CRAIGAVON BOROUGH COUNCIL
MINUTES OF THE MEETING OF THE POLICY & RESOURCES COMMITTEE HELD IN
THE MEMBERS’ COMMITTEE ROOM, CIVIC CENTRE, LAKEVIEW ROAD, CRAIGAVON
ON TUESDAY 14 OCTOBER 2014 AT 7.36 PM
PRESENT:
Alderman R Smith (Chairman)
Councillor T O’Connor (Vice Chairman)
Aldermen G A Hatch and Mrs G McCullough
Councillors M T R Baxter, N McGeown, Ms G C McKenna,
J J Nelson MSc, and J K Twyble BA DipEd DASE
The Worshipful the Mayor, Councillor C C McCusker BA (Hons)
The Deputy Mayor, Councillor Ms C Seeley
(11)
IN ATTENDANCE:
Director of Corporate Services (Ms B Slevin)
Head of Finance (Mr L McStravick)
Member Services Officer (Mrs R McClelland)
PR128/2014 SUSPENSION OF STANDING ORDERS
It was proposed by Alderman Mrs McCullough, seconded by Councillor
Buckley, and
AGREED:
That Standing Order 1.3 be suspended to facilitate
completion of the business on the Agenda.
PR129/2014 MINUTES
The Minutes of the Policy and Resources Committee meeting held on 16
September 2014, adopted by Council on 7 October 2014 were noted and
signed by the Chairman.
CHIEF EXECUTIVE’S REPORT
PR130/2014 CHIEF EXECUTIVES DEPARTMENT FINANCIAL PERFORMANCE
REPORT APRIL 2014 TO AUGUST 2014
The department was £40k under budget for the first 5 months of the 2014/15
financial year. Savings from Councillor’s allowances due to some members
opting not to take part in the NILGOSC pension scheme, and the Mayoral car
budget had resulted in this under spend position.
It was
RECOMMENDED:
That the report, along with explanations for variances, be
approved.
PR131/2014 CHIEF EXECUTIVE’S DIRECTORATE ABSENCE REPORT
For the month of September the absence total was NIL. This brought the YTD
figure to 1.22%. The actual days lost per department for September was NIL.
The reasons for absence were also circulated previously.
It was
RECOMMENDED:
That the details of the report be noted.
PR132/2014 ORGANISATIONAL BUSINESS PLAN 2014-15 – QUARTERS 1 & 2
PROGRESS REPORT
The progress report against the 2014-15 Organisational Business Plan had
been circulated previously. The progress report used the traffic light system.
Directors had already taken progress reports against relevant objectives in
the Organisational Plan to their service committees. This consolidated version
also included progress against corporate objectives and objectives relating to
the Chief Executive’s and Corporate Services Departments.
It was
RECOMMENDED:
That the details of the report be noted.
DIRECTOR OF CORPORATE SERVICES’ REPORT
PR133/2014 COUNCIL FINANCIAL PERFORMANCE REPORT APRIL 2014 TO AUGUST
2014
After the first 5 months of the 2014/15 financial year the overall position for
Council was an under spend of £329k and this was the position after
adjustments had been made for expenditure from Reserves in accordance
with previous Council decisions. A high level explanation of the under spend
position had been included previously.
Detailed explanations had been
provided separately to Directors for inclusion within individual Committee
papers.
Technical Services
Technical Services was currently under budget by £139k. A review of
tonnages and employee costs as part of the 2014/15 estimates process had
resulted in the department operating much closer to budgeted levels
compared to the previous financial year.
Leisure Services
Leisure Services were £10k under budget with savings to date attributable
through energy costs.
Development
The Development Department were currently £8k under budget primarily
through additional income from the community centres.
Corporate Services
Corporate Services were currently £55k under budget with savings in
employee costs being the primary factor.
Other Departments
The remaining £117k under spend was accounted for by lower than
anticipated expenditure within Environmental Health and Building Control
Departments. These savings had been achieved through increased income
from licensing and planning and inspection fees.
It was
RECOMMENDED:
That the content of the report be noted.
PR134/2014 CORPORATE SERVICES FINANCIAL PERFORMANCE REPORT – APRIL
2014 TO AUGUST 2014
After the first 5 months of the 2014/15 financial year the Corporate Services
Department was showing an under spend of £55k. Savings in energy and
utility budgets as well as a reduction in the use of casuals within catering had
resulted in an under spend position.
Please note that any expenditure that Council had agreed to be funded from
Councils reserves had been removed from the current reported budget
position.
It was
RECOMMENDED:
That the report, along with explanations for variances, be
approved.
PR135/2014 CIVIC CENTRE REWIRING PROJECT (PR170/2013)
Council approval was given to proceed with this Electrical Refurbishment of
Craigavon Civic Centre at an original estimate of £599,000. After a
competitive tendering process a bid of £530,051 was received from O’Neill
Electrics Ltd and they were appointed to carry out the work. The Contractor
commenced work on 2nd September 2013 and the project was completed in
May 2014.
The contract was initially scheduled to be completed by the middle of March
2014 but, because of additional works (e.g. lagging of pipes for the control
and management of legionella, additional data cabling for the upgraded IT
infrastructure), unforeseen works (e.g. the wiring in the reception area was
particularly complex and the reception area had to be closed for two weeks)
and as well as the contractor asking for more time to ensure the work was
completed to the approved specification and quality standards as set out in
the tender document, then the work was not completed until the middle of
May 2014 (the additional time granted to the contractor did not result in any
prolongation costs as the costs for the additional time were absorbed by the
contractor).
The final cost of the rewiring works was £531,711 (i.e. approximately £1,660
above the contracted price). This small overspend was the result of additional
works being identified as the contract progressed and although there was a
contingency sum built into the contract the unexpected and unforeseen works
cost slightly more than the contingency sum. However, and although being
overspent was something which was difficult to justify, the reality was that an
overspend of 0.3% in a contract of this size where much of the proposed work
was hidden within ceiling voids was regarded by those within Council with
experience of similar type works as being a very positive outcome.
The new lighting had enhanced the office working environment and had
helped modernise the office block. It had addressed the critical issues
identified by the electrical engineers regarding the potential of an electrical
fault to cause a fire. The work had also helped ensure that the office block
was fit for purpose, that it would be a safe working environment for many
more years to come and therefore it would be fit to serve the new Council
extremely well as an administrative centre.
It was
RECOMMENDED:
That the details of the report be noted.
PR136/2014 LOCATION OF FUTURE CRAIGAVON BOROUGH COUNCIL MEETINGS
The Facilities Management Team at the Civic Centre had been reviewing
suitable accommodation available for Craigavon Borough Council meetings
while the existing Council Chamber undergoes refurbishment in preparation
for ABC Council meetings.
Craigavon Borough Council currently meets in the Council Chamber, a facility
purposely designed for Council Meetings and fitted out with audio visual
equipment.
The Facilities Management team had been tasked with looking for alternative,
suitable accommodation within the Civic Centre, and at external facilities, in
which to hold the Monthly and Mid-Monthly Council Meetings from 1 January
to 31 March 2015. The team were mindful that Craigavon Council continued
to carry out all its functions and responsibilities and the rooms provided
should be comfortable and appropriate, and be able to accommodate Elected
Members, Officers, Press and Visitors.
The following options had been identified for Members consideration:-
WJ Mayes Hall – This area was large enough to accommodate either a
boardroom setting or a layout similar to the existing Council Chamber.
The Hall also had an LCD/Screen built into the stage for presentations.
The room would also accommodate an area for members of the public
and a table for press. The sound system in the Council Chamber would
be removed and may be able to be used in the WJ Mayes hall, however
as some of the cables and connectors were below the floor, this cannot
be confirmed until after it was removed. If the system cannot be adopted
and re-used, then an alternative would be looked at.
Lakeview Suite 3 – This area was smaller than the Mayes Hall and would
accommodate a boardroom setting only. Because of the two pillars, layout
options were limited and use of audio visual equipment would be
restricted to one area. However, given the lower ceiling height, the
acoustics in this room would be better than the WJ Mayes Hall and
therefore a sound system may not be required. Lakeview 3 would be able
to facilitate members of the public and the press.
