Infrastructure Services

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BULLETIN TO INFRASTRUCTURE SERVICES COMMITTEE – 1st OCTOBER 2015 INFRASTRUCTURE SERVICES QUARTER 1 PERFORMANCE (APRIL TO JUNE 2015) (ABERDEENSHIRE PERFORMS) 1 Purpose The purpose of this Bulletin is to provide full details of the performance of

Infrastructure Services for the period 1st April – 30th June 2015 (Quarter 1 2015/16). In doing so the Bulletin supports the exception report to be presented to the meeting of Infrastructure Services Committee on the 1st October 2015.

2 Background 2.1 The Infrastructure Service Plan 2015- 2018 was approved by Infrastructure

Services at its meeting on 14th May 2015 (Item 7). At that time the Committee agreed to receive reports setting out performance against key measures every quarter and reports setting out progress against actions/projects in the service plan every six months.

2.2 Performance against key measures was last reported to the Committee on the

25th June 2015 (Quarter 4 Jan – March 2015 and Year End). 3. Discussion 3.1 The performance measures given in the service plan are high level measures

which link to the service and council strategic priorities. They are supported by lower level management indicators given in Business Plans and Action Plans.

3.2 During the development of the IS service plan a review was carried out of

existing indicators and some were retired whilst new ones were introduced. Whilst the majority of measures now have data some information is still being collected. Any missing data will be reported in subsequent performance reports.

3.3 This bulletin covers 32 quarterly measures. Of these 1 measure does not

have data for quarter 1. In addition 11 measures are new for this year so do not show trend data.

Performance achieved during Quarter 1 (April – October 2015) can be summarised as follows:-

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Short Term Long Term Number Percentage Number Percentage Improving Performance 9 45% 13 65% No Change 3 15% 1 5% Deteriorating Performance 8 40% 6 30% No data 1 No trends 8 Performance On or Above Target (these show green)

19 70.4%

Performance Below Target (these show red)

8 29.6%

No Target 4 3.4 The table shows that of the 20 quarterly measures which have trend data 45%

are improving in the short term and 65% in the long term. Of the 27 measures with targets, 70.4% show green (on or above). Only 8 are below target (showing red).

3.5 The Head of Finance and Monitoring Officer within Business Services have

been consulted in the preparation of this report and have no comments. 4 Equalities, Staffing and Financial Implications 4.1 An Equality Impact Assessment is not required for the service plan because

its purpose is to set out the strategic direction for the service and there will be no differential impact, as a result of the report, on people with protected characteristics. However every action outlined in this plan which has the potential to have a differential impact on different groups, will have an Equality Impact Assessment undertaken.

4.2 There are no specific staffing and financial implications arising from this

report. Actions described within the service plan will be delivered within the resources allocated to the service by the budget setting process.

Stephen Archer Director Infrastructure Services Report prepared by Alan Morris 08/09/2015

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Quarter 1 2015/16 - Infrastructure Services - Full Report Generated on: 18 September 2015

PI Status

Alert

Warning

OK

Unknown

Data Only

Long Term Trends

Improving

No Change

Getting Worse

Short Term Trends

Improving

No Change

Getting Worse

Traffic Light: Red 8 Green 19 Data Only 2 Unknown 2 Missing Data 1

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ISSP1 SO1 - Economic development

Indicator 1.1 Through assistance provided by the Business Gateway: The number of business start-ups per year. Red

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Target Status Value Base Long Trend Short TrendQ1 2014/15 137 139

Q2 2014/15 137 172

Q3 2014/15 137 144

Q4 2014/15 137 171

Q1 2015/16 137 171

130.15 135.63

The trend for strong new start figures continues this quarter with 171 new businesses. Aberdeenshire Council is the lead authority with responsibility for Business Gateway services in Aberdeen City and Shire.

Business Gateway offer help, advice and support for new and growing businesses via the national website (www.bgateway.com) and the national information service (0845 609 6611).

In addition, a series of free workshops are delivered locally in Aberdeen, Peterhead and Inverurie for both start up and existing businesses, as well as access to locally based business advisers.

The local Survive and Thrive programme provides practical advice and support to businesses looking to get back on track in the current economic climate.

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Indicator 1.4 Employment Support Team - Number of individuals transferred to training or employment Red

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Target Status Value Base Long Trend Short TrendQ1 2014/15 60 41

Q2 2014/15 60 87

Q3 2014/15 60 68

Q4 2014/15 60 55

Q1 2015/16 60 32

57 59.4

The Employment Support Team operates a flexible fund that can be accessed by citizens across Aberdeenshire who are engaging with a key worker and actively seeking employment, training or a little help to sustain their employment. This assistance can include flexible childcare arrangements, transport and other support to help with employment opportunities.The number of people transferring to employment or training has fallen for the past three quarters and is currently below target.

The Employment Support Team was previously named “Working for Families” and operates a flexible fund that can be accessed by citizens across Aberdeenshire who are engaging with a key worker and actively seeking employment, training or a little help to sustain their employment. This assistance can include flexible childcare arrangements, transport and other support to help with employment opportunities.

Their services are free and confidential, and available to anyone in Aberdeenshire such as:

• Citizens on low incomes, long-term unemployed, newly unemployed or returners to the employment market,

• Citizens with other stresses in the household (for example disability, mental health issues, drug and alcohol problems

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• anyone entering employment, trying to keep jobs or improve their

hours/earnings; and/or going into further and higher education

The service can help by

• Supporting people to move from benefits into employment, only if it is the right time for them.

• Building confidence, assistance with CVs, job club information • Practical help in setting and moving towards their own personal goals with Key

Worker support • Information on learning, training and employment opportunities • Support finding affordable, flexible childcare and access to short term financial

help with childcare costs • Advice about money and benefits

A key worker will work with the client every step of the way into learning, training & employment.

The number of people transferring to employment or training has fallen for the past three quarters and is currently below target.

The people currently being referred to the Employment Support Team are those who have been removed from work for some time. Depending upon the client’s personal circumstances this could mean a lead time of 6 – 12 months or longer before they are able to gain employment. The Jobcentre Plus has also seen a reduction in the number of clients who are either work ready or close to it.

The down turn in the Oil and Gas industry has seen a number of people lose their jobs. However these people usually seek help through Government schemes such as the PACE initiative which puts them in contact with potential employers. The Employment Support Team receives very few referrals this way.

So far the construction of the AWPR has not led to the creation of the number of job opportunities that might have been expected but this situation may change as construction progresses.”

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ISSP2 SO2 - Facilities management

Indicator 2.4a) Deliver property related construction projects: Percentage of key projects delivered on time Red

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Target Status Value # of planned projects.

Long Trend Short Trend

Q1 2014/15 80.0% 66.7% 39

Q2 2014/15 80.0% 86.7% 30

Q3 2014/15 80.0% 88.9% 18

Q4 2014/15 80.0% 55.6% 9

Q1 2015/16 80.0% 31.3% 16

76.0% 78.0%

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11 out of 16 projects were not finished by the target date. The reasons for the delays included:- • Poor performance by contractor - penalties applied; • Original contractor ceasing trading requiring new contractor to be appointed; • Contractor late in completing last few properties (housing contracts) • Awaiting snagging issues to be signed off. Context The current non-HRA Capital Plan was approved by Full Council at its meeting of 12th February 2015. The Plan sets out a programme of capital investment to 2030 worth over £958 million. In 2014/15 the Council achieved record expenditure in excess of £134 million on its non-HRA Capital Plan. A significant part of this expenditure was on projects managed by Property. These included Ellon Academy, the Inverurie Care Home, Inverurie Family centre, the Kemnay Academy extension, Buchan House, etc. Property was also responsible for delivering around £43 million worth of expenditure through the Housing Capital Plan. For this year total expenditure on the Council’s strategic priorities will be £131.967 million with a further £2.464 million being spent on grants to outside bodies. The value of projects being managed by Property this year is in excess of £73.186 million. Such projects include new schools at Drumoak, Kintore, Hillside and Markethill, new sporting facilities in Banff and Macduff, progressing the Depot Strategy by building a new depot in Macduff and progressing with work set out in the Office Rationalisation Strategy. On top of this Property will be responsible for managing the delivery of around £33 million worth of projects funded through the HRA – both new build housing and stock improvements. Thus it can be seen that the overall the workload on the service is immense. To help programme and manage this large responsibility Property uses a computer system called Timemaster. All Capital projects are managed through it as well as some large revenue funded planned maintenance projects. Whilst some of the projects managed through Timemaster are large – for example the £36 million Ellon academy, others may be much smaller – say a classroom extension or refurbishment project. These smaller projects don’t show as individual project lines in the Capital Plan, they usually form part of a rolling programme of work.

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The performance measure does not differentiate between the scale of the project, large or small. In addition the measure is a pass or fail, the project was completed by target date or it was not. For a large project spanning one or two years missing the target date by say one day is less significant than a similar miss for a project planned to last a couple of weeks.In all this is a rather crude measure of the performance of the Property service. However it is the best that we have and it at least helps identifies potential issues for the service to address. Last year saw the failure of two of our key contractors and the impact of this failure has fed through to this year resulting in projects being delayed. On top of this, the Council uses locally based, medium sized contractors whenever possible and in recent times these contractors have experienced problems attracting suitably qualified staff. Staffing shortages have impacted on their ability to deliver projects to agreed time scales.To help address this issue the Property has helped facilitate the development of shared apprenticeship schemes providing training opportunities to people wishing for a career in construction and providing local contractors access to skilled workers. Work is also on-going to develop an overarching contract for all maintenance related works. If approved by Committee this contract will be in place by September 2016. Internal monitoring of performance in previous years identified the need to improve programme management and this has already been partly addressed leading to significant improvements in the management of Housing stock improvement programmes. It is the intention of Property to further strengthen this area by aligning the service more closely with the Programme Management Office.For information the projects that failed this quarter are:- FRASERBURGH - WESTFIELD HUB - PH2 NEW FAMILY CENTRE There appears to be very slow progress and a lack of commitment by contractor. Anticipated completion is now likely to be mid September 15. Non completion has been issued and penalties are being applied. FRASERBURGH - KESSOCK ROAD - DEMOLITION OF ELECTOPLATING SHED Work to demolish electroplating shed tendered . Fairhurst to manage the demolition process. Original Contractor ceased trading. New appointment made 27/6/15. Remainder of site to be developed with Historic Scotland/HFM architects appointed to lead.

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ALL AREAS - 13/14 BATHROOM UPGRADES (HOUSING REPAIRS) Contractor late in completing. Final 3 no properties to be signed off before CPC issued. INVERURIE - ST JAMES PLACE - NEW BUILD HOUSING Contractor late in completing. Revised programme submitted - completion expected 14th August 15 due to external works issues. Internal work nearing completion. BALLATER - PATRICK GEDDES WAY - NEW HOUSING DEVELOPMENT Contractor late in completing. Programme being reviewed due to delays in obtaining water and power connection from utilities which has impact on external works. Completion anticipated late Sept 15. BANFF - 3 CARMELITE STREET - NEW BUILD HOUSING - 3 FLATS Contractor late in completing. Delays encountered with Services Connections, Contractor reviewing programme. Completion anticipated mid / late August 15. ALL AREAS BATHROOMS 14/15 - (HOUSING REPAIRS) Awaiting snagging on 3 no properties to be signed off prior to CPC being issued. NORTH & CENTRAL KITCHENS 14-15 - ROBERTSONS - KITCHEN FRAMEWORK Final kitchens installed. Snagging / sign off awaited prior to CPC being issued. NORTH & EAST BATHROOMS 14-15 - CARILLION - BATHROOM FRAMEWORK CPC issued dated 1st July. Contractor late in completing. NEW DEER SCHOOL - NURSERY ALTERATIONS BANFF DAY SERVICES PROVISION OF PORTABLE UNIT TO FORM WORKSHOP.

Indicator 2.4b) Deliver property related construction projects: Percentage of key projects delivered within approved budget Red

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Target Status Value # of planned projects.

Long Trend Short Trend

Q1 2014/15 90.0% 52.6% 19

85.5% 87.8%

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Q2 2014/15 90.0% 83.3% 12

Q3 2014/15 90.0% 87.5% 16

Q4 2014/15 90.0% 86.4% 22

Q1 2015/16 90.0% 100.0% 9

9 final payments were made in this period. All were made within the approved final cost value.

Indicator 2.6g A Percentage of commercial and industrial properties occupied at the end of the period. Red

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Target Status Value Total Number of Premises

Long Trend Short Trend 85.5% 89.1%

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Q1 2014/15 90% 96.88% 352

Q2 2014/15 90% 96.59% 352

Q3 2014/15 90% 96.26% 348

Q4 2014/15 90% 96.26% 348

Q1 2015/16 90% 93.66% 347

In all 22 properties were vacant in the quarter. The occupancy rate has fallen to 93.66%. This is still a healthy occupancy rate. The fall is partly due to one tenant vacating 3 units. Largely this is still a turnover rate. A few units are under offer or have let since the end of July, but we fix the return at the month end for consistency. There was a fall in occupancy rate in all Areas except Garioch which remained unchanged. Performance was as follows:- Banff & Buchan 86.79% (7 properties vacant) Buchan 94.94% (4 properties vacant) Formartine 94.6% (2 properties vacant) Garioch 97.4% (2 properties vacant) Kincardine & Mearns 96.49% (2 properties vacant) Marr 91.2% (5 properties vacant) In all 22 properties were vacant in the quarter. The occupancy rate across Aberdeenshire has fallen to 93.66%. This is still a healthy occupancy rate. The fall is partly due to one tenant vacating 3 units. Largely this is still a turnover rate. A few units are under offer or have been let since the end of July, but we fix the return at the month end for consistency. The Estates Development Strategy (Commercial and Industrial Property) 2013-2018 was approved by the Policy and Resources Committee on 13 June 2013 and all Area Committees were consulted on the Strategy prior to its approval by P&R. The Strategy sets out how the Estates Section will deliver land, building and projects over the five year period 2013-2018 in support of the economic development of the area.

