Venue: Council Chamber, Maldon District Council Offices, Princes Road, Maldon
Contact: Committee Services Email: committee.clerk@maldon.gov.uk
Note: PLEASE NOTE: This meeting will start at 7:00pm
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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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Apologies for Absence and Substitution Notice Minutes: An apology for absence was received from Councillor M F L Durham CC. It was noted in accordance with notice duly given that Councillor R G Pratt was attending as a substitute for Councillor Durham. |
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Minutes of the Last meeting To consider the Minutes of the Strategy and Resources Committee held on 26 September 2024 (copy enclosed). Minutes: RESOLVED that the Minutes of the meeting of the Committee held on 26 September 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: There were none. |
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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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Half Yearly Treasury Management Update To consider the report of the Interim Chief Finance Officer (to follow). Additional documents: Minutes: The Committee considered the report of the Interim Chief Finance Officer setting out the Council’s investment activity for the first half of 2024 / 25 in accordance with the Chartered Institute of Public Finance and Accountancy (CIPFA) Treasury Management (TM) Code and the Council’s Treasury Management Policy and Treasury Management Practices (TMPs).
The report provided an update on the following areas and further details were set out in the related Appendices:
· An overview of the external economic environment - Appendix 1 to the report had been prepared by the Link Group who provide treasury management consultancy and advice services to the Council.
· It was noted that as a result of capital receipts and internal borrowing invested balances would decrease.
· Investment Activity (April – September 2024)
· Performance – Budgeted income and outturn - The Interim Chief Finance Officer highlighted that the average return on investments was highlight that the 4.0% assumed in the 2024 / 25 Budget setting report.
· Outlook for the remainder of 2024 / 25 provided by the Link Group (attached at Appendix 2 to the report).
· Compliance with Prudential Indicators (Appendix 3) and Treasury Management Strategy.
It was noted that only one of the Prudential Indicators had been breached and a mindful approach had been taken in relation to investment activity with priority being given to security and liquidity over yield.
The Chairperson moved the recommendation as set out in the report. This was seconded and duly agreed.
RESOLVED that the Treasury Management report be received for compliance purposes. |
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Rural Settlement List 2025 / 26 To consider the report of the Interim Chief Finance Officer (copy enclosed). Additional documents: Minutes: The Committee considered the report of the Interim Chief Finance Officer seeking Member’s approval of the Rural Settlement List (the List) for the financial year 2025 / 26 (attached at Appendix A to the report) to determine and award Rural Rate Relief to eligible businesses.
The report highlighted some proposed minor changes to the existing Rural Settlement List as detailed below and advised that of the businesses benefitting from the relief none would be impacted by these changes:
· ‘Althorne, North’ and ‘Althorne, South’ would be combined as ‘Althorne’
· ‘Bradwell on Sea’ and ‘Bradwell waterside’ would be combined as ‘Bradwell’
· ‘North Fambridge, North’ and ‘North Fambridge, South’ would be combined as ‘North Fambridge’
In response to a question regarding the above proposed changes, the Assistant Director - Customer Services and Operations advised that the review had been informed by and was to align it with the Local Development Plan (LDP) evidence update. The previous Rural Settlement List had been based on historic information which was why the review had been undertaken. In response to a question the Assistant Director advised that if Members were not mindful to agree the revised list, the Committee could agree to revert to the current list this financial year (2024 25).
Councillor W Stamp proposed that the Rural Settlement List not be agreed as it didn’t accord with the LDP ongoing process. This proposal was not supported. In response to the proposal, Officers clarified that if a Rural Settlement List was not agreed this meant that any business currently receiving a rural rate relief would not be able to receive any relief for 2025 / 26, as the Rural Settlement List had to be renewed each year.
Following further discussion, Councillor R H Siddall proposed that the Rural Settlement List agreed in November 2023 be approved and that the Council abide by the List created at that time. This proposal was duly seconded.
The Chairperson moved the proposal in the name of Councillor Siddall and upon a vote being taken this was duly agreed.
Councillor A M Lay joined the meeting during this item of business but abstained from the vote.
RESOLVED that the Rural Settlement List as agreed in November 2023 be approved. |
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To consider the report of the Interim Chief Finance Officer (copy enclosed). Minutes: The Committee considered the report of the Interim Chief Finance Officer reporting Virements, Supplementary Estimates agreed under delegated powers where they were below the levels requiring approval by the Committee. The report also provided details regarding procurement exemptions and the use of reserves.
The report informed Members of Virements (section 3.3.1), Procurement Exemptions (section 3.5.1) and Use of Reserves (section 3.6.1) agreed during the period. It was noted that there were no supplementary estimates agreed during this period.
Section 3.3.2 provided detail of a Virement, which due to its nature and amount, required approval by the Committee. The Lead Specialist: Finance explained that this was an accounting virement to pay an invoice relating to a staff member rather than via payroll. This Committee was required to approve the virement because it related to a staffing budget.
Following some discussion, the Chairperson put the recommendations as set out the report and these were duly agreed.
RESOLVED
(i) That the virements as detailed in paragraph 3.3.1 be noted;
(ii) That the virement as detailed in paragraph 3.3.2 be approved;
(iii) That the procurement exemptions as detailed in paragraph 3.5.1 be noted;
(iv) That the reserve drawdown as detailed in paragraph 3.6.1 be noted. |
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Budgetary Control as at 30 September 2024 To consider the report of the Interim Chief Finance Officer (copy enclosed). Additional documents: Minutes: The Committee considered the report of the Interim Chief Finance Officer providing information in relation to financial performance over the period 1 April to 30 September 2024. The report provided an update on a number of areas including the following:
· Revenue budgets, including the forecast variance summary and reconciliation of the original to revised budget;
· Expenditure – Details of both the top adverse and favourable variance along with variance analysis for each area;
· Income – Details of both the top adverse and favourable variance along with variance analysis for each area;
· Employee costs;
· Inflationary impact;
· Impact on the General Fund Balance;
· Capital monitoring – Appendix 2 to the report provided a detailed breakdown of the Capital Budget.
It was noted that service-related net expenditure budgets would be underspent this financial year, mainly due to salary underspends. However, budgets, particularly planning income, remained under pressure and investment income was expected to over-perform due to higher interest rates. Members were advised that although collection rates were slightly lower than expected with the winter months yet to come, the cost-of-living could continue to put pressure on council tax and business rates income.
During the lengthy debate that ensued and in response to a number of questions raised, Officers provided the following information:
· Development Management – Reference was made to the underachievement of this budget and how future staff resources were being managed. The Chief Executive gave Members assurance that the management team were reviewing this, and it was agreed that a written response in respect of this would be provided to Members outside of the meeting.
· Local Development Plan (LDP) review – Members were advised that although the Policy team were focussing on work in a different order than originally planned, no work on the LDP review had stalled. The Chairperson advised that further information would be provided outside of the meeting.
· Parks Special Events – In response to a question regarding the underachievement of this budget it was agreed that Officers would provide a written response outside of the meeting. The Director of Service Delivery referred to paragraph 4.4.2, point 4 of the report and there being a lack of customers resulting in a reduced return.
· Splash Park income – It was agreed that the Commercial Manager would provide a written response and breakdown of this to Members. The Director of Service Delivery advised that in the new year performance reports relating to Promenade Park and the Splash Park would be brought to the Committee.
In response to a query, the Interim Chief Finance Officer advised that there was an error in the table at paragraph 4.1 of the report in respect of Development Control and this would be corrected.
The Chairperson moved the recommendations set out the report and upon a vote being take these were duly agreed.
RESOLVED
(i) That the forecasted 2024 / 25 revenue financial position as at 30 September 2024 as detailed in the report be noted;
(ii) that the forecasted 2024 / 25 capital financial position ... view the full minutes text for item 412. |
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Fees and Charges Schedule 2025 / 26 To consider the report of the Interim Chief Finance Officer (copy enclosed). Additional documents:
Minutes: The Committee considered the report of the Interim Chief Finance Officer reviewing the proposed 2025 / 26 fees and charges set at the discretion of the Council and forecast to generate greater than £2,000 each. Those fees and charges anticipated to forecast less than £2,000 were also detailed and it was noted that these were reviewed and set by the Interim Chief Finance Officer under delegated powers.
The proposed fees and charges for 2025 / 26 were set out in Appendix A to the report and based on the Fees and Charges Policy report recommended by this Committee (on 26 September 2024) to the Council for approval. Appendix B provided a summary of the proposed changes and further detail on the proposed car park changes recommended by the Car Park Task and Finish Group were set out in Appendix C.
