Agenda, decisions and draft minutes

To confirm the minutes of the meeting held on  25 August 2016

The minutes of the meeting held on 25 August 2016 were agreed by the members present and signed by the Chairman.

The minutes of the meeting held on 25 August 2016 were agreed by the members present and signed by the Chairman.

To receive any apologies for absence.

None received.

None received.

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]

Councillor Williams expressed an interest in item CA/099/16 ‘Options for provision of athletics track within the borough’ and noted that his sons were members of the Dacorum & Tring Athletics club.

Councillor Williams expressed an interest in item CA/099/16 ‘Options for provision of athletics track within the borough’ and noted that his sons were members of the Dacorum & Tring Athletics club.

An opportunity for members of the public to make statements and ask questions in accordance with the rules as to Public Participation.

None received

None received

There were no referrals to Cabinet

None received

None received

That the Cabinet Forward Plan be noted, subject to the following amendments:

·         Housing Acquisitions Policy report - remove from the October Cabinet

·         Delivery of Complementary Development of the Gade Zone – move to November

·         Delivery of Complementary Development of the Gade Zone - contact details are Mark Gaynor and James Doe

·         December meeting – add Civic Centre Site Feasibility (Pt 2)

·         December meeting – add Gadebridge Splash Park (Dave Austin/Joe Guiton)

·         Future items:

o   Parking Service

o   Enterprise and Investment Plan

o   Local Plan

o   Treasury Management – February 2017

o   Budget Setting 17/18 – February 2017

That the Cabinet Forward Plan be noted, subject to the following amendments:

·         Housing Acquisitions Policy report - remove from the October Cabinet

·         Delivery of Complementary Development of the Gade Zone – move to November

·         Delivery of Complementary Development of the Gade Zone - contact details are Mark Gaynor and James Doe

·         December meeting – add Civic Centre Site Feasibility (Pt 2)

·         December meeting – add Gadebridge Splash Park (Dave Austin/Joe Guiton)

·         Future items:

o   Parking Service

o   Enterprise and Investment Plan

o   Local Plan

o   Treasury Management – February 2017

o   Budget Setting 17/18 – February 2017

That the virements as detailed on the attached Form A of the report to Cabinet be approved.

Decision

That the virements as detailed on the attached Form A of the report to Cabinet be approved.

Reason for Decision

To seek Cabinet approval to proposed virements.

Implications

Financial

The Scheme of Virements is part of the Council’s financial management as included within Financial Regulations.

Risk Management

There are no risk implications.

Corporate Objectives

To standardise documentation and authorisation requirements for all virements.

Monitoring Officer/S.151 Officer Comments

Monitoring Officer: 

No comments to be added to this report.

Deputy S.151 Officer

This is a Section 151 Officer report.

Voting

None.

That the revised tenant involvement strategy as set out in Appendix 1 to the Cabinet report be approved.

Decision

That the revised tenant involvement strategy as set out in the report and Appendix1 to the Cabinet report be approved.

Reason for Decision

The purpose of this report is to provide the Cabinet with an overview of the new tenant involvement strategy for 2016 – 2020. This includes a new structure for delivering tenant involvement. 

Financial

There are no additional financial implications. The ‘Get Involved’ strategy will be delivered using the Policy and Participation team budget.

All involvement activities delivered will be assessed to ensure they are for the benefit of our tenants and leaseholder population and those accessing the housing service where appropriate.

Value for Money

It is important that we deliver value for money for our tenants. Robust tenant involvement that uses an outcome focused approach to engagement and scrutiny means we can capture where improvements have been made as a result of tenant involvement and any associated costs or savings.  Shaping our annual service plans using our tenants’ priorities helps us to allocate our resources and deliver what is important within the resources that are available.  We will work with our tenants to identify more efficient ways of working, such as moving to digital channels enabling us to maximise the resources available.  Sharing resources and skills with partner organisations and exploring opportunities for additional funding will also help us to deliver more for less.

Risk Implications

Failure to engage with tenants effectively can risk a breakdown in relationship between the council and tenant population.

The housing operational risk register is presented to the Housing and Communities Overview and Scrutiny Committee on a quarterly basis.

Community Impact Assessment

Community Impact Assessment carried out – see appendix 2

Health & Safety Implications

None

Corporate Objectives

Quality tenant involvement contributes to all of the council’s corporate objectives (see appendix 1 - ‘Get involved’ vision).

·         A clean, safe and enjoyable environment

·         Building strong and vibrant communities

·         Ensuring economic growth and prosperity

·         Providing good quality affordable homes, in particular for those most in need

·         Delivering an efficient and modern council

Monitoring Officer/S.151 Officer Comments

Monitoring Officer:  

No comments to add to the report

S.151 Officer

There are no direct additional costs associated with this decision. The existing budget for the Policy and Participation team covers the costs of this exercise.

