Venue: Council Chamber, Maldon District Council Offices, Princes Road, Maldon
Contact: Committee Services Email: committee.clerk@maldon.gov.uk
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Chairperson's Notices Minutes: The Chairperson welcomed everyone to the meeting and went through some general housekeeping arrangements for the meeting. |
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Apology for Absence and Substitution Notice Minutes: An apology for absence was received from Councillor W Stamp and in accordance with notice duly given it was noted that Councillor J C Stilts was attending as a substitute for Councillor Stamp. |
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Minutes of the Last meeting To consider the Minutes of the Strategy and Resources Committee held on 25 July 2024 (copy enclosed). Minutes: RESOLVED that the Minutes of the meeting of the Committee held on 25 July 2024 be approved and confirmed. |
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Disclosure of Interest 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). Minutes: Councillor R H Siddall declared a non-pecuniary interest in Agenda Item 13 - Authority to Write Off Irrecoverable Debt advising that he would provide the detail of his interest when this item was discussed.
Councillor A S Fluker disclosed that in relation to Agenda Item 6b – Motion from Councillor K M H Lagan, he represented the Council on the Maldon Harbour Improvement Commissioners.
Councillor J Driver disclosed that in relation to 6a – Motion from Councillor N J Swindle, he was trustee of a charity that gave money to the particular charity related to this item of business.
Councillor K M H Lagan disclosed that in relation to Agenda Item 6b – Motion from Councillor K M H Lagan, he used to be an owner of a Thames barge, had been in conversations with current owners and operators, and confirmed that no financial gain was achieved by this. |
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Public Participation 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: Minutes: No requests had been received. |
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Motion from Councillor N J Swindle (Motion 05/2004) To consider the Motion (proposed by Councillor N J Swindle and seconded by Councillor P L Spenceley) and the report of the Director of Service Delivery, (copy enclosed). Minutes: The Committee considered the following Motion proposed by Councillor N J Swindle and seconded by Councillor P L Spenceley referred to the Committee by the Council. Further consideration was given to the report of the Director of Service Delivery which provided information regarding the Motion and set out a number of recommendations for Members consideration.
Motion: “That the Council rescind the resolution to charge for energy use to tenants at Brickhouse Farm until 1st April 2025 due to the following reasons:
When council determined its strategy in March, no consultation with tenants had occurred as required by the strategy. Therefore, the council had not met its own requirement to work with partners who are using council-owned assets at discounted rates and who would be asked to evidence how they contribute to the council’s corporate goals on an annual basis. In turn, this evidence was to be considered by the Strategic Assets Working Group which would then make recommendations to the Strategy and Resources Committee as appropriate.
No such consultation or recommendations have been undertaken and therefore none of the councils’ partners have had the opportunity to provide such information to determine the benefits that they bring the council and the wider community so as to seek support from the council.
The current proposal of charging for energy by the square meter is also unfair as not all of the charities/users operate the same hours and therefore this is deemed as inequitable and has resulted in some of the partners being faced with large additional costs that cannot be budgeted for. In reality, this puts vital community services at risk. To make the use of energy exactly proportioned to each partner, individual circuit breaker meters should be installed (or similar technology) to meter the exact usage and therefore identify the exact use by each partner organisation.”
With permission of the Chairperson, Councillor P L Spenceley advised that she had seconded this Motion and outlined the important work carried out by Action for Family Carers and how the bill they had recently received from the Council without any prior warning had left them in a compromised financial situation. She then provided further insight into the valuable work of Action for Family Carers.
The Chairperson drew Members’ attention to the report of the Director of Service Delivery which included two recommendations for Members’ consideration. One of the recommendations proposed a transitional arrangement to help all tenants at Brickhouse Farm.
A number of Members supported the Motion and the comments of Councillor Spenceley. In response to questions raised, the following information was provided by Officers:
· The principle of charging for utilities had been agreed in the previous financial year as part of savings discussions. This had been communicated to organisations at the time, however Officers accepted that final formal notification had not gone out until after the formal Strategy had been approved. For any similar changes in the future Officers would ensure that a transitional period was included.
· The indication of costs was based ... view the full minutes text for item 316. |
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Motion from Councillor K M H Lagan (Motion 07/2024) To consider the following Motion (proposed by Councillor K M H Lagan and seconded by Councillor J C Stilts) referred to this Committee by the Council at its meeting on 12 September 2024.
Motion: “That the council makes budget provision in the 2024/2025 budget setting process and undertakes dredging works / mud cutting / bucket dredging from the area from the visitors berth at Maldon Quay and along to the end of the area used by the Barge Trust. This is so as to secure safe access to the quay by Maldon’s historic Barge fleet, support visiting barges and other types of vessels to the town, and secure safe moorings of the barge fleet at Maldon. That the council further provides a sufficient sum each year that accrues that is ring fenced for mud removal every 5 years to ensure that the access to the Quay is safely maintained at all times and funding is provided. Work to be carried out in liaison with all quay users and stakeholders.” Minutes: The Committee considered the following Motion proposed by Councillor K M H Lagan and seconded by Councillor J C Stults referred to the Committee by the Council. Further consideration was given to the report of the Director of Service Delivery, circulated prior to the meeting. which provided information regarding the Motion and set out a number of recommendations for Members consideration.
Motion: “That the council makes budget provision in the 2024/2025 budget setting process and undertakes dredging works / mud cutting / bucket dredging from the area from the visitors berth at Maldon Quay and along to the end of the area used by the Barge Trust. This is so as to secure safe access to the quay by Maldon’s historic Barge fleet, support visiting barges and other types of vessels to the town, and secure safe moorings of the barge fleet at Maldon. That the council further provides a sufficient sum each year that accrues that is ring fenced for mud removal every 5 years to ensure that the access to the Quay is safely maintained at all times and funding is provided. Work to be carried out in liaison with all quay users and stakeholders”
Councillor K M H Lagan presented his Motion to the Committee and explained how some barges were being damaged and others were having to cancel trips because they were unable to get out of their berth due to the mud build up. He felt there was also opportunity to raise income from use of the visitor berth, however if nothing was done there was a risk that the barges may move from Maldon. Councillor Lagan referred to the Officers’ report (circulated prior to the meeting) and the Officer recommendations within it. He then proposed that recommendation (i) be amended to remove reference to ‘in principle’ and subject to this amendment the recommendations be agreed.
The Chairperson referred to the Assistant Director - Customer Services and Operations who outlined some of the early work undertaken by the Council to understand the cost estimate, which included the cost of the work, licenses and project resources. She indicated the approximate costs for the mud removal plus the cost of licences and project resources. It was noted that a full tender process would be required together with further work to determine matters such as scope, risks, timescale etc. and the necessary engagement with stakeholders and other parties. Officers were suggesting that a Member Working Group be formed to consider all the issues and report back to this Committee.
The Chairperson referred to Maldon District Council being a coastal authority and how the rivers and estuaries were vital with Barges being the Council’s trademark. He expressed concern in light of the budget gap that the Council was facing next year and there being a lot of information that was unknown at this point.
During the lengthy debate that followed, a number of Members spoke in relation to this Motion and supported the views expressed by ... view the full minutes text for item 317. |
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Domestic Abuse Policy To consider the report of the Assistant Director: Service Delivery – Place and Community, (copy enclosed). Additional documents: Minutes: The Committee considered the report of the Assistant Director: Service Delivery – Place and Community seeking adoption of the new Domestic Abuse Policy (attached as Appendix 1 to the report) and a ‘Recognise, Respond and Refer model’ (Appendix 2) to give a standard approach to how the Council responded to those reporting Domestic Abuse.
The report provided background information regarding the Domestic Abuse Act 2021 and the additional responsibilities placed upon Local Housing Authorities. It was noted that the new Policy would support delivery of the Council’s statutory obligations under this Act and set out the context for the Council’s work to protect and support those experiencing domestic abuse. The Policy was linked with the Council’s Safeguarding Policy and Community Safety functions and adoption would support work towards the Domestic Abuse Housing Alliance accreditation.
In response to a question regarding domestic violence figures being on the decrease, the Assistant Director - Place and Community advised that partnership working was critical and the Council shared intel. The Police data showed that levels were down, in line with the national picture, and there was a significant reduction in high and medium risk offences which had been aided by the work of Essex Police to educate perpetrators. The Assistant Director reported that the Council had recently appointed a new Domestic Abuse Navigator. The Chairperson congratulated Officers on the excellent work being done.
Councillor A S Fluker proposed that the recommendations set out in the report be agreed. This proposal was duly seconded and agreed.
