Agenda item

The Chair reported that a decision by the Executive on 24 June 2021 on the Performance Targets for 2021/22 had been called in by Councillors Tom Dyer, David Clarkson and Christopher Reid, who had cited one reason for the call in, and had suggested three outcomes, which were set out page 70 the agenda and reports pack.

A.          Reasons for the Call in Request and Suggested Outcomes

            Reasons for the Request for the Call In

            Councillor Tom Dyer, as the lead call in member, provided detail on the  ground for the call in as follows:

(a)      The single ground for the call in request was, having regard to the nature of the decision and the circumstances in which it had been made, the decision had been taken on the basis of inappropriate or insufficient consultation.

(b)      The process to agree the performance targets, which had been considered by the Performance Scrutiny Committee, had not been transparent.  The Performance Scrutiny Committee on 22 June 2021 did not accept the performance targets.  In most years amendments to the performance targets were relatively minor and agreed through consultation with the portfolio holder.  However, for 2021/22 the changes to the targets were significant, with minimal explanation for these changes included in the report, and neither the portfolio holders nor the relevant senior officers had been present at the meeting of the Performance Scrutiny Committee to provide an explanation for the changes.   

(c)       The performance targets set out in the report ranged from business rate collection to the levels of recycling.  Because there had been no rationale presented for amendments to the performance targets, they should remain as they were for 2020/21.  

(d)      As a result of the impact of Covid-19, several service areas had not achieved their performance targets for accepted reasons.  However, the Council should be ambitious in its targets, particularly those seeking to support the achievement of net zero.   

            Suggested Outcomes

            Councillor Tom Dyer also explained the three suggested outcomes; 

(i)     The Executive retain the targets from the previous year and report on those targets.

(ii)    Before any amendments are made, a further in-depth explanation is provided to the Performance Scrutiny Committee, with senior officers available to directly answer questions for their service areas.

(iii)   The reporting and decision making around target setting for the 2022/23 financial year are presented in a clearer and more transparent way for members.

            Statement from Councillor David Clarkson in Support of the Call In Request

            Councillor David Clarkson, as a signatory to the call in, made a statement in support of the call in request:

(a)      Definitions of key performance indicators included one where these indicators were defined as a measurable value that identified how an organisation was achieving key measurable objectives.  Performance targets must be set appropriately and according to the International Organization for Standardization could also be used to measure the effectiveness of an organisation's quality management systems. 

(b)      Targets should be set so that they were specific, measurable, achievable, relevant and timebound, in order both to define the success of any project and to involve all staff.  For processes to be measured an organisation should have control of all elements of the process.  Processes themselves should not be impacted by external factors such as the Covid-19 pandemic and these factors, because of their transient nature, were not a valid reason to amend a performance target. 

(c)       For the above reasons, the Executive should continue to report on the 2021/22 targets, with supporting narrative to explain any significant variations in performance.   

B.           Questions from Members of the Committee to the Councillor Tom Dyer, the Lead Signatory to the Request for Call In

            Following questions from members of the Committee the following points were confirmed:

·           At the meeting of the Performance Scrutiny Committee on 24 June 2021, it had not been made clear who had made the decision for changes to the performance targets to be 'light-touch'. 

·           In relation to the suggested outcomes (ii) and (iii) above, it was understood that since the date of the call in request (30 June 2021) work was in hand, but had not been formally confirmed. 

·           The Council operated an approach where its targets were specific, measurable, achievable, relevant and timebound. 

·           With reference to paragraph 4.2 of the report to the Executive (pages 76-77 of the agenda and reports pack), explanations had not been disclosed for all the changes proposed.

·           The number of senior staff in attendance at the Performance Scrutiny Committee on 22 June 2021 had been limited, as a measure to reduce the risk of the spread of Covid-19.  

C.           Response to the Call In Request from Councillor Ric Metcalfe, the Leader of the Council

            In his response to the call in request, Councillor Ric Metcalfe, the Leader of the Council made the following points:

(a)      The changes to the targets did not represent a loss of ambition, but had been made so the targets remained achievable.

(b)      If there were a perception that the consultation on the revised targets had not been adequate, this would be accepted.

(c)       It was not acceptable to continue with targets from 2020/21, because of the impacts on services and staff of setting targets that would be impossible to achieve. 

D.           Questions from Members of the Committee to Councillor Ric Metcalfe, the Leader of the Council

            Following questions from members of the Committee the following points were confirmed:

·                Following the conclusions by the Performance Scrutiny Committee on 22 June 2021, at the meeting of the Executive on 24 June 2021, an indication had been given that the rationale for revising the performance targets for 2021/22 would be considered by the Performance Scrutiny Committee.  However, the Committee's consideration would not affect the decision on the targets themselves.

·                There would be consideration of any alternative ways of recording customer satisfaction, given its importance, in the light of the measures to be removed, as listed in paragraph 4.2a of the report to the Executive (page 76 of the agenda and reports pack).

·                The Performance Scrutiny Committee received quarterly performance report and was able to raise any issues directly with the Executive.   The performance figures for quarter one would be submitted to a forthcoming meeting of the Committee.

E.           Decision

Following discussion, the suggested outcome, as set out in (i) above, was withdrawn by Councillors Tom Dyer and David Clarkson.  

            Following further discussion, the request for call in was withdrawn by Councillors Tom Dyer and David Clarkson, on the basis that the Leader of the Council and relevant senior officers would be present at the meeting of the Performance Scrutiny Committee on 10 August 2021 to provide information on the rationale for the changes to the performance targets.

            It was unanimously RESOLVED

(1)  That the withdrawal of the request for call in be noted.

(2)  That the Performance Scrutiny Committee at its meeting on 10 August 2021 be requested to consider the rationale for the changes to the performance targets, with the relevant portfolio holders and senior officers in attendance to provide further information.

The Chair thanked everyone for their attendance and contributions and formally closed the meeting.