Agenda and minutes

Venue: Bromley Civic Centre

Contact: Philippa Gibbs  020 8461 7638

Items
No. Item

123.

APOLOGIES FOR ABSENCE AND NOTIFICATION OF SUBSTITUTE MEMBERS

Minutes:

Apologies were received from Councillor Samaris Huntington-Thresher, Councillor Russell Mellor, Councillor Tony Owen and Councillor David Livett.  Councillor Lydia Buttinger attended as substitute for Councillor Huntington-Thresher.

 

Apologies were also received from Councillor Graham Arthur, Portfolio Holder for Resources.

 

Councillor Michael Rutherford submitted apologies for lateness.

124.

DECLARATIONS OF INTEREST

Minutes:

In respect of Minute 135, Councillor Mary Cooke declared an interest as a former employee of Bromley Healthcare.

125.

QUESTIONS FROM COUNCILLORS AND MEMBERS OF THE PUBLIC ATTENDING THE MEETING

In accordance with the Council’s Constitution, questions to the Chairman of this Committee must be received in writing 4 working days before the date of the meeting.  Therefore please ensure questions are received by the Democratic Services Team by 5pm on Friday 26th January 2018.

 

Minutes:

There were no questions.

126.

MINUTES OF THE EXECUTIVE AND RESOURCES PDS COMMITTEE MEETING HELD ON 4 JANUARY 2018 (EXCLUDING EXEMPT ITEMS) pdf icon PDF 281 KB

Minutes:

The minutes of the meeting held on 4 January 2018, excluding exempt information, were agreed and signed as a correct record.

127.

MATTERS ARISING AND WORK PROGRAMME pdf icon PDF 236 KB

Minutes:

CSD18013

 

The Committee considered a report setting out matters arising from previous meetings and the Committee’s work programme for 2017/18.

 

The Chairman requested that the Work Plan be slightly amended to reflect only the items due for consideration at future meetings.

 

RESOLVED: That

 

1. Progress on matters arising from previous meetings be noted; and

 

2. The 2017/18 work programme be noted.

128.

FORWARD PLAN OF KEY DECISIONS pdf icon PDF 89 KB

Minutes:

The Committee noted the Forward Plan of Key Decisions covering the period February 2018-May 2018.

129.

QUESTIONS TO THE PORTFOLIO HOLDER FROM MEMBERS OF THE PUBLIC AND COUNCILLORS ATTENDING THE MEETING

In accordance with the Council’s Constitution, questions to the Resources Portfolio Holder must be received in writing 4 working days before the date of the meeting.  Therefore please ensure questions are received by the Democratic Services Team by 5pm on Friday 26th January 2018.

 

Minutes:

The following questions, for written response, were received from Councillor Ian Dunn:

 

1.  Please provide an estimate of the proportion of registered electors in Bromley who possess one or more of the  identity documents in the first list on the Voter ID pilot page on the Council's website.

 

2.  Please provide an estimate of the proportion of registered electors in Bromley who possess one or more of the identity documents in the second list (excluding a poll card) on the Voter ID pilot page on the Council's website.

 

Reply:

 

We are unable to provide these estimated figures, but the forms of ID are wide ranging and most voters should have them readily available. 

 

Every eligible elector will receive a poll card, which is one form of ID. 

 

If an elector is not able to provide any of the listed ID they can apply for a postal vote (by 5pm, 18 April 2018) or proxy vote (by 5pm, 25 April 2018).  The Statutory Order also introduces a new arrangement where an elector can apply for a Certificate of Identity (by 5pm on 2 May 2018).

 

 

 

130.

RESOURCES PORTFOLIO - PRE-DECISION SCRUTINY

The Resources Portfolio Holder to present scheduled reports for pre-decision scrutiny on matters where he is minded to make decisions.

Minutes:

The Committee considered the following report where the Resources Portfolio Holder was recommended to take a decision.

130a

TREASURY MANAGEMENT - QUARTER 4 PERFORMANCE 2017/18 pdf icon PDF 132 KB

Additional documents:

Minutes:

Report FSD18012

 

The Committee considered a report summarising treasury management activity during the third quarter of 2017/18.  The report ensured that the Council was implementing best practice in accordance with the CIPFA Code of Practice for Treasury Management.  Investments as at 31 December 2017, totalled £310.6m and there was no outstanding external borrowing.

 

RESOLVED: That the Portfolio Holder be recommended to note the Treasury Management performance for the third quarter of 2017/18.

