Agenda Document Pack - Executive Committee - 04/09/2024
South Lanarkshire Council · 4 September 2024
Back to Executive Committee — 4 September 2024 and its agenda
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Council Offices, Almada Street Hamilton, ML3 0AA Tuesday, 27 August 2024 Dear Councillor Executive Committee The Members listed below are requested to attend a meeting of the above Committee to be held as follows:- Date: Wednesday, 04 September 2024 Time: 10:00 Venue: Hybrid - Committee Room 1, Council Offices, Almada Street, Hamilton, ML3 0AA The business to be considered at the meeting is listed overleaf. Yours sincerely Paul Manning Chief Executive Members Joe Fagan (Chair/ex officio), Gerry Convery (Depute Chair), Alex Allison, John Anderson, Robert Brown, Andy Carmichael, Maureen Chalmers, Ross Clark, Margaret Cooper, Andrea Cowan, Maureen Devlin, Gladys Ferguson-Miller, Lynsey Hamilton, Susan Kerr, Eileen Logan, Katy Loudon, Hugh Macdonald, Ian McAllan, Catherine McClymont, Kenny McCreary, Lesley McDonald, Davie McLachlan, Richard Nelson, Mo Razzaq, Kirsten Robb, John Ross, David Shearer, Margaret B Walker Substitutes John Bradley, Walter Brogan, Poppy Corbett, Margaret Cowie, Elise Frame, Celine Handibode, Graeme Horne, Martin Hose, Ross Lambie, Elaine McDougall, Norman Rae, Graham Scott, David Watson 1
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BUSINESS 1 Declaration of Interests 2 Minutes of Previous Meeting Minutes of the meeting of the Executive Committee held on 7 August 2024 submitted for approval as a correct record. (Copy attached) 5 - 14 Monitoring Item(s) 3 Revenue Budget Monitoring for Period 4 - 1 April 2024 to 12 July 2024 Report dated 6 August 2024 by the Executive Director (Finance and Corporate Resources). (Copy attached) 15 - 20 4 Capital Budget 2024/2025 and Monitoring for Period 4 - 1 April 2024 to 12 July 2024 Report dated 8 August 2024 by the Executive Director (Finance and Corporate Resources). (Copy attached) 21 - 28 5 Additional Funding from Scottish Government and Other External Sources Report dated 10 August 2024 by the Executive Director (Finance and Corporate Resources). (Copy attached) 29 - 32 Item(s) for Decision 6 Glasgow City Region City Deal – Hairmyres Park and Ride - Full Business Case Report dated 9 August 2024 by the Executive Director (Community and Enterprise Resources). (Copy attached) 33 - 44 7 Representation on Outside Organisations Report dated 27 August 2024 by the Executive Director (Finance and Corporate Resources). (Copy attached) 45 - 46 Item(s) for Noting 8 Council Complaints Report: SPSO Annual Overview 2023/2024 Report dated 12 August 2024 by the Executive Director (Finance and Corporate Resources). (Copy attached) 47 - 56 Urgent Business 9 Urgent Business Any other items of business which the Chair decides are urgent. 2
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For further information, please contact:- Clerk Name: Tracy Slater Clerk Telephone: 07385 370089 Clerk Email: tracy.slater@southlanarkshire.gov.uk 3
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EXECUTIVE COMMITTEE Minutes of meeting held via Confero and in Committee Room 1, Council Offices, Almada Street, Hamilton on 7 August 2024 Chair: Councillor Joe Fagan (ex officio) Councillors Present: Councillor Alex Allison, Councillor John Anderson, Councillor Robert Brown, Councillor Ross Clark, Councillor Gerry Convery (Depute), Councillor Margaret Cooper, Councillor Andrea Cowan, Councillor Maureen Devlin, Councillor Gladys Ferguson-Miller, Councillor Lynsey Hamilton, Councillor Celine Handibode (substitute for Councillor Andy Carmichael), Councillor Susan Kerr, Councillor Eileen Logan, Councillor Katy Loudon, Councillor Hugh Macdonald, Councillor Ian McAllan, Councillor Catherine McClymont, Councillor Kenny McCreary, Councillor Lesley McDonald, Councillor Davie McLachlan, Councillor Richard Nelson, Councillor Mo Razzaq, Councillor Kirsten Robb, Councillor John Ross, Councillor David Shearer, Councillor Margaret B Walker Councillors' Apologies: Councillor Andy Carmichael, Councillor Maureen Chalmers Attending: Chief Executive’s Service P Manning, Chief Executive Community and Enterprise Resources D Booth, Executive Director; S Laird, Engineering Manager; C Park, Head of Roads, Transportation and Fleet Services Education Resources A Donaldson, Head of Education (Inclusion); L Sherry, Head of Education (Support Service and School Estate) Finance and Corporate Resources J Taylor, Executive Director; K McLeod, Administration Assistant; M Milne, Head of Personnel Services; T Slater, Administration Adviser; I Strachan, Head of Administration and Legal Services Housing and Technical Resources S Gibson, Executive Director Health and Social Care/Social Work Resources S Sengupta, Director, Health and Social Care Chair’s Opening Remarks The Chair:- congratulated young people across South Lanarkshire, who had recently received their exam results, for their hard work over the school year. The Chair also recognised the contribution of South Lanarkshire schools and the wider school community referred to the recent tragic events in Southport, and expressed that the thoughts of the whole Council were with the families and all those who had been affected. The Chair also, on behalf of the Council, condemned the violence, rioting and misinformation which had followed and made clear the commitment to preserving safety and security, equality and inclusion in South Lanarkshire 1 Declaration of Interests No interests were declared. 2 5
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2 Minutes of Previous Meeting The minutes of the meeting of the Executive Committee held on 26 June 2024 were submitted for approval as a correct record. The Committee decided: that the minutes be approved as a correct record. 3 Revenue Budget Monitoring for Period 3 - 1 April to 14 June 2024 A report dated 1 July 2024 by the Executive Director (Finance and Corporate Resources) was submitted on the overall financial position of the General Fund Revenue Account and the Housing Revenue Account for the period 1 April to 14 June 2024 and a projection for the year to 31 March 2025. As at 14 June 2024, the projected outturn position on the General Fund Revenue Account and Housing Revenue Account was a breakeven position, as detailed in appendices 1 and 2 to the report respectively. Information was provided on the following key budget areas:- teacher numbers employer’s pension contribution increase (teachers) school meal debt The Executive Director (Finance and Corporate Resources) responded to members’ questions and undertook to provide a breakdown of the principal payments and interest payments of loan charges to a member, as requested. The Committee decided: (1) that the projected breakeven position on the General Fund Revenue Account for 2024/2025, and the actual spend as at 14 June 2024, as detailed in section 4 and Appendix 1 to the report, be noted; and (2) that the projected breakeven position on the Housing Revenue Account for 2024/2025, and the actual spend as at 14 June 2024, as detailed in section 5 and Appendix 2 of the report, be noted. [Reference: Minutes of 26 June 2024 (Paragraph 4)] 4 Capital Budget 2024/2025 and Monitoring for Period 3 - 1 April to 14 June 2024 A report dated 16 July 2024 by the Executive Director (Finance and Corporate Resources) was submitted providing an update on the progress of the General Fund Capital Programme and the Housing Capital Programme for the period 1 April to 14 June 2024. At its meeting on 26 June 2024, the Committee agreed a General Services base budget for 2024/2025 amounting to £85.248 million which included £2.608 million of adjustments to the programme, as detailed in Appendix 1 to the report. This also included an amendment approved as part of the 2024/2025 Council Revenue Budget, where revenue monies were identified to fund a £7.2 million capital investment in roads. It had now been confirmed that £1.8 million of this £7.2 million would be spent in financial year 2024/2025. The programme and adjustments were detailed in Appendix 2. 6
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The detailed programme and spend for the General Fund was outlined in Appendix 3. Appendix 3 also showed a forecast for the financial year of £85.248 million. Actual spend incurred as at 14 June 2024 totalled £5.131 million. Actual funding received up to 14 June 2024 was £43.214 million. This was also detailed in Appendix 3. Relevant officers would continue to monitor the generation of all income. The Housing Capital Programme for 2024/2025 amounted to £77.248 million. Programmed funding for the year also totalled £77.248 million. The funding sources were detailed in Appendix 4 to the report. Budget for the period amounted to £10.075 million and, as at 14 June 2024, £10.075 million had been spent on the Housing Capital Programme. The position on the General Fund Capital Programme and the Housing Capital Programme would be monitored by the Financial Resources Scrutiny Forum. Officers responded to members’ questions in relation to various aspects of the report. The Committee decided: (1) that the period 3 position at 14 June 2024 of the General Fund Capital Programme, as detailed in appendices 2 and 3, and the Housing Capital Programme, as detailed in Appendix 4 to the report, be noted; (2) that the adjustments to the General Fund programme, detailed at Appendix 1 to the report, be approved; and (3) that the revised programmes be monitored by the Financial Resources Scrutiny Forum. [Reference: Minutes of 26 June 2024 (Paragraph 6)] 5 Additional Funding from Scottish Government and Other External Sources A report dated 2 July 2024 by the Executive Director (Finance and Corporate Resources) was submitted on additional funding, totalling £7.612 million, which had been made available to the Council by the Scottish Government and other external sources. The funding had been allocated as follows:- Revenue Funding Resource 2024/2025 (£m) Community and Enterprise 4.144 Corporate Items 1.239 Education 1.029 Total 6.412 Capital Funding Resource 2024/2025 (£m) Education 1.200 Total 1.200 Overall Total 7.612 The Committee decided: that the report be noted. [Reference: Minutes of 26 June 2024 (Paragraph 7)] 7
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6 South Lanarkshire Council Response to Pre-budget Scrutiny Call for Evidence on Managing Scotland’s Finances A report dated 16 July 2024 by the Executive Director (Finance and Corporate Resources) was submitted on the Council’s proposed response to the call for evidence issued by the Scottish Parliament’s Finance and Public Administration Committee as part of the pre-budget scrutiny process. The call for evidence had been issued on the topic of ‘Managing Scotland’s Finances: A Strategic Approach’ and information was provided on the focus of the call for evidence and primary objectives of this year’s pre-budget scrutiny. The proposed response was attached as Appendix 1 to the report. The Committee decided: (1) that the Council’s response to the call for evidence on ‘Managing Scotland’s Finances: A Strategic Approach’, attached as Appendix 1 to the report, be approved; and (2) that the response be submitted to the Scottish Parliament by the deadline of 12 August 2024. 7 National Care Service – Update A report dated 24 July 2024 by the Director, Health and Social Care was submitted providing an update on the National Care Service (Scotland) Bill. The National Care Service (Scotland) Bill, published in June 2022, had formally passed Stage 1 and was now at Stage 2 of the approval process for legislation. The stages were as follows below:- Stage 1 – consideration of the general principles of the Bill by Parliamentary Committee(s) and a debate and decision on those by Parliament Stage 2 – detailed consideration of the Bill by Parliamentary Committee(s) Stage 3 – final consideration of the Bill by the Parliament and a decision whether it should be passed or rejected Information was provided on proposed Stage 2 amendments to the Bill and, in early July 2024, the Scottish Parliament’s Health, Social Care and Sport Committee issued a call for views in relation to the draft amendments. The proposed response was attached as Appendix 3 to the report. Councillor Brown, seconded by Councillor Walker, moved that:- “The Executive Committee of South Lanarkshire Council – 1. agrees that the update on the National Care Service (Scotland) Bill is noted; 2. reiterates its strong opposition to centralisation of care services; 3. remains concerned that the proposals in the National Care Service (Scotland) Bill are unnecessarily bureaucratic, centralist and costly; 4. reiterates its view that the core issues are adequate funding of local services and the attraction and retention of high-quality staff; 5. is strongly opposed to the inclusion of other social work services such as children and justice within the scope of the Bill; 6. believes that the case for the proposed National Care Services Board has not been established; 8
