Technical Notes 2022, Issue 47 - Coronavirus (COVID-19) – Service Updates (11 March)

Please find below the next edition of our detailed service updates.

As you know, the level of COVID-19 incidence across East Dunbartonshire has been increasing over recent weeks, within local communities, within schools and across our workforce. Consequently, civil contingency operational command and control protocols remain in place to ensure that resources and activities are appropriately prioritised.

The Corporate Management Team continues to meet regularly with Executive Officers, the HSCP Chief Officer and the General Manager of EDLCT to discuss service delivery pressures and to agree operational mitigating actions. The position continues that depending on the level of available resources, it may be necessary to adjust service delivery; however, all options continue to be explored before any adjustments are made and elected members will be fully informed of any such developments. This may result in service disruption and activities, which are planned and committed, may not be able to be delivered.

As always, thanks for your support.

PLACE, NEIGHBOURHOOD & CORPORATE ASSETS: SERVICE UPDATES: Friday 11 March 2022

ASSETS & FACILITIES

Property Maintenance

Gas Safety inspections are ongoing across the housing stock as we continue to ensure compliance with all properties having their annual service carried out within the anniversary date.

Good progress on reducing the number of void properties continues with further improvement measures being identified as we continue to look at ways of improving service delivery in this area. Reactive repairs are ongoing and we continue to make good progress in reducing the backlog of all non-essential repairs.  The Care & Repair service continues to be well received with Aids & Adaptation works ongoing and progressing well across the stock

We have achieved our plan of visiting all properties across the estate to install Smoke and Heat detectors in line with Government targets, with 93% of properties now fitted with detectors. We have been unable to gain access to the remaining properties, however, we will continue to re-schedule these as and when tenants contact us to make suitable arrangements.

The Council has now received initial funding from Care & Repair Scotland to support the installation of Smoke & Heat detectors to those residents in East Dunbartonshire eligible to use the service and we are planning the installation of alarms for those who qualify. We will continue to refer 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 and Heating upgrade programmes remain hold with recommencement currently scheduled for April. Roofing replacement works are ongoing as we continue to liaise with suppliers on the supply of materials for these works. Progress continues in carrying out reactive and larger scale refurbishment works across the education and non-housing stock with decoration works ongoing in the school estate.

Fixed CO2 detectors have been installed throughout the school estate, with monitoring of levels being undertaken to determine where there are challenges with the level of ventilation in specific areas to ensure appropriate interventions are undertaken to address any concerns.

Facilities Management

The rollout of the new FM structure continues with significant progression, including the filling of vacant roles and engagement meetings are progressing with displaced employees.  A recruitment exercise will commence shortly to fill remaining vacant positions.  The majority of the FM Management team has now been recruited with 1 post remaining to be filled.   The training programme for Building Managers commenced mid February and further training sessions are scheduled over the next two months.

All staff continue to support the COVID response, ensuring buildings are open, clean and safe for all stakeholders.

With the expansion of free school meals to Primary 4 and 5 pupils (P4 in August ‘21, P5 from January ‘22), the service has identified additional catering resources and equipment required to deliver this. The rollout to P4 and P5 has been successful and work continues to improve the uptake of free school meals.

Development & Investment

All development projects across Major Assets and Housing Investment programmes continue to progress well.  Both the Housing Capital (including updated SHIP) and the General Services Capital Investment Plan were approved by Council at the end of February and will continue to inform the basis for all activity across the Service in the coming financial year.

Construction continues to progress at pace at Boclair, Allander, ASN Kirkintilloch, Kirkintilloch Community Sports Complex and the former Lairdsland Primary School.  All phases are now complete at the site of the former Tom Johnston House, Kirkintilloch with only some landscaping and external works left to be finished.  Some external works also remain in progress at Blackthorn Grove, Lenzie.  At the Loaning, Kirkintilloch, final pre-construction preparations are underway ahead of the project commencing shortly.  Several capital projects are progressing to improve the condition and suitability of the operational estate, including redecoration of schools and flooring replacement.

Preparatory work is underway to renew the Electrical Installation Condition Reports across the Council's Housing Stock, with the contract due for award at end March and inspections due to take place during financial year 2022/23.  Roof replacement works continue to progress to both Council Houses and mixed tenure blocks and work remains in progress to restart planned capital works internally across the Housing Stock, including kitchens, bathrooms and central heating replacement.

Several projects are progressing through their pre-construction phase with the refurbishment of Brookwood Villa, Bearsden expected to be the next to enter it's construction phase.  A Stage 2 report for the project is due for Council approval at the end of March.  Final preparations are underway in drafting the tender documents for the appointment of two contractor/design teams to lead the delivery of the next phase of the Affordable Housing Investment Programme, with tender returns expected by mid-May and appointments to progress thereafter.

Estates

The Estates service continues to maintain the operational and non-operational estates.  Priority has been given to ensuring the estate is compliant with current legislation with that work unaffected by the current pandemic.

Viewings of commercial property are currently being undertaken with strict social distancing measures and appropriate face coverings in place.  The number of viewings are starting to increase, especially in relation to industrial units and small to medium sized commercial office space. 

Quality Assurance inspections continue to be undertaken through the Council's School Estate with reports issued to Building Managers and Duty Holders on a monthly basis.

HOUSING

Homelessness & Prevention

The Homelessness & Prevention Team continue to work remotely.  It is expected that face-to-face interviews will recommence during April 2022.

There are currently 96 applicants on the Homelessness List, with only two applicants waiting longer than 3 years.  Homelessness numbers in the area remain relatively low, however, it is expected that numbers may increase from April onwards as COVID19 legislation is further relaxed.

Rent Deposit/Private Sector Scheme

To date the Council has supported 21 households to move to settled accommodation in the private sector.  This has assisted households to move to settled accommodation quickly and reduced pressure on Council settled and temporary accommodation stock. 

Temporary Accommodation

There are no households in B&B and the Council has not breached the Unsuitable Accommodation Order this year.  Due to low demand for emergency/temporary accommodation, there are a number of vacancies in First Stop, Canal Project and Ravenswood.  The Council has a number of self-contained properties available.  A full review of the Council's Temporary Accommodation Strategy will be carried out in 2022/23.

Project 101

Project 101 remains busy with referrals from households under the age of 25 years.  Following on from the daily visits from the "Elf" in December, the Project is expecting another visitor around Springtime.  Further updates will be available on the Project's Facebook page. 

Welcome to the Team 

On 21 February 2022 the Homelessness Team welcomed four new team members:

• Angela Biggam (Homelessness Advisor - Rapid Rehousing)
• Rona Thomson (Homelessness Officer)
• Suzanne Rooker (Project Worker) &
• Linda Thornton (Housing Officer).

New team members have completed their two week induction and have been busy making introductions to other employees and key partners.

COVID19 Hardship Fund

To date 61 awards have been granted and the Homelessness Team has spent £68k of the £105k awarded from the Scottish Government to prevent homelessness for households impacted by the COVID19 pandemic.

Of the 61 awards

• 16 households are housing association tenants
• 3 households are private sector tenants 
• 42 households are East Dunbartonshire Council Tenants

Applications are open until 31 March 2022.  Referral forms are available by emailing homelessness@eastdunbarton.gov.uk

Housing Operations

The Housing Estates Team continues to work closely with Property Maintenance to ensure void properties are turned around as quickly as possible.  There are currently 41 properties with the Void Team undergoing empty house repairs.  Since April 2021, a total of 339 new tenancies have been created - this figure includes 81 new build properties at the Tom Johnston Place site and a further 4 new properties at Blackthorn Grove, Lenzie.  Terminations have been received for a further 6 properties that are due to become available for allocation within the next 28 days.  7 properties that were purchased from the open market have been allocated since April 2021 (included in the above figure) and a further 3 buy-back properties (awaiting repairs) have been offered to applicants from the housing list.  Offers to the successful applicants have been issued for the 26 new build properties at Blacklands, Lenzie and these properties are expected to be released from the builders during April 2022. 

The team continues to work closely with Housing Associations in the area to provide nominations for void and new build properties in this sector.  113 new tenancies have been created since April 2021 as a result of nominations from the housing list to housing associations.  This figure includes 68 new build properties within Link Housing Association's stock at Broomhill, Kirkintilloch (57 properties) and Jellyhill, Bishopbriggs (3 properties) and a further 8 flats in Milngavie owned by Sanctuary Housing Association.  Clyde Valley Housing Association has advised that 22 properties will be released over the summer months to the Council for allocation at High Street, Kirkintilloch and Link Housing Association expect the completion date for the remainder 18 properties at the Jellyhill site in Bishopbriggs to be around August 2022.  All housing association new build properties will be allocated from the Council's housing lists through the nomination process.

There have been 69 new anti-social behaviour cases raised since the start of the financial year and the Estates Team continue to work closely with Police Scotland, Social Work and the Community Safety Team to deal with these cases along with noise complaints received of a more serious nature.  This joint working includes monthly meetings to discuss the most complex cases.  Complaints have escalated during the duration of the pandemic period.  In relation to anti-social behaviour - 1 tenancy has recently been converted to a Short Scottish Secure Tenancy (SSST) - converted in line with legislation and with assistance from Legal Services.

Rents

The Rents Team continue to engage with tenants to ensure rental income is being maximised.  Advice and support continues to be offered to tenants whose circumstances have changed as a result of the pandemic or who are struggling to pay their rent.  A Hardship fund is now in place to assist tenants who have accrued arrears due to circumstances outwith their control, with 76 households having now received awards.  However, there continue to be tenants who do not pay and/or engage.  Escalation actions to reduce arrears are fully operational now, except for face-to-face meetings and home visits.  Legal action has resumed against tenants with increasing and significant rent arrears.  The rents team continue to support and assist as many tenants as they can with UC claims/verifications, DHP claims, putting affordable agreements in place and also referring to CAB where required; all to ensure that income is maximised where possible.  Rent arrears are currently £1,396,636 (week 48).

Tenant Participation

The next online TPWG meeting will be held on Thursday, 31 March 2022 and the next issue of Taking Part newsletter is due to be issued in early April.

Systems, Policy & Performance:

The policy team continue to develop the new Local Housing Strategy (2022-2027) - A steering group meeting took place on 23 February to look over conference feedback and take forward the strategy aims and objectives.  Option appraisal workshops have been set up over the next 2 weeks to progress the aims and objectives further.

The team also continue to review policy and procedures – allocations policy, tenant participation strategy and asset management strategy which are all due to be updated this year.

The IHMS project team continues to grow and the Housing Team are working with the Change Team to progress process mapping for all housing processes.

The Team is liaising with HSCP/Change Team regarding Telecare digital migration issues, with good news on this front, as a cloud based ARC (alarm receiving centre) technology solution is to be procured, covering all of Scotland, which saves us having to procure our own system, with EDC being early adopters.

One loft conversion is completed and a report will be presented to Committee detailing the process and recommendations for taking this forward, as a joint venture with the Estates Development Team.

Wardens (Sheltered Housing) and the Concierge Service is in the process of moving from HSCP and FM to Housing.  The concierge should be moved before the turn of the new financial year, with the wardens following shortly afterwards.

The Performance Team is working towards year end data collection and putting templates in place to ensure a smooth process come by 31 March.

The Rent Review process is complete with all year end letters now out to all tenants as well as to garage owners.

Annual Housing BIP submitted with 3 KPI's set for next year’s new monthly monitoring - Rent arrears, Void rent loss and average days to relet voids are being focussed on.

LAND PLANNING & DEVELOPMENT

Business Support

The Scottish Government has allocated £28 million to help Taxi and Private Hire Drivers and Operators recover from the significant reduction in demand during the rapid spread of the Omicron variant.

The deadline for the return of self-declaration forms has been set as 2 March 2022 and officers are working through applications received to date.  The team are handling a high volume of calls and enquiries from drivers and operators.

The Scottish Government's Public House Table Service Restrictions Fund aims to provide financial support to public houses that were required to introduce table service to help control the COVID Omicron variant from December 2021.

The Scottish Government allocated funding to support businesses in the hospitality sector affected by the public health advice in December/January.

The Scottish Government's Close Contact Services Fund is providing a one-off payment to support eligible businesses impacted by COVID restrictions/guidance introduced from 9 December 2021 to 24 January 2022 to control the Omicron variant.  The funds are now closed.

Payments will continue to be made beyond the indicative 'closing' date of 14 February 2022 however; the Council is currently experiencing high levels of demand and will process payments as quickly as possible.

The Business Ventilation Fund will remain open until 31 March 2022 or when funds are exhausted - whichever occurs first.

The Council’s website is being kept up to date and social media used to communicate the latest information available.

Business support during the coronavirus emergency | East Dunbartonshire Council

The large amount of work generate from Scottish Government Covid-19 continues to impact normal business support duties.

Traffic & Transport

The team continues to progress the delivery of capital projects within the 21/22 financial year as well as ongoing work under the remit of the team.  Project delivery work includes ongoing work on the Canniesburn Toll Improvement Project where engagement with utility providers is ongoing, progressing the upgrade of the Strathkelvin Railway Path between Kirkintilloch and Lennoxtown, installing real time passenger information units at bus stops in Milngavie and progressing a number of other projects at design and feasibility stages.  The team is making plans for next financial year and working to secure external funding to deliver more projects next year intended to support delivery of the Council's Local Transport Strategy and Active Travel Strategy.

Land Planning Policy, GIS and Sustainability Policy Teams

Work is progressing well on the emerging Climate Action Plan and associated Local Heat & Energy Efficiency Strategy with the recent appointment of consultants to assist with their preparation.  In line with the approved governance, work will be reported to Council at key milestones.  Work has been completed on the Waterside Greenspace Improvement Plan, setting out proposed improvements to play facilities and greenspace within Waterside, and this will be implemented in due course.  Work has also commenced on the preparation of the new Greenspace Strategy.  The Local Development Plan 2 Examination continues with 12 Further Information Requests received from the Reporters to date.  The DPEA has indicated the Examination is likely to conclude in June subject to further consideration of the housing representations.  The second Circular Economy Ambassadors Meeting was held with local businesses, social enterprises and business support organisations to support the development of the Council’s Circular Economy Strategy and progress discussed with the Council’s Economic Partnership members. Internal discussion through the Net Zero Focus Group has also taken place.  Recent consultations on the Draft Parking Management Plan and Planning Guidance have been analysed and will be brought to a future available committee for consideration. Work continues on the Active Travel Strategy and will be a key focus for the year ahead.

City Deal Team

Business Case consultants have now been procured and will start work to support the testing of emerging options across the 3 Project Elements in terms of a range of benefits including economic, costs and affordability, and deliverability.  This work will help inform the formation of Outline Business Cases. This is large piece of work and as a process an essential requirement under the rules of City Deal funding.

The team are working with the appointed consultants to progress a masterplan for the Westerhill area, which includes scoping for: Land Use and Economic Study (property market information, vision and business land use options); Preliminary Ecological Appraisal; mapping of opportunities and constraints, and site investigations. 

This work will inform future follow-on investment options for the Westerhill area, enabled by the Bishopbriggs Relief Road.  Consultants have also been appointed for the road design and options development.  The team continue 1-2-1 discussions with landowners.  Bishopbriggs Relief Road, Phase 5 (BRR5) project element title will be branded as the ‘Westerhill Development Road’  (WDR) given the purpose of road is not just to provide ‘relief road’ infrastructure, but also to assist in the unlocking and enabling of development land, primarily for economic and regeneration purposes.

Transport Modelling consultants have been appointed and have started a review of the regional model and design consultants for A803 options are in the process of being procured.  This will contribute towards and help inform the Outline Business Case.

Town Centre Public Realm Plan feasibility work has recommenced following a review of initial high-level transport modelling work for the A803 through the town centre. Work will help inform development of design options for the public realm in the town centre as part of the next stage of design, expected to be appointed and commence in summer 2022.  Consultant appointment for a feasibility study looking at Town Centre Incubation Space is underway and consultation is taking place between 21 February and 13 March 2022 to help establish local demand.

Regeneration and Town Centres

Officers continue to work on a number of approved projects, which includes finalising technical designs for the Regent Gardens, and Union Street project and progressing pre-construction activities for the Twechar Outdoor Pursuits and Training and Education Centre with Major Assets.  Unfortunately, the Council’s stage two submission for the Scottish Government’s Regeneration Capital Grant Fund was not successful for the Campsie Memorial Hall project. Officers are now considering a revised bid for 2022 and examining other possible funding streams to enable the project to move forward.  Officers are also assessing options for a 2022 Kirkintilloch Canal Festival and the Kirkintilloch Business Gateway Masterplan has been finalised following consultation and will be presented for adoption at a Place, Neighbourhood and Corporate Assets Committee in due course. 

Development Applications

The Development Applications Teams continues to assess applications, provide pre application advice and respond to enforcement and dangerous building enquiries as these are received.

The team work to approved and agreed risk assessed protocols which allow unaccompanied site visits where alternative evidence is not sufficient and reflecting the updated Scottish Government “safer businesses & workplace” guidance.  Work to prepare for the next Planning Board is underway.

NEIGHBOURHOOD SERVICES

WASTE SERVICES

Household Collections Update

The service continues to deliver routine household collections in line with schedules across the authority whilst ensuring employee safety through compliance with the ongoing Covid control measures.

Garden Waste Service

The team have now recommenced the popular Seasonal garden waste collections with the service going live from Sunday, 6 March.  The service will operate on a fortnightly cycle through until the last Saturday in November in line with the normal arrangements. 

Bulky Collections (Special Uplifts)

The Waste team continues to deliver the Special uplift service in line with requests and demand with some delays due to ongoing resource challenges.  The team continue to monitor and will allocate resources as available for this activity.

Bin Deliveries

The Service continues to work through requests for replacement bins and caddies with crews delivering the replacements as quickly as possible and as resources allow.  

Recycling Banks & Bring Sites Update

The tender to procure a new contractor for this work is continuing and expected to conclude soon.  Officers will work with the procurement team in order to evaluate tender returns to secure a new contractor for this work. In the interim, the team continues to engage with a local contractor to attend sites and empty the banks across the area as necessary.  The Waste and Streetscene teams will continue to visit the locations on a regular basis in order to clear and collect excess materials.

Dry Recycling Service Expanded

Following on from recent meetings with the Councils recycling contractors, agreement has now been reached for the treatment and processing of additional mix of materials accepted within the dry recycling streams.  The team have been working in conjunction with the Councils Corporate Communications team in order to provide further information and guidance to residents. Further Information will be provided to members as this work is completed. 

Update on Food Waste Recycling Campaign

Officers have now agreed a campaign in conjunction with the Corporate Communications team, in order to improve and Increase food waste recycling participation throughout the authority.  The service is keen to improve participation and performance in this area and remove the high levels of food remaining in the residual waste bin.  The Campaign will run alongside the recent changes to the materials accepted through the dry recycling mix at the kerbside.

FLEET SERVICE

Fleet Management

The service continues to manage the legal operation of the Councils fleet including compliance with the Goods Vehicle Operators licence, Drivers hours’ management and maintenance regimes.  Officers continue to progress work on the fleet replacement Capital Programme for all services.

Work is progressing for tenders and orders of new vehicles and plant due for delivery into 2022/2023 financial year.  The global shortage for semiconductors used in building of all vehicles continues to have an impact on lead times and deliveries however; deliveries of vehicles ordered in 2021 are continuing to filter through.

Officers continue to work with colleagues in Sustainability Policy, on the longer term plans for the decarbonisation of the Councils vehicle and plant fleet as highlighted in the Climate Action Plan and Business Improvement Plans.

Fleet Maintenance

The fleet workshops based at the Hilton depot continue to service and maintain all front line Operational fleet vehicles and plant on a rotational shift basis.  The service is currently working to meet significant demands for ongoing maintenance and remedial works in support of front line operations.  The team continue to prioritise all work based on available staff and the greatest needs in order to deliver through these challenging times.

Transport Operations

The team continue to support colleagues in Education, HSCP and Facilities Management for Transport activities associated with ASN School Transport, day services and meal deliveries across the Authority.  The team also continue to manage vehicle and plant hire activities, which have increased significantly over the year, as a consequence of revised working arrangements for services in delivering through the pandemic response, which continues to present a major pressure on the fleet budgets.

PLACE & COMMUNITY PLANNING

Environmental Health Team

Environmental Health are continuing with the resumption of Official Food Controls and other statutory duties.  However, Covid-19 is still a focus for the team amongst rising case numbers in the community since the beginning of February.  We are assisting Education colleagues in terms of issues in school and early years settings.  This is in liaison with health board colleagues through local Problem Assessment Groups (PAG’s) and Incident Management Teams (IMT’s).  Meetings with other Environmental Health departments in the region and Greater Glasgow and Clyde Health Board are taking place fortnightly where pandemic updates and current topics are shared.

Comprehensive visits to local businesses to monitor Covid-19 compliance and mitigation measures will continue to be delivered by the service's Public Health Compliance Officers who will also be offering advice and taking enquiries on current requirements.  The service is pleased to confirm that the officers will be retained for another 12 months to support the team and work with local businesses.

Other routine business and environmental regulation is continuing as are public health investigations.  The team are also statutory consultees for relevant incoming Planning, Public Entertainment and Licensing applications.

Trading Standards Team

In light of the current position with the omicron variant, routine inspections of trade premises are currently being reintroduced with priority being given to high risk rated premises.  Officers continue to work from home wherever possible in line with Council protocols, but essential trading standards and licensing enforcement visits in the field are being delivered wherever required.

The pandemic has resulted in an increase in workload in the areas of home improvement complaints, scam prevention, product safety and fair trading.  Unfortunately, there has been a surge in the number of coronavirus scams circulating via email, Facebook and text messages.  Working closely with the Corporate Communications team Trading Standards are posting regular warnings on social media to alert residents.  The Team also continues to receive a number of complaints relating to bogus workers and Operation Skipjack work in conjunction with colleagues from Police Scotland is on-going.

The Team's Fair Trading Officers have been providing advice to consumers and traders in relation to contractual disputes.  Many of these instances have arisen as a consequence of the coronavirus restrictions impacting on performance of contracts, particularly in relation to home improvement works.  This has resulted in a significant rise in complaints that cannot be easily resolved, in part due to the problem of tracing and identifying traders from outwith East Dunbartonshire.  Officers have therefore started to actively look at the introduction of a Trusted Trader Scheme for local residents.

Community Safety Team

The Community Safety Team continues to undertake a broad range of frontline work for the benefit of local communities, with all service delivery activities meeting the requirements of the latest Covid-19 restrictions that are currently in place.  Core activities include decriminalised parking enforcement and investigation of fly-tipping, dog fouling, littering and control of dogs incidents.  A full pest control service is also being provided including the monitoring of all permanent bait sites. 

Essential patrols in relation to environmental incivility breaches as well as antisocial behaviour and youth disorder patrols in and around identified issue areas are being delivered and mobile CCTV cameras will continue to be deployed as required in conjunction and agreement with colleagues in Police Scotland.

The Team also continues to provide a remote service in terms of neighbour complaints/disputes, providing advice by phone and email and liaising regularly with colleagues in other services including Housing, Social Work and Police Scotland.  As part of this, the team will continue to carry out antisocial behaviour visits in the most serious of cases.  However, alternatives means are still being utilised wherever possible with face-to-face visits only being carried out where absolutely essential.

The Mediation Service, which had been paused because of the reintroduction of restrictions due to the omicron variant, has now been resumed.  In addition, and because restrictions are now being relaxed to some extent, consideration is also being given to reintroduction of the ASB Domestic Night Noise Service along with some other front facing community focussed work activities that Team usually deliver in order to protect our local communities.

Community Planning and Partnerships Team

Round two of our Community Grants Scheme has now closed with a good response having been received (57 applications prior to 3 withdrawals the removal of 8 ineligible applications).  The team have completed the eligibility assessment and are progressing the due diligence checks and preparing for the planned Grants Advisory Committee meeting.

Colleagues and partners continue to proactively support participation and engagement in the review of our Locality Plans (Place Plans), delivering a range of activity events including cooking demonstrations, foraging walks, wellness and well-being sessions.  Colleagues continue to host pop-up stations, and will be at the following locations in the near future:

• Auchinairn 17th March - outside Auchinairn Community Centre and local shops.
• Hillhead/Harestanes 11th and 17th March - outside the shop areas at Mauchline Court and Merkland.
• Lennoxtown 17th March - outside the Hub and the Coop.
• Twechar 17th March - outside the Healthy Living Centre and Post Office. 

Officers continue to provide wrap around support to individuals and families participating in the VPRS.  They are engaging with partners to support participation in range of community-based activities. 

The strategic working group continue to progress the procedural framework in preparation for successful Home Office matching with refuges families under the ARAP and ACRS scheme.  Officers attended a positive pre-arrival meeting with representatives from the Home Office, Citizens UK and East Dunbartonshire Welcomes Refugees.

The Equalities Officer in collaboration with partners continues to progress the actions highlighted in our Equalities Outcomes and Mainstreaming Report.  They are connecting with a range of individuals and organisations developing lived-experience connections.

The consultation on the draft CLD plan is now closed and officers have analysed returns.  A report will be tabled for the Council meeting on 31 March.

Community Testing and Vaccination Support Team

Community Testing

The UK Government has ended legal restrictions in England and is asking the public to practice specific safe and responsible behaviours . The Scottish Government has provided and indicative date of 21 March for current legal requirements to convert to guidance and good practice as appropriate, with changes to testing and isolation requirements expected to be published in spring 2022.

As we move through the spring and into the summer, the Scottish Government has outlined that priorities will move away from the current routine asymptomatic programmes of testing towards ensuring continuing and sufficiently rapid access to:

• Testing for those who require clinical care or would benefit from new and emerging treatments
• A continued focus on protecting those at highest clinical risk
• Maintaining sufficiently robust surveillance (including genomic sequencing) to detect emerging issues early enough for effective response
• Continuing to support local responses in communities where there is enduring transmission
• Supporting outbreak management and mitigation in particularly high-risk settings – with the ability to scale our response as required to address threat levels in the future

Supplies of LFD Test Kits have been maintained in locations to assist the reduction of persistent transmission.

Broomhill and Hilton Depot are registered as Workplace Testing Centres which will enable the Council to order LFD Test Kits to be delivered direct to these location for the use of Council Workers.

Vaccination Centres

The focus of the vaccination clinics until the end of April are the over 75s, clinically vulnerable and 5 – 11 year olds.  It is anticipated that there will be dedicated clinics for 5 – 11 year olds and some that are mixed with adults up to a certain time in the day and children in the evening.

Regular meetings and communications take place with partners from NHS and Scottish Government on both testing and vaccination; the current focus is in relation to outbreak management and Variant of Concern response beyond June 2022.

ROADS & ENVIRONMENT

Street Operations

• Continuation of all cemetery operations.
• Continuation of all street cleansing duties; litter picking, servicing of bins, graffiti removal, dog fouling, removal of fly posting, uplift of needles & sharp; mechanical street sweeping.
• Marking of football pitches.
• Measuring of Care of Garden new entrants.
• Checking & clearing of culvert grills / flood prevention.
• Inspection & maintenance of play equipment.
• Shrub and rose bed pruning.
• Dealing with windblown / storm damaged trees.
• Responding to CRM reports & service requests.
• Training for staff on mini excavators.
• Clearing and cleaning of flood affected area, Parkburn, Kirkintilloch
• Conducting of interviews for Streetscene seasonal posts. 
• Preparations underway for the change of seasonal tasks.
• Verge cleaning Chesters Road, Bearsden, preparations made for street closure for cleaning at Peel Glen Road.

Streetscene Technical Support Team

• Ongoing preparation of Statement of Requirements for the Luggie, Allander and Parkburn as part of the Kelvin Tributaries river restoration works, including invoicing of additional grant award funds.
• Ongoing work with consultants and SEPA (hydrological modelling) to determine finalised plans for planning for the River Glazert restoration works. Legal agreement letters have been passed over for review, and discussions regarding tree survey and landscaping design along two reaches.
• Langfaulds BMX Track in Bearsden, mini competition being drafted up for ongoing specialised maintenance.
• Tree planted with Lord Provost at Woodhead Park as part of the Queen’s Jubilee celebrations.  Assisting schools and community groups with tree planting requests.
• Fencing project initiated at Castleview Play Area, Haughhead, specification drafted up and mini competition to be organised in the new financial year
• Pathwork improvements commenced at Afton View Open Space. 
• Procurement package being developed for the Climate Ready Park at Woodhill & Etive Open spaces.
• Assisting Local Community Group with Milngavie Library Pond naturalisation works. Planting complete, repair work required on pump.  Further works to be completed by RITMAC pump engineers to enable the pond to be refilled.
• Orders raised and works started in some areas relating to Nature Restoration capital received for habitat restoration at: Lenzie Moss; Millersneuk Marsh; Colquhoun Park, Whitefield Pond; Balgrochan Marsh; Merkland, Lenzie; Kilmardinny Loch, Bearsden. Kilmardinny Loch complete. All other projects in progress.
• Monitoring of drainage ditch and drainage at Mosshead Park, assessing of additional works required with the view to conducting basic ground investigation and profile works in the Spring of 2022.  Small clean-up organised by Operations.
• Ongoing surveying and removal of dangers trees or limbs; scheduling of tree works in new financial year.  Negative tree survey commissioned for Whitehill Woods, Bearsden.

• Order raised for production and installation of plaques relation to the restoration of the Beatrice Clugston memorial, Old Aisle. 

• Doune Crescent, Meadowburn North and Woodhead Park Project – upgrade work has commenced at Meadowburn and Woodhead (expected 28 February and 7 March, respectively).  Play park repair programme ongoing, orders have been made for equipment and the team is awaiting date of installation from play park suppliers (Croft Road, Balmore; Langfaulds Field, Bearsden; Leisuredrome, Bishopbriggs, Thornwood Avenue, Lenzie; all ongoing with year end completion expected. Lennox Crescent, Bishopbriggs completed.
• Site visit with Estates regarding requested Forest School Site, Whitehill Woods, Bearsden.  Negative tree survey to be carried out and two trees to be felled on an emergency basis. Community litter picks restarted, following revision of procedure for supply of litter pickers and bags. Seeking quotes for litter safe boxes to potentially trial. Awaiting resurfacing of the Froggy Path, Colquhoun Park. Start Date 9 March.
• Craigfoot Allotment, designs near completion currently costing exercise underway, awaiting completed package from consultants; meeting with Community Council to be arranged once all documents are finalised. Due to poor soil, raised beds will require to be provided as the sole growing structure, planning permission will be sought in 2022.
• Merkland Pitch fence, contractors on-site, envisaged to complete by end of March.
• Input into Additional Capital investment for drainage, active travel/access and footway surfacing.
• Continuation of dialogue with City Deal Team regarding Cemetery development, Bishopbriggs.
• The team continues to respond to high volume of open space, tree and bereavement enquires, along with planning application consultations and complaints.
• Finalisation of specification for Ash dieback surveys across EDC; 4 quotes to be sought.
• Period 3 LEAMS survey being undertaken.

