Directorate Plan Template - Welcome to Shetland … · Web viewThe Service’s performance is reported to the Directorate Management Team monthly and Performance Indicators from this

Governance & Law Service Plan 2015/16

Governance & Law Service2015-16 Service Plan

Supporting Corporate Service’s vision:

“Delivering Professional Solutions Together”

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Contents

Introduction...........................................................................................................................................................3Vision Statement...................................................................................................................................................3Drivers for Change................................................................................................................................................4About Us................................................................................................................................................................5

Who We Are..................................................................................................................................................................................... 5

Organisational Chart....................................................................................................................................................................... 6

Locations......................................................................................................................................................................................... 6

Governance...................................................................................................................................................................................... 7

Regulation and Compliance........................................................................................................................................................... 7

What We Do...................................................................................................................................................................................... 8

Our Customers.............................................................................................................................................................................. 10

Our Costs and Income.................................................................................................................................................................. 11

Funding and resources................................................................................................................................................................. 12

Aims and Objectives...........................................................................................................................................12Detailed Actions/Plan for Change......................................................................................................................14

Previous Actions Completed in 2014/15......................................................................................................................................14

Ongoing Actions/Projects Started prior April 2015....................................................................................................................15

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New Planned Actions Due to Start in 2015/16..................................................................................................19Risks to Delivery.................................................................................................................................................22Performance Indicators......................................................................................................................................26

Performance Indicators from Council Wide Performance Measures.......................................................................................26

Key Service Indicators.................................................................................................................................................................. 27

Service Performance Indicators from the Local Government Benchmarking Framework.....................................................27

Contact Details....................................................................................................................................................29

IntroductionEvery year, each Service within the Council is required to produce a Service Plan for the following year. This Service Plan provides an overview of the Governance & Law Service for 2015/16,

The Governance & Law Service is in the Corporate Services Directorate. This plan contains information on major activities, aims, objectives, actions, targets, performance indicators and risks.

Service plans are approved and “signed off” at Director Level as part of the Executive Manager’s Employee Review and Development process.

Vision StatementThe Governance & Law Service is committed to supporting the Corporate Directorate’s Vision of “Delivering Professional Solutions Together”.

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Drivers for Change Due to increased expectation for the Councils to conduct their own Best Value checks, our service seeks out continuous

improvement and in pursuit of Best Value we conduct self assessments and Best Value checks using Corporate Services Toolkits relating to ours service functions such as:

- Corporate Governance Information Management; and- Legal Services

In supporting other Council services to achieve their objectives, the following drivers impact on the resources of Governance & Law:

- Health and Social Care Integration Transition Programme - New Anderson High School

As part of the Participatory Budget exercise, using the ‘Building Budgets’ model, the public consultation findings for Governance & Law were that we should achieve or exceed a percentage reduction of 2.4% from our budget. The overall contribution required for Corporate Services was 3.3% and those approved in the budget were 3.8% exceeding the requirement.

Medium Term Financial Plan Long Term Financial Plan Risk Management Review Communications Strategy Commissioning and Procurement Strategy Planning and Performance Management Framework (PPMF) ICT Strategy Public Records Act Public Bodies Joint Working Act Public Performance Reporting Guidance Resilience Direct – a new UK resilience information sharing platform

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About UsThe Service has been in place throughout the life of Shetland Islands Council since 1975 and was placed in the Corporate Services Department following the Council organisation and management re-structure in 2011.

The functions delivered by Governance & Law can be summarised as:

Executive Manager / Monitoring Officer / Returning Officer Legal Services Liquor Licensing Insurance Services Committee Services Electoral Services Emergency Planning & Resilience Registration of Births, Deaths And Marriages

Who We AreThis Service sits within the Corporate Services Department and is led by the Director of Corporate Services (Christine Ferguson). The following Services are also in the Corporate Services Department: (Capital Programmes, Human Resources, Information & Communication Technology, Audit, Risk & Improvement, Finance)

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Organisational Chart

LocationsThe Governance & Law Service is mainly located at 8 North Ness Business Park, Lerwick, Shetland, ZE1 0LZ. The Executive Manager of Governance and Law and Committee Services Section and Legal and Insurance Section are situated at this location. The Registration Service is located in Lerwick Town Hall, Lerwick, Shetland, ZE1 0HB. The final part of the Service is the Emergency Planning and Resilience Section which is situated at 20 Commercial Road, Lerwick, Shetland ZE1 0LX.

