Agenda and minutes

The Chair reported that today’s meeting would be the last with Councillor Ben Chastney in attendance following his decision to stand down at the May Local Elections.

In paying tribute the Chair thanked Councillor Chastney for his valuable contributions he’d made during his time on Scrutiny Board (Resources and Council Services). Board Members joined the Chair in expressing their best wishes for the future

To identify items which have been admitted to the agenda by the Chair for consideration.

(The special circumstances shall be specified in the minutes.)

The Board accepted the inclusion of a late item “People Plan Reporting Framework. The report was not available at the time of agenda publication, but it was considered in the best interest of all parties concerned that the matter be considered without delay (Minute No.  86 refers)

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 Ron Grahame declared a personal interest in relation to Agenda Item Nos. 8 & 9 People Plan Reporting Framework and Commercial Services Fleet Services, in his capacity as a Member of the GMB Union. (Minute No. 86 & 87 refers)

Councillor Hardy declared a personal interest in relation to Agenda Item No.9 Commercial Services Fleet Services, having recently used the service for an MOT inspection. (Minute No. 87 refers)

To receive any apologies for absence and notifications of substitutes.

Apologies for absence were received from Councillor J L Carter

To confirm as a correct record, the minutes of the meeting held on 5^th March 2012

(Copy attached)

RESOLVED – That the minutes of the previous meeting held on 5^th March 2012 be confirmed as a true and correct record

  To consider a report by the Head of Scrutiny and Member Development setting out details of two issues raised at the January meeting of the Board which require further consideration.

  Appendix 1 deals with the opportunities that Changing the Workplace presents to support the release of property assets.  Appendix 2 advises Members on the improved processes that have been implemented to speed up the disposal of surplus property assets.

  (Report attached)

The Head of Scrutiny and Member Development submitted a report setting out details of two issues raised at the January meeting of this Board which require further scrutiny:

·  Changing the Workplace and the opportunities that this presents to support the release of property assets

·  Improved processes that had been implemented to speed up the disposal of surplus property assets

Councillor Keith Wakefield, Leader of Council, James Rogers, Assistant Chief Executive (Customer and Access Performance) Christine Addison, Acting Chief Asset Management Officer, City Development,  Jane Watson, Head of Business and Improvement, Chris Gomersall, Head of Property Services and Anne Chambers, Head of Corporate Property Management) attended the meeting and responded to Members questions and comments.

In brief summary, the main areas of discussion were:

• Community Involvement in Local Authority Assets and service provision

• Timescales around the surplus/ disposal process
• Options for alternative use
• Consultation process for asset disposal
• Changing the workplace and having the right buildings for the workforce and service delivery
• Building lease commitments
• The methodology used by ALMO’s to dispose of surplus property

(During the course of the discussion it became apparent that Councillor Hardy had a conflict of interest as a consequence of his employment. Councillor Hardy declared a pecuniary interest and vacated the meeting)

RESOLVED – That the contents of the report be noted

To consider a report by the Chief Officer HR which sets out the reporting arrangements to Scrutiny of the People Plan

(Report to follow)

The Chief Officer HR submitted a report which provided details of the February 2012 People Plan scorecard information and sought the Boards views on the format and frequency of receiving updates.

Lorrain Hallam, Chief Officer HR attended the meeting and responded to Members questions and comments

In brief summary, the main areas of discussion were:

• The introduction of a new Appraisal System
• The possible correlation between appraisals and absenteeism
• The use of Agency Staff – Further detailed information was requested
•  Suggested amendments to the Scorecard; including introducing targets year on year, including comparisons with core cities

The Chair thanked the Chief Officer HR for her attendance and contribution

RESOLVED –

(i)  That the Board receive the year end figures in June and thereafter on a quarterly basis

(ii)  That the suggested amendments to the scorecard be considered

(iii)  Further information be provided on temporary staff, including a breakdown of staff numbers, the types of work involved, costs,  and the duration of employment

To consider a report by the Chief Commercial Services Officer which provides an update on the Authority’s fleet replacement programme, influences of alternative fuels, apprentices and the generation of additional income around the MOT testing facility.

(Report attached)

The Chief Commercial Services Officer submitted a report which provided an update on the Authority’s fleet replacement programme, influences of alternative fuels, apprentices and the generation of additional income around MOT testing facilities

Sarah Martin, Commercial Services Officer, City Services and Terry Pycroft, Head of Fleet Services, City Services attended the meeting and responded to Members questions and comments

In brief summary, the main areas of discussion were:

• Possible collaboration with Redhall Services on vehicle maintenance
• The implications for retaining vehicles over a longer period
• An analysis of the effectiveness of alternative fuel usage
• CPC training
• Apprenticeship scheme
• Improving links with the local community

In drawing the discussion to a conclusion the Chair said that this was a positive report with good progress made.

The Chair thanked officers for their attendance and contributions

RESOLVED – To note and welcome the further information provided in respect of the operation of the Fleet Services Division of the Resources Directorate

Date and time of next meeting to be confirmed following the Annual Meeting of Council on 21^st May 2012

RESOLVED – To note that arrangements for the next meeting will be confirmed following the Annual Meeting of Council on 21^st May 2012