Agenda Document Pack - Ayrshire Shared Services Committee - 04/11/2022
North Ayrshire Council · 4 November 2022
Back to Ayrshire Shared Services Committee — 4 November 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 in the Council Chambers, Ground Floor, Cunninghame House, Irvine, KA12 8EE on Friday, 04 November 2022 at 10:00 to consider the undernoted business. Meeting Arrangements - Hybrid Meetings This meeting will be held on a predominantly physical basis but with provision, by prior notification, for remote attendance by Elected Members 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. 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 held on 2 September 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 Revenue Financial Monitoring Report Submit report by the Chief Financial Officer & Head of Finance & ICT on the revenue budget monitoring position for the year to 31st July 2022 (copy enclosed). 4 Roadworks Programme 2022/23 Submit 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 (copy enclosed). 1
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North Ayrshire Council, Cunninghame House, Irvine KA12 8EE 5 ARA Transformation - TUPE Arrangements Submit report by the Head of Roads on the outcome of negotiations with Trade Unions and employees on varying the terms of conditions of service for the remaining SAC employees to EAC terms and conditions, to align the service, enable greater service flexibility, and ensure continued and appropriate workforce planning (copy enclosed). 6 Performance Scorecard Submit report by the Head of Roads on the progress made to date against the Performance Scorecard (copy enclosed). 7 Improvement Action Plan Submit report by the Head of Roads providing an update on the management of the Improvement Action Plan with the Ayrshire Roads Alliance (copy enclosed). 8 Risk Register Submit report by the Head of Roads providing an update on the management of risk associated with the Ayrshire Roads Alliance (copy enclosed). 9 Urgent Items Any other items which the Chair considers to be urgent. Webcasting Please note: this meeting may be filmed/recorded/live-streamed to the Council's internet site and available to view at https://north-ayrshire.public- i.tv/core/portal/home, 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 filmed/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. Generally, the press and public seating areas will not be filmed. However, by entering the Council Chambers, using the press or public seating area or (by invitation) participating remotely in this meeting, 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 them for webcasting 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 meeting. This will constitute your revocation of consent. If you have any queries regarding this and, in particular, if you believe that use and/or storage of any particular information would cause, or be likely to cause, substantial damage or distress to any individual, 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 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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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. Agenda Item 2 4
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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. 5
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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. 6
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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. 7
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CLASSIFICATION: PUBLIC THE AYRSHIRE SHARED SERVICE JOINT COMMITTEE 4tth NOVEMBER 2022 AYRSHIRE ROADS ALLIANCE REVENUE FINANCIAL MONITORING REPORT Report by Chief Financial Officer & Head of Finance & ICT PURPOSE OF REPORT 1 The purpose of this Report is to update the Joint Committee on the revenue budget monitoring position for the year to 31st July 2022, for the Ayrshire Roads Alliance. 2 It is recommended that the Joint Committee (i) Note the financial management position of the Ayrshire Roads Alliance. (ii) Requests a further financial update at the next meeting of the Joint Committee. (iii) Otherwise, notes the content of this Report REVIEW OF FUNDING MECHANISM 3 The Joint Committee approved a Report on 23 May 2014 describing the budget monitoring arrangements for the Ayrshire Roads Alliance. 4 As part of the Detailed Business Case the service budget is split between strategic service delivery and local service delivery. This separates out the core/recurring costs of service delivery from the local service costs at a single Council level. This ensures that decisions on the level of local spend remain with local Members, and ensures that the local Members retain control of their local roads budgets. Appendix 1 provides a breakdown of this split. 5 At its meeting of 19th February 2016, Committee agreed a change to how Strategic Service Delivery would be allocated between the two Councils. A smaller group of core Strategic Delivery staff have been identified and their costs continue to be split equally. The remaining Strategic Delivery costs would be apportioned in line with Local Delivery budget inputs plus actual capital expenditure in-year. Agenda Item 3 8
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CLASSIFICATION: PUBLIC BUDGET MONITORING POSITION 6 The overall outturn for 2022-23 is anticipated to be £0.399m less than budget. 7 Strategic Delivery estimated out-turn is £0.324m less than budget. Strategic Service Delivery Combined (£m) Initial Budget 3.822 Probable Outturn 3.498 Probable Variance (0.324) 8 East Ayrshire Local Delivery projected out-turn is £0.141m less than budget and South Ayrshire Local Delivery £0.066m greater than budget. 9 Summary information is provided in the table below. A full budget monitoring statement, including reasons for major variances is attached at Appendix 2. Service Division Annual Estimate 2022/23 £m Projected Actual to 31/3/23 £m Variance (Favourable) / Adverse £m STRATEGIC DELIVERY 3.822 3.498 (0.324) LOCAL DELIVERY - EAST AYRSHIRE 4.227 4.086 (0.141) LOCAL DELIVERY - SOUTH AYRSHIRE 4.472 4.538 0.066 TOTAL 12.521 12.122 (0.399) 10 The position for each Council is shown below: EAC (£m) SAC (£m) TOTAL (£m) Strategic Delivery (0.118) (0.206) (0.324) Local Delivery (0.141) 0.066 (0.075) 2022-23 Variance (0.259) (0.140) (0.399) FINANCIAL IMPLICATIONS 11 The available revenue budget for the Ayrshire Roads Alliance for 2022-23 is £12.521m. The budget will continue to be monitored and reported to the Joint Committee. TIMBER TRANSPORT 12 At the meeting of the Joint Committee on 23rd June 2017, further information was requested in relation to timber transport funding. The undernoted table 9
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CLASSIFICATION: PUBLIC provides an analysis of relevant project and Timber Transport contributions for 2022-23 to date. 2022-23 Actual to date (£m) 2022-23 Probable Outturn(£m) South Ayrshire Expenditure on Projects 0.100 0.255 Timber Transport Contribution 0.148 0.148 LEGAL IMPLICATIONS 13 The work of the Ayrshire Roads Alliance is undertaken in accordance with relevant legislation. HUMAN RESOURCES IMPLICATIONS 14 The establishment of the Ayrshire Roads Alliance is dependent on the available budget. Available budget and human resource requirements will be reviewed as part of budget monitoring. COMMUNITY / COUNCIL PLAN IMPLICATIONS 15 The work undertaken by the Ayrshire Roads Alliance aligns with the Community Plan for East Ayrshire Council; and the Council Plan for South Ayrshire Council. RISK MANAGEMENT IMPLICATIONS 16 Appropriate financial monitoring arrangements are in place to mitigate risk. This is included in the Ayrshire Roads Alliance Risk Register. Regular meetings are held between relevant finance staff and the Ayrshire Roads Alliance. LIST OF APPENDICES Appendix One - Split between Strategic and Local Service Delivery Appendix Two - Financial Monitoring Report BACKGROUND PAPERS None For further information on this report, please contact Kevin Braidwood, Head of Roads - Ayrshire Roads Alliance on 01563 503164 10
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CLASSIFICATION: PUBLIC Implementation Officer: Kevin Braidwood, Head of Roads - Ayrshire Roads Alliance on 01563 503164 11
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CLASSIFICATION: PUBLIC Appendix 1 – Split Between Strategic and Local Service 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. Support Services HR, Finance, ICT, and Administrative Support. 12
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APPENDIX 2 AYRSHIRE SHARED SERVICES JOINT COMMITTEE 4 NOVEMBER 2022 2022/23 GENERAL SERVICES REVENUE BUDGET AS AT 31 JULY 2022 – PERIOD 4 AYRSHIRE ROADS ALLIANCE FINANCIAL PERFORMANCE SUMMARY CLASSIFICATION: OFFICIAL-PROTECT SERVICE SUMMARY - OVERVIEW POSITION It is anticipated that Ayrshire Roads Alliance will outturn £0.399m less than budget. Actual Expenditure as at P4 £m Actual Expenditure as % of Ann. Est. £m Service Division Annual Estimate 2022/23 £m Projection to 31/3/23 £m Variance (Favourable) / Adverse £m 1.119 29.3% STRATEGIC DELIVERY 3.822 3.498 (0.324) 1.803 42.7% LOCAL DELIVERY - EAST AYRSHIRE 4.227 4.086 (0.141) 1.964 43.9% LOCAL DELIVERY - SOUTH AYRSHIRE 4.472 4.538 0.066 4.886 39.0% TOTAL 12.521 12.122 (0.399) PROPOSED REDUCTION FOLLOWING LINE BY LINE 0.000 0.000 0.000 TOTAL FOLLOWING LINE BY LINE REVIEW 12.521 12.122 (0.399) EARMARKED FUNDS TO BE CARRIED FORWARD 0.000 0.000 0.000 4.886 39.0% TOTAL INCLUDING EARMARKED FUNDS 12.521 12.122 (0.399) STRATEGIC DELIVERY This variance mainly reflects staff turnover savings due to vacant posts (£0.243m) and reduced insurance costs relating to ARA South (£0.087m), along with additional income (£0.039m). This is partly offset by additional expenditure on computing (£0.020m), road safety training materials (£0.010m) and other supplies and services (£0.012m). LOCAL DELIVERY – EAST AYRSHIRE This variance mainly reflects vacancies and turnover (£0.444m) particularly within Roads Maintenance. This is partly offset by a shortfall in on-street parking income (£0.103m), additional expenditure on Supplies & Services (£0.143m) and additional fuel costs (£0.062m) reflecting price increases. LOCAL DELIVERY – SOUTH AYRSHIRE This variance mainly reflects additional expenditure on supplies and services (£0.112m) and fuel price increases (£0.030m). This is partly offset by a saving on employee costs (£0.081m) mainly as a result of vacancies. 13
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APPENDIX 2 AYRSHIRE SHARED SERVICES JOINT COMMITTEE 4 NOVEMBER 2022 2022/23 GENERAL SERVICES REVENUE BUDGET AS AT 31 JULY 2022 – PERIOD 4 AYRSHIRE ROADS ALLIANCE FINANCIAL PERFORMANCE SUMMARY CLASSIFICATION: OFFICIAL-PROTECT STRATEGIC DELIVERY Actual Expenditure as at P4 £m Actual Expenditure as % of Ann. Est. £m Service Division Annual Estimate 2022/23 £m Projection to 31/3/23 £m Variance (Favourable) / Adverse £m 0.973 26.0% EMPLOYEE COSTS 3.742 3.501 (0.241) 0.015 41.7% PREMISES COSTS 0.036 0.036 0.000 0.006 26.1% TRANSPORT COSTS 0.023 0.024 0.001 0.125 15.0% SUPPLIES & SERVICES 0.836 0.791 (0.045) 0.000 0.0% THIRD PARTY PAYMENTS 0.000 0.000 0.000 0.000 0.0% DEBT CHARGES 0.015 0.015 0.000 1.119 24.1% TOTAL EXPENDITURE 4.652 4.367 (0.285) -0.357 43.0% INCOME -0.830 -0.869 (0.039) 0.762 19.9% NET EXPENDITURE 3.822 3.498 (0.324) PROPOSED REDUCTION FOLLOWING LINE BY LINE 0.000 0.000 0.000 TOTAL FOLLOWING LINE BY LINE REVIEW 3.822 3.498 (0.324) EARMARKED FUNDS TO BE CARRIED FORWARD 0.000 0.000 0.762 19.9% TOTAL INCLUDING EARMARKED FUNDS 3.822 3.498 (0.324) 14
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APPENDIX 2 AYRSHIRE SHARED SERVICES JOINT COMMITTEE 4th NOVEMBER 2021 2021/22 GENERAL SERVICES REVENUE BUDGET AS AT 31 JULY 2022 – PERIOD 4 AYRSHIRE ROADS ALLIANCE FINANCIAL PERFORMANCE SUMMARY CLASSIFICATION: OFFICIAL-PROTECT Projected Variance at 31 March 2021 (£m) Strategic Delivery (0.241) (0.045) (0.039) 0.001 Employee Costs This saving reflects turnover savings vacant posts and turnover savings (£0.243m). This is partly offset by additional training costs (£0.002m). Supplies & Services This variance mainly reflects a saving on South Ayrshire insurance charges (£0.087m). This is partly offset by expenditure on computing (£0.020m), road safety training materials (£0.010m) and a number of small variances (£0.012m). Income This variance reflects additional income from capital programmes (£0.030m), and Cycling Scotland grant income (£0.009m). Other Variances This represents other non-material variances within Strategic Delivery. (0.324) Total reported variance 15
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APPENDIX 2 AYRSHIRE SHARED SERVICES JOINT COMMITTEE 4th NOVEMBER 2021 2021/22 GENERAL SERVICES REVENUE BUDGET AS AT 31 JULY 2021 – PERIOD 4 AYRSHIRE ROADS ALLIANCE FINANCIAL PERFORMANCE SUMMARY CLASSIFICATION: OFFICIAL-PROTECT LOCAL DELIVERY – EAST AYRSHIRE Actual Expenditure as at P4 £m Actual Expenditure as % of Ann. Est. £m Detail Annual Estimate 2022/23 £m Projection to 31/3/23 £m Variance (Favourable) / Adverse £m 0.730 23.2% EMPLOYEE COSTS 3.147 2.672 (0.475) 0.070 21.5% PREMISES COSTS 0.325 0.329 0.004 0.345 52.0% TRANSPORT COSTS 0.663 0.725 0.062 0.479 23.0% SUPPLIES & SERVICES 2.080 2.223 0.143 0.786 60.4% THIRD PARTY PAYMENTS 1.302 1.438 0.136 0.054 18.2% DEBT CHARGES 0.296 0.296 0.000 2.464 31.5% TOTAL EXPENDITURE 7.813 7.683 (0.130) (0.661) 18.4% INCOME (3.586) (3.597) (0.011) 1.803 42.7% NET EXPENDITURE 4.227 4.086 (0.141) PROPOSED REDUCTION FOLLOWING LINE BY LINE 0.000 0.000 0.000 TOTAL FOLLOWING LINE BY LINE REVIEW 4.227 4.086 (0.141) EARMARKED FUNDS TO BE CARRIED FORWARD 0.000 0.000 0.000 1.803 42.7% TOTAL INCLUDING EARMARKED FUNDS 4.227 4.086 (0.141) 16
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APPENDIX 2 AYRSHIRE SHARED SERVICES JOINT COMMITTEE 4th NOVEMBER 2022 2021/22 GENERAL SERVICES REVENUE BUDGET AS AT 31 JULY 2022 – PERIOD 4 AYRSHIRE ROADS ALLIANCE FINANCIAL PERFORMANCE SUMMARY CLASSIFICATION: OFFICIAL-PROTECT Projected Variance at 31 March 2021 (£m) Local Delivery - East Ayrshire (0.475) 0.062 0.143 0.136 (0.011) 0.004 Employee Costs This variance mainly reflects staff turnover due to vacant posts (£0.444m), an employee recharge in respect of cross boundary working (£0.015m) and the temporary removal of summer standby (£0.010m) partly offset by additional training costs (£0.005m). Transport Costs This variance mainly reflects increased expenditure on fuel as a result of price increases Supplies & Services This variance mainly reflects additional IT costs (£0.071m), particularly in relation to, additional expenditure on roads maintenance materials (£0.032m), consultancy costs in relation to two car parks within Newmilns artificial intelligence surveying within roads (£0.018m) along with a number of small variances across various headings (0.021m). Third Party Payments This variance mainly reflects additional sub-contractor costs within Traffic (£0.118m) which will mostly be offset by additional income, Street Lighting (£0.007m) and Flood Prevention (£0.010m) Income This variance mainly reflects additional Traffic income – see Third Party Payments above (£0.114m), partly offset by a shortfall in on-street parking income (£0.103m). Other Variances This variance reflects non-material variances within Local Delivery – East Ayrshire (0.141) Total reported variance 17
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APPENDIX 2 AYRSHIRE SHARED SERVICES JOINT COMMITTEE 4th NOVEMBER 2022 2021/22 GENERAL SERVICES REVENUE BUDGET AS AT 31 JULY 2022 – PERIOD 4 AYRSHIRE ROADS ALLIANCE FINANCIAL PERFORMANCE SUMMARY CLASSIFICATION: OFFICIAL-PROTECT LOCAL DELIVERY – SOUTH AYRSHIRE Actual Expenditure as at P4 £m Actual Expenditure as % of Ann. Est. £m Detail Annual Estimate 2022/23 £m Projection to 31/3/23 £m Variance (Favourable) / Adverse £m 0.607 27.4% EMPLOYEE COSTS 2.217 2.136 (0.081) 0.078 46.4% PREMISES COSTS 0.168 0.181 0.013 0.419 45.8% TRANSPORT COSTS 0.915 0.957 0.042 0.772 43.9% SUPPLIES & SERVICES 1.758 1.870 0.112 1.039 74.4% THIRD PARTY PAYMENTS 1.397 1.681 0.284 0.000 0.0% DEBT CHARGES 0.106 0.106 0.000 2.915 44.4% TOTAL EXPENDITURE 6.561 6.931 0.370 -0.951 45.5% INCOME -2.089 -2.393 (0.304) 1.964 43.9% NET EXPENDITURE 4.472 4.538 0.066 PROPOSED REDUCTION FOLLOWING LINE BY LINE 0.000 0.000 0.000 TOTAL FOLLOWING LINE BY LINE REVIEW 4.472 4.538 0.066 EARMARKED FUNDS TO BE CARRIED FORWARD 0.000 0.000 0.000 1.964 43.9% TOTAL INCLUDING EARMARKED FUNDS 4.472 4.538 0.066 18
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APPENDIX 2 AYRSHIRE SHARED SERVICES JOINT COMMITTEE 4th NOVEMBER 2022 2021/22 GENERAL SERVICES REVENUE BUDGET AS AT 31 JULY 2022 – PERIOD 4 AYRSHIRE ROADS ALLIANCE FINANCIAL PERFORMANCE SUMMARY CLASSIFICATION: OFFICIAL-PROTECT Projected Variance at 31 March 2021 (£m) Local Delivery - South Ayrshire (0.081) 0.013 0.042 0.112 0.284 (0.304) Employee Costs This variance mainly reflects staff turnover due to vacancies (£0.127m), mainly within Roads Maintenance partly offset by an employee recharge in relation to cross boundary working (£0.044m). Premises Costs This variance mainly reflects non-domestic rates charges in relation to bus shelters. Transport Costs This variance mainly reflects increased expenditure on fuel as a result of price increases (£0.030m) and the hire of campervans (£0.011m), the latter being offset by additional income. Supplies & Services This variance mainly reflects additional roads maintenance materials (£0.026m), computing costs (£0.074m) particularly in relation to artificial intelligence surveying within roads along with a number of small variances across various headings (£0.012m). Third Party Payments This variance mainly reflects additional sub-contractor costs within Traffic (£0.260m) and Design (£0.005m), which will mostly be offset by additional income, along with coastal protection works (£0.019m). Income This variance mainly reflects additional design income (£0.066m) and Traffic income (£0.237m) – see Third Party Payments and Transport Costs. 0.066 Total reported variance 19
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APPENDIX 2 AYRSHIRE SHARED SERVICES JOINT COMMITTEE 4th NOVEMBER 2022 2021/22 GENERAL SERVICES REVENUE BUDGET AS AT 31 JULY 2022 – PERIOD 4 AYRSHIRE ROADS ALLIANCE FINANCIAL PERFORMANCE SUMMARY CLASSIFICATION: OFFICIAL-PROTECT 20
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AYRSHIRE SHARED SERVICE JOINT COMMITTEE 4 NOVEMBER 2022 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 0.187 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 14.178 Table 1: East Ayrshire Council Roads Investment Programme 2022/23 Agenda Item 4 21
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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 0.173 Sustrans 0.335 SFT 0.060 SPT 0.500 Regional Active Travel Fund (NEW) 0.065 STTS 0.148 Total 7.797 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. 45% of East Ayrshire Council resurfacing programme for 2022/23 has been completed. Due to the increase in road materials, fuel and the withdrawal of fuel relief for red diesel, a review of spend has been carried out on East Ayrshire Council resurfacing programme with all carriageway resurfacing work temporary suspended with footway resurfacing work continuing. 6. 33% of South Ayrshire Council resurfacing programme for 2022/24 has been completed. Due to the increase in road materials, fuel and the withdrawal of fuel relief for red diesel, a review of spend has been carried out on South Ayrshire Council resurfacing programme with all carriageway resurfacing work temporary suspended until further discussion is held with South Ayrshire Finance colleagues. 7. Demonstrating the flexibility within Ayrshire Roads Alliance, operational resources have been redeployed to resurfacing work which continues in South Ayrshire Council. Resources have also been deployed to routine maintenance activities and refresher training in preparation for winter operations which commenced 17 October 2022. 8. As reported at the last Shared Services Committee, East Ayrshire were unsuccessful in being awarded timber transport funding despite bidding for 3 22
