Agenda and minutes

Apologies were received from Cllr Dunning.

To confirm the minutes of the meeting held on 22 June 2023  as a correct record.

The minutes of the meeting held on 22 June were confirmed as a correct record.

To note any declarations of interest made by members in connection with an agenda item. The nature of the interest must also be specified.

Members are asked to discuss any possible interests with Democratic Services prior to the meeting.

There were no declarations of interest.

To receive any public participation in accordance with the Council’s public participation scheme.

There were no issues raised during the public participation period.

To receive an update from Citizens Advice New Forest on progress at the organisation and use of the NFDC grant.

The Panel received an update from Mr Neill Young, CEO of Citizens Advice New Forest (CANF), and Mr Jeremy Ogden, Chair of Trustees of CANF, on their activities over the last year.  A copy of the slides used in the update are available with the agenda pack.

CANF was a local organisation which provided free confidential advice and information, to help people overcome their problems.  CANF had five offices in the New Forest in Hythe, Lymington, New Milton, Ringwood and Totton, all in premises shared with other organisations. CANF also had access to national citizens advice resources.

CANF was supported by 68 volunteers and 27 staff members and helped approximately 5000 people per year with a multiple range of complex problems, from financial problems to relationships and family issues.

CANF was funded by a number of local and national trusts, charities and organisations. CANF received 45% of its funding from this Council (currently £190K) on 3 year rolling funding agreements expiring on 31 March 2025, and was very grateful for this funding.  A new funding agreement was being developed.

Examples were given of case work to support residents and other activities undertaken within the community, together with work on trends such as increasing debt, cost of living pressures and more people with mental health issues.

It was explained that not all CANF offices were able to be open 5 days per week, as this required at least 3 people to be present and this was not always possible.

In response to a question, it was explained that work on the CANF Cost of Living Steering Groups action plan was ongoing and some themes were emerging. It was hoped that NFDC could support the outcomes of the plan as well as the related actions and campaigns. 

It was queried whether the figure of 68 volunteers was low or high in comparison to recent trends, and how the Council could help. In reply, it was commented that it was important to take on volunteers in a measured way as they needed to be properly trained.

Members also asked whether there were plans to expand the schools project into the Waterside, Pennington and the wider Forest. In answer, it was explained that the success of the project would be assessed, and expansion depended on additional    funding. There was an overall aspiration to expand to all schools as a 2 year project.

It was reported that there were pockets of deprivation in the Forest in areas such as Totton, Waterside, Calshot and New Milton, and CANF were active in these communities.

District Councillors were welcome to contact the service to arrange a visit to learn more about CANF’s work and the challenges it faced. 

Members asked what they could do to assist CANF, and it was suggested that they gain an understanding of the challenges in their local community, and encourage town and parish councils to support CANF financially. Contact was being made with local councils in the next few weeks.

On behalf of  ...  view the full minutes text for item 20.

To receive an update on developments with Universal Credit.

The Panel received an update on the migration to Universal Credit, including a brief summary of the managed migration process and subsequent impacts.

Universal Credit (UC) supported people of working age who were out of work or on a low income and replaced a number of legacy benefits (eg Housing Benefit), which had been combined into one monthly UC payment.

From 1 April 2024 existing Housing Benefit claimants would gradually transfer from the Council to the DWP, though exact dates were not currently known.  The Council would work with its partners to raise awareness and consider any potential impacts on claimants.

Members queried what was being done to help people with repayment plans where there had been overpayments.  It was explained that the majority of overpayments were due to people not advising the Council when there was a change in their circumstances, often going back for lengthy periods of time. The actual local authority error rate was very low. There were statutory amounts that could be deducted from  ongoing housing benefit entitlements.

The Council also worked with clients where required, to agree new more affordable instalment plans and at the same time checked whether they were eligible for any other benefits or support. Payments were only written off where there was no realistic chance or recovering sums.

It was queried whether there were any targets for raising awareness of the changes. Officers reported that the Council aimed to work with the DWP to contact everyone moving from Housing Benefit to Universal Credit to ensure they got the income they were entitled to. Various communication channels were used including the Hometalk publication, leaflets, social media and drop - in centres.

It was hoped that statistical data would be made available by the DWP to give a picture on progress with the migration. 

Migration would by default be online, but support was given via phone and in person in job centres, and planned for libraries and hubs.

In answer to a question on some claimants being 35% worse off, it was explained that  transitional protection would not be available those who chose to migrate voluntarily. The only way that they could get transitional help was through the managed migration process.

Resources would continue to be reviewed and staff would be transferred where their skills applied to other services within the Council, and an overall review of resources would be undertaken when the migration process was complete.

RESOLVED:

That the report be noted

To receive an update on proposed changes to the Procurement Strategy.

The Panel considered proposed changes to the Procurement Strategy, which was being refreshed as the last strategy was for the period 2018-22.

Proposed Changes included:

·       Improvement Goals for Value, Compliance, Environment and Fairness have been updated to reflect progress made and latest target dates

·       Alignment with the 2021 climate changes and nature emergency statement from NFDC full Council

·       Governance narrative in reflecting the introduction of Contract Relationship Officer (CRO) role to overview contract management by Strategic Directorship

·       Proposed changes to waivers in contract standing orders.

The Strategy and presentation included details of the NFDC procurement thresholds, proposed changes to waivers, the procurement process, and the Procurement Team structure.

