil  

There had been circulated Report No COM/33/14 dated 22 October 2014 by the Director of Community Services which informed and updated Members on progress with the restructure of Community Services at area level and asked Members to note that a final report would be presented to Committee in February 2015 following further Workforce Planning within the Service.

During a summary of the report, it was confirmed that phasing and timetabling of the restructure of Area Services was now well underway with the appointment of Second Tier Managers (Phase 2) now completed.  In the on-going development of Community Services as a newly integrated service, the Service’s Senior Management Team had used the corporate workforce planning tool and framework to identify the number of employees and knowledge, abilities and behaviours that would be required to meet Service goals, strategic objectives and service delivery requirements.

During discussion, Members requested sight of the job specification for Community Works Officers so as to provide clarity and to ensure that their roles could be carried out in a consistent way throughout Highland.

The Committee:-

i.  NOTED that Assistant Area Managers had now been appointed and that a learning and development  programme was underway to support them in meeting the requirements of their new role;

ii.  NOTED that an up-to-date Action Plan on service restructuring would be presented to Committee in February 2015 following further Workforce Planning within the Service; and

iii.  AGREED that revised job descriptions and person specifications for Community Works Officers be provided to Members.

8.  Roads Innovation Fund
Maoin Innleachdail Rathaidean

There had been circulated Report No COM/34/14 dated 23 October 2014 by the Director of Community Services which invited the Committee to note progress against the Action Plan and to homologate the decision to reallocate some of the funding.  An updated Roads Innovation Fund Action Plan was appended to the report.

During discussion, Members welcomed the terms of the report as it illustrated how long-term progress and benefits could be derived from limited funds and commented as follows:-

• it was hoped that ROADEX methodology for prioritising the maintenance of roadside ditches could be mainstreamed throughout the Highlands and Members welcomed the completion of the drainage surveys;
• clarification was requested, and provided, on how the “zipper” equipment operated;
• the JetPatcher had significantly reduced the timescales involved in repairing potholes and it was queried whether, given the costs of the JetPatcher and zipper equipment, there might be merit in sharing plant with neighbouring authorities;
• it was queried why funding had been allocated to developing a business case for leasing or owning JetPatcher type equipment when it was understood that this would be carried out by officers;
• relating to the recycling pilot for structural maintenance it was queried what the target costs had been benchmarked against; and
• feedback from Community Councils on winter resilience had indicated that they considered it to be overly complicated and a simple approach of providing salt would be a more effective process.

The Committee:-

i.  NOTED progress against the Action Plan; and

ii.  HOMOLOGATED reallocation of the fund between actions as mentioned in paragraph 1.2 and detailed in Appendix A of the report.

9.  Corran Ferry
Aiseag a’ Chorrain

There had been circulated Report No COM/35/14 dated 24 October 2014 by the Director of Community Services which updated Members on feedback received from Community Councils and Argyll & Bute Council regarding the socio-economic study undertaken for Corran Ferry. It also asked the Committee to recognise the local inflationary costs associated with Corran Ferry and the need for the service to be run in such a way that it covered its costs.

During a summary of the report, details were provided of the responses to the Consultation and the analysis carried out of the running costs of the ferry.  In addition the position in relation to potential funding being viewed as State Aid was explored together with how the Council might, if necessary, seek to address this.  The ferry needed to be sustainable in the long term but ticket price increases of 5.3% per annum were unsustainable for residents, tourists and businesses and therefore detailed consideration had been given to managing costs in relation to matters such as maintenance, refits and future ownership of the operation.  In particular, the need for a renewed ticketing system had been highlighted.  This provided an opportunity to work towards smart ticketing, an approach bringing advantages to both the Council and users.  Transport Scotland was seeking to pilot smart ticketing initiatives and had identified the Corran Ferry as a potential project.

During discussion, Members welcomed the clarity of the report, looked forward to receiving further detailed analysis and information and commented as follows:-

