Agenda and minutes

Performance Monitoring Panel - Wednesday, 26th September, 2018 6.30 pm

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

Contact: Christine Morgan  01775 764454

Items
No. Item

12.

Minutes pdf icon PDF 96 KB

To sign as a correct record the minutes of the meeting of the Performance Monitoring Panel held on 31 July 2018 (copy enclosed).

Minutes:

Consideration was given to the minutes of the meeting of the Performance Monitoring Panel held on 31 July 2018

 

AGREED:

 

That the minutes be signed as a correct record.

13.

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.

Minutes:

There were no declarations of interest.

14.

Questions asked under Standing Order 6

Minutes:

There were no questions asked under Standing Order 6.

15.

Tracking of Recommendations

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

Minutes:

There were no responses of the Cabinet to consider.

 

16.

Items referred from the Policy Development Panel.

Minutes:

There were no items referred from the Policy Development Panel.

17.

Key Decision Plan pdf icon PDF 127 KB

To note the current Key Decision Plan

Minutes:

Consideration was given to the Key Decision Plan issued on 18 September 2018.

 

AGREED:

That the Key Decision Plan issued on 18 September 2018 be noted.

 

18.

S106 Agreements pdf icon PDF 117 KB

Monitoring of Section 106 financial contributions - (report of the Executive Director Place enclosed).

Minutes:

Consideration was given to the report of the Executive Director – Place which sought to update the Panel on the monitoring of Section 106 financial contributions.

 

The Executive Programme Manager introduced the report, stating that this matter covered all 3 directorates.

 

The Executive Programme Manager stated that this came on the back of audit recommendations. The report had been to PMP in May, where the panel had made some amendments to the report.

 

There were currently 58 S106 agreements with the council which had financial commitments. It remained the Council’s responsibility to ensure that the money was secured and spent responsibly.

 

The Executive Programme Manager advised that there would be a dedicated S106 Officer whose sole responsibility would be to deal with all elements of S106 agreements.

 

The Executive Programme Manager stated that the Master S106 monitoring document was ‘live’ and therefore the figures stated at this meeting were subject to change. Legal Services would be responsible for adding new agreements to the monitoring list.

 

The Executive Programme Manager stated that all important and urgent Audit recommendations had been addressed.

 

Members stated that they were unclear on who made the decision on how S106 payments were made and how the money was spent. The Executive Programme Manager responded that the decisions were made via the planning process including the Planning Committee on the recommendation of Officers.

 

The Chairman stated that there was a perception that parishes received large amounts of money from residential developments, but that this was false.

 

Members had stated that they were under the impression that community groups could get a percentage of S106 funding. They asked how much of a % of S106 was dedicated to community groups. Officers stated that there was no provision. The Executive Programme Manager stated that S106 payments were made on a case-by-case basis, he said if he said that if Parishes were not asking for, or could not justify, S106 contributions they would not receive any. It was further stated that funds could only be asked for if there was a direct impact upon the requester from the relevant development. Members asked if the Council was missing out on funds if it was not actively chasing S106 applications. Officers responded that the Council were not missing out because the pot did not increase with more requests, and that additional applications only changed the way the pot was divided.

 

Members stated that they felt it would be useful for Planning, for councillors to be given clearer advice on what restrictions applied to the funding, as they felt that the lack of information was leading to groups making applications, only to be turned down. Officers responded that this was an ongoing conversation within the Council as the Government was making moves towards making these details more accessible. Members also asked that officers produce a list of which S106 agreements were made in which wards and distribute this list to relevant members.

 

Members asked if triggers could be brought forward if  ...  view the full minutes text for item 18.

19.

Transformation service reviews

The Panel to receive a presentation from the Executive Manager, People and Public Protection, updating on the outcomes and position following the service reviews across the organisation, in relation to the transformation programme.

Minutes:

The Panel received a presentation from the Executive Manager – People and Public Protection which updated members on the outcomes and position following the service reviews across the organisation, in relation to the transformation programme.

 

After members had received the presentation, the following points were discussed:

 

·         The cost of achieving the savings had been £250,000.00

·         The biggest risk to achieving the transformation programme had been recruiting relevant personnel

·         It had been necessary to increase the advertised wages in order to secure the right staff but this was not thought to be a significant risk to the projected savings.

 

AGREED:

 

That the contents of the presentation be noted.

 

 

20.

Re-letting of Void Properties Task Group

The Panel will receive a presentation from the Executive Director Place on the current situation.

Minutes:

The Panel received a presentation from the Place Manager on the current situation around the Re-letting of Void Properties Task Group.

 

After the presentation, the panel discussed the following points:

 

Members welcomed the improvements to the new system but noted that the targets were still not being met despite this issue being repeatedly challenged by the Panel. The Chairman stated that if significant improvements were not made in a timely manner then the panel would be obliged to re-establish the task group. It was agreed that this matter should be examined again in 6 months to ensure that the item could be saved from requiring a task group. The Place Manager stated that she would be happy for the item to be examined again in 6 months and stated that they were confident that significant improvements would have been made at that point.

 

Members asked about chimney sweeping, which officers were considering bringing in-house. It was noted that specialist training was required.

 

Members asked if figures could be broken down and distributed to members. The Chairman stated that he felt this information would be useful.

 

AGREED:

 

a)    That the contents of the presentation be noted; And

 

b)    That the progress of Re-Letting of void properties be re-examined at a meeting in 6 months time.

 

 

Cllr Newton Left the room at 20:10

21.

Performance Monitoring Panel Work Programme pdf icon PDF 62 KB

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

 

Additional documents:

Minutes:

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.

 

 

AGREED:

 

That the Work Programme report provided by the Executive Manager – Governance be noted.

22.

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 no urgent items.