Meeting documents
Venue: Room 6, Capswood, Oxford Road, Denham
Contact: Mat Bloxham / Elly Cook
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To approve the minutes of the Cabinet held on 17 April 2018. Minutes: The minutes of the meeting of Cabinet held on 17 April 2018 were approved and signed by the Cabinet Leader as a correct record. |
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Declarations of Interest Minutes: There were no declarations of interest. |
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Decision: The Cabinet received a presentation which set out the recommendations of the Task and Finish Group established by the Overview and Scrutiny Committee following their review of the Financial Strategy.
The Task and Finish Group had considered the following elements and the basis of the assumptions underpinning them:-
· External Funding – Government Tariff payments, Business Rates, New Homes Grant · Expenditure pressures · Savings plans – a) Corporate b) Service specific
Minutes: The Cabinet received a presentation which set out the recommendations of the Task and Finish Group established by the Overview and Scrutiny Committee following their review of the Financial Strategy. The Director of Resources reported that over the next few years the Council could face a funding gap because of the reduction in Government funding to local authorities.
The Task and Finish Group had considered the following elements and the basis of the assumptions underpinning them:-
· External Funding – Government Tariff payments, Business Rates, New Homes Grant · Expenditure pressures · Savings plans – a) Corporate b) Service specific
Cabinet noted the need to maximise income from the New Homes Bonus/Business Rates Retention Scheme and in particular whether the Council should adopt a more enabling approach to encouraging housing and business growth in the District. Reference was made to the recent development in Pinewood which produced the highest business rates and also further development was expected.
One of the recommendations related to Cabinet reviewing the use of recycling facilities in car parks as this space could generate extra income. The Cabinet Member for Environment made reference to a public consultation which was being carried out in the Autumn on recycling facilities which would support this recommendation.
In relation to the recommendation relating to the development of Consilio, Cabinet Members recognised that it was an ambitious programme and that it was important that it was resourced appropriately to ensure the right professional advice could be given on increasing returns and taking advantage of market opportunities.
The report asked for a response in writing to each of the recommendations referred to in the presentation by the beginning of September to allow the response to be considered at the October meeting of the Committee.
The Leader expressed his thanks to the Members of the Financial Strategy Task and Finish Group for their Inquiry work and the thorough nature of their investigation. He commented that Cabinet Members would look at the recommendations in more detail to report back in the Autumn. A Cabinet Member commented that it would be helpful to have some timelines from officers of when future strategies would be discussed at Cabinet so that this could be fed back to the Overview and Scrutiny Committee.
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28 Day Notices of Executive Decisions Minutes: The Cabinet received a copy of the 28 day Notice and Forward Plan prepared in accordance with Regulation 9 of the Local Authorities (Executive Arrangements) (Meetings and Access to Information) (England) Regulations 2012 setting out the key (and non-key) decisions the Cabinet was intending to make at public and private meetings.
The Cabinet also received a copy of the 28 day Notice setting out the key (and non-key) decisions the Chiltern and South Bucks Joint Committee were intending to make at public and private meetings.
RESOLVED that the 28 day Notices and Forward Plan be noted. |
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Cabinet Appointments PDF 41 KB Decision: The Cabinet received a list of Cabinet appointments to be confirmed by Cabinet.
RESOLVED that
a) the following Cabinet appointments be confirmed:
Representation of Joint Committees and other bodies:
OUTSIDE BODIES
Minutes: The Cabinet received a list of Cabinet appointments to be confirmed by Cabinet.
RESOLVED that
a) the following Cabinet appointments be confirmed:
Representation of Joint Committees and other bodies:
OUTSIDE BODIES
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Review of the Council's Constitution PDF 52 KB Decision: The Cabinet received a report asking for agreement to the rules and delegations in the revised Constitution that relate to executive (Cabinet) functions following Full Council approval on 27 February to the overall Constitution.
Minutes: The Cabinet received a report asking for agreement to the rules and delegations in the revised Constitution that relate to executive (Cabinet) functions following Full Council approval on 27 February to the overall Constitution. The Head of Legal and Democratic Services outlined the changes including the revision to the Protocol on the operation of Policy Advisory Groups to clarify that PAGs could now comprise of up to five Members, updating the Framework to refer to the new Joint Policy documents and changes to the Schemes of Delegations.