Mugdock Country Park

• Work is continuing on the new Mugdock Strategy, 2022-27, with the development of a Masterplan for the Park and continuation of the consultation process.
• ICT ultrafast broadband has reached the main gate of the Park with the next step being internal connectivity.
• The Astronomical Society of Glasgow is progressing the Eric Tomney Memorial Observatory (ETMO) with an anticipated completion date of May 2022.
• A tree survey is to be carried out across the Park with a prioritised management regime to be implemented;
• Bracken work on Drumclog Moor tying in with NatureScot within the Site of Special Scientific Interest (SSSI) to improve the biodiversity of the site.
• Theatre refurbishment almost complete and a new programme of events will be developed.
• The Walled Garden bandstand is being used on Sunday for Bearsden Young Fiddlers and a summer bandstand programme is being progressed.
• Competitive archery this weekend with the Green Hollow Bowmen in Craigend Field.

Development

• EDC are the lead for this round of the coring programme for the south west area Roads Authorities and Utilities Committee.  This takes physical samples to test the quality of road re-instatements by public utility providers.  A tender exercise to procure laboratory testing is underway.
• Site visits and meetings with developers to move through the roads adoption process continue.
• Inspection of utility works at developments continues.
• Coordination of future works and road openings continues, including adding the Roads Capital Programme for 2022/23 to the Roads Register.

Structures

• General and Principal reports for structures due in 2021/22 is being completed ahead of end of March target. 
• Following a meeting with Network Rail at Drymen Road Bridge, Bearsden, the BAPA is now with Legal for signing to allow a Principal inspection of the bridge to be carried out.
• Structures framework contract tenders have been evaluated and this contract is now with procurement for final evaluation and award
• Westergartshore Footbridge demolition ongoing engagement with Procurement.
• Review of retaining wall records commenced, £10m of assets added to database so far.
• Emergency repairs to Glasgow Road bridge, Milngavie.  Still no detail from Scottish Water about final costs to the Council. This has been chased through Legal Services.
• The Structural Engineer is retiring in July and preparations for a hand over are underway.

Traffic

• Customer correspondence has risen markedly and Officers are responding as they are able.
• Traffic surveys that could not be carried out over the Christmas break are getting underway and more will be programmed.
• An audit of vehicle activated signs is taking place.
• Officers continue to respond to requests for observations on planning applications, disabled parking, dropped kerbs, temporary banners, entertainment licences, temporary road closures, lines and signs.
• Officers have approved approximately 200 new cabinets in Bishopbriggs associated with the City Fibre roll out of the next generation of broadband.

Drainage

• Responding to recent wet weather events, contractors have been to numerous sites to inspect drainage and carry out minor repairs.  A framework for CCTV and civil engineering works will be in place for the new financial year.
• Reminders have been sent to customers that owners are responsible for securing their properties against flooding and that Scottish Water are responsible for foul water systems.

Roads Network Operations

• Office based Roads officers continue to work remotely and we are carrying out site inspections and preparing resurfacing projects programme for next financial year.
• Road operational staff continue to carrying out their day-by-day tasks within ongoing Covid restrictions
• Carriageway resurfacing projects have progressed and we have resurfaced around 3000 sqm of our network in March 2022.
• A Hotbox vehicle allocated on the network to “find and fix “ surface defects on main roads in order to complete their backlogs and speed up respond to defects enquiries in their system.
• Roads officers continue working on tender exercises to employ external contractors to increase carriageway-resurfacing action planed in network in next following months.
• The contractor who won the coal tar tender has withdrawn from tender this is currently being reviewed with the hope it can be offered to second placed tender.
• Roads Operations have undertaken Winter Maintenance actions as per Winter Duty Officers instructions.
• Winter Duty officers have been monitoring the weather and road surface temperature at least three times per day
• Road emergency respond team will continue to respond to any emergency road related situations.
• Gully cleaning team have been cleaning primary and secondary cleaning routes and aim to continue with task in next few months.
• Roads safety inspections are being undertaken regularly without failure.
• Coal tar testing is continually instructed to an external contractor to be able to identify sites contaminated with coal tar for our resurfacing programme.
• Roads crews have assisted in recent weather events to close and reopen roads due to flooding.

EDUCATION, PEOPLE & BUSINESS: SERVICE UPDATES: Friday 11 March 2022

EDUCATION

Covid-19 Update

Guidance with the changes highlighted is attached.  View the online version 

The key changes are:

• Face coverings in secondary settings:  This has been brought into line with the position in primary in that face coverings are no longer required as routine for pupils and staff in secondary classrooms, but should still be worn when staff are unable to distance from others and when moving around the building.
• Transition visits are now permitted.  This is welcomed as schools are in support of learners from early years into Primary 1, Primary 7 pupils entering secondary schooling and for enhanced transition across stages and additional support.
• Assemblies are now permitted.  The guidance recognises that not all schools are the same shape and size and says that the context in each school, and the number of people gathering, need to be taken into account alongside the continued implementation of remaining mitigations.  Officers will be available to support schools with these decisions.  This assumes that school leaders will risk assess any return of assemblies, taking into account their own environment and staff/pupils as well as ensuring that ventilation remains a key priority (using CO2 monitors) and continuing to ensure that face coverings are worn where distancing cannot be maintained.

These changes can be put into effect from Monday 28 February.

The Scientific Sub Group will meet again on 8 March and make recommendations to CERG and Ministers about any further loosening/removal of remaining mitigations in due course.  We will continue to update with developments.

Scottish Qualifications Authority Update

The Scottish Qualifications Authority (SQA) has confirmed that a package of support services, including some further help with exam revision, will be available for learners who are taking National 5, Higher, and Advanced Higher courses in 2022.  It is still the clear intention for SQA exams to take place during April to June.  The additional support being announced today follows the significant modifications already made to course assessments at the start of the school year to help reduce the volume of assessment and ease the workload of learners, teachers and lecturers, whilst maintaining the credibility and integrity of the qualifications.

Following discussion with partners across the education system, and agreement by the SQA Board of Management, SQA is now moving to ‘Scenario 2’.  This means that some revision support will be published for learners during week beginning 7 March to help them with their revision in the final run up to their exams.  SQA will provide revision support for all courses that have an exam.  This will be tailored to reflect different types of question papers, any modifications to the question papers that are already in place, and the type and volume of content that is assessed in each question paper.  At a local level all schools are working together, to ensure that coursework is moderated in the event that this evidence is required for the purpose of an appeal.

Her Majesty’s Inspectors of Education ‘recovery’ visits - Update

As announced in December 2021, HM Inspectors (HMI) will carry out recovery visits during the remainder of the academic year.  The main purpose of the visits is to support the education system during the pandemic through:

• hearing about current priorities for recovery or improvement;
• learning what is working well, the challenges faced and solutions found; and
• identifying and sharing examples of effective practice.

We have made HMI Inspectors aware of the pressures that schools and settings continue to face.  HMI are, therefore, asking schools and settings to self-nominate to participate in a recovery visit.

The visits will be of a bespoke hybrid nature, with both online meetings and face-to-face activities.  Visits are likely to be over two days within a given week.

During the visit, HMI Inspectors will have professional discussions with staff, learners, and, if appropriate, parents and partners.  There is no need for schools to prepare anything in advance of the visit.  There is no evaluation, using quality indicators or assigning any summative grades.  They will provide a note of visit, which is aimed at supporting school improvement.  Notes of the visit will not be published.

ORGANISATIONAL TRANSFORMATION

Business & Digital Change

Project Delivery and Transformation

Work is underway with colleagues in Legal and Procurement to enter into a partnership agreement with Moray and Aberdeenshire Councils for new road traffic collision software (CRASH).  This will capture essential collision information at the roadside quickly and more accurately using ordnance survey mapping to record the precise geographical location, as well as direction of travel of a collision.

Twechar Primary school has been identified as a suitable location for the Internet of Things pilot for monitoring water quality in Council buildings.  The pilot will be monitored over the next 12 months and periodic reviews will be undertaken to assess benefits realisation with a view to scaling up and expanding across all Council owned buildings on successful Proof Of Concept outcome.

Working in partnership with colleagues in Finance, the Team is enhancing the Council’s invoicing system to allow correspondence to be produced and delivered by email to customers.  This work will make it easier for residents to receive this information.

The Parents Portal system continues to be rolled out across the school estate.  The portal is now live in 19 schools.  A further 6 schools are due to go live on Monday, 14 March.  All schools are scheduled to be live by June 2022.  Also, the Project Team for the Council’s new Housing Management System has mobilised and work will now commence on developing the implementation plan for delivery.  In addition, the team is supporting the implementation of the new Childcare Sector Omicron Impacts Fund.

All internal developments have now been completed to ensure that the Councils' Hubs will be cashless.  Residents wishing to make cash transactions will be redirected to either the Post Office or Pay Point stations to make payments.  Also, work is underway on internal solutions to replace the retiring SEEMiS functionality with solutions for School budgets and finance reporting currently in development. 

The team continues to work with other Services on the co-ordination of all Council year-end processes, ensuring that all required upgrades and software implementations are completed and systems are available for business as usual. 

The teams continue to support the delivery of the early stages of the Corporate and Live M365 project, and work has commenced to baseline the Council’s operating requirements and the requirements for business change and development. 

Business cases are in development for the following -

• Replacement for EDC Hub (Intranet)
• Web Content Management System (CMS/Website) 
• New Customer Relationship Management System (CRM) 
• In-Cab Technology – Route optimisation 
• Further development of the Council’s Road Maintenance Management System from a mobilisation perspective
• Development of a Cemetery system to explore the digitalisation of historical ledger books
• Modernising the Council’s central income management transaction database.  This is used to control income from a wide range of sources processing thousands of transactions every week.

Business Systems

The Smart Working M365 project is on track and work is focussed on building and configuring the Corporate and Live M365 platforms while concurrently engaging with various stakeholders to make informed configuration decisions which will impact business & technical operations, compliance and customer experience.  The Planning Public Access Portal has been upgraded successfully ensuring continued supportability.  Work is now progressing with the main IDOX Uniform upgrades which comprise another 3 core module upgrades as well as the applications underpinning the database platform.  All upgrades are on schedule for completion in June at which point the Team will be able to reinstate the interface to the National Gazetteer.

New hardware has been purchased and installed, a prerequisite of the upgrade to the Council's repair job costing system.  With the support of the Supplier, the team will then work to upgrade the application and underlying database to the latest versions.  New functionality will also be introduced, resolving operational issues with the legacy version.  Once complete security, supportability, and maintainability of this business application will be improved.  Work is planned to be completed in April this year. 

A number of key business systems system upgrades have been implemented including both iTrent and Council Tax, ensuring that the Council’s systems stay supported.  As part of the ongoing Windows Server Upgrades ICT Infrastructure changes have been made in readiness for sustaining reporting services currently provided by the legacy Workforce application before it is retired.

The team continues to support the Council's Business Systems and maintain the councils Business Application Register, minimising operational service impact and maintaining availability of the systems underpinning services delivered to internal and external customers by resolving incidents and satisfying service desk call requests.

Health & Safety Team

COVID-19

The team continues to support the COVID-19 effort of the council by:

• Carrying out assurance visits to educational establishments alongside Education for outbreak  investigation
• Carrying out ventilation reports where there are concerns of poor ventilation
• Work with HR to support COVID-19 tracing of work close contacts
• Assessing positive cases and their impact in the work environment in all services through review of cases, assisting HR with queries and supported by on-site visits to assure adherence to Covid controls. 
• Preparation, updating and reviewing of individual COVID-19  risk assessments, including pregnancy risk assessments, in line with changing legislation and guidance

Occupational Health

The team continues to manage the Health Surveillance program which includes:

• HAVS management and administration
• Vibrating tool measurement and assessment of Fleet workshop at Hilton Depot
• Noise Dosimetry (IMS)

H&S team attended a Noise Assessors Course to further support the delivery of our Hearing Conservation program.

Health and Safety Services:

• Logging, review and investigation of incoming incident reports and subsequent reporting of RIDDOR submissions where required
• Compilation of Accident and Incident data spreadsheet for statistical analysis
• In depth statistical review of Accident/Incident stats
• Collation of data to support Freedom of Information requests
• Assisting HR with definitions in terms of Industrial Injury/Accident requests
• Scaffold inspections
• Site Inspection at KHCC Kirkintilloch - NHS Health and Safety Inspection and Inveroran Dr, Bearsden, Carriageway Resurfacing
• Broomhill depot yard, Torrance depot, Mavis Valley Recycling Centre inspections
• Review of Public Entertainment Licences
• Preparing of risk assessment templates
• Assisting employees with their DSE requirements including organising equipment for homeworking, workplace assessments to assist employees within their working environment and assisting management with implementation of controls
• Undertaking workplace assessments and preparing subsequent reports to managers for return to work
• Continued creation of management system procedures and conversion of standards to new management format:
• Development of  standard procedures for PPE, RPE, Working at Height Procedure, Gas Industry Unsafe Situation Procedure (Gas Management System), Disease and Viral outbreak protocol and Accident and Incident Investigation and Toolbox Talks for Drug, Alcohol and Substance Misuse
• Continued review of management system by updating of policies and procedures
• Completion of the PLAN-DO-CHECK-ACT Management System General Arrangements and Scope

Supporting Services:

• Major assets on site meetings at schools and other council premises including CDM client visits
• Reactec HAVS tag programming for Streetscene
• Risk Assessment review for Justice Services

• Attending HSCP site to investigate ventilation issues in several rooms, assisting in the planning stage of alterations i.e. window installation and room expansions/extensions.
• Supporting Waste/Fleet in 3rd Tier Health and Safety Meetings
• Risk Assessment update for Instrumental Music Service
• Finalised versions of Community Safety Risk Assessments set
• Discussion with Housing to discuss No access and forced entrance procedure
• Provide H&S guidance and attend emergencies on site
• Support FM with waste management

Risk Assessments and Training:

• Review and make recommendations on Uplifting and handling of dead animals both domestic and wild (Greenspace).
• Risk Assessment and Manual Handling training - Auchinairn EYC staff
• Duty Holder Training
• Review of Fleet risk assessments for the service and convert into new standardised format.
• Property Maintenance Training – H&S Induction / Scaffolding / Accident Reporting
• BM Training (Building Managers)

Human Resources & Organisational Development

Trades Unions engagement continues on a weekly basis and has been focused on strategic issues such as targeted vaccination updates, risk assessments in returning services to capacity following lock down and required actions to respond to the relaxation of COVID restrictions.  Upcoming meetings will include engagement on arrangements for the forthcoming local government elections.  Supported by the HR Business Partners, implementation of service reviews continue.

The HR Operations team continues to work on concluding discipline and grievance cases as timely as possible whilst always ensuring early intervention and informal resolution principles apply.  As the Council emerges from restrictions, targeted action has commenced in the form of an Absence Action Working Group within HR during Quarter 3, to develop a joint approach to 

reviewing absence trends and formulating absence action plans tailored to service areas, where necessary.  These plans will aim to reduce and mitigate absence.  Work is also ongoing in relation to actions to improve absence reporting information. 

The development and launch of an on-line form in January 22, which takes the reporting of COVID absences away from the need for telephone contact for all cases, continues to being efficiencies to this process, which in turn have allowed resources to be re-directed to support HR case management.  Cases continue to be monitored over a 7 day period to continue providing timely responses to mitigate risks in relation to COVID, and supporting services to remain operational.  The number of cases continue to be reported to CMT to monitor any changes, with onward reporting to external stakeholders as required.  As cases increase within the staff community, this places more demand on the team in terms of recording data, along with the internal and external reporting requirements, taking the team away from core activities.  This activity continues to be monitored.  Advice and guidance to employees and managers on COVID related issues and absences continue to be supported by the HR&OD and H&S teams notwithstanding the relaxation of restrictions given the current infection rates and ongoing impact on the Council’s workforce.

Over the past 2 years, there has been an increase in the number of adverts by over 30%.  With the increase in number of posts being advertised, the number of appointments has doubled over the same 2-year period.  With services requiring a timely turnaround on candidates being started, this put demands on the recruitment and appointments process, with the team working with managers and services to address.

Work continues to enhance the Employee Zone pages with updates and additions to the Wellbeing page to reflect Healthy Working Lives campaigns going forward.  Detailed scrutiny of the absence performance across all services continues with engagement taking place to understand required support and actions for improvement.

Through application the Council has been accepted to join the Equally Safe at Work (ESAW) programme.  ESAW was developed to support the implementation of ‘Equally Safe, Scotland's national strategy to prevent and eradicate violence against women and girls’.  The strategy, which is jointly owned by Scottish Government and COSLA, recognises that violence against women is a cause and consequence of wider gender inequality.  Addressing gender inequality in the workplace is therefore a fundamental step in preventing violence against women.

Through joint working of colleagues from across services in the Organisational Transformation directorate, work has commenced in relation to reviewing the Council’s e-learning platform, with a new system being scoped to be available from Spring 2022.

Moving and Handling (M&H) training is a key requirement within Education and the HSCP.  With in-house delivery, a number of sessions have been successfully delivered during 2021, further sessions are planned for delivery from this month.  Another item of organisational development, is the intended roll out of a revised Discipline and Grievance training to supervisors / managers.  These sessions will be delivered in a meaningful context in relation to the Council, outlining the roles and responsibility of both 

the manager and the employee, and the support available from HR&OD.  The revised training material is being piloted at present and will then be rolled out across Council services.

As with other parts of the Council, the service is supporting the election team in its preparations for both the election and the new Council.  This includes payroll arrangements for those working at the elections and other support e.g. in the development of the training plan for all new/returning Members.  In addition, members of the Team will be supporting the safe set up of Polling Places and also at the Count. 

Procurement Team

The Procurement Team continues to support tender and contract requirements across all services with significant workstreams around major assets, City Deal, Property Maintenance contracts, Community/Employability Grant applications and other needs across services such as Education, Housing, HSCP and Roads.  Renewal and award of various contracts continue with various key ICT system requirements being progressed at this time.  Procurement representation is in place across multiple Business & Digital Change projects include, Microsoft 365, Digital Telecare, Customer Relationship Management System, Oracle, I-Trent and Town Centre CCTV.

The team continues to monitor supply chains for PPE stocks and other critical supplies.  The operating arrangements and support to services have been updated for all services to ensure sufficient supplies and emergency procedures where required.  PPE demand is monitored from the Stores location, and is managed/facilitated by the Procurement team. 

Procurement continues to work with Health & Safety on key contractual requirements, risk assessments and method statements in light of the updates from the Omicron strain.  Engagement with key suppliers for monitoring continuity of supply for front line service teams is ongoing, and planning for election supplies has commenced  Work is also ongoing to embed Health & Safety management systems via the 2022 Action Plan, including inclusion in relevant tender and contract documentation.

The Procurement Team is currently supporting key work streams, these include New Build Housing Projects, implementation of the new Integrated Housing Management System, Managed Stores service renewal, Transport Service arrangements, Remote Digital Solutions for Education, Pandemic Support Payments and Supplier/Partner provider support in line with COSLA guidance.  These along with emergency boiler replacements, structural repairs and roads resurfacing are being prioritised.

The Procurement Project Lead for City Deal is embedded within the day to day working of the projects.  Procurement timelines are being managed to support achievement of the Project Plan with associated prioritisations and mitigations being considered.  Management attendance at the City Deal Procurement Support Group includes Sustainable process approaches for Community Wish List development, Community Wealth Building, and Contract Pipelines.

Contract Standing Orders are currently being reviewed in alignment to the Council Administrative Scheme update and will be reported to Council prior to the election.  The associated Governance, training, and procedural documentation is currently being reviewed to align to both legislative and organisational updates.  Progress has been made in line with the Climate Action Plan, Local Housing Energy & Efficiency Strategy and the Circular Economy Strategy to identify objectives for inclusion with the annual Procurement Strategy 2022-2023.  Following approval of the updated Contract Standing Orders by Council, the Team will roll out training to key officers in conjunction with colleagues in Legal Services and planning for this is underway.

The team is supporting ongoing applications in line with Scottish Government Guidance.  Financial tracking of costs for Free School Meals, Hardship and Isolation Payments is ongoing, and associated Grant claims to Scottish Government are being submitted.

Pandemic Support Payments, Hospitality and Leisure Grants, and Taxi and private Hire Drivers and Operators Funding are being processed via the Procurement Support team to support Scottish Government payment requirements.  Prioritised processes for invoices and grant payments are currently in progress and resources aligned to support the increased demand on the Procurement Support Team.

The Procurement Team is supporting the Election Team in the planning and arrangements for the forth coming local government elections.  The Team is working closely with the Election Team in relation to the procurement of various goods to support the administration of the election and health and safety arrangements for Polling Places and the Count.  In addition, members of the Team will be supporting the safe set up of Polling Places and also at the Count. 

The Procurement Team continues to struggle to fill existing vacancies given competition from other organisations and the sector shortage of experienced/qualified Public Sector procurement officers.  Recruitment processes are ongoing and other potential short to medium term solutions are being explored.  The national sector-wide shortage and its implications has been raised at Scottish Government level through the Scottish Local Government Procurement Forum (SLGPF).  Meantime, work is ongoing to identify options to address resource gaps.

