PLEASE NOTE THAT THE MINUTE REQUIRES TO BE APPROVED AS A
CORRECT RECORD AT THE NEXT COUNCIL MEETING AND MAY BE
AMENDED
EAST AYRSHIRE COUNCIL
CABINET
MINUTES OF MEETING HELD ON WEDNESDAY 29 OCTOBER 2014 AT 1003
HOURS IN THE COUNCIL CHAMBERS, COUNCIL HEADQUARTERS, LONDON
ROAD, KILMARNOCK
PRESENT: Councillors Douglas Reid, Tom Cook, Eòghann MacColl, Maureen
McKay, Lillian Jones, Iain Linton, Jim Buchanan, Alan Brown, Bobby McDill, Stephanie
Primrose, Kathy Morrice and Church Representatives Maria Dorrian and Ian Rennie;
Parent Representative: Jacqueline Livingston; and Teacher Representative Graham
Boyd.
ATTENDING: Fiona Lees, Chief Executive; Graham Short, Executive Director of
Educational and Social Services; Alex McPhee, Executive Director of Finance and
Corporate Support; Eddie Fraser, Director of Health and Social Care; Chris
McAleavey, Acting Executive Director of Neighbourhood Services; Malcolm Roulston,
Head of Corporate Infrastructure; Bill Walkinshaw, Head of Democratic Services;
Craig McArthur, Head of Finance; David Mitchell, Head of Legal, Procurement and
Regulatory Services; Martin Rose, Head of Human Resources; Alan Ward, Acting
Head of Service: Schools; David McDowall, Acting Head of Planning and Economic
Development; Bill Gilchrist, Team Leader (Pollution Control/CEU); Iain Tough, Policy
and Planning Team Leader; Ian Burgoyne, Opportunities for All Co-ordinator; Andrew
McClelland, Senior Manager, Education (GIRFEC); Pauline Minnery, Senior Officer Corporate Business and Lynn Young, Democratic Services Officer.
ALSO ATTENDING: Nicholas Paterson, Auchinleck Academy.
APOLOGIES: Church Representative Andrew Keachie.
CHAIR: Councillor Douglas Reid, Leader of the Council.
CHAIR'S REMARKS
1.
The Chair welcomed to the meeting Nicholas Paterson from Auchinleck Academy,
who was on a week's work experience placement within Democratic Services.
The Chair at his discretion and in terms of Standing Order 19, agreed to amend the
order of business and discuss Agenda Item 11: Update on the Impact of Welfare
Reform in East Ayrshire after Agenda Item 5E: Strategic Priorities: Raising Educational
Attainment and Equipping Young People for the World of Work 2013/17 - Annual
Performance Monitoring Report, and invited the non-elected member representatives
to remain for that item.
STRATEGIC PLANNING, MANAGEMENT AND RESOURCES
TRANSFORMATION STRATEGY 2012-2017
2E. There was submitted a report dated 23 October 2014 (circulated) by the Executive
Director of Finance and Corporate Support which proposed the budget strategy for
2015/16 taking account of legislative and other changes and included proposals in
respect of a new schools investment programme.
2
The Executive Director of Finance and Corporate Support advised that paragraph 4 of
the report should refer to the last review of the Transformation Strategy on 11
December 2013 and not 2014 as reported.
Councillor Alan Brown, seconded by Councillor Tom Cook, moved:(i)
to approve the budget strategy for General Fund Revenue Services set out
above in paragraphs 24 to 57;
(ii)
to approve the budget strategy for the Housing Revenue Account set out in
paragraphs 73 to 77;
(iii)
to note the arrangements for public consultation and that information on
efficiencies would be included;
(iv)
to agree that £0.750m be ringfenced within the Transformation Fund to be
drawn down as required in relation to the New Schools Delivery team;
(v)
to agree that replacement schools, early childhood centres and community
facilities at Muirkirk and Bellsbank be built on the existing sites;
(vi)
to agree that statutory public consultation be undertaken in relation to the
planned replacement of St Sophia's Primary School;
(vii)
to agree that any necessary additional consultation in relation to the revised
opportunities for a new schools campus in Cumnock encompassing Greenmill
Primary School and Early Childhood Centre, Barshare Primary School,
Supporting Learning Centre and Early Childhood Centre and Hillside School be
progressed;
(viii)
to note that an updated Capital Investment Strategy would be presented to the
Cabinet on 10 December for consideration; and
(ix)
otherwise, to note the contents of the report.
Councillor Maureen McKay, seconded by Councillor Lillian Jones moved as an
amendment:(i)
in order to allow all Elected Member the opportunity to consider the budget
strategy for General Fund Revenue Services set out above in paragraphs 24 to
57 and for the Housing Revenue Account as set out in paragraphs 73 to 77, to
note the proposals and that the proposed strategies be considered at the
Council meeting on 30 November 2014;
(ii)
to note the arrangements for public consultation and that information on
proposed efficiencies would be included;
(iii)
to agree that £0.750m be ringfenced within the Transformation Fund to be
drawn down as required in relation to the New Schools Delivery team;
(iv)
to agree that replacement schools, early childhood centres and community
facilities at Muirkirk and Bellsbank be built on the existing sites;
(v)
to agree that statutory public consultation be undertaken in relation to the
planned replacement of St Sophia's Primary School;
(vi)
to agree that any necessary additional consultation in relation to the revised
opportunities for a new schools campus in Cumnock encompassing Greenmill
Primary School and Early Childhood Centre, Barshare Primary School,
3
Supporting Learning Centre and Early Childhood Centre and Hillside School be
progressed;
(vii)
to note that an updated Capital Investment Strategy would be presented to the
Cabinet on 10 December for consideration; and
(viii)
otherwise, to note the contents of the report.
On a division by a show of hands, the motion was approved by 10 votes to 4.
EXCLUSION OF PRESS AND PUBLIC
3.
Cabinet resolved “That under Section 50A(4) of the Local Government (Scotland) Act
1973, as amended, the Press and public be excluded from the meeting for the
following item of business on the grounds that it involved the likely disclosure of
exempt information as defined in Paragraph 1 of Schedule 7A of the Act”.
REVIEW OF THE COUNCIL'S MANAGEMENT STRUCTURE
4E. There was submitted a report dated 23 October 2014 (circulated) by the Chief
Executive which presented the findings of the Chief Executive's Review of the
Council's Senior Management Structure and recommended revisions to the Council's
departmental and service structures and associated Chief Officer level management
arrangements.
C
Cabinet, having regard to the Human Resource, Financial and Risk Implications and
the mitigating measures all as set out in the report, agreed to recommend to
Council:(i)
to approve the new senior management and service structure set out within
Appendix 2 of the report;
(ii)
to agree the replacement of 3 Executive Directors (Educational and Social
Services, Finance and Corporate Support and Neighbourhood Services) with
2 Depute Chief Executives, each of whom will assume the Strategic Lead for
either the Economy and Skills or Community Safety themes of the new
Community Plan, with effect from 1 April 2015;
(iii)
to agree that the 2 Depute Chief Executives and the Director of Health and
Social Care be graded at CO50 £106,767;
(iv)
to agree that the current Depute Chief Executive/Executive Director of
Neighbourhood Services be re-designated Depute Chief Executive (Strategic
Lead: Community Safety), with effect from 1 April 2015;
(v)
to agree that the current Executive Director of Finance and Corporate Support
be re-designated Depute Chief Executive (Strategic Lead: Economy and
Skills), with effect from 1 April 2015;
(vi)
to note that the Director of Health and Social Care would be the Strategic
Lead for the new Community Plan theme of Wellbeing;
(vii)
to agree that the Depute Chief Executive (Strategic Lead: Economy and
Skills) have responsibility for the following services and sections:



Education;
Planning and Economic Development;
Finance and IT;
C
4

(viii)
to agree that the Depute Chief Executive (Strategic Lead: Community Safety)
have responsibility for the following services and sections:






(ix)
Policy, Planning, Performance and Communications;
Housing and Communities;
Ayrshire Roads Alliance;
Facilities and Property Management;
Human Resources;
Health and Safety;
Transport Services Unit;
to agree the deletion of five existing Head of Service posts, as follows:





Head of Service: Schools (with effect from 1 April 2015);
Head of Service: Facilities Management (with effect from 1 April 2015);
Head of Corporate Infrastructure (with effect from 1 April 2015);
Head of Service: Community Support (with effect from 1 April 2016);and
Head of Democratic Services (with effect from 1 August 2016);
(x)
to agree to the voluntary severance arrangements outlined within the report
and detailed at Appendix 3, in respect of Head of Community Support, Head
of Facilities Management, Head of Corporate Infrastructure and Head of
Democratic Services;
(xi)
to note that the Acting Head of Schools would revert to his substantive post
with effect from 1 April 2015;
(xii)
to note that the Acting Head of Facilities Management would revert to his
substantive post with effect from 1 April 2015;
(xiii)
to agree the establishment of two new Head of Service posts, as follows:

Head of Education at CO 38 £85,734 (with effect from 1 April 2015),
which brings together the remits of the current posts of Head of
Education and Head of Community Support, with the exception of the
Vibrant Communities element of Community Support; and

