This item is a standing item on all Overview and Scrutiny agendas. 9
BERWICK-UPON-TWEED BOROUGH COUNCIL
Council Offices, Wallace Green, Berwick-upon-Tweed, TD15 1ED
COMMITTEE: OVERVIEW AND SCRUTINY
DATE TUESDAY 21ST SEPTEMBER 2004
TIME: 6PM
PLACE: BELFORD MIDDLE SCHOOL,
BELFORD
Members: Councillors S J Anderson, A E Breckons, B A Douglas. W N Ferguson, C G Hallam-Baker, J G Hutchinson, D McClymont, R J Patterson, F I Simpson, J E Smith, W G R Weeks.
If you have any enquiries about items on this Agenda, please contact
John McLuckie, Senior Democratic Services Officer,
The Meeting will be open to the Press and Public during consideration of
the items set out in Part 1 of this Agenda.
1 DECLARATION OF INTEREST
Members are invited to declare any interest they may have in any of the items included on the agenda for this Meeting.
[Note: Any Member wishing to seek clarification as to whether it may be appropriate to declare an interest in respect of any item on this agenda should seek the advice from the Chief Executive or Borough Solicitor at least one working day before the Meeting].
2 MINUTES OF THE MEETING OF OVERVIEW AND SCRUTINY COMMITTEE HELD ON 22ND JUNE 2004
Previously circulated; Chairman to sign.
3 CONSIDERATION OF THE COMMISSIONING AND FUTURE USE OF THE ROGER TYM BERWICK TOWN ASSESSMENT
Report Author: Cllr A E Breckons, Chair of Overview and Scrutiny, tel. 01289 388419, email eb@berwick-upon-tweed.gov.uk
Members are asked to bring their copy of the Tym report with them.
The Tym Report was finalised in March 2004 and after 6 months the Chairman considers that this Committee should investigate it and how its findings are influencing Council Policy with the respect to the development of the local retail industry.
This Report was an expensive time consuming exercise and I believe that all members share my concern that proper use should be made of the information in this report.
Attention is drawn to the following areas:
In 'The Review of Planning Policies and Programmes' section page 2.
2.4 to 2.8 Town Centre and Retail Developments
2.8 to 2.11 Caborn Statement
2.11 to 2.14 Parliamentary Statement by DPM
2.15 & 2.16 PPS6 Planning for Town Centres
2.27 to 2.29 BIDS
2.56 to 2.68 BB Local Plan
2.69 to 2.72 Market Towns Initiative
2.73 & 2.74 Heritage Economic Regeneration Scheme
2.80 Development Opportunities within the Town Centre
3.17 Comparison Retailing
3.19 to 3.21 Entertainment and Leisure
3.31 to 3.39 Accessibility and Car Parking
3.40 to 3.44 Town Centre Environment
3.48 to 3.51 Summary of Strengths
3.52 to 3.55 Summary of Weaknesses
3.57 & 3.58 Opportunities and Improvements
Representatives of the Berwick-upon-Tweed Chamber of Trade and Commerce will be present at the meeting to participate in debate.
Recommendations:
To be determined in the light of our findings
4 PROGRESS REPORTS ON MATTERS IDENTIFIED THROUGH THE WORK PROGRAMME
Report Author: John McLuckie, Senior Democratic Services Officer, tel no (01289) 301 721 email jm@berwick-upon-tweed.gov.uk
Summary:
• Progress reports included in the body of the report
• Verbal updates can be given at the meeting
Purpose:
To receive progress reports from officers and Members on items carried over from the Committee’s Work Programme for 2004/05, and to determine what action is to be taken, if any.
• Council approved the Council Performance Plan in June 2004 and agreed that quarterly update reports will be presented to Members.
• First quarterly report information provided below.
Purpose:
• To update Members on the performance of services in the first quarter of the year – April to August 2004.
Report:
Performance management is one of the areas of weakness identified in the CPA process. To therefore ensure that the targets and tasks in the plan are met, Council agreed that the Overview and Scrutiny Committee and in particular the Performance Management Subgroup should monitor the plan on a quarterly basis and report the information back to full Council.
A performance management timetable was therefore issued to service managers, however, there has been a limited response, which may be due to the time of year and the holiday period. It may also be because the system is as yet unfamiliar.
However the following Services have provided update information based on the service information and PI templates in the Council Performance Plan. The information is referenced against the original plan (and page references). Please note that reporting will vary on performance indicators depending on whether they are measured monthly, quarterly or annually.
1 Archives (Linda Bankier 01289 301 865)
8.13 Areas for further attention (page 12)
Project
How will this be achieved ?
Progress to Date
Completion and appraisal of the Union of the Crowns 400 Project
Delivery of Charter Weekend 400 and publication of Freemen Roll, 1800 – 1899
Union of the Crowns project successfully delivered by end of May 2004.
Freemen Roll published end April 2004.
Financial summary for whole project to be completed by end September 2004
Bondington Project
Completion of contribution to Final Report and production of educational CD on the Project.
Contribution to final report completed August 2004 . Work on educational CD still in progress, to be completed end October 2004
Post 1974 Legal and Administrative files
Arrange disposal of files no longer required
50% of files earmarked for destruction have been removed from stable block
8.14 key tasks for 2004/05 (page 12 – 13)
Project
Progress to Date
To introduce new systems and operations via IEG, including new archives cataloguing package (CALM)
Initial training has been given on the EDMS system. Training on CALM scheduled for end September and beginning November.
Work with schools and college to promote educational and lifelong learning use of the archives
7 class visits to Record Office by schools and scheduled to undertake 7 taster sessions as part of the “Summer of Learning” initiated by NSP.
Work with community groups to develop funded heritage projects
Working with two community groups to help them submit bids to Heritage Lottery Fund. Applications to be submitted before end of December 2004.
8.15 Performance Indicators (Page 14)
Local PI
April – July 2004
LPI forecast (04-05)
LPI 28 Number of microforms used by visitors
3302
9000
LPI 27 Number of documents produced for visitors
529
1500
LPI 29 Number of talks/ visits hosted and given by the Archivist
3
7
LPI 30 Number of hours of education work undertaken (school and college)
12
40
LPI 31 Number of accessions of documents catalogued
3
15
LPI 26 Number of visits on public open days
774
2200
LPI 32 Number of written and e-mail enquiries answered
549
1500
Comment
Most of the Performance Indicators appear to be on target for the year, assuming that performance remains at the same level.
However, there are a couple of indicators, which are under performing at present:
Low Performing
Ø LPI 30 Number of hours of education work undertaken (school and college)
If the present trend continues, the service would not meet its education hours target. However, most education work, particularly in partnership with Northumberland College takes place in the winter months. The Archives service is scheduled to run two courses for the College in the Autumn and probably some more, if there is a demand.
Ø LPI 31 Number of accessions of documents catalogued
Few accessions have been catalogued because the service is about to start using a new archive software package (CALM) in the next couple of months. Existing catalogues and lists can eventually be converted into the new system but this will involve additional work. Therefore, more accessions will be catalogued once the new system is working.
Personnel (John Wilson 01289 301 714 )
10.54 Key tasks for 2004/05 (page 51)
Project
Progress to date
Job Evaluation
The completion and implementation of Job Evaluation is the highest priority and on track to be completed by November 2004
UNIPIMS Personnel System
The implementation of the UNIPIMS personnel System, which will enhance the monitoring capability and record keeping within Personnel. Technical problems associated with data transfer involving Consilium consultants has delayed implementation by 3 months
Equalities Standard introduced
The implementation of the Equality Standard for Council Services is still outstanding- NB this is a corporate health indicator- not a Personnel exclusive one.
A working party was established but to date no real action. It was originally envisaged that there should be an initial survey of policies across the Council to identify where equalities issues were formally monitored .The absence of progress on this issue will be an-ongoing concern.
In addition to those key tasks listed above is the production and implementation of a HR Strategy (including a Workforce Development Policy) which is currently in-hand and will be brought to Policy (CS&R) Committee in October.
10.55 Performance indicators(page 51-53)
Best performing:
Ø LPI 1 The percentage of defined staff who have undertaken annual formal appraisals.
1.1.1.1 This is now universal, and system has been updated for forthcoming cycle.
Ø BVPI 17 The percentage of local authority employees declaring that they meet the Disability Discrimination |Act 1995 disability definition compared with the percentage of economically active disabled people in the authority area.
1.1.2 The % of staff with a disability does reflect the back ground population.
Low performing:
Ø BVPI 12 The number of working days/ shifts lost due to sickness absence.
