26 February 2014: Finance, Housing and Resources Committee

Agenda

Read the agenda

A meeting of the Finance, Housing and Resources Committee will take place in the Council Chamber, Council Headquarters, Glenurquhart Road, Inverness on Wednesday 26 February 2014 at 10.30 am.

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

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 Items

3. Welfare Reform Update
Aithisg Adhartais Ath-leasachaidh Shochairean

There is circulated Joint Report No. FHR-25-14 (124kb pdf) dated 13 February 2014 by the Director of Finance and Director of Community Services which provides information relating to Universal Credit: DWP’s expansion plans; landlords’ concerns and DWP’s undertaking to engage with the Scottish Federation of Housing Associations; and notes the progress being made with HMRC’s real time information system.

The report 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; and the impact that Universal Jobmatch and the “Claimant Commitment” is having on Work Clubs. A useful update regarding the Scottish Legal Aid Board’s Making Advice Work Project is also provided.

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.

4. Finance Service Revenue Monitoring to 31 December 2013
Sgrùdadh Teachd-a-steach Seirbheis an Ionmhais gu 31 Dùbhlachd 2013

There is circulated Report No. FHR-26-14 (41kb pdf) dated 3 February 2014 by the Director of Finance which provides information on the revenue monitoring position for the Finance Service for the period 1 April to 31 December 2013.

The Committee is asked to:-

i. approve the Finance Service Revenue Monitoring Report for the period to 31
December 2013; and
ii. note the action being taken to address the current forecast overspend.

5. Corporate Revenue Monitoring to 31 December 2013
Sgrùdadh Teachd-a-steach Corporra gu 31 Dùbhlachd 2013

There is circulated Report No. FHR-27-14 (103kb pdf) dated 13 February 2014 by the Director of Finance which presents the revenue budget expenditure position for the period to 31 December 2013 and the projected year end position.

The Committee is invited to approve the Revenue Expenditure Monitoring Statement as at 31 December 2013 which shows a predicted net underspend of £2.787m.

6. Corporate Capital Monitoring Report to 31 December 2013
Aithisg Sgrùdaidh a’ Chalpa Chorporra gu 31 Dùbhlachd 2013

There is circulated Report No. FHR-28-14 (48kb pdf) dated 13 February 2014 by the Director of Finance which provides an overview of expenditure on the General Fund and HRA capital programmes for the period 1 April to 31 December 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 31 December 2013.

7. Treasury Management: Summary of Transactions: January 2014
Rianachd Ionmhais: Geàrr-chunntas de Ghnothaichean: Am Faoilleach 2014

There is circulated Report No. FHR-29-14 (50kb pdf) dated 3 February 2014 by the Director of Finance which provides details on the Treasury Management transactions for January 2014.

The Committee is invited to consider the Treasury Management Summary of Transactions report for January 2014.

8. Treasury Management Strategy Statement and Investment Statement 2014/15
Aithris Ro-innleachd Rianachd Ionmhais agus Aithris Tasgaidh 2014/15

There is circulated Report No. FHR-30-14 (243kb pdf) dated 12 February 2014 by the Director of Finance which in compliance with the Chartered Institute of Public Finance and Accountancy Code of Practice on Treasury Management in Local Authorities, a Treasury Management Strategy Statement and Investment Statement for 2014/15 is submitted for scrutiny and interest.

The Committee is invited to:-

i.   scrutinise for their interests the Treasury Management Strategy Statement
     and Investment Statement for 2014/15 and the Prudential Indicators as
   detailed in Appendix 2 of the report; and
ii.   note that, in compliance with the Chartered Institute of Public Finance
      and Accountancy Code of Practice on Treasury Management in Local
      Authorities, the Treasury Management Strategy Statement and
      Investment Statement for 2014/15 will subsequently be submitted to
      the Council for approval on 13 March 2014.

9. Finance Service Quarterly Performance Report
Aithisg Dèanadais Seirbheis an Ionmhais

There is circulated Report No. FHR-31-14 (92kb pdf) dated 12 February 2014 by the Director of Finance which provides a summary of key and statutory performance indicators for the Finance Service as at 31 December 2013.

The Committee is asked to consider the Statutory and Key Performance Indicators for the Finance Service in respect of Quarter 3 from 1 October to 31 December 2013.

Housing and Property Service Items

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

There is circulated Joint Report No. FHR-32-14 (90kb pdf) dated 17 February 2014 by the Director of Community Services and the Director of Planning and Development which presents the current position to 31 December 2013 with regard to the 2012/13 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 approve the monitoring statements to 31 December 2013 for the Housing Revenue Account, Other Housing and Property Revenue Account and Building Maintenance account and progress with the Property Revenue Maintenance programme.

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

There is circulated Joint Report No. FHR-33-14 (163kb pdf) dated 17 February 2014 by the Director of Community Services and the Director of Planning and Development which gives an update on the position regarding expenditure to 31 December 2013 for the HRA Capital, Non HRA Housing Capital and Property Capital Programmes.

The Committee is asked to approve the:-

i. current position to 31 December 2013 for the HRA Capital, Non HRA Housing
Capital and Property Capital accounts; and
ii. amendments to the HRA Capital Programme as detailed at Section 1 of the
report.

12. Property Revenue Maintenance Budget 2014/15: Proposed Budget Allocation
Buidseat Cumail Suas Teachd-a-steach Seilbhe 2014/15: Riarachadh Buidseit a Thathar a’ Moladh

There is circulated Report No. FHR-34-14 (396kb pdf) dated 17 February 2014 by the Director of Planning and Development which sets out proposals for the allocation of the 2014/15 Property Revenue Maintenance Budget using the same basis as had been adopted in previous financial years.

Members are asked to approve the proposed work categories, budget allocations and project proposals for the 2014/15 Property Revenue Maintenance Budget.

13. Dingwall Office Rationalisation
Sgioblachadh Oifis Inbhir Pheofharain

There is circulated Report No. FHR-35-14 (55kb pdf) dated 17 February 2014 by the Chief Executive which advises that the current Dingwall office project will reduce revenue costs and realise capital receipts. The changes will have no direct impact on the public or on the space/facilities available to elected Members. Governance has been undertaken by the Asset Management Project Board and the Council’s Senior Management Team. The report also seeks approval of expenditure from the Carbon Clever Capital budget for alterations to promote active travel.

The Committee is asked to note the report and approve £25,000 from the Carbon CLEVER capital budget allowance for the installation of active travel facilities as outlined in paragraph 7.1 of the report.

14. Review of Rent Arrears Management Policy: Under-occupancy Charge
Ath-sgrùdadh air Poileasaidh Rianachd Fiachan Màil: Cìs Fo-shealbh-ghlacaidh

There is circulated Report No. FHR-36-14 (51kb pdf) dated 17 February 2014 by the Director of Community Services which explains that at the Finance, Housing and Resources (FHR) Committee in April 2013, the Council amended the Rent Arrears Management Policy so that for a transitional period of one year, where the Director of Housing and Property was satisfied that tenants who were subject to reduction in benefit through under occupancy were doing all that they reasonably could to avoid falling into arrears, the Council would use all legitimate means to collect rent due, except eviction. This policy change now requires review to agree the approach beyond March 2014.

The Committee is asked to consider:-

i. the risks detailed in the report; and
ii. whether to extend the following amendment to the Rent Arrears
Management Policy for a further year:-

that for a further period of one year, where the Director of Community Services is satisfied that tenants who are subject to a reduction in benefit through under-occupancy are doing all that they reasonably can to avoid falling into arrears, the Council will use all legitimate means to collect rent due, except eviction.

