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BABERGH DISTRICT COUNCIL
OVERVIEW AND SCRUTINY
(COMMUNITY SERVICES) COMMITTEE
MINUTES OF A MEETING OF THE OVERVIEW AND SCRUTINY (COMMUNITY SERVICES) COMMITTEE HELD IN THE COUNCIL CHAMBER, COUNCIL OFFICES, CORKS LANE, HADLEIGH ON TUESDAY 29 NOVEMBER 2005
PRESENT: Mr C J Hunt – Chairman
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Mr K Grimsey |
Mr J A B Long |
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Mr D G Grutchfield |
Mr J W Roberts |
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Mr B D Hurren |
Mr J R A Sayers |
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Mr R E Kemp |
Mr D L Wood |
Mrs S P Clarke, Babergh’s representative on the Babergh East Local Strategic Partnership (LSP) Board, attended the meeting for the discussion referred to in Minute No. 45 below.
39 DECLARATIONS OF INTEREST
Mr J R A Sayers declared a personal interest in Item 6 of the Agenda – Police Force Restructuring – by virtue of the fact that his son is a serving member of the Suffolk Constabulary. He indicated, however, that his interest was such that he was able to speak and vote on the matter concerned.
Mr D L Wood declared a personal interest in Item 6 of the Agenda – Police Force Restructuring – by virtue of his Vice-Chairmanship of the Police Authority, but indicated that his interest was such that he was able to speak and vote on the matter concerned.
40 MINUTES
RESOLVED
That the Minutes of the meeting held on 4 October 2005 be confirmed and signed as a correct record.
41 PETITIONS
None received.
42 QUESTIONS FROM MEMBERS
None received.
43 POLICE FORCE RESTRUCTURING
Mike Hammond, Corporate Director, submitted a report (Paper E220) concerning the proposed restructuring of the Police Forces in the East of England.
Mr Alistair McWhirter, Chief Constable of the Suffolk Constabulary, made a presentation to the meeting concerning the proposals. He explained that police forces across the country were being reviewed. He outlined the three new police force models which had been short-listed for the East of England. The Home Office had imposed a very tight timetable for responses to the proposals. The Suffolk Constabulary was seeking the views of local residents and key partners but needed to receive them by 2 December 2005.
Mr McWhirter explained that the Police Authority had been asked to submit a business case to the Home Office by 24 December 2005. If it were to choose not to invite the Home Secretary to amalgamate the forces a four month consultation process would ensue. He gave his responses to the questions set out in Paragraph 4.3 of Paper E220. In doing so he emphasised that the principles of neighbourhood policing would remain central to any new amalgamated force. He also confirmed that the Southern Area Basic Command Unit (BCU) which covered Ipswich and Babergh would remain intact.
Mr McWhirter answered a number of questions raised by Members. The Chairman thanked him for his presentation. Mr McWhirter left the meeting.
In the ensuing discussion the following were among the points noted:-
- Members welcomed the opportunity to comment on the proposals but were concerned that the financial case for an amalgamation had not been properly made.
- There was great concern at the speed with which the proposals were being considered, leaving inadequate time for full consultation.
- Any amalgamation might lead to resources being diverted away from Suffolk because of its relatively low crime rate.
- It would be important to maintain and support the basic command unit and the local Crime and Disorder Reduction Partnership and to strengthen accountability for performance at local neighbourhood level.
- The need to improve communications especially for non-emergency cases was highlighted.
- The existing force in Suffolk was seen as high performing, low cost, accountable and focused. None of the options had been costed and all appeared to give the people of Suffolk less influence and less control.
RESOLVED
That following the Chief Constable’s presentation and the discussion by the Committee, Mike Hammond, Corporate Director, in consultation with the Chairman of the Overview and Scrutiny (Community Services) Committee and the Chairman of Strategy Committee, prepare a response from Babergh and ask that the Suffolk Constabulary and Police Authority take it into account when responding to the Home Office.
44 WORK PLAN
The Acting Head of Legal and Administrative Services submitted a report (Paper E211) which provided details of the Committee’s anticipated work for the remainder of 2005/06, including the items that may be the subject of call-in procedures.
Members endorsed the value of having presentations to the Committee such as those given recently on health and policing services.
RESOLVED
That the Work Plan submitted as Paper E211 be noted.
45 REPORTS FROM REPRESENTATIVES ON OUTSIDE BODIES: BABERGH EAST LOCAL STRATEGIC PARTNERSHIP (LSP) BOARD
Mrs S P Clarke, Babergh’s representative on the Babergh East LSP Board presented a report (Paper E217) updating Members on the progress made to date. It was noted that the Board had tried to avoid duplication with other bodies and had agreed to focus on a shortlist of projects as set out in the report.
RESOLVED
That the report on the Babergh East LSP submitted as Paper E217 be noted.
46 THE CHILDREN ACT 2004
The Head of Leisure and Community Services presented a report (Paper E212), advising Members of the impact on District Councils of the Children Act 2004. Proposed and on-going actions by Babergh were set out in the report, together with an Action Plan for which approval was sought.
RESOLVED
(1) That the report submitted as Paper E212 be noted.