The Cabinet expressed their thanks to the Governance and Electoral Arrangements Committee which was chaired by Cllr Hogan for their work on the constitution.
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Refreshed Joint Business Plan 2018-19 PDF 32 KB Decision: The Cabinet received a report which sought approval for the refreshed Joint Business Plan 2018 – 2019 as set out in the Appendix to the report.
Minutes: The Cabinet received a report which sought approval for the refreshed Joint Business Plan 2018 – 2019 as set out in the Appendix to the report. Members noted that as this was part of the budget and policy framework this would need to be recommended to Council for approval. A Cabinet Member asked that the new Head of Planning photograph be updated for the structure chart.
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2017/18 End of Year Performance Report PDF 70 KB Decision: Cabinet receive a report which outlines the annual performance of Council services against pre-agreed performance indicators and service objectives for Quarter 4 and end of year for 2017-18.
Minutes: Cabinet receive a report which outlines the annual performance of Council services against pre-agreed performance indicators and service objectives for Quarter 4 and end of year for 2017-18.
The Quarter 4 Priority and Corporate PIs were at Appendices A and B respectively. Members noted that priority PI relating to household waste sent for reuse, recycling and composting was slightly under the target of 53% at 52.7%. Further, that the long-term absence cases detailed at 4.2.1 had been resolved. Through the survey feedback, it is apparent that the Licensing team were working hard to provide good customer service. However, as the response level to the survey was low officers would do more to publicise the survey the following year. Availability of ICT systems to staff was under target because of issues with vWorkspace, however these issues have now been resolved. The Leader asked Cabinet Members to look at their own service areas to identify performance improvements where required.
Cabinet Members were pleased to note the new format of the Annual Report at Appendix C of the report.
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Planning and Economic Development |
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Western Rail Link to Heathrow (WRLtH) Consultation PDF 112 KB Decision: The Cabinet received a report which provided additional technical comments in response to the WRLtH consultation. The PAG 11 June 2018 report attached at Appendix 1 to the report provides the necessary background to the consultation.
Minutes: The Cabinet received a report which provided additional technical comments in response to the WRLtH consultation. The PAG 11 June 2018 report attached at Appendix 1 to the report provides the necessary background to the consultation.
The Director of Services reported that this was a significant infrastructure project which would have an impact on South Bucks District Council and in particular would affect Iver. The response had included the impact on Iver, including the cumulative impact of other projects in the area and it was important to ensure that there was appropriate mitigation from Network Rail such as a contribution to the Iver Relief Road. He referred to the proposed closure of Hollow Hill Lane which would have a significant impact on traffic in this and surrounding areas as local roads were already congested. The response commented that Network Rail should undertake model runs using the Chiltern and South Bucks model to test impacts from construction traffic.
The Cabinet Members welcomed the proposed response and continued dialogue with Network Rail. The Council would work in partnership with Network Rail to try and minimise the impact on the community.
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Customer Services and Business Support |
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South Bucks District Council Arrears Collection Project PDF 65 KB Decision: Cabinet received a report to update Members on the progress of the project to recover arrears of Council Tax, Business Rates and Housing Benefit overpayments.
Minutes: Cabinet received a report to update Members on the progress of the project to recover arrears of Council Tax, Business Rates and Housing Benefit overpayments.
The Director of Resources updated Cabinet Members on the progress of the project to recover arrears of Council Tax, Business Rates and Housing Benefit overpayments. When the business case for the Joint Service was submitted in November 2015 the estimated income to be achieved was £98,096. The project commenced in August 2016 and was planned to last two years. At the final stages of the project the total net income is £140,000 and the expected income figure has been exceeded by over 42%. However, in some circumstances the only option available to the Council is to write the debt off as the companies in question no-longer exist and the debtors cannot be traced. Members were asked to write off 19 non domestic rates debts that have a balance outstanding of over £10,000 each as set out in the confidential appendix.
The Leader asked that the Joint Customer Services Team be thanked for their hard work on this project which had exceeded targets in a difficult area of work.
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Credit Card Payments for Council Tax and Business Rates PDF 58 KB Decision: Cabinet received a report to ask Members to consider revising the current policy not to accept credit card payments in respect of Council Tax and Business Rates.