Advice

Councillor Griffiths explained that the tenants and leaseholders and the Overview & Scrutiny Committee have all been involved in creating the new strategy and work was continuing.

E-R Maxwell reported that the strategy went to OSC in July and their recommendations were being worked on. Currently 17 applications had been received for the new Tenant & Leaseholder Committee, which would include tenants, leaseholders, independent members and a non-executive councillor.

In addition there had been great interest from the community, 130 people have already signed up to be involved in the focus groups, a Twitter account has been launched to engage with the tenants. Overall she summarised that the strategy had been very well received.

Councillor Marshall asked if the suggested composition for  ...  view the full minutes text for item CA/95/15

1)    That the budget monitoring position for each of the General Fund, Housing Revenue Account and Capital Programme accounts be considered;

2)    Resolved to recommend:

Ø  the approval of the revised capital programme to move slippage identified at Quarter 1 into financial year 2017/18.

Ø  the approval of the supplementary budgets set out below. Details for these supplementary budgets are set out in the body of the report and have a net nil impact on the General Fund Working Balance:

·      Decrease the Corporate Improvement and Innovation Employees budget by £46k

·      Decrease use of the Technology reserve by £46k

·      Increase the Planning Supplies and Services budget by £100k

·      Increase use of the Management of Change reserve by £100k

3)    Resolved to recommend a supplementary Capital budget in the Housing Revenue Account of £1.05m for the Affordable Housing Development Fund, as per paragraph 7.3 of the Cabinet report

Decision

1)    That the budget monitoring position for each of the General Fund, Housing Revenue Account and Capital Programme accounts be considered;

2)    Resolved to recommend:

Ø  the approval of the revised capital programme to move slippage identified at Quarter 1 into financial year 2017/18.

Ø  the approval of the supplementary budgets set out below. Details for these supplementary budgets are set out in the body of the report and have a net nil impact on the General Fund Working Balance:

·      Decrease the Corporate Improvement and Innovation Employees budget by £46k

·      Decrease use of the Technology reserve by £46k

·      Increase the Planning Supplies and Services budget by £100k

·      Increase use of the Management of Change reserve by £100k

3)    Resolved to recommend a supplementary Capital budget in the Housing Revenue Account of £1.05m for the Affordable Housing Development Fund, as per paragraph 7.3of the Cabinet report

Reason for Decision

To provide details of the projected outturn for 2016/17 as at Quarter 1 for the:

•  General Fund

•  Housing Revenue Account

•  Capital Programme

Implications

Financial and Value for Money implications are included within the body of the report.

Risk Implications

Risk implications are included within the body of the report.

Health & Safety Implications

There are no health and safety implications.

Corporate Objectives

Delivering an efficient and modern council

Monitoring Officer/S.151 Officer Comments

Monitoring Officer  

 No further comments to add.

S.151 Officer

This is a Section 151 Officer report.

Advice

Councillor Elliot suggested that recommendation 4 of the report be removed as this had been approved as part of the previous virements report. He added that there was a pressure of £200k expected in Building Control due to number of vacant posts within the establishment and agency staffs are currently carrying out this work, but at a more expensive rate. Work is ongoing to improve processes within the service and make efficiency savings going forward.

He added that the capital programme was also explained in the report. He said that it was envisaged that the multi storey car park would be approved and completed by this time next year.

Councillor Williams asked if any work had been carried out to compare costs for commercial waste.

J Deane explained that there had been increased pressure from the private sector. They had capacity to offer introductory rates which DBC could not match. The rounds at the depot had already reduced by 25% but they needed to understand how flexible the service could be.

Councillor Griffiths asked which council meeting would approve these recommendations.

M Brookes confirmed that they would be recommended to the next Full Council meeting on 28^th September 2016.

Voting

None.

Resolved to recommend acceptance of the report on Treasury Management performance in 2015/16 and the Prudential Indicators for 2015/16 actuals.

Decision

Resolved to recommend acceptance of the report on Treasury Management performance in 2015/16 and the Prudential Indicators for 2015/16 actuals.

Reason for Decision

To report upon the performance outturn for treasury management in 2015/16.

Implications

Financial

In accordance with Central Government Guidance on Local Government Investments, and the CIPFA Treasury Management Code of Practice, the order of the Council’s investment priorities is 1. Security; 2. Liquidity; and, 3. Return. This may result in the Council achieving a lower rate of return than an organisation operating a more aggressive investment strategy in a less regulated sector. 

