490
THE DISTRICT COUNCIL OF TANDRIDGE
RESOURCES COMMITTEE
Minutes and Report to Council of the Special meeting of the Committee held in the Council
Chamber, Council Offices, Station Road East, Oxted on the 24th January 2011.
PRESENT:
Councillors Fisher (Chairman), Ainsworth (Vice-Chairman), Bisset, Botten,
Compton, Cooper, Gascoigne, Morrow and Webster.
ALSO PRESENT:
Councillors Black, Mrs. Bradbury, Mrs. Connolly, Elias, Mrs. Ingham,
Stead, Sydney, Mrs. Webster and Mrs. Whittle.
180. MINUTES
The Minutes of the meeting held on the 6th January 2011 were confirmed and signed by the
Chairman.
181. EXCLUSION OF THE PUBLIC
R E S O L V E D - that, pursuant to Section 100A (4) of the Local Government Act 1972
(as amended) members of the Press and public be excluded from the meeting during
consideration of the under mentioned Minute on the grounds that:
(i)
they involve the likely disclosure of exempt information as defined in the
paragraphs detailed below of Part 1 of Schedule 12A of the Act; and
(ii)
for the item the public interest in maintaining the exemption outweighs the public
interest in disclosing the information.
Item Nos.
Nature of Exempt Information
182 (Part)
Paragraph 3
COUNCIL DECISIONS
(Subject to ratification by Council)
182. BUDGET PROCESS 2011/12
The Committee considered the annual review of charges, its Capital Programme and draft
revenue budget for 2011/12 together with the reporting of the principal variations to the budget
occurring in the current year.
The Committee moved into the Exempt part of the meeting to consider Agenda Item 10 (Senior
Management Costs) which formed part of the Budget Process and was the basis of
Recommendation E below. The Committee was advised that the Auditors were unable to verify
the ongoing costs of deleting the posts as, at this stage, it had not been decided what
arrangements would be put in place to cover the post holders’ duties. The voting on this
particular Recommendation was held in the public part of the meeting.
491
R E C O M M E N D E D – that the following be approved:
***
A.
the draft increase in charges as now amended and detailed at Appendix ‘A’;
B.
the draft Capital Programme for 2011/12 in the sum of £438,000 and the
subsequent four years, as shown at Appendix ‘B’, together with the priority order
of schemes;
C.
the draft revenue budget for 2011/12 in the sum of £6,804,800;
D.
the draft revised budget for the current year in the sum of £6,791,700; and
E.
the holders of the following posts be granted flexible or early retirement as
appropriate and set out in Appendix ‘L’ (Table B) to the Agenda and
summarised below:
***
Director of Planning – early retirement (1/6/2011)
Assistant Chief Executive – early retirement (31/12/2011)
Chief Finance and Section 151 Officer – flexible retirement (1/4/2011)
Deputy Director of Community Services (Housing) – early retirement (1/6/2011)
NOTE: The Chief Finance and Section 151 Officer declared personal and prejudicial interests
in this matter, the nature of the interests being that he one of the Officers included within
Recommendation E above. He left the meeting for the duration of discussion and voting
thereon.
183. FUTURE OF THE SOPER HALL (Minute 120)
The Committee had before it a detailed Report outlining the proposals from the Soper Hall
Group and Caterham Baptist Church for the future of the Soper Hall. Surrey County Council
had written suggesting that a library facility could be provided at the Hall.
R E C O M M E N D E D – that
A.
clarification be sought from Surrey County Council, involving the Chairman and
Vice-Chairman of the Committee, as to what its proposals are for
library/community facilities in the Hall, whether it would be prepared to work with
both groups and a formal commitment be requested for any proposals;
B.
additional information be sought from Caterham Baptist Church with regard to
the terms of wider community use of the Hall including any restrictions which
may be imposed;
C.
