Policy & Resources Committee

Tuesday 25 September 2007 at 3.00 pm

Present:  Councillors Blair, Brooks, Clocherty, Ferguson, Fyfe, McCabe, McIlwee, McKenzie, Grieve (for MacLeod), Moran and Wilson.

Chair:  Councillor McCabe presided.

In attendance:  Chief Executive, Corporate Director Education and Social Care, Corporate Director Environment and Community Protection, Corporate Director Improvement and Performance, Corporate Director Regeneration and Resources, Chief Financial Officer, Head of Legal and Administration, Head of Performance Management and Procurement, Head of ICT and Business Transformation, Head of Organisational Development and Human Resources, Head of Economic and Social Regeneration and Managing Solicitor (Litigation/Advice).

Apologies:  Councillor MacLeod.

The following paragraphs are submitted for information only, having been dealt with under the powers delegated to the Committee.

578

School Estate Management Plan: Remit from Education and Lifelong Learning Committee

578

There was submitted a report by the Corporate Director Education and Social Care (1) advising of the proposed early association of pupils from the Dempster Street annex of Inverclyde Academy into the Inverkip Road annex of Inverclyde Academy and (2) requesting approval of additional expenditure arising from this and other changes within the School Estate Strategy as remitted by the Education and Lifelong Learning Committee on 4 September 2007.

Decided:

(1)                                                                                                    that it be noted that a report on the full amalgamation of the Dempster Street annex and the Inverkip Road annex into Inverclyde Academy by 7 January 2008 will be considered by the Education and Lifelong Learning Committee on 11 October 2008;

(2)                                                                                                    that approval be given to the additional costs of £375,000 remitted by the Education and Lifelong Learning Committee on 4 September 2007;

(3)                                                                                                    that approval be given to further costs of £5,000 as detailed in the summary of financial issues at section 6.3 of the report;  and

(4)                                                                                                    that the Committee acknowledge the clear advice from the Corporate Management Team and the Chief Financial Officer on maintaining an appropriate level of non-earmarked reserves and approve the requested additional funding of £380,000 on the clear understanding that the level of non-earmarked reserves will be returned to the recommended level through a combination of managed underspends in 2007/08 and the 2008/09 budget process.

579

Revenue Budget 2007/08 - Period 4

579

There was submitted a report by the Chief Financial Officer on the position of the 2006/07 out-turn of the Best Value & Corporate Services and Policy & Strategy Committee Budgets and the 2007/08 Revenue Budget position of the Policy & Resources Committee as at Period 4 (31 July 2007).

Decided:  that the Committee note the 2006/07 out-turn position of the Best Value & Corporate Services and Policy & Strategy Committee Budgets and the projected overspend of £15,000 in the Policy & Resources Committee Budget as at Period 4 (31 July 2007).

580

General Fund Revenue Budget 2007/08 - Period 4

580

There was submitted a report by the Chief Financial Officer (1) on the current position of the 2007/08 General Fund Revenue Budget and (2) providing an update on the position of the earmarked reserves.

Decided:

(1)                                                                                                    that the Committee note the current position of the General Fund Revenue Budget 2007/08 as at Period 4;

(2)                                                                                                    that all Strategic Committees be reminded of the requirement to stay within approved budgets in 2007/08 including meeting the costs of any service development proposals;

(3)                                                                                                    that the Committee note the position of the earmarked reserves and endorse the action being taken by the Corporate Management Team to review thoroughly all projections and phasings prior to the next meeting of the Committee;

(4)                                                                                                    that it be remitted to the Chief Financial Officer and the Corporate Management Team to incorporate a General Fund Reserve Strategy within the 2008/11 Revenue Budget process;  and

(5)                                                                                                    that it be noted that a progress report on expenditure under the Supporting People Grant will be submitted to the Health and Social Care Committee.

581

Non-HRA Capital Programme 2007/08

581

There was submitted a report by the Chief Financial Officer (1) on the current position of the one year Non-HRA Capital Programme and (2) advising of the out-turn position in respect of the 2006/07 Non-HRA Capital Programme.

During the course of discussion on this item, in particular regarding the level of underspend within the Capital Programme, the Chief Executive advised the Committee that a period of 18 months would be required to bring the Programme back in line.

Decided:

(1)                                                                                                    that the current position of the 2007/08 Non-HRA Capital Programme and the 2006/07 out-turn position be noted;  and

(2)                                                                                                    that the Corporate Director Regeneration and Resources provide an update to the next meeting of the Committee on progress in improving the monitoring and management of the Capital Programme, it being noted that a period of 18 months will be required to bring the Programme back in line.