RECOMMENDED
(i) that the Residents Domestic Abuse Policy (attached as APPENDIX 1 to these Minutes) be adopted, promoted and its processes incorporated into business-as-usual activities;
(ii) That a ‘Recognise, Respond and Refer Model’ (attached as APPENDIX 2 to these Minutes) be adopted across all services giving a whole Council approach to how the Council responds to those reporting Domestic Abuse wherever that occurs. |
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Budgetary Control as at 30 June 2024 To consider the report of the Chief Finance Officer (copy enclosed). Additional documents: Minutes: The Committee considered the report of the Interim Chief Finance Officer providing financial performance information for the period 1 April – 30 June 2024 (Quarter One (Q1)). The report provided an update on a number of areas including the following:
· Net Service Expenditure;
· Top Non-Employee Expenditure Areas and Variance Analysis;
· Top Income Areas and Variance Analysis;
· Salary Monitoring as at the end of Q1;
· Inflationary impact;
· Impact on the General Fund Balance;
· Capital Monitoring and the planned financing of the capital programme had been updated to reflect known changes (Appendix 1)
It was noted that service-related net expenditure budgets remained on-track to underspend this financial year, with additional income offsetting cost pressures. Although the 2024 / 25 budget had allowed for higher inflationary costs some budgets such as employee costs remained under pressure. Investment income was expected to over-perform against budget due to higher interest rates which would increase the Council’s overall projected spend. It was noted that Collection rates were out-performing the current year expectations, however the enduring cost-of-living crisis could yet create pressure on Council Tax and Business Rates income.
During her presentation of the report the Chief Financial Officer drew Members’ attention to the overview of the current revenue position set out in section 4 of the report and the capital position set out in Appendix 1. In respect of capital commitments she reminded Members that some had been brought forward from previous years as agreed by this Committee in July as well the previously agreed UK Shared Prosperity Fund and Rural England Prosperity Fund capital projects which had now been reflected in the latest 2024 / 25 budget.
In response to a question regarding employee costs and under-resourcing resulting in a delay to work and projects, the Chief Financial Officer advised that there were requests for additional staffing resources that had been brought forward as part of the 2025 / 26 budget process. If there were underspends at year end these would be returned to reserves and there was availability for Members to draw down on these to agree fixed term or one-off resources to support particular projects. However, permanent, and long-term resources would have to be built into the base budget.
The Chairperson moved the recommendations set out in the report. This was duly seconded and agreed.
RESOLVED
(i) That the forecasted 2024 / 25 revenue financial position as at 30 June 2024 as detailed in this report be noted;
(ii) that the forecasted 2024 / 25 capital financial position as at 30 June as summarised at (Appendix 1 to the report) be noted; |
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To consider the report of the Chief Finance Officer (copy enclosed). Minutes: The Committee considered the report of the Chief Finance Officer reporting Virements, Supplementary Estimates, Procurement Exemptions and Use of Reserves agreed under delegated powers where they were below the levels requiring approval by the Committee.
It was noted that there were no supplementary estimates agreed during this period. The report set out the virements (section 3.3), procurement exemptions (section 3.5) and use of reserves (section 3.6) agreed during this period.
In response to a question raised regarding the project to reinstate the Burnham-on-Crouch pontoon the Chief Finance Officer advised that the procurement exemption cost detailed was part of the overall project cost reported. The procurement exemption had been granted to enable use of the original manufacturer and avoid additional cost.
The Chairperson then moved the recommendations, and these were duly agreed.
RESOLVED
(i) That the virements as detailed in paragraph 3.3.1 of the report be noted;
(ii) That the procurement exemptions as detailed in paragraph 3.5.1 of the report be noted;
(iii) That the reserve drawdowns as detailed in paragraph 3.6.1 of the report be noted |
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Discretionary Fees and Charges Policies 2025 / 26 To consider the report of the Chief Finance Officer (copy enclosed). Additional documents: Minutes: The Committee considered the report of the Chief Finance Officer presenting the 2025 / 26 Fees and Charges Policy and updated Medium Term Financial Strategy (MTFS) for approval.
Appendix 1 to the report set out the current position for each fee and charges policy including any concessions being given, further financial information and comments. The report summarised proposed changes to the Fees and Charges Policy. Appendix 2 set out the proposed revised fees for 2024 / 25 Building Control fees.
It was noted that the detailed schedule of Fees and Charges would be reviewed based on policy decisions and this Committee would recommend to the Council the 2025 / 26 Fees and Charges during the next cycle of meetings. The 2025 / 26 income budget would be based on the recommended policy.
