How Good Is Our Service - April 2023

Monthly Performance Report

On this page you will find information on:

• Assets and Facilities
• Customer and Business Support Services
• East Dunbartonshire Leisure and Culture Trust
• Education
• Finance & Audit
• Health and Social Care Partnership
• Housing
• Land Planning and Development
• Legal and Democratic Services
• Neighbourhood Services
• Organisational Transformation
• Place and Community Planning
• Roads and Environment

Assets and Facilities

Property Maintenance

Voids performance has dropped in April to 82% from 88% in March in the last quarter of 2022/23 and is below our target of 85%. There has been a significant increase in the number of properties received in the month requiring high-cost repairs which has impacted on the turnaround times. We continue to look at ways to streamline operations and achieve the highest possible level of performance.

Property Maintenance have achieved our target of 100% for Gas Servicing in April with 335 properties serviced in the month. We continue to achieve our target each month and we are confident this will continue throughout the remainder of the year.

Reactive repairs are ongoing and we continue to perform well in dealing with emergency and non-emergency repairs. The Care & Repair service continues to operate well, with Aids & Adaptation works ongoing and progressing well across the stock.

The Smoke & Heat alarm installation programme has reached its conclusion and we have achieved our plan of visiting all properties across the estate in line with Government targets with more recent installations meaning 97% of properties are now fitted with Smoke & Heat alarms. The remaining properties have been no access and the service will utilise the council’s No Access Policy to assist in meeting our legal obligations and we will continue to schedule these installations as and when tenants make contact. We continue to carry out the installation of Smoke & Heat alarms for residents in East Dunbartonshire eligible through our Care & Repair service and this is being well received. We are also referring residents who do not meet the criteria to Scottish Fire and Rescue Service where they can request a Home Fire Safety visit to determine whether SFRS can provide them with assistance.

Kitchen, Bathroom, Heating and Roofing upgrade programmes are ongoing and progress continues in carrying out reactive and refurbishment works across the education and non-housing stock, with decoration works ongoing across the school estate.

Facilities Management

The rollout of the new FM structure is nearing conclusion and employee displacement meetings are continuing with the aim of securing suitable alternative positions for displaced employees. Recruitment of all vacant positions is on-going and appointments were made for cleaning and catering positions following interviews held in April.

All FM Lead and Catering Co-ordinator positions are filled and staff training is on-going.

A review of survey responses following the Primary and Secondary school catering consultation exercise is complete and a report finalised providing analysis of survey responses and a summary of school meal uptake. This will be presented at the PNCA Committee meeting in May. A review of Primary and Secondary school and Nursey menus is underway and information collated from survey response will inform future menu planning and a revised menu will be implemented in May.

The uptake of free school meals in Primary schools for the month of April was below target, however there was improvement compared to previous months. The target was achieved in Secondary schools. Our focus remains on improving the uptake in the lower performing schools. Significant work was undertaken to ensure the lunch menu complies with the revised nutritional regulations and the Food for Life Served Here Bronze award. The Service continues to work with suppliers to source alternative food products, ensuring the menu complies with the revised regulations and meets all nutritional standards.

The service worked with the Soil Association and was awarded the Food for Life Served Here Bronze award in December. The award recognises our commitment to provide healthy nutritious meals using seasonal ingredients that are at least 75% freshly prepared. Our aim is to work towards the next level of award status.

Estates

There are 73 Operational Assets which require an annual Gas Safety Check. For the month of April, 3 properties required an annual Gas Safety Check. These properties were serviced prior to the anniversary date. With robust measures in place to monitor performance we are confident that all safety checks will be completed throughout the year. The annual gas safety checks for 2023 have been scheduled in for May and June 2023 with our current contractors. The remaining months of 2023 will be scheduled in via a new contractor(s) once appointed through the Scotland Excel Framework.

The Phase 2 Boiler Replacement programme is progressing, with new boilers installed at Mosshead PS and Millersneuk PS with contractors on site at the following schools: Castlehill PS, Torrance PS, Holy Family PS and Colquhoun Park PS. The remaining schools will be scheduled in between May and over the summer holiday period with no (or very little) disruption to the schools. New boilers were installed in Hillhead Community Centre and Torrance Community Centre.

Officers continue to progress reactive repairs across the Education and Operational Estate on a daily basis with over 150-200 repairs processed on average every month through Property Maintenance or our external contractors.

The Quality Assurance service continue to inspect the cleaning standards across the educational estate, with over 40 assets inspected and reports produced monthly. 

Estates Management continue to market vacant premises within the non-operational estate. During the month of April 2023, 3 new lease agreements were concluded for suites within Enterprise House. Discussions are ongoing with a potential tenant for the vacant former Youth Café in Milngavie. At present the non-operational estate is over 94% occupied. 

Officers continue to progress disposals with colleagues in Legal Services to ensure that capital receipts are delivered and ongoing liabilities i.e. non-domestic rates, utilities, security etc are reduced. The sale of Kelvinbank Resource Centre concluded in March. The sale of 18 Strathblane Road, Milngavie is progressing and will likely conclude in early June. 

The Council recently completed the acquisition of a strip of land at Canalside, Twechar which completed the site assembly to help facilitate the proposed Twechar Outdoor Pursuit Centre. 

Development & Investment

The Service continues to progress a wide range of capital projects both in pre-construction and construction phases. During the period, the affordable housing development on the site of the former Lairdsland Primary School at Kerr St, Kirkintilloch has reached completion. Elsewhere, good progress continues to be made in Phase 2 of Allander Leisure Centre (est. completion November 2023) and Boclair Academy Projects (est. completion July 2023). 

In Kirkintilloch, Woodland View School is nearing completion and in the final weeks of the construction phase (est. completion June 2023), as is the Kirkintilloch Community Sports Complex where all works are now substantially complete and handover is due in May 2023. Brookwood Villa, Bearsden also continues to make good progress towards completion in June 2023. 

Projects at Balmuildy, Milngavie and Bearsden Primary Schools are all progressing towards planning applications. Following Council approval in December, a feasibility review into the development of a new-build replacement primary school and community facilities on the Westerton Hall site, incorporating a new Westerton Primary School, and an assessment of the feasibility of a new-build school on the existing site, is now underway and will report back to Council later in the year.

Projects at Twechar Canalside, forming a new Community Outdoor Pursuits Centre and affordable housing development, and at Lennoxtown High Park, forming a new all-weather pitch and additional changing facilities are now progressing through their pre-construction phases. At Lennoxtown, a planning application has now been submitted and the project is progressing towards market testing, with a combined Stage 1 / 2 report seeking approval for the tendered construction sum and commencement of construction work anticipated in June 2023.

Development proposals for the next phase of the Council’s Affordable Housing Investment Programme (comprising up to 11 sites across the area) are nearing completion of RIBA Stage 3, with a Stage 1 Report due for consideration by Council in September 2023.

Capital projects across the Council’s existing Affordable Housing stock, including kitchen and bathroom replacement, roof replacement, external wall insulation projects and central heating replacement have re-started for financial year 2023/24 during the period, as have a wide range of projects across the operational estate, including the installation of two modular classroom units at Bishopbriggs Academy and the roof replacement at Craigdhu Primary School.

The Service continues to develop the next phase of a buildings decarbonisation strategy for the school estate, operational estate and for the existing affordable housing stock, with a variety of surveys, pilot projects and further feasibility reviews planned throughout the financial year and due to inform the next update to the Council’s Corporate Asset Management Plan and Strategic Housing Investment Plan in 2024/25.

Health & Safety

The team continuously delivers a wide range of occupational safety and health services on a daily basis. Specific focus has been given to delivering the following areas of work during the month of April:

• Accommodation strategy work – Health and Safety arrangements per office building
• CDM Procedures - Review of contractors RAMS for Assets and Facilities teams, Roads and Environment and Place & Business Development
• Construction Phase Plans for various projects with subsequent site visits.
• Review of subcontractor risk assessments in relation to surveying works
• CDM Site Visits – contractor management
• Property Maintenance - preparation for Gas Safe audit
• Carry out work in progress quality reviews (Direct Labour Gas Engineers)
• Develop J19 - Legionnaires Disease Risk Assessment & Guidelines for Property Maintenance
• Education – fixed PE equipment review
• Streetscene - HAVS management support and tagging
• Kirkintilloch Canal Festival SAG
• IRIC safety alert issued to relevant teams
• Risk assessment creation, monitor and review – Fleet and Property Maintenance
• Occupational Health clinics - 2023 health surveillance program: Waste and Roads
• UFAS working arrangements
• Defibrillator installation program: assessment for location and creating guidelines
• Updating of Duty Holder’s procedures
• Education - PEEP for different impairments at individual’s school.
• Visiting schools in relation to HS1a and HS1b forms and carrying out subsequent investigations
• Fire Risk Assessments continued as per programme – Ahead of schedule.
• Fire safety guidance to Duty Holders, Building Managers and other council departments.
• Organising equipment for employees to meet requirements following DSE assessments
• Workplace assessments
• Individuals risk assessments supporting HR case advisers
• Risk Assessment Training
• Property Maintenance - Organising & delivering stepladder training and delivering induction training for Voids operatives
• Reviewing and updating of training material – Fire safety awareness, duty holder.

