Decisions

The Executive considered a report in respect of the annual review of the 2020/21 Treasury Management Strategy.

It was RESOLVED:

1.          That the 2020/21 Annual Treasury Management Review be recommended to Council for approval.

2.          That Council be recommended to approve that the wording in Appendix C, Table 1 of the report (Specified Investments Criteria) be amended as set out in Paragraph 4.2.6.5 of the report, in order to allow the use of Enhanced Cash Funds included in Table 3 (Treasury Limits).

Reason for Decision:  As contained in report.

Other Options considered:  As contained in report.

The Executive considered a report providing a General Fund Medium Term Financial Strategy (MTFS) update for the period 2020/22 to 2025/26.

The Strategic Director (CF) undertook to provide the Leader with a breakdown of the “Other COVID spend (funded from grant)” figure of £500,210 set out in the Table at Paragraph 4.1.2 of the report.

It was RESOLVED:

1.          That change to the Medium Term Financial Strategy (MTFS) principles, as outlined in Paragraph 4.1.6 of the report and amended in Paragraph 4.10.9, be approved.

2.          That, for modelling purposes, Council tax increases be set at the threshold of 1.99%, subject to any change in Government rules to achieve a balanced budget, as set out in Paragraph 4.6.9 of the report.

3.          That the updated inflation assumptions used in the Medium Term Financial Strategy, as set out in Section 4 of the report, be approved.

4.          That the approach to Making Your Money Count (MYMC) budget options, as set out in Section 4.8 of the report, be approved.

5.          That an amount of £300,000 for 2022/23 be approved for inclusion in the budget setting process to support the Transformation Fund, to help deliver the MYMC Target, as set out in Paragraph 4.8.4 of the report.

6.          That a Making Your Money Count Target of £2.14million (of which £1.91Million is not identified), be approved for the period 2022/23- 2024/25, as set out in Section 4.9 of the report.

7.          That the potential expansion of the Revenues and Benefits Service be approved, subject to a full business case, as set out in Paragraph 4.8.11 of the report.

8.          That the 1st quarter changes to the General Fund, as outlined in Section 4.3 and also in Appendix B of the report, of £377,840 net underspend, be approved.

9.          That the changes to business rates and section 31 grants, as set out in Paragraph 4.5.5 of the report, be noted.

10.      That the financial impact of COVID in 2021/22 and future years, as set out in Section 4.1 of the report, be approved.

11.      That the use of £265,930 of COVID finance settlement funding for homeless pressures, as set out in Paragraph 4.3.10 of the report, be approved.

12.      That General Fund growth be only approved for the Council’s FTFC priorities and the growth allowance in the 2022/23 budget is £75,000. Growth above that level will need to be funded by further savings in addition to the £2.14Million target identified.

13.      That a minimum level of balances for the General Fund of £3.46million be approved for 2021/22, as set out in Paragraph 4.10.8 of the report.

14.      That the MTFS be regularly updated for any material financial pressures so forecasts are updated and then be re-presented to the Executive for approval.

15.      That the Trade Unions and staff be consulted on the key messages contained within the Medium Term Financial Strategies and more specifically when drawing up any proposals where there is a risk of redundancy.

Reason for Decision:  As contained in report.

Other Options considered:  As contained in report.

The Executive received a presentation from the Chief Executive concerning the Quarter One Corporate Performance report 2021/22.

Discussion points raised included:

·        Whilst recognising the 45% reported increase in calls to the Customer Service Centre (CSC) post the last lockdown, Members were very concerned about CSC response times.  An informal Executive meeting on 30 September would consider this matter further, including further opportunities to improve the performance of the CSC;

·        Notwithstanding the appointment system operated by the CSC during the pandemic, it was confirmed that customers with high priority needs continue to be seen in-person, with or without an appointment;

·        It was important that back-office services worked in collaboration with the CSC with regard to efficient responding to customers;

·        The response times on re-letting void properties were often skewed by the limited demand for sheltered housing units. The Leader highlighted that the Council had converted a number of bedsit units into one-bedroom homes and was continuing to do so

