Agenda, decisions and minutes

            That Councillor Marion Bateman be Chair for the meeting. 

In the absence of the Chairman and Vice-Chairman, the Member Engagement Manager sought nominations for a Chair for the meeting.  Councillor Ian Dunbar nominated Councillor Marion Bateman and this was duly seconded. 

            RESOLVED:

            That Councillor Marion Bateman be Chair for the meeting. 

No declarations of interest were made.

To confirm as a correct record the minutes of the meetings held on 28^th January, 3^rd February and 13^th February 2014.

That the minutes be approved as a correct record and signed by the Chairman.   

The minutes of the meetings of the Committee held on 28 January 2014, 3 February 2014 and 13 February 2014 had been circulated to Members with the agenda.  

Matters Arising – 13 February 2014

            Councillor Haydn Bateman referred to the fourth paragraph on page 19 and his comment about leachate processing.  The Member Engagement Manager advised that the Corporate Finance Manager who was not in attendance at this meeting had provided a response and that any further requests for information should be discussed with the officer when he was available. 

RESOLVED:

That the minutes be approved as a correct record and signed by the Chairman.   

That the reports be noted.

            The Head of Finance introduced a report to provide Members with the Revenue Budget Monitoring 2013/14 (Month 9) information for the Council Fund and Housing Revenue Account (HRA) which was being submitted to Cabinet on 18 March 2014.  She introduced the Finance Managers and Principal Accountant to the Committee.   

            For the Council fund, the projected net in-year expenditure was reported to be £1.981m less than budget which was an increase of £0.913m on the £1.068m reported at Month 8 and this was reflected in the table at paragraph 3.01.  The main reasons for the change were in Environment, Community Services, Lifelong Learning and Central & Corporate Finance and the details were provided in paragraphs 3.04 to 3.07.  One request for carry forward to 2014/15 of £0.051m to provide resource to ensure the continuity of the operational response team linked to the welfare reform service was being recommended to Cabinet.  Progress of the efficiencies were detailed in paragraph 3.10  which currently indicated that £4.060m of the £5.331m included in the budget (76%) would be achieved, resulting in a net under-achievement of £1.271m; the full details were provided in appendix 9.  Paragraph 5 detailed the monitoring budget assumptions and new risks which included costs involved in relation to the former chemical plant in Sandycroft (Euticals Ltd) which were being monitored monthly. 

In referring to the table on page 26, Councillor Clive Carver queried why some budgets had been reduced which had then resulted in an overspend and he also asked why there was a significant underspend in Finance.  The Head of Finance said that overall the Council’s budget had remained at £259.752m but that approvals of virements between budget heads could result in the revised budget being shown in different services, however, the total would always remain the same for the year.  On the issue of the underspend in Finance of £1.102m, the Head of Finance explained that the service was responsible for the collection of council tax and the better than budgeted for collection rate had resulted in an underspend; the full details were provided in appendix 5. 

Councillor Ian Dunbar welcomed the increased collection rate of council tax.  He queried what was meant by ‘the anticipated number of three year old children attending childcare settings is less than previously anticipated’ referred to in paragraph 3.06.  The Head of Finance responded that she would provide a written response to the Committee following the meeting.  

Councillor Richard Lloyd referred to the lack of work being undertaken on the site of the former Euticals Plant at Sandycroft and said that his request for further clarification at the Committee meeting on 16 January 2014 had not yet been provided.  He asked for a breakdown of costs involved.  The Head of Finance advised that she had provided a response following the meeting but that she would obtain the up to date information and would circulate it to the Committee.  Councillor Haydn Bateman said that he believed that material was being removed from the site and  ...  view the full minutes text for item 84.

That the Workforce Information for quarter three for 2013/14 be noted.     

The Head of Human Resources and Organisational Development introduced a report to provide Members with an update for the third quarter 2013/14 for the following:-

·        Establishment

·        Headcount

·        Agency

·        Early Retirements (First and third quarter reports only)

·        Turnover

·        Diversity

·        Absence

On the issue of Agency placements, the Head of Human Resources and Organisational Development indicated that the number of placements for December had reduced from 184 in 2012 to 150 in 2013 which was a significant reduction and this was also reflected in the total hours worked reported in paragraph 3.05.  The overall saving was reducing due to an reduction in the volume of agency workers used.  Of the ten early retirements for the period July to December 2013, eight had been on the grounds of redundancy which would result in a recurring saving once upfront costs had been paid out.  The Head of Human Resources and Organisational Development welcomed the overall reduction in absence compared to the same period last year and said that it was forecast that the figure for the whole year would be 10.03 Full Time Equivalent (FTE) days which was a significant improvement on 2012/13.  There was also an improving trend of employees achieving 100% attendance and full details for each of the Directorates were reported.  An electronic self service system was being piloted in Streetscene for recording sickness absence which would be implemented across the organisation.  The category ‘other’ had also been removed from the information completed to report absence but the Head of Human Resources and Organisational Development advised that it was still appearing in the workforce information data as it was used as a holding category for instances where the reason for absence had not been confirmed. 

Councillor Clive Carver asked about the iTrent system reporting an increased in vacancies of 135 which did not reflect the current position.  The Head of Human Resources and Organisational Development responded that an exercise had been undertaken which had identified that the number of vacancies was less than 135 and she advised that she would send information on the figures to the Committee following the meeting. 

Councillor Carver also referred to the 100% attendance of 72% for quarter 3 2013/14 and raised concern that the figures suggested that the average absence for those not attending 100% of the time was approximately six or seven weeks.  Councillor Carver asked for drilled down statistics on the employees who had been absent.  The Head of Human Resources and Organisational Development said that it was her preference that the information continued to be reported as it was now as it allowed the tracking of progress and benchmarking with other quarters.  The Cabinet Member for Corporate Management welcomed the downward trend in absences and the increase in 100% attendance when compared to the previous year. 

The Head of Human Resources and Organisational Development advised that for future reports, she could consider including information on short and longer term absences.  Following a further question from Councillor Carver, the Head of  ...  view the full minutes text for item 85.

(a)       That the Forward Work Programme be agreed; and 

 (b)      That the Member Engagement Manager liaise with the Chairman to re-arrange the meeting of the Committee scheduled for Thursday, 10^th April 2014. 

The Member Engagement Manager introduced the report to enable the Committee to consider the Forward Work Programme. 

He explained that the meeting which was scheduled for Thursday, 10 April 2014 was to be moved and that he would liaise with the Chairman to identify a suitable alternative date.  The Member Engagement Manager also detailed the items which were due to be considered at the meetings scheduled for 10 April and 8 May 2014. 

In response to a question from Councillor Clive Carver about why recent meetings were finishing much earlier than in the past, the Member Engagement Manager explained that it could be due to a number of factors, which he detailed. 

RESOLVED:

(a)       That the Forward Work Programme be agreed; and 

 (b)      That the Member Engagement Manager liaise with the Chairman to re-arrange the meeting of the Committee scheduled for Thursday, 10^th April 2014. 

There was one member of the press and no members of the public in attendance.