Executive Minutes

Date:
Wednesday, 8th December, 2004
Time:
7.30 pm
Place:
in the New Council Chamber, Town Hall, Reigate
 

Attendance Details

Present:
Mrs. J.M.A. Spiers (Chairman); Councillors M.H.C. Buttery, P.J. Circus, Dr. L.R. Hack, A.J. Kay, R.C. Newstead and Mrs. D.A. Ross Tomlin.
Also Present:
Councillors R.D. Bennett, J.M. Ellacott*, N. Harris, N.D. Harrison, A.R. Mountney, D.J. Pay, Mrs. R.S. Turner and C.T.H. Whinney.

* Part Meeting
Min NoDescriptionResolution
Part I
104. MINUTES
RESOLVED that the Minutes of the meeting of the Executive held on 18th November, 2004 be approved and signed as a correct record.
105 APOLOGIES FOR ABSENCE
Executive Members: Councillors R.K. Ellingham and J.B.P. Jones.

Non-Executive Members: Councillors M.A. Brunt, Mrs. G.L. Circus, Mrs. S.F. King, F.J. Moore, M.J. Selby, and T.D. Stoddart.
106 DECLARATIONS OF INTEREST
Councillor P.J. Circus declared a Personal Interest in Agenda Item 4 by virtue of the fact that he was the Council appointed representative on Citizens Advice Bureau.
107 GRANTS TO VOLUNTARY ORGANISATIONS - CORE FUNDING GRANTS 2005/06
RESOLVED that:

(i) subject to resolution (ii) below, the recommendations of the Core Funding Grants Panel be approved for incorporation in the 2005/6 draft budget, as set out in Annex 2 of the submitted report;

(ii) the appeals from the Council for Voluntary Service, and Reigate and Banstead District Citizens' Advice Bureaux be refused, and a one-off grant of 5,000 be made to East Surrey Community Mediation, with the funding to be vired from the community safety budget to the grants budget;

(iii) a survey of the needs of the elderly in the south of the Borough be undertaken, with a view to the amalgamation of Age Concern (Merstham, Redhill and Reigate) and Centenary House;

(iv) the Chief Executive, in consultation with the Executive Member for Partnership, agree the final terms of the core funding grant award;

(v) the revised commitments for 2006/7 and 2007/8 in respect of the core funded grant organisations be noted;

(vi) the priority area for themed grant allocations for 2005/6 be Community Safety; and

(vii) a review be undertaken of the operation of the core funding grant process in the light of the Panel's comments and in the context of the developing Corporate Plan 2006-9, for further report to the Executive.
108 SURREY COMMUNITY BUILDINGS (TRIPARTITE) GRANTS 2005/6
RESOLVED that:

(i) the tripartite grant applications from Salfords Village Hall in the sum of 6,900, and St Wilfred's Church Hall, Horley in the sum of 6,000 be approved;

(ii) the application from St Francis Church Hall, Horley be treated as a revenue grant and funding of 2,000 be approved in 2004/5; and

(iii) the applicants from St Philip's Church Hall, Reigate be informed that, in view of the proposed timescale of their project, they should reapply for a grant from the Surrey Community Buildings Grant (tripartite grant) scheme for the 2006/7 financial year having regard to the comments referred to in paragraph 6 of the circulated report.


109 COMMUNITY TRANSPORT - REVIEW OF POLICY AND SERVICE OPTIONS
 
110 FUNDING OF DISABLED FACILITIES GRANTS
RESOLVED that:

(i) support be enlisted from other local authorities with adaptations demand exceeding their cash-limited Government Office allocation, involving the local and national Local Government Association as appropriate; and

(ii) investigations be undertaken into securing economies of scale from suppliers of adaptations, working with adjacent authorities as appropriate.

RECOMMENDED that 140,000 be added to the 2004/05 budget and 150,000 to the 2005/06 budget for Disabled Facilities Grants.
111 2005/06 PROVISIONAL BUDGET REPORT
RESOLVED that:

(i) the ongoing savings totalling 685,000, as set out at Annex 1 to the circulated report be approved;

(ii) the one - off savings totalling 138,000, as set out at Annex 2 to the circulated report be approved;

(iii) the ongoing growth totalling 382,000, as set out at Annex 3 to the circulated report be approved; and

(iv) the application of one-off resources, as detailed at Annex 3 to the circulated report be approved.

RECOMMENDED that the capital programme for 2004/05 and 2005/06, as set out at Annex 5 to the previously circulated report be approved.

