Agendas, reports and minutes

 

24. Public Sector Workforce Planning
Dealbhadh Luchd-obrach san Raon Phoblach

There was circulated Report No. FHR/46/14 dated 9 February 2014 by the Depute Chief Executive which proposed actions relating to workforce planning in response to an Audit Scotland report.

In introducing the report, it was explained that workforce planning was the process organisations used to ensure they had the right people with the right skills in the right place at the right time.  It was proposed that a consistent approach to workforce planning be implemented across all Council Services.  Plans at Council, Service and Section level should be integrated and presented in a consistent format. Workforce plans should forecast expected staff numbers, skill shortages and costs as well as supporting effective succession planning.  Workforce plans should be prepared by Services as part of the long term budget planning process, to help support budget decisions and service planning, and should be carried out in partnership with the trade unions, and scrutinised by Members. It was proposed that the Head of People and Performance should develop guidance, toolkits and template reports to facilitate effective workforce planning.  A number of other supporting actions were proposed, including provision of training and other support for managers, deploying HR Service Business Partners to work with each Service to assist with analysis of workforce data and to identify scenarios, and to agree Service Learning Plans to identify and meet development and skills shortage requirements as a result of the workforce analysis.

In response to a question, it was confirmed that, with regard to redeployment and vacancy management, a process was already in place to ensure that precedent would be given to any employee on the redeployment register.

Responding to a point raised, an assurance was provided that planning at a community level would be incorporated within the Service Learning Plans.  In response to comment from the Chairman, the Depute Chief Executive advised that the Community Planning Partnership Chief Officers Group had undertaken initial discussions in respect of developing proposals with the key aim of collaboration of public sector partners to develop a workforce for Highland communities through more effective joint working on recruitment, learning, development and attracting people to the Highlands to fill skills gaps.  The Chairman welcomed this and asked that a report on the progress of these proposals to the Community Planning Partnership be submitted to a future meeting of the Committee.

The Committee AGREED:-

i. the consistent approach to workforce planning outlined in sections 3 and 4 of the report; and
ii. that a report be submitted to a future meeting of the Committee on the progress being made by the Community Planning Partnership in respect of working in partnership to develop a workforce for Highland communities through more effective joint working on recruitment, learning, development and attracting people to the Highlands to fill skills gaps.

25.  Employee Survey 2012: Progress on Action Plan
Suirbhidh Luchd-obrach 2012: Adhartas air Plana-gnìomha

There was circulated Report No. FHR/47/14 dated 11 February 2014 by the Depute Chief Executive which outlined the progress to date on the actions agreed as a result of the Employee Survey 2012.  Members were asked to note the actions achieved and the work in progress.

It was reported that the Committee had agreed an action plan in response to the Survey on 10 April 2013, and that specific actions had been identified to support improvement in three key areas. These were valuing and recognising staff; communicating and listening to staff; and providing training and support to staff to perform well.  A summary of progress under each of the high level actions had been set out in the report.

In response to a question, the Committee was advised that the Employee Survey was carried out bi-annually, and that arrangements would be assessed prior to the commencement of the next scheduled survey in January/February 2015.  It was confirmed that a report would be brought back to the Committee on the approach and format of the Employee Survey to be carried out in 2015.

The Committee NOTED the progress made so far with the Employee Survey actions.

26.  Corporate Health, Safety and Wellbeing Policy (2014)
Poileasaidh Slàinte, Sàbhailteachd agus Mathas Corporra (2014)

There was circulated Report No. FHR/48/14 dated 13 February 2014 by the Depute Chief Executive which explained that there was a legal requirement for employers with five or more employees to have in place a health and safety policy and that the policy should be reviewed regularly.  The current Corporate Health, Safety and Wellbeing Policy had been updated to reference the Council’s new Chief Executive, reflect the revised structure, provide more information on a positive safety culture, introduced the role of Service Health and Safety Co-ordinator and updated links to information in the health and safety management system.

The Committee APPROVED the revised Corporate Health, Safety and Wellbeing Policy.

