eap report for lodging 130613

Period 13 2012/13 (31 March 2013)

REVENUE

Educational & Social ServicesRevised Annual

Budget£m

Projected Variance (favourable) / adverse

£m

6.876 (0.768)Schools 62.833 0.013Community Support 22.753 (0.044)Facilities Management 14.470 0.164

9.331 0.000Children & Families / Criminal Justice 16.285 (0.636)

46.826 0.053179.374 (1.218)

Revenue

Resources

Building Learning Communities

Community CareEducational & Social Services

Key Points:RESOURCESThe variance mainly relates to employee costs outturning lower than previously anticipated principally due tothe timing of filling vacant posts. In addition, departmental centrally held funds retained for pension costs; andrates costs for new and refurbished properties were lower than anticipated.

CHILDREN AND FAMILIES / CRIMINAL JUSTICEThe variance after the line by line adjustment is mainly due to savings from the timing of filling vacancies andslippage on the internal foster care element of the Children and Families service re-design. These savings arepartially offset by additional client assistance payments, car mileage and allowances, mobile telephony costsand vehicle hire costs and secure accommodation costs.

The department anticipates earmarking the following amounts:

1

Finance & Corporate SupportRevised Annual

Budget£m


£m

0.169 0.0062.979 (0.577)2.369 (0.075)

12.661 0.0284.023 (0.220)2.680 (0.145)

(48.495) (1.486)HB/CTB 53.856 0.379

Corporate InfrastructureDemocratic Services

Human Resources

Central Management SupportFinance

Legal, Procurement & RegulatoryCouncil Tax

No. Description £m1 Dunlop Primary School - Phase 1 reconfiguration / extension (approved by Cabinet 6/2/13) 0.1102 School Carry Forwards 0.4793 Health &Safety: Secondary Technical Departments 0.0764 Education Non Domestic Rates: back charges on new or refurbished premises 0.0645 Curriculum for Excellence Moderation: balance of 12/13 grant funding allocation 0.0146 Early Years Change Fund: balance of 12/13 grant funding allocation 0.0407 Literacies Partnership: balance of 12/13 grant funding allocation 0.0028 Premises upgrade: Cumnock Academy Home Economics Dept 0.0609 NHS Advocacy Funding: contract for non-recurring expenditure 13/14 0.009

10 DWP Financial Inclusion: late allocation Nov 2012 - committed to part-fund post 13/14 0.01311 Childrens' Houses upgrades 0.02412 Police Effective Early Intervention funding - late allocation 12/13 0.02513 Scottish Strategy for Autism - Funding to implement the Scottish Strategy for Autism 0.03514 Adaptations - work committed (orders raised) 0.12515 Equipment Joint Funding - work committed (orders raised) 0.08416 Resources - Maternity Leave Cover 0.02317 Choose Life - balance of 12/13 funding allocation 0.031

Total 1.214

School £mAuchinleck Academy 0.016Grange Academy 0.025James Hamilton Academy 0.096Kilmarnock Academy 0.011Loudon Academy 0.016Stewarton Academy 0.118St Joseph's Academy 0.036Doon Academy -Cumnock Academy -Primary Schools 0.114Other Schools 0.047Total 0.479

(53.776) (0.285)20.689 (0.087)

(2.845) (2.462)Debt ChargesFinance & Corporate Support

HB/CT Benefit Subsidy

1

RevenueKey Points:

FINANCEThe variance principally relates to the timing of the implementation of the review of management structureapproved by Cabinet last year, resulting in employee cost savings this year. In addition one-off funding hasbeen received in respect of Scottish Welfare Fund and Council Tax Reduction, the majority of which requiresto be earmarked.

HUMAN RESOURCESThe variance relates to employee costs savings due to the timing of the filling of vacancies and managementaction in preparation towards future years' efficiency requirements.

DEMOCRATIC SERVICESThe variance primarily results from employee cost savings due to the timing of the filling of vacancies and thetiming of the applications of Local Area Grants, some of which required to be earmarked.

LEGAL, PROCUREMENT AND REGULATORYThe variance is mainly due to savings in relation to sampling costs within Environmental Health and additionallicencing income.

The department anticipates earmarking the following amounts: No. Description £m1 Finance - Welfare Reform Set Up funding 0.0432 Finance - Council Tax Reductions - Change Over Funding 0.1353 Finance - Temporary Staffing 0.1144 Finance - VAT Advice re: Leisure Trust 0.0105 Human Resources - FE commitments 0.0176 Human Resources - Temporary Staffing (L&D Officer - 2 years) 0.0497 Human Resources - Specialist Training Equipment 0.0078 Corporate Infrastructure - Greenholm Street Training Suite Work 0.012

2

Neighbourhood ServicesRevised Annual

Budget£m


£m

0.486 (0.028)7.831 (0.185)0.041 (0.015)

24.919 (1.963)4.891 (1.269)

11.225 0.08013.347 (0.300)

62.740 (3.680)

Police & Fire

Central Management SupportLeisure ServicesEmergency Planning

Planning & Economic DevelopmentRoads & TransportationHousing & Environment ServiceNeighbourhood ServicesKey Points:

9 Corporate Infrastructure - Bus Station Site (Contribution to Roads) 0.01010 Corporate Infrastructure - Rothesay House Water Charges (awaiting bill from Scottish Water) 0.03011 Democratic Services - Development Fund Committments 0.01412 Democratic Services - IT Training 0.00213 Democratic Services - Grant Committments 0.03314 Democratic Services - Renewal of Leased Vehicle 0.01015 Democratic Services - Funding Contribution to future Election costs 0.06216 LPR - Temporary Staffing 0.02517 LPR - Environmental Health Committments 0.00918 LPR - Procurment Severances 0.099

Total 0.681

CENTRAL MANAGEMENTThe variance mainly relates to managed savings in Supplies and Services.

LEISURE SERVICESTh i i d t d d dit th h t th i ll dditi l i t f ilitiThe variance is due to reduced expenditure throughout the service, as well as additional income at facilitieswhich is partly offset by reduced community and games hall income.

2

RevenuePOLICE AND FIREThe variance is due to the accounting treatment of Police and Fire reserves, following the wind-up of theexisting Joint Boards. Councils will receive a proportion of the reserves of the former Police and Fire Boardsbased on the precept contributions. The winding up arrangements are such that councils will also receive theScottish Governments share with a consequential one – off reduction in grant in 2013/2014. Therefore£0.894m has been earmarked to offset the non recurring grant reduction.

PLANNING AND ECONOMIC DEVELOPMENTThis variance mainly relates to European funded projects, Environmental Initiatives, Heritage Lottery Fundingand Business Grants as well as employee costs arising from the timing of filling vacancies. This is partly offsetby reduced Building Warrants income and Planning Fees.

HOUSING AND ENVIRONMENT SERVICESThe variance is due to reduced expenditure throughout the service, partly offset by reduced homeless rents,recycling income and redundancy costs.

The department anticipates earmarking the following amounts: No. Description £

1 Private Sector Housing Grants committed but not paid 0.0642 Employability Project Funding 0.8523 Onshore Wind Funding 0.0554 Outdoor Amenities Rents 0.0135 Street Lighting 0.1016 Environmental Initiatives 0.0937 Water Charges at Stewraton Sports Centre 0.0088 Community Recreation - Procurement of Bouncy Castles 0.0059 Rough Sleepers Initiative Funding Disbursement 0.024

10 East Ayrshire Youth TheatreProject Balance 0.00211 Outdoor Amenities Equipment 0.00712 Police Joint Board (Scottish Government share) 0 894

3

9.595 (3.411)Central Services

Key Points:Central ServicesThe variance mainly relates to centrally held budgets in respect of energy; the Change Fund, where actionsand outcomes are being delivered within existing departmental budget provisions; the income contingency notrequired in the current year; and other centrally held funding some of which is required to be earmarked for usein future years.

The following amounts are required to be earmarked:

12 Police Joint Board (Scottish Government share) 0.89413 Anti-Graffiti Projects 0.00614 Business Grants 0.14215 Business Gateway 0.01816 Kilmarnock CARS / THI 0.16417 Open Cast Site Survey Cost (Cabinet 24 May 2013) 0.10018 Economic and Social Impact Study Cost (Cabinet 24 May 2013) 0.02019 Contribution to cost of Legal Opinion on Open-Cast Coal Mining (Cabinet 24 May 2013) 0.015

Total 2.583

No. Description £1 Chief Executive's Office (Health and Safety) 0.0402 Shortlees / Morven Avenue shops projects (Cabinet 22 Feb 12) 0.2323 Cumnock Regeneration (Cabinet 8 Feb 13) 0.2804 European Match Funding 0.1715 Zero Waste Fund 0.3956 Election Funding 0.1207 Family Support Funding 0.0748 Severance Costs 0.2409 Affordable Housing 0.250

10 Fireworks Display 0.020Total 1.822

248.864 (10.771)NET EXPENDITURE

3

In Year Fund TransfersBudgeted Transfer

£mActual Transfer

£mTransformation Fund 3.245 (3.245)Primary Technology Fund 0.350 (0.350)Welfare Reform Fund 0.500 (0.500)

0.000 (6.633)0.000 (4.138)

Fund Transfers 4.095 (14.866)

Funded byRevised Annual

Budget£m

Actual Variance (favourable) / adverse

£m

(238.635) 0.000(2.146) 0.000

(12.178) 0.000(252.959) 0.000

48.183 (0.065)(48 183) (0 893)

Total Funding

Revenue

Departmental underspend c/fTransfer to uncommitted general fund

Housing Revenue Account

ExpenditureIncome

Aggregate external finance

Utilisation of Previous Years BalancesTransfer from Capital Fund

4

(48.183) (0.893)0.000 (0.958)

Opening Balances

£m

In year Movement

£m

Closing Balance at 31/3/13

£m

Uncommitted (17.602) 1.875 (15.727)Committed and Departmental (17.056) 2.904 (14.152)Transformation Fund 0.000 (4.202) (4.202)Primary Technology Fund 0.000 (0.350) (0.350)Welfare Reform Fund 0.000 (0.500) (0.500)Total (34.658) (0.273) (34.931)HRA Balances

Net Expenditure

General Fund Balances

Income

Key Points:

Housing Revenue AccountThe variance on the HRA is mainly due to the timing of filling of vacancies within Housing together with asaving in the void rent loss budget following an budget increase to reflect actual let times. There are savings indebt financing costs which are partly offset by additional costs in respect of Bellsland Place, additional spendon the Housing Investment Programme and additional work on cills and lintels. There is higher thananticipated income in respect of recharges to the Capital Programme and a Hostel Support Grant prior yearadjustment.

The department anticipates earmarking the following amounts: No. Description £

1 Potential loss of Housing Benefit arising from benefits cap implications on hostels. 0.070Total 0.070

Total (all uncommitted) (2.325) (0.958) (3.283)HRA Balances

4

SAVINGS

Departments require to find alternative savings to offset any unmet savings. Cabinet approval will be required where service levels are affected. Saving Achieved To Date

The balance of the 2011/12 academic year savings to be achieved between April and June. 474,040£ 421,040£

Fireworks Display to be self financing 10,000£ -Comment: A reconciliation of costs against income for the event indicates that the Council was required

Savings 2012/13

Unmet Savings

Educational & Social Services

Comment: The unachieved element of this saving (£0.053m) relates to classroom assistants whichcontinued to exceed budget for the remainder of academic year 2011/12. While continuing to carefullymanage turnover, there remains a need to respond to individual children's requirements, and the unmetsaving is being offset against savings in other areas of the budget.

Neighbourhood Services

5

Comment: A reconciliation of costs against income for the event indicates that the Council was requiredto provide a subsidy of approximately £0.014m. A separate detailed report on the Fireworks Display waspreviously considered by Cabinet.

5

TREASURY

Treasury

0

5

10

15

20

25

3020

1520

1620

1720

1820

1920

2020

2120

2220

2320

2420

2520

2620

2720

2820

2920

3020

3120

3220

3320

3420

3520

3620

3720

3820

3920

4020

4120

4220

4320

4420

4520

4620

4720

4820

4920

5020

5120

5220

5320

5420

5520

5620

5720

58

£'m outstan

ding

Year of maturity

Maturity Profile of Loan Debt

0 060

0.050 0.222 0.040

Santander (UK) PLC (2.935m)

Bank of Scotland PLC (4.000m)

Barclays Bank PLC (0.066m)

RBS (1.700m)

Investments (£'m)

Key Points:The Council had a total debt portfolio of £261.806m at the date of the report. 75% of this debt is with thePublic Works Loan Board (PWLB), with the balance being loans with financial institutions. The averageinterest rate of all loans is 5.04%.

The Council had a total investment portfolio of £27.165m at the date of the report. This was invested across arange of counterparties as permitted within the Treasury Management Strategy. An average interest rate of0.53% was being earned on these investments. The maximum duration of any one investment is 1 year withStandard Chartered, and 72% of the total invested is on "call" terms which essentially means instant access.

2.935

4.000

0.066 1.700

2.648

2.648 2.648

2.648

5.000

2.500

0.060 ( )

RBS Sterling MMF (2.648m)

Prime Federation MMF (2.648m)

Ignis MMF (2.648m)

Goldman Sachs MMF (2.648m)

Nationwide BS (5.000m)

Standard Chartered (2.500m)

Coalfield Environmental Initiative (0.060m)

Catrine Community Trust (0.050m)

Newmilns Ski Slope (0.222m)

Scottish Dark Sky Observatory (0.040m)

6

CAPITAL PROGRAMME

Budget Allocation

(£m)

Expenditure to Date (£m)

Forecast Expenditure

(£m)

Current Milestone Status

Flowerbank Nursery 1.750 0.037 1.750 Construction

Kilmarnock Area Day Centre 2.500 0.320 2.500 Construction

Willowbank School 11.500 8.506 11.500 Construction

Loudoun Academy Leisure Centre 1.250 0.006 1.250 Development

Muirkirk Nursery 0.500 0.587 0.600 Complete

Auchinleck Community Facilities 4.900 4.738 4.900 Complete

School Estate Rationalisation 27.500 0.000 27.500 Development

Galston Community Facilities 1.000 1.059 1.060 Development

Galston Office Facilities 2.800 0.286 2.800 Development

Onthank Primary School 4.000 0.000 4.000 Development

Dunlop Primary School Extension 0.390 0.000 0.390 Development

Kilmarnock Secondary School 33.000 0.000 33.000 Development

General Projects 1.231 0.636 0.636 N/A N/A

Capital

Educational & Social Services

Key Points:

Flowerbank Nursery / Kilmarnock Day CentreWorks to the Kilmarnock Area Day Centre are progressing well on site with the timber frame completed and theroof and blockworks nearing completion. It is currently anticipated that the works on site could be completed byAutumn 2013, ahead of schedule. The works to Flowerbank Nursery are currently anticipated to commence onsite August 2013 following completion of the Willowbank SEN School.