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In addition to specific projects the Strategy confirms how Estates will undertake new marketing initiatives to better promote the Council’s property portfolio and work more closely with the private sector. In accordance with the aims of the strategy work is on-going to improve the way in which commercial properties are marketed to potential tenants. At the same time projects are being brought forward to help Estates meet projected shortfalls in available commercial and industrial accommodation in future years.

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Page: 14 ISSP3 SO3 - Delivery of transport strategy

Indicator 3.2 Vehicle Test Reports - percentage of vehicles that finally pass Red

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Target Status Value Number Vehicles Tested

Long Trend Short Trend

Q1 2014/15 90% 96.36% 55

Q2 2014/15 90% 100% 47

Q3 2014/15 90% 100% 33

Q4 2014/15 90% 100% 44

Q1 2015/16 90% 98.18% 55

85.5% 89.1%

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55 tests were carried out. There were two initial failures and one of these failed the final test. This represents a pass rate of 98.18% which compares well with the National Average of 89.64%. Reasons for the test failures were:- (1) Electrical wiring and equipment (1) Lamps (1) Brake performance (1) Secondary brake performance. All data provided by Drive and Vehicles Standards Agency.

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Page: 16 ISSP4 SO4 - Roads infrastructure management

Indicator 4.4 Ashire - Street lighting Faults - Percentage completed within 7 days Red

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Target Status Value # streetlight repairs Long Trend Short TrendQ1 2014/15 96.0% 97.5% 880

Q2 2014/15 96.0% 98.5% 1,124

Q3 2014/15 96.0% 90.2% 2,184

Q4 2014/15 96.0% 91.8% 1,819

Q1 2015/16 90.0% 96.6% 560

85.5% 87.8%

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The IS Service Plan 2015-2018 which was approved at ISC on 14 May this year included a new (lower) target for PI 5.4.4. – Percentage of street lighting fault repairs completed within 7 days. The target has moved from 96% to 90%. This reflects not only the withdrawal of night scouts, but also the increase in the number of lights – with no consequent increase in staff. It is expected that the reduced target will be short to medium term as the roll out of LED units increases with their lower failure rate. The performance in 5 of the areas (all but Formartine) is marginally up on the previous quarter. Performance has improved in line with seasonal variation. (In the summer months fewer lighting defects are noticed or reported). In Formartine performance is marginally down on the previous quarter, but remains above target. This reduction is within expected variation.”

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Page: 18 ISSP5 SO5 - Planning and building standards

Indicator 5.3 Ashire - Percentage of household planning applications dealt with within two months (SPI) Red

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Target Status Value total # planning applications

Long Trend Short Trend

Q1 2014/15 85.0% 66.3% 335

Q2 2014/15 85.0% 90.2% 378

Q3 2014/15 85.0% 94.5% 238

Q4 2014/15 85.0% 93.1% 261

Q1 2015/16 85.0% 96.2% 261

80.8% 82.9%

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Performance has increased by 3% to record 96% for householder applications determined within 2 months between the last Quarter 4 of 2014-15 and this Quarter 1 (2015-2016). There was an increase in the numbers of household applications determined in this quarter. It should also be noted that some of the individual teams recorded between 96% and 100% in the months during this quarter. By comparison Quarter 1 of 2014-2015 performance was at 66% while the overall performance for 2014/15 was 85%. Householder performance is consistently high which reflects the work being carried out by the Service as a whole and Area Teams to process householder applications as quickly as possible focusing on target times. As such the overall Aberdeenshire target of 85% has continued to be exceeded after the specific set of circumstances which caused a fall in performance in the previous Quarter 1. As always further improvement and consistency in overall performance remains the focus.

Indicator 5.4 The average time taken to deal with a household planning application (in weeks) Red

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Target Status Value Base Long Trend Short TrendQ1 2014/15 Q2 2014/15 Q3 2014/15 Q4 2014/15 Q1 2015/16 6 6.8

5.7 5.94

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261 applications issued. As was already stated under measure 5.3 (the percentage of household applications dealt with within 2 months) there was a jump in the number of applications determined in 2 months to 96% (from 93% last quarter). This was despite an increase in the numbers of household applications determined in this quarter. So whilst performance improved for this measure the average time to process application was still above service target of 6 weeks but within national targets. As there is no trend data its not possible to show whether 6.8 represents an improvement on the previous quarter or not but improvements in performance under indicator 5.3 suggests that it probably did. Either way the Planning Service have expressed no concerns about this measure and feels an average time of 6.8 weeks to process an application still represents a good service to the public.

