Comhairle nan Eilean Siar...The Mod nan Eilean Siar 2016 Joint Liaison Committee have met on 2 occasions and are progressing matters of joint interest, and the Comhairle Convener chairs

CHIEF EXECUTIVE'S DEPARTMENT

April 2015 - December 2015

Action and KPI Progress Report

Comhairle nan Eilean Siar

Action and KPI Progress Report - CHIEF EXECUTIVE'S DEPARTMENT - April 2015 - December 2015

OVERALL PERFORMANCE - CHIEF EXECUTIVE'S DEPARTMENT

Actions

On Track 98.2%Monitoring Required 1.8%Off Track 0.0%No Targets Set/ Ongoing 0.0%

Total: 100.0%

57 Actions reported on

56

1

Actions with no target set / ongoing

0

0

Actions with at least 100% of target

Actions greater than 79 and less than 100% of target

Actions with less or equal to 79% of target

KPIs

On Track 40.4%Monitoring Required 10.6%Off Track 14.9%Annual 34.0%

Total: 100.0%

KPIs off track

KPIs reported on

KPIs monitoring required

KPIs on track 19

5

7

47

Annual KPIs 16

Page 2 of 34


Chief Executive's Office

Business Unit Overall Performance - Chief Executive's Office

Actions

On Track 100.0%Monitoring Required 0.0%Off Track 0.0%No Targets Set / Ongoing 0.0%

Total: 100.0%


Actions reported on 5

5

0

0

0




KPIs


Total: 100.0%

KPIs reported on


KPIs on track

KPIs off track

3

0

0

7

4 Annual KPIs

Page 3 of 34


Comments - Chief Executive's Office

Quarter 3 Progress Comment:

HoS Narrative due 29th January 2016

Communications

The Communications Services continues to implement the Communications strategy and provide advice to Members and Officers on Communications matters. 55 press releases were issued

during the third quarter bringing the total for the 1st 2nd and 3rd quarters to 166.

The Comhairle continues to regularly tweet bilingually. The Comhairle again took part in Gaelic Twitter Day. The Comhairle now has a Facebook page which has been used twice so far for

community conversations. The first of these was on the Islands Bill and the second on budgets. 15 people engaged with the session and there were 109 views. For the budgets session 194

engaged with 762 views.

In terms of ongoing ‘Our Islands: Our Future’ (OIOF) communications, the campaign continues to attract media interest. The Scottish Government’s Islands Bill was launched in the Western

Isles on 30th September and the consultation came to a conclusion on December 23rd.

Nigel Scott, Communications Officer, 29 January 2016

Project Management

The Project Management function is involved in a range of projects across a number of service areas, such as: North Uist Primary School; Castlebay School; St Brendan’s Health and Social

Care Project (Barra); the Bhaltos Outdoor Centre; Ardseileach Core and Cluster Project; the Callanish Visitors Centre Redevelopment Project; and Social Care/Residential Provision. Each of

these projects are at various stages of development with varying levels of support and Chief Executive Department involvement, as detailed at Action 7.1.5.2.of this progress report.

Dan Macphail, Senior Projects Manager, 20 January 2016

Sgioba na Gàidhlig

The second annual review of departmental commitments under the Comhairle’s Gaelic Language Plan 2013-17, is currently underway and the two departments whose reviews are still

outstanding – Technical Services Department and Social work Department – are both due to submit their reviews to Comataidh Buileachaidh Plana Cànan in February 2016. The next

iteration of the Language Plan will be due September 2017 and Sgioba na Gàidhlig will liaise with departments in preparation for submission of the new plan.

The Comhairle submitted ten applications to Bòrd na Gàidhlig under GLAIF 2015/16 and of these six were successful in terms of the fund. The total of funding awarded for these Western

Isles-based projects for 2015-16 was £260,800.

The Ùlpan classes in terms of Comhairle numbers for 2015/16 has been reduced to 40, this is accepted as a more realistic target.

Following the Oban Mod, plans for Mòd nan Eilean Siar 2016 will accelerate and the Comhairle will have further discussions with the organising agency, An Comunn Gàidhealach, to consider

such topics as: accommodation; competition venues; transportation, licensing and catering. The Mod nan Eilean Siar 2016 Joint Liaison Committee have met on 2 occasions and are

progressing matters of joint interest, and the Comhairle Convener chairs the Committee.

Doileag NicLeòid, Oifigear Poileasaidh Gàidhlig, 27 January 2016

Action Progress - Chief Executive's Office

Page 4 of 34


6.1.8.Continue to support Gaelic language and cultural development.Strategic

Objective:Service Profile

Sgioba na Gàidhlig

ACTION RESPONSIBILITY PERFORMANCETARGET% COMP.END DATESTART DATEACTION STATUS

6.1.8.1.CS: Implement the Comhairle's Gaelic

Language Plan 2013-2017.

In Progress 01/04/2013 31/03/2017 70% 70%Doileag NicLeòid - Oifigear

Poileasaidh Gàidhlig

ACTION PROGRESS COMMENTS

Bòrd na Gàidhlig approved the Comhairle's Gaelic Language Plan 2013-2017 at its meeting on 18 June 2013. The Comhairle's initial review was completed in December 2014. The 2nd

review is now at the half-way stage with The Chief Executive's Department and the Department of Education and Children's Services having completed their reviews by September 2015,

with both departments indicating progress on the implementation of the plan. In November 2015 the Finance and Corporate Resources and Development Departments submitted their

reviews. The plans indicated that there is some work to be done on the Gaelic content of the Comhairle's website, but all departments need to feed into the content.

Service Profile

Sgioba na Gàidhlig


6.1.8.2.Organise the Comhairle's input into the

2016 Royal National Mòd.

In Progress 01/04/2015 30/11/2016 60% 45%Doileag NicLeòid - Oifigear

Poileasaidh Gàidhlig


The pattern of meetings between the Comhairle and An Comunn Gaidhealach is now established. Discussions are ongoing with FES for access and use of The Nicolson Institute and also

with the BBC in relation to the principal venue for the major competitions.

7.1.1.Deliver Best Value services to meet the needs of the community.Strategic


Communications


7.1.1.26.Development of Gaelic within

Comhairle communications.

In Progress 01/04/2013 31/03/2017 75% 75%Nigel Scott - Communications Officer


We continue to increase the usage of Gaelic in communications by issuing more bilingual press releases, increasing the number of Gaelic tweets on the Comhairle’s corporate twitter and

Facebook pages, carrying out translation work for other Comhairle departments as well as having a dedicated section for Gaelic in the newsletter. The Mod nan Eilean Siar 2016 Facebook

page is continuously updated with fundraising events/news. The Comhairle will continue using a Gaelic twitter feed dedicated to forthcoming elections (the first bilingual (Gaelic and English)

elections account in the UK).

Service Profile

Communications


7 . 1 . 1 . 2 7 . I m p l e m e n t t h e C o m h a i r l e ' s

Communications Strategy 2012 - 2017.

In Progress 01/04/2013 31/03/2017 75% 75%Nigel Scott - Communications Officer


Page 5 of 34


ACTION PROGRESS COMMENTSWork ongoing. The Comhairle's Communications Strategy 2012 - 2017 is communicated to staff through the staff newsletter, E-Ceangal, which the Communications section undertake

production of - the last issue was published in September 2015. The strategy is also introduced to new employees through the Corporate Induction Programme. During the period April –

December 2015, 181 press releases were issued.

7.1.5.Work with partners to provide shared and integrated services.Strategic


Project Management advice to service

DepartmentsACTION RESPONSIBILITY PERFORMANCETARGET% COMP.END DATESTART DATEACTION STATUS

7.1.5.2.Provide the necessary support and

advice to enable all client departments /

stakeholder groups to progress their project to

the next key stage.

In Progress 01/04/2014 31/03/2017 75% 75%Dan MacPhail - Senior Projects

Manager


The Project Management function is involved in a range of projects across a number of service areas: North Uist Primary School; Castlebay School; St Brendan’s Health and Social Care

Project (Barra); the Bhaltos Outdoor Centre; Ardseileach Core and Cluster Project; the Callanish Visitors Centre Redevelopment Project; and Social Care/Residential Provision. Each of

these projects are at various stages of development with varying levels of support and Chief Executive Department involvement, as follows:

Project Progress Update:

• Sgoil Uibhist a Tuath - The programme, facilitating a summer (July) 2016 handover for the first phase (school building and car-park) and a winter (December) 2016 handover for the

remaining external works, remains on track. Recent project activity has focussed on development and sign off of the room layout sheets and further consideration of the transition

management process.

