Board Meeting Minute - 22 October 2024

APPROVED

Independent Living Fund Scotland: Board Meeting

Tuesday 22 October 2024 11:00am - 1:30pm

Present

Anne-Marie Monaghan Board Chair

Étienne d’Aboville Board Director

Mark Adderley Board Director

Stephanie Hayle Board Director

Alison Nicolson Board Director

Kirsty Aird Board Director

In Attendance

Peter Scott Chief Executive Officer

Harvey Tilley Chief Operating Officer

Jim Maguire Finance Director

Paul Hayllor Director of Digital and Information Services

Linda Scott Director of Policy, Improvement and Engagement

Robert White (virtual) Director of Self-Directed Support

Aileen McNiven Head of Business Services

Welcome, declarations of interest and apologies

Anne-Marie Monaghan (Anne-Marie) welcomed everyone to the 37^th ILF Scotland Board Meeting.

Anne-Marie referred the Board Directors to the ‘Pre submitted Questions and Comments’ at

Appendix A.

2. Apologies

No apologies received.

3. Declaration of Interest

No declarations of interest received.

4. Chairs Remarks

Today is the 1^st meeting back for Anne-Marie following the loss of Anne-Marie’s mum. Anne-Marie thanked the Board Directors and Executive Team for their kind condolences, support and flowers.

The Board Director recruitment concluded on 7^th October with interviews held in Denholm House, Livingston. Appointment details are awaited from Maree Todd, Minister of Social Care, Mental Wellbeing & Sport and will be shared on receipt, organising induction ON-Boarding thereafter. Further recruitment will be commenced for one further Board Director with a focus on legal, welfare and human rights skills. Applications will also be welcomed from candidates from Northern Ireland.

5. Minutes of Previous meeting (refer to Paper 1, 2,3 & 4)

The Board approved the minute of the previous meetings outlined below with no changes.

Board Meeting – 25 June 2024
Special Board Meeting – 07 August 2024
Special Board Meeting – 26 August 2024
Special Board Meeting – 23 September 2024

6. Action Log (refer to Paper 5)

Anne-Marie briefly outlined the 4 actions confirming completion of the following :

Action 3 : Digital & IT Strategy : agenda item 13 (completed).

7. Urgent Matters

Scottish Government Emergency Spending Controls (verbal)

The Chair invited Alison Nicolson (Alison) and Peter to speak to the Scottish Government(SG) Emergency Spending Controls.

Alison updated on discussions at the recent Audit & Risk Committee, outlining nine increased risks due to SG Emergency Spending Controls. Significant concern was raised as to whether the strategy can be delivered under such spending controls and the delay to the Workforce Implementation Plan with recruitment delayed.

Peter updated that following the Board’s robust letter to the Cabinet Secretary for Health, reassurances were given that there is no risk to the remaining ILF funding in the year 2024-25. Peter gave a detailed appraisal of the current issues and mitigations in place:

Staff Well-being – The travel expenses restriction has had the most impact on the Assessor team with the in-person reflective practice (1-2-1’s) and the in-person peer group meetings stopping. (Those meetings are where mutual support and debriefs regularly take place.)

Mitigation: Due to the positive financial position and the demonstration of supporting SG this temporary restriction has been relaxed to support the meetings to reconvene in a controlled and sensitive manner with this being well received. Service delivery will not be impacted with normal business as usual.

Transition Fund (TF) – Following the Special Board Meetings (26 August & 23 September) the £100k maximum spend per week has been reduced to £90k per week, which will result in reduced expenditure of £240k by year end. Peter has taken forward the Boards actions:
Requested additional TF funding from SG to reduce the backlog. The Sponsor Team clarified there will be no further in year funding for 2024-25.
Requested inflationary increase for TF, backdated to 2014 when the £5m allocation was first announced by SG. The Sponsor Team will give due consideration to this as part of the budgetary discussions for 2025-26.
External Recruitment: All external recruitment is currently on hold; however consideration will be given to recruiting to specific critical posts where this is deemed operationally essential, potentially with a view to appointments being in place from 01 April 2025. ( 2025-26)

Discussion ensued with the Board agreeing to delay any further communication to the Cabinet Secretary until budget negotiations are underway and a picture of the 2025-26 budget starts to emerge. Should there be any concerning changes a further Special Board meeting should be called. The Board agreed with the actions the Executive Team have taken to support the workforce, ensuring service delivery continues with as little impact as possible.

8. Audit & Risk Committee Update (ARC) (verbal update)

Alison gave a verbal update on the most recent Audit & Risk Committee meeting (14 October 2024) highlighting the following key points:

Management Accounts to September 2024 show ILF Scotland finances to be in good shape. Alison outlined the reduction of £5.5m in the drawable funds and also a forecast overspend in the NI fund - detailed in the Management Accounts.
External Audit : Reassurance was received that outstanding actions are moving forward in an expected timescale.
Thanks were offered to Paul and the team acknowledging the risk management process is working well as illustrated by the impact of the emergency spending controls on the risk scorecard and register.
The Audit & Risk Committee discussed the social care/social work crisis risk and suggested starting to quantify the impact extra review work is having on ILF. E.g. additional assessor time.

ACTION 2 : Harvey/Robert will consider the best strategy to collate the information on additional Assessor time due to the social work crisis and will report back.

Internal Audit : Alison congratulated the team on two ‘good’ audits - equalities and diversity (with minor recommendations) and a clean data protection/freedom of information audit
Due to the delay in the Workforce Plan Implementation the proposed Workforce Plan Audit Q4 2024-25 may be moved to Q1 2025-26 to allow an opportunity for the plan to be updated following the 2025-26 budgetary finalisation. Peter and Harvey will consider the options and feedback to the Audit & Risk Committee with further detail as appropriate.

ACTION 3: Consideration will be given by Peter and Harvey to whether the Workforce Planning Audit should be moved to Q1 2025-26, instead of Q4 2024-25.

The Board noted the Audit & Risk Committee update.

9. Remuneration Committee Update (refer to Paper 6)

Anne-Marie invited Mark Adderley (Mark) to speak to the Draft Remuneration Committee minute –held 25 September 2024. The highlighted key points included:

The Staff Survey 2024 had a positive response rate of 84%. The Staff Survey Working Group are now working through the detail to consider areas of progressive change.
A new dashboard presenting HR statistics will continue to be refined and developed offering a snapshot of appropriate statistics of the people data.

ACTION 4: Aileen to add a summary dashboard of the key metrics to the quarterly Board information and will include in the Corporate Report.

Mark reported a Top 10 Working Families Benchmarking Award 2024 (7^th year running in either Top 30 or Top 10) offering congratulations to the team.
Work Force Implementation Plan has been delayed due to the Emergency Spending Controls, however, will resume as soon as controls are lifted or operationally essential.

The Board noted the Remuneration Committee update.

Management Accounts to September 2024 (refer to Paper 7)

10. Management Accounts to September 2024 (refer to Paper 7)

Jim Maguire (Jim) spoke to the recently scrutinised, Management Accounts to September 2024 referring the Board Directors to the paper. No issues were reported.

Board Directors requested that the management accounts should include specific narrative on the opening page outlining the extensive actions and effort ILF Scotland is taking to contribute to the SG in year savings/emergency spending controls, specifically in relation to the significantly reduced drawdown of the allocated £9m re-opening funds.

ACTION 5: Specific descriptive narrative regarding Re-opening Fund spend/drawdown to be included on the opening page of the Management Accounts.

The Board noted the Management Accounts and Finance commentary to September 2024.

11. Summary Risk Report (refer to Paper 8)

Paul spoke to the paper which was recently scrutinised at the Audit & Risk Committee. The Board acknowledged the risk process is working well in drawing attention to pertinent issues.

Risk 3CLR, 15S and 7S were discussed highlighting the requirement to add explicit narrative supporting the rationale for the risk.

ACTION 6: 15S to include specific explanation regarding the ‘Loss of Strategic Leadership’ which will include ‘pay suppression’ – see para 5 (Matters Arising) . 7S : Remove risk as NDPB/SOPB status is now out of date.

The Board noted the Summary Risk Report

12. MiCase & PQ’s (refer to Paper 9 )

The Board discussed the MiCase & PQ paper. Particular attention was drawn to the recent parliamentary questions. Linda Scott (Linda) explained the Scottish Government process which includes preparation of information from the Sponsor Team who respond to ILF related questions. It was noted that ILF Scotland has limited influence on how the answers are formally recorded in parliament, however we do provide information when requested. The board noted particular concern over potential misunderstanding arising from the Parliamentary Question asked by Pam Duncan-Glancy on 4^th September 2024, which included:

“However, yesterday, the finance secretary told the Finance and Public Administration Committee that there are to be £13 million of cuts in adult social care, partly because uptake of the new independent living fund, which it delayed delivery of, was not what it should be. Those cuts will terrify disabled people.”

The board were concerned that this could be interpreted as meaning that ILF Scotland is responsible for the slower than anticipated uptake of the re-opened fund which is in fact largely a consequence of limited social work capacity to support applications.

ACTION 7: The Chair to consider contacting Pam Duncan-Glancy MSP to provide clarification. Linda Scott to discuss with the Sponsor Team.

The Board noted the MiCase & PQ’s.

13. ILF Fund Re-opening Report & Dashboard (refer to Paper 10 & 11)

Peter updated there have been 256 applications (to date) received to the re-opened fund with daily increases. An exceptional amount of engagement work continues with Local Authorities (LA’s) in order to increase applications, e.g. providing tool kits, communications support, presentations and one to one support. ILF Scotland has been advised from social work contacts/ILF Leads there will be a significant increase in applications in the forthcoming weeks and months.

The Care Component Subgroup of the Co-Production Working Group (CPWG) met 22 August to discuss the care component element of the re-opened fund and will make any recommendations to the CPWG in due course. This will be presented to the Board for endorsement.

Paul updated that the CPWG have asked ILF Scotland to gather ‘unmet’ need data from recipients to inform the level of ‘unmet’ need across Scotland. It is acknowledged that unmet need is difficult to define, and harder still to measure. ILF Scotland has developed a tool for the Assessors to use which will gather some of the data to help measure and gather this dataset.

ACTION 8: Peter to update the Board with any CPWG recommendations to the Minister to allow board consideration and hopeful endorsement.

14. National Care Service (NCS) & Social Care Crisis (verbal)

Anne-Marie spoke to the amended NCS Bill outlining the changes proposed and noting the ‘Call for Views’ extension to the end of September. National Care Service (Scotland) Bill - draft Stage 2 amendments | Scottish Parliament Website.

The Board noted the National Care Service Bill is no longer supported by COSLA. The Scottish Government are moving forward with the amended Bill expected to be approved in due course. The Board noted the NCS update.

15. Q2 2024-25 Executive Summary & Operational Report (refer to Paper 12)

Harvey referred the Board to Paper 12 highlighting key points which included:

Emergency Spending Controls
ICI Replacement
Re-opening
Business as Usual

Linda spoke of the agreement between the Northern Ireland (previously known as Northern Ireland Stakeholder Group) and Scotland Advisory Groups, recapping they will meet 3 to 4 times a year to discuss joint priorities which include: removal of Available Income charges; Northern Ireland re-opening; social care crisis in Scotland and Northern Ireland; personal assistant recruitment and related issues; ILF Scotland 2025-28 strategy discussions.

Linda also updated on the active recruitment for Northern Ireland Advisory Group members.

As part of the Charter of Involvement it was previously agreed an open invitation to Board Directors to attend any Advisory Group Meetings and for the Chairs of the groups to attend ILF Scotland Board meetings, on occasion. The Board, again, welcomed the invitations both ways.

ACTION 9: Board Directors to contact Linda to agree dates of Advisory Group Meetings they would wish to attend. Linda and Aileen McNiven (Aileen) will work with Anne-Marie and the Chairs of the Advisory Groups to confirm a date in the next 6-12 months.

The Board noted the Q2 2024-25 Executive Summary & Operational report.

16. Digital & IT Strategy (refer to Paper 13)

Paul spoke briefly to the paper, thanking Alison and Kirsty Aird (Kirsty) for their valuable comments and input.

The Board noted the draft Digital & IT Strategy and confirmed their willingness to approve subject to distribution of a final version with comments etc removed. Mark offered his support to Paul and the team with this final version.

Etienne suggested adding a reference to the policy re accessibility of back-office software e.g ensuring ICI replacement could be accessible using screen-reading software.

ACTION 10: The final version of the Digital & IT Strategy to be circulated to the Board for formal approval.

The Board noted the draft Digital & IT Strategy.

17. Health & Safety Report (01 July 2024 to 30 September 2024) (refer to Paper 14)

Aileen McNiven (Aileen) was invited to speak to Paper 14 giving Board Directors assurance on the Health & Safety operation of the organisation. The Board noted the Health & Safety Report.

18. Health & Safety General Risk & Compliance Audit – 2024) (refer to Paper 15)

The Board noted the clean Health & Safety Compliance Audit Report thanking Aileen and the team for the hard work throughout the year.

19. Net Zero Champion Update (verbal)

Stephanie Hayle(Steph) and Mark updated that the Draft Climate Change & Sustainability Strategy will be finalised for approval to the Board in due course. The Board noted the delay and look forward to viewing the final version.

ACTION 11: Draft Climate Change & Sustainability Strategy to be added to February Board agenda for approval. The Board noted the Net Zero Champion Update.

20. Cyber Security Champion Update (verbal)

Kirsty updated on recent meetings with Paul and Jo Leitch (Jo), reassuring the board that robust processes are in place to mitigate against cyber risks.

Kirsty reminded the Board and Executive team to remain vigilant through the IT Strategy transitions over the next 2 year as this is when risk is highest. The Board noted the Cyber Security Update.

Annual Board Director Appraisal Process & Forms (refer to Paper 16)

The Board approved the new Annual Board Director Appraisal Process & Forms, noting the process would be reviewed as the new process embeds.

21. AOCB

Workforce Plan Update - refer to para 7 – Urgent Matters

Framework/Terms of Reference (ToR) Update

Peter apprised the Board the new Framework Agreement has now been shared with our lawyers, Central Legal Office, and will be brought to the next board for scrutiny. The framework will be circulated for comment/edit course, with work on the Terms of Reference to follow.

The Framework Agreement and Board Terms of Reference are expected to be on the February Agenda for approval following Board input out with the meeting schedule. The Board noted the Framework and ToR update.

Anne-Marie thanked the Board Directors, Executive Team and wider staff team for their invaluable work for disabled people across Northern Ireland and Scotland and looked forward to the next meeting.

Close of Meeting: 1:30pm

Next Board Meeting Dates:

Next Audit & Risk Committee: 10:30 am, Tuesday 11 February 2025 (virtual)

Next Board Meeting: 11:00am, Monday, 24 February 2025 (virtual)

Next Board Development Day: 10:00am – 4:00pm Monday, 24 March 2025 (Denholm House)

Next Remuneration Committee: 11am, Tuesday 01 April 2025 (virtual)

Action Point -	Action by	Timescale	Action
ACTION 1: Mark Adderley(Mark) Remuneration Committee Chair will email the Sponsor Team to try to ensure an agreed solution is realised urgently.	Mark / Harvey	Immediate	Complete . Agreed solution realised in December 2024.
ACTION 2: Harvey will consider the best strategy to collate the information on additional Assessor time due to the social work crisis and report back.	Harvey	February 2025	Post Christmas
ACTION 3: Consideration will be given by Peter and Harvey to whether the Workforce Planning Audit should be moved to Q1 2025-26, instead of Q4 2024-25. Feedback to ARC.	Peter/Harvey	November 2024	Moved to Q1 2025-26 (w/c 14 April 2025)
ACTION 4: Aileen to add a summary dashboard of the key People metrics to the quarterly Board information.	Aileen	February 2025	Complete
ACTION 5: Jim to include specific descriptive narrative regarding Re-opened Fund spend to be included on the opening page of the Management Accounts.	Jim	November 2024	Complete
ACTION 6: Risk Register : 15S to include specific explanation regarding the ‘Loss of Strategic Leadership’ which will include ‘pay suppression’ – see para 5 (Matters Arising) . 7S : Remove risk as NDPB/SOPB status is now out of date.	Paul	February 2025	In hand and all risks currently being reviewed as part of migration to new resilience tool
ACTION 7: The Chair to consider contacting Pam Duncan-Glancy MSP to provide clarification. Linda Scott to discuss with the Sponsor Team.	Anne-Marie/Linda	November 2024	Update: Linda Anne-Marie considered and did not contact Pam Duncan-Glancy.
ACTION 8: Peter to update the Board with any CPWG recommendations to the Minister to allow board consideration and hopeful endorsement	Peter	Timeously	On-going and up to date
ACTION 9: Board Directors should contact Linda to agree dates of Advisory Group Meetings they would like to attend. Linda and Aileen McNiven (Aileen) will work with Anne-Marie and the Chairs of the Advisory Groups to confirm a date in the next 6-12 months.	Board Directors/Linda/ Aileen	By November 2025	On agenda – item 7 – Action Log (1)
ACTION 10:The final version of the Digital & IT Strategy to be circulated to the Board for formal approval.	Paul	February 2025	Complete
ACTION 11: Draft Climate Change & Sustainability Strategy to be added and submitted to the 24 February 2025 Board agenda for approval.	Paul/Aileen	February 2025	On agenda

Board Register of Declared Interests 2025

Reviewed and updated January 2025. Declaration of Interest Register.

Board Member: Mark Adderley

Signed 3 December 2024

Company Interests:

Employment in last 12 months:

Director – Adderley Ltd NHS (CHS Ltd)

Charities / Trustees:

Public Appointments:

ILF Scotland SPPA – Management Advisory Board- non-Executive Director

Membership:

Close Family Links: Miranda Adderley (spouse) Adderley Ltd (Director)

Other: Voluntary: Chair of World Squash Officiating

Board Member: Anne-Marie Monaghan

Signed 31 Jan 2025

Company Interests:

Employment in last 12 months:

Self Employed – Sole Trader Associate – Radical Visions

Charities / Trustees:

Self-Directed Support Scotland

Public Appointments:

ILF Scotland

Membership:

Close Family Links:

Other:

Board Member: Stephanie Hayle

Signed 16 Jan 2025

Company Interests:

Employment in last 12 months:

Self Employed: Nursing & Midwifery Council and General Pharmaceutical Council

Charities / Trustees:

The Migraine Trust UK

Public Appointments:

ILF Scotland

Membership:

Close Family Links:

Other:

Board Member: Alison Nicolson

Signed 30 Jan 2025

Company Interests:

Employment in last 12 months:

ICAS
Lloyds Bank

Charities / Trustees:

Public Appointments:

ILF Scotland

Membership:

Close Family Links:

Other:

Board Member: Kirsty Aird

Signed 30 Jan 2025

Company Interests: M&A Transaction Actuary at Enstar Group (since December 2021)

Employment in last 12 months:

Charities / Trustees:

Public Appointments:

Membership:

Close Family Links:

Other:

Board Member: Marion McDonald

Signed 02 Dec 2024

Company Interests: Change Coach for Life Ltd

Employment in last 12 months: Change Coach for Life Ltd

Charities / Trustees:

PACE Youth Theatre
(NED)

Public Appointments:

ILF Scotland

Membership:

Close Family Links: James McDonald (Spouse) Change for Life Ltd

Other:

Board Meeting Minute - 25 June 2024

APPROVED

Independent Living Fund Scotland: Board Meeting

TEAMS – In person & Virtual

Cedar, Denholm House, Livingston, EH54 6GA

Tuesday 25 June 2024 11:00am - 1:55pm

Present

Anne-Marie Monaghan Board Chair

Liz Humphreys Vice Chair, Board Director

Étienne d’Aboville Board Director

Betty McAtear Board Director

Mark Adderley (to 1:20pm) Board Director

Stephanie Hayle (to 1:30pm)(virtual) Board Director

Alison Nicolson Board Director

Kirsty Aird (11:30am-1:30pm)(virtual) Board Director

Apologies

Peter Scott Chief Executive Officer

Kyle McAulay Audit Scotland (external auditors)

In Attendance

Harvey Tilley Chief Operating Officer

Jim Maguire (virtual) Finance Director

Paul Hayllor Director of Digital and Information Services

Linda Scott Director of Policy, Improvement and Engagement

Robert White (virtual) Director of Self-Directed Support

Aileen McNiven Head of Business Services

Welcome, declarations of interest and apologies

Anne-Marie Monaghan (Anne-Marie) welcomed everyone ahead of opening the 36^th ILF Scotland Board Meeting.

2. Apologies

Apologies were received by Peter Scott (CEO) and Kyle McAulay (Audit Scotland)

3. Declaration of Interest

No declarations of interest received.

4. Chairs Remarks

Anne-Marie organised an introductory meeting on 15^th May with Peter Scott and Rachael McGruer - Deputy Director of Social care and National Care Service Development.

Anne-Marie attended a round table discussion representing ILF in Edinburgh on 20^th May with many SDS colleagues. This was organised by Citizen’s Network and part of a piece of collaboration between Spain and Scotland.

There was a further session on 22^nd May with Sandra Sweeny in Uddingston where Sandra delivered a workshop and fielded questions from the audience. A video link was circulated to Board Directors. https://youtu.be/E5G83tZEMBM

Anne-Marie has been working with the Public Appointments Team, Ethical Standards Commission and the Sponsor Team regarding the recruitment of two new Board Members.

Linda, Robert, Jim Elder-Woodward and Anne-Marie attended the Social Work Scotland meeting about the development of standard 13. (see item 25 – AOCB).

5. Appointment of Vice-Chair (from 08 August 2024)

Anne-Marie apprised the Board of the end of appointment of both Liz Humphreys(Liz) and Betty McAtear(Betty) on 07 August 2024.

As Vice-Chair, Liz will stand down from this position on 07 August 2024. Liz has occupied this honorary role for the last 6 years. Anne-Marie thanked Liz for her welcome support to both her and the previous Chair, Susan Douglas-Scott. Liz stated it had been a huge pleasure working with the Board and the staff team in the honorary role offering her skill and experience where appropriate.

Anne-Marie proposed Mark Adderley (Mark) as the new Vice Chair with Betty McAtear seconding the proposal.

The Board approved the appointment of Mark Adderley to the honorary role of Vice-Chair.

Anne-Marie updated the meeting that she is currently speaking to the Sponsor Team about the role of Vice Chair being upgraded to a Deputy Chair with formal responsibilities and will feedback in due course.

6. Minutes of Previous meeting (refer to Paper 1)

The Board approved the minute of the previous meeting of 23 April 2024.

7. Matters Arising

None

8. Action Log

The Board ‘Terms of Reference’(ToR) are due to be reviewed in 2024. ILF Scotland are currently waiting on receipt of the new Framework Agreement from the Scottish Government (SG) which may inform change to the current ToR.

ACTION 1: Aileen to add Terms of Reference review to the Action Log

ACTION 2: Aileen to add IT Strategy (recommendation from Annual Audit Report- see para 12)

9. Urgent Matters

Private & Confidential

Board Director Recruitment

Anne-Marie apprised the Board of the early engagement meeting with the Ethical Commissioners, Sponsor Team and Public Appointments Team to recruit 2 Board Directors to replace Betty and Liz. The positive meetings discussed and agreed any skills gap which had been agreed at the ILF Scotland Development workshop. Anne-Marie is meeting again on 28^th July to sign off the details and expects the process to be concluded by the end of September.

10. Audit & Risk Committee Update (ARC) (verbal update & refer to Draft Audit & Risk Committee minute)

Alison Nicolson (Chair, Audit & Risk Committee) referred the Board to the draft Audit & Risk Committee minute and highlighted the following key points from the ARC on 17 June 2024:

The Annual Report & Accounts were scrutinised, and ARC were walked through key assumptions. Assurance was given by Kyle McAulay (Kyle).
The Risk Report was scrutinised, one key area discussed was the single person reliance experienced on portal. A digital freeze is underway but may accelerate move of the current portal to an ICI supplier.
The ARC welcomed the Programme Office trial and looks forward to future delivery of change projects across the organisation.
Internal audit : ARC reviewed the impact of actions that have been considered by management and not implemented. ARC were assured that no significant risks remain.
Alison congratulated Jim and team on how quickly accounts prepared and a clean audit report.

The Board noted the Audit & Risk Committee update.

11. Annual Report & Accounts 2023-24

Jim Maguire (Jim) confirmed that Statutory Accounts & Annual Report 2023-34 had been scrutinised by the Audit and Risk Committee (ARC) and are presented today for approval.

The Board noted this is the 9^th year of clean audits, acknowledging and praising the hard work and diligence by Jim and Finance team.

The Civil Service Pension (CSP) Scheme information remains outstanding. The FREM (Financial Reporting Manual) has been updated to permit this to be noted as outstanding in the Annual Report and still allow sign off. Jim advised that the late inclusion of this (CSP) information is public sector wide.

Alison Nicolson (Alison) thanked Jim and the team. The Board approved the Annual Report & Accounts 2023-24.

NB. The Annual Report & Accounts were signed off by Anne-Marie Monaghan, Mark Adderley, Peter Scott (Accountable Officer) and Jim Maguire (Company Secretary) on 25June 2024.

12. Annual Audit Report (refer to Paper 4)

Jim spoke to Paper 4 on Audit Scotland’s behalf.

Audit Scotland’s report confirmed a clean report for 2023-24. 3 recommendations were accepted by the executive team:

Internal controls: an error was identified with an overtime rate applied for 1 employee; confirmed as not systemic. Staff training will be completed by September 2024 to ensure controls and understanding of process.
IT Strategy: an IT Strategy document will be developed and approved by September 2024.
Numerical KPI’s should be developed by the Board as part of the new strategy.

The Chair thanked Jim and team for their diligence, hard work and delivering another clean audit.

13. Management Representation Letter (refer to Paper 5)

The Board approved the Letter of Representation. Peter Scott ( Peter) will sign off as the Accountable Officer.

14. Management Accounts to May 2024 (refer to Paper 6)

Jim spoke to the recently scrutinised (by ARC), May Management Accounts and Finance Commentary advising on the key points covering the award funds and administration management accounts.

The Board were reminded that for the first time (from 01 April 2024) permission has been granted to allow transfer of funds between the ILF 2015 Fund and the Transition Fund if appropriate and necessary.

ACTION 5: An additional budget line to be opened to reflect the 2015 Fund and the new Fund.

The Board noted the Management Accounts and Finance commentary to May 2024.

15. Risk Report Summary (refer to Paper 7)

Following scrutiny at the ARC (refer to paper 14 - Audit & Risk minute) Paul Hayllor (Paul) briefly updated the Board on the key included in the Risk Summary.

ACTION 6: Paul to circulate the Digital paper which outlines the recommendations and costs to future proof the digital platform for ILF Scotland.

The Board acknowledged the evolvement over the years of the Risk Report and dashboard, welcoming the positive developments. The Board noted the Risk Report Summary.

16. Modern Slavery Statement 2023-24 (refer to Paper 8)

The Modern Slavery Statement 2023-24 was scrutinised during the ARC meeting with a recommendation to approve at the Board Meeting. The Board approved the Modern Slavery Statement 2023-24.

17. MiCase & PQ’s (01 April 2024 – 18 June 2024) (refer to Paper 9)

Linda spoke to MiCase 1 outlining the sad details contained in the email sent to SG from Michelle Thomson MSP. This email was regarding the tragic circumstances of a deceased ILF recipient. The death is now subject to a police investigation with the Board confirming ILF Scotland will co-operate fully with Police Scotland if requested.

The Board were reassured that ILF Scotland have reviewed the last Assessor visit and report, and have completed an internal investigation, which did not identify any ILF practice concerns. The Board asked Linda to ensure the Assessor is offered appropriate support.

Linda confirmed she has requested the full response from Scottish Government to Michelle Thomson MSP, however this has not yet been received. The Board requested a copy of the full report from Police Scotland, if available and appropriate, acknowledging ILF Scotland has no legal right to view this.

ACTION 7: Linda to request access to view the full and final report – if offered.

Anne-Marie stated clearly that ILF Scotland must have clear boundaries as a funder and does not have any statutory responsibilities while recognising adult support and protection is the responsibility of everyone. She also requested ILF Scotland ensure continued clear lines of communication with local authorities. The Board noted the MiCase and PQ report.

18. ILF Fund Re-opening (verbal update and refer to update report for reconvened ILF Co-Production Working Group -June 2024 - circulated via Huddle - 25 June 2024. )

Linda outlined the detail from the report highlighting the key points which included:

58 new fund applications received to date with 2 in payment. Concerns were raised regarding the slow submission of applications from LA’s and the ramifications if ILF Scotland does not draw down the £9m in the first year. Linda confirmed there is extensive positive engagement with LA’s by the SDS team and a willingness to identify suitable applicants with applications increasing each week.

The Board suggested publishing specific and appropriate data which may raise awareness and increase the application rate. The Board will consider what data may be helpful. Linda confirmed the co-production would also like data on ‘unmet need,’ however the Board acknowledged that ILF Scotland do not hold nor have access to this data at present.

Co-production Working Group have identified 3 priorities to refocus on , creating 3 sub-groups with 1 priority each.

The Board agreed that the strategy work which will be started in the Autumn will develop numerical KPI ‘s which may feed into this work.

ACTION 8: The Executive Team to circulate an update on how the re-opening project is progressing/ the challenges and the mitigating actions.

ACTION 9: Peter to timeously circulate the co-production working groups update as soon as possible after meetings -informally by email.

ACTION 10: The Board will work with Harvey to develop strategic KPI – data.

Mark left the meeting : 13:20pm

19. National Care Service (NCS) & Social Care Crisis (verbal update and refer to email sent by AMM)

Anne-Marie referred the Board to the email shared for information - 24 June 2024. The attachments include the NCS Stage 2 – list of draft amendments and the NCS Factsheet.

Anne-Marie confirmed she will update the Board on the draft NCS Bill as appropriate. The Board noted the NCS update.

20. Q1 Corporate Report (refer to Paper 11)

Harvey referred the Board to Paper 11 highlighting key points which included:

Re-opening update
Work-Force Plan update
Transition Fund – continuing increase in applications
35 Hour working week

The Board noted the Q1 Corporate Report.

Stephanie Hayle and Kirsty Aird left the meeting: 13:30pm.

Health & Safety Report (refer to Paper 12)

Aileen McNiven (Aileen) was invited to speak to Paper 12 giving Board Directors assurance on the Health & Safety operation of the organisation. The Board noted the Health & Safety Report.

22. Annual Board Schedule 2025

The Board approved the Annual Board Schedule 2025.

23. Net Zero Champion update (verbal update)

Stephanie Hayle (Steph) updated the Board on a recent discussion with Paul Hayllor and Marianne Craig on the draft Climate & Sustainability Strategy. Steph reported that there is some work with further dialogue required. Steph encouraged ILF Scotland to consider aligning in part with SG strategic priorities.

ACTION 11: Paul to circulate the draft Climate & Sustainability Strategy to the Board.

The Board noted the Net Zero Champion update. NB: This item was taken out of sequence to allow Steph to leave the meeting at 13:30pm.

24. Cyber Security Champion update (verbal update)

Liz spoke of the cyber work she has championed over her term in office confirming Kirsty Aird(Kirsty) is well informed to take over as Cyber Security Champion working with Paul and team. Liz spoke of the great work in the cyber security space over the last few years and confirmed it is in a positive place as she leaves. The Board noted the Cyber Security update.

25. AOCB

a) SDS Standard 13: This new SDS Standard 13 has been developed for delivery of direct payments for local authorities – Social Work to improve SDS delivery. Robert spoke of the recent inclusion of ILF Scotland in development of this standard which is viewed as critical. The Board agreed ILF Scotland should be included as part of the conversation.

ACTION 12: Robert to circulate the SDS Standards paper to the Board.

b) Board Director: Annual Appraisal Form review and update: Following recent circulation of an updated draft form, Aileen thanked Betty and Etienne d’Aboville (Etienne) for submitting their thoughts and comments.

ACTION 13: Board Directors were asked to review and submit comments to Aileen and Anne-Marie to complete the review of the new format.

c) Board Directors – end of public appointment - Valedictory

Anne-Marie apprised the Board that Betty McAtear and Liz Humphreys will end their 8-year public appointment term on 07 August 2024.

Anne-Marie spoke of their outstanding contribution to shaping ILF Scotland. Both Betty and Liz leave the organisation in good hands and in good health. They joined together in August 2016 supporting the organisation during the early years of ILF Scotland and have championed the work to the point of re-opening of the ILF Scotland Fund from 01 April 2024. Anne-Marie offered her deep-felt thanked from the ILF Scotland non-executive Board Directors and the organisation as a whole.

Anne-Marie presented Betty and Liz with flowers a small memento from the organisation.

Close of Meeting: 1:55pm

Next Board Meeting Dates:

Next Remuneration Committee 11:00am, Monday, 23 September 2024 (Denholm House – Cedar)

Next Board Development Day: 1:30pm, Monday, 23 September 2024 (Denholm House –Cedar)

Next Audit & Risk Committee: 10:30 am, 14 October 2024 (virtual)

Next Full Board Meeting: 11:00am, Tuesday, 22 October 2024 (virtual)

Action Point -	Action by	Timescale	Action
ACTION 1: Aileen to add Terms of Reference review to the Action Log	Aileen	Immediate	Complete
ACTION 2: Aileen to add IT Strategy to the Action Log (recommendation from Annual Audit Report- see para 12).	Paul	September	Complete – IT Strategy on October Board agenda.
ACTION 3: Mark to respond to the SG Remuneration correspondence.	Mark	Immediate	Ongoing
ACTION 4: Harvey to include the CEO Remuneration in the Risk Register.	Harvey	Immediate	Complete
ACTION 5 : An additional budget line to be opened to reflect the 2015 Fund and the new Fund.	Jim	October 2024	Complete
ACTION 6: Paul to circulate the Digital paper which outlines the recommendations and costs to future proof the digital platform for ILF Scotland.	Paul	July 2024	Complete - in Action Point Docs (Huddle)
ACTION 7: Linda to request access to view the full and final Police Scotland report – if appropriate to view.	Linda	October 2024	Update: Linda requested access again and was advised that as it was a case held at Private Office and was solely Minister to MSP and not a reply to the person raising the concern then although the MSP or the individual can share as they choose, the Sponsor cannot.
ACTION 8: The Executive Team to circulate an update on how the re-opening project is progressing/ the challenges and the mitigating actions.	Executive team	July 2024	Ongoing
ACTION 9: Peter to timeously circulate the co-production working groups update as soon as possible after meetings -informally by email.	Peter	Post Co-production working group meetings	On-going
ACTION 10: The Board will work with Harvey to develop strategic KPI – data.	Board/Harvey/Paul	October 2024	Ongoing
ACTION 11: Paul to circulate the draft Climate & Sustainability Strategy to the Board.	Paul	Immediate	Complete – in Action Point Docs (Huddle)
ACTION 12: Robert to circulate the SDS Standards paper to the Board.	Robert	Immediate	Complete - in Action Point Docs (Huddle)
ACTION 13: Board Directors were asked to review and submit comments to Aileen and Anne-Marie to complete the review of the new annual appraisal format.	All Board Directors	End of July 2024	Complete

20240129 - Board Meeting Minute - 29 January 2024

Independent Living Fund Scotland: Board Meeting

Video Conference

Monday 29 January 2024 13:30 to 15:10

Present

Anne-Marie Monaghan, Board Chair
Liz Humphreys, Vice Chair, Board Director
Mark Adderley, Board Director
Étienne d’Aboville, Board Director
Betty McAtear, Board Director
Alison Nicolson, Board Director
Stephanie Hayle, Board Director

Apologies

Kirsty Aird, Board Director
Robert White, Director of Self-Directed Support

In Attendance

Peter Scott, Chief Executive Officer
Harvey Tilley, Chief Operating Officer
Jim Maguire, Finance Director
Paul Hayllor, Director of Digital and Information Services
Linda Scott, Director of Policy, Improvement and Engagement
Aileen McNiven, Head of Business Services

Welcome, Declarations of Interest and Apologies

Anne-Marie Monaghan (Anne-Marie) welcomed everyone ahead of opening the 33rd ILF Scotland Board Meeting. A special welcome was offered to Alison Nicolson (Alison) and Stephanie Hayle (Steph) who joined their first meeting as new Board Directors.

Due to an unexpected emergency Kirsty Aird submitted apologies.

Chairs Remarks

Anne-Marie noted that during Q3 the Board said a fond farewell to the ex-Chair of the Board Susan Douglas-Scott and ex-Chair of the Audit & Risk Committee Alan Dickson, thanking them for an exemplary period of service of 8 years.

The main focus of Q3 has been the extensive project work for the re-opening on the Independent Living Fund to new applications in 2024.

Applications to the TF increased at a rate of just over 40% year on year, though this has dropped from the expected 60% growth forecasted at the end Q2 as a consequence of policy changes implemented and as approved by the Minister.

The issues facing disabled people remain constant with the cost-of-living crisis, the hangover from COVID-19, the recruitment crisis and spiralling costs of procuring support – all significant to re-opening.

Following approval from the Sponsor Team and in line with SG Finance Pay Policy the staff will move to a 35 hour (pro-rated) working week from 01 April 2024.

The team won the UK Public Finance Awards 2023 for the Local Authority portal and were a finalist for Excellence in Risk Governance. This is a phenomenal achievement for a small organisation and is a testament to the excellent work carried out by the ILF Scotland team.

Anne-Marie spoke of the exceptionally busy quarter showing no sign of slowing down in Q4. The Chair also took this opportunity to thank to Board Directors for all their support to the team and also a big thank you to all staff in ILF Scotland.

Declarations of Interest (DoI)

Etienne d’Aboville (Etienne) declared a potential declaration of interest going forward in the re-opening of the new fund as he may be a potential future applicant to the fund. The declaration of potential conflict was noted but no action required at this time.

No further declarations received.

1. Minutes of Previous Meeting (refer to paper)

The Board approved the Board Minute of 17 October 2024 with the following amendment:

Agenda item 4a, para 2: changed to:

Etienne d’Aboville (Etienne) suggested assurances are sought ahead of the 2023 to 2024 statement. He suggested that during review visits checks are made and recipients are aware of the Modern Slavery Statement and follow the UK and Scottish Government guidance.

The Board approved the informal Board minute – ‘Re-opening’ of 13 November 2023 with the following amendment - change the name of the document from:

ILF Scotland - Minute of re-opening - Informal Update - Board Meeting 13 November 2023

to:

ILF Scotland – Additional Board Minute (re-opening) of 13 November 2023

Pre-submitted Questions and Comments – at Appendix A – pg. 9

2. Matters Arising

Anne-Marie suggested future Board papers are available as both individual pdfs or as one pdf which includes all papers merged into a single document therefore supporting ease of reference during Board meetings.

Action 1: Aileen to provide Board papers as individuals pdfs and as a pdf pack.

3. Board Governance (verbal)

Committee Appointments

Anne-Marie apprised the Board that formal letters were sent to Alison Nicolson and Kirsty Aird inviting them to join the Audit & Risk Committee. Both Alison and Kirsty hold appropriate professional qualifications, skills and experience to enable them to scrutinise and advise on sound fiscal governance.

Anne-Marie formally sought approval for the appointment to the Audit & Risk Committee of Alison Nicolson as Audit & Risk Committee Chair.
Proposed: Liz Humphreys
Seconded: Mark Adderley

Anne-Marie formally sought approval for the appointment to the Audit & Risk Committee of Kirsty Aird.
Proposed: Liz Humphreys
Seconded: Etienne d’Aboville

Stephanie Hayle (Steph) accepted her invitation to advise and support the Equalities Committee. Steph will replace Mark Adderley (Mark).

Anne-Marie thanked Mark Adderley who has expertly advised the Equalities Committee over the past year.

The Board approved the new committee appointments. It was noted Alison and Kirsty took up their role before this was formally recorded due to the dates on which the ARC meeting fell prior to the Board meeting.

4. Fund Re-Opening 2024 to 2025 (refer to paper)

Anne-Marie introduced the agenda item, inviting Peter Scott (Peter) and Paul Hayllor (Paul) to speak to the paper and wider re-opening project work.

The following key highlights were discussed in detail:

Co-Production Working Group

Peter directed the Board Directors to the recently shared co-production working group papers outlining the detail within. E.g.

threshold sums (high and low)
maximum awards
eligibility – application criteria
Local Authority and Social Work input

The Board discussed the above in detail. Peter apprised the Board that the next co-production working group meeting will take place on Monday 5 February with the Co-Production Working Group recommendations report to the Minister being prepared soon thereafter.

The Board collectively identified that they have a critical role in the re-opening project. The Board wish to have more of an overview of the re-opening plans and co-production work as part of due process in relation to governance. The information should include details of the milestones, targets, risks etc. The Board will scrutinise the detail robustly ensuring strategic direction is aligned with the current strategy and priorities. Discussion ensued about the need for recommendations that come from co-production to be presented to the Board to ensure endorsement prior to the final recommendations paper being submitted to the Minister.

Action 2: Anne-Marie, Liz Humphreys (Liz) and Alison to meet with Peter and other Directors to discuss the next steps prior to an additional Board meeting focussing on Governance as a whole.

Action 3: Organise another additional Board meeting to discuss and scrutinise the re-opening work to date and planned for the future.

Action 4: Recommendations from co-production in relation to the re-opened fund to be presented to the Board prior to going to civil servants / the minister.

Engagement Events

In-person engagement events have successfully taken place in Edinburgh and Aberdeen with Stirling (30 January 2024) and Glasgow (19 February 2024) yet to take place.

2 online events have taken place with at least one other planned.

Linda Scott (Linda) updated on the events reporting that similar themes were voiced and discussed at all the events e.g. threshold sums, entry criteria including age ranges, application protocols, maximum awards.

The timescale to deliver the re-opening by April 2024 is, as previously voiced, very tight with timely technical solutions and Ministerial turnaround critical.

Anne-Marie acknowledged and thanked the leadership and staff teams for the extreme focussed hard work and skill which is being evidenced across all Directorates ensuring the re-opening is on target with business-as-usual work continuing unaffected.

The Board noted the Re-Opening Fund 2024 to 2025 Update.

5. Audit Committee Report (verbal)

Anne-Marie invited Alison Nicolson (Alison) to update on the Audit & Risk Committee (ARC) meeting of 22 January 2024 highlighting the key areas of discussion:

Alison assured the Board the Budget and Key Assumptions were scrutinised in detail with a recommendation for the Board to approve.
Following full scrutiny Alison extended comfort to the Board that the Management Accounts were in a good place.
The Medium-Term Financial Plan was welcomed planning considered robustly.
The ARC discussed the IT and Digital Estate capital expenditure requirement which will support the long-term sustainability and efficiencies.
The ARC was reassured with the current Internal Audit plan, actions and follow up from the internal auditors acknowledging the recent Cyber Security audit was excellent.
Discussions are ongoing to agree and sign off the Denholm House lease with Jim driving the conversations.

Thanks were conveyed to Caroline Rigby, Business Administrator for the quick turnaround of the draft Audit & Risk Minute of 22 January 2024.

Alison informed the Board that the right level of scrutiny was applied during the ARC meeting offering assurance to the Board.

The Board noted the verbal Audit & Risk Committee meeting update and the assurance given by the Audit and Risk Committee Chair.

5i. Draft Budget & 5ii. Key Assumptions (refer to paper)

Jim Maguire (Jim) was invited to speak to the 2024 to 2025 Budget & Key assumptions papers.

Following full and detailed scrutiny during the recent Audit & Risk Committee (ARC) Alison Nicolson (Alison) gave assurance to the Board with a ‘recommendation to approve’ the Budget for ILF Scotland 2024 to 2025.

The Board understood and approved the Draft Budget for 2024 to 2025 subject to receiving the GiA letter from the Scottish Government in due course which was consistent with the recommendation from the chair of the Audit and Risk Committee.

5a. Management Accounts to December 2023

Jim Maguire (Jim) spoke to the recently scrutinised Management Accounts and Finance Commentary (Audit & Risk Committee (ARC)) advising on the key points covering the award funds and administration management accounts to the Q3 end position (December 2023).

The Board acknowledged the additional funding to be used from reserves during 2023 to 2024 to fund the Transition Fund. This is due to the ongoing year on year increase in applications.

The Board noted the Management Accounts and finance commentary to December 2023.

5b. Medium Term Financial Plan (refer to paper)

Jim spoke briefly to the paper asking the Board to note the inclusion of the following key areas:

Scottish Living Wage uplifts - An increase of approximately 10% from £10.90 to £12 has been assumed with effect from 1 April 2024. From 1 April 2025 an increase to £13 (8%) has been assumed and 5% increases thereafter.
Planned Available Income reductions in fiscal periods: 2026 to 2027. This effectively will reduce Available Income to £0.00 in line with the Scottish Government commitment in their manifesto to reduce charging to £0.00 by 2026.
IT Estate spend of approximately £1m to replace the ICI system. Existing authority for a further £150k of IT enhancements to be funded from reserves. Paul Hayllor (Paul) updated the Board that the ICI replacement procurement process is currently concluding with several exceptional bids received.

The Board noted the Sponsor team have been appraised of the Medium-Term Financial Plan and of the needs and aspirations included therein.

Board Directors discussed the disappointing return of ILF Scotland unused Grant-In-Aid to the Scottish Government which could have been used effectively to support independent living for disabled people. Jim apprised the Board that there is a risk that Scottish Government may ask for more than the £2.7m Grant in Aid (2023 to 2024) which has provisionally been agreed to be returned.

Action 5: Add – ‘Return of Unused Grant-In-Aid ‘to the agenda of the next meeting between ILF Scotland Chair and Maree Todd, Minister for Social Care, Mental Wellbeing and Sport.

The Board noted the Medium-Term Financial Plan.

5c. Risk Register Summary (refer to paper)

The Board noted the Risk Register Summary.

5d. Risk & Resilience Update (refer to paper)

The Board noted the Risk & Resilience Update.

5e. Information Governance Dashboard (refer to paper)

The Board noted the Information Governance Dashboard.

5f. Efficiency Report (refer to paper)

The Board noted the Efficiency Report, acknowledging the detailed efficiencies over the last quarter.

6. Q3 Corporate Report (1 October 2023 to 31 December 2023) (refer to paper)

Harvey Tilley (Harvey) spoke briefly to the paper, directing the Board to the full detailed report and business plan for Q3 2023 to 2024 highlighting the following key areas:

Harvey updated on the recent induction programme which is currently ongoing with 13 FTE Assessors and Specialist Caseworkers who have been employed to support the re-opening and beyond.
Applications to the TF have increased at a rate of just over 40% year on year, though this has dropped from the expected 60% growth forecasted at the end Q2 as a consequence of changes implemented in this reporting period.
2023 to 2024 has been an exceptionally busy and successful year. Health & Wellbeing initiatives continue to be implemented with sickness rates stable.
ILF Scotland was awarded a top 30 place in the Working Families Benchmarking Award’s 2023 to 2024.
The team won the UK Public Finance Awards 2023 for the Local Authority portal and were a finalist for Excellence in Risk Governance.

The Board commended the staff team on the recent awards acknowledging the skill and additional hard work which goes into receiving such prestigious accolades.

The Board noted the Q3 Corporate Report.

7. National Care Service (verbal)

Anne-Marie updated the meeting outlining the National Care Service Bill which is at Stage 1 (draft).

The Bill allows Scottish Ministers to transfer social care responsibility from local authorities to a new, national service. This could include adult and children’s services as well as areas such as justice social work. No decision has been made on this. Scottish Ministers will also be able to transfer healthcare functions from the NHS to the National Care Service.

Work to develop the National Social Work Agency and Social work Centre for excellence continues and we will need to keep abreast of this development and be aware of any implications for social workers employed by ILF Scotland.

Anne-Marie spoke of the necessity to ensure Board Directors and the Executive team keep informed and share knowledge about National Care Service developments. This would help ILF Scotland to ensure it is in a positive strategic position to have a role in the NCS to act and support disabled people to live independently in the future.

Action 6: The National Care Service to be added as a standing agenda item for the Board Meeting until further notice.

8. MiCase & PQs (1 October 2023 to 31 December 2023) (refer to paper)

Linda introduced the paper providing a brief explanation of all MiCase and PQs including the backgrounds of the cases.

The Board acknowledged the distressing facts surrounding one of the cases, however, were reassured ILF Scotland acted appropriately.

The Board Directors noted the MiCase & PQs.

9. Health & Safety (1 October 2023 to 31 December 2023) (refer to paper)

Aileen McNiven (Aileen) spoke to the paper briefly updating on the H&S report.

The Board were assured by and noted the Health & Safety Report.

10. Succession Plan 2023 to 2025 (refer to paper)

Anne-Marie spoke to the paper apprising Board Directors of the updated Succession Plan. The skills matrix is employed to identify potential skills gaps ensuring the current or future Board Directors collectively have the necessary skills to govern ILF Scotland appropriately.

Anne-Marie explained she would work with Board Directors through their 1-2-1s exploring current skills and any further development – particularly in the area of risk management and digital change.

The Board noted the Succession Plan 2023 to 2025 update.

11. Directors Register of Interests 2024 (refer to paper)

As a personal responsibility, Board Directors were reminded to update any additions and changes. The Declarations of Interest register is published on the ILF Scotland website.

The Board noted the 2024 Declaration of Interest submissions.

12. AOB

Recruitment – Diversity

Steph spoke of the new staff going through induction enquiring if there is more work to do to ensure we attract a diverse workforce.

ILF Scotland will continue to ensure that, through our recruitment strategy, we will endeavour to target and reach a diverse range of applicants across all protected characteristics. It is important that our workforce is diverse ensuring different cultures and voices are represented.

Close of Meeting: 15:10

Next Board Meeting Dates:

Next Remuneration Committee: 11am, Monday, 25 March 2024 (Denholm House – Cedar)
Next Board Development Day: 1:30pm, Monday, 25 March 2024 (Denholm House – Cedar)
Next Audit & Risk Committee: 10:30am, 8 April 2024 (Virtual)
Next Full Board Meeting: 11am, 23 April 2024 (to be confirmed)

Actions

Carried Forward Action from Board Meeting - 27 June 2023: Peter / Robert to create and circulate a committee map for staff who attend National Care Service / SDS / Social Work meetings.
Action by: Peter / Robert
Timescale: January 2024
Action: Agreed to be carried forward – January 2024

Action 1: Aileen to provide Board papers as individuals pdfs and as a pdf pack.
Action by: Aileen
Timescale: April 2024
Action: Complete

Action 2: Anne-Marie, Liz Humphreys (Liz) and Alison to meet with Peter and other Directors to discuss the next step prior to an additional Board meeting.
Action by: Peter
Timescale: February 2024
Action: Complete

Action 3: Organise another additional Board meeting to discuss and scrutinise the re-opening work to date and planned for the future.
Action by: Peter and Aileen
Timescale: February 2024
Action: Complete

Action 4: Recommendations from co-production in relation to the re-opened fund to be presented to the Board prior to going to civil servants / the minister.
Action by: Executive Team
Timescale: March 2024
Action: Complete

Action 5: Add – ‘Return of Unused Grant-In-Aid’ to the agenda of the next meeting between ILF Scotland Chair and Maree Todd, Minister for Social Care, Mental Wellbeing and Sport.
Action by: Anne-Marie and Peter
Timescale: March 2024
Action: Confirmed – 14 March 2024

Action 6: The National Care Service to be added as a standing agenda item until further notice.
Action by: Aileen
Timescale: April 2024 and ongoing
Action: Complete

Appendix A: Pre-Submitted Questions and Comments

Agenda Item: Minutes of previous meetings & matters arising: 1a. & 1b.

Questions and Comments:
Mark Adderley: Thanks for adding the comments from last meeting.

Agenda Item: 4. Fund Re-Opening 2024 to 2025

Questions and Comments:
Alison Nicolson: Thank you for this update. The timeline evidences the fast pace at which this project is moving, a thank you to all the project team and those backfilling roles. As discussed at ARC a request for direct from public application process to be available as a fast follower to the launch. I like the project monthly update for Board, would it be possible also to include whether project is moving in line with planned timing in Project Board update and where not if there are any compromises, we should be aware of.
Answer: Paul Hayllor: The project is on track but is opening with a professional referral from local authority social works teams due to the significant differences in offering up a digital public service, including assurance and time / cost constraints through lack of capital funding. We are aiming to address this through a revised business case once we have successfully launched Phase 1 of this project.

Questions and Comments:
Mark Adderley: I really like the summary on page 1. Really helpful to see the key points set out. Question on staffing – could we get a verbal update on the onboarding and recruitment? Is that in plan and how is the morale of staff? A softer less tangible measure, but really important for us to deliver.
Answer: Aileen McNiven: Yes, the recruitment for the Specialist Caseworkers and Assessors is complete with start date of 15 January for all. It is ongoing but a very positive start. The team have created an engaging and informative induction. No further recruitment is underway at present. Staff are working hard and are stretched at present. We continue to gauge the temperature of the staff through our TRICKLE App. Health & Wellbeing remains front and centre through this intense period. Monitoring through 1-2-1s, Trickles, team meetings, development days etc.

Questions and Comments:
Mark Adderley: Is there a Gannt chart? (it’s hard to see the CP from tasks and times) And is there a critical path? If so, what is the view of the items on the critical path and what contingency do we feel we have?
Answer: Paul Hayllor: We are using an Agile approach to this project and whilst there is a high-level project plan tracking events on a Gannt Chart, the real activity is done on fortnightly sprint cycles within dedicated workstreams which are reviewed by the Project Board at the end of the cycle. The critical activity is that of the Co-Production Working group as everything is driven by their deliberations and recommendations and following each meeting, the key outcomes or policy steers are fed into the technical developments and likely application journeys.

Questions and Comments:
Mark Adderley: Risks look to be under control – well done.

Questions and Comments:
Mark Adderley: Agree with positive comments of the Co-Production Working Group. It feels like they are doing an amazing job – again well done.

Questions and Comments:
Mark Adderley: Is all continuing staff built into budgets? I note the substantial project staffing costs which will come to an end? And in paper 5 the separate budget – is it a seamless move at the end of the year?
Answer: Jim Maguire:Yes, all continuing staff are budgeted under the New Fund budget. Seconded project staff revert to their day jobs and is all planned.

Questions and Comments:
Mark Adderley: From November budget it looks like all Governance and Indirect costs have been spent? (and 6b December even more so) Is this the right way to present the data? It feels hard to discern given the massive bias towards staffing cost.
Answer: Jim Maguire: These costs are very small and easily affordable. The scaling is probably a little confusing here.

Agenda Item: 5i. Draft Budget 2024 to 2025

Questions and Comments:
Mark Adderley: Budget – see question in re-opening about budgets matched project into new fund. What do the different colours mean in ILF Fund Admin budget – and project opening goes from green to amber?
Answer: Jim Maguire: The colours are just meant to distinguish between the various fund categories, that’s all. I have tidied up the colour anomaly in one box.

Agenda Item: 5ii. Key Assumptions

Questions and Comments:
Mark Adderley: Assumptions – current pay forecasts for 2024 are nearer 4.5% than 2% (Personnel today, Pay data etc.) – I’m not sure an assumption of 2% and then 1% feels right. Is this all funded anyway so no risk?
Answer: Jim Maguire: This has already been largely agreed as part of a two-year SG pay policy deal with staff.

Agenda Item: 5b. Medium Term Financial Plan

Questions and Comments:
Mark Adderley: It would be useful to get a summary or recommendations from the paper. I am actually not sure what we are looking for or at (sorry). The conclusion says there are 2 options, but doesn’t suggest what this means, followed by a lot of forecasts. What am I missing is the ‘so what?’.
Answer: Jim Maguire: This is simply to demonstrate good governance that we as an organisation look forward and examine different options and scenario plan them. There are no recommendations as such. It is to give the board comfort that we are planning for the future and sharing with SG our medium-term financial requirements well in advance.

Agenda Item: 5c. Risk Register Summary

Questions and Comments:
Mark Adderley: Risks – Good to see things generally within tolerance -0. Well done.

Agenda Item: 5d. Risk & Resilience Update

Questions and Comments:
Mark Adderley: R & R – noted

Agenda Item: 5e. Information Governance Dashboard

Questions and Comments:
Mark Adderley: noted – seems under control.

Agenda Item: 5f. Efficiency Report

Questions and Comments:
Mark Adderley: noted

Agenda Item: 6. Q3 Corporate Report (1 October 2023 to 31 December 2023)

Questions and Comments:
Alison Nicolson: Can I recognise the amount of change being supported across the whole organisation! ‘High achieving quarter’ is certainly the case, thank you to everyone. What measures are in place to identify when the stretch on the organisation is too much, and deadlines or scope may need to be considered?
Answer: Aileen McNiven: This is constantly under review through various methods – 1-2-1s, team meetings, All Staff meetings and SMT discuss regularly. We are considering further initiatives to support colleagues. We also review deadlines and look at work which can be temporarily halted to allow the project work and priority business as usual to move forward. We are aware the whole team are stretched and make sure wellbeing hours and leave is taken to support time away from work. We have also put in place efficiencies over the last 18 months to support this - email etiquette / meeting protocols / ICI efficiencies.