15. Rent Levels in Temporary Homeless Accommodation
Ìrean Màil ann an Taigheadas Sealach do Dhaoine gun Dachaigh

There is circulated Report No. FHR-37-14 (60kb pdf) dated 17 February 2014 by the Director of Community Services which gives details on the current cost of provision and rent levels in temporary accommodation in Highland.

The Committee is invited to:-

i. retain the current charging arrangements in relation to rents in temporary
accommodation on the basis of full cost recovery;
ii. note the positive impact of the Temporary Accommodation Re-provisioning
project on the affordability of homeless accommodation;
iii. note that staff placing homeless people in temporary accommodation will
   take full account of affordability on a case by case basis and place them in
    the most appropriate accommodation available; and
iv. note that where there are issues of affordability and no appropriate
    temporary accommodation available, staff will ensure homeless people are
    fully aware of the cost implications; have access to income maximisation
    and money advice and are fully aware of their other housing options. Such
    cases will be reviewed weekly and applicants offered more suitable,
    affordable accommodation as it becomes available.

16. Update on the Tenant Participation Strategy
Fios as Ùr mu Ro-innleachd Com-pàirteachas Luchd-màil

There is circulated Report No. FHR-38-14 (67kb pdf) dated 13 February 2014 by the Director of Community Services which provides information about the impact of The Scottish Social Housing Charter on the scope and content of the next Tenant Participation Strategy. The report notes the process and timescale for developing a revised Tenant Participation Strategy and Action Plan.

The Committee is asked to:-

i. note recent and current tenant participation activity;
ii. agree the approach to developing a new Tenant Participation Strategy; and
iii. note that a consultative draft strategy will be presented to a future
meeting.

17. Housing and Property Performance Report
Fios as Ùr mu Ro-innleachd Com-pàirteachas Luchd-màil 2014/15

There is circulated Joint Report No. FHR-39-14 (214kb pdf) dated 27 January 2014 by the Director of Community Services and Director of Planning and Development which provides information on how the Housing and Property Service performed in relation to Scottish Social Housing Charter and other performance indicators during the third quarter of 2013/14.

The Committee is asked to note the information provided on housing performance from 1 April to 31 December 2013.

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-40-14 (38kb pdf) dated 13 February 2014 by the Chief Executive which provides information on the revenue monitoring position for the Chief Executive’s Service for the period to 31 December 2013.

The Committee is invited to consider the revenue monitoring report for the period 1 April to 31 December 2013.

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-41-14 (40kb pdf) dated 17 February 2014 by the Chief Executive which sets out the position on the Chief Executive’s Service 2013/14 capital budget for the period to 31 December 2013.

The Committee is asked to agree the Chief Executive’s Service Capital budget monitoring report for the period to 31 December 2013.

20. Carbon CLEVER Funding
Maoineachadh Càrboin Ciallaich

There is circulated Report No. FHR-42-14 (44kb pdf) dated 7 February 2014 by the Head of Policy and Reform which seeks approval for funding to support the Carbon CLEVER Cycles project to sponsor the Etape Loch Ness cycling sportive. Both of these proposals were presented to the City of Inverness Area Committee, in December 2013, and Members noted the potential of these for enabling an increase in cycling in Inverness.

Members are asked to agree that a contribution of Council funding be awarded to the:-

i.   Carbon CLEVER cycle scheme in 2013/14 of £10,000, made up of £5,000
     from a budget in the Chief Executive’s policy team and subject to a
     successful application for £5,000 from the Inverness Central Ward
     Discretionary Budget; and
ii.   sponsorship of the Etape Loch Ness of £10,000 in 2013/14, made up of
     £5,000 from a budget in the Chief Executive’s policy team and £5,000
     from the Highland Culture Fund for events.

Members are also asked to note that applications for funding will be considered at the Inverness City Committee on 4 March 2014 for £5,000 of Common Good Funding towards carbon CLEVER cycles and sponsorship of the Etape Loch Ness.

21. Customer Services Review 2
Ath-sgrùdadh air Seirbheisean Luchd-cleachdaidh

There is circulated Report No.FHR-43-14 (478kb pdf) dated 17 2014 by the Depute Chief Executive which explains that the Customer Service Review 2 focusses on the changing behaviour of our customers. The report proposes that the Council delivers services in line with the Customer Engagement Strategy to meet the changing needs of our customers, in a way that customers wish to transact, at a time which most suits their lifestyles. The review presents an opportunity to invest in a new website and utilise new technologies to support self-service to enhance the customer experience and provide an affordable and sustainable service with easier access for more people across Highland communities.

The Committee is asked to:-

i.   agree the revised service delivery model of 12 community hubs as outlined
   in the report;
ii.   note the work undertaken as part of the Customer Services Review 2 and
     agree the £160,000 of savings which will be delivered as a result of this
     review;
iii.   approve the revised staffing structure as outlined in Sections 14 and 15 of
      the report; and
iv.  agree the implementation arrangements as outlined in Section 18.1 of the
     report.

22. Unified Communications
Pròiseact Chonaltraidhean Aonaichte

There is circulated Report No. FHR-44-14 (51kb pdf) dated 7 February 2014 by the Depute Chief Executive which gives an update on the Unified Communications (UC) Project. The report outlines the current progress with the project and the estimated ongoing costs and savings that could be realised from the deployment of the UC solution. The report also seeks final approval to proceed with the project.

The Committee is asked to:-

i. agree to enter into the shared services agreement with Argyll and Bute
Council and start implementation of the project; and
ii. note the benefits and savings to be achieved through this project.

23. Corporate Improvement Programme
Prògram Leasachadh Corporra

There is circulated Report No. FHR-45-14 (169kb pdf) dated 12 February 2014 by the Depute 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. In addition, the process for identifying the next programme of work is underway.

The Committee is invited 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;
ii. note the development of a new Programme; and
iii. agree that a workshop be organised for Elected Members to discuss income
generation ideas as set out in Appendix 1 to the report.

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

There is circulated Report No. FHR-46-14 (41kb pdf) dated 9 February 2014 by the Depute Chief Executive which proposes actions relating to workforce planning in response to an Audit Scotland report.

Members are asked to agree the consistent approach to workforce planning outlined in sections 3 and 4 of the report.

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

There is circulated Report No. FHR-47-14 (92kb pdf) dated 11 February 2014 by the Depute Chief Executive which outlines the progress to date on the actions agreed as a result of the Employee Survey 2012. Members are asked to note the actions achieved and the work in progress.

Members are asked to note the progress made so far in the Employee Survey actions.

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

There is circulated Report No. FHR-48-14 (191kb pdf) dated 13 February 2014 by the Depute Chief Executive which explains that there is a legal requirement for employers with five or more employees to have in place a health and safety policy and that the policy is reviewed regularly. The current Corporate Health, Safety and Wellbeing Policy has been updated to reference the Council’s new Chief Executive, reflect the revised structure, provides more information on a positive safety culture, introduces the role of Service Health and Safety Co-ordinator and updates links to information in the health and safety management system.

The Committee is invited to approve the revised Corporate Health, Safety and Wellbeing Policy.

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

There is circulated Report No. FHR-49-14 (169kb pdf)dated 18 February 2014 by the Depute 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.

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

There is circulated Report No. FHR-50-14 (125kb pdf) dated 10 February 2014 by the Depute Chief Executive which presents 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 comply 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.

Members are invited to consider the audit findings and to agree 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.

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

There is circulated Report No. FHR-51-14 (69kb pdf)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 Committee is asked to agree 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 is circulated Report No. FHR-52-14 (86kb pdf) dated 12 February 2014 by the Depute Chief Executive which provides the Chief Executive’s Service quarterly Statutory Performance Indicators for Quarter 3 of 2013/14.

The Committee is asked to note the Statutory Performance Indicators.

