Agenda and minutes

Performance Monitoring Panel - Tuesday, 28th January, 2014 6.30 pm

Venue: Meeting Room 1, Council Offices, Priory Road, Spalding

Contact: Christine Morgan  01775 764454

Items
No. Item

43.

Membership of Committee

Minutes:

Notification had been received that Councillor C J T H Brewis had been substituted by Councillor A M Newton, as a member of the Committee, for this meeting only.

44.

Minutes pdf icon PDF 67 KB

To sign as a correct record the minutes of the following meetings:

Additional documents:

Minutes:

The minutes of the special joint meeting of the Performance Monitoring Panel and Policy Development Panel held on 11 November 2013, and the minutes of the Performance Monitoring Panel held on 3 December 2013, were both signed by the Chairman as a correct record.

45.

Declarations of Interest.

(Members are no longer required to declare personal of prejudicial interests but are to declare any new Disclosable Pecuniary Interests that are not currently included in their Register of Interests.

 

Members are reminded that under the Code of Conduct they are not to participate in the whole of an agenda item to which they have a Disclosable Pecuniary Interest.  In the interests of transparency, members may also wish to declare any other interests that they have, in relation to an agenda item, that supports the Nolan principles detailed within the Code of Conduct.)   

 

Minutes:

There were none.

46.

Questions asked under Council Procedure Rule 10.3.

Minutes:

There were none.

47.

Tracking of Recommendations

To consider responses of the Cabinet to reports of the Panel.

Minutes:

There were none.

48.

Items referred from the Policy Development Panel.

Minutes:

 

There were none.

49.

Key Decision Plan pdf icon PDF 99 KB

To note the current Key Decision Plan dated 14 January 2014 (copy enclosed)

Minutes:

Consideration was given to the current Key Decision Plan which had been issued on 14 January 2014.

 

The Principal Member Services Officer advised that since the Key Decision Plan had been published, notification had been received that the Customer Access Strategy, currently due to be considered by the Cabinet on 18 February 2014, would now be moved to the Cabinet meeting on 25 March 2014.  The next Key Decision Plan would reflect this change.

 

AGREED:

 

That the current Key Decision Plan be noted.

50.

Quarter 2 and Quarter 3 Performance Reports pdf icon PDF 26 KB

To provide an update of delivery against our 2011-15 Corporate Plan for the period 1 July 2013 to 31 December 2013 (report of the Assistant Director, Democratic Services, enclosed).

Additional documents:

Minutes:

Consideration was given to the report of the Joint Performance Team Leader which provided an update of delivery against the Council’s 2011-15 Corporate Plan for the period 1 July 2013 to 31 December 2013.

 

The Joint Performance Team Leader advised that she would shortly be leaving the Authority and introduced Kim Parks, her colleague at Breckland Council, to Panel members.  Kim would be taking over her role with regard to Performance Monitoring.

 

Following the agreement to stop using the InPhase Performance management system in July 2013, the Executive Board considered the recommendations proposed for the future delivery of the Performance Service on 10 September 2013.  It was agreed by the Executive that a bespoke data collection system was to be created and used to gather performance information that would then be used to populate new agreed report templates.  Templates were provided for individual CMT, Executive and Cabinet Reports, with the Cabinet Report covering delivery against Corporate Priorities and the Executive Report covering all of this plus additional identified projects and performance indicators from each service, which would be presented by Portfolio Groupings.

 

As there had been no performance reports since July 2013, two quarters of performance reports were appended to the report – Quarter 2 covering the period 1 July 2013 to 30 September 2013, and Quarter 3 covering the period 1 October 2013 to 31 December 2013. 

 

Prior to considering the information within the performance reports, the Joint Performance Team Leader discussed with members how they may wish future performance reporting to the Panel to be undertaken.  Currently, a detailed report was sent to the Cabinet and prior to this, the report was considered by the Performance Monitoring Panel.  She suggested the following:

 

·        Report to Cabinet could become an annual report (which would continue to be presented to the Panel);

·        Should Cabinet agree to receive only an annual report, the Panel may wish to have additional performance management information reported to it.  The Joint Performance Team Leader suggested that it could receive information sent to the Programme Board (the Programme Board dealt with areas of under performance).  A report to the Performance Board was produced providing full information with commentary on performance and from this, areas for concern were highlighted for consideration by the Board. These formed the Performance Board’s agenda, and minutes from the meeting were taken.  The Principal Member Services Officer commented that as the meetings of the Panel were open to the public, there could sometimes be issues around confidentiality of information contained within the report.  It was therefore suggested that only the agenda and minutes from the Programme Board meeting be appended to any report presented to the Panel, and that the Programme Board report be circulated to members informally to provide background information.

 

Members considered the information contained with the Quarter 2 and Quarter 3 reports, appended to the covering report.  They commented that the performance information contained within them was much clearer than previous performance reports.  It raised concerns regarding performance for the  ...  view the full minutes text for item 50.

51.

Performance Monitoring Panel Work Programme pdf icon PDF 51 KB

To set out the Work Programme of the Performance Monitoring Panel (report of the Assistant Director Democratic Services enclosed).

 

In addition to the above, the Panel is requested to consider its Work Programme and decide the following:

 

a)     Whether all of the items included within Appendices 1 and 2 are still relevant to the work of the Panel, and whether members wish to add any further items

b)     Membership of the Sir Halley Stewart Field Task Group

 

Minutes:

Consideration was given to the report of the Assistant Director (Democratic Services) which set out the Work Programme of the Performance Monitoring Panel.  The Work Programme consisted of two separate sections, the first setting out the dates of future Panel meetings along with proposed items for consideration, and the second setting out the Task Groups that had been identified by the Panel.

 

The Principal Member Services Officer updated the Panel on the following:

 

·        Leisure Task Group – Members were advised that the first meeting had been held and that some of the Task Group members had been to visit appropriate sites.

·        Sir Halley Stewart Field Task Group – Since the agenda had been printed, the remaining vacant position on the Task Group, to be filled by a member of the Performance Monitoring Panel, had been filled by Councillor R Perkins.  A date for the first meeting of the Task Group had been arranged for 12 February 2014.

 

The Principal Member Services Officer requested that the Panel consider its Work Programme, and whether all of the items included within Appendices 1 and 2 were still relevant to its work.

 

In relation to Appendix 1, the following was agreed:

 

·        8 April 2014 – That in addition to his update report on community safety and how it was being delivered through the various tiers of Groups and Panels, the Portfolio Holder for Localism and Big Society also provide an update on the current position with regard to CCTV in the area.

·        8 April 2014 – That further to a request made at the meeting of the Panel on 26 March 2013, the Police and Crime Commissioner be asked to attend the meeting of the Panel on 8 April 2014 to answer members’ questions, alongside the discussion with the Portfolio Holder for Localism and Big Society, as detailed above, on community safety and how it was being delivered through the various tiers of Group and Panels.

·        24 June 2014 – Two Panel members to be chosen to undertake the Annual Inspection of Planning Files, a report on which would be taken to the next meeting on 16 September 2014.

·        Carbon Management Plan Task Group – The Panel agreed that no further updates were required from the Portfolio Holder for Waste Management, Green Spaces and Operational Planning on the progress of the Carbon Management Plan Task Group’s recommendations.

 

In relation to Appendix 2, the following was agreed:

 

·        Effectiveness of CCTV Task Group – The Chairman of the Task Group advised that no information had been received recently regarding CCTV provision.  The Panel requested that the Portfolio Holder for Localism and Big Society be invited to the next meeting on 8 April 2014 to provide an update on the situation with regard to CCTV, after which a decision would be made on how to progress with the Task Group.

·        Item ‘to review the development of sporting activities across the district (in light of the possibility of new leisure provision in the future)’ – It was agreed  ...  view the full minutes text for item 51.