Agenda and minutes

To approve as a correct record and sign the Minutes of the meeting held on 1 November 2016.

The Minutes (copies of which had been circulated) of the meeting held on 1 November 2016 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.

No declarations were made.

To consider call-in items (if any).

There were no call-in items to consider.

To consider a report of the Deputy Chief Executive.

This item covers two reports as follows;

·         Mid Year Corporate Performance and Resources Report (CPRR) 2016/17

·         Mid Year Leader’s Report 2016/17

The Mid-Year Corporate Performance and Resource Report (CPRR) provides an overview of progress in delivering the Council’s Priority Outcomes and budget during the first half of 2016/17, with a particular focus on activity in the second quarter of the year.

Updates are included on delivery of policy priorities, alongside Reform Project updates. The report also includes forecast budget and performance data where this is available, along with an update on the refreshed Corporate Risk Register. It is supported by seven Portfolio Performance and Resource Reports which were considered by the most recent Scrutiny cycle.

The Leader’s Report outlines the Executive’s budget proposals and highlights how the Council is delivering on its priorities. It also includes key developments and decisions at Greater Manchester level.

The Executive at its meeting on 15 November 2016:

·         Noted the progress against delivering the Council’s priorities and capital schemes alongside budget and performance forecasts contained within the report

·         Approved the virements to the Revenue Budget set out in section 2.2.3 of the report.

·         Noted the cash limit and non-cash limit forecast positions for 2016/17 as set out in sections 2.3 and 2.6 of the reported.

·         Noted the position on the 2016/17 budget savings programme set out in section 2.4 of the report.

·         Noted the Retained Schools Budget and Housing Revenue Account forecast positions as set out in sections 2.7 and 2.8 of the report

·         Approved the contributions to/from earmarked reserves and balances as set out in section 2.9 and note the forecast reserves and balances position;

·         Noted the forecast position for the 2016/17 Capital Programme as set out in section 3.1 of the report

·         Approved the changes to the Capital Programme as set out in 3.1.6 of the report

·         Approved the proposals for resourcing the Capital Programme as set out in section 3.3 of the report.

Recommendation

Scrutiny Committee is invited to:

·         Consider the Mid Year Reports;  

·         Review the progress against delivering corporate objectives, key projects, priority outcomes, targets and budgets for 2016/17;

·         Highlight key areas of and responsibility for taking forward corrective action to address any performance or resource issues;

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

Officer contact: Steve Skelton / Michael Cullen, 0161 474 3174 / 218 1032, steve.skelton@stockport.gov.uk.uk / Michael.cullen@stockport.gov.uk.

The Deputy Chief Executive submitted a report (copies of which had been circulated) which covered the Mid-Year Corporate Performance and Resources Report (CPRR) 2016/17 and Year Leader’s Report 2016/17

The Mid-Year Corporate Performance and Resource Report (CPRR) provided an overview of progress in delivering the Council’s Priority Outcomes and budget during the first half of 2016/17, with a particular focus on activity in the second quarter of the year.  Updates were included on delivery of policy priorities, alongside Reform Project updates. The report also included forecast budget and performance data where this was available, along with an update on the refreshed Corporate Risk Register. It was supported by seven Portfolio Performance and Resource Reports which were considered by the most recent Scrutiny cycle.

The Leader’s Report outlined the Executive’s budget proposals and highlights how the Council is delivering on its priorities. It also included key developments and decisions at Greater Manchester level.

It was reported that the Executive at its meeting on 15 November 2016 had approved the recommendations in the report.

The Leader of the Council (Councillor Alexander Ganotis) attended the meeting to answer members’ questions.

The following comments were made/ issues raised:

·         The latest school number projections indicated that the increase in primary school admission was set to continue resulting in insufficient school places which would require significant capital expenditure to address.

·         There was a need to provide paper copies of the Executive Budget proposals to members of the public at and prior to meetings of Area Committees to enable them to contribute to the debate.

·         Proposals in relation to the regeneration of Merseyway and Princess Street would be announced over the next few months and the Council had already been successful in attracting new businesses to the town centre.

·         Reference was made to the Stockport Local Assistance Scheme and its success and there was a view that the Scheme operated well in comparison to Schemes run by other local authorities.

RESOLVED – That the report be noted.

To consider a report of the Deputy Chief Executive.

The purpose of this report is to provide an overview of complaints, as at the 2^nd quarter (July - September) 2016/17.

The Executive at its meeting on 15 November 2016 noted the performance in relation to complaints received in the second quarter of 2016/17 be noted.

Recommendation

The Scrutiny Committee is invited to:

a)     Review performance information contained in this report, and

b)     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 Deputy Chief Executive submitted a report (copies of which had been circulated) providing an overview of complaints, as at the 2nd quarter (July - September) 2016/17.

It was reported that the Executive at its meeting on 15 November 2016 had noted the performance in relation to complaints received in the second quarter of 2016/17.

The Executive Councillor for Reform & Governance (Councillor David Sedgwick) attended the meeting to answer members’ questions.

The following comments were made/ issues raised:

·         In relation to the six complaints received in relation to blue badges, it was noted that this related to the current policy being strictly applied.

·         The Scrutiny Committee expressed surprise at the low number of complaints in relation to the Contact Centre.

RESOLVED – (1) That the report be noted.

(2) That the latest performance data in relation to the Contact Centre be circulated to members of this Scrutiny Committee.

To consider a report of the Deputy Chief Executive.

The purpose of this report is to update the Committee on the half year (1 April 2016 to 30 September 2016) position in terms of sickness absence. The report outlines performance during the six months and the plans to continue focusing on this area of the Council (excluding schools).

Recommendation

The Scrutiny Committee is asked to note and comment upon the half year out-turn of 5.16 days per FTE which indicated the year end out-turn figure could be within the Council target of 9.5 to 10.5 days.

Officer contact: Sue Williams, on telephone no. 0161 474 2175 or by email at sue.williams@stockport.gov.uk  

The Deputy Chief Executive submitted a report (copies of which had been circulated) updating the Scrutiny Committee on the half year (1 April 2016 to 30 September 2016) position in terms of sickness absence. The report outlined performance during the six months and the plans to continue focusing on this area of the Council (excluding schools).

The Executive Councillor for Reform & Governance (Councillor David Sedgwick) attended the meeting to answer members’ questions.

The following comments were made/ issues raised:

·         Concern was expressed at the percentage of managers that had not undertaken the sickness absence development programme and noted the steps being taken to address this.

·         The projected end of year out-turn figure which indicated the target of 5.16 days per FTE would be achieved included seasonal adjustment.

RESOLVED – That the report be noted.

To consider a report of the Leader of the Council and the Deputy Leader.

This report provides an update on consultation with stakeholders and the public, completed or ongoing, as it relates to proposals within the remit of this Committee.  Relevant business cases are:

·         Overtime – final consultation results (Appendix 2)

·         Staff Travel – final consultation results (Appendix 3)

·         Council Tax Discount Scheme – consultation results so far (Appendix 4)

Recommendation

The Corporate Resource Management and Governance Scrutiny Committee is asked to review the proposals and consultation findings relevant to their Committee and provide comments.

Officer contact Steve Skelton on 0161 474 31714, or alternatively email steve.skelton@stockport.gov.uk

The Leader of the Council and the Deputy Leader of the Council submitted a report (copies of which had been circulated) providing an update on consultation with stakeholders and the public, completed or ongoing, as it relates to proposals within the remit of this Committee.  The relevant business cases were:

·         Overtime – final consultation results (Appendix 2)

·         Staff Travel – final consultation results (Appendix 3)

·         Council Tax Discount Scheme – consultation results so far (Appendix 4)

The Leader of the Council (Councillor Alexander Ganotis) attended the meeting to answer members’ questions.

It was reported that discussions were ongoing with the Unions regarding the proposals in relation to overtime and staff travel.

RESOLVED – That the report be noted.