Education, Culture and Sport Service

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

There is circulated Report No. FHR-53-14 (62kb pdf) dated 17 February 2014 by Director Education, Culture and Sport which outlines 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 suggests that the Council creates a Legacy Fund and appoints a project officer as a one year secondment to undertake the different strands of the work required.

The Committee is invited to consider the report and agree:-

i.   that the Council develops 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 is followed, from the Highland Culture Fund and Ward
     Discretionary Budgets;
iii.  to create a Games Legacy Fund with a contribution of £100,000 from
     Council balances, to develop legacy initiatives, and to discuss with other
   partners if they wish to become involved and to contribute; and
iv. to create a short term Project Officer post to be filled on a one year
     secondment basis by a member of staff of either the Council or HLH, at an
     estimate cost of £50,000, with the funding for the post also being made
    available from Council balances.

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

There is circulated Report No. FHR-54-14 (33kb pdf) 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.

As the orchestra pit at Eden Court Empire Theatre is now close to 40 years old and through its construction and design is having a negative impact on programme it is recommended that a £40,000 contribution to the overall funding package is given from the Capital Discretionary Fund in financial year 2014/15.

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 is circulated Report No. FHR-55-14 (35kb pdf) 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 a new playing field in Broadford.

The Committee is asked to agree that a grant of up to £30,000 from the Capital Discretionary Budget is 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 following Minutes of Meetings are circulated for confirmation:-

i. Appeals Committee held on 20 January 2014 (136kb pdf)
and 27 January 2014 (132kb pdf);
ii. Joint Consultation Group (Administration Etc, Manual and Crafts Staffing)
held on 7 February 2014 (156kb pdf); and
iii. Central Safety Committee held on 7 Februray 2014 (151kb pdf).

35. 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.

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

There will follow to Members only for approval, Minutes of Meeting of the ICT Executive Board (Members) held on 20 February 2014.

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

There is 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, recommends the write-off of uncollectable debts.

Members are 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.

38. Compulsory Purchase Order
Òrdugh Ceannachd Èigneachail

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

Members are asked to approve the recommendations outlined in the report.

39. Land and Property
Talamh agus Taigheadas

There is circulated to Members only Report No. FHR/57/14 dated 17 February 2014 by the Director of Planning and Development which invites 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.

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

40. Property Transactions Monitoring Report
Aithisg Sgrùdaidh Ghnothachasan Seilbhe

There is circulated to Members only Report No. FHR/58/14 dated 18 February 2014 by the Director of Planning and Development which provides 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 advises Members 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.

Minutes

Read the Minutes (Item 1-23)

Minutes of Meeting of the Finance, Housing and Resources Committee held in the Council Chamber, Council Headquarters, Glenurquhart Road, Inverness on Wednesday 26 February 2014 at 10.30 am.

Present:

Mr D Fallows, Dr D Alston, Mrs C Caddick, Mrs H Carmichael, Mr A Christie, Mrs M Davidson, Mr N Donald, Mr G Farlow, Mr L Fraser, Mr D Hendry, Mr R Laird, Mr C Macaulay, Mrs I McCallum, Mr D MacKay, Mrs D MacKay, Mr A Mackinnon, Mr H Morrison, Mr F Parr, Mr J Stone, Mrs C Wilson, Mr H Wood, Mr K Gowans (substitute)

Non Members also Present:

Mr R Balfour, Mr A Baxter, Mrs I Campbell, Miss J Campbell, Dr I Cockburn, Ms G Coghill, Ms J Douglas, Mr B Fernie, Mr M Finlayson, Mr J Gordon, Mr M Green, Mr R Greene, Mrs L MacDonald, Mr J McGillivray, Mr G MacKenzie, Mrs A MacLean, Mrs B McAllister, Mrs M Paterson, Mr M Reiss, Ms F Robertson, Mr J Rosie, Mrs A Sinclair

Officials in attendance:

Ms M Morris, Depute Chief Executive
Mr D Yule, Director of Finance
Mr G Westwater, Head of Property, Housing and Property Service
Mr A Maguire, Head of Property Partnerships, Housing and Property Service
Mr D Goldie, Head of Housing, Housing and Property Service
Mr S Fraser, Head of Legal and Democratic Services, Chief Executive’s Service
Ms V Nairn, Head of E Government, Chief Executive’s Service
Mrs S McKandie, Exchequer Manager (Policy & Development), Finance Service
Mr G Bull, Corporate Property Asset Manager, Housing and Property Service
Ms C Campbell, Maintenance and Service Support Manager, Housing and Property Service
Mr F MacDonald, Property Manager (Building Maintenance), Housing and Property Service
Mr C Anderson, Property Manager (Operational Estate Management), Housing and Property Service
Mrs K Lackie, Business Manager, Chief Executive’s Service
Mr J Shepherd, ICT Strategy & Projects Manager, Chief Executive’s Service
Mr J Robertson, Corporate Improvement Programme Manager, Chief Executive’s Service
Mrs T Page Customer Services Manager, Chief Executive’s Service
Mr M MacDonald, Human Resources Manager, Chief Executive’s Service
Mr K Fox, ICT Operations Manager, Chief Executive's Service
Ms E Barrie, Personnel Manager, Chief Executive’s Service
Ms G Falconer, Health & Safety Manager, Chief Executive’s Service
Ms C Christie, Learning & Development Manager, Chief Executive’s Service
Mr J Macdonald, Learning and Leisure Client Manager, Education, Culture and Sport Service
Mr E Boyd, Principal Engineer, Housing and Property Service
Mr S Carr, Policy Officer ( Climate Change), Chief Executive’s Service
Mrs L Dunn, Principal Committee Administrator, Chief Executive’s Service
Ms A Macrae, Committee Administrator, Chief Executive’s Service
Mr A MacInnes, Administrative Assistant, Chief Executive’s Service

An asterisk in the margin denotes a recommendation to the Council. All decisions with no marking in the margin are delegated to the Committee.

Mr D Fallows in the Chair

Business

Preliminaries

In order to permit further discussion between Members and Officials, it was AGREED that the item on Dingwall office rationalisation, listed at item 13 on the agenda for the meeting, should be WITHDRAWN.

The Committee also NOTED an update provided by the Chairman in relation to promotional activity undertaken for the Hi-Scot Credit Union and that further updates would be provided in future.

1. Apologies for Absence
Leisgeulan

Apologies for absence were intimated on behalf of Mr J Ford, Mr B Gormley and Mr G Phillips.

2. Declarations of Interest
Foillseachaidhean Com-pàirt

Item 3 –   Mr A Christie, Ms J Douglas (non-financial)
Item 5 –   Mr A Christie (non-financial)
Item 6 –   Mr A Christie (non-financial)
Item 9 –   Mr A Christie (non-financial)
Item 12 – Ms J Douglas, Mr K Gowans, Mr F Parr (non-financial)
Item 14 – Mr A Christie (non-financial)
Item 17 – Mr A Christie (non-financial)
Item 20 – Mr H Wood (non-financial)
Item 21 – Mr A Christie, Ms J Douglas, Mr B Fernie, Mr K Gowans, Mr F Parr, (non-financial)
Item 28 – Mrs H Carmichael, Ms J Douglas, Mr K Gowans, Mr F Parr, Mr H Wood (non-financial)
Item 31 - Ms J Douglas, Mr K Gowans, Mr F Parr (non-financial)
Item 32 - Mr K Gowans (non-financial)
Item 39 – Mr A Christie, Mrs D MacKay, Ms A MacLean (non-financial)

Finance Service Items

3. Welfare Reform Update
Aithisg Adhartais Ath-leasachaidh Shochairean

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 and Ms J Douglas declared a non-financial interest in this item on the grounds of being a volunteer for the Badenoch and Strathspey Foodbank 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 Joint Report No. FHR-25-14 (124kb pdf) dated 13 February 2014 by the Director of Finance and Director of Community Services which provided information relating to Universal Credit: DWP’s expansion plans; landlords’ concerns and DWP’s undertaking to engage with the Scottish Federation of Housing Associations; and noted the progress being made with HMRC’s real time information system.

