NORTH WEST LEICESTERSHIRE DISTRICT COUNCIL

CABINET –7 FEBRUARY 2012

Report Title / QUARTER 3 PERFORMANCE MANAGEMENT REPORT
Key Decision / a)Financial -No
b)Community -No
Contacts / Councillor Roger Bayliss
01530 564645

Chief Executive
01530 454500

Director of Services & Deputy Chief Executive
01530 454555

Purpose of report / This is the performance report for the 3rdquarter (October to December) of 2011/2012. The report provides members of the Cabinet with information on the performance and progress made against the Council Delivery Plan actions and performance indicators.
Reason for Decision / The Quarter 3 Performance Report is provided for Member information in order for them to effectively manage the organisation’s performance.
Council Priorities / The report addresses performance against each of the Council’s Priorities for 2011/12
Implications
Financial/Staff / The report contains summary performance data on staff management.
Link to relevant CAT / The report links to the work of all Corporate Action Teams.
Risk Management / Risk management is applicable to all areas of the Council’s statutory duties and service provision. Any relevant risks relating to actions set out in the Council Delivery Plan are managed through the Corporate Risk Register.
Equalities Impact Assessment / Equality Impact Assessments to be undertaken during 2011/12.
Human Rights / No direct implications.
Transformational Government / No direct implications.
Comments of Head of Paid Service / Report is satisfactory
Comments of Section 151 Officer / Report is satisfactory
Comments of Monitoring Officer / Report is satisfactory
Consultees / Corporate Leadership Team has been consulted on this report.
Background papers / (1) Council Delivery Plan 2011/12
(2) Change Control Documents available from the Performance Team.
Recommendations / THAT CABINET RECEIVES AND COMMENTS ON THE QUARTER 3 PERFORMANCE REPORT.
Executive Summary

This report summarises the Council’s performance to the end of Quarter 3, covering the period from October to December 2011. The report includes a summary of performance against actions and performance indicators set out in the Council Delivery Plan for Quarter 3 of 2011/12, along with high level finance, sickness absence and health and safety performance information.

2.1 Performance against the Council Delivery Plan

At the end of Quarter 3, the Council had achieved 25 of the 31actions set out for the Quarter. This shows an achievement of 80.6% of the actions for the Quarter. Of the remaining 6 actions, allare considered to be under control (amber).

Of the 16 performance indicators set out for Quarter 3, 75% (12 indicators) were on or above target for the Quarter. This is an improvement on the Quarter 1 achievement of 70.6% but down on the Quarter 2 performance of 81.3%.This is due to a single indicator (planning related) off track during this quarter.

In Quarter 1, the Council achieved 96.3% of the actions set out for the Quarter, with 1 action remaining outstanding relating to supporting existing businesses by holding meetings for Ashby & Coalville Town Centre. As NWLDC now no longer provide secretariat support to the group and as the Town Centre Management function has now dissolved, this action, which is also part of Quarter2, 3 & 4 has been deleted. All actions, therefore are now completed for Quarter 1.

In Quarter 2, the Council achieved 81.4% of the actions set out for the Quarter, 4 actions remained outstanding. As at the end of Quarter 3, 88.5% of Quarter 2 actions have now been achieved, 3 still remain outstanding at the end of Quarter 3. Actions outstanding at the end of Quarter 2 is shown in the table in section 2.5.

2.2 Finance Performance

At the end of Quarter 3, the majority of the Council’s budget are on track or slightly under spent. Budgets continueto be monitored for all areas.

2.3 Management of Absence Performance

Cumulative sickness absence levels per full time equivalent member of staff have risen slightly above the target for Quarter 3. Absence levels will continue to be closely monitored in future quarters to identify any developing trends.Please refer to management of absence section forfurther explanations.

2.4 Health & Safety Performance

18 less accidents were reported between Quarter 1 and Quarter 3 this year compared to the same period of 2010. 64accidents were reported for the first 3 quarters of 2011 compared to 82 last year.

