Agenda item

Council Access Points

Meeting of Shadow Executive, Tuesday, 8th October, 2019 10.00 am (Item 6.)

Decision:

The report set out a vision, approach and options appraisal for establishing Council and Community Access Points across Buckinghamshire.

RESOLVED:

1. To agree the vision for Council & Community Access Points as set out in Appendix 1.

2. To note the phased approach to implementation as detailed in Appendix 1.

· Phase 1—Council Access Points for 1 April 2020 focused on providing access for residents to council services.

· Phase 2—Community Access Points focused on providing access for residents to community facilities and council & partner services.

3. To agree to establish Council Access Points for 1 April 2020 in accordance with the design principles as set out below:

· Use of the existing county and district buildings.

· Open to all (drop-in access via advertised opening hours).

· Self-service access to all council services.

· Existing staff or volunteers available to help residents to self-serve and answer common enquiries.

· Potential for the site to be used for individual support (e.g. planning, housing advice, councillor surgeries).

4. To agree to set up 17 Council Access Points for 1 April 2020 in the locations set out in Appendix 1, with the removal of High Wycombe Library from the list of proposed sites, and with the option to add a further Council Access Point subject to the successful conclusion of discussions with a partner organisation.

5. To agree to work with partners to enable residents to get information and advice about Buckinghamshire Council services.

6. To agree to give delegated authority to the Chief Executive of Buckinghamshire Council to vary the locations of the Council Access Points, following consultation with Shadow Executive Members, if for any operational reasons there is a need for such a change.

7. To note that the operation of Council Access Points will be reviewed after 1 year, with an expectation that advertised sites may change in future years as part of the Council’s phase 2 development of Community Access Points.

8. To agree that the Localism Member Working Group Lead Members will respond to the letter from the Shadow Overview and Scrutiny Committee dated 30 September with a summary of the Shadow Executive discussion and decisions.

9. To agree that the Chief Executive in consultation with the Leader of the Shadow Executive be authorised to resolve operational issues with some of the specific sites.

Minutes:

The report set out a vision, approach and options appraisal for establishing Council and Community Access Points across Buckinghamshire. The Options Appraisal was attached at Appendix 1.

A letter had been received from the Shadow Overview and Scrutiny Committee dated 3 October 2019 which was tabled at the meeting, and provided helpful feedback on the Council and Community Access Points proposal. It was noted that a communications plan had been developed and would be put in place if Members were to agree to establish the access points. It was also advised that work undertaken on the proposed budget indicated the amount was sufficient, and that a further business case for the longer term would be considered by Members in due course.

It was asked that a further access point be considered for the North of the County, near Waddeston and the border of Oxford. Members agreed that flexible and moveable access points were important, and that points should be reviewed at regular intervals to ensure they remain fit for purpose.

Members were assured that frontline staff would receive appropriate training to be able to answer the most common queries received from customers, as well as being able to signpost when required.

The Deputy Leader proposed that there should be one access point in Wycombe town centre instead of two, and that the access point should be located at the Council Offices. Members supported this proposal.

The rationale for the use of libraries was questioned. The Lead Member for Localism advised that the libraries were very accessible spaces, and that library staff were used to dealing with resident enquiries and signposting. It was noted that the use of libraries could increase the customer base for those libraries. Members also noted that the proposed access points would be located within existing buildings owned by the Councils.

It was suggested that the number of individual Planning queries be sought and circulated to Members.

In response to a question as to why two access points were proposed to be located in Aylesbury, it was noted that these sites were the existing County and District Council Offices. These sites were existing access points, with members of staff based at both sites, and so it was felt that there was a clear operational rationale for these proposed sites to continue as access points.

The Shadow Executive agreed that the Lead Members of the Localism Member Working Group will respond to the letter from the Shadow Overview and Scrutiny Committee. Thanks were expressed to the Localism Policy Lead, the Workstream and the Localism Member Working Group for their commitment to localism and hard work to date.