The report then considered some issues arising from the wider Welfare Reforms and in particular the Housing-related impacts for tenants of the Council and other landlords; and the impact that Universal Jobmatch and the “Claimant Commitment” was having on Work Clubs. A useful update regarding the Scottish Legal Aid Board’s Making Advice Work Project was also provided. Also shown were statistics on Under Occupancy; rent arrears; and Discretionary Housing Payments that were providing short term mitigation for some households; the Benefit Cap; and the Scottish Welfare Fund.

Members’ attention was drawn to the award of £1,178,903 to the Highland Council by the DWP for Discretionary Housing Payments in 2014/15. This represented an increase on the 2013/14 award and was in addition to the Scottish Government’s announcement that it would make an additional £15m to support the mitigation of welfare reform in Scotland.

During discussion Members recognised that 1721 Highland Council tenants had been affected by Under Occupancy rules, of which 32% were currently in arrears. However, it was queried whether there had been analysis of tenants’ not in arrears but yet struggling financially and whether Housing Associations were also recording similar patterns of rent arrears. The Welfare Reform Working Group was due to meet with Ministers again in March 2014 and it would be essential that the Council armed itself with comprehensive information, including an analysis of the needs of households who had strived not to fall into rent arrears. Clarification was sought on the intention to amend legislation to close the “loophole” affecting some clients currently affected by the under occupancy rules.

It was difficult to understand why the arrangements for establishing “switchback payments” were not progressing more quickly and this matter should be taken up again with MPs. Referring to landlords’ concerns in this regard, it was queried whether the Council had been involved in discussions with the DWP on this. It was further requested that an update note be provided to the Committee on this issue.

It was noted that the Council’s Scottish Legal Aid Board funded project entitled “Reaching the Unreached”, Money Advisers had managed to provide support and advice to 37 social housing tenants. This represented 37 households which, without intervention, would otherwise have been homeless. Further, it was requested that more recent figures be provided on the use of foodbanks as those reported in the Appendix to the report did not cover the Christmas and New Year period which was a particularly difficult period for families.

Members welcomed the unified and positive approach that the Council had adopted to address the impacts of welfare reform and stressed the need to continue lobbying. This was particularly critical as the bulk of welfare reform measures would not affect the Highlands for another 18 months and the Council needed to remain vigilant.

It was confirmed that officers had attempted to contact everyone affected by the under occupancy rules and not just tenants in arrears. It was requested that further details of people who were not in arrears but were affected by welfare reform should be included in the next report to Committee. It was confirmed that there were frequent meetings with Registered Social Landlords and while there were no specific figures available, it was anticipated that rent arrears would be at a similar rate as experienced by the Council.

It was recognised that the information on foodbanks was out of date and work was underway to update these figures. It was also confirmed that the Council had been working with the Scottish Federation of Housing Associations and would be seeking to influence discussions going forward on the issues surrounding arrangements for direct payments.

The Committee:-

i. NOTED the updated information contained in the report;
ii. NOTED that relevant statistics shown in the Appendix attached to the
   report and that updated information would be presented to Members in
   respect of the demand on foodbanks; and
iii. AGREED that a briefing note be provided to the Committee on the “legal
   loophole” in relation to the under occupancy rules and in respect of
   arrangements for switchback payments.

4. Finance Service Revenue Monitoring to 31 December 2013
Sgrùdadh Teachd-a-steach Seirbheis an Ionmhais gu 31 Dùbhlachd 2013

There was circulated Report No. FHR-26-14 (41kb pdf) dated 3 February 2014 by the Director of Finance which provided information on the revenue monitoring position for the Finance Service for the period 1 April to 31 December 2013.

It was reported that the Finance Service had incurred net expenditure of £7.713m against an annual budget of £11.840m. At this point in the year an overspend of £0.405m was projected.

The Committee:-

i. APPROVED the Finance Service Revenue Monitoring Report for the period
to 31 December 2013; and
ii. NOTED the action being taken to address the current forecast overspend.

5. Corporate Revenue Monitoring to 31 December 2013
Sgrùdadh Teachd-a-steach Corporra gu 31 Dùbhlachd 2013

Declaration 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 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-27-14 (103kb pdf) dated 13 February 2014 by the Director of Finance which presented the revenue budget expenditure position for the period to 31 December 2013 and the projected year end position.

It was reported that the General Fund had a total annual budget allocated to Services of £563.839m; year to date actual of £325.498m and an estimated year end position of £561.052m, giving an estimated year end underspend of £2.787m.

In response to a query it was advised that the balance available in the Council’s non earmarked General Fund of £17.601m did not include the current year end projected underspend of £2.787m. The Council, at its meeting in June 2013, reaffirmed the policy of retaining a minimum General Fund balance of at least 3% of the Total Revenue Budget. The current projected year end budget position was approximately £4m to £5m above that minimum reserve of 3%.

The Committee APPROVED the Revenue Expenditure Monitoring Statement as at 31 December 2013 which showed a predicted net underspend of £2.787m.

6. Corporate Capital Monitoring Report to 31 December 2013
Aithisg Sgrùdaidh a’ Chalpa Chorporra gu 31 Dùbhlachd 2013

There was circulated Report No. FHR-28-14 (48kb pdf) dated 13 February 2014 by the Director of Finance which provided an overview of expenditure on the General Fund and HRA capital programmes for the period 1 April to 31 December 2013 and the projected year end position for 2013/14.

It was reported that the General Fund statement showed a total net programme budget of £87.253m. The expenditure to date on the programme was £56.965m and the year end estimated outturn was £90.816m. The estimated year end position was an overspend of £3.563m which was a reduction of £0.807m from the position reported to the last Committee on 22 January 2014 when an overspend of £4.370m had been forecast.

The Committee APPROVED the financial position of the General Fund and HRA capital programmes as at 31 December 2013.

7. Treasury Management: Summary of Transactions: January 2014
Rianachd Ionmhais: Geàrr-chunntas de Ghnothaichean: Am Faoilleach 2014

There was circulated Report No. FHR-29-14 (50kb pdf) dated 3 February 2014 by the Director of Finance which provided details on the Treasury Management transactions for January 2014, reflecting activity undertaken to manage the Council’s cash flows, and borrowing to fund capital expenditure.

The Committee NOTED the Treasury Management Summary of Transactions report for January 2014.

8. Treasury Management Strategy Statement and Investment Statement 2014/15
Aithris Ro-innleachd Rianachd Ionmhais agus Aithris Tasgaidh 2014/15

There was circulated Report No. FHR-30-14 (243kb pdf) dated 12 February 2014 by the Director of Finance which in compliance with the Chartered Institute of Public Finance and Accountancy Code of Practice on Treasury Management in Local Authorities, a Treasury Management Strategy Statement and Investment Statement for 2014/15 had been submitted for scrutiny and interest.

The report detailed the proposed Treasury Management Strategy for 2014/15 and Treasury Limits for 2014/15 to 2016/17. Borrowing requirements for past/current year, as well as estimates for future years were shown. The Council’s borrowing strategy for 2014/15 gave increasing consideration to a strategy of de-risking by taking longer-term borrowing. The report provided commentary on the economic outlook, prospects for interest rates and provided details on the annual Investment Strategy.