Minutes: Cabinet received a report to ask Members to consider revising the current policy not to accept credit card payments in respect of Council Tax and Business Rates.
The Director of Resources informed Cabinet of the reasons to revise the current policy not to accept credit card payments in respect of Council Tax and Business Rates. Historically this Council have had a policy not to accept credit cards and in addition it previously attracted an additional charge. However, in response to the views of some taxpayers on the desirability of having the option to pay by credit card it would be consistent with the Customer Experience strategy to offer this choice, alongside all the other payment means.
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Environment |
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Waste Contract - Joint Working PDF 44 KB Decision: The Cabinet received a report which sought approval of the Cabinet for South Bucks District Council, Chiltern District Council and Wycombe District Council to work together to procure the delivery of waste collection, recycling and street cleansing services at the expiry of the current contracts with Serco and Biffa.
Minutes: The Cabinet received a report which sought approval of the Cabinet for South Bucks District Council, Chiltern District Council and Wycombe District Council to work together to procure the delivery of waste collection, recycling and street cleansing services at the expiry of the current contracts with Serco and Biffa. The Cabinet Member for Environment commented that these recommendations aligned with one of the recommendations in the Overview and Scrutiny Financial Strategy review.
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Healthy Communities |
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Designation of an Air Quality Management Area (AQMA) In Iver PDF 88 KB Decision: In 2017, the Healthy Communities Policy Advisory Group received an update on air quality where it was noted that further additional monitoring in the Iver area was required to confirm the requirement for an Air Quality Management Area (AQMA).
Upon conclusion of the additional monitoring, the findings were debated at the PAG of 22nd February 2018 where 3 options for an AQMA were considered, with a recommendation for a parish wide AQMA being taken forward to formal consultation. This consultation ran from the 1st March to the 31st March 2018.
Over 90% of respondents agreed that the boundary should be aligned with the Parish Boundary, However, in light of two supplementary responses, the matter returned back to the PAG on the 12th June 2018 to allow the full range of consultation responses to be considered by Members. At this PAG after further careful consideration it was agreed that the parish wide AQMA remained the best option based on local circumstances to present to Cabinet for approval.
Minutes: In 2017, the Healthy Communities Policy Advisory Group received an update on air quality where it was noted that further additional monitoring in the Iver area was required to confirm the requirement for an Air Quality Management Area (AQMA).
Upon conclusion of the additional monitoring, the findings were debated at the PAG of 22nd February 2018 where 3 options for an AQMA were considered, with a recommendation for a parish wide AQMA being taken forward to formal consultation. This consultation ran from the 1st March to the 31st March 2018.
Over 90% of respondents agreed that the boundary should be aligned with the Parish Boundary, However, in light of two supplementary responses, the matter returned back to the PAG on the 12th June 2018 to allow the full range of consultation responses to be considered by Members. At this PAG after further careful consideration it was agreed that the parish wide AQMA remained the best option based on local circumstances to present to Cabinet for approval.
Cabinet Members referred back to the item on Network Rail and the cumulative impact from infrastructure projects that were impacting on Iver. They also commented on the AQMA on the M25 and the need to be co-terminous. Members agreed that this report was very timely and referred to the high response from residents on this issue.
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Joint Food and Health and Safety Business Plan PDF 63 KB Decision: The Cabinet received a report which sought approval for the adoption of the joint Food and Health and Safety Service Plan and Food and Health and Safety Enforcement Policies for the year 2018/2019.
Minutes: The Cabinet received a report which sought approval for the adoption of the joint Food and Health and Safety Service Plan and Food and Health and Safety Enforcement Policies for the year 2018/2019.
The Food Standards Agency’s (FSA) Code of Practice and the Health and Safety Executive (HSE) required local authorities to produce and publish an annual service plan that demonstrated how the authorities were working to deliver its food safety and health and safety services. The Office for Product Safety and Standards also required local authorities to produce and publish their enforcement policies and to ensure that they complied with the Regulator’s Code.
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Unauthorised encampments PDF 84 KB Decision: The Cabinet received a report which sought approval for the adoption of the Thames Valley police and Buckinghamshire County Council protocols for dealing with unauthorised encampments.
