To approve as a correct record the Minutes of the meeting of the Customer and Central Services Overview and Scrutiny Committee held on 11 October 2010 (copy attached).

RESOLVED

that the Minutes of the meeting of the Customer and Central Services Overview and Scrutiny Committee held on 11 October 2010 be confirmed and signed by the Chairman as a correct record.

To receive from Members any declarations and the nature thereof in relation to:-

(a)    personal interests in any agenda item

(b)    personal and prejudicial interests in any agenda item

(c)     any political whip in relation to any agenda item.

To receive any announcements from the Chairman and any matters of communication.

The Chairman advised the meeting that the running order of the agenda had changed and Item 16 (Treasury Management Quarter Two Report) would now be considered after Item 11 (Capital Programme Review) and before Item 12 (Budget Task Force Recommendations – Portfolio Holder’s Response).

To receive petitions from members of the public in accordance with the Public Participation Procedure as set out in Annex 2 of Part A4 of the Constitution.

No petitions were received from members of the public in accordance with the Public Participation Procedure as set out in Annex 2 of Part A4 of the Constitution.

To receive any questions, statements or deputations from members of the public in accordance with the Public Participation Procedure as set out in Annex 1 of part A4 of the Constitution.

No questions, statements or deputations were received from members of the public in accordance with the Public Participation Procedure as set out in Annex 1 of Part A4 of the Constitution.

To consider any decision of the Executive referred to the Committee for review in accordance with Procedure Rule 10 of Part D2 of the Constitution.

No decisions of the Executive had been called-in to be reviewed in accordance with the Call-In Procedure as set out in Part D2 of the Constitution.

To consider any items referred to the Committee at the request of a Member under Procedure Rule 3.1 of Part D2 of the Constitution.

No items were referred to the Committee for consideration at the request of a Member under Procedure Rule 3.1 of Part D2 of the Constitution.

To receive brief verbal updates from the Portfolio Holders for Policy and Performance, Finance, Governance and People and Customers, Systems and Assets.

The Committee received verbal updates from the Portfolio Holders for Customers, Systems and Assets, Finance, Governance and People and Policy and Performance.

The Portfolio Holder for Customers, Systems and Assets reported that, following the introduction of the single contact centre, there had been a marked improvement in the service level response to customer telephone calls.  He stated that the number of customer calls received in August had been approximately 43,000 with a successful service level response rate of 47% but by October this had risen to 82% for approximately 43,400 customer calls. 

With regard to ICT projects the Portfolio Holder reported that the electoral administration system had been replaced, former Mouchel employees had been transferred to the Council, the SWIFT software had been completely disaggregated and the Code of Compliance (CoCo) to enable the Council to access Government information on-line had been completed.

The Portfolio Holder next stated that although the medium term property strategy had only recently started the means of reducing the current range of office space occupied by the Council was being identified.

Following a query regarding the service level response at the single contact centre the meeting noted that callers could expect their calls to be answered within 20 seconds.  Following a further query the Assistant Director Customer and Systems undertook to email Members with information on the longest waiting times experienced by callers.  Based on his personal experience another Member praised the quality of the service offered with regard to telephone calls and emails but expressed concern that it was not possible to follow the progress made following the submission of a form.   The meeting noted that, whilst it was not possible to do so at present, a customer relationship management system had been specified for future adoption and this would allow Members to monitor progress.  In connection with this the Assistant Director Customer and Systems advised the meeting that the Customer and Shared Services Directorate did not administer all services and, should a problem arise relating to an area administered by another Directorate, then it was not until a member of the public complained that the Customer and Shared Services Directorate became aware that a problem existed.

The Portfolio Holder for Finance, Governance and People stated that the Quarter 2 budget monitoring report for 2010/11 would be submitted to committees at their December meetings.  He stated that he was pleased with the efficiencies which had been made and that consideration was also being given to alternative measures to ensure the budget met the efficiencies target.  He added that the base budget proposals for 2011/12 would also be submitted for consideration in December.

A Member queried the late availability of various reports to the Committee.  The Portfolio Holder for Customers, Systems and Assets explained the reason for this and apologised for the inconvenience caused.

In response to another Member’s query the meeting noted that an employee suggestion scheme for cost savings existed and that Members also had the opportunity to make suggestions.

The  ...  view the full minutes text for item 86.

To assess all savings proposals for financial robustness and to consider the viability and suitability of the specific proposals for the Customer and Shared Services Directorate and the Office of the Chief Executive.

