Agenda and minutes

Venue: Bromley Civic Centre

Contact: Philippa Gibbs  020 8461 7638

Items
No. Item

99.

APOLOGIES FOR ABSENCE AND NOTIFICATION OF SUBSTITUTE MEMBERS

Minutes:

Apologies were received from Councillor Ruth McGregor and Councillor Price attended as substitute.

100.

DECLARATIONS OF INTEREST

Minutes:

Councillor Fawthrop declared that his wife was an employee of the Council.

101.

QUESTIONS FROM COUNCILLORS AND MEMBERS OF THE PUBLIC ATTENDING THE MEETING

In accordance with the Council’s Constitution, questions that are not specific to reports on the agenda must have been received in writing 10 working days before the date of the meeting. 

 

Questions specifically on reports on the agenda should be received within two working days of the normal publication date of the agenda.  Please ensure that questions specifically on reports on the agenda are received by the Democratic Services Team by 5pm on Thursday 16 March 2023.

Minutes:

Three written questions were received and these are attached at Appendix A.

102.

MINUTES OF THE EXECUTIVE, RESOURCES AND CONTRACTS PDS COMMITTEE MEETING HELD ON 2 FEBRUARY 2023 (EXCLUDING EXEMPT ITEMS) pdf icon PDF 567 KB

Minutes:

The minutes of the Executive, Resources and Contracts PDS Committee meeting held on 2 February 2023 (excluding exempt information), were agreed and signed as a correct record.

 

103.

MATTERS OUTSTANDING AND WORK PROGRAMME pdf icon PDF 258 KB

Additional documents:

Minutes:

Report CSD23045

 

The report dealt with the Committee’s business management including matters outstanding from previous meetings and the proposed work plan for the next municipal year.

 

In respect of matters outstanding from previous meeting, the Director of Finance confirmed that the Treasury Management Strategy was currently being updated and would reflect the changes discussed at the last meeting.

 

The Committee noted that the update on Biggin Hill Airport would be presented to the Executive in the autumn and would by scrutinised by the Executive, Resources and Contracts PDS Committee in line with established pre-decision scrutiny processes.

 

A Member asked when a report about Digital Exclusion would be presented to Committee.  The Chairman highlighted that there would need to be a discussion around the most appropriate committee to consider the issue but that the item should be programmed as soon as possible.

 

RESOLVED: That the report be noted.

 

104.

FORWARD PLAN OF KEY DECISIONS pdf icon PDF 143 KB

Minutes:

The Committee noted the Forward Plan of Key Decisions covering the period February 2023 to May 2023.

 

105.

SCRUTINY OF THE CHIEF EXECUTIVE pdf icon PDF 174 KB

Minutes:

The Chief Executive, Mr Ade Adetosoye, attended the meeting to respond to questions from the Committee. A written update for the Committee had been circulated as part of the agenda papers.  Mr Adetosoye responded to questions.  The following points were raised:

 

·  The Committee thanked the Chief Executive for his comprehensive and detailed report.

·  Members discussed the local arrangements being put in place for the Coronation of King Charles III.  The Chief Executive highlighted that the Local Authority should be proud of the preparations that had already been put in place.  The necessary measures were in place to enable celebrations to take place in green spaces and the necessary flexibility would be applied to facilitate applications.  The Council’s contractor Id Verde had apologised for some of the confusion around the arrangements and the Chief Executive confirmed that processes were now in place to ensure that celebrations for this historic event would run smoothly.

·  In relation to demand management, there was an acute awareness that challenges were growing, especially in front door services such as Children and Families.  The Chief Executive highlighted that the Council had won an award for its work on demand management.

·  Turning to the issue of hybrid working, the Chief Executive reported that in the local context, it was clear that Bromley staff were maintaining levels of productivity seen prior to the pandemic.  There was evidence that staff were working beyond their contractual hours and the Chief Executive had witnessed officers maintaining excellent service delivery.

·  In respect of staff attending the office, the Chief Executive explained that the interface between officers and residents had to be maintained and this required some staff being present in the office.  Staff were, on average, coming into the office 2 to 3 days a week, however, attendance was based on the requirements of the service.  Team Leaders were empowered to establish rotas for office attendance that met the needs of their service.  In due course a staff survey would be undertaken to establish the views of staff regarding the current flexible working arrangements.

·  A Member highlighted the need to ensure that the Council was meeting its duty of care to staff when they were working from home.  It was also noted that the contract of employment for staff cited the Council Offices as the primary base.  There were two sides to this: firstly, staff could reasonably be required to attend the office when necessary; secondly, those staff who wanted to be office based needed to be provided with a suitable desk space and there was a need to ensure sufficient desk capacity following the office move.