Key Achievements / Areas of Focus

• Achieved 100% compliance for Gas Servicing with focus on this continuing going forward.
• Kitchen, Bathroom, Central Heating and Roofing upgrade programmes ongoing with positive feedback being received from tenants across all contracts.
• Continue to monitor and improve processes within Voids to ensure turnaround times exceed our performance target.
• Assess and improve functionality of Total Mobile and the integration with Servitor to enable a more streamlined and efficient service.
• Improve communications with customers and stakeholders to ensure the highest level of service delivery.
• Continue to utilise robust reporting mechanisms for enhanced performance and service delivery.
• Continue to carry out the installation of Smoke & Heat alarms for tenants and residents in East Dunbartonshire.
• Progress decoration works across school estate.
• 100% of Operational Assets requiring a Gas Safety check within the year’s anniversary of the previous check are completed.
• Schedule in the upcoming Gas Safety Checks, which are required during May with contractors.
• Continued progress in the delivery of capital works in the Council’s existing Affordable Housing estate, including kitchen/bathroom replacement.
• Improve uptake of nutritious school meals.
• Improve communications with customers and stakeholders to ensure the highest level of service delivery.
• Reduce FM overtime.
• Progress recruitment exercises to fill identified vacant FM positions.

Customer and Business Support Services

Communications & Engagement

Key areas of focus in April for the Communications & Engagement Team included the development and promotion of the of the latest City Deal programme consultation, focussing on Westerhill, the continued promotion of the new food waste campaign and the organisation and promotion of International Workers Memorial Day activity for 2023. There were 12 media releases issued (up from 10 in March) and four photocalls, and a total of 20 media enquiries received over the month. All releases are on the Council website news section and the local and national regional coverage achieved equated to an equivalent advertising value of £3,888. Social media posts continued to generate good interaction across a range of themes. There were 67 Facebook posts generating a reach of 480k and engagement of over 36.2k. There were also 91 Tweets generating a potential reach of 1.4 million with 222 likes and 201k impressions. The top posts for engagement on Facebook in April were in relation to Lenzie Boardwalk reopening, Lennoxtown Primary’s positive inspection and the Food Waste campaign. Top Twitter posts were about the closures in relation to Bishopbriggs Triathlon, the Westerhill consultation and voting for a new design for Etive playpark.

Corporate Performance

In April 2023, the Corporate Performance and Research team continued to fulfil required duties in relation to reporting of performance and risk management at a corporate level and provision of service level data and statistical support. The team also continues to ensure the Council has adequate insurance arrangements in place, acting as a point of escalation in regards to any claims made. All business as usual work was completed within agreed timescales.

Customer Services

Throughout April, the Customer Services team continued to deliver customer services across all channels. A challenging month with respect to call response times, which came in just over target at 3 minutes 23 seconds. Vacancies and recruitment impacted results and resources continue to be flexed across all channels as far as possible and call response times are now back within target.. Recruitment and training of new recruits continued to be a priority and refresher training across the existing team also continued to be a focus for the month. In the 24/7 ERC, preparation for the migration from analogue to digital phone lines remains a key focus, include significant data cleansing work. A total of 128 direct messages through social media were received and actioned (104 Facebook, 24 Twitter). A total of 101 direct messages were sent (94 on Facebook, 7 Twitter). Face to face appointment demands, including registration appointments, continued to be met in the four Community Hubs.

Revenues & Benefits

The Revenues and Benefits team have continued to process Council Tax and Benefits services and administration of the Scottish Welfare Fund. Work continues to implement a new Document Management System to replace the current system which is approaching end of life. The team completed the annual billing process for Non-Domestic Rates. The team continue processing applications under the UK Government Energy Bill Support Scheme Alternative Funding scheme which provides support to residents who do not have a direct relationship with an energy supplier. 

Shared Services

The Shared Services team continue to provide support across all Council services. The Education team issued all placing request outcomes on schedule. The Letting Team completed the preparations for the Annual Letting process. The Residential Team started the annual financial reassessment exercise for all care home residents. The Homecare Team are supporting a new initiative from the Planning & Commissioning Team, processing variations in addition to their normal workload. The Transport Team are collating additional information from Education colleagues for the new Academic Year.

ICT Services

The ICT Services team continue to support the Council’s information technology systems and services to ensure high availability and performance in line with agreed service levels. The Team resolved 2100 tickets in April and dealt with over 600 telephone calls. ICT continue to support the migration of services to Microsoft 365 in partnership with the Business and Digital Change Team. The team migrated all remaining Notes to Microsoft 365 and started the preparatory work for Share Mailboxes. The ICT Security team continue to monitor the estate and perimeter defences alongside ongoing improvements to ensure that our systems and data are protected.

Key Achievements / Areas of Focus

Communications & Engagement

• Launched and continued to promote food waste campaign to encourage greater participation in food waste recycling.
• Supported development of and promoted Westerhill consultation as part of City Deal programme.
• Delivered the annual International Workers Memorial Day event at memorial cairn in Bishopbriggs and promoted Council recognition of this day.
• Promoted Council success as best in Scotland in relation to annual School Leaver destinations data.

Corporate Performance

• Business Improvement Plans covering all service areas were agreed at the April meeting of Council
• The evaluation of the tender for the Councils insurance arrangements was completed
• Continued Business Objects assistance provided to the Change team in relation to ongoing transformation projects
• Data support provided to the HSCP to inform their annual performance report
• Preparation of How Good is Our Service guidance/ templates and support provided to all service areas in advance of year end reporting

Customer Services

• Continued focus on recruitment of vacancies to the team
• Training of newly appointed agents on customer service delivery across all channels
• Continued CCTV monitoring in the ERC and participation in the project to replace CCTV infrastructure and monitoring equipment
• Continuing with roll-out of the Netcall telephony upgrade to improve call handling and performance management
• Contributing to the CRM replacement project to deliver a new and improved customer relationship management system that will enhance efficiency and service delivery.

Revenues and Benefits

• The team issued :
  
  • 2,400 Council Tax bills, 4,200 reminders, and 2,600 Benefits notifications.
  • 2,500 annual Non-Domestic Rates bills and continue to respond to enquiries.
  • 280 crisis grants and 70 community care grants through the Scottish Welfare Fund.
• The team dealt with over 3,100 telephone enquiries in April.

Shared Services

• 86 service agreements added to Carefirst for clients moving into care homes and also for supported living services within their own homes. 
• 234 service agreements added to Carefirst for clients receiving a homecare service or a direct payment. 
• 19 (includes 5 final audits) direct payment audits finalised for clients receiving self-direct support.
• EMA Team - this is a quieter time of year for the EMA team as the application process is now closed until the summer. They continue to chase up outstanding information and have started looking at the information that will require to be updated for the new school year.
• The Social Work team dealt with over 1500 calls for Adult, Children and Mental Health Services.

ICT Services

• ICT Services are working closely with the Business and Digital Change Team to implement M365. This includes:
  
  • Migration of over 300 mailboxes for various services including Committee Admin and EDLCT
  • Migrated users to the new environment on their mobile phones, issuing new phones were there are compatibility issues.

• The Infrastructure Team began the roll out of Network upgrades in the primary schools including enhanced Wi-Fi capability.
• The Infrastructure Team completed the upgrades to the network at St Ninians and Kirkintilloch High School.

East Dunbartonshire Leisure and Culture Trust

Leisure Centres

Period 1

Target: 79,600
Actual: 84,523

Detail	Actual	Allander	Kirkintilloch	Leisuredrome
Westside	35,019	15,873	6,829	12,317
Dryside	49,504	20,806	13,503	15,195
Total	84,523	36,679	20,332	27,512

The Leisure Centres remained busy over the Easter period with headcounts surpassing cumulative targets.

Libraries

For period 1 there were 24,014 visits in person and digital usage was 52,544, totalling 76,558. This represents 149% of the overall target for the period. This overachievement continues the strong performance recorded for period 12 of the previous year. 

Digital Usage is 42% higher than the equivalent period last year, which was 36,967. In P1 last year, libraries were only partially open and digital usage remained a strong alternative for users. It was anticipated that digital usage would settle near or below 2022/23 usage as people migrated back to physical services after the covid lockdown, however this has not been the case, with digital usage remaining very strong. 

Period 1

Target: 51,326
Actual: 76,558

Detail	Actual	Target	Actual as % of target
Physical	24,014	14,023	171%
Digital	52,544	37,303	141%
Total	76,558	51,326	149%

Museums

For period 1 there were 1,568 visits in person and digital usage was 3,363, totalling 4,931. This represents 115% of the overall target for the period. Although digital usage continues to be strong, only 90% of target was achieved, while visits in person continue to grow, with period 1 achieving 278% of target, largely due to the opening of a popular new exhibition.

Period 1

Target: 4,292
Actual: 4,931

Detail	Actual	Target	Actual as % of target
Physical	1,568	563	278%
Digital	3,363	3,729	90%
Total	4,931	4,292	115%

Sports Development

The Easter programme offered a variety of activities across 3 centres over the first 2 weeks in April followed by a return to term time classes where membership increased to a high of 2,725 members this month.

Key Achievements / Areas of Focus

Leisure Centres

Good strong start for all Leisure Centres with growth in DD membership both in standard members and EDC Free Access Scheme members.

KLC - Work was completed in the Studio during the period, installing additional external ventilation to improve air quality to a level that enables an increase in group exercise class capacity.

ALC – The new Allander continues to attract customers from the local area and beyond with headcounts already exceeding ambitious targets.

LD – The Leisuredrome sports hall bookings have sustained at a very high level with the 10 courts better used than ever with local club bookings and casual use.

Cultural Services

During period 1 The Lillie Art Gallery opened “A Wild Escape”, new exhibition which encourages connection with nature. The exhibition featured animals in artwork and proved very popular, particularly with younger visitors. Children were invited into the gallery to draw as part of the Art Funds national campaign.

Coronation displays, specially curated for display in libraries, also proved popular, adding to the higher than anticipated visits in person for the period.

Sports Development

• Over 500 children took part in a range of Easter activities including the following:
  
  • Multi-sports Camps
  • Football Camps
  • Gymnastics Camp
  • 1 to 1 and group swimming lessons
• The number of Learn to Swim classes was increased following the opening of the new Allander and the waiting list was cleared for the first time since Covid-19 restrictions
• Marketing campaign began on social media to increase the numbers attending gymnastics classes and fill vacant spaces.

Education

School Planning and Improvement

• The new Woodland View School is progressing well and enhanced transition visits are being planned for learners prior to the summer break. Workforce planning for the new school is complete, ensuring that the staffing structure will be in place for the school opening in Summer 2023.
• Planning and brief development continued for the Bearsden & Milngavie Primary refurbishments and decant projects. 
• Stakeholder consultation with the project design team continued for the new-build Balmuildy Primary School.
• Placing requests have been allocated following the analysis of admissions from catchment for both Primary & Secondary schools. Outcome letters have been issued to parents/carers.

Early Years and Supporting Families

• Snack and Play Provision operated during the Easter holidays, with 283 children being offered places. A variety of play experiences and activities were provided for children during this time. Following previous feedback, hot lunches were piloted during Easter Snack and Play with most parents who completed the evaluation indicating that their child enjoyed the lunch provided. Overall, parents/carers who completed the evaluation rated the Service as 4.87 out of 5.
• 57 children attended Merkland playscheme during the Easter holidays. Similar to Snack and Play, hot lunches were piloted during this time with most parents/carers indicating that their child enjoyed the lunch provided. Overall, they rated the provision as 4.94 out of 5.

Primary, Secondary and ASN Schools

• The Education Service has achieved 100% delivery of on-road cycle training, with over 5000 pupils completing on-road Bikeability Scotland training over the past 5 years and full delivery in all primary schools this year. Managed by Cycling Scotland through grant funding from Transport Scotland, Bikeability Scotland training is free for pupils. Among the benefits seen by children and their parents are improved hazard awareness, confidence, and eagerness to cycle more after the training. Surveys confirmed that 65% of children were more confident cycling after Bikeability Scotland training and 82% of parents were more in favour of letting their children cycle as a result.
• ASN Leadership Seminar: multi-agency participation from education, health, social work, and associated colleagues. The theme of the seminar was ‘Transitions’. Specific focus was given to existing policy and procedures, legislative responsibilities, and guidance/signposting of best practice in supporting positive transitions from Early Years through to the Senior Phase and Post-16 learning opportunities. The event was highly evaluated by participants.
• The Quality Improvement Team finalised planning for the Assessment and Moderation Programme 2023/24, in collaboration with the West Partnership. 8 primary schools have registered to participate in the programme, which equates to nearly 200 practitioners, and 3 secondary schools, involving 10 departments from three schools. Writing will be the focus of the programme across the primary sector. Secondary departments will be looking at subject/literacy specific experiences and outcomes.
• Young people from Merkland School reached the finals of the Quality Meat Scotland 'Build a Better Burger' competition run alongside City of Glasgow College and partners. They planned, designed and created their very own Deli Burger and achieved great success, being selected in the top 4 in Scotland! Final judging is still to take place. 
• S5 learners from Merkland School recently presented at the finals of the Prince's Trust Enterprise Awards. They worked with the Youth Worker and Principal Teacher to build a business plan around using the school’s new coffee cart to provide support to local charities. Pupils presented their ideas to the judging panel, and whilst they were not the overall winners, they performed very well.
• Craigdhu Primary School is the first school in the Council to achieve the triple Digital Schools Award across Integrating Technology into Teaching and Learning, Cyber Resilience and Internet Safety and Digital Wellbeing.
• Mosshead Primary School achieved the Science, Technology, Engineering and Mathematics (STEM) Nation Award and hosted an event, in conjunction with Education Scotland, for the West Partnership to showcase learning and teaching in STEM across P1-7.

Skills for Life, Learning and Work

• A partnership approach funded through No One Left Behind with East Dunbartonshire Voluntary Action, has supported the engagement with 42 young people over the last year, 26 of whom have started volunteering in the community. This has assisted in supporting 9 young people to move into employment/ training/further education.
• Senior Phase pupils that attend Positive Achievements (PA) took part in a pilot construction skills work experience week. All participants had an opportunity to participate in a range of “hands on” full training day experiences covering joinery skills, brick working, painting & decorating skills and mobile scaffold erection in a realistic hands-on working environment. Feedback received from the young people was extremely positive and this experiential training opportunity has been deemed as being instrumental in helping young people decide on their future training and employment pathways. One young person who was attending PA left in March to fulfil a lifelong career aspiration by commencing training at the Regular Army’s Foundation College in Harrogate where to date this young person has successfully completed 4 weeks of training.
• Multiply is a new programme from the Shared Prosperity Fund, designed to help transform the lives of adults by improving their functional numeracy skills through free personal tutoring, digital training, and flexible courses. The Education Service appointed 3.2 FTE Development Officers to design and deliver the programme, working towards enabling adults to achieve qualifications that can open doors for them such as career progression, or progression to further study.

Key Areas of Focus

• The new Woodland View School will be handed over to the Council. The Education Service will support transition activities for children, young people, staff and families.
• All schools and centres will be supported to complete statutory requirements in Standards and Quality reporting and School Improvement Planning before the end of the session. The Quality Improvement Team will monitor and moderate plans during the Summer break.
• The Scottish Schools Health and Wellbeing Improvement Research Network (SHINE) will provide Head Teachers with evaluation of findings from the pupil mental health survey, completed by almost all children and young people in P6-S6. This will be followed by the provision of school level data to enable individual schools to develop and promote good mental health, based on feedback from children and young people.
• The Quality Improvement Team will finalise the Career Long Professional Learning Calendar for next session.
• The refreshed Quality Improvement and Self-Evaluation policy will be launched in all schools and centres.
• The Quality Improvement Team will evaluate progress made in the current Scottish Attainment Challenge plan and begin to build a strategic plan for 2023/24.
• Continued implementation of Snack and Play provision and planning for Summer 2023, including roll out of hot lunch provision.
• Continued review of ASN playschemes and planning for summer 2023 and beyond, including roll out of hot lunch provision.

Finance & Audit

The month of April saw the Finance Team progressing work on the Oracle Fusion General Ledger replacement and on year end deliverables. 

The General Fund Revenue and Capital Monitoring Reports to Period 10 were prepared and presented to the Policy and Resources Committee on 6 April 2023.

The Council continues to deliver against an ambitious capital programme supported largely by borrowing. Where this remains the case the Council continues to plan to incur increasing revenue costs through servicing this debt.

Internal Audit focussed on finishing the 2022/23 audit plan, with audits for the Council and the HSCP underway. Work recently completed includes Control Self Assessments, Self Directed Support – Overpayment Process and the Finance General Ledger audits. Work nearing completion includes ICT Back Ups and the HSCP Bad Debt Provision. The internal audit plan for 2023/24 was approved at the April meeting of the Audit & Risk Management Committee and planning work has commenced on these audits.

The Corporate Fraud Team have been focusing on progressing National Fraud Initiative matches which been received. These are being prioritised, with higher risk matches being worked through first. Investigations are also being undertaken as a result of referrals received and vetting of applications continues for services such as Housing, Education, Licensing and Estates to secure the gateways by preventing fraud or error entering the system. 

Key Achievements / Areas of Focus

• Focus on year end tasks. Processes commenced for the delivery of the 2022/23 accounts and other year end processes.
• The Oracle Fusion General Ledger system replacement is continuing to be progressed, with project planning, training and workshops arranged with subject matter experts.
• The Treasury team continue to monitor cash flow closely, ensuring that there is liquidity for all Council activities. Additional borrowing continues to be taken in line with the Council's capital programme expenditure.
• Work has commenced on the 2023/24 Internal Audit Plan, with work progressing across a number of Council and HSCP services.
• The 2023/24 audit plan has been prepared and was presented to the April 2023 Audit & Risk Management Committee.
• Corporate Fraud are investigating allegations received, focusing on suspected fraud or error within Education, Housing and Revenues Services and on National Fraud Initiative matches.

Health and Social Care Partnership

The HSCP and its staff continue to work hard to ensure quality delivery of the Council’s operational delivery of statutory social work services, which are integrated with NHS services under the strategic governance of the Health and Social Care Partnership (HSCP) Board. Service quality and outcomes associated with these specific social work services are the main focus of this report with particular reference to three identified performance indicators in accordance with East Dunbartonshire Councils strategic approach to business improvement planning.

The wider objective is that improved customer and organisational outcomes can be achieved through successful integrated planning and collaborative delivery of health and social care functions, under single management, with a combined budget, working to a single set of outcomes and operating to a single Strategic Plan. The impact and performance of all of these integrated health and social care services overall are reported on a quarterly and annual basis to the HSCP Board and through agreed representation and reporting arrangements, to the Council.

During April 2023, the HSCP has performed on or above target on all three of its identified performance indicators and has begun to implement the 2023-24 Annual Delivery Plan actions.

Key Achievements / Areas of Focus

Key Achievements

• Delivery of self-directed support information awareness sessions
• Consultation on final draft of Carers Strategy 2023-26
• Promotional activity in support of:
• Stress awareness month, highlighting the importance of talking to each other
• Demystifying Death week
• International Administration Professionals Day
• World Autism Acceptance week

Areas of Focus:

Children and Criminal Justice Services

• Respond to the “Children at Risk of Harm” joint inspection outcomes.
• Supporting Unaccompanied Asylum Seeking Children to begin their recovery and live in safety in nurturing placements in East Dunbartonshire.
• Work is ongoing to redress the balance of care by reviewing out of authority placements and continuing the Foster Carer recruitment campaign.
• Continue to develop as a Trauma Informed organisation
• Update and implement new Child Protection Procedures
• Ongoing implementation of Children’s House Project model, Year 3
• Continue to develop tier 1 and tier 2 service for Children for children and young people with mental health challenges

Adult Services

• Continue to ensure that we provide Self Directed Support training to Social Work and Health practitioners to instil confidence and knowledge about the options amongst the workforce. 
• Continue to implement our Digital Health and Care Actions, seeking to link traditional telecare with telehealth monitoring and technology enabled care. Aiming to maximise the experience of remote technology and implement the Analogue to Digital Telecare Transformation by 2024.
• Continue to optimise opportunities for people to remain living at home, active and independent in their community, to support the ongoing shift in the balance of care away from residential or nursing care in a care home until it is essential to meet the outcomes of the individual and/or to manage risk. Numbers of people being admitted to long term care are not yet returned to pre-pandemic levels but are rising, as is the complexity of those being supported in the community.
• Continue to respond to the needs of carers, enabling them to continue their caring role and enjoy a life of their own, as equal partners in care and refresh the HSCP Carers Strategy.
• Continuing to provide multi-disciplinary intensive, support and assurance for all care homes and other registered care services across adult services in the area in line with refreshed Scottish government guidance and direction.
• Continue to pursue achievement of compliance with target timescales for adult protection cases.
• Taking forward the Allander Resource Centre - Learning Disability day services –Development of community based services, employability, volunteering and community based model of support.
• Implement the 23/24 actions of the Social Support for Older People Strategy and associated commissioning delivery plan.
• Refresh HSCP Learning/Intellectual Disability Strategy
• Delivery of Medically Assisted Treatment Standards, (MAT Standards) 6 -10.
• Review of in-house accommodation-based support services for adults with Learning Disability.

HSCP Wide

• Development of a recruitment strategy for ED HSCP and wider Social Care workforce in East Dunbartonshire.
• Continue delivery of a range of measures to support staff wellbeing and support options.
• Continue to pursue options for the engagement and involvement of local people and individuals in service development and design.

Housing

The Housing service is made up of 4 teams, Estates, Rents, Strategy & Systems along with Homelessness and there are currently 62 members of staff working within these teams..

Housing manages 3818 social rented properties, 3767 of these are mainstream accommodation and 51 are used for Homeless Temporary Accommodation. The service also manages 66 Lead Tenancies which are rented from either private landlords (47) or Housing Associations (19), to assist with accommodating homeless households.

At present, the Housing list for East Dunbartonshire has 3373 applications, made up of the following:

General Waiting list 2581 applicants waiting (39 currently on offer)

(Applicants who have somewhere to stay i.e., they are owner occupiers, a tenant of a private let, stay care of family etc. This queue allows the applicant to choose which area, house type etc. they would like to move to).

Transfer waiting list 573 applicants (23 currently on offer)

(Council or Housing Association tenants who are looking to move to another Council or Housing Association property, either for a different size, or, for a different area. This queue allows the tenant to choose which area, house type etc. they would like to move to).

Priority waiting list 219 applicants (23 currently on offer)

(Homeless)

(Applicants who have no accommodation or will have nowhere to stay within the next 2 months. This queue does not allow the applicant to choose area or house type).

Priority waiting list  7 applicants (2 currently on offer)

(Urgent medical)

(Applicants who are unable to remain in their current home due to their medical condition. This queue allows the applicant to choose which area, house type etc. they would like to move to).

Within the last month, 44 properties have been re-let; 1 of these lets were HRH-HRA (homeless property converted to mainstream), 12 mainstream properties and 31 new builds

(39 general needs properties and 5 sheltered properties).

They were let to the following queues:

• 13 were let to applicants on the transfer queue
• 10 was let to applicants on the general waiting list queue
• 21 were let to applicants on the priority homeless queue.

Key Achievements / Areas of Focus

Strategy & Systems

Key achievements

• The new IHMS implementation is well underway, with functional testing progressing in all modules. User Acceptance Testing (UAT) training is organised and set up to take place in May and June, with Officers identified to take this forward.
• New Systems Officers are assisting with the data cleansing of the current Saffron IT system, to ensure a smooth transition when migrating to the new system, while also assisting with year-end processing and reporting.
• Performance Monitoring Officers are completing year end performance statistics and compiling data to allow the service to submit the ARC return at the end of May, ensuring all of our data is accurate for consultant’s visit at the start of May.
• Working on the Digital Telecare and part of the Project Board to ensure the successful transition of analogue telecare to digital telecare throughout the sheltered complexes.
• Allocations policy review has been initiated and an action plan has been put together, detailing key milestones in reviewing this intricate policy.
• 1apt refurbs on 4 properties are almost complete at Burnbank sheltered accommodation in Milngavie.
• The CHR review has had approximately 1600 responses so far from the 3200 sent out. Cancellations will not go ahead until the end of June to allow any late submissions to come in. Once complete, this will mean that our waiting list is accurate and up to date.
• New Housing Estates Adviser now in post and working with the sheltered wardens and concierge to ensure a robust service is provided to tenants and residents.

Areas of focus

• IHMS – User Acceptance Testing progression during June to August.
• CHR Housing Application waiting list review completion.
• Performance Monitoring/ARC submission by 31st May 2023.

Housing Operations – Estates

Key Achievements

• 11 new Anti-social cases received and all 7 of these cases resolved within the month received.
• 15 nominations to Registered Social Landlords being considered for allocation of their stock.
• Percentage of tenancies refused was 39%. This is a decrease from 58% in March.
• Monthly Housing Liaison meeting attended to discuss cases with Social Work, Antisocial Team and Police Scotland.
• Monthly meeting with Police Scotland and Community Safety to discuss more serious anti-social cases.

Areas of focus

• Improve void re-let times through joint working with void team.
• Internal audit of ASB – action plan points to progress.
• Identify training needs for team.
• Void rent loss has increased, joint working with the void and rewire/asbestos teams continues.
• Percentage of tenancy sustainment decreased from 87% in March 2023 from 96% in March 2023.

Housing Operations – Rents and Tenant Participation

Key Achievements

• 7 tenants assisted and successfully awarded payment from Hardship Fund towards rent payments, totalling £3,762.44.
• Active Tenant Rent Arrears are, £1,253,560.12 which is a decrease of £88,773 on same period as last year.
• The Rents Team continue to support the change team with the development of the IHMS (NEC).
• Housing Officers continue to utilise all avenues to maximise rental income and reduce rent arrears, while also providing advice and assistance to tenants who engage and need additional support.

Areas of focus

• Reducing active tenant rent arrears continues to be a priority for the Housing Service and during the month of April, appointments at Kirkintilloch Job Centre resumed to assist tenants in receipt of the Universal Credit housing element.
• Former Tenant Arrears are £774,643.16, with the team continuing to work on former rent arrears to bring this figure down.

Homelessness & Prevention

Key Achievements

• 28 Homeless applications taken.
• No Homeless households waiting longer than 3 years for an offer of settled accommodation.

Land Planning and Development

Land Planning & Development have progressed a number of significant work streams during April 2023 in line with the Business Improvement Plan commitments. 

Land Planning Policy

• During April, the Land Planning Policy Team reported to Council on the statutory requirement to commence Local Development Plan 3. Approval was given for the Development Plan Scheme and Draft Participation Statement for publication and consultation.
• The Team also led on collating and drafting the Council’s response to the Community Wealth Building Bill consultation which was approved for submission to the Scottish Government by Council during the reporting period.
• Work is ongoing on a new Active Travel Strategy. During April, the team have been working closely with consultants to carry out technical feasibility assessments of emerging projects. This work will form one element of the technical evidence which will inform the draft strategy.

Sustainability Policy

• Work on the Climate Action Plan and Local Heat & Energy Efficiency Strategy is continuing. Work is under way to identify opportunities for emissions reduction across the Council’s own estate and operations and across the whole of East Dunbartonshire. These will inform the development of pathway options to achieve net zero emissions at corporate and area-wide levels. Consultation with key internal stakeholders took place during December and an external stakeholder workshop was held in January. Following on from this, a progress report on the Local Heat & Energy Efficiency Strategy was presented to the Climate Change Member Officer Group on 31st January along with an update and discussion on current and proposed work to address the cost of living crisis and reduce emissions from housing. While good progress has been made in preparing the LHEES, work is currently delayed at the final preparatory stage due to data sharing issues affecting all Scottish local authorities and as a result of changes to the LHEES guidance and methodology set by the Scottish Government. Progress is being made in resolving this issue and we are continuing to work towards the target of presenting the Draft LHEES to Council by the end of 2023. Evidence work for the Climate Action Plan is now largely complete and we are aiming to provide an Options Report, the first stage in producing the Climate Action Plan, to September Council.
   
• Work is underway to identify priority projects for inclusion in the Council’s new Greenspace Strategy, which will replace the Green Network Strategy and Open Space Strategy. Opportunities for improvement of open space, increasing tree cover, expanding peatland restoration and wetland creation are currently being assessed in collaboration with internal and external stakeholders. Audit work on play facilities is now underway and surveyors will be out and about across East Dunbartonshire assessing play areas and facilities in until early June. The outcome of the assessment will inform the priority actions on play to be included in the draft Greenspace Strategy.

GIS Team

• The team has carried out GIS analysis for the many council teams. This has included a variety of map production work, calculating distances to determine travel time distances to key services and creating web apps and data dashboards, which help to understand spatial data more effectively. The team have also created a number of maps which will be used in many consultations across East Dunbartonshire.
• The team have been working with the Roads department to create a number of new web apps to help when they are out in the field and need to view information, such as adoption status.
• The team has created a number of pilot dashboards and a story map relating to the 20 minute neighbourhood project, to help understand where in East Dunbartonshire is within walking distance of services such as transport, education, housing and the abundance of amenities. The dashboards and storymap help provide a breakdown of the analysis the team have conducted.  This work is now being tested more widely within the Council and is helping to refine the tool.
• The GIS Team have updated key spatial data for the Environmental Health team, producing maps for their team during the reporting period. The team are at the final stage of preparing a users groups release ready to go live. The team are also working with the Telecare team to utilise ArcGIS Field Apps for reporting updates to older residents wifi upgrades across East Dunbartonshire while they are out in the field.
• The team continues to provide technical support to Community Protection and Development Applications to improve efficiently and ensure we are in line statutory guidance and regulations through IDOX.

Business Support

• Working with numerous public sector agencies to ensure all support mechanisms to help business and create jobs are fully utilised, including development of new skills & technologies. Cost of doing business continues to be a concern and resources to help and inform businesses continue to be priority with combined support materials available through FindBusinessSupport
• The team is working on three projects funded by UK Shared Prosperity fund that encourage digital take up or enhancement, carbon reduction and additional support for Social Enterprises.
• The Business Gateway National Review continues but in the interim services continue to be delivered as usual.

City Deal Team

• The team continues with a range of work to ensure the delivery of the Council’s City Deal project, including the preparation of the different stages of business cases (in-line with City Deal & HM Greenbook requirements) which are required to unlock the funding from the region.
• Work is ongoing on the Westerhill Masterplan including liaison with landowners on draft spatial layouts, and to prepare for public consultation which will start in April.
• The Westerhill Development Road design contract is now underway and the focus over the coming year will be route options assessment.
• Work continues on the next stages of the design process for Bishopbriggs Town Centre and Bishopbriggs Park. 
• A803 feasibility and options work progressing as part of Outline Business Case development. Preparation for forth coming consultation on A803 Route Corridor Improvements as part of project develop. 

Regeneration & Town Centres Team

• The Regent Gardens project is being progressed and work is ongoing to try secure a main works contractor. On the Campsie Memorial Hall in Lennoxtown - funding has been secured from Regeneration Capital Grant Fund and work continues to develop the project with RIBA 3 design to take place following procurement of design team.
• Work to prepare for the Shared Prosperity Fund has been ongoing. Projects have been identified and are being developed for implementation over the next 2.5 years.
• The Lennoxtown Main Street Improvement Project is ongoing to develop outline designs.
• Working ongoing to support Milngavie BID as it moves towards re-ballot, and the Kirkintilloch BID Streeting Group.

Traffic & Transport Team

• The tender process is progressing to try secure a works contractors for Canniesburn Toll Improvement Project. Four Traffic Regulation Order (TRO) will be promoted to support aspects of the new design
• Feasibility and design works are progressing on a range of active travel infrastructure projects included in the Local Transport and Active Travel Strategies.
• Work is progressing on key functions of the team including: working on a range of Traffic Regulation Orders at various stages of the statutory process, liaising with the network operator and maintenance contractors of the public electric vehicle charging network and continuing to assist in resolving access issues.

Development Management:

• During the reporting period the planning side of the team has determined 61 applications and validated 57 applications.
• The Building Standards team have received 110 building warrants and approved 143 applications. 
• The Enforcement Team opened 8 new cases and closed 1.
• The Development Applications team presented Reports to the meeting of the Planning Board and provided a planning advisor for this months meeting of the Local Review Body
• The Team continue to provide applicants including the Councils Major Assets and Housing teams with pre application advice and support.
• Both Planning and Building Standards teams continue to offer support and informal advice to customers through our morning duty service Monday to Friday.

Key Achievements / Areas of Focus

• Commencement of LDP3
• Development of a pilot 20 minute neighbourhood tool

Legal and Democratic Services

The indicators chosen for monthly reporting represent transactions where Legal Services involvement is nearer the end of the process. Each indicator relates to services which are important to individuals and Council Services, but that also have an impact on the local economy. They also represent areas where performance was not previously as good as it might have been, which resulted in the introduction of the PIs. Whilst performance is generally consistently high, the continued application of the PIs ensures that this remains the case. It also ensures that any change in performance is identified and addressed early.

Performance against all indicators for Legal Services for April is 100%.

Legal Services continues to support services across the Council in the delivery of projects, contracts and otherwise to manage legal risk. This includes advice and work on confidential matters that cannot be included in this report.

Key Achievements / Areas of Focus

• During April, the Team processed 9 contract form reviews, 5 Contract award letters, 15 taxi licence applications, and 14 grants.
• In light of the 100% performance, it is not proposed to take any steps at this time other than to continue to monitor progress against the set PIs.
• Appearance in the Sheriff Court where there was a challenge to a planning enforcement notice. The case was dismissed and the notice remained in force.
• Consultation with the Taxi Trade and wider public, followed by preparation of a report to the Policy and Resources Committee with proposed changes to conditions for Booking Office Licences and initiating a consultation on the proposals.
• Report to the Licensing Board on the evidence obtained in relation to overprovision to assist the Board with it’s assessment of overprovision in the new Statement of Licensing Policy. The policy statement and the assessment will be subject to further consultation.
• Contract and property work including shared equity buy-back to add to social housing stock, lease of lock up garage at King George V Park, Bearsden to Men’s Shed, completion of section 75 agreements for two housing sites and a contract for installation of cycle shelters at 7 schools.
• Work to support City Deal including agreeing and arranging for signing of the contract by the consultant of the next phase of the A803 project design.
• Technical Support & delivery of Registration of 63 Births, 157 Deaths & 23 Marriages in March.
• Democratic Services serviced and supported Members through a Council meeting, 2 Committees and 3 Quasi-judicial Boards in March. 
• The Information Management Team supported the receipt of 87 Freedom of Information enquires which were processed by the Team and services supported in responding.
• The Information Management Team continued to support the ongoing Microsoft 365 Project and other services of the Council in dealing with various information management issues.

Neighbourhood Services

The Waste Team has continued the frontline service operations for the collection of over 400,000 assorted household bins over the month of April, providing residual, recycling, food, garden and special waste collections on behalf of the Authority. The team has also managed the waste and recycling collections from over 500 of our local commercial premises.

The Waste service have continued to work with our Clyde Valley partners through the period on the treatment and disposal contract for all residual household waste. The Council processed 1856 tonnes of waste through this contract in April, ensuring our waste undergoes treatment for recycling extraction prior to being sent through an Energy from Waste process.

The Fleet team continue to manage the transport operations including the Councils Goods Vehicle Operator Licence and compliance across all services. This includes provision and management of the maintenance workshops, annual testing, statutory inspections and management of Drivers in line with obligations and conditions laid out in the Councils commitment to the Scottish Traffic Commissioner.

Fleet Management has worked in partnership with services and officers from procurement in order to specify, tender and procure further vehicles and associated items of specialist plant, suitable for service users’ needs and to coincide with Lease contracts terminating through the financial year. Tenders are currently out for the replacement of specialist vehicles, plant & equipment for Greenspace and Streetscene and other front-line services.

Replacement vehicles continue to filter through from suppliers for Roads and Environment, Property Maintenance and Facilities Management Services. The team at Fleet Management continue working to transfer systems and equipment and arrange the de-fleeting and disposal of the outgoing vehicles.

The fleet service continues to support and manage Transport Operations for the provision of Additional Support Needs Transport service for Education and Integrated Health and Social Care, including delivery of school meals on behalf of the authority. This service has provided additional support for other services throughout the period. 

