To approve as a correct record the minutes of the last meeting held on 18 January 2010 (copy to follow).

RESOLVED

that the Minutes of the meeting of the Corporate Resources Overview and Scrutiny Committee held on 18 January 2010 be confirmed and signed by the Chairman as a correct record.

To receive from Members declarations and the nature thereof in relation to:

(a)       Personal Interests in any agenda item.

(b)       Personal and prejudicial Interests in any agenda item.

(c)        Any political whip in relation to any agenda item.

To receive from Members declarations and the nature thereof in relation to:

(a)       Personal Interests in any agenda item.

None notified.

(b)       Personal and prejudicial Interests in any agenda item.

            None notified.

(c)       Any political whip in relation to any agenda item.

            None notified.

To receive any announcements from the Chairman and any matters of communication.

No announcements were made by the Chairman and no matters of communication raised.

To receive petitions from members of the public in accordance with the Public Participation Procedure as set out in Annex 2 of Part A4 of the Constitution.

No petitions were received from members of the public in accordance with the Public Participation Procedure as set out in Annex 2 of Part A4 of the Constitution.

To receive any questions, statements or deputations from members of the public in accordance with the Public Participation Procedure as set out in Annex 1 of Part A4 of the Constitution.

No questions, statements or deputations from members of the public were received in accordance with the Public Participation Procedure as set out in Annex 1 of Part A4 of the Constitution.

To consider any matter referred to the Committee for a decision in relation to the call-in of a decision.

No matters were referred to the Committee for a decision in relation to the call-in of a decision.

To consider any items referred to the Committee at the request of a Member under Procedure Rule 3.1 of Part D2 of the Constitution.

No items were referred to the Committee for consideration at the request of a Member under Procedure Rule 3.1 of Part D2 of the Constitution.

The Committee considered a report by Councillor Jamieson, as Chairman of the Committee, which set out the comments received from the Business Transformation; Children, Families and Learning; Corporate Resources; Social Care, Health and Housing and Sustainable Communities Overview and Scrutiny Committees in relation to the draft budget Medium Term Financial Plan for 2010/11 to 2014/15.  Members were aware that the Corporate Resources O&S Committee had been assigned the role of co-ordinating responses and comments on the Plan for presentation to the Executive at its meeting on 9 February 2010.

The Chairman stated that he felt the Committee had not had sufficient time to carry out its task as thoroughly as it should have done and that this shortcoming would need to be addressed to prevent a reoccurrence in the future.  He then referred to the Committee’s previous comments, which were detailed in full in his report, and in particular to the concerns expressed regarding the current budget setting process, the lack of an overview role for the Committee in departmental budgets, the aforementioned lack of time and the lack of clarity in some of the proposals and the outcomes which would arise.  The need for future budgets to be earlier and for information to be provided with greater transparency was emphasised.

In order to undertake a review of the budget setting process as quickly as was possible the Chairman proposed that a Task Force of 3-5 Members be created.  The Chairman’s proposal was welcomed unanimously by the Committee.

RESOLVED

1          That the comments received from the Council’s Overview and Scrutiny Committee’s on the draft budget Medium Term Financial Plan for 2011/12 to 2014/15, as set out in the report of the Chairman of the Corporate Resources Overview and Scrutiny Committee, be approved and they be RECOMMENDED to Executive for consideration at its meeting on 9 February 2010.

2          That a Task Force composed of 3-5 Members be established to examine means of improving the budget setting process, having full regard to Best Practice and the processes adopted by other local authorities.

3          That the Task Force carry out its work as quickly as possible with the aim of reporting its findings to the April meeting of the Committee

To review the budget recommendations from the following Overview and Scrutiny Committees:

Business Transformation;

Corporate Resources;

Children, Families and Learning;

Social Care, Health and Housing; and

Sustainable Communities

with the aim of co-ordinating a recommendation to the Executive on 9 February (copy to follow).

The Committee received a report which proposed the Council’s Medium Term Financial Plan 2010/11 to 2014/15 and the Council Tax rates for 2010/11 with indicative figures for future years.  Members were aware that the report was to be submitted to the Executive on 9 February 2010 and their views were sought for submission to that meeting.

A Member drew the Committee’s attention to the reference in the Targeted Efficiency Savings (Green) to the migration of Biggleswade Customer Services Centre (Point of Presence) to a shared location and sought clarification on the proposal.  She also commented that although the resulting savings in premises related costs were identified in the report as £23,000 for 2011/12 she stated that, because the Council would have to give notice of its intentions, any savings would be spread over a two year period and six months rent would be payable during the first year.  In response, however, the Director of Business Transformation assured the meeting that the savings would arise as stated in the report.  He added that the lease for the Biggleswade premises was up for review and the arrangements would be discussed with Biggleswade Town Council.  The officer also advised that customer services in general were under review and the options for the delivery of face to face services were under consideration.  The Member referred to the absence of staff numbers and costs but the officer explained that, because the option for future service provision had not been identified, it was not possible to supply this information.

The Chairman commented that he felt there was a lack of clarity throughout the report regarding staffing numbers.  Another Member queried whether there were any plans to close the Biggleswade Customer Service Centre as to do so would represent a reversal of the assurances given when the then Mid Beds District Council relocated to Chicksands.  In response the Director assured the meeting that the service would not be removed but that various options were being considered as to how the service might be delivered in a different way.  He stressed that no decisions had yet been made.  The Member commented that it would have assisted the Committee to have been supplied with information so that Members were fully aware of any developments and issues such as this did not arise unexpectedly.

A Member then referred to the possible closure of the Customer Service Centre in Leighton-Linslade and commented that he was not aware of any consultation having been carried out with either Members or the Town Council.  A local Member stated that the proposal was not referred to in the report before expressing general concern that the information in the budget reports was presented in such a way as to obscure the full implications of Members’ decisions.  However, the Director stated that this was part of a wider review of the customer services operation but reiterated that no decision had yet been made.  A range of options were being explored for each of the face to face  ...  view the full minutes text for item 40.

To receive the proposed Capital Programme prior to its recommendation to Council (copy to follow).

The Committee received a report which set out the Council’s spend for 2010/11 to 2014/15 and proposed funding through the use of capital receipts and borrowing.  Members noted that the report was to be submitted to meeting of the Executive on 9 February 2010.

In addition the Director of Corporate Resources referred Members to a table (Table 7) in the report on the Medium Term Financial Plan (minute CR/09/041 above refers) which provided a summary of the Capital Programme.  Members noted that the impact of the proposals on borrowing and the use of previously unapplied capital receipts had been taken into account in the formulation of the Plan.  The Director of Corporate Resources explained that the aim was to ensure capital spending was spread evenly over the five year period in order to prevent peaks and troughs.  He then drew Members’ attention to the severely decreasing level of existing capital receipts.   He pointed out that only £2.762 million in receipts would be available in 2011/12 following which the figure would be zero unless sales took place.  The Director commented that to sell assets during the current period of depressed market values could mean the Council was not maximising potential income but if did not sell then gross capital spending would fall substantially unless new borrowing was used to fill the funding gap.  The Director explained that in view of the interest and principle repayments it was better to generate new capital receipts than new borrowings but he acknowledged that, in the short term and under the current economic climate, this would be difficult decision for the Council to make.

In response to a query by the Chairman regarding the schemes likely to receive grant funding the Assistant Director Financial Services stated that the rolling programmes provided the best likelihood.  On the possible future availability of capital receipts the Director explained that this was dependent on demand arising from the development framework which was difficult to predict.  He stated that it was too early to make any assumption as to when this would occur.

In response to a query by a Member on the composition of the new capital receipts the Director explained that the new capital receipt figure detailed in table were at a level needed to balance the programme so it was now necessary to identify what assets could be disposed of to provide this figure.  He advised that the Council had assets of substantial value in the longer term. 

In response to the Vice Chairman’s comments regarding the absence of asset purchase to replace those sold and therefore provide a future investment the Director advised that it was possible to use capital to provide a new school and then sell the old school site.  However, a Member commented that many school sites had covenants restricting their use to educational purposes.  The then Bedfordshire County Council had closed some schools but had been left with empty buildings.  The Director pointed out that there were currently many schools with pupil  ...  view the full minutes text for item 41.

To receive performance information for the Corporate Resources Directorate for the Quarter 3 period (copy to follow).

The Committee was aware that this report had been withdrawn from the agenda because it had been submitted for inclusion in error.  The Committee was also aware that the report would be placed before its meeting in March as scheduled.

To receive budget management information for the Corporate Resources Directorate for the Quarter 3 period (copy to follow).

The Committee was aware that this report had been withdrawn from the agenda because it had been submitted for inclusion in error.  The Committee was also aware that the report would be placed before its meeting in March as scheduled.

To consider the revised Work Programme for 2009/2010 (copy to follow).

RESOLVED that the revised Work Programme for 2009/2010 be approved.

To consider the Executive Forward Plan for the period 1 March 2010 to 31 March 2011 (copy to follow).

NOTED that the Executive Forward Plan for the period 1 March 2010 to 31 March 2011 was not yet available.

To note that the next meeting of the Committee will be held at 10.00 am on 1 March 2010 in Room 15, Priory House, Monks Walk, Chicksands.

NOTED that the next meeting of the Committee would be held at 10.00 am on 1 March 2010 in Room 15, Priory House, Monks Walk, Chicksands.