Agendas, reports and minutes

CHIEF EXECUTIVE’S OFFICE

23. Chief Executive’s Office and Members Revenue Expenditure Monitoring to 30 September 2014
Sgrùdadh Teachd-a-steach nam Ball agus Oifis an Àrd-Oifigeir gu 30 Sultain 2014

There was circulated Report No. RES/78/14 dated 14 November 2014 by the Chief Executive which provided information on the revenue monitoring position for the Chief Executive’s Office for the period 1 April 2014 to 30 September 2014.

The report showed an annual net budget of £6.923m, of which Members’ Services accounted for £2.193m. Actual expenditure incurred to 30 September 2014 was £2.066m and £0.893m respectively. A net year underspend of £0.0123m was projected which was an increase of £0.053m on the underspend reported to the Committee in August 2014. The additional underspend was due to staff vacancies and reduced spend on discretionary budgets under the Policy and Reform budget.

The Committee NOTED the revenue monitoring report for the period 1 April 2014 to September 2014.

24. Chief Executive’s Office Capital Budget Expenditure Monitoring to 30 September 2014
Sgrùdadh Calpa Oifis an Àrd-Oifigeir gu 30 Sultain 2014

There was circulated Report No. RES/79/14 dated 17 November 2014 by the Chief Executive which set out the position for the Chief Executive’s Office 2014/15 capital budget for the period to 30 September 2014.

The report showed capital projects amounting to £0.386m for the financial year 2014/15 with a spend of £0.263m accounted for to date. A combined underspend of £0.005m was estimated for the end of the financial year which was primarily due to the sum of £0.008m being held back until 2015/16 for retention purposes in respect of the Cameron Square, Fort William project which had now been completed.

The Committee NOTED the capital monitoring report for the period to 30 September 2014.

25. Annual Progress Report on the Carbon Management Plan 2013/14
Aithisg Adhartais Bhliadhnail mu Phlana Rianachd Càrboin 2013/14

There was circulated Report No. RES/80/14 dated 14 November 2014 by the Head of Policy and Reform which reviewed the Council’s performance in meeting the targets outlined in the Carbon Management Plan (CMP) for 2013/14. This was the first report based on the new scope identified in the CMP 2013-2020. In order to ensure consistency, data for 2011/12, and 2012/13 were refreshed in line with the revised scope of the CMP, to allow comparisons to be made with 2013/14 data. This would provide a consistent baseline and reporting standard for comparing the Council’s carbon emissions.

It was reported that in 2013/14, carbon emissions had reduced by 6% compared to 2012/13, against the 3% annual target. Carbon emissions from all sectors had decreased since 2012/13, with the exception of water, waste, and street lighting where emissions showed an increase. However, as emissions increased in 2012/13 progress over two years from the baseline year of 2011/12, showed a reduction in carbon emissions of 5%, against a target of 6%.

While carbon emissions had reduced, total costs had increased from £20,202,896 (2011/12) to £20,504,950 (2013/14), primarily due to rising energy and fuel prices. By taking action to become more efficient the Council avoided costs of around £1m in 2013/14 (costs the Council would have incurred had consumption not decreased). Total costs through the Carbon Reduction Commitment Energy Efficiency scheme (CRC tax) additionally amounted to £424,560 in 2013/14, compared to £479,441 in 2011/12.

During discussion the following points were raised:-

• that the reduction of 6% in carbon emissions achieved over the period 2012/13 to 2013/14 and the figure of £1m of costs avoided in 2013/14 delivered through Carbon CLEVER should be welcomed;
• that Carbon CLEVER was contributing to healthier outcomes for people in the Highlands, and helping the Council to save money and protect services; reference was also made to the opportunities for the initiative to continue to deliver significant benefits for the Highlands into the future;
• that the initiative was not only award winning but was held by the Scottish Government as an exemplar programme, and the Carbon CLEVER team was commended on the excellent work undertaken to date;
• that the number of private and public organisations subscribing to Carbon CLEVER in the Highlands continued to increase and this demonstrated the success of the initiative;
• noting that waste audits were to be undertaken to ensure the best methodology was in place to calculate the internal waste generated by the Council and the carbon emissions arising;
• an explanation was sought on the calculations shown in the report which showed carbon emissions reduction targets by sector; and
• that further information be provided in regard to the carbon implications associated with biomass installations which might be operating below their installed capacity, and particularly in cases where other forms of energy were required to supplement the biomass supply.

The Committee NOTED:-

i. that significant progress was being made to reduce the Council’s carbon emissions, with a 5% reduction over the first two years of the CMP 2013-2020 against a 3% p.a. target;
ii. that since the baseline year, carbon emissions from energy use, staff travel, and fleet had decreased, whilst, waste, water and street lighting carbon emissions had increased; and
iii. the Year 7 (2013/14) report to the Scotland’s Climate Change Declaration.

