Agenda item

Reports by the Director of Finance, Performance and Procurement setting out the performance and finance position as at the end of June 2018 and July 2018.

If a new Total Performance Monitor (TPM) is ready between the date of despatch of the agenda and the date of the meeting it will be tabled at the meeting.

The Committee is asked to examine the data and supporting commentary for the June and July TPMs and make any relevant recommendations for action to the Cabinet Member or a relevant Select Committee.

52.1  The Committee considered the June and July TPM reports from the Director of Finance, Performance and Procurement (copies appended to the signed minutes).

52.2  Mr Crow, Chairman of the recent TPM TFG, outlined changes to the report following the Group’s feedback. Monthly reporting will be more concise and report performance by exception, and this will be complemented by a larger quarterly report.

52.3  The Cabinet Member for Finance and Resources introduced the June and July TPM reports and outlined key information for the Committee. The June TPM provides additional workforce information. The July report shows continued financial pressure and an overspend of less than 1% of the net budget, but the overspend is being mitigated.

52.4  The Director of Finance, Performance and Procurement introduced the finance aspect of the TPM reports and highlighted key budget pressures including school transport and procurement of the new Highways contract. Pressures exist within Waste Services and Facilities Management, and vacancy control is in place to reduce staff cost across the Council alongside miscellaneous spend control.

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

·        Queried whether there is a risk of the projected overspend continuing. The Director of Finance, Performance and Procurement explained that some underspends may come to light in January-March however it is likely there will be an overspend at year end. Contingency funds are likely to need to be used due to winter health and highways spend pressures.

·        Commented that a number of school transport arrangements were for taxis transporting only one child, queried if this was necessary, and suggested that parents be approached to offer payment for transporting the children in their own vehicles. The Cabinet Member for Finance and Resources confirmed that many of these journeys are for Special Education Needs children for whom solo travel is necessary and that the Cabinet Member for Education and Skills is looking at this issue. The suggestion will be considered alongside other innovative suggestions and the budget determined accurately.

·        Expressed concern regarding the ongoing costs to the Council of the Beechfield Secure Unit, and commented that the children are now looked after elsewhere at a higher cost. The Leader explained the children are receiving and benefitting from therapeutic care. The Director of Finance, Performance and Procurement confirmed the overall number of Children Looked After up to age 18 was now stabilising, with some housed after 18 receiving a reduced package.

52.6  The Head of Intelligence and Performance introduced the performance aspect of the TPM reports and highlighted key changes including improved performance in Key Stage 1 and 2 results, increased take up of apprenticeships and solar energy. Levels of social isolation have worsened and action is being taken on this.

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

·        Queried whether the 31 grants given under Crowdfunding were more or less in number and value than in previous years under the former grant scheme, and requested more detailed information on this in the TPM once the scheme has run for six months. The Head of Intelligence and Performance explained the grants have changed in principle and are therefore difficult to compare, however guidance will be provided to members and better information should be available by the next quarterly report. Mr Barrett-Miles, Chairman of the Environment, Communities and Fire Select Committee, confirmed that the Committee will look at crowdfunding grants at its June 2019 meeting.

·        Expressed concern on the levels of self-harm and whether this was an unintended consequence of reducing child and adult mental health services. Members queried whether there was concern regarding self-harm in ex-service personnel and requested an age breakdown for self-harm. The Head of Intelligence and Performance will provide this information to the Committee.

·        Expressed concern regarding levels of social isolation, and suggested officers look at the frequency of visits and contact time within the home in comparison to that from attendance at day centres. Concern was expressed that social isolation feeds into increased hospital admissions and decreased wellbeing if not managed well. The Cabinet Member for Adults and Health stated that the Director of Public Health has raised similar concerns and this will be looked at.

·        Highlighted that there are discrepancies on the performance dashboard between June and July, for example measure 5 for which the numbers remain the same but the RAG status has changed from amber in June’s report to red in July’s report. The Director of Finance, Performance and Procurement commented that the change occurred as the Executive Leadership Team agreed the status of the issue should be upgraded, and noted the member comments regarding the need for consistency.

·        Queried in relation to page 102 point 11, whether the net reduction of 25 older people needing social care was attributable to the research and pilot schemes undertaken, and noted that the research results haven’t been reported to HASC. The Cabinet Member for Adults and Health will follow up this point.

·        Queried in relation to indicator 46 Household waste sent to landfill, whether updated figures are available for 2018/19. The Head of Intelligence and Performance explained there is no updated information but he will provide further information indicating the direction of travel.

52.8  The Head of HR Business Partnering and Organisational Change introduced the Workforce section of the June TPM and highlighted key information for members. A new Director of Human Resources and Organisational Change has joined the Council and is developing a people strategy with key aspects summarised in the report; surveying of staff opinion will inform the progress of this.

52.9  The Committee made comments in relation to the Workforce information including those that follow. It:

·        Queried why the trade union engagement framework was being reviewed. The Head of HR Business Partnering and Organisational Change explained engagement has been inconsistent in the past so ongoing work to produce a framework for engagement aims to provide more structure.

·        Expressed concern regarding targeted action to reduce non-disclosure of protected characteristics in staff records and commented that staff have a right to confidentiality. The Cabinet Member for Corporate Relations accepted this point and commented that staff have a right to not disclose if they wish or to disclose and receive equal treatment. The Head of HR Business Partnering and Organisational Change explained that the disclosure rate has reduced since a change to the detail captured during the staff recruitment process, and that it is the process being targeted for improvement not Council staff.

·        Expressed concern that the rate of appraisals returned by Managers was notably lower than that for staff, and requested for clarity this info be shown separately in future reports. The Cabinet Member for Corporate Relations commented that appraisals were beneficial and the completion rates are disappointing.

52.10 Resolved:

1)  That the Committee requests further information on grant funding in the half-yearly report;

2)  That the Committee asks officers to look at the changes to the RAG ratings on the Performance Dashboard between June and July; and

3)  That the Committee asks officers to provide updates where requested above to be circulated outside the meeting, including an age breakdown in relation to self-harm, household waste landfill rates, and manager level completion of appraisals.