20260224 - Board Meeting Minutes - 24 February 2026

By Teams: Tuesday 24 February 2026, 11 am to 1:45 pm

Present

Anne-Marie Monaghan - Chair, Non-Executive Board Director
Mark Adderley - Vice Chair, Non-Executive Board Director
Alison Nicolson - Non-Executive Board Director
Stephanie Hayle - Non-Executive Board Director
Marion McDonald - Non-Executive Board Director
Kirsty Aird - Non-Executive Board Director
Jan Savage - Non-Executive Board Director
Linda Higginson - Non-Executive Board Director
Simon Whyte - Non-Executive 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 Independent Living
Aileen McNiven - Director of Business Services
Sarah Lynchehaun - Governance Support Officer (secretariat)
David McDonald - Chair, Northern Ireland Advisory Group (observer) (AOB)

1. Welcome, declarations of interest and apologies

The Chair welcomed everyone to the 42nd ILF Scotland Board Meeting and requested that the Executive Team and staff of ILF Scotland re-introduce themselves so that the newly appointed board directors could familiarise themselves with the staff and their respective responsibilities.

David McDonald (David), Chair of the Northern Ireland Advisory Group was also welcomed to the meeting partway through as an observer.

2. Apologies

Robert White (Robert), Director of Independent Living tendered his apologies.

3. Declaration of Interest

The Chair reminded Board Directors to declare any conflicts of interest. Marion McDonald (Marion) noted her new appointment to the Consumer Scotland Board. The meeting acknowledged this and confirmed that the Declarations of Interest Register would be approved later. Marion was also reminded that she would be excluded from the agenda item on Consumer Duty due to this conflict.

The Board noted the Declarations of Interest.

4. Chair’s Remarks

The Chair provided an update on her key activities since the previous Board meeting, encompassing work both directly and indirectly related to ILF Scotland. These included:

preparing for the upcoming Board effectiveness session
completing Board director appraisals
participating in Board interviews and selection panels for new appointments
attending the Northern Ireland Advisory Group meeting online
engaging extensively on matters relating to Self-Directed Support (SDS) and priority areas for the National Care Service Interim Advisory Borad (NCSIAB) working groups
attending the NCSIAB meeting
meeting with the Scottish Independent Living Coalition in advance of their Cabinet takeover on 3 February, at which the Chair was also present and chaired a session
maintaining contact with the First Minister and the Cabinet Secretary, both of whom referenced ILF Scotland positively

The Board noted the extensive list of activities.

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

The Board reviewed the minutes of both the previous meeting (24 November 2025), and the Special Board meeting (10 February 2026).

The Chair took the Board through each page of the minutes inviting comments. Minor adjustments noted in written comments were incorporated.

The Board approved both sets of minutes.

6. Matters Arising

Peter Scott (Peter), Chief Executive updated the Board on the Coming Home initiative, following the Special Board meeting on 10 February. Although no formal decision had been made, it was announced that COSLA and the Scottish Government had agreed an action plan to be published in March. The plan includes an action to explore a national top up scheme and potential ILF Scotland involvement; however, it is clear that ILF Scotland will not be asked to take a lead role at this stage.

The Board noted concern but remained hopeful about future opportunities, stressing the need for continued advocacy, planning and engagement. It was suggested that ILF Scotland should continue risk framing and preparatory work in case the initiative progresses quickly. Peter confirmed that the Project Management Office is already engaged.

Appointment of new Directors to Audit & Risk and Remuneration Committees

The Chair provided an update on the appointment of new directors to the Audit and Risk Committee and the Remuneration Committee. She noted that the Board Effectiveness Day on 23 February had given Board Directors the opportunity to reflect on skills, strengths and contributions.

The Chair confirmed that further discussions with individual Board Directors would take place to finalise committee appointments.

7. Action Log (refer to Paper 2)

The Board reviewed the action log. It was noted that all actions had been dealt with and could be closed.

The Board sought an update in relation to the Emergency Spending Controls imposed by the Scottish Government. It was confirmed that these remained in place.

8. Urgent Matters

It was noted that the Coming Home initiative had been discussed. There were no additional urgent matters raised.

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

Chair of the Audit and Risk Committee, Alison Nicolson (Alison), provided an update from the ARC meeting (17 February).

Finance

The Committee scrutinised the level of undrawn funds for the re-opened fund and discussed actions to maximise distribution.
The team was congratulated on securing a strong Scottish Government budget for 2026 to 2027, including coverage for the Living Wage increase previously flagged as a risk.
It was noted that Northern Ireland had again provided no uplift for minimum wage, requiring reliance on reserves. An additional £300 k would be needed to break even, and the Executive Team is considering contingency actions should reserves be exhausted.
The Committee agreed to recommend the 2026 to 2027 budget to the Board for approval.
The Committee also agreed to recommend approval for an additional drawdown of up to £250 k for the ICI replacement.

Risk

The Committee held a detailed discussion on the Coming Home initiative. Although planning activity is underway, the initiative was not yet included in the risk register. It was agreed that if uncertainty persists beyond February, associated risks would be added.

Projects

The Sage, ICI, Re-Opening and DPO projects were reviewed, with all reported to be progressing well and meeting deadlines.
The Committee discussed timing issues between approvals and payments in the Re-opened Fund, meaning that not all 2025 to 2026 allocations would be fully spent.

Assurance

The Annual External Audit Plan was reviewed and confirmed to be in line with expectations.
Internal Audit presented reports on Complaints and the Transition Fund.
Complaints received a good rating with no recommendations.
Transition Fund received a satisfactory rating due to a control weakness relating to changes in bank account details. Management has responded positively to the recommendation.

The Board noted the Audit & Risk Committee update.

10. Remuneration Committee (Rem Com) Update (verbal)

Mark Adderley (Mark), Chair of the Remuneration Committee, provided a verbal update on the 5 February meeting.

The Committee had approved the recent staff pay award, reviewed the Board diversity and succession plan and discussed employee statistics noting risks associated with several long serving senior staff approaching retirement.

The Mental Health and Wellbeing Week was highlighted as a major success, and the Employee Engagement Report confirmed continued high staff engagement. Minor adjustments were suggested for the 2026 staff survey questions.

The Board also discussed the potential value of introducing short “pulse” surveys during periods of transition.

It was confirmed that Marion McDonald will succeed Mark as Chair in January 2027.

A Board question was raised about using short, frequent pulse surveys to gather timely feedback during periods of transition. It was confirmed that this had been considered, and the Director of Business Services noted that plans are in place to use the Viva Engage online portal to run these surveys.

The Board noted the Remuneration Committee update.

11. Draft Budget 2026 to 2027 (refer to Paper 3 and 3a)

Commentary

The Finance Director presented the Draft Budget for 2026 to 2027, confirming alignment with the medium-term Financial Plan and the Strategic Plan. The Board noted a strong settlement, including a £12.8 m year on year increase: £7.7 m for the re-opened Fund and £4.6 m for the 2015 Fund to meet Scottish Living Wage and other commitments. The re-opened Fund will receive up to £26.3 m, enabling the recruitment of around 600 new recipients.

Despite the positive settlement, there remains a £300 k shortfall in administration funding, requiring efficiency measures. The Transition Fund allocation remains unchanged at £5 m since 2017, despite demand exceeding available resources.

The Board discussed delays in drawing down re-opened Fund allocations and the relationship between administrative capacity and fund distribution. Operational challenges, including multi agency processes, applicant delays, and setup requirements, were explained. Measures such as Docusign and additional operational support are being implemented. Direct online applications remain 18 months away, subject to funding, while the forthcoming DPO Supported Application Pilot will inform future citizen led models.

Finally, it was noted that £100 k of the £300 k administration shortfall relates to an SG requested Transition Fund research project, for which no additional funding has been provided.

The Board approved the Draft Budget 2026 to 2027 and associated paper.

12. Finance Update: Management Accounts to December 2025 (refer to Paper 4)

Jim Maguire (Jim), Finance Director presented to the Board the Management Accounts to December 2025. The purpose of the report was to present the financial position and salient points to note regarding ILF Scotland’s Budgetary Control report for December 2025.

Jim summarised the financial position as of December 2025 and noted a regular pattern of surpluses in the 2015 Fund and tightness in the Transition Fund. It was noted that the surplus in the 2015 Fund was used to cover deficits in the Transition Fund, allowing for more grants to be paid.

It was also highlighted that Northern Ireland had a planned deficit due to increased rates not covered by funding, but reserves from prior years mitigated this issue. It was noted that administration savings had been generated primarily due to spending constraints which resulted in a healthy financial position with reserves around £5 million.

Jim also mentioned a recent change where SG Sponsor Team requested the return of £300,000 in administration savings achieved in 2025 to 2026.

It was noted that the outlook was positive and that there were no issues presented.

The Board noted the report and thanked the Finance Team for their efforts in keeping the organisation financially sound.

13. IT Capital Request (refer to Paper 5)

Paul Hayllor (Paul), Director of Digital and Information Services presented a request for £250 k in additional capital funding for the MyLife system, to act as a contingency and ensure safe delivery in 2026. A four-month delay had occurred due to SG IT requiring ILF Scotland to leave the DMZ and complete additional data migration and reconciliation testing.

Jim noted that £1.575 m had already been invested in the project and that the £250 k formed part of a wider £600 k IT budget. It was highlighted that ILF Scotland receives no capital funding from the Scottish Government and relies on reserves generated through efficiencies.

The Board queried whether the long-term risk to reserves and capital investment was captured on the risk register; it was confirmed that a risk relating to adequacy of SG funding existed, and the Chair asked the Audit & Risk Committee to consider this further (Action 1).

The Board approved the funding request and thanked the team for managing the project effectively despite the challenges.

14. Summary Risk Report (refer to Paper 6)

Paul presented the Summary Risk Report to the Board. The purpose of the report was to highlight the current risk landscape and note the proactive management of risks and the dynamic systems in place by the organisation to manage risk.

The report indicated that the top three risks remain unchanged, reflecting the ongoing crisis in social care, funding model issues and reputational harm. The thematic analysis showed that compliance, legal and regulatory, strategic and reputational risks were significant.

A Board Director provided an update on the impact of staff cuts at the Nursing and Midwifery Council. The social care recruitment crisis was discussed and delays in fitness to practice hearings with the potential risk of unfit individuals working as carers. Linda Scott (Linda), Director of Policy, Improvement and Engagement added that assessors were discussing how to address this risk and confirmed that the issue has been flagged with Disclosure Scotland.