In response to questions from Members, it was advised that the majority of the Council’s loans were taken from the Public Works Loan Board (PWLB) and there were penalties or discounts when rescheduling debt from medium to long term or vice versa. In terms of the Council’s exposure to risk, it was not possible to give an absolute guarantee on any deposit. To minimise risk the Council had an investment strategy and deposits were spread amongst a number of institutions and there were limits to how much could be deposited in any institution. The Council had appointed Capita as treasury advisor to the Council and they produced a credit worthiness report and provided the ratings for three separate credit agencies for Banks. The Council tended to only invest in Banks which had the highest rating. The period, amount and type of institution that deposits were invested in were regularly monitored.

In terms of the Council’s total level of debt which was £728.1m as at 31 December 2013, the vast majority of this debt related to historical decisions taken by this Council and its predecessors. The prudential code that the treasury strategy was based on looked at debt over the long term and the key criteria were affordability, prudence and sustainability. Investment plans had to be sustainable and affordable over a long period of time. The total level of borrowing was managed in terms of the decisions made by the Council in relation to the level of capital programme it wanted and the affordability of this. Consideration would be given to what the absolute level of debt should be over the longer term.

Following discussion, the Committee NOTED:-

i. the Treasury Management Strategy Statement and Investment Statement
for 2014/15 and the Prudential Indicators as detailed in Appendix 2 of the
report; and
ii. that, in compliance with the Chartered Institute of Public Finance and
Accountancy Code of Practice on Treasury Management in Local Authorities,
the Treasury Management Strategy Statement and Investment Statement
for 2014/15 would subsequently be submitted to the Council for approval on
13 March 2014.

9. Finance Service Quarterly Performance Report
Aithisg Dèanadais Seirbheis an Ionmhais

There was circulated Report No. FHR-31-14 (92kb pdf) dated 12 February 2014 by the Director of Finance which provided a summary of key and statutory performance indicators for the Finance Service as at 31 December 2013.

The report provided performance monitoring details on the council tax in-year collection rate; non domestic rates in-year collection rate; the business improvement district levy; business administration – speed of processing; customer income maximisation and money advice; payment of invoices; and attendance management.

In response to a query regarding how much flexibility could be given to residents in the payment of Council Tax who were facing financial hardship, it was advised that the Council had 16 different types of payment methods for Council Tax and it offered more flexibility in payment than the majority of other Local Authorities. However, the Finance Service was reviewing these payment methods in terms of efficiency, as there were costs associated with each of them.

Members congratulated Staff for the continuing improvement in the collection rate of the Business Improvement District Levy which reflected the pro-active approach to collection by the Council.

The Committee NOTED the Statutory and Key Performance Indicators for the Finance Service in respect of Quarter 3 from 1 October to 31 December 2013.

Housing and Property Service Items

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

There was circulated Joint Report No. FHR-32-14 (90kb pdf) dated 17 February 2014 by the Director of Community Services and the Director of Planning and Development which presented the current position to 31 December 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 report indicated that there had been a change in loan charge estimates due to lower interest rates and the use of short-term rather than longer-term borrowing in the first half of the year. As a result this had significantly contributed to the year-end HRA surplus of £665,000 but as interest rates were expected to rise, the projected underspend was a one-off in the current financial year.

The Committee APPROVED the monitoring statements to 31 December 2013 for the Housing Revenue Account, Other Housing and Property Revenue Account and Building Maintenance account and progress with the Property Revenue Maintenance programme.

11. Housing and Property Service Capital Budget 2013/14
Buidseat Calpa Seirbheis an Taigheadais is na Seilbhe 2013/14

There was circulated Joint Report No FHR-33-14 (163kb pdf) dated 17 February 2014 by the Director of Community Services and the Director of Planning and Development which provided an update on the position regarding expenditure to 31 December 2013 for the HRA Capital, Non HRA Housing Capital and Property Capital Programmes.

The HRA Capital Programme showed a total budget of £41m, comprising £17.558m for the mainstream programme and £23.442m for Council house building. It showed the overall level of spend to 31 December 2013 at £28.367m of which £13.220m related to the mainstream programme, £14.444m related to new build and £0.703m related to new build through the temporary accommodation reprovisioning project. Members were asked to approve a number of proposed amendments to the mainstream programme, the details of which were outlined in the report.

The report also provided comment on the programmes relating to the Non HRA Capital Programme, Private Sector Housing Grant Programme and the Property Capital Programme 2013/14.

In particular, the inclusion of the doors and windows project in Dalneigh as part of the planned programme of works was welcomed.

The Committee APPROVED the:-

12. Property Revenue Maintenance Budget 2014/15: Proposed Budget Allocation
Buidseat Cumail Suas Teachd-a-steach Seilbhe 2014/15: Riarachadh Buidseit a Thathar a’ Moladh

Declaration of Interest - Ms J Douglas, Mr K Gowans, 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 them from taking part in the discussion.

There was circulated Report No. FHR-34-14 (396kb pdf) dated 17 February 2014 by the Director of Planning and Development which set out proposals for the allocation of the 2014/15 Property Revenue Maintenance Budget using the same basis as had been adopted in previous financial years. Approval of proposed works was being sought to ensure that early progress could be made on specifying and commissioning work.

In particular, the planned programme for radon monitoring was welcomed.

The Committee APPROVED the proposed work categories, budget allocations and project proposals for the 2014/15 Property Revenue Maintenance Budget.

13. Dingwall Office Rationalisation
Sgioblachadh Oifis Inbhir Pheofharain

This item had been withdrawn at the start of the meeting.

14. Review of Rent Arrears Management Policy: Under-occupancy Charge Ath-sgrùdadh air Poileasaidh Rianachd Fiachan Màil: Cìs Fo-shealbh-ghlacaidh

There was circulated Report No. FHR-36-14 (51kb pdf) dated 17 February 2014 by the Director of Community Services which explained that at the Finance, Housing and Resources Committee meeting in April 2013, it had been agreed to amend the Rent Arrears Management Policy so that for a transitional period of one year, and where the Director of Housing and Property was satisfied that tenants who were subject to reduction in benefit through under occupancy were doing all that they reasonably could to avoid falling into arrears, the Council would use all legitimate means to collect rent due except eviction. Consequently, this policy change now required review to agree the approach beyond March 2014.

In this regard, and in considering a continuation of the policy change regarding eviction for those tenants impacted by the under-occupancy charge, it was confirmed that the current situation regarding discretionary housing payments budgets and other Scottish Government mitigating funding had to be considered. Continued funding would enable the Council to continue supporting tenants impacted by the under-occupancy charge to the end of March 2015.

During discussion, clarification was requested in relation to the number of tenants who would have faced eviction had the current policy change not been implemented in April 2013 and also a breakdown of the evictions to date.

The Committee:-

i. NOTED the risks detailed in the report;
ii. AGREED to extend the following amendment to the Rent Arrears
Management Policy for a further year:-

that for a further period of one year, and where the Director of Community Services was satisfied that tenants who were subject to a reduction in benefit through under-occupancy were doing all that they reasonably could to avoid falling into arrears, the Council would use all legitimate means to collect rent due, except eviction; and

iii. AGREED that further information be provided to Members of evictions
prevented and general statistics on evictions.

15. Rent Levels in Temporary Homeless Accommodation
Ìrean Màil ann an Taigheadas Sealach do Dhaoine gun Dachaigh

There was circulated Report No. FHR-37-14 (60kb pdf) dated 17 February 2014 by the Director of Community Services which provided details on the current cost of provision and rent levels in temporary accommodation in Highland.

In this regard, it was reported that the Council had a legal duty to provide temporary accommodation to homeless people and had been able to reduce the number of people in temporary accommodation through the success of the Homeless Prevention team from 575 in March 2012 to 477 in March 2013. The most affordable solution for people living in temporary accommodation was to find suitable permanent housing. The most affordable type of temporary accommodation was the Council’s HRA properties.

