Please contact: Lydia Hall
Please email: lydia.hall@north-norfolk.gov.uk
Please direct dial on: 01263 516047
07 July 2015
A meeting of the Overview and Scrutiny Committee of North Norfolk District Council will be held
in the in the Council Chamber at the Council Offices, Holt Road, Cromer on Wednesday 15th
July 2015 at 9.30am.
At the discretion of the Chairman, a short break will be taken after the meeting has been running
for approximately one and a half hours.
Members of the public who wish to ask a question or speak on an agenda item are requested to
arrive at least 15 minutes before the start of the meeting. It will not always be possible to
accommodate requests after that time. This is to allow time for the Committee Chair to rearrange
the order of items on the agenda for the convenience of members of the public. Further information
on the procedure for public speaking can be obtained from Democratic Services, Tel: 01263
516010, Email: democraticservices@north-norfolk.gov.uk
Anyone attending this meeting may take photographs, film or audio-record the proceedings and
report on the meeting. Anyone wishing to do so must inform the Chairman. If you are a member
of the public and you wish to speak on an item on the agenda, please be aware that you may be
filmed or photographed.
Sheila Oxtoby
Chief Executive
To: Mrs S Butikofer, Mrs A Claussen-Reynolds, Mrs J English, Ms V Gay, Mrs A Green, Mr M
Knowles, Mr P Moore, Mrs M Prior, Mr E Seward, Mr B Smith, Mr D Smith and Mr N Smith.
All other Members of the Council for information.
Members of the Management Team, appropriate Officers, Press and Public.
If you have any special requirements in order to attend this
meeting, please let us know in advance
If you would like any document in large print, audio, Braille, alternative
format or in a different language please contact us.
Chief Executive: Sheila Oxtoby Corporate Directors: Nick Baker & Steve Blatch
Tel 01263 513811 Fax 01263 515042 Minicom 01263 516005
Email districtcouncil@north-norfolk.gov.uk Web site northnorfolk.org
AGENDA
1.
TO RECEIVE APOLOGIES FOR ABSENCE
2.
SUBSTITUTES
3.
PUBLIC QUESTIONS
To receive questions from the public, if any
4.
MINUTES
(page 5)
(9.30 – 9.35am)
To approve as correct records the minutes of the meeting of the Overview and Scrutiny
Committee held on the 17th June 2015.
5.
ITEMS OF URGENT BUSINESS
To determine any other items of business which the Chairman decides should be
considered as a matter of urgency pursuant to Section 100B(4)(b) of the Local Government
Act 1972.
6.
DECLARATIONS OF INTEREST
Members are asked at this stage to declare any interests that they may have in any of the
following items on the agenda. The Code of Conduct for Members requires that
declarations include the nature of the interest and whether it is a disclosable pecuniary
interest.
7.
PETITIONS FROM MEMBERS OF THE PUBLIC
To consider any petitions received from members of the public.
8.
CONSIDERATION OF ANY MATTER REFERRED TO THE COMMITTEE BY A MEMBER
To consider any requests made by non-executive Members of the Council, and notified to
the Monitoring Officer with seven clear working days’ notice, to include an item on the
agenda of the Overview and Scrutiny Committee.
9.
RESPONSES OF THE COUNCIL OR THE CABINET TO THE COMMITTEE’S REPORTS
OR RECOMMENDATIONS
To consider any responses of the Council or the Cabinet to the Committee’s reports or
recommendations.
10.
HELICOPTER FLIGHTS OVER NORTH NORFOLK
(page 17)
(9.40 – 10.15)
To receive a briefing from representatives from Norwich International Airport and Bond
Helicopters on helicopter flights across the District.
11.
BUSINESS EFFICIENCY AND DIGITAL TRANSFORMATION PROGRAMME UPDATE
(attached - p.18)
(10.15 – 10.30)
Summary:
This report provides the third, six monthly update on progress
within the Business Efficiency and Digital Transformation
Programme (BTP), in accordance with the Cabinet Resolution
for the Programme.
The IT infrastructure improvement work required in the
Programme continues to progress well.
Cabinet
Decision
The Business Process Review (BPR) in Planning is underway
and will be complete by the end of July. This will be closely
followed by the development of the service improvement plan,
for implementation across autumn/winter 2015/16.
Other projects and workstreams are progressing and are broadly
on target.
The timelines, expected outcomes and anticipated costs for the
various workstreams are identified within the report and the
attached Appendix.
Conclusion
The Business Efficiency and Digital Transformation Programme
business model remains viable, is progressing and largely on
track to deliver as planned.
Recommendations That Cabinet notes the progress made on the Business
Efficiency and Digital Transformation Programme.
Reasons for
Recommendations:
Cabinet member(s):
Ward member(s)
Contact Officer,
telephone
and e-mail:
12.
To provide appropriate governance and oversight of the
Business Efficiency and Digital Transformation Programme
Councillor T FitzPatrick
All
Sean Kelly, Nick Baker
01263 516276, 01263 516221
sean.kelly@north-norfolk.gov.uk ; nick.baker@northnorfolk.gov.uk
WASTE CONTRACT UPDATE
To receive an update on the waste contract.
Cabinet member(s):
Ward member(s)
Contact Officer,
telephone
and e-mail:
Councillor A Fitch-Tillett
All
Scott Martin
01263 516341
scott.martin@north-norfolk.gov.uk
(10.30 – 10.50am)
13.
UPDATE ON FUNDING OPTIONS FOR THE CITIZENS ADVICE BUREAUX IN NORTH
NORFOLK
(10.50 – 11.00)
To receive a verbal update from the Health and Communities Officer on future funding
proposals for the Citizens’ Advice Bureaux in the District.
14.
THE CABINET WORK PROGRAMME
(Page 29)
To note the upcoming Cabinet Work Programme.
15.
OVERVIEW & SCRUTINY UPDATE
(Page
34) (Appendix 1 – p.35, Appendix 2 –
(11.15 -11.20)
p.40)
To receive an update from the Scrutiny Officer on progress made with topics on its agreed
work programme and to receive any further information which Members may have requested
at a previous meeting.
16.
TO SET THE COMMITTEE’S WORK PROGRAMME FOR 2015/16
To consider and set the work programme for the upcoming municipal year.
17.
EXCLUSION OF THE PRESS AND PUBLIC
To pass the following resolution, if necessary:
“That under Section 100A(4) of the Local Government Act 1972 the press and public be
excluded from the meeting for the following items of business on the grounds that they
involve the likely disclosure of exempt information as defined in paragraph _ of Part I of
Schedule 12A (as amended) to the Act.”
18.
TO CONSIDER ANY EXEMPT MATTERS ARISING FROM CONSIDERATION OF THE
PUBLIC BUSINESS OF THE AGENDA
Agenda item no._______4_______
OVERVIEW AND SCRUTINY
Minutes of a meeting of the Overview and Scrutiny Committee held on 17 June 2015 in
the Council Chamber, North Norfolk District Council, Holt Road, Cromer at 9.30 am.
Members Present:
Committee:
Mr P Moore (Chairman)
Mrs S Butikofer
Mrs A Claussen-Reynolds
Mrs J English
Ms V Gay
Mrs A Green
Mr M Knowles
1.
Mr R Price (Sub)
Ms M Prior
Mr E Seward
Mr B Smith
Mr N Smith
Officers in
Attendance:
The Chief Executive, the Head of Finance, the Technical Accountant, the
Revenues Manager, the Head of Environmental Health, the Environmental
Services Manager, the Democratic Services Team Leader and the
Democratic Services Officer
Not present
Mr B Jarvis
Members in
Attendance:
Mr T FitzPatrick, Mrs A Fitch-Tillett, Mrs A Moore, Miss B Palmer, Mr W
Northam and Mr R Reynolds.
APOLOGIES
Mr D Smith.
2.
SUBSTITUTES
Mr R Price for Mr D Smith.
3.
PUBLIC QUESTIONS
None.
4.
MINUTES
The minutes of the Overview and Scrutiny Committee held on 18th March 2015 were
accepted as an accurate record and signed by the Chairman and were
PROPOSED by Cllr. P Moore and SECONDED by Cllr. A Claussen-Reynolds.
Overview and Scrutiny Committee
17 June 2015
5
5.
ITEMS OF URGENT BUSINESS
None.
6.
DECLARATIONS OF INTEREST
None.
7.
PETITIONS FROM MEMBERS OF THE PUBLIC
None.
8.
CONSIDERATION OF ANY MATTER REFERRED TO THE COMMITTEE BY A
MEMBER
Grass cutting – item is later on in the agenda.
9.
RESPONSES OF THE COUNCIL OR THE CABINET TO THE COMMITTEE’S
REPORTS OR RECOMMENDATIONS
None.
10.
2014/15 OUTTURN REPORT (PERIOD 12 BUDGET MONITORING REPORT)
Portfolio Holder for Finance, Mr W Northam introduced the report.
Mrs A Claussen-Reynolds said that the legal team at North Norfolk District Council were
praised by the Borough Council of West Norfolk and King’s Lynn.
Mr E Seward said that it was a very interesting report and that it gave a good overall
view. He commented that it was easily readable and that they were making progress
with the format and thanked officers for this.
Mr Seward queried the surplus of £1.75m shown on page 20 of the Cabinet report and
commented that this was up from £1m. He asked what the plans were for the £300,000
surplus with a predicted deficit of just over £1m for 2017/18.
Mr Northam said that it was in the restructure and invest to save reserve.
The Chief Executive said that £1.75m was a minimum that they shouldn’t go below and
that it provided flexibility. She said that they didn’t need to do anything with it unless
there was a clear plan.
The Chairman agreed with this and said that he was the ex-Portfolio Holder for Finance.
Mr Seward said that it was public money and following the crisis with Icelandic banks,
lots of authorities lost money. He said that the public would see that they were holding
back money and would question the reasoning behind this. He said that it was difficult to
explain to constituents and to say that things couldn’t be funded when funds were
available.
The Head of Finance said that there would be an update at Cabinet next month and that
the indications were unknown. She said that further cuts may be a possibility and that
the reserve was there to mitigate the impact.
Overview and Scrutiny Committee
17 June 2015
6
Mr Seward said that this began to provide an answer.
Mr T FitzPatrick observed that in the ten years that public funding was good, there had
been a steady increase in council tax. He said that the future was unknown and that it
was prudent to retain money. He commented that after the Storm Surge of 2013, the
reserves were very useful.
Mr Seward said that the 2005-2010 rate capping was that if you increased it by 4-5%
you were admonished. He said that it was the worst financial crisis in a lifetime and that
local government was bearing the burden and that it was too much.
Mrs Claussen-Reynolds said that North Norfolk District Council were one of the vest
performing councils in the Country.
Mr B Smith said that he didn’t recollect that the Council had lost any money and that it
was Norfolk County Council who had lost in the Icelandic Banks crisis.
The Chairman confirmed that they hadn’t as the Council’s advisors had advised against
it.
Mr Northam said that the Surge could have cost the Council £3m if grant was
forthcoming but that they had reserves that mitigated any loses ; that reserves were
there for a reason.
The Chairman asked about the underspend due to staff vacancies and whether they
would continue to be empty posts or whether departments were waiting for the posts to
be filled. He asked whether this was offset by overtime and agency staff and asked
whether permanent staff were required or whether work was being managed effectively
without.
Mr Northam said that the vacancies could continue, but that no departments were
waiting for staff. He said that if a post needed to be filled then it would be.
The Chief Executive acknowledged that there had been some recruitment issues and
that this was being looked at by Human Resources and the Joint Staff Consultative
Committee. She said that a budget had been allocated for staff and that there were only
issues within IT and Planning and that they were now almost at full compliment. The
Chief Executive said that they wanted to ensure that the council could run services at
the target level without the posts, but that the budget had not been removed for those
posts. She said that there was a £1.6m funding gap to be closed in the next four years
and although they had capital, this needed to be used wisely to bridge this gap. The
Chief Executive continued that they were well placed as they had planned diligently with
the finances and said that they needed to invest to generate income.
Ms V Gay asked for an explanation regarding the Business Rates Retention Scheme.
She said that she understood that it added uncertainty and asked how long this was and
how serious it was.
The Chief Executive said that it was a complex system and involved reliefs and
reductions given from central government that were picked up by the district council.
The Head of Finance said that the government recompense through the section 31
grant for relief extension, for example the doubling of the small business rate relief. She
said that there was greater uncertainty and that in the past the Council would have
known what they would receive but that business closure and business decline would
Overview and Scrutiny Committee
17 June 2015
7
now have an impact on the income retained from business rates. She added that
appeals presented a risk also should these be successful. The Head of Finance said
that it was a very significant and technical area. She said that the Council collected the
rates and retained 40% and that 50% went to central government and 10% went to
County Council. She said that there was equalisation through a tariff payable to central
government and that they were in a pool with other Norfolk authorities whereby any levy
payable on growth could be retained within Norfolk within the business rates pool.
Ms Gay said that she was conscious to understand so that she could answer
constituents’ queries.
The Chairman asked if a short guide could be produced explaining the system.
The Chief Executive said that this could be arranged.
The Chief Executive explained that the government assumed a level of business growth
nationally and that if it is exceeded then the council could retain an element of the
growth. She said that in the previous year this had been worth £350,000 to the Council
and that it was an incentive to see the business base increase. She said that if a council
were to fall below a certain level, there was a safety net but that the Council was in a
Norfolk business rate pool and that whilst they were doing well, there only needed to be
closure of a big business to significantly affect the figures. The Chief Executive stated
that they didn’t set the business rate and that the value of the business was carried out
by the Valuation Office. She said that the amount was determined by a multiplier from
government and that they did not have control of this. She said that the strategy was to
grow a total amount of business rate and that businesses paid a fair amount.
Mr R Price declared an interest and said that he was a small business owner. He asked
whether the small business rate was from the district council or from central
government.
The Head of Finance confirmed that this was from central government. She said that
local authorities were not disadvantaged and the additional relief, i.e. the extension from
50% to 100% is funded through a Section 31 grant.
Mr Price said that it was prudent to look ahead and prepare. He asked why small
businesses shouldn’t pay tax when they were profiting.
The Chief Executive said that if a business is rated properly there was a wider benefit.
She said a property that was private holiday home did not provide a wider benefit to the
economy.
The Chairman commented that 10% of homes in North Norfolk were second homes.
Mrs Claussen-Reynolds declared an interest and stated that she had a small letting.
Mr Seward, referring to appendix C, pages 50 and 56 of the papers, asked about the
North Walsham regeneration scheme and asked whether the money was classified and
renamed regeneration scheme.
The Head of Finance confirmed that this was correct.
Mr Seward asked how litter bins were funded.
The Head of Finance said that they were provisionally budgeted under revenue.
Overview and Scrutiny Committee
17 June 2015
8
Mr Seward said that he had asked for litter bins and told that there were no funds for this
and that the Town Council had been advised to fund them.
The Chief Executive said that if they were additional litter bins there was an additional
cost to the contract. The budget was for replacing existing bins rather than for providing
additional ones.
Mr Seward said that this had been raised with him.
Mr Seward went on to ask about the VAT shelter receipts and the sale by Victory
Housing of properties originally owned by NNDC.
The Head of Finance said that the VAT shelter was a tri-party agreement between the
Council, Victory and HMRC which allowed the VAT to be reclaimed on works carried out
that would have been carried out and there was a shelter arrangement that meant that
NNDC could claim back the VAT. She said that this was coming to an end and that this
was the final year.
The Chief Executive added that it was a ten year agreement to deal with the backlog of
works on properties being transferred. There was a limited time and amount and it had
been negotiated with customs at the time.
Mr Seward asked if the overspend in the disability facilities grant was because of an
increase in need or whether equipment was more expensive to purchase.
The Chief Executive said that these grants were always in very high demand and that
there were prepared for them but that there was a delay with the occupational therapists
at Norfolk County Council and that they were looking at the DFGs and seeing whether
they worked.
Mr Seward said that he welcomed the report. He commented that the adult social
services budget was precarious and that they needed a clearer understanding as it was
a vital component on an increasingly vulnerable area.
Mr Seward said that Cllr. Graham Jones had asked about vacancies at the authority;
where the vacancies were and whether they had been filled. Mr Seward asked whether
changes in structure meant a reduction in staff and where there were such reductions
what the impact was.
The Chief Executive said that the Head of Human Resources had prepared an answer
for Cllr. Jones and that this could be shared with other Members.
The Chairman noted that on page 11 of the papers the Repair and Renew grants
showed that 55 applications were outstanding with a 30 June deadline and asked what
the latest figures were.
The Head of Finance said that the figure was now only four outstanding applications.
She added that the 30 June deadline was an extended one and that applicants had
been chased by officers. She said that there was a risk that if the necessary works had
not been completed and claimed from the Council by the deadline, DEFRA would not
reimburse the Council. The Head of Finance said that the repairs had created a bottle
neck for contractors and that the scheme had already been extended by DEFRA.
The Chief Executive said that they had no control over the deadline and that the officers
involved could not have been more pro-active. She urged Members to pass on any
Overview and Scrutiny Committee
17 June 2015
9
queries from constituents to officers and said that they had been in contact with all
applicants.
Mrs A Fitch-Tillett, Portfolio Holder for Environmental Services said that she could
assure Members that all of the Repair and Renew grants had been handled with
sensitivity and that a lot of people, understandably, didn’t think about them at the time.
She said that they had worked hard to pull everything to a close and that everything that
could have been done, had been done, especially in Walcott and Bacton.
The Chairman said that he had no doubt that officers had worked in this way and that it
was an exercise to make that clear.
Mr FitzPatrick said that there was lobbying from NNDC for the grants and that they had
been well publicised. He added that the initial deadline had been extended, partly due to
the lobbying from NNDC on this point. He said that they couldn’t have done any more.
Mr Seward queried the capital collected around the Mundesley Road Carpark and Ms
Gay said that there were elements of the report that she didn’t support. The Committee
agreed that each element of the report would be voted on for clarity.
Item A – seven for – AGREED (abstentions noted)
Item B – eight for – AGREED (abstentions noted)
Item C – eight for – AGREED (abstentions noted)
Item D – eight for – AGREED (abstentions noted)
Item E – eight for – AGREED (abstentions noted)
Item F – eight for and two against – AGREED
The Committee AGREED to accept the report.
11.
DEBT RECOVERY 2014-2015
Portfolio Holder for Finance, Mr W Northam introduced the report.
The Chairman said that the level of debt recovery was one of the best in the County.
Mr E Seward asked for clarification on having benefit overpayments and asked whether
they were liable to have the money taken back or action to get the overpayments back.
The Revenues Manager said that there was a percentage and overpayment which was
beneficial to the Council.
The Chief Executive said that it depended on the reason for the overpayment and that if
it was a claimant’s error that the council received 80% and that if it was the council’s
error they received 25%. She added that it was lucrative as they might also get the
money back from the claimant. The Chief Executive said that there was a threshold at
which point if they were to exceed it, they wouldn’t be able to claim it back, but that they
were conscious to stay below this and that it was monitored.
Mr Seward said that on page 67 of the papers, regarding small business rates, that
100% were awarded and asked whether this was businesses as a whole or businesses
below £6,001. He commented that a lot of business relief had been applied for.
The Revenues Manger said that this was regarding rateable values and that for
businesses over this amount, it was a sliding scale which stopped at £12,000. He said
Overview and Scrutiny Committee
17 June 2015
10
that the figures concerned very small businesses and that it covered beach huts as well
which were non-domestic. The Revenues Manager said that there was some holiday
accommodation like Self Catering Units that were available to let for more than 140 days
a year which were classed as business rated properties and those available to let for
less than 140 days a year were classed as council tax.
Mr Seward said that this was impressive and that it gave a positive review.
The Chief Executive said that it depended on the business and said that they do have to
apply for the relief.
The Revenues Manager said that officers were very pro-active and write to those not
receiving the relief to encourage them to apply for it. He said that it was in the Council’s
interest to help businesses and that it was beneficial to the economy in North Norfolk.
The Chief Executive said that it was promoted by NNDC and by central government and
that there was not much more that they could do. She commented that North Walsham
were not benefitting as much because town rent increases meant that the rates were
affected.
The Chairman commented that this was not unique to North Walsham.
Mr T FitzPatrick said that it was local Members responsibility to bring the relief to their
constituents attention and that they would continue to look at ways to help local
businesses.
The Revenues Manager added that it was free to apply. He said that the re-evaluation
was every five years and that it had been delayed to 2017. He said that it was on 1st
April 2010 that the last valuation started and that the last valuation is based at the 1
April 2008 date. The Revenues Manager said that people were welcome to contact him
or the valuation office agency directly.
The Committee UNANIMOUSLY APPROVED the report.
12.
TREASURY MANAGEMENT ANNUAL REPORT 2014/15
Portfolio Holder for Finance, Mr W Northam introduced the report.
Mr E Seward said that there was long term borrowing and no debt and that the District
Council had been in this position for a long time, He asked whether they had information
on the debt of Town and Parish Councils.
The Chief Executive said that they did not.
Mr Seward clarified that his own town councils did not have any debt but that some did.
The Chairman said that the Town and Parish Councils had to publish their accounts.
The Committee AGREED to approve the report.
13.
ANNUAL REPORT 2014/15
The Leader of the Council, Mr T FitzPatrick introduced the report to Members.
The Committee AGREED to approve the report.
Overview and Scrutiny Committee
17 June 2015
11
14.
GRASSCUTTING ACROSS THE DISTRICT
Mr E Seward said this had come to Members to scrutinise the performance on the
contract by Kier. He said that there were questions over where they were with the
contract. Mr Seward informed Members that he lived 200 yards from an open space
under NNDC and that the council had invested in maintaining this. He said that this was
the second summer of difficulties and that he was interested to know where discussions
were and what improvements could be made. Mr Seward said that Cllr. R Shepherd had
described the grass as a range of colours depending on whose responsibility it was.
The Chairman said this was an important issue for constituents and should be treated
as such.
Mrs A Fitch-Tillett, Portfolio Holder for Environmental Services, said that grass cutting
did not fall easily within the service area as it was a responsibility of Property, but that
Environmental Services oversaw the whole contract with Kier which included grass
cutting.
Mr Seward said that he oversaw the procurement of the services and wanted to ensure
that they hadn't strayed from their original ideals.
Mr Seward said that they had reaffirmed the understanding of the contract and that it
had been agreed to keep the grass within certain specifications. He said that it then
emerged that £35,000 had been taken out of the grounds maintenance budget in April
2013 and Kier said that they couldn't maintain the work. Mr Seward asked whether Kier
were not complying with the contract or whether the cut was too much.
The Head of Environmental Health said that there had been changes to the contract and
that there were a number of aspects including grounds maintenance, cleaning and said
that there were savings for austerity and that the changes had been implemented over a
period of time. He said that the ground maintenance changed at the end of 2014 and
that this year there had been a change of management at Kier who weren't aware of
some of the discussions to address potential issues such as this. The Head of
Environmental Health said that he was hopeful that there would be a refocus and that
they would see the maintenance of past standards. He said there had been a number of
issues raised regarding the grass cutting and that they were being looked at, but that not
all of them were the responsibility of NNDC. He commented that many agencies
involved with grass cutting were cutting less frequently but that NNDC were keen to
maintain high standards and achieve cost savings that were acceptable to the Council
and to residents. He said that they would continue discussions and work together.
Ms M Prior said that Holt Town Parish Clerk had said that they had their grass cutting
drop from 5-6 cuts down to two and asked whether they should be expecting this and
whether this was within the negotiations.
The Head of Environmental Health said that he did not know the particular area and said
that different areas are treated differently. He said that the changes made included
frequency but that a number of areas had been increased back to what they had been
doing originally.
The Chairman suggested that the Head of Environmental Health worked with Ms Prior
to find an explanation as to what had happened and said that if there was an issue, the
Committee wanted to know.
Overview and Scrutiny Committee
17 June 2015
12
Mr T FitzPatrick said that he had heard about Mr Seward's concerns through a
newspaper article one week after the grass had been cut. He said that there was no
intention for areas to look scruffy and suggested that issues were handled through
officers and not through the media.
Mr Seward expressed his thanks to the Head of Environmental Health.
Mr Seward said that he wanted to clarify how they were to move forwards; know how
many cuts and what the specifications were. He said that the issue was widely
commented on in social media and that the issue had been raised at his Town Council
meeting. He said that the press were there and they questioned district Members. Mr
Seward said that he did not go to the press and that he just wanted the matter solved.
He said that he wrote to the Chief Executive about the Town Council having the
equipment and staff to cut their grass and whether the district council could arrange for
the Town Council to take on some contract responsibility rather than Kier.
The Chief Executive said that they wanted output specifications that were right and also
ensure value for money. She said it was time to look at this element of the contract and
that they could make adjustments annually. She said that perhaps a local solution was
the better solution and that it needed to be examined.
Mr Seward thanked the Chief Executive for her comments. He asked if they could look
at the elements separately and that King's Lynn used Kier for household maintenance.
The Chief Executive said that it was a large contract and based on output specification.
She said that the costings for each element were difficult because it wasn't an input
based specification contract. She said that there was not a proper breakdown of costs
and that it was based on indicative budgets. The Chief Executive said that some
analysis was needed and that it was a piece of work for over the next twelve months.
Mrs A Claussen-Reynolds said that all town councils were putting forward the same
argument and that she had gone and checked the grass areas in Fakenham and that
there were some pockets left but that it wasn't as unkempt as people said. She said that
in normal circumstances the grass was kept at a certain length and cut every 3-4 weeks.
Mrs A Green commented that nature did not work like that.
The Chairman said that there was confusion over grass cutting and verge cutting.
The Chief Executive said that this part of the contract was managed by Property and
that they would look at it.
Mr FitzPatrick said that the contract was inherited by the administration and that they
were keen to provide the best service for the lowest possible cost. He said that anything
raised was always helpful and that it was not the case that Members didn't care.
15.
THE CABINET WORK PROGRAMME
Mr T FitzPatrick said that there were items arising overt the next three months up to
September including Cromer Sports pitch, local plans and the asset strategy to make
NNDC more efficient.
The Committee NOTED the work programme.
Overview and Scrutiny Committee
17 June 2015
13
The meeting breaked at 11.15 and resumed at 11.27.
16.
OVERVIEW & SCRUTINY UPDATE
The Democratic Services Team Leader said that it was a new committee so it was a
short report. She informed Members that a regular update on NHOSC - the Norfolk
Health Overview and Scrutiny Committee - would come from Mrs A Claussen-Reynolds.
The Democratic Services Team Leader said that Members should be aware that there
was likely to be a change in funding for the Citizens Advice Bureau as Norfolk County
Council were giving their funding to the district councils to allocate. She suggested that
this might be something Members wanted to look at in the future as it meant
commissioning services.
The Democratic Services Team Leader said the Committee was to decide on the work
programme as there were the standard items from Cabinet only. She informed Members
that there was a request from Cllr. G Williams that the issue of helicopter flight paths
come to scrutiny as it was the most appropriate forum and that the issue had been
raised by his parishes.
Mrs S Butikofer said that there was a certain level of noise from the aerodrome at
Northrepps that was also a concern to constituents and asked whether this could be
addressed at the same time as the helicopter noise.
The Chairman said that these issues could be dealt with separately but asked the
Democratic Services Team Leader to look into it.
The Democratic Services Team Leader said that the issue of bottle banks had also been
raised by Cllr. A Green as there had been a loss in revenue for parish and town councils
following the changes to the waste contract in July 2014. She said that there was a
waste update due as it was a cyclical item and that she would ask the report authors to
include an update on this issue.
The Chairman said that Members of the Committee had predicted a possible issue
following the change to the waste contract.
Mrs A Green said that the district council was making money from the contract and that
they should compensate parishes.
Mr E Seward said that you could receive recycling credits from bottle banks in the past
but that this was no longer run and that a funding block was to encourage Norfolk
County Council to pay parishes. He commented that it was a complicated process.
Mr N Smith said that a Village Hall Committee in his ward were making as much money
as before by encouraging constituents to put their glass in the bottle banks rather than in
their recycling bins and that they received credits.
Mr B Smith said that there were several bottle banks doing quite well and that some
money was being raised in his ward in aid of the local community youth group and that
they had seen no real drop.
Mrs J English commented that Briston received glass recycling credits from Norfolk
County Council and that it was an extremely easy system to operate.
Overview and Scrutiny Committee
17 June 2015
14
Mr Seward said that there were two separate arrangements. He said that parishes and
councils could receive credits through the Norfolk County Council contract with Kier and
that the credits came back and were paid to the parishes or that parishes could make
their own arrangements directly with the contractor and get a portion of recycling credits
that way. He suggested that it may be helpful for one of these parishes to come and
explain how it works. Mr Seward said that if the recycling was done through the district
council then the parishes were missing out but that if they made individual arrangements
they were still benefitting.
The Democratic Services Team Leader suggested that the Committee looked at the
different options available.
The Democratic Services Team Leader asked Members whether they wanted to
consider the work programme at the next Committee meeting or in an additional
meeting.
The Chairman suggested that looking at the work programme was tagged on to another
meeting and that it should be no more than an hour. He said that the agenda should be
kept simple and straight forward so that they could get on with the work and to take the
work programme as an item at the next meeting.
Ms V Gay said that the sound equipment needed to be looked at as it had been
suggested that they take the Committee out of the offices but that hearing clearly was
an issue.
The Chairman said that they should look at possible sound systems.
The Democratic Services Team Leader said that they were investigating recording
equipment and that the whole system would be overhauled and replaced with a wireless
and portable system and that this fell with the Business Transformation Programme.
The Chairman said that they recommended that this was dealt with as a matter of
urgency.
Mr R Reynolds said that it was important to investigate but that there was an issue that
not all meetings are open to the public and that the sound system could be picked up by
some hearing devices. He said that they needed to ensure that this didn't happen and
that with the present technology available, this shouldn't be difficult.
Mr E Seward said that he would suggest that Members look at affordable housing and
the allocation system. He asked if there was data about the changes and whether there
were characteristics as to why people were on the waiting list.
The Democratic Services Team Leader said that there was some housing training the
following week and said that she would ask the officers providing the training to include
Mr Seward's query.
Mr N Smith said that he had been invited to attend a meeting of Overview and Scrutiny
at Norfolk County Council when the Chief Executive of the mental health team was
there. He said it was a complete waste of time. He said that he brought up some serious
issue with one being how mental health issues were dealt with at A&E. Mr Smith said
that he knew a patient who was ejected by security from A&E at 3am and afterwards
had made a serious attempt of suicide and had spent four weeks in hospital. Mr Smith
said that they just had to accept their answers. He said that the meeting was interesting
Overview and Scrutiny Committee
17 June 2015
15
but that he had learnt nothing.
Mrs A Claussen-Reynolds commented that this was a meeting that she had been unable
to attend.
The Chairman suggested that they look at the work programme at the July meeting and
commented that Victory Housing did not like to attend but that they should invite the
Police Commissioner again soon.
The meeting concluded at 11.55 pm
__________________
Chairman
Overview and Scrutiny Committee
17 June 2015
16
Agenda item 10
REPORT TO OVERVIEW AND SCRUTINY COMMITTEE – 15TH JULY 2015
OVERFLYING OF NORTH NORFOLK BY HELICOPTERS SUPPORTING OFFSHORE OIL
AND GAS OPERATIONS IN THE SOUTHERN NORTH SEA FROM NORWICH
INTERNATIONAL AIRPORT
Background:Following closure of the North Denes Heliport facility at Great Yarmouth during 2014, there is
the possibility of an increased number of helicopter flights serving oil and gas operations in the
Southern North Sea flying over North Norfolk from Norwich International Airport (NIA).
Whilst the need for such flights in supporting oil and gas operations, which is an important
sector of the Norfolk economy employing large numbers of local people and providing business
for a large number of supply and support businesses within the area, is understood; local
communities under the helicopter flight paths have expressed a wish to understand a number of
issues relating to the increased number of flights, including:



number of movements,
how routes are determined,
what regulations might exist around height of flights, issues of noise etc and
whether some form of engagement or communication arrangements can be established
between NIA, the helicopter operators and local communities so that such matters are
better understood within local communities between Norwich Airport and the coast
which are regularly overflown by helicopters servicing oil and gas platforms off the
Norfolk Coast.
Contact has been made with NIA by Cllr Glyn Williams, local member for the Worstead ward,
over whose area many helicopter flights pass daily and Richard Pace, Operations Director and
General Manager at the Airport has advised that he would be prepared to attend the Overview
and Scrutiny Committee meeting on 15th July to outline helicopter operations from NIA and
respond to members questions with the objective of improving communications and
understanding between the District Council and the Airport.
Paper prepared by Steve Blatch, Corporate Director
2nd July 2015
17
Agenda Item No___11_________
Business Efficiency and Digital Transformation Programme Update
Summary:
This report provides the third, six monthly update on
progress within the Business Efficiency and Digital
Transformation Programme (BTP), in accordance with
the Cabinet Resolution for the Programme.
The IT infrastructure improvement work required in the
Programme continues to progress well.
The Business Process Review (BPR) in Planning is
underway and will be complete by the end of July. This
will be closely followed by the development of the
service improvement plan, for implementation across
autumn/winter 2015/16.
Other projects and workstreams are progressing and
are broadly on target.
The timelines, expected outcomes and anticipated costs
for the various workstreams are identified within the
report and the attached Appendix.
Conclusion
The Business Efficiency and Digital Transformation
Programme business model remains viable, is
progressing and largely on track to deliver as planned.
Recommendations
That Cabinet notes the progress made on the
Business Efficiency and Digital Transformation
Programme.
Reasons for
Recommendations:
To provide appropriate governance and oversight of
the Business Efficiency and Digital Transformation
Programme
Cabinet Member(s)
Cllr T Fitzpatrick
Ward(s) affected
All
Contact Officer, telephone number and email:
Sean Kelly, 01263 516276, sean.kelly@north-norfolk.gov.uk
Nick Baker, 01263 516221, nick.baker@north-norfolk.gov.uk
18
1.
Introduction
1.1
Members will recall that, in the Business Efficiency and Digital Transformation
Programme that Cabinet approved in October 2013, it was identified that six
monthly progress reports would be submitted, along with updates on the
workstreams within the programme as these were developed. This is the third
of those updates.
1.2
In general terms, the Programme set out to deliver improved customer service
and financial savings, through a range of IT foundation projects, on which
later transformational changes could be built. These changes would be
identified through a series of service level and corporate process reviews
across the Council and then implemented to take advantage of the IT
improvements already made.
1.3
Whilst the original resolution committed a Programme budget of £1.4m over
five years, this was conditional upon individual projects subsequently being
brought forward to Cabinet with a business case for the release of the
required budget. The Programme will greatly improve customer service and is
expected to deliver direct savings in the region of £375k a year, with these
being phased in across the Programme, along with a number of other
benefits arising from better use of customer and management information.
1.4
In line with the original intended Programme, now that the IT infrastructure
improvements are progressing well, the Programme is now moving onto
reviewing key business processes to identify potential improvements at
service level and across corporate processes. These reviews will run in
parallel to the continuing investment in technology.
2.
Current Position
2.1
Since the last update, officers have been primarily focused on:

Implementing the Unified Communications infrastructure and piloting this
in three areas of the Council.

Procuring and commissioning software for the Website enhancement
project.

Installing software to allow better agility in our working. As a result, tablets
were provided for members, post-election, which can access services and
information remotely and securely.

Commencing the business process review within the Planning service,
including procurement of external support.
2.2
The recently added, Geographical Information Systems (GIS) project, is about
to commence, delivering a web based facility to allow information to be
displayed, superimposed on maps and aerial/satellite imagery. The GIS
Coordinator post has been transferred to the IT team and is currently in
recruitment. The post holder will act as project manager for this project.
2.3
A further project has been added to the programme, to deliver a solution for
the digital scanning of paper based, historical information, which will provide
both savings and free up office space for better uses.
19
2.4
The Mobility Project been extended to include delivery all of the HR policy
issues arising from allowing the workforce to carry out an increasing
proportion of their duties away from the Council Offices.
2.5
Delivery of the Web Presence Project has, following the delays caused by
recruitment problems, resumed and is now making good progress. Two major
software components required to implement website based services have
been procured and installed. A pilot project to deliver an end-to-end service
for Fly Tipping reporting is in progress. This will link the website to back office
systems.
2.6
In order to provide the best support possible for the Programme, the IT
Service Plan and day-to-day activities have been re-aligned.
2.7
In addition to the IT based work, the service reviews have now started. With
the staff restructure largely complete in the Planning service and the potential
efficiencies recognised for this key area of work, it was agreed that the key
Planning processes would be reviewed first. There are likely to be wider
benefits to more corporate processes arising from this review.
3.
Project Updates
The projects detailed at Appendix A reflect the agreed projects and
workstreams for the Programme as they are known at the present time. They
will continue to evolve over time as business requirements change.
It should be noted that some of the original details in the finances for
Programme have changed over time, although this remains well within the
original overall budget for the Programme.
4.
Procurement
4.1
Procurement activities will be controlled and co-ordinated to
ensure
value for money on all expenditure across the Programme and goods and
services will be procured in accordance with the existing Council procurement
protocols and Financial Standing Orders.
4.2
Procurement will be executed using existing approved framework contracts
where possible, to minimise the risks of lengthy procurement and potential
challenge, and there are many such contracts available in this area of work.
For example, the recent procurement of integration and web forms software
was executed through the ESPO Framework agreement RM1059 (Local
Authority Software Applications). It should be noted however, that there are
few opportunities to procure IT solutions locally.
4.3
Since the last update report, integration Software, to link website transactions
to back office systems, has been procured from a company called NDL at a
five year cost of £82,000. In addition, web form development tools, to produce
website transaction capability, have been procured from Top Level Forms at a
five year cost of £66,700.
20
5.
Financial Implications and Risks
5.1
Financial Implications
5.1.1
As work-plans are further developed and requirements and costs clarified, all
major expenditure within the Programme will continue to be submitted for
approval by Cabinet.
5.1.2
In this period one such submission was made and approved, in April 2015 for
£82,000 capital funding for the procurement of Integration Software to link the
website to service back-office systems. This procurement is now complete.
5.1.3
The Programme has already started to deliver savings through the changes
already made to Customer Services processes and to service area printing. In
addition, the Lync unified communications pilot has already identified and
enabled changes to allow more efficient working practices.
5.2
Risks
5.2.1
The funding estimates were calculated some time ago against the likely
business requirements and estimated technology costs. Current indications
are that the full range of deliverables can be achieved within the current
funding limits. A wider review of the IT strategy, which underpins the
Programme, is planned for later this year.
However, should business requirements alter significantly as a result of
external legislative or other influences, there is a risk to programme
timescales and or costs. This will be managed by strict change control, which
will assess the impact on the project of all such external influences. Any such
changes which significantly affect the programme will be referred to Cabinet.
5.2.2
Although with the recent appointments to the web related vacancies, the risk
has reduced, our ability to recruit specialist technical staff in a timely manner
remains a cause for concern.
Recruitment to approved permanent and temporary posts for some technical
staff may take an extended time with associated implications for planned
project timescales and the business benefits which they are planned to
deliver.
This will be mitigated by adopting a flexible approach to securing
appropriately skilled resources from a variety of internal and third party
sources. A variety of approaches to secure the necessary skills and expertise
will be explored, including the following options:
 buying in consultancy services, wherever possible including a
requirement for training and or skills sharing
 developing internal talent (with appropriate backfilling)
 utilising the potential expertise from local higher education
establishments, through for example, graduate development
programmes.
