Agenda and draft minutes

To confirm the minutes of the meeting held on 7 October 2015 as previously distributed; see link below:

http://www.dacorum.gov.uk/docs/default-source/council-democracy/resources---07-10-15---minutes.pdf?sfvrsn=0

The Chairman requested that Item 8 – Budget Monitoring Quarter 2 2015/16 be discussed first on the agenda followed by the Quarter 2 Performance and Operational Risk Register Reports.

The minutes of the Finance & Resources OSC meeting held on 7 October 2015 were confirmed by the Members present and signed by the Chairman.

To receive any apologies for absence

Apologies for absence were received on behalf of Councillors Mills and Taylor. Councillor Fethney was absent.

To receive any declarations of interest

A member with a disclosable pecuniary interest or a personal interest in a matter who attends a meeting of the authority at which the matter is considered -

(i)            must disclose the interest at the start of the meeting or when the interest becomes apparent

and, if the interest is a disclosable pecuniary interest, or a personal interest which is also prejudicial

(ii)           may not participate in any discussion or vote on the matter (and must withdraw to the public seating area) unless they have been granted a dispensation.

A member who discloses at a meeting a disclosable pecuniary interest which is not registered in the Members’ Register of Interests, or is not the subject of a pending notification, must notify the Monitoring Officer of the interest within 28 days of the disclosure.

Disclosable pecuniary interests, personal and prejudicial interests are defined in Part 2 of the Code of Conduct For Members

[If a member is in any doubt as to whether they have an interest which should be declared they should seek the advice of the Monitoring Officer before the start of the meeting]

None.

An opportunity for members of the public to make statements or ask questions in accordance with the rules as to public participation

None.

None

None.

No action points outstanding.

None.

Councillor G Elliot, Portfolio for Finance and Resources highlighted some key points within the report;

·         £785k Overspend at the beginning of the year. He mentioned that officers have responded well to reducing the overspend, however there are still significant challenges ahead and pointed out that they will need to be vigilant and ensure that the expenses are controlled and managed over the next 6 months.

D Skinner, Assistant Director for Finance and Resources brought Members attention to the amended report and apologised for the confusion. He added that the results of the reduction in the overspend involved some positive action that has been taken by officers.

Councillor Tindall referred to page 71, employees over budget - £419k (5.3%). He asked if this was an accurate estimate or if it would be changed in future years.

D Skinner pointed out that the estimate given was based on the re-modelled service. The re-modelled service is not delivering as expected but there is a performance monitoring group that will be meeting on a monthly basis to go through a joint action group concerning Waste Services, HR, Performance and Finance. They will look at a number of factors that are affecting the Council’s financial position. D Skinner said that his team are confident that this will be resolved by the end of the year.

Councillor Tindall asked for clarification that the anticipated savings can be sorted by 2016/17.

D Skinner confirmed that the anticipated savings would be corrected by 2016/17.  

Councillor Birnie referred to page 74, Line 169; an underspend of £1m on the Heart of the Maylands project and asked why the work is no longer required and the budget will not be spent.

D Skinner confirmed that the details regarding this have gone into a separate report which went to Cabinet last week.

The Chair referred to page 74, Line 149 – Underspend of £129k on the Car Park Refurbishment project and asked what 3 car parks will be refurbished.

D Skinner said that he would send the details of the 3 Car Parks onto Members. 

Councillor Imarni pointed out to Members that there were a number of slippages within the report. She asked if the money will be reinvested for the projects for 2016/17.

D Skinner said that if the projects are already slipping in 2016/17 then he anticipates that the funding will also be slipping.

Councillor Tindall referred to the estimated surplus on off street car parking. He asked if there would be any consideration given to use the surpluses for off street car parking or putting into the verge hardening fund that currently has no funding.

The Portfolio for Finance and Resources mentioned that there are plans in place next year for a budget for verge hardening.

Councillor Tindall referred to page 73 6.5 and the £130k over-achievement of income (114%). He asked the Portfolio Holder if the Council was anticipating a loss for the rest of the year.

The Portfolio Holder replied that this figure related to cash  ...  view the full minutes text for item 41.

QUARTER 2 PERFORMANCE AND OPERATIONAL RISK REGISTER REPORTS – LEGAL GOVERNANCE, DEMOCRATIC SERVICES, COMMISSIONING, PROCUREMENT & COMPLIANCE

S Baker, Assistant Director – (Chief Executive’s Unit) presented the Quarter 2 Performance and Operational Risk Register for Legal Governance, Democratic Services, Commissioning, Procurement & Compliance and People. He drew Members attention to page 21 of the corvu performance report (MS01) and explained that the reason this had not been signed off was due to the fact that they were unable to upload the information before it went to publication.

S Baker informed Members that so far in Quarter 2 there had been a total of 177 attendances by Members at the training courses which equates to 3.47 courses per Councillor. Therefore the target of 5 by the end of the financial year should be achieved.

Questions:

Councillor Tindall referred to page 10 of the report and asked if the £630k parking enforcement expenditure for Watford Borough Council was net or gross and if they keep all of the income.

B Hosier, Group Manager – (Commissioning, Procurement and Compliance) confirmed to Members that £30k of that figure goes to Watford Borough Council for running and managing the contract. Approximately £600k goes to the contractor and then net of that the income that comes in, comes back directly to Dacorum Borough Council.

Councillor Ashbourn asked in relation to Legal Governance if there had been many people which had attended tribunals within the current quarter.

M Brookes, Group Manager (Legal Governance) confirmed that these were the cases that did proceed to court. He mentioned that there are a lot of cases which they advise clients on which don’t proceed to court and may be settled in a more informal way.

Councillor Guest asked for clarification on the SME expenditure.

B Hosier said that this related to expenditure on goods and services and in some instances in works with small and medium enterprises based in Dacorum.

The Chair referred to page 6 regarding obtaining an order for costs in the sum of £31k against a person. He asked if the Council claims against one individual when we have a success or is it up to the judge.

M Brookes confirmed that the Council would generally claim their legal costs if they were successful. The judge would look at their means to see whether they would make an award against them.

The Chair said it would be helpful to have a balance on legal costs at the end of the year of what the Council claims and what is paid out.

S Baker said that it is very rare for costs to be awarded against the Council.

The Chair referred to the contractual cost reductions with Northgate and a saving of £189310. He asked if the Council was on track to increase the savings.

B Hosier said that there are contractual savings that are written into the contract. He added that there are monthly amounts and certain costs that are paid in advance in terms of annual payments.  ...  view the full minutes text for item 42.

There were no amendments to be made to the Work Programme.