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Of the Policy and Resources Committee

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Of the Policy and Resources Committee Our Ref: Your Ref: LD Contact: Lesley Deverick Tel: 01698 302434 Fax: 01698 302351 E-Mail: [email protected] Date: 26 Nov 2018 Members of the Policy and Resources Committee Notice is given that a Meeting of the POLICY AND RESOURCES COMMITTEE is to be held within the Council Chamber, Civic Centre, Motherwell on Thursday, 6 December 2018 at 2:00 pm which you are requested to attend. The agenda of business is attached. Head of Legal and Democratic Solutions Members : Councillors: D Baird, A Beveridge, S Bonnar, B Burgess, T Carragher, K Duffy, T Fisher, M Gallacher, W Goldie, A Graham, J Hume, T Johnston, P Kelly, K Larson, J Linden, J Logue, F McNally, M McPake, H McVey, T Morgan, L Roarty, D Stocks, A Stubbs, A Valentine, S Watson. Chief Executive’s Office Archie Aitken Head of Legal & Democratic Solutions Civic Centre, Windmillhill Street Motherwell ML1 1AB DX 571701, Motherwell 2 LP-3, Motherwell 2 Page 1 of 156 ww w .northlanarkshire.go v .uk Page 2 of 156 (1) Declarations of Interest in terms of the Ethical Standards in Public Life Etc. (Scotland) Act 2000 (2) Minutes (a) Audit and Scrutiny Panel (page 5 - 10) Submit Minutes of the meetings of the Audit and Scrutiny Panel held on 26 September and 15 November 2018 (copy herewith) (b) Community Safety and Partnership Governance Sub-Committee (page 11 - 12) Submit the Minute of the meeting of the Community Safety and Partnership Governance Sub-Committee held on 8 November 2018 (copy herewith) (c) Social Work Sub-Committee (page 13 - 16) Submit the Minute of the meeting of the Social Work Sub-Committee held on 8 November 2018 (copy herewith) (d) Transformation Sub-Committee (page 17 - 20) Submit the minute of the Transformation Sub-Committee held on 14 November 2018 (copy herewith) (e) Finance and Organisational Business Committee Submit the Minute of the meeting of the Finance and Organisational Business Sub- Committee to be held on 26 November 2018 (copy to follow) (f) Appointments Sub-Committee Submit minute of meeting of the Appointments Committee held on 26 November 2018 (copy to follow) Operational (3) Aligning the Fairness Commission Recommendations with The Plan for North Lanarkshire (page 21 - 34) Submit report by the Business Solutions Manager providing (1) an updated position in terms of the development of the Plan for North Lanarkshire, and (2) clarity as to where the recommendations of the Fairness Commission will sit within the Plan for governance and monitoring (copy herewith) (4) Review of Polling Districts and Polling Places (page 35 - 66) Submit report by the Head of Legal and Democratic Solutions advising of the outcome of the consultation proposals for the statutory review of the Council's polling districts and polling places (copy herewith) (5) Amey Public Services Year 8 Best Value Review (page 67 - 76) Submit joint report by the Business Manager, Environmental Asset Maintenance and Business Relationship Manager detailing the findings of the joint service review undertaken and considering whether an extension to the contract beyond January 2021 would be of benefit to the Council (copy herewith) Page 3 of 156 2 (6) Petitions Received by the Council (page 77 - 80) Submit report by the Head of Legal and Democratic Solutions seeking approval for a new process for the consideration of petitions received by the Council (copy herewith) (7) Integrated Delivery Model for Sport, Culture and Leisure Services - Progress Report (page 81 - 86) Submit report by the Business Relationship Manager providing a summary of progress achieved to date, and highlighting the key activities for the merged entity to be achieved by the target date of 1 April 2019 (copy herewith) (8) Complaints Procedure for Community Councils (page 87 - 100) Submit report by the Head of Legal and Democratic Solutions seeking approval to commence a consultation on a proposed Complaints Procedure for Community Councils (copy herewith) (9) Community Learning and Development Proposals Submit report by the Head of Communities (copy to follow) (10) Breastfeeding Support & Awareness (page 101 - 104) Submit report by the Interim Chief Officer, Health and Social Care outlining the Council’s commitment to support awareness and engagement for breastfeeding, the provision of facilities for employees and provision in public-facing buildings (copy herewith) (11) Workforce for the Future - Progress Update (page 105 - 116) Submit report by the Head of People and Organisational Development providing an update of the Council's workforce strategy and associated programme of work (copy herewith) Financial (12) Review of 2018/19 Budget Savings (page 117 - 124) Submit report by the Head of Financial Solutions providing an update on the