BABERGH DISTRICT COUNCIL
OVERVIEW AND SCRUTINY (STEWARDSHIP) COMMITTEE
MINUTES OF A MEETING OF THE OVERVIEW AND SCRUTINY (STEWARDSHIP) COMMITTEE HELD IN THE COUNCIL CHAMBER, COUNCIL OFFICES, CORKS LANE, HADLEIGH ON TUESDAY, 27 NOVEMBER 2007
PRESENT: Mr D M Busby – Chairman
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Mr J C Brand
Mr J R B Cave
Mr D G Grutchfield
Ms J A Jenkins |
Mr C A Roberts
Mr D M Walton
Mr G S White
Mr L H Young |
There were no declarations of interest.
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RESOLVED
That the Minutes of the meeting held on 9 October 2007 be confirmed and signed as a correct record.
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None received.
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None received.
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The Head of Finance presented a report (Paper G149) which set out the action taken and progress made on managing the significant business risks facing the Council.
In the ensuing discussion the following were among the points noted:-
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The Audit Commission’s final 2007 Use of Resources judgement was awaited. The provisional overall assessment is level 3 (performing well), but the provisional score for risk management is level 2 as in 2006. This will be discussed further with the auditors and the aim is to achieve level 3 for 2008.
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The current Risk Management Strategy and processes almost fully addressed the criteria for achieving level 3, although in order to achieve that level a number of actions would be required by 31 March 2008, as set out in paragraph 5.4 of the report.
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The Council needed assurances about the management of risks relating to significant partnerships. A report setting out criteria, methodology and a timetable for a review of the Council’s Strategic Partnerships would be considered by the Overview and Scrutiny (Community Services) Committee at its meeting on 4 December 2007. -
Care will be needed in relation to any shared service or partnership agreements with other authorities in relation to any possible merger(s) arising from the Pathfinder initiative. However, Members were of the opinion that this risk could be managed, and that the need to achieve savings through shared services is a high priority.
RESOLVED
(1) That the position on managing each of the Council’s significant business risks as set out in Paper G149 be noted.
(2) That a report covering the matters referred to in paragraph 5.4 of Paper G149 be brought to the Committee’s next meeting.
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The Head of Finance and the Head of Corporate Services submitted a joint Report (Paper G148), providing an integrated picture of the significant issues relating to finance and performance management in the current year up to 30 September 2007.
It was noted that the sixth line of Appendix 1a should refer to BV109c – the percentage of other planning applications determined in eight weeks.
In the ensuing discussion the following were among the points noted:-
- Members appreciated the efforts made to integrate financial and performance management information and welcomed the new reporting arrangements on a basket of key Performance Indicators (PIs).
- On the General Fund Revenue Budget a net saving/underspend of up to £150,000 could arise. This will depend on the level of increased expenditure on concessionary bus fares and other factors.
- Based on current information, the new Concessionary Bus Fares scheme could lead to additional costs of between £160,000 and £310,000. The Strategy Committee at its meeting on 15 November 2007 had supported in principle the retention of a 24/7 concessionary travel scheme in Babergh and across Suffolk. Reducing the hours of service would not have a major impact on reducing costs. Nationally local authorities were lobbying the Government to press for additional funding to support the new scheme.
- On the Housing Revenue Account (HRA), there were strong indications that the additional cost of up to £100,000 on void properties which arose in 2006/07 would be repeated in 2007/08. This further overspend on void properties would make it difficult to achieve the plan to recover excess costs on the HRA which had occurred in 2006/07. The Housing Panel was considering the position and the outcome would be reported in the next monitoring report to the Overview and Scrutiny (Stewardship) Committee.
- On the Capital Programme, the HRA target of 97% of budget spend appeared achievable. There was an overall projected underspend of approximately £500,000 in relation to the General Fund. Expenditure on a new depot for the joint refuse contract (for which £180,000 had been set aside) was unlikely to occur in the current financial year.
- Overall, the current position on performance management was very positive, with 97% of PIs in the basket improving. However two key PIs were deteriorating, as follows:-
BV109c – the percentage of other planning applications determined in eight weeks.
BV212 – average time taken to re-let local authority housing.
- Possible reasons for the poorer performance on other planning applications were discussed. Members were aware that this was an area monitored regularly by Officers and by the Development Committee, but they also wished to keep the performance under close scrutiny.
- BV66a-d relating to rent collection showed a small deterioration in performance. This appeared to be a trend, so further close monitoring was required.
- There were no significant variances that required reporting to the Strategy Committee.
RESOLVED
That the key points relating to variations against the 2007/08 Budget, Best Value Performance Indicators (BVPIs) and Local Performance Indicators (LPIs) as set out in Paper G148 be noted.
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The Head of Corporate Services and the Head of Customer Services submitted a joint report (Paper G150) updating Members on progress in understanding why user satisfaction with informal complaints handling was low, and suggesting the next steps in remedying the situation.
In the ensuing discussion the following were among the points noted:-
- The User Satisfaction Surveys considered at the Committee’s meeting held on 29 August 2007 had indicated that satisfaction with informal complaints handling was low. These Surveys predated the establishment of the new customer services arrangements which had been put in place in the current financial year.
- Research into complaints handling best practice had been carried out and the findings were summarised in the report. A number of issues had been identified for further investigation and these were set out in paragraph 5.6 of Paper G150.
