Agendas, reports and minutes

Minutes of Meeting of the Caithness and Sutherland Area Committee held in Wick Town Hall, Bridge Street, Wick, on Tuesday, 10 February 2015 at 10.30am.

Present:

Mr D Bremner
Mr G Farlow
Mr B Fernie
Mrs G Coghill
Mrs D Mackay
Mr D Mackay
Mr W MacKay 
Mr J McGillivray (by tele-conference)
Mr H Morrison
Mr G Phillips
Mr M Reiss
Mr J Rosie
Ms G Ross
Mr R Saxon

Officials in attendance:
Mr D Haas, Inverness City Manager , Chief Executive’s Office
Ms H Ross, Senior Ward Manager, Chief Executive’s Office
Chief Inspector I MacLelland, Police Scotland
Inspector G MacArthur, Police Scotland
Mr S Hay, Local Senior Officer, Scottish Fire and Rescue Service
Mr R Scott, Group Manager, Scottish Fire and Rescue Service
Ms S Tarrant, Public Relations Officer, Chief Executive’s Office
Mr D Sutherland, Ward Manager, Chief Executive’s Office
Mr M Macintyre, Area Care and Learning Manager, Care and Learning Service
Mr C Stewart, Area Community Services Manager, Community Services
Ms A Macrae, Committee Administrator, Corporate Development Service
Mrs F Anderson, Administrative Assistant, Finance Service
Mr L Gallagher, Assistant Civic Officer, Finance Service
Mr A Sutherland, Clerical Assistant, Finance Service

Also in Attendance:
Item 3: Mr D McKay, Mr D Morrison and Mr G Steele, Scottish and Southern Energy

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

Mrs D Mackay in the Chair

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

Preliminaries

• The Chair reported that Members had recently met with representatives from NHS Highland to discuss ongoing issues around the provision of sustainable 24 hour emergency surgical cover at Caithness General Hospital.  The Chair advised that it had been agreed at that meeting that Members and NHS Highland representatives would meet in advance of every alternate meeting of the Area Committee so that Members were kept up to date on the current position.

1. Apologies for Absence
Liesgeulan

Apologies for absence were intimated on behalf of Mr N Macdonald and Ms L Munro.

2. Declarations of Interest
Foillseachaidhean Com-pàirt

The Committee NOTED the following declarations of interest:-

Item 8 – Mr G Farlow (financial)
Item 9 – Ms G Ross (non-financial)

3.  Scottish Hydro Electric (SHE) – Caithness-Moray Transmission Project
Pròiseact Tar-chur Ghallaibh-Mhoireibh

A presentation was given by Mr David McKay and Mr D Morrison of Scottish and Southern Energy (SSE) providing an overview of the Caithness-Moray transmission project which was in the early stages of construction. The presentation focused on SHE Transmission's approach to managing the delivery of the project; its importance to the north of Scotland's renewable energy industry; and its direct economic impact on the area.

Following the presentation Members welcomed the Project and the significant economic benefits it would bring to the Area.

During discussion, Members raised the following issues:-

• a point in regard to the local skills, training and job opportunities that the Project would generate in the Area and 
  links with North Highland College in this regard; the Chair suggested that a briefing be arranged by SSE for the
  relevant ward business meetings on this issue and thereafter a report submitted to a future meeting of the 
  Committee on the matter;
• that local communities in and around Lairg were concerned about SSE’s proposal to erect pylons in the area, the 
  preference being for cables to be undergrounded and seeking guidance on the process members of the public
  should follow if they wished to make representations on this matter; Mr McKay advised that members of the public
  were welcome to contact SSE directly in the first instance to discuss their concerns and that he would also feedback
  Members comments on this issue to the appropriate staff within SSE;
• that the performance of SSE in responding to the recent storms and power outages and in keeping the public up to
  date with information had been excellent;
• a question in regard to why SSE had used mobile catering suppliers from the Central Belt of Scotland during the
  recent power outages when there was an adequate supply of local mobile caterers in the Highlands that could have 
  been deployed more speedily; Mr McKay confirmed that he would feedback on this point to SSE’s procurement
  team;
• a point in regard to whether there would be a net increase or decrease in the numbers of pylons associated with the
  Project;
• the fact that a significant proportion of transmission lines were to be undergrounded as part of the project should
  be welcomed; and
• discussion around improving the resilience and reliability of the network particularly in light of the experience
  during the recent storms where some customers had been without power for a number of days.

