Agenda and minutes

Shared Revenues Partnership Joint Committee
Wednesday 2nd November 2016 4.00 pm

Venue: Gipping Room - Grafton House. View directions

Contact: Trisha Sutton  01473 432512

Items
No. Item

26.

Apologies for Absence

Minutes:

No apologies were received for the meeting.

27.

Unconfirmed Minutes of the meeting held on 7 September 2016 pdf icon PDF 63 KB

Minutes:

Resolved:

 

that the minutes of the meeting held on 7 September 2016, be signed as a true record.

28.

Dates and Times of Meetings - all held at 4.00pm

·         Wednesday 18 January 2017

·         Wednesday 15 March 2017

·         Wednesday 14 June 2017

·         Wednesday 6 September 2017

·         Wednesday 1 November 2017

·         Wednesday 17 January 2018

·         Wednesday 14 March 2018

Minutes:

The times and dates of the meetings were confirmed.

29.

To Confirm or Vary the Order of Business

Minutes:

Resolved:

 

that the Order of Business be as printed on the agenda.

30.

Declarations of Interest

Minutes:

There were no declarations of interest.

31.

SRP/16/10 Head of Shared Service Partnership Report pdf icon PDF 130 KB

Additional documents:

Minutes:

31.1    The Shared Head of Service reported that the June implementation of the eService for new claims, in which details were automatically input into the Northgate system, had been slightly delayed until 2 October 2016.  The September and October data showed an improvement with the time taken to process a new claim being 23 days for Babergh District Council, 27 days for Ipswich Borough Council and 22 days for Mid Suffolk District Council.  

 

31.2    Councillor Rudkin questioned why only 7 new claims had been made at a library in Ipswich whereas 108 were made at the Customer Service Centre?  The Officer said that library access was often dependent on computer availability and no resource would be available to answer any problems.  Councillor Barrett said that Babergh District Council were looking at public access to services and in particular the service available at Ipswich’s Customer Service Centre.

 

31.3    Discussion took place about the uploading of evidence and risk assessments for new claims, which had been bought in as a soft launch in April.

 

31.4    The increased volume of changes to circumstances which had been received and processed had been as a result of new bills issued in the last 2 months but it was expected that the position would recover.  It was confirmed that monthly checks continued for accounts in receipt of single resident discounts, these were being backdated and £179,358 had been removed.  The level of recovery of NNDR’s was 0.50% down and this was due to changes of rateable values. 

 

31.5    Work continued towards the implementation of Universal Credit and from the Business Plan, the key activities to be undertaken during the next 12 months were noted to be a complete review of the Shared Revenues Partnership by the incoming Head of Service (within 6 months of appointment).  The tender for a consultant to assist with the service review would be evaluated shortly and a review of the Local Council Tax scheme for all 3 councils would take place.  Work would continue to ensure that the targets were achieved by all the Operational Managers.  Regular meetings took place with the Housing and Customer Service Teams to ensure a joined up process would be ready for when the implementation of Universal Credit took place.

 

31.6    The Financial Services Manager of Babergh and Mid Suffolk District Councils confirmed that within the Operational Account there was an underspend of £8,778 from employees (due to transitional vacancies and training), transport and supplies and services areas.  The total projected carry forward outturn position was confirmed as £707,944.

 

31.7    It was confirmed that year on year the amount of support grants were unknown so it was difficult to anticipate the forecast.  Some grants were linked to incentives often with further awards if targets were achieved.          

 

            Resolved:

 

            that the report be noted.

 

 

32.

SRP/16/11 Welfare Reform Update pdf icon PDF 127 KB

Additional documents:

Minutes:

32.1    The Head of Service reported that there had been very little movement in the numbers affected by the removal of the spare room subsidy, mainly due to the unavailability of homes.

 

32.2    The Discretionary Housing Payment expenditure at the 6 month stage was as follows:- 73% of the budget had been awarded totalling £76,195.98 at Babergh District Council, 66% of the budget had been awarded totalling £198,655.49 at Ipswich Borough Council and 68% of the budget totalling £48,061.04 at Mid Suffolk District Council.  A small overspend of £10k had been predicted for Mid Suffolk and Babergh District Councils and this would be discussed with the Housing Teams.

 

32.3    When the reduction of the benefits cap comes into force in November 2016, the number of households likely to be affected would be 63 for Babergh District Council, 243 for Ipswich Borough Council and 63 for Mid Suffolk District Council, this could impact on the work of the Housing Teams.  2 letters had been sent out by the Department of Work & Pensions alerting those affected of the change.  In response to a question it was confirmed that data protection would prevent Councillors from knowing who had been affected by this although the Housing Teams and Housing Associations would know but the numbers were low.

 

32.3    The dates when the benefits cap would come into force would be 7 November 2016 for Mid Suffolk and Babergh District Council and 21 November 2016 for Ipswich Borough Council.  The automated system would identify those affected and letters would be sent after 2-3 days and any adjustment would be made retrospectively.  The current date for the complete roll out of Universal Credit for those of working age was 2021 and if it were to be rolled out to pensioners, the date would be after this.

 

32.4    In relation to the ‘Pay to Stay’ policy thresholds it was confirmed that no details were available of how the ‘market rent’ would be determined or who those deemed ‘most vulnerable’ were. 

 

            Resolved:

 

            that the report be noted.   

33.

SRP/16/12 Forward Plan pdf icon PDF 77 KB

Minutes:

Resolved:

 

that the Forward Plan be noted.

34.

Exclusion of Public

To exclude the public (including the Press) from the meeting during consideration of the following items under Regulation 21 of the Local Authorities (Executive Arrangements) (Access to Information) (England) Regulation 2000 as it is likely that if members of the public were present during this item there would be disclosure to them of exempt information falling within paragraphs 1, 4 and 5 of Part 1 of Schedule 12A of the Local Government Act 1972 (as amended).

Minutes:

Resolved:

 

that the public (including the Press) be excluded from the meeting during the consideration of the following items under Regulation 21 of the Local Authorities (Executive Arrangements) (Access to Information) (England) Regulation 2000 as it was likely that if members of the public were present during these items there would be disclosure to them of exempt information falling in paragraphs 1, 4 and 5 of Part 1 of Schedule 12A of the Local Government Act 1972 (as amended).

35.

Unconfirmed Exempt Minutes of the Meeting held on 7 September 2016

36.

SRP/16/13 Revenues Update