Policy and Strategy Committee

Thursday 25 April 2002 at 3.00 pm

Present:  Provost Roach, Councillors Blair, Calvert, Jackson, McCabe, McGhee, Mitchell, O'Rourke, Rebecchi and Robertson (A).

Chair:  Councillor Jackson presided.

In attendance:  Chief Executive, Depute Chief Executive, Director of Community & Protective Services, Mr J Sutherland (for Director of Education Services), Director of Finance Services, Mr G Douglas (for Director of Legal & Support Services), Director of Social Work & Housing Services, Head of Customer Services, Head of Personnel Services and Head of Property Services.

Apologies:  Councillors Morrison (M) and Robertson (Y).

392

Local Outcome Agreement - Remit from Social Work & Housing Committee

392

There was submitted a report dated 11 April 2002 by the Director of Legal & Support Services on a decision of the Social Work & Housing Committee at its meeting on 9 April 2002 requiring that the Committee consider the allocation of funds to Social Work Services in 2003/2004 in respect of a revised Local Outcome Agreement for Services to Older People prior to its submission to the Scottish Executive.

Decided:  that it be agreed to allocate the sum of £342,000 to Social Work Services as a commitment for the 2003/2004 Revenue Budget in respect of a revised Local Outcome Agreement for Services to Older People.

393

Gourock Highland Games - Remit from Community & Protective Services Committee

393

There was submitted a report dated 19 April 2002 by the Director of Legal & Support Services on a request received from the Community & Protective Services Committee at its meeting on 18 April 2002 that a financial contribution be made from the Common Good Fund towards the cost of holding the Gourock Highland Games 2002.

Decided:  that it be agreed to provide an allocation of £24,000 from the Common Good Fund to support the Gourock Highland Games 2002.

(Provost Roach entered the meeting at this juncture).

394

Revenue Monitoring Report - Period 12

394

There was submitted a report dated 4 April 2002 by the Director of Finance Services on the position of the Revenue Budget 2001/02 as at Period 12 (6 March 2002).

Noted

395

General Fund Revenue Budget 2001/2002

395

There was submitted a report dated 11 April 2002 by the Director of Finance Services (1) on the position of the 2001/2002 General Fund Revenue Budget as at 6 March 2002 and (2) advising of overspends in the Social Work & Housing and Community & Protective Services Budgets.

Decided:  

(1)      that the position of the 2001/02 General Fund Revenue Budget be noted;

(2)      that the ongoing pressures within the Social Work & Housing and Community & Protective Services Budgets be noted; and

(3)      that it be remitted to the Director of Community & Protective Services to report to the Community & Protective Services Committee on the local authority’s licensing requirement from the Performing Rights Society.

396

Capital Programme 2001/2002 - Technical Progress

396

There was submitted a report dated 2 April 2002 by the Depute Chief Executive on the technical progress of the Capital Programme 2001/2002.

Noted 

397

Capital Programme 2001/02-2003/04 - Financial Position

397

There was submitted a report dated 4 April 2002 by the Director of Finance Services on the financial position of current and proposed projects in the Non-HRA Capital Programme 2001/02-2003/04.

Noted 

398

Non-HRA Capital Programme 2001/02

398

There was submitted a report dated 16 April 2002 by the Director of Finance Services (1) on the current position of the 2001/02 Non-HRA Capital Programme and (2) comparing projected expenditure against capital consent limits.  The report advised that expenditure as at 27 March 2002 totalled £8,290,000 leaving a further £540,000 to be spent if the projected expenditure was to be achieved.  Internal fees totalling £300,000 still required to be processed, resulting in a shortfall against estimates provided by client Officers of approximately £200,000.

Decided:

(1)      that the Committee note with concern the projected underspend in the 2001/02 Non-HRA Capital Programme; and

(2)      that it be remitted to the Director of Finance Services to report to the next meeting of the Committee on proposals for enhancing the accuracy of future reporting in this area.

399

Capital Programme 2002/03 - 2003/04 - Area Renewal Development & Feasibility Funds

399

There was submitted a report by the Depute Chief Executive seeking approval for an initial allocation of resources from the Area Renewal Development Fund and the Development Feasibility Fund elements of the Non-HRA Capital Programme for the various projects detailed in Appendix 1 to the report.  It was noted that these projects were likely to attract significant external funding but required immediate work and financial commitment to meet application deadlines.

