Agenda and minutes

The Chairman welcomed everyone to the meeting and went through some general housekeeping arrangements for the meeting.

An apology for absence was received from Councillor Mrs M E Thompson and in accordance with notice duly given Councillor Mrs J L Fleming was attending as her substitute.

To consider the Minutes of the Strategy and Resources Committee held on 10 November 2022 (copy enclosed).

Members were information that a ‘recommendation’ in the Minutes highlighted that an item was not resolved but for consideration by the Council at its next meeting.

RESOLVED that the Minutes of the meetings of the Committee held on 10 and 28 November 2022 be approved and confirmed.

To disclose the existence and nature of any Disclosable Pecuniary Interests, Other Registrable interests and Non-Registrable Interests relating to items of business on the agenda having regard to paragraph 9 and Appendix B 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 Mrs P A Channer advised that in relation to Agenda Item 11 -  Council Tax Discretionary Discount Levels she had expressed an opinion at national level and therefore would not participate in the discussion or vote.

To receive the views of members of the public, of which prior notification in writing has been received (no later than noon on the Tuesday prior to the day of the meeting).

Should you wish to submit a question please complete the online form at:

www.maldon.gov.uk/publicparticipation.

No requests had been received.

To consider the following Motion submitted by Councillor A S Fluker, duly seconded by Councillor M W Helm and referred to this Committee by the Council at its meeting on 3 November 2022.

Motion

That Council brings forward the 2023/24 Budget and a fully costed 2023/27 Corporate Plan at the same time and in advance of the 2023 municipal year.

Further detail on this Motion submitted by Councillor Fluker is attached.

The Committee considered the Motion submitted by Councillor A S Fluker as set out on the Agenda for this meeting.

Councillor Fluker spoke to his Motion and explained how he felt it important for the Council to consider its Corporate Plan alongside budget setting, especially in light of the forthcoming District elections and potential new administration in May.  He proposed that the Council bring forward the 2023 / 24 Budget and a fully costed 2023 - 27 Corporate Plan at the same time and in advance of the 2023 municipal year.  This was duly seconded by Councillor W Stamp.

Members’ discussed the Motion in depth.  During the debate it was noted that the Council did have a current Corporate Plan which was fit for purpose and had been used in preparation of the budget.  The Director of Resources advised that it was planned for the budget and Corporate Plan to be aligned but to do this before May would be incredibly challenging due to the public consultation etc. required to bring forward a Corporate Plan for 2023 – 27.  He explained that although the Council would be approving the budget any new administration had the gift to make changes to the budget.

The Chairman moved the Motion in the name of Councillor Fluker.

In accordance with Procedure Rule No. 13 (3) Councillor K M H Lagan requested a recorded vote. 

For the recommendation:

Councillors M G Bassenger, M F L Durham, A S Fluker, K M H Lagan and W Stamp.

Against the recommendation:

Councillors Mrs P A Channer, Mrs J L Fleming, N G F Shaughnessy, R H Siddall and C Swain.

Abstention:

Councillor S White.

There being and equality of votes the Chairman exercised her casting vote in support of the proposal.

RECOMMENDED that the Council brings forward the 2023 / 24 Budget and a fully costed 2023 - 27 Corporate Plan at the same time and in advance of the 2023 municipal year.

The Committee considered the report of the Director of Resources seeking Members’ approval of the:

•           Capital Strategy 2023 / 24 (attached as Appendix1 to the report);

•           Capital Project Bids (Appendix 2 to the report);

•           Investment Strategy (Appendix 3 to the report). 

•           minimum Revenue Provision Statement (Appendix 4 to the report);

It was reported that the Capital Strategy had been prepared considering the future plans of the Council, ensuring that they were affordable and prudent.  The Annual Investment Strategy had been updated in line with statutory requirements and good practice, having regard to the Council’s financial position, wider strategies, plans and aims and the advice of the Council’s external treasury advisor. 

In response to a number of questions the Director of Resources advised Members that:

·                  agenda Item 9 on this agenda provided further detail on the Treasury Management Strategy which set out counterparty limits currently A-.

·                  the Council’s internal staff manage the Council’s investment.  Members were advised that staff receive training through Arlingclose and Members had been invited to a briefing with these consultants to provide further understanding of the detailed processes followed. 

Members discussed the Capital Project Bids detailed in Appendix 2 and the importance of the play equipment and Parks for children within the District was highlighted.  in response to comments regarding the bids relating to play equipment, the following information was provided by Officers:

·                  The Capital Project bids relating to play equipment were to ensure these items were maintained to the highest possible standard.  The Director of Service Delivery explained that Members had the choice to either support the Capital Bid or if not supported the equipment would have to be removed.

