q4 2013/14 - infrastructure services - full report...q4 2013/14 - infrastructure services - full...

Q4 2013/14 - Infrastructure Services - Full Report

Generated on: 25 June 2014

PI Status

Alert

Warning

OK

Long Term Trends

Improving

No Change

Getting Worse

Short Term Trends

Improving

No Change

Getting Worse

Traffic Light: Red 10 Amber 3 Green 19 Data Only 5 Unknown 3

ISSP1 SO1 - Economic development

Last Year

Quarterly Results

Performance Measure Current Target

2012/13 Q1 2013/14 Q2 2013/14 Q3 2013/14 Q4 2013/14 2013/14

Status Short Trend

Long Trend

Commentary Value

Value

Base Value

Base Value

Base Value

Base Value

Base

1.1 Availability of Marketable Employment Land

60 ha Not measured for Quarters 375 ha

The Employment Land Audit 2013 (published March 2014) showed the following for Aberdeenshire:- Between 2011 and 2012 the Established Employment Land supply for Aberdeenshire increased by 84% to 628 ha as a result of the adoption of the Local development Plan releasing a significant amount of employment land. Between 2012 and 2013 there was very little change in the Established Employment Land supply with a small net decrease as sites were taken up bringing the total to 608 ha. During the period the Constrained Land Supply increased by 2 ha to 233 ha meaning that 38% of the Established Land supply in Aberdeenshire is constrained.

Last Year

Quarterly Results


2012/13 Q1 2013/14 Q2 2013/14 Q3 2013/14 Q4 2013/14 2013/14

Status Short Trend

Long Trend

Commentary Value

Value

Base Value

Base Value

Base Value

Base Value

Base

With regards Marketable Supply there was a net decrease of 6% over the period. For Aberdeenshire, the Strategic Development Plan has a target of 60 hectares of marketable employment land being available in the Strategic Growth Areas at all times. In the 2013 Employment Land Audit, Aberdeenshire had 375 hectares of marketable land, of which 45 hectares was classed as immediately available.

1.2 Through assistance provided by the Business Gateway: The number of business start ups per year.

137 529 120 151 137 171 579

An increase in start ups assisted in the period Jan-March is expected as this is traditionally the most popular quarter for people to start up their own business. Overall the annual target for Aberdeenshire has been exceeded by 31. The total figure for Aberdeen City & Shire is the same as last year so there are higher numbers of Aberdeenshire start ups assisted and less Aberdeen City start ups assisted.

1.4a) Provide grants and loans through the Support for Aberdeenshire Business Scheme: Number of businesses helped.

35 33 Not measured for Quarters 28

In 2013-14 the SAB scheme assisted 28 businesses. The funding from the SAB Scheme (£143,733 in grants and £59,933 in loans) helped to lever in £1,407,799 from other sources to the developments being carried out by the businesses.

1.4b) Provide grants and loans through the Support for Aberdeenshire Business Scheme: Number of jobs created or safeguarded.

90 82 Not measured for Quarters 79

In 2013-14 the SAB scheme helped to create 47 jobs and safeguard 32 jobs.

1.5 Working For Families - Number of individuals

60 106 25 123 87 42 277

Although the figure for the last quarter is below target the annual figure, 277, exceeds the annual target of

Last Year

Quarterly Results


2012/13 Q1 2013/14 Q2 2013/14 Q3 2013/14 Q4 2013/14 2013/14

Status Short Trend

Long Trend

Commentary Value

Value

Base Value

Base Value

Base Value

Base Value

Base

transferred to training or employment

240.

ISSP2 SO2 - Facilities management

Last Year

Quarterly Results


2012/13 Q1 2013/14 Q2 2013/14 Q3 2013/14 Q4 2013/14 2013/14

Status Short Trend

Long Trend

Commentary Value

Value

Base Value

Base Value

Base Value

Base Value

Base

2.1 Asset management condition of operational buildings - gross internal area and proportion of internal floor area of operational buildings in satisfactory condition (S)

76.7% Not measured for Quarters 83.2%

680,239

The improvement in the overall condition of operational buildings can be attributed partly to the disposal of some assets such as the Caravan Parks which were transferred through CAT arrangements and to improvement in floor areas for a number of schools following review of anomalies within workbooks. Overall 756 operational buildings were covered by this measure. 552 were felt to be in a satisfactory condition (73%).

