Agenda and minutes

There were no declarations of interest.

The minutes of the meeting held on 7 June 2022 were approved as a true record and signed by the Chairman.

Report of the Director - Neighbourhoods

The Strategic HR Manager delivered a presentation that summarised the Council’s occupational health and safety performance during the period 1 April 2021 to end March 2022 which complimented the Health and Safety Annual report circulated with the agenda.

It was noted that the Annual Report is structured in such away as to reflect the Health and Safety Executive guidance, including health and safety policies, procedures and activities which have taken place over the year and sets out training programmes delivered, providing statistical data and the proposed health and safety objectives for 2022/23.

The Strategic HR Manager provided an overview of activities and performance in relation to health and safety, with the response to the Covid pandemic remaining a key priority.

The Strategic HR Manager provided data on staff training and explained why there had been dips in training completion due to the administrative system, adding that a system upgrade is due to be launched in the next 6 to 8 weeks which will enable automatic re-enrolment once refresher training is due which is expected to have a positive impact on course completions.

The Group were advised that the number of accidents to employees had increased slightly compared to last year, but remains consistent with previous years and included slip, trips and fall accidents and manual handling accidents. It was noted that at the Group’s request an Incidence Rate had been added to the reporting figures.

In respect of days lost due to absence or injury, the Strategic HR Manager advised that this remains low in comparison to previous years, with only 4 accidents resulting in time off work, and out of those four only one accident needing to be reported to the Health and Safety Executive.

The Strategic HR Manager informed the Group that a Health and Safety audit by BDO the Council’s internal auditors had been completed in March 2022. The conclusion from the report was as follows:

‘Our review noted that there are a number of good areas of practice at the Council regarding health and safety, these areas include the reviewing of heath and safety policies, the defining of roles and responsibilities in the management framework and the clear reporting groups for health and safety.’

The audit revealed that areas for improvement included improved training rates for e-learning and more consistent processes for reviewing risk assessments in Pentana. The Strategic HR Manager advised that there had been a review and update of all health and safety policies, that there are plans to complete a health and safety audit at Fountain Court, and that significant activities continue to take place to deliver the workplace health initiatives in line with the Workplace Health Gold award.

The Strategic HR Manager advised the Group that in April 2022 the Council had engaged with Bolsover District Council to support with some aspects of the Health and Safety work at Rushcliffe.

In concluding the Group were advised of the objectives for 2022/23 including:

·       Review and update the Violence at Work Policy

·       Health  ...  view the full minutes text for item 8.

Report of the Director – Finance and Corporate Services

The Group were presented the Q4 Finance and Performance report for 2021/22, which outlines the Council’s position in terms of financial and performance monitoring.

It was noted that the statutory deadline for approval of the accounts had been extended and the publication of the draft Statement of Accounts had been prepared and published on 31 July 2022, with the approval of the audited statements due by 30 November 2022.

The Service Manager - Finance advised the Group of the financial monitoring in respect of the net revenue position which showed a transfer to reserves of £1.452m a significant net increase of £6.2m, adding that as reported throughout the year financial performance has been resilient in face of ongoing financial challenges, which had resulted in a surplus in the year due to in-year savings and service efficiencies. Details of the main variances were provided and noted by the Group.

The Service Manager Finance explained that service efficiencies and prudential budgeting for Covid losses had mitigated the overall impact and the improved outturn position enables the Council to continue to achieve its corporate objectives. It was noted that a number of transfers had been agreed by Cabinet with any surplus being transferred to the Organisation Stabilisation Reserve to support future financial pressures.

In respect of Capital monitoring the Service Manager - Finance reported that at the year-end the Capital Programme provision totalled £27.222m, the actual expenditure being £16.276m, giving rise to a variance of £10.946m, £10.710m of which is to be carried forward. It was noted that significant commitments had been made with regard to the Bingham Hub and Crematorium.

The Communications and Customer Services Manager delivered the Q4 Performance Monitoring Report giving reference to the Strategic Scorecard in the appendices provided with the report.

The Communications and Customer Services Manager highlighted the number of performance exceptions which is higher this year primarily due to the results of the residents’ satisfaction survey, and whilst the impact of the covid pandemic had a significant impact on the everyday life of our residents, we were able to maintain Council services.

It was noted that usage of leisure and community facilities was returning to pre-pandemic levels and whilst the year end targets were not met, it does provide positive signs that the next financial year will show an improvement.

The Communications and Customer Services Manager explained that the Corporate Strategy is a living document that is adapted to changing priorities, allowing the Council to take advantage of emerging opportunities and tasks are removed once completed.

The Group were advised that one strategic task had been completed and removed from monitoring:

ST1923_21 Support the Local Businesses and communities from the impact of Covid.

No new strategic tasks have been added to the reporting for this year.

Councillors asked specific questions in relation to the Council’s leisure provision and whether the opening of new non-Council run facilities posed a risk on the Arena and the Council’s current leisure provider.  The Financial Services Manager explained that there had  ...  view the full minutes text for item 9.

Report of the Director – Finance and Corporate Services

The Group were presented the Q1 Finance and Performance Report 2022/23, which outlines the Council’s position in terms of financial and performance monitoring.

The Service Manager - Finance informed the Group that for this financial year, the overall budget variance is expected to be an efficiency of £1.038m with proposals to utilise this for in-year pressures. The Group were advised that the budget has been set in anticipation of a rise in inflation and pay costs, adding that the Government are committed to employers paying the national living wage and the employers offer is to help meet this objective. It was noted that Cabinet at its meeting on 12 July 2022 approved additional allocations from 2021/22 underspends to mitigate the impact of the additional pressure.

It was noted that further risks remain in relation to cost pressures and it is therefore proposed to earmark £0.638m of the projected underspend to mitigate these risks. There have been unavoidable delays in the Bingham Leisure Hub and Crematorium giving way to delays in projected income streams.

The Service Manager – Finance highlighted the cost pressures associated with staff pay negotiations and inflation which is predicted to reach 15% later in the year, with significant risk cost to the Council and an impact on contracts that are index linked or due for renewal and on fuel and utilities. In addition, it was noted that this may have a knock-on effect on the collection rates for council Tax and Business Rates and on fees and charges as residents struggle with the increase in the cost of living.

The Communications and Customer Services Manager provided a summary of the progress of tasks and measures falling within each theme of the Corporate Strategy. It was reported that performance in the first quarter is very good, which was particularly evident in the following performance indicators:

·      LIDEG40 Percentage of RBC owned industrial units occupied – occupation levels have recovered following a number of units becoming vacant during 2021/22.

·       LIFCS21 Percentage of Non-domestic Rates collected in year – collection rates are 10% ahead of target.

·       LIFCS62 Percentage increase in self-serve transactions – there are a number of factors, in particular impact of the energy rebate scheme, increased bids for Choice Based Lettings and use of the bin calendar as a result of bank holiday changes.

·       LINS51 Number of leisure centre users – public – although not reaching pre-pandemic levels at present, usage is increasing and above target levels.

It was noted that one new task has been added for this year, ST1923_21 Delivery of Equality, Diversity and Inclusion scheme action plan.

Councillors asked specific questions in relation to the increasing energy and fuel costs and how much were officers able to predict these increases on the Council’s finances. The Service Manager - Finance explained that economic factors were more challenging creating a more stringent budget setting for this year. I addition, the Service Manager - Finance advised that increases are factored into the budget setting process including fees and charges  ...  view the full minutes text for item 10.

The Chairman of Governance Scrutiny Group advised that at its last meeting on the 30June 2022 the Group were asked to consider seven substantive items. It was also noted that a Risk Management training session had been arranged before the meeting on 15 September 2022.

The Chairman of Communities Scrutiny Group advised that at it’s last meeting the Group were asked to consider the Council’s Canal and River Trust Access Agreement and a presentation was delivered by the Canal and River Trust. The Group were also provided with an update on the Council’s Sports Development function. The Chairman advised that at the next meeting scheduled for 6 October the Council’s External Communication Strategy and Customer Access Strategy would be scrutinised.

The Chairman of Growth and Development Scrutiny Group advised that at its last meeting the Group had scrutinised conservation areas and had added two additional recommendations in respect of Designated Heritage Assets and allowing residents to be involved with the review process for Heritage Assets. The Chairman advised that Sewerage Infrastructure and Discharge within the Borough and Covid 19 Business Recovery were on the agenda at the next meeting scheduled for 22 September 2022.

There was nothing to report for this item.

Report of the Director – Finance and Corporate Services

The Group were asked to consider and approve the draft Scrutiny Witness Guide, which had been developed to draw attention to the provisions outlined in the Council’s Constitution in relation to expert witnesses and Councillors contributing to scrutiny. It also sets the standards for involving witnesses in scrutiny to ensure that the different scrutiny groups are following the same procedures and the processes are transparent and easy for witnesses to follow.

The Service Manager – Corporate Services explained that the Guide aims to encourage expert witnesses to be more focused in the information presented to Scrutiny and the balance to be maintained between information provided and debate. In addition, the Scrutiny Witness Guide outlines how scrutiny works at Rushcliffe, who can speak at scrutiny and for how long, the nature of their involvement and what external speakers can expect both by way of support in advance of and during the meeting.

Councillors were complimentary of the proposals and expressed that the document provides a better understanding of who can be involved and sets out clear expectations for external speakers.

The Group suggested that provisions in case the technology fails should be considered in the guidance and that Chairmen be allowed some flexibility for effective scrutiny.

The Group noted that the Service Manager – Corporate Services would publicise the Scrutiny Witness Guide appropriately.

It was RESOLVED that the Corporate Overview Group approves the Scrutiny Witness Guide provided in Appendix One attached to the report.

Report of the Director – Finance and Corporate Services

There were no new scrutiny matrices submitted in time for this meeting. The Service Manager Corporate Services advised this was not considered a concern as Governance and Communities Scrutiny both have substantive work programmes for the next twelve months. It was noted that Growth and Development had less coming up. However, officers were expecting to bring forward a review of Fairham Pastures and the first six months of the Crematorium development. Matrices for both would be brought to the next Corporate Overview meeting and Councillors were encouraged to consider if there are any community concerns that could be scrutinised at Growth and Development Scrutiny Group

It was RESOLVED that the work programmes outlined below be agreed.

Work Programme 2022-23 – Corporate Overview Group

Work Programme 2022-23 – Governance Scrutiny Group

Work Programme 2022-23 – Growth and Development Scrutiny Group

Work Programme 2022-23 -Communities Scrutiny Group