Meeting documents

AVDC Cabinet
Tuesday, 18th December, 2001

Document: 2001-12-18 CABINET
 

PRESENT:  Councillor Mrs Morgan-Owen (in the Chair); Councillors Ashenden, James, Liverseidge, Mrs Paternoster, Mrs Polhill, Rowlands, Sir Beville Stanier and Stewart.  Councillors Baldwin, Mrs Baxter, Mrs Brandis, Cole, Mrs Glover, Isham, Mrs Jamieson, Kennell, Mrs Lambert, Metherell, Miss Reynolds, Richards and Searle attended also.
 

APOLOGY:  Councillor Cartwright.
 

1.

MINUTES
 

RESOLVED -
 

That the Minutes of 4th December, 2001 be approved as a correct record subject to the inclusion of Councillor Ashenden in the list of Members present.
 

2.

GENERAL FUND BUDGET 2002/2003
 

Earlier reports had highlighted the issues facing the Council in formulating the budget for 2002/2003.  Following the Cabinet's discussions on 6th November and 4th December, the scrutiny process had started.  The previous reports had indicated that there were still a number of uncertainties.  However, these were becoming clearer and the report now before Members sought to clarify the position on a number of budgetary issues.  The report had been structured in such a way as to give Cabinet an opportunity to determine initial proposals for the budget and Council Tax, which would be fed into the scrutiny process.
 

The provisional grant settlement had been reported to the last meeting.  The settlement suggested a grant of £2.384M and a business rate distribution figure of £6.771M.  The combined income for 2002/2003 was now projected to be £9.155M which was only £70,000 (0.75%) higher than the current year.  Earlier projections had assumed a 3% cash increase.  Discussions were continuing with DETLR officials regarding this Council's settlement and there was a possibility that this might change.
 

As previously reported, the triennial revaluation of the Superannuation Fund now confirmed an increase in employer contributions by some £900,000 per annum.  The latest report outlined the options open to the Council for phasing the increase thus spreading the impact over a longer period.
 

The Council Tax Base for 2002/2003 showed an increase of 0.8% compared to the 1% growth built into the original projections.  The staff pay award negotiations were continuing, but the report used the latest employer's offer of a 2.1% increase for budgetary planning purposes.  The audit of the Benefit Subsidy Claim had been completed and would result in an estimated £300,000 being transferred back into revenue balances.  This would improve options for the application of balances.  The 2001/2002 budget outturn now suggested an overspend of £82,000 rather than £157,000 identified in previous projections.
 

Members were reminded of the budget pressures and savings options identified in the earlier report, and of the current position regarding General Fund Net Expenditure proposals and the current policy for the use of revenue balances over the medium term
 

The Cabinet was required to finalise proposals for 2002/2003, which after scrutiny, would be submitted to full Council on 13th February, 2002.  A range of Council Tax options had been prepared on the basis of the information currently available.  The options contained in the report assumed that all the current proposals relating to savings and income generation would be delivered.  The report also sought to clarify the position regarding Council Tax capping and future years' budget projections.
 

RESOLVED -
 

That subject to reconsideration following the scrutiny process the Council be recommended to approve:-
 

(a)

General Fund net expenditure of £14,813,000;
 

(b)

application of revenue balances in 2002/2003 of £150,000, and
 

(c)

subject to the adoption of the above, a Council precept for 2002/2003 of £5,498,000, which was equivalent to a Band D Council Tax of £88.41.
 

3.

HOUSING REVENUE ACCOUNT 2002/2003 - UPDATED POSITION
 

When the Housing Revenue Account (HRA) position had been considered on 20th November, certain information had not been available at that time.  Significantly, this had included the Government Subsidy determination and rent proposals for 2002/2003.  
 

The Cabinet was informed that the above mentioned information was now available and this had necessitated a review of the position on the HRA for 2002/2003.  Based upon the information available at the last meeting, it had been agreed to recommend a rent increase of 5.7%.  This would maintain repairs and maintenance expenditure at current levels and would result in working balances of £420,000 which was £30,000 higher than the identified minimum recommended level.
 

Since the meeting on 20th November, the position had been re-examined in the light of the latest information.  The changes could be summarised as follows:-
 

 
 

Housing Subsidy

-

Increase in Government Guideline Rent

+£240,000

 

-

Removal of special Government allowances

+£74,000

 

-

Increase in Management and Maintenance Allowances


-£93,000

 

-

Increase in Major Repairs Allowance

-£74,000

Which Increases the HRA's Negative Subsidy Burden by:

£147,000

Higher Pension Fund Contributions

+£30,000

Higher Cost in the Housing Revenue Account

£177,000
 

 
 

With the previously recommended increase of 5.7%, the Council would have an average rent of £55.12, which was just below the Government's target.  In order to match the Government's target level, rents would have to be increased by 6%.  This would limit the pressure for large rent restructuring in future years, although it would not remove entirely the need for increases because of the upwards pressure on costs.
 

