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BABERGH DISTRICT COUNCIL STRATEGY COMMITTEE
MINUTES OF A MEETING OF THE STRATEGY COMMITTEE HELD IN THE COUNCIL CHAMBER, COUNCIL OFFICES, CORKS LANE, HADLEIGH ON THURSDAY, 10 NOVEMBER 2005
PRESENT: Mr N A Ridley – Chairman
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Mr N A Bennett
Mr M P Booth
Mrs S P Clarke
Mr A J Hinton
Mr J J Quinlan
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Mr D J Read
Mr H N Todd
Mrs S M Wigglesworth
Mr L H Young |
Mr A C Bavington and Mr C M Spence were unable to be present.
Ms J A Jenkins attended the meeting in order to present the recommendations of the Overview & Scrutiny (Stewardship) Committee referred to in Minute No 72(a) below.
Mr C J Hunt attended the meeting in order to present the recommendation of the Overview & Scrutiny (Community Services) Committee referred to in Minute No 72(b) below.
66 SUBSTITUTES
It was noted that in accordance with Council Procedure Rule No.5, substitutes were in attendance as follows:
Mr A J Hinton (Substituting for Mr C M Spence)
Mr J J Quinlan (Substituting for Mr A C Bavington)
67 DECLARATION OF INTERESTS
Mr A J Hinton and Mr J J Quinlan declared prejudicial interests as Members of the Development Committee, in Minute No 72(b) and withdrew from the meeting during consideration of the item.
68 MINUTES
RESOLVED
That the Minutes of the meeting held on 15 September 2005 be confirmed and signed as a correct record.
69 PETITIONS
The Acting Head of Legal and Administrative Services reported that in accordance with Council Procedure Rule No: 13, a petition had been submitted to the Chief Executive relating to:
Nuisance of ball games – Chaplin Road, East Bergholt (signed by approximately 23 residents)
Members noted that in accordance with the Procedure Rules, the Chief Executive would report the receipt of the petition to the Council meeting on 13 December 2005.
70 QUESTIONS FROM MEMBERS
None received.
71 ISSUES ARISING FROM OVERVIEW AND SCRUTINY COMMITTEES (OVERVIEW AND SCRUTINY RULES 33 AND 34)
None received.
72 RECOMMENDATIONS AND REPORTS FROM COMMITTEES
(a) Overview and Scrutiny (Stewardship) Committee Minute No: 42 – Audit and Inspection Plan
Ms J A Jenkins, Chairman of the Overview & Scrutiny (Stewardship) Committee presented the recommendations of that Committee.
RESOLVED
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(1) That in the light of the information received and earlier negotiations which have reduced the Audit Commission’s proposed fee for 2005/06, the revised fee of £130,000 be approved |
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(2) That the Corporate Director on behalf of a number of Suffolk authorities write to the Chairman of the Audit Commission expressing concern and highlighting the discrepancy between national announcements by The Audit Commission on reducing fee levels and the reality of higher fees. |
(b) Overview and Scrutiny (Community Services) Committee Minute No. 36 – Annual Report of Development Committee
Mr C J Hunt, Chairman of the Overview and Scrutiny (Community Services) Committee presented the recommendations of that Committee.
The recommendations of the Overview and Scrutiny (Community Services) Committee were proposed and seconded. A discussion then ensued over concerns relating to the level of training and which Members should be provided with the training.
An amendment was proposed and seconded relating to Substitute Members also being included in the training protocol. On being put to the vote the amendment was carried, and this is included in the recommendation referred to below.
RECOMMENDED TO COUNCIL
That Members and Substitute Members of the Development Committee should be required to undertake a minimum of 4 half-day training sessions per year (such training to be open to Non-Members of the Development Committee).
73 RECOMMENDATIONS AND REPORTS FROM TASK GROUPS/PANELS
Signature of Small Business Friendly Concordat
Mr H N Todd, as Chairman of the Procurement Task Group presented Paper E176 advising that all Councils are being asked to sign-up to the Small Business Friendly Concordat which is a statement of principles to encourage effective trade between Local Authorities and Small Businesses.
RESOLVED
That Babergh District Council sign up to the Small Business Friendly Concordat and the principles set out in Appendix A to Paper E176.
74 REPORTS FROM MEMBERS
Paper E177 was presented which had reports from Members on the following:
(a) SPARSE meeting 10 September 2005 (by Mr R E Kemp)
(b) Rural Commission meeting 13 September 2005 (by Mr R E Kemp)
(c) Annual Rural Conference meeting 14 September 2005 (by Mr R E Kemp)
(d) East of England Regional Assembly (by Mr P Jones)
During consideration of this matter it was agreed that the Chief Executive would request EERA to advise why the meeting with the Local Government Minister was a private one and would also invite them to give a presentation to a future Member’s Seminar.