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7. urges the Scottish Government to focus on streamlining the national landscape of supervising and monitoring bodies to improve workforce planning and national standards; 8. reaffirms its view that legislative or structural change is not necessary nor an alternative to providing the significant and urgent investment required in social work and social care; 9. agrees the submission to the Scottish Parliament’s Health, Social Care and Sport Committee’s Call for Views as in Appendix 3 with the following changes: a. Page 65 line 4/5 of answer to read: “…is highly doubtful and, in any event, needs further clarification…” b. Page 66 add after 1st para of answer: “The membership and governance structures of the new NCSLBs should be reformed to ensure public accountability and increased representation of democratically elected members as key funding partners of social care services. Manifesto commitments agreed by Local Authority Partners as key funders should be reflected in NCSLBs strategic and financial plans and subject to consultation with Council bodies..” c. Page 68 (Commissioning) – Tend to Oppose d. Page 71 (Anne’s Law) – Strongly Support” Councillors Brown and Walker were heard in support of their proposed amendment which was unanimously agreed. The Committee decided: (1) that the update on the National Care Service (Scotland) Bill be noted; (2) to reiterate its strong opposition to the centralisation of care services; (3) to reiterate that it remained concerned that the proposals in the National Care Service (Scotland) Bill were unnecessarily bureaucratic, centralist and costly; (4) to reiterate its view that the core issues were adequate funding of local services and the attraction and retention of high-quality staff; (5) that it was strongly opposed to the inclusion of other social work services, such as Children and Justice, within the scope of the Bill; (6) that it considered the case for the proposed National Care Services Board had not been established; (7) to urge the Scottish Government to focus on streamlining the national landscape of supervising and monitoring bodies to improve workforce planning and national standards; (8) to reaffirm its view that legislative or structural change was not necessary nor an alternative to providing the significant and urgent investment required in social work and social care; and (9) to approve the submission to the Scottish Parliament’s Health, Social Care and Sport Committee’s Call for Views, as detailed in Appendix 3 to the report, subject to the following changes:- a. page 65, line 4/5 of answer to read: “…is highly doubtful and, in any event, needs further clarification…” 9
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b. page 66, add following paragraph after 1st paragraph of answer:- “The membership and governance structures of the new NCSLBs should be reformed to ensure public accountability and increased representation of democratically elected members as key funding partners of social care services. Manifesto commitments agreed by Local Authority Partners as key funders should be reflected in NCSLBs strategic and financial plans and subject to consultation with Council bodies.” c. page 68 (Commissioning) – change to Tend to Oppose d. page 71 (Anne’s Law) – change to Strongly Support 8 Outcome of the Consultation Proposal to Alter the Qualifying Distance for Mainstream Secondary School Transport A report dated 17 July 2024 by the Executive Director (Education Resources) was submitted on the outcome of the statutory consultation to alter the distance that a mainstream secondary school pupil must live from their catchment school in order to qualify for free school transport (from more than 2 miles to more than 3 miles). The legal duty within the Education (Scotland) Act 1980 was for councils to provide school transport for:- any child aged under 8 years who lived more than 2 miles from their catchment school; and any child aged 8 years and over who lived more than 3 miles from their catchment school South Lanarkshire Council currently provided free mainstream transport for:- all primary pupils who lived more than 1 mile from their catchment school; and all secondary pupils who lived more than 2 miles from their catchment school Due to financial pressures faced by the Council, it had been decided to consult on a proposal to alter the qualifying distance to the statutory requirement. Information was provided on:- the process and outcome of the statutory consultation carried out in terms of the Schools (Consultation) (Scotland) Act 2010, with the Consultation Outcome Report attached at Appendix 1 to the report. A link was also provided to all comments received through the online survey the rationale for proceeding with the proposal, the potential impacts, and mitigation factors the potential impact on Education Resources should the proposal not be implemented The Resource recognised that the proposal would have a negative impact on families and gave an assurance that it would strive to implement the mitigating actions identified in the consultation outcome report where practicable. Officers responded to members’ questions in relation to various aspects of the report. After extensive discussion, Councillor Fagan, seconded by Councillor Convery, moved the recommendation in the report with the following addition:- “The Committee is further asked to approve the following recommendations: (2) that the Council progress work to mitigate the impact of the new qualifying distance for mainstream secondary school transport on affected areas, including accelerating active travel interventions, collaboration with parents and communities and taking forward dialogue with the bus sector and potential community transport operators. 10
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(3) that the Council promote sustainable transport through planning policy to help create better connected communities. (4) that the Council reaffirms its commitment to fair funding for local government.” Councillor Loudon, seconded by Councillor Ross, moved the following as an amendment:- “1 That after considering and giving due regard to the (1) published consultation outcome report in full and (2) the impact assessments referred to at Section 10 of the report: • The distance that a mainstream secondary pupil must live from their catchment school in order to qualify for free school transport should remain at more than 2 miles. • The proposals to implement the travel extension do not adequately meet the concerns raised by the vast majority of consultees, from the basic expectation of children walking 3 miles through inclement Scottish winters both to and from school and the concerns raised by parents on safe routes as well as many other issues not as yet answered by in the mitigations section of the report. • The West of Scotland Road Safety Forum Guidance is to be reviewed by the Council as to its effectiveness in assessing safe walking routes and brought to the relevant committee.” Councillor Nelson, seconded by Councillor Allison, moved as a second amendment that the matter be referred to the full Council with a detailed plan of the mitigations. On a vote being taken by roll call between the second amendment (moved by Councillor Nelson, seconded by Councillor Allison) and the first amendment (moved by Councillor Loudon, seconded by Councillor Ross), members voted as follows:- Councillor Hugh Macdonald did not participate in the vote due to technical issues First Amendment John Anderson, Ross Clark, Andrea Cowan, Gladys Ferguson-Miller, Katy Loudon, Ian McAllan, John Ross, David Shearer Second Amendment Alex Allison, Kenny McCreary, Richard Nelson, Kirsten Robb Abstained Robert Brown, Gerry Convery, Margaret Cooper, Maureen Devlin, Joe Fagan, Lynsey Hamilton, Celine Handibode, Susan Kerr, Eileen Logan, Catherine McClymont, Lesley McDonald, Davie McLachlan, Mo Razzaq, Margaret B Walker 8 members voted for the first amendment, 4 for the second amendment and 14 abstained. The first amendment was declared carried and placed against the motion. On a vote being taken by roll call between the successful amendment (moved by Councillor Loudon, seconded by Councillor Ross) and the motion as amended (moved by Councillor Fagan, seconded by Councillor Convery), members voted as follows:- Motion Robert Brown, Gerry Convery, Margaret Cooper, Maureen Devlin, Joe Fagan, Lynsey Hamilton, Celine Handibode, Susan Kerr, Eileen Logan, Catherine McClymont, Lesley McDonald, Davie McLachlan, Mo Razzaq, Margaret B Walker Amendment Alex Allison, John Anderson, Ross Clark, Andrea Cowan, Gladys Ferguson-Miller, Katy Loudon, Hugh Macdonald, Ian McAllan, Kenny McCreary, Richard Nelson, John Ross, David Shearer 11
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Abstained Kirsten Robb 14 members voted for the motion, 12 for the amendment and 1 abstained. The motion was declared carried. The Committee decided: (1) that, after considering and giving due regard to (i) the published consultation outcome report in full and (ii) the impact assessments referred to at Section 10 of the report, the distance that a mainstream secondary school pupil must live from their catchment school in order to qualify for free school transport be changed to more than 3 miles (currently more than 2 miles) to be implemented from the start of the school session in August 2025; (2) that the Council progress work to mitigate the impact of the new qualifying distance for mainstream secondary school transport on affected areas, including accelerating active travel interventions, collaboration with parents and communities and taking forward dialogue with the bus sector and potential community transport operators; (3) that the Council promote sustainable transport through planning policy to help create better connected communities; and (4) that the Council reaffirm its commitment to fair funding for local government. In terms of Standing Order No 14, the Chair adjourned the meeting at 12.15pm following consideration of this item of business. The meeting reconvened at 12.30pm 9 Glasgow City Region City Deal - Hamilton Road Junctions Improvement Project - Full Business Case A report dated 17 July 2024 by the Executive Director (Community and Enterprise Resources) was submitted setting out the Full Business Case (FBC) for the Hamilton Road Junctions Improvement Project element of the Hamilton Community Growth Area City Deal project. The Council was one of 8 local authorities who, with the UK and Scottish Governments, were signatories to the £1.13 billion Glasgow City Region City Deal. The City Deal was made up of 20 key infrastructure projects that were intended to drive economic and inclusive growth across the Glasgow City Region area. Community Growth Areas was one of 4 South Lanarkshire projects, as outlined in the report. Information was provided on:- the governance arrangements for the City Deal initiative and the approval process for FBCs the proposal for the Hamilton Road Junctions Improvement Project which covered 5 road junction improvements the project cost and funding share between City Deal funding and Council funding The Committee decided: (1) that the Hamilton Road Junctions Improvement Project Full Business Case be approved; and (2) that grant funding be sought in accordance with the City Deal Grant Distribution Process, outlined in the Assurance Framework in relation to the delivery of the project, with the precise arrangements to be agreed by the City Deal Chief Executives’ Group (CEG) and City Deal Cabinet. 12
