Agenda and minutes

To receive the apologies of any Member who is unable to attend this meeting.

Apologies were received on behalf of Councillors Mould and Stephens.

To invite Councillors to declare any interests they may have in items on the agenda.

During consideration of Item 17, Unit 7, Woodrow Centre – Concessionary Rent, Councillor Rebecca Blake declared an other disclosable interest, as detailed in minute 60 below, and left the room.

1.         To give notice of any items for future meetings or for the Forward Plan, including any scheduled for this meeting, but now carried forward or deleted; and

2          any other relevant announcements.

(Oral report)

The Leader advised that the following items of business, scheduled on the Forward Plan to be dealt with at this meeting, had been rescheduled to a later meeting of the Committee:

·              Budget Preparation Guidelines; and

·              Quarterly Sickness Monitoring – Quarter 1 – April to June 2012.

He also advised that he had received the following items as Urgent Business:

·              Access for Disabled People Task Group;

(Not meeting the publication deadline)

·              Item 6 – Community Right to Challenge;

·              Item 17 – Unit 7, Woodrow Centre – Concessionary Rent; and

·              Item 18 – Shared Services Board – Post Room – Transformation and Service Redesign Review.

To confirm as a correct record the minutes of the meeting of the Executive Committee held on 24th July 2012.

(Minutes attached)

RESOLVED that

the minutes of the meeting of the Executive Committee held on 24th July 2012 be confirmed as a correct record and signed by the Chair.

To receive the final report of the Access for Disabled People Task Group.

(The final report to be circulated following the meeting of the Overview and Scrutiny Committee on 14th August 2012.)

Councillors Andrew Fry and Alan Mason, joint Chairs of the Access for Disabled People Task Group, presented the final report prepared on behalf of the Group to the Executive Committee.

The Committee was advised that the review had been launched by the Overview and Scrutiny Committee because Members believed it was important to ensure that people with all types of disabilities could access Redditch town centre.  The review had focused specifically on access arrangements for people travelling by bus or taxi and had also considered provision of disabled parking spaces in the town centre.

The review had been completed in two stages.  The majority of evidence had been gathered during the first stage of the review, which was completed in April 2012.  The Overview and Scrutiny Committee had agreed that further work was required and this had formed the basis of the second stage of the review from May – August 2012.

Members were advised that Councillor Fry had replaced Councillor Mason as the Chair of the review in May 2012.  This change had occurred because there was a constitutional requirement for the Chairs of Task Groups to also be members of the Overview and Scrutiny Committee.  However, Members expressed concerns that changes to the chairing arrangements for a Task Group in the middle of a review had implications for the consistency of the exercise.  For this reason Members commented that this requirement should be considered in further detail by the Constitutional Review Working Party.

The map displaying the location of disabled parking spaces in the town centre, which had been produced at the request of the Task Group, was discussed by the Committee.  Members suggested that the map would need to be produced in a simplified format in order to be a useful tool for residents and visitors.  Furthermore, The Committee agreed that a small number of paper copies of the map should be made available to the public on demand.

The Committee noted that one of the group’s proposals was for a disability awareness training session to be delivered to Members.  The subject was considered to be particularly useful for new Members and it was suggested that this session could be incorporated into the Member induction process. 

Arrangements in place to enable Members to report dropped kerbs were also considered.  The Committee acknowledged that many experienced Members would be familiar with the process.  However, newly elected Members would appreciate further information about the process for requesting dropped kerbs to Worcestershire County Council.

RESOLVED that

1)           a user friendly version of the map (detailed in Appendix E of the main report) demonstrating the location of disabled parking spaces and Shopmobility in Redditch town centre should be produced and promoted on the Council’s website, on the Redditch Matters e-magazine and on the Palace Theatre’s website and should be promoted to local businesses to use;

a)           the contents of this map should be reviewed every twelve months to ensure that the information remains accurate;

2)           Redditch Borough Council should work with  ...  view the full minutes text for item 48.

To consider a report on the Community Right to Challenge.

(Report attached)

The Committee received a report which detailed local arrangements for the new Community Right to Challenge, which had been introduced in the Localism Act 2011.

The Community Right to Challenge enables relevant bodies (defined by the Act) to submit expressions of interest to deliver services on behalf of the Council, and applies to all public services except services that were protected by secondary legislation.  In this context, all of the services delivered by Redditch Borough Council were open to challenge.

The provisions relating to the Community Right to Challenge had come into force on 27th June 2012.  All of the Councils in Worcestershire were attempting to adopt a consistent approach to managing expressions of interest by complying with the statutory guidance and Regulations.

