Agenda 30 January 2014

Greenfield, Alloa, Scotland, FK10 2AD (Tel.01259-450000)

Enterprise and Environment Committee

Thursday 30 January 2014 at 10.00 am

Venue: Council Chamber, Greenfield, Alloa, FK10 2AD

Contact Finance and Corporate Services, Clackmannanshire Council, Greenfield, Alloa, FK10 2AD Phone: 01259 452106/452004/2008 Fax: 01259 452230 E-mail: [email protected] Web: www.clacksweb.org.uk

Date Time

1 ENTERPRISE AND ENVIRONMENT COMMITTEE

To determine policies for the promotion of regeneration and enterprise in Clackmannanshire within the strategic policy framework approved by the Council in relation to the following:

• roads and transportation • regulatory services • development planning • facilities management • economic development

To develop strategies, plans and projects in those areas and work with officers and partners to implement them.

With the exception of those matters reserved to Council or delegated to a Committee or an officer, the functions, powers and duties of the Council as planning authority including the preparation of a Development Plan

To set standards for service delivery.

To secure best value in the provision of services.

To consider valid petitions submitted which relate to the areas covered by the Committee

To monitor performance in the delivery of services including consideration of:

• quarterly service performance reports • inspection or other similar reports • financial performance

To keep under review the impact of the Committee’s policies on Clackmannanshire

To hear representations on petitions which have been accepted by the Director of Finance and Corporate Services as valid in accordance with the council policy and criteria. The Committee shall report on every petition in respect of which it has heard representations to Council with its recommendations on how the petition should be disposed of, which may include a recommendation that no action be taken.

2 22 January 2014

A MEETING of the ENTERPRISE AND ENVIRONMENT COMMITTEE will be held within the Council Chamber, Greenfield, Alloa, FK10 2AD, on THURSDAY 30 JANUARY 2014 at 10.00 am.

NIKKI BRIDLE Director of Finance and Corporate Services

B U S I N E S S

Presentation of Awards:

APSE Best Performer Categories: APSE Best Improver Category:

• Building Maintenance • Building Maintenance • Education • Street Lighting

Page No.

1. Apologies --

2. Declaration of Interests -- Elected Members are reminded of their obligation to declare any financial or non-financial interest which they may have in any item on this agenda in accordance with the Councillors’ Code of Conduct. A Declaration of Interest form should be completed and passed to the Committee Officer.

3. Confirm Minutes of Meeting held on 7 November 2013 05 (Copy herewith)

4. Facilities Management Performance - to end November 2013 - 09 report by Head of Facilities Management (Copy herewith)

5. Environmental Projects and Partnership Working - report by the 51 Development Services Manager (Copy herewith)

6. Lands Asset Management Plan (Draft) - report by the 107 Head of Facilities Management (Copy herewith)

7. Litter and Dog Fouling - report by the Environment Manager 159 and Regulatory Services Manager (Copy herewith)

Contact Finance and Corporate Services, Clackmannanshire Council, Greenfield, Alloa FK10 2AD Tel 01259 452106/452004 Fax 01259 452230 Email [email protected] www.clacksweb.org.uk

3 ENTERPRISE AND ENVIRONMENT COMMITTEE – MEMBERS

Councillors Wards

Councillor Donald Balsillie (Convenor) 2 Clackmannanshire North SNP

Councillor Irene Hamilton (Vice Convenor) 5 Clackmannanshire East SNP

Councillor Gary Womersley (Ex officio; non-voting) 3 Clackmannanshire Central SNP

Councillor Les Sharp 1 Clackmannanshire West SNP

Councillor Derek Stewart 3 Clackmannanshire Central LAB

Councillor Graham Watt 3 Clackmannanshire Central LAB

Councillor Kenneth Earle 4 Clackmannanshire South LAB

Councillor Ellen Forson 4 Clackmannanshire South SNP

Councillor Alastair Campbell 5 Clackmannanshire East CONS

Co-opted Members

Mr Mike Mulraney Representing Clackmannanshire Business

Mr Malcolm McArdle Representing Clackmannanshire Business

Mr Robert Marshall Representing Clackmannanshire Business

Mr Graham Struthers Representing the Federation of Small Businesses

4 THIS PAPER RELATES TO ITEM 3 ON THE AGENDA

MINUTE OF MEETING of the ENTERPRISE AND ENVIRONMENT COMMITTEE held within the Council Chamber, Greenfield, Alloa, FK10 2AD, on THURSDAY 7 NOVEMBER 2013 at 10.00 am.

PRESENT

Councillor Donald Balsillie, Convenor (In the Chair) Councillor Alastair Campbell Councillor Kenneth Earle Councillor Ellen Forson Councillor Les Sharp Councillor Derek Stewart Councillor Graham Watt Councillor Gary Womersley (S)

Malcolm McArdle (Co-opted Representative) Michael Mulraney (Co-opted Representative) Robert Marshall (Co-opted Representative)

IN ATTENDANCE

Garry Dallas, Director of Services to Communities Stephen Crawford, Head of Facilities Management Graeme Cunningham, Environment Manager Julie Hamilton, Development Services Manager Charlie Norman, Team Leader, - Roads Ian Fraser, Strategic Policy Manager Andrew Wyse, Solicitor, Clerk to the Committee Councillor Archie Drummond (Ward 2, Clackmannanshire North) Item 4

Presentation of Awards - Finalist in the APSE Housing and Building Apprentice of the Year Award 2013 and Excellence in Training Standards

Before the start of business, on behalf of the Committee the Convenor congratulated Lewis Rennie, Finalist in the APSE Housing and Building Apprentice of the Year 2013 and James Dobbie, dedication to training Modern Apprentices and presented them with their awards. Lewis was also presented with a £50 Beatsons voucher for tools.

The Convenor welcomed Robert Marshall to the Committee as a new Co-opted Representative

EEC.55 APOLOGIES

Apologies for absence were received from Councillor Irene Hamilton and Graham Struthers, Co-opted Representative. Councillor Gary Womersley attended as substitute for Councillor Hamilton.

Councillor Womersley was present today as a substitute for Councillor Hamilton and was not present in his capacity as a non-voting ex-officio member. As a substitute member, Councillor Womersley was eligible to vote.

5 EEC.56 DECLARATIONS OF INTEREST

None.

EEC.57 MINUTES OF MEETING: 5 SEPTEMBER 2013

The minutes of the meeting of the Enterprise and Environment Committee held on Thursday 5 September 2013 were submitted for approval.

Councillor Watt pointed out that the paragraph in the Minute regarding Members addressing specific questions for the Head of Facilities Management through the Councillor Enquiry System was a statement by the Convenor and not a Committee decision.

Moved by Councillor Donald Balsillie. Seconded by Councillor Gary Womersley.

Decision

Subject to the above clarification, the minutes of the meeting of the Enterprise and Environment Committee held on Thursday 5 September 2013 were agreed as a correct record of proceedings and signed by the Convenor.

EEC.58 COMMUNITY AND REGULATORY SERVICES PERFORMANCE - MID YEAR REPORT

A report which updated the Committee on performance for Community and Regulatory Services during the first 6 months of 2013/14 was submitted by the Director of Services to Communities. Performance reported relates to the Service's Business Plan for 2013/14. The report also highlighted key service activity, achievements, opportunities and challenges facing the Service.

The Convenor exercised his right under Standing Order 9.22 and advised that Councillor Drummond would be afforded five minutes to address the Committee on the section of the report relating to Tillicoultry Glen.

Motion

That the Committee notes the report while commenting on and challenging the performance of Community and Regulatory Services as appropriate.

Moved by Councillor Donald Balsillie. Seconded by Councillor Les Sharp.

Decision

The Committee agreed unanimously to note the report, as supplemented by the answers to Members' questions.

EEC.59 COMMUNITY AND REGULATORY SERVICES - FINANCIAL PERFORMANCE - MID YEAR REPORT

A report which apprised the Committee on the financial performance of Community and Regulatory Services in respect of both revenue and capital spend for the financial year, 2013/14, based on activity to date up to the end of June 2013 was submitted by the Director of Services to Communities. Projected outturns up to March 2014 were also set out in the report.

6 Motion

That the Committee notes the report while commenting on and challenging the current financial position.

Moved by Councillor Donald Balsillie. Seconded by Councillor Ellen Forson.

Decision

The Committee agreed unanimously to note the report, as supplemented by the answers to Members' questions..

EEC.60 WINTER SERVICE ROADS AND FOOTWAYS

A report which provided the Committee with the outcome of a review of the previous winter service provision was submitted by the Roads and Transportation Manager. Minor revisions had been made to the Policy and Procedures Document.

It was planned to carry to carry out an in-depth review over the coming winter and a report would be brought to Council early next summer so that any revised policy could be implemented for the winter 2014/15.

Motion

That the Committee approves the Winter Service Policy and Procedures for 2013 and notes the proposal to pursue an in-depth review.

Moved by Councillor Donald Balsillie. Seconded by Councillor Les Sharp.

Decision

The Committee agreed unanimously to approve the Winter Service Policy and Procedures for 2013 and noted the proposal to pursue an in-depth review.

Action

Roads and Transportation Manager

EEC.61 COUNCIL SUPPORT FOR ECONOMIC DEVELOPMENT IN CLACKMANNANSHIRE

A report which gave the Committee an overview of Clackmannanshire's economic and employment position and updated members on the range of work being undertaken by the Council's Economic Development Team both directly and in a partnership/supportive role, to help investors, businesses, employers and those in or seeking employment was submitted by the Director of Services to Communities.

Motion

That the Committee notes the work being undertaken to support economic development in Clackmannanshire.

Moved by Councillor Donald Balsillie. Seconded by Councillor Ellen Forson.

Decision

The Committee agreed unanimously to note the work being undertaken to support economic development in Clackmannanshire.

Robert Marshall withdrew from the meeting prior to consideration of the following report.

EEC.62 BUSIINESS IMPACT OF THE WASTE (SCOTLAND) REGULATIONS 2012

A report which identifies the links with the Council's statutory obligation to adhere to the Waste Hierarchy contained in the EU Waste Framework Directive 2008/98/EC and actions to compliment the Council's Sustainability and Climate Change Strategy and its public body duty contained in the Climate Change (Scotland) Act 2009 was submitted by the Head of Facilities Management.

Motion

That the Committee discuss the content of the report in the context of sustainable waste management and economic development in Clackmannanshire.

Moved by Councillor Donald Balsillie. Seconded by Councillor Les Sharp.

Decision

Having discussed the report, the Committee noted the information provided and agreed unanimously to support the basis set out in the report to address the impact of the Waste (Scotland) Regulations 2012 upon businesses in Clackmannanshire.

Malcolm McArdle withdrew from the meeting prior to consideration of the following report.

EEC.63 FLEET ASSET MANAGEMENT PLAN

A report which sought approval for the Fleet Asset Management Plan which will guide future fleet asset management of Council maintained vehicles and plant was submitted by the Head of Facilities Management.

Motion

That the Committee consider and recommend the Fleet Asset Management Plan 2013- 2018 to Council for approval.

Moved by Councillor Donald Balsillie. Seconded by Councillor Ellen Forson.

Decision

Having considered the report, the Committee agreed unanimously to approve for their interest the Fleet Asset Management Plan 2013 - 2018 and to recommend that the Council approve the Plan.

Action

Head of Facilities Management

ENDS: 11.48 am

8 THIS PAPER RELATES TO ITEM 4 CLACKMANNANSHIRE COUNCIL ON THE AGENDA

Report to Enterprise and Environment Committee

Date of Meeting: 30 January 2014

Subject: Facilities Management Performance - to end November 2013

Report by: Head of Facilities Management

1.0 Purpose

1.1. This report updates Committee on operational and financial performance for Facilities Management Services to end November 2013. Performance reported relates to the Service's Business Plan for 2013/14.

