Agenda and minutes

Venue: Bromley Civic Centre

Contact: Philippa Gibbs  020 8461 7638

Items
No. Item

69.

APOLOGIES FOR ABSENCE AND NOTIFICATION OF SUBSTITUTE MEMBERS

Minutes:

Apologies were received from Councillor Will Rowlands and Councillor Keith Onslow attended as substitute.  Apologies for lateness were received from Councillor Marlow.

70.

APPOINTMENT OF VICE-CHAIRMAN

Minutes:

Councillor Fawthrop proposed that Councillor Robert Evans be appointed Vice-Chairman for the 2022/23 municipal year.  This was seconded by Councillor Brock, put to the vote and CARRIED.

 

RESOLVED: That Councillor Robert Evans be appointed Vice-Chairman for the remainder of the 2022/23 municipal year.

 

 

71.

DECLARATIONS OF INTEREST

Minutes:

Councillor Fawthrop declared that he was an employee of BT.

72.

QUESTIONS FROM COUNCILLORS AND MEMBERS OF THE PUBLIC ATTENDING THE MEETING

In accordance with the Council’s Constitution, questions that are not specific to reports on the agenda must have been received in writing 10 working days before the date of the meeting. 

 

Questions specifically on reports on the agenda should be received within two working days of the normal publication date of the agenda.  Please ensure that questions specifically on reports on the agenda are received by the Democratic Services Team by 5pm on 10 January 2023.

Minutes:

Councillor Alisa Igoe submitted the following oral question for response by the Portfolio Holder for Resources, Commissioning and Contracts Management:

 

23/11/22 Minutes show sale of Chislehurst Library for redevelopment has failed for second time since “decision to originally dispose of the library was made by Executive Sept 2014 as a Part 2 decision” - 06/10/20 RR&H. A recommendation added 23/11/22 enables the Council, if it wishes, to consider redevelopment on its own land, to include re-provision of a library.  It also allows consideration of non-Council owned land.  How many private landowners, not previously discounted during past marketing, have approached the Council to date? 

 

Reply:

 

None

 

Supplementary Question:

 

Can I assume that the library will be maintained, and that funding will be made available to provide disabled access and bring the building up to standard?

 

Reply:

 

In response, the Portfolio Holder for Resources, Commissioning and Contracts Management explained that it was a question for the Portfolio Holder for Renewal, Recreation and Housing and consequently referred the question to that Portfolio Holder.  The Portfolio Holder for Resources, Commissioning and Contracts Management confirmed that the intention was to keep it as an operating library.

 

(prior to asking the question, Councillor Igoe declared that she had a library card)

73.

MINUTES OF THE EXECUTIVE, RESOURCES AND CONTRACTS PDS COMMITTEE MEETING HELD ON 23 NOVEMBER 2022 (EXCLUDING EXEMPT ITEMS) pdf icon PDF 370 KB

Minutes:

The minutes of the Executive, Resources and Contracts PDS Committee meeting held on 23 November 2022 (excluding exempt information), were agreed and signed as a correct record.

 

74.

MATTERS OUTSTANDING AND WORK PROGRAMME pdf icon PDF 226 KB

Minutes:

Report CSD23001

 

The report dealt with the Committee’s business management including matters outstanding from previous meetings and the proposed work plan for the remainder of the year.

 

RESOLVED: That the report be noted.

 

 

75.

FORWARD PLAN OF KEY DECISIONS pdf icon PDF 158 KB

Minutes:

The Committee noted the Forward Plan of Key Decisions covering the period December 2022 to March 2023.

 

76.

RESOURCES, COMMISSIONING AND CONTRACTS MANAGEMENT PORTFOLIO - PRE-DECISION SCRUTINY

Portfolio Holder decisions for pre-decision scrutiny.

Minutes:

The Committee considered the following report(s) where the Resources, Contracts and Commissioning Portfolio Holder was recommended to take a decision.

76a

CAPITAL PROGRAMME MONITORING - QUARTER 3 2022/23 pdf icon PDF 343 KB

Additional documents:

Minutes:

Report FSD23002

 

On 18 January 2023, the Executive would receive a report summarising the current position on capital expenditure and receipts following the third quarter of 2022/23 and would be asked to agree a revised capital programme for the five-year period 2022/23 to 2025/27. The report highlighted changes to be put to the Executive and the Leader in respect of the capital programme for the Resources, Commissioning and Contract Management portfolio. The revised programme for the Resources, Commissioning and Contracts Management portfolio was set out in Appendix A and detailed comments on individual schemes were shown in Appendix B.