- Officers advised that the report focused on the handling of customer care and informal complaints handling. Some Members made suggestions as how further to obtain the views of parish councils, in particular about Babergh’s general performance. It was noted that the Council was currently holding its Parish liaison meetings, prior to which Parish Councils were asked to raise any issues of concern. There was a debate on this issue and it was agreed that officers would provide assistance in seeking the views of parish councils, outside of formal committee, for those Members requesting it.
- Members stressed the importance of defining when an inquiry becomes an informal complaint and of following up issues to ensure that the customer is informed of the outcome of his or her complaint.
- It was recognised that further staff training on customer care would be required and proposals would be included in the report to be submitted to the Committee at its meeting scheduled for 29 January 2008.
RESOLVED
(1) That the findings of research undertaken to understand Babergh’s low performance on customer satisfaction with complaint handling as set out in Paper G150 be noted.
(2) That the next steps outlined in paragraph 5.7 of Paper G150 to address the issue of customer care and informal complaint handling be approved.
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Members noted that the Strategy Committee at its meeting on 15 November 2007 had not accepted the recommendation to adopt the Rate Relief Policy attached as Appendix A to Paper G112. (Minute No. 37 of the meeting of the Overview and Scrutiny (Stewardship) Committee on 9 October 2007 refers.) The Strategy Committee had referred the matter back to the Overview and Scrutiny (Stewardship) Committee for reconsideration.
The Head of Customer Services presented a report (Paper G151) setting out the issues that had arisen during the Strategy Committee’s debate. Attached to Paper G151 were the current Rate Relief Policy and a list of premises currently receiving relief, sorted by rateable value. It was noted that the Strategy Committee had also received a supplementary sheet providing a list of the properties referred to in paragraphs 5.6 and 5.8 of Paper G112, which would no longer be eligible for assistance if the proposed policy were introduced. The circumstances surrounding the circulation of this list were explained.
In the ensuing discussion the following were among the points noted:-
- There was general support for the new Discretionary Rate Relief Policy as set out in Paper G112, the aim of which was to enhance the sustainability of rural communities and promote a thriving economy.
- Rate relief was seen as a good way of levering funds into the local community, provided that appropriate limits were set. Inevitably some businesses would fail to qualify. Under the proposed new policy, 14 businesses currently receiving rate relief would fail to meet the new criteria. They could, however, be invited to apply for rate relief under Section 49 of the Local Government Finance Act 1988, which allows the Council to grant rate relief to any rate payer to alleviate hardship. Under these regulations the Authority would be able to consider a wide range of criteria in deciding whether or not to grant rate relief.
- There could be small businesses in the District which support local communities, which may meet the current criteria for Small Business Rate Relief (SBRR). Small businesses not in receipt of rate relief are regularly encouraged to apply for relief, but some do not respond.
- Currently recreational clubs (sports, hobbies etc.) with a rateable value of less than £10,000 received 100% discretionary rate relief. Under the proposed new scheme, in the case of sports clubs, only those which register as a Community Amateur Sports Club (CASC) with H M Revenues and Customs would be eligible for assistance. This was to encourage clubs to take up other forms of relief readily available to them before looking to the Council for assistance. Clubs had been made aware of the position during the last two years. (CASC registration principles mirror the Council’s proposed policy and give long-term security of mandatory relief.) If necessary Babergh could assist clubs with the registration procedure, which is in any case very simple. Clubs not able to register as a CASC would continue to receive 100% relief under the proposed policy. Sports clubs able to register as CASC but deciding not to, would be encouraged to apply for relief under Section 49 of the Local Government Act 1988 relating to hardship, to allow the Council to consider their case on merit.
- Under the proposed new policy there would be no change for charity shops. They only receive 80% mandatory relief initially as it was recognised that they were in competition with local businesses for shop sites. Discretionary rate relief would only be awarded where there were clear benefits to local communities.
RECOMMENDED TO STRATEGY COMMITTEE
That the Rate Relief Policy attached as Appendix A to Paper G112 be adopted and come into effect from 1 April 2008, subject to the addition of the following to the list of additional or supplementary criteria to be taken into account for facilities in a rural settlement:-
“The rateable value of the premises is £10,000 or less”.
RESOLVED
That the Head of Customer Services in consultation with the Chairman of the Overview and Scrutiny (Stewardship) Committee be authorised to finalise the wording of a report to the next meeting of the Strategy Committee.
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The Head of Corporate Services submitted a draft Overview and Scrutiny Handbook (Paper G152).
It was noted that a Review of the Overview and Scrutiny Role at Babergh had been undertaken in 2006. As part of an Action Plan arising from that review, it had been agreed that a Babergh Overview and Scrutiny Handbook (which could be a Guide for Members, Officers and the general public) be developed. Following consultation with various Officers and the Chairmen of the two Overview and Scrutiny Committees, a draft Guide had been developed as set out in Paper G152, which Members were requested to adopt.
Members noted that in future the Handbook might need to be amended as a result of the deliberations of the Constitutional Review Task Group.
RESOLVED
That, subject to the concurrence of the Overview and Scrutiny (Community Services) Committee, the Overview and Scrutiny Handbook submitted as Paper G152 be adopted with immediate effect.
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The Head of Corporate Services submitted a report (Paper G153) which provided details of the Committee’s anticipated work for the remainder of 2007/08, including items that may be the subject of call-in procedures.
RESOLVED
That the Work Plan submitted as Paper G153 be noted.
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Note: The Committee adjourned for refreshments between 11.22 a.m. and 11.37 a.m.
The business of the meeting was concluded at 1.24 p.m.
Chairman
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