External facilities – The Booking Officer had checked room availability at
the Hub, Portadown Town Hall and Lurgan Town Hall and had advised
that due to bookings, sufficient rooms were not available to allow party
pre-meetings and Council Meetings to be held in these venues.
Both the WJ Mayes Hall and Lakeview Suite 3 were capable of holding a
Council meeting. The WJ Mayes Hall, being larger provided space for multiple
layout choices, whilst the Lakeview Suite would be a more compact set up. If
practical, utilising the current sound system from the Chamber would incur
only minor costs and the additional cables and amplifier would be used
afterwards within the facility. If the existing sound system could not be reused
it was estimated that the provision of sound for Council meetings in the WJ
Mayes Hall from January to March 2015 would cost approximately £1,000 per
meeting (i.e. approximately £6,000 in total). The Senior Duty Officer had
advised that a sound system may not be necessary for Lakeview 3 and
therefore, if this was selected as the preferred choice by Members the
Council could save the estimated £6,000 on a sound system. Staff would use
current supply of tables and cloths within the facility. Currently both areas
were on hold for the first and third Monday pending a decision.
It was proposed by Councillor Buckley, seconded by Councillor Ms McKenna,
and
RECOMMENDED:
(1)
That the Lakeview Suite be used to hold Craigavon
Borough Council, Council meetings from 1 January to 31
March 2015; and
(2)
That the layout be wider so Members were not too far
away from each other.
(Councillor Baxter entered the meeting at 7.40pm and left temporarily at
7.41pm).
The Mayor, Councillor McCusker, reminded Members that the last meeting of
Craigavon Borough Council to be held in the Chamber would likely be the
Mid-Monthly Meeting to be held on 15 December 2014.
PR137/2014 COUNCIL ABSENCE UPDATE
Council had started the year with a continued positive trend in absence. The
result in terms of working days lost for September was 6.00%, which
represented an improvement on the previous month.
Whilst continuing to resolve the long term absence cases, a proactive
response to current short term absence was supporting the continuous
improvement.
The HR Assistant and Occupational Health Advisor continued to provide a
focused and coordinated approach to the issues which was delivering positive
results despite the uncertainty which existed during this period of significant
change for the Council. An increase in the Occupational Health Advisor’s
available time had provided a valuable additional resource.
It was
RECOMMENDED:
That the content of the report be noted.
PR138/2014 CORPORATE SERVICES ABSENCE UPDATE
The absence statistics for the Directorate for September 2014 had been
circulated previously. Comparison figures were provided for the 3 previous
years. 91.7% of employees within Corporate Services recorded no absence in
this period.
The reasons given for absence year to date 2014/15 had also been circulated
previously. The category of Stress, Depression and Mental Health accounted
for the highest at over 38% of the total absence which related to four
employees, which was not work related stress.
It was
RECOMMENDED:
That the content of the report be noted.
CONFIDENTIAL BUSINESS – DIRECTOR OF CORPORATE SERVICES’ REPORT PR139/2014 TREASURY MANAGEMENT
A confidential report can be found at
Appendix 1. (During the above item of business Councillor Baxter re-entered the meeting
at 7.45pm. Councillor McGeown joined the meeting at 7.46pm at which time
Councillor Baxter left the meeting temporarily, re-entering again at 7.50pm).
The meeting ended at 7.50 pm.
_________________
_____________
CHAIRMAN
DATE
link to page 12 link to page 13
POLICY AND RESOURCES COMMITTEE
AGENDA ITEM 4
14 OCTOBER 2014
PAPER NO 2
CHIEF EXECUTIVE’S REPORT
4.1
CHIEF EXECUTIVES DEPARTMENT FINANCIAL PERFORMANCE REPORT APRIL
2014 TO AUGUST 2014
Report by: Chief Executive Acting
PURPOSE OF REPORT
To consider the financial performance report which shows how the department’s actual
spend varied from its budgeted spend for the 2014/15 financial year from April 2014 to
August 2014.
RECOMMENDATION:
That the report at Appendix 1 is noted along with the explanations for
variances at Appendix 2
BACKGROUND
Management information is now being reported to budget holders in a timely, relevant
and accurate manner. Finance will continue to provide this information moving forward
to assist budget holders manage their budgets as effectively as possible.
OVERALL POSITION
The department is £40k under budget for the first 5 months of the 2014/15 financial year.
Savings from Councillor’s allowances due to some members opting not to take part in
the NILGOSC pension scheme, and the Mayoral car budget have resulted in this under
spend position.
Please note that any expenditure that Council have agreed to be funded from Councils
reserves have been removed from the current reported budget position.
EMPLOYEE IMPLICATIONS
The continuing improvement in provision of management information will assist budget
holders in their decision making in order to continue to provide services within budget
constraints.
FINANCIAL IMPLICATIONS
Detailed performance reports have been forwarded to the departments with high level
figures shown in Committee reports.
LEVEL OF DELEGATED AUTORITY SOUGHT
N/A.
EQUALITY SCREENING
N/A.
1
4.2
CHIEF EXECUTIVE’S DIRECTORATE ABSENCE REPORT
Report by: Robert Colvin, Chief Executive Acting
Purpose of Report
To Update Members on Absence within Chief Executives Directorate.
RECOMMENDATION
That Members note the content of the report.
Background
The tables attached set out absence statistics for the Chief Executive Directorate for the
2014/15 financial year, month of September 2014. The Council’s overall target for
2014/15 is 4%.
Chief Executives Department Total
( Staff 17)
2011/12 YTD 2012/13
YTD
2013/14
YTD
2014/15
YTD
April
0.00
0.00
0.26
0.26
0.00
0.00
0.00
0.00
May
0.00
0.00
0.00
0.13
1.96
0.98
3.42
1.71
June
0.83
0.27
0.00
0.08
2.05
1.33
0.00
1.14
July
0.00
0.20
6.93
1.79
0.00
1.00
0.00
0.85
August
0.00
0.16
19.56
5.35
6.61
2.12
3.92
1.46
Sept
0.00
0.13
10.6
6.22
7.26
2.98
0.00
1.22
Oct
0.00
0.12
2.41
5.30
0.00
2.55
Nov
0.00
0.10
0.00
4.64
0.25
2.26
Dec
0.00
0.09
2.10
4.36
1.75
2.20
Jan
0.30
0.11
3.50
4.53
1.07
2.09
Feb
0.00
0.10
0.83
4.19
5.55
2.40
March
0.00
0.09
0.00
3.84
2.22
2.39
2
Days Lost Per Department by Month 2013/14 and actual employees absent
Directorate
Chief
Mayor’s
Member
Audit
Total
Executive
Office
Services
(4)
(16)
(7)
(1)
Unit (5)
April
0
0
0
0
0
No Emp
0
0
0
0
0
May
0
0
4
8
12
No Emp
0
0
1
1
2
June
0
0
0
4
4
No Emp
0
0
0
0
0
July
0
0
0
0
0
No Emp
0
0
0
0
0
August
0
0
13
0
13
No Emp
0
0
1
0
1
September
0
0
0
0
0
No Emp
October
No Emp
November
No Emp
December
No Emp
January
No Emp
February
No Emp
March
No Emp
3
Reasons for Absence
Table 6 below shows the reasons given for absence year to date 2014/15.
Table 6 Reasons for absence
YTD at 30th September 2014
Absence Category
Days Lost
% of Total
Heart, Circulatory & BP
0
0.00
Chest & Respiratory
0
0.00
Back & Neck
0
0.00
Stomach , liver, kidney
4
13.79
Musculo-Skeletal
0
0.00
Pregnancy Related
0
0.00
Genito, Urinary, Gynae
25
86.21
Infections
0
0.00
Stress, Depression, Mental Health
0
0.00
Eye, Ear & Nose
0
0.00
Other
0
0.00
Neurological
0
0.00
EMPLOYEE IMPLICATIONS
N/A
FINANCIAL IMPLICATIONS
N/A
LEVEL OF DELEGATED AUTHORITY SOUGHT
N/A
EQUALITY SCREENING
N/A
4
link to page 14
4.3 ORGANISATIONAL BUSINESS PLAN 2014-15 – QUARTERS 1 & 2 PROGRESS
REPORT
RECOMMENDATION:
That the progress report against the Organisational Business Plan
2014-15 be noted.
