Agenda item

PRE-DECISION SCRUTINY OF EXECUTIVE REPORTS

Members of the Committee are requested to bring their copy of the agenda for the Executive meeting on

Minutes:

The Committee considered the following reports on the Part 1 agenda for the meeting of the Executive on 11th July 2018.

 

(6)  BUDGET MONITORING 2018/19

  Report FSD18055

 

The report set out the first budget monitoring position for 2018/19 based on expenditure and activity levels up to the end of May 2018.  The report also highlighted significant variations which would impact on future years as well as early warnings that could impact on the year end position.

 

The Chairman noted the overspend of £1.697k within the Children, Education and Families Portfolio and referred the matter to the Education, Children and Families Budget and Performance Monitoring Sub-Committee for further detailed scrutiny.  A Member highlighted that this was a demand-led service and that the Local Authority had little control over levels of demand.  The Chairman of the Education, Children and Families Select Committee highlighted that the Education, Children and Families Budget and Performance Monitoring Sub-Committee regularly reviewed the overspend and the action being taken to mitigate this but that it only required 1 child to present to the service with multiple needs and the service was facing costs in excess of £500k.  More work needed to be done to develop in-borough specialist provision.  The Member highlighted that officers within the Department had been under considerable pressure to control expenditure and he was confident that the officers would be able to deliver the management action necessary to bring expenditure in line with budget.  The Chairman said he hoped to see more innovation to help bring this back under control. The additional £4 million funding agreed by Members had been absorbed by staffing costs as one of the key factors identified by the 2016 Ofsted Inspection was the lack of staffing.  The cost pressures reflected in the budget were a result of a rise in the number of children accessing services and costly legal proceedings.

 

Action Point 6: That the overspend of £1.697k within the Children, Education and Families Portfolio be referred to the Education, Children and Families Budget and Performance Monitoring Sub-Committee for further detailed scrutiny.

 

In response to a question, the Director of Finance explained that the drawdown of £400k from contingency was for the general cost of the Local Election.  The costs of the Voter ID Pilot had been met by the Cabinet Office.

 

RESOLVED: That Executive be recommended to:

 

  1. Consider the latest financial position;

 

  1. Note that a projected net overspend on services of £1,679k is forecast based on information as at May 2018;

 

  1. Consider the comments from Chief Officers;

 

  1. Note a projected variation of £219k debit from investment income;

 

  1. Note the carry forwards being requested for drawdown;

 

  1. Note a projected reduction to the General Fund balance of £2,396k;

 

  1. Note the full year cost pressures of £2.8m;

 

  1. Agree to the release of £400k relating to the cost of Local Elections from the 2018/19 Central Contingency;

 

  1. Agree to the release of £28k SEND Pathfinder grant from the 2018/19 Central Contingency;

 

  1. Note the return to the Central Contingency of £961k;

 

  1. Identify any issues that should be referred to individual Portfolio Holders for further action.

 

 

(7)  CAPITAL PROGRAMME MONITORING – 1ST QUARTER 2018/19

  Report FSD18056

 

The report summarised the current position on capital expenditure and receipts following the first quarter of 2018/19 and sought the Executive’s approval to a revised capital programme.  If the changes proposed in the report were approved, the total Capital Programme for 2018/19 to 2021/22 would increase by £9,050K, mainly due to £6,462k of new funding for the Depot Improvement works scheme, £1,995k additional Disabled Facilities grant, £472k additional funding for TfL Highways and Traffic scheme, and £129k for the Widmore Centre Scheme.

 

RESOLVED: That the Executive be recommended to:

 

  1. Note the report, including a total rephasing of £14,666k from 2018/19 into future years, and agree a revised Capital Programme.

 

  1. Approve the following amendments to the Capital Programme:

 

a)  Deletion of the £1k residual balance on Penge & Anerley Libraries;

b)  Increase of £472k on Transport for London (TfL) funded Traffic and Highways schemes;

c)  Addition of £129k for The Widmore Centre scheme;

d)  Addition of EFA allocation of £29k for Healthy Pupils Capital Fund scheme;

e)  Increase of £26k to the Performance Management/Children Services IT scheme funded by a decrease to the Social Care Grant scheme;

f)  Deletion of £36k from the Anerley Town Hall Library Provision as the scheme has complete; and

g)  Note that a report elsewhere on the Agenda requests the addition of £6,462k to the Capital Programme for Depot Improvement Works.

3.   Recommend Council to approve the addition of £1,995k on the Disabled Facilities Grant funded scheme to reflect the latest grant funding available (see para 3.3.1).

