Agenda and minutes

Performance and Finance Select Committee
Wednesday, 20th March, 2019 10.30 am

Venue: County Hall, Chichester

Contact: Lisa Sampson on 033 022 28193  Email:  lisa.sampson@westsussex.gov.uk

Items
No. Item

82.

Declarations of Interest

Members and officers must declare any pecuniary or personalinterest in any business on the agenda. They should also make declarations at any stage such an interest becomes apparent during the meeting. Consideration should be given to leaving the meeting if the nature of the interest warrants it. If in doubt please contact Democratic Services before the meeting.

Minutes:

82.1  Dr Walsh declared a personal interest in relation to Capita Partnership Performance (pensions transfer) as a Member of the Pensions Panel.

 

82.2  Mr Lea declared a personal interest in relation to the Total Performance Monitor (Artificial Intelligence) as a visiting lecturer at Brighton University.

 

82.3  Mr Fitzjohn declared a personal interest in relation to the Total Performance Monitor as his wife works for the Council.

 

82.4  Mr Smytherman declared a personal interest in relation to the Total Performance Monitor as a Local Authority Governor of the Alternative Provision College for West Sussex.

83.

Minutes of the last meeting of the Committee pdf icon PDF 104 KB

The Committee is asked to agree the minutes of the meeting held on 17 January 2019 (cream paper).

 

Minutes:

83.1  Resolved – That the Minutes of the Performance and Finance Select Committee held on 17 January 2019 be approved as a correct record and that they be signed by the Chairman.

84.

Capita Partnership Performance Report Review pdf icon PDF 63 KB

A report by the Director of Finance, Performance and Procurement, setting out the current performance of the Capita contract as well as providing an update on any improvement plans which were in place during 2018/19.

 

The Committee is asked to consider and comment on the performance of contracts being delivered by the Capita partnership.

Additional documents:

Minutes:

84.1  The Committee considered the Capita Partnership Performance report from the Director of Finance, Performance and Procurement (copy appended to the signed minutes). The Chairman welcomed Mr Dale Wood, Capita Partnership Director, who attended for the item.

 

84.2  The Strategic Contracts and Supplier Relationship Management Lead introduced the report which details performance in year 6 of the contract with Capita, and highlighted key information for the Committee. Performance is in line with expectation, and Key Performance Indicator (KPI) failures are detailed in the report. Data is being used to inform improvements including improvements to the management of change for the next contract year, and to enhance resource planning.

 

84.3  The Committee made comments in relation to the report including those that follow. It:

·         Expressed disappointment that the ongoing dissatisfaction with the Pensions service was not overcome, and commented that Members hope the transfer of Pensions to Hampshire County Council will provide a better solution for members of the scheme.

·         A Member highlighted that some individual active and deferred pensioners have not been informed of the change to the administrator. The Cabinet Member for Finance and Resources commented that communications have gone out to all members of the Local Government Pension Scheme (LGPS) and officers will follow up this point with the Member directly.

·         Commented that there is customer dissatisfaction with the service offered to schools and queried what was being done to address this issue. Mr Wood, Capita Partnership Director, explained the main concern was that there is not a dedicated resource for the provision to schools. Investments have been made and liaison officers to assist schools have been introduced. Customer satisfaction will be measured again in one year and it is hoped this will show improved satisfaction. New technology has also been put in place to automate the transfer of data from schools which will provide long term improvements

·         Commented that the overall satisfaction rate was disappointing, queried whether the satisfaction level would be improved if the feedback on the Pensions service were excluded, and queried whether the KPIs are weighted. The Strategic Contracts and Supplier Relationship Management Lead confirmed the score would improve in that instance. Individual KPIs are weighted and they do change over time as required and agreed by the Partnership.

·         Commented that there are a consistent number of KPI failures during the years of the contract, that KPIs should be SMART and achievable, and that consistent performance levels are of less concern than erratic performance. Mr Wood, Capita Partnership Director, highlighted that as the KPIs change direct comparison between contract years can be problematic or less effective, and noted that the KPIs are designed to be stretch targets. The Leader commented that the KPIs are worthwhile, achievable and help avoid complacency. Random sampling and trend analysis within the Partnership help to interrogate and add value to the statistics.

