Agenda and minutes

An apology for absence was received from Councillor A Dickinson.

To approve the minutes from the Corporate Performance Panel held on 4 January and 1 February 2024.

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The minutes of the meetings of the Corporate Performance Panel held on 4 January and 1 February 2024 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 Chair of their intention to do so and on what items they wish to be heard before a decision on that item is taken.

Councillors A Kemp and  C Rose were present under Standing Order 34.

There was no Chair’s correspondence.

There were no call-ins.

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The Assistant Director, Central Services presented the report and reminded that at the Corporate Performance Panel meeting held on 4 January 2024 it was agreed that an informal working group should be formed in relation to the 2021 last taxi testing contract.

Members were advised that the purpose of the report was to agree terms of reference for this informal working group.

The Panel’s attention was drawn to the key issues set out in the report.

The Chair invited Councillors attending under Standing Order 34 to ask any questions/comment.

The Chair invited the Panel to ask questions/comment on the report, a summary of which is set out below.

Councillor Osborne suggested 5 Councillors for the membership of the informal working group.  Councillor Nash agreed 5 Councillors would be the correct number.

The Chair, Councillor Dark commented that Councillor Nash had submitted this item for consideration by the Panel and suggested he be a member of the informal working group and invited other nominations for the informal working group.

The following Councillors expressed interest in being a member of the informal working group:  Councillors Long, Lintern, Osborne and Ryves.

Councillor Dark asked if there was sufficient time for feedback from the informal working group to be fed into the new taxi testing contract which would be considered by the Environment and Community Panel.  In response, the Assistant Director, Central Services explained that a draft would be available May/July to fit in with the schedule for reports to be presented to the Environment and Community Panel.

RESOLVED:  The Panel agreed that a 5 Member Informal Working Group be set up, membership confirmed as Councillors Cllr S Nash, B Long, J Osborne, S Lintern, A Ryves

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This item was deferred to a future meeting.

Please be advised that this item is to note only.

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This item was considered after Item 12 on the Agenda.

The Panel noted that annual report for the period 1 April 2022 to 31 March 2023 which set out the breakdown of MP Enquiries, Corporate and Ombudsman complaints and details on compliments received from members of the public.  It also included the number of Freedom of Information requests made in the same period as well as Data Protection Breaches, together with any reported to the Information Commissioners office.  The report was presented to the Corporate Performance Panel for information only.

In total, 97 MP Enquiries were dealt with during 2022/23, compared with 81 during the previous year.  MPs are often contacted by their constituents for help and advice on a range of local issues or individual problems with a service delivered by the Council.  These are then passed to the relevant Assistant Director or Service Head for a response.

Corporate Complaints:  59 Corporate Complaints were received during 2022/23, compared with 54 the previous year.  Of these complaints, 13 were upheld as justified and 46 not upheld at Stage 1 of the complaints process.

It was noted that of the 59 Corporate Complaints which were received, 13 went to an Appeal to the Chief Executive (Stage 2) and out of the 13 complaints, 3 were considered to be justified and 10 were not upheld at Stage 2 of the complaints process.

Ombudsman Complaints:  In total, 2 complaints were investigated by the Local Government and Social Care Ombudsman with 1 being upheld.

Compliments:  For the year 2022/23, the Council received 163 compliments from customers.

The Chair thanked the Corporate Governance Manager for the report and invited questions and comments, a summary of which is set out below.

The Corporate Governance Manager responded to questions and comments in relation to:

·        Freedom of Information Requests – in 2022/2023, one complaint was reported and subsequently upheld by the ICO (relating to personal medical data which had been published).

·        No of complaints upheld by the Council and lessons learnt.

·        Content of the Local Government Letter.

·        Number of MP enquires.

·        Planning and enforcement figures – the Corporate Governance Manager undertook to present the planning enforcement figures separately in future reports.

The Monitoring Officer explained that the number of complaints received from parish councils was reported to the Standards Committee.

The Corporate Governance Manager explained that the information collated form complaints was used to improve the service delivery when a complaint was upheld and training was available for officers who responded to complaints.

The Chair thanked the Corporate Governance Manager for the report and the numbers reported look reassuring.

The Chair invited the Leader to address the Panel.

The Leader commented that it was positive for the Council to receive 163 compliments.

The Portfolio Holder for People and Communities explained that she had met with the Corporate Governance Manager to discuss the report and echoed the comments made the Leader on the number of compliments received.  ...  view the full minutes text for item CP127

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The Corporate Governance Manager presented the report and explained that the Council’s performance management framework included quarterly monitoring and reporting of performance.  Each quarterly performance report was presented to the Corporate Performance Panel.

The Panel was informed that the report provided an overview of the corporate performance indicators and associated targets which had been set for the 2023/2024 year.

The Panel’s attention was drawn to the key issues set out in the report.