112 PROCUREMENT STRATEGY - CONSULTATION
RESOLVED that the draft Procurement Strategy set out as an Annex to the circulated report be published for consultation.
113 RACE EQUALITY SCHEME - RESPONSE TO CONSULTATION
RESOLVED that the Race Equality Scheme as set out as an Annex to the circulated report be approved.

114 IMPLEMENTING ELECTRONIC GOVERNMENT (IEG) 2004
RESOLVED that:

(i) the Implementing Electronic Government Return 2004 (IEG4) be approved for submission, by Monday 20 December 2004, to the Office of the Deputy Prime Minister (ODPM); and

(ii) the Director of Resources, in consultation with the Executive Member for Organisational Development, make any necessary amendments to the Return before the deadline for submission.
115 VARIATION OF LAND PARCELS SUBJECT TO COMPULSORY PURCHASE - HOLMETHORPE
RESOLVED that:

(i) the Head of Legal and Property Services be authorised to agree the terms for the withdrawal of the Notices to Treat in respect of the Compulsory Purchase Order land parcels numbered 3 and 4 as shown on the plan attached to the circulated report, and to enter into the necessary agreements including an indemnity for this process from Linden Homes; and

(ii) the Head of Legal and Property Services be authorised to agree the terms for the withdrawal of the formal Notice to Treat in respect of land parcel 2 after legal acquisition by the Council of the required part of that parcel thus releasing to the freeholder the remainder being the north east portion of parcel 2 as shown on the plan attached to the circulated report.
116 THE COUNCIL'S PERFORMANCE (QUARTER 2)
RESOLVED that:

(i) the issues raised by the Overview & Scrutiny Committee at their meeting on 17th November 2004, and the subsequent officers' responses be noted; and

(ii) the outturn figures for the second quarter of the current financial year 2004/05 also be noted.
117 ANY OTHER URGENT BUSINESS
RESOLVED that with the agreement of the Chairman, the confidential item of business detailed under Minute 119 and under the provisions of the Local Government Act 1972, Section 100B(4)(b), be considered as a matter of urgency. This was in order to take advantage of the supplier's lead time in the production of the vehicles. By placing the orders before Christmas, the vehicles could be delivered several months ahead of schedule. In view of the age of the existing vehicles, it was felt that this had significant benefits in terms of reliability for two of the Council's key services.
118 EXEMPT BUSINESS
RESOLVED that members of the Press and public be excluded from the meeting for the following items of business under Section 100A(4) of the Local Government Act 1972 on the grounds that they involved the likely disclosure of exempt information as defined in paragraph 9 of Part 1 of Schedule 12A of the Act.
Part II(Confidential)
119 VEHICLE REPLACEMENT PROGRAMME 2004/05
  • Report of the Head of Engineering Services
RESOLVED that:

(i) the Tender submitted by Dennis Eagle for the supply of seven (7) Refuse Collection Vehicles as listed in the tender evaluation at Annex 1 to the circulated report be accepted;

(ii) the Tender submitted by Barnes of Shoreham for the supply of four (4) recycling collection vehicles as set out at Annex 2 to the circulated report be accepted; and

(iii) the Head of Legal and Property Services be authorised to prepare and enter into the necessary contracts with the suppliers.
120 APPROVAL OF CLOSED CIRCUIT TELEVISION (C.C.T.V.) MAINTENANCE CONTRACT
  • Report of the Director of Policy and Environment
RESOLVED that:

(i) the proposal of an "All Inclusive Parts and Labour Cover" maintenance agreement submitted by Photo-Scan Systems Ltd at a cost of 143,567 for the three years commencing 1st April 2005, be accepted; and

(ii) authority be delegated to the Director of Policy and Environment and Head of Legal and Property Services to finalise the necessary legal documentation.
121 PRESS RELEASE
RESOLVED that:

(i) a suitable press statement be released with regard to the Council's position on Minute 110 - Disabled Facilities Grants; and

(ii) no other press release be issued in respect of the exempt items listed above.
The meeting closed at 8.38 p.m.

Minute

Min NoMinute
107The Executive had before it a report which sought to determine the allocation of core funding to voluntary organisations for 2005/06, and to note the position in relation to other categories of grants. The report set out the background, details of core funding, recommendations of the Core Funding Grants Panel on applications, proposed use of unallocated funding, details of the appeals against the recommendations of the Panel, options for themed grants, resource and policy framework implications, options open to the Council, and details of the applications received by the Panel.
108The Executive considered a report which detailed four applications received under the tripartite grant scheme for 2005/06. The report set out the applications, provided resource and policy framework implications and options open to the Council.
109This report was deferred to enable officers to investigate other options as detailed by the Community Transport Scrutiny Review Panel at their meeting on 30th November 2004.
110The Executive had before it a report which sought approval for additional funding for the statutory provision of Disabled Facilities Grants. The report set out the background, the legal position, relevant policy issues, details of demand and expenditure and government support, resource implications and options open to the Council. The report also set out a comparison of stock numbers, staffing levels and expenditure on Disabled Facilities Grants with other Surrey authorities.

