Agendas, reports and minutes

27. Internal and External Audit Reports
Aithisgean Sgrùdaidh an Taoibh A-Staigh agus an Taoibh A-Muigh

There had been circulated Report No RES/118/15 dated 9 November 2015 by the Depute Chief Executive/Director of Corporate Development which provided an update on the outcome of the Internal Audit Reports on Corporate Control of Overtime and Verification of Performance Indicators 2013/14 and the External Audit Report on Public Performance Reporting which were reported to Audit and Scrutiny Committee on 30 September 2015.

The Committee NOTED the findings of the Internal and External Audit reports presented to the Audit and Scrutiny Committee on 30 September 2015, and the actions being taken to implement its findings.

CHIEF EXECUTIVE’S OFFICE
OIFIS AN ÀRD-OIFIGEIR

28. Climate Change
Atharrachadh Gnàth-shìde

(a) Annual Progress Report on the Carbon Management Plan 2014/15
Aithisg Adhartais Bhliadhnail mu Phlana Rianachd Càrboin 2014/15

There had been circulated Report No RES/119/15 dated 28 October 2015 by the Head of Policy and Reform which reviewed the Council’s performance in meeting the targets outlined in the Carbon Management Plan (CMP) for 2014/15.

During discussion, Members made the following comments:-

• a plea was made for more real time bus stop displays in Smithton, Culloden and Balloch to alleviate complaints about the frequently changing bus timetables;
• it was unsurprising that the least energy efficient buildings were the oldest and largest;
• there were difficulties replacing the windows and the heating system in Inverness High School and it could not be rebuilt because as it was a listed building. Therefore an indication was sought of the alternative measures to reduce energy consumption in Inverness High School;
• Council staff needed to do more personally to reduce the amount of landfill waste from Council sites;
• the aim to reduce the amount of paper conflicted with asking Council staff to not bring in electronic devices and charge them; and
• it was noted that the suggestion to wear a jumper to reduce heating demand was now listed in the report.

The Committee NOTED:-

i. the Council’s carbon emissions had increased 1% in 2014/15 compared to 2013/14 but had decreased by 4% compared to 2011/12 (and against a target reduction over the period is 9%);

ii. compared to 2011/12, carbon emissions from energy use, staff travel, and fleet had decreased, whilst emissions from waste, water and street lighting had increased;

iii. total costs decreased by 6% from £20.5m (2013/14) to £19.28m (2014/15), saving£1.22m;

iv. achievements and positive changes that had occurred in 2014/15 included:

a. water usage decreased by 4% in 2014/15. Costs had also reduced 21% (£329,711) as a result of better account management processes, primarily through increasing the number of metered bills the Council receives;

b. the Council avoided an even higher CRC payment by pre-paying for the majority of its offset credits in advance;

c. the Council’s investment in biomass had helped to support the region’s emerging biomass economy and supply chain;

d. the Council generated income of£421,320 in Renewable Heat Incentive and £77,837 in Feed-in Tariff payments in 2014/15;

e. the Green ICT partnership with Fujitsu had reduced carbon emissions relating to ICT provision and use by 53% from 5,950 tCO2e in 2010 to 2,814 tCO2e in 2014/15;

f. business travel by staff had decreased 25% in 2014/15 compared to the baseline year, saving £737,048;

g. business travel by staff in their own car had decreased 25% in 2014/15 compared to the baseline year, saving £546,998;

h. business travel by staff using hire cars had decreased by 30%, saving £194,586 compared to the baseline year;

i. significant decreases in fuel consumption by the Council’s fleet, reducing carbon emissions by 27% and costs by £897,020 since 2011/12;

j. 88% of Council housing stock now met the energy efficiency standard of the Scottish Housing Quality Standards (SHQS). Completion of the programme was expected in January 2016;

k. energy use in PPP properties had decreased by 4% in 2014/15, this was encouraging and needed on-going monitoring; and

l. the Council recently won‘project of the year’ in the National Green Deal and ECO Awards 2015.

