Agenda item

The Panel is asked to review and note the Council’s 2014/2015 Performance Monitoring Report and agree the actions outlined within the Action Report.

The Personnel Services Manager presented the report which contained information on the corporate performance monitoring undertaken during 2014/2015 and provided background information for new Councillors present.

Members were reminded that the Council’s Performance Framework included quarterly monitoring and reporting of performance.  Each quarterly performance report was presented to the Resources and Performance Panel and was available to all Councillors and Portfolio Holders for information on the Council’s Intranet, Insite.

The Panel was informed that the indicators monitored were reported in full on the Performance Monitoring 2014/2015 report which was attached at Appendix A.

The Personnel Services Manager explained that at the Resources and Performance Panel held on 24 February 2015, questions were raised in relation to the Q3 performance monitoring report in respect of the following indicators:

·        CE1 – Percentage of known licensable Houses in Multiple Occupation (HMOs) with a current licence.  How is the indicator monitored to ensure that all HMO’s were known and licensed.  An explanation was set out at 3.2 of the report.

·        CO2 – Household waste recycled and composted – what was included in the figure?  An explanation was set out at 3.3 of the report.

·        RE5/RE8 – Rent arrears on retail/industrial units – What was the procedure for handling outstanding arrears?  An explanation was set out at section 3.4 of the report.

Members’ attention was drawn to the key points from the 2014/2015 monitoring report.  The graph at 4.1 showed a decrease in the percentage of indicators that had improved for 2014/2015 compared to 2013/2014, and an increase in the percentage of indicators where performance had worsened.  It was highlighted that of the 34 eligible indicators for 2014/2015, 13 improved, 16 worsened and 5 stayed the same.  The graph at 4.2 showed that 71% of the performance indicators met the annual target set, this was an improvement compared to 2013/2014.  A quarterly breakdown for 2013/2014 and 2014/2015 was shown for comparison.  Of the 34 eligible indicators, 24 met the target set and 10 did not.

In conclusion, the Personnel Services Manager advised that the indicators set out in the table at section 5.1 met the 2014/2015 individual targets as well as improving performance levels compared to the 2013/2014 full year figure.  The indicators set out at section 5.2 of the report did not meet the 2014/2015 targets set, and the performance achieved was not as good as the 2013/2014 full year figure.

The Panel was invited to agree the actions outlined in the Action Report.

Councillor Devereux referred to the staff achieving savings towards the Council’s budget and commented that this was a key driver and asked therefore why it had not been included as an Indicator in the Council’s Performance Plan.  In response, the Leader explained that the Council continually measured financial forecasts and this information would be included in the Monthly Monitoring Report which was available for all Members to view on the Council’s Intranet, Insite.

In response to questions from Councillor Blunt regarding the setting of key indicators, the Personnel Services Manager explained that the indicators were set on an annual basis by the Portfolio Holders and the Council’s Management Team.

The Leader informed Members that part of the Panel’s work was to receive performance indicator reports and ask questions, for example, why a certain target had been set.

In response to further questions from Councillor Blunt, the Leader explained that the Resources and Performance Panel, together with other Panels would have the opportunity to view and comment upon key objectives for the following year.  The Chairman, Councillor Humphrey commented that Members were free to comment and ask questions and that such input was welcome.

Councillor Morrison referred to the table at section 3.3 of the report relating to indicator CO2 – Household waste recycled and composted and commented that the figures reported for garden waste total for Q4 appeared to be down compared to Q1.  In response, the Leader explained that he did not have the required information to hand, but would arrange for it to be emailed direct to the Panel.

In response to questions from Councillor Morrison relating to indicator RE3 – Local supplier invoices paid within 10 days, the Leader explained that the Administrations wished to be business friendly and so it was important for the target to remain at the current level and to be continued to be monitored.  The Leader explained that the Council had on many occasions investigated why there was non-compliance and in some cases this was due to the wrong details being set out on the invoice submitted by the supplier.  In conclusion, the Leader commented that the target acted as a good incentive to drive forward.