During discussion of the report, the Executive Member for Housing noted that the projected expenditure for 2005/06 as detailed in the report was 600,000. However, Members felt that this estimate was on the low side given current trends, and it was proposed that an additional 150,000 be added to the 2005/06 capital budget for Disabled Facilities Grants, not 100,000 as recommended in the report.

Members noted that the Council would be in breach of its statutory obligations if Disabled Facilities Grants were not approved within the specified time periods, and there appeared little option but to increase the budget. It was felt that the current regulations should be altered so that the appropriate Government Office made more of a contribution to these grants, as an unfair burden was being placed on the chargepayer. On this note, it was agreed that the Council should lobby the Members of Parliament for the Borough to seek an appropriate change to the regulations.
111The Executive considered a report which provided an indication of Council Tax levels for 2005/06, and sought approval for savings and growth items and the use of one-off funds. The report set out the Council's current financial performance, provided an update on the Council's budget and set out details of the Capital Programme. The report also detailed ongoing savings, one-off savings, ongoing growth and highlighted proposals for the application of one-off resources.

During discussion of the report, a Member raised the issue of when a budget book would be available to Members. The Director of Resources noted that the new Finance and Performance Management System had "gone live" the previous Monday, and it was anticipated that this information would be available in the internet shortly. Officers also noted Members request that this information was to hand before the debate on the Council's budget in January.
112The Executive had before it a report which sought approval to publish for consultation a draft Procurement Strategy. The report set out the background and context, resource and policy framework implications, together with consultation undertaken.

It was noted that the Council had already approved a procurement framework, and the appended draft procurement strategy and supporting documents elaborated in detail how the Council's high level aspirations were to be achieved.
113The Executive had before it a report which informed Members of the results of extensive consultation on a draft Race Equality Scheme. The report set out the background, details of consultation undertaken, responses to circulated questionnaires, options open to the Council, resource and legal and policy framework implications.

The Executive noted that all respondents had considered the revised scheme as fit for purpose and that no comments had been received which suggested further changes to the scheme were required.
114The Executive considered a report which sought approval to a submission to the Office of the Deputy Prime Minister of the Implementing Electronic Government Return 2004. The report set out the background, factors for consideration, options open to the Council, resource and policy framework implications, consultation undertaken and associated conclusions.

During discussion of the report it was noted that an approved IEG4 statement would attract a 150,000 direct capital grant in 2004/05. It was further noted that the Council was not slavishly following a "box-ticking" exercise, but was prioritising work in accordance with the Council's Change Programme.
115A report which sought approval to remove certain parcels of land from the confirmed Holmethorpe Relief Road Compulsory Purchase Order, was considered by the Executive. The report set out the background, factors for consideration, legal implications, resource and policy framework implications and consultation undertaken.
116The Executive considered a report which detailed the comments of the Overview and Scrutiny Committee on service performance in relation to the outturn figures for the second quarter of the current financial year (2004/05). The report set out the background, and the views of the Overview and Scrutiny Committee expressed at their meeting on 17th November, together with officers' responses. During discussion of the report it was noted that 78% of the Council's performance was in the top quartile when compared against the Audit Commission quartile data.
119The Executive considered a report which sought approval for the acceptance of vehicle replacement tenders in accordance with the approved vehicle replacement programmes 2004/05 and 2005/06. The report set out the background, factors for consideration, resource and legal implications. The report also had a comparison of costs for the tenders submitted appended to it. Additional information relating to those costs was tabled at the meeting.

Discussion ensued with regard to the suppliers of the vehicles, and the Deputy Director of Services to the Community confirmed that, in his view, the recommendations before the Executive would enable the best vehicles to be purchased for the authority. The purchase of these vehicles was essential to the continued provision of ongoing reliable Refuse Collection and Recycling Collection services.
120The Executive considered a report which sought approval for the award of a three year contract for the maintenance and repair of Closed Circuit Television (C.C.T.V.) cameras, to commence on the 1st April 2005. The report set out the background, the tender evaluation process, resource implications of the proposed recommendations and related corporate implications.