SUMMARY OF MEETING - LOCAL AUTHORITY LIAISON GROUP MEETING
12 DECEMBER 2005

PRESENT:

Mr David Tretton VOA (Chair)
Mr Fern Silverno Local Authority Harrow
Mr David Maddison Local Government Association
Mr A Miller Local Authority Hull
Ms M Elcocks Local Authority Birmingham
Ms C M Heath Local Authority City Of London
Mr K Hodgson Local Authority – Colchester
Mrs A Ryniejsjki VOA – Minutes Secretary

1. APOLOGIES FOR ABSENCE

Apologies were received from: Alan Dowling, Richard Browne, Tim Eden, Stephen Wright, Vic East, Charlotte Corkish and Lynda Rawsthorne.

David Tretton offered his sincere apologies to Local Authority representatives for the lack of representation on the part of VOA. He gave his assurances that there would be better attendance at the next meeting. (Action Point – David Tretton)

2. MINUTES OF PREVIOUS MEETING

The minutes of the previous meeting were accepted as being a true record and no alteration was required.

3. MATTERS ARISING

Electronic Billing Authority Reports Update

Changes are being made by ITSD to the CT and NDR Excel Spreadsheet templates to add User Prompts, Validations and Error/Warning messages to each field on the templates. This will make them more user friendly and help to prevent input errors.

The software development, of the XML interface, Web Form and the CDB application changes, by Capgemini is taking place from late October 2005 through to mid January 2006.

System testing will start in November, VOA IT Services Division User Acceptance test scripting is in progress and their User Acceptance Testing will start in mid January.

All testing is expected to complete during March at which point the software should be acceptable and ready to go live.

Initial checks will be made on the live infrastructure before the application is made available to BAs around March 2006. Involvement of Communications (publicity) and Customer Services (GCSMs) is being arranged by the business.

It is planned to roll out the new application to a limited number of Billing Authorities for a few weeks to check on performance, response times etc.

It is hoped that this will include a few BAs using the Valuebill XML file format by Web Services and by file upload. We would also like to include a few BAs using the Excel spreadsheet method and some using the Web form.

Further BAs will be brought on board shortly after, as they are ready and available to be trained. The speed at which further BAs are trained will be subject to the availability of the trainers.

Even if an average of just one BA per Group is added each month, we will see 80% of BAs using electronic submission of reports within a year. It is expected that many groups will add BAs at a higher rate.

Two training courses, one for the GCSMs and one for the ITSOs, are being planned for late February.

Training will be carried out by Group Customer Service Managers (GCSMs), for Billing Authority staff and by Implementation and Training Support Officers (ITSOs), for VOA staff.

As Billing Authorities and their software suppliers make the change to using the Valuebill XML methods, further training may be needed for staff that had been using the spreadsheet or web form methods.

It is hoped to be able to demonstrate most of the Internet application to LA Liaison meetings around the time of implementation.

Less input of data.
Integration with BA databases.
Speed of transmission of reports to the VOA.
Shorter timescale from creating report to issuing the bill.

Automation of report registration
Fewer copying errors in data input

An Action Point at the previous meeting had been to investigate whether Local Offices were looking into BA reports rather than send them back. David Tretton advised that this was difficult to confirm one way or another but would expect that most Offices would in fact take action on these - this matter will be kept under review.

VOA/BA End-to-End Review

David Maddison advised that the report has now been published and will be going back to those parties involved in consultation process. He agreed to provide an update at the next meeting. (Action Point – David Maddison)

Local Authority Business Growth Incentives (LABGI)

Some Billing Authorities have approached Group Offices seeking assistance in completing application forms for additional funding or seeking projection of rateable value at the end of the financial year. David Tretton advised that VOA is not involved in any policy issues around LABGI and involvement is limited to provision of statistics to ODPM upon request. He stressed that all calculations and base lining etc is set by ODPM and VOA have no policy input.

Those present went on to discuss issues around accessing funds dependent upon economic development. It emerged that two Billing Authorities are seeking judicial Review on this matter. All recognised the need to have as full and up to date Rating Lists as possible not least because it potentially can impact upon BAs budgets but because it is the statutory duty of the Valuation Officer.

Local Loop Unbundling

David Maddison enquired whether additional rateable value derived from unbundling of local loops might have implications for LABGI, particularly if unbundling was as widespread as he anticipated. David Tretton gave some background to the complexity of technological development involved and issues surrounding paramount control and establishing occupation. The current regulations in England run through to end March 2006 but discussions are ongoing with ODPM regarding the possibility of extending these for a further two years.

4. RATING LIST 2005

Statistics as at end November 2005 are attached as Appendix A.

David Tretton reported that Summary Valuations had attracted very little interest from Professional Bodies and that the main bulk of enquires had been received from unrepresented ratepayers. A general exchange of views followed regarding the success of revaluation and Right First Time.

National Ratepayer Valuation Forums will continue but there is currently a question over whether these will be driven forward by ODPM or VOA.