Members felt there was a good balance between strong governance and pragmatism with the thresholds shown. 

It was queried why the non – profit making sector was not included in the Guiding Principles section to ensure that contractors took on board considerations relating to public service obligations. In reply, it was explained that the Council did not tend to do much outsourcing, but such obligations were typically covered in  contracts rather than in the strategy. Officers undertook to consider including wording  to reflect this concern where appropriate.  It was further noted that the Council was in the process of reviewing its corporate plan and these issues would be considered when setting strategic objectives.

A query was raised concerning the Freedom Leisure contract and the ability to enforce aspects where it was perceived that certain community interests were not being represented, eg with local swimming clubs.  It was acknowledged that  specifications were the key and it was important that intended outcomes were made clear.  In respect of Freedom Leisure, it was confirmed that the operator contract allowed Freedom Leisure to review the programme of use related to services provided by local clubs and teams which had historically used the centres.

It was suggested that under the Value For Money section, the specification be included in this section to facilitate fixing errors in the specification. Officers undertook to consider including a paragraph to reflect this comment where appropriate.

Members emphasised the importance of ensuring contract specifications were fit for purpose.  Additionally, it was felt the environmental impacts of the manufacture of the items being procured should be considered in the contract life cycle, strategy and procedures.

Members queried the local / national procurement balance and the extent to which costs were offset by the environmental impact on how the items were manufactured.  Officers explained this national / local split was dependent on the replies from tender exercises and related communications work.   

It was also queried how contractors interacted with the Council with conflict resolution and relationship issues, and whether this was included in the contract. It was noted that additional contract relationship resource had recently been obtained and quarterly KPIs were recorded.

RESOLVED:

That the refresh of the Procurement Strategy be supported, subject to the consideration of amendments suggested by the Panel as set out above.  

To note the adoption of the Corporate Retention and Destruction Schedule relating to the retention of council records and documents.

The Panel received an update and overview on a programme of work undertaken over the past year which had resulted in the creation and adoption of the Council’s Corporate Retention and Destruction Schedule (‘the Schedule’), following its approval by EMT on 11 July 2023.

The creation of the Schedule had been a large piece of work, involving collaboration with many officers across the Council. Its implementation was important for the Council’s proper management of its records and in compliance with legislation.

RESOLVED:

That the report be noted.

An opportunity for the Portfolio Holders to provide an update to the Panel on developments within their portfolios.

The Panel received updates from the Leader, and the Portfolio Holder for Finance and Corporate, on developments within their portfolios.

Cllr Cleary, Leader

The Leader had been focused on work with partners, including the Solent Freeport Board, to ensure that the District’s priorities were given focus within the wider Freeport programme. The Council had always been clear that the Council supported the Solent Freeport and the planned growth not as an end in itself, but to deliver much needed infrastructure, jobs and housing.  Officers were shaping a clear set of priorities for the New Forest that the Council would work with partners to see delivered. Some of these outcomes would take many years to see come to fruition, such as the A326 enhancements.

In addition to a joint leaders’ letter to the Chancellor, the Leader had also written to MP Dr Julian Lewis, who had made the case onwards for an extension to the tax site fiscal incentives for the Solent Freeport. Achieving this will make a big difference.

Work was ongoing with partners across the New Forest on regeneration and growth. The allocation of funding to the District from the UK Shared Prosperity Fund, and the Rural Prosperity fund would make a big difference and Cllr Cleary was keen within the fund criteria, to see this funding available to address some of the challenges our towns and rural communities were facing.  

On a wider footprint, it was noted the Government had announced that the statutory functions of the Local Enterprise Partnerships would pass to upper tier or unitary authorities. Further information was awaited from Hampshire County Council about how they proposed to work with Districts to take forward this agenda, and NFDC had expressed an interest in addressing rural economy issues with other Hampshire districts.

Whilst there were no plans at the moment going forward for devolution across Hampshire, the Leader had supported the District Council Network campaign and written to the Secretary of State, Michael Gove, to emphasise the role that District Councils needed to play in any future county combined authority model.

Within the organisation the Leader continued to meet regularly with staff, having undertaken 3 depot visits as well as the Service showcase, which was an amazing opportunity for all members to find out more about the range of services NFDC delivered.  The Leader was pleased the Council was undertaking an LGA peer review into HR and organisational development, and hoped that this work would guide next steps in developing a ‘People strategy’ and plan that moved the Council forward with our employer of choice aspirations.

It was explained that the Elections team were currently undertaking the annual canvass to check the registration details the Council held in order to publish the revised Register of Electors on 1st December. The next phase of the Election Act that introduced Voter ID for the May 2023 elections, was imminent, with work underway by central government to allow electors to apply to vote by post online from 31st October  ...  view the full minutes text for item 24.

To note the work programme to guide the Panel’s activities over the coming months.

RESOLVED:

That the Work Programme be approved.

To agree the following dates for meetings of the Resources and Transformation Overview and Scrutiny Panel in 2023/24:

(Thursdays at 10am)

27 June 2024

19 September 2024

21 November 2024

23 January 2025

20 March 2025

RESOLVED:

That the following dates be agreed for meetings of the Resources and Transformation Overview and Scrutiny Panel in 2023/24:

(Thursdays at 10am)

27 June 2024

19 September 2024

21 November 2024

23 January 2025

20 March 2025