The Committee NOTED the presentation and AGREED that a briefing be arranged by SSE for the relevant ward business meetings on the local skills, training and job opportunities associated with the Project and thereafter a report submitted to a future meeting of the Committee on this matter.

4.  Council Emergency Response to Storms and Electricity Outage       
Freagairt Èiginn na Comhairle ri linn Stoirmean is Cion Dealain

There had been circulated Report No. CS/01/15 dated 22 January 2015 by the Head of Policy and Reform which provided information on the Council’s involvement and reaction to the recent storm and power outages affecting large areas of both Caithness and Sutherland.

In discussion Members praised Council staff for their reaction to the recent storm and power outages which affected many communities across the area. The role of the emergency services, staff at SSE and Scottish Water, local businesses, the third sector, community volunteers, partner organisations and private individuals was also highlighted. The Chair on behalf of the Committee thanked all the parties involved for their speedy response and excellent work during the storm. 

The Chair also referred to the opportunity to learn lessons from the experience and in this regard suggested that the community resilience and response to the storms at a local level be considered at the next round of ward business meetings in the Area to allow the details to be recorded and actions to be progressed timeously.

During discussion Members raised the following issues:-

• that one of the main challenges faced had been in relation to communications and ensuring all vulnerable people 
  living in communities were identified; in this regard a key issue had been that many people did not have a standard
  phone and therefore faced communication difficulties in trying to access information given that the mobile phone
  network had been down for a considerable period of time;
• in light of the above a key lesson going forward was the importance of the public being encouraged to arrange to 
  have access to a standard phone should similar conditions arise in future;  
• a point in regard to the priority SSE attached to restoring power to mobile phone masts to aid communication as 
  part of the emergency response;
• that issues may have arisen around the deployment of mobile catering vans from outwith the Highlands in the  
  event of poor roads conditions on the A9 and whether SSE had a list of local catering providers as a back-up in such
  circumstances;
• issues around public awareness of the local availability of mobile catering vans;
• the performance of SSE in responding to the emergency and keeping the public up to date with information had 
  been excellent; however there were questions over the performance of a mobile phone provider in terms of 
  restoring mobile phone coverage;
• it was suggested that discussions be held with local radio stations in terms of agreeing a protocol for broadcasting 
  bulletins in severe weather conditions and power outages in future;
• that village halls were an important focal point for communities in such circumstances particularly in the more 
  remote communities and therefore the potential for halls to be provided with alternative sources of power 
  should be investigated;
• that the Council take a longer term view around the heating systems being installed in Council houses as tenants 
  had been left in a vulnerable position during the power outages with as they did not have access to portable gas or 
  other independent heating devices; and
• a key feature of the response had been the resilience shown by local communities in responding to the severe
  weather and power outages and therefore one of the lessons learned was the opportunity for local communities and
  community councils to be more involved in the forward ELG planning; in this regard it was noted that communities
  could offer significant additional support to the Council as part of the emergency response.

The Committee NOTED the report and AGREED that the community resilience and response to the storms at a local level be considered at the next round of ward business meetings in the Area.

5.   Police – Area Performance Summary                                               
Poilis – Geàrr-chunntas Dèanadais Sgìreil

There had been circulated Report No CS/02/15 dated 27 January 2015 by the North Area Commander for Police Scotland which provided a local summary update for Members on progress with reference to the local priorities within the Highland 2014-2017 Policing Plan.

There had also been tabled a Report by the North Area Commander on the 101 system, the national contact number for Police Scotland for non-emergency calls.  The report provided an update on the number of 101 calls received by Police Scotland over the period November 2014 to January 2015, and the time taken to respond to calls at the Inverness Area Control Room in terms of the performance indicators. In regard to the information contained in the report detailing the response rates to calls it was clarified that this should read the ‘percentage answered in 40 seconds’ and not ‘10 seconds’ as indicated.