·  The Chief Executive highlighted that staff wellbeing remained a priority.  Members noted that at the start of the pandemic HR had undertaken a great deal of work to put in place a comprehensive package of measures to support staff wellbeing.  A wellbeing support document was produced, and it was notable that levels of sickness for those staff working from home had fallen.  Stress risk assessments were  ...  view the full minutes text for item 105.

106.

PRE-DECISION SCRUTINY OF EXECUTIVE REPORTS

Members of the Committee are requested to bring their copy of the agenda for the Executive meeting on 29 March 2023.

Minutes:

The Committee considered the following reports on the Part 1 agenda for the meeting of the Executive on 29 March 2023:

 

5.

BUDGET MONITORING 2022/23

Report FSD23025

 

The report provided the first budget monitoring position for 2022/23 based on expenditure and activity levels up to the end of December 2022. The report also highlighted any significant variations which would impact on future years as well as any early warnings that could impact on the final year end position.

 

In response to a question, the Assistant Director of Legal Services confirmed that the Legal Services overspend was currently in the region of £465,000.  The vast majority of the overspend related to support to children and families, but also planning and litigation.  Members noted that there had been an increase in demand and the overspend related to counsel fees.  The Assistant Director noted that there was an ongoing review of Legal Services and the outcome of this, and any recommendations, would be reported to the Chief Officers Executive.  Any changes to the budget would need to be approved by Members.

 

The Chairman requested that further information about the Learning and Development fees and the Strategy fees be circulated following the meeting.

 

RESOLVED: That Executive be recommended to

 

1.  Consider the latest financial position.

 

2.  Note a projected net overspend on services of £9,683k forecast based on information as at December 2022.

 

3.  Note the comments from Chief Officers detailed in Appendix 2.

 

4.  Note a projected increase to the General Fund balance of £65k as detailed in section 3.3.

 

5.  Note the full year cost pressures of £13.069m as detailed in section 3.4.

 

6.  Agree the release of funding from the 2022/23 central contingency as detailed in paragraphs 3.2.2 to 3.2.5.

 

7.  Agree the release of £500k from the CEF Health Reserve Fund for expenditure in the CEF department as detailed in para. 3.8.

 

8.  Agree the set aside of £400k for Homes for Ukraine staffing costs for 2023/24 as detailed in para. 3.9.

 

9.  Agree the release of £2m from the health reserve for the ICB as detailed in para. 3.10.

 

10.  Agree the set aside a one off sum of £630k as an earmarked reserve for EHCP’s/High Needs costs for 2023/24 and 2024/25 to be met from the 2022/23 central contingency as detailed in para. 3.11.

 

11.  Agree the set aside of £635k as an earmarked reserve for Legal costs as detailed in para. 3.12 and in Part Two (Appendix 7) of the report.

 

12.  Agree that any unspent Homes for Ukraine funding be set aside as an earmarked reserve to meet ongoing spend commitments, where funding is not available, relating to Homes for Ukraine as detailed in para. 3.13.

 

13.  Refer any issues to individual Portfolio Holders for further action.

 

14.  Request that Council agree to the release of £2m from the Health reserve for the ICB as detailed in para. 3.10. 

 

8.

OPERATIONAL BUILDING REPAIR AND MAINTENANCE BUDGET  2023/24

Report HPR2023/021

Members of the Executive  ...  view the full minutes text for item 106.

107.

POLICY DEVELOPMENT AND OTHER ITEMS

107a

ANNUAL SCRUTINY REPORT 2022/23 pdf icon PDF 192 KB

Additional documents:

Minutes:

Report CSD23030

 

The Committee noted the Annual Policy Development and Scrutiny Report for 2022/23.  Any further comments and amendments would be incorporated by Democratic Services prior to submission to Full Council on 24th April 2023.

 

A Member suggested that it might be helpful for a Task and Finish Group to review the operation of the PDS Committee to identify areas of best practice that could be extended to other committees.  The Chairman noted that there was not a “one size fits all” approach and that there should be flexibility with the work of Committees.  The Chairman highlighted that he was open to any suggestions for different and better working practices.

 

Another Member noted the importance of thanking staff for the work they did to support committee processes.

 

The Committee noted that the current structure of the Environment and Community Services PDS Committee was being reviewed by the Chairman of that committee.

 

RESOLVED: That the Annual Policy Development and Scrutiny Report be approved for submission to Full Council.

 

108.

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

 

 

109.

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 29 March 2023:

 

16

BUDGET MONITORING 2022/23 PART 2 APPENDIX

 

The Committee noted the Part 2 appendix.

17

OPERATIONAL PROPERTY REFURBISHMENT PROGRAMME - PROCUREMENT AND AWARD OF CONSTRUCTION CONSULTANCY SERVICES (PART 2)

 

The Committee supported the recommendations set out in the Part 2 report.

 

Appendix A pdf icon PDF 410 KB

Appendix B pdf icon PDF 190 KB