Minute of Meeting of Scrutiny and Performance Committee of 12 June 2024 for Approval
Perth and Kinross Council · 18 September 2024
Back to Scrutiny and Performance Committee — 18 September 2024 and its agenda
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SCRUTINY AND PERFORMANCE COMMITTEE Minute of hybrid meeting of the Scrutiny and Performance Committee held in the Council Chambers, 2 High Street, Perth, on Wednesday 12 June 2024 at 09.30am. Present: Councillor C Stewart, Bailie A Bailey, Bailie C Ahern (substituting for C Shiers), Councillors K Allan, A Forbes, S Carr, M Frampton, I MacPherson (substituting for I Massie), W Robertson, F Smith, and J Welch. In Attendance: C Mailer (Director – Strategy, People and Resources); A Williams (Director – Economy, Place and Learning), E Ritchie, S Skene and J Scotcher (Economy, Place and Learning), L Simpson, J Clark, K Jamangile, A Goodey, S Wallace, K Molley, A Brown, and M Pasternak (Strategy, People and Resources); and K Ogilvy (HSCP) Also in attendance: H Smout and C Kinnoull (Culture P&K); P Cromwell and D Maclehose (LAL); and C Glasgow and V Rawlings-Jackson (PTCH) (up to Item 6) Apologies: Councillors I Massie and C Shiers Councillor C Stewart, Convener, Presiding. The Convener led discussion on Items 1-6 and the Vice-Convener led discussion on item 7 – 8 and P1. 1. WELCOME AND APOLOGIES The Convener welcomed all those present to the meeting and an apology was noted as above. 2. DECLARATIONS OF INTEREST No declarations of interest were made in terms of the Councillors’ Code of Conduct. 3. MINUTE OF MEETING OF THE SCRUTINY AND PERFORMANCE COMMITTEE OF 24 APRIL 2024 The minute of meeting of the Scrutiny and Performance Committee of 24 April 2024 was submitted and approved as a correct record. 4. OUTSTANDING BUSINESS STATEMENT Resolved: The status of actions in the Outstanding Business Statement, be noted and completed actions removed accordingly.
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5. UPDATE BYARMS LENGTH EXTERNAL ORGANISATIONS (i) Culture P&K H Smout, Chief Executive delivered a short slide-based presentation on the performance of the new Perth Museum. Members questions were answered. (ii) Live Active Leisure P Cromwell, Chief Executive delivered a short slide-based presentation on Perth Live Active Leisure City Transitioning Planning. Members questions were answered. (iii) Perth Theatre and Concert Hall C Glasgow, Chief Executive delivered a short slide-based presentation on Perthshire Box Officer Progress. Members questions were answered. The Convener asked representatives from each of the ALEOs to give a brief update on the key risks identified in their Annual Governance Statement. It was agreed reports from the ALEOs on what further plans are underway to prepare for the commencement of the ALEO Transformation project and latest financial updates be brought to Committee in September 2024. The Convener thanked representatives from each of the three ALEOs for their attendance and they left the meeting. THERE FOLLOWED A SHORT RECESS AND THE MEETING RECONVENED AT AM. 6. EXTREME WEATHER EVENTS REVIEW – OVERVIEW OF ACTIVITY There was a report submitted by Strategic Lead – Environment and Infrastructure (24/175) focusing on the Council’s preparedness, response, and recovery efforts during weather events, and identifying areas for improvement to enhance the Council’s effectiveness in handling similar future events. In response to a question from Bailie C Ahern regarding a contact list for future emergency events for residents, E Ritchie advised that following the severe weather events in October 2023, the Council developed a Welfare Protocol. E Ritchie confirmed as part of the Welfare Protocol, an information sheet had been included of key contact details. E Ritchie confirmed that the document would be uploaded to the Council website. In response to a question from Councillor K Allan regarding preparedness for future weather events that may occur over the summer, S Skene advised that staff are on call 24 hours a day from the Roads Maintenance Partnership, the Civil Contingencies Team and from other areas. S Skene confirmed that all round cover would be in place if required.
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In response to a question from Councillor W Robertson regarding a programme on clearing drains that are prone to flooding, J Scotcher advised the gullies in flood susceptible areas are on a schedule to be cleaned regularly. J Scotcher added that unfortunately with the sheer number of gulleys across Perth and Kinross and with limited resources, it would be difficult to keep all gullies clean. J Scotcher confirmed that gullies are on an annual list and could also be cleaned reactively in the event of severe weather. A Williams added that as weather events are constantly changing, work would be undertaken with partners to develop a predictive model as part of the full year Resilience Plan to try and prioritise which gullies are more likely to have flash flooding events. Members suggested meeting in their political groupings to look at ditches as part of budget discussions for the following year. In response to a question from Councillor K Allan regarding budget setting, C Mailer advised that when services and Strategic Leads across the organisation identify additional demands within service areas then budget pressures would be put forward by officers through the normal budget setting process. C Mailer added that a review had been undertaken on emergency resilience and confirmed that it would continue to be monitored. In a supplementary question, Councillor K Allan queried should the organisation be doing more in terms of tackling the issue of cleaning gullies. A Williams confirmed that further information would be circulated with members following committee. In response to a question from the Convener regarding community involvement in closing the flood gates, L Simpson confirmed for insurance reasons community groups could not be included in closing the flood gates. The Convener also queried if other public sector agencies would be able to provide support if required. C Mailer confirmed the first focus had been to enhance the capacity within staffing resources internally. C Mailer added that there are challenges around the technical ability and the risks of closing the gates but confirmed that officers would explore other opportunities going forward. In response to a further question from the Convener, A Williams confirmed that the report on the Year-Round Weather Events Response would be submitted to the Economy and Infrastructure Committee in August 2024. Resolved: The contents of Report 24/175, be noted. 7. ANNUAL GOVERNANCE STATEMENT 2023/24 There was submitted a report by Strategic Lead – Legal and Governance (24/176) presenting for scrutiny and review, the draft Annual Governance Statement (AGS) for the financial year 2023/24 which provides assurance as to the effectiveness of the Council’s governance framework and in particular the system of internal control. Bailie A Bailie queried if succession planning would be developed to mitigate the impact of staff leaving the organisation either through retirement or by moving to another job. L Simpson advised that in terms of loss of skills, knowledge and experience, the issue would be considered in phase two of the Leadership Review. L
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Simpson added that the People and Culture Strategy 2024-2028 would be submitted to the Finance and Resources Committee later that afternoon for approval which would include areas around workforce planning, succession planning and key risks associated. L Simpson also confirmed that within service management teams own operational business, the issue would be addressed. Resolved: (i) The draft Annual Governance Statement for the financial year 2023/24, be scrutinised. (ii) The assurance provided as to the adequacy and effectiveness of the Council’s governance arrangements including the system of internal control, be noted. 8. PERTH AND KINROSS HEALTH & SOCIAL CARE PARTNERSHIP (HSCP) CLINICAL AND CARE GOVERNANCE ASSURANCE REPORT There was submitted a report by Chief Social Work Officer (24/177) providing assurance to Perth & Kinross Council’s Scrutiny and Performance Committee on the Clinical Care and Professional Governance of the Perth and Kinross HSCP. In response to a question from Councillor K Allan, K Ogilvy confirmed that when fully staffed it would be possible to have Occupational Therapists assigned to individual wards, however, with current resourcing issues, the resource had been centralised and Occupational Therapists would be allocated depending on the level of need and risk across PRI. In response to a supplementary question from Councillor K Allan regarding the level of vacancy, K Ogilvy advised that there are 10 whole time equivalent vacancies across the whole of the Partnership. Councillor A Forbes queried the reason for Occupational Therapist shortages. K Ogilvy confirmed that there had been a national shortage of Occupational Therapists. K Ogilvy advised that when full time posts are advertised in Perth and Kinross, they are filled easily but that it had been more difficult to recruit into posts that are part time or had fixed term funding. K Ogilvy added the Chief Officer had initiated a full review of the health promotion service to ensure that staff are deployed as effectively and efficiently as possible and to be able to identify any gaps in the process. In response to a question from Councillor K Allan regarding 400 people waiting for help, K Ogilvy advised that that the community waiting list for Occupational Therapist aids and adaptations would be managed by reviewing the priority list on an ongoing basis. K Ogilvy added that where possible, people are allocated an Occupational Therapist in terms of how long they had been on the list but could also be allocated depending on need. K Ogilvy confirmed that people are prioritised into three priorities based on support they require and confirmed that the Partnership are meeting the response time to those prioritised in priority one. Resolved: (i) The contents of Report 24/177, be scrutinised. (ii) The evolving nature of risk, that it has expanded to OT provision within PRI and in the community, be noted.
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IT WAS AGREED THAT THE PUBLIC AND PRESS SHOULD BE EXCLUDED DURING CONSIDERATION OF THE FOLLOWING ITEMS IN ORDER TO AVOID THE DISCLOSURE OF INFORMATION WHICH IS EXEMPT IN TERMS OF SCHEDULE 7A TO THE LOCAL GOVERNMENT (SCOTLAND) ACT 1973. P1. ANNUAL REVIEW OF CYBER SECURITY There was submitted a report by Strategic Lead – Legal and Governance and Senior Information Risk Officer (24/178) (1) providing the Committee with assurance that the Council’s Cyber Security controls are adequate, appropriate and effective and comply the relevant regulatory requirements, and (2) setting out the current arrangements in place to protect Council’s digital information and (3) giving an analysis of their effectiveness in terms of counteracting threats and mitigating associated risks to the integrity of Council’s systems and processes. Resolved: (i) The content of the Report (24/178), be scrutinised and noted. (ii) The assurance as regards the adequacy and effectiveness of the Council’s cyber risk and management arrangements, be noted. ~~~~~~