The increasing levels of Sickness Absence- may be partially due to more robust recording of absences for half days, but we need to manage Sickness Absence better. We will therefore be training all Managers to undertake "Return to Work" interviews for certain categories of absences, with a view to reducing absences
Ø BVPI 2 a. The level (if any) of the Equality Standard for Local Government to which the authority conforms. b. The duty to promote race equality.
See note under key tasks above.
Policy and Communications (April Shelley 01289 301 863)
10.64Key Tasks for 2004/05 (Page 54)
Project
Progress to Date
CPA Improvement Plan implementation and monitoring
Member of the Improvement Project Team to help facilitate improvement progress since CPA
Published communication strategy and tool kit
Communications Group meeting every month. Progressing Communications Toolkit for the organisation. Current timetable is to have draft ready in December, followed by training and implementation in January 2005.
Introduce a performance management structure
Initial training for Covalent Performance Management software system has taken place. Full project implementation plan now needs to be set up and timetable established.
10.65 Performance Indicators (page 55)
Local PI
April – August 2004
LPI forecast (04-05)
LPI 50 To respond to media calls within half a day when in the office.
100%
100%
LPI 51 To produce 10 press releases a month promoting the work of the council.
78%
100%
LPI 52 To review the Best Value Performance Plan format to make it a more flexible management tool.
Yes
Yes
1.1.2.1.1 Comments
Ø LPI 51 To produce 10 press releases a month promoting the work of the council.
This PI is slightly under performing which is mainly due to the summer holiday period when many officers are on leave. This means that there are slightly less requests for press releases. The figure each month on average exceeds 10.
Ø LPI 52 To review the Best Value Performance Plan format to make it a more flexible management tool.
The Plan was reviewed in April/ May 2004 but will be reviewed again in January 2005 when work begins on the next version.
Implications: See comments in the individual service updates.
Financial/Legal/Personnel:
See comments in the individual service updates.
Recommendation:
Councillors are recommended (i) to review the performance information and request any update information if necessary;(ii) review format of the information and decide if reporting mechanism is appropriate.
ii) NHS Sub-group
*** The note of the meeting on the 29th June is appended to this agenda. Members are invited to debate its contents and suggest further issues to pursue.
The NHS reps on the group sought a meeting with the Leader on the 1st September to clarify arrangements for the new out-of-hours service. The following pattern of GP coverage was reported:
• from 6.30pm – midnight, a doctor is based at the Infirmary to deal with out-of-hours GP calls and any work requiring his/her intervention in the hospital
• from midnight – 8am, a doctor based in a car in Berwick will be available to make visits. This doctor will also cover the Alnwick area. The average number of patient contacts during these hours is three per night.
The progress of the new arrangements will be reported to the Health sub-group on September 28th.
Recommendation: to consider further areas of enquiry for the health sub-group.
iii) Disability Discrimination Act
*** Cllrs Simpson and Anderson to present the sub-group’s final report.
Recommendation: to agree the final form of the report and commend its recommendations to the relevant policy committee.
5 ANNUAL WORK PROGRAMME 2004/5
Report Author: John McLuckie, Senior Democratic Services Officer, tel no (01289) 301 721 email jm@berwick-upon-tweed.gov.uk
Summary:
• Suggests a further item for consideration by the Committee
• Revisits the role of the Committee in relation to the Budget and Policy Framework
Purpose:
To continue to shape a focussed and achievable work programme for the coming year, in line with the strategic priorities of the Council.
Report:
At its previous meeting, the Committee considered its annual work programme and decided to discontinue work carried over from the previous year’s programme.
Members are invited to consider new items for inclusion, including
1. A suggestion from the Vice-Chair, Cllr Weeks, that the health impact of mobile phone masts in Seahouses be examined
2. Policy areas for detailed examination from the Policy Committees.
*** A draft of a new work programme is appended.
Recommendation: i) To consider the process and content of the annual work programme.
6 BUSINESS FOR NEXT MEETING
This item is a standing item on all Overview and Scrutiny agendas.
Members are invited to identify:
• the item for substantive debate
• any items in the work programme on which they would like a more detailed progress report
Members are reminded of their responsibility
to sign the Attendance Sheet in compliance with the Rules of Procedure.