During the lengthy debate that followed a number of Members commented on the proposed introduction of car parking charges in Burnham-on-Crouch. In response to concerns raised regarding the new charge, the Assistant Director – Customer Services and Operations advised that the business case and costs had been considered by the Car Parking Task and Finish Working Group, including the machine set up costs and enforcement which would be part of the Community Officer Engagement workplan. There were a number of concern raised, particularly that introduction of car parking charges in Burnham-on-Crouch would result an increase of parking on the local roads, how the Council would achieve the income suggested and there having been no consultation on the proposed change.
In response to further questions that arose during the debate the following information was provided by the Assistant Director:
· Burnham-on-Crouch pontoon mooring fees - Members were advised that the proposed mooring fee charge was £1,000 per year and only licensed vessels would be able to use the pontoon. In response to a question raised by Councillor R Pratt regarding the expected costs relating to the pontoon it was agreed that Officers would provide this information outside of the meeting.
· Charges for Right to Place Monument (Plaque on a bench) / Organised Bootcamps / Personal Training in Council-owned Parks – It was confirmed that these were the continuation of a previous charge.
Councillor N L Spenceley raised a question regarding the new charge for ‘unauthorised distribution of free literature’ seeking clarification of what ‘designated land’ referred to. In response the Director of Service Delivery advised that he would provide a written response outside of the meeting.
Councillor W Stamp referred to the proposed new charging for car parking in Burnham-on-Crouch and how if introduced it would affect the economy and tourism of the Town. She requested that Officers provide her with a written response outside of the meeting detailing how much the Council had invested in Maldon compared to Burnham-on-Crouch. In response the Director of Service Delivery advised that proportionally Maldon had more assets that Burnham-on-Crouch but Officers could review capital and revenue expenditure over the last five years and provide ... view the full minutes text for item 413. |
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Capital Bids 2025 / 26 To consider the report of the Interim Chief Finance Officer (copy enclosed). Additional documents: Minutes: The Committee considered the report of the Interim Chief Finance Officer seeking Members’ consideration of the 2025 / 26 Capital Projects brought forward by Officers (set out in Appendix A to the report), prior to approval of the 2025 / 26 budget and updated Medium-Term Financial Strategy (MTFS) in February 2025.
The 2025 / 26 Capital Project Bids were summarised in table 1 to the report with detailed projects sheets provided in Appendix A. Members were reminded of the groups that each capital project had been categorised into by Officers. It was noted that any revenue consequences of the approved capital projects would be included in the 2025 / 26 revenue budget.
Members were advised that two bids relating to building works and car parking at the Dengie Hundred Leisure Centre had been considered by the Finance Member Group but not recommended for inclusion at this time, pending the outcome of a new Leisure Contract award.
Members discussed in detail the Capital Project bids submitted, and in response to questions the following information was provided by Officers:
· C1 - Community Engagement Team Vehicle – It was noted that the current vehicle was not cost effective to maintain and following unresolved issues it had been deemed more cost effective to replace the vehicle.
· C3 – Tractor Side-Arm Flail – Members were advised that the proposed new piece of equipment would reduce risk and improve efficiency. The Director of Service Delivery advised that there was scope to review the amount of service provided by the Council across the District.
· C4 – Ride on Mower – The Assistant Director – Customer Services and Operations advised that the current mower was more than ten years old. Although significant work had been undertaken to resolve them, hand arm vibration issues could not be resolved. It was intended to replace the current equipment with a tractor with various attachments which would be used daily. Following discussion at the Finance Working Group Officers had determined that leasing the equipment would not be cost effective. Officers would be looking at whether there was opportunity for the Council to lease out the equipment, once purchased, but proper process to mange this would be required and it was not yet known if the income would cover the related costs.
· C10 – MDC Roads Resurfacing – Members were advised that Officers would be looking at alternatives to tarmac for this emergency road resurfacing and in relation to this they would engage with emergency services.
· C11 - Car Park Machines – The Chairperson referred to the previous decision made by the Committee, and it was noted that this capital bid related to any decision regarding the introduction (or not) of car parking charges in Burnham-on-Crouch.
Councillor R H Siddall referred to Project C3 – Tractor Side-Arm Flail and whether the tractor proposed could also be used as a mower. He then proposed that Appendix A be approved apart from Capital Bids C3 – Tractor Side-Arm Flail, C4 – Ride on Mower and ... view the full minutes text for item 414. |
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Any other items of business that the Chairperson of the Committee decides are urgent Minutes: With the permission of the Chairperson, Councillor R H Siddall referred to this being the last Committee meeting of Mr Holmes (Director of Service Delivery) as he was shortly due to retire and thanked him for his many years of service. The Committee then showed its appreciation to Mr Holmes. |
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