Agendas, reports and minutes

A meeting of the Resources Committee will take place in the Council Chamber, Council Headquarters, Glenurquhart Road, Inverness on Wednesday 26 August 2015 at 10.30 am.

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.

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

Yours faithfully

Michelle Morris
Depute Chief Executive/
Director of Corporate Development

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.

3. Good News Stories
Deagh Naidheachdan

The Committee is invited to note that Yvonne Henderson, Revenues and Business Support Operations Manager based at HQ, has recently completed the MSc in Leadership and Management from the University of Highland and Islands. Her graduation ceremony is to be held on 24 September 2015 and Yvonne is congratulated on her success.

4. Recess Powers
Cumhachdan Fosaidh

The Committee is asked to note that recess powers were exercised as follows:-

i. by the Depute Chief Executive/Director of Corporate Development in consultation with the Community Challenge Fund Applications Panel Members to award £2,000 to meet the cost of HISEZ to work with the Viewfield Garden Collective to develop their Business Plan; and

ii. in consultation with the Chair of the Resources Committee to use the capital budget allowance for carbon reduction projects to accelerate the programme of heating upgrades across Council properties to phase out oil and inefficient electric heating in favour of lower cost, revenue gathering and more sustainable alternatives. As these projects were based at schools the opportune time to conduct the works was over the holidays. The total cost of the projects is £262,500 with an average payback period of just over two and a half years.

5. Appointments to Sub-Committees, Working Groups etc.
Cur an Dreuchd gu Fo-Chomataidhean, Buidhnean-obrach is eile

There will be tabled proposed memberships in respect of Appointments to Sub-Committees, Working Groups etc. for approval.

CORPORATE DEVELOPMENT SERVICE
SEIRBHEIS AN LEASACHAIDH CHORPORRA

6. Corporate Development Final 2014/15 Outturn and 2015/16 Revenue Expenditure Monitoring to June 2015
Sgrùdadh Teachd-a-steach Seirbheis an Leasachaidh Chorporra gu Ògmhios 2015

There is circulated Report No RES/58/15 dated 17 August 2015 by the Depute Chief Executive/Director of Corporate Development which comments on the final outturn position for the Corporate Development Service revenue budget for 2014/15 and provides information on the revenue monitoring position for the Service for the period 1 April 2015 to 30 June 2015.

The Committee is invited to approve the final outturn for the Corporate Development Service revenue budget for 2014/15 and the revenue monitoring report for the period 1 April 2015 to 31 June 2015.

7. Corporate Development Service Final Outturn Report 2014/15 and Capital Budget Monitoring Report to 30 June 2015
Sgrùdadh Calpa Seirbheis an Leasachaidh Chorporra gu 30 Ògmhios 2015

There is circulated Report No RES/59/15 dated 17 August 2015 by the Depute Chief Executive/Director of Corporate Development which sets out the final outturn position for the Corporate Development Service’s Capital budget for the period 1 April 2014 to 31 March 2015 and the position for the Corporate Development Service’s 2015/16 capital budget for the period to 30 June 2015.

The Committee is invited to approve the final outturn position for the Corporate Development Service’s capital budget for the period 1 April 2014 to 31 March 2015 and the capital monitoring position for the period 1 April 2015 to 30 June 2015.

8. Employee Survey 2015
Suirbhidh Luchd-obrach 2015

There is circulated Report No RES/60/15 dated 7 August 2015 by the Depute Chief Executive/Director of Corporate Development which provides a brief summary of the results of Highland Council’s 7th Employee Survey and outlines the proposals for reporting the results and addressing areas for further improvement.

The Committee is invited to note:-

i. the results of the 2015 Employee Survey;

ii. the plans for reporting the results; and

iii. that a response to the results, addressing the areas for further improvement, will be reported to Resources Committee on 25 November 2015 and to specific service committees early in 2016.

9. Corporate Development Quarterly Statutory Performance Indicators
Comharran Coileanaidh Reachdail Ràitheil an Leasachaidh Chorporra

There is circulated Report No. RES/61/15 dated 8 August 2015 by the Depute Chief Executive/Director of Corporate Development which provides the quarterly Statutory Performance Indicators for quarter 1 of 2015/16 and the annual Statutory Performance Indicators for 2014/15.

The Committee is invited to note the progress in relation to the Statutory Performance Indicators.

