Agenda and minutes

Finance and Corporate Services Committee
Tuesday 12th March 2019 7.30 pm

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

Contact: Committee Services 

Items
No. Item

944.

Chairman's notices

Minutes:

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

945.

Apologies for Absence

Minutes:

Apologies for absence were received from Councillors Mrs B F Acevedo and M S Heard.

946.

Minutes of the last meeting pdf icon PDF 2 MB

To confirm the Minutes of the meeting of the Finance and Corporate Services Committee held on 29 January 2019 (copy enclosed).

Minutes:

RESOLVED that the Minutes of the meeting of the Committee held on 29 January 2019 be approved and confirmed.

947.

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:

There were none.

948.

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.

949.

Human Resources Statistics - Quarter Three 2018/19 pdf icon PDF 157 KB

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

Additional documents:

Minutes:

The Committee received and noted the report of the Director of Resources presenting Human Resources statistics for the period 1 October to 31 December 2018 (Quarter Three (Q3)). 

 

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

·                 Staff Turnover;

 

·                 Recruitment, including vacancies;

 

·                 Agency workers – Appendix 1 to the report set out agency expenditure for Q3;

 

·                 Staff Sickness Levels;

 

·                 Attendance Management Compliance;

 

·                 Workforce Statistics – attached as Appendix 2 to the report.

 

·                 Exit Questionnaire Analysis.

 

·                 Future Model.

 

It was noted that as a consequence of the implementation of the Future Model, a hold had been placed on all non-essential recruitment.  There had been a moderate amount of recruitment during Quarter Two, with all internal and external appointments recruited to being on a fixed term or agency basis.  Human Resources (HR) continued to work with the Corporate Leadership Team and Ignite regarding implementation of the people, culture and change work streams under the Future Model.

 

Members noted that the overall staff sickness levels were 1.51 days per Full Time Equivalent and this was a significant reduction from Quarter One.

 

Councillor A S Fluker proposed that the report be noted, this was duly seconded and agreed.

 

RESOLVED that the contents of the report be noted.

950.

Updated Rate Relief Policy pdf icon PDF 94 KB

To consider the report of the Director of Service Delivery (copy enclosed).

Additional documents:

Minutes:

The Committee considered the report of the Director of Service Delivery seeking Members’ approval of the updated Discretionary Non-Domestic Rate Relief Scheme (attached as Appendix 1 to the report).  This Scheme updated and replaced the Councils existing policy to reflect changes announced by Central Government to support retail businesses.  It was noted that the new Scheme would be fully funded by Central Government.

 

Members were advised that the new Retail Relief Scheme would enable additional financial support of up to one third of the total rates bill for eligible retail businesses with a rateable value of less than £51,000.

 

RECOMMEDED that the proposed Discretionary Non-Domestic Rate Relief Scheme attached as APPENDIX 1 to these Minutes be approved.

951.

Houses in Multiple Occupation Licensing Fees pdf icon PDF 98 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’ approval of the revised Houses in Multiple Occupation (HMO) licence fee and the HMO licence renewal fee.

 

The report provided background information regarding the introduction of the HMO Licensing which came into force in 2006.  It was noted that in October 2018 the mandatory licensing of HMOs was extended to all HMOs occupied by five or more persons, irrelevant of the number of storeys.  This had led to a number of additional licence applications and in light of this the current licence fee had been reviewed and revised to allow the Council to cover its related costs.  The report set out a proposal to introduce a renewal fee and Appendix 1 to the report set out the proposed fee along with the new licence application fee.  A breakdown of how these fees had been reached was also provided.  Members were advised that these fees had been benchmarked against other Essex Local Authorities.

 

RESOLVED that the proposed Houses in Multiple Occupation licence fee and renewal fee be agreed.

952.

Supplementary Estimates, Virements and Use of Reserves: 1 January to 14 February 2019 pdf icon PDF 107 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 three procurement exemptions approved during the period 1 January to 14 February and these related to:

·                 dredging of the Hythe Quay (£20,000);

·                 installation of the surface at the galleon, Promenade Park (£16,000);

·                 extension to the Burnham-on-Crouch pontoon (externally funded by the Coastal Communities Grant - £35,245).

 

There were no supplementary estimates, virements or drawback on reserves to report for this period.

 

RESOLVED that the procurement exemptions detailed in the report be noted.

953.

Annual Review of Financial Regulations pdf icon PDF 93 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 proposing revisions to the Financial Regulations as part of the regular annual review.

 

It was noted that the Financial Regulations had been updated to reflect the new leadership structure and practices within the Authority.  A table of changes along with the updated Financial Regulations were attached at Appendix 1 to the report.  The Director of Resources advised that this document would require further amendment following confirmation of the new Committee Structure Terms of Reference.

 

RECOMMENDED that the Financial Regulations as set out in APPENDIX 2 to these Minutes be approved.

954.

Pay Policy Statement pdf icon PDF 93 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.  The only change was to reflect the new structure of the Council.

 

Councillor A S Fluker proposed that the Pay Policy Statement be recommended to the Council for adoption for the financial year 2019 / 20.  This was duly seconded and agreed.

 

RECOMMENDED that the Pay Policy Statement attached as APPENDIX 3 to these Minutes be adopted for the financial year 2019 / 20.

955.

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

956.

Disposal of Land at Springfield Road, Burnham-on-Crouch

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

Minutes:

The Committee considered the report of the Director of Resources presenting an offer received to purchase a plot of land in the Council’s ownership on Springfield Road, Burnham-on-Crouch.

 

Members were reminded that the Committee, at its meeting in September 2018, had resolved for the Director of Resources in conjunction with the Chairman of the committee to renegotiate to sell the land subject to a further report back and final approval by this Committee.  The report provided background information following this meeting and advice provided by the Council’s Monitoring Officer.

 

In response to questions, the Director of Resources provided Members with further information regarding the original valuation costs and the viability assessment carried out. 

 

Councillor A S Fluker proposed that the recommendation as set out in the report be agreed.  This was duly seconded.  Councillor Fluker also proposed that this be a recommendation to the Council which was agreed and the Director of Resources that this should have been detailed as such in the report.

 

RECOMMENDED that the piece of land identified in the report at Springfield Road, Burnham-on-Crouch be sold for a value of £250,000 with a further option at a minimum price of £250,000 and uplift determined by the external valuer should any further residential development take place on the site.

957.

Budget Growth Item - Green Waste Contract

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

Minutes:

The Committee considered the report of the Director of Service Delivery seeking Members’ approval for additional budget growth to enable short-term funding for a fourth garden waste vehicle which would allow the service to accept further customers.

 

It was noted that the number of garden waste customers had significantly increased since procurement of the contract with an additional 2,015 bins being added.  Members were advised that as of January 2019 260 residents were a waiting list to join the service.  The report highlighted discussions with the contractor to accommodate those on the waiting list, additional new customers and provided related income and expenditure and predicted subscription growth.

 

In response to a question, the Director of Resources advised that the additional vehicle would clear the current waiting list and provide capacity for a further 1,200 customers.  The Director also confirmed that the Council would keep the advertising rights in respect of the new vehicle.

 

RESOLVED

 

(i)              That a maximum of £32,000 budget growth be allocated to fund a fourth green waste vehicle and associated staffing costs to enable the service to accept further customers;

 

(ii)            That due to the final balance will be reported to the Finance and Corporate Services Committee by 28 February 2020.

Appendices pdf icon PDF 8 MB

Additional documents: