Minutes of meeting
North Lanarkshire Council · 11 September 2024
Back to Finance and Resources Committee — 11 September 2024 and its agenda
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Finance and Resources Committee - Wednesday, 11 September 2024 1 Wednesday, 11 September 2024 at 10:00 AM. A Meeting of the FINANCE AND RESOURCES COMMITTEE PRESENT Councillor Duffy-Lawson, Convener, Councillor Fisher, Vice-Convener, Councillors Ballinger, Beveridge, Boyd, Brennan, Bustard, Carragher, Costello, Coyle, Crichton, Currie, Duffy, Dunbar, Hume, Johnston, Johnston, Jones, Kelly, Keltie, Lennon, Logue, Loughran, Masterton, McBride, McDade, McKendrick, McPake, Nolan, Patton, Roarty, Robinson, Smith, A Stubbs, Sullivan and Woods ALSO PRESENT In accordance with Standing Order 64(A) Councillors McCroy, Barclay and Burgess attended as substitutes for Councillors McLaren, L Stubbs and Watson respectively. CHAIR Councillor Duffy-Lawson (Convener) presided. IN ATTENDANCE Chief Officer (Assets and Procurement), Chief Officer (Finance), Chief Officer (Legal and Democratic), Chief Officer (People Resources), Brighter Futures Manager, Business Finance Manager (Resource Solutions), Business Strategy Manager, Category Manager, Estates Group Manager, Finance Manager, Occupational Strategy Wellbeing Manager, Strategic Asset Manager and Democratic Co-Ordinator. APOLOGIES Councillors Larson, McLaren, L Stubbs and Watson. Councillor's Remarks On behalf of the Committee, the Convener thanked Councillor Fisher for the contribution to the Committee during his time as Convener. 1 Declarations of Interest In Terms of the Ethical Standards In Public Life Etc. (Scotland) Act 2000 Councillor Duffy-Lawson, by virtue of his employment, declared a connection amounting to a declarable interest in respect of paragraph 24 - "Annual Procurement 2023-24” and left the meeting during consideration of the item. 2 Minute - Joint Consultative Committee for Local Government Employees - 11 June 2024 There was submitted the minute of the meeting of the Joint Consultative Committee for Local Government Employees held on 11 June 2024. Decided: that the minute of the meeting of the Joint Consultative Committee for Local Government Employees held on 11 June 2024 be approved.
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Finance and Resources Committee - Wednesday, 11 September 2024 2 3 Service Review - Revenues and Benefits There was submitted a report by the Chief Officer (Finance) (1) providing an update on the review of the Revenues and Benefits functions of the Council; (2) highlighting a series of actions that the Service aimed to deliver to improve customer experience and productivity to both manage demand and potentially delivery future revenue savings; and (3) summarising the Visitor Levy (Scotland) Bill and outlining some of the practical implications the Council would have to consider before making a decision to proceed with the consultation on the implications of a Visitor Levy in North Lanarkshire. Decided: (1) that the significant increase in demand faced by the Revenues and Benefits Team since 2018/19 be acknowledged; (2) that the efforts of the Service to manage demand within reduced resources and the steps taken to date to improve productivity be recognised; (3) that the support provided by the Business and Digital Service to improve productivity be recognised; (4) that the future actions aimed at continuing to improve customer experience and productivity with the potential to realise future revenue savings be acknowledged; and (5) that the potential for a Visitor Levy to generate additional funding from tourist and business visitors to North Lanarkshire be acknowledged and officers were to investigate the potential of introducing a Visitor Levy with a report to be submitted to the Committee in Cycle 1 of 2025 for consideration. 4 Brighter Futures Programme of Work - NL Academies There was submitted a report by the Chief Officer (People Resources) (1) informing that the Brighter Futures Programme of Work encompasses a wide-ranging series of projects which aim to improve educational attainment, job opportunities, entrepreneurship, and volunteering; (2) intimating that NL Academies form a key part of the Brighter Futures Programme of Work by working closely with businesses and partners in thriving industry sectors such as the built environment, health and social care and digital to create innovative but viable pathways to employment, boosting jobs and economic growth; (3) providing details of projects such as the summer placement programme and skills training for young people giving them job ready skills to access growth industries and opportunities for adults in North Lanarkshire to enter training and finish with a well-paid job in a growing industry; and (4) advising that it was important to enhance attraction and equalities to key industry sectors whilst acknowledging the next steps taken to further progress the work of the Academies. During discussion on this matter, a question was asked which Officers committed to respond outwith the meeting. "What are the Costs associated with the Brighter Futures Programme of Work?" (Councillor Lennon) Decided: that the content of the report and progress made to date, be approved. 5 Mental Health and Wellbeing Strategy Update There was submitted a report by the Chief Officer (People Resources) (1) providing an update on the Mental Health and Wellbeing Strategy which outlined the goals for the future; and (2) advising of the planned activities which will take place across the Council to support the mental health and wellbeing of the workforce.
