Best Value Performance & Efficiency Sub-committee Of The Policy & Resources Committee - 16/05/2002
At a MEETING of the BEST VALUE SUB-COMMITTEE OF THE POLICY AND RESOURCES COMMITTEE held at Dundee on16th May, 2002.
Present:-
COUNCILLORS
Julia STURROCK, Mervyn ROLFE, Dave BEATTIE, Allan PETRIE and Neil I C POWRIE (substitute for Councillor Bruce MACKIE).
Councillor Julia STURROCK, Convener, in the Chair.
Unless marked thus * all items stand delegated.
I BEST VALUE REVIEW OF THE STRATEGIC PLANNING SECTION OF THE SOCIAL WORK DEPARTMENT
There was submitted Report No 450-2002 by the Chief Executive reporting on the outcome of a Best Value Review of the Strategic Planning Section of the Social Work Department.
The Review accounted for 0.6% of the Department's Revenue Budget at a budget cost examined of 328,000 which represented 12% of expenditure reviewed in the Department in 1999/2000.
The Sub-Committee approved the following recommendations:-
(a)That the Strategic Planning Section should assume an extended role for the Social Work Department in strategic development and performance management as outlined in Paragraph 12, Option 3 of the Report;
(b)That the section should now be renamed the Strategy and Performance Service to better reflect its new duties and responsibilities;
(c)That the proposals for the continuous improvement in the planning and development of Social Work services be approved.
II BEST VALUE REVIEW 2000/01 - FINANCIAL SERVICES - SOCIAL WORK DEPARTMENT
There was submitted Report No 447-2002 by the Chief Executive reporting on the outcome of a Best Value Review into Financial Services provided by the Finance Section of the Social Work Department as part of the Council's Best Value review process.
The review accounted for 1.1% of the Department's Revenue Budget at a budget cost of 455,400 which represented 7.8% of the Best Value reviews undertaken within the Department in 2000/01.
The Sub-Committee approved the following recommendations:-
(a)To agree the programme of process improvements noted below. It was anticipated that the timescale for full implementation would be more than one financial year with full implementation expected by April 2003.
? devolve the processing of supplier invoice payments to residential and day care units where appropriate.
? provide a business credit card method of payment to residential units and day care units.
? provide clients with more detailed service based information on Home Care and Occupational Therapy invoices.
? introduce "utility style" annualised billing for residential clients from January 2002.
? replace existing manual cash book with a computerised version linking directly to the main accounting system.
? introduce reimbursement of units' cash floats by e-mail and direct credit to their bank accounts.
? introduce a direct debit invoice payment option for residential clients from January, 2002.
? increase print size on remittance advices to make them easier to read.
? increase print size and remove dotted background from invoices. This would make invoices easier to read for older clients.
? extend BACS payment method for Foster Carers.
? provide a comprehensive list of fees and allowances to Foster Carers.
(b)to approve the establishment of an implementation group comprising officers from Social Work, Finance and Personnel and Management Services Departments.
(c)to approve a review of staffing requirements to be undertaken by Personnel and Management Services after the process improvement programme has been completed.
(d)to approve the continuous improvement proposals stated in Section 13 of the report, namely:-
? establish a number of independent focus groups to monitor improvements in customer service.
? pay residents' personal allowances four weekly and directly into their personal bank accounts.
? introduce "utility style" annualised billing for non-residential clients.
? computerise residential Financial Assessment process.
III NEIGHBOURHOOD RESOURCES AND DEVELOPMENT YOUTH AND CHILDREN'S WORK 2000/2001
There was submitted Report No 448-2002 by the Chief Executive reporting on the outcome of a Best Value Review into Youth and Children's Work Services provided by the Neighbourhood Resources and Development Department as part of the Council's Best Value review process.
The Review accounted for 12.5% of the Department's net Revenue Budget 2000/2001 at a budget cost examined of 975,976 children and youth work services reviewed. Appendices I(a) and 1(b) outlined the nature of services covered and exclusions.
The Sub-Committee approved the following recommendations:-
(a)to agree the two Action Plans to advance the Performance Reviews - see Appendices 3 and 4 of the report;
(b)to continue the monitoring of participant satisfaction levels against the critical success factors;
(c)to review arrangements to reprofile sessional and full-time worker deployment;
(d)to agree the actions taken to address critical success factors in service provision as detailed in Paragraph 10.2 of the report;
(e)to approve the Best Value Review report.
IV PRIVATE SECTOR GRANT UNIT, INCLUDING HOUSING ACTION AREA SECTION, BEST VALUE REVIEW
There was submitted Report No 445-2002 by the Chief Executive examining the detailed operation and functions of the Private Sector Grants Unit (PSGU) and their specific relationship with the Housing Action Area Section of the Housing Renewal Unit as well as other Housing Sections for services provided and other Council departments for specific purposes.
The object of the review was to determine whether:
? changes could be made to the services delivered.
? procedures could be simplified.
? costs could be reduced (charge to Council Tax).
? any duplication could be eliminated.
? improved services by a single approach to Private Sector services could be achieved.
The review took into consideration the aims and objectives of Housing Management and future changes in legislation which would affect the Housing Department including the new impact of the new Housing Bill, the review of the Tolerable Standard and introduction of Licensing of Houses in Multiple Occupation, together with Housing Advice Services.
The review accounted for 1.15% or 390,625 of the Department's 2000/2001 Revenue Budget.
The Sub-Committee agreed to the proposals to amalgamate the Private Sector Grants Unit and the Housing Action Area Section of Housing Renewal as outlined in Section 12 of the report and the continuous improvements as outlined in Section 13 of the report.
V PUBLIC PERFORMANCE REPORTING
There was submitted Report No 451-2002 by the Director of Finance informing the Sub-Committee of the importance and general developments in Public Performance Reporting within the Best Value framework. The report also advised the Sub-Committee of the current public reporting procedures adopted by Dundee City Council, particularly in relation to the Annual Report and the Statutory Performance Indicators and specified the need for reporting arrangements to be updated in order that the authority meets the best practice requirements of Public Performance Reporting as outlined in the Accounts Commission's report "Getting to know your Services".
Any financial implications arising from the report would be contained within the current Revenue Budget for the preparation of the Annual Report.
The Sub-Committee agreed to adopt the procedures as specified in Appendix I of the report in order that the authority complied with the Public Performance Reporting requirements of Best Value. This would enable the stakeholders to access performance information much earlier than previously, ie within four months of the close of the financial year.
JULIA STURROCK, Convener.