Head of Facilities and Property Management at CO 34 £78,717 (with
effect from 1 April 2015), which brings together the remits of the Head
of Facilities Management, with the exception of transport, and the Head
of Corporate Infrastructure, with the exception of IT services and
Estates;
(xiv)
to note that, subject to the approval of the proposed arrangements by Council,
arrangements for the recruitment of the posts of Head of Education and Head
of Facilities and Property Management would commence immediately;
(xv)
to note that the recruitment process for a Head of Planning and Economic
Development would commence simultaneously;
(xvi)
to note the continued management arrangements in respect of Coal Team
activity, with the Depute Chief Executive maintaining operational oversight
and the present incumbents in the posts of Executive Director of
Neighbourhood Services, Head of Housing and Environment Services and
Housing Support Manager and Neighbourhood Coordinator, on an acting
basis, until 31 March 2015;
5
(xvii)
to agree that the Head of Finance assume responsibility for IT Services,
formerly within the remit of the Head of Corporate Infrastructure and that the
post be re-designated as the Head of Finance and ICT from 1 April 2015;
(xviii)
to agree to recommend to the Health and Social Care Integration Board, the
appointment of the Head of Finance and ICT as the Chief Financial Officer for
Integrated Health and Social Care;
(xix)
to agree that the Head of Finance be re-graded to CO 36 £82,224;
(xx)
to agree that the Policy, Planning and Performance Division and the
Communications section are removed from Democratic Services, with the
Policy, Planning and Performance Manager assuming responsibility for
Communications and reporting directly to the Depute Chief Executive
(Strategic Lead: Economy and Skills), all with effect from 1 April 2015;
(xxi)
to agree to a review of the Policy, Planning, Performance and
Communications Division in early 2015/16;
(xxii)
to agree that the Head of Housing and Environmental Services assume
responsibility for Vibrant Communities and that the post holder also be
appointed as the Contract Administrator for East Ayrshire Leisure;
(xxiii)
to agree that the post of Head of Housing and Environmental Services be
re-designated as the Head of Housing and Communities and that the grade
for the position be revised to CO 36 £82,224;
(xxiv)
to agree that the Health and Safety Manager and Transport Services Manager
report directly to the Depute Chief Executive (Strategic Lead: Community
Safety);
(xxv)
to agree the redesignation of the Head of Legal, Procurement and Regulatory
Services to Chief Governance Officer and further agree that the Chief
Governance Officer report directly to the Chief Executive;
(xxvi)
to agree that the Chief Governance Officer assume responsibility for Estates
Management and Democratic Services, with the exception of the Policy,
Planning and Performance Division and Communications section, from 1 April
2015;
(xxvii)
to note that shared services are being considered in respect of Regulatory
Services (Environmental Health and Trading Standards) and agree that a
business case would be submitted to Cabinet for consideration.
(xxviii) to agree that if a shared service is not taken forward in respect of Regulatory
Services, then this element of Legal, Procurement and Regulatory Services
transfer to the Planning and Economic Development Service, with effect from
1 April 2016.
(xxix)
to note that Internal Audit would continue to report directly to the Chief
Executive;
(xxx)
to note that there are no changes to the remits or grades of the Head of
Planning and Economic Development, Head of Roads - Ayrshire Roads
Alliance or the Head of Human Resources;
6
(xxxi)
to note that the Depute Chief Executive (Strategic Lead: Economy and Skills)
would review the Education Resources function and consider future
arrangements for service delivery;
(xxxii)
to note that a timetable for reviewing management structures at the next level
would be developed as part of the Council’s Best Value Service Review
arrangements;
(xxxiii) to agree the proposed arrangements for Partner Engagement, as set out
within Paragraphs 119-121 of the report;
(xxxiv) to note that a meeting had taken place with the Trade Unions and that the
Council Management Team would continue to work closely with Trade Union
colleagues as the new management structure is implemented;
(xxxv)
to agree that the new structure should be implemented fully from 1 April 2015;
and
(xxxvi) otherwise, to note the contents of the report.
Cabinet further agreed to formally record their appreciation to those Officers who had
been acting up on a temporary basis and for the work carried out by them in these
roles.
RE-ADMITTANCE OF PRESS AND PUBLIC
5.
The press and public were re-admitted.
PROMOTING LIFELONG LEARNING
STRATEGIC PRIORITIES: RAISING EDUCATIONAL ATTAINMENT
AND EQUIPPING YOUNG PEOPLE FOR THE WORLD OF WORK 2013/17 ANNUAL PERFORMANCE MONITORING REPORT - 2013/14
6E.
There was submitted a report dated 8 October 2014 (circulated) by the Executive
Director of Educational and Social Services which advised of progress against the
targets formulated to ensure that the Council continues to:- (a) raise educational
attainment and improve standards of skills for life learning and work; (ii) improve
engagement of children and young people in their learning; (iii) foster and grow the
partnership between local schools and businesses to ensure our young people are
work ready; (iv) support young people into approved apprenticeships; and (v) improve
the quality and effectiveness of support and challenge provided to schools and centres
by the education team.
Cabinet agreed:(i)
to approve the performance monitoring report for 2013/14;
(ii)
to approve the revised targets for education attainment;
(iii)
to note that this report would be presented for consideration to the Governance
and Scrutiny Committee; and
(iv)
otherwise, to note the contents of the report.
Councillor Buchanan left the meeting during consideration of but prior to determination
of the above item.
7
Church Representative Ian Rennie left the meeting following determination of the
above item.
UPDATE ON THE IMPACT OF WELFARE REFORM IN EAST AYRSHIRE
7.
There was submitted a joint report dated 16 October 2014 (circulated) by the Executive
Director of Finance and Corporate Support, the Executive Director of Educational and
Social Services and the Acting Executive Director of Neighbourhood Services which
provided an update on the position in relation to the impact of Welfare Reform within
East Ayrshire.
The Head of Finance advised that the table under Section 33 of the report should refer
to the period April 2014 to September 2014 and not April 2014 to June 2014 as
reported.
Cabinet agreed:(i)
to note the information provided at Appendix 1 of the report;
(ii)
to note the number of tenants impacted by the under occupancy charge, and
the impact of rent arrears;
(iii)
to note the actions taken within Housing Services to offer support and advice in
relation to those in arrears;
(iv)
to note the actions taken to assist those affected by under occupancy to move
to smaller properties;
(v)
to note the statistical data provided in relation to Discretionary Housing
Payments and Scottish Welfare Fund Payments;
(vi)
to note the impact of the Benefit Cap in East Ayrshire;
(vii)
to note the future reforms still to be implemented in East Ayrshire, and that a
Members' seminar, to include non-elected member Cabinet Representatives,
be arranged to allow DWP to present information on sanctions, Personal
Independence Payments and a wider update on welfare reform matters;
(viii)
to note the statistical information provided in relation to financial inclusion
services provided both in-house and by the Citizens Advice Bureau;
(ix)
to note the support being provided in relation to employability;
(x)
to note the current position with regard to the Welfare Reform Fund; and
(xi)
otherwise, to note the contents of the report.
Church Representative Maria Dorrian, Parent Representative Jacqueline Livingston
and Teacher Representative Graham Boyd left the meeting at this point.
ADJOURNMENT/RECONVENTION
8.
Cabinet adjourned at 1241 hours and reconvened at 1304 hours with the same
Members present, and the following Officers: Fiona Lees, Chief Executive, Alex
McPhee, Executive Director of Finance and Corporate Support; Chris McAleavey,
Acting Executive Director of Neighbourhood Services; Eddie Fraser; Director of Health
and Social Care; David Mitchell, Head of Legal, Procurement and Regulatory
Services; Bill Walkinshaw, Head of Democratic Services; Martin Rose, Head of Human
Resources; Bill Gilchrist, Team Leader (Pollution/CEU); Malcolm Roulston, Head of
8
Corporate Infrastructure; Iain Tough, Policy and Planning Team Leader; and Lynn
Young, Democratic Services Officer, in attendance.
DELIVERING COMMUNITY REGENERATION
STRATEGIC PRIORITY: PROMOTE TOWN CENTRE LIVING 2013/17 - ANNUAL
PERFORMANCE MONITORING REPORT - 2013/14
9.
There was submitted a report dated 23 October 2014 (circulated) by the Acting
Executive Director of Neighbourhood Services which provided the annual
performance monitoring report for the Council's Strategic Priority, Promote Town
Centre Living, for consideration and approval.
Cabinet agreed:(i)
to approve the performance monitoring report for 2013/14;
(ii)
to note that this report would be presented for consideration to the Governance
and Scrutiny Committee; and
(iii)
otherwise, to note the contents of the report.
Councillor McDill joined the meeting during consideration of the above item.
IMPROVING COMMUNITY HEALTH AND WELLBEING
STRATEGIC PRIORITY: SUPPORTING OLDER PEOPLE TO LIVE
INDEPENDENTLY IN THE COMMUNITY 2013/17 - ANNUAL PERFORMANCE
MONITORING REPORT 2013/14
10. There was submitted a report dated 10 October 2014 (circulated) by the Director of
East Ayrshire Health and Social Care Partnership which provided the Annual
Performance Monitoring Report for the Council's Strategic Priority, Supporting Older
People to Live Independently in the Community, for consideration and approval.
Cabinet agreed:(i)
to approve the performance monitoring report;
(ii)
to agree the amendments to milestones as detailed in Appendix 1 of the report;
(iii)
to note that this report would also be presented for consideration to the
Governance and Scrutiny Committee; and
(iv)
otherwise, to note the contents of the report.
ORDER OF BUSINESS
11. The Chair at his discretion and in terms of Standing Order 19 agreed to amend the
order of business and consider Agenda Item 14: Report on BarnOwl® Noise Monitoring
System as the next item on the Agenda.
EXCLUSION OF PRESS AND PUBLIC
12. Cabinet resolved “That under Section 50A(4) of the Local Government (Scotland) Act
1973, as amended, the Press and public be excluded from the meeting for the
following item of business on the grounds that it involves the likely disclosure of exempt
9
information as defined in the Paragraphs of Schedule 7A of the Act as shown against
each item”.
STRATEGIC PLANNING, MANAGEMENT AND RESOURCES
REPORT ON BARNOWL® NOISE MONITORING SYSTEM (PARA 9)
13. There was submitted a report dated 23 October 2014 (circulated) by the Executive
Director of Finance and Corporate Support which (i) sought approval for the purchase
of BarnOwl® Noise Monitoring System and support contract; and (ii) advised on future
enforcement of legislation as it pertains to industrial noise.
Cabinet having considered the terms of the report, agreed:(i)
to approve the purchase of a BarnOwl® noise monitoring system and technical
support contract;
(ii)
to remit to the Head of Legal, Procurement and Regulatory Services to
negotiate directly with the supplier detailed in the report in accordance with
paragraph 21(1) of the Standing Orders Relative to Contracts for the acquisition
by the Council of the BarnOwl® system; and
(iii)
otherwise, to note the contents of the report.
RE-ADMITTANCE OF PRESS AND PUBLIC
14. The Press and public were re-admitted.
IMPROVING COMMUNITY HEALTH AND WELLBEING
MINUTES OF EAST AYRSHIRE SHADOW INTEGRATION BOARD
15. There was submitted and noted Minutes of the East Ayrshire Shadow Integration
Board of (i) 27 May; (ii) 24 June; (iii) 19 August; and (iv) 23 September 2014 as
contained within Appendices (i) to (iv) to these Minutes.
DELIVERING COMMUNITY REGENERATION
SCOTTISH CLIMATE CHANGE DECLARATION
16. There was submitted a report dated 22 October 2014 (circulated) by the Executive
Director of Finance and Corporate Support which advised on the progress being made
by the Council in achieving its obligations in terms of the Scottish Climate Change
Declaration, which required to be submitted to the Scottish Government by 14
November 2014.
Cabinet agreed:(i)
to approve the terms of the draft year 6 report on the Council's response to
Climate Change as set out in Appendix 1 of the report;
(ii)
that due to the timescale involved for the document to be submitted to the
Scottish Government i.e. 14 November 2014, the decision be implemented prior
to any consideration by the Governance and Scrutiny Committee under the callin process, as to delay the decision would mean that the response would not
be submitted by the required date;
10
(iii)
that the report be presented to a future meeting of Governance and Scrutiny for
its own interest; and
(iv)
otherwise, to note the contents of the report.
STRATEGIC PLANNING, MANAGEMENT AND RESOURCES
CENTRAL JOINT CONSULTATIVE COMMITTEE
17. There was submitted and noted Minutes of meeting held on 11 September 2014
(circulated).
EXCLUSION OF PRESS AND PUBLIC
18. Cabinet resolved “That under Section 50A(4) of the Local Government (Scotland) Act
1973, as amended, the Press and public be excluded from the meeting for the
following items of business on the grounds that they involve the likely disclosure of
exempt information as defined in the Paragraphs of Schedule 7A of the Act as shown
against each item”.
Councillor Maureen McKay and Lillian Jones left the meeting at this point.
STRATEGIC PLANNING, MANAGEMENT AND RESOURCES
VOLUNTARY SEVERANCE (PARA 1)
19.
There was submitted a report dated 13 October 2014 (circulated) by the Executive
Director of Finance and Corporate Support which sought approval of a request for
voluntary severance from one employee from the Department of Educational and
Social Services.
Cabinet agreed to approve the voluntary severance arrangements as detailed in
Appendix A to the report.
EAST AYRSHIRE LEISURE - SEVERANCE (PARA 1)
20.1 Declaration of Interest
Councillors Douglas Reid and Alan Brown, as members of the East Ayrshire Leisure
Trust, declared a non-financial interest in this item but did not consider that the interest
was significant and having considered the terms of the objective test as outlined in
Paragraph 53 of the Councillors' Code of Conduct, remained and participated in the
consideration of the item.
20.2 Consideration of Item
There was submitted a report dated 9 October 2014 (circulated) by the Executive
Director of Finance and Corporate Support which sought approval of a severance form
an employee employed with East Ayrshire Leisure.
Cabinet agreed to approve the voluntary severance arrangements as detailed in
Appendix A to the report.
The meeting terminated at 1413 hours.
APPENDIX (I)
To be approved by Transition Integration Board
Minutes of East Ayrshire Shadow Integration Board
4pm, Tuesday 27 May 2014
Council Chambers, London Road, Kilmarnock
Present:
Councillor Douglas Reid, EA Council, Chair
Mr Eddie Fraser, Director of Health and Social Care
Councillor Tom Cook, EA Council
Councillor Iain Linton, EA Council
Councillor Maureen McKay, EA Council
Mr Alistair McKie, Non-Executive NHS Board Member
Mr Ian Welsh, Non-Executive NHS Board Member, Vice Chair
Ms Fiona Skilling, Council of Voluntary Organisations (CVO)
Mrs Ann Gow, Assistant Director Of Nursing, NHS
Mr Alex McPhee, Executive Director of Finance and Corporate Support, EA
Council
Mr Ian Smith, Public Partnership Forum
Dr Awfa Paulina, EA Locality Group General Practitioner (GP) Lead
Ms Lucie Fontana, UNISON Representative
In
Attendance:
Mrs Shiona Johnston, EA CHP Facilitator
Mr Andrew MacDonald, Planning and Development Manager for Social
Work Services, EA Council
Mrs Margaret Phelps, Corporate Officer, EA Council
Ms Alison Findlay, Senior Manager Community Care, EA Council
Mrs Eunice Johnstone, NHS Planning Manager
Miss Rebecca Hannah, Committee Secretary (Minutes)
1.
WELCOME AND INTRODUCTIONS
Action
1.1 Cllr Reid welcomed everyone to the meeting.
2. APOLOGIES FOR ABSENCE
1.2 Apologies for absence were received from Derek Lindsay, Alison Graham, Lisa
Tennant, Liz Wilson, Susan Taylor, Gordon McKay, Fiona Lees, John Burns
and Catherine Bingham.
3.
MINUTES OF PREVIOUS MEETING HELD ON 22 APRIL 2014
3.1 The Board approved the minutes of the meeting held on 22 April 2014 as an
accurate record.
4.
MATTERS ARISING
4.1 Change Fund 2014/15 Submission
Mrs Johnston gave an update on Change Fund. The following comments were
made:
2
To be approved by Transition Integration Board

