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ITEM BV11

BEST VALUE COMMITTEE – 11 SEPTEMBER 2002

CHARGING POLICIES BEST VALUE REVIEW

Report by the Director for Business Support and County Treasurer

1. This Review was considered initially at the Committee’s meeting on 27^th March 2002 and subsequently a report on feedback from Scrutiny Committees was considered at the meeting on 19^th June 2002. This report presents the final version of the Review, drawing attention to any changes since the original. It also includes an update on progress with implementation.

Changes in Review

Information on Concessions

2. Details of Concessions across the county and across different parts of the County Council are given on the attached sheet (Annex 1). As can be seen there is wide variation in eligibility, particularly in terms of the age at which young people are entitled to a discount.

Social Services Debt

3. For Social Services, 90-day debt stands at just under £2M (as of May 2002).
4. This debt arises from a number of different areas of work as outlined below.

• £1.58 million from Residential and Nursing Care,
• £282k from Domiciliary care,
• £115k from Learning Disabilities.

5. The reasons for the debt being outstanding can also be broken down.

• £501k arising from client properties subject to legal charge where repayment will become due when the individual’s property is sold or when the individual dies.
• £600k arising from Public Guardianship/Receivership process. Where a client is unable to give instructions due to mental incapacity a receiver has to be appointed which takes at least three months and can be over six months.
• £115k arising from Learning Disabilities clients refusing to pay. Following on from the introduction of a new charging scheme in 1998 some clients have been refusing to pay. The Director of SSD has instructed that legal action should not be pursued in these cases.
• £761k other debts. These arise from four areas.

1. The estate winding up process can cause delays, if there is no will or the estate is large.
2. Debts can be inherited from residential care providers if they are receiving the payments directly. If the client or the appointee fails to pay then SSD should be informed within one month. This does not always happen.
3. Debts can be contested for a number of reasons.
4. Delays can arise from the inability to pay or ongoing legal action. 80% of domiciliary care clients are in receipt of benefits which makes pursuit of debt difficult. Withdrawal of care is illegal. SSD will often, in such cases, hold the debt open and make a claim on the client’s estate after they have died.

6. The Review and Corporate Charging Policy was considered by all Scrutiny Committees during their meetings in May and July. Their comments, which are summarised in Annex 2, have been taken into account in the final version of the report.

Comments from Legal Services re Corporate Charging Policy (CCP)

7. The draft CCP was sent to Legal Services for consideration. Amendments have been made and the revised draft is attached at Annex 3.

Effect of Corporate Charging Policy on Departments’ Charges

Impact on existing Charges

The table below sets out the impact on the charges set by departments on significant charges as outlined in the review baseline documentation.

Charge Area	Income Raised 2001/02 (£000s)	Impact from Charging Policy
Education
Music Tuition	1,128	Operates with a small subsidy. Charges were increased significantly in late 90s in line with what the market would bear. All users of the service are under 16. No changes planned.
School Meals (primary and special)	2,304	Statutorily defined group receive free school meals. Costs are covered through current charging regime. All users of the service are under 16. No changes planned – costs covered.
Residential Courses	771	Operates with a small subsidy. Charges were increased significantly in late 90s in line with what the market would bear. All users of the service are under 16. A small grant is available to subsidise children from low-income families. No changes planned.
Social Services
Accommodation for Older People – contributions from residents in our own homes (now independently managed)	4,457	The charge is driven by statutory guidance although SSD has powers to reduce charge in exceptional circumstances. No changes planned.
Domiciliary Care – clients’ Contributions	4,531	Charge set annually by SSD based on the cost of a full care package. It is increased in line with inflation and with the aim of covering costs. No changes planned.
Meals on Wheels	561	There is currently as small subsidy on the charge arising from the charge being rounded down from £2.33 to £2.30. No changes planned
Thornbury House (Main Unit & Secure Unit) – Contributions from other Local Authorities	935	Charge made to Youth Justice Board and other local authorities not to individuals. Costs are covered. No changes planned.
Environmental Services
On-Street Parking	2,430	Costs are covered although the main focus of charges is on the delivery of transport policies and strategy. No changes planned.
Waste Disposal Charges	225	Now set by site operators who pay a fixed charge to the council each year. No changes planned as the charge is now controlled by the site operators.
Public Protection
Fees for Births, Deaths and Marriages at Register Offices	353	Fees are revised annually by the Secretary of State for Health.
Cultural Services
Library Overdue Charges	197	Charges are set in line with objectives and what the market will bear. Income is maximised where possible. Income is monitored on a monthly basis. No changes planned.
Audio Visual Hire Charges	524

Other Charges

8. A range of other charges are levied by the County Council that are not listed above. These are outlined in the table below (where information is available). Charges made under the areas below will be reviewed as part of the budget process in the coming months. If the draft Charging Policy is approved then the review will have to take it into account.

Charge Area	Estimated Income 2002/03 (£000s)
Education
Contributions to School Transport	63.4
Contributions to Further Education Colleges Transport	60.4
Lettings of youth facilities	3.0
Hill End Camp (used by Oxfordshire schools and outside groups)	84.1
Education Total	210.9
Cultural Services
Photocopying service in Libraries	49.0
Other copying services in libraries (e.g. laser, microform)	1.3
Museum Admission charges	13.6
Replacement of library tickets	2.5
Library Reservation Fees	38.9
Research Enquiries	4.2
Loan of Vocal and Orchestral sets	13.9
CD Rom searches	1.5
Fax transmissions from libraries	1.0
Hire of Cultural Services’ Accommodation (e.g. exhibition gallery, lecture room)	1.8
Conservation and Exhibition Services	14.7
Microform Reader/Printer Bookings	2.5
Cultural Services Total	144.9
Environmental Services
Temporary Traffic Regulations	32.1
Reinstatement of trenches – site supervision by Highways Inspectors	71.7
Planning Applications	66.0
Licensing of private apparatus in the highway	7.2
Non-electric notices to be entered on the street works register	1.0
Charge to public utilities for outstaying periods for work on highway	40.0
Sale of plan prints	0.8
Staff time for external requests for information	1.0
Sale of accident analysis reports	1.3
Removal of unauthorised signs	0.5
Supply of highway related information	8.6
Design work on street lighting for new developments	12.7
Large scale DIY waste	5.1
Sale of publications	4.3
Tourism signs	0.5
Supply of traffic survey data	2.9
Skip licences	20.5
Scaffolding licences	10.2
Hoarding consents	0.3
Vehicle crossings	4.1
Environmental Services Total	290.8
Public Protection
Special Services (e.g. hire of aerial ladder platform, vehicles etc)	13.1
Preparation of fire report	4.9
Fire precautions act 1971 and safety of places of sport act 1978	9.2
Instructional visits and training (e.g. Fire Awareness Courses)	155.0
Interviews with officers	0.3
Performing animal licence	1.2
Testing fees	32.7
Licences	0.8
To approved premises for civil marriages	11.6
To perform civil marriages	76.3
Public Protection Total	305.1
Social Services
Did not report to Committee
Grand Total	951.7

Nothing substantial emerged from the outcomes of recent Budget Strategy briefings.

Progress with

1. Concession policies standardisation

Enquiries were made regarding the potential for working with the District and City Councils to standardise charging policies across the county. The major forum for such work is the Oxfordshire Community Partnership. At the time of asking standardisation of charging policies was not seen as a priority for the group.

2. Smartcards

Some initial investigations were carried out at the end of 2001 into the possible use of smartcards by pupils in schools with cash cafeterias. A detailed cost benefit analysis was not completed at the time, although set-up capital costs in the region of at least £10,000 were anticipated. Officers are now considering more detailed work on this project , including the preparation of an application to the Innovation Fund to assist with the funding required, with the objective of taking forward at least one pilot scheme in the near future.

RECOMMENDATIONS

9. The Committee is RECOMMENDED to:

1. endorse the further work on the Charging Policies Review and Action Plan;
2. RECOMMEND the updated review and Action Plan to the Executive; and
3. RECOMMEND the Executive to approve the Corporate Charging Policy for adoption.

CHRIS GRAY
Director for Business Support and County Treasurer

Background Papers: Nil

Contact Officer: David Wilkins, Consultancy Services Manager Tel: 01865 815441

September 2002

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