Willowbank SEN SchoolExternal works are nearing completion with internal finishes being completed on a phased basis Whilst some

7

External works are nearing completion, with internal finishes being completed on a phased basis. Whilst someminor works will continue through to the end of June it is not anticipated that this will impede the set up of theschool, including the delivery of furniture / equipment, to allow the school to open for the start of the new term inAugust. The impact of delays are being quantified and as noted in previous reports it is anticipated that overallcosts will exceed 10% of the original budget; Cabinet on 27 March 2013 subsequently approved an appropriateadjustment to the budget, funded from the overall Schools Capital Programme.

Auchinleck Community CentreAll construction works were completed and the building handed over on 21 March 2013, 2 months ahead ofschedule. The facility is now fully operational.

Loudoun Academy Leisure CentrePlanning approval was granted on 17 May 2013. Tender documents were issued late May, returning by the endof June with an anticipated start on site during July 2013.

Onthank Primary SchoolThe option of a modular building system is under consideration. Using this construction method would allow thenew facilities to be operational by the start of the school term August 2014. Works to create two new classroomswithin the existing footprint of the building have been completed.

Dunlop Primary SchoolDetailed design work is completed and a building warrant application submitted. Tender documents werereturned in early June, with an award anticipated to be made by the end of June. It is currently anticipated thatworks could commence on site in early July, with a completion of the majority of works prior to the schoolreturning at the end of the summer holidays.

7

Budget Allocation

(£m)

Expenditure to Date (£m)

Forecast Expenditure

(£m)

Current Milestone Status

General Projects 1.871 3.953 3.953 N/A N/A

Doon Academy Synthetic Pitch 0.950 0.003 0.950 DevelopmentDepot Improvements 4.000 0.000 4.000 DevelopmentLugar Waste & Recycling Centre 1.260 0.000 1.260 DevelopmentLugar Outdoor Amenities 0.850 0.000 0.850 DevelopmentDean Road Bridge 1.500 0.108 1.500 TenderKilmarnock Town Centre Regeneration(Johnnie Walker Bond) 4.002 3.998 4.002 Complete

Kilmarnock Town Centre Regeneration(Opera House) 8.413 8.450 8.450 Complete

Kilmarnock Town Centre Regeneration(Civic Centre)

2.700 1.422 2.700 Construction

Kilmarnock Town Centre Regeneration(General) 5.000 0.000 5.000 Development

Cumnock Town Centre (Office) 10.500 9.792 9.900 CompleteCumnock Town Centre Regeneration 4.000 0.000 4.000 DevelopmentCumnock Town Hall 0.700 0.000 0.700 Design / TenderOther Town Centre Regeneration 5.000 0.000 5.000 DevelopmentDean Castle Country Park 0.200 0.000 0.200 DevelopmentMoorfield Industrial Estate Phase 1 1.607 0.312 1.607 ConstructionMoorfield Industrial Estate Phase 2 3.837 0.518 3.837 ConstructionCouncil House Building Programme (SLP) 29.326 0.110 29.980 TenderEnergy Efficiency 3.000 0.000 3.000 DevelopmentGeneral Projects 8.199 7.041 7.041 N/A N/AHousing Investment Programme 13.263 13.691 13.691 N/A N/A

Finance & Corporate Support


Capital

8

Key Points:Dean Road BridgeDespite initial agreements being reached in principle, final agreement regarding access to private gardens could not bereached with one owner. Roads & Transportation have therefore instigated a re-design of the original scheme to movethe bridge downstream. An application for listed building consent to remove the existing footbridge is due to beconsidered at Planning Committee on 14 June. If the application is approved, a tender for an initial contract for atemporary footbridge will be awarded shortly thereafter. The design for the new bridge is being finalised and it iscurrently anticipated that tender documents will be issued in early July with a start on site in October 2013.Kilmarnock Town Centre Regeneration (Civic Centre)Works to the South Building are complete with the exception of a roof area to the rear of the building. The scaffold willremain in-situ to allow decorative lighting works to be undertaken; anticipated start June 2013. Works to the NorthBuilding are in progress and it is currently anticipated that the stone / roof works will be completed by July with theexternal lighting completed by August 2013.Cumnock Town HallProposals are currently being developed in consultation with the CARS team regarding the final application for fundingfor external works to Cumnock Town Hall. It is currently anticipated that works could commence on site in July 2013.Proposals are currently being developed regarding the extent of internal works.Moorfield Industrial Estates (Phase 1 and 2)Phase 1 (Speculative Unit) - Construction works have commenced, with completion anticipated by Sept 2013.Phase 2 (Serviced Plots) - Construction works commenced in January 2013, with anticipated completion of theinfrastructure development by August 2013. The current design allows for a variety of plot sizes and discussions arealready on-going with potential end users.Council House Build ProgrammeA number of sites are currently being progressed in relation to the Council House Build programme, including sites atAyr Road, Cumnock; Chapel Lane / Brewlands Street, Galston; Portland Street / Rennie Street / Witch Road / WestLanglands Street / Campbelltown Drive, Kilmarnock; Riccarton Road / Kilwinning Road, Hurlford; Robertland Square,Stewarton; Lochore Terrace, Darvel; and Skeoch Road, Mauchline. Tenders are being prepared and issued on aphased basis, with the first sites anticipated to start in October 2013.General ProjectsThere is slippage on the Traffic capital programme to focus on the A70 Glenbuck realignment project along with small

d d i th P k D l t P P bli A t d CCTVunderspends in the Parks Development Programme, Public Art and CCTV.Housing Investment ProgrammeThe 2012/13 Programme is complete with outturn expenditure in line with levels previously projected.

8

PEOPLE

Average Number of employees

Number of working days

lost

Days lost per FTE

employee20 273.8 13.5476 3841.6 8.1

2,225 24785.3 11.21,188 6995.5 5.91,241 14859.0 11.85,150 50755.3 9.8

People

Target based on 8 days per annum as noted in the policy, translates to 0.6 per employee per 4 weekly period

Chief Executive’s Office and Internal AuditFinance & Corporate Support. Educational & Social Services (LGE). Educational & Social Services (Teachers).Neighbourhood Services. East Ayrshire Council

2012/2013

5 0%

Leavers as a percentage of employees

6,586 6,590 6,648 6,617 6,507 6,485 6,433 6,510 6,291 6,220 6,243 6,244

02,0004,0006,0008,000

Qrt 1 Qrt 2 Qrt 3 Qrt 4 Qrt 1 Qrt 2 Qrt 3 Qrt 4 Qrt 1 Qrt 2 Qrt 3 Qrt 4

2010/11 2011/12 2012/13

Headcount

9

Vacancies Advertised 2012/1328

105133

Grievances (2012/13): Stage 1 Stage 2 Stage 3 Stage 4Chief Executive's Office 0 0 0 0Finance and Corporate Support 0 1 2 0Educational and Social Services 0 7 2 1Neighbourhood Services 0 10 0 0Total 0 18 4 1

Disciplinary Action (2012/13):Verbal / Written Final Dismissal Other

Chief Executive's Office 0 0 0 0Finance and Corporate Support 1 1 1 0Educational and Social Services 12 8 5 5Neighbourhood Services 33 2 0 0Total 46 11 6 5

RestrictedOpenTotal

1.5%

3.2%

2.0% 1.6%2.2%

0.42% 0.66% 0.92%0.26% 0.66% 0.51% 0.29% 0.48%

0.0%1.0%2.0%3.0%4.0%5.0%

Qrt 1 Qrt 2 Qrt 3 Qrt 4 Qrt 1 Period 6 Period 7 Period 8 Period 9 Period 10 Period 11 Period 12 Period 13

2011/12 2012/13

Total 46 11 6 5

9

People

16.7% (21)

12% (2)17% (26) 21% (14)

7.1% (6)

10.6% (61) 7.5% (24)

9.9% (28)

6.9% (4)8.2% (12)

19.4% (5) 18.1% (37)13.5% (11)

10.4% (19)

14.2% (37)

10.4% (10)

24% (14)8.8% (59)

13.8% (36)

9.8% (6)

0.0%

10.0%

20.0%

30.0%

40.0%

50.0%

60.0%

70.0%

80.0%

Chief Executive's Office and Finance & Corporate Support

Educational and Social Services Teachers Neighbourhood Services

Top 5 Reasons for Absence - Period 13

Angina/Heart Problem Colds/Flu Headache/MigraineMusculoskeletal Operations/Recovery/Treatment Other ReasonStomach/Abdominal Stress – Personal Stress – Work Related

20

35

2025303540

Occupational Health Referrals

10

12

0 1

13

0 1051015

New Referral Ongoing Welfare Referrals

Physiotherapy Referrals

New Referral Ongoing Welfare Referrals

Physiotherapy Referrals

Short Term Long Term

10

HEALTH AND SAFETY

Health and Safety

Key Points:RIDDOR - The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995

88 92 145 162 222124

200

300

400Non Reportable Incidents

No RIDDOR reportable accident / incidents were reported during period 13.

2 24

2 1 1 2 13

1 2 2 0

41

4

2 41

3 1

1

11

0

2

4

6

8

10

Period 1 Period 2 Period 3 Period 4 Period 5 Period 6 Period 7 Period 8 Period 9 Period 10 Period 11 Period 12 Period 13

Reportable Incidents

RIDDOR ‐ Employees' Injuries RIDDOR ‐ Others' Injuries RIDDOR ‐ Dangerous Occurrence RIDDOR ‐ Reportable Disease

11

Key Points:

65 102 100 69 37 80 91 82 69 46 85 78 8287

88 9251 61

9649

12477 87

0

100

Period 1 Period 2 Period 3 Period 4 Period 5 Period 6 Period 7 Period 8 Period 9 Period 10 Period 11 Period 12 Period 13Non‐Reportable: Employees' Injuries Non‐Reportable: Others' Injuries

The three main causes of accidents / incidents account for 64% of all non-reportable accidents /incidents. These were Violence and Aggression (68 – 38%) Slips-Trips-Falls (25 – 16%) and NearMisses (16 – 10%)

60%18%

12%6%

2%

0% 20% 40% 60% 80%

Educational astablishmentsCouncil offices and depots

Leisure Facilities and public placesSocial Work establishments

Housing Stock or Hostels

Location of Non- Reportable Incidents

The majority of incidents (60%) were recorded at educational establishments and although higher inpercentage terms, this was a reduction in incident numbers from period 11. Incident ReportingGuidance for Schools is currently being developed and will be issued shortly. It is anticipated that thisguidance will assist schools to differentiate between minor play related accidents and incidentsattributable to workplace health and safety issues that require to be reported to Corporate Health andSafety through SHE.

11

Health and SafetyKey Points:

Key Points:

020406080100

Apr‐11

May‐11

Jun‐11

Jul‐1

1

Aug‐11

Sep‐11

Oct‐11

Nov

‐11

Dec‐11

Jan‐12

Feb‐12

Mar‐12

Perio

d 1

Perio

d 2

Perio

d 3

Perio

d 4

Perio

d 5

Perio

d 6

Perio

d 7

Perio

d 8

Perio

d 9

Perio

d 10

Perio

d 11

Perio

d 12

Perio

d 13

Violence & Aggression Reporting

The average number of days to report an incident to the Health and Safety Section during Period 13 forthe Authority is 3.3 days (decrease of 0.5 of a day since last average reported). This involved 326accidents/incidents.

1.0 2.0 2.0 2.5 5.5 3.0 2.5 1.0 4.3 4.8 1.06.0 8.0 6.0 5.0 2.8 4.02.4

1.9 1.7 2.81.8 2.1

3.3

9.0 8.0 13.09.0 11.3

8.16.3

5.5 3.8 2.85.2 3.9

3.4

Period 1 Period 2 Period 3 Period 4 Period 5 Period 6 Period 7 Period 8 Period 9 Period 10 Period 11 Period 12 Period 13

Average number of days to report incidents

Finance & Corporate Support Neighbourhood Services Educational and Social Services

12

Key Points:The number of days lost due to work related stress accounts for 4.9% of the total number of days lostdue to sickness absence in Period 13. Where an employee is absent due to work related or personalstress then they are subject to the set early intervention arrangements which require immediate referralto the Occupational Health Service for initial assessment of the reasons for the absence andconsideration of whether, at that stage, referral to a medical adviser is required. Also, ExecutiveDirectors review on a monthly basis all absences due to stress to ensure that each case is beingappropriately managed.

All Fire Risk Assessments have been completed across Council properties with the process for timelyreview on-going. During periods 12 and13 (2012/13) a total of nine Fire Risk Assessments werereviewed and three were undertaken. Completed Fire Assessments are returned to PremisesManagers who have responsibility for ensuring actions are implemented. Copies of the assessmentsare sent to Heads of Service.

361 324 333174 184.5

317.5 299 288391

231335 313

1860

100200300400500

April May June Period 4 Period 5 Period 6 Period 7 Period 8 Period 9 Period 10 Period 11 Period 12 Period 13

Number of days lost to work related stress

*Note that April to June are monthly periods whereas Period 4 onwards have moved to a 4 weekly reporting period

12

COMPLAINTS

Dealt with Under

Stage 1 only

Dealt with Under

Stage 2 only

Dealt with Under

Stage 1 then Stage 2

Total

Finance & Corporate Support. 23 0 0 23Educational & Social Services 22 2 0 24

62 6 5 730 1 0 1

107 9 5 121

Number Closed

Average Days to

Respond

Upheld in Full

Partially Upheld

Key Points:

East Ayrshire Council

Complaints Closed (YTD):

Number ClosedWithin Time

East Ayrshire Council

ComplaintsComplaints Received (1 Sept to 31 Mar)

Neighbourhood Services. Cross Department

For the reporting period, a total of 121 complaints were received, an increase of 30 complaints fromPeriod 11 (91 complaints). As at 31 March, 107 of these were closed (3 of which were dealt with atboth stages), 1 was withdrawn and 13 remained open.