4.2
Partnership signatures are required for sign-off. These will be SIB Chair
Cllr Reid, Lead for East Ayrshire Third Sector Interface Ms Fiona Skilling
and Lead for Scottish Care Ms Gloria McLoughlin.
The Board agreed the recommendations to:
(i) support the direction of travel laid out in the template
(ii) agree to Councillor Reid signing off the final template on behalf of the
partnership, along with other partners, for submission on 29 th May
(iii) Otherwise note the contents of this report.
4.3
OD Funding
Mr Fraser issued a summary of the Transition OD Funding Plan to the Board.
Mr Fraser discussed the original bid and informed the Board that the funding
allocated was less than the original bid. Mr Fraser made the following comments:




That the funding for Clinical Involvement was not reduced. This is a
costed proposal that supports Primary Care Contractors engage with
the integration agenda at a locality and where appropriate Pan Ayrshire
Level. Sum provided £135k.
That the funding for Legal Support is maintained at £48k. this is being
utilised to support a dedicated post that adds capacity to meet the legal
requirements of drafting the Integration Schemes.
That the Programme Management support is reduced from £175k to
£109k and this is split equally between the 4 partners (NHS, EAC, NAC,
SAC) to reflect the programme management arrangements we have in
place.
It is proposed that the remaining 3 elements of the funding bid (OD,
Communications and Locality Officers, Service Review and
Performance Management) are amalgamated and the total sum
allocated reduced from £423k to £268k. This sum will be split equally
between the 3 HSCP (£89k each). It is noted that this funding will be
required to resource a range of activities at a local level such as
engagement of third sector, people who use services, family carers and
employees. It will also require to support pan Ayrshire work such as
resourcing analytical work to evidence review of services and also pan
Ayrshire communication/OD.
1.
4.4 SIB agreed the proposals and requested that a supplementary report be EF
prepared to confirm the detail.
5.
INTEGRATION SCHEME PROGRESS
5.1 Ms Phelps discussed the progress on the Integration Scheme and made the
following comments:




The Public Bodies (Joint Working) (Scotland) Bill became an Act on 1
April 2014.
Planning is being progressed at a Locality and Pan Ayrshire level.
Senior Officers meet weekly with the three Partnerships and NHS
Ayrshire and Arran to coordinate work across the three Local Authorities
(LA) and NHS Ayrshire and Arran.
Officers monitor workstreams on behalf of the Shadow Integration Board
(SIB).
3
To be approved by Transition Integration Board
5.2 It was noted that “flash reports” are submitted by workstreams and used to
inform workstream updates tabled at SIB meetings to note progress on MP
workstreams. This will be available at the next SIB Meeting on 24 June 2014.
5.4 The Board agreed to:
(i)
(ii)
(iii)
(IV)
6.
Note the progress being made in relation to the Integration Scheme;
Note the work from the workstreams at appendix 1;
Agree to receive a future report in relation to the Draft Integration
Scheme; and
Otherwise note the contents of this report.
PUBLIC BODIES (JOINT WORKING) ACT – UPDATE IN RELATION TO
REGULATIONS
6.1 Ms Phelps updated the Board on the Public Bodies (Joint Working) Act
Regulations. The following comments were made:



