Agenda Document Pack - Scrutiny and Performance Committee - 18/12/2024
Perth and Kinross Council · 18 December 2024
Back to Scrutiny and Performance Committee — 18 December 2024 and its agenda
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Securing the future… • Improving services • Enhancing quality of life • Making the best use of public resources Council Building 2 High Street Perth PH1 5PH 12/12/2024 A hybrid special meeting of the Scrutiny and Performance Committee will be held in the Council Chamber on Wednesday, 18 December 2024 at 14:00. If you have any queries please contact Committee Services on (01738) 475000 or email Committee@pkc.gov.uk. THOMAS GLEN Chief Executive Those attending the meeting are requested to ensure that all notifications are silent on their device and other devices are in silent mode. Please note that the meeting will be broadcast online and recorded. The recording will be publicly available on the Council’s website following the meeting. Members: Councillor Colin Stewart (Convener) Bailie Alasdair Bailey (Vice-Convener) Councillor Keith Allan Councillor Steven Carr Councillor Angus Forbes Councillor Michelle Frampton Councillor Ian Massie Councillor Willie Robertson Councillor Caroline Shiers Councillor Frank Smith Councillor Jack Welch Page 1 of 32
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Scrutiny and Performance Committee Wednesday, 18 December 2024 AGENDA MEMBERS ARE REMINDED OF THEIR OBLIGATION TO DECLARE ANY FINANCIAL OR NON-FINANCIAL INTEREST WHICH THEY MAY HAVE IN ANY ITEM ON THIS AGENDA IN ACCORDANCE WITH THE COUNCILLORS’ CODE OF CONDUCT. 1 WELCOME AND APOLOGIES 2 DECLARATIONS OF INTEREST 3 SCRUTINY REVIEW FINDINGS - RESPONSE TO SEVERE WEATHER EVENTS OCTOBER 2023 Report by Strategic Lead - Legal and Governance (copy herewith 24/368) 5 - 26 4 ADDITIONAL SUPPORT NEEDS (ASN) REVIEW Report by Strategic Lead - Legal and Governance (copy herewith 24/369) 27 - 32 Page 3 of 32
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Perth And Kinross Council Scrutiny And Performance Committee 18 December 2024 SCRUTINY REVIEW FINDINGS RESPONSE TO SEVERE WEATHER EVENTS OCTOBER 2023 Report by Strategic Lead – Legal and Governance (Report No. 24/368) 1. PURPOSE 1.1 The purpose of this report is to present the findings of the review by the Scrutiny and Performance Committee in relation to the Council’s response to the severe weather events in October 2023. It also seeks to provide assurance in terms of lessons learned and the implementation of improvement actions to ensure that the Council is equipped to respond effectively to future weather events. 2. STRUCTURE OF REPORT Section 2 – report structure Section 3 – Key findings Section 4 – Scope of the review Section 5 – Review process Section 6 – Context / Main Issues Section 7 – Findings Section 8 – Conclusion & recommendations Appendix 1 – Improvement action summary Appendix 2 - Summary of relevant reports and communications Appendix 3 – Roles and Responsibilities 3. KEY FINDINGS (ASSURANCE) (i) The Perth Flood Prevention Scheme (PFPS) has served Perth and Kinross Council well since its inception. The Scheme together with the associated operating model remains effective and fit for purpose (ii) The quality of the performance and decision-making in response to the extreme weather event of 6th-8Th October 2023 (in particular the decision in relation to the closure of floodgates) was impacted by a lack of resources; whilst illustrating areas for improvement, the response was not indicative of a systemic failure of the PFPS or associated operating model. 3 Page 5 of 32
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(iii) The performance and decision-making in response to the subsequent Storm Babet and the severe weather events of 27th-29th October 2023 and 27th December 2023 was appropriate and effective; demonstrating that the operating model in place for managing emergencies (including weather events) is adequate and robust. (iv) The lessons learned from the operational response to the extreme weather event of 6th-8th October 2023 and the scrutiny process have resulted in the implementation of several improvement actions (see Appendix 1) (v) These improvements are reflected in the new “year-round” approach to weather incident management and response as set out in the report (24/217) approved by the Climate Change and Sustainability Committee on 21 August 2024. This approach will ensure that there are, to the best of our planning abilities, adequate resources and expertise available to respond to any future events. (vi) Community Resilience Groups played and will continue to play a crucial role in supporting the Council to respond to severe weather events. (vii) Prior to the October weather events there were approximately 10 active Community Resilience Groups. Since then, officers have been working to empower communities to create and build resilience within their local area. The Committee is delighted to note that the number of Community Resilience Groups across Perth and Kinross has risen to 56, which is a tremendous achievement and testament to our communities. It is important that all localities are encouraged and supported to form their own Groups so that together we can build the capacity to respond and protect our communities across the whole area. (viii) More general facts and findings which are set out in section below 7 below. (ix) The issue of liability is one to be determined by the Council’s insurers and therefore does not form part of the Findings of this review. 4. SCOPE OF THE REVIEW 4.1 The scope of this Review has been shaped by: • issues identified by officers as part of routine internal review process following a major event/incident; • concerns expressed by individuals and businesses at the public meeting in the Civic Hall on 15th November 2023 following the extreme weather event experienced on the weekend of 6-8th October; • deputations made to the Scrutiny and Performance Committee on 22 November 2023; Page 6 of 32
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• feedback/questions from elected members; and • specific issues identified by or referred to the Scrutiny and Performance Committee. 4.2 Whilst the main focus of the public and press attention has been on the extreme weather event of the 6-8th October 2023, Perth and Kinross experienced two further severe weather events in October; • 18th-21st October 023 (Storm Babet) • 27th-29th October 2023 The Scrutiny and Performance Committee also considered the Council’s response to the weather event on 27th December, given that occurred during the festive closedown period, for completeness. 4.3 The Review has therefore considered the Council’s preparedness and response to those events, in terms of evidence of lessons learned from the 6- 8th October 2023 and subsequent events and to seek assurance as to the robustness of the Council processes, controls and capacity to respond effectively to future severe weather events. 4.4 The areas of focus for the review are summarised as follows: (i) General preparedness for dealing with severe weather events; adequacy of Council systems and procedures (ii) Partnership working and data sharing with reference to SEPA, Scottish Water and SSE Renewables (iii) Incident management, resourcing and response to the extreme weather event of 6-8th October including timing and decision making in relation to flood gate closures (iv) Lessons learned from October 2023 weather events (v) Improvement action and assurance 4.5 At the public meeting on 15th November 2023 and subsequently, residents and businesses have also raised the issue of insurance and liability for damage to properties that may have been impacted by the late closure of some flood gates. The Committee has been advised and is satisfied that the issue of liability is one to be determined by the Council’s insurers and therefore does not form part of the Findings of this review. 4.6 The Council has acknowledged in the report to Scrutiny and Performance Committee in November 2023 (23/323) that the delay in closing the floodgate on the North Inch may have been a contributory factor to the extent of the flooding experienced by a small number of the properties. Page 7 of 32
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4.7 All claims for damage to property have been managed entirely through the Council’s insurers and their respective solicitors; no claims have been assessed or processed directly by the Council. 4.8 The Scrutiny and Performance Committee understand that Council’s insurers have carried out their own independent assessment to determine what, if any, impact the delay in closing the gates had on each of the affected properties. We understand that the insurers have accepted that the failure to close floodgates likely impacted the extent of the flood damage experienced in relation to a small number of the total properties affected; and that settlement offers have already been or are due to be made. 4.9 The Scrutiny Review can make no further comment on the matter of liability. 5. REVIEW PROCESS 5.1 The Scrutiny Review process has been one of active listening, data gathering, assessment and analysis. Members of the Committee have considered and critically assessed information and reports presented by officers, partner agencies, members of the public and other elected members. All elected members have also been given the opportunity to site visit the Perth Flood Prevention Scheme to better understand how it operates. 5.2 Chronology Doc links 6-8th Oct 2023 Extreme weather event 18th-21st Oct 2023 Storm Babet 27th-29th Oct 2023 Severe weather event 15th Nov 2023 Public Meeting with affected residents and businesses 22nd Nov 2023 Special Meeting of Scrutiny & Performance Committee – review of weather events Report 22 November 2023 Appendix 1 - Incident Planning - Standby Arrangements Appendix 2 - Improvement Plan Appendix 3 - Flood Gate Location Map Minute of Meeting of Scrutiny and Performance Committee 22 November 2023 27 Dec 2023 Severe weather event Page 8 of 32
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31 Jan 2024 Scrutiny and Performance Committee - update Update report 31 January 2024 Appendix 1 - Improvement Plan Minute of Meeting of the Scrutiny and Performance Committee of 31 January 2024 24 April 2024 Scrutiny and Performance Committee- weather events – improvement plan Weather Events - Improvement Plan Minute of Meeting of the Scrutiny and Performance Committee of 24 April 2024 22 May 2024 Site visit to Flood Prevention Scheme – all member visit 12 June 2024 Scrutiny and Performance Committee- Overview of improvement activity Extreme Weather Events Review - Overview of Activity Minute of Meeting of the Scrutiny and Performance Committee of 12 June 2024 9 August 2024 Scrutiny Review Q&A with SEPA 21 Aug 2024 Climate Change & Sustainability Committee – All year weather event response Year-Round Weather Event Response Appendix 1 - Civil Contingencies Act Appendix 2 - Partner Agencies Appendix 3 - Flooding Contingency Systems Appendix 4 - Alignment with Extreme Weather Events Review Improvement Plan Appendix 5 - Council Response Examples Roads Maintenance Partnership Appendix 6 - Council Response Examples - Flooding Page 9 of 32
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Minute of Meeting of the Climate Change and Sustainability Committee of 21 August 2024 28 Aug 2024 Economy and Infrastructure Committee -Road Gully Cleansing Road Gully Cleansing Appendix 1 - Previous Cleanse Monitor Outputs Appendix 2 - Cleanse Monitor 2023 Appendix 3 - Visual Representation Minute of Meeting of the Economy and Infrastructure Committee of 28 August 2024 12 Sept 2024 Scrutiny Review Q&A with: Scottish Water SSE Renewables 18 Sept 2024 Scrutiny and Performance Committee – partner presentations Presentation - SEPA Home | Scottish Environment Protection Agency (SEPA) Presentation - SSE Renewables A Better World of Energy | SSE Renewables Presentation - Scottish Water Home - Scottish Water Minute of Meeting of the Scrutiny and Performance Committee of 18 September 2024 6th Nov2024 Scrutiny Review – Workshop to consider findings and agree and further recommendations Page 10 of 32
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6. CONTEXT/ MAIN ISSUES 6.1 Perth and Kinross experienced three severe weather events during October 2023: • 6th-8th October; • 18th- - 21st October (Storm Babet); and • 27th-29th October. A further severe weather event occurred on 27th December 2023 6.2 The extreme event of the 6th-8th October highlighted issues as regards the Council’s resources and preparedness which in turn raised concerns as regards our ability to respond effectively to future weather events. 6.3 Elected Members, with the full support of the Chief Executive, asked that Scrutiny and Performance Committee carry out a review to consider the response and decision-making with particular reference to 6th-8th October event. The purpose being to review the adequacy and effectiveness of the systems and processes in place and to identify and monitor implementation of any improvement actions. 6.4 The Council has long-standing and effective processes for managing civil contingencies, emergency planning, and business continuity. These processes include a concurrent risk approach, which considers the possibility of multiple incidents occurring simultaneously. This approach covers scenarios such as severe weather, power outages, civil unrest, and cyber- attacks. 