For the reporting period, a total of 121 complaints were received, indicating a further 30 complaintsbeing received since Period 11 (91 complaints). As at 31 March, 109 of these were closed (3 ofwhich were dealt with at both stages), 1 was withdrawn and 11 remained open.

13

Respond p

102 8.2 45 (44.1%) 27 (26.5%)10 27.5 4 (40.0%) 5 (50%)

Finance and EducationaNeighbourhooCross DepartEast Ayrshire Councilstage 1 7.6 7.0 8.8 8.2stage 2 5.0 31.1 21.0 27.5

7 (70.0%)

Key Points:

Stage 2 ComplaintsStage 1 Complaints 50 (49.0%)

The average number of days to respond to Stage 1 Complaints has improved from 8.5 days to 8.0days since Period 11. However the number of days to respond to Stage 2 Complaints increased from20.5 days to 27.5 days since Period 11.

7.6 7.0 8.8 8.2

31.1

21.0

27.5

05101520253035

Finance and Corporate Support

Educational and Social Services

Neighbourhood Services Cross Department East Ayrshire Council

Average number of days to respond

stage 1 stage 2

The average number of days to respond to Stage 1 Complaints has improved from 8.5 days to 8.2days since Period 11. However, the number of days to respond to Stage 2 Complaints increasedfrom 20.5 days to 27.5 days since Period 11.

7.6 7 8.8 8.25

31.1

21

27.5

05101520253035



Neighbourhood Services Cross Department East Ayrshire Council

Average number of days to respond

stage 1 stage 2

13

2010/11 2011/12 2012/13

- - 49.0%

- - 44.1%

- - 26.5%

Statutory Performance Indicators

Percentage of complaints responded to in full at Stage 2 within

CORPORATE MANAGEMENTRESPONSIVENESS TO COMMUNITIES

1. Complaints (C):Percentage of complaints responded to in full at Stage 1 withintime.Percentage of complaints responded to in full at Stage 1 whichwere upheld.Percentage of complaints responded to in full at Stage 1 whichwere partially upheld.

IntroductionIn the pages which follow, detailed information is provided on the full range of performance information that is reportedby the Council. This data falls into two categories based on guidance from Audit Scotland. The first of these categoriesis ‘Corporate Management’ and the second is ‘Service Performance’.

It should be noted that for a small number of indicators, 2012/13 performance data is not yet available. This is due to atime lag in the production of the data and relates mainly to indicators which are collected by agencies external to EastAyrshire Council.

The reporting framework is subject to annual review. This can sometimes result in an indicator being changed,indicators being merged or a new indicator being introduced. Where an indicator has changed, these are marked witha ‘C’; where indicators have been merged, these are marked with an ‘M’; and where new indicators have beenintroduced, these are marked with an ‘N’.

Where possible, performance data covering the last three financial years is included. With regard to the Complaintsindicator, only 7 months data has been provided from 1 September 2012 to 31 March 2013, due to the introduction ofthe new complaints handling procedure.

- - 70.0%

- - 40.0%

- - 50.0%

90.3% 89.9% 87.6%

£12.89 £11.44 £12.32

94.2% 94.3% 93.8%

96.5% 97.4% 96.7%

85.2% 88.1% 90.6%

£14.55 £14.69 £14.69

Overall percentage of Council Tax income for all prior yearsthat was received.

Percentage of complaints responded to in full at Stage 2 whichwere upheld.Percentage of complaints responded to in full at Stage 2 whichwere partially upheld.

Percentage of FOI requests responded to in 20 working days.

4. Council Tax:

Percentage of Council Tax that was received during the year.

Invoices:

Number of invoices paid within 30 calendar days of receipt as a percentage of all invoices paid.

5.

6. Home Care:

The unit cost of home care.

Percentage of complaints responded to in full at Stage 2 withintime.

3. Council Tax:

Cost of collecting Council Tax per dwelling.

2. Freedom of Information (FOI):

REVENUES AND SERVICE COSTS

14

2010/11 2011/12 2012/13

£2.87 £2.69 £3.79

£2.43 £2.87 Available July 2013

96.6% 96.8% 100.0%

9.

£1,229 £694 Available October 2013

£2,443 £1,747 Available October 2013

10.

89% 93% 84%

11% 7% 16%

£8.77 £2.63 £2.29

EMPLOYEES12.

Sickness absence:

Net cost of recycling per premise.

Cost of winter maintenance per km of road network.

Percentage of actual maintenance expenditure that isplanned/proactive.

Winter maintenance:

Cost per gritted km of priority roads network.

Road maintenance expenditure:

Percentage of actual maintenance expenditure that is reactive.

11.Recycling:

School meals:

Average cost of producing school meals.

7. Arts & Museums:

Cost per visit across Arts and Museums facilities.

8.

Satisfaction levels.


5.6 5.1 5.9

10.9 10.8 11.0

33.6% 35.9% 35.1%

40.4% 43.7% 43.8%

9.4% 8.2% 8.4%

92.7% 94.3% 97.5%

80.1% 78.9% 82.3%

85.2% 85.3% 84.8%

22.8 23.2 21.8

320,764 319,948 323,992

Office Accommodation (M):Occupancy rates for office accommodation expressed assquare metres per Full Time Equivalent (FTE).

17.

Extent of operational portfolio expressed in square metres.

Percentage of buildings rated ‘F’ or above.

Percentage of highest paid 2% of earners among councilemployees that are women.

Leavers in the last year as a percentage of the average totalstaff.

Average number of days lost for teachers.

Average number of days lost for other local governmentemployees.

13.Equal opportunities:

Percentage of highest paid 5% of earners among councilemployees that are women.

14.Turnover:

ASSETS15.

Assets:Proportion of operational accommodation that is in asatisfactory condition.Proportion of operational accommodation that is suitable for itscurrent use.

16.Energy performance:

15

2010/11 2011/12 2012/13

19.3% 18.2% 18.9%

61.4% 65.5% 68.0%

15.8% 14.5% 11.3%

3.5% 1.8% 1.9%

19.

16.3% 9.3% 7.0%

25.6% 25.6% 30.2%

41.9% 51.2% 41.9%

16.3% 14.0% 20.9%

0.0% 0.0% 0.0%

0.0% 0.0% 0.0%

0.0% 22.2% 22.2%

77.8% 55.6% 55.6%Percentage of secondary schools where ratio of pupils toplaces is 61 80%

Percentage of primary schools where ratio of pupils to placesis 61-80%.Percentage of primary schools where ratio of pupils to placesis 81-100%.

Percentage of primary schools where ratio of pupils to placesis 101% or more.Percentage of secondary schools where ratio of pupils toplaces is 0-40%.Percentage of secondary schools where ratio of pupils toplaces is 41-60%.

Percentage of primary schools where ratio of pupils to placesis 41-60%.

School capacity:

Percentage of schools graded C (Poor).

Percentage of schools graded D (Bad).

Percentage of primary schools where ratio of pupils to placesis 0-40%.

Percentage of schools graded A (Good).

18.Condition of the School Estate:

Percentage of schools graded B (Satisfactory).

School capacity:


22.2% 22.2% 22.2%

0.0% 0.0% 0.0%

47.5% 46.8% 48.0%

77.2% 78.6% 80.4%

64.9% 71.4% 71.4%

26.3% 35.7% 42.9%

66.7% 66.0% 79.7%

0.7% 0.7% 0.7%

0.5% 0.4% 0.3%

PROCUREMENT20.

PECOS:Value of spend through PECOS as a percentage of council(non-pay) spend.

SUSTAINABLE DEVELOPMENT

Percentage of the total workforce who are from an ethnicminority.

Percentage of schools achieving: Silver.

Percentage of schools achieving: Green Flag Status.

21.Eco-schools:

Percentage of schools achieving: Bronze.

EQUALITIES AND DIVERSITY22.

Accessibility:Percentage of council buildings in which all public areas aresuitable for and accessible to disabled people.

23.Ethnic minority:Percentage of the local population who are from an ethnicminority.

places is 61-80%.Percentage of secondary schools where ratio of pupils toplaces is 81-100%.Percentage of secondary schools where ratio of pupils toplaces is 101% or more.

16

2010/11 2011/12 2012/13

0.6% 0.7% 0.9%

£39.74 £38.65 £38.74

14.0 days 14.5 days 16.0 days

85.3% 83.9% 65.3%

95.6% 94.9% 97.6%

517.5 571.1 598.1

98.2% 98.5% 98.6%

46.2% 47.1% 50.9%

Percentage of claims processed within 14 days of receiving allinformation.

Percentage of claims processed accurately.

BENEFITS ADMINISTRATION

24.Disabilities:Percentage of workforce who have declared they are disabledunder the terms of the Disability Discrimination Act 1995.

SERVICE PERFORMANCE

25.Administration costs:

Gross administration costs per benefits case.

26.Benefits Processing:

Average time for processing claims.


COMMUNITY CARE27.

Homecare:

Number of homecare hours per 1,000 population age 65+.

As a proportion of home care clients age 65+, the numberreceiving personal care.As a proportion of home care clients age 65+, the numberreceiving a service during evenings/overnight.

88.0% 89.9% 90.9%

- - 96.6%

3.8 3.9 4.2

0.0 0.0 0.0

67.1% 73.3% 82.4%

30.Staff qualifications:The percentage of personal carers who are qualified to SSSC(Scottish Social Services Council) standard.

28.Living At Home (N):Percentage of older people aged 65 or older, who live inhousing rather than a care home or hospital setting.

29.Accessibility:Number of people waiting longer than target for assessmentper ‘000 population.Number of people waiting longer than target time for serviceper ‘000 population.

As a proportion of home care clients age 65+, the numberreceiving a service at weekends.

17

2010/11 2011/12 2012/13

690 684 652

930 1,048 917

2,977 3,073 3,075

1,622 1,590 1,663

3,667 3,757 3,727

2,552 2,638 2,580

1,028 1,092 999

99.3% 98.7% 98.6%

2,517 2,722 2,742

7,391 7,970 9,503

CULTURAL & COMMUNITY SERVICES

Number of attendances per 1,000 population for other indoor sportsand leisure facilities, excluding pools in a combined complex.

33.Pools/other leisure facility attendances:

Number of attendances per 1,000 population for pools.

Percentage of these submitted by the due date.

Total number of overnight respite weeks provided: 65+.

Total number of daytime respite weeks provided: 18-64.

Total number of daytime respite weeks provided: 65+.

Total number of respite weeks provided: 18-64.

Total number of respite weeks provided: 65+.

31.Respite care:

Total number of overnight respite weeks provided: 18-64.

CRIMINAL JUSTICE SOCIAL WORK32.

Social Enquiry Reports:

Number of reports submitted to the courts during the year.


2,231 2,235 2,667

1,580 1,525 1,433

4,624 4,274 4,141

17.8% 16.7% 15.5%

87.0% 97.0% 96.1%

598.4 588.3 574.6

4.8% 4.6% 4.6%Percentage of resident population who use Learning Centres.

Borrowers as a percentage of the resident population.

Number of those visits that were in person per 1,000population.

34.Visits to and use of museums:Number of visits to/usages of council funded or part fundedmuseums per 1,000 population.

35.Library usage:

Number of visits per 1,000 population.

36.Adult literacy:Number of adult literacy learners achieving intermediaryoutcomes as set in their Individual Learning Plans.

37.Learning Centres:Number of times Learning Centre terminals are used per1,000 population.

18

2010/11 2011/12 2012/13

- - 195.0

- - 39.5

- - 12.4

39.

96.4% 96.8% 95.4%

99.3% 99.0% 99.9%

£672 £356 £363

0.5% 0.8% 0.9%

- 15.4 weeks 12.6 weeks

81.9% 83.0% Available December 2013

Percentage of pupils with Individual Education Plans meetingtargets.

Income as a percentage of the value of development planssubmitted.

The average time to process building warrants.

EDUCATION OF CHILDREN40.

Percentage of warrants determined within 6 days of receipt ofall outstanding information.Percentage of applications responded to within 20 days ofbeing valid.

Average income per warrant.

Average time (weeks) to deal with major planning applications(from 2009 onwards).Average time (weeks) to deal with local planning applicationsdetermined during the year.

Building warrants:

Building warrants:

Additional Support:

Statutory Performance IndicatorsPLANNING38.

Planning applications (C):Average time (weeks) to deal with the major planningapplications determined during the year (all applications).

34% 36%

35% 33%

6% 6%

12% 15%

12% 10%

0% 0%

54.8 76.3 Available September 2013

10.7 10.6

84.2 92.4

69.7 82.1

Looked after children: Average tariff scores of all looked after children in S4 and S5in the current academic year.

Number of exclusion incidents per 1,000 pupils: Primary.

42.

43.Exclusion rates:

Available September 2013Number of exclusion incidents per 1,000 pupils: Secondary.

Number of exclusion incidents per 1,000 pupils: Special.

Percentage of school leavers entering full-time highereducation.

41.Destination of school leavers:

Available December 2013

Percentage of school leavers entering other knowndestination.

Percentage of school leavers entering full-time furthereducation.

Percentage of school leavers entering training

Percentage of school leavers entering employment.

Percentage of school leavers entering unknown destination.

19

2010/11 2011/12 2012/13

15.6:1 16.0:1 16.5:1

12.7:1 12.6:1 12.7:1

4.2:1 4.2:1 4.4:1

18 12 13

68.0% 68.0% Available July 2013

3 (100%) 11 (100%) 7 (100%)

89.2% 88.6% 91.3%

HOUSING AND HOMELESSNESS

45.Child Protection re-registrations:

Number of Child Protection re-registrations in-year.

48.Repairs to council dwellings:

Overall percentage of repairs completed within target.

49.Housing Quality:Proportion of the council’s housing stock which meets the

CHILD PROTECTION AND CHILDREN'S SOCIAL WORK

46.Children’s Reporter Liaison:Percentage of reports submitted to the Scottish Children'sReporter Administration (SCRA) by the due date.

47.Child Protection Orders:Number and percentage of Child Protection Orders madewithin 24 hours.

Pupil to staff ratio in educational establishments: Primary.

44.Pupil to staff ratio:

Pupil to staff ratio in educational establishments: Secondary.

Pupil to staff ratio in educational establishments: Special.


71.0% 78.1% 86.1%

50.

1.9% 2.6% 2.2%

46 days 56 days 42.0 days

71 days 90 days 84.5 days

377 days 326 days 220 days

2.6% 2.8% 4.7%

1.3% 1.4% 2.6%

60.5% 59.1% 56.1%

7.4 weeks 7.5 weeks 7.7 weeks

57.1% 55.2% 42.9%

Voids:Total annual rent loss (from council dwellings) due to voids,expressed as a percentage of the total amount rent due in the year.