Minutes: The Cabinet received a report which sought approval for the adoption of the Thames Valley police and Buckinghamshire County Council protocols for dealing with unauthorised encampments. The Director of Services reported that this protocol should clarify responsibilities from different agencies and stated that District Councils had limited powers in this area. With reference to identifying a tolerated temporary site this could be anywhere in Buckinghamshire and would provide an area for police to move travellers onto should there be an incursion on private land which would be beneficial for residents.
Cabinet Members commented on the clarity of the flowchart diagram for unauthorised encampments. Members also welcomed the multi agency approach to this issue in dealing with unauthorised encampments in communities swiftly and sensitively.
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Decision: The Cabinet received a report which sought approval to adopting an agreement in principle with the Home Office to accommodate Asylum Seekers.
Minutes: The Cabinet received a report which sought approval to adopting an agreement in principle with the Home Office to accommodate Asylum Seekers. All Local Authorities were required to participate in the resettlement programme.
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2017/18 Grant funding review and future proposals PDF 97 KB Decision: The Cabinet received a report which provided information on the key outcomes of the 2017/18 grants programme and also sought approval to introduce Crowdfunder as an additional mechanism to increase funding to local community groups.
Minutes: The Cabinet received a report with information on the 2017/18 grants programme and which also sought approval to introduce Crowdfunder as an additional mechanism to increase funding to local community groups. Cabinet welcomed this innovative project which would provide improved opportunities for communities.
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Leisure Centre Operator Contract Renewal PDF 60 KB Decision: The Cabinet received a report informing Members of the requirement to commence with the process of retendering the leisure centre operator contract and advise the way forward in order to secure best value in appointing the next operator. If a joint procurement with Chiltern District Council is advised, a further recommendation to agree to a formal joint procurement would be required by both Councils.
Minutes: The Cabinet received a report informing Members of the requirement to commence with the process of retendering the leisure centre operator contract and advise the way forward in order to secure best value in appointing the next operator. If a joint procurement with Chiltern District Council is advised, a further recommendation to agree to a formal joint procurement would be required by both Councils. Following specialist advice a report would be brought back to Cabinet.
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Dog and Pest Control Contract PDF 91 KB Decision: The Cabinet received a report which sought approval to continue with the joint arrangements with the other Buckinghamshire authorities for dog control, stray dog collection and kennelling and pest control and to tender for a new Framework Agreement to commence in June 2019.
Minutes: The Cabinet received a report which sought approval to continue with the joint arrangements with the other Buckinghamshire authorities for dog control, stray dog collection and kennelling and pest control and to tender for a new Framework Agreement to commence in June 2019.
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Affordable Housing Contributions Update PDF 66 KB Decision: The Cabinet received a report which provided an update of the receipt and expenditure of section 106 Affordable Housing Contributions (AHCs), and to identify funds that are available for opportunities to deliver affordable housing, temporary or move-on accommodation.
Minutes: The Cabinet received a report which provided an update of the receipt and expenditure of section 106 Affordable Housing Contributions (AHCs), and to identify funds that are available for opportunities to deliver affordable housing, temporary or move-on accommodation.
An area of focus was to explore affordable housing opportunities and ways to move people out of temporary nightly paid accommodation and this was welcomed by Cabinet Members. The recommendation had been amended to also include consultation with the Cabinet Member for Resources which was agreed.
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Resources |
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Redevelopment of former Gerrards Cross Police Station site PDF 86 KB Decision: The Cabinet received a report which updated Members on key matters of concern regarding construction cost reported to the SBDC joint Resource PAG 22 Mar 2018 and Cabinet 17 April 2018.
Minutes: The Cabinet received a report which update Members on key matters of concern regarding construction cost reported to the SBDC joint Resource PAG 22 Mar 2018 and Cabinet 17 April 2018. Cabinet Members clarified the increase in recommendation 4 and were reassured that this was not extra funding but was a timing issue to move the project forward. The final business case would be submitted to Cabinet at a future meeting.
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Treasury Management Annual Report 2017/18 PDF 102 KB Decision: The Cabinet received a report on the Treasury Management performance of the Council for 2017/18 as required under the Code of Practice for Treasury Management.
