Agenda Document Pack - Finance and Corporate Resources Committee - 28/06/2023
South Lanarkshire Council · 28 June 2023
Back to Finance and Corporate Resources Committee — 28 June 2023 and its agenda
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Council Offices, Almada Street Hamilton, ML3 0AA Tuesday, 20 June 2023 Dear Councillor Finance and Corporate Resources Committee The Members listed below are requested to attend a meeting of the above Committee to be held as follows:- Date: Wednesday, 28 June 2023 Time: 14:00 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 Cleland Sneddon Chief Executive Members Lesley McDonald (Chair), Walter Brogan (Depute Chair), Celine Handibode (Depute Chair), Joe Fagan (ex officio), Alex Allison, Mathew Buchanan, Andy Carmichael, Maureen Chalmers, Margaret Cooper, Andrea Cowan, Maureen Devlin, Colin Dewar, Mary Donnelly, Grant Ferguson, Gladys Ferguson-Miller, Graeme Horne, Martin Hose, Katy Loudon, Hugh Macdonald, Catherine McClymont, Elaine McDougall, Mark McGeever, Richard Nelson, Mo Razzaq, John Ross, Graham Scott Substitutes John Bradley, Archie Buchanan, Ross Gowland, Gavin Keatt, Susan Kerr, Ross Lambie, Martin Lennon, Richard Lockhart, Carol Nugent, Norman Rae, David Watson 1
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BUSINESS 1 Declaration of Interests 2 Minutes of Previous Meeting Minutes of the meeting of the Finance and Resources Committee held on 3 May 2023 submitted for approval as a correct record. (Copy attached) 5 - 12 3 Minutes of Grievance and Disputes Panel Minutes of the Grievance and Disputes Panel held on 10 May 2023 submitted for approval as a correct record. (Copy attached) 13 - 14 4 Minutes of Recruitment Committee Minutes of the Recruitment Committee held on 25 May 2023 submitted for approval as a correct record. (Copy attached) 15 - 16 Monitoring Item(s) 5 Revenue Budget Monitoring 2022/2023 - Finance and Corporate Resources Report dated 5 June 2023 by the Executive Director (Finance and Corporate Resources). (Copy attached) 17 - 26 6 Revenue Budget Monitoring 2023/2024 - Finance and Corporate Resources Report dated 5 June 2023 by the Executive Director (Finance and Corporate Resources). (Copy attached) 27 - 36 7 Capital Budget Monitoring 2022/2023 - Finance and Corporate Resources Report dated 7 June 2023 by the Executive Director (Finance and Corporate Resources). (Copy attached) 37 - 40 8 Capital Budget Monitoring 2023/2024 - Finance and Corporate Resources Report dated 7 June 2023 by the Executive Director (Finance and Corporate Resources). (Copy attached) 41 - 44 9 Finance and Corporate Resources – Workforce Monitoring – March and April 2023 Report dated 25 May 2023 by the Executive Director (Finance and Corporate Resources). (Copy attached) 45 - 52 10 Council-wide Workforce Monitoring - March to April 2023 Report dated 25 May 2023 by the Executive Director (Finance and Corporate Resources). (Copy attached) 53 - 74 Item(s) for Decision 11 Revenue Collection and Approval of Write Offs Report dated 9 June 2023 by the Executive Director (Finance and Corporate Resources). (Copy attached) 75 - 80 12 Scottish Government Consultation on Council Tax for Second and Empty Homes, and Thresholds for Non-Domestic Rates Report dated 14 June 2023 by the Executive Director (Finance and Corporate Resources). (Copy attached) 81 - 102 2
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Item(s) for Noting 13 Notification of Contracts Awarded - October 2022 to March 2023 Report dated 15 May 2023 by the Executive Director (Finance and Corporate Resources). (Copy attached) 103 - 108 14 Safety at Sports Grounds - Re-issue of General Safety Certificate for Hamilton Park Report dated 31 May 2023 by the Executive Director (Finance and Corporate Resources). (Copy attached) 109 - 112 Urgent Business 15 Urgent Business Any other items of business which the Chair decides are urgent. For further information, please contact:- Clerk Name: Carol Lyon Clerk Telephone: 07385370065 Clerk Email: carol.lyon@southlanarkshire.gov.uk 3
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FINANCE AND CORPORATE RESOURCES COMMITTEE Minutes of meeting held via Confero and in Committee Room 1, Council Offices, Almada Street, Hamilton on 3 May 2023 Chair: Councillor Lesley McDonald Councillors Present: Councillor Alex Allison, Councillor Walter Brogan (Depute), Councillor Mathew Buchanan, Councillor Andy Carmichael, Councillor Maureen Chalmers, Councillor Andrea Cowan, Councillor Maureen Devlin, Councillor Colin Dewar, Councillor Mary Donnelly, Councillor Grant Ferguson, Councillor Gladys Ferguson-Miller, Councillor Graeme Horne, Councillor Martin Hose, Councillor Susan Kerr (substitute for Councillor Celine Handibode), Councillor Richard Lockhart (substitute for Councillor Richard Nelson), Councillor Hugh Macdonald, Councillor Catherine McClymont, Councillor Elaine McDougall, Councillor Mark McGeever, Councillor Carol Nugent (substitute for Councillor Katy Loudon), Councillor Mo Razzaq, Councillor John Ross, Councillor Graham Scott Councillors' Apologies: Councillor Margaret Cooper, Councillor Joe Fagan (ex officio), Councillor Celine Handibode (Depute), Councillor Katy Loudon, Councillor Richard Nelson Attending: Finance and Corporate Resources P Manning, Executive Director; C Fergusson, Head of Finance (Transactions); S Jessup, Administration Assistant; T Little, Head of Communications and Strategy; C Lyon, Administration Officer; G McCann, Head of Administration and Legal Services; K McVeigh, Head of Personnel Services; A Norris, Administration Assistant; J Taylor, Head of Finance (Strategy); A Walker, IT Services Manager 1 Declaration of Interests No interests were declared. 2 Minutes of Previous Meeting The minutes of the meeting of the Finance and Corporate Resources Committee held on 15 February 2023 were submitted for approval as a correct record. The Committee decided: that the minutes be approved as a correct record. 3 Minutes of Appeals Panel The minutes of the meetings of the Appeals Panel held on 7 February and 22 March 2023 were submitted for approval as a correct record. The Committee decided: that the minutes be approved as a correct record. 4 Minutes of Recruitment Committee The minutes of the meetings of the Recruitment Committee held on 17 and 30 March and 17 April 2023 were submitted for approval as a correct record. 2 5
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The Committee decided: that the minutes be approved as a correct record. 5 Capital Budget Monitoring 2022/2023 - Finance and Corporate Resources A report dated 12 April 2023 by the Executive Director (Finance and Corporate Resources) was submitted advising of progress on Finance and Corporate Resources’ capital programme for 2022/2023 and summarising the expenditure position at 24 February 2023. The Finance and Corporate Resources’ capital programme for 2022/2023 was £3.695 million. Anticipated spend to date was £2.633 million and spend to 24 February 2023 totalled £3.252 million. This represented an overspend of £0.619 million. Work had been ongoing to monitor the predicted spend position for this financial year and current estimates from Finance and Corporate Resources suggested an outturn of £4.4 million. This represented a net overspend of £0.705 million and was mainly due to the timing of spend of the Oracle Fusion project, with funding for the overall spend already identified into the next financial year. Officers responded to a member’s question on the report. The Committee decided: (1) that the Finance and Corporate Resources’ capital programme of £3.695 million and expenditure to date of £3.252 million be noted; and (2) that the projected outturn of £4.4 million be noted. [Reference: Minutes of 15 February 2023 (Paragraph 5)] Councillor Razzaq joined the meeting during consideration of the above item of business 6 Revenue Budget Monitoring 2022/2023 - Finance and Corporate Resources A report dated 5 April 2023 by the Executive Director (Finance and Corporate Resources) was submitted comparing actual expenditure for the period 1 April 2022 to 24 February 2023 against budgeted expenditure for 2022/2023 for Finance and Corporate Resources. As at 24 February 2023, there was a breakeven position against the phased budget, detailed in Appendix A to the report. The forecast to 31 March 2023 was a breakeven position. Virements were proposed to realign budgets and those movements were detailed in the appendices to the report. Officers responded to a member’s question on the report. The Committee decided: (1) that the breakeven position, as detailed in Appendix A to the report, be noted; (2) that the forecast to 31 March 2023 of a breakeven position be noted; and 6
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(3) that the budget virements, as detailed in the appendices to the report, be approved. [Reference: Minutes of 15 February 2023 (Paragraph 4)] 7 Finance and Corporate Resources – Workforce Monitoring – December 2022 to February 2023 A report dated 30 March 2023 by the Executive Director (Finance and Corporate Resources) was submitted on the following employee information for Finance and Corporate Resources for the period December 2022 to February 2023:- attendance statistics occupational health statistics accident/incident statistics disciplinary hearings, grievances and Dignity at Work cases analysis of leavers and exit interviews staffing watch as at 10 December 2022 Officers responded to members’ questions on various aspects of the report. The Committee decided: that the report be noted. [Reference: Minutes of 15 February 2023 (Paragraph 6)] Councillor Lockhart joined the meeting during consideration of the above item of business 8 Council-wide Workforce Monitoring - December 2022 to February 2023 A report dated 30 March 2023 by the Executive Director (Finance and Corporate Resources) was submitted on the following Council-wide employee information for the period December 2022 to December 2023:- attendance statistics occupational health statistics accident/incident statistics disciplinary hearings, grievances and Dignity at Work cases analysis of leavers and exit interviews recruitment monitoring staffing watch as at 10 December 2022 In response to a member’s question in relation to when a report on recruitment in respect veterans would be brought to this Committee, the Head of Personnel Services advised that a more general discussion on recruitment would form part of the agenda at the Equal Opportunities Forum, with any subsequent report provided to this Committee in due course. The Committee decided: that the report be noted. [Reference: Minutes of 15 February 2023 (Paragraph 7)] 7
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9 Revenue Collection and Approval for Write-Offs A report dated 14 April 2023 by the Executive Director (Finance and Corporate Resources) was submitted on:- collection performance for the financial year 2022/2023 to 31 March 2023 on revenue income which comprised Council Tax, non-domestic rates, sundry debts and arrears performance in the Business Rates Incentivisation Scheme (BRIS) the write-off of irrecoverable Council Tax, non-domestic rates, BID levy, sundry debt, Housing Rent and associated charges and school meals debt Details were provided on current collection targets. The Council was ahead of target and of comparable performance from 2021/2022 in respect of Council Tax, non-domestic rates and sundry debt. In terms of arrears collection targets, the Council was ahead of target but behind comparable performance from 2021/2022 in respect of Council Tax and non-domestic rates. In respect of sundry debt, the Council was behind target but ahead of comparable performance in 2021/2022. As previously advised to Committee, the BRIS scheme had been suspended for 2020/2021 and 2021/2022 due to the impact of COVID-19. It had been confirmed in March 2023 that BRIS would not be reinstated for 2022/2023. Further guidance and information was awaited from the Scottish Government with regards to reinstatement in 2023/2024, however, performance against the BRIS target continued to be closely monitored. A members’ awareness session had been held on 1 February 2023 to provide details of the planned bulk write-off exercise in relation to Council Tax and former tenants of temporary accommodation. Those bulk write-offs were included in the proposals in this report. It was proposed that the following debts be written off:- irrecoverable Council Tax accounts from 1993/1994 to 2022/2023 (including bulk write-off for 1993/1994 and 1994/1995) to the value of £3,008,848.09 relating primarily to prescribed debt, sequestrations and estates of the deceased irrecoverable non-domestic rates from 2020/2021 to 2022/2023 to the value of £1,515,827.44 relating primarily to debtors in liquidation, those who had ceased trading or had been sequestrated Business Improvement District (BID) levies totalling £4,158.79 administered by the Council on behalf of Hamilton, Carluke and Lanark BID companies sundry debts to a value of £496,728.63 former tenant rent arrears totalling £758,273.54 (including bulk write-off for 2012/1013 to 2015/2016), factoring arrears of £1,050.87 and Housing Benefit overpayments totalling £165,535.47 School Meals Debt totalling £8,818.06 The Committee decided: (1) that the Council’s performance in the collection of revenues be noted; (2) that the Council’s performance against the Business Rates Incentivisation Scheme target be noted; and (3) that the write-off of the following irrecoverable debts be approved:- Council Tax debt from 1993/1994 to 2022/2023 to the value of £3,008,848.09 Non Domestic Rates from 2020/2021 to 2022/2023 totalling £1,515,827.44 BID levies totalling £4,158.79 8
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sundry debts to a value of £496,728.63 house rent and associated charges totalling £924,859.88 School Meals Debt totalling £8,818.06 [Reference: Minutes of 15 February 2023 (Paragraph 9)] 10 Procurement Strategy 2023 to 2028 A report dated 3 April 2023 by the Executive Director (Finance and Corporate Resources) was submitted on the Procurement Strategy 2023 to 2028. The Procurement Reform Act (Scotland) required the Council to develop a Procurement Strategy and undertake an annual review of strategic objectives. The statutory guidance detailed the areas that the strategy must include. The Council’s previous Procurement Strategy covered the period 2020 to 2023 and was approved on 13 May 2020. The Procurement Strategy 2023 to 2028 was attached as Appendix 1 to the report. The Strategy communicated the Council’s vision for procurement based on the following 7 key strategic objectives:- compliance value for money collaborative contract and supplier management Fair Work First sustainable and ethical community wealth building The Strategy promoted continuous improvement in all procurement activities and aimed to ensure that they were performed effectively while delivering efficiencies where possible. In addition to detailing how the Council would maintain and improve upon its core procurement capability, it also considered how the Council would meet its obligations in term of the Sustainable Procurement Duty and Fair Work First and acknowledged its wider responsibilities in respect of the Council’s Sustainable Development and Climate Change Strategy and Community Wealth Building Strategy. An annual action plan would be developed each year for the life of the strategy to support the strategic objectives. Regular updates on progress against both strategic outcomes and the annual action plan would be reported to the Corporate Management Team and this Committee. The draft action plan for 2023/2024 was detailed in Appendix 2 to the report. Officers responded to a member’s question on the report. The Committee recommended to the Executive Committee: that the Procurement Strategy 2023 to 2028, attached as Appendix 1 to the report, be approved. [Reference: Note of Delegated Decisions taken by the Chief Executive, in consultation with Group Leaders, on items of business relating to the Executive Committee Agenda of 13 May 2020 (Paragraph 6)] 9
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11 Money Matters Advice Service – External Funding A report dated 12 April 2023 by the Executive Director (Finance and Corporate Resources) was submitted on:- external funding secured by the Money Matters Advice Service (MMAS) the temporary change to the MMAS establishment During the financial year 2022/2023, MMAS had supported 14,223 unique clients and opened 40,348 cases as society recovered from Covid-19 and many of the temporary measures put in place to support people had been with withdrawn. This had been exacerbated by the cost of living crisis and rise in energy prices. In response, MMAS introduced a range of measures, including the Financial Wellbeing Support Fund, using Scottish Government Local Authority Covid Economic Recovery funding. MMAS had also received 488 referrals from Macmillan Cancer Support, on behalf of residents who had received a cancer diagnosis, and had opened 935 cases. Macmillan Cancer Support had invited MMAS to apply to them for funding to ensure that it could continue to provide the same level of support to clients with a cancer diagnosis, as demand increased on the service. This support was vital due to the nature of the illness and the urgency with which their issues needed to be addressed, particularly where they were terminally ill. The Council had been informed that its funding bid had been successful and would receive an award of £0.018 million per annum, initially to March 2024, subject to contractual agreement. The funding would be used to meet the cost of the lead Welfare Rights Officer post which had a specialist role in supporting referrals from Macmillan Cancer Support. This post would be managed within the existing establishment. NHS Lanarkshire recognised that the Cost of Living Crisis not only impacted clients, but also staff and was impacting on their attendance at work and their overall wellbeing. They had agreed to provide funding of £0.025 million per annum to MMAS to employ a 0.5 FTE Welfare Rights Officer (Cost of Living) on Grade 2, Level 4 (£31,717 to £32,629) on a fixed term basis to 31 March 2025. The Welfare Rights Officer would provide training to NHS Lanarkshire Teams to help raise awareness of social security benefits and other support that staff and patients might be able to access. The Committee decided: (1) that the funding provided by Macmillan Cancer Support be noted; (2) that the funding be used to meet the cost of the lead Welfare Rights Officer post within the MMAS that had a specialist role in supporting referrals from Macmillan Cancer Support; and (3) that the funding received from NHS Lanarkshire be used to increase the establishment of MMAS by a 0.5 FTE post of Welfare Rights Officer (Cost of Living), as detailed in section 5.2 of the report, for a temporary period to 31 March 2025. 12 Finance and Corporate Resource Plan 2023/2024 A report dated 4 April 2023 by the Executive Director (Finance and Corporate Resources) was submitted on the Finance and Corporate Resource Plan 2023/2024. 10
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Details were provided on the Resource Plan for 2023/2024, attached as Appendix 1 to the report, which outlined:- key areas of focus for the year ahead objectives and outcomes measures and actions resourcing of the Plan Following approval at individual Resource Committees, the Resource Plans for 2023/2024 would be submitted, as a pack, to the meeting of the Executive Committee to be held on 21 June 2023 for noting. The Resource had established a number of outcomes to support the delivery of the Council Plan, Connect, in 2023/2024. To support those outcomes, the Resource had developed performance measures in an action plan, detailed in Section 3 of the Resource Plan. Key or strategic measures would be included in the Council Plan progress reports 2023/2024, with the remaining measures being monitored and reported at Resource level. In line with the Council’s performance management arrangements, a mid-year progress report on actions identified in the 2023/2024 Resource Plan and an end of year progress report respectively, would be submitted to future meetings of the Committee. Once approved, the Resource Plan would be made available on the Council’s website. The Committee decided: (1) that the Finance and Corporate Resource Plan 2023/2024, attached as Appendix 1 to the report, be approved; (2) that the Resource Plan 2023/204 be uploaded to the Council’s website; (3) that it be noted that, following Committee approval, all Resource Plans would be submitted to the Executive Committee on 21 June 2023 for noting; and (4) that it be noted that Progress Reports on the Resource Plan 2023/2024 would be submitted, at Quarter 2 and Quarter 4, to future meetings of this Committee. 13 2023/2024 Information and Communication Technology (ICT) Asset Management Plan A report dated 5 April 2023 by the Executive Director (Finance and Corporate Resources) was submitted on the outcomes of the 2023/2024 Information and Communication Technology (ICT) Asset Management Plan. The ICT Asset Management Plan outlined the priorities and strategies required to develop and support the ICT asset estate which was in place to support the business objectives of the Council whilst ensuring business continuity. The plan highlighted the key actions planned for the year ahead, ensuring that the Council’s ICT Assets were fit for purpose. Details of the key support work were provided in the report and a copy of the proposed 2023/2024 ICT Asset Management Plan was attached as Appendix 1 to the report. The Committee decided: that the ICT Asset Management Plan for 2023/2024 be approved. [Reference: Minutes of 7 September 2022 (Paragraph 13)] 11
