CRAIGAVON BOROUGH COUNCIL
MINUTES OF THE MEETING OF THE POLICY & RESOURCES COMMITTEE HELD IN
COMMITTEE ROOM 2, CIVIC CENTRE, LAKEVIEW ROAD, CRAIGAVON ON TUESDAY
13 JANUARY 2015 AT 6.00 PM
PRESENT:
Alderman R Smith (Chairman)
Alderman G A Hatch, Mrs C Lockhart BA (Hons) and
Mrs G McCullough
Councillors M T R Baxter, J G Buckley, N McGeown,
Ms G C McKenna, K Savage and J K Twyble BA DipEd DASE
The Worshipful the Mayor, Councillor C C McCusker BA (Hons)
The Deputy Mayor, Councillor Ms C Seeley
(12)
APOLOGIES:
Councillors J J Nelson MSc and Mrs M S O’Dowd
IN ATTENDANCE:
Director of Corporate Services (Ms B Slevin)
Head of Finance (Mr L McStravick)
Member Services Officer (Mrs W Farmer)
ALSO IN
For Items PR175/2014 to PR181/2014
ATTENDANCE:
Principal Administrative Officer (Mr L Porter)
Director of Environmental Services (Ms L Crawford)
PR1/2015
MINUTES
The Minutes of the Policy and Resources Committee meeting held on 11
November 2014, adopted by Council on 9 December 2014 were noted and
signed by the Chairman with the exception of:
PR164/2014 Draft Celebratory Event Proposals
which was adopted at the Mid Monthly Meeting of Council held on 5 January
2015.
URGENT BUSINESS
PR2/2015
LAND AT KERNAN GARDENS, PORTADOWN (PR131/2014)
A confidential report can be found at
Appendix 1.
PR3/2015
LAND AT MILLTOWN – LEASE OF LAND
A confidential report can be found at
Appendix 2.
PR4/2015
TAGHNEVAN - ALLOTMENTS
A confidential report can be found at
Appendix 3.
LAND AND PROERTY MATTERS – CONFIDENTIAL
PR5/2015
LAND AT DOLLINGSTOWN (PR25/2014)
A confidential report can be found at
Appendix 4.
PR6/2015
LAND AT MOURNE ROAD, LURGAN (PR63/2014)
A confidential report can be found at
Appendix 5.
PR7/2015
LAND ADJACENT TO SEAGOE CEMETERY (PR130/2014)
A confidential report can be found at
Appendix 6.
Item for Information
PR8/2015
LAND AT BACHELOR’S WALK, PORTADOWN (PR133/2014)
A confidential report can be found at
Appendix 7.
CHIEF EXECUTIVE’S REPORT
PR9/2015
CHIEF EXECUTIVE’S DIRECTORATE ABSENCE REPORT
For the month of December the absence total was 4.49%. This brought the
YTD figure to 1.59%. The actual days lost per department for December was
15. The reasons for absence were also circulated previously.
It was
RECOMMENDED:
That the details of the report be noted.
PR10/2015
ORGANISATIONAL BUSINESS PLAN 2014-15 – QUARTER 3 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
PR11/2015
COUNCIL FINANCIAL PERFORMANCE REPORT APRIL 2014 TO
NOVEMBER 2014
After the first 8 months of the 2014/15 financial year the overall position for
Council was an under spend of £487k 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 £197k. 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 £17k under budget with savings to date attributable
through energy costs.
Development
The Development Department were currently £28k over budget primarily due
to higher expenditure on staffing related costs.
Corporate Services
Corporate Services were currently £73k under budget with savings in
employee costs being the primary factor.
Other Departments
The remaining £228k 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.
PR12/2015
COUNCIL ABSENCE UPDATE
Council had started the year with a continued positive trend in absence. The
result in terms of working days lost for December was 5.63%, which showed
a slight reduction in the number of working days lost.
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.
PR12/2015
COUNCIL ABSENCE UPDATE Continued
It was
RECOMMENDED:
That the content of the report be noted.
PR13/2015
CORPORATE SERVICES ABSENCE UPDATE
The absence statistics for the Directorate for December 2014 had been
circulated previously. Comparison figures were provided for the 3 previous
years. 90.2% 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 26.61% 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.
The meeting ended at 6.47 pm.
