PLACE, NEIGHBOURHOOD & CORPORATE ASSETS: SERVICE UPDATES: Friday 4 June 2021
Assets & Facilities
With the return of all pupils to Secondary, Primary schools and Early Years sites, cleaning and catering staff including day cleaners have returned to normal working arrangements and a hot lunch menu is available daily. Recruitment is on-going to fill various vacant cleaning, catering and Janitorial positions across the Education and Corporate estate.
The implementation of Cashless Catering in Primary schools is complete and the existing system in all Secondary schools and new build Primary schools has been upgraded. A pre-order system is also operational in Secondary schools.
Oakburn and Lairdsland Early Years Centres are operational with contracted cleaning and Janitorial staff supporting the daily operation of these facilities. The lunch provision is exported from identified Secondary schools which includes a hot meal choice. Handover of Bearsden EYC has been achieved and FM is supporting Early Years staff in preparation of the opening to staff and children.
The revised nutritional standards for school meals came in to effect from 22nd April and the catering team have liaised with suppliers to source alternative products to ensure the school lunch menu is compliant with the revised nutritional guidelines.
Planning is underway to support Snack n Play and Play-schemes during the summer period within eight identified Primary schools and this consists of Janitorial, Cleaning and Catering support.
The Service is working with colleagues in Education to support the roll out of free school meals for P4 and P5 pupils from August 2021 (P4 August, P5 January 2022).
Gas Safety inspections are ongoing and we continue to closely monitor inspections to ensure ongoing compliance across the housing stock with all properties having their annual service carried out within the anniversary date.
Continuous progress is being made on reducing the number of void properties and the implementation of improvement measures is allowing the service to streamline operations and improve service delivery in this area. Emergency and essential reactive repairs continue with good progress being made on non-essential repairs as restrictions continue to ease. The delivery of the Care & Repair service has been going well since it resumed recently.
Aids & Adaptation works continue with good progress being made in the completion of these works. Smoke and Heat detector installation programme continues across the estate and the service continues to remain on track to achieve the target date for completion. Kitchen, Bathroom & Heating replacement programmes remain on hold at this time and will be re-assessed for resumption as restrictions continue to ease.
Roofing replacement works have resumed with the materials supply issues having recently been resolved. Progress continues in carrying out reactive and larger scale refurbishment works across the education and non-housing stock, with further programmes to be agreed in due course.
The service are currently assisting with the set-up of asymptomatic testing booths across the district with one site to be completed this week.
Assets & Estates
Good progress continues to be made at Boclair Academy and Allander Leisure and Day Care Centre. Contractual terms are almost concluded for the new Kirkintilloch Community Sports Complex, the re-tendering exercise has now finished and a revised Stage 2 Report will be submitted to Council in June.
Design and cost development for the ASN project remains on-going and a Stage 2 Report for the project is due for consideration by Council in due course.
The Estates Management team continue to develop and manage servicing and maintenance contracts across the Estate, with a priority on regulatory compliance and building safety, and this work progresses on a continual basis. The team also continue to deliver a repairs service across the full estate with a current focus on priority issues within the Education estate. In the non-operational (commercial) estate, the team continue to support both new and existing SME businesses with their property requirements, including the renewal of leases, coordinating repairs and sourcing premises.
The Asset Management team continue to deliver a range of capital projects across the property estate. Work remains in progress at Lenzie Academy (3G Pitch Installation) with completion currently anticipated by mid-June. Design work is underway to progress various projects within the School Estate Refurbishment Programme and pre-construction preparations are now underway for a range of works across the school estate during the Summer break 2021.
The team continue to deliver a range of capital projects across the Housing portfolio, including roof and window replacement, as well as electrical rewire to void properties. Preparations are underway to re-commence kitchens and bathroom installations later in 2021 with colleagues in Property Maintenance when safe and appropriate to do so.
Pre-construction preparations are underway for the delivery of the EES:ABS programme which will deliver further improvements in energy performance to homes across East Dunbartonshire.
Housing New Build
Construction continues to progress well at the former Tom Johnston House site, Kirkintilloch and is now underway at the former Lairdsland Primary School site, Kirkintilloch, following completion of the demolition phase in early June 2021 (anticipated completion Feb 2023) and Blackthorn Grove, Lenzie (anticipated completion December 2021). A smaller site is also being delivered at the Loaning with commencement anticipated in the coming weeks.
A procurement route is in the process of being devised for a further 13 sites to be delivered over the next 5 years, with pre-tender activity currently focussed on site investigations and design work.
Homelessness & Prevention
Homelessness applications although increasing remain low compared to pre COVID-19 levels. During May 2021 a total of 17 applications were taken. There are 271 applicants on the homelessness list; 61 of which are under offer, with 210 homeless applicants awaiting an offer. Of the 210 applicants awaiting offer, 7 (3%) have been waiting longer than 3 years.
There are no households in bed and breakfast; to date only one household has been placed in Bed and Breakfast during 2021/22. The Council has not breached the unsuitable accommodation order, however it should be noted that additional exemptions are still in place due to COVID19 restrictions.
Temporary Accommodation Officers continue to work with key partners/agencies to ensure temporary accommodation is available and turned around quickly. Due to delays caused by a 3rd party provider there has been additional work/pressures for Officers. Discussions have taken place with key partners/agencies to resolve this and the situation is currently being monitored. Tackling anti-social behaviour within temporary accommodation remains a key focus and in recent weeks there has been an increase in reports of noise complaints.
Housing Operations (Estates)
The Housing Operations Team continues to work closely with Property Maintenance to minimise the void turnaround period. There are currently 30 properties with the void team undergoing repairs. Since the start of this financial year a total of 49 new tenancies have been created and terminations have been received for another 12 properties which are due to become available for allocation within the next 28 days. The team also continues to work closely with Housing Associations in the area to provide nominations for void and new build properties in this sector. 23 new tenancies have been created since April as a result of nominations to housing associations. Link Housing Association has this year released a total of 44 properties for allocation at the new build site at Broomhill, Kirkintilloch, all of which will be allocated from the Council's housing lists.
The team continues to work jointly with Legal Services, Police Scotland and the Community Safety Team to deal with anti-social behaviour and noise complaints which have been of a more serious nature during the pandemic, occurring within each of the housing localities.
The Rents Team continue to engage with tenants to ensure rental income is being maximised. Advice and support continues to be offered to tenants whose circumstances have changed as a result of pandemic or they are struggling to pay their rent. There continue however to be tenants who do not pay and/or engage. The service has been issuing arrears letters since late 2020 and has now restarted serving Notices of Proceedings in an attempt to get responses from tenants who are not paying. There are no current court actions for rent arrears taking place as Coronavirus (Scotland) Act regulations has banned evictions and is now being reviewed every 21 days by the Scottish Government. The Rents Team continue to support and assist as many tenants as they can with UC claims/verifications, DHP claims, putting affordable agreements in place and also referring to CAB, when required, to ensure that income is maximised. Rent arrears levels were at £1,261,712 (week 8).
The next online TPWG meeting will be held on Thursday 10 June 2021.
Systems and Policy
This Team is still working through year end returns - the ARC was submitted at the end of May and a number of indicators are being checked to ensure that the service returns accurate data. Further Scottish Government returns are due in June 21.
Team has worked hard using Pentana to ensure all statistics are up to date for year end, this allowed the service to complete HGIOS on time. The Local Housing Strategy (LHS) is also due for review this year and the team is working with procurement to put in place a mini competition to bring in additional external support.
The new Policy Officer is now in post and she will be working closely with others to take forward policy and performance related work within the team. The Systems Development Officer post has been advertised and interviews will take place soon.
Land Planning & Development
Planning Applications and Building Standards
The Planning Service is currently operating as close to normal services as possible. In accordance with the relevant risk assessment planning and enforcement site visits are continuing to take place under the current local and national restrictions. Building Standards is also currently operating as close to normal services as possible. Similar to Planning, site visits are continuing to take place in accordance with the relevant risk assessment for those properties and sites only where suitable alternative evidence is not appropriate.
Monthly updates are now to be provided to the Scottish Government Building Standards Division to help monitor performance of Building Standards at a national level.
Both the Planning Applications and Building Standards teams continues to receive the number of applications expected by this point in the financial year.
Scottish Government have written to the Planning service confirming that they require extra time to consider whether or not to call in the planning application for the Additional Support Needs School at Waterside Road in Kirkintilloch. We therefore cannot grant planning permission for the development before the 16 June 2021. The letter states that this date could be extended and we may be required to refer to Scottish Ministers for them to make a decision.
Officers are currently preparing for the forthcoming meetings of the Local Review Body on the 9th June and the Planning Board the 22nd June with an Enhanced Members briefing session to be scheduled.
Land Planning and Sustainability Policy and GIS
The Council’s Local Development Plan 2 was approved at August Council and consultation took place between October 2020 and 15 January 2021. Over 2000 representations were received and acknowledged and officers have analysed and drafted the Council’s response.
A Local Development Plan Working Party was held on 28 April 2021 to provide detailed updates and the Council’s response was approved at PNCA Committee on 27 May 2021.
All documentation will now be submitted to Scottish Ministers who will appoint a Reporter to lead Examination of LDP2. Officers are also working on planning guidance, the historic environment designations review, which consultation closed on 31 May 2021, and site specific projects such as Kirkintilloch Gateway.
The East Dunbartonshire Economic Recovery Plan was reported to Council on 1 October 2020. The Plan draws together actions across the Council and those being progressed by economic partners as part of delivery of Local Outcome 1. It is a live document, reflecting the ongoing nature of the public health and economic crisis. Consultation took place in November 2020 and the findings and ongoing data analysis have been used to update the Economic Recovery Plan. The Economic Recovery Plan has been approved and promotion of the Plan is being undertaken. Work has commenced on initial project planning for a Circular Economy Strategy.
A Draft Parking Management Plan has been produced by officers and was discussed at the Transport Working Group on 22 April 2021. The Draft Plan was approved at PNCA Committee on 27 May 2021 and consultation on the Draft Plan will take place later in the year. The commencement of the next Active Travel Strategy has been approved and engagement through an ‘Active Travel Discussion’ began in May 2021. This was also considered at the Transport Working Group in April. These are two of a number of actions in the Local Transport Strategy, approved in March 2020, which is currently being progressed by the Land Planning Policy Team in conjunction with other Services.