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Chief ExecutiveMark Boden

Corporate Services Directorate

Christine Ferguson

Information & Communication Technology

Capital ProgrammesGovernance & Law

Jan Riise1 FTE

Legal and Insurance TeamTeam Leader Susan Brunton

10.09FTE

Administration TeamTeam Leader Anne Cogle

6.46 FTE

Emergency Planning & Resilience

Resilience Advisor Ingrid Gall1 FTE

Human Resources Audit, Risk & Improvement Finance


GovernanceThe Governance & Law Service is part of the Corporate Services Directorate and reports to all decision making elements of the Council but most often to meetings of the Policy & Resources Committee and meetings of the Council.

The Service’s performance is reported to the Directorate Management Team monthly and Performance Indicators from this plan are reported to the Policy & Resources Committee 4 times per year as part of the Department’s quarterly performance report.

Regulation and ComplianceThe Shetland Islands Council was established by the Local Government (Scotland) Act 1973, and is responsible for the administration of local government in the Shetland Islands Area.

Governance and Law supports this responsibility by ensuring compliance with the relevant legislative requirements, current and proposed, including:

Local Government (Scotland) Act 1973 Local Government (Access to Information) Act 1985 Local Government and Housing Act 1989 Local Government Etc (Scotland) Act 1994 Local Government in Scotland Act 2003 Local Governance (Scotland) Act 2004 Scottish Local Government Election Rules Scottish Parliament Election Rules Parliamentary Election Rules European Parliamentary Elections Regulations Ethical Standards in Public Life etc Scotland Act 2000 Data Protection Act 1998 Freedom of Information (Scotland) Act 2002

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Public Records (Scotland) Act 2011 Public Bodies (Joint Working) (Scotland) Act 2014 Registration of Births, Deaths and Marriages (Scotland) Act 1965 Marriage (Scotland) Act 2002 Nationality, Immigration and Asylum Act 2002 Civil Partnership Act 2004 Local Electoral Administration and Registration Services (Scotland) Act 2006 Marriage and Civil Partnership (Scotland) Act 2014 Certification of Death (Scotland) Act 2011 General Insurance Law The Civil Contingencies Act 2004 (Contingency Planning) (Scotland) Regulations 2005 Radiation (Emergency Preparedness and Public Information) Regulations 2001 Pipeline Safety Regulations 1996 Merchant Shipping (Oil Pollution Preparedness and Co-operation Convention [OPRC]) Regulations 1998 Control of Major Accident Hazards Regulations 2015 The Public Health etc. (Scotland) Act 2008

The Council’s Legal Section is staffed by solicitors who are subject to regulation by the Law Society of Scotland.

The Council’s Insurance Officer and Assistant Insurance Officers are members of the Chartered Institute of Insurers and abide by their code of Practice.

What We DoThe Governance and Law Service includes the following functions:

Executive Manager The Council is required to comply with all relevant legislation in the provision of services. The Executive Manager is appointed to the statutory role of Monitoring Officer, which is an appointment required under the Local Government and Housing Act 1989, and

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imposes a duty on a local authority to provide such staff, accommodation and other resources as are, in his opinion, sufficient to allow those duties to be performed. The Executive Manager role also underpins the statutory requirement to obtain Best Value in terms of the Local Government in Scotland Act 2003, in that the Council obtains legal advice on the scope and content of its duties in order to achieve economy, efficiency, and good quality decision making.