Following a summary of the report by the North Area Commander, Members raised the following issues:-

• discussion around consensual stop and search and any proposals to review this policy; clarification was also sought 
  on whether the information provided in the report relating to stop and searches referred to those which were
  consensual;
• the action being taken by Police Scotland to develop a network to tackle wildlife crime in Caithness and Sutherland 
  was welcomed and a point raised in regard to the potential for Members to be involved in the Wildlife Crime 
  Conference to be held in Highland in March 2015; the North Area Commander advised that he would raise the issue
  of Member involvement in the conference with the relevant staff in Police Scotland;
• it was suggested that the introduction of the new drink driving limit was already having a significant impact on the  
  public’s drinking patterns and that it would continue to have a positive impact in terms of reducing drink driving 
  offences going forward;
• concern that  the introduction of ‘legal highs’ into the Area would have a significant impact on Police resources   
  locally; it was also suggested that an alternative more appropriate description of these products would be
 ‘potentially dangerous substances’ and that information about parties who were involved in producing and 
  distributing ‘legal highs’ should also be passed onto HMRC and DWP as an additional mechanism to reduce their
  availability;
• that the Farm Watch and Construction Watch schemes and particularly the establishment of  a communications
  network with members of the rural community was welcomed; a question was asked about the availability of data 
  on the impact of the scheme on the level of such crimes to date;
• it was suggested that the 101 Service was now operating well and that the relevant staff within Police Scotland 
  should be commended on the success of the Service; a specific issues was also raised around calls being re-directed
  to other centres outwith the Highlands at peak call times;
• that the introduction of average speed cameras could provide an opportunity to relocate the surplus fixed speed  
  cameras from the A9 at specific locations within Highland which would then release the mobile speed cameras for
  other locations; in addition it was suggested that consideration should be  given to extending them to other ‘A’
  routes;
• that electronic speed warning signs located in rural areas had also been effective in reducing speeding and should
  be extended into towns; efforts should also made to persuade the Northern Safety Camera Partnership to locate in
  towns and villages, particularly near schools;
• clarification was sought on figures shown in regard to the number of anti-social behaviour orders issued in
   Highland which had been identified as one of the five priorities within the Highland 2014-2017 Policing Plan;
• a point in regard to whether Driving Ambitions was being rolled out to schools in North and West Sutherland and 
  whether it would also target the 15+ age group;
• issues around young people speeding in the centre of Thurso particularly at the weekends and the lack of 
  penalties available to the Police to use as a deterrent; the North Area Commander advised that he would feedback 
  Members concerns on this issue to the local officers;
• road safety issues around large forestry lorries travelling on single track roads in the area;
• that with the approaching tourist season it would be helpful to have information published for tourists in regard in 
   regard to driving on single track roads;  in addition it would be helpful if information could be issued later in the
   year encouraging drivers to use winter tyres;
• that the continued reduction in crime which had been achieved over the past 10/15 years was welcomed; and
• discussion around the proposals to transfer call handling from Police Scotland’s Inverness Control Centre to a 
  facility in Dundee, including timescales.

Thereafter, the Committee NOTED the progress report in relation to the 5 Priorities: Road Safety, Alcohol and Drug Abuse/Misuse, Antisocial Behaviour/Disorder, Crimes of Dishonesty and Protecting People

6. Fire and Rescue Service – Area Performance Summary               
Seirbheis Smàlaidh is Teasairginn - Geàrr-chunntas Dèanadais Sgìreil

There had been circulated Report No. CS/03/15 dated 22 January 2015 by the Local Senior Officer for Fire and Rescue which detailed the Fire and Rescue Service performance against the key areas of planned activity identified during the Ward consultation sessions.

There had also been tabled Report by the Local Senior Officer which detailed the outcomes of the review of specialist equipment undertaken by the Scottish Fire and Rescue Service and the next steps in this regard.