2.5 Update on Quarter 2 outstanding action

During 2011/12 we said we would: - / Quarter 2 Milestone to achieve this: - / Status at end of quarter 2 / Progress as at end of quarter 2 / Progress as at end of quarter 3 / Status at end of quarter 3
GF05 – To influence more sustainable developments through the “ourplace TM” scheme. (Planning & Engagement) / Cabinet to adopt Design Supplementary Planning Document / / Current version of Building for Life is under review. Interim guidance notes under development / This action is still work in progress and remains under control (amber) /
GF08 – To work with community partners to improve the local environment (Planning & Engagement) / To complete a satisfaction survey with attendees of the Community Network / / Questionnaires being issued at Green Footprints Community Network meeting in November / Questionnaires were issued in November 2011 and this has now been completed. /
VFM03 - To support elected Members in their role as Community Leaders (Legal & Democratic) / Develop and introduce a communication protocol between staff and members / / A protocol has been drafted and is with the Head of Service and Chief Executive for comments. / Awaiting approval before implementation. Going to Corporate Leadership Team on 10 Jan 2012. /
PRI09 – To provide a choice in the location and type of accommodation offered (Planning & Engagement) / Monitor number of properties returned to use / / Due to teething problems experienced by the Revenues & Benefits service following their relocation and adoption of a new IT system, the private sector housing team have not been able to obtain up to date information regarding empty homes in the district. This has prevented us from undertaking any proactive work in relation to returning empty properties back to use. Every endeavour is being made to resolve this in the next Quarter and reports will be updated. / This is still amber as the Empty Homes Funding is not yet secured and the competition for this funding will be high. Still under control and amber. /
Community Services
CDP ACTIONS / CDP INDICATORS
/ Failing / / Below Target
/ Under Control / / On or above Target
/ On Track
Community Services Performance Indicators on or above target for Quarter 3
Performance Indicator / Target / Actual / Status
CSPI04 - % of food establishments within project becoming broadly compliant / 88% / 90% /
NI 192 % of waste recycled and composted / 45.75% / 46.33% /
NI 191 Kgs of waste sent to landfill per household / 542 / 515 /
CSPI11 % of commercial waste recycled / 3.88% / 6.60% /
CSPI08 - Leisure Centre Usage (visits) / 785,000 / 794,311 /
Housing & Customer Services

Housing & Customer Services Performance Indicators on or above target for Quarter 3
Performance Indicators / Target / Actual / Status
HCPI06 - % of complaints resolved across all council services / 100% / 100% /
HCPI09 - % of customers satisfied with handling of ASB / 75% / 100% /
HCP15 – Average number of days to respond to complaints / 10 days / 9 days /
NI142 - Percentage of vulnerable people who are supported to maintain independent living. / 98.5% / 99.1% /
CDP ACTIONS
/ Failing / / Below Target
/ Under Control / / On or above Target
/ On Track
Housing & Customer Services actions not on track at the end of Quarter 3
During 2011/12 we said we would: / Quarter 3 Milestone: / Status / Progress
PRI08a - To improve the decency of homes / Council owned stock - Undertake procurement process to appoint contractors to deliver 2012-15 project / / Review of procurement options including potential framework agreements to be undertaken by DHIP (Decent Homes Improvement Project group) in early January 2012 and consequent procurement timetable to be finalised as a result.
VFM07 - To improve the quality of our customer services / Agree changes to be implemented with key stakeholders - Customer Services / / Customer service improvement plan currently being developed and strategic review to be undertaken in quarter 4.
Planning & Engagement
Planning & Engagement actions not on track at the end of Quarter 3
During 2011/12 we said we would: / Quarter 3 Milestone to achieve this: / Status / Progress
VFM01 - To develop a Public Involvement Plan / Public Involvement Plan approved / / CLT has agreed to the purchase of online consultation software and as a result the community engagement toolkit is being revised to reflect the new processes
GF06 - To encourage activities that help support local wildlife / To complete a survey of satisfaction with the Green Footprints Website wildlife pages / / Questionnaire sent out to GF Community Network group for feedback and suggestions
Planning & Engagement Performance Indicators on or above target for Quarter 3
Performance Indicators / Target / Actual / Status
PEPI22 - % of new housing schemes with 10+ houses approved are good or very good as assessed against the Building For Life criteria / 80% / 100% /
PEPI26 - PRS No. of private sector homes made decent / 50 / 51 /
PEPI21 - % of customers very satisfied or satisfied with the planning service / 83% / 83% /
Planning & Engagement Performance Indicators below target for Quarter 3
Indicator / Target / Actual / Status / Comments
PEPI27 - Number of empty homes brought back into use / 30 / 0 / / A list of empty properties has now been provided by Revenues and an internal officer working group has been formed to implement the empty homes aspects of the Government's new Housing Strategy published at the end of November 2011. The officer group is working with two local housing associations with a view to bidding for Empty Homes funding (deadline 23 January) and will also draft and develop a new delivery plan to be approved by CLT ready for implementation in April 2012. Given the above, the 2011-12 target will not be met and a new target set for 2012-13 instead.
NI157a - Percentage of planning applications determined within 13 weeks for major applications / 60.00% / 26.66% / / The drop in performance is as a result of the number of major and contentious planning applications which had to be reported to Planning Committee in this quarter.This is due to the number of outstanding applications (some which have been outstanding for several months) that had a number of technical issues which have now been resolved, these outstanding applications were due for determination during this period.
NI157b - Percentage of planning applications determined within 8 weeks for minor applications / 65.00% / 56.25% / / Performance is steadily improving but remains low mainly because of the continued approval of older applications for new dwellings previously undetermined because of the River Mease SAC. Performance is an improvement from the quarter 2 outturn of 38.60%.
NI157c - Percentage of planning applications determined within 8 weeks for other applications / 80.00% / 76.65% / / Performance continues to improve now that the team has been fully staffed for a full quarter and is an improvement from quarter 2’s outturn of 63.07%
Corporate Services

Corporate Services actions not on track at the end of Quarter 3
During 2011/12 we said we would: / Quarter 3 Milestone: / Status / Progress
VFM03 - To support elected Members in their role as Community Leaders / VFM03 Review the effectiveness of the protocol / / Awaiting approval before implementation. Going to Corporate Leadership Team on 10 Jan 2012.
VFM04 - To ensure the community better understands how we spend money / Publish summary 2010-11 Accounts with short explanations in Vision and ask for comments and/or queries. / / Summary of accounts not published, however, rather than publish a summary, the full accounts have been published on the website and communications made advising of this and that comments are welcome.

Finance

General Fund – Summary of Net Expenditure 2011/12 Period 9

DIRECTORATE / ORIGINAL
BUDGET / FORECAST
OUTTURN / FORECAST
VARIANCE
CHIEF EXECUTIVE'S DEPARTMENT / NET / NET / NET
£ / £ / £
3,330,880 / 3,314,250 / -16,630
DIRECTOR OF SERVICES / 6,623,760 / 6,522,679 / -101,081
Service Manager Review / -900 / 0 / 900
Non-distributed Costs / 79,470 / 177,100 / 97,630
Corporate & Democratic Core / 79,170 / 76,150 / -3,020
Concessionary Travel / 0 / 4,570 / 4,570
NET COST OF SERVICE / 10,112,380 / 10,094,749 / -17.631
HRA Recharges / -726,310 / -742,080 / -15,770
Capital Recharges / -20,410 / -18,830 / 1,580
Special Expenses recharges / -110,320 / -110,320 / 0
Other recharges / -2,770 / -2,770 / 0
Whitwick Business Centre recharges / -14,400 / -14,400 / 0
TOTAL RECHARGES OUT OF GF / -874,210 / -888,400 / -14,190
NET COST AFTER RECHARGES / 9,238,170 / 9,206,349 / -31,821
NET FINANCING COSTS / 1,026,250 / 1,026,250 / 0
INVESTMENT INCOME / -105,000 / -140,000 / -35,000
CONTINGENCY / 313,820 / 50,000 / -263,820
CONTRIBUTION TO/(FROM) BALANCES / 201,510 / 201,510 / 0
TOTAL GENERAL FUND / 10,674,750 / 10,344,109 / -330,641
SPECIAL EXPENSES / 684,180 / 679,452 / -4,728
NET FINANCING COSTS / -42,830 / -42,830 / 0
CAPITAL SCHEMES / 10,000 / 10,000 / 0
TOTAL / 651,350 / 646,622 / -4,728
TOTAL INCL. SPECIAL EXP / 11,326,100 / 10,990,732 / -335,368

Comments on major General Fund variances to end Q3

  • Non distributed costs are expected to be £97k overspent, this is mainly due tocosts in relation to public conveniences,Highfield Street depot & Cropston drive etc.
  • Revenue and Benefits £96K overspent - Benefits are forecast to be £11K over spent and Revenue £85K over spent. £18K of this is due to recharges from H&B BC for S151 Officer. £76K is reduced income for Revenues (£69K summonses and £7K cost of collection grant. £30K). £30k is Capita and other IT licences as only 8 months was in the budget and we will be charged for 12 months, this is offset by £26k salary savings that the partnership is forecasting
  • Benefits £35K over spend - Forecast to be under spend of £12k on Rent Allowances, £10k on rent rebates and £9k on Council Tax Benefit. Bed & Breakfast Rebates are forecast to be £65k over spent. This is based on the mid-year estimate completed at the end of August, except bed & breakfast which has been updated since then, due to the increase in expenditure.
  • Democratic Services Salaries and Agency costs are £24k & £15k under spend respectively.
  • Recycling Income up £162k.
  • Leisure DLS - Forecasted to be £133k over spent due to delayed service review.
  • Leisure Facilities/Car parks - £54k under spent due to backdated NNDR Refund.
  • Planning Policy and Town centres - Salary savings of about £63k due to vacant and deleted posts.
  • Planning Fees - Forecasted reduction of £150k in Fees - this will be reviewed monthly.
  • Land Charges income forecasted to be £50k over Budget.

Housing Revenue Account Summary to end Quarter 3
2011/2012
BUDGET AREA / ORIGINAL BUDGET / FORECAST / FORECAST VARIANCE
NET / NET / NET
£000 / £000 / £000
Repairs and Maintenance / 4,368 / 4,368 / 0
Supervision and Management / 2,094 / 2,120 / 25
Provision for Doubtful Debts / 60 / 60 / 0
Capital Charges / 2,914 / 2,911 / -3
Supporting People / 67 / 67 / 0
Departmental Administration / 0 / 32 / 1
Government Subsidy / 4,571 / 4,582 / 11
Rent Income / -14,418 / -14,466 / -36
Appropriations / 300 / 300 / 0
TOTAL / -43 / -40 / -4

Comments on HRA variances to end Q3

  • Increased forecast rent income of £71k arising from reduced void levels and increased income from re-lets at target rent levels and dwellings brought back into stock. However, this is partly offset by forecast reductions in service charge income £11k & garage rent income £12k.
  • Following the submission of 2nd advance claim it is calculated that additional subsidy of £11k is payable in 2011/12 as a result of lower interest charges in the HRA.
  • Housing Repairs £123k savings - Further savings arising from full implementation of new structure later than budgeted for, some of will be offset by reduced capitalisation of the relevant posts of £85k.
  • Older Person's Service £7k forecast savings.

Capital
Capital expenditure - April to December 2011
General Fund / Special Expenses / HRA
£ / £ / £
Approved Budget for the Year / 982,000 / 123,000 / 4,221,000
Forecast Spend for the Year / 1,355,000 / 133,000 / 3,419,000
Forecast Variance / -373,000 / -10,000 / 802,000

Comments on capital expenditure

  • Overspendon General Fund is from some slippage form previous years Capital Budget £123k and Office Accommodation Capital Project (£250k) which was approved later in the year.
  • Overspend on Special Expenses is from slippage from previous year Budgets.
  • Under spend on Housing Capital Programme is due to lead in time for procurement. Key replacement programmes for doors, windows etc remain on track for completion by year end.

Management of Absence

  • Overall sickness absence at the end of Q3 shows an increase in levels seen in recent years and is above the Q3 target of 5.44 days per FTE.
  • The end of quarter average of 6.98 days per FTE shows an increase of 1.12 days per FTE against the same quarter last year.
  • The end of quarter average is 1.54 days per FTE above the Q3 performance target of 5.44 days per FTE (annual target 7.25 days per FTE).
  • The reasons for absence areas showing significant increases in absence levels when compared to Q3 2010/2011 are Back Problems (increase of 50%). Stress (increase of 50%) and Work Accidents (increase of 47%).
  • Compared to Q3 2010/2011, Q3 2011/2012 shows a significant increase in long-term absences of 482 days.
  • 43 cases of long-term absence have been proactively managed, from which 38 employees returned to work, 11 on managed phased returns.