Indicator 5.5 Ashire - Percentage of non-householder planning applications dealt with within two months (SPI) Red

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Target Status Value # planning applications

Long Trend Short Trend

Q1 2014/15 55.0% 34.0% 382

Q2 2014/15 55.0% 49.7% 519

Q3 2014/15 55.0% 56.8% 463

52.3% 53.6%

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Q4 2014/15 55.0% 57.4% 411

Q1 2015/16 55.0% 63.1% 463

Performance has continued to improve from the latter quarters of last year. Quarter 1 for 2015/16 has recorded a significant improvement to 63% for non- householder applications determined within 2 months from the last Quarter 4 (2014-2015) at 57%. The number of applications determined between these Quarters has increased. By comparison performance was 34% in the equivalent quarter last year while the overall performance for 2014/15 was 50%. This reflects the particular set of circumstances pertaining to major transformational change that impacted upon the early part of 2014/15. The improvement reflects both the impact of the new electronic system and also the further significant strides that have been made to reduce the number of "live" planning applications and in particular the ‘legacy cases’. This has reflected the work of the Legacy Team, specifically brought together to reduce the legacy caseload. The processing and determination of non-household applications (as opposed to householder applications) is often dependent on many other more complex aspects of assessment and a wide variation of consultee responses both in content and timescales. The Aberdeenshire target of 55% has been exceeded in this quarter.

Indicator 5.6 The average time taken to deal with a non-householder planning application (weeks) Red

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Target Status Value Base Long Trend Short TrendQ1 2014/15 Q2 2014/15

10.45 10.89

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Q3 2014/15 Q4 2014/15 Q1 2015/16 11 17.3

463 applications issued. Indicator 5.5 measures the percentage of non-household applications processed within two months. This measure looks at the average time to process. As was recorded under 5.5 the performance in processing applications with two months has continued to improve – it was 63% for non- householder applications determined within 2 months from the last Quarter 4 (2014-2015) compared with 57% for the previous quarter. Again the number of applications determined between these Quarters has increased. Unfortunately the average time taken to process each application remains above target. The target of 11 weeks is aspirational and Planning have yet to achieve it although performance is improving. However without trend data it is not possible to demonstrate this improvement. The Planning Service has devoted a lot of time to reducing the number of live applications on the system by dealing with outstanding legacy cases. A Legacy Team has been set up specifically to reduce the legacy caseload. Processing old applications which have been outstanding for a long time impacts on average times. The processing and determination of non-household applications (as opposed to householder applications) is often dependent on many other more complex aspects of assessment and a wide variation of consultee responses both in content and timescales. Non-householder planning applications will also usually require a committee decision so they do take longer to process. Planning are of a view that the service will continue to improve and over time the target will be met.

Indicator 5.7 Ashire - Percentage of the total number of planning applications dealt with within two months Red T'hold

Amber T'hold

Target Status Value # planning applications

Long Trend Short Trend 66.5% 68.3%

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Q1 2014/15 70.0% 49.1% 717

Q2 2014/15 70.0% 66.8% 897

Q3 2014/15 70.0% 69.6% 701

Q4 2014/15 70.0% 71.3% 672

Q1 2015/16 70.0% 75.0% 724

Overall performance has increased from 71% in Quarter 4 of 2014-15 to 75% in Quarter 1 of 2015-16 for all applications determined within 2 months. Performance was 49% in the equivalent quarter last year while the overall performance for 2014 -15 was 64%. The current Quarter 1 overall performance has risen and exceeds the 70% Aberdeenshire target. In comparison between Quarter 4 (2014-2015) and Quarter 1 (2015-16) overall 52 more applications were determined with 64 more applications being determined within the statutory timescales. The performance graph overall continues in an upward direction both from Quarter 4 of last year (71%) and from last year’s overall performance at 64%. . There have as always been some team variations in specific areas which retains the focus on the fact that there is still work to be done to improve and importantly retain consistent performance. It is with great credit to the Staff and their continuing commitment to achieving high standards of performance that the Aberdeenshire targets have been exceeded. The rise in performance from the same Quarter last year, where the transformational changes made significant impact, has demonstrated the worth of the changes and the significant impact on performance, which was the whole justification for the changes implemented. There is of course never room for complacency and further improvement and consistency in performance remains the focus in all aspects of determining applications with ever increasing pressure from the government to do so.

Indicator 5.8 Other types of planning applications –the percentage dealt with within two months Red

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Target Status Value # other applications Long Trend Short TrendQ1 2014/15 Q2 2014/15 Q3 2014/15 Q4 2014/15 Q1 2015/16 55% 84.62% 117

52.25% 54.45%

The performance for Quarter 1 significantly exceeds the Aberdeenshire target of 55%, although at 12.6 average weeks is slightly above the average of 11 weeks. There is no concern here in that performance is exceeding the 2 month target. Some of these applications are dependent on for example input from third party consultees and notifications.

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Page: 25 Indicator 5.9 Other types of planning applications – average time taken to deal with application (weeks) Red

T'hold Amber T'hold

Target Status Value Base Long Trend Short TrendQ1 2014/15 Q2 2014/15 Q3 2014/15 Q4 2014/15 Q1 2015/16 11 12.6

10.45 10.89

117 applications issued. Although at 12.6 average weeks is slightly above the average of 11 weeks. There is no concern here in that performance is exceeding the 2 month target. Some of these applications are dependent on for example input from third party consultees and notifications.

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Page: 26 Indicator 5.11 Number and percentage of processing agreements dealt with within agreed timescales Red

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Target Status Value Total Number of applications

Long Trend Short Trend

Q1 2014/15 Q2 2014/15 Q3 2014/15 Q4 2014/15 Q1 2015/16 100.0% 100.0% 2

95.0% 99.0%

Two applications determined with associated Processing Agreements were both determined within the set timescales of the respective Processing Agreements. All major applications will be determined through the use of a Processing Agreement.

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Indicator 5.12 Applications with Legal Agreements – average time to conclude (weeks) Red

T'hold Amber T'hold

Target Status Value # Long Trend Short TrendQ1 2014/15 Q2 2014/15 Q3 2014/15 Q4 2014/15 Q1 2015/16 32 71.2

30.4 31.68

A total of 13 applications were determined within a time of 71.2 weeks significantly below the Aberdeenshire target of 32 weeks. Timescales for each legal agreement can differ depending on the complexity of the application.

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Indicator 5.13 National Development Applications – number of applications dealt with within 4 months or within timescales agreed in

a Processing Agreement. Red T'hold

Amber T'hold

Target Status Value # applications received

Long Trend Short Trend

Q1 2014/15 Q2 2014/15 Q3 2014/15 Q4 2014/15 Q1 2015/16 100% 100% 1

95% 99%

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During the April-June Quarter the SDDT Team determined 1 National Development (MORL). This is identified within the published Excel Spreadsheet as being a Banff and Buchan application and as per the figures was determined on time, within a 4 month period and was also subject to a Processing Agreement which again was adhered to. This application represents 100% of National Developments determined on time within this Quarter.

Indicator 5.14 The percentage of applications for Works to TPO Protected Trees dealt with within 8 weeks. Red

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Target Status Value #applications for Works to TPO

Long Trend Short Trend

Q1 2014/15 Q2 2014/15 Q3 2014/15

76% 79.2%

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Q4 2014/15 Q1 2015/16 80% 100% 8

Indicator 5.15 Number of new archaeological sites added to Aberdeenshire’s Sites and Monuments Record database. Red

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Target Status Value Base Long Trend Short TrendQ1 2014/15 Q2 2014/15

47.5 49.5

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Q3 2014/15 Q4 2014/15 Q1 2015/16 50 11

This measure covers the Aberdeenshire Area only. It excludes Angus and Moray. Following significant issues with stability of the SMR related to the SIAS mapping server, it was agreed in late April 2015 that the creation of new records should be suspended pending the move to the new mapping server. This was scheduled for the end of May 2015, but was only implemented in September 2015.” The database is now operational and is open to the public via the Council’s website.

The Archaeology Service maintains the Sites and Monuments Record, more commonly referred to as the SMR, for Aberdeenshire, Angus and Moray Councils.

The database managed by the Service contains information on nearly 30,000 sites of archaeological and historical interest ranging from Mesolithic flints to airfields of World War II. The information consists of a computerised database linked to a GIS (Geographical Information System) with further physical records of maps, photographs, articles and reports.

The databases are updated regularly with all new discoveries, including those made by the Council’s own aerial photography programme.

The service provides an online summary versions of the Aberdeenshire SMR, Angus SMR and the Moray SMR databases which can be searched by the public. The sites recorded vary from well-known and regularly visited ones to less obvious landscape features such as cropmarks.

Indicator 5.16 Number of new species records added to the North East Scotland Biological Record Centre database. Red

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Target Status Value Base Long Trend Short TrendQ1 2014/15 Q2 2014/15 Q3 2014/15 Q4 2014/15 Q1 2015/16 25,000 19,227

23,750 24,750

Target was not achieved this quarter because there has been a concentration on small datasets and individual records associated with the deadline of 31 October for receipt of mammal records for the upcoming mammal atlas. NESBReC collates, manages and provides biological information for the North East of Scotland. Currently there are 1,251,653 species records are held, as well as other biological datasets. These are all accessible via the NESBReC website. NESBReC is the record centre for bioogical information in North East Scotland. NESBReC covers the areas of Aberdeenshire, Aberdeen City, Moray and the Cairngorms National Park. NESBReC collates, co-ordinates, manages and disseminates biological data for a range of organisations, groups and individuals. A new initiative is underway to produce a Mammal Atlas for NE Scotland and the Cairngorms National Park by 2016. Building on the success of our previous dragonfly and damselfly atlas, the Mammal Atlas will include distribution maps for individual species together with species accounts written by local experts. The area covered by the Atlas will be Aberdeenshire, Aberdeen City, Moray and the Cairngorms National Park. Cetaceans (whales, dolphins and porpoises) will not be covered in this atlas but seal species will be included. Currently, 40 species of mammal are present in NE Scotland and they are an important part of our fauna. NESBReC currently holds around 32,000 records for mammals however, these records are patchy, and for some relatively common UK species only a few records are held.

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Page: 33 Indicator 5.17 The number of people engaged with the Rangers Service through the delivery of school sessions, public events and

organised groups. Red T'hold

Amber T'hold

Target Status Value Base Long Trend Short TrendQ1 2014/15 Q2 2014/15 Q3 2014/15 Q4 2014/15 Q1 2015/16 2,250 4,951

2,137.5 2,227.5

Rangers promote the enjoyment, understanding and care of Aberdeenshire’s outdoors through: the first-hand provision of information, advice and activities; interpretation; the management of sites and facilities; and seeking to secure responsible behaviour. The Rangers service launched their 2015 Summer Programme at Easter providing a range of family favourites and new events for people across Aberdeenshire. This programme lasts up to the end of September and has proven to be very popular.

Item: 01

Page: 34

Indicator 5.19 Ashire - Percentage of applications assessed for compliance with technical standards within 20 working days. Red

T'hold Amber T'hold

Target Status Value Total Number Applications

Long Trend Short Trend

Q1 2014/15 95% 82.44% 917

Q2 2014/15 95% 83.04% 949

Q3 2014/15 95% 93.95% 859

Q4 2014/15 95% 97.51% 803

Q1 2015/16 95% 89.05% 950

90.25% 94.05%

Item: 01

Page: 35

It has been a reasonably good quarter in terms of performance indicators with nearly all areas at or around the 95% target. Where the indicator fell well below the target resources have been reallocated and an improvement should be evident next quarter. Performance across the Areas has varied this quarter. Performance for each Area is as follows:- B&B 93.31% (84/91 applications) B 100% (142/142 applications) F 96.67% (145/150 applications) G 94.39% (202/214 applications) K&M 89.62% (164/183 applications) M 64.12% (109/170 applications) The poor performance in Marr and K&M brought the overall performance for the Council down to 89.05% well below target of 95%. Factors influencing performance were significant increase in the number of applications this quarter and reduction in resources available to process applications in some Areas. The resourcing issue has now been addressed and improvements in the overall performance is expected next quarter.

Indicator 5.20 A - Attend potentially dangerous buildings within 4 hours of notification Red

T'hold Amber T'hold

Target Status Value # notifications Long Trend Short TrendQ1 2014/15 100.0% 100.0% 17

Q2 2014/15 100.0% 100.0% 7

Q3 2014/15 100.0% 100.0% 7

95.0% 97.5%

Item: 01

Page: 36

Q4 2014/15 100.0% 100.0% 14

Q1 2015/16 100.0% 100.0% 6

Target met. Public safety is our top priority and we always endeavour to respond to potential dangerous building as quickly as possible.

Indicator 5.21 Ashire - Percentage of Building Warrant applications approved within 6 working days following receipt of technical

information Red T'hold

Amber T'hold

Target Status Value # notifications Long Trend Short TrendQ1 2014/15 90.0% 83.9% 756

Q2 2014/15 90.0% 86.1% 691

85.5% 87.8%

Item: 01

Page: 37

Q3 2014/15 90.0% 88.3% 707

Q4 2014/15 90.0% 92.6% 680

Q1 2015/16 90.0% 90.7% 762

Although falling below the performance indicator it has been a reasonably good quarter. The electronic traffic light system to monitor this performance indicator has not been rolled out to all areas as yet but should be done this coming quarter. This should assist in improving the figures.

Item: 01

Page: 38 ISSP6 SO6 - Environmental health, welfare and safety

Indicator 6.3 Ashire - The number of Trading Standards customer complaints received and the percentage dealt with within 14 days

(SPI) Red T'hold

Amber T'hold

Target Status Value # trading standards complaints

Long Trend Short Trend

Q1 2014/15 70.0% 80.9% 283

Q2 2014/15 70.0% 74.8% 242

Q3 2014/15 70.0% 74.0% 231

Q4 2014/15 70.0% 80.9% 283

Q1 2015/16 70.0% 76.2% 261

66.5% 68.3%

Item: 01

Page: 39

This was a good performance with a high percentage of complaints closed within 14 days. It is important to note however that this is an indicator which measures the complexity of the complaint or investigation as well as the efficiency of the officer and sometimes persistence obtains a better outcome for the consumer rather than speed.

Indicator 6.5 Ashire - Env Health Percentage of the number of premises that are 'broadly compliant' in terms of food safety as set

against the number of premises subject to intervention in the 6 or 12 months category Red T'hold

Amber T'hold

Target Status Value # premises for intervention

Long Trend Short Trend

Q1 2014/15 65.0% 67.4% 233

Q2 2014/15 65.0% 64.5% 234

Q3 2014/15 65.0% 68.0% 225

Q4 2014/15 65.0% 68.0% 231

60.0% 64.0%

Item: 01

Page: 40

Q1 2015/16 65.0% 70.0% 213

The percentage of broadly compliant premises increased by 2% due to the increase of the number of high risk premises. Performance remains 5% above target. Premises which are found not to be broadly compliant are subject to a mandatory re-visit and the food business operator is encouraged to rectify the noted contraventions of food law. Failure to informally address recorded breaches of food law promptly will result in formal action being taken in the form of the service of a Hygiene Improvement Notice requiring contraventions to be rectified within an agreed timescale. With regard to significant breaches of food law, critical to food safety, a Remedial Action Notice will be served on the food business operator prohibiting a specific activity or operation until such time as the contravention has been satisfactorily dealt with.

Indicator 6.7 A'shire %age of Domestic Noise Complaints Settled Without Attendance Red

T'hold Amber T'hold

Target Status Value Complaints Received Long Trend Short TrendQ1 2014/15 36.4% 66

Q2 2014/15 39.0% 82

Q3 2014/15 53.6% 56

Item: 01

Page: 41

Q4 2014/15 40.0% 55

Q1 2015/16 49.3% 67

The number of complaints lodged is outwith the Council’s control, hence the fluctuation in numbers, and will depend upon a variety of factors, environmental and human. 49% of complaints were settled without attendance on site this quarter.

Indicator 6.8 Ashire - %age of Domestic Noise Complaints Settled With Attendance Not Under Part V of the Antisocial Behaviour etc

(Scotland) Act 2004 Red T'hold

Amber T'hold

Target Status Value Complaints Long Trend Short TrendQ1 2014/15 63.6% 66

Q2 2014/15 61.0% 82

Item: 01

Page: 42

Q3 2014/15 46.4% 56

Q4 2014/15 60.0% 55

Q1 2015/16 50.7% 67

The number of complaints lodged is outwith the Council’s control, hence the fluctuation in numbers, and will depend upon a variety of factors, environmental and human.

Indicator 6.9 (Domestic Noise) Average time (hours) between time of complaint and attendance on site, for those requiring

attendance on site Red T'hold

Amber T'hold

Target Status Value Base Long Trend Short Trend 75.6 72.72

Item: 01

Page: 43

Q1 2014/15 63

Q2 2014/15 66

Q3 2014/15 63

Q4 2014/15 37

Q1 2015/16 37

The number and type of complaints lodged is outwith the Council’s control, hence the fluctuation in numbers, and will depend upon a variety of factors, environmental and human.

Item: 01

Page: 44 Indicator 6.10 Ashire - Percentage of unauthorised Gypsy Traveller encampments complying with Code of Conduct and Council

Policy Red T'hold

Amber T'hold

Target Status Value Encampments Long Trend Short TrendQ1 2014/15 100.0% 90.9% 11

Q2 2014/15 100.0% 100.0% 9

Q3 2014/15 100.0% 100.0% 2

Q4 2014/15 100.0% 60.0% 15

Q1 2015/16 100.0% 100.0% 10

95.0% 97.5%

There were 10 unauthorised encampments within Aberdeenshire in quarter 1. All 10 were compliant with the Code of Conduct.

Item: 01

Page: 45 ISSP7 SO7 - Street cleansing and waste management

Indicator 6.11 Percentage of household waste collected by the authority during the year that was recycled and composted (S) Red

T'hold Amber T'hold

Target Status Value Amount collected. Long Trend Short TrendQ1 2014/15 35.0% 42.8% 37,380

Q2 2014/15 35.0% 43.3% 36,007

Q3 2014/15 35.0% 38.6% 28,359

Q4 2014/15 35.0% 37.2% 27,554

Q1 2015/16

33.3% 34.1%

Item: 01

Page: 46

Information on Quarter 1 2015/2016 will be presented to the Committee when it is available.

ISSP8 SO8 - Ensuring best value

Indicator 7.1a Sickness absence rates - percentage of time lost due to sickness Red

T'hold Amber T'hold

Target Status Value Base Long Trend Short TrendQ1 2014/15 3.49%

Q2 2014/15 4.23%

Q3 2014/15 3.99%

Q4 2014/15 4.35%

Item: 01

Page: 47

Q1 2015/16 3.59%

Absence rates have improved compared to the previous quarter. Absence rates across the service were:- Economic Development 3.65% Planning and Building Standards - 1.84% Property and Facilities Management - 3.12% Waste and Protective Services - 4.64% Roads and Landscape Services - 4.14% Support Services - 2.43% Transportation 4.16%