The annual total cost to Lambeth is approximately 100k. Introduction of this surcharge provides a cost saving of 100K per annum.

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1 b Officer delegated decisions August 2012 Implementation of credit card surcharges All Wards Report authorised by: Mike Suarez - Executive Director of Finance & Resources. Executive summary As part of the Excellent Cash Management Phase 3 project proposals, it was recommended that the Council should take steps to implement a charging model for credit card transactions only. With effect from 4 th September 2012, the Council will introduce a charge to customers making payment by credit card to Lambeth Council. The charge will be set at 1.65% of the payment which is the current charge to Lambeth for processing a credit card payment, which is recommended to be passed on in order to reduce council costs by 100k per annum. The changes above are consistent with the Lambeth Income and Debt Policy that was agreed by Cabinet on 11 April 2011 (report 3/11-12) in reducing the cost of collection. Summary of financial implications The annual total cost to Lambeth is approximately 100k. Introduction of this surcharge provides a cost saving of 100K per annum. Recommendations (1) That with effect from 4 th of September 2012, bank charges associated with credit card payments are payable by the customer. The charge will be set at 1.65% for 2012/13 and will be reviewed annually in conjunction with the Income & Debt strategy annual review.

2 I approve the above recommendations: Signature Date Post Signature Date Executive Director of Finance and Resources (certain reports also need this approval) Any declarations of interest (or exemptions granted): Issue Interest declared Consultation Name of consultee Department or Organisation Date sent Date response received Comments appear in report para: Internal Mike Suarez ED F&R Cllr McGlone Lead Member F&R Guy Ware DD Corporate Finance David Ashmore DD RCS Tony Okito Corporate Finance Andrew Pavlou Governance and Democracy Tim Stephens Democratic Services External None. Report history Decision type: Non key decision Key decision: reason EITHER a) expenditure or savings of 500,000 or more OR/AND: b) proposal affects significantly two or more wards Date report drafted: Date report logged on Officer Decisions sent (5 clear days before decision is to be taken) Planned decision date: 19/04/12 19/04/12?? Note: All key decisions and certain non-key decisions must be uploaded to the Officer Decisions public database at pre-notification stage, and then, within two clear days of the decision being taken, the entry must be amended to show this. This work is undertaken by the departmental CCO. Report author and contact for queries: Sonia Jean-Marie, Income Control & Payments Manager Background documents

3 Lambeth Income and Debt Policy Appendices 1: Equality Impact Assessment NOT ATTACHED Implementation of credit card surcharges 1. Context 1.1 Many private and public sector organisations already pass on the credit card surcharges to the customer making the payment. Nine London Boroughs have already implemented charging customers for credit card transactions including neighbouring boroughs; Croydon and Lewisham, and many more are considering doing so. Alongside working to reduce these charges through negotiation with our service provider, this report recommends passing the credit card charges to customers who pay via credit card, enabling a cost reduction to the council of approximately 100k. 2. Proposals and reasons 2.1 Currently charges are incurred by the council in processing payments via credit cards. The council bears the full cost of these transactions. Annually this amounts to approx 100K. In there were approximately 30,000 individual credit card transactions made to the council. 2.2 This council recommends passing through transaction costs associated with these to the customer, in line with Lambeth s Corporate Income and Debt Policy; most notably; 1. To reduce the transactional costs incurred by the council 2. To encourage customers to use other payment methods to reduce the accumulation of personal debt within the borough 2.3 Lambeth have successfully negotiated a reduced transaction rate of 1.65% as a fixed charge (previously 2.1%) and as part of the initial business case approval have investigated the practice amongst other councils as above. 2.4 All payment types listed would incur a surcharge for payment by credit card; Housing Rents Service Charge Council Tax Business Rates Commercial Waste Housing Benefits Overpayments House Purchase Invoice Payments Miscellaneous Income

4 2.5 All payment methods listed would incur a surcharge for payment by credit card; 3. Finance Comments Counter Receipting Paye.net Touch Tone Internet Payments Planning Portal ELMS Portal 3.1 The Lambeth Income and Debt Strategy was agreed at Cabinet on 11 April 2011 (report 3/11-12). 3.2 The annual total cost to Lambeth is approximately 100k. Introduction of this surcharge provides a cost saving of 100k per annum. 4. Comments from Director of Governance and Democracy 4.1 The Council has a general duty under section 3 of the Local Government Act 1999 to make arrangements to secure continuous improvement in the way in which its functions are exercised, having regard to a combination of economy, efficiency and effectiveness. In addition it has a fiduciary duty to the tax payer to ensure the public purse is used prudently. 4.2 Section 151 of the Local Government Act 1972 places a duty on the Council to make arrangements for the proper administration of its financial affairs and to secure that one of its officers has responsibility for the administration of those affairs. The EDFR is the Council's 'Section 151' officer and the powers that have been delegated to him by the Council include authority to act on behalf of the Council on all matters relating to the discharge of the finance functions of the Council. 4.3 Section 111 of the Local Government Act 1972 provides powers for a local authority to do anything (whether or not involving the expenditure, borrowing or lending of money or the acquisition or disposal of any property or rights) which is calculated to facilitate, or is conducive or incidental to, the discharge of any of their functions. 4.4 The Council s Constitution requires that all decisions, which involve expenditure between the sums of 100,000 and 500,000, must be published in Officer s Decisions for five clear days before the decision is approved by the officer concerned. 5. Results of consultation 5.1 None. 6. Organisational implications

5 6.1 Risk management: Current legislation precludes a surcharge for parking fines. There are no plans to include any Parking services in the implementation of surcharging to Lambeth customers at present. 6.2 Equalities impact assessment: Please see appendix Community safety implications: There are no community safety implications. 6.4 Environmental implications: There are no environmental implications. 6.5 Staffing and accommodation implications: There are no staffing and accommodation implications. 6.6 Procurement implications: There are no procurement implications. 6.7 Any other implications: N/A 7. Timetable for implementation 7.1 Key Milestones End Date Purchase Card Surcharging Software Licence 27 th of February 2012 Build Card Surcharging functionality in all affected AIM test modules 27 th of February 2012 Sign-off to-be Income Control financial processes with Corporate Finance 28 th of February 2012 Briefing distributed to all officers via intranet announcing change 7 th of March 2012 In-depth briefing distributed to all customer service officers announcing change Notices placed in customer payment location / internet site announcing change Commence advising customers of change when making credit card payments 7 th of March th of March th April 2012 Test Card Surcharging functionality 1 st May 2012 Second distribution of in-depth briefing to all customer service officers announcing change Implement Card Surcharging functionality in all affected AIM live modules 30 th July th September 2012

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