To receive apologies for absence (to include reasons, where appropriate) from

Members/Officers. 

Apologies for absence were received from the following Members for the reasons so stated:

Councillor GW Davies – Family commitment

Councillor C Reeves – Caring responsibility

Councillor G Thomas – Jury service

Councillor CE Smith – Cabinet Member Regeneration and Economic Development – Other Council Business

Councillor HJ Townsend – Cabinet Member Childrens Social Services and Equalities – Other Council Business. 

To receive declarations of personal and prejudicial interest (if any) from Members/Officers in accordance with the provisions of the Members Code of Conduct adopted by Council from 1 September 2008 (including Whipping declarations)

None.

To receive for approval the minutes of a meeting of the Corporate Resources and

Improvement Overview and Scrutiny Committee of 22 September 2015

RESOLVED:              That the minutes of the Corporate Resources & Improvement Overview and Scrutiny Committee of 22 September 2015 be approved as atrue and accurate record.   

The Scrutiny Officer presented a report which detailed the items to be considered at the next meeting of the Committee to be held on 19 January 2016 and sought confirmation of the information and invitees required for the subsequent meeting to be held on 5 February 2016.  A request had been received from officers for the item on the Corporate Plan to be moved from meeting of 19 January 2016 to the meeting on 5 February 2016.     

The Scrutiny Officer also reported that Corporate Parenting is the term used to describe the responsibility of a local authority towards looked after children and young people and that all Members have a level of responsibility for the children and young people looked after by the authority.  She requested that Members consider how the services within the remit of the Committee affect children in care and care leavers and how it can assist in these areas.  The Scrutiny Officer stated that Scrutiny Champions can greatly support the Committee in this by advising of the ongoing work of the Corporate Parenting Cabinet Committee any decisions or changes which they should be aware of as Corporate Parents.      

 Conclusions:                  

(1)          Noted the topics to be considered at its meeting on 19 January 2016 and the invitees to attend to attend the meeting;

(2)          Determined the invitees to be invited to attend the meeting on 5 February   2016 and that the item on the Corporate Plan be be moved from meeting of          19 January 2016 to the meeting on 5 February 2016.     

Invitees:

All Cabinet Members

All Members of Corporate Management Board

All Scrutiny Chairs

Yuan Shen - Corporate Improvement and Integrated Partnerships Manager

Deborah Exton, Group Manager Finance

The Scrutiny Officer introduced a report which gave an overview of the Council’s performance in 2015-16 which compared performance with the commitments to delivering the improvement priorities in the Corporate Plan for 2013-17.  The Committee was also provided with an update on the financial position as at 30 September 2015. 

The Assistant Chief Executive Legal and Regulatory Services informed the Committee that performance in the Directorate is on target with most indicators being Green in status.  This was with the exception of performance indicator PPN008 relating to the percentage of new businesses identified during the year which were subject to an inspection or submitted a self-assessment questionnaire for Food Hygiene, which was attributed to the impact of the Public Protection collaboration having an impact on service delivery.  He stated that sickness absence has been a cause for concern as a consequence of additional work undertaken as a result of staff losses.  Those members of staff who had been off sick had now returned to work. 

The Assistant Chief Executive Legal and Regulatory Services also informed the Committee of recent concern is the viability of the County Borough Supplies service with a local authority having taken a decision to withdraw from the service and the prospect of another local authority likely to follow suit. 

The Committee expressed concern that the performance indicator relating to the percentage of new businesses identified during the year which were subject to an inspection or submitted a self-assessment questionnaire for Food Hygiene which contrasted to an under spend in the staffing structure.  The Assistant Chief Executive Legal and Regulatory Services informed the Committee that the new structure in Regulatory Services has had an impact on new inspections but the premises are low risk and can assess themselves.  Owners of premises were written to if they had not undertaken a self-assessment.  He stated that it was not uncommon for performance to dip in quarter 2 and that once the new structure was in place fully the service would be strengthened. 

The Committee questioned the reasons for the under spend of £1.346m on the Council’s net revenue budget which comprised a £571k net under spend on directorates and under spend of £775k on corporate budgets.  The Corporate Director Resources informed the Committee that there would be changes to corporate budgets and that the main variances related to the Council Tax Reduction Scheme which had an under spend of £385k as a result of lower than anticipated demand.  The under spend of £390k in Corporate Budgets related to less demand from Directorates to meet in year pay pressures and lower than expected in year cost of auto enrolment for new entrants into the pension scheme.  She stated that under spends were usually put into earmarked reserves and it was considered that a general fund reserve of £7m was an appropriate amount for the Authority. 

In response to a question from the Committee the Corporate Director Resources stated that she would provide the Committee with information on the number of  ...  view the full minutes text for item 178.

Invitees:

Ness Young – Corporate Director – Resources and Section 151 Officer

Councillor M Gregory - Cabinet Member, Resources

Deborah McMillan - Corporate Director Education and Transformation

Andrew Jolley - Assistant Chief Executive Legal and Regulatory

The Scrutiny Officer introduced a report on the Bridgend Change Programme. 

The Committee questioned the cost of the Maximising Space and Technology Programme compared to the original estimate and outturn.  The Corporate Director Resources stated that the original cost was £700k however as the project this increased to £1m and as the project changed further enabling the relocation of an additional 400 staff to Civic Offices the cost increased to £1.4m.  The Corporate Director Education and Transformation stated that the project had been subject to ‘scope creep’ as the police were due to re-locate to the Civic Offices but then did not re-locate.  This allowed the opportunity for more staff to re-locate to Civic Offices. 

The Committee questioned the number of staff which would be accommodated in Civic Offices.  The Corporate Director Resources informed the Committee that the Civic Offices will accommodate 831 staff based on 3 members of staff occupying 2 desk spaces on an agile working basis.  The Corporate Director Resources also informed the Committee the authority employs 5.5k staff which includes school staff on a full time equivalent basis.  The Committee questioned whether the views of staff had been taken into account.  The Corporate Director Resources stated that a survey of staff had not been undertaken in relation to the relocation to Civic Offices but initial feedback had been positive.  The Corporate Director Education and Transformation commented that a positive outcome of the re-location to one building is that staff from various sections were co-located making it easier for staff to work together. 

The Committee referred to the Council’s receiving 1 out of a possible 4 stars for its website and questioned where was the Council placed on an all Wales basis.  The   Corporate Director Resources stated that the Council did not have a ranking but is placed in the lower quartile.  She also stated that there is a current focus on back office processes but there is a need to concentrate efforts on the front facing part of the website by digitising services to enable more transactions to be carried out online. 

The Committee requested an update on the Parc Afon Ewenni programme.  The Corporate Director Resources informed the Committee that fleet services had re-located however there was uncertainty regarding the relocation of County Borough Supplies due to the possible withdrawal of one of the partners.  Welsh Water had made the depot relocation project unaffordable due to its drainage requirements and as an interim solution it was proposed to proceed with a depot on the Waterton site but on a smaller footprint.  There would be clarity on the site in a few months which would enable the release of the Parc Afon Ewenni site in line with the LDP. 

The Committee questioned an update on the review of overtime arrangements.  The Corporate Director Resources informed the Committee that consultation with staff has commenced which is also tied in with a re-structure. 

In response to a question from the Committee the Corporate Director Resources stated that she  ...  view the full minutes text for item 179.

To consider any items of business in respect of which notice has been given in accordance with Part 4 (paragraph 4) of the Council Procedure Rules and which the person presiding at the meeting is of the opinion should by reason of special circumstances be transacted at the meeting as a matter of urgency.

There were no urgent items.