Agenda and minutes

Finance and Corporate Services Committee - Tuesday 26th September 2017 7.30 pm

Venue: Council Chamber. Maldon District Council Offices, Princes Road, Maldon

Contact: Committee Services 

Items
No. Item

463.

Chairman's notices

Minutes:

The Chairman drew attention to the list of notices published on the back of the agenda.

464.

Apologies for Absence and Substitution Notice

Minutes:

Apologies for absence were received from Councillors Mrs B F Acevedo, B S Beale MBE, M S Heard and Rev. A E J Shrimpton.  In accordance with notice duly given Councillor R G Boyce MBE was attending as a substitute for Councillor Shrimpton and Councillor Mrs N G F Shaughnessy as a substitute for Councillor Heard.

465.

Minutes of the last meeting pdf icon PDF 89 KB

To confirm the Minutes of the meeting of the Finance and Corporate Services Committee held on 25 July 2017 (copy enclosed).

Additional documents:

Minutes:

RESOLVED

 

(i)              that the Minutes of the meeting of the Committee held on 25 July 2017 be received.

 

Minute 281 – Apologies for Absence

Councillor Miss M R Lewis advised that she had not given her apologies for this meeting and did attend the meeting.  This was duly noted.

 

RESOLVED

 

(ii)            that subject to the above amendment the Minutes of the meeting of the Committee held on 25 July 2017 be confirmed.

466.

Disclosure of Interest

To disclose the existence and nature of any Disclosable Pecuniary Interests, other Pecuniary Interests or Non-Pecuniary Interests relating to items of business on the agenda having regard to paragraphs 6-8 inclusive of the Code of Conduct for Members.

 

(Members are reminded that they are also required to disclose any such interests as soon as they become aware should the need arise throughout the meeting).

 

Minutes:

Councillor A S Fluker declared in the interest of openness and transparency that in relation to Agenda Item 16 – Market Site, he knew a person mentioned in the report.

467.

Public Participation

To receive the views of members of the public on items of business to be considered by the Committee (please see below):

1.               A period of ten minutes will be set aside.

2.               An individual may speak for no more than two minutes and will not be allowed to distribute or display papers, plans, photographs or other materials.

3.               Anyone wishing to speak must notify the Committee Clerk between 7.00pm and 7.20pm prior to the start of the meeting.

Minutes:

No requests had been received.

468.

Chairman's Good News Announcements

Minutes:

There were none.

469.

Promenade Park, Maldon - Income Share for the Maldon District pdf icon PDF 129 KB

To consider the report of the Director of Customers and Community, (copy enclosed).

Additional documents:

Minutes:

The Director of Resources reported that following the meeting of the Community Services Committee she had undertaken some research and spoken to Mr Farrington (Chairman of the Maldon Mud Race Ltd).  She sought Members agreement to defer this item of business until the Maldon Mud Race Ltd had completed its return on the charities commission website and filed accounts for 2016 / 17.  This was agreed.

 

RESOLVED that determination of the share of car parking income for the Maldon Mud Race 2017 be deferred to a future meeting of this Committee pending the Maldon Mud Race Ltd completing its return on the charities commission site and filing accounts for 2016 / 17.

 

At this time the Director of Resources reported that in relation to Agenda Item 10 - Replacement Commissioning and Procurement Strategy and Contract Procedure Rules she had been informed of further changes required and requested that Members consider deferring consideration of this item until its next meeting.  This was duly agreed.

 

RESOLVED that consideration of the updated Commissioning and Procurement Strategy and Contract Procedure Rules be deferred to a future meeting of this Committee pending further update.

470.

Supplementary Estimate - Project 180 pdf icon PDF 98 KB

To consider the report of the Director of Resources, (copy enclosed).

Minutes:

The Committee considered the report of the Director of Resources, requesting approval of a supplementary estimate to complete work to the recently formed St. Cedd’s car park. 

 

The report provided background information regarding the project and the total costs associated with it.  It was noted that external lighting, safety barriers and road markings were still outstanding and a supplementary estimate of £9,500 was required to allow completion of this work.

 

In response to questions regarding the quotation costs received, the Director of Resources advised she was happy to provide Members with a breakdown of the related costs.  She also confirmed that details of overtime costs would be included in the final report to the Overview and Scrutiny Committee in relation to this project.

 

RESOLVED that a supplementary estimate of £9,500 to complete works to St. Cedd’s Car Park (Project 180) be agreed.

471.

Annual Review of Financial Regulations pdf icon PDF 99 KB

To consider the report of the Director of Resources, (copy enclosed).

Additional documents:

Minutes:

The Committee considered the report of the Director of Resources proposing revisions to the Financial Regulations following the recent annual review.

 

A summary of the changes were set out in the report and an updated version of the Financial Regulations was attached at Appendix 1 to the report.

 

Concerns were raised in respect to how the Financial Regulations sought to address the external arrangements relating to partnerships, with particular reference being made to the ownership and control of such funding.  Members were reminded that the Section 151 Officer was ultimately responsible for how funding was spent and terms and conditions complied with, eligibility criteria or anything set out in the original partnership agreement.  The Director of Resources suggested that a separate appendix could be incorporated into the Financial Regulations to address Members concerns regarding the specific and detailed requirements on working in partnership.

 

Members commented on the revised regulations and particular reference was made to ensuring they were complied with.  Following further comments the Director of Resources explained that a set of internal procedure notes would sit alongside these Regulations to provide clear and simple instructions in respect of some of the key financial processes e.g. debtors, accounts payable etc.  She suggested that these procedure notes be brought to this Committee for overall approval. 

 

Councillor A S Fluker proposed that the Financial Regulations be further amended in light of discussions and brought back to the next meeting of this Committee.  This was duly seconded and agreed.

 

RESOLVED that the Financial Regulations be further amended in light of the above discussions and brought back to the next meeting of this Committee.

472.

Replacement Commissioning and Procurement Strategy and Contract Procedure Rules pdf icon PDF 100 KB

To consider the report of the Director of Resources, (copy enclosed).

Additional documents:

Minutes:

Members were reminded of their earlier decision to defer consideration of this item of business.

 

RESOLVED that consideration of the updated Commissioning and Procurement Strategy and Contract Procedure Rules be deferred to a future meeting of this Committee pending further update.

473.

Medium Term Financial Strategy - Update pdf icon PDF 117 KB

To receive and note the report of the Director of Resources, (copy enclosed).

Minutes:

The Committee considered the report of the Director of Resources seeking adoption of a number of principles for the 2018 / 19 budget setting process. 

 

Members were advised that a review of the Medium Term Financial Strategy (MTFS) had taken place and savings of £976,000 were required to close the budget gap in the next three years to 2021.  The Corporate Leadership Team (CLT) and Finance Team were currently working on a zero based budget with no growth items.  Service reviews would also be carried out to ensure that they were as cost efficient and streamlined as possible.  It was noted that 2016 / 17 had seen a significant underspend to capital funding and moving forward only requests that could be delivered within the budget year would be funded.

 

A number of principles for the 2018 / 19 budget process were proposed and these were set out in the report.  The Chairman reminded Members that they were not making any policy decision at this time but being asked to consider these principles which would be used to calculate the MTFS.

 

Councillor A S Fluker proposed that recommendation (ii) be amended to add the following to the principles list:

·                 That a balanced budget (or how the Council would achieve a balanced budget) be presented for the years 2018 / 19, 2019 / 20 and 2020 / 21 with options to consider for the Council.

 

A number of comments were raised regarding the Council’s budget and Members were advised how zero based budgets for 2018 / 19 with no additional budget growth, save for extraordinary circumstances, would help Officers to put forward proposals which identify what is needed to achieve a balanced budget.

 

The proposed amendment to the recommendations in the name of Councillor Fluker was duly seconded and agreed.

 

RESOLVED that the following principles be adopted for the 2018 / 19 budget setting process, in particular that this year’s process should focus to balance the corporate budget in the medium term.

·                 No additional budget growth (including one-offs growths) will be added save for exceptional circumstances;

·                 The principle of zero based budgeting will apply for the 2018 / 19 budgets onwards;

·                 The Council is to improve income generated through fees and charges following a review on the existing fees and charges policy;

·                 By September 2018 a number of service reviews will be completed with a view to identify further savings and improve efficiency:

·                 These service reviews will report back to the Transformation Board, appropriate Programme Committee and the Finance and Corporate Services Committee;

·                 Explore the Council’s commercial activities to ensure that the Council’s income can be maximised.  This should include any new fees and charges activities and implementation of the Council’s commercial strategy as it is developed;

·                 Explore further partnership working with other organisations, this includes sharing of our services;

·                 Review the Policy on Reserves and Balances to ensure that it supports the delivery of the corporate priorities;

·                 Capital funding will only be allocated if essential, value for money is demonstrated and  ...  view the full minutes text for item 473.

474.

Asset Management Working Group pdf icon PDF 97 KB

To consider the report of the Director of Resources, (copy enclosed).

 

Additional documents:

Minutes:

The Committee considered the report of the Director of Resources seeking recreation of the Asset Management Working Group (AMWG).

 

The report provided background information regarding the AMWG and a copy of its previous terms of reference were attached at Appendix 1 to the report.  Members were advised that in order to increase challenge and provide increased insight of Member views on Asset Management recreation of the AMWG was recommended.

 

A number of comments were raised regarding the membership of the Working Group and holding meetings in the daytime to increase availability of Officers and save costs.   

 

It was agreed that the request to provide all Members with a copy of the report considered by this Committee on 23 June 2015 which led to the resolution to disband the Asset Management Working Group be added to the recommendations.

 

RECOMMENDED

 

(i)        that the Asset Management Working Group be reformed with immediate effect in accordance with the Terms of Reference attached at APPENDIX 1 to these Minutes;

 

(ii)       that subject to (i) above the Council’s constitution be amended to allow meetings of the Asset Management Working Group to take place in the evening;

 

(iii)      that a copy of the report considered by the Finance and Corporate Services Committee on 23 June 2015 which led to the resolution to disband the Asset Management Working Group be circulated to all Members.

475.

Exclusion of the Public and Press

To resolve that under Section 100A (4) of the Local Government Act 1972 the public be excluded from the meeting for the following items of business on the grounds that they involve the likely disclosure of exempt information as defined in Paragraph ??? of Part 1 of Schedule 12A to the Act, and that this satisfies the public interest test.

Minutes:

RESOLVED that under Section 100A (4) of the Local Government Act 1972 the public be excluded from the meeting for the following item(s) of business on the grounds that they involve the likely disclosure of exempt information as defined in Paragraphs 1, 2, 3 and 5 of Part 1 of Schedule 12A to the Act, and that this satisfies the public interest test.

476.

Human Resources Statistics - Quarter One 2017 / 18

To consider the report of the Director of Resources, (copy enclosed).

Minutes:

The Committee received and noted the report of the Director of Resources presenting Human Resources statistics for the period 1 April to 30 June 2017. 

 

Statistics and updates relating to the following areas were detailed in the report:

·                 Labour Turnover;

·                 Recruitment;

·                 Agency workers – attached as Appendix 1 to the report;

·                 Off payroll workers’ procedure;

·                 Staff Sickness Levels

·                 Workforce Statistics – attached as Appendix 2 to the report.

 

The Chairman requested that in future any confidential information in relation to Human Resources Statistics should be presented as a separate report.

 

In response to a question regarding market supplements, the Director of Resources advised that the Group Manager - People, Performance and Policy was currently reviewing the Council’s recruitment and retention policy which included a clause regarding the repayment of market supplements.

 

RESOLVED that the contents of the report be noted.

477.

Market Site

To consider the report of the Director of Resources, (copy enclosed ).

Minutes:

The Committee considered the report of the Director of Resources summarising potential options in relation to a dispute concerning the market place car park.

 

Councillor A S Fluker proposed that a lease be granted to the claimant with the rights to park cars only on the land tinted blue, yellow and mauve on the EX205994 Filed Title Plan (attached as part of Appendix 1 to the report).  This proposal was duly seconded. 

 

Following further discussion it was agreed that if a counter offer was proposed by the claimant this would be brought back to the Committee for consideration.

 

RESOLVED

 

(i)        that recommendation (i) as set out in the report, for the grant of a lease be agreed subject to modification whereby the claimant be provided with the right to park cars only on the land tinted blue, yellow and mauve on the EX205994 Filed Title Plan (attached as part of Appendix 1 to the report);

 

(ii)       that an update on progress with the lease be brought to the next meeting of this Committee.

Appendix 1 pdf icon PDF 56 KB