Venue: Virtual Meeting
Contact: Carole Oliphant Member Services Officer
Link: audiorecording
No. | Item |
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APOLOGIES AND SUBSTITUTE MEMBERS (0.03.47) To receive any apologies for absence and notices of appointment of substitute Members (if any). Minutes: Apologies were received from Cllr E J Berry who was substituted by Cllr C J Eginton |
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REMOTE MEETINGS PROTOCOL (0.04.05) PDF 105 KB Members to note the Remote Meetings Protocol Minutes: The Committee had before it, and NOTED, the *Remote Meetings Protocol.
Note: *Remote meetings protocol previously circulated and attached to the minutes |
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DECLARATIONS OF INTEREST UNDER THE CODE OF CONDUCT (0.04.41) Councillors are reminded of the requirement to declare any interest, including the type of interest, and reason for that interest, either at this stage of the meeting or as soon as they become aware of that interest.
Minutes: Members were reminded of the need to make declarations of interest when appropriate.
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PUBLIC QUESTION TIME (0.04.47) To receive any questions relating to items on the Agenda from members of the public and replies thereto.
Note: A maximum of 30 minutes is allowed for this item. Minutes: There were no questions from members of the public present. |
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MEMBER FORUM (0.05.19) An opportunity for non-Cabinet Members to raise issues. Minutes: There were no issues raised under this item. |
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MINUTES OF THE PREVIOUS MEETING (0.06.13) PDF 144 KB Members to consider whether to approve the minutes as a correct record of the meeting held on 14th December 2020.
The Committee is reminded that only those members of the Committee present at the previous meeting should vote and, in doing so, should be influenced only by seeking to ensure that the minutes are an accurate record.
Minutes: The minutes of the last meeting were approved as a true record |
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DECISIONS OF THE CABINET (0.08.31) To consider any decisions made by the Cabinet at its last meeting that have been called-in. Minutes: The Committee NOTED that none of the decisions made by the Cabinet on 7th January 2021 had been called in. |
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CHAIRMAN'S ANNOUNCEMENTS (0.08.44) To receive any announcements that the Chairman of Scrutiny Committee may wish to make. Minutes: The Chairman stated that a recent joint briefing for the Scrutiny and Audit Committees was very useful and gave a steer on the remits for both Committees with regard to 3 Rivers Developments Ltd |
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CABINET MEMBER FOR WORKING ENVIRONMENT AND SUPPORT SERVICES (0.10.03) PDF 171 KB To receive a report from the Cabinet Member for Working Environment and Support Services on services within her portfolio. Minutes:
The Committee had before it, and NOTED, a *report of the Cabinet Member for Working Environment and Support Services presenting services within her portfolio.
The Cabinet Member outlined the contents of her report and asked for questions from the Committee.
The Corporate Manager for People, Governance and Waste explained that the reasons for increased challenges with staff conduct was that there were now formal mechanisms for staff to raise issues. A new Conduct policy had been agreed but there were a number of learning points including:
· Informal communications could be improved · Building confidence in staff to raise issues · More issues were coming forward as staff were recognising that the organisation would deal with their concerns
He explained that agency spend had increased slightly as the Council had to deal with staff shortages in key areas due to the effects of the pandemic.
The Group Manager for Performance, Governance and Data Security explained that all instances of verbal abuse against staff were investigated by the Health and Safety Officer and the line manager. Staff were offered counselling if the event was traumatic and procedures were put in place if required. This could include 2 person visits only to properties where abusive and threatening behaviour were an ongoing issue. She confirmed that the Council had and would continue to take action against offenders who abused staff.
The Corporate Manager for Digital Transformation and Customer Engagement explained that although the out of hours service was outsourced to Taunton Deane there were instances where issues needed to be escalated above their remit. These escalated issues were dealt with by the Customer Services Managers within MDDC.
The Cabinet Member for Working Environment and Support Services confirmed that she was holding regular meetings with her management team.
The Corporate Manager for Digital Transformation and Customer Engagement explained that although face to face contact with customers had reduced due to opening restrictions at the offices, the on line contacts had increased. A customer satisfaction survey was currently being undertaken using on-line and telephone contact.
Note: *Report previously circulated and attached to the minutes |
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DRAFT BUDGET (0.40.28) PDF 583 KB To consider the initial draft 2021/22 Budget and options available in order for the Council to set a balanced budget.
Additional documents:
Minutes: The Committee had before it, and NOTED, a * report of the Deputy Chief Executive (S151) requesting that the Cabinet review the revised draft budget changes identified and discuss any further changes required in order for the Council to move towards a balanced budget for 2021/22.
The Deputy Chief Executive (S151) outlined the contents of the report stating that the figures before members were a current snapshot of where the Council was at the current time, the deficit was down to £490k but that there was more work to do.