• St Brendan’s Health and Social Care Facility –On an operational level, the project is being managed by NHS WI with input from the Comhairle as required. There are ongoing site access

and acquisition issues which have been the principal cause of delay but which are near resolution. A revised Outline Business Case (OBC) is expected to be submitted in April/May 2016.

The project is being procured through Hubnorth though it is likely that a New Project Request (NPR) will require to be submitted. There is likely to be significant cost shift since the original

OBC submission in July 2014. It is expected that the Design Team will be reengaged around May/June 2016 should all land issues and necessary approvals be secured.

• The Ardseileach Core and Cluster Project – The construction contract was awarded in March 2015 and a site start commenced April 2015. Support is being provided to the client

department in order they fulfil their client obligations as part of the contract. Current project activity has centred around the planning and procurement of loose furniture and equipment (FFE)

and preparation for transition to the main Care Home which is the first phase of the development.

• Bhaltos Outdoor Learning Centre – The appointment of an operating partner was a key component of the preferred model for project delivery. Following numerous tendering exercises, it

has not been possible to appoint an operating partner. On that basis, the Comhairle has agreed not to proceed with the project at this time.

• Callanish Centre Redevelopment - Project Management advice and support has been provided to Urras nan Tursachan (UnT) over the period and design feasibility has progressed well.

UnT are currently seeking to finalise the project scope and continue to work on funding applications and finalising the business case.

• Social Care/Residential Provision – Ongoing advice is being provided via the multi stakeholder Residential Care Review forum.

• Castlebay School - A community conversation was held in June 2015 and dialogue with key school stakeholders is expected over the coming months in relation to Accommodation

Schedule requirements. Further consultation, specifically in relation to the primary department, with key stakeholders (staff, pupils and parents), commenced in December 2015 and a

stakeholder meeting is planned for the end of January 2016.

• Other Services – general advice and assistance is provided across departments on an ad-hoc and sometimes informal basis. For example, assistance is often provided to Technical

Services and Education and Children’s Services on historical matters relating to the Western Isles Schools Project, or general procurement/project management advice to other

Page 6 of 34


departments.

Scorecard - Chief Executive's Office

2015/16 SBP PIs - Chief Executive's Office Unit Target Actual Indicator Comments

CE001: (LO7) Percentage of positive uptakes of press releases

(Local Media)

% 80.00 90.06 During the period 01.04.15 - 31.12.15, there were 163 out of

181 positive uptakes of press releases issued.

CE026: (LO7) Percentage of client departments satisfied with the

Project Management Advice Service.

% 100.00 Annual

CE028: (LO6) Number of Organisations receiving financial

assistance from the Sgioba na Gàidhlig Small Grants Budget

# 6.00 7.00 Despite several organisations indicating that they were going

to submit an application, no applications were received in the

3rd quarter for financial assistance from SnG's small grants

budget. To date in the 2015/16 financial year a total of 7

applications have been processed and a total of £17705.00

has been paid out in grants.

CE029: (LO6) Number of staff completing the Comhairle's Gaelic

course

# 40.00 Annual For comparison:

2011/12 14

2012/13 45

2013/14 78

2014/15 35

CE030: (LO6) Number of Reports to Committee re progress on

implementing Gaelic Language Plan.

# 4.00 Annual Progress of the Comhairle’s Gaelic Language Plan 2013-17 is

periodically reported to the Comataidh Buileachaidh Plana

Cànan Committee and the reports made available to the

public, at:

http://www.cne-siar.gov.uk/committees/cbpc/index.asp

CE031: (LO6) Number of significant cultural events supported

per annum throughout the Outer Hebrides

# 4.00 Annual

CE032: (LO6) Level of funding secured from Bòrd na Gàidhlig

(trend analysis PI - no targets set).

£ 0.00 260,800.00 Seven Applications were submitted to the Bord na Gaidhlig

GLAIF for Western Isles-based projects.

Trend analysis PI - no targets set. For comparison:

2011/12 - £71,756

2012/13 - £91,951

2013/14 - 151,000

2014/15 - £109,900

2015/16 - £260,800

Page 7 of 34


Executive Office

Business Unit Overall Performance - Executive Office

Actions


Total: 100.0%



30

1

0

0




KPIs


Total: 100.0%

KPIs reported on


KPIs on track

KPIs off track

11

4

3

19

1 Annual KPIs

Page 8 of 34


Comments - Executive Office


Our Islands: Our Future

The Executive Office continues to project manage ‘Our Islands : Our Future’, on behalf of the Chief Executive, up until February 2016. This includes simultaneous lobbying of Scottish and UK

Governments on a range of topics and sectoral areas of interest to the islands to obtain transfer of management of assets and revenues to island authorities at the earliest opportunity. The

Islands’ representation remains with the Leaders and Chief Executives of the three Islands Councils.

The group met on 2 June 2015 in Kirkwall where it focused on Transport issues; on 8 July 2015 in Glasgow where it focused on Energy and Fuel Poverty and on 24 September 2015 in

Edinburgh where The Crown Estate, Digital Connectivity, Transport and progress in relation to Empowering Scotland’s Islands’ Communities were discussed. An Outline Paper – A Deal for

the Islands, was put before the Islands Areas Ministerial Working Group (IAMWG) on 26 November 2015. Work is currently underway to capture the outcomes of this stage of the

engagement with Scottish Government at the meeting in Lerwick scheduled for 22 February 2016. The IAMWG is chaired by Derek Mackay, MSP, Minister for Transport and Islands, and the

other permanent political representatives from Scottish Government are Dr Aileen Macleod, Minister for Environment, Climate Change and Land Reform, and Marco Biagi, MSP, Minister for

Local Government and Community Empowerment.

The Consultation on the provisions for a Future Islands Bill was launched on 30 September 2015 and it addressed Island-Proofing; Empowering Island Communities; a National Islands Plan;

statutory protection for the Na h-Eileanan an lar Scottish parliamentary constituency boundary; and Local Government Electoral Wards. The consultation closed on 23 December 2015.

Submissions were made by the three Islands Councils and the OIOF campaign. It is hoped that initial analysis of responses will be shared by Scottish Government on 22 February with more

detailed analysis being discussed at a Scottish Government seminar for Islands Communities which will take place in Arran on 14 March 2016.

A meeting of the Islands Working Group with UK Government took place on 29 October 2015 when the importance of adequate funding being identified through the UK Government Spending

Review on 25 November 2015 to support remote islands Contracts for Difference was emphasised. The meeting was chaired by David Mundell, MP, Secretary of State for Scotland. The

campaign made representations at that meeting seeking devolution of management and control of The Crown Estate to the islands councils on the date of transfer to Scottish Ministers. UK

Government amendments to the Scotland Bill were published on 2 November. As none of the amendments were relevant to this point it is the intention of the campaign to pursue the matter in

the House of Lords stages of the Scotland Bill. The campaign has met with Lord Wallace who has lodged an amendment to the Scotland Bill which would achieve the devolution sought by the

islands councils. This will be debated during the Committee stage of the Bill as it continues its progress through the House of Lords.

Europe

Structural Funds

The UK Partnership Agreement and the Structural Funds Operational Programmes (ERDF and ESF) have now been formally adopted by the Commission. These can be viewed on the Scottish

Government website at:

http://www.scotland.gov.uk/Topics/Business-Industry/support/17404/EuropeanStructuralFunds/ProgrammeDocumentation/europeanstructuralfundsoperationalprogrammes2014-2.

ESF

A formal application for the Employability SI funds was submitted by the Comhairle in March 2015 and £770k ESF (50%) was approved by Scottish Government, matched (50%) by the

Comhairle. A phase 2 application (Operations) was submitted by the Comhairle on 2 November 2015 and the outcome is awaited.

In May 2015, a meeting was held with interested parties about the proposed Western Isles Poverty and Social Inclusion bid. A draft bid was circulated to potential partners in October 2015 and

the deadline for submission to Scottish Government is likely to be in early March 2016. Aside from £60k approved by the Comhairle, other agency match funding could be an issue.

ERDF

A Business Gateway second phase (Operations) ERDF application in the sum of £112,500 was submitted by the Comhairle on 2 November 2015 and the outcome is awaited.

Transnational

A transnational meeting of ERASMUS+ partners took place in October 2015 in County Clare, at which, the Comhairle, West Side school and CnAG made presentations to County Clare

Council and a series of other presentations at various venues on the status of Gaelic language and culture, GME and Gaelic secondary and higher education. A visit by French children to

Sgoil an Taobh Siar mainly, and thereafter to other parts of Lewis, will take place in May/June 2016 and preparations and the itinerary for that visit are being finalised. A transnational meeting

in Ireland will take place from 22 to 24 May 2016 which will be attended by representatives from the Comhairle, CnAG and Sgoil an Taobh Siar.

