Agenda and minutes

Venue: Bromley Civic Centre

Contact: Philippa Gibbs  020 8461 7638

Items
No. Item

25.

APOLOGIES FOR ABSENCE AND NOTIFICATION OF SUBSTITUTE MEMBERS

Minutes:

Apologies were received from Councillor Melanie Stevens.

26.

DECLARATIONS OF INTEREST

Minutes:

In respect of Item 9(13) – Homes of Ukraine Quarterly Update - Councillors Gabbert and Ireland declared that they hosted Ukrainian families.  Councillor Simon Jeal confirmed that his Register of Interest reflected that he was a Trustee of Experts by Experience (XbyX).

27.

QUESTIONS FROM COUNCILLORS AND MEMBERS OF THE PUBLIC ATTENDING THE MEETING

In accordance with the Council’s Constitution, members of the public may submit one question each on matters relating to the work of the Committee. Questions must have been received in writing 10 working days before the date of the meeting - by 5pm on: Monday 4 September 2023.

 

Questions seeking clarification of the details of a report on the agenda may be accepted within two working days of the normal publication date of the agenda – by 5pm on Tuesday 12 September 2023.

Minutes:

No questions were received.

28.

MINUTES OF THE EXECUTIVE, RESOURCES AND CONTRACTS PDS COMMITTEE MEETING HELD ON 3 JULY 2023 (EXCLUDING EXEMPT ITEMS) pdf icon PDF 342 KB

Minutes:

The minutes of the Executive, Resources and Contracts PDS Committee meeting held on 3 July 2023 (excluding exempt information), were agreed and signed as a correct record.

 

29.

MATTERS OUTSTANDING AND WORK PROGRAMME pdf icon PDF 246 KB

Minutes:

Report CSD23103

 

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

 

Members noted that the Free Speech Report would be presented in October 2023.

 

RESOLVED: That the report be noted.

 

30.

FORWARD PLAN OF KEY DECISIONS pdf icon PDF 234 KB

Minutes:

The Committee noted the Forward Plan of Key Decisions covering the period August to November 2023.

 

Members noted that the report concerning the Churchill Theatre would be presented to the Executive in October 2023 and would be scrutinised by this Committee prior to consideration by the Executive.

 

31.

SCRUTINY OF THE CHIEF EXECUTIVE pdf icon PDF 358 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, making the following comments –

 

·  In relation to the systems in place to ensure that Officers were replying to communications from residents in a timely manner, senior officers received an update on complaints on a weekly basis.  There was also monitoring and scrutiny from the Local Government Ombudsman and where elected Members received complaints from residents these should be raised with individual officers.

·  The Council had a strong Workforce Development Team and there was a Workforce Development Plan in place.  In terms of supporting the workforce, free counselling sessions were available to staff if required.  In addition, the Chief Executive ran regular “Ask the Chief Executive” sessions which were open to all staff as well as One to One Sessions which staff could request.  Furthermore staff were encouraged to raise any concerns with managers and senior leaders.  The Chief Executive reiterated his strong belief that the Council’s greatest asset was its staff without whom the Council could not deliver services to residents.

·  Support to Youth Services continued and the Chief Executive continued to chair the Youth Service Improvement Board.

·  The Transformation Plan was the delivery mechanism for the Corporate Plan.  As the Transformation Plan 2024-2028 was developed there would be regular updates provided to Members.

·  An update on air quality was provided to the recent meeting of the Environment and Community Services PDS Committee.

·  Members noted that there was an emerging issue around the backlog in food safety inspections due to the national shortage of staff.  Whilst high risk areas currently received oversight, there was a need to address staffing to enable the monitoring of lower risk areas.

·  The Council was compelled to meet the legal requirements of statutory inspections and Officers would continue work to ensure this happened.

·  A report on the Churchill Theatre would be presented to Members in October.

·  In terms of monitoring the performance of staff working from home, the Chief Executive explained that in monitoring performance, managers relied on and trusted staff.  Whether staff worked from home or in the office, performance was measured through the delivery of objectives and outcomes, ensuring the needs of residents were met.  The Chief Executive confirmed that he was confident that staff were giving more than 100% and delivering for the Borough’s residents.

 

The Committee thanked the Chief Executive for his comprehensive and informative update.

 

 

32.

