Agendas, reports and minutes

A meeting of the Finance, Housing and Resources Committee will take place in the Council Chamber, Council Headquarters, Glenurquhart Road, Inverness on Wednesday 27 November 2013 at 10.30am.

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

Business

1. Apologies for Absence
Leisgeulan

2. Declarations of Interest
Foillseachaidhean Com-

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.

3. Good News Stories
Deagh Naidheachdan

The Council has been awarded the Healthy Working Lives Mental Health Commendation Award.  This is in part due to the acceptance of the mental health and wellbeing policy and training, the See Me campaign, and work positive and stress awareness day events.   The results and action plans from the Employee Survey also formed part of the submission.

The Committee is asked to note the award of the Healthy Working Lives Mental Health Commendation Award.

FINANCE SERVICE ITEMS

4. Welfare Reform Update               

Aithisg Adhartais Ath-leasachaidh Shochairean

There is circulated Joint Report No. FHR-148-13 (106kb pdf) by the Director of Finance and Interim Director of Housing and Property which is one of a series providing an update on the Welfare Reform situation. The Report notes that preparatory work is well advanced in Inverness for the introduction of Universal Credit by the Department for Work and Pensions (DWP) from 25 November 2013. It then considers some issues arising from the wider Welfare Reforms and in particular the Housing-related impacts for tenants of the Council and other landlords.

The Appendix to the report shows statistics on Under Occupancy; rent arrears; and Discretionary Housing Payments that are providing short term mitigation for some households; the Benefit Cap; and the Scottish Welfare Fund.

The Committee is asked to:-

i.  consider the updated information contained in the Report; and

ii. note the relevant statistics shown in the Appendix attached to the report.

5. Finance Service Revenue Monitoring           
Sgrùdadh Teachd-a-steach Seirbheis an Ionmhais

There is circulated Report No. FHR-149-13 (36kb pdf) by the Director of Finance which provides information on the revenue monitoring position for the Finance Service for the period 1 April to 30 September 2013.  

The Committee is asked to:-

i.  approve the Finance Service Revenue Monitoring Report for the period to 30
   September 2013; and

ii.  note the action being taken to address the current forecast overspend.

6. Corporate Revenue Monitoring
 Sgrùdadh Teachd-a-steach Corporra

There is circulated Report No. FHR-150-13 (81kb pdf) by the Director of Finance which presents the revenue budget expenditure position for the period to 30 September 2013 and the projected year end position.

The Committee is invited to approve the Revenue Expenditure Monitoring Statement for the financial year 2013/14 which shows a predicted net underspend of £0.113m.

7. Corporate Capital Monitoring Report        
 Aithisg Sgrùdaidh a’ Chalpa Chorporra

There is circulated Report No. FHR-151-13 (47kb pdf) by the Director of Finance which provides an overview of expenditure on the General Fund and HRA capital programmes for the period 1 April 2013 to 30 September 2013 and the projected year end position for 2013/14.

The Committee is asked to approve the financial position of the General Fund and HRA capital programmes as at 30 September 2013.

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

There is circulated Report No. FHR-152-13 (58kb pdf) by the Director of Finance which provides details on the Treasury Management transactions for September and October 2013.

The Committee is invited to consider the Treasury Management Summary of Transactions reports.

9. Treasury Management Mid-year Review       
Ath-sgrùdadh Meadhan-bliadhna Rianachd an Ionmhais

There is circulated Report No. FHR-153-13 (165kb pdf) by the Director of Finance advising that the Treasury Management Mid-year Review Report 2013/14 is submitted to the Committee for Members’ scrutiny and interests. In compliance with CIPFA’s Code of Practice on Treasury Management in Local Authorities, the report will also be submitted to the Council in December 2013 for approval.  The Committee is invited to scrutinise the Treasury Management Mid-year Review Report 2013/14. 

The Committee is asked to note that, in compliance with CIPFA’s Code of Practice on Treasury Management in Local Authorities, this report will also be submitted to Council for approval in December 2013.

10. Finance Service Performance Report           
Aithisg Dèanadais Seirbheis an Ionmhais

There is circulated Report No. FHR-154-13 (87kb pdf) by the Director of Finance which provides a summary of key and statutory performance indicators for the Finance Service as at 30 September 2013.

The Committee is asked to consider these Statutory and Key Performance Indicators for the Finance Service in respect of Quarter 2 from 1 July to 30 September 2013.

