Agenda for Executive on Wednesday, 10 July 2019, 2.00pm

Agenda and decisions

Venue: Shimkent Room, Daneshill House, Danestrete

Contact: Ian Gourlay (01438) 242703 

Items
No. Item

1.

APOLOGIES FOR ABSENCE AND DECLARATIONS OF INTEREST

Decision:

There were no apologies for absence.

 

Councillor Jeanette Thomas declared a personal interest in Item 4 - 4th Quarter Capital Monitoring Report 2018/19: General Fund and Housing Revenue Account, in relation to the debate regarding The Oval Community Centre Boiler, in view of her role as the Chair of The Oval Community Association.

2.

MINUTES - 12 JUNE 2019 pdf icon PDF 85 KB

To approve as a correct record the Minutes of the meeting of the Executive held on 12 June 2019 for signature by the Chair.

Decision:

It was RESOLVED that the Minutes of the Executive held on 12 June 2019 be approved as a correct record for signature by the Chair.

3.

MINUTES OF THE OVERVIEW & SCRUTINY COMMITTEE AND SELECT COMMITTEES pdf icon PDF 76 KB

To note the following Minutes of the Overview & Scrutiny Committee and Select Committees –

 

Community Select Committee – 4 June 2019

Overview & Scrutiny Committee – 19 June 2019

Additional documents:

Decision:

The Interim Strategic Director advised that clarification regarding the number of rough sleepers in the Town had been provided to both Executive and Overview & Scrutiny Committee Members.

 

It was RESOLVED that the Minutes of the following meetings of the Overview & Scrutiny Committee and Select Committees be noted –

 

Community Select Committee – 4 June 2019

Overview & Scrutiny Committee – 19 June 2019

4.

4TH QUARTER REVENUE MONITORING REPORT 2018/19 - GENERAL FUND AND HOUSING REVENUE ACCOUNT pdf icon PDF 623 KB

To consider the outturn Revenue positions on the General Fund and Housing Revenue Account 2018/19.

Additional documents:

Decision:

The Executive endorsed the Leader’s concerns regarding the delay to completion of the Council’s 2018/19 due to the capacity/resourcing issues experienced by the External Auditor, especially in the light of the close down of accounts deadline being brought forward to 31 July 2019.  Members noted that the Assistant Director (Finance & Estates) had raised these concerns with Public Sector Audit Appointments (PSAA), and asked her to bring the PSAA’s response to the Executive when received.

 

In response to questions, the Assistant Director (Finance & Estates) advised:

 

·           Paragraph 4.2.7 – Investment Property income – Officers were actively pursuing the acquisition of 2 office blocks in the town that had been recently marketed.  Counsel’s opinion was to be sought on the feasibility of the Council acquiring investment property located outside of the Borough;

·           Paragraph 4.5.3 – The one year only additional income from Commercial Property rent reviews saving of £26,790 related to the payment of backdated rent following the completion of a rent review.

 

It was RESOLVED:

 

General Fund

        

1.            That the 2018/19 actual net expenditure on the General Fund of £9,263,688 be noted, subject to the 2018/19 audit of the Statement of Accounts.

 

2.            That new carry forward requests totalling £591,770 be approved for the General Fund (Paragraph 4.3.1 of the report).

 

3.      That the ongoing pressure from 2019/20 of £15,800 on the General Fund be approved.

4.      That the 2019/20 one year only saving of £26,790 on the General Fund be approved.

Housing Revenue Account

1.      That the 2018/19 actual in year deficit on the HRA of £2,812,606 be noted, subject to the 2018/19 audit of the Statement of Accounts.

2.      That new carry forward requests totalling £35,740 be approved for the HRA (Paragraph 4.7.7 of the report).

3.      That the ongoing saving of £30,730 on the HRA be approved, this will contribute towards the Council’s Financial Security objectives for 2019/20.

Reason for Decision: As contained in report.

Other Options considered: As contained in report.

5.

4TH QUARTER CAPITAL MONITORING REPORT 2018/19 - GENERAL FUND AND HOUSING REVENUE ACCOUNT pdf icon PDF 254 KB

To consider the outturn Capital positions on the General Fund and Housing Revenue Account 2018/19.

Additional documents:

Decision:

In response to a question, the Assistant Director (Finance & Estates) confirmed that the recommended figure of £591,000 for a budget for Registered Provider grants related to one specific scheme.  The Executive supported the Leader’s revision to this recommendation to increase this figure to £1.5million, in order to provide greater flexibility.

 

The Interim Chief Executive agreed to update Members on the land assembly issues relating to the slippage on regeneration schemes during 2018/19.

 

The Interim Strategic Director advised that the contract for the provision of Sprinkler systems had experienced difficulties was being re-procured.  He undertook to provide Members with an indicative timeframe for the contract.

 

In relation to Paragraph 4.3.7 of the report – Boiler Update, Members reported that the boilers at the Oval Community Centre and St. Nicholas Community Centre were still experiencing problems.  Officer undertook to check on the current status of all the boilers listed in the report and advise Executive Members and relevant Ward Members of the expected timescales for rectification of any outstanding problems.

 

In respect of Paragraph 4.4.4 of the report – New build and acquisitions programme, officers were requested to ensure that the branding signage for the Ditchmore Lane development clearly stated that the site was being developed by Stevenage Borough Council.

 

It was RESOLVED:

 

1.      That the 2018/19 General Fund capital expenditure outturn of £8,057,387 be noted (subject to the completion of the 2018/19 external audit of accounts).

 

2.      That the 2018/19 HRA capital expenditure outturn of £22,365,948 be noted (subject to the completion of the 2018/19 external audit of accounts).

 

3.      That the funding applied to the 2018/19 General Fund capital programme be approved, as summarised in Paragraph 4.2.4. of the report.

 

4.      That the funding applied to the 2018/19 HRA capital programme be approved as summarised in Paragraph 4.5.1. of the report.

 

5.      That the 2019/20 General Fund capital programme net changes of £934,040 reduction be approved comprising of £3,252,450 slippage from 2018/19 (as detailed in Paragraph 4.3.8 of the report), £4,905,630 re-profiled into 2020/21, £60,610 minor budget changes reduction and £779,750 funding for additional expenditure (as detailed in Appendix A to the report).

 

6.      That the 2019/20 HRA capital programme net changes of £15,084,628 comprising £736,700 slippage from 2018/19 and £15,821,328 re-profiled into 2020/21 be approved, as summarised in Paragraph 4.6.1 and detailed in Appendix B to this report.

 

7.      That the urgent schemes requiring funding detailed in Paragraph 4.3.3 of the report be approved.

 

8.      That Executive recommend to Council the approval of a budget of £1.5million for Registered Provider grants, in line with the reasoning in Paragraph 4.3.4. of the report.

6.

GAMBLING ACT 2005 - REVIEW OF STATEMENT OF PRINCIPLES pdf icon PDF 117 KB

To consider the Council’s draft Statement of Principles, as required under the Gambling Act 2005.

Additional documents:

Decision:

The Executive agreed that the issues raised by the General Purposes Committee should be picked up by the Executive Member for Communities, Community Safety & Equalities and fed back to that Committee, namely:

 

·           whether or not it would be permissible to require existing Gambling Premises Licence Holders to submit Risk assessments to the Council otherwise than in connection with a new application; and

·           the powers available to the Council in the future (either as Landowner, Licensing Authority or Planning Authority) to place restrictions on the quantity of betting premises in the Borough.

 

It was RESOLVED:

 

1.         That the proposed Stevenage Borough Council Gambling Act Statement of Principles 2019-2022 (attached at Appendix A to the report) be noted and agreed.

 

2.         That the Stevenage Borough Council Gambling Act Statement of Principles 2019-2022 be recommended to the Council for adoption.

 

Reason for Decision: As contained in report.

Other Options considered: As contained in report.

 

7.

COMMUNITY INFRASTRUCTURE LEVY (CIL) pdf icon PDF 201 KB

To consider the key outcomes of the consultations on the Community Infrastructure Levy (CIL) and to seek approval to submit the Draft Charging Schedule (DCS) for independent examination.

Additional documents:

Decision:

The Assistant Director referred to Paragraph 5.12 of the report, relating to funding for the creation of a proposed CIL Officer to manage and administer the CIL process, the cost of which would be refunded from CIL receipts when received.  On this basis, the Executive supported an additional recommendation regarding the creation of this post and a supplementary estimate of £15,000 (in 2019/20) and £21,000 (in 2020/21-2021/22) to fund it.

 

It was RESOLVED:

 

1.         That the outcomes of the Preliminary Draft Charging Schedule (PDCS) consultation be noted (responses summary attached as Appendix A to the report).

 

2.         That the outcomes of the Draft Charging Schedule (DCS) consultation be noted (responses summary attached as Appendix B to the report).

 

3.         That officers put together options relating to the governance of spending CIL monies, in consultation with the Portfolio Holder for Environment and Regeneration and Planning and Development Committee, and bring a recommendation to Executive within the next report on CIL.

 

4.         That the Draft Charging Schedule (attached as Appendix C to the report) be submitted for independent examination.