The alternative to increasing rents was to reduce repairs expenditure by £73,000.  The options available to the Council could be summarised as follows:-
 

 
 

Shortfall (resulting from Subsidy settlement and higher superannuation)


£177,000

Reduction in working balances to the £390,000 minimum recommended level


£30,000

Reduction in Repairs funded through rents (offset by higher contributions from the Government)


£74,000

Revised shortfall

£73,000

Option 1

-

Increase rents from the recommended 5.7% to 6.0% (Government Formula Rent Level)


£73,000

Option 2

-

Reduce Maintenance Expenditure

£73,000
 

 
 

RESOLVED -
 

That subject to any views the Scrutiny Committee – Housing might have, the following changes to the recommendations made by the Cabinet at the meeting on 20th November, 2001, be approved:-
 

(a)

The minimum working balance be set at £390,000, equal to approximately £50 per property.
 

(b)

A reduction in revenue funded repairs by £74,000 (on the basis that the Government's Major Repairs Allowance had increased by £74,000, keeping the overall level of investment in repairs constant at £5.092M).
 

(c)

That rents for Council dwellings generally be increased by 6% with effect from 1st April, 2002.
 

4.

DISPOSAL OF WALTON STREET, AYLESBURY
 

The Cabinet considered the report of the Director of Planning, Property and Construction Services regarding the options for marketing the Walton Street site.  The report outlined the key issues that needed to be addressed in relation to the disposal of the site and contained a timescale for the sale process.  Each of the options included in the report had an accompanying commentary on its relative advantages and disadvantages.
 

An indicative timetable for each stage of the process was given as follows:-
 

(a)

Decision of Cabinet on 18th December 2001.
 

(b)

Notify local agents and known interested parties - first week of January 2002.
 

(c)

Prepare particulars; study Planning Guidance notes; discuss with legal the form of documentation for the disposal – complete this by end of January 2002.
 

(d)

Instruct contractor to erect “for sale” board by mid February 2002 and have particulars available in order to respond professionally to enquiries.
 

(e)

By end of February 2002, adverts to appear in national and local press publications (probably Estates Gazette and Bucks Herald).
 

(f)

Bids to be invited by 31 March 2002 and reported to Cabinet.
 

(g)

If unconditional bids are received, i.e. no planning application to be made, completion may be expected Summer 2002.  Conditional bids would mean a later completion.
 

RESOLVED -
 

(1)

That the Director of Planning, Property and Construction Services be authorised to proceed with the sale of its freehold interest in the site and premises shown on Plan POS1, appended to the report submitted, and to invite offers on the basis that bids could be made conditional on the grant of planning permission or unconditional in respect of planning permission.
 

(2)

That the marketing particulars should include Planning Guidance and that the potential bidders be asked to express a view on the enhancement value of the site in the event of the Council making available an option to purchase the adjacent car park.
 

5.

REFURBISHMENT OF TOILETS AT KINGSBURY, AYLESBURY AND MORETON ROAD, BUCKINGHAM
 

The Cabinet received the report of the Director of Planning, Property and Construction Services regarding the programme for carrying out these works.  An oral report was given on discussions held with Buckingham Town Council as a result of which a further report would be submitted to the Cabinet.  Having acknowledged the high degree of professionalism shown by the Officers during their discussions with the Town Council, it was
 

RESOLVED -
 

(1)

That the scope and extent of works, together with the costs, and the programme be approved.
 

(2)

That a further report be submitted to the Cabinet on the options for the Buckingham facility, having regard to the discussions held with the Town Council concerning the extent of its financial contribution.
 

6.

REVIEW OF MEMBER SERVICES
 

The report of the Independent Panel on Members' Allowances had identified the need to review Member Support Services.  The review had subsequently been undertaken by the Cabinet Member for Customer Services, assisted by his Policy Advisors, namely Councillors Cole and Mrs Payne.  All Members of the Council had been given the opportunity to comment on existing services and three sessions had been held to show Members the new accommodation at Exchange Street.  The report of the Chief Executive incorporated the main findings of the questionnaire survey.  Having commented on the issue of business cards and envelopes and the possible introduction of a flat rate mileage allowance, it was
 

RESOLVED -
 

(a)

Facilities and Stationery
 

(1)

That the Members' Lounge be also used for Member and Officer meetings with furniture being utilised from the meeting rooms at the Walton Street Offices.
 

