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