Agenda and minutes

`An apology for absence was received from Councillor G Howman.

To approve the minutes from the Corporate Performance Panel held on 22 October 2018.

The minutes of the Corporate Performance Panel held on 22 October 2018 were agreed as a correct record and signed by the Chairman.

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 the meeting commences.  Any Member attending the meeting under Standing Order 34 will only be permitted to speak on those items which have been previously notified to the Chairman.

There were no Members present under Standing Order 34.

There was no Chairman’s Correspondence.

At the Cabinet meeting on 13 November 2018 the following response was made to the Corporate Performance Panel meeting held on 22 October 2018, on the following item:

REFIT – EXEMPT REPORT

Panel Response:  “RESOLVED:  The Panel added additional recommendations 5) and 6) set out below.

1)         The Panel recommended that Cabinet approve progressing all schemes to Investment Grade Proposal at the tendered price of £20,500.  The capital programme to be amended accordingly and funded from the Major Projects Reserve. 

2) The Panel supported that Cabinet increase the capital programme by £1,337,104 to progress schemes outlined in Appendix A, High Level Appraisal, and funded by borrowing.

3) The Panel supported that Cabinet agree to delegate authority to Executive Director for Commercial Services and Deputy Chief Executive in consultation with the Council Leader to authorise go ahead for the identified schemes assuming that they remain at or offer improved payback terms than those identified in Appendix A, High Level Appraisal.

4) Enabling works may be required to allow installation of some Energy Conservation Measures (ECMs), these will be identified at the IGP stage.  Cabinet will be asked for delegated authority to be given to the Executive Director for Commercial Services and Deputy Chief Executive in consultation with the Council Leader to authorise this work where cost effective and to report this expenditure through monthly monitoring report.

5) The Panel recommended that Cabinet consider looking at proposals submitted by Ameresco but not identified as being within the 10 year payback period criteria.

6) The Panel to receive an update report in 6 months’ time.

Cabinet Response: “The Corporate Performance Panel had considered the report and endorsed its proposals with some minor additions which were taken on board by Cabinet, ad would be monitoring the progress of the contract.”

The Panel noted the response from the Cabinet on 13 September 2018 regarding the Refit Report.

The Assistant Director presented the update report on progress with the Council Tax Support Scheme for 2019/2020 and explained that there were two minor changes, both of which were beneficial to customers.

The Assistant Director provided feedback from the consultation exercise which closed on 9 November 2018.

Members were informed that the Revenues and Benefits Manager liaised with other District Councils.  It was highlighted that Norfolk County Council was looking to implement a countywide scheme from 2020/2021.

In response to a question from Councillor Tilbrook on the two minor changes, the Assistant Director explained that the changes related to discretionary payments to customers with an infected blood disorder and thalidomide.

Following a question from Councillor Morrison as why the report was a summary and not full report, the Chairman, Councillor Humphrey informed the Panel that he had discussed the detail of the report with the Revenues and Benefits Manager and decided that because the scheme only proposed two minor changes and the consultation period was still ongoing when the Agenda was published, a short summary report would be acceptable to the Panel, together with a verbal update on feedback from the consultation exercise.

The Leader, Councillor Long reminded Members that over the years the Borough Council had been able to determine its own scheme.  It was noted that a consultation exercise was undertaken on an annual basis and that in practice minor amendments were made to coincide with legislative changes.

RESOLVED:  The Panel noted the update report.

The Chairman, Councillor Humphrey informed the Panel that the Executive Director, Commercial Services had advised that discussions were being held with Hunstanton Town Council.  The subject was complex and there was currently nothing further to update the Panel on.  A report would be presented to a future meeting of the Panel.

The Panel received an annual communications update from the Communications Manager, Assistant Director and ICT Web Team Manager (copy of which was attached to the Agenda).

Officers responded to questions relating to:

·         The redesign of the home page to become more user friendly with mobile devices and being able to monitor which device was being used by the customer.

·         Sharing information and learning from other Norfolk local authorities on areas for improvement in relation to the SOCITM Better Connected rating.  Members were informed that the Borough Council benchmarked against other authorities and had an improvement plan going forward.

·         ICT Security systems.

·         Advantages of web chat, which included the Council adopting a user friendly approach and achieving efficiencies and savings.  It was noted that a CIC Adviser could be involved in up to 5 web chats at any one time.  The Panel was advised that in 2019, the Council was looking to introduce an automated web chat service for customers.

·         Reduction in emails from 15,000 to 4,000.

·         Telephone contact volumes relating to housing related enquiries and potential reasons for the increase – for example:  stress, complexity of lengthy form and other factors.

·         Provision of affordable housing and private rented accommodation.

·         Borough Council’s programme to deliver affordable housing and work being undertaken by Freebridge Community Housing to build new housing stock.

·         Roll out of Universal Credit and lessons learned from other pilots.

Councillor Beal congratulated the ICT Web Team on the design of the homepage of the Council’s internet and added that it was easy to use and navigate to find the information required by the customer.

The Leader, Councillor Long provided an overview of the Borough Council’s housing projects to provide affordable accommodation, either for sale or private rental, which would in turn bring a revenue income to the authority.  The Leader highlighted the importance of tenants being granted a longer tenancy, especially a family with children of school age.  Those families only managing to secure a 6 month tenancy would incur a significant amount of cost, which included a number of deposits for short term tenancies.

Councillor Moriarty congratulated the Communications Team on the informative articles published in KL Magazine.

The Communications Manager provided an overview of the marketing and social media activities.  The Panel was informed that the Communications Assistant had been instrumental in setting up the Council’s social media accounts, but was leaving the Council to take up a new post.  The Leader, Councillor Long proposed that a vote of thanks for all her efforts involved with the Council’s social media be passed onto the Communications Assistant which was agreed by the Panel.

RESOLVED:  The Panel continue to receive annual update reports.

To note the Committee’s Work Programme for 2018/2019.

The Panel noted the work programme.

The Chairman, Councillor Humphrey informed Members that update report on the Hunstanton Recreation Group and Tennis Courts would be given at a future meeting.

The Panel received the Cabinet Forward Decision List.

To note that the date of the next meeting of the Corporate Performance Panel will take place on Wednesday 30 January 2019 at 6 pm in the Council Chamber, Town Hall, Saturday Market Place, King’s Lynn

The next meeting of the Corporate Performance Panel will be held on Tuesday 30 January 2019 at 6.00 pm in the Council Chamber, Town Hall, Saturday Market Place, King’s Lynn.