The Board noted the report.

15. MiCase & PQs (1 July 2025 to 30 September 2025)

The Board noted that this was a nil return as there had been no MiCase or PQs during this period.

16. Q3 2025 to 2026 Executive Summary & Operational Report (refer to Paper 7)

Harvey Tilley (Harvey), Chief Operating Officer, presented the Board with the Q3 2025 to 2026 Executive Summary and Operational Report. The purpose of the report was to provide a summary of all operational activities over the period 1 September 2025 to 31 December 2025.

It was noted that there had been no change in the complexity of the operating environment since the previous reporting period, insofar as social care and support pressures have had significant knock-on implications for the organisation.

One significant highlight noted was the reduction in the Transition Fund backlog, which decreased from 23 to 24 weeks to around 14 to 15 weeks by the end of quarter three, and further down to 8 to 9 weeks in quarter four. The reduction was attributed to the utilisation of unspent money from other business areas, allowing for the transfer of up to £1 million into the Transition Fund.

The Board asked about the update against strategy and whether the citizen led applications should be reflected as amber as noting what had been mentioned earlier, the organisation was 18 months away from citizens being able to apply directly.

Peter confirmed that the reason it was green was that the timeline had not been changed, so although the activity was some time away it was still within the planned longer-term timeline.

There was a request to bring to the Board information and clarity on how the activities were being rated to ensure understanding for the RAG rationale.

Action 2: Information to the Board on RAG rationale.

The Board noted the report.

Cyber Security Champion (verbal)

The Cyber Security update was provided by Paul Hayllor as the Board Champion was not available. It was noted that ILF Scotland was moving into the new core database system MyLife and would therefore no longer be within the Scottish Government Secure Environment. Assurance was provided that the organisation had gone to considerable efforts to ensure as robust a system as possible. It was also confirmed that ILF Scotland had utilised Sentry, an independent external security operation centre, which monitored all email / technological traffic and flags issues and alerts.

The Board asked whether there was sufficient staff resource in place for the management of such a significant risk. It was confirmed that there was and detail about the internal and external support in place was provided.

Net Zero Champion (verbal)

The Net Zero Champion, Mark Adderley, provided an update to the meeting. It was confirmed that there was progress made against short term objectives. It was noted that these objectives were evidenced in the KPIs which showed that targets were being met.

Programmes, New Projects and Change Management Champion (verbal)

The Programmes, New Projects and Change Management Champion, Marion McDonald, provided an update to the meeting. It was noted that there had been the sharing of practical assistance in models and tools. It was also confirmed that the team had received assistance with prioritisation model with the main improvement being the visibility of the totality of projects across the organisation.

17. Consumer Duty Requirements (refer to Paper 8)

Owing to the conflict of interest highlighted at the start of the meeting the Chair requested that Marion leave the meeting for the duration of the agenda item.

The Director of Policy, Improvement and Engagement presented the Board with the Consumer Duty Requirements report for approval. The purpose of the paper was to set out that as a public authority under the Consumer Act, ILF Scotland was required to report from April 2025 until the end of March 2026, and every three years thereafter. It was confirmed that the duty involved considering the impact of strategic decisions on consumers in Scotland and the desirability of reducing harm to those consumers.

Linda outlined the need for an impact assessment and suggested incorporating an assessment into the range of existing impact assessments. In addition to this, several recommendations including ensuring compliance with the consumer duty, nominating a consumer duty champion, demonstrating that all decisions had undergone a consumer duty impact assessment and publishing the steps taken in the annual accounts was also raised.

The Board questioned the training being offered to staff and the policy reviewing process to capture the new requirement. It was confirmed that arrangements for staff awareness training were being made and there was a robust BAU review as part of the many feedback avenues for consumers / applicants.

The Board approved the Consumer Duty Requirements and nominated Alison Nicolson as the Consumer Duty Champion.

18. External Policy Updates

Linda provided a verbal update on the following external policies.

The Protection of Vulnerable Groups (PVG) scheme was introduced for Personal Assistants last year and so far, the role of ILF had been to promote the scheme through the website and newsletters. Public bodies have now been asked to report back confidentially to SG on the number of people complying with the requirements of the scheme.

The United Nations Convention on the Rights of the Child (UNCRC) came into effect in July 2024 and the aim of the legislation was to ensure that the rights of children were upheld and that their views were taken into account in decisions that affect them including policy, practice and budget-making decisions.

ILF Scotland has to report on the implementation and progress towards compliance as at the end of March 2026 and every 3 years thereafter. It was confirmed that this was in hand and that the implementation plan being developed is proportionate, given the numbers of young people who interact with the organisation, over 1,200 Transition Fund grant recipients in the last year and 60 recipients of the re-opened Fund. The plan will cover training and commitment to the UNCRC from Board level throughout the organisation, child friendly complaints process and other relevant material, participation from young people and the inclusion of Wellbeing Impact Assessments (CRWIA).

It was agreed that the report would be sent electronically to the Board as the deadline for the report fell outwith the standard cycle of meetings.

It was confirmed that the Human Rights Bill had been delayed.

It was also noted that the Mainstreaming and Equality Outcomes report would also be due out with the cycle of meetings so this too would be sent to the Board by correspondence.

Action 3: send UNCRC report and Mainstreaming and Equality Outcomes Report to the Board in April.

There was an update in relation to SDS Reductions. The Board was informed of the issues where budgets were being reduced. It was noted that this was wider than ILF, with problems including the potential loss of PAs and subsequent redundancy.

Other causes for concern noticed were cuts to transport to attend day services, which was causing a particular issue in rural areas.

In addition to the above, respite services were also being curtailed in other areas too, for example, 10 days maximum per annum regardless of need.

The Board was provided with an update on how the issues impacted on ILF specifically related to the suspensions of awards or eligibility to apply.

The Board was concerned that individuals most in need could fall below the threshold due to the cuts even though their needs had not changed.

Linda acknowledged the concerns and noted that the co-production working group had discussed the possibility of adjusting the threshold to capture more people however, it was decided to maintain the current threshold to balance the budget while maximising the number and values of awards and places available.

Linda brought to the Board’s attention the current issue with the Department of Work and Pensions where in four cases, they had treated ILF awards as capital or income. It was confirmed that this had been raised with the Sponsor Team at SG who were raising with other SG departments to resolve the issue.

The Board was updated in relation to the National Social Work Agency, which is due to launch on 17 March. It was noted that this agency would be a partner in the new Scottish Social Work Partnership.

The Board also received an update regarding The Public Bodies (Joint Working) (Integration Joint Boards) (Scotland) Amendment Order 2025. It was confirmed that Minister Tom Arthur tabled an Order to give service users, disabled people, carers and third sector organisations a vote on integration joint board decision-making. It was noted that until now only members appointed by the NHS Health Board and local councils could vote.

It was noted that the Scottish Parliament’s Health, Social Care and Sport Committee’s scrutiny of the legislation concluded last week and the draft regulations were due to come into force in September 2026.

The Board was advised that following the Scottish Parliament’s inquiry into the statutory review of the National Outcomes, the SG NPF reform team had worked with stakeholders to develop a new National Performance Framework (NPF) that includes an updated purpose and a streamlined set of six wellbeing outcomes. SG are holding engagement sessions through Sponsor Teams, which relevant ILF Scotland staff will attend to ensure alignment with the revised outcomes.

The Board thanked Linda for the update noting how useful the update was in providing a wider context of the current landscape owing to the impacts on a lot of what the organisation does.

The Board noted the update.

19. Board Diversity and Succession Plan (refer to Paper 9)

The Chair presented the Board Diversity and Succession Plan. The purpose of the plan was to help the organisation ensure the board has the right mix of skills, experience, perspectives and continuity over time. It ensured that the board was as diverse as possible and remained effective.

It was noted that the paper had been presented and discussed at the recent Remuneration Committee and it was to be formally noted at the Board.

The Chair highlighted that in terms of diversity, the role of disabled people on the Board was critical and very much at the heart of the organisation and linked to the slogan nothing about us, without us.

The Board noted the plan.

20. Board Directors Register of Interests 2026 (refer to Paper 10)

The Chair introduced the Board of Directors Register of Interests 2026 and reminded the Board that it was their responsibility to ensure the register was maintained as the register was a live document which was published on the website.

A Board Director confirmed that they hold a public appointment with the Department of Education and advised that the register will be updated accordingly as soon as possible.

The Board noted the register.

21. Health & Safety Report (1 October 2025 to 31 December 2025) (refer to Paper 11)

Aileen McNiven (Aileen) presented the Health and Safety Report to the Board. The Purpose of the report was to provide assurance that the organisation had robust Health and Safety interventions and mitigation measures in place. It was noted that there was a continued focus on improvement across all aspects of Health and Safety.

The Board noted that there had been zero near-misses reported in the quarter which caused the Board to mention the importance of staff reporting. It was confirmed that the organisation was open, and staff understood the importance of reporting incidents. It was confirmed that staff regularly report issues, the example of data breaches was provided. The Board was also reassured that the staff were routinely reminded about reporting near misses.

The Board noted the report.

22. Feedback Report (refer to Paper 12)

The Board was provided with the Feedback Report by Linda Scott. The Board was reminded that ILF Scotland’s first Feedback Strategy, which incorporated the Service Charter was approved in November 2025. In line with the commitments outlined in the Feedback Strategy, the report provided a summary of all the feedback gathered or received from April 2025 to January 2026, from the following projects: the re-opened fund; complaints; compliments; support calls, and; ILF Scotland’s 10-year celebrations in both Scotland and Northern Ireland.

It was confirmed that the feedback received was very positive. Assurance was provided to the Board that any negative comments were followed up and thoroughly investigated.

The paper confirmed that other feedback mechanisms would be developed and reported on in future.

The Board was delighted with such a positive report and encouraged the Executive Team to feed back to the organisation their appreciation for the positive results.

The Board noted the report.

23. Equality Committee Update (verbal)

Stephanie Hayle (Steph) was asked to provide an update to the Board regarding the Equality Committee. She confirmed that the next committee meeting was to take place in March. One of the matters she wanted to discuss was the continued use of X (formerly Twitter) owing to the potential reputational risk.

Linda confirmed that following the paper from Holly Child (Holly), Communications Lead that went to the last meeting, it was agreed that this subject would be kept under review and further discussions on the continued use of X will take place at the next Equalities meeting.

The Board noted the update.

AOCB

The meeting then turned to hear the feedback from the meeting which had taken place on Thursday 5 February between the Northern Ireland Minister of Health and the Northern Ireland ILF Advisory Group.

David McDonald (David), Chair of the Northern Ireland ILF Advisory Group, provided feedback noting that it was a challenging meeting, with concerns raised by those who attended.

The Board received an update from David on the current context of care and support in Northern Ireland and what the government legally had to provide.

There was a suggestion that the Advisory Group should approach all parties as well as the Health Committee.

It was confirmed that the Chair and others would be travelling to Belfast in March for the Advisory Group meeting and that the discussion should be continued there.

Jan Savage (Jan), Board Director, offered to meet with Linda / David and the Northern Ireland Advisory Group to explore human rights-based advocacy strategies prior to the next Northern Ireland Advisory Group meeting. This was agreed.

Action 4: Human rights-based discussion to take place before 10 March.

Close of Meeting: 1:30 pm

Next Board Meeting Dates:

Next Board Development Day: 28 April 2026 :10 am to 4 pm (Denholm House) (in-person)

Next Board meeting Tuesday 2 June 2026 11 am to 3 pm (Denholm House) (in-person)

Actions

Action 1:

The Board queried whether the longer-term risk to the reserves / capital investment was on the risk register. It was confirmed that there was a risk around the adequacy of funding from Scottish Government specifically in relation to capital funding. Reserves / capital risk to be considered by ARC

Action by: Risk register, ARC Committee

Timescale: Next ARC meeting is 12 May 2026

Action: Completed – ARC – 12 May 2026

Action 2:

Information to the Board on RAG rational

Action by: HT

Timescale: Next Board is 2 June 2026

Action: Complete

Action 3:

Send UNCRC Report and Mainstreaming and Equality Outcomes report to the Board in April. Mainstreaming report sent to Board on 23 April

Action by: LS

Timescale: April

Action: UNCRC report due in August so will go to next Board meeting.

Action 4:

Employment in last 12 months:
East Renfrewshire Council

Charities / Trustees:
Mobility Access Committee Scotland (MACS)

Public Appointments:
ILF Scotland

Membership:
None

Close Family Links:
None

Other:
None

20250915 - Board Meeting Minutes - 15 September 2025

Approved

Board Meeting

By Teams: Monday 15 September 2025, 11:00am - 1:40pm

Present

Anne-Marie Monaghan - Board Chair
Mark Adderley - Vice Chair
Alison Nicolson - Board Director
Stephanie Hayle - Board Director
Marion McDonald - Board Director

In Attendance

Dr. Jim Elder-Woodward (observer) - Chair, ILF Scotland Advisory Board
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

1. Welcome, declarations of interest and apologies

Anne-Marie Monaghan (Anne-Marie) welcomed everyone to the 40th ILF Scotland Board Meeting, extending a special welcome to Jim Elder-Woodward, chair of the Scotland Advisory Group.

Anne-Marie referred the Board Directors to the Pre submitted Questions and Comments at Appendix A.

2. Apologies

Kirsty Aird - Board Director
Robert White - Independent Living Director
Kyle McLaughlin - Audit Scotland

Kirsty, Robert, and Kyle were unable to attend due to the rescheduling of the meeting.

3. Declaration of Interest

Mark Adderley (Mark) declared changes in his registered declarations, which were recorded out with the meeting. Mark confirmed there is no conflict of interest with his new appointment as Non-Executive Director of Scottish Government.

4. Chairs Remarks

Anne-Marie provided an overview of her key activities since the last Board meeting. Key highlights included:

completion and analysis of the Feedback Survey on the appraisal system
participation in recent Board Development Days
attendance at the launch of the Disability Equality Strategy
meeting with Ian Turner, Interim Deputy Director for Health & Social Care, on 30 July
ongoing involvement with the National Care Service Interim Advisory Board and attendance at various spotlight sessions over the summer
a meeting with the new Minister for Social Care, followed by participation in an ILF media event organised in partnership with the Scottish Government.

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

The Board approved the minute of the previous meeting of with the following change:

27 May 2025: Under paragraph 24 - H&S report – add congratulations and thanks to Aileen McNiven (Aileen) and the team for assurances.

26 June 2025: Board Strategy Day: approved with no changes.

6. Matters Arising

6a. Raising Board & Advisory Group Awareness (refer to paper)

Linda Scott (Linda) presented a paper focused on enhancing awareness and collaboration between the Board and Advisory Group. The Board agreed with proposals holding joint meetings every 2 years between the ILF Scotland Board and Scotland and Northern Ireland Advisory Group members to strengthen dialogue and shared understanding.

Jim Elder-Woodward (Jim) expressed support for the proposal, highlighting the importance of ongoing communication between the two groups.

Action 1: The Board agreed to 2 yearly joint meetings between ILF Scotland Board and Advisory Group members. The effectiveness of these meetings will be reviewed. Add to Action Log.

6b. Board Terms of Reference (refer to paper)

Aileen discussed the amendments to the Board's Terms of Reference, including aligning the quorum with the Articles of Association and reconsidering the publication of sub-committee minutes. Following Audit Scotland recommendations Alison recommended continuing to summarise Audit & Risk Committee and Remuneration Committee meeting update discussions in the main Board minutes, which was supported by Mark and other Board Directors. The Board approved the revised Terms of Reference.

Action 2: The Board approved the revised Terms of Reference, including aligning the quorum with the articles of association and publication of sub-committee summaries / reports in the main Board minute. No personal sensitive data would be included.

7. Action Log (refer to Paper 4)

The action log was reviewed, noting the closure of several items and the addition of new actions from the meeting. The Board agreed to keep the emergency spending controls open for monitoring and acknowledged the completion of advisory group meeting dates.

8. Urgent Matters

a. Appointment of Mark Adderley to Audit & Risk Committee

The Board formally recorded the approval of Mark's temporary appointment to the ARC. This arrangement will be in place until new Board Directors are recruited. The approval was previously confirmed via email with Board Directors welcoming the temporary appointment.

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

Alison provided a comprehensive update from the ARC meeting.

The Committee reviewed and recommended the ILF Scotland Annual Report and Accounts for Board approval. The report reflects strong financial performance, operational success, and adherence to governance standards. A change in the accounting treatment of Grant in Aid (GiA) receipts was implemented in line with the Companies Act, and the audit received a clean opinion.

Management accounts to June 2025 were presented. Spending controls remain in place and are currently considered challenging but manageable.

The ARC received good internal audit assurance on workforce planning, with no recommendations raised.

The updated internal audit plan now includes the ICI migration project. The Governance audit will be rescheduled.

Risk reporting has transitioned to a new tool, enhancing visibility of closed, emerging, and escalating risks, along with rationale for changes.

The Resilience Hub is operational, with a fraud scenario completed and further testing scheduled for late September.

The Modern Slavery Policy was reviewed by ARC and is now submitted to the Board for approval.

Alison expressed her appreciation to Jim Maguire (Jim) and the Finance team for their diligent and high-quality work in delivering a timely and accurate Annual Report and Accounts and successfully completing the annual audit. The Board noted the Audit & Risk Report summary.

10. Annual Report & Accounts 2024 to 2025 (Paper 5)

Jim presented the Annual Report and Accounts 2024 to 2025, noting that they had been scrutinised by ARC (12 August 2025). The report was delayed due to awaiting civil service pension information. The Board approved the report, recognising the quality and extent of work within the organisation. The change in treatment of Grant in Aid (GiA) receipts was discussed and welcomed by the Committee, with the Companies Act ruling taking precedence for accounting. This is due to ILF Scotland being a limited company as well as a Non-Departmental Public Body (NDPB).

The Board approved the Annual Report and Accounts 2024 to 2025, recognising the quality and extent of work within the organisation, thanking Jim and his team for the 10th clean report in succession.

11. Annual External Audit Report (refer to Paper 6)

Jim summarised the annual external audit report from Audit Scotland, highlighting no issues and good financial management, sustainability, governance, and use of resources. The report is published externally and reflects positively on the organisation.

The Board noted the report and appreciated the work done by the team.

12. Manage Representation Letter (refer to Paper 7)

The Management Representation letter, confirming all information has been supplied and no fraud or undisclosed liabilities exist, was noted by the Board. Peter Scott (Peter) signed the letter.

13. Internal Audit Annual Report (refer to Paper 8)

Jim presented the internal audit report, noting no significant issues from the audits performed throughout the year. The report included a clean opinion and highlighted that some risks are outside tolerance but are managed.

The Board noted the report and thanked the ARC for their scrutiny.

14. Management Accounts to July 2025 (refer to Paper 9)

Jim reviewed the July management accounts, highlighting surpluses in both the 2015 and re-opened funds, and a planned deficit in Northern Ireland due to backdated payments. The Board discussed the significance of unspent funds and the impact of reduced returns following the COVID period. To address this, finance team members are engaging with larger third-party agencies regarding the return of any substantial unspent amounts identified.

The Board discussed the ongoing challenges related to PA employment, noting that the funded social care hourly rate remains insufficient to attract and retain skilled staff.

The Board was advised of the ongoing shortfall in the Transition Fund (TF), with £1 million reallocated from the 2015 Fund to meet rising demand from young disabled applicants. Discussions with the Sponsor Team are underway to identify a sustainable solution, as current demand continues to exceed available funding. The Board expressed its support.

Action 3: It was agreed that the PA employment issue will be raised at the next Sponsor Team.

The Board acknowledged the challenges and emphasised the need for flexibility in fund management. The Management Accounts to July 2025 were noted.

15. Summary Risk Report (refer to Paper 10)

Paul introduced the new risk reporting tool, which was well received for improving efficiency and enhancing ownership of risks. The Board welcomed the thematic approach, with the social care crisis identified as a key strategic risk. The detailed report was appreciated for its governance implications, also acknowledging the need to review future language used in identifying and explaining the risks.

Action 4: The Board noted the report’s use of inaccessible colour schemes, which will be amended.

Resilience and Fraud Scenario Testing: The meeting discussed the resilience hub, which is now operational. Deeper testing is planned for the end of September. The Board acknowledged the importance of these tests in ensuring organisational resilience.

