Agenda item

To receive and note the minutes of the Ridgeway Shared Services Partnership Operations Board meetings held on 16 February and 23 March 2009. 

RESOLVED

(a)               that where action is being contemplated to recover unpaid accounts for use of the brown bins service, consideration be given to reclaiming the bins;

(b)               that before brown bins are reclaimed, every attempt be made to achieve settlement of the account, and if this fails local Members be informed of the properties where bins are likely to be reclaimed so that Members can approach the occupiers direct;

(c)               that where a brown bin is reclaimed, a note shall be left for the occupiers explaining the action taken;

(d)               that the Strategic Board Members and the relevant Executive Portfolio Holder/Cabinet Member be informed of the scale of the unpaid accounts;

(e)       that the poor benefits administration performance by Capita be escalated to the chief officer at Capita.  

The Strategic Board received and noted the minutes of the Operations Board meetings held on 16 February and 23 March 2009.  The draft minutes of 20 April 2009 were also circulated to bring Members up to date. 

The Strategic Board called for copies of the Strategic Board’s minutes from its informal meeting on 6 April 2009 and the Operations Board’s draft minutes of 20 April.  Members reviewed progress against the matters discussed at these meetings. 

Brown Bins

At South Oxfordshire there was a backlog in reconciling the brown bin records with the unpaid accounts.  A deadline of 30 June was set to complete this work.  As part of this work new procedures would be put in place.  Capita had accepted this deadline.  However, it was noted that the new waste contractor, Verdant, might wish to use a different database to manage brown bins, which would need to be properly implemented. 

Action was being taken to recover unpaid accounts.  Where there was a refusal to pay, consideration would be given to reclaiming the bins.  The Strategic Board Members asked that local Members were informed of the properties where this was likely so they could talk to the occupiers direct.  Members also asked that if the bins were reclaimed, a note should be left for the occupiers explaining the action taken.  The officers agreed to advise the Strategic Board Members and the relevant Executive Portfolio Holder/Cabinet Member of the scale of the unpaid accounts. 

RESOLVED

(a)               that where action is being contemplated to recover unpaid accounts for use of the brown bins service, consideration be given to reclaiming the bins;

(b)               that before brown bins are reclaimed, every attempt be made to achieve settlement of the account, and if this fails local Members be informed of the properties where this is likely so they can approach the occupiers direct;

(c)               that where a brown bin is reclaimed, a note shall be left for the occupiers explaining the action taken; and

(d)               that the Strategic Board Members and the relevant Executive Portfolio Holder/Cabinet Member be informed of the scale of the unpaid accounts.  

Payroll

It was reported that an action plan was being completed for further improvements to the payroll service.  The improvements would include documentation of processes, systems mapping, and definition of roles and responsibilities. 

Accommodation Costs with Capita

It was noted that Capita was looking to site its operations staff for the Vale and South Oxfordshire contract at one location, either Abingdon or Crowmarsh.  Capita was due to propose its preferred solution.  The Strategic Director agreed to follow this up. 

Pay and Performance Mechanism

The new pay and performance mechanism for Capita had been agreed and was with Capita for signing off. 

Outstanding Invoices

It was reported that all outstanding unpaid invoices had been investigated, several had been cancelled as being unenforceable and the remainder were with Capita for payment. 

Council Tax and Business Rates Collection

The Strategic Board noted the figures for Council Tax and Business Rates collection performance.  Council Tax collection rates had been higher in 2008/09 than ever before for both councils.  They were 98.33% for South Oxfordshire and 98.44% for the Vale. 

At the request of the two authorities, Capita had provided Business Rates collection figures separately for occupied and empty properties.  The collection figures for 2008/09 were:

Payment of Invoices

It was noted that there had been improvement in the time taken to pay invoices.  The time had reduced in most cases.  The average was well below 30 days but still some invoices were paid outside of this period.  Performance would be monitored on a service by service basis in 2009/10 so poor performing services could be identified and helped to improve.  

Benefits’ Accuracy

Capita had submitted an improvement plan graph showing its planned improvement in reducing the number of days to process benefits applications accurately.  In March 2009 it had taken an average of 44 calendar days for South Oxfordshire applications and 41 days for Vale.  The intention was to equalise performance across the two Councils and reduce the number of days to 24 by January 2010. 

It was noted that the performance had improved for Vale applications since the administration of these had been moved to Capita’s office in Havant.  South Oxfordshire’s applications were being administered at Capita’s Mendip office. 

The Strategic Board believed that the performance should be the same as the processes were the same.  It was suggested that the worsening benefits administration performance by Capita should be the subject of further discussion between the Councils’ Chief Executive and the chief officer at Capita.  Members welcomed the improvement plan but were not content with the recent performance by Capita. 

RESOLVED

that the poor benefits administration performance by Capita be escalated to the chief officer at Capita. 

Cash Receipting Software

Members noted that new security standards had been imposed by the Government for receiving payments by credit or debit cards.  The system at South Oxfordshire was not compliant with the new standards but investigations were being made to find an appropriate solution. 

Customer Service Standards

Capita had submitted its response to proposed customer service standards.  This would be analysed by the client officer. 

Government Connect

A new Government standard had been introduced called Government Connect.  This provided an accredited and secure network between central government and every local authority in England.  To meet this standard, the two Councils and Capita had been given a time extension to 30 September 2009; all three organisations were on track to meet the new deadline.