Key Achievements / Areas of Focus

• There was 1856 tonnages residual waste collected and disposed of at Mavis Valley through the Clyde Valley Residual waste contract, this is a 2% reduction on the same period last year.
• The Waste Technical team carry out recycling talks to our schools and community groups, with a recent successful talk taking place at St James the Less Church in Bishopbriggs.
• The Waste Operational team have been reviewing all risk assessments for our Mavis Valley Recycling Centre, with a focus group approach, with representation from our frontline employees and internal Health and Safety team.
• The food waste campaign is well under way, with lots of social media interaction, leading to an increased demand on food waste container delivery. As part of the campaign, the waste team have visited all our schools to ensure in house compliance in the food waste service that we provide and have been working with Facilities Management to improve.
• Weekly audits are continuing at our local recycling sites to monitor the illicit tipping in and around the new recycling bins. This was an issue highlighted as a concern in recent months and the team have been liaising with the Community Protection team.
• Delivery of Statutory Fleet Maintenance and Management services throughout the period.
• Support Council services in the delivery of ASN Transport including the distribution of essential supplies for vulnerable individuals throughout the period including meals for early year’s facilities and lunch clubs etc.
• Continued work on the management of Capital programme for the replacement of fleet assets through the financial year. 
• Continued support to front line service operations through the provision of in house fleet maintenance function including winter overhaul work on horticultural and construction plant equipment.
• Management of Fleet Operations in compliance with Operator Licencing legislation with a DVSA Operator Compliance Risk Score of Green 03 for both Traffic and Compliance and a 100% first time pass rate for annual tests.

Organisational Transformation

Business & Digital Change Team

During April, the B & DC Team have continued to support services across the Council in the delivery of key strategic digital development programmes and projects.

The Team also continues to support our corporate business systems, ensuring incidents are resolved promptly and that all systems remain supported and upgraded in line with an agreed plan. We also ensure our systems are: reliable and resilient, scalable and flexible, standardized, value for money and secure.

Key Achievements/Areas of Focus

• Work has begun to explore a Desk Booking solution to support EDC’s Accommodation Strategy, which will enable employees to check availability in chosen sites and book desks, as and when required.
• Work has recently commenced on an Enterprise Architecture review. This will identify all corporate business systems and specialist software in use in the Council and produce a baseline technology roadmap
• The IHMS team continues to work closely with the Housing service to build and configure the new Integrated Housing Management System (IHMS).
• The first round of Conference Room Pilots (CRP1) sessions was successfully completed for the Oracle Fusion programme. These provided an opportunity for key users to gain an insight to the new solution and inform the iterative development process.
• A contract has now been awarded for the redesign and replacement platforms for the EDC websites (EDC, EDLCT, HSCP) and a project initiation meeting was held to agree the project plan.
• Initial work has been undertaken on the development of some key processes within the new CRM platform, this has involved the completion and accreditation of online training with the provider for those involved in the project delivery.
• Over 90% of the council employees' email has been migrated from Lotus Notes to Microsoft Outlook. Work continues to complete Shared mailboxes and archive mailboxes. 
• Work to redevelop 9 legacy Notes based applications using next the M365 Power Platform continues. Those involved are undertaking online learning of the platform's capabilities and development will commence in the coming weeks.
• Work continues on the transition to a digital telecare platform. The tender has now closed, and 5 suppliers have bid. The evaluation panel has been confirmed with representatives from Scotland Excel and Digital Office. Future meetings will take place to focus on the coordination and management function of the new Shared ARC platform.
• Procurement process is underway towards migrating the councils Electronic Payment gateway to the Cloud ensuring its continued supportability and maintainability.

Human Resources & Organisational Development

The Human Resources & Organisational Teams lead on workforce centred activities including, policy development, resourcing, workforce and succession planning, workforce analytics, people development, Job Evaluation, attendance and wellbeing improvement as well as providing strategic and operational employee relations support including case management and partnership working.

Key Achievements / Areas of Focus

• Continued support for employees and managers on HR policy based and guidance noted, with support in attendance on ER case work
• Continued engagement with the Trade Unions on strategic and operation HR initiatives.
• Promotion of Health and Wellbeing Campaigns
• Development work with Cosla on Talentlink, the recruitment portal supporting Myjobscotland. 
• Within Payroll Services, the team have maintained and processed the payover of 6 payruns within timescales, with the completion of a series of statutory reports and preparation for year end.
• The processing of the Teacher Pay Award and associated back pay.
• The People Development team delivered 23 sessions across 16 topics including SMART Working, Corporate Induction, H&S, EDC Policy sessions & leadership skills. Overall, 273 delegates received training in April 2023.
• Ongoing work to support the launch of the EDC Moodle e-learning platform including configuration of programs/courses, dynamic rules, system testing, user configuration
• Investigation of options for e-learning authoring tools to create custom content.
• Collaboration with Business Change to support Digital Champions program.
•  Consultation with Health & Safety to review completed risk assessments and identify skills gaps and future legislative requirements.

Procurement

Overview of Progress

During April, the Procurement Team continued to support services across the Council in the delivery of various projects, including ongoing support to a number of strategic procurements/projects, particularly in relation to City Deal, ICT, Business & Digital Change and various Capital projects. In particular the Team was heavily involved in daily workshops and Conference Room Pilot meetings as part of the implementation of a replacement for the Oracle Financial system. This has placed a significant demand on the resources of the Team. The Team has also been preparing for work necessary to manage and support the Accounting reporting for 2022-2023 in terms of the buyers work centre and Accounts Payable.

Key Achievements / Areas of Focus

• Providing ongoing support to the City Deal team in relation to Contract requirements and alternative procurement route options.
• Completed the contract award process for the purchase of the Oracle HCM (HR & Payroll module)
• Supported key Capital, Business & Digital Change projects such as Oracle Fusion upgrade, M365 Licensing, Itrent, IDOX, Wide Area Network, ESRI, Lenzie Academy Professional Fees, Regent Gardens, Vehicle Purchases, whilst supporting workforce of the future planning and Business As Usual workstreams.
• Participation in extensive meetings and workshops in order to scope, identify, cleanse and prepare for the implementation of the Oracle Fusion upgrade
• Completed renewals for support and maintenance of business critical systems to facilitate remote working
• Supported the transition/implementation of the Managed Stores Service
• Advertised Transport tenders for the 2023-2024 term
• Published the 2023-2024 Annual Procurement Strategy to include alignments with Organisational Climate Action Planning, Circular Economy Strategy, Community Wealth Building & the City Region Community Wish List planning
• Commenced work on the 2022-2023 Annual Procurement Report

Strategic Commissioning

Overview of Progress

During April, the Strategic Commissioning Team continued to support and manage the commissioned market as acute, other demand pressures and the cost-of-living crisis required increased daily oversight and direction. In addition, the team continued to support the HSCP progress and/or conclude a number of key service/financial reviews and related priorities. 

Key Achievements / Areas of Focus

• On-going support to help finalise year-end financial reconciliations
• Finalised and progressed care and support period monitoring returns to help improve and strengthen governance / oversight arrangements across commissioned spend
• Commenced review of baseline hours underpinning supported accommodation services to help inform future contractual contracts
• Continued to review and progress rate uplift requests from providers in line with recently agreed protocol
• Finalised service delivery model for local respite services
• Finalised commissioning plan to support delivery of key priorities entailed within the Older People Social Supports Strategy
• Supported progression / finalisation of the latest Carers Strategy

Place and Community Planning

Community Protection Service

Environmental Health, Trading Standards and Community Safety Teams

The Community Protection Service delivers on a broad statutory remit, with delivery measures centred on protecting public health and safety, well-being and consumer protection. During the course of April, the service has continued to engage in the local Co-Production arrangement with Police Scotland. This has resulted in a significant amount of joint work and coordinated activity to protect communities across the East Dunbartonshire area. The service has also continued to develop intelligence led approaches for all areas of work in order to target local public health, community safety and consumer protection activity towards the areas of greatest need, risk and priority.

The Environmental Health Team continued to be engaged in the delivery of essential public health services throughout the reporting period in order to protect the community from hazards in the environment and to regulate and facilitate the growth of responsible businesses. There continued to be a lot of engagement from the public in terms of service requests. Amongst other things, the service delivered a full programme of food inspection and sampling activities as well as responding to consultation on proposed new developments and upcoming public entertainment events.

The Trading Standards Team was engaged in the delivery of essential consumer protection and licensing services to local consumers and businesses in order to maintain and protect a fair trading environment in East Dunbartonshire. Priority activity in April included continuing work to develop business participation in the new Trading Standards Trusted Trader Scheme for East Dunbartonshire, metrology inspection work and Tobacco and Nicotine Vapour Products compliance visits. The Licensing Advisers and Trading Standards Officers in the team have also continued to deliver a wide range of routine inspection and project activity at a range of business premises across the area.

The Community Safety Team has continued to undertake a broad range of front-line work for the benefit of local communities during the reporting period. Officers from the team have therefore been engaged in the delivery of services in relation to community engagement/support, antisocial behaviour, youth disorder, neighbour disputes, environmental incivilities, dog control, decriminalised parking enforcement, fly-tipping, mediation, pest control and CCTV. Officers have continued to work closely with a range of colleagues and key partners to successfully deliver appropriate interventions and to make our local communities safer. The Community Wardens have also been developing links within the local communities they serve, getting involved in a number of initiatives and events that have been taking place across the Council area.

Community Planning and Partnerships Team

The team continues to work with Scottish Government, Home Office and various partners to deliver the resettlement agenda across the East Dunbartonshire area. This also includes working with partners to support the Vulnerable Persons Resettlement Scheme and Ukrainian Displaced Persons.

The team are working to deliver community development and capacity building support to our four Locality areas and communities of interest. 

Officers continue to work alongside our communities to develop community-led warm spaces initiatives and deliver the East Dunbartonshire Community Warm Spaces Grant. The Community Grants Scheme Round 2 was progressed for approval from the Grants Advisory Committee and the Community Planning Board. The planning of the new Community Grant Scheme, with enhanced ‘cost-of- living’ funding, will be subject to consultation and engagement during April/ May by communities and those who previously benefited. Officers are supporting the delivery of the CLD Plan 2021-24, including developing a programme of continued professional development upskilling CLD practitioners.

Community Testing/Vaccination Team

The temporary vaccination team continue to support the vaccination programmes for covid and flu and other adult immunisations at both Kirkintilloch Town Hall and Milngavie Town Hall. In particular, council staff are working with the NHS to minimise queues and ensure the safety of those attending the clinic.

Key Achievements / Areas of Focus

• Delivery of effective services on a flexible basis in order to meet all statutory requirements and duties in relation to public health, community safety, consumer protection and licensing enforcement matters.
• Delivery of local Co-Production activity between Community Protection and Police Scotland, with particular focus on effective tasking processes and the delivery of joint action plans and work to protect the communities of East Dunbartonshire.
• Delivery of Business Improvement Plan activity relating to Community Protection - actions being implemented in accordance with set targets in order to deliver effective services in line with relevant corporate outcomes and with positive performance being reported.
• Delivery of regulatory services that assist with economic recovery and that are designed to support local businesses and communities.
• Participation in liaison and working group activity various on food safety, public health and housing matters to keep abreast of national priorities and developments.
• Programme of health and safety work around Electrical Safety in Catering delivered at local businesses to raise awareness of employer’s responsibilities.
• Participation in national training courses and at a conference on the future of food enforcement delivery options organised by Food Standards Scotland.
• Commencement of seasonal blue-green algae assessments at local inland waters.
• Delivery of targeted patrols within our local communities aimed at tackling an increase in reports of low-level incivilities (e.g., dog fouling and littering) with a number of fixed penalty notices issued.
• Delivery of patrols by our Community Wardens to tackle the problem youth disorder and antisocial behaviour within our communities, with a particular focus on the town centre area of Kirkintilloch.
• Delivery of interventions and appropriate outcomes for a number of young persons referred to the Early & Effective Intervention Group which is coordinated and chaired by the Community Safety Team.
• Preparatory work completed for the re-introduction of the Football Friday sessions which successfully ran in both Lennoxtown and Milton of Campsie in 2022. Hillhead has been added as an additional location for 2023 and this will run on a Thursday evening. Sessions commence on the 27th and 28th April 2023. 
• Continuation of the Junior Warden programme in local primary schools, with Twechar Primary School being the next recipient (commencing April 2023).
• Delivery of a series of decriminalised parking enforcement patrols to target the misuse of disabled badges. 15 disabled badges were seized in a 5-day period for misuse and further targeted patrols will be carried out in the coming months. 
• Delivery of routine Trading Standards and Licensing inspection and project work.
• Trading Standards Officers delivering local work related to pre-packaged goods to identify levels of metrological compliance across retail premises.
• Delivery of targeted activity by Trading Standards to maintain local business compliance with legislative requirements relating to tobacco and nicotine vapour products.
• Delivery of targeted activity by Licensing Enforcement to maintain local business compliance with legislative requirements relating to liquor licensing conditions.
• Presenting Round 2 of the 2022/23 Community Grant Scheme open to community groups and organisations.
• Working with partners to support and develop Community Warm Spaces across East Dunbartonshire and delivering the Community Warm Spaces Grant
• Delivery of the consultation and engagement on the new Community Grant Scheme through in person sessions, focus groups and online.
• Provision of community capacity support using a Community Learning and Development approach across our Locality areas and communities of interest.
• Active engagement with anchor organisations across Locality areas.
• Supported the delivery of successful CPD opportunity to CLD practitioners
• Delivering resettlement support under both VPRS and Homes for Ukraine agendas
• Community Development Workers connecting with range of community organisations and partners
• To continue to support delivery of the NHS vaccination programmes of flu and Covid-19 at two town centre venues, through jointly working with the GGC NHS Board.

Roads and Environment

The Roads and Environment Service continues to oversee the maintenance function and safe operation of the adopted public carriageway/footway network, adopted open spaces (including trees) and cemeteries within East Dunbartonshire. In addition, the Service also oversees the management and operations of Mugdock Country Park.

This Service area is divided into five portfolio groupings:

1. Roads Network Operations

2. Roads Technical & Engineering

3. Streetscene Technical Support (including Bereavement and Arboriculture)

4. Streetscene Operations (including grounds maintenance, street cleansing and cemetery operations)

5. Mugdock Country Park

Each team has specific areas of responsibility; however, they all operate, and function collectively as required. Within their own areas, each team has several service accountabilities contributing to local outcomes.

The various sections within the portfolio groups continue to progress both revenue operation/maintenance work and internally and externally funded capital projects with colleagues in Procurement and Finance. Several projects are time specific due to the external funding conditions to it is very important to make best use of the time available to bring these projects to fruition for the benefit of local communities.

Roads Network Operations Team (including Street Lighting)

The team continue to deliver both planned and reactive maintenance to both carriageways, footways, and street lighting assets. The Service is almost at full numbers in terms of resources available with vacancies for one Roads Technician, one, and two Roads Operatives. The service will continue to try to achieve full capacity going forward, but recruitment continues to be challenging within a very competitive market.

The 2023/24 capital programmes for carriageway, footway resurfacing programme and lighting projects has now commenced with road space booked and work programmed in as per the Roads Resurfacing Programme Technical Note issued at the end of April with the next update scheduled for July. 

The Service is also scheduled to commence a full network condition survey in May with the aspiration that the exercise will be completed, analysed and available by September. This information will be utilised to inform future work programmes.

Finally, the Service is also scheduled to commence an internal Review of Roads Operational Policy and the associated procedures with a view to updating the relevant documents. Again, it is envisaged that this exercise will be completed by September.

Roads Technical & Engineering

The Roads Development, Structures, Traffic, Flood Risk and Drainage Teams continue to work on and contribute to multiple projects including Road Coring, Flood Defence Maintenance, Bridge Inspection/Replacement and Signalisation/TRO Projects across various area. The Team is also coordinating with external contractors to delivery multiple traffic surveys with the information used to determine the next steps for various proposals. This information is used as evidence to either support the need for action or validate the decision not to take forward a proposal if it is not supported by evidence.

The Service is now operating a full capacity following recent staff changes with several newer members of the team familiarising themselves with the Council area.

Streetscene Operations

The three geographical based teams have commenced the spring/summer grounds maintenance programmes including grass cutting operations, Care of Gardens service, play area inspections etc. The teams are also undertaking street cleansing of all adopted council roads and pavements including litter collection, mechanical sweeping, and servicing of street litter bins. In addition, the team also continues to manage the Councils tree stock carrying out surveys with the Ash Dieback Survey about to commence and the result will inform what action the Council need to take to address this important issue. The team manages and performs burials in the eight operational cemeteries.

Streetscene Technical Support Team

The team welcomed Stephen Egan as the newly appointed Team Leader for the Streetscene Technical Support Team on Monday 3rd April. Stephen is a very knowledge and experienced officer and is in the process of familiarising himself with the team, projects, and area. The team are continuing developing, implementing, and support projects relating to Council Strategies such as the Open Space Strategy, Local Biodiversity Action Plan, Green Networks and Food Growing (emerging). Additionally, capital grants received from the Scottish Government are being utilised for play park improvements and Nature Restoration Grants. Other work relates to working with community groups regarding Environmental Improvement Projects including path improvement, play area renovations, amenity planting, cemetery, and allotment development.

Mugdock Country Park

The team are now working on the spring and summer season. The team are monitoring the recently completed new fencing and planting at the quarry in advance of the usual increased visitors to this location now and throughout the summer months. The monthly visitor number continue to exceed expectation.

Key Achievements /Areas of Focus

Roads Network Operations Teams (including Street Lighting)

The Roads Network Operations completed all programmed carriageway and footway safety inspections. During the inspections the service identified 334 carriageway defects with 241 (72%) repairs completed within the stipulated timescale which is below the target of 85%, but an improvement on the previous two months figures. The under noted chart compares our last three months performance:

The carriageway & footway resurfacing program works undertaken in April include.