Following a summary of the report by the Local Senior Officer and Group Manager, Members raised the following issues:-

• an update was sought on progress with the refurbishment of Thurso Fire Station noting that it was staffed by both
  male and female firefighters and therefore should be considered a high priority; the Local Senior Officer provided  
  an update in regard to the development of the Service’s capital project plan in regard to fire stations across 
  Scotland and he advised that he would respond directly to Members in regard to the status of Thurso Fire Station;
• issues around the need to attract more new recruits into the Service in remote and rural areas such as North West  
  Sutherland to reduce the demands on the existing firefighters in those areas;  
• in regard to the above it was suggested that an overview should be taken of the recruitment process to encourage 
  potential new recruits to join the Service; in this regard it was reported that the current recruitment process may   
  require a new recruit taking a significant amount of leave from their main source of employment and in addition 
  were also expected to meet their own travel and accommodation expenses when attending interviews; and
• a question in regard to whether recruitment drives by the Service continued to attract the same numbers of new
  recruits as in previous years;

In conclusion of this item the Local Senior Officer provided an overview of the capability of the new specialist firefighting equipment, and advised that arrangements could be made for Members to view the equipment at first hand if they so wished.      

The Committee NOTED the Area Performance Report, as circulated.

7.  Deprived Area Funds 2015-17                                                             
Maoin Sgìre Bhochd 2015-17

There had been circulated Report No. CS/04/15 by the Director of Development and Infrastructure which set out the applications received for the Deprived Area Funds for 2015-16.  The Report set out the background to the Fund, together with a summary of applications, the assessments and recommendations.

During discussion, Members raised the following issues:-

• that while supportive of the work of the Pultneytown People’s Project concern was expressed that Members had not
  had the opportunity to scrutinise the organisation in terms of its budget and operation or to monitor the outcomes
  of the Project since the previous award of Deprived Area Funds in 2014/15;
• that clarification be provided as to whether those organisations which had not been successful in their application
  for funding in the previous year had been offered the relevant advice and support as had been agreed by the
  Committee in February 2014;
• it was important that all organisations received an appropriate level of advice and support in applying for funding to
  ensure the application process was equitable;
• a question as to the reasons the application by Wick Youth Club was not being recommended for approval and in
  particular clarification was sought on the background to the application, with particular reference to the support and
  advice given by officers to the applicants; the Chair confirmed that a report on this matter would be submitted to 
  the relevant ward business meeting;
• a point in regard to the importance of organisations being advised as timeously as possible by officers in the event
  they were unsuccessful in securing Deprived Area Funds;
• it was suggested to allow Members to make a more informed decision in respect of applications they required a 
  greater understanding of the application and assessment process in respect of each of the applications listed in the
  report; it was therefore proposed that a final decision on this item should be deferred to the next meeting on 26
  May 2015 to allow this further information to be provided;
• in regard to the above it was suggested that as an interim measure and to allow the organisations to continue
  operating the applications for funding by the Pultneytown People’s Project and Ormlie Community Association be
  granted for the first three months of the financial year 2015/16 on a pro rata basis pending final consideration of  
  the applications at the next meeting; and
• that in parallel with the report to be submitted to the ward business meeting an early meeting be arranged with the
  Caithness District Partnership to consider how to map and monitor the range of funding being invested and
  initiatives being progressed in respect of Wick and the outcomes being achieved.  

The Committee NOTED that a report by the Employability Team Leader would be submitted to the relevant ward business meeting in regard to the background to the application by the Wick Youth Club, with particular reference to the support and advice given by officers to the applicants.

The Committee AGREED: (i) to defer a final decision on this item to the next meeting on 26 May 2015 to allow Members to be provided with more detailed information in regard to the application and assessment process in respect of each of the applications listed in the report; (ii) that in the interim the applications for funding by the Pultneytown People’s Project and Ormlie Community Association be granted for the first three months of the financial year 2015/16 on a pro rata basis; and (iii) an early meeting with the Caithness District Partnership be arranged to consider how to map and monitor the range of funding being invested and initiatives being progressed in respect of Wick and the outcomes being achieved. 

8. Housing Performance Report                                                            
Aithisg Dèanadais a thaobh Taigheadais

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

There had been circulated Report No. CS/05/15 dated 22 January 2015 by the Director of Community Services which provided information on how the Housing Section performed in relation to the Scottish Social Housing Charter and other performance indicators during the first nine months of 2014/15.

