Venue: Committee Room A - County Hall, Llandrindod Wells, Powys. View directions
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Apologies To receive apologies for absence. Minutes: Apologies for absence were accepted from Amanda Lewis – Strategic Director and County Councillors J.H. Brunt and G. Williams.
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Minutes of Previous Meeting PDF 91 KB To receive the minutes of the previous meeting held on Wednesday 12th July 2016. Minutes: The Chairman was authorised to sign the minutes of the previous meeting of the Committee held on Tuesday 12th July 2016 as a correct record. During discussion particular reference was made to:
a. Action Logs – members had been e-mailed an updated action log and following review agreed that all actions had been taken forward. It was felt that the approach of keeping action logs for review should continue b. Radnor Roller (Aveling Roller EP3339 and Living Van) – it would be important to keep track of arrangements for storing and maintaining the roller and living van. The matter would continue to be reviewed by the shire. Members requested an update c. Highways, Grounds and Street Scene – members had been e-mailed updated contact information which should help them in linking with officers and operatives regarding local matters
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Chairman's Announcements To receive announcements from the Chairman. Minutes:
The Chairman reported on:
a. Welsh 2 Day Enduro – having attended functions with the Chairman of Council b. Knighton Carnival – having attended the show which included a reception for the French town of Varades which is twinned with Knighton
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Declarations of Interest To receive declarations of interest in relation to items on the agenda. Minutes: There were no declarations received in relation to matters to be discussed on the agenda. |
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Elan Valley Connection Project (10.15 - 10.45) To receive an update in relation to works at Bleddfa and plans for Nantmel and Knighton. Minutes: Members welcomed Ann Beynon, Sarah-Jayne O'Kane and Noel Hughes, Severn Trent Water to the meeting to provide an update in relation to works being undertaken at Bleddfa and works planned for Nantmel and Knighton. During discussion particular reference was made to:
a. Current Estate - water companies were privatised in 1989 and the current network had been determined at that time. There are 11 water and sewerage companies that operate within England and Wales b. Regulation/Policy – the Environment Agency and National Resource Wales regulate operations. The regulations and policies that apply to each authority area are determined by the country they wholly or mainly operate in. Severn Trent is in a very good position because it spans both England and Wales and is able to influence policy on both sides of the border c. Severn Trent Water – those serviced by Severn Trent receive the lowest averaged combined bills in England/Wales. Services are provided to 33,000 Welsh customers and 2,000 Welsh business premises d. Hardship/Payment Difficulties – there are schemes operating to support those who would have difficulty in paying for their water/sewerage e. Elan Valley Connections – lines connecting Elan Valley to Birmingham run for 72 miles and works took 12 years to complete. During its 110 years of operation there had been very little refurbishment/repair works undertaken f. Refurbishment/Repair Works – the need to undertake repair and maintenance works to retain supplies had been recognised as important. The current network would only allow for a three day shut down. Improvements being undertaken would add to the infrastructure and allow for periods of shut down to reach thirty days. There would be site work at Bleddfa, Nantmel and Knighton g. Reinstatement – all areas disturbed for works would be put back to the condition they were prior to works h. Cost – the total budget for the scheme which included works at Bleddfa, Knighton and Nantmel was in the region of £300 million. Ann would provide area breakdowns for each community area so that they could be quoted by the local members to their communities i. Bleddfa – the tunnelling machine would break through at Bleddfa in November. There would be a ceremony to mark the occasion and communities invited. Members would be welcome to attend j. Community Engagement/Schools – the project had an education team attached to it and they were active in engaging with schools. Wider community engagement is recognised as very important and there had, and would continue to be, a range of activities |
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Business Services / Cashless System for Schools (10.45 - 11.30) a. To receive an update in relation to the operation of Business Service functions – Mark Evans, Head of Business Services b. To receive an update in relation to the roll out of Cashless Systems for Schools – Nicola Williams Minutes: Members welcomed Mark Evans, Head of Business Services and Nicola Williams, Cashless Schools Project Manager to the meeting to update on matters. Members had agreed to bi-annual updates. During discussion particular reference was made to:
Business Service Functions
a. Budget Reductions – Business Services functions (income and awards, business support, employment services, customer services and Powys pensions) had been subject to significant budget reductions. Vacancy management, process/service improvements, redesign and moving to a commercial approach are ways in which the service had, and would continue to, meet its saving requirements b. Statutory Requirements – activities support statutory requirements i.e. to bill and recover business rates/council tax and operate a payroll system. The focus across all business services must be to protect the Council in delivering such functions c. Project Management/Spend to Save – in order to drive improvement/change funding had been secured against a business case to recruit to project management positions d. Payments for Goods/Services – billing and payment arrangements use significant resource. There’s scope to improve systems that would deliver savings and make best use of resource i.e. by working with suppliers we could reduce the number of invoices that need to be processed or could introduce purchase cards that would remove costly paper/electronic processes e. Income and Awards (Council Tax) – in response to demand and customer preference the unit had focused on resolving issues at the point of contact. The length of individual contacts would be longer, however, the outcome would, overall, be better for the Council and customer in terms of resolving issues without lengthy repeat contacts/exchanges. Council Tax collection rates remain very high, contacts are usually in relation to queries, change of contact details etc. (there are limited contacts regarding payment difficulties). A member explained an experience where he had waited five months to be able to change contact details and felt that there should be more of a focus on dealing with issues quickly. There had been an investment last year which had provided resource to clear a backlog of Council Tax queries, the investment had been a one off arrangement which had worked well. A member expressed concern regarding the safety of personal information held in relation to members and their Council Tax positions, the member reported that a member of staff claimed to have seen some personal detail f. Lease Car Scheme – a member queried the application of the lease car scheme in terms of insurance cover. It was his understanding that Council had agreed that individuals accessing the scheme would need to arrange for their own insurance covers. It was confirmed that the Council continues to operate an insurance pool scheme for those employees who wanted to enter into it. All employees within the scheme would contribute to scheme at a determined level and the scheme would be self-funding. The member would discuss matters with the Business Services Manager g. Customer Services – the function had not been within Business Services for long, however, there would be a review ... view the full minutes text for item RS50-2016 |
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Shire Review To receive an update in relation to the shire review. Minutes:
Members were reminded that the pilot arrangement which had been agreed by Council to move to a bi-monthly arrangement for shire meetings was due for review by the Council in January 2017. Given the need to report to Democratic Services in November members had been asked to complete an individual questionnaire with regard to their views on shire meetings and functions. To date 18 returns had been received from Council. |
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Reports from and Questions to Members Serving on Outside Bodies To receive reports from and to put questions to members serving on outside bodies. Minutes: Members welcomed the opportunity to receive reports from, and to put questions to, members serving on outside bodies.
a. Police and Crime Commissioner’s Panel – there would be a Panel meeting on 30th September. Items to consider would be to confirm the appointment of the Chief Constable and to determine the appointment of two independent Panel members
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Correspondence To receive items of correspondence. Minutes: There were no items of correspondence. |
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Date of Next Meeting To note the date of the next meeting: 16th November 2016. Minutes: The next meeting would be held on Wednesday 16th November 2016.
It was noted that due to the change of meeting date Cabinet had not been represented at the meeting. A member requested that the Leader be reminded of the importance of Cabinet member attendance and to ensure that those scheduled to attend prioritise attendance over other matters.
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Annual Garden Awards (12.30) Annual garden award presentations. Minutes: Members attended the annual garden award ceremony. |