Agenda and minutes

1.    Disclosable Pecuniary Interests

2.    Other Interests

Councillor Ashton declared an ‘other’ interest in agenda item 15, ‘Contract Award – Supply and Installation of Windows and Doors Council Housing – Fixed Term Contract’ (reason: in conflict with Casey Group)

Councillor Barrow declared an ‘other’ interest in agenda item 15, ‘Contract Award – Supply and Installation of Windows and Doors Council Housing – Fixed Term Contract’ (reason: chairs a Quarry Liaison Committee with operators of Arden Quarry being a division of Casey Group) and remained and spoke on the item but did not vote.

RESOLVED:

That the minutes of the meeting held on 30 September 2019 be approved as a correct record.

The Committee considered the Council’s updated Medium Term Financial Plan (MTFP), which presented the Council’s priorities in the context of the likely resources available, providing a financial context to future decision making.

The updated financial assumptions were set out in paragraph 3.4 of the report and it was noted that an overall contribution to reserves of £841,690 over the life of the plan was forecast.  The improved position was due to assumptions around new homes bonus and business rates income.  A number of risks were set out in the report including the potential impact of the Government’s fair funding and spending review and the 75% business rates retention system.  The assumption in the MTFP around a council tax increase of 2% over the life of the plan and housing rents increasing by CPI +1% was also noted.

The Housing Revenue Account Capital Programme had been re-profiled and the capital projections include a carry forward from 2018/19 and an acceleration to the kitchen replacement scheme.

With reference to the Asset Management Plan, it was suggested that the Asset Management Working Group be re-established to scrutinise the matters set out in the report including the Asset Management Strategy.

Regarding the Glossop Halls project, members were advised that phase I of the project was due for completion shortly.

It was suggested that spend of right to buy receipts needed to be a high priority, to which members were advised that an action plan  was being developed with it being clarified that the receipts had to be used to add to the existing housing stock, with a maximum of 30% being provided by the council, with the remaining 70% being funded by a third party.

Reference was made to work being undertaken across Derbyshire around the on-going maintenance of disabled adaptations once they had been installed, the results of which were expected to be part of the budget setting process.

RESOLVED:

That the Executive be requested to approve the Medium Term Financial Plan as attached at appendix A to the report.

The Committee considered the Council’s overall performance and financial position for the period ended 30 September (“2^nd Quarter 2019/20”).

The provisional outturn on the General Fund is a projected surplus of £252,870.  There are three significant overspends namely, property, electoral services and regeneration, the details of which were set out in the report.  It was noted that the efficiency target for the year had already been exceeded with £900,000 savings achieved to date.

In response to a query regarding procurement, it was confirmed that the new Procurement Strategy would be presented to members by April 2020.  Reference was made to the Empty Homes Review, with the view expressed that any follow up correspondence should be reviewed to ensure it was fit for purpose.

Regarding performance, reference was made to the residual waste tonnage estimates which have been challenged with the County Council.  The time taken to process change of circumstances forms was also queried, with members being advised that other techniques of processing the forms were being investigated, including automation.

RESOLVED:

That the Second Quarter 2019/20 financial, procurement and performance position detailed in Appendices A, B and C and summarised at paragraph 3.3 of the covering report be noted.

The Committee considered an update on the progress made in developing a new performance framework for 2019 – 2023 and the plans for communicating and engaging with stakeholders on the Council’s corporate plan priorities.

RESOLVED:

That the content of the report, including the proposal for a Performance Framework Sub-Committee in the New Year, be noted.

The Committee considered the options around replacing and upgrading the pay and display machines across the Council’s income producing car parks.

The project was in two phases; phase 1 being the replacement of the machines to enable contactless pay, and the second was looking at the option of paying by phone, which would also involve work with the civil enforcement officers. 

Members were supportive of the proposals, but did express some concern regarding signal coverage in the Hope Valley in particular.  Members were advised that there were different options available, and testing would be undertaken with the manufacturers before significant changes were made in these areas. 

It was commented that clearer information / signs was required around the details of the residents parking scheme, and that a wider communications scheme around the changes would be required.

RESOVLED:

That the Executive be requested to approve:

·         The plans to renew all 31 of the pay and display parking machines in the Council’s off street car parks in the next financial year 2020/21;

·         That pay and display machines will have both coin and card payment options and will remove the need for customers to input their car registration details;

·         A capital budget of circa £150,000 - £170,000 for the project;

·         Authority to agree the contractual position with the procured supplier regarding the purchase, installation and on-going maintenance of the machines be delegated to the Executive Director of Transformation and Chief Finance Officer;

·         Authority to agree changes to additional connected contracts to facilitate the implementation of the machines be delegated to the Executive Director of Transformation and Chief Finance Officer.

The Executive Councillors (Finance and Corporate Services) apologised on behalf of the Courts Services for their lack of attendance at this meeting.

RESOLVED:

That the Select Committees Work Programmes be noted.

To resolve that the press and public be excluded from the meeting during consideration of the following items of business as there may be disclosure of exempt information as defined in Part I of Schedule 12A of the Local Government Act 1972

RESOLVED:

That the public and press be excluded from the meeting during consideration of the following item of business as there may be disclosure of exempt information as set out in Part I of Schedule 12A of the Local Government Act 1972

RESOLVED:

That the exempt minutes of the meeting held on 30 September 2019 be approved as a correct record.

The Committee considered proposed alterations to the lease and support for the Buxton Crescent Heritage Trust and made recommendations to the Executive.

The Committee considered the outcome of a procurement exercise for Queens Court roofing requirements and made recommendations to the Executive.

The Committee considered the outcome of a procurement process for the supply and installation of windows, doors and glazing to HRA properties and made recommendations to the Executive.