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 11 JANUARY 2007
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- 67 - Additional Item at Meeting,
- 68 - Substitutes,
- 69 - Declaration of Interests,
- 70 - Minutes,
- 71 - Petitions,
- 72 - Questions from Members,
- 73 - Issues arising from Overview and Scrutiny Committees,
- 74 - Recommendations and Reports from Committees,
- 75 - Recommendations and Reports from Committees,
- 76 - Recommendation and Reports from Task Groups/Panels,
- 77 - Workplan,
- 78 - Council Housing - Revenue Budget and Capital Programme,
- 79 - General Fund Budget and Council Tax,
- 80 - Pension Fund,
- 81 - Exemptions to Contract Procedure Rules,
- 82 - Rural Rate Relief,
- 83 - Capital Programme - Non-committee Schemes,
- 84 - Exclusion of the Public (which Term includes the Press),
- 85 - Procurement of Open Space Services (Exempt information by virtue of Paragraph 3 of Part 1),
- 86 - Cyclical Council House Painting (Exempt information by virtue of Paragraph 3 of Part 1),
- 87 - Procurement of Joint Refuse Collection Contract (Exempt information by virtue of Paragraph 3 of Part 1),
- 88 - Legal Proceedings (Exempt information by virtue of Paragraphs 1, 3 and 5 of Part 1).
PRESENT: Mr N A Ridley – Chairman
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Mrs E F Bates
Mr M P Booth
Mr P Jones
Dr M R Miller |
Mr C M Spence
Mr R W Thake
Mr H N Todd
Mrs S M Wigglesworth |
Ms J A Jenkins attended in order to present the recommendations of the Overview and Scrutiny (Stewardship) Committee referred to in Minute No. 75 (a) below, and also the joint meeting of the Overview and Scrutiny Committees referred to in Minute No. 79 below.
The Local Government (Access to Information) Act 1985 provides that an item of business may not be considered by a Committee unless it is included on an Agenda. The Act does, however, make provision for an exception to this general rule to be made where by reason of special circumstances the Chairman of the meeting is of the opinion that the item should be considered at the meeting as a matter of urgency.
The Chairman advised that a situation had arisen where it has become necessary for the Committee to consider a confidential item not included on the Agenda (Procurement of Joint Refuse Contract) and that he was satisfied that there are good reasons for dealing with this matter at this meeting as a matter of urgency.
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It was noted that in accordance with Council Procedure Rule No. 5, substitutes were in attendance as follows:-
Mr R W Thake (substituting for Mr N A Bennett)
Mrs E F Bates (substituting for Mr D J Read)
Mr P Jones (substituting for Mr L H Young)
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Mr C M Spence declared a personal interest in respect of the item referred to in Minute No. 78 below by virtue of his mother being a tenant in Sheltered Housing Accommodation.
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70 MINUTES
RESOLVED
That the Minutes of the meeting held on 16 November 2006 be confirmed and signed as a correct record.
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None received.
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None received.
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None received.
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None received.
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(a) Capital Programme Monitoring (Overview and Scrutiny (Stewardship) Committee Minute No. 54)
Ms J A Jenkins, Chairman of the Overview and Scrutiny (Stewardship) Committee presented the recommendations of that Committee.
RESOLVED
That the cost increases on the two contracts highlighted in paragraph 4.9 of Paper F129 be approved.
(b) Budget 2007/08 (Joint Overview and Scrutiny Minute No. 5)
It was noted that the recommendations contained within the Minute referred to above are to be considered in respect of Minute No. 79 below.
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(a) 2007/08 Draft Corporate Plan
Mr N A Ridley, as Chairman of the Corporate Plan Working Group, presented a report (Paper F143) outlining a draft Corporate Plan for 2007/08 (attached as Appendix to the report).
Further work is necessary for its completion prior to being considered again by the Strategy Committee for recommendation onto Full Council on 26 February 2006. The Committee were asked to review the plan, especially the Priority Action Plans, and noted that the Working Group will consider any amendments, additions or deletions deemed necessary.
During the course of discussion of this item, a number of minor amendments to the text to the draft Corporate Plan were discussed and agreed including the following:-
· re-ordering of the priorities;
· more emphasis on encouraging employment;
· an addition to the Values section stating that the new Council may review the Constitution and model of governance.
RESOLVED
That, subject to the Head of Corporate Services being authorised to amend the Corporate Plan to reflect the amendments discussed at the meeting as referred to above, the Corporate Plan and the key actions as outlined in the Appendix to Paper F143 be updated prior to further consideration by the Corporate Plan Working Group and the Strategy Committee and Council.
(b) LAMP Phase 2
Prior to consideration of this item it was agreed that, due to the large sum of money involved in the project, any decision taken by Strategy Committee should be a recommendation to Council.
Dr M R Miller, from the e-Government Steering Group, presented this item and referred to Paper F144 which outlined the background to the Local Authority Modernisation Programme (LAMP) which is a national initiative designed to improve the management of land and property information, particularly with respect to providing automatic responses to land charge searches.
It was noted that the first phase of LAMP had been undertaken, and this identifies the steps that are needed to be taken to improve our systems and the underlying information. It also identifies the cost and savings associated with the system changes that should be put in place.
RECOMMENDED TO COUNCIL
That, subject to budgetary provision being made, the Council’s land and property systems are upgraded as identified in Paper F144.
(c) Transfer of land adjacent to 84 Kingsland, Shotley for affordable housing
Mrs S M Wigglesworth, Chairman of the Housing Panel, presented a report (Paper F145) seeking approval for the disposal of Council owned land adjacent to No. 84 Kingsland, Shotley to Suffolk Housing Society for the delivery of two 2-bedroom bungalows.
RESOLVED
That the Head of Contract and Asset Management be authorised, in conjunction with the Head of Community Development, to sell the land as shown on the plan attached to Paper F145, adjacent to 84 Kingsland, Shotley to Suffolk Housing Society at a discount of up to 100% for the delivery of affordable housing.
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The Head of Corporate Services submitted a report (Paper F146) on items identified for future meetings of the Strategy Committee.
RESOLVED
That the Workplan set out in Paper F146 be noted.
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The Head of Finance submitted a report (Paper F154) on the revenue budget and capital programme for Council housing. It was noted that the average rent increase for 2006/07 will again be capped at 5% which is in line with the Government’s rent restructuring requirements.
It was noted that the figure in Appendix 3 – page 3 – line 90 of -£3,500 should be amended to -£43,500 and that less would have to be taken from reserves as a result.
RESOLVED
That the draft Council Housing Revenue Budget for 2007/08 and the revised budget for 2006/07 as set out in Appendix A to Paper F154, the charges for services for 2007/08 as set out in Appendix B to Paper F154, and the draft Council Housing 3-Year Capital Programme as set out in Appendix C to Paper F154 be approved for consultation with the Housing Panel and Tenants Forum and for consideration by the Overview and Scrutiny Committees prior to final consideration by this Committee on 8 February 2007 which would make final recommendations to the Council on 26 February 2007.
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Ms J A Jenkins, as Chairman of the Joint Overview and Scrutiny Committees, introduced this item and informed the Committee how the Members had arrived at their recommendations.
The Head of Finance submitted a report (Paper F147) asking the Committee to consider the draft General Fund Budget and level of Council Tax for 2006/07.
RESOLVED
That the draft budget attached to Paper F147, and the proposed use of General Fund Reserves set out in the table in paragraph 4.18 be approved for consideration by the Overview and Scrutiny Committees prior to returning for final consideration by this Committee on 8 February 2007 which would make recommendations to the Council meeting on 26 February 2007.
Note: Mr M P Booth, Dr M R Miller and Mr R W Thake did not vote on this item and requested that this be recorded in the Minutes.
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The Head of Finance submitted a report (Paper F148) advising that the latest assessment of the position on the Pension Fund, as at 30 September 2006, and that the estimated deficit had reduced since the previous assessment as a result of investment experience and employer contributions but that, after allowance is made for increased longevity and other factors, there could be a potential increase in the future service contribution rate for the Council.
RESOLVED
That the Council continues with the level of Pension Fund contributions required under the Suffolk County Council’s current funding strategy statement until the triennial valuation by the Actuary as at the 31 March 2007 is completed.
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The Head of Corporate Services informed the Committee that, acting in accordance with Contracts Procedure Rule 2 and Schedule 1, the following contracts had been exempted from competitive tender on the grounds indicated:-
(a) Specialist Software – Kitchen Plans
Purchase of specialist software to enable kitchen plans prepared by our supplying partner, Moores Furniture Group, to be read and amended. This software is a proprietary system designed for Moores and competitive quotations cannot therefore be obtained.
(b) Kitchen Replacement Contract
Extend the kitchen replacement contract with Squirrels Building Contractors to include additional 23 installations at Sudbury. The contractors have indicated that they are prepared to carry out the installations at the same rate as the original contract for which they were the lowest tenderer.
(c) Bailiff Contract
Extension of Bailiff contract with Rundle and Company Limited for two years from 1 April 2007. The new contract will be at a value not greater than the original contract sum and therefore the time and cost in undertaking a tender exercise for no financial gain is considered unnecessary.
RESOLVED
That the position be noted.
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The Head of Customer Services submitted a report (Paper F151) advising of various issues relating to Rate Relief.
It was noted that the rural settlement list has been reviewed, that no changes are felt necessary, and that the areas defined for 2006/07 remain in force during 2007/08.
It was suggested that the Council’s rate relief policy is reviewed during 2007, and to facilitate the review, notice is given to certain categories of ratepayers, terminating any discretionary relief currently granted from 31 March 2008.
It was also noted that recent changes in the licensing laws have created inconsistencies in the applications of the Council’s current rate relief policy. Action was therefore required to regularise the situation in 2007/08 pending completion of a review on policy.
RESOLVED
(1) That the rural settlement list attached as Appendix A to Paper F151 be approved for use in 2007/08.
(2) That, with the exception of post offices, notice is given to all the other ratepayers currently receiving discretionary rate relief, terminating that assistance from 31 March 2008.
(3) That discretionary rate relief is awarded to the six public houses listed in Appendix B to Paper F151 up until 31 March 2008.
(4) That the Overview and Scrutiny (Stewardship) Committee be requested to complete a review of the Council’s rate relief policy during 2007.
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The Head of Contract and Asset Management submitted a report (Paper F149) requesting approval to implement schemes within the Council’s Capital Programme that are ready to proceed.
RESOLVED
That expenditure from the Council Housing Revenue Account be approved to carry out the proposed works detailed in paragraph 3.1 of Paper F149.
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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 each item.
The Committee was also satisfied that the public interest in maintaining the exemption outweighed the public interest in disclosing the information.
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The meeting was adjourned for lunch at 12.55 p.m. and resumed at 1.35 p.m. when the following Members were present:-
Mr N A Ridley – Chairman
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Mrs E F Bates
Mr M P Booth
Dr M R Miller
Mr C M Spence |
Mr R W Thake
Mr H N Todd
Mrs S M Wigglesworth |
The Head of Contract and Asset Management submitted a report (Paper F150) requesting approval to appoint a specialist consultant to facilitate the procurement of the Open Space Services Contract.
RESOLVED
That Contracts Procedure Rules 3, 4, 5 and 6 be waived to allow specialist consultants, White Young Green, to be appointed without the need for obtaining competitive tenders, to facilitate the procurement of Babergh’s Open Space Services for street cleansing, grounds maintenance, pest control and maintenance of public conveniences.
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The Head of Contract and Asset Management submitted a report (Paper F153) requesting approval to appoint contractors to carry out the proposed 2007/08 External Painting Programme for Council Housing Stock.
RESOLVED
That approval be given to the appointment of contractors as detailed in Paper F153.
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The Head of Contract and Asset Management submitted a report (Paper F156) advising that when the Committee considered this matter in November 2006, the Committee resolved:-
“That approval be given to the appointment of a joint contractor in partnership with Mid Suffolk District Council for a period of 14 years (with a review option at 7 years and ability to extend for a further 7 years) in accordance with the Conditions of Contract”.
Further negotiations have been ongoing between Babergh and Mid Suffolk District Councils and the contractors. It has become evident that an additional discount on this contract could be made by making one amendment to the contractual terms.
RESOLVED
That Resolution (1) of Minute 66 of the Strategy Committee held on 16 November 2006 be amended to:-
That approval be given to the appointment of a joint contractor in partnership with Mid Suffolk District Council for a period of 14 years (with the ability to extend for a further 7 years) in accordance with the Conditions of Contract.
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The Minute relating to the above-mentioned item is excluded from the public record. The summarised 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 Solicitor to the Council submitted a report (Paper F152) advising that legal proceedings have been issued against the Council.
Members accepted the recommendations of the Solicitor to the Council as set out in Paper F152 to agree settlement of the claim and also that the cost be met from reserves.
Note: The meeting adjourned between 11.20 a.m. and 11.35 a.m. for refreshments.
The business of the meeting was concluded at 2.12 p.m.
Chairman
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