Page 9 of 34


EDIC

The EDIC 2016 Action Programme and Grant request for EDIC–Outer Hebrides has now been considered by the Commission and a grant of €21,500 (c.£17k) has been awarded for 2016.

.

HIEP/Scottish Government

A meeting was held on 11 August 2015 with Keith Brown MSP, Cabinet Secretary for Infrastructure, Investment and Cities, to discuss HIEP’s concerns about the governance and delivery

issues around the new EU SF programmes 2014-2020. Positive feedback had been received from the Cabinet Secretary and it remains to be seen how robust and credible future governance

processes and procedures will be. The Comhairle is represented on the key bodies: JPMC; HITC and the RDOC. HIEP has recently (January 2016) sought a further meeting with the Minister

as some of the key issues have still not been resolved.

Community Planning

The OHCPP’s communication, liaison and consultation with communities continue, including the development of a local plan for Harris which is progressing well. It is planned that the draft will

be presented at the OHCPP in April 2016.

The finalised Annual Report 2014/15 Report was approved by the OHCPP in November 2015.

The OHCPP’s Development Plan incorporates the following areas: participatory budgeting; joint resourcing; Welfare Reform and poverty; autism; community engagement; community justice;

refugee resettlement and data sharing. Working Groups in these respective areas meet regularly to monitor and review progress.

The OHCPP was successful in an application to Scottish Government for training on Participatory Budgeting for all CPP partners and initial training has taken place with a range of Councillors

and officers. The Participatory Budgeting methodology has been applied to the redesign of public transport on Uist and Barra, this project is now in its final tendering stage with Community

members participating in the scoring of tenders. The project is receiving national interest because of the innovative approach. Evaluations for the work will be undertaken in March both

nationally and locally.

A project looking at how to improve outcomes for long-term unemployed with a view to developing new services through joint resourcing has completed the pilot phase. The group are now

considering how to ensure this work is sustained and rolled out to the southern isles.

The EYC continues to run a wide range of tests of change, supported by OHCPP officers. Home and national learning sessions have been held which were well attended. There are some

issues with capacity of staff to undertake this work. Locally a prioritisation exercise was undertaken now that the EYC will focus locally on 4 priority areas to help with capacity issues.

The Autism Development Officer has been working with a wide range of partners to ensure the implementation of the Autism Strategy. We have been successful in securing funding for

developing a virtual information resource and hub. Autism Network will be working with the CPP to deliver a training package at the end of March 2016 for practitioners and strategic planners.

The CPP has secured funding for ESOL delivery for 2015/16.

The Data Sharing Partnership has completed significant practitioner engagement and has identified a business process to take forward information-sharing, initially to support the

implementation of GIRFEC, followed by health and social care integration. The new system (LINC) is currently in trials to ensure compatibility with existing systems and further technical

developments are underway to enable CareFirst users to share information on to LINC as appropriate. The Comhairle, NHS WI, Police Scotland and Scottish Fire and Rescue have also

‘signed off’ the Scottish Accord for Sharing Personal Information (SASPI). Information Sharing Protocols are being developed for the various services areas that are required to share

information

In relation to welfare reform, in partnership with C-CIG, furniture banks have been established across the islands. Partners have worked together to ensure that the local services are

developed for the rollout of Universal Credit (which began in May 2015). This includes digital access, money advice and employability support. The Survival Guide for those in crisis has been

revised and redistributed.

The CPP is currently preparing for the transfer of Community Justice to Community Planning, with consideration of how it will manage the responsibilities through structures and the use of

Page 10 of 34


Scottish Government transition funding. A Transitional Plan will be submitted to Scottish Government by the end of January 2016.

The CPP has also taken part in the Care Inspectorate’s joint inspection of children’s services and services for older people

The Community Partnership Manager has been involved in in-house and external discussions regarding the Employability and Poverty and Social Inclusion EU funding allocations respectively

2014-2020.

The CPP is overseeing the establishment of the Syrian Families Refugee Resettlement Planning Group to work with partners to ensure that any families accommodated here are given

appropriate accommodation and support services.

Democratic Services

All Performance Targets in relation to The UK Parliamentary Election and the Local Government By-Election for An Taobh Siar agus Nis Electoral Ward as set by the Electoral Commission and

Elections Management Board for Scotland were met. The Election Accounts for the Scottish Independence Referendum received approval in July 2015. The Accounts for the UK Parliamentary

Election were submitted in advance of the deadline.

The Democratic Services team is now involved in preparations in advance of the Scottish Government Election on 5 May 2016.

Continuous Improvement

The Corporate Improvement MOWG was replaced by the Continuous Improvement Sub-Committee and a project management approach agreed to inform allocation of resources to deliver

priorities in the challenging times ahead. It was also agreed to adopt the Public Service Improvement Framework (PSIF) model of self-evaluation which will facilitate benchmarking.

PSIF training for members of the Sub-Committee together with a meeting of the Sub Committee took place on 18 August 2015. The Sub-Committee met on 18 August 2015 when it

considered its remit and submitted a proposed remit to the Comhairle. The Comhairle approved this remit on 30 September 2015 and referred the replacement of the door entry/flexi system to

the Sub-Committee. The Sub-Committee met on 5 November 2015 when it received an update on PSIF and noted that collection of data would commence in the week beginning 16 November

2015 and that mechanisms for sharing good practice across Departments would be shared as part of the process. It also undertook its scrutiny role in relation to the Business Efficiency

Projects scheduled for delivery in 2016/17 and required that certain actions be taken by Project Sponsors in advance of its next meeting. An update in relation to implementation of PSIF and

lessons learned was considered by the Sub-Committee on 25 January 2016. That meeting also considered project highlight reports for 2016/17 efficiency projects and work packages for

2017/18 projects. It will report its recommendations through Policy and Resources and Audit and Scrutiny Committees.

Risk

The Departmental Risk Register is up to date and reported at DMT and at every Committee series via the Chief Executive’s Performance presentation.

Lesley McDonald, Head of Executive Office, 29 January 2016

Action Progress - Executive Office

2.1.8.Attract inward investment and maximise external funding.Strategic


Corporate Policy


2.1.8.3.Assess and report on the impact of EU

2020 Funds locally.

In Progress 01/04/2015 31/03/2017 75% 75%Angus Murray - Corporate Policy

Manager


On the ESF front, the Comhairle submitted an Employability bid in March 2015 which was approved and a letter of offer has been received from Scottish Government. The bid is worth

Page 11 of 34


£1,540,000 (ESF of £770,000 (50%)) intervention and 50% from the Comhairle. The Comhairle's phase 2 Employability bid (Operations) was submitted to Scottish Government on 2

November 2015 which was the deadline, as was the Business Gateway application. The Business Gateway bid has been approved and a letter of offer received.

All Strategic Interventions with H&Is' involvement have been approved although the detail of most of these in terms of 'on the ground' practicalities has still to be finalised. Too early to state

what the local impact of the new programmes 2014-2020 will be, although a series of Lead Partner-led workshops is envisaged throughout 2016.

A Report was presented at Policy and Resources (P&R) Committee on 2 December 2015 updating the Comhairle on the current status of all the Strategic Interventions. The report can be

viewed within the P&R Committee web page, at: http://www.cne-siar.gov.uk/committees/policyandresources/index.asp. An invite is to be extended to national and regional Lead Partners to

explain how their Strategic Interventions (those that apply in the Highlands and Islands) will be delivered locally.

Service Profile

Corporate Policy


2.1.8.4.CS: Develop Outer Hebrides EU

Strategy and Plan 2014 – 2020.


Manager


To some extent this is determined by Scottish Government's approach to the new Structural Funds (SF) programmes 2014-2020. The UK Partnership Agreement and the Scottish Chapter

of it have now been approved by the Commission as have the SF Operating programmes (ERDF and ESF). Lead Partners have been identified for all Strategic Interventions which include

national and regional bodies. Local authorities will have lead roles on Business Competitiveness through Business Gateway, Employability and some element of Poverty and Social

Inclusion. The Comhairle has submitted its Employability bid which has been approved and a letter of offer has been received from Scottish Government. The second phase 'Operations'

application was submitted on 2 November 2015. Other than these areas, it remains to be seen how much of a role the local authority will have in terms of the other Strategic Interventions or

the degree of local decision making. In the meantime, Highlands and Islands Enterprise (HIE) are developing an EU Engagement Strategy for the region to maximise benefits from the new

programmes and to which the Comhairle has contributed.