10. Digital First
Digital First

(a) Digital First Programme –Digital Inclusion
Prògram Digital First – Com-pàirteachas Didseatach

There is circulated Report No RES/62/15 dated 17 August 2015 by the Depute Chief Executive/Director of Corporate Development which provides an update on the work currently underway on Digital Inclusion and informs Members of the proposal to join the national campaign on Digital Inclusion by signing the Scottish Council for Voluntary Organisation’s (SCVO) Digital Participation Charter.

The Committee is invited to:-

i. welcome the initiation of the Digital Resilience project and ongoing work with Citizens Online; and

ii. approve that Highland Council sign the Digital Participation Charter.

(b) Policy for the Use of Customer Email Addresses
Poileasaidh airson Cleachdadh Seòlaidhean Post-d Luchd-ceannaich

There is circulated Report No RES/63/15 dated 17 August 2015 by the Depute Chief Executive/Director of Corporate Development which proposes a policy for the Use of Customer Email Addresses, supporting the collection and use of email addresses in line with data protection legislation.

The Committee is invited to approve the policy for the Use of Customer Email Addresses.

11. Managing Smoking at Work
A’ Cumail Rian air Smocadh aig an Obair

There is circulated Report No RES/64/15 dated 7 August 2015 by the Depute Chief Executive/Director of Corporate Development which proposes updates to the Council’s policy on Managing Smoking at Work to bring it into line with the recommendations in the Scottish Government’s 2013 Tobacco Strategy.

The Committee is invited to:-

i. approve the changes in the Managing Smoking at Work policy as set out in Sections 3 and 4 of the report; and

ii. agree an implementation date of 1 October 2015 for the changes.

12. Internal Audit Report – Workforce Planning Arrangements
Aithisg In-sgrùdaidh – Ullachaidhean Dealbhadh Obrach

There is circulated Report No RES/65/15 dated 7 August 2015 by the Depute Chief Executive/Director of Corporate Development which provides an update on the outcome of the Internal Audit report into the Council’s Workforce Planning Arrangements which was reported to Audit and Scrutiny Committee on 18 June 2015.

The Committee is invited to note the report.

CHIEF EXECUTIVE’S OFFICE
OIFIS AN ÀRD-OIFIGEIR

13. Chief Executive’s Office and Members Final Outturn 2014/15 and Revenue Expenditure Monitoring 2015/16
Sgrùdadh Teachd-a-steach Oifis an Àrd-Oifigeir agus nam Ball 2015/16

There is circulated Report No RES/66/15 dated 17 August 2015 by the Chief Executive which comments on the final outturn position for the Chief Executive’s Office revenue budget for 2014/15 and provides information on the revenue monitoring position for the Chief Executive’s Office for the period 1 April 2015 to 30 June 2015.

The Committee is invited to approve the final outturn for the Chief Executive’s Office revenue budget for 2014/15 and the revenue monitoring report for the period 1 April 2015 to 30 June 2015.

14. Chief Executive’s Office Final Outturn Report for 2014/15 and Capital Budget Monitoring to 30 June 2015
Sgrùdadh Calpa Oifis an Àrd-Oifigeir agus nam Ball gu 30 Ògmhios 2015

There is circulated Report No RES/67/15 dated 17 August 2015 by the Chief Executive which sets out the final outturn position for the Chief Executive’s Office Capital budget for the period 1 April 2014 to 31 March 2015 and the position for the Chief Executive’s Office 2015/16 capital budget for the period to 30 June 2015.

The Committee is invited to approve the final outturn position for the Chief Executive’s Office capital budget for the period 1 April 2014 to 31 March 2015 and the capital monitoring position for the period 1 April 2015 to 30 June 2015.

FINANCE SERVICE
SEIRBHEIS AN IONMHAIS

15. Finance Service – Final Outturn and Revenue Monitoring to 30 June 2015
Toradh Deireannach Sgrùdadh Teachd-a-steach Seirbheis an Ionmhais 2014/15 agus Sgrùdadh gu 30 Ògmhios 2015

There is circulated Report No RES/68/15 dated 14 August 2015 by the Director of Finance which comments on the final outturn for the Revenue Budget for the year to 31 March 2015 and the Revenue Monitoring position for the period to 30 June 2015.

The Committee is invited to:-

i. approve the Finance Budget outturn position for 2014/15; and

ii. agree the monitoring report to 30 June 2015.