·        In relation to the Co-operative Neighbourhood FTFC priority, the Leader asked that the issues identified during Ward walkabouts be entitled “Actions List” rather than “Community Plan”;  officers were requested to ensure that there was an element of consistency with regards to action taken by the 6 Co-operative Neighbourhood Teams in respect of matters such as following up / resolving issues identified during walkabouts, guidance on the method of payment for issue resolution (ie. central budgets or Member Local Community budgets) and the promotion of Co-op Neighbourhood meetings;  officers were also asked to ensure that County Councillors were invited to participate in future walkabouts;

·        The Leader asked the Assistant Director (Stevenage Direct Services) to provide Members with an assessment of the success of the establishment of the new meadowland areas in the town;

·        It was confirmed that the first Climate Change Citizens’ Panel group had met and that a fresh Panel would be set up for 2021/22.  An annual report regarding progress on the Council’s Climate Change Strategy was scheduled to be submitted to the October Executive meeting.

It was RESOLVED:

1.          That the delivery of priorities which form the Future Town, Future Council Programme and performance of the Council across the key themes for quarter one 2021/22, together with the latest achievements, be noted.

2.          That the continued impacts of COVID-19 on the homelessness preventions service and actions to recover be noted (as set out in Paragraphs 3.60 to 3.74 of the report).

3.          That the issues with sheltered voids and void loss be noted and plans to improve performance bee endorsed (as set out in Paragraphs 3.75 to 3.86 of the report).

4.          That issues with asbestos and the letting of Council garages and the planned measures to improve performance be noted (as set out in Paragraphs 3.91 to 3.98 of the report).

5.          That work with the Business Technology Centre (BTC) to recover from the impacts of COVID-19 be monitored (as set out in Paragraphs 3.89 to 3.90 of the report).

6.          That work to investigate issues with late complaint closures continues and actions be implemented to ensure complaints are dealt with in a timely manner (as set out in Paragraphs 3.99 to 3.106 of the report).

7.          That issues with satisfaction of the Council website be monitored and issues be addressed utilising the new customer feedback panel (as set out in Paragraphs 3.123 to 3.125 of the report).

8.          That challenges within the Customer Service Centre be noted and improvement plans endorsed (as set out Paragraphs 3.107 to 3.122 of the report).

Reason for Decision:  As contained in the report.

Other Options considered:  As contained in the report.

It was RESOLVED that the Minutes of the meeting of the Executive held on 11 August 2021 be approved as a correct record for signature by the Chair.

The Chief Executive confirmed that a draft Executive Action Tracker had been prepared for consideration by Members ahead of the next Executive meeting.

Apologies for absence were received from Councillors John Gardner, Phil Bibby CC (observer) and Robin Parker (observer).

There were no declarations of interest.

The Executive considered a report in respect of progress with regard to town centre regeneration, together with proposals for decision-making with regard to the Town Investment Plan projects benefitting from the Towns Fund.

The Executive supported the replacement wording of Recommendation 2.4 of the report proposed by the Assistant Director (Regeneration), as follows:

“To note that all Business Cases will be prepared for submission to the Ministry of Housing Communities & Local Government (MHCLG) by 24 March 2022.  A report will be prepared for a meeting of Full Council confirming the approval of Business Cases for submission to the MHCLG with delegated authority to the Executive.”

In order to meet the challenging timescales relating to the submission of Business Cases, the Leader requested officers to identify some dates for additional Executive (and possibly one Council) meetings to consider the Business Cases.

In response to Members’ questions, the Assistant Director (Regeneration) replied;

·        The Regeneration Team had taken on additional resources to help progress the Business Cases, and external professional support had also been engaged.  Other Council Teams (particularly Planning and Finance colleagues) would also be assisting in the process.  He was confident that there was the necessary capacity to deliver the Business Case submissions;

·        Correspondence from the MHCLG indicated that successful Town Fund bidders should receive an upfront payment of 5% of the total Towns Fund award. For Stevenage this was estimated to be £1.875M, to assist with the development of Business Cases and the implementation of projects.  This sum had yet to be received; 

·        In approving the £37.5m Town Deal for Stevenage, the MHCLG had not as yet provided any supporting information regarding its rationale for approving the bid;

·        The Stevenage Development Board would be required to endorse Business Cases before they were considered by the Executive.  A Chair’s Panel, comprising of officers, external experts (including the Development Board Theme Lead for each project) and Members, would be established to vet the draft Business Cases before submission to the Development Board/Executive; and

·        The timing of any further planning approvals for projects would vary dependent on the size and complexity of each scheme.  Some projects (such as the Marshgate Science Innovation Centre) already benefitted from having planning permission in place.