5.2.3
The Programme is a complex, wide ranging project, based upon a rapidly
evolving technology landscape. Consequently there is a risk that the
programme fails to deliver the planned outcomes.
21
In order to mitigate this risk, the programme and the projects within it will be
managed using standard governance and programme management tools and
techniques. This will include the tracking of the potential benefits and indeed,
risks, through the life of each project, right through to delivery.
Specifically to address this risk, recruitment of a corporate Project Manager is
currently underway. In addition the Programme Risk profile is currently under
review with the Performance and Risk Management Board
5.2.4
There is also a risk that Members, staff and or customers will be resistant to
change, thus reducing the potential benefits of the programme. However, on
the basis of more and more business, both commercially and domestically,
being done via digital means, this risk is believed to be a relatively low.
There is also a risk that the Programme can be seen as only an IT project.
Whilst it is undoubtedly true that the first phase has been almost entirely
around IT investment and change, the start of the Service reviews and the
delivery of business change through taking advantage of the IT framework,
will be driven by business and customer needs.
These risks will be mitigated by a targeted communication programme for
staff and members, along with training and development where required, in
order to maximise the uptake and use of the new methods of working. For
customers, this will be more about communicating and ensuring that the new
channels are easy to use, thus giving customers a better service. Clearly, the
recent recruitment of a Communications Manager will help in these
processes.
6
Equality and Diversity
Requirements will be included in all specifications for systems to ensure as far
as possible they can be used by customers and staff with disabilities or those
without the ability or connectivity to access services via a digital route.
In addition, it is accepted that some customers may not wish to use some of
the services, which may become automated as part of the Business Efficiency
and Digital Transformation Programme. The Council will continue to provide
mediated services where this is required by customers.
7
Section 17 Crime and Disorder considerations
There are no section 17 implications arising from the report.
8
Conclusion
The Business Efficiency and Digital Transformation Programme business
model remains viable, is progressing and largely on track to deliver as
planned.
22
Appendix A
Business Efficiency and Digital Transformation Programme
Programme Update June 2015
Status
Title
Outcomes
1
2
Unified
Communications
(UC)
Council
Document
Management
System
Will deliver a Councilwide, fully integrated
solution allowing
Officers and Members to
communicate effectively
and efficiently using:
 Telephony
 Video Conferencing
 Instant Messaging
 Document Sharing
We will deliver a central
repository and
management system for
all electronic records.
This will also include
implementation of
document workflow to
manage the creation,
approval, distribution
and access to, all
documents used by the
Council.
Update
Key Dates
Lync pilot in Env. Health,
Building Control and Housing
Options is now complete and
has already changed some
working arrangements.
The analysis of the pilot
project is in progress and will
inform the wider rollout.
Consultancy for the detailed
system design has been
scheduled for mid June.
Basic level system will be
provided to all staff before full
rollout of telephony to help
develop user familiarity.
The detailed rollout plan will
be published in July, following
the system design
consultancy.
Due to activities in other
projects and IT support for the
elections, no further progress
on this project in this period.
Work on this project will
commence following the
appointment of the Project
Manager’s post which is
currently in recruitment.
23
Pilot:
Jan 2015
Project
Manager
Kate
Wilson
Original
Capital
Estimate
£90,000
Cabinet Expenditure
Approval
To Date
£90,000
£24,000
£0
£0
Deisgn full
rollout:
July/Aug 2015
Full Rollout:
Aug-Nov 2015
Development
Environment:
Dec 2015
Live
Environment:
May 2016
Rollout (Ongoing from):
Aug 2016
TBC
Not included
as a specific
project in the
original
plan
but
has
evolved
following the
confirmation of
Lync as the
preferred UC
platform.
As such, a
budget not yet
assigned.
Appendix A
Business Efficiency and Digital Transformation Programme
Programme Update June 2015
Status
Title
Outcomes
3
Electronic
Document and
Workflow
Management
We will migrate, as far
as practicable, all paper
based activities to digital
for optimum efficiency
and customer service.
Transition will be
prioritised to deliver
maximum benefits.
Key Planning processes
reviewed,
implementation plan
agreed and rolled out.
Other services and
corporate processes
reviewed similarly.
Update
Key Dates
Project
Manager
The Planning BPR workshops,
facilitated by Ignite, have
commenced and will continue
through June and July.
Prioritised list
of BPR activity:
July 2015
Planning
BPR
Nicola
Baker
The web forms product “Top
Level” has been procured and
installed. Work continues to
integrate the online payments
facility with the finance
system.
The pilot project to integrate
web based Fly Tipping forms
with the EH system, Northgate
M3, has commenced.
24
Planning
process
Implementation
Plan agreed
Sept 2015
Other services
and corporate
processes
reviewed from
September
2015.
Original
Capital
Estimate
£180,000
Cabinet Expenditure
Approval
To Date
£0
£0
Appendix A
Business Efficiency and Digital Transformation Programme
Programme Update June 2015
Status
Title
Outcomes
4
6
Agile Working
Management
Information
Update
Key Dates
We will integrate all
mobile devices into the
systems and
infrastructure used
within the rest of the
council including:
Access to the Intranet,
Document Management
System, Unified
Communications and to
back office systems for
field workers.
48 Members’ tablets prepared
and issued with improved
access to the members
documents, the intranet and
performance management
system.
CLT to be provided with
similar facilities in the
immediate future.
Trial installations of Lync, on
Council Tablets and other
mobile devices are included in
the UC pilot.
Initial
Infrastructure:
Dec 2014
We will improve the
ability to work from
home and other
locations where
appropriate.
Developing HR Policy to
support mobile and home
working.
September
2015
We will commission
software and systems
which provide
personalised, up to date
management and
performance information
as a business
“dashboard” which is
configured to the
requirements of the
user’s role.
Due to activities in other
projects no further progress on
this project in this period.
Pilot:
Oct 2015
25
Project
Manager
Kate
Wilson
Original
Capital
Estimate
£80,000
Cabinet Expenditure
Approval
To Date
£0
£0
£0
£0
User Access:
May 2015
Field Worker
Access
Systems:
(Ongoing from)
Sept. 2015
Julie
Cooke/Alex
Triplow
TBC
£50,000
Appendix A
Business Efficiency and Digital Transformation Programme
Programme Update June 2015
Status
Title
Outcomes
7
Web
Technology
We will re-engineer the
existing Website and
Intranet to a single
technology, enabling
efficient development
and deployment of
modern transactional
services. This will
support both the internal
processes of the Council
and the interactions with
service users. The
facilities will act as a
portal for a single route
into the services and
facilities delivered by the
Council.
Website on new
technology
Update
Both the back end integration
software and the web forms
software have been procured
and installed.
IT staff training is continuing
and work on the pilot
end-to-end process, which will
link a web form for reporting of
Fly Tipping with the EH
system, has commenced.
Work on implementing the
Bookings and Payments
module continues. Work on
the integration with the
Council’s general payments
system has started.
E-mail & Messaging
Alerts
“Webforms” to replace
existing paper forms.
Social Media Integration.
Intranet re-launch.
“My NNDC” User
registration and
management.
26
Key Dates
Project
Manager
Intranet
transfer to new
software
platform:
Winter 2015/16
Luke
Munday
Integration of
Social Media:
Nov 2015
Rollout of
webforms:
(ongoing from)
Aug 2015
Citizen User
accounts:
Mar 2016
Original
Capital
Estimate
£145,000
Cabinet Expenditure
Approval
To Date
£149,500
£1,000
Appendix A
Business Efficiency and Digital Transformation Programme
Programme Update June 2015
Status
Title
Outcomes
8
Customer
Information
Management
We will migrate user
contact information and
systems to a single,
efficient facility. This will
provide a single view of
all contacts and
activities for users of
NNDC services and
information.
Contact Centre system
deployed (initial
functionality pilot only)
Update
Key Dates
Project
Manager
Following a number of initial
demonstrations, the top level
requirements have been
finalised and the Invitation to
Tender (ITT) is being prepared
for issue.
