Agenda and minutes

To receive apologies for absence. 

Apologies for absence were received from David Buckle, Chief Executive.    

To adopt and sign as a correct record the minutes of the Executive meetings held on 3, 5 and 11 (re-convened meeting) December 2008 (previously circulated). 

The minutes of the Executive meeting held on 3, 5 and 11 (re-convened meeting) December 2008 were adopted and signed as a correct record. 

To receive any declarations of Personal or Personal and Prejudicial Interests in respect of items on the agenda for this meeting. 

Any Member with a personal interest or a personal and prejudicial interest in accordance with the provisions of the Code of Conduct, in any matter to be considered at a meeting, must declare the existence and nature of that interest as soon as the interest becomes apparent in accordance with the provisions of the Code.

When a Member declares a personal and prejudicial interest he shall also state if he has a dispensation from the Standards Committee entitling him/her to speak, or speak and vote on the matter concerned.

Where any Member has declared a personal and prejudicial interest he shall withdraw from the room while the matter is under consideration unless

(a)                his/her disability to speak, or speak and vote on the matter has been removed by a dispensation granted by the Standards Committee, or

(b)                members of the public are allowed to make representations, give evidence or answer questions about the matter by statutory right or otherwise.  If that is the case, the Member can also attend the meeting for that purpose.  However, the Member must immediately leave the room once he/she has finished; or when the meeting decides he/she has finished whichever is the earlier and in any event the Member must leave the room for the duration of the debate on the item in which he/she has a personal and prejudicial interest. 

Councillor Angela Lawrence declared a personal interest in item 11 ‘Revenue budget 2009/10 and capital programme to 2012/13’ as she was an Abingdon Town Councillor and the budget proposals included a grant to the Town Council (minute Ex.115 refers). 

To receive notification of any matters which the Chair determines should be considered as urgent business and the special circumstances which have made the matters urgent, and to receive any announcements from the Chair.

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Any statements and/or petitions from the public under Standing Order 32 will be made or presented at the meeting. 

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Any questions from members of the public under Standing Order 32 will be asked at the meeting.

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Appended to the agenda is a schedule of requests for virements and permanent budget adjustments.  Some of these have been approved under delegated authority by the Strategic Director; others require the Executive’s approval. 

Recommendation

that the virements and permanent budget adjustments set out in the agenda report be approved.  

(Time: 2.33pm to 2.34pm)

The Executive received and considered an agenda report setting out requests for virements and permanent budget adjustments.  Some of these had been approved under delegated authority by the Strategic Director; others required the Executive’s approval. 

RESOLVED

that the virements and permanent budget adjustments set out in the agenda report be approved. 

To receive and consider report 146/08 of the Principal Performance Management Officer. 

(Time: 2.34pm to 2.40pm)

The Executive received and considered report 146/08 of the Principal Performance Management Officer regarding a review of the Council’s existing corporate plan and the preparation of a new plan.  The Corporate Plan 2009-12 set out the Council’s vision, strategic objectives and corporate priorities for the next three years.  It included key targets, actions and measures showing how each of the corporate priorities would be achieved.  It had been developed following consultation with Members, the Management Team and residents. 

In December 2008, MORI ran three extended discussion groups of residents looking at the proposed strategic objectives and corporate priorities.  Overall, there was positive support for the objectives and priorities included in the draft plan.  The comments and views raised at these discussion groups would be used to help develop and improve the services delivered by the Council.  The three priorities which received the greatest support were housing, a clean Vale and the economy of the Vale.  Another key message was that the Council needed to improve communication about the services provided and its achievements; this was now a corporate priority. 

It was proposed that the Council’s vision statement should be streamlined.  The primary heading of “Our Vision is to build and safeguard a fair, open and compassionate Community” would be retained but in the interests of clarity, the six detailed aims would be dropped as they were largely incorporated in the new plan. 

The Executive welcomed the draft plan and supported the amendments to the Council’s vision statement.  This served as a good basis to develop the service plans and stand the Council in good stead for the next year.  Members were particularly pleased with the revised description for affordable housing and at the priority to sustain vibrant market towns through partnerships. 

Members noted that the final version of the plan would be published in March or April.  This would essentially be a web-based document, but a limited number of hard copies would be produced.  Before publication, explicit numbers would have to be added to the targets in appendix 1.  These would need to be agreed as soon as possible after the new Heads of Service had been appointed. 

R E C O M M E N D E D

that the Council be recommended to:

(i)                 agree the six strategic objectives and associated corporate priorities, key targets, actions and measures to be included in the Corporate Plan 2009-12, as set out in Appendix A to these minutes;

(ii)               delegate authority to the Chief Executive, in consultation with the Leader of the Council, to agree the final version of the plan; and

(i)                 agree an amendment to the Council’s vision statement, to improve clarity and compactness, by dropping the six aims since these are largely incorporated in the body of the new Corporate Plan. 

To receive and consider report 147/08 of the Deputy Director (Housing and Community Safety). 

