Agenda for Policy and Resources Committee on Thursday, 27th July, 2017, 7.00 p.m.

An apology for absence was received from Councillor Sullivan. Councillor D Morris substituted for Councillor Sullivan for the duration of the meeting.

To receive any declarations of interest from Members of the Committee in accordance with Part 2, Paragraph 9 of the Members Code of Conduct.

Councillor Harrison declared a Non Pecuniary Interest in Agenda Item No. 7 – Veolia Pitsea Marshes Trust – Project Funding, as the Council’s representative on the Trust.

Councillor Dadds declared a Non Pecinary Interest in Agenda Item No. 12 – Work Programme, establishment of a Business Rates Working Group, as a business rates payer within the Borough.

Confirmation of the Minutes of the meeting of the Committee held on 29 June 2017.

The Committee is also asked to receive the minutes of the last Cabinet meeting held on 21 March 2017 and the Overview and Scrutiny Commission meeting held on 8 March 2017.

The minutes of the meeting of the Policy and Resources Committee held on 29 June 2017 were agreed as a true record and signed by the Chairman.

(For voting see Appendix, Column 1)

The Committee also received the minutes of the Cabinet meeting held on 21 March 2017 and the Overview and Scrutiny Commission held on 8 March 2017.

(For voting see Appendix, Columns 2 & 3)

To consider a report by the Group Manager (Corporate Governance and Support)

The Committee received a report from the Group Manager (Corporate Governance and Support) that sought approval of the revised Petition’s Scheme that had been reviewed following the change of governance from the Leader and Cabinet model to the Committee system.

The fundamental elements of the Scheme had not changed, however it was necessary to review and approve who would deal with petitions that exceeded the defined thresholds.

            RESOLVED –

That the revised Petitions Scheme as set out at Enclosure No. 2 to the report be approved.

(For voting see Appendix, Column 4)

To consider a report by the Group Manager (Corporate Governance and Support)

The Committee received a report from the Group Manager (Corporate Governance and Support) that sought approval to the appointment of a Council trustee to the Great Burstead Exhibition Foundation, and a Laindon Common Conservator.

The Council was required to appoint one trustee to the Great Burstead Exhibition Foundation for a period of three years. Councillor Moore, a Burstead Ward Councillor previously held the position and had indicated that he was willing to continue.

Following the resignation of a Laindon Common Conservator, the vacancy was advertised but no suitable applicants came forward and therefore the Chairman of the Conservators was recommending that a local resident who had lived in the area for a number of years and had also been a Parish Councillor for the area.

            RESOLVED –

1.    That Councillor Moore be reappointed as a representative trustee to the Great Burstead Exhibition Foundation (working name Billericay Educational Trust) for the period ending 30 June 2020.

2.    That Mr Roger Savage be appointed as a Laindon Common Conservator until 31 March 2019.

(For voting see Appendix, Column 5)

To consider a report by the Commissioning Director – Resourcing and Place Shaping

The Committee received a report from  the Commissioning Director for Resourcing and Place Shaping (Chief Financial Officer) that sought approval for the proposed budget setting process, timetable and guidelines that would be followed to develop the budget for 2018/19 and the financial forecast for 2019/20 to 2021/22.

The report also identified key areas for investment and areas in which it was proposed planned investment be reviewed. An update was also provided on progress towards identifying savings to meet the forecast budget gap and a 10 year forecast was included for Members information.

Members sought clarification on a number of issues within the report and concern was raised by some Members regarding the revised recommendation no. 2 tabled at the meeting that requested the Regeneration and Environment Committee to review expenditure on Billericay High Street improvements, South Green Car Park, and works at Billericay Pool with no further expenditure to take place pending the outcome of the review.

It was therefore agreed that the Committee would deal with each potential review separately and upon being put to the vote it was agreed –

1.    That the planned investment of  £324,000 to fund improvements to Billericay High Street that remained unspent or uncommitted at the present time continue

(For voting see Appendix, Column 6)

2.    That the sum of £78,000 for work at South Green car park that remained unspent or uncommitted, remain within the report be reviewed by the Regeneration and Environment Committee.

(For voting see Appendix, Column 7)

3.    That the sum of £150,000 for works at Billericay pool that remained unspent or uncommitted, remain within the report be reviewed by the Regeneration and Environment Committee.

(For voting see Appendix, Column 8)

Concern was raised by some Members of the Committee with regard to the Felmores Approved Premises project to identify a suitable alternative site, and assurance was sought by those Members that the Chief Financial Officer was satisfied to commit the required funds. 

            RESOLVED –

1.    That the budget setting process and guidelines for 2018/19 be approved.

(For voting see Appendix, Column 9)

2.    That the Policy and Resources Committee asks the Regeneration and Environment Committee to review expenditure for works at South Green car park and Billericay Pool , to determine the appropriateness of such expenditure within the context of the guidelines for the 2018/19 budget setting and Officers are instructed not to incur further expenditure against the sums identified pending the outcome of the review.