Committee ServicesA comprehensive range of services which support the democratic decision-making process of the authority, as well as the corporate aims towards ensuring open and accountable local government. Ensuring effective service provision and implementation of Council procedures and legislation relating to meetings administration, and corporate compliance with legislative, policy and procedural requirements for Data Protection, Freedom of Information, and Records Management. Responsible for the proper conduct of all elections in Shetland, in support of the Returning Officer, and provide a range of administrative services by agreement to Children’s Hearings Scotland and the Shetland Area Support Team.

Registration of Births, Deaths and MarriagesRegistration of deaths, births, still-births and marriages, the conduct of ceremonies in relation to marriages and civil partnerships, and the conduct of Citizenship ceremonies. Other statutory functions include the provision of certificates and searches in the registers, and the maintenance of the registers.

Legal and Insurance ServicesLegal provides a full range of legal services (either directly or through engagement of specialist advisers) covering advice on legal obligations and duties, representation in court and before other tribunals and implementation of legal formalities for every area of the Council’s operations and for the functioning of the Licensing Board. In addition to ensuring best value provision of this range of services, Legal also provides corporate services to the Council and its management and supports the Monitoring Officer in ensuring propriety in the Council’s actings.

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Insurance Services provide advice and management of the Council’s insurance. This includes a full claims handling service and the determination of liability, and the monitoring of the Council’s Insurance Fund. This section also provides advice throughout the Council to ensure awareness of insurance warranties and the effective management of activities concerning insurable risks.

Emergency Planning & ResilienceEmergency Planning & Resilience enables the Council to realise its civil contingencies, statutory and humanitarian obligation with regard to its ‘duty of care’ to the community it serves, to mitigate the effects of major disruptive challenges to people, the environment, property and the security of Shetland.

Our CustomersGovernance and Law reacts positively to any criticisms or complaints, and seeks to ensure customer satisfaction in all its activities. The Service responds positively to feedback on internal exercises with regard to satisfaction rates and areas for improvement. The Service seeks to maintain the positive feedback from the Customer Satisfaction surveys. The Service contributes and supports all other services and major projects, as required.

Governance and Law work closely with relevant national organisations including statutory regulatory bodies such as Audit Scotland, Standards Commission, and Scottish Public Services Ombudsman (SPSO).

Key Customers and Partners for Governance and Law are:Shetland PublicElected MembersOfficers of the CouncilNHS ShetlandScottish GovernmentVoluntary Action ShetlandCommunity CouncilsChildren’s Hearings ScotlandPolice Scotland

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Scottish Fire and Rescue ServiceMaritime and Coastguard AgencyScottish Ambulance ServiceInsurance providers – Zurich, Travellers and British Marine Orkney and Shetland Valuation Joint BoardElectoral CommissionElectoral Management Board for ScotlandNational Records of ScotlandZetTransShetland Islands Area Licensing BoardShetland Charitable TrustScottish Environment Protection AgencyIntegration Joint Board

Our Costs and IncomeGovernance and Law has 18.55 full time equivalent staff and annual revenue expenditure of £ 1,146.440. As detailed below:

ServiceNumber of Staff (FTE)

Gross Expenditure

Income Net Budget Capital Budget

Executive Manager – Governance & Law 1.0 106,959 109 106,850 Nil

Administration Services and Registrar 6.46 381,410 76,050 305,360 Nil

Legal and Insurance 10.09 574,913 50,300 524,613 Nil

Emergency Planning & Resilience1.0

83,158 20,000 63,158 Nil

Service Total 18.55 1,146,440 146459 999,981 Nil

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Funding and resourcesAs part of the Participatory Budget exercise, using the ‘Building Budgets’ model, the public consultation findings for Governance & Law were that we should achieve or exceed a percentage reduction of 2.4% from our budget. The overall contribution required for Corporate Services was 3.3% and those approved in the budget were 3.8% exceeding the requirement.

Aims and ObjectivesThis section is about how Corporate and Directorate Aims are supported by Service Plan Objectives.

Our “Aims” are what we want to achieve, our “Objectives” are what we will do to achieve those aims.

Directorate Plan Aims Action

Working with partners to achieve best results Support delivery of Health & Social Care integration.

Work with other partners across the Third Sector e.g. SADA, SCT, Amenity Trust, Recreational Trust, VAS.

Contribute to and support the Shetland Partnership through the Performance Delivery Group and the Partnership Board.

Protect Vulnerable and disadvantaged people Social Work Complaints Review Committee.

Equalities monitoring.

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Directorate Plan Aims Action

Being a properly led and well-managed council Continue to meet savings targets whilst providing high quality services

Continue to develop and improve the Council’s Corporate Governance Arrangements

Service Aims/Priorities Objectives/Actions (Details below)

Support delivery of Health & Social Care integration.

Contribute to the work of transition board and develop administrative and governance arrangements for the new Integration Joint Board (IJB).

Work with other partners across the Third Sector e.g. SADA, SCT, Amenity Trust, Recreational Trust, VAS.

To work with partner organisations to review partnering relationships. Review of Councillor involvement in partner and external organisations and partnerships including review of external appointments.

Social Work Complaints Review Committee. Initiate a review of arrangements for stage 1 and stage 2 handling of the statutory social work complaints procedures.

Continue to meet savings targets whilst providing high quality services

Review service provision to identify any further efficiencies possible from new working practices and implement efficiency savings as opportunities arise.

Maximise the use of external agencies to exercise refreshed emergency response plans.

Continue to develop and improve the Council’s Corporate Governance Arrangements

Conduct the Corporate Governance Review and implement its recommendations.

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Service Aims/Priorities Objectives/Actions (Details below)

Contractual arrangements for the construction of the new AHS

Contractual framework to be agreed prior to the commencement of the construction of the new AHS

Support of the new AHS project Contractual arrangements for the construction of the school to be concluded and ancillary aspects of the project e.g. cycle path, to be legally supported.

Corporate Records Management Development and implementation of a Corporate Records Management Plan and improvement agenda.

Shetland Emergency Planning Forum Ensure that plans are updated, staff are trained and exercised.

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Detailed Actions/Plan for Change

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Previous Actions Completed in 2014/15Description Delivered

Early/on-time/lateAchieved original intention?

Shetland Emergency Planning Forum - Ensure that plans are updated, staff are trained and exercised.

On time and ongoing Plans are being updated or have been updated. Training and exercising has been carried out and further training and exercises are planned.

Run Business Continuity Workshop for the Council to help services update, train and test their recovery plans

On time Workshop was run on 12th November 2014

Concept of Community Resilience across Shetland Ongoing Planning to take forward in early 2015 following Community Council elections.

Develop CoMAH and Pipeline Plans for Shetland Gas Plant

Ongoing Pipeline Plan complete. CoMAH plan drafted which will now be agreed and tested before the SGP is operational.

Shetland Islands Area Licensing Board develop a procedure for notifying Personal Licence Holders of the need to retrain.

On time Has been completed and arrangements for future notifications are in place.

Senior Councillor Re-Appointments On time

The proper conduct of all elections in Shetland, including the Independence Referendum on the basis that “The result must be the story, not the process”.

On time

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Ongoing Actions/Projects Started prior April 2015

Title/Heading Team Start End Output Expected Outcome/Supported Aims/Objectives

Replacement Emergency Helicopter Landing Site at Clickimin.

Part of new AHS Project

Yes 2015 Planning permission received however, noise monitoring must be carried out. Work is planned to be completed in 2015 with use commencing when the school starts to be built.

Shetland Emergency Planning Forum - Ensure that plans are updated, staff are trained and exercised.


Yes Ongoing Plans are being updated or have been updated. Training and exercising has been carried out and further training and exercises are planned.

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Concept of Community Resilience across Shetland


Yes Ongoing Planning to take forward in early 2015 following Community Council elections.

Develop CoMAH Plan for Shetland Gas Plant


Yes 2015 Being completed and will be tested before the SGP is operational.

Contractual arrangements for the construction of the new AHS

Legal Yes 2015 Contractual framework to be agreed prior to the commencement of the construction of the new AHS.

This will support the Council to be focussed on delivering essential services efficiently and effectively particularly the critical services for children

Council House Sales – meeting the challenge of increase in applications.

Legal 2014 Summer 2016

In the first two quarters of financial year 2014/15 (ie April to September), 33

This supports the Council’s aim to be a well managed Council.

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applications were received and 32 offers issued, compared to 26 and 12 respectively in the corresponding quarters of the previous year.

Conduct the Corporate Governance Review and implement its recommendations.

Exec Mgr / Committee Services

April 2014 April 2016 Governance review report submitted to Council and approved on 14 May 2014. New Policy Forum operational. Updated constitutional and governance documents to reflect changes.

Review of Corporate Governance which will identify any improvement actions for 2015/16.

Elections Exec Mgr and Committee

December 2014

May 2015 Delivery of UK Parliamentary

Successful completion of the UK Parliamentary Election on 7 May 2015 / Satisfactory performance recorded with

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Services Election the Electoral Commission / Election Petition lodged but not in relation to the administration of the election processes.

New Planned Actions Due to Start in 2015/16Title/Heading Team Start End Output Expected Outcome/Supported

Aims/ObjectivesExpanding the use of new technology to improve the efficiency of legal practices

Legal April 2015 October 2015

Explore and develop the use of electronic communication, when possible, to improve legal practice in conveyancing and court work

This supports the Council’s aim of being well managed.

Development of training and materials for the induction of new appointees to the Panel of Curators ad litem and Reporting Officers

Legal April 2015 July 2015 A training session and materials to be delivered to new appointees within 3

To have a fully operational Panel able to meet the needs of parties raising court actions in Lerwick Sheriff Court this supports the Council to be a

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Aims/Objectivesmonths of appointment and prior to taking up office

Council focussed on delivering essential services efficiently and effectively particularly the critical services for children.

Corporate Records Management Improvement Plan

Governance and Law

April 2015 March 2016

Assessment and Review Framework to be drafted and agreed with CMT with agreed work streams for improvement actions.

This will support the Council’s Aim of “Being a properly led and well managed Council”. Will result in compliance with the legislation, an increased awareness and understanding of information management throughout the organisation, and, public confidence in how we handle all information.

Review of Service Provision to External Bodies

Insurance April 2015 September 2015

Review arrangements and costs of provision of insurance services to external bodies

Create proper contractual arrangements to support the aim of the Council of being well managed and potentially to gain additional revenue.

Introduction of new Children’ Social Work Services Procedures

Legal April 2015 December 2015

To meet the challenge of increased demand for

To achieve increased numbers of children who are provided with alternative permanent placements.

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Aims/Objectivesadvice and legal representation following on a review of Social Work Services procedures relating to children

This supports the Council’s aim of delivering essential services efficiently and effectively, particularly the critical services for children.

Design a new process to systematically record the council’s title deeds in the Land Register

Legal April 2015 December 2015

A plan for progressive recording of the Council’s titles on the land Register

Properly led and well managed Council by being prepared to comply with the stated intention of the Government to require public bodies to have all their titles on the Land Register within a specific time period.

Resilience Direct – online resource for storage / delivery of resilience information across Scotland and the UK


April 2015 December 2015

Ability to share restricted resilience information

Ability to populate shared database.

The Directorate level actions or most strategically significant operational actions to be delivered are also set out in the Directorate Plan and will be monitored each quarter by the Directorate Management Team and Committee Members as part of the quarterly reviews. The key actions for this service are set out in this operational Service plans.