Questions and Comments:
Alison Nicolson: This is a newbie question, the issues being experienced by disabled people in accessing PAs is called out here and is now a live issue being managed, how do ILF feed this into the SG / NI Government and help influence necessary changes?
I went on to read there is a SG PA Programme board. It would be good to understand its key actions and if this is likely to help mitigate the PA recruitment issue.
Answer: Aileen McNiven: Anne-Marie and Peter are both members of the PA Programme Board which was set up by the SG in response to the Independent Review of Adult Social Care. Anne-Marie is Chair of the training sub-committee, and Peter is also a member of this committee and the sub-group considering a national model PA agreement. Jim Elder-Woodward, our Advisory Group Chair, is also a member of the Board. There is widespread recognition of the vital and skilled role of the PA, and that current levels of remuneration are not reflective of this. However, this forms only one small area of work of the Board. PA and social care workforce remuneration more generally is primarily overseen by a different area of Government. ILF Scotland’s engagement is generally via the Sponsor Team. We have regular discussions to share our learning from working across all areas of the country, and these conversations now include the potential impact of workforce challenges on the success of re-opening ILF.

Questions and Comments:
Alison Nicolson: Congratulations on top 30 employer award from Working Families UK and for the LA Portal being recognised at the UK Public Finance Awards and the shortlist for Excellence in risk governance.

Questions and Comments:
Alison Nicolson: In Appendix A, the pressure on LA funding is starting to be seen in the figures with an increase in the % funded and value of funding. As the fund is closed is this through annual / biannual reviews identifying higher need to be independent rather than ILF covering care costs which should be met by the LA? I note the same trend does not appear in the NI data. How do you monitor (and take action of appropriate) this as a management team to provide assurance? Thank you!
Answer: Linda Scott: Partially through reviews every few year (we are still on catch up after COVID-19) where additional hours of ILF support is identified because of a significant change of circumstances e.g. loss of unpaid care. It is, in addition, through a combination of other things, including:

the automatic update of PA hours rates to match a minimum of the Scottish Living Wage
the increasing rise in PA hourly rates over and above the SLW due to recruitment and retention crisis, the scarcity of PAs in some rural and other areas, and the complexity of recipient care and support requirements due to worsening conditions, and
the significant rise in the hourly rates charged by care providers

Our SDS staff work hard to avoid covering care costs that should be met by the LA.
Yes, we have noted that the trend in NI is not quite the same. All of the same issues are experienced in NI but to date we haven’t seen the same percentage increases, which is not to say that we won’t. Our policies were traditionally different in NI e.g. we could not exceed the maximum award or waive recipient contributions and although the policies are now the same as in Scotland, there may be a period of adjustment and we haven’t yet seen the significance of these changes to any great extent.
Increases to awards are available only in line with Policy 18 Increases in Awards. Any increase above 4% goes through our Discretionary Decision process where a panel consisting of Senior Managers discuss larger increases on the basis of reports submitted by our assessors. We discuss any trend with our Sponsor Team as part of our quarterly meetings.

Questions and Comments:
Betty McAtear: Q3 Progress Report: Outcome 4 (pg 8) - good to see that SG have agreed to expansion of caseworker team to cope with greater demand. Is this permanent or temporary posts?
Answer: Permanent.

Questions and Comments:
Betty McAtear: Also, good to see that reserves can be used to help meet demand for TF until year end. While this short-term measure is welcome, will it result in distortion of overall TF available when viewed in year-on-year comparison?
Answer: Jim Maguire: What it might mean is that if the high demand continues then we may need to ration in subsequent years if our funding is capped at £5m. We have already asked the sponsor team if we can have more flexibility with our funding package e.g. if we have surplus 2015 monies can we use these for the TF.

Questions and Comments:
Betty McAtear: Also concerned that the restriction to one application to TF will result in some negative / reputational damage. Is the restriction likely to be temporary or permanent?
Answer: Linda Scott: The restriction is for the foreseeable future but that we will monitor the situation closely and keep it under review. We have had a few public comments expressing disappointment at the loss of potential funding for young disabled people, not aimed directly at ILF Scotland and so far, have had one direct complaint. We will need additional funding and / or greater control of our overall resource (as outlined in answer to previous question) to reverse this position.

Questions and Comments:
Betty McAtear: Strategic Direction: With the re-opening of the 2015 Fund, the success / over-subscription of the TF, and the reducing demand on the existing 2015 monies, are there any indications of the way forward for ILF? With the continuing financial crises with LA funds, is there any likelihood of any change of thinking at higher level likely to impact on ILF’s strategic direction at this time?
Answer: Paul Hayllor: The workings of the co-production group and our internal pressures on business as usual and over demand for the TF, alongside our ICI replacement project, are giving us the opportunity to feed all of these into our next cycle of strategic planning. The intention would be to identify our external demands and requirements and configure ourselves internally to deliver these as efficiently as possible. This is not a full answer Betty but a way of saying that we can throw everything into the mix once we have launched Phase 1 and then prepare ourselves for 2025 and beyond (which is actually one of our current objectives as well). The creation of the NCS has the potential to impact significantly on our strategic direction, however there is still significant uncertainty about how this will develop, and it is significantly delayed. Note that we also still hope to secure re-opening of the 2015 Fund in NI.

Questions and Comments:
Mark Adderley: Well done on the clean audit (again)

Agenda Item: 6a. Transition Fund Options Paper

Questions and Comments:
Alison Nicolson: Thank you for sharing this paper. I’m not sure the date this was submitted to SG, has there been a response? I saw on social media the TF is now limited to one application. Do you have support for additional staffing and the ability to use 2015 surplus to meet TF demand on an ongoing basis? The ability to redirect unused funds to meet our purpose through the TF fund has my support.
Answer: Jim Maguire: At the moment the ability to use surplus 2015 Funds is one-off. However, we have asked the sponsor team if we can have this flexibility on an ongoing basis. They have initiated discussions on the matter with Health Finance colleagues. We await their answer. This may be something to raise with the Minister directly.

Questions and Comments:
The current TF application process relies on completion of a form, have other routes been considered which may reduce rework for the ILF team such as a video conversation?
Answer: Linda Scott: We have discussed the use of video content to assist the application process and we plan to do this. It is difficult to move away from a form altogether because of the way in which the application is structured but we will consider this as part of our accessibility review during 2024 to 2025.

Questions and Comments:
Mark Adderley: Transition Fund options – sounds sensible.

Agenda Item: 6b.

Questions and Comments:
Mark Adderley: see notes above about budget graph

Agenda Item: 8. MiCase & PQs (1 October 2023 to 31 December 2023)

Questions and Comments:
Alison Nicolson: Thank you for sharing these, the letters show what an important part ILF funding plays in allowing disabled people to maintain their independence.

Questions and Comments:
Mark Adderley: Seems to be more correspondence than usual – I suppose we should be geared up to respond to these as the higher profile we get the more we will be contacted.

Agenda Item: 9. Health & Safety (1 October 2023 to 31 December 2023)

Questions and Comments:
Mark Adderley: H&S report – good report - well done (should we add attendance / sickness to theses stats?)
Answer: Aileen McNiven: We could add them here too – they are included in the Quarterly Report.

Agenda Item: 10. Succession Plan 2023 to 2025 (Updated Skills Matrix)

Questions and Comments:
Alison Nicolson: A helpful paper, is there succession identified within the non-exec members for future roles of vice chair and in time chair? Is this what remuneration committee are currently looking at?
How are the skills the board is mapped against set? There are 2 more areas I think would be useful for us to have 1. Risk management, 2. Change and digital transformation.
Answer: Aileen McNiven: The Chair and Remuneration Committee have ownership of the Succession Plan working closely with the Public Appointments Team (PAT). The PAT and Sponsor Team along with our Chair inform the Succession plan criteria using an SG template for us to follow.

Questions and Comments:
Mark Adderley: Succession planning - OK

Board Meeting Minute - 23 April 2024

APPROVED

Independent Living Fund Scotland: Board Meeting

TEAMS - VIDEOCONFERENCING

Tuesday 23 April 2024 11:00am - 1:30pm

Present

Anne-Marie Monaghan Board Chair

Liz Humphreys Vice Chair, Board Director

Étienne d’Aboville Board Director

Betty McAtear (to 12:30pm) Board Director

Alison Nicolson Board Director

Kirsty Aird Board Director

Apologies

Mark Adderley Board Director

Stephanie Hayle Board Director

In Attendance

Peter Scott Chief Executive Officer

Harvey Tilley Chief Operating Officer

Jim Maguire Finance Director

Paul Hayllor Director of Digital and Information Services

Linda Scott Director of Policy, Improvement and Engagement

Robert White Director of Self-Directed Support

Aileen McNiven Head of Business Services

Welcome, declarations of interest and apologies

Anne-Marie Monaghan (Anne-Marie) welcomed everyone ahead of opening the 34^th ILF Scotland Board Meeting.

2. Apologies

Apologies were received by Board Directors: Mark Adderley and Stephanie Hayle.

28^th March 2022

3. Declaration of Interest

No declarations of interest received.

4. Chairs Remarks

Anne-Marie has met regularly with Peter Scott (Peter) and Board Directors for appraisals, development days and other planning work.

A meeting with Maree Todd, Minister for Social Care, Mental Well-being and Sport was held on 14 March 2024, focussing on the reopening of the fund. Discussion was also around PA registration.

Robert White (Robert) and Anne-Marie delivered a presentation as part of a webinar run by the Scottish Commission for Learning Disability(SCLD). The focus was international perspectives and domestic developments.

Independent Living Movement: Anne-Marie and a number of representatives from disabled people’s organisations (DPO’s) met the First Minister and raised issues around delays in confirming grant awards, the Human Rights Bill, the disappointment of the NCS and the Verity House agreement, and also the registration of PAs.

5. Minutes of Previous meeting (refer to Paper 1)

The Board approved the Board Minute of 29 January 2024 with the following update to

Action 2 : Complete

ACTION 2: Anne-Marie, Liz Humphreys (Liz) and Alison to meet with Peter and other Directors to discuss the next step prior to an additional Board meeting.

Peter

February 2024

Complete via email (AMM to confirm)

6. Matters Arising

None

7. Action Log

Anne-Marie explained the new rolling Action Log will capture items to come back to the Board with planned dates.

ACTION 1: Add- Governance Session for the Board to be confirmed during 2024 – reviewing Board Governance.

The Board noted the Action Log.

8. Urgent Matters

Transition Fund options: Peter reported that although only in week 3 of the financial year the Transition Fund (TF) is oversubscribed with backlogs increasing week on week.

The team will discuss the options available to allow ILF Scotland to remain within the financial envelope from the Scottish Government with the Sponsor Team.

The Board discussed the above in detail, noting their concern that there may be much unmet need which has not been identified. Linda Scott (Linda) will again investigate the cost of an independent evaluation of a Social Return on Investment (SROI) study which would evidence the value of the TF to the Scottish Government.

The Board noted the urgent matter of the Transition Fund and asked Peter to report back to them in due course.

ACTION 2: Peter to report to the Board on the discussion with the Sponsor Team and the agreed TF strategy for 2024-25.

9. Audit & Risk Committee Update (ARC) (verbal update)

Alison Nicolson (Alison), Chair of the Audit & Risk Committee summarised the ARC meeting focussing on the following key details:

At end Feb there was a net surplus of £3m YTD due to unspent monies
Scottish Government requested £3m Grant in Aid (GiA) be returned to year end 2023-24.
Next year’s GiA has seen a reduction given the levels of unspent monies. This is affordable but carries risk for future years as unspent money is not guaranteed.
Key areas exceeding tolerance are all existing within social care recruitment
Kirsty Aird (Kirsty) will lead a team to consider thematic grouping across risks.
2 internal audit reports were submitted during Q1. 1. Risk Management & Business Continuity was awarded a good assurance level with no recommendations. 2. Fraud prevention, detection and response had a satisfactory assurance level.
Next year’s plan is approved. The Board noted the budgetary control review is being replaced by audit of the 2015 reopening process as a significant change.
The interim audit is completed with no significant control weaknesses.
The Board approved the revised budget for 2024-25 which is showing a reduction in grant in aid income of £1.2m when compared to the draft presented to the January board meeting.

The Board noted the verbal update of the Audit & Risk Committee.

10. Remuneration Committee Update (verbal update)

Betty McAtear (Betty) summarised the Remuneration Committee meeting focussing on the following key details

Employee engagement survey 2023-24 was scrutinised and circulated to all staff
The workforce planning 2024-27 is underway with significant work to complete
The 35-hour working week has been implemented successfully from 01 April 2024

The Board noted the Remuneration Committee update by Betty McAtear (Betty)

11. Finance Update (Verbal update)

Jim Maguire (Jim) introduced the paper outlining the end of year position as outlined in the Audit & Risk Committee update at agenda item 9, confirming full scrutiny by the ARC.

Jim apprised the Board of the completion of the first draft of the Annual report & Accounts, reporting that Audit Scotland start the annual audit from Monday, 29 April 2024.

ACTION 3: Jim to circulate the draft Annual report and Accounts 2023-24 to Board Directors for comments. (complete)

12. Management Accounts to Feb & March 2024 (refer to Paper 3)

Jim spoke to the recently scrutinised (February) Management Accounts and Finance Commentary (ARC) advising on the key points covering the award funds and administration management accounts to the year-end (March 2024). The Board noted the Management Accounts and Finance commentary to March 2024.

13. Internal Audit – Annual report (refer to Paper 4a)

The Board noted the Internal Audit - Annual Report following the Audit & Risk Update at agenda item 9.

14. Risk Report Summary (refer to paper 5)

The Board briefly discussed the Risk Report Summary, welcoming the new format.

Discussion regarding possible reduced GiA for 2025-26 was noted with concern and as a potential future risk.

ACTION 4: Risk actions to be included for risks exceeding tolerance.

15. Mainstreaming & Equalities Outcome Report and Action Plan 2024-26 (refer to Paper 6)

Linda Scott (Linda) spoke to the paper, updating this is the 3^rd Mainstreaming & Equalities Outcome Report and Action Plan.

Linda confirmed that the Equalities Committee, Navigator Law, Stakeholder & Advisory Group and the Young Ambassadors have all been advised on and scrutinised the report. Linda reported there are a few amendments to be made to the language. The final version will be updated with current images before being published by 30^th April 2024.

The Board discussed recipient ‘protected characteristics’ data and agreed the Executive team may consider how this could be collected for new fund applicants to inform future strategy.

The Board approved the Mainstreaming & Equalities Outcome Report and Action Plan 2024-26 subject to the changes noted above. The final version will be circulated to the Board.

ACTION 5: Linda will circulate the final updated published version to the Board.

16. Charter for Involvement Plan – Summary of Progress (refer to Paper 7)

Linda spoke to the paper apprising the Charter for Involvement Plan is owned by the Stakeholder and Advisory Groups who work with ILF staff to identify priorities and actions. The Board noted the Charter for Involvement Plan – Summary of Progress.

17. Corporate Parenting Plan 2024-26 (refer to Paper 8)

Linda reported significant progress has been made in the action plan, however, will engage with a wider range of stakeholders in the future. This is due to the re-opened fund being available to 16-25 years old. Historically this plan has covered the Transition Fund only.

The Board thanked Linda for a great piece of work and approved the Corporate Parenting Plan 2024-26.

18. MiCase & PQ’s (refer to Paper 9)

Peter spoke to the paper apprising the Board of the submitted questions and answers for the period.

The Board welcomed and noted the submitted MiCase and PQ’s by Mark Griffin MSP and Dame Jackie Baillie MSP, with those questions continuing to highlight the need for continued ILF Funding across Scotland and Northern Ireland. The Board noted the MiCase and PQ’s.

19. ILF Fund Reporting (refer to Paper 10)

The fund opened successfully on the 2^nd April with the 1^st application received on the 3^rd April. This has been followed through and is now at the offer stage.

Further applications are expected w/c 22^nd April (following Easter holidays) with extensive engagement continuing to support LA’s to complete applications on the portal. The Digital and Communications teams have offered 1-2-1 sessions with LA’s to support initial applications.

The fund will fully open to all LA’s w/c/ 29^th April, with further digital testing in the background.

The Board discussed the re-opening at length, debating the risks and future strategies to ensure the award monies reach disabled people across Scotland.

Peter apprised the Board that the re-opening co-production group will meet in June to discuss future enhancements including direct citizen led applications. The citizen led applications will be a complex piece of work with the co-production group setting the parameters of how this will look and feel.

The Board noted the ILF Fund Report, thanking the staff team for their commitment and hard work.

20. National Care Service (verbal update)

The Scottish Government have set up an expert legislative advisory group. More than 60 organisations have been chosen by the Scottish Government to help make comprehensive and robust changes to the NCS Bill. The Terms of Reference say it will act as a sounding board and advice-giving body for the government and will focus on stage 2 amendments. The advisory group will run for the entire passage of the Bill.

ACTION 6: Anne Marie will circulate the link to the Terms of Reference (ToR) for the group.

The Board discussed the Social Care Crisis and how this affects disabled people in Scotland and Northern Ireland. The Board agreed to include Social Care Crisis as part of the National Care Service standing agenda item. The Board noted the National Care Service update.

ACTION 7: Aileen to include Social Care Crisis as part of the National Care Service standing agenda item (complete)

21. Development Day Update (verbal update)

The Chair thanked the Board for a successful Board Development Day on 25^th March 2024. The next Board Development Day will be held on 23^rd September and will include focus on developing the ILF Scotland Strategy 2025-28.

22. Annual executive Summary & Operational report (refer to Paper 11)

Harvey Tilley (Harvey) outlined some key highlights in the 2023-24 Annual report which included:

Progress made in the Business Plan 2023-25
Sickness absence rates reduced to 3.42% for 2023-24
2 yearly recipient reviews up to date in Scotland, with a focussed plan in place for Northern Ireland to reach same status

The Board noted the extensive work detailed in the Annual Executive Summary , thanking all staff for their commitment and outstanding hard work over 2023-24.

23. Health & Safety Report (refer to Paper 12)

Aileen McNiven (Aileen) was invited to speak to Paper 12 giving Board Directors reassurance on the Health & Safety operation of the organisation.

The Board noted the Health & Safety Report.

24. Health, Safety & Wellbeing Policy Manual review (refer to Paper 13)

The Health, Safety and Wellbeing Policy Manual was approved subject to minor changes suggested at Appendix A : Pre-submitted Comments & Questions. The updated policy will be circulated for all staff to ‘read and understand.’

25. Net Zero Champion Update (verbal update)

The Board noted the appointment of Mark and Stephanie Hayle (Steph) as Net Zero Champions. Mark & Steph will work with the staff team to develop the Net Zero strategy and report during the June Board meeting.

26. Cyber Security Champion Update (verbal update)

The Board noted the appointment of Kirsty Aird (Kirsty) as the new Cyber Security Champion from August 2024. Liz Humphreys (Liz) will stand down as she completes her 8-year term.

Kirsty updated on the positive recent high-level meeting with Liz, Paul and Jo Leitch(Jo). Kirsty was apprised of the current work and cyber security strategy, commenting on how impressive the small team are.

Anne-Marie formally thanked Liz for her work and valued contribution as Cyber Security Champion over the last years and for supporting a smooth transition. Anne-Marie stated that Liz will be sincerely missed.

The Board noted the Cyber Security Champion Update.

27. AOCB

Board Director Recruitment

Anne-Marie updated on the progress to recruit 2 new Board Directors with the process underway. Following the recent Development Day, appraisals and 1-2-1’s, there is a clear understanding of the skills, knowledge and diversity required to ensure the Board is well represented for the future. The Chair will continue to work with the Sponsor Team and Public Appointments Team through the recruitment process.

Thank you

Anne-Marie sincerely thanked the Executive team and wider staff for their commitment and work over the last year, recognising the pressure they have been working under to re-open the new fund in a short timescale , with business as usual to also manage.

Close of Meeting: 1:30pm

Next Board Meeting Dates:

Next Audit & Risk Committee: 10:30 am, 17 June 2024 (Virtual)

Next Full Board Meeting: 11:00am, 25 June 2024 (Howden Park Centre, Livingston)

Next Remuneration Committee 11:00am, Monday, 23 September 2024 (Denholm House – Cedar)

Next Board Development Day: 1:30pm, Monday, 23 September 2024 (Denholm House –Cedar)

Action Point -	Action by	Timescale	Action
ACTION 1: Add- Governance Session for the Board to be confirmed during 2024 – reviewing Board responsibilities and accountabilities.	Aileen	June 2024	Complete
ACTION 2: Peter to report to the Board on the discussion with the Sponsor Team and the agreed strategy for 2024-25.	Peter	June 2024	Demand for the Transition Fund relative to available resource was discussed at the Sponsor Team meeting on 9^th May and again at a joint meeting with our Sponsor Team and Health Finance on 13^th June. It has been agreed that we will have further discussion at the end of Q1, when we hope to be in a position to determine if additional funds will be available for the Transition Fund from the 2015 fund, utilising our recently agreed ability to transfer resources between funds in response to issues such as this. This funds transfer is the preferred option, however contingencies are being considered should this not be possible including reducing the weekly permitted spend, further policy revisions, and tightening use of the eligibility framework.
ACTION 3: Jim to circulate the draft Annual report and Accounts 2023-24 to Board Directors for comments. (complete)	Jim	Immediate	Complete
ACTION 4: Risk actions to be included for risks exceeding tolerance.	Paul	June 2024	Complete – added to Risk Summary
ACTION 5: Linda to circulate the final updated published version to the Board .	Linda	April 2024	Final version with tracked changes In Huddle with Board papers. Published clean version will be uploaded this week to website.
ACTION 6: National Care Service: Anne-Marie will circulate the link to the Terms of Reference (ToR) for the group.	Anne-Marie	April 2024	Complete
ACTION 7: Aileen to include Social Care Crisis as part of the National Care Service standing agenda item (complete)	Aileen	June 2024	Complete

20231017 - Board Meeting Minute - 17 October 2023

Approved

Independent Living Fund Scotland: Board Meeting

Video Conference

Tuesday 17 October 2023 - 11:00 am to 1:00 pm

Present

Liz Humphreys                                 Vice Chair, Board Director
Mark Adderley                                  Board Director
Étienne d’Aboville                            Board Director

Apologies

Anne-Marie Monaghan                   Board Director
Betty McAtear                                   Board Director
Harvey Tilley                                    Chief Operating Officer

In Attendance

Peter Scott                                        Chief Executive Officer
Jim Maguire                                      Finance Director
Paul Hayllor                                      Director of Digital and Information Services
Linda Scott                                      Director of Policy, Improvement and Engagement
Robert White                                    Director of Self-Directed Support
Aileen McNiven                                Head of Business Services

Welcome, Declarations of Interest and Apologies

Liz Humphreys (Liz) welcomed everyone ahead of opening the 32^nd ILF Scotland Board Meeting. A special welcome was offered to Stephanie Hayle who joined the meeting as an observer.

As Vice Chair, Liz clarified she would Chair the meeting as ILF Scotland awaits the formal appointment of a new Chair.

Liz spoke of the massive contribution from the ex-Chair Susan Douglas-Scott (Susan) and ex-Chair of the Audit and Risk Committee, Alan Dickson (Alan) as they both ended their 8-year term with ILF Scotland on 11 October 2023. Both Susan and Alan leave the organisation in good hands and in good health. Susan and Alan were appointed to the Board as ILF Scotland was created in 2015. They supported the organisation during the set-up phase and have championed the work to the point of re-opening. Liz offered a deep-felt thanks from the ILF Scotland non-executive Board Directors and the organisation as a whole.

Liz referred the Board Directors to the ‘Pre submitted Questions and Comments’ at Appendix A, noting how helpful they are to allow the Executive Team to answer questions comprehensively prior to the meeting. Liz requested that this paper be included as an appendix to formal board minutes as it should form part of the official record.

Action 1: Aileen to include the ‘pre submitted questions and comments’ as an appendix in all future Board Minutes to ensure these are a formal record of the questions and answers and for reasons of good governance practice.

Chairs Remarks

Liz opened the meeting with the great news that the re-opening of the 2015 Fund in Scotland to new applications was announced by the First Minister in the Programme for Government in September, with an initial investment of £9 million in year one. Liz highlighted that this is the news that disabled people and ILF have been working towards since we were established as a public body in 2015.
Liz spoke of the concerns ILF Scotland faces in the 2015 Fund and Transition Fund which is addressed through the agenda.
During Q2 ILF Scotland have continued to support the health and wellbeing of all staff, with this being front and centre of our business planning during 2023 to 2024 and the future.
During September ILF Scotland were also very proud to have been awarded a Top 30 Benchmarking place from Working Families UK. This is the 6th year ILF Scotland have appeared in the Top 30.
In summary, Liz stated this has been another challenging but equally rewarding 3 months for ILF Scotland and the Board are proud of what has been achieved. The Board are looking forward to supporting the organisation to deliver their priorities for disabled people to live independently with choice, control and dignity.

Declarations of Interest (DoI)

No Declarations of Interest (DoI) received for the 17 October Board meeting.

Liz Humphreys (Liz) has updated her DoI directly with Aileen McNiven (Aileen)

Etienne d’Aboville (Etienne) confirmed a change to his Declaration of Interest: removal of relationship with Community Renewal Trust.

Action 2: Aileen McNiven (Aileen) will update the Declaration of Interest register.

1. Minutes of Previous Meeting (refer to paper)

The Board approved the Board Minute of 27 June 2023.

Matters Arising

Peter Scott (Peter) updated that he and Susan Douglas-Scott met with Maree Todd, MSP, Minister for Social Care, Mental Wellbeing and Sport on the 28^{th of} August 2023. The meeting was predominantly an introduction to ILF Scotland for the new Minister and a discussion about the possibility of re-opening, which at the date of meeting had not been confirmed.

2. 2015 Re-Opening 2024 to 2025

Liz referred back to her opening remarks on the great news delivered by the First Minister during the SG Programme for Government (September 2023) of the re-opening of the Independent Living Fund.

Peter spoke of the excitement felt across the organisation following 8 years working towards the re-opening. Considerable planning work is underway due to the short time scale to deliver the re-opening during 2024 to 2025.

Following the recent Board Development Session (09 October) when the re-opening was discussed in detail, Peter updated the Board on recent developments.

The first Co-Production Working Group (CPWG) will meet on Tuesday 24 October with organisations involved in the Transition Fund Working Group (TFWG) invited, alongside COSLA and other organisations. The inaugural meeting agenda will include the terms of reference and parameters, a definition of co production, and an overview of the key issues. More detailed papers and discussion will follow where focus will be on specific challenges at future meetings. The CPWG will be jointly chaired by Peter and Iain McAllister (Deputy Director – SG).

Cognisant of the time pressure to deliver in April, Peter acknowledged that some ILF Scotland business may be rescheduled, delayed or cancelled for a period of time. The Board recognised the necessity of prioritising re-opening, whilst preventing any knock-on disruption to the 2015 and Transition Funds. The Board requested Peter inform them of any potential significant impact of delays to other areas of work.

Paul Hayllor (Paul) gave details of the project team and how capacity is being built within the wider team to support the project.

Discussions ensued during the meeting with the Board requesting good governance is observed with clear lines of reporting and approvals as appropriate during the re-opening phase of the fund. The CEO and new Chair will discuss the detail of this once the new Chair is appointed.

The Board agreed to extra Board meetings and receiving papers out with the agreed Board Schedule, if required.

Liz encouraged the senior team to ensure that alongside looking after the wellbeing of staff during this pressurised and challenging time that they look after themselves and each other.

The Board noted the verbal update on the Independent Living Fund re-opening.

3. Remuneration Committee Report (verbal update and draft minute on Huddle)

Mark Adderley (Mark), Chair of Remuneration Committee, spoke to the draft minute which was shared on Huddle prior to the meeting.

The highlighted areas included:

The Annual Staff Pay award (2023 to 2025) and CEO Remuneration (2023 to 2034) approved as an analogued Public Body.
ILF Scotland await formal and final approval of the 35 Hour Working week. The email received from the Sponsor Team noted ‘no in-principle objection to ILFS implementing it”. The final sign off will come from Finance Pay Policy and is planned for implementation on 1 April 2024.
The Board Succession Plan 2023 to 2025 was approved with acknowledgment from Susan that when employing the plan during the recent recruitment, the plan worked well.
Re-opening – Capacity Paper: the meeting noted the paper as a positive detailed update of the embryonic plans to create extra capacity to deliver the re-opening of the new fund.
Mark formally noted the need to sort the connectivity when working in hybrid meetings as unreliability has been a recent issue e.g. Betty McAtear (Betty) had missed part of the Remuneration Committee meeting due to unreliable connectivity.

Peter assured the meeting that as a matter of priority ILF Scotland will work to provide reliable connectivity during virtual and hybrid meetings.

Action 3: Harvey to ask Digital Directorate to procure reliable AV meeting connectivity as soon as possible.

4. Audit and Risk Committee Report (ARC)

Audit Committee Update (2 October 2023)

Liz informed the meeting of a positive ARC meeting with both internal and external audit actions well in hand.

Liz updated that the highlighted detail of the meeting would be addressed through agenda item 4-4e.

Paper 4. Management Accounts to September 2023 (refer to paper)

Jim Maguire (Jim) was invited to speak to the paper, detailing the financial position of ILF Scotland’s various funds and administration.

The 2015 Fund in Scotland and Northern Ireland continue to show a surplus. The team are working with the NI sponsor team, considering a 4.2% increase to PA rates, backdated to 1 April 2023, to align with Trust rates and which would utilise most of the NI surplus.

The Administration Budget forecast is showing a small overspend due to the Staff Pay award being higher than budgeted. The budget for the pay award was 3%, with the Scottish Government analogued pay award being 7% for 2023 to 2024. Jim assured the Board that we will attempt to cover this increase from efficiencies and underspends across the organisation.

Jim shared that the Transition Fund allocation remains well ahead of schedule and there are currently sufficient applications submitted in the system to spend most of the £5 m allocation and use the £400 k unspent TF monies. ILF Scotland, along with the Sponsor team, are currently looking at options to ensure there will be enough resource to meet demand and to support the TF staff team. They remain under considerable pressure dealing with an increase of 65% in volume of applications against Q2 2022 to 2023.

Peter spoke of the current consideration with the Sponsor Team, to reduce the Available Income charge for recipients (currently £43.00 per week). Jim confirmed that if certain assumptions were correct, ILF Scotland could afford to reduce the AI to £20 until April 2026 when the Scottish Government have pledged to remove all charges for disabled people across Scotland.

4a. Modern Slavery Statement 2022 to 2023 (refer to paper)

Liz confirmed the Modern Slavery Statement was scrutinised during the ARC meeting with a recommendation to approve at the Board Meeting.

Etienne d’Aboville (Etienne) suggested that assurance is sought ahead of the 2023 to 2024 statement. He suggested that during Assessors check, as a matter of course, that recipients are aware of the Modern Slavery Statement and follow the UK and Scottish Government guidance.

Action 4: Robert White (Robert) to check Assessors make appropriate and proportionate checks on Modern Slavery guidance where recipients directly employ PAs.

4b. Risk Register Summary (refer to paper)

Paul Hayllor (Paul) introduced the paper highlighting there are 10 risks outwith tolerance, 1 increased risk and 3 removed risks.

The increased risk refers to the re-opening of the fund and the position of COSLA. Peter assured the Board that SMT members were meeting with COSLA on Thursday 19 October to consider how they work together to successfully deliver the re-opened fund for disabled people across Scotland.

Liz Humphreys (Liz) noted that the committee had received significant assurances during the ARC meeting and solutions are being put in to mitigate, where possible, against the risks.

Etienne also requested during the ARC that there was more definition to the risks to ensure clarity of what the risk is, with this being noted at ARC.

The Board noted the Risk Register Summary.

4c. Risk and Resilience Update (refer to paper)

Paul updated that the Risk and Resilience procurement process has closed with a contract awarded. This new work will fully embed resilience into operational activity over the next 2 years. There will be 2 years organisational training towards a Cyber Attack simulation.

Paul also reported that new Resilience Management software will be procured during October. This software will completely align and integrate the Risk Register / Risk Management and resilience work across ILF Scotland.

The security risk remains HIGH due to the instability of various concerns across the world.

The Board noted the Risk and Resilience Update.

4d. Information and Governance Report (refer to paper)

The Board noted the Information and Governance Report.

4e. Q2 Efficiency Report (refer to paper)

Paul spoke to the paper, summarising the report.

He spoke of the plan to re-purpose existing technology to support the re-opening e.g. ICI and TF Portal. He also referred the Board to the report which included information on sustainability and carbon reduction efficiencies.

The Board noted the Q2 Efficiency Report.

5. Q2 Corporate Report (refer to paper)

Peter introduced the paper, inviting Linda Scott (Linda) to speak to key areas of work:

Transition Fund (TF)

The TF has been a great success in supporting young disabled people (Age 16 to 25) over the last 6 years and ILF Scotland is very proud of how the grants have supported young people. However, the TF remains under extreme pressure as demand continues to increase. To date the team have received 12,000 applications with an increase of 58% during the last year. The success of the fund, particularly in this last year, means ILF Scotland will reach the £5 m limit allocated by the Scottish Government.

The staff team are under extreme pressure to process the applications, although they have recently managed to reduce the processing time from 15 to 16 weeks to 13 to 14 weeks, with a target processing time of 12 weeks.

ILF Scotland are currently working with the Sponsor Team to consider several options to ensure grants are processed timeously and within the £5 m allocation for 2023 to 2024, and / or to gain authorisation to use unspent TF funds from previous years.

Following discussion, the Board acknowledged the options were challenging and look forward to working with the Executive Team to find a workable solution.

2015 Fund

Robert White (Robert) apprised the Board of the review cycle, sharing that the run rate is currently 60% of the pre-pandemic rate due to external factors. He explained that review visits are more complex and taking longer to unpick issues and offer appropriate support and awards. Robert is optimistic that review visits will catch up in the New Year.

Award Management: Currently approximately 20% of awards are managed by 3^rd party agencies because there is no family or social work dept. willing or able to act as an Award Manager. Concerns were raised regarding Award Management when the fund re-opens as it is likely a significant number of applicants will lack capacity and 3^rd party agencies are not registered or inspected or able to act as an employer.

The Board considered the issue explaining it would help if there was reform of Incapacity legislation in place.

Action 5: Robert to discuss the issue with Anne Marie Monaghan (Anne Marie) who has great experience of working in this area of social care.

The Board noted the Corporate Report (for information).

6. MiCase and PQs (Q2, 01 July – 30 September 2023) (refer to paper)

The Board noted the MiCase and PQs for Q2 2023 to 2024, which includes the questions submitted by Paul O’Kane, MSP and the Ministerial answers.

7. Health and Safety (refer to papers)

Health, Safety and Environmental Policy

Following the audit recommendations during the Health and Safety Audit in March 2023 (see below) the policy statement presented to the Board now includes the Board roles and responsibilities and will be signed off by both the CEO and Chair.

Audit Recommendation:

“…that the organisation update the Health, Safety and Environmental Policy to document the Board’s role and responsibilities, and that the updated Policy is also signed by the Chair of the Board to demonstrate the Board’s commitment to managing health and safety effectively.”

The Board approved the presented Health, Safety and Environmental Policy to be signed off by the new Chair (or the Vice Chair if the new Chair is not in place by the end of October 2023).

The Board suggested reviewing and updating the Health, Safety and Environmental Policy to offer a more modern, holistic feel to it whilst also including wellbeing, hybrid working etc.

Action 6: Aileen to work with the Health and Safety Advisors to make the suggested improvements. This should be presented to the Board during Q2 2024 to 2025 or sooner if possible.

7a. Health and Safety Report (Q2, 1 July – 30 September 2023) (refer to paper)

The Board were assured by the Q2 2023 to 2024 Health and Safety Report

7b. Health and Safety – Annual Audit Findings Report

The Chair invited Aileen to speak to the paper and briefly explain the process for the annual audit carried out by the Health and Safety Advisors, Navigator.

The Board noted the outstanding Health and Safety – Annual Audit Findings Report.

8. AOB

Advisory Group Engagement

On behalf of the Advisory Group Scotland, Linda will formally invite the new Chair to the next Advisory Group meeting on 13 December 2023 which will also include a Christmas Lunch.

On behalf of the Advisory Group Scotland and Stakeholder Group (Northern Ireland) an invitation was extended by Peter to all Board Directors to attend the Joint Advisory Group and Stakeholder Group (Northern Ireland) meeting on 27 March 2024 and / or the Parliamentary Reception on 28 March 2024.

Peter also suggested a member of the Advisory Group Scotland observe the Board in 2024. Liz welcomed any member of either groups and noted that any member of the public could also observe ILF Scotland Board meetings.

Action 7: Peter / Linda / Aileen to invite the new Chair (when appointed) to join the Advisory Group Scotland on 13 December 2023.

Action 8: Peter/Linda to extend the welcome to join any Board Meeting to both the Stakeholder Group (Northern Ireland and Advisory Group (Scotland))

Risk Meeting

Subject to the new Chair’s agreement, the Board agreed to hold the next Risk Management session during the Board Development Session on 25 March 2024 when the new Risk Management software will be in use.

Close of Meeting

1:00 pm

Next Board Meeting Dates:

Next Audit and Risk Committee: 10:30 am, Monday 21 January 2024 (virtual)

Next Full Board Meeting: 11:00 am, Monday 29 January 2024 (virtual)

Next Remuneration Committee 11 am, Monday, 25 March 2024 (Denholm House – 1^st Floor Board Room)

Next Board Development Day: 1:30 pm, Monday, 25 March 2024 (Denholm House – 1^st Floor Board Room)

Actions

Carried Forward Action from Board Meeting - 27 June 2023: Peter / Robert to create and circulate a committee map for staff who attend National Care Service / SDS / Social Work meetings.
Action by: Peter / Robert
Timescale: January 2024
Action: Agreed to be carried forward – January 2024

Action Point: Carried Forward Action from Board Meeting - 27 June 2023:
To review office space in 6 months.
Action by: Harvey
Timescale: January 2024
Action: Review in 2024

Action 2: Aileen McNiven (Aileen) will update the Declaration of Interest register and DoI.
Action by: Aileen
Timescale: January 2024
Action: Complete

Action 3: Harvey to ask Digital Directorate to procure reliable meeting connectivity as soon as possible.
Action by: Harvey
Timescale: Immediate
Action: Complete – Harvey has requested Digital Directorate to source reliable wi-fi /AV connectivity.