• with reference to meeting State Aid Regulations, it was noted that the tests were cumulative and that all four needed to be met for State Aid to be present.  It was unlikely that tests 3 and 4 could be met but it was also acknowledged that the assessment of an application for State Aid would not rest with the Council.  It would be helpful for Members to have access to additional information that had been received on meeting the assessment criteria;
• it was clear that the ferry represented an extension of the A82;
• Road Equivalent Tariff was available to other island communities and it was surprising that this ferry-dependent community would not qualify for additional support and, as such, this raised rural equalities considerations;
• it was accepted that there was a need to drive down costs and a detailed analysis should include reference to what measures had been taken to reduce costs over the last year.  While vehicle numbers had increased over the summer season, financial analysis should include reference to income and expenditure over the last ten years.  While accepting the complexity of compiling information, it was frustrating that a full cost breakdown was not yet available;
• the report suggested that existing fare levels were comparatively low but this view was not shared with working families who needed to use the ferry on a daily basis.  The comparison with other ferry routes across Scotland was not appropriate as the Corran Ferry represented a day-to-day commuter route for many residents on the peninsula and a means to access essential services;
• the issue of rural deprivation in the Ardnamurchan peninsula, which had previously been evidenced conclusively, should be of paramount importance when considering possible fare increase;
• many communities had fed into consultation exercises on cutting operational costs, changes to the service and new fare structures but their responses had still not been given serious consideration.  Some specific cost saving suggestions had been made to officers but had not been taken on board.  Communities had also made suggestions about seeking revenue from sponsorship arrangements and had queried the rise in staff costs;
• there was a need to ensure that future tariffs secured the financial viability of the service and that detailed analysis of costs was linked to profitability requirements.  Financial analysis should involve five year forecasts to provide stronger assurance of how and when the service would operate on a viable basis;
• the response from Argyle & Bute Council was disappointing as there appeared to be an assumption of fare increases rather than taking into account the views of the community in Mull who used this facility frequently;
• it was hoped that any new smart ticketing system would be able to accommodate the needs of frequent users to predict and budget for their monthly payments and the various ticketing options currently available;
• going out to tender for the service would raise a number of considerations including the implications for retention of the current ticketing system which provided a 71% discount;
• there was a need to be transparent about the arguments that had been mounted.  It was recognised that there was a strong case for a subsidised ferry service but, if this was the argument that was being made, then it followed that it would need to go out to tender;
• comparison was drawn with the Cromarty to Nigg ferry service for which a consultant had been commissioned.  Experience there had shown that going out to tender could open up a range of possibilities.  It was essential to be clear though as to which option should be pursued – either a subsidised service or a break-even service;
• it was requested that Local Members be present at meetings with Transport Scotland to discuss the future sustainability of the Corran Ferry.  In this connection, it was accepted that all parties involved would want to be in possession of all the relevant information so that a detailed analysis could be made;
• information advising if the Corran Ferry was running should be displayed clearly on the Council’s website;
• it was disappointing that there had not been any feedback from Community Councils on the socio-economic report.  It was suggested that some had not specifically been approached and it was known that there was resistance to fare increases.  It should not be inferred from the lack of feedback that there were no public concerns and, indeed, local media had recently reported that disquiet continued to be expressed; and
• the rescheduling of the refit of the existing vessel had been particularly welcome as had been the decision taken to replace the stand-by boat.

The Committee:-  

i.  NOTED the feedback received on the socio-economic study;

ii.  AGREED that the Corran Ferry operation work towards a break even position through a combination of increased revenue and reduced costs, with any fare alterations from April 2015 being presented at next Community Services Committee for approval;

iii.  NOTED the discussions on-going with Calmac into the possibility of sharing resources and reducing the operating costs of the Corran Ferry;

iv.  NOTED the discussions which were taking place with Transport Scotland on the long term sustainable future of the Corran Ferry; and

v.  AGREED that an update on smart ticketing be brought to the next Community Services Committee.

10.  Update on Waste Strategy
Fios às Ùr mu Ro-innleachd Sgudail 

There had been circulated Report No COM/36/14 dated 24 October 2014 by the Director of Community Services which updated Members on the latest actions in respect of developing the residual waste strategy to ensure that the Council met its statutory obligations in terms of the Waste Scotland Regulations 2012. Landfilling biodegradable municipal waste needed to cease by 1 January 2021 and consequently alternative treatment and disposal provision for the Council’s residual waste would have to be made.

Consultants had been appointed to prepare an “Outline Business Case” for residual waste treatment to give Members the information necessary on which to base a decision which would allow work to start on obtaining a solution.  The options would take into account the technical merits of projects, their economics over an extended period of time and the various procurement and delivery options.  An inception meeting had already been held with the consultants and various options had been considered for inclusion in the business case, the details of which were outlined.  The arrangements in place to deal with current residual waste disposal were also provided and the new contracts would give the Council time to consider options and to gauge how the market in residual waste treatment evolved.

The Committee:-

i.  NOTED the progress to date; and

ii.  AGREED to re-endorse the approval previously given in 2009 for residual waste treatment to be based on appropriately sized and sited Energy from Waste facilities.