The Committee considered a report by the Portfolio Holder for Finance, Governance and People which provided Members with the opportunity to assess all savings proposals for financial robustness and to consider the viability and suitability of the specific proposals relating to the Customer and Shared Services Directorate and the Office of the Chief Executive.  Members also had before them two additional documents.  The first was the report of the Portfolio Holder to the Executive on 2 November 2010 setting out a number of outline savings proposals (at Appendices A and B to the report) affecting all four Directorates and the Office of the Chief Executive.  The proposals had been approved in principle subject to further consultation with the relevant Overview and Scrutiny Committees.  The second was an extract from the Executive Decisions Digest (issued on 4 November 2010) setting out the Executive’s decisions on the report in full together with Appendices B(ii) and B(iii) which had been amended to reflect these decisions.

The Committee made the following general comments and recommendations  regarding financial robustness:

a)         Supplementary Savings Proposals

Members were made aware of the supplementary savings proposals (in the order of £5 - £6m) that would be presented to the next meeting of the Committee and requested that the Executive consider submitting proposals to a value greater than that required in the form of options so that Members were able to exert an element of choice over the matter.

            RECOMMENDED to the Executive

that the Executive considers submitting proposals to a value greater than that required in the form of options so that Members are able to exert an element of choice over the matter.

b)         CS1 Children’s Services Directorate Restructure

In terms of financial robustness, Members queried the size of the savings that would be generated by this proposal i.e. c. £1m p.a. given that a total of 66.5 full time equivalent posts would be deleted as a result of the restructure. It was Members’ opinion that this saving seemed low when compared against the reduction in posts proposed and requested the Executive re-examine the issue.

            RECOMMENDED to the Executive

that the Executive re-examines this proposal to assure itself that the savings to be generated are accurate.

c)         Overheads

With regard to the significant reduction in staff numbers proposed within the Corporate Budget Strategy report Members expressed concern that the Council would not immediately benefit financially through the removal of associated overheads such as accommodation, IT and other central support services. It was Members’ opinion that the Executive should expedite the removal of these overheads at the earliest possible opportunity and requested a report from the relevant Portfolio Holders in due course outlining how this would be achieved.

            RECOMMENDED to the Executive

that the Executive expedites the removal of overheads associated with proposed redundant posts at the earliest possible opportunity and submits a report to the Customer and Central Services Overview and Scrutiny Committee in due course outlining how this will be achieved.

d)         Budget Management and In Year  ...  view the full minutes text for item 87.

To review the Council’s revised Capital Programme for 2010/11 which was presented to the Executive on 2 November 2010.

The Committee considered a report by the Portfolio Holder for Finance, Governance and People which provided Members with the opportunity to review the Council’s revised Capital Programme for 2010/11 following submission to the Executive on 2 November.

The Committee sought and received clarification regarding Creasey Park Community Football Centre, the provision of the Greenfield VC Lower replacement school, maintenance and improvement works to the Flitwick Leisure Centre and improvements to Oakbank Special School.  In connection with Oakbank the Overview and Scrutiny Manager advised that a report on the future delivery of Special Education Needs (SEN) services in Central Bedfordshire, which included Oakbank, would be considered by the Children’s Services Overview and Scrutiny Committee at its meeting on 23 November.

NOTED

the report.

To consider an update on treasury management activity for the second quarter of the financial year 2010/11.

The Committee considered a report by the Portfolio Holder for Finance, Governance and People which provided an update on treasury management activity for Quarter 2 of the financial year 2010/11.

The Chairman reminded the meeting that he had previously requested information to enable access to cash flow requirements.  He added that, based on the information before Members, the Council had excessive levels of investment.  Given that the Committee was due to receive a report on the Treasury Management Strategy in December he asked that the information he had requested be submitted to Members prior to this.

In response the Assistant Director Financial Services stated that the information was being compiled and would cover the first half of the current financial year.  He added that it would be circulated to Members before the Committee’s December meeting.

With regard to the Council’s investment levels he explained that the Council currently held cash on account at 1%, the base rate was only ½% and the Council charged 1.3% - 1.8% for lending out.  He explained that the Council had a single balance sheet for the first time and that at the Committee’s December meeting it would be possible to explain why the Council undertook certain actions.

NOTED

the report.

To consider a response from the Portfolio Holder for Finance, Governance and People to the Budget Task Force’s recommendations regarding capital budgeting.

The Committee considered a joint report by the Portfolio Holders for Finance, Governance and People and Customers, Systems and Assets which set out their response to the Budget Task Force’s recommendations regarding the management of capital projects.