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Risks to DeliveryShetland Islands Council Date: 24 June 2015

Governance and Law

Current Target

Risk & Details Frequency Severity RiskProfile

Current and Planned Control Measures

Severity Frequency Risk Profile Assigned To

Level Executive Service

Corporate Plan 08. A properly led and well-managed council

XL0008 - Breach of Legislation - Data Protection, Human Rights, Employment Practice, Health and Safety etc - Regarding Monitor Officer advice - Service is delivered within a number of legislative requirements, which can change and are complex

Rare 1 Significant 3 Low 3 • Ensure procedures are written clearly and are followed

Significant 3 Rare 1 Low 3 Jan R Riise

Level Operational

Corporate Plan 06. Working with partners

XLE0030 - Other bodies - relations with - Under the Police and Fire Reform (Scotland) Act 2012 Local Authorities have had to create a Board to engage with the new Police and Fire services.

Rare 1 Significant 3 Low 3 Significant 3 Rare 1 Low 3 Ingrid Gall

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In Shetland we took the approach to include the Cat 1 Responders under the Civil Contingencies Act 2004.

Corporate Plan 07. Vulnerable and disadvantaged people

XL0004 - Legislation changes - Organisation is undergoing siginificant change both in staff and budgeting

Possible

3 Significant 3 Medium 9 • Continuous training, Continuous training and exercising of multi-agency plans.Annual seminars held to highlight important subject matter.Awareness raising of all aspects of contingency planning throughout the Council.

Significant 3 Rare 1 Low 3 Jan R Riise

XL0005 - Deadlines - failure to meet - Various Performance Indicators are based on achieving or completing tasks within a set period of time. For example, the average tme to sell a house should be under 40 weeks.

Possible

3 Minor 2 Medium 6 Insignificant 1 Unlikely 2 Low 2 Jan R Riise

XLA0011 - Deadlines - failure to meet - Committee Services have a significant time-critical workload

Unlikely 2 Significant 3 Medium 6 • Rules on Deadlines are communicated and observed, Staff empowered to ensure that statutory deadlines are met.

Significant 3 Rare 1 Low 3 Anne Cogle

XLE0028 - statute/Legislation- failure to observe - Ensure compliance with Civil Contingencies Act 2004, supplemented by the Contingency Planning (Scotland) 2005 Regulations that BC Plans are created, maintained and exercised across the Council.

Possible

3 Significant 3 Medium 9 • Run annual workshops & exercise, 1. Be available to answer any BC queries2. Run an annual workshop and invite all services to participate3. Run an exercise across the Council periodically(every 3 or 4

Significant 3 Unlikely 2 Medium 6 Ingrid Gall

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years)


XL0002 - Professional Errors and Omissions - There is a range of legislative, regulatory, contractual and best practice requirements in relation to the services that they provide. Legal have a number of specialist, unique posts.

Possible

3 Significant 3 Medium 9 Minor 2 Possible 3 Medium 6 Jan R Riise

XL0003 - Staff number/skills shortage - Committee Services has four staff plus a manager, and delivers a service againsta background of changing committee timetables, legislative requirements and wider economically and politically challenging times.

Possible

3 Minor 2 Medium 6 • Personnel identified in other departments, key staff roles identified in other departments to be utilised if required

Minor 2 Unlikely 2 Low 4 Jan R Riise

XL0006 - Business continuity plan inadequate - Lack of business continuity planning

Possible

3 Significant 3 Medium 9 • Business Continuity Plan in place, review plans in place, BCP in place, IG, AC, SB, JR to review in march 2015

Minor 2 Unlikely 2 Low 4 Jan R Riise

XLA0010 - Communications poor - Committee Services deliver a service to the committees and policy and decision making forums of the council

Unlikely 2 Minor 2 Low 4 • Communication standards and training in place, Corporate and service standards in place in relation to communications - training provided

Minor 2 Rare 1 Low 2 Anne Cogle

XLE0024 - Economic climate - EP&R has one FTE member of staff.

Possible

3 Significant 3 Medium 9 • Specific focus in 15/16 to monitor uptake/ participation in training and excercises

Minor 2 Possible 3 Medium 6 Ingrid Gall

XLE0027 - Partnership working failure - To co-operate with other Cat 1 Responders to ensure compliance with Civil Contingencies Act 2004 (CCA 2004), supplemented by the Contingency Planning (Scotland) 2005 Regulations

Possible

3 Significant 3 Medium 9 • Explore reasons for non-engagement, address at resilience forum, Engage with Community Planning and Development Exec

Major 4 Rare 1 Medium 4 Ingrid Gall

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Manager

XLE0029 - Govt policy - failure to meet - Progress Scottish Government voluntary initiative in ensuring that communities are more resilient in future

Likely 4 Minor 2 Medium 8 • Consider embracing SSE funding which is currently available. Engagement

Minor 2 Possible 3 Medium 6 Ingrid Gall

XLL0002 - Economic / Financial - Other - Staff deliver a range of functions in accordance with various legislative, regulatory, contractual, professional and best practice requirements. There are a number of unique posts, and each is required to maintain professional registration and keep up to date with current professional best practice

Possible

3 Significant 3 Medium 9 Minor 2 Unlikely 2 Low 4 Susan Brunton

XLSIN0001 - Failure of Key supplier - Council Insurers provide cover across a wide area of activities and policy areas

Rare 1 Significant 3 Low 3 Significant 3 Rare 1 Low 3 Stan Semple

Level Strategic

Corporate Plan 07. Vulnerable and disadvantaged people

XLA0004 - Records/Research data/systems/security/confidentiality/ back-up. - Loss of corporate records

Unlikely 2 Major 4 Medium 8 • Security measures are in place and reviewed; service plan action

Major 4 Rare 1 Medium 4 Anne Cogle


XL0007 - Breach of Legislation - Data Protection, Human Rights, Employment Practice, Health and Safety etc - Breach of legislation by officers/managers in terms of compliance with legislative requirements for data protection, human rights, employment practice, health and safety

Possible

3 Significant 3 Medium 9 Significant 3 Rare 1 Low 3 Jan R Riise

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XLA0007 - Computer damage/loss of data/corruption of data - All data is held electronically

Unlikely 2 Significant 3 Medium 6 • Back Up Information, All prime records in relation to committee reports and minutes are also held as paper records. Staff awareness carried out in relation to the importance of security and following records management procedures.

Significant 3 Rare 1 Low 3 Anne Cogle

Corporate Plan 09. Dealing with challenges effectively

XL0009 - Economic / Financial - Other - Revenue budgets are fixed or reducing, MTFP places a need for further cutbacks on all services

Rare 1 Significant 3 Low 3 • Monthly budget monitoring

Minor 2 Rare 1 Low 2 Jan R Riise

Performance IndicatorsPerformance Indicators from Council Wide Performance Measures

Indicators / MeasureCouncil Corporate

Directorate Governance & Law

Service Performance Statement

Improvement Statement2014/15

(Projected)2015/16Target

2014/15(Projected)

2015/16Target

2014/15(Projected)

2015/16Target

Sickness Absence Rates 3.9% 3.9% 2.2% 3.7% 3.5% 2.5% Ensuring staff Reinforcement

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Indicators / Measure

Council Corporate Directorate

Governance & Law Service Performance

StatementImprovement Statementare aware of the

policyof policy compliance

Return to Work InterviewsN/A 100%

65.4%100%

75% 100% Ensure Return to Work Interviews are carried out

Ensure Return to Work Interviews are recorded

Employee Review and Development Meetings held in Policy Period (Mar-May)

26% 100% 52% 100% 100% 100%

Ensure the remaining reviews are carried out

Reinforcement of policy compliance

Employee Review and Development Meetings held in the previous 12 months (as at Jan 2015)

57% 100% 81% 100% 23% 100%

Ensure the remaining reviews are carried out


Employee Review and Development 26% 100% 54% 100% 44%

100% Make progress on compliance


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Key Service Indicators

Performance Measure Performance 2012/13

Performance 2013/14

Performance 2014/15

Target 2015/16

Performance Statement

Improvement Statement

FL01

Data Subject Access Requests - % Responses within 40 days

11 out of 19

47%

8 out of 13

61%

19 out of 27

70 %

100% Target is statutory timescale. Whilst improvements are being made, the number and complexity of requests is increasing.