(Time: 2.40pm to 2.53pm)

The Executive received and considered report 147/08 of the Deputy Director (Housing and Community Safety) which sought approval of the draft Carbon Management Plan.  The plan set out how the Council could meet a proposed commitment to reduce carbon emissions from its own operations by 20% by 2012.  In doing so the Council would meet its Local Area Agreement (LAA) 2 commitments to reduce carbon emissions by 8% by 2010 based on a 2008 baseline.  The draft plan also set out how the Council would implement various projects to achieve its carbon reduction targets.  The Council had a legal obligation to have regard to the latest published energy measures report; it was noted that this had been taken into account in the preparation of the plan.  The plan highlighted areas critical to the Council reducing emissions:

·        Contractor emissions - it was important to work with contractors to reduce carbon emissions

·        Governance - all relevant service plans and any future plans should take full account of the plan

·        Funding - although the Council had already proposed £150,000 capital until 2011, further £130,000 capital would be required to fully fund all the capital projects over the life of the plan.  Reduced energy costs for the Council could be £200,000 by 2012 or higher if appropriate saving-sharing agreements could be reached with leisure centre operators

·        Corporate property review - the review would have an impact on the viability of certain projects, for example investment in energy saving measures

·        Monitoring - a robust and accurate carbon and cost savings monitoring regime was central to the success of the plan

The Executive welcomed the plan which would guide the Council in securing significant emissions reductions in line with its climate change strategy target, the new Corporate Plan, and the Oxfordshire Local Area Agreement (LAA) 2 target.  The plan would also have clear financial benefits in the medium term.  The Executive was also keen to see performance improve so that the Council could move to the top of the performance matrix set out in appendix A to the plan.  To do this carbon reduction strategies would need to be embedded throughout the whole Council and continually be a part of every service plan. 

Members asked that an amendment was made to the plan to clarify the future of the civic halls.  There was a possibility, not a probability, that the management of the civic halls could be transferred in the future. 

The Executive thanked the Principal Energy Officer and his team and Councillor Angela Lawrence, the previous portfolio holder, for their work on this plan. 

RESOLVED

(a)               that the draft Carbon Management Plan be approved, subject to an amendment to clarify that it is a possibility, not a probability, that the management of the civic halls would be transferred;

(b)               that the new corporate target of reducing carbon emissions from the Council’s own operations by 20% by 2012 be adopted;

(c)               that it be noted that in addition to the  ...  view the full minutes text for item 113.

To receive and consider report 148/08 of the Strategic Director. 

(Time: 2.53pm to 2.55pm)

The Executive received and considered report 148/08 of the Strategic Director which set out the detailed treasury management strategy for 2009/10 and gave an indication of expected treasury operations for 2010/11 and 2011/12.

The preparation of a strategy was governed by the prudential capital financing regime which laid down four key legislative requirements:

·         The reporting of the prudential indicators setting out the expected capital activities.  This formed part of the budget proposal to the Council in February

·         If the Council borrowed to fund capital expenditure it would need a minimum revenue provision policy to set out how the Council would pay for capital assets through revenue each year.  However, this was not applicable to this Council at this time but if it was a report would be brought forward

·         A treasury management strategy statement, which set out how the Council’s treasury service would support the capital programme and revenue budget, the day to day treasury management, and the limitations on activity through treasury prudential indicators

·         An investment strategy which set out the Council’s criteria to select investment counterparties and limiting exposure to the risk of loss

The report set out the Council’s powers for investing funds and guidance on prudent investment.  Priority had to be given to security and liquidity but it was reasonable to seek the highest return consistent with those aims.  The guidance discouraged the use of speculative investments such as equities.  Borrowing to invest remained unlawful. 

The Treasury Management and Investment Strategy Statement set borrowing limits, investment objectives, approved organisations for investment, guidelines and performance criteria for the in-house operation.  There had been no significant change in the Council’s circumstances but the current economic climate and difficulties in the money markets had prompted a review of approach.  The result had been to maintain similar base criteria as in previous years but tailor it by:

·         implementing a more restrictive operational approach than that set out in the strategy until such time as the banking system returns to normal operation.  This approach had been in adopted since October 2008 (following the collapse of the Icelandic bank in which the Council had investment).  However, the strategy would allow the investment service flexibility to return to the fuller criteria without a further Council resolution

·         including those institutions with wholesale guarantees where the Government had a sovereign ‘AAA’ rating from all three main rating agencies.  Any investments would be limited to amounts and maturities within the terms of the guarantee

The Executive supported the proposed strategy. 

R E C O M M E N D E D

that recommend to Council to approve:

(i)                 the Treasury Management Strategy 2009/10 to 2011/12 and the treasury prudential indicators, contained within Appendix B to these minutes;

(i)                 the Authorised Limit Prudential Indicator;

(ii)               the Investment Strategy 2009/10 contained in the treasury management strategy and the detailed criteria included in Annex A1 to the appendix. 

To receive and consider report 149/08 of the Head of Finance to recommend to Council the revenue budget 2009/10 and capital programme to 2012/13. 

