Meeting documents

WDC Policy & Resources Committee
Monday, 30th November, 1998

Policy & Resources Committee, Minutes 30 nov 1998

POLICY AND RESOURCES COMMITTEE 

 

Minutes of the meeting of the Committee held on

 

30 November 1998

 

PRESENT

 

Cllr S R Billingham (in the Chair)

 

Cllr Mrs F W Alexander

Cllr Mrs E M Barratt MBE JP

Cllr C D Bates

Cllr Mrs L M Clarke

Cllr D J Coe

Cllr A D Collingwood

Cllr E H Collins

Cllr R B Colomb

Cllr Mrs J E Gabbitas

Cllr P J Herschel

 

Cllr B T A Holland

Cllr B T A Holland

Cllr R W Jennings

Cllr Mrs C C Martens

Cllr R J Nagle

Cllr C B Oliver*

Cllr M B Oram

Cllr Mrs P Priestley

Cllr J W Preston

Cllr R C Pushman

 

*  Standing Deputies

 

(An apology for absence was received from Cllr Mrs V A Letheren)

 

Cllr Mrs F G Bettison, Cllr A Gielgud, Cllr A R Mountford by invitation of the Chairman.

 

49.     MINUTES

 

RESOLVED:  That the Minutes of the meeting of the Committee held on 23 November 1998 be approved as a correct record and signed by the Chairman.

 

50.     WESTER SECTOR STEERING GROUP – 1 OCTOBER 1998

 

The substantive Minutes discussed at this meeting were as follows:

 

 

 

Minute No 12 – Western Sector Development – Progress

      

Details of the progress to date in respect of the development  agreement, conditions, capital budget geared rental and capital premium and Housing Provision were submitted.

 

RESOLVED:  That the Minutes of the meeting of the Western Sector Steering Group held on 1 October 1998 be received.

 

51.     LOCAL DEMOCRACY PANEL – 2 NOVEMBER 1998

 

The substantive Minutes discussed at this meeting were as follows:

 

Minute No 14 – Introduction Sessions for Prospective Candidates

 

Details of the proposed introductory sessions for prospective candidates for the District Council Elections in May 1999 were submitted.  Provisional dates for these sessions were 19 and 22 January 1999.

 

Minute No 18 – Government White Paper: Modernising Local Government – In Touch with the Public

 

Although no detailed developments had occurred since the White Paper had been circulated, the Panel was invited to consider whether there were any issues it wished to raise at a seminar being held to consider piloting changes to electoral procedures, and the Local Government Association Conference on modernising Local Government.

 

Suggestions were put forward in connection with postal voting and polling places.  To enable the Council to move forward should any matters/regulations relating to new political management arrangements or electoral issues arise from the Queen’s speech, the Panel had recommended that it be granted delegated powers to take any action considered necessary on behalf of the Council.  

 

 

 

 

Minute No 19 – Democratic Participation

 

Various initiatives to improve public participation in the 1999 District Council Elections and encourage greater interest in the electoral process were considered.  The Panel agreed to various initiatives being pursued and discussed the arrangements for publicity of this matter in future editions of the “Community News”.  

 

RESOLVED:  That the Minutes of the meeting of the Local Democracy Panel held on 2 November 1998 be received and the
Recommendation contained in Minute No 18 be approved.

 

52.     DSO BOARD – 11 NOVEMBER 1998

 

The substantive Minutes discussed at this meeting were as follows:

 

Minute No 17 – Housing Services Division – Performance Data

 

Performance indicators for the Housing Client Division and WDHMS were submitted together with details of the new management structure.

 

Minute No 18 – Legal Services CCT Unit: Current Trading Position

 

Details of the second quarter’s trading position were noted.  

 

Minute No 19 – Wycombe and District Housing Management Services (WDHMS) – Financial Report

 

Details of the 1997/98 final account, 1998/99 financial position for April to September and the1998/99 financial year from October to March were submitted.  Following the introduction of the new management arrangements new business units had been established with a new time recording system.  Non defined activities would no longer be performed by the contractor but would be included in the DSO accounts.

 

Arising from the consideration of Minute No 17 (Housing Services Division – Performance Data) a Member referred to the fact that the details submitted to this meeting of the DSO Board had been out of date and that it had been agreed that updated details would be circulated to Members.

