Agenda and minutes

Prior to the commencement of Business, the Chair advised that Thursday 8 May 2025 marked the 80^th Anniversary of VE Day.  He advised that there was a national 2 minute silence taking place at 12 noon and should the meeting still  be ongoing at this time, his intention would be to pause the Business of the meeting to allow Members and Officers to take part.

Apologies for absence were received from Councillors Audrey Forrest, Amanda Hampsey, Mark Irvine, Liz McCabe and Dougie Philand.

There were no declarations of interest intimated.

Policy and Resources Committee held on 20 February 2025

The Minutes of the meeting of the Policy and Resources Committee held on 20 February 2025 were approved as a correct record.

Report by Section 95 Officer

The Committee gave consideration to a report summarising the Budget Outlook for the five year period 2026-27 to 2030-31 taking into account the budget decisions approved at the Council meeting on 27 February 2025.

Decision

The Policy and Resources Committee noted the current Budget Outlook position for the period 2026-27 to 2030-31.

(Reference: Report by Section 95 Officer dated 14 April 2025, submitted)

Councillor Math Campbell-Sturgess joined the meeting during the consideration of the following item of business.

Report by Section 95 Officer

The Committee gave consideration to a report highlighting the current financial position of the Health and Social Care Partnership and the request for a recovery plan to be developed.

Decision

The Policy and Resources Committee –

1.     noted the content of the report;

2.     noted that a recovery plan was currently being prepared and would be presented to the Council once it had been approved by the Integration Joint Board; and

3.     noted that a risk remained that the HSCP may revert to the Council for interim funds.

(Reference: Report by Section 95 Officer dated 16 April 2025, submitted)

Report by Executive Director with responsibility for Finance

The Committee gave consideration to a report recommending amendments to the Empty Property Relief Policy to enhance the impact of the Policy and to provide more targeted business support.

Decision

The Policy and Resources Committee –

1.     approved the following Policy amendments –

       i.          introduction of a discretionary 100% EPR extension of up to 12 months. Officers will have the discretion to apply an additional one-year (or lesser period) of 100% relief for property owners with genuine, evidenced renovation projects. Eligibility will be based on clear criteria and subject to regular review;

      ii.          restriction of EPR eligibility for large multinational businesses. A threshold will be introduced where businesses with empty properties exceeding a cumulative rateable value of £1,000,000 are ineligible for EPR; and

2.     agreed that both Policy amendments be implemented with immediate effect.

(Reference: Report by Executive Director with responsibility for Finance dated 27 March 2025, submitted)

Report by Executive Director with responsibility for Customer Support Services

The Committee gave consideration to a report introducing the new Corporate Plan 2025 – 2027 for approval and onward transmission to the Council.

Decision

The Policy and Resources Committee approved the new Corporate Plan 2025 – 2027 which contained the new Council Priorities for onward transmission to the Council.

(Reference: Report by Executive Director with responsibility for Customer Support Services dated April 2025, submitted)

Report by Executive Director with responsibility for Customer Support Services

The Committee gave consideration to a report which introduced a new Artificial Intelligence Policy for approval and onward progression to the Council.

Decision

The Policy and Resources Committee –

1.     approved the new Artificial Intelligence Policy for onward progression to the Council; and

2.     noted that this was a fast paced and rapidly changing area of technology and that revisions to the report may be required; with any material changes being brought to the attention of the Policy and Resources Committee.

(Reference: Report by Executive Director with responsibility for Customer Support Services dated April 2025, submitted)

Report by Executive Director with responsibility for Customer Support Services

The Committee gave consideration to a report presenting the Equality Mainstreaming Report 2025 for approval.

Decision

The Policy and Resources Committee approved the Equality Mainstreaming Report 2025.

(Reference: Report by Executive Director with responsibility for Customer Support Services dated 1 April 2025, submitted)

Report by Executive Director with responsibility for Customer Support Services and Financial Services

The Committee gave consideration to a report providing an update on the major new HR and payroll system implementation, highlighting what had been delivered so far and requesting additional funding to complete the final elements of the project.

Decision

The Policy and Resources Committee approved –

1.     the continued development and implementation of the remaining elements of the iTrent project (Phase 2), in order to maximise the benefits from its investment, as outlined in the original business case; and

2.     additional budget resources of £480k for 2025/26, to be funded from the partial release of an earmarked reserve balance, previously earmarked to create a general provision for future redundancy costs.

(Reference: Report by Executive Director with responsibility for Customer Support Services and Financial Services dated 3 April 2025, submitted)

Report by Executive Director with responsibility for Customer Support Services

The Committee gave consideration to a report proposing the Council amend its existing Flexible Retirement Procedure to allow Scottish Local Government Employees (SLGE) aged 55 and over with at least two years’ pension scheme membership to be able to make a request for flexible retirement.

Decision

The Policy and Resources Committee agreed:-

1.    to approve the proposal to amend the qualifying age to request flexible retirement to employees aged 55 and who have at least two years pension scheme membership;

2.    to approve the amendment to the Pensions Discretions Policy as outlined below.  This will continue to allow for discretion to be applied in exceptional circumstances in relation to the Council rather than the employee accepting the actuarial strain; and

3.    officers amend the Policy to ensure that in any cases where there may be a significant strain on the Pension Fund to be funded by the Council, there is a level of oversight and scrutiny provided by Chief Officers in consultation with the Leader of the Council and the Leader of the Opposition.

Proposal that the following change be made to the wording in the Pensions Discretions Policy.

Amend this:

To this:

(Reference: Report by Executive Director with responsibility for Customer Support Services dated April 2025, submitted)

Report by Executive Director with responsibility for Development and Economic Growth

The Committee gave consideration to a report which sought formal approval of projects to be supported by Place Based Investment Funding allocations as detailed in Table 1 within the submitted report. The report also highlighted the requirement to give consideration to Crown Estates funding expected in 2025/26.

Decision

The Policy and Resources Committee –

1.     agreed to the allocation of the Place Based Investment funding for 2025/26 to the projects in Table 1 at paragraph 4.6 of the submitted report subject to confirmation of funding;

2.     noted that the Transformation Projects and Regeneration Team would liaise with colleagues on the Aspiring Places project to determine potential third party projects to be considered for Crown Estates funding; and

3.     noted that, following consultation with all elected members and key stakeholders, a further report on the proposed allocation of the Crown Estates funding for 2025/26 would be brought to the 21 August meeting of the Policy and Resources Committee.

(Reference: Report by Executive Director with responsibility for Development and Economic Growth dated 7 April 2025, submitted)

Recommendation from meeting of Environment, Development and Infrastructure Committee held on 20 March 2025

The Committee gave consideration to a recommendation from the meeting of the Environment, Development and Infrastructure Committee held on 20 March 2025 in relation to the Helensburgh Waste Transfer Station Project.

Decision

The Policy and Resources Committee agreed that the remainder of the £3m of budget earmarked for the Helensburgh Waste Transfer Station Project be retained to support other funding related pressures within the waste service.

(Reference: Extract of Minute of Environment, Development and Infrastructure Committee held on 20 March 2025; and report by Executive Director with responsibility for Roads and Infrastructure Services dated February 2025, submitted)

The Policy and Resources Committee Workplan was before the Committee for noting.

Decision

The Policy and Resources Committee noted the content of the Workplan.

(Reference: Policy and Resources Committee Workplan as at 8 May 2025, submitted)