11.  Improving Waste Controls and Diversion at Recycling Centres
A’ Leasachadh Smachdan Sgudail agus Seach-stiùireadh aig Ionadan Ath-chuairteachaidh

Declaration of Interest 

Mr R Saxon declared a non financial interest in this item on the grounds of being the Chair of Homeaid - Caithness and Sutherland but, having applied the test outlined in Paragraphs 5.2 and 5.3 of the Councillors’ Code of Conduct, concluded that his interest did not preclude his involvement in the discussion.

There had been circulated Report No COM/37/14 dated 23 October 2014 by the Director of Community Services which updated Members on the project which had been approved on 6 February 2014 by the Transport, Environmental and Community Services Committee to improve waste controls and diversion at Recycling Centres.  The objectives of this project were to improve license compliance, increase recycling and drive down residual waste.

In summary, it was reported that the pilot project carried out at the Alness Recycling Centre to identify and eliminate the deposit of commercial waste had resulted in a reduction in waste to landfill and an increase in the recycling rate. The Alness site itself had been reviewed and, as a result, new skips and bins had been introduced to make it easier for householders to recycle more.  Mixed bagged waste inspection had also been carried out and information leaflets provided to site users as to how to use Recycling Centres highlighting the importance of separating items for recycling rather than sending mixed bagged waste to landfill.  Furthermore, Members were reminded that a ban on the deposit of household waste associated with commercial or trade activities at all Highland Recycling Centres had been introduced in April 2014.

During discussion, Members commented as follows:-

• at present, vans and trailers which arrived at a Recycling Centre without a Household Waste Declaration form required to return to the Service Point to obtain one, often at considerable inconvenience and causing traffic congestion in town centres.  Although it was explained that forms were not held at Recycling Centres to avoid taking up the time of the attendant, Members asked for this to be re-considered;
• further to a request for progress on providing recycling services in Lochalsh, it was pointed out that a meeting to discuss this was being re-scheduled;
• consideration should be given to charging commercial operators to use Council Recycling Centres.  It had been observed that commercial operators sometimes asked householders to dispose of their waste for them.  In response, problems handling payments at Recycling Centres were highlighted, in addition to possible complaints from private sector recycling service providers; and
• education was key to reducing the amount of recyclable material being disposed of in residual waste.

The Committee:-

i.  NOTED progress to date;

ii.  APPROVED the following measures at all recycling centres all with the objective of reducing landfill and increasing recycling:  

a)  roll-out the programme to all recycling centres in Highland;

b)  ban the deposit of household waste by commercial/profit type operators;

c)  the introduction of control measures and specifically a regime of prior notification to users with vans and/or trailers; and

d)  the introduction of a challenge and inspection regime to ensure that users maximised the use of the recycling facilities and minimised the use of landfill disposal (this would include on-going training for staff in this sensitive matter); and

iii.  AGREED to investigate the possibility of making Household Waste Declaration forms more readably available at Recycling Centres.

12.  Update on Waste Compositional Analysis Project
Fios às Ùr mu Phròiseact Anailis air Co-dhèanamh Sgudail  

There had been circulated Report No COM/38/14 dated 23 October 2014 by the Director of Community Services which provided Members with more information on the interim results of the waste compositional survey and gave an indication of the potential level of savings that an increase in recycling could generate by adding more materials to the blue bin.  

The results of the analysis illustrated that, if capture rates were to increase, emphasis had to be placed on behaviour change through intervention, education and awareness.  Proposed measures were outlined and included the use of the framework arrangement, through Scotland Excel, which would allow the Council to procure a service whereby new materials such as aerosols, tetrapaks etc could be added to the blue bin by 2015, generating a rise of round 1,000 tonnes per annum and providing savings of £70k.  Other interventions were also outlined and included adding bottle banks closer to households, campaigning to divert textiles away from residual waste, intervention programmes at recycling centres and the tightening of rules around 2nd bins.

During discussion, the following comments were made:-

• ‘fines’ in residual waste was clarified as being very small matter such as grit or similar debris;
• the addition of further recyclable items, especially plastics, to the blue bin collections was welcomed.  It was clarified that while recycled plastic bottles were of particular value, plastic film was more likely to be of mixed material and subject to contamination;
• continued pressure was called for on supermarkets to reduce packaging and to reduce offers that encouraged over consumption, such as buy one get one free. Over packaged goods could be reported to Trading Standards;
• in addition to encouraging the recycling of food waste, more should be done to prevent its production in the first instance;
• Waste Scotland should be asked to consider re-introducing subsidised composters for households; and
• the responsibilities of contractors who emptied bottle banks were sought in relation to the removal of debris.  