The Board noted the Summary Risk Report.

16. Modern Slavery Statement 2024 to 2025 (refer to Paper 11)

Aileen presented the paper seeking Board re-approval to publish ILF Scotland's 2024 to 2025 Modern Slavery statement. The statement, which retrospectively covered actions taken, has been reviewed by the Audit and Risk Committee. Upon approval, the signed statement will be promptly published and uploaded to the UK government's Modern Slavery Statement Registry.

The Board approved the statement, recognising the importance of the preventative measures and the scrutiny it had undergone.

17. MiCase & PQs

Nothing to report.

18. ILF Scotland Service Charter

Linda introduced the ILF Scotland Service Charter, seeking feedback rather than immediate approval. The charter, developed alongside the feedback strategy, aims to establish high-level standards of service delivery. Linda noted previous comments from Board Directors. (Appendix A)

Linda explained the need for accessible language and broader accessibility standards in all communications. She acknowledged the importance of refining the charter based on feedback from advisory groups and young ambassadors. The Board agreed with the direction of travel and decided to revisit the charter for approval at a future meeting.

Action 5: The Service Charter will be further developed and consulted upon before final approval.

Peter noted the difficulty in accessing adequate independent advocacy support for recipients and applicants. Alison highlighted the importance of supporting applicants to ensure they can apply successfully, suggesting that if data showed applicants falling out of the process due to lack of support, advocacy services should be considered an essential spend.

Action 6: The Board agreed to monitor the advocacy issue and consider a stronger case for essential spending on advocacy services. Add to Action Log.

The Board noted the ILF Scotland Service Charter.

19. National Care Service (verbal update)

Anne-Marie opened the discussion on the National Care Service and the escalating social care crisis, sharing recent developments of concern. She highlighted a case where significant reductions in local authority support resulted in redundancy payments being borne by the individual. Social Work Scotland is urging the government to clarify local authorities’ responsibilities regarding such payments.

Linda outlined the variation in local authority redundancy contributions and also the difficulties faced by PA employers with insurers often not covering full statutory redundancy costs. The Board acknowledged the deepening crisis in social care funding and the moral imperative to address these issues.

The Board also discussed concerning practices seen across some local authorities that may jeopardise ILF Awards. These practices will be monitored and reported where relevant to ILF Scotland. To date ILF awards provide strong protections against cuts, but this is becoming increasingly challenging to maintain.

The Board noted the open discussion on the National Care Service.

20. Annual Performance Appraisal Review (Board Directors) (refer to Paper 13)

Aileen McNiven presented the proposed enhancements to the annual appraisal process for Board Directors. She explained that the new process had been refined based on feedback. The key improvements include a self-assessment skills matrix to evaluate competencies, monitor progress, identify development needs, and inform succession planning. Additionally, the 360-degree feedback form has been streamlined to reduce duplication and enhance clarity and efficiency. Aileen highlighted that these changes align with good governance practices.

The Board approved the changes and continue refining the process based on feedback.

21. Board Directors (Recruitment / End of Term)

Anne-Marie provided an update on the director recruitment process, emphasising the importance of planning for the future and filling vacancies on the Board. The advert for the positions is out, and the closing date for applications is 13 October. The aim is to submit recommendations to the minister by 26 November and have new directors start in January.

Action 7: Board Directors to circulate the recruitment information widely. The Board noted the Board Directors recruitment.

22. Q1 2025 to 2026 Executive Progress Summary & Operational Report (refer to Paper 14)

Harvey Tilley (Harvey) presented the executive summary and report, covering various aspects of the organisation's performance and challenges. He noted the strong start to the first quarter and the progress made in post-COVID reviews. Harvey highlighted concerns about the increasing cost of support. He mentioned issues with award management and the need for better support for individuals without family members to manage their affairs.

Harvey reported on the reopening process, with over 1,000 applications and 600 in payment. He mentioned the draft three-year strategy and business plan, which are in the final stages of completion.

Harvey also shared the success of the 10th anniversary events, praising Linda for her efforts in organising them. He concluded with updates on the clean audit, cybersecurity measures, and Aileen's recognition as a Working Families UK Flexible Working Champion. The board extended their congratulations to Aileen on her well-deserved award.

The Board expressed appreciation for the detailed report and the significant amount of work involved in maintaining the organisation's operations.

23. Health & Safety Report (1 April 2025 to 30 June 2025) (refer to Paper 15)

Aileen presented the Health and Safety report, including the quarterly report, the annual audit by Navigator Law, and the Health and Safety Policy for approval. She noted the recent health and safety activities and the plan for a further internal audit in 2026 to 2027.

Aileen highlighted the updates to the Health and Safety policy, incorporating pre-submitted comments and questions.

The Board discussed the importance of including evac chairs in the health and safety report, ensuring they are regularly reviewed and maintained. Aileen confirmed that staff training on evac chairs has been conducted, and the equipment undergoes annual servicing.

The Board congratulated Aileen and the team on the clean audit report.

The Board approved the Health and Safety Well-being Policy and noted the quarterly report and annual audit.

Action 8: Add staff training on evac chairs and servicing to the H&S Report as appropriate.

24. Annual Board Schedule 2026 (refer to Paper 16)

The Board approved the Board Schedule 2026.

25. Net Zero Champions Update (verbal)

Steph provided a brief overview of current Net Zero efforts, highlighting the significant work underway to reduce the carbon footprint within the constraints of existing accommodation and ongoing reviews. She encouraged the team to explore further opportunities and take greater ownership of the journey toward Net Zero.

The Board noted the update from the Net Zero Champions.

26. Cyber Security Champion Update (verbal)

Paul provided a brief overview of recent work, including progress on the new ICI platform and the outcomes of recent penetration testing, which offered assurance to Board Directors. The system is hosted on the Microsoft Azure platform within the UK, supporting strong security and compliance standards.

He also invited Board Directors to attend two Cyber Security modules delivered by the Scottish Government on 1 October 2025.

Action 9: Board Directors to receive a formal invitation to the Cyber Security sessions on 1 October 2025.

The Board noted the Cyber Security Champion Update.

AOCB

Companies House – ID Verification (verbal)

Aileen McNiven informed the Board about the new verification identification process required by Companies House under the Economic Crime and Corporate Transparency Act 2023. From 18 November 2025, all company directors and people with significant control will need to verify their identity through a two-factor ID process.

Action 10: Aileen to circulate the link to complete the verification and for Board Directors to provide the code.

Israel Boycott (verbal)

Steph raised concerns about the potential impact of the Scottish Government’s Israeli boycott on ILF Scotland's ability to fund and provide support for assistive technology and accessibility resources produced in Israel. She highlighted the significant contribution of Israeli products to the field and the potential challenges for recipients who rely on these technologies. Steph also mentioned the media attention on disabled children coming from Gaza and the possible implications for ILF Scotland.

Peter responded by stating that specific guidance from the Scottish Government is being produced to address the implications for public bodies. The Board discussed the need to consider the potential impact on resources and the importance of supporting vulnerable individuals. The Board agreed to await further guidance from the Scottish Government and continue monitoring the situation.

Close of Meeting: 1:40pm

Next Board Meeting Dates:

Next Board Development Day:
10am to 1pm Monday 22 September 2025 (in-person)

Next Audit and Risk Committee:
10:30am – 1pm, Tuesday 11 November 2025 (virtual)

Next Board Meeting:
11am – 1:30pm Monday 24 November 2025 (virtual)

Next Remuneration Committee:
To be confirmed (virtual)

Action Points

Action Point 1: The Board agreed to 2 yearly joint meetings between Board Directors and Advisory Group members. The effectiveness of these meetings will be reviewed. Add to Action Log.
Action by: Linda / Aileen
Timescale: 1st meeting to be held by 31 March 2027
Action: Complete – added to Action Log.

Action Point 2: The Board approved the revised Terms of Reference, including aligning the quorum with the articles of association and publication of subcommittee summaries / reports in the main Board minute. No personal sensitive data would be included.
Action by: Aileen
Timescale: September 2025
Action: Complete

Action Point 3: It was agreed that the PA employment issue will be raised at the next Sponsor Team.
Action by: Peter
Timescale: November 2025
Action: Complete – on agenda 30 October 2025.

Action Point 4: The Board noted the Risk report’s use of inaccessible colour schemes, which will be amended.
Action by: Paul
Timescale: November 2025
Action: In hand to be accessible

Action Point 5: The Service Charter to be further developed and consulted upon before final approval.
Action by: Linda
Timescale: November 2025
Action: On agenda

Action Point 6: The Board agreed to monitor the advocacy issue and consider a stronger case for essential spending on advocacy services. Add top Action Log.
Action by: Board / Linda / Peter
Timescale: Complete
Action: Added to Action Log.

Action Point 7: Board Director to circulate the Board Director recruitment information widely.
Action by: Board Directors
Timescale: Immediate
Action: Complete

Action Point 8: Add staff training on evac chairs and servicing to the H&S Report as appropriate.
Action by: Aileen
Timescale: Ongoing
Action: Complete

Action Point 9: Board Directors to be invited to the Cyber Security sessions provided by the Scottish Government on 1 October 2025.
Action by: Paul
Timescale: Immediate
Action: Complete

Action Point 10: Companies House: Circulate the link to complete the verification and for Board Directors to provide the code.
Action by: Aileen
Timescale: Immediate
Action: Complete

20250527 - Board Meeting Minutes - 27 May 2025

Approved

Board Meeting

Teams

Tuesday 27 May 2025 11:00am - 1:30pm

Present:
Anne-Marie Monaghan - Board Chair
Mark Adderley - Vice Board Chair
Alison Nicolson - 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
Aileen McNiven - Head of Business Services

1. Welcome, declarations of interest and apologies

Anne-Marie Monaghan (Anne-Marie) welcomed everyone to the 39^th ILF Scotland Board Meeting.

Anne-Marie referred the Board Directors to the Pre-Submitted Questions and Comments.

2. Apologies

Stephanie Hayle - Board Director
Kirsty Aird - Board Director
Marion McDonald - Board Director
Robert White - Director of Independent Living

3. Declaration of Interest

No declarations of interest received.