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14 Heads of Service - Terms and Conditions A report dated 12 April 2023 by the Executive Director (Finance and Corporate Resources) was submitted on proposed changes to all Heads of Service terms and conditions. Heads of Service within the Council were employed on Local Government Employee terms and conditions. This was a longstanding arrangement which had not been reviewed since the introduction of Single Status in 2003. In collective bargaining terms, they were covered, through COSLA, by the Scottish Joint Council (SJC) arrangements. The Head of Personnel Services had been asked to review the position by a number of Heads of Service who had highlighted the relative inconsistency with most other councils and to make recommendations for change. Spinal column points on which Heads of Service were currently paid did not appear within the COSLA SJC circulars, but the principles of any agreed SJC pay award were applied consistently to the points used. The equivalent spinal column points on the Chief Officials circular were not an exact match for Heads of Service current salaries, but the difference was relatively small. Given this, it was proposed that Heads of Service terms and conditions should be realigned to Chief Officials terms and conditions to bring the Council into line with most other councils and remove any perceived disincentive to chief officer recruitment. The impact on individuals was minor. If approved, Heads of Service would be offered a move onto Chief Officials terms and conditions and any new vacancies would be advertised under those revised arrangements. Officers responded to a member’s questions on various aspects of the report. The Committee decided: that all Heads of Service be offered the opportunity to move to Chief Officials terms and conditions of employment. Councillor Horne left the meeting during consideration of the above item of business 15 Early Retirement, Voluntary Severance and Switch 2 A report dated 4 April 2023 by the Executive Director (Finance and Corporate Resources) was submitted on early retirements, voluntary severances, and the Switch 2 programme for the period 1 October 2022 to 31 March 2023. The Committee decided: that the report be noted. [Reference: Minutes of 16 November 2022 (Paragraph 12)] 16 Urgent Business There were no items of urgent business. 12
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GRIEVANCE AND DISPUTES PANEL Minutes of meeting held in Committee Room 3, Council Offices, Almada Street, Hamilton on 10 May 2023 Chair: Councillor Celine Handibode Councillors Present: Councillor Margaret Cowie, Councillor Richard Lockhart Attending: Finance and Corporate Resources H Calley, Administration Officer; G Robertson, Personnel Adviser 1 Declaration of Interests No interests were declared. 2 Urgent Business There were no items of urgent business. 3 Exclusion of Press and Public The Panel decided: that, in terms of Section 50A(4) of the Local Government (Scotland) Act 1973, the press and public be excluded from the meeting for the next item of business on the grounds that it was likely that there would be disclosure of exempt information in terms of Paragraph 1 of Part I of Schedule 7A of the Act. 4 Grievance The Panel considered a grievance (Ref G/1/23) by an employee of the Council. The employee was present and represented themselves. The employee was also accompanied by a colleague. The Council was represented by a lead officer from the employee’s Resource. All parties were heard in relation to the matter and then withdrew from the meeting. The Panel decided: that the grounds of the grievance had not been substantiated and the grievance be not upheld. 3 13
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RECRUITMENT COMMITTEE Minutes of meeting held in Committee Room 5, Council Offices, Almada Street, Hamilton on 25 May 2023 Chair: Councillor Joe Fagan Councillors Present: Councillor Alex Allison, Councillor Maureen Chalmers, Councillor Gerry Convery (Depute), Councillor Katy Loudon (substitute for Councillor Gladys Ferguson-Miller), Councillor John Ross Councillor’s Apology: Councillor Gladys Ferguson-Miller Attending: Chief Executive’s Service C Sneddon, Chief Executive Finance and Corporate Resources S McLeod, Administration Officer; K McVeigh, Head of Personnel Services 1 Declaration of Interests No interests were declared. 2 Minutes of Previous Meeting The minutes of the meeting of the Recruitment Committee held on 2 May 2023 were submitted for approval as a correct record. The Committee decided: that the minutes be approved as a correct record. 3 Urgent Business There were no items of urgent business. 4 Exclusion of Press and Public The Committee decided: that, in terms of Section 50A(4) of the Local Government (Scotland) Act 1973, the press and public be excluded from the meeting for the next item of business on the grounds that it was likely that there would be disclosure of exempt information in terms of Paragraph 1 of Part I of Schedule 7A of the Act. 5 Post of Executive Director (Education Resources) The Committee proceeded to interview 4 candidates for the post of Executive Director (Education Resources). 4 15
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The Committee decided: that Ms C McKenzie, Head of Education (Broad General Education), South Lanarkshire Council be appointed to the post of Executive Director (Education Resources). [Reference: Minutes of 2 May 2023 (Paragraph 4)] 16
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Report Agenda Item Report to: Finance and Corporate Resources Committee Date of Meeting: 28 June 2023 Report by: Executive Director (Finance and Corporate Resources) Subject: Revenue Budget Monitoring 2022/2023 - Finance and Corporate Resources 1. Purpose of Report 1.1. The purpose of the report is to:- [p provide information on the actual expenditure measured against the revenue budget for the period 1 April 2022 to 31 March 2023 for Finance and Corporate Resources 2. Recommendation(s) 2.1. The Committee is asked to approve the following recommendation(s):- [recs] (1) that the Finance and Corporate Resources financial outturn position as at 31 March 2023 is an underspend of £0.978 million before transfers to reserves and a breakeven position after transfers to reserves, as detailed in Appendix A of the report, be noted; and (2) that the proposed budget virements (section 5.4) be approved. 3. Background 3.1. This is the final revenue budget monitoring report presented to the Finance and Corporate Resources Committee for the financial year 2022/2023. 3.2. The report details the financial position for Finance and Corporate Resources on Appendix A, along with variance explanations in Appendices B-H as appropriate. 4. Employee Implications 4.1. None. 5. Financial Implications 5.1. Year End Position as at 31 March 2023: The year end position is an underspend of £0.978 million before Transfers to Reserves, and a breakeven position after Transfers to Reserves. The Resource position is outlined in Appendix A. 5.3. Transfers to Reserves: The Executive Committee (21 June 2023) approved a transfer of £0.978 million to reserves to meet future commitments. These are detailed in Appendices B to H as appropriate. 5.4. Virements are proposed to realign budgets. These movements are detailed in the appendices to this report, as appropriate. 5 17
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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. 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. 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 an existing policy, function or strategy and therefore no impact assessment is required. 8.2. There is also no requirement to undertake any consultation in terms of the information contained in the report. Paul Manning Executive Director (Finance and Corporate Resources) 5 June 2023 Link(s) to Council Values/Priorities/Outcomes Accountable, Effective, Efficient and Transparent Previous References Finance and Corporate Resources Committee, 3 May 2023 List of Background Papers Financial ledger and budget monitoring results to 31 March 2023 Contact for Further Information If you would like to inspect the background papers or want further information, please contact: Lorraine O’Hagan, Finance Manager (Strategy) Ext: 2601 (Tel: 01698 452601) E-mail: lorraine.o’hagan@southlanarkshire.gov.uk 18
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Appendix A SOUTH LANARKSHIRE COUNCIL Revenue Budget Monitoring Report Finance and Corporate Resources Committee: Period Ended 31 March 2023 (No. 14) Finance and Corporate Resources Summary Annual Budget Forecast for Year Annual Forecast Variance BEFORE Transfers Annual Forecast Variance AFTER Transfers Budget Proportion 31/03/23 Actual BEFORE Transfers 31/03/23 Variance 31/03/23 % Variance 31/03/23 £000 £000 £000 £000 £000 £000 £000 Budget Category Employee Costs 38,488 37,769 719 719 38,488 38,110 378 Under 1.0% Property Costs 3,133 3,093 40 40 3,133 3,047 86 Under 2.7% Supplies & Services 12,404 12,454 (50) (50) 12,404 12,470 (66) Over (0.5%) Transport & Plant 67 57 10 10 67 56 11 Under 16.4% Administration Costs 9,446 9,685 (239) (239) 9,446 9,402 44 Under 0.5% Payments to Other Bodies 9,841 9,880 (39) (39) 9,841 9,236 605 Under 6.1% Payments to Contractors 259 250 9 9 259 230 29 Under 11.2% Transfer Payments 65,320 63,686 1,634 1,634 65,320 63,884 1,436 Under 2.2% Financing Charges 1,229 1,309 (80) (80) 1,229 1,324 (95) Over (7.7%) Total Controllable Exp. 140,187 138,183 2,004 2,004 140,187 137,759 2,428 Under 1.7% Total Controllable Inc. (91,168) (89,164) (2,004) (2,004) (91,168) (89,718) (1,450) Under Recovered 1.6% Net Controllable Exp. 49,019 49,019 0 0 49,019 48,041 978 Under 2.0% Transfer to Reserves (as at 31/03/2023) 0 0 0 0 0 978 (978) - n/a Position After Transfer to Reserves (as at 31/03/2023) 49,019 49,019 0 0 49,019 49,019 0 - n/a Variance Explanations Variance explanations are shown in Appendices B to H as appropriate. Budget Virements Budget virements are shown in Appendices B to H as appropriate. Year End Transfers to Reserves These are shown in Appendices B to H as appropriate. 19
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Appendix B SOUTH LANARKSHIRE COUNCIL Revenue Budget Monitoring Report Finance and Corporate Resources Committee: Period Ended 31 March 2023 (No. 14) Finance – Strategy Services Annual Budget Forecast for Year Annual Forecast Variance Annual Forecast Variance AFTER Transfers Budget Proportion 31/03/23 Actual BEFORE Transfers 31/03/23 Variance 31/03/23 % Variance 31/03//23 £000 £000 £000 £000 £000 £000 £000 Budget Category Employee Costs 3,064 3,052 12 12 3,064 2,872 192 Under 6.3% 1 Property Costs 0 0 0 0 0 0 0 - n/a Supplies & Services 19 16 3 3 19 29 (10) Over (52.6%) Transport & Plant 0 0 0 0 0 1 (1) Over n/a Administration Costs 112 113 (1) (1) 112 115 (3) Over (2.7%) Payments to Other Bodies 516 521 (5) (5) 516 597 (81) Over (15.7%) 2 Payments to Contractors 22 22 0 0 22 24 (2) Over (9.1%) Transfer Payments 0 0 0 0 0 0 0 - n/a Financing Charges 16 21 (5) (5) 16 23 (7) Over (43.8%) Total Controllable Exp. 3,749 3,745 4 4 3,749 3,661 88 Under 2.3% Total Controllable Inc. (1,458) (1,442) (16) (16) (1,458) (1,370) (88) Under recovered 6.0% 3, a Net Controllable Exp. 2,291 2,303 (12) (12) 2,291 2,291 0 - n/a Transfer to Reserves (as at 31/03/2023) 0 0 0 0 0 0 0 - n/a Position After Transfer to Reserves (as at 31/03/2023) 2,291 2,303 (12) (12) 2,291 2,291 0 - n/a Variance Explanations 1. Employee Costs The underspend is mainly the year-end statutory maternity credit as well as the consequence of staff turnover within the Service. 2. Payments to Other Bodies The overspend includes the increase in the external audit fee for 2022/2023. 3. Income The under-recovery on income relates to controllable recharges to other departments and is offset by an underspend in Employee Costs. Budget Virements a. Budget realignment to reflect service delivery: Net effect: £0.100m: Income: £0.100m 20
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Appendix C SOUTH LANARKSHIRE COUNCIL Revenue Budget Monitoring Report Finance and Corporate Resources Committee: Period Ended 31 March 2023 (No. 14) Finance – Transactions Services Annual Budget Forecast for Year Annual Forecast Variance Annual Forecast Variance AFTER Transfers Budget Proportion 31/03/23 Actual BEFORE Transfers 31/03/23 Variance 31/03/23 % Variance 31/03/23 £000 £000 £000 £000 £000 £000 £000 Budget Category Employee Costs 13,394 12,805 589 589 13,394 12,969 424 Under 3.2% 1, a, d Property Costs 3,054 3,042 12 12 3,054 2,956 98 Under 3.2% b Supplies & Services 6,043 5,990 53 53 6,043 5,948 95 Under 1.6% Transport & Plant 5 2 3 3 5 2 3 Under 60.0% Administration Costs 3,363 3,332 31 31 3,363 3,264 99 Under 2.9% 2, b, i Payments to Other Bodies 3,053 3,064 (11) (11) 3,053 2,879 174 Under 5.7% 3, c, ii Payments to Contractors 237 228 9 9 237 203 34 Under 14.3% Transfer Payments 65,320 63,686 1,634 1,634 65,320 63,884 1,436 Under 2.2% 4, iii Financing Charges 155 165 (10) (10) 155 187 (32) Over (20.6%) Total Controllable Exp. 94,624 92,314 2,310 2,310 94,624 92,292 2,331 Under 2.5% Total Controllable Inc. (69,711) (67,895) (1,816) (1,816) (69,711) (68,323) (1,388) Under recovered 2.0% 4,d Net Controllable Exp. 24,913 24,419 494 494 24,913 23,969 943 Under 3.8% Transfer to Reserves (as at 31/03/2023) 0 0 0 0 0 559 (559) - n/a Position After Transfer to Reserves (as at 31/03/2023) 24,913 24,419 494 494 24,913 24,528 384 Under 1.5% Variance Explanations 1. Employee Costs The underspend is a consequence of vacant posts within the Service, which are being considered in line with service requirements. 2. Administration Costs The underspend reflects Scottish Welfare Fund funding that will be carried forward for use in 2023/2024 (see virement below). 3. Payments to Other Bodies The underspend is due to Warm Welcome Initiative monies which will be carried forward for use in 2023/2024 (see below). This is partially offset by additional spend on Free School Meals payments during periods of industrial action. 4. Transfer Payments / Controllable Income The underspend in Transfer Payments reflects the demand led spend on Rent Allowance and Rent Rebates and is offset by an under-recovery of Income. Budget Virements a. LACER funding for Scottish Welfare Fund and Community Wellbeing expenditure: Net effect: £1.455m: Property Costs £1.200m and Administration Costs £0.255m. b. Energy Bills Support Scheme and Alternative Fuel monies: Net effect: £0.100m: Payments to Other Bodies £0.100m c. Internal Budget realignments to reflect service delivery: Net effect: (£0.650m): Income (£0.650m) d. Adjustment to reflect posts funded out with the Service: Net effect: (£0.355m): Employee Costs (£0.300m) and Administration Costs (£0.055m) Year End Transfers to Reserves i. Scottish Welfare Fund: £0.145m – Administration Costs ii. Warm Welcome Initiative – Energy Support Grant: £0.299m – Payments to Other Bodies iii. Discretionary Housing Payment: £0.115m – Transfer Payments 21
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Appendix D SOUTH LANARKSHIRE COUNCIL Revenue Budget Monitoring Report Finance and Corporate Resources Committee: Period Ended 31 March 2023 (No. 14) Audit Services Annual Budget Forecast for Year Annual Forecast Variance Annual Forecast Variance AFTER Transfers Budget Proportion 31/03/23 Actual BEFORE Transfers 31/03/23 Variance 31/03/23 % Variance 31/0323 £000 £000 £000 £000 £000 £000 £000 Budget Category Employee Costs 637 666 (29) (29) 637 669 (32) Over (5.0%) 1 Property Costs 0 0 0 0 0 0 0 - n/a Supplies & Services 7 7 0 0 7 5 2 Under 28.6% Transport & Plant 0 0 0 0 0 0 0 - n/a Administration Costs 6 6 0 0 6 4 2 Under 33.3% Payments to Other Bodies 1 1 0 0 1 0 1 Under 100% Payments to Contractors 0 0 0 0 0 0 0 - n/a Transfer Payments 0 0 0 0 0 0 0 - n/a Financing Charges 4 4 0 0 4 5 (1) Over (25.0%) Total Controllable Exp. 655 684 (29) (29) 655 683 (28) Over (4.3%) Total Controllable Inc. (277) (306) 29 29 (277) (272) (5) Under recovered 1.8% Net Controllable Exp. 378 378 0 0 378 411 (33) Over (8.7%) Transfer to Reserves (as at 31/03/2023) 0 0 0 0 0 0 0 - n/a Position After Transfer to Reserves (as at 31/03/2023) 378 378 0 0 378 411 (33) Over (8.7%) Variance Explanations 1. Employee Costs The overspend is mainly due to lower than anticipated staff turnover across the Service. 22
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Appendix E SOUTH LANARKSHIRE COUNCIL Revenue Budget Monitoring Report Finance and Corporate Resources Committee: Period Ended 31 March 2023 (No. 14) Information Technology Services Annual Budget Forecast for Year Annual Forecast Variance Annual Forecast Variance AFTER Transfers Budget Proportion 31/03/23 Actual BEFORE Transfers 31/03/23 Variance 31/03/23 % Variance 31/03/23 £000 £000 £000 £000 £000 £000 £000 Budget Category Employee Costs 5,259 5,295 (36) (36) 5,259 5,464 (205) Over (3.9%) 1 Property Costs 0 0 0 0 0 0 0 - n/a Supplies & Services 5,375 5,375 0 0 5,375 5,375 0 - 0.0% a Transport & Plant 4 4 0 0 4 2 2 Under 50.0% Administration Costs 1,390 1,390 0 0 1,390 1,386 4 Under 0.3% a Payments to Other Bodies 0 0 0 0 0 0 0 - n/a Payments to Contractors 0 0 0 0 0 0 0 - n/a Transfer Payments 0 0 0 0 0 0 0 - n/a Financing Charges 631 631 0 0 631 615 16 Under 2.5% Total Controllable Exp. 12,659 12,695 (36) (36) 12,659 12,842 (183) Over (1.4%) Total Controllable Inc. (8,139) (8,139) 0 0 (8,139) (8,298) 159 Over recovered (2.0%) 2, a Net Controllable Exp. 4,520 4,556 (36) (36) 4,520 4,544 (24) Over (0.5%) Transfer to Reserves (as at 31/03/2023) 0 0 0 0 0 0 0 - n/a Position After Transfer to Reserves (as at 31/03/2023) 4,520 4,556 (36) (36) 4,520 4,544 (24) Over (0.5%) Variance Explanations 1. Employee Costs The overspend is mainly due to lower than anticipated staff turnover across the Service to date. 2. Income The over recovery reflects a higher than anticipated level of recharge income at the year-end. Budget Virements a. Budget realignment to reflect service delivery: Net effect (£0.790m): Supplies and Services (£0.186m); Administration Costs (£0.214m) and Income (£0.390m). 23
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Appendix F SOUTH LANARKSHIRE COUNCIL Revenue Budget Monitoring Report Finance and Corporate Resources Committee: Period Ended 31 March 2023 (No. 14) Personnel Services Annual Budget Forecast for Year Annual Forecast Variance Annual Forecast Variance AFTER Transfers Budget Proportion 31/03/23 Actual BEFORE Transfers 31/03/23 Variance 31/03/23 % Variance 31/03/23 £000 £000 £000 £000 £000 £000 £000 Budget Category Employee Costs 9,503 9,158 345 345 9,503 9,232 271 Under 2.9% 1 Property Costs 61 46 15 15 61 83 (22) Over (36.1%) Supplies & Services 206 262 (56) (56) 206 274 (68) Over (33.0%) Transport & Plant 15 6 9 9 15 6 9 Under 60.0% Administration Costs 1,182 1,297 (115) (115) 1,182 1,328 (146) Over (12.4%) 2, a Payments to Other Bodies 4,143 4,166 (23) (23) 4,143 4,072 71 Under 1.7% Payments to Contractors 0 0 0 0 0 3 (3) Over n/a Transfer Payments 0 0 0 0 0 0 0 - n/a Financing Charges 40 69 (29) (29) 40 79 (39) Over (97.5%) Total Controllable Exp. 15,150 15,004 146 146 15,150 15,077 73 Under 0.5% Total Controllable Inc. (5,961) (5,993) 32 32 (5,961) (6,020) 59 Over recovered (1.0%) 2, b Net Controllable Exp. 9,189 9,011 178 178 9,189 9,057 132 Under 1.4% Transfer to Reserves (as at 31/03/2023) 0 0 0 0 0 0 0 - n/a Position After Transfer to Reserves (as at 31/03/2023) 9,189 9,011 178 178 9,189 9,057 132 Under 1.4% Variance Explanations 1. Employee Costs The underspend reflects the level of modern apprentices currently required, and staff working on other funded projects. 2. Administration Costs and Income The overspend on Admin Costs reflects the level of training costs and medical expenses incurred to date, offset by an over-recovery of income. Budget Virements a. Training costs: Net effect: £0.070m: Administration Costs: £0.070m b. Realignment of budget to reflect service delivery: Net effect (£0.070m), Income (£0.070m). 24
