29th August 2007 - Minutes

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, 29 AUGUST 2007

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22 Declaration Of Interests,
23 Minutes,
24 Petitions,
25 Questions From Members,
26 Finance And Peformance Management - Quarterly Monitoring Report,
27 Options For The Presentation Of Performance Information To Overview And Scrutiny Committees,
28 Best Value Performance Indicators - User Satisfaction Surveys 2006/07,
29 Annual Monitoring Of Complaints,
30 Corporate Business Risks 2007/08,
31 Benefit Fraud,
32 Work Plan,


PRESENT: Mr D M Busby – Chairman

22  DECLARATION OF INTERESTS

There were no declarations of interest.

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23 MINUTES

RESOLVED

That the Minutes of the meeting held on 17 July 2007 be confirmed and signed as a correct record.

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24 PETITIONS

None received.

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25 QUESTIONS FROM MEMBERS

None received.

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26 FINANCE AND PERFORMANCE MANAGEMENT – QUARTERLY MONITORING REPORT

The Head of Finance and the Head of Corporate Services submitted a joint report (Paper G81) setting out significant issues with regard to financial and performance information for the period up to 30 June 2007.

Members recognised that it was difficult to predict year-end outcomes based on information relating to one quarter.  In addition, the following were among the points noted:

Performance Information

• The Committee discussed the Performance Indicators (PIs) for which it was specifically responsible and which were below target as set out in paragraph 5.12 of Paper G81.  Members noted that BV8, BV11b, BV11c, BV14, BV16a and BV17a related to performance that was difficult for the Council to influence.  The Committee requested further information about performance relating to LPI17, LPI49 and LPI51.
  
• With reference to Appendix 1 to Paper G81, in some cases where data was not available, this was because the PI was new, so no target had been set.  Officers were asked to give a brief explanation where “data not available” appeared in future reports.
   
• It was suggested that the Overview and Scrutiny Committees should consider targets in-depth before the Strategy Committee undertakes its annual target-setting exercise in June 2008.

Financial Information

• Members noted the key potential budget variations set out in paragraph 5.16 of Paper G81.  They noted in particular a potential underspend of up to a £150,000 on salaries, recruitment and corporate training costs.  It was also noted that it might be appropriate in due course to consider using some of these funds to support the Pathfinder initiative. 
  
• In relation to the Housing Revenue Account (HRA), Members noted that the key risk area identified in Quarter 1 was work on void properties.  It was suggested that the Housing Panel should be asked to consider this issue. 
  
• With reference to the Capital Programme, Members noted that there was an overall projected underspend of approximately £580,000, mainly due to slippage.  Key project variations were:  the new depot planned as part of the joint refuse contract (£200,000); ICT (£230,000 which represented over 20% of the approved budget); and Private Sector Renewal grants/loans (£105,000).  It was suggested that consideration should be given to the possibility of off-setting this underspend by bringing forward items from future years’ Capital Programmes.

RESOLVED

(1) 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 G81 be noted.

(2) That a further report on Local Performance Indicators 17, 49 and 51 be submitted to the Committee.

RECOMMENDED TO STRATEGY COMMITTEE

That key variations as set out in paragraph 5.16 of Paper G81 be noted, on the understanding that Action Plans will be drawn up to deal with the potential variations as appropriate, with the Overview and Scrutiny (Stewardship) Committee monitoring these.  Further that the Action Plans be reported to the Service and Financial Planning Group.

27 OPTIONS FOR THE PRESENTATION OF PERFORMANCE INFORMATION TO OVERVIEW AND SCRUTINY COMMITTEES

The Head of Corporate Services submitted a report (Paper G82) setting out options for the presentation of performance information to further assist Members in their Overview and Scrutiny roles.

It was noted that the Government had announced its intention to put forward a new performance framework for local areas from 2008/09 and that this would incorporate changes to the way performance needed to be managed within the Council.  Until March 2008 the Council would be required to collect and monitor performance against over 90 nationally set BVPIs.  Members were asked to indicate how they wished to be updated on performance information in the future. 

In the discussion that followed, Members expressed their preference for quarterly reports giving the same amount of comparative data as set out in Appendix 1 to Paper G81 (Minute No. 26 above refers), but with additional information relating to actual numbers and costs.  This information should relate to a “basket” of 10 or 12 indicators closely linked to the corporate priorities.  In addition, Members wished to be kept informed of any exceptions (indicators where performance was significantly above or below target or where performance was significantly deteriorating).

It was also suggested that the Committee should look in-depth at each of the Council’s Corporate Priorities once a year, and that the Chairman should be informed of any significant performance variations at an early stage.

RESOLVED

(1) That on a quarterly basis the Committee receive a report on a “basket” of key indicators, together with any other significant exceptions (Option 5 as set out in Appendix 1 to Paper G82).

(2) That once a year the Committee receive a report on all performance indicators and that this be linked to the annual target-setting exercise.

(3) That any significant performance variation be reported to the Chairman of the Overview and Scrutiny (Stewardship) Committee as soon as practicable after officers become aware of it.

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28 BEST VALUE PERFORMANCE INDICATORS – USER SATISFACTION SURVEYS 2006/07

The Head of Corporate Services submitted a report (Paper G83) summarising the results of four satisfaction surveys undertaken by the Council in 2006/07.  The BVPI summary and trends set out on pages 6 and 7 of Appendix A to the report were particularly noted, together with the following points:-

• Seven of the twelve indicators had improved since the previous surveys, but the position on two of the BVPI’s had significantly deteriorated.  These related to satisfaction with overall service provided by the Council and satisfaction with household waste collection.  Members noted that nationally most councils had registered a drop in satisfaction with their overall service.  The dissatisfaction with household waste collection was being investigated by the Head of Natural and Built Environment.
  
• Although satisfaction with complaints handling had improved by 1% since the previous survey, the current level of 28% was the lowest in Suffolk and lowest quartile nationally. 
  
• Officers were asked to draw up a report on informal complaints handling for the meeting of the Committee scheduled for 27 November 2007.  It was suggested that the following areas should be considered:-

improvements to procedures for acknowledging, recording and following up complaints;

opportunities for improvements to customer care as a result of the Customer Access Service Transformation (CAST) exercise;

the possible appointment of a Member champion for customer care/complaints.

• Members also noted that street cleansing had been perceived as worse by over 30% of respondents.  They suggested that an Action Plan for improvement should be submitted to the Overview and Scrutiny (Community Services) Committee.  Members believed that part of the problem related to non-adopted new housing estates, and officers were asked to provide information on the number of non-adopted areas in the District and the number of households affected.

RECOMMENDED TO STRATEGY COMMITTEE

(1)   That complaints handling be focused on as a priority issue for improvement. 

(2)   That an Action Plan for improving satisfaction with street cleansing be submitted to the Overview and Scrutiny (Community Services) Committee.

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29 ANNUAL MONITORING OF COMPLAINTS

The Head of Corporate Services submitted a report (Paper G84) concerning complaints about the Council in 2006/07, whether received by the Council or by the Local Government Ombudsman. 

RESOLVED

That the report on the annual monitoring of complaints submitted as Paper G84 be noted.

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30 CORPORATE BUSINESS RISKS 2007/08

The Head of Finance submitted a report (Paper G85), linking each of the Corporate Business Risks in the Significant Business Risks Register to the Council’s strategic business objectives and corporate priorities.

RESOLVED

That the links between Corporate Business Risks and the Council’s strategic business objectives and corporate priorities as set out in Paper G86 be noted.

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31 BENEFIT FRAUD

The Head of Finance and the Head of Customer Services submitted a joint report (Paper G85), giving an overview of the work undertaken by officers, and the processes in place, in order to reduce or eliminate fraud and error within the Benefits system. 

RESOLVED

That the information on benefit fraud contained in Paper G85 be noted.

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32 WORK PLAN

The Head of Corporate Service submitted a report (Paper G87) 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. 

Members noted that it was hoped to bring the following reports to the meeting scheduled for 9 October 2007:  service standards; and proposals for the new “basket” of indicators to be used for the new style performance monitoring reports (Minute No. 27 above refers).

RESOLVED

That the Work Plan submitted as Paper G87 be noted.

Note:  The Committee adjourned for refreshment between 11.00am and 11.15am.

The business of the meeting was concluded at 12.45 pm.

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Chairman