Agenda and minutes

Apologies for absence were received from Councillor Keith Onslow; Councillor Simon Fawthrop attended as his substitute. Apologies for lateness were received from Councillor David Jefferys.

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 Thursday 8^th September 2016.

No questions had been received.

RESOLVED that the minutes of the meeting held on 26^th July 2016 be confirmed.

Report CSD16127

The Committee received a report summarising the key issues relating to the Greater London Authority (GLA) Elections held on 5^th May 2016 and the Referendum on the United Kingdom’s membership of the European Union (EU Referendum) on 23^rd June 2016. Both polls had run smoothly with very few problems reported.

Some Head Teachers had been reluctant for their schools to be used as polling stations, especially with the two polls coming so close together. However, the powers of the Returning Officer were clear, and any issues had been resolved on the day. The DfE supported the use of schools for elections, and every effort was made to inform schools of the electoral timetable many years in advance. 

The Chairman urged that use of St Michael’s Church Hall be investigated as an alternative to Darrick Wood School, where there had initially been some problems with vehicular access to the polling station. Councillor Simon Fawthrop complained that alternative venues to schools had not been investigated in his ward – the Chairman asked officers to take a further look at the possibility of using Crofton Baptist Church. 

Members raised a number of issues about the conduct of the Referendum count, including –

·  Postal votes not counted in their wards – postal votes had been allocated to supervisors who were not coming in from distant polling stations as they would be more likely to arrive at the Count Centre on time, rather than by ward. However, some Members were disappointed that this meant that they could not have accurate voting figures for individual wards. Members were assured that all postal votes were checked for accuracy of the signature and date of birth, regardless of how they were received.

·  Votes being stacked and counted by supervisors out of sight at the rear of the counters tables; this was normal practice, and partly dictated by the space available.

·  Count staff counting papers upside down – this was a training issue affecting a small number of staff.  

A Member also suggested that staff should make the number of votes in each box known as an additional accuracy check. The Chief Executive confirmed that these issues were being raised with the Electoral Commission, and that he was happy to report further and discuss these matters with Members outside the meeting.

The count had taken longer than expected as the Electoral Commission had demanded 100% accuracy; this had been achieved. The Committee congratulated the Returning Officer and his staff for their efficient running of the Election and the Referendum, and in particular for making the first declaration in London for the GLA election.

RESOLVED that the content of the report be noted.

Report FSD16056

The report set out the Council’s statutory accounts for approval by Members in accordance with the requirements of the Accounts and Audit Regulations 2015. The report also detailed the conclusions and significant issues arising from the work carried out in relation to the audit of the 2015/16 accounts. Philip Johnstone and Hannah Andrews from the Council’s external auditors, KPMG, attended the meeting.

Members asked why the separate Pensions bank account was not used. Officers responded that this related to day to day cashflow and that the vast majority of pension fund money was invested with external Fund Managers and monitored by Pensions Sub-Committee. A cost/benefit analysis had previously been carried out which showed that costs outweighed benefits. As this was a technical breach, KPMG were required to include it in their report as a non-compliance issue. 

A Member inquired about the comments made in recommendation 3 of the KPMG report about Journal Posting. Officers responded that they were aware of the areas of risk and measures were in place to mitigate these.

Mr Johnstone thanked the finance Team for presenting a high quality set of accounts and responding well to their questions.

RESOLVED that

(1) The Council’s statutory accounts for 2015/16 be approved.

(2) In accordance with the requirements of the Accounts and Audit Regulations 2015, the Chairman of this Committee shall be authorised to sign and date the statutory statements on page 1 as a formal record of the Committee’s approval.

(3) The External Auditors’ report be noted.

(4) The Auditors’ conclusion on VFM be noted.

(5) Agreement with the auditors’ conclusion on their independence and objectivity be confirmed.

(6) The Chairman of this Committee be authorised to sign the letter of representation for 2015/16 on behalf of the Council (see Appendix 2 to the report).

(7) The revised Annual Governance Statement which accompanies the statutory statement of accounts be approved.

