Agenda and minutes

Performance Monitoring Panel - Tuesday, 8th November, 2016 6.30 pm

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

Contact: Christine Morgan  01775 764454

No. Item


Performance Overview Report - Quarter 2 2016/17 pdf icon PDF 95 KB

To provide an update on Council performance for the period 1 July 2016 to 30 September 2016 (report of the Executive Director Strategy and Governance enclosed).

Additional documents:


With the permission of the Chairman, this item was considered as the first item of business at the meeting.


Consideration was given to the report of the Executive Director Strategy and Governance which provided an update on Council performance for the period 1 July 2016 to 30 September 2016.  Areas where performance had improved since the previous period (Q1 2016/2017) were brought to Members’ attention, as were areas of concern where performance was below expected levels or was considered to be worsening.


Quarter 2 saw increased levels of performance against the majority of indicators compared to the performance seen in quarter 1.  Performance was rated as good with 62.5% of indicators being green which indicated good performance.  There were 3 amber indicators and 3 red indicators which in total made up the remaining 37.5% of indicators.


Areas of success highlighted within the report included:  Housing Re-Let Times; Commercial Property; Staffing; Planning; Revenues; and Working Days Lost to Sickness per FTE.


Areas of concern highlighted within the report included the following:


Missed Waste Collection Rate


The average incidence of missed waste collection was still above the monthly target however Quarter 2 showed a significant improvement against the previous quarter.  Performance was improving and it was hoped that the results for Quarter 3 would be within target.


Housing Benefit LA Error Rate


The Housing Benefit error rate currently stood at 0.54% against a target of 0.48%.  In September, work commenced to implement a clearance strategy to deal with the backlog of outstanding work relating to the processing of claims, with a third party (Civica) being commissioned to help with this process.  Performance figures had shown a decline, which was to be expected.  This area was now subject to a weekly senior management scrutiny between Compass Point Business Services and South Holland District Council, to ensure that the position was improved.


The Panel considered this information and the following answers were provided in response to members’ questions:


·         Penalties incurred for missed targets - There were two thresholds above the target amount.  If the upper threshold was exceeded, administration monies received for processing would be lost, if the lower threshold was exceeded, part of these monies would be lost.  The aim was to hit the 0.48% target by the end of the financial year

·         Could the risk be quantified? - Officers did not have this information available.  Panel members would be provided with exact figures in due course.

·         Clearing easier cases first to reduce backlog could be at the detriment of claimants whose cases were more complex  - Officers stated that this was an issue to be clarified with officers at CPBS tasked with resolving the backlog issue.  Officers would liaise with them to obtain guidance.

·         There could potentially be a number of reasons why the current position had been arrived at e.g. resourcing/training/processes etc.  Managers at CPBS had been tasked with understanding the reasons for the situation.  In any event, the backlog clearance had to take no longer than three months.  ...  view the full minutes text for item 21.


Minutes pdf icon PDF 99 KB

To sign as a correct record the minutes of the meeting of the Performance Monitoring Panel held on 30 August 2016 (copy enclosed)


The minutes of the meeting held on 30 August 2016 were signed by the Chairman as a correct record.


The following issues were raised:


·         Crime and Disorder update – (b) That within their own wards, Councillors be requested to promote the Community Safety Survey, engagement events and the reporting of all crime.

o   Members requested that more information be provided on these initiatives.


·         Crime and Disorder update – (c)  That the Lincolnshire Community Safety Partnership’s 2015/16 Community Safety Report be circulated to Panel members after it had been considered by the Board.

o   Members questioned when this would be available and were advised that the Community Safety Partnership would be meeting soon and it was hoped that the report would be available shortly.


·         CCTV update – Work on the CCTV system was still not complete in Crowland.  Members requested that an update on the current position be provided.


·         Network Rail – All members had been invited to attend a briefing with Network Rail, prior to the meeting of Council on 26 September 2016 to raise issues of concern.  Many Panel members had attended and they stated that they were satisfied with the responses they had received from the representatives, relating to ongoing issues.




a)    That the minutes of the Performance Monitoring Panel meeting held on 30 August 2016 be signed by the Chairman as a correct record; and


b)    That responses be received to outstanding issues raised by the Panel in relation to the Crime and Disorder and CCTV updates.


Declaration of Interests.