The Leader requested the Portfolio Holder for Resources and her Street naming Sub-Group to compile a list of potential names for the new streets arising from the Town Centre Regeneration Programme.

The Leader asked the Chief Executive to invite the Chairman of the Stevenage Development Board to future Executive meetings where Town Deal Business Cases were being considered.

The Leader requested that consideration be given to the introduction of some form of interactive Town Centre Regeneration question and answer forum be developed for inclusion on the Council and Stevenage Even Better websites. 

It was RESOLVED:

1.          That the progress of the regeneration programme, including the Queensway North regeneration scheme, Town Square co-working & heritage project, and the construction of the new bus interchange, be noted.

2.          That the progress of Town’s Fund programme to date, including the obligations of the Council as the Accountable Body for the Town’s Fund, be noted.

3.          That the creation of an Officer Panel (as set out in Paragraph 4.12 of the report) be approved, to support the discharge the Council’s obligations as Accountable Body and to review and approve business cases for full approval.

4.          That it be noted that all Business Cases will be prepared for submission to the Ministry of Housing Communities & Local Government (MHCLG) by 24 March 2022.  A report will be prepared for a meeting of Full Council confirming the approval of Business Cases for submission to the MHCLG with delegated authority to the Executive.

5.          That it be noted that there will be future decision points for a number of Council-sponsored projects, in accordance with the Council’s Constitution, following approval of the Towns Fund Business Cases and release of funding by MHCLG. 

6.          That the inclusion of the £37.5 million within the Council’s Capital Strategy be noted, and that it be further noted that this is aligned with the Heads of Terms agreement with MHCLG for the Towns Fund, and the funding profile attached to the Towns Fund grant confirmation letter.  Authorisation for Council match funding will be reserved until the relevant Business Case is approved.

Reason for Decision:  As contained in report.

Other Options considered:  As contained in report.

None.

It was RESOLVED:

1.          That under Section 100A of the Local Government Act 1972, the press and public be excluded from the meeting for the following items of business on the grounds that they involve the likely disclosure of exempt information as described in Paragraphs 1 – 7 of Part 1 of Schedule 12A of the Act as amended by Local Government (Access to Information) (Variation) Order 2006.

2.          That the reasons for the following report being in Part II were accepted, and that the exemption from disclosure of the information contained therein outweighs the public interest in disclosure.

None.

The Executive considered an overarching verbal progress report from the Strategic Director (RP), together with a short presentation from the Corporate Policy & Research Officer providing an update on the latest epidemiology statistics relating to the Covid-19 pandemic.

The following matters were raised during the verbal progress report/presentation:

·        Officers undertook to seek statistics regarding Covid hospitalisations, with particular emphasis of the numbers of those un-vaccinated, single-vaccinated and double-vaccinated;

·        The Leader confirmed that she had circulated to Members the useful guidance produced by the Hertfordshire Public Health Officer regarding vaccination consent for 12-15 year olds;

·        The Leader reported that 3 additional one year fixed term posts had been approved to help Independent Living Schemes re-open communal lounges and re-introduce social activities for residents; and

·        It was acknowledged that some sectors were experiencing staff shortages (eg. HGV drivers and hospitality staff).  It was pleasing to note that Stevenage Direct Services had not had to suspend any services during the pandemic, but Stevenage Leisure Limited were experiencing staffing issues, particularly with recruitment of hospitality employees.  

It was RESOLVED that the Covid-19 update be noted.

The Strategic Director (CF) confirmed that it was intended that the further report on the Council’s Transformation Programme would be presented by the end of the current financial year.  In the meantime, Members would receive informal updates periodically.

