Councillor Brenda Durno (Angus Council), Councillor Kenny Macleod (Comhairle Nan Eilean Siar), Councillor Altany Craik (Fife Council) and Councillor Dennis Leask (Shetland Islands Council).

There were no declarations of interest or transparency statements intimated prior to the commencement of the meeting.

 

There was submitted the Minute of the meeting of the Executive Sub-committee held on 23 August 2024.

DECIDED: That the Minute be approved.

 

There was submitted a report by the Chief Executive of Scotland Excel relative to the Chief Executive’s update report considered at the meeting of the Scotland Excel Chief Executive Officers Management Group (CEOMG) held on 26 August 2024, a copy of which was appended to the report. 

The report intimated that the CEOMG met quarterly and that, as part of the regular governance process, the Chief Executive of Scotland Excel provided an update on the work of Scotland Excel. These reports would also be shared with members of this Subcommittee, following CEOMG meetings. 

DECIDED: That the report be noted.

 

Under reference to item 4 of the Minute of the meeting of the Joint Committee held on 21 June 2024, there was submitted a report by the Treasurer relative to Azet’s findings from the audit of Scotland Excel’s financial statements for 2023/24. 

The report intimated that The Local Authority Accounts (Scotland) Regulations 2014 required the audited accounts to be approved for signature no later than 30 September each year. Section 10 of the Regulations required the relevant committee to consider any report made by the appointed auditor before deciding whether to sign the audited accounts. 

Azet’s annual audit report formed Appendix 1 to the report and included their anticipated opinion that the annual accounts were free from material misstatement and presented a true and fair view of Scotland Excel’s financial position at 31 March 2024. It was noted that there were no changes to the financial results reported in the Unaudited Annual Accounts in June 2024. 

A copy of the audited annual accounts 2023/24 was attached as Appendix 2 to the report. Following approval, the audited accounts would be submitted to the Convener, Treasurer and Chief Executive of Scotland Excel for secure digital signature.

DECIDED: 

 

(a) That the findings of the 2023/24 audit as contained in the external auditor’s Annual Audit Report, which formed Appendix 1 to the report, be noted; and

(b) That the Scotland Excel 2023/24 Audited Annual Accounts, which formed Appendix 2 to the report, be approved for signature.

There was submitted a report by the Chief Executive of Scotland Excel advising that Williamsburgh Housing Association Limited had applied to become an associate member of Scotland Excel. 

The report provided details of the organisation and the legislative position in relation to the application.

DECIDED: That the application by Williamsburgh Housing Association Limited to become an associate member of Scotland Excel, with an annual membership fee of £2,615, be approved, subject to completion and signing of the agreement documentation.

There was submitted a report by the Chief Executive of Scotland Excel providing a progress update on the 2024/25 Contract Delivery Plan. 

The report intimated that the Contract Delivery Plan detailed new framework developments and renewals, flexible frameworks, framework extensions and frameworks with ongoing contract management activity and appendices 1 to 4 to the report provided further details. The report highlighted that, at any given point, there were around 65 frameworks in the Scotland Excel contract portfolio. It was intended that a further three frameworks would be developed and added to the portfolio, 20 frameworks would be renewed before the end of 2025, and 15 frameworks had extension options that were available to be exercised, with eight of these extensions already approved. 

The report advised that the estimated forecast value of the Scotland Excel framework portfolio was approximately £2.14 billion and that overall, efficiencies created by frameworks awarded so far during 2024/25 were benchmarked at 1.22% of framework value. Appendix 5 to the report set out Scotland Excel’s updated methodology for calculating efficiencies in accordance with the Scottish Government procurement benefits reporting guidance and Appendix 6 to the report detailed a summary of spend per Council across the portfolio between April 2023 and March 2024. 

DECIDED: That the progress made to date be noted.

There was submitted a report by the Chief Executive of Scotland Excel relative to supporting and managing employee attendance and highlighting the absence rate in the organisation and the support mechanisms implemented to support staff members. 

The report intimated that Scotland Excel worked to an absence rate of below 4% which aligned with partner organisations, supported good practice and demonstrated the ongoing commitment to absence management as a key efficiency target. 

The report advised of the absence levels for the 12-month period to 31 August 2024 and provided a breakdown of the current month, last six months and 12 months absence figures, together with an illustration of 12 months in days and percentages. Appendix 1 to the report detailed the rate of absence across the organisation, which had been maintained below the 4% target, with one exception. However, the reported period showed an average rate of 1.6% which was within the target of 4% with a low of 0.2% recorded in May 2024.

The report provided an overview of the supporting attendance initiatives implemented by the organisation.

DECIDED: That the contents of the report be noted.

DECIDED: That it be noted that the next scheduled meeting of the Executive Sub-committee would be held remotely on MS teams at 9.30 am on 18 October 2024.