582

2008/09 Budget Update

582

There was submitted a report by the Chief Financial Officer on proposals for the 2008/09 budget process taking account of local and national developments.

Decided:

(1)                                                                                                    that the Council develop a three year General Fund Budget to cover the years 2008/09 to 2010/11, it being acknowledged that the information for years 2009/10 and 2010/11 will be illustrative only due to the absence of information from the Scottish Executive;

(2)                                                                                                    that a detailed one year Non-HRA Capital Programme for 2008/09 and indicative Non-HRA Capital Programmes for 2009/10 to 2010/11 be developed and submitted to the Committee in February 2008;

(3)                                                                                                    that the Chief Executive, Corporate Director Improvement and Performance and Chief Financial Officer engage with the various political groupings to develop a budget setting process and that a report on this be submitted to the next meeting of the Committee;  and

(4)                                                                                                    that all Strategic Committees be reminded of the need for them to contain expenditure within their approved budgets in light of the significant pressures on the 2008/09 budget.

583

ICT Capital Programme Update

583

There was submitted a report by the Corporate Director Improvement and Performance on the status of the 2005/08 ICT Capital Programme.

Decided:

(1)                                                                                                    that the Committee note the improved position and progress made in the ICT Capital Programme;  and

(2)                                                                                                    that approval be given to virement of £107,900 capital expenditure from the 2007/08 Capital Budget to the 2006/07 Capital Budget.

584

ICT Service - Progress Report

584

There was submitted a report by the Corporate Director Improvement and Performance providing an update in taking forward the Service Delivery Model for the new ICT Service.

Decided:

(1)                                                                                                    that the Committee note the significant progress being made by the ICT and Business Transformation Service and that future ICT progress reports will be reported to the Committee as part of the overall Directorate Performance Report; and

(2)                                                                                                    that the Committee acknowledge the success of the major Desktop PC Refresh Programme and the seamless migration to the Microsoft Office and Exchange products.

585

Modernisation and Efficiency Programme - Progress Report

585

There was submitted a report by the Corporate Director Improvement and Performance on the progress of the Council’s Modernisation and Efficiency Programme.

There was circulated to the Committee, summary sheet describing the activities under the key project  “e-procurement” which it was recommended be included within Phase 1.

Decided:

(1)                                                                                                    that the Committee note the establishment of the Modernisation and Efficiency Board and the Member Reference Group;

(2)                                                                                                    that, subject to the inclusion of e-procurement, approval be given to the first phase of the Modernisation and Efficiency Programme as detailed in Appendix C of the report and that delegated authority be granted to the Corporate Director Improvement and Performance to take all appropriate steps to ensure that this phase of the programme is effectively implemented;  and

(3)                                                                                                    that an update report on the Modernisation and Efficiency Programme be submitted to the next meeting of the Committee.

586

Efficiency Statement 2006/07

586

There was submitted a report by the Corporate Director Improvement and Performance (1) providing an update on the guidance issued by COSLA in respect of the preparation and submission of Efficiency Statements for 2006/07 and (2) presenting the Council’s Efficiency Statement for 2006/07 which was submitted to COSLA by the target date of 24 August 2007.

Decided:

(1)                                                                                                    that the Council’s Efficiency Statement for 2006/07 be approved;  and

(2)                                                                                                    that a further report be submitted to the Committee on feedback on the Statement once this is received from COSLA or the Scottish Executive.

587

Efficiency Review Programme 2007/08 - Progress Report

587

There was submitted a report by the Corporate Director Improvement and Performance providing an update on progress in the Efficiency Review Programme 2007/08 agreed by the Council in February 2007.

Decided:

(1)                                                                                                    that the Committee approve the progress made to date in the Efficiency Review Programme;  and

(2)                                                                                                    that a further progress report be submitted to the next meeting of the Committee.

588

Strategic Planning and Performance Management Framework - Progress Report

588

There was submitted a report by the Corporate Director Improvement and Performance on progress made to date in developing and implementing the Council’s Strategic Planning and Performance Management Framework.

Decided:  that the Committee endorse the progress made to date in developing and implementing the Strategic Planning and Performance Management Framework.

589

Community Regeneration Fund 2005/2008

589

There was submitted a report by the Corporate Director Improvement and Performance and Corporate Director Regeneration and Resources (1) on the current position in respect of the Community Regeneration Fund and (2) requesting the Committee to agree to particular workstreams being addressed as part of an overall action plan.