The Committee AGREED that remedial action to improve performance was refocused on areas where emissions and costs were highest and increasing. This meant:

i. that a programme of measures to reduce energy use was developed for use this year, targeting the sites which consumed the most energy and had the highest increases in consumption, and incorporating a staff engagement campaign to reduce energy use;

ii. a review of the number of bins provided at Council sites to reduce costs; and

iii. maintaining progress which had been achieved to reduce staff travel and fleet carbon emissions.

(b) Carbon CLEVER Capital Allowance
Cuibhreann Calpa Càrboin CHIALLAICH

Declarations of Interest - Mrs L Macdonald declared a non-financial interest in this item as a Director of Lovat Lodge, but having applied the test outlined in Paragraphs 5.2 and 5.3 of the Councillors’ Code of Conduct, concluded that her interest did not preclude her from taking part in the discussion.

There had been circulated Report No RES/120/15 dated 11 November 2015 by the Head of Policy and Reform which updated Members on projects funded from the Carbon CLEVER capital budget allowance to date and outlined projects for Members to consider for funding from the remaining budget for 2015/16.

During discussion, Members made the following comments:-

• in relation to the lighting of the communal areas in Council owned housing blocks, repair and maintenance costs were split between the private householders and Council tenants. Therefore any savings made by reducing the required maintenance should be passed on to all residents and in future the running costs should also be shared;
• the seven solar powered real time bus stop displays installed in the Badenoch and Strathspey area were only installed in Strathspey and it was suggested that the list of potential sites for roll out developed by HITRANS be extended to include Badenoch, in particularl Kingussie and Newtonmore, due to the frequency of buses which had recently been increased;
• appreciation was expressed to the Climate Change Team for the support they provided to Lovat Lodge Hotel Ltd during the application process for the Carbon CLEVER Community Grant Fund;
• community groups requiring upgrades to their facilities were encouraged to contact the Climate Change Team and Members were encouraged to promote the Carbon CLEVER Community Grant Fund;
• the local environment group in Lochaber was advising residents that the payback period for replacing lighting could be two years depending on the replacement; and
• it was asked if the payback period of replacing all the lighting in the communal areas of Council owned housing blocks with LED alternatives could be reduced, which would be more revenue beneficial.

The Committee:-

i. APPROVED the following allocations from the Carbon CLEVER capital budget allowance, 2015/16:-

a. £50,000 for lighting projects in Council owned housing blocks;

b. £24,715 to improve the energy efficiency of Council industrial units;

c. £27,775 for the Telly Talk pilot in Service Points;

d. £55,000 for the installation of real time bus stop displays;

e. £100,000 for part of the funding package for developing Inverness Airport (Dalcross) railway station;

ii. AGREED the funding recommendation from the Carbon CLEVER community grant fund:-

Ref. No– 11576
Applicant– Lovat Lodge Hotel Ltd
Recommended Award – £6,000

iii. NOTED, if all the recommendations were approved, £255,010 of the capital budget allowance for Carbon CLEVER for 2015/16 would remain uncommitted. If all pending applications for the Carbon CLEVER Community grant fund were approved by this Committee and by Area Committees,£62,203.62 would be uncommitted for 2015/16 at present;

iv. AGREED to discuss extending the roll out of solar powered real time bus stop displays to Badenoch, particularly in Kingussie and Newtonmore, with HITRANS; and

v. AGREED to investigate the possibility of installing LED lighting alternatives across Council properties.

(c) Scotland’s Climate Change Declaration: Year Eight Report 2014/15
Foillseachadh Atharrachadh Gnàth-shìde na h-Alba: Aithisg Bliadhna Ochd 2014/15

There had been circulated Report No RES/121/15 dated 28 October 2015 by the Head of Policy and Reform which presented the Highland Council’s Year 8 and final, annual report to Scotland’s Climate Change Declaration.

The Committee:-

i. AGREED that the 2014/15 report be submitted as part of the reporting process for Scotland’s Climate Change Declaration; and

ii. NOTED that this report would be replaced in 2015/16 with new required reporting on climate change to the Scottish Government.

(d) Citizens’Panel Survey 2015 –Climate Change
Suirbhidh Pannal Shaoranach 2015 – Atharrachadh Gnàth-shìde

There had been circulated Report No RES/122/15 dated 28 October 2015 by the Head of Policy and Reform which advised that a survey of the Citizens’ Panel on issues relating to climate change was completed in March 2015. It covered a range of topics, including attitudes towards climate change, energy, transport, land use and resources, and the economy. The report presented an overview of initial findings and puts these into context with the Highland Council’s priorities.

