COUNCIL MEETING
28TH JUNE 2007
No.1
B
COUNCIL – 28TH JUNE 2007
RECOMMENDATIONS OF THE EXECUTIVE AND COMMITTEES
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OVERVIEW AND SCRUTINY COMMITTEE: 2ND APRIL 2007
91/586
ANNUAL REPORT 2006/07
The Chairman presented his Annual Report on the work
activities of the Committee during 2005/06, which covered the
following elements of its work:
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Holding the Executive to account
Holding Public Utilities to account
Performance Monitoring
Internal Audit
Strategy and Policy Development
Best Value
Review Panel work
Training: Scrutiny of Performance
Call-in of Executive decisions
Future development
The Committee established 7 Panels for operation during the
year and a summary of their progress was presented. Each Panel
had either a Scoping Report or clear Terms of Reference. The
Scoping Report set out its aims and objectives, proposed
outcomes, timescales, who to involve and what information was
needed.
In line with the Committee’s overall desire to seek
improvements to Council services it continually, through the
Chairman, reviewed the Leader’s Forward Plan and considered
reports accordingly. This constructive approach resulted in no
matters being Called In.
The Committee continually worked in parallel with the overall
direction of Council priorities and its work programme had been
designed appropriately to support the Corporate Plan for 200609. Additionally the Committee held the Executive to account
over a number of issues during the year, which had become an
accepted part of its activities.
RESOLVED that the Director of Policy and Environment be
authorised, in consultation with the Chairman of the Overview
and Scrutiny Committee, to agree the final format and wording
of the published report.
RECOMMENDED that the Committee’s Annual Report for
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2006/07 be approved.
EXECUTIVE: 26TH APRIL 2007
183/615
CONSTITUTIONAL AMENDMENT RE MONEY
LAUNDERING
The Standards Committee on 12th March approved an AntiMoney Laundering Policy noting the requirement to amend the
Officer Scheme of Delegation contained within the Constitution
to take account of the Policy.
Although the Council already promoted good conduct by
Members, Officers and Council Agents in many ways it had not
specifically addressed the issue of money laundering. The new
policy therefore provided procedures to be followed by all
relevant employees.
The Anti-Money Laundering Policy included the definition of
money laundering; the Council’s obligations and identified the
Director of Resources as the Money Laundering Officer. This
required a change to the officer Scheme of Delegation and
therefore Full Council approval.
In considering their options the Executive noted that it could
approve, reject or amend the proposed change to the Scheme of
Delegation.
RECOMMENDED that, as required by the Money Laundering
Regulations and related legislation the Constitution be
amended to designate the Director of Resources as the Money
Laundering Officer (“MLO”) and that the Head of Legal and
Property Services be authorised to amend the Officer Scheme
of delegation to reflect this appointment.
184/615
OVERVIEW AND
PROGRAMME
SCRUTINY
COMMITTEE
WORK
In accordance with Article 6 of the Constitution the Overview
and Scrutiny Committee consulted the Executive prior to its
future Work Programme being reported for recommendation to
Council.
The business that the Overview and Scrutiny Committee
proposed to consider during the year would be in the following
categories:
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Policy Framework consultations;
on going work rolled forward from the 2006/07 year;
continuation of existing Scrutiny Review Panels;
Best Value Reviews;
general other and new business;
resource and Performance Management Monitoring;
matters Called In; and
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external Scrutiny.
An important element of the Committee’s work was to ensure
that it continued to assist the Council in driving forward its
Corporate Plan objectives and priorities. In this respect the
Committee’s Work Programme had been designed in a
constructive way to develop strong co-ordination with the
Executive’s Work Programme for the year. To support this
approach regular (twice a year) meetings between the Leader of
the Council and the Chairman of the Committee had been
established to focus on the Committee’s Work Programme to
ensure that the linkage remained appropriate to the Authority’s
aspirations.
The Executive considered the details of the proposed Work
Programme noting that it had the right balance of reviewing
Policy Framework consultations and performance management
monitoring activity. In terms of the new work, the Committee
sought to review the Local Community Action Plan process and
undertake a review of the impact of the establishment of New
Communities within the Borough. The timing of these proposed
reviews was considered to be appropriate and supported.
The Executive noted that the work of the Committee was likely
to go through a period of change during the year because of
legislative changes, which had been acknowledged in the report.