1.2. In addition, the report highlights key service activity since April, achievements, opportunities and challenges facing the service.

2.0 Recommendations

2.1. It is recommended that Committee notes the report, while commenting on and challenging the performance of FM as appropriate.

3.0 Service Activity

3.1. Environment

3.1.1. Waste

The 2012 waste recycling figures were confirmed and published in November 2013. This showed Clackmannanshire Council as the Scottish Local Authority with the highest percentage of recyclate collected at 58%, well clear of the second authority with 55%.

in 2013 / 2014 food waste recycling has been rolled out which should impact positively on overall waste collected reducing waste sent to landfill. Initial figures show a very good participation across Clackmannanshire but with a number of harder to reach communities. Over 1,000 tonnes of food waste has been recycled since March 2013. Gross tonnages of residual waste show an overall decline but the more complex collections (food waste) show an increasing cost per household.

The costs of waste are very dynamic but the overall falling waste volumes are compensating for areas of increased costs and the service is projecting a £242,000 saving in the year.

As a result of the rollout of food waste enquires and complaints more than doubled in Q1 and 2 but these have reduced as the service change has consolidated. 9 The Black Devon Landfill Gas Flare capital project has been completed on programme and is projecting a saving. The flare is undergoing commissioning trials.

An impact of the new zero waste regulations on businesses was presented to the Enterprise and Environment Committee on 7 November 2013.

3.1.2. Street Cleansing

Street cleansing performance is measured by the independently verified LEAMS score which shows an average value of 76 points for the half year. This is a good score and on target to achieve performance in year.

3.1.3. Lands

Working with Leisure Services, Lands Services has undertaken an appraisal of football pitches and over the summer a programme of drainage improvements has been undertaken to most parks.

Lands has merged the client contractor function with Community & Regulatory staff and work has developed a Lands Asset Management Plan as part of the Corporate Asset Management Plan. This is also on the agenda of the E&E Committee today.

3.1.4. Fleet

There is a continued effort to extend the life of existing vehicles resulting in an underspend and reprofiled medium term replacement schedule. This was reflected in the Fleet Asset Management Plan presented to the Enterprise and Environment Committee on 7 November 2013. As a result the fleet replacement budget (capital) is projected to spend under budget.

3.2 HRA Capital Programme

The third quarter has shown significant activity in the housing capital improvement programme as planned. All major programmes are progressing well with progress as included in the Appendix.

Hallpark - 26 units - The contract is well progressed existing building is demolished and the main construction contract works awarded and have commenced with HUBCO and Marshall Construction.

3.2.1. Key upgrades:

• 693 Bathroom Upgrades completed through Project 412000 by Contractor MITIE as at 31 of December 2013. Project on schedule to complete 900 by end of financial year . Resident satisfaction at 91.2% "very satisfied " with completed works; • 201 bathrooms upgraded via PCU . Project on schedule to complete 300 installs by end of financial year . Resident feedback very good; • 51 Houses re-roofed via term contract with Ailsa . Feedback from residents very good scoring 94.67% "very satisfied" with completed works; • 12 Wall upgrades through term contract (re-roughcast); • 84 Entrance Doors replaced via PCU works; • 69 Central Heating Replacements completed; • 13 new kitchens fitted mainly through voids; • 20 blocks of flats have had Secure Door Entry Systems fitted via new long term contract with Scotshield; • 56 Electrical Rewires signed off as complete' 10 • 107 Electrical tests completed since contract began on 2 of October 2013; • Loft Conversion completed at 33 Ten Acres Sauchie. • 54 Disabled bathroom adaptations completed plus an additional 5 adaptation upgrades carried out to date following Social Work referrals; • NRP Retrofit Project Complete to 100 properties; • Roof Vents fitted to 111 Properties at Carseview Tullibody.

3.2.2. Pine Grove

Works are continuing on refurbishment of the three blocks at Pine Grove Alloa bringing 33 units in a development that had low occupancy up to good letting standards. Bathroom replacements, wall re-rendering, electrical rewiring, kitchen replacement , front door replacement , secure door entry upgrade and the creation of a central concierge office are on schedule to be completed by the end of March 2014.

3.2.3. NRP Retrofit Project 2013-2014 - Edison Energy

• Scott Crescent Alloa - External Thermal Wall Insulation and loft insulation top up to 8 properties within the Alloa Park estate . These houses are of "No Fine" construction . • Mentieth Court Alloa - External Thermal Wall insulation , Loft insulation top and the fitting of PV Roof Panels . These properties are the oldest in the Mar Policies estate built in 1965 and are of "No - fine" construction . • 39 Schaw Court Sauchie - External Thermal Wall Insulation to two blocks of flats off Sauchie Main Street . These blocks are of "No -Fine "construction first built in 1963. Works are now complete. These flats previously had an EPC score of 27 out of 100 . Now have an EPC Rating of 94 following the fitting of new central heating and external thermal wall insulation . Resident feedback has been excellent following this work . • 1-10 Parklands Place Forestmill - External thermal Wall upgrade to ten properties , loft insulation top up and the fitting of solar thermal and air source heating pump systems . After a reluctant start , residents have embraced changes to their heating systems with renewable technology and resident feedback has been very good . This is a first for Clackmannanshire . • Further Air Source Heating Systems - Fitting of a further 3 Air Source Heating Systems were carried out to properties off the gas main at 4 & 5 Golfview and 3 Greenloan Muckhart. Works complete and signed off.

3.2.4. Strategic Procurement

In terms of the long term strategy, maintenance is endeavouring to develop longer term framework contracts with contractors alongside carrying out HRA Capital Upgrades with the craft at PCU. New contracts near agreement are as follows:

• Central Heating Replacement 2014-17 approved at Council in December. A total of 300 new central heating systems to be installed by end of financial year 2013- 14. A further 300 for 2014-15 with a further 700 scheduled for 2015-16. • Safe Electrical Rewire Contract 2014-18 - New four year contract with the successful contractor due to be appointed in January 2014. Phase 2 of CFM contract due to be completed by March 2014 following long term dispute. Electrical testing will dictate future rewire programme instead of fixed rewire at year 25. • Roof/Rainwater/External Wall Upgrade Contract 2014-18 - New Contract currently being procured following existing contract being spent out. • Damp Rot Term Contract 2014-17 - PQQ currently being assessed for a new long term damp rot contract.

3.3. General Services Capital Plan - Major Projects

3.3.1. Kilncraigs

Work is technically complete on the original project. The move contractor is appointed and scheduled for moving in staff commencing February 2014.

Additional funding for heritage works are complete as planned. Additional funding for replacement furniture is being used selectively and the corporate display / presentation of Clackmannanshire's heritage is under design for installation in the completed Patons, Kilncraigs and Speirs buildings.

As part of the Kilncraigs project works were approved to address adjacent wall structure issues surrounding Greenside Cemetery. Works are complete that directly affect the Patons School and Kilncraigs buildings and funding remains for further needed heritage improvements to the listed Greenside Cemetery. Central Scotland Green Networks are funding a masterplan of the entire Greenside Cemetery to Forth Shore area to assist in the development of an HLF bid in February 2014. In addition Clackmannanshire Council have been shortlisted for a smaller heritage grant funding round to be applied for in January 2014.

3.3.2. Speirs

Speirs main contract was approved at Council in May and is on site, on programme and budget and due for completion in May 2014.

3.3.3. Redwell School

Redwell main contract was approved at Council in May and is on site, on programme and budget for handover in July 2014.

3.3.4. Village and Town Centre Initiative

The consultation on the proposed Sauchie project was completed in July and informed the final project scope which commenced on site in Autumn 2013. This project will continue into the 2014 financial year in accordance with the programme.

3.3.5. Kelliebank Amenity Facilities

Funding for this windfall project was approved at Council in May. The demolition of existing facilities and creation of temporary facilities was completed in December 2013 and work has commenced on site in January 2014. The internal PCU organisation will undertake a number of the works packages and construction will be managed by PCU within the depot.

3.3.6. Photovoltaic Solar Panels to Public Buildings

This project is complete in year with unspent funding released from this project.

3.3.7. Off the Shelf Purchases (homeless and HRA)

This project is ongoing with housing with 20 properties now purchased and refurbished / nearing completion for homeless as part of the spend to save initiative. 20 houses have also been purchased over the last 6 months for HRA attracting Scottish Government grant. This last initiative has had a detrimental effect on the targeted total of 50 properties but after discussions with the Head of Housing there is

12 a "taking stock" of the current position with a higher turnover of void houses and new house construction planned.

3.4 Strategic Housing Investment Plan

FM has commenced development in Sauchie with site clearance works and site investigations for development of 19 new social houses in 2014/15. This co-ordinates the Council's own land supply with housing need.

3.5. Site Sales

A report to Council in June identified and approved site sales. This approved the sales strategy for a number of vacant sites. Greenfield House and Limetree House are now actively being marketed with a number of expressions of interest received. Looking towards 2014/15 when St John's School and Claremont School become vacant, work is underway with Historic Scotland to ascertain the best development option and value of the St John's building / site and an early sale of Claremont School. A summary of sales progress is below:

Site Council Progress Approval Greenfield June 2013 On the market, a few expressions of interest. Intention to set a closing date once the property is vacated. A number of leads are being followed with other public sector partners with existing private leases. Fairfield 27th June 2013 Sold to HRA. Site investigations planned. 19 Mar Street 27th June 2013 Sold Claremont Primary 27th June 2013 An offer is being considered, to be sold once school School vacated in August 2014. St John's School 27th June 2013 Development brief drafted and once agreed marketed in summer. Glenochil Nursery 27th June 2013 Property sale after local plan determination. Development brief to be prepared. Alva Academy 27th June 2013 Sold to Tigh Grian for RSL social house development Fields 4 & 5 27th June 2013 Bids received and currently being assessed. Sale Fishcross pending. Lime Tree House 27th June 2013 Details for marketing being completed in January. A number of interests have been registered. Cemetery Lodge, 27th June 2013 Low offer received. Currently withdrawn from market and Dollar being used as temporary housing. Shop, 42 Harris Court 27th June 2013 Sold Tullis site 27th June Part of site to be sold to Kingdom Housing Association to be considered at January H,H&C Committee Former Tillicoultry 27th June Site subject to offer under the Capital Stimulus Initiative. Community Centre This has not achieved a sale but site identified in Council's future affordable housing programme (SHIP). Site in process of being cleared

There has been a turnover of staff but existing staff are being refocused to bring forward the sales and disposal plans.

13 3.6. Property rates

The annual property rates cost of over £2million is subject to continuous challenge. FM appointed an external consultancy to challenge assessments by the assessor and a number of buildings have been favourably reassessed with a 4 year claw back. This resulted in a £227,000 saving in year with an ongoing saving of approximately £50,000 in 2014/15 and beyond.

3.7. Maintenance

3.7.1. Housing

On 1st April all repairs calls for housing and non housing were relocated to the new Kelliebank repairs centre. Since then the service performance across all repair types has been equal to previous if not exceeding the already high standards. In February the service is now programming to roll out appointments to tenants and at the time of writing all systems, staff and training are nearly in place. It is likely initially that some tenants may consider this service a reduction in service from the current highly responsive service. The service however will allow better resource planning and efficiencies to be achieved resulting in reductions in repairs charges to the HRA in the future. In the first three quarters the number of voids processed has increased by one third from the normal trend (circa 30 per month has risen to 40 per month). This is seen as a continuing trend and the voids team is being staffed to accommodate this additional workload. This and an increase in gas servicing (due to the large windfall capital investment in 2013/14) cyclical repairs is leading to an overall increased repairs charge to the HRA in 2013/14. Housing and maintenance teams have met to endeavour to minimise the projected overspend.