The Committee:-

i.  NOTED progress to date and the outcome of the interim waste compositional analysis; and

ii.  APPROVED the addition of a number of recyclable materials to the blue bin in 2015 subject to the successful conclusion of a procurement exercise through the relevant Scotland Excel framework agreement.

13.  Private Water Supplies Protocol for Type B Supplies
Protocal Solarachadh Uisge Prìobhaideach airson Solarachaidhean Seòrsa B

There had been circulated Report No COM/39/14 dated 23 October 2014 by the Director of Community Services which highlighted Environmental Health’s approach on dealing with Type B private water supplies and which sought Member approval on such.

Members were informed of the responsibilities of Environmental Health to classify private water supplies as either Type A (providing water to commercial premises or providing water to more than 50 persons in a domestic property) or Type B (providing water for up to 50 persons in a domestic situation).  Recently, the Scottish Government’s Drinking Water Quality Regulator had written to all Local Authorities stating the expectations of Councils towards Type B supplies and recommending that a clear policy be put in place in respect of Type B properties by April 2015.  Details of how these supplies would be regulated in the proposed policy were provided, particularly in relation to sampling, monitoring, charging and the use of enforcement powers.

The Committee AGREED:-  

i.  Environmental Health’s approach to Type B supplies in that a regulatory sampling regime would not be introduced in Highland Council and;

ii.  that the Council adopt the Type B policy on Private Water Supplies outlined in Appendix 1 of the report.

14.  Decriminalised Parking Enforcement
Dì-eucoireachadh Èigneachadh Parcaidh

There had been circulated Report No COM/40/14 dated 24 October 2014 by the Director of Community Services which updated Members on the work which had been undertaken to construct a decriminalised parking enforcement (DPE) model (financial) for the Highlands, described the service delivery options which had been considered and recommended a preferred delivery option that would ensure the new service was cost neutral to the Highland Council.

RTA Associates Ltd had been commissioned to undertake a study to consider a preferred service delivery mechanism and the financial viability of such a step.  The results were detailed and, in summary, Option C (that resourcing would be primarily from existing off-street Parking Attendants with 8 of the existing 9 staff taken across to perform an on-street and off-street Parking Attendant role but with back office functions outsourced to another Local Authority) was recommended to be taken forward as the preferred delivery mechanism for the major urban areas where congestion currently existed, namely Inverness and Fort William.  It was likely that the Parking Attendant service would be scaled up gradually to the level the model predicted and the service would continually be reassessed to ensure the needs of Highland were met.  Start-up costs would be in the region of £450,000 and it was anticipated this approach would make a loss initially before then becoming financially stable.

During discussion, Members welcomed the DPE model given the traffic congestion that had resulted from the removal of Traffic Wardens in Highland. Comments were made as follows:- 

• the use of a smartphone system should be considered, with the benefits of reducing paperwork and enabling people to view Penalty Charge Notice (PCN) information online;
• consideration should also be given to outsourcing back office functions to a private company rather than another Local Authority as their recovery rate for PCNs might be higher;
• any future surplus funds should be used to offset parking charges;
• prior to implementation of the DPE model, signage and road markings required considerable improvement;
• although parking offences were a matter for the Local Authority, highway obstruction remained a matter for the Police and, as such, contact would be made with the Police at a senior level to ensure such offences were dealt with when reported;
• it was suggested that the community warden role to enforce litter and dog fouling legislation could be helped by having parking attendants accompany them, thereby providing a witness to offences. However, legal clarity was sought on the necessity of a witness for prosecution of those offences; and
• it was clarified that the DPE model would permit the issuing of PCNs across the whole area, including parking offences on trunk roads.

The Committee:-

i.  NOTED the service delivery options which had been appraised;

ii.  AGREED the preferred service delivery option (Option 1c) to be taken forward with a view to implementation in 2016 (subject to a Decriminalised Parking Enforcement application to Transport Scotland); and

iii.  AGREED to provide clarification on the role of Community Wardens in the process.

The Committee adjourned for lunch at 1.10 p.m. and resumed at 1.45 p.m.

15.  Disabled Persons’ Parking Places (Scotland) Act 2009 – Annual Report 2013/14
Achd Àiteachan Parcaidh do Dhaoine air a bheil Ciorram (Alba) 2009 – Aithisg Bhliadhnail 2013/14

There had been circulated Report No COM/41/14 dated 24 October 2014 by the Director of Community Services which invited Members to note the Council’s Annual Report in accordance with the Disabled Persons’ Parking Places (Scotland) Act 2009.