Town	Carriageway Resurfacing February to April 2023	Date Completed
Kirkintilloch	David Gray Drive	April 2023
Torrance	Charlotte Ave	April 2023
Bearsden	Milngavie Rd, (Junction with Hillfoot)	April 2023
Bishopbriggs	Birnam Avenue	April 2023
Bishopbriggs	Angus Avenue	April 2023

 

 

 

 

 

 

 

 

 

 

Town	Footway Resurfacing February to April 2023	Date Completed
Milngavie	Vivian Ave	April 2023

• Street lighting repairs continue, albeit with reduced available resources.
• The tender for external support has now been completed and contract awarded for assistance with street lighting electrical works at times of peak workload, comprising electrician and mobile elevated work platform vehicle.
• Responses to various enquiries / complaints continue, as required
• Site visits and inspections of developer’s road lighting installations continue at various locations Council wide.
• Assessment of coal tar testing results for future lighting renewal works.
• Monitoring and processing of street lighting energy invoices continues.

Roads Technical & Engineering Teams -

Traffic

• Officers are assisting with preparations for the World Cycling Championships, part of which will come through Lennoxtown, Torrance, and Bearsden.
• Officers are revisiting the abandoned gateway project for Milton of Campsie.
• The flat-topped speed table in Manse Road, Bearsden has been installed, though there is some snagging to be completed in July, with additional signage and bollards to follow.
• Disabled Persons Parking Places disabled bay revisions are being advertised on street with a closing date of 29 May
• Installation of two new pedestrian crossings in Bishopbriggs is complete and these will be switched on when electricians are able to connect the power supply.
• Attendance at various regional and national meetings related to road safety.
• The team are providing technical support for City Deal projects, Canniesburn Toll, Lennoxtown Main Street and Cycling Connectivity Corridors.
• The team are working through various locations installing new or replacing street signs as per customer requests.
• The team continue to assess areas for potential traffic calming and pedestrian crossings.
• Responding to Planning Applications.
• Responding to Lining Requests. and refreshing faded road markings
• Commenting on various licences i.e., street trader licences, public entertainment licences and occasional licences.
• Dealing with various requests for temporary road closures.

Development

• Attend national and local RAUCS meetings. EDC reporting figures continue to be acceptable
• Site meetings to monitor and inspect developments to identify any remedial works prior to adoption by EDC.
• Assist planning with applications, distribute to officers for their comments on developments.
• Process adoption enquiries from internal and external departments.
• We continue to Raise and Invoice TTL permits Daily for works with in EDC

Drainage

• The Team continues to inspect and repair roads drainage systems as faults are reported, with a recent focus on Campsie Road, Torrance, Strathblane Road, Lennoxtown and Waterside Road, Kirkintilloch.

Flooding

• River Glazert Restoration Project, Lennoxtown - Detail design works currently ongoing.
• Kelvin Tributaries River Restoration Project - consultant to be appointed.
• Climate Ready Park – On going
• Golf View FAS, Bearsden – JBA report is being examined by Officers. Further redirection of overland flows is required to mitigate flood risk, but the consultants do not recommend a wall between the golf course and adjacent properties.
• Civils works continue to be undertaken by our drainage team and our framework contractor George Leslie at various locations.

Structures

• 2023/24 General and Principal inspections programme commenced and ongoing.
• Review & response to abnormal load requests.
• Officers attended scour protection training to improve understanding of erosion at structures at watercourses.
• Capital programme for 2023/24 is underway.
• Bearsden Roman Road Rail Bridge weak footway protection works commenced

Greenspace & Streetscene Teams

Streetscene Operations

• Commencement of the Summer cyclical works.
• Street cleansing and mechanical sweeping; removal of fly posting and uplifting of fly tipping, mechanical street sweeping and installing replacement or additional bins.
• Graffiti removal.
• Ongoing cemetery operations, digging and carrying out interments, installing headstone foundations, benches etc
• Start of the Care of Gardens grass cutting
• Checking and clearance of culverts
• Play park inspection
• Herbicide works in open spaces/schools
• Education and Leisure Trust pitch maintenance, athletic and football initial lining for schools.
• Replacement of damaged bins.
• Responding to Customer Service Requests and complaints.
• Supply and fitting of no dog fouling signs in EDC Cemeteries.
• Removal of dead animals and excess waste at recycling centres.

Streetscene Technical Support

• Contract awarded in relation to the upgrading of the canal towpath, Kirkintilloch via Scotland Excel framework.
• Etive Park Play upgrade ongoing.
• Lenzie Moss Path upgrade completed. 
• Open Space audit work for input into the Grounds Maintenance System ongoing for Milngavie & Bearsden.
• Play Park Accessibility Work Study ongoing.
• Order raised for the EDC Annual Independent Play Inspection for FY23/24.
• Scanning of cemetery ledgers, to import into the Council’s Epilog Cemetery Management System, work ongoing.
• Fence replacement and upgrade at Cadder Cemetery, Luggie Park (Waterside Road) and Haughhead Play Park ordered. Fencing ordered or replaced/repaired at Roman Road, Bearsden, Winston Crescent, Lennoxtown; Michael McPartland Drive, Torrance, Monklands Avenue, Kirkintilloch.
• Cairnhill Woods community discussions regarding Forest School site and additional planting.
• Order raised for the application of fertiliser to 8 education pitches and 23 leisure trust pitches.
• Annual order placed for maintenance of the roundabout and meadows EDC wide.
• Tantra Bed improvement works ongoing.
• Tree Condition Survey of Southfield Woodland instructed.
• Two carved Log Benches for Merkland LNR ordered.
• KLR and BRR works ongoing; grass cutting operations restarted and monthly litter picks ongoing.
• Play park defect repair work ongoing.
• Project management of artificial pitches continuing. Contract published and awaiting tender returns.
• Team working with City Deal Team and consultants in relation to masterplan of Bishopbriggs Public Park.
• Relaying of setts and paving at Cadder Cemetery ongoing
• Input into Additional Capital investment for drainage, active travel/access and footway surfacing.
• The team continues to respond to high volume of open space, tree and bereavement enquires, along with planning application consultations and complaints.
• Community Group support ongoing
• Planning application responses and support to Planning Team ongoing
• Barloch Muir main path upgrade complete
• Slabbing repairs at Manse Road Open Space complete
• Allander Park blocked culvert pipe cleaned and main ditch cleaned out.
• Kilmardinny Loch LNR weed wipe of tree saplings in the emergent vegetation
• Allander Toll, Kelvinbridge; Hunter Road and Crosshill Roundabouts all sown with Pictorial Flower Seed.
• Pictorial meadows sown in Milton of Campsie, Lennoxtown, Bearsden and Milngavie
• Plug planting of wildflowers at Mains Path and Heather Drive Open Space
• Mains Park Playpark repair to gate and fencing complete
• Remedial tree works completed at Woodhead Park and Peel Park, Kirkintilloch following tree condition surveys.

Mugdock Country Park

• Completion of Craigend Quarry fence with additional fan-tail section above the gate now installed and earth built up at bottom of fencing. Some hawthorn and blackthorn bushes have been planted and more will be put in place later in the year;
• Courtyard improvements continuing with internal painting of the Visitor Centre. Layout and stock reviewed and improvements have been made including a nature information stand and new trails for sale;
• Work continuing on replacement bbq shelters with contractor. Engaging with Building Standards on the necessary structural requirements;
• Craigend Walled Garden design completed. Funding application will be required and an Expression of Interest is underway for HLF;
• Ultrafast broadband has been commissioned and Openreach will make Craigend Courtyard available on their postcode checker. Following this providers will be able to connect staff, businesses and Park venues to faster speeds;
• Working with contractor on maintenance to Mugdock Castle stonework. This will initially be carried out on the South West tower;
• Park staff are supporting a maze project by Mugdock Trust to develop a maze at Mugdock castle lower terrace gardens. The designer is in the process of being appointed;
• Continuing working with Greenspace Scotland on tree planting within the Park. Funding was secured for trees/shrubs/bushes within the Quarry site, Walled Garden, Orchard and Khyber field;
• Signage review of directional signs outside of the Park and ongoing replacement/maintenance programme of signage within the Park;
• Land management tasks around the Park are being carried out within the following areas:
  
  • Pheasants Wood – tree guard removal from mature trees, planting of oak seedlings and creation of habitat piles
  • Drumclog Moor – cut and herbicide gorse stumps and invasive birch
  • Burma Road - Work carried out on new waterbars creating ramps for accessibility
  • East Car Park – clear trees from burn and habitat pile, block off unwanted desire line paths
  • Craigend Quarry –quarry fence removal and take away all debris from site
  • Craigend Avenue – rhododendron removal, salmonberry removal and replacement sleepers on boardwalk
  • Mugdock Castle – dig new pond on Mugdock Loch side of Castle
  • Mugdock Wood – attach safety wire along both sides of new sections of boardwalk, continue with boardwalk repairs and block unwanted desire line paths
• Forest Schools sessions continuing with many schools taking up a programme of activities over a number of weeks, usually on site in the school grounds but also within the Park;
• Ranger and Park events in March took place over the school Easter holidays and included:
  
  • Wildlife Weans Mugdock: Welly Wander
  • Mugdock Sensational Safari: Woods and Wellies
  • Mugdock History and Mysteries
  • Wildlife Weans Mugdock: The Great Egg Hunt
  • Mugdock Easter Activity Day
  • Forest School – Stories round the Fire
  • Forest School – Wizards, Wands and Woodlands
  • Magical Trees
  • Forest School – Wildlife Discovery
  • Guided Walk: Kirkintilloch Collieries
  • Forest School – Wildlife Challenge
  • Family Cinema in Mugdock Theatre
  • Fairy and Elf Trail