Average re-let time for non low demand stock.

Average period that low demand properties were void.

Current tenant arrears as a percentage of the net amount ofrent due in the year.

51.Re-lets:

Average re-let time for low demand stock.

52.Tenant arrears:

Average debt owed by tenants leaving in arrears as aproportion of the average weekly rent.

Proportion of the council s housing stock which meets theScottish Housing Quality Standard.

Percentage of current tenants owing more than 13 weeks rentat year end, excluding those owing less than £250.Proportion of those tenants giving up their tenancy during theyear that were in rent arrears.

Proportion of arrears owed by former tenants that was eitherwritten off or collected during the year.

20

2010/11 2011/12 2012/13

460 349 285

98.7% 100.0% 100.0%

49.9% 50.9% 53.4%

7.8% 6.3% 4.2%

205 205 124

100.0% 100.0% 100.0%

10.2% 8.8% 8.1%

66.2% 63.4% 57.2%

94.8% 92.1% 96.0%

3.0 days 5.4 days 3.7 days

- 94.6% 96.2%

99 8% 99 9% 100 0%

Statutory Performance Indicators53.

Homelessness:

Percentage of cases reassessed within 12 months ofcompletion of duty (Temporary Accommodation).

54.Repairs:

Average end to end time to complete a repair, from the time that therepair is logged to completion of the job to the tenants’ satisfaction.

Housing repairs – first time fix rate.

Gas Safety:

Percentage of gas appliances with current safety certificates

Number of households assessed during the year (TemporaryAccommodation).Percentage of decision notifications issued within 28 days ofinitial presentation (Temporary Accommodation).

Percentage of those provided with permanent accommodation incouncil stock who maintained tenancy for at least 12 months.

Percentage of repairs appointments kept.

55.

Number of households assessed during the year (PermanentAccommodation).Percentage of decision notifications issued within 28 days ofinitial presentation (Permanent Accommodation).

Percentage who are housed (Permanent Accommodation).

Percentage of cases reassessed within 12 months ofcompletion of duty (Permanent Accommodation).

99.8% 99.9% 100.0%

56.

1,181 921 403

620 504 221

6 13 8

555 404 174

0.9 2.5 0.7

0.8 1.0 0.8

71.1% 67.7% 75.7%

100.0% 97.8% 100.0%

a) The number of domestic noise complaints received duringthe year.

i) Settled without the need for attendance on site.

ii) Requiring attendance on site.

57.

Domestic noise complaints:

iii) Dealt with under part V of the Antisocial Behaviour ScotlandAct 2004.

Domestic noise complaints:b) For those in a)ii above, the average time (hours) betweenthe time of the complaint and attendance on site.For those in a)iii above, the average time (hours) between thetime of the complaint and attendance on site.

Trading Standards:

Percentage of consumer complaints completed within 14 days.

Percentage of business advice requests completed wtihin 14days.

Percentage of gas appliances with current safety certificates.

21

2010/11 2011/12 2012/13

65 56 64

2 4 2

2 days 30 days 1 day

5 10 3

100.0% 80.0% 100.0%

45.3% 42.8% 40.6%

43.7% 40.6% 39.7%

97.4% 95.3% 97.1%

95.7% 94.6% 95.8%

Statutory Performance Indicators58.

Non domestic noise complaints:Number of complaints of non domestic noise received duringthe year settled without the need for formal action.

59.Antisocial behaviour:

Number of complaints of non domestic noise received duringthe year requiring formal action.

Average time (calandar days) to institute formal action.

Percentage of Antisocial Behaviour Orders Applications raised within7 working days from agreeing instruction with Housing.

Number of Antisocial Behaviour Orders Applications.

ROADS AND LIGHTING60.

Roads maintenance:

61.Street Lighting and Traffic Lights (M):

Percentage of street lighting columns over 30 years old.

62.Bridges:

Percentage of the road network that should be considered formaintenance treatment.

The percentage of street lighting repairs completed within 7days.The percentage of traffic light repairs completed within 48hours.

12.0% 13.6% 13.3%

1.9% 1.9% 1.3%

5.9% 5.7% 5.7%

2.9% 2.9% 2.9%

74 150 139

88% 83% 87%

£63.59 £67.92 £57.57

£93.13 £93.04 £97.28

43.9% 46.2% 44.5%

74 76 74

65.Waste Recycling: Percentage of household waste collected that was recycledand composted.

Net cost per premises of refuse collection.

WASTE MANAGEMENT SERVICES64.

Net cost per premises of refuse disposal.

66.Cleanliness:The cleanliness index achieved following inspection of asample of streets and other relevant land.

The percentage of council bridges that have a weight or widthrestriction placed on them.

The percentage of council bridges not meeting the EuropeanStandard of 40 tonnes.

The percentage of private bridges not meeting the EuropeanStandard of 40 tonnes.The percentage of private bridges that have a weight or widthrestriction placed on them.

63.Road Condition:

Number of reactive maintenance repairs.

Percentage of reactive maintenance repairs responded towithin target.

Refuse collection and disposal:

22

BUSINESS BRIEFINGS

Period Target Result Status

Mar 2013 150 90

2012/13 80% 82%

2012/13 100% 98.5%

Key Points:

Business Briefing

Educational & Social ServicesThe number of exclusion incidents reported byschoolsPercentage of personal carers who are qualified toSSSC StandardPercentage of social enquiry reports submitted to theCourts by the due date

Exclusions - In total 90 exclusions were reported in March 2013, which is similar to the same periodin 2011/12 (84). The exclusion rate recorded in March 2012 was the lowest level reported in the lastfive years. Schools continue to implement positive behaviour strategies and restorative practices toensure that all children and young people benefit from strong personal discipline and a commitmentto their learning.

Qualified Personal Carers - The percentage of personal carers qualified to SSSC Standard hasincreased from 73.3% in 2011/12 to 82.4% in 2012/13 a rise of 12.4% in year. East Ayrshire’s targetis to have 100% of personal carers qualified to SVQ level 2 by the end of 2014/15 which is in linewith the Reshaping Care for Older People agenda which requires us to shift the balance of care frominstitution to community, consequently requiring modern home care services and solutions quitedifferent from that in the past.

23


2012/13 94% 93.8%

2012/13 90% 90.6%

2012/13 95% 97.6%

2012/13 90% 87.6%

Finance and Corporate SupportPercentage of Council Tax received

Percentage of FOI requests responded to in 20working days.

Percentage of benefit claims processed accurately.

Percentage of invoices paid within 30 calendar daysof receipt

Social Enquiry Reports - The number of social enquiry reports submitted by the Criminal JusticeService to the Courts Service by the due date in 2012/13 was 98.5%; this is slightly lower than2011/12 position at 98.7%. This result is notable in that there was an 18% rise in the number ofsocial enquiry requested by the Court Service in 2012/13.

23


Period 13 140,000 250,670YTD £1,087,090 £1,155,701Car Parking Revenue

Key Points:Business Briefing

Neighbourhood ServicesNumber of attendances at all leisure facilities

The percentage of Council Tax received by the end of Period 13 was 93.8%, which is a slightreduction from the performance reported in 2011/12. The Council Tax & Benefits system wasupgraded to the latest version (Open Revenues) in December 2012 with a number of operatingchanges being bedded in currently.

