PROPERTY AND ADMINISTRATION 26
June 2001
SUB-COMMITTEE (4.30
– 7.10pm)
PRESENT: Councillors Taylor (Chair),
Bradnack, Currie, Douglas, Dryden, Lakin,
C Rosenstiel and Woodford
ALSO PRESENT: Councillor Durrant (minute number
01/39)
FOR THE INFORMATION
OF THE COUNCIL
01/b/32
MINUTES
The minutes of
the ordinary meeting held on 13 March 2001 and of the special meeting held on
17 May 2001 were confirmed as correct records and signed by the Chair.
01/b/33
APOLOGIES
An apology for
absence was received from Councillor Smith.
The Chair
welcomed Councillor Douglas, who was attending his first meeting as a member of
the Sub-Committee.
01/b/34 DECLARATIONS OF INTEREST
There were no
declarations of interest.
01/b/35 PUBLIC
QUESTION TIME
No members of the public wished to address the
Sub-Committee.
01/b/36 PROVISIONAL
OUTTURN FOR 2000/01 AND BUDGET CARRY FORWARD REQUESTS INTO 2001/02
The
Director of Finance presented a report which described the Sub-Committee’s
provisional revenue income and spend position (revenue outturn) for the 2000/01
financial year and set out the latest position on requests to carry forward
underspends into 2001/02.
Councillor
Bradnack welcomed the underspend on rent allowances, as it indicated that there
were fewer people requiring help with paying their rent. However, he was concerned that the
underspend might partly be the result of people not claiming benefits which
they were entitled to, and he asked for a report describing how the Council
proactively encouraged people to make benefit claims.
Action by: Head of Revenue Services
Councillor
Douglas expressed concern at the large underspends on the Revenue Services and
Finance General budgets. The Head of
Revenue Services explained that the underspend on the Revenue Services budget
was partly as a result of a reduction in the take-up of benefits, a trend which
was being experienced nationally; one reason for this was the implementation of
new anti-fraud measures. He would
supply Councillor Douglas with further information on the national and local
figures.
Action by: Head of Revenue Services
Councillor
Bradnack said that the underspends on the two budgets should be examined critically.
Resolved
(by 4 votes to 0) that the provisional outturn
position be noted and the latest budget carry forward requests detailed in
Appendix C to the report be referred to City Board for approval.
Action
by: Chief Executive, Director of
Central Services and Director of Finance
01/b/37 OUTCOME
REPORT OF THE BEST VALUE FUNDAMENTAL SERVICE REVIEW (BVFSR) OF THE RECEPTION
AND TELEPHONE SERVICE
The Head of Reception and Office Services
presented the outcome report of the BVFSR of the Reception and Telephone
Service. He also made the following
additional recommendation to those included in the report: “The
Sub Committee is asked to approve the extension of the five-year telephone
contract with Siemens for the reasons detailed in paragraph 5.4.3 of the
report”.
In response to
a question from Councillor Bradnack, the Head of Reception and Office Services
confirmed that the additional work resulting from the Action Plan (contained in
Appendix 1 to the report) could be accommodated within existing budgets.
Councillor
Douglas questioned the recommendation to extend the telephone contract with
Siemens without undertaking a tendering exercise. The Head of Reception and Office Services responded that the
Legal and Finance Departments had approved this recommendation from a
procedural point of view. On a
practical level, undertaking a tendering exercise would delay the upgrading of
the Council’s telephone system by at least nine months. Siemens was familiar with the Council’s
telephone system and had offered a very reasonable price; furthermore, Siemens
had proved to be a reliable contractor.
The
Sub-Committee considered the issues set out in section 6 of the report –
“Choices” – as described below.
6.2.1
Separating Switchboard and Reception
Members were happy for the switchboard and reception service to remain combined unless and until further changes in reception points made it desirable for them to be separated.
6.2.2
Access to the Guildhall
Members agreed that an investigation should be carried out to determine ways of further improving access to the Guildhall.
6.2.3
Extension of Opening Hours
The Head of
Reception and Office Services said that market research would be carried out in
the summer to ascertain whether customers wished the reception and switchboard
service to extend its opening hours. He
would report back the results of this research to the Sub-Committee in
November. Members agreed to await the
findings of the research before further consideration of opening hours.
6.2.4
Speed and Quality of the Reception
and Switchboard Service; and
6.2.5
Frequency of Customer Satisfaction
Surveys
In answer to a question from Councillor Bradnack, the Head of Reception and Office Services said that he did not believe that the reception and switchboard service’s comparative cost performance was as bad as was suggested by the benchmark figures; it had been very difficult to make appropriate and effective comparisons.
Members agreed
that the question of employing an additional customer services officer should
be addressed as part of the budget process.
6.2.6
Automated Call Distribution
Members were happy that officers proceed with initiatives using automated call distribution to introduce an 0800 Freephone number for people telephoning the Council and an enhanced out-of-hours message-leaving service.
6.2.7
Services for Members
In answer to a question from Councillor Dryden, the Head of Reception and Office Services said that he had asked ITNET to let him know the cost of a feasibility study into installing internal Council telephone lines to members’ homes; he would report back to the Sub-Committee in November. Members agreed that this should be investigated, as well as the installation of individual voice-mail boxes for each member.
6.2.8 Telephone
Links with Outside Bodies
Members agreed that an investigation should be carried out into expanding existing telephone links to other public bodies.
6.3
Objectives
Councillor Bradnack suggested that there
should be an additional objective to those listed in the report, as
follows: “To provide a clear, accessible and approachable first
point of contact with the Council for members of the public". Subject to this addition, members endorsed
the objectives listed in the report.
Resolved that
1) (with no votes against) The report be received.
2) (with no votes against) The Action Plan for Continuous Improvement, as
contained in Appendix 1 to the report, be endorsed.
3) (with no votes against) Actions be taken under the “Choices” section of
the report, as indicated above.
4)
(by 5 votes to 0) An extension of the five-year telephone contract with Siemens be
approved, as detailed in paragraph 5.4.3 of the report.
01/b/38 ALL-POSTAL BALLOTS
The Head of Legal and Democratic Services presented a report which described work undertaken by the Council towards piloting all-postal ballots, and asked members to decide if and how this should be progressed.
During the discussion, members made the following
points:
·
all-postal
ballots denied the individual the right to choose to vote at a polling station;
·
there was a
possibility that a person’s vote could be unduly influenced if voting was
taking place under circumstances which would not necessarily be private;
·
there was no
strong evidence to suggest that all-postal ballots produced increased voter
turnouts;
·
before
undertaking any pilot of all-postal voting, the Council should:
-
study
feedback from the Government on postal voting at the recent General Election;
-
set out a
clear indication as to what the pilot would need to achieve to be considered
successful; and
-
consult with
electors in the wards proposed to be used for the pilot.
Councillor Bradnack felt, however, that there was
evidence to suggest that all-postal ballots produced increased voter
turnouts. He believed that the Council
should pilot all-postal ballots as soon as possible; this decision needed to be
made quickly, as the Council would have to indicate by the end of October this
year if it wished to apply to undertake a pilot at the May 2002 elections.
Councillor Douglas suggested that the Periodic
Electoral Review and Local Government Act Sub-Committee could be asked to
consider the issues.
Resolved (by 6 votes to 2) that the Council does not proceed with an application
to pilot all-postal ballots at this time.
Councillor Bradnack requested that this decision be referred to City Board.
01/b/39 ABBEY
HOUSE, BECHE ROAD
Although the report on this item contained exempt information, the Chair decided that the discussion should be held in open session, as a member of the public was present to hear it and it would be possible to hold the discussion without referring specifically to the exempt information.
The Head of Property and Building Services presented a report which asked the Sub-Committee to consider what action needed to be taken regarding an historic property owned by the Council known as Abbey House. A letter from a member of the public was tabled.
The Head of Property and Building Services added that he wished to change the second part of the recommendation in paragraph 2.1 of the report, so that it would read: “Officers be instructed to work together and with conservation organisations inside and outside the city (including the National Trust) to examine ways of identifying an appropriate use for Abbey House, and to report back to the Sub-Committee within 12 months”.
Members welcomed the amended recommendation. In answer to a question from Councillor Woodford, the Head of Property and Building Services said that there were no covenants significantly limiting the use of the property, but a change of use would need to be approved through the planning process.
Councillor Durrant attended and spoke in support of the amended recommendation. The Chair thanked him for his work in seeking a satisfactory outcome to this issue.
Resolved (unanimously)that
1) An early surrender of the existing lease of Abbey House be accepted in principle, on a date to be agreed, subject to the Council being given vacant possession.
2) Officers be instructed to work together and with conservation organisations inside and outside the city (including the National Trust) to examine ways of identifying an appropriate use for Abbey House, and to report back to the Sub-Committee within 12 months.
Action by: Head
of Property and Building Services
01/b/40 TWINNING
The Head of
Legal and Democratic Services presented a report which described two requests
for grants funded from the twinning budget and asked the Sub-Committee to
consider whether it wished to make a bid for an increase in the twinning budget
for 2002/03.
Members
expressed their sympathies in principle to increasing the twinning budget for
2002/03; however, they felt that it should not be considered at this meeting,
but raised during the budget process.
Resolved (unanimously) that
1) £1,070 be granted to the Cambridge-Heidelberg Partnership Association.
2) £1,500 be granted to the Cambridge-Szeged Society.
01/b/41 REVENUE SERVICES HOUSING AND
COUNCIL TAX BENEFIT ANTI-FRAUD STRATEGY
The Head of Revenue Services presented a report which provided an amended version of the Revenue Services Housing and Council Tax Benefit Anti-Fraud Strategy.
Resolved (with
no votes against) that the revised Housing and Council Tax Benefit Anti-Fraud
Strategy attached to the report be approved and formally endorsed.
01/b/42 PROPERTY
PERFORMANCE INDICATORS
The Head of Property and Building Services presented a report which described the new performance indicators for Council property and property services, as introduced by the former Department for the Environment, Transport and the Regions (DETR).
Resolved
(unanimously)
that
1)
The
DETR performance indicators listed in the report be adopted.
2)
Authority
be delegated to the Head of Property and Building Services to set up
appropriate arrangements for collecting and collating data, including drawing
resources from the Property Strategy Fund where necessary, subject to the
normal approval procedures.
Action
by: Head of Property and Building
Services
01/b/43 SCHEME
OF DELEGATION – NEW AND RENEWED LEASES
The item suggested an amendment to the Scheme of Delegation in relation to the management of general property holdings.
Resolved (with no votes against) that the following amendment to the
Sub-Committee’s Scheme of Delegation be approved (amendment shown in bold):
“(xiii) Management of the
general property holdings of the Sub-Committee (including the approval of new
and renewed leases):
With the exception of the
disposal of the freehold interest (or the granting of a lease over 20 years)
of any land or property exceeding 100 sq metres”.
01/b/44 OUTCOME REPORT OF THE BEST VALUE FUNDAMENTAL SERVICE REVIEW
(BVFSR) OF PROPERTY SERVICES
The Head of Property and Building Services presented
the outcome report of the BVFSR of Property Services.
The
Sub-Committee considered the issues set out in section 8 of the report –
“Choices” – as described below.
8.1
In-House Option
Members agreed that the property service should be retained in-house (with an element of continued externalisation when appropriate).
8.2
Report on the Property Management of
the Council’s Administrative Buildings
The Head of Property and Building Services said that he had revised his recommendation on this issue: he felt that the report on the property management of administrative buildings should be annual rather than bi-annual. Councillor C Rosenstiel suggested that it would be better if the report was made to the Property and Administration Sub-Committee, rather than the Office Accommodation Working Party, as the Working Party met on an occasional, ad-hoc basis.
8.3
On-going Initiatives
In answer to a question from Councillor Bradnack, the Head of Property and Building Services said that the list of initiatives complied with the Council’s latest Corporate Objectives. Members noted the list of initiatives.
