Agenda item

Councillor Chapman introduced the report, and invited the officers and portfolio holder to offer any comments on it.  He invited any questions from the Committee. 

Councillor Douris referred to pg 40 of the agenda pack and noted that ‘CSU10 - Call Handling: Average wait time’.  The report indicates that the target has been met, however in real terms the result has decreased from the previous year from 178 seconds to answer from 2016, to 198 seconds.  He questioned whether this should be rewarded with a tick at green level, however he noted that the move to The Forum may have impacted on this figure.  Councillor Harden noted that there were issues with the telephone system which had an impact on calls waiting time; he said that this system was no longer in use, and the telephone system had now migrated over to a virtual system.  As a result, next month’s call waiting figures should show an improvement in call waiting times.  He confirmed that the explanation given at CSU11 also applied to this item. 

Councillor McLean asked for a further explanation regarding a virtual call handling system.  B Trueman explained that telephone system at the Civic System were analogue lines; on the move to The Forum, these were then converted to digital telephone lines.  This initially caused problems during the transfer process, however they had now been resolved.  Councillor Taylor asked of this now meant that the notice on the top of the DBC website had been removed; B Trueman confirmed it had. 

Councillor Chapman referred to the Sign Off comments at pg 35 of the Agenda pack.  Specifically “The drop in Business Rates collection occurred with the late addition of a significant property to the rating list mid-March 2017 therefore reducing the opportunity to collect the rates dues and a company that frequently pays late but in full.  With these additions the collection rate would have been maintained at 98.  3%”.  He asked what was being done in respect of companies that were consistently paying late but in full, and what were the reasons behind it. 

C Baker explained that there were two different issues.  The first related to a significant building on Maylands Business Estate that had been in operation since November 2016 and DBC were only advised of its position on the ratings list in the middle of March 2017.  C Baker explained that collection rate is calculated on total income received against total liability; therefore a great deal of liability was then added at the end of the year.  He said that the rules in respect of when instalments for businesses were due meant that nothing was due to be paid until the following financial year.  However, he said that the company had another property at Maylands, and were good creditors, therefore he was  satisfied that DBC would catch up with these outstanding payments. 

C Baker said that the second issue related to a large office property that was currently empty and owned by a developer; the developer is minimising its own rates liability by making frequent short-term lets to another company (company B); company B is not a prompt payer, and so DBC is currently pursuing enforcement action against them, and details have been passed onto bailiffs; however DBC are also trying to have a dialogue with company B, trying to encourage them to pay the outstanding balance without incurring additional bailiff/enforcement fees.  C Baker said payment was filtering through, albeit several months later than it should be. 

Councillor Douris if C Baker was comfortable with the financial probity of company B; He expressed concerns if the company were to continue to accrue debt and then liquidate.  C Baker said that he shared these concerns, however there was little more that could be done than what already was.  He was satisfied that it was being actively managed through the enforcement agencies.  The hope was that at some point a new tenant would reside in the building. 

Outcome: At the invitation of the Chairman, the Committee noted and agreed the contents of the report, and the performance and risk report for Quarter 4 2016/2017.