(2)

That the three rooms allocated to groups be in future used as a lounge room, computer room and small conference room available to all Members.
 

(3)

That ingredients for tea and coffee be provided in the lounge room with hot water being available in the kitchen.
 

(4)

That sandwiches before meetings continue to be provided on request.
 

(5)

That business cards be provided on request at the beginning of each 4 year term of the Council, subject to one print run of 200 cards per Member.
 

(6)

That plain A4 envelopes be made available to Members on request.
 

(7)

That all Members be reminded of the opportunity to download their letter heading to their own PC.
 

(8)

That the Council and Reference Handbooks be made available on the intranet as soon as this could be achieved.
 

(9)

That the copier at 84 Walton Street be relocated to the Member accommodation at Exchange Street.
 

(10)

That Members be reminded every six weeks through the information sheet of the documents available in the Members Lounge and advised of any web site where they might be viewed.
 

(b)

Access to Information
 

(1)

That the e-mail pilot for the circulation of agenda be abandoned.
 

(2)

That Members be encouraged to use e-mail for day to day correspondence where they have access to facilities for Council purposes.
 

(3)

That details be circulated of the Member/Officer AVDC e-mail addresses.
 

(4)

That arrangements to provide Member access to the intranet from their home PCs be explored.
 

(5)

That the continued development of the web site to benefit both the general public and Members be supported.
 

(6)

That the Council should provide computer facilities for Members when resources were available.
 

(7)

That the future of the “Insider” publication and arrangements for disseminating information be considered as part of the review of the new political management arrangements.
 

(8)

That Management Team be asked to review arrangements to ensure that Members received a prompt response from Officers to ward and other issues.
 

(c)

Involvement in Council Activities
 

That the following issues be considered as part of the review of the new political management arrangements:-
 

·

how Members could be better informed about the work of particular departments;
 

·

how the format of agenda and minutes could be improved;
 

·

more opportunities for Members to network, and
 

·

what more could be done to realise the full potential of scrutiny.
 

(d)

Allowances
 

(1)

That a carer's allowance scheme be introduced as set out in Appendix 2 of the report submitted.
 

(2)

That a review of the list of approved duties be carried out by the Cabinet Member for Customer Services and his policy advisors.
 

(e)

Training
 

That the training needs identified during the review be progressed by the Cabinet Member for Personnel and Support Services and the Training and Development Officer.
 

(f)

Other Issues
 

That the question of the Development Control and Licensing Committees having some form of direct responsibility to Council be considered as part of the review of the political management arrangements.
 

7.

EXCLUSION OF THE PUBLIC FROM THE MEETING
 

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 involved the likely disclosure of exempt information as defined in the Paragraphs indicated in Part 1 of Schedule 12A of the Act:-
 

Aquavale Post Project Report.  (Paragraphs 7 and 9).
 

Funding Regrading Requests.  (Paragraph 1).
 

8.

AQUAVALE POOL POST PROJECT REPORT
 

Consideration was given to the detailed report of the Director of Planning, Property and Construction Services regarding payments made under the terms of the construction contract in excess of the approved budget, and in relation to further payments that might have to be paid, also under the terms of the contract.
 

RESOLVED -
 

(1)

That the current payments over and above the approved project expenditure incurred under the terms of the construction contract in the sum specified in the report be noted.
 

(2)

That the Director of Planning, Property and Construction Services after consultation with the Cabinet Member for Leisure and the Cabinet Member for Financial Management, be authorised to make further payments in accordance with the terms of the contract up to a value not exceeding the sum specified in the report, over and above the approved expenditure.
 

(3)

That a further report be submitted either to a special meeting of the Cabinet on 15th January, 2002 or the next ordinary meeting on 22nd January, 2002 regarding the final projected outturn costs on the project.
 

(4)

That the Council be recommended to amend the General Fund Capital programme to reflect the additional expenditure.
 

9.

FUNDING STAFF REGRADINGS
 

At the meeting on 4th December, 2001, a report had been considered regarding the future funding of staff regradings.  Cabinet had indicated its intention to adopt an approach along the lines set out in detail in the Minutes of the last meeting, and which had subsequently been endorsed by full Council on 12th December, 2001.  Members had asked for a further report regarding how the previous decisions might be implemented. Members noted that resources had been identified to meet the costs of the regradings of the Customer Services Officers.
 

RESOLVED -
 

(1)

That the process outlined in Section 3.2 of the report submitted be endorsed.
 

(2)

That in respect of the cases referred to in the report, regradings be funded from identified savings within this financial year and that appropriate provision be built into the budget in subsequent years.