Agenda, decisions and minutes

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

There were no declarations of interest.

The Chairman to report on any requests to submit petitions or to address the meeting.

There were no petitions or requests to address the meeting.

To receive communications from the Chairman.

There were no Chairman’s announcements.

To confirm as a correct record the Minutes of the meeting held on

The Minutes of the meeting of the Committee held on 15 September 2016 were agreed as a correct record and signed by the Chairman.

Resolved

That, in accordance with Section 100A(4) of 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 paragraphs 1, 2, 3 and 4 of Schedule 12A of that Act and that in all the circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information.

Report of Joint Chief Executive and Chief Finance Officer

Purpose of report

To seek approval to recruit a Joint Chief Executive along with the pay and package to be offered, to consider the recruitment process including the use of search and recruitment consultants.

Recommendations

The meeting is recommended:

 1.1        To agree to the recruitment of a Joint Chief Executive.

1.2         To consider the pay and package review and agree any changes to the current terms and conditions.

1.3         To note the submissions from the search and recruitment companies and identified preferred bidder and to delegate to the Head of Paid Service or her deputy, in consultation with the Leaders of CDC and SNC, authority to agree the terms of the appointment of the preferred bidder and the associated decisions regarding the finalisation of the material for publication including:

                      i.        Job advertisement

                    ii.        ‘Micro site’ domain name, if required

                   iii.        ‘Micro site’ copy, including Leaders’ letter of introduction

1.4         To note the timescale for the recruitment process and that interim arrangements for the Head of Paid Service, Returning Officer and Electoral Registration Officer positions will be required.

Resolved

(1)          That agreement to the recruitment of a Joint Chief Executive be given.

(2)          That having given due consideration to the pay and package for the Joint Chief Executive, the changes to the current terms and conditions, as set out in the exempt minutes, be agreed.

(3)          That it be noted that submissions from the search and recruitment companies had been received and authority be delegated to the Head of Paid Service or her deputy, in consultation with the Leaders of CDC and SNC, to appoint a consultant and agree the terms of the appointment of the preferred bidder and the associated decisions regarding the finalisation of the material for publication including:

                      i.        Job advertisement

                    ii.        ‘Micro site’ domain name, if required

                   iii.        ‘Micro site’ copy, including Leaders’ letter of introduction

(4)          That the timescale for the recruitment process be noted and that it be further noted that interim arrangements for the Head of Paid Service, Returning Officer and Electoral Registration Officer positions would be required.

The Joint Chief Executive and Chief Finance Officer submitted a report to seek approval to recruit a Joint Chief Executive along with the pay and package to be offered, to consider the recruitment process including the use of search and recruitment consultants.

Resolved

(1)          That agreement to the recruitment of a Joint Chief Executive be given.

(2)          That having given due consideration to the pay and package for the Joint Chief Executive, the changes to the current terms and conditions, as set out in the exempt minutes, be agreed.

(3)          That it be noted that submissions from the search and recruitment companies had been received and authority be delegated to the Head of Paid Service or her deputy, in consultation with the Leaders of CDC and SNC, to appoint a consultant and agree the terms of the appointment of the preferred bidder and the associated decisions regarding the finalisation of the material for publication including:

                      i.        Job advertisement

                    ii.        ‘Micro site’ domain name, if required

                   iii.        ‘Micro site’ copy, including Leaders’ letter of introduction

(4)          That the timescale for the recruitment process be noted and that it be further noted that interim arrangements for the Head of Paid Service, Returning Officer and Electoral Registration Officer positions would be required.

(The only officers present for this item were the Chief Finance Officer, Assistant Director – Transformational Governance and the Interim Democratic and Elections Manager)

Resolved

That the press and public be readmitted to the meeting.

Report of Head of Transformation

Purpose of report

To present employmentstatisticsfor informationand monitoringpurposes.

Recommendations

Themeetingis recommended to:

1.1        Notethecontents ofthereport.

Resolved

(1)          That the report be noted.