4. Chairs Remarks

Board Recruitment and Governance Update

Anne-Marie reported ongoing email correspondence with both the Sponsor Team and the Public Appointments Team regarding the two current Board vacancies. The Sponsor Team has confirmed that a meeting will be arranged shortly to initiate the recruitment process. Anne-Marie also highlighted the risk of committees becoming inquorate due to the Board’s limited size and vacancies. (see note at Para 9 and 20)

In March, Peter and Anne-Marie met with the Minister for Social Care, Mental Well-being and Sport. Key discussion points included:

Re-Opened Fund Update: Peter outlined the complexities of charging structures, the full-year effect on costs, and the increased pressure on social work teams to submit new applications.
National Care Service (NCS) Interim Advisory Board: Anne-Marie has been appointed as an interim member for an initial 6 to 9 month term representing ILF Scotland. The interim Chair is Susan Douglas-Scott, former Chair of ILF Scotland.

Engagement with Scottish Government

Anne-Marie met with John Paul Liddle, Depute Director of NCS activity at the Scottish Government, to discuss her responsibilities as an NCS Board member. The expected time commitment is two days per month.

Board Appraisals

All Board Director appraisals are scheduled for completion by the end of May, with mid-year reviews to follow as needed. Anne-Marie confirmed she meets regularly with CEO, Peter Scott, to discuss key issues.

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

The Board approved the minute of the previous meeting of 24 February 2025, with no changes.

6. Matters Arising

No matters arising.

7. Action Log (refer to Paper 2)

Governance Session

Action 1: The Board committed to confirming a Governance Session 2025 to 2026.

Emergency Spending Controls

Peter confirmed that there have been no further updates regarding the Emergency Spending Controls, which will remain in place through 2025 to 2026 financial year or until further notice. He noted he continues to engage with the Sponsor Team regularly, maintaining a transparent and honest approach in all communications. An official update from the Scottish Government is anticipated in due course.

8. Urgent Matters

None.

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

Alison gave a verbal update on the most recent Audit & Risk Committee meeting (13 May 2025, 2025) highlighting the following key points:

Committee Membership and Quorum: The risk of being inquorate if either of the Audit & Risk Committee members are unavailable. Further discussion with Anne-Marie is planned to consider a workable interim solution.

Action 2: Anne-Marie and Alison will discuss the temporary Audit & Risk membership and feedback to the Board.

Year-End Position: The Management accounts are aligned with expectations. £6.8 million of the Re-Opened Fund remains undrawn.
2025 to 2026 Budget: Grant in Aid received. The Transition Fund remains under-resourced, consistent with previous years. No current flexibility is available to vire transfer funds between allocations.
Outstanding Actions: Key item is the development of KPIs, scheduled for delivery by September. Added to the ARC action tracker.
Interim Audit: Focused on financial controls, particularly the payroll upload process with increased controls now in place.
Re-opened Fund: A positive audit report has been received with no actions required.
Annual Assurance: Internal Audit confirmed a strong control environment. Out-of-tolerance risks are now reported in line with Global Internal Audit Guidelines and will be referenced in the statutory accounts.
2025 to 2026 Audit Plan: Focus areas include the ICI migration, new project office and SAGE migration. ILF Scotland is awaiting confirmation from Henderson Loggie (internal auditors) to include all three areas.
Risk Management: Systemic Risks: Many risks remain out of tolerance due to Scottish Government spending controls and broader sector challenges.
Project Oversight: ICI Replacement: Delayed due to data migration accuracy issues. No budget impact. ARC supports the delay to ensure data integrity.

The Board thanked the Finance and Digital teams for the qualitative and quantity of work delivered. The Board noted the Audit & Risk Committee update.

10. Remuneration Committee Update (verbal update)

Mark Adderley (Mark) provided an update on the Remuneration Committee meeting held on 1 April 2025, highlighting the following key points:

Application Support and 3rd Party Financial Management Services (Paper 3): The paper was discussed in detail and was redrafted to incorporate feedback and questions raised by the Committee (refer to paragraph 11).
Workforce Development Plan (Papers 13 & 13a): The Committee conducted a thorough review and recommended approval of the plan and aligning with the draft Strategic Plan. (refer to paragraph 22).
Finance Pay Policy 2025–26: Mark noted that negotiations with the Unions are ongoing, with no settlement date confirmed at this stage.

The Board thanked the Business Services team and noted the Remuneration Committee update.

11. Provision of Application Support and 3rd Party Financial Management Services (refer to Paper 3 and Appendix A)

Harvey Tilley (Harvey) presented the revised paper proposing the replacement of the current Award Management provision by a third-party provider with an in-house service.

He outlined the rationale for the change, highlighting that it would generate overall cost savings, enabling increased distribution of TF grants to additional disabled young people from Q3 2025 to 2026.

The Board approved the in-house Provision of Application Support and 3rd Party Financial Management Services paper, noting that it will now be submitted to the Sponsor Team for final approval.

12. Management Accounts to Year-End March 2025 (refer to Paper 4 and Appendix A)

Jim Maguire provided an overview of the recently scrutinised Management Accounts and Finance Commentary, highlighting key points relating to award funds and administration management accounts for the financial year ending 2024 to 2025.

He advised the Board of a potential risk that the Scottish Government may request the return of unspent funds, in the context of broader public sector spending controls currently under consideration. Concerns were raised regarding the current lack of flexibility to vire between the ILF Fund and the Transition Fund to effectively manage demand, maximise outcomes and ensure best value.

The Board noted the Management Accounts and Finance Commentary to year-end 2024 to 2025.

13. Grant in Aid (GiA) Budget Allocation & Monitoring (BAM) Letter 2024 to 2025 (Paper 5) and Budget Allocation Letter 2025 to 2026 (Paper 5a)

Jim provided a brief overview of both papers, noting that the Grant-in-Aid (GiA) allocation for 2025 to 2026 is in line with expectations. However, the Board expressed disappointment that there has again been no increase to the Transition Fund, which has remained at £5 million since its announcement in 2014 and its inception in 2017, which is in effect a year-on-year real terms reduction despite ever-increasing demand and the significant preventative impact of the fund in the lives of young disabled citizens.

The Board acknowledged receipt of the Grant-in-Aid letters and looks forward to reviewing the full details in the forthcoming Annual Report and Accounts.

14. Summary Risk Report (refer to Paper 6 and Appendix A)

Paul Hayllor (Paul) presented the paper, which had recently undergone detailed review by the Audit & Risk Committee (ARC).

The Board acknowledged that the risk management process continues to function effectively and looked forward to the board development session on 5 June when a detailed look at risk appetite and tolerance will take place.

The Board noted the Summary Risk Report, expressed appreciation to Paul and the Digital Team, and recognised the valuable scrutiny provided by the ARC.

15. MiCase & PQs (refer to Paper 7 and Appendix A)

Linda Scott (Linda) provided an overview of the Minister’s response to Dr. Jim Elder-Woodward, Chair of the Scotland Advisory Group. The response reaffirmed previous correspondence, confirming that Available Income (AI) charging will be addressed only as part of a broader review of Social Care Charging in due course.

The Minister’s letter also suggested a meeting with the Disability Equality Unit. Peter and Dr. Elder-Woodward have now met with the Unit and discussed the proposed DPO application route and the possibility of including work on development of award management in partnership with DPO(s) in the forthcoming Disability Equality Strategy.

Concerns were raised regarding the increasing risk of local authority (LA) care packages falling below the ILF Scotland Threshold Sum. The ILF award does offer protection to recipients, however one recipient of the re-opened fund has recently had their SDS budget reduced to below the threshold and will therefore also lose ILF (subject to appeal). The Board was reassured that Assessors are actively challenging this practice to ensure care packages continue to support independent living. The board also noted that such an approach by LAs may be short-sighted, potentially leading to increased residential care placements for disabled people, which removes choice and control, does not support independent living and will be less cost-effective in the long term. The Board was assured that this issue is being closely monitored with the Minister being kept informed.

Action 3: Continue to monitor and escalate any further incidents of lost ILF entitlement.

16. Mainstreaming & Equalities Update – Summary of Progress (refer to Paper 8 and Appendix A)

Linda presented the paper summarising key activities over the past 12 months, highlighting the following points:

Internal Audit – Equality: Ongoing progress is being made to ensure Equality Impact Assessments (EQIAs) are completed for both internal and external-facing policies.
EQIA – Manager Training: Training for managers was successfully delivered on 20 May 2025. The Project Management Office is now responsible for ensuring EQIAs are completed prior to project initiation. Care Experience has been added to the EQIA screening process, with the inclusion of UNCRC and poverty screening planned for 2025 to 2026.
Outcome 2 – Inclusive Culture: ILF Scotland continues to champion neurodiversity as part of its inclusive culture. Organisation-wide training is scheduled for delivery in Q3 and Q4 2025 to 2026.

The Board noted the Equality Mainstreaming & Equalities update.

17. Charter for Involvement Update – Summary of Progress (refer to Paper 9 and Appendix A)

Linda presented the summary of progress, highlighting the following key points:

Advisory Group Engagement: ILF Scotland continues to engage with the Advisory Groups, which are actively identifying priorities and raising awareness of issues related to independent living, including input into the Strategic Plan.
10-Year Celebrations: The group has been involved in organising and shaping the agenda for ILF Scotland’s 10-Year Celebrations.
PA Recruitment Campaign: The group requested support in ensuring that up-to-date information is available regarding the ongoing Personal Assistant (PA) Recruitment campaign.
Award Management Review: An internal working group is conducting a comprehensive review of Award Management. Consideration is being given to involving Disabled People’s Organisations (DPOs) and Centres for Independent Living (CiLs) to support recipients in managing their awards.
Accessible Communications: The Communications Team is currently working to improve the accessibility of all organisational communications.

The Board noted the Charter for Involvement update.

18. Corporate Parenting Update – Summary of Progress (refer to Paper 10 and Appendix A)

Linda introduced the Corporate Parenting Update and highlighted the following key points:

Care-Experienced Applicants: circa. 13% of new applicants to the ILF Scotland Fund are care experienced. The team is actively working with external partners to increase this figure. Linda confirmed that additional data will continue to be gathered through the assessment process.
UNCRC Incorporation: The incorporation of the UN Convention on the Rights of the Child (UNCRC) will support ongoing improvement efforts. This will be embedded into the implementation of the project within the Corporate Parenting Plan. The Board noted the Corporate Parenting Update 2025.

The Board noted the Corporate Parenting update.

