Agenda and minutes

Venue: Guildhall

Contact: Committee Administration 01905 722006, 722005, 722085 

Items
No. Item

44.

Appointment of Substitutes

To receive details of any Member nominated to attend the meeting in place of a Member of the Committee.

Minutes:

None.

45.

Declarations of Interest

To receive any declarations of interest.

Minutes:

None.

46.

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.

47.

Minutes pdf icon PDF 64 KB

Of the meeting held on 11th September 2018 to be approved and signed.

Minutes:

RESOLVED: That the minutes of the meeting held on 11th September 2018 be approved as a correct record and signed by the Chairman.

48.

Minutes of Income Generation Sub-Committee pdf icon PDF 54 KB

To receive the minutes of the meeting held on 9th October 2018.

Minutes:

RESOLVED: That the Committee receive the minutes of the meeting held on 9th October 2018.

49.

Minutes of Personnel and General Purposes Sub-Committee pdf icon PDF 40 KB

To receive the minutes of the meeting held on 9th October 2018. (To follow)

Minutes:

RESOLVED: That the Committee receive the minutes of the meeting held on 9th October 2018.

50.

Minutes of Place and Economic Development Sub-Committee pdf icon PDF 104 KB

To receive the minutes of the meeting held on 22nd October 2018. (To follow)

Minutes:

RESOLVED: That the Committee receive the minutes of the meeting held on 22nd October 2018.

51.

Quarter 2 Financial Monitoring Report 2018/19 pdf icon PDF 177 KB

1.     That the Committee reviews the financial monitoring details including budget variances and performance indicators for the 2nd quarter ended 30th September 2018; and

 

2.     That the Committee reviews the write-offs of Council Tax and Business Rates in para 8.4 and approves the amounts noted.

Additional documents:

Minutes:

The Committee reviewed the financial monitoring details including budget variances and performance indicators for the 2nd quarter ended 30th September 2018. The Head of Finance presented the report and summarised the main points. Officers responded to questions from Members on detailed aspects of the report.

 

In the ensuing discussion, reference was made to the forecast for off-street parking income post-Christmas. Officers stated that suggestions from Members for initiatives that might boost income during this period would be welcomed.

 

RESOLVED: That the Committee:

 

1.    note the financial monitoring details including budget variances and performance indicators for the 2nd quarter ended 30th September 2018; and

 

2.  note the write-offs of Council Tax and Business Rates in paragraph 8.4 of the report and approve the amounts noted.

52.

Quarter 2 Performance Report for 2018/19 pdf icon PDF 83 KB

That the Policy and Resources Committee considers the Council’s Quarter 2 performance for 2018/19.

Additional documents:

Minutes:

The Committee considered a report on progress for projects and activities which support the delivery of the Council’s City Plan, current priority projects within the Excellence Programme and the corporate suite of Key Performance Indicators. Officers responded to questions from Members on detailed aspects of the report.

 

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

 

·           The Interim Deputy Director – Governance advised that a written response would be given to a question regarding implementation of the General Data Protection Regulation (GDPR) by Members.

 

·           Officers advised that the Staff Survey Levels of Engagement indicator could be reviewed to provide information on staff satisfaction.

 

RESOLVED: That the Committee note the Council’s Quarter 2 performance for 2018/19.

53.

Corporate Transformation Programme Update pdf icon PDF 134 KB

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

Additional documents:

Minutes:

The Committee received an update on progress with programmes and projects. The Deputy Director – Corporate Policy and Strategy presented the report and summarised programme highlights and variances. Members were advised that Officers had reviewed the programme. A revised projection for the overall programme was now expected to deliver an annual financial benefit of just under £2.4m by the end of the 3 year programme (2019/20). Officers responded to questions from Members on detailed aspects of the report.

 

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

54.

Review of Car Parking Management pdf icon PDF 99 KB

That the Committee notes the report to the Environment Committee of 23 October 2018, and identifies resources to support the recommended procurement of pay and display machines, shelters, enforcement hardware and associated back office software.