Mr R E Kemp would be requested, on behalf of the Council, to investigate further the rurality weighting of NHS funding and why sparsity of population is not a factor in the formula in England.
RESOLVED
That the reports from Members outlined in Paper E177 be noted.
75 WORKPLAN
The Acting Head of Legal and Administrative Services submitted a Report (Paper E178) on items identified for future meetings of the Strategy Committee.
RESOLVED
That the Workplan set out in Paper E178 be noted.
76 APPOINTMENT OF CONSULTANTS FOR REFUSE COLLECTION PROCUREMENT
The Head of Environmental Services submitted a Report (E188) advising that the Council’s current contract for refuse collection and street cleaning ends in March 2007.
To enable the Council to fully investigate the options available in respect of the procurement of a new service it is intended to appoint specialist consultants to assist officers in the process. One option being investigated is to enter into a partnering agreement with a neighbouring Council for procurement and operation of a joint contract. Should the joint appointment of a preferred contractor be pursued it would be necessary to suspend the Council’s Contracts Procedure Rules.
RESOLVED
(1) That the relevant Contract Procedure Rules be suspended to enable a joint appointment with Mid Suffolk District Council to be made of a specialist consultant to advise on the procurement and tendering process for the refuse collection service.
(2) That the Committee approve the appointment of White Young Green Environmental (formerly Robert Long Consultancy Limited) jointly with Mid Suffolk District Council to provide advice and support for the procurement of a refuse collection contract.
77 CAPITAL PROGRAMME 2005/06
The Head of Technical Services submitted a report (Paper E180) requesting approval to budget changes within the Housing Revenue account.
RESOLVED
That the proposed budget changes within the Housing Revenue Account as detailed in Table 1 of Paper E180 be approved.
78 CAPITAL PROGRAMME 2005/06
The Head of Technical Services submitted a report (Paper E181 ) requesting approval to carry out a number of non-committed schemes which were identified in paragraph 4.1(b) of Paper E181. It was noted that the figures in the right hand column under the category “Estate Improvements & Parking Areas” had slipped down by one line.
RESOLVED
That expenditure from the Council’s Housing Revenue Account be approved to carry out the proposed works detailed in paragraph 4.1(b) (as amended) of Paper E181
79 SUFFOLK PROVISIONAL TRANSPORT PLAN FOR 2006-2011
The Head of Technical Services submitted a report (Paper E182) advising that Suffolk County Council have produced and are consulting on the “provisional” Local Transport Plan which proposes to identify the transport issues and objectives in Suffolk for the next five years.
Although the majority of the proposals have a limited affect on the Babergh District it was proposed that the comments attached as Appendix 3 to Paper E182 be used as the basis of a response. During the discussion at the meeting the following matters were also referred to:
By-Pass
Market Towns
Community Transport
Park and Ride
Manningtree status
RESOLVED
That subject to Mike Hammond, Corporate Director, in consultation with the Chairman of the Strategy Committee, being authorised to incorporate appropriate amendments to reflect the comments referred to at the meeting, on those issues referred to above and those contained in Appendix 3 he be authorised to submit a response to Suffolk County Council on the “provisional” Local Transport Plan for 2006-2011.
80 IMPLEMENTING ELECTRONIC GOVERNMENT RETURN 2005 (IEG5 Statement)
The Head of Organisational Development submitted a Report (Paper E183) advising that as part of the funding process for e-Government projects it is necessary for the Council to complete and return an IEG5 Statement to the Office of the Deputy Prime Minister. It was noted that work on the Statement would continue on an on-going basis and that any necessary refinements would be made as a result of additional work undertaken.
RECOMMENDED TO COUNCIL
That the IEG5 Statement attached as Appendix A to Paper E183 be submitted to the ODPM subject to the Head of Organisational Development, in consultation with the e-Government Steering Group, making any necessary changes as work is completed that affects the Statement to ensure the IEG5 Statement correctly reflects the situation at 31 December 2005.
81 CAST – FUNDING FOR PROJECT OFFICE
The Head of Organisational Development submitted a Report (Paper E184) advising that funding is sought for the 2006/07 element of the Project Office so that appointments can be made to these posts to provide a suitable overlap with the consultants currently undertaking this role.
RESOLVED
That £75,000 be allocated from the remaining £200,000 in the general fund reserve for the transformation agenda to cover the 2006/07 costs for the Project Office for CAST.
Note: Mr N A Bennett, Mr M P Booth, Mr J J Quinlan and Mr D J Read voted against the decision referred to above and requested that this be recorded in the Minutes.
The Meeting was adjourned for lunch at 12.55pm and resumed at 1.30pm when the following Members were present:
Mr N A Ridley - Chairman
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Mr N A Bennett
Mr M P Booth
Mrs S P Clarke
Mr A J Hinton
Mr J J Quinlan
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Mr D J Read
Mr H N Todd
Mrs S M Wigglesworth
Mr L H Young |
82 EFFICIENCIES UPDATE
Geoff Kistner, Corporate Director and the Head of Finance and Performance Review submitted a joint report (Paper E185) providing information on efficiencies achieved under “Gershon” to date and the latest position on achieving this years 2.5% efficiency target was explained.
RESOLVED
(1) That achievement against the Gershon efficiencies target and progress on this year’s estimated efficiencies as detailed in Appendix 2 to Paper E185 be noted.
(2) That appropriate action be taken to ensure that the 2.5% efficiency target for the current year is met and additional efficiencies achieved wherever possible.
83 BUSINESS PROCESS RE-ENGINEERING - CONSULTANCY
Geoff Kistner, Corporate Director submitted a report (Paper E186) advising that consultants are to be appointed to work with the Council to re-engineer the Benefits Claim and Planning Application processes.
Contractors were to be interviewed in the week commencing 14 November with a view to starting work on the 21 November. It is important that the right contractor is chosen to work with the Council and the choice of contractor is based on both ability and cost. It may be that the favoured contractor may not be the lowest tenderer and arrangements needed to be in place to appoint should this be the case.
RESOLVED
That, should it be necessary to do so, Geoff Kistner, Corporate Director in consultation with the Chairman of the Strategy Committee be authorised to accept a tender other than the lowest for the Business Process Re-engineering (Consultancy Contract)
84 STATE OF THE DISTRICT DEBATE: AREAS FOR FURTHER CONSIDERATION
Geoff Kistner, Corporate Director submitted a report (Paper E187) advising that consultation on the Corporate Plan and the State of the District Debate at Council on 18 October 2005 identified a number of areas for further consideration. Those areas, together with the proposed actions and potential financial implications were set out in the Appendix to Paper E187.
It was agreed that Geoff Kistner, Corporate Director, would bring to the attention of other agencies those matters that fall within their remit. Target dates for all of the actions proposed were also to be included.
RESOLVED
(1) That the actions proposed in the Appendix attached to Paper E187 be approved.
(2) That, where appropriate, the draft Corporate Plan for 2006/07 incorporates the issues and the proposed action.
(3) That the Service and Financial Planning Group consider any financial implications for 2006/07.
85 LOCAL GOVERNMENT FINANCE ACT 1988 – REVIEW OF RATE RELIEF POLICIES
The Head of Revenues submitted a report (Paper E189) advising that the Council are required to conduct an annual review of the Rural Settlement List it uses for the purposes of awarding mandatory and discretionary rate relief under the Local Government Finance Act 1988.
It was noted that the Small Business Rate Relief Scheme introduced by the Government on 1 April 2005 has substantially increased the support granted to small businesses across the District, regardless of business type or location and this, it is felt, had removed some concerns raised previously by the Committee.
RESOLVED
That the Rural Settlement List as set out in Appendix 1 to Paper E189, and which will apply for the period 1 April 2006 to 31 March 2007, be approved.
86 EXCLUSION OF PUBLIC (WHICH TERM INCLUDES THE PRESS)
RESOLVED
That pursuant to Section 100A (4) of the Local Government Act 1972, the public be excluded from the meeting for the business specified below on the grounds that if the public were present during these items it is likely that there will be the disclosure to them of exempt information as indicated against each item.
PART II
87 APPLICATION FOR DISCRETIONARY RATE RELIEF (Exempt information by virtue of paragraph 7 of Part I)
The Head of Revenues submitted a report (Paper E190) outlining details of an application for rate relief under Section 49 of the Local Government Finance Act 1988.
RESOLVED
That the application for rate relief from the applicant referred to in Paper E190 be refused for the reasons outlined in paragraph 2.1 of Paper E190.
88 APPLICATION FOR DISCRETIONARY RATE RELIEF (Exempt information by virtue of paragraph 7 of Part I)
The Head of Revenues submitted a report (Paper E194 ) outlining details of an application for rate relief under Section 49 of the Local Government Finance Act 1988.
RESOLVED
That the application for rate relief from the applicant referred to in Paper E194 be refused for the reasons outlined in paragraph 2.1 of Paper E194.