3.7.2. Public buildings

Repairs to public buildings have increased in volume due to failures found in the statutory testing and servicing programmes including fixed wire testing. A number of properties have also been risk assessed by the Fire Officer and Menstrie, Ludgate and Whins Resource Centre have had urgent recommendations completed at a cost of £90k. Glentanna Mill also had to be upgraded due to DDA and fire compartmentation issues.

The service has consolidated all mechanical and electrical inspections and servicing contracts under one large contract due to be awarded February 2014. This will assist demonstrating statutory compliance with a like for like procurement saving in 2014/15.

The demand is largely responsive by nature and due to the above there is projected a £150,000 overspend on budgeted repairs of £1,200,000.

3.7.3. Energy

The milder weather in 2nd and 3rd quarter 2013 /14 is reflected in a downward projection on gas consumption. Electrical and water consumption is projected to rise slightly.

3.7.4 Two apprentices have reached the final in the Scottish Apprenticeship of the year award, Lewis Rennie, Year 4 and Connor Waddle, Year 2.

14 3.8. Soft FM

3.8.1. Leisure

In November the Education Sport and Leisure Committee approved a new strategy. Retaining footfall in the leisure facilities is proving challenging despite increased marketing. A number of long term lets have ceased use of facilities and income has been effected by an increased number of free Council lets to services. Overall compared to YTD last year the average monthly footfall is 56,045 versus 57,714 in 2012/13, a 2.9% decrease. Included in the above figures, the Alloa Leisure Bowl YTD figures buck this trend with a 3.3% increase in footfall over the same period.

3.8.2. Catering

Primary school catering is seeing a marginally higher take-up of meals YTD (44%) than previous years and secondary schools are showing a 5% increase in school meals provided. The 4th quarter historically sees an increase in meal take up and we are projecting to meet targets.

The proposed service change of the hot meals-on-wheels (MOW) service to a frozen MOW service at weekends has not been implemented yet as work with Social Services has not been completed.

3.8.3. Janitors / Cleaning

The janitorial / cleaning service integration has not progressed due to there having been no appropriate opportunities identified due to little staff turnover, the premise for the savings proposal.

3.9. Service Level Agreements with voluntary organisations

Organisation Current 2013/14 Progress Comment SLA in Value (£) place Yes / No Ochil Leisure Yes 75,000 Paid SLA agreed and signed Enterprises Devonvale Hall Yes 4,875 Paid SLA agreed and signed Coalsnaughton Yes 4,875 Paid SLA agreed and signed Hall Clackmannan Yes 4,875 Paid SLA agreed and signed Town Hall

3.10. Governance actions The 2013 /14 Business Plan included actions in respect of 4 priority outcomes. The table below identifies the current actions:

Priority Outcomes Actions Progress Community A full review of service Evidence for CSE accreditation Engagement community engagement and being compiled for assessment

15 Priority Outcomes Actions Progress feedback will be undertaken as 4th quarter 2013/14. part of the CSE Accreditation objectives in 2013/14. Information The development of the Services records management Management integrated corporate repairs will be a focus of the relocation centre at Kelliebank gives a one at Kilncraigs. stop shop for technical information on property. The moves in Kilncriags give a continuing prominence to information retention, archiving and disposal management for all staff across the Council. Personnel All staff are planned to have Soft FM - complete Development PRD's in 2013 /14. Enviromnment - complete Assets - complete Maintenance - 4th quarter action although all TNA actions completed and training for appointments rollout ongoing Procurement Improved procurement and Procurement matrix value for money management model agreed at CMT. Procurement manager leading and being supported by FM. Internal audit undertaking a review of FM procurement in 3rd and 4th Qtr 2013/14.

4.0 Corporate Priority Outcomes

4.1. Health is improving and health inequalities are reducing

The indicators relating to this corporate priority are showing a slightly improving performance with Q3 figures showing an increased take up in secondary and an equivalent primary school uptake YTD.

Attendances at leisure facilities unfortunately showing a 3% reduction overall.

4.2. People are better skilled and ready for learning and development

Larger construction procurements over the last year have included a community benefits clause in accordance with the approved Council Employability Strategy obligating the contractor to employ a high % of local trades and trainees. This is continuing through the appointment of British Gas on a 4 year gas central heating term contract.

4.3. The area has a positive image that attracts people and businesses

The numerous capital projects that are ongoing currently will have a positive impact on services and the environment. Issues related to property and housing in their respective asset management plans are being implemented and lands issues such as parks drainage is being addressed.

16 4.4. The Council is effective, efficient and recognised for excellence

Sickness absence in Q3 is managed via the Council policy.

Response repairs to tenants maintained a high level of performance with overall 94% delivered within priority timescales. Work is proceeding on the Servitor appointments implementation for roll out in February late 2013.

Building maintenance and educational catering were both awarded best performer finalist awards by APSE in December 2013.

4.5. The Environment is protected and enhanced for all

The 3rd quarter utilities consumption shows a decreased gas consumption for 2013/14 recognising lower temperatures than the previous year, however electricity and water are increasing.

4.6. Vulnerable people and families are supported

Major HRA capital programmes are well progressed and housing improvements should see near full programme delivery. Off the shelf general needs purchases are beginning to come on stream to address homeless presentations.

5.0 Financial Performance

5.1. Budget Position

5.2. The undernoted table provides an overview of Facilities Management outturn position within each Service Expenditure area.

5.3. Appendix B to this paper contains a detailed analysis of variances in respect of each service area for revenue.

5.4. Appendix C and D to this paper contains detailed analysis of variances in respect of each capital plan.

5.5 Appendix E to this paper contains detailed analysis of variances in Leisure services.

Revenue Budgets Facilities Annual Projected Variance Management Budget Outturn to Outturn v 31/03/14 Budget £'000 £'000 £'000 Property Costs 5,919 5,658 (261) Asset Management 140 247 108 Property Maintenance 563 530 (33) Schools PPP 7,423 7,423 0 Fleet Services 1,484 1,478 (6) Catering 840 828 (12) Janitors 356 379 22 Cleaning 964 967 3 Leisure 981 1,132 152 Public Conveniences 75 71 (4)

17 Security 28 27 (1) Management Unit 502 502 0 Land Services and Burial Grounds 1,197 1,208 11 Streetcare 648 600 (48) Waste Management 3,364 3,122 (242) Property Contract Unit (952) (953) (0) Total Revenue FM 23,531 23,219 (312) Capital Budgets Facilities Annual Projected Variance Management Budget Outturn to Outturn v 31/03/14 Budget £'000 £'000 £'000 Property Asset Management Plan 13,858 7,862 (5,995) Land Asset Management Plan 753 600 (152) Fleet Asset Management Plan 1,578 1,055 (524) Total Capital FM 16,189 9,517 (6,671)

HRA Revenue Annual Projected Variance Budget Outturn to Outturn v 31/03/14 Budget Repairs 4,453 4,924 470

HRA Capital Facilities Management Annual Projected Variance Budget Outturn to Outturn v 31/03/14 Budget HRA 9,313 8,163 (1,149)

5.6. Overall the service is currently projecting a revenue budget underspend of £312,000, the major variances being:

• Asset Management is showing an overspend of £108K due to the requirement of additional staff for the moves to Kilncraigs and the marketing of Greenfield and Lime Tree. Currently there is a shortfall in asset management fees traditionally charged to capital as a result of reprofiling staff costs.

• Property costs - There are savings in utilities due to slightly lower consumption than projected and favourable tariffs. There is a one off saving of £225k in rates as a result of challenge to assessors but this is offset by higher than normal maintenance costs as a result of statutory inspections and wear and tear in buildings that had to be addressed in year.

• Leisure is showing an overspend of £152K largely due to the leisure charges review not yet being implemented and slightly lower attendances. Upon review there have been a number of long terms lets that have cancelled, and the unavailability of Alloa / Alva pitches has impacted income.

• Waste savings of £242,000 which are mainly due to short term vacancies, increased value of recyclate, reduction in hires and success of the recycling initiatives and hence reduced tonnages sent to landfill.

18 5.7. Overall the FM managed element of General Services Capital budget is currently projecting an underspend of nearly £6m of a gross total of £17m. This underspend is due to phasing of some projects and underspends in the photovoltaic and off the shelf purchase of temporary accommodation. We have also benefitted from SFT funding received early.

5.8. The HRA repairs budget is projecting an overspend due to a number of factors, increased void house repairs costs (33% increase in void houses), cyclical repairs found upon inspections and gas servicing. A cross service group has met to reduce the projected overspend to budget but an overspend is projected at circa £470,000.

The projected overspend is split as follows:

Approved Projected Variance Comment budget Outturn Private contractors 350,000 350,000 0 Voids 888,670 1,165,000 276,000 33% increase in void houses Repairs 2,154,000 2,150,000 (4,000) Normal demand Cyclical 680,000 758,000 78,000 Increased number of repairs as a result of surveys. Minimising repairs. Gas 360,000 460,000 100,000 Increase due to 2012/13 installation programmes Minor sw repairs 21,000 41,000 20,000 Demand led

Total 4,453,670 4,924,000 470,330

5.9. The HRA capital plan is projected to show a small slippage with the majority of the major expenditure on programme as previously described.

6.0 Progress in Delivering Planned Budget Savings in 2013/14

6.1. The 2013/14 budget incorporated savings agreed in 2012/13 of £613K for Facilities Management through a combination of budget challenge savings, management actions and specific Council decisions. After eight months of the year we are able to report that 60% of these savings have been secured totalling £365k. The table below summarises the position.

Table 1: Planned Budget Savings 2013- 14 Description of Saving Saving 2013-14 Progress Comment

Management Savings: £ '000 £ '000 Waste Services Zero based budget identified Completed 12/13. Budget savings 2013/14 130 130 realigned Streetcare Zero based budget identified Completed 12/13. Budget savings 2013/14 40 40 realigned. Waste contract This saving is based on renegotiation and gate savings in the summer fee & tonnes reduction garden waste collections. garden waste 30 30 On target. Alternative contract On target but based on outlets for residual volumes going for waste & waste treatment 100 75 treatment.

19 Janitors remit to include 22 0 This saving is based on an element of cleaning turnover between janitorial and cleaning staff and including cleaning in janitors' remit. Currently there are no leavers through 2013/14 and savings looks unachievable. Savings over 2 years. Schools PPP 75 60 £75K savings in 11/12. renegotiation of contract Total reduction of £150K April 2013. Negotiations are ongoing and £100k offer from contractor being considered subject to agreement of payment mechanism interpretations. £60k performance deductions made to date. 15 0 Consistent market rent policy being applied in all lease renewals -additional income will be achieved through successful lease negotiations. This will be a Fair Rent Policy year end report.

Total Management Savings 412 335 Table 1: Planned Budget Savings 2013- 14 Description of Saving Saving 2013-14 Progress Comment

Policy Savings: £ '000 £ '000 Enforce householder 45 30 Gathering data from food recycling as in Zero waste roll-out to target Waste Strategy intervention at those not participating. Intervention protocol being developed in conjunction with neighbour Council and Zero Waste Scotland. This saving is on target to be achieved. 3 day clean (offices) 17 0 This will be phased in with move into Kilncraigs. This saving is dependent on staff leaving throughout year and not replacing. Not yet identified. Reduction in Alloa 20 0 This saving was as a result Leisure Bowl contract of an anticipated sub let to as community organisation resulting in a saving property rates paid through the contract. This has not happened. Leisure charges review 95 0 Review undertaken and revised charges will be approved via 2014/15

20 budget process. Booking system now able to accommodate revised charges. Meals & Wheels - stop 24 0 Work ongoing with social delivery at weekends services to change this and change to frozen model of delivery.

