BABERGH DISTRICT COUNCIL
STRATEGY COMMITTEE
MINUTES OF A MEETING OF THE STRATEGY COMMITTEE HELD IN THE COUNCIL CHAMBER, COUNCIL OFFICES, CORKS LANE, HADLEIGH ON THURSDAY, 7 JULY 2011
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- 18 - Declaration of Interests,
- 19 - Minutes,
- 20 - Petitions,
- 21 - Questions from Members,
- 22 - Issues arising from Overview and Scrutiny Committees,
- 23 - Work Plan,
- 24 - Gypsy and Traveller Accommodation Working Group,
- 25 - The Babergh District Council (Off Street Parking Places) Order 2008 Amendment No. 3 Order 2011,
- 26 - Capital Programme - Hadleigh Pool Major Refurbishment,
- 27 - Financial Outturn 2010/11,
- 28 - Exclusion of the Public (Which Term Includes the Press),
- 29 - VAT Appeal (Exempt information by virtue of Paragraphs 3 and 5 of Part 1),
- 30 - Contracting Arrangements for Very Sheltered Housing Services (Exempt information by virtue of Paragraph 3 of Part 1),
PRESENT: Ms J A Jenkins – Chairman
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Mr A C Bavington
Mr N A Bennett
Mrs S Carpendale
Mr A J Hinton |
Mrs A K Pollard
Mr N A Ridley
Mrs S M Wigglesworth
Mr L H Young |
Mrs J Antill was unable to be present.
Mrs A K Pollard subsequently declared an interest in the item referred to in Minute No.30 below by virtue of her being a member of Suffolk County Council but indicated that her interest was such that she was able to speak and vote on the matter.
RESOLVED
That the Minutes of the meetings held on 2 and 20 June 2011 be confirmed and signed as correct records.
None received.
None received.
None received.
The Director of Corporate Services reported that an updated work plan is being prepared as a result of the changes to the timetable approved by Council at its meeting on 27 June 2011.
RESOLVED
That the position be noted.
The Director of Corporate Services reported that a Gypsy and Traveller Accommodation Working Group was established in 2009 and the Committee were requested to appoint two Members of Strategy Committee to serve on the Group.
RESOLVED
That Mr A J Hinton and Mrs S M Wigglesworth be appointed to serve on the Gypsy and Traveller Accommodation Working Group for the remainder of the term of office.
The Head of Contract and Asset Management submitted a report (Paper L39) requesting approval to three amendments to the Babergh District Council (Off Street Parking Places) Order 2008 following:
(a) The Council’s decision to increase the amount of the Charge Notice and
(b) A review of the operation of long stay car parking charges in Sudbury and Hadleigh by the Overview and Scrutiny (Community Services) Committee.
It was noted that the Head of Contract and Asset Management is monitoring the impact of on-street parking with Suffolk County Council and Suffolk Police, and if necessary would submit a report back to Committee in due course. Regular financial monitoring is undertaken by the Strategic and Financial Planning Task Group relating to car parking matters.
RESOLVED
(1) That, in exercise of its power under Section 35 of the Road Traffic Regulations Act 1984, the Council makes a draft Order (as shown in the appendix to Paper L39), and that it be referred for formal consultation with Suffolk County Council (as the Highway Authority) and Suffolk Police, and any other person or body required to be consulted.
(2) That upon completion of the consultations referred to in (1) above, and providing that no material objections have been received and the Highway Authority gives its consent in accordance with Section 39 of the Road Traffic Regulations Act 1984, proposals to make The Babergh District Council (Off Street Parking Places) Order 2008, Amendment No.3 Order 2011 be published in accordance with statutory procedures.
(3) That the Solicitor to the Council be authorised to determine the date for the Order to come into effect following completion of the consultation procedures referred to in (1) above.
The Head of Contract and Asset Management submitted a report (Paper L40) seeking approval to the final budget requirement for the Hadleigh Pool major refurbishment project.
It was noted that the approved budget for the contract had been £502,600 but that the final outturn is now estimated at £537,500 an increase of £34,900. The additional costs were due to:
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Increased cost of removal of asbestos on contaminated ground
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Increased cost of replacement air handling equipment
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Increased cost of control systems
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Additional preliminaries and overheads following 6 week extension of contract
Provisions for the increased budget requirement had been made from 2010/11 General Fund, apart from £1,700, as outlined in paragraph 3.2 of Paper L40.
RESOLVED
(1) That the revised overall project cost of £537,500 for the Hadleigh Pool major refurbishment project be noted.
(2) That the transfer of funds within the General Fund for the Hadleigh Pool project as detailed in paragraph 3.2 of Paper L40 be noted.
The Director of Finance submitted a report (Paper L41) advising Members on the likely financial outturn for 2010/11 compared to the approved budget.
Other key financial information was noted as follows:-
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General Fund – After allowing for proposed budget carry forwards, and subject to the final review of the Statement of Accounts, net expenditure is expected to be approximately £0.2m lower than the revised budget
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Council Housing – Broadly in line with the revised budget, with the surplus for the year being around £0.2m, which is £0.1m more than anticipated
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Capital Investment – Nearly £5.4m spent, which was 87% of the revised budget.
The Director of Finance also referred to an update to the report, following the final review of the year end position, which had been circulated to Members prior to the meeting, outlining revised figures contained in paragraph 8.5 of Paper L41.
RESOLVED
(1) That the likely financial outturn for 2010/11 and the new arrangements for approving the Statement of Accounts be noted.
(2) That the proposed Budget carry forwards as set out in revised Section 8.5, 8.7 and Appendix A of Paper L41 be approved.
(3) That the proposed change in the use of earmarked reserves for integration costs and ‘Invest to Save’ initiatives, as outlined in section 8.11 of Paper L41 be approved.
RESOLVED
That pursuant to Part 1 of Schedule 12A of the Local Government Act 1972, the public be excluded from the meeting for the business specified below on the grounds that if the public were present during these items, it is likely that there would be the disclosure to them of exempt information as indicated against the items.
The Committee was also satisfied that the public interest in maintaining the exemption outweighed the public interest in disclosing the information.
The Minute relating to the above mentioned item is excluded from the public record. A summary of the Minute made by the Proper Officer in accordance with sub-section 2 of Section 100(c) of the Local Government Act 1972 is set out below.
The Acting Head of Legal Services and the Director of Finance submitted a joint report (Paper L42) relating to an appeal which the Council has lodged against the HM Revenue and Customs to recover VAT paid by the Council between 1996 and 2002 on car parking penalty charges.
Members concurred with the view that the Council pursue its appeal to recover VAT paid on parking charges.
The Head of Community Development submitted a report (Paper L43) requesting authority to enter into contract negotiations with Orwell Housing Association which are necessary to continue the effective delivery of services to tenants within two of the Council’s Very Sheltered Schemes, William Wood House in Sudbury and Sydney Brown Court in Hadleigh.
RESOLVED
(1) That Officers be authorised to negotiate and enter into an interim housing management contract for an appropriate period, with Orwell Housing Association, for the Council’s Very Sheltered Housing Schemes upon terms to be agreed with the Head of Contract and Asset Management and the Director of Finance.
(2) That Procurement and Contracts Procedure Rule 3.3 be disapplied so that a formal tender procedure shall not be required to award the contract referred to in (1) above.
(3) That Officers be authorised to commence a formal tender exercise to appoint a suitably qualified provider to manage Very Sheltered Housing services on behalf of the Council once the interim contract referred to in (1) above has expired and that the matter be referred back to Committee for consideration.
The business of the meeting was concluded at 11.25 a.m.
Chairman
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