11. Accounts Commission Report – Charging for Services    
Aithisg Choimisean nan Cunntasan – A' Cur Cosgais air Seirbheisean

There is circulated Report No. FHR-155-13 (951kb pdf) by the Director of Finance advising that The Accounts Commission has recently issued a national report “Charging for services: are you getting it right?”  A copy of this report is enclosed for consideration, along with arrangements to take forward detailed consideration of the report recommendations.

 The Committee is asked to consider the report and to:-

i. note the Accounts Commission report set out on the annex to the report; and

ii. agree that the Corporate Improvement Programme Income Generation Project
    Board is tasked with reporting back to this Committee any improvements which
    emerge from detailed consideration of this report.

12. Audit Scotland Report – Housing Benefit Risk Assessment 
Aithisg Sgrùdadh Alba – Measadh Cunnairt Sochair Taigheadais

There is circulated Report No. FHR-156-13 (390kb pdf) by the Director of Finance which refers to a letter from the Assistant Auditor General, together with attached Risk Assessment Report dated October 2013 setting out the findings from a recent Audit Scotland follow up risk assessment.

It records continuous improvement in most areas of performance since the last visit in August 2010 and notes that the Council is in a strong position to effectively deal with the challenges related to the introduction of Universal Credit.

The Committee is invited to consider these Audit Scotland findings and to note the satisfactory progress that has been made in Highland, which will position the Council well to deal with the first introduction of Universal Credit in Scotland.

HOUSING AND PROPERTY SERVICE ITEMS

13. Housing and Property Service Performance Report         
Aithisg Dèanadais Ràitheil Seirbheis an Taigheadais is na Seilbhe

There is circulated Report No. FHR-157-13 (213kb pdf) dated  by the Interim Director of Housing and Property which provides information on how the Housing and Property Service performed in relation to Scottish Social Housing Charter and other performance indicators during the second quarter of 2013/2014.

 The Committee is asked to:-

 i. consider the revised format for quarterly reporting and whether future reports
    should be in this format;

 ii  if the revised format is to be continued, agree that this should also form the
     basis for future quarterly reports to the City/Area Committees; and

 iii. note the information provided on housing performance from 1 April to
     30 September 2013.

14. Funding for New Council Housing Programme            
Maoineachadh airson Prògram Taigheadais Ùr na Comhairle

There is circulated Report No. FHR-158-13 (41kb pdf) by the Interim Director of Housing and Property which gives an update on the new levels of Scottish Government subsidy for the delivery of new affordable housing and seeks approval of a new funding package to deliver new Council housing with minimum impact on existing council housing tenants rents.

To enable the delivery of new council housing at minimum impact on existing council house rents, the Committee is to agree:-

i. to amend the current rent structure to increase the new build supplement to £10
   per week on new build Council rent levels;

ii. an increase in the level of landbank fund subsidy from the current level of
   £10,000 per unit to £20,000 per unit; and

iii. this recommendation in principle and subject to a future report to Committee on
    overall rent increases and investment levels.

15. Fort William Office Review               
 Pròiseact Sgioblachaidh Oifis a’ Ghearasdain

There is circulated Report No. FHR-159-13 (942kb pdf) dated 2013 by the Interim Director of Housing & Property which presents the findings and recommendations of the Fort William Office Review.  It seeks agreement for the preferred option (the former Fort William Secondary School site), the approach for funding the capital and revenue requirements associated with the preferred option, to negotiate the interim lease arrangements required for the preferred option and for further work to be undertaken to explore the opportunities for purchase of the upper floors of Tweeddale or the surrender of the Council’s existing lease.

The Committee is asked to note the approach and outcomes of the Fort William Office Review and to agree that:-

i.   Option 5 (Former Fort William Secondary School site) is the preferred option for
     the Council’s main office accommodation;

ii.   the Council seeks to negotiate the interim lease arrangements for Lochaber
     House and Fulton House required to deliver the preferred option on terms to be
     agreed by the Director of Finance and the Director of Capital & Development;

iii.  a detailed feasibility study to investigate converting Tweeddale into residential
     units is carried out by the Council;

iv.  in conjunction with recommendation iii above, the Council seeks to agree terms
     for the purchase of Tweeddale offices and for the release from the existing
     Tweeddale lease;

v.  based on recommendations iii and iv above, a report containing detailed
     proposals for Tweeddale will be brought to the Finance, Housing and Resources
     Committee within approximately six months;

vi.  capital requirement for the preferred option can be met from the agreed
     budget allocation in the Capital Programme (HP/2013/01 SAM: Property
     Rationalisation Review); and

vii. a proposal to use the Strategic Change and Development Fund to cover the
     additional revenue requirement for the preferred option will be submitted for
     approval to a future meeting of The Highland Council.