Both sets of regulations have been received by the Board;
Content of the regulations give more details of the Integrated Joint Board
(IJB);
Details include:
o Who should be included in consultations
o Workings with localities
o Performance reporting


Consultation of the first set of regulations will run for 12 weeks from
Monday 12 May – Friday 1 August 2014; and
Consultation on the second set of regulations will run for twelve weeks
from Tuesday 27 May – Monday 18 August 2014.
6.2 The Board noted the importance of consulting locally also consulting as wide
as possible within the partnership to ensure different issues are being picked
up.
6.3 Mr Fraser recognised the importance of working together with groups from the
early stages of development. Future reports on the consultation to the Board
will seek to be comprehensive across all stakeholders in the partnership.
6.4 Cllr McKay raised concerns in relation to the timescales to allow for full
engagement and consultation with partners.
6.5 Mr Fraser will bring consultation comments to the next SIB meeting on 24 June. EF
6.6 The Board requested a timeline should be developed which will outline key
processes in relation to consultation and engagement.
6.7 It was noted by members the importance of providing a route into this
consultation for all groups which feed into the SIB.
6.8 The Board agreed the recommendations to:
(i) Note the Scottish Government Draft Regulations Relation to Public
Bodies (Joint Working) (Scotland) Act 2014;
(ii) Agree to receive a future report outlining the issues for East Ayrshire in
the consultation;
(iii) Request a supplementary report on timeline for the consultation; and
(iv) Otherwise, not the contents of this report.
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To be approved by Transition Integration Board
7.
STRATEGIC PLANNING
7.1 Mrs Johnston gave an update on Strategic Planning. Mrs Johnston discussed
the following:


Around 50 members from the East Ayrshire Community Health
Partnership Forum (EA CHP Forum), Adult and Children’s Officer
Locality Groups (OLG) attended a Strategic Planning Seminar held on
15 May.
Main focuses of the seminar were:
o Contribution from attendees to the Integration Scheme and
Strategic Plan
o Understanding the processes in relation to strategic planning
o Key priorities for particular care groups
o Current and additional work required
o Agreed next steps
7.2 Mrs Johnston will circulate the report from the seminar which will give further SJ/
detail of the seminar discussions.
RH
7.3 Mrs Johnston informed the Board that further arrangements will be made
following the next meeting of the EA CHP Forum on 11 June 2014.
7.4 Membership will be reviewed to ensure there is comprehensive representation,
on the Strategic Planning Group in line with regulations.
7.5 Cllr McKay was seeking assurance that the Strategic Plan is flexible enough to
accommodate any changes made by the regulations.
7.6 Mr Fraser noted that formal sign-off of the draft Strategic Plan process can only
be completed by the Integration Joint Board (IJB), which will be in place on 1
April 2015.
7.7 The Board agreed the recommendations to:
(i) note the further progress in relation to the development of the strategic
planning group;
(ii) note progress in relation to the development of the Strategic Plan; and
(iii) note the agreed next steps
8.
FINANCIAL INCLUSION STRATEGY – ANNUAL REVIEW
8.1 Mr Macdonald gave a brief background on the Financial Inclusion Strategy,
advised on progress with the 2013/14 Action Plan, and informed the Board of
the proposed Action Plan 2014/15:




East Ayrshire’s Financial Inclusion Strategy 2013-17 was approved by
the Council’s Cabinet on 27 March 2013. Action Plans would be
developed on an annual basis.
The 2013/17 timeframe coincides with the implementation period for
welfare reform.
The Strategy was developed by the Financial Inclusion Group which is
a multi agency partnership sitting within Community Planning and
Community Health Partnership structures.
There is a focus on giving the following support to EA citizens;
- Income maximisation
- Welfare benefits advice
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To be approved by Transition Integration Board


Welfare benefits representation
Money advice
Debt counselling
Budgeting advice
Financial education
Advice about affordable and accessible financial products and
services
Good progress has been made with the implementation of the Strategy
via the 2013/14 Action Plan.
The 2014/15 Action Plan includes several new actions including
partnership work with Ayrshire College to support students.
8.2 Cllr Reid noted the work undertaken by the Council’s Financial Inclusion Team
in its first year of operation in generating financial gains for vulnerable service
users of £2.5m.
8.3 Cllr McKay queried the opportunities for the local credit unions to unite. Mr
Macdonald explained that this had been considered previously by the credit
unions. There would be a requirement for the memberships of both
organisations to agree to a merger. Some issues were identified which
suggested that the gains that might accrue from a merger were not necessarily
that great as there would also be costs e.g. both used different electronic
systems. However both credit unions are committed to working closer together.
8.4 Cllr Cook raised concerns about “pay day loan” companies being readily
available to vulnerable people. Cllr Cook felt that the current cap on the rate of
interest credit unions are allowed to charge meant that short term loans could
be uneconomic to offer. If the cap were to be reviewed this could encourage
credit unions to increase the availability of short term loans which could in turn
be beneficial to credit unions and their customers. It was agreed that this would
be communicated to local elected representatives (UK and Scottish
Parliaments).
8.5 The Board agreed to:
(i) Notes progress made with the Financial Inclusion Strategy Action Plan
2013/14;
(ii) Approves the 2014/15 Action Plan;
(iii) Support the chair write to local elected representative in the UK and
Scottish Parliament in relation to restrictions on Credit Unions; and
(iv) otherwise note the content of this report.
9.
REFOCUSING ADULT SERVICES
9.1 Ms Findlay gave the Board an update on Refocusing Adult Services. The following
was discussed:




Improvements in facilities for people with learning difficulties, mental
illnesses and autistic spectrum disorder (ASD).
Restructure of resources to compliment the Transformation Strategy and
Self Directed Services
Promotion of independent living
There are twelve Supported Accommodation Model sites across East
Ayrshire.
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To be approved by Transition Integration Board


Work is continuing to establish an additional six supported accommodation
sites.
Development of Ross Court and Berryknowe.
9.2 The Board welcomed developments which will enable users to be supported to
live independently with access to support. In addition, the establishment of the
Moving On service can aid in people living in supported accommodation which will
facilitate their transition into independent living with self directed care.
9.3 Ms Fontana noted that the Ethical Care charter would prove useful in this
development for care staff. The Board recognise that well trained staff benefits
service users.
9.4 The Board felt it would be helpful if a service user could provide a picture of what
a service day is like and to give feedback on community supports.
9.5 Cllr McKay requested that tabled information be re-issued to members for clarity.
EF/
AF
9.6 The Board agreed to:
(i) approve the developments in the day opportunities and supported
accommodation provision for adults with additional support needs;
(ii) Approve the revised staffing model and implementation in consultation
with trade unions;
(iii) Approve further consultation of the option appraisal for future care
provided within Berryknowe;
(iv) Request a clarified table of human resource implications be provided;
and
(v) Otherwise note the content of this report.
10. INTEGRATED HEALTH AND SOCIAL CARE IN SCOTLAND: POTENTIAL
IMPACT ON CHILDREN’S SERVICES
10.1 Mr Fraser held a short discussion on the Integrated health and Social Care in
Scotland: Potential Impact on Children’s Services. The following comments were
made:




Research will be carried out to identify potential impacts on children’s
services
The research will be conducted in East Ayrshire and Inverclyde
Currently there are no implications for the Health and Social Care
Partnership
East Ayrshire Health and Social Care Partnership will be a Case study,
which will provide valuable learning to aid in the structure across all health
and social care.
10.2 Mrs Gow felt it would be beneficial if this research will involve interviews with NHS
employees then it be reviewed with NHS Ayrshire and Arran Ethics Committee.
10.3 The Board agreed the recommendations to:
(i)
(ii)
(iii)
notes the research taking place;
requests that the findings and learning points identified are
presented to a future SIB for consideration; and otherwise;
note the contents of this report.
11. DATE OF NEXT MEETING
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To be approved by Transition Integration Board
11.1 The next meeting of the Shadow Integration Board will be held on 24 June 2014
at 3.00 pm in The Council Chambers, Council Headquarters, London Road,
Kilmarnock, KA3 7BU.
Chair ……………………………………………….
Date ………………………………………
8
APPENDIX (II)
To be approved by Transition Integration Board
Minutes of East Ayrshire Shadow Integration Board
3pm, Tuesday 24 June 2014
The Robert Burns Room, Council Headquarters, London Road,
Kilmarnock, KA3 7BU
Present:
Councillor Douglas Reid, EA Council, Chair
Councillor Tom Cook, EA Council
Councillor Iain Linton, EA Council
Councillor Maureen McKay, EA Council
Mr Alistair McKie, Non Executive, NHS Board Member
Dr Alison Graham, Medical Director, NHS
Mr Eddie Fraser, Director of Health and Social Care
Mrs Ann Gow, Assistant Director of Nursing, NHS
Mr Alex McPhee, Executive Director of Finance and Corporate Support, EA
Council
Ms Liz Wilson, Trade Union Representative
Mr Ian Smith, Public Partnership Forum
Mr Gordon McKay, Staffside Representative, NHS
In Attendance:
Mrs Shiona Johnston, EA CHP Facilitator
Mrs Margaret Phelps, Corporate Officer, EA Council
Ms Caroline Scott, Council of Voluntary Organisations (CVO)
Ms Alison Findlay, Senior Manager for Community Care, EA Council
Ms Lee McLaughlin, Team Manager for Self Directed Support, EAHSC
Mr Eugene Fitzpatrick, Senior Manager (GIRFEC), EA Council
Mr Andy McDonald, Planning and Development Manager for Social Work
Services, EA Council
Miss Vicky Campbell, Self Directed Support User
Mrs Eunice Johnstone, Planning Manager, NHS
Miss Rebecca Hannah, Committee Secretary (Minutes)
1.
WELCOME
Action
Cllr Reid welcomed everyone to the meeting, in particular Ms Lee
McLaughlin, Team Manager for Self Directed Support and Miss Vicky
Campbell a user of Self Directed Support.
2.
APOLOGIES FOR ABSENCE
Apologies were received from Derek Lindsay, Catherine Bingham, Ian Welsh, Fiona
Skilling, Lisa Tennant, Fiona Lees and John Burns, Susan Taylor.
3.
VICKY’S STORY
3.1
Ms McLaughlin gave a brief outline of the Self Directed Support (SDS)
services offered to users within East Ayrshire. Ms McLaughlin introduced Ms
Campbell, a people of SDS. Ms Campbell told the Board of her experience
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To be approved by Transition Integration Board
using SDS and how this has had a positive change in her life and others
around her.
3.2
Cllr Reid asked Ms Campbell if there was a pivotal moment in her journey
which encouraged her to seek support. Ms Campbell noted the trust from
social services to use SDS in her own way gave her a feeling of
empowerment that rippled throughout other members of her family.
3.3
The Board noted that not all cases will be as successful however, it is
important to note that the benefits service users gain is immeasurable.
3.4
Cllr McKay queried a recent Audit Scotland Report on SDS and, if the Board
are following the five recommendations set out by the report. Mr Fraser
informed the Board that Ms McLaughlin is currently drafting a report to
discuss these recommendations which, will be tabled at a future meeting. It
was noted that Mr MacDonald had provided a comprehensive portfolio to RH
Audit Scotland on East Ayrshire activity to inform the SDS report, a summary
of this will be available as background papers.
4.
MINUTES OF PREVIOUS MEETING HELD ON 27 MAY 2014
4.1
The Board approved the minutes of the meeting held on 27 May 2014 as an
accurate record.
5.
MATTERS ARISING
5.1
Matters arising had been completed before the meeting; any others were
included on the meeting agenda.
6.
6.1
CONSULTATION ON DRAFT REGULATIONS FOR PUBLIC BODIES
(JOINT WORKING) ACT
Mrs Phelps discussed the follow up paper on the Consultation on Draft
Regulations for Public Bodies (Joint Working) Act. Mrs Phelps noted the
following:


6.2
A Survey Monkey was distributed to Stakeholders to allow initial
responses to be collated on the consultation documents.
Responses were collected under different themes, Mrs Phelps noted
three themes in particular;
o Consultation Theme 2 - Paragraph 22 details the services
which have been delegated to the Partnership. It also
highlights some areas which will be reviewed pending clarity
from the Scottish Government (SG).
o Consultation Theme 4 – Paragraph 29 details National Health
and wellbeing outcomes. Previously there were seven
outcomes; this has now been extended to nine. It was noted
that the additional outcomes sit well within the Partnerships
own priorities.
o Consultation Theme 8 – Paragraph 50 details the work being
carried out within East Ayrshire (EA) localities.
Cllr McKay raised, for clarification, the term “People who use health and
social care services are safe from harm.” Used in Appendix 2, Outcome 7.
In particular not to infer that health and social care services could keep
people safe from harm 24 hours per day, 7 days per week.
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To be approved by Transition Integration Board
6.3
It was agreed that it is important that users are given support to empower
themselves and keep themselves safe from harm. It is also important to
continue working with people who use services and wider vulnerable groups
in keeping them safe; this includes methods to give users the capacity to
make themselves safe within the community.
It was agreed to amend the response to reflect the discussion.
6.4
The Board agreed to:
(i)
Note information on Scottish Government consultation process on
the Draft Regulations Relating to Public Bodies (Joint Working)
(Scotland) Act 2014 published by the in May 2014and
(ii) To agree arrangements to submit a response.
7.
7.1
STRATEGIC PLANNING UPDATE
Mrs Johnston gave an update on the Strategic Planning Event which was
held on 15 May 2014.
The Board were informed of the discussions held during the event. The event
was compiled of members from the EA Community Health Partnership
Forum (EA CHP Forum) and the Adult and Children’s Officer Locality Groups
(OLG).
In total, 44 members attended from a wide breadth of
representatives. It was noted that the timeframes for the development of the
plan have been altered following guidance from SG. Mr Fraser attended the
event and gave a background and context of expected outcomes from the
Strategic Plan.
7.2
Mrs Johnston noted the key themes which were identified at the event. These
were:








Feeling of connectedness
Financial inclusion
Single point of contact
Integrated IT systems
Personalisation
Competent work force in a range of different activities
Smart support
Using technology in delivering care
7.3
Mrs Johnston noted that going forward wider stakeholders will be involved
with details being developed through the OLG and subgroup meetings. A
Writing Group will be established to formally draft the Strategic Plan which,
will be reviewed by the SPG. It was agreed this work would take place
during summer; the first draft will be discussed at the SPG meeting which
will be held on 3 September 2014. Following this timeline, from October to
December 2014 the group will consult with localities, staff and stakeholders
with preparations ready for sign off by the Integrated Joint Board (IJB) in
April 2015.
8.
THE FUTURE MODEL OF COMMUNITY JUSTICE IN SCOTLAND: DRAFT
RESPONSE TO CONSULTATION
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To be approved by Transition Integration Board
8.1
Mr Fitzpatrick began by giving a background on Community Justice within
Scotland. Mr Fitzpatrick continued discussions by giving an overview of the
draft response to consultation, the following comments were noted;


Scottish Government first had consultation on the Future Model for
Community Justice in Scotland in December 2012; from this three
options were created but none had universal support. Following this
the SG has noted responses and has requested further consultation;
submission for this consultation is due by 2 July.
The consultation sets out the proposed model for community justice
in Scotland. The main features of the new model are:
o Local strategic planning and delivery of Community Justice
services through Community Planning Partnerships (CPPs);
o The creation of a national body to provide assurance and
recommendations to Scottish Ministers and Local Government
elected members as well as professional strategic leadership
for the sector;
o A focus on collaboration, including the opportunity to
commission, manage or deliver services nationally where
appropriate;
o A mechanism, reflecting the national and local democratic
responsibilities, to afford discussion and agreements as
necessary, on aspects of mutual concern.

The Scottish Government proposes to establish a new national,
statutory body. It will support a Board for Community Justice
consisting of individuals with relevant professional experience
reflecting the Community Justice landscape in Scotland. This will
include people with experience in non-justice areas such as health
(and housing), as well as those with academic and Third Sector
experience.
8.2
The Board noted concerns with a National Group guiding the Strategy, noting
it would have differing interests from a local strategic plan / approach. Mr
Fitzpatrick noted the importance of a transformational change of cultures and
systems for this model. It was felt a bigger focus is needed on outcomes and
successful achievements.
8.3
The Board noted the concerns for the resource capacity both in terms of skills
and finance in developing this model. Clarity is needed for the future funding
and development of the model. In particular a shift from CJA’s to Community
Planning responsibility.
8.4
Cllr McKay queried if there had been any indication of a response being
provided through the CPP, Mr Fitzpatrick was not aware of this.
8.5
Mr Smith questioned if the National Group will be an invitation or appointment
to be part of the Board, Mr Fitzpatrick confirmed that the representation will
be obtained by appointment. Members will be a mixture of private and public
sector.
8.6
The Board agreed the recommendations to:
(i)
(iii)
approves the draft response to the consultation on redesigning
the community justice system;
notes the contents of this report.
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To be approved by Transition Integration Board
The Board agreed to carry forward recommendation number two:
(i)
notes that a separate response will be submitted by the East
Ayrshire Community Planning Partnership.
EF
Mr Fraser will provide clarity at the next meeting on 19 August 2014.
9.
SENSORY LOCALITY PLAN
9.1
Mr Fraser informed the Board that the Sensory Locality Plan has been
worked on for two years, involving many areas across geographies of
Ayrshire and Arran, health conditions, age groups and service sectors.
9.2
Mr Fraser gave a brief overview of the plan noting that the support pathways
within the plan are of the utmost importance, to give better access to
services.
9.3
The new sensory impairment strategy “See Hear” was launched on 24 April
2014 national which involved many levels in terms of locality working.
9.4
Mr Smith queried if all aspects of hearing loss had been included in the plan.
Mr Fraser confirmed that the plan is completely inclusive; clinicians have
involved all areas and have worked together with other professionals to bring
all expertise together for sensory impairment.
9.5
The Board recognised the importance of support systems including
emotional and financial for those with sensory impairment. The Board
commended the Sensory Locality Plan noting it is an excellent example of
the good working ethos among partnerships within Ayrshire.
9.6
Mr Fraser noted a DVD which will be launched on Tuesday 8 July 2014 on a
Pan Ayrshire basis. This DVD will be available in other formats for users with
sensory impairment.
9.7
The Board agreed the recommendations to:
(i)
Note the progress to date in developing services for people with a
sensory loss;
Agree the content of the Ayrshire and Arran Sensory Locality Plan;
and
Agree to the Development of an initial action plan 2014/18 to
implement the recommendations.
(ii)
(iii)
10.
10.1
AYRSHIRE OUT OF HOURS SOCIAL WORK RESPONSE SERVICE
Ms Findlay gave an update to members on the Ayrshire Out of Hours Social
Work Response Service. The following comments were noted:



It was felt the Out of Hours (OOH) Service fits well within the EA
Partnership, working alongside Ayrshire Doctors On Call and OOH
Nursing Services.
The Service currently utilises secondment staff which is becoming
increasingly difficult to manage.
It is proposed the service moves from an onsite service at 5am
each morning with a call handling facility replacing this service with
access to on call staff. This facility has been provided to date by
the ADOC telephony service at points where staff are out of the
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To be approved by Transition Integration Board
office. There have been no recorded missed calls during two years
of operation.
10.2
Mr Fraser noted the Spend to Save impact on this service. Although saving
may not be seen immediately, the service provided long term to users is an
excellent benefit which cannot be overlooked.
10.3
The Board queried the number of calls received as being very high during
working hours (9-5). Ms Findlay explained that many administrative support
managers liaise with the service to seek clarification on cases, particularly
child protection register.
10.4
The Board noted the improved service for protecting children, and the
positive outcome of creating permanent work posts.
10.5
The Board agreed the recommendations to:
(i)
(ii)
(iii)
(iv)
(v)
11.
11.1
Note the ongoing use of the service
Agree to altering the posts from secondment to permanent posts
Agree to establishment of an additional post
Note the potential for more integrated out of hours services for
Ayrshire.
Otherwise note the content of the report.
GAELIC PLAN UPDATE
Mr Fraser gave a brief background to the Gaelic Plan and informed the Board
of the Partnerships responsibility of delivering services within Ayrshire.
The Board noted the issues around language; it was felt that this issue would
be well supported by educational colleagues.
11.2
The Board agreed to the recommendations:
(i)
(ii)
(iii)
(iv)
(v)
(vi)
12.
12.1
agree the implementation of the East Ayrshire Gaelic
Language Plan in the aspects which relate to the East Ayrshire
Health and Social Care Partnership
note that this report will be considered by the Leisure Trust;
note that this report will be considered by the Community
Planning Partnership Board;
note that this report will be considered by the Ayrshire Roads
Alliance;
note that this report has been agreed by the Cabinet of East
Ayrshire Council; and
otherwise note the contents of this report
SCCBN RESHAPING CARE PROJECT
Mr Macdonald gave some background to the Scottish Community Care
Benchmarking Network (SCCBN) Reshaping Care Project. The following
comments were noted:

In August 2013 SCCBN members identified emergency hospital
admissions and hospital discharge as elements of its Reshaping
Care for Older People Project.

The scope of the project in relation to hospital admissions was:
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To be approved by Transition Integration Board
o To undertake a structured analysis of national data which
relates to the rate of multiple emergency admissions for the
over 65 age group across Scotland; and
o Analyse relevant national data for multiple hospital
admissions (2 or more in 12 month period) between
2003/04 and 2012/13 and 2010/11 and 2012/13 (the three
year period covering the lifespan of Change Fund).

A four phased approach is being used for the project;
o Phase 1 – analysis of relevant national data to demonstrate
variations and trends in the rate of multiple emergency
admissions across Scotland to be completed by June 2014;
o Phase 2 – explore the factors which contribute to those
partnerships who appear to be performing well to be
completed by Sept 2014;
o Phase 3 – explore whether there is any correlation between
the rate of multiple emergency admission and delayed
discharges to be completed by Sept 2014;
o Phase 4 – disseminate findings to SCCBN members,
partner organisations and national agencies to be
completed by November 2014.




Phase one has been completed.
In Scotland, rates of multiple emergency admissions for the over
65 age group have increased steadily over the past 10 years, with
no significantly marked peaks or troughs during that period.
East Ayrshire shows a sharp increase in rates of multiple
emergency admissions over both the last 10 years and the last 3
years.
The findings at this stage offer no insight into the factors
influencing the data. Phases 2 and 3 will be undertaken with a view
to learning more about what makes a difference.
12.2
Mr Fraser noted the importance of the report, which gives members a chance
to reflect on the work in delayed discharge. It was important to note that
succeeding in supporting older people at home longer is positive but only if it
give a good quality of life.
12.3
The Board noted this area of work will be involved with the Partnership.
12.4
Members queried if the definitions of “multiple admissions” were consistent. Dr
Graham confirmed that the definitions being used are the same – under five
admissions.
12.5
The Board agreed the recommendations to:
(i)
(ii)
13.
Notes the contents of this report: and
Agrees to receive a further report when all phases of the
project have been completed.
ANY OTHER BUSINESS
No other business was discussed.
14.
DATE OF NEXT MEETING
15
To be approved by Transition Integration Board
3PM, TUESDAY 19 AUGUST 2014, AUCHINLECK COMMUNITY
CENTRE, 28 WELL ROAD, AUCHINLECK, KA18 2LA
Chair ……………………………………………….
Date ………………………………………
16
APPENDIX (III)
To be approved by Transition Integration Board
Minutes of East Ayrshire Shadow Integration Board 3pm, Tuesday 19
August 2014
Auckinleck Resource Centre,
Present:
Councillor Douglas Reid, EA Council, Chair
Councillor Tom Cook, EA Council
Councillor Iain Linton, EA Council
Councillor Maureen McKay, EA Council
Mr Alistair McKie, Non Executive, NHS Member
Mr Eddie Fraser, Director of Health and Social Care
Mrs Ann Gow, Assistant Director of Nursing, NHS
Mr Alex McPhee, Executive Director of Finance and Corporate Support, EA
Council
Ms Liz Wilson, Trade Union Representative
Mr Ian Smith, Public Partnership Forum Representative
Mr Gordon McKay, Staffside Representative, NHS
Mr Derek Lindsay, Director of Finance, NHS
Ms Catherine Bingham, Carer Representative
Mr Ian Welsh, Non Executive, NHS Member
Ms Susan Taylor, Head of Service, East Ayrshire Health and Social Care
Partnership
Dr Awfa Paulina, EA Locality Group General Practitioner (GP) Lead
In
Attendance:
Mrs Shiona Johnston, EA CHP Facilitator
Mrs Margaret Phelps, Corporate Officer, EA Council
Ms Caroline Scott, Council of Voluntary Organisations (CVO)
Mrs Eunice Johnstone, Planning Manager, NHS
Ms Marianne Hayward, AHP Lead
Mr Jim Lyon, Senior Manager, East Ayrshire Health and Social Care
Partnership
Ms Grace Fletcher, Service Manager, East Ayrshire Health and Social
Care Partnership
Ms Rachel McKenzie, Connected to Change
Ms Carolann Nisbet, Connected to Change
Mr John Steele, Connected to Change
Miss Rebecca Hannah, Committee Secretary (Minutes)
1.
1.1
Action
WELCOME AND INTRODUCTIONS
Cllr Reid welcomed everyone to the meeting, in particular Mr Jim Lyon,
Ms Grace Fletcher from Children’s Services East Ayrshire Health and
Social Care Partnership and, Ms Rachel McKenzie, Mr John Steele and
Ms Carolann Nisbet from Connected to Change.
2.
APOLOGIES FOR ABSENCE
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To be approved by Transition Integration Board
2.1
Apologies were received from Fiona Skilling, Fiona Lees, Alison Graham
and John Burns.
3.
3.1
PRESENTATION : CORPORATE PARENTING
Ms Taylor began by giving a brief background into corporate parenting
and introduced Mr Lyon, Ms Fletcher, Ms McKenzie, Mr Steele and Ms
Nisbet who have been part of the development of the Corporate Parenting
Strategy.
3.2
Mr Lyon began the presentation by discussing the key achievements and
current priorities of the Strategy.
3.3
Mr Steele introduced himself and explained the Key messages from
Connected to Change and gave user’s stories and their success of using
the Corporate Parenting strategy.
3.4
Members thanked the speakers for sharing their story and noted the
importance of offering support to young adults during the transition from
living within a care environment to living independently.
3.5
Cllr Reid thanked the speakers for attending and felt their presentation
and stories would be welcomed at an Autumn Conference. The speakers
left the meeting at this point.
4.
MINUTES OF THE PREVIOUS MEETING HELD ON 24 JUNE 2014.
4.1
The Board approved the minutes of the previous meeting held on 24 June
2014 as an accurate record.
5.
5.1
MATTERS ARISING
All matters arising had been completed before the meeting.
6.
6.1
INTEGRATED CARE FUND
Mrs Johnston gave an update to the Board. The following comments were
made;