Action 4: Robert White (Robert) to check Assessors make appropriate checks on Modern Slavery guidance where recipients directly employ PAs.
Action by: Robert
Timescale: January 2024
Action: Modern Slavery is highlighted during Induction; ongoing Peer Groups discuss the annual Modern Slavery statement shared annually, the e-learning and as we can only fund care which is from a registered Agency risks are minimised. PAs employed individually who do not go through a payroll company have a degree of additional scrutiny.

Action 5: Robert to discuss the issue of award managers and employers with Anne Marie Monaghan (Anne Marie) who has great experience of working in this area of social care.
Action by: Robert
Timescale: January 2024
Action: Award Managership discussed by AMM and RW 9 January 2024 with further follow up tba as part of the co-production exercise.

Action 6: Aileen to work with the Health and Safety Advisors to make the suggested improvements. This should be presented to the Board during Q2 2024 to 2025 or sooner if possible.
Action by: Aileen
Timescale: September 2024
Action: In-hand: work started October 2023

Action 7: Peter /Linda / Aileen to invite the new Chair (when appointed) to join the Advisory Group Scotland meeting on 13 December 2023.
Action by: Linda / Aileen
Timescale: October 2023
Action: Complete – invitation extended

Action 8: Peter / Linda to extend the welcome to join any Board Meeting to both the Stakeholder Group (Northern Ireland and Advisory Group (Scotland).
Action by: Peter / Linda
Timescale: January 2024
Action: Complete – invitation extended

Appendix A: Pre-Submitted Questions and Comments

Agenda Item: Modern Slavery Statement 2022 to 2023
Question: Mark Adderley Statement still looks robust – were there any changes suggested? I note we aim to publish within 6 months. This one is just over, should we change it to 7 months? Or will Board meeting be earlier next year? Or will we aim to get to an earlier Board?
Answer: This year, there were no changes to the statement nor recommended by the Audit and Risk Committee. The plan is to submit the Modern Slavery statement to the June Board meetings in future.

Agenda Item: Risk Register Summary
Question: Mark Adderley: risks – Good paper – well-presented and clear. Do we need all the IT ones (2OP, 5OP, 10OP, 14OP) – the actions seem similar, and would it help to consolidate?
Answer: Agreed, we will rationalise over the next year as we migrate to new technologies but at the moment the complexity of the support arrangements, cyber security, infrastructure and closure of the Scottish Government data centre are all different risks with different mitigations. However, we could look to rationalise to 3 risks around cyber-attack, infrastructure and applications so will review this once we onboard the new risk management system.

Agenda Item: Risk and Resilience Update
Question: Mark Adderley: helpful update
Answer: /

Agenda Item: Information Governance Dashboard
Question: Mark Adderley: likewise – good to be updating monthly.
Answer: /

Agenda Item: Efficiency Report
Question: Mark Adderley: I like some of the minor changes – we will need to keep looking for these when we go for the 35-hr working week. When we do that, will we be able to track the efficiencies against the need to support the 35-hr working week, or will they be tracked against the efficiency plan? (Probably badly expressed, but we need efficiencies if we are to alleviate concerns about workload, and not double count)
Answer: The 35 Hour working week changes will be monitored through one to ones, staff surveys, mood senses, sickness stats, overtime and productivity. We continually try to consider efficiencies which can support this and those were included in the business case. We are always trying to consider and implement efficiencies to support any additional workloads across the organisation.
As a further suggestion from Paul, the hours saved per year from our processing efficiencies could be presented as a percentage of the new available hours for work (105,000) and used to supplement our narrative on productivity and any cash savings.

Agenda Item: MiCase and PQs (1 July 2023 – 30 September 2023)
Question: Mark Adderley: MiCase – do we believe (and did we provide) the £32 m figure? Does this suggest that after year three years (9/20/32) we are fully open and have no unmet need? I thought we had always been careful about putting a number on this hard to quantify figure.
Answer: The £32 referenced here is lifted from the Independent Review of Adult Social Care. It was the figure it quoted as an estimate for re-opening. The only other figure ILF Scotland will use is the £9 m stated in the Programme for Government.

Agenda Item: Health and Safety, Policy Statement (signed by CEO and Chair), Health and Safety Report and Annual Audit Findings Report
Question: Mark Adderley: HSE manual – really good to see this here for approval. A really important document that looks comprehensive. I like the clarity that the Board of Directors are responsible.
A few thoughts.

It feels very old fashioned and ‘legal’ which is important, but we also have a responsibility to create a culture of wellbeing and H&S – this ‘feeling’ doesn’t quite come through – this has been a key push of ours in the last few years.
Should we add wellbeing into the objectives, nowadays this is often included in the H&S manual (as we do in section 3.2), but if we limit our objectives to the legal ones (page 6 which is as far as many will go) and (p7) – we miss the opportunity to show how important Wellbeing is to us.
I would suggest we add a bullet point about that to both pages and to 2.2 for supervision.
3.2 is an old-fashioned version of welfare (welfare facilities) and makes no mention of home working / hybrid / 35-hour week / other support.

Answer: Thank you, and really appreciate the comments. During the next few months, we will review and modernise the language within the manual and include reference / support to wellbeing and other initiatives. This will be re launched as part of our re-opening plans and plan to share with the Board in Q1 and Q2 2024 to 2025.

Mark Adderley: 7a – noted

Mark Adderley: 7b – absolutely brilliant – well done.

20230627 - Board Meeting Minute - 27 June 2023

APPROVED

Independent Living Fund Scotland: Board Meeting
Video Conference
Tuesday 27 June 2023 ~ 11:00am – 1:00pm

Present

Susan Douglas-Scott, CBE - Chair, Board Director
Alan Dickson - Board Director
Liz Humphreys - Vice Chair, Board Director
Mark Adderley - Board Director
Anne-Marie Monaghan - Board Director
Betty McAtear - Board Director
Étienne d’Aboville - Board Director

Apologies

Peter Scott - Chief Executive Officer
Aileen McNiven - Head of Business Services

In Attendance

Harvey Tilley - Chief Operating Officer
Jim Maguire - Finance Director
Paul Hayllor - Director of Digital and Information Services
Linda Scott - Director of Policy, Improvement and Engagement
Robert White - Director of Self Directed Support
Heather Melville-Hume - Senior HR Manager (Secretariat)
Kyle McAuley - Audit Scotland (Guest)

Welcome, declarations of interest and apologies

Susan Douglas-Scott (Susan) welcomed everyone ahead of opening formal business for the 31st ILF Scotland Board Meeting.

Susan shared that Maree Todd MSP, Minister for Social Care, Mental Wellbeing and Sport has been confirmed as ILF Scotland’s Minister with a meeting scheduled with Susan and Peter on 28 August 2023. Susan expressed it has always been an aspiration to have the 2015 Fund reopened before the end of her tenure as Chair of the Board. With this being unlikely, Susan expressed her deep personal and professional disappointment. Susan reiterated that reopening ILF is a priority for disabled people’s organisations across Scotland and Northern Ireland and would have a big impact on the quality of life and citizenship for eligible disabled people.

Harvey Tilley (Harvey) acknowledged it was the last formal board meeting for Alan Dickson (Alan) and Susan and noted thanks to them both from everyone at ILF.

Declarations of Interest (DoI)

No Declarations of Interest received. Anne-Marie Monaghan (Anne-Marie) has updated her DoI directly with Aileen McNiven (Aileen – apologies)

1. Minutes of Previous Meeting (refer to paper)

The Board approved the Board Minute of 25 April 2023.

2. Matters Arising

Action 1: Peter/Robert to create and circulate a committee map for staff who attend National Care Service/SDS/Social Work meetings.
Other actions are on agenda

3. Annual Report and Accounts (refer to paper)

Jim confirmed that Statutory Accounts & Annual Report 2022-23 had been scrutinised by the Audit and Risk Committee (ARC) and are presented today for approval. However, before asking for approval it was appropriate for the board to hear from Kyle McAulay (Kyle), our External Auditor.

Mark Adderley (Mark) highlighted that questions had been raised via huddle and Jim confirmed all points had been addressed.

Alan stated he was content for the Statutory Accounts & Annual Report 2022-23 to be presented for approval following an update from the external auditors.

Audit Report Findings (refer to paper)

Kyle introduced the paper, noting several recommendations included in the report. Kyle highlighted the report is very positive. Key risks highlighted are already in the annual audit plan from April with no further issues.

Kyle noted that there is financial management scope for enhancing systems and controls to manage sustainability with clear plans in place to realise vision and strategy. Furthermore, cyber security arrangements are to be enhanced. Kyle also noted ILF Scotland had achieved all performance targets with minor improvement around demonstrating value.

Susan confirmed that it was a clear report, and the recommendations were helpful for improvements as well as assisting with discussions around the fund reopening in relation to medium and long-term financial sustainability.

The Board spoke of the current property lease in relation to office space required given hybrid working.

Harvey responded that it has been a frustrating process but now nearly complete. He also confirmed many more people continue to collaborate in the office space, albeit there is now limited meeting space in Denholm House.

Action 2: To review office space in 6 months.

Harvey acknowledged and thanked Kyle and team, recognising the collaborative effort by all involved across ILF Scotland but particular congratulations to whole finance team.

Susan also acknowledged and congratulated the evidence of strong financial governance and offered thanks to dedicated staff led by Jim Maguire on another excellent annual audit report with no qualifications.

Susan thanked Alan for his incredible stewardship of the Audit & Risk Committee and accounts during the past 8 years, acknowledging he had achieved this through various challenges. In particular, Susan reminded the board that during the first year of ILF Scotland, the finance and risk work was greatly improved and supported with Alan’s guidance and support.

Alan thanked Susan and all of the team.

The Board Approved the Statutory Accounts & Annual Report 2022-23

Letter of Representation (refer to paper)

The Board approved and Peter signed off the Letter of Representation as the Accountable Officer.

Kyle McAulay left the meeting.

4. Corporate Business Reporting (refer to paper)

2015 Fund

Harvey noted that ILF Scotland is now supporting 8,300 recipients a year, with multiple interventions. In 2015, ILF Scotland supported around 3,600 recipients who were reviewed every 2 years. The demand has increased with a 230% increase and at least 500% increase in interventions.

Transition Fund

Harvey shared that ILF Scotland has had over 1,000 applications in the first quarter of 2023, a 45% increase in the same quarter last year. He pointed out that although there are challenges around our processing abilities, it would be remiss not to acknowledge the phenomenal success of this fund.

Enabling Functions

Recognising that the enabling functions e.g., Finance, Digital, Business Services, Policy, Improvement & Engagement having to work harder to support the operation of both funds.

Robert White (Robert) commented that the health and social care landscape remains hugely challenging, with disabled people waiting longer for assessment and funding. ILF Scotland are picking many tasks from social work, which impacts on our Assessors and in turn this pressure filters through our wider organisation. Our Assessor teams are meeting more regularly given increasingly complex issues. External finance and payroll agencies are struggling alongside that.

Harvey recognises that it continues to be a very challenging time and we are leaning in very hard to support the disabled people we work with.

Linda spoke of the crisis to retain PA’s whilst recipients are in hospital and whose awards are suspended. Susan confirmed that she will raise it with Maree Todd MSP, Minister for Social Care, Mental Wellbeing and Sport given it is a key solution to the impact on all of delayed discharge.

Action 3: Susan will raise above with Maree Todd MSP, Minister for Social Care, Mental Wellbeing and Sport given it is a key solution to the impact on all of delayed discharge

Harvey confirmed that ILF Scotland had received a Best Practice Award from Working Families, even whilst workloads increased, we continue to put ourselves forward and raise our profile as an organisation.

Harvey went on to share that we made good progress on our business plan against a challenging operating environment. In the next quarter the team will focus on the Transition Fund. The Transition Fund Review Report highlights that the fund has been hugely successful and has made various changes to support recipients and colleagues. It is anticipated to take 12 -18 months to implement the majority of recommendations in the review and will meet with the Scottish Government Sponsor Team to have a broad-based discussion on future ability to expand with current financial envelope.

Betty McAtear (Betty) shared that ILF Scotland can evidence broader support provided to young people to settle in adulthood. “The success of the Transition Fund is amazing and down to our colleagues that go above and beyond, they go that extra mile each and every time so huge congratulations.”

Susan highlighted that Maree Todd MSP, Minister for Social Care, Mental Wellbeing and Sport came to the Transition Fund celebration event in November 2022, and ILF Scotland needs to ensure the sustainability of ILF particularly in current Health & Social Care environment stating we also need to support older disabled people to live independently given their own care arrangements may break down i.e., elderly parents.

5. Audit Committee Report

Audit Committee Update (June 2023)

Alan reported a good audit committee with and positive progress.

Management Accounts to May 2023 (refer to paper)

Jim reported the 2015 Fund in Scotland and Northern Ireland is showing a surplus. All areas of the Administration Budget are within budget.

Jim shared that the Transition Fund allocation is ahead of schedule and if applications continue at the current pace, ILF Scotland would need £6M against our allocation of £4.3M. This will be raised with the SG Sponsor Team to consider options.

The procurement audit report raised a few actions with follow up in the next few months. Jim assured the Board that he would progress.

Risk Register Summary (refer to paper)

Paul Hayllor (Paul) introduced the paper and shared the risk register’s new format. This helps focus in on the material risks.

Liz Humphreys (Liz) noted that the committee had received significant assurances that solutions are being put in to replace ILF Scotland’s IT systems following changes the Scottish Government are making to their current platforms.

Risk & Resilience Update (refer to paper)

During a recent resilience conference both Paul and Joanne Leitch (Jo) had the opportunity to share the work of ILF Scotland. Feedback has bene extremely positive with recognition of the forward-thinking approach we take at ILF Scotland.

Paul also shared an observation about legitimate risk threat from external hostile actors. He emphasised this is why cyber security is crucial and again stressed individual responsibility alongside his organisational one. He added that within the wider team people in ILF are vigilant and quick to raise suspicions activity.

Q1 Efficiency Report (refer to paper)

Paul highlighted how important technology is to our efficiencies and work is ongoing in this area from the Digital team and others across ILF Scotland.

Liz offered a huge thanks to all involved but recognises frustrations of IT solutions to continue to support people who receive ILF in the best way.

Information and Governance Report (refer to paper)

Paul raised the issue of Freedom of Information confirming responses are timeous as required.

Password and Malware training has been made available to colleagues to participate in with a very positive uptake. ILF Scotland again took part in Scottish Government’s phishing campaign and performed very well.

6. MiCase & PQ’s (01 April 2023 - 20 June 2023) (refer to paper)

Linda Scott introduced and spoke to the paper with the Board noting the content.

7. Health & Safety Report (01 April 2023 - 20 June 2023) (refer to paper)

Susan noted a positive report with thanks to be passed to Aileen and the team.

8. AOB

Draft Committee Meeting Schedule 2024 (refer to paper)

Anne-Marie flagged that January clashes with her Health Board so we will look at another date and circulate. Agreed to update and recirculate for January 2024 otherwise the Board approved the Draft Committee Meeting Schedule.

Action 4: Anne-Marie to check dates and inform Aileen. Updated 2024 schedule to be circulated thereafter.

Signing off Statutory Accounts

Relevant signatories will sign off Statutory Accounts tomorrow, Wednesday 28 June 2023.

Kings Honours List

Warm congratulations from the Board to Michaela Hollywood, a disabled woman from Northern Ireland and member of the Stakeholder Group, who uses ILF for independent living, on being awarded an MBE in the King’s Honours List

Acknowledgment and Thanks from Board Chair, Susan Douglas-Scott

Susan wanted to share her deep and sincere thanks to all at ILF Scotland colleagues, Board and non-executive members.

Harvey thanked Susan for her hard work, energy, passion, love and kindness during an extraordinary 8 years. He went on to express his deep thanks to Alan for all his efforts leading the Audit and Risk Committee also since 2015. Harvey thanked both Susan and Alan from all staff for their support.

A thank you was offered from Etienne on behalf of non-executive colleagues for Susan’s leadership, commitment and values, we want Susan to be incredibly proud of her contribution to ILF.

Close of Meeting

Next Board Meeting Dates:

Next Remuneration Committee 11 am, Monday, 09 October 2023: Radisson Blu, Glasgow

Next Board Development Day: 1:30pm, Monday, 09 October 2023: Radisson Blu, Glasgow

Next Audit & Risk Committee: 10:30am, Monday 2nd October 2023: (virtual)

Next Full Board Meeting: 11am, Tuesday, 17 October 2023: (virtual)

Action Points:

Action 1: Peter/Robert to create and circulate a committee map for staff who attend National Care Service/SDS/Social Work meetings.
Action by: Peter/ Robert
Timescale: June 2023
Action: Agreed to be carried forward – January 2024

Action 2: To review office space in 6 months.
Action by: Harvey
Timescale: January 2024
Action: Review in 2024

Action 3: Susan will raise PA retention with Maree Todd MSP, Minister for Social Care, Mental Wellbeing and Sport given it is a key solution to the impact on all of delayed discharge.
Action by: Susan
Timescale: September 2023
Action: Meeting on 28th August 2023

Action 4: Anne-Marie to check dates and inform Aileen. Updated 2024 schedule to be circulated thereafter.
Action by: Anne-Marie
Timescale: January 2024
Action: Complete – January 29th 2024 – new date circulated.

20230425 - Board Meeting Minute - 25 April 2023

APPROVED

Independent Living Fund Scotland: Board Meeting
Video Conference
Tuesday 25 April 2023 ~ 11:00am – 1:00pm

Present

Apologies

Linda Scott - Director of Policy, Improvement and Engagement

In Attendance

Peter Scott - Chief Executive Officer
Harvey Tilley - Chief Operating Officer
Jim Maguire - Finance Director
Paul Hayllor - Director of Digital and Information Services
Robert White - Director of Self Directed Support
Aileen McNiven - Head of Business Services (Secretariat)

Welcome, declarations of interest and apologies

Susan Douglas-Scott (Susan) welcomed everyone ahead of opening formal business for the 30^th ILF Scotland Board Meeting.

Declarations of Interest (DoI)

No Declarations of Interest received.

1. Minutes of Previous Meeting (refer to paper)

The Board approved the Board Minute of 31 January 2023.

2. Matters Arising

Shortened Hours Working Week – refer below to item 5 of the minute.

Action 5 (BD 31 Jan 2023): Peter updated that he awaits a response to the letter sent (February 2023) seeking clarity about the strategic direction of ILF Scotland. Peter expects that the Sponsor Team require formal notification from the Minister with responsibility for ILF Scotland before a response will be forthcoming.