 

RESOLVED: That the Portfolio Holder be recommended to note and acknowledge the changes to be put to the Executive on 18 January 2023.

77.

SCRUTINY OF THE LEADER AND SCRUTINY OF THE PORTFOLIO HOLDER FOR RESOURCES, COMMISSIONING AND CONTRACTS MANAGEMENT

Minutes:

The Leader of the Council, Councillor Colin Smith, and the Portfolio Holder for Resources, Commissioning and Contracts Management attended the meeting to respond to questions from the Committee.

 

The Leader provided a brief overview noting that things had been “thrown sideways” last year following the Russian invasion.  This has lead to increased inflation resulting in additional costs to the Council.  Whilst it had been possible to manage inflationary pressures within contracts, the additional costs to the Council were likely to result in an increase in Council Tax.  The Leader paid tribute to staff for “sticking with us” over salary increases.  It was acknowledged that inflation had meant that the previous pay settlement had not reflected pressures around the cost of living, and this would be reviewed during consideration of the budget report during the Executive meeting on 18 January 2023.

 

The Leader reported that the Council continued to challenge the Mayor of London’s proposed ULEZ (Ultra Low Emission Zone) extension as aggressively as possible.  In addition, the Environmental Team were braced for potential bad weather in the coming days and issues with potholes were being addressed.

 

Turning to the Council’s finances, Bromley had received a reasonable settlement from the Government and senior Members and Officers continued to lobby the Government over fairer funding.

 

The Portfolio Holder for Resources, Commissioning and Contracts Management highlighted that the unprecedented financial situation has made it difficult to forecast and the Council had seen many of its costs increasing with very few options for increasing income.

 

Officers had worked hard on the Operational Property Review and the Portfolio Holder highlighted that it was reasonable for the Council to review how services were provided and the estate it required.  Once again, the Portfolio Holder reiterated that the Council would not be engaging in fire sales of any property deemed surplus to requirement.

 

The Meadowship 2 scheme had been delivered which was positive news.  Delivery of the scheme had been made more challenging by volatility in the gilt market in September, however Officers had overcome these challenges.

 

The Portfolio Holder remarked that a low point had been receiving a further challenge from Biggin Hill Airport Limited.

 

The Leader and the Portfolio Holder then responded to questions, making the following comments:

 

  • In relation to the ULEZ, the Leader confirmed that along with 4 or 5 likeminded outer London boroughs, Bromley continued to challenge.  The Council would continue to follow legal processes and legal advice was being sought in relation to whether the Mayor of London needed permission to instal signs and equipment on non-TfL roads.
  • The Leader confirmed that, in his view, it was unlikely that the outcome of the fairer finding review would be known this side of a general election.
  • In relation to property disposals, the Portfolio Holder for Resources, Commissioning and Contracts Management provided reassurance that assets would have a reserve price.  The Leader highlighted that it was difficult to predict the direction of the commercial property market and any reserve price would be the  ...  view the full minutes text for item 77.

78.

PRE-DECISION SCRUTINY OF EXECUTIVE REPORTS

Members of the Committee are requested to bring their copy of the agenda for the Executive meeting on 18 January 2023.

Minutes:

The Committee considered the following reports on the Part 1 agenda for the meeting of the Executive on 18 January 2023:

 

(5)

DRAFT BUDGET 2023/24 AND UPDATE ON THE COUNCIL'S FINANCIAL STRATEGY

Report FSD23003

 

The report sought approval of the initial draft 2023/24 Budget including the full year effect of changes agreed as part of the 2022/23 Council Tax report and savings approved during the year with the resultant impact on the Council’s medium term “budget gap”.

A key part of the financial strategy was to highlight the budget issues that would need to be addressed by the Council over the coming financial years, by forecasting the level of available resources from all sources and budget pressures relating to revenue spending. Details of the capital programme and the impact on the revenue budget was reported elsewhere on agenda.

 

PDS Committees views would also be sought and reported back to the next meeting of the Executive, prior to the Executive making recommendations to Council on the 2023/24 Council Tax and Adult Social Care precept levels.