2.2 Asset management suitability of operational buildings - number and proportion of operational building suitable for their current use (S)

58.1% Not measured for Quarters 60.2%

756

756 properties were covered by this measure - a slight reduction on last year as a number of properties were disposed of including the caravan parks. These changes contributed to a slight improvement in the overall suitability measure. Property is currently involved in a mini-benchmarking exercise with a number of other councils the outcome of which should be an improvement in the methodology used to assess conditions.

2.3 Percentage of planned expenditure on

100.0% 89.4% Not measured for Quarters 107.4%

100,831,

The final outturn figures for 2013/2014 are still being collated by Finance and won't be reported to P&R

Last Year

Quarterly Results


2012/13 Q1 2013/14 Q2 2013/14 Q3 2013/14 Q4 2013/14 2013/14

Status Short Trend

Long Trend

Commentary Value

Value

Base Value

Base Value

Base Value

Base Value

Base

the capital plan achieved 000 until later on in the year. However the provisional figures reported to the Capital Plan Group in May showed a Forecast Outturn for 2013/14 of £108.250 million compared to the budget figure approved by P&R in April 2013 of £90.748 million. This figure includes an Optimisation Bias Adjustment of £10.083 million. If excluded the budgeted expenditure was £100.831 million. It is likely that the actual expenditure will be slightly lower than that currently forecast but it is expected expenditure will still be in excess of that budgeted for the year and well above target. This would be a bad thing if the cause was projects running over budget but in this case the main reasons were expenditure from the previous year slipping into 2013/14 and expenditure from future years being brought forward as projects were able to be started earlier than was originally planned.

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

80.0% 82.2% 68.2%

44 74.2%

31 77.8%

36 50.0%

18 69.8%

129

9 projects out of 18 were completed outwith the target date in the fourth quarter. 4 projects were slightly late. The five projects with more significant delays were:- · Formartine Area Housing Door Upgrades -

finished 4 weeks late as a result of minor snagging issues - the delay was due to the poor quality of the components specified by the Client Service; · Inverallochy School Window Upgrades - delayed

by 4 weeks as additional works were required by client - the delay was proportionate to the extent of the additional work required by the Client Service; · Collieston Community Centre - refurbishment -

delayed by 6 weeks as additional works were required by client - the delay was proportionate to the extent of the additional work required by the Client Service;

Last Year

Quarterly Results


2012/13 Q1 2013/14 Q2 2013/14 Q3 2013/14 Q4 2013/14 2013/14

Status Short Trend

Long Trend

Commentary Value

Value

Base Value

Base Value

Base Value

Base Value

Base

· Woodhill House one way system - completion

delayed due to problems with barrier systems · Ballater Primary School Extension - work is

effectively completed but contractor has been given an extension of time to complete outstanding remedial works; Over the year 121 projects were completed. 94 were finished within target dates and 27 outwith - a 77.69% pass rate. This is slightly below target. In general terms projects are missing original target dates for three main reasons:- delays caused by the contractor, delays caused by external consultants and extra work being required by the client service. On top of this evidence suggests that the project management system (Timemaster) is not being used as effectively as it could be. To improve the situation progress with projects will be reviewed on an on-going basis by the Head of Discipline responsible for the project. Any issues in relation to the performance of the contractor or external consultants will be addressed as they arise. Every two weeks a report will be produced from Timemaster showing progress with each project against the key dates recorded in Timemaster.This report will be discussed during the Principal Officers meeting and any issues relating to missing information, slipped time scales etc will be addressed. In addition Property will work more closely with client services at the briefing stage to obviate later variations.