During discussion, Members made the following comments:-

• the response to the importance of large scale renewable energy installations to address carbon emissions in Highland demonstrated the increased polarisation of public opinion on the debate regarding onshore wind farms;
• the work carried out by SNH, the John Muir Trust and various other organisations in recent years were perhaps accountable for people in the Highlands being more environmentally conscious;
• in relation to people finding it difficult to heat their own home which was unsurprising, it was requested that the questions were made more specific to gain a more accurate response;
• the debate on climate change was evolving and there was some research that suggested that natural occurrences, for example, volcanic eruptions, contributed far more significantly to carbon emissions than previously realised;
• the high response rate of 42% in comparison to other consultations was pleasing;
• in relation to further analysis to be undertaken it would be interesting to extrapolate the data, particularly in relation to fuel poverty, to gain absolute numbers based on the demographics of the Citizen’s Panel for the entire adult Highland population in order to contribute to the wider poverty strategy and target resources where most needed; and
• a Members’ briefing would be welcomed to gain a wider insight into the findings of the Citizen’s Panel Survey and how it related to other actions and interventions the Council was making to address climate change issues.

The Committee NOTED:-

i. the initial findings of the Citizens’ Panel Survey – Climate Change, 2015;

ii. that further analysis would be conducted, with the findings and data published on the Council’s website;

iii. that the findings of the survey would help in identifying priorities with community planning partners and to support relevant Council policies relating to land use, transport, the natural environment, affordable warmth and community action; and

iv. that the results of the survey would be used in a research project being led by Glasgow Caledonian University.

The Committee also AGREED to arrange a Members’ briefing to gain a wider insight into the findings of the Citizen’s Panel Survey and how it related to other actions and interventions the Council was making to address climate change issues.

29. Working More Effectively with Communities – Ward Discretionary Budgets
Ag Obair nas Èifeachdaiche le Coimhearsnachdan – Buidseat Fo Ùghdarras Uàird

There had been circulated Joint Report No RES/124/15 dated 29 October 2015 by the Head of Policy and Reform and the Director of Finance which highlighted the changes required to the financial management of ward discretionary budgets in order that to support community based projects more effectively. It was recommended that the Ward Discretionary budgets be managed so that spend against them could bridge financial years while safeguards were put in place to ensure that the budget could not be over-committed.

During discussion, Members sought clarification on how expenditure would be recorded in the event that an organisation did not spend their grant award in the financial year in which it was awarded or the following financial year, specifically whether any committed funding not spent could be returned to the Ward Discretionary annual budget. In response, the Director of Finance anticipated that any committed funding not spent would be returned to the Ward Discretionary budget for the following year

The Committee:-

i. AGREED that flexibility be introduced for Ward Discretionary Budgets so the grant awarded was spent by the recipient in the same or following financial year; and

ii. NOTED that Ward Discretionary Budgets would not be over-committed in any one financial year.

30. Request for Funding – Cuillin FM Transmitter Repair Project
Iarrtas airson Maoineachadh – Pròiseact Càraidh Crann-sgaoilidh Cuillin FM

There had been circulated Report No RES/125/15 dated 10 November 2015 by the Chief Executive which sought Members’approval to provide a contribution of £10,000 from the Chief Executive’s Corporate Development Budget and £5,000 each from the Ward 6 & 11 Discretionary Budgets towards a £44,196 project for Cuillin FM Community Radio Ltd. The funding would be used to carry out major and essential repair works to their main transmitter mast on the Isle of Skye, following a lightning strike at the end of 2014.

The Committee APPROVED a total contribution of £20,000 (£10,000 from the Chief Executive’s Corporate Development Budget and £5,000 each from the Ward 6& 11 Discretionary Budgets) towards a total project cost of £44,196, to Cuillin FM Community Radio Ltd.

