Agenda and minutes

Members are asked to declare any interest and the nature of that interest which they may have in any of the items under consideration at this meeting. 

There were no declarations of interest.

The Chairman to advise whether they have agreed to any item of urgent business being admitted to the agenda.

There was no urgent business.

To confirm as a correct record the Minutes of the meeting of the Committee held on 4 September 2012.

The Minutes of the meeting held on 4 September 2012 were agreed as a correct record and signed by the Chairman.

The following reports contain exempt information as defined in the following paragraphs of Part 1, Schedule 12A of Local Government Act 1972.

3 – Information relating to the financial or business affairs of any particular person (including the authority holding that information).

Members are reminded that whilst the following item has been marked as exempt, it is for the meeting to decide whether or not to consider each of them in private or in public. In making the decision, members should balance the interests of individuals or the Council itself in having access to the information. In considering their discretion members should also be mindful of the advice of Council Officers.

Should Members decide not to make a decision in public, they are recommended to pass the following recommendation:

“That, in accordance with Section 100A(4) 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 could involve the likely disclosure of exempt information as defined in paragraph 3 of Schedule 12A of that Act.”

Resolved

That, in accordance with Section 100A(4) 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 could involve the likely disclosure of exempt information as defined in paragraph 3 of Schedule 12A of that Act.

** Please note that the appendix to the report will be circulated separately from the main agenda pack as it is A3 **

Exempt Report of Director of Resources

The Board considered a report of the Director of Resources which sought agreement on recommendations to the Executive for the Capital Programme for 2013-14 to 2016-17.

The Chairman opened the discussion with a brief resume of the work that the Board had undertaken to review the capital bids for 2013-14. The bids received were reviewed at an informal budget scrutiny meeting on 24 September 2012 and had been scored using a standard score card taking into account:

-          Drivers (compulsory/legal; highly recommended; or desirable)

-          Strategic Objectives (direct and significant to a strategic objective; indirect; or, not applicable)

-          Consultation Priority

-          Impact on performance or service deliver

-          Organisation risk

-          Efficiency (positive revenue with figures provided)

Executive Lead Members and Heads of Service had attended the second informal budget scrutiny meeting on 2 October 2012 to provide the Board with additional information on a number of bids and respond to any queries raised by Board members.

In considering the bids the Board agreed that it was important to take account of the score including the reason for the proposed capital expenditure, how the money was allocated by quarter and any requirements in future years.

The Board agreed that the following bids which all had with a score of 24 or more should be recommended to the Executive for inclusion in the capital programme 2013/14: Bid 7 Cherwell Community Centre – Roof Covering Replacement; Bid 17 Units 6 & 7 Thorpe Way – Replacement Roof Covering; Bid 19 D & PS Access Audit 2012; Bid 23 Bicester Sports Village Phase 2; Bid 26 Stratfield Brake Repair Works;  Bid 36 Vehicle Replacement 2013/14; Bid 30 Mandatory Disabled Facilities Grants; Bid 34 Recycling Bank Replacement 2013/14; Bid 38 Vehicle lifting equipment; Bid 40 Microsoft Licensing; Bid 41 Desktop PC Replacement; Bid 44 Visualfiles Upgrade; Bid 43 Server Replacement Package; Bid 2 23 & 24 Thorpe Place – Replacement Roof Lights; Bid 45 Financial System Upgrade;

Members were satisfied with the information and justification for each of these bids however it was noted that there were a number of bids relating to the replacement of items which would have a limited life span and therefore require repair or replacing again as well as . Members commented that due to the limits on the capital pot consideration should be given to services building up funds to cover future replacements and ongoing costs.

Members also agreed that Bid 37 – Wheeled bin replacement scheme; Bid 8 – Works in Connection with Condition Survey; Bid 24Kidlington and Gosford Leisure Centre Astro Turf Replacement; Bid 25 North Oxfordshire Academy Track Refurbishment; and, Bid 29 Discretionary Housing Grants should be recommended for inclusion in the Capital Programme 2013/14.

The Board agreed that two bids should be recommended for inclusion in the 2013/14 Capital Programme subject to conditions: Bid 32 - Kidlington Pedestrian Scheme – Phase 2, subject to negotiation and agreement being reached with Kidlington Parish Council for the ongoing maintenance of the bollard; and, Bid 21 - Community  ...  view the full minutes text for item 36.

At the Board meeting of 4 September 2012 Members received an overview of the Environmental Services and homelessness budgets. Members will wish to refer to the restricted briefing note circulated with the 4 September 2012 Board meeting agenda and the minutes of that meeting which are attached to this agenda.

Members will wish to reflect on the evidence and frame recommendations to the Executive as part of the budget 2013/14.

Recommendations

The Board is recommended to consider the information and frame appropriate recommendations for consideration by Executive as part of the 2013/14 budget.

The Chairman reminded Members that at the Board meeting of 4 September 2012 Members had received an extensive briefing from the Head of Environmental Services during which Members were advised that Environmental Services delivered many of the front line services of the Council, including Waste Collection, Street Cleansing, Public Conveniences and Landscape Management. These services were the services that the Council was most well known for amongst residents and accounted for a significant percentage of overall Council expenditure. The overall revenue budget for Environmental Services was £5.86 million.

In considering the Environmental Services budget, Members noted that waste collection from residents in the district was the primary function of the waste service but considered that the collection of commercial waste could generate an income for the Council. It was acknowledged that the cost of such a service could outweigh any benefits and agreed that giving consideration to the feasibility of offering such a service through a cost/benefit analysis would be the most appropriate course of action in the first instance.

The Board had undertaken a detailed review of the Council’s partnership with the Oxfordshire Waste Partnership (OWP) in 2010/11 and retained the item on their work programme to monitor in light of uncertainty about the financial arrangements.

The Director of Community and Environment advised the Board that there was still considerable uncertainty about the financial arrangements and, in particular, the payments to collection authorities from the county council. The issue was under discussion by Leaders and Chief Executives across the county and would also be considered by the OWP at their next meeting.

Members agreed that this should remain on their work programme and requested that the Head of Environmental Services provide updates to the Board as appropriate. 

In terms of the homelessness budget, at their September meeting the Board had been advised that the Council’s homelessness budget had remained relatively stable for the previous two years and the Government had confirmed that the Council’s homelessness grant would remain the same for the next two years, but this was not ring fenced. Members had considered that as a consequence of the Government’s Local Government Resources Review and Welfare Reforms, the Board agreed that they should retain a watching brief through the Finance Scrutiny Working Group.

Resolved

(1)               That the recommendations, conclusions and comments relating to the Environmental Services and Homelessness budgets as set out at appendix 1 to these minutes be submitted to the Executive for consideration as part of draft 1 of the 2012/13 budget.

The Board is requested to resolve:

“That the press and public be readmitted to the meeting.”

Resolved

That the press and public be readmitted to the meeting.

Report of Head of Law and Governance

Summary

This report presents the Resources and Performance Scrutiny Board work programme 2012/13 for consideration.

Recommendations

The Resources and Performance Scrutiny Board is recommended:

(1)               To consider the Resources & Performance Scrutiny Board work programme 2012/13 as set out at Appendix 1 of the attached report.

The Board considered a report of the Head of Law and Governance which presented the Resources and Performance Scrutiny Board work programme 2012/13 for consideration.

Resolved

(1)               That the Resources & Performance Scrutiny Board work programme 2012/13 be noted.