Agenda and minutes

RESOLVED:  Councillor J Osborne be appointed Vice-Chair for the Municipal Year 2023/2024.

Apologies for absence were received from Councillor A Lawrence and Councillor A Beales, Portfolio Holder for Business.

To approve the minutes from the Corporate Performance Panel held on 5 April 2023.

The minutes of the Corporate Performance Panel held on 5 April 2023 were agreed as a correct record and signed by the Chair.

Please indicate if there are any interests which should be declared.  A declaration of an interest should indicate the nature of the interest (if not already declared on the Register of Interests) and the agenda item to which it relates.  If a disclosable pecuniary interest is declared, the Member should withdraw from the room whilst the matter is discussed.

These declarations apply to all Members present, whether the Member is part of the meeting, attending to speak as a local Member on any item or simply observing the meeting from the public seating area.

There were no declarations of interest.

To consider any business which, by reason of special circumstances, the Chairman proposed to accept as urgent under Section 100(b)(4)(b) of the Local Government Act 1972.

There was no urgent business.

Members wishing to speak pursuant to Standing Order 34 should inform the Chairman of their intention to do so and on what items they wish to be heard before a decision on that item is taken.

There were no Councillors present under Standing Order 34.

There was no Chair’s correspondence.

There were no call-ins.

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The Corporate Governance Manager/Assistant to the Chief Executive explained that the corporate performance monitoring report was in place to monitor progress against agreed performance indicators for the year 2022/23.  The Panel was informed that the report contained information on the corporate performance monitoring undertaken for 2022/23.

Members were informed that the report was presented to the Corporate Performance Panel on a quarterly basis.  It was explained that the indicators were put in place by the Assistant Directors, Management Team as well as the Portfolio Holders and that the indicators monitored the key Council services and impacts on boroughwide issues and were also linked to the Corporate Business Plan priorities.

The Panel was advised that the monitoring report featured a summary sheet to highlight specific performance issues where indicators were not met or near to agreed targets.  For 2022/23 the overall position was that 36 targets had been met, 7 indicators were near to target and 11 indicators required improvement.

The Corporate Governance Manager/Assistant to the Chief Executive provided context to the report and explained that a range of performance indicators were monitored across all Directorates demonstrating corporate assurance to continuously improve services.  In the past 12 months the Council had seen national challenges that could not have been predicted when the Corporate Business Plan was first set and examples included the cost of living crisis and the conflict in Ukraine which resulted in increased interest rates and high levels of inflation  which had impacted on the Council’s services and the residents, visitors and the businesses which the Council serve.  It was highlighted that one area where the cost of living had adversely impacted was the housing service and that over the next few months more updates would be received and it was noted the Council was seeing an increase in the number of people presenting as homeless and that there was a shortage of homes to let which had resulted in the increase of bed and breakfast as emergency accommodation and that there were also longer stays in bed and breakfast accommodation.

The Panel was advised that external factors had also had an impact across the Council’s forward facing services so those with a very direct interaction with residents like revenues and benefits, Lily, the Council Information Centre, Care and Repair had all seen an increase in those services and to try and meet some of the demand, the Council formed a cost of living project group which had provided a cross service approach to supporting those who were experiencing difficulties and to co-ordinate the communication to residents.

Members’ attention was drawn to page 22 of the report which provided a snapshot of the areas where the target not been achieved and needed improvement and those that were near target.  It was noted that further on in the report was the full range of indicators which included those in the summary and were under the headings of the  ...  view the full minutes text for item CP9

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The Monitoring Officer presented the Corporate Business Plan Monitoring report  looking backwards to 2019 to 2023.  The report set out the update against priorities and objectives as set out in the Appendix.

The Panel was invited to ask questions or comment on the report.

In response to questions from Councillor Mrs Spikings on staff sickness figures, the Assistant Director, Central Services explained that the Annual Sickness Absence Monitoring Report was currently being drafted to be presented to the Joint Safety and Welfare Committee and added that the report could be made available to the Corporate Performance Panel for information.

Following questions from Councillor Osborne on 3.1 and the survey being conducted by Norfolk County Council to increase walking, cycling and sustainable transport, the Monitoring Officer explained that the Borough Council did input into the work.  Councillor Mrs Spikings highlighted the importance of car users which were needed in rural areas to being able to travel from one place to another and that any proposals were not to the detriment of rural areas. The Monitoring Officer advised that as part of the Town Board there was a Active and Clean Connectivity project which was focussed on King’s Lynn and not borough wide but was part of the Norfolk County Council Strategy and made reference to the LCWIP and several of the projects being progressed would link into the Active and Clean Connectivity project and outlined other joint work with Norfolk County Council.  The Chief Executive added that if it would be useful to the Panel more detail could be made available on how the Borough Council engaged with Norfolk County Council.

Councillor Morley commented that this was an end of term report and was disappointed that the Climate Change Action Plan did not have a resolution and other actions did not indicate a status report on those that were either completed, still on track, progress, ongoing, etc.

The Chair, Councillor Dark referred to 3.1, progress update provided and commented that the Climate Change Strategy and Action Plan and that there were 79 agreed actions and that currently 21 had been completed, 3 were on track and 41 actions were in progress, 2 were stalled and 12 actions were yet to start and asked Councillor Morley if further detail was required in relation to the plan. In response, Councillor Morley commented that  the Corporate Business Plan was important and that a full end of term status report would have been helpful which set out the current position, action and going forward in future years.  The Chair added that Climate Change was not being looked at in insolation and advised that the Chief Executive was the lead officer in the Norfolk Climate Change Partnership and that if the Council were to go into that level of detail it would be necessary to look at how the work would link into the wider jigsaw.  In conclusion, the Chair commented that the climate  ...  view the full minutes text for item CP10

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At the invitation of the Chair, the Monitoring Officer outlined the reason why the item had been withdrawn from the Agenda and that it would be considered at the next meeting on 24 July 2023.

To appoint a Borough Council representative in an observer role only.

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The Chair explained that previously the Borough Council had been invited to appoint a representative in an observer role only to the Hunstanton Sailing Club Sub-Committee.  Councillor Rose had been appointed previously.

The Panel was invited to consider if the Council wished to continue to appoint a representative.

Councillor Long provided background as to why there was a Borough Council representative on the Committee and commented that now the Sailing Club had fulfilled the terms of the grant from the Council was beneficial to appoint a representative and if so added that in his opinion it should be a Ward Councillor.

Councillor Rose added that he was happy to continue to be a representative.

Councillor Mrs Dickinson commented that the other Hunstanton should be consulted before a decision was made.

Councillor Blunt asked if the representative was needed and if so should be a Ward Councillor.

Councillor Mrs Spikings added that if an appointment was made it should be a Ward Councillor.

Councillor Devulapalli commented that if the Panel determined to appoint a representative should the Hunstanton Sailing Club be invited to decide which Councillor should be appointed.

In response to the comments made above, the Monitoring Officer advised that during next year a review of all Outside Bodies would be undertaken.

Following other comments from the Panel, the Chair proposed that a letter be sent to Hunstanton Sailing Club asking them to confirm if it was beneficial for a Borough Council representative to be on the Committee and if the answer was yes, then consultation be held with Councillors Rose, Beal and Dickinson to determine who the representative would be and to report back to the next meeting on 24 July 2023 which was agreed by the Panel.

RESOLVED:  The Chair to write a letter to Hunstanton Sailing Club asking them to confirm if it was beneficial for a Borough Council representative to be on the Committee and if the answer was yes, then consultation be held with Councillors Rose, Beal and Dickinson to determine who the representative would be and to report back to the next meeting of the Panel on 24 July 2023.