The Executive acknowledged the work of Councillor M.G.
Ormerod (who was retiring from the Council) as Chairman of
the Overview and Scrutiny Committee in developing the
Council’s approach to scrutiny and putting it at the forefront of
this work amongst District Councils.
RECOMMENDED that, subject to the comments set out at
Annex 1 of the report, the Overview and Scrutiny Committee
Work Programme for 2007/08 be adopted.
EXECUTIVE: 24TH MAY 2007
8/35
NEW CONTRACT PROCEDURE RULES
The Executive received a report, which proposed the
introduction of revised Contract Procedure Rules from 1st
September 2007. The report set out relevant statutory powers,
associated issues, options open to the Executive, legal and
financial implications, consultation undertaken and policy
framework considerations. A table detailing a comparison
between the existing and proposed Procedure Rules was
appended to the report, together with the new Contract
Procedure Rules.
The Council’s last comprehensive review of its Contract
Procedure Rules took place in 1999. Since then, the procurement
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environment in which the Council operated had changed
significantly. In particular there had been an increase in the
prominence of partnership working, both in the provision of
services and the purchase of basic commodities.
Furthermore, changes to the legislative framework, such as EU
regulations and the Freedom of Information and Data Protection
Acts, needed to be effectively reflected in the Council’s
governance framework.
In addition, there was now an increased emphasis on using
electronic methods for undertaking business transactions, which
must also be reflected in the Council’s contract procedure rules.
In light of these changes, the Executive considered the revised
contract procedure rules, which would assist the delivery of
efficient and effective procurements across the Council.
Of the options presented, the Executive favoured the adoption of
the new Contract Procedure Rules. It was accordingly
RECOMMENDED that:
(i)
the Contract Procedure Rules set out in Annex 1, to
replace the existing Rules, pursuant to Section 135 of the Local
Government Act 1972 be adopted;
(ii)
the proposed Contract Procedure Rules take effect for all
new procurement exercises that start after the 1st September
2007;
(iii) the Head of Legal and Property Services be authorised
to make the required changes to the Council’s Constitution;
and
(iv) the Head of Legal and Property Services and the Head of
Finance and Procurement in consultation with the Executive
Member for Finance and Assets be granted delegated authority
to make minor alterations to the Contract Procedure Rules to
ensure that they remain compliant with any future legislative
changes and acknowledged ‘Best Practice’.
EXECUTIVE: 14TH JUNE 2007
15/72
HEALTH ACT 2006: SMOKE FREE ENFORCEMENT POLICY
AND AUTHORISATIONS
The Executive considered a report, which sought approval to put
in place measures to enforce the Smokefree Law. The report set
out relevant statutory powers, key issues, legal and financial
implications and policy framework considerations.
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Executive Members noted that the new statutory duty,
introduced by the Health Act 2006, to enforce the smoke free
legislation, would come into force in England at 6am on 1st July
2007. It would then become illegal to smoke in most enclosed or
substantially enclosed public places, inside work premises and
inside public or work vehicles.
The intention of the Health Act 2006 was to protect individuals
from exposure to second hand smoke. Smoke free would also
reduce the incidence of smoking related disease and deaths.
The introduction of Smoke-free England would impose two legal
requirements on businesses and one on individuals. These
included (a) the requirement to display no-smoking signs in
smoke-free premises and vehicles, (b) management action to be
taken to prevent people from smoking in all smoke-free premises
and vehicles and (c) no smoking by individuals in smoke-free
places or vehicles.
It was anticipated that on 1st July there would be few
infringements, and where these did arise, they would be mostly
attributable to oversights or misunderstandings. Where there
was deliberate non-compliance with the new provisions, a more
formal enforcement approach would be employed, resulting in
either a Fixed Penalty Fine or prosecution. Members noted that
this represented a “stepped” enforcement approach.
Executive Members also noted that the introduction of smokefree involved a multi agency approach with the NHS, Primary
Care Trusts and Local Councils. This approach was currently
underway across Surrey. The Executive commended this multi
agency approach and hoped it would applied when tackling
other issues such as under age drinking.
Circulated at the meeting was an addendum to the report, which
set out the results of the consultation exercise undertaken
between May and June 2007. Nine responses had been received
in total. The majority of respondents indicated their support for
the “stepped” approach to enforcement, commenting that the
Enforcement Policy would enhance their life and no one had
indicated that the Policy would result in hardship.
