Agenda and minutes

To declare any personal / prejudicial interests for the purpose of Section 81 (3) of the Local Government Act 2000 and paragraphs 8 to 12 of the Members Code of Conduct.

Councillor J Hardy declared a personal interest in Agenda Item No.8 Customer Access Strategy as a Director of West North West Homes who were referred to in the submitted report (Minute No.14 refers)

To receive any apologies for absence and notifications of substitutes.

Apologies for absence were received from Councillor A Gabriel

Notification had been received for Councillor R Grahame to substitute for Councillor Gabriel

To confirm as a correct record, the minutes of the meeting held on 17^th June 2011

(Copy attached)

RESOLVED – That the minutes of the previous meeting held on 17^th June 2011 be confirmed as a true and correct record

To consider a report of the Head of Scrutiny and Member Development which sets out details of the Council’s financial performance for the year ending 31^st March 2011.

The Director of Resources, Alan Gay will attend the meeting and address the report answering any questions from Board Members

(Report attached)

The Head of Scrutiny and Member Development submitted a report which set out details of the Council’s Financial Performance for the year ending 31^st March 2011

The following officers were in attendance and responded to Board Members questions and comments:

Alan Gay – Director of Resources

Helen Mylan – Head of Finance Corporate Services

Ian Williams – Human Resources Manager

The Chair, on behalf of the Board invited the Director of Resources to present his report

In summary, specific reference was made to the following issues:

·  The potential impact on the City Council’s Budget of the governments proposals to change the way in which business rates are collected

·  Tax Collection performance - Comparisons with other Local Authorities

·  Reduction in staffing levels as a result of ELI and the subsequent affect on workforce planning, particularly retaining necessary skills and succession planning

·  The requirement to recognise the need for service reconfiguration to meet budget pressures including the development of relationships with other providers

·  The use of and management of agency staff

·  Sundry Income Collection performance

·  The management of Insurance Claims, real and potential

RESOLVED –

(i)  That the contents of the report be noted

(ii)  That the Head of Scrutiny and Member Development schedule into the Boards work programme reports relating to the following issues:

·  Workforce Planning

·  Insurance claims

·  Sundry Income and collections

(iii)  That data on tax collections and comparisons with other Local Authorities be obtained and circulated to Board Members prior to the September meeting

To receive a presentation from the Chief Business Transformation Officer providing details of the Customer Access Strategy.

(Report attached)

Following a decision from the Board to invite Officers to discuss issues relating to the Customer Access Strategy 2011 – 2015.

The Chair welcomed to the meeting:

• Paul Broughton, Chief Officer (Customer Services)
• Lee Hemsworth, Chief Officer (Business Transformation)

The Chief Officer (Customer Services) delivered a brief presentation providing details of the Council’s one stop service which included:

·  14 One Stop Centres, 2 Joint Service Centres

·  Customer Services Excellence accreditation

·  Statistics for 2010/11

·  Customer satisfaction

·  Opening Hours

·  Recent Development

·  Current Projects

The Chief Officer (Business Transformation) also addressed the Board and spoke about the rationale for change and the development of a new customer service strategy, and in doing so identified the strategic customer outcomes  and highlighted the key deliverables.

Resolved –

(i)  That the presentation on the Customer Access Strategy be noted and welcomed

(ii)  That this Scrutiny Board should proactively monitor the progress of the development of the customer service strategy. The following key milestones were agreed for further scrutiny:

·  The redraft on the basis of feedback and consultation

·  Results of, and the use of the Customer Consultation

·  The development of the business case for phase 1

·  The delivery of phase 1

(iii)  The Head of Scrutiny and Member Development was asked to work with the Chief Officer (Business Transformation) and schedule these key milestones into the Board’s work programme

To consider a report by the Head of Scrutiny and Member Development which sets out the Board’s Work Schedule for the forthcoming municipal year

(Report attached)

The Head of Scrutiny and Member Development submitted a report outlining the Board’s work schedule for the forthcoming municipal year and also included an extract of the Council’s Forward Plan relating to the Board’s portfolio and a copy of the latest Executive Board minutes.

RESOLVED –

(i)  That the Executive minutes and Forward Plan be noted

(ii)  To agree the work schedule including the amendments made at today’s meeting

To note the arrangement for future meetings of the Board:

Monday 5^th September 2011

Monday 3^rd October 2011

Monday 7^th November 2011

Monday 5^th December 2011

Monday 9th January 2012

Monday 6^th February 2012

Monday 5^th March 2012

Monday 2^nd April  2012

(All meetings to take place in the Civic Hall, Leeds commencing at 10.00am)

RESOLVED – To note that future meetings of the Board be scheduled as follows:

Monday 5^th September 2011

Monday 3^rd October 2011

Monday 7^th November 2011

Monday 5^th December 2011

Monday 9th January 2012

Monday 6^th February 2012

Monday 5^th March 2012

Monday 2^nd April  2012

All meetings to held in the Civic Hall, Leeds commencing at 10.00 a.m.

(Pre-meeting for Board Members to commence at 9.30 a.m.)

(The meeting concluded at  11.50am)