Agenda, decisions and minutes

Apologies were received from Cllr Binns.

To confirm the minutes of the meeting held on 3 August 2016 as a correct record.

RESOLVED:

That the minutes of the meeting held on 3 August 2016 be signed by the Chairman as a correct record.

To note any declarations of interest made by members in connection with an agenda item.  The nature of the interest must also be specified.

Members are asked to discuss any possible interests with Democratic Services prior to the meeting.

No declarations of interest were made by any member in connection with an agenda item.

To note any issues raised during the public participation period.

No issues were raised in the public participation period.

The Leader advised members that, together with 5 other District Councils in Hampshire, this Council had commissioned Price Waterhouse Cooper to undertake an independent and detailed analysis of options for the delivery of services to people and communities.  This was in response to the consultations undertaken by the 3 unitary authorities around the Solent and Hampshire County Council with respect to devolution.

It was also understood that the Government’s Autumn Statement was due on 23 November 2016.  The Leader had therefore asked for both of these items to be included on the agenda for the meeting of the Cabinet on 7 December 2016.  Consideration was being given to the best way of sharing this information with members and the wider community and current thinking was that a detailed briefing session, open to all members, the public and media, would be held prior to the December meeting of the Cabinet.

To consider the development of the Medium Term Financial Plan for 2016 onwards and to consider the factors that will influence its delivery and that of the annual budget strategy 2017/18.

RECOMMENDED:

That the actions and the development of plans for options to support the Medium Term Financial Plan, as set out in Report Item 4 considered by the Cabinet, be supported.

The Cabinet was advised that, following consideration of the Medium Term Financial Plan in July (minute 14 refers), the Government’s offer of guaranteed funding levels to 2019/2020 had been accepted and, as required, the Council’s Efficiency Plan would be published on the website by 14 October 2016.

A key issue for the future was the redistribution formula that would be used with respect to business rates, and the degree to which local authorities retained the sums collected.  In this District the Council retained only a small proportion of the Business Rates collected.  It was understood that, by the end of this parliament, local government would not receive government grant but would be 100% funded by business rates, with the change being fiscally neutral over the medium term.

The Cabinet was advised of the key points of the Local Government Finance Settlement Technical Consultation Paper for 2017/18, which had been published in September.

In summary, the anticipated reduction in grant funding over the next 3 years was £3.051 million, a 37% reduction from 2016/17.  Increasing Council Tax in line with the thresholds allowed by Government would reduce the deficit to £1.898 million (a 10% reduction in the Council’s funding).  A breakdown of the funding assumptions was set out in Appendix 1 to the report.  A summary of estimated budget movements was set out in Appendix 2 to the report.  The Cabinet was advised that the financial projections were based on the working assumption that the Council would increase Council Tax in line with Government limits.  Council tax would however be set at the appropriate time.

The budget stabilisation process was continuing and other reviews were underway to achieve further savings.  The Cabinet was satisfied that by continuing to undertake efficiency reviews and to seek savings the Council was remaining in a strong financial position, responding to financial constraints, while maintaining healthy balances to allow flexibility for investment to achieve greater efficiencies.  The emphasis remained on protecting the delivery of front line services.

Resource plans had been produced for each portfolio, as attached as Appendices 3-8 of the report.

The asset maintenance and replacement programme to 2018/19 would be partly funded from reserves but would be mostly revenue funded.  The programme of work was being developed to remain within the financial parameters that had been agreed, and the summary programme would be reported to the Cabinet as part of the next Medium Term Financial Plan report.

RECOMMENDED:

That the actions and the development of plans for options to support the Medium Term Financial Plan, as set out in Report Item 4 considered by the Cabinet, be supported.

To assess the distribution of bring banks for recycled materials across the District in the light of the increased availability of the kerbside collection of materials.

RESOLVED:

(a)   That the number of public bring sites for recycling be reduced to approximately 20 that collect glass, mixed dry recyclable materials and textiles;

(b)   That the paper banks be refurbished and changed into dry mixed recyclable materials banks that can accept the same materials as the clear plastic sack kerbside collection;

(c)   That a working group be established to look at options for textile banks; and

(d)   That a trial collection of Waste Electrical and Electronic Equipment for recycling be undertaken from identified bring sites.

The Cabinet reviewed the coverage of recycling bring banks across the District in response to the kerbside collection of materials, including glass, now being available across the District.  Currently the public had access to 106 public bring sites, in a variety of types of location, which collected dry mixed recyclable materials (paper, card, plastic bottles, metal tins/cans, and glass bottles/jars).  A map of the sites was attached as Appendix 1 to the report.

Following the introduction of the kerbside collection of glass, some 65% of the glass for recycling was now collected directly from properties.  A review had established that there was spare capacity in the vehicles used for the kerbside collection of both dry mixed recyclables and glass.  In addition the markets were changing, for example with the reduction in printed media such as newspapers and magazines leading to reductions in the tonnages collected and the closure of 2 UK based paper re-processors in the last year.

It was proposed to reduce the number of bring sites from 106 to around 20 through a phased approach, with considerable publicity over the coming winter to advise the public of the impending changes.  The proposed 20 sites, which were those identified as satisfying the highest demand, were set out in the plan attached as Appendix 2 to the report.  Some additional sites, located at business premises, where the public also had access, could also continue through the trade waste and recycling collection service.  The Cabinet was satisfied that this proposal was a logical outcome from the successful introduction of the kerbside collection of materials, which was proving increasingly popular with local residents.

The opportunity would be taken to explore the collection of additional materials through the remaining bring banks, such as waste electrical and electronic equipment.  In addition, there were privately operated textile banks at many bring sites and it would be opportune to review their future operation.

It was projected that by reallocating vehicle resources it would be possible to dispense with one collection vehicle and the associated crew.  This could be achieved without redundancies.  Overall, it was anticipated that the proposal would achieve savings of £143,000, with the full breakdown set out in paragraph 5.5 of the report.

RESOLVED:

(a)   That the number of public bring sites for recycling be reduced to approximately 20 that collect glass, mixed dry recyclable materials and textiles;

(b)   That the paper banks be refurbished and changed into dry mixed recyclable materials banks that can accept the same materials as the clear plastic sack kerbside collection;

(c)   That a working group be established to look at options for textile banks; and

(d)   That a trial collection of Waste Electrical and Electronic Equipment for recycling be undertaken from identified bring sites.

Following the recent significant changes to the Council’s staffing structure, to update the Scheme of Delegation of Powers to Officers.

RESOLVED:

That the updated scheme of delegation of powers to the officers that are the responsibility of the Cabinet, as attached to these minutes, be agreed.

RECOMMENDED:

(a)   That the updated scheme of delegation of powers to the officers, that are not the responsibility of the Cabinet, as attached to the minutes of the meeting of the Cabinet, be agreed; and

(b)   That the following additional Proper Officer appointment be made:

The Cabinet considered revisions to the Scheme of Delegation of Powers to Officers to take account of the recent significant changes to the staffing structure.

RESOLVED:

That the updated scheme of delegation of powers to the officers that are the responsibility of the Cabinet, as attached to these minutes, be agreed.

RECOMMENDED:

(a)   That the updated scheme of delegation of powers to the officers, that are not the responsibility of the Cabinet, as attached to the minutes of the meeting of the Cabinet, be agreed; and

(b)   That the following additional Proper Officer appointment be made:

To agree the following dates for Cabinet meetings in 2017/18 (all Wednesdays at

10.00 a.m.).

7 June 2017                                                    6 December 2017

5 July 2017                                                      3 January 2018

2 August 2017                                                 7 February 2018

6 September 2017                                          7 March 2018

4 October 2017                                               4 April 2018

1 November 2016                                           2 May 2018

RESOLVED:

That the following dates of Cabinet meetings in 2017/18 (all Wednesdays at

10.00 a.m.) be agreed:

7 June 2017                                                    6 December 2017

5 July 2017                                                      3 January 2018

2 August 2017                                                 7 February 2018

6 September 2017                                          7 March 2018

4 October 2017                                               4 April 2018

1 November 2017                                           2 May 2018

RESOLVED:

That the following dates of Cabinet meetings in 2017/18 (all Wednesdays at

10.00 a.m.) be agreed:

7 June 2017                                                    6 December 2017

5 July 2017                                                      3 January 2018

2 August 2017                                                 7 February 2018

6 September 2017                                          7 March 2018

4 October 2017                                               4 April 2018

1 November 2017                                           2 May 2018