Social Work - Planning & Service Development Team (P&D)

In response to the ongoing pandemic, increasing prevalence rates and wider system pressures, P&D continues to provide enhanced support across commissioned services – with a strong focus on high- risk Care at Home and Care Home sectors.  Ongoing workforce issues – including recruitment & retention, absences and isolation requirements inevitably impacts these sectors and requires P&D to increase daily oversight /monitoring to help manage and mitigate service disruption and potential sustainability risks.  The team continues to attend the HSCP’s Flash and Oversight meetings to provide daily updates on the status of commissioned services and agree any necessary intervention / contingency action.

P&D, with support from Legal and Finance colleagues, finalised the Social Care Uplift award (increase basic rate to £10.02) in line with national requirements and is currently preparing to repeat the process for the Scottish Living Wage (increase basic rate to £10.50) which is due to be implemented on  1st April 2022.  Both of these exercises require significant resource commitment given the administrative and other processes involved in applying amended rates.

Despite the welcomed increase to basic pay, the Council’s rolling recruitment for care at home with enhanced terms & conditions continues to affect the  markets ability to retain existing carers – inevitably reducing capacity levels.  Vacancies are backfilled by office staff and management whilst providers continue to explore alternative recruitment routes.  This continues to be closely monitored by the P&D team given the potential impact on in-house service delivery should a third party provider be unable to deliver contracted hours/packages of care.  

P&D continues to collate the number of actual staffed care home beds available per day to help inform and support hospital discharges and wider acute and care at home pressures.  This is in addition to the daily TURAS reporting the team compiles which provides oversight across the care home sector in terms of outbreak status, general staffing and occupancy levels and escalation requirements.  Daily reporting underpins on-going care home audits undertaken by P&D to help determine service performance and compliance levels.  Improvement actions are captured within agreed action plans and monitored by P&D.

Other related work streams for P&D include liaising with the market re LFT capacity, isolation procedures, reviewing and updating Business Continuity Plans and RAGS and monitoring commissioned/service levels which fluctuate in response to COVID related pressures. 

Commissioning business is prioritised daily and within available limited resources.  Inevitably, this means there is slippage across other work streams including service / contract monitoring, audits, strategic and service review actions – albeit with the intention of recommencing once other noted pressures reduce. 

LEGAL & DEMOCRATIC SERVICES

Democratic Services

The team continues to support the Council’s COVID-19 civil contingencies response, supporting command structures at Council, local, regional and national level which have been re-convened in response to the Omicron variant.

Registration Services continue to be busy.  In relation to the registration of births deaths & marriages between 28 February – 9 March 2022, 24 births, 67 deaths and 10 marriages were registered across the Council area.  Despite increased service demands and COVID reduced resources, the Registrar and Customer Service Agents / Assistant Registrars have continued to deliver first class services to the Council’s customers.

Wedding and Civil Partnership ceremonies continue to take place at 21 Southbank Road for now and bookings are increasing, both in Council venues and outwith.  This is expected to increase further as restrictions are relaxed.  Notwithstanding, the Registrar and Team continue to closely monitor the infection rates and what that may mean for ceremonies and receptions.

On top of the above, there are other emerging civil contingency concerns in relation to which the Team continues to participate in various local and regional awareness and planning meetings e.g. the review of strategic infrastructure and fulfilment of the “All Risks” approach to the various concurrent risks across the country including the recent severe weather warnings.  Preparations are made in the event of any weather disruption during the festive period.  The current escalation in Ukraine is such that relevant civil contingency arrangements are being reviewed and assurance checked to ensure preparedness.  It is likely that the Council may have to commence regular reporting to SGoRR as hostilities continue and/or escalate further.

In addition to the above, partners are revisiting other aspects of civil contingencies planning and training, particularly in relation to CONTEST matters and the Team continues to participate fully in these.

Planning for the Local Government Elections scheduled for 5 May 2022 continues at pace.  This is now intensifying to include plans for both the election event itself and for the initial weeks of the new Council post 5 May.  The Notice of Election is scheduled for posting on 14 March and nominations will open on 15 March, closing at 4pm on 30 March.  The Notice of Poll will be published thereafter.  Whilst restrictions are easing, the arrangements for nominations are slightly different from the 2017 election and these were covered during the recent  prospective candidates pre nomination briefings.  Nomination papers can be e-mailed to the Election Office for informal checks and candidates should thereafter make an appointment to lodge their nomination papers in person.  Poll cards will be with the electorate by 15/16 March 2022.

Information Management

The team continues to support services in relation to information management, data protection and data sharing, which are critical in these circumstances and has supported various services in the ongoing development and amendment of Privacy Notices and Privacy Impact Assessments for new workstreams and the establishment of information sharing agreements and protocols that assist the Council in its work to protect some of the most vulnerable residents.  In addition to supporting the Council’s postal mail services, the Team remains busy with print activity in support of schools, Committee cycles and in general to support the manner in which most services are operating.  In addition to the foregoing, the Team is working in relation to the classification and preservation of information generated by the Council’s response to the COVID pandemic and is supporting a number of projects with information management implications e.g. the implementation of Microsoft 365. 

SMT Support & Members Support Teams

The SMT Support team is working with the CMT and SMT to support services across portfolios and continues to support other areas of the wider service and beyond as required.  The Team continues to support the CMT, SMT and Departmental Management Teams with processes for remote meetings, production of Committee Reports and Elected Member Technical Notes.  The Members Support Team also continues to support Elected Members and has been assisting with COVID absence reporting.  This may be expanded as required and Members will be kept up to date if this impacts on the available service. 

In addition to the above, both SMT Support and Members Support Teams are involved in election planning as key members of that wider Team.  This includes arrangements for supporting members post election.

Recruitment to current vacancies across the teams is being addressed to assist the teams in support of the current level of “business as usual” and the expected commitments intimated in recent guidelines.

Legal Services

Legal Services continues to support services in the Council’s response to COVID-19.  This includes putting in place variations of contracts with the providers of adult social care to allow payment of additional funding from the Scottish Government to uplift the hourly rates of pay for social care workers.  An earlier uplift was put in place at the start of the year and now a second uplift due from April is being documented.  The Team continues to deal with a myriad of agreements and other documentation to support the Council’s ongoing response to and recovery from the pandemic.  The Team continues to assist with the putting in place of grants for various business sectors and individuals affected by COVID to include reviewing grant offers and concluding funding agreements. 

The team continues to work closely with the procurement team in ensuring procurement processes are complying with the changing law in this area and that the flexibilities offered by Government guidance are appropriately used.  This also involves the drafting and documentation of contracts with suppliers of goods, works and services to the Council and the contractual clauses on the risk to the delivery of contracts caused by COVID-19 and the EU exit have to be tailored to fit the individual nature and circumstances of each contract.  The team continues to assist with urgent procurements which have some complicated features and, as such, need detailed legal advice to ensure compliance and minimisation of risk. 

Further resource continues to be dedicated to interpreting, assessing and, where necessary, protecting the Council from the impact of the pandemic and the EU exit on its legal interests.  In tandem with this the team endeavours to ensure that any potential benefits to the Council are optimised.  One particularly busy area of work continues to be in relation to the many grant offers which the Council is receiving.  The nature of Scottish Government funding in support of the Council’s COVID response is that it is awarded as subject specific grants.  Each grant comes with its own terms and conditions which the team assesses and then advises the relevant service in relation to any potential risks or performance/reporting requirements.  This work can often be challenging - whilst the terms and conditions are not overly complex, the volume and increasingly short turnaround times within which the grant has to be accepted in order for the Council to access funds can at times impact on other work.  Due to the end of the financial year, there are currently a large volume of grants requiring to be processed within a short space of time.  Assistance is also being provided to create a process for reviewing applications to ensure applicants are within subsidy limits.

On top of this, Legal Services is endeavouring to carry out its “business as usual” activities, while assisting with major projects for the Council.  This includes significant work for the Affordable Housing Investment Programme 2, section 75 agreements including for the former Gartshore Colliery site and the former Bearsden Golf Club, the refurbishment of Balmuildy Primary School, the conclusion of conditional missives for the sale of Auchinairn Primary School, putting in place a wayleave with Virgin Media to upgrade internet connection in Bishopbriggs, the tendering of installation of new kitchens and bathrooms for the Council’s housing stock, the extension of the Care at Home contracts on the Scotland Excel Framework, 

supporting the Council’s City Region Deal projects which are part of the Glasgow City Region City Deal (current key work being the appointment of consultants for: (i) specimen design of the proposed new Westerhill Development Road and (ii) feasibility work for proposed A803 project as well as finalisation of the Agreement between the Council, Glasgow City Council and Strathclyde Partnership for Transport relating to the A803 project and as well as general support on all of the City Deal projects), supporting the refurbishments of Milngavie and Bearsden Primary Schools, the Twechar Canalside Project, supporting the refurbishment of Brookwood Villa, the feasibility and enabling works stages of the new Lenzie Academy Project, the Lennoxtown High Park Project and delivering a new Integrated Housing Management System for the Housing Service.  Assistance is also being provided to services, including Education, Social Work Services and Housing, in reviewing current policies and procedures including changes required as a result of COVID-19.  The Litigation and Licensing Team has also progressed reviews of different licensing areas including assisting the Licensing Board with the introduction of a new Supplementary Statement of Licensing Policy.  The team also continues to provide advice on a variety of pre-litigation matters and ongoing close support to social work colleagues in respect of sensitive and important matters involving children, families and vulnerable adults some of which are particularly pressing at the current time.

In respect of litigation, physical appearances in court by the team are expected to become more commonplace following the easing of restrictions.  However, it is likely that a number of hearings will continue to be virtual, particularly in relation to procedural rolls given the increased expediency and efficiency.  In recent months, heritable court actions in relation to rent arrears and evictions have resumed.  Legal Services continues to work with Housing as the number of these types of cases is steadily increasing.  Legal Services is also representing the Council in a Judicial Review in relation to a housing matter. The Team is assisting Trading Standards with a fireworks appeal, assisting colleagues in Planning with a potential prosecution of planning control breaches and assisting with Education matters.  It is also supporting colleagues in Finance with a non domestic rates appeal.