6.5 Outwith normal working hours, the Council has an emergency duty rota in place which operates 365 days a year, 7 days per week and 24 hours per day. A pager service is operated out with working hours and covered by a team of 5 Emergency Response Duty Officers (ERDOs). A number of Council staff from across the organisation are part of a rota which is the first point of call, via a dedicated pager number, to ensure rapid activation of the Council’s response protocols as required. Members of the Executive Leadership Team are on a rota ready to respond 24 hours a day, 365 days a year to lead the Council response to an emergency if required. To ensure resilience in terms of senior strategic leadership for emergencies and incidents, all Strategic Leads are undertaking the necessary training and will be included on this rota going forward. This is in addition to the Council’s normal out of hours services for individual and routine incidents. 6.6 The Council’s internal arrangements are also supplemented by long- established relationships and formal arrangements through the Tayside Local Resilience Partnership, with partner agencies including Police Scotland, Scottish Fire and Rescue Services (SFRS), SEPA, Scottish Water, NHS Tayside as well as Dundee and Angus Councils. Resilience is also supported by strong and effective relationships with Community Resilience Groups (CRGs), made up of local volunteers prepared to support their local area during emergency situations, including weather. Page 11 of 32
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6.7 In terms of severe weather planning Perth and Kinross Council have traditionally focussed on winter weather risks and therefore operated a Winter Maintenance Policy deploying increased “on call” resources to ensure appropriate staffing for winter weather incidents. This was in place from the 3rd week in October throughout the winter period. 6.8 The extreme weather incident on 6th -8th October 2023 occurred at the start of the October School holidays and mid-way during the school holidays of our neighbouring Tayside Councils. It was also just before the Winter Maintenance Policy was due to be applied (from which point, holidays were ordinarily curtailed in relation to trained operatives, to ensure optimal cover arrangements during the winter period). The timing therefore had a significant impact in terms of available staff resources given the scale and intensity of the weather event. 7. GENERAL FACTS/FINDINGS 7.1 The Perth and Kinross Council area is highly susceptible to (and has a long history of) flooding from the River Tay. To help manage this risk, the Council has had a Flood Prevention Scheme (so named as the governing legislation at the time was the Flood Prevention Act 1961) since 2001. 7.2 The Perth Flood Prevention Scheme (PFPS) does not and cannot prevent flooding. Its purpose is to help mitigate the impact of flooding from the River Tay. This has been recognised within the current legislative framework which now refers, more appropriately, to Flood Protection Schemes. 7.3 The Scheme is managed on behalf of the Council by the Roads Maintenance Partnership (RMP). Within the PFPS there are 77 floodgates/barriers (79 if you include 2 special gates at Queens Bridge and the Promontory at Tay Street); of which 10 flood gates (barriers) are permanently closed and a further 10 are closed seasonally from October through to the end of March. 7.4 The Perth Flood Protection Scheme Operating Manual sets out the specific processes for the operation of the flood gates /barriers and the “triggers” for closure. Within the Scheme there are 12 gate closure plans to deal with varying levels of flooding risk. 7.5 As the section of the River Tay flowing through Perth is affected by both fluvial flow and tides, the gate closure protocols are based on a set of parameters using flow and tide including surge) data supplied by Scottish Environmental Protection Agency (SEPA). 7.6 SEPA play an integral role in the Perth Flood Protection Scheme. Recognising the particular challenges and flood risks in the area, SEPA supply not only flow and tide data, but they also provide specific warning services to PKC which are set out in the Scheme Operating Manual. Page 12 of 32
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7.7 There is no direct correlation between SEPA flood warnings and Met Office weather warnings. Flood gate closure protocols are not therefore triggered by the issuing of specific weather warnings (with the exception of the barriers at the South Inch which due to the level of flooding risk posed by surface water (not from the River itself), gates are closed on the issue of a Met Office Yellow weather warning as a precaution). 7.8 SEPA are the ‘warn and inform’ agency for Scotland in terms of providing the Scottish Flood Forecasting Service (in partnership with the Met Office). This uses a network of over 250 rainfall, river and coastal monitoring stations across Scotland to generate data 24 hours a day. When this data is combined with meteorological data from the Met Office, it is used to produce the predictions of river, coastal and surface water flooding. These predictions are communicated to the Council and other organisations via the national Flood Guidance Statement, and ultimately via the Flood Alerts, Warnings and Severe Warnings to specific areas. 7.9 The weather event experienced from the 6th -8th October 2023 was extreme and unexpected; with the Met Office only issuing an Amber warning for heavy rain on the 6th of October itself. Similarly in the week leading up to the 6th of October the daily Flood Guidance Statement via SEPA’s Scottish Flood Forecasting Service had the risk as very low/low/low for the 6th, 7th and 8th October, respectively. 7.10 It was not until the 6th of October itself that the risk level elevated to very low/ medium/ medium respectively for these three days. At that point incident management preparations were commenced. Unfortunately, this weekend was the start/mid-way point of the October Schools holidays across Tayside and prior to the implementation of the Council’s Winter Maintenance Plan (during which leave is restricted). Several staff who would normally manage such incidents were therefore on leave and some were out of the country on holidays. Despite a considerable number of staff from within the Council’s Parking & Civil Contingencies Team and the Roads Maintenance Partnership coming in off their holidays or volunteering to provide additional cover to support the response, the scale and intensity of the weather event was such that there was inadequate staffing capacity to deal with the prolonged incident. 7.11 Those resource pressures led to the operational decision being taken not to close certain floodgates. The decision was a pragmatic risk-based decision taking into account the data from SEPA available at that time and assessment of the situation on the ground. With the benefit of hindsight, in relation to the floodgates on the North Inch, this was the wrong decision and (as acknowledged in the initial report to Scrutiny and Performance Committee in November 2023) may likely have contributed to the degree of flood damage sustained by a small number of the total properties affected. Page 13 of 32
