Agenda and minutes

Finance and Corporate Services Committee - Tuesday 6th March 2018 7.30 pm

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

Contact: Committee Services 

Items
No. Item

861.

Chairman's notices

Minutes:

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

862.

Apologies for Absence and Substitution Notices

Minutes:

Apologies for absence were received from Councillors J P F Archer and Miss M R Lewis.

 

In accordance with notice duly given Councillor M F L Durham was attending as a substitute for Councillor Archer and Councillor E L Bamford as a substitute for Councillor Miss Lewis.

863.

Minutes of the last meeting pdf icon PDF 110 KB

To confirm the Minutes of the meeting of the Finance and Corporate Services Committee held on 30 January 2018 (copy enclosed).

Additional documents:

Minutes:

RESOLVED that the Minutes of the meeting of the Committee held on 30 January 2018 be approved and confirmed.

864.

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 D M Sismey disclosed an interest in relation to Agenda Item 9 – Treasury Management and Annual Investment Strategy 2018 – 19 as he was a Director of Goldman Sachs and advised he would leave the meeting for this item of business.

865.

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.

866.

Chairman's Good News Announcements

Minutes:

There was none.

867.

Supplementary Estimates and Virements pdf icon PDF 106 KB

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

Minutes:

The Committee considered the report of the Director of Resources, reporting virements and supplementary estimates agreed under delegated powers and procurement exemptions granted.

 

Members were advised that there had been:

·                 two virements: one of £51,000 from the Promenade Park road repairs capital budget and a further for £8,000 from the Burnham Cemetery road repairs capital budget to the all-weather winter car park capital budget.

·                 no supplementary estimates.

·                 two procurement exemptions: one to enable the Council to automate the green waste payment system within the contractors main IT system and a second to purchase new software for the introduction of the Homelessness Reduction Act.

 

RESOLVED

 

(i)             That the virements of £51,000 from the Promenade Park road repairs capital budget and £8,000 from the Burnham Cemetery road repairs capital budget to the all-weather winter car park capital budget be noted.

 

(ii)            That the procurement exemptions relating to the green waste payment system and new software for the introduction of the Homelessness reduction Act, as detailed in the report, be noted.

 

 

Councillor B S Beale joined the meeting during this item of business.

868.

Pay Policy Statement (Annual Review) pdf icon PDF 94 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 the Council’s approval of a Pay Policy Statement to meet the Localism Act 2011 requirements. 

 

It was noted that the Pay Policy Statement was attached as Appendix 1 to the report and reflected the current arrangements for pay at the Council.

 

In response to questions regarding the payment received by the Chief Executive as Returning Officer during elections, it was agreed that the Director of Resources would bring a report back to a future meeting of the Committee clarifying the different election roles and payments related to these.

 

The Director of Resources provided further information regarding elections and in response to a question regarding the use of Council staff for counting election votes commented that ideally separate persons to those who had staffed polling stations would be used and work was ongoing to set up a pool of people trained ready for the May 2019 elections.

 

RESOLVED

 

(i)             That the Director of Resources would bring a report back to a future meeting of the Committee clarifying the different election roles and payments related to these.

 

RECOMMENDED

 

(ii)            That the Pay Policy Statement attached at APPENDIX 1 to these Minutes be adopted for the financial year 2018 /19.

 

 

In accordance with his earlier declaration Councillor D M Sismey left the chamber at this point.

 

IN THE CHAIR : COUNCILLOR I E DOBSON

869.

Treasury Management and Annual Investment Strategy 2018-19 pdf icon PDF 101 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 Members’ consideration and approval of the Council’s draft Treasury Management and Annual Investment Strategy for 2018 / 19 (attached as Appendix 1 to the report).  Supporting Treasury Management Practices were attached as Appendix 2 to the report and Prudential Indicators at Appendix 3.

 

The Treasury Management and Annual Investment Strategy had been updated in line with the statutory requirements and good practice, having regard to the Council’s financial position, links to its wider strategies, plans and aims and the advice of the Council’s Treasury Advisor.

 

RECOMMENDED that the draft Treasury Management and Annual Investment Strategy together with the embedded Prudential Indicators for 2018 / 19, as set out in APPENDICES 2, 3 and 4 to these Minutes, be approved.

 

Councillor Sismey returned to the chamber at this point.

 

IN THE CHAIR : COUNCILLOR D M SISMEY

870.

Financial Services Policy - Mileage and Expenses pdf icon PDF 101 KB

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

Additional documents:

Minutes:

The Committee consider the report of the Director of Resources seeking the Council’s approval of a revision to the Council’s Mileage and Expenses policy (attached as Appendix 1 to the report).

 

The report set out a number of changes to the policy which were considered and noted by Members.

 

In response to a question regarding mileage rates for electric vehicles it was agreed that this be identified from HM Revenues and Customs and included within the Policy.

 

RECOMMENDED that subject to the above amendment, the Mileage and Expenses Policy attached at APPENDIX 5 to these Minutes, be approved and adopted.

871.

Information and Data Security Policies pdf icon PDF 101 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 presenting new, updated information and data security policies for review and approval.

 

RECOMMENDED that following information and data security policies (attached as APPENDIX 6 to these Minutes) be agreed and adopted.

·                 Conditions of Acceptable Use V7.1 2018

·                 Corporate Information Security Policy V2.1 2018

·                 Using Email and Digital Communications V1.0 2018

872.

Data Protection Policy 2018 pdf icon PDF 102 KB

To Consider the report of the Director of Resources (copy attached).

Additional documents:

Minutes:

The Committee considered the report of the Director of Resources, seeking the Council’s adoption of the draft Data Protection Policy, attached as Appendix 1 to the report.

 

It was noted that the introduction of the General Data Protection Regulations (GDPR) as part of the Data Protection Act 2018 had brought additional requirement on organisations to protect the data which they held and processed.  The Data Protection Policy had been created to reflect the changes in legislation and ensure the Council’s compliance with its obligations.

 

In response to a query regarding support for Parish Councils, the Director of Resources advised Members of ongoing work to provide support and training to Parish Councils in light of the forthcoming General Data Protection Regulations (GDPR).  She confirmed that a briefing note regarding GDPR would be sent to all Members this week.

 

The Director of Resources clarified that reference on page 241 to Executive Director - Legal and Democratic Services should be amended to Data Protection Officer (the Director of Resources).  This was noted.

 

RECOMMENDED that subject to the above amendment, the Data Protection Policy, attached at APPENDIX 7 to these Minutes, be approved.

873.

Information Security Data Breach Incident Reporting Management Policy pdf icon PDF 103 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 the Council’s approval of the draft Information Security Incident Reporting and Data Breach Management Policy (attached as Appendix 1 to the report).

 

It was noted that the policy had been created as an integrated document which dealt with both Information and Communications Technology ICT) incidents and physical data breaches via a single methodology.  The report highlighted a number of new requirements and timeframes which were introduced as part of the General Data Protection Regulations (GDPR).

 

It was agreed that within the policy clarification should be provided as to who the ICT Manager and Data Protection Officer were. 

 

RECOMMENDED that subject to the above amendment, the Information Security Incident Reporting and Data Breach Management Policy, attached at APPENDIX 8 to these Minutes, be approved.

Appendices 1 - 8 pdf icon PDF 136 KB

Additional documents: