Agenda and minutes

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

Apologies for absence were received from Councillors B S Beale MBE,
M R Pearlman and Rev. A E J Shrimpton.  In accordance with notice duly given Councillor M F L Durham was attending as a substitute for Councillor Pearlman.

To confirm the Minutes of the meeting of the Finance and Corporate Services Committee held on 19 April 2016 (copy enclosed).

RESOLVED that the Minutes of the meeting of the Committee held on 19 April 2016 be approved and confirmed.

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).

Councillor D M Sismey declared a pecuniary interest in relation to Agenda Item 18 – Annual Treasury Outturn Report 2015 / 16 as he was an employee of Goldman Sachs with whom the Council had previously had investments.

Councillor A S Fluker disclosed an interest in Agenda Item 23 – Options for the Future of Building Control Service as he was currently engaged with Maldon District Council Building Control Services.

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.

There was none.

The Chairman highlighted a number of good news items which included:

·       Two factor authentication – The Council’s IT Manager had recently presented a case study on this innovative initiative at an event in Stockholm, Sweden.

·       Housing Benefit and Council Tax Support – The Council was on track to meet performance dealing with Housing Benefit and Council Tax support claims.

·       Collection of Council Tax and Business Rates - The Council was on track to meet annual performance targets for collection of both Council Tax and Business Rates.

To receive a presentation from Catch 22 and the Director of Customers and Community.

The Committee received a presentation from Catch 22 and the Director of Customers and Community on Safeguarding.

The Director of Customers and Community introduced Marina Bailey from Catch 22 who proceeded to provide the Committee with an informative presentation regarding safeguarding highlighting the following areas:

·                 Definition in Care Act 2014.

·                 Safeguarding Adults.

·                 Safeguarding Children – including the definition of a child.

·                 Key legislation and guidance documents (available from the Safeguarding website).

·                 Categories of abuse.

·                 Community resources than could be accessed directly by Members of the Public.

·                 Whistleblowing – it was noted that everyone had a responsibility to raise concerns about poor and / or inappropriate practice and behaviour.

The Director of Customers and Community highlighted the safeguarding operation at the Council and Members’ responsibility in terms of safeguarding.  Members were advised that the Director of Customers and Community was the designated Lead Officer and it was noted that there were a number of staff fully trained who acted as nominated deputies.  Members were provided with examples of safeguarding that took place within the District and advised how the safeguarding work also fed down to contractors, ensuring that safeguarding policies were in place when carrying out work for the Council. 

In response to a number of questions, Members were provided with the following information:

·                 The Council’s waste contractor had its own safeguarding policy and Officers were working with them in respect of safeguarding.

·                 Ms Bailey explained that the risk to an individual was assessed when determining safeguarding and considering basic human rights.  The difficulties regarding identifying some categories, such as self-neglect.

The Chairman thanked Ms Bailey and the Director of Customers and Community for their presentation.

To receive a presentation from the Director of Resources.

The Committee received a presentation from the Director of Resources which highlighted the role of the Finance and Corporate Services Committee including:

·                 the scope, function and duties of the Committee;

·                 2016 / 17 work programme.

The Chairman thanked the Director of Resources for her presentation.

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

The Committee considered the report of the Director of Customers and Community outlining the options for the control of parking and the income share for parking charges for the Promenade Park, Maldon during the Maldon Mud Race 2016.

The report detailed that the Maldon Mud Race 2016 in Promenade Park on 1 May 2016.  In 2014 and 2015 Members had agreed to limit the donation from the car parking income to coincide with the times of the event and that income be shared on a 50:50 split of the car park fees taken.

It was reported that the Community Services Committee had considered this report at its meeting on 24 May 2016, amended the proposed recommendations and recommended to this Committee that:

(i)              the Finance and Corporate Services Committee be recommended to agree that that car parking income received on the day of the Maldon Mud Race 2016 between the times of 10:00am and 2:00pm be shared on a 50:50 basis with the Maldon Mud Race Ltd ;

(ii)            the Finance and Corporate Services Committee be recommended to agree that the car parking income received two hours before and after the start of the Maldon Mud Race in 2017, is shared on a 50:50 basis with the Maldon Mud Race Ltd.

In response to a question, the Director of Customers and Community confirmed that the monies detailed related to all monies collected through the car parking machines.

The Committee considered and agreed the recommendations from the Community Services Committee and further requested that it be emphasised that a review would take place on an annual basis.

RESOLVED

(i)              that that car parking income received on the day of the Maldon Mud Race 2016 between the times of 10:00am and 2:00pm be shared on a 50:50 basis with the Maldon Mud Race Ltd;

(ii)            that the car parking income received two hours before and after the start of the Maldon Mud Race in 2017, is shared on a 50:50 basis with the Maldon Mud Race Ltd and reviewed on an annual basis.