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7.12 The new “Year-Round” Weather Event Response which was approved by the Climate Change and Sustainability Committee in August recognises that, given the changing weather patterns, flooding presents the most likely year- round risk. Based on the learning from the extreme event of the 6th-8th October 2023: • Warning and trigger levels form the have been reviewed and remain appropriate • Council owned telemetry and site alarms and triggers have been reviewed • Floodgates within the PFPS have been assessed to consider the viability of automation, which is not deemed a practical or cost effective solution • lightweight contingency flood barriers in two different types (Boxwall and Watergate) have been purchased and can be deployed at different locations. • Officers are still working to identify appropriate lightweight barriers systems to replace the heavy Promontory and Queens Bridges systems 7.13 On the particular issue of staffing resource: • Parking and Civil Contingencies officers and Community wardens are now trained and can assist with gate closures if required and provide support on the ground • During their Monday- Sunday working hours, Waste and greenspace operatives will also be redirected to assist with clearance of trash screens 7.14 In the course of this review, concerns have been expressed about the quality of the data shared with the Council by SEPA which in turn influenced the decision not to close the floodgates; with speculation that the dramatic increase in the flow rate reported by SEPA in the early hours of the 7th October data during may have been due to water “being released” from Pitlochry dam by SSE Renewables. From engagement with SSE Renewables the Review obtained a better understanding as to the dam operations and learned that the dam is designed to release water when it reaches a certain level. No human decision-making or intervention is involved in this process. Whilst SSE Renewables are not a Category 2 Responder in terms of the Civil Contingencies Act (2004) they do provide data to SEPA to support them in their duty to “Warn and Inform”. The Committee understands that amongst the partners, the general consensus is that the weather system remained across Perth for many hours longer than anticipated based on Met Office data that was available to them. This in turn impacted upon the assumptions feeding the data provided by SEPA and guiding operations on the ground. 7.15 Flooding is complex, with impacts arising from various water sources. Each flood is unique: some stem from rivers, others from extreme rainfall causing runoff and overwhelming drainage systems, and some are a mix of both. In Perth, the River Tay poses a significant flood risk to nearby properties. Page 14 of 32
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However, properties not directly affected by the Tay can still experience flooding if drainage systems back up when river levels are high. This can cause water to surface at road gullies, manholes, or inside properties. In some cases, for example Bells Sports Centre, there is the risk of flooding from the river due to its location, but it is also prone to flooding due to drainage infrastructure. Since 2017 Bells Sports Centre has suffered five notable flood events with varying degrees of impact, where with the exception of the October 2023 event, the appropriate deployment of floodgates has not been in question. 7.16 The PFPS primarily reduces direct flooding from the Tay, but rainfall can still cause flooding behind the PFPS. This is due to the fact that higher than usual water levels in the Tay (even when it is not flooding itself) can limit discharge from surface water sewers or extreme weather events exceeding the capability of the surface water drainage systems to convey water away. Property owners should consider Property Flood Resilience measures like non-return valves and flood gates to mitigate this risk. 7.17 Scottish Water informed the Scrutiny and Performance Committee that local drainage and sewerage infrastructure, like the rest of the country, was not designed for the increasing volume of severe wet weather events. Their design standards differ from the Council's, with Scottish Water following the 'Sewers for Scotland v4' document and the Council adhering to the 'Delivering Sustainable Flood Risk Management' Guidance 2019. Scottish Water is investing in upgrading sewers and Waste Water Treatment Works, but this investment alone cannot solve the national infrastructure problem. The Super Sewer upgrade on Tay Street and Shore Road introduces additional sewerage conveyance capacity that may relieve a small amount of localised flooding from sewers but is focussed on supporting the city’s continuing growth and reducing the number of properties affected by backing up of the Scottish Water drainage systems. It is not expected to have capacity to take flood waters from the River Tay. 7.18 The weather event of the 6th-8th October 2023 also raised concerns as regards the Council’s response to calls for assistance. The Council contracts with Aberdeen City Council Customer Contact Centre to support the operation of emergency contact lines for roads, flooding and housing repairs. In line with the agreed process, Aberdeen City were contacted on 6 October to request that they arranged additional resources to support the answering of calls from Perth and Kinross given the amber weather warning. 7.19 Over the 7th-8th October, Aberdeen Council Customer Contact Service (ACCCS) received 615 calls made to PKC out of hours numbers (many of which would have been repeat calls). ACCC responded to 257 calls of which 145 were to housing repairs reporting low-level weather-related leaks. As there were several severe weather events occurring in different parts of the country, the volume of calls impacted upon the ability of ACCCS to respond. 7.20 It is recognised however that it would be impossible to resource a contact centre to be able to immediately respond to every call placed during severe Page 15 of 32
