Agenda and minutes

The Chairman will read the following announcement:

“I would like to remind everyone present that this meeting will be recorded for subsequent repeated viewing on the Internet and copies of the recording could be made available for those that request it.

By being present at this meeting it is likely that the recording cameras will capture your image and this will result in the possibility that your image will become part of the broadcast.

You should be aware that this may infringe your human and data protection rights. If you have any concerns please speak to the webcasting officer.

Please could I also remind members to put on their microphones before speaking by pressing the button on the microphone unit”

The Chairman reminded everyone present that the meeting would be broadcast live to the Internet, and that the Council had adopted a protocol for the webcasting of its meetings.

(Assistant to the Chief Executive) To declare interests in any item on this agenda.

Pursuant to the Council’s Code of Member Conduct, Councillor R Bassett declared a personal interest in agenda item 7 Detailed Directorate Budgets 2012/13 as a trustee of community transport. The Councillor had determined that his interest was not prejudicial and would remain in the meeting for the consideration of the issue.

To confirm the minutes of the last meeting of the Committee held on  21 November 2011 (previously circulated).

RESOLVED:

(1)        That the minutes of the meeting held on 21 November 2011 be taken as read and signed by the Chairman as a correct record.

Section 100B(4)(b) of the Local Government Act 1972, together with paragraphs 6 and 25 of the Council Procedure Rules contained in the Constitution require that the permission of the Chairman be obtained, after prior notice to the Chief Executive, before urgent business not specified in the agenda (including a supplementary agenda of which the statutory period of notice has been given) may be transacted.

In accordance with Operational Standing Order 6 (non-executive bodies), any item raised by a non-member shall require the support of a member of the Committee concerned and the Chairman of that Committee. Two weeks’ notice of non-urgent items is required.

It was noted that there was no other urgent business for consideration by the Cabinet Committee.

(Director of Finance & ICT) To consider the attached report (FPM-023-2011/12).

The Assistant to the Chief Executive in his capacity of delegated Registration Officer introduced a report on review of the Electoral Registration service and associated costs.

The Assistant to the Chief Executive reported that the comparative information that he had been awaiting from Electoral Commission had still not been made available. The report sets out the legal requirements, service operations, cost analysis, performance (based on 2008/09 returns) and future issues to considered.

It was noted that the Council now met all the Electoral Commission’s national performance indicators for electoral registration. The Council’s annual canvass return rate for 2011 was 97% and suggested limited scope for performance improvement without significant investment in resources.

The issue of Individual Voter Registration would involve a number of changes and additional cost and a possible drop in the registration rates because of the effect of personal choice. Alternative methods of registration for example internet, phone and SMS required a cost/benefit analysis to be undertaken to establish whether they would reduce or add further costs.

The Cabinet Committee felt that the costs for Electoral registration service should be reconsidered when more information on Individual Voter Registration became available from the Government.

RESOLVED:

(1)               That the report be noted; and

(2)               That a further report on Individual Voter Registration be made and the cost can be properly quantified.

(Director of Finance & ICT) To consider the attached report (FPM-022-2011/12).

The Assistant Director (Accountancy) presented the draft General Fund and Housing Revenue Account (HRA) Budgets for the financial year 2012/13. The budgets had been presented on a directorate by directorate basis with accompanying notes where significant changes have occurred. They were presented to the Cabinet Committee to consider and make recommendations prior to the budget being formerly set during February 2012.

(a)   Office of the Chief Executive

The Assistant to the Chief Executive reported that the original estimate for 2011/12 had been expenditure of £3.061 million, with a probable outturn of £2.788million. The current draft estimate for 2012/13 was £2.939million, which represented a saving of £122,000 due to an overall reduction in recharges to this budget for central overheads. No Continuing Services Budget (CSB) growth had been identified for 2011/12 or 2012/13, but CSB savings related to Audit consultants fees of £24,000 in 2011/12 and £13,000 in 2012/13, General Directorate savings of £12,000 in 2011/12, and £3,000 for LG information unit subscription and £3,000 for general Members savings on courses and conferences. The District Development Fund (DDF) item had been included for the Police and Crime Commissioner elections for £148,000, but full re-imbursement of the costs was expected from the Government.

The position for the individual cost centres within the Office of the Chief Executive, in comparison to 2011/12, was as follows;

·         Corporate Activities              £76,000 reduction in expenditure;

·         Elections                               £17,000 increase in expenditure;

·         Member Activities                 £29,000 reduction in expenditure;

·         Voluntary Sector Support     £42,000 reduction in expenditure;

·         Other Activities                     £8,000 increase in expenditure; and

·         Support Services                  £37,000 reduction in expenditure.

