appendix b budget development process – 2014/15 –...

APPENDIX B

24/01/2014

BUDGET DEVELOPMENT PROCESS – 2014/15 – 2016/17 BUDGET OPTION – SAVING

Title: Overview & Scrutiny Saving Reference 11 Directorate(s): Resources Council Plan Priority: To be a modern efficient council Cabinet Portfolio: Organisational Change

FINANCIAL SUMMARY Financial Impact (cumulative) 2013/14£000’s

2014/15£000’s

2015/16£000’s

2016/17 £000’s

Ongoing £000’s

2013/14 Budget 46.210

Cumulative value of savings 40 40 40 40 Please indicate month & year savings will commence April 2014 Does the proposal contribute to the Efficiency Agenda? Or Yes Does the proposal result in a budget cut which will affect service provision? Or No

Does the proposal result from a change in resource funding streams? No

2013/14 Budget £000’s

FinancialImpact 14/15

£000’s


£000’s


£000’s

% Additional Information

Employee Costs 15

Premises n/a n/a n/a n/a n/a Transport n/a n/a n/a n/a n/a Supplies & Services n/a n/a n/a n/a n/a

Third Party Payments n/a n/a n/a n/a n/a

Member allowances 31

Total 46 40 40 40 100% Description of Proposed Saving / Efficiency The county council would streamline the number of scrutiny panels it currently operates. Doing so would continue to ensure the council’s scrutiny and oversight role meets all statutory requirements, is challenging, effective and fit-for-purpose. Savings would be achieved through a reduction in the number of council staff required to support this function.

APPENDIX B

24/01/2014

The proposal is to reduce the number of formal internal Scrutiny Panels from 4 to 1. This will result in a reduction of 16+ formal Panel meetings per year and the associated support to administer these meetings. The Scrutiny process would also be streamlined with reports and information only needing to go to one overall Panel rather than in the current system (– to the relevant Thematic Panel initially and then onto Scrutiny Management Board). There will also be a reduction in the need for tripartite and pre meetings meaning a reduction in time required by Corporate Directors and senior management to attend scrutiny meetings. By moving to this structure the levels of work of Scrutiny in the form of task groups, one day reviews etc. would be able to be maintained, and alternative methods for ensuring involvement and engagement of the wider non-executive membership developed. The saving is made up from a reduction in Councillor Chair and Vice Chair allowances from 4 to 1 and also the reduction in ½ FTE post in support of the formal Panel meetings. (It is important to note that the Independent Remuneration Panel are also reviewing the levels of Member allowances. Their subsequent report and recommendations may result in the cost of Member allowances increasing, decreasing or remaining the same therefore potentially affecting the long term levels of this saving). Other Resource Implications / Investment needed to deliver proposed Saving / Efficiency None identified Workforce Implications Reduction in 0.5 fte supporting the scrutiny function. Carbon Reduction Implications None identified How impact and achievement of required outcomes will be monitored Through Scrutiny Management Board Risk Assessment None identified Initial or Scoping Equality and Diversity Impact Assessments The Public Sector Equality Duty requires all Council decisions to ‘pay due regard’ to the following: prevention of discrimination, advancement of equality of opportunity and fostering good community relations. Initial Equality Screening has confirmed that this proposal pays due regard and does not require an Equality Impact Assessment. The workforce implications will be incorporated into the action plan arising from the overarching workforce EIA of the budget. Consultation Requirements This has been conducted through the County Council’s ‘Our Area, Our Future’ public consultation which has involved widespread activity across face-to-face, electronic and other engagement channels from 17 October 2013 to 20 January 2014.

APPENDIX B

24/01/2014

Statutory employment consultation with recognised trade unions and staff will be undertaken where required by the circumstances. As part of this, the current period of 45 days statutory consultation supporting the opening of the VR window ended on 4th December 2013. In addition meetings of the Corporate and County Council Joint Consultative Group have been scheduled throughout the year, and a number of meetings have already been held, along with individual staff consultation. APPROVALS Lead Officer Contact Details (Senior Manager / Assistant Director) Name : Dawn Roberts

E-mail : [email protected]

Telephone : (01228) 226511 Proposal sign off (Where proposals impact multiple Directorates sign off should be obtained from all Directorates identified before final submission) Name Signature Date

Corporate Director: Dominic Donnini 21/1/14 Group Finance Manager: Steven Brown 21/1/14

Senior HR Manager: Joanne Walker 21/1/14

APPENDIX B

24/01/2014


Title: Member Development Saving Reference 12 Directorate(s): Resources Council Plan Priority: To be a modern efficient council Cabinet Portfolio: Organisational Change


2014/15£000’s

2015/16£000’s

2016/17 £000’s

Ongoing £000’s

2013/14 Budget 84

Cumulative value of savings 40 40 40 40 Please indicate month & year savings will commence 1 April 2014 Does the proposal contribute to the Efficiency Agenda? Yes Does the proposal result in a budget cut which will affect service provision? No


2013/14 Budget £000’s


£000’s


£000’s


£000’s


Employee Costs n/a n/a n/a n/a n/a

Premises n/a n/a n/a n/a n/a Transport n/a n/a n/a n/a n/a Supplies & Services n/a n/a n/a n/a n/a