8.4
Local Shops and Post Offices
The Chair
welcomed the commitment to investigate ways of offering more support to local
shops and post offices in the interest of sustainable local communities.
8.5
Policy
on Property Holdings
Councillor
Douglas stated that the Council’s Policy on Property Holdings should be
revised: it was now five years old and
the Council had adopted new Corporate Objectives since it was written. He challenged the need for the Council to
hold “investment property”. Councillor
C Rosenstiel said, however, that the Policy was not in need of revision and
remained more than adequate.
Resolved that
1) (with no votes against) The report be received.
2) (by 4 votes to 0) The Action Plan for Continuous Improvement, as
contained in Appendix 7 to the report, be endorsed.
3) (with no votes against) The property service be retained in-house (with an element of continued externalisation when appropriate).
4) (with no votes against) A report on the performance of the property
management of administrative buildings be submitted annually to the Property
and Administration Sub-Committee.
5) (by 4 votes to 3) The Council’s Policy on Property Holdings, as attached
at Appendix 1 to the report, be reapproved.
01/b/45 APPOINTMENTS
TO OUTSIDE BODIES
(i) Cherry
Hinton First Allotment for Public Works
Resolved (with no votes against) that the following be appointed as Trustees for
the Cherry Hinton First Allotment for Public Works:
Councillor
Howell 1/6/2002
Councillor
Stuart 1/6/2002
(ii) Local Government Information Unit
Resolved (with no votes against) that the following be appointed to represent the
Council on the Local Government Information Unit:
In making the nomination to this body, members agreed
that the appointment would more appropriately be made by City Board.
01/b/46 DAY
AND TIME OF MEETINGS
Resolved (with no votes against) that meetings of the Sub-Committee continue to
be held on Tuesdays at 4.30pm.
01/b/47 GRANTING OF LEASE AT WHITLOCK’S
SHELTERED HOUSING SCHEME, TRUMPINGTON
The
Sub-Committee noted the urgency action that had been taken to let flats at
Whitlock’s.
01/b/48 EXCLUSION
OF THE PUBLIC
Resolved (with
no votes against) that the public be excluded from the meeting for the next
items on the grounds that if they were present there would be disclosure to
them of information defined as exempt from publication by paragraphs 3, 7, 8
and 9 of Part I of Schedule 12a of the Local Government Act 1972.
01/b/49 EXTENSION OF BANKING CONTRACT
The Director of
Finance presented a report which described the likely cost implications of the
extension to the Council’s banking contract.
Councillor Douglas said
that the contract should be subject to a tendering exercise.
Resolved (by
5 votes to 1) that a three-year
extension of the Council’s existing banking contract with HSBC Bank plc, with
effect from 1 April 2002, be approved, based upon the tariff outlined in the
appendix to the report.
Action by: Director of Finance
01/b/50 GENERAL DEBTS – BAD DEBTS FOR
WRITE-OFF
The Director of Finance presented a report which described a general debt which was deemed no longer collectable and sought approval to write off the debt.
Resolved
(with no
votes against) that the one case of debt listed in the schedule attached to the
report totalling £2,114.28 be written off.
Action
by: Director of Finance
01/b/51 NON-DOMESTIC RATES – BAD DEBTS FOR
WRITE-OFF
The Head of Revenue
Services presented a report which described Non-Domestic Rate debts that were
deemed no longer collectable and sought approval to write off the debts. He added that the total amount of write-off
quoted in the report as £21,148,25 was incorrect; the correct figure was
£18,229.52.
A member advised that he
could provide some information about the debts listed in the report as
3114-325-7, 3115-071-2 and 3115-072-1.
It was therefore decided that these debts should not be written off at
this stage, with the result that the total amount written off was further
reduced from the figure quoted in the report.
Resolved (with
no votes against) that the debts as listed in the report, with the exception of
those mentioned above, totalling £12,406.78
be written off.
Action by: Head of Revenue Services
The meeting
ended at 7.10pm
CHAIR