_________________
_____________
CHAIRMAN
DATE
Return to Agenda
POLICY AND RESOURCES COMMITTEE
AGENDA ITEM 5
13TH JANUARY 2015
PAPER NO 3
CHIEF EXECUTIVE’S REPORT
5.1
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 December 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
1.41
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
1.05
1.20
Nov
0.00
0.10
0.00
4.64
0.25
2.26
0.30
1.08
Dec
0.00
0.09
2.10
4.36
1.75
2.20
4.49
1.59
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
1
Return to Agenda
Days Lost Per Department by Month 2014/15 and actual employees absent
Directorate
Chief
Mayor’s
Member
Audit
Total
Executive
Office
Services
(4)
(17)
(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
0
0
0
1
1
October
0
0
0
4
4
No Emp
0
1
0
0
1
November
0
1
0
0
1
No Emp
0
1
0
0
1
December
0
0
0
15
15
No Emp
0
0
0
1
1
January
No Emp
February
No Emp
March
No Emp
2
Return to Agenda
Reasons for Absence
Table 6 below shows the reasons given for absence year to date 2014/15.
Table 6 Reasons for absence
YTD at 31st December 2014
Absence Category
Days Lost
% of Total
Heart, Circulatory & BP
0
0.00
Chest & Respiratory
4
8.16
Back & Neck
0
0.00
Stomach , liver, kidney
4
8.16
Musculo-Skeletal
0
0.00
Pregnancy Related
0
0.00
Genito, Urinary, Gynae
25
51.02
Infections
1
2.04
Stress, Depression, Mental Health
15
30.61
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
3
link to page 9
Return to Agenda
5.2
ORGANISATIONAL BUSINESS PLAN 2014-15 – QUARTER 3 PROGRESS REPORT
Report by Stephanie Harte, Policy Development Officer
RECOMMENDATION:
That the progress report against the Organisational Business Plan 2014-
15 be noted.
The Quarter 3 progress report against the 2014-15 Organisational Business Plan is
attached at
Appendix 1.
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:
N/A
Staffing implications:
N/A
Equality implications:
N/A
Confidentiality implications N/A
4
Return to Agenda
APPENDIX 1
ORGANISATIONAL PLAN 2014-2015 Progress Report
Quarter 3 – January 2015
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 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 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 G
Env Services -
Ensure service
annually retaining and progressing Quest for Indoor
Directors
ISO14001
provision is tailored to
Leisure, ISO 9001, ISO 14001, RYAA and Green
reaccreditation
meet needs of our
Flag quality accreditation, and Museum accreditation.
achieved Sept 2014
customers and
Leisure – Quest, ISO
delivered to a high cost-
and Green Flags
effective standard
retained (Parks,
Indoor and outdoor
leisure and LNDC).
Development: Hub
working towards ISO
accreditation.
Deliver the final year of the “Shared Spaces”
DD/DLS
June 2015
G 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 G
Working Group set up
Working Group.
and meeting bi-
monthly
1
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Return to Agenda
APPENDIX 1
Corporate Objective
Actions
Responsibility
Target Date
Q
Q
Q
Q
Comments
1
2
3
4
Deliver year 3 of the Inclusive Sport & Leisure
DLS
March 2015
G G G
Participation rates
Program at Craigavon Leisure Centre and achieve
above target
over 800 participants.
Support the work of delivering an estimates process
TMT/CMT/Lead
March 2015
G G G
for the ABC Council.
Directors
Work with cluster and other councils to achieve
CMT/Lead
2014/2015
G G G
efficiencies and share good practice via collaborative
Directors
projects.
Reconfigure street cleansing services
DES
June 2014
G G G
New schedules
completed
Implement restructure within waste management
DES
Sept 2014
G 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 G
Design near
planned extension
completion
Conduct review of administration across
DES
Dec 2014
G G A
Slippage due to other
Environmental Services Department
demands
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 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 G
Summer edition
published – decision
made not to issue
winter edition
2
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Return to Agenda
APPENDIX 1
Corporate Objective
Actions
Responsibility
Target Date
Q
Q
Q
Q
Comments
1
2
3
4
G G G
May/July/Sept /Dec
• quarterly issues of The Insider staff newsletter
editions produced
CORPORATE THEME: GROWING THE ECONOMY
Focus on creating
Deliver and complete funded programmes including:-
DD
March 2015
G 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 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 G
Action Plan refreshed
regeneration efforts
associated with the refreshed Town Centre
& delivery of
within the Borough
Regeneration & Revitalisation Action Plan and seek
programmes ongoing
opportunities to maximise funding,
Public Realm Phase 2 Extension and Phase 3 to be
DD
March 2015
A A G
Phase 2 completed
completed.
Phase 3 commenced.
Develop Public Realm Phase 4 Plan
Portadown Linkages
Portadown Linkages brought to a stage where
ongoing
funding from the new Council would be sought
Identify additional opportunities for public art and
DD
March 2015
G G G
source additional funding
Integrated Consultancy Team and Contractor to be
DD
March 2015
G 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 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.
3
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Return to Agenda
APPENDIX 1
Corporate Objective
Actions
Responsibility
Target Date
Q
Q
Q
Q
Comments
1
2
3
4
Take the lead role in
Achieve maximum expenditure across the whole
DD
Dec 2015
G 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 G
Working with range of
develop our local skills
training opportunities.
schools, colleges and
base and employability
agencies
Encourage our citizens
Design and deliver a full range of promotional
DD
June 2015
G 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 G
Town Centre footfall
project – Town Centre footfall counters and KPI
counters in place and
reporting
KPI reporting ongoing
Develop the visitor
Deliver Southern Loughshore Trail Capital Scheme,
DD
March 2015
G 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 G
including Craigavon Welcome Way and application
for others.
Develop Oxford Island as a top NI tourist/heritage
DLS
March 2015
G 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 G
various aspects of the borough particularly to new
audiences through social media
4
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Return to Agenda
APPENDIX 1
Corporate Objective
Actions
Responsibility
Target Date
Q
Q
Q
Q
Comments
1
2
3
4
Support for and delivery
Work effectively with community groups and
DD/DLS
2014/
2015
G 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 A
Being extended to
for the standard of
cover 2014-15
service provision across
Council
Quarterly progress reporting against Organisational
DCS
2014/15
A G G
Business Plan 2014-15
Work towards the
Work with partner councils towards integration
All Directors
March 2015
G G G
planned local
government reform
Administer property certificates to be consistent with
DBCS
Ongoing
G 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 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 G
our staff are well trained year
Continue to work
• Completion of Article 55 fair employment
DCS
May 2014
G G G
Completed
towards the
monitoring report
mainstreaming of
equality of opportunity
• Complete 2014-15 Disability Action Plan
DCS
June 2014
G G G
Completed
and good relations
(consultation ending 23 May 2014)
• Provision of equality awareness training for new
DCS
2014/15
G G G
Sessions provided
starts (4 sessions per year)
April & Oct 2014
• Annual Report to Equality Commission
DCS
AUG 2014
G G G
Completed
• Issue of quarterly policy screening reports
DCS
2014/15
G G G
Issued to schedule
• Review of policies on flying of the Union Flag
DCS
Jan 2015
G G G
Final report to go to
EQIA
Mid-Monthly Council
5
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Return to Agenda
APPENDIX 1
Corporate Objective
Actions
Responsibility
Target Date
Q
Q
Q
Q
Comments
1
2
3
4
meeting in Jan 2015
• Implement the Good Relations Strategy
DD
March 2015
A A G
Additional funding
offered by OFM/DFM
• Deliver Phase 2 Extension of Peace III Priority 1.1 DD
Sept 2014
G G G
Programme
and ensure adequate resources are in place
successfully
completed
• Ensure all staff have received equality awareness All Directors
2014-15
G 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 A
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. Currently being
considered by
Shadow Council .
Appoint Contractor and commence building phase of
DD
June 2015
G 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 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 G
On target to achieve
programmes and events
referral programme to 200 participants and
annual targets
that will allow people of
further develop links to the health sector.
6
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Return to Agenda
APPENDIX 1
Corporate Objective
Actions
Responsibility
Target Date
Q
Q
Q
Q
Comments
1
2
3
4
all ages to enjoy their
leisure time and
-
Promote a healthier lifestyle and encourage
DLS
March 2015
G 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
Work with external
-
Facilitate the three Neighbourhood Renewal
DD
March 2015
G G G
Transfer of DSD
funding agencies and
Partnerships on behalf of DSD
powers to Council
Partnerships to address
-
Work with DSD to explore way forward with
delayed to 2016.
areas of deprivation
powers transferring to Council
Work ongoing on a
within the Borough
continuation plan.
-
Deliver participation programmes in
DLS
March 2015
G 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 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
Progressing modular
changing.
Implement Community
Deliver grant aid through the Community
DD
March 2015
G G G
Completed for
Development, Good
Development /Advice Services and Neighbourhood
2014/15
Relations, Community
Festivals Schemes
Safety and Rural
Development strategies
Implement 9 Village
Implement the Village Renewal Plans and complete
DD
Sept 2014
G G G
Plans completed and
Plans
enhancement projects
enhancement
projects ongoing.
7
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Return to Agenda
APPENDIX 1
Corporate Objective
Actions
Responsibility
Target Date
Q
Q
Q
Q
Comments
1
2
3
4
Continue to support
Ensure that CSAC and CAIM deliver full programme
DLS
March 2015
G 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
Develop tri-Council Financial Assistance Policy
DD/DLS/DCS
Dec 2014
G G G
Presented to Shadow
including Community and Leisure Departments
Council
Facilitate the
Implement the PCSP plan
DD
March 2015
G G G
Policing and Community
Safety Partnership
Work to empower and
Progress with Advice Services Strategy on tri-Council DD
March 2015
G G G
support new and
basis
existing groups to
improve their own
Provide programmes, projects and targeted support
DD
March 2015
G 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 G
Promotion ongoing.
events and programmes Brownstown and Killicomaine, ensuring they meet
New regular groups
to promote participation
targets identified in options appraisal
recruited.
in community life
Completion of options appraisal on Community
DD
March 2015
G G G
Centres in Lurgan and implementation of
recommendations
Develop tri-Council Financial Assistance Policy
DD/DLS/DCS
December
G G G
Completed – new
including Community and Leisure Departments
2014
policy agreed for
2015/16
To develop a more
Promote activities for young people.
DLS
March 2015
G 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 G
Outreach on target
natural and cultural
outreach, learning and reminiscence projects
8
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Return to Agenda
APPENDIX 1
Corporate Objective
Actions
Responsibility
Target Date
Q
Q
Q
Q
Comments
1
2
3
4
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
Continue to protect and
-
Increase biodiversity on Council-owned land by
DLS
March 2015
G 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 G
On target
Project
Reduce waste, reuse
Increase recycling rate by at least 1%
DES
G 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 G
Approval granted
Improve our energy
Reduce energy consumption across Leisure Services DLS
March 2015
G 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 G
Develop a sustainability/EMS working group across
DES
April 2014
A A A
Behind schedule due
Council
to other priorities
9
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Return to Agenda
APPENDIX 1
Corporate Objective
Actions
Responsibility
Target Date
Q
Q
Q
Q
Comments
1
2
3
4
Prepare Display Energy Certificates for CBC
DBCS
30 June
G 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 G
Ongoing with range of
communities/stake-
improve local neighbourhoods.
organisations
holders to improve the
aesthetics of our
Borough resulting in
creating civic
responsibility and
ownership
Provide opportunities
Work with Environmental organisations, USEL and
DLS
March 2015
G 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 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 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 G
.
ensure savings identified during Estimates process
are delivered
Provision of effective
Develop a transition plan for transferring 3 Leisure
DLS
March 2015
G G G
Ongoing
services
Centres into one new build.
Civic Centre Works
• Complete out on rewiring works
DCS
May 2014
G G G
The rewiring works
were completed in
10
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Return to Agenda
APPENDIX 1
Corporate Objective
Actions
Responsibility
Target Date
Q
Q
Q
Q
Comments
1
2
3
4
May 2014.
•
Progress outstanding H&S works within Civic
Works related to
Centre (including those relating to Legionella)
2014-14
A A G
legionella being
progressed.
Payroll project
Implementation of new system to be complete across
DCS
Sept 2014
G G G
cluster
Building Control
Consolidate working arrangements with Land &
DBCS
31 March
G 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 G
Ongoing. Risks a
standing item on Core
Teams. 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 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 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
A A A
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
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Return to Agenda
APPENDIX 1
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
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link to page 32 link to page 33 link to page 35
Return to Agenda
POLICY & RESOURCES COMMITTEE
AGENDA ITEM 6
DIRECTOR OF CORPORATE SERVICES REPORT
PAPER NO. 4
ITEMS FOR DECISION
6.1 COUNCIL FINANCIAL PERFORMANCE REPORT APRIL 2014 TO NOVEMBER 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 November 2014 and to note the supporting in
formation regarding
the year-to-date expenditure against the budgeted position (s
ee Appendix 1 and Appendix 2).
