Agenda and minutes

Performance Monitoring Panel - Tuesday, 26th March, 2013 6.30 pm

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

Contact: Christine Morgan  01775 764454

No. Item


Minutes pdf icon PDF 42 KB

To sign as a correct record the minutes of the meeting held on 29 January 2013 (copy enclosed).


The minutes of the meeting held on 29 January 2013 were signed by the Chairman as a correct record.


The Chairman requested that definitive answers to the issues raised in minute 53, in relation to the Gypsy and Traveller Sites, be available for the next meeting of the Panel.



Tracking of Recommendations pdf icon PDF 23 KB

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




Consideration was given to a report outlining the response of the Cabinet to the recommendations from the interim report of the re-convened Effectiveness of CCTV Task Group.


The Chairman of the Task Group, Councillor D J Wilkinson, had attended the meeting of the Cabinet on 19 February 2013, and had presented the interim report which contained the recommendations of the Task Group, as agreed by the Performance Monitoring Panel on 29 January 2013.


All of the Task Group’s recommendations were accepted by the Cabinet, with the exception of the first recommendation – ‘That Officers secure a further yearly contract with GTS’. Cabinet had not agreed to this recommendation as a meeting of the Community Safety Partnership (CSP) was due to be held shortly to discuss the future of CCTV provision within Lincolnshire.


Members commented that they were disappointed that no feedback had been received on the outcomes from the CSP meeting, and that if this was not forthcoming, consideration should be given to presenting a further interim report of the Task Group at the next meeting of the Cabinet. 


As there was no meeting of the Performance Monitoring Panel before Cabinet on 7 May 2013, the Panel delegated authority to the Chairman and Vice-Chairman to agree an interim report if required.




a)     That the responses of the Cabinet to the recommendations of the Panel be noted; and


b)     That if the outcome of the recent CSP meeting was not forthcoming or satisfactory, that authority be delegated to the Chairman and Vice Chairman to agree an interim report to the next meeting of the Cabinet in May.







Key Decision Plan pdf icon PDF 99 KB

To note the current Key Decision Plan


Consideration was given to the current Key Decision Plan, which had been issued on 15 March 2013.




That the current Key Decision Plan be noted.


Carbon Management Plan Task Group update pdf icon PDF 37 KB

The Portfolio Holder for Waste Management, Green Spaces and Operational Planning and the Community Development Manager will be in attendance to provide an update on the progress in actioning the recommendations of the Carbon Management Plan Task Group.  (A copy of a form listing the Cabinet’s response to the Task Group’s recommendations is enclosed, together with details of updates received).




The Portfolio Holder for Waste Management, Green Spaces and Operational Planning attended the meeting to provide an update on the recommendations made by the Carbon Management Plan Task Group.  Previous updates had been received at Panel meetings held on 7 December 2011 and 6 March 2012.


Updates on each of the Task Group’s recommendations, and additional information, was provided as follows:


1.      That a Carbon Reduction policy, together with performance indicators for individual buildings, vehicle emissions etc, be formally adopted.


  • The Performance Management Team had advised against undertaking a policy, but to incorporate information into the Performance Management System.  The general corporate view and steer was not to have separate policies when there was already a plan in place.


  • Data was collected for each of the buildings however, targets had not been set.  There would need to be specific targets for each of the separate buildings as some had already made reductions.


  • The potential for reduction for each building would need to be assessed if specific targets were to be set for each one.  This would depend how much had already been done to reduce energy consumption and how the energy was used there.


2.      That the Policy be made a corporate priority with overall responsibility identified at Director level.


  • Carbon Reduction was a priority in the corporate plan.  The Assistant Chief Executive (at Director level) and the Joint Community Development Manager had now taken over responsibility for carbon reduction, and the Carbon Management Officer had also been given more authority within her role.


3.      That an authority wide awareness of the need to reduce energy consumption and consequently cost be created and enforced.


  • As part of the Big Energy Saving Week in October 2012, an e-bulletin was produced giving energy saving tips for work and home situations, and ‘The Green Office’ set up to show how an office could be more environmentally friendly.  The branding used for this would also be used to distribute the message further across the organisation and could be used to get the message out to wider audiences, including community groups and businesses.


4.      That the data required be identified, to be collected so that energy performance for individual buildings (or part of buildings where these were sublet) could be properly monitored.


  • Some additional sites were now having meter readings taken annually.  There had been difficulties with the automatic metering project run through Lincolnshire County Council, and data had not yet been made available by the software provider.


  • With regard to service charges for rented areas, these were based on running costs of the building at the time and then apportioned for their occupied areas and fixed for the terms of their leases.


5.      That the thermal efficiency of all of the Council’s buildings and housing stock be brought up to the highest modern standards, subject to consideration of the cost implications.



Provision of Members' IT

The Director of IT (Compass Point Business Services), Gary Stephens, will be in attendance to provide an update on Members’ IT provision.  




At its meeting on 11 December 2012, the Panel had raised concerns regarding their IT provision, and at the Panel’s next meeting on 29 January 2013, the Director of IT had attended to answer members’ concerns.  The Director of IT was again in attendance to provide a further update on these issues.


·        Passwords - Single sign-on for all Councillors was the long term solution as it would make it easier for Councillors to sign on to their laptops.  Single sign-on would ultimately be available to members, wherever they were logging in (not only when in the Council Offices) and the Juniper 2 Factor Authentication devices would no longer have to be used as part of the log-in process.  The re-encryption of Councillors’ laptops would be undertaken remotely.  Councillor R Perkins had volunteered at the last meeting to undertake the single sign-on trial, and IT was currently undertaking this on his laptop. Councillor S-A Slade and Councillor C J T H Brewis had also volunteered for the trial and it was hoped to include testing on their laptops also. If the trial was successful, it was hoped to roll this out to all Councillors in two months time.  The Director of IT confirmed that Councillors would still be required to change their passwords every 90 days, but that they would be able to do this themselves.


·        Laptop build – Once the password issue was resolved, the IT Director advised that he wished to have Councillors’ agreement with regard to laptop build, and which applications should be on them as standard.  Currently, additional applications had been added to some Councillors’ laptops and ultimately the aim was to remove all non-standard applications from laptops provided by the Authority for Councillors’ use.


·        Diversion of emails – Although some Councillors had requested diversion of email from their South Holland account to their private email account, the IT Director was unwilling to accommodate this.  He advised that there were a number of reasons why this would not be possible, firstly, it could pose a potential breach in security, and secondly, when responding to emails that were diverted, the Councillors private email address rather than the official SHDC email address would be shown.  The IT Director did however report that the possibility of diverting emails to personal devices, where a secure application could be added to facilitate viewing, was possible and being looked into.




a)     That the update from the IT Director be received; and


b)     That the IT Director provide a further update to the Performance Monitoring Panel at its meeting on 24 July 2013.    


Performance Monitoring Panel Work Programme pdf icon PDF 54 KB

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


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.


Members asked that with regard to Appendix 1 and the item scheduled for 28 January 2014 (Crime and Disorder – Update report on community safety and how it was being delivered through the various tiers of Group and Panels), that the recently elected Police and Crime Commissioner be requested to attend to answer questions alongside discussion of this item.


With regard to an item on the Work Programme at Appendix 2 (To look at the decision to review the position with regard to leisure facilities in two years time and whether the business plan on which the decision was based was robust), members questioned the quality of the leisure facilities.  It was reported that the current facilities were fit for purpose until the issue of whether or not to replace them was next reconsidered.  Members felt that the contract performance for the facilities should be looked into, and it was an area that could potentially be considered by a task group jointly made up of members of both the Performance Monitoring and Policy Development Panels.  It was agreed that the Chairman of the Policy Development Panel should be contacted for their views on this proposal.




a)     That both sections of the Panel’s Work Programme, as set out in the report of the Assistant Director (Democratic Services) be noted;


b)     That the Policy and Crime Commissioner be requested to attend the meeting of Performance Monitoring Panel on 28 January 2014 to answer members’ questions, alongside discussion on an update being received on community safety and how it was being delivered through the various tiers of Groups and Panels; and


c)      That the views of the Chairman of the Policy Development Panel be sought with regard to a proposed joint Task Group to look at contract performance at the leisure facilities within South Holland District Council.  If in agreement, the Task Group should consist of members of both the Performance Monitoring Panel and the Policy Development Panel.