He stated that work was ongoing and outlined the key movements and assumptions shown within the report highlighting the Government income protection, the Autumn Statement, the funding settlement, the New Homes Bonus and the Lower Tier Service Grant.
He explained the Capital Programme for 2021-2022 which showed an initial total of £17.3m (including the HRA) and included significant projects including the Housing Infrastructure Schemes, 3 Rivers Development Projects and Housing Development Schemes.
In response to a question asked about the pooling dividend, the Deputy Chief Executive (S151) explained to Members that the Council had been part of a Devon wide business rates pool for a number of years. The aim of the scheme was that Devon authorities pooled the benefits and losses to mitigate individual authority exposure. Although MDDC had always realised a small benefit from the scheme in the past he had not factored in a benefit for 2021-2022.
Consideration was given to:
· That all FiT payments were recycled into additional renewable projects · How the £490k budget gap may be bridged · That there was public consultation on the Council’s budget · That there was a cap on the amount that Council Tax could be increased
Note: *Report previously circulated and attached to the minutes
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ANNUAL REPORT OF COMPLIMENTS, COMMENTS AND COMPLAINTS (1.03.57) PDF 322 KB Members to review the annual report of Compliments, Comments and Complaints previously presented to the Cabinet on 7th January 2020 Minutes: The Committee had before it and NOTED a *report of the Corporate Manager for Business Transformation and Customer Engagement providing information on compliments, comments and complaints received as part of the 2 million plus contacts with customers in 2019/2020.
The Corporate Manager for Business Transformation and Customer Engagement outlined the contents of the report and explained that during the pandemic there had been a significant reduction in telephone contact with the Council. There had been an increase in on line contact and more compliments had been received.
In response to questions asked she explained that the number of compliments had not been detailed to service level and that Member compliments to staff were only included if details had been received by the Customer Services team.
Members then discussed the number of complaints which had been escalated to the ombudsman and noted that only one had been upheld. They acknowledged that the Council was comparing well to other authorities and that there did not seem to be an issue with complaint resolution.
Note: *Report previously circulated and attached to the minutes
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3 RIVERS DEVELOPMENTS LTD BUSINESS PLAN (01.18.30) Cllr G Barnell has requested that Members of the Scrutiny Committee discuss the 3 Rivers Development Ltd Business Plan which has not yet been produced but is due to be presented to Cabinet on 4th February. Minutes: Members requested that the 3 Rivers Development Ltd Business Plan was brought in front of the Scrutiny Committee.
The Chief Executive explained that the Business Plan would need to be presented to the shareholder in the first instance as this was in the Shareholder Agreement however the plan could be brought to Scrutiny once it had been initially reviewed by the Cabinet.
The Leader confirmed that the Business Plan could be brought to Scrutiny after it had been presented to the Cabinet on 4th February 2021.
The Committee therefore RESOLVED that:
· The 3 Rivers Developments Ltd Business Plan be discussed by the Scrutiny Committee after it had been presented to the Cabinet on 4th February 2021
(Proposed by Cllr A Wilce and seconded by Cllr Mrs C P Daw).
Note: Councillor R L Stanley declared a Disclosable Pecuniary Interest with regard to his involvement with 3 Rivers Developments Limited and left the meeting for the discussion and vote
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SCRUTINY OFFICER UPDATE (1.27.55) The Scrutiny Officer to provide an update on current work priorities Minutes: The Scrutiny Officer updated the Committee on items she had been working on and stated that:
· The Final report of the Menopause Working Group would be presented to the February Meeting · The Planning Enforcement Working Group would now move forward and steps had been instigated to obtain details of actual cases which Members had wished to raise · Neil Parish MP would be attending a special meeting of the Scrutiny Committee in February and Members would be requested to submit any questions in advance. |
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FORWARD PLAN (01.30.03) PDF 87 KB Members are asked to consider any items within the Forward Plan that they may wish to bring forward for discussion at the next meeting. Minutes: The Committee had before it, and NOTED, the *Forward Plan.
The Chief Executive explained the Policy Framework and confirmed that the Teckal Company implementation would be considered by Council.
Note: *Forward Plan previously circulated and attached to the minutes.
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IDENTIFICATION OF ITEMS FOR THE NEXT MEETING (1.36.02) Members are asked to note that the following items are already identified in the work programme for the next meeting:
· Establishment Annual Update · Menopause Working Group recommendations · Performance ad Risk · Whistleblowing 6 Month update · Regulation of Investigatory Powers
Note: - this item is limited to 10 minutes. There should be no discussion on items raised. Minutes: Members requested the following items be brought to the February Meeting:
· 3 Rivers Developments Ltd Business Plan · A report on the processes used for the Public Spaces Protection Order |