Last Year

Quarterly Results


2012/13 Q1 2013/14 Q2 2013/14 Q3 2013/14 Q4 2013/14 2013/14

Status Short Trend

Long Trend

Commentary Value

Value

Base Value

Base Value

Base Value

Base Value

Base

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

90.0% 86.7% 91.7%

12 82.6%

23 100.0%

14 92.6%

27 90.8%

76

Performance in fourth quarter shows that 25 out of 27 final account payments made during the quarter were within approved budget (92.6%). The two projects were payments exceeded budget were Fife Primary School Toilet Refurbishment (£10,886 above budget or 20%) and Fraserburgh Tyrie School Pupil Toilet Upgrade (£22,399 above budget or 43%). Over the year out of 76 final account payments made 69 were within target (90.8%).

2.5 Client Satisfaction 80% 67.94% 66.67%

258 78.79%

660 69.7%

132 67.54%

114 73.97%

1,164

Only a small number of customer satisfaction surveys were returned in this period and all were from Housing. These results are not representative of the range of projects undertaken by Property, nor the good working relationships the service has with the majority of its clients. However it is accepted that Property will need to do more to engage with client officers and obtain informed feedback from them. Over the year the average satisfaction level was 74.5%. This equates to 15 projects out of 43 surveyed producing a satisfaction score greater than 80% satisfied. To increase levels of client feedback Property will take the following action:- After each project is completed, (at practical completion) we will print a user satisfaction form off and send out to the client officer for completion. Each quarter we will check what survey forms have been returned. Where any our missing we will phone the client officer and undertake a satisfaction survey by phone. Any issues identified by the survey will be

Last Year

Quarterly Results


2012/13 Q1 2013/14 Q2 2013/14 Q3 2013/14 Q4 2013/14 2013/14

Status Short Trend

Long Trend

Commentary Value

Value

Base Value

Base Value

Base Value

Base Value

Base

investigated and will be incorporated into any lessons learnt report produced following a post-project review.

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

90% 92.98% 94.33%

353 95.74%

352 95.74%

352 95.74%

352 95.39%

1,409

Performance across Aberdeenshire has been consistent throughout the year with an average occupancy rate of 95.3%.

ISSP3 SO3 - Delivery of transport strategy

Last Year

Quarterly Results


2012/13 Q1 2013/14 Q2 2013/14 Q3 2013/14 Q4 2013/14 2013/14

Status Short Trend

Long Trend

Commentary Value

Value

Base Value

Base Value

Base Value

Base Value

Base

3.2 Vehicle Test Reports - percentage of vehicles that finally pass

90% 96.2% 95.46%

44 90.24%

41 94.44%

36 97.3%

37 94.3%

39.5

In Quarter 4 37 tests were carried out with two initial fails. After final testing 36 vehicles had passed (97.3%) which is well above target for the quarter. Over the year 158 tests were carried out with 145 initial passes (91.77% compared to a national average of 80.81%). After final testing there were 149 final passes (94.3% compared to a national average of 87.88%). Common causes of failure include:- The main causes of failures were:- Speedometer/tachograph (28.5% of faults) Brake system and components (28.5% of faults) Suspension (14.3% of faults) Lamps (14.3% of faults)

Last Year

Quarterly Results


2012/13 Q1 2013/14 Q2 2013/14 Q3 2013/14 Q4 2013/14 2013/14

Status Short Trend

Long Trend

Commentary Value

Value

Base Value

Base Value

Base Value

Base Value

Base

Brake performance (14.3% of faults)

ISSP4 SO4 - Roads infrastructure management

Last Year

Quarterly Results


2012/13 Q1 2013/14 Q2 2013/14 Q3 2013/14 Q4 2013/14 2013/14

Status Short Trend

Long Trend

Commentary Value

Value

Base Value

Base Value

Base Value

Base Value

Base

4.2a) Percentage of A Class Roads that should be considered for maintenance (SPI)


There has been a fall in the overall conditions of Aberdeenshire's roads over the past twelve months. although there was a slight improvement in the condition of "A" Class roads this has been offset by a deterioration in the condition of "B" "C" and "U" roads.

4.2b) Percentage of B Class Roads that should be considered for maintenance (SPI)


4.2c) Percentage of C Class Roads that should be considered for maintenance (SPI)


4.2d) Percentage of Unclassified Roads that should be considered for maintenance (SPI)


4.2e) Total percentage of roads that should be considered for maintenance (SPI)


4.4 Ashire - Streetlighting 96.0% 95.4% 93.5%

697 96.9%

1,128

95.0%

2,535

85.4%

2,383

91.7%

6,743

There was a two way split in performance across the

Last Year

Quarterly Results


2012/13 Q1 2013/14 Q2 2013/14 Q3 2013/14 Q4 2013/14 2013/14

Status Short Trend

Long Trend

Commentary Value

Value

Base Value

Base Value

Base Value

Base Value

Base

Faults - Percentage completed within 7 days

Council area in the fourth quarter. Formartine, Banff Buchan and Buchan all slowed either steady performance or a slight improvement whilst Garioch, Kincardine and Mearns and Marr showed significant falls. Reasons for the fall include staff absences and a focus on planned maintenance activities rather than reactive maintenance.

4.6 Percentage of bridges without weight or width restriction.


1,467

Bridges Closed:- Mill of Leask U089B/10 – Bridge collapse Burn of Glaslaw U071K/10 – Bridge collapse Bridges with temporary weight restriction:- Milltown of Towie C067M/10 Hence Total Closed or Weight Restricted=3 Bridges Total Number of Council owned Road Network Underbridges 1467 Bridges % closed or restricted = 3 /1467 x 100 = 0.2%. Hence % with no weight or width restriction= 99.8%

ISSP5 SO5 - Planning and building standards

Last Year

Quarterly Results


2012/13 Q1 2013/14 Q2 2013/14 Q3 2013/14 Q4 2013/14 2013/14

Status Short Trend

Long Trend

Commentary Value

Value

Base Value

Base Value

Base Value

Base Value

Base

5.1 Ashire - Percentage of household planning applications dealt with within two months (SPI)

85.0% 86.6% 94.4%

357 91.1%

314 90.7%

281 85.2%

236 90.8%

1,188

At present this is only a provisional figure. The data only goes up to 17th March. On the 18th Planning switched to a new management system. Some areas of this system are still in development - in particular the reporting functionality. The correct report will be generated and the data updated as soon as possible. The provisional data suggests that performance has dipped. However it remains above target. Falls in performance are not unusual as the change over to new systems of working tend to have a temporary downward impact on performance. It is expected that performance will pick up once the new system beds in. The provisional performance for the year is 91%.

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

55.0% 51.5% 56.3%

506 61.6%

435 53.2%

427 48.1%

345 55.2%

1,713

At present this is only a provisional figure. The data only goes up to 17th March. On the 18th Planning switched to a new management system. Some areas of this system are still in development - in particular the reporting functionality. The correct report will be generated and the data updated as soon as possible. Overall performance for the Council is below target this quarter. The change over to new systems of working has impacted on performance. It is expected that performance will pick up once the new system beds in. The overall performance for the year is 55%.

5.3 Ashire - Percentage of the total number of

70.0% 62.9% 72.1%

863 74.0%

749 68.1%

708 63.2%

581 69.8%

2,901

At present this is only a provisional figure. The data only goes up to 17th March. On the 18th Planning

Last Year

Quarterly Results


2012/13 Q1 2013/14 Q2 2013/14 Q3 2013/14 Q4 2013/14 2013/14

Status Short Trend

Long Trend

Commentary Value

Value

Base Value

Base Value

Base Value

Base Value

Base

planning applications dealt with within two months

switched to a new management system. Some areas of this system are still in development - in particular the reporting functionality. The correct report will be generated and the data updated as soon as possible. The performance this period has fallen below target as a result of a significant fall in the performance processing non-householder applications. The introduction of the new IT system and revised working processes is likely to have contributed to this fall in performance.

5.4 The length of path in the Core Paths Plan opened or improved annually

15 km 19 Not measured for Quarters 5.5

Low path development figure is due to a significant proportion of the 2013/14 budget being used to repair and refurbish 7 bridges on the path network. the length of path improved was therefore limited to the span of the bridge only. Bridges included Parkhill river viaduct, Huntly Castle, Benholm and Newtonhill (coast path) and one on F&B Way.

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

95% 97.84%

880 96.63%

889 92.04%

766 91.35%

740 94.69%

818.75

Increase in workload associated with reduced numbers of staff leading to longer time processing plans. Steps being taken to recruit replacement staff for those who have left/retired

5.6 A - Attend potentially dangerous buildings within 4 hours of notification

100.0% 100.0% 100.0%

14 100.0%

5 100.0%

18 92.9%

14 98.0%

51

Should read 100%. Error in new system running report. Rogue data still to be identified and rectified

5.7 Ashire - Percentage of Building Warrant applications approved within 6 working days following receipt of technical information

90.0% 91.5% 93.5%

647 93.2%

693 93.3%

643 89.3%

468 92.6%

2,451

There has been a slight dip in performance in Quarter 4 as the new planning system has gone live disrupting the work of the service. This disruption was anticipated and it is expected to be short lived.

ISSP6 SO6 - Environmental health, welfare and safety

Last Year

Quarterly Results


2012/13 Q1 2013/14 Q2 2013/14 Q3 2013/14 Q4 2013/14 2013/14

Status Short Trend

Long Trend

Commentary Value

Value

Base Value

Base Value

Base Value

Base Value

Base

A'shire Percentage of Domestic Noise Complaints Settled Without Attendance

57.3% 50.8%

65 78.7%

89 58.3%

48 36.5%

52 59.1%

254

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.

Ashire - Percentage of Domestic Noise Complaints Settled With Attendance Not Under Part V of the Antisocial Behaviour etc (Scotland) Act 2004

42.7% 49.2%

65 21.3%

89 41.7%

48 63.5%

52 40.9%

254

The number and nature 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.

Ashire - Percentage of unauthorised Gypsy Traveller encampments complying with Code of Conduct and Council Policy

70.0% 50.0% 38.1%

21 77.8%

9 50.0%

2 66.7%

9 53.7%

41

The 3 encampments which failed to comply with the code of conduct were for reasons such as inadequate arrangements for refuse disposal, lack of toilet facilities, occupation of public car park. Environmental Health works in conjunction with Grampian Regional Equality Council to manage encampments, visiting all encampments within 2 working days and advising Gypsies/travellers of the Code of Conduct and council policy

6.2 Ashire - Percentage of High Risk Premises visited within the timescales (Trading Standards)

95.0% 98.9% 100.0%

31 100.0%

25 94.4%

18 85.7%

14 96.6%

88

This was a disappointing result falling short of the 95% target. 12 High Risk visits of the 14 that were due this quarter were completed. 2 visits were not completed by the due date. 1 of these has now been inspected and the other visit was delayed to accommodate the business. It will be completed early in the year 2014/15. High Risk premises are large packers, Feedmills and some manufacturers or importers of safety products.

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

70.0% 80.3% 75.3%

344 74.8%

333 75.1%

301 83.8%

290 77.1%

1,268

This is a good performance with the target being exceeded over the quarter. This PI is dependant on a number of factors outwith our control such as complexity of the complaint and response times of business consumers and third parties.

6.4 Ashire - Percentage of the number of high risk premises (Category A - 12 Months) inspected in terms of Health & Safety enforcement as set against the number of such premises allocated for inspection

100.0% 100.0% 100.0%

4 100.0%

2 100.0%

2 100.0%

2 100.0%

10

The premises covered by this indicator are given a high priority because of their potential impact on public safety. The service aims to ensure that 100% of these premises are inspected within set timescales each quarter.

With the introduction of the new National Local Authority Enforcement Code, agreed by Government, all Local Authorities have been required to reduce their Health and Safety 'programmed inspections' and only focus on the highest risk category i.e. type A premises. We have however supplemented this work with pro-active inspections on specific high risk activities within the area and this work will continue throughout the year.

6.6 Ashire - Env Health Percentage of the number of premises that are 'broadly compliant' and 'better than broadly compliant' in terms of food safety as set against the number of premises subject to intervention in the 6 or 12 months category

65.0% 62.0% 65.5%

229 68.1%

226 69.3%

228 67.9%

221 67.7%

904

The percentage of broadly compliant premises decreased by 1% due the total number of high risk premises decreasing by 6 and the total number of broadly compliant premises decreasing by 5 with the overall performance being 3% above the agreed 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.

6.7 Ashire - Percentage of risk assessments of Type-B private water supplies completed within 6 weeks of contact being made

85.0% 85.7% 93.5%

31 64.1%

39 85.4%

41 90.3%

31 82.4%

142

In each instance where there has been a failure to complete the assessment within the required time scale there have been recorded difficulties in gaining access to premises to obtain water samples, occasional need for re-sampling or difficulties associated with contacting applicants to discuss and progress assessments.

6.8 Ashire - Average time taken to complete Type-B private water supplies risk assessments

35 28 26 62 37 31 39

In each instance where there has been a failure to complete the assessment within the required time scale there have been recorded difficulties in gaining access to premises to obtain water samples, occasional need for re-sampling or difficulties associated with contacting applicants to discuss and progress assessments.

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

60 52 33 45 47.5

ISSP7 SO7 - Street cleansing and waste management

Last Year

Quarterly Results


2012/13 Q1 2013/14 Q2 2013/14 Q3 2013/14 Q4 2013/14 2013/14

Status Short Trend

Long Trend

Commentary Value

Value

Base Value

Base Value

Base Value

Base Value

Base

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

35.0% 34.1% 39.0%

36,347

39.0%

36,347

33.0%

30,405

33.9%

29,644

36.5%

33,185.7

5

This is showing a slight rise in last quarters percentage of 33% which is in line with the previous quarters trends. The total household waste recycled in the year was 36.6%. This is the first year we have separated household from commercial which is a factor in the rise. If we were looking at the total amount of waste (Commercial/Household) this figure would be sitting at 34.6%.

Last Year

Quarterly Results


2012/13 Q1 2013/14 Q2 2013/14 Q3 2013/14 Q4 2013/14 2013/14

Status Short Trend

Long Trend

Commentary Value

Value

Base Value

Base Value

Base Value

Base Value

Base

7.7 The overall cleanliness index achieved following inspection of a sample of streets and other relevant land (S)


There has been an increase in investment in street cleaning this year resulting in an increase in performance. It should be noted that a revised methodology has now been introduced for measuring street cleanliness. This is the last year in which Keep Scotland Beautiful will validate the surveys.

ISSP8 SO8 - Ensuring best value

Last Year

Quarterly Results


2012/13 Q1 2013/14 Q2 2013/14 Q3 2013/14 Q4 2013/14 2013/14

Status Short Trend

Long Trend

Commentary Value

Value

Base Value

Base Value

Base Value

Base Value

Base

8.1 Sickness absence rates - percentage of time lost due to sickness

3.87% 3.78%

3.33%

3.79%

4.14%

3.76%

In the fourth quarter absence rates across the service varied from 0.80% in Economic Development to 6.07% in Roads and Landscape Services. As a generalisation front line operatives had a higher absence rate than back office staff (the highest was 8.2% for Landscape Service Operatives). The overall absence rate for the year was 3.74%. The main problem with this measure is that it is not calculated the same way as is the SPI for the Council so it is not possible to compare absence rates in IS with other services. The measure at least allows us to compare absence rates across the service in a consistent manner.

q4 2013/14 - infrastructure services - full report...q4 2013/14 - infrastructure services - full...

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