 

The report provided details of the Provisional Local Government Finance Settlement 2023/24 which was published on 19th December 2022 and represented a one-year settlement only, with limited indication of funding for 2024/25. The awaited Fair Funding Review and changes relating to the devolution of business rates, which could have a significant impact on future funding, had been delayed until at least 2025/26 – more realistically unlikely to be implemented until 2026/27.

 

There were still outstanding issues and areas of uncertainty remaining, including, for example grant conditions, which could impact on the final revenue budget. Any significant changes would be reported to the Executive and further updates would be included in the 2023/24 Council Tax report to the next meeting of the Executive.

 

In response to a question about the budget line for external counsel advice, the Director of Finance confirmed that responsibility for the Legal Service rested with the Portfolio Holder for Resources, Commissioning and Contracts Management.  There were recharges but the initiator for counsel advice was through the Legal Service.

 

Noting that costs for local elections occurred every four years, the Chairman queried whether funds could be set aside annually to spread the cost.  In response the Director of Finance agreed that there was a choice and there had possibly been a historical decision not to treat the funds as earmarked reserves by setting aside funds annually.  However, there were different approaches that could be taken, and the funding could be reviewed.

 

The Director of Finance set out the budget process noting that individual PDS Committees would now receive and review portfolio budgets.  The PDS contributions would then be reported back to the Executive in February.

 

The Chairman proposed the following additional recommendation for the Executive to consider:

 

2.1.12 That the Executive agrees that where possible any identified savings should be taken in year.

 

The motion was seconded by Councillor Owen.

 

Noting that Bromley had not had any return from its contributions to the London  ...  view the full minutes text for item 78.

79.

EXCHEQUER SERVICE - CONTRACT PERFORMANCE REPORT pdf icon PDF 380 KB

Additional documents:

Minutes:

Report FSD22092

 

The report provided information regarding Liberata’s performance in the provision of Exchequer Services for the period 1st April 2022 to 30th September 2022 with an updated position as at 30th November 2022.  A letter from Amanda Inwood-Field, Liberata’s Contract Director, provided an update on each individual service and was attached at Appendix 1 of the report with statistical data relating to the services shown in subsequent appendices.

 

In opening the discussion, a Member asked that for future reports the graphs presented be reformatted to make them easier to understand.

 

In response to a question from the Chairman, representatives from Liberata explained that in October there had been a large number of invoices for the NHS.  Members noted that Bromley’s policy was that invoices were paid immediately on receipt whilst the NHS had a longer turn-around time.  The Committee requested that details of the average payment time for NHS invoices be provided in the next report.  The Chairman suggested that it may also be helpful to review the legislation and remind the NHS of their duty to pay invoices on time.

 

The Committee discussed the issue of disputes and Members noted that it was not unusual for disputes to be raised.  Ultimately, only the service department could resolve disputes and the Council would normally ask that any element not of an invoice not in dispute be paid.  The Assistant Director for Exchequer Services highlighted that in the last year the level of disputes had reduced by 16%.

 

RESOLVED: That the report be noted.

 

80.

BENEFITS SERVICE MONITORING REPORT pdf icon PDF 516 KB

Additional documents:

Minutes:

Report FSD22089

 

The report provided information regarding the performance of the Benefits Service provided by Liberata for the period 1 April to 30 November 2022. A letter from Amanda Inwood-Field Liberata’s London Regional Contract Director wass attached as Appendix 1 of the report. And provided Liberata’s perspective of performance, together with an update on initiatives to be introduced in the coming months. 

The Committee discussed the number of people waiting more than 80 days for change of circumstances to be processed.  The Revenues and Benefits Manager highlighted that it was the responsibility of the customer to provide details and they were given extra time to do this which accounted for some of the delays.  When the service was made aware that someone was vulnerable, avenues of support were investigated and provided where necessary.  Members noted however that assistance could only be provided in cases where the service was made aware of an issue.

RESOLVED: That the report be noted.

 

81.

REVENUES SERVICE MONITORING REPORT pdf icon PDF 245 KB

Additional documents:

Minutes:

Report FSD22090

 

The report provided information regarding the performance of the Revenues Services provided by Liberata for the period 1 April to 30 November 2022. A letter from Amanda Inwood-Field, Liberata’s London Regional Contract Director, provided an update on each of the individual services and was attached Appendix 1 of the report with statistical data relating to the Revenues Service attached at Appendix 2.

