Agenda and decisions

Corporate Policy and Resources Committee - Monday, 29 November 2021 7.00 pm

Venue: Council Offices, Knowle Green, Staines-upon-Thames

Contact: Gary Lelliott  Email: g.lelliott@spelthorne.gov.uk

Items
No. Item

1.

Apologies and Substitutes

To receive apologies for absence and notification of substitutions.

Decision:

Councillor A Brar gave apologies for absence.

 

Councillor V Siva was participating in the meeting remotely and did not vote on any matter.

2.

Minutes pdf icon PDF 403 KB

To confirm the minutes of the meetings held on 4 October 2021 and 19 October 2021 as a correct record.

Additional documents:

Decision:

The minutes of the meetings held on 4 October 2021 and 19 October 2021 were agreed as a correct record.

3.

Disclosures of Interest

To receive any disclosures of interest from councillors in accordance with the Council’s Code of Conduct for members.

Decision:

Agenda item 5 – Knowle Green Estates Ltd

 

Councillor S Buttar declared that he was a member of the Knowle Green Estates Ltd board of directors.

 

Agenda item 16 – Staines Library Hub and Museum

 

Councillor S Mooney declared that she was a councillor at Staines County Council.

4.

Questions from members of the Public

The Chair, or his nominee, to answer any questions raised by members of the public in accordance with Standing Order 40.

 

At the time of publication of this agenda no questions had been received.

Decision:

There were none.

5.

Ward Issues

To consider any issues raised by ward councillors in accordance with Standing Order 34.2

 

At the time of publication of this agenda no ward issues had been received.

Decision:

There were none.

6.

Knowle Green Estates KGE

Directors of KGE will be present during the consideration of these items.

Decision:

.

6a

Knowle Green Estates Annual Report pdf icon PDF 5 MB

To review the annual report of Knowle Green Estate Ltd.

Decision:

The annual report was noted.

6b

Tenancy Strategy pdf icon PDF 130 KB

To consider the recommendations from the Community Wellbeing and Housing Committee on 28 September 2021.

 

The report and appendices, as considered by the Community Wellbeing and Housing Committee are attached.

 

Also attached is a report on the affordability of possible decisions around the Open Market Rent percentage, as considered by the Board of Knowle Green Estates Ltd.

Additional documents:

Decision:

The committee agreed that the existing tenancy strategy should remain in effect.

7.

Capital monitoring (Qtr. 2 July-Sept) pdf icon PDF 233 KB

The capital monitoring report covers the cumulative actual expenditure to date, against the cumulative council approved capital programme budget and compares this against the latest forecast outturn from officers.

Additional documents:

Decision:

The committee noted the current level of overspend (£1,286k) on capital expenditure against its Capital Programme provision as at 30 September 2021.

8.

Revenue monitoring (Qtr. 1 April-June) pdf icon PDF 321 KB

This report provides a summary of the forecast outturn position for the financial year 2021-22 as at 30 September 2021.

Additional documents:

Decision:

The Committee:

 

·         Noted the current level of underspend on revenue expenditure against its Revenue Budget provision as at 30 September 2021.

·         Recommended to Council that it approve a supplementary estimate of £200k to the Spelthorne Borough Council pay award for 2021/22, subject to an enhanced pay increase being proposed for the lowest paid staff (i.e. weighted towards the lowest paid staff).

9.

Outline Budget 2022-2023 pdf icon PDF 287 KB

To review the outline budget for 2022-2023 and the Medium Term Financial Strategy.

Additional documents:

Decision:

The Committee:

 

·         Recommended to Council that the base budget for 2022-23 take into account an additional 1% pay award for 2021-22, in accordance with its resolution on the revenue monitoring report at agenda item 7.

·         Recommended to Council that it apply the maximum empty property council tax premia for properties which were empty for a) up to 2 years, b) 5 to 10 years and c) more than 10 years.

·         Recommended to Council that it seek to protect its council tax base over the four-year outline budget period by increasing council tax by the maximum allowed by the Government limits, whilst seeking to find savings and efficiencies to close its budget gaps.

·         Supported the range of measures set out in the proposed Medium Term Financial Strategy (MTFS).

10.

Determination of the 2022/23 Council Tax base for tax setting pdf icon PDF 124 KB

To agree the Council Tax Base for 2022/23.

Additional documents:

Decision:

The Committee:

 

·         Recommended to Council that the gross Council Tax Base for 2022/23 be determined at 40,867 (2021/22: 40,223) after taking account of the Council’s agreed Council Tax Support Scheme

·         Recommended to Council that the net Council Tax Base for 2022/23 calculated as Band D equivalents, be determined at 39,233 (2021/22: 39,016) after adjustment by 3% to allow for; irrecoverable amounts, appeals and property base changes.

11.

Treasury Management Strategy - mid-year report pdf icon PDF 621 KB

To receive an update on the Council’s treasury management activities.

Additional documents:

Decision:

The committee noted the treasury position achieved during the first six months of 2021/22.

 

The Deputy Chief Accountant was asked to explore whether it was possible to identify sustainability measures/scores for funds with the Council’s treasury management advisers.

12.

Procurement of Fire Alarms Systems and Emergency Lighting Installations Maintenance Services - Residential and Municipal Properties pdf icon PDF 244 KB

To agree the procurement process for fire alarm systems maintenance services (for Planned and Responsive Maintenance) with a contract commencement date of 1 April 2022.

Decision:

The Committee:

 

·         Approved the procurement process for the letting of contract(s) for maintenance services of fire alarm systems and emergency lighting installations in the Council’s municipal and residential properties, subject to the tendering exercise enabling companies to bid to provide services in lots (such as separate services for municipal and residential properties).

·         Agreed a contract commencement date of 1 April 2022 for an initial contract term of three years, with the option to extend annually for further two 12-month periods, at the Council’s sole discretion, taking into account contractor performance on the contract(s).

·         Delegated the appointment of contractor(s) to the Group Head of Regeneration and Growth in consultation with the Chair and Vice Chair of the Corporate Policy and Resources Committee.

·         Authorised the Head of Corporate Governance to enter into any legal documentation necessary to implement the new contract(s).

13.

Corporate Plan 2021-2023 pdf icon PDF 230 KB

To review the proposed Corporate Plan and make a recommendation to Council on 9 December 2021.

Additional documents:

Decision:

The committee recommended that Council adopt the Corporate Plan for 2021-23.

14.

Oast House/Kingston Road Car Park and Health and Wellbeing Centre

This item has been withdrawn from the agenda.

Decision:

This item was withdrawn from the agenda.

15.

Exclusion of Public and Press (Exempt Business)

To move the exclusion of the public and press for the specified agenda items, in view of the likely disclosure of exempt information within the meaning of Part 1 of Schedule 12A to the Local Government Act 1972, as amended by the Local Government (Access to Information) Act 1985 and by the Local Government (Access to information) (Variation) Order 2006.

Decision:

It was proposed by Councillor Sexton, Seconded by Councillor Boughtflower, and resolved that the public and press be excluded during consideration of this item, in accordance with paragraph 3 of Schedule 12A of the Local Government Act 1972 (as amended) because it was likely to disclose Information relating to the financial or business affairs of any particular person (including the authority holding that information) and in all the circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information.

 

The reasons for this were:

 

Agenda item 15 – Staines Library Hub and Museum

 

Disclosure to the public would prejudice the financial position of the authority in being able to undertake even-handed negotiations and finalising acceptable contract terms.

 

Agenda item 16 – 5th Floor, Communications House, Staines

 

Disclosure to the public would prejudice the financial position of the authority in any lease, contract or other type of negotiation with the tenant, who could then know the position of the Council.

16.

EXEMPT ITEM - Staines Library Hub and Museum

The report contains exempt information within the meaning of Part 1 of Schedule 12A to the Local Government Act 1972, as amended by the Local Government (Access to Information) Act 1985 and by the Local Government (Access to information) (Variation) Order 2006 Paragraph 3 – Information relating to the financial or business affairs of any particular person (including the authority holding that information) and in all the circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information because, disclosure to the public would prejudice the financial position of the authority in being able to undertake even-handed negotiations and finalising acceptable contract terms.

Decision:

The recommendation in the officer’s report was agreed.

17.

EXEMPT ITEM - 5th Floor, Communications House, Staines

This report contains exempt information within the meaning of Part 1 of Schedule 12A to the Local Government Act 1972, as amended by the Local Government (Access to Information) Act 1985 and by the Local Government (Access to information) (Variation) Order 2006 Paragraph 3 – Information relating to the financial or business affairs of any particular person (including the authority holding that information) and in all the circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information because, disclosure to the public would prejudice the financial position of the authority in any lease, contract or other type of negotiation with the tenant, who could then know the position of the Council.

Decision:

The recommendation in the officer’s report was agreed.

18.

Ashford Multi-Storey Car Park

This item has been withdrawn from the agenda.

Decision:

This item was withdrawn from the agenda.

19.

Opportunities for collaborative working pdf icon PDF 323 KB

To agree the structure of future discussions around joint working with other councils.

 

Please note that appendices 2 and 3 of this report are exempt.

Additional documents:

Decision:

The Committee:

 

·         Noted the progress made to date on discussions with other local authorities on opportunities for collaborative/joint working arrangements.

·         Agreed to the formation of a Councillor/Officer Working Group.

·         Agreed the Terms of Reference for this Working Group

·         Appointed Councillors Beardsmore, Boughtflower, Nichols and Sexton to the working group.

20.

Verbal update on the Corporate Recovery Plan

To receive a verbal update on the Corporate Recovery Plan, following service committee reviews.

Decision:

The verbal update was noted.

21.

Forward Plan pdf icon PDF 58 KB

To consider the Forward Plan for committee business.

Decision:

The forward plan of committee business was agreed.

22.

Additional Corporate Policy and Resources Committee

To agree an additional date for a meeting of the Corporate Policy and Resources Committee.  The following dates are currently available:

 

·         Monday 17 January 2022 at 7.00pm

·         Wednesday 19 January 2022 at 7.00pm

·         Thursday 20 January 2022 at 7.00pm

Decision:

The Committee agreed that an additional meeting be held on Wednesday 19 January 2021 at 7.00pm.

23.

Urgent Actions pdf icon PDF 101 KB

To note those urgent actions which have been taken by the Chief Executive in consultation with the Leader since the agenda was published for the ordinary Corporate Policy and Resources meeting on 4 October 2021.

Decision:

The urgent actions were noted.

24.

Urgent business

To consider any business deemed as urgent by the chair.

Decision:

There was no urgent business.