Resolved:      That the minutes of the meeting of the Services Select Committee held on 13 April 2011 be approved and signed by the Chairman as a correct record.

Cllr Mrs Parkin declared a personal interest in matters relating to housing and benefits as she had relatives in both social housing and on benefits.

The Chairman noted that the Committee’s terms of reference covered a wide range of topics.

Resolved:      That the Services Select Committee’s Terms of Reference be noted.

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The completed actions were noted.

The Chairman informed Members that the Committee had been invited to tour the Ideal Materials Recycling Facility in Swanley. They were asked to return their availability to the Democratic Services Team as soon as possible so that a visit could be arranged.

(Verbal)

The Head of Legal and Democratic Services explained that training was being provided to give Members an introduction to how scrutiny worked at the District Council. Formal Scrutiny Training had taken place on 1 June 2011 but not all Members had been able to attend. Members then watched a DVD which outlined the general process and key aims of Scrutiny.

The Head of Housing and Communications informed Members that in 2008 the Services Select Committee had undertaken an in-depth scrutiny exercise which had focused on Empty Homes. Democratic Services had created a Guide to In-depth Scrutiny which was distributed to Members. As set out in the Guide, a sub-group had been formed to consider the issues. Housing Officers had provided the sub-group with case studies to consider and relevant information which included funding and information about landlords. The sub-group had decided to set up a Panel of experts, which had included the Manager of the Kent County Council’s “No Use Empty Scheme”, the Director of West Kent Housing Association and the Chair of the Landlords’ Association as well as other relevant Officers and interested parties. The sub-group had devised questions to ask the Panel and had carried out a question and answer session at a meeting of the Committee.

The Head of Housing and Communications informed Members that, at the time, there had been 600 empty properties in the District with ten properties per year being brought back into use. She noted that the question and answer session had generated a good discussion of the issues and led to an Action Plan being produced at the meeting. An Empty Homes Officer had been created within the Housing team and an amount of funding had been secured. A new target had been set to bring 20 properties per year back into use and the Head of Housing and Communications felt that Members had successfully supported Officers in achieving this target in 2009 and 2010.

When considering items for scrutiny, the Head of Legal and Democratic Services advised that, due to the difficult financial situation of the Council, Members should be mindful of costs associated with a particular topic. Scrutiny exercises should also be “task and finish” time limited.

With regard to the Localism Bill, the Head of Legal and Democratic Services advised that it made no substantial changes to the operation of Overview and Scrutiny. The Bill would also give council’s the option to return to the Committee System and Members might be asked by the County Council to sit on Police and Health Boards. However, the details of these boards were yet to be known.

Members were then split into three groups to complete a scrutiny exercise. They were given a case study relating to Carmarthenshire Coastal Erosion and were asked to consider how they would scrutinise this issue. Following the exercise they reported their ideas back to the Committee. The Head of Legal and Democratic Services explained that should Members wish to view further case studies, a library of  ...  view the full minutes text for item 7.

Members will develop a schedule of work over the year to reflect the terms of reference of the Committee focussing on the Council's priorities for policy development. This includes opportunities to invite  other organisations who provide services in the District to provide information to the Committee and discuss issues of importance to the Community.

The Chairman drew Members’ attention to a briefing note (attached to these minutes as an Appendix) that he and the Vice-Chairman had produced. It outlined proposals for the Committee’s main business for the 2011/12 municipal year. The Chairman noted that Housing, in particular under-occupation of social housing, the points allocation system and the introduction of Universal Credit benefits payment as three possible topics for the Committee to discuss in-depth. It was noted discussion of that the points allocation system would be delayed as it had not yet been finalised by Government.

The Chairman suggested the Committee begin in-depth scrutiny with under-occupation of social housing as the topic. He also suggested that, due to the significant impact of the introduction by Government of the Universal Credit benefit payment, this topic be considered at the beginning of next year as and when more details became available. A sample in-depth scrutiny timetable was attached to the briefing note (attached as an Appendix). It was suggested that a sub-group be set up and that they consider whether the timetable could be adhered to as well as the main objectives of the group. The membership of the sub-group is as outlined in Minute No. 10.

The Committee then discussed the Work Plan and agreed the following amendments:

•           The Housing item relating to “Single Conversation” was moved to the November 2011 meeting of the Committee due to significant changes made by Government.

•           Government had made changes to the way the Sevenoaks District Housing Register Allocation Policy was required to be written and as such, it would need further public consultation. This item was moved to the April 2012 meeting.

•           It was agreed that the Head of Housing and Communications would do a short presentation in September 2011 regarding Housing services instead of a report.

•           The Head of Housing informed Members that the Hever Road Gypsy and Traveller site had recently benefited from significant external funding and works on site were due to be completed shortly. Members would be provided with an update report at the January 2012 meeting along with an invitation to visit the site. 

•           The Democratic Services Officer would liaise with the Head of Environmental and Operational Services and the Licensing Partnership Manager to ascertain when Licensing matters could be reported to the Committee.

•           An update report on Revenues and Benefits, including an introduction to Universal Credit benefits payment was pencilled in for the November 2011 meeting of the Committee.

•           It was suggested that Waste and Recycling be reported to the Committee bi annually with the next update in January or April 2012.

•           A Customer Services Report was requested for January 2012. A Member also noted that they had not had sight of the report by Westco.

Action 1:         The Corporate Resources Director undertook to provide Members with the results of the Communications Review that had been completed by Westminster Council.

For the benefit of new Members, the Chairman explained the Budget Process.

The Committee  ...  view the full minutes text for item 8.

The Head of Finance and Human Resources explained that the report set out the progress made in implementing a partnership between Dartford Borough Council and Sevenoaks District Council for the delivery of Revenues and Benefits Services, including Audit and Fraud. The decision to begin the Partnership had been made in July 2010 with all staff being appointed by December 2010. All staff were based at the District Council with the exception of the Audit and Fraud team, who were based at Dartford Borough Council but worked across both authorities. A number of staff vacancies had been held during the year which had helped to achieve some efficiencies. An initial saving of £500,000 between the two authorities had been identified for which the Council was on target to deliver. Despite the disruptions over the initial Partnership period, a recent Customer Satisfaction Survey had resulted in very positive feedback. As outlined in the report, Revenues performance results were very successful and Benefits were performing well, but showed a slight dip in the number of days taken to process new benefit claims. It was noted that this was partly due a significant increase in the Team’s workload since January. The Head of Finance and Human Resources also noted that the new Universal Credit benefits payment would have a potentially significant impact on Revenues, Benefits and Housing services.

Following questions, the Head of Finance and Human Resources clarified that the current time taken to process new benefit claims and change events was monitored in calendar days. With regard to customer satisfaction, it was difficult to compare results with other Kent authorities as the authorities asked different questions on their surveys. The Head of Finance and Human Resources felt that, due to the nature of the service, customers tended to give more negative feedback as to their overall satisfaction with the tax collection service.

It was clarified that the £250,000 saving had been achieved in part from staff vacancies being held, some staff reducing hours, IT system efficiencies being made and an amount of in-house expertise being provided by the Partnership authority.

In response to a query, the Head of Finance and Human Resources explained that the level of grant received from Government for Benefits administration had decreased in recent years. However, it was allocated based on case load.

The Head of Finance and Human Resources confirmed that the Council was interested in extending the Partnership to other authorities, but required an appropriate authority with which to partner.

Resolved:      That the progress made in implementing the joint working arrangements for Revenues and Benefits Services between Dartford Borough Council and Sevenoaks District Council be noted.

a) Members IT Working Group

b) Members Recycling Task Group

Following discussion under Minute No. 8 regarding establishing a sub-group to consider the In-depth Scrutiny topic of under-occupation of social housing within the District the Committee;

Resolved:      To establish the Members’ Under-Occupation of Social Housing Working Group for the 2011/12 municipal year with the membership of Cllrs. Mrs Ayres, Mrs George, Horwood, Mrs Parkin and Piper.

a)            Members’ IT Working Group

The Chairman suggested that the Group continue for the 2011/12 municipal year. However, he felt the emphasis of the Group should be focused more on “task and finish” activities and suggested that the first item they consider be the IT Strategy.

Following a query, it was also suggested that the Group consider internet infrastructure services in the District and investigate funding options.

The Committee were keen for members of the Group to be taken from the membership of the Services Select Committee.

Resolved:      That the Members’ IT Working Group be re-established for the current municipal year with membership of Cllrs. Abraham, Dibsdall, Edwards-Winser, Pett (Chairman) and Scholey.

b)         Members’ Working Group for Recycling

The Chairman explained that he had consulted with the Portfolio Holder for the Cleaner and Greener Environment, who was also the Chairman of the Group, and the Head of Environmental and Operational Services and they had agreed to provide the Committee with a Waste and Recycling update bi-annually. On this basis it was;

Resolved:      That the Members’ Working Group for Recycling not be continued.