The chair thanked Linda for all of her work in ensuring ILF Scotland meets its regulatory and statutory obligations.

19. ILF Fund Re-Opening Final Report (refer to Paper 11)

Peter and Paul presented the paper, confirming that this will be the final Re-opening Report, as ILF Scotland has now transitioned into a business-as-usual phase.

Peter noted that Colin Slasberg, an independent consultant in social care, will facilitate a session with the Co-Production Working Group to explore the complexities surrounding the Access Principles.

The Sponsor Team has submitted a request to the Minister outlining the position with re-opened fund allocations. The submission also includes a request for clarity on the 2026 to 2027 Grant-in-Aid (GiA) allocation to support forward planning. Concerns were raised that, without a funding commitment, the fund may face temporary suspension. The Board noted the ILF Fund Re-Opening Report and accompanying Dashboard.

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

Anne-Marie has been appointed as the interim representative for ILF Scotland on the Interim National Care Service (NCS) Advisory Board and attended the first meeting on 21 May. Meetings are expected to take place monthly. The Public Appointments Team will initiate a formal recruitment process for a permanent Board over the next 6 to 9 months.

The Advisory Board is currently developing a values-based approach and scoping its priorities and intended outcomes.

Anne-Marie confirmed that all relevant NCS Board papers will be shared with the ILF Scotland Board, enabling members to raise any issues with the NCS Board Chair as appropriate. She and Peter have agreed to meet before and after each NCS meeting to ensure alignment and communication. The Board noted the update on the NCS and the wider social care context.

21. Terms of Reference (Board) (refer to Paper 12 & 12a)

Peter presented the paper outlining the reviewed Board Terms of Reference. The following key areas were highlighted and discussed:

Paragraphs 2 & 3 – Board Membership and Quorum:

The current Articles of Association require only one Director for Companies House purposes, while the ToR states a minimum of one Director for membership but requires two Directors for quorum.

Action 4: The Board agreed that both the Articles of Association and the ToR should be amended to align, specifying a minimum of three Directors for both membership and quorum. Appropriate legal and governance advice will be sought to support these changes.

Paragraph 4 – Sub-Committees and External Members:

The inclusion of independent external members on sub-committees was discussed.

Action 5: It was proposed that the wording be revised to: “in attendance and contributing (advice only) – no voting rights”. Advice will be sought from the Sponsor Team to confirm this approach.

Paragraph 5 (vi) – Committee Transparency:

The publication of sub-committee minutes was considered.

Action 6: From 1 April 2025, in line with our commitment to transparency approved sub-committee meeting minutes will be published, with redactions applied to any private or sensitive information.

The Board approved the revised Terms of Reference, subject to legal and governance advice being sought and the final version aligning with the Board’s agreed amendments.

22. Workforce Development Plan (refer to Paper 13 & 13a)

Harvey presented the updated Workforce Development Plan 2025 to 2028 to the Board, noting that it builds upon the approved August 2024 Implementation Plan. The Board had previously requested this updated version for approval to initiate Year 2 of the implementation process. Following a comprehensive review, the Remuneration Committee recommended the plan for approval.

The Board discussed KPIs for the People & Culture function and recommended retaining performance and grievance statistics within the corporate report.

The Board subsequently approved the Workforce Development Plan, recognising alignment with the draft Strategic Plan (due to be formally approved June 2025). Any significant future changes or variances to the spending controls must prompt a review and resubmission for further approval.

23. Annual Executive Summary & Operational Report 2024 to 2025 (refer to Paper 14 & Appendix A)

Harvey Tilley provided a brief overview of the paper, noting that 2024–25 was ILF Scotland’s busiest year to date.

He highlighted the continued success of the Transition Fund, which offers up to £4,000 to support young disabled people in transitioning to adulthood and engaging with their communities. Despite its impact, the fund remains oversubscribed and has been capped at £5 million since 2017.

The Workforce Development Plan has now been completed, following delays due to spending controls (refer to paragraph 22).

The Board congratulated the team, having been awarded a Top 10 ranking in the 2024 to 2025 Working Families Benchmark.

Harvey concluded by acknowledging the sad loss of two valued ILF Scotland staff members, who are deeply missed.

The Board noted the Annual Executive Summary & Operational Report 2024 to 2025.

24. Health & Safety Report (01 January 2025 – 31 March 2025) (refer to Paper 15)

Aileen McNiven (Aileen) presented the Q4 2024 to 2025 Health & Safety Report, providing assurance on ILF Scotland’s Health and Safety management. The Board thanked ILF Scotland and Aileen McNiven for the reassuring H&S report.

The Board noted the report.

25. Net Zero Champions Update (refer to Paper 16)

Paul provided a brief update on Paper 16, highlighting ILF Scotland’s carbon footprint and the progress made over the past year. Two staff members have now completed the Edinburgh Climate Change Institute’s (ECCI) three-day course on establishing baseline and carbon footprint assessments. The Climate Champions Group’s next priority is to develop a realistic set of goals for the organisation to achieve by 2030.

The Board noted the Net Zero Champions Update.

26. Equality Committee Update (noted)

Stephanie Hayle provided a brief pre-meeting update, highlighting positive progress in Equality, Diversity & Inclusion, particularly in Neuro-Inclusion. The Board noted the Equality Committee update.

27. Cyber Security Champion Update (verbal)

Paul reported ongoing efforts to maintain the security of ILF Scotland’s systems, noting the organisation remains on high alert following recent cyber-attacks across the public sector. Staff and Board members continue to receive regular cyber security training, with a focus on identifying and responding to phishing threats. The new systems, hosted on Microsoft Azure, are monitored 24 / 7 by security experts, with an additional security layer being implemented during 2025 to 2026.

The Chair thanked Paul, and the Board noted the Cyber Security Champion update.

AOCB

Strategic Plan 2025 to 2028

Peter confirmed that the 2025 to 2028 Strategy is being finalised and will be shared with Board Directors for feedback and approval in the coming weeks. Once approved, the final version of the Strategy 2025 to 2028 will be submitted to the Sponsor Team / Scottish Government for final approval before wider publication. Key Performance Indicators (KPIs) will be developed for approval by September 2025.

ICI Migration

The Board were interested to know about further update on the ICI Migration. Paul updated that Scottish Government (ITECS) were working in the background to change the firewall protocols with expectations to be completed in the next week.

All Party Group (APG) on Disability – Guest Speaker Engagement

Peter was invited to speak as a guest at the All-Party Group (APG) on Disability Annual General Meeting at Stormont, Belfast on 19 May 2025. Following the meeting, the group agreed to write to both the Health Committee and the Health Minister to request a meeting with David McDonald, Chair of the Northern Ireland Advisory Group, and Peter. The purpose of the meeting would be to discuss the case for re-opening the fund in Northern Ireland.

Board Visibility & Staff Engagement

In response to recent staff survey feedback highlighting a desire for greater visibility of the Board, several suggestions were proposed to enhance awareness and engagement across the organisation:

continue including a Board summary or article in the internal staff newsletter
caintain the practice of inviting Board Directors to speak at All Staff Meetings
develop and share blog posts authored by Board Directors
host a joint Advisory Group and Board meeting every two years

Action 7: The Board agreed to explore these suggestions further.

Close of Meeting: 1:30pm

Next Board Meeting Dates:

Next Board Development Day: 10am to 1pm, Thursday 5 June 2025 (Teams)

Next Audit & Risk Committee: 10:30 am, Tuesday 12 August 2025 (virtual)

Next Board Meeting: 11:00am, Tuesday 2 September 2025 (Denholm House)

Next Remuneration Committee: 11am, Tuesday 16 September 2025 (virtual)

Action Points

Action 1: The Board committed to confirming a Governance Session 2025 to 2026.
Action by: Anne-Marie / Aileen
Timescale: 2025 to 2026
Action: Complete: 22 September 2025

Action 2: Anne-Marie and Alison will discuss the temporary Audit & Risk membership and feedback to the Board.
Action by: Anne-Marie and Alison
Timescale: September 2025
Action: Complete

Action 3: Continue to monitor and escalate any further incidents of lost ILF entitlement.
Action by: Robert / Linda
Timescale: September 2025
Action: Ongoing regular monitoring

Action 4: The Board agreed that both the Articles of Association and the ToR should be amended to align, specifying a minimum of three Directors for both membership and quorum. Appropriate legal and governance advice will be sought to support these changes.
Action by: Peter / Aileen
Timescale: September 2025
Action: Matters Arising: Paper 3a

Action 5: It was proposed that the wording be revised to: “in attendance and contributing (advice only) – no voting rights”. Advice will be sought from the Sponsor Team to confirm this approach.
Action by: Peter / Aileen
Timescale: September 2025
Action: Complete: Sponsor Team approved and added to ToR

Action 6: From 1 April 2025, approved sub-committee meeting minutes will be published, with redactions applied to any private or commercially sensitive information.
Action by: Peter / Aileen
Timescale: September 2025
Action: Complete: from 1 April 2025

Action 7: The Board agreed to discuss the suggestions further with a view to raising visibility of the Board across the organisation.
Action by: All Board / Executive Team
Timescale: Ongoing
Action: Matters Arising: Paper 3: Raising Board Member Awareness

Board Terms of Reference and Scheme of Delegation

Terms of Reference and Scheme of Delegation for the Board of Directors

1. Purpose

The purpose of the Board of ILF Scotland is to:

ensure that ILF Scotland deliver its functions in line with Ministerial priorities and policies by overseeing delivery of planned results and by monitoring performance against objectives as laid out in the Framework Agreement (2025)
provide strategic leadership by setting organisational strategy
to ensure there is effective dialogue within ILF Scotland and between ILF Scotland and its stakeholders on its plans and that these are responsive to stakeholder needs
ensure robust governance and financial stewardship
support and challenge the CEO and Senior Leadership Team (SLT)
appoint, appraise and remunerate the CEO

2. Membership

directors are appointed to the Board of ILF Scotland by Scottish Ministers, in accordance with the Scottish Public Appointments process
the minimum number of Directors is one
there is no maximum number of Directors

3. Quorum

a quorum for meetings of the Board is two Directors

4. Schedule and Frequency of Meetings

an annual schedule of meetings will be drawn up by the Chief Executive Officer and agreed with the Chair of the Board
a minimum of four formal Board meetings will be held per year. Additional meetings may be required and will be determined by the Chair in consultation with the CEO
in addition to formal Board meetings, at least one annual Board development session will be held, as determined by the Chair and CEO
agendas, minutes and papers will, where possible, be circulated to Board Directors at least one week before the agreed meeting date
approved Board minutes will be published on the ILF Scotland website

