Agenda and minutes

Venue: Guildhall

Contact: Committee Administration 01905 722027, 722005, 722085 

Items
No. Item

99.

Appointment of Substitutes

To receive details of any Member nominated to attend the meeting in place of a Member of the Committee.

Minutes:

Councillor B. Amos for Councillor Bayliss, Councillor Johnson for Councillor Mitchell, Councillor Stalker for Councillor Denham.

100.

Declarations of Interest

To receive any declarations of interest.

Minutes:

None.

101.

Public Representations

Up to a total of fifteen minutes can be allowed, with each speaker being allocated a maximum of five minutes, for members of the public to present a petition, ask a question or comment on any matter on the Agenda or within the remit of the Committee.

Minutes:

None.

102.

Minutes pdf icon PDF 85 KB

Of the meetings held on 5th and 26th February 2019 to be approved and signed.

Additional documents:

Minutes:

With reference to minute 72 (Declarations of Interest), Councillor Hodges clarified that she had declared an interest as a representative of Worcester Community Trust, not Worcester Arts Workshop.

 

RESOLVED: That the Minutes of the meetings held on 5th and 26th February 2019 be approved as a correct record and signed by the Chairman, subject to the above amendment in respect of minute 72.

103.

Minutes of Place and Economic Development Sub-Committee pdf icon PDF 69 KB

To receive the minutes of the meeting held on 28th January 2019.

Minutes:

RESOLVED: That the Committee receive the minutes of the meeting held on 28th January 2019.

104.

Minutes of Income Generation Sub-Committee pdf icon PDF 49 KB

To receive the minutes of the meeting held on 26th February 2019.

Minutes:

RESOLVED: That the Committee receive the minutes of the meeting held on 26th February 2019.

105.

Minutes of Personnel and General Purposes Sub-Committee pdf icon PDF 49 KB

To receive the minutes of the meeting held on 27th February 2019.

Minutes:

RESOLVED: That the Committee receive the minutes of the meeting held on 27th February 2019.

106.

Customer Contact Services Delivery Model pdf icon PDF 111 KB

1.     That the Committee approves the Customer Service Delivery Plan that supports the Council’s Customer Strategy 2017/20;

 

2.     That the Committee supports the proposed option for customer service delivery and receives a report on further details of in house arrangements during 2019, to include customer standards and performance management;

 

3.     That the Council leaves the Worcestershire Hub Shared Service and directly delivers all Customer Contact Services from 1st April 2020; and

 

4.     That the Committee delegates authority to serve the required termination notices to the Corporate Director, Finance & Resources.

Additional documents:

Minutes:

The Committee considered a report on progress against the Customer Strategy and a proposed new model for customer contact with the Council. The Corporate Director – Finance and Resources, presented the report and summarised the main points. The Committee were asked to approve the delivery plan which supports the Strategy. This includes a preferred customer service delivery model which would entail leaving the Hub shared service partnership and the contract with Civica. It was proposed that the new model will operate with a small in-house face-to-face reception facility, suitably located in the City Centre, which would also incorporate a general enquiries telephony service. The plan also included essential supporting actions that are required in addition to the change of model to deliver the objectives of the Customer Strategy.

 

In the ensuing discussion, the following main points were made:

 

·         Members highlighted the need to make immediate improvements to the Council’s website and the need to maintain a facility for face-to-face payments as key outcomes.

 

·         Officers advised that there will be a report to a future meeting on details of new arrangements.

 

·         It was proposed that service of the required termination notices be done in consultation with the Chair and Vice-Chairs.

 

Committee Members expressed support for the recommendation, as amended.

 

RESOLVED: That the Committee agree:

 

1.    to approve the Customer Service Delivery Plan that supports the Council’s Customer Strategy 2017/20;

 

2.    to support the proposed option for customer service delivery and receives a report on further details of in house arrangements during 2019, to include customer standards and performance management;

 

3.    that the Council leaves the Worcestershire Hub Shared Service and directly delivers all Customer Contact Services from 1st April 2020; and

 

4.    to delegate authority to serve the required termination notices to the Corporate Director, Finance & Resources, in consultation with the Chair and Vice-Chairs of the Committee.

