The Corporate Policy Development and Scrutiny Panel met on Tuesday 19 November 2024 to discuss the Council's operating model and the 'Be Our Best' programme, review revenue and capital budget monitoring, and consider updates on the Council Tax Reduction Scheme. Key discussions included significant overspends in Children's Services and home-to-school transport, alongside progress on organisational restructuring and efficiency savings.

Council Operating Model and 'Be Our Best' (BOB) Update

The Panel received a presentation on the 'Be Our Best' (BOB) programme, a significant organisational change initiative aimed at creating great jobs, smarter structures, and a culture of excellence. The presentation detailed the programme's objectives, identified key challenges such as outdated job descriptions and pay structures, and outlined the proposed solutions. These include the development of 348 role profiles to replace 999 existing job descriptions, the establishment of six job categories, and the creation of career pathways. The programme also focuses on Smarter Structures to reduce duplication and improve integration between departments, and a Culture of Excellence to foster staff potential and engagement.

Councillor Malcolm Treby questioned why this item had not been scrutinised before going to Cabinet, with the Cabinet Member for Council Priorities and Delivery, Councillor Dave Wood, acknowledging this as a fair challenge. The Director of Finance, Andy Rothery, assured the Panel that any changes to the operating model would undergo consultation and scrutiny. Concerns were raised about recruitment difficulties for the Avon Pension Fund due to pay levels, with proposals for specific pay structures for the fund currently out for consultation. The Panel also discussed the integration of different teams and programmes, such as highways and place-shaping, and the potential for improved collaboration. Councillor Colin Blackburn commended the work undertaken, highlighting the importance of scrutiny. The Panel was informed that incremental progression linked to performance would be implemented from April 2026, with managers receiving training on performance management conversations. The item was noted, with a commitment for future updates.

Revenue and Capital Budget Monitoring, Cash Limits and Virements - April 2024 to September 2024

The Panel reviewed the revenue and capital budget monitoring report for the period April to September 2024. The report indicated a net revenue forecast position of £5.54 million over budget before management action plans. Significant pressures were identified in Children's Services (£5.51 million), primarily due to demand in children's social care and home-to-school transport, and in Economic and Cultural Sustainable Development (£1.51 million) due to corporate estate running costs for surplus assets and loss of income from unlet buildings. Neighbourhood Services also faced pressures (£0.94 million) from high staffing costs and dual running of waste depots, alongside lower than budgeted income. Favourable areas included Resources (£1.62 million), mainly from additional investment income and reduced borrowing costs, and Highways (£0.65 million) due to higher than budgeted parking income.

Management action plans had identified £3.72 million in mitigations, reducing the forecast overspend to £1.82 million. The report also noted that 78% of the £16.42 million in approved revenue savings for 2024/25 were forecast to be achieved by the end of September. Capital spend was forecast to be £23.2 million below the approved budget, largely due to reprofiled spend into future years.

Councillor Lucy Hodge highlighted that home-to-school transport costs are a national problem and questioned the confidence in future predictions given the increasing trajectory of the overspend. The Executive Director explained that increased demand for Education, Health, and Care Plans (EHCPs) and a rise in one-to-one car or taxi journeys for children outside the area were contributing factors. A new home-to-school transport policy and the offer of personal budgets were being implemented to address this. Councillor Hodge also raised concerns about the Corporate Estate, noting that buildings remained unlet due to poor maintenance. The Cabinet Member for Resources, Councillor Mark Elliott, acknowledged that rebuilding in-house capacity was necessary after years of outsourcing. Councillor Robin Moss echoed concerns about the Corporate Estate and questioned the high proportion of EHCPs in the UK compared to other European countries, as well as the reliability of future budget predictions. Councillor Treby requested that future budget papers include amber/red financial risk indicators. The Cabinet Member stated that the concerns raised had been articulated to officers and that the Cabinet was keen to see the position resolved. The Chair thanked the Cabinet Member and officers, noting that the issue of EHCPs was considered a broken system requiring early intervention.

Council Tax Reduction Scheme Update

Councillor Mark Elliott introduced an update on the Council Tax Reduction Scheme for 2024/25. The presentation covered changes introduced, reductions in support, discretionary awards, case studies, costs, and next steps. Panel members welcomed the accuracy of the estimated effects of the changes. Councillor Simon inquired about arrears and collection information, which the officer agreed to circulate. Councillor Treby asked about the frequency of discretionary awards, and the officer explained that while Council Tax staff were aware of the welfare support option, some individuals preferred not to disclose their income and expenditure. The officer confirmed that support agencies were being signposted and the discretionary support had been widely publicised. The Cabinet Member concluded that the scheme was fundamentally working as intended.

Panel Workplan

The Panel noted the future workplan and discussed several suggested items for future meetings, including reports on the Library IT contract, measures to address agency staff costs, the cost of commercial estate maintenance, strategic performance indicators, updates on the BOB/Operational Model, and Property Services. Councillor Hodge requested an update on measures to address the costs of agency staff, the cost of maintenance on the Commercial Estate, and the annual update on Strategic Performance Indicators. Councillor Moss requested an update on BOB/Operational Model, and Councillor Blackburn requested an update on Property Services. Councillor Simon requested a report or meeting regarding the Library IT contract.