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5 X/54/16 MID SUFFOLK DISTRICT COUNCIL Minutes of the meeting of the EXECUTIVE COMMITTEE held at the Council Offices, Needham Market on 5 September 2016 at 10:00 am. PRESENT: Glen Horn (Enabled and Efficient Organisation Portfolio Holder) Vice-Chairman in the Chair Conservative and Independent Group Conservative and Independent Group Councillors: Gerard Brewster David Burn Diana Kearsley John Levantis John Whitehead Jill Wilshaw* Green Group Councillors: Andrew Stringer Liberal Democrat Group Councillors: Penny Otton * Denotes substitute Also attending: Councillors: Roy Barker Suzi Morley In attendance: Deputy Chief Executive (LB) Strategic Director (ME) Interim Strategic Director (KJ) Assistant Director - Corporate Resources (KS) Corporate Manager - Business Improvement (KC) Interim Head of Democratic Services (JM) Governance Support Officers (VL/GB) EX44 APOLOGIES/SUBSTITUTIONS An apology for absence was received from Councillor Nick Gowrley. Councillor Jill Wilshaw was substituting for Councillor Julie Flatman. EX45 DECLARATIONS OF INTEREST None received.

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X/54/16

MID SUFFOLK DISTRICT COUNCIL Minutes of the meeting of the EXECUTIVE COMMITTEE held at the Council Offices, Needham Market on 5 September 2016 at 10:00 am. PRESENT: Glen Horn (Enabled and Efficient Organisation Portfolio Holder) – Vice-Chairman in the Chair – Conservative and Independent Group Conservative and Independent Group Councillors: Gerard Brewster David Burn Diana Kearsley John Levantis John Whitehead Jill Wilshaw* Green Group Councillors: Andrew Stringer Liberal Democrat Group Councillors: Penny Otton * Denotes substitute Also attending: Councillors: Roy Barker Suzi Morley In attendance: Deputy Chief Executive (LB) Strategic Director (ME) Interim Strategic Director (KJ) Assistant Director - Corporate Resources (KS) Corporate Manager - Business Improvement (KC) Interim Head of Democratic Services (JM) Governance Support Officers (VL/GB) EX44 APOLOGIES/SUBSTITUTIONS An apology for absence was received from Councillor Nick Gowrley. Councillor Jill

Wilshaw was substituting for Councillor Julie Flatman. EX45 DECLARATIONS OF INTEREST None received.

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EX46 MINUTES OF THE MEETING HELD ON 11 JULY 2016 Report X/49/16 It was noted that Councillor Keith Welham was present at the meeting as an

observer.

RESOLUTION That the minutes of the meeting held on 11 July 2016 be confirmed as a correct

record. EX47 TO RECEIVE NOTIFICATION OF PETITIONS IN ACCORDANCE WITH THE

COUNCIL’S PETITION PROCEDURE None received. EX48 QUESTIONS FROM THE PUBLIC None received. EX49 QUESTIONS FROM MEMBERS None received. EX50 FINANCIAL MONITORING 2016/17 – QUARTER 1

X/50/16 Assistant Director (Corporate Resources) Corporate Manager (Financial Services)

Senior Business Partner

Councillor John Whitehead, Finance Portfolio Holder, introducing the report commented that budget monitoring was an important tool for the delivery of the Councils’ Joint Strategic Plan and advised that the report summarised the first quarter’s position and key variances for 2016/17 for the General Fund, Housing Revenue Account (HRA) and Capital Programme. Katherine Steel, Assistant Director (Corporate Resources), highlighted an anticipated staff saving of £105,000 for 2016/17 and cost pressures in non-staff budgets of £156,000 to give an overall adverse variance of £51,000, which would be withdrawn from the Transformation Fund. She further updated that the HRA business plan was under review following the recent Government proposals. Officers were working with the appointed investment consultants to develop the Council’s Capital Investment Strategy in order to invest the £25 million from the Capital Programme but advised that this could take 12 to 18 months and it was likely some monies would be carried forward. During the course of a discussion, she replied to Members’ questions, including in relation to the use of the Transformation Fund in order to balance the General Fund, use of agency personnel and related costs, process of charging the HRA for Corporate and Democratic Core and use of the Mandatory Disabled Facilities Grant as stated in Appendix B to Paper X/50/16. Katherine also undertook to

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provide more detail in relation to the favourable variance of £16,000 that had been expected as a result of a rebate of business rates relating to CSD vacating the premises at the Needham Market Headquarters. By a unanimous vote RESOLUTION 1 That the potential or likely variations in relation to the General Fund, Housing Revenue Account (HRA) and Capital Programme compared to the Budget be noted. RESOLUTION 2 That, subject to any further budget variations that arise during the rest of the financial year, a General Fund cost pressure of £51,000 referred to in sections 11.6 (a) and (c) of the report be withdrawn from the Transformation Fund.

EX51 PERFORMANCE OUTCOME EXECUTIVE SUMMARY – APRIL 2016 TO

AUGUST 2016

Report X/51/16 Corporate Manager (Business Improvement) Councillor Glen Horn, Enabled and Efficient Organisation Portfolio Holder, introducing the report said that the refreshed Joint Strategic Plan meant that a new method of reporting was required to shift the Council from measuring outputs and inputs to measuring the results and outcomes of its key projects, activities and services. The report was one of four elements of the framework, providing an ‘Executive Summary’ of the Council’s key achievements for the period April to August 2016. To complement the framework elements, the Council’s intranet ‘Connect’ now contained further elements: ‘Facts and Stats’, offering self-service to a range of traditional performance input and output measures, and also ‘Socio-economic profiles’ offering information at a more local ‘Parish’ level. The framework would continue to be developed, with Officers, Councillors and Communities working together. Karen Coll, Corporate Manager (Business Improvement), further added that the full document on Performance Outcome Reporting was available to Members and Officers on Connect. The Executive Summary included in Appendix 1 to Paper X/51/16 was a useful summary for Members to use when talking to Parish Councils and communities. By a unanimous vote RESOLUTION That the Performance Outcome Executive Summary at Appendix 1, which highlights a range of key strategic activities underpinning the Joint strategic Plan, be noted

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EX52 EXECUTIVE COMMITTEE FORWARD PLAN 2016/17

Report X/52/16 Lindsay Barker, Deputy Chief Executive, commented that the programme was starting to fill up and Members would see fuller agendas for future meetings. RESOLUTION That the Executive Committee Forward Plan be received.

EX53 RESOLUTION TO EXCLUDE THE PUBLIC By a unanimous vote RESOLUTION That under section 100(4) of the Local Government Act 1972 the public be excluded from the meeting for the following item on the grounds that they involve the likely disclosure of exempt information as defined in Part 1 of Schedule 12A of the Act in the paragraphs registered against the item:

Item Schedule 12a Reason EX54 3

EX54 CONFIDENTIAL MINUTES OF THE MEETING HELD ON 11 JULY 2016

Report X/53/16 Councillor Penny Otton asked that appropriate protocols be followed to consult relevant Ward Members when press releases are issued in relation to their Wards. Lindsay Barker undertook to resolve the matter outside the meeting. RESOLUTION That the confidential minutes of the meeting held on 11 July 2016 be confirmed as a correct record.

…………………………………… Chairman