Technical Notes 2022, Issue 58 - Coronavirus (COVID-19) – Service Updates (25 March)

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

As you will be aware, further relaxations of the remaining legal requirements in relation to COVID-19 were introduced from Monday 21st March, although the legal requirement to wear face coverings on public transport and most indoor public settings will continue until at least early April. National and Greater Glasgow & Clyde wide case numbers remain high with a consequential impact on our local communities, within schools and across our workforce. 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:

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.   Engagement meetings with displaced employees have concluded and final offers issued.    A recruitment exercise will commence shortly to fill remaining catering and cleaning vacant positions within all premises.  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.

Planning is underway to support the delivery of Snack n Play during the Easter holiday period, this consists of Janitorial, Catering and Cleaning services within six identified Primary schools.

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 its 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 anticipated that face to face interviews will recommence during April 2022.  This week and next the Team is currently prioritising end of year reports/stats.  Further updates to follow.

Homelessness List

There are currently 98 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.

COVID19 Hardship Fund

To date, 76 awards have been granted and the Homelessness Team has spent £92k of the £105k awarded from the Scottish Government to prevent homelessness for households impacted by the COVID19 pandemic.

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

 Housing Operations

The Estates team continues to work closely with Property Maintenance to ensure void properties are turned around as quickly as possible.  There are currently 43 properties undergoing empty house repairs.  Since April 2021, a total of 351 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 9 properties which are due to become available for allocation within the next 28 days. 10 properties have been purchased from the open market this year and all have been allocated from the waiting 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. 116 new tenancies have been created since April 2021 as a result of nominations 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 remaining 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 70 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 as well as complaints received of a more serious nature.  This joint working includes monthly meetings to discuss the most complex cases.  In relation to anti-social behaviour, 1 tenancy has recently been converted to a Short Scottish Secure Tenancy (SSST) 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 is being offered to tenants whose circumstances have changed as a result of the pandemic, or, they 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 83 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. These actions include taking legal action against tenants with increasing and significant rent arrears. Evictions have also now resumed for tenants in serious rent arrears who are not keeping to agreements/not paying anything. 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 £1,411,661 (week 50).

Tenant Participation

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

Systems, Policy & Performance:

• The policy team continue to develop the new Local Housing Strategy (2022-2027) - Option appraisal workshops have been ongoing and we are now at the stage of scoring each option on its’ impact on the vision, deliverability and funding etc.
• The team also continue to review policy and procedures – allocations policy, tenant participation strategy and asset management strategy which are all due this year.
• The IHMS project team continues to grow and the Housing team are working with the change team to progress process mapping of all housing processes.
• The Team is liaising with the 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.
• In the process of liaising with the development team to work out processes for extensions and conversions going forward - a report will be submitted to committee in June re the loft conversion just completed.
• Wardens (Sheltered Housing) and concierge service in the process of moving from HSCP and FM to Housing. The concierge will transfer on the 4th April and we are hoping to transfer the wardens on this date too.
• Performance team is working towards year end data collection and putting templates in place to ensure a smooth process come the 31st March.

Working with procurement to put in place a new estate management tender to cover all factoring and gardening work for the estates team.

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 team are handling a high volume of calls and enquiries from drivers and operators as they administer the various strands of this grants programme.

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.  In line with the approved governance, Council will be updated on progress at key milestones with the next report due to be reported to Council on 31 March.  Work has been completed on the Waterside Greenspace Improvement Plan, setting out proposed improvements to play facilities and greenspace within Waterside, and a Technical Note will shortly be circulated with the finalised Plan with implementation in due course.  Work has also commenced on the preparation of the new Greenspace Strategy.  The Local Development Plan 2 Examination continues with 11 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.  Feasibility study looking at Town Centre Incubation Space is underway and is work that will contribute to development of OBCs.

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. Scottish Government Vacant and Derelict Land Fund was achieved by the team to help support the Kirkintilloch Community Sports Hub development.  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.  The Planning Board Enhanced Briefing for Elected Members has been delivered in advance of Planning Board next week. 

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 completed the first full round of the seasonal garden waste collections and have advised that tonnages are high for this time of year, which is likely due to the period of mild weather recently. Officers are currently recruiting to fill seasonal vacancies to support the delivery of this service.

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 demands rising due to the ongoing campaign to increase food waste participation and recycling across the authority. Crews continue to deliver additional bins and replacements as quickly as possible and as resources allow.  

Additional Plastics Recycling Service

Following on from previous correspondence on this subject, from Monday 28th March residents will be able to deposit additional mix of materials within the dry recycling streams. In conjunction with the Corporate Communications team, Waste officers have been running a campaign throughout March in order to advise the additional recycling, which will now allow residents to place a comprehensive range of plastics, bottles, food trays, pots, films and foils in the brown recycling bin for treatment and processing. It is considered that this will have a positive impact on increasing recycling performance whilst also further reducing waste entering landfill.   

Update on Food Waste Recycling (Flatted Properties)

Officers are currently undertaking a review of recycling services provided to flatted properties across the Authority. The team is looking to establish opportunities to increase the provision of food waste recycling for the remaining locations, identified as not suitable due to storage capacity or where there was resistance for participation in the service in the past. 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.

FLEET SERVICES

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.

The service has recently taken delivery of 48 new vehicles and items of plant in the lead up to the end of the financial year. Further assets are still outstanding delivery and will be received in the coming months due to significant delays in new vehicle availability and associated global supply chain shortages.

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 and in delivering through the pandemic response. This ongoing work continues to present a major pressure on the fleet budgets.

PLACE & COMMUNITY PLANNING

Community Protection Service

Environmental Health Team

Environmental Health are continuing with the resumption of Official Food Controls and other statutory duties.  Nonetheless, the incidence of 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 regularly 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 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

Officers continue to proactively engage residents in our Place areas to participate in the review of our Place Plans (Locality Plans).  Positive comments have been collected following successful multi-team/organisation delivery of door-to-door street work and pop up stations in Auchinairn, Harestanes, Hillhead  Lennoxtown and Twechar.  Activity based events have been well received including foraging walk in Lennoxtown, Wellness sessions in Auchinairn and Hillhead.  To-date 485 individuals have participated, and four bletherbox sessions have been hosted.

The refugee coordinator continues to provide wrap around support to our families supported under the VPRS programme.  Some of the families are receiving intensive support around complex and emotional issues.  Families are being signposted to specialist legal immigration advice to progress application for indefinite leave to remain.  This is how individuals settle in the UK, and is also called "settlement".  It give individuals the right to live, work and study in the UK for as along as they would like.  The individuals can then choose whether they wish to apply for British citizenship.

The Team continue to support and work alongside other partners to progress the other managed resettlement programmes including ARAP/ACRS, however the home Office have not matched any families to properties identified by EDC

Officers continue to work with strategic partners to progress actions and key performance indicators to deliver community learning and development. In response to supporting and targeting vulnerable individuals, who experienced isolation and poor well-being during COVID, our Community Development Workers having connected with New College Lanarkshire and Early Years Workers to help establish art classes in Lennoxtown. The class worked together on a lockdown-inspired backdrop artwork which was displayed at the recent Kirkintilloch in Lockdown Community Arts Festival.

A successful Grants Advisory Committee meeting was hosted where the meeting discussed the 49 eligible projects applied to the grant scheme in round two, requesting total funding of £92,070.  17 of these groups were new groups to the Community Grant Scheme and awards are recommended to 13 of these new groups.  Total awards recommended for 45 projects this round is £60,781.  Whilst this takes us slightly over the budget for this year, there was an underspend in CGS last year due to COVID.

The team continue to assist with the operational working groups delivering the Local outcome improvement Plan for East Dunbartonshire.

Our Equalities Officers continues to connect with informal and formal organisations working alongside individuals with lived-experience.  Informal conversations have been hosted to explore opportunities to support delivery of the British Sign Language Plan.

Community Testing and Vaccination Support

Community Testing

The Test and Protect Transition Plan was announced by the First Minister on 15th March 2022. The Plan outlined that due to the widespread vaccination coverage and access to new Covid treatments, testing is changing from population-wide testing to a targeted response.  The changes are as follows:-

·     Pharmacy collect for LFD kits will cease on the 31st March 2022.

·     From the 18th April there will be no requirement for those without Covid symptom to take LFD tests.

·     Until the 30th April, anyone who experiences Covid symptoms should continue to isolate and book a PCR test as they would currently do.

The impact of this is that the Asymptomatic Test Site at the War Memorial Hall will close on the 14th April 2022.  The MTU at Huntershill Community Sport Hub will remain open for PCR testing until 30th April 2022.

For the period 18th April 2022 people without symptoms will only be able to access LFD kits if they are a close contact of someone with Covid, or if they are visiting a hospital or care home.

The team continue to provide asymptomatic testing, and LFD collect at the War Memorial Hall and the Testing Bus.  LFD kits are also available for uplift at the Community Hubs and Leisure Centres

Vaccination Centres

The focus of the vaccination clinics until the end of April are the over 75s, clinically vulnerable and 5 – 11 year olds.  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.  It is anticipated that the clinics will become busier as the appointment letters for the over 75s were due to be issued last week. The clinics are also undertaking pneumococcal vaccinations.

Discussions are ongoing with the Scottish Government and the NHS in relation to the Transition Plan for Community Testing and the Vaccination Programme for 2022 and beyond.

ROADS & ENVIRONMENT

Roads Development

• The coring contract has had 4 bids, these to be assessed by officers prior to awarding of the contract.
• Site visits with statutory undertakers to identify reinstatements suitable for coring.
• Inspection of utility works at developments.
• Continuing to meet with developers to inspect sites and address any onsite issues.
• Site meetings to inspect developments prior to adoption by EDC
• Distribute planning applications to officers for their comments on developments.
• Coordination of future works, road openings and temporary traffic management.
• Assist with adoption enquiries.

Roads Bridges & Structures

• General and Principal reports for structures due in 2021/22 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, excess of £10m of assets added to database so far.
• Emergency repairs to Glasgow Road bridge, Milngavie.  Scottish Water have sent an estimate of liability to the Council and this is being evaluated.
• All previous assessment reports are being reviewed to determine which bridges now require to be re-assessed.
• The Structural Engineer is retiring in July and preparations for a hand over are underway.

Roads 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.

Roads 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.
• 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 5330 m2 of our network in March 2022.
• We continue with a Hotbox vehicle on the network to “find and fix” surface defects on main roads in order to complete the backlogs and speed up response to defect enquires in the system.
• Roads officers continue working on tender evaluation exercises to employ external contractors to increase carriageway-resurfacing action planed in network in next following months.
• Following the coal tar tender contractor withdrawal, we have now arranged for the second placed tender contract who has accepted the contract and plans are being establish to create a works program and book road space.
• A number of Winter Maintenance actions have been completed as per Winter Duty Officers instructions.
• Winter Duty officers continue 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.

Streetscene 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 completed at flood affected area, Parkburn, Kirkintilloch
• Interviews for Streetscene seasonal posts being carried out with a start date of 4th April. 
• Preparations underway for the change of seasonal tasks.
• Verge cleaning Chesters Road and Peel Glen Road both completed.
• Liaison with Roads and Glasgow City Council regarding joint clean up and repairs on Boclair Road, Bearsden.
• Preparations ongoing for commencement of Summer Hours on 27th March.

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
• Ongoing work with consultants and SEPA 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.
• Pathwork improvements completed 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. Ongoing should be completed by 21 march
• 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.  Cairnhill Wood Nature restoration Scotland grant fund work is nearing completion with some planting and fencing still to be completed.  West Balgrochan and Colquhoun Park bat boxes installed
• 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 now completed also requires some small minor repairs for timber works on site.
• Ongoing surveying and removal of dangerous trees or limbs; scheduling of tree works in new financial year.  Negative tree survey commissioned for Whitehill Woods, Bearsden. Trees now removed waiting for negative tree survey.

• 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.continuing 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.
• Whitehill Woods, Bearsden.  Negative tree survey to be carried out and two trees felled on an emergency basis.
• Resurfacing of the Froggy Path, Colquhoun Park. Start Date 23rd March
• Merkland Pitch fence, contractors on-site, envisaged to complete bye end of March. Ongoing.
• Input into Additional Capital investment for drainage, active travel/access and footway surfacing.
• The team continues to respond to high volume of open space, tree and bereavement enquires, along with planning application consultations and complaints.
• GIS team working on the layering for tree retention plan for Glazert flood works.

Mugdock Country Park

• Team responding to fatal incident at Craigend Quarry on 19th March.
• Room and land hires are continuing to increase with bbqs, room hires and children's parties;
• A number of film companies have been using the Park for productions;
• Events have been taking place this past fortnight including Stargazing at Mugdock, Sensory Sunday and a Guided Walk;
• Countryside Rangers have visited local schools with education topics covering a range of biodiversity and conservation topics;
• Land management continues to tackle invasive species,  cutting back rhododendron, planting trees and surveying habitats;
• Development projects include replacing the BBQs, improving the Walled Garden, renovating the Theatre and completing the Campsie Room for hire;
• Ongoing works include Yard improvements, car park improvements, pathworks, Courtyard improvements.

EDUCATION, PEOPLE & BUSINESS: SERVICE UPDATES:

EDUCATION

Covid-19 Update

New guidance for schools and early years was updated on 17 March 2022 and can be found online using the links below:

• Schools: 
• ELC:

It is much shorter than the previous guidance as it removes virtually all mitigations.  The schools document is 18 pages long but comprises only 10 pages of core guidance (the remainder is made up of:

• ventilation guidance;
• key scenarios and readiness expectations should the pandemic take another unwelcome turn;

The ELC guidance is of a similar length.

The key points from the guidance are:

• Paragraph 2:  This guidance replaces the previous ‘Reducing Risks in Schools Guidance’ and applies from the return of schools after the Easter break.
• Paragraph 14: Any activity that is not specifically precluded by the guidance is permissible (subject to normal risk assessment).
• Paragraphs 20-37:  These paragraphs set out ongoing key considerations.  Namely:
  • Staff and pupils should stay at home and isolate in line with public health advice (i.e. if they have symptoms, have tested positive, have been instructed to isolate or are over 18yrs and 4mths and are identified as a close contact of a positive case and are not fully vaccinated)
  • Good hand and respiratory hygiene to be maintained alongside regular surface cleaning.
  • Guidance on ventilation should be adhered to.
  • Face coverings should continue to be worn when in indoor communal areas and when moving around the building.
  • Recommendation for staff to undertake twice weekly LFTs will end on 18 April (so the programme and provision of tests will stop at the end of this term).
• Paragraph 38: This sets out planning assumptions and some key restrictions that will no longer apply from the start of the new term after Easter.

Letter from National Clinical Director

On 21 March 2022 a letter from the National Clinical Director, Professor Jason Leitch was issued to all parents, and is attached for your information:

Easter Holidays and Snack and Play Provision

The Snack and Play service is being delivered over Easter in the following 6 schools.  The service will run from Monday 4th April to Thursday 14th April (inclusive) 10am -3pm each day.

   Clober;

   Colquhoun Park;

   Holy Trinity;

   Lairdsland;

   St Machan's;

   Thomas Muir.

Each of the Snack and Play Hub Schools has a link Hub Manager(s) who will be supported by a Quality Improvement Officer.

Merkland Playscheme will also operate to support children with mild to moderate additional support needs.

The criteria and application process for Snack and Play - Primary is outlined below.

The provision is enhanced to support pupils who meet at least one of the criteria below: 

•     Children from low-income households, including those priority groups as identified in the Tackling Child Poverty Delivery Plan;

•     Children who have been shielding during the pandemic;

•     Care experienced children and young people;

•     Children who have been identified as vulnerable by schools.

Head Teachers were asked to target families within their school who meet the criteria outlined above.

Targeted parents / carers completed an online application with a closing date of Friday, 11th February 2022. The allocation of places was administered centrally.

Head Teachers were told that parents should receive confirmation of a place week beginning 7th March 2022. All parents received confirmation on Tuesday 8th March 2022.

Snack and Play – Primary - Statistics

• 185 children have been offered a place at snack and play for Easter 22, of which:
• 4 have a shared place with Merkland Playscheme;
• All children have been offered at least 4 days at Snack and Play over the Easter break;
• 59 children have 5 days due to an identified additional support requirement;
• those that applied for Snack and Play and who fulfilled the criteria have been offered a place
• 59 new children will be attending who have not had a place at Snack and Play previously;
• Transport will be provided for children attending the St Machan’s hub who are travelling from Hillhead, Harestanes and Torrance as well as those children travelling form Twechar who are attending the Holy trinity hub.

Merkland Playscheme – Statistics

• There are 66 children accessing the service:
• 23 new children will be attending;
• 4 children are also accessing some time at Snack and Play;
• 39 are children who are returning to the service;
• Children have been allocated a maximum of 3 days at Merkland Playscheme.
• A transport service is offered to all playscheme children.

Scottish Qualifications Authority (SQA) Update

SQA Co-ordinators have worked with the Education Service to ensure that there is a consistent approach to the moderation of course work prior to submission of estimated grades to SQA.

All departments will work through a checklist to ensure the same steps are taken across each subject/curricular area.  Following this, the Senior managers in school will check this process has been robust and sign off the submission to the SQA. Estimated grades are required to be submitted for most subjects by the 22nd April and grades will be shared with pupils prior to that date to provide with an opportunity for discussion of any concerns arising from these estimated grades.

