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Agenda and draft minutes

Venue: Meeting Room, Northmead House, Poole, BH17 7RP

Contact: Nicky Hooley, Democratic Services Officer, 01202 795265 

Items
No. Item

17.

Apologies for Absence

    • 0

    The Democratic Services Officer to report any apologies for absence.

    Minutes:

    Apologies had been received from Councillor Hall.

18.

Declarations of Interest

    • 0

    Members are reminded that any disclosable pecuniary interests must be declared.

    Pro forma for this purpose are available from the Members’ Room.

    Minutes:

    There were no declarations received on this occasion.

19.

Minutes of the Previous Meeting pdf icon PDF 58 KB

    • 0

    To confirm the Minutes of the meeting held on 01 October 2018.

    Minutes:

    The minutes of the meeting held on were agreed and signed as an accurate record.

    Voting: unanimous

20.

Scrutiny Panel Minutes, 9 January 2019 pdf icon PDF 81 KB

    • 0

    To receive the Minutes of the Scrutiny Panel meeting held on 9 January 2019.

    Minutes:

    The Head of Stour Valley and Poole Partnership submitted a report, a copy of which had been circulated to each Member and a copy of which appears as Appendix 'A' to these Minutes in the Minute Book.

    RESOLVED that Members noted the minutes of the Scrutiny Panel, held on 9 January 2019.

    Voting: unanimous

21.

2018/19 Year to Date Performance and Budget update pdf icon PDF 104 KB

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    To review the processing and collection performance of the Partnership.

    Additional documents:

    Minutes:

    The Collection Services Manager submitted a report, a copy of which had been circulated to each Member and a copy of which appears as Appendix 'B' to these Minutes in the Minute Book.

    Members were asked to review the processing and collection performance of the Partnership.

    Members noted the discrepancy in relation to Benefits New Claims and Change of Circumstances detailed and asked if it had been resolved.  Members were advised that the discrepancy was between SVPP performance from data extracted by SVPP and performance according to DWP.  There may also be rounding-up included and if this was the case, revised figures would be circulated. 

    Members agreed that the achievement was superb and noted by this Committee, especially the reduction in the face to face figures. 

    Members were assured that any underspend would be kept in the central pot to assist with LGR transition. 

    RESOLVED that members noted the performance of the Stour Valley and Poole Partnership.

    Voting: Nem. Con

     

22.

Proposed SVPP Budget 2019/20 pdf icon PDF 114 KB

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    To agree the Stour Valley and Poole Partnership (SVPP) budget for the 2019/20 financial year.

    Additional documents:

    Minutes:

    The Project Accountant submitted a report, a copy of which had been circulated to each Member and a copy of which appears as Appendix 'C' to these Minutes in the Minute Book.

    Members were asked to agree the Stour Valley and Poole Partnership (SVPP) budget for the 2019/20 financial year.

    Members were advised that officers were investigating possible options regarding the enforcement work.

    In response to a Member question as to why ICT savings had not been met, it was explained that it was hoped to have the rural Dorset database aligned and one supplier, but this would now go beyond 1 April 2019.  A full procurement process will have to be completed for BCP Council, so it may be two years until a single database could be delivered.  The lack of decision on the future delivery structure has had an impact on procurement, and an impact on savings.

    Members discussed the business case for the future delivery of services.  It was the intention of the Dorset Area Council to consider three business cases, whilst BCP were still considering a single business case.  Officers would advise Dorset to agree on either a revised business case or separation, but not the three options.  A discussion continued, where Members share their concerns that the business case was still open to further options.  Members agreed that they were not supportive of a third business case.  Members supported the options of either BCP and Dorset service; or Dorset wide.  

    Members agreed to support the creation of a revised version of the existing Board Business case only.

    RESOLVED that:

    1)    Review and agree the budget for the Stour Valley and Poole partnership for 2019/20;

    2)    Agree to set aside 2018/19 budget underspends to support the service in 2019/20 with LGR, digital developments and restructuring / redundancy costs;

    3)    Approve the 2019/20 income target for the Enforcement Service;

    4)    Request that the Business Plan, Action Plan and Collaboration Agreement be brought to a special meeting of Joint Committee on 18 March; and

    5)    the Committee supported the creation, of a revised version of the existing Board Business case only.

    Voting: Unanimous.

     

23.

Annual Billing Run Process

    • 0

    To receive an update on the annual billing run process.

    Minutes:

    The SVPP Operations Manager gave a verbal report.

    Work was being done to ensure a bill run could be completed.  On 20 February all preparations should be completed for signing off.  For BCP: boundary changes in Christchurch meant that 7000 properties would be added to the new Highcliffe and Walkford parish area.  Bournemouth and Poole charter trustees will be on bill from second year, this had been confirmed.  Work was ongoing for the new bill layout including explanatory notes and will be aligned as much as possible on the databases.  Area codes will need to be added for East and North Dorset.  Letters from SVPP will continue to have SVPP branding but will show both of the new councils’ logos too.  Business rates testing went well and Council Tax will be sent to printers this week.  Change of legal entity and name details will be sent to individuals, so banks will know the new details.  Details of literature being sent out with the new council tax bills had been agreed and will include new authority website details.

    A Member asked what preparations had been made for when the bills go out.  Members were advised that FAQ were being devised to assist call handlers and information would be included on the phone lines and online.  All SVPP services staff would be able to answer calls to deal with the volume of calls, this happened every year but would be needed more this year.  Sovereign authority customer services teams were being given information for calls as well.  Prior to 1 April, information would be sent to all Members, for signposting.

     

24.

Forward Plan pdf icon PDF 51 KB

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    Members are asked to consider the SVPP Forward Plan.

    Minutes:

    The Head of Stour Valley and Poole Partnership submitted a report, a copy of which had been circulated to each Member and a copy of which appears as Appendix 'D' to these Minutes in the Minute Book.

    Local Authority Chief Executives would be invited to meet with the Joint Committee.

    RESOLVED that Members noted the Forward Plan.

    Voting: Nem. Con

     

 

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