Agenda Document Pack - Ayrshire Shared Services Committee - 10/06/2022
North Ayrshire Council · 10 June 2022
Back to Ayrshire Shared Services Committee — 10 June 2022 and its agenda
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North Ayrshire Council, Cunninghame House, Irvine KA12 8EE Ayrshire Shared Services Committee A meeting of the Ayrshire Shared Services Committee of North Ayrshire Council will be held remotely on Friday, 10 June 2022 at 10:00 to consider the undernoted business. Remote Meeting Arrangements This meeting will be held remotely in accordance with the provisions of the Local Government (Scotland) Act 2003. Where possible, the meeting will be live-streamed and available to view at https://north-ayrshire.public- i.tv/core/portal/home. In the event that live-streaming is not possible, a recording of the meeting will instead be available to view at this location. 1 Declarations of Interest Members are requested to give notice of any declarations of interest in respect of items of business on the Agenda. 2 Minutes The accuracy of the Minutes of the Meeting of the Ayrshire Shared Services Committee held on 11 March 2022 will be confirmed and the Minutes signed in accordance with Paragraph 7 (1) of Schedule 7 of the Local Government (Scotland) Act 1973 (copy enclosed). 3 Roadworks Programme 2022/23 Submit report by the Head of Ayrshire Roads Alliance on the Roadworks Programme 2022/23 (copy enclosed). 4 Development Control Update - Road Bonds Submit report by the Head of Ayrshire Roads Alliance providing an update on the current position regarding road bonds held by the Ayrshire Roads Alliance on behalf of East Ayrshire and South Ayrshire Councils (copy enclosed). 1
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North Ayrshire Council, Cunninghame House, Irvine KA12 8EE 5 Risk Report and Register Submit report by the Head of Roads - Ayrshire Roads Alliance on the Risk Report and Register (copy enclosed). 6 Service Plan 2022/23 Submit report by the Head of Ayrshire Roads Alliance on the Service Plan 2022/23 (copy enclosed). 7 Update on Performance Scorecard Submit report by the Head of Ayrshire Roads Alliance on progress made to date against the Performance Scorecard (copy enclosed). 8 Urgent Items Any other items which the Chair considers to be urgent. Webcasting - Virtual Meeting Please note: this meeting may be recorded/live-streamed to the Council's internet site, where it will be capable of repeated viewing. At the start of the meeting, the Provost/Chair will confirm if all or part of the meeting is being recorded/live-streamed. You should be aware that the Council is a Data Controller under the Data Protection Act 2018. Data collected during the webcast will be retained in accordance with the Council’s published policy, including, but not limited to, for the purpose of keeping historical records and making those records available via the Council’s internet site. If you are participating in this meeting by invitation, you are consenting to being filmed and consenting to the use and storage of those images and sound recordings and any information pertaining to you contained in the them live-streaming/recording or training purposes and for the purpose of keeping historical records and making those records available to the public. If you do not wish to participate in a recording, you should leave the 'virtual meeting'. This will constitute your revocation of consent. If you have any queries regarding this, please contact dataprotectionofficer@north-ayrshire.gov.uk. 2
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North Ayrshire Council, Cunninghame House, Irvine KA12 8EE Ayrshire Shared Services Committee Sederunt North Ayrshire Council Marie Burns (Chair) Joe Cullinane Scott Davidson Tom Marshal East Ayrshire Council Neal Ingram Maureen McKay Douglas Reid Neill Watts South Ayrshire Council Alec Clark Ian Davis William Grant Philip Saxton Chair: Apologies: Attending: 3
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1 AYRSHIRE SHARED SERVICES JOINT COMMITTEE Minutes of Meeting held remotely on 11 March 2022 at 10.00 a.m. Present: Councillors Ian Cochrane (Chair), Alec Clark, Bob Pollock and P. Saxton (South Ayrshire Council); and Councillors Douglas Reid, Tom Cook. Jim Roberts and John McGhee (East Ayrshire Council). Attending: K. Kelly, Depute Chief Executive (East Ayrshire Council); K. Carr, Assistant Director – Place (South Ayrshire Council); P. Whip, Group Finance Manager; (East Ayrshire Council); K. Braidwood, Head of Roads - Ayrshire Roads Alliance; A. Nelson, Co-ordinator – Democratic Services (South Ayrshire Council); and F. Maher, Committee Services Officer (South Ayrshire Council). 1. Declarations of Interest There were no declarations of interest by Members in terms of the Joint Committee’s Order No. 25 and the Councillors’ Code of Conduct. 2. Minutes of Previous Meeting The Minutes of 5 November 2021 (issued) were submitted and approved. 3. Ayrshire Roads Alliance – Revenue Financial Monitoring Report There was submitted a report (issued) of 11 March 2022 by the Chief Financial Officer and Head of Finance & ICT providing an update on the revenue budget monitoring position for the year to 2 January 2022, for the Ayrshire Roads Alliance. Comments and questions from Members included: (a) Have ARA included projections going forward for the increase in gas, electricity and vehicle fuel; and the Group Finance Manager (EAC) advised that this was factored in as part of budget setting and will remain on the radar. The Head of Roads – ARA added that rising costs (e.g. bitumen, fuel, white diesel) will be closely monitored in 2022/23. (b) Are ARA still taking on Modern Apprentices and other vacancies; and the Head of Roads – ARA advised that they were still taking on Modern Apprentices and were shortly going to be advertising for road workers. ARA intend to retain as much work as possible in-house. (c) Did ARA submit independent response or was this factored through the Councils; and the Head of Roads – ARA advised that response was through colleagues in Planning. (d) The Depute Chief Executive (EAC) gave re-assurance that business continuity plans were in place (referring to Ukraine crisis/leaving the EU) and fuel contingencies were also in place. The situation will be kept under review both financially and in terms of business continuity. Decided: (1) to note the financial management position of the Ayrshire Roads Alliance; Agenda Item 2 4
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2 (2) to request a further financial update at the next meeting of the Joint Committee; and (3) to otherwise note the contents of this report. 4. Roadworks Programme 2021/22 There was submitted a report (issued) of 11 March 2022 by the Head of Roads, Ayrshire Roads Alliance to advise the Joint Committee of work completed through the roads improvement programmes within East Ayrshire and South Ayrshire for financial year 2021-2022. Comments and questions from Members included: (a) Have ARA had a meeting with residents; and the Head of Roads – ARA advised that a report was sent to the spokesperson (Mr Stroud) and he came back with questions. Next step is for ARA to assess response and find acceptable solution for residents. (b) Complaints being received regarding the level of LED lighting; and the Head of Roads – ARA advised that, although the LEDs emit an acceptable level of lighting, ARA have also experienced a number of complaints. Level of lighting on footways to be reviewed. (c) Active Travel Strategy – will this be taken on board for safer walking and cycle routes; and the Head of Roads – ARA advised that yes, this will be taken on board and a paper had been taken to the Leadership Panel. Programme will be put together for annual review and this will evolve over it’s 10 year lifespan and will take into account rural villages. (d) What strength will electric vehicle chargers be and how long does it take to charge the vehicle; and the Head of Roads – ARA advised 7 kw (takes approximately 2 hrs to charge), whereas the rapid charger is 22 kw and takes 20-30 minutes). Discussion also took place on whether or not there should be a charge to the public and whether this should be per hour, per day and also fine for over-use. ARA will ensure all three Ayrshire Councils are aligned in terms of policy and pricing structure. (e) Poor condition of Dailly Back Road; and the Head of Roads – ARA advised this has been carried into 2022/23 programme – dates being set in conjunction with Scottish Roadworks Register and, once confirmed, these dates will be issued to Members. (f) Is Ellis Drive included in the programme; complaints have been received regarding LED lighting in Fairyhill Road; Kilmarnock Bus Station renovation programme update; Academy Steps (off Stirling Street) – south steps have been completed, people need to be kept informed of the position with the north steps; and the Head of Roads – ARA advised that Ellis Drive will be included as part of the Howard Street project; Fairyhill Road will get checked; Kilmarnock Bus Station works will commence early Summer. ARA will work with Comms and agree timeline for press statement. Completion should be early 2023; Academy Steps – update will be provided to the public. (g) Bridge of Coyle and Girvan Harbour Jetty – what is the situation with budget; and the Head of Roads – ARA advised that Bridge of Coyle works now complete, with weight restrictions in place – no more spend required. Girvan Harbour Jetty – contractor highlighted some issues, however money can be moved from Bridges capital budget to cover this. (h) Troon flood risk management strategy will be in place by the summer and a paper will be produced for this. 5
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3 Decided: (1) to note the Ayrshire Roads Alliance works completed in 2021/22; and (2) to otherwise note the contents of the report. 5. Ayrshire Roads Alliance Risk Register There was submitted a report (issued) of March 2022 by the Head of Roads, Ayrshire Roads Alliance advising on the management of risk associated with the Ayrshire Roads Alliance. A comment was made regarding Ash Die Back and what the current situation was; and the Head of Roads – ARA advised that through the Roads Scotland Act owners of affected ash trees will be identified and will be written to advising that ash die back has affected their tree and will advise that it requires to be removed. Failure to do so will result in ARA bringing the tree down with a charge back to the owner. Decided: (1) to note the risk register as detailed in the report; (2) to continue to receive updates on progress; and (3) to otherwise note the contents of the report. 6. Ayrshire Roads Alliance – Update on Performance Scorecard There was submitted a report (issued) of March 2022 by the Head of Roads, Ayrshire Roads Alliance regarding progress made to date against the Performance Scorecard. The Head of Roads – ARA advised that improvements were being made to the ARA website and this will include a dedicated area for Members to access. Decided: (1) to note the performance scorecard presented in the report; (2) to agree to continue to receive performance scorecard updates; (3) to otherwise note the contents of the report. 7. Ayrshire Roads Alliance – Service Plan Improvement Actions There was submitted a report (issued) of March 2022 by the Head of Roads, Ayrshire Roads Alliance regarding the management of the Action Plan detailed in the 2021/22 service plan. The Head of Roads – ARA advised that this will become a standard agenda item going forward. A Member commented on the Levelling Up Fund, and requested an update on A75/A77; and the Head of Roads – ARA advised that there are 3 projects which ARA 6
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4 are involved with – namely the A75/A77 economic impact assessment, which will feed into the UK connectivity; the Bellfield Interchange in Kilmarnock, with a plan to improve capacity and the A70 which cuts across South Ayrshire and East Ayrshire – consultants working on junction improvement, active travel, electric vehicle charging points and improved road safety. Decided: (1) to note the Service Plan Improvement Actions presented in this report; (2) to continue to receive updates on progress; and (3) to otherwise note the contents of the report. The meeting ended at 11h24. 7
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AYRSHIRE SHARED SERVICE JOINT COMMITTEE 10 JUNE 2021 Report by the Head of Ayrshire Roads Alliance ______________________________________________________________ SUBJECT: ROADWORKS PROGRAMME 2022/23 ______________________________________________________________ PURPOSE OF REPORT 1. The purpose of this report is to advise the Joint Committee on the progress of work through the roads improvement programmes within East Ayrshire and South Ayrshire for financial year 2022-2023. RECOMMENDATIONS 2. It is recommended that Joint Committee: (i) Notes the Ayrshire Roads Alliance works completed 2022/23, (ii) Otherwise, notes the contents of this Report. BACKGROUND 3. The budget allocation for East and South Ayrshire Councils Roads Investment Programme for FY 2022/23 can be seen in tables 1 and 2 below respectively. Programme Area Budget (£m) Carriageway Resurfacing 5.125 Footway Resurfacing 0.250 Street Lighting 0.230 Traffic & Road Safety 0.315 Structures (Bridges & Culverts) 3.000 Cycling, Walking & Safer Routes 0.778 Smarter Choices, Smarter Places 0.172 Sustrans 0.100 SPT 2.270 SFT 0.060 Car Parks 1.583 School Streets 0.100 EV Charging 0.100 Other Works 0.080 Total 14.163 Table 1: East Ayrshire Council Roads Investment Programme 2021/22 Agenda Item 3 8
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Programme Area Budget (£m) Carriageway & Footway Resurfacing 3.500 Structures (Bridges & Culverts) 0.840 Street Lighting 0.205 20mph Rural Villages 0.023 Traffic Signals 0.390 LED Replacement 0.232 Girvan Harbour 0.318 Slope Stabilisation 0.190 EV charging 0.100 Cycling, Walking & Safer Routes 0.718 Smarter Choices, Smarter Places 0.158 Sustrans 0.262 SFT 0.060 SPT 0.500 STTS 0.148 Total 7.664 Table 2: South Ayrshire Council Roads Investment Programme 2022/23 DETAIL 4. The programmes for FY 22/23 are contained within Appendices One and Two. Resurfacing 5. The roads improvement programmes for FY 22/23 commenced in April with some early improvement works completed. Significant work is ongoing at this time to design and programme this year’s works in tandem with managing our teams and contractors in completing this work. 7. As per previous years bids have been made for timber transport funding as part of this year’s road improvement programme with a confirmed award for South Ayrshire of £0.148m for two projects.No awards were made to East Ayrshire despite bids for 3 projects. Street Lighting 8. In addition to the lighting improvement and LED replacement programmes additional full lighting replacement works have been agreed in Prestwick and Girvan to replace some older installations and align with the appropriate BS5489 /EN 13201 lighting categories. Electric Vehicle Infrastructure 9. The electric vehicle charging infrastructure programme has been included within Appendix One and Two for South and East Ayrshire respectively, with the number of public chargers installed to date is included at Appendix 3. Work has been ongoing with SFT and Transport Scotland to explore public/private partnerships for public charging network.£120k has been awarded to ARA to 9
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develop a private public strategy with a draft to be submitted to SFT/TS by September 2022 on approval from both authorities. Structures 10. Many of the bridge projects that we undertake require works to be undertaken within the watercourse and depending on what the works involve we often require a licence to be obtained. SEPA has 4 months to determine a licence application and they usually take this time. Other constraints, such as fish spawning season can also restrict when you can work in the watercourse. There are a number of projects where a CAR application is ready for submission but the inability to submit it to SEPA is likely to mean the project will incur delay. Where possible other projects that do not require a CAR Licence will be brought forward. 11. Land acquisition and/or access agreements are often required for bridge related projects and can cause delay to the projects. A number of projects are currently near tender ready but are being delayed due to land related issues. ARA are actively working with the Council’s Estates and Legal teams in all of these projects but land acquisition can be a very challenging and resource intense activity. Again, where possible, projects that do not require land acquisition or formal legal access agreements will be brought forward. Traffic & Transportation 14. Agreement has been reached where necessary to roll grant funding provision into the new financial year to complete projects. The focus of these projects will continue to be improvements to our roads and infrastructure to improve journeys and increase safety measures where required. The Active Travel Strategy for East Ayrshire is complete and will be presented to Cabinet on 15th June 2022..This will follow a similar approach to the Active Travel Strategy development for South Ayrshire approved by South Ayrshire Council 8th March 2022. POLICY/COMMUNITY PLANNING ISSUES 14. A well -maintained road network will contribute to achieving the Community Plan objectives in relation to Economy & Skills and Safer Communities to maintain good access to our communities within East Ayrshire. 15. The matters referred to in this report contribute to the South Ayrshire Council strategic objective of ‘Enhanced Environment through Social, Cultural and Economic Activities’ and within that to the outcome of ‘Work with partners to improve roads and other infrastructure, to encourage house building and business investment that sustains local communities’. 10
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LEGAL IMPLICATIONS 16. By virtue of the relevant statutory provisions, principally detailed within the Roads (Scotland) Act 1984, the Council as local roads authority is required to manage and maintain all publicly adopted roads within its area other than those which are maintained and managed by the Scottish Ministers. HUMAN RESOURCES IMPLICATIONS 17. The work programmes have direct impact on human resources and the Alliance will ensure all works are suitably resourced to maintain satisfactory progress. EQUALITY IMPACT IMPLICATIONS 18. An equality impact assessment is not needed because the proposal does not have a differential impact on any of the protected characteristics. FINANCIAL IMPLICATIONS 19. The Ayrshire Roads Alliance will deliver the strategic and local services as stated in the Service Plan. The budget is provided by East Ayrshire Council, South Ayrshire Council, and other external organisations. Appropriate scrutiny arrangements are in place to manage these budgets. RISK IMPLICATIONS 20. The Ayrshire Roads Alliance Risk Register is reviewed and presented to very Joint Committee. 21. The Works Programmes, Service Plan and the Risk Register do not expose either Council to an increased risk as they have been developed from existing budgets and existing service commitment. TRANSFORMATION STRATEGY 22. This Report aligns with the following design principle stated in the “Transformation Strategy 2017-2022”. • “Maximum value for our communities”, by ensuring the various elements of the Ayrshire Roads Alliance improves transport provision throughout East Ayrshire. BACKGROUND PAPERS East Ayrshire Council Cabinet Report – 2022/23 Roads Asset Management Plan – Investment and Programme - 16 March 2022 South Ayrshire Council Leadership Report Road Improvement Plan 2022/23 - 08 March 2022 11
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LIST OF APPENDICES Appendix 1 - South Ayrshire Council Programme of Works 2022/23 Appendix 2 - East Ayrshire Council Programme of Works 2022/23 Appendix 3 – EV Infrastructure Person to Contact: Kevin Braidwood, Head of Ayrshire Roads Alliance Tel. No. 01563 503164 E- mail: kevin.braidwood@ayrshireroadsalliance.org Implementation Officer: Kevin Braidwood, Head of Ayrshire Roads Alliance Tel. No. 01563 576441 E- mail: kevin.braidwood@ayrshireroadsalliance.org 12
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Appendix 1 - South Ayrshire Council- Ayrshire Roads Alliance Carriageway Structural Maintenance Capital Programme over two years 2022/24 Works Carried Over From 2021 Route No Town Road Name Works Description Scheme Score Estimated Cost Comments Variance +/- Uncl Ayr Sannox View Full Length N/A £76,230 programmed Uncl Ayr Viewfield Road Full length N/A £58,905 programmed Uncl Ayr Hunters Avenue T Lights to Northfield N/A £129,150 programmed Uncl Prestwick Kyle Street Full length N/A £54,180 programmed Uncl Ayr Dalmilling Drive Full length N/A £71,904 Complete Final Measure Uncl Ayr Taylor Street Full Length N/A £109,141 programmed Uncl Ayr Carrick Avenue Full Length N/A £100,947 programmed Uncl Ayr St Phillans Avenue Full Length N/A £222,755 programmed Uncl Ayr Southpark Road Full Length + fway works? N/A £125,364 programmed A719 By Maybole Maidens Ayr North of Humeston N/A £98,572 programmed B734 Old Dailly Barr Old Dailly Old Dailly to Penkill + drainage improvements N/A £108,000 programmed B7035 By Girvan Glendoune Houdston Road (Coalpots) Braetoll South + S Power shut down N/A £100,500 programmed Uncl Dailly Back Road Full Length N/A £107,646 programmed Uncl Girvan Carrick Street Full Length N/A £44,499 programmed 13
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Uncl Ayr Kersepark Footway Full length one side N/A £41,250 programmed Uncl Ayr Arthur Street Footway Full N/A £26,186 programmed B7023 Crosshill King Street Footway Shop side full length N/A £27,364 programmed C31 Crosshill Kirkmichael Road Footway By Community Centre N/A £8,250 programmed Uncl Girvan Hawthorn Drive Footway N/A £57,112 programmed Surface Dressing Works –Proposed 2023/24 U72 By Dundonald Crooks Full Length N/A U99 By Symington Dundonald Symington C32 to U98 Corraith N/A C115 By Tarbolton Parkmill Road Parkmill to C114 N/A C114 By Tarbolton Largie Road 2 sections N/A B744 By Tarbolton Tarbolton/Crosshands C114 to Auchinweet N/A C74 By Ayr Macnairston Road Macnairston to Lochfergus N/A C122 By Minishant School Road Full Length N/A C60 By Maybole Ladycross Full Length N/A C39 By Ayr Corton Road A77 to Equestrian Centre N/A C29 By Maybole North Water of Girvan - Maybole Road 30 mph Maybole south to U3 N/A 14
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U2 By Maybole Auchencross C29 to Railway Bridge N/A U25 By Dailly Delamford B741 to Hadyard Hill N/A U56 Girvan Golf Course Road Newton Kennedy Br. to Knockvalley Cottages N/A C102 By Kirkoswald Balvaird Full Length N/A Carriageway Resurfacing Works 2022/24 A719 By Tarbolton Failtoll Crossroads By Lilylaw Farm N/A £173,875 Complete Final Measure A759 Dundonald Bypass Road, Dundonald Auchans to Palmer Mount 61 £219,000 programmed B730 By Symington B730 Tarbolton/Dundonald Dankeith to B751 Junction 53 £158,763 programmed B730 By Dundonald B730 Bogend/A77(T) - Tarbolton Road/Dundonald, Dundonald Slough Bridge to Tarbolton Road Dundonald 53 £265,500 programmed C92(C8) By Craigie Plewlands Road Full Length incl part C8 to A719 47 £139,040 programmed Uncl Troon Queens Drive Full Length 42 £35,640 programmed B744 By Tarbolton B744 Garden Street/Tarbolton - From Barrmuirhill 69 £159,000 Complete Final Measure 15
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Council Boundary, Tarbolton east to Auchinweet B743 By Mossblown Ayr / Mossblown? West from Brocklehill Farm 53 £271,250 programmed C115 By Tarbolton C115 Montgomerie Street/Tarbolton - C114 Jcn Sw Of Barhill, Mauchline From Fail Bridge westwards 50 £123,200 programmed C37 Auchincruive Barrackhall Gibbsyard TBC 48 £134,400 programmed Uncl Ayr Saltpans Road North from Glebe Road 46 £48,750 programmed Uncl Tarbolton Springfield Road Garden Street to No 50 46 £35,200 programmed Uncl Prestwick Morris Road Full Road 43 £34,320 programmed Uncl Ayr Green Street Waggon Road to Crown Street 42 £67,760 programmed Uncl Prestwick Craigie Street Full length 39 £11,638 programmed C74 By Ayr Macnairston Road C105 to B742 Junction 52 £92,960 programmed B744 By Annbank B744 Jcn At B742 N Of Annbank - B743, Annbank from B743 junction south- westwards 63 £120,000 Complete Final Measure B742 By Coylton B742 Council Boundary - A70/Hillhead, Coylton By Holebogs, S bend 59 £45,000 programmed B742 By Coylton B742 Council Boundary - A70/Hillhead, Coylton From A70 at Hillhead south to C21 56 £57,000 programmed 16
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Craigs Road junction B744 Annbank Weston Avenue Craighall Way to 101 Weston Avenue 56 £70,875 programmed B742 By Coylton B742 A70 Hillhead - B744 Jcn N Of Annbank, Coylton From Meadowhead Depot entrance south-wards 55 £97,500 programmed B744 Annbank Weston Brae Full Length 53 £58,125 programmed B744 Annbank Browns Crescent Full Length 53 £28,125 programmed B742 By Coylton B742 A70 Hillhead - B744 Jcn N Of Annbank, Coylton Bridge of Coyle to C2 52 £190,500 programmed B744 By Annbank B744 Belston/A70 - Weston Avenue/Annbank, Ayr Auchincruive Junction to Glenview 52 £91,250 programmed U77 By Coylton Hole Road Full Length 46 £43,360 programmed Uncl Ayr Ellisland Square Full Length 42 £58,806 programmed Uncl Ayr Chapel Park Road Full Length 40 £53,319 programmed B742 By Maybole B742 Jcn Of A77(T) Ne Of Maybole - Council Boundary S Of Dalrymple, Maybole From B7045 junction westwards N/A £66,845 programmed A719 By Dunure A719 Smithy Bridge/Dunure - Croy Brae, Dunure By Humeston, Castlehill woods to Pennyglen 70 £93,800 programmed 17
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A719 By Dunure A719 Smithy Bridge/Dunure - Croy Brae, Dunure Cemetery to Drumshang 67 £182,000 programmed A719 By Maidens A719 Pennyglen/B7023 - Kirkoswald Road/Maidens, Maidens Morriston Farm to Jct Blawearie 56 £186,000 programmed A719 By Maidens A719 Turnberry Road/Maidens - Maidens Road/Maidens, Turnberry Maidens to Turnberry 56 £232,500 programmed B7023 Maybole Crosshill Road Full Length 56 £56,250 programmed B7023 Maybole St Cuthbert's Road Full Length 53 £28,125 programmed B7024 Maybole Alloway Road Redbrae to Bypass 51 £71,250 programmed C122 By Maybole C122 Gardenrose Path/Maybole - School Road/Minishant, Maybole School to new Bypass 50 £18,150 programmed C122 By Maybole C122 Gardenrose Path/Maybole - School Road/Minishant, Maybole Ladycross to new Bypass 50 £24,192 programmed B7023 Maybole Crosshill Road Full Length 56 £56,250 programmed B7023 Maybole Maybole Crosshill 30mph Maybole to jcn C58 72 £323,840 programmed A714 Barrhill Main Street Full Length 61 £148,800 programmed 18
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B7027 Barrhill Knowe road Jcn A714 to Dusk mill area. 58 £53,808 programmed B741 Dailly Girvan/Dailly Bargany 55 £105,840 programmed C29 Maybole North Water of Girvan/Maybole Road Wallacetown to Ruglen various locations 55 £136,125 programmed U52 Pinwherry Muck road Various TBC 52 £76,800 programmed C45 Ballantrae Heronsford Road A77- Laggan 48 £56,840 programmed U6 By Ballantrae Balkissock Full length 44 £101,482 programmed Footway Resurfacing Works 2022/24 Uncl Troon Fullarton Drive No 19 to No 37 30 £16,500 programmed B730 Dundonald Drybridge Road Bowling Green to Kilnford Dr 28 £14,500 programmed B730 Dundonald Drybridge Road Kilnford Drive to A759 28 £33,600 programmed C492 Troon Bentinck Drive No 97 to No 121 28 £20,000 programmed Uncl Prestwick Outdale Avenue F/path Sherwood Road side , both sides 30 £38,300 programmed C17 Tarbolton Westport Footway North side 28 £17,370 programmed 19
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B743 Mossblown Mauchline Road Fourways to Railway Bridge North side 28 £15,300 programmed Uncl Ayr Content Avenue South Side full length (College Side) 28 £8,400 programmed Uncl Mossblown Martin Avenue 28 £15,300 programmed Uncl Prestwick Hunters Avenue South from Heathfield Road, west side 23 £7,500 programmed Uncl Ayr Bellevue Crescent 34 £37,800 programmed Uncl Ayr Hawthorn Drive 30 £62,000 programmed B742 Annbank Weston Brae 28 £10,700 programmed Uncl Maidens Ardlochan Road 30 £20,000 programmed Uncl Maybole Hicks Avenue No 2 to No 94 30 £28,980 programmed Uncl Maybole Queens Terrace No 17 to No 39 + cway see separate entry 28 £18,000 programmed Uncl Maybole Kingcraig Avenue No 2 to No 32 + cway see separate entry 28 £22,800 programmed Uncl Ayr Lochpark slab replacement 23 £20,425 programmed C151 Dailly Woodside Both sides from Back St 30 £20,400 programmed 20
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and Hadyard Terr Uncl Dailly Church Crescent Odd number side full length 30 £16,000 programmed Uncl Crosshill Newton Street Church Side of road 30 £15,795 programmed Uncl Dailly Hadyard Terrace Inside footway + part outer section 28 £54,400 programmed TOTAL £6,928,827 South Ayrshire Council- Ayrshire Roads Alliance Lighting Programme 2022/23 Town Location Work Type No of columns Estimated Programme Cost Comments Variance +/- Ayr James Street and Area Carry forward from 2021/22 30 £62k On Site Ayr Auchendoon Crescent and various Service Roads No existing lighting 7 £17k programmed Ayr Dalmilling Road (Phase 2) 5th Core supplies 9 £15k programmed Ayr Sannox Road & Place (Phase 2) 5th Core supplies 8 £20k programmed 21
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Maybole Greenside (Phase 2) Concrete columns 9 £20k Design Prestwick Mossbank Old steel columns and 5th Core supplies (ongoing section faults) 24 £50k Contract Awarded Troon Barassiebank Lane (part), Muir Dr and Wallace Dr Concrete columns 14 £30k On site £214k South Ayrshire Council- Ayrshire Roads Alliance LED Lighting Programme 2022/23 Town Description Remaining Ayr - 192 22
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South Ayrshire Council- Ayrshire Roads Alliance Traffic and Transportation Programme 2022/23 Calculated Funding Totals Sub-Bid Matc h Detail Total Bids Project Description Comments Variance +/- SPT £39,000 Match £500,000 Access for All Review Coylton £400,000 Match Alloway to Burton Construction £11,000 Match Dundonald to Barrasie Link Ph1 Construction £50,000 No Match SQP Various Projects Sustrans – Places for Everyone £120,000 Match £262,543 Access for All Review Coylton Uncertainty Over Sustrans Bid 22/23 £100,000 Match Alloway to Burton Construction Uncertainty Over Sustrans Bid 22/23 £42,543 Match Dundonald to Barrasie Link Ph1 Construction Uncertainty Over Sustrans Bid 22/23 £0.00 No Match £0.00 Loans to Troon Railway Station New Bid depending on outcome of consultation/ public event Sustrans – Cycle £10,000 Direct Match £10,000 School Cycle Shelters 23
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Calculated Funding Totals Sub-Bid Matc h Detail Total Bids Project Description Comments Variance +/- Shelter Fund SCSP £158,150 Hub Match £158,150 Active Travel Hub Ayr SAC in Kind £0.00 - Active Travel Hub Ayr CWSR £41,000 Match £491,000 Access for All Review Coylton £250,000 Match Alloway to Burton Construction £40,000 Match Signalisation B746 Kilmarnock Rd/Lang Rd/Commonwealth Dr Junction £50,000 Match Dundonald to Barrasie Link Ph1 Construction £10,000 Direct Match School Cycle Shelters CWSR £20,000 Hub Match £100,000 HUB Match Station Rd Dunure £20,000 Hub Match Hub Match -TBC £20,000 Hub Match Hub Match -TBC £20,000 Hub Match Hub Match -TBC £20,000 Hub Match Hub Match -TBC 24
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Calculated Funding Totals Sub-Bid Matc h Detail Total Bids Project Description Comments Variance +/- Developer Contribution £130,000 Match £130,000 Signalisation B746 Kilmarnock Rd/Lang Rd/Commonwealth Dr Junction Total Dev Contribution amount available TBC Total £1,551,69 3 ARA New Signals £230,000 Match £200,000 Signalisation B746 Kilmarnock Rd/Lang Rd/Commonwealth Dr Junction Total £1,751,69 3 South Ayrshire Council-Ayrshire Roads Alliance Traffic and Transportation Signal Replacement 2022/23 Signal No Town Description Work Type Estimated Programmed Cost Comments Variance +/- SAS 15 Ayr Castlehill Rd/Chalmers Rd Junction Replacement £60,000 SA59 Ayr Whitletts Road/Craigie Rd Junction Replacement £50,000 SA17 Ayr Whitletts Rd/Mainholm Rd Junction Replacement £45,000 25
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SAP1 Ayr Holmston Rd Pedestrian Crossing Replacement £35,000 Total £190,000 South Ayrshire Council - Ayrshire Roads Alliance Structures Capital Programme 2022/23 Description Work Type Estimated Programme Cost Comments Variance +/- A79-30 Victoria Bridge Joint Replacement and waterproofing £300,000 On Site A79-30 Victoria Bridge Concrete Repairs and Painting £490,571 On site £790,571 26
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Appendix 2 East Ayrshire Carriageway Structural Maintenance Programme 2022/23 ROAD LOCATION Cost Comment A713 South of Hollybush £168,750.00 Programmed A713 Polnessan to Patna £150,000.00 Programmed A71 Main Street Darvel £121,875.00 Programmed A70 Lugar Water Bridge to East Gateway £131,250.00 Programmed A70 Carbello £103,125.00 Programmed A719 Moscow £131,250.00 Programmed A719 Rural Sections £131,250.00 Programmed A735 U26 to past C7 Junction £159,375.00 Programmed B743 Strathaven Road Muirkirk 950m to South Lanarkshire Boundary £98,800.00 Programmed B7036 Barony Road Near Egger factory Entrance £93,750.00 Programmed C134 Rural Sections £51,200.00 Programmed C50 Ochiltree Various sections £89,600.00 Programmed C6 Stewarton Various sections £89,600.00 Programmed C22 Coal Road From U730 to A70 £264,000.00 Programmed C23 Rigg Road from U730 to Railway Bridge £88,000.00 Programmed U730 Glenshamrock Road from B705 to C23 £240,000.00 Programmed U1 GalstonMoor Road U56 to A71 £160,000.00 Programmed U760 Dalcairnie Full Length £116,480.00 Programmed U26 Dunlop Full Length £48,000.00 Programmed U729 Glenmuir Road Logan Avenue to Loganhill Road £20,000.00 Programmed Ellis Street Kilmarnock Full Length £16,800.00 Programmed Howard Street Kilmarnock Full Length £71,400.00 Programmed Seaford Street Kilmarnock Full Length £112,200.00 Programmed Dundonald Road Kilmarnock Smillie Place to Seaford Street £123,200.00 Programmed Witchknowe Road Kilmarnock New Street to Witchknowe Avenue £9,350.00 Programmed Meiklewood Road Kilmarnock No1 to No 31 £28,050.00 Programmed Shortlees Crescent Kilmarnock Rathlin Avenue to Shortlees Road £37,400.00 Programmed Old Street Kilmarnock Academy Street to Campbell St £32,130.00 Programmed Kinlock Road Kilmarnock Full Length £36,371.50 Programmed Stoneyhill Avenue Kilmarnock Full Length £18,700.00 Programmed Turner Place Kilmarnock Full Length £27,200.00 Programmed 28
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Craufurdland Road Kilmarnock No87 to No145 £20,400.00 Programmed Old Mill Road kilmarnock Lawson Street to Saturrock Street £52,800.00 Programmed Grassyards Road Kilmarnock Kennedy Drive to C10 £52,800.00 Programmed Mansfield Road New Cumnock A76 to Top Corner/ Junction £255,200.00 Programmed Loch View New Cumnock Full Length £32,725.00 Programmed Mill of Shield Drongan B730 to Drumwhill Road £56,100.00 Complete Glencraig Street Drongan Lane Crescent to Hannaston Avenue £37,400.00 Programmed Blaney Avenue Patna Full Length £28,050.00 Programmed Wallace Street Galston B7037 to Cross £11,900.00 Programmed Titchfield Street Galston Standalane to Orchrd Street £28,560.00 Programmed Maxwood Road Galston Various Sections £34,000.00 Programmed Cessnock Road Hurlford Full Length £24,310.00 Programmed Craigie Road Hurlford Full Length £59,840.00 Programmed Blair Avenue Hurlford Full Length £88,825.00 Programmed Crougar Road Crookedholm Full Length £58,905.00 Programmed Meadowside Crookedholm Full Length £6,375.00 Programmed High Street Newmilns Full Length £38,250.00 Programmed East Donnington Street Darvel Full Length £30,600.00 Programmed Burn Road Darvel Various Sections £74,800.00 Programmed Campbell Street Darvel Full Length £28,050.00 Programmed Patterson Terrace Darvel Full Length £21,505.00 Programmed Fleming Drive Stewarton Full Length £11,874.50 Programmed Lothian Road Stewarton Full Length £46,750.00 Programmed Victoria Way Stewarton Full Length £13,090.00 Programmed Cutsburn Road Stewarton Full Length £74,800.00 Programmed Irvine Road Kilmaurs Full Length £21,505.00 Programmed Newmill Road Dunlop Full Length £76,500.00 Programmed Middlefield Drive Muirkirk Full Length £14,450.00 Programmed Poole Avenue Ochiltree Full Length £5,950.00 Programmed Broom Cresent Ochiltree Remaining Length £12,750.00 Programmed Douglas Brown Avenue Ochiltree Full Length £12,750.00 Programmed Dalgleish Avenue Cumnock Full Length £26,350.00 Programmed McLymont Court Cumnock Full Length £24,480.00 Programmed Holland Crescent Cumnock Full Length £47,600.00 Programmed Tankard Car Park Cumnock Full Car Park £70,400.00 Programmed 29
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Appendix 2 East Ayrshire Footway Structural Maintenance Programme 2022/23 Section Street Name Location Environment Footway Material Length Average Width Treatment Area Cost New Cumnock Loch View Full Length Both Sides Residential Bituminous 300 2 New PCC Kerbs, reconstruct, HRA 600 £22,800 Patna Blaney Avenue No12 to Main Street Residential Bituminous 144 3.25 New PCC Kerbs, reconstruct, HRA 468 £14,976 Dalmellington Broomknowe No 33 to Gateside Road Residential Bituminous 106 1.8 New PCC Kerbs, reconstruct, HRA 191 £6,106 Ochiltree Broom Crescent No1 to Gallowlee Residential Bituminous 215 1.8 New PCC Kerbs, 387 £12,384 Ayr Road Car Park Cumnock Full Car Park £79,200.00 Programmed Elizabeth Crescent Cumnock Full Length £36,000.00 Complete Gemmel Avenue Cumnock Full Length £25,200.00 Complete C3 Barsminning Road Mauchline From Rail Bridge to U742 Mosshead Road £17,820.00 Programmed Hughfield Road Mauchline Full Length £55,500.00 Programmed Carrick View Mauchline Full Length £41,250.00 Programmed Beechwood Road Mauchline Full Length £69,500.00 Programmed Jean Armour Drive Mauchline Full Length £112,500.00 Programmed Cairn Road Cumnock Various Sections £103,950.00 Complete Park Crescent Dalmellington Full Length £62,370.00 Programmed Main Street Dalmellington Full Length £40,040.00 Programmed 30
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Avenue reconstruct, HRA Ochiltree Mill Street Coachhouse to A70 Residential Bituminous 200 2 New PCC Kerbs, reconstruct, HRA 400 £12,800 Kilmarnock Riverbank Place No3 to No 19 Residential Bituminous 50 1.8 New PCC Kerbs, reconstruct, HRA 90 £2,880 Kilmarnock Western Road Various Sections Residential PCC Slabs 970 2 New PCC Kerbs, reconstruct, HRA 1940 £62,080 Kilmarnock Sannox Road No1 to No31 Residential Granolithic 140 2 New PCC Kerbs, reconstruct, HRA 280 £8,960 Darvel Burn Road A71 to West Donington Street Residential Granolithic 70 1.8 New PCC Kerbs, reconstruct, HRA 126 £4,032 Darvel Ranolcoup Road A71 to Mair's Road Residential Granolithic 50 1.8 New PCC Kerbs, reconstruct, HRA 90 £2,880 Cumnock Hearth Road/Hearth Road Car Rd to Emry's Avenue Residential Bituminous 420 1.8 New PCC Kerbs, reconstruct, HRA 756 £24,192 Auchinleck Barbieston Road Talbot Drive to Church Street Residential Bituminous 320 1.8 New PCC Kerbs, reconstruct, HRA 576 £18,432 Kilmaurs Sunnyside B751 to Yardside Residential Bituminous 175 2 New PCC Kerbs, reconstruct, 350 £11,200 31
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HRA Stewarton Merrygreen Place Full Length One Side Residential Bituminous 450 1.8 New PCC Kerbs, reconstruct, HRA 810 £25,920 Stewarton Holm Street One Section Residential Bituminous 40 2 New PCC Kerbs, reconstruct, HRA 80 £2,560 Drongan Watson Terrace From Cul- De- Sac to Taiglum Place Residential Bituminous 70 1.8 New PCC Kerbs, reconstruct, HRA 126 £4,032 Drongan Taiglum Place Watson Terrace to lane Crescent Residential Bituminous 75 1.8 New PCC Kerbs, reconstruct, HRA 135 £4,320 Crosshouse Kilmarnock Road Playingfield Road to Gatehead Road Residential Bituminous 140 1.2 New PCC Kerbs, reconstruct, HRA 168 £5,376 £245,930 32
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APPENDIX 2: Environmental Improvement Programme Year Project Description of Works Benefit Estimated Cost 2020/21 Hayhill, by Drongan, Environmental Improvement Kerb, upgrade verge and form parking bay Improve environment in village and road safety by formalising parking area. £15,000 2021/22 Craigie Avenue, Kilmarnock Form Lay-by - street parking bays Improve environment and road safety by reducing on street parking problems. £15,000 Future Years Wellpark Crescent Kilmarnock, widen road. Re-kerb and widen over- run grassed area Improve environment and road safety by reducing on street parking problems. £7,000 Future Years Kilmarnock Rd Service Rd Crosshouse, widen road. Re-kerb and widen over- run grassed area Improve environment and road safety by reducing on street parking problems. £8,000 Future Years Hillcrest, Bellsbank, Dalmellington Parking Bays Form 6 No Off-Street parking bays Improve environment and safety by reducing on street parking problems. £15,000 Future Years North Hamilton Place Kilmarnock, parking bays. Additional Parking Area Improve environment and road safety by reducing on street parking problems. £8,000 Future Years Gateside Road, Galston, widen road. Re-kerb and widen over- run grassed area Improve environment and road safety by reducing on street parking problems. £7,000 34
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Appendix 2 Street Lighting Works Programme 2022/23 Lighting Capital Programme 2022/23 Town Location Work Type Estimated C/F Cost Comments Variance +/- Dalrymple Church Street Area Carry forward from 2021/22 On Site £45k 90% Complete Kilmarnock Lomond Road Area Carry forward from 2021/22 on Site £15k 90% Complete Darvel Glen Cres and Hutchison Dr Carry forward from 2021/22 £45k 50% Complete £105k Town Location Work Type Estimated Programme Cost Comments Variance +/- Hurlford Sherwood Road, Liffnock Avenue, Cessnock Ave, Cessnock Drive, Cessnock Rd 5th Core supplies and concrete columns £90k Programmed Kilmarnock Ayr Road, Service Road 5th Core supplies and concrete columns £30k Programmed Muirkirk Pagan Walk, Stoneyhill Avenue, Wardlaw Ave and Hawkshaw Terrace 5th Core supplies and concrete columns £70k On Site Dalrymple Barbieston Rd and Cedar Terrace 5th Core supplies and concrete columns £40k Programmed £214k 35
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LED Lighting Programme Update 2022/23 Town Lantern Amount Status Lantern Tender Delivery / start install Install complete by New Cumnock & Dalmellington 766 Complete Patna & Dalrymple 563 Complete Mauchline,Sorn & Catrine 957 Complete Ochiltree & Drongan 562 Complete Auchinleck & Cumnock 1535 Works ongoing by LMU - 95% complete Mar-22 Irvine Valley (including Hurlford & Crookedholm) 1860 Complete Kilmarnock South (including Crosshouse, Gatehead & Knockentiber) 2300 Lightways Contractor - 95% complete Mar-22 Kilmarnock - North East 1135 Lightways Contractor – started Feb 2022 July-Aug 21 Dec-21 90% Complete Kilmarnock - North West 1850 Tender to be issued April 2022 July-Aug 21 Sep-21 On Site Kilmarnock - Central 1400 Compiled list complete, next stage mini- tender Aug-22 East Ayrshire - Decorative 350 1st stage in progress ( 30% complete), 2nd stage tender to be issued Aug-22 Logan, Lugar, Cronberry & Muirkirk 390 Compiled list complete, next stage mini- tender Feb-23 Stewarton, Kilmaurs, Fenwick, Dunlop & Lugton 1420 Compiled list complete, next stage mini- tender Mar-23 Current Status Programme completed conversions to date 8,402 Replacement programme 55.7% complete Overall LED units completed 13,986 LEDs now 66.8% of total EAC inventory LED Programme Funded Replacement Works 36
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During our design works for our LED conversions, we have identified a number of older installations in East Ayrshire where it is not practicable to simply replace the existing discharge lighting with LED lanterns. Consequently we propose full lighting replacement projects for the following locations funded from the LED replacement budget. Town Location Estimated Cost Fenwick Glebe Terrace £20k Mansheugh Road £35k Skernieland Rd Area £30k Galston Orchard Street £35k Kilmarnock Ellisland Drive Area £45k Gibson Street, Stevenson Street, Carmel Avenue Area £110k Glasgow Road, B7038 £70k Greenan Road, Dunure Rd, Wilson Avenue, Melville St Area £120k Samson Avenue and Linfern Avenue Area £95k Woodstock Street Area £50k Stewarton Clerkland Road Area £70k Total £680k 37
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APPENDIX 2: Bridge and Culvert Strengthening Programme Structure Reference Structure Name Proposed Works Revised Estimate of Projects C/F into 2022/23 Estimate of new projects for 2022/23 Estimate Future Years 2023/2024 & beyond Bridge Strengthening and Replacement U22/10 Burnfoot Bridge, near Darvel Replacement – Near tender ready. Land acquisition outstanding £444,000 C127/10 Low Ashyard Bridge Infilling of bridge by Historical Railways Estate. EAC part contribution £5,000 £180,000 U26/10 West Clerkland Bridge, near Stewarton Replacement – currently closed to traffic; near tender ready. CPO required to obtain land acquisition. Construction likely to be in future year programme £12,000 £300,000 B730/10 Littlemill Bridge, near Rankinston Replacement - near tender ready; land acquisition to be concluded; construction likely to be in future year programme £6,000 £720,000 A71/280/C8 0 Mathews Burn Culvert, West Donnington St, Darvel Replace section of culvert below West Donnington Street; design on going and near tender ready, land acquisition to be concluded. £5,000 £144,000 B713 B713 Road Slip south of Sorn Detailed design and construct sheet piled wall £312,000 B705 B705 Road Slip centre of Catrine Detailed design £18,000 £720,000 B705 B705 Road Slip north of Catrine Detailed design £18,000 £360,000 Various Investigative works Topographical surveys, paint surveys, etc £6,000 £6,000 C108/00/C4 4 Gateside Farm Culvert Replacement with box culvert units – contract awarded – start March 2022 Completion end of May £102,000 A735/130/C Gills Burn Culvert, Dunlop Part deck replacement and Retaining Wall Repairs - design in 2022/23 and £10,000 £180,000 38
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58 construction in future year programme 39
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Structure Reference Structure Name Proposed Works Revised Estimate of Projects C/F into 2022/23 Estimate of new projects for 2022/23 Estimate Future Years 2023/2024 & beyond U45/10 Kirkland Bridge, Springside Replacement of boundary bridge - North Ayrshire Council is lead authority. East Ayrshire Council funding 50% in 2022/23 £54,000 U751/10 Crossflats Bridge Replacement – design by consultant £60,000 £390,000 U760/00/C9 3 Glenhead Culvert Replacement £42,000 U740/10 Barbieston Bridge Boundary Bridge Replacement – design by consultant £24,000 £600,000 Cessnock Ave, Hurlford Retaining Wall replacement £36,000 U44/10 Bruntland Bridge Strengthen and refurbish £24,000 £300,000 Upgrade Works identified from inspections B705/10/C 91 Cowan Place Culvert, Catrine Masonry repairs/scour repairs £24,000 B705/20 Shellies Bridge, Catrine Scour repairs; masonry training wall repairs and culvert extension – Consultant appointed to undertake design & works ongoing; land acquisition required. Construction in future year programme £6,000 £144,000 A71/300 Priestland Bridge Retaining Wall strengthening – finalise design, conclude land acquisition/servitude and construct £120,000 U764/10 Glenmuir Bridge Scour repairs £42,000 A70/130/W 31 Thornwood Wall, Lugar Replacement - Consultant appointed to undertake design which is ongoing; land acquisition required. Construction in future year programme £6,000 £360,000 Queens Crescent, Newmilns Replace riverbank retaining wall £325,000 Galston to Newmilns Cyclepath River realignment works – additional rock armour works £72,000 40
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B741 Coal Glen Embankment Slip, near Dalmellington Ground investigation complete. Consultant finalizing design & tender package. Land acquisition required. Construction potentially in 2022/23. £24,000 £360,000 41
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Structure Reference Structure Name Proposed Works Revised Estimate of Projects C/F into 2022/23 Estimate of new projects for 2022/23 Estimate Future Years 2023/2024 & beyond A713/60/C6 1 Polnessan Upper Bridge Extension of culvert. Design and land acquisition in 2022/23. Construction in future year programme. £24,000 £180,000 C90/35/CG0 2 Cattle Grid Replacement of cattle grid and bypass improvement.. Tender ready. Est £30,000 Funded by WF developer A736/60/C8 4 Lochridge Culvert Masonry and drainage repairs £60,000 F/LUGA/10 Logan to Park Terrace Footbridge, Lugar Replacement of footbridge deck.on refurbished abutments. Consultant design ongoing £150,000 B705/20/C6 8 Smithy’s Culvert, near Catrine Replace with box units - future year programme £84,000 B741/40/C7 9 Polmathburn Bridge, near Dalmellington Replace damaged deck slabs - future year programme £90,000 A71 Dundonald Rd Bridge Refurbish – replace expansion joints, waterproofing, drainage, surfacing – design. Construction in future year programme. £36,000 £1,200,000 A71 Riccarton Viaduct Refurbish – paint, replace expansion joints, waterproofing, drainage, surfacing – design. Construction in future year programme. £36,000 £1,440,000 A71 River Irvine Bridge Refurbish – paint, replace expansion joints, waterproofing, drainage, surfacing - design. Construction in future year programme. £36,000 £2,040,000 B741/50 Nith Lodge Bridge Replacement. Appoint consultant for design and construction in future year £54,000 £480,000 Annick Water, Stewarton Replacement of collapsing gabion training wall. Detailed design by consultant and construction £378,000 U/LOGA/10 Old Lugar Bridge Strengthening, masonry repairs and scour protection £300,000 C129/30 Chapeltoun Bridge Masonry repairs, Parapet heightening and scour protection 90% Complete. £120,000 42
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C85/10 Fenwick Bridge Masonry refurbishment £24,000 £150,000 43
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Structure Reference Structure Name Proposed Works Revised Estimate of Projects C/F into 2022/23 Estimate of new projects for 2022/23 Estimate Future Years 2023/2024 & beyond B7036/10 Lugar Bridge, Ochiltree Major refurbishment – design in FY 2022/23, construction in future year £24,000 £840,000 U720/20 Lane Burn Bridge Masonry refurbishment 90% Complete. £70,000 U/KMCK/20 West Shaw Street Bridge Strengthen and Refurbishment £600,000 C135/20 Avon Bridge Masonry and scour repairs £36,000 U736/10/C65 Sykeside Bridge Scour repair £24,000 U729/00/C64 Hayhiolm Bridge Masonry and Scour repairs £36,000 U729/00/C71 Barry Burn Culvert Masonry and Scour repairs £36,000 U730/00/C37 Culvert Masonry and Scour repairs £36,000 C36/10 Nith Bridge Masonry parapet rebuild and repairs £60,000 £60,000 A70/100 Gatehouse Bridge Parapet heighten, scour repairs & masonry repairs £24,000 £180,000 A70/110/C46 Rose Burn Bridge Masonry and scour repairs £24,000 £120,000 Broomknowe Retaining Wall Design in 2022/23, construction in future years £24,000 £150,000 W/MUIR/20 Muirkirk Shops Retaining Wall Design in 2022/23, construction in future years £24,000 £150,000 Parapet Upgrades A70/70 Burnock Bridge, Ochiltree Parapet and other masonry repairs £216,000 A713/90 Dunaskin Bridge, Waterside Widening to create footway and replace both masonry parapets - design ongoing. £70,000 A735/20 Victoria Bridge, Kilmarnock Site works ongoing re replacement of substandard vehicle parapets; deck expansion joints and paint superstructure, waterproofing and resurfacing £570,000 44
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B743/80 Cleuch Bridge, Sorn Upgrade of parapets and install footway £90,000 45
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Structure Reference Structure Name Proposed Works Revised Estimate of Projects C/F into 2022/23 Estimate of new projects for 2022/23 Estimate Future Years 2023/2024 & beyond A713/70/C53 Drumgrange Bridge Upgrade of parapets, masonry repairs – works ongoing £6,000 C134/10 Ranoldcoup Bridge, Darvel Masonry repairs and heighten parapets £24,000 £240,000 £48,000 B769/40 Corsehill Mill Bridge Parapet replacement – design in FY 2021/22 £12,000 £150,000 B7082/10 Townhead Bridge Parapet replacement £150,000 B743/135/C5 0 Beacon Hill Culvert Headwall Repairs £36,000 W/NCUMN/1 0 Burnside Retaining Wall Replacement £36,000 U8/00/C8 Hendryton Burn Culvert Scour and masonry repairs £48,000 Rail Incursion C23/10 Rigg Road Rail Bridge, Cumnock Safety fencing - future year programme £20,000 Non ARA Council Footbridges Various sites Design, investigation £120,000 £120,000 F/HURL/10 Portland Brae Footbridge Load Assessment, paint and replace concrete planks £230,000 F/CATR/20 Institute Ave Footbridge, Catrine Refurbishment £72,000 Principal Inspections Various Principal Inspections of bridge stock by consultant and in-house staff £216,000 TOTAL £3,037,000 £3,000,000 £12,434,000 46
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TOTAL (Estimated Carry Forward + new allocation) £6.037m 47
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APPENDIX 2: Traffic, Transportation and Road Safety Programmes 2022/23 (i) Road Safety Programme (ii) Safer Neighbourhoods Town Location Proposed Scheme Mauchline Cowgate Traffic management review Kilmarnock Prestwick Place, Fardalehill Traffic management Kilmarnock Sutherland Drive Traffic calming Galston Cessnock Road at Bowling Club Pedestrian build-out Town/Route Location Proposed Scheme Hurlford A71/B7073 roundabout AIP junction assessment Kilmarnock Hurlford Road 30mph speed limit extension Auchinleck Barony Road Speed Limit extension and gateway improvements Dalmellington High Main Street, Churchill, Knowehead Road safety improvements B742 Dalrymple B742 gateway entrance to Dalrymple Enhanced gateway features including vehicle activated sign B7034 Hollybush Hollybush 30mph speed limit A713 Waterside Waterside 50mph speed limit Auchinleck Various Waiting restriction amendments Lugton Dunlop Road Speed limit signing improvements Galston Brewland Street Extension of 30mph speed limit Kilmarnock A71 Campbell St off slip Signalisation assessment Kilmarnock A71 West of Bellfield I/C Road safety signing Stewarton Dunlop Road Pedestrian Refuge 48
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Mauchline Mansfield Road Traffic management review Stewarton Various roads 20mph speed limit orders amendments Kilmarnock Whatriggs Road 20mph speed limit amendments Cumnock Glaisnock Road Possible speed reduction measures Kilmarnock Foregate Square Permanent pedestrianisation scheme Various Various locations Vehicle activated signs upgrade (iii) Rural Route Action Plans Route Proposed Scheme B778 B778 Fenwick to Stewarton Route Study (iv) Cycling, Walking and Safer Streets (CWSS) Town Location Proposed Scheme Crosshouse/Kilmarnock B7038 Kilmarnock to Crosshouse Cycle route between Fardalehill and Crosshouse via hospital Crookedholm Grougar Road Grougar Rd localised road widening and pedestrian crossing facility Fenwick Kirkton Rd/Main St – Fenwick PS Pedestrian improvements/school street investigation Dunlop A735 Lugton Road Pedestrian crossing improvements Dalrymple B742 Barbieston Road Traffic calming and pedestrian crossing facilities Mauchline Loudoun Street Pedestrian crossing assessment Kilmaurs Main Street Improved pedestrian facilities Crosshouse Crosshouse-Dundonald Cycle route feasibility study Cumnock Netherthird School Streets Project Newmilns Loudoun Road Pedestrian Crossing Investigation Crosshouse B751 Gatehead Road Pedestrian Crossing Installation Kilmarnock Kilmaurs Rd at Hillhead PS Pedestrian Crossing Installation Darvel East Main St/Murdoch Road Junction sightline improvement 49
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Various Various locations Cycle and scooter parking at schools and other locations (v) Strathclyde Partnership for Transport (SPT) Location Project Kilmarnock Phase 3 refurbishment of Kilmarnock bus station to upgrade concourse and stance areas. Kilmarnock Glasgow Road bus park & ride Fenwick Footway improvements for access to X77 bus service (vi) SUSTRANS Location Project Hurlford Hurlford Street Design Project N/A East Ayrshire Active Travel Strategy 50
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Appendix 3 EV Chargers EAST AYRSHIRE PUBLIC CHARGERS CYC Ref Type Make Location Replacement Cost 51171 7kw eVolt Queens Street Car Park, Queen Street, Kilmarnock, KA1 1LU £8,000 51210 22kw eVolt Foregate Car Park, James Shaw Crescent, Kilmarnock, KA1 1LU £9,000 50821 22kw eVolt Multi Storey Car Park, Kilmarnock, KA1 1LU £9,000 51324 22kw eVolt Titchfield Street Car Park, Kilmarnock, KA1 1PH £9,000 52474 22kw eVolt Ayrshire Athletics Arena EV Hub, Queens Drive, Kilmarnock, KA1 1HU £9,000 52470 Rapid eVolt Ayrshire Athletics Arena EV Hub, Queens Drive, Kilmarnock, KA1 1HU £30,000 52471 Rapid eVolt Ayrshire Athletics Arena EV Hub, Queens Drive, Kilmarnock, KA1 1HU £30,000 52472 Rapid eVolt Ayrshire Athletics Arena EV Hub, Queens Drive, Kilmarnock, KA1 1HU £30,000 52473 Rapid eVolt Ayrshire Athletics Arena EV Hub, Queens Drive, Kilmarnock, KA1 1HU £30,000 52020 Rapid eVolt East George Street Car Park, Kilmarnock, KA1 1GB £30,000 52021 7kw eVolt East George Street Car Park, Kilmarnock, KA1 1GB £8,000 52022 7kw eVolt East George Street Car Park, Kilmarnock, KA1 1GB £8,000 52023 7kw eVolt East George Street Car Park, Kilmarnock, KA1 1GB £8,000 51233 22kw eVolt EAC Headquarters, London Road, Kilmarnock, KA3 7BU £9,000 52035 7kw eVolt EAC Headquarters, London Road, Kilmarnock, KA3 7BU £8,000 52036 7kw eVolt EAC Headquarters, London Road, Kilmarnock, KA3 7BU £8,000 52037 7kw eVolt EAC Headquarters, London Road, Kilmarnock, KA3 7BU £8,000 52026 7kw eVolt Waterside Street Car Park, Kilmarnock, KA1 1RJ £8,000 52027 7kw eVolt Waterside Street Car Park, Kilmarnock, KA1 1RJ £8,000 52028 7kw eVolt Waterside Street Car Park, Kilmarnock, KA1 1RJ £8,000 52025 Rapid eVolt Waterside Street Car Park, Kilmarnock, KA1 1RJ £30,000 50819 22kw eVolt Beechwood Avenue Car Park, Beechwood Avenue, Auchinleck, KA18 2AW £9,000 51170 Rapid eVolt Area Office, 33 Main Street, Dalmellington, KA6 7QL £30,000 50507 22kw eVolt Avenue Square Car Park, Stewarton, KA3 5AP £9,000 50815 Rapid eVolt Castle Car Park, New Cumnock, KA18 4AR £30,000 52024 Rapid eVolt Ranouldcoup Road, Darvel, KA17 0JU £30,000 52042 Rapid eVolt Loudoun Street Car Park, Mauchline, KA5 5BE £30,000 52018 Rapid eVolt Tanyard Car Park, Cumnock, KA18 1BG £30,000 51
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52034 22kw eVolt Glaisnock Street Car Park, Cumnock, KA18 1JS £9,000 52017 Rapid eVolt Mill Bank Car Park, Mill Bank, Cumnock, KA18 1AB £30,000 52039 7kw eVolt Townhead Street Car Park, Cumnock, KA18 1LY £8,000 52040 7kw eVolt Townhead Street Car Park, Cumnock, KA18 1LY £8,000 52041 7kw eVolt Townhead Street Car Park, Cumnock, KA18 1LY £8,000 51792 22kw eVolt Rothesay House, Greenholm Road, Cumnock, KA18 1LH £9,000 52966 7kw eVolt Area Office, 33 Main Street, Dalmellington, KA6 7QL £8,000 52967 7kw eVolt Area Office, 33 Main Street, Dalmellington, KA6 7QL £8,000 52968 7kw eVolt Area Office, 33 Main Street, Dalmellington, KA6 7QL £8,000 52972 7kw eVolt Saint Germain Street Car Park, Catrine, KA5 6RQ £8,000 52969 22kw eVolt Dean Castle Country Park, Dean Road, Kilmarnock, KA3 1XB £9,000 52970 7kw eVolt Fenwick Road Car Park, Fenwick Road, Kilmaurs, KA3 2RQ £8,000 52971 7kw eVolt Fenwick Road Car Park, Fenwick Road, Kilmaurs, KA3 2RQ £8,000 52953 7kw eVolt Northwest Area Centre, Western Road, Kilmarnock, KA3 1NQ £8,000 52954 7kw eVolt Northwest Area Centre, Western Road, Kilmarnock, KA3 1NQ £8,000 52955 7kw eVolt Northwest Area Centre, Western Road, Kilmarnock, KA3 1NQ £8,000 52956 7kw eVolt Rothesay House, Greenholm Road, Cumnock, KA18 1LH £8,000 52957 7kw eVolt Rothesay House, Greenholm Road, Cumnock, KA18 1LH £8,000 52958 7kw eVolt Rothesay House, Greenholm Road, Cumnock, KA18 1LH £8,000 52965 22kw eVolt Morton Place Car Park, Morton Place, Kilmarnock, KA1 2AY £9,000 52962 Rapid eVolt Queens Street Car Park, Queen Street, Kilmarnock, KA1 1LU £30,000 52963 22kw eVolt Queens Street Car Park, Queen Street, Kilmarnock, KA1 1LU £9,000 53080 7kw eVolt Netherthird Community Centre, 65 Ryderston Drive, Cumnock, KA18 3AR £8,000 53778 Rapid eVolt Main Street Car Park, Muirkirk £30,000 53775 22kw eVolt Rose Reilly Sports Centre, Stewarton £9,000 53776 7kw eVolt Standalane Car Park, Stewarton £8,000 60786 7kW eVolt Academy Street, Hurlford £8,000 Awaiting commissioning 22kW eVolt Drongan Centre car park, Mill of Shield Road £9,000 Awaiting commissioning 22kW eVolt Carnshalloch Avenue car park, Patna £9,000 Awaiting commissioning 22kW eVolt New Cumnock Outdoor Swimming Pool car park £9,000 Awaiting commissioning 22kW eVolt Gatehead Road car park, Crosshouse £9,000 Awaiting commissioning 7kW eVolt Queen Street car park, Kilmarnock £8,000 Awaiting commissioning 7kW eVolt Morton Place car park, Kilmarnock £8,000 52
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Awaiting commissioning 7kW eVolt Morton Place car park, Kilmarnock £8,000 Awaiting commissioning 7kW eVolt Morton Place car park, Kilmarnock £8,000 Awaiting programme of works 7kW eVolt Brown's Road car park, Newmilns £8,000 EAST AYRSHIRE FLEET CHARGERS CYC Ref Type Man. Location £9,000 52043 22kw eVolt Transport Depot, Crookedholm £8,000 52044 7kw eVolt Transport Depot, Crookedholm £8,000 52045 7kw eVolt Transport Depot, Crookedholm £8,000 52046 22kw eVolt Cleansing Depot, Western Road, Kilmarnock £9,000 52047 7kw eVolt Cleansing Depot, Western Road, Kilmarnock £8,000 52048 7kw eVolt Cleansing Depot, Western Road, Kilmarnock £8,000 51897 7kw eVolt Holmquarry House, Kilmarnock £8,000 51914 7kw eVolt Holmquarry House, Kilmarnock £8,000 51881 7kw eVolt Croft Street, Kilmarnock £8,000 51882 7kw eVolt Croft Street, Kilmarnock £8,000 51883 7kw eVolt Croft Street, Kilmarnock £8,000 52964 Rapid eVolt Croft Street, Kilmarnock £30,000 52950 7kw eVolt Strand Street, Kilmarnock £8,000 52951 7kw eVolt Strand Street, Kilmarnock £8,000 52952 7kw eVolt Strand Street, Kilmarnock £8,000 Awaiting commissioning 7kw eVolt Holmquarry House, Kilmarnock £8,000 Awaiting commissioning 7kw eVolt Holmquarry House, Kilmarnock £8,000 Awaiting commissioning 7kw eVolt Holmquarry House, Kilmarnock £8,000 Awaiting commissioning 7kw eVolt Ayr Road Council Depot, Cumnock £8,000 Awaiting commissioning 7kw eVolt Ayr Road Council Depot, Cumnock £8,000 Awaiting commissioning 7kw eVolt Ayr Road Council Depot, Cumnock £8,000 Awaiting programme of works 22kW eVolt Croft Street, Kilmarnock £9,000 Awaiting programme of works 7kW eVolt New Cumnock Community Hospital car park £8,000 Awaiting programme of works 7kW eVolt New Cumnock Community Hospital car park £8,000 53
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SOUTH AYRSHIRE CHARGERS CYC Ref Type Make Location 51930 7kw eVolt Barns Crescent Car Park, Ayr, KA7 2BW £8,000 51793 7kw eVolt Mill Brae Car Park, Ayr, KA7 2HU £8,000 51535 Rapid eVolt Burns Statue Square, Ayr, KA7 UT £30,000 52029 22kw eVolt Belleisle Park, Ayr, KA7 4BN £9,000 52030 7kw eVolt Castlehill Road Car Park, Ayr, KA7 2HT £8,000 52031 7kw eVolt Castlehill Road Car Park, Ayr, KA7 2HT £8,000 52032 7kw eVolt Castlehill Road Car Park, Ayr, KA7 2HT £8,000 51325 22kw eVolt Cromwell Road Car Park, Ayr, KA7 1DY £9,000 50818 22kw eVolt Bellevue Car Park, Bellevue Road, Prestwick, KA9 1NW £9,000 50817 22kw eVolt Jubilee Road, Troon Swimming Pool, Troon, KA10 6XQ £9,000 50290 22kw eVolt South Beach Road Car Park, Troon, KA10 6EF £9,000 52033 22kw eVolt Girvan Harbour, Girvan, KA26 9AG £9,000 50816 Rapid eVolt Girvan Harbour, Girvan, KA26 9AG £30,000 52038 22kw eVolt Harbour Road Car Park, Maidens, KA26 9NR £9,000 52019 Rapid eVolt The Vennel, Ballantrae, KA26 0NH £30,000 52975 Rapid eVolt Mill Brae Car Park, Ayr, KA7 2HU £30,000 52974 7kw eVolt New Road Car Park, New Road, Ayr, KA8 8HE £8,000 52973 Rapid eVolt New Road Car Park, New Road, Ayr, KA8 8HE £30,000 52959 7kw eVolt Bellevue Car Park, Bellevue Road, Prestwick, KA9 1NW £8,000 52960 7kw eVolt Bellevue Car Park, Bellevue Road, Prestwick, KA9 1NW £8,000 52961 7kw eVolt Bellevue Car Park, Bellevue Road, Prestwick, KA9 1NW £8,000 53555 Rapid eVolt Bellevue Car Park, Bellevue Road, Prestwick, KA9 1NW £30,000 52976 Rapid eVolt Coylton Activity Centre, Hole Road, Coylton, KA6 6JL £30,000 53774 Rapid eVolt Academy Street, Troon £30,000 53773 Rapid eVolt Lodge Road Car Park, Turnberry £30,000 53777 22kw eVolt Burnside Road, Monkton £9,000 Awaiting commissioning 22kw eVolt Dailly Activity Centre, Victory Crescent, Dailly £9,000 Awaiting commissioning 22kw eVolt Inches Close car park, Maybole £9,000 54
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Awaiting commissioning 22kw eVolt Tarbolton Community Campus car park, Tarbolton £9,000 Awaiting commissioning 22kw eVolt Dundonald Primary School car park, Dundonald £9,000 Awaiting commissioning 22kw eVolt Mossblown Activity Centre car park, Mossblown £9,000 Awaiting commissioning 22kw eVolt Kirkoswald Main Street car park, Kirkoswald £9,000 Awaiting commissioning 7kW eVolt Chalmers Arcade car park, Girvan £8,000 Awaiting commissioning 7kW eVolt Chalmers Arcade car park, Girvan £8,000 Awaiting commissioning 7kW eVolt Chalmers Arcade car park, Girvan £8,000 Awaiting programme of works 22kW eVolt Barrhill Community car park, Main Street, Barrhill £9,000 55
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AYRSHIRE SHARED SERVICES JOINT COMMITTEE 10 JUNE 2022 Report by the Head of Ayrshire Roads Alliance ______________________________________________________________ SUBJECT: DEVELOPMENT CONTROL UPDATE - ROAD BONDS ______________________________________________________________ PURPOSE OF REPORT 1. The purpose of this Report is to update the Joint Committee on the current position regarding road bonds held by the Ayrshire Roads Alliance on behalf of East Ayrshire and South Ayrshire Councils. RECOMMENDATIONS 2. It is recommended that the Joint Committee: (i) Notes the position regarding road bonds currently held by the Ayrshire Roads Alliance on behalf of East Ayrshire Council and South Ayrshire Council; (ii) Notes the outcome and actions from an internal audit of road bonds; (iii) Agrees that progress updates are provided to future meetings of the Joint Committee on an annual basis; (iv) Otherwise, notes the content of this report. BACKGROUND 3. The Roads (Scotland) Act 1984 requires that, for any road not constructed by a roads authority, the appropriate consent from the local roads authority is obtained to undertake this work. This is generally referred to as the Road Construction Consent (RCC). The Ayrshire Roads Alliance maintains a register of all RCCs under the remit of the Ayrshire Roads Alliance. 4. Where new roads are being constructed for housing the developers are required to provide the roads authority with security to cover the cost of constructing the roads should the developer default. The provisions are set out in the Security for Private Road Works (Scotland) Regulations 1985, as amended. This security may take the form of a cash deposit but it is generally in the form of a road bond. The security is retained by the Roads Authority until completion of the consented works, although the value may be reduced as the works progress. Road bonds are not required for local authority or housing association developments. Agenda Item 4 56
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5. The Joint Committee, at its meeting on 23 May 2014, remitted the Head of Roads to undertake a review of road bonds more than three years old and report to a future meeting of the Joint Committee. An annual report is now presented to the Joint Committee summarising the road bond position and providing other updates on the development control process as required. CURRENT RESIDENTIAL ROAD BONDS 6. A list of all RCCs and their associated road bonds for each Council area is shown in Appendix 1. As of 24 May 2022, ARA manages 24 road bonds with a current value of £9,336,951.61 in East Ayrshire, and 30 road bonds with a current value of £12,207,800 in South Ayrshire. 7. Appendix 2 provides details of completed road bonds and road adoptions since the previous report to Joint Committee on 4 June 2021, and Appendix 3 shows new bonds received since the previous report. 8. The current review has found that the value of the road bonds held in Appendix 1 is adequate to complete the outstanding road works on each development site across both East Ayrshire and South Ayrshire for which RCC has been issued. CONSTRUCTION TAKING PLACE WITHOUT RCC AND ROAD BONDS 9. There are no developments being constructed within East Ayrshire Council without an RCC and Road Bond in place. OTHER DEVELOPMENT MATTERS North East Troon – Stewart Milne Homes 10. An outstanding issue has been resolved at NE Troon development regarding the roundabout junction at B746 Kilmarnock Rd/Lang Rd/Commonwealth Rd. Funding has now been secured to remove the roundabout and install traffic lights, work programmed to commence week beginning 4 July 2022. Corton, Ayr – Allanvale Residential 11. Allanvale Residential have submitted a total of nine RCC applications, eight for the Corton development in Ayr and one for Auchincruive. None of the nine RCCs are listed in Appendix 1 as consent has yet to be issued. Six of the Allanvale RCC applications have been reviewed by the ARA, with subsequent requests for road bonds totalling £3.3 million and associated inspection fees of £120,000 issued in June 2020, inspection fees have been received. In accordance with ARA procedures, RCC will not be granted until the road bonds are lodged with the Council. The remaining three RCC applications as yet to be reviewed by the ARA involve a further £4.5 million in road bonds and £175,000 in inspection fees, however these have yet to be requested. It should be noted that no development is currently taking place associated with 57
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any of the nine RCC applications, and therefore there is no breach of the regulations BONDS CALLED-IN 12. No bonds have been required to be called in since the last report to Committee. NON-RESIDENTIAL ROAD BONDS 13. Roads authorities have a general power under section 96 of the Roads (Scotland) Act 1984 to recover maintenance costs arising from damage caused by excessively heavy, or other extraordinary, vehicles or traffic. The type of development where this applies are Wind Farms or major infrastructure projects. 14. The current status of non-residential bonds and financial guarantees is set out in the table below. In each case the bond value held has been assessed as being sufficient to cover the cost of potential works arising from extraordinary damage to roads infrastructure. 15. Construction works in relation to the Afton Wind Farm have all been completed with the exception of the replacement of a cattle grid on Afton Road which ARA propose to undertake in the current financial year. In lieu of payment of £30,000 to the Council to cover the cost of replacing the cattle grid the existing Section 96 Bond has been cancelled. 16. The Greenburn OCC is in its restoration phase and work on the reinstatement of the U720 road and use of the haul road bridge as part of the realigned public road is now complete and the road has been reopened to traffic. Formal adoption of the new section of road and the bridge has still to be concluded. Council Area Site Developer Agreement Bond Value East Ayrshire Greenburn Open Cast Coal Keir Mining Parent Company Guarantee £1.200M South Ayrshire Assel Valley Wind Farm Assel Valley Wind Energy Ltd Section 96 of Roads Scotland Act £0.107M INTERNAL AUDIT OF ROAD BOND PROCEDURES 17. Previous reports to Committee advised on the outcome of Internal Audit of Road Bonds and the actions taken by ARA to review and enhance monitoring and management of road bond processes. A further internal audit of ARA’s new processes was undertaken in early 2020 and the audit report received in August 2020 provided “Sound assurance in most areas - key controls exist 58
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and are applied consistently and effectively in most areas. Non-compliance has only been identified in low risk or medium risk areas”. The audit report identified some remaining scope for improvement and set out a number of recommendations. Following the audit a number of actions have been undertaken to strengthen processes, including the addition of a further overarching QA procedure setting out the key requirements in respect of management and reporting of road bonds. The new procedure is included at Appendix 4. POLICY/COMMUNITY PLAN IMPLICATIONS 18. None. LEGAL IMPLICATIONS 19. The work to manage RCCs and road bonds is carried out in accordance with the Roads (Scotland) Act 1984 and its associated statutory instruments. HUMAN RESOURCES IMPLICATIONS 20. The management of the development control function and continued review of road bonds will be undertaken within existing staff resources. EQUALITY IMPACT IMPLICATIONS 21. None FINANCIAL IMPLICATIONS 22. The road bonds currently held by the Alliance on behalf of both East Ayrshire Council and South Ayrshire Council are considered to be sufficient to complete the outstanding roadworks on each development site for which RCC has been issued. RISK IMPLICATIONS 23. Inadequate road bond values expose the roads authority to a potential financial shortfall if the roadworks have to be completed by them should the developer default. An RCC is valid for three years and the developer may ask the roads authority for an extension if the site is incomplete after this period. The value of road bonds that are more than three years old will therefore continue to be reviewed to determine their adequacy to complete the outstanding works required to comply with the RCC. Where a shortfall is identified the developer will be advised to increase the value of the road bond held when an application is made for an extension to the RCC. TRANSFORMATION STRATEGY 24. None 59
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BACKGROUND PAPERS Development Control Update - Road Bonds - 23 May 2014 Development Control Update - Road Bonds - 21 August 2014 Development Control Update - Road Bonds - 6 November 2015 Development Control Update - Road Bonds - 17 February 2017 Development Control Update - Road Bonds - 16 February 2018 Development Control Update - Road Bonds - 25 April 2019 Non-Residential Road Bonds – 29 August 2019 Development Control Update - Road Bonds – 4 June 2021 LIST OF APPENDICES Appendix 1 - Register of Road Bonds Appendix 2 - Completed Road Bonds and Road Adoptions since August 2021 Appendix 3 - New Bonds received since August 2021 Appendix 4 – Procedure relating to the management and reporting of road bonds and road construction consents. For further information on this report, please contact Kevin Braidwood, Head of Ayrshire Roads Alliance on 01563 503064. Implementation Officer: Kevin Braidwood, Head of Ayrshire Roads Alliance on 01563 503064. 60
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Appendix 1 - Road Bonds Held at 24 May 2022 East Ayrshire RCC Ref Developer Site Bond Provider Original Bond Value Current Bond Value Status EAC/CC/02/007 EXT KG Building and Civil Eng Ltd Manse Gardens, Brewlands Street, Galston NHBC £110,270 (07/03/19) £110,270 Site currently being developed. Extension to RCC approved on 29/03/19 and bond value re-calculated and increased. EAC/CC/08/013 McTaggart Construction Ltd Dunlop House, Dunlop MD Insurance Services Ltd £353,682 (04/08/16) £353,682 Site currently abandoned. Awaiting new application from developer, Bond remains unchanged at this time. EAC/CC/14/009 Bellway Homes Fardalehill, Kilmarnock, Phase 1 NHBC £952,194 (28/07/15) £95,219 (21/05/21) Site complete. Maintenance period commenced 21/05/21. Bond reduced to 10% EAC/CC/15/006 Hemingsley Homes David Dale Avenue, Stewarton, (Fisher’s Grove) HCC £196,457 (24/03/16) £40,000 (21/05/19) Roadworks complete. Developer has to resolve drainage issue with Scottish Water prior to commencing maintenance period. £40K road bond retained EAC/CC/16/003 Phase 1 Persimmon Homes Dunlop Road, Stewarton, Phase 1 NHBC £713,585 (19/08/16) £356,793 (30/10/18) Site currently being developed. Bond reduced by 50%. Extension granted on 16/09/19 EAC/CC/16/003 Phase 2 Persimmon Homes Dunlop Road, Stewarton, Phase 2 NHBC £951,566 (19/08/16) £95,156.56 (15/06/21) Site currently being developed. Bond reduced to 10% on 15/06/21. On maintenance period from 15/06/21 EAC/CC/16/003 Phase 3 Persimmon Homes Dunlop Road, Stewarton, Phase 3 NHBC £713,585 (12/02/18) £356,792.62 (15/06/21) Site currently being developed. Bond reduced to 50% on 15/06/21 EAC/CC/16/003 Phase 4 Persimmon Homes Dunlop Road, Stewarton, Phase 4 NHBC £381,205 (07/08/19) £38120.46 (15/06/21) Site currently being developed. Bond reduced to 10% on 15/06/21. On maintenance period from 15/06/21 EAC/CC/16/003 Phase 5 Persimmon Homes Dunlop Road, Stewarton, Phase 5 NHBC £624,749 (07/08/19) £312,374.48 (15/06/21) Site currently being developed. Bond reduced to 50% on 15/06/21 EAC/CC/16/004 Mooncatcher Ltd/Campbell Homes Rigg Road, Cumnock, Phase 1 Cash Deposit £193,844 (01/05/18) £168,830 (04/11/19) Site currently being developed. Remaining cash bond of £168,830 from EAC/CC/16/004 covers outstanding value of roadworks for Phases 1 – 4 EAC/CC/16/009 ARH Homes Ltd Riverside Gardens, Cronberry Cash Deposit £130,929 (14/06/16) £66,860 (19/10/18) Site currently abandoned. Bond reduced by 50%. Developer to lodge new RCC application to replace existing RCC. Existing cash bond will transfer to new consent. New site layout still to be approved through planning, no change to RCC or bond status at 06/05/22. EAC/CC/16/010 Ogilvie Homes Helen’s Terrace, Annandale, Kilmarnock NHBC £484,574 (23/06/17) £4,845 (31/07/20) Internal site roads completed by developer and roads adopted. Helen’s Terrace footway remains unadopted until after horsetail weeds have been eradicated. 10% bond value retained until the work is completed. 61
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RCC Ref Developer Site Bond Provider Original Bond Value Current Bond Value Status EAC/CC/17/002 Bellway Homes Fardalehill, Kilmarnock Phase 2 NHBC £1,338,781 (26/04/18) £133,878 (21/05/21) Site complete. Maintenance period commenced 21/05/21. Bond reduced to 10% EAC/CC/17/003 EXT PHASE 1 Auberne Homes Former Holmhead hospital site, Cumnock, Phases 1 Acasta European £145,818.50 (08/12/17) £145,818.50 (07/05/21) Site currently being developed. Bond total for phase 1 & 2 £291,637. EAC/CC/17/003 EXT PHASE 2 Auberne Homes Former Holmhead hospital site, Cumnock, Phases 2 Acasta European £145,818.50 (08/12/17) £145,818.50 (07/05/21) Site currently being developed. Bond total for phase 1 & 2 £291,637. EAC/CC/17/006 Bellway Homes Fardalehill distributor road, Kilmarnock, Phase 2 NHBC £511,934 (07/02/18) £51,193 (21/05/21) Maintenance period commenced 21/05/21. Bond reduced to 10% EAC/CC/17/007 Taylor Wimpey Altonhill, Kilmarnock, Phase 11 NHBC £933,558 (14/05/18) £93,356 (14/03/22) Site on maintenance period from 14/03/22, road bond reduced by 10% EAC/CC/17/008 Barratt Homes Northcraigs, Kilmarnock, Phase 1 NHBC £1,311,088 (29/05/19) £655,543.94 (08/06/21) Site currently being developed Bond reduced by 50% on 08/06/21 EAC/CC/18/003 Brae Homes Balgreen, Hollybush HCC £202,361 (27/08/19) £20,236 (18/08/21) Site completed and on maintenance period from 18/08/21, bond reduced to 10%. EAC/CC/18/010 Mooncatcher/ Campbell Homes Rigg Road, Cumnock, Phase 2 Cash Deposit £58,404 (01/05/18) See status Site currently being developed. Remaining cash bond of £168,830 from EAC/CC/16/004 covers outstanding value of roadworks for Phases 1 – 4 EAC/CC/18/013 Valley Homes (Scotland) Ltd John Street, Catrine, Phase 1A Cash Deposit £29,641 (26/11/19) £29,641 Site currently being developed EAC/CC/18/015 Phase 1 Auberne Homes/Viga Homes Main Street, Auchinleck (Phase 1) Acasta International £55,498 (12/08/20) £55,498 Site currently being developed. Bond total for Phase 1 & 2 £110,996 EAC/CC/18/015 Phase 2 Auberne Homes/Viga Homes Main Street, Auchinleck (Phase 2) Acasta International £55,498 (12/08/20) £55,498 Site currently being developed. Bond total for Phase 1 & 2 £110,996 EAC/CC/19/003 Campbell Homes Rigg Road, Cumnock, Phase 3 Cash Deposit £81,401 (01/05/18) See status Site currently being developed. Remaining cash bond of £168,830 from EAC/CC/16/004 covers outstanding value of roadworks for Phases 1 – 4 EAC/CC/19/005 Campbell Homes Rigg Road, Cumnock, Phase 4 Cash Deposit £49,718 (01/05/18) See status Site currently being developed. Remaining cash bond of £168,830 from EAC/CC/16/004 covers outstanding value of roadworks for Phases 1 – 4 EAC/CC/19/008 Barratt Homes West Former Kilmarnock College, Holehouse Road, Kilmarnock NHBC £630,903 (15/11/19) £ 315415.50 (25/10/21) Site currently being developed Bond reduced to 50% on 25/10/21 EAC/CC/19/009 Bellway Homes Ltd Fardalehill, Kilmarnock, Phase 3 NHBC £1,018,084 (21/08/20) £ 509041.91 (14/12/21) Site currently being developed Bond reduced to 50% on 14/12/21 62
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RCC Ref Developer Site Bond Provider Original Bond Value Current Bond Value Status EAC/CC/19/013 Campbell Homes Rigg Road, Cumnock, Phase 5 Cash Deposit £65,114.84 (07/06/21) See status Site currently being developed. LODGED AS CASH BOND 5,6&7 TOTAL £170,807.79 EAC/CC/20/002 Phase 1 Hayhill Developments Hillhead Road, Mauchline, Phase 1 Cash Deposit £218,901.66 (15/07/20) £218,901.66 Site currently being developed Bond total for Phase 1,2 & 3 £656,705 EAC/CC/20/002 Phase 2 Hayhill Developments Hillhead Road, Mauchline, Phase 2 Cash Deposit £218,901.66 (15/07/20) £218,901.66 Site currently being developed Bond total for Phase 1,2 & 3 £656,705 EAC/CC/20/002 Phase 3 Hayhill Developments Hillhead Road, Mauchline, Phase 3 Cash Deposit £218,901.66 (15/07/20) £218,901.66 Site currently being developed Bond total for Phase 1,2 & 3 £656,705 EAC/20/004B Murdoch Properties Glebe Road, Galston. Phase 2, North, Road 2. (Adoptable) Cash Deposit £44,215.84 (03/11/20) £44,215.84 Site currently being developed EAC/CC/20/007 Avant Homes (Scotland) Loudoun Street, Draffen, Stewarton NHBC £2,125,456 (26/03/21) £2,125,456 Site currently being developed EAC/CC/20/006 Glencairn Estates One Recreation Road, Cumnock Cash Deposit £106,370.27 (07/06/21) £106,370.27 Site currently being developed. EAC/CC/21/005 Campbell Homes Rigg Road, Cumnock, Phase 6 Cash Deposit £61,114.61 (07/06/21) See status Site currently being developed. LODGED AS CASH BOND 5,6&7 TOTAL £170,807.79 EAC/CC/21/006 Campbell Homes Rigg Road, Cumnock, Phase 7 Cash Deposit £44,578.34 (07/06/21) See status Site currently being developed. LODGED AS CASH BOND 5,6&7 TOTAL £170,807.79 EAC/CC/21/009 Campbell Homes Rigg Road, Cumnock, Phase 8 Cash Deposit £99,888.44 (09/03/22) 99,888.44 Site currently being developed. EAC/CC/21/011 J. Campbell, New Cumnock Muirkirk Road, Lugar AVIVA £108,370.21 (28/10/21) 108,370.21 Site currently being developed. EAC/CC/21/007 Miller Homes Ltd Irvine Road, Kilmaurs NHBC £1,743,070.61 (10/08/21) £1,743,070.61 Site currently being developed. South Ayrshire RCC Ref Developer Site Bond Provider Original Bond Value Current Bond Value Status SAC/133/05/12 Stewart Milne NE Troon Phase 1, Troon NHBC £849,603.00 £424,801.00 Site complete – maintenance inspection to be arranged SAC/134/06/12 Taylor Wimpey N E Troon Distributor Road, Phase 2A NHBC £576,486.63 £576,486.00 Work ongoing 63
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RCC Ref Developer Site Bond Provider Original Bond Value Current Bond Value Status SAC/135/07/12 Stewart Milne NE Troon Housing 1, Troon NHBC £1,110,614.00 £555,307.00 Work complete – maintenance period cannot commence until SAC/133/05/12 placed on maintenance. SAC/138/03/14 Bellway Homes Ltd Kilmarnock Road, Brassie NHBC £508,825.00 £254,412.00 Work complete – maintenance period cannot commence until SAC/133/05/12 placed on maintenance. SAC/142/06/14 Mactaggart & Mickel Greenan, Phase II, Ayr NHBC £1,970,572.00 £985,286.00 Work ongoing SAC/146/03/15 Stewart Milne/Mac and Mic Townend Brae Phase 1, Symington NHBC £274,302.00 £27,430.00 Work complete – in maintenance period SAC/147/04/15 Bellway Homes Ltd Kilmarnock Road, Phase 2, Troon NHBC £424,252.00 £212,126.00 Work complete – maintenance period cannot commence until SAC/133/05/12 placed on maintenance. SAC/152/03/16 Stewart Milne Homes Townend Brae Phase 2, Symington NHBC £664,026.00 £66,402.00 Work complete – in maintenance period SAC/158/01/17 Tom Bennet Culzean Road, Maybole Cash Deposit £153,879.00 £15,388.00 Final joint inspection to be carried out prior to site being adopted SAC/159/02/17 Mactaggart & Mickel Townend Brae, Symington Phase 3 NHBC £610,581.00 £61,058.00 Work complete – in maintenance period SAC/161/04/17 Taylor Wimpey N E Troon, Phase 3 NHBC £584,889.22 £584,889.00 Work ongoing SAC/162/01/18 Stewart Milne N E Troon, Phase 4 NHBC £676,681.87 £338,640.00 Work ongoing SAC/163/02/18 Mactaggart & Mickel Greenan, Ayr Phase 3 NHBC £67,181.00 £67,181.00 Work ongoing SAC/166/05/18 Taylor Wimpey N E Troon Distributor Road, Phase 2B NHBC £576,486,63 £576,486.00 Work ongoing SAC/167/06/18 Taylor Wimpey N E Troon Distributor Road, Phase 2C NHBC £576,486,63 £576,486.00 Work ongoing SAC/168/07/18 Taylor Wimpey N E Troon, Phase 5 NHBC £346,121.63 £346,121.00 Work ongoing SAC/170/01/19 Milestone Developments West Parish, Maybole Cash Deposit £10,933.00 £10,933.00 Work ongoing SAC171/02/19 Cala Homes Greenan Phase 6 NHBC £963,940.94 £963,940.00 Work ongoing SAC/175/06/19 Westpoint Homes Seafield Hospital NHBC £577,447.62 £577,447.00 Work ongoing SAC/176/01/20 Taylor Wimpey N E Troon phase 6 NHBC £329,369.00 £329,369.00 Work ongoing SAC/177/02/20 Persimmon Homes Tarbolton Road, Monkton Phase 1 NHBC £509,382.85 £509,382.00 Work ongoing SAC/178/03/20 Persimmon Homes Tarbolton Road, Monkton phase 2 NHBC £707,634.85 £707,634.00 Work ongoing SAC//187/12/20 Taylor Wimpey N E Troon, Phase 7 NHBC £395,682.75 £395,682.00 Work ongoing SAC/192/17/20 Taylor Wimpey N E Troon, phase 8 NHBC £797,174.00 £797,174.00 Work ongoing 64
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RCC Ref Developer Site Bond Provider Original Bond Value Current Bond Value Status SAC/193/01/21 Mactaggart & Mickel Greenan, Phase 4 NHBC £661,142.00 £661,142.00 Work ongoing SAC/194/02/21 Milestone Developments Tunnoch Farm, Phase 1B Evo Surety £540,000.00 £540,000.00 Work ongoing SAC/199/07/21 Cala Homes Greenan, Phase 8 NHBC £372,104.00 £372,104.00 Work ongoing SAC/201/09/21 Persimmon Homes Monkton, Phase 6 NHBC £432,257.00 £432,257.00 Work ongoing SAC/203/11/21 Persimmon Homes Monkton, Phase 7 NHBC £242,207.00 £242,207.00 Work ongoing Appendix 2 - Completed Road Bonds and Road Adoptions since August 2020 East Ayrshire RCC Ref Developer Site Bond Release Date Adoption Date Comments EAC/CC/05/011 EXT King Homes Holmhead, Cumnock, Phase 8 22/11/21 24/11/21 All development completed and adopted EAC/CC/04/005 George Wimpey Altonhill Distributor Road, Kilmarnock, Phase 2 11/03/22 11/03/22 All development completed and adopted EAC/CC/08/003 Bellway Homes Margaret Parker Avenue, Western Road, Kilmarnock 08/06/21 08/06/21 All development completed and adopted EAC/CC/11/003 Stewart Milne Homes Kilwinning Road, Dalry Road, Stewarton, Phase 1 18/01/21 18/01/21 All development completed and adopted EAC/CC/11/004 Stewart Milne Homes Kilwinning Road, Dalry Road, Stewarton, Phase 2 18/01/21 18/01/21 All development completed and adopted EAC/CC/11/005 Stewart Milne Homes Kilwinning Road, Dalry Road, Stewarton, Phase 3 18/01/21 18/01/21 All development completed and adopted 65
