Agenda item

Councillor Josephine Hawkins reported that she had held the Corporate Portfolio for 6 months. She briefed Members on the various areas covered by her Portfolio, focussing in particular on the following:

•                Charities

•                Children Champion

•        Community Grants

•        Complaints Procedure/ Ombudsman Matters

•        Communications & Marketing

•        Contact Centre

•        Democratic Services

•        Elections

•        Equalities

•        Human Resources

•        Post & Payments

Councillor Hawkins, in her presentation to Members and responses to Member questions, highlighted the following:

(i)            Charities – Although a number of charities fell within her Portfolio, these were not executive functions and she kept a watching brief only on each.

In specific terms, it was noted that the Citizens Advice Bureau received a grant of £80,000 per annum from the Council, in addition to accommodation. It also received assistance from the Frimley Fuel Allotments Charity.

(ii)           Contact Centre – A new telephony system was being introduced with a ‘Golden Number’. All calls would go through this single number and thereafter be routed to the most appropriate Customer Services Advisor to resolve. Contact Centre staff were learning new skills to enable them to take on further responsibilities. Members would still be able to contact specific officers directly.

New technologies were being investigated for postal processes including hybrid mail, when all correspondence is sent electronically to an external company which could send out post at a significantly reduced cost. There were further options to be explored on e-mails and scanning.

The usage of the Contact Centre had been significantly expanded with Surrey Police and more recently, The Department of Works and Pensions Job Centres Plus having a notable presence.

The Executive Head of Corporate was asked to circulate to Members the contact centre data referred to during the Portfolio Holder’s presentation.

(iii)          Democratic and Electoral Services – A new Committee Management System, Modern.Gov, had been introduced allowing Members to use IPads, markedly reducing the number of hard copy issues of agendas and papers.

Democratic and Electoral Services had been integrated and the transition to Individual Electoral Registration had been completed. The next election would be in May 2016, for the Surrey Police and Crime Commissioner (PCC). The previous election, which had incorporated National, Borough and Parish elections, had proved a great success, with staff from all areas of the Council being involved.

In the PCC elections, the Electoral Commission would prescribe the format of the voting sheets. It had not, as yet, proposed any electronic voting or automated counting processes.

The Local Government Boundary Commission would commence a review of the Borough in 2016, looking first at the number of Councillors, then reviewing Ward Boundaries on the basis of their findings.

A Council-wide proposal would be developed by June 2016, with the Commission making any decisions in July 2016. Any changes would then be implemented from May 2019.

(iv)         Media and Marketing – A new website had gone live recently, with 200,000 visitors per Quarter. Electronic payment of bills had increased by 11%, with 4,901 transactions between July and September 2015.   Discussions were progressing with 2 other Councils for them to use the website template, with possible long-term support arrangements.

Heathscene was currently distributed to 36,000 households, 3 times a year, at a cost to the Council of 20p per copy.

Business Breakfasts were held twice a year to consult local businesses and make business awards.

From May 2015, Theatre marketing had been centralised with Media and Marketing.

(v)          Children’s Champion – The Portfolio Holder had recently supported the Mayor in an initiative for Local Democracy Week, involving a number of children using the Council Chamber to act as a proper Committee and debate a number of key issues. She had also participated in the Young Citizens event, the Youth Council and safeguarding considerations.

Although Acts such as the Children Act impacted more on Surrey County Council, this Council had safeguarding responsibilities and needed a clear framework thereon.

(vi)         Community Grants – A Panel met twice a year to make recommendations to the Executive on applications for community grants. These needed to be for capital expenditure and needed to prove wider public benefit. Recent grants included support for the Camberley Judo Club, Parity for Disability and Deaf Plus.

Grant criteria were available on the Council’s Website. The Executive Head of Transformation was asked to circulate to Members the appropriate link.

It was emphasised that grants could not be retrospective. E-learning modules were being developed around safeguarding.

(vii)        Human Resources (HR) – The HR Team had been updating the Council’s policies through the Joint Staff Consultative Group and had recently completed a successful recruitment process of two Executive Head posts.

The Council was currently seeking to upgrade its Investors In People status from Silver to Gold and had recently received the 2 Ticks Award, from the Department of Works and Pensions, as a Disability Positive Employer, as part of the Equality and Diversity agenda.

The Council had been proactive in its involvement with work experience and had been involved in the Tomlinscote Career Fair.

Recruitment difficulties had been experienced in Planning and Building Control. Processes were being developed for ‘Growing your own’ in planning and shared arrangements in Building Control.

The Executive Head of Transformation was asked to circulate data on the proportion of staff who were registered as disabled, with a comparison to peer organisations.

(viii)       Complaints/Equalities – Specific reports would be considered later in the agenda on these 2 areas covered by the Portfolio Holder’s brief.

Councillor Hawkins concluded by thanking all the Officers within her Portfolio area for their support and assistance.

Resolved that the report be noted and that the Portfolio Holder be thanked for her presentation and developments within her Portfolio.