Agenda and minutes

Policy and Performance Scrutiny Panel
Thursday, 8 November 2018 7:00 pm

Venue: Rooms 11/12/13, Eastleigh House, Upper Market Street, Eastleigh SO50 9YN

Contact: Laura Johnston, Performance and Governance Lead Specialist Tel: 023 8068 8041 Email:  Natalie Wigman, Corporate Director Tel: 023 8068 8405 Email:

No. Item


Public Participation


There was no public participation on this occasion.


Minutes pdf icon PDF 61 KB

To consider the Minutes of the meeting held on 11 October 2018.


It was AGREED -


That the Minutes of the meeting of the Panel held on 11 October 2018 be confirmed and signed by the Chairman as a correct record.


Declarations of Interest

Members are invited to declare interests in relation to items of business on the agenda.  Any interests declared will be recorded in the Minutes.


There were no declarations in relation to items on the agenda on this occasion.


Chairman's Report


The Chairman informed the Panel that due to unforeseen circumstances the Aspect Housing item would not be presented at this meeting but instead at the meeting in March 2019 when there would also be an item on Housing.


Public Transport Annual Report


The Panel received a presentation on the Council’s Public Transport Annual Report by Bret Willers, Environment Lead Specialist and Jason Light, Strategy Lead (Environment).  Councillor Airey, Cabinet Member for Transport was also in attendance for this item. 


The following key issues were noted:


  • Councillors would like an opportunity to scrutinise performance against the Council’s policy for Sustainable Transport.
  • A request to review the quality and location of cycle routes
  • The impact of Southampton’s air quality zone and charges on vehicles, exploring the impact on small businesses




The Panel made the follow recommendations:


That the Sustainable Transport Annual Report be bought to the

Committee at a later date for scrutiny by the Committee against Council strategy and policy.


Aspect Housing


Due to unforeseen circumstances the Chairman and Vice Chairman had agreed that this item would be considered at the meeting of the Panel in March 2019 when they would also be considering an item on housing.


Customer Service Update DOCX 31 KB

Additional documents:


Consideration was given to the Customer Service Update report.  Emma West, Customer Services Manager, advised the Panel of;


  • The areas of service that generate the highest levels of call, Council Tax and Benefits as being some of the largest areas.
  • Analysis being done to review reasons for calls to address service issues that affect call levels
  • Activity being done to move more services on-line so customers can self- serve where appropriate
  • Cross training for staff




1)    That the Panel reviewed the analysis of the current activity in the Customer Service team and the transition from the old ways of working to new; and


2)    That the Customer Service Manager comes back at a later date to present trend data once this is available.


Key Performance Indicators


The Panel received a presentation from Diccon Bright, Strategic Planning Manager, on the out based Key Performance Indicators that will be reported from April 2019.


The Panel noted the following key issues:


The type, level and format of performance information the Committee could receive and how they can use it to scrutinise Council functions and priorities.





The Panel made the following recommendations:


1)    The proposed performance indicators need some background information that explains what the targets are and what the measures mean; and


2)    The Committee scrutinises an area at a time to fully understand the data behind a measure



Modern Slavery Statement

Additional documents:


Consideration was given to the report outlining the Council’s commitment to ensuring that there is no modern slavery or human trafficking in any part of its business.  Jason Light, Strategy Lead (Environment), highlighted the background to the Modern Slavery rules


The Panel noted the key areas which relate to the modern slavery agenda:


  • Recruitment and Selection
  • Job Evaluation
  • Whistleblowing
  • Procurement


The main focus of the presentation and the discussion was around the need to scrutinise Council suppliers.


The Committee made the following recommendations to the Procurement Executive Group:


  • The Committee proposed that the first priority of the Council in the statement should be to reiterate our commitment to reducing modern slavery and aim reduce the impact on people in the borough


  • To include our duties as a landlord on our commercial sites and who we let our properties to


  • To include our new duties in relation to Houses of Multiple Occupancy and ensure our HMO policy also includes modern slavery


  • To ensure that modern slavery is considered in all new strategies


  • EIA – recommendations to include mental health and vulnerable adults, and different migrant groups



The Panel considered the Modern Slavery Statement and made recommendations for the Procurement Executive Group and Cabinet to consider.


Policy and Performance Scrutiny Panel's Work Programme DOCX 16 KB


Panel members considered their Work Programme to March 2019.


It was AGREED that the Work Programme be noted, that planning would commence for the next electoral year and the following amendments be made:


·         Drop the NHS Commissioning item

·         Add Sustainable Transport Annual report and Sustainable transport on new developments

·         Move Aspect to March meeting to tie in with Housing item

·         Make KPIs a standing item at all meetings of the Committee

·         Leave Crime and Disorder and Commercialisation in the pending section

·         Customer Service report to come back post May


Cabinet Forward Plan pdf icon PDF 58 KB


The Panel considered the Forward Plan of Key Decisions.


It was AGREED that the report be noted.