As before, a significant amount of work is dedicated to the running of quasi-judicial boards.  In conjunction with colleagues in Democratic Services, virtual meetings of the Planning Local Review Body, the Licensing Boards and the Civic Government Appeals Board are now taking place regularly, which all require expert legal advice.  Further, in light of the relaxation of restriction, previously postponed site visits for the Local Review Body have been rescheduled for 9th March.  Thereafter, it is intended to reintroduce site visits for the Planning Board following the Local Government elections, subject to the agreement of Council. 

As always and due to the nature of the work of the team, there are many matters which the team is working on which are confidential and sensitive and further detailed information cannot be given on these.

Unfortunately, there remains some vacancies in Legal Services. A recruitment process is ongoing and it is hoped that many posts will be filled in the next few months and the team will be better resourced to be able to continue to support the Council through the projects and challenges which lie ahead. 

CUSTOMER & BUSINESS SUPPORT SERVICES

Corporate Performance & Research

The Council’s annual Public Performance Report for 2020/21 has been finalised and is being designed ready for the statutory publication requirement at the end of March.  The format includes case studies of tangible examples of positive impact through case studies, which are being published throughout the year on the East Dunbartonshire Performance webpage which was updated during this past year to better reflect and present the range of performance information available to the public. The most recent case study, Improving outcomes for young people through School Education has been published to the Focus on Performance: case study section of that webpage. The final PPR report will incorporate the preliminary LGBF data, published at the end of last week.

Analysis of the LGBF overview for 2020/21, which was published by the Improvement Service on Friday 4 March is being analysed.  This is the first year of data to be wholly impacted by the COVID-19 pandemic and is not directly comparable with previous years due to the variations in collection of data, unavailability of some data and the reprioritisation of resources during the height of the pandemic.  The current IS publication does not yet include the full dataset, with some indicators not available until later this year (May 2022).  A separate Technical Note will provide an overview of the findings to date and a full report of the final dataset published in May will be presented to Council in June 2022.

The Team has been supporting the Strategic Management Team in the development of Business Improvement Plans (BIPs) for all service portfolios for the year ahead.  The BIPs will include the improvement actions and performance indicators for 2022/23, including performance indicators to be reported on a monthly basis in line with new performance arrangements, in addition to those that will be reported at 6 months and year end.  The BIPs will be considered by Council on 31 March, for implementation at the start of the new financial year.

Following agreement of the performance framework approach by both the Council in December and the Community Planning Partnership Board in January, the team are working with the Community Planning & Partnerships team to progress the local satisfaction survey and develop the approach for ensuring representative participation throughout the area.

The Corporate Performance & Research team continues to support the collation and reporting of ongoing Council COVID data returns across a number of service areas.  The team also continues to support data collation and quality assurance for wider performance reporting including the preparation and submission of statutory returns and local performance indicators as well as wider data analysis across Council services and HSCP social care services.  The team supports the response to FOIs across the social care service, and volumes of these have increased in recent months.  Quality assurance improvement and data cleansing activity is ongoing to ensure accurate data and confidence in data returns.

The annual insurance renewals process continues across all service portfolios to prepare requirements and ensure adequate cover is secured at policy renewal and that best value is achieved for our insurance cover.  The team is also progressing the 

development of the Business Improvement Plans for 2022-25.  Comprehensive guidance has been issued to Executive Officers and development sessions made available ahead of finalising the BIPs for the year ahead.

Communications & Engagement

The Communications Team continues to provide 24/7 communications support for emergencies and essential out of hours messaging.  Sharing messaging in relation to current Covid-19 status continues with an ongoing focus on the uptake of vaccination and the ongoing encouragement of community testing and reporting of test results.  Promotion of the expanded availability of lateral flow testing kits through Council facilities (Community Hubs, community centres and leisure centres) also continues.

Website

The website continues to be updated daily in line with service requirements, and to link to the latest guidance and Covid-19 support initiatives. Business grant initiatives in relation to COVID-19 continue to be update din line with the changing requirements and schemes available.  Updated information and application forms are prepared for the website as required. 

The publication of Technical Notes on the Council website continues, with a further 23 having been issued over the last month and published to the Technical Note page in line with the agreed approach.

Consultation

The team is supporting two current consultations, through the establishment of surveys development of web pages and production of promotional collateral to raise awareness and encourage participation:

• Locality Plan Consultation This consultation is seeking views from the communities in the established Place/Locality areas in Auchinairn, Hillhead, Lennoxtown and Twechar to inform the revision of the Place/Locality Plans for the next five years. In addition to the survey on the Council website, outreach work is taking place and promotion through posters and leaflets as well as social media continues in the target areas.
• Bishopbriggs Business Incubation Centre Plans

Media Management

Media management has seen the team respond to 40 media enquiries over the last month, significantly more each week than in recent times, but all meeting publication deadlines.  A total of 20 media releases have been issued over the last month with predominantly positive coverage online and print media for the Council.  The media releases issued included Seeking views on developing a new business centre in Bishopbriggs (part of the City Deal project), agreement of the Council Budget and 10 year Capital Programme and the Housing Revenue and Capital Budgets, the Council showing its support for Ukraine, promoting our successful apprentices for Scottish Apprenticeship week, a new waste campaign, introducing new materials that can be recycled and welcome to your vote day ahead of the local elections in May.  These and all media releases are available in the News Section of the Council website.

  

Social Media

Social Media messaging remains a key focus and effective channel for engaging with East Dunbartonshire communities with a total of 329 posts over across our two busiest channels (Facebook and Twitter) in the last month (173 or 53% on Facebook and 156 or 47% on Twitter).  Twitter currently has just over 19.3k followers and a total reach for the period of 3.15 million.  Facebook currently has just over 20.6k followers, and a reach over this recent reporting period of 998.8k.  The posts with the greatest interaction were all on Facebook, with the expansion of recycling performing best.

Top Twitter Posts for reach:

The top posts for reach for Twitter this reporting period have been in relation to road closures. reach in the past three weeks have been the posts in relation to a traffic issue on Drymen road as a result of an incident, Scottish Water works on Stockiemuir Road and new planters and street furniture at the start of the West Highland Way in Milngavie:

Top Facebook posts for reach:

The top posts for reach for Facebook this reporting period have been in relation to road closures.  Reach in the past three weeks have been the posts in relation to the expansion of what can be recycled, road closures as a result of flooding and the Place area consultation to revise our locality plans:

Customer Services

The Emergency Response Centre continues to provide customer support 24/7 for the hour care alarm service, CCTV monitoring, and emergency communication across services out of hours as required. 

The wider Customer Services team continues to respond to changing priorities and fluctuating numbers of daily enquiries.  This includes changes and impacts on Council service delivery and service changes and also clarification of information in relation to COVID-19 including signposting to relevant Government on NHS information in relation to vaccination and testing and to announcements as these are communicated and promoted. 

An appointment system remains in place across the four Community Hubs.  Appointments are available for licensing, registration and for wider customer service delivery. Customers do still attempt to attend during opening hours without appointment, with the team supporting this wherever possible.  To address current demand and recruitment and training challenges, the Community Hubs continue to operate reduced hours of 1pm to 4pm.  This is currently delivering enough appointment slots each day/week to meet demand for face-to-face delivery and has a beneficial effect on call response times.  Registration services (delivered by Customer Services Agents also trained as Assistant Registrars) continue to effectively provide a 5-day service delivery in line with current guidance and by appointment.  Death registrations are delivered remotely through telephone appointments, initially from Kirkintilloch Hub, but now from the registration offices in each of the four Hubs. Birth registrations are being undertaken in real time with a preliminary telephone appointment prior to a face to face appointment for the final stage and signing of the register.  A strict appointment system also remains in place for marriage paperwork submission.  Ceremonies are being delivered at the former Registration Office on Southbank Road which has been risk assessed and appropriately signed for those attending.

The team has been involved in the promotion of the U22 free bus travel initiative, working closely with colleagues in communications, education and business & digital change to target appropriate communications to key audiences, and responding to applications and enquiries.  The also team continues to lead on the processing of school clothing grant and free school meal applications. 

Shared Services

The school support co-ordinators (SSCs) continue to be involved in the implementation of the interim processes due to the retirement of the SEEMIS Finance module.  Processes are taking longer as the SSCs and schools adapt to the new systems and processes.  The SSCs and their clusters are also adapting to the new processes for supply teachers to ensure supply teachers are paid on time.  The SSCs continue to provide cover in school offices due to a shortage in clerical/admin staff due to the effect of Covid/self-isolation rules and normal illness.

The Transport Team along with their day-to-day work have collated paperwork for Round 1 of the tendering process and submitted this to Procurement colleagues for tender.  The team have been working to resolve issues on mainstream transport including COVID (drivers isolating) and bus breakdowns.

The Residential and Homecare Teams are still processing changes due to the recent Scottish Government Adult Social Care Pay uplifts.  In addition, the team are extremely busy due to a change in the process of recording variations as part of the Scotland Excel Audit process. 

The Education Maintenance Allowance (EMA) Team are finalising all EMA information for the end of the financial year.

The Direct Payment Audit Team continue with their day-to-day audits, while additional resources have been recruited to deal with the increasing workload.

The P2P Team are working on business as usual processing payments for taxi contractors for schools’ and SW contracts.

In addition to supporting numerous processes across a number of directorates, the General Team continues to support the Test & Protect Service through the National Assistance Helpline (NAH).  Outgoing contacts have increased by 10% over the last two weeks and are now between 250 and 260 per week.

Care of Gardens is scheduled to restart next month, the team have contacted customers to invite applications.  The team will arrange invoices and liaise with colleagues in Greenspace

The Complaints team continues to record and process formal complaints.

The Social Work team continues to process referrals for both child and adult services, including Child Protection and Homecare.

There are projects ongoing within Business Support including

• Review of Blue Badge process
• Next roll out of the Scottish Milk & Health Snack Scheme

Revenues and Benefits

The Scottish Welfare Fund continues to place extremely high demand on services we deliver. Self-isolation support applications have increased reflecting the increased number being received from Test & Protect and are prioritised along with the crisis grant applications. Crisis grant applications continue to be much higher than this time last year and it is anticipated the number of applications will continue to increase due to the current cost of living crisis. The situation in Ukraine and the effect that it is having on prices indicates that the most challenging period of the SWF scheme since its introduction in 2013 shows no signs of ending with particular concern on fuel prices for the next year.

The team completed the annual billing process on 5 March 22.  Just under 48 thousand bills were issued and should be delivered week commencing 7 March.  This will result in an increase in phone calls from residents.  In addition, 5700 benefit notifications were issued, again this will result in an increase in customer queries over the next few weeks. 