Total Policy Savings 201 30

TOTAL FACILITIES MANAGEMENT 2013- 14 613 365

7.0 Conclusions

7.1. This is the second monitoring report of 2013/14.

7.2. The monitoring approach is being designed to link with other reporting arrangements. The Service Committee reports will feed into the corporate financial reporting through the Resources and Audit Committee, and Council Budget Strategy updates.

7.3 APSE

In December FM were shortlisted for the following awards which were ultimately not won but give evidence of continuing service improvement and high standards of service to customers:

Building maintenance - Finalist Best Performer APSE Performance Networks

Educational Catering - Finalist Best Performer APSE Performance Networks

8.0 Opportunities, Challenges and Risks

8.1. Construction

Across both HRA and General Services Capital Plans plus external grants there is over £30 million expenditure planned in 2013/14. The risk profile is higher than internal operations but the majority are progressing according to plan.

There have been a number of longer term absences through illness of key project staff which the team has covered on live projects on site. A number of projects are therefore struggling to get to site as planned but will be delivered in early 2014 / 15.

8.2. Energy Efficiency in Homes

Building on the successes in 2012/13 an number of opportunities are being pursued to obtain additional utility and grant funded home energy investment beyond that contained in current plans.

21 8.3. Budgets 2013 / 14 and beyond

Work continues to review services and deliver services for the minimum cost with as little impact to service users. A number of savings have proved difficult to bring resource issue forward due to staff leaving, absences and cross service working. These are being reprioritised and will be resolved.

9.0 Sustainability Implications

9.1. This report does not contain any specific sustainability implications that are not previously considered.

10.0 Resource Implications

10.1. Financial Details

10.2. The financial implications arising from this report are recognised by the services and Finance and where projecting overspends efforts are being made to minimise the occurance.

10.3. Staffing

10.4. There are no additional staffing implications associated with this report.

11.0 Exempt Reports

11.1. Is this report exempt? Yes (please detail the reasons for exemption below) No ;

12.0 Declarations

The recommendations contained within this report support or implement our Corporate Priorities and Council Policies.

(1) Our Priorities (Please double click on the check box ;)

The area has a positive image and attracts people and businesses ; Our communities are more cohesive and inclusive ; People are better skilled, trained and ready for learning and employment ; Our communities are safer ; Vulnerable people and families are supported Substance misuse and its effects are reduced Health is improving and health inequalities are reducing ; The environment is protected and enhanced for all ; The Council is effective, efficient and recognised for excellence ;

(2) Council Policies (Please detail)

13.0 Equalities Impact

13.1. Have you undertaken the required equalities impact assessment to ensure that no groups are adversely affected by the recommendations? Yes No ;

22 14.0 Legality

14.1. It has been confirmed that in adopting the recommendations contained in this report, the Council is acting within its legal powers. Yes ;

15.0 Appendices

15.1. Please list any appendices attached to this report. If there are no appendices, please state "none".

Appendix 1 - Covalent Performance Report

Appendix 2 - Budget vs Outturn

Appendix 3 - General Services Capital Programme Budget

Appendix 4 - Housing Capital Budget Programme 2013/4

Appendix 5 - Leisure Services - detailed budget

16.0 Background Papers

16.1. Have you used other documents to compile your report? (All documents must be kept available by the author for public inspection for four years from the date of meeting at which the report is considered) Yes (please list the documents below) No ;

Author(s)

NAME DESIGNATION TEL NO / EXTENSION

Stephen Crawford Head of Facilities Management Extension : 2533

Approved by

NAME DESIGNATION SIGNATURE

Stephen Crawford Head of Facilities Management

Garry Dallas Director of Services to Communities

23 24 Facilities Management Business Plan 2013-14 APPENDIX 1

Quarter 2 Progress Report

KEY TO SYMBOLS

PIs Status Short Term Trends Long Term Trends Compares actual performance with Compares actual performance with most recent Compares actual performance with target previous previous over the longer term

Alert Performance has improved Performance has improved

Performance has remained the Warning Performance has remained the same same OK (performance is within Performance has declined Performance has declined tolerance limits for the target) No comparison available - May be new Unknown No comparison available indicator or data not yet available

ACTIONS RISKS Current Rating Expected Outcome Status = Likelihood x Impact (1 - 5)

Meet target/complete within target dates Rating 16 and above

Will complete, but outwith target Rating 10 to 15

Fail to complete or cancelled Rating 9 and below

The likelihood of a risk occurring, and the impact if it does occur are each scored on a scale of 1 to 5, with 1 being the least likely or the least significant impact. Detailed guidance on scoring is provided in the Risk Management Policy and guidance.

DETAILED REPORT

CORPORATE PRIORITY OUTCOME 1) The area has a positive image and attracts people and businesses

Expected Code Action By When Progress Latest Note Lead Outcome The construction project is now complete, however, changes requested regarding the Housing Option Office and Deed store will not be complete until February 2014. IT moves and switch over will be reprogrammed for January 2014.The moves FAM ASM 002 Kilncraigs project to be completed. 31-Dec-2013 Eileen Turnbull programme has been altered to accommodate inspections in Social Services and the Budget process as per their request from services and the members. The moves are targeted to be completed by April 2014.

FAM ASM 004 Speirs Centre to be 90% complete 31-Mar-2014 Project awarded (May 2013) and on site. Eileen Turnbull

FAM ASM 005 Redwell Primary School to be 80% complete. 31-Mar-2014 Project awarded (May 2013) and on site. Eileen Turnbull

Render work is 50% complete, door entries 90% and Commence on site Phase 1 Village and Town roads works due to commence in the new year. FAM ASM 006 31-Dec-2013 Robert Smith Centre Project at Sauchie Overall, the programme is on schedule. Looking to conclude in October 2014. Streetscape programme prioritised and consulted on HRA with Housing services. Work commenced in line Graeme WSL STR 001 Improved Streetscape 31-Dec-2013 with priorities at Whins Rd Sauchie (90% job Cunningham completion), moving to Hall Park next.

CORPORATE PRIORITY OUTCOME 3) People are better skilled and ready for learning and development

2010/ 2011/ 2012/ 2013/ 11 12 13 14 Q2 2013/14 Value Value Value Target 2010/ 2011/ 2012/ 2013/ Q2 2013/14 11 12 13 14 Code Description Latest Note Lead Short Value Value Value Target Value Trend Number of live on-site Council contracts with FAC FAC 012 4 10 10 Benefits clauses being monitored. Stephen Crawford benefits clauses

FAC FAC 013 Number of trades apprentices at PCU 14 15 16 16 Four new apprentices appointed for a total of 16. Stephen Crawford

Expected Code Action By When Progress Latest Note Lead Outcome Initiate formal review of the use and impact of FAM PRM 005 the Employment Strategy in FM Services and 31-Mar-2014 Review underway. Stephen Crawford

contracts

CORPORATE PRIORITY OUTCOME 5) Vulnerable people and families are supported

Expected Code Action By When Progress Latest Note Lead Outcome Frameworks for general works-adaptation- Put on hold due to lack of demand for this type of FAM ASM 007 structural upgrades, internal alterations, 31-Mar-2014 Owen Munro project property extensions 2012-16 Initiate rollout of repairs and maintenance Appointments system procured. Craft Agreement FAM PRM 002 31-Mar-2014 Stephen Crawford appointment services and systems to trades. implemented. Awaiting I.T upgrades to allow rollout. 10 blocks have secure door entry systems FAM PRM 007 31-Mar-2014 20 completed and awaiting sign-off. Owen Munro upgraded

FAM PRM 008 240 electrical upgrades 31-Mar-2014 On schedule for completion by the end of March 2014. Owen Munro

Contract was awarded and started in October. 98 tests FAM PRM 009 300 Safe electrical periodical testing 31-Mar-2014 Owen Munro now completed.

27 Expected Code Action By When Progress Latest Note Lead Outcome Energy efficient central heating systems Contractor appointed and due to be on-site in January. FAM PRM 011 31-Mar-2014 Owen Munro upgrade-term contract 2013-16 300 installs due before March. Current stock compliance of 92.3% with compliance by 2014 targeted at 96.8%, the stock is expected to be fully compliant with SHQS by March 2015.

33 properties failing modern facilities are located within three blocks of flats at which a feasibility study is currently being undertaken with a view to possible redevelopment.

FAM PRM 012 SHQS compliance. 31-Dec-2013 Owen Munro The majority of failures within the Health/Safe/Secure criteria are due to secure common door entry systems which require first time installation or replacement, term contract now in place to tackle these failures.

82 individual dwelling entrance doors identified as not meeting the Healthy/Safe/Secure criteria are included within a programme of upgrade works scheduled to commence early 2013/14. 1,000 upgraded bathrooms installed in Council FAM PRM 013 31-Mar-2014 781 bathrooms now completed. Owen Munro housing as part of the Bathrooms Programme 300 planned central heating replacements Contractor due to be on-site in January for works FAM PRM 014 undertaken as part of Central Heating 31-Mar-2014 Owen Munro between January and April. Programme 50 Council roofs and 46 houses have been re- rendered. 69 Council houses have had external wall Roof upgrades to houses and wall upgrades to FAM PRM 015 31-Mar-2014 insulation done, including Shaw Court and Forestmill. Owen Munro 3 blocks of flats Air Source pumps input at Forest Mill and and 69 homes had have had PVs fitted.

CORPORATE PRIORITY OUTCOME 7) Health is improving and health inequalities are reducing

2010/ 2011/ 2012/ 2013/ 11 12 13 14 Q2 2013/14 Value Value Value Target 2010/ 2011/ 2012/ 2013/ Q2 2013/14 11 12 13 14 Code Description Latest Note Lead Short Value Value Value Target Value Trend Uptake of school meals, paid and free, in CAC CAT 001 62.72% 61.09% 69.30% 70.00% 75.82% YTD to November 5% increase Diane MacKenzie Secondary schools.(APSE PI36e) Uptake of school meals, paid and free, in CAC CAT 002 43.03% 44.88% 45.24% 46.00% 44.00% YTD to November slight increase Diane Mackenzie primary schools.(APSE PI36e) Monthly average visits to Community Leisure CAC LEI 003 61,411 59,023 60,000 56,045 3% YTD decrease to November Karen Kirkwood Facilities in a rolling year

Expected Code Action By When Progress Latest Note Lead Outcome Leisure Strategy Council approval process Report to November Education, Sport & Leisure FAM SFM 001 31-Mar-2014 Stephen Crawford initiated Committee Brief out to tender including this review option Leisure Alternative Delivery Model FAM SFM 002 31-Mar-2014 undertaken by S&C Services in management Stephen Crawford strategy/policy discussed by Council alignment

CORPORATE PRIORITY OUTCOME 8) The environment is protected and enhanced for all

2010/ 2011/ 2012/ 2013/ 11 12 13 14 Q2 2013/14 Value Value Value Target 2010/ 2011/ 2012/ 2013/ Q2 2013/14 11 12 13 14 Code Description Latest Note Lead Short Value Value Value Target Value Trend CO2 emissions from gas consumption in 4165 2784 3157 2919 2900 Drop in line with milder quarter compared with last FAC FAC 007 Fergus Lindsay Council buildings in a rolling year tonnes tonnes tonnes tonnes tonnes year. CO2 emissions from electricity consumption in 4820 4383 4324 4200 4583 FAC FAC 008 Increased usage / demand Fergus Lindsay Council buildings in a rolling year tonnes tonnes tonnes tonnes tonnes CO2 emissions from water consumption in 30.00 35.50 32.97 30.00 34.06 FAC FAC 009 Higher usage on sites being instigated Fergus Lindsay Council buildings in a rolling year tonnes tonnes tonnes tonnes tonnes Half year value is 882, of which 466 relate to the WSL WMA introduction of Food Waste collection. The Graeme Number of Waste Management Complaints 545 767 662 500 339 006 comparative figure to Q1 + Q2 previous year is 416 Cunningham (Excluding Food Waste).

