Apologies for absence were received from Councillor Mc Cready – Councillor Jean Fooks substituted.

Councillor Gotch declared a personal interest in the item concerning the review of the Benefits Service (minute 25 refers) on the grounds that he had tenants who were in receipt of housing benefit.

Contact Officer: Alec Dubberley, Democratic Services Officer

Tel: (01865) 252402, email: adubberley@oxford.gov.uk

The Committee received and noted the report to City Executive Board concerning the Trading Strategy.

Contact Officer: Helen Bishop, Head of Customer Services

Tel: (01865) 252233, email: hbishop@oxford.gov.uk

The Head of Customer Services submitted a report (previously circulated, now appended) concerning the Benefits Fundamental Service Review. Helen Bishop (Head of Customer Services) attended the meeting and presented this report to the Committee. She highlighted the fact that new claims were now processed within 17 days, which is within the top quartile for performance, and that the average telephone response rate is now over 90%, with an abandonment rate of under 10%. Consultation with stakeholders had shown that they would be willing to have self-service terminals within their own premises.

Councillor Val Smith (Board Member for Regeneration and Customer Services) added that Members had made an important contribution to the review through a Member Advisory Group. Whilst there was a desire to reduce costs, there was also a need to remember that the service dealt with some very vulnerable people; and that there was no desire to see them disadvantaged by any changes. Councillor Smith had personally tested the telephone service and felt that it had improved a great deal.

Introduction

The following additional information was then provided in response to questions posed by members of the Committee:-

(1)    It was expected that a “resilience contract” would help with services over the Christmas period. This was a contract which allowed a provider to assist the Council when its workload reached a peak in order to help maintain Council performance;

(2)    Sick leave had been reduced for a variety of reasons. Many long term sick members of staff were now back at work, or had moved to work elsewhere. The Attendance management Policy was being applied in order to keep levels of sickness down;

(3)    It was hoped that excess paperwork issued to landlords would be reduced or even eliminated in future. Landlords would be able to choose whether or not to receive hard copies of documentation, and they would be able to check their status on line;

Costs

Councillor Brown expressed the view that there was a lot of good work going on, that it was possible to see results, and that the Committee both noted this and was pleased with the progress made. The Committee wanted to be kept informed of costs and value for money. 

Neil Lawrence (Performance Improvement Manager) indicated that there had been a real reduction in costs occasioned by the bringing together of services in one place. Helen Bishop added that there was still a need to reduce the costs of the service, with savings of £115,000 made this year and a further £75,000 saving needed next year.  The customer service recharge has also been reduced with £85,000 of savings required in the current year and £92,000 to be found over the next 2 years.

Tim Sadler (Director, City Services) clarified that the cost of customer services had fallen for various reasons, one being the reduction in accommodation costs, leading to a new reduction of £565,000, some of which was a redistribution of costs.  Councillor Fooks asked for an itemised list of those elements  ...  view the full minutes text for item 25.

Resolved that under Section 100(4) of the Local Government Act 1972, the press and public be excluded from the meeting for the remaining items of business on the grounds that their presence would involve the likely disclosure of information as described in paragraph 3 of Part I of Schedule 12A to the Act.

Summary of business transacted under Part II of the agenda as required by Section 100C (2) of the Local Government Act 1972

Part II

EXEMPT BUSINESS

The Committee considered matters related to the Leisure Management Contract and Asset Management Plan in closed session

Contact Officer: Ian Brooke, Head of City Leisure and Parks, email: ibrooke@oxford.gov.uk Tel: 01865 252707

The Head of City Leisure submitted a report (previously circulated, now appended) concerning the Leisure Management Contract. Lucy Cherry (Leisure Manager) and Councillor Van Coulter (Board Member for Leisure Services) attended the meeting to present the report to the Committee.

Introduction.

Councillor Coulter, introducing the report, explained that there was a 22% reduction in the subsidy paid per user. There was increased participation at the Council’s leisure centres, but participation from minority communities had dropped.  Lucy Cherry added that Blackbird Leys, Barton and Ferry Leisure Centres, and Hinksey Swimming Pool, had all achieved QUEST (a UK quality award scheme for leisure facility management)accreditation, and it was hoped that the Ice Rink would shortly be joining them.

Carbon management

There has been a 20% overall increase of carbon tonnes across leisure facilities, although at some specific sites it has decreased. The reasons for the change include increased usage of the facilities and aging plant and equipment at some sites. Councillor Coulter informed the Committee that he has made it clear to FUSION that he wishes to see some real improvements in carbon management in the future.

The Committee felt it would be helpful to know the figure for carbon emissions per user.

Participation rates

The Committee was keen to know where services users originated from. FUSION has been asked to map where users live and which facilities they are using.

The Committee was pleased to see increased participation rates by older people and disabled people, and asked if these matched the Council’s ambitions for participation. In reply, the Committee was informed that there were targets in the contract for a 5% increase per year in participation by each group

Costs were projected to decrease each year during the final 2 years of the contract. The Council had generous subsidies and concessions for users, and some 30% of users benefited from these. The Committee felt it would be useful to examine costs both with and without concessions at some point in the future.

Resolved:

(1)     To thank Lucy Cherry and Councillor Coulter for their attendance and useful input;

(2)     To note all points made;

(3)     To ask that a report showing costs with and without concessions, and carbon rates per user, be prepared for a future meeting (date to be agreed).

Contact Officer: Alec Dubberley, Democratic Services Officer

Tel: (01865) 252402, email: adubberley@oxford.gov.uk

The Head of Law and Governance submitted a report (previously circulated, now appended) concerning the progress made to date on the Asset Management Plan. Lead Members on this item, Councillor Van Nooijen and Councillor Gotch, introduced this item to the Committee. Councillor Van Nooijen welcomed Steve Sprason (Head of Corporate Assets) and Richard Hawkes (Corporate Asset Manager) to the meeting. They would answer questions put to them by members of the Committee.

The following questions were then put, and answers given:-

Question 1: Was Steve Sprason pleased with the Asset Management Plan?

Answer: It has progressed well over the last 3 years. He did not believe that the organisation fully appreciated what was the state of its property portfolio three years ago, but it should now have more trust and confidence in the process and in the way in which property was managed.  The Council had maintained and improved its investments and income, had a good level of capital receipts, and employed high quality people within the Asset management team. He would, however, like more progress to be made with the investment portfolio.

Question 2: What is the current situation regarding maintenance backlogs?

Answer: Some progress has been made with this. There is a structured programme for investment in leisure facilities and there have been measurable improvements. The backlog has partly been reduced by the disposal of some assets, for example the office buildings at blue Boar Street, and by investment to improve such as that carried out on St Aldate’s Chambers. The Council had the sum of £7 million to spend over the next 5-6 years in order to reduce the maintenance backlog. There are example were some investment could result in an increase in rental income – for example, the Council owns an office block which would recoup an investment of £150,000 to carry out improvements quite quickly.

Question 3: What is the current strategy for the best use of car parks?

Answer: There was a desire to retain parking facilities (and thus parking income) but to try to develop around the site, for example at the St Clement’s Car Park. This would add value to an asset. There were other opportunities at Diamond Place and Worcester Street car parks, but the aim was to deal with the St Clement’s Car park first.

Question 4: What is the current position regarding maintenance on the Covered Market?

Answer: There is a maintenance backlog here, but last year the sum of £100,000 was invested in the Covered Market in order to improve decoration, lighting and other services here. Oxfordshire County Council provided half of this funding. A further amount out of the £7 million referred to above has been earmarked for the Covered Market.

Question 5 on specific corporate targets CA004 and CA006

Answer: Steve Sprason explained that tenants had not been asked about their level of satisfaction with the Council, but he wanted to carry this work out this year with City Centre tenants in  ...  view the full minutes text for item 27.

Pat Jones, Principal Scrutiny Officer, Tel: (01865) 252191,

Email phjones@oxford.gov.uk;

Alec Dubberley, Democratic Services Officer, Tel: (01865) 252402,

Email: adubberley@oxford.gov.uk

The Head of Law and Governance submitted a report (previously circulated and now appended) updating the Committee on the work programme for the current year.

Resolved to note the report.

Minutes of the meeting held on 12 September 2011.

Resolved to approve, as a correct record, the minutes of the meeting held on 12^th September 2012.

It was noted that the work on equalities (minute 15 – Work Programme) had not commenced yet, but was expected to do so shortly.

30 January 2012

26 March 2012

Resolved to note the following dates:

30^th January 2012

26^th March 2012