Issue - meetings

(A report by James Gilbert, Assistant Director – Corporate)

The Leader of the Council, Councillor Dale Broughton, presented a report by the Assistant Director – Corporate and the Assistant Director – Governance & Monitoring Officer which provided Cabinet with an overview of the Council’s performance and risk position as at the end of September 2025. It set out progress against Key Performance Indicators (KPIs), highlighted areas of underperformance, and summarised changes to the strategic risk register. Cabinet was advised that the quarterly update formed part of the Council’s governance framework, supporting transparency and informed decision-making. The report included detailed performance data at Appendix A, the Council’s risk registers at Appendix B, Partnership risks at Appendix C, and fraud risks at Appendix D.

Overall performance remained strong across most service areas, with the majority of indicators on or above target. The report confirmed that 92 KPIs were being monitored for 2025/26, including 27 targeted measures directly within the Council’s control and 65 trend indicators providing contextual insight. While most indicators were performing well, two areas required improvement:

·         Corporate Complaints Response Times – 86.67% of complaints were responded to within corporately agreed timescales, against a target of 95%.

·         Subject Access Requests (SARs) – 83.33% were completed within statutory timescales, also below the 95% target.

Actions were in place to address these issues, including process reviews, improved escalation routes, and additional training for staff.

The report also highlighted positive developments in risk management. The risk associated with server room infrastructure had reduced from high to medium following agreement to progress relocation and upgrade works. The likelihood of failing to meet the Council’s Net Zero target had decreased, with mitigation measures now embedded and the decarbonisation programme on track. Depot capacity risk had also reduced following confirmation of an extension to the depot lease from April 2025, ensuring sufficient space for future growth and the introduction of food waste collections. Other significant risks, including financial sustainability, cybersecurity, and reliance on third-party providers, remained under close review with mitigation actions ongoing.

Members welcomed the positive overall performance and acknowledged the resilience demonstrated across services. The strong food safety performance was noted, with 97.5% of rateable food businesses achieving a rating of three stars or above, which was considered reassuring for residents and visitors during the festive season.

The discussion recognised the importance of addressing underperformance in complaints handling and SARs to maintain public confidence. The measures being implemented to streamline processes and improve data sharing were supported, with an emphasis on monitoring progress closely.

Members also endorsed the proactive approach to risk management and the reduction in several key risks. The improvements in infrastructure planning and environmental commitments were highlighted as essential for future service resilience. It was agreed that while the overall position was positive, continuous improvement remained a priority, particularly in areas where targets had not been met.

The recommendation was moved by Councillor Dale Broughton and seconded by Councillor John Baxter.

Resolved:

That the quarterly performance and risk monitoring information for Q2 of 2025/26 be noted.

[Councillor Stephen Woodliffe entered the meeting  ...  view the full minutes text for item 32

(A report by James Gilbert, Assistant Director – Corporate)

The Committee received a report by the Group Manager – Insight and Transformation on Quarter 2 Performance, covering the period to the end of September 2025. Details of the performance indicators were listed in Appendix A within the report.

Members were reminded that the performance framework included 92 indicators for Boston Borough Council, aligned to the Sub-regional Strategy. Of these, 27 were targeted measures using a red, amber, and green rating system, and 65 were trend indicators providing contextual insight.

The report highlighted that overall performance was broadly on track, with remedial actions in place for off-target indicators. Commentary was provided for red-rated measures, including:

·         Industrial Unit Occupancy – Two units were vacant at the end of Q2, with new tenants expected in Q3.

·         Homelessness Decisions – Timeliness of decisions had improved following recruitment and restructuring, with performance now above target.

·         Recycling – The annual recycling rate remained below the 45% stretch target; seasonal trends and contamination rates were noted, and Members requested updates on food waste initiatives and compliance with the Environment Act.

Members emphasised the importance of using quarterly data to identify emerging issues early. Several Members expressed concern about the continued gap in recycling performance and questioned whether the 45% target was realistic given current infrastructure. Officers advised that the target aligned with regional benchmarks and was intended to drive improvement rather than reflect current capacity.

Questions were raised about homelessness prevention outcomes, particularly the proportion of cases resolved through sustaining existing tenancies versus securing alternative accommodation. Officers confirmed that while overall prevention rates were high, more work was needed to increase in-situ prevention to reduce costs and pressure on temporary accommodation.

The Committee also discussed the value of trend indicators, noting that while they did not have targets, they provided useful context for policy decisions. Members agreed that homelessness, recycling, and industrial unit occupancy should remain priority areas for potential scrutiny and requested that future reports include commentary on workforce capacity and any financial implications linked to underperformance.

Members welcomed the clarity of the dashboard and raised several points for inclusion in future reports:

·         Industrial Unit Data: Members requested that data on industrial unit occupancy and performance be included in the Quarter 3 report to allow comparative analysis.

·         Temporary Accommodation Figures: Members asked for a detailed breakdown of families and children in temporary accommodation, including bed and breakfast placements.

·         Fly-Tipping Trends: While collection rates were high (95%), Members expressed concern about increasing fly-tipping incidents across the borough and requested an update on hotspot areas and enforcement measures. confirmed that monthly fly-tipping figures were published on the Council’s website.

·         Battery Disposal Incidents: Members highlighted recent national reports of fires caused by batteries in waste streams and asked for confirmation of any local incidents and steps being taken to raise public awareness.

·         Target Review: Members queried whether performance targets could be reviewed before the Council’s abolition. Officers confirmed that targets were reviewed annually and could also be adjusted quarterly if required.

Resolved:

1.    That the report be noted;  ...  view the full minutes text for item 71

(A report by John Medler, Assistant Director – Governance and Monitoring Officer)

The Committee received the Quarter 2 Risk Report, presented by the Group Manager – Insights & Transformation. The report provided an update on the Council’s strategic and partnership risk registers as at the end of September 2025 and formed part of the Committee’s regular oversight of risk management arrangements. The BBC Strategic Risks were attached as Appendix A, the Partnership Risk Register was attached as Appendix B and the Fraud Risk Register was attached as Appendix C within the report.

Members were reminded that the Council’s risk management framework was aligned with CIPFA best practice and supported informed decision-making by identifying, assessing, and mitigating risks that could impact service delivery or financial sustainability.

The update confirmed:

·         Actions from recent risk workshops were being progressed, including work on defining risk appetite and reviewing mitigation strategies.

·         A comprehensive review of all risks would follow the risk appetite workshops scheduled for later in the year.

·         Some risks remained marked as “not on target”, and officers undertook to provide detailed explanations and revised timelines in the next quarterly report.

Members welcomed the report and raised several points for clarification:

·         Members queried why certain risks were flagged as not on target and requested clarity on revised deadlines and mitigation progress. Officers confirmed that updates would be provided in Quarter 3 and that interim measures were in place to manage exposure.

·         A Member expressed concern about the significant delay to the IT server room upgrade project, noting its importance for business continuity and cyber resilience. Officers explained that the delay was due to supply chain issues and confirmed that mitigation work, including temporary resilience measures, was underway. A written update was promised.

·         Members highlighted the absence of the Landlords Reform Bill from the risk register and asked whether its implications for housing enforcement and resource planning had been considered. Officers confirmed that this risk was being assessed and would be included in the next review.

·         Members asked how the effectiveness of mitigation actions was tested. Officers advised that this was identified as an improvement area in a recent internal audit and that enhanced assurance processes would be introduced.

·         Members noted the importance of clearly defining risk appetite and asked how this would be communicated. Officers confirmed that workshops would inform a revised risk appetite statement, which would be reported to the Committee and embedded in governance processes.

The Committee emphasised the need for timely updates on high-impact risks and welcomed the commitment to strengthen assurance over mitigation effectiveness.

Resolved:

That the Quarter 2 Risk Report be noted.