DEVELOPMENT AND INFRASTRUCTURE
LEASACHADH AGUS BUN-STRUCTAR

31. Asset Management – Internal Audit Report
Rianachd So-mhaoin – Aithisg In-sgrùdaidh

There had been circulated Report No RES/126/15 dated 3 November 2015 by the Director of Development and Infrastructure which asked the Committee to note the findings of the Internal Audit Report on Asset Management presented to the Audit and Scrutiny Committee on 30 September 2015, to note the actions being taken to implement the findings, and to agree the recommendations in the report.

The Committee:-

i. NOTED the findings of the Internal Audit Report on Asset Management presented to Audit and Scrutiny Committee on 30 September 2015 and the actions being taken to implement the report findings;

ii. NOTED (at Appendix 2) the current position with regard to Asset Management – Target Operating Model Actions, Action Owners and Action Status;

iii. AGREED that the Director of Development and Infrastructure be the designated“Corporate Property Officer” of the Council;

iv. AGREED that the Corporate Property Officer was responsible for ensuring that the actions contained within the Asset Management – Target Operating Model (Appendix 2) and the Internal Audit - Asset Management report (Appendix 1) were progressed by Action Owners to a satisfactory completion; and

v. AGREED that the Action Owners identified in the Asset Management – Target Operating Model (Appendix 2) and the Internal Audit - Asset Management report (Appendix 1) progress and report completion of their respective actions to the Asset Management Project Board to a timescale agreed with the Corporate Property Officer.

32. National Housing Trust Model
Modail Urras Taigheadais Nàiseanta

Declaration of Interest - Mr D Fallows declared a non-financial interest in this item as a Director of Highland Housing Alliance, 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 had been circulated Report No RES/127/15 dated 5 November 2015 by the Director of Development and Infrastructure which updated Members on progress of The Highland Council’s participation in the Scottish Government’s National Housing Trust Model and sought approval for the Council to use prudential borrowing of£1.15m for a further 10 units at Kiltarlity through the Highland Housing Alliance.

During discussion, Members:-

• queried whether the 10 units at Kiltarlity were part of the same scheme of mid-market rent houses that were previously funded and whether the housing demand had been met in that area. In response it was confirmed that it was an extension of the existing scheme and the full housing demand had not been met yet; and
• requested a plan to install sprinklers in the houses due to the high risk of people living on their own with issues relating to alcohol, drugs or mobility dying in house fires in social housing;

The Committee APPROVED the use of prudential borrowing of £1,150,000 to part fund the delivery of 10 new NHT mid-market houses at Kiltarlity.

MINUTES OF MEETINGS
GEÀRR-CHUNNTAS CHOINNEAMHAN

33. Minutes of Meetings
Geàrr-chunntasan Choinneamhan

The Committee:-

i. NOTED the Minutes of Appeals Committee held on 21 August and 30 October 2015;

ii. APPROVED the Minutes of Central Safety Committee held on 30 October 2015;

iii. NOTED the Minutes of Employment Release Sub-Committee held on 7 October, 10 November 2015 and 23 November 2015; and

iv. APPROVED the Minutes of the Staff Partnership Forum held on 20 November 2015.

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

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

CORPORATE DEVELOPMENT SERVICE
SEIRBHEIS AN LEASACHAIDH CHORPORRA

35. ICT Executive Board: Minutes of Meeting
Bòrd-gnìomha TFC: Geàrr-chunntas Coinneimh

There had been circulated to Members only the Minutes of Meeting of the ICT Executive Board (Members) held on 17 November 2015 which were APPROVED subject to an entry being added to the Risk Register in respect of the leaner structure.

36. ICT Reprovision Programme Progress Report
Ath-sholar TFC

There had been circulated to Members only Report No RES/128/15 dated 13 November 2015 by the Depute Chief Executive/Director of Corporate Development which provided Members with a Progress Report for the ICT Reprovision Programme.

The Committee AGREED the recommendations as set out in the report.

DEVELOPMENT AND INFRASTRUCTURE
LEASACHADH AGUS BUN-STRUCTAR

37. Land and Property Report
Aithisg Talmhainn agus Cuid-seilbh

There had been circulated to Members only Report No RES/129/15 dated 4 November 2015 by the Director of Development and Infrastructure in respect of a land and property transaction.

The Committee AGREED the recommendations as set out in the report.

The meeting ended at 3.40 pm.