CORPORATE PRIORITY OUTCOME 9) The Council is effective, efficient and recognised for excellence

Facilities Management Percentage of FOI enquiries regarding Facilities FAM CUS 003 100% 100% 100% 100% . Stephen Crawford Management dealt with within timescale.

30 2010/ 2011/ 2012/ 2013/ 11 12 13 14 Q2 2013/14 Value Value Value Target 2010/ 2011/ 2012/ 2013/ Q2 2013/14 11 12 13 14 Code Description Latest Note Lead Short Value Value Value Target Value Trend Percentage of Councillor enquiries regarding FAM CUS 004 Facilities Management dealt with within 91% 90% 90% 96% Stephen Crawford

timescale. Due to Itrent system implementation and working Sickness absence level in Facilities FAM FAM 012 3.5% 3.8% 3.5% patterns requiring populated, this statistic not yet Stephen Crawford Management available.

FAM FAM 013 Number of RIDDOR cases 13 10 8 6 April - December Stephen Crawford

Percentage of all repair work completed within PRF PRO 001 95.44% 95.14% 94.68% 95.00% 94.27% . Jeanette Pearcy expected timescales. Percentage of Housing repairs completed PRF PRO 002 82.12% 82.56% 84.32% 85.00% 81.73% . Jeanette Pearcy during the first vist Percentage of emergency response repairs HMO HBM completed within target time (Priority Code 0 - 98.87% 99.56% 99.69% 99.75% 99.93% Minor drop in statistics. Jeanette Pearcy 001 Emergency - 4 hours) Percentage of urgent response repairs HMO HBM completed within target time (Priority 1 - 99.05% 99.18% 99.75% 99.8% 98.37% Minor drop in statistics. Jeanette Pearcy 002 Urgent -4 hours) Percentage of weekly response repairs HMO HBM completed within target time (Priority 2, 94.44% 94.03% 91.11% 94% 91.57% Drop due to increase in other areas of work. Jeanette Pearcy 003 weekly, 7 days) Percentage of 4 week response repairs HMO HBM completed within target time ( Priority 4, 92.52% 89% 85.14% 87% 81.13% . Jeanette Pearcy 004 Routine Repairs, 28 days) Of all the repairs to Housing stock, the total HMO HBM percentage of them that were completed 95.89% 94.52% 92.73% 93% 91.31% Small drop, but should address in full year. Jeanette Pearcy 005 within their individual target timescales.

Covalent Code Risk Description Status Current Rating 12 Target Rating 12

FAM FAM 001 Adverse weather prevents service's vehicle movements

Potential Effect Failure to provide FM services.

Contracts in place for external / private contractors to provide key FM services in an FAM FAM 008 Business Continuity Plans emergency. Related Actions Internal Controls Major Incident Operational

Procedures Emergency Response Plan Mitigating / response actions include: awareness of weather reporting and preparation to reorganise Latest Note collections; inform customers via press / website / radio / Contact Centre of updated position and alternatives, Managed By Stephen Crawford such as Forthbank; and initially access areas that are accessible.

Covalent Code Risk Description Status Current Rating 15 Target Rating 15

FAM FAM 002 Outbreak of disease, such as Pandemic Flu

Potential Effect Reduction in provision of service through labour shortage and reduced management capacity.

Health & Safety

Management System Related Actions Internal Controls Pandemic Flu Plan Maximising Attendance &

Employee Wellbeing Policy Mitigating / response actions include: Contract external labour; maintain links for contingency arrangements for labour from private contracts; disperse management responsibilities to other teams and other management Latest Note Managed By Stephen Crawford within Council; and contact neighbouring Councils for interim management of licensed locations - licensed holder.

32 Covalent Code Risk Description Status Current Rating 8 Target Rating 8

FAM FAM 003 High number of refuse collection fleet vehicles lost to fire or malicious damage.

Potential Effect Cannot undertake short-term refuse collections.

Fleet Plan Related Actions Internal Controls Risk Management Strategy Mitigating / response actions include: vehicles containing residual waste are emptied at end of shift and Latest Note Managed By Graeme Cunningham security controls at depot; and private sector vehicles available.

Covalent Code Risk Description Status Current Rating 9 Target Rating 9

FAM FAM 004 Loss of buildings or Kelliebank due to an emergency evacuation or damage.

Potential Effect Disruption to service provision.

Property Asset Management

Strategy Related Actions Internal Controls Business Continuity Plans Corporate Asset

Management Strategy Mitigating / response actions include: Service Recovery Plan identifies actions to re-locate staff and operating Latest Note Managed By Graeme Cunningham base.

Covalent Code Risk Description Status Current Rating 15 Target Rating 8

FAM FAM 005 Staff work to rule

Not all service objectives are achieved; increased costs; diminished reputation of Council; loss of management Potential Effect control and direction.

Performance Review &

Development Process Related Actions Internal Controls Competency Framework Trade Union

Communications Protocol Mitigating / response actions include: Discipline and Grievance Policy in place; ensure performance is regularly Latest Note Managed By Stephen Crawford assessed and fed back to staff; and grievances minimised through working with staff groups and unions.

Covalent Code Risk Description Status Current Rating 6 Target Rating 2

FAM FAM 006 Population of community increases beyond capability of FM services.

Potential Effect Increased costs

Local Housing Strategy Local Plan Alteration

Related Actions Internal Controls (Housing Land Supply) Land Asset Management

Plan Mitigating / response actions include: continuous monitoring of data and number of households, as well as Latest Note Managed By Stephen Crawford continuously monitoring budget / resources.

Covalent Code Risk Description Status Current Rating 15 Target Rating 12

FAM FAM 007 Insufficient number and capability of staff resource to achieve service objectives.

Potential Effect Key objectives not met; targets not met; and potential fines.

Performance Review &

Development Process Related Actions Internal Controls Competency Framework Maximising Attendance &

Employee Wellbeing Policy Mitigating / response actions include: staff and resources are continuously monitored and recruitment Latest Note Managed By Stephen Crawford undertaken, as necessary.

Covalent Code Risk Description Status Current Rating 9 Target Rating 9

FAM FAM 008 Cannot manage customer expectations

Potential Effect Damage to reputation; performance failure; increased complaints; increased customer enquiries.

Customer Service Excellence

Preparation/Surveillance Related Actions Internal Controls Clacks Improvement Model

Self-assessments Communications Strategy Mitigating / response actions include: effective communication with customers to explain need for service / Latest Note changes and define role of Council and expectation of customer participation; and embedding Customer Managed By Stephen Crawford Charter across all services.

Covalent Code Risk Description Status Current Rating 5 Target Rating 5

FAM FAM 009 Do not adhere fully to all relevant Health and Safety legislation, regulation and policy.

Loss of life; under-resourced staff; financial penalties; damage to reputation; increased costs, increased audit Potential Effect and scrutiny.

Performance Review &

Development Process Health & Safety Related Actions Internal Controls Management System Maximising Attendance &

Employee Wellbeing Policy Mitigating / response actions include: health and safety included in all contracts; inspections undertaken; and Latest Note Managed By Stephen Crawford training and reporting in place as part of the PRD process.

Covalent Code Risk Description Status Current Rating 8 Target Rating 4

FAM FAM 010 Contracts fail to deliver

Potential Effect Disruption to service delivery; damage to the environment; harm to reputation; increased costs.

Contract Standing Orders Related Actions Internal Controls Tender Process Service Level Agreements Latest Note Mitigating / response actions include: contract performance is regularly monitored. Managed By Stephen Crawford

Covalent Code Risk Description Status Current Rating 12 Target Rating 12

FAM FAM 011 Fail to realise cost savings

Potential Effect Corporate objectives are not met.

Budget Strategy Budget Challenge & Related Actions Internal Controls Financial Monitoring Processes Invest to Save Principles &

Processes Mitigating / response actions include: offer savings that are contained within areas of influence and do not Latest Note Managed By Stephen Crawford rashly include those that rely upon external influence totally outwith the Council's control.

Covalent Code Risk Description Status Current Rating 6 Target Rating 6

FAM FAM 012 Do not meet Business Plan objectives

Potential Effect Loss of reputation; financial penalties; corporate objectives not met.

Public Performance

Reporting Related Actions Internal Controls Business Planning Process Scheme of Delegation Mitigating / response actions include: clear waste management; property and housing investment strategy developed and authority to implement it by the Council; preparation of reports to Council of any future Latest Note Managed By Stephen Crawford measures needed to meet targets; and targets are continuously monitored and service operations adjusted to accommodate movement.

Covalent Code Risk Description Status Current Rating 12 Target Rating 8

FAM FAM 013 Facilities Management Services are not provided / delivered

Do not fulfil statutory obligations; do not fulfil customer and stakeholder expectations; supply does not meet Potential Effect demand; increased pressures upon staff; facilities not maintained effectively; cannot respond to other Council maintenance and repairs' requirements; failure to respond to an emergency.

Facilities Management Related Actions Internal Controls Business Plan Latest Note Managed By

Appendix 2

Facilities Management Budget v Outturn

Budget 13-14 Outturn 13-14 Variance 13-14 £'000 £'000 £'000

Facilities Management 24,483 24,171 (312)

Property Costs Fairfield empty relief (1) Marshill empty relief (14) Kilncraigs 3 15A Mar street - ground floor 13 Reduced RV for properties for 4 years (225) Essential Repairs and Maintenance 150 Property Insurance higher than budgeted 3 Utilities savings from reduced usage (190) Total Property Costs 5,919 5,658 (261)

Asset Management

Shorfall in fees due to Increase in projects not chargeable to capital 37

Kilncraigs moves and sale of other properties additional staffing 44

Block D Unit 4, Castle St, ALLOA vacant 5

19 Mar Street sold - Previously Crossroads, Open Secret 7

Kilncragis - Increased income (8)

Ditch Farm, Tullibody backdated rental (17)

Fair Rent Policy not yet implemented 14

Other rental shortfalls - 3

Valuations - no budget - Rates RV review (created saving of £227K) 30

Additonal income from recharge of surveyor (8) Computer software 1 Total Asset Management 140 247 108

39 Property Maintenance Management Vacant Post (33) Total Property Maintenance Management 563 530 (33)

Schools PPP Projected on budget Total Schools PPP 7,423 7,423 0

Fleet Services Vehicle Insurance higher than budget allocation 11 Staff saving - postholder reduced to 3 days - post now being filled for the 2 days (20) Other small variances to budget 3 Total Fleet Services 1,484 1,478 (6)

Catering Contract

Vacancy Savings (30) Re-usable containers purchase (CPU) 48 Saving for Meals on Wheels for change of weekend service not achieved 24 Reduction on Leased Vending Machines (6) Saving in Food costs (22) Increase in Income (25) Total Catering Contract 840 828 (12)

Janitors Agreed saving split over 2 years. Full saving will not be achieved until 14/15 due to little natural establishment change (yet) in cleaning / janitorial staff 22

Total Janitors 356 379 22

40 Streetcare Vacancy savings - posts now being filled (48) Total Streetcare 648 600 (48)

Waste Management Commercial Waste reduction in income 91 Liability for VAT Assessment underpayment 4 Due to a partially grant-funded and extended campaign in 12/13:- Reduced public awareness message spend in 13/14 (20) Reduction in tonnages to landfill (132) Reduction in short term hires (27) Increased sale of recyclate (45) Reduction in cost of disposal of recycling (24) Vacancy savings from posts at Forthbank and Refuse collection - posts now being filled (89) Total Waste Management 3,364 3,122 (242)

Facilities Management Total 24,483 24,171 (311)

Significant Trading Organisations (STO)

Property Contracts

Craft Agreement appeals backdated to October 2012

Additional temporary staff employed to undertake increased capital works

Due to high work demand increased income has covered all additional costs

(952) (953) (0)

42 Appendix 3

Actual Actual Net Projected Variance Income Expenditure Income Net Expenditure Expenditure Out-turn Budget v Comment to General Services Budget Budget Budget to 30/11/13 to 30/11/13 31.03.14 Projected 2013/14 2013/14 2013/14 30/11/13 Capital Programme Budget 2013/14 Service / Project Name Property Asset Management Plan Significant summer programme has committed majority of budget. 3-12 School Development 1,167,420 0 1,167,420 966,643 0 966,643 1,095,420 (72,000) Expenditure through year programmed. Approved late 2013. Project to be Alva Autism Umit 100,000 100,000 7,290 0 7,290 7,290 (92,710) delivered 14/15 Sports Scotland funding for floodlighting - Lornshill Academy - extended process for agreeing terms Floodlights 151,178 (151,178) 0 0 (151,178) (151,178) 00 nearing completion Demolition of Lornshill Academy & Construct Car Parking & Football Pitch & Running Track 82,990 0 82,990 23,344 0 23,344 23,344 (59,646) Complete Demolition Alva / Alloa Academy 0 0 0 11,128 0 11,128 11,198 11,198 Retention paid in 13/14 School Building Alarm Systems 19,950 0 19,950 12,010 0 12,010 19,950 0 Forthbank Waste Recycling Project & Accomodation Rationalisation 0 0 0 (14,434) 0 (14,434) 3,000 3,000 Complete - retention to be paid in 13/14 Alloa Town Centre Regeneration: Speirs Centre 2,975,513 (289,863) 2,685,650 860,376 (289,863) 570,513 2,085,650 (600,000) Committed and on-site Display and equipment expenditure in Speirs additional funding 100,000 100,000 0 (100,000) 14/15 led by Customer Services Committed and on-site. Full amount of grant for 50% of cost being paid in 13/14. St. Johns / Claremont - Carry forward is grant to be used in Redwell Pleasure Grounds 6,374,770 (3,000,000) 3,374,770 3,220,097 0 3,220,097 2,074,770 (1,300,000) 14/15 for completion of the project. St. Johns / Claremont - Redwell Pleasure Grounds (Sustrans match funding) 100,000 (50,000) 50,000 100,000 0 100,000 50,000 0 Tillicoultry Asset Plan: Conversion of family centre to 10,000 0 10,000 6,453 0 6,453 41,000 31,000 Complete - retention to be paid in 13/14

Actual Actual Net Projected Variance Income Expenditure Income Net Expenditure Expenditure Out-turn Budget v Comment to General Services Budget Budget Budget to 30/11/13 to 30/11/13 31.03.14 Projected 2013/14 2013/14 2013/14 30/11/13 Capital Programme Budget 2013/14 Service / Project Name community hub Tillicoultry Asset Plan: Redevelop existing CAP/Library to housing 127,540 0 127,540 27,924 0 27,924 127,540 0 On Site - to be complete Feb 2014 Property Asset Management Improvements 145,850 0 145,850 238,098 0 238,098 268,160 122,310 Property Asset Management Improvements - Kilncraigs 250,000 0 250,000 0 0 0 200,000 (50,000) Property Asset Management Improvements - Kelliebank Phase 2 400,000 0 400,000 27,578 0 27,578 120,000 (280,000) On site Village / Town Centre Initiative (Phase 1: Sauchie) 250,000 0 250,000 1,597 0 1,597 150,000 (100,000) On site. Project will run into 14/15 Village and Small Towns Phase 2 to be identified will not Initiative Phase 2 250,000 0 250,000 0 0 00(250,000) commence until 14/15 Very unlikely this will be spent 2013/14. Partnership resources concentrating on Remploy situation. Slow progress on camera assessment work which will CCTV 90,260 0 90,260 0 0 032,5 00(57,760) eventually result in Capital expenditure IT Costs to be recharged to Contractor Kilncraigs 1936 BPRA Project 0 0 0 365,905 (97,342) 268,563 0 0 as part of overall project Spend to save. Project completed with viable installations only. Project Photovoltaic Installations 861,630 0 861,630 341,920 0 341,920 420,700 (440,930) underspend. Kilncraigs improvements completed / nearing completion. Tillicoultry Cemetry wall at tender. Further greenfield cemetry and wall improvements to be determined via CSGN funded masterplan in 2014/15 £60K. Income from Intelligent Office and Heritage Improvements 560,000 (60,000) 500,000 378,823 0 378,823 313,823 (186,177) CEEF awaited Spend to save. 20 units purchased below budgeted average price. Head of Off the shelf purchase of Housing reviewing. FM currently not temporary accomodation 2,820,750 0 2,820,750 618,493 0 618,493 618,553 (2,202,197) purchasing

The Orchard Conversion 372,000 0 372,000 0 0 00(372,000) Spend to save. In design stage. Demolition of Fairfield, Tillicoultry community centre 200,000 0 200,000 8,755 0 8,755 200,000 0 On site Total Property Asset Management Plan 17,409,851 (3,551,041) 13,858,810 7,201,999 (538,383) 6,663,616 7,862,898 (5,995,912)

Land Asset Management Plan Black Devon Landfill Gas In commissioning - project underspend of Collection & Treatment Project 279,830 0 279,830 177,837 0 177,837 200,000 (79,830) £70K

Cemeteries Strategy 15,100 0 15,100 0 0 0 15,100 0 Expenditure planned Contaminated Land / Alva Gas Nil spend for 2013/14. Not known yet if Works 53,000 0 53,000 0 0 00(53,000) c/f to 14/15 is required Parks, Play Areas & Open Spaces 50,000 0 50,000 2,620 (10,492) (7,872) 50,000 0 Projected to spend Keilarsbrae Skatepark 18,370 0 18,370 14,642 0 14,642 18,370 0 Complete. Retention. Landscape Partnership - conserve Ochills / Hillfoots 97,800 0 97,800 63,345 0 63,345 97,800 0 Wheeled/Litter Bins / Strategic Waste Fund 64,270 0 64,270 5,004 0 5,004 64,270 0 Projected to spend Priorities being determined - full spend Streetscape Programme 125,000 0 125,000 0 0 0 125,000 0 expected. Drainage 50,000 50,000 030,0 00(20,000) Pitch drainage improvements complete. Total Land Asset Management Plan 753,370 0 753,370 263,448 (10,492) 252,956 600,540 (152,830)

Fleet Asset Management Plan

Total Facilities Management Capital Programme 19,742,081 (3,551,041) 16,191,040 7,850,397 (634,834) 7,215,563 9,518,138 (6,672,902)

Appendix 4

Housing Capital Programme Budget 13/14 Expenditure Income Net Actual Actual Net Projected Variance Budget 13- Budget Budget Expenditure Income to Expenditure Outturn Budget v Comment 14 13-14 2013/14 to 31/12/13 31/12/13 to 31/12/13 31.03.14 Projected

SCOTTISH HOUSING QUALITY STANDARD

TACKLING SERIOUS DISREPAIR PRIMARY BUILDING ELEMENTS Structural Works 150,000 0 150,000 119,126 0 119,126 151,000 1,000

SECONDARY BUILDING ELEMENTS

Damp/Rot 50,000 0 50,000 446 0 446 12,500 (37,500) saving in year

Roofs / Rainwater / External Walls 610,000 0 610,000 366,633 0 366,633 620,000 10,000

Window & Doors - External Doors 80,000 0 80,000 116,363 0 116,363 118,000 38,000 Additional non SHQS compliant doors

ENERGY EFFICIENCY Full/Efficient Central Heating 928,000 0 928,000 206,023 (424) 205,599 885,150 (42,850) Contrcat awarded to British Gas

MODERN FACILITIES & SERVICES Kitchen Renewal 50,000 0 50,000 85,697 0 85,697 100,000 50,000 Additional kitchens required from increased voids.

Bathrooms 3,387,204 0 3,387,204 2,508,875 0 2,508,875 3,387,200 (4) Bathroom replacement continuing MITIE and PCU on site.

HEALTHY, SAFE & SECURE

Safe Electrical Systems/ CO Detectors 607,417 0 607,417 35,338 0 35,338 344,710 (262,707) Based on testing failures which are less than projected.

Underspend in Door Entry programme until issues with Communal Areas (Environmentals) 270,778 0 270,778 30,951 0 30,951 170,000 (100,778) Private Tenants resolved.

NON-SHS ELEMENTS PARTICULAR NEEDS HOUSING (CITC) Conversions & Upgradings 953,800 0 953,800 210,913 0 210,913 447,735 (506,065) No expenditure at Orchard projected in 13/14

Disabled Adaptations 50,000 0 50,000 20,207 0 20,207 45,530 (4,470)

Water Supply Pipe Replacement 5,000 0 5,000 265 0 265 5,250 250

Environmental Improvements - Streetscape 95,000 0 95,000 95,000 0 HRA Roads & Footpaths Improvements 100,000 0 100,000 69,525 (30,475)

0 0 0 00 Feasibility Work 0 0 0 00 Standard Delivery Plan 20,000 0 20,000 0 (20,000) Required next year for House Conditions Survey. Feasibility Study Fairfield 0 0 0 700 0 700 700 700 Feasibility Work 215,000 0 215,000 700 0 700 165,225 (49,775)

Hallpark, new council housing purchase and Council New Build Housing (Transforming Communities) 2,255,000 0 2,255,000 1,676,862 (540,640) 1,136,222 2,495,200 240,200 construction

Other Costs / HBMS 515,000 0 515,000 0 0 0 75,000 (440,000) HBMS saving

TOTAL CAPITAL EXPENDITURE 10,127,199 0 10,127,199 5,380,154 (541,064) 4,839,090 9,024,255 (1,102,944)

SALE OF COUNCIL PROPERTY 0 (814,000) (814,000) 841 (459,230) (458,389) (860,900) (46,900)

NET EXPENDITURE 10,127,199 (814,000) 9,313,199 5,380,995 (1,000,294) 4,380,701 8,163,355 (1,149,844)

Appendix 5

Facilities Management - Leisure - November Budget v Outturn Annual Budget Projected Outturn to Variance Reason for Variance 31/03/14

£'000 £'000 Alloa Town Hall 86,140 76,521 (9,619) Increased income from lets Clackmannan Town Hall 5,000 5,000 0 Devonvale Hall 5,000 4,875 (125) Coalsnaughton Hall 5,000 4,875 (125) Gartmorn Fishery 41,730 17,055 (24,675) Fishery Closed Dumyat Leisure Centre 18,900 10,029 (8,871) Increased income from lets Tullibody Civic Centre 9,620 9,727 107 Alloa Leisure Bowl 460,600 480,550 19,950 Saving of £20K not achieved Management 289,900 292,121 2,221 Admin Support (96,980) 12,250 109,230 Unachievable savings - £95K increased prices not yet agreed and £23K changes in single status not approved at council. Underspend in performance rights payments of £8K

Activities Events 10,350 163 (10,187) All expenditure is offset by income Letting Scheme 6,470 983 (5,487) Reduction in staff costs for lets Cochrane Hall 4,690 7,145 2,455 Ben Cleuch Centre 10,950 27,926 16,976 Reduction in income since transfer from Tillicoultry community centre.

Alva Pool 75,000 75,000 0 Grant paid

Annual Budget Projected Outturn to Variance Reason for Variance 31/03/14 Tulliallan Swimming Pool - - 0 No budget Income offsets expenditure

Alloa Academy 16,450 31,565 15,115 Reduced income due to pitches closed from July 13 Alva Academy 21,970 34,708 12,738 Reduced income due to pitches closed from July 13 to Nov 13 Lornshill Academy 10,920 14,968 4,048 Reduced income from lets Sauchie Hall 6,810 25,211 18,401 Reduced external income of £7.5K & £9.5K internal income. No budget for £2k Loomis security costs Dollar Civic Centre 7,070 8,264 1,194 No budget for £1.5K Loomis Security Firpark Ski Centre (41,340) (41,609) (269) Bowmar Community Centre 12,200 20,641 8,441 £5K shortfall in external income & £1.5K for Internal income (Youth Services now use facilities free). No budget for £1.5K Loomis Security

Christmas Lights 14,510 14,510 0

Total Leisure 980,960 1,132,477 151,517

50 THIS PAPER RELATES TO ITEM 5 CLACKMANNANSHIRE COUNCIL ON THE AGENDA

Report to Enterprise and Environment Committee

Date of Meeting: 30th January 2014

Subject: Environmental Projects and Partnership Working

Report by: Development Services Manager

1.0 Purpose

1.1. The purpose of this report is to update the Committee on progress with approved environmental projects, initiatives and partnership working.

2.0 Recommendations

2.1. It is recommended that the Committee note the progress being made on environmental projects, initiatives and partnership working and, in particular, the Local Biodiversity Action Plan update (appendix 1) and the Sustainability and Climate Change Strategy Action Plan progress report (Appendix 2).

3.0 Considerations

3.1. Work to progress environmental projects and initiatives in Clackmannanshire includes the delivery of statutory duties, with some discretionary elements which support other Council duties and commitments. Projects are delivered both directly and in partnership with other organisations; the Council also progresses a number of mechanisms to support environmental projects, including the Local Development Plan and the Clackmannanshire Environmental Improvement Fund.

3.2. Delivery of this work supports many of the priority outcomes expressed in the Community Plan, Working Together for Clackmannanshire, and examples are identified below:

• Clackmannanshire has a positive image and attracts people and businesses: by making best use of our exceptional environment through development planning and project implementation

51 • Communities are more inclusive and cohesive: by providing volunteering opportunities, and by providing funding and support for communities to improve their local environments

• People are better skilled, trained and ready for learning and employment: by providing green jobs and training opportunities through projects such as the Forth Coastal Project

• Communities are, and feel safer: by ensuring countryside paths and structures are maintained and safe to use

• Health is improving: by supporting and encouraging outdoor access, active travel and healthy lifestyles

• Our environment is protected and enhanced: by developing policies and delivering projects to protect and enhance Clackmannanshire's built and natural environment

• Our public services are improving: by taking action to reduce the Council's energy and fuel consumption, and helping services prepare for the challenges of a changing climate

3.3. Development Planning

Development planning is a statutory function of the Council, and supports and promotes environmental projects in the area.

3.3.1. Local Development Plan

The Proposed Local Development Plan sets out a draft framework for development in Clackmannanshire, including policies to protect and enhance the built and natural environment. The Proposed Plan sets outs developer requirements and other actions to enhance the green network, address flood risk, improve water status, and protect and enhance biodiversity.

As part of the Proposed Local Development Plan, supplementary guidance has been prepared on seven planning topics which provide further detail on policy aspects of the LDP: developer contributions, onshore wind energy, placemaking, water, affordable housing, green infrastructure and energy efficiency. Further supplementary guidance will be produced during 2014.

3.3.2. Open Space Strategy

A draft Open Space Strategy for Clackmannanshire was prepared in order to provide a coordinated approach to the provision of high quality, accessible open spaces for residents and visitors. It makes a number of proposals for environmentally

52 beneficial activity including: assessing the potential to change our parks and gardens to improve their contribution to the wider green network; identifying potential allotment sites, and consulting on the demand for allotments; producing a programme of improvements for core paths and other outdoor access routes; and reviewing woodland management. The draft open space strategy proposes specific projects for Clackmannanshire's settlements.

3.3.3. Built Heritage

Under the Planning (Listed Buildings and Conservation Areas) (Scotland) Act 1997, Clackmannanshire Council has a duty to designate as conservation areas "areas of special architectural or historic interest, the character or appearance of which it is desirable to preserve or enhance," and to make proposals for protection and enhancement of these areas. Clackmannanshire has seven Conservation areas - Muckhart, Dollar, Tillicoultry, Old Alloa, Alloa Glebe, Clackmannan and Kennet - and conservation area appraisals (CAA) are being prepared for them in accordance with Scottish Government planning advice. The draft Muckhart CAA was developed in association with the Scottish Civic Trust and with input from the local community, and is currently the subject of public consultation.

Clackmannanshire has seventeen structures on the Buildings At Risk Register for Scotland, which highlights properties of historical or architectural merit that are considered to be at risk or under threat (for example through neglect, vacancy or structural problems). Clackmannanshire is one of the few local authorities in Scotland to have no A listed buildings on the register. One of the buildings on the register - the Old Paton's Mill School - is currently undergoing restoration and will be removed from the register at the next survey review.

3.4. Community Environmental Improvement Fund

The Clackmannanshire Environmental Improvement Fund is a £100,000 fund available to local communities for projects that improve the quality of their local environment. Projects are expected to protect and enhance the environment and contribute to the improvement of public services, as well as contributing to one or more of the Council's other priority outcomes. Applicants are supported in the development and implementation of their proposals.

Eleven projects received funds in 2012/13: nine are now complete, and two are due for completion by the end of January 2014. The successful projects demonstrate the diversity of opportunities and interested groups in the area:

53 • Removal of chewing gum from town centre paths, installation of new bins, and additional floral displays (Alloa Town Centre Business Improvement District) • Restructuring of Back Wood, Clackmannan (Central Scotland Forest Trust) • Replacement of Hardy's Link bridge at Gartmorn Dam Country Park (Clackmannanshire Riders' Access Group) • Footpath improvements at Gartmorn Dam Country Park (Disability Awareness Group) • Development of a community garden in Menstrie (Menstrie Community Council) • Tree removal, interpretation boards and a viewing platform in Menstrie Glen (Ochils Landscape Partnership) • Footpath improvements east of Tillicoultry Glen (Ochils Landscape Partnership) • Two natural play and environmental education projects (Park Primary School and St Bernadette's Primary) • Development of a community garden at Sauchie Hall (Sauchie Active 8) • Provision of a footpath, woodland planting, orchard planting, seating art and a sandpit, to form a Jubilee Garden (St Serf's Primary)

The efforts of the Alloa BID project in Alloa town centre were rewarded with a Keep Scotland Beautiful silver medal. The 2013/14 round of the fund attracted 26 applicants, of which 17 were successful:

• Removal of chewing gum from town centre paths. Additional floral displays in Alloa town centre (Alloa Town Centre Business Improvement District) • Landscape improvement to open space adjacent to the roundabout (The Rotary Club of Alloa) • Natural play project within school grounds (Banchory Primary) • Floral displays in Clackmannan (Clackmannan Community Council) • Provision of additional litter/recycling bins, and landscape improvements to the entrances of the BID areas (Clacksfirst) • Two sets of school grounds improvements (Coalsnaughton Primary and St Mungo's Primary) • Landscape Improvements at Tron Court and access improvements at Delphwood (Delph Pond Forum) • Two community garden projects (Menstrie Community Council and Tullibody Healthy Living Initiative) • Installation of a running / access path, and a multi-use games area (Menstrie Primary School Parent Council) • Repair to the Back Burn Bridge (Muckhart Golf Club) • Two sets of footpath improvements, in Alva Glen and Ochils Woodland Park (Ochils Landscape Partnership) • Fencing at Sauchie Resource Centre, and floral displays (Sauchie Community Group)

54 • Improving access to the Beechgrove garden area and natural play project within the garden (Sauchie Nursery School) • Construction of a playground amphitheatre and growing garden (St Serf's Primary)

3.5. Partnership activities

Clackmannanshire Council works with a range of partners on a range of environmental projects and issues. In some cases - such as working with SEPA to manage flood risk - it is because of a legal requirement to work in partnership. In other cases -such as the Central Scotland Green Network and the Inner Forth Landscape Initiative - it is to make the most of the skills and expertise offered by other organisations, as well as the opportunities for additional investment and funding support that they bring. In all cases the benefits to Clackmannanshire go beyond protecting and enhancing the natural environment: they include job creation, skills development, educational opportunities, developing social capital and improving local amenity.

3.5.1. Inner Forth Landscape Initiative

The Inner Forth Landscape Initiative (IFLI) is a partnership programme being developed to conserve, enhance and celebrate the landscape of the Inner Forth Estuary. The Partnership comprises government agencies, local authorities and charities, led by RSPB Scotland, and work in Clackmannanshire has involved local community groups and voluntary organisations.

The project is dependent on Heritage Lottery Funding: a bid was submitted in November 2013 seeking £1.9 million of funding towards a £3.8 million Landscape Partnership Scheme in the Inner Forth area; HLF's decision is expected in Spring 2014. If this is successful, Clackmannanshire is expected to benefit from projects worth approximately £970,000 over four years, such as habitat improvements, outdoor access improvements, research, training and green jobs. The projects aim to turn perceptions of the Inner Forth around and rekindle local pride in the local environment: in Clackmannanshire this would include creation of new and enhanced wetland areas and the improvement of the Cambus Pools Nature Reserve (including improved access to these areas); conservation and enhancement of Clackmannan Tower; and provision of training opportunities relating to wetland development and flood management.

3.5.2. Central Scotland Green Network

The Central Scotland Green Network (CSGN) is a national development which aims to transform Central Scotland into a place "where the environment adds value to the economy and where people's lives are enriched by its quality."

55 Clackmannanshire Council's commitment to the CSGN is reflected in the draft Local Development Plan, and in its signing of the CSGN Concordat.

The CSGN Development Fund provided monies for the Alloa Urban Trees Project, a £9,800 tree planting project on the Devon Way in Alloa. Pupils from primary 5/6 at Sunnyside Primary School planted trees and shrubs to improve the amenity and biodiversity of an area near their school. The tree planting was integrated into their school work with input from the Sustainability and Roads and Transportation teams, as well as CSGN staff, covering issues such as heritage, sustainability, air and water quality, flooding and biodiversity.

The CSGN has also awarded a project grant of £32,700 for consultants to undertake a feasibility study for a Heritage and Climate Change Park on land between Kilncraigs and the river Forth in Alloa. The project aims to make better use of heritage resources and maximise the use of the green space in the area, and to consider approaches to improve the area's resilience to changes in climate.

3.5.3. Clackmannanshire Forth Coastal Project

The Clackmannanshire Forth Coastal Project is a fully externally funded employability and environmental project using £230,000 funding from the Coastal Communities Fund. The project is being run over two years (from June 2013 to June 2015) and is a partnership between RSPB, Inner Forth Landscape Initiative and Clackmannanshire Council, who lead the project. Its ambition is to rekindle awareness of the significance of the river Forth in terms of its natural heritage and as a green leisure resource. It will also see a variety of 'green' posts created in organisations supporting the project. The project area surrounds the river Forth, taking in each of the coastal communities along the river in Clackmannanshire. The aims of the project are:

• The creation of up to 20 employment and training opportunities in the 'green' sector; • Creation of an area of accessible wetland acting as a new hub for both wildlife and the public; • A study of flood management options along the river Forth; • Community engagement events to reconnect local communities with the significance of the Forth.

The project is being co-ordinated by a new funded post, with support from two trainee rangers. Two further posts, part-funded by the project, will be taken on by Stirling Council. The second year of the project will see work being undertaken on the first phase of developing the Black Devon wetland for outdoor access: further works will be undertaken through the IFLI project.

56 3.5.4. Forestry and Woodlands

As recommended by Scottish Planning Policy, a Forestry and Woodlands Strategy is being developed, in partnership with Stirling Council, Forestry Commission Scotland and the Central Scotland Forest Trust. This strategy will provide the policy background for Clackmannanshire Council's responses to forestry consultations and relevant LDP policy. The draft strategy has been subject to public consultation.

Improvements have been made to Back Wood, Clackmannan, which had suffered considerable damage from storms in recent years. Central Scotland Forest Trust (CSFT) designed a project to fell the most vulnerable areas of conifers and replant with a mix of native trees, to upgrade paths and to improve signage: this project received funding from a number of sources, including the Clackmannanshire Environmental Improvement Fund. Pupils from Alloa Academy and Clackmannan Primary School were involved in tree and wildflower planting: the works have increased the diversity of tree species and improved access within and through the woodland.

3.5.5. Biodiversity

Clackmannanshire Council's work on biodiversity is co-ordinated through the Clackmannanshire Local Biodiversity Action Plan 2012-17. This was developed by the Clackmannanshire Biodiversity Partnership, and delivery is guided by the Partnership's Steering Group. The Plan is divided in to two sections: one on crosscutting actions including governance, skills development and sections to support volunteers, schools, businesses and other partners; and one on actions on specific habitats and species.

Good progress has been made on crosscutting actions. New partners have been successfully recruited to the Clackmannanshire Biodiversity Partnership, although retention of partners and volunteers is a challenge, as is future governance and resourcing of the partnership. The draft Local Development Plan and Open Space Strategy provide important support for the implementation of Biodiversity Action Plan actions through policy support for strengthening habitat networks and proposals to improve the biodiversity value of open space. Proposals to support further mainstreaming are in place but require further development and implementation.

Progress has generally been strong on actions relating to habitats and species, and has been largely dependent upon a strong core of Rangers, volunteers and partners including time limited groups such as the Ochils Landscape Partnership. Partnership work is ongoing to broaden this support base and to

57 address time limited aspects. Partnership work, including education, has been strong with many targets met or in some cases exceeded. Highlights include promising results from bat, barn owl and otter surveys, confirmed sightings of pine marten and red squirrels, building of otter holt, and a high number of volunteer days led by rangers. Forthcoming challenges include training volunteers and targeted survey programmes.

The Wildlife and Natural Environment (Scotland) Act (2011), requires public bodies report, every three years, on the actions which they have taken to meet their duty to further the conservation of biodiversity. Appendix 1, which reports on all of the actions in the Clackmannanshire Biodiversity Action Plan, fulfils this requirement.

3.5.6. Outdoor access and cycling

Clackmannanshire Council's work to uphold outdoor access rights and protect and maintain paths is complemented by the work of the Local Access Forum, which advises the Council on matters relating to the exercise of access rights and on the use of core paths. The Access Forum includes representation from landowners and managers, user groups, community groups, agencies, elected members and Council officers.

There are two groups working on cycling in Clackmannanshire: the Cycling Education Working Group, which focuses on cycling in schools, and which delivered the Give Me Cycle Space Campaign in 2013: 15 of Clackmannanshire's primary schools, and over 300 children, took part in the campaign. The Cycling in Clackmannanshire group aims to develop and improve cycling in Clackmannanshire: it proposes improvements to cycling infrastructure, and events to promote cycling, including cycling tourism.

3.5.7. Events

The Ranger Service, in partnership with the Gartmorn Dam Advisory Group, British Horse Society, Clackmannanshire and Stirling Environment Trust, Disability Awareness Group, Youth Services and Economic Development team, planned and delivered a programme of 35 events to celebrate the tercentenary of Gartmorn Dam. Over 500 people attended and the events attracted many positive comments on Twitter and Facebook.

An events programme for 2014 is currently being developed.

58 3.5.8. Clackmannanshire Heritage Trust

Clackmannanshire Council supports the Clackmannanshire Heritage Trust by providing guidance and advice in relation to the development of projects. Recently the focus has been on sustaining the management of Alloa Tower by the National Trust for Scotland, and the Council has been successful in reducing its funding support and developing a new partnership arrangement. In 2014 the CHT will continue plans to develop Sauchie Tower, and will be involved in the development of the Black Devon Wetland as part of the Clackmannanshire Forth Coastal Project and IFLI.

3.5.9. Fair trade

Clackmannanshire Council supports the Clackmannanshire Fairtrade Steering Group, both through officer support and political support from the provost. This includes developing and participating in steering group activity, and well as progressing fair trade work within the Council. In 2012 the county was awarded Fairtrade Zone status, in recognition of both the Council's and the community's commitment to fair trade; in November 2013 this status was renewed as a result of a series of events and activities arranged by the Council and the steering group.

3.5.10. Environmental education

The Clackmannanshire Ranger Service delivers education work in a range of contexts, for all ages, at any time of the year. Over the past year it has worked regularly with schools throughout the county on topics such as litter, birds and ponds: these school visits tie in closely with the Curriculum for Excellence and allow children to learn in real world contexts, fostering a caring attitude towards nature. The Ranger Service has also worked in partnership with the Ochils Landscape Partnership to enable children and families to experience what is in their local area.

A few groups have taken part in longer-term Forest Schools programmes which, as well as helping children to connect with nature and develop their skills and knowledge, has proven to be and effective medium for developing self esteem and emotional intelligence, and for improving behaviour. Capacity building and continuing professional development are being delivered to allow teachers and other professionals to build up skills in outdoor learning so that they can deliver sessions themselves: this includes the Teaching for nature training programme.

59 3.5.11. Water and flooding

Clackmannanshire Council has duties under the Flood Risk Management (Scotland) Act 2009 and the Water Environment and Water Services (Scotland) Act 2003 relating to sustainable flood risk management. This includes both managing the physical aspects of flooding and developing policy to minimise the risks. Council officers attend the Forth Local Advisory Group to ensure that all policy relating to flooding is coordinated. Clackmannanshire Council is one of several local authorities in the Forth District Local Plan Group which is developing a Flood Risk Management Strategy, due in December 2015, and a Flood Risk Management Plan, due in June 2016. Clackmannanshire Council has further duties under the Water Environment and Water Services (Scotland) Act relating to protection of the water environment. The Council is a member of the Forth Area Advisory Group which has produced a Forth Area Management Plan to complement the Scotland River Basin Management Plan by identifying local priorities.

3.6. Corporate activities

The projects, partnerships and other activities described in this report are supported by work to mainstream sustainable development and protection and enhancement of the environment throughout the Council. This includes the development of a climate change adaptation strategy; work to promote and encourage sustainable behaviours and consideration of sustainability issues through the development of an e-learning module and a communications strategy; and reporting on commitments such as Scotland's Climate Change Declaration. All of the work detailed in this report contributes to meeting the Council's duties under the Climate Change (Scotland) Act 2009 and the Local Government in Scotland Act 2003.

A comprehensive programme of work to ensure the Council meets its sustainability duties is set out in the revised Sustainability and Climate Change Strategy Action Plan. This was agreed by Enterprise and Environment Committee in November 2012, with a requirement for regular reporting on progress; a progress report is attached as appendix 2 to this report.

4.0 Sustainability Implications

4.1. This report demonstrates how Clackmannanshire Council acts sustainably; there are no direct sustainability implications arising from the recommendations of the report.

60 5.0 Resource Implications

5.1. Financial Details

5.2. The full financial implications of the recommendations are set out in the report. This includes a reference to full life cycle costs where appropriate. Yes ;

5.3. Finance have been consulted and have agreed the financial implications as set out in the report. Yes

5.4. Staffing

5.5. There are no staffing implications arising from this report.

6.0 Exempt Reports

6.1. Is this report exempt? Yes (please detail the reasons for exemption below) No ;

7.0 Declarations

The recommendations contained within this report support or implement our Corporate Priorities and Council Policies.

(1) Our Priorities (Please double click on the check box ;)

(2) Council Policies (Please detail)

61 8.0 Equalities Impact

8.1 Have you undertaken the required equalities impact assessment to ensure that no groups are adversely affected by the recommendations? Yes No ;

9.0 Legality

9.1 It has been confirmed that in adopting the recommendations contained in this report, the Council is acting within its legal powers. Yes ;

10.0 Appendices

10.1 Please list any appendices attached to this report. If there are no appendices, please state "none".

Appendix 1: Sustainability and Climate Change Strategy Action Plan Progress Report Appendix 2: The Clackmannanshire Local Biodiversity Action Plan - Progress against targets in year 1

11.0 Background Papers

11.1 Have you used other documents to compile your report? (All documents must be kept available by the author for public inspection for four years from the date of meeting at which the report is considered) Yes (please list the documents below) No ;

Author(s)

NAME DESIGNATION TEL NO / EXTENSION

Niall Urquhart Team Leader Sustainability 2658

Approved by

NAME DESIGNATION SIGNATURE

Julie Hamilton Development Services Manager

Garry Dallas Director of Services to Communities

62 Appendix 1

The Clackmannanshire Local Biodiversity Action Plan - Progress against targets in year 1

Under the Nature Conservation (Scotland) Act (2004), all public bodies in Scotland are required to further the conservation of biodiversity when carrying out their responsibilities. The Wildlife and Natural Environment (Scotland) Act (2011), further requires public bodies report, every three years, on the actions which they have taken to meet this biodiversity duty.

Clackmannanshire Council's work on biodiversity is governed by the Clackmannanshire Local Biodiversity Action Plan 2012- 17. This was developed by the Clackmannanshire Biodiversity Partnership, and delivery is guided by the Partnership's Steering Group. Leads for actions within the Action Plan are shared by the partners comprising the Steering Group, although the Council leads on most of the actions.

The Plan is divided in to two sections: one on Crosscutting Actions including governance, skills development and sections to support volunteers, schools, businesses and other partners; and one on actions on specific Habitats and Species. These sections are subdivided into Action Areas which reflect the requirements of the five reporting themes of the Council's Biodiversity Duty under the Nature Conservation Act: governance; action on the ground; mainstreaming; monitoring; and partnerships.

All of the actions in the Plan have been entered on Covalent, divided into these two sections, as reproduced in the tables below. The tables cover those actions scheduled for delivery during Year 1 (September 2012-August 2013) of the five year delivery period. Progress since August 2013 is also captured in the "Latest Note" columns.

The Action Plan contains both Committed and Aspirational actions. Although priority is given to committed actions, progress has been made against some of the aspirational

63 actions where resources have permitted and have not been in conflict with delivery of priority committed actions.

Crosscutting Actions: Good progress has been made. However, resource constraints and changing remits have meant that some of the group members involved in producing the Plan are no longer able to participate. This has inevitably led to delays in taking actions forward although significant progress has been made in identifying new leads for actions, particularly through the opportunities offered by the Ochils Landscape Partnership and the Inner Forth Landscape Initiative. The Local Development Plan and Open Space Strategy provide important policy support for the implementation of Biodiversity Action Plan actions and these have progressed to public consultation during November 2013 - January 2014. Proposals to support further mainstreaming are in place but require further development and implementation. Actions in the Crosscutting Actions section reflect the Governance, Mainstreaming and Partnerships themes under the Biodiversity Duty. Highlights include assigning of actions to leads and recruitment to the group of new partners. Challenges include future governance and resourcing, and retention of partners and volunteers.

Habitats and Species: Progress has generally been strong but largely dependent upon a strong core of Rangers, volunteers and partners including time limited groups such as the Ochils Landscape Partnership. Partnership work is ongoing to broaden this support base and to address time limited aspects. Partnership work, including education, has been strong with many targets met or in some cases exceeded. Actions in the Habitats and Species section reflect the Action on the Ground, Monitoring as well as the Partnerships themes under the Biodiversity Duty. Highlights include promising results from bat, barn owl and otter surveys, confirmed sightings of pine marten and red squirrels, building of otter holt, and high number of volunteer days led by rangers. Forthcoming challenges include training volunteers, targeted survey programmes, maximising potential of the Inner Forth Landscape Initiative and building upon the success on the ground of the Ochils Landscape Partnership.

64 CROSSCUTTING THEMES

Supporting Strategic Biodiversity Action