Initial work on the preparation of a Climate Action Plan (CAP) for the Council is under way. The first stage of this was an early engagement exercise - the ‘Climate Conversation’ – which closed on 2nd May. The consultation exercise invited people across our communities to join online events and complete surveys to share their views on climate change, how it is already affecting them, and the action they think the Council needs to take to respond to the climate challenge. The outcome of the Climate Conversation will be reported to Council on 17 June along with proposed next steps for the preparation of the Climate Action Plan.
Consultation on the draft Glasgow City Region Climate Adaptation Strategy, prepared by Climate Ready Clyde in partnership with East Dunbartonshire Council and other partners, closed on December 24th. The Strategy was subsequently finalised and an Action Plan prepared and these were approved by Glasgow City Region Cabinet on 1 June. Full details of the new Adaptation Strategy and Action Plan will be reported to Council on 17 June for endorsement.
Work is commencing on a new Greenspace Strategy for the Council, to replace the existing Open Space and Green Network Strategies and will be prepared in the context of the Glasgow City Region Green Network Blueprint. A report covering work already completed on auditing of open spaces in East Dunbartonshire, and a draft audit and action plan covering the Council’s play areas, along for proposals for the preparation of the new Greenspace Strategy was presented to PNCA Committee in May. Early engagement on the Strategy will be undertaken in June and July.
Work on the Council’s other key Land Planning and Sustainability Strategies and Plans is ongoing. This includes ongoing policy development, continuation with consultation using electronic methods and plans and strategies being presented to Council for approval.
The GIS Team this week welcomed a new technical officer to the team. New Priorities are now being set and discussions with other teams to identify where GIS can be utilised to improve collaboration, analysis and workflow are ongoing. The team have as usual been supporting various departments throughout the council.
With Community Protection, the latest results from the NO2 Air Quality tubes has been received and will be published to allow analysis to be carried out. Work has continued with the Housing Service on the tendering of a new IHMS, ensuring that the system has the ability to utilise the UPRN for One Scotland Gazetteer Conventions. The team have also been working with food licencing, developing reports required by HMRC and have completed work on 3 new developments for Street Naming and Numbering.
The City Deal core team is now fully resourced and additional resource continues to be put in place across the Council. Officers are engaging with partners across the City Region on the Council’s developing City Deal project, including landowners, SPT and GCC and First Bus.
Work on the Outline Business Case has been delayed due to the ongoing impact of Covid-19, but progress is being made in relation to: programming of the individual projects and work relating to the OBC, and work on early economic impacts forecasting (as required under the funding approval). Consultants have been appointed to undertake work on the Bishopbriggs Public Realm Plan and have now completed initial desktop research and site visits. Stage 2 of their programme includes agreement on engagement arrangements, and initial public engagement is scheduled to take place mid to late June. A Technical Note has been provided to members. Early economics work is underway in order to supplement the approved SBC with an expected 10 week period to produce a draft report of findings. The consultants are also inputting to an early economic appraisal to underpin potential future growth opportunities for the Westerhill Masterplan area.
Regeneration & Town Centres
The team are working towards delivering a range of projects despite the ongoing impacts of Covid-19 including those approved at the Council meeting on the 1st October 2020. Phase 2 of the Milngavie West Highland Way Public Realm Projects is due to commence on site in July with a scheduled completion for late October. The Milngavie BID continue to lead the project with support provide by the team as required. The team have secured £1.1m of Scottish Government Regeneration Capital Grant Fund for the Twechar Canalside project and the budget has just received a further boost with the team successfully applying for £100,000 from Sports Scotland. The Regent Gardens project is being progressed, working closely with the local community council preparing draft designs for consultation which will run from late May into June. Work to identify and apply for external funding is ongoing to support both Council and community led projects as required and an update will be presented to an upcoming PNCA Committee. The team, Land Planning Policy and landowners continue working together to create a masterplan for the Kirkintilloch Business Gateway site in step with the LDP2 process. The aim is to create a coherent deliverable vision for the area which will encourage development in line with Council policies and strategies. Unfortunately the Kirkintilloch Canal Festival has been cancelled for another year but the team are looking into the possibility of smaller-scale events in local communities - if and when they are permissible under safety guidance. Finally - work has kicked off on creating designs for a renovated and extended Campsie Memorial Hall in Lennoxtown. The project is being progressed in partnership with Hall Trust Group and is delivering on actions set out in the Lennoxtown Place Plan.
Currently there are no live SG funded business support grants, however we have had early advice from SG that a new programme of Taxi Operator/Driver Grants will become available in the next few weeks. Once live it will be posted on the Council’s webpage
Additional Taxi Driver Support will be provided from the Scottish Government, with local authorities again to administer the grant. It is likely to be a top up grant, with no new application process (exact details are still tbc by Scottish Government). There is also likely to be a Taxi Operator grant created, which again local authorities will administer. Further updates will be provided when information is available from Scottish Government.
Discretionary Grant up top-ups of £2,000 have been issued to over 300 businesses
Over the last 12 months the team have administered over £25m in financial support and continues to support businesses in a variety of means through recovery and all issues as a result of the pandemic. Our bespoke webinars continue to be well attended and popular, not only locally but with attendees joining from other LA areas as they have no similar provision.
Updates from Scottish Government officials continue to be provided via SLAED in relation to the rules and criteria surrounding current funds, and any proposed future support.
Currently the provision of internal audit information in respect of grants has been prioritised along with Property Level Data and other reporting provision for Scottish Government. HMRC have now issued request for data which will require significant time and resource to provide
The Council’s Business support during the coronavirus emergency webpage will continue to be kept up to date.
Traffic and Transport
The team has been successful in external funding bids from Transport Scotland, SPT and Paths for All, with over £1.5m of funding confirmed for 2021/22.
Installation of seven Real Time Passenger Information (RTPI) units are ongoing on Milngavie Road, Bearsden, as well as three replacement shelters. The rollout of RTPI will continue into Milngavie Town Centre as part of the 2021/22 Capital Programme.
With the increase in cycling throughout 2020 schools are seeing a huge rise in need for cycle and scooter parking. The team have installed additional shelters at six schools.
The team’s iBike Officers are working with colleagues in Outdoor Education on the roll out of led rides and led walks.
Consultation is underway on design options for the Canniesburn Toll Improvement Project which aims to improve the function of Canniesburn Toll for pedestrians and cyclists making travelling by these modes safer in the immediate vicinity of this roundabout.
The project also aims to improve the flow of traffic and reduce journey times with the introduction of traffic signals. More information is available here: https://www.eastdunbarton.gov.uk/canniesburn-toll-improvement-project.
The Waste Service continues to deliver all services in line with programmed schedules, with demands remaining consistent over the period.
Dry Recycling Collection and Food Waste Collection
Collections are operating normally for residents with recycling tonnage remaining consistent in line with previous updates.
Green Waste Collection
The Garden Waste Service is operating in line with the routine fortnightly intervals and normal seasonal demand for this service.
Bulky Collections (Special Uplifts)
The Waste team continue to deliver the Special uplift service in line with requests and demand. Timescales for uplift continue to fluctuate depending on available resources however the team continue to monitor performance in this area.
The service continues to work through requests for replacement bins as resources allow with a consistent demand for replacement bins across a number of areas. In line with previous commitments, priority is given to residual bin deliveries however the team continue to work through all requests as resources allow.
Mavis Valley Recycling Centre
The household waste recycling centre is now working full summer hours in order to meet the demands from the public. The changes have had a positive impact on spreading the demands over the longer working week. Full time traffic management remains in place in order to manage traffic on the main Balmuildy Road.
Booking System Development
Officers from the waste service are currently working with the Business Change Team to develop and procure a new booking system for the Household Waste Recycling Centre. The new booking system, once in place would allow the service to control the number of vehicles on site at any given time and remove the need for traffic management at the entrance to the main Balmuildy Road entrance.
The service continues to manage the legal operation of the Councils fleet including compliance with the Goods Vehicle Operators licence, Drivers hours’ management and maintenance regimes. Officers continue to progress work on the fleet replacement Capital Programme for the coming financial year. Work is progressing through procurement for tenders and orders for new vehicles due for delivery in through 2021/2022 financial year. The team continue to progress the de-fleet and disposal of outgoing fleet assets in line with the replacement programme.
The fleet workshops based at the Hilton depot continue to service and maintain all front line Operational fleet vehicles and plant on a rotational shift basis. The service is currently working to meet significant demands for ongoing maintenance and remedial works in support of front line operations. The team continue to prioritise all work based on available staff and the greatest needs in order to deliver through these challenging times.
The team continue to support colleagues in Education, HSCP and Facilities Management for Transport activities associated with ASN School Transport, day services and meal deliveries across the Authority. The team also continue to manage vehicle and plant hire activities which have increased significantly over the year, as a consequence of revised working arrangements for services, in delivering through the pandemic response.
Place & Community Planning
Environmental Health Team
The national vaccination programme and latest lockdown had resulted in community transmission of Covid-19 declining over recent weeks. There is now however an increase in the number of Covid-19 related cases in the Greater Glasgow Health Board area and the emergence of a new variant of concern, which was first identified in India. This has increased the amount of contract tracing that the Environmental Health Service is currently being required to carry out.
Covid-19 public health work continues to create a significant additional demand for Environmental Health Officers. The team are working with Education colleagues to deliver contact tracing within schools in liaison with health board colleagues through local Problem Assessment Groups (PAG’s) and Incident Management Teams (IMT’s). We are also being advised of clusters within occupational settings that require to be investigated to ensure the adequate mitigation measures are being put in place by businesses to prevent virus transmission. To this end, the service takes part in additional meetings with Health Board colleagues to agree investigation plans.
The area moved to Level 2 of the tiered strategy within The Health Protection (Coronavirus) (Restrictions and Requirements) (Local Levels) (Scotland) Regulations on Monday 17 May 2021 This means that hospitality premises can now sell both food and drink indoors, that travel restrictions will be further relaxed and that small groups of people can meet indoors. Due to recent rises in Covid cases however the area will remain in Level 2 w/b 7th June. Environmental Health will be at hand to respond to increasing enquiries and engage with hospitality businesses. Programmes of visits to monitor compliance and mitigation measures will also be delivered with assistance being provided by the new Public Health Compliance Officers. This includes evening visits to the hospitality trade with Police Scotland.
