Agenda and minutes

Apologies for absence were received from Councillors Corrall and Gugnani.

Members are asked to declare any interests they may have in the business to be discussed.

Members were asked to declare any interests they might have in the business on the agenda.

Councillor Sood declared an ‘other disclosable interest’ in that she was Chair and Trustee of the Leicester Council of Faiths.

Councillor Dr Chowdhury declared an ‘other disclosable interest’ in that he worked in the voluntary sector. He added that he would not promote his own interests.

The minutes of the previous meeting of the Neighbourhood Services and Community Involvement Scrutiny Committee held on 8 May 2014 have been circulated, and Members will be asked to confirm them as a correct record.

RESOLVED:

that the minutes of the previous meeting held on 8 May 2014 be agreed as a correct record.

It was agreed that in future meetings, any actions that had previously been agreed would be considered as part of the work programme and the work programme would be taken as an earlier item on the agenda.

The Monitoring Officer will report on the receipt of any petitions submitted in accordance with the council’s procedures.

The Monitoring Officer reported that there were no petitions.

The Monitoring Officer to report on the receipt of any questions, representations and statements of case submitted in accordance with the council’s procedures.

The Monitoring Officer reported that there were no questions, representations or statements of case.

Members will be asked to note the membership of the Neighbourhood Services and Community Involvement Scrutiny Commission as follows:

Councillor Singh – Chair

Councillor Bhatti – Vice Chair

Councillors Dr Chowdhury, Corrall, Desai, Gugnani and Waddington

1 Non – Grouped Member vacancy.

The membership of the Neighbourhood Services and Community Involvement Scrutiny Commission for 2014 /15 was noted.

Members will be asked to note the dates of meetings of the Neighbourhood Services and Community Involvement Scrutiny Commission 2014 – 2015 as follows:

Monday 18 August 2014

Monday 13 October 2014

Monday 1 December 2014

Monday 26 January 2015

Monday 9 March 2015

All meetings to commence at 5.30 pm.

The dates of meetings of the Neighbourhood Services and Community Involvement Scrutiny Commission 2014 / 15 was noted.

The Director, Culture and Neighbourhood Services submits a report which outlines the results of the consultation on the Libraries Printed Music and Drama Services and which identifies the next steps.  The commission is asked to note the results of the consultation and also note and comment on the proposed next steps.

The Chair stated that he had decided to bring this item of business forward on the agenda due to the attendance of interested members of the public.  He added that he had agreed that Cheryl Bennett from ‘Making Music’ could briefly address the commission on behalf of the interested parties.

Councillor Russell, The Assistant City Mayor for Neighbourhood Services,  presented the report and explained that the council were facing extremely difficult financial times and it was necessary to look at ways of continuing the service whilst at the same time minimising the financial impact.

There had been a very good response to the consultation exercise and as a result of the consultation a number of different options had been suggested, along with differing suggestions as to how much should be charged for subscriptions. There would now be a further period of engagement where the council would talk to organisations such as Making Music and also other local authorities. A further report would be brought back to the commission before a final decision was taken.

A comment was raised that at £23,000 the cost of the service was relatively small when compared to the total budget. Assistant City Mayor Russell responded that the amount might seem modest, but it was the equivalent of a member of staff in a library and people wanted libraries to remain open longer. Other savings were also being sought in all the different areas within her portfolio. The meeting also heard that only 25% of the users of the service were by city groups and there was a need to look at what tax payers’ money was being used for in the city.  Assistant City Mayor Russell added that further reductions in the budget were expected and there was a need to find a sustainable solution to safeguard the music and drama library service.

In response to a question regarding service users, Assistant City Mayor Russell explained that 75% of the users were from the county and further afield. The meeting heard that Leicestershire County Council did not make a contribution to the service and the Assistant City Mayor Russell was asked to write to the country council to request a contribution towards the service.

The Chair invited Cheryl Bennett from ‘Making Music’ to address the meeting. Ms Bennett reported that many people would be affected by a reduction in service funding and she asked the council to work with Making Music in developing the next proposal as they had good examples as to how other authorities had responded to this challenge.

Assistant City Mayor Russell confirmed that she would be happy to work with Making Music and also in response to a request from a Member, agreed to circulate a postcode analysis of service users to all members of the commission.

RESOLVED:

1)      that the commission note the report;

2)      that a letter from the Assistant City Mayor for Neighbourhood Services be sent to Leicestershire County Council to request a contribution towards the Printed  ...  view the full minutes text for item 8.

Members of the commission will receive an overview of the Neighbourhood Services and Community Involvement portfolio. The following reports are attached:

1)    Neighbourhood Services Portfolio (Report of the Director, Culture and Neighbourhood Services).  (Appendix A1)

2)    Community Involvement Portfolio (Report of the Director, Delivery, Communications and Political Governance). (Appendix A2).

Councillor Russell, Assistant City Mayor for Neighbourhood Services presented a report that provided an overview of the key areas and services relating to the Neighbourhood Services portfolio. Members were asked to note the report which would help them to set the commission’s work programme for the forthcoming year.

A member of the commission commented that it was sometimes difficult for the councillors to know which officers to contact when they had queries from constituents. Assistant City Mayor Russell advised that members could contact Heads of Service and also use the Councillors’ Enquiry Line. If they wished they were also welcome to copy in Assistant City Mayor Russell as well.

Councillor Sood, Assistant City Mayor, Community Involvement, Partnerships and Equalities then presented a report which provided an overview of the key areas and services relating to the Community Involvement element of the scrutiny commission.

The commission heard that the council sought to ensure that they had good information to help them in decision making. Information was taking from the Census 2011 and many people were involved in reaching out to communities to encourage them to participate to ensure that the census data was as accurate as possible.  The council were working to understand better the channels that existed and to ensure an appropriate level of community involvement.

The Chair referred to the Equality Impact Assessment panels and questioned whether members of the commission could sit on the panels.

The Chair commented that it would be useful for members to be given budget information. As it was explained that the commission’s portfolios were spread across different departments, he requested that members receive budget data by division instead.

Members noted that there were a number of planned reviews which fell within the two portfolios which would be brought to the Neighbourhood Services and Community Involvement (NSCI) Scrutiny Commission. Some of the planned reviews cut across different scrutiny commissions and in those cases it might be more appropriate to hold joint sessions. The reviews affecting the NSCI Scrutiny Commission were Transforming Neighbourhood Services (which was continuing), Welfare Advice Customer Support and ICT.

RESOLVED:

1)    that the overview of the Neighbourhood Services and Community Involvement, Partnerships and Equalities portfolios be noted: and

2)    that budget data by division, relevant to the portfolio be brought to future meetings of the commission.

Members of the commission will receive a presentation which provides an overview of the Transforming Neighbourhood Services Programme.

Members of the commission received a power-point presentation on Transforming Neighbourhood Services, a copy of which is attached to the back of these minutes.

Members heard that a 30% budget saving was an indicative amount to be saved from building and building related costs and this would then be followed by an organisational review to further reduce costs.

Members referred to the asset based focus of the review and requested a list of assets for the south and the west of the city, along with property costs.

The review of the south area of the city had concluded and the decisions made were being put into practice. £109,000 savings had been achieved which equated to approximately 30% of building related costs.  Consultations were being held in the west area of the city and people were being asked to suggest viable solutions for the area.  There had been a high level of response to the initial engagement in the west area, with over 400 people taking part.

The Chair commented that this was an important review which should also be considered at the Overview Select Committee as its outcome would affect everyone.

Members agreed that a report on the second phase of the Transforming Neighbourhood Programme should be brought back to a future meeting of the scrutiny commission.

RESOLVED:

1)    that the presentation on the Transforming Neighbourhood Services Programme be noted;

2)    that a list of assets for the south and the west of the city, along with property costs be circulated to members of the commission;

3)    that a report on the second phase of the programme be brought to a future meeting of the Neighbourhood Services and Community Involvement Scrutiny Commission; and

4)    the Overview Select Committee be also invited to review the Transforming Neighbourhood Services Programme.

The Director of Finance submits a report that provides Members with key information relating to council tax recovery. The commission is recommended to note the supporting information and receive future updates of the administration and policy intention as necessary.

The Director of Finance submitted a report that provided members with key information relating to council tax recovery. Members heard that the report provided an update on the situation and a further report would be brought to the committee in August 2014.

Members considered the report and concerns were expressed that there had been a considerable increase in debt recovery activity between 2012/13 and 2013/14. Comments were made that this was a result of the current social economic climate and that an increase in the discretionary payment funding was needed to help people clear the debt. Concerns were expressed as to whether people in owner occupied houses were being given appropriate assistance or advice. There were additional concerns that with an increase in collectable debt, there would be a knock on effect with people having less money for food, heating and clothing.

A query was raised as to the cost of issuing a court summons; the Head of Revenue and Benefits advised that she would look into this and respond outside of the meeting.

A query was raised as to whether an analysis had been carried out of who was able to pay but would not and the Head of Revenue and Benefits advised that this analysis would be included within the full report.

A query was raised as to the additional costs that would be incurred by the council tax payer if enforcement action was taken and were informed that they would have to pay £75 to the enforcement agencies which was paid in addition to the debt to the council.  The Head of Revenue and Benefits explained that the council had negotiated a local agreement with the magistrates in an attempt to mitigate the costs where people were taken to court.

The Chair concluded that the commission had serious concerns relating to the current issue of council tax recovery including concerns that there were gaps in communicating with people in owner occupied houses as opposed to council owned housing.   It was acknowledged that this was an issue that affected the whole of the city and Members agreed that the issue should be referred to the Overview Select Committee as it would give them an opportunity to look at the figures and develop further as appropriate.

RESOLVED:

1)    that Members note the report and express serious concerns at the situation relating to council tax recovery;

2)    for details of the cost of issuing court summons to be circulated to members; and

3)    that the issue be referred to the Overview Select Committee.

The Chair will provide feedback from the meeting of the Overview Select Committee on the City Mayor’s forward planning of Council policy and programme for future scrutiny.

The Chair explained that the Overview and Select Committee would be meeting with the City Mayor to consider possible future items for scrutiny commissions to review.

The commission will be asked to consider the items that have been carried forward from the work programme 2013 – 14 and schedule them into the new work programme.

Members considered the scrutiny commission work programme and the Chair asked for any suggestions for future scrutiny items to be forwarded to him.

A meeting had been requested with the Lead Directors to establish when future reports would be forthcoming.

Councillor Sood, Assistant City Mayor for Community Involvement, Partnerships and Equalities requested that the scrutiny commission meeting arranged for Monday 26 January 2015, be brought forward to 4.00 pm instead of 5.30pm.  Members agreed to the change of starting time for this meeting.

The meeting closed at 6.20pm