During discussion, Members raised the following issues:-

• the timescale for the ‘choice based letting’ pilot scheme to be extended outwith Caithness;
• a question in regard to whether tenants were eligible for a transfer if they were experiencing harassment from 
  neighbours; the Area Community Services Manager confirmed that he would discuss this matter directly with Mr R 
  Saxon;
• a point in regard to whether it was anticipated that rent arrears would increase as Universal Credit continued to be 
   rolled out and the action being by the Council in mitigation ;
• an explanation was sought in regard to the reasons for the low percentage of new tenancies sustained for more 
   than a year in Caithness and Sutherland as detailed in the report;
• concern that the average re-let times for properties in Caithness remained at an unacceptable level;
• that people who became homeless in Caithness should where possible be re-housed within that area and not 
  provided with accommodation elsewhere (which could be further away from friends and family); the Area
  Community Services Manager advised that he would discuss the issues around this matter directly with Mr D
  Mackay;
• that the Council’s Community Services staff be commended on their excellent  performance during the recent
  storms;
• there was a need to review the type of heating systems provided within Council properties to address issues of fuel
  poverty within Caithness and also in response to recent power outages during which tenants had been left without
  heating or cooking facilities;
• discussion around the assistance being provided by the Council with a view to reducing tenants heating costs;
• the Chair advised that she would be meeting with Scottish and Southern Energy  representatives to discuss specific
   issues around the affordability of some electric heating systems and she would take the opportunity to discuss how
   customers could best use their heating systems to reduce costs; and 
• in response to a point raised the Chair advised that she would seek more detailed information in regard to the level
  of rent arrears shown for Wick.

The Committee NOTED housing performance in the period 1 April to 31 December 2014.

9. Amendments to Wick Traffic Management Scheme Order 1997
Atharrachaidhean ri Òrdugh Rianachd Trafaig Inbhir Ùige 1997

Declaration of Interest – Mrs G Ross declared a non-financial interest as a resident of Argyle Square, Wick but having applied the test outlined in Paragraphs 5.2 and 5.3 of the Councillors’ Code of Conduct, concluded that her interest did not preclude her from taking part in the discussion. 

There had been circulated Report No. CS/06/15 dated 26 January 2015 by the Director of Community Services which invited Members to approve the amendments to the Wick Traffic Management Scheme Order 1997 on the basis recommended in the report.

In discussion a point was raised in regard to the opportunity to permit access only to Harrow Hill for residents of the first three properties at the Kennedy Terrace entrance of the street and to refuse collection vehicles.   In addition clarification was sought as to whether the Scottish Ambulance Service were content with the proposal set out in the report in relation to Ackergill Street on the basis this was located on a main route from the Service’s base at the Wick Airport Industrial Estate.

The Committee APPROVED the proposed amendments to the Wick Traffic Management Scheme Order 1997, as set out in the report, subject to it being investigated whether access only to Harrow Hill could be permitted for residents of the first three properties at the Kennedy Terrace entrance and also to refuse collection vehicles, and to it being confirmed that the Scottish Ambulance Service were content with the proposals in respect of Ackergill Street.

10. Associated School Group Overviews                                                
Sealladh Coitcheann air Buidhnean Sgoiltean Co-cheangailte

a. Dornoch Academy Associated School Group Overview        
Sealladh Coitcheann air Buidheann Sgoiltean Co-cheangailte Acadamaidh Dhòrnaich

There had been circulated Report No. CS/07/15 dated 26 January 2015 by the Director of Care and Learning which provided an update of key information in relation to the schools within the Dornoch Academy Associated School Group (ASG), and provided useful links to further information in relation to these schools.

It was confirmed that a separate report using the new ‘Insight’ data would be provided to Members once it became available. The report would cover all the Caithness & Sutherland ASGs in a single report and would enable Members to assess performance across schools and also with national comparator schools.

During discussion, Members raised the following issues:-

•  the staff and pupils of Dornoch Academy and Golspie High School be commended on the high level of attainment 
   and achievement and in particular on the percentage of positive destinations achieved which it was noted was
   above the Highland and Scotland average for both schools;
• Members congratulated Miss T Stones on her recent appointment as the new Rector of Dornoch Academy; and
• in regard to operational issues within the Dornoch Academy ASG it was noted that Mr J McGillivray would discuss 
   these directly with the Area Care and Learning Manager.

The Committee NOTED the content of the report.

b. Golspie High School Associated School Group Overview               

Sealladh Coitcheann air Buidheann Sgoiltean Co-cheangailte Àrd-Sgoil Ghoillspidh

There had been circulated Report No. CS/08/15 dated 26 January 2015 by the Director of Care and Learning which provided an update of key information in relation to the schools within the Golspie High School Associated School Group (ASG), and provided useful links to further information in relation to these schools.

Arising from the report the Area Care and Learning Manager advised of a correction to the High Life Highland user information for Sutherland Swimming Pool Complex. He confirmed that the corrected figures should read:- 2011/12 - £33,270; 2012/13 - £32,437; 2013/14 - £33,814

During discussion, Members raised the following issues:-

•   it would be helpful for information to be provided to the next meeting on the subjects being taught across the
    curriculum in secondary schools in Caithness and Sutherland; it was suggested that this should be based on the  
    school calendar for 2014/15 on the basis that robust information in regard to 2015/16 would not be available by  
    the date of the next meeting; and    
•  the opportunities to continue to develop access by pupils to subjects by video link.  

The Committee NOTED the content of the report and the corrected figures for the Sutherland Swimming Pool Complex, and AGREED that information be provided to the next meeting on the subjects being taught across the curriculum in secondary schools in Caithness and Sutherland in the current school calendar year.

11.   Landfill Communities Fund                                                                
Maoin Choimhearsnachdan Làraich Sgudail

There had been circulated Report No. CS/09/15 dated 5 January 2015 by the Director of Community Services on an application to the Highland Council Landfill Communities Fund by Plantlife for the sum of £9,914.50 toward the Munsary Peatland project, details of which were provided at Appendix A. 

In discussion Members welcomed the project on the basis that it would help promote and publicise the Munsary Peatlands and attract visitors into the area. 

A point was raised in regard to the opportunity to engage with the local community by building in training and skills opportunities using local people to enhance the Project. It was requested that the Applicant be requested to feedback to the Committee in this regard.

The Committee APPROVED the application as detailed in the Appendix to the report and AGREED that the Applicant be requested to consider skills and training opportunities using the local community to enhance the Munsary Peatlands Project and to feedback to the Committee in this regard.

12.   Northwest and Central Sutherland Discretionary Fund Support North Coast Leisure Centre                                                                          
Faoin fo Ùghdarras Iar-Thuath is Meadhan Chataibh a’ Toirt Taic do dh’Ionad-Spòrs a’ Chladaich a Tuath

There had been circulated Report No. CS/10/15 dated 27 January 2015 by the Head of Policy and Reform which invited Members to increase the ward discretionary funding award from £6,000 already provided to £11,004 to support the cost of urgent repairs to the PV and Solar Thermal Panel Energy System at North Coast Leisure Centre. The report also provided Members with some detail about the activities of North Coast Leisure.
The Committee:-

i. APPROVED an increase in the award to the Tongue and Farr Sports Association in respect of North Coast Leisure Centre from £6,000 by a further £5,004 from the Northwest and Central Sutherland Ward Discretionary Fund, with conditions of grant to include repayment should the group succeed in obtaining financial compensation as outlined in paragraph 3.1 of the report; and;

ii. NOTED that the additional award would bring the total funding from the Council to £11,004 

13.   Dornoch Common Good Fund – Quarterly Monitoring Report 2014/15  
Maoin Maith Choitchinn Dhòrnaich – Aithisg Sgrùdadh Ràitheil 2014/15

There had been circulated Report No. CS/11/15 dated 13 January 2015 by the Head of Policy and Reform which provided Members with information on the status of the Dornoch Common Good Fund as at 31 December 2014.

The Committee NOTED the position of the Dornoch Common Good Fund as at 31 December 2014.

14.   Minutes                                                                                                  
Geàrr-chunntas

There had been circulated and were NOTED the Minutes of the Caithness and Sutherland Area Committee held on 9 December 2014, which were approved by the Council on 18 December 2014.

The meeting ended at 2.50pm.