Other routine service requests such as food complaints continue to be received. The team are sampling foods from local businesses to assist in national monitoring surveys to ensure safety, composition and labelling requirements are adhered to. The importance of food safety and food standards compliance continues to be significant during the course of a wider public health pandemic.
Away from business regulation, officers also continue to deal with other environmental regulation and public health in terms of Air Quality, Contaminated Land and numerous noise, odour, smoke, housing and dampness service complaints. The team are also assessing relevant incoming planning applications and providing comment for planning colleagues on environmental public health considerations to be accounted for. The team received good news recently when our Environmental Protection Officer successfully completed his professional exams to become a qualified Environmental Health Officer.
The EU Exit Deal and its implications continue to be monitored, as there are implications to the import and export of food products. Food Standards Scotland has given advance notice of the expectation for the Official Food Control Recovery Plan to be implemented by Councils. This is likely to generate very significant extra work over coming months with the presumption that inspection programmes can begin again in autumn.
Trading Standards Team
On 5 April 2021 the reopening of a number of retail businesses was permitted, including barbers and hairdressers premises (by appointment at a specific time), garden centres, showrooms, homeware, baby equipment, electrical repair, key cutting and mobility product shops. All other businesses were allowed to operate a click and collect service. The re-opening of hairdressers and barbers caused a number of compliance issues at premises. As well as having to deal with the resultant enforcement issues, the team also had to respond to a number of business advice requests and complaints.
From 26 April 2021 all other retail premises and mobile services re-opened, working in people’s homes was able to resume, and gyms and swimming pools could reopen for individual exercise. Driving lessons and tests resumed and libraries, museums and galleries were all able to re-open. With the reopening of most retail and leisure, there was a significant increase in workload for the team. Further business advice on the requirements for hairdressers and beauticians was also issued to the close contact services sector.
With effect from 17 May 2021 East Dunbartonshire has now moved into Level 2 restrictions. This allows the following premises to reopen – cinemas, bingo halls, amusement arcades, theatres, comedy clubs and casinos, as well as snooker/pool halls and bowling alleys. In relation to sport and exercise, outdoor adult contact sport and organised activities for adults outdoor is now permitted. Indoor group exercise is now also permitted. Soft play centres and funfairs, along with nightclubs, dance halls and discotheques must still remain closed.
Trading Standards Officers continue to provide individually tailored advice and guidance to all non-food businesses on the emergency health protection Covid-19 Regulations and Scottish Government guidance. Since the restrictions came into place the Trading Standards team have dealt with over 500 complaints and business advice requests on Covid-19 related matters and have also delivered over 2000 interventions under the emergency Regulations.
Further, there has been an increase in the workload in the areas of scam prevention, product safety, fair trading, metrology and petroleum. Unfortunately there has been surge in the number of Coronavirus scams circulating via email, Facebook and text messages.
These scams are wide ranging and some examples include advising you are a priority group due to family genetics or that you need to confirm your NHS vaccine appointment, all of which involve clicking on a link which then asks for a payment and/or personal details. Working with the Corporate Communications team Trading Standards are posting regular warnings on social media to alert residents.
Having now exited the EU, Trading Standards are also receiving a number of enquiries in relation to the legislative changes that are relevant in terms of their remit. Officers continue to receive training in relation to the wide range of changes that have resulted from the withdrawal agreement, with areas such as fair trading, e-commerce, metrology, product safety, animal health, and cross-border matters all being the focus of on-going e-learning sessions.
The Team's Fair Trading Officers have continued to provide advice to consumers and traders in relation to contractual disputes. Many of these instances have arisen as a consequence of the coronavirus restrictions impacting on performance of contracts, particularly home improvement complaints. The current situation presents additional challenges when mediating between businesses and consumers to satisfactorily resolve complaints.
The Team's Licensing Adviser continues to deal with routine licensing consultations, complaints and enquiries. A large number of occasional licence applications have also recently been handled in light of the reopening of the hospitality sector on 26 April.
Community Safety Team
The Community Safety Team continues to undertake a broad range of work for the benefit of our local communities, with all service delivery activity meeting the requirements of the latest Covid-19 restrictions that are currently in place across East Dunbartonshire.
Investigation of instances of fly-tipping continue to feature heavily and officers have been working closely with colleagues in Police Scotland to take robust enforcement action in relation to a number of offences. Deployment of additional mobile CCTV should now be feasible in the coming weeks in order to assist with offence detection and support the valuable enforcement work being carried out by the Community Safety Officers in relation to fly-tipping issues.
Control of Dog matters continue to be investigated and an essential pest control service has also been delivered for residents on an on-going basis since the start of the original lock down in March 2020. In terms of pest control, regular visits to all of our permanent bait sites have now also recommenced in order to support both general recovery and the Council's on-going public health response in relation to the Coronavirus pandemic.
For Community Wardens on-street enforcement for parking offences recommenced in the middle of August 2020. Charging and enforcement in off-street car parks then recommenced 14 September 2020. During the current period of Covid-19 restrictions, the focus for the Community Wardens in relation to Decriminalised Parking Enforcement (DPE) has largely been centred upon our town centre areas, but due to ongoing complaints about parking issues at a number of our Primary Schools the team will be continuing to ensure that patrols are carried out at these locations during drop off and pick up times over the next few months.
The new cashless payment solution within the Council’s nine off-street charging car parks has also commenced meaning that motorists now have an alternative method of paying for parking in addition to use of the existing pay and display machines. The new PayByPhone service in East Dunbartonshire went live on Monday 24 May 2021. It is envisaged that the new service will be warmly welcomed by motorists and businesses alike - as well as making parking both easier and faster, the ability to pay via smartphone will also help to encourage physical distancing and mean that fewer people need to queue at parking machines.
Essential patrols in relation to environmental incivility breaches as well as antisocial behaviour and youth disorder patrols in and around identified issue areas have also continued. Complaints in relation to the issue of dog fouling have increased significantly in a number of areas throughout ED over recent months and an increased number of targeted patrols (including plain clothes patrols) have therefore been delivered in these areas in order to tackle the problem and Fixed Penalty Notices have been issued to a number of offenders.
The team continues to provide a remote service in terms of neighbour complaints/disputes, providing advice by phone and email and liaising regularly with colleagues in other services including Housing, Social Work and Police Scotland. As part of this the team will continue to carry out antisocial behaviour visits in the most serious of cases in order to tackle the significant increase in the number of complaints that have been received in recent months - however, alternatives means are still being utilised wherever possible with face to face visits only being carried out where absolutely essential.
Community Planning and Partnerships Team
Officers continue to develop actions relating to outcomes in our Local Outcomes Improvement Plan (LOIP), via online engagement with community groups and partners / individuals during lockdown. EDVA also works in the community and has strong links. The Council continues to develop the Place plans for Auchinairn; Lennoxtown; Twechar; and, Hillhead and Harestanes. Working with key partners of EDVA and HSCP then the team are underway in a process to review the Place Plans in line with statutory guidance and to reflect changed circumstances as a result of the pandemic.
In line with revised guidance for CLD planning in 2020 and further to the requirements for Community Learning and Development (Scotland) Regulations 2013, Council Officers are developing a plan for Community Leaning and Development for 2021-24. The team have entered into discussions with partners to develop a comprehensive engagement and communication plan to support review of the Place plans which will reflect impact of Covid on our priority communities. Community Learning and Development Partnership is meeting (online) and a sub-group has been agreed to progress identification of high level outcomes and priority actions, which will support effective delivery of CLD across East Dunbartonshire.
Our Resettlement Officer continues to offer full-time support to our resettlement families e.g. providing access to essential services.
In line with statutory guidance, officers are working on the update to the Equality Outcomes and Mainstreaming Report for 2021-2025. Corporately services across the council are collating evidence of their action on outcomes, and also submitting details on future outcomes to the team for collation. As per the mandatory requirements issued to public bodies under the BSL Scotland Act 2015, EDC have produced a British Sign Language Plan with an update required in October 2021. The team continue to support reporting on the Child Poverty Action Plan
The 2021 Best Value Audit, which includes Community Planning remits, is ongoing and the team is currently working with a range of colleagues and partners to record case studies and evidence for those meetings and focus groups as part of the BV process.
Roads & Environment
In line with current restrictions the Roads Network Team will continue, on a rota basis, to carry out essential road safety repairs where social distancing can be maintained. The Operations Team resources have been prioritised to the repair of road defects reported over the last few weeks to ensure the safe use of the network and are currently undertaking the following operations:-
- Road Defect repairs
- Routine Gully Cleaning on Primary Restricted and Secondary Routes
- Road Marking/Relining Operation
- Street Lighting Repairs
- Marshalling at the various Vaccination Centres
- 24 hour emergency response to Network issues
- Footway/Verge maintenance along Duntocher Road and Balmore Road to provide additional space for walkers
- Structural Patching and Drainage Upgrade St Edmonds Grove
As restrictions ease and operating procedures amended the Operations team will be returning to road resurfacing projects with the following locations highlighted for repair over the summer period.
- Shirva Road, Twechar
- Easter Garngaber Road, Lenzie
- Switchback Road Southbound, Bearsden
- Auchinloch Road, Lenzie
- Wester Cleddens Road, Bishopbriggs
- Birdston Road, Milton of Campsie
- Station Road, Milngavie
Technical and Inspection Team
- Inspectors continue to complete our statutory safety inspections
- Process of Roads Permits applications
- Monitoring and Inspection of Utility operations
- Response to customer enquiries and reported network issues
- Asset updates and national asset management returns
- Preparation of tender documents assist in completion of capital programme
- Continue to process planning applications
- Inspection of new development street lighting installation
- Advanced capital designs for new street lighting installation prior to a return to these activities
- Inventory updates on the lighting management system
- 24 hour response to electrical defects on the lighting network
Roads Technical and Engineering Team
- Allander Bridge No.1 Glasgow Road Milngavie. Emergency repairs continuing. Wall supporting the water mains and retaining Auchenhowie Road now being reinstated after being washed away. Works programmed for completion late June
- Continuing with General Inspections, and reviewing Principal Inspection programme
- Ongoing procurement of a structures framework contract has delayed instructing new work
Drainage and Flood Prevention
- Proceeding with upgrading gullies on Glasgow/Auchenhowie road while it is under temporary traffic management
- Glazert River Restoration - Progressing to detail design stage and reviewing detail plans etc. As part of these works Officers are proposing to realign the path past the point where it collapsed
- Bishopbriggs Climate Ready Park - Detail design is progressing
- Providing observations to Planning on applications
- Attending sites to ensure compliance with construction consent approval
- Road Opening/Closure applications being processed. All indicators for road works reporting for this quarter are green
- East Dunbartonshire are to be the lead authority for this round of testing carriageway reinstatements following public utility works. This will create an additional resource burden.
