Agenda and minutes

To confirm the minutes of the last meeting of the Cabinet Committee held on 18 June 2007 (previously circulated).

RESOLVED:

That the minutes of the meeting of the Committee held on 18 June 2007 be taken as read and signed by the Chairman as a correct record.

(Head of Research and Democratic Services) To declare interests in any item on this agenda.

No declarations of interest were made pursuant to the Council's Code of Conduct.

Section 100B(4)(b) of the Local Government Act 1972, together with paragraphs 6 and 25 of the Council Procedure Rules contained in the Constitution require that the permission of the Chairman be obtained, after prior notice to the Chief Executive, before urgent business not specified in the agenda (including a supplementary agenda of which the statutory period of notice has been given) may be transacted.

In accordance with Operational Standing Order 6 (non-executive bodies), any item raised by a non-member shall require the support of a member of the Committee concerned and the Chairman of that Committee. Two weeks’ notice of non-urgent items is required.

It was noted that there was no other urgent business for consideration at this meeting.

(Performance Improvement Manager) To consider the attached report.

The Committee considered a report on the Best Value Performance Indicator elements of the statutory “General”, Planning and Benefits customer satisfaction surveys for 2006/07.

Members noted that in 2000, the Government had introduced Best Value Performance Indicators that required local authorities to survey residents and service users in relation to customer satisfaction every three years.  Surveys had previously been carried out in 2001/02 and 2003/04.  The most recent exercise had included a "General" survey focusing on key areas of the Council's corporate performance including the environment, waste management, cultural and recreational issues, a Planning survey, a Benefits survey and a Tenants' survey.  The Committee noted that the results of the Tenants' survey had already been reported to members.

The Committee was advised that in relation to the "General" survey, the Planning survey and the Benefits survey, the Council had participated in joint arrangements with other authorities in the County in order to secure a basis for benchmarking and comparison.

Members compared the results of the 2006/07 surveys with the Council's results for 2003/04, the national average for 2006/07 and the average of other Essex District authorities for last year (where available).  The Committee noted that representatives of the agencies that had conducted the surveys would be making a detailed presentation to members on 18 October 2007, the full report had been published on the Council's website and copies had been placed in the Members' Room.

The Committee noted that the latest surveys had revealed that satisfaction levels had increased or been maintained in a majority of areas.  However, the results reflected respondents' views at the time the surveys were undertaken and satisfaction could be adversely affected by negative publicity and perception in relation to both local and national issues.  Account was therefore taken of the fact that over the last year the Council had been subject to negative publicity in relation to several high profile waste management and planning issues.  Members also noted that in relation to responses regarding complaints these did not reflect formal complaints made in accordance with the Council's Compliments and Complaints Procedure and it was likely, therefore, that many of the responses referred to issues in which clarification had been sought rather than a formal complaint.

Members were advised that since completion of the 2006/07 round of surveys, a number of Essex authorities had expressed interest in repeating some or all of the surveys during 2007/08 and possibly on an annual basis each year between the requirement for the statutory surveys, as a means of gathering interim satisfaction data and tracking performance.  It was understood that most of the authorities that were interested in repeating the surveys in 2007/08 required the "General" survey only, although a minority also wished to re-run the Benefits, Planning and Tenants' surveys.

            RESOLVED:

(1)            That the Council's results in respect of the Best Value Performance Indicator elements of the statutory “General”, Planning and Benefits customer satisfaction surveys for 2006-07 be noted;

(2)            That the arrangements for presentations on the full results  ...  view the full minutes text for item 15.

(Head of Finance) To consider the attached report.

The Committee considered a report regarding a framework for the budget 2008/09 including a number of issues that would affect the Council in the short to medium term.

Members were advised that the following matters represented the greatest areas of current financial uncertainty and risk to the authority:

(a)        internal and external restructuring;

(b)            changes to the statutory Concessionary Fares Scheme;

(c)        future Local Government Finance Settlements;

(d)            capitalisation of pension deficit payments;

(e)            Customer Services Transformation Programme;

(f)            ongoing difficulties with recruitment and retention;

(g)        a new waste service provider and higher recycling targets;  and

(h)            restriction on future Council Tax increases.

In relation to internal restructuring, the Head of Finance reported that, subject to approval by full Council, new Directors would be taking up their posts on 1 October 2007.  It would be some time before they would be able to establish any additional costs that might be necessary to ensure adequate organisational capacity or any savings that might arise through the merging of sections/functions now duplicated in the new structure.  He indicated that some DDF expenditure might be necessary on accommodation and equipment to make sure that each business unit was appropriately located and resourced.  Members noted that given this level of complexity and uncertainty the financial forecast currently assumed that once the internal restructuring had been completed it would be cost neutral.  The Committee was advised that no assumptions had been built into the four year forecast for any external restructuring which might arise as a result of services either being outsourced or provided jointly with another local authority.

The Committee noted that, if successful, outstanding appeals by bus operators against the changes made to the Concessionary Fares Scheme from 1 April 2006 could increase the costs to local authorities significantly.  In addition, on 1 April 2008 further changes are to be made to the statutory scheme in order to provide free travel nationally.  The Head of Finance advised that the Government's proposals on how this would be achieved were awaited and that the financial forecast did not include any additional costs for either higher charges for the current scheme or the new scheme.

Members were advised that the Department for Communities and Local Government (DCLG) were currently conducting a consultation on possible changes to the Grant Allocation System from 1 April 2008.  Currently it appeared unlikely that there would be wholesale changes to the system and when the figures were released it was hoped that they would cover a three year period.  The Committee noted that the four year forecast agreed in February had been on the basis that gross Government grant would increase by 2% per annum and that floor limitations would reduce thereby producing net grant increases of 3.5% for 2008/09 and 2.5% for 2009/10.  The Head of Finance advised that these assumptions were not felt to be excessive but that members should note that a risk existed in placing reliance on them.

In relation to Pension Fund Deficit Contributions and Capitalisation Directions,  ...  view the full minutes text for item 16.

(Head of Finance) To consider the attached report.

The Committee considered a report proposing amendments to the Corporate Risk scores.  The Head of Finance reported that a fully updated version of the Corporate Risk register would be presented to the next meeting on 19 November 2007 reflecting changes to the Top Management Structure from 1 October 2007.

            RESOLVED:

            That the following amendments to risk ratings be agreed:

(Head of Finance) This report was presented to the Audit and Governance Committee meeting held on 13 September 2007, and is placed before the Cabinet Committee as an information item.

The Committee received the Annual Governance Report prepared by the Audit Commission which had been considered by the Audit and Governance Committee on 13 September 2007.

The Head of Finance reported that since the meeting of the Audit and Governance Committee the Council had received confirmation that the accounts had been signed off and that no amendments had been necessary.  Members were informed that having taken expert advice, officers firmly believed that the treatment of VAT on the Wickfields transaction had been handled correctly, but confirmation would still be sought from HMRC

            RESOLVED:

(1)            That the Annual Governance report providing a summary of the work undertaken by the Audit Commission during the 2006/07 Audit of Accounts be noted;  and

(2)            That the Head of Finance and staff in Financial Services be congratulated on completing the accounts within the set timescale.

(Head of Finance) This report was presented to the Audit and Governance Committee meeting held on 13 September 2007, and is placed before the Cabinet Committee as an information item.

The Committee received a copy of the Management Representation letter sent by the Head of Finance to the Audit Commission in relation to the Audit for the year ended 31 March 2007.

            RESOLVED:

            That the Management Representation letter be noted.

CHAIRMAN