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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 FEBRUARY 2011
PRESENT: Mr N A Ridley – Chairman
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Mrs J Antill
Mr N A Bennett
Mr M P Booth
Ms J A Jenkins
Mr R E Kemp |
Mr B A Lazenby
Mr R C Smith
Mr A J Ward
Mrs S M Wigglesworth |
Mrs S Carpendale, Mr A J Hinton and Dr M R Miller were unable to be present.
Mr D M Busby, Chairman of the Overview and Scrutiny (Stewardship) Committee attended the meeting in order to present that Committees recommendations referred to in Minute No. 103 (a) below.
Quick links ...
97 - Substitutes,
98 - Declaration of Interests,
99 - Minutes,
100 - Petitions,
101 - Questions from Members,
102 - Issues Arising from Overview and Scrutiny Committees,
103 - Recommendations and Reports from Committees,
104 - Recommendations and Reports from Task Groups/Panels,
105 - Budget 2011/12,
106 - Salary Protection and Travel Disturbance Policies,
107 - HRA - Capital Programme Approval to Progress Non-Committed Schemes,
108 - 2010/11 Capital Programme ,
It was noted that in accordance with Council Procedure Rule No.5 substitutes were in attendance as follows:
Mr B L Lazenby (substituting for Dr M R Miller)
Mr R C Smith (substituting for Mr A J Hinton)
Mr A J Ward (substituting for Mrs S Carpendale)
Mrs J Antill declared a personal interest in the item referred to in Minute No.105 below in her capacity as a Trustee of Sudbury Citizen Advice Bureau but indicated that her interest was such that she was able to speak and vote on the matter concerned.
Mr R E Kemp declared a personal interest in the item referred to in Minute No.105 below in his capacity as a non-voting Trustee of Sudbury Citizen Advice Bureau but indicated that his interest was such that he was able to speak and vote on the matter concerned.
RESOLVED
That the Minutes of the meeting held on 13 January 2011 be confirmed and signed as a correct record.
None received.
None received.
None received.
(a) Treasury Management Strategy (2011/12) (Overview and Scrutiny (Stewardship) Committee)
Mr D M Busby, Chairman of the Overview and Scrutiny (Stewardship) Committee introduced Paper K190 presenting the proposed Treasury Management Strategy, which sets out the Annual Investment Strategy for managing surplus funds and borrowing strategy for the financial year 2011/12 in accordance with the 2009 CIPFA Code of Practice on Treasury Management in the Public Services.
The following amendments to the report and the appendices had been made:
Page 3 – Section 5.11 – Reference to Santander UK plc deleted.
Page 4 – a new Section 5.12 added relating to Santander UK plc and subsequent renumbering of remaining paragraphs in report.
Appendix 1 – Table at paragraph 1.4 updated through to March 2014
Appendix 2 – Numbering errors in paragraphs 21, 30 and 33 corrected
Appendix 4 – The Westpac Banking Corp deleted from the counterparty list.
The Director of Finance introduced the report and updated the following information;
Appendix 3 – The figures in tables 6 & 7 would need to be amended
Recommendation (4) the figure of £75m to be increased to £81m.
RECOMMENDED TO COUNCIL
(1) That the key factors and information on treasury management activities set out in the amended Appendix 1 of Paper K190 be noted.
(2) That the proposed Treasury Management Strategy for 2011/12, including the Policy Statement and the Annual Investment Strategy as set out in the amended Appendix 2 of Paper K190 be approved.
(3) That the Prudential Indicators and Limits 2011/12 to 2013/14 set out in the amended Appendix 3 of Paper K190 be approved.
(4) That, with regards to the potential additional borrowing of £81m in relation to the proposed new Council Housing reforms, that this be subject to the Government’s emerging proposals and that further details on this be reported to Members in due course.
(b) Recreation Contributions for the Provision of Outdoor Recreation Facilities and Open Space Secured from Developers under Section 106 Planning Obligations under Local Plan Policy HS32 (Overview and Scrutiny (Community Services) Committee)
The Head of Natural and Built Environment presented Paper K196 providing an update and proposed changes to the eligibility criteria for expenditure of Section 106 monies secured under Local Plan Policy HS32 (development sites of up to 1.5ha).
Further to the Overview and Scrutiny (Community Services) Committees consideration of this matter, Members were requested to consider widening further the eligibility criteria in relation to recreation contributions and to agree an implementation date for the operation of the revised arrangements.
RESOLVED
That the proposed additions to the eligibility criteria for the expenditure of Section 106 monies secured under Local Plan Policy HS 32 (development sites of up to 1.5ha) as set out below be adopted
· provision of allotments provided they are managed by Town/Parish Councils or vested in an allotment association which exists for community benefit in perpetuity;
· provision of appropriate equipment which will improve or upgrade the leisure usage of parish/town sports and recreation clubs (not necessarily owned by the Parish/Town Council) provided the land on which the equipment is provided is public land or has public access for the benefit of the community in perpetuity;
· car parking or physical infrastructure subject to these improving access to and or improving the quality of, recreation provision.
Further, that the additional eligibility criteria be implemented with effect from 22 February 2011 and be applied to all current and future contributions.
(a) Housing Challenges in 2011 (Housing Panel)
Mrs S M Wigglesworth, Chairman of the Housing Panel, introduced Paper K200 relating to housing challenges in 2011 and seeking approval to;
· Changes to Babergh’s Sheltered Housing Service
· Babergh’s new Affordable Housing Programme, including the inclusion of new and removal of deleted schemes, for the period 1 January 2011 to
31 March 2012.
The report also provided the Committee with an early alert of a new requirement for all local authorities with a housing responsibility to develop a ‘Strategic Tenancy Policy’ and provides an outline of the Government’s proposals for the development of affordable dwellings at higher rents.
The Chairman referred to an email received from three persons representing the Council’s Sheltered Housing Community objecting to the cuts to the sheltered housing at Lavenham. He also referred to a petition received from 34 residents on this matter which had been reported to the previous meeting.
During the consideration of this matter a number of questions to Officers by Members were raised. It was noted that the Housing Panel were to consider the impact of the proposals on the sheltered housing service and monitor this during the coming year.
It was agreed that a letter be sent to the Minister of State for Housing and Local Government raising concerns about the reductions to supporting people grant within Suffolk and the impact of these reductions on sheltered housing services.
RESOLVED
(1) That the reduction in visiting support to Babergh’s sheltered housing schemes and the adoption of a new high level visiting support service for tenants who are vulnerable as summarised in Section 7 of Paper K200 be approved.
(2) That any redundancy costs arising as a consequence of (1) above be met from the Housing Revenue account.
Mr B L Lazenby voted against the decision referred to in (1) above and requested that this be recorded in the minutes.
RECOMMENDED TO COUNCIL
That the Affordable Housing Programme as detailed in Appendix 1 to Paper K200 be approved in relation to schemes on Council owned land. Further, the inclusion of those schemes not on land in Babergh’s ownership be noted.
(b) Babergh and Mid Suffolk Staff and Service Integration and Creation of Single Council: The Next Steps (JMIB)
Mr N A Ridley, a Member representative on JMIB, presented Paper K201 requesting the Committee to consider a comprehensive set of recommendations from JMIB that seek to obtain all necessary Committee and Council approvals that will enable key information to be placed in the public domain prior to a local poll in May 2011, and thereafter to move key elements of this project forward in the event of obtaining public support through the poll for the creation of a new Council from April 2013.
It was noted that Mid Suffolk District Council Executive Committee would be considering this report at their meeting on 14 February 2011.
During consideration of this report a number of minor amendments to the figures and wording contained in Paper K201 and its Appendices were noted.
RECOMMENDED TO COUNCIL
Business Case
(1) That the key changes to the updated business case, as set out in Appendix (a), to reflect the revised date of April 2013 for the creation of a single Council; the consequential timing of the Chief Executive/Senior Management appointments; the revised assumptions on the timing and level of service integration savings and transitional costs and notification of RIEP funding be approved.
(2) That the updated Business Case, including the information set out in Appendix (a) on costs and savings relating to integration and the creation of a single Council be externally validated; that the updated Business Case be publicised, and that key aspects relating to the Local Government Boundary Commission for England’s (LGBCE) value for money test be communicated to the public prior to a local poll.
(3) That the information contained in Appendix (a) on the potential impact on the public and levels of future Council Tax income of equalising Babergh and Mid Suffolk Council Tax levels at the mid-point be communicated to the public prior to a local poll.
(4) That Option 2b, as set out in Appendix (a), be accepted in principle as a fair and equitable way forward for Council Tax equalisation in the event of a single Council being created.
(5) That Members and Officers of both Councils work together to develop a joint approach to Information Technology (IT) and Human Resources (HR) strategies.
Implementation Plan
(6) That the contents of the Implementation Plan, as set out at Appendix (b), be noted.
Vision
(7) That the summary Vision at Appendix (c) be adopted, and placed in the public domain prior to a local poll, with further detailed work being undertaken to develop a shared set of priorities that a new Council would be seeking to deliver.
Council Size and Constitution
(8) That the submission on Council size and constitution, attached at Appendix (d), be sent as soon as possible to the LGBCE, together with all other relevant information, to seek a decision as to whether the LGBCE is minded to undertake a Principal Area Boundary Review, subject to evidence of public support.
Locality Arrangements
(9) That the following elements of the proposed approach to the further development of locality working arrangements be approved, as set out in Appendix (e):
§ The linking of parish areas into groups or clusters for specific, on-going or time-limited projects
§ The building on and development of the existing constituency role for elected Members to serve as an advocate for the local community and as a pivotal link for information flow between the community and the Council
§ The provision of appropriate locality staffing support for elected Members in delivering their constituency role
§ The review of information sources and access channels to ensure that residents and community based organisations are better informed and able to influence service delivery decisions
§ The development of closer working relationships with County Councillors, the Police and the NHS so that any new locality arrangements are co-ordinated with other public service providers
§ Agreement that the principle of service redesign and transformation be informed by the locality work to date and that the principles outlined at Appendix (e) and its own linked Appendix B are taken into account.
