Agenda and minutes

Venue: Norfolk and Dereham Rooms, The Conference Suite, Elizabeth House, Walpole Loke, Dereham

Contact: Democratic Services  01362 656870

No. Item


Apologies and Substitutes (Agenda item 1)

To receive apologies for absence and to note substitute Members in attendance.


Apologies were received from Cllrs Oliver, Crawford, Joel and T Monument.


Cllrs Clarke, Wilkinson and Newton were in attendance as substitute Members.


Urgent Business (Agenda item 2)

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




Declaration of Interests (Agenda item 3)

The duties to register, disclose and not to participate for the entire consideration of the matter, in respect of any matter in which a Member has a disclosable pecuniary interest are set out in Chapter 7 of the Localism Act 2011.  Members are also required to withdraw from the meeting room as stated in the Standing Orders of this Council.



The Chairman advised that declarations of interest would be taken at the time of the item being discussed.


Non-Members wishing to address the Meeting (Agenda item 4)

To note the names of any non-members or public speakers wishing to address the meeting.


The Chairman welcomed all non-Members to the meeting and confirmed that comments from the public would be heard at the appropriate time and they would each have 3 minutes to speak.


Non-Members in attendance were Councillors Sam Chapman-Allen, Claussen Cowen and Duigan.




Capita Breckland Partnership - Contract Review (Agenda item 5) pdf icon PDF 88 KB

Report of Jonathan Prew, Head of Capita Local Government.


The Capita Officers in attendance introduced themselves - Johnathan Prew (JP) - Head of Local Government, Health and Education, Mark Dally (MD) – Regional Director, Steve Ottewell (SO) – National Director Planning and Building Control and Alex Chrusciak (AC) - Director of Planning and Building Control.


JP introduced the report.


The 15 year initial term commenced in June 2009 and during the last 8 years additional income had been generated for Breckland Council. The initial service charge had made the Council a saving and going forward would bring in further income.


There was a perceived need to ensure all parties were integrated ie. Capita, Capita Breckland, Breckland and residents. There was also a perceived lack of visible leadership which had led to the recruitment of Alex Chrusciak.


SO explained the Terms of Reference and the Service Improvement Plan (SIP) of the newly created Strategic Board.


The key areas for further development had been identified as:


·         Responsiveness to Members

·         Engagement with applicants

·         Engagement with key stakeholders – public, parish council

·         Working relationship between Officers.


He confirmed that each area would be reviewed on a regular basis.


SO continued to outline the activities and actions taken in relation to each issue.


·         Responsiveness to Members – Mike Brennan had been brought back in to the structure to ensure the right people were in the right roles.

·         Applicants – One of the key areas was communication, ensuring information was given to applicants in a timely manner, and parts of the application process were now electronic.

·         Agents – A  Forum now met on a regular basis but there was a need for a sub group to meet and deal with issues more frequently.

·         General Public and Parish Councils - A Client Satisfaction survey had been issued but the response had been low.   A Duty Planning Service had been introduced with an Officer who was available to the public on Monday and Wednesday afternoons, this had been successful with a good level of take-up.

·         Partnership working – Concerns had been raised regarding the use of “extension of time” (EOT) and the monitoring of it. A new protocol for capturing EOT’s had been introduced.


Cllr Jermy felt that this section of the presentation had been delivered far too quickly and requested that Members should get a copy of the slides and presentation notes following the meeting.


AC continued with the presentation.


Capita’s goal was for Members to have all the information they needed in one email. They had rolled out new reports, created a localised weekly list specific to a Members Ward and had a Committee prelist so that Members were aware of forward planning.


He explained that the next stage was to produce a report that highlighted all outstanding items in Members’ Wards and at what stage each application was currently at.


A significant challenge for Capita continued to be the retention of staff, with a number of Senior Officers leaving during the past few months; however, these posts had subsequently been filled.


In relation  ...  view the full minutes text for item 90.


Next Meeting (Agenda item 6)

To note the arrangements for the next meeting to be held on Thursday 2 November at 2pm in the Anglia Room, Elizabeth House, Dereham NR19 1EE.



The arrangements for the next meeting on Thursday, 2 November 2017 at 2pm in the Anglia Room were noted.


Exclusion of Press and Public (Agenda item 7)

To consider passing the following resolution:


“That under Section 100(A)(4) of the Local Government Act 1972, the press and the public be excluded from the meeting for the following item of business on the grounds that it involves the likely disclosure of exempt information as defined in paragraphs 3 and 4 of Schedule 12A to the Act”.





Not required.


Capita Business Plan (Agenda item 8)

Jonathan Prew, Head of Capita Local Government.



See Minute No. 90/17 above.