Agenda and minutes

Venue: Guildhall

Contact: Committee Administration 01905 722006, 722005, 722085 

Items
No. Item

8.

Declarations of Interest

To receive any declarations of interest.

Minutes:

The following declaration of interest was made:

 

Councillor Geraghty - Referral Report from Place and Economic Development Sub-Committee Meeting of 10th July 2017 - The Kiln Co-Working Innovation Space, 2 Copenhagen Street (Minute 14) – As a member of Worcestershire LEP. Councillor Geraghty left the room for consideration of this item.

9.

Public Representations

Up to a total of fifteen minutes can be allowed, with each speaker being allocated a maximum of five minutes, for members of the public to present a petition, ask a question or comment on any matter on the Agenda or within the remit of the Committee.

Minutes:

None.

10.

Minutes pdf icon PDF 64 KB

Of the meeting held on 30th July 2017 to be approved and signed.

Minutes:

RESOLVED: That the minutes of the meeting held on 30th May 2017 be approved as a correct record and signed by the Chairman.

11.

Minutes of Personnel and General Purposes Sub-Committee pdf icon PDF 44 KB

To receive the minutes of the meeting held on 28th June 2017.

Minutes:

RESOLVED: That the minutes of the meeting held on 28th June 2017 be received.

12.

Minutes of Place and Economic Development Sub-Committee pdf icon PDF 69 KB

To receive the minutes of the meeting held on 10th July 2017.

Minutes:

RESOLVED: That the minutes of the meeting held on 10th July 2017 be received.

13.

Minutes of Income Generation Sub-Committee pdf icon PDF 60 KB

To receive the minutes of the meeting held on 11th July 2017.

Minutes:

RESOLVED: That the minutes of the meeting held on 11th July 2017 be received.

14.

Referral Report from Place and Economic Development Sub-Committee Meeting of 10th July 2017 - The Kiln Co-Working Innovation Space, 2 Copenhagen Street pdf icon PDF 85 KB

1.     That the Committee allocate £10,000 of New Homes Bonus for building fit out to utilise 2 Copenhagen Street for The Kiln Co-working Innovation Space; and

 

2.     That the Committee agree to a rent free period of two and half years followed by a further period of two years at 50% rent reduction (valued at £88,607).

Additional documents:

Minutes:

At the meeting on 10th July 2017, the Sub-Committee considered a proposal for 2 Copenhagen Street to be utilised to set up The Kiln Co-working Innovation Space. 

 

In accordance with the Council’s financial regulations, expenditure of £50,000 or more from earmarked reserves must be approved by the Policy and Resources Committee. The Sub-Committee agreed allocate £50,000 of New Homes Bonus for building fit out and made a recommendation to this Committee to approve the balance of £10,000.  Given the gross rate of the rent reduction, this was also referred to the Committee.

 

In the ensuing discussion, Members raised a number of issues in relation to the project:

 

    Free use of the Guildhall car park for users.

    Disabled access to the premises.

    An annual review of the rental package.

    Clarifying the Council’s liability in the event that the project does not succeed.                 

 

Members asked if a progress report could be given to a future meeting of the Sub-Committee, including clarification of the above issues.

 

RESOLVED: That the Committee agree:

 

1.    to allocate £10,000 of New Homes Bonus for building fit out to utilise 2 Copenhagen Street for The Kiln Co-working Innovation Space; and

 

2.    to a rent free period of two and half years followed by a further period of two years at 50% rent reduction (valued at £88,607).

15.

Referral Report from Income Generation Sub-Committee Meeting of 11th July 2017 - Small Projects Fund pdf icon PDF 81 KB

That the Committee approve the funding of the proposed expenditure of £55,200 from the Small Projects Fund.

Additional documents:

Minutes:

The Sub-Committee met on 11th July 2017 to review the proposed small projects. One of these was a guide on disabled access to 400 locations across the City of Worcester. The set-up fee was £25,200, with an annual fee for review and updating the guides of £6,000 p.a. payable for five years.  The total fee payable over the contract term would therefore be £55,200, which was greater than the £50,000 threshold that the Sub-Committee was able to approve. The contract value of £55,200 was also greater than the £50,000 threshold contained in the Procurement Code.

 

In the ensuing discussion, the following main points were made:

 

    Members suggested that officers should look to work in partnership with Worcester BID to develop the Disabled Go Access Guide.

    It was noted that the Sub-Committee had approved the allocation of £50,000 for the recruitment of a Project Management Officer and Members asked for the remit of this post to include looking for additional income generation opportunities.

·           The fund had not been fully allocated at this stage and other bids could therefore still be considered.

 

RESOLVED: That the Committee approve the funding of the proposed expenditure of £55,200 for the Disabled Go project from the Small Projects Fund.

16.

Quarter 1 Performance Report for 2017/18 pdf icon PDF 86 KB

That the Policy and Resources Committee considers the Council’s Quarter 1 Performance for 2017/18.

Additional documents:

Minutes:

The Committee considered a report on the Council’s Quarter 1 performance for 2017/18.  Officers responded to questions from Members on detailed aspects of the report.

 

In the ensuing discussion, the following main points were made:

 

       Members wish be involved in target setting. The Chairman stated that he would discuss how to take this forward with Group Leaders.

·           In response to a request, Officers advised that there will be an opportunity for Members to comment on the draft ICT Strategy.

       It was suggested that it may be feasible for customers to have a facility for giving instant satisfaction ratings at point of delivery, and Officers were requested to look into this.

       Members asked if a “date created” could be added to future performance reports.

·           Members noted that this report was the first produced using the Council’s new performance management software system and thanked Officers for providing the information so promptly.

 

RESOLVED: That the Committee note the report.

17.

Q1 Financial Monitoring Report 2017/18 pdf icon PDF 148 KB

1.  That the Committee reviews the financial monitoring details including budget variances and performance indicators, for the 1st quarter ended 30th June 2017;

 

2.  That the Committee recommends to full Council the creation of an Income Contingency reserve and a reduction in the minimum balance for the General Fund to £1.1m;

 

3.  That the Committee approves the allocation of the balance of the 2016/17 budget surplus as follows: £225k to the Income Contingency reserve and £112k to the City Plan fund; and

 

4.  That the Committee approves the earmarked reserves created as part of the 2016/17 year-end review.

Additional documents:

Minutes:

The Committee reviewed the financial monitoring details including budget variances and performance indicators, for the 1st quarter ended 30th June 2017.  Officers responded to questions from Members on detailed aspects of the report.

 

In the ensuing discussion, it was highlighted that the borrowing requirement for the swimming pool had not yet being taken out and the date was dependent on a number of factors. The Chairman asked if some simulations/projections could be provided at a future meeting.

 

RESOLVED: That the Committee:

 

1.    recommend to full Council the creation of an Income Contingency reserve and a reduction in the minimum balance for the General Fund to £1.1m;

 

2.    approve the allocation of the balance of the 2016/17 budget surplus as follows: £225k to the Income Contingency reserve and £112k to the City Plan fund; and

 

3.    approve the earmarked reserves created as part of the 2016/17 year-end review.

18.

Corporate Transformation Programme Update pdf icon PDF 125 KB

1.     That the Committee notes the progress made in delivering the Corporate Transformation Programme; and

 

2.     That the Committee approves the creation of two temporary posts to support the on going delivery of the Corporate Transformation Programme.

Additional documents:

Minutes:

The Committee considered an update on progress of the overall Corporate Transformation Programme. In summary, the Programme was on track to deliver against budget, both for 2017/18 and over the full 3 year period.

 

Given the substantial amount of work planned within the Programme over the period 2017-20, it was proposed that two temporary posts be created, a Senior Project Manager and a Project Support Officer.  It was proposed that a budget of up to £200k be set aside to fund these posts.

 

In the ensuing discussion, the following main points were made:

 

    Members asked for an opportunity to consider the findings of the One Town Review before these are fed into the Masterplan.

    Members discussed how to develop income generation initiatives and asked Officers to bring a plan and proposals for resourcing to a future meeting.

 

RESOLVED: That the Committee:

 

1.    note the progress made in delivering the Corporate Transformation Programme; and

 

2.    approve the creation of two temporary posts to support the on-going delivery of the Corporate Transformation Programme.

19.

Appointments to Outside Bodies pdf icon PDF 92 KB

That the Committee confirm the appointments to outside bodies as set out in the attached schedule (Appendix 1).

 

Additional documents:

Minutes:

At the meeting on 30th May 2017, the Committee agreed to delegate authority to Group Leaders to decide the appointments for 2017/18. These had now been agreed and details were set out in the schedule attached to the report. There was one change to the schedule, as Councillor Bayliss stated that Councillor Mrs L. Hodgson would replace Councillor A. Amos on the South Worcestershire Development Plan Joint Advisory Panel.

 

RESOLVED:          That the Committee confirm the appointments to outside bodies as set out in the schedule, subject to the above change.

20.

Treasury Management Annual Report 2016/17 pdf icon PDF 115 KB

1.     That Policy and Resources Committee note the details included within the Treasury Management Annual Report for 2016/17; and

 

2.     That the Treasury Management Annual Report for 2016/17 is referred to full Council for information, in accordance with the CIPFA Treasury Management Code.

Minutes:

The Committee considered the Treasury Management Annual Report for 2016/17. In accordance with the CIPFA Code of Practice on Treasury Management in the Public Services (2009), these reports should be received by the Council.

 

RESOLVED: That the Committee:

 

1.    note the details included within the Treasury Management Annual Report for 2016/17; and

 

2.    agree to refer the Report to full Council for information, in accordance with the CIPFA Treasury Management Code.

21.

Any Other Business

Which in the opinion of the Chairman is of sufficient urgency as to warrant consideration.

Minutes:

None.

22.

Item Involving the Disclosure of Exempt Information

The Committee are invited to pass the following resolution:-

 

That under Section 100A(4) of the Local Government Act 1972, the press and public be excluded from the meeting for the following item of business on the grounds that it involves the likely disclosure of information as defined in Schedule 12A of the said Act.

Minutes:

RESOLVED: That under Section 100A(4) of the Local Government Act 1972, the press and public be excluded from the meeting for the following item of business on the grounds that it involves the likely disclosure of information as defined in Schedule 12A of the said Act.

23.

Sansome Walk Leisure Centre - Options Appraisals for the Future Use of the Site

To consider options for the future use of this site. (Report to follow)

Minutes:

The Committee considered and agreed preferred options for the future use of this site.