Arising from the Task Force recommendations the Portfolio Holder for Finance, Governance and People stated that he acknowledged the need to examine how efficiently the Code of Financial Governance (and other related documents) was working with regard to the capital programme process.  However, he also stated that the Assistant Director Financial Services, as the Section 151 Officer, did not have the capacity at this point to undertake such a review.  The Portfolio Holder therefore sought a deferral of this task until the next financial year.  The meeting concurred with this suggestion.

NOTED

the joint report.

RESOLVED

that a review of the Code of Financial Governance (and other related documents) by the Assistant Director Financial Services, as the Section 151 Officer, with regard to the management of capital projects, be deferred until the 2011/12 financial year.

To consider a position statement on the Council’s property portfolio and how it should be most effectively managed to maximise income.

The Committee considered a report by the Portfolio Holder for Customers, Systems and Assets which provided Members with information on the Council’s land and property portfolio.  The meeting noted that the portfolio included the Authority’s schools, corporate offices, libraries, residential homes, leisure centres, housing, car parks, miscellaneous areas of land and buildings, the Central Farms Estate, commercial and industrial holdings, highway land, commons, parks and grazing and ex-depots and sub stations.

In response to a query the Interim Assistant Director Assets advised the meeting that the Council currently made use of 36 corporate offices of which 13 were leased properties. The Portfolio Holder set out the procedure for the disposal of surplus property whilst the Director of Customer and Shared Services added that the Council would, in future, be undertaking a far more proactive approach in this area.

In response to queries regarding the provision of schools and leisure facilities the Portfolio Holder referred Members to the relevant Directorates for information.

Following a query by the Chairman regarding the possible alternative use of some funds arising from the Housing Revenue Account (HRA) the Portfolio Holder referred to the legal constraints in this area but undertook to investigate the matter further and report back.

NOTED

the report.

To consider a report on the Corporate Asset Management Plan.

The Committee considered a report by the Portfolio Holder for Customers, Systems and Assets which provided an overview of how the Corporate Asset Management Plan (CAMP) would be developed through following a best practice approach.  The Portfolio Holder drew Members’ attention to the development of the Plan in two stages with the first, involving consideration the strategic short term objectives, being finalised in tandem with the finalisation of next year’s capital programme.  The second stage, involving the medium to long term strategy, would be developed during the next financial year to coincide with the budget setting timetable for 2012/13.

A Member stressed the need to secure the sale of redundant assets to reduce the need for the Council to use its funds. 

Following a query by the Chairman regarding the provision of information on the operational costs of assets the Interim Assistant Director Assets stated that a whole life costing approach had been adopted.

The Chairman referred to the proposed establishment of a Corporate Property Group and its chairing by a Corporate Director and suggested that, as the meeting was strategic rather than technical in nature, it should be chaired by a Customer and Central Services Directorate Portfolio Holder. 

NOTED

the report.

RESOLVED

That the Portfolio Holder for Customers, Systems and Assets consider chairing the proposed Corporate Property Group.

To consider a post implementation review of the Your Space programme and the next steps.

The meeting was aware that this item had been withdrawn and would need to be rescheduled (minute 94 also refers).

To consider the Committee’s current work programme and the latest Executive Forward Plan.

The Committee considered an amended version of its current Work Programme and the latest Executive Forward Plan.  The meeting noted that during the December committee cycle all committees would consider their base budgets before submission to the Executive following which the Customer and Central Services Committee would review the final budget proposals in January.  It was further noted that the Executive would submit its recommendations to Council and should committees disagree with these they could submit their own alternative recommendations to Council.

The Chairman advised that in view of the Committee’s workload it would be necessary to hold two meetings in January, the first to focus solely on the review of the final budget proposals and a second to consider any non budget items.  The Portfolio Holder for Customers, Systems and Assets requested that Portfolio Holders be advised if they were required to attend the budget review meeting and an approximate time at which their Directorate’s budget would be considered.

RESOLVED

1          that the meeting of the Customer and Central Services Overview and Scrutiny Committee scheduled to be held on 17 January 2011 solely undertake a review of the final budget proposals for the 2011/12 financial year;

2          that an additional meeting of the Committee be held on the afternoon of 24 January 2011 to consider any non budget items originally scheduled for submission to the meeting on 17 January 2011;

3          that the review of the Your Space programme, withdrawn from the current meeting, and the ICT Strategy Work Programme, scheduled to be considered at the Committee’s December  meeting, be submitted to the Committee’s additional meeting on 24 January 2011.