·         Commented that the data breaches noted in the report should also be looked at from a finance and reputational risk and materiality perspective, i.e. how significant and  ...  view the full minutes text for item 84.

85.

Total Performance Monitor as at end of December 2018 pdf icon PDF 41 KB

A report by the Director of Finance, Performance and Procurement setting out the performance and finance position as at the end of December 2018.

 

The Committee is asked to examine the data and supporting commentary for the December 2018 Total Performance Monitor (TPM) and make any relevant recommendations for action to the Cabinet Member or a relevant Select Committee.

 

Additional documents:

Minutes:

85.1  The Committee considered the December 2018 Total Performance Monitor (TPM) report from the Director of Finance, Performance and Procurement (copy appended to the signed minutes).

 

85.2  The Cabinet Member for Finance and Resources introduced the finance element of the report and outlined key information for the Committee. Despite the budget pressures teams are working hard to bring the budget overspend under control and this has reduced since September. Officers are aiming to not draw down from the budget management reserve.

 

85.3  The Committee made comments in relation to the TPM finance reports including those that follow. It:

·         Queried what the negative impact resulting from the decreased Libraries income stream was expected to be, and what is the long term solution for mitigating reduced income from late fees. The Cabinet Member for Finance and Resources explained that due to efficiencies and increased use of the online Library system less items are being returned late and incurring fees; mitigation works are ongoing. The Leader encouraged Members to learn more about the Libraries Hub plan at the upcoming Member Day.

·         Noted the growth in adult residential care placements costing above the Council’s usual maximum agreed rate, and queried whether this is due to care home closures pushing prices up. The Leader explained the increased costs are due to the high value of land and it being a tight employment area. Officers are working to promote the care sector, active steps are being taken to develop the local care market, and residents who wish to remain in their own homes are being encouraged and supported. Gillian Keegan MP has been asked to set up an All-Party Parliamentary Group (APPG) on the professionalisation of carers.

·         Expressed concern regarding the current and future overspend on home to school transport, requested officers give consideration to running Council minibuses to reduce the cost of taxis, and noted the minibuses could also be used for community transport outside of school run times. Members agreed to refer school transport to the Children and Young Peoples Service Select Committee (CYPSSC) for scrutiny at an appropriate time, including the use of County minibuses which could be used outside of school hours for Community Transport. The Cabinet Member for Finance and Resources commented that the use of solo taxis was an ongoing issue experienced by this Council and most other Authorities, and the issue is under consideration.

·         Expressed concern regarding the current and future overspend on children’s care placements and queried whether this was due to children’s home closures. The Cabinet Member for Finance and Resources explained the Cabinet Member for Children and Young People is undertaking a full review of children’s care homes.

·         Noted the overspend on educational psychologists and queried whether service demand is being met and plans made for future service provision. The Cabinet Member for Finance and Resources commented that issues will be addressed through the budget process.

·         Queried whether the £6m grant from Government for road maintenance is ring-fenced and whether the works are on target. Members  ...  view the full minutes text for item 85.

86.

Capital Programme Quarter 3 Performance Monitor Report pdf icon PDF 30 KB

A report by the Executive Director of Economy, Infrastructure and Environment, providing a status position on the Capital Programme as at end of December 2018.

 

The Committee is asked to review, comment on and make any relevant recommendations for action to the Cabinet Member in relation to the quarterly performance report of the capital programme.

Additional documents:

Minutes:

86.1  The Committee considered a report by the Executive Director of Economy, Infrastructure and Environment (copy appended to the signed minutes).

 

86.2  The Capital Programme Manager introduced the report and summarised key information, noting that half of the pipeline projects are in delivery and half are completed. Officers now have a full year of capital programme performance data which will provide a baseline for analysis in future years.

 

86.3  The Committee made comments in relation to the Capital Programme Performance report including those that follow. It:

·         Expressed disappointment that the Aldingbourne and Hunston solar farms were found to be not viable, queried how much has been spent on these solar farm schemes inclusive of officer time, and expressed a desire that alternative solar farms be considered elsewhere. The Executive Director of Economy, Infrastructure and Environment will provide the details of spend for the projects. The viability studies undertaken for these sites highlighted grid capacity and site size constraints that made the projects not viable to be taken forward for delivery. The Halewick Lane, Sompting scheme is next online and currently pending planning permission. The Leader commented that solar farms are beneficial and profitable, however sites do need to be assessed for suitability and therefore costs to speculate are minimised as much as possible. Further potential sites are being identified as part of the wider programme.

