Agenda and minutes

Minutes of the Meeting held on 10 September 2013 (previously circulated). 

The minutes of the meeting held on 10 September 2013 were signed by the chairman as a correct record.

There were no items of urgent business.

To receive declarations by Members of interests in respect of items on this Agenda.

Members are reminded that, in accordance with the Localism Act 2011, they are required to declare any disclosable pecuniary interests which have not already been declared in the Council’s Register of Interests. (It is a criminal offence not to declare a disclosable pecuniary interest either in the Register or at the meeting). 

Whilst not a legal requirement, in accordance with Council Procedure Rule 10 and in the interests of clarity and transparency, Members should declare any disclosable pecuniary interests which they have already declared in the Register, at this point in the meeting. 

In accordance with Part B Section 2 of the Code Of Conduct, Members are required to declare the existence and nature of any other interests as defined in paragraphs 8(1) or 9(2) of the Code of Conduct. 

There were no declarations of interest.

Report of Chief Officer (Environment).

The Chief Officer (Environment) introduced a report to enable members to undertake performance monitoring of the complaints procedure.

Members were reminded that following the introduction of the revised Customer Comments, Compliments and Complaints policy it had been agreed by Cabinet in line with the recommendations of the Council’s Overview and Scrutiny Committee that Budget and Performance Panel undertake regular half yearly monitoring of the complaints procedure. The report set out key data on the level and nature of complaints for the first half of 2013.

It was advised that the next report was due for completion of a full years’ operation at which time fuller data would be available enabling a more detailed analysis to be presented

The panel discussed the information provided in Table 3 of Appendix 1 to the report, which set out total complaints split by reason and service area. The Chief Officer (Environment) advised that the information provided in future monitoring reports could be refined to allow for more effective scrutiny. It was advised that if members were concerned about specific aspects of the monitoring figures additional reports could be requested to provide further detail.

Members asked questions regarding the revised Customer Comments, Compliments and Complaints policy and officers provided answers accordingly. It was advised that the new policy took account of complaints made in a number of formats, not just written.

Resolved:

That the report be noted.

The Chief Officer (Health and Housing) provided a report to update members on the ongoing review at Salt Ayre Sports Centre.

Members were reminded that following the previous report on Salt Ayre Sports Centre presented to members on 26 March 2013, the panel had resolved the following:

(1)        That the report be noted

(2)        That a further report be presented to the panel once the review is completed, which it is noted is anticipated to be September 2013.

The report updated members on the progress of the review, and highlighted how the scope of the review had changed since the last report to the panel in March 2013. The scope of the review was outlined to members who asked questions regarding both the long and short term proposals currently under consideration.

Members were reminded that at its meeting held on 11 June 2013 the panel had requested specific information on the approach to marketing Salt Ayre Sports Centre with particular emphasis on social media. This information was also included in the report and was outlined to the panel in detail.

Resolved:

(1)        That the report be noted.

(2)        That officers be thanked for previous reports submitted to the panel. 

Report of Chief Officer (Governance) and Chief Officer (Resources).

The Assistant Head Community Engagement (Partnerships) and the Financial Services Manager introduced a joint report to present the corporate performance and financial monitoring reports at Quarter 2 of the 2013/14 performance monitoring cycle.

The Leader of the Cabinet and the Cabinet member with responsibility for finance were also in attendance to answer questions.

The report and appendices, which had been presented to Cabinet on 5 November 2013, provided a summary of overall performance, across all services and portfolios, in relation to the Council’s Corporate Plan for Quarter 2 of the 2013/14 performance monitoring cycle.

Members discussed the report and appendices in detail.

Members asked questions regarding the amber indicator ‘Council Tax as a % of Council Tax due’. It was queried as to whether the option to pay council tax over 12 months was available to all council tax payers. It was confirmed by the Financial Services Manager that this was the case.

The panel asked questions regarding information provided relating to the performance of commercial buildings. Members were informed that this information would be contained within further performance monitoring information.It was advised that an exercise was currently underway to look at these assets, and that it was expected that a report would be presented to Cabinet for consideration in the near future.

A member of the panel indicated that he wished to discuss details contained within the exempt appendix. It was agreed unanimously:

That, in accordance with Section 100A(4) of the Local Government Act 1972, the press and public be excluded from the meeting for the exempt appendix contained within this item of business, on the grounds that it could involve the possible disclosure of exempt information as defined in paragraph 3 of Schedule 12A of that Act.

The press and public were excluded from the meeting at this point when it became necessary to refer to information in the exempt appendix.

The panel discussed the information contained within the exempt appendix and asked questions of officers accordingly.

The press and public were readmitted to the meeting at this point.

Resolved:

That the report be noted.

Report of Chief Officer (Governance).

The Democratic Support Officer submitted a report to update members on the panel’s work programme. Members were asked to consider whether they would like to include any further items in the work programme.

It was reported that the Overview and Scrutiny Committee, at its meeting held on on 4 September 2013, had requested a report on the Impact on the Council of Welfare Reforms.  Subsequently, at its meeting on 9 October 2013, the committee had agreed that this report should be referred to the Panel in order to avoid duplication.  members agreed to include this item on the work programme. 

A briefing note regarding Public Services (Social Value) Act (with a particular emphasis on procurement) was provided to the panel. It was advised that should the panel wish to consider any issue contained within this briefing note a report could be requested for inclusion on the agenda of a future meeting of the panel.

Resolved:

That the report be noted and that the work programme be updated accordingly.