To consider the submitted Report on Performance for Quarter 1 2024/2024 and make recommendations to the Cabinet.

The Board scrutinised the submitted Performance Report for Quarter 1 2024/2025 which provided an overview of the performance of the Council working towards the ambitions and priorities within the Community and Corporate Plan and the Council Business Plan.  124 performance indicators had been identified and 33 projects.

The Board asked a number of questions relating to why the Board did not have the full details of the performance, just an overview and summary; reference was made to lack of affordable housing, temporary accommodation, move on and social housing, why did the Council dispose of its Housing Company and why was housing not progressing on Preston Down Road; what had been done to build relationships and work with Registered Housing Providers such as Sanctuary Housing to explore potential to develop some of their smaller sites for housing; the Planning Service for the Future Project was due to be closed down in July but this may have been delayed, whilst there had been some improvements in the Planning Service what tangible actions were being taken to drive improvements that were SMART (specific, measurable, achievable, relevant and time-bound), particularly around enforcement; how could the Council work with the Government to highlight the issues and needs facing Torbay especially around social and affordable housing; what was the reason for the delay in the review of the implementation of the Community Ward Fund and what impact did this have; how were complaints/enquiries logged through the call-centre, for example when a customer phones to say they had not received their poll card, when the statistics for this area was showing as no complaints (a written response would be provided on how enquiries were recorded); what was the reason for the delay on the Oldway project (a written response would be provided on the timetable for the Oldway project); what confidence could be given on when the Paignton Sea Defence Scheme would start; when was the Technology Park due to go to Cabinet; there were a significant number of stalled sites, what efforts were being made to negotiate with developers and Homes England to progress key sites; how good was the take up of the training programme for businesses; what type of properties was the repurposing project covering and what action was being taken to tackle empty shops.

Members were advised that this was the first quarter of reporting using the new format which set out the key information extracted from wider data and there was a full data sheet which could be provided in future reports.  The format of the report was to ensure that the data was more accessible and available across the Council, with the most important data to be presented in public being included in the report to the Board.  The priorities of the Council had changed slightly but most of the key areas were the same due to our demographics.

In response to questions around housing the Board was informed that the Head of Strategic Housing & Delivery Development Manager had produced a paper on proposals to accelerate affordable housing through the Repurposing Project, which looked at converting disused bed and breakfast and holiday accommodation to residential, but this would take at least 12 months to realise 12 units.  Agreement had been made to sell the Preston Down Road site with a lower level of affordable housing on the site but to contribute to other affordable housing solutions.  It was acknowledged that affordable housing was a real struggle but that a number of options were being explored.  The structure of the Team had been reviewed and additional staff would be appointed to increase capacity and help deliver the proposals.  There had been a slow down by some developers not bringing forward sites as quickly as anticipated.  New schemes for temporary accommodation were being brought forward including a scheme at the YMCA to create 32 units.  The Director of Pride in Place gave assurance that the experience that the Head of Strategic Housing & Delivery Development Manager had brought to the Council, together with his work with Registered Providers, our Regeneration Partners and the Regional Director for Housing would help to focus Torbay in a positive light with the Government.  There were many challenges around the Governments proposals to build more houses and the Council needed to ensure that we had developed clear sites and priorities to put forward for any new Funding Pots.  There was overwhelming support of the need to facilitate good relationships with the new Government and those present agreed to work together to help to achieve this.

In response to questions around stalled sites and empty shops, the Director of Pride in Place advised that meetings had held with the developers for the Hollicombe site in accordance with the Housing Delivery Plan.  There was a need to work with Homes England around prioritisation of sites.  Until the Government had decided how it wants to deal with housing it was unclear as to what grants would be available to support this in the future, with the current Homes England programme coming towards its end.  A written response would be provided on the actions taken regarding the Nortel site.  The Council had tried to work with owners of empty shops as part of the Future High Street Fund but it was difficult to get owners to engage.

Members were reminded that a briefing had been provided to all Councillors last week and it was intended for the Planning Service for the Future to be closed down.  The Director of Pride in Place had spoken to staff about their experience of the changes for an inclusive and creative environment.  The new Enforcement Officer was in post and a proposal had been written on how the Team would deal with the backlog of enforcement cases as this was still an ongoing challenge.  The proposals included an ask for additional resources to address the backlog, but at this time it was not clear when the backlog would be cleared.

It was noted that the delay regarding the Community Ward Fund was a short delay due to SWISCo needing to complete some projects over the Summer.  It was down as a key challenge as it had not been completed on time.

Members were informed that the delays to Oldway from June to August related to the need for additional surveys as there was insufficient information to enable the detailed specification to go to the market.  Greater understanding was needed around the integrity of the roof to keep it watertight.

The Board was advised that there was a Project Board meeting next week for the Paignton Sea Defence Scheme and that the date may change from October as there were still some outstanding elements including the confirmation of funding from the Environment Agency.  The final timetable for the scheme would not be known until a contractor was in place.

Members noted that the Technology Park report was expected to go to Cabinet in September and there would be a further decision required from the Council on borrowing if the proposal exceeded the Levelling Up Grant funding which would come forward in December.

It was noted that the training programme was aimed at individuals more than businesses and that there was a need to raise awareness to enable the target to be met.

Resolved (unanimously):

1.       that future Performance reports include the spreadsheet of full data that sits behind the summary as an Appendix; and

2.       that the update on the Planning Service for the Future provides details of what progress has been made with enforcement and includes SMART targets to show how the backlog will be addressed.

(Note:  Councillors Barbara and Chris Lewis left the meeting during discussion of this item.)