(For voting see Appendix, Column 10)

3.    That expenditure of £50,000, to be funded by reserves, for site searches and feasibility studies in respect of the relocation of the Felmores approved premises be approved, and that budgets be amended as appropriate.

(For voting see Appendix, Column 11)  

To consider a report by the Commissioning Director - Resourcing and Place Shaping

The Committee received a report by the Commissioning Director – Resourcing and Place Shaping (Chief Financial Officer) that requested the Committee to consider a request from the Trustees of the Veolia Pitsea Marshes Maintenance Trust who had invited the Council to apply to use Trust funds to deliver capital projects that would meet the objects of the Trust.

The report also summarised the wider framework of the Pitsea landfill site which is operated by Veolia UK and issues associated with its maintenance once the landfill operations ceased, as well as possible future issues for the Council.

With regards to the application to the trust for funds, the criteria for those bids was set out in the report for Members information. It was acknowledged by Officers that the actual process for applying for funds would still need further consideration and the effective management for bids from the community needed to be explored, with a further report to be brought back to Committee giving details.

Members of the Committee sought clarification on some issues, specifically with regard to the future maintenance of the landfill and concern was raised regarding the potential for the Council to commit itself to undertake this, by seeking funds from the Trust, and any liabilities and risks that might arise.

It was made clear by officers that the commitment to apply to the Trust for funding was not linked to any future consideration and possible role for the Council to take on maintenance of the landfill site, currently expected to be in 2032.

Further to discussions, it was suggested, that to alleviate Members concerns, the committee confirmed its commitment to ‘explore’ applications, rather than specifically to ‘submit’ them.

            RESOLVED –

1.    That the Council’s commitment be confirmed to explore applications to the Veolia Pitsea Marshes Maintenance Trust (the Trust) for funds currently held by the Trust, c£5m, to spend on Council or community capital projects that meet the objects of the Trust, and

(For voting see Appendix, Column 12)

2.    That the Regeneration and Environment Committee be asked to consider the feasibility of proposals for a solution to secure the management and maintenance of the completed landfill site including the facilitation of required funding streams.

(For voting see Appendix, Column 13)

To consider a report by the Commissioning Director - People and Place

The Committee received a report from the Commissioning Director – People and Place that sought approval to a number of potential improvements and developments that could be made to the Eversley Leisure Centre.

These improvements would increase participation in sport and physical activity to address health and wellbeing issues without having to increase the level of subsidy currently required to operate the facility.

It was reported that an opportunity had arisen to work with Sports and Leisure Management Ltd (SLM) and the South Essex Gymnastic Club to address the high demand the gymnastics club was experiencing for people wishing to take up the sport. The proposal involved the conversion of the main sports hall into a purpose built gymnastics centre. Previous Section 106 funding would also enable the construction of a full size 3G Synthetic Turf Pitch on the land adjacent to the centre.

All Members were fully supportive of the proposals.

            RESOLVED –

1.    That the conversion of the main hall to a gymnastics facility and the development of a Synthetic Turf Pitch at Eversley Leisure Centre be approved, subject to planning permission.

2.    That the Council accepts a £230k capital contribution from South Essex Gymnastics Club towards the project.

3.    That the Head of Housing and Community Services be provided with the authority, in consultation with the Manager of Leisure, Open Space and Community Facilities, to approve the designs, final scope of the works and cost plan for the project.

4.    That the Manager of Leisure, Open Space and Community Facilities, in consultation with the Group Manager (Legal and Procurement), be authorised to amend the Leisure Management Contract with Sports and Leisure Management Limited to include within it the new facilities and to reflect the anticipated increase in income and expenditure.

5.    That the Head of Housing and Community Services be authorised to agree the consequential amendments to the lease of Eversley Leisure Centre to reflect the changes to the centre referred to in recommendation no. 4 above, and authorisation for the sub lease between Sports and Leisure Management Limited and South Essex Gymnastics Club.

6.    That consequential to the above, the Chief Financial Officer amends the capital programme to include expenditure of £799,000 on works at Eversley Leisure Centre funded by £569,000 that arose as a result of the closure of Basildon Sports Centre and the £230,000 contribution for South Essex Gymnastics Club.

(For voting see Appendix, Column 14)

To consider a report by the Group Manager (Corporate Governance and Support)

The Committee received a report from the Group Manager (Corporate Governance and Support) at the request of the Chairman that sought approval to the establishment of a Commission to undertake a review to explore the issues and barriers for all communities across the Borough, in particular accessibility of economic opportunities that exist locally.

It was reported that the desired outcome of the review would be a detailed report that presented its findings and subsequent recommendations setting out how the Council, other public sector organisations, the community and voluntary sector and the community itself could work together to unlock ability, capacity, drive and inspire change. The findings would be used to inform development of future Council policy and associated allocation of resources, as well as informing the Council’s role as a Community Leader and Place Shaper.

It was also proposed that a small working group be established to consider and endorse the outcomes as well as the appointment of a Chairman and other members to the Commission.

An update on the work of the Commission would be presented to a future meeting of the Committee later in the year.

It was suggested by a Member, and subsequently agreed that the title would include the word “Borough” to reflect that the Commission’s work would cover all areas.

(For voting see Appendix, Column 15)

Some Members raised concern that there may be duplication of work already undertaken and it was acknowledged that various reports already existed but these would be used to inform the work and the working group would be used to ensure that the detailed scope of the review would provide value for money .

            RESOLVED –

That the proposals for a “Breakthrough Basildon Borough” Commission details of which were set out in the report and the establishment of a small working group to support Officers in the appointment of a Chairman and other members of the Commission, and endorsement off the detailed terms of reference of the Commission be approved.

(For voting see Appendix, Column 16)

To consider a report by the Commissioning Director - Resourcing & Place Shaping

The Committee received a report from the Commissioning Director – Resourcing and Place Shaping (Chief Financial Officer) that presented a refreshed Corporate Plan for the period 2017-2021 for approval and recommendation to Council for adoption.

It was reported that the five existing promises had been condensed into three new promises and outlined a new vision statement. The Corporate Plan would form the wider strategic planning framework which would direct how and where the Council resources would be allocated.

During debate on the item, the following amendments were put to the meeting:-

Promise number 3 be expanded to read:-“Enhanced local environment and increased Pride in our Borough” with the following wording added to the narrative:- “In preparing the blue print for future development and growth of the Borough we will seek to ensure a balance between the Government’s growth agenda and the quality of life of those that live and work in the Borough”.

The following outcomes to be included:-

·         “A Borough that will plan properly to improve air quality”

·         “A Borough that will plan properly to protect against the negative impact of urban sprawl, protect community spaces, and habitat destruction and fragmentation”

Upon being put to the vote, the amendments were carried.

(For voting see Appendix, Column 17)

            RESOLVED –

That the refreshed Corporate Plan (as amended) as set out in Enclosure No. 1 to the report be recommended to Council for approval and adoption, subject to minor amendments by the Chairman of Policy and Resources Committee.

(For voting see Appendix, Column 18)

To consider a report by the Group Manager (Human Resources and Organisational Development)

The Committee received a report from the Group Manager (Human Resources and Organisational Development) that sought approval to a proposed Corporate Management Team restructure and related actions which followed the Council resolution at the meeting held on 13 July 2017.

The report also set out proposed interim arrangements and it was noted that the Council would be required to confirm the appointment to the statutory role of “Head of Paid Service” at its next meeting due to be held on 12 October 2017.

There was some discussion by Members relating to the previous Council meeting and the reason why the report on the Corporate Management Restructure was debated in Part II. Officers explained the reasoning behind this and also made reference to the Officer Decision Record that had subsequently been published with regards to the Chief Executive’s settlement agreement.

            RESOLVED –

1.    That the proposals as set out in the report in connection with the following be approved:-

a)    The restructure of the Council’s Corporate Management Team, including the deletion of the post of Chief Executive from 1 August 2017 and designation of the statutory role of “Head of Paid Service”

b)    The interim arrangements to be in place whilst the restructure of the Council’s Corporate Management Team is undertaken

c)    The proposed recruitment process and evaluation of posts to determine the correct pay bands

2.    The Monitoring Officer make the necessary changes to the Constitution which are necessary to give effect to the above.

(For voting see Appendix, Column 19)

To consider a report by the Group Manager (Corporate Governance and Support)

The latest Work Programme for the Committee was presented, which had been updated following the last meeting.

The Committee were also asked to endorse the Work Programmes of the Housing and Community, Regeneration and Environment, and Infrastructure, Growth and Development Service Committees in order to have an overview of all of the Committee’s planned work and ensure it aligned with the Council’s Corporate Plan and promises and that resources were available to ensure delivery of each Committee’s priorities.

At the last meeting of the Committee, two Working Groups were proposed. Further details were requested on the purpose of these Groups, details of which were now set out at Enclosure No. 3 to the report and approval was sought on the establishment of both a Communications and a Business Rates Working Group.

During discussion on the Work Programmes, it was requested, and subsequently agreed that the Regeneration and Environment Committee  be asked to include in their work programme an item regarding the possible provision of an Automated Number Plate Recognition system at the main car park in Wickford.

(For voting see Appendix, Column 20)

With regard to the update on the Grammar School Annexe, reference was made to Enclosure No. 4 to the report and it was suggested that any future opportunities would be referred to the Infrastructure, Growth and Development Committee.

Clarification was sought on an item contained within the Housing and Community Work Programme regarding Basildon Police Station custody suite closure and it was acknowledged that this needed to be reworded to make clear that it was a trial closure.

            RESOLVED –

1.    That the proposed Work Programme of the Policy and Resources Committee for 2017/18 as set out at Enclosure No. 1 to the report be approved.

2.    That the Work Programmes of the Housing and Community, Regeneration and Environment, and Infrastructure, Growth and Development Committees as set out at Enclosure ON. 2 to the report, be endorsed.

3.    That the establishment of a time limited “Business Rates Working Group” and a “Communications Working Group”, details of which set out at Enclosure No. 3 to the report, be approved.

(For voting see Appendix, Column 21)