Decided: 

(1)      that approval be given (a) to the allocation of resources from the 2002/03 Area Renewal Development Fund and the Development Feasibility Fund included in the Non-HRA Capital Programme for the projects detailed in Appendix 1 to the report, viz:

Pottery Street Phase 1, Pottery Street Phase 3, Cut Restoration Project, Port Glasgow Property Grant, Access Strategy (PG), Wemyss Bay Woodland, Pottery Street Phase 2, Newark Area Development, (b) to the allocation of resources from 2003/04 for Wemyss Bay Woodland and (c) to the allocation of resources from 2003/04 and 2004/05 for the Cut Restoration Project; and

(2)      that it be remitted to the appropriate Service Committees to take all necessary action to progress the prioritised projects including the appointment of contractors and the issuing and acceptance of tenders in accordance with the Council’s Standing Orders Relating to Contracts and the Financial Regulations.

400

Non Domestic Rates - Discretionary Relief Policy

400

There was submitted a report dated 18 March 2002 by the Director of Finance Services requesting the Committee to confirm the policies to be adopted for awarding discretionary relief of Non Domestic Rates and agree a policy review period for discretionary relief.

Decided: 

(1)      that the existing policies for the award of discretionary relief for Non Domestic Rates be confirmed;

(2)      that the policies be reviewed every 3 years unless there is a requirement for revisal in the interim period; and

(3)      that the appeals procedure to the Policy & Strategy Committee against decisions of the Director of Finance Services as detailed in the report be agreed.

401

Risk Management Policy

401

There was submitted a report dated 10 April 2002 by the Chief Executive recommending approval of a Risk Management Policy Statement set out in Appendix 1 to the report.

Decided: 

(1)      that the Risk Management Policy Statement set out in Appendix 1 to the report be approved; and

(2)      that agreement be given for the organisation of a workshop for Councillors and senior Officers in early course to launch and plan the implementation of the Policy document.®

402

Code of Corporate Governance

402

There was submitted a report dated 17 April 2002 by the Chief Executive (1) recommending approval of the Code of Corporate Governance for the Council detailed in Appendix 1 to the report and (2) requesting approval of action to be taken by the Chief Executive to ensure compliance with the Code and appropriate annual reporting.

Decided: 

(1)      that the Code of Corporate Governance set out in Appendix 1 to the report be approved; and

(2)      that the action to be taken by the Chief Executive to ensure compliance with the Code and appropriate annual reporting be approved.

403

Members Allowances

403

There was submitted a report dated 10 April 2002 by the Director of Finance Services (1) advising of increases in Members Allowances notified by the Scottish Executive and (2) requesting the Committee to delegate authority to the Director of Finance Services in consultation with the Chief Executive to implement future increases.

Decided: 

(1)      that the increases in Members Allowances detailed in the report be noted; and

(2)      that authority be delegated to the Director of Finance Services in consultation with the Chief Executive to implement further increases notified by the Scottish Executive.

404

Children (Scotland) Act 1995 - Children’s Services Plan

404

There was submitted a report by the Director of Community & Protective Services (1) on the progress of the Children’s Services Plan and (2) seeking approval to publish the second Plan.

Decided: 

(1)      that the continued work of the Children’s Services Plan Implementation Group be noted; and

(2)      that approval be given to the draft Children’s Services Plan 2002/04, circulated separately to Members, for submission to the Scottish Executive and for publication and issue to service users and their families.

405

Inverclyde Regeneration Partnership

405

There was submitted a report by the Director of Community & Protective Services (1) providing an update on the activities of Inverclyde Regeneration Partnership and (2) seeking approval of decisions taken at the Partnership Forum held on 4 March 2002.

Decided:  that the Committee note:

(a) the adoption of the new Partnership appraisal and evaluation arrangements;

(b) the 11 projects requiring evaluation in 2002/2003 as detailed in Appendix 1 to the report;

(c) the decisions reached by the Partnership Forum on new, supplementary, existing and extension SIP funding bids;

(d) the Partnership financial position for 2001/2002 and the financial projections for 2002/2003;

(e) the endorsement of the Youth Pathfinder evaluation and the future roles of staff members within the initiative;

(f) the Community Planning update; and

(g) redundancy issues resulting from the Impact Project.