Management of Absence 2011/12
Service / Ave No of FTE per Qtr / Number of Days lost per Quarter / Cumulative days lost to end Q3 / Cumulative no. of days lost per FTE
Quarter 1 / Quarter 2 / Quarter 3
Q1 / Q2 / Total / Long / Short / Total / Long / Short / Total / Long / Short / Q1 / Q2 / Q3
Chief Executive & HR / 12.1 / 12.9 / 5 / 0 / 5 / 1 / 0 / 1 / 3 / 3 / 9 / 0.41 / 0.47 / 1.54
Community / 198.7 / 205.3 / 500.2 / 302 / 198.2 / 616.2 / 393.8 / 222.4 / 732.2 / 553.1 / 179.1 / 1848.59 / 2.42 / 5.44 / 9.06
Finance / 43.0 / 39.4 / 39.8 / 10.8 / 29 / 15.3 / 2 / 13.3 / 42.9 / 31 / 11.9 / 97.99 / 0.92 / 1.40 / 2.44
Housing & Customer Services / 103.5 / 110.5 / 194.4 / 113 / 81.4 / 241.8 / 80.2 / 161.6 / 417.0 / 330.8 / 86.1 / 853.21 / 1.88 / 3.95 / 7.58
Legal & Support Services / 22.0 / 27.7 / 2.0 / 0 / 2 / 49.9 / 30.4 / 19.5 / 50.1 / 34.8 / 15.3 / 102.00 / 0.09 / 1.87 / 3.69
Planning & Engagement / 52.4 / 45.9 / 23.1 / 0 / 23.1 / 55.9 / 55.9 / 0 / 105.40 regulations.cidents reported to the HSE under the st year)for that period.iled, a 60% pass rate is expected.
of / 87.7 / 17.7 / 184.38 / 0.80 / 1.72 / 4.11
All Services / 448.7 / 441.7 / 764.9 / 425.8 / 338.7 / 980.1 / 562.3 / 417.8 / 1347 / 1037 / 309.7 / 3091.99 / 1.70 / 3.95 / 6.98
Health & Safety

Accidents

  • More number of workdays (156) lost through accidents compared to 51 last year.
  • In the first nine months of this year, the actual number of accidents to employees’ was 25,5 fewer than the same period last year.
  • Reported accidents to visitors were 64 in the first nine months of the year, a reduction of 18 on last year’s figure of 82 by the end of Quarter 3.
  • There has been 3 accidents reported to the HSE under the RIDDOR regulations.

Employee Accidents 2011/12
Service / Quarter 1 / Quarter 2 / Quarter 3 / Cumulative number of accidents / Cumulative days absence resulting from accidents
Total accidents / Days absence resulting from accidents / Total accidents / Days absence resulting from accidents / Total accidents / Days absence resulting from accidents
Chief Executive & HR / 0 / 0 / 0 / 0 / 0 / 0 / 0 / 0
Community Services / 7 / 1 / 4 / 88 / 3 / 38.48 / 14 / 127.48
Finance / 0 / 0 / 0 / 0 / 0 / 0 / 0 / 0
Housing & Customer Services / 3 / 17 / 3 / 1 / 3 / 10 / 9 / 28
Legal & Support Services / 0 / 0 / 0 / 0 / 1 / 0 / 1 / 0
Planning & Engagement / 0 / 0 / 0 / 0 / 1 / 0 / 1 / 0
All Services / 10 / 18 / 7 / 89 / 8 / 48.48 / 25 / 155.48

Performance

  • Quarterly meetings are held at Service & Executive level to discuss reported accidents and to establish preventative measures.
  • The highest numbers of accidents by type this year so far is 8 accidents attributed to slips, trips and falls.

Training

  • This year 87 officers have had some form of safety training 49 fewer than last year stage.
  • It is suggested in future to ensure each Directorate complies with its duties to train staff in basic safety, a set of 20 questions relating to understanding of Health & Safety training have been compiled, a 60% pass rate is expected.
  • Some employees will be exempt training if they can achieve the pass rate and will not be required to attend the Health & Safety training for that period.