Members noted the guidance issued to all local government
enforcement authorities by the Local Authorities Co-ordinators
of Regulatory Services (LACORS) to ensure national consistency
in interpretation and application of the proposed Smoke-free
Premises and Vehicles Enforcement Policy, as set out in the
report together with the Council’s Enforcement Policy, based on
the “stepped” enforcement approach, which was appended to
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the report.
The report was discussed during which reference was made to
the requirement for landlords and club owners to provide
receptacles for cigarette ends, either in foyer areas, or attached to
an outside wall and to tidy their own premises and the
pavement outside on a daily basis. Reference was also made to
need for a facility for residents to be able to report issues to the
Council outside normal working hours The Portfolio Holder for
Enforcement replied that checks would be undertaken on a
twenty four hour basis and enforcement would be applied at all
times of the day and at weekends. With reference to the display
of non-smoking signs, the Executive noted that these could be
adapted to ensure that they were sympathetic to the setting in
which they were placed, e.g. churches.
Of the options presented, together with the advice from
LACORS and the results of the consultation exercise, the
Executive
RESOLVED that:
(i)
the smoke-free related issues be noted and the
corporate/partnership approach advocated by the Local
Authorities Co-ordinators of Regulatory Services (LACORS) be
approved; and
(ii)
the new Smoke-free Premises and Vehicles Enforcement
Policy, as detailed in Annex 1 be approved.
RECOMMENDED that:
(i)
the Constitution be amended to authorise the Head of
Environmental Health Services or the Director of Policy and
Environment to exercise the Council’s powers of enforcement
under the relevant smoke free statutory provisions as set out in
Annex 2 of the circulated report; and
(ii)
the Council authorise the Head of Legal and Property
Services to amend the Officer Scheme of Delegation, as
detailed in Annex 2.
17/75
CARBON FOOTPRINT REDUCTION - MOTION FROM
COUNCIL 19TH APRIL 2007
The Executive received a report, which gave initial consideration
to the Motion moved and seconded at the Council meeting on
19th April 2007 by Councillors S.A. Kulka and Councillor G.L.
Norman. The report set out factors for consideration, legal and
financial implications, consultation undertaken and policy
framework considerations.
Minute/Page
The Executive noted that the Department of Communities and
Local Government (DCLG) was currently consulting on new
rights that would define a wide range of domestic renewable
energy equipment as ‘permitted development’. The additional
permitted development rights were expected to be introduced
this Autumn. It was therefore premature to consider changing
planning application charges before then.
Members noted that the Energy Centre for Sustainable
Communities (ESSC) was commissioned in October last year to
undertake a Carbon Reduction Management report for the
Council. A draft report had been received and officers were
currently assessing the outlined proposals. Short, medium and
long-term action plans would follow in due course.
In addition to this work, a new sustainable energy strategy was
being developed and would to feed into the Core Strategy of the
Local Development Framework, due to be submitted in
November this year. The Executive had regard to the fact that
the Council needed to develop policies that would ensure all
new developments incorporated a minimum of 10% (or more) of
their energy needs from sustainable sources.
With reference to the Council’s own estate, Members were
already aware of the ground source heat pump arrangement for
the new Priory Park pavilion. The options for the Council’s our
new Leisure centres would also include renewable energy
provision. Executive Members noted that the energy audit on
Donyngs had been completed and further audits were currently
underway on four more of existing estates at the Town Hall,
Earlswood Depot, the Harlequin and car parks.
Officers had also discussed improvements to the Council’s
website with Energy Centre for Sustainable Communities and
there was a new link to “climatebenefits.org.uk”. This provided
free and impartial advice to homeowners on saving energy.
Members noted the business event being held at the Harlequin
on Monday 18th June when the Oscar winning film by Al Gore
“An Inconvenient Truth” would be shown. This was being
sponsored by Parador Properties of Redhill and there would be
further showings for schools and the general public during the
following week. This marked the start of a campaign to improve
public awareness on energy issues.
Members also noted that officers were working on the
development of a “Local Carbon Offset Fund” to look at saving
energy and the promotion of renewable energy options in the
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Borough.