Soper Hall Community Centre Limited be requested to provide additional
information with regard to its plans to raise capital funding, especially from the
local community and to provide evidence as to the robustness and resilience of
its business plan over the medium term;
D.
both the Caterham Baptist Church and Soper Hall Community Centre Limited be
requested to attend a ‘challenge session’ with the Chairman, the Vice-Chairman,
the Chief Executive and any other relevant Officers, to support the development
of both bids;
492
E.
any proposal that is finally accepted must protect the future interests of
Tandridge Council Taxpayers; and
F.
arising out of Recommendations A. – D. above, a further Report be submitted to
the first meeting of the Committee in the New Municipal Year.
NOTE: Councillor Mrs. Connolly a declared a personal interest in this matter, the nature of the
interest being her involvement with the Soper Hall Group. In accordance with the Members’
Local Code of Conduct she stayed in the meeting for the duration, but took no part in, the
discussion.
NOTE: Councillor Cooper declared a personal interest in this matter, the nature of the interest
being his involvement with the Soper Hall Group, although he was not a member of the
Management Committee associated with the Group. In accordance with the Members’ Local
Code of Conduct he stayed in the meeting for the duration of discussion and voting thereon
although he did not take part in the discussion or voting (see below).
The Council’s Monitoring Officer advice to Councillor Cooper was that he had personal and
prejudicial interests in this matter owing to his significant involvement in the Soper Hall Group
as depicted in an article in the local press. It was indicated that it was for an individual Member
to declare, or otherwise, interest(s) on the basis of their conscience. Councillor Cooper
acknowledged he had received clear advice from the Monitoring Officer.
NOTE: In accordance with Standing Order No. 24 (2) Councillor Cooper wished it recorded that
he abstained from voting on this matter.
NOTE: Councillor Elias declared a personal interest in this matter, the nature of the interest
being that he was a Surrey County Councillor. He was not a member of the Committee but in
accordance with the Members’ Local Code of Conduct he stayed in the meeting for the duration
of discussion.
NOTE: Councillor Stead declared personal and prejudicial interests in this matter, the nature of
the interests being his involvement with the Soper Hall Group. In accordance with the Members’
Local Code of Conduct he left the meeting for the duration of discussion and voting thereon.
COMMITTEE DECISION
(Under powers delegated to the Committee)
184. CORPORATE STRATEGY PROCESS – COMMITTEE SERVICE
PLANS
The Committee reviewed its Service Plan with particular reference to progress made against its
Core Objectives for 2010/11 and suggested Core Objectives for 2011/12.
R E S O L V E D – that
***
A.
the comments in Appendix ‘C’ on progress against Core Objectives for 2010/11
be noted; and
***
B.
the Committee’s Core Objectives for 2011/12 as set out in Appendix ‘D’ be
approved.
Rising: 9.40 p.m.
493
APPENDIX ‘A’
RESOURCES COMMITTEE
Fees & Charges
APPENDIX ‘A’
£
Charge from 4th
Jan.2011
£
2011/12 Proposed
Charges
£
Percentage
Increase
%
72.00
20.00
82.00
27.00
72.00
20.00
82.00
27.00
72.00
18.00
60.00
20.00
0.0
-10.0
-26.8
-25.9
-
-
120.00
20.00
140.00
28.00
Extensions not pre-booked, per hour
39.00
39.00
Hourly Rate x 1.5 per hr
Access the Following Day
60.00
60.00
2 hrs @ prev rate
Uninsured
Monday - Friday
Before 18:00 hrs (Min 4 hrs at hourly rate)
After 18:00 hrs (Min 3 hrs at hourly rate)
79.00
90.00
79.00
90.00
Std Rate + 10%
Std Rate + 10%
-
-
Std Rate + 10%
Std Rate + 10%
2010/11 Charges
Soper Hall
Budgeted
Income
£
*
Self Insured
Monday - Friday
Before 18:00 hrs (Minimum time 4 Hours)
Per Hour booked
After 18:00 hrs (Minimum time 3 hrs)
Per Hour booked
Weekends
Before 18:00 hrs (Minimum time 6 Hours)
Per Hour booked
