Agenda, decisions and minutes

Cabinet
Thursday, 11th September, 2014 7.30 pm

Venue: Council Chamber, Civic Centre

Contact: Joel West 

Items
No. Item

27.

Apologies for absence

Minutes:

None.

28.

Declarations of Interest

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

Minutes:

None.

29.

Minutes pdf icon PDF 73 KB

To approve the minutes of the meeting held on 17 July 2014.

Minutes:

RESOLVED that the minutes of the meeting held on 17 July 2014 are agreed as a correct record and signed by the Leader.

30.

Matters Arising

Any matters arising from the minutes of the previous meeting.

Minutes:

None.

31.

Written Questions from the Public

To receive any questions from members of the public in accordance with Rule 10 of the Council Procedure Rules.

Minutes:

None.

32.

Written Questions from Councillors

To receive any questions from Councillors in accordance with Rule 11 of the Council Procedure Rules.

Minutes:

None.

33.

Petitions

To consider any petitions that have been referred to the Cabinet under the Council’s Petition Scheme.

Minutes:

None.

34.

Forward Plan pdf icon PDF 198 KB

To note the Forward Plan, which lists all upcoming Cabinet decisions and provides notice of key decisions and those expected to be taken in private session.

Minutes:

RESOLVED that the Forward Plan is noted.

35.

Recent Decisions Taken by The Leader, Deputy or Portfolio Holder(s)

To note recent Portfolio Holder decisions taken under delegated powers, as attached:

Minutes:

RESOLVED that the following decision is noted:

35a

Decision of the Leader of the Council, 1 September 2014 pdf icon PDF 17 KB

36.

Joint Finance and Performance Report, Quarter 1 2014/15 pdf icon PDF 205 KB

Additional documents:

Decision:

RESOLVED that:

 

A     Cabinet acknowledges the projected outturn position set out in sections three and four of Appendix A to the report submitted for the first quarter (April – June) of 2014/15 as follows:

(i)    A favourable variation on controllable budgets of £144,000, representing 0.21 per cent of the gross General Fund Budget.

(ii)  A total projected overspend of £35,000 representing 0.05 per cent of the gross General Fund Budget.

(iii) The Council performed on target or above target for 42 out of 50 (84 per cent) of performance indicators.

 

B    The contribution to the Discretionary Services Fund, as set out in paragraph 9 of the report submitted, is recommended to Council.

Minutes:

The Cabinet received a report that reviewed performance against the Council’s approved General Fund Budget and Corporate Plan for Quarter One 2014/15.

 

Proposed by Councillor Jon Clempner (seconded by Councillor Mike Danvers) Cabinet:

 

RESOLVED that:

 

A     Cabinet acknowledges the projected outturn position set out in sections three and four of Appendix A to the report submitted for the first quarter (April – June) of 2014/15 as follows:

(i)    A favourable variation on controllable budgets of £144,000, representing 0.21 per cent of the gross General Fund Budget.

(ii)  A total projected overspend of £35,000 representing 0.05 per cent of the gross General Fund Budget.

(iii) The Council performed on target or above target for 42 out of 50 (84 per cent) of performance indicators.

 

B    The contribution to the Discretionary Services Fund, as set out in paragraph 9 of the report submitted, is recommended to Council.

37.

Housing Revenue Account, Quarter 1 Finance Report pdf icon PDF 257 KB

Decision:

RESOLVED that:

 

A     The forecast net underspend of £1,026,000 (as identified in Appendix A) at 29 June 2014 be noted which represents a variance of (-)2.0% of the total budget.

 

B    The forecast balances at 31 March 2015, of £5,725,000 in respect of the Housing Revenue Account and a nil balance in respect of the Major Repairs Reserve (as identified in Appendix C) are noted.

Minutes:

The Cabinet received a report that reviewed the Council’s performance against its approved Housing Revenue Account for Quarter One 2014/15.

 

Councillor Rod Truan, Portfolio Holder for Housing, advised of an error on the report submitted: the forecast underspend represents a variance of (-)2.0% of the total budget, not 1.2% as indicated in recommendation A of the report.

 

Proposed by Councillor Rod Truan (seconded by Councillor Mike Danvers) Cabinet:

 

RESOLVED that:

 

A      The forecast net underspend of £1,026,000 (as identified in Appendix A) at 29 June 2014 be noted which represents a variance of (-)2.0% of the total budget.

 

B      The forecast balances at 31 March 2015, of £5,725,000 in respect of the Housing Revenue Account and a nil balance in respect of the Major Repairs Reserve (as identified in Appendix C of the report submitted) are noted.

