27th September 2007 - 9.30 a.m. - Agenda

To All Members of the Strategy Committee

Mrs J Antill
Mr N A Bennett
Mr M P Booth
Mrs S Carpendale
Mr R E Kemp

Dr M R Miller
Mr N A Ridley
Mr C M Spence
Mr H N Todd
Mrs S M Wigglesworth       
     

ITEM

BUSINESS

1

SUBSTITUTES AND APOLOGIES

Any Member attending as an approved substitute to report giving his/her name and the name of the Member being substituted.

To receive apologies for absence.

2

DECLARATION OF INTERESTS

Members to declare any interests as appropriate in respect of items to be considered at this meeting.

3

MINUTES

To confirm and sign the Minutes of the meeting held on 16 August 2007 as a correct record.

4

PETITIONS

The Head of Corporate Services to report, in accordance with Council Procedure Rule No. 13, the receipt of any petitions submitted to the Chief Executive.

5

QUESTIONS FROM MEMBERS

The Chairman to answer any questions on any matters in relation to which the Council has powers or duties or which affect the District and which fall within the terms of reference of the Committee of which due notice has been given in accordance with Council Procedure Rule No.15.4 (a) and (b).

6

ISSUES ARISING FROM OVERVIEW AND SCRUTINY COMMITTEES

None received.

Paper G81 and G94

7

RECOMMENDATIONS AND REPORTS FROM COMMITTEES

(a) Finance and Performance Management – Quarterly Monitoring Report (Overview and Scrutiny (Stewardship) Committee Minute No. 26 and (Community Services) Committee Minute No. 34)

The Head of Finance and the Head of Corporate Services submitted a joint report (Paper G81) to the Overview and Scrutiny (Stewardship) Committee setting out significant issues with regard to financial and performance information for the period up to 30 June 2007.

Members recognised that it was difficult to predict year-end outcomes based on information relating to one quarter.  They noted various matters (as referred to in more detail in Minute No. 26) relating to both Performance and Financial Information, especially in relation to variations against the 2007/08 Budget, Best Value Performance Indicators (BVPIs) and Local Performance Indicators (LPIs) as set out in Paper G81.  It was also agreed that a further report on Local Performance Indicators 17, 49 and 51 should be submitted to the Committee.

The Head of Finance and the Head of Corporate Services also submitted a joint report (Paper G94) to the Overview and Scrutiny (Community Services) Committee  setting out similar issues relevant to that Committee.

Members concurred with the view that it was difficult to predict year-end outcomes based on information relating to one quarter.  They noted various matters (as referred to in more detail in Minute No. 34) relating to Performance Information, especially in relation to variations against the 2007/08 budget, Best Value Performance Indicators and Local Performance Indicators as set out in Paper G94.  They also agreed that planning performance be monitored closely, with a view to further consideration of the issues raised being given at a future meeting in the light of the operation of the new procedures being introduced by the Chief Planning Control Officer.

Following the consideration given by both Committees to their respective Quarterly Monitoring Reports (Papers G81 and G94), it was

RECOMMENDED TO STRATEGY COMMITTEE

(1) That the key variations as set out in paragraph 5.16 of Paper G81 and paragraph 5.17 of Paper G94 be noted, on the understanding that Action Plans will be drawn up to deal with the potential variations as appropriate, with the Overview and Scrutiny Committees monitoring their respective Plans.

In addition, the Overview and Scrutiny (Stewardship) Committee

RECOMMENDED TO STRATEGY COMMITTEE

(2)  That the Action Plans of [Stewardship] Committee be reported to the Service and Financial Planning Group.

Paper G83

(b) Best Value Performance Indicators – User Satisfaction Surveys 2006/07 (Overview and Scrutiny (Stewardship) Committee Minute No. 28 and (Community Services) Committee Minute No. 36)

The Head of Corporate Services submitted a report (Paper G83) summarising the results of four satisfaction surveys undertaken by the Council in 2006/07.  The BVPI summary and trends set out on pages 6 and 7 of Appendix A to the report were particularly noted by both Committees together with the following points:-

• Seven of the twelve indicators had improved since the previous surveys, but the position on two of the BVPI’s had significantly deteriorated.  These related to satisfaction with overall service provided by the Council and satisfaction with household waste collection.  Members noted that nationally most councils had registered a drop in satisfaction with their overall service.  The dissatisfaction with household waste collection was being investigated by the Head of Natural and Built Environment.
  
• Although satisfaction with complaints handling had improved by 1% since the previous survey, the current level of 28% was the lowest in Suffolk and lowest quartile nationally. 