The Scottish Government (SG) announced that a resource of
£100m will be made available to health and social partnerships in
2015-16 to support the delivery of improved outcomes from
integration;
The £100m will build upon the Reshaping care for Older People
Change Fund but will be available to local partnerships to support
investment in integrated services for all adults;
Funding will be available for one year at this stage. It is expected
that the Integrated care Fund should be used to test and drive a
wider set of innovative and preventative approaches;
Partners have agreed that six principles should underpin the use
of the Fund:
o Coproduction
o Sustainability
o Localities
o Leverage
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To be approved by Transition Integration Board



o Involvement
o Outcomes
The SIB, through the director should take responsibility to work
with all partners to develop the Plan;
It is expected Plans should be signed off by December 2014;
Partnerships are expected to submit two progress reports at six
monthly intervals to ministerial Strategic Group on health and
Community Care.
6.2
The Board noted the importance of addressing legacy costs left behind
from the Reshaping Care of Older Change Fund. Dr Paulina expressed
concern that the Integrated Care Fund will only be available for one year.
Dr Paulina noted that to see an improvement in multi-morbidity statistics
it would take around ten years of continuous development.
6.3
Mr McKay advised that the most important aspect of support is the
consistency in delivering service. Staff morale, guarantees of contracted
hours and fair wages are pertinent to a quality outcome.
6.4
Cllr McKay queried if £2.47m was appropriate funding for East Ayrshire.
Mr Lindsay advised that this level of resource has been awarded using a
well established formula which includes population, morbidity, age and
rurality.
6.5
Mrs Johnston noted that Reshaping Care for Older People Change Fund
is in its final stages and will bring a report outlining the current position to
the next meeting.
6.6
The Board noted the importance of recognising successes within the
Reshaping Care for Older People Change Fund
6.7
Ms Bingham advised the Board to consider the health implications of
carers while caring for someone with an illness.
6.8
The Board agreed to:
(i) note the guidance issued in relation to the integrated care fund;
(ii) note the agreed next steps outlined at paragraphs 17-20;
(iii) Agree to receive a further report in relation to Reshaping Care for
Older People at the October SIB meeting
(iv) agree to receive draft plan at November 2014 meeting.
7.
7.1
STRATEGIC PLANNING GROUP
Mrs Johnston gave an update to the Board on the Strategic Planning
Group (SPG). The following comments were noted;

It was proposed that the Vice Chair of the Shadow Integration
Board (SIB) Chair the SPG;
 It was proposed to have the Strategic Planning Group as a
standing item of the SIB/IJB agenda
19
To be approved by Transition Integration Board







It was proposed that the SIB and SPG hold a bi-annual meeting to
set priorities and areas of discussion for the coming six months,
this will be co-chaired by the SIB and SPG Chairs;
The SG guidelines note a minimum of eleven members for the SPG
however, partnerships are free to identify additional members;
Each Partnership has identified the importance of including a
Finance representative to ensure plans are delivered within
existing financial arrangements;
It was recognised the importance Locality Planning will play in the
Health and Social Care (H&SC) Partnership;
The SPG membership will be developed and include wider
stakeholders. These members will support the development of a
baseline plan for the H&SC Partnership;
As an Integrated arrangement the Partnership may also have
single representatives to deliver integrated core groups within the
SPG such as Carers;
A draft strategic plan will be tabled to members in autumn.
7.2
Mrs Johnston noted the SPG will meet on 3 September and 8 th October
2014 to support the development of the strategic plan.
7.3
Cllr Cook queried if a representative had been sought for Housing. It was
felt a social landlord or a representative from social housing could advise
on housing issues within East Ayrshire.
7.4
Mr McKay noted the SG guidelines do not require trade unions to be
members of the SPG and would hope they would still be considered as
stakeholders in the wider membership.
7.5
The Board noted the importance that meeting members of the SPG have
the capacity, ability and resource to take information from the SPG to their
members for discussion and comments.
7.6
The Board agreed to:
(i) Note the Strategic Planning Group is now in place within the East
Ayrshire Partnership;
(ii) Note the proposed governance arrangements laid out at
paragraphs 4-6;
(iii) Note the proposed extended membership based on the publication
of the draft regulations;
(iv) Note the proposed next steps in relation to:
 The development of the Strategic Planning Group
 Agree to receive a further report at the next SIB meeting in
relation to the development of the strategic plan
8.
8.1
FINANCE REPORT
Mr Lindsay introduced himself as the Director of Finance in NHS Ayrshire
& Arran.
Mr Lindsay noted the following comments:
20
To be approved by Transition Integration Board




The East Ayrshire H&SC Partnership Base Budget has been
devolved to the SIB from – East Ayrshire Council and NHS
Ayrshire & Arran;
Appendix 1 highlights the groupings of services allocated to the
Partnerships. It was noted that Primary Care, Community Dental
Services and NHS Ayrshire Doctors on Call (ADOC) will be Lead
by the East Ayrshire Partnership;
Historical resource transfer features in Appendix 2. This is a
transfer of money to EA Council from NHS Ayrshire & Arran to
continue a service but using a different model;
Currently these budgets are aligned any overspends are still held
accountable to either EA Council or NHS Ayrshire & Arran. When
the Partnership is a legal entity it will become a single budget and
will be held accountable to the H&SC Partnership.
8.2
Mr Lindsay advised of the services listed in Appendix 2. Mr Smith
requested a breakdown of costs for these services; Mr Welsh noted there
is narrative behind all of these costs, going forward these will be available
to ensure the Board are well advised in the service areas.
8.3
The Board agreed to:
(i) Note the 2014-5 aligned budgets managed within the East Ayrshire
Health and Social Care Partnership.
9.
9.1
FINANCE MANAGEMENT REPORT
Mr McPhee discussed the Finance Management Report with the Board. The
following comments were made;



9.2
Paragraph 13 noted the efficiency savings within council areas;
It was noted the over spend in Learning Disability services. This will
be closely monitored to be in keeping with budget allocations;
Underspending in vacant posts were noted.
The Board agreed to:
(i) Note the content of the report, including specific key actions on
significant variances.
10.
10.1
ANY OTHER BUSINESS
HRM HOMECARE MEDIA COVERAGE – Mr Fraser advised the Board of
a Home Care organisation in East Ayrshire not providing quality care as
expected. Mr Fraser emphasised the Care Inspectorate and the Council
have been in close contact with the organisation and have set close
monitoring arrangements which include a further inspection from the Care
Inspectorate.
10.2
Mr Fraser informed the Board that those who receive care from the
organisation and have some contact through social services have been
notified in writing of the findings.
21
To be approved by Transition Integration Board
10.3
Mr McKay noted the incurred expense of extra workload to monitor the
organisation closer. It was noted that future contracts could include clauses
to recover these costs if a similar incident was to occur in the future.
10.4
PROVISION OF CARE FOR PEOPLE WITH TERMINAL ILLNESSES – Mr
Fraser noted some media reports would suggest that East Ayrshire does not
provide care for those with terminal illnesses, which is not the case. There is
an issue in respect of service users paying a contribution towards the cost of
care services. Currently there is no guidance on those under 65 being
charged for this care. However, East Ayrshire Council is open and
transparent and offers this information on the East Ayrshire Council website
for users to access. It is felt that clarity is required to differentiate between a
life limiting illness and a terminal illness.
10.5
Mr Fraser is reviewing the current policy for improvements and will update
the Board at the next meeting.
Chair ……………………………………………….
EF
Date ………………………………………
22
APPENDIX (IV)
Approved by Shadow Integration Board at the meeting held on 20 October 2014
Minutes of East Ayrshire Shadow Integration Board
3pm, Tuesday 23 Septemer 2014
The Council Chambers, Council Headquarters,
Kilmarnock, KA3 7BU
London
Road,
Present:
Councillor Douglas Reid, EA Council, Chair
Councillor Tom Cook, EA Council
Councillor Iain Linton, EA Council
Councillor Maureen McKay, EA Council
Mr Alistair McKie, Non Executive, NHS Member
Dr Alison Graham, Medical Director, NHS
Mr Eddie Fraser, Director of Health and Social Care
Mrs Ann Gow, Assistant Director of Nursing, NHS
Mr Alex McPhee, Executive Director of Finance and Corporate Support, EA
Council
Ms Liz Wilson, Trade Union Representative
Mr Ian Smith, Public Partnership Forum Representative
Mr David Donaghey, Staffside Representative, NHS
Dr Awfa Paulina, EA Locality Group General Practitioner (GP) Lead
Ms Fiona Skilling, Council of Voluntary Organisations (CVO)
In
Attendance:
Mrs Shiona Johnston, EA CHP Facilitator
Mrs Margaret Phelps, Corporate Officer, EA Council
Mrs Eunice Johnstone, Planning Manager, NHS
Marion MacAulay, Senior Manager, Children and Families, EA Council
Ms Dorothy Gair, Community District Nursing Service, NHS
Ms Rae Wilson, Clinical Team Leader, District Nursing, NHS
Miss Rebecca Hannah, Committee Secretary (Minutes)
1.
1.1
Action
WELCOME AND INTRODUCTIONS
Cllr Reid welcomed everyone to the meeting, in particular Ms Dorothy Gair
and Ms Rae Wilson from the District Nursing service in East Ayrshire.
2.
2.1
APOLOGIES FOR ABSENCE
Apologies were received from Ian Welsh, Derek Lindsay, Catherine
Bingham, Susan Taylor and Fiona Lees.
3.
3.1
MATTERS ARISING
Non Residential Charging – Mr Fraser discussed non residential
charging with Board members and, sought agreement for the amendment
to East Ayrshire Social Work Services Framework.
3.2
The Board agreed the recommendations to:
2
Approved by Shadow Integration Board at the meeting held on 20 October 2014
(i) Note that national guidance on the issue is being developed;
(ii) Agree that at a local level with immediate effect we amend out
charging framework as outlined in paragraph 20; and
(iii) Otherwise, note the content of this report.
4.
4.1
MINUTES OF THE PREVIOUS MEETING HELD ON 24 JUNE 2014.
The Board approved the minutes of the previous meeting held on 19
August 2014 as an accurate record.
5.
5.1
COMMUNITY NURSING
Mrs Gow, Ms Gair and Ms Wilson gave a presentation on Community
District Nursing.
The following topics were discussed;

