Agenda and Reports

Home , Dean Castle, Drongan, Drumclog, Glenbuck, Kilmarnock, Kilmaurs

Telephone: 01563 576019 Email: Fiona.lees@east-ayrshire.gov.uk

Democratic Services Officer: Lynn Young Telephone: 01563 576136 Email: [email protected]

To: Members of the Ayrshire Shared Services Joint Committee

29 October 2020

Dear Councillor

AYRSHIRE SHARED SERVICES JOINT COMMITTEE - 5 NOVEMBER 2020

You are requested to attend a meeting of the Ayrshire Shared Services Joint Committee to be held on THURSDAY 5 NOVEMBER 2020 commencing at 1000 HOURS by video conference, in order to discuss the undernoted business.

Yours sincerely

SIGNED OFF BY JULIE MCGARRY ON BEHALF OF

David Mitchell Chief Governance Officer LY/SC

B U S I N E S S

CALL FOR SEDERUNT AND INTIMATE APOLOGIES (page 1)

1. EXCLUSION OF PRESS AND PUBLIC (page 2) - Recommend that Committee pass the following Resolution:- “That under Section 50A(3A) of the Local Government (Scotland) Act 1973, as amended, the Press and public be excluded from the meeting for the following items of business on the grounds that if members of the public were present, there would be a real and substantial risk to public health due to infection or contamination with coronavirus ”.

2. DECLARATIONS OF INTEREST (page 3) - Under this item, Members are asked to declare, if required, any interest in any of the undernoted items of business on the agenda and to provide explanation of the nature of the interest.

3. ROADWORKS PROGRAMME 2020/21 (pages 4-31) - Submit report (copy enclosed) by the Interim Head of Roads: Ayrshire Roads Alliance advising the Joint Committee of the progress made with the road improvement programmes within East Ayrshire and South Ayrshire for financial year 2020-2021.

Council Headquarters, London Road, Kilmarnock KA3 7BU Tel: 01563 576000

4. RISK REPORT AND REGISTER (pages 32-47) - Submit report dated 21 October 2020 (copy enclosed) by the Interim Head of Roads: Ayrshire Roads Alliance advising the Joint Committee on the management of risk associated with the Ayrshire Roads Alliance.

5. UPDATE ON PERFORMANCE SCORECARD (pages 48-54) - Submit report (copy enclosed) by the Interim Head of Roads: Ayrshire Roads Alliance advising the Joint Committee regarding the progress made to date against the Performance Scorecard.

CALL FOR SEDERUNT AND INTIMATE APOLOGIES (page 1) 2

1. DECLARATIONS OF INTEREST - Under this item, Members are requested to declare, if required, any interest in the undernoted items of business on the Agenda, and to provide an explanation of the nature of that interest.

AYRSHIRE SHARED SERVICE JOINT COMMITTEE

5 NOVEMBER 2020

Report by the Interim Head of Ayrshire Roads Alliance ______

SUBJECT: ROADWORKS PROGRAMME 2020/21 ______

PURPOSE OF REPORT

1. The purpose of this report is to advise the Joint Committee of the progress made with the road improvement programmes within East Ayrshire and South Ayrshire for financial year 2020-2021.

RECOMMENDATIONS

2. It is recommended that Joint Committee:

(i) Notes the Ayrshire Roads Alliance works progress for 2020/21, (ii) Otherwise, notes the contents of this Report.

BACKGROUND

3. The budget allocation for East and South Ayrshire Councils Roads Investment Programme for FY 2020/21 can be seen in tables 1 and 2 below respectively.

Programme Area Budget (£m) Carriageway Resurfacing 5.200 Footway Resurfacing 0.150 Traffic & Road Safety 0.265 Structures (Bridges & Culverts) 2.000 Cycling, Walking & Safer Streets 0.563 Smarter Choices, Smarter Places 0.112 Spaces for People 0.555 SPT 1.475 Total 10.32

Table 1: East Ayrshire Council Roads Investment Programme 2020/21

Programme Area Budget (£m) Carriageway & Footway Resurfacing 2.336 Structures (Bridges & Culverts) 0.502 Street Lighting 0.250 20mph Rural Villages 0.279 Traffic Signals 0.174 LED Replacement 1.709 Girvan Harbour 0.279 5

Girvan HGV 0.196 Cycling, Walking & Safer Streets 0.496 Smarter Choices, Smarter Places 0.103 Spaces for People/ Places for 1.225 Everyone SPT 0.525 Total 8.074

Table 2: South Ayrshire Council Roads Investment Programme 2010/21

DETAIL

4. The programmes for 2020-2021 are contained within Appendix One and Two. The Ayrshire Roads Alliance understands the need to monitor and manage the extensive programme of works for 2020-21. For the road, surfacing schemes in East Ayrshire and South Ayrshire two weekly programme meetings are chaired by the Strategic Manager and attended by the Interim Head of Ayrshire Roads Alliance and other relevant operational staff. For the traffic, road safety, structures and externally funded schemes, four weekly meetings are chaired by the Strategic Manager and attended by the Interim Head of Ayrshire Roads Aliiance, Traffic & Road Safety Manager, Design & Environment Team Manager and other relevant operational staff.

5. A two weekly update is provided to all elected members in East Ayrshire and South Ayrshire together with an update for Corporate Communications.

8. Timber Transport Grant awards have been received by South Ayrshire Council for B741 Dailly;B734 Barr and C88 Crosshill £0.588m. All works are now complete with recharges being made to the STTS.

9. Timber Transport Grant awards have been received by East Ayrshire Council for A713 Hollybush and B741 Manneight £0.294m.

10. Since the last shared services committee meeting Covid restrictions have once again had to be tightened due to rising numbers of positive cases across the central belt, including Ayrshire. However, members will be aware that these restrictions have been limited to hospitality and leisure at this time and all construction and maintenance works have been able to continue unimpeded. All office based staff that are able to work from home are continuing to do so with meetings where possible taking place via video and telephone conference.

POLICY/COMMUNITY PLANNING ISSUES

11. A well -maintained road network will contribute to achieving the Community Plan objectives in relation to Economy & Skills and Safer Communities to maintain good access to our communities within East Ayrshire.

12. The matters referred to in this report contribute to the South Ayrshire Council strategic objective of ‘Enhanced Environment through Social, Cultural and Economic Activities’ and within that to the outcome of ‘Work with partners to 6

improve roads and other infrastructure, to encourage house building and business investment that sustains local communities’.

LEGAL IMPLICATIONS

13. By virtue of the relevant statutory provisions, principally detailed within the Roads (Scotland) Act 1984, the Council as local roads authority is required to manage and maintain all publicly adopted roads within its area other than those which are maintained and managed by the Scottish Ministers.

HUMAN RESOURCES IMPLICATIONS

14. The work programmes have direct impact on human resources and the Alliance will ensure all works are suitably resourced to maintain satisfactory progress.

EQUALITY IMPACT IMPLICATIONS

15. An equality impact assessment is not needed because the proposal does not have a differential impact on any of the protected characteristics.

FINANCIAL IMPLICATIONS

16. The Ayrshire Roads Alliance will deliver the strategic and local services as stated in the Service Plan. The budget is provided by East Ayrshire Council, South Ayrshire Council, and other external organisations. Appropriate scrutiny arrangements are in place to manage these budgets.

RISK IMPLICATIONS

17. The Ayrshire Roads Alliance Risk Register is reviewed and presented to very Joint Committee.

18. The Works Programmes, Service Plan and the Risk Register do not expose either Council to an increased risk as they have been developed from existing budgets and existing service commitment.

TRANSFORMATION STRATEGY

19. This Report aligns with the following design principle stated in the “Transformation Strategy 2017-2022”.

• “Maximum value for our communities”, by ensuring the various elements of the Ayrshire Roads Alliance improves transport provision throughout East Ayrshire.

BACKGROUND PAPERS

East Ayrshire Council Cabinet Report - 2019/20 Roads Asset Management Plan – Investment and Programme - 4 March 202

South Ayrshire Council Road Improvement Plan 2020/21-6 April 2020

LIST OF APPENDICES

Appendix 1 - South Ayrshire Council Programme of Works 2020/21 Appendix 2 - East Ayrshire Council Programme of Works 2020/21

Person to Contact: Kevin Braidwood, Interim Head of Ayrshire Roads Alliance Tel. No. 01563 503164 E- mail: [email protected]

Implementation Officer: Kevin Braidwood, Interim Head of Ayrshire Roads Alliance Tel. No. 01563 576441 E- mail: [email protected] 8

Appendix 1 - South Ayrshire Council Programme of Works

Carriageway Structural Maintenance Programme 2020/21

Route Estimated Variance Town Description Work Type Cost to Date Comments Status No Cost +/- Uncl Prestwick Carrick Place Speed table £23,470 £21,798 -£1,672 Complete Uncl Prestwick Edminston Drive Speed table incl incl Complete Uncl Prestwick Meadowbank Lane Speed table incl incl Complete Uncl Prestwick Brandon Gardens Speed table incl incl Complete Uncl Prestwick St Nicholas Road Speed table incl incl Complete B730 Tarbolton Montgomerie Street Resurfacing £42,337 £133,138 +£43,637 Complete B730 Council Boundary At Milton - By B730 Montgomerie Resurfacing £34,164 incl incl Complete Tarbolton Street/Tarbolton, Tarbolton B744 Jcn At B743 - By B744 B730 S Of Tarbolton, Resurfacing £13,000 incl incl Complete Tarbolton Tarbolton A70 Holmston A70 By Ayr Roundabout - B744 At Resurfacing £168,000 £130,833 Final Measure Complete Belston, Ayr A719 Council Boundary A719 By Craigie - S To B730 Jcn At Resurfacing £146,000 £167,002 Final Measure Complete March Bridge, Craigie A719 Raith Cottage At By B739 - A77(T) At A719 Resurfacing £60,720 £89,051 Tarbolton Sandyford Toll Final Measure Complete Roundabout, ? C16 Dutch House C16 By Monkton Roundabout - Resurfacing £30,240 £7,489 Final Measure Complete Kilmarnock 9

Road/Monkton, Monkton B730 Rabbit Wood At By B730 A719 - A77(T) Jcn At Resurfacing £101,760 £22,422 Final Measure Complete Symington Bogend, Symington UNCL Ayr West Sanquhar Road Resurfacing £32,762 £4,993 Final Measure Complete C148 Ayr North harbour Street Resurfacing £24,480 On site UNCL Symington Brewlands Crescent Resurfacing £37,740 Programmed UNCL Mossblown Station Road Resurfacing £37,018 Programmed C142 Preswick East Road Resurfacing £20,400 C39 Ayr Greenfield Avenue Resurfacing £42,900 Corton Bridge to C39 By Ayr Resurfacing £124,800 Sessionfield Road UNCL Ayr Meadow Park Resurfacing £67,500 UNCL Troon Hunter Crescent Resurfacing £64,464 UNCL Ayr Annfield Glen Road Resurfacing £36,448 UNCL Ayr St Phillans Avenue Resurfacing £90,163 UNCL Ayr Dalmilling Drive Resurfacing £29,104 UNCL Prestwick Kyle Street Resurfacing £21,930 By U99 Dundonald/Symington Resurfacing £45,500 Symington C21 By Coylton Craigs Road Resurfacing £35,750 U115 By Coylton Barbieston Resurfacing £26,000 A713 Bankfield Roundabout - Se Past A713 By Ayr Resurfacing £80,500 Ailsa Hospital To Council Boundary, Ayr UNCL Ayr Carrick Avenue Resurfacing £72,105 A79 Ayr Allison Street Resurfacing £48,705 £54,248 +£5,543 Complete By B7034 Carcluie Dalrymple Resurfacing £32,500 £30,074 -£2,426 Complete Dalrymple A719 By Maybole Dunure Resurfacing £270,100 £231,585 -38,515 Complete 10