Professional Bodies have expressed concerns over programming arrangements for 2005 Rating List. The removal of effective date restrictions for compiled list appeals has meant far fewer appeals received and these are spread across large number of schemes. Professional Bodies are anxious over appeals being put into programmes significantly earlier than anticipated and programmes running with

Inadequate numbers of appeals to populate them. I

Rating Directorate are looking to commence preparatory work for Revaluation 2010 and a Project Manager will be in post to drive this forward with effect from April 2006

5. COUNCIL TAX UPDATE

Following the deferral of the revaluation, as announced by David Miliband on 20 September 2005, work in the network has been focused on providing as full a set of data as possible to the Lyons Inquiry to assist with its now extended remit on local government finance. This has meant that work to refine the automated valuation model (AVM) has continued such that valuations could be generated for a number of billing authorities in all parts of the country. A proportion of these valuations have been reviewed by caseworkers. At the centre, a business case was prepared for ongoing work on data enhancement and model development in order that the investment made to date is secured for a future revaluation and other potential work associated with residential property across government. The Minister has approved this and work continues

Most other work on the CTR 2007 Programme has ceased and a number of staff has been re-deployed. In spite of the disappointment associated with the deferral, and the inevitable consequences of reduced staff need, the Agency is justly proud of the work that has been done. We have digitised 22 million paper-based records and developed a robust AVM that has delivered a record-breaking number of value estimates to the Lyons Inquiry. The foundations are in place to undertake future revaluations as and when we are directed to do so.

6. VOA/BA IT INTERFACE ISSUES

BAs reported ongoing difficulties in matching and the interface between BA/VOA addresses using Intelligent Addressing and Gazetteer. It was felt that some of the problems might arise from the various different methods of utilising Gazetteer. It was agreed that Carla Maria Heath would arrange a meeting with David Hughes in order to take this forward. (Action Point – Carla Maria Heath)

A brief exchange followed in which the various options available to reconcile addresses were considered. It was stressed that BAs need to know and explore these ways of having electronic exchange. David Tretton agreed to see if any further information could be made available and agreed to report back to the next meeting with any further information. (Action Point – David Tretton)

BAs commented that the BA Newsletter scheduled to be issued to all BAs by the end of September had not been received by all. Fern Silverio commented that if Software Suppliers are not getting timely updates they cannot build requirements into specifications. It was agreed that Alan Dowling would be asked to investigate. (Action Point – Alan Dowling)

7. RATING CASES OF INTEREST

No decision has yet been received in the test case on Bisham Abbey that went to VT on 29 September. The facts in this case are not representative of the generality of instances where grant is involved, and for this reason no deduction for grant was made in the case presented for the VO. The agent sought a 93% Stage 5 allowance. In view of the wide divergence of opinion, there is plenty of scope for the VT to reach a decision that will satisfy neither party, and an appeal to the Lands Tribunal is highly likely. A further and perhaps more typical test case on a local authority museum in Hampshire

The President of the Lands Tribunal, Mr George Bartlett QC delivered an interim decision (final apart from submissions in relation to costs) on the 3 November. Mr Bartlett found totally for the VO including rejection that the Missionary Training School could be considered exempt under the provisions in 11(2)(a).

A decision on the preliminary issue of rateability of leased fibres heard on 28 – 29 September is awaited.

A reply to the 15 detailed technical questions from the EC is due to be sent by 18 November. The Commission will then decide the issue.

8. CUSTOMER SERVICES

Sites Set Aside for Travellers

Queries have been received in respect of the rateability of sites set aside for travellers. David Tretton advised that permanent sites are rateable but that difficulties exist in the assessment of individual pitches. A brief exchange followed in which the sensitivity of this matter was considered and collection issues discussed.

9. ANY OTHER BUSINESS

It was agreed that Alan Bradford and Adrian Mills would be asked to provide Billing Authorities with background information relating to the background and build up of the vodaphone network.

Alan Bradford has agreed to attend the next meeting to speak to BAs regarding this matter.

A general exchange of views regarding the rateability of masts followed. David Tretton explained the difficulties involved in correctly identifying the hereditamant and emphasised that bringing all into assessment would be dependent upon linking in with Planning and Building Control within Billing Authorities and data sharing.

Provisional Bands for Council Tax Billing Purposes

In the absence of a Council Tax band for new properties some Billing Authorities are providing provisional bands and interim bills to occupiers. The need for timeliness on the part of Listing Officers in banding new property was emphasised. An exchange followed between BA representatives over the legality of issuing such bills etc and the need to keep the Listing Officer informed of any provisional banding provided.

10. DATE OF NEXT MEETING

Pamela Soobrayen will contact members to arrange the next meeting. This will be held in early April 2006. (Action Point – Pamela Soobrayen)

APPENDIX A

National Analysis of receipts at 30 November 2005

Analysis of receipts by % at 30 November 2005

These are included because they represent the classes with higher relative appeal numbers.

We have also now received 2260 appeals against communication stations (1.2% of the total)