The Chairman of the Council, the Chairmen of Committees and Sub-Committees and Portfolio Holders to answer any questions on any matters in relation to which the Council has powers or duties or which affect the District of which due notice has been given in accordance with Council Procedure Rule No. 12.
Minutes:
28.1 Questions were asked in accordance with Council Procedure Rule No.12.
28.2 Question 1 Councillor Williams to Councillor Nick Ridley Cabinet Member for Assets and Investment.
1. Please supply a full copy of the Asset register of Babergh District Council before the office move to Needham Market and Endeavour House, itemising description and book values for each.
Response: - the asset register that is held for accounting purposes has a de minimis level and does not include items of office equipment.
2. Please supply a full copy of the Asset register of Babergh District Council after the office move to Needham Market and Endeavour House to the current date itemising description and book values for each.
Response: - as above
3. Please supply a full listing of the Assets appearing in 1 above but not 2, along with:
3.1. Their current location and to whom sold and/or donated by full name and address;
3.2. If sold, the amount agreed as consideration and the amount paid; and
Response: - based on the response above I am unable to provide a response for 3.1 and 3.2.
3.3. A full explanation as to why assets were given away or sold at less than book value.
Response: - The programme board agreed to go through a 3 phase process for disposal of minor assets of little resale value.
1. To reuse within our own sites
2. To have a closed auction to staff and members for purchase of items for their own personal use (money raised to go to charity)
3. To offer, for free to charities, community groups, schools, etc providing they were able to collect items themselves. We also sold to interested parties more specialist items such as Audio Visual and catering equipment.
4. Whether any assets in 3 above could be recovered and at what cost.
Response: - no.
5. Whether there are any assets now held in Hadleigh, Needham Market and Endeavour House and if so please supply a full description with their acquisition cost and current book values.
Response: - A list is currently being prepared but it is unlikely they will be of sufficient value to be put onto the asset register and hence it will not be possible to provide acquisition cost and current book values.
6. Can you please supply also: -
6.1 The cost of the move to Endeavour House in actual terms with a breakdown; (A)
6.2 The current annual running costs of operating from Endeavour House; (B)
6.3 The annual running costs of operating from Corks Lane in its final full financial year (C); and
6.4 The projected annual saving or loss (D) where:
(A + B) – (C) = D
6.5 The projected saving or loss over the next 5 years.
Response: - A document is currently being finalised covering the costs of the move to Endeavour House compared to the cost of the previous two headquarters and will be available for all Members during March.
6.6 The projected costs of a return to Corks Lane.
Response: - This information is not available
6.7 The projected annual loss to the economy of the move from Corks Lane to Endeavour House for:
6.7.1 Hadleigh
6.7.2 Babergh District
Response: - This information is not available
7. The extent to which the Council analysed the data available to it (whether in actual or projected terms) in 6 (but not 6.6) above before deciding to move to Endeavour House.
8. Details of any reports commissioned as to the effect on the community and its views of the move to Endeavour House and all conclusions drawn therein on the representational benefits /disbenefits of operating the HQ of Babergh District Council outside and from one end of the constituency (Ipswich).
Response: - The information that the Council analysed was contained within the report to council in September 2016 when the decision was taken to move to Endeavour House
Supplementary Question:-
Are you saying that there is no asset register and has there been a big bonanza giveaway to charities and other institutions or other entities of publicly funded assets?
Response: - The de minimis level is an item of cash of a certain value and that information can be communicated to you later.
Question 2 Councillor Hinton to Councillor Patrick Cabinet Member for Organisational Delivery
1. Bearing in mind the location of Babergh’s office, now outside the District, how is it proposed to formally communicate notices of meetings to residents in the District so as to comply with current legislation?
Response: Legislation requires public notice to be given five clear working days before a meeting of a principal Council and of its Committees and Sub-Committees and for this notice to be published at the Council’s main offices. Under Executive (Cabinet) arrangements there is an obligation to make copies of the agenda and copies of reports available for inspection by members of the public at the Council’s main offices and on the Council’s website. These arrangements are included in the Council’s Constitution. Over and above this the Customer Access Points in Sudbury and Stowmarket receive copies of the notices for display and have internet access for customers who may wish to access the papers from there, with assistance from staff where necessary.
2. Bearing in mind that 60% of the Districts population have no connection with Sudbury or Ipswich (especially the Local Government campus area around the Football Club,) what extra measures will be taken to facilitate communication with the public we serve?
Response: We have made it quicker, easier and more convenient for residents to communicate with the Council at a time of their choosing. Last year, we launched a new website which works well on mobile as well as desktop devices and enables residents to, pay, apply for or report things 24 hours a day. We also introduced a single telephone number for residents to call and be connected directly to any of the Council’s services. The Council communicates with residents across Babergh via a variety of channels including posters and leaflets in public buildings, our website and on social media. The local press regularly cover Council activities. Around a third of our staff continue to work in communities across the district and local Councillors are very active in the wards they represent.
3. Furthermore much has been made of the facility for officers to meet with residents away from the rigid office structure. How many of our officers are “based” in the outreach points, (Sudbury and Stowmarket) and what facilities are there for customer face to face points in the East of the District?
Response:- Approximately 34 officers work from our Stowmarket access point delivering telephony and face to face services. The vast majority of their work is providing our telephony services on a day to day basis. The same staff (on a rota basis) also answer enquiries from customers who visit in person, based on demand. Typically we require one officer to resource our reception area day to day, but have the flexibility to call on others should we have higher demand at peak times. The Sudbury access point is resourced by Sudbury Town Council staff who are able to answer a range of enquiries relating to Town, District and County enquiries. Sudbury Town Council employ 4 members of staff who predominantly fulfil these duties. Since the September 2016 resolution we have made clear that there would only be 2 customer access points, there are no other face to face points across either district. However with our new Assistant Director for Customer Services in place we are exploring opportunities to facilitate public access to our services, ensuring that access would be open to all including our most vulnerable customers.
Supplementary Question
Bearing in mind the limited access to often poor internet and the absence of a computer in many households how will these proposals work and will they be time sensitive to ensure the proper time notices are adhered to especially when you consider that 60% of the population of the district do not occupy Sudbury or Hadleigh and that the 0300 telephone number has 7 options when you get through so most people hang up when they have got to option 3?
Written Response to be provided.
Supporting documents: