Issue - meetings

Cabinet

Approved the Strategic Risk Register and Matrices set out in Appendices D – E to the report, subject to retaining the previous risk rating for STR 25 (Risk of Designation as a Poorly Performing Planning Authority), rather than decreasing the gross rating from 20 to 9 and net rating from 12 to 9 as proposed in paragraph 18 of the submitted report.

Please note that this decision was first published on Monday 12 February and so the deadline for call-in is Monday 19 February at 5pm. If not called-in this decision can be implemented on Tuesday 20 February.

Cabinet:

(1)  Noted the Council’s provisional outturn position together with the performance and risk issues contained in this report and Appendices A – C.

(2)  Approved the Strategic Risk Register and Matrices set out in Appendices D – E to the report, subject to retaining the previous risk rating for STR 25 (Risk of Designation as a Poorly Performing Planning Authority), rather than decreasing the gross rating from 20 to 9 and net rating from 12 to 9 as proposed in paragraph 18 of the submitted report.

Cabinet was provided with a statement on the Council’s position with regard to its General Fund, Housing Revenue Account (HRA) and Capital budgets, corporate objectives, performance indicators and strategic risks. 

During consideration of the report:-

·         The Housing Portfolio Holder provided further explanation around performance indicator AH212 which was shown as red.  In particular, she noted that the performance indicator was a cumulative figure so the previous spike in bed and breakfast accommodation continued to have a knock on effect.  She further emphasised that every attempt was made to keep the placement of families in bed and breakfast accommodation to an absolute minimum.

·         With reference to performance indicator CC305, the Leader noted that the Executive Management Team was commissioning a project that would look at complaints as part of an investigation into customer experience.

·         Cabinet noted, in connection with indicator FS109, that the percentage of invoices paid in 30 days had increased.

·         The Finance and Staffing Portfolio Holder commented that staff sickness performance was subject to detailed reports at his Portfolio Holder meetings.

·         The Environmental Services Portfolio Holder provided further explanation in relation to indicator ES406, particularly in relation to the position with unresolved major non-compliances.  He additionally thanked the Scrutiny and Overview Committee for their constructive discussion on the Shared Waste Service alternative bin collection day review.

·         The Planning Portfolio Holder was pleased to highlight that indicators PN510 and 511 were now green and congratulated the Planning staff. 

·         With reference to indicator PN512, the Planning Portfolio Holder noted that the Council was over the 10% designation criteria relating to major application appeals against refusals of planning permission being allowed. He explained that the majority of lost appeals had related to the five year land supply and when this was taken into account, the percentage of lost appeals was only 2%. The Council had written to MHCLG advising of the position with regard to the absence of a 5 year land supply and Local Plan.

·         The Finance and Staffing Portfolio Holder updated Cabinet with the position on the Budget as set out in Paragraph 12 and was satisfied that the variances between the working budgets and the outturn forecast were within acceptable limits.

·         Cabinet’s attention was drawn to key risks as identified in paragraph 18 of the report.

At the invitation of the Leader, Councillor Orgee, Chairman of the Scrutiny and Overview Committee, highlighted the following issues raised by the Committee at its meeting held on 6 February 2018:-

·         The accuracy of the wording in the statement regarding Cambourne in the first bullet point under “Living Well” on page 92 and repeated under A (iii) on page 99 had been challenged by a Ward Member.

·         With reference to indicator AH212, concern had been expressed at the reference to outstanding invoices which were awaited in respect of bed and breakfast accommodation in December.  The Committee had suggested that the total amount should have been included in the comments field.

·         Regarding indicator STR 25 - Risk of Designation as a Poorly Performing Planning  ...  view the full minutes text for item 11

The Finance and Staffing Portfolio Holder presented with the Policy and Performance Manager,  the report which provided an update in respect of the Council’s financial position, performance and risk. The Portfolio Holder highlighted the following:

·         The Council’s performance was on track.

·         Invoices were being paid within 30 days however performance was still not where the Council wanted it to be.

·         Performance around complaints handling was not where the Council wanted it to be, however work was in progress to improve this.

·         There had been a significant improvement in the performance of the processing of benefits claims.

The report was discussed by the committee:

·         Members advised that the table at paragraph 17 of the report was not easy to understand and further explanation was requested to make it easier for members of the public to understand. The committee pointed out that this was a public meeting and as such, papers needed to be easily understood by members of the public.

·         Further information regarding the Combined Authority housing programme would be provided to members after the meeting, as the information was not available during the meeting.

·         In response to a query regarding the net risk score, members were informed that the Council’s Executive Management Team scored the risks using a methodology that had been designed by the Corporate Governance Committee. Any proposed change to the methodology would have to be approved by the Corporate Governance Committee.

·         Members were informed that the arrow on the Strategic Risk Matrix reflected the movement of the gross risk.

·         The committee was informed that Universal Credit had already been introduced for a small part of the district’s population. There was a Government administration grant to help the Council cater for the increased administration that would result from the full introduction of Universal Credit, however this was only a two year grant. It was hard to predict if this would lead to a shortfall in resource.

·         It was advised that the performance of devolution and the performance of the Greater Cambridge Partnership should be added to the Strategic Risk Register, as there was a risk to the Council if they did not deliver. The Portfolio Holder would suggest this to Cabinet.

·         In response to a query regarding lack of sign off of the Council’s accounts by Ernst and Young, the committee was informed that this was a service level risk rather than a strategic risk. The Finance and Staffing Portfolio Holder assured the committee that the Council’s business was not affected by this. The committee was informed that the Government’s valuation of the Council’s housing stock was based on the affordability to support and maintain this stock.

·         The committee was informed that the next bidding round for the County Council’s innovation fund was in the new year and the Council would be submitting a bid.

·         In response to a query that could not be answered at the meeting, officers would find out whether an older people’s accommodation needs report had been completed.

·         The committee was informed that a  ...  view the full minutes text for item 7

Cabinet

(a)          noted the Council’s provisional financial outturn position, together with the overview of Corporate Plan 2016-2021  achievements and performance against key performance indicators set out in the report and appendices A-D attached;

(b)          Approved budget rollovers totalling £3,149,007 as detailed in Appendices D(1) General Fund Revenue, D(2) HRA Revenue and D(3) Capital, to be carried forward into the 2017-18 financial year, and

(c)          Approved the Strategic Risk Register at Appendix E.

This decision was first published on Friday 14 July and so the deadline for call-in is 5pm on Friday 21 July. If not called-in this decision can be implemented on Monday 24 July.

Cabinet

(a)             noted the Council’s provisional financial outturn position, together with the overview of Corporate Plan 2016-2021  achievements and performance against key performance indicators set out in the report and appendices A-D attached;

(b)             Approved budget rollovers totalling £3,149,007 as detailed in Appendices D(1) General Fund Revenue, D(2) HRA Revenue and D(3) Capital, to be carried forward into the 2017-18 financial year, and

(c)             Approved the Strategic Risk Register at Appendix E.

Cabinet considered a report containing

·       A provisional 2016-17 outturn position statement on General Fund, Housing Revenue Account (HRA) and Capital expenditure, including requests for budget rollovers from 2016-17 to 2017-18;

·       A statement on the 2016-17 year-end position statement with regard to the Council’s corporate objectives and performance indicators; and

·       The Strategic Risk Register.

Councillor Simon Edwards (Finance and Staffing Portfolio Holder) and Councillor Nick Wright (Business and Customer Services Portfolio Holder and Deputy Leader) summarised those aspects of the report for which they had responsibility.

On risk, Councillor Robert Turner (Planning Portfolio Holder) highlighted a significantly improved position following two challenging years in the planning service.

Referring to the new strategic risk matrix, and in reply to a question from Councillor Anna Bradnam, Councillor Wright confirmed that Members would still also receive the details of risks.

Councillor Bridget Smith asked about the risk held by Ermine Street Housing. Councillor Edwards reminded her that Ermine Street was an independent company, and that the Council’s interest in it was purely as an investor. The Executive Director explained that the two registers held by the Council and by Ermine Street covered the same risks but approached them from different perspectives.

In response to the Leader, the Policy and Performance Manager said that officers were working towards reducing the number of Performance Indicators from 38 to 28.

Members noted the implication of paragraph 26(e) of the report from the Chief Executive.

The Business and Customer Services Portfolio Holder took the opportunity to explain the rationale behind the relocation of the Swansley Room, and reconfiguring of the access to the Monkfield Room. While work had been delayed for reasons beyond the Council’s control, once completed it would improve public access to the two meeting rooms, and enhance staff safety both within the office area and in the interview rooms, which would be relocated nearer to Reception.

Cabinet

(a)            noted the Council’s provisional financial outturn position, together with the overview of Corporate Plan 2016-2021 achievements and performance against key performance indicators set out in the report and appendices A-D attached;

(b)            Approved budget rollovers totalling £3,149,007 as detailed in Appendices D(1) General Fund Revenue, D(2) HRA Revenue and D(3) Capital, to be carried forward into the 2017-18 financial year, and

(c)            Approved the Strategic Risk Register at Appendix E.

Cabinet

APPROVED the Strategic Risk Register and Matrix set out in Appendix D-E, incorporating the proposed changes set out in paragraph 28 of the report.

This decision was first published on Thursday 17 November and so the deadline for call-in is Thursday 24 November at 5pm. If not called-in this decision can be implemented on Friday 25 November.

Cabinet

NOTED    the Council’s provisional financial position together with the performance and risk matters and contextual information set out in the report and Appendices A-C.

APPROVED the Strategic Risk Register and Matrix set out in Appendix D-E, incorporating the proposed changes set out in paragraph 28 of the report.

Councillor Simon Edwards, Finance and Staffing Portfolio Holder, presented this report on the Council’s position with regard to its General Fund, Housing Revenue Account and Capital budgets; whilst Councillor Nick Wright, Corporate and Customer Services Portfolio Holder, presented the corporate objectives, performance indicators and strategic risk part of the report.

Councillor Edwards provided details of the improvement in the variance figures for the second quarter compared to those at the end of the first quarter. He made the following points:

·         Expenditure on ICT developments had been delayed as the Council were working in partnership to ensure value for money.

·         Higher than expected planning fees had brought in more income than expected.

·         The figures would change again for both the 3^rd quarter and the final end of year position.

Councillor Wright summarised the key performance information in appendix B of the report. He highlighted the following points:

·         August’s performance figure for expenditure on Bed and Breakfast accommodation was due to two complex cases, that had been resolved.

·         New staff had been recruited to the contact centre, which would lead to improved performance in the next quarter.

·         It was expected that the reduction in the backlog of applications would lead to an improvement in customer satisfaction with planning and new communities.

Performance Indicators CC303 & CC307: Contact Centre

Councillor Wright explained that the contact staff were trained to deal with calls without having to refer them. This meant an average call time of about eight minutes, which made a wait time of two minutes an acceptable target. The Interim Chief Executive explained that performance targets were not set by Cabinet, but by the relevant Portfolio Holder in February or March for the following financial year. Councillor Wright explained that a recruitment plan had been put in place to mitigate the expected high turnover of staff working in the Contact Centre.

Performance Indicators FS116/7: Staff sickness and turnover

In response to queries regarding staff sickness, Councillor Edwards was pleased to report that staff sickness had declined considerably over the years. He considered that the staff turnover of 10% per year was reasonable, as the Council benefitted from new staff bringing new and innovative ideas into the Council.

Planning appeals

Councillor Wright explained that the increase in the number of planning appeals was due to the fact that the Council had not yet updated its Local Plan.

Risk STR25: Homelessness

It was noted that the score for the above risk had increased to 25. The Government’s Homelessness Reduction Bill was likely to create a challenge for this authority.

Risk STR08: Medium Term Financial Strategy

Councillor Edwards was pleased to report that the risk STR08 – Medium Term Financial Strategy was decreasing in likelihood.

Risk STR03: Illegal Traveller Encampments

It was noted that the risk score for STR03 – Illegal Traveller encampments or developments had decreased, but Cabinet agreed it should be kept on the Strategic Risk Register until the impact of the Travellers’ Needs Assessment was known and the impact of the change in  ...  view the full minutes text for item 7