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10 Land and Property Transfers and Disposals A report dated 5 July 2024 by the Executive Director (Housing and Technical Resources) was submitted on proposed actions in respect of land and property transactions. The recommendations had been made in terms of agreed procedures for dealing with surplus land and property. The Committee decided: that the land and property, as detailed in Appendix A to the report, be declared surplus to requirements. 11 Consumer Duty: Consumer Scotland Act 2020 A report dated 16 July 2024 by the Executive Director (Finance and Corporate Resources) was submitted providing an update of the consumer duty established under the Consumer Scotland Act 2020 (the Act). Information was provided on the key provisions and implications of the Act, together with the role of elected members in ensuring the Council met the requirements of this new duty. It was proposed that an integrated impact assessment approach be adopted as there were a number of existing impact assessments that public authorities were subject to in Scotland. Officers would review this approach and report back to members in the autumn. To help support the application of the consumer duty, training would be made available to members. The Committee decided: (1) that the report be noted; and (2) that an Integrated Impact Assessment approach be adopted, as detailed in section 5.3 of the report. 12 Religious Representation on the Education Resources Committee A joint report dated 16 July 2024 by the Executive Directors (Finance and Corporate Resources) and (Education Resources) was submitted providing an update on religious representation on the Education Resources Committee. At its meeting on 29 June 2022, the Committee had confirmed the appointments of Mrs Gillian Coulter and Mr John Mulligan as the religious representatives from the Church of Scotland and the Roman Catholic Church respectively on the Education Resources Committee. Recently, both Mrs Coulter and Mr Mulligan had indicated that they would be stepping down from that position and replacement nominations had been sought. The Church of Scotland had nominated Reverend Jillian Storrie and the Roman Catholic Church nomination was still awaited. The Committee decided: that the appointment of Reverend Jillian Storrie as the nominated religious representative from the Church of Scotland be confirmed. [Reference: Minutes of 11 October 2023 (Paragraph 7)] 13
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13 Employee Wellbeing Support A report dated 17 July 2024 by the Executive Director (Finance and Corporate Resources) was submitted providing an update on the Council policies, initiatives, schemes and resources to support employee wellbeing. At its meeting on 26 June 2024, the Committee considered a report on the Council’s workforce monitoring arrangements and further information was requested on psychological absences and the work being carried out to support employees. Information was provided on:- the number of employee support referrals received in 2022/2023 and 2023/2024 the percentage of referrals that were for personal reasons (87%) a breakdown of counselling referrals related to work stress, addiction, personal, anxiety/depression and bereavement the supports available which included:- the Employee Assistance Programme support for managers employee wellbeing supports, initiatives, schemes supporting policies The Council would continue to monitor reasons for absences as part of Maximising Attendance reporting and, in addition, linked to national developments, areas of good practice and benchmarking exercises through liaison with various professional bodies, other local authorities and partner organisations. The Committee decided: that the report be noted. 14 Urgent Business There were no items of urgent business. 14
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Report Agenda Item Report to: Executive Committee Date of Meeting: 4 September 2024 Report by: Executive Director (Finance and Corporate Resources) Subject: Revenue Budget Monitoring for Period 4 - 1 April 2024 to 12 July 2024 1. Purpose of Report 1.1. The purpose of the report is to:- [purpose] advise Committee of the forecast for the year to 31 March 2025 for the Council’s General Fund Revenue Account and Housing Revenue Account, and the actual spend position for the period 1 April 2024 to 12 July 2024 [1purpose] 2. Recommendation(s) 2.1. The Executive Committee is asked to approve the following recommendation(s):- [recs] (1) that the projected break-even position on the General Fund Revenue Account for 2024/2025, and the actual spend as at 12 July 2024 (section 4 and Appendix 1), be noted; and (2) that the projected break-even position on the Housing Revenue Account for 2024/2025, and the actual spend as at 12 July 2024 (section 5 and Appendix 2 of the report), be noted. 3. Background 3.1. This overview report will summarise the projected outturn for 2024/2025 for both the Council’s General Fund (section 4) and for the Housing Revenue Account (section 5). It will also provide the actual spend as at 12 July 2024. 4. General Services 2024/2025 Projected Outturn as at 12 July 2024 4.1. As at 12 July 2024, the projected outturn position for 2024/2025 on the General Services budget is break-even (Appendix 1). 4.2. Section 4.3 onwards provides detail on a number of key budget areas. 4.3. Teacher Numbers: As previously reported, in relation to 2024/2025, the Council has received notification that the allocation of funding for teacher numbers of £145.5 million for 2024/2025 will be distributed via Specific Resource Grants, and those grants will be conditional on councils agreeing at the outset to maintain teacher numbers. Our share of the £145.5 million funding is £9.379 million. The Scottish Government has indicated that it will consider mitigations presented by councils for reducing teacher numbers, but we will not know if mitigations will be acceptable until much later in the year. 3 15
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4.4. The Scottish Government has responded to communication from Council officers continuing to reiterate that any mitigations would be considered on a case-by-case basis, but it will not be in a position to agree any mitigations in advance of the teacher number census publication (December 2024). A meeting with the Scottish Government has been arranged to discuss this further. 4.5. COSLA Leaders discussions have concluded at this stage that councils should not sign the grant letter, and that further engagement with the Scottish Government is being pursued. 4.6. Employers Pension Contribution Increase (Teachers): As advised previously, on 1 April 2024, the Council’s pension contribution for Teachers’ Pensions was increased from 23% to 26% of basic pay. The cost to the Council is an estimated £5.5 million however, the Council has not yet been notified of funding to support this increase. That said, the Scottish Government expect to receive funding for this from the UK Government and has committed to passing this on to councils. 4.7. Loans Fund Review: One of the Cross-Cutting Reviews reported to Members in the 2025/2026 to 2027/2028 Revenue Budget Strategy report (Executive Committee in June 2024) was in relation to Loan Charges / Service Concession arrangements. Any impact on the current year outturn position will be reported later in the year. 5. Housing Revenue Account Position 5.1. As at 12 July 2024, Appendix 2 of the report shows a break-even position on the Housing Revenue Account. 6. Employee Implications 6.1. None. 7. Financial Implications 7.1. As detailed in sections 4 to 5 of the report. 8. Climate Change, Sustainability and Environmental Implications 8.1. There are no implications for climate change, sustainability or the environment in terms of the information contained in this report. 9. Other Implications 9.1. The main risk associated with the Council’s Revenue Budget is that there is an overspend. The risk has been assessed as low given the detailed budget management applied across the Resources. The risk is managed through four weekly Budget Monitoring Meetings at which any variance is analysed. In addition, the probable outturn exercise ensures early warning for corrective action to be taken where appropriate. 9.2. There are no implications for sustainability in terms of the information contained in this report. 10. Equality Impact Assessment and Consultation Arrangements 10.1. This report does not introduce a new policy, function or strategy or recommend a change to an existing policy, function or strategy and, therefore, no impact assessment is required. 16
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10.2. There is also no requirement to undertake any consultation in terms of the information contained in this report. Jackie Taylor Executive Director (Finance and Corporate Resources) 6 August 2024 Link(s) to Council Values/Priorities/Outcomes Accountable, Effective, Efficient and Transparent Previous References None List of Background Papers Financial Ledger and budget monitoring results to 12 July 2024 Contact for Further Information If you would like to inspect the background papers or want further information, please contact: Lorraine O'Hagan, Head of Finance (Strategy) Ext: 2601 (Tel: 01698 452601) E-mail: lorraine.o'hagan@southlanarkshire.gov.uk 17
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Note: While the Year to Date Actual at period 4 presents a net surplus position (£39.131m), this is timing only. The forecast outturn shows break-even for the year. Appendix 1 Revised Projected Projected % Note Year to Date Annual Outturn Outturn Actual Budget Variance Resources: £m £m £m £m Community and Enterprise Resources 124.593 124.593 0.000 0.00% 27.632 Facilities Waste and Grounds 76.027 75.833 0.194 0.26% 21.038 Leisure and Culture 4.659 4.614 0.045 0.97% 1.088 Planning and Regulatory Services 21.738 21.738 0.000 0.00% 4.813 Enterprise and Sustainable Development 5.583 5.573 0.010 0.18% (0.465) Roads, Transportation and Fleet 16.586 16.835 (0.249) (1.50%) 1.158 Education Resources 456.765 456.765 0.000 0.00% 121.881 Education 456.765 456.765 0.000 0.00% 121.881 Finance and Corporate Resources 38.512 38.512 0.000 0.00% 15.915 Finance Services - Strategy 1.851 1.851 0.000 0.00% 0.925 Finance Services - Transactions 16.775 16.775 0.000 0.00% 6.405 Audit and Compliance Services 0.318 0.318 0.000 0.00% 0.142 Information Technology Services 6.852 6.852 0.000 0.00% 4.501 Communications and Strategy Services 2.372 2.372 0.000 0.00% 0.675 Administration and Licensing Services 4.048 4.048 0.000 0.00% 1.350 Personnel Services 6.296 6.296 0.000 0.00% 1.917 Housing & Technical Resources 13.541 13.541 0.000 0.00% 13.568 Housing Services 8.767 8.718 0.049 0.56% 1.020 Property Services 4.774 4.823 (0.049) (1.03%) 12.548 Social Work Resources 233.995 233.995 0.000 0.00% 60.356 Performance and Support Services 5.800 5.738 0.062 1.07% 1.261 Children and Families 46.985 47.358 (0.373) (0.79%) 12.415 Adults and Older People 180.475 180.475 0.000 0.00% 46.599 Justice and Substance Misuse 0.735 0.424 0.311 42.31% 0.081 Joint Boards 1.902 1.902 0.000 0.00% 0.439 869.308 869.308 0.000 0.00% 239.791 Revised Projected Projected Year to Date Annual Outturn Outturn Actual Budget Variance Summary: £m £m £m £m Resources Total 869.308 869.308 0.000 0.00% 239.791 CFCR 0.000 0.000 0.000 0.00% 0.000 Loan Charges 39.589 39.589 0.000 0.00% 0.000 Corporate Items 16.045 16.045 0.000 0.00% 0.585 Employers Contribution - T/f to Reserves 22.965 22.965 0.000 0.00% 0.000 Investments - 23-24 T/f to Reserves 0.325 0.325 0.000 0.00% 0.000 Total Expenditure 948.232 948.232 0.000 0.00% 240.376 Council Tax 181.587 181.587 0.000 0.00% 55.873 Less: Council Tax Reduction Scheme (23.544) (23.544) 0.000 0.00% (7.244) 158.043 158.043 0.000 0.00% 48.629 General Revenue Grant 385.450 385.450 0.000 0.00% 118.600 Non Domestic Rates 364.911 364.911 0.000 0.00% 112.280 Transfer from Reserves 39.828 39.828 0.000 0.00% 0.000 Total Income 948.232 948.232 0.000 0.00% 279.509 Net Expenditure 0.000 0.000 0.000 0.00% (39.133) Period Ended 12 July 2024 (No.4) Revenue Budget Monitoring Report SOUTH LANARKSHIRE COUNCIL 18
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Appendix 2 Revised Projected Projected Year to Date Annual Outturn Outturn % Note Actual Budget Variance Budget Category £m £m £m £m Employee Costs 13.782 13.782 0.000 0.00% 3.662 Property Costs 59.203 59.203 0.000 0.00% 9.654 Supplies and Services 1.543 1.543 0.000 0.00% 0.184 Transport and Plant 0.195 0.195 0.000 0.00% 0.020 Administration 5.594 5.594 0.000 0.00% 0.110 Payment to Other Bodies 2.975 2.975 0.000 0.00% 0.713 Payment to Contractors 0.100 0.100 0.000 0.00% 0.185 Transfer Payments 0.000 0.000 0.000 0.00% 0.000 Financing Charges 33.573 33.573 0.000 0.00% 10.312 Total Controllable Exp. 116.965 116.965 0.000 0.00% 24.840 Total Controllable Inc. (123.398) (123.398) 0.000 0.00% (28.141) Transfer to/(from) Balance Sheet (4.229) (4.229) 0.000 0.00% 0.000 Net Controllable Exp. (10.662) (10.662) 0.000 0.00% (3.301) Loan Charges 10.662 10.662 0.000 0.00% 3.301 Net Controllable Exp. 0.000 0.000 0.000 0.00% 0.000 Variance Explanations No variances to note. Virements None. SOUTH LANARKSHIRE COUNCIL Revenue Budget Monitoring Report Period Ended 12 July 2024 (No.4) Housing Revenue Account 19
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Report Agenda Item Report to: Executive Committee Date of Meeting: 4 September 2024 Report by: Executive Director (Finance and Corporate Resources) Subject: Capital Budget 2024/2025 and Monitoring for Period 4 - 1 April 2024 to 12 July 2024 1. Purpose of Report 1.1. The purpose of the report is to:- urpose] update the Executive Committee of progress on the General Fund Capital Programme and the Housing Capital Programme for the period 1 April 2024 to 12 July 2024 [1purpose] 2. Recommendation(s) 2.1. The Committee is asked to approve the following recommendation(s):- (1) that the position of the General Fund Capital Programme (Appendices 1 to 3) and the Housing Capital Programme (Appendix 4) as at 12 July 2024, be noted; (2) that the adjustments to the General Fund programme, listed at Appendix 1, be approved; and (3) that the revised programmes be monitored by the Financial Resources Scrutiny Forum. 3. Background 3.1. The attached statements to this report provide a summarised monitoring position as at 12 July 2024 (period 4). Spending has been split into two separate sections below: General Fund Capital Programme inc. Education, Social Work, Roads and General Services (Section 4) Housing Capital Programme (Section 5) 4. General Fund Capital Programme 4.1. 2024/2025 Budget: The revised programme for the General Fund is £86.956 million. This revised programme consists of the base budget plus carry forward projects and adjustments which have been agreed by the Executive Committee up to and including its meeting on 7 August 2024. 4.2. In addition, the programme of £86.956 million also includes proposed adjustments totalling an increase of £1.708 million and detailed in Appendix 1. This reflects additional project funding awarded from the Scottish Government’s Road Safety Improvement Fund (£0.497 million) in addition to a direct award from Transport Scotland for projects that align with the Active Travel Framework (£0.261 million). It also includes an increased funding package for the Hairmyres Park and Ride project (£0.950 million). The overall programme is summarised in Appendix 2. 4 21
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4.3. The funding available to support the programme is detailed in Appendix 3. 4.4. 2024/2025 Forecast: As noted in 4.1, the total capital spending programme for the year is £86.956 million. 4.5. Appendix 3 shows a forecast for the financial year of £86.956 million. 4.6. Secondary Schools: As advised previously, the scope of works for each of the 4 schools is being reviewed to identify level of spend that can be achieved in 2024/2025. It is unlikely that we will be able to award a construction contract in 2024/2025 with potentially only expenditure on design costs being incurred this financial year. 4.7. To align the contract award with the revised timeframe for works, an exception will be proposed in the report to the Executive Committee in October 2024, along with consideration of a Change Control to realign budgets within the overall City Deal funding available for these secondary school projects. 4.8. 2024/2025 Actual Position: Actual spend incurred to the 12 July 2024 totals £7.442 million. 4.9. Actual funding received to 12 July 2024 is £47.585 million. This is shown in Appendix 3. Relevant officers will continue to closely monitor the generation of all income. 5. Housing Programme 5.1. 2024/25 Budget: Appendix 4 summarises the position on the Housing programme as at 12 July 2024. The revised capital programme for the year is £77.248 million, as approved by the Executive Committee on 7 August 2024. Programmed funding for the year also totals £77.248 million. The funding sources are also detailed in Appendix 4. 5.2. 2024/2024 Forecast: As noted in 5.1, the total capital spending programme for the year is £77.248 million. Current estimates from Housing and Technical Resources have identified an outturn of £77.248 million for the year, as projects are being considered by the Resource up to the level of budget available. 5.3. 2024/2025 Actual Position: Spend to 12 July 2024 on the Housing Capital Programme amounts to £11.647 million. 5.4. As at 12 July 2024, £11.647 million of funding had been received. 5.5. Regular monitoring of both the General Fund Programme and the Housing Programme will be carried out in detail by the Financial Resources Scrutiny Forum and reported on a regular basis to the Executive Committee. 6. Employee Implications 6.1. None 7. Climate Change, Sustainability and Environmental Implications 7.1. There are no implications for climate change, sustainability or the environment in terms of the information contained in this report. 22
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8. Other Implications 8.1. The main risk associated with the Council’s Capital Programme is an overspend. The risk has been assessed as low given the detailed project management plans prepared and monitored for each project. The risk of overspend is managed through four weekly Investment management meetings. 9. Equality Impact Assessment and Consultation Arrangements 9.1 This report does not introduce a new policy, function or strategy or recommend a change to existing policy, function, or strategy and therefore no impact assessment is required. 9.2. There was also no requirement to undertake any consultation in terms of the information contained in this report. Jackie Taylor Executive Director (Finance and Corporate Resources) 8 August 2024 Link(s) to Council Values/Priorities/Outcomes Accountable, Effective, Efficient and Transparent Previous References Executive Committee, 7 August 2024 List of Background Papers Capital Ledger prints to 12 July 2024 Contact for Further Information If you would like to inspect the background papers or want further information, please contact: Lorraine O’Hagan, Head of Finance (Strategy) Ext: 2601(Tel: 01698 452601) E-mail: lorraine.o’hagan@southlanarkshire.gov.uk 23
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APPENDIX 1 Proposed Adjustments Community and Enterprise Resources Roads Safety Improvement Fund A grant funding allocation has been received from the Scottish Government to deliver safe system measures to support casualty and/or risk reduction and to address key priorities within our road casualty statistics or emerging trends. The following projects will be carried out using this funding: A70, from A73 Hyndford Rd to A743 Ravenstruther £0.125m A726, from Torrance Roundabout to Strathaven £0.152m A706, Forth to Council boundary £0.080m Hillhouse Road/ Technology Avenue, Hamilton £0.067m A71 Ayr Road nr. Burnhead Road, Shawsburn £0.073m Approval is sought to increase the 2024/2025 Capital Programme by £0.497 million. Roads People and Place Local Authority Direct Award Funding has been made available to support active and sustainable travel programmes and projects that align with the Active Travel Framework and contribute to the growth of walking, cycling and wheeling nationwide. These monies will fund the following projects: High Common Road pedestrian crossing upgrade £0.046m Main Street/Nairn St. Blantyre pedestrian crossing upgrade £0.046m Main Street/Broompark pedestrian crossing upgrade £0.046m Cadzow Street pedestrian crossing upgrade (toucan) £0.046m Portland Square pedestrian crossing upgrade £0.052m Traffic/Cycle counter upgrades £0.025m Approval is sought to increase the 2024/25 Capital Programme by £0.261 million which will be funded by a contribution from Transport Scotland. Hairmyres Park and Ride The tender submission for this project has identified an additional spend requirement of £0.950 million as result of market conditions. Previous funding arrangements had relied on the Council borrowing £2 million which would be reimbursed by Transport Scotland in future years. Transport Scotland have now agreed to provide £2.5 million in grant funding this financial year (reflecting an additional £0.5 million of funding). The Council will no longer need to borrow monies up front. £0.497m £0.261m 24
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SPT have also noted their further commitment of up to £0.450 million of funding to this regional project. This is in addition to circa £0.350 million of funding previously provided by SPT. This will be included in their list of Category 2 projects for next year, should sufficient funding become available (a Category 2 project includes being a project which requires additional funding to ensure that they are robust and deliverable). As a contingency for the estimated funding from SPT not being confirmed next year, the Council’s Roads budget would be required to under-write the £0.450 million. In addition, £1.300 million of active travel funding is also earmarked for the active travel element of this overall project which cumulatively gives an overall project of £7.2 million. Approval is sought to increase the budget by £0.950 million to reflect the £0.500 million additional Transport Scotland funding, and an estimated £0.450 million from SPT. £0.950m Minor Adjustments £0.000m TOTAL ADJUSTMENTS £1.708m 25
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APPENDIX 2 SOUTH LANARKSHIRE COUNCIL CAPITAL EXPENDITURE 2024/25 GENERAL FUND PROGRAMME FOR PERIOD 1 APRIL 2024 TO 12 JULY 2024 £m Total Base Budget (including carry forward from 2023/2024) 85.248 Proposed Adjustments – Period 4 1.708 Total Revised Budget 86.956 2024/25 Budget Period 4 Proposed Adjustments Revised 2024/25 Budget Resource £m £m £m Community & Enterprise 60.464 1.708 62.172 Education 9.042 - 9.042 Finance & Corporate 3.086 - 3.086 Housing & Technical 11.629 - 11.629 Social Work 1.027 - 1.027 TOTAL CAPITAL PROGRAMME 85.248 1.708 86.956 26