16. Revenue and Savings Monitoring Report to 30 June 2015
Aithisg Sgrùdaidh Teachd-a-steach agus Sàbhalaidhean gu 30 Ògmhios 2015

(a) Corporate Revenue Monitoring to 30 June 2015
Aithisg Sgrùdaidh Teachd-a-steach Corporra gu 30 Ògmhios 2015

There is circulated Report No RES/69/15 dated 17 August 2015 by the Director of Finance which presents the financial position of the revenue budgets of the General Fund and Housing Revenue Account (HRA) for the period from 1 April to 30 June 2015 and the estimated position for the 2015/16 financial year.

The Committee is invited to:-

i. approve the financial position of the General Fund and HRA revenue budgets at 30 June 2015;

ii. note the estimated year end net underspend of £0.934m; and

iii. note the risk of pressures materialising throughout the year which may change the estimated year end position.

(b) Service Savings for 2015/16– Quarter 1 Progress Report
Sàbhalaidhean Seirbheis airson 2015/16 – Aithisg Adhartais Cairteil 1

There is circulated Report No RES/70/15 dated 12 August 2015 by the Director of Finance which provides an overview of progress made by Services on agreed savings proposals for 2015/16.

The Committee is invited to note the progress made by Services towards their savings targets.

(c) Transformational Savings Programme
Sàbhalaidhean Cruth-atharrach

There is circulated Joint Report No RES/71/15 dated 17 August 2015 by the Director of Finance and Depute Chief Executive/Director of Corporate Development which explains that the Transformation Savings Programme (TSP) is progressing with a target to achieve £18m in efficiency savings for the period 2015/16 - 2018/19, as agreed by Council in December 2014.

The Committee is invited to consider and note:-

i. progress with the delivery of the Transformational Savings Programme; and

ii. actions being taken to ensure savings are delivered.

17. Corporate Capital Monitoring to 30 June 2015
Aithisg Sgrùdaidh a’ Chalpa Chorporra gu 30 Ògmhios 2015

There is circulated Report No RES/72/15 dated 17 August 2015 by the Director of Finance which provides an overview of expenditure on the General Fund and Housing Revenue Account (HRA) capital programmes for the period from 1 April to 30 June 2015 and the estimated position for the 2015/16 financial year.

The Committee is invited to consider the financial position of the General Fund and HRA Capital Programmes as at 30 June 2015.

18. Treasury Management
Rianachd Ionmhais

(a) Treasury Management Summary of Transactions
Geàrr-chunntas Ghnothaichean Rianachd Ionmhais

There is circulated Report No RES/73/15 dated 14 August 2015 by the Director of Finance which provides details on the Treasury Management transactions undertaken within the period which is submitted to the Committee in compliance with CIPFA's Code of Practice on Treasury Management and the Council's approved Financial Regulations.

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

(b) Annual Treasury Management Report 2014/15
Aithisg Bhliadhnail an Ionmhais 2014/15

There is circulated Report No RES/74/15 dated 17 August 2015 by the Director of Finance which presents the Annual Treasury Management Report for 2014/15 and highlights the Council’s treasury management activities undertaken, provides a commentary on the year, and compares activity to the expected activities contained in the annual Treasury Strategy Statement and Investment Statement which was approved by the Council on 13 March 2014.

The Committee is invited to consider the report and agree the Annual Treasury Report 2014/15 is submitted to the Council for approval.

19. Banking and Related Financial Transactions –Authorised Signatories
Gnothachasan Ionmhasail Bancaireachd is a’ Buntainn ri Bancaireachd –Luchd-soidhnigidh Ùghdarraichte

There is circulated Report No RES/75/15 dated 13 August 2015 by the Director of Finance which addresses the matter of Officers appointed to authorise banking and related financial transactions on behalf of the Council.

The Committee is invited to approve the following Officers as authorised signatories for banking and related financial transactions:-

• Derek Yule – Director of Finance
• David Robertson – Head of Corporate Finance
• Nigel Rose – Head of Audit and Risk Management
• Allan Gunn – Head of Revenues and Business Support
• Ashley Gould – Head of Procurement

20. Welfare Reform Update
Ath-leasachadh Shochairean

There is circulated Joint Report No RES/76/15 dated 13 August 2015 by the Director of Finance and Director of Community Services which provides comprehensive information on the current status of Universal Credit and other Welfare initiatives. It also makes available financial monitoring information, covering the Council’s considerable involvement in this area of work together with an early analysis of the Chancellor’s 2015 summer budget. In addition the report advises of The Scottish Parliament's Welfare Reform Committee’s consultation on the future delivery of social security in Scotland.

The Committee is invited to:-

i. note the local impact of the 2015 summer budget including the welfare changes and ongoing reform;

ii. note that Senior Officers continue to complete the response to the Scottish Parliament’s Welfare Reform Committee consultation on “The Future Delivery of Social Security in Scotland” and will be approved by the Welfare Reform Working Group;

iii. note the introduction of PayPoint for the electronic payment of school clothing grants;

iv. note the management information and budgetary position provided in the appendices to the report; and

v. support the anti-poverty work that is being taken forward by the Council’s Welfare Reform Working Group.

21. Advice and Information Services: End of Year Monitoring
Seirbheisean Comhairle agus Fiosrachaidh: Sgrùdadh Deireadh Bliadhna

There is circulated Report No. RES/77/15 dated 14 August 2015 by the Director of Finance which provides Members with the end of year monitoring of advice and information services in Highland for 2014/15. Advice and information services are recognised as a critical approach in alleviating poverty in the Council’s Programme and Single Outcome Agreement.

The Committee is invited to consider:-

i. the level of support provided to customers across Highland in 2014/15; the continued increase in demand for these services; and the pressures associated in delivering the intensive resource required to resolve complex cases;

ii. the positive impact of the Mental Health Project in addressing issues presented by vulnerable clients which has current funding until end of March 2016;

iii. the positive impact of the Reaching the Unreached service in preventing households being evicted and avoiding additional pressures on the Council’s homeless services. This service has Scottish Legal Aid Board funding until end of September 2016;

iv. the potential of the Midwifery project to support new and expectant mothers in the Highlands to maximise their incomes which has funding until end of May 2016; and

v. the outcomes being achieved in supporting Highland residents to mitigate the effects of poverty.

22. The ARCHIE Foundation – New Highland Children’s Unit, Raigmore Hospital – Application to Capital Discretionary Budget 2015/16
Urras ARCHIE – Aonad Ùr Chloinne na Gàidhealtachd, An Ràthaig Mhòr

The ARCHIE Foundation (ARCHIE) is the official charity of all child health across the North of Scotland, supporting children and their families whenever they access medical care. The first £1m target of the new Children’s Unit at Raigmore (the Unit) has been fully funded including a contribution of £0.150m from the Inverness Common Good Fund.

In this regard, there is circulated Joint Report No. RES/78/15 dated 14 August 2015 by the Director of Finance and the Inverness City Area Manager which invites Members to consider an application to the Capital Discretionary Fund of £0.050m towards the second appeal to raise a further £1m to complete the Unit.

The Committee is invited to consider awarding the project to create a new Highland Children’s Unit at Raigmore Hospital, as detailed within the report, the sum of £0.050m from the Capital Discretionary Fund for the year 2015/16, subject to conditions at the discretion of the Director of Finance.

23. Finance Service – Quarterly Performance Report
Seirbheis an Ionmhais – Aithisg Dèanadais Ràitheil

There is circulated Report No. RES/79/15 dated 14 August 2015 by the Director of Finance which provides a summary of key and statutory performance indicators for the Finance Service as at 30 June 2015.

The Committee is invited to note these statutory and key performance indicators.

24. National Fraud Initiative (NFI)
Iomairt Nàiseanta na Foille

There is circulated Report No RES/80/15 dated 14 August 2015 by the Director of Finance which provides information about the council’s general approach to the prevention and detection of fraud and error and details performance for Audit Scotland’s biennial National Fraud Initiative 2012/13 and so far, for the 2014/15 exercise.

The Committee is invited to consider:-

i. the council’s counter-fraud approach;

ii. the NFI process and timetable for data uploads, data matches and investigations;

iii. investigations arising from, and outcomes derived, from these initiatives; and

iv. the estimated additional income arising from the Council Tax Single Occupancy Discount review.

25. Review of Non Domestic Rates Discretionary Relief
Ath-sgrùdadh air Poileasaidh Faochaidh Fo Ùghdarras airson Reataichean Gnothachais

There is circulated Report No RES/81/15 dated 17 August 2015 by the Director of Finance which outlines the policy regarding discretionary relief. It also proposes a policy change with the financial impact detailed and asks Members to consider this proposal and decide if they wish this policy change to be implemented.