- Assisting with the design and implementation of the first average speed camera system within East Dunbartonshire. System is currently being installed on Auchinairn Road and should go live over the next few weeks.
- Ongoing procurement of a traffic survey contract to continue the monitoring of traffic volumes/speed on EDC roads
- Ongoing procurement of a new system to host, interrogate and report on road crash data within EDC
- Ongoing procurement of a road markings contract to assist the in house facility
- Regular liaison with Police Scotland Traffic Management department
- Continuing with identifying and refurbishment of lining/signing on the road network
- Continuing to respond to Legal Services on licensing applications and processing dropped kerb and disabled bay applications
- Providing observations to Planning on applications
Streetscene Technical Support
- Street cleansing operations including litter picking, road sweeping, uplifting fly tipping & graffiti removal
- Dealing with fly tipping and graffiti
- Grass cutting on routes, schools and housing estates
- Lining and inspection of football pitches and school athletic markings
- Assisting with cemetery duties
- Continuation of cemetery operations including preparing for and carrying interments, grass cutting, herbicide application & installation of foundations.
- Checking & clearing of culvert grills as required
- Herbicide treatment to shrub beds and grass edges
- Play equipment inspections & maintenance
- Responding to enquiries and CRM service requests
Streetscene Technical Support
- Replacement equipment (basket swing and multi-play unit) has been installed at Mains Park play area
- Wet pour play area safety surfacing repairs ongoing
- EDC Annual Play Area Inspector appointed for 2021 inspection
- Bishopbriggs and Westerton open space and play area consultation completed - 630 responses received
- Ground preparation and sowing of annual pictorial meadows commenced
- Cairnhill Wood Path upgrade Phase 2 complete subject to final quality checks
- Reduced mowing regimes introduced at Kilmardinny Loch, Switchback and Westerton and Allander Water at Cloberfield Open Space, to enhance biodiversity.
- Wildflower plugs (10, 000 plants) planted at Heather Drive Open Space and SUDS; Whitefield Pond reed bed; Cloberfield Park complete 10,000 plants.
- Leak at Whitefield Pond watercourse fixed and additional planting of mats of Yellow Flag Iris and Pendulous Sedge installed
- Landscaping contract for Kilmardinny House awarded
- Team continues to deal with large volume of open space and tree enquiries as well as correspondence and site meetings with community groups
Mugdock Country Park
- Continuing to work on improvements to the Yard, Walled Garden, Visitor Centre and Theatre
- Liaising with Police over unauthorised access to Craigend Quarry and repairs carried out on fencing
- Finalising summer outdoor events programme
- Fielding enquiries for outdoor filming, ceremonies, exercise classes and school trips
- Working with local company to plant additional trees in the Park
- Dealing with fly tipping in car parks, emergency plumbing incident and improvements to CCTV
EDUCATION, PEOPLE & BUSINESS: SERVICE UPDATES: Friday 4 June 2021
Schools and early years’ centres are continuing to focus on supporting children and young people in both learning and health and well being as part of the recovery from the Covid pandemic and lockdown. There have been a number of positive Covid cases and Education have worked with Environmental Health to carry out contact tracing.
Secondary schools working to implement the requirements of the Alternative Certification Model which replaces the examinations for the National Qualifications. There are clear requirements by the SQA and schools and the local authority require to have a robust moderation and quality assurance processes. Pupils have completed assessments, which have to be done under controlled conditions. Considerable support is being provided by the Quality Improvement Team to schools both in regard to quality assurance and moderation and managing workload. It is recognised that this is a stressful time for pupils and support is being provided by the school.
The Early Years’ Team continue to work towards the implementation of the expansion of early learning and childcare. The new centres, Oakburn and Lairdsland, are providing an excellent environment for children. The centre at Bearsden will open for children in August 2021 when the full roll out of the expansion of early learning and childcare will take place. This will ensure transition arrangements are in place for children who are currently in other centres.
The Education Service is carrying out an extensive self-evaluation exercise to inform recovery planning both in schools and within the local authority. Schools and early years centres will be supported, through Learning Partnership Groups, to evaluate the impact on children’s wellbeing and attainment. Across the authority a review of provision for care experienced children, mental health, additional support needs, nurture and parenting and family learning is taking place. This will inform strategic planning and ensure focused deployment of the additional resources provided to support recovery.
Plans are being put in place for an enhanced summer provision to support children, who have been most impacted by the Covid pandemic. There will be provision for all primary and secondary children who are eligible to attend either the Snack and Play programme or leisure activities in the Council’s Leisure centres.
The plans for the roll out of free school meals is underway. Food vouchers will be provided to all eligible families over the summer and all children in Primary 4 will receive a free school meal from August. In January 2022, all children in Primary 5 will be provided with a free school meal. Education will work with Facilities Management to implement this expansion.
The Procurement Team continues to support tender and contract requirements across all services with significant workstreams around major assets, City Deal, Property Maintenance contracts, Community/Employability Grant applications and other needs across services such as Education, Housing, Business & Digital Change Projects, and Roads. Renewal and award of various contracts continue with various key ICT system requirements being progressed at this time.
The team continues to monitor supply chains for PPE stocks and other critical supplies. The operating arrangements and support to services have been updated for all services to ensure sufficient supplies and emergency procedures where required. PPE demand is monitored from the Stores location, and is managed/facilitated by the Procurement team. Work is currently in progress to prepare for the Summer period.
Procurement are also currently supporting key work streams, these include Mass Vaccinations, City Deal, the new Integrated Housing Management System, Transport Service arrangements, Remote Digital Solutions for Education, Pandemic Support Payments and Supplier/Partner provider support in line with COSLA guidance. Care at Home and Supported Living Contract renewals have been completed, supporting the Commissioning team and HSCP. Contract Standing Orders are currently being reviewed in alignment to the Council Administrative Scheme update.
Business Grants, School Clothing Grants, Education Trip repayments, Early Years grants, Pandemic Support Payments, and Care providers additional funding requests continue to be processed via the Procurement Support team to support Scottish Government payment requirements. Prioritised processes for invoices and grant payments are currently in progress and resources aligned to support the increased demand on the Service.
The team will continue to process Free School Meal Payments for the period of the Summer School closure and are supporting ongoing applications in line with Scottish Government Guidance. Work is progressing on planning for the Summer Pandemic Support payment. Financial tracking of costs for Free School Meals, Hardship and Isolation Payments is ongoing, and associated Grant claims to Scottish Government are being monitored.
Health & Safety
The Health and Safety team continues to prioritise areas for support based on identified requirements and prioritisation across all Council, EDLCT and HSCP services.
Support and advice continues to be provided to:
- All services operating from Broomhill organising safe access, work, test & protect requirements and egress, managing contractor and visitor entry lists.
- Education with updated COVID-19 guidelines for level 2, practical examinations arrangements for subjects such as Drama and Music and extra- curricular/outdoor activities.
- HSCP Adult services in the review of Fire Safety measures in specified buildings, HSCP Social Work team with new and updated risk assessment for safe transport and Project 101.
- EDLCT with site visits to all libraries in preparation for future introduction of services
- HR with individual risk assessment, return to work plans and support in wellbeing meetings.
- Registration services with updated risk assessments and development of guidance for lets.
- Legal and Democratic services by risk assessing the new asymptomatic test site at War Memorial Hall and assisting with the move from Auchinairn Community Centre, through procurement of relevant items, design of booths and layout of new site. Risk assessment draft for surge testing is being carried out.
- Waste and Roads to address H&S requirements for vehicle adaptations for upcoming operations.
- Property Maintenance with Health and Safety plan and risk assessments for works to be carried out at schools.
- Roads and Property Maintenance by developing and carrying out training for reviewed services and introduction to new risk assessment and method statements
- Assets and Estates with safe contractor management and development of safety procedures.
Health and Safety team continues to develop and carry out training for duty holders, fire safety risk assessments and fire training. Toolbox talks coverage and scope continues to grow as training needs are recognised throughout services.
The Team continues to engage with our Health Surveillance providers and the management of the health surveillance records. It continues to support on site clinics. Review of vibration work equipment has taken place with tool tagging for all vibration tools across services. Individual vibration risk assessments are being progressed with the review of HAVS REACTEC system to improve recording.
The team has attended sites to support Assets & Estates and contractors relating to statutory Health & Safety requirements and has continued to carry out Fire risk assessments of all operational and non-operational buildings. The asset schedule continues to grow as more buildings are identified, added and addressed as per statutory requirements under fire safety legislation.
Health and Safety inbox queries, accident and incident recording and RIDDOR, investigations, task based and DSE risk assessments continue to support all services throughout the council.
Social Work Commissioning Team
Planning & Development (P&D) team continues to support the HSCP and commissioned services including Care Homes, Care at Home and Third Sector organisations to ensure services continue, resume safely, remain flexible and responsive to changing needs and are sustainable in the longer term.
P&D has an integral role in the HSCP’s Adult Services Oversight Group that has responsibility for providing assurance during C-19, across key service areas including care homes, care at home, supported living and day care. Planning & Development responsibilities includes: service and financial monitoring, compliance, risk management, recovery planning / supporting providers to re-mobilise in line with Public Health guidance – and general market support/management/facilitation. P&D also monitors and reports on PCR & LFD testing across care homes, care at home, community based services and non -registered services.
Campsie Neuro, a local Neuro Disability Care Home formally closed on 26th May 21. P&D, working in partnership with the HSCP, Lifeways and other HSCP across Scotland and England, supported the closure and identification of positive destinations for all residents – despite limitations due to C-19 (i.e. lack of available / accessible resources).
Planning & Development continues to monitor providers Business Continuity Plans and identification of associated risks. The HSCP’s Local Resilience Management Team (LRMT) meets fortnightly to review resilience planning, surveillance and reporting across all HSCP / commissioned services
Planning & Development continues to support Social Care Sustainability Payments & Care Home Occupancy payments for providers who, as a direct result of Covid-19, have incurred additional costs relating to infection control, PPE and/or losses due to reduced occupancy. The HSCP and Council consider all claims via regular Governance Panel meetings and thereafter, approved claims are captured within the HSCP’s Mobilisation Plan. Current guidance extends to 30 June 21, updated guidance is due imminently regarding future arrangements.
