To receive a report from the Assistant Director (Corporate).

James Gilbert, Assistant Director - Corporate presented Members with the Performance and Governance Framework - Quarter 1 (Q1) Monitoring Report 2024/25 (as at the end of June 2024), pages 147 to 196 of the Agenda refer.

Members attention was drawn to the Q1 performance targets (Appendix 1), the performance trends (Appendix 2) and Q1 risks (Appendix 3).

Members were invited to put their comments and questions forward.

·         In reference to the Strategic Risks for the Local Plan with a risk score of Medium, a Member commented that risk of non-completion should be considered as High when there were risks of the Local Plan not being completed in time and when there were issues with staffing levels and lack of support from the Environment Agency, page 149 of the Agenda refers.  In response, the Assistant Director – Corporate confirmed to Members that the risk profiles would be reviewed in consideration of the Committee’s comments.

·         In reference to the Strategic Risk for External Communications with a risk score of Medium, a Member was dissatisfied with the effectiveness of internal communications for ensuring that Members were kept informed and commented that the risk was perceived as High, page 150 of the Agenda refers.  In response, the Chairman acknowledged that Members continued to experience communication issues of what was occurring within their wards and that the issues needed further reinforcement.

The Assistant Director – Corporate advised Members that a protocol had been agreed for specific issues to be raised with each Assistant Director and that Members were encouraged to provide examples of issues with communication.

·         In reference to East Lindsey Q1 performance under the heading of Environment, a Member queried who was responsible for grading streets and whether grade B litter included out of town streets and also what the procedures were for reporting, page 160 of the Agenda refers.  In response, the Assistant Director – Corporate confirmed that an update on the methodology of grading litter and the reporting mechanisms would be made available to Members.

·         In reference to the Healthy Lives KPI for ‘Percentage of cases opened at homelessness prevention stage’, a Member highlighted that percentages were not good indicators of the number of people who were affected by homelessness, page 158 of the Agenda refers.  In response, the Assistant Director – Corporate confirmed that the measures of reporting would be examined.

·         A Member commented on issues observed in Louth with homeless people sleeping in shop doorways.

·         In reference to Environment KPI’s for Fixed Penalty Notices (FPNs), a Member commented on the lack of inclusion of data on dog fouling which was a significant problem on the coast, p178 of the Agenda refers.  In response, the Assistant Director – Corporate confirmed that a request would be made for specific data on dog fouling.

·         In reference to Efficiency and Effectiveness KPI’s for percentage of corporate complaints responded to within corporately set timescales, a Member commented on issues with lack of responsiveness from officers to emails sent and the benefit of an acknowledgement email from the Council to confirm that comments or concerns were being dealt with.  In response, the Assistant Director – Corporate confirmed that the Committees comments would be noted.

·         In relation to the percentage of carparking income received against agreed annual budget, a Member queried whether the carparking income was set at the correct level and what factors influenced the red status, page 163 of the Agenda refers.  In response, the Chairman advised Members that it was assumed to be accurate as the budget had been agreed and added that weather influences could not be predicted. The Assistant Director – Corporate further assured Members that fluctuation was expected. 

·         In reference to Kingfisher Caravan Park, a Member commented that the figures should be included in the report that was being presented to Full Council, page 167 of the Agenda refers.  In response, the Chairman advised Members that a scrutiny report on Kingfisher Caravan Park was expected in October and that additional monitoring was being undertaken by the Audit and Governance Committee.

·         In reference to the Strategic Risk for Lincshore flood defence, a Member commented on the recommended treatment for the risk as ‘tolerate’ and that the status should be moved to ‘treat’ the risk to ensure that action on flood defences was taken before it was too late, page 187 of the Agenda refers.  In response the Chairman supported that the Committees comments be put forward for the risk to be treated.

·         In reference to KPI’s for Growth and Prosperity in relation to ‘Average monthly high street footfall count per key town’ and the narrative which stated that ‘The figures are compiled using mobile phone data’, a Member expressed dissatisfaction that figures were not reflective of footfall from people without mobile phones, page 170 of the Agenda refers.  In response, the Chairman advised Members that further information would be requested on how the process accurately measured high street footfall by utilising mobile phone data. 

No further comments or questions were received.

Following which, it was

RESOLVED:

That the Performance and Governance Framework - Quarter 1 Monitoring Report 2024/25 be noted.