Agenda Item 2__
CABINET
Minutes of the meeting of the Cabinet held on Monday 09 June 2014 at the Council
Offices, Holt Road, Cromer at 10.00am.
Members Present:
Mrs A Fitch-Tillett
Mr B Cabbell Manners
Mr T FitzPatrick
Mr J Lee
Mr R Oliver
Mr W Northam
Mr G Williams
Also attending:
Mrs S Arnold
Mrs L Brettle
Mrs A Claussen-Reynolds
Ms B Palmer
Officers in
Attendance:
1.
Mr J Perry-Warnes
Mr R Reynolds
Mr R Shepherd
Mr B Smith
Mr N Smith
The Chief Executive, the Corporate Director (SB), the Head of
Finance, the Head of Business Transformation, the Team Leader –
Strategy, the Technical Accountant and the Democratic Services
Team Leader
APOLOGIES FOR ABSENCE
None
2.
MINUTES
Mr B Cabbell Manners said that he had sent his apologies for the previous meeting.
The Chairman then signed the minutes of the meeting of 12th May 2014, subject to
the above amendment.
3.
PUBLIC QUESTIONS
None received
4.
ITEMS OF URGENT BUSINESS
None received
5.
DECLARATIONS OF INTEREST
None
6.
MEMBER QUESTIONS
None received
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09 June 2014
7.
CONSIDERATION OF ANY MATTER REFERRED TO THE CABINET BY THE
OVERVIEW AND SCRUTINY COMMITTEE OR COUNCIL FOR
RECONSIDERATION
None
8.
CONSIDERATION OF REPORTS FROM THE OVERVIEW AND SCRUTINY
COMMITTEE
None
9.
PLANNING POLICY AND BUILT HERITAGE WORKING PARTY
The Portfolio Holder for Planning Policy introduced this item. He said that it had been
considered by the Planning Policy and Built Heritage Working Party at their meeting
on 19th May.
It was proposed by Mr B Cabbell Manners, seconded by Mrs A Fitch-Tillett and
RESOLVED
That the Land Supply Statement be published
10.
2013/14 OUTTURN REPORT
The Portfolio Holder for Finance, Mr W Northam, introduced this item. He explained
that the report presented the outturn position for the revenue account and capital
programme for the 2013/14 financial year. He said that he was pleased to report a
surplus of £119,011 which would be transferred to the general reserve.
It was proposed by Mr W Northam, seconded by Mr G Williams and
RESOLVED to recommend the following to Council:
a) The final accounts position for the general fund revenue account for 2013/14;
b) The transfers to and from reserves as detailed within the report (and Appendix C)
along with the corresponding updates to the 2014/15 budget;
c) Transfer the surplus of £119,011 to the general reserve;
d) The financing of the 2013/14 capital programme as detailed within the report and
at Appendix D;
e) The balance on the general reserve of £1,745,452 at 31 March 2014 and forecast
balance of £1,496,220 at 31 March 2015;
f) The updated capital programme for 2014/15 to 2015/16 and the associated
financing of the schemes as outlined within the report and detailed at Appendix E;
g) A capital budget of £30,000 for replacement hardware storage as detailed within
7.2 of the report.
Reasons for the decision:
To approve the outturn position on the revenue and capital accounts for 2013/14 that
will be used to produced the statutory accounts for 2013/14. To provide funding for
ongoing projects and commitments as detailed within the report.
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09 June 2014
11.
BANKING TENDER
Mr W Northam, Portfolio Holder for finance introduced this item. He explained that
the Council was part of a Norfolk wide procurement process to obtain a new banking
services provider with all the Norfolk Districts, along with Norfolk County Council and
the Police. It was anticipated that an award date would be achieved during summer
2014.
It was proposed by Mr W Northam, seconded by Mr R Oliver and
RESOLVED that:
Cabinet delegates the decision to award a contract for banking services to the Head
of Finance in consultation with the Portfolio Holder for finance.
Reason for the Decision:
To ensure that the procurement timescales for the award of the banking contract
would be met.
12.
DEBT RECOVERY ANNUAL REPORT
The Portfolio Holder for Finance, Mr W Northam, introduced this item. He explained
that this was an annual report detailing the council’s collection performance and debt
management arrangements for 2013/14. He praised officers for their continued hard
work in pursuing the recovery of debts owed to the Council. He concluded by
thanking the Head of Revenues and Benefits, Louise Wolsey for all of her support
over recent years and wished her a long and happy retirement.
