Agenda, decisions and minutes


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

Contact: Sharon Hickson, Democratic and Elections  Email: sharon.hickson@cherwellandsouthnorthants.gov.uk, 01295 221554

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 were no items of urgent business.

5.

Minutes pdf icon PDF 203 KB

To confirm as a correct record the minutes of the meetings held on 27 February 2018 and 15 May 2018

Additional documents:

Minutes:

The minutes of the meetings of the Committee held on 27 February and 15 May 2018 were confirmed 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.

2017-2018 Outturn Report CDC pdf icon PDF 300 KB

Report of the Executive Director – Finance and Governance

 

Purpose of report

 

This report summarises the Cherwell District Council’s (CDC) Revenue and Capital performance and the position of its Reserves for the financial year 2017/18. It represents the culmination of all work undertaken by the Council to deliver high quality services that represent good value for money for our residents and communities across the district.

 

In the interests of transparency and good governance, we are presenting the final outturn set out in this report. In future we will be introducing new ways to keep Members and the public more informed in a timelier manner. Alongside this final position the Council is required to deliver its draft Statement of Accounts which represents this same information in a slightly different way. New for 2017/18, the Council was required by central Government to complete its draft statement of accounts by 31 May 2018, which is earlier than previously and represents a commitment to provide financial statements in a timelier manner. CDC met this revised deadline. We are now in a position to present this final outturn.

 

 

Recommendations

            

1.1       Committee note the outturn figures for the General Fund and the Capital Programme 2017/18.

 

1.2       Committee note the approved items of capital re-profiling detailed at Annex 1 which have been approved under financial procedure rule 2.4.6 (b).

 

1.3       Committee note the reserves position at Annex 2.

 

1.4      Cabinet delegate responsibility to the Executive Director – Finance and Governance, in consultation with Portfolio Holder for Finance and Governance, to consider and implement changes relating to all aspects of the closedown of the accounts for 2017/18 including: realigning reserves, the transfer of costs from revenue to capital, amendments to revenue and capital budgets accordingly.

 

Additional documents:

Decision:

Resolved

 

(1)       That the outturn figures for the General Fund and the Capital Programme 2017/18 be noted

 

(2)       That the approved items of capital re-profiling (annexe 1 to the Minutes as set out in the Minute book), that had been approved under financial procedure rule 2.4.6 (b) be noted

 

(3)       That the reserves position (annexe 2 to the Minutes as set out in the Minute book) be noted

Minutes:

The Committee considered a report from the Assistant Director – Finance and Procurement which detailed the Revenue and Capital Outturn for the 2017-2018 financial year.

 

The Assistant Director – Finance and Procurement explained that the report was the culmination of the last financial year, and future reports would be more timely.

 

The Chairman of the Committee explained that he had been speaking with the Interim Executive Director – Finance and Governance regarding an additional meeting of the Committee, to go through the capital schemes which had been subject to slippage. A number of projects had appeared on the slippage list for more than one financial year, and the Chairman felt it would be appropriate for more detailed questions to be asked of relevant officers before the next budget setting process for the next financial year.

 

Resolved

 

(1)       That the outturn figures for the General Fund and the Capital Programme 2017/18 be noted

 

(2)       That the approved items of capital re-profiling (annexe 1 to the Minutes as set out in the Minute book), that had been approved under financial procedure rule 2.4.6 (b) be noted

 

(3)       That the reserves position (annexe 2 to the Minutes as set out in the Minute book) be noted

8.

Performance Finance and Risk Report - May 2018 (CDC) pdf icon PDF 209 KB

Report of the Assistant Director – Finance and Procurement

 

Purpose of report

 

This report summarises the Councils Performance, Risk and Finance monitoring position as at the end of each month.

 

Recommendations

            

1.1       To note the contents of the report.

 

Additional documents:

Decision:

Resolved

 

(1)       That the report be noted

Minutes:

The Committee considered a report from the Assistant Director Finance and Procurement that detailed the Council’s performance, risk and monitoring position as at the end of May 2018.

 

The Assistant Director Finance and Procurement explained that performance information was now being submitted to Executive monthly, in order to give a more timely report of performance across the Council. This meant that other Committees considering the information would also receive it more quickly than in previous years.

 

In response to questions from the Committee regarding the current overspend in relation to interim staff, the Assistant Director – Finance and Procurement explained that the use of interim staff had been a short term measure for immediate cover before permanent staff were recruited. However, the change in shared working arrangements with South Northamptonshire Council had meant that some arrangements would be for a longer period.

 

With regard to the below target performance of business rates collection, with 92.31% collected against a 98.5% target, the Operations Director – CSN resources explained that a combination of factors including a system change and last minute schedules from the Valuation Office Agency meant it had been a challenging 12 months. Collection rates for 2018-2019 were currently on track and it was also hoped that some of the deficit could be collected.

 

In response to questions regarding the increase in unemployment rates and the actual numbers involved, the Interim Executive Director Finance and Governance agreed to forward the question to the relevant Assistant Director for a response.

 

Resolved

 

(1)       That the report be noted

9.

Council Tax Reduction Scheme 2019-2020 pdf icon PDF 389 KB

Report of the Executive Director Finance and Governance

 

Purpose of report

 

To provide members of the Budget Planning Committee with an update on the implications of the current Council Tax Reduction Scheme 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 2019-2020.    

 

 

Recommendations

            

The meeting is recommended:

 

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

 

1.2     To recommend to Executive which option(s) should be considered for the Council Tax Reduction Scheme for 2019-2020.

 

1.3.   If the option of no change to the current scheme is recommended to Executive members of this committee are requested to also recommend that no consultation takes place.

 

Decision:

Resolved

 

(1)       That the contents of the report and the financial implications for the Council be noted

 

(2)       That Option 1 – no change to the current local Council Tax Reduction scheme or Council Tax discounts and uprating the Council Tax Regulations in line with Department for Work and Pensions annual uprating be recommended to Executive for consideration for the Council Tax Reduction Scheme for 2019-2020

 

(3)       That Executive be recommended not to undertake consultation, in light of there being no proposed change to the Council Tax Reduction Scheme for 2019-2020

Minutes:

The Committee considered a report from the Interim Executive Director Finance and Governance which provided options for consideration for the Council Tax Reduction Scheme for 2019-2020.

 

The Operations Director – CSN Resources explained that advice had been taken from the legal team, and in the event that the Council wished to propose no change to the existing scheme, no consultation would be required.

 

It was proposed by Councillor Barry Richards and seconded by Councillor Andrew McHugh thatOption 1 – no change to the current local Council Tax Reduction scheme or Council Tax discounts and uprating the Council Tax Regulations in line with Department for Work and Pensions annual uprating be recommended to Executive for consideration for the Council Tax Reduction Scheme for 2019-2020.

 

Resolved

 

(1)       That the contents of the report and the financial implications for the Council be noted

 

(2)       That Option 1 – no change to the current local Council Tax Reduction scheme or Council Tax discounts and uprating the Council Tax Regulations in line with Department for Work and Pensions annual uprating be recommended to Executive for consideration for the Council Tax Reduction Scheme for 2019-2020

 

(3)       That Executive be recommended not to undertake consultation, in light of there being no proposed change to the Council Tax Reduction Scheme for 2019-2020

10.

Review of Committee Work Plan pdf icon PDF 227 KB

Report of the Executive Director – Finance and Governance

 

Purpose of report

 

This report sets out the draft work programme for 2018/19.

 

Recommendations

            

1.1       To review the work programme contained within this report.

 

1.2       Approve the work programme for 2018/19.

Decision:

Resolved

 

(1)       That subject to inclusion of monitoring of the loan to Silverstone Heritage, and an informal update meeting relating to Capital projects, the work programme for 2018/19 be approved

Minutes:

The Committee considered the draft work programme for 2018-2019.

 

As had been discussed earlier in the meeting, an additional informal meeting of the Committee would be arranged during October, to allow for updates to be given in relation to the capital programme items, before the new capital bids were considered later in the year.

 

With regard to the recent loan to Silverstone Heritage, the Interim Executive Director – Finance and Governance agreed to the Committee’s request to add monitoring of the loan to the work programme.

 

Resolved

 

(1)       That subject to inclusion of monitoring of the loan to Silverstone Heritage, and an informal update meeting relating to Capital projects, the work programme for 2018/19 be approved

11.

Exclusion of Press and public

The following report(s) contain exempt information as defined in the following paragraph(s) 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(s) have 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 resolve as follows:

 

“That under Section 100A of the Local Government Act 1972, the public and press be excluded from the meeting for the following item(s) of business on the grounds that, if the public and press were present, it would be likely that exempt information falling under the provisions of Schedule 12A, Part I, 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.”

 

Minutes:

Resolved

 

(1)       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 grounds that, if the public and press were present, it would be likely that exempt information falling under the provisions of Schedule 12A, Part I, 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.

 

12.

Medium Term Financial Strategy Presentation

Exempt presentation from the Executive Director: Finance and Governance.

Decision:

Resolved

 

(1)       That the exempt presentation be noted

Minutes:

The Interim Executive Director Finance and Governance gave an exempt presentation regarding the Medium Term Finance Strategy.

 

The presentation covered the different aspects of the budget, and the proposed timescale for setting the 2019-2020 budget.

 

The Committee asked detailed questions on all aspects of the budget, which were duly answered by officers. 

 

Resolved

 

(1)       That the exempt presentation be noted