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Finance and Resources Committee - Wednesday, 11 September 2024 3 During discussion on this matter, a question was asked which Officers committed to respond outwith the meeting. "What is the total number of working days lost over the year due to mental health?" (Councillor Robinson) Decided: (1) that the work which has been carried out to date to improve the mental health and wellbeing of our workforce be recognised; (2) that the incorporation of future work in this area as part of the One Workforce Plan and in particular the key priorities detailed under the Employee Engagement and Wellbeing priority be endorsed; and (3) that the positive work of the Service based mental health groups be acknowledged. 6 Annual Data Protection Report Financial Year 2023-24 There was submitted a report by the Chief Officer (Legal and Democratic) (1) providing an update on the Council's Data Protection compliance and activity in respect of Financial Year 2023/24; and (2) intimating that there were 152 breaches notified to the Data Protection Officer compared to 70 in the previous year of which 10 met the threshold for reporting to the Information Commissioner; and (3) setting out in section 2.8 of the report guidance issue to the Council by the Information Commissioner in relation to the reported breaches. Decided: that the contents of the report be acknowledged. 7 Digital North Lanarkshire Programme of Work - Improving Services There was submitted a report by the Chief Officer (Business and Digital) (1) providing an overview of progress on a number of digital projects which aimed to improve the efficiency of internal and external facing services; and (2) advising that the report focusses on three specific areas of work (a) Purchase to Pay (P2P):-the end-to-end process in which goods and services are purchased and ultimately paid for; (b) the corporate approach developed to ensure that project management and change management effectively complement each other and work in tandem to support the delivery of the Programme of Work to 2028; and (c) the Paperless Office and the developments currently underway to drive change across all Council services. During discussion on this matter, two questions were asked which Officer committed to respond outwith the meeting. "Does North Lanarkshire Council have a contract with the Scottish Government in respect of the P2P?" (Councillor Hume) "Can clarification of the dates contained within the last two columns of Appendix 1 to be circulated to Members of the Committee?"(Councillor Hume) Decided: (1) that the next steps of the programme outlined in the report be endorsed; and (2) that the contents of the report be otherwise acknowledged. 8 Enterprise Asset Management System Update - September 2024
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Finance and Resources Committee - Wednesday, 11 September 2024 4 There was submitted a report by the Chief Officer (Assets and Procurement) (1) advising that the Corporate Asset Management Plan (2021–2026) considers asset management across all Council Services with key objectives aligning with the visions and ambitions of The Plan for North Lanarkshire; (2) advising that, following the review of asset management systems used across the Council, the Brightly Confirm Enterprise Asset Management (EAM) system was assigned strategic status by the Enterprise Architecture Governance Group in December 2022 with the aim of consolidating as many assets on to a single solution thereby reducing the number of business systems used across the Council to manage assets; (3) proposing that an Enterprise Asset Management User Group be established, which would report to the Transforming Places Programme of Work Board; and (4) that the current support model be reviewed with the aim of ensuring that support and development for existing and future assets is appropriate. Decided: (1) that the update on progress made in developing an Enterprise Asset Management approach and roadmap be acknowledged; (2) that the use of the Brightly Confirm Enterprise Asset Management system solution as the Council’s strategic Enterprise Asset Management (EAM) solution be supported; (3) that the creation of an Enterprise Asset Management user group with appropriate Service representation, providing governance on the use of line of business systems to manage Council assets, to develop a roadmap to consolidate systems used to manage assets and to monitor and advise on system usage and development be endorsed; (4) that the Council’s Strategic Asset Manager be the lead officer for asset management across the Council; and (5) that Fleet Management and Business and Digital Teams review the systems presently used to manage their respective Service assets as part of the process to renew or replace the current systems, i.e., Freeway Fleet Management (Fleet assets) and Service Now (IT assets). 9 Strategic Performance Framework - Latest Performance Results for Business and Digital There was submitted a report by the Chief Officer (Business and Digital) (1) providing an update on the latest results for the suite of performance indicators used by Business and Digital to inform service delivery and underpin operational decisions; and (2) updating on the two areas of activity, namely Technology Strategy Solutions, which is responsible for the live delivery and operational management of technology solutions required to support services and schools in delivering front line day to day operations and in progressing activities which facilitate delivery of the Council’s strategic place-based ambition; and Business Strategy, which is responsible for driving business change, improvement, and service redesign in order to provide efficient and effective services in line with the Council’s, and the North Lanarkshire Partnership’s, strategic aims and plans. During discussion on this matter, a question was asked which officers committed to respond outwith the meeting. "Why was Appendix 1 target data for 2024/25 not applicable?" (Councillor Hume) Decided: that the high-level performance overview presented in Appendix 1 to the report, and the supporting data contained within the lined Excel spreadsheet be otherwise noted. 10 Revenue Monitoring Report Council Summary - 1 April 2024 to 19 July 2024 There was submitted a report by the Chief Officer (Finance) (1) providing an update on the overall position of the General Fund Account, Housing Revenue Account and Adult Health and Social
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Finance and Resources Committee - Wednesday, 11 September 2024 5 Care Account for the financial year as at 31 March 2025; (2) consolidating the budget monitoring position of all Services, and (3) highlighting and explaining major variances as per the Council’s approved Financial Regulations. During discussion on this matter, two questions were asked which Officers committed to responding outwith the meeting. "What is the annual budget for legal fees in the Chief Executive's Service and other Corporate Services?" (Councillor Brennan) "What is the overall Revenue Budget?" (Councillor Hume) Decided: that the financial position of the 2024/25 Revenue Budget be acknowledged. 11 Revenue Budget Monitoring Report; Chief Executive's Service - 1 April to 21 June 2024 (Period 3) There was submitted a report by the Chief Officer (Finance) (1) providing a summary of the Chief Executive’s Service financial performance for the period from 1 April to 21 June 2024, and (2) illustrating the provisional outturn as at 31 March 2025, with major outturn variances highlighted and explained per the Council’s approved Financial Regulations. Decided: that the financial position of the 2024/25 Chief Executive’s Service Revenue Budget be acknowledged. 12 Chief Executive Service - Capital Monitoring Report - 1 April to 21 June 2024 (Period 3) There was submitted a report by the Chief Officer (Finance) highlighting the financial performance and projected outturn of the 2024/25 Chief Executive’s Service Capital Programme for the period ended 21 June 2024 (Period 3). Decided: that the financial position of the 2024/25 Chief Executive Service Capital Programme be acknowledged. 13 Capital Programme 2024-25 Monitoring Report There was submitted a report by the Chief Officer (Finance) (1) providing an update on the 2024/25 resources and expenditure for the Council’s Strategic Capital Investment Programme, and (2) detailing the 2024/25 projected outturn position and the resultant variances. Decided: that the financial position of the Council’s Strategic Capital Investment Programme, as at 19 July 2024, be acknowledged. 14 Treasury Management Monitoring Report for Quarter Ended 30 June 2024 There was submitted a report by the Chief Officer (Finance) (1) explaining that the report fulfilled the key requirements of the Council’s reporting procedures for Treasury Management in accordance with the CIPFA Code of Practice on Treasury Management and the CIPFA Prudential Code for Capital Finance in Local Authorities, and (2) informing of the quarterly treasury management activity for the period from 1 April to 30 June 2024, together with compliance with the mandatory Treasury and Prudential Indicators. The Convener reminded Members of the importance of attending Treasury Management Training, which provided an insight into the content of the reports submitted to Committee. Decided: that Treasury Management activity for the quarter ending 30 June 2024, including the performance against the key treasury and prudential indicators, be acknowledged.
