Meeting documents

CDC Executive
Tuesday, 10th July, 2001

2001.07.10 - Executive, Minutes

Publication

Date:

12 July 2001


	CHILTERN DISTRICT COUNCIL

	MINUTES of the Meeting of the EXECUTIVE

	held on 10 JULY 2001

PRESENT:

Councillor

D W Phillips

- Leader

Councillor

J A Banham

N L Brown

T Dodd

Mrs M A Hamilton

J F Warder



	IN ATTENDANCE: Councillors Ms J E Bramwell and Mrs V Head


	25. MINUTES

	The Minutes of the Executive held on 6 June 2001, copies of which had been circulated, were signed by the Chairman as a correct record.


	26. ANNUAL FINANCIAL STRATEGY REVIEW

	a) Council Objectives and Financial Policy

	The Executive had before it a detailed report which was indicated as being within the Budgetary framework and contained a key decision within the Forward Plan. It was noted that it would not be implemented immediately but would be used to determine targets for the revised revenue budget.

	The Director of Corporate Services advised that the purpose of the Annual Financial Strategy Review was to examine and forecast the Council's financial position. It formed the beginning of the financial budgetary reports to be considered by the Executive in the forthcoming year. Attention was drawn to the Council's overall objectives for the next few years which were being translated into a Community Plan to be published shortly. The purpose of the Council's financial policies was to ensure that appropriate financial resources were available to support the Council's objectives. The key financial policies for both capital and revenue were outlined in the officer's report.

Councillor Banham supported the sound financial policies as outlined but emphasised the heavy expenditure which was anticipated and the need to maintain capital and revenue balances. Councillor Phillips acknowledged the need to approve the financial policies as set out but indicated that if the Council had changes imposed upon it by the Government, these policies would need to be re-assessed.

RESOLVED –

1.	That the Council's key financial policies as set out in paragraph 1.4 of the officer's report be approved.

2.	That the policies be used in setting the Council's financial framework for the period 2001/2002 to 2005/2006.

b) Financial Developments

The Director of Corporate Services outlined the financial developments likely to affect local authority finance. He explained the situation with regard to capital finance; revenue grant distribution and a comprehensive spending review and drew particular attention to:-

This Council does not need a capital allocation as it is debt-free.

A revenue grant distribution white paper would be published in October concerning the promotion of public service agreements.

Notification that the DLTR was likely to change existing policies on concessionary fares to reduce the age at which men were able to claim such fares from 65 to 60. The possible high cost to the Council was explained with an indication that this policy might be implemented without additional grant being made to the Council. The policy could be introduced by April 2003 at the latest.

RESOLVED –

That the developments in local government finance be noted and a further report be made when the white paper is published.

c) Capital Finance Strategy

The officer's report outlined the development of the Council's capital programme for the four year period 2001/2002 to 2005/2006. The Executive was reminded that it was the Council's policy that capital balances should not fall below £11 million. The projected capital spending through to March 2006 would, if all capital programme projects were carried out, mean that very slightly under £11 million would be left at that date.

Although it was anticipated that not all capital expenditure projects would be carried out, it would be necessary for the September Executive meeting to give the capital programme careful consideration.

RECOMMENDED –

That in principle the overall non housing capital expenditure be set at £4 million in the period 2001/2002 to 2005/2006.

And

RESOLVED –

1.	That the detailed capital projects be examined with a view to determining priorities and timing (phasing).

2.	That this examination includes the current approved programme, the projects on the provisional list and any further project considered a priority.

d) Revenue Finance Strategy

The Director of Corporate Services drew attention to the factors of known changes to the Revenue Finance Strategy including:-

¨	The pay award of 3.5% as against 2.5% allowed in the budget – adding £50,000 to the budget.

¨	The indexing on refuse/recycling contracts being greater than budgeted for – an extra £80,000.

¨	Income from summons/warrants being below estimates by £36,000.

¨	The new pest control contract showing savings of £6,000.

¨	Rental income for property being £30,000 more than estimated.


	Although the above factors would increase the 2001/2002 net revenue budget by £130,000, it was not thought that the Executive would need to recommend a supplementary estimate at this stage. Attention was drawn to the situation arising from the tri-annual evaluation of the superannuation fund which could result in further pressures on revenue expenditure.

	Attention was drawn to the reduction in interest income arising from the fall in interest rates. It was indicated that there was no assumption made that there would be revenue savings from best value.

	One of the tasks which the Council would be undertaking was to reformat budgets between the various portfolios and to set targets for each of these.

	RESOLVED –

	That the developments in the Council's revenue expenditure, the use of interest and the future of Government grant be noted.

	And

RECOMMENDED –

That the revenue forecast, assumptions and implications contained in the officer's report be approved.



	27. FORWARD PLAN

	Attached as an appendix to the officer's report was the proposed Forward Plan for August-November 2001. The Chief Executive drew attention to the fact that the plan would need to be published in the middle of July. Members were asked to indicate any amendments which they wished to make. Two minor amendments were indicated.

	RESOLVED –

	1. That the Forward Plan for August-November 2001 be approved.

	2. That the officers be granted delegated authority to add items to the Forward Plan.


	28. EXECUTIVE – CURRENT ISSUES

	a) Community Plan

	It was noted that following consideration at the last Council meeting, work was progressing on a consultation exercise involving all Members of the Council. A discussion paper was being prepared and the consultation period would be focussed on the autumn.

	Councillor Dodd advised that the Scrutiny Committee would be supporting the consultation on the Community Plan possibly by inviting key outside organisations to participate. The matter was noted.

	b) Drinking on Streets and in Public Places

	The Chief Executive advised that a number of Members had raised this issue. Amersham Town Council had expressed acute concern over the problems at the King George V Playing Fields. The matter was likely to be assisted by the introduction of CCTV which the Police had recently agreed could be introduced.

	The Executive requested a report reviewing options in respect of bye-laws or the Criminal Justice and Police Act 2001.

	c) Prestwood Leisure Centre

	Members were advised that discussions were continuing with the Prestwood Sports Leisure Association and Sport England and decisions were now required on funding matters and the lease. Members were asked to consider whether this proposal should be moved into the "committed" section of the budget.
	RESOLVED –

	That the Prestwood Leisure Centre funding be moved into the committed section of the budget.


	d) Abandoned Cars

	By reference to a paper prepared by the Thames Valley Partnership concerning "Abandoned Vehicles; Speeding Up the Process", a copy of which was appended to the officer's report, the Chief Executive outlined the problems with regard to disposing of abandoned cars. Members indicated that they felt that the speed of removal must be this Council's primary concern and that the Police should be asked to co-operate to secure this objective.

	Discussion took place on whether this Council should consider a policy of picking up abandoned vehicles from home as well as on open land and on highway verges. It was felt that the views of the Fire Services and the Council's contractors, Messrs Onyx, were needed to the input into any future report. In addition, a protocol with the Police would be required.

	RESOLVED –

	That the officers be asked to report further on this matter including comments upon the various points raised during discussion.

	e) Water Meadow Car Park

It was noted that pre planning application discussions had commenced with a view to a planning application being made at the end of the month. The matter was noted.

f) Tree Preservation Orders

Members were reminded of the concern expressed at the perceived inadequate coverage and speed in processing Tree Preservation Orders.

RESOLVED –

That this matter be referred to Scrutiny Committee for consideration and report.

g) Special Constables and Volunteer Support for the Police

The Chief Executive advised that Thames Valley Police were currently pursuing two initiatives which it was thought would assist with policing in the area. These were:-

¨	Special Constables – to be put on a more professional footing with some payment, increased training and support and more regular hours.

¨	Volunteer workers to assist with releasing Police resources for front line work. Volunteers to assist in such matters as IT support, front office and administration.

The Council's role in the matter would be by publicity in the Chiltern Chronicle and possibly by some financial assistance. It was agreed that the officers would discuss this matter with the new Area Commander, Superintendent John Donlon.

h) E-Government

Members were reminded of the requirement for the Council to consider its approach to E.Government and its impact across the Community Plan. Further work was required to develop the vision, identify transactions and to indicate the scope and action planning on this matter.

The Director of Corporate Services advised that the Government had indicated that local authorities were required to prepare to be on line with the majority of services by 2005. This requirement had financial implications and the Government had indicated recently that it may consider making grants to local authorities. In order to secure finance, it would be necessary for the Council's Integrated Electronic Government Statement to be prepared by 31 July this year.