The Temporary Accommodation re-provisioning project would allow the Council to increase its supply of more affordable HRA properties and reduce the use of contracted rooms thereby allowing more affordable temporary accommodation to be offered to homeless people. Rents in leased properties and contract/spot purchase rooms and the associated service charges were currently applied on the basis of full cost recovery and were funded from the General Fund.

The majority of people in temporary accommodation were in receipt of housing benefit and affordability was less of an issue in these cases. However, analysis showed that affordability could be an issue in leased accommodation where both members of a couple were working full time although this could be mitigated by ensuring that the financial situation of all applicants was fully considered when placing them in temporary accommodation.

During discussion, Members raised the following issues:-

it was important to acknowledge the significant and positive work which had been undertaken and thanks should be conveyed to the staff involved;
whilst recognising the successes which had been achieved, it was important that the situation continued to be monitored and improved upon where possible;
the re-procurement exercise carried out in 2013 had resulted in reduced costs for the provision of contracted rooms;
the temporary accommodation re-provisioning project would allow the Council to increase the supply of the more affordable HRA properties and reduce the use of contracted rooms and this was welcomed;
there was a need for Members to become more involved where possible and specifically in terms of understanding the issues involved and in this regard a meeting should be arranged at an early date with Officers and should include the Chair, Mrs M Davidson, Mrs M Paterson and Mr G Phillips; and
it was recognised that the storage of furniture was often a problem when people had to go into temporary accommodation and it would be helpful if consideration could be given to possible solutions in this regard.

Thereafter the Committee AGREED to retain the current charging arrangements in relation to rents in temporary accommodation on the basis of full cost recovery and NOTED:-

i. the positive impact of the Temporary Accommodation Re-provisioning
    project on the affordability of homeless accommodation;
ii. that staff placing homeless people in temporary accommodation would take
full account of affordability on a case by case basis and place them in the
most appropriate accommodation available; and
iii. that where there were issues of affordability and no appropriate temporary
   accommodation available, staff would ensure homeless people were fully
   aware of the cost implications, had access to income maximisation and
   money advice and were fully aware of their other housing options. Such
   cases would be reviewed weekly and applicants offered more suitable
    affordable accommodation as it became available.

16. Update on the Tenant Participation Strategy
Fios as Ùr mu Ro-innleachd Com-pàirteachas Luchd-màil

There was circulated Report No. FHR-38-14 (67kb pdf) dated 13 February 2014 by the Director of Community Services which provided information about the impact of The Scottish Social Housing Charter on the scope and content of the next Tenant Participation Strategy. The report also set out the process and timescale for developing a revised Tenant Participation Strategy and Action Plan.

It was advised that a wide range of participative activities had featured in Highland. In particular, there had been a growth in the number of tenants taking part as an individual, rather than the more traditional method of joining an organised tenants group. Involvement in communication, information and consultation was currently the most common area of tenant involvement.

It was advised that the revised Tenant Participation Strategy and Action Plan would aim to align tenant involvement activities with performance management.

Members were supportive of the actions being taken to promote tenant engagement. The importance of encouraging meaningful participation with tenants was emphasised, including furthering direct input into service delivery and monitoring. In response to questions raised, assurance was given that: as part of the review, officers would be giving consideration to inclusion of tenants’ organisations which did not meet the current specified criteria; and that meeting venues were arranged to suit the needs of people attending with meetings held locally where possible.

The Committee:-

i. NOTED recent and current tenant participation activity;
ii. AGREED the approach to developing a new Tenant Participation Strategy;
and
iii. NOTED that a consultative draft strategy would be presented to a future
meeting.

17. Housing and Property Performance Report
Fios as Ùr mu Ro-innleachd Com-pàirteachas Luchd-màil 2014/15

There was circulated Joint Report No. FHR-39-14 (214kb pdf) dated 27 January 2014 by the Director of Community Services and Director of Planning and Development which provided information on how the Housing and Property Service performed in relation to Scottish Social Housing Charter and other performance indicators during the third quarter of 2013/14.

Key performance indicators had been selected and performance information was presented in relation to Complaints; Repairs; Tenancy Management; Rent Arrears; Homelessness/Homeless Prevention; and Staff Absence.

Improvements in times taken for repairs, and the decrease in use of temporary accommodation were welcomed. In discussion, issues were raised regarding apprising Members of longer-term voids in their Ward, and the potential impact of the Council’s withdrawal from use of private temporary accommodation on town and city centres.

The Head of Housing responded to Members’ concerns, and in particular drew attention to the report submitted to the meeting on 22 January 2014, (Item 12 refers) which had provided an update on progress with withdrawing from the use of private temporary accommodation in town and city centres and had given an undertaking that regular progress reports would be provided to the Committee.

The Committee:-

i. NOTED the information provided on housing performance from 1 April to 31
December 2013; and
ii. AGREED that Officers advise Ward Members of specific local information on
longer-term voids, particularly in rural areas.

Chief Executiv's Service

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

There was circulated Report No. FHR-40-14 (38kb pdf) dated 13 February 2014 by the Chief Executive which provided information on the revenue monitoring position for the Chief Executive’s Service for the period to 31 December 2013.

In this regard, it was reported that there had been a net increase in the Service budget of £0.127m since the previous reporting period, primarily due to cross service ICT transactions.

Also, the budget showed a projected net year end underspend of £0.052m as compared to a predicted underspend of £0.040m which had been reported to the Committee in January 2014. In addition to a small overall pressure in Customer Services, an under achievement in income for Licensing continued to be predicted although this had improved by £0.025m since the last reporting period. Pressures continued to be offset by savings arising from staff vacancy management and reduced spend in other budgets and it was noted that the Service would continue to work to manage pressures across all of its budget headings to achieve a balanced position at the end of the year.

The Committee AGREED the Revenue Monitoring Report for the period from 1 April to 31 December 2013.

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

There was circulated Report No. FHR-41-14 (40kb pdf) dated 17 February 2014 by the Chief Executive which set out the position on the Chief Executive’s Service 2013/14 capital budget for the period to 31 December 2013.

In this regard, it was reported that the budget showed a projected combined underspend of £2.697m at the end of the financial year which was an increase on the position which had been reported to the Committee in January 2014, when an underspend of £2.581m had been predicted.

Further information was also provided on the predicted underspends on the Kingussie Office Rationalisation Project, ICT Contract Asset Investment, the Unified Communications Project and the project to regenerate Cameron Square, Fort William.

The Committee AGREED the Chief Executive’s Service Capital budget monitoring report for the period to 31 December 2013.

20. Carbon CLEVER Funding
Maoineachadh Càrboin Ciallaich

Declaration of Interest - Mr H Wood declared a non-financial interest in this item as Chair of the Highland Cycle Campaign 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-42-14 (44kb pdf) dated 7 February 2014 by the Head of Policy and Reform which sought approval for funding to support the Carbon CLEVER Cycles project and to sponsor the Etape Loch Ness cycling sportive.

In this regard, it was confirmed that, in relation to Carbon CLEVER Cycles, SSE had made an offer to implement a pilot electric bicycle scheme in Inverness which would be installed in two clusters of six bicycles operated by a smart card. The total capital works cost of the scheme would be in the region of £40,000 which SSE would procure and they would also be the contracting authority for the leasing of the bicycles.

In relation to Etape Loch Ness, which was a 67 mile closed road cycling challenge around Loch Ness, it was advised that this could prove to be a flagship cycling event for the Highlands, Scotland and the UK in that it had attracted entrants from across the country and internationally. The 1000 places had sold out in a matter of hours and a target of over 4000 participants by 2017 was anticipated.

During discussion, Members raised the following issues:-

it was envisaged that the bicycles would generate revenue and the fact that a self-sustaining costing model was under development was encouraging;
the proposals within the report represented a unique opportunity to attract inward investment which could benefit the whole of the Highland area and it was vital that they were pursued and supported;
the potential benefits on an economic and tourism level should be appreciated;
the encouragement for healthy lifestyles was welcomed;
there was a need to follow up on a previous Cycle Project which had been initiated in the Inverness area and specifically to try and locate bicycles which had been purchased at that time and which could perhaps be utilised again; and
the potential for increased cycling in the area was welcomed and in this regard it would be helpful if information could be obtained on the users of the scheme as it progressed.

The Committee AGREED that a contribution of Council funding be awarded to:-

i. the Carbon CLEVER cycle scheme in 2013/14 of £10,000, made up of
£5,000 from a budget in the Chief Executive’s policy team and subject to a
successful application for £5,000 from the Inverness Central Ward
Discretionary Budget; and
ii. sponsorship of the Etape Loch Ness of £10,000 in 2013/14, made up of
£5,000 from a budget in the Chief Executive’s policy team and £5,000 from
the Highland Culture Fund for events.

The Committee also NOTED that applications for funding would be considered at the City of Inverness Area Committee meeting on 4 March 2014 for Common Good Funding of £5,000 towards the carbon CLEVER cycles and £5,000 for sponsorship of the Etape Loch Ness.

21. Customer Services Review 2
Ath-sgrùdadh air Seirbheisean Luchd-cleachdaidh

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; Ms J Douglas, Mr F Parr declared non-financial interests in this item as Directors of High Life Highland; Mr K Gowans declared a non-financial interest in this item as a director of High Life Highland and as his spouse was an employee of High Life Highland; and Mr B Fernie declared a non-financial interest in this item as a Member of the Hi-Scot Credit Union, 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-43-14 (478kb pdf) dated 17 February 2014 by the Depute Chief Executive which explained that the Customer Service Review 2 focused on the changing behaviour of customers. The report proposed that the Council delivered services in line with the Customer Engagement Strategy to meet the changing needs of the Council’s customers, in a way that customers wished to transact, at a time which most suited their lifestyles. The review presented an opportunity to invest in a new website and utilise new technologies to support self-service to enhance the customer experience and provide an affordable and sustainable service with easier access for more people across Highland communities.

It was reported that the proposal was to move to a service delivery model based on 12 ‘community hub’ Service Points, from the current 35 Service Points, and facilitated self-service in all 40 Highland libraries, details of which were set out in Appendix 1 to the report. The review would deliver the Council’s agreed savings target of £160,000 by June 2015 as well as releasing a further £195,000 which would be reinvested in the remaining Community Hubs, Service Centre and Website management. This would create 16 new posts which would be available as redeployment opportunities for staff affected by the proposals. The proposal was to implement the changes over an extended period of fifteen months to the end of June 2015 and this would allow consultation with communities on local solutions for service delivery, including outreach services. It was emphasised that the outcome of the review was not a reflection on the service point staff who continued to provide excellent services to their customers and local communities.

The Chair suggested that the proposal represented the right strategic approach to the future delivery of sustainable customer services within communities in response to changing customer demand for contact by phone, online and outwith normal working hours. He also confirmed that there would be no compulsory redundancies for staff affected by the proposals, and no change to service provision within communities until appropriate replacements were in place. Further any member of the public who either required or had requested a face to face contact within those communities subject to change, could make an appointment suitable to them.

The changes would be implemented over an extended period of time between any decision being made and 30 June 2015. This would allow for a phased programme of closures and an extended period to consider staff opportunities to maximise redeployment. The implementation phase would ensure there was engagement with local Members and communities to ensure that all options for local access to self-service were considered and that any new arrangements which are put in place would be the most suitable for that community.

Thereafter, a number of Members commented on the proposals as follows:-

the review followed on from Customer Services Review 1 which had been agreed by the previous Council. Since that review the footfall numbers at service points had continued to decline. Therefore in recognising the excellent service provided by the Service Point Network, the Council had to move forward and respond to modern demands in terms of how customers wished to engage in the 21st Century;
in terms of implementation a key issue was the need to consult with communities and local Members to identify local issues and deliver local solutions particularly in remote rural areas with fragile economies and a high proportion of elderly people. It would also be helpful for reports on progress to be brought to Area Committees;
that the High Life Highland staff affected by the review would re-graded to HC3 to reflect the change in their duties, however their terms and conditions and levels of pay would not be subject to change;
the report recognised that changes to working practices were required to ensure that remote working was used more extensively in remote and rural areas to protect jobs and sustain those communities;
in regard to elderly or vulnerable people there was a commitment that services could be accessed by phone or by face to face contact. In addition to this the proposed outreach service would have the potential to deliver an improved and more personalised service to those customers in communities which would no longer have a dedicated Service Point;
that the roll out of the next generation Broadband project in the Highlands would enhance the ability to use on-line and web services; and that failure to achieve savings in this area might result in cutbacks in other essential services given the significant overall level of savings the Council was required to deliver over the next few years.

Following on from the above, a number of Members expressed concern that the geography of the Highlands and issues around the sustainability of rural communities had not been given sufficient weight in the review, and that the proposal effectively discriminated against those communities in that it did not provide equal access to services for all. The evidence base which had informed the review had not taken into account customer contact time with staff, which was not recorded, and it was also suggested that the number of customer contacts at service points was being under reported. A more robust plan was required in regard to alternative service delivery in those areas, rather than a review based on footfall numbers and financial considerations.

Concern was also expressed at the lack of prior consultation in regard to the review with the staff and local communities. The report should have been submitted to the full Council to allow Members across all the Wards affected by proposals to have an input on the issue. The full cost and policy implications of the review required further consideration, including the costs associated with delivering outreach services and those associated with voluntary severance.

It was suggested that the savings associated with the current proposal were not significant and the proposals should be reconsidered in view of the level of representations received from local communities and community councils.

A number of Members also expressed concern in regard to the following issues:-

that the Service Point network was considered the Council’s flagship, and the quality of service provided by the staff was widely valued and recognised as the face of the Council in communities. It would therefore be a backward step to reduce that network;
that review would impact on the most vulnerable and elderly in society, and also those with literacy issues, who required help and support in accessing services and who might have difficulties in using the self-service or on line facilities;
there had been wide consultation in regard to the previous customer services review and following which the decision had been taken to reduce the savings target in order to protect service points and their staff. Customer Services Review 2 was therefore separate to the previous review and formed part of the Administration’s budget proposals;
that opportunities for staff redeployment in rural areas would be limited;
that High Life Highland staff affected by the review had been advised they would be downgraded to HC3, suffering a loss in salary. It had been confirmed that there would be no enhancement of that salary in respect of the additional duties they would be required to undertake on behalf of the Council;
that rural areas were being disadvantaged as a result of the proposals through the potential loss of jobs in the area and the significant travel distances that would be involved in accessing Council services, noting that there was only one community hub on the west coast;
there were specific issues around the timetable for the closure of Durness Service Point in terms of consultation and providing replacement services; and
that many customers would experience difficulties in accessing web and online services due to the broadband capacity in some areas of Highland.

Further concerns related to issues around the fact that many of the applications dealt with at service points required the customer to provide proof of their identification in person; and that the removal of service point staff from buildings might have implications in terms of the operation and shared use of premises.

The Leader of the Opposition advised that she had contacted the community councils on these proposals via email to which a significant number of replies had been received. She requested that these be tabled at the meeting and a recess provided to allow Members time to consider them but the Chairman declined this request.

During the discussion and in response to specific questions the Head of E-Government reported that all customer contacts should be recorded on the CRM system, and that she would discuss with individual Members any specific issues they had in this regard. There would be no additional costs to High Life Highland arising from the review and she was aware that its Chief Executive had agreed to the principles of the review. Staff safety was taken extremely seriously and appropriate measures would be implemented in terms of outreach services. The Registration Service had been reviewed and would be subject to ongoing review as part of the process to seek ongoing service improvements.

The Depute Chief Executive confirmed that total savings of £355,220 would be generated by the review, of which the sum of £195,000 would be re-invested in additional posts at the remaining community hubs to take account of additional workload, and also in the service centre and web management team, with the remaining £160,000 being delivered to the Council as savings. The Council’s Asset Management Team continued to review in conjunction with the Customer Services Team the opportunity for co-location and shared use of premises.

Thereafter, the Chairman, seconded by Dr D Alston, MOVED the recommendations within the report.

As an AMENDMENT, Mrs C Wilson, seconded by Mrs I McCallum, moved there should be equal access to services for everyone across Highland and that the status quo regarding our 35 service points should remain. Any future changes to the service point network should be done in full consultation with communities, staff and local Members. The compensatory saving should be taken from the extra interest from the Loans Fund which was traditionally underspent, and which this year had a sizeable surplus.

On a vote being taken, the MOTION received 13 votes and the AMENDMENT received 9 votes with no abstentions and the MOTION was therefore CARRIED, the votes having been cast as follows:-

For the Motion:
Alston, D; Caddick, C; Christie, A; Fallows, D; Farlow, G; Gowans, K; Hendry, D; Laird, R; Macaulay, C; Mackay, D (W5); Parr, F; Stone, J; Wood, H.

For the Amendment:
Carmichael, H; Davidson, M; Donald, N; Fraser, L; Mackay, D (W2); Mackinnon, A; McCallum, I; Morrison, H; Wilson, C.

Decision

The Committee:-

i. AGREED the revised service delivery model of 12 community hubs as
outlined in the report;
ii. NOTED the work undertaken as part of the Customer Services Review 2 and
AGREED the £160,000 of savings which would be delivered as a result of
this review;
iii. APPROVED the revised staffing structure as outlined in Sections 14 and 15
of the report; and
iv. AGREED the implementation arrangements as outlined in Section 18.1 of
the report.

At this point, the meeting was adjourned for lunch at 2.05 pm and reconvened at 2.45 pm.

22. Unified Communications
Pròiseact Chonaltraidhean Aonaichte

There was circulated Report No. FHR-44-14 (51kb pdf) dated 7 February 2014 by the Depute Chief Executive which gave an update on the Unified Communications (UC) Project. The report outlined the current progress with the project and the estimated ongoing costs and savings that could be realised from the deployment of the UC solution. The report also sought final approval to proceed with the project.

It was reported that the Project would bring a number of benefits to the Council, including affordable replacement of ageing and failing telephone systems, and support for mobile and flexible working by bringing together telephony, video conferencing and instant messaging. It would also include the ability for the functionality to move with the user, in that it would be accessible via a laptop, desktop or in future via a smart phone or tablet, to reduce dependency on expensive ISDN phone lines, and reduce call charges.

The Project Team had been working with Argyll and Bute Council and Fujitsu Services to enable the pilot to support the Dingwall Office Rationalisation project and other aspects of the UC solution as detailed in the report.

During discussion, and in response to a question, the ICT Strategy and Projects Manager confirmed that a domestic broadband speed of 1-2 Mbps should suffice for a Member to participate in a video-conference from home. Members were also advised that they would be given an opportunity to attend a demonstration of the pilot scheme in Dingwall, in order to gain a better insight into the new system’s potential.

The Committee:-

i. AGREED to enter into the shared services agreement with Argyll and Bute
Council and start implementation of the project; and
ii. NOTED the benefits and savings to be achieved through this project.

23. Corporate Improvement Programme
Prògram Leasachadh Corporra

There was circulated Report No. FHR-45-14 (169kb pdf) dated 12 February 2014 by the Depute Chief Executive which advised that the Corporate Improvement Programme (CIP) was progressing well with a target to achieve £5.98m in efficiency savings for the period 2013/14 and 2014/15. In addition, the process for identifying the next programme of work was underway.

The report provided a progress update on the individual projects included in the Programme, and in regard to savings targets. It was also reported that CIP2 was schedule to finish on 31 March 2015. The Senior Management Team was currently discussing the longer term budget planning process for 2015/16 onwards and it was confirmed that the CIP would be part of a set of initiatives to deliver savings. In this regard the CIP Team had extensively researched a list of ideas for projects, and those projects recommended for further development would be reported to the Council in March 2014.

In speaking to the report, the Programme Manager highlighted the proposal to hold a Member workshop on the Income Generation project, to review current activities and produce further ideas on increasing income generation which could be explored further. Members welcomed this opportunity to feed in a range of ideas.

In response to questions, the Programme Manager commented that adaptation of the Council’s existing online forms to the new Council website was planned and not expected to be onerous; and confirmed the role of High Life Highland in locating an appropriate store for the Council’s physical information records. He also undertook to respond directly to individual Members on questions relating to the detail of current income generation figures, as appended to the report, and also the current status of the earlier review of small wind turbines in school grounds.

The Committee:-

i. NOTED the good progress with the delivery of the Corporate Improvement
Programme and the mitigating actions being taken to ensure the Programme
and savings were delivered on target;
ii. NOTED the development of a new Programme; and
iii. AGREED that a workshop be organised for Elected Members to discuss
income generation ideas as set out in Appendix 1 to the report.

Read the Minutes (Item 24-40)

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.

Downloads

Item 3 Welfare Reform Update Item 4 Finance Service Revenue Monitoring to 31 December 2013 Item 5 Corporate Revenue Monitoring to 31 December 2013 Item 6 Corporate Capital Monitoring Report to 31 December 2013 Item 7 Treasury Management: Summary of Transactions: January 2014 Item 8 Treasury Management Strategy Statement and Investment Statement 2014/15 Item 9 Finance Service Quarterly Performance Report Item 10 Housing and Property Service Revenue Monitoring Item 11 Housing and Property Service Capital Budget 2012/13 Item 12 Property Revenue Maintenance Budget 2014/15: Proposed Budget Allocation Item 14 Review of Rent Arrears Management Policy: Under-occupancy Charge Item 15 Rent Levels in Temporary Homeless Accommodation Item 16 Update on the Tenant Participation Strategy Item 17 Housing and Property Performance Report Item 18 Chief Executive’s Service and Members Revenue Expenditure Monitoring Item 19 Chief Executive’s Service: Capital Budget Monitoring 2013/14 Item 20 Carbon CLEVER Funding Item 21 Customer Services Review 2 Item 22 . Unified Communications Item 23 Corporate Improvement Programme Item 24 Public Sector Workforce Planning Item 25 Employee Survey 2012: Progress on Action Plan Item 26 Corporate Health, Safety and Wellbeing Policy (2014) Item 27 Amendments to Organisational Structures/Establishments Item 28 Internal Audit Review of the Governance of Arm’s Length External Organisations Item 29 Mental Health and Wellbeing Grant Funds Item 30 Chief Executive’s Service: Statutory Performance Indicators: Quarterly Performance Report Item 31 Commonwealth Games Activities, Events & Legacy Item 32 Redevelopment of Eden Court Theatre Orchestra Pit Item 33 Sleat and Strath Amateur Football Club (AFC), Isle of Skye Item 34ia Appeals Committee held on 20 January 2014 Item 34ib Appeals Committee 27 January 2014 Item 34ii iCentral Safety Committee 7 Februray 2014