RESOURCES, COMMISSIONING AND CONTRACTS MANAGEMENT PORTFOLIO - PRE-DECISION SCRUTINY

Portfolio Holder decisions for pre-decision scrutiny.

Minutes:

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

32a

CAPITAL PROGRAMME MONITORING - 1ST QUARTER 2022/23 pdf icon PDF 333 KB

Additional documents:

Minutes:

Report FSD23054

 

On 20 September 2023, the Executive was due to receive a report summarising the current position on capital expenditure and receipts following the first quarter of 2023/24 and will be asked to agree a revised capital programme for the five-year period 2023/24 to 2027/28. The report before the Committee highlighted changes to be put to the Executive in respect of the capital programme for the Resources, Commissioning and Contract Management portfolio. The revised programme for this portfolio was set out in Appendix A and detailed comments on individual schemes were shown in Appendix B; while Appendix C detailed the variance between the 2022/23 budget and the outturn position at year end.

 

Members noted that the move to the new Civic Offices would deliver some net annual savings and there was a need to consider the future use of earmarked reserves.

 

RESOLVED: That the Portfolio Holder be recommended to note and acknowledge the changes to be put to the Executive on 20 September 2023.

 

 

33.

PRE-DECISION SCRUTINY OF EXECUTIVE REPORTS

Members of the Committee are requested to bring their copy of the agenda for the Executive meeting on 20 September 2023:

 

The Executive, Resources and Contracts PDS Committee will be looking at the following items on the Executive Agenda:

 

(5) BUDGET MONITORING 2023/24

(6) CAPITAL PROGRAMME MONITORING 2023/24

(7) OFFICE FOR LOCAL GOVERNMENT AND THE LOCAL AUTHORITY DATA EXPLORER

(8)AWARD OF CONTRACT FOR WORK AT NEW CIVIC OFFICES

(9) BIGGIN HILL NOISE ACTION PLAN UPDATE

(10) HOUSING DELIVERY UPDATE

(13) HOMES FOR UKRAINE QUARTERLY UPDATE REPORT

(14) CHURCHILL THEATRE & CENTRAL LIBRARY BUILDING, HIGH STREET, BROMLEY BR1 3UH (Please note, this item was withdrawn prior to publication of the Executive agenda)

Minutes:

The Committee considered the following reports on the Part 1 agenda for the meeting of the Executive on 20 September 2023:

 

5

BUDGET MONITORING 2023/24

Report FSD23059

 

The report provided the first budget monitoring position for 2023/24 based on expenditure and activity levels up to the end of June 2023. 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 concerning the impact of recent changes to postal votes, the Chief Executive (in his capacity of Returning Officer) confirmed that he was comfortable with the current position.  A small grant had been received to support the changes and a report would be presented to the October meeting of General Purposes and Licensing Committee setting out the work being done to address the changes.

 

RESOLVED: That the Executive be recommended to

 

  1. Consider the latest financial position;
  2. Note a projected net overspend on services of £6,137k forecast based on information as at June 2023;
  3. Note the comments from Chief Officers detailed in Appendix 2;
  4. Note the carry forwards being requested for drawdown as set out in paragraph 3.3 of the report;
  5. Note a projected reduction to the General Fund balance of £445k as detailed in section 3.4;
  6. Note the full year cost pressures of £9.750m as detailed in section 3.5;
  7. Agree the release of funding from the 2023/24 central contingency as detailed in paragraphs 3.2.2 to 3.2.15;
  8. Note the use of the Homes for Ukraine grant in paragraph 3.9 ;
  9. Identify any issues that should be referred to individual Portfolio Holders for further action;
  10.  Request that Council:

(a) agree a sum of £1.8m be drawn down from the 2023/24 contingency as detailed in paragraph 3.2.2.

(b) agree a sum of £4.25m be transferred to the capital programme as detailed in paragraph 3.2.15.

 

6

CAPITAL PROGRAMME MONITORING 2023/24

Report FSD23056

 

The report summarised the current position on capital expenditure and receipts following the first quarter of 2023/24 and seeks the Executive’s approval to a revised capital programme.

 

The Director of Finance reported to Members that this was the Council’s most challenging Capital Programme, highlighting the importance of disposals and capital receipts.

 

In response to a question concerning why capital receipts were lower than forecast, the Director of Finance explained that the Council used to have residual receipts which were no longer there.  Members noted that the Council was on track for the capital receipts relating to the OPR (Operational Property Review) properties.