Functionality
Pilot:
Winter 2015/16
David
Williams
This will be followed by further,
more formal demonstrations
as part of the procurement
process.
Website Integrated with
Contact Centre
Social Media Integration
Back Office Systems
Activity Integration
27
Website and
Social Media
Integration:
Winter 2015/16
Back Office
Integration:
(On-going
from) Oct 2015
Original
Capital
Estimate
£110,000
Cabinet Expenditure
Approval
To Date
£0
£0
Appendix A
Business Efficiency and Digital Transformation Programme
Programme Update June 2015
Status
Title
Outcomes
Update
Key Dates
9
Corporate
Geographical
Information
System (GIS)
We will deliver an easy
to use, Council-wide
Geographical
Information System for
use by members of the
public, Council
employees and partners.
The GIS coordinator post
recruitment is in progress.
Initial activities will be driven
by the requirement to upgrade
the Planning system which
forces changes to GIS tools.
This will include provision of
both an internet and intranet
based GIS product.
Project
initiation
dependent on
GIS
Coordinator
Start date.
10
Back
Scanning
We will digitise existing
paper based information
in a standard manner
across the Council.
A draft PID has been
produced which will be refined
to provide the basis of the
formal project to address the
various service requirements
for back scanning.
Initially this will include back
scanning and or disposal of
Planning, EH, HR and
Property document
repositories.
As a part of the project, other
service areas will be identified
and considered for inclusion.
The project solution will
consider future requirements
for integration with document
management and scanning at
point of entry workstreams.
Initiate Project
Jun 2015
Prioritise Env health to
free office space for
DWP move
TOTAL
28
Project
Manager
Original
Cabinet Expenditure
Capital
Approval
To Date
Estimate
GIS
Not included in
£0
£0
Coordinator original
TBC
programme.
£20,000 now
identified
in
the BTP as
project
has
moved
from
Planning
Service to a
Corporate
lead.
Paul Turner £120,000
£0
£0
Scope
Requirement
July/Aug 2015
Commence
Back Scanning
Sept 2015
£825,000
£234,500
£93,314
North Norfolk District Council
Cabinet Work Programme
For the Period 01 July 2015 to 31 Oct 2015
Decision Maker(s)
Meeting
Date
Subject &
Summary
Cabinet
06 Jul 2015
Enforcement
Board Update
(including update
on long-term
empty homes)
Cabinet
06 Jul 2015
Scrutiny
15 Jul 2015
Business
Efficiency and
Digital
Transformation
Programme
Update
Cabinet
06 Jul 2015
Scrutiny
15 Jul 2015
Cabinet
Member(s)
Lead Officer
Status / additional
comments
Nick Baker
Corporate Director
01263 516221
6 monthly update
Tom FitzPatrick
Sean Kelly
Head of Business
Transformation
01263 516276
6 monthly update
Enabling Fund
Prospectus
Tom FitzPatrick
Rob Young
Head of Economic
and Community
Development
01263 516162
Disposal of part of
Council Land at
School Close,
Knapton
John Rest
Martin Green
Nicola Turner
July 2015
21 Jul 2015
Cabinet
06 Jul 2015
Key Decision – a decision which is likely to incur expenditure or savings of £100,000 or more, or affect two or more wards. (NNDC
Constitution, p9 s12.2b)
* Schedule 12A of the Local Government Act 1972 (As amended by the Local Authorities (Access to Information) (Exempt Information) (England) Order
2006)
29
North Norfolk District Council
Cabinet Work Programme
For the Period 01 July 2015 to 31 Oct 2015
Decision Maker(s)
Meeting
Date
Subject &
Summary
Cabinet
Member(s)
Lead Officer
Cabinet
06 Jul 2015
Environmental
Health IT System
procurement
Tom FitzPatrick
Judy Oliver
Steve Hems
Head of
Environmental Health
Cabinet
06 Jul 2015
Former Northfield
Road Surgeery
Premises, North
Walsham
John Rest
Steve Blatch
Corporate Director
01263 516232
Cabinet
07 Sep 2015
Property
Investment
Strategy
Wyndham Northam
Karen Sly
Head of Finance
01263 516243
Cabinet
07 Sep 2015
Corporate Plan
All
Sheila Oxtoby
Chief Executive
01263 516000
Financial Strategy
Wyndham Northam
Karen Sly
Head of Finance
01263 516243
Status / additional
comments
Sept 2015
16 Sep 2015
Cabinet
07 Sep 2015
16 Sep 2015
23 Sep 2015
Key Decision – a decision which is likely to incur expenditure or savings of £100,000 or more, or affect two or more wards. (NNDC
Constitution, p9 s12.2b)
* Schedule 12A of the Local Government Act 1972 (As amended by the Local Authorities (Access to Information) (Exempt Information) (England) Order
2006)
30
North Norfolk District Council
Cabinet Work Programme
For the Period 01 July 2015 to 31 Oct 2015
Decision Maker(s)
Meeting
Date
Subject &
Summary
Cabinet
Member(s)
Lead Officer
Cabinet
07 Sep 2015
Asset Strategy
John Rest
Scrutiny
16 Sep 2015
Duncan Ellis
Head of Assets &
Leisure
01263 516330
Council
23 Sep 2015
Cabinet
07 Sep 2015
Procurement of
print solution
Tom FitzPatrick
Judy Oliver
Nick Baker /Paul
Turner
Cabinet
07 Sep 2015
Cabbell Park –
consultation
responses to the
proposed lifting of
open space
restriction
Tom FitzPatrick
Steve Blatch
Corporate Director
01263 516232
Cabinet
07 Sep 2015
Budget Monitoring
– period 4
Wyndham Northam
Scrutiny
16 Sep 2015
Karen Sly
Head of Finance
01263 516243
Status / additional
comments
Exempt appendices
Key Decision – a decision which is likely to incur expenditure or savings of £100,000 or more, or affect two or more wards. (NNDC
Constitution, p9 s12.2b)
* Schedule 12A of the Local Government Act 1972 (As amended by the Local Authorities (Access to Information) (Exempt Information) (England) Order
2006)
31
North Norfolk District Council
Cabinet Work Programme
For the Period 01 July 2015 to 31 Oct 2015
Decision Maker(s)
Meeting
Date
Subject &
Summary
Cabinet
Member(s)
Lead Officer
Cabinet
07 Sep 2015
Performance
Management Q1
Tom FitzPatrick
Scrutiny
16 Sep 2015
Julie Cooke
Head of
Organisational
Development
01263 516040
Cabinet
07 Sept 2015
Former Northfield
Surgery premises ,
North Walsham
John Rest
Steve Blatch
Corporate Director
01263 516232
Cabinet
07 Sept 2015
Stalham Car Park –
request for land
swap from
adjoining owner
John Rest
Steve Blatch
Corporate Director
01263 516232
Cabinet
07 Sept 2015
Highfield Road car
park
John Rest
Steve Blatch
Corporate Director
01263 516232
Cabinet
07 Sept 2015
CPO Shannocks
Hotel, Sheringham
Judy Oliver
Nick Baker
Corporate Director
01263 516221
Status / additional
comments
Possible exempt
appendices
Key Decision – a decision which is likely to incur expenditure or savings of £100,000 or more, or affect two or more wards. (NNDC
Constitution, p9 s12.2b)
* Schedule 12A of the Local Government Act 1972 (As amended by the Local Authorities (Access to Information) (Exempt Information) (England) Order
2006)
32
North Norfolk District Council
Cabinet Work Programme
For the Period 01 July 2015 to 31 Oct 2015
Decision Maker(s)
Meeting Date Subject &
Summary
Cabinet Member(s)
Lead Officer
Status / additional
comments
Cabinet
07 Sept 2015
Judy Oliver
Nick Baker
Corporate Director
01263 516221
Possible exempt
appendices
CPO 33 Oak Street
Key Decision – a decision which is likely to incur expenditure or savings of £100,000 or more, or affect two or more wards. (NNDC
Constitution, p9 s12.2b)
* Schedule 12A of the Local Government Act 1972 (As amended by the Local Authorities (Access to Information) (Exempt Information) (England) Order
2006)
33
Overview and Scrutiny Committee
15 July 2015
Agenda Item 14
OVERVIEW AND SCRUTINY UPDATE
1.
Introduction
The Scrutiny Update report is a standing item on all Overview and Scrutiny
Committee agendas. The report updates Members on progress made with
topics on its agreed work programme and provides additional information
which Members may have requested at a previous meeting.
2.
Progress on topics since the last meeting
2.1
Councillor Seward requested information on vacant posts and the implications
and impact of a reduction in staff numbers. The response that had been
provided to a former councillor is attached at Appendix 1.
3.
Responses to issues raised at previous meetings
Litter Bins
3.1
A query was raised at the meeting held on 17th June regarding the revenue
budget for litter bins across the District. The Head of Finance will provide the
information at the meeting.
3.2
Norfolk Parking Partnership Joint Committee
Following a lack of response to the recommendation made by the Committee
at the meeting held on 18th March, the Scrutiny Officer telephoned the
Committee Administrator at Norfolk County Council. They have advised that
the Chairman of the Norfolk Parking Partnership Joint Committee has not
been elected yet. It has been requested that the recommendation is
forwarded to the new Chairman as soon as practicable.
4.
The Work Programme and Future Topics
4.1
A session for setting the work programme for the forthcoming year has been
scheduled for the second half of the meeting as the agenda is quite light.
Members are asked to consider the ‘Working Style of the Committee’
guidelines when suggesting items (attached at Appendix 2)
34
ESTABLISHMENT DATA AS @ SEPTEMBER 2014
No. of employed staff (as per budget book)
Year
2014/15
2013/14
2012/13
No. of staff
311
318
339
FTE
267.47
274.22
292.49
Posts deleted between April 2013 and July 2014.
Post No.
1276
1479
1573
1575
1645
1883
1941
1978
2018
2032
Job Title
Arts Officer
Sports Centre Cleaner
Community Liaison Officer
ICT Helpdesk Administrator*
CCTV Operators (x4)
Economic and Tourism Development Support
Officer
Sustainability Assistant
Senior Sports Centre Assistant x 2
Licensing Manager
Benefits Telephony Officer
Economic and Tourism Development Manager
PA to CE/Chairman *
*different post created
35
New posts created (excludes restructuring posts where staff moved across)
Post No.
Job Title
1730
2038
2080
Democratic Services Graduate Trainee
Housing Development Officer
PA Apprentice
Vacant posts
Senior Coastal Engineer
Growth and Communities Manager
Conservation Design and Landscape Manager
Revenues and Benefits Manager
Trainee Accountant
Fraud Manager
Graphic Designer
Reason vacant
Actively discussing a shared Norfolk/Suffolk resource following Rob's promotion
Still being considered as part of the planning restructure
Deliberately held vacant
Deliberately held vacant
New style fraud service to take effect for April 2015
Will be considered as part of the Communications restructure starting now
Leaver information for past three years.
This information is taken from the workforce profile statistics and therefore covers - 1 April 2011 – 31 March 2014.
2011/12
Reasons for leaving
A total of 30 employees left employment with the Council between 01/04/11 - 31/03/12. The reasons for leaving are shown below in Table 1.
Reason for leaving
Dismissal - Redundancy
Dismissal - End of contract
Resignation - Personal Reasons
Resignation - Transfer to Other Public Sector
36
No
7
2
7
2
Resignation - Transfer to Private Sector
Retirement - Natural
Retirement - Employers consent
Retirement - Redundancy
Retirement – Ill Health
Total
1
4
4
1
2
30
Table 1: Reasons for leaving
Labour Turnover
The labour turnover for the period 01/04/2011-31/03/2012 was 10.92%. Of the 30 leavers within that period, 15 were male and 15 were female. When the
turnover is broken down by gender, the turnover of males is higher at 13.10% compared to turnover of female employees which was 7.69%.
2012/13
Reasons for leaving
A total of 36 employees left employment with the Council between 01/04/12 - 31/03/13. The reasons for leaving are shown below in Table 1.
Reason for leaving
Dismissal - Redundancy
Dismissal - End of contract
Resignation - Personal Reasons
Resignation - Transfer to Other Public Sector
Resignation – Transfer to Other Local Authority
Resignation - Transfer to Private Sector
Retirement – Natural
Retirement - Employers consent
Retirement – Voluntary
Retirement - Redundancy
Retirement – Ill Health
37
No
1
10
9
2
2
5
3
2
2
0
0
Total
36
Table 1: Reasons for leaving
Labour Turnover
The labour turnover for the period 01/04/2012-31/03/2013 was 12.22%. Of the 36 leavers within that period, 13 were male and 23 were female. When the
turnover is broken down by gender, the turnover of females is higher at 12.43% compared to turnover of male employees which was 11.87%.
2013/2014
Reasons for leaving
A total of 36 employees left employment with the Council between 01/04/13 - 31/03/14. The reasons for leaving are shown below in Table 1.
Reason for leaving
Dismissal - Redundancy
Dismissal - End of contract
Dismissal - Conduct
Resignation - Personal Reasons
Resignation - Transfer to Other Public Sector
Resignation – Transfer to Other Local Authority
Resignation - Transfer to Private Sector
Retirement – Natural
Retirement - Employers consent
Retirement – Voluntary
Retirement - Redundancy
Retirement – Ill Health
Total
Table 1: Reasons for leaving
Labour Turnover
38
No
7
3
1
14
1
0
2
3
5
0
0
0
36
The labour turnover for the period 01/04/2013-31/03/2014 was 12.48%. Of the 36 leavers within that period, 8 were male and 28 were female. When the turnover
is broken down by gender, the turnover of females is higher at 15.77% compared to turnover of male employees which was 7.21%.
Exit Interview Information as at September 2014
Of those staff who voluntarily completed the exit questionnaire, the reasons recorded for leaving their current post are shown below. Figures shown are
against a percentage of leavers (excluding fixed term contracts) not as a percentage of staff who completed.
Reason
Change of career
Career progression
Set up own business
Further education
Relocation
Poor relationships with colleagues
Poor management
Ill health
Retirement
Domestic and personal reasons
Travel difficulties
Lack of worklife balance
Better pay and benefits
Lack of recognition and working
conditions
%
2
5
2
2
2
2
2
2
4
4
4
4
5
4
39
Appendix C
Working Style of the Scrutiny Committee
Independence
Members of the Scrutiny Committee will not be subject to whipping arrangements by party groups.
Member leadership
Members of the Committee will take the lead in selecting topics for scrutiny and in questioning
witnesses. The Committee will expect members of Cabinet, rather than officers, to take the main
responsibility for answering the Committee’s questions about topics, which relate mainly to the
Council’s activities.
A constructive atmosphere
Meetings of the Committee will be constructive, and not judgmental, accepting that effective
scrutiny is best achieved through challenging and constructive enquiry. People giving evidence at
the Committee should not feel under attack.
Respect and trust
Meetings will be conducted in a spirit of mutual respect and trust.
Openness and transparency
The Committee’s business will be open and transparent, except where there are sound reasons
for protecting confidentiality. In particular, the minutes of the Committee’s meetings will explain
the discussion and debate in a balanced style, so that they could be understood by those who
were not present.
Consensus
Members of the Committee will work together and, while recognizing political allegiances, will
attempt to achieve consensus and agreed recommendations.
Impartial and independent officer advice
Officers who advise and support the Committee will give impartial and independent advice,
recognizing the importance of the Scrutiny Committee in the Council’s arrangements for
governance, as set out in its Constitution.
Regular review
There will be regular reviews of how the scrutiny process is working, and a willingness to change
if it is not working well.
Programming and planning
The Committee will agree the topics to be included in its published work programme and the
extent of the investigation to be undertaken in relation to resources, and the witnesses to be
invited to give evidence.
Managing time
The Committee will attempt to conclude the business of each meeting in reasonable time. The
order of business will be arranged as far as possible to minimize the demands on the time of
witnesses.
26
40