26. Carbon CLEVER Transport Projects
Pròiseactan Còmhdhalach Càrboin Chiallaich

Declaration of Interest – Ms J Douglas declared a non-financial interest in this item as an Advisor to the Board of the Community Transport Company for Badenoch and Strathspey, but having applied the test outlined in Paragraphs 5.2 and 5.3 of the Councillors’ Code of Conduct, concluded that her interests did not preclude her from taking part in the discussion.

There was circulated Report No. RES/81/14 dated 11 November 2014 by the Head of Policy and Reform which explained that making public transport more convenient and low carbon were important aspects of achieving a Carbon CLEVER Highlands. The report set out recommendations for a £10,000 contribution towards solar powered real time displays for bus stops in Badenoch and Strathspey and a proposed £15,000 contribution to the successful Green Bus Fund application by Stagecoach to match fund an electric bus charging point at Inverness bus station.

During discussion Members expressed their support for both projects and in relation to the Green Bus Fund welcomed the £1m of public and private investment in public transport in Inverness. It was also hoped that the real time bus displays for bus stops could be rolled out to other rural areas at the earliest opportunity.

The Committee APPROVED the following allocations from the Carbon CLEVER capital budget allowance:-

i. £15,000 to match fund an electric bus charging point at Inverness bus station; and
ii. £10,000 contribution towards solar powered real time displays for bus stops in Badenoch and Strathspey.

DEVELOPMENT AND INFRASTRUCTURE SERVICE

27. Highland Council Biomass Installation Performance Report
Dèanadas Ionad Bith-thomaid Chomhairle na Gàidhealtachd

There was circulated Report No. RES/82/14 dated 10 November 2014 by the Director of Development and Infrastructure which briefed Members on the annual performance of the Council biomass heating systems and described the monitoring and management of the boilers.

It was reported that at the Finance, Housing and Resources Committee on 23 January 2014 Members had requested details on the operation and maintenance of biomass boilers. Members had also requested details on the systems performance, reporting arrangements and details on failures along with arrangements to manage the provision. This report outlined the annual performance statement for 2013/14.

During discussion the following points were raised:-

• concern was expressed at the level of unplanned call outs and contractor response times over the year in response to faults with biomass systems and also in regard to the extent of the improvement areas identified for action as detailed in the report;
• that clarification be provided on whether penalties were applied to suppliers/contractors if a fault was not fixed within the time period specified in the contract or compensation sought if an alternative heating system had to be deployed pending resolution of a fault; in this regard specific reference was made to the recurring problems being experienced at Aviemore Primary School;
• it was important that the Council’s strategic plan to remove oil installations from Council premises to achieve reductions in carbon emissions included measures to ensure schools were not left without a heating supply in the event the biomass system failed;
• that further clarity be provided on the performance information shown in respect of Grantown Primary School; information was also requested on the number of call outs to Ben Wyvis Primary School since October 2013;
• that the improvement actions and areas set out in the report would deliver significant improvements in performance and should be welcomed;
• that the strategy to deploy biomass systems would deliver significant benefits to the Council in terms of cost savings and reductions in carbon emissions;
• that while the principle of biomass installations was supported, there was a need for lessons to be learned around procurement and the type of equipment purchased to ensure it was fit for purpose and that suppliers/contractors could access spare parts;
• it was important that good practice be shared between the Council and its partner organisations;
• a point in regard to whether a long term view was being taken on the availability of fuel for the biomass systems in the future and the need to ensure continued supplies;
• that clarification be provided on whether the impact on residential amenity was taken into account prior to a biomass system being installed at a site; in this regard reference was made to a specific site in Ward 15: Inverness Central where local residents had complained about noise emanating from a biomass boiler and it was confirmed this matter would be investigated at the earliest opportunity;
• that further information be provided in regard to the carbon implications associated with biomass installations if they were operating below their installed capacity and an alternative energy supply was required; and
• that arrangements be made for an interim performance report to be submitted to the Committee in six months’ time to allow Members to monitor progress.

Thereafter, the Committee NOTED the contents of the report and the improvements in performance of the biomass plants and the monitoring of the provision and AGREED that:-

i. arrangements be made for an interim performance report to be submitted to the Committee in six months’ time to allow Members to monitor progress; and

ii. noise issues associated with a biomass boiler at a specific site within Ward 15: Inverness Central, be investigated at the earliest opportunity.