 

The officers undertook to expedite the circulation of this information to Members.

 

RESOLVED:  That the Minutes of the meeting of the DSO Board held on 11 November 1998 be received.

 

53.     HIGH WYCOMBE TOWN COMMITTEE – 12 NOVEMBER 1998

 

The substantive Minutes discussed at this meeting were as follows:

 

Minute No 11 – Trial Meetings of the High Wycombe Town Committee and the High Wycombe Charter Trustees on the same evening

 

The Committee agreed that in future its meetings would commence at 6.30pm and be held on the same evening as meetings of the High Wycombe Charter Trustees.

 

Minute No 12 – High Wycombe Town Centre Enhancement and Cressex Park-and-Ride

 

The current situation with regard to the Town Centre Enhancement Scheme was reviewed, and the Committee requested further details regarding the number of permits issued and current arrangements for allowing access by vehicles through the High Street barriers, results of the safety audit carried out by the Bucks County Council on the Town Centre Enhancement Scheme, highlighting of the kerb edges in the enhancement scheme, reminding the market traders to dismantle the market stalls before vehicular traffic is allowed back in the High Street and identifying an alternative temporary location for the bus stop on the south side of the High Street to assist users of the Dial-a-Ride bus service.

 

An update was given to the Committee on progress and responsibilities for remedying defects.

 

Minute No 13 – Requests for Grant Aid

 

Community Halls and activities within the unparished part of the District had no opportunity for Parish Council support, and it was not considered equitable with the approach taken in respect of applications for grant aid from organisations in the parished areas of the District where evidence of Parish Council support for the facility or project was required.  To overcome this the Committee was recommending that approval in principle be given to an addition being made to the special expenses resolution making financial assistance to community or village halls and activities within the unparished part of the District as a special expense on that part.

 

RESOLVED:  That the Minutes of the meeting of the High Wycombe Town Committee held on 12 November 1998 be received.

 

RECOMMENDED:  (i)  That approval in principle be given to an addition being made to the special expenses resolution making financial assistance to community or village halls and activities within the unparished part of the District as a special expense on that part; and

 

(ii)  that details be submitted to the next meeting identifying a list of those community or village halls in the unparished area of High Wycombe which could be affected by (i) above.

 

54.

JOINT STAFF AND EQUAL OPPORTUNITIES COMMITTEE – 17 NOVEMBER 1998

 

The substantive Minutes discussed at this meeting were as follows:

 

Minute No 18 – Pay Grading and Performance Review

 

The Committee had over a period of approximately 6 months carried out a detailed review of the Council’s Pay Grading and Performance Management Framework.  The review included revised grade structures, and the Committee had been conscious that for the Council to be able to satisfactorily retain, develop and recruit staff the proposed new grading structure needed to be introduced in line with the timetable submitted.  The Committee had recommended that: the revised grade structure be adopted and introduced from 1 April 1999;  a sum of £200,000 be added to cash limits and the general saving figure required under the strategic budget exercise for 1999/2000 be increased by £200,000, no additional funding be provided for 2000/2001 and beyond, the revision to the existing performance review scheme to be discussed with Chief Officers’ Group, directorate representatives, staff side representatives, managers’ representatives and Members; the job evaluation process to be managed in accordance with the proposal submitted and the new grade structure be reviewed in November 1999.  If any particular problems arose following its introduction the matter to be referred to the Joint Staff and Equal Opportunities Committee immediately.

 

Minute No 19 – Crime and Disorder Act 1998

 

A progress report on the Crime and Disorder Act 1998 insofar as it affected the Council was submitted.

 

Minute No 20 – Equalities Advisory Group – Progress Report

 

Details on the progress to introduce an Equalities Advisory Group were submitted, together with details of the proposed membership and composition of the Group.  

 

RESOLVED:  That the Minutes of the meeting of the Joint Staff and Equal Opportunities Committee held on 17 November 1998 be received and the Recommendations contained in Minute No 18 be approved.

 

55.     WESTERN SECTOR STEERING GROUP – 24 NOVEMBER 1998

 

The substantive Minutes discussed at this meeting were as follows:

 

Minute No 15 – Western Sector Development – Progress

 

Details of the progress to date of the CPO, Development Agreement, Anchor Store, Library, Bus Station and Programme were noted.

 

RESOLVED:  That the Minutes of the meeting of the Western Sector Steering Group held on 24 November 1998 be received.

 

56.     COMMITTEE SYSTEM WORKING PARTY – 2 MARCH 1998

 

The Policy and Resources Committee noted that due to an administrative oversight the Minutes of the meeting of the Committee System Working Party held on 2 March 1998 had not previously been submitted for consideration.

 

The substantive Minutes discussed at this meeting were as follows:

 

Minute No 12 – External Review of Members’ Allowances

 

Progress on the setting up of the external Panel to review Members allowances was noted.  

 

Minute No 13 – Housing and Economic Development Committee – Approval of Housing Revenue Account Estimates

 

Under the current scheme of delegation the Housing and Economic Development Committee had the authority to consider housing revenue account management but only the power to recommend detailed revenue estimates, rent levels and associated changes to full Council.  The Working Party was recommending that detailed estimates for the Housing Revenue Account be recommended direct to Council, but that detailed general fund estimates for Housing and Economic Development Committee be recommended to Policy and Resources Committee for onward recommendation to Council.

 

Minute No 14 – Powers and Duties of Chief Officers

 

The Committee was recommending changes in connection with

 

(a)

the future determinations under the Local Government and Housing Act 1989, Part IV to the Chief Executive and Director of Finance in consultation with the Policy and Resources Committee Briefing Group;

 

(b)

the introduction of the recommended scale of the Association of Local Councils and the delegation to the Chief Executive and Director of Finance arising from this recommendation to approve future requests from local Councils to vary the number of constituted Councillors in accordance with this scale.

 

(c)

The delegation to the Chief Executive and Director of Finance to agree electoral registration fee scales in accordance with agreed policy; and

 

(d)

The inclusion of the District Solicitor with all Directors under Paragraph 12 of the “General” heading on Page E4 of the current Members’ Handbook.

 

Minute No 15 – To agree the arrangements for the transfer of all “Transport Related” Items into the Planning, Environment and Transportation Committee

 

The Working Party was recommending that the responsibility for all transport related items including car parks be transferred from Housing and Economic Development Committee to Planning, Environment and Transportation Committee, and that strategic issues remain the responsibility of service committees with operational matters being the responsibility of Panels.

 

Minute No 16 – Consultative Forums

 

The Panel reviewed the twice yearly meetings with the Chairmen of Parish Councils in the District.  The Panel noted the list of consultative meetings involving both Members and Officers and was recommending that if possible meetings of the Thames Valley Police and the Council’s Local Area Forums be arranged to take place together.

 

Minute No 17 – Consultation Paper on Local Democracy and Community Leadership

 

The Panel agreed to a special meeting being held to agree a detailed response to the DETR consultation paper on local democracy and community leadership.

 

RESOLVED:  That the Minutes of the meeting of the Committee Systems Working Party held on 2 March 1998 be received and the recommendations contained in Minute No 13, 14, 15, 16 and 17 be approved.

 

RECOMMENDED:  That, for the avoidance of doubt, and to provide a proper audit trail in respect of the responsibility for the substantial income and expenditure associated with the Council’s car parks, the recommendation contained in Minute No 15 (To agree the arrangements for the transfer of all “transport” related items into the Planning, Environment and Transportation Committee) be confirmed as being effective from 1 April 1998.

 

57.

SERVICE ENHANCEMENT BIDS 1999/2000 TO 2001/2002 AND CAPITAL PROGRAMME REVIEW 1999/2000 TO 2002/2003

 

Individual service committees had been asked to consider proposed revenue enhancement schemes for the financial years 1999/2000 to 2001/2002, and the capital programme review for 1999/2000 to 2002/20003.

 

The Committee was invited to consider the detailed reports submitted which set out those schemes which related to this Committee and individual requests from the service committees.  It was noted that approval to the funding only was requested.   The report included details on recurring, non-recurring and capital programme bids.

 

In reviewing the Policy and Resources Committee’s non-recurring service enhancement schemes, the Committee supported the building services controls upgrade at the District Council Offices and Wycombe Card project.