Minutes: The Cabinet received a report on the Treasury Management performance of the Council for 2017/18 as required under the Code of Practice for Treasury Management. The Director of Resources highlighted that the weighted average interest rate earned on fixed rate investments in the year was 0.58% and that there was an underachievement of £37k from the budget during 2017/18.
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Farnham Park Playing Fields Strategy PDF 62 KB Decision: The Cabinet received a report which set out the recommendations of the South Buckinghamshire Panel for the future of the Farnham Park Playing Fields. It seeks agreement for funding to undertake some initial work related to the recommendation.
Minutes: The Cabinet received a report which set out the recommendations of the South Buckinghamshire Panel for the future of the Farnham Park Playing Fields. It seeks agreement for funding to undertake some initial work related to the recommendation. Members of the South Buckinghamshire Panel were strongly of the view that they would like to the Playing Fields to continue as a public sports facility, despite the need for significant investment to improve its usage and to be financially sustainable. However, this would be challenging as the whole site is in the Green Belt and it would be necessary to argue very special circumstances for any enabling development. Therefore if Members were minded to consider the enabling development a specialist planning consultant would need to be appointed to put forward a case on how a development would link to re-providing sporting facilities to improve usage and sustainability.
Cabinet Members supported this proposal as this was an important community asset, and important in the context of the Open Spaces and Playing Fields Strategy, including being used by people outside the area.
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Policy Advisory Group Minutes PDF 67 KB To note the attached PAG Minutes:-
Environment PAG 7 June 2018 Planning & Economic Development PAG 11 June 2018 Healthy Communities PAG 12 June 2018 Resources PAG 13 June 2018 Customer Services and Business Support PAG 18 June 2018 Additional documents:
Minutes: The Policy Advisory Group Minutes were noted as follows:-
Environment PAG – 7 June2018 Planning and Economic Development PAG – 11 June 2018 Healthy Communities PAG – 12 June 2018 Resources PAG – 13 June 2018 Customer Services and Business Support PAG – 18 June 2018
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Exclusion of Public To resolve that under Section 100(A)(4) of the Local Government Act 1972 the public be excluded from the meeting for the following item(s) of business on the grounds that it involves the likely disclosure of exempt information as defined in Part I of Schedule 12A of the Act.
Minutes: RESOLVED that under section 100 (A) (4) of the Local Government Act 1972 (as amended) the public be excluded from the meeting for the following item(s) of business on the grounds that they involved the likely disclosure of exempt information as defined in Part 1 of Schedule 12A of the Act.
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Waste Contract Options Appraisal Decision: The Cabinet received a report on the options for procuring the delivery of waste collection, recycling and street cleansing services at the expiry of the current contracts with Serco and Biffa.
Minutes: The Cabinet received a report on the options for procuring the delivery of waste collection, recycling and street cleansing services at the expiry of the current contracts with Serco and Biffa.
The report had been considered by the Chiltern, South Bucks & Wycombe Joint Waste Collection Committee on 23 April 2018. The Joint Waste team currently managed two contracts and agreement was sought for a long-term strategy for a 3 way contract. A contract option review had been carried out by independent consultants and the results presented to Portfolio Holders in March 2018. It was noted that the current contract with Biffa would expire in October 2021 and could not be extended. Chiltern and Wycombe’s contract would end earlier in March 2020, although there was a possibility of extension. The benefits of a 3 way Inter District Authority Agreement (IDAA) included cost efficiencies, risk sharing (particularly regarding the sale of recyclables) and economies of scale that would make the contract more attractive to bidders.
The IDAA is the formal governance mechanism that covers 3 phases; the pre contract phase, the active procurement phase and post contract operational commencement. This would set out the way costs would be apportioned and mutual indemnity.
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Application for Discretionary Rate Relief (1) Decision: The Cabinet received a report which sought approval for an application for rate relief on hardship grounds.
Minutes: The Cabinet received a report which sought approval for an application for rate relief on hardship grounds.
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Applications for Discretionary Rate Relief (2 ) Decision: The Cabinet received a report to consider an application for Discretionary Rate Relief in respect of two premises occupied by the organisation.
Minutes: The Cabinet received a report to consider an application for Discretionary Rate Relief in respect of two premises occupied by the organisation.
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