Agenda and minutes

Performance Monitoring Panel - Tuesday, 16th September, 2014 6.30 pm

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

Contact: Christine Morgan  01775 764454

Items
No. Item

16.

Minutes pdf icon PDF 50 KB

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

Additional documents:

Minutes:

The minutes from the following meetings were signed by the Chairman as a correct record:

 

(a)    24 June 2014 – Performance Monitoring Panel;

 

(b)    29 July 2014 – Special joint meeting of the Performance Monitoring Panel and the Policy Development Panel; and

 

(c)     19 August 2014 – Special joint meeting of the Performance Monitoring Panel and the Policy Development Panel.

 

17.

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:

In relation to the discussion on the preparation of the South East Lincolnshire Plan within the Quarter 1 Cabinet Performance Report item, the Principal Member Services Officer advised that her husband was a planner at Boston Borough Council, working on the Plan.  Members did not feel that her interest was significant and she therefore remained in the meeting during the discussion of the item.

18.

Questions asked under Council Procedure Rule 10.3.

Minutes:

There were none.

19.

Tracking of Recommendations

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

Minutes:

There were none.

20.

Items referred from the Policy Development Panel.

Minutes:

There were none.

21.

Key Decision Plan pdf icon PDF 168 KB

To note the current Key Decision Plan (Plan dated 20 August 2014 enclosed).

Minutes:

Consideration was given to the Key Decision Plan issued on 20 August 2014.

 

Members questioned why there was a delay in awarding a works contract in respect of the Spalding Gypsy and Traveller Site.  The Principal Member Services Officer advised that at the Council meeting held on 10 September 2014, the Portfolio Holder had advised that there were delays due to Highways issues.  The Panel questioned this and requested that further information into the reasons for the delay be provided.                        

22.

Quarter 1 Cabinet Performance Report pdf icon PDF 25 KB

To provide an update of delivery against our 2011-15 Corporate Plan for the Period 1 April 2014 to 30 June 2014 (report of the Portfolio Holder for Internal Services, Performance and Business Development and the Executive Director Commissioning and Governance enclosed).

 

Additional documents:

Minutes:

Consideration was given to the report of the Portfolio Holder for Internal Services, Performance and Business Development and the Executive Director Commissioning and Governance, which provided an update of delivery against the 2011-15 Corporate Plan for the period 1 April 2014 to 30 June 2014.  The report attached at Appendix 1 covered delivery against the Corporate Priorities and in addition, Corporate Health indicators of interest to the public.

 

The Panel considered the report, and the following issues were raised:

 

·        South East Lincolnshire Local Plan - The revised timetable for submission of the Local Plan to the Planning Inspectorate, as set out in the local development scheme, was December 2015.  Concerns were raised at the revision of the timetable and completion of the Local Plan, and how this could affect planning applications in the future.  The Panel required reassurance that the December 2015 deadline would be met.  It was requested that the Planning Manager be invited to the next Panel meeting to discuss the current position.  The Chairman also stated that at the special joint meeting held on 19 August 2014, the Chief Executive had suggested that the Performance Monitoring Panel undertake a piece of work to scrutinise the current issues within the Planning Department.  It was suggested that, together with the Planning Manager’s attendance at the next meeting,  the Chief Executive’s guidance be sought on how to deal with the issues within the Planning Department.  The Panel was keen to state that it wished to help and not hinder in this respect.

·        Percentage of building regulations responded to within 21 days of receipt (Page 39).  The performance figures appeared to be slipping.

o       The Senior Performance Analyst explained that last year, there had been overachievement in this indicator and that the target had therefore been increased, resulting in performance appearing to slip.

·        Holbeach Town Centre Regeneration/ Spalding Town Centre Regeneration (Page 39).  The former project was awaiting a planning application from Lincolnshire County Council.  Ward members commented that they were unaware of what was happening in this regard.  Councillor Wilkinson commented that he had raised the issue of communication with ward members on issues within their wards some time ago, that nothing appeared to have improved, and that clearly this was still an issue.  It was also stated that the comments alongside each of these projects was insufficient to gain an understanding of the issues.

·        Anti Social Behaviour/CCTV (Page 40) – The performance level for both of these issues continued to remain at ‘amber’, showing no improvement.  In particular, the progress with regard to CCTV was disappointing – the commentary stated that installation was taking longer than hoped due to the nature of the area, distances covered and the technology available however, the Panel had raised these issues at previous meetings and been assured that this was in hand.  Members stated that they needed an up to date progress report on the current position regarding CCTV, and an explanation of delays in progress with installation.  To this end, the Panel  ...  view the full minutes text for item 22.