A letter for parents and carers has been issued this week, outlining the process for all schools and advising of arrangements for pre-certification appeals and post certification appeals. The work undertaken is building on the good practice from last session

ORGANISATIONAL TRANSFORMATION

Business & Digital Change

Business Systems

The Smart Working M365 project is on track.  The project team is working closely with the Council's Microsoft Gold Partner to configure Corporate and Education live environments transferring important skills needed to enable ICT to migrate existing teams accounts from the short-term environment temporarily created in response to the pandemic.  The new live environments will be integrated into the Council’s own ICT services and will provide the platform from which future collaboration, productivity & compliance based M365 services can be delivered.

The Planning & Building Control test system (Uniform) has been upgraded and the service are currently testing in readiness for it to be made live at the start of April.  A further 8 discrete upgrades to various modules within this suite need to be completed before the entire system upgrade is delivered.  All upgrades are on track for early June.  Once completed the systems will be supported and up to date allowing the reinstatement of the interface to the National Gazetteer.

Work has begun to meet the technical prerequisites required to upgrade the Council Tax citizens access module and service training has been scheduled for early May.  

The Job Costing & Repairs system, Servitor will be upgraded and this is scheduled for 25th April.  Once completed the service will begin testing before the live system upgrade can be carried out.  Once complete security, supportability, and maintainability of this business application will be improved.  Work continues implementing prerequisite Social Work Case Management System & process changes in readiness for changes in how Care at Home block contracts are managed. 

A Revenues & Benefits Data Extract is being undertaken to facilitate Council Tax credits to citizens in relation to rising fuel costs.  Estimates are that around 23,000 households will be eligible. 

The team s to support the Council's Business Systems resolving incidents and requests minimising operational service impact and maintaining availability of systems underpinning services delivered by the council.  The team also continues to maintain the Council’s business application register informing resource planning and strategic systems related management decisions.

Project Delivery and Transformation

The Council and the HSCP have been confirmed as early adopters of a collaboration and partnership between the Digital Office, Scottish Government and 28 other local authorities to design and procure a simplified and expedited service for the transition from analogue to digital telecare.  This “Once for Scotland” approach will include both design and supplier engagement to ensure that the Council procures the best solution possible.

The Parents Portal system continues to be rolled out across the school estate.  The portal is live in 25 schools and all remaining schools are on track to have in place by June 2022.  The team successfully supported the launch of the Childcare Sector Omicron Impacts Fund.  Applications for the fund are now closed and to date the Council has paid out over £96k to eligible providers on behalf of the Scottish Government. 

The Mavis Valley Booking System project is now complete and is being managed within Waste Services. 

The Team has continued to support the Scottish Milk and Healthy Snack scheme with the focus moving from the reconciliation of the first eight-month period to providing funding for the next 4 months.  The team worked with the Improvement Service to roll out the Young Person's Free Bus Travel Scheme, which provides free bus travel to all under 22 year old's in Scotland.  Work will continue to raise awareness of the scheme, in line with the Scottish Government's planned marketing campaign. 

Work continues to develop internal solutions to replace retiring SEEMiS functionality with options for a budget solution for Education currently being explored.  A new Employability Management System has been implemented to accurately monitor and manage the delivery of employability support to young citizens across the Council.  Delivery of the internally developed solution to replace the retired SEEMiS module for the booking of supply teachers has been completed and handed over to the Education and Finance services.

The Business Case and route to market have been approved for the replacement of the Council’s CRM (Customer Relationship Management) system.  Work is ongoing to define the requirements specification for the new system.  A Project Lead has been appointed to lead the IHMS (Integrated Housing Management System) project.  The project implementation is kicking-off with the new supplier, NEC, in March 2022. 

Business cases are in development for the following;

• Web Content Management System (CMS/Website)
• In-Cab Technology – Route optimisation
• Road Maintenance Management System
• Development of our 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.

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.  Recent meetings have also covered 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 on-going 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 bring efficiencies to this process, which in turn have allowed resources to be redirected 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%, most of which can be attributed to the increased number of posts across the Council in relation to COVID and the growth in structures following service reviews.  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 Organisation 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, Website Content Management System, Oracle, I-Trent, E-Learning Platform 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 currently 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 organisational and sectoral work streams, these include New Build and Refurbishment of Schools, 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 Modular Educational Buildings, , structural repairs and Housing Standards 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.  Updated communications and payment information are currently being progressed in line with the Scottish Government Family Pandemic Payments for the Easter period.