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

At the request of the Chairman, the Committee agreed to consider this item of business next on its agenda.

The Committee received the report of the Director of Resources providing Members with an update on the progress of Project 180 – St Cedds House.

Members were reminded of the scope of this project and the report set out the work completed to date, noting that the final phase was due to finish early Autumn.

RESOLVED that the progress of Project 180 - St. Cedds House Project, be noted.

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

The Committee considered the report of the Director of Customers and Community requesting that the capital programme scheduled for 2017 / 18 be brought forward to purchase a replacement van for the Waste and Street Scene Team.

The report detailed that on 1 April 2016 the Waste Away panel van had broken down and following examination by a commercial garage it was confirmed that the van had a mechanical fault and the engine being damaged beyond repair. 

The van was 14 years old and a replacement van was due to be considered by Members as part of the 2017 / 18 capital programme (£12,000).  However, given the current circumstances, Officers reported it would be more cost effective to bring forward the capital programme rather than incurring further costs from hiring a van.

It was noted that the Community Services Committee had considered this recommendation at its meeting on 24 May 2016 and agreed the recommendations as set out in the report.

RESOLVED

(i)              that Members agree to bring forward the capital programme to 2016 / 17 to replace the panel van currently used by the Waste and Street Scene team.

RECOMMENDED

(i)              that a capital programme of £12,000 be established for 2016 / 17 funded by the underspend in the capital programme established for the waste contract.

To consider the report of the Chief Executive, (copy enclosed).

The Committee considered the report of the Director of Resources reminding Members of the existing representatives on Liaison Committees / Panels and seeking nominations for new appointments for the current municipal year.

RESOLVED that the following appointments be made:

To consider the report of the Director of Planning and Regulatory Services (copy enclosed).

The Committee considered the report of the Director of Planning and Regulatory Services seeking agreement for an appropriate fee to be charged to developers / applicants for a design review of development proposals to be undertaken by the Maldon District Design Review Panel.  Members were also requested to consider granting delegated powers to the Director of Planning and Regulatory Services and Director of Resources to authorise an appropriate fee for additional specific requests for advice from the Maldon District Design Review Panel on development proposals.

The report provided background information regarding the setting up of the Maldon District Design Review Panel.  Following a recent tender process Design South East had been appointed to manage the Maldon District Design Review Panel (the Panel).  The Design Review Panel would provide a design review service to assess proposals for development across the District.  Details of the purpose of the Panel were set out in the report.

Members’ attention was drawn to the addendum attached and this proposed a number of changes to the recommendations as set out in the report.  Officers advised that these changes were to allow additional flexibility to the fees set depending on the scheme.

It was noted that the Planning and Licensing Committee had considered this report at its meeting on 2 June 2016.  That Committee had resolved that the Council creates a suite of documents to be made available to applicants, and that applicants be signposted to the Design Review Panel should the Council wish to recommend advice to a developer, with it clearly stated that the Panels advice was not binding. 

The Committee considered and subsequently agreed the recommendation from the Planning and Licensing Committee.

RECOMMENDED that the Council creates a suite of documents to be made available to applicants, and that applicants be signposted to the Design Review Panel should the Council wish to recommend advice to a developer, without the Panels advice being binding.

To receive and note the report of the Chief Executive (copy enclosed).

The Committee received the report of the Chief Executive giving details of performance for 2015 / 16 and the progress being made towards the corporate goals and outcomes detailed in the Corporate Plan.  Appendix 1 to the report set out the end of year position on the Service Pledges (agreed actions to contribute to the achievement of desired high level outcomes) and performance on the key indicators and measures relevant to the corporate goals.

Details of complaints and compliments received during 2015 / 16 were set out in the report.

RESOLVED that the 2015 / 16 performance information be noted.

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

The Director of Resources introduced Ms Helena Beattie, HR Business Partner to the Committee.

The Committee received and noted the report of the Director of Resources presenting Human Resources statistics for the period 1 January to 31 March 2016. 

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

·                 Staff Turnover;

·                 Job Vacancies;

·                 Staff Sickness Levels

·                 Staff Numbers – attached as Appendix 1 to the report.

Members noted that staff sickness levels in relation to long term absences continued to show a steady decline from each quarter and work was in progress to improve sickness absence rates. 

In response to comments raised, the Committee requested that the following information be provided:

·                 a summary of exit interviews undertaken;

·                 benchmarking data in respect of staff sickness across other Local Authorities and the private sector;

·                 a report on the use of market supplements and agency staff.

The Director of Resources reported that there was a national shortage of planning Officers and outlined the work being done by the Council to mitigate this.  Members were informed of current delegation arrangements in place for applying market supplements.