23.

Performance Monitoring Panel Work Programme pdf icon PDF 69 KB

To set out the Work Programme of the Performance Monitoring Panel, and

 

·        To receive an update on the Annual Inspection of Planning Files;

 

·        To give consideration to questions to be asked of the Police and Crime Commissioner, prior to his attendance at a future meeting of the Performance Monitoring Panel

 

 (report of the Democratic Services and Legal Manager enclosed).

Minutes:

Consideration was given to the report of the Democratic Services and Legal Manager 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 the 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 raised a number of issues, and these were considered by the Panel.

 

·        Annual Inspection of Planning Files - At the joint meeting of the Performance Monitoring and Policy Development Panel held on 19 August 2014, it had been suggested that the Performance Monitoring Panel reconsider the need to inspect the planning files due to current constraints on the Planning Service.  The Chairman of the Performance Monitoring Panel indicated that he would be suggesting to the Panel that the inspection still go ahead but without the need for officer support.  If this was not possible then it would be postponed for twelve months to allow the current constraints on the planning service to be rectified.  Members discussed how the Annual Inspection could be undertaken effectively. The main problem was how issues around pre-application discussions could be identified for review, if there was no record of a discussion.  One suggestion was that the review could look at complaints received.  Members agreed that this could be a way forward but that in view of uncertainty as to how to undertake the review, and current constraints on the planning service, that the Inspection be postponed for a year.  In the interim, Members should consider how to proceed with the Inspection.        

 

·        Attendance by the Police and Crime Commissioner – At its meeting on 24 June 2014, the Panel had agreed to invite the Police and Crime Commissioner for Lincolnshire to its meeting on 25 November 2014.  A response to this invitation had been received advising that the Commissioner was unable to attend on that date due to a prior engagement and a request made for dates of future meetings, and also whether the Panel could meet him during office hours.  The Panel did not want to change the timing of the meeting to the day time, but agreed that future dates be sent through to the Commissioner.  In addition to issues to be addressed to the Commissioner raised at previous meetings,  the following questions were also to be asked of  him:

 

  • How many Special Constables/PCSOs had been recruited against the target for the County, in particular to the South Holland area?  If the target had not been reached, why had it not been met and how would this be dealt with?
  • The South Holland area was often felt to be the ‘poor relation’ – why was this?
  • Lincolnshire had the worst record for Road Traffic Accidents.  What additional powers were available to address this?  

 

·        Portfolio Holder attendance at meetings - At its meeting on 8 April 2014, the Panel agreed to start a programme of  ...  view the full minutes text for item 23.

24.

Any other items which the Chairman decides are urgent

 

 

NOTE:            No other business is permitted unless by reason of special circumstances, which shall be specified in the minutes, the Chairman is of the opinion that the item(s) should be considered as a matter of urgency.

Minutes:

There were none.

25.

Exclusion of the Press and Public

To consider resolving that, under section 100A(4) of the Local Government Act 1972, the public be excluded from the meeting for the following item of business on the grounds that it involves the likely disclosure of exempt information as defined in paragraph 3 of Schedule 12A of the Act.

 

Minutes:

Members gave consideration to excluding the press and public from the meeting to discuss the minutes of the Special Joint Performance Monitoring Panel and Policy Development Panel meeting held on 29 July 2014, as consideration would be given to information relating to the financial or business affairs of any particular person (including the authority holding that information).

 

AGREED:

 

That under Section 100A (4) of the Local Government Act 1972, the public be excluded from the meeting for discussion on the minutes of the Special Joint Performance Monitoring Panel and Policy Development Panel meeting held on 29 July 2014, on the grounds that it would involve the likely disclosure of exempt information as defined in Paragraph (3) of Part 1 of Schedule 12A of the Act.

 

26.

Special Joint Performance Monitoring Panel and Policy Development Panel

29 July 2014 (exempt minute enclosed)

Minutes:

Consideration was given to the exempt minutes of the Special Joint Performance Monitoring Panel and Policy Development Panel meeting held on 29 July 2014.  An amendment to a section of the minute had been proposed and the Panel agreed to alter the minutes in line with this.

 

AGREED:

 

That the minutes of the Special Joint Performance Monitoring Panel and Policy Development Panel meeting held on 29 July 2014 were agreed with amendment.