Review procedures, resources required and training needs to improve upon and ensure statutory compliance. Planned workstream as part of Corporate Records Management Plan.

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Performance 2013/14

Performance 2014/15

Target 2015/16



FL02

Registration - % accuracy 563 out of 577

Shetland 97%

Lerwick 100%

Calendar year 2012

542 out of 551

Shetland 98%

Lerwick 100%

Calendar year 2013

559 out of 577

Shetland 97%

Lerwick 98%

Calendar year 2014

98% 2013 Scottish National Average 98.4%. There has been little fluctuation in the overall number of registrations or in accuracy performance, but the small number of registrations being done in rural areas and related levels of experience is impacting on the overall performance.

With the assistance of the District Examiner, provide direct support to remaining Registrars in terms of new practice and procedures and to learn from previous errors in order to improve upon and maintain national average levels.

FL03

Freedom of Information requests – Council Wide - % responses within 20 days

544 out of 621

88%

Good

Calendar year 2012

623 out of 724

86%

Good

Calendar year 2012

760 out of 898

85%

Adequate

Calendar year 2014

91% - 95%

Very Good

Office of the Scottish Information Commissioner performance ratings: Adequate = 80% - 85%; Good = 86% -90%; Very Good = 91% - 95%; and Excellent 96% - 100%. No significant improvements are being made, and the

Review procedures, resources required and training needs to improve upon and ensure statutory compliance. Planned workstream as part of Corporate Records Management Plan.

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Performance 2013/14

Performance 2014/15

Target 2015/16



number and complexity of requests is increasing.

Service Performance Indicators from the Local Government Benchmarking Framework

IndicatorScotland 2013/14 Shetland Performance

Statement Improvement StatementMin Avg Max Year Value Rank Target

Corp 1 - Support services as a % of Total Gross

11/12 7.84 32Overall the Council performance in regard to the proportion of

The Council will continue to ensure that it works to provide efficient and effective support services

12/13 2.8 1

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IndicatorScotland 2013/14 Shetland Performance

Statement Improvement StatementMin Avg Max Year Value Rank Target

expenditure expenditure is incurred on support activities is positive, being both lower than the Scottish average and lower than the other island authorities, to which direct comparison is often made. This is the result of the active management of support service activities.

and recognise the strategic direction taken in the Medium Term Financial Plan to increase, in percentage terms, the share of the budget spent on Children’s Services and Community Care Services.

2.23 5.15 8.40 13/14 4.53 13

Corp 2 - Cost of Democratic Core per 1,000 population

11/12383911

.11 32Link to Coins for Performance / Improvement Statement :- http://www.shetland.gov.uk/coins/viewDoc.asp?c=e%97%9Dd%8Foy%90

12/13241447

.65 32

14,775.12

47,025.05

295,431.03 13/14

295431.03 32

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http://www.shetland.gov.uk/coins/viewDoc.asp?c=e%97%9Dd%8Foy%90




Contact DetailsJan R Riise, Executive Manager

Governance & LawSIC HQ8 North NessLerwickShetlandZE1 0LZ

[email protected]

Tel: 01595 744551

Anne Cogle, Team Leader

Administration ServicesSIC HQ8 North NessLerwickShetlandZE1 0LZ

[email protected]: 01595 744553

Ingrid Gall, Resilience Advisor

Emergency Planning & Resilience 20 Commercial RoadLerwickZE1 0LX


Susan Brunton, Team Leader

Legal ServicesSIC HQ8 North NessLerwickShetlandZE1 0LZ


Marilyn Williamson, Chief Registrar

Registrar of Births, Deaths & MarriagesTown HallHillheadLerwick ZE1 0HB

[email protected]

Tel: 01595 744562

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mailto:[email protected]








Documents

Directorate Plan Template - Welcome to Shetland … · Web viewThe Service’s performance is reported to the Directorate Management Team monthly and Performance Indicators from this