406

Request for Financial Assistance - Community Councils in Gourock

406

There was submitted a report dated 9 April 2002 by the Director of Legal & Support Services on a request received from Cardwell Bay Community Council on behalf of the three Community Councils in Gourock (Upper Gourock, Old Gourock and Cardwell Bay) that the Council consider providing a special project grant of £3,000 towards the cost of an event to commemorate the Queen’s Golden Jubilee.

Decided:  that a special project grant of £3,000 be awarded to Cardwell Bay Community Council on behalf of the Community Councils in Gourock towards the costs of a Queen’s Golden Jubilee event on 15 June 2002.

407

Policy for the Arts:  Request from Councillor Blair

407

There was submitted a report dated 11 April 2002 by the Director of Legal & Support Services on a request received from Councillor Blair that the Council consider the position on its Policy for the Arts with particular reference to the needs of Greenock Arts Guild.  The report advised that the Director of Community & Protective Services, following his recent assumption of responsibility for arts and cultural services, was pursuing an outstanding remit to finalise an Arts Policy and would be intending to report to the Policy & Strategy Committee in this regard within the next 3 months.  Further discussions had also taken place with the Scottish Arts Council which had advised that the Greenock Arts Guild should proceed with its application notwithstanding that the Council had to complete its policy/strategy document.

The Director of Community & Protective Services provided an oral update on further recent developments in this regard.

Decided: 

(1)      that the position be noted; and

(2)      that it be remitted to the Director of Community & Protective Services to ensure that priority is given to support for Greenock Arts Guild.

408

Best Value and Performance Review Panel - Minute of Meeting of 5 March 2002

408

There was submitted minute of the meeting of the Best Value and Performance Review Panel of 5 March 2002.

Approved

409

Review of Community Councils

409

There was submitted a report dated April 2002 by the Chief Executive on representations received from Community Councils and Councillors relative to proposals to include revised Community Council boundaries in a new Scheme for Community Councils together with revised arrangements for funding, following the decision of the Committee at its meeting on 14 March 2002 (para 265) to continue consideration for further consultation.

Following discussion, Councillor Jackson moved:

(1)      that approval be given for a new Scheme for Community Councils to be submitted for consideration by the Committee in the near future which would include the following:-

(a)      proposals for the initial establishment of twelve Community Councils made up of one, two or three Wards as shown at Option 3 on the maps issued with the report to the Committee on 14 March 2002 with amendment to reflect the realignment of Ward 8 with Ward 7 as described in the report of April 2002;

(b)      provision for Community Councils in areas covered by two or three Wards to devolve to single Ward areas if there were sufficient support for such a proposal at some future date;

(c)      provision for a Community Council area to be absorbed by a neighbouring Community Council in the event of disbandment;

(d)      proposals to distribute the full budget allocated for Community Council purposes each year to those Community Councils which meet the criteria; and

(2)      that it be agreed that Community Councils be provided with premises and adequate administrative support and that discussions take place between Community Council representatives, representatives of the Federation of Inverclyde Tenants and Residents Associations (FITRA) and appropriate Council Officers on the possible joint use of the premises at 19/21 Lynedoch Street, Greenock which the Council had previously agreed to provide to FITRA for use as office premises.

As an amendment, Councillor McCabe moved that Option 4 be adopted subject to amendment to allow the establishment of two separate Community Councils for Inverkip and Wemyss Bay, resulting in eight Community Councils in total (Kilmacolm, Port Glasgow, Greenock Central East, Greenock Central West, Greenock South West, Gourock/Greenock West, Inverkip, Wemyss Bay).  On a vote, 3 Members voted for the amendment and 7 for the motion which was declared carried.