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APPENDIX 3 SOUTH LANARKSHIRE COUNCIL CAPITAL EXPENDITURE 2024/25 GENERAL FUND PROGRAMME FOR PERIOD 1 APRIL 2024 TO 12 JULY 2024 2024/25 Original Estimate inc C/F 2024/25 Revised Budget 2024/25 Forecast Spend 2024/25 Forecast Variance 2024/25 Actual to 12/07/24 Expenditure £m £m £m £m £m General Fund Programme 73.850 86.956 86.956 - 7.442 Income 2024/25 Budget 2024/25 Revised Budget 2024/25 Actual To 12/07/24 £m £m £m Prudential Borrowing 32.564 34.364 34.364 Developers Contributions 8.800 8.835 0.000 Partners (Including Scotland’s Public Sector Heat Decarbonisaton Fund, Cycling Scotland, Transport Scotland, and REF / Wind Farms) 0.958 2.942 0.446 Scottish Government: - Capital Grant 20.156 22.278 5.039 - Cycling, Walking and Safer Routes (now included in General Capital Grant as Active Travel) 1.440 0.000 0.000 - Road Safety Improvement 0.000 0.497 0.440 - Vacant and Derelict Land 1.793 1.793 1.368 - Regeneration Capital Grant 2.170 2.170 0.993 - Place Based Investment Programme 0.727 0.727 0.727 Shared Prosperity Fund 2.645 2.653 0.000 Levelling Up Fund 0.000 7.400 0.000 Capital Receipts 1.340 1.340 2.251 Specific Reserves 1.257 1.957 1.957 Revenue Contribution 0.000 0.000 0.000 TOTAL FUNDING 73.850 86.956 47.585 27
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APPENDIX 4 SOUTH LANARKSHIRE COUNCIL CAPITAL EXPENDITURE 2024/25 HOUSING PROGRAMME FOR PERIOD 1 APRIL 2024 TO 12 JULY 2024 2024/25 Annual Budget 2024/25 Forecast Spend 2024/25 Forecast Variance 2024/25 Actual to 12/07/24 £m £m £m £m Expenditure 2024/25 Budget 77.248 77.248 - 11.647 2024/25 Annual Budget 2024/25 Actual to 12/07/24 £m £m Income Capital Receipts 0.000 0.093 Capital Receipts – Land Sales 0.000 0.172 Capital Funded from Current Revenue 33.506 9.955 Prudential Borrowing 23.677 0.000 Scottish Government Specific Grant: - New Build 16.945 1.209 - Open Market Purchase Scheme 3.000 0.000 - Mortgage to Rent 0.120 0.036 Other Income 0.000 0.182 77.248 11.647 28
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Report Agenda Item Report to: Executive Committee Date of Meeting: 4 September 2024 Report by: Executive Director (Finance and Corporate Resources) Subject: Additional Funding from Scottish Government and Other External Sources 1. Purpose of Report 1.1. The purpose of the report is to:- [purpose] advise Members of additional funding that has been made available to the Council by the Scottish Government and other external sources since the last report to this Committee (7 August 2024) [1purpose] 2. Recommendation(s) 2.1. The Committee is asked to approve the following recommendation(s):- [recs] (1) that the additional funding totalling £3.258 million, detailed in Appendix 1, be noted. 3. Background 3.1. The Council is periodically advised of additional funding which is made available from the Scottish Government and other sources to enable various initiatives to be undertaken. 3.2. Additional funding may either be paid through the General Revenue/Capital Grant mechanism or by the completion of appropriate grant claims. 3.3. Details of the additional funding are attached in Appendix 1 of the report. The report details additional funding that has been reported by Resources as part of the additional resources notification process, as well as any additional funding that has increased the Council’s budget by more than £0.100 million. 4. Employee Implications 4.1. None. 5. Financial Implications 5.1. Additional Capital funding of £3.258 million has been confirmed for 2024/2025. This is detailed in Appendix 1. 5.2. The total additional funding is, therefore, £3.258 million, and Resource budgets will be updated to reflect this additional funding as required. Where appropriate, details of spending plans will be presented to Resource Committees for approval. 5 29
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6. Climate Change, Sustainability and Environmental Implications 6.1. There are no implications for climate change, sustainability or the environment in terms of the information contained in this report. 7. Other Implications 7.1. There are no other implications in terms of the information contained in this report. 8. Equality Impact Assessment and Consultation Arrangements 8.1. This report does not introduce a new policy, function or strategy or recommend a change to existing policy, function or strategy and, therefore, no impact assessment is required. 8.2. There was also no requirement to undertake any consultation in terms of the information contained in this report. Jackie Taylor Executive Director (Finance and Corporate Resources) 10 August 2024 Link(s) to Council Values/Priorities/Outcomes Accountable, Effective, Efficient and Transparent Previous References Executive Committee, 7 August 2024 List of Background Papers Additional Funding Reports 3 July 2024 to 12 August 2024 Contact for Further Information If you would like to inspect the background papers or want further information, please contact: Lorraine O’Hagan, Head of Finance (Strategy) Ext: 2601 (Tel: 01698 452601) E-mail: lorraine.o’hagan@southlanarkshire.gov.uk 30
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Appendix 1 Additional Capital Funding Resource Description 2024/2025 £m Total £m Method Community and Enterprise Roads Safety Improvement Fund A grant funding allocation has been received from the Scottish Government to deliver safe system measures to support casualty and/or risk reduction, and to address key priorities within our road casualty statistics or emerging trends. 0.497 0.497 Scottish Government Community and Enterprise Roads People and Place Local Authority Direct Award Funding has been made available to support active and sustainable travel programmes and projects that align with the Active Travel Framework and contribute to the growth of walking, cycling and wheeling nationwide. 0.261 0.261 Transport Scotland Community and Enterprise Hairmyres Park and Ride Additional funding from Transport Scotland to support the roads infrastructure project at Hairmyres Park and Ride. 2.500 2.500 Transport Scotland TOTAL CAPITAL FUNDING 3.258 3.258 31
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Report Agenda Item Report to: Executive Committee Date of Meeting: 4 September 2024 Report by: Executive Director (Community and Enterprise Resources) Subject: Glasgow City Region City Deal – Hairmyres Park and Ride - Full Business Case 1. Purpose of Report 1.1. The purpose of the report is to:- [purpose] set out the Full Business Case (FBC) for the Hairmyres Park and Ride element of the East Kilbride Community Growth Area City Deal project advise Committee on the next steps in progressing the project [1purpose] 2. Recommendation(s) 2.1. The Committee is asked to approve the following recommendation(s):- [recs] (1) that the Hairmyres Park and Ride Full Business Case be approved; and (2) that grant funding be sought in accordance with the City Deal Grant Distribution Process outlined in the Assurance Framework in relation to the delivery of the project, with the precise arrangements to be agreed by the City Deal Chief Executives’ Group (CEG) and City Deal Cabinet. [1r 3. Background 3.1. The Council is one of eight local authorities who, with the UK and Scottish Governments, are signatories to the £1.13 billion Glasgow City Region City Deal. 3.2. The City Deal is made up of 20 key infrastructure projects that are intended to drive economic and inclusive growth across the Glasgow City Region area. 3.3. Community Growth Areas (CGAs) are one of four South Lanarkshire projects among the list of twenty. East Kilbride CGA is one of four CGAs, the others being in Newton, Larkhall and Hamilton. 3.4. The East Kilbride CGA comprises several individual education and transport infrastructure projects which will be delivered over a timeframe of up to 7 years earlier than predicted which will in turn ‘create’ capacity to accommodate the increase in population from housebuilding of up to 2,644 residential units. The Hairmyres Park and Ride project incorporates works adjacent to, what will be, the newly relocated Hairmyres Rail Station and is the third project to be brought forward to Full Business Case stage at East Kilbride CGA, the previous projects being Jackton Primary School and the extension to Our Lady of Lourdes Primary School. 6 33
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3.5. Governance arrangements for the City Deal initiative are defined within the associated Assurance Framework. This sets out requirements for the development of Business Cases for individual projects. The first level of business case was the Strategic Business Case, and this was approved by the Executive Committee on 26 August 2015. The second level business case, the East Kilbride CGA Outline Business Case, was approved by the Executive Committee on the 15 August 2018. 3.6. Full Business Cases for each project require to be formally approved via:- the City Region Member Authority Committee process the City Region Director of Regional Economic Growth has delegated powers to approve this FBC. The City Deal Chief Executives’ Group is expected to note its approval, following the summer recess, in early September. City Deal approvals are conditional on receiving this Committee approval 4. Current Proposal 4.1. A FBC has now been produced for the Hairmyres Park and Ride project element of the East Kilbride CGA project. As a result of impacts generated by the new homes being built on the site sustainable transport improvements require to be implemented to address the potential increase in traffic movements in the local road network and encourage the use of public transport alternatives. 4.2. The proposed park and ride site at Hairmyres Rail Station, in conjunction with the proposed relocated rail station located approximately 650 meters west of the existing station, comprises access from two new signal-controlled junctions on Redwood Drive, a designated bus loop, the provision of an EV community charging hub and disabled persons' parking bays. It is a significant addition to East Kilbride's transportation infrastructure and a sustainable solution that will help manage traffic congestion, enhance public transportation options, promote environmentally friendly commuting, and ensure accessibility for all members of the community. 4.3. The physical outputs from the project are:- 424 standard parking spaces 46 Electric Vehicle spaces a community charging hub which includes 27 designated EV charging bays, offering a mix of fast and rapid charging facilities 46 disabled parking bays, of which, 23 will have electric vehicle charging facilities pedestrian access to the park and ride facility will be taken from Redwood Drive and a continuous footway to the station platform provided. Pedestrian access will also be provided linking the park and ride facility to St James Avenue to the south a pedestrian crossing phase will be incorporated into the signalised junctions at both the north and the south accesses a cycle route will be provided from Redwood Drive with cycle parking provision close to the station platform a bus loop accessed from Redwood Drive (south access) with bus stops to encourage the use of sustainable transport will be positioned immediately south of the platform. Charging facilities for electric buses will also be provided 34
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4.4. This FBC continues to make the case for the City Deal funding for East Kilbride CGA project in terms of:- Strategic Fit Commercial Case Economic Cas Financial Case Management Case The Executive Summary of the FBC is contained in Appendix 1. Table 1 in the appendix illustrates the impact that this City Deal intervention is expected to have when compared with the counterfactual (do nothing / no City Deal intervention) option. Positive outputs include:- faster completion of the CGA residential development better job outputs better economic outputs across South Lanarkshire and the City Region 4.5. The production of the FBC is the final City Deal approval milestone for this element of the East Kilbride CGA project and provides details of the delivery and construction of the road junctions works. 4.6. The overall project cost is £7.20million incorporating £2.000m City Deal funding – £1.720m City Deal (86%) and £0.280m SLC (14%). The full funding package also includes financial support from other partners including EKCGA developer contributions, Transport Scotland, Scottish Government and Strathclyde Partnership for Transport (SPT). These funding streams may be subject to refinement and / or substitution as the project progresses through the final approvals stage and works commence on site. It should also be noted that while SPT have committed to the project this is predicated on them receiving an appropriate level of funding during 2025/26. 4.7. The approval of this FBC will release the City Deal funds. The construction contract is expected to commence on site during Autumn 2024 with works on a phased basis through Spring / Summer 2025. 5. Employee Implications 5.1. There are no direct employee implications from this project as existing resources across Community and Enterprise Resources are currently tasked with the management and delivery of this City Deal project. 6. Financial Implications 6.1. The City Deal project budget element for the Hairmyres Park and Ride project is £2.000 million. Project costs incorporate all construction related costs and community benefit monitoring. 6.2. The City Deal funding element of this project is 86% (£1.720 million) with the Council contributing the 14% balance (£0.280 million). 35
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6.3. The £7.200m project cost reflects the contract price received following a competitive tender process, noting this is significantly higher than was originally anticipated. Increased costs for construction projects remain a sector wide challenge at present. Costs for construction operations and materials continue to increase and the sector is also increasingly busy with bidders being able to gain work without minimising their rates. Notwithstanding this, even with increased cost and associated funding package, the project is predicted to deliver positive benefits, in terms of accelerating development and improving the economy. 7. Other Implications 7.1. Risk - The City Deal Cabinet has a Risk Management Strategy applied across all City Deal projects. The purpose of this Risk Management Strategy is to provide a systematic and effective method by which risks can be consistently managed. It adopts a best practice approach, describes the specific risk management techniques and standards to be applied and the responsibilities for achieving effective risk management. 7.2. The Council is required to apply this City Deal Risk Management Strategy across each of its City Deal projects to ensure consistency across all City Deal projects. This will be a key tool in mitigating project risks and thereby limiting our financial risk associated with the Council’s 14% share of City Deal project costs. A robust monitoring system has also been put in place to ensure that ‘early warnings’ are provided, and appropriate action taken. 7.3. Sustainability – The statutory processes associated with the approval of the East Kilbride CGA have considered the following sustainability agenda items and are subject to monitoring and review as detailed proposals for each phase of the development progress:- consider active travel and sustainable transport links encourage the use of sustainable and recycled materials in construction support habitat connectivity consider the lifecycle of the development support sustainable water resource management support sustainable waste management encourage energy efficiency through the orientation and design of buildings choice of materials and the use of low and zero carbon generating technologies 8. Equality Impact Arrangements and Consultation Arrangements 8.1. This report does not introduce a new policy, function or strategy or recommend a significant change to an existing policy, function or strategy, and, therefore, no impact assessment is required. Consultation has taken place with relevant Resources within the Council and the CGA developers. In addition, consultation was undertaken with the wider community through the CGA planning process. David Booth Executive Director (Community and Enterprise Resources) 9 August 2024 36
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Link(s) to Council Values/Priorities/Outcomes Promote economic growth and tackle disadvantage Improve the availability, quality and access of housing Improve the road network, influence improvements in public transport and encourage active travel Work with communities and partners Previous References Executive Committee, 26 August 2015 – City Deal – South Lanarkshire Council Community Growth Areas, Strategic Business Case Executive Committee, 15 August 2018 – City Deal – South Lanarkshire Council Community Growth Areas, East Community Growth Area, Outline Business Case List of Background Papers City Deal, East Kilbride Community Growth Area – Hairmyres Park and Ride, Full Business Case (FBC 3) Contact for Further Information If you would like to inspect the background papers or want further information, please contact:- Iain Ross, Economic Development Manager E-mail: iain.ross@southlanarkshire.gov.uk 37
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Appendix 1 - Hairmyres Park & Ride - Full Business Case Executive Summary i. This Full Business Case (FBC3) is for £2.000m City Deal funding – £1.720m City Deal (86%) and £0.280m SLC (14%). The full funding package also includes financial support from other partners including EKCGA developer contributions, Transport Scotland, Scottish Government and SPT, providing a total project funding package of £7.20m to enable construction of Hairmyres Park and Ride at the East Kilbride Community Growth Area (CGA), accounting for Element 3 of the whole EKCGA project proposal. SLC will lead the project construction phase to enable the project to be delivered in the anticipated timeframe. ii. This FBC covers the initial construction of new access road junctions, a first phase of car parking, public transport infrastructure and active travel at Hairmyres Park and Ride, located immediately adjacent to the newly constructed Hairmyres Rail Station (due for completion Summer 2025). This FBC continues to build the case from the Strategic Business Case (SBC) which secured approval for £62.300m across South Lanarkshire’s four CGAs (subsequently reduced to £60.300m due to requirement to vire funds to the Greenhills Road City Deal project). and from the Outline Business Case (OBC) which secured approval for the initial sum of £11.608m City Deal funding to develop the East Kilbride CGA project, comprising off-site education, community and transport infrastructure. iii. The OBC has been reviewed and an approved change control virement of £1m was made to reduce the Hairmyres P&R from £3m to £2m due to cost pressures on the Council’s City Deal project at Greenhills Road. All spend associated with current CGA projects will be managed within the overall Community Growth Areas budget of £60.3 million. The financial template will be updated from the OBC model at Full and Final Business Case stage where all adjustments will be made to reflect the final picture. iv. The proposed park and ride site at Hairmyres Rail Station, in conjunction with the new rail station located approximately 650 meters west of the existing station, comprises access from new junctions on Redwood Drive, new signal- controlled junctions, a designated bus loop, the provision of a community charging hub with 27 EV charging bays and disabled persons' parking bays. It is a significant addition to East Kilbride's transportation infrastructure and a sustainable solution that will help reduce traffic congestion, enhance public transportation options, promote environmentally friendly commuting, and ensure accessibility for all members of the community. No City Deal funding will be used in future phases to extend the P&R to accommodate additional car parking spaces. v. The physical outputs from the project are: • 424 standard parking spaces. • 46 Electric Vehicle spaces. • A community charging hub which includes 27 designated EV charging bays, offering a mix of fast and rapid charging facilities. 38
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• 46 disabled parking bays, of which, 23 will have electric vehicle charging facilities. • Pedestrian access to the park and ride facility will be taken from Redwood Drive and a continuous footway to the station platform provided. Pedestrian access will also be provided linking the park and ride facility to St James Avenue to the south. • A pedestrian crossing phase will be incorporated into the signalised junctions at both the north and the south accesses. • A cycle route will be provided from Redwood Drive with cycle parking provision close to the station platform. • A bus loop accessed from Redwood Drive (south access) with bus stops to encourage the use of sustainable transport will be positioned immediately south of the platform. Charging facilities for electric buses will also be provided. Figure 1 – Location Plan : CGA bounded red / P&R bounded blue The Strategic Case vi. As presented in the OBC, there is a critical need for investment in transport infrastructure to support and accelerate the development of 2,644 new homes at EK CGA. vii. The strategic aim of the Hairmyres Park and Ride project element is: “To deliver the Hairmyres Park and Ride project in a manner than enables delivery of the 2,644 home residential development, accommodating up to 8,213 new residents, 7 years earlier than planned with associated economic growth, carbon reduction and social benefits.” 39
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viii. Based on current data the capacity at the existing Hairmyres Park and Ride is 95 car parking spaces and 6 disabled car parking spaces. 13 cycle storage spaces are also available along with associated car drop off layby. Delivery of the new Hairmyres Park and Ride, starting in 2024, is a necessary component of the full CGA development and enable its completion 7 years earlier than planned. ix. The CGA is focused on development of family-style houses, for which provision of accessible education, modern community facilities and easy access to public transport facilities is a key selling point. The total estimated population at the new East Kilbride CGA is 8,213 in up to 2,644 homes. x. As reported in the OBC (and evidenced in the development profiles at Appendix 4), the counterfactual arrangement is that the CGA development will be less attractive to purchasers, and it will take until 2027/28 before there have been sufficient S75 payments to fund delivery of education, community and transport infrastructure (i.e. from 1,400 market homes). The Economic Case xi. The economic case in the original OBC was reviewed and remains valid. It presents and tests a series of alternative options – including the counterfactual or ‘do nothing’ options, before a preferred solution that meets the identified needs and delivers Value for Money for the public sector. xii. The only viable options were identified as being around the activity of the project proposal i.e. either extend the existing P&R facility at a slightly more remote location (based on the existing station location) or build a new P&R facility at a new location immediately adjacent to a new, relocated Hairmyres Rail Station. Through analysis of current rail use and rail user patterns, the new location for Hairmyres Park and Ride was identified as the best option to maximise active travel and public transport use across the western side of East Kilbride and beyond. The Commercial Case xiii. Delivery of additional Park and Ride capacity in the local public transport network is identified as a critical requirement in delivering the full CGA over 11 years by meeting the needs of the key partners – new and existing residents (by releasing active and sustainable travel capacity), SLC and City Deal partners (by delivering additional economic value) and housebuilders/ house purchasers (by creating a more attractive development proposition). xiv. City Deal funding has been identified as one of the only viable sources for delivery of the critical off-site infrastructure works needed to bring forward the development earlier than planned. 40
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The Financial Case xv. This Full Business Case (FBC3) is for £2.000m City Deal funding – £1.720m City Deal (86%) and £0.280m SLC (14%). The full funding package also includes £0.600m developers’ contributions; £2.500m Transport Scotland funding; £1.300m Scot Gov active travel funding and an expected £0.800 SPT funding providing a total project funding package of £7.200m to enable construction of Hairmyres Park and Ride at the East Kilbride Community Growth Area (CGA), accounting for Element 3 of the whole EKCGA project proposal. Phasing of the full CGA project expenditure is presented in Appendix 6 of the OBC. xvi. Following a competitively tendered procurement exercise, the City Deal cost of delivering the creation of the P&R facility, Hairmyres Park and Ride is estimated at £2.000m, accounting for 14.35% of the total approved East Kilbride CGA City Deal allocation. This figure is based on the current OBC EIA and change controls and will be adjusted at the full and final FBC to reflect all changes in spend. xvii. SLC will take on the additional maintenance responsibilities at Hairmyres Park and Ride in perpetuity, following completion of the P&R facility. These costs will be funded from existing Council revenue and capital budgets, as the need arises. xviii. SLC has ultimate responsibility for cost over-runs beyond the level of financial budget/ approval for the CGAs. VAT has been treated as recoverable. The Management Case xix. The management and delivery of the Hairmyres Park and Ride works will be contained within the remit of SLCs CGA Programme. East Kilbride CGA will be managed by SLC in accordance with the standards required by the City Deal governing principles. Project roles have been assigned to Senior Responsible Officer, Project Sponsor, Project Manager and an internal Project Team. Roads, Transportation and Fleet Services within SLC will lead the delivery of the project, ensuring alignment against other SLC CGA and transport projects. The key milestones for the project moving forward are: • award of tender – September 2024 • site start – October 2024 • main works complete July 2025 • Facility in operational use – July 2025 41
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Figure 2 – General Arrangement Plan xx. SLC Enterprise and Sustainable Development Services will have responsibility for the long-term monitoring and evaluation of the project benefits, including community benefits, in line with the M&E Plan, using in-house resource and supplemented by external specialist consultants as required. The economic impact model developed to appraise the gross and net benefits of the alternative options, allows for the activities to be measured and performance tracked against the forecast profile. xxi. The key objectives and critical success factors (as defined in the Strategic Case) have ensured that the development of the East Kilbride CGA is embedded in a holistic approach to sustainability – environmental, economic, social and community – and the financial appraisal confirms that the project is financially sustainable, albeit with a need for future (planned) investment by the private sector to deliver the new houses. 42
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xxii. In summary the City Deal East Kilbride investment generates the following results as per the OBC – Option 3 with this project (FBC3) contributing 14.35% of the results: Table 1: Project Performance at OBC showing Hairmyres P&R 14.35% share Project Performance Counterfactual Case Preferred Option 3 – Hairmyres P&R Share Total Units Delivered 202 379 Timetable to complete By 2036 By 2029 Net Direct Construction PYE’s (Scotland) 775 1511 Net Direct Operational FTE’s (Scotland) 24 50 Private Sector Residential Costs (Discounted) £22.53m £44.78m Public Sector Infra Costs (SLC+CD) (Discounted) 0 £1.506m Private Sector Infra Costs (S75) (Discounted) £0.6m £2.68m xxiii. Total Public/Private Capital Infra Costs (Discounted) £0.6m £4.13m xxiv. Total Public Sector Revenue Costs (Discounted) £0.52m £5.60m xxv. Total Capital + Revenue Costs (Discounted) £0.52m £7.03m Total Net Direct Benefits GVA (Discounted) £28.18m £110m xxvi. Public Costs – Direct Benefit (Discounted) £27.64m £103m xxvii. Note – All results rounded to avoid ‘spurious accuracy’, benefits presented are net additional, financial as discounted net direct totals over 25 year flow. 43
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Report Agenda Item Report to: Executive Committee Date of Meeting: 4 September 2024 Report by: Executive Director (Finance and Corporate Resources) Subject: Representation on Outside Organisations 1. Purpose of Report 1.1. The purpose of the report is to:- [purpose] provide an update on member representation on Hamilton Sports Council and the Supplier Development Programme [1purpose] 2. Recommendation(s) 2.1. The Committee is asked to approve the following recommendation(s):- [recs] (1) that Councillor Falconer replace Councillor McGeever as the Council’s representative on Hamilton Sports Council; and (2) that Councillor Razzaq replace Councillor McGeever as the Council’s representative on the Supplier Development Programme. 3. Background 3.1. The Council, at its meeting on 18 May 2022, approved its representation on certain statutory joint boards and outside bodies. A report, which provided an update on arrangements that were delegated to the Chief Executive to finalise, was submitted to the Council on 15 June 2022. A further report to consider representation on a number of other bodies was submitted to the Executive Committee on 29 June 2022 at which time, in respect of the remaining vacancies, delegated authority was given to the Chief Executive, in consultation with the Leaders of the relevant Groups, to confirm nominations. 4. Amendment to Representation on Outside Organisations 4.1. On 1 August 2024, following notification of the intention from Councillor McGeever to step down from some positions, a request was received that:- Councillor Falconer replace Councillor McGeever as the Council’s representative on Hamilton Sports Council Councillor Razzaq replace Councillor McGeever as the Council’s representative on the Supplier Development Programme 5. Employee Implications 5.1. None. 7 45
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6. Financial Implications 6.1. None. 7. Climate Change, Sustainability and Environmental Implications 7.1. There are no climate change or environmental implications as a result of this report. 8. Other Implications 8.1. An elected member is not obliged to accept an appointment to an external organisation. However, if they do then they may find themselves taking on additional legal duties, e.g. as a trustee of a charity or a director of a company, where they will, in essence be obliged to act in the best interests of that organisation. The exact nature of these legal duties will depend upon the nature of the organisation in question and the role they are appointed to. There is also potential for future conflicts of interests between such a role and their role as an Elected Member. The Standards Commission has issued an Advice Note on such matters. There are not considered to be issues in terms of risk arising from this report. There are not considered to be issues in terms of risk arising from this report. 9. Equality Impact Assessment and Consultation Arrangements 9.1. This report does not introduce a new policy, function or strategy or recommend a change to an existing policy, function or strategy, therefore, no impact assessment is required. 9.2. Discussions have taken place with the relevant Business Manager(s) and elected member(s) in terms of the proposals. Jackie Taylor Executive Director (Finance and Corporate Resources) 27 August 2024 Link(s) to Council Values/Priorities/Outcomes Accountable, effective, efficient and transparent Previous References South Lanarkshire Council 18 May and 15 June 2022 Executive Committee 29 June 2022 List of Background Papers None Contact for Further Information If you would like to inspect the background papers or want further information, please contact:- Tracy Slater, Administration Adviser Ext: 4197 (Tel: 01698 454719) E-mail: tracy.slater@southlanarkshire.gov.uk 46
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Report Agenda Item Report to: Executive Committee Date of Meeting: 4 September 2024 Report by: Executive Director (Finance and Corporate Resources) Subject: Council Complaints Report: SPSO Annual Overview 2023/2024 1. Purpose of Report 1.1. The purpose of the report is to:- provide a report on the performance of the Council’s handling of complaints received during the period 1 April 2023 to 31 March 2024 against the Scottish Public Services Ombudsman (SPSO) national indicators provide customer feedback on complaint handling (see Appendix 2) 2. Recommendation(s) 2.1. The Executive Committee is asked to approve the following recommendation(s):- (1) that complaints performance and areas highlighted for improvement be noted. [1recs] 3. Background 3.1. The Council is required to monitor and assess complaints handling performance to provide assurance in relation to how the Council has performed; to facilitate continuous improvement; and to assist in benchmarking performance between local authorities. The performance indicators for the local authority model complaints handling procedure are the minimum requirements for a local authority to self-assess and report on performance, and to undertake benchmarking activities. 3.2. Compliance with the local authority complaints handling procedure is monitored by the SPSO. 4. Overview 4.1. Quarterly Council complaints reports are produced, and an annual report is shared with elected members. The Council continues to work to improve its performance and learn from complaints to improve its services. 4.2. The SPSO introduced a suite of performance indicators which the Council is required to report against following the introduction of the new Complaints Handling Procedure, which was updated in 2020. These are: Indicator 1 - complaints received per 1000 of population Indicator 2 - % of closed complaints at each stage Indicator 3 - average time in working days to respond to complaints at each stage Indicator 4 - % of complaints upheld, not upheld, and resolved 8 47
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5. Indicator Performance 5.1. The latest 2022 census information released in September 2023 estimates the population of South Lanarkshire to be 327,200. In the period April 2023 to March 2024, a total of 1112 complaints were received. This means there were 3.4 complaints received for every 1000 head of population, compared to 2022/2023 where complaints were 3.3 per 1000 head of population. The complaints received in this period are detailed in table 1 (SPSO indicator 1). Table 1 Total* number of complaints received – Four-year comparison Year 2020/21 Year 2021/22 Year 2022/23 Year 2023/24 % Change in last year 914 1046 1069 1112 4% *Figures for the total number of complaints received do not include complaints that were categorised as withdrawn or created in error, which totalled 14 for 2023/2024. 5.2. The complaints closed in 2023/2024 (SPSO indicator 2), are detailed by Resource at Appendix 1, table 2. The figures are shown as a percentage of all complaints recorded. Overall, they show that: • 79% of complaints received were closed at Stage 1, i.e. within 5 working days • 7% of complaints received were closed at Stage 2, i.e. within 20 working days • 14% of complaints that were escalated from Stage 1 to Stage 2 are closed 5.3. The SPSO Complaints Handling Procedure states that Stage 1 complaints are responded to within 5 working days, and Stage 2 within 20 working days. The average time in working days to respond to complaints (SPSO indicator 3), are detailed by Resource at Appendix 1, table 3. For the period 2023/2024, the average number of days to respond at Stage 1 is 4.70 working days and Stage 2 is 12.85 working days. Whilst these statistics reflect a slight decline in performance from the 2022/2023 results, where the average working days to respond to Stage 1 was 4.47 and Stage 2 was 10.67, in the main, response times for Resources remain within the recommended timescales of the SPSO Complaints Handling Procedures. Details are included at 5.4 where the target response timescale of 5 days has not been met. 5.4. Appendix 1, table 3 shows that Education Resource dealt with Stage 1 complaints within an average of 6 working days and Community and Enterprise Resource within an average of 5.5 working days. Despite not meeting the target response timescale of 5 working days there has been an improvement for both Resources, as response times have reduced from 6.5 and 6.3 working days respectively in 2022/2023. 48
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Factors in failing to meet the 5 working day timescale may be attributed to more detailed investigation of the complaint being required. Some complaints can be of a complex nature and could likely take longer than the 5 working day timescale. Some stage one complaints were extended to 10 working days, in line with SPSO guidance, however when an extension is applied the complaint is still considered ‘late’ if it was closed out with the initial 5 working day timescale. Confidence in managers to recognise the likelihood of a need for more complex investigations and escalate complaints directly to Stage 2 are encouraged at an early stage to allow the necessary time to investigate and respond to complaints. Work continues to improve the timescales involved in handling complaints, and to maintain employee awareness of the options available in the procedure for escalating complaints to the next stage where it is appropriate to do so. 5.5. This year, 149 complaints were escalated from Stage 1 to Stage 2 compared to 116 in 2022/2023, representing an increase of 28.4%. It should be noted that Resources have the opportunity to place complaints directly at Stage 2 if it is appropriate rather than escalating from Stage 1 to Stage 2, as the purpose of the two-stage procedure is to handle complaints effectively at the first time of asking and not to have multiple attempts at resolving complaints. Where a complaint is further escalated to the SPSO they are interested in whether the Council has followed the procedure correctly and appropriately. Managers continue to ensure more complex complaints are progressed directly to Stage 2 where the procedure gives adequate time to properly investigate and respond to these. 5.6. The Complaints upheld, not upheld, and resolved at each stage as a percentage of complaints closed in full at each stage in this period (SPSO indicator 4), are detailed by Resource at Appendix 1, table 4. Of the complaints: • processed at Stage 1, 30% were upheld, 53% not upheld, and 17% were resolved • processed at Stage 2, 20% were upheld, and 80% were not upheld • escalated from Stage 1 to Stage 2, 19% were upheld, and 81% were not upheld In terms of upheld complaints across the Resources, most Stage 1 complaints were upheld in Community and Enterprise Resources (44%), and fewest were upheld in Education Resources (14%). Of the 1,096 complaints closed in 2023/2024, 147 were resolved at Stage 1. The Resource with the most resolved complaints at Stage 1 is Social Work with 62. 6. Good Practice Examples 6.1. The Council has a process for the internal reporting of complaints information, including analysis of complaints trends. In line with the SPSO Model Complaint Handling Procedure, information on complaints outcomes and actions taken to resolve complaints and improve services is published annually on the South Lanarkshire Council website at this link: Complaints performance - South Lanarkshire Council. 49
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7. Customer Satisfaction 7.1. The Council asks for feedback from customers who have used the complaints procedure. This gives the Council insight into how the customer feels about how the Council has handled their complaint and helps to inform service improvements. As in previous years, the survey has been conducted by email with all customers who agree to participate sent a link to the survey. This is in line with the complaints handling procedure. Please refer to Appendix 2 for the results of the customer feedback survey for the period from 1 April 2023 to 31 March 2024. The figures presented in Appendix 2 are extremely low. Due to the low feedback received this year and last year, a question was incorporated within the online complaints form in April 2024, with the aim of increasing the volume of customers who opt in to receive the survey in 2024/2025. 8. National Issues and Updates 8.1. Updates from the SPSO and her team are as follows: i. Annual Statistics 2023/2024 SPSO publish their annual statistics on their website. These detail the enquiries and complaints they have received and determined in the past year. The full statistics are available on the SPSO website at https://www.spso.org.uk/statistics-2023-24 ii. Child Friendly Complaints Information about the Child Friendly Complaints Handling Process Guidance is available on the SPSO website at www.spso.org.uk/news-and-media/child- friendly-complaints 9. Employee Implications 9.1. Employees are key to effective service delivery and in trying to resolve complaints. Training is available to all employees through a range of methods including full handbooks, quick guides, e-learning, and good practice. 10. Financial Implications 10.1. There are no additional financial implications of this report and the cost of the complaints handling procedure is incorporated into current budgets. 11. Climate Change, Sustainability and Environmental Implications 11.1 There are no climate change, sustainability or environmental implications associated with this report. 12. Other Implications 12.1. There is a risk of damage to the Council’s reputation. If complaints are not handled effectively, there can be an adverse effect on the public perception of the Council which can lead to a lack of trust in the services provided. 50
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13. Equality Impact Assessment and Consultation Arrangements 13.1. Council Resources and the Corporate Management Team have been consulted on the data required for this report. Customers are consulted on the process every quarter and the result of this consultation is shared with Corporate Management Team through this report. 13.2. There is no requirement to carry out an equality impact assessment in relation to the proposals within this report. However, the learning from complaints is used to ensure Council services are accessible to all members of the community and, wherever possible, to prevent discrimination, harassment, or victimisation from occurring. Jackie Tayor Executive Director (Finance and Corporate Resources) 12 August 2024 Link(s) to Council Objectives/Priorities/Outcomes Accountable, effective, efficient, and transparent Fair, open and sustainable Ambitious, self-aware and improving Previous References None List of Background Papers Monitoring information provided by each Resource. Complaints handling customer feedback report. List of Appendices Appendix 1 – Scottish Public Services Ombudsman’s Performance indicators from 1 April 2023 to 31 March 2024. Appendix 2 - Overview of responses for the complaints handling customer feedback survey from 1 April 2023 to 31 March 2024. Contact for Further Information If you would like to inspect the background papers or want further information, please contact: - Tracy Ferguson, Learning, Organisational Development and Diversity Manager Email: tracy.ferguson@southlanarkshire.gov.uk 51
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Appendix 1 SPSO performance indicators (KPI’s) from 1 April 2023 to 31 March 2024 Complaints closed at stage one and stage two as a percentage of all complaints closed (SPSO indicator 2). Actual numerical figure shown in brackets. The term “closed” refers to a complaint that has had a response sent to the customer and at the time no further action is required (regardless at which stage it is processed and whether any further escalation takes place). Table 2 Resource (total no. closed) % closed at Stage 1 % closed at Stage 2 % closed at Stage 2 - escalated from Stage 1 Community and Enterprise (318) 79% (252) 10% (31) 11% (35) Education (269) 74% (199) 10% (28) 16% (42) Finance and Corporate (115) 88% (101) 1% (1) 11% (13) Housing and Technical (171) 87% (148) 3% (5) 10% (18) Social Work (223) 74% (165) 8% (17) 18% (41) Total (1096) 79% (865) 7% (82) 14% (149) Average time in working days for a full response to complaints at each stage (working days) (SPSO indicator 3) Table 3 Resource Average time in working days to respond to complaints at stage one (5- day resolution target) Average time in working days to respond to complaints at stage two (20- day resolution target) Average time in working days to respond to complaints after escalation (20-day resolution target) Community and Enterprise 5.5 16.25 12.5 Education 6 20.75 15.5 Finance and Corporate 3 2 6 Housing and Technical 4.25 11.25 16.75 Social Work 4.75 14 18.5 Total Average Times 4.70 12.85 13.85 52
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Four-year comparison Average time in working days for a full response to complaints at each stage. Average times Stage 1 Stage 2 Escalated Total – 2023/24 4.70 12.85 13.85 Total - 2022/23 4.47 10.67 14.40 Total - 2021/22 4.11 10.50 12.43 Total - 2020/21 5.37 10.72 12.76 Complaints upheld/not upheld at each stage as a percentage of complaints closed in full at each stage, (SPSO indicator 4). Actual numerical figure shown in brackets. (See table 2 for complaints closed figures). Upheld – failings found; Not upheld – no failings found; Resolved – remedial action taken prior to establishing if upheld or not upheld. Table 4 - Complaints upheld/not upheld/resolved at each stage as a percentage of complaints closed in full at each stage in this period. Resource % upheld at Stage 1 % not upheld at Stage 1 % upheld at Stage 2 % not upheld at Stage 2 Community and Enterprise 44% (111) 51% (129) 13% (4) 87% (27) Education 14% (27) 68% (136) 29% (8) 71% (20) Finance and Corporate 28% (28) 65% (66) 0% (0) 100% (1) Housing and Technical 36% (53) 44% (65) 20% (1) 80% (4) Social Work 24% (39) 39% (64) 18% (3) 82% (14) Total 30% (258) 53% (460) 20% (16) 80% (66) Resource % of escalated complaints upheld % of escalated complaints not upheld Community and Enterprise 9% (3) 91% (32) Education 19% (8) 81% (34) Finance and Corporate 23% (3) 77% (10) Housing and Technical 22% (4) 78% (14) Social Work 27% (11) 73% (30) Total 19% (29) 81% (120) 53
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Resolved complaints Resource Number of complaints resolved at stage one as % of all complaints closed at stage one (5 days) Community and Enterprise 5% (12) Education 18% (36) Finance and Corporate 7% (7) Housing and Technical 20% (30) Social Work 37% (62) Total 17% (147) 54
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Appendix 2 Complaints handling customer feedback survey. Overview of responses from 1 April 2023 to 31 March 2024 Note: data based on 4 respondents Customers were asked to answer based on the complaints process rather than the outcome of the complaint. Question Answer Strongly disagree Disagree Neutral Agree Strongly Agree Information about the complaints procedure was easily accessible. - - 75% - 25% I found it easy to make my complaint. 25% 25% 25% 25% I was happy that the Investigating Officer fully understood my complaint. 25% - 50% - 25% I was given the opportunity to fully explain my complaint. 25% - 50% - 25% The points of my complaint were identified and responded to. 50% 25% - - 25% The response to my complaint was easy to understand. 50% 25% - - 25% Overall, I was satisfied with the handling of my complaint. 100% - - - - I was clearly told what the next stage of the complaints process was to me. 50% 25% - - 25% I was told if the response was going to take longer than the timescales (five working days at stage 1 and 20 working days at stage 2). 50% 25% - 25% - 55
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