Agenda and minutes

(Assistant to the Chief Executive)  To report the appointment of any substitute members for the meeting.

The Panel noted that there were no substitute members.

(Assistant to the Chief Executive). To declare interests in any items on the agenda.

In considering whether to declare a personal or a prejudicial interest under the Code of Conduct, Overview & Scrutiny members are asked pay particular attention to paragraph 11 of the Code in addition to the more familiar requirements.

This requires the declaration of a personal and prejudicial interest in any matter before an OS Committee which relates to a decision of or action by another Committee or Sub Committee of the Council, a Joint Committee or Joint Sub Committee in which the Council is involved and of which the Councillor is also a member.

Paragraph 11 does not refer to Cabinet decisions or attendance at an OS meeting purely for the purpose of answering questions or providing information on such a matter.

No declarations of interest were made.

(Chairman/Lead Officer) The Overview and Scrutiny Committee has agreed the Terms of Reference of this Panel and associated Work Programme. This is attached. The Panel are asked at each meeting to review both documents.

The Panel noted  the work programme and terms of reference.

To consider and agree the notes of the meeting the Panel held on 14 August 2007.

The notes from the last meeting, held on 14 August 2007, were agreed.

(Director of Finance and ICT) to consider the attached report.

The Panel noted the figures for the second quarter of the year’s capital financial monitoring figures covering the period from 1 April to 30 September 2007. This report covered key areas of income and expenditure for each portfolio.

Revenue Budgets:

The Panel noted that:

• Month six showed an underspend equal to 4.2% of the budget, 2.5% of which relates to the pending pay award;
• The Land Charges Searches income was down due to the introduction of the Home Information Pack requirements;
• The council has done much better with its recycling figures;
• Penalty Charge Notice income was down by £12,000 on estimate, Pay and Display figures are in line with the budget.

Capital Budgets:

The Panel noted that:

• These figures were tabled at the meeting;
• That Annex 10 contained an incorrect figure, under 07/08 variance, the budget column the –25 figure should read 44;
• The expenditure on Bobbingworth Tip is lagging behind;
• The invoice for the Loughton High Road works was being disputed, the council has asked for more information before it is paid;
• A report on the PDG Capital Scheme will be going to Cabinet;
• We were still awaiting the final account for Loughton High Road;
• There are some problems with Loughton Broadway but are not expecting any further expenditure until the problems have been resolved.

            RESOLVED:

That the Panel noted the revenue and Capital Financial monitoring report for the second quarter of 2007/08/

(Deputy Chief Executive) to consider the attached report.

The Panel noted the figures for the first six months of the years KPIs. It was noted that the Cabinet had set a target of achieving at least 75% in the top quartile by the end of the year. The corrective comments were found to be most useful.

BV012 – a review of the Council’s absence policy will carried out in the near future with the intention to put a report to the January 2008 JCC meeting.

BV078a and BV078b – noted that there was a problem with staffing in benefits section for the first six months of the year, but the situation is getting better.

BV082a(ii) – noted that the target seemed low for this year, but this was in line with the Council’s Best Value Performance Plan. Once the new contractor has settled in the target will be increased and a more realistic target will be set next time.

BV084a – once the new contractor has settled in, the council could increase its target.

BV109b and BV109c – noted that we were close to the target but currently just under it. There was still a lot of work to get on to the new document management system (ERDMS), they are still expecting to introduce a single application form and are hoping to hold extra planning sub-committee meetings just before and after the election period.

BV170a – this is quite a challenging target for a small service, but the figures are going in the right direction.

BV199a and BV199b – noted that Encams have been invited back to train our current staff and have now done the assessment strictly to Encams standards. Using these new strict standards it seems that the year end target will not be met as it is now not practical to meet it. The target should therefore be reassessed and perhaps set to around 10 to 15%.

BV212 – unsure if this target would be met by year’s end and have set up an officer’s working party to review the detail. Also looking into multiple viewings of  empty properties, and with the introduction of Choice Based Letting, it should improve the figures.

EH6 – noted that the target for 2007/08 should be 95% and not 100%.

H15a – the assessment of the year end position should be a ‘NO’ and not a ‘YES’.

The Panel noted that it would be a challenge to meet our 75% target for the year, but were optimistic. There are still some 12 or 13 targets to be reported at the end of the year.

It was reported that, with effect from April 2008 a new national set of performance indicators was to be introduced, replacing our existing Best Value Performance Indicators. Once they are firmed up they will be brought back to the Cabinet and the scrutiny panel for information. It may be, as an authority, we may wish to keep some of the current Best Value Performance Indicators for our own information to use a local indicators.

            RESOLVED:  ...  view the full minutes text for item 27.

(Director of Corporate Support Services) to consider the attached report.

This was is an annual report that is considered by the Panel. As part of the budget setting process the levels of fees and charges are considered for the forthcoming financial year. The general premise was that fees and charges will be increased by 4% in line with the retail prices index

I was noted that on page 79 under the 2008/09 column, the Heating Charge for Chalets should read £40.60 per week and not £19.60 and that the heating charges for room and communal heating at Norway House was being significantly increased. The communal heating charge increase for people on benefits would be covered by their benefits. The Panel were concerned that the charges were rising so dramatically for people on limited income and asked that the Finance and Performance Management Cabinet Committee be given a more fuller explanation on the background to this increase.

            RESOLVED:

(1)            That the Panel considered the policy for increasing fees and charges for 2007/08 and recommended a general increase of 4% to the Finance and Performance Management Cabinet Committee.

(2)            That the Finance and Performance Management Cabinet Committee be given a fuller explanation on the background to the Homeless Hostel Heating increase.

(3)             It was noted that in the review of officer delegation being conducted by Overview and Scrutiny Committee consideration would be given to the manner in which Leisure fees in respect of the SLM contract and Cultural and Community Services are to be dealt with in future.

(Director of Corporate Support Services) To consider the attached report.

The Principal Valuer and Estates Surveyor introduced the report on Land and Property Assets Review. It was noted that the Council has an above average portfolio of property. The T11 site sale had recently been successfully completed. The future use and occupation of all four depots was currently under review. A report was presented recently to the Cabinet to approve the appointment of a Planning Consultant to submit an outline planning application for industrial development on the Langston Road Depot site. As for accommodation for officers, this is linked to the Top Management Re-structuring. The Director of Corporate Support services is co-ordinating a corporate approach with the Service Directors to meet new accommodation needs for the Council’s services. It was noted that the Council is actively engaged in selecting projects for the Broadway and looking at the future of the works unit.

The Chairman noted that the Panel could ask to look in detail at any of the assets referred to in the report.

            RESOLVED:

            That the report of the on the Land and Property Assets Review be noted.

To consider which reports are ready to be submitted to the Overview and Scrutiny Committee at its next meeting.

To report back to the Overview and Scrutiny Committee on the KPI monitoring undertaken, the fees and charges report and the land and property assets review report.

To consider the forward programme of meeting dates for the Panel.

Next scheduled meetings:

14 January 2008

11 February 2008

The future meeting dates were noted.