 

5.         That a supplementary estimate is approved for £15,000 (in 2019/20) and £21,000 (in 2020/21-2021/22) for a CIL Officer, which will be refunded from CIL receipts when received.

 

Reason for Decision: As contained in report; and 5. To manage and administer the CIL process.

Other Options considered: As contained in report.

8.

2018/19 ANNUAL REPORT AND PERFORMANCE OVERVIEW pdf icon PDF 518 KB

To consider the Council’s draft Annual Report 201/19 and the Council’s performance across a number of key themes and priorities during 2018/19.

Additional documents:

Decision:

The Executive supported the style and content of the Annual Report set out at Appendix 2 to the report.

 

It was RESOLVED:

 

1.         That the progress on the delivery of the Future Town Future Council (FTFC) programme, together with the overall performance and achievements of the Council during 2018/19, be noted.

 

2.         That the content of the Council’s draft Annual Report 2018/19, attached at Appendix 2 to the report, be agreed.

 

3.         That delegated authority be given to the Interim Strategic Director (Communities), following consultation with the Leader, to approve any final changes to the Annual Report prior to its publication.

 

4.         That the suite of 2019/20 performance measures set out at Appendices 3a and 3b to the report be noted.

 

5.         That improvement activity in the Customer Service Centre is noted and future plans to improve performance during 2019/20 are endorsed (outlined in Paragraphs 3.121 to 3.123 of the report).

 

6.         That the steps that were carried out during 2018/19 to improve management of sickness absence across the Council are built upon for 2019/20 (outlined in Paragraphs 3.124 to 3.128 of the report).

 

7.         That improvements to ensure the Council’s Health and Safety compliance tasks are completed and certified on time are noted, with the view that this is continued throughout 2019/20 with the new contractor (outlined in Paragraphs 3.82 to 3.84 of the report).

 

8.         That it be noted that improvements to the Housing Repairs service have been implemented and further works to enhance this function are in progress (outlined in Paragraphs 3.98 to 3.101 of the report).

 

Reason for Decision: As contained in report.

Other Options considered: As contained in report.

9.

PROCUREMENT OF A PRINCIPAL CONTRACTOR AT SYMONDS GREEN pdf icon PDF 123 KB

To seek delegated authority for the procurement of a principal contractor for the development site at 145 Scarborough Avenue, also known as the Symonds Green Scheme.

Decision:

It was agreed that further consideration be given to the idea of a bid relating to Community Co-operative funding in respect of the long term management of the development should be given by the housing Development & Regeneration Executive Committee.

 

It was further agreed that a Member Group should be convened to provide guidance to the approved developer on the street name of the development.

 

It was RESOLVED:

 

1.         That the Symonds Green scheme concept objectives, as developed by the Council’s Housing Development team in consultation with the Executive Housing Development Committee throughout 2018/19, be noted

 

2.         That the Deputy Chief Executive be given delegated authority to award and finalise the terms of the contract with the winning bidder, after an officer panel has concluded an evaluation of tenders received and having  consulted  the Portfolio Holder for Housing, Health and Older People.

 

Reason for Decision: As contained in report.

Other options considered: As contained in report.

10.

URGENT PART I BUSINESS

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

Decision:

None.

11.

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 paragraphs1 – 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 involve the likely disclosure of exempt information as described in Paragraphs 1 to 7 of Schedule 12A of the Act, as amended by SI 2006 No. 88.

 

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 outweighed the public interest in disclosure.

12.

PART II MINUTES - EXECUTIVE - 12 JUNE 2019

To approve as a correct record the Part II section of the Minutes of the meeting of the Executive held on 12 June 2019.

Decision:

It was RESOLVED that the Part II Minutes of the meeting of the Executive held on 12 June 2019 be approved as a correct record for signature by the Chair.

13.

PROCUREMENT OF A PRINCIPAL CONTRACTOR AT NORTH ROAD

To seek delegated authority for the procurement of a principal contractor for the development site at 12 North Road, also known as the North Road Scheme.

 

Decision:

It was RESOLVED that recommendations contained in the report be approved.

 

Reason for Decision: As contained in report.

Other Options considered: As contained in report.

14.

PROCUREMENT APPROACH TO THE REGENERATION SCHEME AT KENILWORTH CLOSE

To seek approval to the procurement approach for the regeneration scheme at Kenilworth Close.

Decision:

It was RESOLVED that recommendations contained in the report, including an addition to Recommendation 2.5, be approved.

 

Reason for Decision: As contained in report.

Other Options considered: As contained in report.

15.

URGENT PART II BUSINESS

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

Decision:

None.