Agenda, decisions and minutes


Venue: Bodicote House, Bodicote, Banbury, OX15 4AA

Contact: Lesley Farrell / Joel Bliss, Democratic and Elections  Email: lesley.farrell@cherwellandsouthnorthants.gov.uk, 01295 221591

Items
No. Item

3.

Declarations of Interest

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.

Minutes:

There were no declarations of interest.

4.

Urgent Business

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

 

Minutes:

There was no urgent business.

5.

Minutes pdf icon PDF 225 KB

To confirm as a correct record the minutes of the meetings held on 28 February, 6 April and 16 May 2017.

Additional documents:

Minutes:

The minutes of the meetings of the Budget Planning Committee held on 28 February, 6 April and 15 May 2017 were agreed as correct records and signed by the Chairman.

6.

Chairman's Announcements

To receive communications from the Chairman.

Minutes:

There were no Chairman’s announcements.

7.

2016-17 Revenue and Capital Outturn Report pdf icon PDF 294 KB

Report of the Chief Finance Officer

 

Purpose of report

 

This report summarises the Council’s Revenue and Capital performance and its reserves position for the financial year 2016-17.  The figures are still subject to finalisation and external audit.

 

Recommendations

            

The Budget Planning Committee is recommended to:

 

1.1       Agree the carry forward of budget underspends from 2016-17 to 2017-18 as detailed in Appendix 1.        

1.2       Note the capital out-turn position for 2016-17 detailed in Appendix 2.

 

1.3       Agree the review of reserves as detailed in Appendix 3.         

1.4       Agree the balances on capital schemes which have slipped in 2016-17 to be carried forward into the 2017-18 capital programme as set out in Annex 2.

 

1.5       Delegate responsibility to the Chief Finance Officer in consultation with the Lead Member for Financial Management to consider and implement further changes relating to all aspects of the closedown of the accounts for 2016-17 including: realigning reserves; the transfer of costs from revenue to capital; amendments of the revenue and capital budgets; and implementation of a minimum revenue provision accordingly. 

Additional documents:

Decision:

Resolved

 

(1)          That it be recommended to the Account Audit and Risk Committee that the carry forward of the budget underspends from 2016-17 to 2017-18 be agreed.

 

(2)          That it be recommended to the Account Audit and Risk Committee that the capital out-turn position for 2016-17 be noted.

 

(3)          That it be recommended to the Account Audit and Risk Committee that the review of reserves be agreed.

 

(4)          That it be recommended to the Account Audit and Risk Committee that the balances on slipped capital schemes in 2016-17 be agreed and carried forward into the 2017-18 capital program.

 

 

Minutes:

The Chief Finance Officer submitted a report on the Revenue and Capital Outturn position at the end of the 2016-17 financial year. The Committee was advised that whilst there had been issues surrounding Regeneration and Housing, new management and processes were in place and the issues were being addressed and resolved.

 

In response to Members’ comments regarding poor budgeting and the Solihull Partnership, the Chief Finance Officer explained that areas where problems had occurred had been reviewed. The majority of the Solihull Partnership work had now been completed and a more productive relationship was now in place.

 

Members raised concerns about the amount of slippage from 2016-17 and requested more information as to why these projects had slipped. The Committee also requested that greater context to the slippages be provided to ensure that the same projects had not slipped repeatedly.

 

Some members of the Committee raised concerns about the distribution of New Homes Bonuses. The Chief Finance Officer suggested that a review of the use of New Homes Bonus be brought to Committee in September.

 

Resolved

 

(1)          That it be recommended to the Account Audit and Risk Committee that the carry forward of the budget underspends from 2016-17 to 2017-18 be agreed.

 

(2)          That it be recommended to the Account Audit and Risk Committee that the capital out-turn position for 2016-17 be noted.

 

(3)          That it be recommended to the Account Audit and Risk Committee that the review of reserves be agreed.

 

(4)          That it be recommended to the Account Audit and Risk Committee that the balances on slipped capital schemes in 2016-17 be agreed and carried forward into the 2017-18 capital program.

 

8.

Business Rates Monitoring 2016-2017 pdf icon PDF 357 KB

Report of the Chief Finance Officer

 

Purpose of report

 

To provide members of Budget Planning Committee with the business rates position as at the end the 2016-2017 financial year.

 

Recommendations

            

The meeting is recommended to:

 

 1.1        Note this report.

 

Decision:

Resolved

 

(1)          That the report be noted

 

Minutes:

The Chief Finance Officer submitted a report which provided Members with the business rates position as at the end of 2016-2017 financial year.

                 

The Business Support Manager explained that a number of large projects were outstanding with the Valuation Office Agency and once included would even out the decline in business rates.

 

In response to concerns raised by members over the increasing rates that many businesses faced; which could cause companies to reduce in size, leave the area of even close completely, the Business Support Manager explained that there would be business rate relief schemes in place to assist with the transitional period.

 

Resolved

 

(1)          That the report be noted

 

9.

Review of Procurement Strategy Progress pdf icon PDF 161 KB

Report of the Chief Finance Officer

 

Purpose of report

 

This report summarises the Council’s Procurement Strategy progress for Quarter 4 of the financial year 2016-17.

 

Recommendations

            

The meeting is recommended to:

 

1.1         Note the progress made during Quarter 4 2016-17 in implementing the Council’s Procurement Strategy.

 

Decision:

Resolved

 

(1)          That the progress made in implementing the Council’s Procurement Strategy during Quarter 4 2016-17 be noted.

 

 

Minutes:

The Chief Finance Officer submitted a report that summarised the Council’s Procurement Strategy progress for Quarter 4 of the financial year 2016-2017.