ILF Scotland is still waiting on clarification of who our new Minister will be. The Board expressed concern that we still do not have clarity several weeks after the new Ministerial roles were announced. Susan agreed to raise this matter in writing with Michael Matheson, Cabinet Secretary for NHS Recovery, Health & Social Care.

Action 1: Susan to write to Michael Matheson, Cabinet Secretary for NHS Recovery, Health & Social Care, highlighting the importance for ILF Scotland, a NDPB owned by and accountable to Scottish Ministers, knowing which Minister has responsibility for the organisation.

Post meeting note – it was confirmed shortly after the meeting that ILF Scotland’s new Minister is Maree Todd MSP, Minister for Social Care, Mental Wellbeing and Sport.

3. Chairs Introductory Remarks

Susan remarked that it was great to see everyone in person at the recent development session, stating it was an excellent and constructive day, reconnecting in person.

Susan spoke of the period of significant change in Scotland with the appointment of a new First Minister and Ministerial team. It is ILF Scotland’s expectation that Maree Todd will be the new Minister for ILF Scotland, however this has not been confirmed. Peter wrote to the Sponsor Team seeking clarification on 02/04/23 and after initially indicating it would be Ms Todd we have been advised this is yet to be confirmed.

ILF Scotland continues to have stagnation in NI with no immediate prospect of the Assembly reconvening. We all understand that the implications of this for the prospects of reopening the fund are not good.

Finally, Susan acknowledged these are very tough times for disabled people across Scotland and Northern Ireland. ILF Scotland recipients continue to be disproportionately impacted by the wider challenges facing social care, and society more generally. Susan confirmed those matters will be discussed in more detail during the meeting.

4. Annual Executive Summary & Operational Report 2022-23 (refer to paper)

Harvey Tilley (Harvey) introduced the paper highlighting the difficult and challenging year it has been for disabled people across Scotland and Northern Ireland (NI). This is largely due to the cost-of-living crisis, recruitment of PA’s and social care staff, and continuing pandemic related issues.

Harvey spoke to the paper highlighting the following key points:

The Transition Fund (TF) has had a record-breaking year with applications up 40%.
2022-23 has been a successful year, despite the challenges, with 21 out of 23 key objectives achieved.
‘Thank you’ / special recognition payments to PAs in Scotland and Northern Ireland concluded successfully on behalf of the two administrations.
Transformation work well underway to replace ‘ICI’ (review and awards platform).
Positive key policy changes in Northern Ireland (Available Income and Maximum Award for Group 1 and 2).
Awarded a top 10 place in the Working Families Benchmarking Award’s 2022-23.
Health & Wellbeing initiatives continue to be implemented with sickness rates reported as falling slightly (4.72%) from 2020-21 (5.02%) and 2021-22(5.02%) rates.
Review visits are currently running at two thirds of the pre-Covid rate. This is largely due to increasing complexity of issues as we continue to exit the pandemic. The Self-Directed Support (SDS) team are reviewing the current model and looking at solutions to further support disabled people across Scotland and Northern Ireland.

A brief discussion developed regarding the direction of the proposed National Care Service. Etienne d’Aboville (Etienne) suggested that a committee map is created to identify staff who attend each National Care Service/SDS/Social Work committee.

Action 2: Robert to create and circulate a committee map of staff attendance at National Care Service/SDS/Social Work meetings.

The Board congratulated the team on a successful year notwithstanding the challenges and increasing workloads year on year.

Action 3: Peter to pass on the Boards thanks and congratulations to all staff for another successful year achieved through hard work and commitment.

The Board noted the Annual Executive Summary and Operational Report 2022-23.

5. Audit Committee Report (refer to papers 5 – 5e)

Audit & Risk Committee - verbal update from Alan Dickson (Alan)

Alan updated the Board on the recent Audit & Risk Committee (ARC) meeting on 17 April 2023 highlighting the key areas of discussion:

Grant in Aid 2023-24 letter received confirms ILF Scotland is fully funded for the 2015 Fund (Scotland & NI), Transition Fund and Administration budgets in 2023-24. The Board noted positively that this is the 1^st year ILF Scotland has been fully funded.
The ARC was reassured with the current Internal Audit plan, actions and follow up from our internal auditors, Henderson Loggie.
Alan spoke of his confidence in the External Audit Plan following recent communication with the Audit Scotland team (External Auditors).
Alan updated on his attendance at a NDPB Audit Committee Chairs conference which discussed environmental auditing. Alan suggested that he would discuss this in more detail at a future ARC meeting.

Management Accounts to March 2023 (refer to paper)

Jim spoke to the recently scrutinised Management Accounts and Finance Commentary (Audit & Risk Committee) advising on the key points covering the award funds and administration budgets to the year-end position (March 2023).

The Board discussed the increase in unspent monies received over 2022-23 with Jim explaining it is very difficult to identify outstanding unspent monies. Audit Scotland have raised the issue of outstanding unspent monies with the finance team, with Jim offering clarity on the full process. Further discussions with Audit Scotland are due 26 April 2023 and it is expected that going forward they will be treated on an accrual basis rather than a cash basis.

Further discussion developed on the unspent monies process. Jim will also consider whether further resource is needed to manage the unspent monies process.

The Board noted the Management Accounts to March 2023.

5a. Grant in Aid (GiA) 2022-23 (POST ABR)

Jim spoke to the GiA letter noting an underspend in 2022-23 of £5m being returned to Scottish Government. It was noted that ILF Scotland tried to utilise the monies for Available Income or Re-opening, as requested by the Advisory Group, however this was not approved.

Susan concluded it is essential to spend the full budget on disabled people in Scotland and Northern Ireland.

The Board noted the Grant in Aid 2022-23 (POST ABR) letter.

5b. Grant in Aid 2023-24 (refer to paper 5a and 5b)

Jim introduced the GiA letter for 2023-24 explaining that ILF Scotland will be fully funded for 2023-24 for the first time.

The Board welcomed this positive news, congratulating Jim and the Finance team for their hard work in securing the £53.4m for 2023-24.

The Board noted the GiA letter 2023-24.

5c. Risk Register (refer to paper 5c)

Paul Hayllor (Paul) spoke to the recently scrutinised Risk Register (Audit & Risk Committee – 17 April 2023) advising on the key risk changes.

The declared Grant in Aid risk has reduced as ILF Scotland is fully funded for 2023-24.

Serious concerns were raised by Paul regarding a new and significant risk for the Transition Fund, LA portal and potential future work (e.g., re-opening and Care Experience Grant). Currently the TF and LA portals are managed through the SG data centre.

Paul was notified last week that the SG data centre will no longer be supported after 31 December 2023.

SG have no planned replacement to host the TF/ LA portal requiring ILF Scotland to find their own workable solution in a very short timescale.

Paul also added that the use of ICI may be affected by this as the data centre sync’s ICI with the TF and LA Portal.

The Board noted that further work being discussed with SG (e.g. re-opening and Care Experience Grant) also relied on the ability to use the data centre. ILF Scotland had previously confirmed their ability to deliver new work based on having access to the data centre.

It was explained by Harvey that it normally takes 2 years to procure, develop and test new platforms. Harvey also acknowledged there is no expertise within ILF Scotland to move the portal to a Cloud based solution.

The Board noted the potential need to request additional funding and resource to manage this risk.

The Board acknowledged this as a significant risk with financial and operational impact. Susan offered the full support of the Board and asked the team to try to find and share an outline solution via the ARC as a matter of urgency. The risk should be escalated to ‘very high’.

Action 4: Paul and Harvey to work with SG with a view to developing an outline solution to replace the SG Data Centre to host TF and LA Portal which also synchronises with ICI, keeping the ARC informed of any developments.

Liz Humphreys suggested the strategic risks should be reviewed during the forthcoming Risk Management session.

Action 5: The meeting agreed a Strategic Risk review should be on the agenda.

The Board noted ‘with concern’ the Risk Register.

5d. Annual Efficiencies – Q4 (refer to paper 5d)

Paul introduced the paper.

The Board welcomed the efficiencies with discussion focussing on the Transition Fund, Local Authority (LA) portal and staff. Paul noted that the technology efficiencies support and enable disabled people, stakeholders, and staff.

Susan welcomed the update on the efficiencies praising the teams for their great work.

The Board noted the Annual Efficiencies 2022-23 paper.

5e. Information Governance Dashboard – Q4 (01 January 2023-31 March 2023) (refer to paper 5e)

Paul introduced the paper informing the meeting there have been no reportable information related incidents in the last 12 months.

Paul concluded by informing the Board of the recent ‘resilience exercise’. A positive outcome was reported with good organisation wide learning.

The Board noted the Information Governance Dashboard which had been scrutinised fully at the recent Audit & Risk Committee.

6. Remuneration Committee Report

Verbal Update - Mark Adderley

Mark Adderley (Mark), Chair of Remuneration Committee, updated the Board on the key points discussed during the meeting on 31 March 2023.

Staff Survey: Following scrutiny during the meeting, the 2022-23 Staff Survey was confirmed as being circulated w/c 24 April 2023. The survey will be live for up to 4 weeks. Mark reported that last years return rate was 85%, which was acknowledged as exceptional. The team however aspire to increase this for the 2022-23 survey.

Industrial Action regarding the 2022-23 Pay Policy continues. No operational disruption has been reported within ILF Scotland. The Board noted the small numbers who are PCS members. Possible disruption will be monitored during the next planned strike date due on 28 April 2023.

Pay Policy: As an analogued NDPB, ILF Scotland awaits notification of the final Finance Pay Policy 2023-24. The Board noted the initial complex Pay Policy proposal which has yet to be agreed with Scottish Government and the Unions.

Shortened Hours Working Week: Submission to the Scottish Government Sponsor Team and Finance Pay Policy Team of the approved Board paper -’35 Hour Working Week’ was made on 31 Jan 2023. The submission has not been approved with further information requested via a business case. This will be collated and submitted in due course.

The Board noted the verbal Remuneration Committee update.

Anne-Marie Monaghan (Anne-Marie) and Betty McAtear (Betty) submitted their apologies and left the meeting.

7. Draft Strategic Outcomes 2023-25 and Business Plan 2023-25

Paul introduced the paper which was developed, scrutinised, and discussed at the recent development session.

Peter referred the meeting to the ‘Pre-Submitted Comments & Questions’ paper for responses to pre-submitted questions from Betty McAtear regarding Priority 1.

Action 6: Paul to update with the following change:

Strategic Outcome 1, bullet point 4 to “the rights of disabled people”.
Strategic Outcome 2, bullet point 1 to “Any future decision to expand ILF Scotland is supported by a comprehensive and robust evidence base”.

The focus of the discussion was to ensure that the high-level strategic outcomes were underpinned with appropriate and realistic business plan activities which will be delivered over the next 2 years.

The Board approved the Strategic Outcomes 2023-25 and Business Plan 2023-25.

8. Mainstreaming & Equalities Outcome, Summary of Progress, 2022-23

The Board noted the Mainstreaming & Equalities Outcome, Summary of Progress 2022-23.

9. Charter for Involvement, Summary of Progress, 2022-23 (refer to paper)

The Board noted the Charter for Involvement, Summary of Progress 2022-23.

Anne-Marie Monaghan re-joined the meeting.

10. Corporate Parenting Plan, Summary of Progress, 2022-23 (refer to paper)

Peter referred the meeting to the ‘Pre-Submitted Comments and Questions’ paper for responses to pre submitted question from Betty McAtear.

The Board noted the Corporate Parenting Plan, Summary of Progress 2022-23.

11. Health & Safety Report (refer to paper)

The Board noted the Health & Safety Report (01 January 2023-31 March 2023). Susan thanked Aileen and the team for a reassuring report.

12. MiCase & PQ’s

Peter spoke to the paper remarking on the increased submissions over Q4.

Mark enquired if the three unanswered written questions submitted to Ministers by Jackie Baillie MSP in March had now been answered? Peter confirmed that these had not yet been answered.

The Board noted the MiCase and PQ’s for Q4(01 January 2023-31 March 2023) commenting on the increased submissions.

Close of Meeting

Next Board Meeting Dates:

Next Audit & Risk Committee: 13:30pm, Monday, 12 June (virtual)

Next Full Board Meeting: 11am, Tuesday, 27 June 2023 (virtual)

Next Remuneration Committee: 11am, Monday, 09 October 2023 (venue to be confirmed)

Next Board Development Day: 1:00pm, Monday, 09 October 2023 (venue to be confirmed)

Action Points:

Action 1: Susan to write to Michael Matheson, Cabinet Secretary for NHS Recovery, Health & Social Care, highlighting the importance for ILF Scotland, a NDPB owned by and accountable to Scottish Ministers, knowing which Minister has responsibility for the organisation.
Action by: Susan
Timescale: Immediate
Action: Complete

Action 2: Peter/Robert to create and circulate a committee map for staff who attend National Care Service/SDS/Social Work meetings.
Action by: Peter / Robert
Timescale: June 2023
Action: Complete

Action 3: Peter to pass on the Boards thanks and congratulations to all staff for another successful year achieved through hard work and commitment.
Action by: Peter
Timescale: May 2023
Action: Complete

Action 4: Paul and Harvey to work with SG with a view to developing an outline solution to replace the SG Data Centre to host TF/ LA Portal which also synchronises with ICI, keeping the ARC informed of any developments.
Action by: Paul / Harvey
Timescale: Immediate
Action: Ongoing

Action 5: The meeting agreed a Strategic Risk review should be on the agenda of the forthcoming Risk Session.
Action by: Paul / Nadeem
Timescale: August 2023
Action: Risk Session date to be identified and confirmed in due course

Action 6: Paul to update with the following change:
Strategic Outcome 1, bullet point 4 to “the rights of people with disability”.
Strategic Outcome 2, bullet point 1 to “Any future decision to expand ILF Scotland is supported by a comprehensive and robust evidence base”.
Action by: Paul
Timescale: Immediate
Action: Complete

20230131 - Board Meeting Minute - 31 January 2023

APPROVED

Independent Living Fund Scotland: Board Meeting
Video Conference
Tuesday 31 January 2023 ~ 11:00am – 12:30pm

Present

Apologies

Paul Hayllor - Director of Digital and Information Services
Robert White - Director of Self Directed Support
Linda Scott - Director of Policy, Improvement and Engagement

In Attendance

Peter Scott - Chief Executive Officer
Harvey Tilley - Chief Operating Officer
Jim Maguire - Finance Director
Aileen McNiven - Head of Business Services (Secretariat)

Welcome, declarations of interest and apologies

Susan Douglas-Scott (Susan) welcomed everyone ahead of opening formal business for the 29^th ILF Scotland Board Meeting.

Susan referred the meeting to the email sent on 12 January explaining the rationale for the shortened agenda.

Declarations of Interest (DoI)

No Declarations of Interest received.

1. Minutes of Previous Meeting (refer to paper)

The Board approved the Board Minute of 18 October 2023.

2. Matters Arising

No matters arising not covered on agenda.

3. Finance Commentary to December 2022 (refer to paper 3)

The Board were advised of the substantial surplus for the ‘2015 Fund – Scotland’ of approximately £3m.

ILF Scotland had hoped to utilise £2m of surplus funds to reduce the Available Income charge for recipients to zero for a 6-month period (01 October 2022-31 March 2023), as requested by the Scotland Advisory Group and in recognition of the disproportionate impact of the cost-of-living crisis on disabled people. Following a letter to the Minister from the Group’s Chair, Jim Elder-Woodward, the Minister has confirmed that the requested waiver is not authorised.

Jim advised that £2m of ILF surplus has been requested to be returned to the Scottish Government for other use. Therefore, ILF Scotland is unable, at this point, to reduce the Available Income charge.

The Board discussed their responsibility to support and champion ILF Scotland recipients and to use our resources to maximum effect in their interests. The Board therefore seeks, in the strongest terms, to express disappointment and dissatisfaction that funds allocated to ILF Scotland recipients will not be used for the purpose it was given, despite the evidenced affordability.

The Board agreed to collectively write a letter to Humza Yousaf, Cabinet Secretary for Health & Social Care sharing their collective frustration at the decision not to reduce the Available Income.

The Board thanked the ILF Scotland team and the Scottish Government Sponsor Team for their extensive and pro-active endeavour to reduce the Available Income charge for ILF Scotland recipients.

The Board noted the Finance Commentary to December 2022.

ACTION 1: Peter Scott (Peter) and Harvey Tilley (Harvey) will prepare a letter to be sent to Humza Yousaf, Cabinet Secretary for Health & Social Care for collective signing by the full ILF Scotland Board.

4. Draft Budget 2023-23

Commentary (refer to paper 3a)
Key Assumptions (refer to paper 3b)

Jim spoke to the paper outlining the budgetary requirements for 2023-24.

In advance of the Grant in Aid (GiA) letter Jim has received confirmation from the Scottish Government Sponsor Team that the GiA 2023-24 (Scotland) is expected to be set at £44.55m for the 2015 Fund awards, and the Transition Fund set at £4.3m (plus £700k – Admin). Jim also reported a 2015 Fund Admin budget of approximately £4.1m.

The Board welcomed the news commending Jim and the team for their work to secure the requested funding which also supports the Scottish Living Wage increase (01 April 2023).

Jim has requested the Scottish Government Sponsor Team include the Digital Transformation funding approval of £925k and the previously approved capital spend of £150k in the GiA letter for 2023-24.

Following full and detailed scrutiny during the recent Audit & Risk Committee (ARC) Alan Dickson (Alan) gave assurance to the Board with a ‘recommendation for approval’ of the Budget for ILF Scotland 2023-24. The Board approved the Draft Budget for 2023-24 subject to receiving the GiA letter in due course.

5. Corporate Business Reporting – Q3

Q3 Corporate Report (refer to paper 4)

Harvey introduced the Q3 Corporate Report.

The following key points were highlighted during the presentation of the paper:

Harvey spoke of Q3 being the busiest quarter experienced due to workload and increased staff absences including two members of the Senior Management Team (SMT). Harvey thanked the rest of SMT for pulling together with an increased workload. Linda Scott (Linda), Jim and Harvey were specifically thanked by Peter and Susan for their hard work and commitment during this period. It is believed that the current Health & Wellbeing offering has supported our workforce positively during this period to keep the sickness absence rates as low.

Harvey reported positive news from Northern Ireland (NI): Available Income reduced in line with Scotland from £103 to £43. The Maximum Award in NI has also been increased: Grp 1 to £1000 and Grp 2 to £600 which has been welcomed. The team are also working through implementing a backdated PA rate increase of 12% to 01 April 2022.

ACTION 2: Corporate Report to be amended to Grp 1: £1000 and Grp 2: £600 – typo.

Reviews continue to be increasingly complex due to rebalancing work with Local Authorities (LAs). It has been reported that LAs, in some cases, are struggling to reach the minimum threshold.

Harvey and Peter Scott (Peter) spoke of the possibility of some awards being suspended temporarily or stopped if LAs do not rebalance packages. The teams are working hard to ensure this does not happen. The consequential impact is disabled people currently in receipt of ILF awards may lose their ability to live independently.

The Board noted the risk to recipients if awards are suspended temporarily or stopped should packages not be rebalanced by LAs in line with ILF Scotland Policy.

