Item 10 - Appendix 1
West Dunbartonshire Council · 1 November 2023
Back to Corporate Services Committee — 1 November 2023 and its agenda
Text extracted from the council's PDF. Layout and reading order may differ from the original.
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Appendix 1: Regulatory & Regeneration Delivery Plan 2023/24 - Mid-year Progress Our communities Our residents health and wellbeing remains a priority Action Status Progress Due Date Note Owner Implement the focus on health and wellbeing and reduction of inequalities outcomes into the Open Space Strategy and key Council documents 31-Mar- 2024 Officers from the Shaping Places for Wellbeing programme have been involved in the Open Space Strategy to ensure that health and wellbeing outcomes are addressed. They have also reviewed key Council documents including the Clydebank Development Framework, the Clydebank Health & Care Centre Travel Plan Assessment, and the Health & Social Care Partnership Strategic Plan. Pamela Clifford Conduct property inspections of host properties identified through the Offers of Accommodation Scheme (Homes for Ukraine) 31-Mar- 2024 Progressing as planned, with three inspections requested and carried out. John Stevenson Undertake official food control inspections of two local food manufacturing premises in line with the new Official Control Verification guidance 31-Mar- 2024 Progressing as planned. Staff training on forms and their use complete. Resourced calculation complete and will be discussed with staff. Eilidh Paton Identify premises which sell Vapes to underage children and conduct integrity testing where required 31-Mar- 2024 Completed. Integrity testing was carried out on a range of premises identified by our intelligence and issues addressed. We will continue to monitor and address any issues that are raised. Annemarie Clelland Appendix 1
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Action Status Progress Due Date Note Owner Undertake proactive weights and measures work in a variety of retail premises, with a specific focus on every day food and necessities such as heating fuel and petroleum 31-Mar- 2024 We are running a local project looking at the pricing of 'essential' food items linked to the retail price index for sale in convenience stores and this will include inspecting the weight markings on goods to ensure compliance with legislation. This is scheduled to commence in the coming weeks. Annemarie Clelland Consult and agree a new Statement of Licensing Policy 30-Nov- 2023 Progressing as planned. A full public consultation was carried out on the new Statement of Licensing Policy via an online survey, the Council's reputation tracker, and a workshop with the licensed trade. The results will be reported back to the Licensing Board. Michael McDougall Our Environment Our resources are used in an environmentally sustainable way Action Status Progress Due Date Note Owner Co-ordinate, monitor and report the progress of the Council’s Climate Change Action Plan for 2023/24 31-Mar- 2024 Some key actions for Year 2 (2023/24) have been agreed, with some more for this year and Year 3 (2024/25) needing to be finalised. Gillian McNamara Develop a Local Heat and Energy Efficiency Strategy 31-Dec- 2023 Progress is being made with the development of the Local Heat and Energy Efficiency Strategy to comply with Scottish Government’s requirement for each Council to complete their Strategies by the end of this year. Next stage is analysing data that will inform opportunities around buildings’ fabric improvements, District Heating, and other forms of sustainable heat production. Gillian McNamara
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Risk Description Current Assessment Target Assessment Date Reviewed Note Owner Inability to reduce carbon footprint in line with targets The risk that the Council will be unable to achieve net zero emissions by 2045, both in relation to mitigating carbon emissions and adapting to the impacts of climate change. Net zero refers to achieving an overall balance between emissions produced and emissions taken out of the atmosphere. This target has been developed in a way that mirrors the emission reduction trajectory set by the Scottish Government in light of the Climate Emergency. 30-Sep- 2023 Until all carbon emissions data becomes available in November 2023 and analysed, the risk profile will remain the same. Gillian McNamara Our neighbourhoods are sustainable and attractive Action Status Progress Due Date Note Owner Promote the next phase of Queens Quay Housing 31-Mar- 2024 Limited progress due to the landowner negotiating with potential housing developers. Meeting expected in the next few months with landowner and potential developers. Pamela Clifford; Gillian McNamara Provide further legal and planning support in relation to the delivery of the new affordable housing programme 31-Mar- 2024 Ongoing support has been provided in relation to the delivery of the new affordable housing programme. Michael McDougall
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Our Economy Our area has the infrastructure for sustainable and inclusive growth where businesses can flourish Performance Indicator Q1 2023/24 Q2 2023/24 Owner Status Value Target Short Trend Long Trend Status Value Target Short Trend Long Trend Note Number of businesses given advice and assistance to start up through Business Gateway 39 45 63 45 While the Q1 target was narrowly missed (it is demand led), the Q2 target was exceeded. With 102 businesses supported by mid-year, we remain on track to reach our target of 180 by year-end. Gillian Scholes Performance Indicator H1 2023/24 Owner Status Value Target Short Trend Long Trend Note % of Contract & Supplier Management scorecards delivered where the Supplier at a minimum, meets the Social Benefits expectations. 100% 95% Target met Laura Adams; Annabel Travers Action Status Progress Due Date Note Owner Produce, implement, monitor and report the progress of the 2023/24 Economic Development action plan 31-Mar- 2024 New action plan being reported to IRED Committee in November Gillian McNamara
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Action Status Progress Due Date Note Owner Deliver key regeneration sites across West Dunbartonshire 31-Mar- 2024 Progressing as planned with the Levelling Up Fund programme for Dumbarton town centre. Exxon Full Business Case approved; project on programme. Gillian McNamara Ensure regenerations sites are progressed to enable high quality development to be achieved on the ground 31-Mar- 2024 Progressing as planned. Working closely on the Exxon and Carless sites to achieve quality development on the ground. Pamela Clifford Monitor the development of the key regeneration sites to ensure they comply with the approved consent 31-Mar- 2024 Progressing as planned. Monitoring continues to ensure compliance with the approved permissions. Pamela Clifford Explore commercial opportunities in our town centres and wider regeneration sites 31-Mar- 2024 Mostly progressing as planned, although little progress with promotion of the next phase of Queens Quay housing. Exxon Full Business Case has been approved and the project is on programme. Artizan redevelopment is progressing and a Masterplan will be submitted to IRED Committee later in 2023. Gillian McNamara; Magda Swider Support town centre revitalisation 31-Mar- 2024 Various projects in town centres progressing as planned. A masterplan for the Artizan redevelopment in Dumbarton is being prepared and will be reported to IRED later in 2023. Gillian McNamara; Magda Swider Lead on negotiation and documentation of the development agreement for Scottish Marine Technology Park 31-Mar- 2024 Discussions on-going. Michael McDougall Develop and implement business support interventions through the UK Shared Prosperity Fund 31-Mar- 2024 UKSPF business support interventions have been developed and have been promoted through Council website, social media channels and directly to local businesses. Gillian Scholes
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Risk Description Current Assessment Target Assessment Date Reviewed Note Owner Failure to deliver Queens Quay Masterplan Following completion of Council investment there is a risk the housing plot sales do not materialise in the next 3-7 years, with implications for the return on investment and the business case for the District Heating Network. 21-Sep- 2023 Risk remains unchanged. Focus continues on landowners securing new housing developments for the site. Pamela Clifford; Gillian McNamara Inability to meet demands of Council to progress regeneration projects within desired timescales The number and complexity of regeneration projects is putting considerable strain on the resources available which can be exacerbated by delays out with the control of the service and when pinch points on different projects occur at roughly the same time. 21-Sep- 2023 Risk remains unchanged. Individual projects continue to progress, reducing the likelihood of undesirable outcomes. Pamela Clifford; Alan Douglas; Gillian McNamara Our Council Our workforce is resilient and skilled where digital technology supports service delivery for our residents Action Status Progress Due Date Note Owner Develop and implement wellbeing, employee engagement, equality and learning and development plans to enable capabilities, improve resilience and promotion of a diverse workforce 31-Mar- 2024 To date the service has undertaken the following activity: • Continued Be the Best Conversations • Engaged in the recent data verification exercise to improve the equalities data reporting in the service Alan Douglas
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Action Status Progress Due Date Note Owner • Engaged recently with the circulation and promotion of Equally Safe in Practice E-learning modules with further promotion to follow to embed cultural change in relation to Gender equality. The focus throughout the remaining year will be: • review equalities profile in terms of age and other workforce planning data ahead of 2024/5 Be the Best Conversations and 121s are used to identify and address any issues arising from restructures and the implementation of savings options. Develop and implement employee life cycle plans in line with the People First Strategy to attract and retain the workforce 31-Mar- 2024 The Service has sought to address current and future gaps through local and regional solutions. At a local level, targeted recruitment is underway to address single points of failure, whilst at a regional level, the Service has engaged with other local authorities and higher education establishments in a West of Scotland forum to address the absence of graduate and / or skilled candidates. Alan Douglas Implement service review process including role design, use of new technology and new ways of working to add resilience, address gaps, and establish opportunities for efficiencies 31-Mar- 2024 Across Regulatory and Regeneration Services there have been service and structural redesigns to ensure services are fit for purpose and scaled to available resources. While some are complete and now operational, others are still in the process of completing recruitment to conclude changes to the establishment. Alan Douglas Develop and implement learning and development plans and development opportunities to 31-Mar- 2024 Services within Regulatory and Regeneration Services have investigated and deployed a range of solutions to address broad learning and development needs including mentoring, coaching and accessing internally Alan Douglas
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Action Status Progress Due Date Note Owner improve capabilities and resilience within the workforce supplied training needs identified through Be The Best and 1-2-1 sessions. The need to address specific training needs for technical / professional training remains an issue and are currently largely being addressed through professional forums and freely provided sessions by consultants and suppliers, however provision is largely driven by what is available rather than what is necessarily required. Our Council is adaptable and focused on delivering best value for our residents Performance Indicator Q1 2023/24 Q2 2023/24 Owner Status Value Target Short Trend Long Trend Status Value Target Short Trend Long Trend Note % of Contract award notices published within 30 calendar days from award letter being sent 100% 100% 79% 100% Q1 target met and Q2 target missed. The reduction in staff due to Council measures to address the budget gap may decrease this indicator further. Laura Adams; Annabel Travers Percentage of building warrant applications responded to within 20 working days 94% 85% 85% Q1 target met. Q2 data available early November 2023. Judi Ferguson
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Performance Indicator H1 2023/24 Owner Status Value Target Short Trend Long Trend Note % of Contract & Supplier Management scorecards delivered where the Supplier at a minimum, meets the Cost expectations. 100% 95% Target met Laura Adams; Annabel Travers % of Contract & Supplier Management scorecards delivered where the Supplier at a minimum, meets the quality expectations 87.5% 95% Target not met. Due to resource constraints across the Council and therefore an inability to meet with the suppliers on a regular basis to action such issues. Laura Adams; Annabel Travers % of Contract & Supplier Management scorecards delivered where the Supplier at a minimum, meets the Service expectations. 87.5% 95% Target not met. Due to resource constraints across the Council and therefore an inability to meet with the suppliers on a regular basis to action such issues. Laura Adams; Annabel Travers Annual Cash Savings target achieved £12,453.52 £200,000.00 Target not met - £12,453.52 / £200,000; Revenue £0; Capital £0; Rebates £12,453.52 As well as Council budget constraints affecting Laura Adams; Annabel Travers
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Performance Indicator H1 2023/24 Owner Status Value Target Short Trend Long Trend Note procurement and in turn savings, this decrease is partly due to global supply chain issues and the Council’s resource constraints making it difficult to analyse and make adjustments to the requirements as needed. Planning applications (major developments) - average number of weeks to decision 16 Mid-year data available mid-November. Pamela Clifford Planning applications (householder) - average number of weeks to decision 8 Mid-year data available mid-November. Pamela Clifford Planning applications (local development, excluding householder) - average number of weeks to decision 12 Mid-year data available mid-November. Pamela Clifford Action Status Progress Due Date Note Owner Implement the Fit for Future Action Plan for Procurement including new P2P processes 31-Mar- 2024 Milestone 1 & 2: Complete -Uploaded the Purchase to Pay Framework to the intranet; Created "Newsfeeds" in the intranet on a monthly cycle for 12 months; Communicated the Purchase to Pay Framework at regular service meetings. Milestone 3: Ongoing - Analysing data currently. Annabel Travers Implement changes to the non- regulated/non-complex procurement process 31-Mar- 2024 Milestone 1: Complete - The Financial Regulations were approved by Council on 30/08/2023 Laura Adams;
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Action Status Progress Due Date Note Owner Milestone 2: Ongoing - The draft "Service Led Procurement Guidance" is with the Chief Officer to review. Milestone 3: Ongoing - The Procurement Manager is reviewing the refresh of the Procurement Awareness module. Milestone 4: Not yet started the communication to services. Annabel Travers Implement revised Team structure 31-Mar- 2024 Milestone 1, 2, 3: Completed. Milestone 4: In progress - provide support, guidance and training to team. Laura Adams; Annabel Travers Re-design the Registration Service in light of impact of savings proposals and identify suitable accommodation to relocate 31-Mar- 2024 The registration office has now transferred to the Clydebank Library. George Hawthorn Provide legal services to the Council and West Dunbartonshire Energy LLP in relation to heat supply agreements and network supply contracts 31-Mar- 2024 Support continues to be provided to the Council and West Dunbartonshire Energy LLP in relation to heat supply agreements and network supply contracts. Michael McDougall Provide legal advice, guidance and support on the emerging National Care Service 31-Mar- 2024 Currently awaiting further information from Scottish Government. The Bill is now expected to complete stage one of the Scottish Parliament process by the end of January. Michael McDougall Develop the 20 minute mapping tool for use at both local and regional levels 31-Mar- 2024 20 minute mapping tool has been developed for the Council area. Discussions are taking place at a regional level to develop it for the wider Glasgow & Clyde Valley area. Pamela Clifford
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Action Status Progress Due Date Note Owner Develop the Reimagining the Antonine Wall project 31-Mar- 2024 Work has commenced on scoping out phase 2 of the Reimagining the Antonine Wall Project. Discussions are taking place with potential partners and funders as well as Historic Environment Scotland. Pamela Clifford Complete business case and seek Council capital funding for IDOX Electronic Document Management System for Planning & Business Standards 31-Mar- 2024 Discussions continue with ICT to achieve a final business case before seeking Council capital funding. Pamela Clifford Commence work on Local Development Plan 3, Open Space Strategy, Play Sufficiency Assessment and Local Place Plans 31-Mar- 2024 The Development Plan scheme for Local Development Plan 3 was approved by Planning Committee on 20 September 2023 and will be returned to the December Planning Committee for final agreement, following consultation. Pamela Clifford Recruit Legal Services Manager and implement new structure 31-Mar- 2024 A new Legal Services Manager is now in post and a restructure is underway, with consultation due to be completed by early December. Michael McDougall Risk Description Current Assessment Target Assessment Date Reviewed Note Owner Failure to monitor and enforce regulatory areas with public risk The Council fails to comply with statutory regulatory duties in respect of environmental health, trading standards and licensing laws 22-Sep- 2023 The risk assessment remains unchanged. Annemarie Clelland; Michael McDougall; John Stevenson
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Risk Description Current Assessment Target Assessment Date Reviewed Note Owner Income for services continues to be dramatically reduced as a result of the COVID-19 pandemic and subsequent cost of living crisis. Relates to registration, licensing, planning and building control which have been impacted as a result of the COVID-19 pandemic and the cost of living crisis. 22-Sep- 2023 Income reduction continues to be an issue. However, additional planning income from large scale development has provided an in- year windfall. Alan Douglas Failure to adequately respond to an emergency situation such as a multiple fatality workplace accident, outbreak of food borne communicable disease, a major public health incident or pandemic There is a national shortage of qualified staff in Environmental Health, across Scotland. This impacts on West Dunbartonshire Council. Vacancy levels at WDC might impact on our ability to respond to emergencies. 22-Sep- 2023 The risk remains unchanged. Interim management arrangements remain in place for the Environmental Health Manager's post. John Stevenson Inability to recruit successfully to enable performance to be maintained There is a current issue with recruitment of qualified staff in various parts of the service. 21-Sep- 2023 A skills shortage still remains across Environmental Health, Building Standards, and Planning. Any impact will be monitored. Pamela Clifford; John Stevenson Failure to secure best value of procurement spend and ensure compliance with financial regulations Improved procurement management process, contract strategies, planning, monitoring and reporting in collaboration with services will continue 28-Sep- 2023 There are a number of actions and strategies in place to deliver best value in procurement. However, transferring low complexity procurement when utilising a framework agreement Annabel Travers
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Risk Description Current Assessment Target Assessment Date Reviewed Note Owner to mitigate against non- compliant procurement spend to service areas could increase the risk. Therefore, the risk matrix has been changed accordingly. Failure to continue to achieve increased savings from procurement activity As second or third generation revenue contracts seldom deliver the same cost savings as first generation, the contract strategies need to focus on governance, operating models, total cost of ownership, service quality and innovation 28-Sep- 2023 Reduction in staff due to Council measures to address the budget gap and global supply chain issues that impact directly on price means that risks to savings will increase. Annabel Travers Our residents are engaged and empowered Performance Indicator Q1 2023/24 Q2 2023/24 Owner Status Value Target Short Trend Long Trend Status Value Target Short Trend Long Trend Note Percentage of Council and Committee minutes produced within 3 clear working days of the meeting 100% 98% 100% 98% Q1 and Q2 targets met and on track to meet year-end target. Carol-Ann Burns % of committee agendas published within standing order timescales 100% 99% 100% 99% Q1 and Q2 targets met and on track to meet year-end target. Carol-Ann Burns
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Action Status Progress Due Date Note Owner Conduct statutory review of polling places and polling districts, including full public consultation on the proposals 31-Mar- 2024 The Council has approved the timetable for the review and work is underway to prepare the Returning Officer's Representations in time for the consultation in October. George Hawthorn Identify suitable polling place and plan for increase in electorate and postal voters following the review of UK Parliamentary boundaries 31-Mar- 2024 Glasgow City Council are in the process of reviewing their polling districts and polling places and it is now anticipated that the polling place will not be identified until December 2023 at the earliest. The West Dunbartonshire Election Team will monitor the outcome of the review and report to Council in December when it presents the West Dunbartonshire polling scheme for approval. George Hawthorn Implement the requirements of the Elections Act 2022 31-Mar- 2024 The majority of polling places have been checked in light of the new requirements and where necessary additional privacy screens will be purchased. George Hawthorn Action Status In Progress and on track Completed Not on track PI Status Target significantly missed Target narrowly missed Target met or exceeded Long Term Trends Improving No change Getting worse Short Term Trends Improving No change Getting worse
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Risk Status Alert Warning OK