RESOLVED that the contents of the report be noted, and the requested information (as detailed above) provided to the Committee.

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

The Committee considered the report of the Director of Resources seeking Members’ agreement of a protocol for the use of sound recording equipment at Council and Committee meetings.  The revised draft sound recording protocol was attached as Appendix 1 to the report.

It was noted that that protocol had been updated in light of comments received and following consideration of the matter by the Overview and Scrutiny Committee at its meeting on 13 April 2016.  The Overview and Scrutiny Committee had requested a report from the Monitoring Officer on the recording of private and confidential sessions of meetings and any outcome from consideration of this report would be reported to this Committee.

RECOMMENDED that the revised Draft Protocol for the Use of Sound Recording Equipment at Council Meetings (APPENDIX 1 to these Minutes), be agreed.

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

The Committee considered the report of the Director of Resources informing Members of the final outcome of the national pay award.

The report set out the National Joint Council pay agreement for 2016 and 2017 announced on 16 May 2016.  The details of this were attached as Appendix 1 to the report.  The Council’s pay line was attached as Appendix 2 to the report.

RESOLVED that the increase to pay in line with the National Joint Council pay agreement, be noted.

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

The Committee considered the report of the Director of Resources reporting on any complaints made under the Whistleblowing Policy for 2015 / 16.

The Director of Resources advised that no reports had been made under the Whistleblowing for the year 2015 / 16. 

RESOLVED that the content of the report be noted;

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

Following his earlier declaration Councillor D M Sismey left the meeting at this point.

IN THE CHAIR : COUNCILLOR I E DOBSON

The Committee considered the report of the Director of Resources seeking Members’ approval of the annual report (attached as Appendix A to the report), in accordance with the code of practice on Treasury Management.

RECOMMENDED that annual Treasury Management Report for 2015 / 16 attached at APPENDIX 2 to these Minutes is approved.

Councillor Sismey returned to the chamber.

IN THE CHAIR : COUNCILLOR D M SISMEY

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

The Committee considered the report of the Director of Resources seeking Members’ approval of revisions to the Financial Regulations in order to allow Officers to act in a swift manner to ensure good value for money could be achieved for the Council.

The report advised of a proposed change to the Financial Regulations to allow for occasions when Officers were required to act swiftly in non-emergency scenarios in order to balance the need of a service.  The changes also proposed to bring the limit for supplementary estimates in line with those set for the approval of virements. 

RECOMMENDED that section 1.3 (The financial limits for approval of revenue virements and revenue supplementary estimates) of the Financial Regulations be amended as set out below:

(c)       Supplementary Estimates (including expenditure on new projects and initiatives)

(i)              Up to £50,000 –Director of Resources in consultation with the Chairman of the Finance and Corporate Services Committee and reported to the next Finance and Corporate Services Committee;

(ii)            Over £50,000 – the Finance and Corporate Services Committee.

NB One of the Council’s budget policies is to only agree supplementary estimates in exceptional circumstances.

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 3 of Part 1 of Schedule 12A to the Act, and that this satisfies the public interest test.

RESOLVED 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 3 of Part 1 of Schedule 12A to the Act, and that this satisfies the public interest test.

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

The Committee considered the report of the Director of Planning and Regulatory Services updating Members on progress of the work to consider Maldon District Council being part of the Essex wide Building Control shared service partnership.

A Member seminar had recently taken place, focussing on the financial position, HR and ICT matters and future governance arrangements.  Notes of the questions raised by Members were attached as Appendix 1 to the report.

It was noted that the Planning and Licensing Committee had considered this report at its meeting on 2 June 2016 and had agreed the recommendations as set out in the report.

RESOLVED

(i)              that the update on options for the future of building control service as set out in the report, be noted;

(ii)            that a further meeting of the Building Control Working Group be arranged to take place prior to the Council meeting on 14 July 2016 and Councillors Mrs M E Thompson and Mrs H E Elliott be invited to attend this as previous Members and attendees of the Working Group.

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

The Committee considered the report of the Director of Resources updating Members on progress on the re-tendering process for the Council’s insurance contract due to be in place from 1 October 2016.

The report set out the current tender process, lots for tender and key tasks put in place to ensure the most advantageous premium rates could be obtained and cover in place by 1 October.  Appendix 1 to the report set out the award criteria against which tenders would be evaluated. 

Members agreed that they did not feel the need for a special meeting of the Finance and Corporate Services Committee in August 2016 and that this matter could be reported directly to the Council.

RESOLVED

(i)              that the approach and the progress to date for the tendering of the insurance contract, be noted;

(ii)            that the reporting process of the contract award stage as highlighted in paragraph 3.6 of the report be noted.

Councillor J P F Archer left the meeting during this item of business and did not return.