Agenda for Overview and Scrutiny Committee on Monday, 16 July 2018, 6.00pm

Agenda, decisions and minutes

Venue: Shimkent Room - Daneshill House, Danestrete. View directions

Contact: Guy Moody 

Items
No. Item

1.

APOLOGIES FOR ABSENCE AND DECLARATIONS OF INTEREST

To receive any apologies for absence or declarations on interest by Members.

Decision:

An apology for absence was received from Councillor S-J Potter.

 

Councillor M Gardner declared a non-pecuniary financial interest in item 4 on the Decisions of the Executive (The Future of Fairlands Valley Farmhouse) and left the meeting for the discussion of that item.

 

There were no other declarations of interest.

 

Minutes:

An apology for absence was received from Councillor S-J Potter.

 

Councillor M Gardner declared a non-pecuniary financial interest in item 4 on the Decisions of the Executive (The Future of Fairlands Valley Farmhouse) and left the meeting for the discussion of that item.

 

There were no other declarations of interest.

2.

MINUTES - 5 APRIL 2018 pdf icon PDF 69 KB

To approve as a correct record and for signing by the Chair, the minutes of the meeting of the Committee held on 5 April 2018.

Decision:

It was RESOLVED that the Minutes of the Overview and Scrutiny Committee Meeting held on 5 April 2018 are approved as a correct record and signed by the Chair.

Minutes:

It was RESOLVED that the Minutes of the Overview and Scrutiny Committee Meeting held on 5 April 2018 are approved as a correct record and signed by the Chair.

3.

PART 1 DECISIONS OF THE EXECUTIVE pdf icon PDF 103 KB

To consider the following Part 1 decisions of the Executive taken on 11 July 2018.

 

Executive Agenda Item No.                                                                     Page No.

 

2.         Minutes of the Executive of 4 April 2018                                     5

3.         Minutes of Overview and Scrutiny Committee and                   9

            Select Committees

4.         The Future of Fairlands Valley Farmhouse                                33

5.         4th Quarter Monitoring Revenue Report – General Fund       45

            and HRA 2017/18

6.         4th Quarter Monitoring Capital Report – General Fund and     63

HRA 2017/18

7.         Statement of Community Involvement                                         93

8.         Adoption of General Fund Asset Management Strategy          123

            and Action Plan

9.         2017/18 Annual Report and Performance Overview                179

 

PLEASE BRING YOUR AGENDA AND REPORTS FOR THE EXECUTIVE MEETING HELD ON 11 JULY 2018

Decision:

This report had not been circulated to Members five clear days before the meeting nor had it been made available for public inspection.  The Chair determined however that given the short time left before the end of the call-in period on 20 July it be considered on this occasion.

 

Minutes – Overview and Scrutiny Committee and Select Committees

 

The Committee noted the comments of the Executive.

 

The Future of Fairlands Valley Farmhouse

 

Councillor M Gardner left the meeting for this item.

 

The Strategic Director (Tom Pike) requested that the Council’s appreciation for the work undertaken by the two community groups that had made bids for the property be recorded in the minutes and advised the Committee that full consideration had been given to those bids.

 

Members asked a number of detailed questions about the report which were answered by the Officer.

 

4th Quarter Monitoring Revenue Report – General Fund and HRA 2017/18

 

Members asked a number of questions about the recovery of Housing Benefit overpayments, overseas deposits and the impact of the introduction of Universal Credit which were answered by the Officer.

 

4th Quarter Monitoring Capital Report – General Fund and HRA 2017/18

 

In reply to a question concerning the repayment of £112,000 Right to Buy receipts to the Government the Committee was advised that all options had been considered and that repayment could be made early to avoid the accrual of extra interest charges.

 

Statement of Community Involvement

 

The Committee was advised that the consultation period for the draft Statement of Community Involvement had been extended to 8 weeks (from 4) at the request of the Executive to take into account any potential impact of the school holiday period.

 

In reply to a question concerning potential improvements resulting from the Statement, the Committee was advised that the Council was seeking to establish a proactive interaction with residents and to draw out comment early in any process.  The Council would also look to increase the use of social media.

 

A Member commented on the consultation process in planning applications and the Strategic Director (Tom Pike) invited the Member to raise those concerns outside of the meeting.

 

Adoption of General Fund Asset Management Strategy and Action Plan

 

In reply to a question concerning the valuations of the Council’s properties, the Committee was advised that the valuations shown reflected those listed in the Council’s Asset Register which would be presented to the Statement of Accounts Committee on 26 July.  It was noted that the valuation was not the potential sale value, rather the asset’s replacement cost or a measure of the income that it generated.

 

2017/18 Annual Report and Performance Overview

 

The Strategic Director (Matt Partridge) advised the Committee that the report had received a favourable reception from the Executive and that the Executive had requested a social media campaign highlighting the work of the Council.

 

In response to a Member request the Strategic Director (Matt Partridge) undertook to liaise with Hertfordshire Constabulary to determine the factors in the increase in the  ...  view the full decision text for item 3.

Minutes:

This report had not been circulated to Members five clear days before the meeting nor had it been made available for public inspection.  The Chair determined however that given the short time left before the end of the call-in period on 20 July it be considered on this occasion.

 

Minutes – Overview and Scrutiny Committee and Select Committees

 

The Committee noted the comments of the Executive.

 

The Future of Fairlands Valley Farmhouse

 

Councillor M Gardner left the meeting for this item.

 

The Strategic Director (Tom Pike) introduced the report and advised the Committee of the recent history of the Fairlands Valley Farmhouse from its use by the Digswell Arts Trust through to the two community group bids and the current position whereby the Council had received an earlier expression of interest for the freehold of the property from a third party commercial interest, prior to the Asset of Community Value process.

 

The Committee noted its appreciation for the work undertaken by the two community groups that had made bids for the property and acknowledged that the Council had given full consideration to those bids.

 

In reply to a question concerning the costs of retention of the property the Committee was advised that the most recent condition survey indicated that it would cost in the region of £630,000 to make the property good to a base standard, whereas to restore it to a condition where it could generate an income for the Council would probably cost between £1.5 to £2 million.  It was acknowledged that these costs would be prohibitive should the Council wish to enter into a joint venture with a third party given other priorities in the Council’s capital programme and Corporate Plan and major reductions in funding from government.

 

In reply to a further question the Committee was advised that any future use of the property would be dependent on the award of planning permission and that any proposed structural alterations to the building to provide, for example, improved accessibility, could be limited by its Grade 2 listing.

 

Other Members spoke in favour of the Executive’s decision to expedite the disposal of the property.

 

4th Quarter Monitoring Revenue Report – General Fund and HRA 2017/18

 

The Assistant Director (Finance & Estates) presented the report which updated Members on the outturn positions for the General Fund and Housing Revenue Account (HRA) together with an update on the Council’s balances and reserves.

In reply to questions concerning Housing Benefit overpayments the Assistant Director (Finance & Estates) advised the Committee of the processes involved and further advised the Committee that the Council was working proactively with the Joint Revenues and Benefits service to both reduce the potential for overpayment and to improve overpayment recovery rates.

 

With regard to the introduction of Universal Credit the Committee was advised that there were no signs of a deferral or reversal of the Governments policy and it was expected that Universal Credit would be introduced from October 2018.

 

In reply to a question concerning Council deposits held  ...  view the full minutes text for item 3.

4.

OVERVIEW & SCRUTINY COMMITTEE WORK PROGRAMME 2018-19 pdf icon PDF 83 KB

To note the Work Programme for the Overview & Scrutiny Committee for 2018-19.

Decision:

The Committee requested that a robust approach be taken to the topic ‘Diversity in SBC Workforce’ and suggested a number of areas to include in the review.

 

It was RESOLVED that the report is noted.

Minutes:

The Scrutiny Officer presented the Overview and Scrutiny Committee work programme for 2018/19.

 

The Committee was advised that the review of the complaints/feedback handling would be referred to the Committee, sitting as a Select Committee, before Christmas and that the review of the scrutiny function at SBC would be undertaken in the Autumn.