It was proposed that the local arrangements for managing expressions of interests would be:

• The Council would accept expressions of interest at any time;
• Expressions of interest should be sent to the Council’s Monitoring Officer (or Section 151 Officer);
• That information required to be included in an expression of interest would be as set out in Paragraph 4.2 of the Statutory Guidance.  Following receipt of an expression of interest the Council may ask that the relevant body demonstrated that it met the definition of a relevant body;
• The Council would notify the relevant body of its decision within 12 weeks of receiving the expression of interest;
• The period between an expression of interest being accepted (and notified to the relevant body in writing) and any procurement exercise starting would be no less than 3 months and no longer than 6 months.

Given the Community Right to Challenge had been expected to be in force from 27th June, these arrangements had been published on the Council’s website explaining that they were subject to endorsement by the Committee at this meeting.

RESOLVED that

the local arrangements for managing the Community Right to Challenge, as set out in the report, be approved.

To provide Members with an overview of the budget, including the achievement of approved savings as at the end of Quarter 1, 2012/13.

(Report attached)

The Committee received a monitoring report detailing the Council’s financial position at the end of the first quarter of 2012/13.

Officers reported that the Council was on course to achieve the savings included within the budget agreed in February 2012.  The majority of savings had been achieved due to staff vacancies and savings in contracts.

A table containing a summary of Capital Budget expenditure for the Council in the first quarter had been provided for Members’ consideration.  The figures provided in this table appeared to suggest that there had been limited expenditure during the first quarter of the year.  However, Officers reported that whilst many of the capital works that had been planned for the first quarter of the year had been delivered the Council had not yet received requests for payment for all of these works.

The appropriate content of the quarterly financial monitoring reports was discussed by the Committee.  Members suggested that additional comments needed to be provided in future editions of the report to enable Members to assess the figures provided in context.   

RESOLVED that

the current financial position on Revenue and Capital be noted, as detailed in the report.

To consider a report which provides and update on Customer Services.

(Report attached)

A report was received which set out the key information in respect of customer service for the first quarter of 2012/13.

Officers reported that 81 compliments had been received during the first quarter of the year.  This represented a significant increase in the number of compliments that had been reported when compared to the same time the previous year. 

The Council had also received 56 complaints during the period, including one complaint referred to the Council by the Local Government Ombudsman.  17 complaints had taken longer than 15 working days to resolve.  The majority of complaints that had required an extended period of time to resolve had been complex cases.

In the first quarter of the year 71 per cent of complaints had been upheld or partially upheld.  The remaining complaints had not been upheld, though Officers recognised that the issues had been an area of concern to the individuals who had proposed the complaints. 

The Customer Service team was in the process of delivering training that was designed to improve customer service skills for staff working in different teams.  Bespoke training had been developed for particular teams to enable staff to address any issues that might lead to a complaint within their service area.  Staff briefings had also been held to provide employees across the organisation with an opportunity to learn about appropriate forms of behaviour when working with customers.

The Committee was advised that in the long-term details about customer feedback data would be incorporated into the Council’s new Performance Management Reports.

RESOLVED that

the update for the period 1st April 2012 – 30th June 2012 be noted.

To receive the minutes of the meeting of the Overview and Scrutiny Committee held on 17th July 2012.

There are no recommendations to consider.

(Minutes attached)

The Committee received the minutes of the meeting of the Overview and Scrutiny Committee held on 17th July 2012.

Members noted that there were no outstanding recommendations to consider.

RESOLVED that

the minutes of the meeting of the Overview and Scrutiny Committee held on 17th July 2012 be received and noted.

To receive the minutes of the meeting of the Shared Services Board held on 12th July 2012.

There is a recommendation to consider.

(Minutes attached)

The Committee considered the minutes of the meeting of the Shared Services Board held on 12th July 2012.

RECOMMENDED that

the business case for a shared Revenues Service be approved for implementation.

To receive and consider the minutes of the most recent meeting of Worcestershire Shared Service Joint Committee.

(Minutes attached)

The Committee received the minutes of the Worcestershire Shared Services Joint Committee held on Wednesday 11th July 2012.

RESOLVED that

the minutes be noted.

To receive and consider any outstanding minutes or referrals from the Overview and Scrutiny Committee, Executive Panels etc. since the last meeting of the Executive Committee, other than as detailed in the items above.

There were no minutes to consider under this item.

To consider, for monitoring / management purposes, an update on the work of the Executive Committee’s Advisory Panels and similar bodies, which report via the Executive Committee.

The most recent report on the activity of the Council’s Advisory Panels and similar bodies was received by the Committee.

To consider an update on the actions arising from previous meetings of the Committee.

The latest Action Monitoring Report for the Committee was received and noted.

Should it be necessary, in the opinion of the Chief Executive, to consider excluding the public from the meeting in relation to the following items of business on the grounds that exempt information is likely to be divulged, it may be necessary to move the following resolution:

“that, under S.100 I of the Local Government Act 1972, as amended by the Local Government (Access to Information) (Variation) Order 2006, the public be excluded from the meeting for the following matter(s) on the grounds that it/they involve(s) the likely disclosure of exempt information as defined in the relevant paragraphs 1, 2, 3 and 4 of Part 1 of Schedule 12 (A) of the said Act, as amended.”