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Finance and Resources Committee - Wednesday, 11 September 2024 6 15 Treasury Management Annual Activity Report 2023-2024 There was submitted a report by the Chief Officer (Finance) (1) explaining that the report fulfilled the key requirements of the Council’s reporting procedures for Treasury Management in accordance with the CIPFA Code of Practice on Treasury Management and the CIPFA Prudential Code for Capital Finance in Local Authorities in that it (a) outlined the Treasury Management activity undertaken during 2023/24 and the resulting impact on the Council’s borrowing and investment strategy; (b) reported on the Council’s performance in complying with the mandatory prudential indicators, and (c) provided a detailed summary of the Council’s performance, making reference to those targets and prudential indicators set at the start of the year within the approved strategy, and (2) attaching, as an Appendix to the report, the Treasury Management Annual Activity Report 2023/24. Decided: that the Treasury Management activity undertaken during 2023/24, and its resulting impact on the Council’s borrowing and investment strategy, as set out within Appendix 1 to the report, be acknowledged 16 2023-24 Annual Outturn There was submitted a report by the Chief Officer (Finance) (1) advising that the annual statutory accounts for the year ending 31 March 2024 had been reported to the Audit and Scrutiny Panel at its meeting held on 27 June 2024 and subsequently submitted to the Council’s external auditors, Audit Scotland, by the statutory deadline of 30 June, before being published on the Council’s website; (2) providing an update on the overall position of the General Fund Account, explaining any major variations against the Council’s annual budget for the year 2023/24, and (3) providing an overall summary of the Housing Revenue Account. Decided: that the contents of the report be acknowledged 17 2024 Revenues and Benefits Update There was submitted a report by the Chief Officer (Finance) providing an update on the performance within the Revenues and Benefits functions of Finance as at 30 June 2024. Decided: that the contents of the report be acknowledged. 18 Review of 2024-25 to 2026-27 Budget Savings There was submitted a report by the Chief Officer (Finance) providing an update on the achievement of the three-year financial savings total of £28.778m, approved as part of the 2024/25 budget setting process. Decided: that the contents of the report be acknowledged 19 General Debtors Write Off 2024-25 There was submitted a report by the Chief Officer (Finance) (1) presenting a summary of outstanding debtor accounts which were deemed uncollectable following all attempts at recovery or were uneconomically viable to pursue; (2) advising that the total value of these accounts was £107,117.79; (3) intimating that, as per the delegated authority provided to her, the Chief Officer (Finance) had written off £8.748.65 of debts which had a value under £500, and (4) seeking approval to write off £98,369.14 of debts which had a value greater than £500. Decided:
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Finance and Resources Committee - Wednesday, 11 September 2024 7 (1) that the decision of the Chief Officer (Finance), under delegated authority, to write off £8,748.65 of debts with a value under £500 be acknowledged, and (2) that the write-off of £98,369.14 of debts with a value greater than £500 be approved. 20 General Debtors Write-Off 2024-25 - People Resource There was submitted a report by the Chief Officer (People Resources) (1) presenting a summary of outstanding debtor accounts which were deemed uncollectable following all attempts at recovery or were not economically viable to pursue; and (2) advising that the total value of these accounts was £57,175.56; (3) intimating that, as per the delegated authority provided to her, the Chief Officer (People Resources) had written-off £14,036.53 of debts which had a value of under £500; and (4) seeking approval to write-off £43,139.03 of debts which had a value greater than £500. Decided: (1) that the decision of the Chief Officer (People Resources), under delegated responsibilities, to write off £14,036.53 of debts with a value under £500 be acknowledged, and (2) that the write off of £43,139.03 of debts with a value greater than £500 be approved. 21 Remit - Housing Committee - Sundry Debt Write Off 2024 There was submitted a report by the Depute Chief Executive, which had been considered by the Housing Committee held on 28 August 2024, presenting a summary of outstanding debtor accounts which were deemed uncollectable following all attempts at recovery or were considered uneconomically viable to continue to pursue. Decided: (1) that the decision of the Depute Chief Executive and the Chief Officer (Finance) to write off debts with a value under £500, totalling £194,241.54, under their delegated authority, be noted, and (2) that the write off of £187,613.20, of debts with a value greater than £500, be approved 22 Remit - Education, Children and Families Committee - Sundry Debt Write Off 2024 There was submitted a report by the Chief Officer (Education – North) which had been considered by the Education, Children and Families Committee held on 10 September 2024, providing a summary of outstanding debtor accounts relating to previous financial years which were deemed uncollectable following all attempts at recovery or were considered uneconomically viable to continue to pursue. Decided: (1) that the decision of the Chief Officer (Education – North) and Chief Officer (Finance), under their delegated responsibilities, to write off a total of £2,778.05 of debts with a value under £500, be noted, and (2) that the write-off of £12, 977.53 of debts with a value greater than £500 be approved. 23 Remit - Adult Care and Social Work Committee - Sundry Debt Write Off 2024 There was submitted a report by the Chief Officer (Adult Social Work Services), which had been considered by the Adult Care and Social Work Committee held on 3 September 2024, presenting a summary of outstanding debtor accounts which were deemed uncollectable following all attempts at recovery or considered uneconomically viable to continue to pursue.
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Finance and Resources Committee - Wednesday, 11 September 2024 8 Decided: (1) that the decision of the Chief Accountable Officer and the Head of Financial Solutions, under their delegated responsibilities, to write off £140,917.93, of debts with a value under £500 be noted, and (2) that the write-off of £19, 581.98 of debts with a value greater than £500 be approved. Prior to consideration of the following item, Councillor Duffy-Lawson, having declared a connection amounting to a declarable interest in respect of Annual Procurement 2023-24 by virtue of his employment, left the meeting during consideration of this item, and demitted the Chair which, for the duration of consideration of this item only, was assumed by Councillor Fisher. 24 Annual Procurement 2023-24 There was submitted a report by the Chief Officer (Assets and Procurement) (1) explaining that, in terms of the Procurement Reform (Scotland) Act 2014, the Council was required to prepare an Annual Procurement Report on all regulated procurement activity as soon as reasonably practicable after the end of each financial year; (2) attaching, at Appendix 1 to the report, the Annual Procurement Report 2023/24; (3) indicating that the Annual Procurement Report provides a summary of performance against the Council’s Procurement Strategy 2023/24, which had been approved by the Committee at its meeting held on 14 September 2022, and (4) highlighting the requirement for the Council to publish the Annual Procurement Report on its website and send it to Scottish Ministers. During discussion on this matter, two questions were asked which Officers committed to responding outwith the meeting. "What is the “Lanark County Council (Swedish Timber) Main Work programme?" (Councillor Robinson) "Why were Dalziel High School Sports Pitches being used?" (Councillor Robinson) Decided: (1) that the content of the report be approved; (2) that the publication of the Annual Procurement Report 2023-24 on the Council's website be endorsed, and (3) that the requirement to notify Scottish Ministers of the publication of the Annual Procurement Report 2023-24 be acknowledged 25 Contracts Awarded Below Committee Approval Threshold There was submitted a report by the Chief Officer (Assets and Procurement) intimating that contracts highlighted within Appendix 1 had been awarded by him in accordance with the General Contract Standing Orders since the last Committee reporting cycle. Decided: that the contracts awarded since the last Committee reporting Cycle be acknowledged.
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Finance and Resources Committee - Wednesday, 11 September 2024 9 It was agreed in terms of Section 50A(4) of the Local Government (Scotland) Act 1973, that the public 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 6 and 9 of Part 1 of Schedule 7A of the Act 26 Specification Costs - Former Orr's Building, South Bridge Street, Airdrie, ML6 6JA There was submitted a report by the Chief Officer (Assets and Procurement) informing the Committee of additional specification costs for 20 residential properties at the former Orr's Building, South Bridge Street, Airdrie to support the Council’s new housing specification requirements. Decided: (1) that the cost of the additional specification to improve the 20 residential properties at the former Orr's Building, South Bridge Street, Airdrie, on the terms as detailed within the report, be acknowledged, and (2) that all other terms and conditions be adjusted by the Chief Officer (Assets and Procurement).