In addition, P&D recently facilitated payment of the Scottish Government’s ‘£500 Thank You’ one- off grant for all eligible local providers / health and Social Care workers. Payments were progressed, following receipt of the grant totalling £ 1,964,720.23.
Scotland Excel’s National Flexible Framework for care and support services is now live and Planning & Development is actively engaging with providers to support the mobilisation of services and to help address any outstanding issues or concerns. P&D is responsible for monitoring & reporting local service performance and on-going compliance.
P&D continues to support the progression of a number of HSCP Strategic Reviews including; Learning Disabilities, Mental Health & Alcohol & Drugs and Older People Social Support Services. P&D is instrumental in establishing the reviews, co-ordinating engagement & consultations events, developing strategic plans & financial frameworks and supporting the progression of agreed commissioning priorities. Recovery Planning and lessons learnt will be a key feature across all reviews to help inform and shape services going forward.
Human Resources & Organisational Development
Following announcement by the Scottish Government (SG) that all Health and Social Care workers will receive a ‘£500 Thank You’, the HR&OD team have processed payments in the May payroll for eligible employees, with the focus moving to eligible leavers.
Trades Unions engagement continues on a weekly basis and has been focused on strategic issues such as targeted vaccination updates, workforce vaccine programme, weekly testing processes as well as risk assessment and required actions to respond to the relaxation of COVID-19 restrictions. Planning is progressing for the implementation of Services reviews within the Business Partner and Job Evaluation teams.
As the Council continues to promote to the use of Annual Leave to ensure employees have meaningful periods away from work, updated Annual Leave Guidance has been agreed with Trade Unions for circulation. A key update included within the guidance, is the reinstatement of Annual Leave, where an employee has had to self-isolate as a result of COVID-19 and has been unable to take their planned leave.
Engagement continues with Managers on the support for Individual Risk Assessments and Occupational Health Assessments based on updated regulations and Scottish Government advice. This has been a particular focus with the reopening of schools.
The HR Operations team continues to work on concluding discipline and grievance cases as timely as possible whilst always ensuring early intervention and informal resolution principles apply.
Absence analysis and support continues with priority focus within HSCP. Detailed scrutiny of the absence performance across all services continues with engagement taking place to understand required support and actions for improvement. The team continues to receive daily calls on COVID reporting for various circumstances. The implementation of a 7 day cover rota remains in place. Advice and guidance to employees and managers on COVID related issues and absences continue to be supported by the HR & OD teams.
Work continues to enhance the Employee Zone pages with updates and additions to the Wellbeing page to reflect Healthy Working Lives campaigns going forward.
Key statutory training is being scoped out and delivered and work has commenced in relation to reviewing the Council’s e-learning platform. Moving and Handling (M&H) training is a key requirement within Education to support the transition of children and young people into new schools, and to capture those that require refresher training.
Business & Digital Change Team
The Business & Digital Change Team continue to lead the delivery of a range of multi-disciplinary projects across the Council.
Our Business Systems Team have successfully completed the upgrade of the Elections Management system which effectively supported the recent Elections. The team continue to support wider Transformation projects including developing interim financial reports required to sustain services when the Schools SEEMIS Finance & Budgeting module is decommissioned. Work is also progressing to procure services required to upgrade a number of key business systems including; Council Tax, Property Maintenance Job Costings, and the Planning & Building Standards systems.
Discovery work is underway as the first phase of our transition from analogue to digital telecare commences. This work will define the scope of the project and inform an outline Business Case.
The Smart Working M365 Discovery & Implementation planning engagement is well underway with 16 of 38 workshops delivered so far. The workshops and art of the possible sessions are informing technical and business readiness prerequisites in advance of developing the Council’s Smart Working capability.
New eforms and processes are continually being developed to meet demand. The latest addition is a Childminders / Funded Providers invoicing form.
Work to deliver new solutions for the replacement of legacy Education systems continues to progress well with a wide range of new solutions being developed to allow delivery of essential functions across the Education sector.
Preparatory work has commenced for launching the Scottish Milk and Healthy Snack Scheme which will replace the current UK Nursery Milk Scheme from the 1st August 2021.
Work is underway to develop a Business Case for the procurement of a Supplier to deliver our Managed Stores facility which is used by Property Maintenance, Streetscene & Greenspace, Roads and Lighting.
Legal & Democratic Services
The team continues to support the Council’s COVID-19 civil contingencies response, supporting command structures at Council, local, regional and national level as previously reported.
In addition to the above, work is continuing on support for the most recent recurrence of COVID. Regular meetings are taking place both locally and at a Greater Glasgow & Clyde LRP level to look at current issues and also future planning e.g. dealing with additional deaths so that there robust plans in place which can be activated if necessary.
The Team continues to lead in planning and oversight of the Council’s involvement for both mass vaccinations and community testing within East Dunbartonshire. Members will recall that both centres (Kirkintilloch Leisure Centre and Allander Leisure Centre were structured to allow both the hours of operation and number of vaccinators to be scaled up as required. Activity varies from week to week depending on vaccine supply etc – in this last week an additional drop in clinic took place at the Allander and another is scheduled for Kirkintilloch on Sunday. These sessions are aimed at those who have missed their first appointment and those who have waited more than 10 weeks for a second appointment. Information will shortly be available detailing the take up of the vaccine broken down to HSCP levels and this will be shared with Members once available, however indications from the initial 9 cohorts is that uptake rates in East Dunbartonshire are very good and the amongst the highest in the Greater Glasgow & Clyde area. What is known just now is that women are more likely to be vaccinated than men and that differential is increasing as the programme moves on to younger cohorts. Officers have met with GG&C to discuss the further roll out of the vaccine and how best to target harder to reach communities. The EDLCT workforce continues to provide excellent support to the clinical operation, in a manner which is flexible and responds to the ever changing supply chain. Feedback from attendees continues to be positive and colleagues in the Leisure Trust are managing the throughput of vaccines efficiently and without any significant queues or delays. The latest roadmap for easing restrictions is such that work has been undertaken develop dual operation arrangements and so some leisure services are set to recommence in tandem with the centres continuing to operate as vaccination clinics. These arrangements have been the subject of rigorous risk assessments. In addition, discussions are now starting to focus on post October and a booster programme. Members will be updated once more information is available.
Similarly, the Team is leading on planning for community asymptomatic testing across East Dunbartonshire. This is where the Council is required to set up a testing facility in communities where there is a significant spike in infection rates and/or where there are persistently higher than average rates. These centres will be used to test those who are asymptomatic and are intended to identify where individuals have COVID-19 in order that they can quickly self-isolate and contact tracing can be triggered. Members will be aware that an ATS has been established at the Auchinairn Early Years & Community Centre. This site has seen a reasonable footfall to date. The MACA, which resulted in military support, has now ended and we are being assisted by colleagues from NHS GG&C in staffing the centre at present. Planning for the medium to longer term is in hand and Members will be updated once this is developed further. The existing ATS at Auchinairn closed this afternoon and a new fixed ATS will open at the War Memorial Hall on Monday. –Officers continue to develop plans for both a mobile and portable solution which will enable greater access and a speedy response in the event of an outbreak or concerns around transmission rates in any part of East Dunbartonshire. A bus has been adapted by colleagues in Fleet and will be fitted out as a single booth testing facility. In addition to supporting testing linked to community outreach activities, it is envisaged that the bus will regularly visit town centres across the authority to encourage regular testing. Again a more detailed Technical Note will be issued in advance of the launch. As before, the Team is well supported by colleagues in Corporate Comms and continues to liaise with colleagues in Community Planning & Place to engage with local community groups and also colleagues in Education with a view to encouraging testing via the various local schools.
In the last few weeks, the team has been engaging with Scottish Government in relation to the identification of sites for walk in symptomatic testing in East Dunbartonshire. Members will be aware that a symptomatic test site is now operational at Milngavie Station Car Park. This is a UKG operation and so officers do not currently have details of uptake but this has been requested. Home testing kits are available from the LTS
Given recent surges in the south of Glasgow and East Renfrewshire, the Team is also working with colleagues across a number of services to develop a contingency plan in the event of a similar surge in an area of East Dunbartonshire. Colleagues in Glasgow required to react overnight and create additional testing and vaccination capacity in a matter of days. In addition, staff and volunteers have been mobilised to go door to door with testing kits. Plans are being developed which identify potential workforce, health and safety measures, security issues and training etc. so that this Council can react as quickly as possible in similar circumstances.
The Team continues to be involved in the strategic management of Registration Services at a local and regional level to inform the national picture regarding the management of additional deaths during this pandemic and working with partners to support a Greater Glasgow & Clyde-wide response. The registration of births and marriages/civil partnerships continues to be supported by colleagues in Legal Services and significant progress has been made to address the backlog of birth registrations. In addition, the Team is feeding into discussions at a regional and national level, which seek to embed some aspects of the move to remote/online registration where possible and practical to do so. The Team continues to monitor the national position and infection rates so that additional resources can be deployed if necessary and plans for cover over the holidays are being finalised.
Wedding and Civil Partnership ceremonies continue to take place at 21 Southbank Road for now. In addition, the Team continues to closely monitor the ever developing situation around restrictions and what they mean for ceremonies and receptions. This will be continuously under review in light of changing restrictions.
Between 21 May - 31st May, 43 Births and 48 deaths deaths were registered. 7 wedding ceremonies were conducted with several more being re-arranged due to changing Scottish Government Covid guidelines. Enquiries and bookings for weddings and civil partnerships over the summer months are increasing. From June the Registrar will conduct Mixed Sex Civil Partnership Ceremonies in accordance with the Civil Partnership (Scotland) Act 2020.
Notwithstanding the pause in some of the workstreams around Care for People and Shielding, the Team continues to work to support governance matters and civil contingencies input in relation to Outbreak Management & concurrency issues and will continue to do so as more services are “switched back on”, and restrictions are eased.
On top of the above, there are other emerging civil contingency concerns in relation to which the Team continues to participate in various local and regional awareness and planning meetings including the review of strategic infrastructure and fulfilment of the “All Risks” approach to the various concurrent risks across the country.
Initial planning is in train for the 2022 Local Government Elections scheduled for 5 May 2022.
The team are now in the midst of work supporting the last cycle of Council and Committee meetings prior to the summer recess and planning is underway for the 2021/2022 term Placing Request Appeals with hearings scheduled for 10, 11, 16, 17 & 18 June (subject to the volume of PR Appeals received)
The team continues to support to services in relation to information management, data protection and data sharing, which are critical in these circumstances and has supported various services in the ongoing development and amendment of Privacy Notices and Privacy Impact Assessments for new workstreams and the establishment of information sharing agreements and protocols which assist the Council in its work to protect some of the most vulnerable residents. In addition to supporting the Council’s postal mail services, the Team remains busy with print activity in support of schools and Committee cycles. In addition to the foregoing, the Team is working with in relation to the classification and preservation of information generated by the Council’s response to the COVID pandemic
SMT Support & Members Support Teams
The SMT Support team is working with the CMT and SMT to assist in the re-introduction of services across portfolios and continue to support other areas of the wider service and beyond as required. The Team continues to support the CMT, SMT and Departmental Management Teams with processes for remote meetings, production of Committee Reports and Elected Member Technical Notes. The Members Support Team also continues to support Elected Members.
Legal Services continue to guide Major Assets in the negotiation and conclusion of the Council’s capital projects with negotiations well underway for the Kirkintilloch Community Sports Hub project, including the complex leasing structure that underpins the project. Work is also ongoing in relation to the contract for the new ASN school at Waterside. Due to the nature of these contracts (in terms of complexity, scale and value) these are particularly time and resource intensive. Separately, whilst full details of the impact of the UK’s exit from the EU upon labour, materials and exchange rates emerge, specific drafting is required to future-proof the Council’s interests in these projects. A number of new instructions have also come from Major Assets in the last week in respect of other capital project which are in their early stages.
In tandem with this, the team is also guiding the Housing Service in respect of delivery of its many capital projects and in the recommencement of open market purchases and shared equity buy-backs to increase the provision of affordable housing within East Dunbartonshire.
The team is also heavily involved in the contracts required for the City Region City Deal project with the recruitment of a team to support this almost in place
Further resource continues to be dedicated to interpreting, assessing and, where necessary, protecting the Council from the impact of the pandemic and the EU exit on its legal interests. In tandem with this the team endeavours to ensure that any potential benefits to the Council are optimised. One particularly busy area of work continues to be in relation to the many grant offers which the Council is receiving. Each grant comes with its own terms and conditions which the team assesses and then advises the relevant service in relation to any potential risks or performance/reporting requirements. This work can often be challenging - whilst the terms and conditions are not overly complex, the volume and increasingly short turnaround times within which the grant has to be accepted in order for the Council to access funds can at times impact on other work.
The team also works closely with the procurement team in ensuring procurement processes are complying with the changing law in this area and that the flexibilities offered by Government guidance are appropriately used. This also involves the drafting and documentation of contracts with suppliers of goods, works and services to the Council and the contractual clauses on the risk to the delivery of contracts caused by Covid-19 and the EU exit have to be tailored to fit the individual nature and circumstances of each contract. At the moment the team is assisting with some urgent procurements which have some complicated features and, as such, need detailed legal advice to ensure compliance and minimisation of risk.
The team is also playing a key role in the project team appointed to deliver a new Integrated Housing Management System for the Housing Service. The market for such systems is such that procurement of this project is complex and requires a high degree of legal project management and support. Coupled with this is the drafting and negotiation of bespoke IT terms and conditions to ensure that the system delivers as required.
The team negotiates, drafts and concludes the majority of contracts that the Council enters into for supplies, goods and services. A particular highlight at the moment is the contract for the new Committee Management system.
On top of this, the Commercial team is endeavouring to carrying out its “business as usual” activities where required in support of a Council priority. These include land transactions and commercial agreements, which seek to improve the Council’s commercial position. The team has also been involved in many data sharing and IT agreements, including licences to other partnering local authorities in respect of applications developed by the ICT team for education purposes.
In respect of litigation, at present the team is usually representing the Council’s interests by way of virtual hearings. There are, however, some matters which necessitate team members physically appearing in court. Current ongoing actions in court relate to housing, social work, licensing and employment matters. The team also continues to support the Council’s services in the management of various complex matters, which are currently at the pre-litigation stage, in an effort to mitigate effects on the Council. In addition, the team is currently preparing for a public inquiry in relation to a compulsory purchase order. This is the first compulsory purchase order that has been promoted by the Council in some time and the team, having limited previous experience of the process, is navigating it ably.
A significant amount of work is dedicated to the running of quasi judicial boards. In conjunction with colleagues in Democratic Services, virtual meetings of the Planning Local Review Body, the Licensing Boards and the Civic Government Appeals Board are now taking place – with a meeting of each of these boards scheduled for the next few weeks. The team is also busy with dealing with applications, renewals and queries from application/agents. Liquor licensing is particular busy at the moment in light of recent easing of restrictions on hospitality and the increase in demand for outside areas where alcohol can be consumed.
Both Legal & Democratic Services were heavily involved in the Pre Determination Hearing and special meeting of Council which recently took place. The team are now involved in moving this project forward and dealing with any residual legal issues.
The team also support the planning service in respect of the drafting and negotiation of planning agreements and the varying of agreements already in place as well as provided tailored advice on planning law.
Following the recent relaxation of restrictions the team is reviewing previous arrangements for licensed premises to ensure that these are up to date and reflect any changes. This work will be carried out in conjunction with colleagues in Environmental Health, Customer Services and Planning and will ensure that up to date advice is available to the licensed trade. Importantly, procedures will be as pragmatic as possible so as to facilitate reopening, whilst still ensuring public safety. In addition, procedures to support the processing of public entertainment licensing are also under review.
The team continues to provide close support to colleagues in social work in respect of sensitive and important matters involving children, families and vulnerable adults some of which are particularly pressing at the current time. These often require court appearances with very short notice. The number of referrals and matters requiring legal support has significantly increased during the pandemic and is requiring increased support from the Litigation & Licensing Team. In addition, the Service has supported social work colleagues in collating and assessing information in respect of a major Inquiry.
The team is gearing up for the return of heritable court business in terms of actions suspended at the point of the initial lockdown and other matters which have arisen since. There is, however, one complex and important heritable court matter that is being allowed to proceed due to its serious nature and the team are acting on the Council’s behalf to ensure the best outcome for the many different parties involved.
In addition to the above, the Team is now turning attention to this year’s placing requests. Members will be aware that the Council normally receives a significant number of placing request appeals which result in several weeks of Appeal Hearings. This is time consuming and labour-intensive for both the Litigation & Licensing Team and also the Democratic Team Accordingly, the Team, along with colleagues in Democratic Services are liaising with Education to agree a time line and process for dealing with these appeals.
The team is also representing the Council’s interests in respect of various employment issues, including disputes that have made their way to tribunal.
As always, the team provides strategic advice and support to its colleagues in other services on the full range of legal issues currently and normally facing the Council. At the moment, that is particularly complex and resource intensive.
As always and due to the nature of the work of the team, there are many matters which the team is working on which are confidential and sensitive and further detailed information cannot be given on these.
Resources in Legal Services have been depleted recently and the sharp increase in demand for its services has put significant pressure on the team. In addition to existing projects, the team will be required to support the delivery of the City Region City Deal project. This has necessitated investment in the team in the form of a substantial recruitment exercise to fill a variety of new and existing roles. That process is well underway and the first new members of the team have now joined, including a new Team Leader for the Litigation and Licensing team, with others to join in the coming weeks and months. The intention is that by late Summer 2021 the team will be much better resourced to be able to continue to support the Council through the projects and challenges which lie ahead.
Customer & Business Support Services
Corporate Performance & Research
The Team has been finalising the 2020/21 year-end HGIOS performance reports across all Executive Officer portfolios, the HSCP and EDLC Trust. These will be considered by Council at its next scheduled meeting on 17 June in line with agreed reporting timescales. The annual performance summary requirement for the management commentary in the Annual Accounts has also been prepared for inclusion prior to the Unaudited Accounts being presented to Council later this month.
A comprehensive overview of the Local Government Benchmarking Framework (LGBF) publication has been prepared for Council consideration on 17 June. This more detailed analysis builds on earlier reports to Councillors of the LGBF findings, issued in February and includes the Children’s Services data which is published in April. The LGBF Manual, with an overview of the protocol for collation and submission of LGBF data, has also been updated and will be issued this week to Executive Officers ahead of the next reporting deadline timescales this summer.
A report for Council with an Action Plan to implement the corporate performance aspirations highlighted in the strategic review of strategic planning and performance previously considered by Council in December 2020 is also being finalised.
The Corporate Performance & Research Team also continues to support data collation and quality assurance for performance reporting including the preparation and submission of statutory returns and local performance indicators as well as wider data analysis across Council services and HSCP social care services and ongoing reporting requirements. The team supports the response to FOIs across the social care service, and volumes of these have increased in recent months. Quality assurance improvement and data cleansing activity is ongoing to ensure accurate data and confidence in data returns.
The annual insurance renewal process has been concluded with the new policies in place as required for the start of June.
Communications & Engagement
The Communications Team continues to provide 24/7 communications support for emergencies and essential out of hours messaging. Sharing messaging in relation to restrictions being lifted in line with the Scottish Governments Framework for Recovery timeline remains an important focus, including messaging reminding residents to continue to follow guidelines. From this week, the FACTS national messaging is being retired in a move to focus on individual behaviours to stay safe and the team will continue to monitor and share national messages for our local audiences.
The website continues to be updated daily in line with service requirements, and to link to the latest guidance and Covid-19 support initiatives. Two more business grant initiatives have been prepared for launch with updated information and application forms prepared for the website as required. The publication of Technical Notes on the Council website, introduced in early April, has seen a further 10 Technical Notes published in the last two week period.
The Employee Zone, which can be accessed by all Council employees whether they are office-based or on the frontline, continues to be regularly updated with key information, including Health and Safety updates and Wellbeing support. The June programme of Healthy Working Lives initiatives has been published to this section, and key campaigns for June will be shared with employees through the regular DCE update and Employee News.
Communications support for community asymptomatic testing centre continues, with the team delivering the communications for the move from Auchinairn Community & Early Years Centre to the War Memorial Hall in Bishopbriggs. The Test Centre is available to all those living, working and visiting East Dunbartonshire and renewed messaging on the importance of testing to break community transmission and infection spikes will be implemented following the move.
Another busy two weeks for media management has seen a total of 15 media enquiries responded to, all meeting publication deadlines, and 5 media releases issued resulting in predominantly positive coverage online and print media for the Council. Media releases over the past two weeks have included the launch of the Clyde Climate Forest and commitment to plant 18 million trees in the City Region area over the next decade, the establishment of pollination habitats locally to support bees, a doorstep crime campaign and the launch of the Economic Recovery Plan. These and all media releases are available in the News Section of the Council website.
Social Media messaging remains a key focus and effective channel for engaging with East Dunbartonshire communities with a total of 364 posts over the past two weeks (132 posts on Facebook and 116 posts on Twitter). Twitter currently has 18,846 followers and a total reach over the fortnight of 2.32 million. A message for students who may be moving on registering for their Covid-19 vaccination achieved the highest reach of 38,987.
Top Twitter Posts for interaction:
On Facebook, the 132 posts reached almost half a million people (473.8k) and there 19,963 followers on the Council’s Facebook page. The highest reaching post was in relation to play park consultations in Bearsden and Bishopbriggs reaching 17,957 people. The posts in relation to a police incident in Kirkintilloch on 31 May and the current public engagement on Canniesburn Toll were next with a similar reach – and the post in relation to a St Ninian’s HS teacher reaching the finals of the TES Teacher of the Year award was also a popular post in this reporting period.
Top performing Facebook posts:
A new Consultation & Engagement Strategy 2021 - 24 has been produced to be considered by Council on 17 June, building on the previous strategy and setting out the approach to ensure consistency and inclusion in all consultation and engagement activity. Current consultation activity includes the Active Travel consultation and the Canniesburn Toll consultation and details of both of these and the consultation archive can be found on the Consultation Page of the Council website.
The Graphic design section has provided new signage and promotional materials to support the move of the Community Testing Centre and designed the suite f case studies and LOIP Overview as part of the Council’s Best Value Audit submission.
The Emergency Response Centre continues to provide customer support 24/7 for the hour care alarm service, CCTV monitoring and emergency communication across services out of hours as required.
The wider Customer Services team continues to respond to changing priorities and fluctuating numbers of daily enquiries, predominantly in response to local and national measures in relation to Covid-19 including vaccination and testing and to service changes and announcements as these are communicated and promoted.
Digital channels as well as phone calls are responded to, and in the past fortnight a total of 88 messages were received by the Council and responded to by Customer Services, 66 through Facebook and 32 through Twitter.
Customer Service delivery continues primarily through digital and phone channels in line with current guidance with a strict appointment-only based approach remains in place and is working effectively for the necessary face to face elements required for licensing applications at Bearsden Community Hub. Likewise, Registration services (delivered by Customer Services Agents/Assistant Registrars) continue to effectively provide a 5-day service delivery in line with current guidance. Death registrations are delivered remotely through telephone appointments from Kirkintilloch Community Hub where documentation can be issued. Birth registrations are being undertaken in real time with a preliminary telephone appointment prior to a face to face appointment for the final stage and signing of the register. A strict appointment system also remains in place for marriage paperwork submission. Ceremonies are being delivered at the former Registration Office on Southbank Road which has been risk assessed and appropriately signed for those attending. Ceremonies are in strict compliance with current stay at home guidance and maximum numbers permitted. Guidance and advice for ceremonies is provided in line with current guidance and the road map out of lockdown.
Plans are in place to look at service delivery through the Community Hubs once restriction levels permit these to be reopened with appropriate Covid-19 measures in place.
The school support co-ordinators continue to support the primary, nursery and education units including covering office staff absence. They are engaging with the Business Change Team to devise interim processes due to the retirement of the SEEMIS Finance module. Homecare and Residential Teams are uplifting rates following the introduction of a new framework for care providers. They continue to process paperwork for all services for the more vulnerable people within EDC to ensure providers receive their payments at these new rates. The Transport Team are collating paperwork for Round 2 of the ASN tendering process. Round 1 has now been analysed and returned to Procurement who will liaise with Legal prior to awarding the contracts. The team are liaising with SPT for the mainstream transport contracts that are required from August. The EMA Team continue to process the final payments for this school session in preparation for the Scottish Government announcing the EMA criteria for the next school session in August.
The Early Years team, in conjunction with the Business Change Team, continue the preparations for the new SEEMS Early Years system. The Education Team issued all placing requests outcomes by 5 May in line with statutory requirements. The team are now working on the preparatory work for the Appeals process.
The General Team continues to support the Test & Protect Service through the National Assistance Helpline while providing assistance to the Scottish Welfare Fund team.
The Letting Team continue to bring community lets back online and have started the annual letting process for year 21/22 subject to the Scottish Government Covid restrictions. The team are reviewing the Blue Badge applications process changes due to introduction of new Scottish benefits systems.
The Social Work Team continues to process all referrals for social work, including Homecare and Child Protection. New admin processes have been successfully implemented as part of the SCRA system and the new DAISY system within ADRS has now been successfully rolled out.
Revenues & Benefits
The Scottish Welfare Fund continue to place a high demand on services we deliver. The team are anticipating a significant increase in the numbers of applications for the self-isolation support grants due to a change in the criteria. Community care grants continue to increase but the team are progressing decisions on these cases within the required timeframe. Crisis grants appear to have stabilised although this is now at a 30% higher level each week than pre pandemic.
Non Domestic rates has higher than normal levels of workload and additional resource is allocated to this area. The team will publish the Non Domestic Rates Relief cases by 1 July 2021 as required by Scottish Government.
The Benefits Team are still seeing high levels of applications, particularly for Council Tax Reduction, however, we continue meeting our performance objectives in this area. The Housing Benefit Accuracy Initiative is now live for our area and we will be reviewing cases in line with requirements for the Department of Work and Pensions.
The Council Tax Team are working through the high workload on a date priority order. Recovery timetables are now back to normal schedule with summary warrants before the Sheriff Courts for signing. We anticipate the warrants will be issued next week.
We are currently preparing a plan and timetable to process the Low Income Pandemic Payments in line with the Scottish Government guidance. The team continue to work with our colleagues in Business Gateway on all the numerous Scottish Government grants to support businesses during the current period. Debtors’ invoices and recovery are continuing as normal.
The Infrastructure Team continues to support the major assets programme and various transformation projects across the Council. The team have completed all requests for laptop and chromebook devices for pupils issuing 407 laptops, 1244 Chromebooks, 516 ipads and 272 Mifi devices. The team are also planning upgrades to the schools network infrastructure and device replacement programme.
The Council requires an annual compliance check to allow us to connect to the Public Service Network (PSN). The ongoing patch process that all EDC users are aware of is one strand of the compliance however, we are also required to have a third party security specialist complete an annual survey of our corporate ICT estate and submit that report as part of our certification process. The 3rd party have completed their survey and we are awaiting the report to address any issues.
ICT colleagues have been involved in workshops with our support partner for the implementation of Microsoft Office 365. The current discovery phase allows the partner to understand our current infrastructure and prepare a report outlining the work required to prepare for the transition to Office 365.
The Support Team continue to provide support across the Education and Corporate estates working to agreed SLAs. The team are in the process of replacing all of the Homecare mobile phones to meet the required security standard for the latest version of CM2000.
Finance & Audit
Work within the finance team continues to move towards statutory year-end tasks and the preparation for financial reporting and subsequent audit. This work covers the Council’s main financial statements as well as Mugdock Country Park, Charitable Trusts and support for the IJB. Ongoing developments and technical guidance continue to inform the year-end position which will presented to Council in draft prior to the end of June 2021. Whilst the provisions of the Coronavirus (Scotland) Act have been extended work continues on the basis that options to extend deadlines for draft financial reporting will not be exercised albeit the final annual audit report will likely be delayed until the end of October. Despite more challenging circumstances and increased technical guidance at the year end and extension to draft accounts has not been planned for. To action such a delay would have implications for future planned work including the teams ability to support the Council's Covid recovery. Whilst the Accounts are acknowledged as being vitally important it should be noted that the first June deadline is for draft accounts. Whilst we work toward producing a quality output teams are gearing up to work with Audit Scotland throughout the audit process to ensure that any issues identified and points raised are included in the audited version later in the year.
The work of the team also continues to support the Council’s ongoing Best Value Review due for reporting to the Accounts Commission later in the year. This work covers all aspects of the Council work including governance, finance, workforce and performance. In addition specialist Best Value auditors have now met with Partners to provide a more detailed assessment of work within Community Planning and Partnerships. This work covers much of the Council’s response to Covid-19 and provide an important assessment of the Council demonstrating Best Value up to and throughout the last year. All initial meetings with Officers, Members and Partners have been concluded with the report currently being drafted with residual points or clarifications being provided.
In addition work continues on a number of business as usual activities as previously reported to Elected Members. These efforts continuing throughout our teams. Significant work is ongoing to support payments, the administration of new grants and systems developments to support the ongoing Council efforts.
The Finance Team continues to engage with services to track the impact of Service arrangements and the attributable costs of Covid; this work is being finalised for reporting at the year end. This work will inform future discussions about services with new announcement on funding occurring on a regular basis. Otherwise the process of business grants administrations continues to be challenging to manage with new forms of funding requiring administration and the development of guidance. This continues to increase the workload of all supporting teams with enhanced financial monitoring being required. With work ongoing in relation to a number of additional grants it will be necessary for the Council’s internal audit team to validate and consult on new control processes.
The Council’s Chief Finance Officer continues to work with COSLA and the Directors of Finance to represent the best interests of Local Government and the Council as efforts increasingly turn to budget setting and year end outturn. Work is also ongoing to review the requirements, guidance and notifications required to put in place a number of additional fiscal flexibilities to assist the Council as part of its future financial planning. The team is actively working with COSLA to inform the Scottish Government budget process making representations in a number of core areas for future funding including new Human Rights Legislation.
Work is increasingly focused on the delivery of a comprehensive set of Financial Statements working with other Finance Teams, Internal and External Audit to set the parameters and agree the application of technical guidance to be included in the current year. Work is also ongoing to maintain and improve the Council's financial systems and controls, including alterations required to the Oracle ledger system and ongoing financial year end work.
The team continue to provide support the discharging of 6,045 grants to businesses totalling £27,173 million and reclaiming that from the Scottish Government. Existing schemes are now being finalised with work ongoing to prepare for new schemes from the new government. The timescales for these continue to be challenging.