16. Housing and Property Service Revenue Monitoring           
Sgrùdadh Teachd-a-steach Seirbheis an Taigheadais is na Seilbhe

There is circulated Report No. FHR-160-13 (146kb pdf) by the Interim Director of Housing and Property which presents the current position to 30 September 2013 with regard to the Revenue Monitoring Statements for the Housing Revenue Account, other Housing and Property Revenue Account, Property Revenue Maintenance and the Building Maintenance Account.

The Committee is asked to note the monitoring statements to 30 September 2013 for the Housing Revenue Account, Other Housing and Property Revenue Account and Building Maintenance account and progress with the Property Revenue Maintenance programme.

17. Housing and Property Service Capital Budget 2012/13           
Buidseat Calpa Seirbheis an Taigheadais is na Seilbhe 2012/13

There is circulated Report No FHR-161-13 (209kb pdf) by the Interim Director of Housing and Property which gives an update on the position regarding expenditure to 30 September 2013 for the HRA Capital, Non HRA Housing Capital and Property Capital Programmes. 

The Committee is asked to note the current position to 30 September 2013 for the HRA Capital, Non HRA Housing Capital and Property Capital accounts.

CHIEF EXECUTIVE’S SERVICE

18. Chief Executive’s Service and Members Revenue Expenditure Monitoring
Seirbheis an Àrd-oifigeir agus Buill: Sgrùdadh Caiteachas Teachd-a-steach

There is circulated Report No. FHR-162-13 (44kb pdf) by the Chief Executive which provides information on the revenue monitoring position for the Chief Executive’s Service for the period 1 April 2013 to 30 September 2013 and a request for Members to approve a contribution from the Service budget towards the Dingwall Town Hall conservation project.

The Committee is invited to:-

i. agree the revenue monitoring report for the period 1 April 2013 to 30 September
   2013; and

ii. approve a contribution of £20,000 from the Service revenue budget for the
    Dingwall Town Hall project.

19. Chief Executive’s Service: Capital Budget Monitoring 2013/14 
Seirbheis an Àrd-oifigeir: Sgrùdadh Buidseat Calpa 2013/14

There is circulated Report No. FHR-163-13 (56kb pdf) by the Chief Executive which sets out the position on the Chief Executive’s Service 2013/14 capital budget for the period to 30 September 2013.

The Committee is asked to agree the Chief Executive’s Service Capital budget monitoring report for the period to 30 September 2013.

20. Website Development Update              
Cruth-atharrachadh Ceangal Luchd-ceannaich: Fios às Ùr Làraich-lìn

There is circulated Report No. FHR-164-13 (66kb pdf) by the Assistant Chief Executive which advises that the Customer Engagement Strategy sets out the approach to the development of the web as a customer contact channel. This includes expanding the delivery of services online and improving access to and quality of information available on the Web. The Council’s current Web Content Management System (WCMS) needs to be replaced, this provides an opportunity to review and improve the website with a strong customer perspective. 

The procurement of a new WCMS was the first stage of work, budget approval was given in July 2013 and an award of contract has now been made. The focus is now on implementation and maximising the benefits that an improved website can offer to the Council and its customers and the purpose of this report is to set out the aims for the website development and the work required achieving these.

The Committee is asked to note progress in developing a new website and improving on-line delivery of services to customers.

21. Customer Contact: Unacceptable Actions Policy           

Ceangal Luchd-ceannaich: Poileasaidh Ghnìomhan Neo-thaitneach

There is circulated Report No. FHR-165-13 (57kb pdf) by the Assistant Chief Executive which seeks approval for a policy to manage contact arrangements for those customers whose behaviour or actions are considered to be unacceptable, in line with guidance from the Scottish Public Services Ombudsman (SPSO).

The Committee is asked to approve the Unacceptable Actions Policy.

22. Corporate Improvement Programme              
Prògram Leasachadh

There is circulated Report No. FHR-166-13 (152kb pdf) by the Assistant Chief Executive which  advises that the Corporate Improvement Programme (CIP) is progressing well with a target to achieve £5.98m in efficiency savings for the period 2013/14 and  2014/15.  Some slippage is reported for two projects and this report highlights the mitigating actions being taken to ensure these projects, and related savings, are delivered on target.  The final part of the report deals with the approach to developing a programme for post-2014/15.