·         Expressed concern regarding delays to the Manor Green Primary school project due to a slow market response to the tender, and queried why the market didn’t respond as expected and how much extra cost the Council has incurred as a result. The Capital Programme Manager explained the team wish to understand more about this issue and will be looking into this in due course. Full cost information will be available when the Full Business Case is produced.

·         Queried whether the reduction in required places at St Mary’s RC Primary School in Bognor Regis could have been foreseen, and whether it is possible to plan future school place requirements more effectively. The Cabinet Member for Finance and Resources clarified that limited budget funds must be directed towards need and, whilst officers can predict a best estimate for application numbers, by nature these works are reactive to place pressure and need. 

·         Expressed concern that a press release was made regarding the One Public Estate project in East Street Littlehampton and then withdrawn, and urged caution in issuing press releases until the business case is accepted. The Leader commented that the press release was withdrawn due to early Purdah restrictions in relation to the District Council elections.

·         Commented in relation to the Clympwick Bridge project that the A259 is already heavily congested and expressed concern that the complexity of the works may require a bridge closure which could exacerbate problems at the A27 Arundel. The Executive Director of Economy, Infrastructure and Environment noted this feedback and confirmed this will be considered by Highways as part of the programme.

·         Noted that half of the 2018/19 projects in the Pipeline  ...  view the full minutes text for item 86.

87.

Business Planning Group Report pdf icon PDF 46 KB

An update report informing the Committee of the Business Planning Group meeting held on 25 February, setting out the key issues discussed.

 

The Committee is asked to endorse the contents of the report, support the updates to the Committee’s work programme as recommended by the Business Planning Group and reflected in Appendix A, and note the latest Task and Finish Group Rolling Programme attached as Appendix B and make comments accordingly.

Additional documents:

Minutes:

87.1  The Committee considered a report by the Chairman of the Business Planning Group (BPG), (copy appended to the signed minutes).

 

87.2  The Senior Advisor introduced the report which provides an update from the latest BPG meeting held on 25 February 2019 setting out the key issues discussed, and highlighted key information for the Committee.

 

87.3  The Committee made comments in relation to the BPG report including those that follow. It:

·         Requested that when the Horsham Enterprise Park outline business case comes before the Committee in July, the financial valuation, estimates and cost information be provided within the report, including staff costs. The Senior Advisor will clarify whether the strategic or full business case will be presented to the Committee.

·         A Member noted concern regarding the impact of the Whole Council Design project upon children’s services, and will highlight this with the Chairman of CYPSSC.

 

87.4  Resolved:

 

1)   That the Committee endorses the content of the report and supports the update to the work programme as recommended by the BPG; and

 

2)   That the Committee notes the latest Task and Finish Group rolling programme.

88.

Forward Plan of Key Decisions pdf icon PDF 225 KB

Extract fromthe ForwardPlan dated 11 March 2019.

 

Anextract fromanyForwardPlan publishedbetween the date of dispatchof the agenda and the date of the meetingwill be tabled at the meeting.

 

The Committee is asked to consider whetheritwishes to enquireinto any of the forthcoming decisions withinits portfolio.

Minutes:

88.1  The Committee considered the Forward Plan of Key Decisions (copy appended to the signed minutes).

 

88.2  Resolved – That the Forward Plan be noted.

89.

Date of Next Meeting

The next meeting of the Committee will be held on 22 May 2019 at 10.30am at County Hall, Chichester. Probable agenda items include:

 

·        Total Performance Monitor report – March and end of 2018/19

·        Capital Programme Quarter 4 and end of 2018/19 Performance Monitor report

·        Annual Scrutiny Newsletter for 2018/19

 

Any member wishing to place an item on the agenda for the meeting must notify the Director of Law and Assurance by 14 May 2019.

Minutes:

89.1  The Committee notes its next meeting will take place on 22 May 2019, commencing at 10.30am.