The matter was discussed during which Members commented
on the usefulness of the new website link to
“climatebenefits.org.uk”. References were also made to the need
to publicise what action the Council was taking to reduce its
own carbon footprint in order to set an example to other
businesses and to learn from other businesses where a reduction
in resource consumption had already been achieved.
RECOMMENDED that the carbon footprint reduction Motion
be noted and that the issues raised be discussed further when
the full report is brought on the Council’s sustainable energy
strategy.
19/78
DRAFT ASSET MANAGEMENT PLAN 2007-2010
The Executive received a report that set out the Council’s draft
Asset Management Plan (AMP) for 2007-2010. The report set out
options for consideration, legal and financial implications,
consultation undertaken and policy framework considerations.
Although there was no statutory requirement to have an AMP,
Members noted that best practice contained in Government and
professional guidance recommended that such a plan be
adopted. It was also necessary for the purposes of the
Comprehensive Performance Assessment.
The Executive noted that Recommendation 1 to the report
sought authority to consult upon the draft Asset Management
Plan 2007-2010. The document was set out in Appendix 1 to the
report and had been substantially changed from the previous
plan in order to fulfil Government requirements for performance
management. The current plan set out the Council’s
methodology and governance in addressing the management of
its property assets.
The draft Plan was broadly divided in to 4 sections 1.
The Forward – which summarised the purpose of the Plan.
2.
Property Services in a Council Context – which provided
background information about the Borough, financial
information about the service, and linkages to other
Council plans and policies and how the services fitted into
this complex context.
3.
The Property Services Work Programme – which identified
the current work of the team and the improvements that
needed to be made, and
4.
The future and reviewing the Plan.
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Appendix 1, in particular, set out the major work streams that
the Service would tackle over the next 3 years. It also set out an
indicative timetable for each of these projects over that period.
This level of work posed a serious challenge for the team, and
aimed to ensure that it improved its processes and procedures,
delivered increased capital receipts; and at the same time
continued to provide fundamental support and advice on Major
projects under the Corporate plan.
The AMP represented a level 2 Strategy document under the
Council’s Constitution and as such needed to be considered by
the Overview and Scrutiny Committee under the Policy
Framework and Budget Procedure Rules. The AMP was due to
be considered by the Overview and Scrutiny Committee at its
next meeting on 5th July.
A separate paper was circulated at the meeting setting out a
“short term action plan” for Property Services. This sought to
counterbalance the long-term objectives in the AMP and
provided an indication of the more immediate work that was to
be progressed.
Following the consultation on the AMP, Members noted that a
further report would be brought to the Executive in September
and this would recommend adoption of the Plan to Full Council.
The Executive noted that Recommendation 2 sought authority to
delegate the acquisition of property in the Borough (up to a
value of £500,000 per transaction), to the Head of Legal and
Property Services. This was subject to consultation with the
relevant Executive Members and only where it would further the
strategic aims of the Council.
The level of delegation would enable speedier decisions to be
taken and was essential when dealing in a commercial
environment. In addition, it could only be exercised where the
Council had already approved funding under the capital
programme.
In all other cases and particularly where a major site was to be
acquired, a full report would be submitted to the Executive in
the normal way and Council would be required to approve the
expenditure if in excess of the formerly agreed capital budget.
The matter was discussed during which reference was made to
paragraph 15 of the AMP which set out the Council’s declaration
of commitment to energy conservation aims. Members requested
that reference to water conservation also be included in this
section.
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Of the options presented, the Executive favoured adoption of the
draft AMP. It provided a sound basis for delivering the
requirements of the Corporate Plan, the targets were a realistic
assessment of the Council’s ability to complete this work and the
plan was based on those adopted by other authorities with
Beacon Status in this function. The Executive also supported the
option to authorise officers to acquire sites under a specific
delegation in order to avoid missed opportunities arising. It was
accordingly
RESOLVED that the draft Asset Management Plan 2007-2010
(“AMP”) be approved for consultation purposes; and
RECOMMENDED that:
(i)
the Head of Legal and Property Services be authorised,
on the basis of the principles identified in the AMP and in
consultation with the Leader, the Executive Members for
Finance & Assets, Regeneration & Transport and Planning &
Housing, the Director of Resources and the relevant service
Director, to acquire sites up to a value of £500,000 per
transaction to further the strategic goals of the organisation;
and
(ii)
the Head of Legal and Property Services be authorised
to amend the Officer Scheme of Delegation in the Council’s
Constitution to give effect to recommendation (i).
20/80
RISK MANAGEMENT STRATEGY AND CORPORATE RISK
REGISTER
The overall purpose of the report was to provide the Executive
with an update on the position of the Council in relation to the
implementation of Risk Management. The report also sought
approval for consultation on the updated version of the
Council’s Risk Management Policy, which was appended to the
report. The report set out the background, options for
consideration, legal and financial implications, consultation
undertaken and policy framework considerations. Although
there were no specific statutory powers governing the Council’s
involvement in Risk Management, it was recognised that all
organisations should utilise such a strategy to ensure the
maximisation of opportunities and the management of risks that
may prevent an organisation from achieving its objectives.
The Executive noted that the Council had always considered the
implications of risk management through its approach to
management of its insurance liabilities. Subsequently, the focus
on risk management within the Public Sector was heightened
and guidance was issued requiring Councils to apply a more
corporate focus to the identification and management of its risks.
As a result, the Council approved its initial Risk Management
Policy and Strategy in July 2003. Implementation of this Strategy
had resulted in a number of achievements, including (a) the
establishment of a Risk Management Officer Group, (b) the
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introduction of Operational Risk Registers for all Service Units,
(c) the establishment of a Strategic Risk Register and (d) a
“Substantial Assurance” evaluation of the Risk Management
process by Internal Audit.
The Executive had regard to the fact that the Government saw
the issue of Risk Management as a key tool in any well run Local
Authority and had therefore incorporated the adoption of, and
compliance with national guidance, as an element in the
Comprehensive Performance Assessment (CPA) Process.
Revised guidance for the 2006 CPA indicated that Councillors
should have more involvement in the strategic element of the
Risk Management process. The report therefore set out a series
of steps aimed at increasing Executive involvement to ensure
that the Council was moving towards compliance with the CPA
requirements.
The matter was discussed during which Executive Members
expressed their support for rigorous risk management. Members
noted that this matter would be reported back to the Executive
on a regular basis and requested that information be provided in
a simple, high-level format. The Executive also noted that the
Council had an extremely comprehensive business continuity
plan and disaster management plan.
RESOLVED that:
(i)
the Risk Management Policy as set out in Annex 1 of the
circulated report be approved for consultation with the
Overview and Scrutiny Committee in accordance with the
Council’s Policy Framework;
(ii)
the revised Council’s Strategic Risk Register be endorsed
and Officers be instructed to bring six-monthly progress reports
to future meetings of the Executive;
(iii)
the Directors and Corporate Plan Programme Managers
meet with the appropriate Executive Members to review the
potential risks associated with the revised Corporate Plan; and
(iv)
Officers amend the Councillor’s training programme to
ensure that all Councillors have the opportunity to enhance their
general knowledge and awareness of the importance of risk
management to the effective running of a Local Authority.
RECOMMENDED that the formal responsibility for
overseeing effective Risk Management within the Council be
delegated to the Executive and authority be delegated to the
Head of Legal and Property to make the necessary
amendments, to the Responsibilities for Local Choice
Functions in Part 3 of the Constitution.
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23/84
APPOINTMENTS TO OUTSIDE BODIES
The Executive considered a report, which set out details of
nominations for representatives to serve on outside bodies and
for appointments to be made to ad hoc groups. Members noted
that in most cases the nominations received to serve on outside
bodies did not exceed the number of vacancies, and officers had
accepted those nominations under delegated authority. This
report dealt with those cases where the nominations received
did exceed the number of vacancies and consequently these were
submitted to the Executive for determination.
Members noted that four nominations for three vacancies had
been received to serve on the Woodhatch Community
Association- Executive Committee. The Executive was required
to determine which three nominations should be approved.
With reference to the Raven Housing Trust Board Members,
three nominations had been received for three vacancies but
under the provisions of the Council’s Constitution these required
approval by full Council. The Executive considered the
additional paper tabled at the meeting, which set out the request
from the Housing Trust to appoint Council Members to the
Board for three year terms of office and in order to ensure
continuity, nominations to be made each year on that basis
rather than all three at once.
The Housing Trust had also indicated that to assist in the
recruitment and retention of independent Board Members it
intended to introduce payments to Board Members. Payments
would be in line with guidance issued by the Housing
Corporation and were likely to be £3,750 per annum for a
standard Board member. Members noted that this payment
would need to be declared.
With reference to the Raven Housing Trust General Meetings,
one nomination had been received for one vacancy and one
nomination had been received for one substitute but these
nominations also required approval by full Council.
The second part of the report detailed outstanding vacancies for
which no nominations had been received. These would be renotified to Members in due course.
The third part of the report detailed the notification received
from the London Borough of Sutton, requesting a change to their
nominee on the Banstead Commons Conservators.
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The final sections of the report set out the appointments required
for various ad hoc groups in 2007/08 and the Executive was
asked to endorse these. Appointments were therefore resolved
or recommended to Council as follows:
(A)
OUTSIDE BODIES
RESOLVED that Councillors Mrs. S.F. King, A.R. Mountney and
Mrs. C.E. Poulter, be appointed to serve on the Woodhatch
Community Association – Executive Committee for the 2007/08
Municipal Year.
RECOMMENDED that:
(i)
the following nominations to the Board of the Raven
Housing Trust be recommended to Council:
Councillor Mrs J.S.Bray
Councillor G.P. Crome
Councillor A.R. Mountney
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for a one year term of office
for a two year term of office
for a three year term of office
(ii)
all subsequent nominations to the Board of the Raven
Housing Trust be made on the basis of fixed three year terms
of office;
(iii) the proposal of the Housing Trust to remunerate
Board members be supported and endorsed; and
(iv) Councillor A.J. De Save be appointed to serve on
Raven Housing Trust – General Meetings for the 2007/08
Municipal Year, with Councillor A.J. Kay as the nominated
substitute.
(B)
VACANCIES
RESOLVED that the vacancies that remain on certain outside
bodies as shown in the circulated report be renotified to
Members in accordance with the agreed procedure.
(C)
BANSTEAD COMMONS CONSERVATORS
RESOLVED that the nomination of Councillor Richard Bailey by
the London Borough of Sutton to serve on Banstead Commons
Conservators be accepted until March 2008.
(D)
THE HARLEQUIN BOARD
RESOLVED that:
(i)
Councillors J.M. Ellacott, M.J. Miller, and R.F.C. Wagner
be appointed to serve on the Harlequin Board for the Municipal
Year 2007/08; and
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(ii)
the Mayor be a non-voting patron and that the Executive
Member for Leisure and Wellbeing and the Executive Member
for Regeneration and Transport receive permanent standing
invitations to attend meetings of the Board.
(E)
LOCAL JOINT FORUM
RESOLVED that Councillor J.M. Ellacott be appointed to serve
as the nominated Executive Member on the Local Joint Forum
for the Municipal Year 2007/08, together with the Leader of the
Council and the Executive Member for Organisational
Development and other Executive Members relevant to the
issues under consideration and the Chief Executive, the
Directors and the Head of Personnel and Support Services.
(F)
HEALTH AND SAFETY FORUM
RESOLVED that Councillors A.J. De Save, J.M. Ellacott and A.J.
Kay be appointed to serve on the Health and Safety Forum for
the Municipal Year 2007/08.
(G)
DISCRETIONARY RATE RELIEF PANEL AND CORE
FUNDING GRANTS PANELS
RESOLVED that:
(i)
these Panels be amalgamated in a single membership
although meetings will generally focus on either Core Funding
applications (annual grants process) or on Discretionary Rate
Relief applications;
(ii)
Councillors M.H.C. Buttery, J.M. Ellacott, A.J. Kay, N.
Harris, Mrs. R.S. Turner and Mrs A.N. Venn be appointed to
serve on the Discretionary Rate Relief and Core Funding Grants
Panel; and
(iii) the nominations required for the 2008/09 be reduced from
six to five.
(H)
SURREY COUNTY COUNCIL – SURREY
SUPPORTING PEOPLE ADVISORY GROUP
RESOLVED that the Executive Member for Planning and
Housing be appointed to serve on this Advisory Group for the
Municipal Year 2007/08.
26/87
RESTRUCTURING OF THE PROPERTY SERVICE AND
REQUEST FOR ADDITIONAL RESOURCES
The Executive considered a report, which sought approval for
the proposed restructuring of the Property Service Team. The
report set out relevant statutory powers, issues for
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consideration, legal and financial implications, consultation
undertaken and policy framework considerations.