5. Committees

the Board will establish sub-committees to deal with specific areas of business
as a minimum, the Board will establish and maintain an Audit & Risk Committee (see Annex A) and a Remuneration Committee (see Annex B)
sub-committees must be chaired by an ILF Scotland Director, but may contain Independent external members and with agreement from Scottish Government
independent external members will be selected by the Board in consultation with the CEO
independent external members will be in attendance and contributing (advice only with no voting rights)
sub-committees will operate in accordance with their specific Terms of Reference as determined by the Board, and the sub-committee Chair will report formally to the Board both verbally and via formal minutes of their proceedings
approved sub-committee minutes will be summarised and included in the Board Minutes published on the ILF Scotland website

6. Standing Agenda

The standard agenda for each Board meeting is as follows:

Declarations of Interest
Minutes of Previous Meeting
Matters Arising from Previous Meeting
Quarterly Strategic Performance Report
Audit & Risk Committee Feedback
Remuneration Committee Feedback
Health and Safety
MiCase & PQs
AOCB

7. Reservation of Powers

Decisions on the following matters are reserved to the Board of Directors:

a. Regulation

maintain a register of interests for all Directors
receive minutes and reports from sub-committees, considering and acting on recommendations as appropriate
to review the risk register
to review the operation against regulatory requirements such as Health and Safety, Finance and Audit
establish and periodically review Terms of Reference for the Board and its sub-committees
urgent decision making will be taken on a case-by-case basis at the discretion of the Chair
the Board will review its own effectiveness at least every other year and report the results of that review to the Government Sponsor Team

b. Appointments

establish and review the membership of all sub-committees of the Board
appoint Director(s) of the Board to each sub-committee
appoint any non-Directors of the Board to each sub-committee
make recommendations to, and co-operate with, ILF Scotland’s Scottish Government sponsor team in relation to Board succession planning and future Board appointments

c. Planning

establish the overall strategic direction of ILF Scotland
lead the organisations approach to strategic planning in partnership with the CEO
approve ILF Scotland’s strategic plan for submission to Scottish Government
develop and approve, with the Accountable Officer, the annual report and accounts (as laid out in the Government Financial Reporting Manual (FreM))
approve the annual ILF Scotland budget for recommendation to Scottish Government

d. Audit

The Auditor General for Scotland (AGS) (Audit Scotland) will appoint external auditors and the Board note this appointment
with regard to internal auditors the Executive Team will follow the strict Scottish Government procurement and tender process, in consultation with the Audit & Risk Committee. The Audit & Risk Committee will note this appointment.
receive the annual Management Letter from the external auditor, noting its contents and agree necessary actions following advice from the Audit & Risk Committee
receive the annual report from the internal auditors, noting its contents and agree necessary actions following advice from the Audit & Risk Committee

8. Delegation of Powers

Sub-Committees

the delegated authority of sub-committees is set out in the Terms of Reference for each sub-committee (found at Audit & Risk Committee - Annex A and Remuneration Committee - Annex B) as determined and reviewed by the Board of Directors

9. Chief Executive Officer

All powers which have not been retained or reserved by the Board, or its sub-committees, will be exercised on behalf of ILF Scotland by the CEO. The CEO will be accountable to the Board for the exercise of these powers.
The CEO of ILF Scotland is designated by the Scottish Government’s Principal Accountable Officer as the Accountable Officer for ILF Scotland, in accordance with the Public Finance and Accountability (Scotland) Act 2000.
As the Accountable Officer, the CEO is personally responsible to the Scottish Parliament for the appropriate management of the public funds of which she or he has charge, and for the day-to-day operations and management of the company.

10. ILF Scotland Employees – Financial Authorities

the delegated financial authority of specific members of ILF Scotland is set out in the Scheme of Delegation at Annex C

20250224 - Board Meeting Minutes - 24 February 2025

APPROVED

Board Meeting

TEAMS

Monday 24 February 2025 11:00am - 1:20pm

Present

Anne-Marie Monaghan: Board Chair
Stephanie Hayle: Board Director
Alison Nicolson: Board Director
Kirsty Aird: Board Director
Marion McDonald: Board Director

In Attendance

Peter Scott: Chief Executive Officer
Harvey Tilley, Chief Operating Officer
Jim Maguire, Finance Directo
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

1. Welcome, declarations of interest and apologies

Anne-Marie Monaghan (Anne-Marie) welcomed everyone to the 38^th ILF Scotland Board Meeting. A warm welcome was extended to Marion McDonald for her 1^st ILF Scotland Board Meeting.

Anne-Marie referred the Board Directors to the Pre submitted Questions and Comments.

2. Apologies

Apologies received from Mark Adderley, Vice Chair and Board Director.

Declaration of Interest

No declarations of interest received.

3. Chairs Remarks

Anne-Marie started the meeting by offering the Board’s sincere condolences on the passing of Trisha Beveridge, ILF Scotland’s Finance Officer, who will be much missed.

Anne-Marie shared the resignation of Etienne D’Aboville who has stood down to focus on his own health during the next months. Anne-Marie has accepted Etienne’s resignation with immediate effect, at his request. Anne-Marie extended the heartfelt thanks of the Board to Etienne for all of the work he has done and hope to meet in an informal social way if possible.

Anne-Marie attended the successful community of practice session pulled together by Social Work Scotland and ILF. ILF were presenting on the re-opening processes with this being well received.

Over the last few months Anne-Marie has engaged widely with the Board Directors regarding Induction, Strategy Development Day, Risk and Assurance Workshop and the Development Workshop. Appraisals have been held for most Board Directors, the CEO, and also for Anne-Marie using the 360-degree feedback process. This new process will be evaluated in due course through informal feedback.

Jim attended the Public Services Reform Summit on behalf of Anne-Marie and Peter due to the Strategy Development Day falling on the same day: 17^th February 2025

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

The Board approved the minute of the previous meeting of 22 October 2024, with no changes.

5. Matters Arising

Scottish Government - Emergency Spending Controls: Formal notification from the Scottish Government is expected stating that the Emergency Spending Controls, (in place since August 2024) will continue into 2025 to 2026.

Transition Fund (TF): Following a recent request to the Scottish Government (SG) (on behalf of the ILF Scotland Board) to uplift the TF Grant in Aid (GiA) 2025 to 2026 in-line with inflation and back date to 2017, Peter Scott (Peter) shared the disappointing news that the TF 2025 to 2026 GiA will remain at £5m (to include Administration costs).

The Board noted their frustration that the TF GiA would not be increased in line with inflation and backdated to 2017.

6. Action Log (refer to Paper 5)

Raising visibility of our Board to Advisory Groups and Staff: In order to raise the visibility of the Board with our advisory group and staff, Linda shared the forthcoming Northern Ireland (NI) and Scotland Advisory Group dates, inviting Board Directors to update when they may be available to attend. The Board agreed to invite the Chairs of the NI and Scotland Advisory Groups to a forthcoming Board Meeting 2025 to 2026.

Action 1 : The Board Directors to inform Linda of dates they can join the NI and/or Scotland Advisory Group.

Action 2: Linda will invite the Chairs of both Scotland and Northern Ireland Advisory Groups to join a Board Meeting during 2025 to 2026.

Action 3: Kirsty Aird (Kirsty) offered to meet and work with Linda Scott (Linda) to consider options which will raise the visibility of the Board with staff and stakeholders.

Northern Ireland Advisory Board
04 March 2025
03 June 2025
02 September 2025
02 December 2025

Scotland Advisory Board
12 March 2025 (may change)
29 May 2025
28 August 2025
11 December 2025

Governance – next steps: The Chair suggested a joint development session, (following the Risk & Assurance Development Day in March ) to be organised to clarify the roles and responsibilities of the Board (Strategic) and the Executive team (Operational).

Action 4 : Aileen and Anne-Marie to identify a suitable date for the Governance session during 2025 to 2026.

7. Urgent Matters

Board Resignation

Following the recent resignation from the Board by Etienne d’Aboville (see Chairs Remarks), the Chair informed the Board she has instigated the recruitment process to fill two Board Director vacancies. Iain McAllister, Deputy Director and the Public Appointments Team have both been informed.

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

Alison gave a verbal update on the most recent Audit & Risk Committee meeting (11 February 2025) highlighting the following key points:

Management accounts are in line with expectations with exception of new fund grants where £1.3m of the £7.8m likely to be spent by year end.
2025 to 2026 Budget discussions: the budget was fully scrutinised during the ARC with pertinent discussions on:
the ability to allocate all of the reopened fund grants in next financial year,
transition fund having an effective real-terms reduction again as held at £5m (no inflationary uplift), highlighting the importance of flexibility across the funds.
a circa £300k stretch on the admin budget in 2025 to 2026.
External Audit - one outstanding action which is being progressed relating to the KPI development work which is linked to the new strategy work
Internal audit - Partnership Working – a good report received. Two audits have been deferred but diarised for March 2025 (Re-Opening) and April 2025 (Workforce Planning).
The ARC recommended the Board to reappoint Henderson Logie, as the Internal Auditor, noting only one tender bid was received, however acknowledged the qualitative work over the previous 3 years.
The Sage replacement will be delayed and likely picked up later in 25 / 26.

The Board noted the Audit & Risk Committee update.

9. Draft Budget 2025 to 2026 (refer to paper 3 & 4)

Jim Maguire (Jim) spoke to the 2025 to 2026 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 2025 to 2026.

The Board are hopeful the GiA will lay out expectations to permit flexibility between the funds which may allow additional funds to be available to the TF. Concerns were raised regarding the possibility that SG Emergency Spending Controls will be carried into 2025 to 2026 and may restrict future plans.

Capital Funding: the Board supported the urgent need for approval from SG to use available funds to replace the ICI platform, which is used to make award payments. Without SG approval to support further work on the new platform, award payments will become unstable.

The Board approved the Draft Budget for 2025 to 2026 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.

10. Management Accounts to January 2025 (refer to Paper 5)

Jim Maguire (Jim) spoke to the recently scrutinised Management Accounts and Finance Commentary (ARC – 11 Feb 2025) advising on the key points covering the award funds and administration management accounts to January 2025.

The Board noted the Management Accounts and finance commentary to January 2025.

11. Summary Risk Report (refer to Paper 6)

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.

Paul directed the Board to the elevation of many risks due to the SG Emergency Spending Controls, briefly outlining the rationale. He also explained the cause-and-effect analysis is working well with other risks closing and reducing.

The Board noted the Summary Risk Report, acknowledging the scrutiny from the ARC.

12. MiCase & PQs (refer to Paper 7)

Linda referred the Board to the paper, drawing attention to the PQ from Pam Duncan-Glancy MSP for Glasgow and the letter from the Chair of the Scottish Advisory Group, Jim Elder-Woodward to Maree Todd, Minister of Social Care, Mental Wellbeing and Sport on Available Income and other matters.

The Board noted the MiCase & PQs.

13. ILF Fund Re-opening Report & Dashboard (refer to Paper 8)

Peter referred the Board to Paper 8, updating that 568 applications have been received with the rate increasing daily. The expectation is c.700 applications will be received 2024 to 2025. 115 engagement events have been completed to date during 2024 to 2025, which has led to the increasing rate of applications.

Concerns were raised regarding the Local Authority (LA) bottle neck which has slowed the application process with 4 LAs yet to submit any applications. Work to consider fresh allocation numbers to LAs for 2025 to 2026 is underway and will be shared in due course.

The Co-Production Working Group (CPWG) will meet again mid-March. The Board welcomed the positive addition of the Care Component included in the threshold sum criteria . The addition of the component has been well received. Further work by the CPWG to review the threshold sum and realise DPO led applications is ongoing. It is expected 100 DPO led applications will be available during 2025 to 2026 subject to agreement with SG and, of course, discussion with DPOs.

The Board acknowledged the incalculable amount of work over the last 18 months and thanked all staff for their continued hard work and focus to make independent living a reality for disabled people in Northern Ireland and Scotland.

The Board noted the ILF Fund Re-opening Report & Dashboard.

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

Anne-Marie shared that part 1 of the NCS Bill has been discarded. The amended Bill will be known as the Care Reform (Scotland) Bill.

The following have been agreed on by SG, COSLA and the NHS:

Anne’s Law being enshrined into the legislation to uphold the rights of people living in adult care homes to see loved ones and identify an essential care supporter
Ensuring all those working in or supplying services to the health and social care sector follow the same information standards allowing easier communication
Improved information standards allowing health and care services to communicate and strengthen the protection of adults at risk.
The creation of a National Chief Social Work Advisor Post, in statute to bring strategic leadership at a national level
There will be a National Social Work Agency established.

The Bill will also retain measures to establish a legal right to breaks for unpaid carers. Ahead of the legislation, SG have identified an additional £5 million in the draft 2025 to 2026 Budget to support 15,000 carers to take short breaks from their caring responsibilities.

Work to establish a NCS Advisory Board is progressing and will first meet in March, interim in the first instance until the full board is established.

The Board agreed that ILF Scotland should be a member of the NCS Advisory Board.

Anne-Marie advised that the planned meeting between SILC (Scottish Independent Living Coalition), Disability Equality Scotland, GDA, GCIL, LCIL, Inclusion Scotland, and COSLA was cancelled due to inclement weather (Storm Eowyn). Further discussions are ongoing to decide if SILC and COSLA will meet and can find common ground to be able to improve the lives of disabled people.

The Board noted the NCS & Social Care Crisis update.

15. Board Directors Register of Interests (refer to Paper 9)

The Board noted the Register of Declared Interest for 2025, acknowledging individual responsibility to update the Register if there any changes.

16. Framework Agreement (refer to Paper 10)

Peter spoke to the paper, reminding the Board the paper had been shared several weeks in advance to allow full scrutiny by the Board ahead of the meeting.

The key changes highlighted were:

Inclusion of the promotion and advancement of independent living
Specific revised delegated financial authorities
Inclusion of reference to UNCRPD, with SG considering. SG have asked disability equality colleagues for guidance and wording. (section 6)

The Board discussed the positive changes outlined, noting the Framework Agreement is with the Scottish Government for final agreement.

Action 5: The Board noted the Terms of Reference (ToR) will be reviewed following sign off of the Framework Agreement with Scottish Government and ToRs will be submitted for approval at a future Board Meeting.

The Board approved the revised Framework Agreement subject to no further material changes proposed by the Scottish Government.

17. Q3 2024 to 2025 Executive Summary & Operational Report (refer to Paper 11)

Harvey spoke to the paper highlighting the following key points:

Re-Opening: Over the past year, 115 engagement events have been completed by the SDS team which included raising awareness, sharing information, training etc. on top of business as usual. There has been a 70% year on year increase on activity due to the re-opening for example an increase in calls, reports and visits.
PA Rates: Harvey shared a worrying trend of an increase in hourly care provider rates with regular requests for over £30 per hour. This demonstrates the market is clearly not working for disabled people.
Transition Fund: 1^st time applicants have increased by over 10%, with Harvey sharing this is excellent, acknowledging there has been little engagement work over the last year.
Workforce Plan: Despite the SG Emergency Spending Controls being in place, the Sponsor Team approved Phase 1 in November 2024. This phase is to recruit the critical posts which are required to support the ‘back office’ functions of Finance, Policy, Communications, Digital & Information and Business Services. It is hoped Phase 1 will be completed within Q1 2025 to 2026, with both internal and external recruitment currently live.
Strategy Co-Production: Good engagement has been reported across all events with encouraging feedback from attendees: recipients, award managers, LAs , DPO and other stakeholders.

The Board noted the Q3 2024 to 2025 Executive Summary & Operational Report, thanking the Executive Team for the comprehensive detail within.

18. Health & Safety Report (01 October 2024 to 31 December 2024) (refer to Paper 12)

Aileen McNiven (Aileen) referred the Board to the Health & Safety Report giving Board Directors assurance on the Health & Safety management within ILF Scotland . The Board noted the Health & Safety Report.

19. Climate Change & Sustainability Strategy (refer to Paper 13)

Paul introduced the paper explaining the aim for ILF Scotland is to achieve Net Zero in relevant areas by 2040 and work in partnership with the Scottish Government on areas out with our control. ILF Scotland will aim to have an educated workforce who will make an individual commitment to reducing the carbon footprint in the workplace and aspirationaly into personal lives too.

Paul explained ILF Scotland will take a proactive approach to reducing ILF’s carbon footprint and maintain quality-of-service delivery.

The Chair thanked Mark Adderley (Mark) and Stephanie Hayle (Steph) who have both worked closely with Paul and the team to develop the strategy.

Following discussion the Board approved the Climate Change & Sustainability Strategy.

20. Net Zero Champion Update (verbal)

Steph shared that both Mark and Steph have recently looked at consistencies and training opportunities for the Net Zero aspirations outlined in the above Climate Change & Sustainability Strategy, to ensure best value is applied across the piece. Marion McDonald (Marion) offered to introduce Mark and Steph to an expert colleague who may be able to offer their skills and experience as appropriate to support the strategy implementation.

The Board noted the Net Zero Champion Update.

21. Equality Committee Update (verbal)

Steph gave a brief update on the recent Equalities Committee which included the following key points:

Following consultation by the Scottish Government the Equality Duty Action Plans and Equality Mainstreaming Reports should remain separate documents.
Equality Impact Assessments (EQIA) Training for Managers is ongoing and will be completed by the end of May 2025.
35 Hour working week evaluation delayed due to capacity within the team.
Neurodiversity Training – Steph shared potential providers to consider this training across the organisation.

The Chair thanked Steph for the update. The Board noted the Equality Committee update.

22. Digital & IT Strategy 2025 to 2028 (refer to Paper 14)

Paul spoke to the Digital & IT Strategy, thanking Mark and Alison for their supportive input in recent months.

Audit Scotland’s recommended a Digital & IT Strategy should be implemented with Paul and the team working hard to develop the strategy to ensure a viable approach across the organisation.

The Board noted the key aspiration of the strategy is to enable the strategic priority of sustainable growth i.e. being able to support more people accessing and using ILF Scotland funding.

The Board scrutinised and discussed the paper acknowledging the reasonable and practical approach. The Board approved the Digital & IT Strategy 2025 to 2028.

23. Cyber Security Champion Update (verbal)

Kirsty updated and assured the Board of the critical and diligent approach the organisation has to cyber security with annual cyber training provided to all staff and Board Directors by the Scottish Government.

The Board noted the organisation is conscious of the elevated risk during the transition phase to new systems. Kirsty acknowledged the sensible and ongoing approach adopted by ILF Scotland.

The Chair thanked Kirsty with the Board noting the Cyber Security Champion Update.

24. AOCB

Close of Meeting: 1:20pm

Next Board Meeting Dates:

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

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

Next Audit & Risk Committee: 10:30am, Tuesday 13 May 2025 (virtual)

Next Board Meeting: 11am, Tuesday 27 May 2025 (Denholm House)

Action Points

Action 1: The Board Directors to inform Linda of dates they can join the NI and / or Scotland Advisory Group.
Action by: Linda / Board Directors
Timescale: 2025 to 2026
Action: Dates circulated to Board Directors

Action 2: Linda will invite the Chairs of both Scotland and Northern Ireland Advisory Groups to join a Board Meeting during 2025 to 2026
Action by: Linda
Timescale: May 2025
Action: Complete. NI Chair will attend November 2025. Scotland Chair will attend September 2025.

Action 3: Kirsty Aird (Kirsty) offered to meet and work with Linda Scott (Linda) to consider options which will raise the visibility of the Board with staff and stakeholders.
Action by: Linda and Kirsty
Timescale: May 2025
Action: Linda and Kirsty met Wednesday 14 May 2025 to discuss options

Action 4: Aileen and Anne-Marie to identify a suitable date for the Governance session during 2025 to 2026
Action by: Aileen and Anne-Marie
Timescale: May 2025
Action: To be identified and confirmed

Action 5: The Board noted the Terms of Reference will be reviewed following final sign off of the Framework Agreement with the Scottish Government and ToRs will be submitted for approval at a future Board Meeting.
Action by: Peter, Aileen and Anne-Marie
Timescale: By August 2025
Action: On the 27 May 2025 Board agenda for approval.

20241022 - 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

20240625 - 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.

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

20240423 - 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