Agenda and minutes

Venue: Guildhall

Contact: Committee Administration 01905 722006, 722005, 722085 

Items
No. Item

1.

Declarations of Interest

To receive any declarations of interest.

Minutes:

The following declarations of interest were made:

 

Councillor Johnson - Quarter 4 Financial Monitoring Report 2017/18 (Minute 5) – as a member of St. Peter’s Parish Council.

 

Councillor Knight - Quarter 4 Financial Monitoring Report 2017/18 (Minute 5) – as a Member of St. Peter’s Parish Council.

 

Both Councillors left the room during the consideration and vote on this item.

 

2.

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.

3.

Minutes pdf icon PDF 54 KB

Of the meeting held on 20th March 2018 to be approved and signed.

Minutes:

With reference to minute 89, it was clarified that Councillor Gregson was a shareholder of Place Partnership Ltd., not a director.

 

With reference to minute 90, the Chairman stated that Ray Morris was informed that a written response to his questions would be given, and this should be recorded in the minutes. The Leader stated that the process for responding to public representations would be considered as part of the forthcoming review of the committee system.

 

RESOLVED: That the minutes of the meeting held on 20th March 2018 be approved as a correct record and signed by the Chairman, subject to the following amendments:

 

Minute 89 - Replace the word “director” in minute 89 with the word “shareholder.”

 

Minute 90 - Add the following words to the second paragraph: “The Chairman stated that a written response would be given to his questions.”

4.

Minutes of the Place and Economic Development Committee pdf icon PDF 56 KB

To receive the minutes of the meeting held on 5th March 2018.

Minutes:

RESOLVED: That the minutes of the meeting held on 5th March 2018 be received.

5.

Quarter 4 Financial Monitoring Report 2017/18 pdf icon PDF 179 KB

1.       That the Committee reviews the financial monitoring details including budget variances and performance indicators, for the 4th quarter ended 31st March 2018.

 

2.       That the Committee considers officer recommendations on  the allocation of the 2017/18 budget surplus as detailed in paragraph 10 of the report.

 

Additional documents:

Minutes:

The Committee reviewed the financial monitoring details including budget variances and performance indicators, for the 4th quarter ended 31st March 2018.  The Committee also considered officer recommendations on the allocation of the 2017/18 budget surplus, which were set out in detail in paragraph 11.1 of the report.  The Head of Finance presented the report and Officers responded to questions from Members.

 

The Corporate Director explained that the proposals for allocation of the budget surplus totalled £569,000. If these are all approved, the remaining surplus would be £324,000, which would be allocated to the City Plan Fund to offset the reduction in New Homes Bonus and to support the Council’s key commitments within the City Plan.

 

The Committee then proceeded to consider each of the individual items. Committee Members expressed support for all those listed in paragraph 11.1, with the exception of Planting for Summer 2018 in City Centre, which the Committee agreed to remove from the list as it was too late to implement for the current season.

 

There was further discussion on other proposals put forward by Members at the meeting:

 

St. Martin’s Gate Car Park Solar Panels - £15,000

Action Plan for Homelessness - £25,000

DAWN project - £20,000

Domestic Abuse and Violence against Men - £10,000 (Officers to identify a suitable project or group)

Worcester Carnival - £5,000

 

The Committee proceeded to debate the proposed additional allocations.  In the ensuing discussion, it was proposed and seconded that any further items should be considered at the next meeting. Upon being put to the vote, the motion was lost.

 

The following actions were agreed in respect of other projects raised:

 

Drumhead Service September 2018 – To be considered by Group Leaders

Worcester Citizens Swimming Pool – Consider following preparation of business case.

 

The Committee also considered the Officer recommendations for earmarked reserves. The specific reserves for which approval was requested from the Committee were for expenditure deferred from 2017/18 (paragraph 10.1) and new unbudgeted expenditure (paragraph 10.2).

 

RESOLVED: That the Committee agree:

 

1.    to note the financial monitoring details including budget variances and performance indicators, for the 4th quarter ended 31st March 2018;

2.    the Officer recommendations on the allocation of the 2017/18 budget surplus as detailed in paragraph 10 of the report; and

 

3.    the following allocations from the budget surplus:

 

·         Office Improvements - £100,000

·         Tourism signage - £5,000

·         St Peters Village Hall - £24,000                       

·         Landscaping at Perdiswell - £100,000

·         Crematorium - £100,000

·         Leisure developments - £200,000

·         Car parks - £20,000

·         St. Martin’s Gate Car Park Solar Panels - £15,000

·         Action Plan for Homelessness - £25,000

·         DAWN project - £20,000

·         Domestic Abuse and Violence Against Men - £10,000 (Officers to identify a suitable project or group)

·         Worcester Carnival - £5,000

6.

Quarter 4 Performance Report 2017/18 pdf icon PDF 83 KB

That the Policy and Resources Committee considers the Council’s Quarter 4 performance for 2017/18.

Additional documents:

Minutes:

The Committee considered the Council’s Quarter 4 performance for 2017/18. The Corporate Director – Commissioning and Delivery presented the report and responded to questions from Committee Members.

 

In the ensuing discussion, Members were advised that Officers would consider how to record where projects are delayed.

 

RESOLVED: That the Committee agree to note the Council’s Quarter 4 performance for 2017/18.

7.

Quarter 4 Risk Management Report 2017/18 pdf icon PDF 84 KB

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

 

Additional documents:

Minutes:

The Committee received a report giving a detailed breakdown of the all corporate risks, including their status, mitigating actions and quarterly updates. The Corporate Director - Finance and Resources introduced the report and responded to questions from Committee Members.

 

Members were advised that there would be a briefing on Safeguarding for Members.

 

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

8.

Corporate Transformation Programme Update pdf icon PDF 137 KB

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

 

 

Additional documents:

Minutes:

The Committee considered a report on performance against project action plans and financial targets for quarter 3. The Deputy Director – Commissioning and Transformation presented the report and explained that, at Q3 the Corporate Transformation Programme was on track to deliver just over the original 3 year target of £2.716m savings, noting that a number of projects had not yet started or were in their very early stages. The Deputy Director – Commissioning and Transformation answered questions from Committee Members on the report.

 

RESOLVED: That the Committee notes the progress made in delivering the Corporate Transformation Programme.

9.

Appointments to Outside Bodies pdf icon PDF 81 KB

That the Committee agree to delegate authority to Group Leaders to agree the appointments for 2018/19.

 

Minutes:

The Committee were advised that nominations were currently being considered by Group Leaders. Some of the organisations to which appointments are made would meet in June. As the next meeting of the Committee was scheduled for 30th July, it is proposed that authority be given to the three Group Leaders to agree the appointments for 2018/19.

 

RESOLVED: That the Committee agree to delegate authority to Group Leaders to agree the appointments for 2018/19.

10.

Any Other Business

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

Minutes:

None.

11.

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

12.

Minutes (Exempt)

Of the meeting held on 20th March 2018 (exempt items) to be approved and signed.

Minutes:

RESOLVED: That the minutes (exempt items) of the meeting held on 20th March 2018 be approved as a correct record and signed by the Chairman.

13.

Property Matter

To consider a report relating to property matters.

Minutes:

The Committee considered an opportunity to purchase land. The Committee approved the purchase.