SUMMARY OF MEETING - LOCAL AUTHORITY LIAISON GROUP MEETING
7 SEPTEMBER 2006

PRESENT:

Mr Patrick Bond VOA (Chairman)
Ms C M Heath
Mr David Maddison
Mr Justin Giles
Mr John Smallwood
Mrs Lynda Rawsthorne
Mr Alan Dowling
Mr Tim Eden
Ms Chioma Anorijebe (Secretary)

1. APOLOGIES FOR ABSENCE

David Tretton, Gemma Bryars

2. MATTERS ARISING

None Outstanding

3. NON DOMESTIC RATING

David Maddison enquired about how ATM’s were rated. Patrick Bond explained that the site, not the machine which was plant and machinery but not named in the Plant and Machinery Regulations were rateable.

David Maddison also enquired about how the VOA determined the rateability of hereditaments like parking meters and speed cameras. Patrick Bond took the meeting through a brief outline of the determining factors.

Carla Marie Heath mentioned that it had been difficult for local authorities to receive assistance from some VOA offices. Linda Rawsthorne advised that she was very happy to be referred to for liaison in the event of any difficulties.

4. COUNCIL TAX - DATA CAPTURE

David Maddison asked if there was a VOA Freedom of Information Internet page. Lynda Rawsthorne informed the meeting that there was a disclosure log under HMRC, which the VOA also used.

Tim Eden also discussed the value of CR10 reports from local authorities showing physical changes to dwellings

5. COUNCIL TAX - TECHNICAL

Justin Giles also discussed Care Homes. Information has been sought from the Care Standards Agency (CSA) about the defining criteria of what constitutes a Care Home. There are now established differences between domiciliary buildings, which could be described as luxury flats or Care Homes. Justin will have a meeting with CSCI to discuss the issue further to establish distinguishing identifiable features.

It has been established that if the words ‘Domiciliary Care Agency’ appear, then the building registered is not a Care Home under the Care Act 2000.

6. VOA/BA IT INTERFACE ISSUES

E-BARs

Live running since 28 April

Started with 5 pilot BAs

Initial problems gradually being sorted out

Revised spreadsheet templates at end Aug 2006 to assist some conversion of data output by BA systems.

Up to 6 th Sept – 54 BAs have used with 45 being regular users (47 NDR, 37 CT including 30 for both)

Total 9392 e-BARs received (7377 for CT 2015 for NDR) 4067 auto match and case creation (43.4%) – 3182 CT and 894 NDR

Manual BARs in same period is 223,287

Note – auto case creation will exclude all new entry reports as addresses need to be created on VOA database – higher incidence for CT than NDR.

There are some problems with the Remarks on a-BARs cases not being available to view on the CSI spreadsheet.

XML

Close liaison with Northgate, Capita and Academy (software supplier to BAs)

Validation of sample files being undertaken by Valuebill XML consultant.

Some of these files are getting very close to being fully validated and should be made available to BAs by the end of the year. There might be some issues over the cost of these ‘upgrades’ to BAs.

Internet File transfer System (BATRANS)

This is now being used by all BAs for NNDR and by all but 8 BAs for Council Tax

In the 8 months of 2006, 121,213 files have been downloaded.

These are mainly PDF format (88% on CT and 84.5% on NNDR)

ASV format at around 9%, CSV at 5% and very little use of XML format.

(XML probably for testing and developing the XL software)

BA Questionnaire

Plans for new IT questionnaire to BAs at the end of 2006.

Need to determine whom they should be sent to, the format and method of distribution to achieve best response. Partly required to update and supplement information obtained in 2000 questionnaire. Alan will be asking for comments on existing IT interfaces and suggestions for further improvements.

This will need to contain a caveat with regard to cost to VOA, potential for take-up by majority of BAs and that it will be practical for use due to the diversity of BAs and their current levels of technology. Development of new interfaces will need the buy-in of the major software suppliers to be effective.

NLPG

Work is progressing well with around a 90% match rate nationally to the council tax lists and over 55% to the rating lists. The VOA database is receiving updates from the hub on a weekly basis.

7. TRANSFORMATION OF MAINTENANCE

John Smallwood discussed the letter entitled ‘partnership working’ that went out with the forward plan to the various billing authorities chief executives in Andrew Hudson’s name and provided the meeting with example letters.

The main purpose of the letters inserted above (which also went out to Local Authorities in Wales) was that the VOA hoped to improve upon the timing and quality of the information currently supplied to local authorities.

There has been very positive initial feedback to the letters sent out and proposed changes. Carla Marie Heath fed-back that the VOA would perhaps benefit from improved etiquette when arranging meetings with local authorities. John Smallwood noted the highlighted errors and advised in future there would be greater consultation prior to setting meeting dates.

8. CUSTOMER SERVICES

Nothing to report

9. ANY OTHER BUSINESS

A question was raised on the unbundling of the local loop; a future meeting was suggested with Alan Bradford to further discuss this issue. Action Point: Alan Bradford to be invited to the next meeting.

10. DATE OF NEXT MEETING

Date of Next meeting to be advised.