The Committee is invited to:-

i. note the current NDR reliefs available to businesses;

ii. note the current policy on NDR discretionary reliefs;

iii. consider the proposal to update the NDR discretionary reliefs policy in respect of non-licensed Sports Clubs to award 50% discretionary relief where certain qualifying criteria are satisfied; and

iv. approve an increase to the Non Domestic Rates Discretionary Relief budget to £0.701m.

26. Procurement Policy and Strategy 2015 to 2020
Poileasaidh agus Ro-innleachd Solair 2015 gu 2020

There is circulated Report No RES/82/15 dated 14 August 2015 by the Director of Finance which presents the Council’s high level intentions and aspirations in respect of outcomes delivered through Procurement work across the Council for the next five years. It recommends a long term strategy based on the Council’s values and sets out at a strategic level how Procurement will deliver those values.

The Committee is invited to approve the Council’s Procurement Policy and Strategy 2015 to 2020.

27. Corporate Debt Recovery System – Project Governance
Siostam Ath-bhuannachd Fhiachan Corporra – Riaghladh Pròiseict

There is circulated Report No RES/83/15 dated 17 August 2015 by the Director of Finance which highlights a material financial loss to the Council arising from a failed ICT project, and to bring to the Committee’s attention a range of weaknesses around the project management and governance.

The Committee is invited to:-

i. consider the details contained within this report;

ii. note the weaknesses identified and that “lessons learnt” are now being applied to all ICT projects;

iii. note that Audit and Scrutiny Committee will monitor the successful outcome of all the audit recommendations; and

iv. note that further Internal Audit work on project management is included within the current year’s Audit Plan and will be reported to Audit and Scrutiny Committee in due course.

28. Grant Street Car Park – Internal Audit Investigation
Pàirc Chàraichean Sràid nan Granndach – Sgrùdadh In-Sgrùdaidh

There is circulated Report No RES/84/15 dated 14 August 2015 by the Director of Finance which advises that the Council has not met the standard of administration expected in relation to the management of the leasehold interest at Grant Street, Inverness.

The Committee is invited to agree to payment of £18,424.22 of restitution to the Inverness Common Good Fund from Council balances.

MINUTES OF MEETINGS
GEÀRR-CHUNNTAS CHOINNEAMHAN

29. Minutes of Meetings
Geàrr-chunntasan Choinneamhan

There following Minutes of the Meetings are circulated for confirmation:-

i. Early Retirement Sub-Committee held on 28 May 2015;

ii. Fairtrade Steering Group held on 19 June 2015;

iii. Welfare Reform Working Group held on 29 June 2015;

iv. Employment Release Sub-Committee held on 12 August 2015;

v. Staff Partnership Forum (Elected Members/Staff Side Group) held on 14 August 2015; and

vi. Central Safety Committee held on 14 August 2015.

30. 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 and 9 of Part 1 of Schedule 7A of the Act.

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

There will follow to Members only for approval, Minutes of Meeting of the ICT Executive Board (Members) held on 19 August 2015.

FINANCE SERVICE
SEIRBHEIS AN IONMHAIS

32. Debts Recommended to be Written Off
Fiachan a Thathar a’ Moladh airson an Dubhadh Às

There is circulated to Members only Report No RES/85/15 dated 12 August 2015 by the Director of Finance which in accordance with good accounting practice, recommends the write-off of uncollectable debts.

The Committee is invited 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.

DEVELOPMENT AND INFRASTRUCTURE
LEASACHADH AGUS BUN-STRUCTAR

33. Highland Council Biomass Installation Performance Report
Aithisg Dèanadais Ionad Bith-thomaid Chomhairle na Gàidhealtachd

There is circulated to Members only Report No RES/86/15 dated 17 August 2015 by the Director of Development and Infrastructure which provides an update on the performance of the Highland Councils biomass boiler heating programme within its public buildings and identifies the arrangements that have been put in place to manage the “Biomass Heat Contract”.

The Committee is invited to note the contents of the report and the current performance of the Biomass Heat Provision Contractor.

34. Inverness Service Point
Ath-sgrùdadh Ionad-Seirbheis Inbhir Nis

There is circulated to Members only Report No RES/87/15 dated 4 August 2015 by the Director of Development and Infrastructure which outlines the lease position for the Inverness Service Point at 21- 23 Church Street.

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

35. Land and Property Report
Talamh agus Cuid-seilbh

There is circulated to Members only Report No. RES/88/15 dated 7 August 2015 by the Depute Chief Executive/Director of Corporate Development in respect of a number of land and property transactions.

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