Decided:

(1)      that approval be given for a new Scheme for Community Councils to be submitted for consideration by the Committee in the near future which would include the following:-

(a)      proposals for the initial establishment of twelve Community Councils made up of one, two or three Wards as shown at Option 3 on the maps issued with the report to the Committee on 14¸ March 2002 with amendment to reflect the realignment of Ward 8 with Ward 7 as described in the report of April 2002;

(b)      provision for Community Councils in areas covered by two or three Wards to devolve to single Ward areas if there were sufficient support for such a proposal at some future date;

(c)      provision for a Community Council area to be absorbed by a neighbouring Community Council in the event of disbandment;

(d)      proposals to distribute the full budget allocated for Community Council purposes each year to those Community Councils which meet the criteria; and

(2)      that it be agreed that Community Councils be provided with premises and adequate administrative support and that discussions take place between Community Council representatives, representatives of the Federation of Inverclyde Tenants and Residents Associations (FITRA) and appropriate Council Officers on the possible joint use of the premises at 19/21 Lynedoch Street, Greenock which the Council had previously agreed to provide to FITRA for use as office premises.

410

Political Management Arrangements

410

There was submitted a report dated 18 April 2002 by the Chief Executive on options for the political management of the Council utilising a revised Committee Model based on the Community Plan themes and the establishment of Area Committees with delegated decision making and spending powers.

Following discussion, Councillor Jackson moved:

(1)      that Option 1 be adopted as the revised Committee Model;

(2)      that the Standing Orders Working Group be convened to address the matters of (a) Committee remits and organisation of Committee business, (b) amendments to the Scheme of Delegation to remove all routine business from Council agendas and (c) the requirements for a revised information system for Members and to report thereon to the Committee as soon as possible;

(3)      that it be agreed to implement an 8 week Committee cycle covering the period to May 2003 and that a report thereon be submitted to the next meeting of the Inverclyde Council; and

(4)      that the report on the structure and operation of Area Committees be submitted to the Committee along with the recommendations from the Standing Orders Working Group on Committee remits and the organisation of Committee business.

As an amendment, Councillor Mitchell moved that the report be continued for further consideration.  On a vote, 3 Members voted for the amendment and 7 for the motion which was declared carried.

Decided:

(1)      that Option 1 be adopted as the revised Committee Model;

(2)      that the Standing Orders Working Group be convened to address the matters of (a) Committee remits and organisation of Committee business, (b) amendments to the Scheme of Delegation to remove all routine business from Council agendas and (c) the requirements for a revised information system for Members and to report thereon to the Committee as soon as possible;

(3)      that it be agreed to implement an 8 week Committee cycle covering the period to May 2003 and that a report thereon be submitted to the next meeting of the Inverclyde Council; and

(4)      that the report on the structure and operation of Area Committees be submitted to the Committee along with the recommendations from the Standing Orders Working Group on Committee remits and the organisation of Committee business.

411

Grants to Voluntary Organisations 2002/2003

411

There was submitted a report by the Director of Community & Protective Services on recommendations made by the Sounding Board for the first round of grants to Voluntary Organisations in 2002/2003.

Decided:  that the list of awards recommended by the Sounding Board and set out in Appendix 1 to the report be agreed.

412

Disclosure Scotland - Protecting the Vulnerable by Safer Recruitment

412

There was submitted a report dated 15 April 2002 by the Head of Personnel Services on the measures which the Council would require to adopt to ensure that it complied with the requirements specified by Disclosure Scotland for protecting the vulnerable by safer recruitment in terms of Part V of the Police Act 1997.

Decided:  that the implications of Part V of the Police Act 1997 and the actions required to ensure that the Council complied with the requirements of Disclosure Scotland be noted.

It was agreed in terms of Section 50(A)(4) of the Local Government (Scotland) Act 1973 as amended, that the public and press be excluded from the meeting for the following item on the grounds that the business involved the likely disclosure of exempt information as defined in paragraphs 1, 11 & 12 of Part I of Schedule 7(A) of the Act.

The Committee agreed to adjourn from 4.55 pm to 5.00 pm.

413

Pension Fund - Financial Impact of FRS17

413

There was submitted a report dated 25 April 2002 by the Director of Finance Services (1) identifying the 2002/03 budget provisions and the financial implications resulting from FRS17 Retirement Benefits and the ex-Inverclyde District Council Scheme of Voluntary Early Retiral and (2) advising of the results of consultations with the Trade Unions.

(Councillor Mitchell left the meeting during consideration of this item of business).

The Convener provided the Committee with an oral update on representations which had been received from the Trade Unions.  The Committee agreed following a vote to terminate the enhancement entitlement under the ex-Inverclyde District Council Early Retirement Scheme on 30 September 2002, all as detailed in the Appendix.