Agenda and draft minutes

This meeting will be held virtually via Zoom and streamed live. The link for this can be found by clicking on the meeting date. Note that this agenda was republished on 6 November 2020, Performance Monitoring Panel - Tuesday, 10th November, 2020 6.30 pm

Venue: This will be a meeting held in line with The Local Authorities & Police & Crime Panels (Coronavirus) (Flexibility of Local Authority & Police & Crime Panel Meetings) (England & Wales) Regulations 2020

Contact: Democratic Services  01775 764626

Link: View Facebook Livestream of the meeting

Items
No. Item

30.

Minutes pdf icon PDF 165 KB

To sign as a correct record the minutes of the meeting of the Performance Monitoring Panel held on 9 September 2020 (copy enclosed).

Minutes:

Consideration was given to the minutes of the meeting of the Performance Monitoring Panel, held on 9 September 2020.

 

The Chairman commented that the request by the Panel for the number of all fly-tipping incidents (not only those that the Council had a duty to clear, but to include those on private land) had not been resolved as required.  The aim was to understand the full magnitude of the problem.  However, the issue was addressed within the Quarter 2 Performance Report later in the agenda and would be dealt with at that point.  

 

AGREED:

 

That the minutes of the meeting of the Performance Monitoring Panel held on 9 September 2020 be signed by the Chairman as a correct record, as soon as reasonably practical after the meeting. 

31.

Declaration of Interests.

Where a Councillor has a Disclosable Pecuniary Interest the Councillor must declare the interest and leave the meeting 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 none.

32.

Questions asked under Standing Order 6

Minutes:

There were none.

33.

Tracking of Recommendations

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

Minutes:

There were none.

34.

Items referred from the Policy Development Panel.

Minutes:

There were none.

35.

Key Decision Plan pdf icon PDF 205 KB

To note the current Key Decision Plan

Minutes:

Consideration was given to the Key Decision Plan issued on 27 October 2020.

 

AGREED:

That the Key Decision Plan issued on 27 October 2020 be noted.

36.

Q2 Performance Report 20/21 pdf icon PDF 326 KB

To provide an update on how the Council is performing for the period 1 July 2020 to 30 September 2020 (report of the Executive Manager for Growth enclosed).

Additional documents:

Minutes:

Consideration was given to the report of the Executive Manager for Growth, which provided an update on how the Council was performing for the period 1 July 2020 to 30 September 2020.

 

The Quarter 2 2020-21 Performance report detailed in Appendix A aimed to provide members, businesses and residents with an overview of how the Council was performing against a number of key strategic indicators in an ongoing COVID-19 pandemic.  The reported indicators provided an indication of performance and business intelligence as compared to the previous year.  This enabled a view of how key services had performed, whilst the organisation had continued to respond to the challenges and pressures that the pandemic had presented to both the organisation and the district as a whole.

 

The report did not include the suite of performance indicators to the same scale and breadth as presented to the Panel in previous years.  This was because, in many cases, the focus of many council services and their attendant resources had shifted away from pre-March 2020 ‘ business as usual activity’, and were instead focused on a different range of areas directly aligned to supporting the Council with its pandemic response.

 

The report therefore sought to provide a summary of performance in key areas which reflected the current performance of the Council in a number of critical areas, whilst the organisation remained focussed on supporting its communities, residents and local businesses in extra-ordinary times.  The narrative within the report sought to provide supplementary commentary to support the data, and several service managers were in attendance to assist with any further issues not covered within the report.

 

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

 

Sickness data

 

·         The Performance and Business Intelligence Report showed a significant number of working days lost to sickness, and that these did not include COVID related sickness as this was recorded separately.  Could officers provide any further background?

o   Officers responded that current sickness data showed that 4% of staff were currently classed as sick.  However, further clarity would be sought on these figures, and whether Covid-related illness was recorded separately or was included in these figures, and this information would be reported back to Panel members.

 

Media Impressions

 

·         Members asked for an explanation on the meaning of ‘Media impressions’.

o   Officers advised that this was the reach achieved by social media posts on Facebook and Twitter, and the number included the number of reads, shares and re-tweets.

 

Grants for Growth

 

·         Members stated that it was good to see that the number of Grants for Growth applications accepted had only decreased by one, in comparison to the same time last year.

 

Furlough/Universal Credit data

 

·         Members noted that the number of furloughed employees for the period stood at 10,400.  Further data for both furloughed individuals and those on Universal Credit, such as the age profile, was requested for comparison purposes.

 

Fly-tipping

 

·         Members were all in agreement that fly tipping was a terrible scourge on the countryside and  ...  view the full minutes text for item 36.

37.

Swimming Pool and Leisure Facilities Task Group update pdf icon PDF 490 KB

To provide members with an update on the Swimming Pool and Leisure Centre (report of the Executive Director Commercialisation (S151) enclosed).

Minutes:

Consideration was given to the report of the Executive Director Commercialisation (S151) which provided members with an update on the Swimming Pool and Leisure Centre.

 

Following the approval of the recommendations of the Swimming Pool and Leisure Facilities Contract Task Group, by the Cabinet in November 2016, six monthly progress updates had been provided to the Panel, with the last update on 11 September 2019 which covered the first six months of the new contract with Parkwood Leisure.

 

As a result of Government instruction due to the Covid-19 pandemic, the facilities closed to the public on 20 March 2020 and remained closed until approval to re-open was granted from 25 July 2020.  Some activities were, and remained, restricted but a phased approach to re-opening had been carried out in the three months since, and details of this were included within the report, along with how the facilities had adapted to comply with Covid requirements.

 

The report provided information on participation at the facilities pre-Covid, which showed increased participation levels and a continued increase in total membership.  It also laid out how the effects of the pandemic had been addressed, both during lockdown and post lockdown.

 

Members were advised that the report had been submitted prior to the second lockdown, and the facilities were once again closed from 5 November 2020 as a result of this.

 

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

 

·         Members commented that it was very encouraging to receive a report which showed much improved results prior to the lockdown caused by the pandemic, and that since re-opening, there was renewed interest in attendance again.  Over the years there had been many difficult reports, but the new contractor appeared to have turned the situation around and this could be seen through the improved results within the report.

 

·         At 1.7.4 of the report, it was stated that following the resumption of Indoor Bowls on 7 September 2020, the Indoor Bowls National Governing Body guidance had stated that league matches would not recommence until January 2021.  However, it was clarified that the league had actually re-started on 5 October 2020, although this had now paused due to the second lockdown.

 

·         Members commented that the café had not operated since the start of the second lockdown.

  • Officers advised that there had been no formal notification of this, and that the Council were working with Parkwood and the contractor of the café. 

 

·         In line with the terms of the contract, the Council had had to pay out a substantial amount of money to keep the leisure facilities running during the period of lockdown.  Members commented that whilst it was good to see the positive results, there would need to be close scrutiny going forward. 

 

·         The report stated that on average, 3-5 actions came out of the inspections that were usually minor points around housekeeping, or maintenance issues.  Members asked whether there were any issues that were outstanding, or were they dealt with promptly?  Had there been  ...  view the full minutes text for item 37.

38.

Performance Monitoring Panel Work Programme pdf icon PDF 144 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.

 

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

 

·         Members stated that there were a large number of items due to be considered at the January meeting of the Panel.

  • Officers responded that they had identified that it was indeed a large agenda and two suggestions were put forward – 1) that some of the items be re-scheduled to the March meeting, or later in the year; and/or 2) that some of the items due to come forward to the January meeting be updated by way of a short presentation, rather than providing a full report.

 

·         Members commented that an update on the Digital Work Programme was due and reminded officers that as part of this, financial information was required with regard to how much of the funding had been used, what it had  been used for and whether value for money had been achieved.

 

·         Members commented that with regard to the Sir Halley Stewart Playing Field Task Group, either an annual report, or a meeting of the Task Group was required.

  • Officers stated that it had been the recommendation of the Task Group, with the approval of the Panel, that the meeting should reconstitute on an annual basis to ensure that the Council remained compliant with the regulatory provisions of the Charity Commission.  Of the original Task Group, only two members were still Councillors and it was suggested that the Panel decide whether it wished to receive a report to the next Panel meeting, or whether it wished to form a new Task Group.

·         Members agreed that an update report be presented to the next meeting of the Panel before a commitment was made to set up a new Task Group.  It was requested that the report include an update on all the issues raised by the original Task Group.

 

·         Members commented that the last Review of Implemented Planning Decisions took place in September 2019 and the next one was due in September 2020.  It was clear that this had not been possible, due to the pandemic, but it was requested that this be scheduled for 2021, from April onwards.

 

AGREED:

 

a)    That the Work Programme provided by the Executive Manager Governance be noted;

 

b)    That officers liaise with the Chairman regarding items due for discussion at the next meeting of the Panel, and that consideration be given to either providing verbal updates, or rescheduling some of the items;

 

c)    That the Digital Work Programme update include financial information relating to how much funding had been used, what it had been used for and whether value for money had been achieved;

 

d)    <3  ...  view the full minutes text for item 38.

39.

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.