The Head of Transformation submitted a report to present employmentstatisticsfor informationand monitoringpurposes.

In presenting the report, the Human Resources and Organisational Development Manager explained that it was a requirement to report employment statistics by employer. Regarding the vacancy figures, the Committee was advised that as at 18 November 2016, therewere 50trulyvacantposts (SNC 9 & CDC 41). Cover wasfroma mixtureofagencyand temporarystaffing, restructures and there were some vacant posts which were currently being recruited to.

Resolved

(1)          That the report be noted.

Report of Head of Strategic Planning and the Economy and Head of Development Management

Purpose of report

This report presents the final business cases for a Joint Planning Policy and Growth Strategy Team and a Joint Design and Conservation Team across Cherwell District and South Northamptonshire Councils (hereafter Cherwell or CDC and South Northamptonshire or SNC respectively).

The report recommends the formation of a Joint Planning Policy and Growth Strategy Team and a Joint Design and Conservation Team and in doing so seeks the Executive’s agreement for the non-staffing elements of the business cases.

The proposal is part of the wider transformation programme across the two Councils.

Recommendations

The meeting is recommended:

 1.1        To consider the responses to the consultation process with the affected staff and trade union representatives received as detailed in the consultation log (attached as exempt Appendix 3 and 4) and from the Joint Councils Employee Engagement Committee (to be reported verbally), and determine whether any amendment to the business case is required as a result of them.

1.2         To note that the business case will be considered in respect of non-staffing matters  by CDC Executive on 5 December 2016 and by SNC Cabinet on 12 December 2016.

1.3         To approve the staffing aspects of the final business cases to create a Joint Planning Policy and Growth Strategy Team and a Joint Design and Conservation Team between CDC and SNC, subject to similar consideration and approval of the non-staffing aspects of the business case by CDC Executive and SNC Cabinet.

1.4         To delegate to the Head of Development Management and the Head of Strategic Planning and the Economy responsibility for implementation of the business cases, including approving the costs of any potential redundancies, in consultation with the Chief Finance Officer, subject to the business case being agreed by both Councils.

Resolved

(1)          That having given due consideration to the responses to the consultation process with the affected staff and trade union representatives and from the Joint Councils Employee Engagement Committee, it be determined that no further amendment to the business cases  for a Joint Planning Policy and Growth Strategy Team and Joint Design and Conservation Team was required.

(2)          That it be noted that the business cases would be considered in respect of non-staffing matters by Cherwell District Council Executive on 5 December 2016 and by South Northamptonshire Council Cabinet on 12 December 2016.

(3)          That the staffing aspects of the final business cases to create a Joint Planning Policy and Growth Strategy Team and a Joint Design and Conservation Team between Cherwell District Council and South Northamptonshire Council, subject to similar consideration and approval of the non-staffing aspects of the business case by Cherwell District Council Executive and South Northamptonshire Council Cabinet.

(4)          That, subject to the business case being agreed by both Councils, responsibility for implementation of the business cases, including approving the costs of any potential redundancies, be delegated to the Head of Development Management and the Head of Strategic Planning and the Economy in consultation with the Chief Finance Officer,

The Head of Strategic Planning and the Economy and Head of Development Management submitted a report which presented the final business cases for a Joint Planning Policy and Growth Strategy Team and a Joint Design and Conservation Team across Cherwell District Council (CDC) and South Northamptonshire Council (SNC) and recommended the formation of a Joint Planning Policy and Growth Strategy Team and a Joint Design and Conservation Team and in doing so seeks the Committee’s agreement for the staffing elements of the business cases.

The non-staffing elements of the business case would be considered at the 5 December CDC Executive and the 12 December SNC Cabinet meetings.

The proposal was part of the wider transformation programme across the two Councils.

Resolved

That, in accordance with Section 100A(4) of 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 paragraphs 1, 2, 3 and 4 of Schedule 12A of that Act and that in all the circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information.

The Committee considered the exempt appendices to the business cases for a Joint Planning Policy and Growth Strategy Team and Joint Design and Conservation Team.

Members asked a number of questions on the exempt appendices to which answers were duly provided.

Resolved

That the press and public be readmitted to the meeting.

Having readmitted the press and public, the Committee voted on the recommendations.

Resolved

(1)          That having given due consideration to the responses to the consultation process with the affected staff and trade union representatives and from the Joint Councils Employee Engagement Committee, it be determined that no further amendment to the business cases  for a Joint Planning Policy and Growth Strategy Team and Joint Design and Conservation Team was required.

(2)          That it be noted that the business cases would be considered in respect of non-staffing matters by Cherwell District Council Executive on 5 December 2016 and by South Northamptonshire Council Cabinet on 12 December 2016.

(3)          That the staffing aspects of the final business cases to create a Joint Planning Policy and Growth Strategy Team and a Joint Design and Conservation Team between Cherwell District Council and South Northamptonshire Council, subject to similar consideration and approval of the non-staffing aspects of the business case by Cherwell District Council Executive and South Northamptonshire Council Cabinet.

(4)          That, subject to the business case being agreed by both Councils, responsibility for implementation of the business cases, including approving the costs of any potential redundancies, be delegated to the Head of Development Management and the Head of Strategic Planning and the Economy in consultation with the Chief Finance Officer,

Report of Assistant Director - Transformational Governance

Purpose of report

To update members on progress with regard to the legal and financial due diligence with regard to the setup of joint local authority owned companies and in light of this request members to amend their decision set out in Minute 33, resolution 5 of 15 September 2016 meeting.

Recommendations

The meeting is recommended:

1.1       To note the progress on activities that is taking place with regard to the       establishment of the companies.

1.2       To agree to amend their decision as set out in Minute 33, resolution 5 as set out in             recommendation 1.3 and 1.4 below.

1.3       That officers be requested to establish and register a joint local authority owned teckalcompany limited by guarantee operating within a Mutual Trading Status with South Northants Council and Cherwell District Council as equal members of the company to deliver in the first instance a revenues and benefits service to the councils.

1.4       That subject to further tax advice officers be requested to establish and register a joint local authority owned sister trading company with South Northants Council and Cherwell District Council as equal owners, either  through company limited by shares or a company limited by guarantee, as appropriate based on financial and legal advice.

(Decisions for this item are subject to the respective call in arrangements of each council with call-in expiring at noon on Wednesday 7 December for CDC and Friday 9 December for SNC)

Resolved

(1)          That the progress on activities that is taking place with regard to the establishment of the companies be noted.

(2)          That agreement to given to amend the decision of the Joint Commissioning Committee as set out in Minute 33, resolution 5 as set out in resolutions (3) and (4) below.

(3)          That officers be requested to establish and register a joint local authority owned teckalcompany limited by guarantee operating within a Mutual Trading Status with South Northants Council and Cherwell District Council as equal members of the company to deliver in the first instance a revenues and benefits service to the councils.

(4)          That subject to further tax advice officers be requested to establish and register a joint local authority owned sister trading company with South Northants Council and Cherwell District Council as equal owners, either  through company limited by shares or a company limited by guarantee, as appropriate based on financial and legal advice.

The Assistant Director - Transformational Governance submitted a report to  update members on progress with regard to the legal and financial due diligence with regard to the setup of joint local authority owned companies and in light of this request members to amend their decision set out in Minute 33, resolution 5 of 15 September 2016 meeting.

Resolved

(1)          That the progress on activities that is taking place with regard to the establishment of the companies be noted.

(2)          That agreement to given to amend the decision of the Joint Commissioning Committee as set out in Minute 33, resolution 5 as set out in resolutions (3) and (4) below.

(3)          That officers be requested to establish and register a joint local authority owned teckalcompany limited by guarantee operating within a Mutual Trading Status with South Northants Council and Cherwell District Council as equal members of the company to deliver in the first instance a revenues and benefits service to the councils.

(4)          That subject to further tax advice officers be requested to establish and register a joint local authority owned sister trading company with South Northants Council and Cherwell District Council as equal owners, either  through company limited by shares or a company limited by guarantee, as appropriate based on financial and legal advice.

(Councillor Reynolds requested that his abstention from the vote be recorded)

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

Resolved

(1)          That Councillor Barry Wood be appointed Chairman of the Joint Commissioning Committee for the remainder of the municipal year 2016/2017.

Resolved

(1)          That Councillor Barry Wood be appointed Chairman of the Joint Commissioning Committee for the remainder of the municipal year 2016/2017.

(Councillor Wood subsequently took the Chair)

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

1             Information relating to any individual

2             Information which is likely to reveal the identity of an individual

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

4             Information relating to any consultations or negotiations, or contemplated consultations or negotiations, in connection with any labour relations matter arising between the authority or a Minister of the Crown and employees of, or office holders under, the authority.

Members are reminded that whilst the following items 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 pass the following recommendation:

“That, in accordance with Section 100A(4) of 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 paragraphs 1, 2, 3 and 4 of Schedule 12A of that Act and that in all the circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information.”

Resolved

That, in accordance with Section 100A(4) of 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 paragraphs 1, 2, 3 and 4 of Schedule 12A of that Act and that in all the circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information.

Exempt Report of Head of Regeneration and Housing

Resolved

(1)          That, having given due consideration, the draft business case for Joint Housing Services be endorsed as a basis for consultation with staff and trade unions.

(2)          That it be noted that the financial case for the business case would be finalised once the job evaluation process had been completed and costs were not expected to be higher than those included in the draft business cases, but may be lower and it be further noted that the job evaluation process was underway and was expected to be completed this month and consultation with staff would not commence until the completion of the job evaluation process.

1.2         That, having given due consideration to the ‘Review of CDC Build! Team and Regeneration Resources’, the development of a full business case to be received at a future meeting be endorsed.

The Head of Regeneration and Housing submitted an exempt report which presented the draft business case for a joint working in Housing Services across Cherwell District Council and South Northamptonshire Council.

Resolved

(1)          That, having given due consideration, the draft business case for Joint Housing Services be endorsed as a basis for consultation with staff and trade unions.

(2)          That it be noted that the financial case for the business case would be finalised once the job evaluation process had been completed and costs were not expected to be higher than those included in the draft business cases, but may be lower and it be further noted that the job evaluation process was underway and was expected to be completed this month and consultation with staff would not commence until the completion of the job evaluation process.

(3)          That, having given due consideration to the ‘Review of CDC Build! Team and Regeneration Resources’, the development of a full business case to be received at a future meeting be endorsed.

Exempt Report of Director – Strategy and Commissioning

Resolved

(1)          That, having given due consideration, the recommendations in the Benefits Realisation Review report be endorsed and the report be endorsed as a basis for consultation with staff and trade unions.

(2)          That it be noted that the financial case would be finalised once the job evaluation process had been completed and costs were not expected to be higher than those included in the Benefits Realisation Review report, but may be lower and consultation with staff would not commence until the completion of the job evaluation process.

The Director – Strategy and Commissioning submitted an exempt report which presented a series of recommendations to reconfigure the role of the Performance and Insight Team following the completion of the benefits realisation review.

Resolved

(1)          That, having given due consideration, the recommendations in the Benefits Realisation Review report be endorsed and the report be endorsed as a basis for consultation with staff and trade unions.

(2)          That it be noted that the financial case would be finalised once the job evaluation process had been completed and costs were not expected to be higher than those included in the Benefits Realisation Review report, but may be lower and consultation with staff would not commence until the completion of the job evaluation process.