It was noted that the Building Control fees previously agreed by the Council had been calculated on an incorrect baseline. This had now been resolved and Appendix 2 to the report detailed the revised fees for the remainder of 2024 / 25 and would form the baseline for the 2025 / 26 Building Control Fees and Charges due to be considered by the Committee in November 2024.
The Chairperson reminded the Committee that it was not debating the individual fees and charges, just the policy.
In response to a question regarding the Burnham-on-Crouch pontoon and the commercial use, the Assistant Director - Customer Services and Operations reported that it was not envisaged that there would be a huge amount of commercial use. Commercial use would add additional burden to the new pontoon and potentially increase the rate of maintenance required. Therefore, the intention of the policy was to give provision to make a charge which would help towards any increased maintenance cost. The Officer explained that the Council would enter into a licence agreement with any commercial operators that wanted to use the facilities.
The Chairperson moved the recommendations set out in the report and these were duly agreed.
RECOMMENDED
(i) That the 2025 / 26 discretionary Fees and Charges policies at APPENDIX 3 to these Minutes be approved;
(ii) That the revised 2024 / 25 Fees and Charges schedule for Building Control at APPENDIX 4 to these Minutes be approved. |
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Any other items of business that the Chairperson of the Committee decides are urgent Minutes: There were none. |
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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 Paragraphs 1, 2 and 3 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 items of business on the grounds that they involve the likely disclosure of exempt information as defined in Paragraphs 1, 2 and 3 of Part 1of Schedule 12A to the Act, and that this satisfies the public interest test. |
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Authority to Write Off Irrecoverable Debt To consider the report of the Chief Finance Officer (copy enclosed). Minutes: At this point and following his earlier declaration Councillor R H Siddall provided the Committee with detail of his declaration.
The Committee considered the report of the Chief Finance Officer seeking Members’ approval to write off debt which exceeded the officer delegation limit of £10,000.
The report provided detailed information regarding outstanding aged debt in relation to arrears for Council Tax and Business Rates and the action undertaken by the Council to recover these monies to date. It was noted that numerous attempts had been made to try and locate the person and no payments had been made.
Following a request from this Committee the report also included further information regarding the overall level of arrears for Council Tax and Business Rates as at 31 August 2024.
The Committee extended its thanks to the Assistant Director - Customer Services and Operations and her team for the work they did to recover any unpaid debt.
The Chairperson put the recommendations set out in the report and these were duly agreed.
RESOLVED
(i) That the write off of debt totalling £29,957.37 be approved, due to the debt not being recoverable following numerous, unsuccessful attempts to locate and the age of debt. The total amount to be written off is made up of £6,962.49 for unpaid Council Tax and £22,994.88 for Non-Domestic Rates;
(ii) That the level of arrears as set out in the report be noted. |
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Maldon Market To consider the report of the Director of Strategy and Resources (copy enclosed).
Minutes: The Committee considered the report of the Director of Strategy and Resources seeking Members’ consideration of options for the operation of Maldon market.
Background information regarding the operation of a market in Maldon was set out in the report. It was noted that following a procurement process in June 2023 an operator had been contracted to deliver the market on a Thursday as a funded pilot project. This contract initially for 12 months had been extended for three months and was due to cease from 26 September 2024.
The report set out some options for Members to consider in relation to the market. The Lead Specialist Prosperity provided further details, and these were discussed in depth by the Committee during the lengthy debate that followed.
During the debate, Councillor A S Fluker asked that it be minuted that he would not close someone’s business down and they should be consulted with.
In response to questions raised the Lead Specialist Prosperity provided Members with additional information regarding the work undertaken to promote the market, the car parking spaces used by the market and the communications between the Council and current traders.
Following further discussion, Councillor R H Siddall proposed that the option as set out in paragraph 3.15.1 of the report be agreed as the most appropriate operation of the Maldon Market and a review undertaken in three months with a report back to this Committee. This proposal was duly seconded and agreed. The Committee also agreed recommendation (ii) as set out in the report.
RESOLVED
(i) That option 3.15.1 be agreed as most appropriate operation of Maldon Market subject to a three-month review with a report back to this Committee;
(ii) That the Director of Strategy and Resources be granted delegated authority for the option in (i) above to be progressed and to provide a further update report at the next Committee. |
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Additional documents: |