The Committee is asked to:-

i. note the good progress with the delivery of the Corporate Improvement
   Programme and the mitigating actions being taken to ensure the Programme,
   and savings, are delivered on target; and,

ii. the development of a new programme.

23. High Cost Short Term Credit                       
 Creideis Geàrr-ùine aig Prìs Àrd

There is circulated Joint Report No. FHR-167-13 (61kb pdf) by the Assistant Chief Executive and Director of Finance which advises Members of the forms of high cost short term credit available and the work being undertaken both locally and nationally to monitor the activity of this sector, including future regulation.

The Committee is asked to:-

i.  note the current activity being undertaken to monitor the impact of the availability
    of high cost short term credit and to offer information and advice to users; and

ii. agree to continue to support and raise the profile of Hi-Scot Credit Union as a
    viable alternative form of affordable credit to consumers across Highland, and 
    invite a representative to make a presentation to a future meeting.

24. Statutory Performance Indicators - Quarterly Performance Monitoring
 Sgrùdadh Dèanadais Ràitheil    

There is circulated Report No. FHR-168-13 (88kb pdf) by the Assistant Chief Executive which provides detail of a review of the Council’s Statutory Performance Indicators (SPI).  Information is provided on which SPIs can be reported on either annually or quarterly basis by the Chief Executive’s Service.  For those that can be reported on a quarterly basis a performance report for Quarter 2 of 2013/14 is provided.

The Committee is asked to note the Statutory Performance Indicators.

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

There is circulated Report No. FHR-169-13 (129kb pdf) by the Assistant Chief Executive which recommends amendments to organisational structures/establishments as a consequence of proposals from Service Directors.

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

26. Minutes of Meetings                

Geàrr-chunntasan Choinneamhan

The following Minutes of Meetings are circulated for approval/information:-

i. Welfare Reform Working Group held on 11 October 2013 (227kb pdf);

ii. Appeals Committee held on 28 October 2013 (136kb pdf), 31 October 2013 (135kb pdf), 4 November 2013 am (137kb pdf), 4 November pm (133kb pdf);and

iii. Early Retirement Sub-Committee held on 14  November 2013 (80kb pdf)

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 5 November 2013.

29. ICT Sourcing Strategy                
Ath-sholar TFC

There is circulated to Members only Report No. FHR/170/13 by the Assistant Chief Executive which reports on the work undertaken to progress finalisation of the sourcing strategy from the draft that was agreed by both the ICT Reprovision Board and the Members ICT Executive Board in June 2013.

The Committee is asked to approve the recommendations detailed in the report.

30. Communications Support               
Taic Conaltraidh

There is circulated to Members only Report No. FHR/171/13 by the Assistant Chief Executive which sets out a business case for re-providing communication support for people who are D/deaf , deaf-blind, deafened and hard of hearing. 

The Committee is invited to approve the recommendations detailed in the report.

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

There is circulated to Members only Report No. FHR/172/13 by the Director of Finance which advises that in accordance with good accounting practice, this report is one of a series recommending the write-off of uncollectable debts.

In the event that there is no additional information from Members, the total value of debts is recommended to be written off.

32. Land and Property                          
Talamh agus Taigheadas

There is circulated to Members only Report No. FHR/173/13 dated 2013 by the Interim Director of Housing and Property which sought approval to take an assignation of the head-lease of Osprey House, Alness Point Business Park and to transfer the ownership of the Former Outdoor Resources Centre (Old Tarradale School) Muir of Ord to the Muir of Ord Hall and Facilities Company at a nominal price, subject to an Economic Development Burden, on terms to be agreed by the Interim Director of Housing and Property.

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

33. Housing Development Initiatives              
Iomairtean gus Taigheadas a Leasachadh

There is circulated to Members only Report No. FHR/174/13 by the Interim Director of Housing and Property which seeks approval for the sale of an area of land in Invergordon and for purchase of four houses in Inverness.

The Committee is asked to approve the recommendations detailed in the report.

34. Property Transactions Monitoring Report         
Aithisg Sgrùdaidh Ghnothachasan Seilbhe

There is circulated to Members only Report No. FHR/175/13 dated 2013 by the Interim Director of Housing and Property which provides 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 advises on sales targeted for completion within the financial year 2013/14 and future years.

 The Committee is asked to note:-

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.

35. ResourceLink          

There is circulated to Members only Report No. FHR/176/13 by the Director of Finance which seeks agreement to a contract extension for ResourceLink specialist advice.

Members are asked to agree the recommendation detailed in the report.