The team are now preparing to reissue 23000 bills as a result of applying the £150 fuel payment which will be credited to 23,000 council tax accounts during April 2022.  All residents in receipt of CTR and those in band A-D will receive a second bill in April with details of the credit.  The annual bills included details of the process and that customers’ could expect a second bills if they were eligible.

Non Domestic Rates cases remain higher than pre-Covid levels, collection whilst significantly improved compared to 20/21 still remains considerably below the 19/20 levels at this time.  Rates collection is proving extremely challenging in the current climate.

The Benefits area continues to deal with high levels of enquiries and applications, particularly for Council Tax Reduction.  We are continuing to meet our performance targets in this area.  The Housing Benefit Accuracy Initiative is continuing in line with the DWP requirements.  We are also working on the significant changes to the Council Tax Reduction legislation which are effective from 1 April 2022.

Council Tax and Council Tax Recovery continues to be busy with significant numbers of customer interactions.

Where services are issuing debtors’ invoices recovery is continuing as normal.

ICT

The Infrastructure Team continues to support the major assets programme in particular the new Boclair Academy and various transformation projects across the Council.  The team are also planning upgrades to the schools network infrastructure and device replacement programme.  Work to move the locker rooms in Broomhill are at the scoping stage with ICT involved in removing the structured cabling from the proposed new site.

The team continue to work closely with the Business and Digital Change Team to deliver the implementation of Microsoft Office 365.  A number of projects are progressing including AD cleansing, 2 factor authentication and tenancy set up.

The global supply chain remains an issue for all ICT supplies.  The team are mitigating the impact through monitoring lead times and placing orders earlier than normal.  Despite this, existing orders continue to change given the impact of both Omicron and the heightened global security situation.

The Support Team continue to provide support across the Education and Corporate estates working to agreed SLAs.  The team are supporting colleagues in Legal and Democratic Services in their preparation for the May elections.

FINANCE & AUDIT

All staff within the Finance and Audit Teams continue to work within current protocols supporting key activities across all Services, including business grants, support payments, vaccination & asymptomatic testing and any new ringfenced activities as the policy response to Covid continues.  This includes working with legal and operational teams to coordinate grant awards with finance teams supporting any reporting requirements therein.  Finance Officers continue to work on financial returns for the Scottish and UK Governments and on systems improvements and issues such as cashless hubs.  Financial returns to the Scottish Government continue to be resource intensive with increased frequency and now new grants being awarded.

Council agreed its Budgets for Revenue and Capital covering Housing and the General Fund on the 24 February.  This included agreement on the required uplift in Council Tax at 3% and rents.  Such work represents the conclusion of the Council’s Budget planning with significant briefing, reports and underlying analysis now completed.  In conjunction with other Services, Officers will now complete the annual billing process and the finalisation of the accompanying Council Tax leaflet to be included in the letter sent to all households.

In the period since the Council Budget the Scottish Government has also finalised its processes with the Finance Order and Budget Bill now complete.  Upon conclusion a number of additional undistributed sums have now been made available with the team engaging with services and reconciling the amounts therein to new operational requirements.

Period 10 financial reporting is now largely complete, however, with Council meetings being revised, these will now form part of the agenda for the meeting on 31 March.  These continue to track the course of Covid through our financial commitments with implications across all areas with this being required through Standing Orders and Financial Regulations.  This agenda will also include other policy development work managed and potentially the Financial Overview Report which may be published by Audit Scotland between the time of writing and the meeting itself.

With the Budget and Period 10 Reporting now completed attentions are turning towards the financial year-end with an early engagement meetings being held with Audit Scotland our external auditors.  This work is important to set expectations, manage resources and identify any issues at the prior to work taking place.  The meeting also included consideration of issues identified in prior year with updated being provided and a discussion on fraud risk as this is a requirement on international standards of auditing (ISA 240).  No material issues or risks were noted with the process moving forward as planned.

The Treasury team continue to monitor cash flow closely due to the increased financial transactions due to Covid, ensuring that there is liquidity for all Council activities, including all the various Covid grant payments.  Additional borrowing was taken immediately prior to the interest rate increase to 0.5% to continue the low rates within the Council’s temporary debt portfolio.

Operational changes within the Corporate Fraud Team continue to be implemented to create additional resource capacity.  This is now required as part of assessing the validity of business grants claims as they are received.  Support has also been provided by reviewing the questions asked in the draft Hospitality & Leisure Application Form and agreeing some changes with 

Business Support prior to ‘go live’ in order to reduce associated fraud risks.  In addition, the Chief Internal Auditor has phased certain aspects of the audit plan where the responsible Executive Officer or Team is required to support new or accelerated processes.  Audit work is, therefore, giving due cognisance to ongoing Command & Control arrangements with any new capacity being applied to support the required audit checks as part of new grants, processes including appeals and controls.  Subject to capacity, the following audits are nearing completion: Memorials & Headstones Procedures, Housing New Build Developments, Financial Assessments Process and Control Self Assessments.  Other audits that are in progress include School Funds, and Hardware Asset Management.  In addition, the team have provided consultancy support to Finance with regards to Reconciliations in order to help mitigate the impact of vacancies in the team.

Two Business Support Top Up – Hospitality Fund appeals have been referred to Internal Audit.  The first appeal was upheld on the basis of a reconsideration of the business type and is now deemed eligible for payment.  The second appeal is in progress.  Two Appeals were also received for the Scottish Government Coronavirus Taxi and Private Hire Vehicle Driver & Operator Support Fund 2022.  However, following Scottish Government and COSLA agreement that an extended version of the existing fund would be available, the appeals have been paused, to allow applicants to reapply under the new expanded criteria.

Work has been carried out on the 2022/23 Internal Audit Plan, with areas of focus agreed with Senior Management.  The full plan will be presented to the next Audit & Risk Management Committee in June 2022.

HEALTH AND SOCIAL CARE PARTNERSHIP (COUNCIL DELEGATED SERVICES): SERVICE UPDATES: Friday 11 March 2022

HSCP BUSINESS CONTINUITY

All departmental and overarching Business Continuity Plans were updated ahead of the Winter period and a Covid-19 annex to the HSCP Business Continuity Plan provides detailed information on essential service prioritisation approach, team consolidation plans, public protection arrangements, arrangements to support and sustain commissioned services, arrangement for sustaining staff capacity and communications.  Virtual management team meetings are well established and the HSCP Board continues to meet virtually, most recently on 20 January 2022.

Performance and activity reports continue to be prepared for consideration by the HSCP Board as normal. These provide indications of service activity and outcome impacts as a result of Covid-19 across HSCP functions and services, as well as reporting on normal business activity and performance. A significant number of additional reporting asks have emerged in recent months linked to desire at a national level to understand social care demand and capacity.

PUBLIC PROTECTION

Public protection work, which includes child and adult protection, drug and alcohol services, metal health, and a range of justice services, continues to be prioritised. Incoming referrals for adult and child concerns, with some fluctuation, are at a high and sustained level. Statutory mental health interventions with individuals have also been at a high level.

The Public Protection Chief Officers Group (COG) continues to meet virtually. The Public Protection Leadership Group established at the outset of our Covid-19 response has continued. This ensures ongoing management oversight of all operational matters and statistics relating to Public Protection, in a manageable manner.  The local Child and Adult Protection Committees continue to review expected business items, alongside data and emerging risks and issues.  Child Protection procedures are now due to be updated in line with changes to national guidance. New refreshed data collection approaches are due to be introduced for both adult and child protection services.

SERVICE DELIVERY IMPACTS

Most social care services continue to be delivered on a business as usual basis e.g. statutory assessment and supervision services, care at home and residential care. Building based day and respite services have all now resumed, working on a revised and reduced capacity basis, including Kelvinbank Resource Centre and Milan, and capacity increases have been implemented in line with national guidance.

ASSESSMENT AND CARE MANAGEMENT

Social Work assessment and care management referrals are operating at or exceeding pre-pandemic levels with notable upturns in drug and alcohol, mental health, community care and community nursing service requirements.  There are a significant number of people in the community waiting for completion of a formal assessment, or review to inform care decisions.  Additional funding provided by Scottish Government to support winter pressures has been used in part to add to the assessment workforce to support addressing this backlog of this service demand, but that work is set against a context of increasing levels of referrals.  Numbers of East Dunbartonshire residents going to and being admitted to hospital continues to be high with a resulting pressure around people whose discharge from hospital is delayed. Care Home closures, as a result of covid outbreaks continue to be a significant factor in slowing down people’s ability to move into their correct care setting. Work to ensure people can move on from hospital either home or to an appropriate care setting is a current priority but numbers of delays are currently higher than our target and have been for some weeks. 

DIRECT SERVICES

All of the Council’s in-house social care services continue to operate. Our day services are operating on a limited basis.  The Outlook and Outreach services operate an emergency response to families and individuals in crisis.  The oversight of all registered services, including those delivered by 3rd and independent sector partners, is monitored via the HSCP Oversight Group which has input from Public Health.

It has been noted that the volume of demand, and levels of need and complexity of care required for people accessing our care at home and rehabilitation services is particularly high and our care at home service, and those we commission, continue to be stretched. Care at Home services have developed a risk and priority rating system to support targeting of services at those most in need, and those who have no other way of being supported, in the event of workforce shortages. This risk rating system would see families potentially asked to step in to provide some aspects of care packages where possible, when staffing number drop, for sickness or self-isolation reasons. Additional Scottish Government funding has been provided to support delivery of service in the community and a significant amount of the East Dunbartonshire allocation has been targeted at increasing the Care at Home workforce. Recruitment has yielded positive results so far however it should be noted that in some cases this represents movement between employers rather than actual additional overall workforce numbers.

Joint working with trade union colleagues continues to be very positive in responding to issues on the ground.

TESTING FOR SOCIAL CARE STAFF & VACCINATIONS

Testing processes for staff continue to be in place in line with national and local guidance.

Initial discussions have commenced in relation to flu, and potential covid vaccination programmes for 2022-23.  Delivery expectations are still not clear but it is understood that the HSCP will be expected to deliver the programme to those in care homes and people who are unable to leave their home to attend a clinic.

SUPPORT TO CARE HOMES

A high level of support continues to be provided to care homes.  Processes for regular staff testing and enhanced outbreak testing of residents where required are well established.  Indoor visiting in care homes is in place in all services in the area, outbreaks allowing.

OTHER

Over recent months the HSCP has been developing and consulting on the new HSCP Strategic Plan 2022-25, which will be supported by one year ED HSCP Delivery Plans, which set out the detail below the strategic level.  The strategic and delivery plans are now in final draft form, the consultation having closed, and will be considered by the HSCP Board at its meeting of 24 March 2022.