Agenda, decisions and minutes

There were no declarations of interest.

The Portfolio Holder is asked to sign the minutes of the meeting held on 13 October 2011 as a correct record.

The minutes of the meeting held on 13 October 2011 were agreed as a correct record.

Not subject to the Call-in procedure

The Policy & Performance Portfolio Holder,

(a)          endorsed the 2011-12 revised and the 2012-13 Revenue Estimates relating to services within the Policy & Performance Portfolio and recommended them for consideration by Cabinet and Council, and

(b)          noted the Capital Estimates approved at the Finance & Staffing Portfolio Holder meeting in December.

Other Options Considered: To reject the 2011-12 revised and 2012-13 original revenue estimates.

Reason for Decision: The draft estimates for all services of the Council require consideration and endorsement by Portfolio Holders for presentation to Cabinet and Council in February.

Alex Colyer, Executive Director, Corporate Services presented the report and those in attendance at the meeting, having considered the detailed report and appendices, made the following comments:

·         the staffing estimates for all services had been approved by the Finance & Staffing Portfolio Holder on 20 December 2011 and could not now be amended by individual portfolio holders

·         the investments proposals in the Capital programme were welcomed

·         that items in the capital programme had included provisions for a network infrastructure upgrade, together with a number of items to support the relocation of the Contact Centre to South Cambridgeshire Hall in December 2012

The Policy & Performance Portfolio Holder,

(a)          endorsed the 2011-12 revised and the 2012-13 Revenue Estimates relating to services within the Policy & Performance Portfolio and recommended them for consideration by Cabinet and Council, and

(b)          noted the Capital Estimates approved at the Finance & Staffing Portfolio Holder meeting in December.

The Portfolio Holder AGREED to keep the Bar Hill Designated Public Place Order (DPPO) in place, and close the Task and Finish Group set up to review it.

Other Options Considered: To revoke the DPPO

Reason for Decision: The views of local representatives were taken into account by the Portfolio Holder.

Phil Aldis, Community Safety Officer was in attendance for this item.

Consideration had been given to revoke the Designated Public Place Order (DPPO) in Bar Hill following the introduction of alternative legislation under s27 of the Violent Crime Reduction Act (2006), which provides the Police with powers to issue a direction for an individual to leave a locality for up to 48 hours.

A Task and Finish Group set up to review the DPPO had resulted in the agreement of an action plan recommending to Bar Hill Parish Council that the DPPO be revoked. The Parish Council subsequently considered the recommendations and having taken into account the views of the local members, agreed that the DPPO should remain in place.

The Community Safety Officer informed the Portfolio Holder that he had received confirmation from the Police that the DPPO would remain effective in its own right once the new legislation was in place.

The Portfolio Holder AGREED to retain the Bar Hill Designated Public Place Order (DPPO) and close the Task and Finish Group set up to review it.

Cllrs Bunty Waters and Roger Hall, on behalf of the community, thanked the Community Safety Officer and the Police for their help during this process and the re-assurance that the DPPO would remain effective in the village.

The Community Safety Officer left the meeting after this item.

The Portfolio Holder APPROVED the proposed reduction in contact centre opening hours from the current Monday to Friday 8am to 8pm and Saturday 9am to 1pm, to Monday to Friday 8am to 6pm and Saturday 9am to 1pm (no change to the Saturday service).

Other options considered:  To reject the proposal and the subsequent £15,000 reduction in funding requirements.

Reasons for decision:

(a)          Cambridgeshire County Council’s Cabinet had agreed further 2011/12 budget reductions for the contact centre service.

(b)          To ensure service delivery to the reduced budget.

(c)          The reduced opening hours would result in a reduction in resource requirements to deliver the service and a £15,000 cost reduction for this Council during the 2012/13 fiscal year.

As a result of Cambridgeshire County Council’s revised budget for 2011/12, its Cabinet agreed, without consulting this authority, a reduction in the opening hours for the contact centre. The amended opening hours would result in a reduction in resource requirements to deliver the service and a £15,000 saving for this Council during the 2012/13 fiscal year.

It was noted that publication of the new opening times would be included in the Spring edition of the South Cambs Magazine and council tax bills. The Customer Experience Co-ordinator assured the Portfolio Holder that in due course, the contact centre answerphone message would state the amended opening times.

The Portfolio Holder APPROVED the proposed reduction in contact centre opening hours from the current Monday to Friday 8am to 8pm and Saturday 9am to 1pm, to Monday to Friday 8am to 6pm and Saturday 9am to 1pm (no change to the Saturday service), effective from 1 April 2012.

The Portfolio Holder AGREED that the Scrutiny & Overview Committee be given the responses contained in paragraphs 10 and 11 of the covering report.

Other options considered: None

Reason for decision: The recommendation aimed to make constructive use of the input supplied by the Scrutiny & Overview Committee in the most efficient way.

It was noted that the recommendations of the task and finish group would involve a substantial commitment in officer time, particularly as it was anticipated that during 2012 elements of the existing policy would be incorporated within a newly created policy entitled Customer Experience Strategy. 

In these circumstances, the Portfolio Holder AGREED that the Scrutiny & Overview Committee be given the responses contained in paragraphs 10 and 11 of the covering report.

The Portfolio Holder ENDORSED the Removable Media Policy.

Other options considered: None

Reason for decision: To prevent the unauthorised disclosure, removal, destruction, loss or theft of Council data.

Steve Rayment, Head of ICT presented the item, stating that the policy would ensure the confidentiality of all council data.

It was noted that although staff using laptops had access to printers, Members did not. The council was rolling out Office 2010 and moving towards remote access connections too, engaging with member laptops and nominated devices to link to printers. USB sticks could be used in the meantime, however, the Policy related only to council-encrypted USB sticks and were issued to those Members requesting them. Anti-virus software was also available to users of i-pads for council business.

The Portfolio Holder ENDORSED the Removable Media Policy.

The Portfolio Holder ENDORSED the Data Quality Policy for all employees and Members of South Cambridgeshire District Council.

Other options considered:  None

Reason for decision: To ensure that all data produced is accurate and held securely.

Steve Rayment, Head of ICT informed the Portfolio Holder that the policy applied to data retained in any formats, including electronic and hard copy records. Once adopted, training would be offered to Members and staff.

The Portfolio Holder ENDORSED the Data Quality Policy for all employees and Members of South Cambridgeshire District Council.

Due to lack of business, the Portfolio Holder cancelled his meeting scheduled for 9 February 2012. It was agreed that draft ICT Strategy, ICT Security Policy and the Quarter 3 Service Improvements & Financial Performance 2011/12 be circulated to him, the Scrutiny Monitors and the Opposition Spokesman in due course. Action: Steve Rayment, Sally Smart and Richard May

The following items would be considered at the meeting to be held on 12 April 2012:

·         ICT Strategy: Final

·         ICT Security Policy: Final

·         Media Guidelines and Publicity Protocols: Review

·         Street Naming & Numbering Charges: Review

·         Community Safety Rolling Plan: Update

The Portfolio Holder requested the Customer and Business Services team to identify and act upon opportunities to reduce avoidable contact. The Executive Director and Process Review Officer confirmed that this aspect continued to be a priority for the team and was a prime focus within the Customer Contact Centre Project. It was noted that the Process Review Officer was conducting a Council-wide programme of process reviews that would identify, and where possible eliminate, avoidable contact. This work would be recorded and reported to the Portfolio Holder via the Project Highlight Report scheduled on a quarterly basis.

The next scheduled meeting is 9 February 2012, commencing at 10am

The next meeting will be held at 10am on 12 April 2012.