Peter reported that he had drafted a letter for the Northern Ireland Sponsor Team to circulate to Trusts to attempt to address the rebalancing issues there. The option of sending a further letter to the 32 LAs in Scotland for a second time will be considered.

Cyber Essentials achieved in Q2 with current work ongoing to achieve Cyber Essentials Plus in Q4 2022-23. The Board congratulated the Digital team on this achievement.

Peter apprised the Board of the planned Scotland Advisory Group and Northern Ireland Stakeholder Group event. This high-profile event is expected to take place in Scotland during September 2023. Work is going on to secure an MSP sponsor and a venue of Holyrood/Parliament being explored.

PCS (ILF Scotland recognised Union) will strike on 1 February 2023. Risk Assessments have been submitted for the Scottish Government with no impact on service delivery anticipated for ILF Scotland. This is due to the small numbers (8) of PCS members.

Digital Transformation - ALPHA – Executive Summary (refer to paper 4a)

Harvey spoke to the paper updating on the Digital Transformation project. He then confirmed the £925k had been approved and the project was progressing well. The Transformation Lead, Alex Bunch started at the beginning of January with the first Project Board meeting early in February 2023.

Peter thanked Paul Hayllor (Paul) along with Jim in their extensive work in supporting the securement of the capital funds to support the project.

ACTION 3: One amendment to the Digital Transformation Executive Summary was noted: Harvey to change ‘Senior Risk Owner’ to ‘Senior Responsible Owner’.

The Board welcomed and noted the Digital Transformation Executive Summary.

6. Shortened Hours Working Week (refer to paper 5)

Mark Adderley (Mark) spoke to the paper.

Mark explained the proposal has been scrutinised following several submissions to the Remuneration Committee.

Following this detailed scrutiny and a brief discussion Mark confirmed the Remuneration Committee is recommending the ‘Shortened Hours Working Week’ to the Board for approval. The Board approved the Shortened Hours Working Week with an implementation date of 01 April 2023 following submission to the Scottish Government Sponsor Team and Finance Pay Policy for final sign off.

7. AOB

a) Papers noted by email

Due to SMT absences the following papers were circulated in advance and noted by email due to the shortened Board meeting referred to on Pg. 1.

Medium Term Financial Plan

Jim asked the Board to note the inclusion of the planned Available Income reductions in fiscal periods: 2024-25 and 2026-27. This effectively reduces Available Income to £0.00 in line with the Scottish Government commitment in their manifesto to reduce charging to £0.00 by 2026. The Sponsor Team have agreed this is a sensible approach to include this in the forecast.

Health & Safety Report
MiCase & PQ’s
Annual Register of Interests

b) Letter: From: Humza Yousaf, Cabinet Secretary for Health & Social Care to Susan Douglas-Scott CBE, Chair, ILF Scotland. (Refer to letter)

During the last Board Development Day in 2022, Mark and Susan were asked to write to the Cabinet Secretary for Health & Social Care to enquire about the possibility of extending the Chairs 8-year ILF Scotland Board term due to the possible extenuating circumstances and expectation of the ‘2015 Fund’ re-opening within the next 12 months.

Susan referred to the disappointing response received from the Cabinet Secretary regarding Board Chair term extension and the re-opening of the ILF Scotland 2015 Fund.

ACTION 4: Aileen to circulate the letter to the Board for information.

The letter’s key message stated that the Scottish Government are currently unable to re-open and sustain a re-opened 2015 Fund due to the significant financial pressures they face. There are therefore no exceptional circumstances that would require the Chair’s current appointment to be extended beyond October 2023.

The Board accepted the decision not to extend the Chair’s term of appointment, unanimously recognising her outstanding leadership over the last 8 years.

The Chair spoke of the Board’s responsibility in recognising and supporting disabled people’s human, civil and disability rights, and how ILF Scotland could make a significant contribution in this area through the 2015 Fund reopening. All Board Directors expressed their individual frustration and anger at the failure to reopen the Fund.

The Board expressed great concern for disabled people that ILF Scotland was not to re-open at this point in time. Collectively the Board agreed to include this concern, and their frustration, in the planned letter to the Cabinet Secretary.

The Board also requested that Peter write to the ILF Scotland Sponsor Team to seek clarity about the strategic direction of ILF Scotland.

ACTION 5: Peter to write to the Scottish Government Sponsor Team seeking clarity about the strategic direction of ILF Scotland.

ACTION 6: In addition to writing to the Cabinet Secretary for Health about Available Income (Action 1) Peter to include the Boards concerns about the Government decision not to reopen the 2015 Fund at this time – this to be approved and signed by all Board Directors.

10. Close of Meeting

Next Board Meeting Dates:

Next Remuneration Committee: 11am, Friday, 31^st March 2023 (AQ4- Atlantic Quay, Ground Floor, Conference Rm 1)

Next Board Development Day: 1:00pm, Friday, 31^st March 2023 (AQ4- Atlantic Quay, Ground Floor, Conference Rm 1)

Next Audit & Risk Committee: 10:30am, Monday, 17 April 2023 (virtual)

Next Full Board Meeting: 11am, Tuesday, 25 April 2023 (virtual)

Action Points:

Action 1: Peter Scott (Peter) to prepare a letter to be sent to Humza Yousaf, Cabinet Secretary for Health & Social Care for collective signing by the full ILF Scotland Board.
Action by: Peter
Timescale: February 2023
Action: Completed

Action 2: Q3 Corporate Report to be amended to: Grp 1: £1000, Grp 2: £600
Action by: Harvey
Timescale: Immediate
Action: Completed

Action 3: One amendment to the executive summary was noted: change ‘Senior Risk Owner’ to ‘Senior Responsible Owner’.
Action by: Aileen
Timescale: Immediate
Action: Completed

Action 4: Aileen to circulate the letter to the Board for information.
Action by: Aileen
Timescale: Immediate
Action: Completed

Action 5: Peter to write to the Scottish Government Sponsor Team seeking clarity about the strategic direction of ILF Scotland.
Action by: Peter
Timescale: February 2023
Action: Completed.

Action 6: In addition to writing to the Cabinet Secretary for Health about Available Income (Action 1) Peter to include the Boards concerns about the Government decision not to reopen the 2015 Fund at this time – this to be approved and signed by all Board Directors.
Action by: Peter
Timescale: February 2023
Action: Completed.

20221018 - Board Meeting Minute - 18 October 2022

APPROVED

Independent Living Fund Scotland: Board Meeting
Video Conference
Tuesday 18 October 2022 ~ 11:00am – 12:30pm

Present

Apologies

Paul Hayllor - Director of Digital and Information Services

In Attendance

Peter Scott - Chief Executive Officer
Harvey Tilley - Chief Operating Officer
Jim Maguire - Finance Director
Robert White - Director of Self Directed Support
Linda Scott - Director of Policy, Improvement and Engagement
Aileen McNiven - Head of Business Services (Secretariat)

Welcome, declarations of interest and apologies

Susan Douglas-Scott (Susan) welcomed everyone with a wellbeing chat ahead of opening formal business for the 28^th ILF Scotland Board Meeting.

Declarations of Interest (DoI)

No additional Declarations of Interest were received outwith DoI Register.

Chair’s Introductory Remarks

Peter Scott (Peter) has reported a further busy quarter mirroring the high operational tempo throughout Q1.

Susan expressed concerns for the exceptionally challenging environment for disabled people, with the cost-of-living crisis now adding additional pressures on top of the consequences of the pandemic, which is clearly distressing for those affected.

Congratulations were presented to Aileen McNiven (Aileen) and the team on the recent announcement of being awarded a Top 10 placement in the Working Families Top 30 UK Employer Benchmark. This is the 5^th time ILF Scotland has been in the Top 30 and 3^rd in the Top 10. ILF Scotland is the smallest organisation in size and the only one based in Scotland or Northern Ireland.

The team have reported that there has been no real progress to report in terms of reopening the 2015 Fund in Scotland or Northern Ireland. However, Susan apprised the Board of a planned meeting with Humza Yousaf, the Cabinet Secretary for Health and Social Care diarised for 24 November. Peter confirmed he had received an email from the Cabinet Secretary’s Diary Secretary in relation to preparation of a briefing by the 17 November. The meeting will include an opportunity to discuss the re-opening, amongst other issues.

Susan also advised that she has requested a meeting regarding several issues with Donna Bell, Director of Social Care and NCS Development, and awaits a response. Finally, Susan reported ILF Scotland finances are in good shape, with no major concerns to report.

1. Minutes of Previous Meeting (refer to paper)

The Board approved the Board Minute of 28 June 2022 as an accurate record.

Matters Arising

Transition Fund (TF) Review: Harvey Tilley (Harvey) confirmed the TF review is well underway with 12%-14% of the 1700 surveys returned. The returns are currently being analysed by the policy team and will form part of the final report which is expected towards the end of 2022.
SPAEN: Following the news received in June 2022 that SPAEN may close, Peter Scott (Peter) reported all disabled people supported by SPAEN successfully transitioned to new providers. The Board welcomed this news.

2. Re-appointment - extension (refer to paper)

Susan introduced the paper outlining the detail of the email exchange between Susan and Iain McAllister, Deputy Director, Health & Social Care.

Discussions have been ongoing regarding the possible 1-year re-appointment extension for Susan and Alan Dickson (Alan), whose board terms are scheduled to conclude in October 2023.

The ARC Chair, Alan noted that although he would be delighted to remain on the Board, he is cognisant that it would be possible to find and appoint a new ARC Chair with appropriate level of accountancy skills and experience. He also noted that Ministers may welcome a fresh pair of eyes.

Alan reiterated it would be more important for the Board Chair to remain in post should the re-opening be approved by Minister as the current incumbents organisational experience and networks will be harder to replicate.

If the 2015 fund re-opens the Board agreed that it would constitute exceptional circumstances which would benefit from board continuity for another year to ensure continuity.

The full Board agreed to support the ongoing discussions to extend the Chair’s term of office at ILF Scotland and include on the agenda at the meeting with the Cabinet Secretary.

ACTION 1: Include as an agenda item at the Cabinet Secretary meeting in November 2022.

3. Remuneration Committee Report (verbal update)

Mark Adderley (Mark) gave a brief update on the recent Remuneration Committee meeting held on 21 September 2022.

The key areas highlighted were:

Staff Engagement Survey 2022 which had an 85% return of the survey. A Staff Survey Working Group has been formed and will work through the findings and update the Remuneration Committee in due course
Retirement Policy Update: A phased retirement now offered with the Remuneration Committee requesting that all retirements are managed well with appropriate resources to support the plan
CEO Job Evaluation: The Remuneration Committee requested a formal evaluation of the updated job description and personal spec before a final report being presented in due course for consideration
Finance Pay Policy (FPP) – Two of the FPP team joined the meeting to offer guidance on the working of an analogued public body. The Remuneration Committee agreed that they are now more knowledgeable

The Board noted the Remuneration Committee update.

4. Audit Committee Report

Audit & Risk Committee (ARC) Meeting – Verbal Update

Alan gave a verbal update reporting the following highlights which included:

the change of external auditors to Audit Scotland
positively received internal audit reports, evidencing good internal controls
funding notification of £925k received to implement the ICI replacement project
new updated reporting on the risk register working well

Alan concluded that reassurances had been given on the current level of reserves and ILF Scotland’s finances to August 2022.

The Board noted the reassurances received from the Audit & Risk Committee Chair.

Risk Register Summary (refer to paper)

Harvey referred the Board to the paper.

Following the verbal update on the risk summary from the ARC Chair, Liz Humphreys (Liz) noted the necessity to review and update the 3 ‘red’ risks due to the funding notification news of the ICI replacement project of £925k.

Susan reminded board members that the risk register was part of a suite of papers for today’s meeting which was circulated before confirmation of the ICI funding. Officers confirmed that the risk register was under management review.

The Board noted the Risk Register paper.

Finance Commentary to September 2022 (refer to paper)

The Board noted the Finance Commentary to September 2022.

Modern Slavery Statement 2022 (refer to paper)

Peter spoke to the paper outlining the obligation to publish the organisation’s annual Modern Slavery Statement in line with UK Governments Modern Slavery Act 2015. The annual statement sets out the steps ILF Scotland has taken in the previous 12 months.

Alan confirmed the statement had been scrutinised at the Audit & Risk Committee and recommended the Modern Slavery Statement 2021-22 for approval.

The Board approved the Modern Slavery Statement for 2021-22 for publication.

5. Corporate Business Reporting – Q2

Q2 Corporate Report (refer to paper)

Harvey introduced the paper apologising for the missing tables at the end of the report.

ACTION 2: Corporate Report (including tables) to be re circulated to the Board.

The following key highlights were discussed in detail:

The Transition Fund awards have increased with a record pay out last week of approximately £130k. Harvey spoke of the staff commitment to ensuring applications were processed within targeted timescales with overtime worked in the last few months
ICI Replacement: After 6 years hard work, the Sponsor Team have confirmed funding is available to commence the ICI replacement project. The Board noted and welcomed this news and thanked Paul Hayllor (Paul) for the work in securing this funding
Robert White (Robert) apprised the Board that day care/respite provided previously by local authorities is unlikely to return to pre pandemic levels with a knock-on effect to ILF Scotland Award thresholds. The Self-Directed Support (SDS) team are working hard to work through solutions with reviews taking longer than pre-pandemic due to significant complexity
Linda Scott (Linda) talked through the current policy amendment submissions to the Sponsor Teams which includes Policy 38 – Suspensions. The amendment requests recipients who are in hospital or a residential care setting for a prolonged time have their awards suspended indefinitely rather than close the award. Data protection protocols are being worked through at present before a final submission is made
The Board welcomed the great news of the Available Income reduction in Northern Ireland from £103 to £43. The team are working to implement this as soon as possible. News of the increased Maximum Award in Northern Ireland was also welcomed with Group 1 – increased from £ 815 to £1000 and Group 2 increased from £475 to £600. Work continues with the Sponsor Team in Scotland to try to replicate this increase.

Anne-Marie Monaghan left the meeting.

The Board noted the Corporate Report for Q2.

Paper 5a

Information Governance Dashboard (refer to paper)

The Board noted the Information Governance Dashboard which had been scrutinised fully at the recent Audit & Risk Committee.

ACTION 3: All papers which are scrutinised at the Audit & Risk Committee to be included in the one area in the Board agenda.

Paper 5b

Q2 Efficiency Report (refer to paper)

Harvey introduced the paper and referred the Board to the paper. The Board welcomed the efficiencies with discussion ensuing including ILF/ LA portal, staff workloads and the 35 Hour Working Week plan.

The ILF / LA portal is now being trialled with up to 7 authorities which make further efficiency saving as it is rolled out. We hope to open the portal to one of the largest councils - Edinburgh City Council - in the next week or so. Further efficiency updates will be reported in due course.

Linda spoke of the efficiencies being introduced with changes to recipient forms and procedure and changes in several areas including the TF. Those changes are leading to greater efficiencies within the workforce and the organisation.

Susan welcomed the update on the efficiencies praising the teams for their great work.

The Board were apprised that a full consultation for the 35 Hour Working Week is diarised for November 2022 to work through any concerns, issues and efficiencies which will support the successful implementation of the 35 Hour Working Week. The Board noted the final 35 Hour Working Week recommendation will be submitted to the Board to seek final approval.

Harvey confirmed staff wellbeing remains front and centre with work ongoing through the Staff Survey Working Group / 35 Hour Working Week consultation and will be monitored.

ACTION 4: Add overtime/35 Hour working week discussion to Remuneration Committee agenda.

The Board noted the Q2 Efficiency Report which was scrutinised by the Audit & Risk Committee.

6. Risk & Resilience Project Update (refer to paper)

Harvey referred the Board to the paper highlighting the recent desk top exercise which was completed during Q2. A review has been completed outlining the lessons learned. A further desk top exercise is planned before the year end before a live exercise in the New Year.

ACTION 5: Circulate the Risk & Resilience review and output to the Board for information to be discussed at a future Board meeting or development session.

The Board noted the Risk & Resilience update which was scrutinised at the Audit & Risk Committee.

7. MiCase & PQ’s (refer to paper)

The Board noted the MiCase and PQs submitted between 01 July 2022 and 31 September 2022.

8. Health and Safety Report (refer to paper)

Aileen McNiven (Aileen) spoke briefly to the paper highlighting the increase in First Aiders/Fire Marshalls/DSE. Aileen explained the increase supports the new hybrid working protocols.

The Board noted and were reassured by the Health & Safety report.

Paper 8a

Annual Health and Safety Audit Findings Report (refer to paper)

The Board noted the Annual Audit Findings (H&S) Report and congratulated the team on another outstanding report which again reassured the Board. Aileen confirmed an Internal Audit is due on Health & Safety during Q3 and will be reported at the right time.#

9. AOB

Scottish Advisory Group

Peter informed the Board that Dr. Jim Elder-Woodward OBE, Chair of the Scotland Advisory Board has written to Kevin Stewart, Minister for Mental Wellbeing and Social Care expressing the group’s disappointment that he could not accept their invitation to attend their September meeting, and requesting a written update on:

The Government’s continued commitment to re-open the 2015 fund
Outcome of the financial affordability and sustainability work conducted in relation to re-opening ILF Scotland’s fit within the National Care Service
Available Income reduction timeline

Peter confirmed he will update the Board as appropriate.

10. Close of Meeting

Next Board Meeting Dates:

Next Audit & Risk Committee: Monday 23 January 2023 (virtual)

Next Full Board Meeting: Tuesday 31 January 2023 (virtual)

Next Remuneration Committee: Friday 31 March 2023 (venue tbc)

Next Board Development Day: Friday 31 March 2023 (venue tbc)

Action Points:

Action point: From BD 30 Jan 2020 and 28 April 2020 : Evacuation – Wheelchairs in SG buildings (above ground floor level) – Susan to formally write to Deputy Director, however acknowledged COVID -19 issues currently have priority - Carry forward
Action by: Susan
Timescale: April 2022 (depending on COVID 19)
Action: SG Building - AQ4, Atlantic Quay, Glasgow – Ground floor hybrid conference room (max 16 ppl) now available to book.

Action point: Action 1: Include as an agenda item at the Cabinet Secretary meeting in November 2022.
Action by: Susan / Peter
Timescale: 17 November 2022
Action: Complete

Action point: Action 2: Corporate Report (including tables) to be re-circulated to the Board.
Action by: Harvey
Timescale: November 2022
Action: Complete

Action point: Action 3: All papers which were scrutinised at the Audit & Risk Committee to be included in the one area on the Board agenda.
Action by: Aileen
Timescale: January 2023
Action: Complete

Action point: Action 4: Add overtime/35 Hour working week discussion to Remuneration Committee agenda.
Action by: Mark / Aileen
Timescale: March 2023
Action: Complete

Action point: Action 5: Circulate the Risk & Resilience review and output to the Board for information to be discussed at a future Board meeting or development session.
Action by: Harvey
Timescale: January 2023
Action: Complete – circulated in Huddle for ARC to view.

NB: Due to workload challenges and staff absence, desk top exercise rescheduled to March 2023, with live exercise to follow thereafter.