The report addressed concerns about the Property Team’s
capacity and expertise to deliver the corporate objectives set out
within the draft Asset Management Plan, which had been
considered earlier at the meeting.
Consequently an additional three new posts and the deletion of
one post were proposed. The approval of only one new
permanent post was sought and this was for that of a Building
and Facilities Manager, to (a) drive the streamlining of the
practices and procedures of the Team thereby delivering cost
savings and (b) to provide the ongoing professional skills
required on building projects.
The Executive noted that approval was also sought for the
creation of two further new posts, but on a 2 year fixed term
basis only, namely (a) a Development Surveyor to assist with
major regeneration and asset exploitation work and (b)
Valuation Surveyor, to carry out the rent reviews, lease renewals
and streamlining of the related procedures and documentation.
The short-term nature of these proposals would enable the
impact of the changes to the processes and procedures of the
Service to be assessed. In so doing, it would not permanently tie
the Council to a structure that may not be fit for purpose in the
future. The Executive noted that the total additional cost over
the proposed three year period would be £222,250. Of this
£97,500 would be charged to capital and the investment income
foregone was approximately £5,120 assuming an interest rate of
5.25%.
An additional revenue cost of up to £125,000 would be required,
but only if additional income could not be generated through
rent reviews, lease renewals and income generated from
investing the capital receipts from future property disposals.
The matter was discussed during which Executive Members
considered the need for caution when utilising fixed term
contracts. Executive Members requested that the Head of
Personnel and Support Services be asked to organise a seminar
for all Members in order to update them on Employment Law,
including the use of Fixed Term Contracts.
Executive Members considered the options set out in the report
and concluded that the restructuring of the Property Service
along the lines proposed was necessary. It was accordingly
RECOMMENDED that the restructuring proposal for the
Property Services Team and the required changes to the
Human Resource Plan as set out in Appendices 2 and 3 of the
circulated report be approved.
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27/88
CESSATION OF THE COUNCIL'S SKIP SERVICE
The Executive considered a report that sought approval to cease
the skip hire service currently operated by Neighbourhood
Services and the deletion of two posts from the Council’s Human
Resource plan with effect from 31st March 2008. The report set
out relevant statutory powers, issues and options for
consideration, legal and financial implications, consultation
undertaken and policy framework considerations.
Executive Members noted that as part of the work in the Value
for Money (VFM) Theme of the Corporate Plan, a rolling
programme of VFM studies of major service units had started.
The first Unit to be reviewed was Neighbourhood Services. Due
to the scale of the Unit, the review was taking place in a number
of tranches, the first two of which were (a) the skip service and
(b) the commercial waste service.
The work of the review team drawn from the Corporate
Development Unit, Finance, Personnel and Neighbourhood
Services was overseen by the VFM Officer Board and an
Executive Working Group made up of Councillors Brunt,
Buttery and Kay.
The project identified a number of options for the future of the
skip hire service and following discussions with the Executive
Member Sub-Group, two options were evaluated in detail. The
first considered ceasing the service and was anticipated to result
in an overall saving of £15,900 p.a. plus and an estimated one-off
capital receipt of £26,000 from the sale of vehicles and skips. The
second option focused on down sizing the service to one driver
and one vehicle to meet the requirements of Parks and
Countryside and other Council use, but no service to the public
would be provided. This option would involve the need for
capital expenditure in the region of £65,00 to replace the one
vehicle that would need to be retained within the next 2-3 years.
The Commercial Waste Service was recognised as profitable and
therefore would be further developed. The Skip Service was not
profitable nor was it a core activity and the Executive
commented that it was not competitive when compared with
other skip hire providers.
The report was discussed and Members noted that the two staff
employed in the service would be redeployed in accordance with
the Council’s policy. Of the two options presented, the Executive
fully supported Option One and suggested that the service cease
at the earliest possible time. It was accordingly
Minute/Page
RECOMMENDED that:
(i)
the cessation of the skip hire service currently operated
by Neighbourhood Services be authorised; and
(ii)
the deletion of post numbers 3693 and 3694 from the
Council’s Human Resource plan with effect from 31st March
2008 be authorised.