Following the borough elections in May 2023, a new Corporate Strategy 2023/2027 was adopted by Full Council on 23 November 2023.  Key performance indicators and associated targets had been reviewed by Management Team and Cabinet to enable performance monitoring of council services on an ongoing basis.  The targets were determined based on a realistic assessment at what should be achieved given the resources available within services.

Quarterly monitoring of the indicators will form part of the new Performance Management Report which will also incorporate the monitoring of the Corporate Strategy.  The report will be discussed at the Corporate Performance Panel each quarter, ensuring Members have the opportunity to clarify the reasons for the levels of performance being reported.

The Corporate Governance Manager provided an overview of the monitoring which had been undertaken and explained that three quarters of monitoring would be presented to the Corporate Performance Panel at its April meeting.

The Chair invited Councillors attending under Standing Order 34 to ask any questions/comments.

Under Standing Order 34, Councillor Kemp referred to the following performance indicators:

·         % calls to CIC prevented by web chat target of 75% using the internet to prevent or minimise human contact may be a good one point but there may be vulnerable people without a home computer and asked if this was a realistic target in meeting the needs of the population.

·         No of people in bed and breakfast accommodation and why this was a monitor only indicator because it was important for the Council to look at the future trend and cost to the Council.

·         Previous indicators to ensure new homes were not being at risk of been flooded and wondered if there should be an indicator to ensure the Council was doing what it should to protect future and existing homes from the risk flooding.

In response to the question regarding % of calls/webchat to the CIC, the Corporate Governance Manager explained she understood what Councillor Kemp had said and that it should be acknowledged that the Council was aware that a number of people were not on line and may be digitally excluded.  The Panel was informed of the benefits of webchat and that it would leave time for those customers who preferred to use the telephone to contact the Council.  Members were informed that it was not designed to exclude anyone but be complimentary to each other.

The Chair invited the Panel to ask questions/comment on the report, a summary of which is set out below.  ...  view the full minutes text for item CP128

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The Senior Internal Auditor presented the report and explained that as a Local Authority the Council was not legally obliged to apply the provisions of the Money Laundering Regulations 2007.  However, it was explained that as a responsible public body, the Borough Council who do not undertake any such regulated activities should employ policy policies and procedures which reflect the essence of the UK’s anti-terrorist financing and anti-money laundering regimes.

The Panel was informed of the key changes set out in the supplement published on Mod Gov.

Members’ attention was drawn to the key issues set out in the report and advised that this was a policy review to replace the current Anti-Money Laundering Policy which was formally approved on 21 April 2020.

The Chair thanked the Senior Internal Auditor for the report and invited those Members attending under Standing Order 34 to address the Panel.

Under Standing Order 34, Councillor Kemp asked which Directorates received training and how often it was updated.  In response, the Senior Internal Auditor explained that the next step would be to carry out an assessment to help inform and understand the areas of the organisation and which officers would require training.

The Chair invited the Panel to ask questions/make comments, a summary of which is set out below.

Councillor Long welcomed the revision of the policy and the opportunity to scrutinise the proposed changes.

In response to comments made by Councillor Nash on Councillor involvement to enable an oversight of the policy, the Senior Internal Auditor advised that he was not aware of any Councillor involvement.

Councillor Nash asked if it was possible to amend the policy to include Councillor involvement.  In response, the Monitoring Officer outlined the legal process and undertook to review the request with the Senior Internal Auditor the following day.

The Chair, Councillor Dark commented that there was reliance on staff to report anything unusual and asked if officers were confident that this message was conveyed to staff that the matter could be pushed further up the chain if on any occasion they felt uncomfortable and that the proper level of training would be given.  In response, the Senior Internal Auditor explained that there were plans in place to ensure the required arrangements were put in place.  It was the Council’s intention to liaise with the Norfolk Fraud Hub and for the Borough Council to lead for Norfolk.

Following further questions from the Chair, the Senior Internal Auditor explained that the Council was liaising with another local authority in the UK who already had the training arrangements, etc in place.

Councillor Nash further commented on how staff could raise an issue and asked how Councillors could be assured that the policy was safe without any Member involvement.  In response, the Senior Internal Auditor drew attention to the flow chart in the report which set out the criteria and the steps staff could take.

In response to further comments  ...  view the full minutes text for item CP129

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The Monitoring Officer presented the report which proposed that terms of reference be adopted to create a new decision making body.to replace the King’s Lynn Area Consultative Committee, due to be considered by Cabinet on 5 March 2024.

The Monitoring Officer advised that decisions of KLAC would be executive decisions subject to call-in under the Council’s constitution.

The Panel was informed that KLACC had been consulted at two public meetings on the proposals and a draft Terms of Reference for an Area Committee was attached at Appendix 1.