Local Poll
(10) That a local poll be conducted over a four week period commencing 9 May 2011 to seek the views of residents of both Council areas on the possible creation of a new single District Council for the Babergh and Mid Suffolk areas from April 2013.
(11) That Electoral Reform Services be employed, at a maximum cost of £71k, to undertake the local poll on behalf of both Councils.
(12) That, subject to suitable testing, the draft poll question be agreed as set out in para 8.58 of Paper K201 and Appendix (f), with delegation to the Joint Solicitor and Monitoring Officer to agree any minor amendments as necessary to this in consultation with JMIB Members.
(13) That the ground rules for interpretation of the poll results, as set out in paras 8.59 – 8.60 of Paper K201, be agreed and placed in the public domain prior to the poll being held.
Communications and Stakeholder Engagement Plan
(14) That the Communications and Stakeholder Engagement Plan to support this project, attached at Appendix (g) to Paper K201 be noted.
During the consideration of the item referred to in Minute No.104 above the meeting adjourned for lunch at 1.10 p.m. and resumed at 1.35 p.m. when the following Members were present:
Mr N A Ridley - Chairman
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Mrs J Antill
Mr M P Booth
Ms J A Jenkins |
Mr R E Kemp
Mr A J Ward
Mrs S M Wigglesworth |
The Director of Finance introduced Paper K202 which outlined key aspects of the final proposals for the 2011/12 budget following the Council’s consideration of this matter. The report also outlined the views of the two Overview and Scrutiny Committees on the final draft budget and the Housing Panel in relation to the Housing Revenue Account for Council Housing.
RECOMMENDED TO COUNCIL
(1) That the General Fund Budget, proposed charges for 2011/12 and capital programme, as summarised in Appendix A, be approved, it being noted that this is based on and subject to:
(a) the recommendations relating to the package of Budget proposals agreed by this Committee on the 13 January 2011 including no increase in Council Tax for 2011/12, and
(b) the additional matters referred to in Paper K202.
(2) That the Council Housing Budget and proposed charges for 2011/12 as also set out in Appendix A be approved. Further, that the weekly rents for Council dwellings and compulsory let garages be increased on average by 5% with effect from Monday, 18 April 2011.
(3) That it be noted that the Prudential Indicators for capital finance, borrowing and treasury management set out in Appendix 3 of Paper K190 form part of the Budget approval, including the authorised limit for external debt shown in table 6 of that Appendix.
(4) That the Minimum Revenue Provision (MRP) Statement included in Appendix B of Paper K202, which sets out the Council’s policy on this, be approved.
(5) That, where expenditure is included within the approved budget, the Director of Finance be authorised to:-
- Vary the timing of revenue and capital payments between financial years in accordance with Financial Regulations and Council resolutions.
- Vary the method of financing capital schemes, if he is satisfied that it is in the financial interest of the Council to do so.
The Director of Corporate Services presented Paper K203R and its Appendices relating to the Council’s current and proposed Salary Protection Policy and a Travel Policy (for employees relocating to an alternative work base). It was noted that both of these policies will be relevant to Babergh and Mid Suffolk’s current staff integration plans and that it is important to have aligned policies on these matters in place to support the integration process.
It was noted that the Pay Protection Policy in Appendix 1 of Paper K203R would need to be amended to take into account the lump sum alternative. Further that the travelling policy contained in Appendix 3 should have the words “excess travel time or” deleted from the penultimate sentence of Appendix 3.
RECOMMENDED TO COUNCIL
(1) That the Council’s current Pay Protection Policy, attached at Appendix 1, which offers ongoing and full salary protection, be terminated, with 3 months’ notice given to affected staff to end these arrangements.
(2) That the replacement Pay Protection Policy, attached at Appendix 2 as amended, which provides time limited salary protection for a maximum of 36 months and with a maximum protection limit, be adopted.
(3) That the Travel Policy, attached at Appendix 3 as amended, be adopted.
The Head of Contract and Asset Management submitted a report (Paper K204) seeking approval to implement a new simplified approval process for schemes that are included within the Council’s Housing Revenue budget as non-committed schemes.
The amended process had been suggested to avoid non-strategic reports being presented at each Committee meeting.
RESOLVED
(1) That the proposed methods of approval included in Appendix A of Paper K204 for schemes within the Housing Revenue Account capital programme, be adopted by Strategy Committee.
(2) That any necessary amendments to the Council’s Financial Regulations be made accordingly.
The Head of Contract and Asset Management submitted a report (Paper K205) seeking approval to implement schemes in the Council’s general fund.
RESOLVED
That expenditure from the Council’s general fund be approved to carry out the proposed schemes outlined in the table in paragraph 6.1 of Paper K205.
The business of the meeting was concluded at 2.55 p.m.
............................................................... Chairman
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