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RCC Ref Developer Site Bond Release Date Adoption Date Comments EAC/CC/11/010 Taylor Wimpey Kilwinning Road, Dalry Road, Stewarton, Phase 4 18/01/21 18/01/21 All development completed and adopted EAC/CC/12/003 Taylor Wimpey Altonhill, Kilmarnock, Phase 8 11/03/22 11/03/22 All development completed and adopted EAC/CC/14/004 Keepmoat Homes Former Stoddard’s carpet factory site, Barbadoes Road, Kilmarnock, Phases 1, 2 & 3 24/03/22 24/03/22 All development completed and adopted EAC/CC/14/005 Barratt Homes Glasgow Road, Kilmarnock, (Craighall Farm) 21/08/20 21/08/20 All development completed and adopted EAC/CC/15/001 Taylor Wimpey Altonhill, Kilmarnock, Phase 9 11/03/22 11/03/22 All development completed and adopted EAC/CC/15/002 Taylor Wimpey Altonhill, Kilmarnock, Phase 10 11/03/22 11/03/22 All development completed and adopted EAC/CC/15/008 Barony Developments Cairn Road, Cumnock 21/10/20 21/10/20 All development completed and adopted EAC/CC/16/001 Persimmon Homes Dunlop Road, Stewarton (Roundabout Works) 15/04/21 15/04/21 House building on Phases 1-5 ongoing EAC/CC/16/011 Milestone Developments Robert Burns Avenue, Drongan, Phase 3, (Shanter Crescent) 19/10/20 19/10/20 All development completed and adopted EAC/CC/17/011 Hayhill Developments Hayhill House 10/03/22 22/03/22 All development completed and adopted South Ayrshire RCC Ref Developer Site Bond Release Date Adoption Date Comments 66
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Appendix 3 - New Bonds received since August 2020 East Ayrshire RCC Ref Developer Site Bond Provider Bond Value Status EAC/CC/19/009 Bellway Homes Ltd Fardalehill, Kilmarnock, Phase 3 NHBC £1,018,084 (21/08/20) Site currently being developed Bond reduced to 50% (£509041.91) on 14/12/21 EAC/CC/19/0013 Campbell Homes Rigg Road, Cumnock, Phase 5 Cash Deposit £65,114.84 (07/06/21) Site currently being developed. LODGED AS CASH BOND 5,6 &7 TOTAL £170,807.79 EAC/20/004B Murdoch Properties Glebe Road, Galston. Phase 2, North, Road 2. (Adoptable) Cash Deposit £44,215.84 (03/11/20) Site currently being developed EAC/CC/20/006 Glencairn Estates One Recreation Road, Cumnock Cash Deposit £106,370.27 (07/06/21) Site currently being developed. EAC/CC/20/007 Avant Homes (Scotland) Loudoun Street, Draffen, Stewarton NHBC £2,125,456 (26/03/21) Site currently being developed. EAC/CC/21/005 Campbell Homes Rigg Road, Cumnock, Phase 6 Cash Deposit £61,114.61 (07/06/21) Site currently being developed. LODGED AS CASH BOND 5,6 &7 TOTAL £170,807.79 EAC/CC/21/006 Campbell Homes Rigg Road, Cumnock, Phase 7 Cash Deposit £44,578.34 (07/06/21) Site currently being developed. LODGED AS CASH BOND 5,6 &7 TOTAL £170,807.79 EAC/CC/21/009 Campbell Homes Rigg Road, Cumnock, Phase 8 Cash Deposit £99,888.44 (09/03/22) Site currently being developed. EAC/CC/21/011 J. Campbell, New Cumnock Muirkirk Road, Lugar AVIVA £108,370.21 (28/10/21) Site currently being developed. EAC/CC/21/007 Miller Homes Ltd Irvine Road, Kilmaurs NHBC £1,743,070.61 (10/08/21) Site currently being developed. 67
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South Ayrshire RCC Ref Developer Site Bond Provider Bond Value Comments SAC/197/12/20 Taylor Wimpey N E Troon, Phase 7 NHBC £395,682.00 Site currently being developed SAC/193/01/21 Mactaggart & Mickel Greenan, Phase 4 NHBC £661,142/00 Site currently being developed SAC/194/02/21 Milestone Developments Tunnoch Farm, Phase 1B Evo Surety £540,000.00 Site currently being developed SAC/199/07/21 Cala Homes Greenan, Phase 8 NHBC £372,104.00 Site currently being developed SAC/201/09/21 Persimmon Homes Monkton, Phase 6 NHBC £432,257.00 Site currently being developed SAC/203/11/21 Persimmon Homes Monkton, Phase 8 NHBC £242,207.00 Site currently being developed 68
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Appendix 4 – Procedure relating to the management and reporting of road bonds and road construction consents. PROCEDURE RELATING TO THE MANAGEMENT AND REPORTING OF ROAD BONDS AND ROAD CONSTRUCTION CONSENTS 1 PURPOSE 1.1 The purpose of this procedure is to set out the requirements for the management of road bonds and Road Construction Consents as well as the requirements for internal and external reporting of road bonds held by the Ayrshire Roads Alliance. 2 SCOPE 2.1 This procedure covers the management and reporting of road bonds and Road Construction Consents across East and South Ayrshire Councils. 3 BACKGROUND 3.1 The Roads (Scotland) Act 1984 requires that, for any road not constructed by a roads authority, the appropriate consent from the local roads authority is obtained to undertake this work. This is known as Road Construction Consent (RCC). The Ayrshire Roads Alliance undertakes the day to day management of Road RCCs on behalf of East and South Ayrshire Councils. 3.2 Where new roads are being constructed for housing, developers are required to provide the roads authority with security to cover the cost of constructing the roads should the developer default. The provisions are set out in the Security for Private Road Works (Scotland) Regulations 1985, as amended. This security may take the form of a cash deposit but it is generally in the form of a road bond. The security is retained by the Roads Authority until completion of the consented works, although the value may be reduced as the works progress. 3.3 Similarly, Section 96 of the Roads (Scotland) Act 1984 allows that the Roads Authority can seek a Bond or other financial guarantee where extraordinary damage may be caused to the roads infrastructure by a private body – typically where heavy or excess loads are being transported in respect of commercial developments. 3.4 The requirements for the management and reporting of road bonds is set out in Accounting Policy Bulletin (APB) 8A: Financial Guarantees. 3.5 It is the responsibility of the Head of ARA to ensure that a register is maintained of all road bonds, financial guarantee or deposits that have been requested from a developer and that this is subject to appropriate monitoring and review. 3.6 ARA QA Procedure DEVC-01 “Procedure relating to Road Construction Consent and Road Adoptions’ sets out the detailed procedure and process mapping for the day to day management of RCCs and Road Bonds from initial application to final adoption. 69
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3.7 This procedure, DECV-02, sets out the overall management responsibilities and reporting requirements to ensure that there is appropriate management and scrutiny of RCCs and Road Bonds. The obligations set out in this document aim to meet the requirements of APB8A and Internal Audit recommendations. 4. PROCEDURE 4.1 The levels of management responsibilities and reporting requirements for the key decision points in the management of RCCs and road bonds are set out in Table 1. Table 1: Minimum level of responsibility for approvals Engineer/ Technician Section Manager/ Team Leader Strategic Manager Head of Service Day to day control of RCCs and Road Bonds including continuous updating of RCC Register Granting of RCC - Signing of CC4 and DEVC-L08 Road Bond Reduction - Signing of DEVC-L10 & DEVC-L11 Approval of QA letters and Forms Approval of QA Procedures DEVC-01 and DEVC-02 Approval of Quarterly Report Approval of Annual Report to ASSJC Referral to Legal Service Day to day control of RCCs and Road Bonds 4.2 The Engineers and Technicians within the Traffic Section are responsible for the day to operation of the development control process. They will be responsible for ensuring that the process set out in DEVC-01 ‘Procedure relating to Road Construction Consent and Road Adoptions’ is adhered to and that the RCC register is continuously updated. Management Approval of Key RCC Process Stages 4.3 DEVC-01 ‘Procedure Relating to Road Construction Consent and Road Adoptions’ sets out the detailed process relating to RCCs and Road Bonds including the key decision- making stages within the process. To ensure proper scrutiny line management has a responsibility to check and approve the key decision making stages following review of supporting information presented by RCC case officer staff. The key decision-making stages are in relation to granting of RCC and for Road Bond Reductions. The following documents must only be signed by supervisory or management staff: • Granting of RCC - Signing of CC4 and DEVC-L08 • Road Bond Reduction - Signing of DEVC-L10 & DEVC-L11 4.4 The Head of Service must be made aware of any RCCs or Road Bonds where there is a concern or divergence from the approved procedures and must be advised where it is considered necessary to escalate matters to Legal Services. 70
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Management Approval of written procedures and process maps 4.5 It is important that senior ARA management are aware of and take responsibility for the Development Control written procedures. It is a requirement that the ARA Service Manager will approve the DEVC-01 and DEVC-02 documents. All letters and forms referred to in the Procedures must be approved by the Team Leader or Section Manager. Quarterly Report 4.6 The Engineers and Technicians will provide a quarterly update listing of all RCCs and road bonds setting out their current status. This will be reviewed by the Section Manager/Team Leader before being sent to the Service Manager and Head of Service for review and comment. The Quarterly Report will also highlight any development sites where there are or could be potential issues or concerns which may need further management action, including possible recourse to Legal Services. The Quarterly Report will contain information on the following: • RCCs submitted but not yet approved • Approved RCC sites under development • RCC sites on maintenance period • RCC sites awaiting adoption • RCC sites with less than 6 months to complete • RCCs lapsed • RCC Road Bonds Called-In • Non-residential bonds Annual Report 4.7 A report will be submitted on an annual basis to the Ayrshire Shared Services Joint Committee (ASSJC) setting out the current position regarding road bonds held by the Ayrshire Roads Alliance on behalf of East and South Ayrshire Councils. This sets out for public record the currents status of road bonds held by ARA. The report will set out the following: • List all current residential road bonds held (including RCC Ref, developer, site location, bond provider, bond value, and current status) • List all completed road bonds and adoptions since the previous report to the ASSJC • List all new road bonds received since the previous report to the ASSJC • List all non-residential road bonds held • Provide a written narrative on any significant matters and/or areas of concern • Advise the Committee on any other relevant development control policy and guidance matters. End. 71
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AYRSHIRE SHARED SERVICE JOINT COMMITTEE 10 JUNE 2022 Report by the Head of Roads - Ayrshire Roads Alliance _________________________________________________________________ AYRSHIRE ROADS ALLIANCE RISK REPORT AND REGISTER _________________________________________________________________ PURPOSE OF REPORT 1. The purpose of this Report is to advise the Joint Committee on the management of risk associated with the Ayrshire Roads Alliance. RECOMMENDATIONS 2. It is recommended that the Joint Committee: i. Notes the risk register presented in this report; ii. Continues to receive updates on progress; and iii. Otherwise, notes the content of the report. BACKGROUND 3. A report detailing the general approach to the Risk Report and Risk Register was presented to the Joint Committee on 21 August 2014, where it was agreed that the Risk Report and Risk Register would be a standing item on the agenda. This would ensure that the risks are monitored and scrutinised at a minimum of a quarterly basis. MAIN REPORT/MAIN ISSUES 4. The management of risk aims to enable confident decision taking on risk and innovation, reduce waste and inefficiency, and lead to fewer unanticipated problems and crises that could undermine the performance and operation of the Ayrshire Roads Alliance. 5. The Risk Register is now in a new and improved format which will make it easier to review the individual risks which are now in a colour coded format. 6. The resulting revised risk register is contained in Appendix 2. Since the last Joint Committee, the following risk has been added: 67 – Ukrainian Crisis - Increasing cost of bitumen and the potential of short supply due to Russian sanctions and increased costs. 68 – Fuel Crisis - No longer permitted to use red diesel within construction vehicles. This has an impact on project costs and the overall programme Agenda Item 5 72
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The revised risk register illustrates the red, amber and green status and also illustrates whether the risk severity relates to time, indicated by [T] or cost, indicated by [C]. POLICY/COMMUNITY PLAN IMPLICATIONS 7. A well maintained road network will contribute to achieving the Community Plan objectives in relation to Economy & Skills and Safer Communities to maintain good access to our communities within East Ayrshire. 8. The matters referred to in this report contribute to South Ayrshire Council strategic objective of ‘Enhanced Environment through Social, Cultural and Economic Activities’ and within that to the outcome ‘Work with partners to improve roads and other infrastructure, to encourage house building and business investment that sustains local communities’. LEGAL IMPLICATIONS 9. The Risk Register is a management tool and this will not replace the existing statutory returns for risk and performance related information. HUMAN RESOURCES IMPLICATIONS 10. The Risk Register has no direct impact on human resources. EQUALITY IMPACT IMPLICATIONS 11. The Risk Register complements the Equality Impact Assessment by ensuring that any issues arising are adequately prioritised, managed and either eliminated or mitigated. FINANCIAL IMPLICATIONS 12. The Risk Register facilitates the existing scrutiny arrangements to manage, prioritise, and review the budget provided by East Ayrshire Council and South Ayrshire Council to the Ayrshire Roads Alliance. RISK IMPLICATIONS 13. The Risk Register assists in the prioritisation of risks that need to be mitigated by the Ayrshire Roads Alliance in order to reduce the overall risk to either Council and to comply with the Community Plan/Council Plan in both partner bodies. 73
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TRANSFORMATION STRATEGY 14. This Report aligns with the following design principle stated in the “Transformation Strategy 2017-2022”. • “Maximum value for our communities”, by ensuring the various elements of the Ayrshire Roads Alliance improves transport provision throughout East Ayrshire. Kevin Braidwood Head of Roads – Ayrshire Roads Alliance 30 May 2022 BACKGROUND PAPERS None LIST OF APPENDICES 1. Risk Register Scoring Matrix 2. Ayrshire Roads Alliance Risk Register Person to contact: Kevin Braidwood, Head of Roads - Ayrshire Roads Alliance Tel No. 01563 503164 E-mail: kevin.braidwood@ayrshireroadsalliance.org Implementation officer: Kevin Braidwood, Head of Roads - Ayrshire Roads Alliance Tel No. 01563 503164 E-mail: kevin.braidwood@ayrshireroadsalliance.org 74
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Appendix 1: Risk Register Scoring Matrix The Risk Matrix for deciding each of the risk factors (Likelihood x Severity) in a 5 by 5 matrix are illustrated in Table 1 below: Table 1: Risk Factors in Practical Form Following on from Table 1, the following Summary Risk Profile is colour coded to highlight the risk classification: Table 2: Summary Risk Profile Assessed Risk (LxS) Action Required Low Risk: 1 to 4 Acceptable/ can be accepted provided risk is managed. Medium Risk: 5 to 12 Undesirable/ must be avoided if reasonably practicable. High Risk: 15 to 25 Unacceptable risk - must be eliminated or moved to a lower level. Rare (1) Unlikely (2) Possible (3) Likely (4) Almost Certain (5) Catastrophic (5) 5 10 15 20 25 Very Serious (4) 4 8 12 16 20 Moderate (3) 3 6 9 12 15 Minor (2) 2 4 6 8 10 Insignificant (1) 1 2 3 4 5 Risk Likelihood Risk Severity 75
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APPENDIX 2: AYRSHIRE ROADS ALLIANCE RISK REGISTER NOTE: The Risk rating will be influenced by considering a combination of event effects Such as associated cost, event duration, and organisational reputation. The table below will provide some assistance with risk rating. Risk ID Risk Category Risk Description Risk Mitigation Actions Likelihood Severity Risk Rating after Mitigation measures Responsible for managing the risk Risk Owner Additional Comments Date of last review 1 Personnel Shortage due to: Pandemic Event Loss of trained and competent personnel from all sections within ARA due to pandemic event. Business continuity plans in place (BUS-12, 13, & 14) to manage all ARA mission critical activities. Number of employees working from home significantly increased to minimise medium / long term disruption of service. Operational Personnel - re-assigned to other duties within the Council. Relaxing of UK driving regulations to maximise decreased LGV driver numbers. Additional usage of external contractors to ensure essential services / works programme targets are met. Covid safe workplaces / sites established to accommodate reduced number of staff. Further mitigation measures developed as national guidance information becomes available. 3 4 12 All Service Managers Head of Roads – Ayrshire Roads Alliance Further control measures to be developed/implemented as situation develops. 30/5/22 2 Fuel Shortage Loss or restriction due to relief events. Relief Event: Any event that has an effect on the cost of performing the Services, or the date of their completion, including the occurrence of risks both foreseen and unforeseen e.g. industrial action. Mitigation measures in place to prioritise front line services as detailed in the specific Business Continuity Plans for offices and depots. 3 3 9 Strategic Manager Head of Roads – Ayrshire Roads Alliance Continuation of public support will be dependent on outcomes, though expect some mixed reaction. 30/5/22 To calculate the risk rating, multiply the Likelihood x Severity. Example…. Possible (3) X Significant (3) = Medium Risk Critical (5) Severe (4) Significant (3) Marginal (2) Insignificant (1) SEVERITY INDEX LIKELIHOOD INDEX Highly probable (5) 25 20 15 10 5 Probable (4) 20 16 12 8 4 Possible (3) 15 12 9 6 3 Unlikely (2) 10 8 6 4 2 Very Unlikely (1) 5 4 3 2 1 Incident Severity Cost (£) Time Reputation Min Max Min Max Insignificant (1) £0 £10,000 0 1 day Councillors/CEO Marginal (2) £10,001 £50,000 1 day 2 weeks Local Media Facebook etc. Significant (3) £50,001 £500,000 2 weeks 1 month Local Newspaper Severe (4) £500,001 £1,000,000 1 month 3 months National Newspaper Catastrophic (5) £1,000,001 >£1,000,001 3 months > 6 months National News (TV) KEY High Risk (16 – 25) Risks are not acceptable under any circumstances. Immediate action required Medium Risk (8 – 15) Additional controls measures may be required. Low Risk (1 – 6) Continue to monitor as part of review process or where changes occur. 76
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APPENDIX 2: AYRSHIRE ROADS ALLIANCE RISK REGISTER Risk ID Risk Category Risk Description Risk Mitigation Actions Likelihood Severity Risk Rating after Mitigation measures Responsible for managing the risk Risk Owner Additional Comments Date of last review 3 Failure to align with Budget requirements Level of investment required in road repairs and resurfacing and resulting cost of treatment higher than anticipated. Reduced budget could lead to the deterioration in the roads network, an increase in accidents, and insurance costs. Loss of parking income as a result of changing behaviour / work patterns due to Covid. Uniform claims handling system aligned with the Roads Inspection and Maintenance policy. Appropriate financial and performance monitoring arrangements in place to mitigate the risk. Regular meetings with and within partners Councils to advice on further resource and funding requirements. 2 4 8 Business Support Manager Head of Roads – Ayrshire Roads Alliance Adequate control measures are in place, specifically, monthly meetings held with budget holders to review revenue budget and take appropriate corrective actions to bring budgets within tolerance limits. Monthly meeting with service managers to review capital budgets and programmes. 30/5/22 4 Adverse Weather Lack of trained and competent personnel including operatives and drivers to provide full complement required to fulfil all gritting routes due to lack of volunteers for existing staff, flu pandemic, mass resignation, strike action and breach of Working Time Directive and Driver Hours Legislation. Procedures in place to manage a short / medium disruption of Driver / Operative Personnel including banking workers and overtime working as required. Over the long term there would be recruitment / procurement of the necessary experience to fill the gaps. 2 4 8 Strategic Manager Head of Roads – Ayrshire Roads Alliance Rolling programme established to ensure ongoing Health and Safety training. Appropriate and applicable checks are conducted on all new drivers to ensure that all reasonable precautions are taken to safeguard the ‘O’ licence, insurance payments and reputation. The service has extended the use of external companies to provide the winter service to increase resilience 30/5/22 5 Loss of Street Lighting & Traffic Signals Extended loss of Public Electricity supply creating issues with Street Lighting and Traffic Signals Some temporary traffic signals will be provided at key locations determined by the Traffic Management Section should these issues arise. Temporary traffic signals deployed by RMU. Contingency measures detailed in Business Continuity Plans. 3 3 9 Traffic & Road Safety Manager Head of Roads – Ayrshire Roads Alliance We consider that the overall risk is low due to the mitigation measures that are in place 30/5/22 6 Transfer of Shared Services – Ayrshire Roads Alliance Any failure in Service provision would adversely affect the resilience of the Roads services. Extensive negotiations have taken place to ensure that the proposed joint service meets stakeholders needs 2 2 4 Business Support Manager Head of Roads – Ayrshire Roads Alliance The new service is over five years old and it is considered that the initial transfer of the shared service has been completed. Nevertheless there will always remain issues on transfer issues which may still arise. 30/5/22 7 Council’s Waste Transfer Licence Loss off / restrictions on waste transfer licence for all depots Robust management systems and procedures in place to comply with Environmental legislation, permit conditions and health and safety 2 3 6 Strategic Manager Head of Roads – Ayrshire Roads Alliance We consider the overall risk is low, due to the current waste management systems in operation. 30/5/22 8 Failure to provide an adequate Failure to provide an adequate Risk based approach and Inspection System in accordance with the approved, There are procedures in place to manage this process: 2 4 8 Service Managers Head of Roads – Ayrshire Roads Alliance Following implementation of the Inspection Manual: Road Safety Inspections and defect categorisations from 30/5/22 77
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APPENDIX 2: AYRSHIRE ROADS ALLIANCE RISK REGISTER Risk ID Risk Category Risk Description Risk Mitigation Actions Likelihood Severity Risk Rating after Mitigation measures Responsible for managing the risk Risk Owner Additional Comments Date of last review Roads Inspection System Inspection Manual: Road Safety Inspections and defect categorisations.in accordance with the Well-Managed Highway Infrastructure: A Code of Practice. 1. Short term by prioritising and reducing other works activities and realigning budgets; 2. Medium / long term there would be a request for additional budgets; 3. Operatives can be assigned from other duties and overtime working approved. 1st April 2019 in accordance with the Well-Managed Highway Infrastructure: A Code of Practice the Ayrshire Roads Alliance a) Inspects the entire road network within East Ayrshire and South Ayrshire, with performance in relation to the percentage of safety inspections carried out within the timescale being reported to the Joint Committee under the Performance Scorecard standing item on the agenda. b) Categorise defects in accordance with a risk based approach ranking defects one to four as detailed in the Inspection Manual: Road Safety Inspections and defect categorisations c) Issue repair lines for defects on carriageways and footways with target response times determined by the category of defect, as identified in the Inspection Manual: Road Safety Inspections and defect categorisations d) Complete the vast majority of Category 1 defects within the target response time of two hours. 9 Personnel Shortage Loss of trained and competent professional staff, through retirement. Procedures are in place to manage short term issues by prioritising and reducing other works activities and realigning budgets. 2 3 6 Service Managers Head of Roads – Ayrshire Roads Alliance The staff numbers are reviewed whenever there are significant changes in staffing level. The Ayrshire Roads Alliance has Modern Apprentices who are providing a strong foundation for future staffing levels. 30/5/22 10 Personnel Shortage due to: Loss of trained and competent personnel including operatives and drivers due to mass resignation, strike action and Procedures are in place to manage a short / medium disruption of Technical / Supervisory / operational Personnel including re-assignment of 1 4 4 Strategic Manager Head of Roads – Ayrshire Roads Alliance We consider overall risk is low due to a combination of recruitment and selection to fill existing vacancies. In 78
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APPENDIX 2: AYRSHIRE ROADS ALLIANCE RISK REGISTER Risk ID Risk Category Risk Description Risk Mitigation Actions Likelihood Severity Risk Rating after Mitigation measures Responsible for managing the risk Risk Owner Additional Comments Date of last review Strike Action Driver hour restrictions breach of Driver Hours Legislation duties and controlled overtime working as required. Over long term there would be recruitment / procurement of the necessary experience to fill the gaps. addition there is increased resilience form the external service providers for winter 30/5/22 11 Adverse Weather Reduction and /or loss of salt stock materials for Winter Service operations. There is adequate salt stock resilience and conservation control measures. Transport Scotland has strategic salt stock piles. 1 4 4 Strategic Manager Head of Roads – Ayrshire Roads Alliance The Service has a framework salt supplier with a 14 day call down delivery. There is a joint agreement with other Councils to share available salt stocks. The existing weather service provides long term forecast indicating extreme and prolonged weather conditions. 30/5/22 12 Business Continuity / Emergency Planning Incident affecting one or more of the Ayrshire Roads Alliance service functions (including ICT Failure). Business continuity plans developed for: Roads Maintenance (including the Winter Gritting Programme); Lighting Maintenance Unit; Network; Design and Traffic and Road Safety facilities within East Ayrshire and South Ayrshire. 2 4 8 Business Support Manager Head of Roads – Ayrshire Roads Alliance The overall risk is high due to the unknown nature of such an incident and because of the potential reputational damage and adverse effect on the service delivery, including discharge of statutory responsibilities. 30/5/22 13 Benefits Realisation Ayrshire Roads Alliance does not deliver the expected benefits outlined in the Detailed Business Case of June 2013. Benefit Realisation Plan to track the delivery of each benefit and take corrective action where appropriate it has been developed. 2 3 6 Service Managers Head of Roads – Ayrshire Roads Alliance The overall risk is medium due to the various reviews outlined in the Benefits Realisation Strategy and Plan now progressing towards fruition. Internal management reports to be prepared reflecting on progress against Benefits Realisation Strategy. As at 1 April 2018 had realised budget savings of £2.031m against a target of £1.510m 30/5/22 14 Performance Performance Metrics are missed. A standardised operational process and procedures has been developed to ensure efficient and effective processes and verification measures are in place. 1 4 4 Service Managers Head of Roads – Ayrshire Roads Alliance Performance metrics are reviewed and developed with the Pentana System being used to review performance. Performance is reviewed at every Management meeting. 30/5/22 15 Procurement Insufficient due diligence carried out by the Ayrshire Roads Alliance in the procurement of goods and services. Standardised processes and procedures have been developed to ensure efficient and effective processes and verification measures are in place. 1 4 4 Service Managers Head of Roads – Ayrshire Roads Alliance Managed Risk. 30/5/22 16 Programme Management Programme scope, schedule, objectives, cost and deliverables are not clearly defined or understood. Clear definition of scope, schedule, objectives, cost, and deliverables through Service Improvement Plan, Benefits Realisation Strategy & Plan, and Customer Service Strategy. 1 4 4 Service Managers Head of Roads – Ayrshire Roads Alliance Managed Risk. 30/5/22 79