Where a Councillor has a Disclosable Pecuniary Interest the Councillor must declare the interest to the meeting and leave the room without participating in any discussion or making a statement on the item, except where a councillor is permitted to remain as a result of a grant of dispensation.


There were none.


Questions asked under Standing Order 6


There were none.


Tracking of Recommendations

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


There were none.


Items referred from the Policy Development Panel.


There were none.


Key Decision Plan pdf icon PDF 99 KB

To note the current Key Decision Plan


Consideration was given to the Key Decision Plan issued on 19 September 2016.




That the Key Decision Plan issued on 19 September 2016 be noted.


Review of implemented planning decisions pdf icon PDF 67 KB

To report on the review and to consider the findings (report of the Executive Director Place enclosed).



Consideration was given to the report of the Executive Director Place which reported on the recent review of implemented planning decisions and requested that the Panel consider the findings.


The Probity in Planning guidance, issued by the Local Government Association, highlighted that the report of the Audit Commission ‘Building in Quality’ recommended that councillors revisit a sample of implemented planning permissions to assess the quality of the decisions.  Such a review should improve the quality and consistency of decision-making, strengthening public confidence in the planning system, and could also help with review of planning policy.  It further stated that review by the Panel should include examples of a broad range of categories, such as major and minor development, permitted departures, upheld appeals, listed building works and enforcement cases.


In order to revisit a number of implemented planning permissions, the Performance Monitoring Panel undertook a tour on 15 September 2016, visiting a number of different sites throughout the district.  Sites were chosen to represent a range of types and sizes of development and decisions, in accordance with the Protocol.  It included a range of large and small-scale residential developments, at differing stages of completion, as well as a completed solar farm and single wind turbine.  Following the tour, a debriefing session was held to review the day and draw conclusions, and these were detailed at section 3.2 of the report.


All Panel members that had attended agreed that it had been a very worthwhile exercise, well-structured, and that there had been a good variety of applications to consider.  It was felt that the review should continue on a bi-ennial basis.


One common issue that had arisen whilst visiting some of the new developments was with regard to the finishing off of footpaths.  It was understood that it was not possible to do this with roads, but footpaths should be finished off as quickly as possible.  The Place Manager advised that this consideration could be picked up within the second and fourth recommendations detailed within the report.  The Panel was advised that the conditions were imposed by LCC and that in its review of conditions, the Authority needed to make these changes.  It was necessary for conditions to be worded correctly.  


Members were advised that the Policy Development Panel were aware of the Panel’s Review of Implemented Planning Decisions, and that they were keen that both Panels work together to assist with good design.  It was agreed that this could happen, with the Policy Development Panel’s consent, in the following way:


·         That two members of the Performance Monitoring Panel join a Task Group set up by the Policy Development Panel to review public open spaces (Councillor Alcock and Councillor Newton volunteered to do this if required);

·         That alongside the issues already agreed by the Policy Development Panel for consideration by the Review of Public Open Spaces Task Group, recommendations made following the Tour also be addressed, particularly those relating to open space and the finishing off of pavements in new developments.  ...  view the full minutes text for item 28.


Performance Monitoring Panel Work Programme pdf icon PDF 64 KB

To set out the Work Programme of the Performance Monitoring Panel (report of the Executive Manager Governance enclosed)

Additional documents:


Consideration was given to the report of the Executive Manager Governance, 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 following issues were raised:


·         A discussion regarding drainage in the South Holland area, with attendance by a representative from a local board and national strategic partnership had been expected at the meeting.  It was confirmed that this would now take place at the next scheduled meeting.

·         A report detailing how the Authority would undertake enforcement in the future, through a coordinated Authority-wide approach to enforcement and undertaking of preventative educational measures would be presented to the next scheduled Panel meeting.  The Place Manager provided members with an overview of enforcement undertaken by various departments across the Authority, and this information was tabled at the meeting. 

·         There were a number of issues detailed within Appendix B to the report that had been identified as potential Task Groups by the Panel.  The Chairman would liaise with the Democratic Services Officer to consider if any of these could be removed.




a)    That both sections of the Panel’s Work Programme, as set out in the report of the Executive Manager Governance, be noted; and


b)    That the Chairman liaise with the Democratic Services Officer to consider whether any issues detailed within Appendix B of the report could be removed.