89 SOUTH SUFFOLK LEISURE (Exempt information by virtue of paragraphs 8 and 9 of Part I)
Mr H N Todd, as Chairman of the Procurement Task Group, introduced Paper E191 advising that Babergh had agreed to create its own local trust, South Suffolk Leisure, to manage the Kingfisher Leisure Centre, Sudbury and Hadleigh Swimming Pool.
Members were requested to agree to the following:
It was noted that the financial support towards South Suffolk Leisure would be subject to the necessary sums being included in the Council’s Revenue Budget for 2006/07.
RESOLVED
(1) That the indicative level of net financial support to South Suffolk Leisure in 2006/07,referred to in paragraph 2.1 of Paper E191, together with the four subsequent years as shown in Appendix 1 of Paper E191 be approved subject to a reduction of £39,000 a year if the Committee agrees to the principle of the council funding the capital cost of replacement equipment in 2005/06.
(2) That subject to the necessary sum being included in the Council’s revenue budget for 2006/07 the final level of grant for 2006/07 be determined by the Head of Leisure and Community Services in consultation with the Procurement Task Group and the Head of Finance after discussion with the Board of Trustees of South Suffolk Leisure.
(3) That a funding and management agreement be entered into with South Suffolk Leisure in accordance with the draft heads of terms set out in Appendix 3 of Paper E191 and that the Head of Leisure & Community Services be authorised to complete the agreement in consultation with the Procurement Task Group, and following discussions with the Board of Trustees of South Suffolk Leisure. Further that the Head of Leisure & Community Services, in consultation with the Procurement Task Group, be authorised to agree key performance indicators with the Board of Trustees.
(4) That the Kingfisher Leisure Centre, Sudbury and Hadleigh Swimming Pool be leased to South Suffolk Leisure in accordance with the draft heads of terms as set out in Appendix 4 of Paper E191, subject to the Acting Head of Legal and Administrative Services being authorised to make amendments to the principal terms as are necessary following consultation with the Board of Trustees of South Suffolk Leisure.
(5) That agreements for support services be entered into with South Suffolk Leisure in accordance with the heads of terms detailed in Appendix 5 of Paper E191.
(6) That the Council funds the replacement gym, IT and other equipment prior to April 2006 at a capital cost not exceeding £150,000.
(7) That Contract Procedures Rule No.3 be suspended to enable goods and services to be procured from appropriate suppliers put forward by South Suffolk Leisure without seeking competitive tenders.
Note: Mr D J Read and Mr J J Quinlan voted against the decisions referred to above and requested that this be recorded in the Minutes.
90 CREATION OF SOUTH SUFFOLK LEISURE AND CONTRACT FOR MANAGEMENT OF HADLEIGH SWIMMING POOL AND KINGFISHER LEISURE CENTRE, SUDBURY (Exempt information by virtue of paragraphs 8 and 9 of Part I)
The Head of Leisure and Community Services submitted a report (Paper E192) outlining the costs to the Council in 2005/06 to establish the South Suffolk Leisure Trust and how they can be funded.
The report also outlined proposals to manage the two facilities from 1 December 2005 to 2 April 2006 when South Suffolk Leisure will take over management of the facilities.
RESOLVED
(1) That the additional costs to create South Suffolk Leisure of £20,600 be approved.
(2) That the contract with Leisure Connection for the management of Kingfisher Leisure Centre, Sudbury and Hadleigh Swimming Pool be extended from 1 December 2005 to 2 April 2006 at an additional cost of £57,000.
(3) That the additional costs of £77,600 in relation to paragraph 2.1 and 2.2 be funded in accordance with the table in paragraph 5.8 of Paper E192.
(4) That if, for any reason Leisure Connection refuse to extend the contract, then immediate steps be taken to convene a meeting of the Strategy Committee.
91 PARTNERSHIP ARRANGEMENTS FOR PROGRAMMED WINDOW AND EXTERNAL DOOR RENEWALS (Exempt information by virtue of paragraphs 8 and 9 of Part I)
The Head of Technical Services submitted a report (Paper E193) informing the Committee on the progress/outcome of two capital programmes already approved by partnering and proposing a new contract, which incorporates these two projects within a new partnering arrangement that also includes window replacement.
Circulated at the meeting were replacement paragraphs 4.7 to 4.12 of Paper E193.
RESOLVED
(1) That a 5-year partnering arrangement be entered into with A & B Glass Company, Sudbury for the supply and installation of PVCu windows and doors to Council houses.
(2) That the contract be based on the “TPC 2005 – The Association of Consultant Architect Standard Form of Contract for Term Partnering”.
Note: The meeting was adjourned between 11.00 a.m. and 11.20 a.m. for refreshments.
The business of the meeting was concluded at 3.25 p.m.
Chairman
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