The Overview and Scrutiny (Stewardship) Committee asked Officers to draw up a report on informal complaints handling for the meeting of the Committee scheduled for 27 November 2007.  It was suggested that the following areas should be considered:-

improvements to procedures for acknowledging, recording and following up complaints;

opportunities for improvements to customer care as a result of the Customer Access Service Transformation (CAST) exercise;

the possible appointment of a Member champion for customer care/complaints.

Members also noted that street cleansing had been perceived as worse by over 30% of respondents.  They suggested that an Action Plan for improvement should be submitted to the Overview and Scrutiny (Community Services) Committee.  Members believed that part of the problem related to non-adopted new housing estates, and officers were asked to provide information on the number of non-adopted areas in the District and the number of households affected.

At the meeting of the Overview and Scrutiny (Community Services) Committee Members noted:

• that the telephone was the most used method of contacting the Council, and agreed that these findings should be brought to the attention of the Information Management Task Group (i-MTG) and the CAST Programme Board.
  
• that the improvement of activities for teenagers was seen as a high priority by residents (Page 21 of Appendix 1) and agreed that this should be drawn to the attention of the Corporate Plan Working Group.

Members also noted that the Overview and Scrutiny (Stewardship) Committee had recommended that an Action Plan aimed at improving user satisfaction with street cleansing should be submitted to the Overview and Scrutiny (Community Services) Committee.  It was noted that from 1 November 2007 a new contract would be in operation, so it was agreed that this issue should be reconsidered at a later stage when the effects of the new contract would be known.

As a result of the consideration given by both Committees to Paper G83, it was

RECOMMENDED TO STRATEGY COMMITTEE

(1) That complaints handling be focused on as a priority issue for improvement.

In addition, the Overview and Scrutiny (Stewardship) Committee

RECOMMENDED TO STRATEY COMMITTEE

(2) That an Action Plan for improving satisfaction with street cleansing be submitted to the Overview and Scrutiny (Community Services) Committee.

Notwithstanding the recommendation set out in (2) above, the Overview and Scrutiny (Community Services) Committee

RECOMMENDED TO STRATEGY COMMITTEE

(3) That the issue of street cleansing be reconsidered at  a later stage, when the effects of the new Open Space Contract are known.       

NOTE

Members are asked to consider whether the Action Plan referred to in (2) above should be prepared for submission to the Overview and Scrutiny (Community Services) Committee or whether the matter should be considered once the new contract is operational ((3) above).

 
Paper G92

(c) The 2007 Housing Review (Overview and Scrutiny (Community Services) Committee Minute No. 32)

Mrs S M Wigglesworth, the Chairman of the Housing Panel, presented a report (Paper G92) concerning the 2007 Housing Review.

She explained that the Panel had reviewed the following strategies and policy documents:-

• Babergh’s Housing Strategy 2004-2009 (which includes the Affordable Housing Programme).
  
• Babergh’s Homelessness Strategy.
  
• The Housing Revenue Account (HRA) Business Plan.
  
• The Sheltered Housing Review.
  
• The Gypsy and Travellers Accommodation Needs Assessment.

No major policy changes were considered necessary, but there were ten recommendations which required Council approval.  Mrs Wigglesworth explained the background to these recommendations and she and the Head of Community Development answered Members’ questions on them.

It was noted that Recommendation 2.5 should refer to Nos. 30 and 31 Thatched Cottages, Tattingstone, not Nos. 1 and 2.  It was suggested that the wording of this recommendation should be amended to make it clear that the proposal was for the properties to be sold in their present condition.

RECOMMENDED TO STRATEGY COMMITTEE AND COUNCIL

(1) That the following Council owned sites be included within the Affordable Housing Programme for the development of new affordable housing, and that approval for the disposal of these sites be granted, subject to the appropriate terms and conditions:-

(2) That the following amendments be made to the approved Affordable Housing Programme:

(3) That the updated Affordable Housing Programme, as detailed in Appendix 1, be approved.

(4) That the Head of Community Development be delegated authority to approve any minor amendments in the approved Affordable Housing Programme in consultation with the Housing Panel. This will exclude land where Ministerial consent for the sale is required under Article 4(17) of the Council’s Constitution.

(5) That delegated authority be given to the Head of Contract and Asset Management in consultation with the Head of Community Development to sell the Council owned cottages at Nos. 30 and 31 Thatched Cottages, Tattingstone on the open market in their present condition and for the proceeds of sale to be used, in the first instance, for the delivery of affordable housing in Tattingstone and its surrounding area, then, failing that, for affordable housing elsewhere in the Babergh District.

(6) That the Council works in partnership with a preferred Registered Social Landlord, selected by the Head of Community Development in consultation with the Housing Panel, to provide a Private Leasing Scheme in the Babergh district.  Furthermore, that the Council adopts a revision to its current grants and loans policy so that financial assistance is only given to those landlords who take part in the Private Sector Leasing scheme and landlords who are registered charities.

