Agenda and minutes

Venue: Guildhall

Contact: Committee Administration 01905 722006, 722005, 722085 

Items
No. Item

60.

Declarations of Interest

To receive any declarations of interest.

Minutes:

None.

61.

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

62.

Minutes pdf icon PDF 78 KB

Of the meeting held on 7th November 2017 to be approved and signed.

Minutes:

RESOLVED: That the minutes of the meeting held on 7th November 2017 be approved as a correct record and signed by the Chairman.

63.

Draft Medium Term Financial Plan 2018-2023 and Draft Budget & Council Tax 2018/19 pdf icon PDF 158 KB

1.           That the Committee refers the Draft Medium Term Financial Plan 2018-2023, and the proposed Draft Budget & Council Tax for 2018/19, including the financial management priorities and key assumptions for the short term and medium term planning horizon to all members for consideration at their meeting on 17th January 2017 and feedback to the Policy and Resources Committee on 6th February 2017;

2.           That the Committee approves, in accordance with the Local Authorities (Calculation of Tax Base) Regulations 1992, the Local Authorities (Calculation of Council Tax Base) (Amendment) (England) Regulations 2003 and the Local Authorities (Calculation of Council Tax Base) Regulations 2012, that the Council Tax Base calculation for the year 2018/19 will be 31,528.5 for Worcester City Council, including 3,941.9 for Warndon Parish Council and 2,179.2 for St Peter’s Parish Council (as detailed in Appendix 3);

3.           That the Committee notes that, other than the addition of Property Funds to the investment options for the Council (see 1.4 below), there have been no changes to the medium-term Treasury Management Policy, Treasury Management Procedure Notes, Treasury Management Disaster Recovery Plan or the operational Treasury Management  Practices and recommend to Council that:-

(i)      The Treasury Management Strategy at Appendix 4 be approved  including the prudential indicators set out in 5.4 of the Strategy;

 

(ii)   The borrowing limit be approved at:-

 

 

Capital Financing Requirement

Operational Borrowing Boundary (not expected to be exceeded)

Authorised Limit (prohibited to exceed)

2018/19       

£11.5m

£17.3m

£23.0m

2019/20

£11.1m

£16.6m

£22.2m

2020/21

£10.6m

£16.0m

£21.3m

2021/22

£10.1m

£15.1m

£20.1m

2022/23

£10.8m

£16.2m

£21.6m

4.      That the Committee refers to the Income Generation sub-committee the proposal to add Pooled Property Funds as an additional investment instrument as set out in 7.71 of the Strategy. The Council currently places all surplus funds on deposit which carries no risk but generates a low rate of interest;

5.      That the Committee notes that the proposals will be updated for any agreed changes following budget consultation with members, and for any significant changes following the publication of the Local Government Finance Settlement.  Formal adoption of the MTFP and the Budget & Council Tax 2018/19, will be recommended to Full Council for approval on 20th February 2018; and

6.      The Committee invite all political groups and/or individual members to notify the Corporate Director of Finance and Resources no later than 31 December 2017 of any other budget proposals that they wish officers to explore and request the Corporate Director to include such proposals in the reports for consideration by members at the January meeting.

Additional documents:

Minutes:

The Committee considered a report setting out the summary Medium Term Financial Forecast (MTFF) 2018-2023, the Transformation and Savings Plan 2018-2022, draft Capital Programme and Capital Financing 2018-2023, draft Budget & Council Tax 2018/19 and Treasury Management Strategy Statement 2018/19. Shane Flynn, Corporate Director – Finance and Resources, presented the report and highlighted the main points. Officers responded to questions from Members on detailed aspects of the report.

 

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

 

    It was noted that the reference in the report to a £5 Council Tax rise is an assumption for forecasting purposes and not an agreed position.

 

    The report indicated a deadline of 31st December 2017 for Members to submit any other budget proposals that they wish officers to explore. However, this can be extended to the 17th January briefing session.

 

    A request was made for written guidance on the budget amendment process to be circulated to all Members.

 

    It was explained that the Income Generation Sub-Committee will consider the Council’s Income Generation Strategy at their January meeting.

 

    A request was made for the February budget report to clarify support for Parish Councils.

 

    The next Transformation Programme Progress Report will be considered at the February meeting and the Chairman asked if this can be scheduled before the Budget report on the agenda.

 

    Members asked if pay modelling for Years 3-5 can be provided on the basis of a 2% increase for each year.

 

Committee Members expressed support for the recommendations in the report.

 

RESOLVED: That the Committee agree to:

 

1.    refer the Draft Medium Term Financial Plan 2018-2023, and the proposed Draft Budget & Council Tax for 2018/19, including the financial management priorities and key assumptions for the short term and medium term planning horizon to all members for consideration at their meeting on 17th January 2017 and feedback to the Policy and Resources Committee on 6th February 2017;

 

2.    approve, in accordance with the Local Authorities (Calculation of Tax Base) Regulations 1992, the Local Authorities (Calculation of Council Tax Base) (Amendment) (England) Regulations 2003 and the Local Authorities (Calculation of Council Tax Base) Regulations 2012, that the Council Tax Base calculation for the year 2018/19 will be 31,528.5 for Worcester City Council, including 3,941.9 for Warndon Parish Council and 2,179.2 for St Peter’s Parish Council (as detailed in Appendix 3);

3.    note that, other than the addition of Property Funds to the investment options for the Council (see 1.4 below), there have been no changes to the medium-term Treasury Management Policy, Treasury Management Procedure Notes, Treasury Management Disaster Recovery Plan or the operational Treasury Management  Practices and recommend to Council that:-

(i)      The Treasury Management Strategy at Appendix 4 be approved  including the prudential indicators set out in 5.4 of the Strategy;

 

(ii) The borrowing limit be approved at:-

 

 

Capital Financing Requirement

Operational Borrowing Boundary (not expected to be exceeded)

Authorised Limit (prohibited to exceed)

2018/19           

£11.5m

£17.3m

£23.0m

2019/20

£11.1m

£16.6m  ...  view the full minutes text for item 63.