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weather event or indeed any other emergency. Instead, more proactive work will be done to issue information to the public via other channels and to support the public to only use the out of hours numbers for emergencies (as opposed to reporting an issue or simply seeking advice). This will enable the ACCCS to direct their resources where they are most needed. 7.21 The Council’s response to Storm Babet (18th-21st October) and the severe event of 27th-29th October 2023 was in line with agreed operating protocols and was robust and effective. No specific improvement actions were identified as a result of the Council’s response to those events. 7.22 A query was also raised as to whether some assurance could be given regarding the flooding in Invergowrie as a result of the Balruddery Burn embankment/causeway failure. The Committee are advised that the failure of the earth embankment/ causeway increased the extent and severity of flooding both locally and in the downstream catchment area which includes Invergowrie. 7.23 The earth embankment in question, sat within Angus Council’s administrative area. The Committee are advised that Angus Council have contacted the landowner who has confirmed that there are no plans to reinstate the embankment /causeway. Furthermore, any such structure would likely require a licence from SEPA under The Water Environment (Controlled Activities) (Scotland) Regulations 2011. 7.24 Officers cannot advise the Committee to what degree Invergowrie or other areas would have been flooded had the embankment not existed. This is however something which residents’ insurers will be looking to determine when processing claim for damage to property. From an assurance perspective however, Officers are satisfied that that the significant threat came from the fact that floodwater was able to build up behind the earth embankment which then gave way, releasing a significant volume of water into the Balruddery Burn in a short period of time. In the absence of that structure being reinstated, the risk of that same situation occurring in the future is minimal/nil. 7.25 The weather events experienced throughout October 2023 also highlighted an issue regarding communication and connectivity with our more rural communities. The Committee accepts that this is not something within the direct control of the Council and that the responsibility for addressing this issue sits with the relevant mobile network operators. 8. CONCLUSION AND RECOMMENDATIONS 8.1 The Committee firmly put on record their thanks to all those residents and community resilience groups who respond to severe weather events, and to all residents and communities who step up to help their neighbours in time of need. Page 16 of 32
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8.2 The Scrutiny and Performance Committee wish to thank officers, residents and representatives from local businesses, SEPA, Scottish Water, SSE Renewables and other elected members for their input into this review process. 8.3 The Council’s response to the Storm Babet (18th -21st October 2023) and to the severe weather events of 27th-29th October 2023 and 27th December 2023 was robust and effective. 8.4 As has already been acknowledged publicly by both the Chief Executive and the then Executive Director for Communities in their capacity as Incident Gold Commander for that event, with hindsight, the decision not to close the floodgates as per the protocol was the wrong decision. The Committee acknowledges the resource pressures experienced that weekend and accepts that officers took a risk-based decision, taking into account the data available to them at the time, their professional knowledge and experience and an assessment of the situation on the ground. Nonetheless the Committee agrees that the decision not to close the floodgates was, with hindsight, the wrong decision. 8.5 In terms of assurance however the Committee are satisfied based on the response to subsequent severe weather events. That the Council’s response to the extreme weather event of the 6th- 8th October was anomalous and not indicative of systemic failure of either the Perth Flood Prevention Scheme and the associated operating procedures, or of the Council’s operating model for management of incidents and emergencies. 8.6 The Committee are satisfied that, whilst unfortunate, inadequate staffing resources over that weekend and the unexpected severity of the weather event undermined the quality of our response on that occasion. 8.7 The Committee are pleased to note that lessons have been learned from the 6th-8th October event and that the opportunity has been taken to review and refine operating arrangements for the management of severe weather events. In particular it welcomes: i. The strengthening of the partnership working and data sharing between the Council, SEPA, Scottish Water and SSE Renewables ii. The development of a Year-Round Weather Response Plan which was designed to address the changing weather patterns but will also ensure that the Council is adequately resourced to respond effectively to weather events regardless of when the occur. iii. The establishment of 46 new Community Resilience Groups iv. The additional incident management/emergency response leadership capacity at senior level v. Page 17 of 32
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8.8 Further recommendations: i. Whilst the issue of poor/no mobile phone connectivity in certain parts of the Council areas is not something within the direct control or influence of the Council, officers are asked to continue to engage with mobile network operators to try to identify a solution. ii. Acknowledging the £175k which the Council’s Finance and Resources Committee has put into reserves to support the establishment of Community Resilience Groups, officers are asked to continue working with communities to establish new groups across all Council areas. Authored on behalf of the Scrutiny and Performance Committee Name Designation Contact Details Lisa Simpson Strategic Lead – Legal & Governance Services legalservices@pkc.gov.uk Page 18 of 32
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Theme Ref no Activity Responsible Officer Timescale Comments (S&P 31/01/2024) Comments (03/12/2024) Notification and Preparedness IP_1 Report to EI&ED on resource requirements to support year-round resilience. Strategic Lead – Environment & Infrastructure No later than June 2024 Proposal being developed. Various options being considered and costed, in conjunction with other inter-related actions below. Year Round Weather Event Response presented at Climate Change & Sustainability Committee (21 August 2024) - ITEM 6 - https://perth-and-kinross.cmis.uk.com/perth-and- kinross/Meetings/tabid/70/ctl/ViewMeetingPublic/mid/397/Meeting/3755/Co mmittee/136/Default.aspx Road Gully Cleansing paper presented at Economy & Infrastructure Committee (28 August 2024) - ITEM 5 - https://perth-and-kinross.cmis.uk.com/perth-and- kinross/Meetings/tabid/70/ctl/ViewMeetingPublic/mid/397/Meeting/3996/Co mmittee/150/Default.aspx ITEM CLOSED IP_2 Officers to review and put in place new minimum staffing/standby- levels at command and operational levels to ensure resources are available to successfully co-ordinate and deploy all flood defence measures within timescales set within the to be revised protocols (action 8 refers). Roads Maintenance Partnership Manager By June 2024 As above, various options being considered and costed, in conjunction with other inter related actions. Consideration also being given to changing the flood gate closure procedure, and triggers. Year Round Weather Event Response presented at Climate Change & Sustainability Committee (21 August 2024) - ITEM 6 - https://perth-and-kinross.cmis.uk.com/perth-and- kinross/Meetings/tabid/70/ctl/ViewMeetingPublic/mid/397/Meeting/3755/Co mmittee/136/Default.aspx ITEM CLOSED Incident Management, Resourcing and Response IP_3 Undertake further training in terms of emergency planning across the wider leadership team to ensure resilience to deal with incidents Strategic Lead – Strategic Planning, Policy & Resources By March 2024 Arrangements are being put in place to provide both external and internal training/awareness sessions. Currently liaising with colleagues in Local Resilience Partnership (LRP) regarding further training for gold and silver command officers. Crisis management training being investigated for all new Gold Commanders. Strategic Leadership in a Crisis (SLIC) training has been deliverd to 8 out of 14 SLs with a further session on 6 Jan for 4 more. Remaining 2 SLs will be trained in Feb 2025. ONGOING Incident Management, Resourcing and Response IP_4 The Council’s Out of Hours Standby arrangements be reviewed to include exploring the opportunities for expanding the remit of staff from other Council services. Strategic Lead – Environment & Infrastructure By March 2024 To be undertaken in conjunction with actions 2 and 7. Internal discussions on-going regarding what resources are currently available across PKC and how these can better support/increase any response to an emergency. Parking & Civil Contingencies resources trained / being trained to assist with PFPS and Almondbank gate operation as required. ONGOING Incident Management, Resourcing and Response IP_5 Continue to work with current Community Resilience Groups and build on the success of these models, reflecting that public agencies including the Council are unable to respond to all impacts across the authority. Strategic Lead – Housing & Communities This is an ongoing action, which is monitored within the service. Work has commenced to develop a marketing campaign to promote the creation of CRGs, and the support available from PKC. For example, a meeting is being held in Invergowrie in January 2024. A CRG Seminar is to be arranged in Perth for March 2024. Word of mouth between Communiy Resilience Groups and interested communities is driving unprecedented demand for engagement. We are sitting at 63 CRGs across P&K of varying sizes and portfolios and servicing this demand is our current priority. Once we have fuly supported all those groups coming forward we plan to dig into harder to reach communities and the marketting campaign and seminar will be part of that second push. ONGOING Incident Management, Resourcing and Response IP_5b Appropriate allocation of the approved funding to communities to support resilience in terms of both training and equipment (Scrutiny and Performance Committee action) Service Manager – Community Resilience and Emergency Planning By June 2024 Ongoing As above. ONGOING Incident Management, Resourcing and Response IP_6 Review how the logging and sharing of information between partner agencies is undertaken, building upon the conversations which have taken place to date with SSE and SEPA Strategic Lead – Environment & Infrastructure By March 2024 Discussions have taken place with SEPA and agreement reached on new way forward, and new operational protocols have been agreed, which will provide for better communication and clarity. This has now been used across a number of weather events. SEPA to update their guidance and copy to PKC for agreement. ITEM CLOSED Improvement Plan Tasks 3 Page 19 of 32
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Incident Management, Resourcing and Response IP_7 Undertake a review of the handling of calls to the Out of Hours contact centre, as well as a further review of the Council’s out of hours customer contact arrangements. Strategic Lead – Environment & Infrastructure Strategic Lead - Customer & Digital Services By March 2024 Proposal being developed. Various options being considered and costed, in conjunction with action 4 above. Procedures for opening the Roads and/or Housing Repairs Out of Hours line overflow are now in place, predicated on officers always activating the additional resources at Aberdeen City Council in the first instance to deal with the call volumes involved. ITEM CLOSED Incident Management, Resourcing and Response IP_8 Review the Perth Flood Scheme Gate Closure Operational Procedure document with SEPA. Strategic Lead – Environment & Infrastructure By June 2024 Various options being considered, in conjunction with action 2 above, to increase resilience and community reassurance whilst minimising the need for additional stand-by resources. Gate closure triggers being reviewed. Structures team also to provide form of words with their requirements with regard to closing and opening of Tay Viewing platform and Queens Bridge in due course to inform review. ONGOING Incident Management, Resourcing and Response IP_8b This review to include a clearer and better tested ‘plan B’ for when something does go wrong with a piece of infrastructure (Scrutiny and Performance Committee action) Strategic Lead – Environment & Infrastructure By June 2024 Plan being developed which creates less reliance on the use of heavy equipment and the use of alternative protection measures. In progress, being led by RMP manager and TC Head of Operations. ONGOING Incident Management, Resourcing and Response IP_8c Develop a protocol to share vulnerable people lists during emergencies (Scrutiny and Performance Committee action) Service Manager – Community Resilience and Emergency Planning By June 2024 Officers are liaising with colleagues in SSEN and the NHS regarding the sharing of relevant information. The key issue being data protection and GDPR. Progress is being made with the sharing of data with Angus Council being used as a test ground. If the pilot is successful then we anticipate roll out by the end of the financial year. ONGOING Impact and Recovery IP_9 Review of welfare response protocols and engagement with those directly impacted, including follow up with affected individuals in Perth City and Invergowrie. Head of Environmental & Consumer Services Senior Service Manager - Housing By 23 December 2023 A welfare response protocol has been developed and was put in place, which worked well during the flooding event at the end of December 2023. Welfare Engagement Protocol: https://perth-and-kinross.cmis.uk.com/perth- and- kinross/Document.ashx?czJKcaeAi5tUFL1DTL2UE4zNRBcoShgo=M01FqNO8t tcuV7zCbdPk3nsFRQY%2fN9ixlaHlWVVcFivgccRUzevkhA%3d%3d&rUzwRPf %2bZ3zd4E7Ikn8Lyw%3d%3d=pwRE6AGJFLDNlh225F5QMaQWCtPHwdhUfC Z%2fLUQzgA2uL5jNRG4jdQ%3d%3d&mCTIbCubSFfXsDGW9IXnlg%3d%3d=j UgQCaU3L68%3d&kCx1AnS9%2fpWZQ40DXFvdEw%3d%3d=%2fq7ao2ANM n8%3d&uJovDxwdjMPoYv%2bAJvYtyA%3d%3d=ctNJFf55vVA%3d&FgPlIEJYlot S%2bYGoBi5olA%3d%3d=NHdURQburHA%3d&d9Qjj0ag1Pd993jsyOJqFvmy B7X0CSQK=ctNJFf55vVA%3d&WGewmoAfeNR9xqBux0r1Q8Za60lavYmz=ctN JFf55vVA%3d&WGewmoAfeNQ16B2MHuCpMRKZMwaG1PaO=ctNJFf55vVA% 3d ITEM CLOSED Impact and Recovery IP_10 Establish formal feedback mechanisms from community resilience groups to take on board learning and develop future response arrangements. Strategic Lead – Housing & Communities By March 2024 Feedback mechanisms are currently in place, although a formal debrief process/procotol will be produced by officers. ITEM CLOSED Impact and Recovery IP_10b Invite representatives from SEPA, SSE and SW to attend a future Scrutiny and Performance Committee (Scrutiny and Performance Committee action). Chief Executive By June 2024 The Executive Director (Communities) is in contact with partners about the available committee dates. SEPA / SSE / ScW attended S&P 18/09/2024 ITEM CLOSED Page 20 of 32
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Appendix 2 Communications since October 2023 Reports submitted to Committees and Minutes of Meetings Scrutiny and Performance Committee -22 November 2023 Review of Extreme Weather Events in Perth and Kinross in October 2023 Appendix 1 - Incident Planning - Standby Arrangements Appendix 2 - Improvement Plan Appendix 3 - Flood Gate Location Map Minute of Meeting of Scrutiny and Performance Committee 22 November 2023 Scrutiny and Performance Committee - 31 January 2024 Review of Extreme Weather Events in Perth and Kinross October 2023 Appendix 1 - Improvement Plan Minute of Meeting of the Scrutiny and Performance Committee of 31 January 2024 Scrutiny and Performance Committee - 24 April 2024 Weather Events - Improvement Plan Minute of Meeting of the Scrutiny and Performance Committee of 24 April 2024 Scrutiny and Performance Committee - 12 June 2024 Extreme Weather Events Review - Overview of Activity Minute of Meeting of the Scrutiny and Performance Committee of 12 June 2024 Climate Change and Sustainability Committee – 21 August 2024 Year-Round Weather Event Response Appendix 1 - Civil Contingencies Act Appendix 2 - Partner Agencies Appendix 3 - Flooding Contingency Systems 3 Page 21 of 32
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Appendix 4 - Alignment with Extreme Weather Events Review Improvement Plan Appendix 5 - Council Response Examples Roads Maintenance Partnership Appendix 6 - Council Response Examples - Flooding Minute of Meeting of the Climate Change and Sustainability Committee of 21 August 2024 Economy and Infrastructure Committee – 28 August 2024 Road Gully Cleansing Appendix 1 - Previous Cleanse Monitor Outputs Appendix 2 - Cleanse Monitor 2023 Appendix 3 - Visual Representation Minute of Meeting of the Economy and Infrastructure Committee of 28 August 2024 Scrutiny and Performance Committee - 18 September 2024 Presentation - SEPA Presentation - SSE Renewables Presentation - Scottish Water Minute of Meeting of the Scrutiny and Performance Committee of 18 September 2024 Flood Bulletins Flooding - Frequently Asked Questions - 12 October 2023 Flood Bulletin - 13 October 2023 Flood Bulletin - 27 October 2023 Community Bulletin - Flooding in Invergowrie 20 October 2023 (3 July 2024) Page 22 of 32
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Elected Member Briefing Notes – October – December 2023 8 October 2023 Weather Update 6pm 8 October 2023 Weather Update 10pm 10 October 2023 Weather Update 12 noon 17 October 2023 Forecast Adverse Weather Conditions 18 October 2023 Forecast Adverse Weather Conditions – Update 19 October 2023 Forecast Adverse Weather Conditions – Update 20 October 2023 Forecast Adverse Weather Conditions – Update 21 October 2023 Forecast Adverse Weather Conditions – Update 25 October 2023 Storm Babet – Post-Event Recovery 27 October 2023 Adverse Weather, 27 October 2023 28 October 2023 Adverse Weather, 28 October 2023 3 November 2023 River Braan Bridge Reinstatement 27 December 2023 Storm Gerrit 27 December 2023 Storm Gerrit (5pm) 27 December 2023 Storm Gerrit (8pm) 28 December 2023 Storm Gerrit (11am) 28 December 2023 Storm Gerrit (3.45pm) 29 December 2023 Weather Response 30 December 2023 Weather Response 31 December 2023 Weather Response Page 23 of 32
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Appendix 3 Roles and Responsibilities – Flooding Perth and Kinross Council • Design, develop, operate and maintain Perth and Kinross flood defences and schemes that are in place, in respect to the advice, warnings and alerts that SEPA publish. • Local Resilience Partnerships are the Scottish Government’s approach to emergency planning and civil contingencies. PKC are members of the Tayside Local Resilience Partnership along side other Local Authorities in Tayside, NHS Tayside, Public Health, Police Scotland and Scottish Fire and Rescue Service. Representatives from SEPA and the MET Office attend meetings when there is a weather flooding risk. • The Incident Management Team for Perth and Kinross is PKC’s local response and will stand up when required. • All Services and the Health Social Care Partnership are invited to attend the annual Winter Weather Preparedness to make sure people are ready for any emergency. • Engagement with Community Resilience Groups regarding weather warnings. • Welfare Response Protocol - engagement with those who have been affected by a weather event. • Strong relations with External Partners. SEPA • Gather evidence through the provision of flood maps which will be available on SEPA’s website. • Flood Forecasting – provide weather alerts and warnings (working in partnership with the MET Office) • The Scottish Flood Forecasting Service produces a daily Flood Guidance Statement to local authorities and organisations with flooding management duties. • Weather warnings are communicated to interested parties via text messages to those who are registered, social media, SEPA’s Website, plus additional offline updates to partners. • Develop Flood Risk Management Plans and offer advice to Local Authorities with respect to establishing a Local Flood Risk Management Plan. 3 Page 25 of 32
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Scottish Water • Response for the operation of the Public Sewar Network. • Operate Pumping Station at South Inch on the Council’s behalf as part of the cities flood defences. • Sewars are constantly monitored. As water levels start to rise / increased sewar blockages, resources are deployed to support customers and help Local Authorities with flood defences. • Emergency Planning to link to Local Authorities and Local Resilience Partnerships. • Collaborative work with PKC on the operation of Perth flood defences. • In Perth and Kinross, work is underway to upgrade the sewar at Tay Street to reduce the risk of flooding from five hot spot areas. SSE Renewables • Attenuate water, store, and within reason regulate flows. • Cannot stop the water and there are significant river systems that SSER have no influencing assets. • Their operating philosophy is to prevent uncontrolled spill wherever possible. • Support SEPA in their role of ‘Warm and Inform’ during flooding with the sharing of information. • SSER are not a Category 2 responder under the Civil Contingencies Act (2004). SSER are aware of their responsibilities and engage with Local Resilience Partnerships as part of multi-agency response to an emergency. • Pitlochry Dam – Characterised by two Drum gates. The Drum gates are self- operating. When Loch Faskally is full, they respond to inflows. Once flows immediately downstream of Pitlochry Dam attain 425 cumecs, SEPA are notified. Page 26 of 32
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Perth and Kinross Council Scrutiny and Performance Committee 18 December 2024 ADDITIONAL SUPPORT NEEDS (ASN) REVIEW Report by Strategic Lead – Legal and Governance (Report No. 24/369) 1. PURPOSE OF REPORT 1.1 The purpose of this report is to confirm the agreed scope of the review of Additional Support Needs (ASN) provision across schools within Perth & Kinross Council; and to update the Scrutiny & Performance Committee as to progress and next steps 2. RECOMMENDATIONS 2.1 It is recommended that the Committee: (i) Confirm the agreed scope of the Scrutiny Review (ii) Note the progress to date (iii) Asks officers to bring back an overview and update report to Scrutiny Committee in January 2025 3. STRUCTURE OF REPORT INTRODUCTION Section 4: Background/Context Section 5: Scope Next Steps Annex Appendices 4. BACKGROUND/CONTEXT 4.1 During a Scrutiny & Performance Committee meeting held 22 June 2022, the Convenor, Councillor Colin Stewart, issued a call for review topics. 4.2 During this meeting, Councillor Caroline Shiers proposed a broad topic review of Additional Support Needs (ASN) provision across schools in Perth and Kinross, to better understand the challenges and to help the organisation align budget to need. 4 Page 27 of 32
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5. SCOPE OF THE REVIEW 5.1 A small core group from the Scrutiny and Performance Committee convened on 2 occasions ; • 24 August 2023: To determine what should be included in the scope • 06 February 2024: to agree the topic brief which would form the focus of the review. The agreed area of focus was on how schools make the necessary adjustment to meet additional support needs. 5.2 This area of focus resulted in the following scope for review: To determine how effective the Council is at ensuring that adjustments made for children and young people with additional support needs are: • applied properly and consistently over time in practice. • communicated well when pupils move schools or transition from nursery to primary/primary to secondary. • applied in a way that benefits both the council and the child through early interventions. 6. REVIEW PROCESS TO DATE 6.1 5 November 2024: presentation to members from Fiona Mackay, Service Manager Inclusion and Additional Support. This presentation gave a comprehensive overview on the current landscape of ASN within Perth & Kinross Council . It also provided members with information as to the progress of the ASN Transformation Programme. 6.2 A range of school & partner visits were arranged and attended by Councillors as follows: A variety of supporting documents and information were provided to facilitate the visits. 6.3 13 November 2024; workshop for members of the Scrutiny & Performance Committee supported by officers assess the information gathered to date and to reaffirm the scope of the Review. Date School / Partner 6/11/24 Milnathort PS 6/11/24 Crieff LMG (Primary & Secondary) 11/11/24 St John’s RC Academy 11/11/24 Perth Academy & Viewlands PS 26/11/24 Perth Autism Support (PAS) Page 28 of 32
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7. NEXT STEPS 7.1 Athe request of members, a visit has been planned with Parent to Parent. This is a service, contracted by the Council through a Service Level Agreement, which offers support and advocacy for parents of children and young people with additional support needs. This will provide Committee members with the opportunity to gain valuable insights into the challenges surrounding ASN from a parental perspective. 7.2 A follow up meeting between Committee members and the Chief Executive of Perth Autism Support to be convened. 7.3 A comprehensive overview report reflecting the work to date will be presented by the Service at the next Scrutiny and Performance Committee Meeting on January 29, 2025. Authorised Name Designation Contact Details Lisa Simpson Strategic Lead – Legal & Governance Services legalservices@pkc.gov.uk Page 29 of 32
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ANNEX 1. IMPLICATIONS, ASSESSMENTS, CONSULTATION AND COMMUNICATION Strategic Implications Yes/None Community Plan/Single Outcome Agreement Yes Corporate Plan Yes Resource Implications Financial No Workforce No Asset Management (land, property, IST) No Assessments Equality Impact Assessment No Strategic Environmental Assessment No Sustainability (community, economic, environmental) No Legal and Governance No Risk No Consultation Internal No External No Communication Communications Plan No 1. Strategic Implications Community Plan/Single Outcome Agreement 1.1 This section sets out how the proposals relate to the delivery of the Perth and Kinross Community Plan/Single Outcome Agreement in terms of the following priorities: (i) Giving every child the best start in life; (ii) Developing educated, responsible and informed citizens; (iii) Promoting a prosperous, inclusive and sustainable economy; (iv) Supporting people to lead independent, healthy and active lives; and (v) Creating a safe and sustainable place for future generations. This report relates to Objective No. (2.1). Corporate Plan 1.2 This section sets out how the proposals relate to the achievement of the Council’s Corporate Plan Objectives: (i) Giving every child the best start in life; (ii) Developing educated, responsible and informed citizens; Page 30 of 32
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(iii) Promoting a prosperous, inclusive and sustainable economy; (iv) Supporting people to lead independent, healthy and active lives; and (v) Creating a safe and sustainable place for future generations. This report relates to Objective No. (2.1). 1.3 The report also links to the Education and Learning; and the Children, Families and Justice Services Vision, Values and Priorities in respect of the following key Priority area: • Learning and Achievement 2. Resource Implications N/A 3. Assessments N/A 4. Consultation N/A 2. BACKGROUND PAPERS N/A 3. APPENDICES N/A Page 31 of 32
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