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projects. To maximise funding opportunities, the Head of Service is now Vice- chair of the Ayrshire and South Lanarkshire Timber Transport Group. 9. A workplace air monitoring survey was carried out for Ayrshire Road Alliance by National Testing to investigate exposure to hazardous substances when carrying out road surface plaining in Ayr on 13 December 2021. Personal exposures to polycyclic aromatic hydrocarbons (PAHs) were significant but did not exceed the recommended exposure limit on the day of the survey, with the highest exposure being 64% of the 8 hour TWA limit, taking the 3 hours exposure period into account. Under different operating conditions and longer periods of exposure, higher exposures to PAHs are likely to occur. Ayrshire Road Alliance should consider this when interpreting these results and putting exposure controls into practice. In brief, the effective use of water dust suppression should be optimised. Where possible, plainer fitted with vacuum dust control systems should be used for coal-tar based jobs. Consider biological monitoring of plaining personnel for PAH exposure. Personnel should wear the half mask respirators provided in the short term, until further controls can be implemented and proven. They should be clean shaven, fit tested and suitably trained. Street Lighting 10. In addition to the lighting improvement and LED replacement programmes additional full lighting replacement works have been agreed in East Ayrshire to replace some older installations and align with the appropriate BS5489 /EN 13201 lighting categories. 11. As previously reported Ayrshire Roads Alliance including Contractors are still experiencing long delay in procuring lighting columns and are actively engaged with manufacturers for confirmed delivery. Subsequently there may be a delay to our programme. 10. There is focus now also on the delivery of festive lights in our communities ahead of Christmas period with works due to commence towards the end of October. Electric Vehicle Infrastructure 12. The electric vehicle charging infrastructure programme has been included within Appendix three 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 develop a private public strategy with a draft being discussed internally for submission to SFT/TS upon on approval from both authorities. 13. New EV chargers at Inches Close, Maybole; Main Street, Kirkoswald; and Mossblown Activity Centre commissioned 18 October 2022 Faulty New Cumnock charger has been installed to be commissioned within the coming weeks. 23
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Structures 14. 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 the fish spawning season which typically runs from end October to end April can also restrict when you can work in the watercourse. There are a number of projects ready for tender but will require to be held back until early 2023 before issuing tenders for a start in April/May 2023, outwith the fish spawning season. Where possible other projects that do not require in-stream working will be brought forward. 15. 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 for ARA, Estates and Legal sections. Again, where possible, projects that do not require land acquisition or formal legal access agreements will be brought forward. 16. ARA representing South Ayrshire Council as a coastal authority participate as one of four Local Authorities on the Coastal Adaptation Budget Group which has representation from Scottish Government, Nature Scot, SEPA and Local Authorities. Guidance for the allocation of the £550,000 General Capital Grant to Local Authorities for 2023/24 has been developed and evaluation of the case studies submitted by Local Authorities is ongoing. South Ayrshire Council submitted a case study for Girvan Golf Course which utilises dredged material from Girvan Harbour and a case study for Ballantrae to better understand the coastal processes that are changing the beach and how to adapt for the future. The South Ayrshire Council case studies were submitted by South Ayrshire Council ‘Sustainability and Fleet’ supported by the Ayrshire Roads Alliance. Traffic & Transportation 17. 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 currently undergoing a final public consultation review – as previously agreed at EAC Cabinet the final version of the Strategy can be signed off by the Leader and Cabinet Member for Roads without the need to return to a future Cabinet meeting. The Active Travel Strategy for South Ayrshire is finalised, and only requires an update of the Leader foreword prior to formal publication. 24
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18. Road Safety Improvement Fund cross-boundary bid for £400,000 in total was originally submitted to Transport Scotland, however due to unforeseen delays the grant awards have not yet been issued. Transport Scotland have been back in contact to ask bidders to reconsider what may now be realistically deliverable between a grant award and 31st March 2023. We are currently in discussion with Transport Scotland over an amended cross-boundary bid of £220,000 consisting of proposals including the installation of pilot school gateway features at 2 x EAC schools, an antiskid surfacing scheme on the A713 in EAC, a speed activated signals trial in SAC, and a road safety enhancement scheme at a junction in SAC. At present we await feedback from Transport Scotland on our revised proposals. 19. ARA have been awarded an additional £30k from SCSP, split between both authority areas, to cover costs of Hub website development. This additional funding is incorporated in the total SCSP awards for both areas in Tables 1 and 2 above. Scottish Transport Awards 20. At an award ceremony on 29 September 2022 Ayrshire Roads Alliance was recognised for its joint work with Transport Scotland, Police Scotland, Glasgow City Council and the Foreign and Commonwealth Office for their partnership working in delivering the Transport Management for COP26. This was a hugely complex and challenging project which delivered a safe, secure and resilient transport network in the lead up and during the event. 21. The Head of Service has been invited to represent Ayrshire Roads Alliance at the Loch Ryan Marine Safety Forum which involves all stakeholders involved with marine safety on the loch and North Channel. 22. The Head of Service has also been invited to represent Ayrshire Roads Alliance on the Clyde Marine Planning Partnershipboard. POLICY/COMMUNITY PLANNING ISSUES 23. 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. 24. 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’ LEGAL IMPLICATIONS 25. 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 25
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and maintain all publicly adopted roads within its area other than those which are maintained and managed by the Scottish Ministers. HUMAN RESOURCES IMPLICATIONS 26. 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 27. An equality impact assessment is not needed because the proposal does not have a differential impact on any of the protected characteristics. FINANCIAL IMPLICATIONS 28. 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 29. The Ayrshire Roads Alliance Risk Register is reviewed and presented at every Joint Committee. 30. 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 31. This Report aligns with the following design principle stated in the “Transformation Strategy 2017-2022”. Maximum value for our communities; by ensuring the road network is maintained. 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 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 26
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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 27
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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 Complete +£43,376.62 Uncl Ayr Viewfield Road Full length N/A £58,905 Complete +£25,842.64 Uncl Ayr Hunters Avenue T Lights to Northfield N/A £129,150 Complete +£24,354.21 Uncl Prestwick Kyle Street Full length N/A £54,180 Complete +£7,829.69 Uncl Ayr Dalmilling Drive Full length N/A £71,904 Complete +£18,999.80 Uncl Ayr Taylor Street Full Length N/A £109,141 Complete +£3,925.00 Uncl Ayr Carrick Avenue Full Length N/A £100,947 Complete +£5,980.00 Uncl Ayr St Phillans Avenue Full Length N/A £222,755 Complete +£88,534.12 Uncl Ayr Southpark Road Full Length + fway works? N/A £125,364 Complete +£17,305.43 A719 By Maybole Maidens Ayr North of Humeston N/A £98,572 Complete +£20,722.00 B734 Old Dailly Barr Old Dailly Old Dailly to Penkill + N/A £108,000 Programmed? 28
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drainage improvements 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 Complete +£48,612.00 Uncl Girvan Carrick Street Full Length N/A £44,499 Complete +£20,501.00 Uncl Ayr Kersepark Footway Full length one side N/A £41,250 Complete -£7,738.00 Uncl Ayr Arthur Street Footway Full N/A £26,186 Complete -£5,428.00 B7023 Crosshill King Street Footway Shop side full length N/A £27,364 Complete -£7,414.00 C31 Crosshill Kirkmichael Road Footway By Community Centre N/A £8,250 Complete +£14,064.62 Uncl Girvan Hawthorn Drive Footway N/A £57,112 Complete +£2,292.92 Surface Dressing Works –Proposed 2023/24 U72 By Dundonald Crooks Full Length N/A 23/24 U99 By Symington Dundonald Symington C32 to U98 Corraith N/A 23/24 C115 By Tarbolton Parkmill Road Parkmill to C114 N/A 23/24 C114 By Tarbolton Largie Road 2 sections N/A 23/24 B744 By Tarbolton Tarbolton/Crosshands C114 to Auchinweet N/A 23/24 C74 By Ayr Macnairston Road Macnairston to Lochfergus N/A 23/24 C122 By Minishant School Road Full Length N/A 23/24 29
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C60 By Maybole Ladycross Full Length N/A 23/24 C39 By Ayr Corton Road A77 to Equestrian Centre N/A 23/24 C29 By Maybole North Water of Girvan - Maybole Road 30 mph Maybole south to U3 N/A U2 By Maybole Auchencross C29 to Railway Bridge N/A 23/24 U25 By Dailly Delamford B741 to Hadyard Hill N/A 23/24 U56 Girvan Golf Course Road Newton Kennedy Br. to Knockvalley Cottages N/A 23/24 C102 By Kirkoswald Balvaird Full Length N/A 23/24 Carriageway Resurfacing Works 2022/24 A719 By Tarbolton Failtoll Crossroads By Lilylaw Farm N/A £173,875 Complete +£47,888.92 A759 Dundonald Bypass Road, Dundonald Auchans to Palmer Mount 61 £219,000 Complete +£35,384.70 B730 By Symington B730 Tarbolton/Dundonald Dankeith to B751 Junction 53 £158,763 Complete +£142,740.92 B730 By Dundonald B730 Bogend/A77(T) - Tarbolton Slough Bridge to Tarbolton 53 £265,500 Complete Final Measure 30
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Road/Dundonald, Dundonald Road Dundonald C92(C8) By Craigie Plewlands Road Full Length incl part C8 to A719 47 £139,040 Complete -£29,295.00 Uncl Troon Queens Drive Full Length 42 £35,640 Complete +£17,060.84 B744 By Tarbolton B744 Garden Street/Tarbolton - Council Boundary, Tarbolton From Barrmuirhill east to Auchinweet 69 £159,000 Ongoing 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 Ongoing 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 63 £120,000 Complete -£48,811.86 31
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south- westwards 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 Craigs Road junction 56 £57,000 programmed 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 32
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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 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 A719 By Maidens Maidens, Ayr North of Humeston Turnberry £140,000 Complete +£20,722.00 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 School to new Bypass 50 £18,150 programmed 33
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Road/Minishant, Maybole 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 (STTS) Barrhill Main Street Full Length 61 £148,800 Ongoing B7027 Barrhill Knowe road Jcn A714 to Dusk mill area. 58 £53,808 Complete +£27,277.00 B741 Dailly Girvan/Dailly Bargany 55 £105,840 Complete +£80,649.84 C29 Maybole North Water of Girvan/Maybole Road Wallacetown to Ruglen various locations 55 £136,125 Complete -£1,222.12 U52 Pinwherry Muck road Various TBC 52 £76,800 programmed C45 Ballantrae Heronsford Road A77- Laggan 48 £56,840 Ongoing U6 By Ballantrae Balkissock Full length 44 £101,482 Complete +£3,113.35 Footway Resurfacing Works 2022/24 Uncl Troon Fullarton Drive No 19 to No 37 30 £16,500 programmed 34
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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 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 35
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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 and Hadyard Terr 30 £20,400 programmed 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 36
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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 On Site Ayr Dalmilling Road (Phase 2) 5th Core supplies 9 £15k programmed Ayr Sannox Road & Place (Phase 2) 5th Core supplies 8 £20k programmed Maybole Greenside (Phase 2) Concrete columns 9 £20k On site Prestwick Mossbank Old steel columns and 5th Core supplies (ongoing section faults) 24 £50k On site Troon Barassiebank Lane (part), Muir Dr and Wallace Dr Concrete columns 14 £30k Complete Final Measure £214k South Ayrshire Council- Ayrshire Roads Alliance LED Lighting Programme 2022/23 Town Description Remaining Ayr, Dundonald and Prestwick - 28 37
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South Ayrshire Council- Ayrshire Roads Alliance Traffic and Transportation Programme 2022/23 Calculated Funding Totals Sub-Bid Match 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 Tender Evaluation £11,000 Match Dundonald to Barassie Link Ph1 Construction Design £50,000 No Match SQP Various Projects Design Sustrans – Places for Everyone £114,926 Match £335,197 Access for All Review Coylton Awaiting confirmation of land acquisition £111,271 Match Alloway to Burton Construction Tender Evaluation £109,000 Match Dundonald to Barassie Link Ph1 Construction Awaiting confirmation of land acquisition £0 No Match Loans to Troon Railway Station (Phase 3) Awaiting confirmation on £56k bid Regional Active Travel Fund (NEW) £65,000 Match £65,000 Alloway to Burton Construction Tender Evaluation 38
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Calculated Funding Totals Sub-Bid Match Detail Total Bids Project Description Comments Variance +/- Sustrans – Cycle Shelter Fund £0 Direct Match £0 School Cycle Shelters Schools now require to bid to fund directly SCSP £173,150 Hub Match £173,150 Active Travel Hub Ayr Ongoing Project delivery SAC in Kind £0.00 - Active Travel Hub Ayr CWSR £100,000 Match £718,057 Access for All Review Coylton £423,729 Match Alloway to Burton Construction Tender evaluation £40,000 Match Signalisation B746 Kilmarnock Rd/Lang Rd/Commonwealt h Dr Junction On Site £44,328 Match Dundonald to Barassie Link Ph1 Construction Scheme Design £45,000 Hub Match New crossing feature – Dalmilling Drive, Ayr £30,000 Hub Match New speed reduction schemes on key walking routes, Ayr 39
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Calculated Funding Totals Sub-Bid Match Detail Total Bids Project Description Comments Variance +/- £30,000 Hub Match New cycle parking facilities – various locations £5,000 Hub Match New bike repair stations – locations TBC Developer Contribution £100,000 Match £100,000 Signalisation B746 Kilmarnock Rd/Lang Rd/Commonwealt h Dr Junction On Site Total £1,891,404 ARA New Signals £160,000 Match £160,000 Signalisation B746 Kilmarnock Rd/Lang Rd/Commonwealt h Dr Junction On Site Total £2,051,404 40
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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 £40,000 Design complete to be programmed SA59 Ayr Whitletts Road/Craigie Rd Junction Replacement £50,000 Design complete to be programmed SA17 Ayr Whitletts Rd/Mainholm Rd Junction Replacement £45,000 Design complete to be programmed SAP1 Ayr Holmston Rd Pedestrian Crossing Replacement £0 Works carried forward to 2023/24 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 41
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Appendix 2 East Ayrshire Carriageway Structural Maintenance Programme 2022/23 ROAD LOCATION Estimated Cost Cost to Date variance +/- Comment South of Hollybush and A713 Polnessan to Patna £318,750.00 £266,500.00 -£52,250.00 Complete A71 Main Street Darvel £121,875.00 On Hold A70 Lugar Water Bridge to East Gateway and Carbello £234,375.00 £254,375.00 +£20,000.00 Complete A719 Moscow and Rural Sections £262,500.00 £381,000.00 +£118,500.00 Complete A735 U26 to past C7 Junction £159,375.00 On Hold B743 Strathaven Road Muirkirk 950m to South Lanarkshire Boundary £98,800.00 On Hold B7036 Barony Road Near Egger factory Entrance £93,750.00 Cancelled C134 Rural Sections £51,200.00 On Hold C50 Ochiltree Various sections £89,600.00 Complete C6 Stewarton Various sections £89,600.00 £50,000.00 -£39,600.00 Complete C22 Coal Road, From U730 to A70 £592,000.00 £380,476.00 -£211,524.00 Complete C23 Rigg Road and from U730 to Railway Bridge U730 Glenshamrock Road from B705 to C23 U1 GalstonMoor Road U56 to A71 £160,000.00 £50,000.00 -£110,000.00 Complete U760 Dalcairnie Full Length £116,480.00 On Hold U26 Dunlop Full Length £48,000.00 On Hold U729 Glenmuir Road Logan Avenue to Loganhill Road £20,000.00 £55,701.00 +£35,701.00 Complete Ellis Street Kilmarnock Full Length £16,800.00 On Hold Howard Street Kilmarnock Full Length £71,400.00 On Hold Seaford Street Kilmarnock Full Length £112,200.00 On Hold Dundonald Road Kilmarnock Smillie Place to Seaford Street £123,200.00 On Hold 42
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Witchknowe Road Kilmarnock New Street to Witchknowe Avenue £9,350.00 On Hold Meiklewood Road Kilmarnock No1 to No 31 £28,050.00 On Hold Shortlees Crescent Kilmarnock Rathlin Avenue to Shortlees Road £37,400.00 On Hold Old Street Kilmarnock Academy Street to Campbell St £32,130.00 On Hold Kinlock Road Kilmarnock Full Length £36,371.50 On Hold Stoneyhill Avenue Kilmarnock Full Length £18,700.00 On Hold Turner Place Kilmarnock Full Length £27,200.00 On Hold Craufurdland Road Kilmarnock No87 to No145 £20,400.00 On Hold Old Mill Road kilmarnock Lawson Street to Saturrock Street £52,800.00 On Hold Grassyards Road Kilmarnock Kennedy Drive to C10 £52,800.00 On Hold Mansfield Road New Cumnock A76 to Top Corner/ Junction £255,200.00 On Hold Loch View New Cumnock Full Length £32,725.00 £42,000.00 +£9,275.00 Complete Mill of Shield Drongan B730 to Drumwhill Road and £93,500.00 £209,130.00 +£115,630.00 Complete Glencraig Street Drongan Lane Crescent to Hannaston Avenue Blaney Avenue Patna Full Length £28,050.00 On Hold Wallace Street Galston B7037 to Cross Titchfield Street Galston Standalane to Orchard Street £74,460.00 £142,468.00 +£68,008.00 Complete Henrieta St Galston Various Sections Cessnock Road Hurlford, Craigie Road Hurlford and Full Lengths £172,975.00 £319,388.00 +£146,413.00 Complete 43
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Blair Avenue Hurlford Crougar Road Crookedholm Full Length £58,905.00 On Hold Meadowside Crookedholm Full Length £6,375.00 On Hold High Street Newmilns Full Length £38,250.00 On Hold East Donnington Street Darvel Full Length £30,600.00 On Hold Burn Road Darvel Various Sections £74,800.00 On Hold Campbell Street Darvel Full Length £28,050.00 On Hold Patterson Terrace Darvel Full Length £21,505.00 On Hold Fleming Drive Stewarton Full Length £11,874.50 On Hold Lothian Road Stewarton Full Length £46,750.00 On Hold Victoria Way Stewarton Full Length £13,090.00 On Hold Cutsburn Road Stewarton Full Length £74,800.00 On Hold Irvine Road Kilmaurs Full Length £21,505.00 On Hold Newmill Road Dunlop Full Length £76,500.00 On Hold Middlefield Drive Muirkirk Full Length £14,450.00 On Hold Poole Avenue Ochiltree Full Length Broom Cresent Ochiltree Remaining Length £31,450.00 £65,000.00 +£33,550.00 Complete Douglas Brown Avenue Ochiltree Full Length Dalgleish Avenue Cumnock Full Length £26,350.00 Programmed McLymont Court Cumnock Full Length £24,480.00 Programmed 44
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Holland Crescent Cumnock Full Length £47,600.00 Programmed Tankard Car Park Cumnock Full Car Park £70,400.00 Programmed Ayr Road Car Park Cumnock Full Car Park £79,200.00 To be Programmed Elizabeth Crescent Cumnock Full Lengths £61,200.00 £80,379.00 +£19,179.00 Complete Gemmel Avenue Cumnock C3 Barsminning Road Mauchline From Rail Bridge to U742 Mosshead Road £17,820.00 £59554.00 +£41,734.00 Complete Hughfield Road Mauchline Full Length £55,500.00 On Hold Carrick View Mauchline Full Length £41,250.00 On Hold Beechwood Road Mauchline Full Length £69,500.00 On Hold Jean Armour Drive Mauchline Full Length £112,500.00 On Hold Cairn Road Cumnock Various Sections £103,950.00 £140,138.66 +£36,188.66 Complete Park Crescent Dalmellington Full Length £62,370.00 Complete Main Street Dalmellington Full Length £40,040.00 Ongoing 45
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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 Avenue Residential Bituminous 215 1.8 New PCC Kerbs, reconstruct, HRA 387 £12,384 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, 280 £8,960 46
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reconstruct, HRA 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, HRA 350 £11,200 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 Residential Bituminous 75 1.8 New PCC Kerbs, reconstruct, 135 £4,320 47
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Crescent HRA Crosshouse Kilmarnock Road Playingfield Road to Gatehead Road Residential Bituminous 140 1.2 New PCC Kerbs, reconstruct, HRA 168 £5,376 £245,930 48
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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 49
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Appendix 2 Street Lighting Works Programme 2022/23 East Ayrshire Lighting Capital Programme 2022/23 Town Location Work Type Estimated C/F Cost Comments Variance +/- Dalrymple Church Street Area Carry forward from 2021/22 £45k Complete Kilmarnock Lomond Road Area Carry forward from 2021/22 £15k Complete Darvel Glen Cres and Hutchison Dr Carry forward from 2021/22 £45k 95% 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 90% Complete Kilmarnock Ayr Road, Service Road 5th Core supplies and concrete columns £30k 90% Complete Muirkirk Pagan Walk, Stoneyhill Avenue, Wardlaw Ave and Hawkshaw Terrace 5th Core supplies and concrete columns £70k Complete Dalrymple Barbieston Rd and Cedar Terrace 5th Core supplies and concrete columns £40k On Site £214k 50
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East Ayrshire 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 Complete Irvine Valley (including Hurlford & Crookedholm) 1860 Complete Kilmarnock South (including Crosshouse, Gatehead & Knockentiber) 2300 Complete Kilmarnock - North East 1135 Lightways Contractor – started Feb 2022 July-Aug 21 Dec-21 90% Complete Kilmarnock - North West 1850 Complete Kilmarnock - Central 1400 On site Mar-23 East Ayrshire - Decorative 350 75% complete tender to be issued for next stage Dec-22 Logan, Lugar, Cronberry & Muirkirk 390 Lanterns being delivered Lightways Contractors started Oct-22 Feb-23 Stewarton, Kilmaurs, Fenwick, Dunlop & Lugton 1420 Lanterns being delivered Lightways Contractors started Oct-22 Feb-23 Current Status Programme completed conversions to date 11,374 Replacement programme 78% complete Overall LED units completed 17,318 LEDs now 83.8% of total EAC inventory 51
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East Ayrshire LED Programme Funded Replacement Works 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, the following full lighting replacement projects have been programmed and will be funded from the LED replacement budget. Town Location Estimated Cost Scheduled Comments Fenwick Glebe Terrace, Fenwick £20k Nov-22 Contractor identified Galston Orchard Street, Galston £35k Nov-22 Contractor identified Kilmarnock Ellisland Drive Area, Kilmarnock £45k Nov-22 Contractor identified Hurlford Riccarton Road Service Road, Hurlford £25k Dec-22 At design stage Kilmarnock Samson Ave, Linfern Ave Areas, Kilmarnock £95k Jan-23 At design stage Stewarton Clerkland Road Area, Stewarton £70k Jan-23 At design stage Kilmarnock Glasgow Road B7038, Kilmarnock £70k Feb-23 At design stage Kilmarnock Forest Grove and Woodlands Grove, Kilmarnock £85k Feb-23 At design stage Kilmarnock Gibson St and Carmel Ave Areas, Kilmarnock £110k Mar-23 Kilmarnock Wilson Ave, Greenan Rd, Dunure Rd Area, Kilmarnock £120k Mar-23 2022/23 Total £675k Town Location Estimated Cost Scheduled Comments Kilmarnock Woodstock Street Area, Kilmarnock £50k Apr-23 Stewarton Annick Crescent Area, Stewarton £75k Apr-23 Fenwick Maunsheugh Road, Fenwick £50k May-23 Fenwick Skernieland Road, Fenwick £30k May-23 2023/24 Total £205k 52
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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 Comment Status Bridge Strengthening and Replacement U22/10 Burnfoot Bridge, near Darvel Replacement – Near tender ready. Land acquisition outstanding £444,000 Ground Investigation completed. Land acquisition reqd. SEPA CAR Licence received Design & tender docs C127/10 Low Ashyard Bridge Infilling of bridge by Historical Railways Estate. EAC part contribution £5,000 HRE has funded the installation of temporary supports and working up design to sleeve the structure Programmed Funding discussions ongoing with HRE 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 Land acquisition stalled due to landowner. CPO reqd. Bridge completely closed to veh & peds. With Legal to undertake CPO. Tender ready 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 Land acquisition near complete. Advance electricity diversion complete. Near Tender ready. Works in 2023/24 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 SEPA Licence obtained. Land acquisition near complete Design/Tender 53
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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 Comment Status B713 B713 Road Slip south of Sorn Detailed design and construct sheet piled wall £312,000 Consultant working up detailed design & tender documents Design/tender B705 B705 Road Slip centre of Catrine Detailed design £18,000 No progress B705 B705 Road Slip north of Catrine Detailed design £18,000 No progress Various Investigative works Topographical surveys, paint surveys, etc £6,000 Package of topos awarded C108/00/C4 4 Gateside Farm Culvert Replacement with box culvert units – contract awarded – start March 2022 Completion end of May £102,000 Complete Complete A735/130/C 58 Gills Burn Culvert, Dunlop Part deck replacement and Retaining Wall Repairs - design in 2022/23 and construction in future year programme £10,000 On hold (as part of F&PM wider ECC build) 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 Complete Complete U751/10 Crossflats Bridge Replacement – design by consultant £60,000 No progress Consultant to be appointed for design via SXL U760/00/C93 Glenhead Culvert Replacement £42,000 No progress 54
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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 Comment Status U740/10 Barbieston Bridge Boundary Bridge Replacement – design by consultant £24,000 No progress Cessnock Ave, Hurlford Retaining Wall replacement works on site. £36,000 98% Complete 98% Complete U44/10 Bruntland Bridge Strengthen and refurbish £24,000 No progress Upgrade Works identified from inspections B705/10/C 91 Cowan Place Culvert, Catrine Masonry repairs/scour repairs £24,000 Site visit undertaken and preliminary design Preliminary design 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 Consultant design ongoing. Land acquisition to be determined Design A71/300 Priestland Bridge Retaining Wall strengthening – finalise design, conclude land acquisition/servitude and construct.Tender evaluation. £120,000 Works ongoing Site U764/10 Glenmuir Bridge Scour repairs £42,000 No progress 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 Consultant design ongoing and site investigation complete. Sheet pile option developed but conflict with O/H power cables being investigated Design Queens Crescent, Newmilns Replace riverbank retaining wall.tender being evaluated. £325,000 Tender delayed until Spring 2023 due to fish spawning issues with river working Tender ready 55
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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 Comment Status Galston to Newmilns Cyclepath River realignment works – additional rock armour works.Works Complete £72,000 Complete Complete 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 Near tender ready Design A713/60/C 61 Polnessan Upper Bridge Extension of culvert. Design and land acquisition in 2022/23. Construction in future year programme. £24,000 No progress C90/35/CG 02 Cattle Grid Replacement of cattle grid and bypass improvement.. Tender ready. Est £30,000 Funded by WF developer Tender issue imminent Tender ready A736/60/C 84 Lochridge Culvert Masonry and drainage repairs £60,000 Near ready for tender issue Design F/LUGA/10 Logan to Park Terrace Footbridge, Lugar Replacement of footbridge deck.on refurbished abutments. Consultant design ongoing £150,000 Deck replacement and scour protection ongoing Design B705/20/C 68 Smithy’s Culvert, near Catrine Replace with box units - future year programme No progress B741/40/C 79 Polmathburn Bridge, near Dalmellington Replace damaged deck slabs - future year programme No progress A71 Dundonald Rd Bridge Refurbish – replace expansion joints, waterproofing, drainage, surfacing – design. Construction in future year programme. £36,000 Consultant appointed and design ongoing Design 56
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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 Comment Status A71 Riccarton Viaduct Refurbish – paint, replace expansion joints, waterproofing, drainage, surfacing – design. Construction in future year programme. £36,000 Consultant appointed and design ongoing Design A71 River Irvine Bridge Refurbish – paint, replace expansion joints, waterproofing, drainage, surfacing - design. Construction in future year programme. £36,000 Consultant appointed and design ongoing Design B741/50 Nith Lodge Bridge Replacement. Appoint consultant for design and construction in future year £54,000 Consultant to be appointed for design via SXL Held pending possible WF proposals Programmed Annick Water, Stewarton Replacement of collapsing gabion training wall. Detailed design by consultant and construction £378,000 Site investigation completed. Report on SI and remedial options been received by ARA. Consultant appointed to undertake detailed design Design U/LOGA/10 Old Lugar Bridge Strengthening, masonry repairs and scour protection £300,000 Early stages of design Design C129/30 Chapeltoun Bridge Masonry repairs, Parapet heightening and scour protection 90% Complete. £120,000 Complete Complete 57
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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 Comment Status C85/10 Fenwick Bridge Masonry refurbishment £24,000 Preliminary design Design B7036/10 Lugar Bridge, Ochiltree Major refurbishment – design in FY 2022/23, construction in future year £24,000 No progress U720/20 Lane Burn Bridge Masonry refurbishment 90% Complete. £70,000 Complete Complete U/KMCK/20 West Shaw Street Bridge Strengthen and Refurbishment No progress C135/20 Avon Bridge Masonry and scour repairs £36,000 No progress U736/10/C65 Sykeside Bridge Scour repair £24,000 No progress U729/00/C64 Hayhiolm Bridge Masonry and Scour repairs £36,000 No progress U729/00/C71 Barry Burn Culvert Masonry and Scour repairs £36,000 No progress U730/00/C37 Culvert Masonry and Scour repairs £36,000 No progress C36/10 Nith Bridge Masonry parapet rebuild and repairs to commence end of August 2022 £60,000 Consultant to be appointed for design via SXL Held pending possible WF proposals A70/100 Gatehouse Bridge Parapet heighten, scour repairs & masonry repairs £24,000 No progress A70/110/C46 Rose Burn Bridge Masonry and scour repairs £24,000 No progress Broomknowe Retaining Wall Design in 2022/23, construction in future years £24,000 No progress W/MUIR/20 Muirkirk Shops Retaining Wall Design in 2022/23, construction in future years £24,000 No progress 58
