Agenda, decisions and minutes

1.1  Apologies for absence were submitted on behalf of Councillors Bell, Odze and Spence.

1.1  Apologies for absence were submitted on behalf of Councillors Bell, Odze and Spence.

2.1  Councillor Michelle Gregory declared that she was a member of the Board of a Tenants Management Organisation.

2.1  Councillor Michelle Gregory declared that she was a member of the Board of a Tenants Management Organisation.

3.1  The minutes of the meeting held on 19^th June 2019 were agreed as a correct record.

3.1  The minutes of the meeting held on 19^th June 2019 were agreed as a correct record.

4.1  The minutes of the meeting held on 24^th July were agreed as a correct record.

4.1  The minutes of the meeting held on 24^th July were agreed as a correct record.

RESOLVED:

To note the contents of the report and the Chief Executive’s Directorate Risk Register at appendix 1.

5.1  Tim Shields presented the report. He confirmed that members had been updated on developments around Brexit. Tim Shields reported that the Council’s workforce strategy had been through the consultation process and was now proceeding to sign off. Next week’s Chief Executive’s Roadshow would focus on workforce strategy.  In response to a question from Councillor Yvonne Maxwell, Tim Shield reported that if the country left the European Union, funding would continue for some time. The Government had given a commitment to replace this funding when it came to an end. At this stage the timing and amounts involved was unclear. He reported that Brexit impacted on poverty, the economy, productivity, migration and the exchange rate. He confirmed that all efforts were being made to mitigate the current uncertainty brought about by Brexit. The Chair asked if the Council was in a position to continue to provide community outcomes. Tim Shields confirmed that the Council’s finances were in a good state with robust risk registers in place and that the Council would be able to achieve its community strategy. He referred to the increase in building materials costs, including steel and concrete. Tim Shields referred to the fact that the Council’s sickness levels had increased with the main symptoms being anxiety and stress. A member led initiative was underway around mental health in the workforce. In response to member questions he told that Committee that flexible working arrangements were in place. 

5.2 Tim Shields told the Committee about the new risks arising from the establishment of new companies, including an energy company, and the insourcing of contracts. Most of the companies were in the early stages of formation and there would be a need to put in place appropriate governance arrangements. The Chair stressed the need for the Committee to have oversight of the establishment and operation of these companies, ensuring good governance and financial control. Michael Honeysett confirmed that it would be necessary to produce accounts for these companies. 

5.3 The Committee thanked the emergency team for their good efforts in relation to flooding at Finsbury Park.  In response to member questions it was noted that the work had been costed and would be recharged. 

5.4 The Chair told Committee that the slowdown in responding to member enquiries had been raised at the Scrutiny Committee and stressed that the credibility of members depended on more speedy responses. Tim Shields confirmed that he was aware of the current situation.

5.5  Tim Shields confirmed to the Committee that Stephen Haynes was leading on the return of LLDC to the Council. 

RESOLVED:

To note the contents of the report and the Chief Executive’s Directorate Risk Register at appendix 1.

RESOLVED:

To endorse the report.

6.1  The Chair introduced the report from the ‘deep dive’ into agency staff working at Hackney Council.

6.2  Rob Miller told the Committee that there were now 17 agency staff working in ICT, a reduction from 44 agency staff in January 2018. He told the Committee that this had come about through changes to the pay structure, the introduction of salary supplements and the promotion of the Council’s activities, emphasising its good brand.

6.3  The Chair asked about efforts made to challenge the use of agency staff and stressed the need to set targets for reduction. Dan Paul told the Committee that each directorate had been asked to develop a strategy for reducing numbers of agency staff. The next step was the creation of plans and targets in regard to reducing numbers of agency staff. Councillor Gregory emphasised the need to develop a criteria in regard to circumstances when agency staff could be employed. Dan Paul confirmed that currently reasons had to be given for the employment of agency staff.  

RESOLVED:

To endorse the report.

RESOLVED;

To note the performance indicators at appendix 1, the Risk Management Scorecard at appendix 2, together with the current capital monitoring update at appendix 3.

7.1  Ajman Ali told the Committee that there were approximately 1900 people on Universal Credit with 1300 of these in arrears. Additional staff were being appointed to the service with mechanisms to modernise the service. These processes would end in spring 2020. Income collection policy was being reviewed and provision had been made for bad debt. Changes to direct debit arrangements was also being considered. Ajman Ali told the Committee that with Brexit there would be pressure on household budgets and that those on benefits would, in particular, feel these pressures. He went on to report that there would be a 1% increase in Council’s rents next year. In response to a question from Councillor Maxwell, Ajman Ali agreed to circulate figures on numbers of people on universal credit who were in debt.

    Action: Ajman Ali

7.2 In response to Councillor Gregory, Ajman Ali confirmed that the cost of temporary accommodation provision was £11 million.  Councillor Gregory stated that at present if an individual was in temporary on universal credit and in debt they are not eligible for to apply for housing.  Ajman Ali agreed to review this policy.

  Action: Ajman Ali  

7.3  Councillor Yvonne Maxwell asked how the target in relation to household waste was set and are there plans to increase this target. Bruce Devile reported that this was a complex calculation based on data and stress levels.

7.4  Dan Paul reported that there had been an increase in sickness levels with a significant increase in long term sickness with an increase in anxiety, stress and depression symptoms.  It was expected that a reduction in agency staff would result in reduced levels of sickness.  

RESOLVED:

To note the performance indicators at appendix 1, the Risk Management Scorecard at appendix 2, together with the current capital monitoring update at appendix 3.

RESOLVED:

To approve the revised corporate surveillance and communications data policy and the procedure at appendix 1.

8.1  Michael Sheffield introduced the report. The report presented the revised corporate policy on the use of surveillance and communications data powers as authorised under the Regulation of Investigatory Powers Act (RIPA) 2000 and the newly enacted Investigatory Powers Act (IPA) 2016.  The Committee noted the summary of key changes with the revised policy including in relation to:

·  Guidance is provided on when access to social media records may constitute activity that is governable by RIPA

·  The introduction of the Investigatory Powers Act

·  Changes to the list of key RIPA officers to reflect updated structures and personnel who have cause to use surveillance and communications data powers. The Council had adopted the guidance issued by the Home Office when considering the level of officers to be delegated to undertake this important role.

RESOLVED:

To approve the revised corporate surveillance and communications data policy and the procedure at appendix 1.

RESOLVED:

To note the report

9.1  Michael Honeysett introduced the report, setting out the prior year’s outturn and formed part of the regular reporting cycle for Audit Committee along with the second of the in-year updates for the current financial year covering the period from June 2019 to August 2019. Michael Honeysett reported an increase in the gross borrowing requirement with a large increase in net borrowing since 2017.  Investment levels had increased due to the long-term borrowing from the Public Works Local Board in respect of the Council’s capital programme. The Council would borrow from other local authorities. The Council’s investment vehicle offered a good level of security and increased diversification for the Council’s portfolio whilst achieving a reasonable yield.  

9.2 

RESOLVED:

To note the report.

RESOLVED:

To note and the Audit and Anti Fraud’s progress and performance to 30 September.

10.1  Michael Sheffield introduced the report on the performance of the Audit and Anti-Fraud Service, the areas of work undertaken, and information on current developments in Internal Audit and Anti-Fraud as well as statistical information about the work of the investigations teams. Michael Sheffield reported that:

·  Total work completed and in progress stood at 37

·  During the reporting period 11 reviews were completed from the 20181/19 Audit Plan

·  17 % of high level recommendations had been had been completed compared to 26% in the previous year

RESOLVED:

To note and the Audit and Anti Fraud’s progress and performance to 30 September.

RESOLVED:

To note the work programme.

RESOLVED:

To note the work programme.

12.1  The Chair reported that he had met with relevant officers to discuss on In-sourcing and that a draft paper would be produced with a meeting towards the end of the month.

12.1  The Chair reported that he had met with relevant officers to discuss on In-sourcing and that a draft paper would be produced with a meeting towards the end of the month.

13.1  Noted that the next meeting would be on 15^th January.

13.1  Noted that the next meeting would be on 15^th January.