The Chair thanked the Monitoring Officer for the report and invited Councillors attending under Standing Order 34 to address the Panel.

Under Standing Order 34, Councillor Kemp addressed the Panel and commented that it was a step in the right direction and added that the allocated budget from reserves/ community centres was not ideal but was just a start.  Councillor Kemp added that she was disappointed that Cabinet had not allocated a proper budget.

The Chair invited the Panel to ask questions/make comments, a summary of which is set out below.

Councillor Long referred to the reserves pot which was to be used within KLACC wards and added what would happen when there was no reserve left and asked if there would be an ongoing budget to support the work of the proposed KLAC.  In response, the Monitoring Officer explained that the terms of reference 4.1 – to determine the spend of any budget allocated to KLAC.

Following a question from Councillor Blunt, the Monitoring Officer confirmed that KLAC would have the authority to submit a CIL application as part of the normal process.

Councillor Ryves commented on the £35,000 budget was linked to community centres.

The Chair, Councillor Dark commented that there had been two plans:

1)         To look at the potential to create a Town Council.

2)         To look at the creation of a King’s Lynn Area Committee

and added that Councillor Jones had been instrumental in proposing an alternative to a Town Council.  The Chair referred to the comments made by Councillor Ryves above and expressed concern on the £35,000 funding for community centres and the potential impact.  In conclusion, the Chair asked if officers of the Portfolio Holder for Finance could answer the question regarding budget in the financial plan for this year and going forward.

The Chair invited the Leader to address the Panel.

The Leader explained that money had been allocated to KLAC and going forward would seek to source additional funding from a variety of methods and added that in his view it would give KLAC more powers in the decision making process.

The Portfolio Holder for Finance referred to the reserve for community centres during the current financial year and explained that there may be more funding opportunities for KLAC and gave an example of the Shared Prosperity Fund.

The Chair invited Councillor Rust, Chair of KLACC to address the Panel.

The  ...  view the full minutes text for item CP130

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The Monitoring Officer presented the report which proposed the granting of indemnities to Members and officers to cover any loss, damages, costs or legal expenses which they may be ordered to pay or may reasonably incur arising from their action or failure to act during the course of their appointment to an outside body, including the Council’s wholly owned companies.

The Chair, Councillor Dark thanked the Monitoring Officer for the report and invited Councillors attending under Standing Order 34 to address the Panel.

There were no questions or comments from Councillors attending under Standing Order 34.

The Chair invited the Panel to ask questions/make comments, a summary of which is set out below.

Councillor Long commented that he was supportive of the way forward as outlined by the Monitoring Officer.

The Monitoring Officer responded to questions from Councillor Ryves on the insurance arrangements for the Council’s wholly owned companies.

In response to a question from Councillor Blunt, the Monitoring Officer explained that the proposal would include Councillors who had been appointed as Trustees to a board.

Councillor Ryves asked if the indemnity could extend to parish councils.  The Monitoring Officer advised that this could not be extended to parish councils but undertook to discuss the matter with Councillor Ryves outside the meeting.

The Panel supported the recommendation to Cabinet as set out below.

RESOLVED:  The Panel supported the recommendations to Cabinet as set out below:

1)            An indemnity is granted to Members and officers, both current and former, who are or have been appointed by the Council to an outside body, including the Council’s wholly owned companies, in the form set out in Appendix 1.

2)            The Section 151 officer in consultation with the Portfolio Holder for Finance is authorised to make changes from time to time provided, they are non-material, with reference to the content of this report.

3)            The Chief Executive, or in the event of their absence or a conflict arising, the Monitoring Officer, in consultation with the Leader, or in the event of their absence or a conflict arising, the Deputy Leader, is authorised to determine on a case-by-case basis whether an exclusion under the indemnity applies.

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The Chief Executive introduced the report and thanked the Corporate Governance Manager and Performance Officer for the work they had undertaken and for staff input.  The Panel was informed that engagement sessions had been held with staff, the detail had been picked up in the Action Plan and would form part of the terms of reference for each working group and the outcome of those groups would form part of the overall Transformation Programme.  It was highlighted that this was not a one-off piece of work and the process would continue.  The Corporate Performance Panel would receive updates on a regular basis.

The Corporate Governance Manager drew the Panel’s attention to the key issues and options considered as set out in the report.  Members were advised that staff from all areas of the Council had provided significant input, many of whom had expressed an interest to be part of the work groups.  It was noted that the transformation progresses would be developed from the Action Plan and be called the Transformation Plan and Strategy.

The Chair thanked officers for the report and invited questions and comments from Councillors attending under Standing Order 34.

Under Standing Order 34, Councillor Kemp addressed the Panel and commented that it was a good action plan and asked what extent the Council would look at the health in communities and gave an example of South Lynn and what residents wanted such as Hardings Way being traffic free.  Councillor Kemp refereed to recommendation 7 and asked how the Council proposed to underpin better data and consultation to address any outcome from residents.

The Chair invited the Panel to ask questions/make comments, a summary of which is set out below.

The Chair, Councillor Dark referred to page 183, the timetable and highlighted the importance of the Council leading the budget process to make it better for the residents of West Norfolk.  The Chair expressed concern that the draft report had appeared in the local press before being circulated to all Councillors.

The Chair further added that it appeared that the process had been rushed and gave an example of the joint panel meeting in January 2024 and there not being sufficient time to consult in relation to the action plan.

The Chief Executive responded to the comments made by the Chair and explained that the points raised would be picked up during community engagement and sessions with staff.

Following a question from Councillor Blunt, the Chief Executive explained that it was proposed to bring regular updates to the Corporate Performance Panel either on a quarterly or 6 month basis.  Councillor Blunt added that there was no frequency of report in the timescale.  The Chief Executive advised that the Panel could amend the recommendation.

The Chair proposed that a recommendation to include the frequency of reporting on a regular basis be added.  The proposal was second by Councillor Blunt.

The Leader explained that that Cabinet would  ...  view the full minutes text for item CP132

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The Corporate Governance Manager presented the report which proposed the adoption of the Annual Plan for 2024-2025.

The Panel’s attention was drawn to the key issues and options considered as set out in the report.

It was explained that the Annual Plan 2024/2025 had been developed to reflect the services and projects which would commence, be in progress or will be delivered during the year.

The Chair thanked the Corporate Governance Manager for the report and invited Councillors attending under Standing Order 34 to address the Panel.

Under Standing Order 34, Councillor Kemp addressed the Panel and referred one of the key corporate priorities – protect our environment and commented that consideration should be given as to how active travel could fit with the King’s Lynn Area Transport Plan (KLATS) and gave examples of the King’s Lynn Ferry being more accessible and the footpaths in West Lynn to reduce the traffic.  Councillor Kemp also referred to the Town Deal Plan for West Norfolk and the opportunity for a new railway station.

The Chair invited the Panel to ask questions/make comments, a summary of which is set out below.

Councillor Mrs Spikings highlighted the fact that residents living in rural areas relied on a car and there was no suitable transport to travel into the town centre.

In response to questions from Councillor Sayers on encouraging private sector house development and what measurable impact could be expected, the Corporate Governance Manager undertook to liaise with the relevant Executive Director and provide a response to the Panel.

Following comments from the Chair on the presentation of the Corporate Plan, the Corporate Governance Manager explained that the 2023/2024 plan had been published and the Corporate Strategy 2023-2027 was adopted by Council in November 2023.  To underpin the four-year Corporate Strategy, Cabinet resolved to produce an Annual Plan each year to highlight the key priorities for the year ahead which reflected the current economic climate, financial position and the needs of residents, visitors and  business.  It was the first time that the Annual Plan had been presented by the current Administration.

Councillor Long commented that it was now being presented in a new format which looked at priorities which were similar in all councils in the UK for a vibrant borough and added that it was importance that the priorities identified were delivered.

The Chair, Councillor Dark drew attention to page 211 – protect our environment and the Council will implement the Hunstanton Coastal Management Plan and carry out a geotechnical investigation of Hunstanton sea defences.  The Chair expressed concern regarding the role of the Environment Agency and the article in the Eastern Daily Press on 26 February 2024 that there was an issue with the Environment Agency maintaining sea defences and cost implications and asked if this section could be “beefed up.”

The Chair drew the Panel’s attention to page 212 – efficient and effective delivery of our services – consider  ...  view the full minutes text for item CP133

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The Chair explained that it was normal practice for questions to be submitted in advance of the meeting.

Councillor Lintern asked how many staff were needed to produce the monitoring report for key performance indicators.  In response, the Chief Executive explained that currently the performance monitoring was undertaken by the Corporate Governance Manager and Corporate Performance Officer.  The Council was looking at software to assist in Performance Management and the Transformation Programme and that resource would also be looked at.

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The Cabinet Forward Decisions List was noted.

The Chair invited the Panel to contact him or the Democratic Services Officers of any items for consideration on the Panel work programme.

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The Corporate Governance Manager explained that

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

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The Panel noted the work programme.

Councillor Nash asked if the role of the Monitoring Officer/Deputy Monitoring Officer and how the roles conflicted with the legal advice.  The Monitoring Officer advised that she would look at the request and provide a response.

To note that the date of the next meeting of the Corporate Performance Panel will take place on 10 April 2024 at 4.30 pm in the Council Chamber, Town Hall, King’s Lynn.

The next meeting of the Corporate Performance Panel will take place on 10 April 2024 at 4.30 pm in the Council Chamber, Town Hall, King’s Lynn.