64.

Review of the Tourism Contract and Tourist Information Centre Provision pdf icon PDF 117 KB

1.     That the responsibility for the delivery of tourism marketing, including the Tourist information Centre, is transferred to the City Council when the contract with the Hereford and Worcester Chamber of Commerce comes to an end on 31 March 2018;

 

2.     That the staff currently employed within the Tourist information Centre are (TUPE) transferred to the City Council at the end of the Hereford and Worcester Chamber of Commerce Tourism contract period; and

 

3.     That authority for the agreement of staff transfers and one-off transfer costs is delegated to the Managing Director.

Minutes:

The Committee considered a report on the review of the contract for the provision of the tourism service. Helen Mole, Economic Development Officer presented the report and explained that the current contract was coming to an end. The options addressed as part of the review were:

 

·         Cease to provide the service, including the closure of the Tourist Information Centre;

·         Re-procure via an external supplier;

·         Bring the service in-house to be managed by Worcester City Council.

 

Following a market sounding exercise, Officers were of the view that bringing the service back under the management of the City Council was the best option.

 

Committee Members expressed support for the proposed way forward, for the reasons set out in the report.

 

RESOLVED: That the Committee agree the following:

 

1.    that the responsibility for the delivery of tourism marketing, including the Tourist information Centre, is transferred to the City Council when the contract with the Hereford and Worcester Chamber of Commerce comes to an end on 31 March 2018;

 

2.    that the staff currently employed within the Tourist information Centre are (TUPE) transferred to the City Council at the end of the Hereford and Worcester Chamber of Commerce Tourism contract period; and

 

3.    that authority for the agreement of staff transfers and one-off transfer costs is delegated to the Managing Director.

65.

Customer Strategy 2017-2020 pdf icon PDF 107 KB

1.     That the Committee agrees the proposed Customer Strategy for 2017-2020; and

 

2.     That an action plan for delivery of the strategy is reported to a future meeting of the Committee prior to implementation.

Additional documents:

Minutes:

The Committee considered the proposed Customer Strategy 2017 – 2020. Rose Rouse, Corporate Director - Commissioning and Delivery, presented the report and explained that the Strategy was a high level document setting out the Council’s vision and priorities for how it wishes to interact with customers. The development of the Strategy had been informed by an activity analysis of the current arrangements at the Hive and the Hub as well as customer focus groups. She responded to questions from members on detailed aspects of the report.

 

RESOLVED: That:

 

1.    the Committee agrees the proposed Customer Strategy for 2017-2020; and

 

2.  an action plan for delivery of the strategy is reported to a future meeting of the Committee prior to implementation.

66.

Corporate Risk Management Report - Quarter 2 2017/18 pdf icon PDF 87 KB

That the Committee notes the Corporate Risk Management Report, including associated mitigating actions.

Additional documents:

Minutes:

The Committee received a report on the progress made against the corporate risks for quarter two, the period of July – September 2017. In accordance with the change in governance arrangements, progress reports would now be presented to this Committee. 

 

In the ensuing discussion, reference was made to delivery of the Safeguarding Action Plan. Officers were asked to review the position on Member training on safeguarding. Members also thanked Officers for the clear manner in which the information had been presented in the report.

 

RESOLVED: That the Committee note the Corporate Risk Management Report, including associated mitigating actions.

67.

Referral Report From Full Council Meeting of 21st November 2017 - Provision Of Audio And Video Webcasting at Council and Committee Meetings pdf icon PDF 127 KB

1.     That the Policy and Resources Committee give further consideration of the options as identified in the report for the provision of live audio webcasting or live video webcasting at Council and Committee meetings  as debated by Full Council at its meeting on 21st November 17; and

 

2.     That the Policy and Resources Committee agree any provision of either live audio webcasting or live video webcasting.

Minutes:

At the Full Council meeting on 21st November 2017, Members considered a report identifying options for the provision of live audio webcasting and live video webcasting. The Council decided that the report be referred to the Policy and Resources Committee for further consideration and evaluation of the options including the financial impact on the budget of the implementation of any of the options.

 

Committee Members proceeded to debate the report and options. A range of views were expressed. The majority of Committee Members were of the opinion that the Council should proceed with audio recording only at this stage, on the grounds that the system will link with the Council’s existing microphone system and will enable both Council and Committee meetings to be recorded and webcast live. It was noted also that there are no one-off set-up costs for this option and the total cost to implement is considerably less than for video webcasting. In conclusion, this was an appropriate first step to take.

 

It was suggested that Officers should establish what the public think of the video options. A request was also made to consider upgrading the existing microphones.

 

RESOLVED: That the Committee agree to proceed with Option 1 – Audio Webcasting.

68.

Any Other Business

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

Minutes:

None.

69.

Items 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 items of business on the grounds that they involve the likely disclosure of information as defined in Schedule 12A of the said Act.

70.

Minutes (Exempt Items)

Of the meeting held on 7th November 2017 (exempt items) to be approved and signed.

Minutes:

RESOLVED: That the minutes (exempt items) of the meeting held on 7th November 2017 be approved as a correct record and signed by the Chairman.