38.

Capital Programmes, Quarter 1 Finance Report 2014/15 pdf icon PDF 221 KB

Decision:

RESOLVED that Cabinet notes the progress made in the delivery of the Council’s Housing and Non-Housing Capital Programmes as at 29 June 2014 detailed as follows:

(i)    Housing Capital Programme expenditure of £1,490,000 against profiled expenditure of £1,202,000 and the projected outturn for 2014/15 of £27,650,000.

(ii)  Non-Housing Capital Programme expenditure of £390,000 against profiled expenditure of £358,000 and a projected outturn for 2014/15 of £5,400,000.

Minutes:

The Cabinet received a report that reviewed the Council’s performance against its approved Housing and Non-Housing Capital Programmes for Quarter One 2014/15.

 

Proposed by Councillor Rod Truan (seconded by Councillor Mike Danvers) Cabinet:

 

RESOLVED that Cabinet notes the progress made in the delivery of the Council’s Housing and Non-Housing Capital Programmes as at 29 June 2014 detailed as follows:

(i)    Housing Capital Programme expenditure of £1,490,000 against profiled expenditure of £1,202,000 and the projected outturn for 2014/15 of £27,650,000.

(ii)  Non-Housing Capital Programme expenditure of £390,000 against profiled expenditure of £358,000 and a projected outturn for 2014/15 of £5,400,000.

39.

Annual Treasury Management Report 2013/14 pdf icon PDF 83 KB

Additional documents:

Decision:

RESOLVED that the annual Treasury Management Report for 2013/14 is recommended to Full Council for approval.

Minutes:

The Cabinet received a report on the Council’s treasury management functions in 2013/14.

 

Proposed by Councillor Mike Danvers (seconded by Councillor Jon Clempner) Cabinet:

 

RESOLVED that the annual Treasury Management Report for 2013/14 is recommended to Full Council for approval.

40.

Award of Contract for Stow Office to Flat Conversion pdf icon PDF 108 KB

Decision:

RESOLVED that:

 

A     The vacant office space at 59, 60, 71 and 72 The Stow is converted into five self-contained residential units and leased for use as temporary accommodation.

 

B    The most economically advantageous tender submitted by Contractor C from the report submitted is accepted in the sum of £253,156.99 “subject to formal contract” for completion of the conversion works.

Minutes:

The Cabinet received a report that proposed conversion of existing office space to residential units and the outcome of a tender exercise to find a suitable contractor to undertake the work.

 

Proposed by Councillor Tony Durcan (seconded by Councillor Rod Truan) Cabinet:

 

RESOLVED that:

 

A     The vacant office space at 59, 60, 71 and 72 The Stow is converted into five self-contained residential units and leased for use as temporary accommodation.

 

B    The most economically advantageous tender submitted by Contractor C from the report submitted is accepted in the sum of £253,156.99 “subject to formal contract” for completion of the conversion works.

41.

People Resource Plan pdf icon PDF 136 KB

Additional documents:

Decision:

RESOLVED that Cabinet approves the People Resource Plan 2014 – 2019.

Minutes:

The Cabinet received a report that proposed a plan for the management and development of its workforce up to 2019.

 

Proposed by Councillor Jean Clark (seconded by Councillor Emma Toal) Cabinet:

 

RESOLVED that Cabinet approves the People Resource Plan 2014 – 2019.

42.

Review of the Statement of Community Involvement pdf icon PDF 79 KB

Additional documents:

Decision:

RESOLVED that the revised Statement of Community Involvement at Appendix A to the report submitted is recommended to Full Council for adoption.

Minutes:

The Cabinet received a report that presented a replacement Statement of Community Involvement, which sets out how the Council will consult on local planning matters.

 

Proposed by Councillor Tony Durcan (seconded by Councillor Jon Clempner) Cabinet:

 

RESOLVED that the revised Statement of Community Involvement at Appendix A to the report submitted is recommended to Full Council for adoption.

43.

Debt write offs pdf icon PDF 110 KB

Decision:

RESOLVED that:

 

A     Irrecoverable Council Tax amounting to £29,488.73, as detailed in Appendix 1, Table 1 of the report submitted, is written off.

 

B    Irrecoverable Non-domestic Rates amounting to £94,735.83 as detailed in Appendix 1, Table 2 of the report submitted, is written off.

 

C    Irrecoverable sundry debts amounting to £59,793.78 as detailed in Appendix 1, Table 3 of the report submitted, is written off.