Member allowances

40 40 40 n/a

Total 40 40 40

APPENDIX B

24/01/2014

Description of Proposed Saving / Efficiency The council currently budgets £1,000 a year to pay for members’ training, surgeries and IT support. Halving this budget would deliver savings. The proposal is to reduce the amount of training budget available to members from £1000/year to £500/year. Benchmarking information confirmed that the budget provided for training within Cumbria County Council was the highest (with the exception of 1) out of 66 comparator authorities, and historically this budget is under spent. Other Resource Implications / Investment needed to deliver proposed Saving / Efficiency None identified Workforce Implications None identified Carbon Reduction Implications None identified How impact and achievement of required outcomes will be monitored Regular feedback via the member development group. Risk Assessment None identified Initial or Scoping Equality and Diversity Impact Assessments The Public Sector Equality Duty requires all Council decisions to ‘pay due regard’ to the following: prevention of discrimination, advancement of equality of opportunity and fostering good community relations. Initial Equality Screening has confirmed that this proposal pays due regard and does not require an Equality Impact Assessment. Consultation Requirements This has been conducted through the County Council’s ‘Our Area, Our Future’ public consultation which has involved widespread activity across face-to-face, electronic and other engagement channels from 17 October 2013 to 20 January 2014. APPROVALS Lead Officer Contact Details (Senior Manager / Assistant Director) Name : Dawn Roberts


Telephone : (01228) 226511

APPENDIX B

24/01/2014

Proposal sign off (Where proposals impact multiple Directorates sign off should be obtained from all Directorates identified before final submission) Name Signature Date



APPENDIX B

24/01/2014


Title: Travel review and use of pool cars Saving Reference 13 Directorate(s): Environment & Community Services

Council Plan Priority: • To protect and enhance Cumbria’s

World Class Environment • To be a modern efficient council

Cabinet Portfolio: Safer & Stronger Communities


2014/15£000’s

2015/16£000’s

2016/17 £000’s

Ongoing £000’s

2013/14 Budget 2,914



2013/14 Budget £000’s


£000’s


£000’s


£000’s


Employee Costs n/a n/a n/a n/a n/a

Premises n/a n/a n/a n/a n/a

Transport 2,914 500 500 500 16.1

Net savings in travel expenses and vehicle maintenance

Supplies & Services n/a n/a n/a n/a n/a


Directorate expenditure on mileage expenses

n/a n/a n/a n/a n/a

Total 2,914 500 500 500 16.1

APPENDIX B

24/01/2014

Description of Proposed Saving / Efficiency This saving looks at the way staff currently travel on Council business to deliver services. This proposal suggests alternative travel arrangements, such as introducing a travel hierarchy. This would include changes in how hire cars are used, the use of pool cars, ICT improvements and other measures which provide financial savings and reduce the organisation’s carbon footprint while maintaining frontline service delivery.

In total approximately 5,000 people drive on Cumbria County Council business, in Council owned vehicles and employee and Member own vehicles (known as the “grey fleet”).

About 5 million miles are travelled in County Council Vehicles and nearly 8 million in grey fleet vehicles; therefore about 13 million miles are travelled on Council business every year.

In addition the Council has over 500 volunteers also claiming mileage allowance for over 40,000 trips a year; furthermore, contractors and other approved users drive Council vehicles on Council business.

The Council owns/leases/hires/operates 560 of its own vehicles that enable the Authority to undertake its operational and statutory functions.

Savings • Reduce grey fleet mileage by 10% • Reducing the operational vehicle fleet by 10% • Fuel savings of the Operational fleet by reducing the vehicle fleet by 10% • Introducing electric cars – these will be introduced, depending upon the outcome of

an OLEV bid. The outcome is currently awaited. • Introducing electronic bunkered stock to the fire sites and then allowing all

directorates to fill up at CCC bunkered sites (significantly reducing the fuel/credit/debit card need)

• Implement procurement of long term rates for the current pool and hire cars Other Resource Implications / Investment needed to deliver proposed Saving / Efficiency The total overall savings for the proposal will be approximately £714K, however there will be revenue costs of £214K to implement the proposal therefore the bottom line benefit will be £500k after all expenses are recovered. These costs are also inclusive of the staff costs to provide the new services. The proposal will incur capital expenditure of £610K this is for a range of items from pool cars, fuel monitoring equipment, infrastructure costs for electric car vehicles, and various ICT software packages, the depreciation costs associated with this capital expenditure are include/covered in the £214K revenue costs indicated above. Capital Receipt Selling 10% of the current fleet would equate to an approx. £120k capital receipt (depends on the number and type of vehicles sold). This would be achieved following disposal of existing assets identified through the process in accordance council procedures.

APPENDIX B

24/01/2014

Workforce Implications Already identified in Other Resource Implications. Carbon Reduction Implications

• Reduce total council carbon emissions by 10% in 2014-2015 equates to a reduction in CO 2 emissions of 2,080 tonnes per annum

• Reduce the number of Council vehicles by 10% How impact and achievement of required outcomes will be monitored It will be implemented by agreement with the service users on the most effective solutions for their customer service priorities and the savings top sliced from the respective Directorate budgets to encourage the cultural change required to make this work. Risk Assessment Local context, scale of Cumbria, rural nature and limitations of public transport

This means that careful consideration needs to be given to introducing any travel changes to ensure that service providers can still meet the needs services delivered both in Cumbria’s urban towns and extensive rural communities.

Diverse nature of services provided by Cumbria County Council, from Adult Social Care to Highways to Fire and Rescue

This means one size fits all solutions are unlikely to be successful and that flexibility will be needed in providing options that reduce travel on Council business

Existing employee issues regarding travel, linked to Single Status changes

Changes to travel arrangements need to be made in the context of existing tensions related to staff travel. Further mitigation would include ensuring that a senior representative of each Directorate is included on any programme board for delivery of the savings.

Initial or Scoping Equality and Diversity Impact Assessments The Public Sector Equality Duty requires all Council decisions to ‘pay due regard’ to the following: prevention of discrimination, advancement of equality of opportunity and fostering good community relations. Initial Equality Screening has confirmed that this proposal pays due regard and does not require an Equality Impact Assessment. Consultation Requirements This has been conducted through the County Council’s ‘Our Area, Our Future’ public consultation which has involved widespread activity across face-to-face, electronic and other engagement channels from 17 October 2013 to 20 January 2014.

APPENDIX B

24/01/2014

APPROVALS Lead Officer Contact Details (Senior Manager / Assistant Director) Name : Andrew Moss


Telephone : 07833046727 Proposal sign off (where proposals impact multiple Directorates sign off should be obtained from all Directorates identified before final submission) Name Signature Date

Corporate Director: Jim Savege 21/01/14 Group Finance Manager: Paul Turney 21/01/14

Senior HR Manager: Judith Morris 21/01/14

APPENDIX B

24/01/2014


Title: Street lighting improvements Saving Reference 14 Directorate: Environment & Community Services

Council Plan Priority: To provide safe and well maintained roads and an improved transport network

Cabinet Portfolio: Highways & Transportation


2014/15£000’s

2015/16£000’s

2016/17 £000’s

Ongoing £000’s

Street Lighting Energy, lighting & signs and signals Local Committee Revenue Budget 2013/14

3,677

Cumulative value of savings 140 290 430 430

Please indicate month & year savings will commence 1 April 2014 Does the proposal contribute to the Efficiency Agenda? Yes Does the proposal result in a budget cut which will affect service provision? No


2013/14 Budget £000’s


£000’s


£000’s


£000’s


Employee Costs N/A N/A N/A N/A N/A N/A

Premises N/A N/A N/A N/A N/A N/A Transport N/A N/A N/A N/A N/A N/A Supplies & Services N/A N/A N/A N/A N/A N/A

Third Party Payments N/A N/A N/A N/A N/A N/A

Other N/A N/A N/A N/A N/A N/A Total N/A N/A N/A N/A N/A N/A

APPENDIX B

24/01/2014

Description of Proposed Saving / Efficiency The county council manages and maintains 44,000 streetlights. Using £7.6million in capital funding to carry out targeted upgrading to streetlights managed by the council would reduce maintenance costs, improve efficiency and decrease the council’s carbon footprint (and costs associated with this). In future years, the council would also look to dim and switch-off street lights at certain times where appropriate. The Council spends £3.7m on energy and maintenance costs. This proposal to replace 16,888 lanterns to energy efficient LED lanterns will save energy, maintenance and Carbon Tax costs. The estimated annual saving is £430,000 p.a. once all 16,888 lanterns have been replaced. Other Resource Implications / Investment needed to deliver proposed Saving / Efficiency Capital investment This proposal is a £7.6m capital investment to replace 16,888 existing lanterns for LED versions to reduce energy and maintenance costs. This capital investment requires interest to be charged, the figures in this savings proposal are stated net of that adjustment. Workforce Implications Lighting Manager and Lighting Engineer based in Strategic Asset Management will maintain a management and overview of the project, forming a liaison between Cumbria County Council operations teams and the service provider. Cumbria County Council operations teams will continue to carry out maintenance works throughout the term of the Core Investment Period. Aspiration is that they will convert to a proactive maintenance regime as the benefits of the works are realised. Carbon Reduction Implications Full implementation of conversion to LED luminaires would have a significant impact on Cumbria County Council’s commitment to carbon reduction. It is anticipated that the current energy would be reduced by 19%,at end of CIP, resulting in carbon savings of; 1696 CO2e Tonnes per annum. In addition the Authority’s Carbon Reduction Commitment Energy Efficiency Scheme (CRC), Phase 2, payment to commence 2015/16, allowances would be reduced by £32.9k per annum. This saving would accrue from the CRC allowances budget held centrally. How impact and achievement of required outcomes will be monitored Contract monitoring, including key performance indicators and milestones. Operational monitoring, sampling and compliance testing.

APPENDIX B

24/01/2014

Risk Assessment Essentially required in terms of:

• Lantern prices – Specification will be developed to ensure that lanterns meet the required criteria and that unit prices are agreed for fixed periods within the project.

• Ability to manage the project, together with viable options. – Where there is a shortfall in-house framework contracts will be utilised.

• Resilience and the ability to respond to changing demand flexibly and in a timely manner. – Thorough project management will identify issues and enable early intervention.

• Ability to audit work including the assurance that the council’s asset database will not be compromised. – Work will be subject to internal audit.

• Ability to maintain public confidence throughout construction phase, and to minimise disruption. – Works will be subject to on-going consultation with works phased to reduce any potential disruption.

• Impact upon adverse weather conditions, particularly ice and snow during winter. – Works to be phased to avoid adverse impact of weather condition.

• Integrity of the entire supply chain. – Specification to be developed to enable multiple suppliers. Use of framework contracts to supplement existing workforce where required

Initial or Scoping Equality and Diversity Impact Assessments The Public Sector Equality Duty requires all Council decisions to ‘pay due regard’ to the following: prevention of discrimination, advancement of equality of opportunity and fostering good community relations. Initial Equality Screening has confirmed that there is a potential impact of reductions on gender and age. An EIA has been prepared to assess the implications of this proposal in line with proposed Policy revisions. Consultation Requirements This has been conducted through the County Council’s ‘Our Area, Our Future’ public consultation which has involved widespread activity across face-to-face, electronic and other engagement channels from 17 October 2013 to 20 January 2014. APPROVALS Original version 4th September 2013 Lead Officer Contact Details (Senior Manager / Assistant Director) Name : Andrew Moss


Telephone : 01228 221388 Proposal sign off (where proposals impact multiple Directorates sign off should be obtained from all Directorates identified before final submission)

APPENDIX B

24/01/2014

Name Signature Date


Senior HR Manager:

APPENDIX B

24/01/2014


Title: Verge Maintenance Saving Reference 15 Directorate (s): Environment & Community Services

Council Plan Aspirations: To provide safe and well maintained roads and an improved transport network

Cabinet Portfolio: Highways & Transportation

FINANCIAL SUMMARY

Financial Impact (cumulative)

2013/14£000’s

2014/15£000’s

2015/16£000’s

2016/17 £000’s

Ongoing

£000’s 2013/14 Budget 500

Cumulative value of savings 100 100 100 100 Please indicate month & year savings will commence 1 May 2014 Does the proposal contribute to the Efficiency Agenda? No Does the proposal result in a budget cut which will affect service provision? Yes


2013/14 Budget £000’s


£000’s


£000’s


£000’s


Employee Costs n/a n/a n/a n/a

Premises n/a n/a n/a n/a Transport n/a n/a n/a n/a Supplies & Services n/a n/a n/a n/a

Third Party Payments 500 100 100 100 No Contractor

payments Other (please specify) n/a n/a n/a n/a

Total 500 100 100 100

APPENDIX B

24/01/2014

Directorate 2013/14 Budget £000’s

Financial Impact* 14/15

£000’s


£000’s


£000’s Health & Care Services N/A N/A N/A N/A

Children’s Services N/A N/A N/A N/A

Environment & Community Services

N/A N/A N/A N/A

Resources N/A N/A N/A N/A Cumbria Fire & Rescue Service N/A N/A N/A N/A

Total N/A N/A N/A N/A

Description of Proposed Saving / Efficiency The council currently pays external contractors to carry out multiple visits for roadside verge maintenance. Reducing the number of visits and enabling the council’s in-house highways service to carry out this function would maintain road safety, reduce carbon emissions and deliver savings. The primary maintenance obligation is to ensure the safety of the highway user by ensuring that visibility is not restricted and verges are free from obstructions and without defects which would be detrimental to the user. This work is carried out under Sections 47, 58, 71, 96 & 130 Highways Act 1980 The maintenance of the highway verge and associated works would be carried out in relation to Safety, visibility and or encroachment under the Highways Act 1980, section 130 . As part of these saving proposals, it is proposed to utilise the in house Highway Maintenance service to provide the verge maintenance from 2014 using a standardised approach to verge maintenance across the county. The focus would be on maintaining the verges at junctions where visibility is important rather than the whole network, which would actually improve the ecology and bio diversity of verges and hedgerows. The costs using the in house resource would be as follows:- Allowing 28 weeks for the verge maintenance work Staff costs including traffic management £300,000 Self-drive plant hire £80,000 Fuel costs and disposal of arising’s £20,000 Staffing will be via existing resources, utilising, for example the former grounds employees. Plant hire will be sourced via our existing framework.

APPENDIX B

24/01/2014

Verge maintenance is a Local Committee budget. The budget saving of £0.1m will be actioned using a pro rata reduction based on current cost (2013/14), referring to length and frequency for each Local Committee. The Local Committee allocations have been adjusted accordingly. Other Resource Implications / Investment needed to deliver proposed Saving / Efficiency Works could be carried out more efficiently using the in house Highway Maintenance service and hired plant and equipment. Workforce Implications If these proposed savings are implemented then it will enable the work to be carried out using our in-house teams providing a locally managed service. Carbon Reduction Implications By managing a more efficient and effective service the number of miles travelled by the fleet will be less thus reducing the Carbon implications of the service. How impact and achievement of required outcomes will be monitored It is proposed to monitor the proposed service through Highway Safety Inspections, local feedback through Postbox, Public consultations and discussions with Parish and Town Councils. Risk Assessment The risk of not achieving this saving is low as the maintenance function is entirely within county council responsibilities. The rate of verge growth or increases in public concern about the changes could put pressure on the identified savings but this is relatively low in risk terms. The rate of verge growth will be monitored, evaluated and changes made to programme as and when needed. Initial or Scoping Equality and Diversity Impact Assessments The Public Sector Equality Duty requires all Council decisions to ‘pay due regard’ to the following: prevention of discrimination, advancement of equality of opportunity and fostering good community relations. Initial Equality Screening has confirmed that there are potential issues around disability and access. An EIA will be required for 2014/15 to fully assess the implications of this proposal. Consultation Requirements This has been conducted through the County Council’s ‘Our Area, Our Future’ public consultation which has involved widespread activity across face-to-face, electronic and other engagement channels from 17 October 2013 to 20 January 2014. No other mandatory consultation would be required.