The Cabinet Member for Environment queried the additional costs relating to Citizens Advice Bureaux (CAB) and the additional costs of the support provided by the Policy Unit. The Assistant to the Chief Executive advised that he would reply with further details in writing.

(b)   Corporate Support Services

The Director of Corporate Support services reported that the original estimate for 2011/12 had been net income of £1.711million, with a probable outturn 2011/12 net income of £1.593 million, and the Original estimate for 2012/13 was net income of £1.727 million representing a movement of net additional income of £16,000,  mainly due to a reduction of £79,000, in building maintenance on the Civic Offices which was offset by a loss of MOT income of £65,000 and additional NNDR on Offices and Depots of £36,000, and additional rental income of £32,000 from Industrial Estates.

The CSB items identified related mainly to the items mentioned above.

The position for the individual costs centres within the Directorate, in comparison to 2011/12, was as follows;

·         Land and Property                           £3,000 reduction in net income; 

·         Other Activities                                 £28,000 reduction in expenditure;

·         Regulatory Services                        £9,000 increase in expenditure;

·         Legal and Admin Services               £28,000 increase in expenditure;

·         Accommodation Services               £37,000 reduction in expenditure; and

·         Other Support Services                   £42,000 increase in expenditure.

The Portfolio Holder for Support Services advised that he would be monitoring the situation at Langston Road with regards to the loss of MOT’s and that the capital expenditure that had  ...  view the full minutes text for item 36.

(Director of Finance & ICT) To consider the attached report (FPM-021-2011/12). (Report to follow)

The Director of Finance & ICT presented a report detailing the proposed Council Budget for 2012/13, which enabled the Council’s policy on the level of reserves to be maintained throughout the period of the Medium Term Financial Strategy. The budget was based on the assumption that Council Tax would be frozen and that average Housing Revenue Account rents would increase by 6% in 2012/13.

The Director advised that the Financial Issues Paper (FIP) was prepared against the background of cuts in public expenditure, ongoing difficulties within the economy and highlighted the uncertainties associated with Local Government Resource Review, New Homes Bonus, Localisation of Council Tax Benefit, Self-Financing for the Housing Revenue Account, possible Double-Dip Recession, Development Opportunities, Capitalisation of Pension Deficit Payments and Shared Services.

Members had anticipated using £171,000 from the general fund reserves. It was felt that, given the strength of the Council’s overall financial position, it was able to sustain a deficit budget to support the local economy and that net spending could be managed down over the medium term.

The revised four year forecast presented with the FIP took into account all the additional costs known at that point and highlighted the structural reform to local authority finances due to the local retention of business rates and the Government’s programme of welfare reforms. This projection showed a need to achieve savings of £300,000 on the 2012/13 estimates, £600,000 in 2013/14 and £500,000 in 2014/15 to keep revenue balances above the target level at the end of 2015/16.

The ceiling for CSB net expenditure was no more than £14.88million including net growth/savings, the ceiling for DDF net expenditure was no more than £0.763millon and the District Council Tax to be frozen. The figures did not include the Council Tax freeze grant for 2011/12 as this was initially thought to be a one-off. It had now been confirmed that the 2011/12 freeze grant would be consolidated with the Formula Grant and paid throughout the current CSR period and causes the Formula Grant figures to be re-stated as £7.59million for 2011/12 and £6.656million for 2012/13. To be prudent, the MTFS has been adjusted to allow for reductions of 3% in 2013/14 and 7% in 2014/15.

In addition to the detailed figures for 2011/12 and 2012/13, headline control totals for local authority funding were given for 2013/14 and 2014/15. These control totals show further reductions of approximately 1% in 2013/14 and 5% in 2014/15. 

The Government would be pressing ahead with the abolition of Council Tax Benefit (CTB) to save 10%, £490million on the national cost of CTB by localising it from 2013/14. It would be for each local authority to determine their scheme of CTB but they would be only receiving 90% of the current cost.

 A number of opportunities are being evaluated, both within the framework of the “West Essex Alliance” and the wider community of locals authorities. The need for shared working and joint solutions would increase in 2012/13, particularly with the changes to CTB and NNDR.

The  ...  view the full minutes text for item 37.

(Director of Finance & ICT) To consider the attached report (FPM-024-2011/12).

The Acting Chief Executive presented a report upon the review of the Key Performance Indicators adopted for 2011/12 and their retention or deletion for 2011/12.

The Acting Chief Executive reminded the Cabinet Committee that, under the Local Government Act 1999, the Council was required to make arrangements to secure continuous improvement in the way in which its functions and services are exercised, with regard to economy, efficiency  and effectiveness. As part of the duty to secure continuous improvement, a range of Key Performance Indicators (KPI) relevant to the Council’s services and key objectives were adopted each year..

The Acting Chief Executive reported that five KPIs were under review for deletion in favour of alternative monitoring and reporting mechanism and one KPI to be revised.   

RESOLVED:

(1)        That the Council’s performance for the first six months of 2011/12, in relation to the quarterly monitored Key Performance Indicators adopted for the year, be noted;

(2)        That the Committee consider the following recommendations of the Finance and Performance Management Scrutiny Panel:

(a)              that the following Key Performance Indicators previously adopted for 2011/12, be deleted:

(i) KPI 02 - Visits to  the Council’s website;

(ii) KPI 03 - The quality of the Council’s website;

(iii) KPI 57 - Preparation of Local Development Scheme;

(iv) KPI 58 - CO2 Reduction; and

(v) KPI 59 - Fuel Poverty;

(b)              That, pursuant to the deletion of KPI 02 (Visits to  the Council’s website), the Director of Finance and ICT and the Acting Chief Executive bring forward proposals for a replacement website visits indicator once the Council’s new website has been rolled-out, and the authority has determined its approach to meeting the requirements of the European Union Cookies Directive;

(c)              That the target for KPI 04 (Satisfaction with the Council’s website) for 2011/12 be revised to 70%;

(d)              That, pursuant to the deletion of  KPI 58 (CO2 Reduction), the Director of Planning and Economic Development submit an annual report on the Council’s progress in securing a reduction in its carbon emissions, to the Safer, Cleaner, Greener Scrutiny Panel; and

(3)       That,  pursuant to the deletion of  KPI 59 (Fuel Poverty), the Director of Planning and Economic Development submit a report on proposals for a new approach to assessing and addressing levels of fuel poverty in the district, to the Safer, Cleaner, Greener Scrutiny Panel.

Reasons for Decision:

The adoption of the KPIs is agreed by the Committee each year. The monitoring of performance against the KPIs provides an opportunity for the Council to focus specific attention on how areas for improvement are being addressed, opportunities exploited and better outcomes delivered.

KPIs are used as performance measures to asses progress against the Council’s annual key objectives. It is important that relevant performance management processes are in place to review and monitor performance against the key objectives, to ensure their continued achievability and relevance, and to identify proposals for appropriate corrective action in areas of slippage or under performance.

Other Options Considered and Rejected:

The Committee could  ...  view the full minutes text for item 38.

Exclusion: To consider whether, under Section 100(A)(4) of the Local Government Act 1972, the public and press should be excluded from the meeting for the items of business set out below on grounds that they will involve the likely disclosure of exempt information as defined in the following paragraph(s) of Part 1 of Schedule 12A of the Act (as amended) or are confidential under Section 100(A)(2):

The Local Government (Access to Information) (Variation) Order 2006, which came into effect on 1 March 2006, requires the Council to consider whether maintaining the exemption listed above outweighs the potential public interest in disclosing the information. Any member who considers that this test should be applied to any currently exempted matter on this agenda should contact the proper officer at least 24 hours prior to the meeting.

Confidential Items Commencement: Paragraph 9 of the Council Procedure Rules contained in the Constitution require:

(1)        All business of the Council requiring to be transacted in the presence of the press and public to be completed by 10.00 p.m. at the latest.

(2)        At the time appointed under (1) above, the Chairman shall permit the completion of debate on any item still under consideration, and at his or her discretion, any other remaining business whereupon the Council shall proceed to exclude the public and press.

(3)        Any public business remaining to be dealt with shall be deferred until after the completion of the private part of the meeting, including items submitted for report rather than decision.

Background Papers:  Paragraph 8 of the Access to Information Procedure Rules of the Constitution define background papers as being documents relating to the subject matter of the report which in the Proper Officer's opinion:

(a)            disclose any facts or matters on which the report or an important part of the report is based;  and

(b)        have been relied on to a material extent in preparing the report and does not include published works or those which disclose exempt or confidential information (as defined in Rule 10) and in respect of executive reports, the advice of any political advisor.

Inspection of background papers may be arranged by contacting the officer responsible for the item.

The Sub-committee noted that there were no items of business on the agenda that necessitated the exclusion of the public and press from the meeting.