 

D    Irrecoverable Housing Benefit amounting to £5,975.67 as detailed in Appendix 1, Table 4 of the report submitted, is written off.

Minutes:

The Cabinet received a report itemising a number of debts which were deemed irrecoverable and proposed to be written off.

 

Proposed by Councillor Mike Danvers (seconded by Councillor Jon Clempner) Cabinet:

 

RESOLVED that:

 

A      Irrecoverable Council Tax amounting to £29,488.73, as detailed in Appendix 1, Table 1 of the report submitted, is written off.

 

B      Irrecoverable Non-domestic Rates amounting to £94,735.83 as detailed in Appendix 1, Table 2 of the report submitted, is written off.

 

C      Irrecoverable sundry debts amounting to £59,793.78 as detailed in Appendix 1, Table 3 of the report submitted, is written off.

 

D      Irrecoverable Housing Benefit amounting to £5,975.67 as detailed in Appendix 1, Table 4 of the report submitted, is written off.

44.

Communications from Committees/Working Groups/Parties and Panels

44a

Reference from Overview Working Group - Work Plan 2014/15 pdf icon PDF 70 KB

Additional documents:

Decision:

RESOLVED that the following matters are added to the 2014/15 Work Plan of the Cabinet Overview Working Group:

(a) review of empty Council properties (scoping report to be considered no earlier than March 2015); and

(b) M11 Junction 7a (subject to receipt of consultation information from Essex County Council).

Minutes:

The Cabinet received a report from its Overview Working Group requesting the addition of two items to its 2014/15 work plan.

 

Councillor Jon Clempner, Leader of the Council, advised the Cabinet that the progress of the review of proposed M11 Junction 7a would be dependent on the availability of consultation information from Essex County Council.

 

Councillor Rod Truan, Portfolio Holder for Housing, recommended that the review of empty Council properties be started no earlier than March 2015, to avoid negative impacts on Officer capacity.

 

RESOLVED that the following matters are added to the 2014/15 Work Plan of the Cabinet Overview Working Group:

(a) review of empty Council properties (scoping report to be considered no earlier than March 2015); and

(b) M11 Junction 7a (subject to receipt of consultation information from Essex County Council).

44b

Referral from Audit and Standards Committee - Management Letter of Representation 2013/14 pdf icon PDF 71 KB

Referral expected from the Audit & Standards Committee.

Additional documents:

Decision:

RESOLVED that Cabinet acknowledges the Management Letter of Representation 2013/14.

Minutes:

The Cabinet received a report from the Audit and Standards Committee, recommending that it acknowledge the Management Letter of Representation 2013/14, which provides the Council’s written representation on matters where the auditor is relying on the judgement of management rather than corroborative evidence.

 

RESOLVED that Cabinet acknowledges the Management Letter of Representation 2013/14.

44c

Referral from Audit and Standards Committee - Audited Annual Accounts 2013/14 pdf icon PDF 74 KB

Referral expected from the Audit & Standards Committee.

Additional documents:

Decision:

RESOLVED that:

 

A     The 2013/14 Statement of Accounts is approved.

 

B     Authority is delegated to the Chief Executive in consultation with the Portfolio Holder for Resources to make any amendments to the 2013/14 Statement of Accounts, if requested by the external auditor.

Minutes:

The Cabinet received a report from the Audit and Standards Committee, recommending that it approve the 2013/14 Statement of Accounts.

 

Officers circulated an addendum to the report (appended to the minutes) which summarised a series of amendments that had been made to the Statement since its consideration by the Committee. Officers also advised the Cabinet that, as the final formalities for the external audit of the Statement of Accounts had not yet been concluded, it may be necessary to make amendments to the Statement before it is signed-off.

 

RESOLVED that:

 

A     The 2013/14 Statement of Accounts is approved.

 

B    Authority is delegated to the Chief Executive in consultation with the Portfolio Holder for Resources to make any amendments to the 2013/14 Statement of Accounts, if requested by the external auditor.

45.

Minutes of Panels/Working Groups

To note the following draft minutes of Cabinet appointed bodies. Minutes remain draft until approved by the relevant body.

Minutes:

RESOLVED that the minutes of the following meetings are noted.

45a

Minutes of meeting Tuesday, 17 June 2014 of Harlow Local Highways Panel pdf icon PDF 30 KB

45b

Minutes of meeting Thursday, 31 July 2014 of Cabinet Overview Working Group pdf icon PDF 41 KB

46.

Matters of Urgent Business

To deal with any matters of an urgent nature.

Minutes:

None.