The report outlined progress with the preparation of the necessary Traffic Regulation Orders (TROs).  In addition, it was reported that work to identify disabled bays in all off-street car parks was ongoing and that a small number of private business owners had also indicated they would like disabled bays in their private car parks to be included in a TRO.

The Committee NOTED the Council’s Annual Report to the Scottish Government in relation to the Disabled Persons’ Parking Places (Scotland) Act 2009 as detailed in Appendix A of the report.

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

There had been circulated Report No COM/42/14 dated 23 October 2014 by the Director of Community Services which invited Members to note the submission of recent applications for funding to the Strategic Timber Transport Fund (STTF) and which detailed the range of projects supported through the fund.  The report also invited Members to agree that representations be made through the Forestry Commission, the Timber Transport Forum or COSLA, as appropriate, for the Scottish Government to continue the funding of the Strategic Timber Transport Fund beyond March 2016.

During a summary of the report, it was explained that the STTF had been set up by the Scottish Government in 2005 in recognition of the challenges faced in transporting timber to market.  It was administered by the Forestry Commission Scotland “to facilitate the sustainable transport of timber in rural areas of Scotland for the benefit of local communities and the environment, maximising the value of monies available through innovative projects and partnerships”.  Projects in the Highlands had been awarded a total of £2.8m of funding since April 2012, the details of which were included in the report.  A further round of bids was now underway, with a pool of Government funding of about £2m, and it was expected funding allocations would be announced by 13 November 2014.  In total, five bids had been submitted for the Highlands, the Council’s two bids being in relation to the replacement of the Ruthven Bridge and the improvement of the Flow Country Timber Links.  Looking ahead, and recognising the benefit the Fund was to the Highlands in dealing with timber transport problems, it was important representations were made for continued funding to resolve the remaining issues.

During discussion, Members welcomed the report and the supported projects and commented as follows:-

• the rapid response in submitting the bid for Ruthven Bridge was particularly welcome as an emergency 3 tonne weight restriction had been imposed on the bridge due to its dangerous condition.  It was also very encouraging that the scheme to replace the bridge could commence in 2014/15 if the application was successful.  Large timber and distillery lorries had to use a diversion which was now suffering as a consequence of increased heavy traffic and which recently had been blocked.  The importance of the bid to carry out necessary works on Ruthven Bridge was reinforced as it would be necessary not only for local transport but also for the local economy;
• the Braehour Link Road project had made a huge difference locally, had preserved the public road and been complemented by the widening of the single track road from Loch More to the Westerdale turn off allowing safer road conditions.  It was, however, surprising that there had been no uptake from Scotrail as the rail line traversed the forest in this area;
• officers were commended for their success in bidding to the STTF and it was hoped that the scheme would be extended for the future;
• the complementary bid submitted by HITRANS to trial of timber transport by rail would also reduce carbon emissions in the Highlands and it was hoped that this bid would be successful; and
• there were instances where forestry lorries had caused damage and it had proved difficult to recover costs from the Forestry Commission as Section 96 Agreements had not been in place.  An example was cited of Forestry Commission vehicles having caused approximately £400k of damage on the road between Strontian and Polloch where the Council could not legally recover costs.  In this connection it was confirmed that the Council would continue to pursue timber hauliers for these costs.

The Committee:-  

i.  NOTED the submission of recent applications for funding to the Strategic Timber Transport Fund;

ii.  AGREED that representation be made through the Forestry Commission, the Timber Transport Forum or COSLA as appropriate for the Scottish Government to continue the funding of the Strategic Timber Transport Scheme Fund beyond March 2016; and

iii.  AGREED to investigate, with Legal Services, the possibility of recovering the cost of repairing damage to the road network which had arisen as a result of commercial forestry operations but where no Section 96 had been put in place.

17.  Consultation on Changes to Bus Registration in Scotland
Co-chomhairle mu Atharrachaidhean do Chlàradh Sheirbheisean Bus ann an Alba

There had been circulated Report No COM/43/14 dated 24 October 2014 by the Director of Community Services which outlined a consultation paper issued by Transport Scotland and the Council’s response to it.

Transport Scotland’s consultation proposed a number of changes to the process of bus service registration, namely, increasing the prior notification period to Local Authorities; requiring operators to consult Local Authorities about registrations they proposed to submit; reducing the registration period; and encouraging Local Authorities to draw concerns about new bus service registrations to the attention of the Traffic Commissioner or Transport Scotland.    The draft response generally supported these proposals and was consistent with the HiTRANS and the Association of Transport Co-ordinating Officers responses.

During discussion, Members commented as follows:-  

• in relation to Question 1 on the proposal to extend the pre-registration period, a key requirement was early stage consultation;
• there were concerns regarding the lack of powers afforded to the Traffic Commissioner and it was requested that the response to Question 3 should be strengthened to suggest that not only authorities draw potential concerns about new registrations to the attention of the Traffic Commissioner but that the Commissioner should also be given power to refuse a registration going ahead unless effective consultation had taken place with the travelling public.  This suggestion had been prompted by recent instances of bus companies in Lochaber having changed registration without consultation with the travelling public; and
• on a general matter, it was considered that representations should be made to Government to reintroduce the regulation of bus services so as to provide the scope to cross-subsidise and thereby create financial savings for the Council.  

The Committee APPROVED the response for submission to Transport Scotland subject to strengthening the response to Question 3 seeking additional powers to be afforded to the Traffic Commissioner to refuse a registration going ahead unless effective consultation had taken place with the travelling public.  

18.  The Road Works (Inspection Fees) (Scotland) Regulations 2015 – Consultation Response
Riaghailtean Obair Rathaid (Cìsean Sgrùdaidh) (Alba) 2015 – Freagairt Cho-chomhairle 

There had been circulated Report No COM/44/14 dated 24 October 2014 by the Director of Community Services which sought homologation of the Council’s response to the Scottish Government’s consultation on The Roads Works (Inspection Fees) (Scotland) Regulations 2015 as contained in Appendix A of the report.

The purpose of the consultation was to determine the level of fee inspection that a Roads Authority would charge for inspections of works in the public road.  Historically, a single fee had been applied for the whole of Scotland but, for the more rural areas, this had tended to be an under recovery of costs.  As a closing date for responses had been set for 3 November, a response in the interim had been submitted stating that the Council’s preferred option would be for the introduction of a separate fee for rural authorities taking cognisance of higher travelling costs.

During discussion, Members emphasised the importance if, in future, the fee could be set at a level that would cover the cost of inspection, reinstatement and journey times.

The Committee HOMOLOGATED the Council’s response to the Scottish Governments consultation on The Roads Works (Inspection Fees) (Scotland) Regulations 2015.

19.  Internal Audit - Business Continuity Planning Arrangements
In-sgrùdadh – Ullachaidhean Dealbhaidh Leantainneachd Gnothaich

There had been circulated Report No COM/45/14 dated 24 September 2014 by the Director of Community Services which provided an update on the status of the Audit Report Action Plan in relation to the “Business Continuity Planning Arrangements (Follow Up)” Audit Report presented to the Audit and Scrutiny Committee on 24 September 2014.

The Council’s business continuity planning arrangements had first been considered at the Audit and Scrutiny Committee in March 2013, at which an audit opinion that Limited Assurance could be given was reported in that weaknesses in the system of controls had been such to put the system objectives at risk and/or the level of non-compliance put the system objectives at risk.  As a result, a follow-up audit was carried out and this had been reported to the Audit and Scrutiny Committee in September 2014.  The recommendations remaining for the Emergency Planning and Business Continuity Manager were detailed in the action plan together with a target completion date of 30 April 2015.

The Committee NOTED:-

i. that some actions had already been completed; and
Ii. that the remaining actions against Community Services would be completed by the end of April 2015.

20.  Report on Community Services Complaints, Freedom of Information Requests and Compliments from 1 April 2014 to 31 August 2014
Aithisg mu Ghearanan Seirbheisean Coimhearsnachd, Iarrtasan Saorsa Fiosrachaidh agus Molaidhean bho 1 Giblean 2014 gu 31 Lùnastal 2014 

There had been circulated Report No COM/46/14 dated 24 October 2014 by the Director of Community Services which provided details on the number of complaints, freedom of information (FOI) requests and compliments received by Community Services in the first five months of 2014/15.  The report outlined actions in place to improve performance. 

From 1 April to 31 August 2014, Community Services had received 288 stage 1 complaints and 28 stage 2 complaints with a response rate within the corresponding deadlines of 51.2% and 69.4% respectively.  In relation to FOI requests, 95.51% were responded to within the deadline of 20 days.  40 compliments had also been received and these had been forwarded to the appropriate managers and communicated to the teams involved.  The monitoring process for complaints and FOIs was outlined and the tables provided in the report provided a benchmark against which to measure improvements.  The Services’ Performance Team was looking at the causes of complaints and was examining what measures, including training, working with the Service Point network etc, would be effective in reducing volumes of similar types of complaints being raised again.

During discussion, Members queried whether all their complaints were logged, even when they were relayed via Community Works officers. It was explained that all complaints should be logged, however a distinction was drawn between queries (for example, a request for information or service) and complaints (when a previous request had not been satisfactorily dealt with).  A ward breakdown of complaint would be beneficial and it was clarified that the actual figure for Grounds Maintenance complaints in paragraph 2.3 of the report was 62, not 65 as stated.  It was acknowledged that there was likely to be an under-reporting of complaints but work was being undertaken to rectify this. Members sought information on timescales for filling potholes and were informed that the Road Asset Management Plan suggested 7 days for a temporary fix and 28 days for a permanent fix.  If a pothole was thought to be endangering life, however, the target was for it to be filled within 24 hours.

The Committee:-

i. NOTED the performance on complaints and Freedom of Information requests and improvement actions that were underway; and
ii. AGREED to investigate the possibility of providing information on complaints at Ward level.  

21.  Annual Report on Scottish Social Housing Charter 1 April 2013 - 31 March 2014
Aithisg Bhliadhnail mu Chairt Taigheadas Sòisealta na h-Alba 1 Giblean 2013 – 31 Màrt 2014

There had been circulated Report No COM/47/14 dated 23 October 2014 by the Director of Community Services which provided performance and benchmarking information against performance indicators as prescribed by the Scottish Housing Regulator, relative to the Scottish Social Housing Charter for the year 2013/14.

Under the new regulatory requirements, social landlords were required to publish an annual report and involve tenants in its production.  The Council’s first tenant produced customer report, “Housing Matters”, had been emailed to Council tenants and had reported on Charter indicators that the tenant panel had considered were of interest and value to fellow tenants.  The Council’s performance against other social housing providers in Highland was also provided and, to provide customer satisfaction data for the Annual Return on the Charter, a small scale survey had been carried out in December 2013, the results of which were detailed.  Furthermore, it was pointed out the Charter promoted the strengthening and mainstreaming of self assessment mechanisms into performance management and promoted increased tenant and customer involvement in this.  Accordingly, a revised strategy and action plan would be reported to a Community Services Committee in 2015. 

Clarification having been received that the minus sign under Tenant Satisfaction in Appendix 1 represented a nil return, due to that particular question not being asked when the survey had been carried out, the Committee NOTED the Highland Council housing service annual performance against the Housing Charter for 2013/14. 

22.  Policy on Individual Property Purchases
Poileasaidh mu Cheannachd Seilbhe Fa Leth  

There had been circulated Report No COM/48/14 dated 23 October 2014 by the Director of Community Services which presented a policy covering situations where the Council might wish to purchase individual properties on the open market to meet local housing needs.

Housing need and demand were assessed as part of the Local Housing Strategy.  However, mainly due to constraints on development, there were some high pressure communities where no new houses were planned and individual house purchases provided one means of addressing very local housing needs in such areas.  The proposed policy set out the circumstances in which individual property purchases would be considered, how priority communities would be selected and the criteria to be applied in purchases.  However, it was pointed out, purchases would still be based on the financial limits set out in the Council’s Scheme of Delegation. 

Members welcomed the annual report which would be produced providing details of all properties purchased under the policy and which would also recommend priority communities for the following year.

The Committee APPROVED the policy on individual property purchases as set out in Appendix 1 of the report.

23.  Policy on Small Land Sales
Poileasaidh air Reic Pìosan Beaga Fearainn

There had been circulated Report No COM/49/14 dated 24 October 2014 by the Director of Community Services which proposed a standard policy on small land sales involving the Housing Revenue Account (HRA). It aimed to clarify the criteria to be used in deciding whether to agree to requests to buy small areas of land and the process and charging structure to be applied when sales of land were taking place.

Community Services occasionally received requests from the public to purchase areas of HRA land, usually to acquire small areas for the extension of/access to gardens.  The main principle of the proposed policy was that there would be a presumption against sale unless there was a community benefit or that the sale would benefit the HRA in terms of reducing management costs or related to housing management issues.  In addition, the Scottish Government had put forward a proposal to reform the process whereby, in future, only in a small number of cases would it be necessary for the Council to apply to the Scottish Government for consent to dispose of assets from the HRA, essentially cases where assets were being sold significantly below market value.

Members sought clarification that the lease of land was possible if a sale was deemed inappropriate and that in all cases an agreed system of assessment would be followed.  

The Committee APPROVED the policy for the sale of small areas of land held on the Housing Revenue Account as set out in Appendix 1 of the report.

24.  Consultation on a New Tenancy for the Private Sector
Co-chomhairle air Gabhaltas Ùr airson na Raoin Prìobhaidich

Declarations of Interest

Mr A Graham, Mrs L MacDonald, Mr K MacLeod and Mr H Wood declared financial interests in this item on the grounds of owning rented properties and left the room.

There had been circulated Report No COM/50/14 dated 23 October 2014 by the Director of Community Services which provided details of a Scottish Government consultation paper on changes to legislation affecting tenancies in the private rented sector. The report also summarised the proposals set out in the consultation paper and recommended a response to the Scottish Government.

The current form of tenancy in the private rented sector originated from the Housing (Scotland) Act 1988 and which had introduced the Assured Tenancy Regime.  The Scottish Government consultation paper proposed increased security of tenure through a new private rented sector tenancy whilst also giving suitable safeguards for landlords, lenders and investors.  It raised questions about rents and affordability but recognised the need to take into account various factors and that levels could vary over time dependent by area and size of the property.  The number of families living in the private rented sector on a long term basis was increasing and it was important that a balance was achieved between policy measures aimed at affordability for tenants without creating disincentives for landlords and lenders to maintain supply.

The Committee APPROVED the response to the consultation paper set out in Appendix 2 of the report.

25.  Affordable Warmth
Blàths Neo-chosgail

It was recalled that, following the Carbon CLEVER report to the Council meeting on 4 September 2014, Members had requested a more detailed report on affordable warmth.  In this connection, there had been circulated Report No COM/51/14 dated 24 October 2014 by the Director of Community Services which provided an update on progress with the affordable warmth elements of Highland’s Local Housing Strategy and recommended priority actions for the next year.

Fuel poverty was when more than 10% of household income was spent on household fuel use.  This related to both private and socially rented properties and the Scottish Housing Condition Survey 2010/12 had reported that, in Highland, 39% of households were in fuel poverty.  There were a number of factors contributing to this relatively high level including the limited availability of fuel choices, the continued rise in energy costs, season fuel poverty in areas dependent on tourism and the cost of new heating systems and fabric upgrading works due to location and limited availability of firms and funding.  An Affordable Warmth Action Plan had been drawn up to increase affordable warmth and reduce fuel poverty and progress made to date was provided.

During discussion, Members commented as follows:-  

• with reference to paragraph 2.4 of the report, showing fuel prices, it would be beneficial if the cost of biomass heating could be included in future;
• the increase in Council houses meeting energy efficiency targets from 16.1% in 2007 to 81.5% in 2014 was welcomed;
• those living in rural areas had limited fuel choices and were therefore particularly susceptible to fuel poverty.  It addition, it was pointed out these areas were also likely to suffer seasonal fuel poverty given the high reliance on jobs in the tourism sector;
• measures such as cavity wall insulation would not be suitable for all houses, the old solid stone houses being cited as an example;
• making energy assistance schemes less bureaucratic would encourage more people to apply;
• the benefits and promotion of Fuel Cooperatives should be investigated; and
• the result of the pilot undertaken by Income Maximisation and the Ross Shire Midwifery team to reduce financial inequality/poverty in pregnancy and early years by providing opportunities to access welfare, money and fuel advice was requested.

The Committee:-

i. NOTED the progress with ‘affordable warmth’ actions being undertaken to improve energy efficiency and tackle fuel poverty;
ii. APPROVED the priority actions set out in section 3 of the report, namely:

• Maximising funding and uptake of energy efficiency works in private housing;
• Delivering energy efficiency improvements in Council housing by reaching the Scottish Housing Quality Standard and the new Energy Efficiency Standard for Social Housing;
• Proactively targeting fuel poor households to offer appropriate advice, assistance and income maximisation; and
• Lobbing UK and Scottish Governments and utility companies to assist Highland as an area of recognised fuel poverty;

iii. AGREED to investigate the benefits of Fuel Co-operatives and how they could be promoted; and
iv. AGREED that the result of the pilot undertaken by Income Maximisation and the Ross Shire Midwifery team to reduce financial inequality/poverty in pregnancy and early years by providing opportunity to access welfare, money and fuel advice be circulated to all Members for information.

26.  Minutes
Geàrr-chunntas

The Committee APPROVED the Minutes of the Harbours Management Board of 11 September and 28 October 2014, having been informed that the Harbour Revision Order at Item 8 should have been listed as a Harbour Empowerment Order.

The meeting ended at 2.40pm