The SPI indicator (which excludes all non VAT registered payments) for percentage of invoices paidwithin 30 calendar days has improved to 90.6% (from 88.1% in 2011/12). When all payments areconsidered then the indicator has improved to 94.3% (from 93.2% in 2011/12).

The percentage of benefit claims processed accurately has increased from 94.9% in 2011/12 to97.6% in 2012/13. This improvement has been delivered during a period of significant legislativechange supported by additional resources and training.

The percentage of FOI requests responded to in 20 working days has deteriorated from 89.9% in2011/12 to 87.6% in 2012/13. Departments have allocated additional resources to support theprocessing of FOI requests, but the increasing number of requests continues to impact on overallperformance.

24

, , , ,Period 13 90% 96.2%

Period 13 100% 100.0%

Period 13 390 378Number of void housing properties

Key Points:

gPercentage of housing repairs completed first timePercentage of Gas safety checks carried out within12 months

The total number of attendances at all Leisure facilities continues to perform above target, this ismainly due to the success of the new facilities in Stewarton and Kilmarnock and innovativeprogramming across all services.

Car parking income across all of the Council's car parks and on-street parking is up by 21% in2012/13 compared to 2011/12 but is 13% below the original target of £1.314m. It is anticipated thatcar parking income will remain below budgeted levels as a result of the general economic downturnas well as the impact of the free Saturday car parking trial in Kilmarnock town centre. However, carparking income has outturned in excess of the revised budget following the line by line review ofrevenue budgets.

Voids and re-lets and void rent loss remain a key focus for the department. The average days to letfor not low demand voids has reduced to 41.6 days for the year, which compares favourably with aprior year end figure for 2011/12 of 56 days. Re-let performance for low demand stock has reducedfrom 90 days to 84.5 days for 2012/13. A series of efficient initiatives to improve and steamlineprocesses has delivered positive results and provides a firm foundation for further consolidation.The number of void houses has reduced to 378 which again compares favourably with 406 at thestart of the year. While process re-design has delivered performance improvement, the level of lowdemand has continued to increase creating particular difficulty in identifying new tenants for availableproperties across a number of settlements.

24

RISK REGISTER

Risk No. Risk Risk Owner Overall Risk

We consider the overall risk rating to be High as there remains significant uncertainty within the UnitedKingdom as to the longer term impact of the Comprehensive Spending Review and the recentlyannounced Autumn Statement on Public Sector finance across Scotland, and unquantifiable effectsfrom the current issues within the Eurozone. Current projections anticipate a budget gap of £37m by2016/17.Reviews of existing structures / financial controls / service delivery models are ongoing to maintainstrong financial management across the Council. The Council's transformation strategy is designed toensure a sustainable platform from which to deliver services. Measures to close the projected budgetgap will mitigate this risk. Council on the 13 December approved the 2013/14 budget together withindicative savings proposals (£24.974m) for the period up to 2017. The Transformation Plan StrategicBoard meet on a fortnightly basis to consider and review progress being made in delivering theprogramme and continue to review services to close the remaining gap.

RedWe consider the overall risk at present to be High as recent and imminent reforms to benefits, and joblosses in the area, most recently in the coal industry, could have a severe impact across Councilservices.The anticipated downturn has been reflected in Council budgets with an income contingency identifiedfor 2012/13. The anticipated impact of welfare reform is being monitored on an ongoing basis with anupdate report considered by Cabinet on 13 March. Further monitoring reports will also be consideredby the Governance and Scrutiny Committee. The HRA budget has also been reviewed andappropriate revisions made in anticipation of the impact of welfare reform on rent arrears. Currenttrends indicate rent arrears could increase by £0.500m in 2013/14.

RedWe consider the overall risk to be High as recent and imminent reforms to benefits, and job losses inthe area will have a severe impact on residents and indeed across Council services.It is anticipated that Welfare Reform will have an acute impact on East Ayrshire residents. Work isprogressing to ensure support mechanisms are in place through Financial Inclusion and otherappropriate services including CAB. Officers are liaising with CAB to identify larger premises for theBureau. In addtion, a senior officer group comprising officers from social services, housing, financeand communications meet regularly to plan an appropriate response in terms of service delivery.

RedWe consider the overall risk to be High in terms of financial, reputational and economic risk factors.Individual sites are large in size with costs likely to be significant - liquidators are seeking to minimisetheir residual liabilities. The Council has no liability for the restoration of the sites and is assessingimplications which may arise in respect of duties under the Environmental Protection Act to ensurethat hazardous areas are made safe.Work is progressing at a national level through a Scottish Government led task force and the Councilhas significant representation on this group. Legal and specialist engineering advice is beingcommisisoned to support these efforts.

RedThe overall risk is Medium recognising that there has been an increase in focus on Health and Safety.Failure in this area would have significant consequences for employees, service users and theCouncil.We have arrangements in place to manage health and safety across the Council which are kept underreview and the Violence at Work policy is being relaunched. The Chief Executive's Health and SafetyStrategy Group, which includes Trade Union representation, continues to keep under review bothpolicy and relevant and related operational matters.

AmberThe overall risk is Medium - the impact for individuals could be severe and would adversely impact onthe Council’s reputation.Targeted service redesign including work force and organisational development continues across theCouncil and partner agencies to support a continuous improvement agenda. The Chief Officer Groupmaintains an ongoing strategic review of this important area.

AmberWe consider the overall risk to be Medium as there remains an element of uncertainty in respect of thetotal expected cost of resolving these, and potential future claims.A reasonable provision has been identified to fund claims which are being managed by the Councilwith its external advisers. A year end review has resulted in no change to the provision held.

AmberThe overall risk is Medium as the nature of the activity is such that new attacks are increasingly likely.Enhanced procedures are in place to prevent and detect fraud, these were recently escalated andinformation received from colleagues in other areas and anti-fraud networks is assessed as received.The Chief Executive chairs a Strategic Anti-Fraud Steering Group which is reviewing the corporateapproach. An internal review of readiness to respond to serious organised crime has been concluded -strategic meetings have been held with the former SCDEA and Strathclyde Police to inform this work.A revised Fraud Strategy, taking account of current risk issues, will be presented to Cabinet forapproval.

Amber

Executive Director of


Financial Risk - Equal Pay and Equal Value Claims will have a significant financial impact on the Council

Head of Human

Resources

2

Financial Risk – Certain Liabilities in relation to opencast coal sites may fall to the Council to resolve

Depute Chief Exec /



3

Health and Safety - implementation of new arrangements fails to adequately address risk.

Depute Chief Exec /



6

Fraud and misappropriation of council resources - the Council is faced with financial loss through fraudulent activities.



5

Risks







1a

1b

1c

Economic climate - The current economic position will have an impact on the income collected by the Council

Economic climate - The level of grant funding available in the future will not support existing service levels.

Economic climate - The local economic position will have a direct impact on the residents of East Ayrshire and their demand for Council services.

4

Protection of Children and Vulnerable Adults - individuals are not adequately protected.

25

eap report for lodging 130613

Documents

grant funding allocation

grange academy

kilmarnock academy

loudon academy

stewarton academy

autism funding

school mauchinleck academy

james hamilton academy