Agenda and minutes

Venue: Committee Rooms 1 & 2 - Deanes. View directions

Contact: Democratic Services Team 

Link: Video recording

No. Item


Apologies for absence and substitutions


Councillor T Capon was replaced by Councillor J Vaux.

Councillor K Carruthers was replaced by Councillor C Kinnear

Councillor C Ashfield was replaced by Councillor P Harvey

Councillor C Wooldridge was replaced by Councillor L James


Appointment of Vice Chair


Councillor S Frost resigned as Vice Chair due to work commitments.

Councillor G Falconer was appointed Vice Chair for the 2019-2020 municipal year.


Declarations of interest


Councillors Potter, Harvey and James declared an interest in item 7 of the Agenda and proposed to vacate the meeting at that point. Control of the meeting would then delegate to the Vice Chair.


Urgent Matters

To consider any items of business, other than those shown on this agenda and which, by reason of special circumstances to be stated at the meeting, in the opinion of the Chairman, should be considered at the meeting as a matter of urgency.



There were no urgent items.


Minutes of the meeting held on 18 June 2019


The minutes of the meeting held on 18 June 2019 were confirmed as a correct record and signed by the Chair.


Performance Panel Update pdf icon PDF 221 KB

Contact Officer: Carol Lake


The committee is asked to note the draft minutes of the Performance Panel meeting of 1st July and the Council Plan 2016-2020 Performance Tracker Q4 Year-end 2018-19 scorecard results. 


Additional documents:


In the absence of the Chair of Performance Panel, the Executive Director of Finance and Resources presented the Performance Panel update.


It was noted that a full review and comparison of indicators linked to the Council Plan would be undertaken over the forthcoming year.


The committee welcomed the fact that KPIs and supporting background data were being scrutinised. It was confirmed that where a proposed indicator was deemed useful or desirable then relevant data collection would be explored and the KPI implemented if feasible.


It was explained that the performance tracker scorecard report presented to the committee detailed high level aspirations, but that the Performance Panel had reviewed a more detailed report, containing all of the full lower level measurable indicators which fed into the higher level targets.


The Performance and Service Planning Officer agreed to meet with Cllr L James at a future date to discuss the measurements and housing KPIs in further detail.


It was noted that for the past three years, 3% of the KPIs had been red. It was queried whether this was standard. It was explained that the alerts would have covered a broad variety of different areas, and would not be a standard to settle for. Any red areas would be pro-actively investigated and improvements sought.


The Performance and Service Planning Officer agreed to amend and clarify the year-end percentages for each rating and circulate to the committee members.


It was not known how many of the KPIS were qualitative and how many quantitative, however the Executive Director of Finance and Resources commented that the forthcoming review aimed to challenge all of the indicators to ensure that they provided meaningful, measurable and insightful data. Suggested areas for review or improvement were welcomed from the committee.  


It was noted that the next meeting of the Performance Panel was scheduled for September and that any suggestions in relation to the review; either for improvement or criteria for review should be directed to the panel Chair prior to the meeting.


Resolved:     the Committee


·         Note the report; and

·         Note and welcome the intention of the Performance Panel to oversee a full review of the process for measuring and reporting KPIs.


Requests made under the Freedom of Information Act 2000 and Environmental Information Regulations 2004

Contact Officer:        Ann Greaves


To receive and review further information relating to particulars of a potential offence under Section 77 of the Freedom of Information Act 2000, which had been reported to the ICO.


To also review amended procedures relating to the receipt and processing of FOI requests.

Additional documents:


The Chair and Councillors Harvey and James excused themselves from the meeting and the Vice Chair proposed that due to the confidential nature of information contained within the report, the Committee pass a resolution that by virtue of paragraphs 1 & 2 of Part 1 of Schedule 12A of the Local Government Act 1972, the public be excluded from the meeting.


On resumption of the open session the Vice Chair closed the meeting.


Resolved:     the Committee


·         Note the contents of the report and further note that procedures for dealing with responses to Freedom of Information requests are generally robust;

·         Note with concern the contents of the letter of the ICO dated 3 April 2019;

·         Recommend to the Audit and Accounts committee that HR procedures are reviewed to ensure that all correspondence relating to any member of staff is filed on the Employee’s HR file, appropriately restricted  and that the Head of Human Resources and Organisational Development review procedures regarding the accessibility and retention of such documents; and

·         Recommend that the Audit and Accounts Committee review the report and the findings of the committee as set out above from a governance perspective including whether internal audit be requested to undertake a sample audit of FOI requests.


Review of Work Programme


The Committee reviewed and agreed its work programme with the following comments:-


·         5 September: it was noted that the Annual Allocations Policy report would be an Agenda item;

·         Cllr James referred to a work suggestion form that had been presented to the Economic Planning and Housing Committee (EPH), which proposed the review of the allocations and development policy in relation to families in flats. The Chair of EPH reported that it had been determined that the subject was best reviewed by Scrutiny Committee.  A copy of the work suggestion had been shared with housing officers with a request to address issues raised by it within the Annual Allocations Report.

·         S106 monies task and finish group: it was reported that the group had held a preliminary meeting the preceding day. Early consultation with ward councillors when drawing up s106 agreements was a key aim of the group. A further meeting was due to be scheduled in September.


Cllrs Harvey, Watts and Vaux requested membership of the group.