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.  Work is currently under way to manage the End of Financial year invoice processes, regular communications are in place to Services to advise of actions required, and best endeavours being made to ensure payments are made within the Council’s standard payment terms whilst working to the end of year deadlines.

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, including opportunities for Young people via Graduate and Modern Apprenticeship programmes

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

As prevalence rates spiked over recent weeks, services struggled but managed to contain the impact – however, over the past few days, and due to a increasing volume of covid related absences, a number of care at home (homecare) services have had to invoke contingency arrangements and consolidate runs and/or invoke RAG status - essentially ensuring those with the highest level of need and presenting risks received cover.  Hospital discharges continue to be a pressure particularly in the Kirkintilloch and Bishopbriggs areas as providers, due to the reasons outlined above are unable to accommodate new and/or increased care packages.  P&D continues to support providers and monitor impact on a daily basis.  P&D arranged an impromptu care at home Provider Forum earlier this week to gauge impact and capacity levels, contingency planning and RAG updates, reporting requirements, check providers/staff wellbeing and extend offers of support during this particularly challenging period. In addition, P&D continues to offer enhanced support across care homes – there are currently seven homes in outbreak, and wider third sector to help manage and mitigate service disruption and potential sustainability risks.  The team attends the HSCP’s Flash and Oversight meetings to provide daily updates on the status of commissioned services and agree any necessary intervention / contingency action.

 

In addition to daily TURAS reporting across care homes, P&D also collates and reports on staffed care home beds available per day to help inform and support hospital discharges and care at home pressures.  Care Home assurance and audit visits are currently being finalised and help to improve service performance and compliance levels.  Improvement actions are captured within agreed action plans and monitored by P&D.  

 

P&D is progressing the latest Scottish Living Wage uplift (£10.50) which is due to be implemented on 1st April 2022.  P&D is working with Legal and Finance colleagues to support implementation of this priority which requires 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 market’s ability to retain existing carers – inevitably reducing capacity levels and adding to the pressure outlined above.  Vacancies continue to be backfilled by office staff and management whilst providers explore alternative recruitment routes.  P&D monitors regularly given the potential impact on in-house service delivery should a third party provider be unable to deliver contracted hours/packages of care.  

 

As the new financial year approaches, providers are starting to submit requests for increased rates (over and above SLW uplift) to cover staff cost differentials and other cost pressures including transport, utilities and insurance costs.  P&D reviews all such requests , benchmarks against other similar service delivery models, liaises with host authorities and if /where required, meets with provider finance managers to discuss in more detail before referring to the HSCP with recommendations for accepting or rejecting.   

 

Other work stream priorities include: establishing Schedule of Rates to support Fair Access Policy implementation, monitoring commissioned hours and spend in relation to homecare and supported living services, commissioning bespoke / individual services, supporting a number of strategic work streams including Learning Disabilities, Mental Health & Alcohol and Drugs and Older People, processing invoices and provider sustainability payments.  With regards to sustainability payments and to ensure that payments continue to be reclaimed through the HSCP’s local mobilization plan, providers are required to submit year end claims along with supporting evidence to the P&D team by 14 April 2022.  However, there is a recognition that whilst the social care sector is responding to the ongoing pandemic, flexibility in terms of this deadline is required and providers may seek an extension up to 30 June 2022 subject to prior discussion and agreement with the HSCP.  

 

Commissioning business is prioritised daily and within available limited resources – which are further reduced following the commencement of a planned long-term absence within the team.  Inevitably, this means there is and will be unavoidable slippage across areas of business.  However, following a recent service review, the team is being expanded with several key posts currently at recruitment stage and with others set to follow in the coming weeks adding much needed capacity and resilience to the team.

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 10 - 24 March 2022, 43 births, 73 deaths, 14 marriages and 1 Civil Partnership 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 5th May.    The Notice of Election was posted on 14th March and nominations opened on 15th March, closing at 4pm on 30th 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 have been issued and are with the electorate.

Information Management

The team continues to support to 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 which 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 is also involved in election planning.  This includes putting in place training for members post election.

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 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, the Mavis Valley Phase 2 Project, the progression of consultancy services in support of investment in housing at Townhead and Ellisland in Kirkintilloch 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 took place on 9th March.  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 designed ready for the statutory publication requirement next week. 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. This page as updated during this past year to better reflect and present the range of performance information available to the public. The final PPR report will incorporate the preliminary LGBF data.

