Document Pack (Shared Services Joint Committee 23 11 23) Bookmarked
West Dunbartonshire Council · 23 November 2023
Back to Shared Services Joint Committee — 23 November 2023 and its agenda
Text extracted from the council's PDF. Layout and reading order may differ from the original.
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Agenda Meeting of Shared Services Joint Committee Date: Thursday, 23 November 2023 Time: 10.00 Format: Hybrid Meeting Contact: Carol-Ann Burns, Senior Democratic Services Officer Email: carol-ann.burns@west-dunbarton.gov.uk committee.admin@west-dunbarton.gov.uk Dear Member Please attend a meeting of the Shared Services Joint Committee as detailed above. Members will have the option to attend the meeting remotely or in person at the Civic Space, 16 Church Street, Dumbarton G82 1QL. The business is shown on the attached agenda. Yours faithfully PETER HESSETT Chief Executive Page 1
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Distribution:- Inverclyde Council Councillor Graeme Brooks Councillor Michael Cassidy Councillor Christopher Curley Councillor Michael McCormick Louise Long, Chief Executive Stuart Jamieson, Director of Environment and Regeneration Iain Strachan, Head of Legal, Democratic, Digital and Customer Services Steven McNab, Head of Organisational Development, Human Resources and Communications West Dunbartonshire Council Councillor David McBride Councillor Michelle McGinty Councillor Lawrence O’Neill Councillor Martin Rooney Peter Hessett, Chief Executive Alan Douglas, Chief Officer – Regulatory and Regeneration Gail MacFarlane, Chief Officer – Roads and Neighbourhood Laurence Slavin, Chief Officer – Resources Victoria Rogers, Chief Officer – People and Technology Andi Priestman, Shared Service Manager – Audit and Fraud Date of issue: 9 November 2023 Page 2
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SHARED SERVICES JOINT COMMITTEE Inverclyde and West Dunbartonshire Councils THURSDAY, 23 NOVEMBER 2023 AGENDA 1 APOLOGIES 2 DECLARATIONS OF INTEREST Members are invited to declare if they have an interest in any of the items of business on the agenda and the reason for such declarations. 3 RECORDING OF VOTES The Committee is asked to agree that all votes taken during the meeting will be done by roll call vote to ensure an accurate record. 4 MINUTES OF PREVIOUS MEETING 5 - 6 Submit for approval as a correct record, the Minutes of Meeting of the Shared Services Joint Committee held on 18 April 2023. 5 SHARED SERVICES REVIEW 7 - 10 Submit report by the Chief Officer – Regulatory and Regeneration, West Dunbartonshire Council seeking approval of the winding up of the Committee given that only one employee remains in a shared arrangement and there are no current plans for further sharing between the two Councils. Page 3
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WEST DUNBARTONSHIRE AND INVERCLYDE COUNCILS’ SHARED SERVICES JOINT COMMITTEE At a Hybrid Meeting of Shared Services Joint Committee held in the Civic Space, Council Offices, 16 Church Street, Dumbarton on Tuesday, 18 April 2023 at 11.04 a.m. Present: West Dunbartonshire Council: Councillors Martin Rooney, David McBride, Lawrence O’Neil and Michelle McGinty. Inverclyde Council Councillors Graeme Brooks, Paul Cassidy, Christopher McCurley and Michael McCormick. Attending: West Dunbartonshire Council: Peter Hessett, Chief Executive; Gail Macfarlane, Chief Officer – Shared Head of Services; Laurence Slavin, Chief Officer – Resources; Victoria Rogers, Chief Officer – People and Technology; Nigel Ettles, Principle Solicitor; Carol-Ann Burns, Senior Democratic Services Officer and Lynn Straker, Committee Officer. Inverclyde Council: Louise Long, Chief Executive; Stuart Jamieson, Director – Environment and Regeneration; Iain Strachan, Head of Legal, Democratic, Digital and Customer Services; Steven McNab, Head of Organisational Development, Human Resources and Communications. APPOINTMENT OF CHAIR AND VICE CHAIR The Principal Solicitor invited the Joint Committee to consider, in terms of its Standing Orders, the appointments of a Chair and Vice Chair for the next two years. It was agreed:- (1) that Councillor David McBride, West Dunbartonshire Council, be appointed as Chair; and (2) that Councillor Michael McCormick, Inverclyde Council, be appointed as Vice Chair. Councillor McBride then assumed the Chair. Page 5 ITEM 4
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DECLARATIONS OF INTEREST It was noted that there were no declarations of interest in the items of business on the agenda. MINUTES OF PREVIOUS MEETING The Minutes of Meeting of the Shared Services Joint Committee held on 19 January 2022 were submitted and approved as a correct record. SHARED SERVICES A report was submitted by the Chief Executive, Inverclyde Council and the Chief Executive, West Dunbartonshire Council providing the findings of the independent evaluation on the review of the Shared Services and making recommendations in respect of the future activity in this area. After discussion and having heard the Chief Executive, West Dunbartonshire Council in further explanation of the report and in answer to Members’ questions, the Joint Committee agreed:- (1) to note the independent evaluation of the Shared Services; and (2) that a report on the Shared Services provision between West Dunbartonshire Council and Inverclyde Council be presented to the respective Councils, seeking to: (i) dissolve the arrangement for Roads, Waste, Grounds, and Fleet; and (ii) continue the arrangement for Internal Audit services pending a further report. The meeting closed at 11.09 a.m. Page 6
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ITEM 5 Shared Services Joint Committee Report by Alan Douglas, Chief Officer – Regulatory and Regeneration, West Dunbartonshire Council Date of Meeting 23 November 2023 Subject: Shared Services Review 1. Purpose 1.1 The purpose of this report is to ask the Joint Committee to approve the winding up of the Committee given that only one employee remains in a shared arrangement and there are no current plans for further sharing between the two Councils. 1.2 The report also provides the Joint Committee with an update on the review of shared service arrangements for Internal Audit Services and to make recommendations in respect of future activity in this area. 2. Recommendations 2.1 It is recommended that the Joint Committee: (a) to approve the winding up of the Joint Committee and remit to West Dunbartonshire Council and Inverclyde Council to ratify and agree the decision; (b) to note the continuation of shared Internal Audit services between West Dunbartonshire and Inverclyde Councils in the short to medium term, subject to a service level agreement; and (c) to note that wider discussions will continue with neighbouring Councils on possible options to create a more sustainable delivery model for Internal Audit services over the longer term. 3. Background 3.1 A shared service model was developed between East Dunbartonshire Council, West Dunbartonshire Council and Inverclyde Council in 2017 to share Roads and Transportation services. Over time, the remit was expanded to include Waste, Fleet, Grounds and Internal Audit. Page 7
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3.2 East Dunbartonshire Council did not pursue participation in the shared service arrangements and formally withdrew from the Shared Services Committee in January 2022. 3.3 An independent evaluation of Shared Services was jointly commissioned in October 2022 by West Dunbartonshire Council and Inverclyde Council to consider the future of the shared service model. 3.4 The evaluation highlighted a number of positives, as well as a number of negatives, however concluded that the current model was unsustainable. 3.5 In relation to the delivery of Internal Audit services specifically, the evaluation highlighted that there are a number of different considerations and there are a number of examples in other Scottish local authorities where a shared service arrangement is understood to work well and recommended that consideration be given to moving to a Lead Authority Model. 3.6 At its meeting on 18 April 2023, the Joint Committee agreed to discontinue the joint approach in the Roads, Waste, Fleet, and Grounds areas of operation, whilst seeking a further report in respect of the Internal Audit service. 4 Main issues 4.1 The Shared Service arrangement between both Councils was a significant strategic decision, however Internal Audit remains the only aspect still operating since the discontinuation of the shared Roads, Waste, Fleet and Grounds areas of operation on 1 June 2023. 4.2 A review has now been undertaken by officers in relation to the delivery of Internal Audit Services across the two Councils which has identified that, in the longer term, there may be benefit in considering a delivery model for Internal Audit which incorporates wider shared services across multiple councils. 4.3 There is agreement between the two Councils to continue with the Shared Service Manager post for Internal Audit services in the short to medium term via a Service Level Agreement whilst engaging neighbouring councils on possible options to create a more sustainable delivery model for Internal Audit services over the longer term. Each Council would continue to have its own Audit Committee. 5. Implications 5.1 People The concerns raised in the external consultant’s report about the medium term sustainability of the shared management arrangement were considered as part of the review. This report highlights the need for a more sustainable solution in the short term for the Shared Service Manager post which can be managed through a Service Level Agreement and thereafter through continued engagement with neighbouring Councils on the creation of a more sustainable Internal Audit delivery model for the medium to longer term. Page 8
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5.2 Financial and Procurement There are no direct financial implications arising from this report. 6. Equalities Impact Assessment (EIA) 6.1 This report has been considered under the Corporate Equalities Impact Assessment (EqIA) process with the following outcome: YES – Assessed as relevant and an EqIA is required. NO – This report does not introduce a new policy, function or strategy or recommend a substantive change to an existing policy, function or strategy. Therefore, assessed as not relevant and no EqIA is required. Provide any other relevant reasons why an EqIA is not necessary/screening statement. 7. Environmental Sustainability 7.1 There are no environmental / climate change impacts which arise directly from this report. Has a Strategic Environmental Assessment been carried out? YES – Assessed as relevant and a Strategic Environmental Assessment is required. NO – This report does not propose or seek approval for a plan, policy, programme, strategy or document, which is like to have significant environmental effects, if implemented. 8. Risk Analysis 8.1 The current legal agreements will need updated/amended after approval from the Joint Committee/Councils. 8.2 A service level agreement will need to be put in place for the continued shared service arrangement for Internal Audit Services between both Councils. 9. Consultation 9.1 None. x x Page 9
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Alan Douglas Chief Officer – Regulatory and Regeneration West Dunbartonshire Council Person to Contact: Andi Priestman andi.priestman@west-dunbarton.gov.uk Alan Douglas alan.douglas@west-dunbarton.gov.uk Background papers: None Page 10