The progress report against the 2014-15 Organisational Business Plan is attached at
Appendix 3.
The progress report uses the traffic light system:
GREEN - progress is being made according to plan and the activity overall is expected
to deliver on time, within budget and to the appropriate quality.
AMBER - there have been some difficulties or slippage with the activity but that remedial
action is planned or in place.
RED - there have been significant difficulties or slippage and delivery of the objective is
at risk
BLUE – significant difficulties or slippage beyond Council control
Other Directors have already taken progress reports against relevant objectives in the
Organisational Plan to their service committees. This consolidated version also includes
progress against corporate objectives and objectives relating to the Chief Executive’s
and Corporate Services Departments.
Financial implications:
None
Staffing implications:
None
Equality implications:
None
Confidentiality implications
None
5
COMPARATIVE STATEMENT REPORT
APPENDIX 1
APRIL 2014 TO AUGUST 2014
CHIEF EXECUTIVE'S DEPARTMENT
Expenditure Heading
Annual Budget
Budget
Actual Spend
Total Variance
YTD
YTD
Overbudget/ (Underbudget)
£000's
£000's
£000's
£000's
Employee Costs
559
233
222
(11)
Premises Costs
0
0
0
0
Transport Costs
16
7
8
1
Supplies & Services
503
213
183
(30)
Support Costs
50
21
21
0
TOTAL EXPENDITURE
1,128
473
434
(40)
Income
(26)
(12)
(12)
0
NET EXPENDITURE
1,102
461
422
(40)
APPENDIX 2
Summary of Variations – Chief Executive’s Department 2014-2015
April 2014 to August 2014
Heading
Amount Over/
Explanation/Comment
(Under) budget
£000’s
Employee Costs
(11)
Employee costs are under budget in the
Member Services Unit.
Premises Costs
0
Transport costs
1
Supplies & Services
(30)
There have been savings to date in the Mayoral
car budget and with Councillor’s allowances
due to some members opting not to take part in
the NILGOSC pension scheme.
Support Costs
0
Income
0
Total
(40)
APPENDIX 3
ORGANISATIONAL PLAN 2014-2015 Progress Report
October 2014
KEY PERFORMANCE ACTIVITIES
Corporate Objective
Actions
Responsibility
Target Date
Q
Q
Q
Q
Comments
1
2
3
4
CORPORATE THEME: CUSTOMER FOCUS/SERVICE DELIVERY
Work to develop a
Test the quality and effectiveness of our service
DCS/Lead
March 2015
G G
Relevant surveys
customer focus culture
areas by completing the biannual Household survey,
Directors on
being completed .
within Council
carry out annual surveys of our service areas and
service reviews
Cascades and Parks
customer consultations for programmed reviews.
surveys completed.
Improve and develop
Close monitoring and management of budgets to
All Directors
March 2015
G G
quality of service
ensure savings identified during Estimates process
/HoF
provision.
are delivered
Improve the quality of our service provision by
Relevant
March 2015
G G
ISO14001
Ensure service
annually retaining and progressing Quest for Indoor
Directors
reaccreditation
provision is tailored to
Leisure, ISO 9001, ISO 14001, RYAA and Green
achieved Sept 2014
meet needs of our
Flag quality accreditation, and Museum accreditation.
Leisure – Quest, ISO
customers and
and Green Flags
delivered to a high cost-
retained. Hub
effective standard
working towards ISO
accreditation.
Deliver the final year of the “Shared Spaces”
DD/DLS
June 2015
G G
Project progressing
Portadown People’s Park Master Plan.
on target
Support the work of the Maghery Country Park
DLS
March 2015
G G
Working Group set up
Working Group.
and meeting monthly
Deliver year 3 of the Inclusive Sport & Leisure
DLS
March 2015
G G
1833 participants for
Program at Craigavon Leisure Centre and achieve
Quarters 1 & 2
over 800 participants.
Support the work of delivering an estimates process
TMT/CMT/Lead
March 2015
G G
for the ABC Council.
Directors
1
Corporate Objective
Actions
Responsibility
Target Date
Q
Q
Q
Q
Comments
1
2
3
4
Work with cluster and other councils to achieve
CMT/Lead
2014/2015
G G
efficiencies and share good practice via collaborative
Directors
projects.
Reconfigure street cleansing services
DES
June 2014
G G
New schedules
completed
Implement restructure within waste management
DES
Sept 2014
G G
Ongoing and on
Review Carn Depot management structure
Oct 2014
target
Review working arrangements at Civic Amenity Sites
Increase provision within Kernan Cemetery – provide
DES
March 2015
G G
Design near
planned extension
completion
Conduct review of administration across
DES
Dec 2014
G G
On target
Environmental Services Department
Review access audits of Council buildings on a
DBCS
31 March
Now to be included
prioritsed basis
2015
in work on assets in
ABC cluster.
Continue to improve
• Introduction, management and monitoring of new
PRO
May 2014
G G
Social Media strategy
communications
social media strategy including training of relevant
& policy approved
(internal & external)
officers
April 2014; Social
media training
completed 4 Aug
2014; Social media
monitoring package
recommended by
Audit
• publish 2 issues per year of In Touch Magazine
G G
Summer edition
published July 14;
winter edition on
course
• quarterly issues of The Insider staff newsletter
May/July/Sept
G G
editions produced
CORPORATE THEME: GROWING THE ECONOMY
2
Corporate Objective
Actions
Responsibility
Target Date
Q
Q
Q
Q
Comments
1
2
3
4
Focus on creating
Deliver and complete funded programmes including:-
DD
March 2015
G G
opportunities to
SEED Programmes: Creative Economy, Product
stimulate growth and
Transfer 2, Source and Sell, Marketing Food Sector,
competitiveness in key
Business Engagement Programme
growth sectors
East Border Region: Life Sciences Supply Chain
(Key growth sectors
identified as Life
Deliver Life Sciences Action Plan
DD
March 2015
G G
Sciences, Creative
Deliver Agri Food Action Plan
Industries, Food
Deliver Creative Sector Action Plan
manufacturing)
Focus and drive
Deliver all the events and funding programmes
DD
March 2015
G G
regeneration efforts
associated with the refreshed Town Centre
within the Borough
Regeneration & Revitalisation Action Plan and seek
opportunities to maximise funding,
Public Realm Phase 2 Extension and Phase 3 to be
DD
March 2015
A A
Phase 2 due to
completed.
complete Oct 2014.
Develop Public Realm Phase 4 Plan
Phase 3 (now inc.
Portadown Linkages brought to a stage where
Phase 4) due to
funding from the new Council would be sought
complete Oct 2015
Identify additional opportunities for public art and
DD
March 2015
G G
source additional funding
Integrated Consultancy Team and Contractor to be
DD
March 2015
G G
appointed and Old Town Quay project to be delivered
Presentation of Lagan Canal Re-opening Plan to all
DLS/Lagan
March 2015
G G
Business case
relevant Government Departments.
Canal Trust
presented in June
and is currently being
Development of Waterways College concept to
reviewed by Board.
further engage with communities and address
SEA complete.
Programme for Government.
Take the lead role in
Achieve maximum expenditure across the whole
DD
Dec 2015
G G
enterprise development
programme to meet targets identified in the Rural
Development Strategy. Successfully oversee the
delivery and administration of the strategic projects,
working closely with project promoters and DARD
towards completion within the timeframe.
Work with partners to
Successfully provide Leisure work experience and
DLS
2014/2015
G G
Working with range of
develop our local skills
training opportunities.
schools, colleges and
3
Corporate Objective
Actions
Responsibility
Target Date
Q
Q
Q
Q
Comments
1
2
3
4
base and employability
agencies
Encourage our citizens
Design and deliver a full range of promotional
DD
June 2015
G G
Summer Programme
and visitors to utilise
material for summer, autumn, Christmas and Spring
completed
and avail of our wide
which brings Craigavon together as a commercial
range of facilities and to
area, as requested by the private sector. Organise a
support local
PR campaign for the area using an independent
businesses
provider as requested by the Chambers of
Commerce.
Deliver the Armagh/Banbridge/Craigavon cluster
DD
Ongoing
G G
project – Town Centre footfall counters and KPI
reporting
Develop the visitor
Deliver Southern Loughshore Trail Capital Scheme,
DD
March 2015
G G
Loughshore Trail and
potential of Craigavon
Southern Loughshore Marketing Programme,
Marketing
Charlestown Environmental Improvement Project,
Programme complete
Tourism Town Centre Marketing Programme and
Visitor Servicing
Deliver of Tourism Development funded projects
DD
March 2015
G G
CWW – Letter of
including Craigavon Welcome Way and application
Offer received
for others.
Develop Oxford Island as a top NI tourist/heritage
DLS
March 2015
G G
Developed Bushcraft
destination; successfully deliver funded projects to
project, wildflower
maximise the potential of Oxford Island and LNDC.
and installed Human
Sundial ; Eco-Unesco
and International
Pollinator conference
and Bee Curious
event
Work with Departments of Council in promoting
PRO
2014-2015
G G
various aspects of the borough particularly to new
audiences through social media
Support for and delivery
Work effectively with community groups and
DD/DLS
2014/
2015
G G
Over 10 events
of high profile events to
organising committees to facilitate events programme
successfully
promote the borough
in 2014/15.
organised/ facilitated
so far in LS
CORPORATE THEME: OPEN AND EFFECTIVE LEADERSHIP
Ensure accountability
Production of Annual Report 2013-14
DCS
Aug 2014
A A
Currently with graphic
for the standard of
designers
service provision across
4
Corporate Objective
Actions
Responsibility
Target Date
Q
Q
Q
Q
Comments
1
2
3
4
Council
Quarterly progress reporting against Organisational
DCS
2014/15
A G
Now on schedule
Business Plan 2014-15
Work towards the
Work with partner councils towards integration
All Directors
March 2015
G G
planned local
government reform
Administer property certificates to be consistent with
DBCS
Ongoing
G G
other Building control departments in RPA cluster
Explore collaborative working in light of transfer of
planning
Ensure our processes
Work with staff to maintain Investors in People
All Directors
2014/15
G G
Bronze Award
are effective in meeting
received – work to
the needs of the
maintain ongoing
organisation and that
Continued Trades Union engagement throughout the
All Directors
2014/15
G G
our staff are well trained year
Continue to work
• Completion of Article 55 fair employment
DCS
May 2014
G G
Completed
towards the
monitoring report
mainstreaming of
equality of opportunity
• Complete 2014-15 Disability Action Plan
DCS
June 2014
G G
Completed
and good relations
(consultation ending 23 May 2014)
• Provision of equality awareness training for new
DCS
2014/15
G G
Sessions provided
starts (4 sessions per year)
April & Oct 2014
• Annual Report to Equality Commission
DCS
AUG 2014
G G
Completed
• Issue of quarterly policy screening reports
DCS
2014/15
G G
Issued to schedule
• Review of policies on flying of the Union Flag
DCS
Jan 2015
G G
Draft EQIA to
EQIA
committee Sept for
issue for public
consultation
• Implement the Good Relations Strategy
DD
March 2015
A A
Strategy reduced due
to funding cuts
• Deliver Phase 2 Extension of Peace III Priority 1.1 DD
Sept 2014
G G
On target to complete
and ensure adequate resources are in place
end September
5
Corporate Objective
Actions
Responsibility
Target Date
Q
Q
Q
Q
Comments
1
2
3
4
• Ensure all staff have received equality awareness All Directors
2014-15
G G
training
• Ensure all new or amended policies are screened
in accordance with Council procedures
• Ensure responsibility for ensuring equality of
opportunity is built into personal objectives for
each manager/staff member and reviewed via
PPR process
CORPORATE THEME: ENHANCING QUALITY OF LIFE
Deliver on our major
Progress the South Lake Leisure Centre initiative:
DLS
March 2015
G G
Completed RIBA
flagship projects
- Progress design to stage E
stage C which
- Obtain Planning permission
confirmation on
- Issue Contractor procurement documentation
location, design,
facility mix and capital
costs. Presentation to
Capital Workshop.
Appoint Contractor and commence building phase of
DD
June 2015
G G
SPACE project
Deliver community engagement strategy with
relevant groups in relation to SPACE project
Contribute to improving
-
Successful delivery of the Active Communities
DLS
March 2015
G G
On target to achieve
the quality of life for all
Programme 2014-15 to over 12,000 participants
12,000 participants
-
In partnership with Armagh and Banbridge seek
annually
programme extension.
Deliver a range of
-
Successful delivery of the Fit and Well health
DLS
March 2015
G G
On target
programmes and events
referral programme to 200 participants and
that will allow people of
further develop links to the health sector.
all ages to enjoy their
leisure time and
-
Promote a healthier lifestyle and encourage
DLS
March 2015
G G
Ongoing. Significant
promote well being
public to use the outdoors
uptake of outdoor
-
Promote outdoor recreation services and
activity during
facilities including land and water based courses
summer 2014.
-
Promote increase usage of parks and monitor
usage
6
Corporate Objective
Actions
Responsibility
Target Date
Q
Q
Q
Q
Comments
1
2
3
4
Work with external
-
Facilitate the three Neighbourhood Renewal
DD
March 2015
G G
funding agencies and
Partnerships on behalf of DSD
Partnerships to address
-
Work with DSD to explore way forward with
areas of deprivation
powers transferring to Council
within the Borough
-
Deliver participation programmes in
DLS
March 2015
G G
All initiatives
Neighbourhood Renewal Wards working with NR
underway and on
communities manage the delivery of a
target
Community Sport to over 1,300 participants
-
Deliver a catch Angling project
-
Deliver a Craigavon Cycling project
-
Deliver a Bushcraft programme to over 4,000
participants.
Implement Play and
-
Identify equipped play gap sites by utilizing a
March 2015
G G
Identification of gap
Leisure Strategy
range of factors
DLS
sites completed and
-
Deliver an approved investment programme
implementation plan
across selected Play areas to bring up to
in progress. Jointly
standard
working with Armagh,
-
Submit applications to DSD Neighbourhood
Banbridge and
Renewal for the creation of new Play facilities
Playboard to develop
-
Progress approved investment in Councils
ABC strategy.
sports changing facilities
Awaiting capital
approvals to replace
modular changing.
Implement Community
Deliver grant aid through the Community
DD
March 2015
G G
Development, Good
Development /Advice Services and Neighbourhood
Relations, Community
Festivals Schemes
Safety and Rural
Development strategies
Implement 9 Village
Implement the Village Renewal Plans and complete
DD
Sept 2014
G G
Due to complete
Plans
enhancement projects
Continue to support
Ensure that CSAC and CAIM deliver full programme
DLS
March 2015
G G
On target
local community and
of events and distribute grant aid to clubs and
sporting groups via a
individuals within budget.
range of grant aid
schemes
Facilitate the
Implement the PCSP plan
DD
March 2015
G G
Policing and Community
7
Corporate Objective
Actions
Responsibility
Target Date
Q
Q
Q
Q
Comments
1
2
3
4
Safety Partnership
Work to empower and
Progress with Advice Services Strategy on tri-Council DD
March 2015
G G
support new and
basis
existing groups to
improve their own
Provide programmes, projects and targeted support
DD
March 2015
G G
Internal funding
quality of life
for community groups aimed at building capacity,
approved to extend
including delivery of Citizen 21 programme –
Citizen 21
Advanced Strand. Source further funding to extend
the programme.
Develop initiatives,
Continue to promote newly refurbished facilities at
DD
Ongoing
G G
events and programmes Brownstown and Killicomaine, ensuring they meet
to promote participation
targets identified in options appraisal
in community life
Completion of options appraisal on Community
DD
March 2015
G G
Centres in Lurgan and implementation of
recommendations
Develop tri-Council Financial Assistance Policy
DD/DLS/DCS
December
G G
Underway and will be
including Community and Leisure Departments
2014
reporting to Shadow
Council
To develop a more
Promote activities for young people.
DLS
March 2015
G G
Additional locations
coordinated approach to Expand and develop uptake in various activities for
added to existing
creating initiatives for
young people.
programmes.
young people
Comprehensive
summer activity
programme in
outdoor leisure.
Provide access to
-
Engaging hard to reach groups through
DLS
March 2015
G G
Outreach on target
natural and cultural
outreach, learning and reminiscence projects
heritage
including the implementation of the Museum
Learning Plan
Ongoing successful
-
Deliver a varied events programme to
delivery of WW1
commemorate the start of WW 1 which engages
initiative
all of the community.
CORPORATE THEME: PROTECTING AND ENHANCING THE ENVIRONMENT
8
Corporate Objective
Actions
Responsibility
Target Date
Q
Q
Q
Q
Comments
1
2
3
4
Continue to protect and
-
Increase biodiversity on Council-owned land by
DLS
March 2015
G G
Progressing
conserve the natural
carrying out management regimes which benefit
Moneypenny’s
and built environment
biodiversity
repairs. Range of
-
Implement projects from the Armagh, Banbridge
biodiversity work
and Craigavon Local Biodiversity Action Plan.
progressing. Working
with IWAI. Grant aid
utilisation. Designated
new grassland.
-
Deliver on Craigavon Community Greenway
DES
April 2015
G G
On target
Project
Reduce waste, reuse
Increase recycling rate by at least 1%
DES
G G
Recycling figure
and Improve recycling
- Implement schools waste recycling programme
42.63%
rates to ensure statutory - Continue to enforce one bin per household policy
March 2014
targets are met.
- Introduction of glass into recycling bin
Dec 2014
Complete Fairgreen Options appraisal
DES
Aug 2014
G A
Reporting to
Committee Oct 2014
Improve our energy
Reduce energy consumption across Leisure Services DLS
March 2015
G G
Ongoing
efficiency and consider
department by 1%.
Rebate sought and
the use of renewable
provided on water
technologies
charges
Monitor and report on energy usage
DES
Dec 2014
G G
Develop a sustainability/EMS working group across
DES
April 2014
A A
Behind schedule due
Council
to other priorities
Prepare Display Energy Certificates for CBC
DBCS
30 June
G G
buildings (annually) and advise on improvements to
2014
energy performance of these buildings
Ongoing liaison with EPB team in enforcement of
Ongoing
legislation
Work with
Work with community and statutory agencies to
DD/DLS/DES
2014/2015
G G
Ongoing with range of
communities/stake-
improve local neighbourhoods.
organisations
holders to improve the
9
Corporate Objective
Actions
Responsibility
Target Date
Q
Q
Q
Q
Comments
1
2
3
4
aesthetics of our
Borough resulting in
creating civic
responsibility and
ownership
Provide opportunities
Work with Environmental organisations, USEL and
DLS
March 2015
G G
On target to exceed
for volunteers to take
the Volunteer Bureau to maximise opportunities for
600 hours by March
part in environmental
volunteers – target 600 hours by March 2015.
15
opportunities
Continue to promote
Work in partnership with local groups and schools to
DLS
March 2015
G G
Projects and events
sustainability across
develop and deliver projects which deliver the
held and planned
Council and within the
sustainable agenda e.g. Eco-Schools.
local community
Organisational Effectiveness and Efficiency
Attendance
Continue to implement procedures to achieve target
DCS/Directors
March 2015
A A
Reports continue to
management
of 4% absence
be provided to
cttes/Council on
ongoing basis
Efficiency savings
Close monitoring and management of budgets to
All Directors
March 2015
G G
This is on track with
ensure savings identified during Estimates process
expenditure being
are delivered
approximately £200k
below budget at the
end of August 2014.
Provision of effective
Develop a transition plan for transferring 3 Leisure
DLS
March 2015
G G
Ongoing
services
Centres into one new build.
Civic Centre Works
• Complete out on rewiring works
DCS
May 2014
G G
The rewiring works
were completed in
May 2014.
• Progress outstanding H&S works within Civic
Some outstand works
A A
Centre (including those relating to Legionella)
2014-14
associated with
legionella were
addressed during the
rewiring project.
However, other works
10
Corporate Objective
Actions
Responsibility
Target Date
Q
Q
Q
Q
Comments
1
2
3
4
remain outstanding
but these will be
prioritised as part of a
Council wide initiative
to prioritise
outstanding H&S
related works.
Payroll project
Implementation of new system to be complete across
DCS
Sept 2014
G G
cluster
Building Control
Consolidate working arrangements with Land &
DBCS
31 March
G G
Property Services and Central Government and its
2015
Agencies
Operate and develop street naming and postal
31 March
numbering function for CBC
2015
Manage risk
Review Departmental risk on regular basis.
All Directors
March 2015
G G
Ongoing. Updated
formally twice yearly
and reported to Audit
Committee
Control of Health &
Continue to manage and monitor the Health and
All Directors
March 2015
G G
Significant progress
Safety – Improve level
safety risks.
in range of H&S work
of compliance in respect Progress development of Health & Safety
of Health & Safety at all
procedures, risk assessments, COSHH
levels in organisation
assessments, Safe Systems of Work and Manual
Handling Assessments as required
Carry out additional functions in support of health &
DBCS
March 2015
G G
Ongoing
safety section as per internal Audit Report
• Fire risk assessments for Council buildings in
Leisure Services and Environmental Services
Directorates
• Departmental health and safety meetings
All Directors
G G
Some meetings
held 4 times per year
delayed due to
• Joint Health & Safety Committee held 3 times
elections etc but
per year
timetable in place to
get schedule back on
track
11
Corporate Objective
Actions
Responsibility
Target Date
Q
Q
Q
Q
Comments
1
2
3
4
Winding down activities
Preparation of final accounts
DCS/HoF
June 2015
Not yet applicable
12
link to page 41 link to page 42 link to page 44
POLICY & RESOURCES COMMITTEE
AGENDA ITEM 5
DIRECTOR OF CORPORATE SERVICES REPORT
PAPER NO. 3
ITEMS FOR DECISION
5.1 COUNCIL FINANCIAL PERFORMANCE REPORT APRIL 2014 TO AUGUST 2014
Report by: Liam McStravick, Head of Finance.
PURPOSE OF REPORT
To consider the Council’s financial position for the 2014/15 financial year from
April 2014 to August 2014 and to note the supporting info
rmation regarding the
year-to-date expenditure against the budgeted positi
on at Appendix 1 and
Appendix 2.
RECOMMENDATION:
That the report is noted.
BACKGROUND
Each Departmental Committee receives a financial update for their respective
Departments on a monthly basis. The information provided identifies year-to-date
expenditure against budgets and explanations of variances are also attached.
SUMMARY OF EXPENDITURE
After the first 5 months of the 2014/15 financial year the overall position for
Council is an under spend of £329k and this is the position after adjustments
have been made for expenditure from Reserves in accordance with previous
Counc
il decisions. A high level explanation of the under spend position has been
incl
uded at Appendix 3. Detailed explanations have been provided separately to
Direct
ors for inclusion within individual Committee papers. A summary of the
curren
t position is included below.
Technical Services
Technical Services is currently under budget by £139k
. A review of
tonnages and employee costs as part of the 2014/15 estimates process
has resulted in the department operating much closer to budgeted levels
compared to the previous financial year.
Leisure Services
Leisure Services are £10k under budget with savings to date attributable
through energy costs.
Development
The Development Department are currently £8k under budget primarily
through additional income from the community centres.
1
Corporate Services
Corporate Services are currently £55k under budget with savings in
employee costs being the primary factor.
Other Departments
The remaining £117k under spend is accounted for by lower than
anticipated expenditure within Environmental Health and Building Control
Departments. These savings have been achieved through increased
income from licensing and planning and inspection fees.
LEVEL OF DELEGATED AUTHORITY SOUGHT
N/A
EQUALITY SCREENING
N/A
EMPLOYEE IMPLICATIONS
N/A
FINANCIAL IMPLICATIONS
N/A
CONFIDENTIALITY IMPLICATIONS
N/A
2
link to page 45 link to page 46
5.2 CORPORATE SERVICES FINANCIAL PERFORMANCE REPORT – APRIL 2014 TO
AUGUST 2014
Report by: Liam McStravick, Head of Finance.
PURPOSE OF REPORT
To consider the financial performance report w
hich shows how the Department’s
actual spend varied from the budgeted positi
on for the 2014/15 financial year
from April 2014 t
o August 2014 as shown at Appendix 4. A high level
explanation is incl
uded at Appendix 5.
RECOMMENDATION:
That the report is noted.
BACKGROUND
Management information is now being reported to budget holders in a timely,
relevant and accurate manner. Finance will continue to provide this information
moving forward to assist budget holders manage their budgets as effectively as
possible.
OVERALL POSITION
After the first 5 months of the 2014/15 financial year the Corporate Services
Department is showing an under spend of
£55k. Savings in energy and utility
budgets as well as a reduction in the use of casuals within catering have resulted
in an under spend position.
Please note that any expenditure that Council have agreed to be funded from
Councils reserves have been removed from the current reported budget position.
EMPLOYEE IMPLICATIONS
N/A
FINANCIAL IMPLICATIONS
As per report
LEVEL OF DELEGATED AUTORITY SOUGHT
N/A
EQUALITY SCREENING
N/A
CONFIDENTIALITY IMPLICATIONS
N/A
3
5.3 CIVIC CENTRE REWIRING PROJECT
Report by: Liam McStravick, Head of Finance.
PURPOSE OF REPORT
To update Members on the recent rewiring work in the Civic Centre Office block.
RECOMMENDATION:
That the report is noted.
BACKGRO
UND
Council approval was given to proceed with this Electrical Refurbishment of
Craigavon Civic Centre at an original estimate of £599,000. After a competitive
tendering process a bid of £530,051 was received from O’Neill Electrics Ltd and
they were appointed to carry out the work. The Contractor commenced work on
2nd September 2013 and the project was completed in May 2014.
CURRENT POSITION
The contract was initially scheduled to be completed by the middle of March
2014 but, because of additional works (e.g. lagging of pipes for the control and
management of legionella, additional data cabling for the upgraded IT
infrastructure), unforeseen works (e.g. the wiring in the reception area was
particularly complex and the reception area had to be closed for two weeks) and
as well as the contractor asking for more time to ensure the work was completed
to the approved specification and quality standards as set out in the tender
document, then the work was not completed until the middle of May 2014 (the
additional time granted to the contractor did not result in any prolongation costs
as the costs for the additional time were absorbed by the contractor).
The final cost of the rewiring works was £531,711 (i.e. approximately £1,660
above the contracted price). This small overspend is the result of additional
works being identified as the contract progressed and although there was a
contingency sum built into the contract the unexpected and unforeseen works
cost slightly more than the contingency sum. However, and although being
overspent is something which is difficult to justify, the reality is that an overspend
of 0.3% in a contract of this size where much of the proposed work was hidden
within ceiling voids is regarded by those within Council with experience of similar
type works as being a very positive outcome.
4
MOVING FORWARD
The new lighting has certainly enhanced the office working environment and has
helped modernise the office block. It has addressed the critical issues identified
by the electrical engineers regarding the potential of an electrical fault to cause a
fire. The work has also helped ensure that the office block is fit for purpose, that
it will be a safe working environment for many more years to come and therefore
it will be fit to serve the new Council extremely well as an administrative centre.
EMPLOYEE IMPLICATIONS
N/A
FINANCIAL IMPLICATIONS
NA
LEVEL OF DELEGATED AUTORITY SOUGHT
N/A
EQUALITY SCREENING
N/A
CONFIDENTIALITY IMPLICATIONS
N/A
5
link to page 47 link to page 48
5.4 LOCATION OF FUTURE CRAIGAVON BOROUGH COUNCIL MEETINGS
Report by: Liam McStravick, Head of Finance.
PURPOSE OF REPORT
To update Members of options for future Craigavon Borough Council Meetings.
RECOMMENDATION:
That Members advise which room and layout will be used for
Craigavon Borough Council Meetings i.e. use of the WJ Mayes
Hall or Lakeview 3.
BACKGROUND
The Facilities Management Team at the Civic Centre have been reviewing
suitable accommodation available for Craigavon Borough Council meetings while
the existing Council Chamber undergoes refurbishment in preparation for ABC
Council meetings.
CURRENT POSITION
Craigavon Borough Council currently meets in the Council Chamber, a facility
purposely designed for Council Meetings and fitted out with audio visual
equipment.
The Facilities Management (FM) team have been tasked with looking for
alternative, suitable accommodation within the Civic Centre, and at external
facilities, in which to hold the Monthly and Mid-Monthly Council Meetings from 1st
January to 31st March 2014. The FM team are mindful that Craigavon Council
continues to carry out all its functions and responsibilities and the rooms
provided should be comfortable and appropriate, and be able to accommodate
Elected Members, Officers, Press and Visitors.
The following options have been identified for Members consideration:-
WJ Mayes Hall
This area is large enough to accommodate either
a boardroom setting
(Appendix 6) or a layout similar to the existing Council C
hamber (Appendix 7).
The Hall also has an LCD / Screen built into the stage for
presentations. The
room would also accommodate an area for members of t
he public and a table for
press. The sound system in the Council Chamber would be removed and may be
able to be used in the WJ Mayes hall, however as some of the cables and
connectors are below the floor, this cannot be confirmed until after it is removed.
If the system cannot be adopted and re-used, then an alternative would be
looked at.
6
link to page 49
Lakeview Suite 3
This area is smaller than the Mayes Hall and would accommodate a boardroom
setting only. Because of the two pillars, layout options are limited and use of
audio visual equipment would be restricted to one area. However, given the
lower ceiling height, the acoustics in this room woul
d be better than the WJ
Mayes Hall and therefore a sound system may not
be required. Lakeview 3
would be able to facilitate members of the public and the pr
ess. Appendix 8.
External facilities
The Booking Officer has checked room availability at the Hub, Portadown Town
Hall and Lurgan Town Hall and has advised that due to bookings, sufficient
rooms are not available to allow party pre-meetings and Council Meetings to be
held in these venues.
CONCLUSION
Both the WJ Mayes Hall and Lakeview Suite 3 are capable of holding a Council
meeting. The WJ Mayes Hall, being larger provides space for multiple layout
choices, whilst the Lakeview Suite would be a more compact set up. If practical,
utilising the current sound system from the Chamber would incur only minor
costs and the additional cables and amplifier would be used afterwards within
the facility. If the existing sound system could not be reused it is estimated that
the provision of sound for Council meetings in the WJ Mayes Hall from January
to March 2015 will cost approximately £1,000 per meeting (i.e. approximately
£6,000 in total). The Senior Duty Officer has advised that a sound system may
not be necessary for Lakeview 3 and therefore, if this is selected as the preferred
choice by Members the Council could save the estimated £6,000 on a sound
system. Staff would use current supply of tables and cloths within the facility.
Currently both areas are on hold for the first and third Monday pending a
decision.
EMPLOYEE IMPLICATIONS
N/A
FINANCIAL IMPLICATIONS
If the existing sound system cannot be reused there could be a cost to Council of
£6k for the provision of a sound system if the WJ Mayes is the preferred choice.
LEVEL OF DELEGATED AUTORITY SOUGHT
N/A
EQUALITY SCREENING
N/A
CONFIDENTIALITY IMPLICATIONS
N/A
7
5.5 COUNCIL ABSENCE UPDATE
Report by: Brona Slevin, Director of Corporate Services.
BACKGROUND
To update Members on current absence issues and to advise on the action being
taken to address absence in the Council.
RECOMMENDATION:
That Members note the report.
Table 1 below sets out the Council’s current absence performance.
Table 1 Craigavon Borough Council Absence Total as at 30th September 2014
Previous Years
Current Year
Month by Month
Comparison
Total No
of
Total No of
Working
Working
days
days
Lost per
available
%
%
%
%
Days
%
%
month
per month
YTD =
11/12
12/13
13/14
14/15
14/15
13/14
14/15
Year to
Rolling
Rolling
Rolling
Rolling
Rolling
Date
YTD
YTD
YTD
YTD
Days Lost
Per Person
YTD
April
5.0
3.90
5.79
4.78
0.9
5.79
4.78
548
11456
May
5.1
4.15
6.48
4.31
1.6
7.17
3.84
470
12209
June
5.1
4.60
6.75
4.35
2.6
7.30
4.45
569
12763
July
4.9
4.88
7.10
4.77
3.6
8.16
5.99
759
12665
Aug
4.7
4.98
7.22
5.33
4.9
7.71
7.58
902
11899
Sept
4.58
5.03
7.15
5.44
6.4
6.74
6.00
790
13166
Oct
4.6
5.06
6.86
5.15
Nov
4.6
5.24
6.70
5.55
Dec
4.5
5.52
6.54
5.29
Jan
4.5
5.69
6.42
5.35
Feb
4.57
5.79
6.27
4.74
March
4.56%
5.91%
6.10%
4.25
Target
Target
4%
9.8 Days
8
Table 2
07/08
08/09
09/10
10/11
11/12
12/13 13/14
14/15
Days Lost
per person
18.0
19.1
16.3
12.5
11.1
13.9
14.2
6.4
Table 3 illustrates the year to date absence levels recorded by Directorate.
Table 3
Directorate
Headcount Year to Date Average
%
16
0.28
Building Control
17
1.41
Chief Executive
60
2.82
Corporate Services
91
6.64
Development
Environmental
175
7.50
Services
254
4.76
Leisure Services
607
5.44
Council Total
Table 4 illustrates, per Directorate, the actual number of employees absent on the 30th
September 2014.
Table 4
Directorate
Headcount No of Employees Absent on the
30th September 2014
16
0
Building Control
17
1
Chief Executive
60
3
Corporate Services
91
6
Development
170
12
Environmental Services
253
13
Leisure Services
607
35
Council Total
9
Table 4a Number of Employees in receipt of half pay on the 30th September 2014
Building
Chief
Corporate
Development
Env
Leisure
Total
Control
Executive
Services
Services
Services
0
0
0
1
1
3
5
Table 4b Number of Employees in receipt of no pay on the 30th September 2014
Building
Chief
Corporate
Development
Env
Leisure
Total
Control
Executive
Services
Services
Services
0
0
0
0
0
1
1
Table 5 below
illustrates the balance between long term absence (continuous period of
more than 20 days) and short term absence.
Table 5 Council Absence Long Term V Short Term
by Directorate for the period 1st – 30th September 2014
Directorate
Long
LT Days
Short
ST Days
Average
Term %
Term %
days lost
per person
for the
month
Building Control
0.00
0
0.28
1
0.1
Chief Executive
0.00
0
0.00
0
1.3
Corporate Services
62.85
44
37.14
26
1.2
Development
71.43
85
28.57
34
1.3
Env Services
75.72
262
24.28
84
2.0
Leisure Services
72.59
188
27.41
71
1.0
Council Total
72.83
579
27.17
216
1.3
10
Reasons for Absence
Table 6 below shows the reasons given for absence on the 30th September 2014.
Table 6 Reasons for Absence
On the 30th September 2014
Absence Category
Days Lost
% of Total
Heart, BP & Circulation
3
8.57
Chest & Respiratory
1
2.86
Back and Neck Problems
3
8.57
Stomach , liver, kidney, digestive
2
5.71
Musculo-Skeletal Probs
5
14.29
Pregnant exc Maternity Leave
0
0
Genito, Urinary, Gynaecological
0
0
Infections
3
8.57
Stress, Depression, Mental Health
14
40
Eye, Ear & Nose & mouth/dental
2
5.71
Other
0
0
Neurological
2
5.71
Totals
35
100
A profile of stress related absence is set out in table 7 below.
Table 7 Profile of Stress Related Incidents 1st April – 30th September 2014
Incidents
Total No of
Total No of Days
% Absence
Number of
of Stress
Days
absent due to Work
due to Work
Employees off due
absent due
Related Stress
Related
to Work Related
to Stress
Stress
Stress
43
1401
558
39.82
10
11
A profile of days lost due to work related stress absence by directorate for the year to
date is set out in table 8 below.
.
Table 8 Days Lost due to Work Related Stress by Directorate 1st April – 30th Sept 2014
Building
Chief
Corporate
Development
Env
Leisure
Total
Control
Executive
Services
Services
Services
0
0
0
0
243
315
558
Table 9 Return to Work Interviews completed by Directorate in September 2014
Building
Chief
Corporate
Development
Env
Leisure
Total
Control
Executive
Services
Services
Services
1
1
2
4
14
17
39
Table 10 Appointments to Occupational Health Advisor by Directorate in September 2014
Building
Chief
Corporate
Development
Env
Leisure
Total
Control
Executive
Services
Services
Services
0
0
4
11
27
32
74
The result in terms of working days lost for September was 6.00%, which represents
an improvement on the previous month.
Whilst continuing to resolve the long term absence cases, a proactive response to
current short term absence is supporting the continuous improvement.
Jayne Murphy (HR Assistant) and Oonagh Alway (Occupational Health Advisor)
continue to provide a focused and coordinated approach to the issues. This is
delivering positive results despite the uncertainty which exists during this period of
significant change for the Council.
EMPLOYEE IMPLICATIONS
N/A
FINANCIAL IMPLICATIONS
N/A
LEVEL OF DELEGATED AUTHORITY SOUGHT
N/A
EQUALITY SCREENING
N/A
CONFIDENTIAL IMPLICATIONS
N/A
12
5.6 CORPORATE SERVICES ABSENCE UPDATE
Report by: Brona Slevin, Director of Corporate Services.
PURPOSE OF REPORT
To update Members on Absence within Corporate Services Directorate.
RECOMMENDATION:
That Members note the content of the report.
BACKGROUND
The tables attached set out absence statistics for the Directorate for September 2014.
Comparison figures are provided for the 3 previous years. 91.7% of employees within
Corporate Services recorded no absence in this period.
Corporate Services Total as at 30th September 2014
%
%
%
%
%
Average
11/12
12/13
13/14
14/15
14/15
Days Lost
YTD
YTD
YTD
Month
YTD
Per
Employee
YTD
April
3.41 3.83
3.27
2.65
2.65
0.5
May
3.78 3.91
3.16
1.39
2.02
0.8
June
3.38 4.31
3.32
1.16
1.73
1.0
July
2.65 4.80
2.75
2.02
1.80
1.4
August
2.34 4.73
2.26
4.25
2.29
2.2
Sept
2.36 4.36
2.17
5.45
2.82
3.3
Oct
2.40 3.88
2.23
Nov
2.38 3.89
2.09
Dec
2.49 4.53
2.10
Jan
2.32 4.89
2.53
Feb
2.42 4.85
2.65
March
2.72 4.64
2.73
Corporate Services Absence Year to Date as at 30th September 2014
Division
% loss rate
Corporate Administration
2.26
Finance
2.95
Human Resources
3.65
IT
0.43
13
Total Employees Absent by Section per Month and Cumulative Days Lost
Directorate
Corporate
Human
Total
Total Days
Administration
Finance
Resources
IT
Employees
Lost
(7)
(35)
(15)
(3)
(60)
April
0
5
21
1
5
27
May
0
0
14
0
1
16
June
0
2
12
0
2
14
July
0
14
10
0
2
24
August
19
29
0
0
3
48
September
0
70
0
0
6
70
October
November
December
January
February
March
Reasons for Absence
Table 4 below shows the reasons given for absence year to date 2014/15. The
category of Stress, Depression and Mental Health accounts for the highest at over
38% of the total absence which relates to four employees, which was not work related
stress.
Table 4 Reasons for absence
YTD at 30th September 2014
Absence Category
Days Lost
% of Total
Heart, Circulatory & BP
0
0.00
Chest & Respiratory
4
2.01
Back & Neck
0
0.00
Stomach , liver, kidney
0
0.00
Musculo-Skeletal
2
1.01
Pregnancy Related
7
3.52
Genito, Urinary, Gynae
0
0.00
Infections
34
17.09
Stress, Depression, Mental Health
76
38.19
Eye, Ear & Nose
56
28.14
Other
0
0.00
Neurological
20
10.05
14
EMPLOYEE IMPLICATIONS
N/A
FINANCIAL IMPLICATIONS
N/A
LEVEL OF DELEGATED AUTHORITY SOUGHT
N/A
EQUALITY SCREENING
N/A
CONFIDENTIALITY IMPLICATIONS
N/A
15
COMPARATIVE STATEMENT REPORT
APPENDIX 1
APRIL 2014 TO AUGUST 2014
CRAIGAVON BOROUGH COUNCIL
Expenditure Heading
Annual Budget
Budget
Actual Spend
Total Variance
YTD
YTD
Overbudget/ (Underbudget)
£000's
£000's
£000's
£000's
Employee Costs
18,094
7,545
7,282
(264)
Premises Costs
3,448
1,575
1,432
(143)
Transport Costs
1,317
554
600
47
Supplies & Services
8,488
3,958
4,124
166
Support Costs
680
283
283
0
TOTAL EXPENDITURE
32,027
13,914
13,720
(194)
Income
(7,976)
(3,600)
(3,735)
(135)
NET EXPENDITURE
24,051
10,314
9,985
(329)
NOTE: Budget figures above do not include loan charges of £4,352K. Total 2014/15 budget £28,403K
Appendix 2
CRAIGAVON BOROUGH COUNCIL
Revenue Budget Monitoring Report
2014/15 Financial Year - April 2014 to August 2014
Service Dept
Budget Category
Annual
Budget
Actual Spend
Total Variance
Budget
YTD
YTD
Over/ (Underbudget)
£000's
£000's
£000's
£000's
District Building Control
Employee Costs
497
207
187
(20)
Premises Costs
0
0
0
(0)
Transport Costs
21
9
11
2
Supplies & Services
135
64
61
(3)
Support Costs
54
23
23
0
Income
(403)
(168)
(209)
(41)
Net Expenditure Building Control
304
134
71
(62)
Chief Exceutive's Dept
Employee Costs
559
233
222
(11)
Premises Costs
0
0
0
0
Transport Costs
16
7
8
1
Supplies & Services
503
213
183
(30)
Support Costs
50
21
21
0
Income
(26)
(12)
(12)
0
Net Expenditure Chief Executive's Dept
1,102
461
422
(40)
Corporate Services
Employee Costs
2,020
850
807
(44)
Premises Costs
477
275
259
(16)
Transport Costs
16
7
6
(0)
Supplies & Services
494
273
281
9
Support Costs
234
97
97
0
Income
(943)
(393)
(396)
(4)
Net Expenditure Corporate Services
2,298
1,110
1,055
(55)
Development
Employee Costs
2,367
986
1,024
38
Premises Costs
297
129
128
(1)
Transport Costs
29
14
21
7
Supplies & Services
1,270
726
780
54
Support Costs
86
36
36
0
Income
(1,141)
(475)
(581)
(106)
Net Expenditure Development
2,908
1,416
1,409
(8)
Environmental Health
Employee Costs
1,034
431
442
11
Premises Costs
1
0
2
1
Transport Costs
48
20
24
4
Supplies & Services
332
148
152
3
Support Costs
45
19
19
0
Income
(251)
(104)
(139)
(34)
Net Expenditure Environmental Health
1,209
514
500
(14)
Appendix 2
CRAIGAVON BOROUGH COUNCIL
Revenue Budget Monitoring Report
2014/15 Financial Year - April 2014 to August 2014
Service Dept
Budget Category
Annual
Budget
Actual Spend
Total Variance
Budget
YTD
YTD
Over/ (Underbudget)
£000's
£000's
£000's
£000's
Leisure Services
Employee Costs
6,713
2,796
2,738
(58)
Premises Costs
1,991
842
741
(101)
Transport Costs
336
143
170
27
Supplies & Services
1,323
570
645
74
Support Costs
89
37
37
0
Income
(3,625)
(1,576)
(1,528)
48
Net Expenditure Leisure Services
6,827
2,812
2,802
(10)
Technical Services
Employee Costs
4,904
2,043
1,862
(181)
Premises Costs
682
328
302
(26)
Transport Costs
851
355
360
6
Supplies & Services
4,431
1,964
2,023
59
Support Costs
121
50
50
0
Income
(1,587)
(872)
(870)
3
Net Expenditure Technical Services
9,403
3,867
3,728
(139)
NET EXPENDITURE CBC
24,051
10,314
9,985
(329)
NOTE: Budget figures above do not include loan charges of £4,352K. Total 2014/15 budget £28,403K
APPENDIX 3
Summary of Variation – Craigavon Borough Council 2014-2015
April 2014 to August 2014
Heading
Amount Over/
Explanation/Comment
(Under) budget
£000’s
Employee Costs
There has been under spends within
(264)
Employee costs budgets right across the
Council. This is largely as a result of
vacancy control, the movement of staff on
secondments/fixed term contracts and the
time that it takes to fill vacant positions.
Premises Costs
Running costs for Council facilities
(143)
including heating, electricity and water rates
are under budget to date. It is expected that
this under spend position will reduce as the
year progresses over the winter months.
Transport costs
Vehicle fuel costs are currently over
47
budget. There has also been additional
machinery and vehicles purchased.
Supplies & Services
166
There has been some expenditure on
equipment purchase and maintenance
including the new software on the street
cleansing vehicles to assist with route
optimisation.
There is expenditure on grant related
projects which is matched by funding and
shown in the income figures below.
Support Costs
0
Income
(135)
The Council has received additional income
for grant related projects. There is also
additional income from Licensing, Building
Control fees and through community centre
hall hire.
Total
(329)
COMPARATIVE STATEMENT REPORT
APPENDIX 4
APRIL 2014 TO AUGUST 2014
CORPORATE SERVICES DEPARTMENT
Expenditure Heading
Annual Budget
Budget
Actual Spend
Total Variance
YTD
YTD
Overbudget/ (Underbudget)
£000's
£000's
£000's
£000's
Employee Costs
2,020
850
807
(44)
Premises Costs
477
275
259
(16)
Transport Costs
16
7
6
(0)
Supplies & Services
494
273
281
9
Support Costs
234
97
97
0
TOTAL EXPENDITURE
3,241
1,502
1,451
(51)
Income
(943)
(393)
(396)
(4)
NET EXPENDITURE
2,298
1,110
1,055
(55)
NOTE: Budget figures above do not include loan charges of £339K. Total 2014/15 budget £2,637K
APPENDIX 5
Summary of Variations – Corporate Services Department 2014-2015
April 2014 to August 2014
Heading
Amount Over/
Explanation/Comment
(Under) budget
£000’s
Employee Costs
(44)
There have been under spends due to the
lower usage of casuals within catering and
the appointment of substantive OHA Nurse
rather than use of agency staff.
This position is after having taking into
account expenditure on Agency, Casuals and
Overtime within Corporate Services.
Premises Costs
(16)
Savings have resulted from the lower than
anticipated year-to-date expenditure on the
Security contract.
Running costs for the Civic Centre including
heating and electricity are under budget.
Transport costs
0
Supplies & Services
9
Expenditure has been incurred for IT
maintenance and supports costs, while
professional fees have been incurred for
conducting an Equality Impact Assessment.
Support costs
0
Income
(4)
Income from room hire has increased but
there is less demand from customers for
catering to be provided at conferences and
functions.
Total
(55)
Document Outline