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APPENDIX 2: AYRSHIRE ROADS ALLIANCE RISK REGISTER Risk ID Risk Category Risk Description Risk Mitigation Actions Likelihood Severity Risk Rating after Mitigation measures Responsible for managing the risk Risk Owner Additional Comments Date of last review 17 Programme Management Estimating and / or scheduling errors. A Programme Plan has been developed which illustrates key activities, team, timing, milestones, and delivery of products. 1 4 4 Strategic Manager Head of Roads – Ayrshire Roads Alliance Managed Risk. 30/5/22 18 Programme Management Unplanned work that must be accommodated. Incorporate unplanned work within Programme Plan and minimise impact on delivery of products through parallel processes when feasible. 1 4 4 Business Support Manager Head of Roads – Ayrshire Roads Alliance Managed Risk. 30/5/22 19 Programme Management Lack of co-ordination / communication Programme co-ordination and communication conducted in accordance with Programme governance structure and in accordance with PRINCE 2 principles. 1 4 4 Strategic Manager Head of Roads – Ayrshire Roads Alliance Managed Risk. 30/5/22 20 Programme Management Underestimated support resources or overly optimistic delivery schedule. Support resources and delivery schedule developed from robust Programme Plan and previous experience of similar Programmes. 1 4 4 Strategic Manager Head of Roads – Ayrshire Roads Alliance Introduction of the appropriate Project Management software to deliver a unified programme across the Ayrshire Roads Alliance whilst utilising plant / resources efficiently. 30/5/22 21 Programme Management Unresolved Programme conflicts not escalated in a timely manner. Programme conflicts recorded in Issues Log and progressed in accordance with reporting arrangements for project team. 2 4 8 Strategic Manager Head of Roads – Ayrshire Roads Alliance Managed Risk. 30/5/22 22 Programme Management Unanticipated escalation in Programme costs as a result of uncontrolled changes or continuous inflation of a project’s scope beyond initial remit. Escalation of Programme costs addressed through appropriate and applicable corrective actions and control measures. 1 4 4 Strategic Manager Head of Roads – Ayrshire Roads Alliance Managed Risk. 30/5/22 23 Programme Management Unanticipated delays in Programme timescale as a result of uncontrolled changes or continuous inflation of a project’s scope beyond initial remit. Delay of Programme timescale addressed through appropriate and applicable corrective actions and control measures. 1 4 4 Strategic Manager Head of Roads – Ayrshire Roads Alliance Managed Risk. 30/5/22 80
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APPENDIX 2: AYRSHIRE ROADS ALLIANCE RISK REGISTER Risk ID Risk Category Risk Description Risk Mitigation Actions Likelihood Severity Risk Rating after Mitigation measures Responsible for managing the risk Risk Owner Additional Comments Date of last review 24 Programme Management Delay in earlier Programme phases jeopardises ability to meet programmed delivery commitment. Incorporate delays within updated Programme Plan and minimise impact on delivery of products through parallel processes when feasible. 1 4 4 Strategic Manager Head of Roads – Ayrshire Roads Alliance Managed Risk. 30/5/22 25 Programme Management Communication Strategy to engage public awareness not planned on a joint Ayrshire basis Ensure that a robust Communication Strategy and response network is developed during planning stages of Programme which incorporates sufficient key review stages to ensure effective communication of key messages regarding deliverables and progress. 1 4 4 Strategic Manager Head of Roads – Ayrshire Roads Alliance Managed risk, hence reducing. 30/5/22 26 Programme Management Unforeseen agreements required to proceed with or conclude Programme. Engage all appropriate and applicable requirements to ensure that amicable arrangements are put in place. 1 4 4 Strategic Manager Head of Roads – Ayrshire Roads Alliance Managed Risk. 30/5/22 27 Programme Management Priorities change on existing service delivery. Ensure that changes on existing service delivery are communicated in accordance with the existing Service Level Agreement, namely that all parties agree and will abide by the philosophy of operating as a whole under the principle of what is best for the Council Tax payer, not necessarily the individual authority. 1 4 4 Strategic Manager Head of Roads – Ayrshire Roads Alliance Managed Risk. 30/5/22 28 Programme Management Inconsistent cost, time, scope and quality objectives resulting in time delays and further costs. Ensure that cost, time, and scope estimates along with quality objectives are evidence based on experience from previous comparable Programmes. 2 4 8 Strategic Manager Head of Roads – Ayrshire Roads Alliance Managed Risk. 30/5/22 29 Programme Management Affordability of future service payments. Ensure that East Ayrshire Council and South Ayrshire Council are fully aware of the budgetary implications required to meet the on-going cost of service provision, as detailed in the DBC, and have fully committed sufficient financial resources following Business Case sign-off. 2 4 8 Head of Roads – Ayrshire Roads Alliance East Ayrshire Council and South Ayrshire Council Continue to present revenue financial monitoring report to Joint Committee. Four weekly meetings are held to discuss revenue and capital position of the Ayrshire Roads Alliance. 30/5/22 30 Programme Management Councils withdraw or cannot provide sufficient support, or agreed level of input is not provided resulting in Programme delays Early identification of problems, and dialogue with Council. 1 4 4 Head of Roads – Ayrshire Roads Alliance East Ayrshire Council and South Ayrshire Council Managed Risk. 30/5/22 31 Council’s Operators Licence (‘O’ Licence) Loss off / restrictions on Council’s ‘O’ Licence. There are the correct management controls in place, and these are robust and appropriate. Paperwork 2 4 8 Strategic Manager Head of Roads – Ayrshire Roads Alliance Continue to work with fleet service in East Ayrshire Council. 30/5/22 81
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APPENDIX 2: AYRSHIRE ROADS ALLIANCE RISK REGISTER Risk ID Risk Category Risk Description Risk Mitigation Actions Likelihood Severity Risk Rating after Mitigation measures Responsible for managing the risk Risk Owner Additional Comments Date of last review issued to Road Traffic Commissioner for transfer of ‘O’ Licence. 32 Health & Safety / Risk & Insurance Insufficient investment, resources and on-going maintenance to resolve issues identified in Health & Safety surveys of depots are on- going. This also includes ensuring security is adequate. New harbour facility was constructed along with additional fencing, gates and stillage for timber. Dredging is carried out bi-annually. Works have been completed at lifeboat station and new sheet piling to be installed along timber jetty. The Ayrshire Roads Alliance operates from and manage risk of enforcement action and penalties should HSE become involved. Issues identified in Health and Safety Surveys are recorded on Issues Log along with corrective actions to rectify / bring up to the required standard. 2 4 8 Strategic Manager Head of Roads – Ayrshire Roads Alliance South Ayrshire Council continues to have ownership for and maintenance of depots/harbour within their area. Responsibility of funding the various mitigation actions identified in the Issues Log sits solely within the control of South Ayrshire Council. East Ayrshire Council has ownership and responsibility for their depots. 30/5/22 33 Development Control – Road Bonds Inadequate coupon values of Road Bonds exposes the Roads Authority to a potential shortfall if the roads works have to be completed by them in the event that a developer defaults. The coupon value of Road Bonds that are more than three years old are reviewed to determine their adequacy. Where a shortfall is identified, the developer will be advised to increase the value of the Road Bond held when an application is made for an extension to the Road Construction Consent (RCC), which is normally valid for three years. 2 4 8 Strategic Manager Head of Roads – Ayrshire Roads Alliance If the road authority is required to complete a development road then only the cost up to the value of the Road Bond can be recovered from the provider. Any shortfall has to be met by the roads authority. A complete review of the process of delivering road bonds has been completed 30/5/22 34 Connect Roads Residential loss of income to the Ayrshire Roads Alliance and expenditure incurred as a lighting maintenance subcontractor to Connect Roads on the M77/Southern Orbital, amount of exposure for Ayrshire Roads Alliance is up to £50,000 per year for the main contractor. Ayrshire Roads Alliance will reduce exposure by limiting the amount owing to us at any one time. Ayrshire Roads Alliance will insist on payment by contractual terms or stop doing the work. 1 4 4 Strategic Manager Head of Roads – Ayrshire Roads Alliance 30/5/22 35 Bridges and Structures Inadequate inspection of bridges and culverts for deterioration due to aging, increased live loads, cracking, corrosion, environmental effects (freeze and thaw cycles) and fatigue All principal bridge inspections currently up to date in South Ayrshire, with a rolling programme being developed for East Ayrshire along with additional resource for principal inspection work. All General Bridge inspections are up to date across both East Ayrshire and 2 4 8 Bridges & Design Manager Head of Roads – Ayrshire Roads Alliance Bridges and culverts are defined as structures with a span in excess of 900mm. 30/5/22 82
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APPENDIX 2: AYRSHIRE ROADS ALLIANCE RISK REGISTER Risk ID Risk Category Risk Description Risk Mitigation Actions Likelihood Severity Risk Rating after Mitigation measures Responsible for managing the risk Risk Owner Additional Comments Date of last review South Ayrshire. Weak bridges are monitored on a regular basis. The Ayrshire Roads Alliance provides increased resilience in this matter. 36 Bridges and Structures Inadequate maintenance of structures, bridges and culverts due to aging, increased live loads, cracking corrosion, environmental effects (freeze and thaw cycles) and fatigue Rolling programme of repair, rehabilitation or replacement (for weak bridges) through Council Capital Budgets. 2 4 8 Bridges & Design Manager Head of Roads – Ayrshire Roads Alliance Bridges and culverts are defined as structures with a span in excess of 900mm. 30/5/22 37 Flooding Potential loss of all Grant Aided Expenditure funding for flooding mitigation schemes administered by SEPA. Seek capital funding from Council(s) for priority flooding mitigation schemes declared in Flood Risk Management Plan. 2 4 8 Bridges & Design Manager Head of Roads – Ayrshire Roads Alliance The Councils have a legal duty under the Flood Risk Management (Scotland) Act 2009 to implement flooding mitigation schemes declared in the Flood Risk Management Plan. 30/5/22 38 Flooding Receipt of less Grant Aided Expenditure funding than anticipated for flooding mitigation schemes administered by SEPA. Seek capital funding from Council(s) to bridge funding gap for flooding mitigation schemes declared in Flood Risk Management Plan. 2 4 8 Bridges & Design Manager Head of Roads – Ayrshire Roads Alliance The Councils have a legal duty under the Flood Risk Management (Scotland) Act 2009 to implement flooding mitigation schemes declared in the Flood Risk Management Plan. 30/5/22 39 Flooding Potential lack of sufficient funding for flooding mitigation schemes if cost of schemes exceeds Grant Aided Expenditure (GAE) due to Relief Events or Force Majeure. Seek capital funding from Council(s) to bridge funding gap for flooding mitigation schemes declared in Flood Risk Management Plan. 3 2 6 Bridges & Design Manager Head of Roads – Ayrshire Roads Alliance Only 80% of principal funding for flooding mitigation scheme. However increased costs due to relief events or force majeure is not funded. 30/5/22 40 Financial Potential swift decline in value of Pound Sterling due to Force Majeure or material adverse change resulting in increased costs in terms of fuel prices, interest rates and insurance premiums. Mitigation measures would be put in place to prioritise front line services as detailed in the specific Business Continuity Plans for office, depot and harbour, as applicable 2 4 8 Strategic Manager Head of Roads – Ayrshire Roads Alliance Managed Risk. The impact of the United Kingdom exit from the European Union has still to be evaluated. On- going discussions with Transport Scotland, COSLA and Ayrshire Roads Alliance on the impacts on the transport network. 30/5/22 41 Contractual Agreement Potential swift decline in value of Pound Sterling followed by market volatility over the short to medium term resulting in suppliers and contractors terminating agreements due to Force Majeure or material adverse change. Mitigation measures would be put in place to prioritise front line services as detailed in the specific Business Continuity Plans for office, deport and harbour, as applicable. 3 3 9 Strategic Manager Head of Roads – Ayrshire Roads Alliance Managed Risk. The impact of the United Kingdom exit from the European Union has still to be evaluated. On- going discussions with Transport Scotland, COSLA and Ayrshire Roads Alliance on the impacts on the transport network. 30/5/22 83
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APPENDIX 2: AYRSHIRE ROADS ALLIANCE RISK REGISTER Risk ID Risk Category Risk Description Risk Mitigation Actions Likelihood Severity Risk Rating after Mitigation measures Responsible for managing the risk Risk Owner Additional Comments Date of last review 42 GDPR The existing Data Protection Act 2018 was brought about by the General Data Protection Regulation (GDPR) which is an EU Regulation that sets out the changes that the UK will implement in a new Data Protection Act. Follow Corporate Procedures 3 3 9 Strategic Manager Head of Roads – Ayrshire Roads Alliance 30/5/22 43 Presence of Coal Tar within the carriageway network Coal Tar is a known material used in the construction of carriageways until the mid-80s and is now known as a carcinogen and hazardous waste material. Reduce the level of risk by coring all works prior to design. Ensure an appropriate solution within the design is prepared which is either to retain in-situ and record presence, or remove and dispose of in accordance with current guidelines. 3 3 9 Strategic Manager Head of Roads – Ayrshire Roads Alliance Managed Risk; Ayrshire Roads Alliance has a duty of care to all employees in accordance with the Health and Safety at Work Act 1974,Construction Design and Management Regulations 2015 and the disposal of hazardous waste. 30/5/22 44 Service The impact of the United Kingdom exit from the European Union Mitigation measures are in place to prioritise front line services as detailed in the specific Business Continuity Plans for office, depot and harbour as applicable. 4 3 12 Strategic Manager Head of Roads – Ayrshire Roads Alliance Managed risk. Ongoing discussions with Transport Scotland, COSLA and Ayrshire Roads Alliance on the impacts on the transport network. 30/5/22 45 Transport Increased cost of vehicle maintenance due to lack of investment in fleet replacement To mitigate the risk of increased maintenance costs through lack of fleet investment a comprehensive maintenance programme is in place for all vehicles in addition to a vehicle replacement programme developed to identify the optimum life cycle for fleet. 3 3 9 Strategic Manager Head of Roads – Ayrshire Roads Alliance 30/5/22 46 Transport Workshop performance and training levels Without appropriate level of performance and training provision there is a risk to operational performance for management of the fleet. To address this, performance levels are monitored on a daily and weekly basis and ongoing training is provided to staff for refresher training as well as familiarisation training on new fleet and plant vehicles. 3 3 9 Strategic Manager Head of Roads – Ayrshire Roads Alliance 30/5/22 47 Transport Loss of trained and competent professional staff through retirement or turnover The movement of staff always has a chance of happening but to ensure the impact of this is minimised, an ongoing apprenticeship programme is in place with 2 apprentices in transport being trained in all aspects of fleet maintenance and repair. 3 4 12 Strategic Manager Head of Roads – Ayrshire Roads Alliance Due to retirements and staff leaving for better paid mechanic roles elsewhere the number of mechanics has fallen from 10 to 7. Multiple attempts have been made to recruit replacement mechanics with no success 30/5/22 84
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APPENDIX 2: AYRSHIRE ROADS ALLIANCE RISK REGISTER Risk ID Risk Category Risk Description Risk Mitigation Actions Likelihood Severity Risk Rating after Mitigation measures Responsible for managing the risk Risk Owner Additional Comments Date of last review so far. Changes have been made to the recruitment process in terms of information being made available as well as channels used to advertise such as a higher number of social media websites. This issue is being closely monitored and further action may be required. 48 Transport Loss of restriction of fuel due to any event that has an effect on the Services provision of fuel to departments, including the occurrence of risks both foreseen and unforeseen e.g. industrial action To mitigate the impact of losing access or having a restricted access to fuel, a contingency plan has been established which sets out the emergency management actions that will be taken that include designated fuelling stations and the prioritisation of fleet, putting non-essential vehicles off the road. 2 4 8 Strategic Manager Head of Roads – Ayrshire Roads Alliance Further mitigation measures have recently been put in place to allow for fuel to be drawn manually should there be a prolonged loss of electrical supply to the fuel pumps. 30/5/22 50 Transport Loss off / restrictions on Councils O Licence A comprehensive maintenance regime has been established that follows all guidance from DVSA and the Traffic Commissioner to ensure that the O-Licence is protected. In addition, compliance activities are established and in place and a regular external audit is carried out by the Freight Transport Association every 2 years to ensure that all processes are performing to the required standard. 1 5 5 Strategic Manager Head of Roads – Ayrshire Roads Alliance 30/5/22 51 Transport Loss of operational base for any reason (Crookedholm Depot) To mitigate the impact of the loss of the transport depot and garage, business contingency plans have been developed that highlight how and where office based staff will work in addition to the steps to ensure that maintenance is undertaken, which would be to activate external maintenance frameworks. 1 3 3 Strategic Manager Head of Roads – Ayrshire Roads Alliance 30/5/22 52 Transport Savings targets not achieved (as per the Best Value Service Review) To mitigate the impact of the loss of the transport depot and garage, business contingency plans have been developed that highlight how and where office based staff will work in addition to the steps to ensure that maintenance is undertaken which 1 3 3 Strategic Manager Head of Roads – Ayrshire Roads Alliance 30/5/22 85
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APPENDIX 2: AYRSHIRE ROADS ALLIANCE RISK REGISTER Risk ID Risk Category Risk Description Risk Mitigation Actions Likelihood Severity Risk Rating after Mitigation measures Responsible for managing the risk Risk Owner Additional Comments Date of last review would be to activate external maintenance frameworks. 53 Transport IT systems loss from any cause for an extended period may potentially effect the operations of the transport service which in turn will affect service delivery and may cause reputational damage to the Council. To prevent fallout from IT system failure, a business contingency plan has been developed as well as a back up process to revert to paper based recording systems for fleet management and maintenance. 1 3 3 Strategic Manager Head of Roads – Ayrshire Roads Alliance 30/5/22 54 Transport Failure to comply with Health and Safety duties To ensure that Health and Safety processes are always followed, this is a standing agenda item held at monthly management meetings. In addition to a separate H&S group that meets on a quarterly basis with the H&S Officer. Risk assessments and safe systems of work have also been developed and are in place with H&S assistance. 1 3 3 Strategic Manager Head of Roads – Ayrshire Roads Alliance 30/5/22 55 Transport Loss of utilities for an extended time Business continuity plans are in place to allow for the whole service to continue to function in the case that utilities are lost for an extended period of time. 1 3 3 Strategic Manager Head of Roads – Ayrshire Roads Alliance 30/5/22 56 Transport Loss of confidential information and appropriate handling of information will lead to breaches of data protection and potential significant financial penalties being incurred by the Council All staff that handle personal details have undertaken e-learning to advise of appropriate data protection steps required and where appropriate electronic systems are in place for recording and management of personal data to avoid paper being lost or misplaced. 1 4 4 Strategic Manager Head of Roads – Ayrshire Roads Alliance 30/5/22 57 Transport Passenger transport – late / non-attendance / vehicle breakdown by pick up vehicle – Failure of service as Service as user would miss Transport link connection / arrives late at destination activity / part activity The delivery of passenger transport is managed on the Council’s behalf by SPT. If there is an issue where there is a failure in service provision SPT would be required to organise a replacement service, working in conjunction with Officer locally within EAC. 2 2 4 Strategic Manager Head of Roads – Ayrshire Roads Alliance 30/5/22 58 Transport Passenger transport – escort not in attendance ASN contracts / Council owned vehicles service failure. Service not able to be provided until escort arrives. Server Should an escort not be available H&SC services would arrange to provide another responsible individual available to ensure that the service can be delivered. 1 4 4 Strategic Manager Head of Roads – Ayrshire Roads Alliance 30/5/22 86
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APPENDIX 2: AYRSHIRE ROADS ALLIANCE RISK REGISTER Risk ID Risk Category Risk Description Risk Mitigation Actions Likelihood Severity Risk Rating after Mitigation measures Responsible for managing the risk Risk Owner Additional Comments Date of last review user misses ac tivity / part activity In the unlikely case this cannot be accommodated, the parent would be notified and alternative arrangements made for the transport of the child to the school. 59 Transport No driver available to deliver service due to annual leave / sickness absence. Service not able to be provided service user misses activity / part activity Any shortage of driver would result in arranging for an alternative qualified individual within transport services to drive, or to work with Coalfield Community Transport to deliver the service. 1 3 3 Strategic Manager Head of Roads – Ayrshire Roads Alliance 30/5/22 60 Transport Passenger transport : Emergency closure of schools and contractors unable to provide transport within relevant timescales Should schools need to close unexpectedly, all parents will be contacted to request that children are collected ASAP. Teachers will remain with children until the last one has been collected safely by a parent. 1 4 4 Strategic Manager Head of Roads – Ayrshire Roads Alliance 30/5/22 61 Transport Passenger Transport: Documentation out of date risk to service users. Potentially inappropriate individuals, inappropriate vehicles used being used to provide service Documentation is reviewed and approved on an annual basis to ensure that the correct data is held for pupils, parents, schools and transport operator information. 1 5 5 Strategic Manager Head of Roads – Ayrshire Roads Alliance 30/5/22 62 Transport Passenger Transport: Contractor unable to fulfil obligations due to bankruptcy etc. Service failure not able to be provided until alternative arrangements made. Server user misses activity / part activity SPT manage all transport on behalf of EAC. In the case of a contractor going out of business, an alternative contractor will be sought. Where this cannot be provided, parents will be contacted and alternative arrangements may need to be made for the provision of transporting school children such as providing a mileage allowance to parents until an alternative solution can be implemented. 1 4 4 Strategic Manager Head of Roads – Ayrshire Roads Alliance 30/5/22 63 Transport Failure to mitigate the potential impacts of BREXIT including a worst case scenario “no deal” withdrawal There remains a significant number of unknown issues surrounding Brexit as no trade deals have been struck with the EU yet. It is possible that there will be impacts on time and cost in relation to delivery of vehicles and parts from the EU but this remains unknown. The service has engaged with all suppliers to obtain up to date information on any potential issues that may be known and this will 3 3 9 Strategic Manager Head of Roads – Ayrshire Roads Alliance 30/5/22 87
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APPENDIX 2: AYRSHIRE ROADS ALLIANCE RISK REGISTER Risk ID Risk Category Risk Description Risk Mitigation Actions Likelihood Severity Risk Rating after Mitigation measures Responsible for managing the risk Risk Owner Additional Comments Date of last review remain an ongoing process until the final details of Brexit emerges. 64 Material Shortages and Price Increases Steel products, timber, electrical equipment and aggregates have seen a price increase with aggregates prices falling back in the spring. This is as a result of COVID19 affecting suppliers, supply chains, shipping and transportation. Construction activity rose rapidly after lockdown. Increased admin at UK ports due to EU Trade Cooperation has resulted in increased transportation costs and surcharges. Where there are problems we are working with supplier to optimise deliveries to get procure best value under the circumstances. 4 3 12 Strategic Manager Head of Service – Ayrshire Roads Alliance This will be under constant review with contractors. 30/5/22 65 Storage Related Risks Theft / Damage of Stores Risk is very low as there are many measures that have been put in place. For example – CCTV cameras, secure entry to the depots, insurance covers all depots for theft / damage, robust store person / key holder procedures in place 1 4 4 Strategic Manager Head of Service Ayrshire Roads Alliance 30/5/22 66 Ash Die Back Potential for death or injury as a result of ash dieback related accidents, both to professionals working on trees, and to the general public Increased safety issues due to declining ash trees on roads, owned and managed land such as in county parks, housing, estates, schools, routes to school, active travel routes and other well-used paths Risks to statutory functions or service delivery such as retaining safe schools, public open spaces or roads Risks to staff and community from trees on adjacent land falling into your estate 4 3 12 Strategic Manager Head of Service Ayrshire Roads Alliance 30/5/22 88
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APPENDIX 2: AYRSHIRE ROADS ALLIANCE RISK REGISTER Risk ID Risk Category Risk Description Risk Mitigation Actions Likelihood Severity Risk Rating after Mitigation measures Responsible for managing the risk Risk Owner Additional Comments Date of last review 67 Ukrainian Crisis Increasing cost of bitumen and the potential of short supply due to Russian sanctions and increased costs. Pre-programming with suppliers and contractors. 4 3 12 Strategic Manager Head of Service Ayrshire Roads Alliance 30/5/22 68 Impact on Fuel No longer permitted to use red diesel within construction vehicles. This has an impact on project costs and the overall programme. Reviewing alternative forms of fleet, however, this brings additional cost. 4 3 12 Strategic Manager Head of Service Ayrshire Roads Alliance 30/5/22 89
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THE AYRSHIRE SHARED SERVICE JOINT COMMITTEE 10 JUNE 2022 Report by the Head of Roads - Ayrshire Roads Alliance AYRSHIRE ROADS ALLIANCE SERVICE PLAN 2022/23 PURPOSE OF REPORT 1 The purpose of this Report is to seek the Joint Committee approval for the Ayrshire Roads Alliance Service Plan for 2022/23. RECOMMENDATIONS 2 It is recommended that the Joint Committee: i. Approves the Ayrshire Roads Alliance Service Plan for 2022/23, ii. Notes the confirmed finance budgets for 2022/23 iii. Notes the Performance Scorecard for 2021/22 iv. Requests that a six month progress update is provided to a future meeting of the Joint Committee, v. Otherwise, notes the content of this Report. MAIN REPORT/MAIN ISSUES 3 The first Ayrshire Roads Alliance Service Plan for 2014/15 was approved by Joint Committee on 23 May 2014. As part of all Service Plans it was agreed that the draft Service Plan is approved prior to submission to both East Ayrshire Council and South Ayrshire Council. 4 The service plan included in Appendix One provides detail on the current operating position of the Ayrshire Roads Alliance and indicates the position where the Service will be by March 2023. Details are provided for the activities to be undertaken to achieve these goals through: • the Transformation and Redesign Plan; • the Performance Management Framework as approved and updated at every Joint Committee; • the Risk Register and Report which has established a method of effective management of risk to ensure service improvement through better service delivery; increased certainty and fewer surprises; more effective and efficient Agenda Item 6 90
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management of resources; reduced waste; and better management at all levels through improved decision-making; and • the Benefits Realisation Strategy and Plan which sets out how benefits will be tracked and controlled across the fully integrated Roads service and which was approved by the Joint Committee in on 1 May 2015. 5 The Service Plan describes the challenges and the targets for the service. 6 In addition to Revenue Budgets, the Ayrshire Roads Alliance receives budgets from other sources including capital, and grants from the Scottish Government, Strathclyde Partnership for Transport; and other locations including both external to the Council and Council Departments. POLICY/COMMUNITY PLAN IMPLICATIONS 8 A well maintained road network will contribute to achieving the Community Plan objectives in relation to Economy & Skills and Safer Communities to maintain good access to our communities within East Ayrshire. 9 The matters referred to in this report contribute to Commitment 6 of the Council Plan:A Better Place to Live Enhanced environment through social, cultural and economic activities. LEGAL IMPLICATIONS 10 The work of the Ayrshire Roads Alliance is undertaken in accordance with relevant legislation. HUMAN RESOURCES IMPLICATIONS 11 The Service Plan has no direct impact on human resources. However, as the Improvement Action Plan work develops, and reviews are completed, it is expected that some impact on human resources will arise. EQUALITY IMPACT IMPLICATIONS 12 The Risk Register complements the Equality Impact Assessment by ensuring that any issues arising are adequately prioritised, managed and either eliminated or mitigated. 91
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FINANCIAL IMPLICATIONS 13 The Ayrshire Roads Alliance delivers the strategic and local services as stated in the Service Plan. The budget is provided by East Ayrshire Council, South Ayrshire Council, and other external organisations. Appropriate scrutiny arrangements are in place to manage these budgets. RISK IMPLICATIONS 14 The Risk Register assists in the prioritisation of risks that need to be mitigated by the Ayrshire Roads Alliance in order to reduce the overall risk to either Council and to comply with the Community Plan/Council Plan in both partner bodies. TRANSFORMATION STRATEGY 15 This Report aligns with the following design principle stated in the “Transformation Strategy 2017-2022”. • “Maximum value for our communities”, by ensuring the various elements of the Transport (Scotland) Bill enacted will improve Transport provision throughout East Ayrshire. BACKGROUND PAPERS 1 Benefits Realisation Strategy And Plan - 1 May 2015 – Joint Committee LIST OF APPENDICES 1 The Ayrshire Roads Alliance Service Plan - 2022/23 2 Ayrshire Roads Alliance Performance Scorecard 2021/22 Kevin Braidwood Head of Roads - Ayrshire Roads Alliance 14 May 2022 Person to contact: Kevin Braidwood, Head of Roads - Ayrshire Roads Alliance Tel No. 01563 503164 E-mail: kevin.braidwood@ayrshireroadsalliance.org Implementation officer: Kevin Braidwood, Head of Roads - Ayrshire Roads Alliance Tel No. 01563 503164 E-mail: kevin.braidwood@ayrshireroadsalliance.org 92
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1 Service Plan 2022-2023 May 2022 A Partnership between East Ayrshire Council and South Ayrshire Council Appendix 1 93
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2 Table of Contents INTRODUCTION ............................................................................................................................................ 3 STRATEGIC CONTEXT .................................................................................................................................. 15 SERVICE PERFORMANCE FRAMEWORK ...................................................................................................... 16 RISK, OPPORTUNITIES and CHALLENGES .................................................................................................... 19 PROFILE OF SAVINGS AND COSTS OVER THE FIRST 10 YEARS .................................................................... 23 AYRSHIRE ROADS ALLIANCE IMPROVEMENT ACTION PLAN 2021/22........................................................ 25 APPENDIX 1 – ORGANISATIONAL CHART ................................................................................................... 34 APPENDIX 2-STRATEGIC AND LOCAL DELIVERY SPLIT SPLIT……………………………………………………………………36 94
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3 INTRODUCTION The Ayrshire Roads Alliance is a shared integrated roads and transportation service which provides the roads service for East Ayrshire Council and South Ayrshire Council. The Service is delivered with the overall objective of improving the road and transportation service in the East Ayrshire and South Ayrshire areas to move the Ayrshire Roads Alliance to a position that will deliver at least £8.634 million of savings by 2024. The Ayrshire Roads Alliance is governed by the Ayrshire Shared Service Joint Committee. The Joint Committee has responsibility for all shared Council services in Ayrshire. The Shared Services Minute of Agreement describes the functions of the Joint Committee as follows: • making decisions within the confines of the service budget, • developing and implementing a strategic policy framework, • co-ordinating, monitoring and reviewing service performance, • monitoring budget spend, • considering and approving an annual Service Plan. In addition, the "Joint Committee Arrangements for the Ayrshire Roads Alliance" document covers those issues that are specific to the Ayrshire Roads Alliance. The two Councils involved in the Ayrshire Roads Alliance have each appointed four Elected Members to the Joint Committee. Meetings take place as often as required to conduct business, but at least twice per year in line with the terms of the Minute of Agreement. The Alliance is responsible for all the roads and transportation activities listed in Appendix 2, split between strategic and local delivery, that are the responsibility of East Ayrshire Council and South Ayrshire Council. Both Authorities retain the role of Roads Authority under the Roads (Scotland) Act 1984 - Section 1. 95
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4 East Ayrshire Council - Strategic Issues The East Ayrshire Community Plan is the sovereign and overarching planning document for the East Ayrshire area, providing the strategic policy framework for the delivery of public services by all local Partners. The Plan is the Council’s Corporate Plan and covers the 15 years from 2015 to 2030. The Vision contained within the Community Plan is shared by all Partners and states that: “East Ayrshire is a place with strong, safe, vibrant communities where everyone has a good quality of life and access to opportunities, choices and high quality services which are sustainable, accessible and meet people’s needs.” The Community Plan is implemented through three thematic Delivery Plans - Economy and Skills, Safer Communities and Wellbeing. The Plan is also implemented through the day to day work carried out by services across the Council. Service Improvement Plans are an essential element of the Council’s performance management and improvement framework. They set out the key issues for delivering services in support of the Community Plan Vision and priorities, provide a focus on performance improvement aligned to the Single Outcome Agreement and describe the service specific risks that may impact on the delivery of the Service. The diagram below provides a graphic representation of the Council’s Policy Planning Framework and shows the strategic context within which the Service Improvement Plans sit. In addition it shows the wider Performance Management and Improvement Framework which the Council has adopted to ensure the rigorous scrutiny of performance and drive service improvement across the Council. 96
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5 South Ayrshire Council - Strategic Issues The Council Plan 2018-2022 sets out the Council’s vision for the next four years, with a focus on “Our People, Our Place”. The Plan details the high-level objectives and outcomes to be achieved by 2022. The Council strategic objectives are: • Effective leadership that promotes fairness; • Reduce poverty and disadvantage; • Health and care systems that meet people’s needs; • Make the most of the local economy; • Increase the profile and reputation of South Ayrshire and the Council; and • Enhanced environment through social, cultural and economic activities. The Council Plan is supported by Plans for the People and Place Directorates, as well as the Health and Social Care Partnership which detail the proposed delivery outcomes. These plans are the key documents which will provide the foundation to plan and manage services over the next four years. There are a number of other key strategic documents that will inform the way forward for the Council which include: South Ayrshire Profile Demographic, social and economic statistics for the area. Programme for Effective Governance Vision for the future direction of the Council. Directorate Plans Programming the delivery of the Council Plan Council Financial Strategy Five year financial programme to achieve the Council Plan. Council Asset Management Plan Use of land and buildings deliver the Council Plan Corporate Workforce Plan Workforce planning aligned to business and people strategies. Local Outcomes Improvement Plan Focused Community Planning Partnership activity. 97
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6 The Council Plan commitments will be achieved through: Culture Councillors, and staff ensuring a shared set of values that complements the South Ayrshire Way behaviours of positive, respectful and supportive, and underpins the work of the Council. Governance Councillors being demonstrably able to carry out effectively their governance and leadership functions, promoting fairness to all both within the Council and across South Ayrshire. Partnerships Effective partnership arrangements will reflect the Council’s leadership role in community planning. Locality planning Establishing arrangements that are clear to residents, effective in their operation, well supported and responsive to community aspirations, and are accountable to all partners. Place making Councillors and officers working with communities to create local place plans and setting local priorities, with progress monitored and assessed. Resources Ensuring that there is effective engagement, including with communities to ensure that all annual budgeting, workforce planning and capital programmes are targeted to achieve Council Plan aspirations. Service planning Ensuring services work together to deliver Council Plan outcomes. Structure Ensuring services are structured to deliver Plan outcomes. Systematic review Designing systems to eliminate duplication; streamline processes; harness technology; improve online service access; and maximise the potential of our assets and workforce. Workforce planning Ensuring a stable and productive workforce, and improved staff consultation outcomes through succession planning, identifiable career paths, reviewed staff welfare provision, flexible work patterns to suit individual, family and community circumstances. Regulation Working within regulation to facilitate development, build fruitful networks with business and communities and reach out to residents. Monitoring and Evaluation Providing progress reporting, that is meaningful and drives improvement, based on meaningful baseline information and clear measures of success. 98
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7 The Ayrshire Regional Growth Deal The three Ayrshire Councils have worked in partnership with other agencies, communities and businesses to secure the first Regional Growth Deal in Scotland. This will see £251.5 million of investment in key assets and key sectors across Ayrshire, underpinned by an ambition to facilitate economic growth across the region. The projects within the Growth Deal offer the best opportunity to attract private sector investment into Ayrshire and to transform the area. It is considered that the various interventions in the Growth Deal will unlock £300 million of private investment and deliver around 7,000 new jobs across a wide range of sectors. The vision is for Ayrshire to be “a vibrant, outward looking, confident region, attractive to investors and visitors, making a major contribution to Scotland’s growth and local well-being, and leading the implementation of digital technologies and the next generation of manufacturing.” Project proposals and associated outline business cases have been prepared, reviewed, assessed and refined following feedback received from policy leads with the United Kingdom and Scottish Government and these now form the overall programme business case. The Heads of Terms for the Ayrshire Growth Deal were signed on 8 March 2019. Partners are now working with Governments to agree the profiling and phasing of projects and the development of full business cases for those projects in 2020. The figure below illustrates how the Ayrshire Growth Deal programme links to the Governments’ objectives of increased growth and prosperity. The programme is based on the achievement of economic growth and inclusive growth with a clear focus on addressing the issues of innovation and productivity, and inequality across the regional economy. 99
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8 There are no transport projects within the current Ayrshire Growth Deal proposals outwith the areas where development is proposed. Connectivity and accessibility are key tenets of the Deal, and transport infrastructure will be essential to securing Ayrshire’s economic growth. Ayrshire Growth Deal - Transport Projects It is essential that businesses are connected to markets to make Ayrshire more accessible to investors and visitors, and also to ensure communities are connected to employment and training, which is critical overall to securing Ayrshire’s economic growth. Transport infrastructure will underpin the Growth Deal proposals and this has been developed to support the proposals as specified in the project business cases. Ayrshire’s key transport routes (road, rail, sea and air) are critical for businesses to enable goods to get to market, our communities to employment and for training opportunities. A number of key route improvements have been identified. Transport Scotland has agreed to undertake the Regional Transport Appraisal for the Ayrshire Growth Deal area which commenced in early 2019. This work will ensure the appropriate consideration is given to the relevant Growth Deal projects. This work is part of the wider Strategic Transport Projects Review process in which named schemes will be identified. This will be beneficial to the Ayrshire area as it will confirm, the important strategic nature of the various Ayrshire Growth Deal proposals. The current Strategic Transport Projects Review for the 20 year period from 2012 deals with just road and rail modes of transport. The new Strategic Transport Projects Review to be published by October 2022 will include all modes of travel including active travel and public transport. In addition, this work will develop transport projects outputs at a national, regional and local level. Due to Covid-19, Transport Scotland has restructured the STPR2 into two phases. Phase 1 will focus on the short-term (up to 5 years) with a view to identifying interventions which can be accelerated to support a green economic recovery from Covid-19, and also those which embed, support and extend any increase in travel by sustainable travel modes, including positive behaviour change seen during the pandemic. Phase 2 will complete the review and report in autumn 2022, giving Scottish Ministers a programme of potential transport investment opportunities for the period 2022-2042. Projects The projects will be developed from the Transport Appraisal process. This work will identify the specific infrastructure required to underpin the Growth Deal to ensure the maximum economic benefit from investment is achieved. At this stage the project list is indicative and each will be assessed in line with the agreed objectives as part of the Regional Transport Appraisal for the Growth Deal through transport appraisal work. • A70 Ayr to M74 link (East Ayrshire and South Ayrshire) • A737 corridor improvement (North Ayrshire) • A760 improvements (North Ayrshire) 100
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9 • B741 Dalry to Saltcoats Link Road (North Ayrshire) • A77/A77 Bellfield interchange (East Ayrshire) • A77 Ayr bypass (South Ayrshire) • A77 Maybole bypass (South Ayrshire) Complete • Prestwick Aerospace Park access link road (South Ayrshire) • Glasgow Prestwick Airport station upgrade (South Ayrshire) • Glasgow to Carlisle (via Kilmarnock) rail upgrades (East Ayrshire) • Ayrshire freight strategy (including ports) (All) Levelling Up Fund The Fund provides £4.8bn capital investment allocated through a competitive bid process that will operate from 2021/22 through to 2024/25. Total funding of £800m from the quantum has been allocated to Scotland, Wales and Northern Ireland with Scotland guaranteed to receive at least 9% (£432m) of the overall UK total. The fund will be jointly managed by the Ministry of Housing, Communities and Local Government (MHCLG), the Department for Transport (DfT) and HM Treasury The Fund will focus on capital investment and the Fund Prospectus, which was published by the UK Government in March 2021, highlights that the first bidding round will accept bids which focus on the following specific themes; Investment in Transport Transport investments - including (but not limited to) public transport, active travel, bridge repairs, bus priority lanes, local road improvements and major structural maintenance, and accessibility improvements. The UK Government are requesting proposals for high-impact small, medium and by exception larger local transport schemes to reduce carbon emissions, improve air quality, cut congestion, support economic growth and improve the experience of transport users. Our Current Service Resources Table 1 – The Ayrshire Roads Alliance Assets (as at 31 March 2022) EAC SAC Total Number of staff 200 Length of Carriageway (km) 1,218 1,175 2,393 Length of Footways (km) 1,022 940 1,962 Number of Streetlights 20,626 20,105 40,731 Number of Traffic Signals 83 81 164 Number of Council owned bridges 618 360 978 Number of privately owned bridges 115 199 314 Number of gullys 27,692 26,040 53,732 Length of retaining walls (km) 6.8 3.0 9.8 Length of sea defences (km) Nil 24 24 Piers and Harbours Nil 1 1 No of depots 1 2 3 101
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10 Staff in the Ayrshire Roads Alliance Staff, Property and Fleet The Ayrshire Roads Alliance has depots located at Gauchalland in Galston; Meadowhead in Coylton and Grangestone in Girvan. Offices are located in Kilmarnock, Ayr and at Girvan Harbour. We also have extensive vehicles, plant and equipment to allow our service to be delivered. There will be an ongoing need for property and accommodation across the area for the Ayrshire Roads Alliance; for vehicle and equipment storage; and maintenance and staff facilities. It is important that property and accommodation is safe, secure, fit for purpose, and strategically placed to minimise the time spent travelling from depot to workplace to maintain the road asset, minimise the associated vehicle wear and tear, and emissions. From April 2014, the following actions have been taken in relation to property and accommodation: • Gauchalland Depot - Street lighting operations have moved from Munro Place in Kilmarnock to Galston. • The street lighting technical team is located at the Johnnie Walker Bond in Kilmarnock which now provides a more centralised service. This involved some staff transferring from Burns House in Ayr. • The closure of the Underwood Depot in Cumnock has seen staff re-located to the Gauchalland Depot in Galston. Head of Service Strategic Manager Strategic Manager • Traffic & Road Safety • Transportation • Roads & Structures Design • Environmental • Asset Management • Development Control • Parking • Roadworks Co-ordination • Street Lighting Network • Network East • Network South • Structural Road Maintenance • Routine and Cyclic Maintenance • Winter & other Civil Emergency Provision • Piers and Harbours • Support Services • Finance • IT support 102
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11 • All salt for the Ayrshire Roads Alliance previously stored in the Underwood Depot is now distributed from the Meadowhead Depot in Coylton. • A rationalisation of fleet across the Ayrshire Roads Alliance has taken place resulting in a reduction in cost. Further office developments include staff transferring from the Johnnie Walker Bond to the Opera House in Kilmarnock and from Burns House to Wellington Square and Town Hall in Ayr which was restricted due to COVID guidance. Staff have now returned to the Opera House Kilmarnock on a rota based model with posts designated as fixed, flexible and mobile. Staff will return to County Buildings and Ayr Town Hall in June 2022 on a rota hybrid model. Depots at Galston, Ayr and Girvan were fully operational throughout the Pandemic and continued to support other services with waste collection and food delivery. Our key messages from this work include: The Ayrshire Roads Alliance completed an organisational review which delivers the current management structure which has generated £326,000 of revenue savings per year. This will contribute £2.242 million towards the Business Case savings target of £8.634 million. The Joint Committee agreed to this review on 1 April 2016, and the work was completed during 2017/18. In accordance with good management practice the Alliance continued to review staff provision, and completed the service re-design during 2021/22 with management actions realising a saving of £190,000,parking £86,000 and £293,000 in South Ayrshire. The Ayrshire Roads Alliance has completed a depot review which will result in £404,362 of revenue savings by 2024. This included the closure of the Underwood Depot with staff transferring to Gauchalland Depot; and the Munro Place Street Lighting Depot with all street lighting staff now being based in Gauchalland. In accordance with good management practice the Alliance will continue to review depot and accommodation provision. The Ayrshire Roads Alliance has completed the fleet review which will result in £1,350,699 of revenue savings by 2024. In accordance with good management practice the Alliance will continue to review fleet and plant provision. Budgets The Ayrshire Roads Alliance delivers the strategic and local services as stated in this Service Plan and listed in Appendix 2. The budget to deliver these services is provided from East Ayrshire Council, South Ayrshire Council, and other external organisations. budgets for 2022/23 are confirmed and this is reflected in Tables 1 and 2. 103
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12 Table 1 - Budgets 2022/23 Council Revenue Non - Revenue Total (£m) East Ayrshire Council £6,107,970 £16,023,632 £22,131,602 South Ayrshire Council £5,892,848 £8,127,238 £14,020,086 Total £12,000,818 £24,150,870 £36,151,688 104
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13 Table 2 provides the current non-revenue budgets for 2022/23 Table 2- Non-Revenue Budgets Funding Source Type/Level of Funding Annual Budget 2022/23 East Ayrshire Council Carriageway, Footway Street Lighting. Traffic, Transportation & Road Safety. Bridges & Culvert Replacement. Other works Kilmarnock Car Parks School Streets EV Charging £5.125m £0.250m £0.230m £0.315m £3.000m £0.080m £1.583m £0.100m £0.100m Current approved budget £12.803m at Cabinet meeting of 16 March 2022. Scottish Government Cycling Walking and Safer Streets. Smarter Choices, Smarter Places. Deliver the Local Flood Risk Management Plan. New Cumnock. Grant funding equivalent to 80% of scheme estimate of £6.29 million. £0.778m £0.172m £0.114m Overall grant £2.020m Total £3.084mm Strathclyde Partnership for Transport General funding £2,270,000 Sustrans Projects £100,000 SFT Funding for Strategic Strategy for Public charging £0.060m TBC Scottish Timber Transport Group Projects £0.000m LED Street Lighting Replacement LED Replacement £3.650m Funding Source Type/Level of Funding Annual Budget 2022/23 South Ayrshire Council Roads Improvement Plan Bridge Works Street Lighting LED 20mph in Rural Villages Traffic Signals Girvan Harbour Slope Stabilisation EV Charging £3.500m £0.840m £0.205m £0.232m £0.023m £0.390m £0.318m £0.190m £0.100m £6.100m (Confirmed at Leadership meeting on 8 March 2022) Scottish Government Cycling Walking and Safer Streets. Smarter Choices, Smarter Places. £0.718m £0.158m 105
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14 Deliver the Local Flood Risk Management Plan. £0.173m Strathclyde Partnership for Transport General funding £0.500m Sustrans Projects £0.262m SFT Funding for Strategic Strategy for Public charging £0.060m TBC Scottish Timber Transport Group Projects £0.148m 106
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15 STRATEGIC CONTEXT EAST AYRSHIRE COUNCIL The Community Plan 2015 - 2030 includes a Safer Communities Delivery Plan, which sets out the key actions to be undertaken and also measures progress. The Delivery Plan contains three distinct strategic priorities, all of which will be influenced by the activities undertaken by the Ayrshire Roads Alliance. These are: • Make East Ayrshire a safe, secure and attractive place to live, work and visit. • Improve community safety in neighbourhoods and homes and protect and support our most vulnerable individuals and families. • Promote our vibrant communities by encouraging active and responsible citizenship. Single Outcome Agreement (SOA) The SOA was reviewed and developed as a key element of the comprehensive review of the Community Plan to ensure alignment with strategic priorities and high level local outcomes. There are a number of National Outcomes which are supported by the activities undertaken by the Ayrshire Roads Alliance. The Community Planning Partnership receives an annual report in September each year at which they are advised of progress against the local outcomes previously agreed. SOUTH AYRSHIRE COUNCIL – The Local Outcomes Improvement Plan and Local Place Plans were introduced in 2017. The plan focuses on two strategic themes which emerged from the development process. • Closing the poverty-related outcomes gap for children and young people in South Ayrshire • Supporting older people to live in good health The Plan is supported by a partnership wide focus on four priority areas • Improving outcomes for looked after children and care leavers • Providing support for young people who are carers • Reducing social isolation and loneliness • Support for people living with dementia and their carers There will be an effort to improve outcomes for children and older people particularly in the Ayr North and Girvan Glendoune areas, and to identify transferable good practice to be used to support outcomes improvement in other parts of South Ayrshire. The work on progressing this work is taking place within the auspices of the Integrated Children’s Services Strategic Delivery Partnerships and the Health and Social Care Partnership and this is supported by appropriate partnership work. 107
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16 SERVICE PERFORMANCE FRAMEWORK PERFORMANCE AND BENCHMARKING The Councils’ performance management frameworks operate on a number of levels providing detail on strategic priorities, operational priorities and day to day management information. Within the Ayrshire Roads Alliance, the approach is fully integrated and aligned with the corporate frameworks. • Strategic (Community Plan and Single Outcome Agreement; and Local Outcomes Improvement Plan) • Operational Priorities (Council performance indicators) • Management information (operational statistics, corporate measures of performance) Strategic Issues East Ayrshire Community Plan 2015-30. The Community Plan includes three Delivery Plans, which set out the key actions to be undertaken and measures to progress against them. The Delivery Plans contains distinct strategic priorities, which will be influenced by the activities undertaken by the Ayrshire Roads Alliance Service. Single Outcome Agreement. The single outcome agreement has been reviewed and developed as a key element of the comprehensive review of the Community Plan in 2014/15 to ensure alignment with strategic priorities and high level local outcomes. Operational Issues Council Performance Indicators. The Ayrshire Roads Alliance reports on a number of performance indicators through an electronic Performance Management System. A management framework has been developed, which has been approved by the Joint Committee. The data includes both contextual and performance information thereby allowing statutory returns to be made facilitate benchmarking provide each Council and the Joint Committee with the information they require to monitor performance. A performance scorecard is produced as an integral part of the Ayrshire Roads Alliance which is reviewed at the monthly Ayrshire Roads Alliance Management Team meetings and reported to every Joint Committee. This scorecard is used to: • monitor the progress in meeting the Ayrshire Roads Alliance’s objectives; • help managers to have performance-related conversations with staff; • identify any problem areas that need addressed. 108
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17 Performance Management System Relevant information contained within the Performance Management System is provided for each four week period in a scorecard which is used by the Depute Chief Executive (Safer Communities) and the Head of Service to monitor performance activity and improvement within their respective management team meetings. SCOTS/APSE Benchmarking Framework The Society of Chief Officers of Transportation in Scotland (SCOTS) and the Association for Public Sector Excellence (APSE) have developed a series of indicators to utilise SCOTS definitions using a single template. The Alliance participates in the SCOTS/APSE benchmarking framework through the APSE Annual Return; the SCOTS/Institution of Civil Engineers “state of the network” annual return; and the Scottish Road Maintenance Condition Survey. Local Government Benchmarking Framework The Local Government Benchmarking Framework (LGBF) collates information from the APSE Annual Return that is published by the Improvement Service with specific actions to improve performance. Monitoring and Review Monitoring of the service plan is the responsibility of the Joint Committee. An annual review will be completed and reported to the Joint Committee and both Councils. The Joint Committee will receive a six monthly update on the Service Plan progress. In addition, separate monthly meetings are held with the Depute Chief Executive responsible for the provision of the roads service within East Ayrshire Council; and the Executive Director responsible for the provision of the roads service within South Ayrshire Council. Scrutiny in respect of the Joint Committee is undertaken by both Councils in accordance with their own processes as set out within their respective Corporate Governance arrangements. Matters in relation to service performance will be closely monitored by both Councils through the Joint Committee. QUALITY MANAGEMENT AND ASSESSMENT European Foundation for Quality Management (EFQM) Excellence Model The European Foundation for Quality Management (EFQM) Excellence Model is a practical self-assessment tool designed to promote continuous improvement within organisations by assessing their performance against concepts of tested and recognised good management practice. The EFQM Model is the cornerstone of Best Value. The service also has an externally accredited Quality Management System. 109
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18 ENGAGEMENT WITH SERVICE USERS The Ayrshire Roads Alliance will continue to undertake engagement with relevant service users. This engagement will take a number of forms through informing, consulting, involving, collaborating or empowering our service users. Through 2022/23 we will continue engagement with our customers to ensure we maximise the involvement of our service users. CONSULTATION WITH EMPLOYEES Employee Engagement The Employee Attitude Survey identified a number of issues to be addressed. Employee engagement will continue through 2021/22 and this will take many forms including management meetings; team meetings and staff forums. The staff forums will take place when important Council or service information requires to be provided to staff. One of the main issues for 2021/22 was the transformation strategy for Ayrshire Roads Alliance and implemented April 2022. Trade Union Meetings The Alliance will continue to engage with the Trade Unions through the established JCC process which involves meetings at a Corporate; Service and work specific level. 110
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19 RISK, OPPORTUNITIES and CHALLENGES Risk The Ayrshire Roads Alliance records risk using a “five by five” scoring matrix, for the risks identified which quantifies the assessment of the likelihood and severity of a particular risk occurring. This information is hosted on the Performance Management System and it is used to understand the impact of proposed controls and mitigations on the overall risk profile. This is a widely used tool in risk management. The service risk register, and the Corporate Risk Registers, are aligned to the approach of identifying and recording risk, which ensures a consistent approach to service level risk recording. This allows service objectives and priorities, performance measures and service risks to be captured in a single document. These areas are closely aligned, and this approach offers benefits in business planning, service delivery, and performance and risk management. The risk register for the Ayrshire Roads Alliance is presented to every meeting of the Joint Committee. There continues to be a number of opportunities and challenges which the Ayrshire Roads Alliance faces over the next twelve months. Opportunities The opportunities include the following • Although the Organisational Review was approved by Joint Committee on 1 April 2016 and implemented during 2017/18, we continued to review staff provision during 2020/21 as part of service re-design reported and approved by Cabinet 23 February 2022 the transformation and redesign was implemented from 1 April 2022. • The Plant & Fleet review from June 2016 was implemented immediately. However, with new technology and the need to increase the number of electric vehicles then all plant and fleet will continue to be reviewed during 2022/23. • The property and accommodation review from November 2016 and all the actions have been implemented. Nevertheless, with more agile and remote working, the Alliance will continue to review these issues during 2022/23, as part of the service re-design. • The opportunity to continue to make significant revenue budget savings through the replacement of existing street lighting units with LED units cannot be understated. Work commenced in 2018/19 with work programmed to be completed in 2021/22, however completion has been delayed due to COVID and the impact of material shortages... It was expected that street lighting revenue delivery cost would reduce by more than 50%, however, the current challenge 111
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20 against this, is the current rising energy costs as a result of wider economic issues. • Use of Digital software to improve our gully, culvert, and harbour infrastructure management • The developing Ayrshire Growth Deal will allow the provision of strategic transportation projects throughout the whole of Ayrshire with this work being carried out by Transport Scotland as part of the Strategic Transport Projects Review Regional Transport Appraisal work. Challenges There are a number of challenges the Ayrshire Roads Alliance will face in 2022/23 which include the following. External • There is the potential to increase the utilisation of electric cars and vans to comply with emission standards and the Scottish Government decision to ensure that all new cars and vans are not powered through fossil fuel means by 2030. This will result in the reduction in harmful emissions, and an improvement to air quality. • The Transport (Scotland) Bill places increased emphasis on low emission zones; smarter ticketing arrangements; the increased role and powers for the Roadworks Commissioner; the ban on pavement and double parking; the workplace parking levy and the ability for Councils to run public bus services. • The National Transport Strategy will focus on sustainable, inclusive and accessible transport systems to promote prosperity, health and fairness. The Sustainable Transport Hierarchy will be used to inform budgetary decisions with walking first; then cycling; public transport; taxis and shared transport and then the private car. There is a need on many levels for more active travel and public transport use across Scotland. The Sustainable Investment Hierarchy will be used to inform budgetary decisions – reduce the need to travel; maintain existing assets; make better use of existing capacity; and finally targeted infrastructure improvements. • There continues the potential for re-organisation of roads services at a national and local level. The National Transport Strategy has identified the need to focus on increased collaboration, and this was considered through the Roles and Responsibilities Working Group which made recommendations to the Scottish Ministers including that future transport governance arrangements should be on the basis of some form of regional model allowing for variations in approach between different geographic regions; and • There is the potential for continuous increases in the unit costs of electricity due to ‘green taxes’ and on-going energy costs. The Department of Energy and Climate Change has predicted that electricity prices are likely to double within the 112
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21 next ten years. SCOTS reported a 20% increase in energy costs with a further 6% increase expected in 2022/23. • However, provided the programme for LED lights is completed then the impact of this specific challenge may be reduced. • Ensure the current Regional Transport Appraisal work aligns with the needs of East Ayrshire and South Ayrshire Council. • Rising costs of oil based products and construction materials as a result of ongoing world issues with Bitumen and coated road stone increasing by 12%. • Rising costs and shortage of general construction materials, steel, and high value electrical products. • Changes to the use of rebated fuel (Red Diesel) for construction plant will see an increase in overall fuel costs. Internal • There are increased austerity measures resulting in need to drive further efficiency savings over and above the £8.634m identified in the Benefits Realisation Strategy & Plan which was presented to Joint Committee on 1 May 2015. • The need to increase the level of mobile working across the Ayrshire Roads Alliance workforce as a direct result of implementing the Roads Asset Management Plan and the impact of COVID. This has resulted in an increase in mobile technology, full use of the WDM Roads Maintenance and Management System, Artificial Intelligence and the decrease in the demand for desk and office space. As a result of COVID many of the aforementioned have been accelerated by the service in particular reduced desk space, mobile technology and the implementation of Artificial Intelligence, training has been delivered on this particular element for operational use from April 2022. • The rise in demand for electricity charging points as a direct result of the greater number of electric vehicles and the Scottish Government initiative to ban the sale of new fossil fuel powered cars and vans from 2030. • The impact of an ageing workforce and the need to ensure an appropriate knowledge transfer and succession planning; and service re-design. Work around this was carried out over 21/22 with a greater emphasis on the service being more resilient with an amended structure to be more community focused along with Modern Apprenticeships and trainee opportunities. 113
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22 Resilience • Continue to engage with community councils and community groups to improve local winter and flooding resilience. This allows these groups to take ownership of gritting the footpaths and minor roads; and attend minor flooding events and report them directly to the Alliance for action. The uptake to date has been encouraging and risen to 160 groups. This resilience work was recognised by the National Highways Industry in October 2021 and APSE in March 2022. • Decreasing requirements for desk and office space due to the increase in mobilisation of workforce from the developing Roads Asset Management Plan using the WDM system and working patterns amended due to COVID will see an increase in ‘hot desking’ and access to welfare facilities at key strategic locations throughout the geographical area of the Ayrshire Roads Alliance, through service re-design. • Improved adverse weather resilience during periods of heavy rain, and severe snow conditions. • Ensuring improved resilience as a measure of our ability to successfully absorb future changes; to reshape ourselves; and a strategic capability to thrive. 114
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23 PROFILE OF SAVINGS AND COSTS OVER THE FIRST 10 YEARS The Ayrshire Roads Alliance will achieve savings of £8.634 million by 2024. This represents a saving on the costs to deliver the service when comparing the first year with later years. Table 3 has been extracted from the Detailed Business Case, and this shows the various costs/savings to be delivered. The reason for the variations in year one to year four is due to set up costs. In practice, these set up costs may be spread over a longer period to mitigate any operational risks. This may impact on when consequential savings are realised. Continual updates on progress and targets will be contained within the service plan, and reported to the Joint Committee when required. This savings will enable Councils to take individual decisions, either to bank their share of the savings, or to invest some or all in additional roads maintenance. Strategic Delivery Savings for each Council are now calculated by considering a smaller group of core strategic delivery staff and that their costs are apportioned on a budget spend profile basis, in line with local delivery budget spend plus the actual capital expenditure in that specific year. Local Delivery Savings are pro rata to the existing budgets. Table 3 – Ayrshire Roads Alliance Total Revenue Savings Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Year 7 Year 8 Year 9 Year 10 Total 14/15 15/16 16/17 17/18 18/19 19/20 20/21 21/22 22/23 23/24 Proposed Savings (£m) 0.696 -0.426 -0.730 -1.049 -1.187 -1.188 -1.187 -1.188 -1.187 -1.188 -8.634 Savings to date (£m) 0.696 -0.441 -0.971 -1.315 -1.768 -2.515 -3.067 -3.636 -3.828 Total Proposed Savings (£m) 0.696 0.270 -0.460 -1.509 -2.696 -3.884 -5.071 -6.259 -7.446 Total Actual Savings to date (£m) 0.696 0.255 -0.715 -2.031 -3.799 -4.283 -5.582 -6.703 -7.464 To date savings of £7.464 million have been realised from a target of £3.828. Million. This is £3.636 million ahead of target. The Benefits Realisation Strategy and Plan has provided the framework for achieving the £8.634 million of savings by 2023. The Benefits Realisation Strategy and Plan • Ensures benefits are identified and also defined at the outset, and appropriately linked to the East Ayrshire and South Ayrshire Council’s strategic objectives. 115
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24 • Ensures relevant business areas are prepared to realising their defined benefits. • Reduces the risk of unrealistic optimism in the Detailed Business Case and subsequent benefits realisation dilution or delay during or after potential implementation. • Drives the process of realising benefits, including benefits measurement, tracking and recording benefits as they are realised. • Uses the defined, expected benefits as a roadmap for the programme, providing a focus for delivering change. 116
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25 AYRSHIRE ROADS ALLIANCE IMPROVEMENT ACTION PLAN 2022/23 Action Success Criteria/ Desired Outcome Responsible Timescale Details 1 Continue to use the integrated Roads Asset Management Plan across the Ayrshire Roads Alliance. There is one Asset Plan for the Service delivering a risk based approach for full service delivery Head of Service March 2023. SCOTS RAMP Project. Development work has been extended with staff attending various external workshops to progress this work. 2 Continue to prepare details for developing an integrated Local Transport Strategy. A Strategy covering both Council areas, which will involve consultation with stakeholders. Information will be gathered to inform the future Local Transport Strategy. Continue to contribute to the Scottish National Transport Strategy, Regional Transport Strategy and Strategic Transport Projects Review work. Head of Service March 2023 The Regional Transport Strategy, through SPT, has just commenced on which the Alliance has Board membership. The Local Strategy will be created as an appendix to the Draft RTS when this is published in June 2022 3 Action the Flood Risk Management Plan Complete schemes and undertake studies. Inform the next national cycle of potential flood risk management schemes beyond 2022. Head of Service January 2023 Continue with construction of new Cumnock Phase 2. Continue design work on the Irvine Valley Work. Continue with flood study works for the River Ayr, River Doon and in Girvan. Continue to engage with SEPA with the final document due for publication Autumn 2022 with reports brought to committees within East and South Ayrshire. 4 Improve the condition of the road network. Improve annual roads survey results which are part of the Head of Service Site works will be undertaken Key dependencies are the Road Improvement Plans approved by the relevant Committees in 117
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26 Action Success Criteria/ Desired Outcome Responsible Timescale Details SRMCS work. Ensure the Alliance undertakes more proactive maintenance. throughout 2022/23. East Ayrshire and South Ayrshire in spring 2022. Progress is provided to members, and relevant Committees. 5 Ensure the road network remains safe through raising awareness and improving road safety through education, engineering and enforcement. Reduce road accidents in line with government targets. Provide appropriate traffic management schemes and initiatives. Strategic Manager Roads and Transportation March 2023 Scottish Government and SCOTS guidance is used. A key dependency is the Road Improvement Plans which are presented to Cabinet and Leadership each year. 6 Improve the condition of the bridge stock. Improve bridge condition index. Reduce the number of weight restricted bridges. Complete all general, special and principal bridge inspections. Design & Environment Manager March 2023 Through the Road Asset Management Plan. Key dependencies are Road Improvement programmes approved by Committees in East Ayrshire and South Ayrshire in spring 2022. Deliver the capital and revenue programmes. 7 Manage and improve the street lighting asset and install energy efficient lighting schemes. Maintain high standard of fixing dark street lights. Complete the LED lighting replacement programme in both East Ayrshire and South Ayrshire. Head of Service October 2023 Through the Road Asset Management Plan, with additional funding being provided to commence the LED programme. At present performance is 35% of streets lights are now LED in EAC; and 80% in SAC. On target for completion within timescales. 8 Maximise and deliver externally funded sources of work Identify external funding sources and deliver work on time and on budget. Improve infrastructure; and contribute to improving the condition of the network. Head of Service Works will be undertaken throughout the 2022/23. External sources, including Timber Transport, SUSTRANS, SPT - Regional Transport Partnership, CWSS - Cycling Walking and Safer Streets. Scottish Government Bridge Fund.SFT 9 Implementation of Parking Strategy Develop Head of Service Works will be undertaken Amendments to TRO’s, lining, signing and residential parking permits and implementing 118
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27 Action Success Criteria/ Desired Outcome Responsible Timescale Details through 2022/23 an improved process using digital technology. 10 Prepare Service Plan Publish Head of Service Annual East Ayrshire Council Community Plan. South Ayrshire - Local Outcomes Improvement Plan and Local Place Plans. Draft Plan to be submitted to Joint Committee in December 2022. 11 Continue to review insurance costs and insurance issues. Review current practices to minimise insurance costs. Head of Service Complete Ayrshire Roads Alliance Monthly Insurance Report. There is good dialogue with the Risk & Insurance to ensure our work improves the number of repudiated claims. The number of claims has greatly reduced due to the implementation of the new Code of Practice. 12 Review Depots and Accommodation Continue to review in 2022/23 from initial work was completed in 2017 as a result of amended working practices. Head of Service March 2023 Joint Committee Reports of November 2016. Although initial work has been completed we continue to strive to make depot and accommodation cost savings. Further work will continue on this as a result of COVID and the return to office space during 2022/23. 13 Review vehicle and plant costs Continue to review in 2021/22 from initial work that was completed in 2017. Head of Service March 2023 Joint Committee Reports of June 2016 The service continues to review fleet requirements with the most recent improvement being on the management of vehicle utilisation, electric vehicles and Telematics. 14 Monitor and exercise Business Continuity Plans Improved resilience. Business Support Manager Review and update following relevant local and Existing East Ayrshire and South Ayrshire Council plans 119
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28 Action Success Criteria/ Desired Outcome Responsible Timescale Details national events. 15 Continue to use the Roads Costing System to its full potential. Improve service performance from both an on-site and financial perspective. Business Support Manager August 2022 Revised roads costing system was fully operational from November 2018. The system continues to be used to monitor performance and work is ongoing to implement digital timesheets linked to the Roads Costing System. 16 Support and contribute to the Ayrshire Growth Deal Transport Summit has taken place and outcomes are included in the National Transport Strategy, Regional Transport Strategy and the Strategic Transport Projects Review. Head of Service October 2022 The Transport Appraisal being led by Transport Scotland commenced in January 2019. We continue to engage with Transport Scotland to ensure the Ayrshire Growth Deal transportation work is included in Strategic Transport Projects Review 2 work. 17 Regional Transport Strategy Successfully contribute to the preparation of this work being led by SPT. The Alliance has Board representation. Head of Service June 2022 SPT documents and existing Regional Transport Strategy Work is on-going with the completion date for the draft RTS to be published June 2022. 18 Regional Transport Appraisal Ensure the various projects identified as part of this work are included in the Strategic Transport Projects Review. Head of Service October 2022 Transport Scotland documents Work is on-going with the completion date for the STPR2 of October 2022. 19 National Transport Strategy East Ayrshire and South Ayrshire Councils contribute to this process to ensure the sustainable transport hierarchy and sustainable investment Head of Service October 2023 In recognition of the anticipated increase in Active Travel work, it is proposed that a member of staff is dedicated directly to this work. 120
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29 Action Success Criteria/ Desired Outcome Responsible Timescale Details hierarchy are delivered. 20 National Transport Strategy – review of Governance East Ayrshire and South Ayrshire Councils contribute to this process to ensure that the outcome/output meets the needs of the road users/communities in both Council areas. Head of Service March 2023 National Transport Strategy 21 Transport (Scotland) Bill - East Ayrshire and South Ayrshire Councils contribute to this process to ensure the work provides the best outcome for road users in both Council areas. Head of Service Complete Transport (Scotland) Bill received Royal Assent 15 November 2019. 22 Transport (Scotland) Bill - East Ayrshire and South Ayrshire Councils contribute to this process to ensure a pragmatic approach is taken in delivering the pavement parking ban in both Council areas. Head of Service March 2023 Transport (Scotland) Bill and Transport Scotland Parking Standards working group still awaiting guidance from Transport Scotland. 23 Levelling Up Fund East Ayrshire and South Ayrshire Councils contribute to this process to ensure that the outcome/output meets the needs of the road users/communities Head of Service June 2022 Levelling Up Fund bids will be submitted June 2022. 121
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30 East Ayrshire Council Strategic Priorities 2022/23 Action Success Criteria/ Desired Outcome Responsible Timescale Details 1 Progress and complete the New Cumnock Flood Protection Project Complete the flood prevention projects at the Leggate and beside the Afton Water. Head of Service November 2022 East Ayrshire Council and Scottish Government funding. The Leggat stage of the works was completed in August 2018 with the Afton Water phase commenced May 2021 with an 18 month contract duration 2 Develop Projects approved from the Flood Risk Management Plan Progress relevant studies and inform the developing list of schemes for cycle two of the national protection schemes to be delivered from 2022. Head of Service October 2022 East Ayrshire Council and Scottish Government Funding. Continue with work on studies for the Irvine Valley, Dalrymple, Catrine and Dalmellington through the financial year. 3 Support and contribute to the Ayrshire Growth Deal Stimulate economic growth and address inclusive growth concerns. Contribute to infrastructure projects which are being developed through the Regional Transport Appraisal work being led by Transport Scotland. Head of Service October 2022 The all Ayrshire Transport Appraisal being led by Transport Scotland commenced in January 2019. We will continue to engage with Transport Scotland to ensure the Ayrshire Growth Deal transportation work is included in Strategic Transport Projects Review work. 4 Transformation Strategy 2 Continue to provide a high quality roads service within decreasing available budgets. Includes service re-design work. Head of Service Complete East Ayrshire Council reports to various Committees. Work commenced and was completed by March 2022 including a full revision of ARA structure. 5 Active Travel Strategy Develop active strategy for travel across South Ayrshire Network and East Ayrshire Network Head of Service Complete A full review of active travel provision in East Ayrshire has been undertaken and this will be presented to the relevant East Ayrshire Council Committee Summer 2022. 122
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31 Action Success Criteria/ Desired Outcome Responsible Timescale Details 6 EV Strategy Develop EV strategy across East Ayrshire Network Head of Service August 2022 A full review of EV provision in East Ayrshire has been undertaken at present and this will be presented to the relevant East Ayrshire Council Committee with further work being carried out in partnership with Scottish Futures Trust to assess public charging funding models. 7 Levelling Up Fund Completion and Submission of Bid for improvements to Bellfield Interchange Head of Service June 2022 Design and modelling work to improve Bellfield to increase capacity and open up [development opportunities. 8 Ash Die back Strategy Develop a risk based strategy for the management of Ash Die Back. Head of Service August 2022 Develop a risk based approach to the management of Ash Die Back. 123
