Agenda and minutes

To approve as a correct record and sign the Minutes of the meeting held on 29 October 2013

The Minutes (copies of which had been circulated) of the meeting held on 29 October 2013 were approved as a correct record and signed by the Chair.

Councillors and officers to declare any interests which they have in any of the items on the agenda for the meeting.

Councillors and officers were invited to declare any interests they had in any of the items on the agenda for the meeting.

The following interests were declared:-

Personal Interests

To consider call-in items (if any).

There were no call-in items to consider.

To consider a report of the Assistant Chief Executive (Policy, Strategy, Partnerships & Transformation)

The Electoral Registration and Administration Act 2013 makes provision for the introduction of Individual Electoral Registration (IER) from 2014 onwards. This report outlines the work undertaken to date to prepare for the introduction of IER and the timetable and activity necessary to ensure the transition to IER is completed successfully.

Members of the Scrutiny Committee are invited to comment on the report.

Officer contact Steve Callenderon telephone number Tel: 0161 474 3184 or alternatively email steve.callender@stockport.gov.uk

The Assistant Chief Executive (Policy, Strategy, Partnerships & Transformation) submitted a report (copies of which had been circulated) informing the Scrutiny Committee that the Electoral Registration and Administration Act 2013 made provision for the introduction of Individual Electoral Registration (IER) from 2014 onwards. The report outlined the work undertaken to date to prepare for the introduction of IER and the timetable and activity necessary to ensure the transition to IER was completed successfully.

The following comments were made/ issues raised:-

·         The proactive steps the Council was required to take in relation to the personal canvass and identifying individuals who needed to make an application was noted.

·         The targeted publicity in relation to 18-24 year olds and those in private rented housing was welcomed.

·         The approach being taken to try and match as many applications as possible was noted.

·         Copies of the rolling register would be available to Councillors.

·         It was noted that on the basis of current guidance on requirements for introducing IER, the additional funding of £77,715 in 2014/15 together with the saving from not carrying out an annual canvass in 2014, was expected to be sufficient to introduce IER.

RESOLVED – (1) That the report be noted.

(2) That the Assistant Chief Executive (Policy, Strategy, Partnerships & Transformation) be requested to submit a further report to this Scrutiny Committee following the elections in May 2014 regarding the implementation of IER.

To consider a report of the Assistant Chief Executive (Policy, Strategy, Partnerships & Transformation)

The report seek the Scrutiny Committee’s views on proposed polling arrangements for Stockport in order to inform the Council meeting’s determination of polling districts, polling places and polling stations for forthcoming elections.

The views of the Scrutiny Committee are sought on the proposed polling arrangements. Any comments or suggestions will then be reported to the Executive and taken into consideration in making recommendations to the Council meeting.

Officer contact Steve Callender on Tel: 0161 474 3184 or by email on steve.callender@stockport.gov.uk

The Assistant Chief Executive (Policy, Strategy, Partnerships & Transformation) submitted a report (copies of which had been circulated) seeking the Scrutiny Committee’s views on proposed polling arrangements for Stockport in order to inform the Council Meeting’s determination of polling districts, polling places and polling stations for forthcoming elections.

It was reported that Area Committees had been consulted on the current arrangements and would have a further opportunity to comment on the proposals in December prior to the meeting of the Executive which would consider the report at its meeting on 17 December 2013.

It was noted that the Returning Officer had had robust conversations with a number of schools regarding the need to make provision for accessibility when their school was being used as a polling station.

RESOLVED – That the report be noted and that Area Committees be invited to identify issues in relation to accessibility at polling stations.

To consider a report of the Corporate Director, Corporate and Support Services.

This report reviews the discounts in Business Rates liability which are currently available, in particular looking at the expenditure on mandatory and discretionary discounts during 2012/13.  The report further considers the potential to extend the range of discretionary discounts available and recommends to Members circumstances where it may be appropriate to do so. Members are asked to agree the discretionary discount scheme for 2014/15.       

The Scrutiny Committee is invited to consider the following recommendations which will be considered by the Executive at its meeting on 17 December 2013:

1.         That an initial Commercial Properties (Business Rates off-set) scheme be implemented as outlined in section 6 and described in appendix 4

2.         That the local business Rates Relief Scheme be adopted to include support for 

•           Large businesses which are new to the borough subject to the limiting criteria to be drawn up by the Economic Development team as outlined in section 7 of this report

•           Businesses within the borough undergoing significant expansion subject to limiting criteria to be drawn up by the Economic Development team as outlined in section 7 of this report

•           Improvements made to existing business in the borough subject to the limiting criteria outlined at appendix A and limited to a maximum annual budget of £40K as outlined in section 6 and described at appendix 4

•           Organisations and initiatives which are considered to be essential for the council to achieve its priorities as outlined at section 8.2 of this report.   

3.         That support is given for the principal of converting grants and awards made by the Council into Discretionary rate relief where possible and that offices be asked to prepare a detailed scheme detailing the approach for individual grants and awards. As outlined in section 8.1 of this report.  

4.         That support continues for entitlement to reliefs as outlined

•           CASC’s at section 4.3.5

•           Charities at section 4.4.3

•           Village shop’s at section 4.5.2

•           Not for profit organisations at section 4.6.4

5.         That ARC is awarded 20% top-up relief from the date it becomes entitled to mandatory charity relief. On the basis of the exceptional circumstances outlined at 8.2.2 of the report.

Officer contact Alison Blount   on Tel: 0161 474 5107 or by email on alison.blount@stockport.gov.uk

The Corporate Director for Corporate and Support Services submitted a report (copies of which had been circulated) reviewing the discounts in Business Rates liabilities which were currently available, in particular looking at the expenditure on mandatory and discretionary discounts during 2012/13.  The report further considered the potential to extend the range of discretionary discounts available and recommended circumstances where it may be appropriate to do so.

It was reported that the Executive would consider the report at its meeting on 17 December 2013.

The following comments were made/ issues raised:-

·         The proposals were imaginative whilst at the same time cautious.

·         The danger of local authorities competing to attract new businesses by offering business rate relief and the benefits of having a similar scheme across AGMA or pooling business rates was noted.

·         It was noted that Stockport was one of the first Councils in Greater Manchester to review its Scheme.

RESOLVED – That the report be noted and the Corporate Director for Corporate and Support Services be requested to amend paragraph 8.1.1 of the report to insert the word “Some” at the start of the sentence prior to consideration by the Executive.

To consider a report of the Corporate Director, Corporate and Support Services.

At the October meeting of Corporate, Resource Management & Governance Scrutiny Committee the Corporate Director for Corporate and Support Services was requested to submit a report to the next meeting in relation to the Contact Centre staffing and response times.

The Scrutiny Committee is invited to comment on the report.

Officer contacts Janine Watson on telephone number Tel: 0161-474-3060 or alternatively email janine.watson@stockport.gov.uk

The Corporate Director for Corporate and Support Services submitted a report (copies of which had been circulated) in relation to the Contact Centre staffing and response times.

The Scrutiny Committee at its meeting on 29 October 2013 had requested the Corporate Director for Corporate and Support Services to submit a report to this meeting.

The Deputy Executive Leader and Portfolio holder for Corporate, Customer and Community Services (Councillor Mark Weldon) attended the meeting to answer members’ questions.

The following comments were made/ issues raised:-

·         It was confirmed that there were no plans to outsource the Contact Centre.

·         It was acknowledged that more could have been done to improve the Council’s website and the transactional forms prior to the proposals being implemented.

·         An explanation of the existing Council Tax Open Access system was provided including how this was being developed further.

·         It was noted that the information in ‘The Review’ was being reviewed and there was a need to promote the ‘Channel Shift’ initiative.

·         It was confirmed that all issues would be resolved by the end of the financial year.

RESOLVED – (1) That the report be noted.

(2) That sickness absence figures in relation to those staff working in the Contact Centre be provided to members of this Scrutiny Committee

(3) That the Corporate Director for Corporate and Support Services be requested to submit a further report to this Scrutiny Committee in due course in relation to the use of ‘Apps’.

To consider a report of the of the Assistant Chief Executive (Communications and External Relations)

The report provides an overview of complaints received in the 2nd quarter (July - September) 2013/14.

The report had been considered by the Executive at its meeting on 12 November 2013.

 The Scrutiny Committee is invited to:

·         Review performance information contained in this report, and

·         Comment on the performance measures reported and suggest any additional information that might be collected in future.

Officer contact: Anwar Majothi, 0161 474 3182, anwar.majothi@stockport.gov.uk

The Corporate Director for Corporate and Support Services submitted a report (copies of which had been circulated) providing the Scrutiny Committee with an overview of complaints received and outlining the lessons learned as a result of these complaints. The report provided an overview of complaints received in the second quarter (July - September) 2013/14.

It was reported that the Executive at its meeting on 12 November 2013 had approved the recommendations in the report.

The Deputy Executive Leader and Portfolio holder for Corporate, Customer and Community Services (Councillor Mark Weldon) attended the meeting to answer member’s questions.

RESOLVED – That performance in relation to complaints received in the second quarter of 2013/14 be noted.

To consider reports of the Corporate Director, Corporate and Support Services.

The Scrutiny Committee is asked to consider and comment on the Portfolio Performance and Resource Report for the Corporate, Customer and Community Portfolio, along with the Corporate Performance and Resource Report and the Leader’s Report.  These were approved by the Executive in August, and incorporate a number of changes to the Council’s Performance and Resource Management Framework for 2013/14, including the Leader’s Report, providing an early update on the Council’s progress in delivering its priority outcomes and spending plans.

The reports were considered by the Executive at its meeting on 12 November 2013.

The Scrutiny Committee is asked to:

a)    Consider the first update Portfolio Performance and Resource Report, Corporate Performance and Resource Report and Leader’s Report

b)   Review the progress against priorities, performance and budgets for 2013/14;

c)    Highlight key areas of and responsibility for taking forward corrective action to address any performance or resource issues.

d)   Identify how areas of strong performance and good practice can be shared in other services.

Officer contactPeter Owston, Assistant Head of Performance (CSS), peter.owston@stockport.gov.uk (474 3274)

Susan Wood, Strategic Accountant (CSS/OCE) susan.wood@stockport.go.uk (218 1032)

The Corporate Director for Corporate and Support Services submitted a report (copies of which had been circulated) inviting the Scrutiny Committee to consider and comment on the Portfolio Performance and Resource Report for the Corporate, Customer and Community Portfolio, along with the Corporate Performance and Resource Report and the Leader’s Report.  These were approved by the Executive in November 2013, and incorporated a number of changes to the Council’s Performance and Resource Management Framework for 2013/14, including the Leader’s Report, providing an early update on the Council’s progress in delivering its priority outcomes and spending plans.

A report of the Leader of the Council (Policy, Reform & Finance) was submitted  detailing the second ‘Leader’s Report’ (copies of which had been circulated) providing a strategic overview of Council activity as well as highlighting significant AGMA and Combined Authority activity.

It was reported that the Executive at its meeting on 12 November 2013 had approved the recommendations in the report.

The Deputy Executive Leader and Portfolio holder for Corporate, Customer and Community Services (Councillor Mark Weldon) attended the meeting to answer member’s questions.

It was noted that the Greater Manchester’s Work Programme Leavers Scheme would begin in March 2014 and that ‘Jobs with Training’ initiative would be evaluated after six months before any decisions were taken about the future funding of this initiative.

RESOLVED – That the report be noted.

The Corporate Director for Corporate and Support Services submitted a report (copies of which had been circulated) providing the Scrutiny Committee with an update on progress in delivering the Council’s Priority Outcomes and budgeting at mid-year of 2013/14.

It was reported that the Executive at its meeting on 12 November 2013 had approved the recommendations in the report.

The Deputy Executive Leader and Portfolio holder for Corporate, Customer and Community Services (Councillor Mark Weldon) attended the meeting to answer member’s questions.

The following comments were made/ issues raised:-

·         It was noted that the increase in sickness absence was as a result of changes to the recording of data through the new payroll system which provided more reliable information.

·         Executive Councillors determined the targets against which Council Plan measures were judged, and these were set out in the annual Portfolio Performance and Resources Agreements, which were agreed by the Council Meeting.

RESOLVED – That the report be noted.

The Corporate Director for Corporate and Support Services submitted the Corporate, Customer and Community Services Portfolio Second Quarterly Update Report 2013/14 (copies of which had been circulated) providing an update on progress in delivering the Council's Priority Outcomes and budget in the second quarter of 2013/14 in relation to the Corporate, Customer and Community Services Portfolio.

It was reported that the Executive at its meeting on 12 November 2013 had approved the recommendations in the report.

The Deputy Executive Leader and Portfolio holder for Corporate, Customer and Community Services (Councillor Mark Weldon) attended the meeting to answer members’ questions.

It was reported that future reports would include the number of court summons issued by the Council in relation to Council Tax.

RESOLVED – That the report be noted.

To consider a report of the Corporate Director, Corporate and Support Services.

The Council has delegated the role of ensuring effective scrutiny of its Treasury Management Strategy to the Corporate, Resource and Governance Scrutiny Committee. 

In line with the CIPFA Treasury Management in Public Services Code of Practice, the Executive and CRMG have received annual training and updates on Treasury Management activities since the 2009/10 financial year.

The report seeks the views of CRMG on the development of the Council’s Treasury Management Strategy Statement (TMSS), Annual Investment Strategy (AIS) and Minimum Revenue Provision (MRP) Policy for 2014/15.

This Scrutiny Committee is invited to comment on the Strategy in line with the CIPFA Treasury Management Code of Practice.

Officer contact: Loran Salvage, 0161 474 4026, lorna.salvage@stockport.gov.uk

The Corporate Director for Corporate and Support Services submitted a report (copies of which had been circulated) seeking the views of the Scrutiny Committee on the development of the Council’s Treasury Management Strategy Statement (TMSS), Annual Investment Strategy (AIS) and Minimum Revenue Provision (MRP) Policy for 2014/15.

The Council had delegated the role of ensuring effective scrutiny of its Treasury Management Strategy to this Scrutiny Committee and in line with the CIPFA Treasury Management in Public Services Code of Practice, the Executive and members of the Scrutiny Committee had received annual training and updates on Treasury Management activities since the 2009/10 financial year.

It was reported that the Executive would consider the report at its meeting on 17 December 2013.

The Deputy Executive Leader and Portfolio holder for Corporate, Customer and Community Services (Councillor Mark Weldon) attended the meeting to answer members’ questions.

It was noted that training in relation to treasury management had been held for members of the Scrutiny Committee earlier in the day.

The following comments were made/ issues raised:-

·         Externalising some borrowing with long term loans at the most opportune time was key.

·         ‘Borrowing in advance of need’ could be crucial in relation to the number of proposed regeneration projects.

RESOLVED – That the Council Meeting be recommended to approve the 2014/15 Treasury Strategy.

To consider a report of the Corporate Director, Corporate and Support Services.

The report sets out the progress of the formation of the new Strategic Partnership following successful appointment of a new property partner and recommendations for future governance arrangements.

The Executive at its meeting on 17 December 2013 is recommended to delegate to the Corporate Director of Corporate and Support Services to complete the Alliance Contract, governance arrangements and appointments to the Alliance Board as set out in the report.

The Scrutiny Committee is invited to comment on the recommendations to the Executive.

Officercontact Murray Carr   on Tel: 0161-474-3019 or by email on murray.carr@stockport.gov.uk.

The Corporate Director for Corporate and Support Services submitted a report (copies of which had been circulated) setting out the progress of the formation of the new Strategic Partnership following successful appointment of a new property partner and recommendations for future governance arrangements.

It was reported that the Executive would consider the report at its meeting on 17 December 2013.

The Deputy Executive Leader and Portfolio holder for Corporate, Customer and Community Services (Councillor Mark Weldon) attended the meeting to answer members’ questions.

The following comments were made/ issues raised:-

·         It was noted that in addition to those staff that will transfer from NPS to Carillion and CBRE under TUPE, the new company would have employees with particular expertise which could be called-up on as and when the need arose.

·         It was expected that the minimum savings of 30% would be achieved by the end of the financial year 2016/17.

RESOLVED – That the report be noted.

The Vice Chair and Lead Councillor of the Review to report at the meeting.

Councillor Alexander Ganotis updated the Scrutiny Committee in relation to the Welfare Reform Scrutiny Review. It was reported that the Panel had met on three occasions and in particular the Panel had considered:

·         the claimant groups most affected by the cumulative impact of Welfare Reform and statistics in respect of the number of people appealing against benefit decisions;

·         employment initiatives being carried out by the Council and its partners to support individual groups affected or most likely to be affected by the Welfare Reforms;

·         Food Bank statistics in Stockport; and

·         the impact of welfare reform on residents in social housing, under-occupancy, the housing market, mortgage repossessions and the private rental market and the role of Stockport Homes and Housing Associations.

RESOLVED – That the report be noted.

To consider a report of the Democratic Services Manager.               

The report sets out planned agenda items for future meetings of the Committee and Forward Plan items that fall within its remit.

The Scrutiny Committee is invited to consider the information in the report and put forward any agenda items for future meetings.

Officer contact: Craig Ainsworth, Democratic Services Manager, telephone number 474 3204, email: craig.ainsworth@stockport.gov.uk

The Democratic Services Manager submitted a report (copies of which had been circulated) setting out the planned items for the Scrutiny Committee’s future meetings and Forward Plan items which fell within the remit of the Scrutiny Committee.

RESOLVED – That the report be noted.