2 ASSJC Minute 220902
North Ayrshire Council · 4 November 2022
Back to Ayrshire Shared Services Committee — 4 November 2022 and its agenda
Text extracted from the council's PDF. Layout and reading order may differ from the original.
Page 1
Ayrshire Shared Services Joint Committee 2 September 2022 At a Meeting of the Ayrshire Shared Services Joint Committee at 11.00 a.m. involving a combination of participation by remote electronic means and physical attendance within the Council Chambers, Irvine Present (Physical Participation) William Grant (South Ayrshire Council). Present (Remote Participation) Philip Saxton and Ian Davis (South Ayrshire Council), Neal Ingram and Neill Watts (East Ayrshire Council). In Attendance (Physical Participation) P. Whip, Head of Finance and ICT (East Ayrshire Council); and A. Little and C. Stewart, Committee Services Officers (Chief Executive's Service). In Attendance (Remote Participation) Katie Kelly, Depute Chief Executive and E. Mackay, Chief Auditor (East Ayrshire Council); K. Braidwood, Head of Ayrshire Roads Alliance, Craig Knape, Strategic Manager Network and Operations (Ayrshire Roads Alliance) and Theresa Mackin, Strategic Manager Business Operations (Ayrshire Roads Alliance); Bruce Kiloh and John Binning (Strathclyde Partnership for Transport). Chair Councillor Philip Saxton. Apologies Maureen McKay (East 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. Presentation: Strathclyde Partnership for Transport Bruce Kiloh and John Bunning, Strathclyde Partnership for Transport (SPT) provided an informative presentation on the work SPT. Members asked questions and were provided with further information in relation to:- • a proposed review of the service design and operation of SPT’s MyBus service; and • preparation of the new Regional Transport Strategy, supported by a delivery plan that would set out when and how projects and proposals would be delivered.
Page 2
Noted. 3 Revenue Financial Monitoring Report Submitted report by the Head of Finance and ICT on the revenue budget monitoring position for the year to 31 March 2022, for the Ayrshire Roads Alliance and also the budget for 2022/23. Appendix 1 provided the service budget split between the strategic service delivery and local service delivery, including the core/recurring costs of service delivery from the local service costs at a single Council level. A full budget monitoring statement, including reasons for major variances was attached at Appendix 2. Appendix 3 gave an analysis of budget movement between 2021-22 and 2022-23 budget allocations along with an explanation of those movements. The Joint Committee agree to (a) note (i) the financial management position of the Ayrshire Roads Alliance for 2021-22; and (ii) the detail of the 2022-23 Ayrshire Roads Alliance revenue budget; and (b) receive a further financial update at the next meeting of the Joint Committee. 4 Internal Audit Annual Update Submitted report by the Chief Auditor providing an update of internal audit work to the Ayrshire Shared Services Joint Committee, internal audit outcomes since the inception of Ayrshire Roads Alliance and items included in the current year plan. Appendix 1 to the report gave details of the internal audit work undertaken since 2013/14. Fifteen assignments had been carried out and 10 follow-up exercises completed to test implementation of internal audit recommendations. Most assignments resulted in either reasonable, sound in most areas or sound assurance. Follow-up exercises since 2018/19 resulted in scores of 100%, with all recommendations either fully or sufficiently implemented. The Joint Committee agreed to note (i) the outcomes of Internal Audit work to date as summarised at paragraph 12 and detailed at Appendix 1 to the report; (ii) the ongoing annual opinion of reasonable assurance for East Ayrshire Council as laid out in paragraphs 13-14; and (iii) the Ayrshire Roads Alliance item included in the 2022/23 EAC Internal Audit plan as noted at paragraph 15. 5 Roads Programme 2022/23 Submitted report by the Head of Roads on the progress of work through the Roads Improvement Programmes within East Ayrshire and South Ayrshire for financial year 2022-2023. The 2022/23 programmes for South and East Ayrshire Councils were set out at Appendix 1 and Appendix 2 to the report and Appendix 3 provided details of EV Infrastructure. Members asked questions and were provided with further information in relation to timber transport funding of £0.148m for two South Ayrshire projects and no award to East Ayrshire despite bids for 3 projects. The Joint Committee agreed to note the Ayrshire Roads Alliance works completed in 2022/23.
Page 3
6 Winter Service Review Submitted report by the Head of Roads on the Review of the Winter Service for 2021/22, that included details of a gritting route optimisation exercise that would be undertaken, improved digital information relating to winter gritting and grit bins, the publication of the location of Grit Bin/Community Grit Bin locations on the Ayrshire Roads Alliance website and site specific bin location plans on the Council's website and de-icing materials for carriageway treatments and footway routes. Members asked questions and were provided with further information in relation to:- • Engagement and consultation with communities, community councils and residents’ groups on the winter service provision; and • Forecast monitoring that is undertaken to enable gritting when required out with the gritting regime. The Joint Committee agreed to note (i) the improvements introduced for the 2021/22 Winter Season; and (ii) the winter and other emergencies funding levels in relation to current levels of service. 7 Procedure relating to the inspection of Ayr South Pier Submitted report by the Head of Roads on the proposed procedure relating to the inspection of Ayr South Pier The procedure relating to the inspection of Ayr South Pier was attached at Appendix 1 to the report and detailed:- • Responsibilities/ownership; • Lifebuoy Inspections; • Walking Surfaces and Fencing; • Sub-Structure Inspection; • Underwater Dive Survey; • Special Emergency Inspections; and • Records Keeping. Members asked questions and were provided with further information in relation to:- • The inspection and routine maintenance regime in place to monitor the condition and maintain the south pier; • Additional inspections that would be carried out in response to any concerns or complaints raised by members of the public. The Joint Committee agreed to (a) the procedure relating to the inspection of Ayr South Pier, as outlined in Appendix 1 to the report; and (b) to otherwise, note the content of the report.
Page 4
8 Risk Report and Register Submitted report by the Head of Roads on the management of risk associated with the Ayrshire Roads Alliance. The Risk Register Scoring Matrix was provided at Appendix and the Ayrshire Roads Alliance Risk Register was attached at Appendix 2 to the report. The Joint Committee agreed to (a) note the Risk Register detailed at Appendix 2 to the report; and (b) receive updates on progress at future meetings of the Joint Committee. 9 Performance Scorecard Submitted report by the Head of Roads on the progress made to date against the Performance Scorecard. The Performance Scorecard was attached at Appendix 1 to the report and provided commentary against the specific red and amber performance measures. The Joint Committee agreed to (a) note the performance scorecard, as detailed at Appendix to the report; and (b) receive Performance Scorecard updates at future meetings of the Joint Committee. 10 Improvement Action Plan Submitted report by the Head of Roads on the management of the Improvement Action Plan with the Ayrshire Roads Alliance. Appendix 1 to the report provided the September Update of the Improvement Action Plan 2022/23. Members asked questions and were provided with further information in relation to a Strategic Economic Impact Assessment of the A75/A77 that is underway. Public consultation/survey is currently being undertaken, covering communities throughout Ayrshire (North, South and East) and Dumfries & Galloway. Approximately 600 responses have been received, with more responses expected as the survey is promoted on social media and the radio. The Joint Committee agreed to (a) note the Improvement Action Plan, detailed at Appendix 1 to the report; and (b) receive updates on progress to future meetings of the Joint Committee. The meeting ended at 12.10 p.m.