 

The Committee requested that a robust approach be taken to the topic ‘Diversity in SBC Workforce’ and suggested a number of areas that could be included in the review.

 

It was RESOLVED that the report is noted.

5.

EXECUTIVE MEMBER RESPONSE TO MEDIA & COMMUNICATIONS REVIEW pdf icon PDF 55 KB

To consider the Executive Member response to the report and recommendations made by the Committee following the review into Media & Communications.

Decision:

In reply to a question concerning the follow up process for Executive Member responses the Committee was advised that follow up reviews could be scheduled into the Committee’s workplan.

 

Members requested that this response be reviewed by the end of the Financial Year to tie in with the launch of the Council’s Communications Plan.

 

It was RESOLVED that the Executive Member response to the Media and Communications review is noted.

Minutes:

The Scrutiny Officer introduced the Executive Member response to the Media and Communications review.

 

In reply to a question concerning the follow up process for Executive Member responses the Committee was advised that follow up reviews could be scheduled into the Committee’s workplan.

 

Members requested that the response to the Media and Communications review be reviewed to tie in with the launch of the Council’s Communications Plan.

 

It was RESOLVED that the Executive Member response to the Media and Communications review is noted.

6.

URGENT PART 1 DECISIONS AUTHORISED BY THE CHAIR OF OVERVIEW AND SCRUTINY COMMITTEE

None.

Decision:

None.

Minutes:

None.

7.

URGENT PART 1 BUSINESS

To consider any Part 1 business accepted by the Chair as urgent.

Decision:

None.

Minutes:

None.

8.

EXCLUSION OF PRESS AND PUBLIC

To consider the following motions –


1. That under Section 100(A) 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 Members consider the reasons for the following reports being in Part II and determine whether or not maintaining the exemption from disclosure of the information contained therein outweighs the public interest in disclosure.

Decision:

It was RESOLVED:

 

1.    That, under Section 100(A) 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 the Local Government (Access to Information) (Variation) Order 20016; and

 

2.   That, having considered the reasons for the following items being in Part II, it be determined that maintaining the exemption from disclosure of the information contained therein outweighs the public interest in disclosure.

Minutes:

It was RESOLVED:

 

1.    That, under Section 100(A) 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 the Local Government (Access to Information) (Variation) Order 20016; and

 

2.   That, having considered the reasons for the following items being in Part II, it be determined that maintaining the exemption from disclosure of the information contained therein outweighs the public interest in disclosure.

9.

PART II DECISIONS OF THE EXECUTIVE

To consider the following Part II decisions of the Executive taken on 11 July 2018.

 

Executive Agenda Item No.                                                                     Page No.

 

12.       Property Investment Strategy – Update                                       235

13.       Award of Contract for the Refurbishment and Maintenance   251

            of Lifts (2018-2023)

14.       Award of Contract for Insurance Services                                  273

Decision:

This report had not been circulated to Members five clear days before the meeting.  The Chair determined however that given the short time left before the end of the call-in period on 20 July it be considered on this occasion.

 

It was RESOLVED that the following Part II decisions of the Executive are noted:

·         Property Investment Strategy – Update

·         Award of Contract for the Refurbishment and Maintenance of Lifts (2018 – 2023)

·         Award of Contract for Insurance Services

Minutes:

This report had not been circulated to Members five clear days before the meeting.  The Chair determined however that given the short time left before the end of the call-in period on 20 July it be considered on this occasion.

 

It was RESOLVED that the following Part II decisions of the Executive are noted:

 

  • Property Investment Strategy – Update
  • Award of Contract for the Refurbishment and Maintenance of Lifts (2018 – 2023)
  • Award of Contract for Insurance Services

10.

URGENT PART II DECISIONS AUTHORISED BY THE CHAIR OF THE OVERVIEW AND SCRUTINY COMMITTEE

None.

Decision:

None.

Minutes:

None.

11.

URGENT PART II BUSINESS

To consider any Part II business accepted by the Chair as urgent.

Decision:

None.

Minutes:

None.