(a)  Housing Needs Assessment –The reasoning behind my request is that the HNA seems to be forgotten, ignored or  simply hasn’t registered with so many councillors despite it being part of pre-council briefing a few years back.

I want to have its results, methodology and the timing of any possible update scrutinised and any conclusions that should, or could, be drawn from it, updated

(b)  Relationship with the Shakespeare Trust in relation to the Guildhall.

(c)   Carnegie Building.

(d)  Service level agreements – Number, examples, administration, creation, legal standing, etc.

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The Panel consider the following requests previously submitted by an opposition member:

Housing Needs Assessment

The Chair referred to the discussion under a previous item and commented that it would be useful for the Panel to receive a report prior to the challenges faced during the winter months.  Item to be scheduled in consultation with officers to determine timescale.

Relationship with the Shakespeare Trust in relation to the Guildhall

Councillor Blunt informed the Panel that this was an ongoing discussion with the Town Deal Board.

Carnegie Building

Councillor Blunt informed the Panel that this was an ongoing discussion with the Town Deal Board.

Service Level Agreements - Number, examples, administration, creation, legal standing etc

The Panel discussed the different types of Service Level Agreements (SLAs), including contracts. 

The Panel discussed and commented that it would be useful for Members to receive an overarching report detailing all the Council’s Service SLAs and then Councillors could consider if they wished to look at a specific SLA if required.

The Monitoring Officer provided an overview of the different categories of SLAs.

The Portfolio Holder for Finance commented that a generic SLA was not useful and outlined the reasons why and suggested that each time a SLA was in operation it should be considered by the Panel.  In response, the Monitoring Officer advise that this would involve a significant amount of work and resource but could be produced.

Members of the Panel commented that a training session would be beneficial.

RESOLVED:  1) The Monitoring Officer to draft an overarching report detailing the categories SLA’s held by the Council and also setting out the definition of an SLA to be considered at a future sifting meeting.

2) Housing Needs Assessment - the Panel to receive a report prior to the challenges faced during the winter months.  Item to be scheduled in consultation with officers to determine timescale.

Councillors are invited to submit any questions prior to the meeting.

There were no Portfolio Holder questions.

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The Monitoring Officer highlighted the importance of scrutinising Cabinet reports before a decision was made and added the Panel would determine its own agenda.

Councillor Long commented that the following reports should be considered by the Panel at its meeting on 24 July 2023:

•           New Corporate Business Plan when available.

•           Staff Pay Award.

•           Members Allowances

•           Council Tax Scheme

•           Revenue and Capital Outturn

•           Appointment of representatives to inquorate parishes

•           Officer Major Project Board Terms of Reference

Councillor Nash commented that the Panel should scrutinise the Procurement Strategy and Regulations.

In response to a question from Councillor Sayers on the Council’s investments and associated risks, the Chief Executive explained that a report to Cabinet in February would set out the capital programme, investments, Treasury, etc and explained that an item on investment opportunities was on the forward work programme for the Regeneration and Development Panel.

To note the work programme.

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The Monitoring Officer advised that appointments to the Shareholder Committee would be made at Cabinet on 27 June and then a schedule of meeting dates would be confirmed.

The Forward Work Programme would be included with Panel agendas for Members to determine if they wished an item to be considered.

To note the Panel’s Work Programme for 2023/2024.

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The Panel noted the work programme.

The Chair proposed that the Hunstanton Promenade Waste Water item be expanded to include water quality of Hunstanton and Heacham beaches which was agreed by the Panel.

Housing Needs Assessment, etc discussed under a previous item.

To note that the date of the next meeting of the Corporate Performance Panel  will take place on 24 July 2023 at 4.30 pm in the Council Chamber, Town Hall, King’s Lynn.

To note that the date of the next meeting of the Corporate Performance Panel will take place on 24 July 2023 at 4.30 pm in the Council Chamber, Town Hall, King’s Lynn.