Analysis of the LGBF overview for 2020/21, which was published by the Improvement Service on Friday 4 March, has being undertaken. 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). Technical Note 50, issued and published online on 15 March, provides 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 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 in April.

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 framework itself for ensuring representative participation throughout the area for all consultation and engagement activity.

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 continued to increase. 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 from 1 May. Plans are also being developed to prepare for the insurance tender process, which needs to be undertaken this coming year and which requires resource input form a number of teams.  Work is also ongoing on updating risk registers for the COVID recovery period and beyond.

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 10 having been issued over the last fortnight and published to the Technical Note page in line with the agreed approach.

Consultation

The team is supporting the ongoing consultations 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. The consultation closes next week on 31 March 2022.

Media Management

Media management has seen the team respond to 11 media enquiries over the last two weeks, all meeting publication deadlines. A total of 3 media releases have been issued over the same period with predominantly positive coverage online and print media for the Council. The media releases issued included the completion of the Flagship Housing Development at the TJ House site in Kirkintilloch, progress on the delivery of the new Allander Leisure Centre in Bearsden and a call to young voters urging them to ensure they are registered to vote ahead of the local government 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 156 posts over the last reporting fortnight, across our two busiest channels (Facebook and Twitter).  80 posts or 51.3% were on Facebook and 76 or 48.7% on Twitter.  Twitter currently has just over 19.3k followers and a total reach for the period of 1.58 million. Facebook currently has just over 20.6k followers, and a reach over this fortnight reporting period of 553.8k. The posts with the greatest level of interaction continue to be on the Facebook channel, with the posts in relation to the expansion of recycling performing the best.

Top Twitter Posts for reach:

The top posts for reach for Twitter this reporting period have been video produced with a local parent to encourage sign up across our schools to the Parent Portal, the post encouraging young people to ensure they are registered to vote ahead of the local elections in May and the recent campaign with our Community Wardens to encourage considerate parking at our local schools:

Top Facebook posts for reach:

The top posts for reach for Facebook this past fortnight have been in relation to the news we are expanding the products that can be recycled in the area and the closure of Auchenhowie Road in Milngavie:
 

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 and enquiries in relation to Council services as COVID-19 measures and change in line with Scottish Government announcements .  The team provides updates 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.

An appointment system is in place across the four Community Hubs, with appointments available in each location for licensing, registration and for wider customer service delivery. Customers do still attempt to attend during opening hours without appointment, with the team accommodating this wherever possible. To address current demand, and recruitment and training challenges across the team, the Community Hubs are currently operating from 1pm to 4pm for appointments, which 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. The team continues to respond to calls from Monday to Friday 9am to 5pm, with the mornings and final hour of the working day being the busiest time. The team monitor web form submissions and emails on a daily basis, with those submitted out of hours picked up the following working day. 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, with Assistant Registrars operating 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, signing of the register and provision of the birth extract/birth certificate.  A strict appointment system also remains in place for marriage paperwork submission, and ceremonies are being delivered at the former Registration Office on Southbank Road which has been risk assessed and appropriately signed for those attending. The Assistant Registrars are resuming their Monday to Friday ceremony duties in line with pre-pandemic responsibilities.

The team has been involved in the promotion of the U22 free bus travel initiative through the National Entitlement Card. Working closely with colleagues in communications, education and business & digital change to target appropriate communications to key audiences, the team has also been responding to applications and enquiries. Since the scheme launched on 10 January over 3,000 new cards have been issued 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, are in the process of collating paperwork for Round 2 of the tendering process. The team are also working to resolve issues on mainstream transport including COVID (drivers isolating) and bus break downs.

The Residential and Homecare Teams are extremely busy just now as it's the run up to the end of the financial year. They continue to process paperwork for all services for the more vulnerable people within EDC to ensure providers receive their payments.

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. The recent addition of new resources has had a very positive outcome within the team.

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 shown a decrease over the last two weeks. Arrangements have been made to terminate the use of the Helping Hands system for processing of the data.

Indoor letting is set to resume within school premises with effect from 19 April, and the Letting Team is busy processing all relevant requests.

Care of Gardens process has commenced and applications are now being received and processed.

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. We are again seeing significant rises in the numbers of self-isolation support applications and we are giving priority to these claims along with the crisis grant applications.

Non Domestic Rates cases remain higher than pre-Covid levels. Collection whilst significantly improved compared to 20/21, still remains 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 now training the team 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.

