Resolved:  That all items on the agenda be web-cast.

Apologies were received from Councillor Ross.

There were no substitute Members.

It was noted that Councillor Ring was a Visiting Member interested in agenda item 9, Update on Council Diaries.

It was noted that Councillors Lusty, Mrs Wilson and Parr had been lobbied in agenda item 9, Update on Council Diaries.

Resolved:  That all items be taken in public as proposed.

Resolved:  That the minutes of the meeting held on 10 January 2011be agreed as a correct record and duly signed by the Chairman.

Resolved: That Agenda Item 9, Update on Council Diaries be taken before Agenda item 8, Discussion on the national changes proposed to Housing Benefits.

The Chairman welcomed Councillor Marion Ring, Cabinet Member for Corporate Services to the meeting.

Councillor Ring presented the Committee with a list containing the contents currently held within the Council Diaries and those labelled ‘keep’ which included in any reinstated diary shown in Appendix A. It was highlighted that due to the current financial situation, Members who wanted the diary reinstated would be expected to pay £6.35 to produce the new diary. Councillor Ring suggested that senior members of Maidstone Borough Council staff who were away from the office and needed the diary received it for free.

The Committee stated that they were concerned about the external people who had previously received the diary, and Councillor Ring stated that should they want a diary they would be expected to pay for this.

The Committee went through the list of contents and discussed the way forward with regard to content that they required to remain and those that were no longer deemed necessary.

Members informed Councillor Ring that they no longer wished the photos of staff or Councillors to be in the diary. Members indicated that they wanted to include the Council Tax information, as marked in pages 34-35 on Appendix A within the new diary.

The Committee highlighted that as a means of saving money updates should be done via email only, so each individual with a diary updated it by hand.

The Committee stated that the information declared available on the intranet and internet be investigated to ensure that this was the case.

The Committee considered the approach that should be taken to Council diaries and agreed that hard copies should be made available to buy for Members and Staff. Senior Officers who were often away from the office and required the diary would not be expected to buy it.

Resolved:  That the Cabinet Member for Corporate Services be thanked for the information and it be recommended that:

a)  Council diaries be reinstated for purchase;

b)  Photos of staff or Councillors to be excluded;

c)  Councillors in alphabetical and ward order, as marked in pages 17-20 on Appendix A be included;

d)  Council Tax information, as marked in pages 34-35 on Appendix A be included;

e)  Updates provided throughout the year will be done via email only, so each individual with a diary updates it by hand;

f)  The information declared available on the intranet and internet be investigated to ensure that this was the case; and

g)  Senior members of Maidstone Borough Council staff who were away from the office received the diary for free.

Interview with Stephen McGinnes, Head of Revenues and Benefits.

The Chairman welcomed Stephen McGinnes, Head of Revenues and Benefits and Gary Hunter, Benefits Manager to the meeting.

Mr McGinnes gave a presentation to the Committee on the national changes proposed to Housing Benefits (attached at Appendix B). The Committee highlighted particular interest in information regarding statistics in each ward, and requested that further information be provided.

Mr McGinnes informed the Committee that residents were being informed of these changes through various methods including by letter. In answer to a question Mr McGinnes informed the Committee that the letters  to residents included information regarding the local allowance rate changes as this affected the majority of claimants renting in the private sector (excluding housing associations). However those with significant reductions to their benefits or perceived as vulnerable were also to be contacted by phone to have their individual situation explained. The Committee requested that any letter sent out were written clearly in plain English.

The Committee enquired how staff were being informed and trained to deal with those changes. Mr Hunter informed the Committee that Benefits, Revenues, Housing, contact centre and Gateway staff were being trained both by external and internal staff and that there was sufficient time to ensure this training was completed prior to April 2011. In answer to a question Mr McGinnes informed the Committee that this was being funded by their departments’ training budgets, as no financial help had been given from either Central Government or the Local Government Association.

The Committee considered the properties that were below standard for residency and how the departments and residents are dealing with that. Mr McGinnes stated that they worked closely with Environmental Health Officers within Housing, tenants both private and social, and landlords to ensure that issues were addressed.

Resolved:  That Mr McGinnes and Mr Hunter be thanked for the information and it be recommended that: 

a)  Further detail on the statistics showing the properties within each ward receiving Housing benefit be circulated to Members;

b)  The powerpoint presentation with glossary of terminology be circulated to Members;

c)  Letters to residents be in plain English, specific to their situation and accessible;

d)  The Leader of the Council writes a letter to ministers and LGA for funding towards training costs for these national changes;

e)  In-house training officers/managers be informed of the necessary training being undertaken for these changes, to ensure that future training budgets are not cut; and

f)  The Committee receive updates on how the changes proposed are being received and dealt with.

The Committee considered the future work programme, it was noted that the draft Customer Service Review would be circulated to Members prior to the next meeting. The Committee requested that previous recommendations concerning letters from the Leader of the Council be followed up.

Resolved:  That the work programme be noted and past  recommendations followed up.

6.30pm to 8.40pm