27.  Amendments to Organisational Structures/Establishments
Atharrachaidhean do Structaran Eagarachail/Ionadan

There had been tabled a revised Report No. FHR/49/14 dated 24 February 2014 by the Depute Chief Executive which recommended amendments to organisational structures/establishments as a consequence of proposals from Service Directors.

The proposals contained within the report showed an overall net increase of 48.19 posts at an overall net cost of £1,670,000 for proposals which had to be met from Service budgets. It was estimated that there would be no unbudgeted costs associated with the net increase of 48.69 FTE posts due to preventative spend monies funding the 48.54 FTE Health & Social Care/Education, Culture and Sport posts.  There was also an extension to 1.6 posts fully externally funded and 1.5 posts service funded at a cost of £31,500.

The Committee APPROVED the amendments to the staffing establishment and other staffing changes as detailed in Appendix 1 to the report.

28.  Internal Audit Review of the Governance of Arm’s Length External Organisations
Leirmheas In-sgrudaidh air Riaghladh nam Buidhnean Dluth bhon Taobh a-muigh

Declarations of Interest - Ms J Douglas, Mr K Gowans, Mr F Parr declared non-financial interests in this item as Directors of High Life Highland; Mrs H Carmichael and Mr H Wood declared non-financial interests in this item as Directors of Caledonia Community Leisure Limited; and Mr K Gowans declared a non-financial interest in this item as being a Director of Eden Court Highlands but having applied the test outlined in Paragraphs 5.2 and 5.3 of the Councillors’ Code of Conduct, concluded that their interests did not preclude them from taking part in the discussion.

There was circulated Report No. FHR/50/14 dated 10 February 2014 by the Depute Chief Executive which presented the findings of the audit review to identify the governance arrangements in place in relation to ‘Arm’s Length External Organisations’ (ALEOs) and to report on how well they complied with the Audit Scotland report, ‘Arm’s Length External Organisations’ (ALEOs): are you getting it right?’ The review resulted in nine recommendations being made, six at high priority and three at medium priority grade. 

During discussion, it was highlighted that the audit report contained six high level recommendations which needed to be addressed and it was suggested that there was a need for further training for Members to ensure there was a full understanding of their role and responsibilities on ALEOs.  It was highlighted that training had been held for Members in this regard in October 2013 but that further sessions could be arranged if necessary.

Concern was raised that, in some instances, Members had been appointed to external bodies but that no contact had been received from the organisation in respect of attending meetings.  The Head of Legal and Democratic Services advised that if Members provided specific examples of these cases then direct approaches could be made on their behalf to the relevant external organisation to ascertain if these appointments were still required and, if so, the dates of any future meetings.

Responding to a point raised, it was suggested that all relevant community councils should be consulted on whether they were content with the current arrangements or whether they would support control of Beinn Tharsuin Wind Farm Community Limited being transferred to the communities.

In response to a question, it was explained that a Register of Appointments to Outside Bodies was currently being prepared and that further work was being undertaken to establish the most appropriate method of appointment, e.g. ward level, committee appointments, etc, and that appointments would be based on criteria provided by the relevant organisation.

In conclusion, the Chairman requested that an update report be submitted to the next meeting of the Committee in order to ensure progress of the actions.

Following discussion, the Committee NOTED the audit findings and AGREED:-

i. the Action Plan approved by the Audit and Scrutiny Committee meeting subject to the revised target date for completion of actions 3.2.3 and 3.2.4;
ii. that all relevant community councils be consulted on whether control of Beinn Tharsuin Wind Farm Community Limited should be transferred to the community; and
iii. that an update report be submitted to the next meeting of the Committee.

29.  Mental Health and Wellbeing Grant Funds
Maoin Tabhartais Slàinte agus Mathais Inntinn

There was circulated Report No. FHR/51/14 dated 12 February 2014 by the Head of Policy and Reform seeking approval for Mental Health and Wellbeing grants to The Conservation Volunteers, Inverness Samaritans and Caithness Samaritans.

The report provided a summary of the work of each of the organisations and advised that each of the applications supported specific commitments within the Council’s Programme.

The Committee AGREED the following grant awards:-

i. £7,500 to The Conservation Volunteers Scotland to support the third and final year of the Mental Health Green Gym;
ii. £6,000 for Inverness Samaritans in each of 2013/14 and 2014/15, to support training and recruitment of volunteers; and
iii. £4,000 for Caithness Samaritans in each of 2013/14 and 2014/15, to support training and recruitment of volunteers.

30.  Chief Executive’s Service: Statutory Performance Indicators: Quarterly Performance Report   
Seirbheis an Àrd-oifigeir: Comharran Coileanaidh Reachdail: Aithisg Dèanadais Ràitheil

There was circulated Report No. FHR/52/14 dated 12 February 2014 by the Depute Chief Executive which detailed the Chief Executive’s Service quarterly Statutory Performance Indicators for Quarter 3 of 2013/14.

It was reported that the average number of days lost per employee for the Chief Executive’s Service for the third quarter of 2013/14 was 1.2 days, which represented a decrease of 0.2 days compared with the same period in 2012/13. Across the Council the average number of days lost per employee for the third quarter of 2013/14 was 2.4 days for non-teaching staff and 1.3 days for teaching staff.  This represented an improvement of 0.2 days over the same period for 2012/13 for both non-teaching and teaching staff. All Services would report absence statistics to the relevant Strategic Committee.

It was further reported that the Chief Executive’s Service had exceeded the Council’s targets for the payment of invoices and performance had also improved on the same period in the previous year,

The Committee NOTED the Statutory Performance Indicators.

31.  Commonwealth Games Activities, Events & Legacy 
Gnìomhan, Tachartasan & Dìleab Geamaichean a’ Cho-fhlaitheis

Declaration of Interest - Ms J Douglas, Mr K Gowans and Mr F Parr declared non-financial interests in this item as Directors of High Life Highland but, having applied the test outlined in Paragraphs 5.2 and 5.3 of the Councillors’ Code of Conduct, concluded that their interests did not preclude their involvement in the discussion and voting.

There was circulated Report No. FHR/53/14 dated 17 February 2014 by Director Education, Culture and Sport which outlined the responsibilities on the Council in relation to the Commonwealth Games, in particular the expectation to develop a Games Legacy Plan and to co-ordinate and fund the Queen’s Baton Relay.  It suggested that the Council create a Legacy Fund and appointed a Project Officer as a one year secondment to undertake the different strands of the work required.

In summary of the report it was explained that in relation to the Commonwealth Games in particular, the expectation on local authorities was to lead and deliver on a number of initiatives designed to ensure that the country as a whole took maximum advantage of the opportunities the Games would provide.  Each local authority was expected to prepare a Legacy Plan highlighting how it would capitalise on the interest the Games would generate across Scotland and on how the various national programmes set out in the Government’s Legacy proposals could be taken forward and implemented more locally.  Local Authorities were also expected to co-ordinate and fund the visit of the Commonwealth Games Queen’s Baton Relay to their area.

Referring to the recommendations in the report, the Chairman indicated that the Committee did not have the authority to agree the use of Ward Discretionary Funds and it was suggested that recommendation b) of the report be amended to “agree to undertake the planning and co-ordination of the Queen’s Baton Relay in the Highland area and to provide the necessary funding to ensure a safe and successful route was followed from the Highland Culture Fund with applications being made to Ward Discretionary Budgets for any shortfall.”

During discussion concern was expressed regarding the lack of clarity as to what the proposed £150,000 would be used for and it was explained that further detail would be reported back to the Committee regarding how the funding would be spent but that it was important to make a commitment at this stage.  It was explained that it had been proposed that Council balances be used as there would not be an ongoing commitment from the revenue budget.  It was further highlighted that this model had been key to the success of Highland 2007 and it was necessary to invest, particularly with a dedicated Project Officer post focussing on the Legacy Plan, in order to see a tangible legacy in Highland from the Commonwealth Games.  It was further recommended that measures should be put in place to evidence the outcomes of the Legacy Plan.

In addition, it was felt that this would be an opportunity to promote sport in Highland; attract inward investment and benefit every community in Highland; promote health and fitness which in turn linked in to the Council’s preventative spend agenda.

In responding to the issues raised, the Learning and Leisure Client Manager explained that the criteria and governance arrangements in respect of the Legacy Fund had yet to be established and would be the subject of a further report to Committee.  It was confirmed that information on how much money was brought in to the Highlands as a result of Highland 2007 could be provided to Members.

The Chairman acknowledged the need for further detail and suggested that a progress report be presented to the next meeting of the Committee.  In response to a question, he confirmed that any funding not utilised would be returned to the Council.

Thereafter, Mr D Fallows, seconded by Dr D Alston, MOVED the recommendations in the report including the suggested amendment to recommendation b) that applications be made to Ward Discretionary Budgets for any shortfall.

As an AMENDMENT, Mrs I McCallum, seconded by Mrs C Wilson, moved to support the recommendation with the change outlined by the Chairman in regard to recommendation b) in the report but, in order to be business like and prudent, the proposed £150,000 to be taken from balances be saved and did not finance a Legacy Fund and temporary Project Officer.  This was in light of the very difficult decisions being taken and that would have to be taken regarding Council services in the context of the savings of £80M that the Council had to make.

On a vote being taken, the MOTION received 14 votes and the AMENDMENT received 6 votes, the votes having been cast as follows:-

For the Motion:

Alston, D; Caddick, C; Christie, A; Fallows, D; Farlow, G; Gowans, K; Laird, R; Macaulay, C; Mackay, D (W2); Mackay, D (W5); Morrison, H; Parr, F; Stone, J; Wood, H.

For the Amendment:

Carmichael, H; Davidson, M; Fraser, L; Mackinnon, A; McCallum, I; Wilson, C.

There were no abstentions.

Decision:

The Committee AGREED:-

i. that the Council develop a Legacy Plan linked to the forthcoming Commonwealth Games with the aim of having it published by the end of July 2014;
ii. to undertake the planning and co-ordination of the Queen’s Baton Relay in the Highland area and to provide the necessary funding to ensure a safe and successful route was followed from the Highland Culture Fund, with applications being made to Ward Discretionary Budgets for any shortfall;
iii. a Games Legacy Fund be created with a contribution of £100,000 from Council balances, to develop legacy initiatives, and to discuss with other partners if they wished to become involved and to contribute;
iv. a short term Project Officer post be created to be filled on a one year secondment basis by a member of staff of either the Council or High Life Highland, at an estimated cost of £50,000, with the funding for the post also being made available from Council balances; and
v. that a progress report be presented to the next meeting of the Committee.

32.  Redevelopment of Eden Court Theatre Orchestra Pit
Ath-leasachadh Sloc Orcastra Taigh-cluiche Eden Court

Declaration of Interest - Mr K Gowans declared a non-financial interest in this item as being a Director of Eden Court Highlands but having applied the test outlined in Paragraphs 5.2 and 5.3 of the Councillors’ Code of Conduct, concluded that his interest did not preclude him from taking part in the discussion.

There was circulated Report No. FHR/54/14 dated 17 February 2014 by Director Education, Culture and Sport seeking approval to award £40,000 from the Capital Discretionary Fund to contribute to the cost of redeveloping the Eden Court Empire Theatre Orchestra Pit.

It was reported that the orchestra pit at Eden Court Empire Theatre was now close to 40 years old and through its construction and design was having a negative impact on the programme.

The Committee AGREED that a grant of £40,000 be awarded from the Capital Discretionary Fund in 2014/15 as a contribution to the overall funding package to redevelop the Eden Court Empire Theatre Orchestra Pit.

33.  Sleat and Strath Amateur Football Club (AFC), Isle of Skye
Club Ball-Coise Neo-Dhreuchdail Shlèite Agus An T-Srath, An T-Eilean Sgitheanach

There was circulated Report No. FHR/54/14 dated 17 February 2014 by Director Education, Culture and Sport inviting approval that up to £30,000 be given from the Capital Discretionary Fund to contribute to the cost of creating an enhanced regulation size playing field in Broadford.

The Committee AGREED that a grant of up to £30,000 from the Capital Discretionary Budget be awarded to Sleat and Strath AFC to enable the project to proceed to create an enhanced regulation size playing field in Broadford.

34.  Minutes of Meetings
Geàrr-chunntasan Choinneamhan

The Committee APPROVED the undernoted Minutes of Meetings:-

i. Appeals Committee held on 20 January and 27 January 2014;
ii. Joint Consultation Group (Administration Etc, Manual and Crafts Staffing) held on 7 February 2014;
iii. Central Safety Committee held on 7 February 2014.

Arising from the minutes, the Vice Chairman paid tribute to Members of the Appeals Committee for their support with recent appeals and in regard to the Joint Consultation Group, it was reported that the Director of Finance had agreed that the Unison facility time of five days be reinstated until the end of the current financial year and that all relevant parties had been advised of this solution.

The Committee NOTED the update provided.

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

The Committee RESOLVED 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 involved the likely disclosure of exempt information as defined in Paragraphs 6 & 9 of Part 1 of Schedule 7A of the Act.

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

There had been circulated Minutes of Meeting of the ICT Executive Board (Members) held on 20 February 2014, the terms of which were APPROVED.

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

There was circulated to Members only Report No. FHR/55/14 dated 13 February 2014 by the Director of Finance which in accordance with good accounting practice, recommended the write-off of uncollectable debts.

The Committee AGREED that the total value of debts as detailed in the report be written off.

38.  Compulsory Purchase Order
Òrdugh Ceannachd Èigneachail

There was circulated to Members only Report No. FHR/56/14 dated 17 February 2014 by Director of Planning and Development which sought approval to allow consideration of the use of Compulsory Purchase Order (CPO) powers to purchase a site for housing development.

The Committee welcomed the report and following discussion APPROVED the recommendations outlined in the report.

39.  Land and Property
Talamh agus Taigheadas

Declarations of Interest - Mr A Christie declared a non-financial interest in this item as General Manager and Company Secretary of Inverness, Badenoch & Strathspey Citizens Advice Bureau; Mrs D MacKay declared a non-financial interest as a Director of East Sutherland Citizen’s Advice Bureau and Ms A MacLean declared a non-financial interest as a Board Member of Ross and Cromarty Citizen’s Advice Bureau but having applied the test outlined in Paragraphs 5.2 and 5.3 of the Councillors’ Code of Conduct, concluded that their interest did not preclude them from taking part in the discussion.

There was circulated to Members only Report No. FHR/57/14 dated 17 February 2014 by the Director of Planning and Development which invited Members to agree that the ownership of Suie House Alness be transferred to C.A.B. and the ownership of C.A.B.’s existing property at 4 Novar Road Alness be transferred to the Council, on terms to be agreed by the Director of Development and Infrastructure.Members welcomed the proposals and following discussion, the Committee AGREED the recommendations set out in the report.

40. Property Transactions Monitoring Report
Aithisg Sgrùdaidh Ghnothachasan Seilbhe

There was circulated to Members only Report No. FHR/58/14 dated 18 February 2014 by the Director of Planning and Development which provided Members with details of the General Fund and Property Account transactions approved by the Head of Property Partnerships and Corporate Property Asset Manager under delegated authority.  The report also advised Members on sales targeted for completion within the financial year 2013/14 and future years.

The Committee NOTED:-

i. details of the General Fund and Property Account transactions approved by the Head of Property Partnerships and Corporate Property Asset Manager under delegated authority; and
ii. progress on property transactions and sales with anticipated settlement within financial years 2013/14 and future years.

The meeting ended at 4.10 pm.