B741 Linfern Road/Dailly - B7023 B741 By Dailly Resurfacing £384,000 £403,663 Jcn At Knockroon, Final Measure Complete Dailly B734 Barr - Hawkhill Final Measure B734 By Girvan Resurfacing £234,000 £9,081 Complete Road/Old Dailly, Girvan B734 Barr - Pinmore, Final Measure B734 By Girvan Resurfacing £136,800 £4,425 Complete Girvan C88 By Crosshill Dalhowan Road Resurfacing £86,130 £2,687 Final Measure Complete Ladywell Avenue Programmed UNCL By Girvan Resurfacing £177,100 Phase 1 C102 Road Balvaird Road Resurfacing £93,600 Uncl Girvan North Drive Resurfacing £19,355 UNCL Ballantrae Shore Road Resurfacing £22,950 U2 By Maybole Auchencross Resurfacing £21,840 U27 By Crosshill Deils Elbow Resurfacing TBC Estimated Total £2,670,059 £1,312,489

South Ayrshire Council - Footway Programme 2020/21

Work Estimated Cost to Route No Town Descripton Variance Comment Type Cost Date Status +/- Uncl Dundonald Castle Drive £12,678 U98 Symington Main Street £13,680 Uncl Troon Gillies Street £16,185 Fullarton Uncl Troon £5,589 Crescent Uncl Troon Polo Avenue £6,126 B744 Tarbolton Burns Street £7,650 McCalls C146 Ayr £44,100 Avenue Uncl Prestwick Craigie Street £8,592 Ayr Arthur Street £21,425 Holmston A70 Ayr £9,000 Road Southpark Ayr £29,700 Road Uncl Ayr Abbots Way 1 £38,700 Ayr Kersepark 1 £33,750 Cambusdoon Ayr Drive

Dundonald A759 Troon Road Gabion £5,500 £6,505 Complete Installation 12

South Ayrshire Council - Lighting Programme 2020/21

Costs Route Work Estimated Town Description to Variance Comment Status No Type Cost Date Troon, Renewal of lighting Started columns and 20/07/2020 Bradan Rd Capital Replacement £110,000.00 & Welbeck underground cable 95% Cresc network complete

Ayr Renewal of lighting Due to columns and start on Dalmilling & Capital Replacement £140,000.00 02/11/2020 Thornyflat underground cable area network

South Ayrshire Council - LED Lighting Programme 2020/21

Route No Town Description Programmed Date

- Completion of Ayr April-August 2020 outstanding units - Completion of Prestwick June-July 2020 outstanding units - Completion of Troon August-October 2020 outstanding units - Completion of Rural Villages August –October 2020 outstanding units

South Ayrshire Council - Traffic and Transportation Programme 2020/21

Calculated Funding Cost to Varian Totals Sub-bid Total Bids Project Description Stage Bid Status Date ce +/- Status Ayrshire/ Prestwick SQP £75,000 Infrastructure Improvements Construction Confirmed £0 Ongoing SPT Local Cycle Network Improvements Design/ £450,000 £525,000 (Match for various Sustrans projects) Construction Confirmed £0 Construction Follow on from Alloway to Burton Technical Completion £19,448 Cycleway (Underpass) Design Confirmed £2,091 of Design Follow on from Alloway to Burton Procurement £200,000 Cycleway (Underpass) Construction Confirmed £0 stage Land Acquisition/ Follow on from Dundonald to Technical Technical £51,380 Barassie Design Confirmed £0 Design Developed/ Sustrans - Places for Follow on from Access for All - Developed Technical Everyone £95,043 Dunure Design Confirmed £14,198 Design Follow on from Access for All - Design/ Work £125,000 Coylton Construction Confirmed £15,687 Ongoing Follow on from Loans to Troon Technical Technical £50,000 Railway Station Design Confirmed £16,078 Design Follow on from Loans to Troon Work £115,000 Railway Station Construction Confirmed £75,778 ongoing Strategic Work £60,000 Active Travel Strategy - SAC Definition Confirmed £0 Ongoing Sustrans - Cycle Funding for the supply and Supply and Procurement Confirmed £4,000 Shelter Fund £40,000 £715,871 installation for school cycle shelters Install stage Smarter Choices, Ongoing Smarter Places £103,000 £103,000 Active Travel Hub, Ayr Project Delivery Confirmed £70,892 Ongoing 14

Cycling, Walking, To provide match funding to a Safer Routes (CWSR) £496,000 £496,000 number of the projects listed above Various Confirmed £10,135 Ongoing

£1,879,871 £208,859

South Ayrshire Council - Traffic and Transportation Signal Replacement 2020/21

Signal Town Description Work Estimated Variance Costs to Date Comment Status No Type Cost +/-

Junction Central £49,428 Work Troon Ave/Dundonald Replacement £50,000 Programmed Rd £31,984 Work Junction Station Prestwick Replacement £35,000 Programmed Rd/Main St

£10,201 Work Pedestrian Mossblown Replacement £15,000 Complete Crossing

£27,217 Awaiting Castlehill Road/ £50,0 Ayr Replacement Civils Costs Chalmers Road 00

£17,148 Work Troon Beach Road Replacement £20,000 Programmed

South Ayrshire Council - Structures Capital Programme 2020/21

Route Town Description Work Type Estimated Cost Costs to Date Variance +/- Comment Status No Gadgirth Bridge Bridge Corrosion £324,000 £5,965.64 -£318,034.36 Spend profiled Out to tender Protection over 2020/21 and 2021/22.

Bridge of Coyle Bridge Deck £178,904 £89,936.64 -£88,967.36 Spend profiled Site works Waterproofing, over 2020/21 and complete apart Concrete Repairs and 2021/22 from 18T Weight Limit. weight limit.

SAC Informed of budget surplus.

Appendix 2 - East Ayrshire Council Programme of Works

Carriageway Structural Maintenance Programme 2020/21

Estimated Costs Variance Road Type Location Work Type Comment Status Cost to Date +/- A Class Rural A713 From B7034 To Craigs Road, Hollybush Resurfacing £120,000.00 Final Complete Measure A Class Rural A70 2 x Sections Resurfacing £300,000.00 Final Complete Measure A Class Rural A71 Priestland Resurfacing £30,000.00 A Class Urban A759 From B7064 To Gatehead Resurfacing £224,000.00 A Class Rural A719 from B744 to A76 at Crossroads Galston Resurfacing £132,300.00 A Class Rrual A719 GALSTON ROAD END TO WATERSIDE Resurfacing £123,200.00 A Class Rural A735 From Brackenburn Bridge To Townhead, Resurfacing £84,000.00 Kilmaurs A Class Urban Hill Street, Kilmarnock Resurfacing £56,000.00 A Class Urban A735 From Mill Avenue To Kirkton Road, Kilmaurs Resurfacing £26,000.00 A Class Urban Witch Road, Kilmarnock Resurfacing £39,000.00 A Class Urban Dunlop Road, Lugton Resurfacing £28,000.00 B Class Rural B743 From at Grassyards Farm Resurfacing £104,000.00 Final Complete Measure B Class Rural B741 From Maneight to Benbain Resurfacing £143,000.00 Final Complete Measure B Class Rural B751 From C117 To Ladeside Road, Kilmaurs Resurfacing £71,500.00 Final Complete Measure B Class Rural B764 From A77 Eaglesham Turnoff To East Resurfacing £77,000.00 Final Complete Renfrewshire Measure B Class Rural B742 From A713 To South Ayrshire Boundary At Resurfacing £26,000.00 Final Complete Snipe Loch Measure

B Class Rural B7046 From Sinclairston To Drongan Resurfacing £121,000.00 Final Complete Measure B Class Rural Mauchline Road Auchinleck Resurfacing £84,000.00 Final Complete Measure 17

B Class Rural B7046 From Sinclairston To U728 Glenconner, Resurfacing £143,000.00 Drongan

B Class Rural B778 From Stewarton North Ayrshire Boundary Resurfacing £99,000.00 Final Complete Measure B Class Urban B7081 Troon Walk to B7064 Resurfacing £84,000.00 Final Complete Measure C Class Rural C108 Stewarton/Cabroc Hill From B769 Nr Stewarton Resurfacing £90,750.00

C Class Rural C100 From Lugton Road To U28 Dunniflat, Lugton Resurfacing £82,500.00 C Class Rural C89 From B730 To Littlemill Place, Rankinston Resurfacing £22,000.00 Final Complete Measure C Class Rural C104 Sornhill/Newmilns From Windyhill Road To Resurfacing £33,000.00 Sorn C Class Rural C103 Drumdroch/Stoneyhall From C104 To B744, Resurfacing £33,000.00 Galst C Class Rural C125 Dunlop To Crossgates, Stewarton Resurfacing £90,750.00 C Class Rural C113 Cutstraw Road Stewarton Various Sections Resurfacing £99,000.00 C Class Rural C53 Treeswoodhead Road, Kilmarnock Resurfacing £33,000.00 C Class Rural C123 Ochiltree/Trabboch From B730 To Mote Toll, St Resurfacing £84,700.00 Final Complete Measure C Class Rural C120 Kilmarnock/Gatehead From South Ayrshire Resurfacing £84,700.00 Bound U Class Rural U1 Galstonmoor Galston Resurfacing £61,600.00 U Class Rural U55/56 Meikle Carleith From B7037 To U1, Galston Resurfacing £44,000.00 Partially Complete U Class Rural U728 Glenconner From A70 Nr Ochiltree To B7046, Resurfacing £160,000.00 U Class Rural U74 Bardarroch From A70 At Killoch To B7046 Resurfacing £61,600.00

U Class Rural U13 Aiket From Nether Oldhall To Brae, Dunlop Resurfacing £13,200.00 Carry Over Urban Glasgow Road Kilmarnock Woodlands Grove to Resurfacing £86,400.00 Final Complete from 2019- Knockinlaw Road Measure 2020 Carry Over Urban B7038 Glasgow Road Southcraigs Roundabout to Resurfacing £184,800.00 from 2019- A77 Slips 2021 Carry Over Urban B7038 Fenwick Resurfacing £88,000.00 from 2019- 2022 18

Carry Over Urban Beansburn Kilmarnock Knockinlaw Road to Gilsburn Resurfacing £128,000.00 Final Complete from 2019- Gardens Measure 2020 Carry Over Urban Dean Road Kilmarnock Dean Castle to Esson Place Resurfacing £16,800.00 Final Complete from 2019- Measure 2020 Carry Over Urban West Langlands Street Kilmarnock Resurfacing £54,600.00 from 2019- 2020 Carry Over Urban Cunningham Drive Kilmarnock 200 £20,400.00 from 2019- 2020 Carry Over Urban Annanhill Avenue Kilmarnock 200 £20,400.00 from 2019- 2020 Carry Over Urban Grange Street Kilmarnock 315 £37,485.00 from 2019- 2020 Carry Over Urban Park Street Kilmarnock 340 £46,240.00 from 2019- 2020 Carry Over Urban Nelson Street Kilmarnock 115 £11,730.00 from 2019- 2021

East Ayrshire Council - Footway Programme 2020/21

Cost Estimated Variance Section Street Name Location Environment to Comment Status Cost Date +/-

Dalrymple Barbieston Terrace No 2 to No 24 Residential £8,700

£8,510 Patna Blainey Avenue No 12 to Main Street Residential

Dalmellington Broomknowe No 33 to Gateside Road Residential £6,000

Drongan Lane Crescent No 56 to Taiglum Place Residential £12,690

Ochiltree Broom Crescent No 1 to Gallowlee Ave Residential £12,900

Catrine St Germain Street Car Park to Ayr Street Residential £6,000

Auchinleck Sorn Road No. 19 to No. 31 Residential £6,000

Kilmarnock Sannox Road No 1 to No 31 Residential £8,000

Newmilns McLead Street Full Length Residential £16,200

Hurlford Craigie Road One Section Residential £8,000

Fenwick Kirkton Road Various Sections Residential £12,000

Stewarton Nether Robertland Various Sections Residential £6,000

Kilmaurs Main Street Various Sections Residential £12,000

Waterside Main Road Various Sections Residential £12,000 20

East Ayrshire Council - Environmental Improvement Programme 2020/21

Estimated Year Project Description of Works Benefit Cost

Improve environment in village and road 2020/21 Hayhill, by Drongan, Environmental Kerb, upgrade verge and safety by formalising parking area. £15,000 Improvement form parking bay

Improve environment and road safety by 2021/22 Craigie Avenue, Kilmarnock Form Lay-by - street reducing on street parking problems. £15,000 parking bays

Improve environment and road safety by Future Years Wellpark Crescent Kilmarnock, widen road. Re-kerb and widen over- run reducing on street parking problems. £7,000 grassed area

Future Years Kilmarnock Rd Service Rd Crosshouse, widen road. Re-kerb and widen over- run Improve environment and road safety by £8,000 grassed area reducing on street parking problems.

Improve environment and safety by Future Years Hillcrest, Bellsbank, Dalmellington Parking Form 6 No Off-Street reducing on street parking problems. £15,000 Bays parking bays

Future Years North Hamilton Place Kilmarnock, parking bays. Additional Parking Area Improve environment and road safety by £8,000 reducing on street parking problems.

Improve environment and road safety by Future Years Gateside Road, Galston, widen road. Re-kerb and widen over- run reducing on street parking problems. £7,000 grassed area

East Ayrshire Council - Street Lighting Programmes 2020/2021

Estimated Variance Location Cost to Date Comment Status cost (k) +/-

Cumnock, Caponacre Ind. Est. 50 Completed 16/10/2020

Dalrymple, Forglen and Hillview 40 Starts 11/01/21

Darvel, Drumclog Crescent and Completed 11/09/2020 Murdoch Road and Causeway 50 road

Fenwick, Raith Road, Auchans 40 Completed 2/10/2020 Place

Newmilns, Ladeside 70 Start date TBC Total £250k

East Ayrshire Council - LED replacement programme

TOWN LANTERN AMOUNT STATUS

New Cumnock/Dalmellington 766 Complete

Patna/Dalrymple 563 Complete

Mauchline/Sorn/Catrine 957 Complete

Ochiltree/Drongan 562 Complete Auchinleck/Cumnock 1535 Works ongoing by LMU - 50% complete 22

Tender returned - waiting on REALITY Irvine Valley including Hurlford & Crookedholm 1860 update to verify designs before award Kilmarnock South, including Compiled list complete, next stage mini- 2300 Crosshouse/Gatehead/Knocketiber tender Compiled list complete, next stage mini- Kilmarnock - North East 1135 tender Kilmarnock - North West 1850 Compiled list near completion Kilmarnock - Central 1400 Compiled list near completion East Ayrshire - Decorative 350 Compiled list near completion Compiled list complete, next stage mini- Logan, Lugar, Cronberry, Muirkirk 390 tender Compiled list complete, next stage mini- Stewarton, Kilmaurs, Fenwick, Dunlop, Lugton 1420 tender Approx. EAC Total Lanterns 21000 LED units to be converted 12240 LED units completed 8760 40%

East Ayrshire Council – Structures Capital Programme 2020/21

Structure Estimated Cost to Variance Structure Reference Proposed Works Comment Status Name Cost Date +/-

Bridge Strengthening and Replacement U22/10 Burnfoot Replacement £36,000 £30,788.33 -£5,211.67 Ground Design Bridge, near Investigation Darvel completed C127 Low Ashyard Infill and vertical alignment £250,000 HRE has Programmed Bridge improvement and tie-in with funded the Funding cyclepath installation of discussions temporary ongoing with supports but HRE no further progress on cost sharing for proposed works U26/10 West Clerkland Replacement – currently closed £210,000 £1,684.86 - Land Tender ready Bridge, near to traffic £208,315.14 acquisition Stewarton ongoing. Bridge closure signage repaired. B730/10 Littlemill Bridge, Replacement £12,000 £20,174.00 +£8,174 Land Near Tender near acquisition ready Rankinston ongoing A71/280/C80 Mathew’s Burn Replace section of Culvert £4,000 £651 -£3,349 SEPA Design/Tender Culvert, West below West Donnington Street Licence Donnington obtained. Street, Darvel Land acquisition ongoing Various Multiple sites Ground investigation works at £10,000 Tenders Tender/Award Catrine/Sorn several road site showing received and imminent area 24

evidence of embankment being slippage assessed Various Multiple Listed Stone and mortar analysis for £25,000 Contract Site Bridge sites future listed building consent awarded Oct applications 2020 B741/30/C72 Rigghill Culvert Repair works No progress Programmed

C108/00 C44 Gateside Farm Replacement £10,000 £651 -£9,349 SEPA licence Design/Tender Culvert application. Land acquisition ongoing U22/10/63 CG10 Burnfoot Cattle Replacement No progress Grid U32/10 Clearmount Refurbishment £200,000 £17,349.20 - Site work On Site – Bridge £182,650.80 progressing started end of July 2020 A70/40 Coyle Bridge, Drainage repairs and scour £120,000 Site work On site- near Coalhall protection progressing started mid Oct 2020 U3/20 Braidley Bridge Strengthening and masonry £40,000 Design Design/Tender repairs ongoing A735/130/C58 Gills Burn Part deck replacement and £10,000 On hold (as Culvert, retaining wall repairs part of F&PM Dunlop wider ECC build) U54 Fenwick culvert Replacement of piped culvert £10,000 £7,525.38 -£2,474.62 Complete Complete B751/20 Disused Rail Infilling and sleeving second £100,000 HRE project. HRE project Bridge, DAK 97 span with steel multiplate ARA part Design/Tender structure for cycleway. contributing and structure ownership to be transferred to EAC. HRE has submitted a 25

Planning application. Kirkland Bridge, Replacement of boundary £60,000 NAC advise Programmed Springside bridge works with NAC North Ayrshire Council is lead delayed until authority. East Ayrshire Council May 2021 funding 50% due to COVID and fish spawning season A735/058 C Woodhill culvert Replacement/Repair TBD No progress Programmed

B7036/10/C05 Stevenson Scour repair £20,000 No progress Programmed Culvert B705/10/C91 Cowan Place Scour repair £10,000 No progress Programmed Culvert, Catrine B705/20 Shellies Bridge, Bridge widening, Scour and £40,000 £10,796.49 -£29,203.51 Consultant Design Catrine masonry training wall repair design ongoing and site investigation awarded B705/10/C37 Mill Lead Strengthen/infill TBD No progress Programmed Culvert U/PATN/10 Patna New Expansion joint replacement TBD No progress Programmed Bridge A71/300 Priestland Retaining wall strengthening £20,000 £4,000 -£16,000 Land Design Bridge acquisition ongoing. District Valuer has prepared report U764/10 Glenmuir Scour Repair £50,000 No progress Programmed Bridge U/NEWM/46C Isles Burn Outlet and retaining wall repair £35,000 £44,597.44 +£9,597.44 Complete Site works Culvert, complete Newmilns 26

A70/130 W31 Thornwood Replacement £40,000 £10,796.49 -£29,203.51 Consultant Design Wall, Lugar design ongoing and site investigation awarded Queen’s Training wall repairs £285,744.00 Contract Contract Crescent awarded but awarded riverbank, delayed to Newmilns May 2021 due to COVID and fish spawning season Galston River realignment £430,000 £20,536 -£409,464 Near tender Design/Tender to Newmilns ready. Main Cyclepath – works May – River Irvine Sept 2021. erosion

B741 Coal Glen £90,420 £14,475 -£75,945.00 Site Design Embankment investigation Slip concluded and detailed design by consultant ongoing C90-35 CG02 Craig Farm Replacement Nil – being No progress Design Cattle Grid funded by windfarm developer A713-60-C02 Smithston Burn Masonry and scour repairs £49,322.00 £9,471.60 -£39,850.40 Site works Site works Culvert progressing started Oct 2010 F/DARV/10 Waterhaughs Replacement £178,268.00 Contractor Works started Footbridge, design of Sept 2020 Darvel footbridge – Technical 27

Approval process ongoing A735-60 C84 Lochridge Repair £50,000 £666 -£49,334 SEPA Design Culvert application submitted and design near tender ready F/LUGA/10 Logan Park Refurbishment £40,000 £10,796.49 -£29,203.51 Consultant Design Terrace design Footbridge ongoing and site investigation awarded A71/190 and A71/200 River Irvine and Refurbishment £100,000 Tender Design Riccarton documents Viaduct being prepared for mini-tender issue via Scotland Excel B741/50 Nith Lodge Replacement £50,000 No progress Programmed Bridge Annick Water, Replacement £50,000 Tender Tender Stewarton – documents gabion training prepared for walls mini-tender issue via Scotland Excel. With Procurement for review U/LOG/10 Old Lugar Strengthening, masonry repairs £250,000 Early stages Design Bridge and scour protection of design Parapet Upgrades A70/70 Burnock Bridge Parapet Upgrade TBD No progress Programmed 28

A713/90 Dunaskin Widening to create footway £75,000 No progress Design Bridge C125/00/C36 Spout Lynn Masonry arch refurbishment £40,000 Site works Site works Bridge, near including progressing started Oct Stewarton upstream parapet 2010

A735/20 Victoria Bridge, Refurbishment of parapets and £20,000 Design and Design Kilmarnock replacement of expansion joints tender preparation by consultant progressing B743/80 Cleuch Bridge, Parapet upgrade £100,000 No progress Programmed Sorn A713/70/C53 Drumgrange Pressure point arch barrel and £18,921.50 Awaiting start Site Bridge other masonry repairs date from contactor A70 Verge Verge west of Construction of new widened £25,000 £51,526.13 +£26,526.13 Completed – Site works Glenbuck verge and embankment extent of complete works increased once on site U759 Loch Doon Construction of passing place £40,000 £79,465.32 +£39,465.32 Completed – Site works Road on new embankment, fencing, extent of site complete drainage, surfacing and works was masonry repairs to bridge increased once on site

East Ayrshire Council - Traffic, Transportation and Road Safety Programmes 2020/21

(i) Road Safety Programme

Location Project Estimated Costs to Date Variance +/- Cost Status A713, North of Polnessan Anti-skid and enhanced signage £6,000 £0 No started

A71/B7073 roundabout, Hurlford Junction improvement £8,000 £0 Design

Beansburn at Dean Road, Kilmarnock Anti-skid and enhanced signage £8,000 £0 No started

Cutstraw Road, Stewarton Speed reduction measures and pedestrian facilities £25,000 £0 Preliminary Design & Consultation A70 Lugar Speed reduction measures £15,000 £0 Consultation

Barony Road, Auchinleck Speed Limit extension and bus stop lighting £10,000 £0 Design improvements Various locations Minor low-cost safety schemes to be implemented - ongoing to deal with emerging problem locations.

