Agenda item

(indicative timing: 3:05 to 3:35pm)

In attendance for this item:

Steph Simcox – Deputy Chief Finance Officer

Paul Smith – Assistant Director for Highways and Transport Operations (HTO)

Rachel Hill – Assistant Director for Economy, Major Projects, and Waste (EMPW)

Dave Corbett – Management Information Analyst

Performance – Quarter 2 (July to September 2021)

The Panel raised a number of questions relating to the performance data, as follows:

·         Potholes – A Member highlighted that the detailed information regarding performance requested at the previous Panel meeting, had not yet been made available. The Assistant Director (HTO) explained the current process in some detail. He advised that the Highways Inspector inspected potholes and determined whether they required repair in 1 hour, 1 day, 7 days or 28 days. For potholes falling within the 7 and 28-day categories, the details of the pothole would be recorded, photographed, and forwarded to Ringway for action. If the pothole required repair within the 1 hour or 1-day categories, the emphasis was on safety and ensuring that the required work was reported immediately by telephone. The tracking of the repair was a secondary concern, but the Directorate were looking at this to see how it could be done retrospectively. The Panel was informed that the 7-day repairs were completed in an average of 5 days, whilst the 28-day ones averaged 22 days. The Assistant Director highlighted that to ensure efficiency, potholes were clustered together, but always completed within the set timescales.

·         Members felt that there had to a be a way of extracting more detailed performance information from the Ringway system or have different internal measures. The Management Information Analyst advised that Ringway had previously sent detailed data for the 7 and 28-day repairs and he had requested that they do so again. The Assistant Director advised he would ensure that this outstanding matter was resolved in time for the Panel’s next review of performance data.

·         Other queries raised on potholes, included the length of time between a member of the public reporting a pothole, it being inspected and then them receiving a response. Also, regarding the process that takes place when a pothole is reported. Tthe Assistant Director advised that potholes reported by the public were inspected, and that there were two routes for them to be reported through, either, directly to Ringway of via the Public Enquiries Management system (PEM’s) depending on the nature of the call.

·         Public Enquiries – A query was raised as to why the number of outstanding public enquiries had doubled since September 2020. The Panel was informed that there was a slight increase due to seasonal factors, but the major reason was due to the reduction in road usage during lockdown, and thereby less reporting of issues, which meant that last year’s figures were much lower than usual.  The Panel was informed that the figure had now risen back to pre-pandemic levels.

·         Measuring economic performance – A Member queried how the general measures of economic performance were updated and strategy documents reviewed. The Assistant Director (EMPW) explained that at a strategic level, a refresh took place on areas where the Council could have influence (as part of the review of the Corporate Plan) and at a service level, more work in this area could be beneficial.

·         Train Delays – In response to a question, the Assistant Director (EMPW)  advised that the Council had no direct control over the specific causes of individual train delays, but could try to use its influence to lobby MP’s and by way of its good relations with rail companies, encourage improvements in the system. A Member suggested that faults with new trains appeared to be a key factor in the delays. The Panel was informed that there was dialogue with the rail sector through an Officer Board. The Assistant Director agreed to take forward the concern about that the new trains adversely impacting the number of delayed trains. Another Member raised the matter of signalisation which she felt was crucial to being able to offer timely, reliable services. The future use of the global positioning system (GPS) was also raised, which would take away the future need for signals. The Assistant Director agreed to seek further information on these plans.

·         Section 38/278 Development Control – A query was raised as to when the Master Schemes Register would be available? The Assistant Director  (EMPW) agreed to find out and inform members.

·         Annual performance indicators – In response to some confusion regarding the data being presented to the Panel, the Assistant Director (EMPW) agreed to ensure that it was made clear on the data graphs where the figures shown were an annual indicator and therefore were repeated throughout the year.

·         Public Enquires/PEM’s – The overlap between public enquiries and PEMs  was highlighted. The Panel was informed that there were some interim problems whilst the system was being developed and also staff shortages. It was highlighted that once the Member Portal was linked to the PEMs, this would avoid duplication.

·         Footways – The Panel were delighted that increased funds had been made available this financial year to provide additional spend on footways. They also observed the performance data from the coarse visual inspection survey which showed that 35.4% of footways were still in need of repair. The Panel urged that the continued additional investment be continued for 2022/23.  On the same subject, when footways were repaired, the Chairman highlighted the need to ensure that weeds did not grow through, perhaps by use of a membrane. The Assistant Director explained that a membrane was not the appropriate solution in this situation.

·         Public Rights of Way (PROW) – The Chairman drew attention to the large number of outstanding defects on PROWs, (6,296 as at September 2021) despite the positive impact of significant additional funding which had been made available in this financial year. Panel Members were pleased to see the level of work being carried out by the volunteer Countryside Access Groups and wished to see this initiative expanded and promoted going forward. The Panel also supported a request that additional funding for PROWs be continued for the year ahead to enable progress to be continued.

·         Definitive Map Modification Orders (DMMO) – The Panel observed the poor performance in terms of reducing the numbers of DMMO’s, with only one completed in the year and a backlog of 72 still outstanding. This was an issue that the Panel had raised over the years and the situation was deteriorating further. The Chairman highlighted that external companies could be employed to help with the backlog. The Assistant Director (HTO) advised that this situation was complex and under review, but that the best way forward for the Council would be sought.

·         EnviroSort/EnviRecover – Referring to the visits recently attended by Panel members, a Member highlighted there was a need to spread positive messages about the work carried out at these plants as many residents had little knowledge of what took place. He would like to see the Communications team produce publicity for dissemination to residents throughout the county. It was also highlighted that school visits were encouraged and welcomed. The Assistant Director (EMPW) agreed to take this forward.

In-year Budget Monitoring – Period 6 and Budget Scrutiny for 2022-23

The Panel received in-year budget monitoring information. The Leader of the Council had also asked that Panels consider emerging pressures and challenges for services relating to the 2022-23 Budget at this round of Panel meetings.

The Deputy Chief Finance Officer provided an update on financial information and reported that at Period 6 the year end forecast position was an overspend of £183k. She advised that this had proved to be a difficult period with transport and purchasing of services both being subject to price inflation since the budget was set. Income generation had been harder than anticipated and some posts were proving difficult to recruit to. These were the main reasons for the variances to the budget and focused attention on what could be worked on to mitigate the forecast. The Panel was also informed of the pressures regarding inflation and pay and that these were being closely monitored and managed.

The Assistant Director (EMPW) reported that material supplies were impacting future capital works as well as some of the existing ones. She commented that the difficulty to recruit was a national problem and that they were having to make use of contractors and consultants when necessary. The Panel was informed that the Directorate had a capitalisation target of £2m this year and service managers would be looking to capitalise staff costs wherever appropriate

On a positive note, the Chairman was delighted to highlight a forecast underspend of £250k in street lighting due to a reduction in energy costs following conversion to LED lighting.