 

Members noted that reminders and final demands signposted customers to avenues of support that were available however, many customers who found themselves in difficulty tended to put their head in the sand and did not access the support that was available.

 

The Committee discussed the Empty Homes Premium and Members noted that it incentivised homeowners to bring their properties back into use.  In response to a question, the Revenues and Benefits Manager explained that if a property was uninhabitable an application had to be made to the Valuation Office to take the property out of the ratings. 

 

The Committee noted that Council Tax collection rates had not returned to pre-Covid levels.  Members noted that more long-term arrangements were in place and the service was trying to be as flexible as possible.  In response to a question, the Revenues and Benefits Manager confirmed that no analysis had been undertaken of the impact of a further rise in Council Tax on people in arrears.

 

The Committee were advised that the rise in the amount of collectible debt could be attributed to the fact that businesses were struggling in the current economic climate.  There had been an increase in the number of cases referred to enforcement agencies and the Committee requested that a future report provide details of whether Bromley was in line with other Local Authorities.

 

RESOLVED: That the report be noted.

 

 

82.

CUSTOMER SERVICES CONTRACT MONITORING REPORT pdf icon PDF 355 KB

Additional documents:

Minutes:

Report CSD22126

 

The report provided information on the performance of the Customer Service Contract provided by Liberata for the period 1st May 2022 to 31st October 2022. A letter from Amanda Inwood-Field, Contract Director for Liberata, provided her update on each individual element and was attached at Appendix 1 of the report.

The Committee heard that Liberata did not use mystery shoppers, but internal quality checks were carried out with managers listening in to the quality of calls and customer feedback was regularly reviewed, The Assistant Director for Customer Services also confirmed that the Client Team checked a random selection of calls, and the output was discussed at the monthly service review meetings.

 

A Member reported that an increasing number of complaints were being received from residents who were confused about the call system.  In light of the increasing number of complaints, it was suggested that a review of the call system needed to be undertaken.

 

The Chairman requested that details of the number of call bail outs, misdirected calls and abandoned calls be provided in a future report to the Committee.  The Assistant Director of Customer Services confirmed that where details of the date and time of misdirected calls were provided it would be possible to track and investigate.  Members noted that steps were taken to rectify misdirected calls where they were identified.

 

In response to questions around the performance of the Out of Hours Service, the Committee noted that call centres across the UK had struggled with attrition and sickness in the last year.  July was a particular pinch point, as this was one of the main months where staff looked to take annual leave thus further reducing levels of available staffing. Discussions had taken place with the out of hours provider and an improvement plan had been put in place.  In addition, performance meetings were now taking place on a weekly basis and whilst performance had remained slightly below target, it was improving.  The Chairman requested that an update on the performance of the out of hours service be provided at the next meeting or the one after, along with details of the longest elapsed time that someone was waiting for a call to be answered and the longest elapsed time before a call was abandoned.

 

In response to a question, the Committee noted that the proof-of-concept voice bot had been tested internally and was going live in the Registrars Service on 17 January 2023.

 

A Member noted that compared with 12 months ago there were less calls but no improvement in performance.  It was agreed that further analysis should be undertaken and reported back to the Committee.  There were a number of contributing factors with calls taking longer and call handlers having to deal with increasingly complex issues.

 

RESOLVED: That the report be noted.

83.

LOCAL GOVERNMENT ACT 1972 AS AMENDED BY THE LOCAL GOVERNMENT (ACCESS TO INFORMATION) (VARIATION) ORDER 2006, AND THE FREEDOM OF INFORMATION ACT 2000

The Chairman to move that the Press and public be excluded during consideration of the items of business listed below as it is likely in view of the nature of the business to be transacted or the nature of the proceedings that if members of the Press and public were present there would be disclosure to them of exempt information.

Minutes:

RESOLVED that the Press and public be excluded during consideration of the items of business referred to below as it is likely in view of the nature of the business to be transacted or the nature of the proceedings that if members of the Press and public were present there would be disclosure to them of exempt information.

 

The following summaries

refer to matters involving exempt information

 

 

84.

EXEMPT MINUTES OF THE MEETING HELD ON 23 NOVEMBER 2022

Minutes:

The Part 2 (exempt) minutes of the meeting held on 23 November 2022 were agreed, and signed as a correct record.