We have awarded the Cost of Living payment with a credit to 23,000 council tax accounts and the customers involved have been advised. We are now responding to queries on this.

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.  These works are ongoing at the moment with new wireless access points being implemented, which will help improve wifi capacity across the education estate.  The network switches will be replaced as the devices become available from the supplier.

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, lead times for existing orders continue to change given the impact of both Omicron and the heightened global security situation.

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 to develop and implement the required changes to the ICT infrastructure to support the new platform.

The ICT security team has expanded and several positions have now been recruited. The team continue ongoing work with our 3rd party security partner to review and improve the Council’s cyber security defences and policies. The council’s web filtering services have recently been upgraded and updates to our firewall software are scheduled to be completed before the end of this month.

The Support Team continue to provide support across the Education and Corporate estates working to agreed SLAs.  A new ICT Service Desk System has been implemented and will be deployed in the coming weeks with supporting communication and employee self-service guidance being issued.

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 where these are required.  Financial returns to the Scottish Government continue to be resource intensive with increased frequency and now new grants being awarded and funding passed over before the year-end.

Council previously 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.  This work represented the conclusion of the Council’s Budget planning with significant briefing, reports and underlying analysis now completed.  In conjunction with other Services, Officers have now completed the annual billing process with all households now being issued with bills and accompanying Council Tax leaflets in line with the statutory date and in time for the first direct debit run.

In the period since the Council Budget the Scottish Government has also finalised its processes with the Finance Order and Budget Bill now published.  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.  This includes the allocation of £80m nationally (£1.630m locally) with a Paper being presented to Council on the 31 March in relation to the principles to be applied in its allocation across business and low income households.  In addition Officers have processed 22,366 £150 payments to client accounts to assist with the cost of living at a total cost of £3.355m.

Period 10 financial reporting is now complete with these forming a part of the agenda for the meeting on the 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 Audit Scotland’s Financial Overview Report which links to the work undertaken and reported at the Budget.

With the Budget and Period 10 Reporting now completed attentions are turning towards the financial year end with early engagement meetings being held with Audit Scotland our external auditors.  This work is important to set expectations, manage resources and identify any issues prior to work taking place.  The meeting also included consideration of issues identified in prior year with updates 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.  Officers have now received Audit Plans for the Council and Mugdock Country Park with these being reviewed and completed with the intention of discharging these through technical notes in the near future.

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 continues to be taken with the potential for interest rates to increase further and 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. The following audits have recently been completed: Memorials & Headstones Procedures, Financial Assessments Process and Control Self Assessments.  Other audits that are in progress include School Funds, Housing New Build Developments 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.  The Chief Internal Auditor continues to highlight that, despite the pandemic and required changes in the Internal Audit Plan, suitable work will have been completed at the year end to undertake year end assurance processes.

Two Business Support appeals were referred to Internal Audit.  These have both been upheld on the basis of a reconsideration of the business type and are now deemed eligible for payment.  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:

HSCP Business Continuity

All departmental and overarching Business Continuity Plans are up to date 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 24 March 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.

Specific work is underway within justice social work services to respond to an technical issue identified nationally within one of the on line risk assessment tools and all cases are being reviewed to ensure response matches actual assessed risk. No matters of concern have been identified locally to date. This issue has received some national press profile.

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.  The upturn in community transmission rates is impacting staff availability, both within in-house services and in commissioned services and it may be necessary to implement Business Continuity Plans over the coming weeks.  The matter is kept under daily review.

 

Assessment and Care Management

Social Work assessment and care management referrals are 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 continues to be 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. 50% of Care Homes in the area are currently subject to outbreak.

Direct Services

All of the Council’s in-house social care services continue to operate. Our day services are operating on a limited basis and the Outlook and Outreach services continue.  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. There have been recent changes to the testing requirements for some staff groups, dropping the weekly PCR test for Care at Home staff, but retaining the twice weekly PCR testing, and more changes are expected in the near future. These will be implemented as required.

Initial discussions have commenced in relation to flu, and potential covid vaccination programmes for 2022-23. Delivery expectations are becoming more clear and 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. The outbreak rate in Care Homes will impact on the pace at which the programme can be delivered in these settings, resulting in a slower roll out.

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 approved by the HSCP Board.

Health and social work services are liaising with the Council’s lead for the Ukrainian refugee support programme to ensure appropriate services will be in place for those coming to the East Dunbartonshire area.