To consider a report of the Borough Treasurer.

The report outlines the current arrangements and proposed changes as follows:

•           Section 3 – Business Rates Discounts

•           Section 4 – Council Tax Discounts and Exemptions

•           Section 5 – Council Tax Support

•           Section 6 – Discretionary Support

Recommendation

The Scrutiny Committee is invited to comment on the following proposals:

·         That the CASC Top-up scheme be continued for the year 2017/18, enabling CASCs to achieve 100% relief from Non-Domestic Rates, provided they meet the qualifying criteria at Appendix 2.

·         That Charity Relief remains limited to the 80% Mandatory Relief for the year 2017/18.

·         That Village Shop Relief continues to be limited to 50% Mandatory Relief for the year 2017/8 and should any village shops be established in the future then additional discount be considered under the wider Discretionary Discount Scheme outlined at 3.11.

·         That the 50% discount and qualifying criteria for Not for Profit organisations be maintained for the year 2017/18.

·         That the local scheme for the Town and District Centres as outlined above and at Appendix 4 be continued for 2017/18.

·         That the local scheme for large businesses which are new to the Borough or those undergoing significant expansion in the Borough be continued for 2017/18.

·         That the continuation of a case by case approach for Business Rates discounts where exceptional circumstances exist be continued for 2017/18. It is unlikely that Exceptional Circumstances Relief would be awarded to an organisation which was in receipt of support from the Council, either grant funded or commissioned.

·         That relief for Children’s Nurseries is limited to Mandatory Relief for 2017/18. Any additional discount can be considered under the wider discretionary discount scheme outlined at para 3.11.

·         Adopting Option 1 as the preferred amendment to the current scheme of Council Tax discounts and premiums in respect of empty properties for 2017/18.

·         That the wording of the CTS scheme be amended to clarify the treatment of Universal Credit and the housing element when calculating CTS for 2017/18.

·         To introduce an integrated Discretionary Support Policy as shown at Appendix 7 and to refresh the discretionary fund to £100k for 2017/18.

The Borough Treasurer submitted a report (copies of which had been circulated) outlining the current arrangements and proposed changes as follows:

·         Section 3 – Business Rates Discounts

·         Section 4 – Council Tax Discounts and Exemptions

·         Section 5 – Council Tax Support

·         Section 6 – Discretionary Support

The Executive Councillor for Reform & Governance (Councillor David Sedgwick) attended the meeting to answer members’ questions.

RESOLVED – That the Executive be informed that this Scrutiny Committee would support the proposals as set out in section 7 of the report.

To consider a report of the Deputy Chief Executive.

Following the presentation of the Medium Term Financial Plan and Portfolio Performance and Resources Reports to Scrutiny in October a request was raised for further detail on the Council’s Traded Services project. This report outlines the scope of the project and the work undertaken to date.

Recommendation

The Scrutiny Committee is asked to note this update.

Officer contact Steve Skelton on 0161 474 31714, or alternatively email steve.skelton@stockport.gov.uk

The Deputy Chief Executive submitted a report (copies of which had been circulated) outlining the scope of the project and the work undertaken to date.

The Scrutiny Committee had received a presentation of the Medium Term Financial Plan and Portfolio Performance and Resources Reports at the last meeting and had requested further detail on the Council’s Traded Services project.

The Executive Councillor for Reform & Governance (Councillor David Sedgwick) attended the meeting to answer members’ questions.

RESOLVED – That the report be noted.

To consider a report of the he Borough Treasurer.

The purpose of the report is to outline the rationale for the reserves and the resources allocated to them as identified within the Council’s Reserves Policy.

Recommendation

The Scrutiny Committee is invited to comment on the report.

Officer contact Michael Cullen on Tel: 0161 474 4631 or by email on michael.cullen@stockport.gov.uk

The Borough Treasurer submitted a report (copies of which had been circulated) outlining the rationale for the reserves and the resources allocated to them as identified within the Council’s Reserves Policy.

The Leader of the Council (Councillor Alexander Ganotis) attended the meeting to answer members’ questions.

RESOLVED – That the report be noted.

To consider a report of the Borough Treasurer.

This report seeks the views of the Corporate, Resource Management and Governance Scrutiny Committee on the development of the Council’s Treasury Management Strategy Statement, Annual Investment Strategy and Minimum Revenue Provision Policy for 2017/18, to be considered for approval at the Executive Meeting on 7 February 2017 and the Council Meeting on 23 February 2017.

Recommendation

It is recommended that CRMG give due consideration to the above questions so that their views can be taken account of in the development of the 2017/18 Treasury Management Strategy Statement.

Officer contact Lorna Soufian on telephone number Tel: 0161 474 4026 or alternatively email lorna.soufian@stockport.gov.uk

The Borough Treasurer 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, Annual Investment Strategy and Minimum Revenue Provision Policy for 2017/18, to be considered for approval at the Executive Meeting on 7 February 2017 and the Council Meeting on 23 February 2017.

The Leader of the Council (Councillor Alexander Ganotis) attended the meeting to answer members’ questions.

RESOLVED – That the Council Meeting be recommended to approve the Council’s Treasury Management Strategy Statement, Annual Investment Strategy and Minimum Revenue Provision Policy for 2017/18.

To consider a report of the Deputy Chief Executive.

(The Chair has agreed to take this issue as a urgent item to enable the Executive to consider the proposals prior to the next meeting of this Scrutiny Committee)

The Council currently operates three phone systems that have reached end of life and are unsupported by the system manufacturers. While support can be sourced via third-party suppliers, this is expensive and the ageing technology leaves the Council open to the risk of systems failure, potential compliance issues and unable to take advantage of modern telephony features.

The Council has the opportunity to replace all three systems with a single system which would simplify the management and administration of the telephony infrastructure. This report explores the various options.

Recommendation

The Scrutiny Committee is asked to consider and endorse the proposed upgrade to the Council’s telephony systems set out in this report.

(NOTE The Chair was of the opinion that this item although not included on the agenda should be considered as a matter of urgency in accordance with Section 100B(4)(b) of the Local Government Act 1972 to enable the comments of this Scrutiny Committee to be considered by the Executive at it’s meeting on 16 December 2016).

The Deputy Chief Executive submitted a report (copies of which had been circulated) exploring the various options to replace the current telephony system.

The Council currently operated three phone systems that had reached end of life and are unsupported by the system manufacturers. While support could be sourced via third-party suppliers, this was expensive and the ageing technology would leave the Council open to the risk of systems failure, potential compliance issues and unable to take advantage of modern telephony features.

The Council had the opportunity to replace all three systems with a single system which would simplify the management and administration of the telephony infrastructure.

The Executive Councillor for Reform & Governance (Councillor David Sedgwick) attended the meeting to answer members’ questions.

RESOLVED – That this Scrutiny Committee would support the upgrade and expansion of the existing Cisco system (option 3) as set out in the report.

To report that the undertaken into “The Council’s Approach to Consultation” has now concluded. The Scrutiny Committee had previously agreed that should there be sufficient time, a further Scrutiny Review be undertaken in relation to Business rate and rent collection from industrial and commercial premises owned by the Council.

The Democratic Services Manager reported that the Scrutiny Review undertaken into “The Council’s Approach to Consultation” had now concluded and it’s final report would be submitted to this Scrutiny Committee on 24 January for consideration.

The Scrutiny Committee had previously agreed that should there be sufficient time, a further Scrutiny Review be undertaken in relation to Business rate and rent collection from industrial and commercial premises owned by the Council.

RESOLVED – That a further Scrutiny Review should not be undertaken during the current Municipal Year.

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 next meeting and Forward Plan items which fell within the remit of the Scrutiny Committee.

RESOLVED – (1) That the report be noted.

(2) That a report be submitted to this Scrutiny Committee early in the new year in relation to the scrutiny arrangements of the Association of Greater Manchester Authorities and the Greater Manchester Combined Authority.