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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 Comment Status Parapet Upgrades A70/70 Burnock Bridge, Ochiltree Parapet and other masonry repairs £216,000 Design ongoing Design A713/90 Dunaskin Bridge, Waterside Widening to create footway and replace both masonry parapets - design ongoing. £70,000 Tender delayed until Spring 2023 due to fish spawning issues with river working Tender ready A735/20 Victoria Bridge, Kilmarnock Site works ongoing re replacement of substandard vehicle parapets; deck expansion joints and paint superstructure, waterproofing and resurfacing.Works Substantially complete £570,000 Complete - snagging Complete B743/80 Cleuch Bridge, Sorn Upgrade of parapets and install footway £90,000 Design ongoing Programmed A713/70/C53 Drumgrange Bridge Upgrade of parapets, masonry repairs – works ongoing £6,000 Complete Complete C134/10 Ranoldcoup Bridge, Darvel Masonry repairs and heighten parapets £24,000 £240,000 No progress B769/40 Corsehill Mill Bridge Parapet replacement – design in FY 2021/22 £12,000 No progress B7082/10 Townhead Bridge Parapet replacement £150,000 No progress B743/135/C5 0 Beacon Hill Culvert Headwall Repairs No progress W/NCUMN/1 0 Burnside Retaining Wall Replacement £36,000 Preliminary Design Design 59
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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 Comment Status U8/00/C8 Hendryton Burn Culvert Scour and masonry repairs works on site. £48,000 Works ongoing Site Rail Incursion C23/10 Rigg Road Rail Bridge, Cumnock Safety fencing - future year programme No progress Non ARA Council Footbridges Various sites Design, investigation £120,000 Minor repairs ongoing F/HURL/10 Portland Brae Footbridge Load Assessment, paint and replace concrete planks £230,000 Consultant completed structural assessment and preparing options for refurbishment Design F/CATR/20 Institute Ave Footbridge, Catrine Refurbishment £72,000 No progress Principal Inspections Various Principal Inspections of bridge stock by consultant and in-house staff £216,000 No progress TOTAL £3,037,000 £3,000,0 00 TOTAL (Estimated Carry Forward + new allocation) £6.037m 60
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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 Mauchline Mansfield Road Traffic management review 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 61
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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 Routes (CWSR) 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 Various Various locations Cycle and scooter parking at schools and other locations 62
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(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 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 63
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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 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 64
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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 Commissioned 22kW eVolt Drongan Centre car park, Mill of Shield Road £9,000 51210 22kW eVolt Carnshalloch Avenue car park, Patna £9,000 Commissioned 22kW eVolt New Cumnock Outdoor Swimming Pool car park £9,000 Awaiting commissioning 22kW eVolt Gatehead Road car park, Crosshouse £9,000 Commissioned 7kW eVolt Queen Street car park, Kilmarnock £8,000 Awaiting commissioning 7kW eVolt Morton Place car park, Kilmarnock £8,000 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 65
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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 Commissioned 7kw eVolt Holmquarry House, Kilmarnock £8,000 Commissioned 7kw eVolt Holmquarry House, Kilmarnock £8,000 Commissioned 7kw eVolt Holmquarry House, Kilmarnock £8,000 Commissioned 7kw eVolt Ayr Road Council Depot, Cumnock £8,000 Commissioned 7kw eVolt Ayr Road Council Depot, Cumnock £8,000 Commissioned 7kw eVolt Ayr Road Council Depot, Cumnock £8,000 Commissioned - Awaiting Bay Marking 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 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 66
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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 Awaiting commissioning 22kw eVolt Tarbolton Community Campus car park, Tarbolton £9,000 Awaiting commissioning 22kw eVolt Dundonald Primary School car park, Dundonald £9,000 Commissioned 22kw eVolt Mossblown Activity Centre car park, Mossblown £9,000 Commissioned 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 67
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1 AYRSHIRE SHARED SERVICE JOINT COMMITTEE 4 NOVEMBER 2022 Report by the Head of Ayrshire Roads Alliance ____________________________________________________________ SUBJECT: ARA TRANSFORMATION – TUPE ARRANGEMENTS ______________________________________________________________ PURPOSE OF REPORT 1. The purpose of this report is to advise Joint Committee on the outcome of negotiations with Trade Unions and employees on varying the terms of conditions of service for the remaining SAC employees to EAC terms and conditions, to align the service, enable greater service flexibility, and ensure continued and appropriate workforce planning. RECOMMENDATIONS It is recommended that Joint Committee; (i) Agree not to progress with varying the terms of conditions of service for the remaining SAC employees to EAC terms and conditions. (ii) Agree to carry out a further review in 2024 as part of Best Value Service Review. (iii) Otherwise notes the contents of the report. BACKGROUND 3. Ayrshire Roads Alliance delivers a wide range of services across East Ayrshire and South Ayrshire under the strategic leadership of the Depute Chief Executive (Communities and Economy). Services are frontline which focus on our Communities, Roads Infrastructure and Transport Services. The Service is currently led by the Head of Roads, Ayrshire Roads Alliance with 3 Strategic Managers who are responsible for their respective service areas. • Business Support • Traffic and Transportation • Roads Maintenance • Design and Environment • Fleet Management 4. Ayrshire Roads Alliance service redesign and transformation was approved by Cabinet on 23 February 2021.The Council’s Transformation Strategy required that Service Redesigns took account of the statutory duty of best value under the Local Government in Scotland Act 2003. The Service Redesign, therefore, was completed with due consideration having been given to the best value Agenda Item 5 68
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2 characteristics, as well as the transformational design principles previously agreed by Council to inform and shape service redesign across the Council. 5. The Ayrshire Roads Alliance carried out workforce planning across all service areas and identified ways to maximise the service under increasing budget pressures. Initially, this involved the alignment of certain job functions, reduction in posts, flexible retirement options and amendments to certain job outlines to enable a more flexible approach to service delivery. However, as we continued to look at workforce planning and our ability to adopt a more flexible approach to service delivery, it was approved that we took steps in accordance with established employment law practices and procedures to vary the Terms and Conditions of Service of the remaining South Ayrshire Council employees who transferred to Ayrshire Roads Alliance in 2014 under the Transfer of Undertakings (Protection of Employment) Regulations 2006 (TUPE) in order that they could be transferred to East Ayrshire Terms and Conditions under Economic, Technical, and Organisational reasons (ETO). This would have enabled a more unified service, greater service flexibility, ensure appropriate workforce planning, and alignment of payroll dates. MAIN ISSUES 6. Consultation commenced with trade unions and employees during 2021/22 to explore options to transfer 24 remaining TUPE SAC employees to East Ayrshire Terms and conditions and equivalent pay grades. 7. Clear options were identified and were put forward to trade unions as follows; • Complete transfer of employees to East Ayrshire terms and conditions and equivalent salary for the relevant post. • Transfer to East Ayrshire terms and conditions and retain South Ayrshire salary scale. . • Retain the current position. 8. As part of the process Ayrshire Roads Alliance reviewed current salary scales across both authorities and clearly identified that all 24 employees would be subject to a level of detriment if full transfer was implemented. 9. The level of detriment varied between £138 and £1796. 10. Following discussions with the SAC TUPE employees some were willing to agree to move over to East Ayrshire Terms and conditions and retain their existing SAC salary, however, it was established that the proposals had not been accepted by all relevant employees. 11. The Trade Unions were clear that they would not consider the option of employees moving to East Ayrshire Terms and Conditions while retaining their South Ayrshire salaries as this would breach TUPE regulations. 69