After 18:00 hrs (Minimum time 5 hrs)
Per hour booked
Weekends
Before 18:00 hrs (Min 6 hrs at hourly rate)
After 18:00 hrs (Min 5 hrs at hourly rate)
Extensions not pre-booked, per hour
43.00
43.00
Hourly Rate x 1.5 per hr
Clearance following day, Friday or Saturday bookings
66.00
66.00
2 hrs @ prev rate
58.00
15.00
63.00
23.00
58.00
15.00
63.00
23.00
58.00
14.50
48.00
16.00
-
-
96.00
16.00
120.00
24.00
Conference Hall
Self Insured
Monday - Friday
Before 18:00 hrs (Minimum time 4 Hours)
Per Hour booked
After 18:00 hrs (Minimum time 3 hrs)
Per Hour booked
Weekends
Before 18:00 hrs (Minimum time 6 Hours)
Per Hour booked
After 18:00 hrs (Minimum time 5 hrs)
Per Hour booked
Extensions not pre-booked, per hour
40.00
40.00
Hourly Rate x 1.5 per hr
Clearance following day, Friday or Saturday bookings
Uninsured
Monday - Friday
Before 18:00 hrs (Min 4 hrs at hourly rate)
After 18:00 hrs (Min 3 hrs at hourly rate)
60.00
60.00
2 hrs @ prev rate
64.00
69.00
64.00
69.00
Std Rate + 10%
Std Rate + 10%
-
-
Std Rate + 10%
Std Rate + 10%
Weekends
Before 18:00 hrs (Min 6 hrs at hourly rate)
After 18:00 hrs (Min 5 hrs at hourly rate)
Extensions not pre-booked, per hour
44.00
44.00
Hourly Rate x 1.5 per hr
Clearance following day, Friday or Saturday bookings
66.00
66.00
2 hrs @ prev rate
0.0
-3.3
-23.8
-30.4
Total Budgeted Income
16,500
Land Charges - as agreed at Resources Committee 6/1/11
LLC1
Con29
LLC1 + Con29
Personal Searches
Enhanced Personal Searches
26.00
174.00
200.00
Free
-
26.00
174.00
200.00
Free
-
26.00
198.00
224.00
Free
25.00
0.0
13.8
12.0
N/A
Total Budgeted Income
Letting of Council Offices
238,400
**
Minimum Rental 3 hours
per hour or part in excess of 3 hours (per room)
134.00
47.00
137.00
48.00
138.00
46.00
0.7
-4.2
Total Budgeted Income
Legal Charges (Per Hour)
0
**
Assistant Chief Executive (Legal), Principal Solicitor, Asst Solicitor, Senior Lawyer
Senior Legal Assistant
Clerical Assistant, Legal Assistant
250.00
222.00
186.00
255.00
227.00
190.00
260.00
230.00
193.00
2.0
1.3
1.6
Total Budgeted Income
Court Costs
10,200
***
Summons Charges
Council Tax
NNDR
30.00
54.00
84.00
30.00
54.00
84.00
31.00
55.50
86.50
3.3
2.8
3.0
Total Budgeted Income
109,200
Credit Cards
Credit Card Charges
Total Budgeted Income
* Note: Subject to any decision made on Soper Hall elsewhere on this agenda
** Note: Vatable Charges shown inclusive of VAT
*** Note: To be agreed by Courts
At cost
At cost
At cost
N/A
10,000
494
APPENDIX ‘%’
APPENDIX ‘%’
Capital Programme 2010 - 2011 TO 2015 - 2016 - Resources Committee
Latest
Estimated Estimated Estimated Estimated Estimated
Programme Programme Programme Programme Programme Programme
2010-11
2011-12
2012-13
2013-14
2014-15
2015-16
£
£
£
£
£
£
COMMITTEE SCHEMES
CURRENT PROGRAMME
RESOURCES
IT Strategy Investment Plan
Soper Hall Major Maintenance programme
Council Offices Major Maintenance Programme
CURRENT PROGRAMME - RESOURCES COMMITTEE
356,800
80,000
121,500
250,000
65,000
138,000
200,000
65,000
138,000
160,000
65,000
138,000
160,000
65,000
138,000
0
0
0
558,300
453,000
403,000
363,000
363,000
0
REVISIONS
RESOURCES
IT Strategy Investment Plan
Soper Hall
Council Offices Major Maintenance Programme
0
0
0
0
(15,000)
0
0
(15,000)
0
0
(65,000)
0
0
(65,000)
0
160,000
0
138,000
TOTAL REVISIONS - RESOURCES COMMITTEE
0
(15,000)
(15,000)
(65,000)
(65,000)
298,000
UPDATED PROGRAMME
RESOURCES
IT Strategy Investment Plan
Soper Hall
Council Offices Major Maintenance Programme
UPDATED PROGRAMME - RESOURCES COMMITTEE
356,800
80,000
121,500
250,000
50,000
138,000
200,000
50,000
138,000
160,000
0
138,000
160,000
0
138,000
160,000
0
138,000
558,300
438,000
388,000
298,000
298,000
298,000
495
Resources Capital Programme - Priorities
2011-12
Priority
Order
1
2
3
4
4
Resources Schemes
Amended
Provision
£
IT Strategy Investment Plan (priority A)
Council Offices Maintenance Prog. (priority A)
Soper Hall
IT Strategy Investment Plan (priority B)
Council Offices Maintenance Prog. (priority B)
183,000
95,000
50,000
67,000
43,000
Total Programme
438,000
Corporate Assessment
Rating
Obj.
Req.
Cost
A
B
B
B
B
B
B
B
C
C
C
B
B
B
B
2012-13
Priority
Order
1
2
3
Resources Schemes
Amended
Provision
£
IT Strategy Investment Plan
Council Offices Maintenance Prog.
Soper Hall
200,000
138,000
50,000
Total Programme
388,000
Corporate Assessment
Rating
Obj.
Req.
Cost
A
B
B
B
B
B
C
B
B
2013-14
Priority
Order
1
2
Resources Schemes
Amended
Provision
£
IT Strategy Investment Plan
Council Offices Maintenance Prog.
160,000
138,000
Total Programme
298,000
Corporate Assessment
Rating
Obj.
Req.
Cost
A
B
B
B
C
B
2014-15
Priority
Order
1
2
Resources Schemes
Amended
Provision
£
IT Strategy Investment Plan
Council Offices Maintenance Prog.
160,000
138,000
Total Programme
298,000
Corporate Assessment
Rating
Obj.
Req.
Cost
A
B
B
B
C
B
496
Resources Capital Programme - Priorities
2015-16
Priority
Order
1
2
Resources Schemes
Amended
Provision
£
IT Strategy Investment Plan
Council Offices Maintenance Prog.
160,000
138,000
Total Programme
298,000
Corporate Assessment
Rating
Obj.
Req.
Cost
A
B
B
B
C
B
Key:
The Corporate Assessment scoring for each individual capital scheme is based on meeting the following
Applicable Council Key Objective (Obj.)
A
Direct reference in key corporate objectives
B
Indirect reference in key corporate objectives
C
Ongoing service, no reference in key corporate objectives
Statutory, Health & Safety or essential maintenance requirement (Req.)
A
Statutory obligation
B
Health & Safety or essential maintenance obligation
C
Discretionary service development
Annual Revenue Budget Cost (Cost)
A
Nil cost or surplus
B
Under £10,000
C
Over £10,000
$33(1',;µC¶
Resources Committee Objectives ~ 2010/2011
Objective
Expected outcome
Progress to date
Keep a sustainable Medium Term Financial
Strategy under review.
Continue to ensure Tandridge District Council is able to deliver its
corporate objectives and adapt to changing circumstances
including changes in government policies and priorities and the
drive to achieve efficiencies. Responding to the current economic
climate.
$33(1',;µC¶
497
$33(1',;µC¶
Achieved
Satisfactory rating allows greater freedom and flexibility of local
government and leads to less stringent auditing regimes.
Full Lexcel re-assessment undertaken and
granted to Legal Department with 17 areas of
good practice noted.
Ensure Council Tax is set below the capping limit
to realise savings and provide maximum value
for money.
To fully implement the International Financial
Reporting Standard (IFRS), and to continue to
make representations that district councils
should be exempt from IFRS.
Should consultation from the Department of
Transport (due Jan 2010) require develop with
Surrey County Council a new scheme for the
delivery of concessionary fares.
To implement components of the Customer
Services Action Plan
x Complete the process of opening post
centrally through introduction of
scanning and distributing documents.
x Seek to maximise the use of the web as
a low cost self help channel in all
suitable circumstance.
To introduce virtualisation and thin client
technology throughout the council with the
objectives of
x Enabling a flexible and remote working
services solution.
x Reducing the energy footprint of
technology on TDC.
x Increasing the life expectancy of
technology assets.
Avoid the threat of capping tax and ensure that the budget is
manageable within the Council’s resources and policies.
Achieved for 2010-11 budget
Accounts fully approved by External Auditor and Use of
Resources score maintained.
Some work underway on 2010/11 accounts,
majority of work will be undertaken next year.
A scheme to meet the ongoing needs of Tandridge residents, but
in an affordable manner.
A scheme under the control of SCC will be
implemented from April 2011
497
Ensure satisfactory performance rating in Report
to Those Charged with Governance.
To provide a more efficient and less staff intensive process for the Pilot schemes for central post opening have
answering of most customer enquiries through the provision of a
been partially successful. Some technical and
single catalogued import system for all communication.
procedural problems need to be resolved.
Public use of the web continues to increase
against other channels.
The number of computer servers in the
computer room have been substantially reduced
through virtualisation (44 servers reduced to 17).
The desktop virtualisation programme is
timetabled to complete in the first half of 2011.
Desktop virtualisation and the adoption of an as
yet to be identified security solution will enable
remote working,
$33(1',;µC¶
The implementation of this technology has multiple benefits to
the authority and is now a relatively low risk commercial option.
Remote and flexible working is a part of the HR/OD strategy
which must be supported by the ability to support home and
remote working. The energy consumption of IT equipment is a
key means of lowering the Council’s energy requirement. If
successful, the resulting computer configuration will deliver lower
cost systems with greater longevity, reducing the demand on the
498
The server environment energy consumption
has reduced, but has been balanced by the
shared hosting arrangements with Mole Valley.
To implement a Compliance Framework which
ensures we meet the requirements of Successful
Health and Safety Management (HSG 65).
Developments in Health and Safety legislation including the
provisions of The Corporate Manslaughter and Corporate
Homicide Act 2007 require we are able to demonstrate best
practice in the conduct of our business. A Compliance
Framework will impose guidelines on the conduct of our business
to ensure we meet best practice recommendations in the
employment and direction of staff and the care of equipment and
premises.
A compliance framework document is working
its way through the Corporate Health and Safety
Committee. Final drafts still to complete.
To prepare a new HR/OD Action Plan for 2010 –
2013.
HR/OD Action Plan outlining objectives for next three years
taking into account budgetary and economic factors.
HR/OD Strategy Action Plan completed and
agreed. Objectives now being implemented
inline with Action Plan.
498
capital budget.
$33(1',;µD¶
Proposed Resources Committee Objectives – 2011/2012
Objective
Keep a sustainable Medium
Term Financial Strategy under
Review
Ensure Council Tax is set
below the capping limit to
realise savings and provide
maximum value for money or
the criteria in respect of
government proposals for
referendums are
acknowledged and adhered to
where appropriate.
Continue to ensure Tandridge District
Council is able to deliver its corporate
objectives and adapt to changing
circumstances in the light of substantially
reduced financial resources. This
including developments in government
policies and priorities and the drive to
achieve efficiencies. Responding to the
current Economic Climate
Risks which could inhibit completion of
objective
Changes in external factors such as
anticipated levels of inflation, interest rates
and consumer demand for chargeable
services. Unexpected Central Government
changes to Local Government funding or
capping criteria.
Unexpected changes in the National
Economic position resulting in significant
loss of collection of Council Tax or
Business Rates
Current plans and structure of external
assessment are not clear. The Audit
Commission role is expected to be filled but
how this is to be done and the implications
for Local Authorities remain unknown
Community
Strategy
Council
Key
Priority
1
October
2011
Satisfactory rating in former reports such
as “Those charged with governance
arrangements” allows greater freedom
and flexibility of local government and
leads to less stringent auditing regimes.
February
2011 and
February
2012
In respect of February 2011 council tax
setting to avoid the threat of capping and
ensure that the budget is manageable
within the Councils resources and
policies.
In respect of February 2012 council tax
setting to ensure adherence to the
expected referendum rules where
appropriate.
Government revises expected capping
limits to below the amount set.
Budget cannot be balanced below the
capping limit
1
To provide a more efficient and less staff
intensive process for the answering of
most customer enquiries through the
provision of a single catalogued import
system for all communication.
Economic pressures restrict our ability to
implement rapid change.
1
July 2011
March 2012
Corporate
Objective
Focus Area
2
F
D
$33(1',;µD¶
To implement components of
the Customer Services Action
Plan
x
Complete the process of
opening post centrally
through introduction of
scanning and distributing
documents
x
Seek to maximise the use
of the web as a low cost
self help channel in all
suitable circumstance
October
2011
Resources
Committee
Expected Outcome
499
Ensure satisfactory
performance rating from
external assessment reports
from Audit Commission or
succession bodies
Target
Completion
Date
$33(1',;µD¶
499
$33(1',;µD¶
500
Objective
To introduce virtualisation and
thin client technology
throughout the council with the
objectives of
x
Enabling a flexible and
remote working services
solution.
x
Reducing the energy
footprint of technology on
TDC
x
Increasing the life
expectancy of technology
assets
Target
Completion
Date
July 2011
April 2011
To continue implementation.
monitor and respond to
changes that affect the current
HR/OD Action Plan for 2010 –
2013.
March 2012
To achieve senior
management savings
March 2012
The implementation of this technology
has multiple benefits to the authority and
is now a relatively low risk commercial
option. Remote and flexible working is a
part of the HR/OD strategy which must
be supported by the ability to support
home and remote working; the energy
consumption of IT equipment is a key
means of lowering the councils energy
requirement. If successful, the resulting
computer configuration will deliver lower
cost systems with greater longevity,
reducing the demand on the capital
budget.
Risks which could inhibit completion of
objective
The Council has to comply with the
Security Code of Compliance and secure
remote working is significant technical
issue.
It is possible that key Council Systems will
not implement to a thin client model.
The early implementation relies on an
invest to save approach to thin client
technology.
Community
Strategy
Council
Key
Priority
Corporate
Objective
Focus Area
1
D, F
There is an onus on the Council to
demonstrate its management of risk; the
greatest risk to not completing this advisory
document would be the loss of the staff
expertise necessary to complete it.
2
D
Ensure the current HR/OD Action Plan
remains responsive to organisational
needs within budgetary and economic
factors.
Changing budgetary and economic factors.
Unexpected staffing changes
Lack of resources in Personnel and
management to implement the plan
effectively.
2
D
A reduced number of senior managers
Difficulty in matching potential reductions
with appropriate alternative arrangements
without detriment to the delivery of frontline
services
2
D
Developments in Health and Safety
legislation including the provisions of The
Corporate Manslaughter and Corporate
Homicide Act 2007 require we are able
to demonstrate best practice in the
conduct of our business. A Compliance
Framework will impose guidelines on the
conduct of our business to ensure we
meet best practice recommendations in
the employment and direction of staff
and the care of equipment and premises.
500
To implement a Compliance
Framework which ensures we
meet the requirements of
Successful Health and Safety
Management (HSG 65)
Expected Outcome
501
Objective
To continue to work with the
owners and other stakeholders
to facilitate acceptable
developments on the Oxted
Gasholder and former Rose &
Young sites in Caterham.
Target
Completion
Date
March 2012
Expected Outcome
To provide the maximum opportunity for
these sites to be developed without
exposing the Council to undue risk.
Risks which could inhibit completion of
objective
x
Unwillingness of owners or other
interested partners to develop their
sites in the current economic climate.
x
Economically viable scheme may not
be acceptable in planning terms
despite a flexible approach being
taken..
x
Financial risk of exercising Compulsory
Purchase powers – costs would need
to underwritten by third parties.
Community
Strategy
Council
Key
Priority
Corporate
Objective
Focus Area
3.4
1
H
501