Councillor Gourlay asked why there was an increase in staff turnover.  In response, the Personnel Services Manager explained that there had been a slight increase in staff turnover which was due to natural turnover.  She informed the Panel that there were more job opportunities within the economy and that there was no reason for the Council to be concerned at the current time.  The Council had not experienced any problems with recruitment and people outside of the area were submitting applications for job vacancies with the Council.  The salary levels remained competitive with other business organisations.

In response to questions from Councillor Blunt relating to Houses in Multiple Occupation (HMOs), the Chief Executive explained that the majority of HMOs were located within towns and that the Council relied upon information from Members, Parish Councils and other sources when a house had reached the status of an HMO.  It was explained that not all HMOs joined the Licensing Scheme which applied to properties of three stories and above, but that unlicensed HMOs were still inspected.  The Chief Executive informed the Panel that the Government was currently consulting on the licensing regime which was not specific to HMOs and the Council would continue to have a watching briefing on any future Government proposals.

Councillor Collop commented that HMOs were an interesting subject and that it was important for the Council to monitor the situation and be aware that some HMOs remained unlicensed.

In response to questions from Councillor Collop on arrears for retail and industrial units, the Leader explained that during April the footfall within the town had fallen and the reasons for this could have been the impact of the road works on John Kennedy Road and the works being undertaken to improve the bus station which were both good investment to encourage visitors to the town.  Members were informed that the percentage of empty shops was still below the national average and that a number of the vacant shops were under offer.  The Leader added that he had recently attended a meeting of the Town Centre Partnership and figures which were reported indicated that King’s Lynn was a vibrant growing town.

The Chief Executive explained that the arrears on industrial units was due to one particular unit, but reported that the lease for that unit had now come to an end and the Council had retained the deposit.  The business had been sold and further payments had been made to the Council.

Councillor Collop commented on the Pop Up Shop initiative to encourage new business to test the market and added that he hoped the Leader would take this initiative forward.  The Leader explained that the scheme had been trialled, but would take the suggestion forward with the Town Centre Manager.

Councillor Gourlay stated that the information relating to the licensing of HMOs on the Council’s website was ambiguous.  In response, the Chief Executive undertook to email the relevant information direct to the Panel and look at the wording published on the Council’s website.

In response to questions from Councillor Middleton on the Council’s procedure for dealing with unlicensed HMOs, the Portfolio Holder advised that if information was submitted to the Council, then the officers would investigate.  It was the Council’s aim to have all relevant HMOs licensed.  If the Council’s investigation determined that an HMO was unlicensed that appropriate action would be taken which could include closing the property down.

The Chairman, Councillor Humphrey referred to indicator CE5 – Number of households living in temporary accommodation and asked why the target had been set at a high level.  In response, the Chief Executive explained that the target had been set the previous year and there had been a rise in homelessness applications, the Council would continue to monitor the situation carefully and the target for the current year would be placed at a lower level.  The Council’s primary aim was to try not to use bed and breakfast accommodation which proved costly.  The Council received assistance for providing temporary accommodation from housing associations, particularly Freebridge Community Housing and hostels.

In response to comments from Councillor Blunt on Indicator RE1 – Value of sales, non-housing and capital assets, the Assistant Director explained that when the Capital Programme had been set an estimate had been made to the level of capital receipts anticipated, however, the land receipts had not been forthcoming in 2014.2015, but it was hoped some would be achieved in 2015/2016. The revenue and capital receipts would roll over year on year.  A report would be presented to the Audit and Risk Committee on 8 June 2015.

The Chairman, Councillor Humphrey advised that the telephone number for the reporting of fly tipping was 0500 and therefore incurred a cost.  He asked if a landline number could be provided which would be no cost to a member of the public.  The Leader undertook to look at the provision of a landline.

RESOLVED: The Panel reviewed and noted the Council’s 2014/2015 Performance Monitoring report and agreed the actions outlined within the Action Report.