(Time: 2.55pm to 3.05pm)

(Councillor Angela Lawrence declared a personal interest in this item and in accordance with Standing Order 34 she remained in the meeting during consideration of this item as the detail of the matter relating to her interest was not discussed.) 

The Executive received and considered report 149/08 of the Head of Finance which set out the draft revenue budget 2009/10 and capital programme to 2012/13. 

Tabled at the meeting was an amended appendix A, setting out a draft medium term plan and capital programme.  The amended medium term plan included adjustments for (line 90) the receipt of the Local Authority Business Growth Incentives (LABGI) grant which reflected the Council’s number and value of business properties, and (line 91) additional Government grant towards the increasing administrative cost of providing housing benefit. 

The proposals included some budget reductions necessary because of the level of Government grant received and the current economic climate.  A list of cost reduction ideas was set out in appendix D.  However, Members asked that item PC12 was removed, this related to a reduction in the community grants budget of £10,000. 

The result of these changes was that the proposed District Council Tax for a band D property of £112.31. 

The Executive supported the budget proposals, as amended, and delegated authority for any minor amendments to be made before the Council meeting on 25 February, subject to the further amendments being notified to the Council. 

R E C O M M E N D E D

(a)       that the Council approves:

(i)                 the Council’s Medium Term Plan 2009/10 to 2013/14, set out in the budget papers Appendix A, as amended by the inclusion of an amount for the Local Authority Business Growth Incentives (LAGBI) grant and additional grant towards the cost of housing benefits’ administration (lines 90 and 91 respectively);

(ii)               the inclusion of the unavoidable growth items within the Council’s budget, Appendix B;

(iii)             the inclusion of the growth items within the Council’s budget, Appendix C;

(iv)             the cost reduction ideas listed to be implemented into the Council’s budget, Appendix D, subject to the removal of item PC12 which related to the reduction of the community grants budget;

(v)               the items proposed for the Capital Programme 2009/10 and to note possible future capital schemes for 2010/11, Appendix E;

(vi)             the fees and charges to support the budget as proposed, Appendix F; and

RESOLVED

(b)       that authority be delegated to the Executive Portfolio Holder with responsibility for Finance, Councillor Jerry Patterson, to make any late changes to the Executive’s budget proposals arising out of circumstances unknown as at 6 February 2009, as long as they have no significant impact on the delivery of Council services as proposed and are notified to Council. 

To receive and consider report 150/08 of the Management Team. 

(Time: 3.05pm to 3.20pm)

The Executive received and considered report 150/08 of the Management Team which looked at corporate governance for the third quarter of 2008/09, being October to December 2008.  The report concentrated on:

·        corporate priorities

·        national indicators

·        progress against service prioritisation plans

·        key staffing data (sickness levels and turnover)

·        progress with business process improvement reviews

·        a financial commentary

At its meeting on 27 January 2009 the Management Team considered a third quarter corporate governance exception report.  The Management Team agreed the exceptions, comments and actions to be included in this report where performance/actions were not on target. 

The Executive reviewed progress against the corporate priorities.  In relation to the ‘facilitating the provision of affordable housing’, the Council was facing a challenging time.  Despite affordable housing provision being included in many planning agreements, developments were not proceeding due to the downturn in the economic climate.  The Council was developing strategies to overcome the worst effects and attempting to prevent homelessness with early intervention. 

Turning to performance against national indicators (NI), the portfolio holder expressed concern at performance against NI 195: improved street and environmental cleanliness (levels of graffiti, litter, detritus and fly posting).  At the end of the first sampling period cumulative performance was 7% (good performance was a low %).  By the end of the second sampling period the cumulative performance had declined to 14%.  Despite efforts to persuade the County Council to increase its budget for weed control, no action had been taken.  The portfolio holder promised to raise this again with the County Council as this was having an increasingly adverse effect on the Vale’s performance against its targets and was contrary to the outcome of recent consultation with residents on the draft Corporate Plan which identified ‘a clean Vale’ as being one of the three highest priorities.  The Executive supported the portfolio holder in her quest to encourage the County Council to allocate further funds to weed control to raise performance against this target.  Members were keen to achieve better than the national average performance.  The Executive asked the Strategic Director to draft a letter to the Oxfordshire Waste Partnership and Oxfordshire County Council to highlight the problem and ask for higher standards of weed control.  Continued poor performance could have an adverse effect on Local Area Agreement targets and performance awards. 

The Executive noted progress against the 26 service prioritisation plans included in the 2008/09 budget.  Members also noted that staff sickness was very slightly lower this quarter compared to the same quarter last year, whereas staff turnover was lower this quarter compared to both the previous quarter and also quarter two last year. 

Turning to the financial commentary, the Executive noted that the second quarter budget monitoring report to the Executive on 5 December 2008 had identified a potential overspend against the budget of £910,000 with a significant element of the overspend being as a consequence of a shortfall in income from planning fees, legal land searches and car parking, and  ...  view the full minutes text for item 116.

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