Current VAT issues including adapting the Council's VAT return to meet HMRC's requirements under Making Tax Digital and the construction reverse charge have been implemented. Due to the nature of the pandemic the last two VAT returns have required further information to be provided to the HMRC with subsequent requests for information on Business Grant awards which has the potential to require significant additional time to accommodate. The scale and timing of developments in these areas ensure that the work of the team to support other teams in the Council continues at pace.
The compliance and systems team continues to work with the Business and Digital change team to improve the Council's income systems to provide a better service to customers and to secure the Council's income streams against the effects of Covid. This extends to providing support for the post-Seemis system development within Education and the finalisation of VAT issues and user support.
The team continue to support the finalisation of expenditure expectations in relation to Covid. This includes tracking the various income streams to establish whether funding is additional to support the anticipated financial gap or in the form of a grant to offset new, additional and required expenditure. This is being constantly reviewed and will is being included for year end analysis and reporting. This work has now been consolidated into a single tracker and circulated to Executive Officers to ensure good governance and to aid reporting.
The team has finalised and submitted the POBE (provisional outturn against budget estimates) return and have finalised queries following review by the Scottish Government many of which relate to the impact of Covid-19. Under normal circumstances this would provide for a reasonable approximation of the year end position however with expenditure based on Period 10 and the subsequent variation immediately before the year-end this remains a work in progress. In this respect the team continues working towards on the financial year end report, including that for Mugdock, as well as finalising the Election costs and return. Mugdock accounts are now largely complete for issue in Draft.
The Teams is also supporting the development of solutions to manage Seemis retirement of budgeting functions for schools. This is a technically challenging task lead by Organisational Transformation teams
Treasury, Capital & Housing
The team continues to track current restrictions on the Council’s cash flow including the impact of any intended borrowing decisions with Capital works remaining slower than planned. The treasury team continue to monitor cash flow closely due to the increased financial transactions due to Covid ensuring that there is liquidity for all Council activities. This including putting in place the new controls and procedures for paying the daily isolation grants and also the opening of our new bank account to enable enhanced cashless catering processes at our schools. The team are engaging with Treasury advisors to determine the impact of potential fiscal flexibilities and the application of these in future years.
The Capital & Housing Team are now focussed on year-end activities including the outturn for the Council’s Capital Programme as well as that relating to the trust.
Internal Audit and Fraud
Internal Audit have continued to work on planned audits including Social Work Charging, Corporate Health and Safety, Buildings Regulatory Compliance, the Highways Code, and Business Grants Testing. Full details of recently completed internal audit work will be provided at the Council meeting in June. The appeals work on the Strategic Framework Business Fund and Discretionary Grants has been completed, although there may be an organisational requirement for further support which will be provided in the event of any future grant schemes. The completion of the appeals work has enabled more of a return to business as usual. The team are liaising with the various services to understand where risks and pressure points are and seeking to schedule in 2021/22 planned audit work. In addition, the team have been working on year end reports and assurance for both the Council and the HSCP and providing ad hoc advice and support where required.
The Corporate Fraud Team is focusing on National Fraud Initiative (NFI) matches, and business grants and school places investigations. The Team has continued assessing the NFI matches and commencing investigations, focussing on the high priority matches and those that are most likely to yield results which at present are the single person discount matches for Council Tax. Further data matches, relating to Covid Business Grants distributed in the year, are expected imminently. The team is also working with Corporate Health and Safety to perform risk assessments for the resumption of face to face work, which will allow the progression of cases which are currently limited through desk based working.
HEALTH AND SOCIAL CARE PARTNERSHIP (COUNCIL DELEGATED SERVICES): SERVICE UPDATES: Friday 4 June 2021
HSCP Business Continuity & Recovery / Transition Planning
All departmental and overarching Business Continuity Plans continue to be in place. A Covid-19 annex to the HSCP Business Continuity Plan provides more detailed information on essential service prioritisation approach, team consolidation plans, public protection arrangements, arrangements to support and sustain commissioned services, arrangement for sustaining staff capacity and communications. These business continuity frameworks will continue to be updated in response to presenting and projected pressures and developing guidance. Virtual management team meetings are also well established The HSCP Board has resumed normal business processes, albeit virtually. This approach will be reviewed again post recess.
Performance and activity reports continue to be prepared for consideration by the HSCP Board as normal. These provide indications of service activity and outcome impacts as a result of Covid-19 across HSCP functions and services, as well as reporting on normal business activity and performance. A Q4 full-year report will be presented for consideration at the IJB’s June meeting. The full annual performance report will be presented in September.
In line with the Council’s COVID-19 Strategic & Operational Planning, an HSCP Transition and Recovery Plan has been developed, with a focus on service remobilisation wherever safe and possible to do so. This is updated iteratively in line with Scotland’s updated routemap. The HSCP is also linking with the Council and NHSGGC on ensuring consistent decision-making and communication on service prioritisation and transition planning. A number of business continuity response and tracking arrangements have now been de-escalated to standby status in order to re-direct resources to recovery planning, they can be re-escalate immediately if necessary.
The HSCP has completed its aspects of the vaccination programme with occasional mop up for housebound patients where required. Consideration will have to be given in the near future to how the 2021 flu immunisation programme and any further covid ‘booster’ programmes will be delivered. National and NHSGGC guidance is awaited in these areas. Opportunities continue to be offered to all health and social care staff, and those in supporting roles, who are front facing, and arrangements for personal protective equipment (PPE) continue to be in place for all services.
Public protection work, which includes child and adult protection, drug and alcohol services, metal health, and a range of justice services, continues to be prioritised.
The Public Protection Chief Officers Group (COG) continues but has returned to a frequency closer to normal levels. The Public Protection Leadership Group established at the outset of our Covid-19 response has continued, bus as with the COG meetings, has reduced frequency. This ensures ongoing management oversight of all operational matters and statistics relating to Public Protection, in a manageable manner. The local Child and Adult Protection Committees have resumed consideration of expected business items, alongside data and emerging risks and issues.
Practices and processes for protection functions are updated in line with revised national guidance and the Coronavirus (Scotland) Act 2020 as and when required. A specific public protection covid-19 risk register has also been developed to support ongoing work. Items of concern are noted and escalated to COG. Work will commence to bring local child protection guidance in line with a refreshed national approach, once that is published.
Service Delivery Impacts
Most social care services continue to be delivered on a business as usual basis e.g. statutory assessment and supervision services, care at home and residential care. Building based day and respite services have all now resumed, working on a revised and much reduced capacity basis, including Kelvinbank Resource Centre and Milan day centre. Alternative forms of support are provided where possible.
Assessment and Care Management
Social Work assessment and care management referrals are operating at or exceeding pre-pandemic levels with notable upturns in drug and alcohol, mental health, community care and community nursing service requirements. Numbers of East Dunbartonshire residents going to and being admitted to hospital continue to be high with a resulting pressure around people whose discharge from hospital is delayed. People delayed while awaiting legal powers to be put in place to enable discharge to a care home now make up 50% of the current delays. Largely this is out with the control of staff within either the HSCP or EDC. The main Social Work Assessment and Care Management Teams continue to deliver their statutory services.
Contact and monitoring is being maintained through digital mechanisms and phone calls wherever possible, whilst fulfilling the requirements of statutory orders and public protection requirements, although in line with Scottish Government guidance face to face contacts for the most vulnerable and at risk has been increased.
The Persons at Risk Database (PARD) that was been established to identify HSCP service users requiring ongoing contact during the Covid-19 response time period continues to be actively used. Numbers on the PARD remains fairly static at close to 6000. Those who do not receive a direct and ongoing care package e.g. home care, are contacted on a frequency that is defined by the assessed level of risk to their welfare and levels of need.
All of the Council’s in-house social care services continue to operate. Our day services are operating on a limited basis. The Outlook and Outreach services operate an emergency response to families and individuals in crisis. The oversight of all day services, including those delivered by 3rd and independent sector partners is monitored via the HSCP Registered Care Services Oversight Group which has input from public health and the Care Inspectorate.
Joint working with trade union colleagues continues to be very positive in responding to issues on the ground.
The ED Interim CO continues to lead pan NHSGGC on shared work on care at home and day care services and has also agreed to take a lead role on the Adults with Incapacity hospital discharge issues.
Testing for Social Care Staff
Covid testing is now embedded in routine practice for social work and social care staff.
Support to Care Homes
A high level of support continues to be provided to care homes. Enhanced clinical support from the HSCP is routinely provided 5 days a week and over the weekend where this is required. In line with Scottish Government requirements the HSCP has in place a regular safety ‘huddle’ to oversee the position of each local care home. Following publication of the national social care winter plan this group’s remit has expanded to cover all registered care services as described above, with an action plan in place to take forward these provisions. Scottish Government have confirmed that the additional scrutiny and assurance is required to remain in place until March 2022.
Processes for regular staff testing and enhanced outbreak testing of residents where required are well established. At the time of writing no homes in the area are experiencing an outbreak. Indoor visiting in care homes began to be reintroduced from early March. As of the 16 April six people from six different households are permitted to visit a resident outdoors, as long as the care home area is in level 3 or lower as per Scottish Government rating, and the home has no outbreak. From this week guidance has been implemented that sets out how day and overnight trips out of care homes for residents can be safely arranged.
The process for the close down of Campsie Neurological Unit was successfully completed in time for the planned closure date of 26 May 2021.
Support to Home Care
The Care at Home service continues to be increasingly busy, with a noticeable trend towards referrals for more complex and staff intensive care support. There are particular challenges arising in capacity in the west of the locality linked to specific issues that two key west locality providers have. This may begin to impact on hospital discharge delays for people awaiting home care in that area. All required PPE and support for safe use of this continues to be in place. Weekly testing for our care at home workforce is in place.
The HSCP Board (IJB) has agreed for the HSCP Strategic Plan 2018-21 to be rolled forward for an additional 12 months, with the addition of Covid-19 critical response, transition and recovery to be added as an additional strategic priority for 2021-22. This arrangement was agreed with the Scottish Government through the provisions of the Coronavirus (Scotland) Act 2020. A review of the 2018-21 Strategic Plan has been completed and preparatory work has now commenced on the new substantive HSCP Strategic Plan 2022-25. A one year ED HSCP Delivery Plan will be considered by the IJB in June.