107.

Former Park and Ride Site, John Comyn Drive, Off Droitwich Road pdf icon PDF 94 KB

That the Committee:

 

1.     declares the remainder of the former Park and Ride site at Perdiswell (identified as the “Site” and shown edged red on the attached plan) as surplus to the Council’s requirements and authorises the Site to be offered on the open market for disposal by way of freehold sale or long leasehold; and

 

2.     delegates authority to the Corporate Director Finance and Resources and Deputy Director - Governance, in consultation with the Chair and the Vice-Chairs of the Committee, to negotiate satisfactory terms and complete the disposal with a preferred bidder.

Additional documents:

Minutes:

The Committee considered a proposal for the disposal of approximately 0.8 hectares of land at the former Perdiswell Park and Ride site. The Corporate Director – Finance and Resources presented the report and explained that, following a soft marketing exercise during January and February, it was clear that there was strong interest in the site for a variety of purposes. It was therefore proposed to declare the site as surplus to the Council’s requirements and offer it on the open market for disposal. The Corporate Director stated that, if approved, the proposal should be referred to the full Council to determine, in accordance with the Motion agreed by Council on 22nd November 2016. His recommendation was therefore amended accordingly.

 

Committee Members expressed support for the recommendation, as amended.

 

RESOLVED: That the Committee recommend the Council to:

 

1.    declare the remainder of the former Park and Ride site at Perdiswell (identified as the “Site” and shown edged red on the attached plan) as surplus to the Council’s requirements and authorises the Site to be offered on the open market for disposal by way of freehold sale or long leasehold; and

 

2.    delegate authority to the Corporate Director Finance and Resources and Deputy Director - Governance, in consultation with the Chair and the Vice-Chairs of the Committee, to negotiate satisfactory terms and complete the disposal with a preferred bidder.

108.

ICT Strategy pdf icon PDF 100 KB

That the Committee approve the ICT Strategy at Appendix 2 to this report.

Additional documents:

Minutes:

The Committee considered an ICT Strategy. The Deputy Director - Commissioning and Transformation, presented the report and summarised the main points. He explained that the proposed Strategy has been developed with input across all areas of the Council with support from external specialist resource. The Strategy was supported by the Council’s partners within the ICT shared service.

 

The Deputy Director responded to questions from Committee Members on detailed aspects of the Strategy.

 

RESOLVED: That the Committee approve the ICT Strategy at Appendix 2 to this report.

109.

Property and Asset Management - Update Report pdf icon PDF 155 KB

That the Committee notes progress on the agreement to bring property services in house by 31 March 2019.

Minutes:

The Committee received an update on progress to establish an in-house Property and Asset Management function and outstanding matters in relation to termination of the Place Partnership Limited arrangement.

 

RESOLVED: That the Committee note progress on the agreement to bring property services in house by 31 March 2019.

110.

North of Worcester City Bridge Update pdf icon PDF 120 KB

That Policy and Resources Committee note this update report on the progress of the north of Worcester city bridge project.

Additional documents:

Minutes:

The Committee received an update on the progress of the north of Worcester city bridge project. The Corporate Director – Place presented the report. In summary, since the project was last reported to the Committee in July 2018, the County Council had allocated, within their capital works programme, £4.2m towards delivery of the bridge structure along with refurbishment works to Sabrina Bridge. An additional £225,000 has been allocated by the Council in the 2019/2020 budget for delivery of the bridge structure. The report set out actions that had been completed to date. A report on the outcomes of Phase 2 would be brought back to the Committee for consideration, along with a programme for the project to completion which will show estimated costs.

 

RESOLVED: That the Committee note this update report on the progress of the north of Worcester city bridge project.

111.

Referral Report from Communities Committee - Universal Credit Hardship Fund pdf icon PDF 94 KB

1.     That the Committee agrees that the purpose of the Exceptional Hardship Fund reserve be extended to:

 

ii.  include claims from Universal Credit claimants for support other than Council Tax Support

iii. provide an annual grant of £15,000 p.a. to Worcester Food Bank for the three years 2019/20 to 2021/22; and

 

2.     That the Committee agrees to delegate authority to the Corporate Director Finance and Resources to authorise payments from the Exceptional Hardship Fund in accordance with the proposals in the report.

Additional documents:

Minutes:

The Communities Committee on 4th February 2019 had considered arrangements to implement the Notice of Motion agreed at the Council meeting of 30th October 2018. The Committee agreed the proposal that the existing Exceptional Hardship Fund is extended to support Universal Credit claimants where a further Council Tax Support claim is not the main criteria for application and that the existing approach is taken: that is by reviewing each case on its merits.

 

The Reserves Policy states that “Where specific delegated authority to commit expenditure from a reserve has not been established, responsibility falls to the Policy and Resources Committee upon advice from the Section 151 Officer.” The extension of the Hardship Fund reserve for the purposes proposed in the report therefore needed approval of this Committee.

 

Committee Members expressed support for the proposal.

 

RESOLVED: That the Committee agree:

 

1.    that the purpose of the Exceptional Hardship Fund reserve be extended to:

 

i.  include claims from Universal Credit claimants for support other than Council Tax Support

ii.provide an annual grant of £15,000 p.a. to Worcester Food Bank for the three years 2019/20 to 2021/22; and

 

2.    to delegate authority to the Corporate Director Finance and Resources to authorise payments from the Exceptional Hardship Fund in accordance with the proposals in the report.

112.

Proposed Committee Performance Scorecard for 2019/20 pdf icon PDF 87 KB

That the Policy and Resources Committee consider the proposed content of the Policy and Resources Performance Scorecard for 2019/20.

Additional documents:

Minutes:

The Committee considered the proposed content of the Policy and Resources Performance Scorecard for 2019/20. Officers responded to questions from Committee Members on detailed aspects of the Scorecard.

 

In the ensuing discussion, the following main points were made:

 

·           Reference was made to items that have slipped and the need to keep these in the scorecard.

 

·           Officers advised that overall progress with the Masterplan will be reported to this Committee.

 

·           Officers advised that information on progress with individual strands of the ICT Strategy will be reported back to the Committee.

 

·           Officers acknowledged that more work needs to be done on trend analysis and identifying targets and benchmarks in a wider context.

 

RESOLVED: That the Committee note the proposed content of the Policy and Resources Performance Scorecard for 2019/20.

113.

Any Other Business

Which in the opinion of the Chairman is of sufficient urgency as to warrant consideration.

Minutes:

None.

114.

Items Involving the Disclosure of Exempt Information

The Committee are invited to pass the following resolution:-

 

That under Section 100A(4) of the Local Government Act 1972, the press and public be excluded from the meeting for the following items of business on the grounds that they involve the likely disclosure of information as defined in Schedule 12A of the said Act.

Minutes:

RESOLVED: That under Section 100A(4) of the Local Government Act 1972, the press and public be excluded from the meeting for the following item of business on the grounds that it involves the likely disclosure of information as defined in Schedule 12A of the said Act.

115.

Minutes (Exempt Items)

Of the meeting held on 26th February 2019 to be approved and signed.

Minutes:

RESOLVED: That the Minutes (exempt items) of the meeting held on 26th February 2019 be approved as a correct record and signed by the Chairman.

116.

Former Park and Ride Site, John Comyn Drive, Off Droitwich Road

That the Committee notes the information in this appendix which supports the report on the public agenda.

Minutes:

The Committee noted further details of the results of the soft marketing exercise and Fisher German’s report, which supported the report on the public agenda. This information provided details of a commercially sensitive nature and was therefore considered as an exempt appendix to the report on the open part of the agenda.