Agenda, decisions and minutes

Cabinet
Thursday, 15th September, 2016 7.30 pm

Venue: Council Chamber, Civic Centre. View directions

Contact: Joel West 

Items
No. Item

23.

Apologies for absence

Minutes:

Apologies were received from Councillors John Strachan and Mark Wilkinson.

24.

Declarations of Interest

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

Minutes:

None.

25.

Minutes pdf icon PDF 180 KB

To approve the minutes of the meeting held on 21 July 2016.

Minutes:

RESOLVED that the minutes of the meeting held on 21 July 2016 are agreed as a correct record and signed by the Leader.

26.

Matters Arising

Any matters arising from the minutes of the previous meeting.

Minutes:

None.

27.

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.

28.

Written Questions from Councillors

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

Minutes:

None.

29.

Petitions

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

Minutes:

None.

30.

Forward Plan pdf icon PDF 161 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.

31.

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

There have not been any decisions taken by Portfolio Holders under delegated powers since the last meeting of the Cabinet.

Minutes:

None.

32.

Joint Finance and Performance Report, Quarter 1 2016/17 pdf icon PDF 196 KB

Additional documents:

Decision:

RESOLVED that Cabinet:

 

A        Acknowledges the projected outturn position set out in sections three and four of Appendix A to the report for the first quarter (April – June) of 2016/17 as follows:

 

(i) A favourable variation on controllable budgets of £53,000, representing 0.085 per cent of the gross General Fund Budget.

 

(ii) A total projected underspend of £278,000 representing -0.45 per cent of the gross General Fund Budget.

 

(iii) The Council performed on target or above target for 42 out of 47 (89 per cent) of performance indicators.

Minutes:

The Cabinet received a report that reviewed performance against the

Council’s approved General Fund Budget and Corporate Plan for Quarter

One 2016/17.

 

Proposed by Councillor Mike Danvers (seconded by Councillor Jon Clempner) it was:

 

RESOLVED that Cabinet:

 

            Acknowledges the projected outturn position set out in sections three and four of Appendix A to the report for the first quarter (April – June) of 2016/17 as follows:

 

(i) A favourable variation on controllable budgets of £53,000, representing 0.085 per cent of the gross General Fund Budget.

 

(ii) A total projected underspend of £278,000 representing -0.45 per cent of the gross General Fund Budget.

 

(iii) The Council performed on target or above target for 42 out of 47 (89 per cent) of performance indicators.

33.

Housing Revenue Account, Quarter 1 Finance Report 2016/17 pdf icon PDF 168 KB

Decision:

 RESOLVED that Cabinet:

 

A         Acknowledges:

 

(i) A favourable variation against the approved HRA operational/controllable budget of £150,000 representing 0.29% of the gross Housing Revenue Account (HRA) budget.

 

(ii) A total projected overspend of £3,215,000 representing 6.14% of the gross HRA budget. The variation is directly associated with adjustments to capital programme financing as a result of the agreed outturn from 2015/16 (paragraph 3).

 

B         The forecast balances at 31 March 2017, of £6,800,000 in respect of the Housing Revenue Account and nil 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 2016/17.

 

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

 

RESOLVED that Cabinet:

 

A         Acknowledges:

 

(i) A favourable variation against the approved HRA operational/controllable budget of £150,000 representing 0.29% of the gross Housing Revenue Account (HRA) budget.

 

(ii) A total projected overspend of £3,215,000 representing 6.14% of the gross HRA budget. The variation is directly associated with adjustments to capital programme financing as a result of the agreed outturn from 2015/16 (paragraph 3).

 

B         The forecast balances at 31 March 2017, of £6,800,000 in respect of the Housing Revenue Account and nil in respect of the Major Repairs Reserve (as identified in Appendix C) are noted.

34.

Capital Programmes Quarter 1 Finance Report 2016/17 pdf icon PDF 243 KB

Decision:

RESOLVED that Cabinet:

 

A         Acknowledges the progress made in the delivery of the Council’s Housing and Non-Housing Capital Programmes for the first quarter of 2016/17 as follows:

 

(i) Housing Capital Programme – a forecast outturn of £23,734,000 which is £1.0 million less than the agreed 2016/17 programme.

 

(ii) Non-Housing Capital Programme – a forecast outturn of £7,019,000 which is £134,000 below the approved programme for 2016/17.

 

B         Approves the revision to the Housing Capital Programme and the movement of £1.0 million of External works programme to 2017/18 as set out in Paras 4 and 5.

 

C         Approves

 

(i) A business case for the development of offices at Latton Bush Centre by the current tenants, reference Annex 13, re-aligning £33,000 of funding already earmarked for the Centre.

 

(ii) A revised contribution of £86,000 (being an increase of £16,000) for the work at Fernhill Travellers Site, reference paragraph 13 and Annex 14.

 

 

Minutes:

The Cabinet received a report that reviewed the Council’s performance

against its approved Housing and Non-Housing Capital Programmes for

Quarter One 2016/17 and proposed a number of additional business

cases for the Non-Housing Capital Programme.

 

Proposed by Councillor Mike Danvers (seconded by Councillor Jon Clempner) it was:

 

RESOLVED that Cabinet:

 

A         Acknowledges the progress made in the delivery of the Council’s Housing and Non-Housing Capital Programmes for the first quarter of 2016/17 as follows:

 

(i) Housing Capital Programme – a forecast outturn of £23,734,000 which is £1.0 million less than the agreed 2016/17 programme.

 

(ii) Non-Housing Capital Programme – a forecast outturn of £7,019,000 which is £134,000 below the approved programme for 2016/17.

 

B         Approves the revision to the Housing Capital Programme and the movement of £1.0 million of External works programme to 2017/18 as set out in Paragraphs 4 and 5.

 

C         Approves

 

(i) A business case for the development of offices at Latton Bush Centre by the current tenants, reference Annex 13, re-aligning £33,000 of funding already earmarked for the Centre.

 

(ii) A revised contribution of £86,000 (being an increase of £16,000) for the work at Fernhill Travellers Site, reference paragraph 13 and Annex 14.

35.

Annual Treasury Management Report 2015/16 pdf icon PDF 89 KB

Additional documents:

Minutes:

The Cabinet received a report on the Council’s treasury management

functions in 2015/16.

 

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

 

RESOLVED that:

 

A         Cabinet notes the annual Treasury Management Report for 2015/16 (Appendix A), including that the Council operated within the Treasury Management Strategy Statement during 2015/16, and that the report is recommended to Full Council for approval.

 

B         Cabinet notes the issues that the outcome of the EU Referendum is creating and their impact on the Council’s treasury management activities.

36.

Debt write offs pdf icon PDF 96 KB

Decision:

RESOLVED that:

 

A         Irrecoverable non domestic rates amounting to £184,102.06 be written   off.

 

B         Irrecoverable sundry debts amounting to £42,048.93 be written off.

 

Minutes:

The Cabinet received a report which detailed a number of debts which

were deemed to be irrecoverable and therefore proposed for write-off.

 

Proposed by Councillor Mike Danvers (seconded by Councillor Jon

Clempner) Cabinet:

 

RESOLVED that:

 

A         Irrecoverable non domestic rates amounting to £184,102.06 be written off.

 

B         Irrecoverable sundry debts amounting to £42,048.93 be written off.

37.

Nicholls Field Pavilion Refurbishment Works pdf icon PDF 98 KB

Decision:

RESOLVED that :

 

A         The most advantageous tender assessed against the criteria included in the tender documents submitted by Contractor B is accepted in the sum of £709,385.00 “subject to contract”.

Minutes:

Cabinet received a report recommending that a tender is accepted to enable the Council to enter into a contract for works in compliance with Contracts Standing Orders.

 

Proposed by Councillor Tony Durcan (seconded by Councillor Emma Toal) Cabinet:

 

RESOLVED that :

 

A         The most advantageous tender assessed against the criteria included in the tender documents submitted by Contractor B is accepted in the sum of £709,385.00 “subject to contract”.

38.

Award of contract for small roofing schemes pdf icon PDF 88 KB

Decision:

RESOLVED that:

 

A         The most economically advantageous tender assessed against the criteria included in the tender documents submitted by Contractor A is accepted in the sum of £250,474 “subject to contract”.

 

 

Minutes:

Cabinet received a report recommending that a tender is accepted to enable the Council to enter into a contract for works in compliance with Contracts Standing Orders.

 

Proposed by Councillor Tony Durcan (seconded by Councillor Emma Toal) Cabinet:

 

RESOLVED that:

 

A         The most economically advantageous tender assessed against the criteria included in the tender documents submitted by Contractor A is accepted in the sum of £250,474 “subject to contract”.

39.

Street Naming and Numbering Policy Review pdf icon PDF 79 KB

Additional documents:

Decision:

RESOLVED that:

 

A         The Street Naming and Numbering Policy attached as Appendix 1 to this report is approved.

 

B         The revised Street Naming and Numbering schedule of fees as set out in Appendix B of Appendix 1 is approved.

Minutes:

Cabinet received an updated policy document that included guidance for naming streets and numbering properties.

 

Proposed by Councillor Danny Purton (seconded by Councillor Jon Clempner) Cabinet:

 

RESOLVED that:

 

A         The Street Naming and Numbering Policy attached as Appendix 1 to the report submitted is approved.

 

B         The revised Street Naming and Numbering schedule of fees as set out in Appendix B of Appendix 1of the report submitted is approved.

40.

Communications from Committees/Working Groups/Parties and Panels

40a

Referral from Audit & Standards Committee - 2015/16 Audited Annual Accounts pdf icon PDF 122 KB

Additional documents:

Decision:

RESOLVED that the 2015/16 Statement of Accounts is approved.

Minutes:

The Cabinet received a report from the Audit & Standards Committee

recommending that the 2015/16 Statement of Accounts is approved.

 

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

 

RESOLVED that the 2015/16 Statement of Accounts is approved.

40b

Referral from Audit & Standards Committee - Management Letter of Representation 2015/16 pdf icon PDF 71 KB

Additional documents:

Decision:

RESOLVED that Cabinet acknowledge the Management Letter of Representation 2015/16.

Minutes:

The Cabinet received a report from the Audit & Standards Committee

recommending that the Management Letter of Representation 2015/16 is acknowledged.

 

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

 

RESOLVED that Cabinet acknowledge the Management Letter of Representation 2015/16.

41.

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.

41a

Minutes of meeting Thursday, 7 July 2016 of Shareholder Sub Committee pdf icon PDF 29 KB

41b

Minutes of meeting Tuesday, 12 July 2016 of Housing Standards Board pdf icon PDF 148 KB

41c

Minutes of meeting Thursday, 21 July 2016 of Safety Committee pdf icon PDF 179 KB

42.

Matters of Urgent Business

To deal with any matters of an urgent nature.

Minutes:

None.

43.

Rainbow Services Pensions

Decision:

RESOLVED that:

 

The Council agrees to act as pensions Guarantor for Rainbow Services.

Minutes:

The Cabinet received a confidential report regarding Rainbow Services pension arrangements.

 

Proposed by Councillor Mike Danvers (seconded by Councillor Jon

Clempner) it was:

 

RESOLVED that the recommendation contained within the report is approved.