RECOMMENDATION:
That the report is noted
BACKGROUND
Finance provides monthly reports to Members on the overall financial
performance of the Council as well as more detailed reports for individual
directorates. Unfortunately, because of work pressures associated with the
introduction of a new payroll system and progressing the setup and development
of training programs associated with the implementation of a new finance system
it has not been possible to provide the detailed directorate reports this month.
However, an overview of the Councils position has been provided and details are
shown below.
SUMMARY OF EXPENDITURE
After the first 8 months of the 2014/15 financial year the overall position for
Council is an under spend of £487k and this is the position after adjustments
hav
e been made for expenditure from Reserves in accordance with previous
Council
decisions. A high level explanation of the under spend position has been
incl
uded at Appendix 3. A summary of the current position is included below.
Technical Services
Technical Services is currently under budget by £197k
. 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.
1
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Leisure Services
Leisure Services are £17k under budget with savings to date attributable
through energy costs.
Development
The Development Department are currently £28k over budget primarily as
a result of higher than budget for expenditure on staffing related costs.
Corporate Services
Corporate Services are currently £73k under budget with savings in
employee costs being the primary factor.
Other Departments
The remaining £228k under spend is accounted for by lower than
anticipated expenditure within both the 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
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6.2 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 31st December 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
5.58
7.7
5.15
6.38
872
13667
Nov
4.6
5.24
6.70
5.77
9.8
5.55
6.98
829
11863
Dec
4.5
5.52
6.54
5.74
9.9
5.29
5.63
673
11958
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
3
Return to Agenda
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
9.9
Table 3 illustrates the year to date absence levels recorded by Directorate.
Table 3
Directorate
Headcount Year to Date Average
%
16
0.32
Building Control
17
1.59
Chief Executive
61
4.19
Corporate Services
91
6.27
Development
Environmental
171
7.56
Services
249
5.23
Leisure Services
605
5.74
Council Total
Table 4 illustrates, per Directorate, the actual number of employees absent on the 31st
December 2014.
Table 4
Directorate
Headcount No of Employees Absent on the 31st December 2014
16
1
Building Control
17
0
Chief Executive
61
3
Corporate Services
91
3
Development
171
10
Environmental Services
249
14
Leisure Services
605
31
Council Total
4
Return to Agenda
Table 4a Number of Employees in receipt of half pay on the 31st December 2014
Building
Chief
Corporate
Development
Env
Leisure
Total
Control
Executive
Services
Services
Services
0
0
0
0
1
1
2
Table 4b Number of Employees in receipt of no pay on the 31st December 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 – 31st December 2014
Directorate
Long
LT Days
Short
ST Days
Average
Term %
Term %
days lost
per person
for the
month
Building Control
0
0
0
3
0.2
Chief Executive
0
0
100
15
1.1
Corporate Services
93.90
77
6.10
5
1.3
Development
92.86
65
7.14
5
0.8
Env Services
69.08
143
30.92
64
1.2
Leisure Services
76.69
227
23.31
69
1.2
Council Total
76.08
512
23.92
161
1.1
5
Return to Agenda
Reasons for Absence
Table 6 below shows the reasons given for absence on the 31st December 2014. Over
32% of our absence was due to stress, depression or mental health, although this
represents a drop of around 6% from the previous month.
Table 6 Reasons for Absence
On the 31st December 2014
Absence Category
Days Lost
% of Total
Heart, BP & Circulation
3
9.68
Chest & Respiratory
2
6.45
Back and Neck Problems
2
6.45
Stomach , liver, kidney, digestive
2
6.45
Other Musculo-Skeletal Probs
2
6.45
Pregnant exc Maternity Leave
0
0.00
Genito, Urinary, Gynaecological
0
0.00
Infections
5
16.13
Stress, Depression, Mental Health
10
32.25
Eye, Ear & Nose & mouth/dental
2
6.46
Other
1
3.23
Neurological
2
6.45
Totals
31
100
A profile of stress related absence is set out in table 7 below.
Table 7 Profile of Stress Related Incidents 1st April – 31st December 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
62
2309
841
36.42
14
6
Return to Agenda
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 – 31st December
2014
Building
Chief
Corporate
Development
Env
Leisure
Total
Control
Executive
Services
Services
Services
0
0
0
0
332
509
841
Table 9 Return to Work Interviews completed by Directorate in December 2014
Building
Chief
Corporate
Development
Env
Leisure
Total
Control
Executive
Services
Services
Services
2
1
3
5
15
18
44
Table 10 Appointments to Occupational Health Advisor by Directorate in December 2014
Building
Chief
Corporate
Development
Env
Leisure
Total
Control
Executive
Services
Services
Services
0
0
3
10
21
37
71
This report for December shows a slight improvement in absence figures compared to
the previous month i.e. the number of working days lost due to sick absence has
reduced from 6.98% to 5.63 % (Table 1 – Month by Month Comparison.
In terms of the absence figure for the rolling year to date, this is currently standing at
5.74%, which again shows a slight improvement on the figure of 5.77% recorded for
November and is lower that the figure of 6.54% recorded at the same time last year
(Table 1). This reflects a generally positive picture and is undoubtedly due to the
continued sustained efforts of the Occupational Health Adviser (OHA) (Oonagh Alway)
and dedicated HR resource (Jayne Murphy) in working closely with staff and their
managers to effectively tackle absence.
Time off due to stress, depression and mental health in December has dropped slightly
from November (38.09% to 32.25%) but it nevertheless continues to be the most
common cause of sick absence in the Council (Table 6). Of this figure, it can be seen
that 36.42% was attributable to work related stress (Table 7) – a slight increase on last
month’s figure of 34.5%. A proactive approach is taken to dealing with staff on sick
leave of this nature, with earlier and more frequent contact generally being maintained
with them.
Long term absence continues to account for the greatest proportion of staff on sick
leave, with this accounting for 76.08% of all absence during December 2014, an
increase of about 10% on the previous month (Table 5).
7
Return to Agenda
The statistics on the number of Occupational Health referrals (Table 10) continues to
demonstrate the proactive approach taken by the OHA and reflects how busy her role
can be.
EMPLOYEE IMPLICATIONS
N/A
FINANCIAL IMPLICATIONS
N/A
LEVEL OF DELEGATED AUTHORITY SOUGHT
N/A
EQUALITY SCREENING
N/A
CONFIDENTIAL IMPLICATIONS
N/A
8
Return to Agenda
6.3 CORPORATE SERVICES ABSENCE UPDATE
Report by: Brona Slevin, Director of Corporate Services.
PURPOSE OF REPORT
RECOMMENDATION:
That Members note the content of the report.
BACKGROUND
The tables attached set out absence statistics for the Directorate for December
2014. Comparison figures are provided for the 3 previous years. 90.2% of
employees within Corporate Services recorded no absence in this period.
Corporate Services Total as at 31st December 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
7.52
3.49
5.0
Nov
2.38 3.89
2.09
6.33
3.85
1.2
Dec
2.49 4.53
2.10
6.90
4.19
1.3
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 31st December 2014
Division
% loss rate
Corporate Administration
1.88
Finance
5.69
Human Resources
2.48
IT
0.29
9
Return to Agenda
Total Employees Absent by Section per Month and Cumulative Days Lost
Directorate
Corporate
Human
Total
Total Days
Administration
Finance
Resources
IT
Employees
Lost
(6)
(36)
(16)
(3)
(61)
April
0
5
21
1
5
27
May
0
0
14
0
1
14
June
0
10
12
0
4
22
July
0
23
10
0
4
33
August
19
29
0
0
3
48
September
0
70
3
0
6
73
October
0
101
2
0
10
103
November
4
74
1
0
8
79
December
0
82
0
0
6
82
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
26% of the total absence which relates to four employees.
Table 4 Reasons for absence
YTD at 31st December 2014
Absence Category
Days Lost
% of Total
Heart, Circulatory & BP
0
0.00
Chest & Respiratory
79
16.42
Back & Neck
2
0.42
Stomach , liver, kidney
0
0
Musculo-Skeletal
3
0.62
Pregnancy Related
10
2.08
Genito, Urinary, Gynae
0
0
Infections
101
21.00
Stress, Depression, Mental Health
128
26.61
Eye, Ear & Nose
134
27.86
Other
0
0
Neurological
24
4.99
10
Return to Agenda
EMPLOYEE IMPLICATIONS
N/A
FINANCIAL IMPLICATIONS
N/A
LEVEL OF DELEGATED AUTHORITY SOUGHT
N/A
EQUALITY SCREENING
N/A
CONFIDENTIALITY IMPLICATIONS
N/A
11
Return to Agenda
COMPARATIVE STATEMENT REPORT
APPENDIX 1
APRIL 2014 TO NOVEMBER 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
12,066
11,785
(281)
Premises Costs
3,448
2,401
2,121
(279)
Transport Costs
1,317
880
926
46
Supplies & Services
8,488
6,016
6,287
270
Support Costs
680
453
453
0
TOTAL EXPENDITURE
32,027
21,816
21,571
(245)
Income
(7,976)
(5,378)
(5,620)
(242)
NET EXPENDITURE
24,051
16,438
15,951
(487)
NOTE: Budget figures above do not include loan charges of £4,352K. Total 2014/15 budget £28,403K
Return to Report
Return to Agenda
Appendix 2
CRAIGAVON BOROUGH COUNCIL
Revenue Budget Monitoring Report
2014/15 Financial Year - April 2014 to November 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
331
306
(25)
Premises Costs
0
0
0
(0)
Transport Costs
21
14
17
4
Supplies & Services
135
95
91
(3)
Support Costs
54
36
36
0
Income
(403)
(269)
(395)
(127)
Net Expenditure Building Control
304
207
56
(151)
Chief Exceutive's Dept
Employee Costs
559
373
348
(24)
Premises Costs
0
0
0
0
Transport Costs
16
11
12
2
Supplies & Services
503
346
299
(47)
Support Costs
50
33
33
0
Income
(26)
(18)
(20)
(3)
Net Expenditure Chief Executive's Dept
1,102
745
673
(72)
Corporate Services
Employee Costs
2,020
1,354
1,271
(83)
Premises Costs
477
351
324
(26)
Transport Costs
16
11
10
(1)
Supplies & Services
494
386
442
57
Support Costs
234
156
156
0
Income
(943)
(628)
(648)
(20)
Net Expenditure Corporate Services
2,298
1,629
1,555
(73)
Development
Employee Costs
2,367
1,578
1,642
64
Premises Costs
297
201
186
(15)
Transport Costs
29
19
33
14
Supplies & Services
1,270
1,025
1,079
54
Support Costs
86
57
57
0
Income
(1,141)
(760)
(850)
(90)
Net Expenditure Development
2,908
2,120
2,148
28
Environmental Health
Employee Costs
1,034
689
714
25
Premises Costs
1
1
4
3
Transport Costs
48
32
40
8
Supplies & Services
332
227
229
2
Support Costs
45
30
30
0
Income
(251)
(167)
(209)
(42)
Net Expenditure Environmental Health
1,209
812
807
(4)
Return to Report
Return to Agenda
Appendix 2
CRAIGAVON BOROUGH COUNCIL
Revenue Budget Monitoring Report
2014/15 Financial Year - April 2014 to November 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
4,474
4,412
(61)
Premises Costs
1,991
1,340
1,150
(190)
Transport Costs
336
224
236
11
Supplies & Services
1,323
925
1,068
144
Support Costs
89
60
60
0
Income
(3,625)
(2,358)
(2,279)
79
Net Expenditure Leisure Services
6,827
4,664
4,647
(17)
Technical Services
Employee Costs
4,904
3,268
3,091
(177)
Premises Costs
682
508
456
(52)
Transport Costs
851
569
577
7
Supplies & Services
4,431
3,014
3,078
64
Support Costs
121
81
81
0
Income
(1,587)
(1,178)
(1,218)
(40)
Net Expenditure Technical Services
9,403
6,261
6,064
(197)
NET EXPENDITURE CBC
24,051
16,438
15,951
(487)
NOTE: Budget figures above do not include loan charges of £4,352K. Total 2014/15 budget £28,403K
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APPENDIX 3
Summary of Variation – Craigavon Borough Council 2014-2015
April 2014 to November 2014
Heading
Amount Over/
Explanation/Comment
(Under) budget
£000’s
Employee Costs
There has been under spends within
(281)
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
(279)
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
46
Vehicle fuel costs are currently over budget.
There has also been additional machinery
and vehicles purchased.
Supplies & Services
270
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
(242)
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
(487)
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