achievement of financial savings which were approved as part of the 2018/19 budget as at 12 October 2018 (copy herewith) (13) 5 Year Medium Term Financial Plan 2019/20 to 2023/24 (page 125 - 150) Submit report by the Head of Financial Solutions advising of the challenges facing the Council in maintaining medium term financial stability whilst achieving the strategic priorities and objectives outlined in the Council's We ASPIRE ambition (copy herewith) Contract (14) Measured Term Contract for Controlled Door Entry Systems and Associated Works, Replacement and Repairs 2019-21 - Lot 2 (page 151 - 156) Submit report by the Head of Housing Property and Projects seeking approval to award the Measured Term Contract for Controlled Door Entry Systems and Associated Works, Replacement and Repairs 2019/21 - Lot 2 (copy herewith) Page 4 of 156 AGENDA ITEM 2A AUDIT AND SCRUTINY PANEL – 26 September 2018 Motherwell, 26 September 2018 at 1 pm. A Meeting of the AUDIT AND SCRUTINY PANEL PRESENT Councillor Gallacher, Convener; Councillor Stevenson, Vice-Convener; Councillors Burrows, Graham, Hogg, Hume and T. Johnston. CHAIR Councillor Gallacher (Convener) presided. IN ATTENDANCE Des Murray, Chief Executive; Ken Adamson, Head of Audit and Inspection; Paul Hughes, Head of Business for Financial Solutions; Linda Johnston, Business Transformation Manager; Elaine Kemp, Business Finance Manager; Susan Lawrie, Business Manager (Performance and Resource Allocation), and Kirsty Brown, Committee Officer. ALSO IN ATTENDANCE Brian Howarth, Assistant Director and Carole Grant, Senior Audit Manager (both Audit Scotland). APOLOGY Councillor McKendrick. DECLARATIONS OF INTEREST IN TERMS OF THE ETHICAL STANDARDS IN PUBLIC LIFE ETC. (SCOTLAND) ACT 2000 1. There were no declarations of interest. ANNUAL ACCOUNTS 2017/18 - EXTERNAL AUDIT REPORT 2. There was submitted a report by the Head of Business for Financial Solutions (1) reminding the Panel that External Auditors appointed to local authorities by the Accounts Commission were required to carry out an Audit of Financial Statements in accordance with International Standards on Auditing; (2) explaining that, under International Standards on Auditing, External Auditors were required to communicate matters relevant to their Audit of Financial Statements to those charged with governance; (3) detailing the objectives of the External Auditors, and (4) advising (a) that the Audit of the Accounts for 2017/18 had now been completed by Audit Scotland, with the final version of the Accounts attached to the report, and (b) that, following consideration of the Accounts, a copy of the final Accounts signed by Audit Scotland and officers of the Council would be submitted to Audit Scotland. Paul Hughes spoke to the report and informed the Panel that the Annual Accounts for 2017/18, as appended to the report, were available for signature. The Panel highlighted that the political composition as detailed in the Annual Accounts did not match the existing circumstances and it was agreed that the figures would be checked and, if required, would be amended prior to signing. Page 5 of 1156 AUDIT AND SCRUTINY PANEL – 26 September 2018 Thereafter, the Panel agreed (1) that the report be noted, and (2) that the final Annual Accounts 2017/18 be approved for signing, subject to any amendment in relation to the political composition figures detailed in the Annual Accounts. ANNUAL ACCOUNTS 2017/18 - LETTERS OF REPRESENTATION 3. There was submitted a report by the Head of Business for Financial Solutions (1) informing that, prior to completion of the 2017/18 Audit of Accounts, the External Auditor required a letter from the Council providing written assurance on aspects of the Council's financial statements and Charitable Trusts and Educational Endowments Accounts, including the judgements and estimates made in their preparation; (2) indicating that the Letters of Representation set out the representations of management and confirmed that the Accounts were free from material mismanagement; (3) advising (a) that the External Auditor had, during the course of the Audit, highlighted a number of mis-statements within the Council's financial statements, some of which had been adjusted whilst others had remained unadjusted due to materiality, and (b) that a list of items that had arisen relating to the Council's Accounts and the Charitable Trusts and Educational Endowments Accounts were contained within the External Audit Annual Audit Report which formed part of this meeting's agenda, and (4) attaching, as Appendices to the report, copies of the Letters of Representation for (a) North Lanarkshire Council's Annual Accounts 2017/18, and (b) North Lanarkshire Council Charitable Trusts and Educational Endowments Annual Accounts 2017/18, which the Head of Business for Financial Solutions had prepared
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