RESOLVED that

under S.100 I of the Local Government Act 1972, as amended by the local Government (Access to Information) (Variation) Order 2006, the public be excluded from the meeting for the following matters on the grounds that they involve the likely disclosure of exempt information as defined in paragraphs 1, 2, 3 and 4 of Part 1 of Schedule 12 (A) of the said Act, as amended.

Item 16 – Quarterly Monitoring – Write off of Debts – Quarter 1 – April to June 2012

Item 17 – Unit 7, Woodrow Centre – Concessionary Rent

Item 18 – Shared Services Board – Post Room – Transformation and Service Redesign Review

To consider the action taken by Officers with respect to the write off of debts during the first quarter of 2012/13 and to note the profile of outstanding debt.

(Report attached)

[The report may contain exempt information as defined in S.100 of the Local Government Act 1972, as amended by the Local Government (Access to Information) (Variation) Order 2006, as they may contain information relating to:

·        Information relating to any individual;

·        Information which is likely to reveal the identity of any individual;

·        The financial or business affairs of any particular person (including the authority holding that information).

Members considered a report which detailed the action taken by Officers with respect to the write-off of debts during the first quarter of 2012/13 and the profile and level of the outstanding debt.  The Committee was advised that the Council’s current level of bad debt provisions were adequate in relation to the level of write offs as well as the level of outstanding debt. 

Figures had been provided for the level of Council Tax Rent Arrears that had accrued since 1996/97.  Concerns were expressed that these arrears appeared to be increasing at a level of 2.5 per cent per year.  However, Members were assured that money continued to be collected and the debts were decreasing over time.

A summary had also been provided of the total business rate arrears due to the Council by June 2012.  This table contained a comparison of the arrears due between 2000/01 and 2012/13, which clearly demonstrated that there was no standard pattern in the total due to the Council.  Officers explained that the figures for business rent arrears varied significantly because business rates varied according to the size of the property.

RESOLVED that

1)           the debts detailed in the confidential appendices be written off; and

2)           the contents of the report be noted.

[During consideration of this item Members discussed matters that necessitated the disclosure of exempt information. It was therefore agreed to exclude the press and public prior to any debate on the grounds that information would be revealed relating to any individual, information would be revealed which was likely to reveal the identity of any individual and information would be revealed relating to the financial or business affairs of a particular person (including the authority holding that information).]

To consider a report on the future use of 7 Woodrow Centre.

(Report attached)

[The report may contain exempt information as defined in S.100 of the Local Government Act 1972, as amended by the Local Government (Access to Information) (Variation) Order 2006, as they may contain information relating to

·        The financial or business affairs of any particular person (including the authority holding that information; and

In view of this it is anticipated that discussion of these matters will take place after the exclusion of the public.]

Members received a report concerning concessionary rent arrangements for Unit 7, in the Woodrow Centre.  It was agreed to defer consideration of this item to the next meeting of the Committee so that further detailed information could be obtained.

During consideration of the item Councillor Rebecca Blake declared an other disclosable interest, as detailed in the confidential minute below, and left the room and did not take part in the decision.

[During consideration of this item Members discussed matters that necessitated the disclosure of exempt information. It was therefore agreed to exclude the press and public prior to any debate on the grounds that information would be revealed relating the financial or business affairs of a particular person (including the authority holding that information).]

To consider a report on the Transformation and Service Redesign Review of the Post Room.

(Report attached)

[The report may contain exempt information as defined in S.100 of the Local Government Act 1972, as amended by the Local Government (Access to Information) (Variation) Order 2006, as they may contain information relating to:

• The financial or business affairs of any particular person (including the authority holding that information; and
  
  
• Any consultations or negotiations, or contemplated consultations or negotiations in connection with labour relation matters arising between the authority and employees of the authority. 
  
  

In view of this it is anticipated that discussion of these matters will take place after the exclusion of the public.]

The Committee received a report which detailed the outcomes of the Post Room Transformation Service Redesign Review. 

Members noted that usually reports relating to shared services and transformation would be referred to the Executive committee following consideration by the Shared Services Board.  However, this report had been accepted to ensure that the matter could be addressed in appropriate timescales.

The proposed revised structure of the service would deliver combined savings of £31,000.  The level of savings for Redditch Borough Council would be £18,000.

RECOMMENDED that

the Post Room Transformation Service Redesign Review, attached at Appendix 1 to the report, be approved, subject to the consideration and recommendation of the Shared Service Board.

[During consideration of this item Members discussed matters that necessitated the disclosure of exempt information. It was therefore agreed to exclude the press and public prior to any debate on the grounds that information would be revealed relating the financial or business affairs of a particular person (including the authority holding that information) and information relating to any consultations or negotiations, or contemplated consultations or negotiations, in connections with any labour relations matters arising between the authority and employees of the authority.]