388 (108) VIREMENTS 2005-2006 – The Head of Finance submitted a report seeking approval of virements to the councils revenue and capital budgets for 2005-2006, and giving details of virements approved by him under delegated powers, to the council’s revenue and capital programme for 2005-2006.
Resolved – (a) That the revenue virements set out in paragraph 3.5 of the report be approved, and (b) that the virements set out in paragraphs 3.1, 3.2 and 3.4 of the report, approved by the Head of Finance under delegated authority, be noted.
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389 (109) SECTIONS 43 AND 47 LOCAL GOVERNMENT FINANCE ACT 1988 SECTION 1 LOCAL GOVERNMENT AND RATING ACT 1997 RATING (FORMER AGRICULTURAL AND RURAL SHOPS) ACT 2001 - The Head of Finance submitted a report seeking approval of the level of business rate reliefto be awarded to 3 applicants, details of which were set out in the appendix to the report.
The Policy Committee agreed the legal position and administrative practices for dealing with rate relief on 22 January 1996.
The Corporate Services Cabinet Member on 20 February 2004 (minute 128 refers) agreed to adopt a scoring system based on set criteria for the awarding of discretionary rate relief. The Corporate Services Cabinet Member on 7 February 2005 (minute 233 refers) agreed to amend the criteria.
Most of the existing applicants had had their applications reviewed and level of relief from 1 April 2005 awarded. New and more existing applicants continued to return forms fully completed.
There was no discretion about granting mandatory relief.
Resolved – That the level of rate relief to be awarded to each applicant be as set out in the appendix to the report.
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390 (110) FORMER TENANT ARREARS WRITE OFF – The Chief Executive and the Head of Finance submitted a joint report giving details of debts written off under delegated powers and seeking approval to write off debts over £1,500.
Appendix 1 to the report detailed those debts over £1,500.
Resolved - (a) That the total debts written off under delegated powers in the sum of £156,401.31 be noted, (b) that approval be given to write off those debts over £1,500 as detailed in Appendix 1 of the report totalling £56,173.96, and (c) that it be noted that whilst the debts have been written off for accounting purposes, the debts will remain on the council's books and available for payment in future should this be appropriate.
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391 (111) QUARTERLY WORKFORCE MONITORING - The Head of Human Resources submitted a report giving details of the workforce monitoring statistics for October to December 2005.
A number of key workforce indicators were attached to the report in appendices. Sickness absence was reported as total days lost and days lost per person as required for the best value performance indicator. All other indicators were expressed as a percentage of the workforce.
The first table contained the figures for each of the 14 service areas for the last complete quarter. The second table outlined the results for the council as a whole for the year to date. A chart detailing the current level of sickness absence in each service was also attached.
The council’s age profile had changed little but continued to show a good balance across all age ranges.
The figures for minority ethnic origin continued to show a small improvement. However, the change was slight and emphasised the need to do more to encourage employment from this and other underrepresented groups. An exercise was currently underway to consult with minority ethnic community groups.
The trend in sickness absence was positive. Despite an increase in the last quarter most services continued to reach or exceed target performance. Work on reducing the amount of long-term sickness absence continued with some success.
The number of voluntary leavers remained very low when compared to performance nationally. The number of early retirements remained stable. The number of ill health retirements reduced in the last quarter but was expected to rise again as long-term absences were dealt with.
Resolved - That the workforce statistics be accepted.
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392 (112) REGISTRATION SERVICE – The Head of Legal and Democratic Services submitted a report informing the Cabinet Member of developments in the Registration Service under to the following headings:
Civil Partnerships
To date there had been 34 Notices of Intent attested in North Lincolnshire. There had been 7 actual formations held at the Register Office and 1 at an Approved Premise. The feedback received from those couples involved had been excellent.
Bereavement Journey Project
The Superintendent Registrar was having a further meeting at Scunthorpe General Hospital on 15 February regarding the provision of suitable accommodation for the "on site" registration of deaths.
Citizenship Ceremonies
A special ceremony, in celebration of those receiving British Citizenship during Councillor Eckhardt’s year in office as Mayor, was held on 20 December 2005. It was hosted by the Mayor and attended by the Lord Lieutenant of Lincolnshire.
10 new citizens were granted British Citizenship.
Registration Modernisation – Consultation Document
The 2002 White Paper "Civil Registration – Vital Change" set out an agenda for creating a more modern, effective and high quality registration service. Proposals relating to births and deaths were presented before Parliament in July 2004 as a draft Order to be made under the Regulatory Reform Act 2001.
In December 2004, however, the Regulatory Reform Committee reported that the proposed changes were too large and complex to be taken forward by those means. This had meant a radical rethink of ways and means of change and had culminated in a further consultation document entitled Registration Modernisation. The document set out how the Government intended to take forward the modernisation programme and invited specific comments on proposals relating to the governance arrangements between central government and local authorities for the delivery of the local Registration Service. The main changes were set out in the report.
The view had been taken that under the new proposals, the Registration Service could be tailored to suit the needs of the local community, which could only be beneficial to the service users in North Lincolnshire.
The 2002 White Paper also included how other major changes to the registration of births and deaths and marriage laws were being dealt with.
Content of Civil Ceremonies
A report was recently released detailing the findings of a consultation exercise carried out on behalf of the Registrar General regarding the content of civil marriage ceremonies. It had been a fundamental principle since the introduction of civil marriage that it should be distinctly separate from religious marriage.
The Marriage Act 1994 introduced the concept of marriages taking place in Approved Premises (hotels etc) and since then, the inclusion of readings and music in civil ceremonies had become increasingly popular. The Registrar General issued guidance to SR’s in 1995 to help them judge when certain enhancements to civil ceremonies were appropriate. The 2004 review considered whether that advice was still valid in light of present day conceptions of what constituted religious readings, music and symbols. Many inconsistencies existed throughout England and Wales.
As a result the review recommended a number of changes to clarify the situation, details of which were set out in the report.
Employment Status of Registrars
The Registration Service Bill (a Private members bill) was presented to Parliament on 23 November 2005. The Bill provided for registration postholders to become employees of the local authority which appointed them.
It also provided for existing terms and conditions, and pension rights to be unaffected by the change of status and gave continuity of service for unfair dismissal and redundancy purposes. Existing responsibilities under the Registration Acts would also be unaffected.
The Bill also provided for certain amendments to be made to the Registration Service Act 1953. Details of the amendments were outlined in the report.
Nationality Checking Service
The SR was currently looking into the possibility of providing a Nationality Checking Service (NCS) facility in North Lincolnshire. The NCS initiative was a partnership between the Home Office Immigration and Nationality Directorate (IND), Local Authorities Co-ordinators of Regulatory Services and local authorities across the United Kingdom. NCS was aimed at people wishing to apply for British Citizenship and was intended to increase the proportion of applications received by IND which may be completed without further enquiry.
In return for an administration fee, local authorities would check citizenship applications for completeness and accuracy before forwarding them to the IND. A fee would be charged to cover the cost of copying documents, postal charges and other administration expenses, this would be paid directly to the council; each council would be responsible for setting its own fees.
Registration Service Annual Report to Customers
The first annual report to customers had been produced. This gave information to the public relating to:
- Services available
- A Registration Service overview including staffing, opening hours and cost of services
- Service Standards
- Achievements
- Aims and Objectives
- Performance Indicators
Resolved – (a) That the developments set out in the report be noted, and (b) that under the new Registration Modernisation the view be endorsed that the Registration Service be tailored to suit the needs of the local community, which can only be beneficial to the service users in North Lincolnshire.
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393 (113) NEW HEALTH AND SAFETY POLICIES – The Head of Human Resources submitted a report seeking approval for three new health and safety policies and their guidance, following the introduction of new national legislation.
During the last eighteen months the Government had announced the phased introduction of three new pieces of legislation required by EU Directives.
The new items of legislation were as follows:
- The Dangerous Substances and Explosive Atmospheres Regulations 2002
- The Control of Vibration at Work Regulations 2005
- The Work at Height Regulations 2005
Failure to have appropriate policies in place could leave the council open to litigation under both civil and criminal law. It could affect the council’s standing both as a good employer and a respected authority in health and safety terms (as a five times winner of the RoSPA Gold Award for Health and Safety).
Failure to introduce the new policies to reflect the statutory requirements could be seen as a breach of Regulation 5 of The Management of Health & Safety at Work Regulation 1999 and its associated code of practice.
Copies of the policy drafts and their guidance were attached to the report.
Resolved – That the new policies and their attached guidance be approved for inclusion in the council’s Health and Safety Manual.
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394 (114) REVIEW OF THE PERFORMANCE OF THE LOCAL LAND CHARGES SERVICE AND LEGAL SERVICES CHARGING POLICY – The Head of Legal and Democratic Services submitted a report seeking amendments to the fees charged made by Local Land Charges and Legal Services and to review the performance of the Local Land Charges Service.
Local Land Charges
Search Volumes – During the current financial year 3004 searches had been received. In the financial year 2004/05 the total was 3774, in 2003/04 4715 and in 2002/03 the total was 5571. Similar levels to the 2004/05 figures were predicted for the next two years.
There had been a continued increase in the percentage of personal searches.
Together with an increase in the number of electronic searches through NLIS Level Two (for which a reduced fee was collectable) and the decline in volume in the housing market, income generated by Local Land Charges had continued to decrease and in all probability would continue do so next year.
Quality Questionnaire – As in past years a questionnaire was sent out to 55 solicitors’ offices in January 2006. The report detailed results of the questionnaire along with additional comments made.
In the current financial year, 97% of searches had achieved the national performance indicator of a 10 working day turnaround and 87% had met the council’s performance indicator of an 8 working day turnaround. The council had achieved NLIS Level Two and work was on going towards Level Three.
Fee Review – Current search fees were as detailed below:
| Standard Search Fee |
£98 (£80 for electronic searches) |
| Official Certificate |
£6 (£4 for electronic searches) |
| "Part II" Enquiries |
£11 each |
| Additional Enquiries |
£15 each |
| Extra Parcels of Land |
£14 each |
| Personal Search |
£11 |
| Commons Registration Search |
£14 |
Fees for the Official Certificate, Personal Searches and Commons Registration Search were set by statutory regulations.
It was proposed that Land Charges Search fees be increased in line with the national average as detailed below:
| Standard Search Fee |
£105 |
| Standard Search Fee (electronic) |
£90 |
| "Part II" Enquiries |
£12 each |
| Additional Enquiries |
£17 each |
| Extra Parcels |
£15 each |
Legal Services Discretionary Fees
As a part of the work undertaken through the council’s membership of the Unitary Authority Benchmarking Group it had come to light that the discretionary fees charged by the Legal Service were significantly out of line with the group average. It was proposed that this be addressed by making considerable modifications to the fee structure.
Appendix A which was appended to the report showed the current fees and proposed new fee structure. The increase compared favourably with costs associated with the private sector.
The Legal Service undertook a small amount of work for external bodies to which the hourly charges mainly applied. However costs were also recovered by the service in successful court cases, as well as fixed fee work.
Resolved – That charges be increased for both Land Charges search fees and Legal Services discretionary fees as set out in the report and appendix.
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The following items contain exempt information as defined in paragraph 1 of Part 1 of Schedule 12A of the Local Government Act 1972
395 (115) STAFFING ISSUES WITHIN THE COMMUNITY INVESTMENT TEAM – The Head of Planning and Regeneration submitted a report seeking approval to extend the life of the posts of Manager/RMT Co-ordinator and Administrator at Crowle Community Resource Centre.
Funding for Crowle Community Resource Centre was originally provided through European Regional Development Fund (ERDF), Rural Development Commission, North Lindsey College, North Lincolnshire Council, and Crowle Town Council. The Centre was established in 1998 as a central resource where residents, businesses and stakeholder organisations could gain access to a range of services.
Renaissance Market Towns (RMT) was launched by Yorkshire Forward in January 2003 and was a pioneering 10-year plan to support sustainable small towns in Yorkshire and the Humber. As one of Yorkshire Forward’s flagship projects, RMT aimed to ensure that the region’s ‘rural capitals’ such as Crowle and Epworth were places where people wanted and were able to live, work, invest and visit.
The Isle of Axholme was chosen by Yorkshire Forward (YF) to benefit from its Renaissance Market Towns initiative from 2004. YF was using the Isle of Axholme RMT as a model of best practice and was proposing to use this model in planning future RMT activity. YF acknowledged that one of the key reasons for the success of Isle of Axholme RMT was the role of the Resource Centre at the heart of the community - a true community hub.
Single Regeneration Budget (SRB) funding for the Centre would come to an end on 31 March 2006 but European Social Fund (ESF) support for work-related training would run until 31 December 2006 when a final claim and report would have to be produced.
A number of Yorkshire Forward issues were in the process of being resolved and new initiatives and programmes were being developed. Consequently, the Community Investment Team would not be in a position to enter into firm negotiations with Yorkshire Forward to secure the long-term future of the Resource Centre until 2007.
It was proposed to extend the life of the two Resource Centre posts on a temporary basis for the year April 2006 to March 2007. By this time the new RMT arrangements would be firmed up and a forward strategy for the Centre would be in place. The council had committed to match ESF funding at the Resource Centre until December 2006. Failure to meet this commitment would mean a loss of funds to deliver work-related training to Isle residents and businesses. Short-term Yorkshire Forward funding for Crowle Community Resource Centre for 2006/07 was to be sought through the Humber Rural Pathfinder.
Resolved – (a) That the extension of the posts of Centre Manager/RMT Co-ordinator and Administrator be approved on a temporary basis for the period April 2006 to March 2007, subject to the match funding from Yorkshire Forward being confirmed for the same period, and (b) that throughout 2006/07 staff continue to offer advice and support to the Crowle Resource Centre Management Group to prepare a business plan for the Centre beyond March 2007.
396 (116) PRINCIPAL EDUCATIONAL PSYCHOLOGIST – The Head of Education, Learning and Achievement submitted a report seeking approval for the regrading and redesignation of the post of Principal Educational Psychologist.
Early in 2005 a decision was taken to incorporate support services for children into the Educational Psychology Service. Support services included the provision of education for children with social, emotional and behaviour difficulties. These areas of work required specific professional experience in order to deliver service and corporate objectives to meet the Government’s Inclusion agenda.
The most appropriate officer to lead on the behaviour strand of Inclusion Services was the Principal Education Psychologist, which was a grant-funded post. A new job description had been prepared to reflect the change in duties and responsibilities and assessed on Soulbury Conditions of Service. It was also proposed that the post be redesignated to Principal Educational Psychologist and Service Manager.
Resolved – (a) That approval be given for the regrading of the post of Principal Education Psychologist as set out in the report, and (b) that the post be redesignated to Principal Education Psychologist and Service Manager.
397 (117) PROPERTY SERVICES – STAFFING RESTRUCTURE – The Head of Property and Leisure Services submitted a report seeking approval of a new staffing structure for Property Services.
The current Property Services structure had, by minute 195, been approved on 6 September 2004, a number of minor amendments had been approved since.
Details of the proposals, together with the financial implications, were set out in the report and accompanying appendices.
Resolved – That approval be given to the proposals set out in the report and shown at Appendix 1.
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Where there is no report this is because it is exempt, as it contains information which is considered to be of a confidential nature, as detailed in the Local Government (Access to Information) Act.