Decided:

(1)                                                                                                    that the current position regarding the Community Regeneration Fund and in particular the uncertainty regarding funding after March 2008 be noted;

(2)                                                                                                    that the Council make appropriate representations to the Scottish Government through the Inverclyde Alliance regarding the severity of the situation and the implications for particular programmes and projects within Inverclyde;  and

(3)                                                                                                    that a further report be submitted to the Committee on the action points identified in the report, in particular the outcomes of the independent review commissioned into the performance of the current CRF project portfolio.

590

Treasury Management - Annual Report 2006/07

590

There was submitted a report by the Chief Financial Officer on the operation of the treasury function and its activities for 2006/07 as required under the terms of Treasury Management Practice 6 (“TMP6”) on “Reporting Requirements and Management Information Arrangements”.

Decided:  that the Committee note the content of the annual report on Treasury Management for 2006/07 and the ongoing work to ensure the delivery of financial benefits for the Council.

591

Treasury Management Monitoring Report 2007/08 - Quarter 1

591

There was submitted a report by the Chief Financial Officer summarising the Council’s treasury management position and activities during Quarter 1, 2007/08 as required under the terms of Treasury Management Practice 6 (“TMP6”) on “Reporting Requirements and Management Information Arrangements”.

Decided:

(1)                                                                                                    that the Committee approve an increase in the Council’s Policy Limit for the maximum percentage of debt repayable in any year from 15% to 30%;  and

(2)                                                                                                    that the Treasury Management Monitoring Report for Quarter 1 2007/08 be otherwise noted.

592

Corporate Performance Report

592

There was submitted a report by the Corporate Director Improvement and Performance presenting to the Committee the first Corporate Performance Report which complements existing Directorate Performance Reports submitted to Strategic Committees and which is a key component in the Council’s overall Strategic Planning and Performance Management Framework.

Decided:

(1)                                                                                                    that it be noted that the Corporate Performance Report represents a significant step forward for the Council in terms of performance management;

(2)                                                                                                    that the information contained in the Corporate Performance Report be approved and that future reports include appropriate Improvement Actions;  and

(3)                                                                                                    that it be noted that further reports on corporate performance will be presented to future meetings of the Committee.

593

Improvement and Performance Directorate - Performance Report

593

There was submitted a report by the Corporate Director Improvement and Performance on progress made by the Improvement and Performance Directorate in achieving its key objectives as set out in its Directorate Plan for 2007/08 and the contribution made to the achievement of key corporate priorities.

Decided:

(1)                                                                                                    that the Committee endorse the performance information contained in the report and note that further reports on the performance of the Improvement and Performance Directorate will be submitted to future meetings of the Committee; and

(2)                                                                                                    that Members be requested to identify any further performance information from the list detailed in the report for submission to the next meeting of the Committee .

594

Regeneration and Resources Directorate - Performance Report

594

There was submitted a report by the Corporate Director Regeneration and Resources on the progress made by those Services within the Regeneration and Resources Directorate which report to the Policy and Resources Committee in achieving their key objectives as set out in the Regeneration and Resources Directorate Plan and how they have contributed to the achievement of key corporate priorities.

Decided:  that the Committee note the performance information contained in the report and that further reports on performance will be submitted to future meetings of the Committee.

595

Inverclyde Alliance - Memorandum of Understanding

595

There was submitted a report by the Corporate Director Improvement and Performance appending the Inverclyde Alliance Memorandum of Understanding which had been approved by the Alliance Board on 27 August 2007.

Decided:

(1)                                                                                                    that The Inverclyde Council, as lead partner, endorse the contents of the Inverclyde Alliance Memorandum of Understanding;

(2)                                                                                                    that agreement be given to support the future development of the Inverclyde Alliance;

(3)                                                                                                    that reports on Community Planning and any specific areas of work which the Alliance is pursuing be submitted to the Committee on a regular basis;  and

(4)                                                                                                    that a training session on Community Planning be arranged for all Members of the Council.

596

Inverclyde Alliance - Preparation of Community Plan 2008 - 2020

596

There was submitted a report by the Corporate Director Improvement and Performance on the timetable for the development of the new Community Plan 2008 - 2020.

Decided:

(1)                                                                                                    that the contents of the report be noted;

(2)                                                                                                    that it be agreed to respond to the Community Plan consultation in October 2007;  and

(3)                                                                                                    that a finalised version of the Community Plan be submitted to the meeting of the Committee in November 2007.

597

Gender Equality Duty/Equal Pay Statement

597

There was submitted a report by Head of Organisational Development and Human Resources requesting the Committee to approve an Equal Pay Statement for Inverclyde Council in order to comply with the gender equality duties under the Equality Act 2006.

Decided:  that approval be given to the Equal Pay Statement as appended to the report subject to the following corrections:

Page 174

Document Control

Distribution

Stuart Graham, Head of Corporate Communications should read:-

Stuart Wilson, Head of Corporate Communications & Public Affairs

Page 176

Responsibilities for Delivering the Policy

The Council’s Corporate Director Education and Social Care is the Corporate Management Team lead officer and in conjunction with the Corporate Equalities Group is responsible for monitoring and promoting equality across the Council and ensuring the delivery of the Council’s Race Equality Scheme, Disability Equality Scheme and Gender Equality Scheme.  The Head of Organisational Development & Human Resources is responsible for meeting equalities duties in respect of employment and equal pay.  He will be responsible for ensuring the commitments made in this policy are implemented.

598

Revised Corporate Health & Safety Policy

598

There was submitted a report by the Head of Organisational Development and Human Resources requesting the Committee to approve the revised Corporate Health and Safety Policy and the Health and Safety Charter.

Decided:

(1)                                                                                                    that approval be given to the revised Health and Safety Policy and Health and Safety Charter appended to the report;  and

(2)                                                                                                    that support be given to the policy by active promotion of health and safety issues.

599

Recognition of Service for Returning Employees Post Transfer of Employment to River Clyde Homes

599

There was submitted a report by the Head of Organisational Development and Human Resources requesting the Committee to recognise the continuous service of previous Inverclyde Council employees who have been transferred under TUPE to River Clyde Homes but who return to Inverclyde Council employment post transfer.

Decided:

(1)                                                                                                    that it be agreed to recognise continuous service of returning employees who were subject to TUPE transfer to River Clyde Homes, as detailed in Section 5 of the report;  and

(2)                                                                                                    that the position be reviewed by the Head of Organisational Development and Human Resources after the one year period and if an extension is required, a further report be submitted to the Committee.

600

Residential Development at Hill Farm, Inverkip - Planning Permission IC/06/008

600

There was submitted a report by the Corporate Director Environment and Community Protection on the current position in respect of the planning permission and legal agreements relating to the residential development at Hill Farm, Inverkip.

Noted

601

Inverclyde Council on Disability (ICOD) - Service Level Agreement

601

There was submitted a report by the Corporate Director Environment and Community Protection appending a Service Level Agreement between Inverclyde Council and Inverclyde Council on Disability.

Councillor Grieve declared an interest in this item as a Member of Inverclyde Council on Disability.

Decided:  that the Service Level Agreement between Inverclyde Council and Inverclyde Council on Disability as appended to the report be approved.

602

Education and Social Care Services:  Amendments to Establishment

602

There was submitted a report by the Head of Organisational Development and Human Resources recommending amendments to the establishment within Education and Social Care by the creation of two new permanent posts.

Decided:  that agreement be given to the establishment of the following posts:

(1)                                                                                                    a post of Multi Agency Public Protection Arrangements (MAPPA) Co-ordinator with a fixed salary of £34,284 within the Criminal Justice Section of Social Work Services; and

(2)                                                                                                    a post of Health and Safety Officer at salary grade AP5/PO2 (£24,942 - £31,035) within the Human Resources Health and Safety Section to work solely for Education Services.

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 items on the grounds that the business involved the likely disclosure of exempt information as defined in the respective paragraphs of Part I of Schedule 7(A) of the Act as are set opposite each item:-

Item

Paragraph(s)

Proposed Directorate Structure Phase 3

1

Relocation of Greenock Arts Guild

2, 6 and 9

Kilmacolm New Village Centre

6, 8 and 9

Tall Ships Race 2011

6

Riverside Inverclyde - Physical Asset Transfer

8 and 9

Use of Powers Delegated to the Chief Executive

6

Asset/Property Valuations - Request to go to Tender

6 and 8

Release of Employees under the Council’s Severance Scheme

1

Suitable Alternative Employment Proposal

1

603

Proposed Directorate Structures - Phase 3

603

There was submitted a report by the Chief Executive (1) on Phase 3 of the proposed Directorate Structures for the Council, (2) seeking approval of proposals for Team Leaders and specific posts below Team Leader level, excluding Social Care, and (3) seeking approval for the proposed Social Care third tier management structure.

Decided:

(1)                                                                                                 that it be noted that the matching process for the Directorate Structures relative to the third tier management structure has been fully implemented;

(2)                                                                                                 that approval be given to the proposed Directorate Structures for Team Leaders and specific posts below this level (excluding Social Care Team Leader posts), including the posts to be deleted, and it be noted that all proposed grades will be subject to job evaluation in due course;

(3)                                                                                                 that approval be given to the third tier management structure for Social Care Services as detailed in the report;

(4)                                                                                                 that a further report on Phase 3 of the Social Work Directorate Structures including Team Leader posts will be submitted to a future meeting of the Committee;

(5)                                                                                                 that agreement be given to the establishment of a post of Business Support Executive at salary grade PO8 (£33,474 - £35,904) within the Chief Executive’s Office on a secondment basis and that the employee at the end of the secondment be redeployed to a post within the Council at their substantive grade;

(6)                                                                                                 that approval be given to the release of two employees in the Regeneration and Resources Directorate as detailed;  and

(7)                                                                                                 that in accordance with section 11.1 of the report, the Committee agree that the matter raised by the Trade Union UNISON be referred to the Human Resources Appeals Board.

604

Relocation of Greenock Arts Guild - Remit from Regeneration Committee

604

There was submitted a report by the Corporate Director Regeneration and Resources on a remit from the Regeneration Committee of 6 September 2007 relative to funding for the proposed relocation of the Greenock Arts Guild.  The Committee agreed to the funding requests, all as detailed in the appendix.

605

Kilmacolm New Village Centre - Remit from Regeneration Committee

605

There was submitted a report by the Corporate Director Regeneration and Resources on a remit from the Regeneration Committee of 6 September 2007 relative to the proposed Kilmacolm New Village Centre, its funding and management by the Kilmacolm New Community Centre Co Ltd (KNCCC Ltd) and its ability to source additional funds.

Councillors McCabe and Wilson declared an interest in this item as Board Members of KNCCC Ltd.

The Committee agreed to take the action requested, all as detailed in the appendix.

606

Tall Ships Race 2011

606

There was submitted a report by the Corporate Director Regeneration and Resources (1) outlining the benefits and costs of hosting the Tall Ships Race in 2011, (2) indicating the possible income from partnership working, trading activity, concessions and sponsorship and (3) seeking the Committee’s views on progressing the project.

Decided:

(1)                                                                                                 that the Committee support the proposal to host the Tall Ships Race 2011 and agree that £20,000 be made available to meet the Port Fee and that further funding for the event of £450,000 over the next three years be approved on the following basis:

provision of in-kind support/appropriate capital funding

£200,000

£50,000 per annum from the Common Good Fund

£150,000

surplus funding from Community Investment Fund

£100,000

(2)                                                                                                 that it be agreed that the financial commitment of the Council be limited to the funding identified above, that permission be granted to seek external funding for the event from partners and other sources and officers be requested to ensure that robust project and financial management is in place as soon as is practical;  and

(3)                                                                                                 that regular progress reports be submitted to the Regeneration Committee.

607

Riverside Inverclyde - Physical Asset Transfer

607

There was submitted a report by the Corporate Director Regeneration and Resources (1) advising Members of the progress made in relation to the transfer of physical assets from the Council to Riverside Inverclyde and (2) seeking support for all buildings on the relevant sites to be included as part of the transfer considerations.  The Committee agreed to take the action as recommended, all as detailed in the appendix.

608

Use of Powers Delegated to the Chief Executive

608

There was submitted a report by the Corporate Director Regeneration and Resources on the use of the powers delegated to the Chief Executive since the last ordinary meetings of the former Policy & Strategy and Best Value & Corporate Services Committees relative to the use of consultants for (1) Housing Stock Transfer Sites, (2) Remediation of Contaminated Land, (3) Development of the Council’s Asset Management Strategy and Plan, (4) Fire Risk Assessments, (5) CDM Co-ordinator Services - PPP Schools Project and (6) Specialist BREEAM Assessment and Independent Testing and Commissioning Engineering Services - Prudential Schools Project.

Noted

609

Asset/Property Valuations - Request to Go to Tender

609

There was submitted a report by the Chief Financial Officer requesting the Committee to grant approval to invite firms who are not currently on any of the Council’s approved lists to provide a valuation of assets required to comply with accounting standards for the 2007/08 final accounts.

Decided:  that approval be given to issue invitations to tender to the firms detailed in the report.

610

Release of Employees under the Council’s Severance Scheme

610

There was submitted a report by the Head of Organisational Development and Human Resources requesting the Committee to approve the release of six employees under the Council’s Severance Scheme.

Decided:

(1)                                                                                                 that approval be given to the release of the six employees detailed subject to the employees signing the relevant agreements;  and

(2)                                                                                                 that it be noted that the six employees will work the required payment in lieu of notice period at the request of River Clyde Homes who will reimburse the costs to the Council post transfer.

611

Suitable Alternative Employment Proposal

611

There was submitted a report by the Chief Executive presenting proposals in respect of the redeployment of a member of staff which were agreed, all as detailed in the appendix.