(ii) Safer Neighbourhoods

Location Project Estimated Costs to Date Variance +/- Status Cost Main Street, Kilmaurs Improved Pedestrian Facilities £30,000 £1,125 N/A Preliminary Design

Hayhill & Sinclairston Traffic management and footway improvements. £10,000 £0 Tender

Cowgate, Mauchline Traffic calming and pedestrian improvements £15,000 £0 No started 30

Habbieauld Road, Kilmaurs Speed reduction measures £6,000 £0 No started

Hurlford Road, Kilmarnock 30mph speed limit extension and traffic calming £8,000 £0 No started

(iii) Rural Route Action Plans

Location Project Estimated Costs to Date Variance +/- Status Cost B778 B778 Fenwick to Stewarton Route Study £40,000 £0 Tender

(iv) Cycling, Walking and Safer Streets (CWSS)

Estimated Location Project Costs to Date Variance +/- Status Cost B7081 Irvine Road, Kilmarnock Installation of Puffin Crossing £30,000 £7,250 N/A Preliminary Design & Consultation Grougar Road, Crookedholm localised road widening and pedestrian crossing facility £80,000 £6,000 Preliminary Design & Consultation Fenwick pedestrian safety measures at Fenwick Primary School £10,00 £0 Not started

Crosshouse Phase 2 of Kilmarnock to Crosshouse Cycle Route £80,000 £0 Detailed design in (part funded by SPT) progress A719 at Loudoun Academy new Zebra crossing facility to facilitate Safe Routes to £30,000 £4,955 Preliminary Design, School public consultation late Oct 2020 B7038 Dean Street, Kilmarnock Installation of Puffin Crossing £30,000 £15,344 Works started 24/08/20. 90% complete B7073 Main Road, Crookedholm Installation of Puffin Crossing £30,000 £27,231 Complete and crossing operational. Awaiting final costs B7073 London Road, Kilmarnock Installation of pedestrian refuge islands £6,051 £0 Complete - awaiting final costs 31

B743 & U719, Mauchline New footway to Hilltop path and viewing area £120,000 £0 Programmed to start on 23/11/20. Various Locations New cycle and scooter parking (part funding by £15,000 £0 Site surveys to be Sustrans) undertaken prior to tender

(v) Strathclyde Partnership for Transport (SPT)

Estimated Location Project Costs to Date Variance +/- Status Cost Crosshouse Phase 2 of Kilmarnock to Crosshouse Cycle Route £100,000 £30,800 Detailed design in (part funded by CWSR) progress Kilmaurs Park & Ride facility at Yardside Road £40,000 £7,276 Completed – awaiting final measure

AYRSHIRE SHARED SERVICE JOINT COMMITTEE

5 November 2020

Report by the Interim Head of Roads - Ayrshire Roads Alliance ______

AYRSHIRE ROADS ALLIANCE RISK REPORT AND REGISTER ______

PURPOSE OF REPORT

1. The purpose of this Report is to advise the Joint Committee on the management of risk associated with the Ayrshire Roads Alliance.

RECOMMENDATIONS

2. It is recommended that the Joint Committee: i Approves the new format of the report; ii. Notes the risk register presented in this report; iii. Continues to receive updates on progress; and iv. Otherwise, notes the content of the report.

BACKGROUND

3. A report detailing the general approach to the Risk Report and Risk Register was presented to the Joint Committee on 21 August 2014, where it was agreed that the Risk Report and Risk Register would be a standing item on the agenda. This would ensure that the risks are monitored and scrutinised at a minimum of a quarterly basis.

MAIN REPORT/MAIN ISSUES

4. The management of risk aims to enable confident decision taking on risk and innovation, reduce waste and inefficiency, and lead to fewer unanticipated problems and crises that could undermine the performance and operation of the Ayrshire Roads Alliance. 5. The Risk Register is now in a new and improved format which will make it easier to review the individual risks which are now in a colour coded format.

6. The resulting revised risk register is contained in Appendix 2. Since the last Joint Committee, detailed below are the risks which have been amended:

Risk 1 – Personnel Shortage due to Pandemic 33

The revised risk register illustrates the red, amber and green status and also illustrates whether the risk severity relates to time, indicated by [T] or cost, indicated by [C].

POLICY/COMMUNITY PLAN IMPLICATIONS

7. A well maintained road network will contribute to achieving the Community Plan objectives in relation to Economy & Skills and Safer Communities to maintain good access to our communities within East Ayrshire.

8. The matters referred to in this report contribute to South Ayrshire Council strategic objective of ‘Enhanced Environment through Social, Cultural and Economic Activities’ and within that to the outcome ‘Work with partners to improve roads and other infrastructure, to encourage house building and business investment that sustains local communities’.

LEGAL IMPLICATIONS

9. The Risk Register is a management tool and this will not replace the existing statutory returns for risk and performance related information.

HUMAN RESOURCES IMPLICATIONS

10. The Risk Register has no direct impact on human resources.

EQUALITY IMPACT IMPLICATIONS

11. The Risk Register complements the Equality Impact Assessment by ensuring that any issues arising are adequately prioritised, managed and either eliminated or mitigated.

FINANCIAL IMPLICATIONS

12. The Risk Register facilitates the existing scrutiny arrangements to manage, prioritise, and review the budget provided by East Ayrshire Council and South Ayrshire Council to the Ayrshire Roads Alliance.

RISK IMPLICATIONS

13. The Risk Register assists in the prioritisation of risks that need to be mitigated by the Ayrshire Roads Alliance in order to reduce the overall risk to either Council and to comply with the Community Plan/Council Plan in both partner bodies.

TRANSFORMATION STRATEGY

13. This Report aligns with the following design principle stated in the “Transformation Strategy 2017-2022”.

 “Maximum value for our communities”, by ensuring the various elements of the Ayrshire Roads Alliance improves transport provision throughout East Ayrshire.

Kevin Braidwood Interim Head of Roads – Ayrshire Roads Alliance 21 October 2020

BACKGROUND PAPERS

None

LIST OF APPENDICES

1. Risk Register Scoring Matrix 2. Ayrshire Roads Alliance Risk Register

Person to contact: Kevin Braidwood, Interim Head of Roads - Ayrshire Roads Alliance Tel No. 01563 503164 E-mail: [email protected]

Implementation officer: Kevin Braidwood, Interim Head of Roads - Ayrshire Roads Alliance Tel No. 01563 503164 E-mail: [email protected]

Appendix 1: Risk Register Scoring Matrix

The Risk Matrix for deciding each of the risk factors (Likelihood x Severity) in a 5 by 5 matrix are illustrated in Table 1 below:

Table 1: Risk Factors in Practical Form

Risk Likelihood Rare (1) Unlikely Possible Likely Almost (2) (3) (4) Certain (5) Catastrophic 5 10 15 20 25 (5) Very Serious 4 8 12 16 20 (4) Moderate (3) 3 6 9 12 15

Risk Severity Risk Minor (2) 2 4 6 8 10 Insignificant 1 2 3 4 5 (1)

Following on from Table 1, the following Summary Risk Profile is colour coded to highlight the risk classification:

Table 2: Summary Risk Profile

Assessed Action Required Risk (LxS)

Low Risk: Acceptable/ can be accepted provided risk is 1 to 4 managed.

Medium Risk: Undesirable/ must be avoided if reasonably 5 to 12 practicable.

High Risk: 15 Unacceptable risk - must be eliminated or moved to to 25 a lower level.

APPENDIX 2: AYRSHIRE ROADS ALLIANCE RISK REGISTER

NOTE: W To calculate the risk rating, multiply the )

1 )

3 O Likelihood x Severity. Example…. ) 2

The Risk rating will be influenced by considering a combination of event effects ) )

Possible (3) X Significant (3) = Medium Risk 4 Such as associated cost, event duration, and organisational reputation.

The table below will provide some assistance with risk rating. Critical ( Critical ( Severe ( Significant ( Marginal ( Insignificant Incident Severity Cost (£) Time Reputation Highly probable (5) 25 20 15 10 5 Probable (4) 20 16 12 8 4 Min Max Min Max INDEX SEVERITY LIKELIHOOD Possible (3) 15 12 9 6 3 Insignificant (1) £0 £10,000 0 1 day Councillors/CEO INDEX Unlikely (2) 10 8 6 4 2 Marginal (2) £10,001 £50,000 1 day 2 weeks Local Media Facebook etc. Very Unlikely (1) 5 4 3 2 1

Significant (3) £50,001 £500,000 2 weeks 1 month Local Newspaper KEY High Risk (16 – 25) Risks are not acceptable under any circumstances. Immediate action required Severe (4) £500,001 £1,000,000 1 month 3 months National Newspaper Medium Risk (8 – 15) Additional controls measures may be required.

Catastrophic (5) £1,000,001 >£1,000,001 3 months > 6 months National News (TV) Low Risk (1 – 6) Continue to monitor as part of review process or where changes occur.

Risk ID Risk Category Risk Description Risk Mitigation Actions Likelihood Severity Risk Rating after Responsible for Risk Owner Additional Comments Date of last Mitigation measures managing the risk review

Personnel Loss of trained and competent Business continuity plans in place All Service Interim Head of Further control measures to Shortage due personnel from all sections (BUS-12, 13, & 14) to manage all Managers Roads – be developed/implemented 1 to: within ARA due to pandemic ARA mission critical activities. 3 4 12 Ayrshire Roads as situation develops. event. Number of employees working from Alliance 20/10/2020 Pandemic home significantly increased to Event minimise medium / long term disruption of service. Operational Personnel - re-assigned to other duties within the Council. Relaxing of UK driving regulations to maximise decreased LGV driver numbers. Additional usage of external contractors to ensure essential services / works programme targets are met. Covid safe workplaces / sites established to accommodate reduced number of staff. Further mitigation measures developed as national guidance information becomes available.

Fuel Shortage Loss or restriction due to relief Mitigation measures in place to Strategic Interim Head of Continuation of public events. Relief Event: Any prioritise front line services as Manager Roads – support will be dependent on 2 event that has an effect on the detailed in the specific Business 3 3 9 Ayrshire Roads outcomes, though expect 20/10/2020 cost of performing the Continuity Plans for offices and Alliance some mixed reaction. Services, or the date of their depots. completion, including the occurrence of risks both foreseen and unforeseen e.g. industrial action. 37

APPENDIX 2: AYRSHIRE ROADS ALLIANCE RISK REGISTER

Failure to align Level of investment required in Uniform claims handling system Business Interim Head of Adequate control measures with Budget road repairs and resurfacing aligned with the Roads Inspection Support Roads – are in place, specifically, 2 4 8 3 requirements and resulting cost of treatment and Maintenance policy. Manager Ayrshire Roads monthly meetings held with higher than anticipated. Appropriate financial and Alliance budget holders to review 20/10/2020 Reduced budget could lead to performance monitoring revenue budget and take the deterioration in the roads arrangements in place to mitigate the appropriate corrective network, an increase in risk. Regular meetings with and actions to bring budgets accidents, and insurance within partners Councils to advice on within tolerance limits. costs. further resource and funding Monthly meeting with service requirements. managers to review capital budgets and programmes.

Adverse Lack of trained and competent Procedures in place to manage a Strategic Interim Head of Rolling programme Weather personnel including operatives short / medium disruption of Driver / Manager Roads – established to ensure 4 and drivers to provide full Operative Personnel including 2 4 8 Ayrshire Roads ongoing Health and Safety complement required to fulfil banking workers and overtime Alliance training. Appropriate and 20/10/2020 all gritting routes due to lack of working as required. Over the long applicable checks are volunteers for existing staff, flu term there would be recruitment / conducted on all new drivers pandemic, mass resignation, procurement of the necessary to ensure that all reasonable strike action and breach of experience to fill the gaps. precautions are taken to Working Time Directive and Driver Hours Legislation. safeguard the ‘O’ licence, insurance payments and reputation. The service has extended the use of external companies to provide the winter service to increase resilience

Loss of Street Extended loss of Public Some temporary traffic signals will be Interim Head of We consider that the overall Lighting & Electricity supply creating provided at key locations determined Roads – risk is low due to the 5 Traffic Signals issues with Street Lighting and by the Traffic Management Section 3 3 9 Traffic & Road Ayrshire Roads mitigation measures that are 20/10/2020 Traffic Signals should these issues arise. Safety Manager Alliance in place Temporary traffic signals deployed by RMU. Contingency measures detailed in Business Continuity Plans.

Transfer of Any failure in Service provision Extensive negotiations have taken Business Support Interim Head of The new service is over five Shared would adversely affect the place to ensure that the proposed Manager Roads – years old and it is considered 6 Services – resilience of the Roads joint service meets stakeholders 2 2 4 Ayrshire Roads that the initial transfer of the shared service has been Ayrshire services. needs Alliance 20/10/2020 Roads Alliance completed. Nevertheless there will always remain issues on transfer issues which may still arise. Council’s Loss off / restrictions on waste Robust management systems and Strategic Interim Head of We consider the overall risk Waste transfer licence for all depots procedures in place to comply with Manager Roads – is low, due to the current 7 Transfer Environmental legislation, permit 2 3 6 Ayrshire Roads waste management systems in operation. Licence conditions and health and safety Alliance 20/10/2020

Failure to Failure to provide an adequate There are procedures in place to Service Managers Interim Head of Following implementation of provide an Risk based approach and manage this process: Roads – the Inspection Manual: Road 8 adequate Inspection System in 2 4 8 Ayrshire Roads Safety Inspections and 20/10/2020 Roads accordance with the approved, Alliance defect categorisations from Inspection Manual: Road 1st April 2019 in accordance 38

APPENDIX 2: AYRSHIRE ROADS ALLIANCE RISK REGISTER

Inspection Safety Inspections and defect 1. Short term by prioritising and with the Well-Managed System categorisations.in accordance reducing other works activities Highway Infrastructure: with the Well-Managed and realigning budgets; A Code of Practice the Highway Infrastructure: 2. Medium / long term there would Ayrshire Roads Alliance A Code of Practice. be a request for additional budgets; a) Inspects the entire road 3. Operatives can be assigned from network within East other duties and overtime Ayrshire and South working approved. Ayrshire, with performance in relation to the percentage of safety inspections carried out within the timescale being reported to the Joint Committee under the Performance Scorecard standing item on the agenda.

b) Categorise defects in accordance with a risk based approach ranking defects one to four as detailed in the Inspection Manual: Road Safety Inspections and defect categorisations

c) Issue repair lines for defects on carriageways and footways with target response times determined by the category of defect, as identified in the Inspection Manual: Road Safety Inspections and defect categorisations

d) Complete the vast majority of Category 1 defects within the target response time of two hours. Personnel Loss of trained and competent Procedures are in place to manage Service Managers Interim Head of The staff numbers are Shortage professional staff, through short term issues by prioritising and Roads – reviewed whenever there are 9 retirement. reducing other works activities and 2 3 6 Ayrshire Roads significant changes in staffing 20/10/2020 realigning budgets. Alliance level. The Ayrshire Roads Alliance has Modern Apprentices who are providing a strong foundation for future staffing levels. Personnel Loss of trained and competent Procedures are in place to manage a Strategic Interim Head of We consider overall risk is Shortage due personnel including operatives short / medium disruption of Manager Roads – low due to a combination of 10 to: and drivers due to mass Technical / Supervisory / operational 1 4 4 Ayrshire Roads recruitment and selection to resignation, strike action and fill existing vacancies. In Personnel including re-assignment of Alliance 20/10/2020 duties and controlled overtime addition there is increased 39

APPENDIX 2: AYRSHIRE ROADS ALLIANCE RISK REGISTER

 Strike breach of Driver Hours working as required. Over long term resilience form the external Action Legislation there would be recruitment / service providers for winter  Driver procurement of the necessary hour experience to fill the gaps. restrictions

Adverse Reduction and /or loss of salt There is adequate salt stock Strategic Interim Head of The Service has a framework Weather stock materials for Winter resilience and conservation control Manager Roads – salt supplier with a 14 day 11 Service operations. measures. Transport Scotland has 1 4 4 Ayrshire Roads call down delivery. There is a joint agreement with other strategic salt stock piles. Alliance 20/10/2020 Councils to share available salt stocks. The existing weather service provides long term forecast indicating extreme and prolonged weather conditions. Business Incident affecting one or more Business continuity plans developed Business Support Interim Head of The overall risk is high due to Continuity / of the Ayrshire Roads Alliance for: Roads Maintenance (including Manager Roads – the unknown nature of such 12 Emergency service functions (including the Winter Gritting Programme); 2 4 8 Ayrshire Roads an incident and because of 20/10/2020 Planning ICT Failure). Lighting Maintenance Unit; Network; Alliance the potential reputational Design and Traffic and Road Safety damage and adverse effect facilities within East Ayrshire and on the service delivery, including discharge of South Ayrshire. statutory responsibilities. Benefits Ayrshire Roads Alliance does Benefit Realisation Plan to track the Service Managers Interim Head of The overall risk is medium Realisation not deliver the expected delivery of each benefit and take Roads – due to the various reviews 13 benefits outlined in the corrective action where appropriate it 2 3 6 Ayrshire Roads outlined in the Benefits 20/10/2020 Detailed Business Case of has been developed. Alliance Realisation Strategy and June 2013. Plan now progressing towards fruition. Internal management reports to be prepared reflecting on progress against Benefits Realisation Strategy. As at 1 April 2018 had realised budget savings of £2.031m against a target of £1.510m

Performance Performance Metrics are A standardised operational process Service Managers Interim Head of Performance metrics are missed. and procedures has been developed Roads – reviewed and developed with 14 to ensure efficient and effective 1 4 4 Ayrshire Roads the Pentana System being 20/10/2020 processes and verification measures Alliance used to review performance. are in place. Performance is reviewed at every Management meeting. Procurement Insufficient due diligence Standardised processes and Service Managers Interim Head of Managed Risk. carried out by the Ayrshire procedures have been developed to Roads – 15 Roads Alliance in the ensure efficient and effective 1 4 4 Ayrshire Roads 20/10/2020 procurement of goods and processes and verification measures Alliance services. are in place.

Programme Programme scope, schedule, Clear definition of scope, schedule, Service Managers Interim Head of Managed Risk. Management objectives, cost and objectives, cost, and deliverables Roads – 16 deliverables are not clearly through Service Improvement Plan, 1 4 4 Ayrshire Roads 20/10/2020 defined or understood. Benefits Realisation Strategy & Plan, Alliance and Customer Service Strategy. 40

APPENDIX 2: AYRSHIRE ROADS ALLIANCE RISK REGISTER

Programme Estimating and / or scheduling A Programme Plan has been Strategic Interim Head of Managed Risk. Management errors. developed which illustrates key Manager Roads – 17 activities, team, timing, milestones, 1 4 4 Ayrshire Roads 20/10/2020 and delivery of products. Alliance

Programme Unplanned work that must be Incorporate unplanned work within Interim Head of Managed Risk. Management accommodated. Programme Plan and minimise Roads – 18 impact on delivery of products 1 4 4 Business Support Ayrshire Roads 20/10/2020 through parallel processes when Manager Alliance feasible.

Programme Lack of co-ordination / Programme co-ordination and Strategic Interim Head of Managed Risk. Management communication communication conducted in Manager Roads – 19 accordance with Programme 1 4 4 Ayrshire Roads 20/10/2020 governance structure and in Alliance accordance with PRINCE 2 principles.

Programme Underestimated support Support resources and delivery Strategic Interim Head of Introduction of the Management resources or overly optimistic schedule developed from robust Manager Roads – appropriate Project 20 delivery schedule. Programme Plan and previous 1 4 4 Ayrshire Roads Management software to 20/10/2020 experience of similar Programmes. Alliance deliver a unified programme across the Ayrshire Roads Alliance whilst utilising plant / resources efficiently. Programme Unresolved Programme Programme conflicts recorded in Strategic Interim Head of Managed Risk. Management conflicts not escalated in a Issues Log and progressed in Manager Roads – 21 timely manner. accordance with reporting 2 4 8 Ayrshire Roads 20/10/2020 arrangements for project team. Alliance

Programme Unanticipated escalation in Escalation of Programme costs Strategic Interim Head of Managed Risk. Management Programme costs as a result addressed through appropriate and Manager Roads – 22 of uncontrolled changes or applicable corrective actions and 1 4 4 Ayrshire Roads 20/10/2020 continuous inflation of a control measures. Alliance project’s scope beyond initial remit.

Programme Unanticipated delays in Delay of Programme timescale Strategic Interim Head of Managed Risk. Management Programme timescale as a addressed through appropriate and Manager Roads – 23 result of uncontrolled changes applicable corrective actions and 1 4 4 Ayrshire Roads 20/10/2020 or continuous inflation of a control measures. Alliance project’s scope beyond initial remit.

APPENDIX 2: AYRSHIRE ROADS ALLIANCE RISK REGISTER

Programme Delay in earlier Programme Incorporate delays within updated Strategic Interim Head of Managed Risk. Management phases jeopardises ability to Programme Plan and minimise Manager Roads – 24 meet programmed delivery impact on delivery of products 1 4 4 Ayrshire Roads 20/10/2020 commitment. through parallel processes when Alliance feasible.

Programme Communication Strategy to Ensure that a robust Communication Strategic Interim Head of Managed risk, hence Management engage public awareness not Strategy and response network is Manager Roads – reducing. 25 planned on a joint Ayrshire developed during planning stages of 1 4 4 Ayrshire Roads 20/10/2020 basis Programme which incorporates Alliance sufficient key review stages to ensure effective communication of key messages regarding deliverables and progress.