(7) That the Terms of Reference of the Hadleigh Swimming Pool Steering Group, approved by the Strategy Committee on 29 June 2006, be extended to enable the Steering Group to consider the future use of the disused Pavilion building and adjoining land on the Calais Street recreation ground.

(8) That the Housing Panel undertakes a feasibility study into the redevelopment and regeneration of the Council’s sheltered housing scheme at Tenterpiece, Lavenham in consultation with the local Member and reports back to Strategy Committee with its conclusions.  

(9) That the temporary post of Homelessness Prevention Officer (Post No. CC210T) be made permanent; subject to the inclusion of the additional amount in the Council’s budget.

(10) That Babergh works with neighbouring local authorities to assess the best way of jointly meeting the accommodation needs of Gypsies and Travellers.

Paper G93

(d) Review of Grants (Overview and Scrutiny (Community Services) Committee Minute No. 33)

The Project and Programme Executive and the Economic and Community Development Manager submitted a joint report (Paper G93), concerning a review of grants.

Members noted that a report on Babergh’s rate relief policy was due to be considered by the Overview and Scrutiny (Stewardship) Committee on 9 October 2007 and Strategy Committee on 15 November 2007.

It was envisaged that Members would not be involved in the determination of applications, but would be kept informed of applications and approvals within their Wards.  The Overview and Scrutiny (Community Services) Committee would also receive an annual report on how the grant money had been spent.

RECOMMENDED TO STRATEGY COMMITTEE

(1) That a new streamlined grant making process to replace the existing varied and numerous grant/funding schemes (as set out in Section 5.4 of Paper G93) be launched in April 2008.

(2) That the Head of Community Development be authorised to make minor changes to the process in consultation with the Chairman of the Overview and Scrutiny (Community Services) Committee.

(3) That a new grants policy be developed as referred to in paragraph 5.5 of Paper G93.

 
Paper G95

(e) Consultation Draft of Clean Neighbourhoods and Environment Enforcement Strategy (Overview and Scrutiny (Community Services) Committee Minute No. 37)

The Head of Natural and Built Environment submitted a report (Paper G95) setting out a draft strategy (attached at Appendix 1 to the report) to provide a framework to guide the Council’s approach to an efficient and effective enforcement of environmental crimes. 

In relation to the introduction of Fixed Penalty Notices, it was noted that Babergh Officers would have no powers of arrest.  The aim would be to work in conjunction with Police and Community Support Officers.  It was suggested that there should be a joint approach from all Suffolk Authorities to the Suffolk Police Authority on this issue.  Members expressed concern about the personal safety of staff involved in issuing Fixed Penalty Notices.  It was noted that staff would receive training on this matter, and that in any case it was intended that most fines would be issued by post.

Enquiries would be made to ascertain whether there was a particular problem relating to abandoned shopping trolleys in Sudbury.

Members noted that a new fly tipping protocol between the Suffolk Local Authorities and the Environment Agency (as detailed in paragraph 1.3 of Paper G95) will be launched on 24 September 2007.

RECOMMENDED TO STRATEGY COMMITTEE

(1) That the Head of Natural and Built Environment be authorised to publicise and consult stakeholders and relevant authorities on the Council’s draft Clean Neighbourhoods and Environment Enforcement Strategy as set out in Appendix 1 to Paper G95.

(2) That the draft Clean Neighbourhoods and Environment Enforcement Strategy set out in Appendix 1 to Paper G95 be adopted, subject to any necessary minor amendments by the Head of Natural and Built Environment arising from the consultation.

Paper G99 

8

RECOMMENDATIONS AND REPORTS FROM TASK GROUPS

(a) Review of Compensatory Awards on Redundancy and Efficiency Groups

 Report from the Human Resources Panel attached.

Paper G100

(b) CAST Programme – Update Report 

Report from the CAST Board attached.

Paper G106

(c) Information Management Task Group (i-MTG) Update Report

Report from the i-MTG attached.

Paper G101

9

AUDIT COMMISSION ANNUAL GOVERNANCE REPORT

Report by the Head of Finance.

Paper G102

10

WORK PLAN

Report by the Head of Corporate Services attached.

Paper G103

11

CAPITAL STRATEGY AND ASSET MANAGEMENT PLAN

Joint report by the Head of Finance and the Head of Contract and Asset Management attached.

Paper G104

12

OFF STREET PARKING PLACES – RURAL VILLAGES AND SMALL CAR PARKS

Report by the Head of Contract and Asset Management attached.

 

Paper G105

 
13

SUFFOLK COAST AND HEATHS AREA OF OUSTANDING NATURAL BEAUTY (AONB) DRAFT MANAGEMENT PLAN (2008-2013)

Report by the Head of Contract and Asset Management attached.