It was RESOLVED that the Minutes of the meeting of the Overview & Scrutiny Committee held on 17 August 2021 be noted.

As part of its review of the economic impact of Covid19 on Stevenage, the Committee invited three organisations (Fin Divers Ltd, Westend Wi-Fi Ltd and Relton Associates Ltd) to offer their view on how Covid19 impacted their business and their path to recovery following the lockdowns.

The guest speakers from each organisation provided the following key updates to committee:

·       The pandemic was described as catastrophic for small businesses.

·       The Government Recovery Roadmap helped businesses survive the pandemic through the Bounce Back Business Loans, grants and the Furlough Scheme. Businesses survived and some emerged even stronger.

·       It was also an opportunity for some businesses to look in to their systems and improve them during the pandemic.

·       Banks were usually strict with providing loans to businesses, however, the Bounce Back Business loans enabled smaller businesses to access finance more quickly during the pandemic.

·       The Council provided support to businesses by processing the Government grants quickly and efficiently and also by providing clear and timely information about what help from the Council and what government loans were available

·       Grants made a huge difference for businesses, and this support also had positive impact on their personal lives.

·       Businesses took the opportunity to furlough staff during the pandemic.

·       The Kickstart Programme mitigated the risks of the uncertainties in the business environment.

·       The Government’s introduction of a new reduced rate of VAT for businesses helped them survive during the pandemic. 

Members asked a number of questions and received the following comments:

·       Bounce Back Business Loans were introduced quickly and efficiently, and the application process was easy and straight forward.

·       Businesses were reliant on the Government funding and it provided them with some business confidence.

·       The Council adapted quickly to support businesses in Stevenage to process grants.

·       For businesses based at the BTC operated by Wenta on behalf of the Council, these businesses received very quick support and information but it was harder for businesses located elsewhere, who did not always receive the information or the same level of advice that was available via Wenta so struggled to make the right choices about accessing grants and loans etc so getting the message out to them would be the most important change if this was ever to be repeated in the future. 

The Chair outlined for Members the next steps in the review, which would be for a draft report and recommendations to be brought back to the Committee for consideration in October 2021.

It was RESOLVED that the Committee noted the update.

None.

Note required.

None.

It was RESOLVED that the minutes of the Committee meetings held on Tuesday 22 June 2021 and on Monday 5 July 2021 be approved as a correct record and signed by the Chair.

Apologies for absence were received from Councillor Simon Speller.

The Strategic Director (CF) presented a report on the Annual Treasury Management Review of 2020/21, including the Prudential Code.

In reply to Members’ questions, the Strategic Director (CF) explained the composition of “Other Allocated Reserves” set out in the pie chart at Paragraph 2.2.4.2 of the report; and confirmed that SBC investments were managed through external treasury management advisors, who would of course endeavour to seek the most advantageous interest rates possible on investments.

It was RESOLVED that, subject to any comments from the Executive, the 2020/21 Annual Treasury Management Review be recommended to Council for approval.

The SIAS Client Audit Manager presented a progress report with regard to the SIAS Internal Audit Plan 2021/22 (up to 20 August 2021).

It was RESOLVED:

1.          That the SIAS Internal Audit Plan 2021/22 progress report be noted.

2.          That the changes to the SIAS Internal Audit Plan 2021/22, as at 20 August 2021, be approved.

3.          That the status of Critical and High Priority Recommendations be noted.

Neil Harris from Ernest & Young (E&Y) provided an update to Members on the External Audit of Accounts for 2019/2020, together with proposals for the External Audit of the 2020/21 Accounts.

In response to a Member’s question regarding audit capacity, Neil advised that this was a national problem across all Public Sector Audit suppliers, exacerbated by the increasing strain on Local Authority Finance Teams.  However, the Ministry of Housing, Communities and Local Government (MHCLG) would be undertaking a national root and branch review of the issue.

In reply to a further question, the Strategic Director (CF) confirmed that the previous requirement had been for the unaudited accounts to be published by the end of May each year, to enable the external audit to take place thereafter (SBC had met this deadline up to 2020).  The existing problems and delays regarding the 2019/20 accounts had been an unprecedented combination of staff turnover, a shortage of finance professionals and the impact of the Covid pandemic.

As there were still a number of outstanding queries on the 2019/20 accounts, together with the need to allow time for consultation and final review, it was confirmed that the Audit Committee/Statement of Accounts Committee meeting scheduled for 29 September 2021 would be cancelled.

It was RESOLVED that the verbal progress report on the external audit of the SBC accounts 2019/20 be noted.

The Head of the Shared Anti-Fraud Service (SAFS) presented an annual report in respect of the Anti-Fraud Plan 2020/21.

In response to a series of Member’s questions, the Head of the Shared Anti-Fraud Service replied as follows:

·        SAFS remote access to partner Council IT systems had improved;

·        Members of the public, neighbours and Housing Officers were the major sources of SAFS being informed of empty or illegally sub-let Council properties, together with interrogation of relevant Council IT systems;

·        The Key Performance Indicators for 2021/22 were similar to those for 2020/21 to allow for managing the workload within existing resources and to concentrate on good quality support and investigations, rather than trying to achieve unrealistic quantitative targets;

·        In terms of whistleblowers, SAFS would only become involved should fraud be alleged by the whistleblower, and all non-fraud cases were the responsibility of the Strategic Director (CF); and

·        It was confirmed that welfare fraud had remained stable throughout 2020/21; tenancy fraud had experienced some movement/fluctuation; and only one Covid-19 Support Grant application had been investigated for fraud.

In reply to a Member’s request, the Head of the Shared Anti-Fraud Service undertook to provide that Member with a copy of an SBC Tenancy Agreement.

It was RESOLVED:

1.          That the Council’s work to combat fraud in 2020/21 be noted.

2.          That the performance of the Shared Anti-Fraud Service (SAFS) in meeting its Key Performance Indicators in 2020/21 be noted.

The Head of the Shared Anti-Fraud Service (SAFS) gave a verbal update regarding progress with delivery of the 2021/22 Anti-Fraud Plan.

In response to a Member’s question, the Head of the Shared Anti-Fraud Service commented that it would be difficult to measure the level of fraud in Stevenage in comparison with other areas of the UK.  The Strategic Director (CF) added that performance was related to the number of cases detected, but that this could not be quantified in relation the total level of fraud (detected or undetected) in any given local authority area.  She stated that there was a role for the Audit Committee to ensure that good governance and controls were place when it received audit outcomes/recommendations from SIAS following audits of various service areas.

It was RESOLVED that the progress of Shared Anti-Fraud Service (SAFS) in respect of the Anti-Fraud Plan 2021/22 be noted.

It was RESOLVED that the Minutes of the meeting of the Audit Committee held on 8 June 2021 be approved as a correct record and signed by the Chair.

None.

It was RESOLVED:

1.          That under Section 100A of the Local Government Act 1972, the press and public be excluded from the meeting for the following items of business on the grounds that they involved the likely disclosure of exempt information as described in Paragraphs 1 - 7 of Part 1 of Schedule 12A of the Act as amended by Local Government (Access to information) (Variation) Order 2006.

2.          That Members considered the reasons for the following reports being in Part II and determined that the exemption from disclosure of the information contained therein outweighed the public interest in disclosure.

None.

Apologies for absence had been submitted by Councillor Teresa Callaghan (Chair).

There were no declarations of interest.

It was RESOLVED that the Enforcement Notice be issued and served, subject to the conditions as per the recommendations set out in the report, and an amendment to the condition relating to the notice period from six months to three months as follow:

·       Within three months of the date of Enforcement Notice served, the shipping container be removed and the land at the rear of the properties be enclosed with suitable timber fencing.

It was RESOLVED that planning permission be granted, subject to the conditions as per the recommendations set out in the report.

None.

Not required.

None.

Noted.

Noted.

It was RESOLVED that the minutes of the Planning and Development Committee meeting held on Wednesday 18 August 2021 be approved as a correct record and signed by the Chair subject to the following amendment.

·       Councillor Graham Lawrence gave apologies for absence.

Apologies were received from Councillors Teresa Callaghan, Tom Wren, Matt Creasey and Mrs Joan Lloyd.  

There were no declarations of interest.