Agenda and minutes

Joint Performance Monitoring Panel and Policy Development Panel
Monday, 16th May, 2016 6.30 pm

Venue: Council Chamber, Council Offices, Priory Road, Spalding

Contact: Christine Morgan  01775 764454

Items
No. Item

1.

Election of Chairman

Minutes:

Consideration was given as to who should preside over the Joint meeting of the Performance Monitoring Panel and Policy Development Panel. 

 

AGREED:

 

That Councillor B Alcock act as Chairman for the duration of the joint meeting of the Performance Monitoring Panel and Policy Development Panel.  

2.

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 none.

3.

Exclusion of 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 Paragraphs 3 and 4 of Part 1 of Schedule 12A of the Act.

Minutes:

AGREED:

 

It was resolved 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 involved the likely disclosure of exempt information as defined in Paragraphs 3 and 4 of part 1 of Schedule 12A of the Act.

4.

Transformation Programme Progress Update

The Corporate Improvement and Performance Manager will provide the Joint Panel with a highlight report and update on programme performance to date.

 

A copy of the highlight report, with an appended update plan, is enclosed.

Minutes:

Consideration was given to a highlight report which provided an update on performance of the Transformation programme to date.

 

The Corporate Improvement and Performance Manager provided information on the various projects, and how they were progressing as part of the programme.

 

AGREED:

 

a)    That the information provided be noted;

 

b)    That outcomes from the procurement exercise being undertaken to address the ICT Options Appraisal would be addressed at a future workshop session;

 

c)    That the LGA be invited to the next joint Panel meeting to facilitate liaison with the Panel on the area of Organisational Design;

 

d)    That videos from the Digital Passport Training Course be made available to members if required;

 

e)    That details of the cost of the Digital Passport Training be provided to Panel members;

 

f)     That if there was any slippage on the programme, officers would report back to the joint Panel advising why this had happened;

 

g)    That a detailed report on the budget and how the programme was performing against it be brought to the next meeting;

 

h)   That as part of the Organisational Design workstream, the CSU be added to the programme and officers would report back to the Panel with dates; and

 

i)     That the Develop Investment Asset Portfolio to maximise income project be brought back to the Panel for further debate.

5.

Exclusion of press and public

Following the conclusion of consideration of the above item, members of the public are invited to rejoin the meeting

Minutes:

AGREED:

 

It was agreed that, following conclusion of consideration of the above item, members of the public be invited to rejoin the meeting.

6.

Service Review Specification pdf icon PDF 65 KB

The Corporate Improvement and Performance Manager will provide the Joint Panel with an explanation of issues that need to be considered when undertaking the various stages of a service review.

 

A copy of guidance on how to conduct a service review is enclosed.

Minutes:

Members were provided with a copy of the Service Review Specification.  The Corporate Improvement and Performance Manager advised that it was a guide on the process of undertaking a service review, and the types of issues that should be considered. 

 

Service review would be conducted via a two stage approach:

 

Stage 1 – Streamlining and making it efficient.

Stage 2 – Redesigning the structure for the future.

 

Members considered the document and the following comments were made:

 

·         What methodology was being used to deliver the processes?

o   A fluid approach was being adopted.  Various systems were being used and the most applicable would be applied to individual situations.  Officers on their own would not make the final decision with regard to each service review.  They would formulate recommendations for the future of each service and members would then make the final decision based on these recommendations.

 

·         It was felt that the wording for the Service Review specification needed to be more positive.  This was an opportunity for change and to find different, more effective ways of working.  The specification needed to reflect this aim.

7.

The LGA and Organisational Development pdf icon PDF 173 KB

The Corporate Improvement and Performance Manager will set the scene with regard to the work being undertaken with the Local Government Association (LGA), and the Joint Panel will have the opportunity to ask questions regarding this. 

 

Paperwork is enclosed.

Minutes:

Members were provided with slides detailing the People Plan for Moving Forward.  They were advised that this gave only the bare bones of the plan and that it was still a work in progress.  Work was being undertaken with the Local Government Association (LGA).  It was suggested that members consider the information prior to the next joint Scrutiny meeting where the issue would be considered further with the input of a facilitator from the LGA who would be in attendance.     

8.

Customer satisfaction

The Corporate Improvement and Performance Manager will provide a brief background on customer satisfaction, after which Councillors will split into four groups, spending some time considering the various channels of communication.  Officers will be available to provide information on each of these channels, to answer any questions, and to note issues and ideas raised.

 

The meeting will conclude with summaries from officers of issues raised by Councillors on each area.

Minutes:

The Corporate Improvement and Performance Manager provided a brief background on customer satisfaction, after which members split into three groups to consider the following areas:

 

·         Resident digital engagement with the Council.

·         Resident engagement and feedback into shaping transformation projects.

·         Other forms of engagement by residents with Council services.

 

The sessions were facilitated by officers who provided information on each of the areas, answered questions and noted issues and ideas raised by members.