Agenda and minutes

Apologies were received from Councillors Holmes and Fisher.

To approve the minutes of the meeting held on 17 September 2019.

The minutes of the meeting held on 17 September 2019 were approved and authorised to be signed by the Chairman.

Members to declare any interest as appropriate in respect of items to be considered at this meeting.

 

There were no declarations of interest.

To consider the Forward Plan and identify any relevant items for inclusion in the Scrutiny work plan, or to request further information.

 

Copies of the latest Forward Plan will be available at the meeting.  It can be found on the website using the following link:-

 

Forward Plan

During the discussion the following points were noted:

 

• The Chairman proposed that a report be provided to the next meeting from the Portfolio Holder for Corporate Governance, Access and Engagement to include the financial breakdown of the Community Lottery. Councillor Cumbers had worked with Councillor Child to produce information in relation to the financial position with regard to the Community Lottery, this information had been circulated to members of the Committee. The People Manager had also provided details of the operator costs and contribution to the Community Grants Budget. Members agreed this item should be added to the Scrutiny work plan and a report to be brought back to the next meeting.
• Members raised concerns in relation to the Housing Improvement Plan and the relevant service charges. Mrs Garton, the Director for Corporate Services, advised that there would be a budget Scrutiny meeting taking place in January 2020 which would look at the budget and the setting of rents, following members’ comments she would investigate whether service charges can be included in this. Members requested that the relevant Director be consulted as to whether an update on service charges can be bought to a future meeting.
• Members commented on Climate Change and requested what plans are in place with the Council’s commitment to improving its carbon footprint, Mrs Taylor, Democratic Services Manager (Scrutiny Officer) advised members that, a working group has been set up and could bring a report  back to the committee or alternatively the relevant Portfolio Holder could provide an update.
• Members raised concerns about the complex nature of Universal Credit and would like to have a better understanding, Mrs Taylor would look into adding this to the Member Development Programme.  Members agreed that this would make a good topic for a Scrutiny review.
• Members agreed that some of the items on the work plan could be moved into the next financial year so that items can be looked at in more detail.
• Members supported an additional meeting in January 2020. Mrs Taylor would liaise with the Chair to arrange a suitable date.
• Members highlighted the importance of hearing presentations from the individual portfolio holders to provide them with an understanding of the roles they play. The Portfolio Holder for Corporate Governance, Access and Engagement which was deferred at the last meeting, will make a presentation to the committee in due course.

 

The Chair to provide a verbal update on the work undertaken by the Housing Voids/Temporary Accommodation Task and Finish Group.

Councillor Pat Cumbers, Chair of the Scrutiny Committee, provided a verbal update on the work undertaken by the ‘Task and Finish Group - Housing Voids and Temporary Accommodation’ as follows:

 

“As you know, this Committee formed our first ‘Task and Finish Group’ to consider the Housing Voids Process.

 

A void being the gap between a council dwelling being vacated and then occupied by new tenants.

 

I shall give a short update this evening but you will, of course, receive a full report when we have finished, along with copies of all the evidence we have gathered.

 

The Committee saw the importance and relevance of undertaking this work and it was prioritised. We then agreed the scope and the ‘Terms of Reference’.

 

We were to consider the voids process, including current performance and costs and to propose improvements.

 

We were also to consider the Council’s provision of temporary accommodation, the current costs, performance and the impact of the ‘Homeless Reduction Act’.

 

The ‘Centre for Public Scrutiny’ states that “good scrutiny needs evidence”, evidence which is current and based on up-to-date statistics and performance measures.

 

And that is what we have been doing. We have been collating information and evidence upon which to base robust and relevant proposals for improvement which will form the basis of our report to Scrutiny Committee and, with your support, to Cabinet.

 

I will give you a brief summary of what we have been doing:

 

Firstly, the Group has met monthly and we have reviewed and provided feedback on:

 

·         Current review of housing services systems thinking and methodology

·         Current voids processes and performance analysis

·         Draft revised tenancy agreement

·         Feedback on show and tell sessions

·         Allocations Policy

·         Voids Standards Policy

 

Secondly, we have held a series of evidence sessions and have heard evidence from:

 

·         Tenant Forum Executive Committee (TFEC)

·         North West Leics (NWL) District Council’s Head of Housing and Asset Manager

·         MBC Customer Service Lead

·         MBC Housing Officer

 

And this week we have additional sessions to include:

 

·         Housing and Commercial Manager

·         Voids and Responsive Repairs Officer

·         Housing Options Team Leader

·         Contractors (Repairs and Gas Safety)

 

Thirdly, information has been circulated electronically to the Group – including information from other local authorities which we have  obtained from the internet, from Councillor Browne and including this Council’s ‘Tenancy Agreement’ and the ‘Tenants’ Handbook’.

 

We are very grateful for the support we have received from the Director for Growth and Regeneration, the Housing Communities Manager and officers from Democratic Services especially Natasha and Catherine.

 

We were also very grateful to those officers from NWL who travelled some distance to share with us their experiences re void properties and lessons learned.

 

We recognise that there is much work going on in this area and hopes that the work of the ‘Task and Finish Group’ will further enhance and assist in the improvement journey.

 

We are already beginning to get a clear picture of the current issues in relation to voids and temporary accommodation through consideration of existing policies and processes and with  ...  view the full minutes text for item 31.

Presentation to be provided, setting out current performance, focus and challenges for the portfolio.

 

This will include a presentation on the Workforce Strategy.

 

To follow.

Councillor R de Burle, Portfolio Holder for Corporate Finance and Resources gave a presentation (appended to the minutes) setting out current performance, focus and challenges for the portfolio, including a presentation on the Workforce Strategy and debt management.

 

Prior to the meeting, Councillor Pat Cumbers, Chair of the Scrutiny Committee posed a series of questions, (questions and answers appended to the minutes).

 

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Councillor Browne left the meeting and did not return.

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During the discussion of the presentation the following points were noted:

 

•   Mrs Garton, Director for Corporate Services, advised that bad debt provision is currently being looked at and the department is constantly assessing which debts can be reclaimed. Currently there was not sufficient resource in place to focus on the historic debt. 

•   A solution was being sought to increase resources so that  each service could be risk profiled separately in order to establish levels of outstanding debt.

•   Any debts over £2,500 require  Cabinet approval to be written off

•   Members requested information on transferring debts to external agencies., Mrs Garton advised that the use of external debt collectors was something that could be considered, each individual case would have to be closely assessed. Those that are vulnerable would benefit more from support and advice. There are different types debt  some types are more difficult to recover dependant on the circumstances.

•   Members highlighted the importance of being proactive in enforcing debt within the 90-day period.

•   Members requested further information regarding receipt and monitoring of Section 106 monies. It was confirmed a report was going to the Audit and Standards Committee on 19 November 2019 following a recent internal audit.

•   Members asked whether the council undertook ethical investments, Mrs Garton confirmed that the Council’s investments were heavily monitored and constrained by regulation. Full details could be found in Treasury Management Reports which are presented to Cabinet and Council periodically but that the ethical nature of  investments was not currently a factor

•   Members commented on the excellent collection of council tax and business rates since the introduction of the secondment of a sundry debt collector from January 2018 until March 2020.

•   The Portfolio Holder confirmed that a new Policy on Corporate Debt was due to be taken to Cabinet for approval shortly.

•   Members were advised that a report could be brought back to committee in six months with the progress made following the implementation of the Corporate Debt Policy.

To consider any other items that the Chair considers urgent

There was no urgent business.