Agendas, reports and minutes

A meeting of the Resources Committee will take place in the Council Chamber, Council Headquarters, Glenurquhart Road, Inverness on Wednesday 28 May 2014 at 10.30 am.

Read all items for this meeting.

You are invited to attend the meeting and a note of the business to be considered is attached.

Webcast Notice: This meeting will be filmed and broadcast over the Internet on the Highland Council website and will be archived and available for viewing for 12 months thereafter.

Yours faithfully

Michelle Morris
Depute Chief Executive/
Director of Corporate Development Service


Business

1. Apologies for Absence
Leisgeulan

2. Declarations of Interest
Foillseachaidhean Com-pàirt

Members are asked to consider whether they have an interest to declare in relation to any item on the agenda for this meeting.   Any Member making a declaration of interest should indicate whether it is a financial or non-financial interest and include some information on the nature of the interest.   Advice may be sought from Officers prior to the meeting taking place.

FINANCE SERVICE

3. Welfare Reform Update            
Fios às Ùr mu Ath-leasachadh Shochairean

There is circulated Joint Report No. RES-01-14 (97kb pdf) by the Director of Finance and Director of Community Services which provides information relating to the current status of Universal Credit, Discretionary Housing Benefit and other Welfare matters.

The Committee is asked to:-

i. Note the current position; and

ii. Agree to endorse the continuing mitigation actions by Council staff.

4. Finance and Welfare Budgets 2014/15        
Buidseatan Ionmhais agus Sochaire

There is circulated Report No. RES-02-14 (86kb pdf) by the Director of Finance which explains that the purpose of the report is to bring together all budgets under the direct responsibility of the Director of Finance, to note budget virements under delegated powers, to agree the creation of a Welfare Budget, and to agree to transfer the budget for Citizens Advice Bureaux from the Chief Executive’s Service to the Finance Service.

The Committee is asked to:-

i. Note the budgets under the responsibility of the Director of Finance;

ii. Note the budget virements under delegated powers;

iii. Agree the creation of a Welfare Fund;

iv. Agree the transfer of the budget for Citizens Advice Bureaux, and the management of the contracts, from the Chief Executive’s Service to the Finance Service;

v. Note that new policy work is underway, being coordinated across all services by the Chief Executive’s Service, to ensure that the Council has the best possible response and preventative action for people affected now, or to be affected, by welfare reform changes. This will be overseen by the Member working group; and

vi. Agree the deletion of 10.8 FTE posts from the Finance Service budget.

5. Corporate Revenue Near Final Outturn Report for 2013/14    
Aithisg Fìor Shuidheachadh Faisg air Deireannach a thaobh Teachd-a-steach Corporra airson 2013/14

There is circulated Report No. RES-03-14 (80kb pdf) by the Director of Finance which presents the revenue budget expenditure position for the period to 31 March and comments on the near final position for financial year 2013/14.

The Committee is asked to:-

i. Approve the Revenue Expenditure Monitoring Statement as at 31 March 2014 which shows a near final position of £5.390m underspend; and

ii. Note the near final General Fund surplus in 2013/14 of £2.511m.

6. Corporate Capital Near Final Outturn Report for 2013/14    
 Aithisg Fìor Shuidheachadh Faisg air Deireannach a thaobh Calpa Corporra airson 2013/14

There is circulated Report No. RES-04-14 (47kb pdf) by the Director of Finance which provides an overview of the General Fund and HRA capital programmes for the year to 31 March 2014.

The Committee is asked to agree the near final position on the General Fund and HRA capital programmes as at 31 March 2014.

7. Treasury Management: Summary of Transactions       
Rianachd Ionmhais: Geàrr-chunntas de Ghnothaichean

There is circulated Report No. RES-05-14 (73kb pdf) by the Director of Finance which provides details on the Treasury Management transactions for February, March and April 2014.

The Committee is asked to consider the Treasury Management Summary of Transactions report for February, March and April 2014.

8. Finance Service: Quarterly Performance Report       
Seirbheis an Ionmhais: Aithisg Dèanadais Ràitheil     

There is circulated Report No. RES-06-14 (93kb pdf) by the Director of Finance which provides a summary of key and statutory performance indicators for the Finance Service as at 31 March 2014.

The Committee is asked to note the statutory and key performance indicators for the Finance Service to 31 March 2014.

9. Finance Service Plan         
Plana Seirbheis an Ionmhais

There is circulated Report No. RES-07-14 (442kb pdf) by the Director of Finance which introduces the Finance Service Plan, updated for 2014/15 which identifies the enabling actions and key performance results which will deliver “Working together for the Highlands”, the Programme of the Highland Council as revised on 8 May 2014.  It also outlines the statutory and core functions of the Service including the Single Outcome Agreement.

The Committee is asked to approve Finance Service Plan updated for 2014/15.

10. Audit Scotland National Report: Review of Recovery of Benefits Subsidy in 2012/13                                                                                   
Ath-sgrùdadh air Ath-bhuannachd Subsadaidh nan Sochairean ann an 2012/13

There is circulated Report No. RES-08-14 (530kb pdf) by the Director of Finance which advises of an independent Report into the subsidy claims of Scottish Councils and spending in areas not fully funded by the Department of Work and Pensions, and provides a useful insight into subsidy losses funded from each Council’s budget.  The Report Summary (in Appendix 1, attached to the report) identifies areas of good practice, which have been reviewed by the Council and will continue to be the subject of improvement actions.  

The Committee is asked to note the useful information that is contained in the paper by Audit Scotland, and agree to endorse the actions that are being taken by officers in accordance with best practice.

11. Audit Scotland National Report: Options Appraisal: “are you getting it right?”            
Aithisg Nàiseanta Sgrùdadh Alba: Measadh Roghainnean: “a bheil thu ga fhaighinn ceart?”   

There is circulated Report No. RES-09-14 (52kb pdf) by the Director of Finance which refers to the publication of a recent Audit Scotland national report and considers the main points arising from this review and the extent to which the Highland Council follows best practice.

The Committee is asked to:-

i. Consider the Audit Scotland report together with the response and the points for action; and

ii. Note the “Questions for Councillors” at Appendix 2 to the Audit Scotland report which will assist in the scrutiny of future options appraisal exercises.

12. Internal Audit Reports       
Aithisgean In-sgrùdaidh

There is circulated Report No. RES-10-14 (686kb pdf) by the Director of Finance which informs Members as to the objectives and findings of four Audit Reports presented to the Audit and Scrutiny Committee on 27 March 2014, and gives an update on progress against each of the resulting Action Plans. The reports are as follows:-

• Access and Authorisation Controls (Pecos and Accounts payable)
• Travel and Subsistence – Travel Desk arrangements
• Housing Benefit and Council Tax Benefit Payments
• Debtors

The Committee is asked to note the findings of the Audit Reports presented to the Audit and Scrutiny Committee on 27 March 2014 and the actions being taken to implement the recommendations.

13. Finance Service: Update on Employee Survey Actions           
Seirbheis an Ionmhais: Fios às Ùr mu Ghnìomhan Suirbhidh Luchd-obrach

There is circulated Report No. RES-11-14 (51kb pdf) by the Director of Finance which provides an update of the key improvement actions identified for the Finance Service in response to the views expressed by staff in the sixth Highland Council Employee Survey.

The Committee is asked to note the progress made against the agreed actions.

CORPORATE DEVELOPMENT SERVICE

14. Draft Service Plan 2014/15: Corporate Development Service      
Dreachd Plana Seirbheis 2014/15: Seirbheis an Leasachaidh Chorporra

There is circulated Report No. RES-12-14 (297kb pdf) by the Depute Chief Executive/Director of Corporate Development the report explains that the draft Service Plan for the Corporate Development Service outlines how the Service will lead and support commitments which will deliver ‘Working together for the Highlands’, the Programme of the Highland Council.  The Plan also details how the new Service will operate, its approach and priorities. This report seeks approval of the draft Plan.

The Committee is asked to comment on the draft Service Plan for 2014/15, agree any amendments required, and approve the plan.

15. Corporate Improvement Programme              
Prògram Leasachadh Corporra

There is circulated Report No. RES-13-14 (85kb pdf) by the Depute Chief Executive/Director of Corporate Development which explains that the Corporate Improvement Programme (CIP) is progressing with a target to achieve £5.98m in efficiency savings for the period 2013/14 and 2014/15.  In addition, the process for aligning the next programme of work with the Corporate Budget setting process is underway and in the last period an independent review of the Programme has taken place.

The Committee is asked to note the:-

i. progress with the delivery of the Corporate Improvement Programme;

ii. response to the independent review and the mitigating actions being taken to ensure the Programme and savings are delivered on target;  and

iii. The development of a new Programme.  

16. Carbon Clever Committees            
Comataidhean Càrboin Chiallaich

There is circulated Report No. RES-14-14 (102kb pdf) by the Depute Chief Executive/Director of Corporate Development which advises of the work that has been undertaken to date to reduce the reliance on paper reports at Committees, the outcome of the assessments and the potential future direction of this initiative.

The Committee is invited to:-

i. Note the progress that has been made to date in supporting a move to Carbon Clever meetings;

ii. Approve the initiative to enable officers to progress the work needed to deliver Carbon Clever Committees; and

iii. Approve the use of the capital budget, allocated to ICT Refresh, as detailed in paragraph 7.1 of the report.

17. ICT Performance Report                 
Aithisg Dèanadais TFC

There is circulated Report No. RES-15-14 (203kb pdf) by the Depute Chief Executive/Director of Corporate Development which gives an update on the key achievements of the ICT Services Team, the delivery of services by the Council’s ICT providers principally Fujitsu Services and Vodafone for the period from September 2013 to February 2014.

The Committee is asked to note:-

i. the content of the report and the positive outcomes being delivered from the Contracts with Fujitsu and Vodafone;

ii. that PSN Accreditation has been achieved and further work is now underway to ensure accreditation is retained at the next assessment in April 2015; and

iii. that robust contract management and governance arrangements continue to be applied and pursued by the Council to the Fujitsu and Vodafone contracts.

18. Records Retention Policy and Disposal Authority             
Ùghdarras Poileasaidh a thaobh Gleidheadh is Cur Às do Chlàran         

There is circulated Report No. RES-16-14 (145kb pdf) by the Depute Chief Executive/Director of Corporate Development which advises of the review of the Records Retention Policy and Disposal Authority and seeks approval of this updated Policy.

The Committee is asked to note the changes and approve the revised Records Retention Policy and Disposal Authority.

19. Review of Safety Representatives Charter and Health and Safety Partnership Agreement                
Ath-sgrùdadh air Cairt Riochdairean Sàbhailteachd agus Aonta Com-pàirteachas Slàinte is Sàbhailteachd

There is circulated Report No. RES-17-14 (138kb pdf) by the Depute Chief Executive/Director of Corporate Development which advises that the Safety Representatives Charter and Health and Safety Partnership Agreement between the Highland Council and recognised Trade Unions were last reviewed in March 2011.  There is a commitment to review these documents every three years. This report introduces the most recent versions of the Charter and Agreement.

The Committee is asked to approve the updates to the Safety Representatives’  Charter and the Health and Safety Partnership Agreement.

20. Chief Executive’s Service: Quarterly Performance Report          
Seirbheis an Àrd-oifigeir: Aithisg Dèanadais Ràitheil

There is circulated Report No. RES-18-14 (81kb pdf) by the Depute Chief Executive/Director of Corporate Development which provides the Chief Executive’s Service quarterly Statutory Performance Indicators for Quarter 4 of 2013/14.

The Committee is asked to note the continued improvement in performance in relation to sickness absence and payment of invoices.

21. Chief Executive’s Service: Employee Survey Actions           
Seirbheis an Leasachaidh Chorporra: Fios as Ùr mu Ghnìomhan Suirbhidh Luchd-obrach

There is circulated Report No. RES-19-14 (98kb pdf) by the Depute Chief Executive/Director  of Corporate Development which outlines the progress to date on the actions agreed by the Chief Executive’s Service as a result of the Employee Survey 2012.  

The Committee is asked to note the progress made so far in the Chief Executives Service Employee Survey actions.

22. Internal Audit Report: Data Handling and Security             
Aithisg In-sgrùdaidh: Làimhseachadh Dàta agus Tèarainteachd

There is circulated Report No. RES-20-14 (72kb pdf) by the Depute Chief Executive/Director of Corporate Development which advises that the Internal Audit Review of Data Handling and Security was recently considered by the Council’s Audit and Scrutiny Committee. This report is now presented to the Committee for its consideration as part of the corporate governance process.

The Committee is asked to note the Internal Audit Review and action plan, and that appropriate actions are being taken to address all the recommendations contained therein.

23. ICT Executive Board (Members)              
Bòrd Gnìomhach TFC (Buill)

The Committee is asked to approve the revised membership of the ICT Executive Board (Members) as follows:-
1. Maxine Smith
2. Dave Fallows
3. David Alston
4. Kate Stephen
5. Jimmy Gray
6. Carolyn Wilson
7. Bill Fernie
8. Isobel McCallum
9. Margaret Davidson

24. Minutes of Meetings                 
Geàrr-chunntasan Choinneamhan

The following Minutes of Meetings are circulated for confirmation:-

i. Early Retirement Sub-Committee held on 26 February 2014 (87kb pdf)
and 23 April 2014 (84kb pdf);

ii. Welfare Reform Working Group held on 14 March 2014 (163kb pdf)
and 21 March 2014 (221kb pdf);

iii. Head of Service Recruitment Panel held on 14 March 2014 (73kb pdf),  23 April 2014 (74kb pdf),  25 April (126kb pdf) and  28 April 2014 (126kb pdf);

iv. Joint Consultation Group (Administration Etc, Manual and Crafts Staffing) held on  11 April 2014 (161kb pdf); and

v. Central Safety Committee held on 11 April (146kb pdf).

CHIEF EXECUTIVE’S OFFICE

25. Council’s Flag Flying Policy
Poileasaidh Togail Bhrataichean na Comhairle

The Council’s Flag Flying policy requires the Saltire to be flown every day at the Council’s main administrative buildings except for a number of specified days.  These are:-

Date Day  Flag type
10 March  Commonwealth Day  Commonwealth Flag
9 May Europe Day  European Flag
29 June Armed Forces Day
(For period proposed by MOD) Armed Forces Flag
24 October United Nations Day  United Nations Flag
10 November  Remembrance Sunday  Union Flag
1 December World Aids Day      World Aids Flag
Ad hoc State event (visit, royal wedding etc) Union Flag

Government guidance and practice is followed for flying the flag at half-mast.  

The Scheme of Delegation currently requires the approval of Resources Committee to amend this list in any way.  

 It is proposed to delegate authority to decide on changes to the Council’s approved Flag Flying Days, to the Depute Chief Executive/Director of Corporate Development, in consultation to the with the Convener.  Changes would be communicated to the relevant Responsible Premises Officers to ensure compliance and an up to date schedule would be made available on the Council’s Website.

The Committee is asked to agree to delegate authority to amend the approved list of flag flying days to the Depute Chief Executive/Director of Corporate Development in consultation with the Convener.

DEVELOPMENT AND INFRASTRUCTURE SERVICE

26. Conference of Peripheral and Maritime Regions Meeting of the Political Bureau: 6 June 2014, Inverness              
Coinneamh Biùro Phoilitigeach Co-labhairt nan Roinnean Iomallach agus Mara: 6 Ògmhios 2014, Inbhir Nis

There is circulated Report No. RES-21-14 (48kb pdf) by the Director of Development and Infrastructure which updates Members on the preparations being made and the costs involved for the Council hosting a meeting of the Political Bureau of the Conference of Peripheral and Maritime Regions (CPMR) in Inverness on 6 June 2014. Costs are currently estimated at £21,000 and are based on 70 people attending the Bureau meeting and 50 staying on for the excursion on Saturday. The high percentage of people expected to stay on for the Saturday excursion reflects the level of interest of Europeans in visiting the Highlands. Funds to meet the cost of hosting this event have been sought from Visit Scotland and the Inverness Common Good Fund. The balance will be met from the EU projects budget 2014/15, held within the Development & Infrastructure Service.

The Committee is asked to:-

i. note the contents of this report;

ii. agree to support the hosting of the CPMR Political Bureau in Inverness on 6 June 2014; and

iii. approve expenditure to a maximum of £21,000 to deliver the event with the cost being met from the Development and Infrastructure EU projects budget 2014/15, the Inverness Common Good Fund and the Visit Scotland Conference Bid Fund.  

27. Exclusion of The Public
Às-dùnadh a’ Phobaill

The Committee is asked to resolve that, under Section 50A(4) of the Local Government (Scotland) Act 1973, the public be excluded from the meeting during discussion of the following items on the grounds that they involve the likely disclosure of exempt information as defined in Paragraphs 6 & 9 of Part 1 of Schedule 7A of the Act.

28. ICT Executive Board: Minutes of Meeting              
Buidheann-obrach TFC Bhall: Geàrr-chunntas Coinneimh

There is circulated to Members only for approval, Minutes of Meeting of the ICT Executive Board (Members) held on 12 May 2014.

29. Internal Audit Report: Information Security                 
Aithisg In-sgrùdaidh: Tèarainteachd Fiosrachaidh

There is circulated to Members only Report No. RES/22/14 by the Depute Chief Executive/Director of Corporate Development which advises that the Internal Audit Review of information security arrangements within the Highland Council was recently considered by the Council’s Audit and Scrutiny Committee.  This report is now presented to the Committee for its consideration as part of the corporate governance process.

The Committee is asked to note the Internal Audit Review and action plan, and that appropriate actions are being taken to address all the recommendations contained therein.

30. Debts Recommended to be Written-off             
Fiachan a Thathar a’ Moladh airson an Dubhadh Às

There is circulated to Members only Report No. RES/23/14 by the Director of Finance which in accordance with good accounting practice, recommends the write-off of uncollectable debts.  
The Committee is asked to agree that in the event that there is no additional information from Members, the total value of debts as detailed in the report be written off.

31. Land and Property                                              
Talamh agus Taigheadas

There is circulated to Members only Report No. RES/24/14 by the Director of Development and Infrastructure which seeks approval in respect of a number of land and property transactions.

The Committee is asked to agree the recommendations set out in the report.

32. Fort William: Tweeddale Update                       
An Gearasdan: Fios às Ùr mu Shrath Thuaidh

There is circulated to Members only Report No. RES/25/14 by the Director of Development and Infrastructure which provides an update on the Tweeddale feasibility study.

The Committee is asked to note the report.