In response to Members’ comments regarding the suitability of contractors, the Procurement Manager informed the Committee that when looking for contractors, a company’s prior record would be taken into account and that regarding the success of a contract; contract management was a key element.

 

The Committee commented that the format of the report had improved and was much more informative than previous reports.

 

Resolved

 

(1)          That the progress made in implementing the Council’s Procurement Strategy during Quarter 4 2016-17 be noted.

 

 

10.

Council Tax Reduction Scheme 2018-2019 pdf icon PDF 323 KB

Report of the Chief Finance Officer

 

Purpose of report

 

To provide members with an update on the implications of the current Council Tax Reduction Scheme (CTRS) and the changes to discounts, including the impact on collection rates, and to provide members with options to consider for a Council Tax Reduction Scheme for 2018-2019 so that consultation may be undertaken.    

 

Recommendations

            

The meeting is recommended to:

 

 1.1        Note the contents of the report and any financial implications for the Council.

 

1.2     Recommend to Executive which option(s) should be considered for the CTRS for 2018-2019 so that consultation may be undertaken.

 

Decision:

Resolved

 

(1)          That the financial implications of the report be noted.

 

(2)          That Executive be recommended to agree Option 1 - No change to the current local Council Tax Reduction scheme, as the preferred Council Tax Reduction Scheme for 2018-19 in order for consultation to be undertaken

Minutes:

The Chief Finance Office submitted a report to provide members with an update on the implications of the current council Tax Reduction Scheme (CTRS) and the changes to discounts, including the impact on collection rates, and to provide members with options to consider for a Council Tax Reduction Scheme for 2018-2019.

 

The Committee were satisfied with the current scheme and agreed that Executive be recommended to agree there be no change to the scheme.

 

Resolved

 

(1)          That the financial implications of the report be noted.

 

(2)          That Executive be recommended to agree Option 1 - No change to the current local Council Tax Reduction scheme, as the preferred Council Tax Reduction Scheme for 2018-19 in order for consultation to be undertaken

11.

Spring Budget 2017 - Business Rates Relief Schemes pdf icon PDF 239 KB

Report of the Chief Finance Officer

 

Purpose of report

 

To provide members of Budget Planning Committee with an update on the Spring Budget 2017 changes to Business Rates and to provide members with details of the proposed local Discretionary Business Rate Relief Scheme and Pubs Relief Scheme.

 

Recommendations

            

The meeting is recommended to:

 

 1.1        Note the contents of the report and any financial implications for the Council.

 

1.2       Consider any amendments to the proposed local Discretionary Business Rate Relief Scheme.

                       

1.3       Recommend to Executive the adoption of the final local Discretionary Relief Business Rate Relief Scheme and the Pubs Relief Scheme.

 

Additional documents:

Decision:

Resolved

 

(1)          That the contents of the report be noted.

 

(2)          That no amendments be recommended to Executive to the proposed local Discretionary Business Rate Relief Scheme.

 

(3)          That Executive be recommended to adopt the final local Discretionary Relief Business Rate Relief Scheme and the Pubs Relief Scheme.

 

(4)          That Executive be recommended to consider a more robust connection with the business community.

Minutes:

The Chief Finance Officer submitted a report on the spring budget 2017 changes to Business Rates and provided members with details of the proposed local Discretionary Business Rate Relief Scheme and Pubs Relief Scheme.

 

In response to Members’ questions, the Business Support Manager explained that one hundred and twenty seven businesses would be eligible to benefit from the proposed scheme. Support to local Business would be maximised as there would be a 100% refund from central government.

 

At the request of Members, the Chief Finance Officer agreed to circulate the list 127 businesses which would be eligible to benefit from the proposed schemes outside of the meeting.

 

Resolved

 

(1)          That the contents of the report be noted.

 

(2)          That no amendments be recommended to Executive to the proposed local Discretionary Business Rate Relief Scheme.

 

(3)          That Executive be recommended to adopt the final local Discretionary Relief Business Rate Relief Scheme and the Pubs Relief Scheme.

 

(4)          That Executive be recommended to consider a more robust connection with the business community.

12.

Review of Committee Work Plan pdf icon PDF 9 KB

To review the Committee Work Plan.

Decision:

Resolved

 

(1)          That a review of New Homes Bonus allocation be added to 26 September 2017.

 

(2)          That subject to resolution (1), the work program be noted.

Minutes:

The Committee considered its work programme. As discussed under agenda item 6, 2016-2017 Revenue and Capital Outturn Report, a review of the New Homes Bonus allocation was added to the Work Programme.

 

Resolved

 

(1)          That a review of New Homes Bonus allocation be added to 26 September 2017.

 

(2)          That subject to resolution (1), the work program be noted.


13.

Exclusion of Press and Public

The following items 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 it 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 under Section 100A of the Local Government Act 1972, the public and press be excluded from the meeting for the following item of business on the ground that, if the public and press were present, it would be likely that exempt information falling under the provisions of Schedule 12A, Part 1, Paragraph 3 would be disclosed to them, and that in all the circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information.”

 

Decision:

Resolved

 

(1)          That the Press and Public be excluded.

Minutes:

Resolved

 

“That under Section 100A of the Local Government Act 1972, the public and press be excluded from the meeting for the following item of business on the ground that, if the public and press were present, it would be likely that exempt information falling under the provisions of Schedule 12A, Part 1, Paragraph 3 would be disclosed to them, and that in all the circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information.”

 

14.

Medium Term Revenue Plan - 2017/18 to 2021/22

Exempt report of the Chief Finance Officer.

 

Decision:

Resolved

 

(1)          That the exempt report be noted.

Minutes:

The Chief Finance Officer submitted an Exempt report on the Medium Term Revenue Plan 2017-18 to 2021/22.

 

Resolved

 

(1)          That the exempt report be noted.