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, 9 OCTOBER 2007
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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 29 August 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 Customer Services presented a report (Paper G112), recommending the adoption of a revised Discretionary Rate Relief Policy to take effect from 1 April 2008.
He drew attention to an omission on page 5 of Appendix A. Members noted that the following should be added 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.”
Members noted that the proposals placed a new emphasis on applicants identifying how they proactively supported the Council’s priorities. They were aware that adoption of the proposed Rate Relief Policy would mean a reduction of around £83,000 in discretionary relief, with a corresponding reduction in cost of £62,000 for the Government, and £21,000 for the Council. Details of the range of premises affected were shown in paragraph 5.6 of Paper G112.
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.”
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The Head of Customer Services presented a report (Paper G113), reviewing performance and the resource used in recovering arrears of Council Tax and Non-Domestic Rates. The report also commented on the recovery of Housing Rents and Housing Benefit overpayments.
Members noted that in response to comments made by the Audit Commission, it was necessary for a strategic view to be expressed about cost-effective recovery of arrears of Council Tax and Non-Domestic Rates.
It was suggested that the Debt Management Strategy and Policy set out at Appendix B to Paper G113 be amended as follows:-
Paragraph 1.2 to read “To achieve that goal the Council will use any cost-effective means at its disposal to ensure that monies due are paid on time ……..”
In paragraph 1.3 add:-
“Is timely”.
RESOLVED
That the Head of Customer Services be requested to submit a report to the Strategy Committee on the Council’s Debt Management Strategy and Policy, including the cost of recovering Council Tax and Non-Domestic Rates arrears.
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The Head of Customer Services reported, with reference to Minute No. 26 of the meeting held on 29 August 2007, that performance in the first quarter of 2007/08 at 13.5 days was 3.5 days short of the 10-day target. In that period 90 applications had been determined. On investigation, it had been found that the shortfall had mainly arisen as a result of applicants failing to supply information promptly.
In hindsight, however, it was felt that the indicator was flawed and should be replaced with a more indicative measure of the speed of decision necessary to give potential applicants an early indication of the affordability of their intended choice of home. A new “Benefit Quote” indicator/service standard would be introduced from 1 October 2007, the target being to give an indication of benefit eligibility where requested within 24 hours. This, combined with the Local Housing Allowance system of benefit payment, which would take effect from 1 April 2008, would make for more informed and quick choices on tenancy options, necessary to support the Council’s priority of making affordable homes available across the District.
RESOLVED
That the position as outlined above be noted.
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The Head of Corporate Services presented a report (Paper G110), setting out the final status of the 2006/07 CPA Improvement Plan.
In the ensuing discussion, the following were among the points noted:-
Efforts were being made to integrate the Council’s various efficiency plans. Of the 45 actions, 30 (67%) had been completed, 13 (29%) partly completed, leaving only 2 (4%) which had not been progressed.
The evaluation and review of Local Strategic Partnerships had not yet been started, but was likely to be a major piece of work. The proposed Terms of Reference for the review would be submitted to the Overview and Scrutiny (Community Services) Committee meeting to be held on 4 December 2007.
RESOLVED
That the final position of the 2006/07 Comprehensive Performance Assessment Improvement Plan as set out in Paper G110 be noted.
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The Head of Corporate Services submitted a report (Paper G111) giving an overview of the current and predicted ICT capital budget position, together with local indicators used to measure the performance of the Information Management and Technology Section.
It was noted that there was an expected underspend of approximately 25%, largely due to delays in concluding the contract agreement for the Local Authority Modernisation Programme (LAMP). However, Macdonald Dettwiler and Associates (MDA) had given a commitment that the time lost would be regained, and that the overall cost would not increase. The I-Government Group would receive a report on this, and Officers were asked to ensure that the Overview and Scrutiny (Stewardship) Committee also received the report.
RESOLVED
That the ICT performance summary as set out in Paper G111 be noted.
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The Head of Corporate Services submitted a report (Paper G114), outlining progress on drawing up a “basket” of key indicators to be monitored by the Committee on a quarterly basis. A revised Appendix 1 to Paper G114 was circulated at the meeting.
It was noted that the Overview and Scrutiny (Stewardship) Committee was responsible for all Performance Indicators (PIs) and would be expected to draw the attention of the Overview and Scrutiny (Community Services) Committee to any PIs falling within that Committee’s remit, about which the Overview and Scrutiny (Stewardship) Committee had concerns. It was also confirmed that Overview and Scrutiny Committee Members would be involved in setting performance targets for 2008/09.
Members considered whether the proposed “basket” accurately reflected the Council’s priorities and would provide meaningful performance information on a quarterly basis. They agreed changes to the “basket” as set out in the Appendix attached to these Minutes. With reference to the inclusion of BVPI 199, it was noted that this would be updated three times per year, not quarterly.
RESOLVED
That the “basket” of Performance Indicators set out in the Appendix to these Minutes be approved, subject to any comments received from the Overview and Scrutiny (Community Services) Committee.
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The Head of Corporate Services submitted a report (Paper G115) 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.
The following additional items were noted:-
27 November 2007 - to receive and agree an Overview and Scrutiny Handbook.
11 December 2007 - to scrutinise the draft revised Corporate Plan for 2008/12 – progress report.
29 January 2008 - to receive an update report on LAMP from the Information Management Group.
Information about unadopted areas to be added to the list of topics identified for future meetings.
RESOLVED
That the Work Plan submitted as Paper G115 be noted, subject to the amendments referred to above.
Note: The Committee adjourned for refreshment between 11.20 a.m. and 11.35 a.m.
The business of the meeting was concluded at 1.30 p.m.
Chairman
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