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3 12. In light of the financial detriment that the employees would face if the move to East Ayrshire salaries was imposed, particularly given the current situation with the cost of living crisis, Ayrshire Roads Alliance agreed with employees and trade unions not to pursue any amendments to their terms and conditions or salary., However, it was confirmed that the position would be reviewed again in 2024 as part of the next Best Value Review which also coincides with Ayrshire Roads Alliance tenth anniversary. It was also taken into account that the number of employees remaining on SAC Terms and Conditions and salaries has reduced steadily with a reduction of more than two thirds since 2014. It, therefore, would seem that there will be fewer employees who may be adversely impacted if the review is carried out in 2024. POLICY/COMMUNITY PLANNING IMPLICATIONS 13. The drive towards securing continuous improvement in delivering Council services is a fundamental requirement placed upon Councils through the Local Government Scotland Act, 2003. Progress in relation to the matters covered in this report demonstrates a continued commitment by the Council to deliver on this requirement. 14. A well maintained road network will contribute to achieving Community Plan 2015-30 objectives in relation to Economy and Environment by providing good access to our communities and the wider road network; improve community safety and help reduce road accidents. LEGAL IMPLICATIONS 15. 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 geographical area other than those which are maintained and managed by the Scottish Ministers. Accordingly, the proposals detailed within this report are in compliance with the discharge of the statutory responsibilities which are incumbent upon the Council as local roads authority. 16. There are no direct legal implications arising from this report. Maintaining the current position is still in accordance with TUPE legislation. Any legal matters arising from the outcome of individual reviews will be highlighted within the relevant Joint Committee and Cabinet reports. HUMAN RESOURCES IMPLICATIONS 17. There will be no change to the Terms and Conditions or salaries of the remaining employees who transferred from South Ayrshire Council in 2014 which is still compliant with TUPE legislation. TRADE UNION IMPLICATIONS 70
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4 18. As part of consultation with Trade Unions on the Ayrshire Roads Alliance Service Redesign, it was agreed that the status quo would remain for the former South Ayrshire employees who are still subject to TUPE arrangements at this time. FINANCIAL IMPLICATIONS 19. The cost of retaining the current salaries of the 24 former South Ayrshire employees is approximately £33,500 per annum (including employer’s costs). As the cost of the difference in salaries has significantly reduced since 2014, is in accordance with TUPE legislation and will avoid significant financial detriment for employees, it is considered appropriate to continue to meet these costs from South Ayrshire Councill Local Delivery. RISK MANAGEMENT IMPLICATIONS 19. There is no risk implications. TRANSFORMATION 20. This Transformational Service Redesign of the Ayrshire Roads Alliance supports or links with all of the Transformation Workstreams: Work stream 2: Workforce Planning, Cultural Change and Service Re-design. This Report also aligns with the design principles stated in the “Transformation Strategy 2017-2022” - “Maximum value for our communities”, by ensuring Maximum value for our communities; by ensuring a well maintained road network. EQUALITY IMPACT ASSESSMENT 21. An Equality Impact Assessment screening of the proposals contained within this report has not been undertaken NET ZERO IMPLICATIONS 22. The are no implications Background Papers Ayrshire Roads Alliance Service Redesign and Transformation; Cabinet 23 February 2021 Appendices There are no appendices 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 71
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5 19 October 2022 72
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AYRSHIRE SHARED SERVICE JOINT COMMITTEE 4 November 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 6 73
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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: • Finance with respect to the percentage of invoices paid within 30 calendar days. This is currently at 98% for this financial year. • Priority 1 and Priority 2 Faults – with respect to the percentage of priority 1 and 2 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 an average of 98% 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 74
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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 75
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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 Sept MONTHLY PERFORMANCE INDICATORS APSE Average Target Current Status Sept No of invoices paid within 30 days 2804 Average days lost per employee - - 0.92 No of Invoices Received 2833 % of invoices paid within 30 days 98% Visits to the ARA Website every month - 49,000 per annum 5,642 Average Year to date of Number of Invoices paid within 30 days 98% No of Twitter Followers every month - 4,367 Monthly visits to the website from social media - 1,800 per annum 685 Number of ARA Safety Inspections Completed within Timescale 48 Number of ARA Safety Inspections Scheduled 48 % 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 1.4 Target Current Status Sept Target Current Status Sept Comments Target Current Status Sept Target Current Status Sept Number of Public Liability claims closed 6 4 - Number of Public Liability claims received 5 2 Total number of open claims 21 13 - Number of Public Liability Claims that were successful 0 0 % of Public Liability Claims that were successful 0% 0% Number of Principal Bridge Inspections - 88 0 56 0 HEALTH AND SAFETY 92.02% 90% - - 100% EAST AYRSHIRE COUNCIL --Number of staff who have received annual FACETIME review 21% 5% SOUTH AYRSHIRE COUNCIL -100% - PUBLIC LIABILITY CLAIMS MONTHLY PERFORMANCE INDICATORS APSE Average - - FACETIME PRIORITY 1 FAULTS - Number of General Bridge Inspections Number of Special Bridge Inspections 372 - 435 448 150 - 100% - 35% ROADWORKS PROGRAMME BRIDGES Physical % of Roadworks Programme Completed 100% 24% EAST AYRSHIRE COUNCIL SOUTH AYRSHIRE COUNCIL APSE Average MONTHLY PERFORMANCE INDICATORS 11 27 62 2 98% AYRSHIRE ROADS ALLIANCE - Comments AYRSHIRE ROADS ALLIANCE Comments WELL ENGAGED APSE Average ABSENCE MONITORING AYRSHIRE ROADS ALLIANCE PERFORMANCE SCORECARD DETAILED MONITORING REPORT UPDATE : JOINT COMMITTEE - 4 NOVEMBER 2022 AYRSHIRE ROADS ALLIANCE EAST AYRSHIRE COUNCIL SOUTH AYRSHIRE COUNCIL Comments STREET LIGHTING FINANCE ANNUAL PERFORMANCE INDICATORS (CALENDAR YEAR) ANNUAL PERFORMANCE INDICATORS (FINANCIAL YEAR) X0A1HX0A3HX0A4H 76
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Target Current Status Sept Target Current Status Sept Comments Target Current Status Sept Target Current Status Sept EAST AYRSHIRE COUNCIL SOUTH AYRSHIRE COUNCIL MONTHLY PERFORMANCE INDICATORS APSE Average EAST AYRSHIRE COUNCIL SOUTH AYRSHIRE COUNCIL APSE Average MONTHLY PERFORMANCE INDICATORS Comments Number of Priority 1 Road Emergency defect repairs made safe within 2 hours 2 1 Number of Street Lighting repairs completed within 7 working days 148 79 Number of Priority 1 Repair Lines issued 2 1 Number of Street Lighting Repair Lines Issued 155 84 % of Priority 1 Road Emergency defect repairs made safe within 2 hours 100% 100% % Street Lighting repairs completed within 7 working days 95% 95% Number of Priority 2 Road Emergency defect repairs made safe within 5 working days 5 2 Number of Traffic light repairs completed within 48 hours 6 14 Number of Priority 2 Repair Lines issued 7 3 Number of Traffic light repair lines issued 6 14 % of Carriageway Priority 2 Defects repaired within 5 working days 71% 67% % of Traffic light repairs completed within 48 hours 100% 100% Number of Stage 1 Complaints responded to within allotted timescales 1 1 Number of enquiries responded to within allotted timescales 54 22 Numer of Stage 1 Complaints received 1 1 Number of enquiries received 63 27 % of Stage 1 Complaints responded to within allotted timescales 100% 100% % of enquiries responded to within allotted timescales 86% 81% Number of Stage 2 complaints responded to within allotted timescales - - - Number of Stage 2 complaints received 0 0 Number of FOI & EIR requests responded to within 20 working days 8 10 % of Stage 2 complaints responded to within allotted timescales - - Number of FOI & EIR requests received 9 10 % of FOI & EIR requests responded to within 20 working days 89% 100% Number of parking appeals accepted 13 37 Number of parking appeals received 59 93 % of parking appeals accepted 22% 40% PARKING - ---- 100% 100% PRIORITY 2 FAULTS 100% 76.23% 75%91.20% 50%50% 95%88.07%75% 100% 88.23% 95% 95% 80%- 100% ENQUIRIES 83.44% 80% 88.52% 100% 95% FREEDOM OF INFORMATION COMPLAINTS Officers are reminded of the importance of responding to enquiries within timescales TRAFFIC X0A0HX0A2HX0A5HX0A6H X0A7H 77
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AYRSHIRE SHARED SERVICE JOINT COMMITTEE 4 November 2022 Report by the Head of Roads - Ayrshire Roads Alliance _________________________________________________________________ AYRSHIRE ROADS ALLIANCE IMPROVEMENT ACTION PLAN ________________________________________________________________ PURPOSE OF REPORT 1. The purpose of this Report is to advise the Joint Committee on the management of the Improvement Action Plan with the Ayrshire Roads Alliance. RECOMMENDATIONS 2. It is recommended that the Joint Committee: i. Notes the Improvement Action Plan presented in this report; ii. Continues to receive updates on progress; and iii. Otherwise, notes the content of the report. BACKGROUND 3. The purpose of the report is to provide regular updates on the Improvement Action Plan. This would ensure that the actions are monitored and scrutinised at a minimum of a quarterly basis and is contained in Appendix 1. MAIN REPORT/MAIN ISSUES This Improvement Action Plan is collated by the Business Support Manager and used to: • monitor the progress in meeting the Ayrshire Roads Alliance’s objectives; • help managers to continually review the actions and progress to date; and • identify any risk / problem areas that need addressed regarding the Improvement Action Plan. POLICY/COMMUNITY PLAN IMPLICATIONS 4. 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. Agenda Item 7 78
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5. 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 6. 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 7. The Risk Register has no direct impact on human resources. EQUALITY IMPACT IMPLICATIONS 8. 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 9. 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 10. 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 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 across both networks. Kevin Braidwood Head of Roads – Ayrshire Roads Alliance 21 October 2022 79
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BACKGROUND PAPERS Ayrshire Roads Alliance Service Plan 2022/23 LIST OF APPENDICES 1. Ayrshire Roads Alliance Action Plan 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 80
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AYRSHIRE ROADS ALLIANCE IMPROVEMENT ACTION PLAN 2022/23 – NOVEMBER UPDATE 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. 81
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Action Success Criteria/ Desired Outcome Responsible Timescale Details 4 Improve the condition of the road network. Improve annual roads survey results which are part of the SRMCS work. Ensure the Alliance undertakes more proactive maintenance. Head of Service Site works will be undertaken throughout 2022/23. Key dependencies are the Road Improvement Plans approved by the relevant Committees in East Ayrshire and South Ayrshire in spring 2022. Progress is provided to members, and relevant Committees .Currently reviewing capital spend as a result of increased costs. 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 82% of streets lights are now LED in EAC; and 98% 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 82
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Action Success Criteria/ Desired Outcome Responsible Timescale Details 9 Implementation of Parking Strategy Develop Head of Service Works will be undertaken through 2022/23 Amendments to TRO’s, lining, signing and residential parking permits and implementing 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. 83
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Action Success Criteria/ Desired Outcome Responsible Timescale Details 14 Monitor and exercise Business Continuity Plans Improved resilience. Business Support Manager Review and update following relevant local and national events. Existing East Ayrshire and South Ayrshire Council plans are all revised and up to date. 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 January 2023 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 Complete October 2022 SPT documents and existing Regional Transport Strategy the draft RTS was published June 2022.ARA will respond to the consultation by the deadline of October 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. 84
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Action Success Criteria/ Desired Outcome Responsible Timescale Details 19 National Transport Strategy East Ayrshire and South Ayrshire Councils contribute to this process to ensure the sustainable transport hierarchy and sustainable investment hierarchy are delivered. 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. 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 Complete Levelling Up Fund bids will be submitted June 2022. 85
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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 January 2023 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.Project currently 2 months behind programme. 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 January 2023 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. 86
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Action Success Criteria/ Desired Outcome Responsible Timescale Details 6 EV Strategy Develop EV strategy across East Ayrshire Network Head of Service December 2023 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 Complete 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 November 2022 Develop a risk based approach to the management of Ash Die Back. 87
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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 January 2023 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 Responses received from two CC’s with further design work required. 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. 88
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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 December 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 Complete Joint bid with NAC for active travel route Ayr to Irvine 9 Levelling Up Fund Submission of A70 Improvement Package.Deferred Submission of Active Travel Bid Prestwick to Ayr Head of Service Head of Service June 2022 Complete Bid submission for A70 improvements.Deferred. Bid Submitted 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.Progress paper to be brought to cabinet November 2022 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 Complete 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.To be signed off by D&G and SAC. 89
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AYRSHIRE SHARED SERVICE JOINT COMMITTEE 4 November 2022 Report by the Interim 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. There have been no changes to the Risk Register since the last Joint Committee. Agenda Item 8 90
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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. TRANSFORMATION STRATEGY 14. This Report aligns with the following design principle stated in the “Transformation Strategy 2017-2022”. 91
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• “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 18 October 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 92
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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 93
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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. 18/10/22 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. 18/10/22 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. 94
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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. 18/10/22 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 18/10/22 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 18/10/22 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. 18/10/22 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. 18/10/22 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 18/10/22 95
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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. 18/10/22 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 96
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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 18/10/22 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. 18/10/22 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. 18/10/22 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 18/10/22 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. 18/10/22 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. 18/10/22 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. 18/10/22 97
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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. 18/10/22 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. 18/10/22 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. 18/10/22 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. 18/10/22 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. 18/10/22 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. 18/10/22 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. 18/10/22 98
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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. 18/10/22 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. 18/10/22 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. 18/10/22 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. 18/10/22 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. 18/10/22 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. 18/10/22 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. 18/10/22 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. 18/10/22 99
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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. 18/10/22 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 18/10/22 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 18/10/22 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. 18/10/22 100
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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. 18/10/22 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. 18/10/22 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. 18/10/22 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. 18/10/22 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. 18/10/22 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. 18/10/22 101
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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 18/10/22 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. 18/10/22 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. 18/10/22 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 18/10/22 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 18/10/22 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 18/10/22 102
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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. 18/10/22 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 18/10/22 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 18/10/22 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 18/10/22 103
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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 18/10/22 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 18/10/22 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 18/10/22 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 18/10/22 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 18/10/22 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 18/10/22 104
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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 18/10/22 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 18/10/22 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 18/10/22 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 18/10/22 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 18/10/22 105
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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. 18/10/22 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 18/10/22 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 18/10/22 106
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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 18/10/22 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 18/10/22 107