 

With regard to the Committee’s capital schemes, the following were supported:  Small schemes provision, Wycombe Swan Car Park remedial works, alterations to main reception area at District Council Offices, IT provision – continuation for a further year.

 

In considering in detail the non recurring and recurring and capital programme items for the service committees.  In the Recurring Section the item set out details of schemes commencing in 1999/2000, and also schemes commencing in 2000/2001.  The Committee noted that the purpose of the report was only to approve funding for schemes in 1999/2000 and that it was not approving the schemes commencing in 2000/2001. Reference was made to the proposed schemes to the Guildhall extension/undercroft and improvements to the Higginson Park water front.  These two schemes had been selected as first reserves by the Community and Leisure Committee.  Members felt that approval in principle should be given to both of these schemes providing that monies became available through either savings or an operating surplus.

 

A Member referred to the decision not to recommend under the list of recurring schemes (Community and Leisure Committee) the Princes Risborough Day Centre Scheme, and drew attention to the residents of Princes Risborough at the Local Area Public Forum Budget consultation having recently expressed strong support for this project.  The Chairman of the Community and Leisure Committee agreed that the Community and Leisure Committee would however review this matter again in due course.

 

Reference was also made by a Member to waste reclamation – kerbside paper collection, and commented that the reclamation of wastepaper was currently subject to market fluctuations.  The Director of Property and Housing explained the situation and the alternatives available for dealing with a paper surplus on a regional basis and the advantages of utilising heat recovery on burning paper.

 

The Committee was advised that a sum of £120,000 was still available for non-recurring service enhancements and if not allocated would be added to balances at the year end.  Members were invited to put forward schemes: suggestions made at the meeting were: - provision of footpath at Lane End, REC education post; Youth provision; voluntary organisations; “Sure Start”; Internet café; and cycle racks.  Any other suggestions to be forwarded by Members of the Council to the Head of Financial Services by the 16 December 1998.


The Committee was also invited to consider the request of the Community and Leisure Committee to allocate £1.05 million from existing reserves, representing the Council’s contribution towards the construction of a swimming pool at Marlow should the application to the National Lottery Sports Fund be successful.

 

RESOLVED:  (i) That as the total of recommended recurring schemes as set out in the report submitted only exceeds the target by £69,000 in 1999/2000 all the proposed schemes for that year be funded within the existing Council Tax target;

 

(ii)

that all the recommended non-recurring schemes as set out in the report submitted be funded;

 

(iii)

that all Members of the Council be invited to suggest to the Head of Financial Services by the 16 December 1998 schemes they would wish to see funded from the unallocated £120,000 available for non-recurring schemes; and

 

(iv)

that the request of the Community and Leisure Committee to allocate £1.05 million from existing reserves representing the Council’s contribution towards Marlow Swimming Pool should the application to the National Lottery Sports Fund be successful be supported.

 

RECOMMENDED:  That the capital programme bids of £5,021,000 be approved with the additional £1,421,000 being met from funding to be identified in future years.

 

58.

IMPROVING LOCAL SERVICES THROUGH BEST VALUE – THE 5 YEAR REVIEW PROGRAMME

 

The Committee had previously decided to commence the 5 year rolling review programme on best value from April 1999.  The programme submitted had been produced based on the views of the public, Members and officers.

 

The Government was proposing legislation in the current session of Parliament on best value, with a possible implementation date being the year 2000.

 

Commencing the review programme in advance of legislation would enable valuable lessons to be learnt, recognising that it would need to be changed to take account of experience and other requirements.

 

A number of detailed issues were raised by Members, which would be taken into account in the report back to the Committee in March 1999.

 

The Committee was invited to consider the adoption and implementation of the programme submitted which would assist in the improvement of services and the progression of the Council’s strategic plan.

 

RECOMMENDED:  (a)  That the 5 year Best Value review programme commence from 1 April 1999 as set out in the report submitted with Committees undertaking policy reviews of each strategic aim prior to the service reviews being undertaken by Panels;

 

(b)

that each Committee be given the flexibility to change its review programme to take account of changing priorities as shown by national indicators and other circumstances, subject to all services being reviewed within a 5 year period;

 

(c)

     that the composition of the forthcoming year’s review programme be submitted to each Committee in the final cycle of each Council year (March), with the first report submitted in March 2000;

 

(d)

that the Best Value statement as set out be agreed;

 

1.