It was proposed by Mr W Northam, seconded by Mrs A Fitch-Tillett and
RESOLVED to recommend to Council
The approval of the annual report giving details of the Council’s write-offs in
accordance with the Council’s Debt Write-Off Policy and performance in relation to
revenues collection.
Reason for the decision:
To ensure that the Council is informed of collection performance and debt
management arrangements for 2013/14.
13.
TREASURY MANAGEMENT ANNUAL REPORT
Mr W Northam, Portfolio Holder for Finance, introduced this item. He explained that
the report set out the treasury management activities undertaken during 2013/14
compared with the Treasury Management Strategy for the year. He assured
members that treasury activities for the year had been carried out in accordance with
the CIPFA Code and the Council’s Treasury Strategy. Before moving the
recommendation, Mr Northam said that this was the first time that the anticipated
investment income for the year was not achieved. However, the LAMIT Pooled
Property Fund had earned more than predicted thus resulting in a smaller overall
shortfall.
It was proposed by Mr W Northam, seconded by Mr G Williams and
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09 June 2014
RESOLVED to recommend to Council:
That the Treasury Management Annual Report and Prudential Indicators for 2013/14
are approved.
Reason for the decision:
To demonstrate compliance with the CIPFA Treasury Management and Prudential
Codes.
14.
ANNUAL REPORT 2013/14
The Leader, Mr T FitzPatrick introduced this item. He informed members that the
report outlined the key elements of the Annual Report 2013/14. The final version
would be published by July 2014. He drew members’ attention to the improved
layout.
It was proposed by Mr T FitzPatrick, seconded by Mr B Cabbell Manners and
RESOLVED to
1) note the contents of this report.
2) give authority to the Leader of the Council and the Chief Executive to approve the
final public version of the report.
3) give authority to the Leader of the Council and the Chief Executive to approve the
communications plan for the Annual Report 2013/14.
Reason for the decision:
To comply with the provisions of the Council Performance Management Framework
and local government best practice.
15.
CAR PARKING MANAGEMENT AND PRICING
Mr R Oliver, Portfolio Holder for Assets introduced this item. He explained that the
report had been prepared at the request of Cabinet to review the current charging
structure with a view to supporting local residents, local businesses and visitors. If
agreed, the changes would come into effect during October 2014. He concluded by
informing members that various options regarding free parking were still being
considered.
It was proposed by Mr R Oliver, seconded by Mr T FitzPatrick and
RESOLVED to
a) remove the evening charge from 6:00 pm
b) allow £5 (24hr) pay and display tickets to be transferable to other P&D car parks
c) to delegate authority to the Chief Executive Officer, in consultation with the
Portfolio Holder for Assets and the Section 151 Officer, to agree the free parking
arrangements
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09 June 2014
and to RECOMMEND to Council
That the budget implications detailed within Section 6 of the Cabinet report are
approved
Reason for the decision:
To eliminate confusion over evening charges, to provide greater flexibility for 24 hour
tickets and to encourage people to ‘pop and shop’ during what is generally deemed a
slow trading period. The changes would better support local residents, local
businesses and visitors.
16.
WEB INFRASTRUCTURE UPGRADE
Mr R Oliver, Portfolio Holder for Information Systems introduced this item. He said
that approval was sought for the recruitment of an additional post within the
Applications Development Team of the IT department – as previously outlined within
the Business Transformation Programme Plan. In addition, approval was sought for
the release of funding to support the delivery of the new web technology to support
this programme. It was anticipated that the additional resources would also support
improvements and savings to customer services.
It was proposed by Mr G Williams, seconded by Mr R Oliver and
RESOLVED to
1) approve the permanent establishment of the previously identified post within the
Applications Development team of the IT section at a cost of approximately £37,000
to be funded as outlined in the report.
2) approve funding from the Invest to Save Reserve of £37,500 to fund the one off
engagement of third party technical expertise and the procurement of associated IT
infrastructure components.
3) delegate authority to the relevant Corporate Director in consultation with the s151
Officer to procure the goods and services required to implement the new web
technology.
Reasons for the decision:
To provide the capacity, skills and technology required to commence the deployment
of new web technology which would support the delivery of the wider transformation
agenda.
17.
DISPOSAL OF COUNCIL LAND
The Portfolio Holder for Assets, Mr R Oliver, introduced this item. He informed
members that the report sought approval to enter into an options agreement to
dispose of 5 Council owned sites to Broadland St Benedicts, a wholly owned
subsidiary of Broadland Housing Association. He added that the Council had been
approached by Victory Housing Trust about the disposal of the sites and it was
anticipated that they would work with them in the future.
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09 June 2014
Members were invited to speak:
1. Mr J Perry-Warnes commented on the site at Edgefield. He said that the parish
council supported the proposals. However, he had some concerns regarding
shared-ownership options as it could be difficult for people to raise a mortgage on
such properties as the Council would have a covenant on the land.
2. Mr N Smith, ward member for Erpingham, said that the piece of land at Erpingham
had been a topic of local concern for some time. He had made Cabinet aware of
the views of local residents but he particularly wanted to highlight concerns about
the lack of infrastructure. Drainage was a problem, as was access to the site. He
had been told that it would cost approximately £1m to improve the drainage. He
asked that the disposal of this site be put on hold to allow the village time to find
the funds for a community purchase.
3. Mrs A Claussen-Reynolds commented that the site at Highfield, Fakenham had
been withdrawn due to local members voicing their concerns. Mr R Oliver replied
that the Highfield site was a car park and not designated housing land and was
therefore easier to withdraw. He added that he felt that it would be appropriate for
any concerns and issues regarding the sites to be discussed in the planning
arena. The purchase would only proceed if planning permission was granted. The
Chief Executive said that the report referred to designated housing land not
designated sites in the Local Development Framework. These sites were not
transferred under the housing stock transfer and had been held for the purpose of
housing – specifically exception schemes.
Mrs A Fitch-Tillett commented that it was important to clarify that the sites were for
housing exception schemes as these were available for residents with a local
connection.
It was proposed by Mr R Oliver, seconded by Mrs A Fitch-Tillett and
RESOLVED that
1. An options agreement for the five retained housing sites is completed between the
Council and Broadland St Benedicts on the terms set out in their letter dated 29
April 2014 and the terms contained in this report.
2. The Head of Assets and Leisure is delegated to approve the sale of individual
sites by private treaty in accordance with the options agreement.
Reasons for the decision:
To increase the provision of housing, including affordable housing across the district
which supports the Corporate Plan.
LOCAL INVESTMENT STRATEGY – REQUEST FOR LOAN FROM BROADLAND
HOUSING ASSOCIATION
18.
Mr W Northam, Portfolio Holder for Finance, introduced this item. He said that
Cabinet approved the Local Investment Strategy in September 2013 and that
following advertising of the loan fund, a formal request for a loan was received from
Broadland Housing Association. They had requested that a loan of £3.5m was paid in
three tranches. In addition, they had requested a loan of £0.75m to be paid to their
wholly owned subsidiary, Broadland St Benedicts. This would be for a period of up to
3 years and would be repaid to allow the final tranche of the loan to Broadland
Housing Association to be paid.
Mr Northam thanked the Team Leader – Strategy for all her hard work.
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09 June 2014
It was proposed by Mr W Northam, seconded by Mr B Cabbell Manners and
RESOLVED to
Give delegated authority to the Head of Finance and the Portfolio Holder to approve
the loan request from Broadland Housing Association to provide a loan of £3.5m to
Broadland Housing Association and £0.75m to Broadland St Benedicts which will be
repaid to allow the final tranche of the loan to Broadland Housing Association to be
paid, subject to:
1. The 3.5m available in the capital programme being ring fenced for the provision
of the agreed loans to Broadland Housing Association and Broadland St
Benedicts.
2. The completion of loan agreements between the Council and Broadland Housing
Association and Broadland St Benedicts in advance of any loan payments being
lent.
3. The required level of security for the loan being provided as set out in this report
being provided immediately prior to the loan tranche payments being lent.
4. Capital receipts from the repayments of principal (which shall be on an Equal
Instalment of Principal basis) are applied to finance the Capital Financing
Requirement.
Reasons for the decision:
To increase the provision of housing, including affordable housing across the district
which supports the Corporate Plan.
The Meeting closed at 10.21 am
_______________
Chairman
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09 June 2014