Additional documents:

Minutes:

The Committee were advised that following the review of Parking Management, and the establishment of an associated Task and Finish Group, a report was taken to the meeting of the Environment Committee meeting on 23rd October 2018. The Committee recommended that the identified option be progressed to this meeting of the Policy and Resources Committee in order to identify appropriate resources to implement the findings.

 

The Corporate Director – Place presented the report and summarised the main points. He explained the identified option and answered questions from Committee Members on detailed aspects of the proposals. The Chair of the Environment Committee also replied to questions about the proposal.

 

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

 

·           Members were advised that the costs would need to be included in the capital programme and met from capital receipts or borrowing. The capital costs were likely to fall within the ranges set out in the report.

 

·           If agreed, the proposal would need to be recommended to the Council for inclusion in the capital programme, once the estimated costs have been established.

 

·           Oversight of the procurement process would be undertaken by the Chair and Vice-Chair of the Environment Committee.

 

·           The Chairman asked if it could be recorded that check in on return does not form part of the proposed option.

 

Committee Members agreed that the proposed scheme was an appropriate way forward in terms of modernising the car parking service and expressed support for including the proposal as an addition to the capital programme.

 

RESOLVED: That the Committee:

 

1.    note the report to the Environment Committee of 23rd October 2018; and

 

2.    agree to recommend to the Council that resources should be included in the capital programme to support the recommended procurement of pay and display machines, shelters, enforcement hardware and associated back office software.

55.

Corporate Risk Management Report - Quarter 2 2018/19 pdf icon PDF 83 KB

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

Additional documents:

Minutes:

The Committee considered a report on progress made against the corporate risks for the period of July – September 2018. The Corporate Director – Finance and Resources presented the report and answered questions from Members.

 

In response to a question about adding homelessness outreach funding or provider changes, Members were advised that individual service risk registers sit behind the corporate register. The Corporate Director would establish whether this particular issue was on the relevant service register. The Corporate Governance Board made decisions on whether issues should be added to the corporate register.

 

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

56.

Participation in Worcestershire 75% Business Rates Retention Pilot pdf icon PDF 123 KB

1.   To note the use of urgency powers to enable the Council to participate in a 75% business rates retention pilot scheme established by the Department for Communities and local Government for the financial year 2019/20 only;

 

2.   For the purposes of participating in the pilot, to agree to dissolve the Worcestershire Business Rates Pool and to participate in the formation of a new pool consisting of all Districts in Worcestershire and the County Council;

 

3.   To agree to reconstitute the Worcester Business Rates Pool in the event that the application to become a pilot pool is not successful and to include Malvern Hills District Council in the pool; and

 

4.   To delegate to the Corporate Director Finance and Resources the authority to finalise the arrangements for the pool in consultation with the Chair and the Vice-chairs of the Policy and Resources Committee.

Minutes:

The Committee considered a proposal to participate in the 75% Business Rates Pool proposal for Worcestershire in 2019/20. The Corporate Director – Finance and Resources presented the report and explained the benefits of participating in the pool, as set out in paragraph 4.1 of the report.

 

Committee Members expressed support for the recommendations as set out in the report.

 

RESOLVED: That the Committee agree:

 

1.    to note the use of urgency powers to enable the Council to participate in a 75% business rates retention pilot scheme established by the Department for Communities and local Government for the financial year 2019/20 only;

 

2.    for the purposes of participating in the pilot, to dissolve the Worcestershire Business Rates Pool and to participate in the formation of a new pool consisting of all Districts in Worcestershire and the County Council;

 

3.    to reconstitute the Worcester Business Rates Pool in the event that the application to become a pilot pool is not successful and to include Malvern Hills District Council in the pool; and

 

4.    to delegate to the Corporate Director Finance and Resources the authority to finalise the arrangements for the pool in consultation with the Chair and the Vice-chairs of the Policy and Resources Committee.