Local agencies including HHP, CAB and NHS Western Isles have met this year to discuss a Western Isles Poverty and Social Inclusion bid. This bid will be submitted by the Comhairle in

consultation with these agencies. Scottish Government has yet to set a deadline but it is likely to be in March 2016.

Service Profile

Corporate Policy


2.1.8.5.CS: Establish External Funding Member

Officer Working Group.

Completed 01/04/2013 31/03/2016 100% 75%Lesley McDonald - Head of

Executive Office


During 2014/15, a Report to the October 2014 Committee series outlined the proposed approach by the Comhairle to EU funding 2014-20, both internally and externally. The approach

internally is to go through CMT and the ESF MOWG in the first instance to discuss and consider the range of opportunities for EU funding to ascertain which are of potential benefit locally.

Service Profile

Corporate Policy


2.1.8.6.Ensure the Comhairle's effective

participation as a member of the Conference of

Peripheral Maritime Regions (CPMR).


Manager


During 2014/15, the Comhairle worked with the CPMR Islands Commission to lobby on all EU matters likely to impact on these islands. The Comhairle and H&Is partners met some of the

new MEPs through a VC meeting to discuss key issues. The Comhairle also wrote to Scottish MEPs and to the Commission on a range of issues as these arose, e.g. renewables. A

Page 12 of 34


meeting between HIEP and Ian Duncan, MEP, was intended for 18 September 2015 to discuss renewables, but that meeting was cancelled due to travel disruption. A further meeting with

MEPs by VC was held on 11 November 2015 which was attended by reps from the Comhairle. The Leader attended the CPMR General Assembly in Florence on 4-6 November 2015, at

which a range of matters was discussed: Maritime Policy; Migration and Cohesion Policy post-2020.

Service Profile

Corporate Policy


2.1.8.7.Manage, monitor and report progress

on the ERASMUS + transnational programme.


Manager


A transnational meeting of ERASMUS+ partners took place in Edinburgh from 20 March to 22 March 2015. This was followed up in May 2015 by Western Isles’ partners’ attendance at a

transnational seminar in the Gers Council region in the south of France, at which, the Comhairle, West Side school and CnAG made presentations on the status of Gaelic, GME and the

Gaelic in public life respectively. This seminar was also attended by representatives from the European Commission. ERASMUS+ is a minority language project involving Scottish, Irish and

French Occitan. It is fully funded by the EC. The lead partners are French.

Comhairle, West Side school and CnAG representatives attended a week long seminar in Ennis, Ireland, in October 2015 which involved presentations to County Clare Council and visits to

Irish Medium schools in Ennis and Limerick. A visit by French pupils to the Western Isles is proposed in April/May 2016. This is currently being organised.

Service Profile

Corporate Policy


2.1.8.8.Participate in, monitor and evaluate

European Policy and Programme development

as it pertains to the Comhairle, at Regional,

Scottish, and EU level.


Manager


The UK Partnership Agreement has been approved and the Structural Funds Operating Programmes (ERDF and ESF) have been adopted by the European Commission.

The Comhairle and Highlands and Islands partners (HIEP) will continue to monitor, evaluate and review future governance and delivery mechanisms at H&Is level. The Comhairle is

represented on the Joint Programme Monitoring Committee and the Highlands and Islands Territorial Committee, both of which meet in November 2015, and the Rural Development

Operating Committee which is attended by the Comhairle's Director of Development. Governance and delivery issues - the need for more transparent and accountable governance and

delivery - continue to dominate discussions and a meeting was held between HIEP and Keith Brown, MSP, Cabinet Secretary for Infrastructure, Investment and Cities on 11 August 2015 to

resolve these issues. The next few months will determine whether HIEP's concerns have been addressed and resolved.

In the meantime, all the Strategic Interventions in which the Highlands and Islands have an involvement have been approved although much of the detail as to practicalities has yet to be

finalised. A Report on these Strategic Interventions went to Policy and Resources Committee on 2 December 2015 and meetings will be sought with regional and national Lead Partners in

2016. The report can be viewed within the P&R Committee web page, at: http://www.cne-siar.gov.uk/committees/policyandresources/index.asp. There may also be some SI Workshops led

by Lead Partners throughout 2016 to which stakeholders will be invited.

Service Profile

Corporate Policy


2.1.8.9.Provide support to the Our Islands Our

Future team and campaign.


Manager


Ongoing support (from a European perspective primarily) is provided to the Head of Executive Office and the wider inter-islands councils team as required in relation to the OIOF campaign.

Page 13 of 34


This has evolved over the course of the year and has included responses to 'Empowering Scotland's Islands Communities'; 'A Framework for the Islands'; the Smith Commission; and

political feedback to the Smith Commission - in terms of potential impacts (and realising realistic opportunities ) for the Islands. A paper has been produced on Special Status (for Islands)

which was discussed at the last Island Areas Ministerial Working Group on 26 November 2015. Scottish Government’s Public Consultation on the provisions to be included in a Future

Islands Bill has been issued and the deadline for responses is 23 December 2015.

Service Profile

Corporate Policy


2.1.8.10.To report the progress of the Europe

Direct Information Centre - Outer Hebrides

(EDIC) on a half yearly basis.

Completed 01/04/2014 31/03/2017 100% 75%Linda Cunningham - Corporate

Policy Officer


The EDIC is a one stop shop for all matters European which seeks to inform the public about a range of European issues which may impact on their everyday lives. EDIC Outer

Hebrides is one of three in Scotland and is grant funded by the Commission.

The European Commission’s Representation in London evaluates the performance of EDICs in the United Kingdom on an annual basis. EDICs are scored against the delivery modules

they have selected for that year with scores in the range: Poor, Satisfactory, Good, Very Good, and Excellent. The delivery of the eight modules selected by EDIC-Outer Hebrides in 2014,

scored two ‘Very Goods’, five ‘Goods’ and one ‘Satisfactory’ and was commended by the EC Head of Communication as “clearly, a hard working Centre”. This evaluation process is

important because it determines the level of EC grant funding issued to the Comhairle for the year under review.

As a result of a positive evaluation by the Commission, EDIC-Outer Hebrides received total grant funding of €21,500 for the year 2014.

The EDIC Outer Hebrides 2016 Action Programme and Grant Request to continue the operation of EDIC Outer Hebrides has been submitted to the European Commission and a formal

approval has been received.

4.1.3.Work with partners in the interests of better physical and mental health and wellbeing.Strategic


Democratic Services


4.1.3.23.Provide support to Children's Panel

Area Support Team, including recruitment and

training of Children's Panel Members.

In Progress 01/04/2013 31/03/2017 75% 75%Derek MacKay - Democratic

Services Manager


On target. The Democratic Services continue to provide support to the Children's Panel Area Support Team.

5.1.6.Strengthen community infrastructure and facilities.Strategic


Democratic Services


5.1.6.3.Undertake Community Ballots on behalf

of Local Community Groups.


Services Manager

Page 14 of 34



Community Ballots were undertaken on behalf of Gallan Head Community Trust, Keose Glebe Community Trust, Urras Oighreachd Charlabhaigh.

Service Profile

Democratic Services


5.1.6.4.Undertake Elections in line with:

Legislation; Electoral Commission Guidance;

and Election Management Board directions.


Services Manager


The European Parliamentary account and the SIR Accounts have been cleared by the Scotland Office. The UK Parliamentary Election was completed and performance targets set by

Election Management Board and Electoral Commission met. The Accounts were submitted for audit by the deadline. An Taobh Siar agus Nis by election completed.



Democratic Services


7.1.1.71.Coordinate the review of Local

Government Wards on behalf of the Comhairle.


Services Manager


An update was provided to the September Series of Meetings.

Service Profile

Members’ Services / Support Unit


7.1.1.72.Maintain and update Members'

Register of Interests and Members' Register of

Expenses to comply with Statutory

requirements.

In Progress 01/04/2013 31/03/2017 75% 75%Belle A Scott - Member Services


Members' Register of Interests is updated when an individual's circumstances change. Once informed, the necessary amendments are made and submitted thereafter to the Comhairle's

web support team to update the website, at: http://www.cne-siar.gov.uk/members/.

Service Profile

Licensing


7.1.1.73.Process and determine applications

for licences under the Civic Government

(Scotland) Act 1982, the Gambling Act 2005

and other relevant legislation.

In Progress 01/04/2013 31/03/2017 75% 75%Lesley McDonald - Head of

Executive Office

Page 15 of 34



On Target. The Licensing Service continues to process and determine applications for licences under the Civic Government (Scotland) Act 1982, the Gambling Act 2005 and other relevant

legislation, as required, on an ongoing basis.

Service Profile



7.1.1.74.Provide a Corporate Travel Facility. In Progress 01/04/2013 31/03/2017 75% 75%Belle A Scott - Member Services


Members' Services has provided a corporate travel facility since April 2011. Travel and accommodation guidance can be accessed by staff on the intranet, at:

http://187.187.1.42/bookings/travel/index.asp.

Service Profile



7.1.1.75.Provide secretarial and administrative

support to Elected Members together with

advice on approved duties and expense

reclaims.

In Progress 01/04/2013 31/03/2017 75% 75%Belle A Scott - Member Services


Secretarial support is a continuous service for all Elected Members. Members' expenses are dealt with on a monthly basis ensuring that all expenses forms are submitted by the deadline.

Service Profile

Licensing


7.1.1.76.Provide support, as required, to the

Western Isles Licensing Board in relation to the

Licensing (Scotland) Act 2005.


Executive Office


On Target. The Licensing Service continues to provide support, as required, to the Western Isles Licensing Board in relation to the Licensing (Scotland) Act 2005.

7.1.2.Engage regularly with the community to plan and prioritise the delivery of Comhairle services.Strategic


Community Planning


7.1.2.2.Facilitate two way communication

between the Outer Hebrides Community

Planning Partnership (OHCPP) and the

Communities of the Outer Hebrides

In Progress 01/04/2013 31/03/2017 75% 75%Gayle Findlay - Community

Partnership Manager

Page 16 of 34



During April-June 2015 the CPP has continued its work in relation to Participatory budgeting, Joint Resourcing and working with the Harris community in understanding their aspirations for

their community. A workshop including residents has been held on participatory budgeting, and communications about the results of the Bus Service redesign questionnaires has been

disseminated.

There has been a meeting with Harris Voluntary and Community land organisations to start identifying high level aspirations. The Joint resourcing project has met with a range of people

who are over 50 and unemployed.

The CPP have also met with the Lewis youth council to hear what their priorities are.

The CPP met in Uig in June and heard from local business people and residents about some of the economic development work that is taking place and the priorities they wish the CPP to

address.

The CPP met with the Barra Youth council in September.

There continues to be dialogue between the CPP partners and the Harris community on developing a local plan, this has been working well.

The CPP has also taken a lead on the redesign of bus services within Uist and Barra, which has involved extensive community consultations. The final assessment panels for Uist were held

in December for the bus contracts and went extremely well with young people playing a key role within the exercise.

Service Profile

Corporate Policy


7.1.2.3.Manage, monitor and develop e-Sgìre in

the interests of better community engagement.


Manager


This is an ongoing process although there needs to be a conscious effort to improve or increase greater two way interaction with community groups and the wider public. Community

information, Comhairle consultations and performance information continue to be input on the web site.

Service Profile

Corporate Policy


7.1.2.4.Respond to consultations in the areas

of Corporate and EU Policy and Programmes,

as these arise.


Manager


Consultation responses are expedited via ESF MOWG and Committees. The Comhairle continues to monitor and contribute as necessary to EU Structural Funds Programme 2014-2020

governance and delivery, through HIEP, HITC, RDOC and JPMC.

The review of current Cohesion Policy is ongoing and that work is being progressed through CPMR. There have also been discussions between HIEP and MEPs about the need for a

White Paper on Rurality and to ensure that H&Is partners have some influence in its content.

7.1.3.Have in place a programme of continuous improvement.Strategic


Community Planning


7.1.3.44.CIP: Develop a Performance

Management Framework to support the Outer

Hebrides Community Planning Partnership

(OHCPP).

Completed 01/04/2012 31/03/2017 100% 75%Gayle Findlay - Community

Partnership Manager

Page 17 of 34



During 2014/15, the SOA Annual Report 2013/14 was submitted to the OHCPP and Comhairle Committees (November). The report was made available to the public on the OHCPP website

within the SOA section, at: http://www.ohcpp.org.uk. Performance management and monitoring is one of the work streams in the CPP Development Plan, progress on which is reported to

the OHCPP at each Board meeting. In addition, national work on benchmarking of CPPs in underway and the OHCPP took part in consultations and pilots as required.

The draft annual report for 14/15 was submitted to the OHCPP in September and CnES Committees in October for consideration. The finalised report will be considered by the CP in

November before submission to the government.

The finalised report was submitted to CPP and Committees and approved and is available on the OHCPP website.

Service Profile

Legal Services


7.1.3.45.Ensure compliance with the Public

Records (Scotland) Act 2011 and guidance

issued by the Keeper of the Registers of

Scotland.


Executive Office


During 2015/16, and following the departure of the Comhairle’s archivist, in recognition of the volume of work required, further necessary background and foundational work has been and is

ongoing. An outline scheme will be submitted to the March 2016 series of meetings.

Service Profile

Democratic Services


7.1.3.46.Implement a programme of review for

the Constitutional Documents.


Services Manager


A report proposing the timescale for the review will be presented to the February 2016 series of committee meetings and will be available to the public on the Comhairle's website within the

Committee section, at:

http://www.cne-siar.gov.uk/committees/index.asp.

Service Profile

Democratic Services


7.1.3.47.Provide advice and guidance to

Elected Members in relation to governance and

democratic processes and application of

constitutional documents.


Services Manager


On target. The Democratic Services provides advice and guidance to Elected Members in relation to governance and democratic processes and application of constitutional documents, as

required, on an ongoing basis.

Service Profile

Democratic Services


7.1.3.48.Roll out the number of Committee

agendas and minutes on the website.


Services Manager

Page 18 of 34



On target. Committee agendas and minutes are available to the public on the Comhairle's website within the Committee section, at: http://www.cne-siar.gov.uk/committees/index.asp.

Service Profile

Corporate Policy


7.1.3.49.To continue to provide support to the

Continuous Improvement Sub-Committee.


Executive Office


The programme of PSIF self assessment for 2015/16 is almost complete and the Continuous Improvement Sub Committee has recommended the 2016/17 programme for approval by the

Comhairle at the February series of meetings.

Service Profile

Corporate Policy


7.1.3.52.To monitor, review and report on the

Comhairle's Corporate Strategy 2013-17.


Manager


A report on the Comhairle’s Corporate Strategy 2012-17 went to the Policy and Resources Committee on 22 April 2015 and proposals for internal review and external consultation were

agreed. The report can be viewed within the P&R Committee web page, at: http://www.cne-siar.gov.uk/committees/policyandresources/index.asp. Implementation of these proposals

commenced in May 2015. The online consultation exercise was extended to the end of August 2015. Elected Members were also asked for their views with the possibility of a Members'

Seminar towards the end of 2015 to discuss further. Community Councils were also asked to forward their views on the Corporate Strategy. The internal and external review process has

been completed and a Report has been finalised, although it has not been reported formally to Council as yet.

7.1.4.Report regularly and publicly the performance of services.Strategic


Democratic Services


7.1.4.2.Ensure the Agendas, Minutes and

Reports on the Comhairle's web site are up to

date and progress electronic agendas to

agreed Information Security, Freedom of

Information Act and internal standards.


Services Manager


On target. The Democratic Services ensures that the Agendas, Minutes and Reports on the Comhairle's web site are up to date and continues to progress electronic agendas to agreed

Information Security, Freedom of Information Act and internal standards, as required. These can be viewed and accessed on the Comhairle's website, within the Committee section, at:

http://www.cne-siar.gov.uk/committees/index.asp.



Page 19 of 34


Community Planning


7.1.5.4.Co-ordinate the Outer Hebrides

Community Planning Partnership (OHCPP).


Partnership Manager


The OHCPP Board has met twice during 2015/16 on 11 June at Uig Community Centre, Barra on 9 September and Stornoway on 18 November 2015.

The outcome groups continue to meet quarterly and the Executive Group monthly. There is a range of other working groups in relation to the development plan, participatory budgeting, joint

resourcing, Welfare reform and poverty, autism, community engagement, community justice and Data Sharing that meet as required. A new working group to plan for the resettlement of

Syrian refugee families has also been established and serviced by the CPU Adminsitrator

Service Profile

Community Planning


7.1.5.6.Facilitate Partnership Working on new

Outer Hebrides Community Planning

Partnership (OHCPP) Initiatives


Partnership Manager


The CPP is undertaking a wide range of initiatives in line with local outcomes and national priorities.

Participatory Budgeting: the redesign of the bus services in Uist and Barra is being undertaken using this methodology. This work is now in the procurement stage with extensive

consultation and voting taken place. Youth grants are being allocated using this methodology. The community panels were convened for the Uist contracts in December and tenders offered

to contractors. This experimental process was successful and now needs to be evaluated.

Joint Resourcing: A project has been set up to address long term unemployment for over 50s with a working group with a wide range of partners to look at shifting resources to ensure there

are services the clients can engage with to address the issues that they face to employment. A job club is currently running as a pilot and initial feedback seems to be positive.

Place based community engagement: A piece of work has been undertaken with community groups in Harris to understand their priorities for the area and how the partners can contribute to

this more effectively, this work is continuing with a draft plan currently being considered by community groups.

Autism: Progressing the strategy has been slow, but an officer has been employed (in September) to take the action plan forward. Funding was secured to enable the development of an

online Hub for information. Training and development of a training plan is being organised for the coming year.

Data Sharing: The work has progressed slowly due to delays in technical suppliers scheduling, the Project Officer left (Maternity) and failure to recruit. Successful recruitment took place in

December and the work plan will be in place for January to July focusing on establishing a practitioners group to develop LINC.

Electric vehicle Charging points: The final charging points are being commissioned this quarter. This now means there is a Butt to Barra route for electric vehicles.

EYC: a large amount of work continues to take place in developing the methodology locally. There is a significant amount of support required for this project. The Leadership group are

currently considering how this work is embedded as the project managers post comes to an end in March 2016.

Welfare reform: The introduction of Universal Credit in May has meant that the work to ensure people have access to local services in now up and running. As part of the DWPs roll out of

UC there is a requirement for CPPSs to play an active role in ensuring the implementation of UC and support to clients.

The Survival Guide (for those facing crisis) has been updated with the most up-to-date information and will be distributed during January.

Resettlement of Syrian Refugee Families: The CPP has supported the Comhairle in its decision to offer housing and homes to refugee families. There is a large amount of planning to be

undertaken. A working group has been established and liaison with the Home Office and the National support networks is happening smoothly. The working group meets fortnightly.

The first meeting of the Community Justice Partnership took place in December, convening the CPP partners who will be required by law to deliver on Community Justice. The Initial

Transitional plan has been drafted and currently with partners for consultation. Delays in recruitment procedures has meant a delay in the current Criminal Justice Manager being able to

take on the full range of work required to take this work forward.

Service Profile

Democratic Services


7.1.5.8.Provide support to the Highlands and

Islands Transport Partnership (HITRANS) in


Services Manager

Page 20 of 34


relation to their Governance and Decision

Making arrangements.


The Service provides support to the Highlands and Islands Transport Partnership (HITRANS) in relation to their Governance and Decision Making arrangements as and when required.

Page 21 of 34


Scorecard - Executive Office

2015/16 SBP PIs - Executive Office Unit Target Actual Indicator Comments

CE009: (LO7) Number of Community Planning Partnership

meetings held

# 3.00 3.00 OHCPP Board meeting 10 June 2015 in Uig, 9 September

2015 in Barra, 11 September in Stornoway.

CE018: (LO7) Level of funding secured by Outer Hebrides

Community Planning Partnership (OHCPP) through successful

applications to funding streams (trend analysis PI - no targets

set).

£ 0.00 68,275.00 £8,275 for Autism hub development from Scottish

Government.

£60,000 from the Information Strategy Board for further

development of Information Sharing work.

CE019: (LO7) Public engagement with community planning

engagement events (number of people)

# 15.00 21.00 Meeting with Lewis Youth Council 9 June - 8 young people.

Meeting with Barra Youth Council 9 Sept - 4 Young people.

Uist and Barra Bus project redesign August - Barra and Uist.

Uist and Barra Bus project redesign - Uist Assessments of

tenders 9.

CE003: (LO2) Total amount of European funding approved (all

EU Programmes) for which application has been made by the

Comhairle.

£ 0.00 882,500.00 Submission of Operations bids for Employability and Business

Gateway on 2 November 2015. Outcomes awaited.

CE033: (LO7) Percentage of Minutes delivered within 10 working

days of the meeting.

% 90.00 92.67 During the period 01.04.15 – 31.12.15, all Minutes were

delivered within 10 working days of the meeting, except in April

2015 (93%), June 2015 (92%), September (71%), October

(97%) and November (81%). Performance affected by the

impact of staff absence within the Team and the An Taobh Siar

agus Nis By Election (7 October 2015).

CE021: (LO7) Percentage of Freedom of Information (FOI)

requests responded to in the period within 20 working days of

request (statutory timescale).

% 80.00 92.08 During the period 01.04.15 - 31.12.15, 628 of the 682 FOIs

responded to were within the statutory timescale.

CE027: (LO7) Procurement – Percentage of contracts awards or

standstill letters issued within 5 working days of receipt of

finalised tender report.

% 95.00 90.00 Twenty-seven out of 30 issued within 5 working days of receipt

of finalised tender report, during the period 1 April – 31

December 2015. Of the three not issued within 5 working

days, one (April) was due to pressure of other work, one (May)

was put on hold as per instructions from Procurement and

recently put back out to tender and one (June) was in relation

to the phase 3 works contract for Lews Castle.

CE034: (LO7) Debt Recovery – Percentage of letters issued

within 10 working days, the SLA timescale with Finance and

Corporate Resources.

% 95.00 100.00 179 debt recovery memos received during the period April -

December 2015 and 179 dealt with within 10 days and in

terms of SLA.

CE035: (LO7) Disposal of Surplus Assets: Percentage of sale

transactions completed within nine months of instruction

% 75.00 71.43 One transaction outwith target timescale this quarter, which

was an historic transaction.

Page 22 of 34



CE036: (LO7) Business Gateway – Percentage of 'Offers of

loans' issued within 10 working days of instructions

% 95.00 100.00 10 Business Gateway 'Offers of loans' issued April - December

2015, all within 10 working days of instructions.

CE004: (LO7) Percentage of taxi/private hire licences issued

within statutory time limits (6 months)

% 100.00 100.00 During the period 01.04.15 - 31.12.15, 60 taxi/private hire

licences were issued, 100% within the statutory timescale.

(Q1: 13, Q2: 28, Q3: 19).

CE005: (LO7) Percentage of public entertainment licences

issued within statutory time limits (6 months)

% 100.00 100.00 During the period 01.04.15 - 31.12.15, 23 public entertainment

licences were issued, 100% within the statutory timescale.

(Q1: 11, Q2: 5, Q3: 7).

CE037: (LO7) Corporate Travel Record: Number of Flight

bookings

# 1,364.00 1,475.00 During the period 01.04.15 – 31.12.15, the number of Flight

bookings per Department is as follows:

Target / Actual – Department

130 / 176 – Chief Executive's Department;

146 / 195 – Development Department;

532 / 547 – Education and Children's Services;

82 / 82 – Finance and Corporate Resources;

263 / 200 – Social and Community Services;

97 / 127 – Technical Services; and

114 / 148 – Members

CE038: (LO7) Corporate Travel Record: Number of Ferry

bookings

# 759.00 870.00 During the period 01.04.15 – 31.12.15, the number of Ferry









25 / 34 – Members

CE039: (LO7) Corporate Travel Record: Number of Hotel

bookings

# 1,109.00 1,203.00 During the period 01.04.15 – 31.12.15, the number of Hotel









120 / 156 – Members

Page 23 of 34



CE040: (LO7) Corporate Travel Record: Number of Transport

bookings (excl: Flight, Ferry and Car Hire)

# 73.00 111.00 During the period 01.04.15 – 31.12.15, the number of

bookings (excl: Flight, Ferry and Car Hire) per Department is

as follows:






25 / 26 – Social and Community Services; and

3 / 3 – Technical Services

CE041: (LO7) Corporate Travel Record: Number of Car Hire

bookings

# 159.00 205.00 During the period 01.04.15 – 31.12.15, the number of Car Hire









9 / 10 – Members

CE042: (LO7) Percentage of Community Council Challenge fund

applications processed within 20 working days of application

closing date or any extension thereof.

% 80.00 Annual Request for payment of grant is dependent on community

councils submitting requested documentation as evidence of

match funding or awaiting planning permission etc.

For comparison, during 2014/15 16 successful applications

(out of 26 operating community councils) were received within

na H-Eileanan an Iar area and all 18 applications received in

2014/15 were processed within 20 working days.

CE020: (LO7) Percentage of Data Protection - Subject Access

Requests (SARs) responded to within 40 calendar days of

request (statutory timescale).

% 80.00 100.00 During the period April - December 2015, 27 SARs were

responded to - all within the statutory timescale.

