2- ASSJC Minute 220610
North Ayrshire Council · 2 December 2022
Back to Ayrshire Shared Services Committee — 2 December 2022 and its agenda
Text extracted from the council's PDF. Layout and reading order may differ from the original.
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Ayrshire Shared Services Joint Committee 10 June 2022 At a Meeting of the Ayrshire Shared Services Joint Committee at 10.00 a.m. involving participation by remote electronic means. Present Councillors Marie Burns and Scott Davidson (North Ayrshire Council); Councillors Ian Davis and Philip Saxton (South Ayrshire Council); and Councillors Neal Ingram, Maureen McKay, Douglas Reid and Neill Watts (East Ayrshire Council). In Attendance K. Braidwood, Head of Ayrshire Roads Alliance (Ayrshire Roads Alliance); P. Whip, Group Finance Manager (East Ayrshire Council); C. Caves, Head of Legal, HR and Regulatory Services (South Ayrshire Council); K. Carr, Executive Manager – Place Directorate, (South Ayrshire Council) (Items 5 – 8); J. McGeorge, Coordinator (Ayrshire Civil Contingencies) and A. Little and C. Stewart, Committee Services Officers (Chief Executive's Service). Chair Councillor Marie Burns (Agenda Items 1 – 3) and Councillor Philip Saxton (Agenda Items 4 - 7). Apologies Councillor Tom Marshall (North Ayrshire Council), Councillors Alec Clark and William Grant (South Ayrshire Council) and Katie Kelly, Depute Chief Executive (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. Urgent Item and Order of Business The Chair, in terms of Standing Order 9.1, agreed to consider a presentation by Ayrshire Civil Contingencies Team on Civil Contingencies Awareness for Elected Members as a matter of urgency and to vary the order of business to allow consideration of this item as the first business item of the agenda. 3. Ayrshire Civil Contingencies Team The Joint Committee received a presentation from the Ayrshire Civil Contingencies Team (ACCT) that provided information on:- • Awareness of the Civil Contingencies Act 2004 and the duties placed on Local Authorities;
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• The role of Ayrshire Civil Contingencies Team in supporting the Ayrshire Councils to deliver civil contingency duties, including governance arrangements; • Notification of an incident and the Integrated Emergency Management philosophy; • Civil Contingencies risks for South Ayrshire communities; • The role of the Local Authorities when responding to a Major Incident; and • The role of Elected Members in a Major Incident Members asked questions, and received information and clarification, on the following:- • The operation of the ACCT 24 hours a day,365 per year; • Liaison between the Council Incident Co-ordinator and Council Incident Officer at the scene of an incident to keep the Chief Executive advised of developments; • The availability and provision of emergency equipment and supplies, such as sandbags, upon request; • A review of the Disruptive Weather Plan following any major weather incident; • Post incident debriefs that take place following an incident involving the Civil Contingency Team, the Council Incident Officer and all other relevant Council officers and a training programme that would be rolled out to the 3 councils to ensure everyone is confident and comfortable in their role; • Outer cordons that are set up for safety purposes and identification of rendezvous points by the appropriate emergency services; • Mention of the in a recent Audit Scotland report; • The recent Audit Scotland report that had highlighted the Ayrshire Local Resilience Partnership as a good practice model for the community and partnership working in response to the Covid pandemic; and • Circulation of the Audit Scotland report to Members. Noted. 4. Rotation of Chair Councillor Burns withdrew from the Chair at this point, to allow Councillor Saxton to chair the meeting for the remaining items of Ayrshire Roads Alliance business. Councillors Burns and Davidson left the meeting at this point. 5. Minutes The Minutes of 11 March 2022 were submitted and approved. 6. Roadworks Programme 2022/23 Submitted report by the Head of Roads, Ayrshire Roads Alliance, on the progress made with the road improvement programmes within East Ayrshire and South Ayrshire
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for financial year 2022/23. The programmes for 2022/23 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:- • The unexpected unsuccessful East Ayrshire timber transport funding bid to Scottish Forestry; • Whilst the bids had been based on the information provided by Scottish Forestry, they had not considered the bid had sufficient haulage of timber; • Conversations on the bid outcome that would take place with Scottish Forestry and at the next meeting of the timber Transport Forum; • The provision of a report to a future meeting of the Joint Committee on the criteria for timber transport funding bids; • An update that had been provided to Members on Victoria Bridge; • Further consultation that had been undertaken with residents of Seaford Street, Ellis Street, Howard Street on their preferred scheme and collation of the responses that would be undertaken; • EV chargers currently being installed that had been funded by Transport Scotland; • EV chargers along the A76 and A71 routes and work with Scottish Futures Trust and Transport Scotland to develop a pan Ayrshire EV charging network; and • Work with Scottish Futures Trust and Transport Scotland to explore private/public partnerships and a revised strategy for public chargers and that a report would be presented to East Ayrshire Council Cabinet for consideration following the summer recess and an updated report to South Ayrshire Council. The Joint Committee agreed to (a) note the Ayrshire Roads Alliance works progress for 2022/23; and (b) otherwise note the content of the report. 7. Development Control Update - Road Bonds Submitted report by the Head of Ayrshire Roads Alliance providing an update on the current position regarding road bonds held by the Ayrshire Roads Alliance on behalf of East Ayrshire and South Ayrshire Councils. The Register of Road Bonds was attached at Appendix 1 to the report and Appendix 2 provided information on the Completed Road Bonds and Road Adoptions since August 2021. Appendix 3 detailed the New Bonds received since August 2021 and Appendix 4 provided the Procedure relating to the management and reporting of road bonds and road construction consents. Members asked a question and received information on the security (Roads Bond) provided by developers to cover the cost of constructing the development’s roads should the developer default by not completing the roads to an adoptable standard. The Joint Committee agreed (a) to note (i) the position regarding road bonds currently held by the Ayrshire Roads Alliance on behalf of East Ayrshire Council and South Ayrshire Council; and (ii) the outcome and actions from an internal audit of road bonds; (b) that progress updates are provided to future meetings of the Joint Committee on an annual basis; and (c) to otherwise note the content of the report.
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8. Risk Report and Register Submitted report by the Head of Ayrshire Roads Alliance on the Risk Report and Register, which provided information on the management of risk associated with the Ayrshire Roads Alliance. The Risk Register Scoring Matrix was set out at Appendix 1 and the Risk Register set out at Appendix 2 to the report. Members asked questions, and received information and clarification, on the following:- • An additional risk that would be added to the register - Risk 69, the increasing cost of fuel for vehicles across the service; • Close monitoring of all programmes as a result of the rising costs of all materials; and • The use of the scoring system agreed and adopted by both Councils if increased costs required prioritisation of projects. The Joint Committee agreed to (a) note the risk register presented in the report; (b) continue to receive updates on progress; and (c) otherwise note the content of the report. 9. Service Plan 2022/23 Submitted report by the Head of Ayrshire Roads Alliance on the Ayrshire Roads Alliance Service Plan for 2021/22. Appendix 1 to the report provided details on the current operating position of the Ayrshire Roads Alliance and Appendix 2 set out the Ayrshire Roads Alliance Performance Scorecard Detailed Monitoring report. The Joint Committee was advised of a typographical error within the financial table on Page 12 of the Service Plan report, which should read as shown below:- South Ayrshire Council Revenue - £6,443,398 Combined budget for ARA for capital and revenue is £36,702,238 The report would be amended prior to submission to the South Ayrshire Council Partnership Panel and to both Councils. The Joint Committee agreed to (a) approve the Ayrshire Roads Alliance Service Plan for 2022/23; (b) note (i) the confirmed finance budgets for 2022/23 and (ii) the Performance Scorecard for 2021/22; (c) receive a six month progress update to a future meetings of the Joint Committee; and (d) otherwise note the content of the report. 10. Update on Performance Scorecard Submitted report by the Head of Ayrshire Roads Alliance on progress made to date against the Performance Scorecard. The Performance Scorecard was set out at Appendix 1 to the report.
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The Joint Committee agreed to (a) note the performance scorecard presented in the report; (b) continue to receive the performance scorecard updates; and (c) otherwise note the content of the report. 11. Any Other Competent Business 11.1 Format of Future Meetings Councillor Saxton, seconded by Councillor McKay, moved that future meetings be held on hybrid basis, providing an opportunity for physical and remote attendees. There being no amendment the motion was declared carried. The meeting ended at 11.10 a.m.