To embrace and use the Best Value principles and framework to secure continual improvements to all Council services to deliver our aims and objectives, and therefore improve the quality of life in Wycombe District.
 

2.

To fundamentally review all the Council’s services on a rolling programme over a 5 year period, which will involve:-

 

·

Challenging why and how a service is delivered;
 

·

Inviting comparison with others’ performance across a range of relevant indicators;

·

Consulting with local taxpayers, service users and the wider business community in the setting of new performance targets;
 

·

Embracing fair competition as a means of securing efficient and effective services.

 

3.

To consider all options on service delivery, using as the key test which one is most likely to secure best value for local people.
 

4.

To ensure delivery of quality services and value for money.

 

5.

To consider and safeguard staff interests as far as possible by fully supporting in-house services in their efforts to secure best value for local people.

 

6.

To avoid anti-competitive behaviour.

 

(e)

that an overall review of the progress of the four internal pilots be considered by the Policy and Resources Committee on 29 March 1999, in advance of the start of the 5 year review programme to include specific consideration of the issues raised in the report submitted; and

 

(f)

  that a review of this Best Value approach including the rolling 5 year programme, be undertaken at the Performance Review meeting of the Policy and Resources Committee on performance review scheduled for Winter 1999.

 

59.     BEST VALUE – POLICY AND SERVICE REVIEW

 

The Committee was reminded that it had agreed at its meeting on 27 April 1998 to include the Administration Division of the Corporate Services Directorate as one of the Council’s internal service review pilots in an exercise designed to help shape the approach for service reviews throughout the Council.

 

The report now submitted, including copies of appendices placed in the Members’ Room, set out details of the major functions of the Administration Division, performance and costs, customer feedback, comparative data and issues to be addressed as the exercise progressed.

 

The Committee was invited to review the progress made so far and to receive a further report at its meeting on 29 March 1999 to include the responses to the series of questions now before the Committee.

 

RESOLVED:  That a further report be submitted to the Committee at its meeting on 29 March 1999 to include responses to the following:

 

(a)

What is best practice and how do we achieve it?

 

(b)

Is there any scope for joint provision of services with other authorities/organisations or provision by another body?

 

(c)

Proposals for obtaining more systematic customer feedback.

 

(d)

Proposals to achieve greater electoral turnouts.

 

(e)

How do other authorities/organisations apparently achieve greater productivity?

 

(f)

How can we encourage more people to be involved in Local Democracy?

 

(g)

Is there scope for rationalisation of any services?

 

(h)

Should new premises be sought for the North of District Office so that a combined office/TIC service on the same lines as Marlow can be provided?

 

60.     WYCOMBE DISTRICT COUNCIL’S INTERNATIONAL AGENDA

 

The report submitted reviewed the Council’s externally focused role, and set out proposed objectives as a formal statement of its international agenda.

 

The report made reference to the main activities of the Council with regard to Europe, Mirpur and St. Vincent and other relevant initiatives.  In addition the role of the Council’s European Officer was noted together with the Council’s Membership of the Thames Valley European Forum, Association of Councils of the Thames Valley Region and Commonwealth Local Government Forum.

 

RESOLVED:  That the following objectives be adopted as the Council’s formal statement of its international agenda:

 

(a)

A wider awareness.

(b)

To set our work in context.

(c)

To gain and give information and experience to deliver better services locally.

(d)

To aid our economic development function.

(e)

To learn from environmental work elsewhere.

(f)

To share social and community knowledge and benefits.

(g)

To develop and encourage best practice.

 

61.     DISCRETIONARY RATE RELIEF

 

An application was submitted from the Wycombe Arts Centre Limited requesting 100% Discretionary Rate Relief on its premises at Spring Gardens, High Wycombe.  It was noted that 50% of the relief would be determined under existing policy under Chief Officer Delegated Powers.  Details of the financial implications of this request were submitted.

 

RESOLVED:  That an additional 50% Discretionary Rate Relief be granted to the Wycombe Arts Centre Limited in the sum of £2,401.81 to be met from within existing budgets.

 

(Councillor Mrs J E Gabbitas declared a non-pecuniary interest in this matter and took no part in the discussion).