Page 24 of 34


Human Resources (HR)

Business Unit Overall Performance - Human Resources (HR)

Actions


Total: 100.0%



21

0

0

0




KPIs


Total: 100.0%

KPIs reported on


KPIs on track

KPIs off track

5

1

4

21

11 Annual KPIs

Page 25 of 34


Comments - Human Resources (HR)


All service areas have now developed their workforce plans and consultation with staff and the Recognised Trade Unions has been undertaken. The plans are now being finalised to ensure

that they are ready for budget setting in February 2016.

The Comhairle’s Business Plans for 2016/17 have been drafted by all departments and will be submitted to the Comhairle’s February series of meetings for approval. As well as preparing the

2016/17 business plans, the Comhairle’s public performance reporting for 2014/15 is well underway with the public performance calendar distributed throughout the community. A

cross-departmental Performance Management Group is working to continuously improve the quality of information on our services that we provide to the public.

Public Services Improvement Framework (PSIF) has been implemented as the method of self-assessment and a project management toolkit established for continuous improvement activity.

Human Resources have been focused in recent years on the development of a range of business and management information which is supporting business efficiency. With the Comhairle

experiencing continued budgetary pressures and increasing service demand, Human Resources will examine how business transformation can support the Comhairle to continue to provide

excellent local services and value for money.

HR has developed the sickness management information available enabling the Comhairle to map reasons for sickness absence and to strategically prioritise areas of risk and plan health

interventions. It is anticipated that this intervention alongside the recently revised sickness absence procedures will begin to reduce levels of employee sickness absence. To coincide with

this, Occupational Health has continued to promote Healthy Working Lives and retained the Silver Healthy Working Lives Award at Sandwick Road.

As the strategic plan for the Health and Social Care Integrated Joint Board is developing in preparation for implementation on 1 April 2016, Human Resources continue to be actively engage in

the discussions. Human Resources are likely to be a partner in the executive management arrangements and will also support the development of a number of key strategic and policy areas

going forward.

Emergency winter planning is underway and the Western Isles Emergency Planning Coordinating Group is currently on increased alert to co-ordinate services and responses for amber

warnings.

Katherine Mackinnon, Head of Human Resources, 11 January 2016

Action Progress - Human Resources (HR)

2.1.5.Develop new and creative industries.Strategic

Service Profile

Organisational Development


2.1.5.9.CS: Support the development and

delivery of training and accreditation in new and

c r e a t i v e i n d u s t r i e s ( L e a r n i n g a n d

Development).

Completed 01/04/2015 31/03/2016 100% 75%Finlay Maciver - Team Leader


The Harris Tweed training programme has been completed with 140 participants taking part and completing a range of training interventions.

4.1.2.Develop training and career pathways within Health and Social Care.Strategic

Page 26 of 34


Strategic




4.1.2.1.CS: In partnership with NHS, Scottish

Social Services Council and UHI, develop and

deliver a programme of training that will lead to

a validated professional qualification in Health

and Social Care.

In Progress 01/04/2015 31/03/2016 83% 75%Finlay Maciver - Team Leader


The Accredited Skills and Training Team continues to provide a programme of training to ensure that Health and Social Care employees can meet the professional qualification requirements

set out by the SSSC. To date this year, 44 candidates have been supported.

5.1.3.Provide training and employment and opportunities for young people.Strategic




5.1.3.2.CS: Work with Skills Development

Scotland to develop training and employment

opportunities for young people.



The Comhairle continues to work closely with Skills Development Scotland to deliver a programme of Modern Apprentices and the Employability Fund. To date this year 51 young people

are registered with the Modern Apprenticeship programme and 26 young people are registered with the Employability programme.

Service Profile



5.1.3.3.Manage and develop the Comhairle's

Scottish Qualification Approved (SQA)

Accredited Centre



All reports given a "Green" status with no recommendations. All anticipated SVQ verifications completed for this financial year.

Service Profile



5.1.3.4.Provide employers with support in

delivering vocational training and access to

Scottish Vocational Qualifications (SVQs).



Page 27 of 34


ACTION PROGRESS COMMENTSThe Accredited Skills and Training Team continues to work closely with employers - providing training for apprentices, supporting employers to access funding for apprenticeships and

placements and ensuring that they support the delivery of training and assessment.



Human Resource (HR) Support and

RecruitmentACTION RESPONSIBILITY PERFORMANCETARGET% COMP.END DATESTART DATEACTION STATUS

7.1.1.77.Continue to develop and implement a

Human Resources Strategy to reflect the

business needs and financial position of the

Comhairle.

In Progress 01/04/2013 31/03/2017 90% 75%Katherine MacKinnon - Head of

Human Resources


The workforce plans have been finalised and are currently being implemented following the decision of the Comhairle in December 2015. Consultation on the service choices is continuing

and will be presented to the Comhairle in February 2016.

Service Profile



7.1.1.78.Redesign recruitment procedure to

update recent developments such as

Psychometric testing.

Completed 01/04/2014 31/03/2016 100% 75%Katherine MacKinnon - Head of

Human Resources


The Comhairle's workforce planning (2016 - 2019) is underway and the recruitment procedures will be revisited within this plan as part of the overarching HR Strategy.

7.1.2.Engage regularly with the community to plan and prioritise the delivery of Comhairle services.Strategic


Complaints


7.1.2.6.Manage and monitor complaints. In Progress 01/04/2013 31/03/2017 75% 75%Norma Skinner - CE - Organisational

Development Manager


The Quarter 2 progress report has been collated and published on the Comhairle's website. The report can be viewed within the complaints procedure web page at:

http://www.cne-siar.gov.uk/complaints.asp?snlid=3101. Q3 complaints data is currently being gathered by Departments; this information will be published by January 2016.

7.1.3.Have in place a programme of continuous improvement.Strategic


Employee, Remuneration and Health

Page 28 of 34



7.1.3.54.Aim to reduce sickness absence levels

and improve the health and wellbeing of

employees.

In Progress 01/04/2013 31/03/2017 75% 75%Diane Macdonald - Personnel -

Human Resources Manager


Sickness absence continues to be monitored quarterly and reported to Directors and HR Sub Committee.

Reasons for sickness absences have been collated and analysed for first two quarters of 2015/16.

Enhanced procedures have been implemented for Return to Work Interviews, including a corporate Return to Work form.

A revised procedure on dealing with Medical Appointments has been implemented from December 2015.

Service Profile



7.1.3.55.Build on progress to embed a culture

of self-evaluation and improvement across the

Comhairle.

In Progress 01/04/2015 31/03/2016 80% 75%Norma Skinner - CE - Organisational

Development Manager


Officers within the HR section have now qualified as PSIF assessors and work is underway on the first PSIF self assessment exercise examining Customer Satisfaction. This will be led by

HR but will require the input of each department of the Comhairle to ensure that a comprehensive assessment of customer services is achieved.

The Continuous Improvement Sub Committee met in September 2015 and approved the programme of self assessment and also the approach to project management. Project

management is currently underway and a more detailed project plan will be presented to the next meeting of the Continuous Improvement Sub Committee in November 2015.

The approach to PSIF was approved by the Continuous Improvement Sub Committee in November 2015. Work on the PSIF plan is well underway with a further report scheduled for

January 2016. The project plan was also approved by the Continuous Improvement Sub Committee in November 2015. An interim meeting on progress is scheduled for the 16th

December with a further report scheduled for the next meeting of the Sub Committee in January 2016.

Service Profile



7.1.3.58.CS: Work positively with external audit

and inspection agencies.


Development Manager


The recent Annual report on the 2014/15 audit to the Comhairle and the Controller of Audit demonstrated positive feedback on the HR business areas of continuous improvement, self

assessment, performance management and public performance reporting and work on sickness absence.

The Accredited Skills and Training team continue to ensure that their files, paperwork and financial reports are completed and open to inspection at any time. A number of inspections have

already taken place in 2015/16 with good and positive feedback being provided.

Over the next quarter it will be important to ensure that the public performance reporting for the 2014/15 year is robust and that we continue to work positively with internal and external

auditors and the relevant inspection agencies.

Service Profile

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7.1.3.59.Develop the Comhairle's public

performance reporting by working to improve

the presentation of information and public

access to the information.


Development Manager


The Comhairle's Public Performance Report for 2014/15 has been printed and was distributed week commencing 07 December. Work is now underway through the Comhairle's

Performance Management Group to ensure the website SPI 1, 2 and 3 areas of public performance reporting are up to date.

Service Profile



7.1.3.61.Ensure that business planning and

performance management continue to be

improved and embedded in the Comhairle.


Development Manager


The draft business plans have been completed for most departments and will be presented to Committee in February 2016 for approval.

Service Profile



7.1.3.62.Further support skills development

within the workforce through effective

monitoring of performance appraisal and

training plans.

Completed 01/04/2015 31/03/2017 100% 75%Norma Skinner - CE - Organisational

Development Manager


Performance appraisal quality assurance checks are now in place across all departments and a record is held of all sign off sheets. This ensures that the paperwork of the appraisals are

completed and provides quality assurance for reporting.

Training plans continue to be reported to the HR Sub Committee. The Chief Executive's department training plan was approved in April 2015.

Service Profile



7.1.3.63.Implement and monitor pay and

conditions of service in relation to the Single

Status pay model and Equal Pay.




The Comhairle's Equal Pay Audit for 2015 has been completed and is available on the Comhairle's website, at: http://www.cne-siar.gov.uk/equalityanddiversity/policiesanddocuments.asp.

Service Profile

Page 30 of 34


Risk and Emergency Planning


7.1.3.64.Improve continuously Health & Safety

performance across the Comhairle.

In Progress 01/04/2013 31/03/2017 75% 75%Andy MacDonald - Risk and

Emergency Planning Manager


Long term Vacancy - H&S Advisor in Technical Services Department appointed. Department carries High risk operations and review of the Safety Management System identified as a

priority. Annual H&S Report submitted to CMT and the JCC/LNC.

Vacant H&S 0.5 post in Education being progressed, internal audit reports have found the Corporate H&S processes to be sound and reinforced the role of Service Managers in terms of

delivery.

Health & Safety Committees continue to meet in Departments as per their constitution to progress H&S within their Business areas focussing on their risk profiles. New HSE National 5

year Strategy launched with the Comhairle will align to.

Service Profile



7.1.3.65.Increase the level of risk maturity

within the Comhairle using a recognised “Risk

matrix” system.




New Risk Maturity Model introduced and agreed at SRMG. Maturity Model level will increase when agreed actions implemented i.e. Risk in Committee Reports and Department RR's

submitted with Quarterly performance reporting to Service Committees.

It was reported to Audit & Scrutiny in September 2015 that we would need to be able to demonstrate that the approved Risk in Committee Reports methodology was being used in order to

increase our risk maturity. It was agreed to recommend that the Comhairle note the progress in relation to Risk Management.

Corporate Risk processes now in place across the Comhairle and Departments. Compliance will ensure Risk maturity across the Comhairle will increase with support from the SRMG

oversight group and the Corporate Risk Function.

Service Profile



7.1.3.67.Remodelling to comply with COSLA

living wage pay award.




Pay modelling is at an advanced stage with options and costs being analysed. Negotiations are ongoing with the Trades Unions and a report will be submitted to Policy & Resources

Committee in February 2016.

Service Profile



7.1.3.68.Support the production of quality

management information available to the

Comhairle, including sickness absence

reporting.


Development Manager


Page 31 of 34


ACTION PROGRESS COMMENTSA range of management information continues to be presented to the Comhairle and Corporate Management Team. Organisational Development are working alongside the HR Manager to

ensure that the data gathered is given policy context and is used to drive improvements. Sickness absence reasons are now available and this information is being presented to Corporate

Management Team and the Comhairle.

The information gathered via sickness absence reasons is being used to prioritise Comhairle training and support to ensure that sickness absence is being tackled effectively.





7.1.5.9.Develop Resil ience across the

Comhairle and the Community.




Meetings held with Community Groups re Community Resilience Plans. Letters of support to be provided by WIEPCG to Communities submitting bids to the SSE Resilience fund where a

draft Community Plan is in place.

Tong/Back/Tolsta. North/West/South Harris and the Bays.

Pairc.

Harris Trusts have compiled draft Resilience Plans which have supported a bid to the SSE Community Resilience fund programme. Bids supported in writing by WIEPCG.

A number of Communities and indeed Organisations have had success in terms of funding following the SSE process including the new community Radio station in Uist, Bethesda care

home and several Community Organisations.

Service Profile



7.1.5.12.To support the delivery of an integrated

model for Health and Social Care.

In Progress 01/04/2015 31/03/2016 85% 75%Katherine MacKinnon - Head of

Human Resources


Work on the Integrated structure for the Integrated Joint Board (IJB) is continuing in preparation for IJB implementation on the 1 April 2016 and consideration is currently being given to Sub

Committees and Executive Management Arrangements. Human Resources are likely to be a partner in the executive management arrangements and will also support the development of a

number of key strategic and policy areas going forward.

Page 32 of 34


Scorecard - Human Resources (HR)

2015/16 SBP PIs - Human Resources (HR) Unit Target Actual Indicator Comments

CE043: (LO7) Percentage of complaints closed at stage 2 within

20 working days, excluding escalated stage 1 complaints.

% 80.00 54.55 6 out of 11 stage 2 complaints were closed within 20 working

days.

CE045: (LO7) Percentage of complaints closed at stage 1 within

five working days.

% 80.00 79.17 During the period 01.04.2015 to 31.12.2015, 38 of the 48

stage 1 complaints were closed within 5 working days. A

further complaint had an agreed extension and was closed

within 10 working days. Calculations show that the average

time to respond in Q1 is 6 working days. All 11 stage 1

complaints were closed within 5 working days in Q2 (100%).

Calculations show that the average time to respond in Q2 is 2

working days. 12 of the 14 stage 1 complaints were closed

within 5 working days in Q3 (85%). Calculations show that the

average time to respond in Q3 was 4 working days.

CE002: (LO7) Percentage of job evaluation gradings completed

within 28 days, subject to receipt of appropriately completed

documentations.

% 90.00 100.00

CE047: (LO7) Average number of working days from a Vacancy

occurring (post VPA) to the acceptance of an offer for the same

post (2014/15 is the first year of reporting and will act as a

baseline year to set future targets).

Days 49.53 53.88 Recruitment has decreased however there remains a number

of teaching posts - Specialist Secondary and Gaelic Medium

that remain difficult to fill.

CE048: (LO7) Leavers in the last year as a percentage of the

average total staff.

% 0.00 Annual

CE049: (LO7) Percentage of people still in post after 12 months

service

% 0.00 Annual

CE058 (SCS051): (LO5) Percentage of returned Exit

Questionnaires that rate Employability Fund training Good or

Better

% 80.00 Annual

CE059 (SCS062): (LO5) Percentage of returned Exit

Questionnaires that rate Modern Apprenticeship (MA) Training

Good or Better

% 80.00 Annual

CE063 (SCS072): (LO5) Percentage of leavers on Employability

Fund programme achieve positive outcomes

% 50.00 82.35 During the period 01.04.15 – 31.01.16, 28 of the 34 leavers

on the Employability Fund Programme achieved positive

outcomes.

CE061 (SCS050): (LO7) Percentage of Health & Social Care

staff achieving target SVQ qualification through CNES Approved

Training Centre

% 80.00 85.19 During the period 01.04.15 – 31.01.16, 22 of the 26 leavers

achieved their target SVQ qualification through the CnES

Approved Training Centre.

Page 33 of 34


2015/16 SBP PIs - Human Resources (HR) Unit Target Actual Indicator Comments

CE013: (LO7) Percentage of Comhairle staff receiving annual

performance appraisals

% 85.00 47.82 Departments carry out performance appraisals at different

times of the year with many completing them during business

planning in Q3-4.

CE053: (LO7) Percentage of employees in the highest 10% of

earners that are female (exc. Teachers)

% 49.38 Annual The target is last year's actual result for year on year

comparison.

CE056: (LO7) Gender Profile: percentage of Elected Members

that are female

% 0.00 Annual

CE062 (SCS057): (LO5) Percentage of Completers on Modern

Apprenticeship Programme achieving target qualifications.

% 80.00 100.00 During the period 01.04.15 – 31. 01.16, there was 9 leavers on

the Modern Apprenticeship (MA) Programme. Seven

completed the MA Programme and achieved their qualification,

and 2 MA candidates left early and moved to other

employment.

CE014: (LO7) Percentage of Departments holding Health and

Safety Committee Meetings (Jan-Dec)

% 100.00 Annual

CE015: (LO7) Percentage of premises that have received a

Health and Safety Audit, Inspection, Survey or Tour

% 30.00 Annual

CE016: (LO7) Rate of HSE reportable accidents per 1000

employees (Jan-Dec)

# 5.00 Annual

CE017: (LO7) Number of days lost due to reported accidents

(Jan-Dec)

# 0.00 Annual

CE057: (LO7) Cost of delivering corporate training. £ 0.00 Annual

CE044a: (LO7) Number of complaints received # 67.00 60.00 This PI is outwith the control of the Comhairle. Therefore the

target is last year actual for year on year comparison.

CE060: (LO7) Sickness Absence - Average Days per Employee Days 8.32 9.43 The target is last year's actual result for year on year

comparison.

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