Programme Unforeseen agreements Engage all appropriate and Strategic Interim Head of Managed Risk. Management required to proceed with or applicable requirements to ensure Manager Roads – 26 conclude Programme. that amicable arrangements are put 1 4 4 Ayrshire Roads 20/10/2020 in place. Alliance

Programme Priorities change on existing Ensure that changes on existing Strategic Interim Head of Managed Risk. Management service delivery. service delivery are communicated in Manager Roads – 27 accordance with the existing Service 1 4 4 Ayrshire Roads 20/10/2020 Level Agreement, namely that all Alliance parties agree and will abide by the philosophy of operating as a whole under the principle of what is best for the Council Tax payer, not necessarily the individual authority.

Programme Inconsistent cost, time, scope Ensure that cost, time, and scope Strategic Interim Head of Managed Risk. Management and quality objectives resulting estimates along with quality Manager Roads – 28 in time delays and further objectives are evidence based on 2 4 8 Ayrshire Roads 20/10/2020 costs. experience from previous Alliance comparable Programmes.

Programme Affordability of future service Ensure that East Ayrshire Council Interim Head of East Ayrshire Continue to present revenue Management payments. and South Ayrshire Council are fully Roads – Ayrshire Council and financial monitoring report to 29 aware of the budgetary implications 2 4 8 Roads Alliance South Ayrshire Joint Committee. Four 20/10/2020 required to meet the on-going cost of Council weekly meetings are held to service provision, as detailed in the discuss revenue and capital DBC, and have fully committed position of the Ayrshire Roads Alliance. sufficient financial resources following Business Case sign-off.

Programme Councils withdraw or cannot Early identification of problems, and Interim Head of East Ayrshire Managed Risk. Management provide sufficient support, or dialogue with Council. Roads – Ayrshire Council and 30 agreed level of input is not 1 4 4 Roads Alliance South Ayrshire 20/10/2020 provided resulting in Council Programme delays

Council’s Loss off / restrictions on There are the correct management Strategic Interim Head of Continue to work with fleet Operators Council’s ‘O’ Licence. controls in place, and these are Manager Roads – service in East Ayrshire 31 Licence (‘O’ robust and appropriate. Paperwork 2 4 8 Ayrshire Roads Council. 20/10/2020 Licence) Alliance 42

APPENDIX 2: AYRSHIRE ROADS ALLIANCE RISK REGISTER

issued to Road Traffic Commissioner for transfer of ‘O’ Licence.

Health & Insufficient investment, Issues identified in Health and Safety Strategic Interim Head of South Ayrshire Council Safety / Risk & resources and on-going Surveys are recorded on Issues Log Manager Roads – continues to have ownership 32 Insurance maintenance to resolve issues along with corrective actions to rectify 2 4 8 Ayrshire Roads for and maintenance of 20/10/2020 identified in Health & Safety / bring up to the required standard. Alliance depots/harbour within their surveys of depots are on- area. Responsibility of going. New harbour facility funding the various mitigation actions identified in the was constructed along with Issues Log sits solely within additional fencing, gates and the control of South Ayrshire stillage for timber. Dredging is Council. East Ayrshire carried out bi-annually. Works Council has ownership and have been completed at responsibility for their depots. lifeboat station and new sheet piling to be installed along timber jetty. The Ayrshire Roads Alliance operates from and manage risk of enforcement action and penalties should HSE become involved.

Development Inadequate coupon values of The coupon value of Road Bonds Strategic Interim Head of If the road authority is Control – Road Bonds exposes the that are more than three years old Manager Roads – required to complete a 33 Road Bonds Roads Authority to a potential are reviewed to determine their 2 4 8 Ayrshire Roads development road then only 20/10/2020 shortfall if the roads works adequacy. Where a shortfall is Alliance the cost up to the value of have to be completed by them identified, the developer will be the Road Bond can be in the event that a developer advised to increase the value of the recovered from the provider. Any shortfall has to be met defaults. Road Bond held when an application by the roads authority. A is made for an extension to the Road complete review of the Construction Consent (RCC), which process of delivering road is normally valid for three years. bonds has been completed Connect Residential loss of income to Ayrshire Roads Alliance will reduce Strategic Interim Head of Roads the Ayrshire Roads Alliance exposure by limiting the amount Manager Roads – 34 and expenditure incurred as a owing to us at any one time. 1 4 4 Ayrshire Roads 20/10/2020 lighting maintenance Ayrshire Roads Alliance will insist on Alliance subcontractor to Connect payment by contractual terms or stop Roads on the M77, amount of doing the work. exposure for Ayrshire Roads Alliance is up to £50,000 per year for the main contractor

Bridges and Inadequate inspection of All principal bridge inspections Bridges & Design Interim Head of Bridges and culverts are Structures bridges and culverts for currently up to date in South Manager Roads – defined as structures with a 35 deterioration due to aging, Ayrshire, with a rolling programme 2 4 8 Ayrshire Roads span in excess of 900mm. 20/10/2020 increased live loads, cracking, being developed for East Ayrshire Alliance corrosion, environmental along with additional resource for effects (freeze and thaw principal inspection work. All cycles) and fatigue General Bridge inspections are up to date across both East Ayrshire and South Ayrshire. Weak bridges are monitored on a regular basis. The 43

APPENDIX 2: AYRSHIRE ROADS ALLIANCE RISK REGISTER

Ayrshire Roads Alliance provides increased resilience in this matter.

Bridges and Inadequate maintenance of Rolling programme of repair, Bridges & Design Interim Head of Bridges and culverts are Structures structures, bridges and rehabilitation or replacement (for Manager Roads – defined as structures with a 36 culverts due to aging, weak bridges) through Council 2 4 8 Ayrshire Roads span in excess of 900mm. 20/10/2020 increased live loads, cracking Capital Budgets. Alliance corrosion, environmental effects (freeze and thaw cycles) and fatigue

Flooding Potential loss of all Grant Seek capital funding from Council(s) Bridges & Design Interim Head of The Councils have a legal Aided Expenditure funding for for priority flooding mitigation Manager Roads – duty under the Flood Risk 37 flooding mitigation schemes schemes declared in Flood Risk 2 4 8 Ayrshire Roads Management (Scotland) Act 20/10/2020 administered by SEPA. Management Plan. Alliance 2009 to implement flooding mitigation schemes declared in the Flood Risk Management Plan.

Flooding Receipt of less Grant Aided Seek capital funding from Council(s) Bridges & Design Interim Head of The Councils have a legal Expenditure funding than to bridge funding gap for flooding Manager Roads – duty under the Flood Risk 38 anticipated for flooding mitigation schemes declared in Flood 2 4 8 Ayrshire Roads Management (Scotland) Act 20/10/2020 mitigation schemes Risk Management Plan. Alliance 2009 to implement flooding administered by SEPA. mitigation schemes declared in the Flood Risk Management Plan. Flooding Potential lack of sufficient Seek capital funding from Council(s) Bridges & Design Interim Head of Only 80% of principal funding funding for flooding mitigation to bridge funding gap for flooding Manager Roads – for flooding mitigation 39 schemes if cost of schemes mitigation schemes declared in Flood 3 2 6 Ayrshire Roads scheme. However increased 20/10/2020 exceeds Grant Aided Risk Management Plan. Alliance costs due to relief events or Expenditure (GAE) due to force majeure is not funded. Relief Events or Force Majeure.

Financial Potential swift decline in value Mitigation measures would be put in Strategic Interim Head of Managed Risk. The impact of Pound Sterling due to Force place to prioritise front line services Manager Roads – of the United Kingdom exit 40 Majeure or material adverse as detailed in the specific Business 2 4 8 Ayrshire Roads from the European Union has 20/10/2020 change resulting in increased Continuity Plans for office, depot and Alliance still to be evaluated. On- costs in terms of fuel prices, harbour, as applicable going discussions with interest rates and insurance Transport Scotland, COSLA and Ayrshire Roads Alliance premiums. on the impacts on the transport network.

Contractual Potential swift decline in value Mitigation measures would be put in Strategic Interim Head of Managed Risk. The impact Agreement of Pound Sterling followed by place to prioritise front line services Manager Roads – of the United Kingdom exit 41 market volatility over the short as detailed in the specific Business 3 3 9 Ayrshire Roads from the European Union has 20/10/2020 to medium term resulting in Alliance still to be evaluated. On- suppliers and contractors going discussions with 44

APPENDIX 2: AYRSHIRE ROADS ALLIANCE RISK REGISTER

terminating agreements due to Continuity Plans for office, deport Transport Scotland, COSLA Force Majeure or material and harbour, as applicable. and Ayrshire Roads Alliance adverse change. on the impacts on the transport network. GDPR The existing Data Protection Follow Corporate Procedures Strategic Interim Head of Act 2018 was brought about by Manager Roads – 42 the General Data Protection 3 3 9 Ayrshire Roads 20/10/2020 Regulation (GDPR) which is Alliance an EU Regulation that sets out the changes that the UK will implement in a new Data Protection Act.

Presence of Coal Tar is a known material Reduce the level of risk by coring all Strategic Interim Head of Managed Risk; Ayrshire Coal Tar within used in the construction of works prior to design. Manager Roads – Roads Alliance has a duty of 43 the carriageways until the mid-80s Ensure an appropriate solution within 3 3 9 Ayrshire Roads care to all employees in 20/10/2020 carriageway and is now known as a the design is prepared which is either Alliance accordance with the Health network carcinogen and hazardous to retain in-situ and record presence, and Safety at Work Act waste material. or remove and dispose of in 1974,Construction Design accordance with current guidelines. and Management Regulations 2015 and the disposal of hazardous waste. Service The impact of the United Mitigation measures are in place to Strategic Interim Head of Managed risk. Ongoing Kingdom exit from the prioritise front line services as Manager Roads – discussions with Transport 44 European Union detailed in the specific Business 4 3 12 Ayrshire Roads Scotland, COSLA and 20/10/2020 Continuity Plans for office, depot and Alliance Ayrshire Roads Alliance on harbour as applicable. the impacts on the transport network. Transport Increased cost of vehicle To mitigate the risk of increased Strategic Interim Head of maintenance due to lack of maintenance costs through lack of Manager Roads – 45 investment in fleet fleet investment a comprehensive Ayrshire Roads 20/10/2020 replacement maintenance programme is in place 3 3 9 Alliance for all vehicles in addition to a vehicle replacement programme developed to identify the optimum life cycle for fleet.

Transport Workshop performance and Without appropriate level of Strategic Interim Head of training levels performance and training provision Manager Roads – 46 there is a risk to operational Ayrshire Roads 20/10/2020 performance for management of the 3 3 9 Alliance fleet.

To address this, performance levels are monitored on a daily and weekly basis and ongoing training is provided to staff for refresher training as well as familiarisation training on new fleet and plant vehicles.

Transport Loss of trained and competent The movement of staff always has a Strategic Interim Head of professional staff through chance of happening but to ensure Manager Roads – 47 retirement or turnover the impact of this is minimised, an Ayrshire Roads 20/10/2020 ongoing apprenticeship programme 3 3 9 Alliance is in place with 3 apprentices in 45

APPENDIX 2: AYRSHIRE ROADS ALLIANCE RISK REGISTER

transport being trained in all aspects of fleet maintenance and repair.

