Issue - meetings

To consider the Performance Report for Quarter 1 (2019/20).

RESOLVED that the Council’s performance for the first quarter of the financial year 2019/20 be noted.  

Councillor V. Lewanski, Executive Member for Corporate Direction and Governance, reported on the Council’s performance up to the end of Quarter 1 2019/20. The Executive was informed that ten of the fourteen Key Performance Indicators (KPIs) were on target while it was noted the report provided information on issues of major variances in relation to the Council’s overall performance for the period.

In response to questions, updates were provided in relation to KPI 1 (the proportion of key customer transactions that took place online versus those taking place over the telephone), KPI 2 (the number of residential completions), and KPI 14 (the percentage of household waste that was recycled and composted).

Councillor Lewanski informed the Executive that no new strategic risks had been identified. However, it was highlighted that due to the UK’s upcoming exit from the European Union an update on the Brexit strategic risk had been provided in the report presented to the Executive.

On the financial side, the Deputy Leader and Executive Member for Finance confirmed that the revenue budget was forecast to be underspent by £774,000 (just under 5%). Updates were provided on the positive variances in relation to refuse and recycling and costs associated with senior management. Further information was also provided in relation to the adverse variances concerning the Harlequin, the increased use of agency staff and unbudgeted recruitment costs.  

In term of the Capital Programme, the Executive was informed that the Council was broadly on track, with a forecast variance of just over £74,000 (0.3%). However, the Deputy Leader and Executive Member for Finance informed the Executive that there was a need to increase investment in the maintenance of the Council’s building stock following the completion of a Buildings Condition Survey which had been carried out by external consultants. It was noted that this would be achieved by:

-       Virement of budgets from lower priority schemes already within the capital programme to the higher priority schemes identified by the buildings condition survey of £130,000, and

-       Cost pressures for 2019/20 requiring the approval of an additional budget allocation of £340,000.

It was also noted that an additional cost pressure for 2019/20 included the need to allocate £50,000 for the Handy Persons Scheme which formed part of the Council’s Private Sector Housing: Financial Assistance for Adaptations and Repairs policy. 

It was highlighted that the Overview and Scrutiny Committee had considered the Quarterly Performance Report (Q1 2019/20) on 12 September 2019. The Leader of the Council thanked the Committee for its questions and highlighted that a number of observations had been circulated to the Executive by the Chair of the Overview and Scrutiny Committee ahead of the meeting. This included feedback and questions on a variety of matters, including: the total number of residential completions; household waste; and working with the Portfolio Holder for Corporate Direction and Governance in order to establish a new set of key performance indicators. The input from the Committee was welcomed and it was noted that these observations had been  ...  view the full minutes text for item 44

To consider the Performance Report for Quarter 1 (2019/20) and to make any observations.

Members considered the key service performance for the first quarter of the year (2019/20).

The Executive Member for Corporate Direction and Governance, Councillor V. Lewanski, outlined the main findings from the quarterly report. In summary, 10 of the 14 Key Performance Indicators (KPIs) reported in this quarter were on target. Two of the KPIs were outside the agreed tolerance level: KPI 2 –Total number of residential completions and KPI 14 – Percentage of household waste that is recycled and composted.

One indicator (KPI 4) was contextual. This tracked the number of individuals/households that approached the Council for homelessness support and as this was a figure outside the direct control of the Council no target could be set.  KPI 1 (Maintain levels of self-service transaction) could not be reported on due to a combination of factors, including a back office systems upgrade.

In the first quarter of 2019/20, KPI 2 (residential completions) showed that there were 66 completions out of a target of 115. The low completions this quarter reflected the phasing of some major developments which results in an uneven distribution of housing completions throughout the year.  It also noted as a comparison that in 2018/19 as a whole, the target of 460 residential completions had been exceeded, 515 having been completed. It was further noted that KPI 3 – (Number of affordable homes) was ahead of target for this quarter out of a target of 25 affordable homes, the Council had completed 37 which was ahead of target.

On KPI 14, the percentage of household waste that had been recycled and composted was 51.6 per cent, in comparison with the new “stretch” target of 57 per cent. Performance had increased despite a reduction in garden waste resulting from dry growing conditions early in the year. Current indications showed that mixed recycling tonnages would increase due to an additional 1,900 flats now receiving enhanced kerbside recycling collections. 

There were no new strategic risks identified in Quarter 1. A general risk management update is not provided in Quarter 1, however it was appropriate for an update to be provided on the strategic risk concerning Brexit. It was noted that as the 31 October exit date from Europe approached, the Council has appointed a Brexit Lead Officer who is coordinating the Council’s preparations and a Lead Member, Councillor T. Schofield.

There were a number of questions and comments on the report relating to the following areas:

·       Review of KPIs and residential completions – Members asked for an update on the review of Key Performance Indicators. It was identified that a new set of indicators would be produced for the Committee in December/January. This would include reviewing indicators such as the number of residential completions which the Council could not significantly control or influence. While it was not felt to be a helpful measurement to show what the Borough itself was delivering, it was vital to monitor given the Core Strategy new homes target. In view of this, Members were surprised that permissions  ...  view the full minutes text for item 7