 

The Committee further noted that rental income from properties would be reviewed as part of the 2024/25 Budget Setting Process and an update would be presented to Members in January 2024.

 

RESOLVED: That Executive be recommended to

 

1.  Note the report, including a total re-phasing of £60,366k from 2023/24 into future years, and agree a revised capital programme.

2.  Note the need going forward, given the full utilisation of capital receipts by 2025/26 forecast in this report and  ...  view the full minutes text for item 33.

34.

POLICY DEVELOPMENT AND OTHER ITEMS pdf icon PDF 703 KB

Additional documents:

34a

COUNCIL MOTION- -DIGITAL INCLUSION pdf icon PDF 342 KB

Additional documents:

Minutes:

Report CDS23114

 

At its meeting on 15 May 2023, following a resolution from Full Council, the Committee resolved to “request that Chief Officers review their directorates and take reasonable steps to review digital inclusion within existing policies and report back to the Executive, Resources and Contracts PDS Committee by September 2023 if any deficiencies are identified”.  The report set out the feedback received from the directorates.

Members thanked the Officers involved in the preparation of the report.  The Chairman highlighted that across Council services alternative methods for resident engagement were available.

A Member highlighted that the London Borough of Bromley had an aging population and, citing the example of the introduction of cashless parking, expressed concern that elderly residents were being digitally excluded.

Another Member suggested it would be helpful for councillors to have an established process for reporting when instances of digital exclusion were identified.

RESOLVED: That the information from service departments be noted.

35.

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

 

 

36.

PRE-DECISION SCRUTINY OF EXEMPT EXECUTIVE REPORTS

The Executive, Resources and Contracts PDS Committee will be looking at the following items on the Executive Agenda:

 

(25) PART 2: AWARD OF CONTRACT FOR WORK AT NEW CIVIC OFFICES

(26) PART 2:  CHURCHILL THEATRE & CENTRAL LIBRARY BUILDING, HIGH STREET, BROMLEY BR1 3UH (Please note, this item was withdrawn prior to publication of the Executive agenda)

 

Minutes:

The Committee considered the following reports on the Part 2 agenda for the meeting of the Executive on 20 September 2023:

 

24

PART 2: AWARD OF CONTRACT FOR WORK AT NEW CIVIC OFFICES

 

The Committee considered the report and endorsed the recommendations.

 

25

PART 2: COMMUNITY HOUSE, SOUTH STREET, BROMLEY BR1 1RH & BECKENHAM PUBLIC HALLS, BROMLEY ROAD, BECKENHAM BR3 5JE - FREEHOLD DISPOSALS

 

The Committee engaged in a detailed discussion about the report and recommendations presented in Part 2.  During the discussion, Councillor Simon Jeal proposed that the Executive be recommended to accept Offer C.  The motion was seconded by Councillor Julie Ireland, put to the Vote and was LOST.

 

Consequently, the Committee voted to recommend to Executive that the recommendations outlined in both the Part 1 and Part 2 reports be agreed.  This vote was CARRIED. 

(Councillors Simon Jeal, Jeremy Adams and Ruth McGregor requested that their vote against be recorded.)

 

27

PART 2: CAPITAL PROGRAMME APPENDIX E

 

The Committee noted the Part 2 information.

 

28

PART 2: HOUSING DELIVERY UPDATE

 

The Committee considered the report and endorsed the recommendations.

37.

PART 2 CONTRACT REGISTER AND CONTRACTS DATABASE

Minutes:

The report presented September 2023’s Corporate Contracts Register for consideration.

 

Detailed scrutiny of individual contracts was the responsibility of the six PDS Committees with ER&C PDS taking an overview of the Council’s larger value (£200k+) contracts to ensure that commissioning and procurement activity was progressed in a consistent manner.  The report provided both the Council wide £200k+ register together with the £50k+ register specific to the ER&C Portfolio.

The Contracts Register presented in ‘Part 2’ of this agenda included a commentary on each contract to inform Members of any issues or developments.

 

The Committee noted that the two contracts flagged for attention had been extended since the publication of the report.

 

The Chairman requested that Officers give consideration to how the contracts register could be streamlined and slimmed down.

 

RESOLVED: That the report be noted.