Agenda and decisions

Corporate Policy and Resources Committee - Monday, 11 July 2022 7.00 pm

Venue: Goddard Room, Council Offices, Knowle Green, Staines-upon-Thames TW18 1XB

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

Link: View this meeting live on YouTube

Items
No. Item

1.

Apologies and Substitutes

To receive apologies for absence and notification of substitutions.

2.

Minutes pdf icon PDF 227 KB

To confirm the minutes of the meeting held on 20 April 2022 as a correct record.

Additional documents:

3.

Disclosures of Interest

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

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.

5.

Ward Issues

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

6.

Shared Prosperity Fund pdf icon PDF 176 KB

This report sets out the work of the task group.

 

Appendices A and B are attached.  Appendix C will be provided as part of a verbal update from the chair of the task group.

Additional documents:

Decision:

The committee agreed:

 

1.    That the projects/proposals set out in Appendix B be included in the Investment Plan to be submitted to Department for Levelling Up, Housing and Communities.

 

2.    That due to the time constraints on this project, consultation should be utilise as many avenues as possible including social media, established lines of communication with community groups, the council’s website, etc.

 

3.    That any final amendments to the Investment Plan document, as a result of feedback from the MP or the consultation, be delegated to the Group Head for Regeneration and Growth in consultation with the chair and vice chair of Corporate Policy and Resources Committee.

7.

Surrey Delivery Board

To receive a verbal update.

Decision:

A verbal update on the work of the Surrey Delivery Board, and the proposed County Deal, was provided.

8.

Procurement of Waste and Street Cleansing Vehicles pdf icon PDF 285 KB

This report seeks authority to commence a procurement exercise for new waste and street cleansing vehicles following an assessment of the Council’s existing fleet.

Decision:

The Committee:

 

1.    Authorised the Group Head of Neighbourhood Services to go out to tender for the replacement of the seventeen leased vehicles listed at paragraph 3.4 of the officer’s report.

 

2.    Authorised the Group Head of Neighbourhood Services to go out to tender for the replacement of four purchased vehicles listed at paragraph 3.4 of the officer’s report.

 

3.    Agree that the lease of the workshop at the White House Depot is incorporated into the maintenance agreement for the vehicles to reduce lease costs.

9.

Disabled Facilities Grant Policy pdf icon PDF 226 KB

This report seeks to gain approval for a new policy for the implementation of disabled facility grants (DFG) and expenditure of the Better Care Fund on aids and adaptations for disabled residents.

Additional documents:

Decision:

The committee agreed the Disabled facility Grant (DFG) and Better Care Funding Policy for disabled residents.

10.

Procedures for dealing with applications to extend Council owned assets or develop on Council land pdf icon PDF 121 KB

To create a task group to discuss a modification to the Community Letting Policy.

 

Appendix B to 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

Additional documents:

Decision:

The committee:

 

1.    Established a task group, as set out in the report, consisting of Councillors Attewell, Boughtflower, Nichols, Sexton and either the chair or vice-chair of the Economic Development Committee.

 

2.    Agreed that Officers were not to pursue such applications until the Committee had approved a strategy.

11.

Update for the Estimated Capital Programme 2022/23 to 2025/26 pdf icon PDF 216 KB

This report updates the Council approved Estimated Capital Programme for 2022/23 to 2025/26 to reflect the approved capital projects which were expected to complete by 31 March 2022, but did not, and those that were expected to complete after 1 April and were finalised by 31 March 2022.

Additional documents:

Decision:

The committee is agreed the amendments to the estimated Capital Programme for the projects mentioned in the officer’s report, resulting in a decrease to the estimated Capital Programme of £184,147.

12.

Treasury Management Outturn report pdf icon PDF 640 KB

This report covers treasury activity and the monitoring and control of associated risks.

Additional documents:

Decision:

The committee noted the treasury outturn position for 2021/22.

13.

Q4 Capital Monitoring Report pdf icon PDF 243 KB

This report updates on the performance of the Council’s capital projects against the approved budget, as at 31 March 2022.

Additional documents:

Decision:

The committee:

 

1.    Noted the current level of overspend on capital expenditure, for both the Council and the areas of responsibility for the Corporate Policy and Resources Committee, against its Capital Programme provision as at 31 March 2022.

 

2.    Requested that the Development Sub-Committee review the request to increase the budget associated with the Oast House project, prior to making a recommendation to Council.

14.

Q4 Revenue Monitoring Report pdf icon PDF 529 KB

This report provides a summary of the outturn position for the financial year 2021/22 as at 31 March 2022.

Additional documents:

Decision:

The committee noted the outturn for 2021/22 as at 31 March 2022 and:

 

1.    Agreed to set aside £2.490m for the properties sinking fund.

 

2.    Transferred £0.650m to the general fund

 

3.    Transferred a £0.603m surplus from retained business rates to the business rates equalisation reserve.

 

4.    Transferred £0.250m of the green initiatives fund to reserves.

15.

Draft Unaudited Accounts 2021/22 pdf icon PDF 227 KB

To note the draft unaudited financial statements.

Additional documents:

Decision:

The committee noted the report and the draft unaudited financial statements, based upon the Outturn Report for 2021/22, submitted and agreed earlier at this meeting.

16.

22/23 Budget Pressures Due To Inflation pdf icon PDF 241 KB

This report sets out various budgetary pressures that are due to the rate of inflation.

Additional documents:

Decision:

The committee approved the transfer of £362,000, as highlighted in paragraph 3.5 of the officer’s report, to an earmarked reserve to be used to support the funding of the cost of living crisis during 2022/23.

17.

23/24 Budget Setting Process pdf icon PDF 247 KB

This report sets out the issues and proposed timetable for the 2023/24 budget setting process, which includes streamlining the reporting process, by aligning all service plans to the current Corporate Plan and requesting that growth and savings bids are reflected in each cost centre’s service plan.

Decision:

Due to the time constraints on the meeting, this item was deferred to an informal meeting of the Corporate Policy and Resources Committee, with any formal recommendations (where applicable) to be considered at a future committee.

18.

Membership of the Collaborative Working Group pdf icon PDF 215 KB

This report requests that the membership of the Council’s Collaborative Working Group be reviewed, as requested at the last meeting of the Corporate Policy and Resources Committee (CPRC) on 20 April 2022.

Additional documents:

Decision:

Due to the time constraints on the meeting, this item was deferred to an informal meeting of the Corporate Policy and Resources Committee, with any formal recommendations (where applicable) to be considered at a future committee.

19.

LGA Corporate Peer Challenge pdf icon PDF 213 KB

This report provides the Committee with additional background information on the process and progress with preparations for the Corporate Peer Challenge.

Decision:

Due to the time constraints on the meeting, this item was deferred to an informal meeting of the Corporate Policy and Resources Committee, with any formal recommendations (where applicable) to be considered at a future committee.

20.

Recovery Action Plan pdf icon PDF 708 KB

To receive a verbal update on the Recovery Action Plan.

Decision:

Due to the time constraints on the meeting, this item was deferred to an informal meeting of the Corporate Policy and Resources Committee, with any formal recommendations (where applicable) to be considered at a future committee.

21.

Forward Plan

To consider the Forward Plan for committee business. There are currently no items scheduled for future committees.

Decision:

It was agreed that:

 

1.    A briefing on the Treasury Management Strategy be held for Corporate Policy and Resources Committee members.

2.    A further briefing on the proposals for the Oast House site be held for all councillors.

3.    A digital transformation working group be established, consisting of Councillors Beardsmore, Boughtflower and Nichols, with some proposed terms of reference considered at the Corporate Policy and Resources Committee on 10 October 2022.

4.    A ‘policy services’ working group be established, with the membership and terms of reference to be considered at the Corporate Policy and Resources Committee on 10 October 2022.

 

Due to the time constraints on the meeting, further consideration of this item was deferred to an informal meeting of the Corporate Policy and Resources Committee, with any formal recommendations (where applicable) to be considered at a future committee.

22.

Urgent Actions

To note those urgent actions which have been taken by the Chief Executive in consultation with the Leader since the last Corporate Policy and Resources meeting on 20 April 2022.

 

·         Lease variation - Kiddies Heaven, Unit 20 Elmsleigh Centre

·         Lease renewal – Argos Ltd, Unit 1-2 Friends Walk

·         Lease renewal - Roman Origin, Unit 32b Elmsleigh Centre