APPENDIX B

24/01/2014

APPROVALS Lead Officer Contact Details (Senior Manager / Assistant Director) Name : Andrew Moss


Telephone : 01228 221388 Proposal sign off (where proposals impact multiple Directorates sign off should be obtained from all Directorates identified before final submission) Name Signature Date

Corporate Director: Jim Savege 21/01/14 Group Finance Manager: Steven Brown 21/01/14

Senior HR Manager:

APPENDIX B

24/01/2014


Title: Bringing together low income support services in one place

Saving Reference 16 Directorate(s): Health & Care Services

Council Plan Priority: To promote health and well-being, and tackle poverty

Cabinet Portfolio: Adult Social Care


2014/15£000’s

2015/16£000’s

2016/17 £000’s

Ongoing £000’s

2013/14 Budget 8,205



2013/14 Budget £000’s


£000’s


£000’s


£000’s


Employee Costs TBC 150 150 150 TBC

Premises TBC n/a n/a n/a n/a Transport TBC n/a n/a n/a n/a Supplies & Services TBC n/a n/a n/a n/a

Third Party Payments TBC n/a n/a n/a n/a

Other (please specify) TBC n/a n/a n/a n/a

Total 8,205 150 150 150 2%

APPENDIX B

24/01/2014

Description of Proposed Saving / Efficiency The council provides a range of support and advocacy services for people on low incomes who rely on the help and advice provided (directly and indirectly). The assistance people receive is relevant to their own individual circumstances and can include such things as, access to support from food-banks, credit unions, children’s centres, citizens advice bureau’s and other schemes .Combining more of the council’s low income budget and support services in one place would simplify access for those in need, enable a more proactive approach and deliver better outcomes for people whilst maintaining the levels of front-line support currently available to people on low incomes. The proposal is to develop a more integrated, effective approach to socially and financially excluded groups which combines Local Area Co-ordination, Supporting People Housing Related Support, Welfare Assistance, School Clothing Grants, free school meals, money advice and advocacy services. This will incorporate a single contact point for customers, supported by one data-base, to prevent the need for them to contact the council at different access points and offering the public a more holistic approach as they are likely to be in receipt of more than one service. An integrated model will enable a more proactive and comprehensive service which provides better information and support for people accessing these services, builds on community assets and enables us to avoid, reduce and delay the need for statutory social care services and other council services for more people. Work will take place across Directorates to align current services and functions within a single structure. This will enable efficiencies to be achieved within the staffing structure required to administer these services Other Resource Implications / Investment needed to deliver proposed Saving / Efficiency A cross directorate project team is needed to ensure a robust transition into a single service. This will need to include IT with regards to the development of a single data system. The group will develop a business case with regards to any future recommendations. Workforce Implications The proposal involves restructuring teams across Adult Social Care, Children’s services and Resources to ensure an integrated approach within a single directorate to supporting people with financial, housing related, and community support needs.. Potentially this will lead to an overall saving of £150k. This will be achieved through vacancy management and VR. Carbon Reduction Implications None How impact and achievement of required outcomes will be monitored Performance - The challenge is to achieve more support for less money. In-house services and contracted services will be monitored against clearly defined outcomes

APPENDIX B

24/01/2014

and targets. Customer surveys will be undertaken and systematic feedback from customers and partners will be encouraged and used to improve service outcomes. Eligibility – the service needs to manage eligibility for support services equally across service user groups through the Single Access Point. Housing related Support, money advice, advocacy, and welfare assistance will need to be determined on the basis of individual need and arranged/purchased for people who require support. Standards – Quality standards will be set for the service and as a requirement in specifications for contracted services. In-house service and contracts will be monitored against quality standards. Risk Assessment Demand for services is high. Welfare reforms such as universal credit and changes to housing benefit entitlements are predicted to increase the need for welfare assistance and housing related support over the next 2 years. Welfare Reform changes are anticipated to increase demand for short-term accommodation with support particularly for younger adults. Demographic changes highlight an increased demand from an ageing population. Evidence so far from the Local Area Co-ordination, welfare assistance and Neighbourhood Care Independence programmes show that demand can be managed within available resources and needs of individuals met through a responsive single point of access designed to help people at an early stage. By combining services for people with multiple needs further efficiency can be achieved. There has been a recent announcement by DWP that they will not be providing any funding for the service beyond 31.3.15. This means that the current service will be unfunded and any continuation will represent a financial risk to the council. Initial or Scoping Equality and Diversity Impact Assessments The Public Sector Equality Duty requires all Council decisions to ‘pay due regard’ to the following: prevention of discrimination, advancement of equality of opportunity and fostering good community relations. Initial Equality Screening has confirmed that frontline provision is being protected, so this proposal pays due regard and does not require an Equality Impact Assessment. The workforce implications will be incorporated into the action plan arising from the overarching workforce EIA of the budget. Consultation Requirements This has been conducted through the County Council’s ‘Our Area, Our Future’ public consultation which has involved widespread activity across face-to-face, electronic and other engagement channels from 17 October 2013 to 20 January 2014. Statutory employment consultation with recognised trade unions and staff will be undertaken where required by the circumstances. As part of this, the current period of 45 days statutory consultation supporting the opening of the VR window ended on 4th December 2013. In addition meetings of the Corporate and County Council Joint Consultative Group have been scheduled throughout the year, and a number of meetings have already been held, along with individual staff consultation.