130b

TREASURY MANAGEMENT - ANNUAL INVESTMENT STRATEGY 2018/19 pdf icon PDF 101 KB

Additional documents:

Minutes:

Report FSD18013

 

The Committee considered a report presenting the Treasury Management Strategy and the Annual Investment Strategy for 2018/19, as required by the CIPFA Code of Practice for Treasury Management in the Public Services (revised in 2009 and updated in 2011 and 2017).  The report included prudential indicators and the Minimum Revenue Provision (MRP) Policy Statement, both of which required the approval of the Council.  The report highlighted that Bromley did not borrow to finance its capital expenditure and, as a result, many of the indicators did not have any real relevance for the Council.

 

RESOLVED: That the Portfolio Holder be recommended to:

 

1. Note the report; and

 

2. Recommend that Council agrees to adopt the Treasury Management Statement and the Annual Investment Strategy for 2018/19 and the Minimum Revenue Provision (MRP) Policy Statement.

131.

PRE-DECISION SCRUTINY OF EXECUTIVE REPORTS

Members of the Committee are requested to bring their copy of the agenda for the Executive meeting on 7th February 2018.

Minutes:

The Committee considered the following reports on the Part 1 agenda for the meeting of the Executive on 7th February 2018.

 

(6)   2018/19 COUNCIL TAX

  Report FSD18016

 

The Committee considered a report identifying the financial issues affecting the 2018/19 revenue budget and seeking recommendations to the Council on the level of the Bromley element of the 2018/19 Council Tax and Adult Social Care precept.  It was noted that confirmation of the final GLA precept would  be reported to the Council meeting on 22nd February 2018.  The report also sought final approval of the ‘schools budget’.

 

RESOLVED: That Executive be recommended to recommend to Council that:

 

1.  The schools budget of £76.696m which matches the estimated level of Dedicated Schools Grant (DSG), after academy recoupment, be approved;

 

2.  The draft revenue budgets for 2018/19 be approved;

 

3.  That Chief Officers identify alternative savings within their departmental budgets where it is not possible to realise any savings reported to the previous meeting of the Executive held on 10th January 2018;

 

4.  That a contingency sum of £14,857k be approved;

 

5.  That the following provisions for levies for inclusion in the budget for 2018/19 be approved:

 

 

£’000

Local Pension Partnership *

487

London Boroughs Grant Committee

248

Environment Agency (Flood defence etc.) *

250

Lee Valley Regional Park *

380

Total

1,398

* Provisional estimate at this stage

 

6.  The latest position on the GLA precept, which will be finalised in the overall Council Tax figure to be reported to full Council be noted;

 

7.  The “Bromley element” of the Council Tax for 2018/19 to be recommended to the Council, including a general increase and the Adult Social Care Precept, having regard to possible referendum issues be considered;

 

8.  The approach to reserves outlined by the Director of Finance be approved;

 

9.  The final Local Government Finance Settlement 2018/19 is still awaited and the late information from the Valuation Office Agency could also have an impact on the final 2018/19 Budget position;

 

10. Any decision on final council tax level will also require additional “technical” recommendations, to meet statutory requirements, which will be completed once the final outcome of levies are known at the full Council meeting; and

 

11.That the Director of Finance be authorised to report any further changes directly to Council on 26th February 2018.

 

 

(7)  Capital Programme monitoring Q3 2017/18 & Capital Strategy 2018 to 2022

  Report FSD18014

 

The Committee considered  a report summarising the current position on capital expenditure and receipts following the third quarter of 2017/18 and presenting for approval the new capital schemes in the annual capital review process.  With regard to the annual bidding process, the main focus had again been on the continuation of existing essential programmes and on externally funded schemes.

 

RESOLVED: That the Executive be recommended to:

 

1.  Note the report, including a total rephasing of £22.8m from 2017/18 into future years, and agree a revised Capital Programme;

2.  Approve the following amendments to the Capital Programme:

(i)   Reduction  ...  view the full minutes text for item 131.

132.

SCRUTINY OF THE CHIEF EXECUTIVE

Minutes:

The Chief Executive, Mr Doug Patterson, attended the meeting to respond to questions from the Committee. Mr Patterson gave a very brief introduction highlighting the following issues –

 

·  The financial pressures facing the Council continued.

·  The Voter ID pilot was moving forward and the Cabinet Officer had allocated further resources to the Council to support the pilot.