28. North Highland Archives: Land at Wick Airport Industrial Estate
Tasglann Niùclasach Ceann a Tuath na Gàidhealtachd agus Nàiseanta: Fearann aig Raon Gnìomhachais Port-Adhair Inbhir Ùige

Declaration of Interest – Ms J Douglas declared a non-financial interest in this item as a Director of High Life Highland, but having applied the test outlined in Paragraphs 5.2 and 5.3 of the Councillors’ Code of Conduct, concluded that her interests did not preclude her from taking part in the discussion.

There was circulated Joint Report No. RES/83/14 dated 6 November 2014 by the Director of Development and Infrastructure and the Director of Care and Learning which provided an update on progress to relocate the North Highland Archive to a new National Nuclear Archive Facility in Wick and to demonstrate best value had been obtained.

During a summary of the report, it was explained that the Resources Committee in February 2008 had agreed that the Council would dispose of a site at Wick Airport Industrial Estate to the Nuclear Decommissioning Authority (NDA) to contract a new national nuclear archive centre and a new North Highland Archive centre subject to Officers confirming that this provided best value for the Council. In this regard Members were updated on the progress of the proposed new facility which the NDA was seeking to develop in partnership and outlined the business case as to why it was considered that this offered best value for the Council.

In discussion the project was welcomed on the basis that the facility would allow the storage, return and retention of important archive material in Caithness, generate additional employment opportunities, and increase visitor numbers to the area.

The Committee:-

i. NOTED the National Nuclear Archive provided the Best Value option for the North Highland Archive; and
ii. AGREED that the negotiations of lease for land and contract for archive services be delegated to the Director of Development and Infrastructure and Director of Care and Learning.

29. Inverness Area Asset Management Plan
Plana Rianachd So-mhaoin Sgìre Inbhir Nis

There was circulated Report No. RES/84/14 dated 7 November 2014 by the Director of Development and Infrastructure which presented an overview of Corporate Property Asset Management and the development of Area Asset Management Plans. It highlighted the findings and actions in the draft Inverness Area Asset Management Plan which covered the City of Inverness Area.

During discussion the following points were raised:-

• that clarification be provided on the rationale that had been applied in identifying which of the list properties set out in Appendix 1 to the report were to be included in the scope of the review on the basis there appeared to be anomalies in terms of the exclusion of some office facilities and the inclusion of a specialist facility;
• clarity was also sought on whether the list at Appendix 1 to the report was definitive or subject to change; it was reported that the intention would be to agree the final list with the Executive Leadership Team and the Inverness Members;
• a question in regard to whether the Plan would be reported to the City of Inverness Area Committee; it was reported that intention was that the Plan would be submitted to the Resources Committee for approval and thereafter progress reports on the Action Plan reported to the City of Inverness Area Committee; and
• it was suggested that any implications/conflicts of interest in respect of property owned by the Inverness Common Good Fund be taken into account in the development of the Plan, and the appropriate governance procedures followed.

The Committee NOTED the approach to the development of Area Asset Management Plans and AGREED:-

i. the Inverness Area Asset Management Plan as a Council plan; and
ii. that any implications/conflicts of interest in respect of property owned by the Inverness Common Good Fund be taken into account in the development of the Plan, and the appropriate governance procedures followed.

MINUTES OF MEETINGS

30. Minutes of Meetings
Geàrr-chunntasan Choinneamhan

The Committee:-

i. NOTED the Minutes of the Appeals Committee held on 11 August 2014, and 6 October 2014;
ii. APPROVED the Minutes of the Joint Consultation Group (Administration Etc, Manual and Crafts Staffing) held on 24 October 2014;
iii. APPROVED the Minutes of the Central Safety Committee held on 24 October 2014; and
iv. NOTED the Minutes of the Early Retirement Sub-Committee held on 29 October 2014.

31. Exclusion of The Public
Às-dùnadh a’ Phobaill

The Committee RESOLVED that, under Section 50A(4) of the Local Government (Scotland) Act 1973, the public be excluded from the meeting during discussion of the following items on the grounds that they involved the likely disclosure of exempt information as defined in Paragraphs 6 and 9 of Part 1 of Schedule 7A of the Act.

32. ICT Executive Board: Minutes of Meeting
Buidheann-obrach TFC Bhall: Geàrr-chunntas Coinneimh

The Minutes of Meeting of the ICT Executive Board (Members) held on 10 November 2014 were circulated and APPROVED.

DEVELOPMENT AND INFRASTRUCTURE SERVICE

33. Land and Property
Talamh agus Taigheadas

There was circulated to Members only Report No. RES/85/14 dated 10 November 2014 by the Director of Development and Infrastructure which sought approval for a number of land and property transactions as outlined in the report.

During discussion it was noted that the local Member, Mrs E Campbell, had expressed her support for the proposal at Dornie as outlined in the report.

The Committee AGREED the recommendations as set out in the report.

The meeting ended at 2.55 pm.