APPENDIX B

24/01/2014

APPROVALS Lead Officer Contact Details (Senior Manager / Assistant Director) Name : Amanda Evans, Assistant Director



Corporate Director: Richard Parry 21/01/14 Group Finance Manager: Paul Turney 21/01/14

Senior HR Manager: Kate North 21/01/14

APPENDIX B

24/01/2014


Title: Efficiency savings in Children’s Services Saving Reference 17 Directorate(s): Children’s Services

Council Plan Priority: To safeguard children, and ensure that Cumbria is a great place to be a child and grow up

Cabinet Portfolio: Children’s Services


2014/15£000’s

2015/16£000’s

2016/17 £000’s

Ongoing £000’s

2013/14 Budget 67,319

Cumulative value of savings 670 750 750 750 Please indicate month & year savings will commence 1 April 2014 Does the proposal contribute to the Efficiency Agenda? Or Yes Does the proposal result in a budget cut which will affect service provision? Or No


2013/14 Budget £000’s


£000’s


£000’s


£000’s


Employee Costs 100 120 120 3 FTE vacant posts

Premises n/a n/a n/a n/a Transport n/a n/a n/a n/a

Supplies & Services 180 240 240

Reduction to supplies and services budgets across the Children’s Services budget

Third Party Payments n/a n/a n/a n/a

Other (please specify) 390 390 390

Funding nursery services from the Dedicated Schools Grant

Total 67,319 670 750 750 1.0%

APPENDIX B

24/01/2014

Description of Proposed Saving / Efficiency The Children’s Safeguarding Improvement Plan (CSIP) identified the requirement for additional one-off investment of £1.000m and ongoing investment of £0.670m for 2014/15 and £0.750m from 2015/16 onwards.

The on-going investment to support this improvement plan has been included as a pressure bid within the 2014/15 - 2016/17 Budget Development Process. It is proposed that this pressure is funded from efficiencies within the Children’s Services Directorate.

The improvement plan will facilitate a number of staffing changes within the Directorate. This will lead to a reduction of 2 FTE posts from April 2014 and 1 further FTE post from July 2014. These three posts total £100k in 2014/15 increasing to £120k from 2015/16.

Nursery provision is funded through the Dedicated Schools Grant. In addition to this, the Council currently invests £130k per annum to provide additional support to nursery settings in rural communities and a further £260k to support children with special education needs attending nursery settings. It is proposed that these services should be funded through the Dedicated Schools Grant enabling the budget to support the children’s Safeguarding Improvement Plan.

In 2012/13 and 2013/14, to reduce overspending budgets, the Children’s Services Directorate have temporarily reduced expenditure on supplies and services that do not have a direct impact on service provision, e.g. office supplies. It is proposed that these temporary efficiency savings are made permanent to fund the balance of the Children’s Safeguarding Improvement Programme. These savings total £180k in 2013/14 and £240k from 2015/16 onwards.

Other Resource Implications / Investment needed to deliver proposed Saving / Efficiency Budget savings from 2014/15 onward to fund the ongoing costs associated with the Children’s Safeguarding Improvement Plan. • Staff resources needed, e.g. project teams, additional staff capacity • Additional IT costs, software / hardware • Capital (i.e. cash) investment There are no other resource implications identified to deliver this proposed efficiency. The posts identified for deletion will be vacant by the dates detailed above and consequently there will be no requirement for funding from the improvement fund. Workforce Implications Reduction of 3 FTE posts. All posts will be vacant. Carbon Reduction Implications None How impact and achievement of required outcomes will be monitored

APPENDIX B

24/01/2014

Vacant posts will be deleted from April 2014 and June 2014 as detailed above. Close budget management will be required to deliver efficiencies to the supplies and services budgets. The Dedicated School Grant will be reviewed monthly to ensure it does not overspend after funding for the nursery services are transferred. Risk Assessment Achieved of these savings is considered low risk Initial or Scoping Equality and Diversity Impact Assessments The Public Sector Equality Duty requires all Council decisions to ‘pay due regard’ to the following: prevention of discrimination, advancement of equality of opportunity and fostering good community relations. Initial Equality Screening has confirmed that an EIA considering implications on the workforce is required – the implications of this proposal will be captured within that overarching EIA. Consultation Requirements This has been conducted through the County Council’s ‘Our Area, Our Future’ public consultation which has involved widespread activity across face-to-face, electronic and other engagement channels from 17 October 2013 to 20 January 2014. Statutory employment consultation with recognised trade unions and staff will be undertaken where required by the circumstances. As part of this, the current period of 45 days statutory consultation supporting the opening of the VR window ended on 4th December 2013. In addition meetings of the Corporate and County Council Joint Consultative Group have been scheduled throughout the year, and a number of meetings have already been held, along with individual staff consultation. APPROVALS Lead Officer Contact Details (Senior Manager / Assistant Director) Name : Lyn Burns

E-mail :

Telephone : 01228 226859 Proposal sign off (where proposals impact multiple Directorates sign off should be obtained from all Directorates identified before final submission) Name Signature Date Acting Corporate Director: John Macilwraith John Macilwraith 21/1/14

Group Finance Manager: Peter George Pete George 21/1/14

Senior HR Manager: Graham

APPENDIX B

24/01/2014

MacGillivray

APPENDIX B

24/01/2014


Title: Investing in ICT (ICT Service Efficiency Savings)

Saving Reference 18 Directorate(s): Resources Council Plan Priority: To be a modern efficient council Cabinet Portfolio: Organisational Change


2014/15£000’s

2015/16£000’s

2016/17 £000’s

Ongoing £000’s

2013/14 Budget 11,248

Cumulative value of savings 290 0 0 0 Please indicate month & year savings will commence Apr 2014

Does the proposal contribute to the Efficiency Agenda?

Yes – investment in new ICT

infrastructure delivers a one-off

saving Does the proposal result in a budget cut which will affect service provision? No


2013/14 Budget £000’s


£000’s


£000’s


£000’s


Employee Costs 3,092

Premises Transport 30 Supplies & Services 6,135 290 0 0 Upgrade of ICT

infrastructure Third Party Payments 1,991

Other (please specify)

Total 11,248 290

APPENDIX B

24/01/2014

Description of Proposed Saving / Efficiency The council is investing in its ICT (information and communication technology) network to make it modern and fit for the times we live in now. This will deliver one-year efficiency savings in this area. Capital investment in new technology will result in a one-off reduction in revenue spend in 14/15. Other Resource Implications / Investment needed to deliver proposed Saving / Efficiency The proposed savings are achievable within existing resources. Workforce Implications None Carbon Reduction Implications The overall ICT infrastructure programme will result in increased capacity and resilience using more cost-efficient equipment, and therefore the carbon impact will be neutral. How impact and achievement of required outcomes will be monitored Reduced budget spend – to be monitored in monthly process. Risk Assessment n/a Initial or Scoping Equality and Diversity Impact Assessments The Public Sector Equality Duty requires all Council decisions to ‘pay due regard’ to the following: prevention of discrimination, advancement of equality of opportunity and fostering good community relations. Initial Equality Screening has confirmed that this proposal pays due regard and does not require an Equality Impact Assessment. Consultation Requirements n/a APPROVALS Lead Officer Contact Details (Senior Manager / Assistant Director) Name : Alan Ratcliffe


Telephone : 221013 Proposal sign off (where proposals impact multiple Directorates sign off should be obtained from all Directorates identified before final submission)

APPENDIX B

24/01/2014

Name Signature Date


Senior HR Manager:

APPENDIX B

24/01/2014


Title: Review of transport policies (Post 16) Saving Reference 19 Directorate(s): Environment & Community Services Council Plan Priority: To be a modern efficient council Cabinet Portfolio: Highways & Transportation

FINANCIAL SUMMARY Financial Impact (cumulative)

2013/14 £000’s

2014/15£000’s

2015/16£000’s

2016/17 £000’s

Ongoing £000’s

2013/14 Budget (excluding inflation) 11941

Cumulative value of savings Withdraw financial assistance for new Post 16 students

350 1000 1000 1000

Please indicate month & year savings will commence 1 September 2014 Does the proposal contribute to the Efficiency Agenda? Or No Does the proposal result in a budget cut which will affect service provision? Or Yes


2013/14 Budget £000’s


£000’s


£000’s


£000’s


Employee Costs

Premises Transport Supplies & Services

Third Party Payments

Other (Income) (350) (1000) (1000) Total 1194

1 Estimated budget for discretionary home to school/college transport inc denominational

APPENDIX B

24/01/2014

Description of Proposed Saving / Efficiency The County Council currently funds subsidised home to school/college transport for 16-19 year olds. Withdrawing this (non-statutory) post-16 travel assistance for new students from September 2014 would deliver savings and enable resources to be re-targeted over a two to three year period. The existing hardship fund will be revised to provide support for low income families. Other Resource Implications / Investment needed to deliver proposed Saving / Efficiency Third sector resource where available. Workforce Implications With regard to the school transport team there will be no impact in year 1, but potentially a reduction in staff time needed from year 2. Carbon Reduction Implications There could be an increase in CO2 as a result of the use of private transport as opposed to bus. How impact and achievement of required outcomes will be monitored The savings will be identified as a direct result of the termination of the relevant contracts Risk Assessment Investigation into alternative funding sources for individuals and signposting to appropriate education providers will help mitigate any issues raised relating to charging and other policy changes. Potential legal challenge regarding duty to enable and encourage effective participation but the use of a revised hardship fund will assist “lower income” families where they qualify for financial support. Initial or Scoping Equality and Diversity Impact Assessments The Public Sector Equality Duty requires all Council decisions to ‘pay due regard’ to the following: prevention of discrimination, advancement of equality of opportunity and fostering good community relations. An Equality Impact Assessment has been completed which demonstrates that protection is in place for disabled people and people in financial hardship would be able to access support. Consultation Requirements

APPENDIX B

24/01/2014

This has been conducted through the County Council’s ‘Our Area, Our Future’ public consultation which has involved widespread activity across face-to-face, electronic and other engagement channels from 17 October 2013 to 20 January 2014. Following the drafting of the Equality Impact Assessment, a letter has been sent through the school portal to all students [year 11] that may be affected by the proposition. This is in order that they are aware of the proposition. A similar letter has been sent to post 16 education providers. Further discussions will be undertaken with the providers. & APPROVALS Lead Officer Contact Details (Senior Manager / Assistant Director) Name : Andrew Moss




Senior HR Manager:

APPENDIX B

24/01/2014

BUDGET DEVELOPMENT PROCESS – 2014/15 – 2016/17 BUDGET OPTION - SAVING

Title: Reduction in Local Committees Grant (non-Highways)Saving Reference: 20 Directorate(s): Local Committees Council Plan Priority: To be a modern efficient council Cabinet Portfolio: Public Health & Communities Resource Implications

Financial Impact 2013/14 £000’s

2014/15 £000’s

2015/16 £000’s

2016/17 £000’s

Ongoing£000’s

2013/14 Budget (based on scoping below) 1,299

Cumulative value of savings 260 260 260 260

Please indicate month & year savings will commence 1 April 2014 Does the proposal contribute to the Efficiency Agenda? Yes Does the proposal result in a budget cut which will affect service provision?

Yes


2013/14 Budget £000’s


£000’s


£000’s

Financial Impact 16/17 £000’s


Employee Costs n/a n/a n/a n/a n/a Premises n/a n/a n/a n/a n/a Transport n/a n/a n/a n/a n/a Supplies & Services 1,299 260 260 260 20% Third Party Payments n/a n/a n/a n/a n/a Other (please specify) n/a n/a n/a n/a n/a

Total 1,299 260 260 260 20% Description of Proposed Saving / Efficiency / Income Generation The county council’s six local committees act as a unique and important decision-making forum in the districts they service - reflecting local need and circumstances on the ground. Decisions on grant giving, highways maintenance, services for young people, traffic management and street lighting are among those exercised by local committees. While maintaining local committee highways budgets, a 20 per cent reduction in committees’ discretionary grant-giving in other areas would contribute to the overall savings the council needs to make while maintaining the role of local committees in supporting the communities they serve.

APPENDIX B

24/01/2014

The 2013-14 budget included a 20% cash reduction across all six Local Committees in relation to specific areas (0-19s, General Provision and School Crossing Patrols) totalling £0.323m. This proposal also gave Local Committees greater discretion to manage their budgets within the total cash limit as opposed ringfencing to the area of activity; hence it is for Local Committees to decide exactly how to support the delivery of local priorities with their total available budget. For 2014-15 a further reduction of 20%, based on total discretionary budget available for 2013-14, is proposed; this would be a reduction of £0.260m. Any reductions would not affect budgets for Sandgate Pool, Money Advice services or budgets for the Area Support Teams. Basis of Saving / Efficiency Proposal Calculation

Allerdale Barrow Carlisle Copeland Eden South Lakeland TOTAL

£ £ £ £ £ £ £ OPTION 1 Base budget 2013-14 268,679 198,092 275,018 184,116 126,610 246,009 1,298,524

20% reduction 53,736 39,619 55,004 36,823 25,322 49,202 259,706

The current Medium Term Financial Plan is based on the Individual Local Member schemes not continuing from 1 April 2014. There is therefore no new allocation for this in 2014/15 or subsequent years. The 2013/14 budget can be spent over 2 years, ending 31 March 2015. Should the basis for individual Local Committee allocations be revised (for example to reflect new populations) then individual Local Committee reductions would change.

Workforce Implications Should Local Committees decide to reduce the resources for school crossing patrols, there is potential of some workforce reductions; this will, however, be managed through natural reductions in line with current Council policy of not replacing school crossing patrols which have been vacant for 3 years or more. Other Resource Implications Reduction in grants support to local communities Carbon Reduction Implications None Identified How impact and achievement of required outcomes will be monitored Impact and achievement of required outcomes will be monitored through regular service and budget monitoring.

APPENDIX B

24/01/2014

Risk Assessment Risk Mitigation Communities – negative public perception in light of reduced funding

Ongoing communication with Third Sector and other grant receiving bodies

Initial or Scoping Equality and Diversity Impact Assessments The Public Sector Equality Duty requires all Council decisions to ‘pay due regard’ to the following: prevention of discrimination, advancement of equality of opportunity and fostering good community relations. An Equality Impact Assessment was carried out in 2013 of the method of grant distribution which found that reductions in overall grants cannot be tied directly to anyone protected under the Equality Act, though there was the potential for indirect impacts that would require monitoring once decisions have been implemented. This means that there will be an ongoing requirement to monitor the distribution of grants by diversity and feed any findings into future reviews of grant giving. Consultation Requirements This has been conducted through the County Council’s ‘Our Area, Our Future’ public consultation which has involved widespread activity across face-to-face, electronic and other engagement channels from 17 October 2013 to 20 January 2014. APPROVALS Lead Officer Contact Details (Senior Manager / Assistant Director) Name : Dawn Roberts, Assistant Director


Telephone : 01228 226511

Finance: Phil Healy Proposal sign off (where proposals impact multiple Directorates sign off should be obtained from all Directorates identified before final submission) Name Signature Date



appendix b budget development process – 2014/15 –...

Documents