Risk Implications

Good corporate governance encompasses risk management and making sure that the Council makes decisions with the full knowledge of the associated risks and opportunities.  The risk of not reviewing and updating our corporate governance arrangements have been addressed by this report.

Health & Safety Implications

None

Equalities Implications

None

Corporate Objectives

Dacorum Delivers - Optimising investment income for General Fund and Housing Revenue budgets whilst managing investment risk is fundamental to achieving the corporate objectives.

Monitoring Officer/S.151 Officer Comments

Monitoring Officer-

No comments to add to the report.

Deputy Section 151 officer-

This is a S151 Officer report

Advice

Councillor Elliot noted that this would be discussed at the Audit committee meeting on 21 September 2016.

He explained that the positive Capital Financing Requirement (CFR) indicates that the Council had a need to borrow. The General Fund reduction of £7.7m 2015-16, from (£4.5m) to £3.2m, relates to the financing of in-year expenditure on the Capital Programme. The HRA funds available for the future financing of the Capital Programme are held outside of the CFR in the Major Repairs Reserve and Earmarked Reserves, totalling £25.7m.

Voting

None.

1. A 5-year contract (with an option to extend for a further 2 years) to Interserve (Facilities Management) Ltd for the delivery of the Facilities Management Services (FMS) be awarded.
2. That authority is delegated to the Corporate Director Finance & Operations in consultation with the Portfolio Holder, Finance & Resources, to initiate the 2 year extension period subject to satisfactory financial and operational performance, and that any extension is within budget.
3. That authority is delegated to the Portfolio Holder, Finance & Resources to extend the scope of this contract to include the buildings/assets in Phase 2 (Berkhamsted Civic Centre, Tring Town Hall and Hemel Hempstead Old Town Hall), subject to the delivery of a business case demonstrating the benefits of such inclusion, and that any extension of scope is within budget.
4. A report back to Cabinet to seek approval to extend the scope of this contract to include the buildings/assets in Phase 3 (any other buildings/assets where it was felt it may be beneficial to be included), subject to the delivery of a business case demonstrating the benefits of such inclusion, and that any extension of scope is within budget was approved.

Decision

1. A 5-year contract (with an option to extend for a further 2 years) to Interserve (Facilities Management) Ltd for the delivery of the Facilities Management Services (FMS) be awarded.
2. That authority is delegated to the Corporate Director Finance & Operations in consultation with the Portfolio Holder, Finance & Resources, to initiate the 2 year extension period subject to satisfactory financial and operational performance, and that any extension is within budget.
3. That authority is delegated to the Portfolio Holder, Finance & Resources to extend the scope of this contract to include the buildings/assets in Phase 2 (Berkhamsted Civic Centre, Tring Town Hall and Hemel Hempstead Old Town Hall), subject to the delivery of a business case demonstrating the benefits of such inclusion, and that any extension of scope is within budget.
4. A report back to Cabinet to seek approval to extend the scope of this contract to include the buildings/assets in Phase 3 (any other buildings/assets where it was felt it may be beneficial to be included), subject to the delivery of a business case demonstrating the benefits of such inclusion, and that any extension of scope is within budget was approved.

Reason for Decision

To seek Cabinet approval to award a contract for the delivery of Facilities Management Services.

Implications

Financial

The cost of the FMS is made up from 2 elements.

·         The first element is the lump sum charges and these are the known costs for services that will be constantly delivered each month (porterage services, security, cleaning etc.).

·         The second element is the ‘New Works’ process, these costs are unknown and will be delivered on an ad-hoc basis as required (building repairs over £500 (comprehensive liability threshold), specialist waste disposal, locksmith services etc.).

Due to the second element of the costs we are unable to provide a precise contract value, but can confirm that the cost of the FMS contract will be covered from within existing budgets.

Value for Money

The award of this contract from the Crown Commercial Services (CCS) framework agreement will have the following implications on value for money;

·         A consistent approach to specifications, a common set of service level requirements and standards, a standard set of terms and conditions, scope and key performance indicators.

·         Addresses sustainability issues by incorporating the Government Buying Standards, energy efficiency, water consumption and waste minimisation.

·         Reduced fees for poor performance meaning that poor performance will result in reduced payments to the suppliers.

·         Value for money is gained through better management of cost and performance data.

·         NEC3 Term Services Contract is the form of contract to be used for call-off contracts; it includes 10 key performance indicators including one for innovation/gain share.

·         NEC3 Term Services Contract is the form of contract to be used for call-off contracts; it includes 10 key performance indicators including one for innovation/gain share.

·         Savings in the region of 15% through better buying, leverage, aggregation and standardisation.

Savings in the region of 15% through better buying, leverage, aggregation and standardisation.

Risk Implications

The awarding of this contract has  ...  view the full minutes text for item CA/98/15

That based on the principles outlined in the report to Cabinet:-

1)     Approved that further, more detailed work be undertaken for the possible relocation of the athletics track from Jarman Park to Longdean School, to be funded from the sale of the location of the current track;

2)     Resolved to recommend the approval of a capital budget of £150k to progress more detailed design and planning works for the relocation of the athletics track from Jarman Park to Longdean School.

3)     Note that a further report will be brought to Cabinet, within the next few months, detailing: the outcome of the detailed design work; the specific budget requirements; and, a marketing strategy for the site of the current athletics track.

Decision

That based on the principles outlined in this report, Cabinet:-

1)    Approved that further, more detailed work be undertaken for the possible relocation of the athletics track from Jarman Park to Longdean School, to be funded from the sale of the location of the current track;

2)    Resolved to recommend the approval of a capital budget of £150k to progress more detailed design and planning works for the relocation of the athletics track from Jarman Park to Longdean School.

3)    Note that a further report will be brought to Cabinet, within the next few months, detailing: the outcome of the detailed design work; the specific budget requirements; and, a marketing strategy for the site of the current athletics track.

Reason for Decision

To consider the options for the provision of an athletics track within the Borough and the best possible location for the track.

Implications

Financial

The anticipated financial receipt as set out in the part 2 element of this report would allow for a supplementary capital estimate to be made to allow construction of the a new athletics track and associated infrastructure (changing, spectator facilities, storage and parking).

Value for Money

The project should allow for the delivery of a new athletics track at no net cost to the Council.

Risk Implications

Delivery of the scheme is subject to planning approval and detailed design work at both the new site in Longdean and also to enable disposal of the current site at Jarman Park and to demonstrate the re-provisioned site.

Health & Safety Implications

Health and Safety issues will be considered as part of the project risk assessment for delivering the project.

Corporate Objectives

Building strong and vibrant communities

Ensuring economic growth and prosperity

Delivering an efficient and modern council

Monitoring Officer/S.151 Officer Comments

Monitoring Officer:  

This report seeks approval for further work to develop the proposal for the re-location of the athletics track.  Accordingly, further comment will be reserved until full detail has been provided on key issues relating to the development such as achieving best consideration for the existing site, planning and commercial risk from the sale and re-provision, and proposed use arrangements/agreements with the school and other users.

S.151 Officer

The costs and income outlined in Part 2 of this report provides financial justification for further works to be undertaken on this project. As per the recommendation, above, a further report will be brought to Members for final budgetary approval once more detail is available.

Advice

Councillor Williams explained that work had been ongoing with Longdean school and SportSpace for sometime in order to provide a new athletics track. They are very popular but can be costly. There was a tight timescale for this work as Longdean school were currently undergoing works which were due to complete soon and therefore it would make sense to continue into this development rather than start again.

D Skinner added that there was currently £150k in the 2017/18 budget set aside for refurbishing the current track. Therefore if the new  ...  view the full minutes text for item CA/99/15

To consider passing a resolution in the following terms:

That, under s.100A (4) of the Local Government Act 1972 Schedule 12A Part 1 as amended by the Local Government (Access to Information) (Variation) Order 2006 the public be excluded during the items in Part 2 of the Agenda for this meeting, because it is likely, in view of the nature of the business to be transacted, that, if members of the public were present during those items, there would be disclosure to them of exempt information relating to the financial and business affairs of the Council and third party companies/organisations.

Local Government Act 1972, Schedule 12A, Part 1, paragraph 3.

That, under s.100A (4) of the Local Government Act 1972 Schedule 12A Part 1 as amended by the Local Government (Access to Information) (Variation) Order 2006 the public be excluded during the item in Part 2 of the Agenda for this meeting, because it is likely, in view of the nature of the business to be transacted, that, if members of the public were present during this item, there would be disclosure to them of exempt information relating to the financial or business affairs of any particular person (including the authority holding that information)

Local Government Act 1972, Schedule 12A, Part 1, paragraph 3 (Minute CA/***/16)

That, under s.100A (4) of the Local Government Act 1972 Schedule 12A Part 1 as amended by the Local Government (Access to Information) (Variation) Order 2006 the public were excluded during the item in Part 2 of the Agenda for this meeting, because it is likely, in view of the nature of the business to be transacted, that, if members of the public were present during this item, there would be disclosure to them of exempt information relating to the financial or business affairs of any particular person (including the authority holding that information)

Local Government Act 1972, Schedule 12A, Part 1, paragraph 3 (Minute CA/098/16 & CA/099/16)