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



District Nursing Service introduction and background
Community District Nursing in East Ayrshire
Policy Influence
Practice Delivery
District Nursing Activity
Acuity of Patients
Workforce Age Range
Service Pressures
Strengths and Opportunities
The Way Forward
Costs
Patient Story
Cllr Reid thanked Mrs Gow, Ms Gair and Ms Wilson for the presentation. RH
The patient story link will be circulated to members for information.
It was agreed that a specific report on Community Nursing Services will AG
be presented for the next SIB.
6.
6.1
STRATEGIC PLANNING UPDATE
Mrs Johnston gave an update to the Board. The following comments were
made;


The Strategic Planning Group (SPG) are currently on target to
have a first draft of the Strategic Plan ready for consultation at the
end of October 2014;
An extended SPG session was held on 3 September 2014 to allow
the group the opportunity to:
o Consider the first draft of the baseline East Ayrshire
Strategic Plan
o Consider the finding from the two rapid needs assessments
undertaken by Public Health
o Provide the opportunity for further contribution from partners
and stakeholders, and develop draft vision, values and
priorities for the partnership.
3
Approved by Shadow Integration Board at the meeting held on 20 October 2014



6.2
7.
7.1
The Board agreed the recommendations to:
(i) Note the ongoing work in progress in relation to the development
of the Strategic Plan
(ii) Note further discussion in relation to the development of the plan
to take place at the SIB Development session
(iii) Note the work being undertaken in relation to locality planning
(iv) Agree to receive a first draft of the plan at the October SIB meeting.
INTEGRATION SCHEME
Mrs Phelps gave an update on the implementation of the Public Bodies
(Joint Working) (Scotland) Act. The following comments were noted;



7.2
A SIB development session will be arranged to further discuss
these areas;
The needs assessments focused on two partnership priority areas;
o Avoidable hospital admissions
o Keeping our children safe, reducing serious adverse events
The Health and Social Care (HSC) Strategic Plan will be the
wellbeing theme of the community plan, and therefore synergy with
the process of the review and development of the emerging
community plan is required.
The Integrated Scheme is the formal written agreement between
the Council and the Health Board and details how they intend to
implement the Public Bodies (Joint Working) (Scotland) Act, this is
not intended for public consultation;
The draft Integration Scheme will be submitted for consultation to
the SIB on 20 October 2014;
There will be a focus on developing a final version of the Integration
Scheme for consideration by Council, Shadow Integration Board,
Health Board and wider partners, namely Strategic Planning Group
and staffside.
The Board agreed the recommendations to:
(i) To note the progress being made in the development of the
Integration Scheme;
(ii) To note the timetable for consultation detailed at paragraph 5; and
(iii) Otherwise note the content of the report.
8.
8.1
COMMUNITY PLANNING
Mr Fraser discussed the community action plan and single outcome
agreement annual performance report 2013/14 with board members and
sought endorsement for the health related templates to be included in the
consolidated annual performance report.
8.2
The following comments were noted;

Work has been taken forward to prepare the consolidated 2013/14
Annual Performance Report to meet the requirements of the
guidance in respect of reporting on Single Outcome Agreements
(SOA) provided by the Scottish Government;
4
Approved by Shadow Integration Board at the meeting held on 20 October 2014


8.3
Members were asked to consider the appended outcome
templates, namely;
o National Outcome 5 – Our children have the best start in life
and are ready to succeed.
o National Outcome 6 – We live linger healthier lives.
o National Outcome 7 – We have tackled the significant
inequalities in Scottish society.
o National Outcome 8 – We have improved the life chances
for children, young people and families at risk.
o National Outcome 15 – Our people are able to maintain their
independence as they get older and are able to access
appropriate support when they need it.
As reported in previous years, where appropriate, actions were
identified in respect of areas for improvement in the SOA Annual
Performance Reports and remedial action taken forward to
facilitate progress and achievement towards the local outcomes in
the Board’s SOA.
The Board agreed the recommendations to:
(i) Note that the SOA Annual Performance Report on progress made
in 2013/14 requires to be submitted to the Scottish Government in
October 2014;
(ii) Consider and endorse the health related outcome templates,
which, subject to approval and minor textual amendment, will be
included in the consolidated Community Planning/SOA Annual
Performance Report 2014/14;
(iii) Note that the SOA Annual Performance Report 2013/14 and
improvement actions to facilitate achievement of outcomes will be
presented for overall endorsement to the Community Planning
Partnership (CPP) Board at its meeting on 2 October 2014; and
(iv) Otherwise, note the content of the report.
9.
9.1
RESHAPING CARE FOR OLDER PEOPLE
Mrs Johnston gave an update on Reshaping for Older People, the following
comments were noted;

The Reshaping Care for Older People Programme has agreed a
Ten Year Vision for Joint Services - Reshaping Care for Older
People. This vision fully supports how we work together, as
partners, to deliver services to improve outcomes for older people.

Both the Third Sector Interface and the Independent Sector are
fully integrated within partnership structures in order to ensure full
engagement in the reshaping care programme as it develops.

The Change Fund was established in 2011 as ‘bridging finance’ to
support the development of the Reshaping Care Programme. The
four years of the Change Fund has allowed partners from NHS,
Council, Third and Independent Sectors to work together with this
additional investment to allow new approaches and services to be
established and to support longer change processes to take place,
5
Approved by Shadow Integration Board at the meeting held on 20 October 2014
with a focus on shifting to prevention and anticipatory care
approaches.

The Change Fund represents 1 per cent of the overall annual
spend on older people, and has provided the following resources
over the last 4 years, to allow the testing of new service models,
working across wider partnerships with our Third and Independent
Sector Colleagues to improve outcomes for older people:
o Year 1 2011/12 - £1.64 million
o Year 2 2012/13 - £1.88 million
o Year 3 2013/14 - £1.88 million
o Year 4 2014/15 - £1.64 million
9.2

As part of the council transformation strategy, integrated transport
solutions have been developed, alongside models for community
transport. This will support the preventative care agenda, is
provided through the third sector.

This work has been prioritised by the partnership to continue to
receive funding and will be important to develop this approach to
all adult care groups through our Integrated Care Fund.
The Board agreed the recommendations to:
(i)
(ii)
(iii)
(iv)
10.
10.1
ADP FUNDING ALLOCATION AND ASSOCIATED REPORTING
Mr Fraser gave the Board an update on ADP Funding allocation and
associated reporting. The following comments were made;




10.2
note the progress in relation to the Reshaping Care
Programme and the associated Change Fund
agree the approach laid out at paragraph 35
note the additional investment available in April 2015,
paragraph 37
agree to receive a further report and draft Integrated Care
Fund Plan at the November SIB meeting
Scottish Government Funding have advised that 2014-15 funding is
conditional on demonstrating progress towards both national and
locally relevant alcohol and drugs outcomes and the stated Ministerial
priorities;
The target for Ayrshire & Arran Health Board area will remain the
same as for 2013/14 at 4076 brief interventions and a minimum of
90% of delivery within the priority areas. 10% may be delivered in the
wider settings;
A quality improvement session facilitated by East Ayrshire Council
organisational development and attended by services and people
with lived experience of addiction was held in March 2014. A follow
up session was delivered in August 2014;
Members may wish to note that 2014/15 is the final year of the current
budget cycle and 2015 will see a requirement by the ADP to update
the alcohol and drugs strategy and the associated delivery plan
The Board agreed the recommendations to:
6
Approved by Shadow Integration Board at the meeting held on 20 October 2014
(i) Recognise the final year of funding agreement;
(ii) Note the requirement to update the strategy and associated delivery
plan for 2015-18;
(iii) Endorse the proposal in paragraph 23 in relation to working with
Scottish Government as a pilot in respect of recovery indicators; and
(iv) Otherwise note the contents of the report.
11.
THE QUALITY PRINCIPLES: STANDARD EXPECTATIONS OF CARE
AND SUPORT IN DRUG & ALCOHOL SERVICES
Mr Fraser discussed the recently published quality principles. The
following comments were noted;




The development and publication of the quality principles is the
focus of the next phase of delivery of the national drug and alcohol
strategies now that there has been significant improved access to
treatment and support services;
It is expected by Scottish Government that ADPs and services will
fully embrace the ethos of the Quality Principles;
The principles will be published via poster and leaflet. These
posters are expected to be displayed in accessible areas within
services;
Leaflets outlining the principles will only be available online. The
ADP may wish to consider a leaflet print run.
The Board agreed the recommendations to:
(i) Note the introduction of the Quality Principles;
(ii) Task the ADP to ensure the quality principles are displayed,
accessible and implemented across all services;
(iii) Agree that East Ayrshire will be a pilot site in respect of data
collection and analysis; and
(iv) Otherwise notes the content of the report.
12.
ANY OTHER BUSINESS
There were no other items for discussion.
13.
DATE OF NEXT MEETING
3pm, Monday 20 October 2014, Council Chambers, Council headquarters,
London Road, Kilmarnock.
Chair ……………………………………………….
Date ………………………………………
7