(2) That the Action Plan attached as Appendix 1 to Paper E212 be approved.
47 PERFORMANCE MANAGEMENT – QUARTERLY REPORT
The Corporate Support Manager presented a report (Paper E213) setting out the latest figures for the Best Value Performance Indicators (BVPIs) and Local Performance Indicators (LPIs) included in the Corporate Plan. The figures covered the period 1 April to 30 September 2005.
Regarding BV183b relating to homelessness and the average length of stay in hostels, the Housing Division had recommended that the targets for 2005/06 and 2006/07 be revised and Members accepted this proposal.
Regarding BV212 relating to the average time to re-let Local Authority housing, the Housing Division had recommended that the target for 2005/06 be changed from 21 to 35 days. Members expressed concern at the length of time some properties were standing empty and believed that further consideration should be given to the following issues:-
- The introduction of a system whereby tenants could be required to make a financial deposit to help offset the cost of works carried out to void properties.
- What action might be taken against tenants who neglect their property.
- Measures to increase value for money and improve turnaround time on empty properties.
- A system of inspection by the Council as landlord in the course of each tenancy.
The Head of Housing and the Head of Technical Services were asked to bring forward a joint report on these issues, the terms of reference of the report to be clarified at the meeting scheduled to be held on 7 February 2006. It was noted that at its meeting on 22 November 2005 the Overview and Scrutiny (Stewardship) Committee had asked the Overview and Scrutiny (Community Services) Committee to consider whether some form of bond could be implemented within the context of the new Choice Based Lettings arrangements.
On the understanding that a report would be prepared by the Head of Housing and the Head of Technical Services, it was proposed and seconded that the targets for BV183b and BV212 be revised as suggested by the Housing Division. An amendment was proposed and seconded to the effect that the target for BV212 should not be changed, but upon being put to the vote, it was lost.
RESOLVED
(1) That the performance information contained in Paper E213 be noted.
(2) That in relation to BV183b (homelessness – average length of stay in hostels) the targets for 2005/06 and 2006/07 be changed from 24 to 40 weeks and the target for 2007/08 be changed to 24 weeks.
(3) That in relation to BV212 (average time to re-let Local Authority housing) the target for 2005/06 be changed from 21 to 35 days.
48 COMPLAINTS MONITORING
The Corporate Support Manager presented a report (Paper E214) setting out the complaints received in 2004/05 concerning the services coming under the responsibility of the Overview and Scrutiny (Community Services) Committee. The Overview and Scrutiny (Stewardship) Committee had requested that these be drawn to the attention of the Overview and Scrutiny (Community Services) Committee.
It was noted that the number of complaints had increased compared to the previous year and that many of them involved planning. Members recognised that often the need to reach timely decisions on planning applications restricted the amount of time which could be allowed for public participation in the decision making process, which in turn could lead to complaints. It was hoped that the Business Process Re-engineering exercise currently underway in Planning Control would improve efficiency and lead to a reduction in the number of complaints.
It was recognised that Members themselves played an important role in dealing with complaints from members of the public. It was noted that the Overview and Scrutiny (Stewardship) Committee had previously resolved that Ward Members should be advised of complaints reaching the Ombudsman, and of official complaints to Babergh, and that this would be done as part of the review of the complaints procedure.
RESOLVED
That the report on Complaints Monitoring submitted as Paper E214 be noted.
49 CAPITAL PROGRAMME MONITORING
The Head of Technical Services and the Head of Finance and Performance Review submitted a joint report (Paper E202) setting out progress on the current year’s Capital Programme to the end of September 2005.
It was noted that every effort would be made to achieve the targets for minimum levels of expenditure compared to the 2005/06 budget of 97% for Council housing and 89% for other services.
However, it seemed likely that the final results would narrowly miss the targets. There had been particular problems relating to the Sandringham Court and the Stour House schemes. It was now clear that there would be no capital expenditure on Stour House in the current financial year. It would remain occupied for approximately 18 months.
RESOLVED
That the overall position on the Capital Programme at the end of September 2005 as set out in Paper E202 be noted.
50 REVIEW OF PROCEDURES FOR RE-CHARGEABLE WORKS
The Head of Technical Services submitted a report by the Re-charges Study Group (Paper E215) setting out the findings of a review of the procedures used to re-charge Council tenants, lease holders and owners of former Council owned properties for any works where they have a payment liability. The Tenants Forum had been given an opportunity to comment on the Group’s recommendations. A paper setting out the Forum’s response was circulated at the meeting and subsequently numbered Paper E215A.
The Tenants Forum had requested that the Council consider making a payment to a tenant where a contractor fails to attend a pre-set appointment. The Head of Technical Services was asked to consider the appropriateness of this suggestion when letting new contracts.
The Group was thanked for its hard work.
RECOMMENDED TO STRATEGY COMMITTEE
That the improved procedures listed in paragraph 4.7 of Paper E215 be implemented wherever relevant to re-chargeable works or shared costs.
Note:- The Committee adjourned for refreshments between 11.10 a.m. and 11.25 a.m.
The business of the meeting was concluded at 1.00 p.m.
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Chairman
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