 

(8)  RETENDER OF THE EXCHEQUER SERVICES CONTRACT

 

The report summarised the outcome of the soft market testing exercise undertaken by officers and the procurement approach for the retendering of the contract.  The current contract awarded to Liberata for Exchequer Services was due to end on 31 March 2020.

 

Noting that the report was a Gate 0 report, a Member suggested that it would be helpful for all Gate 0 and Gate 1 reports to be highlighted as such in the title to alert Members to their opportunity to comment on and influence proposals.

 

Due to the size of the contract, the Chairman proposed that the report should be scrutinised in detail by the Contracts and Commissioning Sub-Committee which had been established for such tasks.  It was therefore recommended that the Executive should be asked to make any recommendations subject to detailed review by the Contracts and Commissioning Sub-Committee on 17th July 2018.

 

RESOLVED: That Executive be recommended to make any recommendations subject to further review by the Contract and Commissioning Sub-Committee on 17th July 2018.

 

(12)  CIVIC CENTRE PROGRAMME AND OFFICE ACCOMMODATION PROPOSALS

  Report DRR18/036

 

The report contained an update  on the latest proposals for office accommodation at the Civic Centre and the Central Depot and sought approval to appoint consultants to undertake a feasibility study, and disposal of Ann Springman and Joseph Lancaster Halls.

 

In opening the discussion the Chairman expressed concerns surrounding whether the proposals to appoint yet more consultants represented good value for money.  It was agreed that the Executive should be recommended to consult more widely and if necessary defer its decision until wider consultation could take place.

 

A Member noted that as an organisation Bromley was to a large extent still paper based.  The Council needed to move to a position where it was possible to scan and electronically store documentation.  In response, the Senior Property Manager highlighted that the paper set out key issues around rationalisation.

 

RESOLVED: That the Executive be recommended to consult more widely and if necessary defer its decision until wider consultation could take place.

 

(13)  CENTRAL LIBRARY/CHURCHILL THEATRE: DEFECTIVE TILING

  Report DRR 18/037

 

The report outlined issues relating to defective tiling at Central Library/Churchill Theatre and sought funding to carry out temporary works, eliminating the need for hoarding/scaffolding and reducing the risk to the public whilst a permanent solution was identified and other building issues assessed.

 

In discussion Members commented that the Library was currently located in a prime town centre site.  Members supported proposals to review the future of the building and consider its disposal and reconstruction elsewhere in the context of the town centre regeneration programme.

 

The Senior Property Manager reported that it was estimated that the life span for the temporary repairs was approximately 10 years however recladding the building would remain a priority.  In order to assess the cost of capital replacement items, further investigations would need to be carried out.  Officers were aware of mechanical and electrical issues as well as an elderly boiler so it was anticipated that the costs could be high.

 

The Senior Property Manager confirmed that it would not be possible to knock down the library and retain the theatre.  Both buildings either had to come down or remain however it would be possible to refurbish the library for alternative use.

 

RESOLVED: That the Executive be recommended to:

 

1.  Approve funding of £427k from the earmarked reserve for Infrastructure Investment to undertake temporary works;

 

2.  Approve the procurement route outlined in paragraph 8.1 to 8.2 of the report;

 

3.  Note that a further report will be brought back to the Executive to up-date Members on remedial works required to the building;

 

4.  Confirm if they want to instruct officers to review the future of the building and to consider its disposal and reconstruction elsewhere in the context of the town centre regeneration programme; and

 

5.  Agree that delegated authority is given to the Project Manager to authorise variations against the construction and/ or surveys within the15% contingency tolerances.

 

(15a)  LGSCO PUBLIC REPORT

Report CS18149

 

The Local Authority had been the subject of a complaint to the Local Government and Social Care Ombudsman (‘the Ombudsman’) which had led to an adverse finding of maladministration causing injustice. The Ombudsman decided to issue a public report (attached at Appendix A to the report) which was dated 28th February 2018, but subsequently published only on 30th May 2018 due to the Local Election and the rules surrounding purdah.

 

Members expressed concern that the complaint had been ignored in the first instance.  Members were further concerned that the Council had cancelled a visit from the Ombudsman at short notice and had failed to handle the resulting issues efficiently and effectively.  Members stressed that any investigations by the Ombudsman needed to be facilitated with the Council fully complying with any requests for information.

 

The Leader of the Council suggested that, whilst unfortunately it would not have prevented the failures outlined in this case, Members may wish to review the decision taken by the General Purposes and Licensing Committee in February 2018, when it was agreed that stages 2 and 3 of the complaints process would be removed.

 

RESOLVED: That Executive be recommended to agree the acceptance of the report and the proposed compensation payment.