 

Standing Order 11.5

 

The Committee agreed at 10.30pm to continue until the finish of business.

 

62.     APPOINTMENTS TO OUTSIDE ORGANISATIONS

 

The Committee was invited to appoint representatives to a number of Outside Organisations.  

 

RESOLVED:  That the following appointments be made:

 

(a) Disraeli Combined School – Mrs G Bowers (for a period of one year)

 

(b) Bucks Forum Review Groups – Young People/Community Safety – Councillor J W Preston, Standing Deputy Councillor A R Mountford

 

Adults with learning disabilities/vulnerable people – Councillor Mrs F G Bettison, Standing Deputy Councillor A Gielgud.

 

(c) Voluntary Regional Chamber – Councillor Mrs C C Martens alternate Member Councillor J M Campbell (until June/July 1999).

 

63.     FILE ON ACTION TAKEN UNDER DELEGATED POWERS

 

The file on action taken under delegated powers since the last meeting was submitted for the Committee’s attention.  (Sheet Nos 127 – 134).

 

A Member referred to the “write off” of accounts in respect of irrecoverable Council Tax, and requested details of any future sums likely to be put forward for “write off”.  The Head of Financial Services undertook to investigate this matter and inform the Member of the outcome.

 

64.     INFORMATION SHEETS

 

The Committee received Information Sheets distributed since the last meeting.  (Issue Nos. 23/98 – 29/98 inclusive).

 

With regard to Information Sheet 25/98 (Revenue Division Performance Data) a Member referred to Section 2 (Renewal Claims for Benefit-Target 95%) and sought details of the reduction relating to private tenants.  The Director of Corporate Services undertook to investigate this matter and inform the Member of the outcome.

 

With regard to Information Sheet 28/98 (Bucks County Council – Consultation on 1999/2000 Spending Plans) a Member referred to the section “Care in the Community” and emphasised that if any problems arose through these proposals they could exacerbate the housing waiting list.

 

65.     EXTERNAL FUND MANAGERS

 

This item was submitted as a matter of urgency with the approval of the Chairman to enable the proposed visit to be carried out before the Committee considered the investment strategy report at its meeting on 8 February 1999.

 

The Committee was reminded that at its meeting on 23 November 1998 it had reviewed the Fund Manager performance for the first-half year ending 30 September 1998.  In view of the importance of the management of the Council’s investments it was suggested that three Members of the Committee be nominated to attend a meeting with one of the Council’s fund managers before the Committee considered the investment strategy report at its meeting on 8 February 1999.

 

RESOLVED:  That the following Members be appointed to meet with one of the Council’s Fund Managers: Councillor C D Bates, Councillor S R Billingham, Councillor R W Jennings.

 

EXCLUSION OF PRESS AND PUBLIC

 

RESOLVED: That pursuant to S100(A)(iv) of the Local Government Act 1972 the press and public be excluded from the meeting during consideration of Minute Nos 66 and 67 because of their reference to matters which contain exempt information as described in Paragraph 7 (Financial or Business Affairs). Paragraph 8 (Amount of any Expenditure Proposed)  and Paragraph 9 (Terms proposed) to the aforementioned Act as set out on page 17 of the agenda.

 

66.

FILE ON EXEMPT ACTION TAKEN UNDER DELEGATED POWERS

 

The Committee received the file on exempt action taken under delegated powers since the last meeting.  (Sheets Nos. E112 – E117).

 

67.     EXEMPT INFORMATION SHEETS

 

The Committee received an exempt Information Sheet distributed since the last meeting.  (Issue No. 30/98).

 

(The meeting commenced at 7.00pm and concluded at 10.40pm).

 

 

___________________

CHAIRMAN

 

The following officers were in attendance for this meeting:

Mr R J Cummins          Chief Executive and Director of Finance

Mr H Potts          Director of Property and Housing

Mr P F Ricketts          Director of Corporate Services

Mr W N Roberts          Director of Leisure, Health and Community

Mr C A Swanwick          Director of Planning, Transport & Development

Mrs J E Clements          Head of Corporate and Committee Administration

Mr C Meakings          Head of Strategic Development Unit

Mr J Piddington          Head of Financial Services

Mr D Ruddock          Assistant District Solicitor

Mr R G Key          Principal Administrator, Committee Services