Agenda and minutes

Apologies for absence were received from Councillor William Huntington-Thresher, who was replaced by Councillor Samaris Huntington-Thresher, and from Councillors Ellie Harmer and Nick Milner.

There were no declarations of interest.

In accordance with the Council’s Constitution, questions to 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 21^st December 2012.

No questions had been received.

RESOLVED that the minutes of the meeting held on 21^st November 2012 (excluding exempt information) be confirmed.

Report RES13002

The Committee received an update on matters arising from previous meetings and noted that there would be an update on the New Technology Working Group at the next meeting.

To note the latest version of the Forward Plan of Private and Key Executive Decisions.

The Committee received the latest version of the Forward Plan of Private and Key Decisions and noted that a number of decisions due to be taken by the Executive on 9^th January or by the Resources Portfolio Holder following this meeting had been deferred to the next round of meetings.

Copies of (A) the Resources Portfolio and (B) the Corporate Contracts Registers have been circulated under separate cover and are available on the Council’s website.

The Committee received schedules setting out (A) the latest Contracts Register for the Resources Portfolio (giving contracts worth over £50k), and (B) the Corporate Contracts Register (giving contracts worth over £200k). The schedules reflected a snapshot of contracts several weeks before the meeting and in some cases original contract values established several years previously. The Committee raised concerns about the following matters –

• There were a number of construction/maintenance contracts where the original estimate had been too low, and costs had subsequently increased. Members were concerned that the right level of expertise should be available to plan these projects more accurately. Members sought further details about the Red Hill School Windows contract (contract 047411).

• The cost of mobile phone services was queried. It was confirmed that there was a central contract and that the Council had achieved a good deal.

• Contract values were increased in line with RPIX, which had produced some fairly large increases. It was explained that in recent years there had been a policy of freezing increases in the early years of longer contracts. 

The Committee also asked about the costs of the Council’s membership of London Councils and comments were made that the organisation had established a large bureaucracy which needlessly mirrored the structure of the boroughs. It was clarified that part of the annual cost was the Council’s contribution to the London Boroughs Grants Committee and that although there was no statutory duty to be part of the organisation it was used to implement London-wide legislation and programmes and there was therefore a definite benefit for the Council in being involved. A Member commented that London Councils events were often very useful and informative, and the Council should perhaps take greater advantage of these opportunities.  The Committee requested a report on London Councils for a future meeting.

In accordance with the Council’s Constitution, questions to 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 21^st December 2012.

No questions had been received.

The Resources Portfolio Holder to present the following report for pre-decision scrutiny on a matter where he is minded to make a decision.

The Committee considered the following report for pre-decision scrutiny where the Resources Portfolio Holder was minded to take a decision.

Chislehurst Ward

Report RES13001

Authority was sought for the disposal of a small parcel of land that was formerly part of Chislehurst Recreation Ground. The sale of the land would achieve a capital receipt without any detriment to the Recreation Ground, and it was noted that there had been no further reports of anti-social behaviour since the land had been enclosed. Members requested further details of the proposed covenant that, if the building at 4 Wirral Wood Close was extended to the north, would entitle the Council to a share of the increase in value of the land should it be determined that without it the extension would not have been possible.   

RESOLVED that the recommendation be supported.

Members of the Committee are requested to bring their copy of the agenda for the Executive meeting on 9th January 2013.

The Committee considered the following reports on the agenda for the meeting of the Executive on 9^th January 2013.

(5) Council Tax Support/Reduction

  Report RES13011

Following a public consultation exercise approval was sought for a draft Council Tax Support/Reduction scheme to be forwarded to full Council on 21^st January 2013 for adoption.  Early printed versions of the report contained a minor error at page 6, where the Council Tax liability percentage should have been 19%, rather than 21%. The report presented two options for consideration – option 1 was for working age claimants to contribute a minimum 19% towards their Council Tax liability, but with transitional protection applied in 2013/14 to limit the minimum contribution to 8.5%, while option 2 was to apply the 19% minimum in 2013/14 without the transitional protection. 

It was confirmed that the technical changes to Council Tax approved at the Executive’s last meeting were not directly linked to the proposals for Council Tax Support.

Members suggested that the proposed £16k capital savings threshold should be reviewed after a year.

Councillor Tom Papworth requested that details of the numbers of claimants in properties above band D should be circulated to Members. He also expressed concern at the increased difficulty in collecting payments and the costs involved in pursuing those in default. Officers confirmed that the real position on collection rates would only be fully known after two years, but in-year collection rates would be closely monitored. Provision was made in the draft budget to allow for this uncertainty. Councillor Nicholas Bennett suggested a joint approach by the South East London Boroughs to the South East London Bench to encourage a consistent approach to the award of costs. Councillor Judi Ellis suggested that an approach based on breach of social housing tenancies might be more successful than pursuing the debts in the normal way. 

RESOLVED that the Committee supports the adoption of option1 using transitional relief.

(6) Draft 2013/14 Budget Update

Report  RES13015

The report sought approval for the initial draft 2013/14 budget including actions proposed to reduce the Council’s medium term budget gap. The report also included savings to be considered by the Executive in addition to the indicative savings previously identified in February 2012. The report included, at appendix 5, a summary of the real changes forecast for the next few years. It was intended that all PDS Committees would scrutinise the proposals and report back to the E&R PDS Committee by 31^st January, before a final recommendation was made to full Council on 2013/14 Council tax levels by the Executive at their following meeting on 6^th February 2013. The grant settlement had been later than usual, with more variables to assess; there were still some areas of uncertainty remaining, such as LACSEG, and these would if possible be reported to the meeting on 6^th February.

Members commented that it was important to implement the savings required as quickly as possible and to begin to generate income from the  ...  view the full minutes text for item 284.

Report RES13013

The Committee received updates from Councillor Douglas Auld as Chairman of the Public Protection and Safety PDS Committee following the Committee’s meeting on 27^th November 2012, Councillor Judi Ellis as Chairman of Care Services PDS Committee following the Committee’s meeting on 4^th December 2012 and from Councillor William Huntington-Thresher as Chairman of the Environment PDS Committee following the Committee’s meeting on 20^th November 2012.

The Chairman urged all PDS Chairmen to ensure that their updates were submitted in good time before the Executive and Resources PDS Committee meeting.

Report RES13004

The Committee received an update on its work programme and on the progress of PDS working groups.

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.

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

The exempt minutes of the meeting held on 21^st November 2012 were confirmed.

The Committee scrutinised the following proposed decision of the Resources Portfolio Holder.

Bromley Common & Keston Ward

The Committee considered the offers received for the purchase of this site and supported the recommendation to accept the best consideration reasonably obtainable.

The Committee scrutinised two reports on the part 2 agenda for the Executive’s meeting on 9^th January 2013 concerning (13) Award of Contract - Learning Disability Services Framework, Community Based Support  and (14) Street Works Tender.