57.

Capital and Asset Management Framework 2019/20 - 2024/25 pdf icon PDF 110 KB

That the Committee approves the Capital and Asset Management Framework designed to govern the deployment of capital resources over the lifetime of the Capital Programme.

Additional documents:

Minutes:

The Committee considered a report on the adoption of a Capital and Asset Management Framework. The Corporate Director – Finance and Resources presented the report and explained that, at present, the Council’s capital programme was governed solely by Financial Regulations and existing practice relating to budget-setting. This had, to some extent, led to a relatively short-term approach to capital planning and to address this a Capital and Asset Management Framework has been developed to establish a set of strategic principles to support medium term planning.

 

Committee Members expressed support for the adoption of the Framework.

 

RESOLVED: That the Committee approve the Capital and Asset Management Framework designed to govern the deployment of capital resources over the lifetime of the Capital Programme.

58.

Refurbishment of Nos. 2 and 4 Copenhagen Street and The Kiln Project pdf icon PDF 118 KB

1.     That the Committee notes the options appraisal for the future refurbishment and use of Nos. 2 and 4 Copenhagen Street following the outcome of survey and feasibility work undertaken in connection with the Kiln Project;

 

2.     That the Committee recommends to Council an increase in the capital budget of £350,000 for the essential refurbishment of no 2 Copenhagen Street to allow its occupation by The Kiln Project and priority work to no 4 Copenhagen Street; and

 

3.     That the Committee notes the temporary use of vacant ground floor space at the Guildhall North Wing by The Kiln Project until the refurbished accommodation is available.

Minutes:

The Committee considered a report on nos. 2 and 4 Copenhagen Street following the outcome of survey and feasibility work undertaken in connection with the Kiln Project.  The Corporate Director – Finance and Resources presented the report and explained that further due diligence undertaken by the Kiln Project Delivery Team and the Council had revealed significant faults with no. 2 Copenhagen Street and its services.  The estimated cost of these repairs was £300,000, including surveys, fees and contingencies. As some of the issues found were likely to be common to the adjoining property, surveys had also been carried out to no. 4 Copenhagen Street.  These had identified a range of building condition issues, of which urgent and essential repairs were estimated to cost £50,000.

 

The recommended option was that nos. 2 and 4 Copenhagen Street be retained by the Council and that the essential refurbishment of no. 2 Copenhagen Street be undertaken by the Council to enable the Kiln Project and the delivery of City Plan priorities to proceed. Furthermore, it was recommended that the essential repairs to no. 4 Copenhagen Street be carried out to ensure the sustainable use and occupation of this block of properties for the foreseeable future.

 

It was estimated that subject to approvals, the premises could be made ready for occupation in June 2019. The commitment to additional expenditure would require approval by the Council.

 

Officers responded to questions from Members on detailed aspects of the proposal.

 

Committee Members expressed support for the recommended option in order to enable the Council to proceed with delivery of the Kiln Project and the City Plan priorities. 

 

RESOLVED: That the Committee agree to:

 

1.    note the options appraisal for the future refurbishment and use of Nos. 2 and 4 Copenhagen Street following the outcome of survey and feasibility work undertaken in connection with the Kiln Project;

 

2.    recommend to Council an increase in the capital budget of £350,000 for the essential refurbishment of no 2 Copenhagen Street to allow its occupation  by The Kiln Project and priority work to no 4 Copenhagen Street; and

 

3.    note the temporary use of vacant ground floor space at the Guildhall North Wing by The Kiln Project until the refurbished accommodation is available.

59.

Any Other Business

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

Minutes:

None.

60.

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.

61.

Minutes of Personnel and General Purposes Sub-Committee

To receive the minutes (exempt items) of the meeting held on 9th October 2018. (To follow)

Minutes:

RESOLVED: That the minutes (exempt items) of the meeting held on 9th October 2018 be received.