Agenda item

To consider the Minutes of the under mentioned Committees (copy enclosed).

* Please note that where Minutes contain recommendations to the Council the Minute references for these recommendations are listed below for Members’ information.

(a)       MINUTES OF COMMUNITY SERVICES COMMITTEE – 22 MAY 2018

RESOLVED that the Minutes of the meeting of the Community Services Committee held on 22 May 2018 be adopted.

(b)       MINUTE OF PLANNING AND LICENSING COMMITTEE – 5 JUNE 2018

Minute 131 – Committee Terms of Reference and Scheme of Delegation

RESOLVED

(i)             that the designation of Officers in the Scheme of Delegation for the Licensing function of the Planning and Licensing Committee (as set out in Appendix 1 to the Minutes of the Planning and Licensing Committee) be agreed.

RESOLVED that subject to the above decision, the Minutes of the meeting of the Planning and Licensing Committee held on 5 June 2018 be adopted.

(c)       MINUTE OF OVERVIEW AND SCRUTINY COMMITTEE – 6 JUNE 2018

Minute 144 – Moorings, Leases and Licences Update

Councillor Mrs P A Channer questioned whether the Overview and Scrutiny Committee could make resolution (ii) as set out in the Minutes.  She felt it should be a recommendation to a parent Committee recommending that the Director of Planning and Regulatory Services be asked to look into the matter.  This was supported by other Members of the Council.

Councillor M W Helm proposed that recommendation (ii) of this Minute be reworded “that the Planning and Licensing Committee be recommended to request that the Director of Planning and Regulatory Services look into increasing the interest in using the Blackwater and Crouch Rivers”.  This proposal was duly seconded and agreed.

Minute 147 – Office Accommodation and Lease

Councillor Helm proposed an amendment to the second paragraph of this report so that it read “…interest as he worked at the police station and did not return.”.  This proposal was duly seconded and agreed.

RESOLVED that subject to the above amendments, the Minutes of the meeting of the Overview and Scrutiny Committee held on 6 June 2018 be adopted.

(d)       MINUTES OF FINANCE AND CORPORATE SERVICES COMMITTEE – 12 JUNE 2018

Minute 170 Chief Executive’s Performance Appraisal

RESOLVED that the procedure rules be updated to set out the requirements (a) to (e), as detailed in section 3.8 of the report with the following amendments and additions:

·                 that point (c) be amended as follows:

·             The appraisal will take place soon after the Statutory Annual meeting of the Council and before 30 June.

·                 that point (e) be amended as follows:

·             Performance reviews against the agreed objectives will be undertaken at least every four months and an end of year review be undertaken prior to the Statutory Annual meeting of the Council.

·                 that the Director of Resources or an appropriate appointment of theirs in the HR department is required to:

·             objectively ensure that the process for the Chief Executive’s appraisal is followed

·             report to the following meeting of the Finance and Corporate Services Committee immediately after the June deadline that the process has been followed and the appraisal has taken place.

Minute 173 – Human Resources Policies and Procedures

RESOLVED that the following two sections be added to the Code of Conduct:

24        Financial

24.1     All employees will ensure:

·             they do not default on payments owed to the Council i.e. Council Tax.

·             never make fraudulent claims for public money to gain a financial advantage i.e. housing benefit.

·             to adhere to any agreements reached for the repayment of such debts.

24.2     Employees who are in debt or at risk to the Council or are concerned that missed payments may occur should discuss the matter as soon as is possible with a member of the Human Resources team. Failure to do so could lead to formal action being taken.

24.3     Employees in receipt of any allowances or rebates administered by the Council (e.g. council tax rebates) must notify the Council of any change in circumstance that affect the entitlement.

25        Accessing IT systems

25.1     Employees will at all times ensure that they comply with the Officer Conditions of Acceptable Use and Personal Commitment Statement policy relating to use of IT equipment.

25.2     It is recognised that staff can face a conflict of interest when undertaking their roles. To protect the interests of both the staff concerned and the Council against criticism or allegation of malpractice, as a 1matter of procedure no employee shall;

·             amend or seek to influence the processing of any computer or other record concerning any matter in which they, a family member or friend have an interest;

·             use the Councils IT systems or any other records held to view either their own data or that of records of family or friends.

·             use data obtained from any of the Councils IT systems or any other records to give themselves, family or friends any advantage.

·             update any records that relate to themselves, family or friends.

Minute 179 – Proposals to Change to Office Opening Time to Public

RESOLVED that on the last Wednesday of each month the Council Offices open at 10am to enable staff meetings and training to be undertaken during that time.

In accordance with his earlier declaration, Councillor Sismey left the meeting at this point.  The following recommendation was presented to the Council by Councillor A S Fluker.

Minute 176 – Annual Treasury Outturn 2017 / 18

RESOLVED that annual Treasury Management Report for 2017 / 18 attached at Appendix 1 to the Minutes of the Finance and Corporate Services Committee be approved.

Councillor Sismey rejoined the meeting at this point.

RESOLVED that subject to the above decisions, the Minutes of the Finance and Corporate Services Committee held on 12 June 2018, be adopted.