·  Discussions would continue with the Metropolitan Police concerning the restructure that was taking place. 

·  Discussions would also take place with health concerning the regionalisation of CCGs.

 

Mr Patterson then responded to questions, making the following comments –

 

·  It was anticipated that the additional funding received would provide a 66% increase in staff with each Polling Station having five members of staff on Polling Day.  The Chief Executive anticipated that there may be challenges recruiting the volume of staff required.

·  The Count would be held on the Friday 4th May during the day.

·  The new requirement for Voter ID would need to be well publicised in order make processes on Polling Day as smooth as possible.  There would need to be good management of known peak times and every Poll Card would carry information on Voter ID.

·  The Chief Executive was not aware of any pilots where Poll Cards were the only required ID but would check.  It was the belief of the Chief Executive that Bromley had the most comprehensive list of ID options.

·  The pilot was likely to cost in excess of £100k but these additional costs would be picked up by the Cabinet Office.

·  The Cabinet Office was undertaking a separate review of postal voting and was considering how to strengthen postal vote ID.

·  The Chief Executive stressed to the Committee that he was bound by the Order that had been issued and therefore there was no flexibility in the rules being implemented.

·  The Chief Executive had discussed concerns that had been raised following the recent meeting of the Renewal and Recreation Committee surrounding the greater political awareness of Officers with his Corporate Leadership Team.

·  The Chief Executive also provided the Committee with a detailed update on a planning issue.

·  All Council services were market tested to ensure value for money for tax payers.  Where companies with multiple public sector contracts were getting into financial difficulty the Council was reviewing the issues and any common themes to learning lessons enabling a more robust tests as contracts were awarded.

·  There was a link to Companies House on the Council’s Contracts Register and scenario planning was undertaken but it was unlikely that there would be a serious in-house bid for either the Exchequer or Waste Contract due to issues with pension liabilities.

·  In seeking to set a balance budget in the future, Officers were working through a range of options to present to Members.  However, there was not much scope to cut services and there were now few options other than to raise Council Tax.  Future financial challenges were likely to necessitate ever closer collaboration with the Health Sector in delivering much  ...  view the full minutes text for item 132.

133.

SECTION 106 AGREEMENTS : UPDATE pdf icon PDF 134 KB

Additional documents:

Minutes:

Report FSD18011

 

The Committee considered a report providing an update on Section 106 Agreements.

 

The Chief Planner explained that the Policy of requiring no more than 50% of market units to be occupied until affordable housing was built was designed to ensure that affordable housing was built.

 

RESOLVED: That the report be noted.

134.

LOCAL GOVERNMENT ACT 1972 AS AMENDED BY THE LOCAL GOVERNMENT (ACCESS TO INFORMATION) (VARIATION) ORDER 2006, AND THE FREEDOM OF INFORMATION ACT 2000

The Chairman to move that the Press and public be excluded during consideration of the items of business listed below as it is likely in view of the nature of the business to be transacted or the nature of the proceedings that if members of the Press and public were present there would be disclosure to them of exempt information.

Minutes:

RESOLVED that the Press and public be excluded during consideration of the items of business referred to below as it is likely in view of the nature of the business to be transacted or the nature of the proceedings that if members of the Press and public were present there would be disclosure to them of exempt information.

 

The following summaries

refer to matters involving exempt information

 

135.

PRE-DECISION SCRUTINY OF EXEMPT EXECUTIVE REPORTS

Minutes:

The Committee considered the following reports on the Part 2 agenda for the meeting of the Executive on 7th February 2018.

 

(15)  UPDATE ON COMMUNITY CONTRACTS AWARD

 

The Committee noted the report and recommended that the Executive agree the recommendations.

 

(16)  CAPITAL PROGRAMME MONITORING Q3 2017/18 AND ANNUAL CAPITAL STRATEGY 2018 TO 2011 – APPENDIX F: CAPITAL RECEIPTS

 

  The Committee noted the Part 2 Appendix.

136.

PART 2 SCRUTINY OF THE CHIEF EXECUTIVE

Minutes:

In the Part 2 (Exempt) part of the meeting, the Chief Executive gave a detailed briefing concerning a Planning issue.

137.

SECTION 106 AGREEMENTS : PART 2 UPDATE

Minutes:

The Committee considered and discussed the Part 2(Exempt) Section 106 Update and requested that regular updates continue to be provided to the Committee.

 

Original Text: