Agenda item

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

The Committee considered the report of the Director of Resources, presenting the revenue growth, capital projects, repairs & renewals reserve projects and fees & charges proposals for consideration, prior to approval of the 2018 / 19 budget and updated medium term financial strategy.

It was noted that the zero based budget project process for the 2018 / 19 budget was envisaged to generate sufficient savings / additional income to bridge the current budget gap of £98,000 for 2018 / 19.

Appendix A to the report set out the budget growth proposals relevant to this Committee.  Members were advised that the first item related to the upgrade of software for the car parking machines and this revenue bid was only required if the capital bid requested was not approved.  An addendum to this appendix was circulated at the meeting and the Director of Resources outlined the changes that the addendum detailed.

Appendix B to the report showed the fees and charges policy for the approval of the Committee.

The 2018 / 19 project bids were detailed in Appendix C and categorised into three main groups; essential, service failure and service improvement.  Appendix D to the report set out Repairs and Renewals projects to be funded from the Repairs and Renewals Reserve which supported additional costs arising from the need to maintain the Council’s asset base.

The report further explained that it was essential for Members to consider the proposals set out in order to allow sufficient time for them to be built into the 2018 / 19 budget setting process.

The Chairman referred to a number of questions that Councillor E L Bamford had raised regarding this report and its appendices and it was noted that the Director of Customers and Community had provided detailed responses to these questions in advance of the meeting.  Some further clarification on these were sought and provided by the Director of Customers and Community at the meeting.

In response to a number of questions the Committee were provided the following information:

·                 Budget Growth (Appendix A)

·                 Car Park Machines, equipment and maintenance - The contingency detailed in respect of car park machines, related to replacement of existing machinery.  The Director of Customers and Community advised that if the capital bid was not supported the current machines would require an upgrade to software which would require a large revenue amount to fund the work.

·                 Street Cleansing (576) contracted services - It was clarified that the growth item relating to Street Cleansing related to public streets and would be encompassed as part of the Council’s street cleansing contract.

·                 Tree Officer / Consultant - The item relating to a Tree Officer / Consultant requested funding for three years for carrying out a management plan in respect of trees in the District on Council owned land.  A number of concerns were raised by some Members in respect of this budget growth item.  It was queried as to whether Natural England were able to provide an initial service to the Council prior to procurement of a Tree Officer / Consultant.  It was agreed that Officers would investigate opportunities for joint working.  [1]The Committee agreed that this item should be put on hold pending confirmation from Natural England.

·                 Parks Team Staff (external works)  - Members were advised of the detail regarding this budget growth item and the Director of Customers and Community explained that further review would be undertaken with work focussing on this team being more commercial.

·                 Business food / music event – The Chairman advised that it was necessary to make budgetary provision for this event.

·                 Capital Programme (Appendix C):

·                 C2 Replacing CCTV cameras – The Director of Customers and Community advised that this project sought to replace old CCTV cameras and related to public safety, public perception and fear of crime.

·                 C5 Commemoration of the Fallen from the Maldon District – The Chairman advised that this had been a suggestion of his and would cover the whole District.  He referred to 2018 commemorating the end of the First World War and how the memorial suggested would be a valued attraction for the District.  It was clarified that the figure was provisional and the Director of Customers and Community outlined proposals regarding maintenance and using some of the Promenade Park existing infrastructure.  An indicative design of the memorial was circulated at the meeting.  Following some discussion Councillor M F L Durham proposed that this item be left in the Capital Programme subject to full costings, drawings and funding details (including investigation into crowd funding, potential grants and the lottery).  This was duly agreed.

·                 Repairs and Renewals (Appendix D):

·                 D3 Replacement Street Lights to LEDs – The Director of Customers and Community advised this was not a capital bid because they were existing lights and the proposal was to replace like for like but upgrade to new technology would be subject to a business case.

Members were advised that the Council’s policy was for any items over £10,000 to be classified as a capital bid.

During the discussion on this item of business Councillor A S Fluker declared in the interest of openness and transparency the was a Harbour Commissioner and if the Committee were mindful to discuss the Hythe Quay Dredging budget growth item he would leave the chamber.

Following its lengthy discussion the Committee agreed the following:

RESOLVED

(i)        that the contents of the report be noted;

(ii)       that the Finance and Corporate Services Committee be recommended to approve the following:

(a)            that the proposals set out in Appendix A to the report for growth items be agreed subject to the following amendments:

•          Car Park Machines, equipment maintenance – subject to approval of capital project this can be removed from as a growth item.

•          Waste Services (133) – Increased Hours – The amount of £3,900 should only be shown in the years 2018 / 19 and 2019 / 20 as it is a two year fixed term contract.

•          Parks and other open spaces – This item is to be put on hold pending enquiries as to whether Natural England can provide an initial service.

•          Business food / music event – Subject to a business case.

·                 [2]Tree Officer – Officers investigate joint working opportunities.

(b)            that the updated fees and charges policy areas within the purview of this Committee outlined in Appendix B to the report for 2018 /1 9 be adopted;

(c)            that the project bids set out in Appendix C to the report are considered and subject to the following information be included for consideration in the 2018 / 19 capital programme:

•          Commemoration of the Fallen from the Maldon District – full costings, drawings and how it could be funded should be provided.

(d)            that the Repairs and renewals projects set out in APPENDIX D to the report are considered and funded from the Repairs and renewals reserve.