Agenda and minutes

Venue: Level 5 Meeting Room, Breckland House, St Nicholas Street, Thetford IP24 1BT

Contact: Committee Services, Breckland Council  Tel: 01362 656870

Items
No. Item

40.

Minutes pdf icon PDF 74 KB

To confirm the minutes of the meeting held on 17 September 2015.

Minutes:

The minutes of the meeting held on 17 September 2015 were confirmed as a correct record and signed by the Chairman.

41.

Apologies

To receive apologies for absence.

Minutes:

None.

42.

Urgent Business

To note whether the Chairman proposes to accept any items of urgent business pursuant to Section 100(B)(4)(b) of the Local Government Act 1972.

Minutes:

None.

43.

Declarations

Minutes:

None.

44.

Performance Report (Standing Item)

Reports of the Operational Board:

44a

Operational Performance pdf icon PDF 82 KB

Minutes:

The Head of ARP presented the report and said a new document management system had been implemented across most of the partner Authorities.

 

Councillor Kerry asked when Suffolk Coastal would be using the new system.  The Head of ARP confirmed that all partners would be using the new system by mid-January 2016. 

44b

Balanced Scorecard pdf icon PDF 2 MB

Minutes:

Members were happy with the format and content of the report.

44c

Financial Performance pdf icon PDF 19 KB

Minutes:

The Executive Director of Commercialisation (BDC) presented the financial report and highlighted a surplus of £182,000.  The Quarter 3 report would provide an insight as to how this would be allocated.

 

45.

ARP Joint Committee Partnership Budget pdf icon PDF 69 KB

Report of the Executive Director BDC and the Head of ARP.

Additional documents:

Minutes:

The Executive Director Commercialisation (BDC) informed Members that the Operational Improvement Board felt that the budget information did not account for a number of issues which included expected changes to the financial climate. In addition there was no allowance for the setting of a Mid-Term Financial Plan.

 

It was suggested that an additional meeting be held in January 2016 so that a Medium Term Financial Plan could be put together and shared with Members.  It was felt that given the complexity of changes it would be useful for all partners to understand the financial implications and to have clear targets.  The Budget would also be linked to the Service Delivery Plan.

 

Councillor Barnard asked what the formula was for the enforcement costs.  The Head of ARP explained it was calculated on the number of liability orders presented to bailiffs and then distributed accordingly via each partner Authority.  The figures were assessed each year.

 

All Members agreed to have an additional meeting in January 2016 to discuss the budget.

46.

Service Delivery Plan pdf icon PDF 67 KB

Report of the Head of ARP.

Additional documents:

Minutes:

The Head of ARP presented the report and said that strategic elements had been brought together into the Service Delivery Plan.  The document harnessed the development strategy, linking to both Revenues and Benefits and the Trading Company, and how these would move forward.

 

The Chairman felt that education for Members was important across all authorities and would like this added as an item in the Service Delivery Plan.

 

The Head of ARP said the risk register would be presented to Members every six months and was reflective of issues within the Service Delivery Plan.

 

            RESOLVED that:

1.    The progress in respect of the September 2014 Service Delivery Plan be noted;

2.    The revised service Delivery Plan be approved;

3.    The contents of the report be noted;

4.    The Risk Register be agreed.

47.

Welfare Reform Update (Standing Item) pdf icon PDF 61 KB

Report of the Strategic Manager (Benefits) ARP.

Minutes:

The Strategic Manager (Benefits) ARP presented his report and said that following the Autumn Statement it was expected that there would be a full roll-out of Universal Credit by 2021.  It had also been announced that the anticipated changes to the Tax Credits had been postponed and therefore did not cause any impact.

 

Members noted the report.

48.

Enforcement Agency Update pdf icon PDF 60 KB

Update from the Strategic Manager (Revenues).

Additional documents:

Minutes:

The Strategic Manager (Revenues) ARP informed Members that the Enforcement team continued to do well and had collected £500,000 to date.

 

Performance statistics had been provided comparing data between the Enforcement Team against an external Bailiff company.  It was stressed that the team had only been in operation since July 2015 and it would be difficult to compare the data until the team had been in operation for a full financial year.

 

The Chairman suggested that the figures provided were rounded to the nearest pound.  He also mentioned that it would be useful for Members to see the number of cases versus the value of collection.

 

Councillor Houlder asked if there was any shortfall in the fees.  The Strategic Manager (Revenues) said that it was law that the fees were collected first.

 

Members were happy with the format that had been supplied and would like to see this included in future agendas.

49.

Anglia Revenues Partnership Trading Company - Progress Update

Verbal update by Executive Director, BDC.

Minutes:

The Executive Director Commercialisation (BDC) informed Members that a lawyer had been commissioned and Senior Officers had agreed the draft Shareholder Agreement.  It was anticipated that the draft document would be circulated to all partner Authorities shortly.

 

She introduced Sarah Barsby, Communications Manager (BDC) who gave a presentation on ways in which the Anglia Revenues Partnership Trading could raise its profile as a provider.  A draft brochure was circulated which identified the unique selling point of ARPT

 

The Chairman thanked the Communications Manager for the presentation, and asked if ARP were the largest partnership.  The Head of ARP confirmed that it was the largest partnership, but the third largest provider.

 

Councillor Dimoglou said that customers would only be interested in what other customers thought about ARP and felt that there would be a lot of power behind references within the brochure.  The Communications Manager agreed and said that testimonials would be added along with case studies to the brochure.

 

The Corporate Director (Fenland) asked how the booklet would be used, and suggested that a stand was present at various events.

 

The Communications Manager said it was a very important comment and the brochure would form part of a bigger communications and marketing strategy.  This would form the next piece of work.

 

The Corporate Director (Fenland) added that timing was very important and said that with changes afoot with Revenues and Benefits in the future, Councils would begin to ask questions and seek alternative ways of working.

 

The Chairman asked Members to provide feedback through their Directors to the Executive Director Commercialisation.

 

50.

Forthcoming Issues (Standing Item)

To note any items.

Minutes:

The Head of ARP reminded Members of the additional meeting in January 2016 to discuss Budgets.

 

Members were informed that ARP were providing a consultancy service to South Holland and East Lindsey Councils on the Revenues and Benefits strategic function.  Members were in agreement with this undertaking.

 

51.

Next Meeting

To note the arrangements for the next meeting to be held on Tuesday 22 March 2016, in the Level 5 Meeting Room, Breckland House, St Nicholas Street, Thetford, IP24 1BT.

 

Members are also asked to note the remainder of meetings scheduled for 2016:

 

Tuesday 21 June

Tuesday 20 September

Tuesday 6 December

 

All meetings will start at 10:00am, and be held in Level 5 Meeting Room, Breckland House, St Nicholas Street, Thetford IP24 1BT.

 

Minutes:

The arrangements for the next meeting scheduled for the 22 March 2016 at 10:00am in Level 5 Meeting Room, Breckland House, St Nicholas Street, Thetford were noted.