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Appendix G SOUTH LANARKSHIRE COUNCIL Revenue Budget Monitoring Report Finance and Corporate Resources Committee: Period Ended 31 March 2023 (No. 14) Administration, Legal and Licensing Services Annual Budget Forecast for Year Annual Forecast Variance Annual Forecast Variance AFTER Transfers Budget Proportion 31/03/23 Actual BEFORE Transfers 31/03/23 Variance 31/03/23 % Variance 31/03/23 £000 £000 £000 £000 £000 £000 £000 Budget Category Employee Costs 4,078 4,119 (41) (41) 4,078 4,276 (198) Over (4.9%) 1 Property Costs 18 5 13 13 18 4 14 Under 77.8% Supplies & Services 120 170 (50) (50) 120 198 (78) Over (65.0%) 3 Transport & Plant 14 16 (2) (2) 14 13 1 Under 7.1% Administration Costs 2,250 2,404 (154) (154) 2,250 2,257 (7) Over (0.3%) Payments to Other Bodies 718 718 0 0 718 634 84 Under 11.7% 2, i Payments to Contractors 0 0 0 0 0 0 0 - n/a Transfer Payments 0 0 0 0 0 0 0 - n/a Financing Charges 32 68 (36) (36) 32 68 (36) Over (112.5%) Total Controllable Exp. 7,230 7,500 (270) (270) 7,230 7,450 (220) Over (3.0%) Total Controllable Inc. (2,941) (2,738) (203) (203) (2,941) (2,885) (56) Under recovered 1.9% 4 Net Controllable Exp. 4,289 4,762 (473) (473) 4,289 4,565 (276) Over (6.4%) Transfer to Reserves (as at 31/03/2023) 0 0 0 0 0 84 (84) - n/a Position After Transfer to Reserves (as at 31/03/2023) 4,289 4,762 (473) (473) 4,289 4,649 (360) Over (8.4%) Variance Explanations 1. Employee Costs The overspend is mainly due to lower than anticipated staff turnover across the Service to date. 2. Payments to Other Bodies The underspend is due to the administrative grants being carried forward for use in 2023/2024 (see Transfers below). 3. Supplies & Services The overspend reflects higher than anticipated spend on computer equipment purchases. 4. Income The under-recovery is due to a lower level of Licensing and Registration income generated in-year, and includes the ongoing impact of the pandemic on a number of licenses, including taxi licences being applied for in 2022/2023. Year End Transfers to Reserves i. Admin. Grants: £0.084m – Payments to Other Bodies 25
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Appendix H SOUTH LANARKSHIRE COUNCIL Revenue Budget Monitoring Report Finance and Corporate Resources Committee: Period Ended 31 March 2023 (No. 14) Communications and Strategy Services Annual Budget Forecast for Year Annual Forecast Variance Annual Forecast Variance AFTER Transfers Budget Proportion 31/0323 Actual BEFORE Transfers 31/03/23 Variance 31/03/23 % Variance 31/03/23 £000 £000 £000 £000 £000 £000 £000 Budget Category Employee Costs 2,553 2,674 (121) (121) 2,553 2,627 (74) Over (2.9%) 1 Property Costs 0 0 0 0 0 4 (4) Over n/a Supplies & Services 634 634 0 0 634 641 (7) Over (1.1%) Transport & Plant 29 29 0 0 29 32 (3) Over (10.3%) Administration Costs 1,143 1,143 0 0 1,143 1,048 95 Under 8.3% 3 Payments to Other Bodies 1,410 1,410 0 0 1,410 1,054 356 Under 25.3% 2, i Payments to Contractors 0 0 0 0 0 0 0 - n/a Transfer Payments 0 0 0 0 0 0 0 - n/a Financing Charges 351 351 0 0 351 347 4 Under 1.1% Total Controllable Exp. 6,120 6,241 (121) (121) 6,120 5,753 367 Under 6.0% Total Controllable Inc. (2,681) (2,651) (30) (30) (2,681) (2,550) (131) Under recovered 4.9% 3 Net Controllable Exp. 3,439 3,590 (151) (151) 3,439 3,203 236 Under 6.9% Transfer to Reserves (as at 31/03/2023) 0 0 0 0 0 335 (335) - n/a Position After Transfer to Reserves (as at 31/03/2023) 3,439 3,590 (151) (151) 3,439 3,538 (99) Over 2.9% Variance Explanations 1. Employee Costs The overspend is mainly due to lower than anticipated staff turnover across the Service. 2. Payments to Other Bodies The underspend reflects the timing of spend on Participatory Budgeting Investment Monies, with the funding being carried forward into 2023/2024 (see Transfers below). 3. Administration Costs and Income The under-recovery of income is partially offset by an underspend in rechargeable services within Admin Costs. Central Support Income was also under- recovered. Year End Transfers to Reserves i. 2022/2023 Investments – Participatory Budgeting: £0.335m – Payments to Other Bodies 26
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Report Agenda Item Report to: Finance and Corporate Resources Committee Date of Meeting: 28 June 2023 Report by: Executive Director (Finance and Corporate Resources) Subject: Revenue Budget Monitoring 2023/2024 - Finance and Corporate Resources 1. Purpose of Report 1.1. The purpose of the report is to: [p provide information on the actual expenditure measured against the revenue budget for the period 1 April 2023 to 19 May 2023 for Finance and Corporate Resources. [1purpose] 2. Recommendation(s) 2.1. The Committee is asked to approve the following recommendation(s): [recs] (1) that the breakeven position on the Finance and Corporate Resources’ revenue budget, as detailed in Appendix A of the report, and the forecast to 31 March 2024 of breakeven, be noted; and (2) that the proposed budget virement be approved. 3. Background 3.1. This is the first revenue budget monitoring report presented to the Finance and Corporate Resources Committee for the financial year 2023/2024. 3.2. The report details the financial position for Finance and Corporate Resources on Appendix A, along with variance explanations in Appendices B-H. 4. Employee Implications 4.1. None. 5. Financial Implications 5.1. As at 19 May 2023, there is a breakeven position against the phased budget. The financial forecast for the revenue budget to 31 March 2024 is a breakeven position. 5.2. A virement is proposed to realign budgets. This has been detailed in Appendix F. 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. 6 27
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7. Other Implications 7.1. 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. 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 an existing policy, function or strategy and therefore no impact assessment is required. 8.2. There is also no requirement to undertake any consultation in terms of the information contained in the report. Paul Manning Executive Director (Finance and Corporate Resources) 5 June 2023 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 19 May 2023 Contact for Further Information If you would like to inspect the background papers or want further information, please contact: Lorraine O’Hagan, Finance Manager (Strategy) Ext: 2601 (Tel: 01698 452601) E-mail: lorraine.o’hagan@southlanarkshire.gov.uk 28
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Appendix A SOUTH LANARKSHIRE COUNCIL Revenue Budget Monitoring Report Finance and Corporate Resources Committee: Period Ended 19 May 2023 (No.2) Finance and Corporate Resources Summary Annual Budget Forecast for Year Annual Forecast Variance Budget Proportion 19/05/23 Actual 19/05/23 Variance 19/05/23 % Variance 19/05/23 Note £000 £000 £000 £000 £000 £000 Budget Category Employee Costs 35,460 35,460 0 4,000 4,042 (42) over (1.1%) Property Costs 4,016 4,016 0 13 13 0 - 0.0% Supplies & Services 7,068 7,068 0 1,566 1,578 (12) over (0.8%) Transport & Plant 71 71 0 6 6 0 - 0.0% Administration Costs 8,649 8,649 0 1,239 1,246 (7) over (0.6%) Payments to Other Bodies 4,712 4,712 0 400 400 0 - 0.0% Payments to Contractors 259 259 0 16 17 (1) over (6.3%) Transfer Payments 65,302 65,302 0 5,300 5,300 0 - 0.0% Financing Charges 1,230 1,230 0 162 162 0 - 0.0% Total Controllable Exp. 126,767 126,767 0 12,702 12,764 (62) over (0.5%) Total Controllable Inc. (86,246) (86,246) 0 (4,504) (4,566) 62 over recovered (1.4%) Net Controllable Exp. 40,521 40,521 0 8,198 8,198 0 - 0.0% Variance Explanations Variance explanations are shown in Appendices B to H as appropriate. Budget Virements A Budget virement is noted in Appendix F. 29
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Appendix B SOUTH LANARKSHIRE COUNCIL Revenue Budget Monitoring Report Finance and Corporate Resources Committee: Period Ended 19 May 2023 (No.2) Finance - Strategy Services Annual Budget Forecast for Year Annual Forecast Variance Budget Proportion 19/05/23 Actual 19/05/23 Variance 19/05/23 % Variance 19/05/23 Note £000 £000 £000 £000 £000 £000 Budget Category Employee Costs 3,038 3,038 0 347 322 25 under 7.2% 1 Property Costs 0 0 0 0 0 0 - n/a Supplies & Services 19 19 0 5 8 (3) over (60.0%) Transport & Plant 0 0 0 0 0 0 - n/a Administration Costs 111 111 0 1 1 0 - 0.0% Payments to Other Bodies 516 516 0 0 0 0 - n/a Payments to Contractors 22 22 0 0 0 0 - n/a Transfer Payments 0 0 0 0 0 0 - n/a Financing Charges 16 16 0 1 1 0 - 0.0% Total Controllable Exp. 3,722 3,722 0 354 332 22 under 6.2% Total Controllable Inc. (1,604) (1,604) 0 0 (3) 3 over recovered n/a Net Controllable Exp. 2,118 2,118 0 354 329 25 under 7.1% Variance Explanations 1. Employee Costs The underspend reflects turnover of staff to date, with any vacant posts being considered in line with service requirements. 30
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Appendix C SOUTH LANARKSHIRE COUNCIL Revenue Budget Monitoring Report Finance and Corporate Resources Committee: Period Ended 19 May 2023 (No.2) Finance - Transactions Services Annual Budget Forecast for Year Annual Forecast Variance Budget Proportion 19/05/23 Actual 19/05/23 Variance 19/05/23 % Variance 19/05/23 Note £000 £000 £000 £000 £000 £000 Budget Category Employee Costs 12,828 12,828 0 1,428 1,371 57 under 4.0% 1 Property Costs 3,885 3,885 0 11 11 0 - 0.0% Supplies & Services 578 578 0 22 26 (4) over (18.2%) Transport & Plant 6 6 0 1 1 0 - 0.0% Administration Costs 2,521 2,521 0 409 410 (1) over (0.2%) Payments to Other Bodies 1,499 1,499 0 61 61 0 - 0.0% Payments to Contractors 237 237 0 16 16 0 - 0.0% Transfer Payments 65,302 65,302 0 5,300 5,300 0 - 0.0% Financing Charges 155 155 0 2 2 0 - 0.0% Total Controllable Exp. 87,011 87,011 0 7,250 7,198 52 under 0.7% Total Controllable Inc. (68,817) (68,817) 0 (3,957) (4,015) 58 over recovered (1.5%) 2 Net Controllable Exp. 18,194 18,194 0 3,293 3,183 110 under 3.3% Variance Explanations 1. Employee Costs The underspend reflects the level of turnover within the Service to date, with recruitment being considered in line with service requirements. 2. Income The over-recovery reflects income received in advance of spend incurred to date. 31
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Appendix D SOUTH LANARKSHIRE COUNCIL Revenue Budget Monitoring Report Finance and Corporate Resources Committee: Period Ended 19 May 2023 (No.2) Audit Services Annual Budget Forecast for Year Annual Forecast Variance Budget Proportion 19/05/23 Actual 19/05/23 Variance 19/05/23 % Variance 19/05/23 Note £000 £000 £000 £000 £000 £000 Budget Category Employee Costs 633 633 0 69 81 (12) over (17.4%) 1 Property Costs 0 0 0 0 0 0 - n/a Supplies & Services 7 7 0 0 0 0 - n/a Transport & Plant 0 0 0 0 0 0 - n/a Administration Costs 6 6 0 2 2 0 - 0.0% Payments to Other Bodies 1 1 0 0 0 0 - n/a Payments to Contractors 0 0 0 0 0 0 - n/a Transfer Payments 0 0 0 0 0 0 - n/a Financing Charges 4 4 0 0 0 0 - n/a Total Controllable Exp. 651 651 0 71 83 (12) over (16.9%) Total Controllable Inc. (277) (277) 0 (2) (2) 0 - 0.0% Net Controllable Exp. 374 374 0 69 81 (12) - (17.4%) Variance Explanations 1. Employee Costs The overspend reflects a lower than anticipated level of staff turnover. 32
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Appendix E SOUTH LANARKSHIRE COUNCIL Revenue Budget Monitoring Report Finance and Corporate Resources Committee: Period Ended 19 May 2023 (No.2) Information Technology Services Annual Budget Forecast for Year Annual Forecast Variance Budget Proportion 19/05/23 Actual 19/05/23 Variance 19/05/23 % Variance 19/05/23 Note £000 £000 £000 £000 £000 £000 Budget Category Employee Costs 5,216 5,216 0 581 571 10 under 1.7% Property Costs 0 0 0 0 0 0 - n/a Supplies & Services 5,518 5,518 0 1,460 1,460 0 - 0.0% Transport & Plant 4 4 0 1 1 0 - 0.0% Administration Costs 1,604 1,604 0 305 305 0 - 0.0% Payments to Other Bodies 0 0 0 0 0 0 - n/a Payments to Contractors 0 0 0 0 0 0 - n/a Transfer Payments 0 0 0 0 0 0 - n/a Financing Charges 631 631 0 76 76 0 - 0.0% Total Controllable Exp. 12,973 12,973 0 2,423 2,413 10 under 0.4% Total Controllable Inc. (7,747) (7,747) 0 0 0 0 - n/a Net Controllable Exp. 5,226 5,226 0 2,423 2,413 10 under 0.4% Variance Explanations n/a 33
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Appendix F SOUTH LANARKSHIRE COUNCIL Revenue Budget Monitoring Report Finance and Corporate Resources Committee: Period Ended 19 May 2023 (No.2) Personnel Services Annual Budget Forecast for Year Annual Forecast Variance Budget Proportion 19/05/23 Actual 19/05/23 Variance 19/05/23 % Variance 19/05/23 Note £000 £000 £000 £000 £000 £000 Budget Category Employee Costs 7,505 7,505 0 863 946 (83) over (9.6%) 1, a Property Costs 113 113 0 2 2 0 - 0.0% Supplies & Services 193 193 0 8 9 (1) over (12.5%) Transport & Plant 18 18 0 3 3 0 - 0.0% Administration Costs 1,017 1,017 0 165 165 0 - 0.0% Payments to Other Bodies 1,261 1,261 0 215 215 0 - 0.0% Payments to Contractors 0 0 0 0 1 (1) over n/a Transfer Payments 0 0 0 0 0 0 - n/a Financing Charges 41 41 0 1 1 0 - 0.0% Total Controllable Exp. 10,148 10,148 0 1,257 1,342 (85) over (6.8%) Total Controllable Inc. (2,482) (2,482) 0 (70) (71) 1 over recovered (1.4%) Net Controllable Exp. 7,666 7,666 0 1,187 1,271 (84) over (7.1%) Variance Explanations 1. Employee Costs The overspend reflects the phasing of staffing costs to date and will be offset by external project income when received. Budget Virements a. Transfer of Youth Employability post from Education Resources: Net effect: £0.088m: Employee Costs: £0.088m 34
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Appendix G SOUTH LANARKSHIRE COUNCIL Revenue Budget Monitoring Report Finance and Corporate Resources Committee: Period Ended 19 May 2023 (No.2) Administration, Legal and Licensing Services Annual Budget Forecast for Year Annual Forecast Variance Budget Proportion 19/05/23 Actual 19/05/23 Variance 19/05/23 % Variance 19/05/23 Note £000 £000 £000 £000 £000 £000 Budget Category Employee Costs 3,747 3,747 0 434 463 (29) over (6.7%) 1 Property Costs 18 18 0 0 0 0 - n/a Supplies & Services 119 119 0 4 4 0 - 0.0% Transport & Plant 14 14 0 1 1 0 - 0.0% Administration Costs 2,249 2,249 0 226 227 (1) over (0.4%) Payments to Other Bodies 678 678 0 21 21 0 - 0.0% Payments to Contractors 0 0 0 0 0 0 - n/a Transfer Payments 0 0 0 0 0 0 - n/a Financing Charges 32 32 0 2 2 0 - 0.0% Total Controllable Exp. 6,857 6,857 0 688 718 (30) over (4.4%) Total Controllable Inc. (2,668) (2,668) 0 (154) (154) 0 - 0.0% Net Controllable Exp. 4,189 4,189 0 534 564 (30) over (5.6%) Variance Explanations 1. Employee Costs The overspend reflects a lower than anticipated turnover achieved to date. 35
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Appendix H SOUTH LANARKSHIRE COUNCIL Revenue Budget Monitoring Report Finance and Corporate Resources Committee: Period Ended 19 May 2023 (No.2) Communications and Strategy Services Annual Budget Forecast for Year Annual Forecast Variance Budget Proportion 19/05/23 Actual 19/05/23 Variance 19/05/23 % Variance 19/05/23 Note £000 £000 £000 £000 £000 £000 Budget Category Employee Costs 2,493 2,493 0 278 288 (10) over (3.6%) Property Costs 0 0 0 0 0 0 - n/a Supplies & Services 634 634 0 67 71 (4) over (6.0%) Transport & Plant 29 29 0 0 0 0 - n/a Administration Costs 1,141 1,141 0 131 136 (5) over (3.8%) Payments to Other Bodies 757 757 0 103 103 0 - 0.0% Payments to Contractors 0 0 0 0 0 0 - n/a Transfer Payments 0 0 0 0 0 0 - n/a Financing Charges 351 351 0 80 80 0 - 0.0% Total Controllable Exp. 5,405 5,405 0 659 678 (19) over (2.9%) Total Controllable Inc. (2,651) (2,651) 0 (321) (321) 0 - 0.0% Net Controllable Exp. 2,754 2,754 0 338 357 (19) over (5.6%) Variance Explanations n/a 36
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Report Agenda Item Report to: Finance and Corporate Resources Committee Date of Meeting: 28 June 2023 Report by: Executive Director (Finance and Corporate Resources) Subject: Capital Budget Monitoring 2022/2023 - Finance and Corporate Resources 1. Purpose of Report 1.1. The purpose of the report is to:- [purpose] provide information on the progress of the capital programme for Finance and Corporate Resources for the period 1 April 2022 to 31 March 2023 [1purpose] 2. Recommendation(s) 2.1. The Committee is asked to approve the following recommendation(s):- [recs] (1) that the Finance and Corporate Resources capital programme of £3.695 million, and expenditure for the year of £4.977 million, be noted. [1recs] 3. Background 3.1. This is the final capital monitoring report presented to the Finance and Corporate Resources Committee for the financial year 2022/2023. 3.2. As noted in the last report to this Committee (3 May 2023), the budget for Finance and Corporate Resources for financial year 2022/2023 was £3.695 million. There have been no further changes to this budget allocation, since this last report to this Committee. 3.3. The report details the financial position for Finance and Corporate Resources in Appendix A. 4. Employee Implications 4.1. There are no employee implications as a result of this report. 5. Financial Implications 5.1. 2022/2023 Capital Programme – Final Position As detailed in Section 3.2, the total capital programme for Finance and Corporate Resources for 2022/2023 was £3.695 million. Total expenditure to the 31 March 2023 was £4.977 million, being additional spend of £1.282 million in comparison to the programme of £3.695 million. 5.2. The programme overspend of £1.282 million is mainly due to the timing of spend on the Oracle Upgrade (£2.249 million) project, of which funding for the overall spend on this project has already been identified into next financial year. 7 37
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5.3. The additional in-year spend on Oracle is partially offset by a number of project underspends, which mainly reflects the timing of project spend with budget required in financial year 2023/2024 instead of 2022/2023. 5.4. Any underspend on these projects, along with the funding, will carry forward into next financial year as required. An update on the 2023/2024 programme is detailed in a separate report to this Committee. 5.5. Accounting Adjustments While sections 5.1 to 5.4 details the position on the Capital Programme as set, Accounting Regulations mean that adjustments are required to report spend correctly as either capital or revenue for the purposes of publishing our Annual Accounts. This includes where revenue spend is in relation to assets that are owned by the Council, and where the spend should be classed as capital spend, or vice versa. There is no operational impact of this adjustment – it is an accounting entry only. 5.6. In the case of Finance and Corporate Resources, there is £0.015 million of revenue spend which should be recorded as capital. The transfers above mean that for the purpose of publishing our Annual Accounts only, there is capital spend of £4.992 million. 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. The main risk associated with the Council’s Capital Programme is an overspend. There are detailed project management plans prepared and the risk of overspend on each project is monitored through four weekly investment management meetings. 7.2. The Council continues to experience material shortages, longer lead times and extraordinary inflationary price increases and it is anticipated that this will continue to impact the supply chain for the foreseeable future. The impact of this will continue to be monitored through the four weekly investment management meetings. Further updates will be reported in the coming months with any significant increases in contract values being brought to members’ attention. 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 an existing policy, function or strategy and therefore no impact assessment is required. 8.2. There is also no requirement to undertake any consultation in terms of the information contained in the report. Paul Manning Executive Director (Finance and Corporate Resources) 7 June 2023 38
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Link(s) to Council Values/Priorities/Outcomes Accountable, effective, efficient and transparent Previous References Finance and Corporate Resources Committee, 3 May 2023 Executive Committee, 21 June 2023 List of Background Papers Financial ledger to 31 March 2023 Contact for Further Information If you would like to inspect the background papers or want further information, please contact: Lorraine O’Hagan, Finance Manager (Strategy) Ext: 2601 (Tel: 01698 452601) E-mail: lorraine.o’hagan@southlanarkshire.gov.uk 39
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Appendix A South Lanarkshire Council Capital Expenditure 2022-2023 Finance and Corporate Resources Programme For Period 1 April 2022 – 31 March 2023 Finance and Corporate Resources Total Original Budget £000 Budget Adjustments £000 Slippage £000 Total Budget £000 Anticipated Spend £000 Actual Expenditure £000 Information Technology Services 3,695 - - 3,695 3,695 4,977 TOTAL 3,695 - - 3,695 3,695 4,977 Accounting Adjustments Less Transfers to Revenue - Add Transfers to Capital 15 2022/23 Outturn Position (Accounting Basis Only) 4,992 40
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Report Agenda Item Report to: Finance and Corporate Resources Committee Date of Meeting: 28 June 2023 Report by: Executive Director (Finance and Corporate Resources) Subject: Capital Budget Monitoring 2023/2024 - Finance and Corporate Resources 1. Purpose of Report 1.1. The purpose of the report is to:- [purpose] provide information on the progress of the capital programme for Finance and Corporate Resources for the period 1 April 2023 to 19 May 2023 [1purpose] 2. Recommendation(s) 2.1. The Committee is asked to approve the following recommendation(s):- [recs] (1) that the Finance and Corporate Resources capital programme of £5.333 million, and expenditure to date of £0.104 million, be noted. [1recs] 3. Background 3.1. This is the first capital monitoring report presented to the Finance and Corporate Resources Committee for the financial year 2023/2024. Further reports will follow throughout the year. 3.2. The budget of £5.333 million for Finance and Corporate Resources is based on the overall Capital Programme for 2023/2024 and has been submitted for approval to the Executive Committee on 21 June 2023. 3.3. The report details the financial position for Finance and Corporate Resources in Appendix A. 4. Employee Implications 4.1. There are no employee implications as a result of this report. 5. Financial Implications 5.1. 2023/2024 Budget As detailed in Section 3.2, the revised capital programme for Finance and Corporate Resources for 2023/2024 is £5.333 million. This budget is based on the original programme of projects approved by the Council in February 2023, updated to include budget carried forward from financial year 2022/2023. The budget of £5.333 million also reflects the level of spend which can realistically be achieved in 2023/2024, based on current estimates. 8 41
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5.2. Period 2 Position Anticipated spend to date was £0.104 million and spend to 19 May 2023 amounts to £0.104 million. 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. The main risk associated with the Council’s Capital Programme is that there 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. 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 an existing policy, function or strategy and therefore no impact assessment is required. 8.2. There is also no requirement to undertake any consultation in terms of the information contained in the report. Paul Manning Executive Director (Finance and Corporate Resources) 7 June 2023 Link(s) to Council Values/Priorities/Outcomes Accountable, Effective, Efficient and Transparent Previous References South Lanarkshire Council, 22 February 2023 Executive Committee, 21 June 2023 List of Background Papers Financial ledger to 19 May 2023 Contact for Further Information If you would like to inspect the background papers or want further information, please contact: Lorraine O’Hagan, Finance Manager (Strategy) Ext: 2601 (Tel: 01698 452601) E-mail: lorraine.o’hagan@southlanarkshire.gov.uk 42
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Appendix A South Lanarkshire Council Capital Expenditure 2023-2024 Finance and Corporate Resources Programme For Period 1 April 2022 – 19 May 2023 Finance and Corporate Resources Total Original Budget £000 Budget Adjustments £000 Slippage £000 Total Budget £000 Budget to Date £000 Actual Expenditure £000 Information Technology Services 5,333 - - 5,333 104 104 TOTAL 5,333 - - 5,333 104 104 43
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Report Agenda Item Report to: Finance and Corporate Resources Committee Date of Meeting: 28 June 2023 Report by: Executive Director (Finance and Corporate Resources) Subject: Finance and Corporate Resources – Workforce Monitoring – March and April 2023 1. Purpose of Report 1.1. The purpose of the report is to:- [purpose] provide employment information for March and April 2023 relating to Finance and Corporate Resources [1purpose] 2. Recommendation(s) 2.1. The Committee is asked to approve the following recommendation(s): - [recs] (1) that the following employment information for March and April 2023 relating to Finance and Corporate Resources be noted:- attendance statistics occupational health accident/incident statistics discipline, grievance and Dignity at Work cases analysis of leavers and exit interviews staffing watch as at 11 March 2023 [1recs] 3. Background 3.1. As part of the Council’s performance management arrangements, regular workforce monitoring reports are submitted to Committee. This report for Finance and Corporate Resources provides information on the position for March to April 2023. 4. Monitoring Statistics 4.1. Attendance Statistics (Appendix 1) Information on absence statistics is analysed for the month of April 2023 for Finance and Corporate Resources. The Resource absence figure for April 2023 was 3.6%, this figure has decreased by 0.2% when compared to last month and is 1.5% lower than the Council-wide figure. Compared to April 2022, the Resource absence figure has increased by 0.8%. Based on the absence figures at April 2023 and annual trends, the projected annual average absence for the Resource for 2023/2024 is 3.6%, compared to a Council- wide average figure of 5.1%. 9 45
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Managers follow the procedures outlined in the Maximising Attendance Policy to support employees to remain at work, or to return to work after a sickness absence. There are comprehensive employee supports in place and additionally, Personnel Services work in close partnership with line managers and Resource Management Teams on a case management basis to ensure that appropriate actions are taken. 4.2. Occupational Health (Appendix 2) In terms of referrals to occupational health, which include medical examinations and physiotherapy, overall, 54 referrals were made this period. This represents an increase of 24 when compared with the same period last year. 4.3. Accident/Incident Statistics There were no accidents/incidents recorded within the Resource this period, this figure remains unchanged when compared to the same period last year. 4.4. Discipline, Grievance and Dignity at Work (Appendix 2) During the period, 1 disciplinary hearing was held within the Resource. This figure has increased by 1 when compared to the same period last year. No appeals were heard by the Appeals Panel. No grievance hearings were raised within the Resource, this figure remains unchanged when compared to the same period last year. No Dignity at Work complaints were raised within the Resource, this figure remains unchanged when compared to the same period last year. 4.5. Analysis of Leavers (Appendix 2) There were a total of 5 leavers in the Resource this period eligible for an exit interview, a decrease of 2 when compared with the same period last year. 1 exit interview was conducted in this period, a decrease of 1 when compared to the same period last year. 4.6. When processing an employee termination, managers were asked to identify whether they intended to replace the employee who had left the Council. If they indicated that they did not intend to replace the employee, they were asked to select from the following options:- plan to hold for savings fill on a fixed term basis pending savings transfer budget to another post end of fixed term post 4.7. Appendix 2a provides a breakdown of vacant posts and whether these are being replaced or held for savings. In the period March to April 2023, 22 employees (18.17 FTE) in total left employment, managers indicated that 20 posts (16.71 FTE) were being replaced, 1 post (0.86 FTE) was due to the end of a fixed term contract and 1 post (0.60 FTE) is being held pending a savings or service review. 5. Staffing Watch 5.1. There has been a decrease of 27 in the number of employees in post from 10 December 2022 to 11 March 2023. 6. Employee Implications 6.1. There are no implications for employees arising from the information presented in this report. 46
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7. Financial Implications 7.1. All financial implications are accommodated within existing budgets. 8. Climate Change, Sustainability and Environmental Implications 8.1. There are no Climate Change, Sustainability and Environmental Implications in terms of the information contained within this report. 9. Other Implications 9.1. There are no implications for risk in terms of the information contained within 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. 10.2. There was no requirement to undertake any consultation in terms of the information contained in this report. Paul Manning Executive Director (Finance and Corporate Resources) 25 May 2023 Link(s) to Council Values/Priorities/Outcomes Accountable, effective, efficient and transparent Fair, open and sustainable Ambitious, self aware and improving Excellent employer Focused on people and their needs Working with and respecting others Previous References Finance and Corporate Resources – 3 May 2023 List of Background Papers Monitoring information provided by Finance and Corporate Resources Contact for Further Information If you would like to inspect the background papers or want further information, please contact: - Elaine Maxwell, HR Business Manager Ext: 4647 (Tel: 01698 454647) E-mail: Elaine.Maxwell@southlanarkshire.gov.uk 47
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2021 / 2022 2022 / 2023 2023 / 2024 2021 / 2022 2022 / 2023 2023 / 2024 2021 / 2022 2022 / 2023 2023 / 2024 2021 / 2022 2022 / 2023 2023 / 2024 % % % % % % % % % % % % April 2.6 2.8 3.6 April 0.0 0.0 0.0 April 2.6 2.8 3.6 April 4.3 5.6 5.1 May 3.3 3.2 May 0.0 0.0 May 3.3 3.2 May 4.9 5.4 June 3.5 4.0 June 0.0 0.0 June 3.5 4.0 June 4.7 5.3 July 3.3 3.9 July 0.0 0.0 July 3.3 3.9 July 4.0 4.6 August 3.6 4.1 August 0.0 0.0 August 3.6 4.1 August 4.7 4.4 September 4.0 3.6 September 0.0 0.0 September 4.0 3.6 September 6.4 5.4 October 3.6 3.8 October 0.0 0.0 October 3.6 3.8 October 6.3 5.8 November 4.3 3.4 November 0.0 0.0 November 4.3 3.4 November 6.9 6.5 December 3.8 4.3 December 0.0 0.0 December 3.8 4.3 December 6.9 7.0 January 3.8 4.3 January 0.0 0.0 January 3.8 4.3 January 7.0 5.8 February 3.4 3.8 February 0.0 0.0 February 3.4 3.8 February 6.6 5.9 March 3.4 3.8 March 0.0 0.0 March 3.4 3.8 March 7.9 6.4 Annual Average 3.6 3.8 3.6 Annual Average 0.0 0.0 0.0 Annual Average 3.6 3.8 3.6 Annual Average 5.9 5.7 5.1 Average Apr-Mar 3.6 3.8 3.6 Average Apr-Mar 0.0 0.0 0.0 Average Apr-Mar 3.6 3.8 3.6 Average Apr-Mar 5.9 5.7 5.1 933 0 933 16205 Manual Workers No of Employees at 30 April 2023 Resource Total No of Employees at 30 April 2023 Appendix 1 Absence Trends - 2021/2022, 2022/2023 & 2023/2024 Finance and Corporate Resources No of Employees at 30 April 2023 No of Employees at 30 April 2023 APT&C Council Wide 48
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Mar - Apr Mar - Apr 2022 2023 MEDICAL EXAMINATIONS Number of Employees Attending EMPLOYEE COUNSELLING SERVICE Total Number of Referrals PHYSIOTHERAPY SERVICE Total Number of Referrals REFERRALS TO EMPLOYEE SUPPORT OFFICER 7 19 REFERRALS TO COGNITIVE BEHAVIOUR THERAPY 0 0 TOTAL 30 54 Mar - Apr Mar - Apr 2022 2023 Total Accidents/Incidents 0 0 Mar - Apr Mar - Apr 2022 2023 Total Number of Hearings 0 1 Time Taken to Convene Hearing March - April 2023 0-3 Weeks 4-6 Weeks Over 6 Weeks 1 0 0 Mar - Apr Mar - Apr 2022 2023 Number of Grievances 0 0 Mar - Apr Mar - Apr 2022 2023 Number of Incidents 0 0 Mar - Apr Mar - Apr 2022 2023 Career Advancement 2 1 Number of Exit Interviews conducted 2 1 Total Number of Leavers Eligible for Exit Interview 7 5 Percentage of interviews conducted 29% 20% Appendix 2 11 15 0 0 FINANCE & CORPORATE RESOURCES 12 20 CAUSE OF ACCIDENTS/INCIDENTS *A Specified Injury is any fracture (other than to the fingers, thumbs or toes), amputation, loss of sight, serious burns, crushing injury, scalping, loss of consciousness caused by asphyxiation/ head injury, a chemical or hot metal burn to the eye or penetrating injury as defined by the HSE. **Over 3 day / over 7day absence is an injury sustained outwith specified injury category that results in a period of absence of absence as defined by the HSE. ***Near Miss - Any unexpected, unplanned occurrence (except Dangerous Occurrences) that does not lead to injury of persons, damage to property, plant or equipment but may have done so in different circumstance. ANALYSIS OF REASONS FOR LEAVING ****Physical violent incidents are included in the "Specified" figures, where applicable, to provide the "Total Specified" figures. ****Physical violent incidents and ***** Verbal Violent Incidents are included in the "Over 3-day or Over 7-day" figures, where applicable, to provide the "Total Over 3-day or Over 7-day" figures. ****Physical Violent Incidents and ***** Verbal Violent Incidents are included in the "Minor" figures, where applicable, to provide the "Total Minor" figures. RECORD OF DISCIPLINARY HEARINGS RECORD OF GRIEVANCE HEARINGS RECORD OF DIGNITY AT WORK 49
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FTE* H/C** FTE H/C FTE H/C Terminations/Leavers 10.47 12 76.92 96 87.39 108 Being replaced 9.01 10 66.40 83 75.41 93 Filled on fixed term basis 0.00 0 1.00 2 1.00 2 Plan to transfer this budget to another post 0.00 0 2.00 2 2.00 2 End of fixed term contract 0.86 1 2.14 3 3.00 4 Held pending service Review 0.60 1 4.60 5 5.20 6 Plan to remove for savings 0.00 0 0.79 1 0.79 1 * Full time equivalent ** Head count/number of employees FTE* H/C** FTE H/C Terminations/Leavers 7.70 10 7.70 10 Being replaced 7.70 10 7.70 10 Filled on fixed term basis 0.00 0 0.00 0 Plan to transfer this budget to another post 0.00 0 0.00 0 End of fixed term contract 0.00 0 0.00 0 Held pending service Review 0.00 0 0.00 0 Plan to remove for savings 0.00 0 0.00 0 * Full time equivalent ** Head count/number of employees Apr-23 Cumulative total Appendix 2a Mar-23 Reconciliation figure Cumulative totalApr 2022 - Feb 2023 50
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As at 11 March 2023 Total Number of Employees F/T P/T F/T P/T 207 19 414 233 Director Grade 1 Grade 2 Grade 3 Grade 4 Grade 5 Grade 6 Fixed SCP Teacher TOTAL 2.00 124.78 358.72 219.55 58.05 22.30 6.00 0.00 0.00 791.4 As at 10 December 2022 Total Number of Employees F/T P/T F/T P/T 213 24 431 232 Director Grade 1 Grade 2 Grade 3 Grade 4 Grade 5 Grade 6 Fixed SCP Teacher TOTAL 2.00 136.99 367.61 219.47 59.16 24.30 6.00 0.00 0.00 815.53 Appendix 3 JOINT STAFFING WATCH RETURN FINANCE AND CORPORATE RESOURCES *Full - Time Equivalent No of Employees Salary Bands 873 MALE FEMALE TOTAL *Full - Time Equivalent No of Employees Salary Bands MALE FEMALE TOTAL 900 51
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Report Agenda Item Report to: Finance and Corporate Resources Committee Date of Meeting: 28 June 2023 Report by: Executive Director (Finance and Corporate Resources) Subject: Council-wide Workforce Monitoring – March to April 2023 1. Purpose of Report 1.1. The purpose of the report is to:- [purpose] provide employment information relating to the Council for the period March to April 2023 [1purpose] 2. Recommendation(s) 2.1. The Committee is asked to approve the following recommendation(s):- [recs] (1) that the following employment information for the period March to April 2023 relating to the Council be noted:- attendance statistics occupational health accident/incident statistics discipline, grievance and Dignity at Work cases analysis of leavers and exit interviews recruitment monitoring staffing watch as at 11 March 2023 [1recs] 3. Background 3.1. As part of the Council’s performance management arrangements, regular workforce monitoring reports are submitted to the Committee. This report for the Council provides information on the position for the period March to April 2023. 4. Attendance Statistics 4.1. Information on absence statistics for the Council and each Resource, as analysed for April 2023, is provided in Appendices 1 to 8. Points to note are:- The Council’s absence rate for April 2023, shown in Appendix 1, is 5.1%, which represents a decrease of 1.3% when compared with last month and the figure has decreased by 0.5% when compared to April 2022. When compared to April 2022, the APT&C absence rate remains at 5.2%, the teachers’ figure has increased by 0.1% and the manual workers’ figure has decreased by 1.8%. 10 53
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Based on annual trends and the absence rate to April 2023, the projected average absence rate for the Council for the financial year 2023/2024 is 5.1%. In comparison to April 2022 (Appendix 8):- Psychological and musculoskeletal conditions are the main reasons for absence. Total days lost due to psychological conditions have increased by 41 days. Total days lost due to musculoskeletal conditions have increased by 151 days. Total days lost due to respiratory conditions have decreased by 2481 days. Total days lost due to stomach, bowel, blood and metabolic disorders have decreased by 208 days. Managers follow the procedures outlined in the Maximising Attendance Policy to support employees to remain at work, or to return to work after a sickness absence. There are comprehensive employee supports in place and additionally, Personnel Services work in close partnership with line managers and Resource Management Teams on a case management basis to ensure that appropriate actions are taken. 5. Occupational Health 5.1. Information on Occupational Health for the period March to April 2023 is provided in Appendix 9. during the period there were 276 employees referred for a medical examination, an increase of 10 when compared to the same period last year. Both musculoskeletal and psychological conditions continue to be the main reason for medical referrals. a total of 375 employees attended physiotherapy treatment, showing an increase of 82 when compared to the same period last year. Of the 375 employees referred, 74% remained at work whilst undertaking treatment. during this period 280 employees were referred to the Employee Support Officer, showing an increase of 5 when compared with the same period last year. Of the referrals made this period, 86% related to personal reasons. 109 employees were referred to the PAM Assist counselling service this period, showing an increase of 4 when compared with the same period last year. All the referrals made this period were from management and none were made directly by employees. Personal reasons accounted for 68% of the referrals made, 16% were for work related reasons and 16% was for other reasons. 5 employees were referred for Cognitive Behavioural Therapy this period, an increase of 4 when compared to the same period last year. 6. Accidents/Incidents 6.1. The accident/incident report for March to April 2023 is contained in Appendix 10:- the number of accidents/incidents recorded was 331, this figure has increased by 61 from the same period last year. there were 2 specified injuries recorded, this figure has decreased by 2 from the same period last year. there were 321 minor accidents/incidents, this figure has increased by 66 from the same period last year. there were no accidents resulting in an absence lasting over 3 days during the period, this figure has decreased by 4 from the same period last year. there were 8 accidents resulting in an absence lasting over 7 days during the period, this figure has increased by 1 from the same period last year. 54
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7. Discipline, Grievance, Dignity at Work Hearings and Mediation Referrals 7.1. Information on Disciplinary, Grievance Hearings, Dignity at Work and Mediation Referrals for March to April 2023 is contained in Appendices 11, 12a and 12b:- in total, 40 disciplinary hearings were held across Resources within the Council, this figure has increased by 21 when compared to the same period last year. action was taken in 36 of these cases. No appeals were raised against the outcomes. our target is to convene disciplinary hearings within 6 weeks, 93% of hearings met this target. during the period, 1 appeal was heard by the Appeals Panel, which was not upheld. at the end of April, no Appeals Panels were pending. during the period, no grievance cases were raised. during the period, 1 Dignity at Work case was raised. during the period, no referrals for mediation were submitted. 8. Analysis of Leavers and Exit Interviews 8.1. Information on the number of leavers and exit interviews for the period March to April 2023 is contained in Appendix 13. Exit interviews are conducted with employees who leave voluntarily. Labour Turnover Using information compiled from Resources and Staffing Watch information as at 11 March 2023, the Council’s turnover figure for March to April 2023 is as follows:- 113 leavers eligible for exit interviews/14,983 employees in post = Labour Turnover of 0.8%. Based on the figure at April 2023, the projected annual labour turnover figure for the financial year 2023/2024 for the Council is 5.1%. 8.2. Analysis of Leavers and Exit Interviews there were a total of 113 employees leaving the Council that were eligible for an exit interview, a decrease of 11 when compared with the same period last year. there were a total of 35 exit interviews conducted which is a decrease of 12 when compared with the same period last year. 8.3. When processing an employee termination, managers are asked to identify whether they intend to replace the employee who had left the Council. If they indicate that they do not intend to replace the employee, they are asked to select from four options:- plan to hold for savings fill on a fixed term basis pending savings transfer budget to another post end of fixed term contract 55
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8.4. Appendix 13a provides information relating to vacant posts and whether these are being replaced or held for savings. From March to April 2023, 253 employees (177.56 FTE) left employment. Managers indicated that 240 posts (168.94 FTE) would be replaced, 3 posts (1.44 FTE) were being filled on a temporary basis, 4 posts (2.08 FTE) were due to the end of fixed term contracts and 6 posts (5.10 FTE) were being left vacant pending savings or service reviews. 9. Recruitment Monitoring 9.1. Information on Recruitment Monitoring for March to April 2023 is contained within Appendix 14. From an analysis of Equal Opportunities Monitoring Forms, the main points to note are:- overall, 1423 applications and 1360 completed Equal Opportunities Monitoring Forms were received of those applicants who declared themselves as disabled (49), 30 were shortleeted for interview and 4 were appointed. of those applicants of a black/ethnic minority background (152), 38 were shortleeted for interview and 8 were appointed. Of those applicants who are veterans (13), 9 were shortleeted for interview and 1 was appointed. 10. Staffing Watch 10.1 There has been a decrease of 64 in the number of employees in post from 10 December 2022 to 11 March 2023. Details of the staffing watch are contained in Appendix 15. 11. Employee Implications 11.1. There are no implications for employees arising from the information presented in this report. 12. Financial Implications 12.1. All financial implications are accommodated within existing budgets. 13. Climate Change, Sustainability and Environmental Implications 13.1. There are no climate change, sustainability or environmental implications arising from the information presented in this report. 14. Other Implications 14.1. There are no implications for risk in terms of the information contained within this report. 15. Equality Impact Assessment and Consultation Arrangements 15.1. 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. 15.2. There was no requirement to undertake any consultation in terms of the information contained in this report. Paul Manning Executive Director (Finance and Corporate Resources) 56
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25 May 2023 Link(s) to Council Values/Priorities/Outcomes Accountable, effective, efficient and transparent Fair, open and sustainable Ambitious, self-aware and improving Excellent employer Focused on people and their needs Working with and respecting others Previous References Finance and Corporate Resources Committee – 3 May 2023 List of Background Papers Monitoring information provided by Resources Contact for Further Information If you would like to inspect the background papers or want further information, please contact: - Elaine Maxwell, HR Business Manager Ext: 4647 (Tel: 01698 454647) E-mail: Elaine.Maxwell@southlanarkshire.gov.uk 57
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2021 / 2022 2022 / 2023 2023 / 2024 2021 / 2022 2022 / 2023 2023 / 2024 2021 / 2022 2022 / 2023 2023 / 2024 2021 / 2022 2022 / 2023 2023 / 2024 % % % % % % % % % % % % April 4.1 5.2 5.2 April 2.5 2.7 2.8 April 6.2 8.8 7.0 April 4.3 5.6 5.1 May 4.7 5.0 May 3.2 3.6 May 6.7 7.6 May 4.9 5.4 June 4.4 5.0 June 2.6 2.6 June 7.0 8.1 June 4.7 5.3 July 4.1 4.5 July 1.1 1.4 July 6.3 7.4 July 4.0 4.6 August 4.6 4.3 August 2.0 1.4 August 7.3 7.4 August 4.7 4.4 September 6.1 5.2 September 4.4 2.8 September 8.5 8.0 September 6.4 5.4 October 6.0 5.7 October 4.1 3.4 October 8.7 8.1 October 6.3 5.8 November 6.5 6.3 November 5.6 4.7 November 8.7 8.6 November 6.9 6.5 December 6.2 6.7 December 6.1 5.3 December 8.8 8.9 December 6.9 7.0 January 6.7 5.2 January 3.9 4.3 January 10.1 8.0 January 7.0 5.8 February 6.5 5.7 February 3.7 4.1 February 9.5 7.9 February 6.6 5.9 March 8.0 6.2 March 4.3 4.6 March 11.3 8.3 March 7.9 6.4 Annual Average 5.7 5.4 5.2 Annual Average 3.6 3.4 2.8 Annual Average 8.3 8.1 7.0 Annual Average 5.9 5.7 5.1 Average Apr-Mar 5.7 5.4 5.2 Average Apr-Mar 3.6 3.4 2.8 Average Apr-Mar 8.3 8.1 7.0 Average Apr-Mar 5.9 5.7 5.1 7708 3949 4548 16205No of Employees at 30 April 2023 Appendix 1 Absence Trends - 2021/2022, 2022/2023 & 2023/2024 Council Wide APT&C Teachers No of Employees at 30 April 2023 No of Employees at 30 April 2023 Manual Workers Council Wide No of Employees at 30 April 2023 58
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2021 / 2022 2022 / 2023 2023 / 2024 2021 / 2022 2022 / 2023 2023 / 2024 2021 / 2022 2022 / 2023 2023 / 2024 2021 / 2022 2022 / 2023 2023 / 2024 % % % % % % % % % % % % April 2.3 4.4 3.6 April 5.7 7.3 6.3 April 5.2 6.9 6.0 April 4.3 5.6 5.1 May 2.7 3.9 May 6.4 6.8 May 5.9 6.3 May 4.9 5.4 June 2.8 3.5 June 6.6 7.2 June 6.0 6.7 June 4.7 5.3 July 2.9 3.9 July 5.3 5.9 July 4.9 5.6 July 4.0 4.6 August 2.9 3.4 August 6.4 6.6 August 5.9 6.1 August 4.7 4.4 September 3.4 3.1 September 8.2 7.9 September 7.5 7.1 September 6.4 5.4 October 3.8 5.1 October 7.9 7.5 October 7.3 7.1 October 6.3 5.8 November 3.5 4.2 November 8.0 8.3 November 7.3 7.7 November 6.9 6.5 December 4.2 3.7 December 8.0 8.8 December 7.4 8.0 December 6.9 7.0 January 3.6 2.6 January 9.6 7.4 January 8.6 6.7 January 7.0 5.8 February 4.4 3.6 February 9.5 7.4 February 8.7 6.9 February 6.6 5.9 March 6.0 3.9 March 11.0 7.9 March 10.2 7.3 March 7.9 6.4 Annual Average 3.5 3.8 3.6 Annual Average 7.7 7.4 6.3 Annual Average 7.1 6.9 6.0 Annual Average 5.9 5.7 5.1 Average Apr-Mar 3.5 3.8 3.6 Average Apr-Mar 7.7 7.4 6.3 Average Apr-Mar 7.1 6.9 6.0 Average Apr-Mar 5.9 5.7 5.1 524 2953 3477 16205 Resource Total No of Employees at 30 April 2023 No of Employees at 30 April 2023 No of Employees at 30 April 2023 No of Employees at 30 April 2023 Appendix 2 Absence Trends - 2021/2022, 2022/2023 & 2023/2024 Community and Enterprise Resources APT&C Council WideManual Workers 59
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2021 / 2022 2022 / 2023 2023 / 2024 2021 / 2022 2022 / 2023 2023 / 2024 2021 / 2022 2022 / 2023 2023 / 2024 2021 / 2022 2022 / 2023 2023 / 2024 % % % % % % % % % % % % April 4.8 5.5 5.0 April 2.5 2.7 2.8 April 3.5 4.0 3.8 April 4.3 5.6 5.1 May 5.7 5.5 May 3.2 3.6 May 4.4 4.5 May 4.9 5.4 June 4.7 5.1 June 2.6 2.6 June 3.5 3.7 June 4.7 5.3 July 3.4 3.8 July 1.1 1.4 July 2.1 2.5 July 4.0 4.6 August 3.8 3.6 August 2.0 1.4 August 2.8 2.4 August 4.7 4.4 September 6.4 5.8 September 4.4 2.8 September 5.3 4.1 September 6.4 5.4 October 6.6 6.5 October 4.1 3.4 October 5.2 4.8 October 6.3 5.8 November 8.0 7.9 November 5.6 4.7 November 6.7 6.2 November 6.9 6.5 December 8.0 8.5 December 6.1 5.3 December 7.0 6.8 December 6.9 7.0 January 8.1 6.1 January 3.9 4.3 January 5.8 5.1 January 7.0 5.8 February 7.2 6.8 February 3.7 4.1 February 5.3 5.4 February 6.6 5.9 March 9.5 7.0 March 4.3 4.6 March 6.7 5.7 March 7.9 6.4 Annual Average 6.4 6.0 5.0 Annual Average 3.6 3.4 2.8 Annual Average 4.9 4.6 3.8 Annual Average 5.9 5.7 5.1 Average Apr-Mar 6.4 6.0 5.0 Average Apr-Mar 3.6 3.4 2.8 Average Apr-Mar 4.9 4.6 3.8 Average Apr-Mar 5.9 5.7 5.1 3516 3949 7465 16205 Teachers Resource Total No of Employees at 30 April 2023 No of Employees at 30 April 2023 No of Employees at 30 April 2023 No of Employees at 30 April 2023 Appendix 3 Absence Trends - 2021/2022, 2022/2023 & 2023/2024 Education Resources Council WideAPT&C 60
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2021 / 2022 2022 / 2023 2023 / 2024 2021 / 2022 2022 / 2023 2023 / 2024 2021 / 2022 2022 / 2023 2023 / 2024 2021 / 2022 2022 / 2023 2023 / 2024 % % % % % % % % % % % % April 2.6 2.8 3.6 April 0.0 0.0 0.0 April 2.6 2.8 3.6 April 4.3 5.6 5.1 May 3.3 3.2 May 0.0 0.0 May 3.3 3.2 May 4.9 5.4 June 3.5 4.0 June 0.0 0.0 June 3.5 4.0 June 4.7 5.3 July 3.3 3.9 July 0.0 0.0 July 3.3 3.9 July 4.0 4.6 August 3.6 4.1 August 0.0 0.0 August 3.6 4.1 August 4.7 4.4 September 4.0 3.6 September 0.0 0.0 September 4.0 3.6 September 6.4 5.4 October 3.6 3.8 October 0.0 0.0 October 3.6 3.8 October 6.3 5.8 November 4.3 3.4 November 0.0 0.0 November 4.3 3.4 November 6.9 6.5 December 3.8 4.3 December 0.0 0.0 December 3.8 4.3 December 6.9 7.0 January 3.8 4.3 January 0.0 0.0 January 3.8 4.3 January 7.0 5.8 February 3.4 3.8 February 0.0 0.0 February 3.4 3.8 February 6.6 5.9 March 3.4 3.8 March 0.0 0.0 March 3.4 3.8 March 7.9 6.4 Annual Average 3.6 3.8 3.6 Annual Average 0.0 0.0 0.0 Annual Average 3.6 3.8 3.6 Annual Average 5.9 5.7 5.1 Average Apr-Mar 3.6 3.8 3.6 Average Apr-Mar 0.0 0.0 0.0 Average Apr-Mar 3.6 3.8 3.6 Average Apr-Mar 5.9 5.7 5.1 933 0 933 16205 Manual Workers No of Employees at 30 April 2023 Resource Total No of Employees at 30 April 2023 Appendix 4 Absence Trends - 2021/2022, 2022/2023 & 2023/2024 Finance and Corporate Resources No of Employees at 30 April 2023 No of Employees at 30 April 2023 APT&C Council Wide 61
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2021 / 2022 2022 / 2023 2023 / 2024 2021 / 2022 2022 / 2023 2023 / 2024 2021 / 2022 2022 / 2023 2023 / 2024 2021 / 2022 2022 / 2023 2023 / 2024 % % % % % % % % % % % % April 3.2 5.5 5.7 April 3.6 10.6 6.9 April 3.3 7.6 6.2 April 4.3 5.6 5.1 May 2.9 4.5 May 4.2 8.1 May 3.4 6.0 May 4.9 5.4 June 3.5 4.9 June 6.2 8.5 June 4.6 6.4 June 4.7 5.3 July 4.0 5.5 July 5.7 8.9 July 4.7 6.9 July 4.0 4.6 August 4.9 4.7 August 7.9 7.1 August 6.2 5.7 August 4.7 4.4 September 5.8 4.5 September 8.1 6.3 September 6.8 5.2 September 6.4 5.4 October 5.2 4.3 October 9.0 7.8 October 6.8 5.8 October 6.3 5.8 November 5.7 4.6 November 9.2 7.8 November 7.2 5.9 November 6.9 6.5 December 4.6 4.4 December 9.5 7.2 December 6.7 5.6 December 6.9 7.0 January 5.2 4.5 January 8.8 5.5 January 6.7 4.9 January 7.0 5.8 February 6.4 4.4 February 8.5 6.2 February 7.3 5.1 February 6.6 5.9 March 7.8 5.3 March 10.7 6.8 March 9.0 5.9 March 7.9 6.4 Annual Average 4.9 4.8 5.7 Annual Average 7.6 7.6 6.9 Annual Average 6.1 5.9 6.2 Annual Average 5.9 5.7 5.1 Average Apr-Mar 4.9 4.8 5.7 Average Apr-Mar 7.6 7.6 6.9 Average Apr-Mar 6.1 5.9 6.2 Average Apr-Mar 5.9 5.7 5.1 880 567 1447 16205 Manual Workers Council Wide No of Employees at 30 April 2023No of Employees at 30 April 2023 No of Employees at 30 April 2023 No of Employees at 30 April 2023 Appendix 5 Housing & Technical Resources Resource Total Absence Trends - 2021/2022, 2022/2023 & 2023/2024 APT&C 62
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2021 / 2022 2022 / 2023 2023 / 2024 2021 / 2022 2022 / 2023 2023 / 2024 2021 / 2022 2022 / 2023 2023 / 2024 2021 / 2022 2022 / 2023 2023 / 2024 % % % % % % % % % % % % April 4.5 6.2 6.5 April 9.6 12.6 9.4 April 6.2 8.3 7.4 April 4.3 5.6 5.1 May 5.0 5.7 May 9.3 10.1 May 6.5 7.1 May 4.9 5.4 June 3.9 5.9 June 7.6 11.3 June 5.2 7.6 June 4.7 5.3 July 6.1 6.0 July 10.3 11.8 July 7.5 7.9 July 4.0 4.6 August 7.3 6.0 August 10.2 10.8 August 8.2 7.5 August 4.7 4.4 September 7.6 5.9 September 10.3 9.6 September 8.5 7.1 September 6.4 5.4 October 6.9 5.8 October 11.3 10.4 October 8.4 7.3 October 6.3 5.8 November 6.2 6.0 November 10.8 10.4 November 7.7 7.4 November 6.9 6.5 December 5.5 6.4 December 11.1 10.6 December 7.3 7.7 December 6.9 7.0 January 7.4 5.2 January 13.0 12.0 January 9.2 7.4 January 7.0 5.8 February 7.5 5.8 February 10.1 11.0 February 8.3 7.5 February 6.6 5.9 March 8.0 7.0 March 12.8 10.9 March 9.5 8.2 March 7.9 6.4 Annual Average 6.3 6.0 6.5 Annual Average 10.5 11.0 9.4 Annual Average 7.7 7.6 7.4 Annual Average 5.9 5.7 5.1 Average Apr-Mar 6.3 6.0 6.5 Average Apr-Mar 10.5 11.0 9.4 Average Apr-Mar 7.7 7.6 7.4 Average Apr-Mar 5.9 5.7 5.1 1855 1028 2883 16205 Resource TotalManual Workers No of Employees at 30 April 2023 No of Employees at 30 April 2023 No of Employees at 30 April 2023 No of Employees at 30 April 2023 Appendix 6 Absence Trends - 2021/2022, 2022/2023 & 2023/2024 Social Work Resources APT&C Council Wide 63
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Appendix 7 Absence by long and short term From: 1 February 2023 to 30 April 2023 Community and Enterprise 3477 2.5 4.4 6.9 2.9 4.4 7.3 1.8 4.2 6.0 Education 7465 1.9 3.5 5.4 2.4 3.3 5.7 0.7 3.1 3.8 Finance and Corporate 933 1.7 2.1 3.8 1.4 2.4 3.8 1.1 2.5 3.6 Housing & Technical 1447 1.9 3.2 5.1 3.3 2.6 5.9 2.4 3.8 6.2 Social Work 2883 2.8 4.7 7.5 2.8 5.4 8.2 1.9 5.5 7.4 Council Overall for February 2023 to April 2023 16205 2.2 3.7 5.9 2.6 3.8 6.4 1.3 3.8 5.1 Resource No of employees February 2023 Total Short Term % Total Long Term % Resource Total Absence % Resource Total Absence % March 2023 Total Short Term % Total Long Term % April 2023 Total Short Term % Total Long Term % Resource Total Absence % 64
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From : 1 April 2023 - 30 April 2023 Total WDL % Total WDL % Total WDL % Total WDL % Total WDL % Musculoskeletal 1148 29 821 15 45 7 523 31 821 22 3358 22 Psychological 991 25 2250 42 347 57 505 30 1277 35 5370 35 Stomach, Bowel, Blood, Metabolic Disorders 330 8 386 7 33 5 197 12 254 7 1200 8 Respiratory 416 10 576 11 48 8 193 12 519 14 1752 11 Other Classification 1085 27 1358 25 133 22 249 15 796 22 3621 24 Total Days Lost By Resource 3970 100 5391 100 606 100 1667 100 3667 100 15301 100 Total Work Days Available From : 1 April 2022 to 30 April 2022 Total WDL % Total WDL % Total WDL % Total WDL % Total WDL % Musculoskeletal 1220 25 746 13 60 12 593 28 588 14 3207 18 Psychological 1140 24 2027 35 118 24 696 33 1348 31 5329 30 Stomach, Bowel, Blood, Metabolic Disorders 429 9 463 8 18 4 78 4 420 10 1408 8 Respiratory 1148 24 1397 24 172 35 478 22 1038 24 4233 24 Other Classification 905 19 1198 21 125 25 293 14 931 22 3452 20 Total Days Lost By Resource 4842 100 5831 100 493 100 2138 100 4325 100 17629 100 Total Work Days Available *WDL = Work Days Lost 66717 140108 16860 Percentage Housing and Technical Resources Education Resources Finance and Corporate 27024 49429 Appendix 8 Attendance Monitoring Absence Classification Reasons Community and Enterprise Resources Social Work Resources Total WDL By Reason REASONS Community and Enterprise Resources Education Resources Finance and Corporate Housing and Technical Resources Social Work Resources PercentageTotal WDL By Reason 70097 146792 17816 28119 51928 65
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Appendix 9 Teachers Others 70 29 48 15 39 75 69 21 28 11 54 83 Mar - Apr 2022 Mar - Apr 2023 Mar - Apr 2022 Mar - Apr 2023 Mar - Apr 2022 Mar - Apr 2023 89 83 75 46 0 0 46 59 105 120 1 1 36 100 7 19 0 0 12 20 32 25 0 0 27 34 56 70 Social Work 0 2 83 79 275 280 Not Disclosed 0 2 293 375 Total 1 5 M S M S M S M S M S M S Total (Mar - Apr 2023) 17 0 0 0 74 0 7 0 11 0 109 0 Total (Mar - Apr 2022) 24 0 0 0 63 0 0 0 18 0 105 0 Total 109 105 M = MANAGEMENT REFERRAL S = SELF REFERRAL Total Referrals (Mar - Apr 2022) No of Employees Referred For Cognitive Behavioural Therapy Analysis of Counselling Referrals by Cause Reason Work Stress Addiction Personal Anxiety/ Depression Bereavement No of Employees Referred For Physiotherapy Total Referrals (Mar - Apr 2023) From: 1 March - 30 April 2023 comparison with 1 March - 30 April 2022 Medical Referrals Community and Enterprise Education Finance and Corporate Housing & Technical Social Work Totals Total (Mar - Apr 2023) 276 Total (Mar - Apr 2022) Finance and Corporate Housing and TechnicalFinance and Corporate Housing and Technical 266 No of Employees Referred To Employee Support Officer Education Finance and Corporate Education Social Work Housing and Technical Resource Community and Enterprise Total Occupational Health Reports Total Social Work Resource Community and Enterprise Education (Teachers) Education (Others) Total Resource Community and Enterprise 66
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2022 2023 2022 2023 2022 2023 2022 2023 2022 2023 2022 2023 Specified Injury 2 1 0 0 0 0 1 0 1 1 4 2 Violent Incident: Physical 0 0 0 0 0 0 0 0 0 0 0 0 Total Specified Injury* 2 1 0 0 0 0 1 0 1 1 4 2 Over 7-day 1 5 3 1 0 0 2 0 1 2 7 8 Violent Incident: Physical 0 0 0 0 0 0 0 0 0 0 0 0 Violent Incident: Verbal 0 0 0 0 0 0 0 0 0 0 0 0 Total Over 7-day** 1 5 3 1 0 0 2 0 1 2 7 8 Over 3-day 1 0 0 0 0 0 1 0 2 0 4 0 Violent Incident: Physical 0 0 0 0 0 0 0 0 0 0 0 0 Violent Incident: Verbal 0 0 0 0 0 0 0 0 0 0 0 0 Total Over 3-day** 1 0 0 0 0 0 1 0 2 0 4 0 Minor 19 12 10 5 0 0 4 4 8 10 41 31 Near Miss 1 8 0 0 0 0 0 0 1 0 2 8 Violent Incident: Physical 1 4 178 238 0 0 0 0 5 15 184 257 Violent Incident: Verbal 0 0 24 16 0 0 0 3 4 6 28 25 Total Minor*** 21 24 212 259 0 0 4 7 18 31 255 321 Total Accidents/Incidents 25 30 215 260 0 0 8 7 22 34 270 331 *A Specified Injury is any fracture (other than to the fingers, thumbs or toes), amputation, loss of sight, serious burns, crushing injury, scalping, loss of consciousness caused by asphyxiation/ head injury, a chemical or hot metal burn to the eye or penetrating injury as defined by the HSE. **Over 3 day / over 7day absence is an injury sustained outwith specified injury category that results in a period of absence of absence as defined by the HSE. *** A minor injury is an injury not covered by " Over 7-day", "Over 3-day" or "Specified". Cause of Accidents/ Incidents to employees Appendix 10 Social Work TOTALCommunity and Enterprise Education From: 1 March - 30 April 2023 comparison with 1 March - 30 April 2022 Finance and Corporate Housing & Tech Analysis of Accidents/ Incidents Comparison 67
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APT&C Manual / Craft Teachers Total APT&C Manual / Craft Teachers Total Community and Enterprise 0 30 N/A 30 0 2 N/A 2 0 28 N/A 28 21 8 1 97% 30 Education 0 3 3 6 0 1 1 2 0 2 2 4 1 3 2 67% 6 Finance and Corporate 1 0 N/A 1 0 0 N/A 0 1 0 N/A 1 1 0 0 100% 1 Housing and Technical 0 1 N/A 1 0 0 N/A 0 0 1 N/A 1 0 1 0 100% 1 Social Work 0 2 N/A 2 0 0 N/A 0 0 2 N/A 2 1 1 0 100% 2 Total (Mar - Apr 2023) 1 36 3 40 0 3 1 4 1 33 2 36 24 13 3 93% 40 Total (Mar - Apr 2022) 0 19 0 19 0 3 0 3 0 16 0 16 10 2 7 63% 19 APT&C Manual/ Craft Teachers Total APT&C Manual/ Craft Teachers Total APT&C Manual/ Craft Teachers Total Total (Mar - Apr 2023) 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 Total (Mar - Apr 2022) 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 *Resources nil responses are not included in figures Appeal's Panel From: 1 March - 30 April 2023 Appeal's Panel Total 10 Appendix 11 Outcome of Appeals Not Upheld From: 1 March - 30 April 2023 comparison with 1 March - 30 April 2022 Appeals pending to date Record of Disciplinary Hearings No of weeks to convene Disciplinary Hearing Total 0 % Held within 6 Weeks No of Appeals No Action APT&C 4-6 6+3Teachers Total No of Disciplinary Hearings Upheld APT&C Upheld in Part Teachers 1 Resource Resource Action Taken Upheld Upheld in Part Manual/ Craft Outcome of Disciplinary Hearings Manual/ Craft 0 Withdrawn 0 Not Upheld Total Appeals Pending 68
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Appendix 12a Record of Grievances From: 1 March - 30 April 2023 comparison with 1 March - 30 April 2022 Grievances No of Grievances No Resolved at Stage 1 No Resolved at Stage 2 No Resolved at Stage 3 Still in Process Total (Mar - Apr 2023) 0 0 0 0 0 Total (Mar - Apr 2022) 4 1 3 0 0 Dignity at Work Dignity at Work No of Incidents No Resolved at Informal Stage No Resolved at Formal Stage No of Appeals Appeals in Process Still in Process Total (Mar - Apr 2023) 1 0 0 0 0 1 Total (Mar - Apr 2022) 1 0 1 0 0 0 From: 1 March - 30 April 2023 comparison with 1 March - 30 April 2022 69
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Appendix 12b Referrals for Workplace Mediation Workplace Mediation Mar-23 Apr-23 No of Referrals 0 0 *No of Successful Cases 0 0 *No of Unsuccessful Cases 0 0 No of cases unsuitable for mediation 0 0 Workplace Mediation Mar-22 Apr-22 No of Referrals 0 0 *No of Successful Cases 0 0 *No of Unsuccessful Cases 0 0 No of cases unsuitable for mediation 0 0 *successful/unsuccessful case outcomes may be shown outwith the month they were referred. As at April 2023 70
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Appendix 13 From 1 March - 30 April 2023 Reason for leaving Community and Enterprise Education Finance and Corporate Housing & Technical Social Work Total % Career Advancement 4 7 1 1 3 16 46% Personal Reasons 1 4 0 1 0 6 17% Poor relationship with managers / colleagues 1 2 0 0 0 3 9% Disatisfaction with terms and conditions 0 1 0 1 1 3 9% Child Caring / Caring Responsibilities 0 1 0 0 1 2 6% Travelling difficulties 0 0 0 2 0 2 6% Further Education 0 0 0 0 1 1 3% Other 1 0 0 0 1 2 6% Number of exit interviews conducted 7 15 1 5 7 35 Total no. of leavers per Resource eligible for an exit interview 29 48 5 10 21 113 % of leavers interviewed 24% 31% 20% 50% 33% 31% From 1 March - 30 April 2022 Number of exit interviews conducted 4 24 2 0 17 47 Total no. of leavers per Resource eligible for an exit interview 29 46 7 2 40 124 % of leavers interviewed 14% 52% 29% 0% 43% 38% * Note these totals include temporary employees Analysis of leavers and exit interviews 71
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Resource Total FTE* Total H/C** FTE H/C FTE H/C FTE H/C FTE H/C FTE H/C FTE H/C Community & Enterprise 45.50 76 44.50 75 0.00 0 0.00 0 0.00 0 1.00 1 0.00 0 Education 57.08 82 54.92 79 0.63 1 0.00 0 0.53 1 1.00 1 0.00 0 Finance & Corporate 18.17 22 16.71 20 0.00 0 0.00 0 0.86 1 0.60 1 0.00 0 Housing & Technical 18.78 24 18.38 23 0.00 0 0.00 0 0.40 1 0.00 0 0.00 0 Social Work 38.03 49 34.43 43 0.81 2 0.00 0 0.29 1 2.50 3 0.00 0 Total 177.56 253 168.94 240 1.44 3 0.00 0 2.08 4 5.10 6 0.00 0 Plan to remove for savings Leave vacant pending savings or service review Appendix 13a March to April 2023 Number of leavers Replace Employee Filling on a temp basis Plan to transfer this budget to another post End of fixed term post 72
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Appendix 14 Applied Interviewed Appointed % of Applicants interviewed % of Applicants appointed % of Interviewees appointed 1360 494 151 36% 11% 31% 422 152 34 36% 8% 22% 904 348 111 38% 12% 32% 49 30 4 61% 8% 13% 1030 351 110 34% 11% 31% 297 137 38 46% 13% 28% 1137 442 141 39% 12% 32% 152 38 8 25% 5% 21% 13 9 1 69% 8% 11% Applied Interviewed Appointed % of Applicants interviewed % of Applicants appointed % of Interviewees appointed 3104 1122 432 36% 14% 39% 1020 330 92 32% 9% 28% 2072 789 339 38% 16% 43% 73 30 11 41% 15% 37% 2593 907 360 35% 14% 40% 465 196 66 42% 14% 34% 2941 1070 423 36% 14% 40% 124 36 7 29% 6% 19% 28 20 0 71% 0% 0% Total Number of appointments: 458 Total Number of applications received: 3139 Total No of Male Applicants Total No of Disabled Applicants Total No of applicants aged under 50 660 1423 Total Number of Equal Opportunities Monitoring forms received: 1360 Total Number of posts recruited for: *Black/Ethnic Minority applicants includes Mixed, Asian, Black and other backgrounds. Total Number of Equal Opportunities Monitoring forms received: 3104 Total No of applicants aged over 50 Total Number of posts recruited for: Total No of Veteran applicants Total EO Forms Received Total No of White applicants Total No of Black/Ethnic minority applicants* Total No of Male Applicants Total No of Female Applicants Total No of Disabled Applicants Total No of applicants aged under 50 Gender / Disability / Age *Black/Ethnic Minority applicants includes Mixed, Asian, Black and other backgrounds. Total No of White applicants Total No of Black/Ethnic minority applicants* Recruitment Monitoring Analysis of Gender, Disability, Ethnicity and Age From : 1 March - 30 April 2023 From : 1 March - 30 April 2022 312 Total Number of applications received: Total Number of appointments: 177 Total No of Veteran applicants Total No of applicants aged over 50 Total No of Female Applicants Gender / Disability / Age Total EO Forms Received 73
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Resource Total F/T P/T F/T P/T Total Director Grade 1 Grade 2 Grade 3 Grade 4 Grade 5 Grade 6 Fixed SCP Teacher Community & Enterprise Resources 3017 1176 235 201 1405 2109.86 1.00 1432.36 372.02 234.43 44.05 17.00 4.00 5.00 0.00 Education - Others 3296 137 96 683 2380 2424.23 1.00 1182.76 959.29 148.36 46.00 13.00 3.96 62.26 7.60 Education - Teachers 3834 676 73 2227 858 3469.50 0.00 0.00 0.00 0.00 0.00 1.00 0.00 6.60 3461.90 Finance & Corporate Resources 873 207 19 414 233 791.40 2.00 124.78 358.72 219.55 58.05 22.30 6.00 0.00 0.00 Housing & Technical 1297 817 27 326 127 1237.80 1.00 207.47 634.50 352.23 29.60 11.00 2.00 0.00 0.00 Social Work Resources 2666 204 186 948 1328 2332.00 1.00 1105.28 633.47 523.69 36.80 29.76 2.00 0.00 0.00 8895.29 (excluding Teachers) Total All Staff 14983 3217 636 4799 6331 12364.79 6.00 4052.65 2958.00 1478.26 214.50 94.06 17.96 73.86 3469.50 Resource Total F/T P/T F/T P/T Total Director Grade 1 Grade 2 Grade 3 Grade 4 Grade 5 Grade 6 Fixed SCP Teacher Community & Enterprise Resources 3063 1235 233 203 1392 2160.40 1.00 1471.04 386.49 233.64 44.23 17.00 2.00 5.00 0.00 Education - Others 3265 144 90 670 2361 2392.62 1.00 1168.50 941.97 149.13 47.00 11.00 2.96 63.26 7.80 Education - Teachers 3859 676 76 2259 848 3499.40 0.00 0.00 0.00 0.00 0.00 1.00 0.00 6.60 3491.80 Finance & Corporate Resources 900 213 24 431 232 815.53 2.00 136.99 367.61 219.47 59.16 24.30 6.00 0.00 0.00 Housing & Technical 1295 819 26 326 124 1237.17 1.00 206.94 633.91 352.72 29.60 11.00 2.00 0.00 0.00 Social Work Resources 2665 198 183 963 1321 2335.91 1.00 1111.64 617.78 536.93 35.80 30.76 2.00 0.00 0.00 8941.63 (excluding Teachers) Total All Staff 15047 3285 632 4852 6278 12441.03 6.00 4095.11 2947.76 1491.89 215.79 95.06 14.96 74.86 3499.60 QUARTERLYJOINT STAFFING WATCH RETURN : NUMBER EMPLOYED ON 11 MARCH 2023 Analysis by Resource Analysis by Resource Appendix 15 Total Number of Employees Full-Time Equivalent Male Female Salary Band Total Number of Employees Full-Time Equivalent Male Female Salary Band QUARTERLYJOINT STAFFING WATCH RETURN : NUMBER EMPLOYED ON 10 DECEMBER 2022 74
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Report Agenda Item Report to: Finance and Corporate Resources Committee Date of Meeting: 28 June 2023 Report by: Executive Director (Finance and Corporate Resources) Subject: Revenue Collection and Approval for Write Offs 1. Purpose of Report 1.1. The purpose of the report is to:- [purpose] advise Committee of Revenue Collection performance for financial year 2023/2024 to 31 May 2023 advise Committee of performance regarding the Business Rates Incentivisation Scheme (BRIS) for financial year 2023/2024 to 31 May 2023 seek approval for write offs [1purpose] 2. Recommendation(s) 2.1. The Committee is asked to approve the following recommendation(s):- [recs] (1) that performance in the collection of revenue be noted; (2) that the current position in respect of BRIS be noted; and (3) that write offs for the following be approved:- Council Tax £1,817,155.33 Non-Domestic Rates £192,204.87 BID Levy £737.92 Sundry Debt £77,092.25 Housing Rent and associated charges £298,529.62 [1recs] 3. Background 3.1. Responsibility for the collection of Council Tax, Non-Domestic Rates (NDR) and Sundry Debt is the responsibility of Finance and Corporate Resources. This report and the attached appendix provide information on collection performance and proposals for write off. 4. Current Collection Performance 4.1. The first table in Appendix 1 presents the collection performance for Council Tax, NDR and Sundry Debts for financial year 2023/2024. 4.2. The annual Council Tax collection target for 2023/2024 has been set at 95.2%. Council Tax collection is currently 22.78%, ahead of target by 0.03% but behind comparable performance in 2022/2023 by 6.16%. Due to the Scottish Government’s Cost of Living Award being allocated as an up-front cash payment at the beginning of 2022/2023, a comparison with the same period in 2023/2024 is not on a like-for- like basis. 11 75
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4.3. A Non-Domestic Rates (NDR) collection target of 97.0% has been set for 2023/2024. NDR collection is currently 8.0%, ahead of target by 0.2% and ahead of comparable performance in 2022/2023 by 2.1%. 4.4. The 2023/2024 annual target for Sundry Debt collection has been set at 97.0%. Sundry Debt collection to 31 May 2023 was 96.7%, behind target by 0.3% and behind comparable performance in 2022/2023 by 0.6%. 5. Arrears Collection Performance 5.1. Arrears collection performance for Council Tax, NDR and Sundry Debt is presented in the second table of Appendix 1. 5.2. The 2023/2024 arrears annual target for Council Tax has been set at £3.000 million, with collection to 31 May 2023 of £0.401 million, ahead of target by £0.012 million (0.4%) but behind comparable performance in 2022/2023 by £0.445 million. 5.3. The 2023/2024 arrears target for NDR has been set at £2.000 million, with collection to 31 May 2023 of £0.569 million, ahead of target by £0.003 million (0.2%) but behind comparable performance in 2022/2023 by £0.421 million. 5.4. The 2023/2024 arrears target for Sundry Debt has been set at £9.519 million, with collection to 31 May 2023 of £4.943 million, equal to target but behind comparable performance in 2022/2023 by 17.2%. 6. Business Rates Incentivisation Scheme 6.1. The Business Rates Incentivisation Scheme (BRIS) is a Scottish Government initiative to incentivise growth of the local business tax base, with a view to increasing NDR income yields. 6.2. The Scottish Government sets annual targets for growth (buoyancy) and Councils who achieve their target retain 50% of the additional income generated above the target. The buoyancy target is a measure of the increase in the total rateable value of the non-domestic properties on the Valuation Roll (including certain categories of public undertakings). 6.3. Due to the impact of Covid-19, the Scottish Government previously confirmed that the scheme has been suspended for 2020/2021, 2021/2022 and 2022/2023. Further guidance and information is awaited from the Scottish Government with regards to reinstatement in 2023/2024. 6.4. Nonetheless, BRIS performance continues to be monitored closely and will be reported to Committee on a quarterly basis in 2023/2024. 7. Proposals for Write Off 7.1. Approval for write off of the following irrecoverable debts is requested from Committee. The Council has the power to write off accounts where the debtor is deceased, sequestrated, in liquidation or the debt is prescribed or where the debt is deemed uneconomical to pursue. 7.2. The proposed write off of Council Tax accounts dating from 1993/1994 to 2023/2024 totals £1,817,155.33, relating mainly to prescribed debt, sequestrations and estates of the deceased. This includes the bulk write off of prescribed debt for financial year 1995/1996. 76
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7.3. The value of accounts currently marked for write off in the Non-Domestic Rates system from rating years 2021/2022 to 2023/2024 totals £192,204.87. These debts are deemed to be irrecoverable because the debtor is in liquidation, has ceased trading or has been sequestrated. 7.4. Approval is sought for the write off of Business Improvement District (BID) Levies totalling £737.92, administered by the Council on behalf of the Hamilton, Carluke and Lanark BID companies. There is no financial impact on the Council for these write offs. 7.5. Following consultation and agreement with Resources, the proposed write off of Sundry Debt totals £77,092.25. Appendix 2 provides a breakdown of the proposed write-off over categories. 7.6. Approval is sought for the write off of former tenant rent arrears of £273,604.85 (including the final bulk write-off for 2014/2015), factoring arrears of £471.27 and Housing Benefit Overpayments of £24,453.50. 7.7. A full list of all debts proposed for write off is held by the Executive Director (Finance and Corporate Resources). 8. Employee Implications 8.1. None. 9. Financial Implications 9.1. Provision has been made for the financial impact of all write offs. 10. Climate Change, Sustainability and Environmental Implications 10.1. There are no direct climate change, sustainability and natural environment implications arising from this report. 11. Other Implications 11.1. The main risk associated with the Council’s revenue collection is a failure to monitor collection rates and take effective corrective action where required, resulting in a significant reduction in collection performance and Council funding. The risk is managed through monthly performance reporting and review of performance at monthly Senior Management Meetings. 12. Equalities Impact Assessment and Consultation Arrangements 12.1. There is no requirement to carry out an impact assessment in terms of the proposals within this report. 12.2. There is no requirement to undertake any consultation in relation to the content of this report. Paul Manning Executive Director (Finance and Corporate Resources) 9 June 2023 77
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Link(s) to Council Values/Priorities/Outcomes Accountable, effective, efficient and transparent Ambitious, self-aware and improving Previous References Finance and Corporate Resources Committee - 3 May 2023 List of Background Papers System Reports from Council Tax, Non-Domestic Rates, Sundry Debt and Academy Housing Contact for Further Information If you would like to inspect the background papers or want further information, please contact:- Craig Fergusson, Head of Finance (Transactions) Ext: 4951 (Tel: 01698 454951) E-mail: craig.fergusson@southlanarkshire.gov.uk 78
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Appendix 1 SOUTH LANARKSHIRE COUNCIL REVENUES COLLECTION FOR PERIOD ENDING 31 MAY 2023 Annual Budget Cash Target Actual Variance % Variance Budget to 31/05/23 to 31/05/23 to 31/05/23 to Notes £000's £000's £000's £000's annual budget FINANCIAL YEAR 2023/2024 Council Tax 154,050 36,813 36,859 45 over 0.03% Non-Domestic Rates 373,870 30,064 30,956 892 over 0.2% Sundry Debt 128,179 128,179 127,758 (421) under -0.3% ARREARS Council Tax 3,000 390 401 12 over 0.4% Non-Domestic Rates 2,000 566 569 3 over 0.2% Sundry Debt 9,519 4,940 4,943 3 - - 79
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Appendix 2 BREAKDOWN OF PROPOSED SUNDRY DEBT WRITE-OFF Resource Service No. of Accounts Value (£) Housing & Technical Estates 25 7,237.20 Housing Support Services 3 186.72 Social Work Residential Services 80 59,102.21 Non-Residential Services 55 5,042.47 Finance & Corporate Housing Benefit Overpayments 7 2,896.83 Various Salary overpayment (SW / FC / C&E) 7 2,626.82 Total 177 77,092.25 80
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Report Agenda Item Report to: Finance and Corporate Resources Committee Date of Meeting: 28 June 2023 Report by: Executive Director (Finance and Corporate Resources) Subject: Scottish Government Consultation on Council Tax for Second and Empty Homes, and Thresholds for Non- Domestic Rates 1. Purpose of Report 1.1. The purpose of this report is to:- update the Committee on the Scottish Government’s consultation on council tax for second homes and empty homes, and thresholds for non-domestic rates seek approval for the proposed South Lanarkshire Council response 2. Recommendations 2.1. The Committee is asked to approve the following recommendation(s):- (1) that the summary of the consultation considerations and proposals be noted; and (2) that the proposed South Lanarkshire Council response, as detailed in Appendix 1, be approved for submission to the Scottish Government by 11 July 2023. 3. Background 3.1. In March 2021, the Scottish Government published Scotland’s first national population strategy. It deals with local dimensions of economy, infrastructure, public services and housing. At the same time the Scottish Government published its Housing to 2040 Strategy which included prioritising homes for living in, and not for accumulating wealth. 3.2. The Scottish Government will also shortly publish a Remote, Rural and Islands Housing Action Plan that has a range of work strands to support councils and other partners to help deliver against their population and housing agenda. An important aspect of this plan is the focus on ensuring local areas can make the best use of their existing housing stock, and the Housing to 2040 Strategy commits the Scottish Government to providing councils with the tools and powers to support them to do this. This includes managing the number of long-term empty homes, short-term lets and second homes. 3.3. Currently in South Lanarkshire there are 1,688 long-term empty properties, 176 second homes and 105 self-catering type properties. 12 81
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3.4. The Scottish Government’s aim is to prioritise housing for permanent accommodation, whether in the rented sector or home ownership whilst finding a balance of appropriate accommodation being available for communities reliant on the seasonal tourist economy and seasonal workers. 4. Consultation 4.1. The Scottish Government and COSLA are holding a joint public consultation seeking views on giving local authorities the power to increase council tax on second homes and empty homes as well as considering whether the current non-domestic rates thresholds for self-catering accommodation remain appropriate. The consultation was published on 17 April 2023 with a closing date of 11 July 2023. 4.2. The consultation states taxation is one measure that can support local areas to reach the right balance for their local circumstances, as a means to influence ownership patterns. Enabling councils to apply a premium on council tax on second homes could also generate additional revenue that could be used to benefit the local community and contribute to affordable housing schemes. 4.3. It is also seeking views on whether councils should be provided with additional discretionary powers to increase council tax on long-term empty properties by more than the current 100% cap to encourage more properties back into use. 4.4. Views are also sought on the treatment of self-catering accommodation on the valuation roll for non-domestic rates. Across Scotland, 88% of self-catering units receive 100% rates relief and therefore pay no local tax. In the past 5 years there has been a 20% increase in the number of self-catering units on the non-domestic rates valuation roll across Scotland. 4.5. The consultation contains 25 questions, structured around 3 key areas which cover:- second homes long-term empty properties self-catering units 4.6. Several questions do not require a response from the Council as they are primarily aimed at property owners. 5. Proposed South Lanarkshire Council Response 5.1. In preparing the response to the consultation, views were sought from Finance and Corporate Resources, Housing and Technical Resources and Community and Enterprise Resources. 5.2. The full proposed response to the consultation paper is attached as Appendix 1. A summary of the Council’s proposed response to each of the 3 key areas is as follows:- the current definition of a second home should be revised. The current measure of 25 days occupation in the year (7% of the year) is too low councils should be afforded more powers to increase council tax on second homes and long-term empty properties at a rate to suit the circumstances of individual councils. In terms of the position in SLC with second homes, although there is less demand for second homes compared to councils with high demand tourist destinations, all councils should have the flexibility to increase council tax for this category of property. In South Lanarkshire long term empty properties 82
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have been subject to a 100% surcharge since 1 April 2019. There is little evidence to suggest that this has made a substantial difference in reducing the number of long-term empty properties and therefore we believe councils should have the flexibility to increase the surcharge further consideration should be given to halt the trend of properties being removed from the council tax register and placed on the non-domestic rates register. Domestic properties purchased for Airbnb type rental markets should be subject to council tax with landlords liable for the tax throughout ownership. Only hotels and holiday park type accommodation should be registered for non-domestic rates 6. Employee Implications 6.1. There are no employee implications associated with this report. 7. Financial Implications 7.1. As this is a consultation, there are no current financial implications associated with this report. 8. Climate Change, Sustainability and Environmental Implications 8.1. There are no direct climate change, sustainability and natural environment implications arising from this report. 9. Other Implications 9.1. As this is a consultation, there are no other implications associated with 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. Paul Manning Executive Director (Finance and Corporate Resources) 14 June 2023 Link(s) to Council Values/Priorities/Outcomes Accountable, effective, efficient and transparent Good quality, suitable and sustainable places to live Previous References None List of Background Papers None Contact for Further Information If you would like to inspect the background papers or want further information, please contact:- Craig Fergusson, Head of Finance (Transactions) Ext: 4951 (Tel: 01698 454951) E-mail: craig.fergusson@southlanarkshire.gov.uk 83
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APPENDIX 1 Non-domestic rates/ council tax on second and empty homes: Consultation Respondent Information Form Questionnaire Question 1 Do you think the current definition of a second home should continue to apply? More information: For council tax purposes, the current definition of a second home is, ‘a dwelling which is no one’s sole or main residence and that is lived in for at least 25 days during the 12- month period of the council tax charge'. Answer: Yes No Don’t know Please give reasons for your answer Question 2 Do you think the discount eligibility for job related dwellings and purpose-built holiday accommodation is appropriate? More information: Eligible job-related dwellings and purpose-built holiday accommodation are entitled to a council tax discount of 50%. Purpose built holiday accommodation is defined as a dwelling that is used for holiday purposes and has a licence or planning permission limiting its use for human habitation throughout the whole year. An example might be chalets or other types of holiday accommodation that are either unsuitable to be occupied all year round (their construction may mean they are only suitable to be lived in during the warmer months) or are not allowed to be lived in all year due to planning, licensing or other restrictions. Job-related dwellings are defined as homes owned by someone who has to live elsewhere for most or all of the time as part of their job, or the home the person 25 days equates to less than 7% occupation in the year. This measure is too low to consider a property to be a second home. A property occupied for this limited period should be deemed to be primarily empty thereby contributing little to the local economy whilst also potentially impacting on local residents being able to move on to the property ladder. 84
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occupies to undertake their job if the person has another home that is their main residence. Answer: Yes No Don’t know Please give reasons for your answer. Question 3 Do you think councils should be able to charge a council tax premium on top of regular council tax rates for second homes? More information: A premium is charging more than the full rate of council tax. Answer: Yes No Don’t know Please give reasons for your answer . Question 4 If you have answered yes to question 3, what do you think the maximum premium councils could charge should be? More information: 50% premium is the same as one and a half times the normal rate of council tax. The current definitions are clear and appropriate. Councils should have discretionary powers to increase council tax for second homes. This is particularly important in areas with high numbers of second homes which may be causing pressures on the availability of housing for the local population and the local economy in general. The number of second homes in South Lanarkshire is considered with 176 listed. Higher charges may encourage owners to sell or rent their second home therefore achieving greater occupation levels. Additional council tax revenue may be used to increase the supply of mainstream housing. However the wider pressure on council finances may also have to be considered. 85
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100% premium is double the normal rate of council tax 150% premium is two and a half times the normal rate of council tax 200% premium is three times the normal rate of council tax 250% premium is three and a half times the normal rate of council tax 300% premium is four times the normal rate of council tax Answer: 50% 100% 150% 200% 250% 300% Other (specify) Please give reasons for your answer Question 5 What factors should be taken into account by councils when deciding whether to introduce a premium on council tax for second homes? More information: A non-exhaustive list of potential factors is set out below: • numbers and percentages of second homes in the local area • distribution of second homes and other housing throughout the council area and an assessment of their impact on residential accommodation values in particular areas • potential impact on local economies and the tourism industry • patterns of demand for, and availability of, affordable homes • potential impact on local public services and the local community • other existing measures or policies that are aimed at increasing housing supply and the availability of affordable housing Councils may also decide not to use the powers or to disapply a premium for a specific period of time. Councils should have discretion to increase the rate by whichever percentage they deem appropriate to their area. There are different pressures across council areas and rates should be set to suit the circumstances of individual councils. The council would monitor trends in terms of numbers of second homes and demand for housing. 86
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A non-exhaustive list of examples of where a council might consider doing this include: • where there are reasons why the home could not be lived in as a permanent residence • where there are reasons why a home could not be sold or let • where the owner’s use of their accommodation is restricted by circumstances not covered by an exception from the premium • where charging a premium might cause hardship Please list the factors and provide reasons for your answer. Answer: Question 6 If you do, or were to, own a second home please tell us what you would do if the applicable rate of council tax were to increase, and the ‘thresholds’ to be classed as self- catering holiday accommodation for non-domestic rates purposes stayed the same? More information: The current threshold for defining premises as self-catering holiday accommodation liable for non-domestic rates is it must be available to let for 140 days or more and actually let for 70 days or more in the same financial year. A private residential tenancy is when a registered landlord lets accommodation to an individual/s and it will be their sole or main residence. All tenancies created on or after 1 December 2017 are open-ended, which means a landlord will no longer be able to ask a tenant to leave simply because the fixed term has ended. Answer: The home is (or would be) already used as self-catering accommodation and liable for non-domestic rates The home is (or would be) already used as a private residential tenancy and the tenant is liable for council tax I would continue to use it purely for personal use and pay the higher rate of council tax I would continue with split use between self-catering accommodation (below the non-domestic rates threshold) and personal use, and pay council tax My second home already has/would have split use between self-catering accommodation (below the non-domestic rates threshold) and personal use. Rather than pay the higher rate of council tax, I would increase the number of days the accommodation is available to let and actually let in order to meet the non-domestic rates thresholds All factors noted are relevant and would require consideration by individual councils. Again, there are different pressures across council areas with varying numbers of second homes depending on location. 87
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My second home is purely for personal use. However, in order to stop paying council tax, I would make it available as self-catering accommodation for 140 days or more and actually let it for 70 days or more in order to be liable for non- domestic rates I use my second home purely for personal use, but I would change its use to a private residential tenancy I use my second home as self-catering accommodation (below the non-domestic rates threshold) but I would change its use to a private residential tenancy I will seek reclassification as an empty home and pay council tax I will sell the second home This is not a question for councils. Question 7 Do you think councils should be able to charge a higher premium than the current 100% (double the full rate) of council tax on homes empty for longer than 12 months? More information: Councils currently have the discretion to charge up to 100% premium on council tax on homes empty for longer than 12 months. Answer: Yes No Don’t know Please give reasons for your answer. . Question 8 If you have answered yes to question 7, what do you think the maximum premium councils could charge should be? More information: This question is asking what the maximum premium should be for homes that have been empty for longer than 12 months. The number of long-term empty properties and the collection rates of existing surcharges on long term empty properties suggest that the 100% premium is not having the desired effect as a catalyst to quickly bring properties back in to use or have them put on the market for sale. To put this in context, in 2021/22 1,075 properties were subject to the surcharge. In 2022/23 this increased to 1,134 properties. Note, this is lower than the total number of long-term empty properties as many qualify for additional reliefs depending on circumstances (e.g., if actively trying to sell or let the property). Additional council tax revenue may be used to increase the supply of mainstream housing. However the wider pressure on council finances may also have to be considered. 88
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The current maximum is 100% premium, which is double the normal rate of council tax. Answer: 150% 200% 250% 300% Other (specify) Please give reasons for your answer. Question 9 Do you think there should be a stepped approach to charging higher rates of council tax on long-term empty homes? More information: By 'stepped approach' we mean only giving councils powers to charge higher rates of council tax the longer the home is empty. For example, 100% premium at 12 months, 200% premium at 2 years, 300% premium at 5 years. 100% premium is the same as double the normal amount of council tax. 200% premium is the same as three times the normal amount of council tax 300% premium is the same as four times the normal amount of council tax. Answer: Yes No Don’t know Please give reasons for your answer Councils should have discretion to increase the rate by whichever percentage they deem appropriate to their area. There are different pressures across council areas and rates should be set to suit the circumstances of individual councils. 89
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. Question 10 Are there any exceptions that are not already taken into account, that should be, when charging a premium of council tax on homes empty for longer than 12 months? More information: Current discretionary powers for councils to change council tax liability for empty homes Status of empty home Up to 6 months 6-12 months 12 months + 2 years + No work underway and not for sale or let Owner may apply for an unoccupied and unfurnished exemption Discount can be varied between 50 and 10% Discount can be varied between 50 and 10% or discount can be removed or premium of up to 100% can be applied Discount can be varied between 50 and 10% or discount can be removed or premium of up to 100% can be applied If undergoing repair work to make them habitable 50% discount cannot be changed Owner may apply for a major repairs or structural alterations exemption. Discount can be varied between 50 and 10%. Discount can be varied between 50 and 10% or discount can be removed or premium of up to 100% can be applied. Discount can be varied between 50 and 10% or discount can be removed or premium of up to 100% can be applied. If being actively marketed for sale or let 50% discount cannot be changed 50% discount cannot be changed 50% discount cannot be changed a premium of up to 100% can be charged The current list of exemptions to council tax are: Owners will have, or will have had, 12 months’ notice before a long-term empty rate of council tax is charged. Having a stepped approach would add a level of unnecessary complexity to the administration of such cases. 90
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Exemption Period of Exemption Dwellings last occupied by charitable bodies Up to 6 months Dwellings last occupied by persons living or detained elsewhere Unlimited Deceased owners Unlimited up to grant of confirmation 6 months after grant of confirmation Dwellings empty under statute Unlimited Dwellings awaiting demolition Unlimited Dwellings for occupation by ministers Unlimited Dwellings occupied by students, etc. Unlimited Repossessed dwellings Unlimited Agricultural dwellings Unlimited Dwellings for old or disabled persons Unlimited Halls of residence Unlimited Barracks, etc. Unlimited Dwellings occupied by young people Unlimited Difficult to let dwellings Unlimited Garages and storage premises Unlimited Dwellings of persons made bankrupt Unlimited Visiting forces Unlimited Dwellings occupied by severely mentally impaired persons Unlimited Prisons Unlimited Prescribed housing support services accommodation Unlimited Please tell us about exemptions that you feel should apply and give reasons for your answer. Do not include exemptions that are already provided for. Answer: No additional categories required. 91
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Question 11 What factors should be taken into account by councils when deciding whether to introduce a premium on council tax for homes empty for longer than 12 months? More information: A non-exhaustive list of potential factors might be: • numbers, percentages and distribution of long-term empty homes throughout a local area • potential impact on local economies and the community • patterns of demand for, and availability of, affordable homes • potential impact on local public services • impact on neighbours and local residents Councils may also decide not to use the powers or to disapply a premium for a specific period of time. A non-exhaustive list of examples of where a council might do this include: • where there are reasons why a home could not be sold or let • where an offer has been accepted on a home but the sale has not yet been completed and the exception period has run out • if the home has been empty for longer than 12 months but has been recently purchased by a new owner that is actively taking steps to bring the home back into use • if an owner has submitted a timely planning application or is undergoing a planning appeal that is under consideration by the council or Scottish Government. This means they cannot undertake work to bring the home back into use until that process is concluded • where charging a premium might cause hardship or act as a disincentive to bringing the home back into use e.g. where extensive repairs are actively being carried out Please tell us about exemptions that you feel should apply and give reasons for your answer. Do not include exemptions that are already provided for. Please list factors and give reasons for your answer. Answer:. Question 12 If you do, or were to, own a home that has been empty for longer than 12 months, please tell us what you would do if your council decided to increase the maximum council tax charge above 100% premium? More information: New owners should be given the opportunity to bring the property back into use and no premium should apply for a period of 12 months i.e. they are afforded the same opportunity as any other owner to have the property occupied or sold again. 92
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Council tax premium: • 100% premium is the same as double the normal rate of council tax. This is the current maximum councils can decide to charge. This question asks what you would do if councils are given powers to charge more than this e.g. up to 300% premium/ four times the normal rate and the council where your empty home is located decided to apply an increase. • You may find it helpful to view what we mean by some of the options given e.g. short-term lets and private residential tenancies. Short-term lets: • In this consultation, short-term lets is a term used to refer to the whole or part of accommodation provided to one or more guests on a commercial basis that does not become the main residence of the guest/s. Self-catering accommodation is a type of short-term let and may be liable for council tax or non-domestic rates depending on the number of days they are available to let and actually let in the financial year. • Self-catering accommodation must be available for let for 140 days or more and actually let for 70 days or more in the financial year, to be exempt from council tax and liable for non-domestic rates. Private residential tenancies: • A private residential tenancy is when a registered landlord lets accommodation to an individual/s and it will be their sole or main residence. All tenancies created on or after 1 December 2017 are open-ended, which means a landlord will no longer be able to ask a tenant to leave simply because the fixed term has ended. Answer: Leave the home empty and pay the higher council tax Sell the empty home Use the home as a private residential tenancy Use the home as a short-Term Let Other (specify) Please give reasons for your answer. Question 13 Do you think that the letting thresholds for self-catering accommodation for non- domestic rates should be changed? More information: The owners, tenants or occupiers of self-catering accommodation (who may be businesses, the public or the third sectors) may be liable for either council tax or non- domestic rates. This includes owners of second homes who use them for self-catering accommodation. This is not for councils to answer. 93
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The current threshold for defining premises as self-catering holiday accommodation liable for non-domestic rates is it must be available to let for 140 days or more and actually let for 70 days or more in the same financial year. Answer: Yes No Don’t know Please give reasons for your answer. Question 14 If you have answered yes to question 13, what do you think the threshold for the number of days self-catering accommodation must actually be let for should be? More information: The current threshold is self-catering accommodation must actually be let for 70 days in the financial year. Answer: 50 days 100 days 140 days 180 days Other (specify) SG report that the number of self-catering accommodation units on the valuation roll has increased by more than 20% in the past five years. Statistical information should be gathered on the number of these units that were previously subject to council tax. Reclassification from council tax to NDR results in lost income for councils and SG will not benefit in the majority of cases given the availability of small business bonus relief for owners of self-catering units. Legislation should be changed to ensure that domestic properties purchased for the short term let market remain on, or return to, the council tax register with landlords held liable for the charge which they can incorporate into their rental charges. The complexities of checking days available / days let would be removed. 94
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Please give reasons for your answer. Question 15 If you have answered yes to question 13, what do you think the threshold for the number of days self-catering accommodation must be available to let should be? More information: The current threshold is self-catering accommodation must be available to let for 140 days in the financial year. Answer: 120 days 160 days 200 days 250 days Other (specify) Please give reasons for your answer. Question 16 Do you think councils should have discretion to change the self-catering accommodation ‘days actually let’ threshold, for their local area? Answer: Yes No Don’t know Please give reasons for your answer. Question 17 If you answered yes to question 16 do you think that councils should have discretion to: Answer: Increase the number of days actually let only N/A See Q13. N/A N/A 95
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Decrease the number of days actually let only Increase or decrease the number of days actually let Please specify if you think councils should have discretion to do something else Please give reasons for your answer Question 18 Do you have any other comments on the non-domestic rates system in respect of self- catering accommodation? Answer: Please provide your views Question 19 If you do, or were to, own a second home please tell us what you would do in the event that the applicable rate of council tax and non-domestic rate thresholds both increased? More information: The current threshold for defining premises as self-catering holiday accommodation liable for non-domestic rates is it must be available to let for 140 days or more and actually let for 70 days or more in the same financial year. A private residential tenancy is when a registered landlord lets accommodation to an individual/s and it will be their sole or main residence. All tenancies created on or after 1 December 2017 are open-ended, which means a landlord will no longer be able to ask a tenant to leave simply because the fixed term has ended. Answer: The home is already used as a private residential tenancy I would continue to use it purely for personal use and pay the higher rate of council tax I would continue with split use between self-catering accommodation (below the thresholds to be liable for non-domestic rates) and personal use, and pay council tax N/A NDR should apply to hotels, holiday parks and bed & breakfast type accommodation. Domestic properties purchased for Airbnb type rental markets should be subject to council tax with landlords liable for the tax throughout their ownership. See answer to Q13. 96
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My second home already has/would have split use between self-catering accommodation (below the non-domestic rates threshold) and personal use. Rather than pay the higher rate of council tax, I would increase the number of days the accommodation is available to let and actually let in order to meet the non- domestic rates thresholds My second home already has/would have split use between self-catering accommodation (above the non-domestic rates threshold) and personal use. Rather than revert to paying council tax, I would increase the number of days the accommodation is available to let and actually let in order to meet the higher non- domestic rates thresholds My second home is purely for personal use. However, in order to stop paying council tax, I would make it available as self-catering accommodation and let it for the number of days I needed to in order to be liable for non-domestic rates I use my second home purely for personal use, but I would change its use to a private residential tenancy I use my second home as self-catering accommodation (below the non-domestic rates threshold) but I would change its use to a private residential tenancy I would seek reclassification as an empty home and pay council tax I would sell the second home Other (specify) Question 20 If you do, or were to, own a second home please tell us what you would do in the event that: a) council tax powers remained as they are for second homes (i.e. no provision for councils to charge a premium), but b) the ‘thresholds’ to be classed as self-catering holiday accommodation for Non- domestic rates purposes increased? More information: The current threshold for defining premises as self-catering holiday accommodation liable for non-domestic rates is it must be available to let for 140 days or more and actually let for 70 days or more in the same financial year. A private residential tenancy is when a registered landlord lets accommodation to an individual/s and it will be their sole or main residence. All tenancies created on or after 1 December 2017 are open-ended, which means a landlord will no longer be able to ask a tenant to leave simply because the fixed term has ended. Answer: The home is already used as a private residential tenancy I would continue to use it purely for personal use and pay council tax Not for councils to answer. 97
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I would continue with split use between self-catering accommodation (below the thresholds to be liable for non-domestic rates) and personal use, and pay council tax My second home already has/would have split use between self-catering accommodation (above the non-domestic rates threshold) and personal use. I would increase the number of days the accommodation is available to let and actually let in order to meet the higher non-domestic rates thresholds I use my second home as self-catering accommodation (above the current non- domestic rates threshold). If I was not able to meet the new thresholds, I would change its use to a private residential tenancy I would seek reclassification as an empty home and pay council tax I would sell the second home Other (specify) Question 21 Please tell us how you think changes to council tax and/or non-domestic rates thresholds for self-catering accommodation might affect businesses in your area. Answer: Please provide your views Question 22 Please tell us how you think changes to the maximum council tax rate for second and/or empty homes and non-domestic rates thresholds might affect your local area or Scotland as a whole (social, economic, environment, community, cultural, enterprise). More information: We have prepared a partial Business Regulatory Impact Assessment and undertaken screenings to initially consider other impacts. We would welcome your views and comments to help us expand on these assessments. Answer: Not for councils to answer. No significant impact anticipated with owners expected to recoup any additional costs in their rental charges. 98
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Please provide your views Question 23 Please tell us how you think the changes identified might affect island communities. More information: We have prepared a partial Island Communities Impact Assessment and undertaken screenings to initially consider other impacts. We would welcome your views and comments to help us expand on these assessments. Answer: Please provide your views Question 24 Do you think there are any equality, human rights, or wellbeing impacts in relation to the changes set out in the consultation? Answer: Yes No Don’t know Please give reasons for your answer. Question 25 Is there anything else you would like to tell us in relation to this consultation? Answer: Please provide any further comments on the proposals set out in this consultation Fundamental changes to the current regulations may help to ease pressures on housing demand across Scotland and help to sustain local populations and provide councils with much needed income. As above, changes may ease pressures on housing demand and help to sustain local populations. We do not anticipate any equality or human rights issues. 99
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in the box below. About you Please tell us which of the following categories best describe you (select all that apply): • Owner of a Second Home • Owner of a Long-term Empty Home • Short-Term Let/Self-Catering accommodation operator • Council or Assessor • Organisation e.g. third sector or industry body • Member of the Public • Other, please specify Please tick whichever council areas apply to you (or select all of Scotland)? • Aberdeen City • Aberdeenshire Council • All of Scotland • Angus Council • Argyll and Bute Council • City of Edinburgh Council • Clackmannanshire Council • Dumfries and Galloway • Dundee City Council • East Ayrshire Council • East Dunbartonshire Council • East Lothian Council • East Renfrewshire Council • Falkirk Council • Fife Council • Glasgow City Council • Highland Council • Inverclyde Council • Midlothian Council • Moray Council • Na h-Eileanan Siar Council • North Ayrshire Council • North Lanarkshire Council • Orkney Council • Perth and Kinross Council • Renfrewshire Council Assessors across Scotland should be encouraged to provide their views on fundamental changes to the way in which short term rental properties are classified. Council. 100
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• Scottish Borders Council • Shetland Council • South Ayrshire Council • South Lanarkshire Council • Stirling Council • West Dunbartonshire Council • West Lothian Council South Lanarkshire Council. 101
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Report Agenda Item Report to: Finance and Corporate Resources Committee Date of Meeting: 28 June 2023 Report by: Executive Director (Finance and Corporate Resources) Subject: Notification of Contracts Awarded: 1 October 2022 to 31 March 2023 1. Purpose of Report 1.1. The purpose of the report is to:- [purpose] provide notification to Committee, in accordance with Standing Orders on Contracts, of contracts awarded by Finance and Corporate Resources during the period 1 October 2022 to 31 March 2023 [1purpose] 2. Recommendation(s) 2.1. The Committee is asked to approve the following recommendation(s):- [recs] (1) that details of the contracts awarded be noted. [1recs] 3. Background 3.1. It is a requirement of Clauses 21.8 and 22.5 of the Standing Orders on Contracts that details of the acceptance of all tenders above £50,000 be reported retrospectively to the relevant Committee for noting, other than those under Clause 21.3 where the award is not the lowest in a price only tender, or costs exceed the approved financial provision. In these instances, a report is submitted to the appropriate Committee and subsequent authority to award is granted by that Committee. 4. Contract Awards 4.1. Contracts awarded for the period 1 October 2022 to 31 March 2023, on the basis of lowest offer and/or most economically advantageous offer submitted, is provided at Appendix 1. 5. Employee Implications 5.1. Contract management, including performance appraisal, will be undertaken by both the contracting Resource and the Procurement Service. 6. Financial Implications 6.1. Appropriate budgetary provision is available for each of the contracts awarded. 7. Climate Change, Sustainability and Environmental Implications 7.1. There are no Climate Change, Sustainability and Environmental Implications arising from the information presented in this report. 13 103
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8. Other Implications 8.1. There are no direct risks in terms of the information contained in this report. 9. Equality Impact Assessment and Consultation Arrangements 9.1. This report does not introduce a new policy, function or strategy nor recommend a change to an existing policy, function or strategy and therefore, no impact assessment is required. 9.2. There is also no requirement to undertake any consultation in terms of the information contained in this report. Paul Manning Executive Director (Finance and Corporate Resources) 15 May 2023 Link(s) to Council Values/Priorities/Outcomes Accountable, effective, efficient and transparent Previous Reference Finance and Corporate Resources Committee, 16 November 2022 List of Background Papers Standing Orders on Contracts Contact for Further Information If you would like to inspect the background papers or want further information, please contact:- Emma Smith, Corporate Procurement and Transactions Manager Ext: 5329 (Tel: 01698 455329) E-mail: emma.smith@southlanarkshire.gov.uk 104
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Appendix 1 Contracts Awarded by Finance and Corporate Resources over £50,000 in value Contractor CRN Value of Contract Awarded Date of Award Brief Description Contract Period City Of Glasgow College SLC/PS/FINCOR/22/046 £50,000 28-Jul-22 Provision of SVQ level 2 Social Services & Healthcare at SCQF level 6 01-08-2022 – 31-03-2023 City Of Glasgow College SLC/PS/FINCOR/22/048 £71,250 28-Jul-22 Provision of SVQ level 3 Social Services & Healthcare at SCQF level 7 01-08-2022 – 31-03-2023 Softcat Plc SLC/PS/FINCOR/22/092 £70,524.39 30-Sep-22 Web Security Gateway Licences 01-10-2022 – 30-09-2023 NBS Enterprises LTD SLC/PS/FINCOR/22/074 £145,976 30-Sep-22 NBS Chorus Subscription 01-10-2022 – 30-09-2025 A.M.1. Consulting Ltd SLC/PS/FINCOR/22/144 £50,018 24-Feb-23 Oracle Fusion Implementation - Training delivery 01-01-2023 – 31-08-2023 Bunzl Greenham SLC/PS/FINCOR/22/103 £2,700,000 20-Dec-22 Supply and Delivery of Personal Protective Equipment (PPE) 01-01-2023 – 10-04-2025 Ext 10-12-2026 Click Travel Ltd SLC/PS/FINCOR/22/104 £60,000 08-Mar-23 Employee Travel Services 01-11-2022 – 31-10-2026 Computacenter (UK) Ltd SLC/PS/FINCOR/22/136 £153,600 21-Mar-23 Video Conferencing Solution for schools 21-03-2023 – 20-03-2026 Fast-aid Products Ltd SLC/PS/FINCOR/22/020 £227,000 31-Mar-23 Supply & Delivery of First Aid Materials 01-04-2023 – 31-03-2026 Ext 31-03-2027 G4S Cash Solutions (UK) Ltd SLC/PS/FINCOR/22/075 £254,448 04-Nov-22 Provision of Secure Cash Collection Services 01-01-2023 – 31-12-2026 IFS UK Ltd SLC/PS/FINCOR/22/036 £124,800 27-Mar-23 Assyst System Service Management Maintenance and Support 01-03-2023 – 29-02-2024 29-02-2025 Insight direct (UK) Ltd SLC/PS/FINCOR/22/082 £2,296,590 06-Mar-23 Supply & Support of Communications Hardware, Software & Licensing 01-04-2023 – 02-11-2023 NEC software solutions UK Ltd SLC/PS/FINCOR/22/095 £1,029,260 17-Feb-23 Orbis Annual Support, Maintenance and Consultancy 01-04-2023 – 31-03-2026 Ext 31-03-2028 105
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New College Lanarkshire SLC/PS/FINCOR/22/129 £63,000 27-Jan-23 Provision of SVQ level 3 Social Services and Healthcare at SCQF level 7 01-04-2023 – 31-03-2024 Securigroup Services Ltd SLC/PS/FINCOR/22/121 £290,000 15-Mar-23 Security Services for Council Offices 01-04-2023 – 31-03-2024 Ext 31-03-2025 Voluntary Action South Lanarkshire SLC/PS/FINCOR/22/111 £237,000 20-Jan-23 Voluntary Sector Capacity Building 01-07-2022 – 31-03-2024 Zurich Insurance PLC SLC/PS/FINCOR/22/065 £288,405 29-Mar-23 Engineering and Inspection Insurance 01-04-2023 – 31-03-2024 106
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Contract Extensions over £50,000 in value Contractor CRN Value Date of Extension Brief Description Contract Extension period Research Resource Scotland Ltd SLC/PS/FINCOR/17/085 £200,941 15-Mar-2023 Customer Feedback Service 31-03-2023 – 31-03-2025 Risk Management Partners SLC/PS/FINCOR/18/068 £942,730 29-Mar-2023 Insurance Services - Lot 1 Combined Liability and Claims Handling Insurance Services - Lot 4 Contract Works Insurance Services - Lot 5 Fidelity Guarantee 31-03-2023 – 31-03-2024 Travelers Insurance Company Ltd SLC/PS/FINCOR/18/068 £1,304,102 29-Mar-2023 Insurance Services - Lot 2 Motor Insurance Services - Lot 3 Property 31-03-2023 – 31-03-2024 AON UK LTD SLC/PS/FINCOR/18/068 £61,150 29-Mar-2023 Insurance Services – Terrorism Cover 31-03-2023 – 31-03-2024 B Squared Ltd SLC/PS/FINCOR/20/112 £100,000 30-Jan-2023 Tracking and Monitoring ASN Individual Milestones 04-02-2023 – 04-02-2025 South Lanarkshire College SLC/PS/FINCOR/20/114 MC £189,899 27-Feb-2023 SLC Training & Employability Framework - Lot: 5 ACE Rural - Access Choices & Employability - Mini-competition under Lot 3 of Framework 31-03-2023 – 30-09-2023 107
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Report Agenda Item Report to: Finance and Corporate Resources Committee Date of Meeting: 28 June 2023 Report by: Executive Director (Finance and Corporate Resources) Subject: Safety at Sports Grounds – Re-issue of General Safety Certificate for Hamilton Park 1. Purpose of Report 1.1. The purpose of the report is to:- [purpose] advise of the action taken, in terms of Standing Order No 37(c) because of the timescales involved, to re-issue the reviewed General Safety Certificate for the Grandstand at Hamilton Park, Bothwell Road, Hamilton [1purpose] 2. Recommendation(s) 2.1. The Committee is asked to approve the following recommendation(s):- [recs] (1) that the action taken, in terms of Standing Order No 37(c) by the Executive Director (Finance and Corporate Resources), in consultation with the Chair and an ex officio member, to re-issue the General Safety Certificate for the Grandstand at Hamilton Park, Bothwell Road, Hamilton, be noted. [1recs] 3. Background 3.1. In terms of the Fire Safety and Safety of Places of Sport Act 1987, a General Safety Certificate is required for a stand at a sports ground which can accommodate at least 500 spectators under cover to view the activities at the ground. A stand which falls within this classification is referred to as a “regulated stand”. Hamilton Park Racecourse, now known as Hamilton Park, had previously been identified as a sports ground with a regulated stand. 3.2. The revised format of the General Safety Certificate for Hamilton Park Racecourse was approved by the Finance and Corporate Resources Committee at its meeting on 3 February 2016 and the Certificate is required to be reviewed and re-issued annually. 4. Re-issue of the General Safety Certificate 4.1. At the race day inspection which took place on 26 August 2022, the operation of the Grandstand was found to be in compliance with the terms of the General Safety Certificate and the Guide to Safety at Sports Grounds (Green Guide) (sixth edition), with the exception of the first aid provision as there had been 5 first aiders in attendance, as opposed to the recommended minimum requirement of 6 first aiders based on the number of persons attending the event. This was discussed with the Safety Officer following the event and noted in the event inspection checklist. This matter has been addressed by the sports ground management. 14 109
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4.2. There were no issues identified in terms of crowd management and stewarding arrangements. In addition, no structural elements of the Grandstand had appeared to be defective and no housekeeping issues or required actions were identified during the inspection. 4.3. At the annual inspection which took place on 19 April 2023, the Grandstand was found to be in satisfactory condition. 4.4. All of the relevant inspection certificates and test records were available for inspection. The non-intrusive structural inspection report on the Grandstand structure included remedial recommendations with timescales for completion and updates on the progress of the recommendations are to be provided to the Council by sports ground management as each recommendation is actioned. 4.5. Confirmation was also provided that the event records detailed in the inspection checklist were being kept for each event and it was noted that the Deputy Safety Officer continues to forward the race day logs to the Council after each event. 4.6. A list of actions and housekeeping issues had been identified during the inspection and it had been requested that the sports ground management action the items within 1 month of the inspection checklist being issued. Progress on these actions was ongoing with updates being provided to the Council. 4.7. Sports ground management and the South Lanarkshire Sports Grounds Safety Advisory Group have reviewed the General Safety Certificate and the safety management arrangements at the racecourse and the following changes have been made to the Certificate:- Holder asked to inform the Council of the name of the person at senior level in the organisation who is responsible for safety policy and its implementation Holder asked to produce an event safety policy Holder asked to produce a Fire Safety Plan Holder asked to ensure that all directly employed in-house stewards are trained, assessed and have achieved a Level 2 spectator safety qualification (Hamilton Park does not currently employ in-house stewards) Holder asked to check that agency stewards undertaking licensable activities hold a valid and appropriate SIA licence Holder asked to invite as opposed to notify the Council, Police Scotland, Scottish Fire and Rescue Service and the Scottish Ambulance Service to exercises carried out at least annually to ensure the emergency procedures set out in the contingency plans operate correctly Holder asked to liaise with emergency services and other relevant agencies to ensure the contingency plans are compatible with the emergency or major incident plans of those other agencies Holder asked to produce a written Crowd Disorder and Anti-Social Behaviour Plan Holder asked to produce a security assessment to include the risk of a terrorist incident and develop a written Security and Counter Terrorism Plan following consultation with Police Scotland details of an additional and suitably qualified Deputy Safety Officer have been included 110
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4.8. In terms of the documents included in the above list, the Fire Safety Plan is the only document not included in the updated Operational Plan and sports ground management have been asked that this is produced prior to the commencement of the 2024 race season. 4.9. The Executive Director (Finance and Corporate Resources), in consultation with the Chair and an ex officio member, approved the reviewed General Safety Certificate for the Grandstand at Hamilton Park to allow it to be re-issued prior to the start of the new racing season which commenced on Sunday 7 May 2023. 5. Employee Implications 5.1. None. 6. Financial Implications 6.1. The Council is authorised by regulations to charge fees for work reasonably done as a result of an application for the issue, amendment, replacement, transfer or cancellation of a safety certificate. 7. Climate Change, Sustainability and Environmental Implications 7.1. There are no climate change, sustainability or environmental implications arising from the information presented in this report. 8. Other Implications 8.1. There is a risk to the Council as the body responsible for administering safety certificates for sports grounds that any incident involving public safety where proper guidelines have not been followed could damage the Council’s reputation. This risk is mitigated by the requirements and conditions contained within the General Safety Certificate on sports ground management to implement measures within the Guide to Safety at Sports Grounds (sixth edition) to ensure the reasonable safety of persons attending the sports ground. 8.2. In addition to this, annual inspections and annual race day inspections are carried out at Hamilton Park which include checks of safety procedures, physical inspections of the Grandstand and checks of inspection and test certificates of various installations and equipment. 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 and, therefore, no impact assessment is required. 9.2. Consultation has taken place with sports ground management at Hamilton Park and the South Lanarkshire Sports Grounds Safety Advisory Group which comprises of representatives of the following:- relevant services within South Lanarkshire Council NHS Lanarkshire Police Scotland Scottish Ambulance Service Scottish Fire and Rescue Service Paul Manning Executive Director (Finance and Corporate Resources) 31 May 2023 111
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Link(s) to Council Values/Priorities/Outcomes Focused on people and their needs Previous References South Lanarkshire Council - 18 May 2022 List of Background Papers General Safety Certificate for a Regulated Stand – Hamilton Park, Bothwell Road, Hamilton Contact for Further Information If you would like to inspect the background papers or want further information, please contact:- Stuart McLeod, Administration Officer Ext: 4815 (Tel: 01698 454815 / 07385 370 117) E-mail: stuart.mcleod@southlanarkshire.gov.uk 112