Report FSD16063

The Committee was requested to appoint a new member representative to the Local Pension Board following the resignation of Mr Glenn Kelly. The report also sought agreement to a number of minor amendments to the Local Pension Board Terms of Reference.

RESOLVED that

(1) It is noted that Mr Glenn Kelly is no longer an employee of the Council and has resigned from the Local Pension Board.

(2) Mr Tony Conboy be formally appointed to the Local Pension Board as a replacement Member Representative with immediate effect.

(3) The proposed changes to the Local Pension Board Terms of Reference (as set out in paragraphs 3.4, 3.5 and 3.10 of the report) be formally approved.

From September 2016, revised arrangements had come into force in relation to Teacher’s Pay and Conditions through the publication of the statutory 2016 School Teachers’ Pay and Conditions Document. The report set out the main changes and proposed a model pay policy – attached to the report as Appendix 1.

The Trade Unions had been consulted on the policy. Two responses had been received – the Association of School and College Lecturers was happy with the changes, while the NASUWT had requested a copy of the previously agreed policy.

Councillors asked for details of the number of centrally employed teaching staff to be circulated.

(Note: It was subsequently confirmed that 50 staff (41.93 fte) were involved.) 

RESOLVED that

(1) The model pay policy for all centrally based teachers be noted.

(2) A further period of consultation with the Trade Unions is not required.

(3) The model pay policy in respect of centrally based teaching staff employed by the Local Authority be agreed.

Report withdrawn.

Report ES16051

The Committee was requested to recommend that Council adopt the revised standard license conditions/guidance relating to animal health and welfare with effect from 1st January 2017. These had last been updated in 2010. The conditions/guidance related to –

·  Pet Shops (Appendix A)

·  Animal Boarding Establishments (Cats) (Appendix B)

·  Animal Boarding Establishments (Dogs) (Appendix C)

·  Dog Breeding Establishments (Appendix D)

The Head of Food Safety, Occupational Safety and Licensing also briefed the Committee on the potential for implementing a Late Night Levy; this would apply to all premises selling alcohol (on or off sales) between midnight and 6am (with exact hours determined by the Council) and would have to cover the whole borough. After deducting the administration costs, 70% of income from the levy would go to the Police via MOPAC’s central budgets, with 30% retained by the Council to help fund services to tackle late alcohol related night crime and disorder and the management of the night time economy. Members considered that this would appear to be another tax on local businesses which would not raise enough money to have an impact on the local night time economy, and therefore felt that the Late Night Levy should not be implemented.

RESOLVED that Council be recommended to adopt the proposed revised standard license conditions/guidance relating to animal health and welfare with effect from 1^st January 2017.

Report ACS12010

The Committee considered the Local Government Ombudsman’s annual review letter 2016, which provided a summary of complaints and enquiries received and decisions made by the Ombudsman for the year ending 31^st March 2016. There had been 173 referrals and the total number of investigations carried out by the Ombudsman was 47, of which 28 cases (60%) were upheld either fully or in part. This was a reasonable level compared with other authorities. The Care Services PDS Committee had already received a more detailed report at its meeting on 13^th September – a number of the complaints had related to delays in the assessment process. 

RESOLVED that the contents of the Ombudsman’s letter be noted, and PDS Committee Chairman be requested to consider whether further reports to their Committees are required. 

Report CSD16115

The Committee considered the Council’s appointments to the Keston Village Hall Trust, which fell due on 10^th December 2016.

RESOLVED that Martyn Baker, Peter Luckens and Peter Zieminski be appointed as Nominative Trustees to the Keston Village Hall Trust for the four year term starting on 10^th December 2016.   

The minutes of the Audit Sub-Committee meeting held on 6^th July 2016 (excluding exempt information) were received.

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 summary

refers to matters

involving exempt information

The exempt minutes of the Audit Sub-Committee meeting held on 6^th July 2016 were received.

Appendix 2 to the part 1 report is attached.

The Committee noted the expressions of interest made by two candidates for Local Pension Board membership.