·                  Officers confirmed that they always looked for best value options and the only other alternative to the requested bids was to replace equipment on a different scale.

In accordance with Procedure Rule No. 13 (3) Councillor A S Fluker requested a recorded vote.  This was duly seconded.

The Chairman referred to Appendix 2 and moved that Capital Projects 1 – Replacement Parks Vehicle for EF04 AFU and 2 – Replacement for Parks NJ59 PRZ be agreed.  The voting was as follows:

For the recommendation:

Councillors M G Bassenger, Mrs P A Channer, M F L Durham, Mrs J L Fleming, A S Fluker, K M H Lagan, N G F Shaughnessy, R H Siddall, W Stamp, C Swain and S White.

Against the recommendation:

There were none

Abstention:

There were none.

The Chairman then moved that Capital Projects 3 – Prom Park, The Valley, Play Galleon and 4 – Play Equipment Prom Park Sensory be agreed.  The voting was as follows:

For the recommendation:

Councillors M G Bassenger, Mrs P A Channer, M F L Durham, Mrs J L Fleming, K M H Lagan, N G F Shaughnessy, R H Siddall, W Stamp, C Swain and S White.

Against the recommendation:

Councillor A S Fluker.

Abstention:

There were none.

The Chairman then moved that Capital Projects 5 – Riverside Park, Skate Park  ...  view the full minutes text for item 520.

The Committee considered the report of the Director of Resources presenting the revised Medium-Term Financial Strategy (MTFS) 2023 / 24 to 2025 / 26 (Appendix 1 to the report) to the Committee for recommendation to the Council.

It was noted that this MTFS built on the MTFS for 2022 / 23 to 2023 / 24 approved in February 2022 by the Council.

Appendix 2 to the report set out the specific details of budget growth items identified as being required to meet service demand and carry out Council policy.  Members were advised that these had been scrutinised by the Finance Working Group.  It was highlighted that the report and Appendix referred to the Working Group having made decisions, the Director of Resources clarified that this had not happened as the Working Group was not a decision-making body.  He agreed to amend his report prior to it being considered by the Council

Members discussed the report in depth.  The Director of Resources referred to his assurance statement (attached as an Appendix to the Budget Estimates report (Agenda Item 8c), highlighting how it was unsustainable to constantly use reserves and although there was an impact due to Covid it was essential for the Council to get back onto a sustainable footing.

Members thanked the Director of Resources for his report and noted the advice given in respect of the need for the Council to have a sustainable and balanced budget. 

RECOMMENDED that the updated Medium-Term Financial Strategy for 2022 / 23 to 2023 / 24 (as at 28 January 2021) attached as Appendix 1 to the report.

The Committee considered the report of the Director of Resources presenting:

·        for noting, the Provisional Local Government Finance Settlement 2023 / 24 announced by the Government on 21 December 2022;

·        the revised 2022 / 23 and original 2023 / 24 General Fund Revenue Budget estimate (attached as Appendices 1, 2 and 3 to the report);

·        the proposed Council Tax increase for 2023 / 24 (attached as Appendix 1);

·        the policy for the use of Reserves (attached as Appendix 4).

The report and associated appendices to the report outlined the following:

·        the latest information on the provisional Local Government finance settlement 2023 / 24;

·        revised 2022 / 23 and original 2023 / 24 General Fund revenue budget estimates;

·        budget growth, savings and income generation in 2023 / 24;

·        New Homes Bonus (NHB);

·        Pension Fund deficit recovery;

·        Essex Region Business Rates pool;

·        an update on interest on investments;

·        the Council Tax requirement for 2023 / 24;

·        Council Tax £6.35 increase on 2022 / 23 Band D Basic amount of £212.40;

·        General Fund balance and Revenue Reserves;

·        Medium Term Financial Strategy (MTFS);

·        risks to the Council’s financial position.

The Director of Resources reported that due to the unknown impact of future changes to Local Government finance, it was proposed that the Council should take the opportunity to increase its financial base by increasing the average band D Council Tax by 2.99% (£6.35), the maximum allowed for by the government before a referendum was required.

Councillor A S Fluker referred to the General Fund Balance figures particularly the levels for 2024 / 25 and proposed that the Committee consider an additional recommendation to highlight that going forward the Council will not be able to maintain those figures.  In response the Director of Resources explained the importance to set a minimum General Fund budget which would a trigger and warning sign that the Council shouldn’t drop below.  Following further debate Councillor Fluker withdrew his proposition.

The Chairman moved the recommendations as set out in the report and these were duly agreed.

RECOMMENDED

(i)         that the following be approved:

(a)        the Revised 2022 / 23 and Original 2023 / 24 General Fund Revenue Budget Estimates (attached at Appendices 1 2 and 3 to the report);

(b)        an average Band D council tax of £218.75 (excluding parish precepts) (£6.35 increase) for 2023 / 24 (attached at Appendix 1 to the report);

(c)        policies on the designated use of financial reserves (attached at Appendix 4 to the report);

(d)        maintain the current policy of a minimum general fund balance of £2,600,000;

(ii)        that the Council gives due regard to the Director of Resources’ (Section 151 Officer) statement on the robustness of budgets and adequacy of reserves in attached at Appendix 5 to the report.

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

The Committee considered the report of the Director of Resources presenting the Treasury Management Strategy 2023 / 24 (attached as Appendix 1 to the report) for approval by the Council.  The supporting Treasury Management Practices were attached as Appendix 2 to the report.

It was noted that the Treasury Management Strategy had been updated in line with statutory requirements and good practice, having regard to the Council’s financial position, links to wider strategies, plans & aims and the advice of the Council’s external treasury advisor.

The Director of Resources highlighted the three principles that the Council followed regarding investments and confirmed that the Council had taken advantage of increased interest rates, the impact of which is shown in the Medium-Term Financial Strategy.

The Chairman put the recommendations as set out in the report and this was duly agreed.

RECOMMENDED that the Treasury Management Strategy 2023 / 24 (attached as Appendix 1 to the report) be approved.

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

The Council considered the report of the Director of Resources seeking Members’ approval of the Local Council Tax Support Scheme (LCTS) and associated polities for 2023 / 24, with minor technical amendments as set out in section 2 of the report.  The report also sought approval of changes to the Discretionary Discount Scheme to enable an additional discount of up to £25 to eligible customers.

It was noted that the Scheme was significantly unchanged to support the delivery of a largely cost neutral LCTS within the proposed budget for 2023 / 24.  Provision had been made to enable changes during the year and an Equality Impact Assessment had been carried out.

Members were reminded of the Council’s Hardship Provision and subject to the continuation of funding from Essex County Council (ECC) it was proposed that the Council continued to offer this scheme for 2023 / 24.  The framework was attached at Appendix 2 to the report.

In response to questions raised, the Customers, Community and Casework Manager provided the Committee with the following information:

·                 The cost was neutral, and the Council aimed not to attract any increase year on year.

·                 The additional £25 payment was a national scheme and a set amount, the Council was required to have a policy to identify how it would administer the scheme.

·                 There were a number of disregards within the scheme for people that were in receipt of different types of benefit, some were disregarded fully.

·                 Customers were able to apply for the Hardship payment but in addition, Officers scanned application forms to identify and invite applications, where appropriate.

The Chairman then put the recommendation as set out in the report to the Committee and this was duly agreed.

RECOMMENDED

(i)         That the following changes to the existing schemes are approved:

a.         a cost of living increase in line with the Department for Work and Pensions schemes be included in the Local Council Tax Support Scheme (LCTS) for 2023 / 24 for Pensioners only;

b.         that any legislative changes being introduced to the Housing Benefit Scheme, for 2023 / 24 are mirrored in the Council’s LCTS to ensure consistency;

c.         minor technical amendments to ensure that we are able to administer the Scheme reflecting current local and national guidance and that we may disregard anything determined to be a local welfare payment from our calculation;

d.         provision to award up to a £25 discount to eligible LCTS recipients for 2023 / 24 only.

(ii)        that these decisions have been made following Members careful reading of and regard to the Equality Impact Assessment at Appendix 1 to the report;

(iii)       that Members note the framework for the Hardship Provision at Appendix 2 to the report;

(iv)       that the Policy document at Appendix 3 to the report, be approved.

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

At this point Councillor Mrs P A Channer reminded the Committee of her earlier declaration in relation to this item of business.

The Committee considered the report of the Director of Resources advising of the Government proposal to change aspects of the Council’s powers regarding discounts and premiums in terms of how they would be reflected in local Council Taxes and the Council Tax Base from1 April 2024.  The report set out proposed changes to the Council Tax charges for Empty and Second homes and it was noted that if agreed these would encourage bringing homes back into use and support the Districts Housing needs.

The report set out the current, historic and proposed Council Tax Premium in respect of empty and unoccupied properties.  It was noted that the imposition of the maximum permitted level of Council Tax incentivized the use of a property that might otherwise be left empty or occupied infrequently, thereby supporting the Housing needs of the District.  The current policies provided for reductions in exceptional circumstances and the Council’s discretionary reductions policy was attached at Appendix 1 to the report.

The Chairman put the recommendations as set out in the report and these were duly agreed.

RECOMMENDED

(i)         That the following changes are approved to have effect from 1 April 2024:

a.         An empty home premium of 100% is levied on properties empty longer than one year;

b.         The Council Tax for second homes which are no one’s sole or main residence is increased by 100% through the application of a premium at the maximum permitted amount.

(ii)        That no changes are made to the Councils Section 13a1C discretionary reduction policy to specifically deal with empty properties which are being marketed for sale;

(iii)       That these decisions are reviewed as part of the budget setting process for 2024 / 25 and annually thereafter.

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

The Committee considered the report of the Director of Resources, seeking the Council’s approval of a Pay Policy Statement for 2023 (attached as Appendix 1 to the report).

It was noted to meet the requirements of the Localism Act 2011 the Council was required to publish a Pay Policy Statement which had been annually approved by the elected Members of the Council.  The Pay Policy Statement had been reviewed and reflected the current arrangements for pay at Maldon District Council.

In response to questions Officers provided the Committee with some further information including:

·                 It was a requirement for the Council to provide a pension for staff and all staff are legible for the Local Government Pension Scheme.

·                 Any role moving outside of a salary band would be required to follow the agreed HR process and be reassessed or become a new role.

·                 Salary bands A – C were below the minimum wage and were therefore not used.  The Council was committed to paying the minimum wage and those lower salary bands were being topped up to the real living wage. Members were advised that the Local Government Association was putting a proposal together that nationally the lower two salary bands are deleted to eradicate and issues regarding subsistence. 

The Resources Specialist Services Manager agreed to supply Members with details of subsistence allowances that had been claimed (for the last year) and the number of full-time staff paid between Grades A and C.

The Chairman put the recommendation as set out in the report and this was duly agreed.

RECOMMENDED that the Pay Policy Statement attached at APPENDIX 1 to these Minutes, be adopted for 2023.

At this point in the meeting, Councillor A S Fluker proposed that the Committee did not consider any new business after 10pm.  In response the Chairman noted the proposal and advised the Committee that she had some alternative dates for a continuation meeting, if required.

To consider the report of the Director of Resources, (copy enclosed) and to receive a presentation from the Chairman of the Board of Trustees of Maldon Citizens Advice.

The Council considered the report of the Director of Resources seeking Members’ consideration of a request from the Maldon Citizens Advice (MCA) for a review of its funding. 

The report outlined the work of the MCA under the contract it had with the Council.  It was noted that an increase to funding for 2023 / 24 had been requested to recognise the additional demands on the service and to help retain experienced debt advisors to support residents through the current financial difficulties.

The Customers, Community and Casework Manager introduced the report advising that since its publication the MCA had secured some additional funding and were now only requesting consideration of an inflationary increase.  The Committee received a presentation from Mr Wakeling, Chairman of the Board of Trustees of MCA.  During his presentation Mr Wakeling advised that the additional £14,000 had now been secured through the National Citizens Advice.  He outlined how the MCA supported the Council’s commitment to ‘Healthy, Safe and Vibrant Communities’ and provide a strong return on the Council’s investment.  In response to a question Mr Wakeling informed Members that the MCA had since June 2022 secured £70,000 of funding.

Several Members referred to the excellent service provided by the MCA and the savings to the Council as a result of this contract.

Members were advised that as part of the existing contract there was a provision that within any year the MCA could come back to make a funding request in relation to that financial year.  It was clarified that the requested 6% inflationary increase, if agreed, would only be applied to the 2023 / 24 financial year with any future years reverting back to the fixed contract price of £75,000.  To apply an ongoing inflationary increase would require a change to the Service Level Agreement and this was not before Members for consideration.

Councillor Mrs P A Channer referred to the assistance given to the Council by the MCA and proposed that the Council considered applying an inflationary increase of 6% to the Advice Services Contract.  This proposal was duly seconded. 

During the debate that followed it was requested that the following information be provided to assist the Council by way of clarification prior to making decision regarding the requested increase in funding:

·                 Acknowledging that inflation increases were being faced by all business, clarification was sought as to what the inflationary request related, i.e., staffing.

·                 Details of the services being provided by Chelmsford Citizens Advice in relation to the amount of money they received from Chelmsford City Council.

·                 A breakdown of the accounts for the MCA and Chelmsford Citizens Advice for comparison purposes.

·                 Details of the impact on risks to the Council if the Council was not to grant the inflationary increase or have the MCA. 

The Chairman reiterated the great service provided by the MCA and clarified that the Committee was not looking to remove this but ensure the Committee had carried out due diligence in respect of spending additional tax-payers money.  She then put  ...  view the full minutes text for item 527.

Councillor A S Fluker proposed that the meeting be adjourned.  Following some discussion regarding a date for reconvening the meeting it was:

RESOLVED that this meeting of the Strategy and Resources Committee be adjourned at 10:03pm until 7pm on Thursday 9 February 2023.