RESOLVED –

That the officers, in consultation with Councillor Banham, be granted delegated authority to agree the statement in time for it to be submitted by 31 July.

29. GRANT AID SCHEME REVIEW

It was noted that this matter was a key decision and was contained within the Forward Plan.

Members were reminded that the Policy and Finance Committee had identified the grant aid scheme as one requiring review during 2001/2002. The report before the Executive outlined the current practices and indicated the research with other councils and the benchmark club which had been undertaken.

The key objectives of the scheme were outlined and the suggestion that the grant aid policy should further the key objectives of the Community Plan was accepted.

The previous separate grant aid funds covering sports, community, arts, meals for elderly, environment and one-off grants were noted together with the suggestion that one grant aid fund should be operated to incorporate all the various types of grants. The result of such a policy would mean that the advisory bodies whose recommendations had in the past generally been accepted, would play a role in a proposed new forum for communication rather than making direct recommendations.

Recognition was given to the need for this Council to monitor the effectiveness of the grants which had been made and to require the recipients to report back after the grant had been taken up and used.

The suggestion in the officers' report was for grant applications to be considered by the Executive five times per year. During discussion, Members felt that this number of meetings was too frequent and that a lesser number of reports, possibly three, would be more effective.

The Director of Planning and the Environment reminded the Executive that no grants had been made so far this year pending this report.

RESOLVED –

1.	That agreement be given to establishing a forum for developing good practice, discussion and communication with the local voluntary sector chaired by the portfolio holder for Community First.

2.	That grant aid criteria are directly linked to the Community Plan, providing opportunities for small awards, service level agreements, project or one-off funding and pump priming (innovation) funding.

3.	That the general grant aid funds are managed as a single budget with applicants requesting either revenue or one-off grants made on one single application form.

4.	That applicants be requested to provide information about consultation with outside professional bodies in respect of their funding applications and to show what other support they receive when making applications.

5. That all monitoring and evaluation linking directly to criteria be undertaken.

6.	That all grant aid, with the exception of those organisations subject to service level agreements, should be time limited to making an application for a normal maximum of three years in succession.

7.	That applications be invited at any time during the financial year to be considered by the Executive three times a year.

8.	That the grant aid scheme be promoted throughout the District and application forms, information and criteria be available on-line with the sum of £1,000 from the Community Development budget being allocated for this purpose.

9. That the current officer delegations for grants awards of £250 remain.

10. That the current practice of offering loans instead of or as well as a grant be discontinued.

	30. CONTAMINATED LAND REPORT

	The report of the officers provided information on the progress on the new duties imposed on local authorities in respect of contaminated land. It identified the likely implications and recommended the approval of the draft contaminated land strategy for consultation purposes. The matter outlined was a key decision and was contained within the Forward Plan.

RECOMMENDED –

That the report be noted and the consultation draft of the contaminated land strategy be accepted for consultation purposes.

That, subject to no substantive comments being received, the strategy be adopted and submitted to the appropriate Government department.

That a fee for the response to requests regarding the existence of potential/actual contaminated sites in the District be made on the basis of £75 per hour with a minimum charge of £50.


	And

	RESOLVED –

	That the Director of Planning and the Environment, in consultation with the portfolio holder for Environmental Management, be authorised to make any minor changes to the strategy arising from comments made by consultees.


	31. ANNUAL HOUSING REPORTS

	The Executive considered the annual housing needs report and review and the private sector housing renewal report. The annual housing needs report review was a key decision and the private sector housing renewal report was an annual update becoming a key decision because some changes to policy were required.

	In response to Members' questions, the officers outlined the "notional increase in rent following the works being undertaken."

	RESOLVED –

	That the draft of the Chiltern District Council annual housing needs report and review be approved.

	And

RECOMMENDED –

That the finalised Chiltern District Council annual housing needs report and review be agreed by the Director of Planning and the Environment in consultation with the portfolio holder for Good Health and Housing before submission to the Government Office for the South East.

That the annual private housing report be noted.

That approval be given to limiting Home Repair Assistance approvals, per dwelling, to a maximum of £5,000 per year and that no more than £10,000 may be approved in respect of a dwelling in any three year period.

That the renovation grant conditions be amended to require that the rent levels be fixed by agreement with the landlord for the period of the grant conditions.



	32. ANNUAL FOOD REVIEW

	The Executive had before it the Annual Food Review. It was noted that this matter was outside the Policy framework. The purpose of the report was to seek approval to proposed revisions to the Food Policy; to seek approval for the Food Service Business Plan; to present the Annual Report for Food Safety for 2000/2001 including food hygiene inspections, complaints, legislation changes and other food activities and to confirm targets for the current year. The matter was a key decision and referred to in the Forward Plan.

	Members were advised of the further guidance from the Foods Standard Agency and the revised code of practice which required the sampling policy to be amended. Information on monitoring of water quality, particularly at high risk facilities, was outlined.

	A detailed outline of the Annual Report 2000/2001 was made. Members commented upon the achievement of inspecting 99% of food hygiene inspections against the target of 95%.

RECOMMENDED -

That the amendments to the policy in respect of authorisation and sampling as highlighted in the officer's report be agreed.

That the content of the officer's report be noted.

That the target for completion of 100% of high risk food premises inspections and 95% of other food premises inspections due in 2001/2002 be re-confirmed and the other priorities outlined in the officer's report be noted.

That the food service business plan 2001/2002 be approved.

33. FINANCIAL RESULTS 2000/2001

The Director of Corporate Services advised that the accounts for 2000/2001 had now been closed subject to external audit. The Council's auditors would report the results of their audit to the December meeting of the Executive.

Information on the revenue results of 2000/2001, the collection fund and the consolidated balance sheet were given. There were no specific matters to which the Executive's attention were drawn and the general position was felt to be satisfactory.

RESOLVED –

That the revenue financial results for 2000/2001, the collection fund and the consolidated balance sheet position as at 31 March 2001 be noted.

34. REPAIRS AND RENEWALS FUND – 2000/2001 OUTTURN

Members had before them an appendix outlining the repairs and renewals fund outturn figures. The figures were still subject to audit by the Council's external auditors. Four schemes were to be carried forward into the current financial year.

RESOLVED –

1. That the repairs and renewals fund outturn for 2000/2001 be noted.

2.	That agreement be given to carry forward the budget provisions 2000/2001 as detailed in the report.

35. HOUSING BENEFIT – DISCRETIONARY HOUSING PAYMENTS

The report advised that under the housing and council tax benefits schemes, the Council had a discretion to make additional payments of benefit in cases of exceptional circumstances or exceptional hardship. The discretion had been exercised by the Director of Corporate Services in the first instance with appeal to the Benefits Review Board.

The Members were reminded that the existing arrangements for exceptional circumstances and exceptional hardship had been ended.

A new scheme of discretionary housing payments had now been introduced which was not subject to appeal to the new Appeals Tribunal and arrangements had to be made for any such cases to be reviewed.

RESOLVED -

1.	That the new arrangements be noted and the Director of Corporate Services be authorised to determine claims for discretionary housing payments with any contentious cases being referred to the Executive for review.

2. That the Council's Constitution be amended accordingly.

36. DELEGATIONS – REVISED SCHEME FOR HEALTH AND HOUSING

The new Council Constitution included an adopted scheme of delegations to officers. This scheme did not included revised delegations in relation to the Head of Health and Housing which were now before the Executive for consideration. Members noted that the revised delegations indicated whether the function was in respect of that exercised by the Council or by the Executive. The Executive had the power to authorise delegations under its respective functions but the Council delegations would need to receive full Council approval.


	RESOLVED –

	That approval be given to the revised delegations to the Head of Health and Housing insofar as it relates to the delegation of an Executive function. Such revised delegations to be effective from 1 August 2001.

	And

RECOMMENDED –

That approval be given to the revised delegations to the Head of Health and Housing insofar as it relates to the delegation of a Council function, such revised delegation to be effective from 1 August 2001.

That part 8, section B of the Council's Constitution be amended accordingly.

37. COMMUNITY SAFETY INITIATIVES – ADDITIONAL FUNDING

The officer's report asked Members to consider making potential bids for two additional sources of funding available to Crime and Disorder Reduction Partnerships for the next three years. The proposal was a key decision affecting the whole District and was included in the Forward Plan.

Members were advised that the Government Office for the South East had indicated two additional sources of funding available for Crime and Disorder Reduction Partnerships for the next three years. Chiltern CDRP was being offered £80,100 per year for an initiative entitled "Communities against Drugs". A further sum of £25,858 was being offered to strengthen the work of the partnership.

It was suggested that a substantial amount of the funds on offer could be pooled within the Chiltern Vale Police area to support a specialist anti-drug police team.

In response to questions, Members were assured that the remainder of the funding would be used to increase awareness of drugs where appropriate, including supporting Youth Council initiatives on drug awareness. Members also expressed the wish that tangible evidence of the effectiveness of this policy should be given.

The partnership development funding was to assist in developing skills and competency of community safety staff. The increase in the work content of crime and disorder within the Council was recognised.

RESOLVED –

1.	That approval be given to the "pooled resource" approach with the condition that appropriate periodic reports, every six months, should be provided by the Chiltern Vale Drug Team to indicate progress and achievements.

2.	That it be noted that an application for funding has been sought for an additional officer on a three year contract basis to assist in taking forward the District's Crime and Disorder Strategy and community safety work in general.

3.	That the details of the application be delegated to the officers in consultation with the Community First portfolio holder who has responsibility for community safety.

4.	That, depending on the outcome of the bid, a report be submitted to a future meeting of the Personnel Committee.

38. A413 AYLESBURY ROAD, GREAT MISSENDEN – ACCIDENT REMEDIAL SCHEME

The officers reported on a consultation which had been received from Buckinghamshire County Council on a proposed accident remedial scheme at the A413 junction Aylesbury Road, Great Missenden. The scheme involved installation of lighting columns, an extension of road hatching and replacement of road signs.

Members felt that a more radical solution to this dangerous junction should be undertaken including the possibility that the junction should be closed either wholly or on entry from the A413. The Council's officers felt that the County Council scheme could be improved by adjusting the junction's layout to improve visibility.

RECOMMENDED –

That the following comments be submitted to Buckinghamshire County Council:-

(a) that consideration be given to closing the junction; or

(b) allowing egress only on to the A413 from Aylesbury Road; or

(c) adjusting the junction's layout to improve the visibility for traffic on Aylesbury Road to see approaching traffic on the A413.

That Buckinghamshire County Council be advised that this Council is not happy with the installation of further lighting columns on the grounds that it is intrusive in such a Green Belt location and it has not proved to be satisfactory at a similar junction adjoining the Chiltern Hospital.

39.	DEFINITIVE MAP MODIFICATION ORDER – PUBLIC FOOTPATH, HAWRIDGE COURT, CHOLESBURY-CUM-ST LEONARDS

Buckinghamshire County Council had resolved to make a definitive map modification order to add the footpath from Hawridge Court to its junction with public footpath number 31 Cholesbury-cum-St Leonards to the definitive map as a public footpath. The background to the application was given.

RESOLVED -

That the proposal be supported.

40.	DEFINITIVE MAP MODIFICATION ORDER – PUBLIC FOOTPATH CHANTRY WOOD, CHALFONT ST PETER

The Executive was advised that notice had been received from Buckinghamshire County Council that it had resolved to make a definitive map modification order to add a path through Chantry Wood as a public footpath. Comment from the District Council Member for Austenwood was reported and a Member of the Executive also reported on his personal knowledge of the site.

RESOLVED –

That the proposal be supported.

41. JOINT MEETING – CHILTERN AVENUE AND SYCAMORE ROAD, AMERSHAM

The notes of a joint meeting held on 12 June 2001 between officers and Members of Buckinghamshire County Council and this Council was reported and noted.

42. SELECTED LIST OF TENDERERS FOR THE SUPPLY OF GIS

The Executive was requested to agree a select list of tenderers for the supply of a geographic information system. Based on the criteria which had been put forward for the supply of the system, nine tenderers were found suitable. The Constitution indicated that a maximum of eight tenderers were required.

RESOLVED –

That the nine companies listed in the officer's report be invited to submit a tender for the supply of a geographic information system.

43. COMMON LAND AT PUERS GREEN, CHALFONT ST GILES – CHALFONT ST GILES PARISH COUNCIL

The Executive was requested to consider an application from Chalfont St Giles Parish Council for a contribution of up to £500 towards the costs of seeking independent advice on the status of a strip of registered land at Puers Green, Chalfont St Giles which it currently maintained.

The history of this matter was outlined and Members were reminded that a sum of £1,000 had been contributed towards the County Council's costs of taking legal action against the person encroaching on the registered common. The litigation had been discontinued following advice from an expert engaged by the County Council that the land was highway waste rather than common land. The Parish Council now wished to take a second opinion on this advice and had requested the Council to make a contribution. The County Council had already agreed to contribute towards further research and advice.

RESOLVED –

That a contribution of up to £500 be made towards the costs of undertaking further research and obtaining further advice in relation to the status of the strip of registered common at Puers Green, Chalfont St Giles, provided that the costs of such research and advice are borne equally between Buckinghamshire County Council, this Council and Chalfont St Giles Parish Council.

2.	That the Parish Council be informed that the financial assistance facility should not be interpreted as support in any way for any further legislation on this matter.

44. SCRUTINY COMMITTEE – SUBJECTS FOR CONSIDERATION

The Leader of the Executive indicated matters which he felt would make suitable subjects for the Scrutiny Committee to consider. These were:-

¨	Tree Preservation Orders

¨	Review of the Council's asset at the London Road Depot

¨	Community Plan consultation

This matter was noted.

45. EXCLUSION OF THE PUBLIC

RESOLVED -

That under section 100(A)(4) of the Local Government Act 1972, the public be excluded from the meeting for the following items of business on the grounds that they involve the likely disclosure of exempt information as defined in Part I of Schedule 12A of the Act.

Note: The relevant paragraph numbers from Part I of Schedule 12A are indicated at the end of the Minute headings.

46. RAANS PLAYING FIELDS, RAANS ROAD, AMERSHAM (Paragraphs 8 and 9)

The Executive was advised that Buckinghamshire County Council had written to ask whether this Council would be interested in purchasing 2.25 hectares of the former Raans School playing field, Raans Road, Amersham. The playing fields had been declared surplus by the County Council's Education Committee.

Information on the planning situation was indicated, including consideration of the first local plan enquiry into the Chiltern Local Plan in 1991.

The disadvantages of acquiring the site including maintenance and repairs was outlined and information on the possible attitude of the Sport England was given.

RESOLVED –

1.	That the County Council be advised that this Council expresses an interest in the purchase of the Raans playing fields and that discussions with the County Council regarding terms be undertaken.

2.	That consultation take place with the Sports Council to ascertain whether that body would object to the loss of playing fields.

3.	That following the discussions indicated in 1 and 2 above and the satisfactory outcome of those discussions, the matter be referred to the Council for decision.

47. CHESHAM TOWN CENTRE (Paragraph 9)

The finalisation of fees and details of the Town Centre Redevelopment were given. The matter had last been considered by Policy and Finance Committee in October 1998 (Minute 95 refers).

The Council's solicitors had written indicating that a number of matters still required to be resolved and these were matters which could be undertaken by the Council's in house legal team. Provision for payment of legal fees and for some outstanding legal work would still be required.

RESOLVED –

That provision of £20,000 be made from the existing funds held on account for payment of solicitor's fees and any residual work.

48.	DISCRETIONARY RATE RELIEF – CHILTERN HUNDREDS HOUSING ASSOCIATION

(Paragraph 7)

An application on behalf of the Chiltern Hundreds Housing Association in respect of premises at White Hill Chesham and Hundreds House Amersham were reported.

RESOLVED –

That in view of the fact that the premises are used for administrative purposes, not specifically for the direct benefit of the community, no discretionary rate relief be awarded.

49. COUNCIL TAX AND NON DOMESTIC RATES – ARREARS FOR WRITE OFF (Paragraph 7)

Consideration was given to a case where debts were irrecoverable.

RESOLVED –

That approval be given to write off the debts indicated below:

Mr L B R Davies, 24 Kings Road, Chalfont St Giles period 1.4.96 to 31.3.99 - £2,058.59 bankruptcy.

50. NEXT MEETING

Noted that two Members of the Executive would be on holiday on 7 August which was the next scheduled meeting. Following discussion, it was agreed to adhere to this date.

The Meeting ended at 2.40 pm

Meeting documents

CDC ExecutiveTuesday, 10th July, 2001

CDC Executive
Tuesday, 10th July, 2001