Agenda and draft minutes

Venue: Committee Room 1, Civic Centre. View directions

Contact: Adam Rees 

Items
No. Item

1.

Apologies for absence

Minutes:

Apologies for absence were received from Councillor Danny Purton.

2.

Declarations of Interest

Councillors’ declarations of interest (if any) in relation to any items on the agenda.

Minutes:

None.

3.

Minutes pdf icon PDF 126 KB

To approve the minutes of the meeting held on 15 January 2019.

Minutes:

RESOLVED that the minutes of the meeting held on 15 January 2019 are agreed as a correct record and signed by the Leader.

4.

Matters Arising

Any matters arising from the minutes of the previous meeting.

4a

Minute 32 - References from Cabinet

Minutes:

In response to a question by Councillor Johnson, Councillor Mark Ingall requested that Andrew Murray, Head of Housing update the Committee advising , that a report on the creation of HTS (Housing and Regeneration) Company is scheduled to be reported to the Sub Committee at their meeting on 7 November 2019 with the workplan updated accordingly.

5.

Sub Committee Work Plan pdf icon PDF 178 KB

To review the Sub Committee’s work plan

Minutes:

Councillor Ingall provided an update on the creation of the housing and regeneration company. The main obstacle was the transfer of land and assets.

 

It was explained that the legal relationship between the Council and HTS was being considered as part of a range of options. This included the possibility of HTS acting as a mutual. It was agreed that a separate report would be produced on the legal arrangements between the Council and HTS.

 

RESOLVED that the Work Plan is noted.

6.

Operational and Performance Reports

6a

Performance and Balanced Scorecard pdf icon PDF 220 KB

Additional documents:

Minutes:

The Sub Committee received a report which set out HTS’ financial and operational performance for 2018/19.

 

Councillor Johnson said he was concerned by the lack of outturn figures on the balanced scorecard. In response John Phillips, Managing Director of HTS (Property and Environment) Ltd, gave a verbal update on the outturn figures. It was also agreed that the additional information would be circulated to the Sub Committee.

 

RESOLVED that:

 

A     The Shareholder Sub Committee (SSC)acknowledged both the year end (2018/19) outturn and current (2019/20) performance/financial position setoutin paragraphs 3 to 14 in the report as follows:

 

                             i)        HTS (Property & Environment) Ltd (HTS) has achieved a reported 100 per cent success rate for both the year end 2018/19 and April 2019/20 against the current suite of major and minor KPI’s that govern the contract.

 

                            ii)        An actual retained profit level totalling £413,299 as at March 2018/19 and are forecasting a level of £431,000 for the year ending March 2019/20.

6b

Risk Management pdf icon PDF 205 KB

Additional documents:

Minutes:

Andrew Murray, Head of Housing, explained that there were strategic risks surrounding Information and Governance and this had been raised as an area of concern by the Audit and Standards Committee.  Whilst there were robust arrangements there is an expected audit of GDPR reporting and actions to be aligned to the Sub Committee and Audit and Standards Committee as appropriate.  Data transfer controls are expected in accordance with GDPR requirements.

 

In reply to questions by Councillor Charles about business growth, John Phillips advised that it was reviewed monthly. John Philips would amend the HTS (Property and Environment) Ltd Risk Register.  Innovation included improvements that would be made as part of the customer access review, as well as how equipment was tracked. The Opportunities Register could be shared with Councillors, but it was in the early stages of development.

 

HTS had continued to develop its third party growth opportunities and has a £100,000 contract with South Cambs Council.

 

RESOLVED that the Sub Committee noted the strategic risks relating to HTS (Property and Environment) Ltd together with their analysis and mitigation.

6c

Social Impact Report pdf icon PDF 197 KB

Additional documents:

Minutes:

John Phillips presented the Social Impact Report which set out the total social value that HTS had added over 2018/19. The report, produced by HACT, stated that HTS created £1,129,128 of social value in 2018/19.

 

It was agreed that the HACT would be invited to give a presentation to the Sub Committee and the HTS Board.

 

RESOLVED that the report be noted.

7.

Best Value Review - Update Report pdf icon PDF 238 KB

Additional documents:

Minutes:

Rebecca Farrant, Operations Manager, provided an update on the Best Value Review. She explained that the review would be completed in early 2020 and was currently on schedule. The review would determine whether the Council was receiving value for money and would make a recommendation on whether the contract with HTS would be extended.

 

In response to a question by Councillor Ingall, Rebecca Farrant said that comments about KPIs did not form part of the review, but could be dealt with under business as usual.

 

RESOLVED that the update report be noted

8.

References from the HTS Group Board

None.

Minutes:

None.

9.

Reference from HTS (Property and Environment) Ltd

9a

Audited Group Management Accounts - Verbal Update

Minutes:

The Sub Committee raised concerns that the Audited Accounts had not been made available. John Phillips said that HTS were waiting on the external auditor to finalise the accounts. He added that there would be a £579,000 pre-tax profit to the Council. In addition there were two SLAs worth £70,000 and £129,000. This meant the overall profit to the Council was £818,000. HTS’ accounts would be receiving an unqualified audit.

 

The accounts would need to be signed off by the Sub Committee. It was agreed that this could be done at the HACT presentation.

 

John Phillips to review alignment of end of year accounts closure aligned to reporting to the Sub Committee.

10.

References from Cabinet

None.

Minutes:

None.

11.

Matters of Urgent Business

Such other business which, in the opinion of the Chair, should be received as a matter of urgency by reason of special circumstances to be specified in the minutes.

Minutes:

None.

12.

Date of next meeting

7 November 2019

Minutes:

7 November 2019.