Meeting documents

Held at Coxwold House, Easingwold Business Park, Stillington Road, Easingwold, York. 

on Wednesday, 29 October 2008

Link to Building Control Agenda 29 October 2008.

BCP.131 Apologies for Absence

Apologies were received from Councillor Baker.

BCP.132 Minutes

The minutes of a meeting of the North Yorkshire Building Control Partnership held on the 18 June 2008 (previously circulated) were presented.

Resolved

That the minutes of a meeting of the North Yorkshire Building Control Partnership held on the 18 June 2008 as submitted be approved.

BCP.133 Lone Working Policy

The Head of Human Resources submitted a report (previously circulated) in order to seek approval for a new Lone Working Policy.

The Partnership has a duty of care to its employees to make provision for the health and safety of lone workers in accordance with the Health and Safety at Work Act 1974 and the Management of Health & Safety at Work Regulations 1999.

A copy of the policy was appended to the report, and it identified principles which must be followed when lone working was planned, together with the processes that needed to be in place whilst the activity was being undertaken and also requirements to review all aspects of the lone working policy in order to enable improvements.

The method the Partnership had adopted for the delivery of its inspection service was by Surveyors working from home. Physical contact with the main office was limited to monthly staff meetings and occasional visits to the office. This exposed Surveyors to a greater risk, as there was no requirement for them to return to an office prior to finishing work. The policy set out measures to be carried out by management and lone workers to ensure the whereabouts of all lone workers was known at specific times, thereby minimising the chance of someone being injured, and this going unreported.

A discussion followed and Board Members were of the opinion that as a responsible employer it was essential to have such a policy in place. In addition, the Chairman suggested that Health and Safety became a standing item on the agenda, for future Board meetings.

Resolved

(a) That the Lone Working Policy be adopted with effect from the 1 November 2008

(b) That future agendas for meetings of the North Yorkshire Building Control Partnership Board include a standing item for Health & Safety issues.

BCP.134 Performance Report

The Building Control Manager submitted a report (previously circulated) in order to update Members on operational performance from 1 April 2008 to 30 September 2008. The report summarised the performance targets and actual outcomes with explanations.

The report outlined the following:

• Performance
• Training
• Computer Integration
• Customer & Agent Surveys
• Financial – Long term debtors
• Staffing

With reference to the staffing, the Building Control Manager advised that the Partnership continued to operate with three frozen posts resulting from the previous Board meeting. In September an Assistant Building Control Surveyor had commenced maternity leave, and was not due to return to work until July 2009, when her contracted hours would be reduced from full time to a three day week. In the same month a Building Control Surveyor had been granted flexible retirement under the Partnership’s Flexible Retirement Policy. To compensate for this reduction, an assistant Building Control Surveyors post had been filled in order to meet delivery requirements.

A further request for flexible retirement had been received to take effect from the 1 December 2008, and an area Building Control Surveyor had been seconded to Ryedale District Council for a period of 18 Months.

The report was discussed in detail, and Members expressed concerns in relation to the management of bad debts, and it was requested that a debtor report be brought to the next meeting.

Resolved

(a) That the report be received

(b) That a major debtors report be brought to the next and all future Board meetings.

BCP. 135 Revised Budget Report

The Building Control Manager submitted a report (previously circulated) in order to present the revised budget for the financial year 2008/09.

Members were reminded that in March 2008, the Board approved a budget for the current financial year 2008/09. This budget had been developed with information available at the time, and took into account the enlargement of the Partnership to include the Scarborough Borough Council Building Control Section with effect from the 1 April 2008.

Members had been advised at the March 2008 meeting, that at the end of the financial year 2007/08 the Partnership had been in deficit by approximately £90,000, which was attributed to additional set up costs, closure of accounts mid year, the start of new accounts for the second half of the year which was historically the slowest period for Building Regulations applications and the change in the economic climate.

A copy of the revised budget was appended to the report. The Partnership had over the last six months undertaken a review of expenditure, which had identified savings. The budget took into account savings resulting from three vacant posts remaining unfilled, premises and supplies and services totalling £120,350.

Due to the financial down turn in the current economic market it was necessary to reduce the income to what was considered a more realistic position. Therefore, income on the chargeable account had been reduced by £143,390.

A discussion followed, and Members were of the opinion that it was important to set a realistic and achievable budget for the current financial year. However in view of the current economic downturn, Members felt that further work needed to be undertaken, and it was suggested that a working party be formed, to carry out further work on the budget and related issues.

Resolved

That a Working Party be established comprising a Member representative from each of the partner Councils and that Councillors Baker, Bastiman, Cottam and Mackman be appointed to the Working Party to undertake a review of the budget and related issues.

BCP.136 Financial Monitoring Report

The Group Accountant for Ryedale District Council submitted a report in order to present Members with details of the financial performance of the North Yorkshire Building Control Partnership for the months April to September 2008.

Members were reminded that this was the first financial monitoring report since the expansion of the Partnership. The revised budget for 2008/09, which had been subject to an earlier report at the meeting, had been profiled to the end of September 2008 based on the estimated patterns of expenditure and income streams. The report had been produced using actual income and expenditure figures and taking into account known commitments until the 30 September 2008. A copy of the Financial Statement was appended to the report along with detailed analysis.

For the period 1 April to 30 September 2008, the revenue account for the North Yorkshire Building Control Partnership had shown a modest surplus of £24,341, though it was noted that this surplus was significantly less than anticipated for the first half of the financial year.

The financial position of the Partnership would require close scrutiny during the second half of 2008/09, and remedial action may be required to address the effect of the reduced levels of income due to the economic recession and the impact of the pay award, when it was agreed.

Resolved

That the report be noted.

BCP.137 Vacancies Report

The Building Control Manager submitted a report (previously circulated) in order to seek approval to fill a vacant post.

Members were advised that the Partnership had received a request from an Area Building Control Surveyor, who was over 60 years of age to take flexible retirement with effect from 1 December 2008. The Surveyor wished to reduce his hours to half time on his current salary. This request met with all the requirements of the Partnership’s Flexible Retirement Policy.

Discussions had taken place with the Surveyor who was prepared to be flexible with his new working arrangements and would provide holiday and sickness cover in the Ryedale and Scarborough areas. This reduction in hours, along with the secondment of a Building Control Surveyor to Ryedale District Council for a period of 18 months, would create savings of £32,710 for the current financial year and £64,883 for 2009/10.

The Building Control Manager advised that it was essential that the Partnership look at a long term succession plan to have surveyors trained and in a position to move into more senior roles as the five part time Building Control Surveyors vacate their posts over the next two/three years. It was also important that the Partnership had sufficient staff to deliver the Business Plan and to meet with Members and Partner Council’s aspirations of delivering a competitive and high quality service.

The variety of options were discussed, and Members were of the opinion that if the Partnership was to continue to deliver the Business Plan, and meet with the performance expectations of the partner authorities it was essential that adequate staffing resources be maintained.

Resolved

(a) That the request for flexible retirement be granted

(b) That one of the vacant trainee building surveyor posts be filled internally subject to suitable applicants applying, this would be a cost neutral solution.

(c) That the Working Party includes staff vacancy issues, as part of their review.

BCP.139 Introduction of Charge for withdrawn and returned applications

The Building Control Manager distributed a report, which sought Member’s approval for the introduction of a charge for withdrawn applications.

Members were advised during the processing of building regulation applications, some were deemed invalid until additional information was provided. A great deal of administrative and officer time could be allocated to ensuring that the client provided the necessary information in order to progress the application. However, there were occasions when the information was not provided and the application had to be returned. In addition, having taken a substantial amount of time to process, applicants could withdraw applications.

It was considered that a charge to recover costs from withdrawn applications would be appropriate, and it was suggested that a reasonable scale of charge would be £30.00 plus vat.

A discussion followed and Members were of the opinion that a standard charge of £40.00 plus vat would be appropriate.

Resolved

That a charge of £40.00 plus vat be introduced with immediate effect, to recover costs incurred for work undertaken on withdrawn applications.

BCP.140 Any Other Business

Mr Cann advised that it was a requirement for all North Yorkshire Building Control agendas and minutes to be displayed on the websites of Partner Councils, and requested that copies be sent electronically to all Partner Councils.

BCP.141 Exempt Information

Resolved

That under Section 100(4)(A) of the Local Government Act 1972 the public be excluded from the meeting for the following item as there will be a likely disclosure of exempt information as defined in Paragraph 1 and 3 of Part 1 of Schedule 12A of the Act as the information relates to the financial or business affairs of any particular person (other than the authority).

BCP.142 Restructure Report

The Building Control Manager submitted a report (previously circulated), which sought Members’ approval for the restructuring of the Partnership to meet current and future operational requirements, recruitment and staff retention.

Resolved

That the proposed restructure be included in the work to be undertaken by the Working Party and a further report be brought to a future meeting.