Transport Loss of restriction of fuel due To mitigate the impact of losing Strategic Interim Head of to any event that has an effect access or having a restricted access Manager Roads – 48 on the Services provision of to fuel, a contingency plan has been Ayrshire Roads 20/10/2020 fuel to departments, including established which sets out the 3 3 9 Alliance the occurrence of risks both emergency management actions that foreseen and unforeseen e.g. will be taken that include designated industrial action fuelling stations and the prioritisation of fleet, putting non-essential vehicles off the road.

Transport Insufficient due diligence To ensure that the correct due Strategic Interim Head of carried out by the Transport diligence is carried out when Manager Roads – 49 Service Unit in the procuring fleet, staff from Ayrshire Roads 20/10/2020 procurement of goods and procurement and operators are 3 3 9 Alliance services involved when developing fleet specifications to ensure the right assets are procured.

Transport Loss off / restrictions on A comprehensive maintenance Strategic Interim Head of Councils O Licence regime has been established that Manager Roads – 50 follows all guidance from DVSA and Ayrshire Roads 20/10/2020 the Traffic Commissioner to ensure Alliance that the O-Licence is protected. 3 3 9 In addition, compliance activities are established and in place and a regular external audit is carried out by the Freight Transport Association every 2 years to ensure that all processes are performing to the required standard.

Transport Loss of operational base for To mitigate the impact of the loss of Strategic Interim Head of any reason (Crookedholm the transport depot and garage, Manager Roads – 51 Depot) business contingency plans have Ayrshire Roads 20/10/2020 been developed that highlight how 1 3 3 Alliance and where office based staff will work in addition to the steps to ensure that maintenance is undertaken, which would be to activate external maintenance frameworks.

Transport Savings targets not achieved To mitigate the impact of the loss of Strategic Interim Head of (as per the Best Value Service the transport depot and garage, Manager Roads – 52 Review) business contingency plans have Ayrshire Roads 20/10/2020 been developed that highlight how Alliance and where office based staff will work in addition to the steps to ensure that 1 3 3 maintenance is undertaken which would be to activate external maintenance frameworks. 46

APPENDIX 2: AYRSHIRE ROADS ALLIANCE RISK REGISTER

Transport IT systems loss from any To prevent fallout from IT system Strategic Interim Head of cause for an extended period failure, a business contingency plan Manager Roads – 53 may potentially effect the has been developed as well as a Ayrshire Roads 20/10/2020 operations of the transport back up process to revert to paper 1 3 3 Alliance service which in turn will affect based recording systems for fleet service delivery and may management and maintenance. cause reputational damage to the Council.

Transport Failure to comply with Health To ensure that Health and Safety Strategic Interim Head of and Safety duties processes are always followed, this Manager Roads – 54 is a standing agenda item held at Ayrshire Roads 20/10/2020 monthly management meetings. In 1 3 3 Alliance addition to a separate H&S group that meets on a quarterly basis with the H&S Officer. Risk assessments and safe systems of work have also been developed and are in place with H&S assistance.

Transport Loss of utilities for an extended Business continuity plans are in Strategic Interim Head of time place to allow for the whole service to Manager Roads – 55 continue to function in the case that 1 3 3 Ayrshire Roads 20/10/2020 utilities are lost for an extended Alliance period of time.

Transport Loss of confidential information All staff that handle personal details Strategic Interim Head of and appropriate handling of have undertaken e-learning to advise Manager Roads – 56 information will lead to of appropriate data protection steps Ayrshire Roads 20/10/2020 breaches of data protection required and where appropriate 3 3 9 Alliance and potential significant electronic systems are in place for financial penalties being recording and management of incurred by the Council personal data to avoid paper being lost or misplaced.

Transport Passenger transport – late / The delivery of passenger transport Strategic Interim Head of non-attendance / vehicle is managed on the Council’s behalf Manager Roads – 57 breakdown by pick up vehicle by SPT. Ayrshire Roads 20/10/2020 – Failure of service as Service 3 3 9 Alliance as user would miss Transport If there is an issue where there is a link connection / arrives late at failure in service provision SPT would destination activity / part be required to organise a activity replacement service, working in conjunction with Officer locally within EAC.

Transport Passenger transport – escort Should an escort not be available Strategic Interim Head of not in attendance ASN H&SC services would arrange to Manager Roads – 58 contracts / Council owned provide another responsible Ayrshire Roads 20/10/2020 vehicles service failure. individual available to ensure that the Alliance Service not able to be provided service can be delivered. until escort arrives. Server 3 3 9 user misses activity / part In the unlikely case this cannot be activity accommodated, the parent would be notified and alternative arrangements 47

APPENDIX 2: AYRSHIRE ROADS ALLIANCE RISK REGISTER

made for the transport of the child to the school.

Transport No driver available to deliver Any shortage of driver would result in Strategic Interim Head of service due to annual leave / arranging for an alternative qualified Manager Roads – 59 sickness absence. Service not individual within transport services to Ayrshire Roads 20/10/2020 able to be provided service drive, or to work with Coalfield 1 3 3 Alliance user misses activity / part Community Transport to deliver the activity service.

Transport Passenger transport : Should schools need to close Strategic Interim Head of Emergency closure of schools unexpectedly, all parents will be Manager Roads – 60 and contractors unable to contacted to request that children are Ayrshire Roads 20/10/2020 provide transport within collected ASAP. Teachers will 3 3 9 Alliance relevant timescales remain with children until the last one has been collected safely by a parent.

Transport Passenger Transport: Documentation is reviewed and Strategic Interim Head of Documentation out of date risk approved on an annual basis to Manager Roads – 61 to service users. Potentially ensure that the correct data is held Ayrshire Roads 20/10/2020 inappropriate individuals, for pupils, parents, schools and 3 3 9 Alliance inappropriate vehicles used transport operator information. being used to provide service

Transport Passenger Transport: SPT manage all transport on behalf Strategic Interim Head of Contractor unable to fulfil of EAC. In the case of a contractor Manager Roads – 62 obligations due to bankruptcy going out of business, an alternative Ayrshire Roads 20/10/2020 etc. Service failure not able to contractor will be sought. Where this Alliance be provided until alternative cannot be provided, parents will be arrangements made. Server contacted and alternative 3 3 9 user misses activity / part arrangements may need to be made activity for the provision of transporting school children such as providing a mileage allowance to parents until an alternative solution can be implemented.

Transport Failure to mitigate the potential There remains a significant number Strategic Interim Head of impacts of BREXIT including a of unknown issues surrounding Brexit Manager Roads – 63 worst case scenario “no deal” as no trade deals have been struck Ayrshire Roads 20/10/2020 withdrawal with the EU yet. It is possible that 3 3 9 Alliance there will be impacts on time and cost in relation to delivery of vehicles and parts from the EU but this remains unknown.

The service has engaged with all suppliers to obtain up to date information on any potential issues that may be known and this will remain an ongoing process until the final details of Brexit emerges.

AYRSHIRE SHARED SERVICE JOINT COMMITTEE

5 November 2020

Report by the Head of Roads - Ayrshire Roads Alliance

______

SUBJECT: AYRSHIRE ROADS ALLIANCE UPDATE ON PERFORMANCE SCORECARD ______

PURPOSE OF REPORT

1. The purpose of this Report is to advise the Joint Committee regarding the progress made to date against the Performance Scorecard.

RECOMMENDATIONS

2. It is recommended that the Joint Committee: i Notes the performance scorecard presented in this report; ii Continues to receive the performance scorecard updates; and iii Otherwise, notes the content of the report.

BACKGROUND

3 The purpose of the performance management and benchmarking is to work collaboratively to deliver tangible and sustained improvements within the Ayrshire Roads Alliance in order to manage the on-going development and delivery of benchmarking frameworks.

4. Improved performance management is fundamental to supporting the Ayrshire Roads Alliance. This drives change and improvement within the fully integrated roads service and support improved outcomes, better performance, and more effective use of resources.

5. The Performance Indicators are regularly refreshed when new useful performance measures are introduced by the Ayrshire Roads Alliance or there is an agreement to include a specific indicator. This will be a regular item for the Ayrshire Shared Service Joint Committee to review.

MAIN REPORT/MAIN ISSUES

6. This scorecard is collated by the Business Support Manager and used to:

 monitor the progress in meeting the Ayrshire Roads Alliance’s objectives; 49

 help managers to have performance-related conversations with staff; and  identify any problem areas that need addressed.

7. Some indicators are collated at different frequencies and so these will be included as appropriate.

8. The Performance Scorecard is presented in Appendix 1. Commentary against the specific red and amber performance measures are included in Appendix 1. There are a number of green performance measures which should be highlighted, especially:

 Finance with respect to the percentage of invoices paid within 30 calendar days, this is currently at 99% for this financial year.

 Traffic Light Repairs with respect to the percentage of traffic lights repairs completed within timescale. This is currently above target for this financial year.

 Bridges – General Inspections - all General site Inspections have been completed for the inspection cycle.

 Priority 1 Faults – with respect to the percentage of priority 1 faults completed within timescale. This is currently above target for this financial year.

9. The Process Improvement and Integration Plan continues to identify improvements to a number of existing processes for re-design within The Ayrshire Roads Alliance.

POLICY/COMMUNITY PLAN IMPLICATIONS

10. A well maintained road network will contribute to achieving the Community Plan objectives in relation to Economy & Skills and Safer Communities to maintain good access to our communities within East Ayrshire.

11. The matters referred to in this report contribute to South Ayrshire Council strategic objective of ‘Enhanced Environment through Social, Cultural and Economic Activities’ and within that to the outcome ‘Work with partners to improve roads and other infrastructure, to encourage house building and business investment that sustains local communities’.

LEGAL IMPLICATIONS

12 The Performance Scorecard summarises the pertinent Statutory Performance Indicators and this does not replace the existing statutory returns for performance information.

HUMAN RESOURCES IMPLICATIONS

13 The Performance Scorecard has no direct impact on human resources.

EQUALITY IMPACT IMPLICATIONS

14 The Performance Scorecard complements the Equality Impact Assessment by ensuring that any issues arising are adequately prioritised, managed and either eliminated or mitigated.

FINANCIAL IMPLICATIONS

15 The Performance Scorecard facilitates the existing scrutiny arrangements to manage, prioritise, and review the budget provided by East Ayrshire Council and South Ayrshire Council to the Ayrshire Roads Alliance.

RISK IMPLICATIONS

16. The Performance Scorecard assists in the prioritisation of risks that need to be mitigated by the Ayrshire Roads Alliance in order to reduce the overall risk to either Council and to comply with the Community Plan/Council Plan in both partner bodies.

TRANSFORMATION STRATEGY

17 This Report aligns with the following design principle stated in the “Transformation Strategy 2017-2022”.

 “Maximum value for our communities”, by ensuring the various elements of the Ayrshire Roads Alliance improves transport provision throughout East Ayrshire.

Person to contact: Kevin Braidwood, Interim Head of Roads - Ayrshire Roads Alliance Tel No. 01563 503164 E-mail: [email protected]

Implementation officer: Kevin Braidwood, Interim Head of Roads - Ayrshire Roads Alliance Tel No. 01563 503164 E-mail: [email protected]

AYRSHIRE ROADS ALLIANCE PERFORMANCE SCORECARD DETAILED MONITORING51 REPORT UPDATE : JOINT COMMITTEE - 5TH NOVEMBER 2020

AYRSHIRE ROADS ALLIANCE ANNUAL PERFORMANCE INDICATORS (CALENDAR YEAR) 2014 2015 2016 2017 2018 2019

Number of people killed or seriously injured in road accidents per 100,000 population 25 29 29 33 59 46

Number of slightly injured casualties per 100,000 population 147 176 138 150 181 86

EAST AYRSHIRE COUNCIL SOUTH AYRSHIRE COUNCIL ANNUAL PERFORMANCE INDICATORS APSE (FINANCIAL YEAR) Average 2011/13 2012/14 2013/15 2014/16 2015/17 2016/18 2017/19 2018/20 2011/13 2012/14 2013/15 2014/16 2015/17 2016/18 2017/19 2018/20

% of A Class roads that should be considered for maintenance 27.06% 29.70% 26.20% 24.60% 21.30% 19.10% 19.80% 21.20% 23% 38.40% 41.60% 42.20% 40.50% 38.60% 38.20% 36.10% 34.40%

% of B Class roads that should be considered for maintenance 31.89% 37.80% 37.80% 36.90% 34.20% 34.00% 35.70% 32.20% 32.50% 47.90% 49.70% 50.40% 48.90% 43.90% 40.70% 38.10% 36.90%

% of C Class roads that should be considered for maintenance 34.22% 42.10% 46.50% 45.50% 40.30% 38.50% 40.50% 40.60% 38.80% 43.20% 48% 49.50% 43.90% 40.20% 41.40% 42.40% 42.20%

% of unclassified roads that should be considered for maintenance 39.84% 43.60% 45.00% 44.10% 44.90% 45.60% 44.00% 43.70% 42.10% 44.90% 46.20% 42.00% 43.30% 43.30% 41.40% 42.90% 42.30%

Overall % of road network that should be considered for maintenance - 40.60% 41.70% 40.80% 39.40% 39.10% 39.00% 38.40% 37.80% 44.50% 46.80% 45.00% 44.10% 42.30% 41% 41.30% 37.80%

AYRSHIRE ROADS ALLIANCE

APSE Current MONTHLY PERFORMANCE INDICATORS Target P1 P2 P3 P4 P5 P6 Comments Average Status

FINANCE

No of invoices paid within 30 days 333 535 672 936 1337 1738

No of Invoices Received 334 545 692 959 1361 1768 - 98%

% of invoices paid within 30 days 99.7% 98.17% 97.11% 98% 98% 98%

Average Year to date of Number of Invoices paid within 30 days 99.7% 98.9% 98.3% 98% 98% 98%

HEALTH AND SAFETY

Number of ARA Safety Inspections Completed within Timescale 51 52 47 45 51 51

Number of ARA Safety Inspections Scheduled 52 52 47 50 51 51 92.02% 90% % of ARA Safety Inspections Completed within timescale 98% 98% 100% 90% 100% 100%

Average Year to Date of ARA Safety Inspections Completed within timescale 98% 98% 99% 97% 100% 100%

Number of Health and Safety Incidents Reported to the Health and Safety Section 2 2 1 1 1 5 - 5 Average Number of days to report an incident to the Health and Safety Section 1 1.5 2 1 1 1.9

ABSENCE MONITORING

Four weekly meeting takes place with HR to Average days lost per employee - - 0.39 0.32 0.28 0.51 0.61 0.57 review all absences and adhere to the Sickness Absence Management Policy

WELL ENGAGED

Visits to the ARA Website every month 1,259 1,479 2,223 5,061 6,299 4,372 49,000 per - annum Number of Visits to the ARA Website Year to date 1,259 2,738 4,961 10,022 16,321 20,693

No of Twitter Followers every month - - 3,457 3,479 3,501 3,534 3,582 3,603

Monthly visits to the website from social media 1,800 per 283 567 876 2423 2984 743 - annum Number of vists to the website year to date 283 850 1,726 4,149 7,133 7,876 52 APSE EAST AYRSHIRE COUNCIL SOUTH AYRSHIRE COUNCIL MONTHLY PERFORMANCE INDICATORS Average Current Current Comments Target P1 P2 P3 P4 P5 P6 Target P1 P2 P3 P4 P5 P6 2015/16 Status Status

Facetime

Number of staff who have received annual FACETIME review 65 65 65 65 68 70 61 61 61 61 66 68

- 100% - 100% -

% of staff who have received annual FACETIME review 53% 53% 53% 53% 55% 56% 76% 76% 76% 76% 79% 80%

Parking

Number of parking appeals accepted 0 0 0 22 5 7 1 0 0 7 23 19

Number of parking appeals received 0 0 0 18 16 21 4 1 0 12 25 44

- - - - - % of parking appeals accepted 0% 0% 0% 8% 31% 31% 25% 0% 0% 58% 92% 43%

Number of parking appeals accepted Year to Date 0% 0% 0% 8% 8% 12% 25% 25% 0% 21% 24% 36%

Roadworks Programme

Physical % of Roadworks Programme Completed - 100% 0% 0% 0% 8% 27% 31% 100% 0% 0% 0% 31% 56% 58%

Bridges

Number of General Bridge Inspections 79 0 0 0 8 37 32 0 0 0 0 0 All General site - 435 448 inspections are completed for inspection cycle Number of General Bridges Inspected Year to Date 79 79 79 79 87 124 32 32 32 32 32 32

Number of Special Bridge Inspections 10 67 10 69 10 68 24 3 0 1 25 1 - 372 150 Number of Special Bridge Inspections Year to Date 10 77 87 156 166 234 24 27 27 28 53 54

Number of Principal Bridge Inspections 0 0 0 0 0 0 40 4 25 4 0 0 - 88 56

Number of Principal Bridge Inspections Year to Date 0 0 0 0 0 0 40 44 69 73 73 73

Priority 1 Faults

Number of Priority 1 Road Emergency defect repairs made safe within 2 hours 3 5 4 6 4 3 5 8 7 3 2 3

Number of Priority 1 Repair Lines issued 3 5 4 6 5 3 6 8 8 3 2 4

91.20% 75% 75%

% of Priority 1 Road Emergency defect repairs made safe within 2 hours 100% 100% 100% 100% 80% 100% 83% 100% 88% 100% 100% 75%

Running Average Year to date of Priority 1 Lines made safe within 2 hours 100% 100% 100% 100% 96% 97% 83% 92% 90% 93% 94% 91%

Priority 2 Faults

Number of Priority 2 Road Emergency defect repairs made safe within 5 working days 2 9 14 23 18 19 3 3 8 14 10 12

Number of Priority 2 Repair Lines issued 5 17 21 27 33 23 3 5 8 18 12 13 76.23% 50% 50%

% of Carriageway Priority 2 Defects repaired within 5 working days 40% 53% 63% 85% 55% 83% 100% 60% 100% 78% 83% 92%

Running Average Year to date of Priority 2 Lines made safe within 5 working days 40% 46.50% 51% 60% 59% 63% 100% 80% 87% 85% 84% 86%

Street Lighting APSE EAST AYRSHIRE COUNCIL 53 SOUTH AYRSHIRE COUNCIL MONTHLY PERFORMANCE INDICATORS Average Current Current Comments Target P1 P2 P3 P4 P5 P6 Target P1 P2 P3 P4 P5 P6 2015/16 Status Status

Facetime Number of Street Lighting repairs completed within 7 working days 6 12 81 142 238 321 8 9 68 63 70 103

Number of Street Lighting Repair Lines Issued 40 63 98 151 266 328 18 23 78 76 82 110 88.07% 95% 95%

% Street Lighting repairs completed within 7 working days 15% 19% 82% 94% 89% 98% 44% 39% 87% 83% 85% 94%

Running Average Year To date of Street Lighting Repairs 15% 17% 39% 53.00% 60% 66% 44% 42% 57% 63% 68% 72%

Traffic

Number of Traffic light repairs completed within 48 hours 16 28 17 14 8 12 16 19 17 13 5 12

Number of Traffic light repair lines issued 16 28 17 14 8 12 16 19 17 13 5 12

88.23% 95% 95% % of Traffic light repairs completed within 48 hours 100% 100% 100% 100% 100% 100% 100% 100% 100% 100% 100% 100%

Running Average Year to date of Traffic Light repairs completed within 48 hours 100% 100% 100% 100% 100% 100% 100% 100.00% 100% 100% 100% 100%

Complaints

Number of Stage 1 Complaints responded to within allotted timescales 0 0 0 0 3 1 0 1 0 2 1 1

Numer of Stage 1 Complaints received 0 0 0 0 3 2 0 1 0 2 1 1

- 100% 100% % of Stage 1 Complaints responded to within allotted timescales - - - - 100% 50% - 100% - 100% 100% 100%

Running Average Year to date of Stage 1 Complaints responded to within allotted timescales - - - - 100% 83% - 100% 100% 100% 100% 100%

Number of Stage 2 complaints responded to within allotted timescales 0 0 0 0 0 0 0 0 1 0 0 0

Number of Stage 2 complaints received 0 0 0 0 0 0 0 0 1 0 0 0

- 100% 100% % of Stage 2 complaints responded to within allotted timescales ------100% - - -

Running Average Year to date of Stage 2 Complaints responded to within allotted timescales ------100% 100% 100% 100%

Enquiries

Number of enquiries responded to within allotted timescales 32 27 41 59 85 76 7 16 31 43 41 38

Number of enquiries received 36 34 55 81 105 102 9 17 37 51 50 46 83.44% 80% 80%

% of enquiries responded to within allotted timescales 91% 79% 75% 73% 81% 75% 78% 94% 84% 84% 82% 83%

91% 85% 82% 80% 80% 79% 78% 86% 85% 85% 84% 84% Running Average Year to date of enquiries responded to within allotted timescales

Freedom of Information

Number of FOI & EIR requests responded to within 20 working days 1 7 4 12 15 8 3 5 7 24 9 5

Number of FOI & EIR requests received 1 7 4 12 15 8 3 5 7 24 10 5

88.52% 100% 100% % of FOI & EIR requests responded to within 20 working days 100% 100% 100% 100% 100% 100% 100% 100% 100% 100% 90% 100%

Running Average Year to date of FOI & EIR requests responded to within 20 working days 100% 100% 100% 100% 100% 100% 100% 100% 100% 100% 98% 98%

Public Liability Claims APSE EAST AYRSHIRE COUNCIL 54 SOUTH AYRSHIRE COUNCIL MONTHLY PERFORMANCE INDICATORS Average Current Current Comments Target P1 P2 P3 P4 P5 P6 Target P1 P2 P3 P4 P5 P6 2015/16 Status Status

Number of Public Liability claims closed 9 17Facetime14 9 8 11 3 2 4 0 0 0

Number of Public Liability claims received 7 12 5 9 12 2 10 10 11 12 1 3

Total number of open claims 2 5 9 9 0 4 7 8 7 12 5 3 - - - - - Number of Public Liability Claims that were successful 3 3 1 1 1 1 0 0 0 0 0 0

% of Public Liability Claims that were successful 30% 21% 7% 11% 13% 9% 0% 0% 0% 0% 0% 0%

Running Average Year to date of Public Liability Claims that were successful 30% 26% 19% 17% 16% 15% 0% 0% 0% 0% 0% 0%