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32 South Ayrshire Council Strategic Priorities 2022/23 Action Success Criteria/ Desired Outcome Responsible Timescale Details 1 Implementation of car parking strategy for South Ayrshire. Complete this work with improved parking provision and management. Head of Service Complete A full review of car parking provision in South Ayrshire is being undertaken at present and this will be presented to the relevant South Ayrshire Council Committee. 2 Develop Projects approved from the Flood Risk Management Plan Progress relevant studies and inform the developing list of schemes for cycle two of the national protection schemes to be delivered from 2022. Head of Service October 2022 Flood study work in the Girvan area is progressing and a report will be presented to the relevant South Ayrshire Council Committee. 3 Support and contribute to the Ayrshire Growth Deal Stimulate economic growth and address inclusive growth concerns. Contribute to infrastructure projects which are being developed through the Regional Transport Appraisal work being led by Transport Scotland. Head of Service October 2022 The all Ayrshire Transport Appraisal being led by Transport Scotland commenced in January 2019. We will continue to engage with Transport Scotland to ensure the Ayrshire Growth Deal transportation work is included in Strategic Transport Projects Review work. 4 20mph speed restrictions in villages Progress with the 20mph speed restrictions in all villages. Maintain engagement with the local communities. Head of Service March 2022 phase 1&2 Complete March 2023 phase 3 Completed phase 1 and 2. Design work and consultation phase 3 5 Anticipated Budget Reductions in 2022/23 Continue to provide a high quality roads service within decreasing available budgets. Includes service re-design work. Head of Service March 2023 Reports to various Committees. 124
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33 Action Success Criteria/ Desired Outcome Responsible Timescale Details 6 Active Travel Strategy Develop active strategy for travel across South Ayrshire Network Head of Service Complete A full review of active travel provision in South Ayrshire has been undertaken and was presented to Leadership Panel. Strategy to be published. 7 EV Charging Strategy Develop further the EV strategy for South Ayrshire Network Head of Service August 2022 A full review of EV provision in South Ayrshire was being undertaken and approved by Leadership Panel. This will be reviewed as a result of work with Scottish Futures Trust to assess public charging funding models. 8 Levelling Up Fund Submission of Active Travel bid Head of Service June 2022 Joint bid with NAC for active travel route Ayr to Irvine 9 Levelling Up Fund Submission of A70 Improvement Package Head of Service June 2022 Bid submission for A70 improvements. 10 Motorhome Trials Develop Campervan sites along the coastline. Head of Service March 2023 Formalisation of two temporary sites at Girvan and Ayr and additional trials at Ballantrae, Maidens, Prestwick and Troon. 11 Strategic Economic Impact Assessment A75/A77 There is a growing desire to understand the importance / effectiveness of the improvements outlined along the A75 and A77. Head of Service July 2022 Public consultation / survey covering communities throughout Ayrshire (North, South and East) and Dumfries & Galloway is currently being undertaken. To date there has been approximately 600 responses, with more responses expected as the survey is promoted on social media and the radio. Final report complete for reporting July 2022. 125
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34 APPENDIX 1 – ORGANISATIONAL CHART Chair Joint Committee Chief Executive of South Ayrshire Council Chief Executive of East Ayrshire Council Director of Place Depute Chief Executive Strategic Lead: Safer Communities Head of Roads Strategic Manager Strategic Manager • Traffic, Parking & Road Safety • Transportation & Flooding • Roads & Structures Design • Finance & Admin Support • Reviews of service activities • Business Continuity • Street Lighting • Roads Maintenance Unit • Girvan Harbour 126
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36 APPENDIX 2 – STRATEGIC AND LOCAL DELIVERY SPLIT TABLE 1 - PROPOSED SPLIT BETWEEN STRATEGIC AND LOCAL DELIVERY Strategic Service Delivery Local Service Delivery Asset and Performance Local Transport Strategy; Transportation Policy; Road Safety Plan; Cycling Strategy Council/Partner Liaison; Transportation, Development Control and Road Safety Maintenance of Bus Shelters; Split Cycle Offset Optimisation Technique (SCOOT) systems (an adaptive control system for controlled road crossings); Development Control; Bus Shelter Advertising; Shopmobility; Travel Planning; Planning Applications; Development Planning; Section 75 Agreements; Road Safety Audits; School Travel Plans; School Crossing Patrol; Road Safety Education. Maintenance of Traffic signals, traffic signs, Traffic Orders; Traffic Counts, Accident Investigation and Prevention; Asset and Performance Asset Management Plan; Performance Monitoring; Parking Strategy. Scottish Roadworks Register Asset, Traffic and Parking Car Park Maintenance and Parking Enforcement. Roads Improvement Plan; Infrastructure Surveys; Inventory Management; Issue of Permits; Accident Investigation and Prevention; Asset and Performance Flood Risk Management Strategy; Flood Risk Management Plans; Design and Environment Maintenance of Watercourses, Bridges, Retaining Walls, Piers and Harbours. Watercourses; Flood Mitigation; Coastal Protection; Inspection of Piers & Harbours; Bridge Inspections and Maintenance; Structural Assessments; Technical Approval; Abnormal Load Routing; and Design of Major Road Schemes and Improvements. Road Construction Consents Construction and Roads Maintenance Winter Service Planning; Street Lighting Management; Operations Proactive, Reactive, Cyclic Maintenance of Roads and Footways; Winter and Weather Emergency Service; Proactive and Reactive Maintenance of Streetlights; Electricity costs for streetlights. Carriageway Inspections; Programming of Proactive, Reactive and Cyclic Maintenance; Street Lighting Design; Festive Lighting, Construction of Road Safety Schemes; Design of Minor Road Schemes.EV Charging. 128
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37 Strategic Service Delivery Local Service Delivery Business Operations Scottish Roadworkers National Training Programme New Business opportunities Support Services HR, Finance, ICT, and Administrative Support. TABLE 2 - CURRENT SPLIT BETWEEN STRATEGIC AND LOCAL DELIVERY Strategic Service Delivery Local Service Delivery Transportation, Development Control and Road Safety Local Transport Strategy; Transportation Policy; Road Safety Plan; Travel Planning, Cycling Strategy; Planning Applications; Road Construction Consents; Development Planning, Council/Partner Liaison, Section 75 Agreements; Road Safety Schemes; Road Safety Audits; School Travel Plans; School Crossing Patrol; Road Safety Education. Transportation, Development Control and Road Safety Maintenance of Bus Shelters; Split Cycle Offset Optimisation Technique (SCOOT) systems (an adaptive control system for controlled road crossings); Development Control; Bus Shelter Advertising; Shopmobility; Construction of Road Safety Schemes. Asset, Traffic and Parking Asset Management Plan; Roads Improvement Plan; Infrastructure Surveys; Inventory Management; Scottish Roadworks Register; Issue of Permits; Performance Monitoring; Accident Investigation and Prevention; Traffic Orders; Traffic Counts; and Parking Strategy. Asset, Traffic and Parking Maintenance of Traffic signals, traffic signs, Car Park Maintenance and Parking Enforcement. Design and Environment Flood Risk Management Strategy; Flood Risk Management Plans; Watercourses; Flood Mitigation; Coastal Protection; Inspection of Piers & Harbours; Bridge Inspections and Maintenance; Structural Assessments; Technical Approval; Abnormal Load Routing; and Design of Major and Minor Road Schemes and Improvements. Design and Environment Maintenance of Watercourses, Bridges, Retaining Walls, Piers and Harbours. Operations Carriageway Inspections; Winter Service Planning; Programming of Proactive, Reactive and Cyclic Maintenance; Street Lighting Design and Management; and Festive Lighting. Operations Proactive, Reactive, Cyclic Maintenance of Roads and Footways; Winter and Weather Emergency Service; Proactive and Reactive Maintenance of Streetlights; Electricity costs for streetlights. 129
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2014 2015 2016 2017 2018 2019 2020 Number of people killed or seriously injured in road accidents per 100,000 population 25 29 29 33 59 46 36 Number of slightly injured casualties per 100,000 population 147 176 138 150 181 86 65 2011/13 2012/14 2013/15 2014/16 2015/17 2016/18 2017/19 2018/20 2019/21 2011/13 2012/14 2013/15 2014/16 2015/17 2016/18 2017/19 2018/20 2019/21 % of A Class roads that should be considered for maintenance 27.06% 29.70% 26.20% 24.60% 21.30% 19.10% 19.80% 21.20% 23% 22.10% 38.40% 41.60% 42.20% 40.50% 38.60% 38.20% 36.10% 34.40% 34.10% % of B Class roads that should be considered for maintenance 31.89% 37.80% 37.80% 36.90% 34.20% 34.00% 35.70% 32.20% 32.50% 32.60% 47.90% 49.70% 50.40% 48.90% 43.90% 40.70% 38.10% 36.90% 37.30% % of C Class roads that should be considered for maintenance 34.22% 42.10% 46.50% 45.50% 40.30% 38.50% 40.50% 40.60% 38.80% 33.50% 43.20% 48% 49.50% 43.90% 40.20% 41.40% 42.40% 42.20% 40.80% % of unclassified roads that should be considered for maintenance 39.84% 43.60% 45.00% 44.10% 44.90% 45.60% 44.00% 43.70% 42.10% 42.30% 44.90% 46.20% 42.00% 43.30% 43.30% 41.40% 42.90% 42.30% 43.30% Overall % of road network that should be considered for maintenance - 40.60% 41.70% 40.80% 39.40% 39.10% 39.00% 38.40% 37.80% 36.80% 44.50% 46.80% 45.00% 44.10% 42.30% 41% 41.30% 37.80% 40.90% MONTHLY PERFORMANCE INDICATORS APSE Average 2015/16 Target Current Status P1 P2 P3 P4 P5 P6 P7 P8 P9 P10 P11 P12 No of invoices paid within 30 days 428 906 1336 1,749 2,069 2453 2893 No of Invoices Received 431 917 1,366 1,782 2,107 2491 2939 % of invoices paid within 30 days 99% 98% 97% 98% 98% 98% 98% Average Year to date of Number of Invoices paid within 30 days 99% 99% 98% 98% 98% 98% 98% Number of ARA Safety Inspections Completed within Timescale 52 52 47 50 51 46 40 46 48 49 52 51 Number of ARA Safety Inspections Scheduled 52 52 47 50 51 48 44 46 48 49 52 51 % of ARA Safety Inspections Completed within timescale 100% 100% 100% 100% 100% 96% 91% 100% 100% 100% 100% 100% Number of Health and Safety Incidents Reported to the Health and Safety Section 4 1 3 2 3 3 3 3 2 1 3 2 Average Number of days to report an incident to the Health and Safety Section 1.5 4 2 1 1 1.3 1.7 2 1 2 2 1 Average days lost per employee - - 0.64 0.51 0.81 0.83 0.86 0.84 0.53 0.52 0.54 0.51 0.48 0.56 Visits to the ARA Website every month - 49,000 per annum 2,421 4,649 7,036 7,331 5,340 6,710 6,940 5,128 4,016 5,312 7,123 7,068 No of Twitter Followers every month - - - 3,896 3,913 3,938 3,966 3,999 4,005 4,058 4,089 4,106 4,137 4,197 4,238 Monthly visits to the website from social media - 1,800 per annum 504 553 520 490 567 571 2082 1142 618 738 1989 2473 Target Current Status P1 P2 P3 P4 P5 P6 P7 P8 P9 P10 P11 P12 Target Current Status P1 P2 P3 P4 P5 P6 P7 P8 P9 P10 P11 P12 ANNUAL PERFORMANCE INDICATORS (FINANCIAL YEAR) APSE Average EAST AYRSHIRE COUNCIL SOUTH AYRSHIRE COUNCIL APPENDIX 2 AYRSHIRE ROADS ALLIANCE PERFORMANCE SCORECARD DETAILED MONITORING REPORT ANNUAL REPORT 2021/2022 AYRSHIRE ROADS ALLIANCE Comments FINANCE WELL ENGAGED ANNUAL PERFORMANCE INDICATORS (CALENDAR YEAR) AYRSHIRE ROADS ALLIANCE 92.02% - MONTHLY PERFORMANCE INDICATORS EAST AYRSHIRE COUNCIL SOUTH AYRSHIRE COUNCIL Comments 90% 5 APSE Average 2015/16 Finance unable to provide data for the last 5 months due to system issues. However, all invoices have continued to be paid within the 30 days HEALTH AND SAFETY ABSENCE MONITORING 98%- Appendix 2 131
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Target Current Status P1 P2 P3 P4 P5 P6 P7 P8 P9 P10 P11 P12 Target Current Status P1 P2 P3 P4 P5 P6 P7 P8 P9 P10 P11 P12 Number of staff who have received annual EAGER/PDR review 11 10 14 14 14 14 14 14 14 14 14 14 13 1 22 22 22 22 22 22 22 22 22 22 % of staff who have received annual EAGER / PDR review 1% 3% 3% 3% 3% 3% 3% 3% 3% 3% 3% 3% 17% 3% 37% 37% 37% 37% 37% 37% 37% 37% 37% 37% Number of parking appeals accepted 5 40 27 28 15 33 30 24 22 20 25 23 12 22 25 15 43 38 37 29 12 19 50 42 Number of parking appeals received 19 72 64 58 69 41 78 81 59 68 84 78 39 49 71 84 100 61 85 84 49 71 116 101 % of parking appeals accepted 26% 56% 42% 48% 21% 80% 38% 30% 37% 29% 38% 29% 31% 45% 35% 18% 43% 62% 43% 35% 24% 27% 43% 42% Physical % of Roadworks Programme Completed - 100% 12% 22% 23% 26% 28% 30% 31% 35% 55% 62% 82% 100% 100% 7% 20% 30% 40% 50% 60% 75% 90% 98% 99% 100% 100% Number of General Bridge Inspections 61 22 54 27 75 66 51 48 0 49 78 52 28 42 70 51 74 31 23 53 4 0 0 26 Number of General Bridges Inspected Year to Date 61 83 137 164 239 305 356 404 404 453 531 583 28 70 140 191 265 296 319 372 376 376 376 402 Number of Special Bridge Inspections 11 68 11 66 6 63 7 62 7 62 7 62 25 2 26 2 25 2 25 2 24 2 24 4 Number of Special Bridge Inspections Year to Date 11 77 88 154 60 123 130 192 199 261 268 330 25 27 53 55 80 82 107 109 133 135 159 163 Number of Principal Bridge Inspections 0 0 0 0 0 0 0 0 0 0 0 0 6 0 6 0 0 6 5 3 6 2 14 6 Number of Principal Bridge Inspections Year to Date 0 0 0 0 0 0 0 0 0 0 0 0 6 0 12 12 12 18 23 26 32 34 48 54 Number of Category 1 Road Emergency defect repairs made safe within 2 hours 2 2 2 3 4 2 3 20 4 14 0 4 1 2 1 13 7 2 3 16 20 1 1 1 Number of Category 1 Repair Lines issued 2 2 2 3 4 2 3 20 4 16 0 5 1 2 1 13 7 2 3 20 20 1 1 1 % of Category 1 Road Emergency defect repairs made safe within 2 hours 100% 100% 100% 100% 100% 100% 100% 100% 100% 88% - 80% 100% 100% 100% 100% 100% 100% 100% 80% 100% 100% 100% 100% Number of Category 2 Road Emergency defect repairs made safe within 5 working days 24 13 26 15 10 6 12 4 18 189 2 32 25 2 11 43 50 5 13 11 80 16 4 14 Number of Category 2 Repair Lines issued 30 28 27 17 18 11 19 6 24 217 6 36 26 2 12 45 63 10 14 11 95 17 7 16 % of Carriageway Category 2 Defects repaired within 5 working days 80% 46% 96% 88% 56% 55% 63% 67% 75% 87% 42% 89% 96% 100% 92% 96% 73% 50% 93% 100% 84% 94% 57% 88% Number of Street Lighting repairs completed within 7 working days 113 13 86 104 137 275 434 241 204 205 187 133 68 10 49 36 51 116 88 224 139 110 96 71 Number of Street Lighting Repair Lines Issued 121 28 91 107 142 291 458 302 268 259 202 141 70 10 60 38 51 125 90 234 147 114 97 71 % Street Lighting repairs completed within 7 working days 94% 46% 95% 97% 97% 95% 95% 80% 76% 79% 92% 94% 98% 100% 82% 95% 100% 93% 98% 96% 95% 96% 98% 100% Number of Traffic light repairs completed within 48 hours 6 20 10 10 7 13 8 7 9 6 19 8 13 8 12 14 11 7 10 11 10 14 9 9 372 75% 56 95% PRIORITY 1 DEFECTS 88.07% - 88 76.23% - 95% - PRIORITY 2 DEFECTS MONTHLY PERFORMANCE INDICATORS 50% -- 91.20% 50% BRIDGES - PARKING 435 EAST AYRSHIRE COUNCIL SOUTH AYRSHIRE COUNCIL FACETIME 150 75% 257 Comments - TRAFFIC 100% 100% APSE Average 2015/16 STREET LIGHTING - ROADWORKS PROGRAMME - X0A1H X0A2HX0A3HX0A4HX0A5H X0A6HX0A7H X0A8HX0A9H X0A10H 132
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Target Current Status P1 P2 P3 P4 P5 P6 P7 P8 P9 P10 P11 P12 Target Current Status P1 P2 P3 P4 P5 P6 P7 P8 P9 P10 P11 P12 MONTHLY PERFORMANCE INDICATORS EAST AYRSHIRE COUNCIL SOUTH AYRSHIRE COUNCIL Comments APSE Average 2015/16 Number of Traffic light repair lines issued 6 20 10 10 7 14 8 8 9 6 19 8 13 8 12 14 11 8 10 12 10 15 10 10 % of Traffic light repairs completed within 48 hours 100% 100% 100% 100% 100% 92% 100% 88% 100% 100% 100% 100% 100% 100% 100% 100% 100% 88% 100% 92% 100% 93% 90% 90% Number of Stage 1 Complaints responded to within allotted timescales 1 2 2 0 2 0 2 1 1 0 0 1 1 0 0 2 3 3 1 3 2 1 1 1 Numer of Stage 1 Complaints received 1 2 2 0 2 0 2 1 1 0 0 1 1 0 0 2 3 3 1 3 2 1 2 1 % of Stage 1 Complaints responded to within allotted timescales 100% 100% 100% - 100% - 100% 100% 100% - - 100% 100% - - 100% 100% 100% 100% 100% 100% 100% 50% 100% Number of Stage 2 complaints responded to within allotted timescales 0 0 0 0 0 2 2 0 0 0 0 0 0 1 0 1 0 0 0 0 0 1 0 1 Number of Stage 2 complaints received 0 0 0 0 0 2 2 0 0 0 0 0 0 1 0 1 0 0 0 0 0 1 0 1 % of Stage 2 complaints responded to within allotted timescales - - - - - 100% 100% - - - - - - 100% - 100% - - - - - 100% - 100% Number of enquiries responded to within allotted timescales 122 130 87 93 95 103 88 90 104 109 98 102 35 26 36 54 61 33 32 44 51 62 68 34 Number of enquiries received 140 158 118 131 123 131 110 103 136 128 120 129 51 48 59 59 85 45 47 50 58 76 77 40 % of enquiries responded to within allotted timescales 87% 82% 74% 71% 77% 78% 80% 87% 76% 85% 81% 77% 68% 54% 61% 92% 72% 73% 68% 88% 87% 81% 88% 85% Number of FOI & EIR requests responded to within 20 working days 14 15 11 9 13 15 9 13 3 14 16 11 8 11 8 12 10 17 8 21 6 14 8 19 Number of FOI & EIR requests received 14 16 11 9 13 15 9 13 3 14 16 11 8 11 8 12 10 17 8 21 6 14 8 19 % of FOI & EIR requests responded to within 20 working days 100% 94% 100% 100% 100% 100% 100% 100% 100% 100% 100% 100% 100% 100% 100% 100% 100% 100% 100% 100% 100% 100% 100% 100% Number of Public Liability claims closed 24 7 17 10 6 6 4 8 6 9 5 6 11 3 14 11 11 8 1 3 2 0 3 3 Number of Public Liability claims received 22 12 8 9 7 4 5 6 3 7 3 2 11 14 9 8 6 4 7 4 3 5 5 3 Total number of open claims 9 3 7 2 4 3 1 2 3 2 2 1 12 7 6 2 2 2 3 2 2 13 6 2 Number of Public Liability Claims that were successful 2 2 6 0 1 1 1 1 1 0 1 1 0 0 1 0 1 1 0 1 1 0 1 1 100%100% 100%100%- 95% PUBLIC LIABILITY CLAIMS FREEDOM OF INFORMATION 80% COMPLAINTS 88.52% - 88.23% 95% 100% 100% 83.44% 80% ENQUIRIES - - - - - X0A0H 133
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AYRSHIRE SHARED SERVICE JOINT COMMITTEE 10 June 2022 Report by the Head of Roads - Ayrshire Roads Alliance _____________________________________________________________ SUBJECT: AYRSHIRE ROADS ALLIANCE UPDATE ON PERFORMANCE SCORECARD ______________________________________________________________ PURPOSE OF REPORT 1. The purpose of this Report is to advise the Joint Committee regarding the progress made to date against the Performance Scorecard. RECOMMENDATIONS 2. It is recommended that the Joint Committee: i Notes the performance scorecard presented in this report; ii Continues to receive the performance scorecard updates; and iii Otherwise, notes the content of the report. BACKGROUND 3 The purpose of the performance management and benchmarking is to work collaboratively to deliver tangible and sustained improvements within the Ayrshire Roads Alliance in order to manage the on-going development and delivery of benchmarking frameworks. 4. Improved performance management is fundamental to supporting the Ayrshire Roads Alliance. This drives change and improvement within the fully integrated roads service and support improved outcomes, better performance, and more effective use of resources. 5. The Performance Indicators are regularly refreshed when new useful performance measures are introduced by the Ayrshire Roads Alliance or there is an agreement to include a specific indicator. This will be a regular item for the Ayrshire Shared Service Joint Committee to review. MAIN REPORT/MAIN ISSUES 6. This scorecard is collated by the Business Support Manager and used to: • monitor the progress in meeting the Ayrshire Roads Alliance’s objectives; • help managers to have performance-related conversations with staff; and Agenda Item 7 134
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• identify any problem areas that need addressed. 7. Some indicators are collated at different frequencies and so these will be included as appropriate. 8. The Performance Scorecard is presented in Appendix 1. Commentary against the specific red and amber performance measures are included in Appendix 1. There are a number of green performance measures which should be highlighted, especially: • Traffic Light Repairs with respect to the percentage of traffic lights repairs completed within timescale. This is currently above target for this financial year. • Priority 1 Faults – with respect to the percentage of priority 1 faults completed within timescale. This is currently above target for this financial year. • Safety Inspections – with respect to the percentage of safety inspections completed within the timescale. The service has achieved a 100% record for this financial year. 9. The Process Improvement and Integration Plan continues to identify improvements to a number of existing processes for re-design within The Ayrshire Roads Alliance. POLICY/COMMUNITY PLAN IMPLICATIONS 10. A well maintained road network will contribute to achieving the Community Plan objectives in relation to Economy & Skills and Safer Communities to maintain good access to our communities within East Ayrshire. 11. The matters referred to in this report contribute to South Ayrshire Council strategic objective of ‘Enhanced Environment through Social, Cultural and Economic Activities’ and within that to the outcome ‘Work with partners to improve roads and other infrastructure, to encourage house building and business investment that sustains local communities’. LEGAL IMPLICATIONS 12 The Performance Scorecard summarises the pertinent Statutory Performance Indicators and this does not replace the existing statutory returns for performance information. HUMAN RESOURCES IMPLICATIONS 13 The Performance Scorecard has no direct impact on human resources. EQUALITY IMPACT IMPLICATIONS 135
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14 The Performance Scorecard complements the Equality Impact Assessment by ensuring that any issues arising are adequately prioritised, managed and either eliminated or mitigated. FINANCIAL IMPLICATIONS 15 The Performance Scorecard facilitates the existing scrutiny arrangements to manage, prioritise, and review the budget provided by East Ayrshire Council and South Ayrshire Council to the Ayrshire Roads Alliance. RISK IMPLICATIONS 16. The Performance Scorecard assists in the prioritisation of risks that need to be mitigated by the Ayrshire Roads Alliance in order to reduce the overall risk to either Council and to comply with the Community Plan/Council Plan in both partner bodies. TRANSFORMATION STRATEGY 17 This Report aligns with the following design principle stated in the “Transformation Strategy 2017-2022”. • “Maximum value for our communities”, by ensuring the various elements of the Ayrshire Roads Alliance improves transport provision throughout East Ayrshire. Person to contact: Kevin Braidwood, Head of Roads - Ayrshire Roads Alliance Tel No. 01563 503164 E-mail: kevin.braidwood@ayrshireroadsalliance.org Implementation officer: Kevin Braidwood, Head of Roads - Ayrshire Roads Alliance Tel No. 01563 503164 E-mail: kevin.braidwood@ayrshireroadsalliance.org 136
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2014/16 2015/17 2016/18 2017/19 2018/20 2019/21 2021/22 2013/15 2014/16 2015/17 2016/18 2017/19 2018/20 2019/21 2021/22 2014 2015 2016 2017 2018 2019 2020 2021 % of A Class roads that should be considered for maintenance 27.06% 21.30% 19.10% 19.80% 21.20% 23% 22.10% 17.20% 42.20% 40.50% 38.60% 38.20% 36.10% 34.40% 34.10% 28.90% Number of people killed or seriously injured in road accidents per 100,000 population 25 29 29 33 59 46 36 36 % of B Class roads that should be considered for maintenance 31.89% 34.20% 34.00% 35.70% 32.20% 32.50% 32.60% 26.80% 50.40% 48.90% 43.90% 40.70% 38.10% 36.90% 37.30% 34.40% Number of slightly injured casualties per 100,000 population 147 176 138 150 181 86 65 49 % of C Class roads that should be considered for maintenance 34.22% 40.30% 38.50% 40.50% 40.60% 38.80% 33.50% 29.50% 49.50% 43.90% 40.20% 41.40% 42.40% 42.20% 40.80% 37.90% % of unclassified roads that should be considered for maintenance 39.84% 44.90% 45.60% 44.00% 43.70% 42.10% 42.30% 40.90% 42.00% 43.30% 43.30% 41.40% 42.90% 42.30% 43.30% 42.90% Overall % of road network that should be considered for maintenance - 39.40% 39.10% 39.00% 38.40% 37.80% 36.80% 33.80% 45.00% 44.10% 42.30% 41% 41.30% 37.80% 40.90% 34.20% MONTHLY PERFORMANCE INDICATORS APSE Average Target Current Status APRIL MONTHLY PERFORMANCE INDICATORS APSE Average Target Current Status APRIL No of invoices paid within 30 days Average days lost per employee - - 0.38 No of Invoices Received % of invoices paid within 30 days Visits to the ARA Website every month - 49,000 per annum 6,059 Average Year to date of Number of Invoices paid within 30 days No of Twitter Followers every month - - 4,254 Monthly visits to the website from social media - 1,800 per annum 1,446 Number of ARA Safety Inspections Completed within Timescale 52 Number of ARA Safety Inspections Scheduled 52 % of ARA Safety Inspections Completed within timescale 100% Number of Health and Safety Incidents Reported to the Health and Safety Section 7 Average Number of days to report an incident to the Health and Safety Section 6 Target Current Status APRIL Target Current Status APRIL Comments Target Current Status APRIL Target Current Status APRIL Number of staff who have received annual FACETIME review 11 13 % of staff who have received annual FACETIME review 13% 17% Number of Public Liability claims closed 6 4 Number of General Bridge Inspections - 80 21 Number of Public Liability claims received 10 7 Number of General Bridges Inspected Year to Date 80 21 Total number of open claims 1 2 Number of Special Bridge Inspections - 7 25 Number of Public Liability Claims that were successful 0 1 Number of Special Bridge Inspections Year to Date 7 25 % of Public Liability Claims that were successful 0% 25% Number of Principal Bridge Inspections - 88 0 56 8 372 FACETIME PRIORITY 1 FAULTS - - HEALTH AND SAFETY EAST AYRSHIRE COUNCIL SOUTH AYRSHIRE COUNCIL APSE Average MONTHLY PERFORMANCE INDICATORS SOUTH AYRSHIRE COUNCIL 92.02% 90% - - 100% 435 448 150 - 100% - 20% EAST AYRSHIRE COUNCIL - ROADWORKS PROGRAMME BRIDGES 100%-- - PUBLIC LIABILITY CLAIMS MONTHLY PERFORMANCE INDICATORS APSE Average Physical % of Roadworks Programme Completed - - 100% 20% FINANCE ANNUAL PERFORMANCE INDICATORS (CALENDAR YEAR) ANNUAL PERFORMANCE INDICATORS (FINANCIAL YEAR) 98% AYRSHIRE ROADS ALLIANCE - Comments AYRSHIRE ROADS ALLIANCE Comments WELL ENGAGED APSE Average ABSENCE MONITORING April Information currently not available from Finance Dept AYRSHIRE ROADS ALLIANCE PERFORMANCE SCORECARD DETAILED MONITORING REPORT UPDATE : JOINT COMMITTEE - 10 JUNE 22 AYRSHIRE ROADS ALLIANCE EAST AYRSHIRE COUNCIL SOUTH AYRSHIRE COUNCIL Comments STREET LIGHTING X0A1HX0A3HX0A4H 137
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Target Current Status APRIL Target Current Status APRIL Comments Target Current Status APRIL Target Current Status APRIL EAST AYRSHIRE COUNCIL SOUTH AYRSHIRE COUNCIL APSE Average MONTHLY PERFORMANCE INDICATORS SOUTH AYRSHIRE COUNCILEAST AYRSHIRE COUNCIL MONTHLY PERFORMANCE INDICATORS APSE Average Comments Number of Priority 1 Road Emergency defect repairs made safe within 2 hours 2 5 Number of Street Lighting repairs completed within 7 working days 117 38 Number of Priority 1 Repair Lines issued 2 5 Number of Street Lighting Repair Lines Issued 131 39 % of Priority 1 Road Emergency defect repairs made safe within 2 hours 100% 100% % Street Lighting repairs completed within 7 working days 89% 97% Number of Priority 2 Road Emergency defect repairs made safe within 5 working days 4 12 Number of Traffic light repairs completed within 48 hours 19 9 Number of Priority 2 Repair Lines issued 6 13 Number of Traffic light repair lines issued 19 9 % of Carriageway Priority 2 Defects repaired within 5 working days 67% 92% % of Traffic light repairs completed within 48 hours 100% 100% Number of Stage 1 Complaints responded to within allotted timescales 1 0 Number of enquiries responded to within allotted timescales 49 22 Numer of Stage 1 Complaints received 2 0 Number of enquiries received 60 33 % of Stage 1 Complaints responded to within allotted timescales 50% - % of enquiries responded to within allotted timescales 82% 67% Number of Stage 2 complaints responded to within allotted timescales 0 0 Number of Stage 2 complaints received 0 0 Number of FOI & EIR requests responded to within 20 working days 6 12 % of Stage 2 complaints responded to within allotted timescales - - Number of FOI & EIR requests received 6 12 % of FOI & EIR requests responded to within 20 working days 100% 100% Running Average Year to date of FOI & EIR requests responded to within 20 working days 100% 100% Number of parking appeals accepted 42 40 Number of parking appeals received 106 101 % of parking appeals accepted 39% 39% PARKING PRIORITY 2 FAULTS - - - - - Running Average Year to date of Stage 2 Complaints responded to within allotted timescales - 100% - 100% - 50% COMPLAINTS 100% 50% 95%88.07% 76.23% 75% 75%91.20% 100% 88.23% 95% 95% 80%- 100% ENQUIRIES 83.44% 80% 88.52% 100% 95% One complaint took longer to respond to due to the complexity of the complaint. Continuing issues with supply of discharge lamps / access issues Officers are reminded of the importance of responding to enquiries within timescales FREEDOM OF INFORMATION TRAFFIC X0A0HX0A2HX0A5HX0A6H X0A7H 138